SUNFISH LAKE SPECIAL COUNCIL STUDY MEETING – AUGUST 16, 2011

5:30 P.M. - ST. ANNE’S EPISCOPAL CHURCH

Attendants:

Mayor: Richard Williams
Councilmembers: Judy MacManus, Roger Conant, and Mike Hovey.

City Treasurer: Mike Blair
City Engineer: Tim Hanson
City Planner: Steve Grittman

City Clerk: Cathy Iago
WSB Engineer: Don Sterna

Councilmember Paul Burke arrived at 5:50 p.m.

1. CALL TO ORDER: Mayor Williams opened the meeting at 5:30 p.m.

2. DISCUSS DEER MANAGEMENT PROGRAM AND DEER HUNT FOR 2012: Mayor Williams explained he had contacted Officer Muellner and the Metro Bowhunters Association to advise them that there were some residents that expressed an interest in participating in the deer hunt this year. He explained that the Bowhunters Association operates on a “lottery” basis to participate when a controlled hunt is scheduled and therefore, even though the residents are members of the association, they may not be drawn to participate in the hunt. He was also advised that the Bowhunters Association expressed concern with residents participating due to regulations in their by-laws.

The Mayor stated that he proposed to Officer Muellner the possibility of conducting a hunt with the residents in the same area, on a different weekend from the Bowhunters Association, and that Officer Muellner would be in charge of establishing the regulations and controls for the resident hunting. He pointed out that the City controls the process of authorizing a hunt and that a contract with the residents for hunting, similar to the contract with the Bowhunters Association, could be drafted with the same standards for dates, times, area to hunt, and to insure that the remains of the deer are removed in an appropriate manner. He noted that Officer Muellner would oversee the hunt for the residents.

Councilmember Hovey asked if the deer hunt would be only for antlerless deer. The Mayor responded yes and explained that Council has the authority to place restrictions on the hunt.

Councilmember Conant pointed out that last year’s hunt appeared to fall short of expectations for deer removal.

Mayor Williams agreed and noted that it could have been due to weather conditions and that it could happen again this year. He suggested that the possibility of hunting in Harmon Park, where more deer have been seen, but pointed out that park is surrounded by more residential properties. He commented that there may be other areas in the City with enough acreage to meet the requirements of the City regulations.

Councilmember Hovey offered to allow hunting for residents in the area near the Russ Wahl wetlands. The Mayor commented that Officer Muellner could review that area to determine if it meets the requirements in the City Code.

After a brief discussion, Council concurred that an additional hunt for residents could be considered and that they would formally discuss this matter at their regular meeting in September.

Mayor Williams asked if there were any further comments or questions and there was no response.

3. DISCUSS CITY OF SUNFISH LAKE PROPOSED 2012 BUDGET: Mayor Williams pointed out that the two major areas of the budget that have the most significant variance from year to year are Engineering and Road Maintenance. He commented that other area of the budget appear to be fairly consistent.

Treasurer Blair pointed out that a significant portion of the budget goes to Police and Fire services. He advised that he does not predict a major change in either the Police or Fire budget for next year. He noted that change usually occurs when emergency services are proposing equipment purchases and that depreciation of equipment may be passed onto contract cities.

Councilmember MacManus questioned if the Snow Removal budget proposed would be sufficient.

Engineer Hanson commented that the City budget of $30,000 was sufficient in previous years and that last year was an unusually high year for snow accumulation.

The Mayor also noted that each snow event is different and plowing for each snow event varies; he commented that the City has no control over the amount of snow that falls and can only estimate the costs. He suggested the City could set the budget higher and if the funds are not used they could be transferred to a reserve fund. He suggested that $15,000 could be kept in reserve for snow events and those funds could be used to reduce the budget in subsequent years if they are not spent.

Councilmember Burke arrived at 5:50 p.m.

Councilmember MacManus questioned if the snowplowing rate would be the same as previous years. Engineer Hanson pointed out that the rates have been the same for the last four years; he commented that he does not believe the costs will increase substantially.

Treasurer Blair pointed out that the rule for the Police Department budget increase is that it is limited to the Consumer Price Index (CPI) increase. Mayor Williams asked if there was a contract that specifies the amount cannot be increased higher than the CPI. Treasurer Blair commented that he is not aware of a specific contract with Police, but he would check with West St. Paul to determine when and how this became effective.

There was discussion relating to whether or not the City should consider requesting bids for emergency services.
The Mayor commented that response time may be an issue if bids are requested from other agencies.

There was discussion regarding market value for homes within the City and the percentage of growth within the last few years has been and how these factors would affect tax potential in the future.

Councilmember Burke indicated that the snowplowing budget appears to be conservative given last years snowfall events. Mayor Williams advised that Council had discussed this a bit earlier and agreed to place some additional funds in reserve for snowplowing.

Engineer Hanson presented the proposed Capital Improvement Plan and explained that the document shows proposed improvement projects over a 10-year span; he advised that he prioritized the projects based on condition of the streets; however, he noted that the Council could review and prioritize projects as they see fit. He commented that the document is a tool to be used during the budget process. He pointed out that several streets should have cracksealing done in 2012, which is typically done to extend the life expectancy of streets.

Councilmember Hovey questioned what time of the year this should be done to get a better price from contractors.

Engineer Hanson suggested that the City may receive a better bid price from contractors if the project is bid early in the year and the contractor is given an open time-frame to complete the project.

Councilmember Burke noted that the proposed CIP figures for 2012 and funding for other projects appears to be high; he questioned if some projects should be moved further out to obtain a more realistic budget for 2012.

Engineer Hanson agreed that the figures may appear high for the projects, but noted that in his opinion it is important for Council to have the information and analysis of the infrastructure so they may make an informed decision.

