HomeMy WebLinkAbout2021 08-16 CCM Work Session Joint Financial MINUI'I;S OF "I�HE PROCEEDINGS OF "I'fIE CI"I'Y COUNCIL/FINANCIAL COMMISSION '��
OF THE
CITY OI� BROOKLYN CF,NTER IN THE I
COUN"1'Y OF I II?NNEPIN AND S"I'ATF_, OI� MINNf�?SOTA
JOINZ' WORK SI;SSION
AUGi1ST 16, 2021
VIA IOOM
1. CALL TO ORDER
'l�he Brooklyn Center City CounciUFinancial Commission Joint Work Session was called to order
by Mayor Elliott at 6:34 p.m.
2. ROLL CALL/INTRODUCTIONS
Mayor Mike Elliott and Councilmembers Marquita Butler,April Graves, Kris Lawrence-�lnderson
and Dan Ryan.
Also present were Financial Commissioners David Dwapu, "1'aofeek Ishola, F,mmanuel Kpaleh,
and Dean Van Der Werf.
Not present were Financial Commission Chair 7'aneshia Kragness, Commissioneratld �bate
"I'erefe.
Also present were City Manager Reggie Edwards, Acting Finance Director Andy Splinter, Interim
City Engineer Mike Albers, Public Works Director Mike Marsh, Interim Police Chief Tony
Gruenig, and City Clerk Barb Suciu.
Councilmember Uraves noted that Commission Chair Taneshia Kragness has always been in
attendance and asked if staff�had reached out to Financial Commission Members. City Clerk Barb
Suciu confirmed that meeting packets for tonight's meeting had been hand delivered to Financial
Commission Members and Commission Chair Taneshia Kragness had indicated she would not be
attending tonight. Ms. Suciu noted three of the five members are in attendance.
Mayor Elliott asked whether the Financial Commissioners had received an e-mailed notice as well,
or just the hand delivery of the packet. Ms. Suciu answered the hand delivery of the meeting
packet.
Mayor Elliott asked if it is possible to send an evite to the Financial Commissioner's e-mail, similar
to what the City Council Members receive. That way, the meetings would appear on their
calendars. Ms. Suciu explained the Financial Commission Members receive the same 7.00m
meeting notification as the City Council.
Mayor Elliott thanked Ms. Suciu for the clarification and asked her to follow up with the absent
Financial Commission Members to gain a scnse of why they are not in attendance and if something
needs to be adjusted.
3. 2022 GF.NERAL FUND DF.PARTMENT BUllGET REQUESTS
Mayor I?lliott reviewed the topics that will be covered at tonight's Joint Work Session with the
Financial Commission. I Ic noted the Mayor City/Council budget discussion will be coming up
and he has some proposal for it that he will make at t11e next budget meetin�. Mayor Elliott asked
the Cowlcil Members to let him know if they have ideas for the City Council budget and,if dcsired,
they can be discussed tonigllt.
Mayor Elliott invited Dr. F?dwards to make the staff�presentation.
City Manager Rcggie Edwards stated tonight is the beginning of department presentations with
��our being inade tonight and three being made on September 1, 2021. "I�hen the tinal budget will
be presented on September 13, 2021 and it will encompass all of�the City Council discussions up
to that date. At that time, the preliminary levy will be considered and after that point, it can be
lowered but cannot be raised.
Dr. Edwards explained tonight there will be presentations by lour departments. He will present
the budgets for the City Council, City Manager, and Administration, which all falls under one
function as far as Administration is concerned. Dr. Edwards stated if there are significant changes
to the City Council budget, based on discussions tonight, staff will make space during the next
meeting to have those conversations. Those recommendations will be added and presented on
September 13, 2021, with the total budget based on the parameters established by the City Council
at the last meeting.
Dr. I;dward stated tonight he will present the City Council/Office of the City
Manager/Administration budgets; Interim Finance Director Andy Splinter will present the Fiscal
and Support Services budget; Interim Public Works Director Mike Marsh will present the Public
Works budget; and,Community Development Director Meg Beekman will present the Community
Development budget. Ile noted that other support staff inembers may also participate in the
presentation.
Dr. Edwards explained that as each department budget is presc�lted, it will include a description of
the department, core functionalities, highlights, and proposed budget on a high level as it relates
to the totality of the budget. Staff will not be presenting the entire budget line item by line item or
the budget as a whole.
The agenda was reordered to first consider Item 3c.
