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1999-10-14MINUTES - MOUND COMMITTEE OF THE WHOLE -OCTOBER 14, 1999 The Committee of the Whole for the City of Mound, Hennepin County, Minnesota, met in special session on Thursday, October 14, 1999, at 7:30 P.M., in the Council Workroom at $341 Maywood Road, in said City. Those present were Mayor Pat Meisel, Councilmembers: Andrea Ahrens, Bob Brown, and Mark Hanus. Absent and excused: Councilmember Leah Weycker. Also in attendance: Acting City Manager Fran Clark and Secretary Sue McCulloch. Others present: Finance Director Gino Businaro, Public Works Greg Skinner, Building Official Jon Sutherland, and Fire Chief Greg Pederson. Mayor Meisel opened the meeting at 7:35 p.m. 1.01 BUDGET - PUBLIC WORKS - GREG SKINNER Mr. Skinner presented his budget to the City Council. He began his presentation with the capital layout section. Councilmember Brown asked if the City is required to put in steal cages. Mr. Skinner stated this is something that the City will not need to purchase, but in case there is a need for these cages, the City will hire a contractor to accomplish this job. Mr. Skinner stated it is an expensive investment to own these steal cages. Councilmember Brown asked if the City is utilizing air monitors. Mr. Skinner stated the City currently is using air monitors. Councilmember Hanus stated he assumed the additional request for radio phones has the same explanation as the other departments have stated in the past. Mr. Skinner stated this was tree. Councilmember Hanus questioned the paint stripers. Mr. Skinner stated there is a need for this equipment and the City could not complete in a timely manner all its tasks without it. The strippers are used for crosswalks, roads, etc. and they will last up to 10 years, which is certainly worth its value. Mr. Skinner stated he is requesting a new ~ ton truck. He stated the truck would replace the trucks that got sold in October. There was a plow that was sold for $6,000 approximately and another truck for approximately $2,000 on the auction. Councilmember Brown asked if a 1-ton truck would be more cost effective and stronger in the long run rather than purchasing a ~l ton. Mr. Skinner stated the truck he is looking at 758 MINUTES- COMMITTEE OF THE WHOLE - OCTOBER 14, 1999 Councilmember Brown asked if a 1-ton truck would be more cost effective and stronger in the long run rather than purchasing a ~/ ton. Mr. Skinner stated the truck he is looking at purchasing would be used for a regular route. It will be utilized on small roadways, sidewalks, cleanup duty, and for picking up people in the park locations. Councilmember Hanus asked for an approximation of its life expectancy on this ~/ ton truck and Mr. Skinner stated it should last about 10 years. Councilmember Brown stated to get a 1-ton truck versus a ~/-ton truck would only cost about $5,000 more. He wanted to make sure Mr. Skinner did not see the need for a bigger size truck and Mr. Skinner stated he is very comfortable with the ~-ton truck he is requesting. Mayor Meisel questioned why the City does not buy all one brand of equipment. Mr. Skinner stated with the bidding process that is required by city code, it would not be cost effective to perform that way. Councilmember Brown questioned if the budget is allowing enough funds for the purchase of the equipment. Mr. Skinner stated there is a government discount for equipment purchased by cities which will help tremendously with the base price. Councilmember Hanus asked why there is such a steep increase in operating supplies. Mr. Skinner stated this has been contributed to the fact that in the past other departments have been using their supplies and not charging them back, thus causing the public works department to have to utilize all its dollars for the supplies. There was discussion about the motor fill price and if this was budgeted appropriately. This is an item which is hard to budget because the price of gas has been fluctuating drastically. Councilmember Brown stated auto equipment had doubled from last year's budget and Mr. Skinner stated it was due the ~-ton truck. Councilmember Hanus stated the public work's budget appears to have gone up exclusively in the capital layout and salary increases. Councilmember Ahrens stated history has shown that funds from the liquor store are being used to seal coat roadways in the City of Mound. Island View Drive is of a concern for Councilmember Ahrens. She stated the roadway was built as a concrete roadway and paid for by the private property owners on Island View Drive, but it is now in great need of repair. Councilmember Ahrens would like this roadway fixed and have it fixed by the City of Mound, since it is a City road as it exists to date. Councilmember Ahrens stated the curb is in most need of being repaired. 