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09-26-11 CC WS Mtg MinCITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, SEPTEMBER 26, 2011 MINUTES 1. CONVENE CITY COUNCIL WORK SESSION 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 P.M. Mayor Lizde called the meeting to order at 6:01 P.M. A. Roll Call Present. Mayor Lizde; Councilmembers Hotvet, Woodruff and Zerby; Administrator Heck; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and Engineer Landini Absent: Councilmember Siakel B. Review Agenda Zerby moved, Woodruff seconded, approving the agenda as presented. Motion passed 4/0. 2. CAPITAL IMPROVEMENT PROGRAM Mayor Lizde stated the meeting packet contains a copy of the proposed 2012 — 2021 Capital Improvement Program (CIP). Director DeJong noted that from his perspective the CIP is more comprehensive than it has been in the past. The lists of projects and purchases are longer than they have been in the past. Therefore, the expense is greater that it has been. He explained Staff conducted a very detailed review of the 20 -Year Pavement Improvement Plan (PIP) and the associated Local Street Reconstruction CIP during 2010..Staff also prepared a Street Maintenance Financing Plan based on that information. The Street Reconstruction CIP included in the packet is at a summary level. DeJong explained items identified on a park maintenance list and on parks "wish list" have been incorporated into the Park Improvements CIP. Therefore, that CIP now provides a broader look at what park capital improvements cost. Council can prioritize the items listed in the CIP and the 10 -Year CIP can be revised to reflect those priorities. DeJong stated that rather than go through the CIP in detail he would prefer to entertain questions from Council. Councilmember Zerby noted the Park Commission has decided to move forward with a consultant's opinion regarding renovating Badger Park. Mayor Lizde stated the Park Improvements CIP includes a project to build a trail from the Smithtown Crossing to the LRT Trail in 2012. She then stated based on minutes of Park Commission meetings and discussions by the Trail Committee there had been some desire to build a trail segment from the trail at the Shorewood/Victoria boarder to the Minnewashta Elementary School. She asked when that is CITY OF SHOREWOOD WORK SESSION MEETING MINUTES September 26, 2011 Page 2 of 3 proposed to be done and if it should be noted in the CIP. Councilmember Hotvet suggested projects identified in the Trail Plan be incorporated into the Park Improvements CIP. Administrator Heck stated the trail connection will be taken out of the Parks Improvement CIP and placed into a to- be- developed Trails CIP. Councilmember Woodruff stated from his perspective moving the overall CIP forward is based on affordability yet the meeting packet does not include any information on fund balances or the amount of money being transferred into the funds in 2012 and going forward. Therefore, he couldn't make a decision on funding the 2012 CIP this evening. He then stated that in the past previous councils have had fairly lengthy discussions about each project included in the upcoming year's CIP. But, the meeting packet doesn't contain descriptions for the 2012 proposed projects and purchases. Director DeJong apologized for the lack of detailed information in the packet. Director DeJong explained Staff has relatively comprehensive lists and project descriptions, but he decided not to include all of that background material in the meeting packet. He noted there is extensive detail supporting the Local Street Reconstruction CIP, but he thought be might be better served by not including that detail. He indicated that Clover Lane should have been pulled out of the CIP as a specific item because it is just one of the roadways that are proposed to be overlaid in 2012. Also, Director Brown has submitted to him detailed information supporting the Equipment Replacement CIP. Councilmember Woodruff commented he was pleased that the projects on the park maintenance list and the park wish list have been included in the Parks Improvements CIP. He stated once Council decides how much the City can afford to spend on parks in 2012 he asked what happens to those projects that are proposed for 2012 but can not be funded in 2012. Do they become a priority I for 2013? Director DeJong clarified he does not want to be the decision maker on priorities and funding. DeJong stated it's the Park Commission's responsibility to recommend priorities to Council. Director DeJong stated his intent is to provide Council with an updated Financial Management Plan during future CIP discussions. Councilmember Woodruff stated the Staff memo states that Staff recommends "projects included in the CIP at the time of adoption with an estimated cost of less than $100,000 be approved for staff to complete as long as the total cost is at or below the amount listed in the CIP." He noted he is wavering on that recommendation. He then stated that from his vantage point one of the things that absolutely has to be brought back to Council from dollar one is anything that is labeled contingency. He questioned if it may be beneficial for Staff to write a policy for Council approval. Director DeJong stated his intent is to draft a purchasing policy in the future. Administrator Heck stated a project to connect fiber from City Hall, Public Works, the Southshore Community Center and possibly the public safety facility located in the City to the Carver County fiber ring needs to be added to the CIP. Director DeJong noted that the acquisition of new financial system software needs to be added to the CIP. He stated he doesn't have any firm quotes on that and he does not want to through in a placeholder amount because people tend to lock into the initial amount presented. He also noted radio equipment needs to be added. He asked Director Brown to comment on the radio equipment needs that are not included in this version of the CIP. Director Brown explained the City is mandated to comply with the Federal Communications Commission's standards for narrow banding for truck -to -truck radio communications. The City will be forced to purchase a number of replacement radios to meet that requirement. He noted there are a number CITY OF SHOREWOOD WORK SESSION MEETING MINUTES September 26, 2011 Page 3 of 3 of areas in the City where radios can't get truck -to -truck communication connectivity or even connectivity with the Public Works facility. Staff has been exploring putting an antenna up on the East Area Water Tower. The 2011 CIP has $7,000 budgeted for radios. The 2012 CIP needs to be revised to include $7,000 — $8,000 for an antenna and repeater system. He noted he is gather information to compare the costs of doing that against an 800 megahertz system. He also noted Public Works has a limited number of 800 MHz radios. Mayor LizCe asked if the City can use a State or Hennepin County purchasing program to acquire the radios at a lower cost. Brown responded that the County and State have all gone 800 MHz. Therefore, the City may have a number of purchasing vehicles available to use. He explained the South Lake Minnetonka Police Department ( SLMPD) leases its radios. The SLMPD Chief of Police has expressed a willingness to hand down some of its used radios to the various public works departments when it upgrades to new ones. Liz& stated she thought that would be important for Public Works to have 800 MHz radios for emergency management purposes. She encouraged Brown to let Council know what it can do to help with this. In response to a question from Mayor Lizee, Director DeJong explained that the plan is to discuss the CIP and Enterprise Fund budgets during an October 24, 2011, . work session. 3. ADJOURN Woodruff seconded, Adjourning the City Council Work Session of September 26, 2011, at 6:27 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED Christine Freeman, Recorder 0,44iv, L Christine Lizee, Mayor ATTEST .' f Brian Heck, City c ministrator /Clerk r''/" f D'