Loading...
HomeMy WebLinkAbout6.b. Minutes of the May 24, 2006 City Council Work Session ProceedingsROSEMOUNT CITY PROCEEDINGS CITY COUNCIL WORK SESSION MAY 24, 2006 Pursuant to due call and notice thereof, a City Council Special Work Session was held on Wednesday, May 24, 2006, at 6:04 p.m. m the Council Chambers at City Hall, 2875 145` Street West. Mayor Droste called the meeting to order with Council Members Sterner, DeBettigmes, and Shoe Corrigan attending Council Member Baxter entered the meeting at 6:12 p.m. Staff members present were City Administrator Verbrugge, City Engineer Brotzler, Communications Coordinator Cox, Management Analyst Watson, Operations Superintendent Cook, Public Works Supervisor Koslowski, Admuustration Intern Hudema and City Clerk Domeier. DISCUSSION 2.b. Public Works Quality Standards, Public Works Annual Report 2005. City Engineer Brotzler introduced Management Analyst Watson to the Council. Public Works Quality Standards: Mr. Brotzler stated the goal was to develop and formalize a guiding document for the operations of the Public Works Department The document identifies how the department is organized and estabhshes the daily activities and responsibihties of the department. Mr. Brotzler stated the asset replacements schedules, boulevard maintenance areas, trails and sidewalks maintenance, the NPEDS permit requirements, parks scheduled maintenance, mspections forms, and sewer and water and storm sewer systems mamtenance procedures are identified in the report. Future goals and long term maintenance plans will assist m the budgetary needs of the City. For staffing, materials and equipment needed it can be identified what existing and future needs are and will provide a benchmark for future budgetary needs As time continues and the standards are implemented, the goal is to develop a performance based budget that would allow staff to make decisions for needs and priorities to present to Council. Council Member DeBettignies asked if the reports could be integrated by taking the budget dollars and working them into the quahty standards Mr Brotzler stated that in moving forward these standards are the stepping stone where the standards and budgets can be projected. A certain percent of the Pubhc Works budget could be tied m the standards report. Council Member Sterner stated his concerns with the possibility of not being able to meet the quahty standards Mr. Brotzler stated the goal through the annual report is to provide information back to the Council on where staff met the standards. There may be equipment or staff hmitations or new uuuauves brought on through the year that may change how the standards are met. Council Member Shoe Corrigan questioned if inventories of equipment, seal coating schedules, and various other maintenance schedules would be kept in this document. Mr. Brotzler stated those items would be part of the annual report 6b ROSEMOUNT CITY PROCEEDINGS CITY COUNCIL WORK SESSION MAY 24, 2006 Council Member Sterner stated for building maintenance carpet replacement every 12 years seems aggressive Mr. Brotzler stated the tune frame could be modified from 12 to 20 years. Council Member Shoe Corrigan stated the cleaning schedule could be altered as well. Council Member Baxter applauded the effort of the Public Works Department for preparing the document. He questioned the maintenance of the bituminous roadways. Mr. Brotzler stated the maintenance schedule can be altered based upon the needs. Council Member Baxter felt the parks inspections occurring only once a month didn't seem adequate based upon the amount of usage in the summer months. Operanons Superintendent Cook stated the playground equipment has to be inspected on a weekly basis and that a general mspection of the overall park area is completed monthly. Mayor Droste applauded the development of the document but questioned how the non- productive time would be measured and tracked when its weather related He further noted a quahty component is for employees to report what the status of projects is m meeting the expectation of the qualities. Thirdly, the customer report component needs to be integrated throughout the year. City Admuustrator Verbrugge questioned how resident calls are answered with CarteGraph. Mr. Brotzler stated there is a call link with the new system. Ms. Watson added that a citizen library will be set up to track concerns. Mr. Brotzler described that a call will be tracked and quened and a work order will also be generated. An electronic record will be kept of the complaint, how it was resolved and the time and materials used For snowplowing there will be a standard report produced to show the snow fall, the staff hours, the overtime, the trucks used, the amount of sand and salt used. A report will be generated to project for future sand and salt needs. Mr. Brotzler stated that from a work