3c. ADMINISTRATION
City Council Budget Presentation
Dr. Edwards stated the mission of the City Council is to represent community values, provide
visionary leadership to the organization, and oversee the proper operation of the City government
through the City Manager. The functions of the City Council, as the elected governing body of
the City, is responsibility for the governance through establishment of ordinances, policies, and
quasi judicial administration. The City Council adopts the budget, serves as the Economic
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Development Authority (EDA), and l�ousing Redevelopment Authority (IIRA). Those budgets
will be presented at a later time. Dr. Edwards stated the City Council also constitutes the �3oard
of Appeals and Equalization and serves as the Canvassing I3oard for municipal elections. I ie noted
that in 2022, two elections are budgeted for. The City Council also assesses the performance and
provides oversight of the City Manager.
Dr. Edwards stated the City Council budget highlights are to provide lunding for City Council
travel, training, and development. Ile noted the travel and conf-erence budgets went down
significantly �iven COVID. Each Council Member is allotted a certain ainount of dollars in this
budget. During COVID approximately $2,600 to $3,500 was spent and in previous years, roughly
$6,000 was spent so there are funds in that area that have not been expended.
Dr. Edwards stated other highlights in this budget are membership in municipal policy I,
organizations like the I,eague of Minnesota Cities; Metropolitan Counties; salaries and benefits '�
throughout the organization and nine unionized staff, which is at 3%increase as it relates to salaries I,
and benefits; and, additional funding proposed for contractual services in support of City Council '�
policy review and analysis. �i
Dr. Edwards noted this past weekend, the City Council held a retreat and did some development �
work that was budgeted for; however, during COVID and civil unrest, it was not possible to do as !,
many departments so there will be several items during tonight's department presentations that ',
were intended but put on hold for a while due to COVID and civil unrest. Dr. Edwards stated there �i
are resources within the budget in order to do that. '�
Administration Department Budget Presentation ��
Dr. Edwards stated the mission of the Administration Department is to provide Citywide support
and leadership to internal and external customers, which ranges from residents to Council to staf£ �
The functions of the Administration Department include the offices of the City Manager, City !
Clerk, and Equity and Anti-Racism Practices, which is the Office of Inclusion and Inequity to ',
focus on antiracism practices. The Administration Department's functions also include the
Divisions of Community and Engagement, Human Resources, and Information and Technology. '
Dr. Edwards displayed a chart listing the full-time positions within the Administration Department, I
noting tliey propose no significant changes. With the Deputy City Manager position, in the coming
year he anticipates the Cammunications and Community F,ngagement Manager and City Clerk to
serve as the Assistant City Manager so they will pick up additional duties that he handled when
the Deputy City Manager. They will also maintain supervision and management over their own
divisions. This will allow some capacity to add an additional Communication Engagement ��
Specialist through savings on the Deputy City Manager position. �'
Dr. Edwards stated they plan to hold the line and maintain some capacity to move forward on the �
many projects throughout the organization, both internally and externally, and increase some ��
capacity to do more communication and engagement.
Dr. Edwards noted the Deputy City Manager position, is reroed out for 2022 and while the City ��
will maintain the position, no funds will be allocated in 2022 to that position. Instead, those funds �,
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will be redistributed to other positions in the department in order to create capacity. ��
Dr. Fdwards read through the positions within Administration, noting the Human Resources/
Equity Of�licer and 'I,rainer position was established in 2022. In 2020, the Graphic Designer
position was inoved to full time and they plan to add an additional Communication Spccialist that
will be paid f�or through savings in not funding a Deputy City Manager position.
Dr. Edwards stated with the four Neighborhood Engageinent Liaisons, the intention is to hire
residents to help with engagement in neighborhoods and that strategy will continue. The wages
have been increased to $16.60, which is a livable wage. In 2022, they will locus on getting two of
the positions hired and working 20 hours a week. I)r. Edwards stated the Administration
Department had a complement of 15.2 staff in 2020, that increased to 16.75 in 2021, and is
proposed at 16 for 2022.
Dr. Edwards stated a couple Administration budget highlights include establishing the Office of
Equity and Anti-Racism Practices, developing the equity score card enterprise wide; expansion of
communications and community engagement efforts; development of innovation capacity; and
implementation of transparency protocols and practices including automated reporting system. He
noted in the past few weeks, staff presented a framework for engagement and they will be doing
the same thing with equity to create a scorecard and framework. He noted this will vary from
department to department with the intent that all actions taken, in all department, there is a lens as �
it relates to equity and engagement. He noted these things need to be done in community and with
the organization to move the City forward. They anticipate creating the structure and then the
practice and detennine how to do that going forward.
Dr. Edwards stated they will continue to develop innovation capacity and that particularly showed
during the City's COVID response and civil unrest. The primary focus of innovation in COVID
and dealing with civil unrest is how we engage and invest in community and bring innovations
through community and with community, being a community-centered City. That has been the
focus of�innovation during this past year and they will continue to do that.
