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11-12-13 CC WS Mtg MinCITY OF SHOREWOOD CITY COUNCIL WORK SESSION TUESDAY, NOVEMBER 12, 2013 MINUTES 1� K I1 C ►Y 010 Wei fl V M W K 411A I N I I L L 01 N M &M M 1410 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 5:00 P.M. Mayor Zerby called the meeting to order at 5:03 P.M. He noted that the meeting is being held on Tuesday because Monday was Veteran's Day. A. Roll Call Present. Mayor Zerby; Councilmembers Hotvet, Siakel, Sundberg, and Woodruff,, Administrator Joynes; City Clerk Panchyshyn; Finance Director DeJong; and Director of Public Works Brown Absent: None B. Review Agenda Woodruff moved, Hotvet seconded, approving the agenda as presented. Motion passed 510. 2. 2014 ENTERPRISE AND CAPITAL IMPROVEMENT PROGRAM BUDGET REVIEW Administrator Joynes noted that when this meeting was originally scheduled there was a conflicting meeting later on this evening. That is why this work session will only be 30 minutes long. Administrator Joynes explained that during Council's October 28, 2013, work session Council decided to eliminate the construction of the Mill Street trail segment from 2014; to schedule the construction of the Galpin Lake Road trail segment for 2014, and to schedule the construction of the Smithtown Road east sidewalk/trail segment for 2015. Both of those segments will be constructed to Minnesota State Aid (MSA) standards so the City can use MSA funds to help fund their construction. Council also decided to break the improvements to Badger Park into two phases. The ball field is tentatively scheduled to be reoriented in 2014. There is a placeholder of $100,000 in the Park Capital Improvement Program (CIP) for that; that is only an estimated amount. The road realignment, parking expansion and amenities are tentatively scheduled for 2015. There is a placeholder of $335,000 in the Park CIP for that; that is only an estimated amount. Those improvements assume that the City has a reasonable understanding of how the Southshore Community Center (SSCC) is going to be utilized. During the meeting there was continued discussion about removing the hockey rink in Badger Park and if there is a need for a hockey rink someplace else. Two options were discussed. One was using the City of Tonka Bay's rink in Manitou Park in exchange for helping to maintain the ice. That option needs to be explored further. Another was putting a rink in Freeman Park. The cost to do that would be quite significant. There had been an estimate of $40,000 for improvements to the hockey rink, but staff thinks it could cost as much as $200,000 to relocate it. Staff decided not to budget anything for it in the Park CIP until it has a better understanding of what will happen. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES November 12, 2013 Page 2 of 4 Staff moved some items that would have been funded out of the Equipment /Technology /Building (ETB) Fund to the Water Fund or Sewer Fund. For the Water Fund they are a truck, air compressor, utility truck, van and pickup. For the Sewer Fund they are a sewer jetter and truck. The Caterpillar Grader and the Proline Mower will not be replaced and therefore they were removed from the CIP. A used boom truck and tree chipper were added to the Equipment Replacement CIP in 2016. He reviewed a list of potential capital technology improvements and/or additions and budgeted amount. They are as follows. ➢ Customer Response Management Software — it would allow residents to report non - emergency issues ($6,000 in 2014 and $4,000 in 2015 — 2018). ➢ Online website problem reporting system with photo upload capability — ($360 in 2014 — 2018). ➢ Mapping AreView /CityLink — that would allow the City to link up various maps ($6,000 in 2014 and $2,500 in 2015 — 2018). ➢ Key -pad door access for City Hall — to improve security at City Hall ($2,500 in 2014). ➢ Wiring for cable service in the Council Chambers, Large conference room, kitchen/break room and lobby with a flat panel monitor(s) and high definition projector in the Chambers — more discussion is warranted on this ($5,000 in 2014). ➢ Recording sign and associated wiring in the Council Chambers — to let Councilmembers know if the recording system is on ($250 in 2014). ➢ Computer, software and peripheral upgrades — the regular upgrades /replacements ($10,000 in 2014 — 2018). ➢ Credit card payment processing for utilities, permits, etc. — research is being done to find out if the new financial software would be able to handle this (amount to be determined). He noted that it is not staff's intent to go out and purchase those items before discussing them with Council. The list is just a plan for capital technology improvements. lie then noted Council will have one more budget work session on November 25 where the budget can be finalized for the December 2 Truth -in- Taxation meeting during which staff will make a presentation on the 2014 general budget. In 2013 Council does have to finalize its tax level for 2014; the current recommendation is 3 percent. The CIP, Enterprise Funds budgets and the utility rates will be finalized in January 2014. Councihnember Woodruff asked that staff provide Council with copies of Administrator Joynes' presentation for this meeting and the last meeting. He stated that any time there is a presentation Council should get a copy of it even if it is after the fact. He then stated the last meeting packet on this topic included fund balance information. The one for this meeting does not. Therefore, he does not know what impact some of the changes made had on various fund balances. Following are a summary of Couneilmember Woodruff s comments, questions and requests about the CIP and Enterprise Budgets. The Sewer, the Water and the Stormwater Management Budgets all include an expense line item called Maintenance - Equipment. The Sewer amount is $5,000 yet in 2011 and 2012 yet the City never spent anywhere near that amount those years and only about half of the budget has been spent year -to -date (YTD) in 2013. The Stormwater amount is $5,500 yet in 2010 — 2012 the City never spent anything and only $1,000 has been spent YTD in 2013. He asked staff if the