efficiency stand point the project schedules have been set up based upon the quality standards to identify where staff resources are over or under allocated. Council Member Shoe Corngan questioned the moving of benches and flower pots. Mr. Cook stated the benches and pots are removed for snow plowing purposes Mr. Brotzler stated this will be a dynamic document as expectations and demands change over time. It will be reviewed and updated on an annual basis to review and reflect on the performance and Council expectations Council Member Shoe Corrigan suggested adding the annual review language to the mission statement. Pubhc Works Annual Report 2005: Mr. Brotzler stated the report provides a recap of projects, uutianves and task completed in 2005 Mr Brotzler touched on the uses and new initiatives m using the new CarteGraph system. The GIS capabihties of the City have been broadened and provide maintenance workers with information m a time efficient manner. Council Member Shoe Corrigan suggested adding replacement schedules to the report. ROSEMOUNT CITY PROCEEDINGS CITY COUNCIL WORK SESSION MAY 24, 2006 The Council thanked the Public Works Department for assembling the reports. Mr. Brotzler acknowledged the hard work of Mr. Koslowski and Ms. Watson m developing the reports. 2.a. Joint Powers Agreement with City of Eagan for Sewer Service. City Engineer Brotzler stated this item was before the Council at the April 12, 2006 work session when the City reviewed the Joint Powers Agreement with the City of Eagan. The Joint Powers Agreement would facilitate the extension of the sanitary sewer service to a portion of the north central area of Rosemount The advantage with going with the City of Eagan is the ability to provide service to Sewer Districts A -1 and A -2 with a gravity system and the ability to provide service sooner if needed with less impact to adjacent properties versus an extension from the south. In relation to the transportation plan, Barcardi Avenue, a collector street, will need to upgraded in the future. From a pohcy standpoint there will be a need to extend 120 Street to Highway 3 Mr. Brotzler noted that Earl Bester's property is located at the corner of 120 and Bacardi Avenue and Mr. Bester desires to have sewer service provided to his property for development Mr Brotzler stated the projected flows for the area and that Sewer Districts A -1 and A -2 are at the capacity available m the Eagan system. Mr. Bester's property is outside of the planned area to he served from the Eagan system and consideration to serve Mr. Bester's property with this system would require the ehmmanon of planned sewer service to other areas currently within Sewer Distncts A -1 and A -2. Mayor Droste questioned how the utility bills would be billed and would the sewer and water come from the Eagan system for the Rosemount residents involved. Mr Brotzler stated the long term option was for sewer only If urban development would occur to support that, water would have to be requested until the Rosemount system could provide for the area. It would be cost effective to serve the smaller residennal properties between the railroad tracks and Highway 3 Mr. Brotzler stated the City would collect utility bills and submit payment to the City of Eagan and the Eagan rate. Council Member Shoe Corngan had no problem with providing sewer to the areas in Sewer Districts A -1 and A -2, but was concerned with rural residential areas looking to redevelop. Mr. Brotzler stated urban development would be driven if Eagan has a condition to upgrade 120 Street. The jurisdiction of 120th was discussed. Mr. Brotzler stated any plan to bring 120 to Highway 3 would fall entirely on Rosemount. The City will need 120 Street as the future exisung municipal urban service area develops For Bacardi Avenue there is a road and right -of -way there already The Bacardi Avenue extensions were also discussed. Council Member Shoe Corrigan was concerned with paying for the upgrades to Bacardi Avenue m ROSEMOUNT CITY PROCEEDINGS CITY COUNCIL WORK SESSION MAY 24, 2006 the rural residential areas and discussed how the preservation of the green space will affect the development and driving need to increase roof tops in the area. Earl Bester stated that Manley Development intends to have housing on both sides of 120 Street and would put the road in. Services to A -1 and E -6 were discussed. Mayor Droste agreed with Council Member Shoe Corrigan that it is a pohcy issue if the designation of the area is changed It will influence the surrounding properties Mayor Droste added it should be incorporated into the 2030 Comprehensive Guide Plan Council Member Shoe Corrigan was worned about the potential rural residential pockets that would be created with the upgrades to 120` Street and Bacardi Avenue. Council Member Baxter stated in regard to option #2 outhned m the Council