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HomeMy WebLinkAbout05.18.15 Council Minutes COUNCIL MINUTES REGULAR May 18, 2015 1. CALL TO ORDER The meeting was called to order by Mayor Larson at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE Mayor Larson led the audience and Council in the Pledge of Allegiance. 3. ROLL CALL Members Present: Larson,Bartholomay, Bonar, Donnelly, Pitcher Members Absent: None Also Present: Andrea Poehler, City Attorney;David McKnight, City Administrator;Robin Hanson,Finance Director;Brian Lindquist, Police Chief;Adam Kienberger, Community Development Director;Randy Distad, Parks and Recreation Director;Kevin Schorzman, City Engineer;Brenda Wendlandt,Human Resources Director; Sergeant Lee Hollatz;Tony Wippler,Planning Manager; Cynthia Muller, Executive Assistant Audience: Mike,Kim and John Gray,Jake Cordes,Ann and Bruce Jensen, John Guist,Melissa Sauser,Matthew McGee 4. APPROVE AGENDA Councilmember Bonar pulled item 7c)Resolution Supplementing Cable Franchise Renewal Needs Assessment for discussion. MOTION by Bartholomay, second by Donnelly to approve the Agenda. APIF, MOTION CARRIED. 5. ANNOUNCEMENTS a) 2015 Heritage Preservation Award Zachary Mohlis,Vice-chair of the Heritage Preservation Commission,presented the 2015 Heritage Preservation Award to Bruce and Ann Jensen for their stewardship of their home at 708 Third Street. This home was also designated as a Heritage Landmark in 2011. b) Police Department Citizen Service Award Matthew McGee and Johnathon Gray were presented the Police Department Citizen Service Award for their efforts in assisting Sergeant Hollatz with an incident at the Vermillion River. 6. CITIZEN COMMENTS Mr.Dick Orndorff, 617 Spruce Street, stated a year ago he received a letter from the city regarding concerns he had expressed with temporary storage in yards,plastic garages, unlicensed cars,etc. He noted with heritage preservation,we give an award for maintaining their property, but let others get by with items all over the yards. The letter stated staff will inspect the alleys, city homes and businesses. He asked about the status of the inspections. Council Minutes(Regular) May 18,2015 Page 2 Mayor Larson stated Council will take his concerns into consideration and respond by letter. He noted some progress has been made. Mr. Orndorff suggested staff look at 4th and Walnut, drive through the alley and notice how many unlicensed cars go back to 2013. There is a 30 ft.boat in the alley from 2001. Mr. Orndorff noted someone was hired to enforce watering restrictions. Those residents are trying to make their place look good. They get fined$25 to$50 dollars. Others that don't care about their property, nothing happens to them. He has five cars within a block of his house sitting in yards with expired license tabs. He has not seen a lot of progress in a year. 7. CONSENT AGENDA MOTION by Bartholomay, second by Donnelly to approve the Consent Agenda as follows: a) Approve Council Minutes (5/4/15 Regular)(5/11/15 Work Session) b) Amended ORDINANCE 015-697 On-Sale Sunday Liquor License Hours- Administration c) Adopted RESOLUTION R21-15 Supplementing Cable Franchise Renewal Needs Assessment—Human Resources d) Approved Seasonal Hiring—Human Resources e) Approved Agreement Arena West Entrance Improvements—Parks and Recreation f) Approved Agreement Park Sign Landscape Concrete Curb Project—Parks and Recreation g) Approved Bills-Finance APIF,MOTION CARRIED. c) Adopt Resolution Supplementing Needs Assessment—Human Resources Councilmember Bonar noted this is an ongoing saga with Charter Communications. Human Resources Director Wendlandt noted the franchise negotiation process started in 2011. With the franchise agreement,there have been significant challenges. Charter was given a draft renewal agreement in February 2014 and they have not responded. Some delay is due to the Comcast/Time Warner merger which did not occur. The Needs Assessment is to address the pending issues and to let Charter know the cities do consider these as important subjects during negotiations with the franchise fee. 8. PUBLIC HEARINGS 9. AWARD OF CONTRACT 10. PETITIONS,REQUESTS AND COMMUNICATIONS a) 2014 Comprehensive Annual Financial Report(CAN()-Finance Mr.Bill Lauer, Engagement Partner with MMKKR, presented the findings of the 2014 audit. There was only one issue found with an inadequate segregation of duties in general disbursements and payroll,which is due to the amount of staff. There were no non-compliance issues found. In the past,EDA information has been blended as if it were funds of the city. Now it is reported separately due to Council Minutes(Regular) May 18,2015 Page 3 the structure of the EDA. There was a total of$17.3 million in fund balances, which is$528,000 down from 2013. In governmental fund revenues we took in just under$15 million in 2014,which is down$295,000 from 2013. In expenditures, $15.4 million was spent in 2014,which is $4.8 million less