With implementing transparency protocols and practices, they keep measures as it relates to
departments and strategic priorities set by the City Council. They anticipate they will be able to
put that information on the City's website in the coming year so movement in those areas is
reported to the City Council as well as the community. They will then be able to have an
interchange and exchange of ideas in understanding of how the City is progressing.
Dr. Edwards stated additional highlights for the City Council budget is the replacement of City
Council iPads and laptops, which is needed in order to do hybrid at a cost of about $10,000 and is
within thc budget. He noted there not elections every year so the costs are up and down but they
are anticipated and as we go forward, he hopes to stabilize the $80,000 cost every other year to
instead fund one-half, or $40,000, every year so it does not artificially the levy.
Dr. Edwards explained that due to high staff turnover in 2021, the Human Resources Department
will be hiring four director positions including the Human Resources Director position. `I'he search
for director positions has been outsourced with search firms but all other staff hiring is handled
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internally.
Dr. Edwards stated tllc City will provide resources i�lto the neighborhoods. He stated when thc
City had tried to initiate the neighborhood engagement groups and build on the Neighborhood
Watch captains, they lcarned that residents would be willing to engage in neighborhood activities
but could not afford to keep feeding everyone in thcir neighborhood, or have resources to kecp
continuously engaging. That means providing some resources, $1,500, for an ice cream social,
National Night Out, or maybe an event related to the neighborhood.
Dr. Edwards provided an overview of�a chart depicting department budgets by progt•am and object
code from 2019 to 2022 showing an l 1.76% increase in total administration for 2022. He noted
that for the most part with the City Council budget, the increase relates to technology. 7'he
decrease in the City Manager cost is due to not replacing a Deputy City Manager but that is picked
up in Community and I?ngagement; the increase in clections is required and was anticipated; and,
the Human Resources increase relates to hiring due to the transition of directors.
Dr. Edwards stated for the most part, this budget does not change except in those four areas,
elections, transition oi�directors, stretching the dollars for the Deputy City Manager to increase
capacity, and, communication and engagement. The increases are in areas that are required,
basically, because of elections, transitions of directors, and to have hybrid meetings with the City
Council. Dr. Edwards completed an overview of department budgets by program and object code.
Dr. Edwards stated this is where we are now but not necessarily where we will be on September
13, 2021 after considering the parameters of the City Council.
Dr. Edwards stated the City Council may have ideas about their budget and things they want to do
differently or add but that has to come from the City Council as a collective body. He displayed a
chart of the City Council budget showing line items, noting on September 1, 2021, they will come
back to this and enteriain the City Council's thoughts as a body, and what they have consensus on
and want changed. He stated with the final budget to be presented on September 13, 2021, somc
of the items may be part of it but some may not. On September 13, 2021, he will present what he
believes is in the best interest in the City given the parameters the City Council have identified and
� his and staff's best perspective. But the final decision is the City Council's. He noted the budget
timeline is extremely tight and staff�will do all they can to assure everything comes together by �
September 13, 2021.
Mayor Llliott stated the City Council needs to think about the priorities they have laid out and
what it will take to implement them. More than in previous years, the City Council might have to
dig into the budget and, as Dr. Edwards said, the City Council may have to cut here or add there �
to make sure they are matching the priorities set out, with Dr. Edwards' advise of�course.
Mayor Elliott asked if any City Council Members or Financial Commissioners had questions.
Hearing none, he moved to the next budget presentation.
3b. FISCAL & SUPPORT SERVICES
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Acting Finance Director Andy Splinter stated the I��'inance Department's mission is to provide
accurate and timely information to administrative and professional support in financial matters to
all departments and divisions of the City. He listed the many ai•eas that Finance manages and gavc
a brief�description of each including accounting; accounts payable; accounts reccivable; assessing
with Hennepin County; banking and investment functions; budget and financial planning; debt '
management; financial reporting; utility billin�; and, safety/risk inanagement.
Mr. Splinter reviewed stafting levels, noting the same level as previous years is proposed at 5.5
employecs. He stated the part-time utility billing technician has been vacant for a little over a year '�
and they will be interviewing for that position this week. The Pinancial Director position is also
vacant and that may involve an executive search at some point in 2022.
Mr. Splintcr summarired their budget request, noting in 2022 the City Council is at 3% but the rest
of staff is at an increase of 2% in wages and 5% in the cafeteria plan that covers hcalth insurance.
He presented 2020 performance objcctives, noted the City has received the Uovernment Finance
Officers �ssociation (GI�OA) Certificate of Achievement for Financial Reporiing i�or at least 20
years. I�e pointed out the rate of investment return has decreased in 2020 and probably again in
2021 because the rate of return on bonds and trcasury notes as reduced to •r.ero for the ncar
timeframe because of the economy.