Treasurer Blair pointed out that the dollar amounts do not address possible assessments for the projects indicated.

Council discussed the fact that City infrastructure is growing older and needs to be maintained and also the fact that the City is almost fully developed and most likely will not have the benefit of new housing units to increase the tax base.


Councilmember Conant suggested that some type of public education relating to these issues may be warranted.

Mayor Williams agreed and explained that former Mayor Duncan Baird had advised him he used to meet with residents regarding such issues.

Councilmember Burke commented that part of the process would be staging the projects to minimize impact on residents; he noted that easement acquisition is a significant component for reducing improvement costs and residents should be educated regarding how those costs impact them.

Mayor Williams suggested he could discuss this issue in his newsletter article that is distributed in the Sunfish Lake Quarterly.

Councilmember Conant noted that $40,000 is proposed in 2017 for the TMDL improvements; he indicated he wished to see this considered earlier. Mayor Williams explained that there may be grant monies available to fund this project.

Engineer Hanson also noted that several communities developed a Stormwater Utility Fee and charge residents and businesses annually for runoff; he noted these funds are used to pay for these improvements. He also noted that the Watershed District study for the Total Maximum Daily Load (TMDL) improvement has not been completed and could take up to five years. He pointed out that Sunfish Lake is unique since it has no outlet.

Councilmember Hovey questioned the cost for the Signal Light and that it decreased substantially. Treasurer Blair explained the cost for the traffic signal at Delaware Ave. and Highway 110 has decreased; he advised that Dakota County bills the City for the light and that the costs are shared with Mendota Heights.

Councilmember Hovey asked if the City pays to maintain the traffic signal. Engineer Hanson explained that the maintenance costs could increase as the traffic signal ages; Treasurer Blair offered to obtain a copy of the signal agreement.

Councilmember Burke noted that the costs for Engineering services and maintenance show the most variance over the last few years; he questioned if the hourly rate has increased and if Council approves the rate.

Clerk Iago explained that the consultants submit their fee schedule at their annual reviews in December.

Engineer Sterna explained that the overall general engineering costs have not increased over the past few years and that costs tend to increase when improvements are ordered. He explained that it is typical for cities to include staff time associated with improvements as part of the project costs; normally between 18 and 30 % is included for engineering, administrative and legal services. He pointed out that when Council discusses a proposed project, such as Charlton Road, staff costs are not be charged back to the improvement if it is not ordered.

Mayor Williams asked what factors affect the percentage charged back to the improvement for staff costs.

Engineer Sterna explained that if appraisals and easement acquisitions are required as part of the project, the costs are higher; straightforward projects, such as sealcoating, are at the lower end of the percentage scale.

Councilmember Burke suggested that Council may need more rigor when starting an improvement project and indicated he would be interested in discussing how to make the process more efficient.

Engineer Sterna commented that in 1993 when he served as City Engineer the study of Charlton Road and feasibility costs were high at that time, as well as when the study was done in 2007. He advised the project in 1993 was bid for gravel replacement and the condition of the road has not changed much since that time. He noted that the tendency for cities is to go back to gravel roads versus bituminous surface in rural areas.




Councilmember Burke questioned if the Engineer was comfortable that the 2007 assessment of infrastructure and assessment schedule would still be suitable for today. Engineer Sterna responded that normally the CIP would remain valid for 5 years. Engineer Hanson stated he is comfortable that the figures are still suitable.

Engineer Hanson explained that future improvements would be somewhat easier since the City has adopted an assessment policy. The Engineer advised that the CIP has indicated the projects where easement acquisition would be required.

Mayor Williams suggested that the first step should be more efficient use of staff time and Council should be setting the boundaries for use of staff time.

There was Council discussion regarding whether or not to utilize staff time and set aside funds to review the areas of the City where easements need to be acquired. The City Engineer explained the different types of easements that are required for improvement projects and how easements are identified.

Clerk Iago commented that the City may wish to pursue use of an engineering or legal intern to review the easements; she noted that use of an intern would provide a substantial cost savings for this type of project.

Mayor Williams questioned if the Council wished to make any changes to the proposed budget as presented by the Treasurer for 2012.

Clerk Iago pointed out that at this time Council would be adopting a preliminary budget and that they still have the option to reduce the budget prior to its final adoption in December at which time a public hearing is conducted. She advised that once Council adopts the 2012 preliminary budget they cannot increase the levy amount, they can only decrease the amount prior to its final adoption in December.

Councilmember Hovey suggested an additional amount of $25,000 for snow removal.

After discussion, Council concurred to increase the snow removal budget $20,000 for a total of $55,000 and that they would take formal action on adopting the proposed budget at their regular meeting in September.

Councilmember MacManus suggested that Council become more prudent when requesting information from consultants and more closely watch the costs for services during the year.

Councilmember Burke commented that this is his first time participating in the budget process and that there appear to be a limited number of areas where costs can be controlled.

Engineer Hanson advised that the Capital Improvement Plan was submitted for Council review and as a tool for the budgeting process. He noted that he would submit the document for adoption at a regular meeting.

Engineer Sterna pointed out that Council may wish to clearly define projects in the early stages to reduce costs and also to stay aggressive on maintenance and tree removal in areas adjacent to roads; he pointed out that removal of larger trees increases project costs.

Mayor Williams stated there was no further business for discussion and called for adjournment.

4. ADJOURN: Councilmember MacManus moved, to adjourn the Study Meeting at 7:30 p.m., seconded by Councilmember Hovey and carried. (5-0)

__________________________ ___________________________

Richard A. Williams, Jr., Mayor Catherine Iago, City Clerk