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HomeMy WebLinkAbout11.01.21 Work Session Minutes City of Farmington City Council Work Session Minutes November 1, 2021 1. Call to Order Mayor Hoyt called the work session to order at 5:00 p.m. Present: Hoyt, Bernhjelm, Pearson, Wilson Absent: Porter Also Present: David McKnight, City Administrator; Lynn Gorski,Assistant City Administrator;Justin Elvestad, Fire Chief;Samantha DiMaggio,Community Development Director; Kellee Omlid, Parks and Recreation Director; Katy Gehler,City Engineer/Public Works Director; Cynthia Muller,Administrative Assistant 2. Approve Agenda MOTION by Bernhjelm, second by Wilson to approve the agenda. APIF, MOTION CARRIED. 3. Discussion Items a. 2022 Draft Fee Schedule Assistant City Administrator Gorski presented the 2022 fee changes. In the Parks and Recreation area, changes were made to arena rates for ice rental,turf rental and changing the timing of rental rate increases from July 1 annually to June 1. There are increases to shelter rentals and park development fees. In Community Development, changes were made to building permits, new application fees for tax abatement and tax increment financing were added, and code enforcement cost recovery increased from $40 to$75. In Fire, a live burn trailer rental and instructor were added, and a mobile food preparation vehicle permit was added. In Public Works/Engineering, SAC and WAC fees, sanitary sewer trunk area charge, surface water quality management, water trunk area charge and park development fee increased 3%. A clarification was added regarding the preliminary platting process and grading fees. Water tower communication devices increased 5%. Water user rates increased 4%, stormwater fund increased 5%, residential and commercial sewer rates also increased. Councilmember Wilson asked that the hockey groups be informed of the new fees. Regarding water rates, he asked about a break even point compared to other cities. Public Works Director Gehler explained the purpose of the tier groups is to promote water conservation and the cost is to encourage proper watering. She has a table with the percentage of how much waterfalls into each tier she could provide to Council. Councilmember Wilson asked if neighboring communities are doing the same with their development fees. Staff noted we are in line with other cities. The rates reflect the ability to pay for utility portion of projects with cash. Council Work Session Minutes November 1,2021 Page 2 Mayor Hoyt asked if we looked at impervious coverages for storm water charges. Staff confirmed that was reviewed. Community Development Director DiMaggio explained the code enforcement fee. We pay a consultant$70/hour for code enforcement. We collect$40 per incident. If the violation goes to court, the planning budget pays the legal costs. We were quite low compared to other cities and we need to recover our costs. Mayor Hoyt asked how we arrived at such small increases like ice rental. Parks and Recreation Director Omlid plans to do something different next year for park fee rental and rent shelters in two-hour increments to get more rentals. Regarding ice rental, we looked at what other cities are doing. Community Development Director DiMaggio noted regarding development fees, we have what the developer pays and our actual costs. That is analyzed every year. The 2022 fee schedule will be on the November 15 City Council agenda for approval. b. Solid Waste Discussion This topic was discussed at the October 4, 2021, work session and Council had requested further information. A question was asked about the number of properties and the dollar amount payable for past due utility accounts. The delinquent amounts going into the November 1, 2021, meeting included 583 accounts totaling$354,426.40. This amount includes all delinquent city utilities, not just solid waste costs. A question was asked about the current amount of city liability in the area of vacation and sick leave balances. The amount the city would be eligible to pay is just under$68,000 as of the end of October 2021. The possibility exists of potential city liability in the area of unemployment. City staff estimates the maximum amount of liability over the next year of$172,000. The fund balance in the Solid Waste Fund was in the area of$1.4 million in mid- October. Mayor Hoyt asked about a timeline for changing over solid waste service to Dick's Sanitation. Public Works Director Gehler stated staff is moving forward and the contract will be on the November 15 or December 6 Council agenda. They are continuing to talk about transition of services and January 1 is the target date. Changes to weekly recycling will be across the entire county. Councilmember Bernhjelm asked if the solid waste fund balance will role over to the enterprise funds. City Administrator McKnight has not talked to the city attorney Council Work Session Minutes November 11 2021 Page 3 yet. We need to determine if the sale of the vehicles also goes into that fund. Councilmember Bernhjelm asked if the funds can be used to offset new water tower expenses or are we restricted. City Administrator McKnight stated perhaps we can use the sale of the trucks to pay a quarter of the utility bills. As of January 1, everyone will pay for solid waste quarterly, so residents will be paying ahead. Councilmember Bernhjelm would like to use the funds on something residents are already billed for. Mayor Hoyt asked if we will receive a price scale from Dick's prior to taking action. Staff confirmed we will. Mayor Hoyt noted there will be a lot of changes in a short period of time. Councilmember Pearson asked that a communication plan be provided at the next meeting as weekly recycling is coming anyway. Mayor