memorandum for a Joint Powers Agreement to work for A -1 and A -2 that development should drive the extension of 120 St Mayor Droste added that development from the south and development from the north are two different issues. If from the south, we need to have both utilities provided. Mr. Brotzler clarified the reference to 120` Street being extended as development occurs refers to development along Bacardi Avenue in the existing MUSA. Council Member Shoe Corrigan felt the City still has the nght to decide what the community will look hke in the future. She stated its time to consider if rural residential is nght for the City Council Member DeBettigmes stated greenway corridors are something the City really needs to take a look at. Council Member Shoe Corrigan offered another suggestion for the areas to be developed in a zoning district requiring a cluster development to preserve 50% or more of green space. It would benefit the property owners and the need to preserve the resource. Mayor Droste stated there should be a joint meeting with the Planning Commission to discuss the comp plan and the area currently discussed Mayor Droste also added it is time to discuss what other areas m the City the Planning Commission should be directed to look at m long term planning and educating residents. Council Member Shoe Corngan stated her different reasons for desiring to maintain the open spaces m the City. She further added that when preserving tracts of land the tracts should be contiguous. Mr. Verbrugge summarized that Earl Bester's property is not to be rezoned right now until the Comp plan has been reviewed. In regard to the Joint Powers Agreement with Eagan it was discussed to pursue language that has cooperation on the 120 extension and property developing south of the area although it is unknown how the extension will be paid. Council Member Sterner prefers the City should maintain its own sewer and water. Council Member Baxter stated to let Eagan pay for part of it if we have that option. Mr. Brotzler noted there are opuons available other than only using development to pay for it. ROSEMOUNT CITY PROCEEDINGS CITY COUNCIL WORK SESSION MAY 24, 2006 Mayor Droste suggested holding off on the Joint Powers Agreement based upon the need for communication with the residents and that this will occur as part of the 2030 Comp Plan Update due m 2008 Mr. Brotzler stated he would check with Eagan staff in regards to holding off on the Joint Powers Agreement for a year depending upon if Eagan may change development strategies if the agreement is not signed 2.c. Special Assessments Deferral. City Engineer Brotzler summarized the report stating that due to an assessment hearing last year for a recoil project, follow -up is being provided to the City Council regarding payment deferrals. There are provisions in State Statute for a person 65 years of age or older or retired by virtue of a permanent and total disability for whom it would be a hardship to make assessment payments. Council directed staff to create language to develop a pohcy on the special assessment deferrals Commissioner Baxter preferred the Robbmsdale language. Mr. Brotzler questioned the process in moving forward whether by staff presenting the information in a memorandum for discussion or to plow forward for Council level approval. Council Member Baxter suggested bringing it back as a work session item. 2.d. Water and Sanitary Sewer Rate Study. City Engineer Brotzler provided a background of the study. Mr. Brotzler highlighted the changes for the City's rate study. Currently, there is a flat rate that is paid regardless of the quarterly usage. Most Cities now use a base /increasing block structure. The primary goal of that type of structure is the promotion of conservation. Secondly, in 1989 a water surcharge of $8.90 was instituted to pay for the debt service of the construction of the Connemara Tower and has been used to pay debt service on the Eastside Tower. Based upon the rate study, there are adequate core funds so as the City continues to develop and with building capital improvements, the core funds are adequate to pay for the improvements. Because the existing surcharge is still in effect and the cost of building a future water treatment facility, the Utility Commission recommended mamtaimng the quarterly water surcharge to fund future debt incurred at the time the water treatment facility is constructed. The rates proposed have been modeled to change in 2007 and are projected for five years to 2011. A communication process will take place to inform the residents of the rate increase and the background of the rate study creating the charges The base rates are proposed to increase 5% per year and the block rates are proposed to increase 10% per year. The proposed rates would account for future increases in operating costs and have been estabhshed to