759 MOUND COMMITTEE OF THE WHOLE MINUTES - OCTOBER 14, 1999 Mr. Skinner stated Island View Road is in need of great repair and actually it should be completely done over, but realistically because of financial concerns, patching the concrete would also suffice. There was discussion whether this road should be repaired by the city because the private owners of this road initially paved the road, but Mayor Meisel and Councilmember Hanus stated this road is City owned and it should be maintained as any other street in the City of Mound. Mr. Skinner explained the process of repairing Island View Drive would involve taking out sections of the roadway and putting in new cement. He stated each section would amount to approximately $5,000. Mr. Skinner agreed with Councilmember Ahrens that the curb of Island View Drive is in most need of repairs. Mr. Skinner stated he is taking inventory of roads that need to be improved throughout the whole town of Mound. Councilmember Brown stated, and Mayor Meisel agreed, putting a bond in for infrastructures dollars would be appropriate with the Island View Drive roadway because this would be considered an infrastructure. In addition, the new well would fall under infrastructures as well. Councilmember Ahrens stated the roadway has lasted for about 65 years. The Finance Director stated the Island View Drive roadway would be financed through special assessments. He stated the whole street would be assessed from those people that currently live there because everyone uses the whole road and not just sections of it. Councilmember Ahrens questioned the barricade expense on the budget and Mr. Skinner stated these cones need replacing because of people running them over with their vehicles. Councilmember Hanus questioned the leak detectors on the budget. Mr. Skinner stated a hired person by the City of Mound checks the leaks in the water systems from the hydrants or mains through a sound frequency machine. This is an expensive process, but extremely effective. Councilmember Brown questioned the lift station expense. Mr. Skinner stated the lift station needs new panels and these are modernized panels, which is a needed upgrade. Mr. Skinner stated there are a total of three lift stations left to consider for repairs. 760 MOUND COMMITTEE OF THE WHOLE MINUTES - OCTOBER 14, 1999 Councilmember Brown asked if the lift station can be considered an infrastructure and have it paid by a bond. The Finance Director explained the public works should pay for these panels out of its operating budget rather than having to pay interest on a bond. The Acting City Manager asked if the City of Mound received appropriate funds from FEMA to pay for the panels on the lift stations, and the Finance Director stated the City did receive the appropriate funds to help pay for the costs. The Finance Director stated there would be sewer increases. Mr. Skinner assumes Metro will be going through some capital improvements because of increases that are occurring. Mr. Skinner stated he would like to do repairs of sewer around the City and by the lakes, but this process could be expensive. Mr. Skinner stated he is anticipating a good leak somewhere. Councilmember Hanus asked when other areas flow into Mound, is it metered. Mr. Skinner stated there are areas that are metered and those that are not. Mr. Skinner stated the need for more meters would be appropriate and highly recommended. Councilmember Hanus stated he would recommend a meter be established in the Minnetrista agreement currently established. Mr. Skinner suggested this meter could be requested through Metro. Council directed Mr. Skinner to request Metro to have a meter in the new sewer connection with Minnetrista. Mr. Skinner stated the sewer rates are based on the citizens water usage in the winter. The consensus tonight is to have Mr. Skinner check into having a deducts systems which would allow the people of Mound to be charged only for what they use. 1.1 BUDGET - FIRE CHIEF - GREG PEDERSON Mr. Pederson started his presentation with capital outlay. His budget reflected the need for a new extrication tool. The current one the fire department has in possession is old and the hydraulics is wearing out. Mr. Pederson stated the budget would have to allow for a new extercation tool because if the tool cannot function properly in accidents, then what is the sense of having it at all. The old extrication tool will be kept for demonstrations and backup. Mr. Pederson would like to purchase an electric extercation tool with high voltage, although a gas run tool may qualify also. Mr. Pederson is certain he does not want to have a tool that does not function when he has a well-trained group of people to support the correct operation of the extercation tool. Councilmember Brown questioned the rescue boat on the budget. He wanted to know if the new boat would be a new Zodiac with a trailer. Mr. Pederson is not sure at this point what 761 MOUND COMMHTEE OF THE WHOLE MINUTF, S - OCTOBER 14, 1999 type of boat he would like to purchase. Mr. Pederson stated the current rescue boat they have is able to run well with two rescue persons in it, but when you have to add the victim in the boat, it is slow. Councilmember Brown explained a new boat designed for the purpose of water rescues. It is made so the rescue squad can drive over the victim with the boat and there is an open space in the middle of the boat where the victim is picked up and brought through. This process alleviates dragging the victim over the side of the boat. Councilmember Brown stated there was a presentation on television and it was not priced more than $10,000. Mr. Pederson stated in a demonstration rescue the City of Mound's boats were the slowest in attendance. Mr. Pederson stated ideally he would like a boat slip where the fire department could leave the City's rescue boat in the water. This would be similar to what