Mr. Splinter completed review of the 2022 non-department budget that f'alls under Finance's
oversight including legal, convention and tourism, insurance, central supplies and support,
vacancy/turnover savings, contingency, reimbursements from other funds, transfers out, and joint
powers payments. He reviewed the budgets for the Brooklyn Bridge Alliance, BrookLynk Youth
Internship Program, Community Mediation and Restorative Services, CornerStone, and Northet•n
Star Diversion.
Mr. Slinter displayed a chart showing 2022 general fund revenues as they sit right now. with no
changes to the property taxes or levy change. He noted that overall,the total general fund revenucs ,
in 2022 will be down 2.28% outside of the levy so about $500,000 needs to be made up.
Dr. Edwards stated with the recreation decrease in revenue, as Mr. Splinter mentioned, rates were
reduced in an effori to make programs more accessible, which is part of the 11% drop in revenue. '
Mayor Elliott stated he wants to see the contingency fund increased more than it is now, noting it
has been as high as $230,000 in the past and he would like to see it at that level because we don't
know what will happen in 2022. I-Ie noted as seen in the past two years, there are contingencies
that can put a strain on our ability to spend on unforeseen circumstances, noting even this year, the
City probably spent more than $300,000 in responding to the uprising.
Mayor Elliott asked if any City Council Members or Financial Commissioners had c�uestions.
Financial Commissioner Ishola stated he was surprised this was a Loom meeting. He stated he got
this booklet to review very late but he wanted to ask questions. He does not know how the budget
was determined because as the Financial Commission, they have to read it but sometimes it is
confusing so they need to set an in-person meeting so we all can go through these things together
08/16/2021
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and be able to have a broad idea and come up with concrete questions. He stated it becames very
difficult.
Mayor Elliott stated the eoncerns are that Financial Commissioner Ishola received this rneeting
packet too late to revicw it and he would like a time set aside to actually go through the packet as
a Financial Commission and broadly understand the budget before having to make a decision on
it. He stated the City can work with the Financial Commission Chair to schedule time for a
separate meeting to review the budget and line items to understand it better.
There being no additional questions or comments, the meeting moved to the next presentation.
3a. PUBLIC WORKS
Dr. �;dwards invited Interim Public Works Director Marsh to present the Public Works budget.
Interim Public Works llirector Mike Marsh stated the mission of the Public Works Department is
to provide for the maintenance and operations of the City's infrastructure and facilities in a quality,
cost-effective manner. He noted the City has 105 miles of streets, 5,100 traffic signs, 520 acres of
parks and natural areas, 62 miles of trails and sidewalks, 6 municipal-owned buildings and
grounds, 88 miles of storm drains, 40 treatment i�acilities, and water and sewer operations.
Mr. Marsh explained the functional divisions of the Public Works Department include
administration/engineering; street maintenance including storm sewer, trafiic control, street
lighting; park maintenance and forestry;public utilities including water and sauitary sewer; central
garage; and, facilities maintenance, which used to be under the CARS division.
Mr. Marsh presented a chart of staffing levels from 2020 to 2022, noting it has been pretty
consistent. They are asking, in the 2022 budget, for an extra scasonal employee for the f-acilities
division. "I'hat is not an additional of funds but, rather, shifting funds from hiring the contractor to
do that function in house.
Mr. Marsh reviewed the strategic functions for administration/engineering, street maintenance and
traffic control; parks facility maintenance and forestry; and facilities maintenance. He then
presented transportation key initiatives including the Brooklyn Boulevard Phase 2 and "I'runk
Highway 252 and Capital Improvcment Plan(CIP) funding projects. He noted that after next year,
all of the streets will have curb and gutter and at least one construction project Citywide so after
that, it will be mostly mill and overlay projects.
Mr. Marsh displayed a list of key initiatives, provided an overview of each, and then displayed a
chart of performancc objectives ior Public Works projects and resident calls for service. Mr.
Marsh stated the Public Works budget highlights for 2022 include a 5.2% increase on their $4.2
million budget. Some of the notable purchases include a grapple attachment at $20,500 for
Forestry, a zero-turn mower of $15,000 for government buildings, and a truck at $28,000 for
engineering. He explained the truck purchase would replace a holdover truck that has been used
for scveral years by an engineering tech.
08/16/2021
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Mayor I?lliott thanked Mr. Marsh tor the presentation and stepping in, for- the second time, as
Interim Public Wot-ks llirector. 1Ie stated with regard to the budget presentation, he wanted to ask
about the Brooklyn Boulevard project and street reconstruction. [Ie asked whether there are active
plans to include bike paths along the corridor.
City Cngineer Mike Albers answercd there will be an off-street bituminous trail constructed as part
of the I3rooklyn Boulevard project. It will be 10-15-feet wide, constructed on the west side of
Brooklyn �3oulevard, and extend from 49t�' Avenue to Interstate 94 as part of Phases I and II.