amounts budgeted for 2014 are appropriate. CITY OF SHOREWOOD WORK SESSION :MEETING MINUTES November 12, 2013 Page 3 of 4 • The Stormwater Management Budget includes a General Supplies expense line item for an amount of $3,000 in 2013 and 2014. Approximately $700 has been spent YTD in 2013. The most spent before that was approximately $2,200. He asked staff if the amount budgeted for 2014 is appropriate. • The Stormwater Management Budget has nothing budgeted for Capital Outlay yet the City will likely have to buy some easements for some of the road projects and the trail project. Actual amounts have been posted to that category. He suggested that be revised. • The Recycling Budget includes a revenue line item City Clean-up Fees in the amount of $6,000 for 2013 and 2014. Yet the history for that item has been a loss. He asked what is being done to achieve positive revenue for that item. • He asked that the individual items on the technology upgrade list be brought back to Council before any money is spent on them. He noted that for 2013 Council authorized that capital items up to a certain amount that were approved in the 2013 CIP did not have to come back to Council for authorization. He clarified that he is not saying he objects to those items. But, some of the items need more discussion. The 2014 total budgeted amount on the list does not equal the amounts in the CIP. • The Park Improvements CIP has not been changed to reflect purchasing and installing the monument sign for Gideon Glen in 2014. It is still listed in 2013. He asked if the $100,000 in 2014 for Badger Park includes relocating the lights. • The Street Reconstruction CIP includes Amlee Road and Manitou Lane. Glen Road is not on the fist. It would be senseless to do those two roads and not do Glen Road. The last item on the list is Street Sign Replacement. He asked if that is being done. Director Brown responded it is; it is being done when Public Works staff is not doing other things such as patching roadways. • The MSA Road Reconstruction CIP shows Eureka Road North being reconstructed in 2019 for an amount of $1,922,000. Yet during the October 28 Council work session there was consensus to use those funds to help fund two trail projects. He suggested removing Eureka Road from this CIP. • The Water CIP includes funding for the rehabilitation and painting of the West Water Tower in 2013. That will not be done in 2013 so that $450,000 should be moved to 2014. • The Stormwater Management CIP includes an item in 2014 called Lake South Auto Drainage — WSB Report for an amount of $24,000. He asked what that is. Director Brown explained that he thought it is for a stormwater issue down by Lake South Automotive. The building there has flooded a number of times so the drainage structure there needs to be modified. Amlee Road /Glen Road and Manitou Lane are included is this CIP It includes $452,000 for Eureka Road North in 2019. He asked if it will really be necessary to spend that amount of money on Eureka Road North for stormwater management improvements if it is not going to be reconstructed. Administrator Joynes stated some work will have to be done to that roadway. Director Brown stated if Eureka Road North is to continue to be a MSA road then that amount of money would be needed for that work. Councihnember Woodruff stated from his perspective the CIP for the next five years should be relatively solid. After five years it is somewhat wishy- washy. Administrator Joynes stated staff will have corrections made and answers for the questions just raised for the next meeting. Councilmember Sundberg expressed concern about the timetable for Badger Park improvements because the evaluation of how the SSCC is to be used may not be known by the time the improvements are CI`FY OF SHOREWOOD WORK SESSION MEETING MINUTES November 12, 2013 Page 4 of 4 started. She stated what is being planned for Badger Park may or may not interfere with what may be recommended for the SSCC. She asked if Council can give contingent approval of the Park CIP, Councilmember Woodruff clarified that by approving the CIP Council is only allocating funds for projects. It is not approving projects. Councilmember Sundberg stated that clarification makes her less concerned. Administrator Joynes clarified that staff would not be asking to spend any money on Badger Park until the question about the SSCC is resolved. Mayor Z.erby stated the estimated cost for the Customer Response Management software listed in the technology list is a lot of money and he does not think the City would get enough value from spending that amount of money. He cautioned against implicitly setting an unrealistic expectation that staff can address more residents' concerns by making it easier for residents to submit their concerns electronically. The Public Works Department already has more than enough work to do. He clarified he understands the need to streamline the reporting of things. He noted that he knows there are a number of those types of less expensive tools and he would be happy to work with staff on that. Iie stated taking concerns through the City's website would be a good place to start. He noted he is very keen on the AreView /CityLink software that is able to tie information on to a map because that ability is becoming increasingly important. He stated other government units are creating maps with really useful and valuable information on them. He noted he likes the transparency that could be achieved with that. He noted he appreciates the need for improved security. He stated it would be nice to have more flat screens around and noted their cost has come down substantially. Councilmember Siakel asked what the computer, software and peripheral upgrades entails. Director DeJong explained that is the replacement of personal computers and printers when needed at City Hall. Several are replaced annually. Mayor Zerby commented it is like a fleet rotation. 3. ADJOURN Woodruff moved, Sandberg seconded, Adjourning the City Council Work Session of November 12, 2013, at 5:29 P.M. Motion passed 510. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder TcotfoXdliy, May ATTEST: Jean Panchyshyn, City Cletk