the parks department has for their department. The fire department handles calls from Minnetonka Beach, Crystal Bay, Fletchers, Loss Lake, and others. Mr. Pederson stated the budget is listing radio and telephone replacement and has the same case scenario as the other departments. He also stated the phone maintenance needs to be improved. The Acting City Manager stated there are three proposals the City of Mound is considering for building a radio tower in their location. Nothing has been decided yet, but certainly one of the three will be chose. Mr. Pederson stated the budget needs to allow for a ventilation blower for ventilating homes after a fire. Councilmember Brown addressed the issue of the fire department needing a new bay built for their trucks. Councilmember Brown told Mr. Pederson his plan. He stated ideally this building could be built on the hill by City Hall, having five police department garages on the lower level of the building and on the upper side, there would be space for two new stalls for the fire department. This building could be used for vehicles, plus storage of confiscated equipment, and also have a room off the side for the dog problem in the City of Mound. Mr. Pederson does appreciate the idea of a shared building with the police department, but Mr. Pederson was hoping to budget some time in the future for a new fire station. Councilmember Hanus addressed the weight issue with this building. He is concerned that the two-level scenario may not have enough support on the upper side for the fire trucks 762 MOUND COMMITTEE OF THE WHOLE MINUTES - OCTOBER 14, 1999 when filled with water. He also was concerned if building a two-story building of this type was really going to be cost-effective rather than having two separate buildings built. Councilmember Brown stated the big trucks could be stored on solid ground and the ambulance, rescue vehicles, etc. could be stored on the upper level if the weight was an issue. The Building Official stated there is an old plan that does exist with the above-type scenario. It was evidently drafted about eight years ago. There was a consensus by the Council tonight to have Mr. Pederson and the Police Chief get together a building proposal of some type to meet both their needs and present it to the Council in the near future. Mr. Pederson stated a building that he intends to propose would hopefully have a five-year deadline from today's date. He stated there are too many accidents occurring because of low space when parking the fire department vehicles in the garage. Councilmember Brown stated it would appear the fire department's budget is up about $3,000. Mr. Pederson stated a need to put in new toilets at the fire department. The Finance Director added there is a part-time inspector included in the budget with the intent on filling the position this year. Mr. Pederson stated the job description will be well advertised and there is a budget of $2,000 for this position. There was discussion about the fire service fund. This fund is used to build cash, which it accomplished in the past and has also allowed a purchase of an engine four years ago. This fund also is used to keep the trucks in working condition. Mr. Pederson stated at this point he is not sure if he should budget for a smaller engine now and spend less money, or to wait one more year and get a good engine. Mr. Pederson is looking at budgeting for a new engine next year. There was some discussion about a lot of repairs of equipment and getting the funds for these repairs from the operating expense section. It appears there may not be enough monies budgeted for supplies that would fail under the operating expense category. The repairs are high because the trucks are not operating well and it is time for new purchases. Councilmember Ahrens asked how many trucks there are total in the fire department and Mr. Pederson stated there are nine, which includes the grass truck, Truck No. 1 and the car. 763 MOUND COMMITrEE OF THE WHOLE MINUTE8 - OCTOBER 14, 1999 Mr. Pederson stated sometimes throughout the year, all trucks are gone out on calls at the SalTle time. Mr. Pederson stated he presented his budget to Spring Park and they were impressed with his numbers and presentation. 1.2 BUDGET - BUILDING INSPECTIONS - JON SUTHERLAND Mr. Sutherland presented his budget and started with capital layout. Mr. Sutherland stated his estimate for the GIS computer system was listed on the budget. He stated this system will integrate the parcel data. The computer system will print city maps in color because currently they are black and white. Mr. Sutherland stated on the budget is listed a digital pictures camera. This camera would take excellent pictures for planning and zoning complaints, garbage houses, etc. Mr. Sutherland stated the city should budget for another camera like the current one that already exists in the police department, and he is confident the camera in the police department should be used only for their purposes and the City should purchase another one for other departments. Mayor Meisel stated this camera may be purchased at a better price than listed in the budget at National Camera. The Finance Director stated this digital camera is very durable and sturdy and stated the City would benefit from owning another camera. Mr. Sutherland mentioned the telephone system scenario is