Mayor I;lliott asked it�that means converting the sidewalk or will it be separate from the roadway.
Mr. Albers stated it will be a 10-foot bituminous trail that is off-set 10 feet from the curb and
gutter. It will be an ofi=street facility to allow f�or pedestrians to use bikes or rolling activity.
Councilmember Graves stated it will be a continuation of an extra-wide black asphalt sidcwalk
across tlle street frorn lier house and in front of the sanctuary. Mr. Marsh stated that is correct.
Mayor F,lliott stated last winter, there was an e-mail chain about a resident in a wheelchair at the
sanctuaiy who was having a difficult time getting around and got stuck in the snow. �-�e asked if
this will allow for better plowing and navigation by those in wheelchairs. Mr. Albers stated this
trail facility will be similar to any other trail within the community and he does not know about
the e-mail chain being referenced but will look into it.
Mayor F,lliott asked if�any City Council Members or Financial Coinmissioners had questions.
Councilmember Graves stated irom her own experience having black asphalt, the snow does melt
better than if on concrete so she thinks this will be an improvement.
Mayor Elliott agreed this will be an improvement.
Financial Commissioner Ishola asked whether this budget of $4.2 million also includes the
Highway 252 budget suspended for 2024. Mr. Albers answered it does not as that project is part
of the CIP budget, not the general fund operating budget.
Councilmember I,awi-ence-Anderson thanked Mr. Marsh for his presentation and again stepping
in as Interim Finance Director. She asked about the forestry budget increase of almost 32%, from
$140,000 to $185,000, and what is that increase attributed to. Mr. Marsh answered the majority
of the increase is for the purchase of a grapple attachment in the amount of $20,500. "I�his
equipment will greatly assist with moving big portions of trees. He acknowledged it is a significant
purchase but with taking down 1,200 trees in the next few years, proper equipment is essential.
Councilmember Lawrence-Anderson agreed and stated if staff�needs an increase in capacity, then
we have to supply the resources with which to do so. She noted with the December 23-24
snowplowing event, Mr. Marsh indicated the streets had to be plowed twice and asked if that was
due to the volume of snow. Mr. Marsh explained he can't remember if staff plowed back-to-back
days. Councilmember Lawrence-Anderson stated she was just curious and appreciates the
presentation by Mr. Marsh and his time.
08/16/2021 �
Page 8
Mayor Llliott stated he had a resident forward information about a boot for snowplows that
prevents snow from piling into driveways. Ile asked if this would be helpful in saving many I
cumulative hours for residents from re-shoveling their driveway after the plow goes by. Mr. Marsh ',
stated he has not seen that equipment and will 1•each out to the Strcet Supervisor to find out if he '�
is aware of that option.
Financial Commissioner Ishola stated he is curious about the increase in the traffic control budget
of 15%. 1 Ie asked what that increase includes as that is a higher increase than previous years. Mr. �
Albers stated he is unsure and will have to look into it befare providing an answer. ',
Mayor Elliott stated that is a good question and asked staff to send that answer to both the City �I
Council and ��inancial Commission as a follow up to this meeting.
Dr. Edwards stated if the City Council and/or 1�inancial Commission lias questions, staff will make
sure to provide a follow up with answers before the next meeting.
Relating to the internal groundskeeping increase in equipment, Dr. Edwards explained there is a
local provider for that service but staff thinks they can do it more efficiently. That local provider
has indicated the City's account was not significant and if done internally, it will allow them to
operate in other areas. He stated if the City is contracting with a local company and considering
whether to privatize or use something else, they assess the impact to that local business before
making a decision.
Councilmember Butler asked about the Highway 252 project and if there is any cost involved for
the next fiscal year or just the year after depending on the decisions made. She also asked how
staff is preparing for that budget impact. Dr. Edwards noted as mentioned earlier by Mr. Albers,
that project is part of the City's CIP so they do anticipate cost impacts over future years.
Mr. Marsh stated the Highway 252 project is included in the CIP and identified as a 2026-year
project. Now there is a placeholder in the CIP with an estimate of$5.5 million as the City's share
for improving Highway 252. As the Environmental Impact Statement(EIS)process is completed,
staff will re�ine that cost based on Mn/DOT's cost participation policy.
Mr. Marsh explained that the CIP accounts f-or all of the capital costs associated with the project.
There have already been some expenditures for Highway 252 as part of the operating budget and
with the engagement projects, which are included in the operating budget under the different
categories.
Mayor Elliott stated to that point, the figures in the CIP do not reflect the entire cost to the City for
Highway 252 since other costs are covered in diflerent parts of the budget. Mr. Marsh agreed this
is a unique project, noting engagement costs are not qualified for capitalization where with most
projects, everything is capitalized.