maintain a balance in both water and sanitary sewer utility funds. Based upon the new land use plan adopted m July 2005 expanding the MUSA, the preparation of a Comprehensive Sanitary Sewer Plan is recommended and m 2007 to budget for a plan in the sewer budget. ROSEMOUNT CITY PROCEEDINGS CITY COUNCIL WORK SESSION MAY 24, 2006 A survey of other community water and sanitary sewer rates was completed as part of the rate study. Council Member DeBetugrues stated that Lakeville and Eagan have less costs than Rosemount Mr. Brotzler stated for other communities it is unknown how their funds are allocated With the unknown commercial or industrial rates for those areas, staff is unaware of the revenues collected by those types of uses Mayor Droste stated his concern with the proposed increased rates and the public percepuon Council Member Baxter thought the 10% increase is hard to justify. Council Member Sterner stated it pushes for the conservation of water Mr. Brotzler noted the need for the rate increases is based on the projected expenditures and fund balances proposed. Council Member Baxter suggested taking the higher block rate and making it higher to begin with and then increasing 5% thereafter. He further stated his concerns with collecting the $8.90 per quarter surcharge even though the purpose of the surcharge has changed. The surcharge should be designated to another specific project. Mr. Brotzler stated to get to the water treatment plant an estimate was made that 2009 was a year that debt would be incurred. It is showing by the collection of the surcharge through 2009 there would be up to a million dollars of revenue. It would cover the first year of debt payment for the water treatment plant. Mr. Brotzler laid out the factors of the decision in eliminating the surcharge. Council Member Shoe Corrigan stated it should be communicated that the surcharge will be used towards a water treatment plant. Mr. Verbrugge stated he agreed with Council Member Baxter's standpoint on the levying of the surcharge as to what will the City do with the money it is sitting on. Mayor Droste stated his concerns with the conservation issues. Council Member DeBettignies stated his thoughts on the survey included m the packet and his request to analyze where the City was 20 years ago compared to where it is now. Mr. Brotzler stated it comes down to what our cost is of doing business today and projecting the cost of doing business in future years with striving to maintain a balance in the utihty funds. Mr. Brotzler stated the biggest number for the Council to consider is the balance from year to year. Based upon the costs and projected revenues then finding what is acceptable and how far you want to draw it down. Mayor Droste requested more historical perspective on the issues and more discussions with Finance Director May. Council Member Shoe Corrigan requested figures on the number of residents using 30,000 gallons or more per year. Council Member Baxter stated it would look great elmunate the surcharge money. Council Member Shoe Corrigan wanted to know when the proposed water treatment facility would be built for communication to the residents. Mayor Droste suggested collecting more data to analyze the situation. The item will be brought back before the Council at the July work session. UPDATES Mr. Verbrugge handed out the background information for his annual performance evaluation. The evaluation will take place on June 20, 2006 after the City Council meeting in a Closed Executive Session. Mr. Verbrugge shared a concern of Forrest Krough regarding a failed septic system. Mr. Verbrugge gave the background of the case and stated rules for defining a system failed. Mayor Droste suggested that Mr. Verbrugge contact Mr. Dough regarding the state statute for septic systems. Mr. Verbrugge updated the Councll on Rich Lonnquist's medical status. Council Member Shoe Corrigan stated the article in the paper related to the athletic complex was not clear in stating that funding of the project is a big concern. Mr Verbrugge suggested sending a letter to the editor from the Council stating it is more of a funding issue versus a pnonty issue. Mr. Verbrugge updated the Council on the status of An Cargo A tax bill included the language on the Aix Cargo. The business plan does not need to be rushed and the IEDZ does not need to be established until 2008. The tax hill did not Include any property tax rehef The adrniiustrator's column m the Town Pages will have a legislative update and will also include the updated eminent domain information. It was noted the DARE Graduation at Rosemount Elementary was well attended. Council Member DeBettignies stated Officer Rosa did a wonderful job. Mayor Droste adjourned the meeting at 9:39 p.m. ROSEMOUNT CITY PROCEEDINGS CITY COUNCIL WORK SESSION MAY 24, 2006 Respectfully Submitted, Amy Domeier, City Clerk