exactly as other departments have already stated. Mr. Sutherland explained there is a budget for redesigning the counter area to help serve the people better and keep the citizens' questions of the City more confidential. The Acting City Manager informed the Council about the OCR system she would like the City to consider as a budget item. She stated the OCR system would replace the GIS system that Mr. Sutherland is proposing and also eliminate the file cabinet space being used. Mayor Meisel agreed the upstairs location needs to be improved in a more user-friendly way for the public. Mr. Suthefland stated the new counter area would compliment the Acting City Manager's proposal for the OCR system. Mayor Meisel stated she would like the new counter top issue investigated. She suggested a budget of approximately $3,000 to hire a consultant to give ideas for an improved look and a more efficient way for the public to get assistance from the City. 764 MOUND COMMITTEE OF THE WHOLE MINUTES - OCTOBER 14, 1000 Mr. Sutherland stated he budgeted a planning intern as an assistant for him. This intern would assist Mr. Sutherland with tutor work and the GIS input work that will be coming up. Councilmember Hanus mentioned professional services appear to be a little high on the budget. He stated possibly the professional individuals may need to be utilized less and support staff efforts may need to be increased. Councilmember Hanus stated this issue may need to wait until a permanent City Manager is in place. Councilmember Brown expressed a concern for professional services as well, especially with the new downtown development. He explained he thought it would be possible to have a city planner on staff at Mound to alleviate some professional costs. Mr. Suthefland stated it would be possible to have a permanent city planner on staff similar to what other cities near the City of Mound incorporate in their support. Councilmember Brown asked who answers most of the public's planning and zoning questions. Mr. Sutherland stated the public's questions are usually answered by his secretary or him. He stated his is technically not a certified planner, but is confident in the knowledge he has acquired. He stated he is willing to take on more responsibility, but will need an assistant, Mayor Meisel stated the City of Mound city codes need to be looked at and improved. Councilmember Hanus stated he would like some figures regarding a city planner position that could be shared by a staff city planner and a professional service planner. Councilmember Ahrens stated she would like the idea of having a city staff planner on board with an intern assisting the city planner investigated. She agreed with Councilmember Hanus that this position may have to wait until a City Manager has been hired. Mayor Meisel explained the budgets that have been presented tonight have increased primarily in capital layout. 1.3 BUDGET - FINANCE D1RECTOR - GINO BUSINARO Mr. Businaro stated the legal budget as of September 1, 1999, was at $32,000. Mr. Businaro stated the salaries are down primarily due to new people being hired for positions. Mr. Businaro stated the digital camera has been budgeted and would improve the City of Mound's services to the public. 765 MOUND COMMITTEE OF THE WHOLE MINUTES - OCTOBER 14, 1999 Mr. Businaro explained the OCR scanner would benefit the City of Mound with the professional services it could offer. He stated the $9,000 cost includes the computer, software, scanner and printer and there is maintenance support that is quite agreeable to the Acting City Manager. Mr. Businaro stated he would like to see in the future this OCR scanner a part of a network for all cities to utilize as a whole. Evidently this system is extremely fast and up to date. Mr. Businaro stated his budget appears to be less than last year and he is confident with his calculations. Councilmember explained even if the OCR scanner is purchased, the actual physical records may need to be kept as long as 10 years. This was confirmed by Mr. Businaro. The Acting City Manager stated the carpet and paint at the City offices was added into the budget for improvements. She stated the carpet is 10 years old and it is fraying in several areas. Mr. Businaro stated the recycling cost is not accelerating. Councilmember Ahrens stated she would like brush picked up as part of the recycling procedure. Mr. Businaro stated the budgets that have been proposed should allow for a break-even budget at the end of the year. There was discussion from Councilmember Hanus and Mr. Businaro regarding the approved budgets and actual budgets for previous years and the upcoming year. 1.4 EXECUTIVE SESSION: WOODLAND POINT LITIGATION The meeting recessed at 11:10 p.m. The Committee of the Whole Meeting was called back into session at 11:15 p.m. 1.5 MISCELLANEOUS The Acting City Manager discussed the newsletter and is proposing to add information in the newsletter relating to no parking, tree ordinances, cat containment ordinances, and overdue water bills. INFORMATION ITEMS There were no information intems handed out for this meeting., 766 MOUND COMMrlTEE OF THE WHOLE MINUTES - OCTOBER 14, 1999 ADJOURN. MOTION by Brown, seconded by Ahrens, to adjourn at 11:20 P.M. was unanimously in favor. Motion carried. The vote Francene C. Clark, Acting City Manager Attest: Council Secretary 767