Mayor Elliott asked, other than engagement, are there other budget areas where costs cxist related
to the Highway 252 project. Or, is it just capital and engagement costs. Mr. Albers stated as of
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Page 9
now, what is within the CIP reflects the City Council's desire to do an interchange at 66`h Avenue
and that was thc estimated cost for design and construction f-or that interchange on I lighway 252.
As the project continues with our project partners, that number will be refined based on the
preferred alternative from the EIS process. "I,hat issue will have to be revisited in the future.
Mr. Marsh stated there are various costs uptront and, obviously, engineering has put a lot of time
and effort into the project as well. It is kind o�f�a crossover point and once it is determined that a
project is definitely going to happen and costs becoine capitaliicd, then the costs are picked up.
Prior to that, they are more of an operating type of cost.
Mayor �;lliott referenced the forestry budget and reported that community members have reached
out expressing concerns with the City cutting down a significant number oi� trees in their
neighborhood park due to the Lmerald Ash I3orers. Those residents came up with a proposal to
raise moncy themselves to treat and preserve thc trees. He asked ii�staff has looked at policies for
removing trees or considered a preservation strategy. Mr. Albers stated they have looked at that
but unfortunately, it is extremely expensive to save Elm trees so it is not cost effective for the City
to spend funds in that attempt. I�e stated if there was a private group willing to fund the costs,
there is a way that can be done.
Mayor I;lliott stated one can assume the private group raising funds to save trees in their
neighborhood are those who are better off financially. However, other parts of�the City where
trees are being cut down could also benefit from saving trees. He suggested that topic be visited
to determine the types of investments the City is willing to make to that end and address equity to
assure people in different parts oi�the City can still have trees regardless of econon�ic level.
Mayor Elliott asked when trees are removed, is there a one-for-one replacement strategy. Mr.
Albers stated it is a one-for-one replacement and there are a handful of different tree species staff
selects from. He stated he lived through losing all the Elm trees to disease and agrees about the
importance of treescapes to neighborhoods. IIe assured the City Council that staff takes this
seriously and looks at everything that can be done that is fiscally sound.
Councilmember Lawrence-Anderson asked whether,with Emerald Ash Borers,experts in the field
can indicate the success rate that can be anticipated with treating F?lm trees. Shc stated if 90%
successful, it may make sense to save the trees. However, if the reverse is true and results in the
potential for infecting other F,lm trees in the entire City, that would be a concern for her. She
stated there are two Elm trees in her yard that are healthy at the moment. Councilmember
Lawrence-Anderson stated she heard there are well over 1,000 Elm trees in the City and if the
treatment is unsuccessful and all of the Elm trees are lost, she would like to know what the
treescapc would look like ten years from now. Mr. Albers stated staff has these numbers including
the success rate. He explained the one thing to consider is that treating Elm trees is expensive, not
guaranteed, and has to be done every year. I�e stated staff will provide the City Council and
Financial Commission with those numbers. Councilmember Lawrence-Anderson stated she will
appreciate receiving those number whenever staff is able to providc that information.
Mayor Elliott noted there may be a transitional period where new trees are being planted while
Elm trees are being preserved. He commented that Public Works is one of his favorite departments
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1
and he hears the same comments from residents and those driving through Brooklyn Ceilter.
'1'here being no additional c�uestions or comments, Mayor Elliott rnoved to the next agenda item.
3b. FISCAL & SUPPOItT SERVICFS
3c. ADMINISTRATION
'I�hese items were considered prior to Item 3a.
3d. COMMUNITY llEVELOPMENT
Community Dcvelopment Director Meg Beekman stated the mission of the Community
Development Department is to preserve and enhance the quality of life for the residents and
businesses of Brooklyn Center by guiding development of the City with effective measures of
planning, design review, construction plan approval, code compliance, housing, and business
assistance.
Ms. Beekman displayed and described the Community Development organizational chart, then
provided an overview of services related to building and community standards. Ms. Beekman
� stated to-date with construction activity, they track building perinit project valuations because this
is an estimator of permitting work occurring in the City. She noted the peak in 2019 of nearly $80
million in new investment came to the community. Then there was a fairly significant drop in
2020, which is not entirely surprising given the pandernic, and there was another fairly significant
drop in 2021. Again, not unexpected given construction lags fram six months to a year behind the
economy so projects in the pipeline for 2020 continued but now there had been a real drop off of�
projects pipelined. Part of that is due to the inability to get construction materials,the skyrocketing
cost of building materials, and unavailability of steel and labor.
Ms. Beekman stated same projects under construction and moving forward, though there have
been some delays due to the pandemic, include the C-Allen Homes, which is a triplex
development; Raptor Carwash; Masjid Al-Ansar Mosque; and, Dean's �Iome Service, tenant
build-out of 6701 Parkway Circle).