than 2013. The general fund had$2.9 million in cash, $1.3 million higher than 2013. The fund balance was$4.1 million, $1 million higher than 2013. The city was under budget in expenditures in every category. Liquor operations had a total net position of just over$1 million at the end of 2014. This was up$253,000 from 2013. Gross sales were$4.6 million, a 2.5% increase from 2013. Gross profit was$1.2 million or 25%of gross sales,the same as 2013. Operating costs were$848,000,up 2.4%from 2013. Operating income as a percent of sales was 7%. Council anticipated using this information during the budget process. Finance Director Hanson thanked staff for their attention to detail and diligence in watching expenses. b) 2015 Community Survey Results-Administration The last survey was conducted in 2006. The city contracted with The Morris Leatherman Company to conduct the phone survey. There were 400 residents surveyed on 90 questions. Mr.Peter Leatherman presented the results of the survey. The average survey took 23 minutes. There were 6%of residents who chose to stay on the phone with comments for over an hour. Cell phones made up 36%of the numbers called. The excellent and good comments put us in the top 30%of communities. Residents like the small town feel the best. The survey showed 20%of residents said nothing is wrong in the community. The average across the metro is 10%. City services were rated extremely high, in the top 10%. Street repair and maintenance obtained a 77%favorable rating. The average in the metro is 55%. Regarding taxes,there was a combined 63%saying taxes were very or somewhat high and 32%saying average. This would classify the community as property tax hostile. The value of city services was rated at 83%being excellent or good and only 16%rated poor. This places us in the top 10%of communities. He believed with a hostile tax community that is the highest rating they have for the value. People believe they are getting quality services even though they are paying a lot in taxes. A question was asked about switching to active code enforcement. Results showed 52%in favor and 44%opposed. There was not intense opinion on either side. Whether they would support a tax increase for code enforcement, 54%said yes and 41%said no. So 28%of the city would support switching to an active code enforcement policy and would support paying for it with a property tax increase. • Council Minutes(Regular) May 18,2015 Page 4 The greatest concern was youth crimes and vandalism at 27%. Also,23%said there were no public safety concerns,which is double the amount across the metro. Regarding the job the Mayor and City Council are doing, 77%approve or strongly approve, only 17%disapprove. This places us in the top 20%of suburban communities and cities across the state. Regarding city staff,44%had contact with staff and 71%gave a positive rating; 15%gave a negative rating. This also places city staff in the top 20%across the state. When asked about using financial incentives to attract businesses, 69%support and 27%oppose. However,42%would not support a property tax increase to do so. The average resident would support$25/year to attract development. Regarding being aware of things in the community, it is rare in communications with local government to get awareness over 70%. There were 81%who indicated they were aware of the 195t Street project and 92%were aware of the Farmers' Market in downtown. This is extraordinary awareness and very good communications on both pieces of information to the community. Next they asked about park and rec facilities. Regarding usage, 70%have used facilities, 95%were in favor of larger parks,41%use the ice arena and of those 20%gave an unfavorable rating. The needs of the households showed 98%are being.met with the facilities we have. Regarding recreation programs, 14%have used programs. The average is 25%-30%across the metro. But an extraordinary high satisfaction rate at 96%. When asked about converting the pool to a splash pad, 59%supported the conversion and 34%opposed it, 7% wanted more information on the cost. Most people will wait to see the plans and cost, but there is a favorable disposition towards this project by a 2:1 majority. Regarding a property tax increase to support park and rec facilities,44%said they would not support a tax increase. Where they would be comfortable is at a $25/year tax increase. They were asked about nine different facilities. The strong leaders for a park bond referendum were updating playground equipment at 67%, and aquatic facility at 66%,and the expansion of trails at 64%. Their primary source of information is the City News Guide at 41%,website at 21%. Regarding receipt of the City News Guide, 89%said they received it and an extraordinary 91%rated the content and format favorable. It is very unusual to have less than 10%criticism on a publication from a local government. With the city calendar, 77%reported receiving it, of that 98%rated