Hoyt added we don't want to scramble in December to get information from Dick's. We need to provide as much certainty for staff as possible. c. Follow-Up Discussion on CDA Workforce Housing This topic was discussed at the October 4, 2021, work session. Community Development Director DiMaggio spoke with Councilmember Porter and she is excited about this project now. Councilmember Bernhjelm felt this is the perfect time to add workforce housing. It was the consensus of the City Council to move forward with this project. d. County Road 50 and Flagstaff Avenue Intersection Mayor Hoyt has discussed the issue of the schedule of a future traffic control upgrade at the County Road 50 and Flagstaff Avenue intersection with County Commissioner Slavik. The county goes through a formal CIP process each year to prioritize the intersections most in need of upgrades. Public Works Director Gehler explained the CIP process. Discussions start in March to review the CIP and discuss priorities. In April, the county brings their draft CIP. In June the city sends an official letter and resolution to the county with the city's priorities. The CIP is then approved in October. The county rates intersections throughout the county. They do a warrant analysis and the Regetta development on Flagstaff did not meet the traffic warrants. Councilmember Pearson stated the roundabout on Flagstaff by Meadowview Elementary is a disaster. There are constant accidents. Cars leaving the high school on Flagstaff turn south, make a U-turn at Regetta to go north on Flagstaff. There is more of an issue than just County Road 50 and Flagstaff. There is too much traffic in that area. Council Work Session Minutes November 1,2021 Page 4 Mayor Hoyt stated this was brought forward because we have a dire need to make this a political issue. He talked to county commissioners. The county asked staff to meet in November because in December the county adopts the CIP for next year. We need to do something now with county and city staff. Councilmember Pearson stated Flagstaff needs to be looked at. The schools, including Meadowview, should be part of the conversation. Mayor Hoyt wanted a plan on paper. Councilmember Pearson predicted with targeted development in that area, the problem will get worse. Councilmember Wilson stated Flagstaff needs to be turned from a country road to a full two-lane highway with turn lanes. Councilmember Bernhjelm wants to push the County Road 50 and Flagstaff traffic light forward. If we invest in a light, we should also look at roads in and out of the high school. Mayor Hoyt noted public safety and infrastructure are in line with Council goals. We have not had a strong advocacy for Farmington at high levels. Are we willing to commit the dollars to do it? Councilmember Pearson felt we should talk to the developers and the schools regarding the issue. Councilmember Wilson agreed we must involve the school district. Mayor Hoyt asked staff to contact Commissioner Slavik to meet within the next few weeks. After that meeting, Council will discuss the level of traffic control. City Administrator McKnight should talk with the school district regarding traffic making a U-turn at Regetta. 4. City Administrator Update a. Update on City Activities City Administrator McKnight noted Council wanted to change the interview process for boards and commissions. Councilmember Bernhjelm recalled last year we had so many candidates, it took two nights for interviews. She asked if staff could narrow down the candidates to the top three first. Councilmember Pearson suggested a 10- minute phone screening by staff. Councilmember Bernhjelm wanted to move up the interviews to December instead of January and have the terms start in January. Mayor Hoyt agreed with the staff person for that commission narrowing down the applicants. Community Development Director DiMaggio has a board and commission policy that addresses attendance and use of social media. She will provide that to department heads. Parks and Recreation Director Omlid suggested updating the application form. Mayor Hoyt wanted information to state the importance of attendance and to make it a priority. It was decided the City Council will conduct interviews on December 13. Background checks will be done on the selected candidates. Council Work Session Minutes November 1,2021 Page 5 Assistant City Administrator Gorski has been working on the development process. She has interviewed city staff and met with surrounding cities on what works well and what doesn't. A letter is going out to developers, brokers and land owners with a survey for them to return, or she would prefer an in-person meeting. She has some recommendations to bring to the City Administrator and Council. City Administrator McKnight reminded Council of the boards and commissions reception on December 2. Each commission chair will prepare a summary of their activities for the year. He encouraged everyone to support our Police Department at this time. Councilmember Pearson noted plans are underway for the Spirit of Giving event. Councilmember Wilson asked that starting with the first quarter of 2022, an abbreviated powerpoint be provided for the financial summary. It would be helpful to residents. Councilmember Bernhjelm asked that a Dakota County Regional Chamber meeting be scheduled here in March. Mayor Hoyt encouraged everyone to connect with Sgt. Patrick Sunderman. He is part of the U.S. Army Marksmanship Unit and competed in the Olympics. He is from Farmington. Mayor Hoyt also reminded everyone that 2022 is Farmington's 150th Anniversary. 5. Adjourn MOTION by Wilson, second by Bernhjelm to adjourn at 6:26 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia .Muller Cynthia Muller Administrative Assistant