Ms. Beekman stated staff is currently 1•eviewing several projects, one being "I'he Crest to remodel
and add 43 new affordable units. That permit application has not quite been submitted but it is
expected to be received soon. Another is the Frasier Center, which is an autism center, has
submitted an application for a tenant buildout of an existing building and will be considered for a
Special Use Permit (SUP). BP on Brooklyn Boulevard has submitted for a fairly extensive
remodel. Ms. Beekman listed and provided an overview of projects that have recently opened and
the status of each, noting there has been an uptick of tenants coming into existing light industrial
and office areas.
Ms. Beekman reported staff has seen a fairly steep drop off in the number of� permits and
inspections in 2021 and she expects that trend to continue into the early part of 2022 and then as
the economy recovers and the six- to twelve-month lag moves, she expects an uptick by the end
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of 2022.
Ms. Beekman provided an overview of staff's activities relatcd to the City's rental licensing
program and procedural changes due to the pandemic. She noted there was a temporary hold on
all inspections at the peak of the pandemic and a three-inonth extension was given to renewing
licenses. As a result, there are a number of rental licenses that have expired. She explained that
when inspections were resumed, they were reduced fi•om 100% to 25% of�units for multi-family
properties. That was done to limit contact between the City's inspectors and residents and limit
tl�c number of ti�nes inspectors and property maintenance sta[�f were entering people's units.
Inspcctions are now back up to 100% of units.
Ms. Beekman presented thc City's rental program, noting there are approximately 11,903 total
housing units with 4,570 rental units, or 38% being rental. About one half are three-year rental
licenses, one-tliird are two-year licenses, 10% are one-year licenses, and 2% at•c six-month
pi-ovisional liccnscs.
Ms. Beekman explained that t11e City's property maintenance a code enforcement is iairly robust I
and a complaint-based program but there is also proactive enforcement. She described the City's I
code enforcement engagement program called Knock and Talk, which has been very successful ,
and resulted in compliance about 65% of the time with no correction order is needed. She noted
they also administer citations and abatements. Ms. I3eekman reported that during the pandemic, '
staff adjusted its approach to code enforcement as there has been an uptick in enforcement actions
because of the significant increase in number of complaints, perhaps because people were at home �
more and obsei-ved their neighbors. "I'hose violations includcd 1loarding, unsafe living conditions,
and illegal dumping including on EDA-owned land.
Ms. �3eekman stated staff has taken a lighter approach to enforccment in general and pulled back
significantly on proactive enforcement and signage citations in the business community. As a
result, there has been an uptick of cases and duration of cases between the complaint and
compliance.
With the vacant building program, Ms. Beekman reported the downward trend continued. In this
case, staff takes a heavy-handed approach to vacant properties but seen fewer over time. She felt
the trend was handling the larger and more complex vacant properties, noting the Sears site
continues to be the number one problem property with almost daily staff visits for inspections and
on-going issues with break ins, arson, illegal dumping, and vandalism.
Ms. Beekman presented planning activities, noting again, there has been a drop in the number of
cases in 2021 due to the pandemic. In 2020 the City had 9 planning cases compared to 17 in 2019.
In 2021, there has been a reduction to 3 planning cases to date. Other noteworthy planning work
relates to the Opportunity Site Master Plan Infrastructure Framework that was adopted by the City
Council in June; work on a 7_,oning Code update; Wangstad Cammons; the Brooklyn 13oulevard
Land Use Study; Housing Study; Tenant Protection Ordinance; and, concept plan reviews for the
694 Business Center (former Earle Brown Bowl) and the former Sears site.
Ms. Beekman explained she would do a quick review of the economic development focus priorities
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since that topic will be back before the City Council and l�inancial Commission when considcring
the special revenue funds. She noted the Housing and Redevelopment Authority (HRA) fund and
"I,ax Increment District(1'IF) #3 primarily fund redevelopmcnt activities and initiatives as opposed
to the general fund so there is not inuch point in reviewing in great detail because the Community
llevelopment budget does not address these particular items. She stated they do a significant
amount of economic development work and over the last 18 months, have focused those priorities
around pandemic response in two ways: focusing on small business resources and technical
assistance (business economic stability); and, resident support and resources (resident economic
stability).
Ms. Beekman stated in 2020 they worked with CAKES Act funds and Community Development
I31ock Grant (CDBG) funding on the number of programs and issued approximately $150,000 in �
forgivable loans and grants to small businesses,which was administered through ACER and LIB�.
"I'hey also issued non-profit community resourcc grants to non-profits and religious organizations
directly supporting residents to build their capacity to do that work. Community Development �,
also provided technical assistance, outreach and education, food access, rental assistance, and
down payment assistance.
Ms. Beekman stated the 2021 business economic stability programs and initiatives will be I
presented when they focus on the economic stability pieces. She completed review of other I
ongoing Community Development projects including the implementation of a new permit I
software, updated department website, tenant protection ordinance, commercial clean-up and �
beautification, food truck provisions, and use of American Rescue Plan �ct (ARPA) funds.
Ms. Beekman presented the Community Department staffing requests, noting there are no
additional or new full-time staff being requested; however, they are looking at a request around
reallocation of department staffing. She explained that as this department has grown over the past
several years, the EDA has absorbed a greater proportion of the wages versus the general fund. In
addition, TIF District#3 has histarically funded many of the EDA initiatives that otherwise would
have been funded by the EDA. Because TIF District #3 is decertifying at the end of 2021, all of
the economic development work currently underway and on-going and new initiatives will need I
to be funded by the EDA.
Ms. Beekman stated the request will be to move the wages out of the EDA and to the general fund.
This will make room for those development initiatives that have historically been funded by TIF
District #3. �I'his is a recommendation she made to the City Manager and would have an impact
on the Community Development budget but it is not included in the budget numbers this evening
and would be an additional ask. '�
Ms. Beekman displayed the Community Development 2019-2021 budget, noting it has remained
fairly flat with a slight decrease of 1% because they largely have retained the programing they
currently have with no new positions or initiatives being proposed. She presented and described
2022 initiatives for Building and Community Standards, Planning and 7oning, and Economic
Development.
Mayor Elliott asked if any City Council Members or Financial Commissioners had questions.
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Councilmember Lawrence-Anderson tlianked Ms. I3eekman iot• a thorough presentation and lier
�
� eftorts, noting she can t imagine how challenging it has been. She stated she was not aware of the
Knock and "I,alk program for code eilf�orcement, which she thinks is a great idea and hopes it is
� utilized as much as possible following the pandemic.
Mayor Elliott referenced the line for interpretive services for �DA activity and asked if there is a
general budget f-or that for all of the departments. Dr. Edwards explained there is funding for some
interpretive translation services that applies to the City's website and general communications but
it is fairly limited. He noted that every department will have projects that are not anticipated or
beyond the scope of what we generally budget �or up front.
Dr. Ldwards stated, as Ms. Beekman had indicated, she made a requcst related to transition of
funding for stai�f�from the I?DA to the general fund because the EDA fund is drying up and the TI��
District #3 resource will no longer be available. He stated he will deliberate on that request and
determine how to move forward, maybe in stages, noting it may be $240,000 or about a 2.6%
increase in levy.
�
"I'here bein no additional uestions or comments Ma or Elliott moved to the next a enda item.
� �1 , Y �
4. 2022 I3UDGET OVERVIEW — FOLLOW-UP
Dr. I�dwards stated at this meeting stai�f will not review the previous budget meeting as a follow
up but will do that on September l, 2021 after t11e department presentation. At the time ihe
preliminary levy is presented on September 27, 2021, staff will articulate the summary fram the
previous budget meetings and explain how the budget aligns with those priorities the City Council
set in the last meeting.
5. FUTLIRE BUDGET DISCUSSIONS
Sa. SEPTEMBER 1, 2021 — GENERAL FUND BUDGET REQUEST CONTINUEll
• Recreation
• Police
• Fire & Emergency Management
Noted.
Sb. SEPTF.MBER 13, 2021 — RECOMMENDED PRF.LIMINARY LEVY & BUDGET
Dr. F.dwards noted there were two things that staff asked the City Council to deliberate on,
prioritized strategies and established a comfort level related to levy increase. Both of those items
will impact the presentation made on September 13, 2021, and will be reviewed at that particular
time.
Sc. SEPTEMBER 27, 2021 —AllOPTION OF PRELIMINARY LEVY
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Noted.
6. AUJOURN
There was a motion by Councilmember Lawrence-Anderson and seconded by Councilmember
Ryan to adjourn the meeting. The motion passed. The Brooklyn Center City CounciUFinancial
Commission adjourned at 8:49 p.m.
S"I'ATI: OF MINNESOTA)
COIJNTY OF HENNEPIN) ss. Certification oi�Minutes
CITY OF BROOKLYN CENTER)
The undersigned, being the duly qualified and appointed City Clerk of the City of Brooklyn Center,
Minnesota, certifies:
1. "I'hat attached hereto is a full, true, and complete transcript of the minutes of ihe City
Council from the City of Brooklyn Center Joint Work Session with Financial Commission
held on August 16, 2021.
2. That said meeting was held pursuant to due call and notice thereof and was duly held at
13rooklyn Center City Hall.
3. That the City Council adopted said minutes at its September 13, 2018, Regular Session.
�� �
G
City Clerk Mayor
08/16/2021
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