it favorable. These are extraordinary high ratings. Regarding the internet, 81%of the community has internet access and 80%were very or somewhat satisfied. So the choice of the internet provider is not a big concern. Regarding cost, 61%were very or somewhat satisfied. Of the 81%with internet access, 74%have accessed the city website. For the first time in the last five years, 100%were able to find what they were looking for. Social media received an 87%excellent or good rating. When asked if the city should provide internet service, 79%supported this option. Council Minutes(Regular) May 18,2015 Page 5 Council noted people want growth, but they want the small town feel. We have to be very aware of that. Mr. Leatherman noted the city is in the second cycle of growth issues. The question is the type of growth. They are okay with growth if it facilitates their lifestyle. Council noted 66%would support a tax increase for an aquatic facility,but 98% feel the current facilities meet their needs and 1%said no. So 66%of the 1% would like a water park. Mr. Leatherman noted the question was do the current recreation facilities meet the needs of your household. Yes doesn't mean they couldn't be enhanced or improved. The list of facilities was to test the specifics. Council was very pleased with the information received. Surveys will be done every two to three years. c) 2014 Year in Review—Police Department Farmington currently has 24 officers and 15 vehicles. Police Chief Lindquist discussed activities and number of cases solved. d) Approve Agreement Rambling River Center Lighting Improvement Project —Parks and Recreation Staff would like to replace the light switches with occupancy sensors at the Rambling River Center. The low quote was from Helm Electric for$4,085.00. A savings will be realized in less than 6 years. Local government aid funding will be used. MOTION by Donnelly, second by Bartholomay to approve an agreement with Helm Electric, Inc. in the amount of$4,085 to replace light switches with occupancy sensors at the Rambling River Center. APIF, MOTION CARRIED. e) Approve Agreement Central Maintenance Facility Lighting Improvement Project—Parks and Recreation Staff solicited quotes to replace the 73 metal halide fixtures in the shop area at the Central Maintenance Facility. These will be replaced with 25 T-8 fluorescent fixtures. The low quote was received from Premier Lighting, Inc. in the amount of$11,409.50. The rebate from Dakota Electric Association is included in the cost. There will be a 2.5 year payback. Funding will come from the various utility funds and the general fund. MOTION by Bartholomay, second by Bonar to approve an agreement with Premier Lighting, Inc. in the amount of$11,409.50 for the CMF lighting retrofit project. APIF,MOTION CARRIED. 11. UNFINISHED BUSINESS 12. NEW BUSINESS a) 2015 City Council Strategic Plan Update-Administration Council and staff updated the strategic plan in March 2015. The plan was reduced from six areas down to four: - Organizational Development - Community Development - Communication/Engagement - Finance/Operations Council Minutes(Regular) May 18,2015 Page 6 Under Organizational Development,the maintenance study falls under this area and additional information will be brought back to Council. We are transitioning a new full time fire chief. We are recruiting for two positions in the Finance Department. Future IT needs have been discussed. A major priority under Community Development is development in Vermillion River Crossings. Staff continues to work with a potential developer on a hotel. Staff is starting to work on the 2018 Comprehensive Plan Update. Staff has also reviewed the Fair Hill development. Under Communication/Engagement,work is underway with the website update. Community survey results were presented at this meeting. The city communicates in various ways with residents. Regarding Finance/Operations staff presented a 20-year financial plan to Council and continue to work on that. Staff is continuing to look at the vehicle replacement plan. Staff will ask for a bond rating review in 2015. The pool closure at the end of this year was discussed in the survey. Now that the survey results have been received, Council will discuss the potential 2016 ballot question for an aquatic complex. MOTION by Bartholomay, second by Bonar to approve the 2015 strategic plan update. APIF,MOTION CARRIED. 13. COUNCIL ROUNDTABLE City Engineer Schorzman: The 195th Street project is progressing well. Storm sewer work and water main relocation has started along with grading and utility relocations. Parks and Recreation Director Distad: The MusicianFest program at the Rambling River Center will be expanded by adding three concerts in July. The tiger eyes mural in the arena is finished. Mayor Larson: Encouraged residents to shop local. 14. ADJOURN MOTION by Donnelly, second by Bartholomay to adjourn at 9:22 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant