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HomeMy WebLinkAbout1994 09-19 CCM Special Work Session s MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA SPECIAL WORK SESSION SEPTEMBER 19, 1994 CITY HALL COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council met in special work session and was called to order by Mayor Todd Paulson at 7 p.m. ROLL CALL Mayor Todd Paulson and Councilmembers Celia Scott and Kristen Mann. Also present were City Manager Gerald Splinter, Director of Public Services Diane Spector, Finance Director Charlie Hansen, and Council Secretary Barb Collman. Councilmember Barb Kalligher was excused from this evening's meeting. Councilmember Rosene arrived at 7:25 p.m. CERTIFICATION OF ELECTION RESULTS The City Manager explained there was a recount conducted of the city council member office votes in the recent Primary Election.' There was a very small difference in the ballot count which was probably due to a miscount of a few ballots which were stuck in the vote tabulator. The recount did not change the outcome of the election. The City Manager recommended the City Council confirm the certification of the election results. The Brooklyn Center City Council proceed to confirm the results of the recount for the office of council member as follows: . " Office of City Council Member Ballot Count Debra Hilstrom 1,936 Phillip Roche 1,553 Kathleen Carmody 1,238 Bob Hock 1,071 Diane Lerbs 1,008 Michael A.. Schwartz 730 Mary Ziskovsky 603 9/19/94 - 1 - There was a motion by Councilmember Mann and seconded by Councilmember Scott to confirm the September 13, 1994, certification of the Primary Election results after the September 19, 1994, recount of the office of council member. The motion passed unanimously. - DISCUSSION ITEMS PRELIMINARY REVIEW OF 1995 UTILITY RATES The Director of Public Services discussed the 1995 Utility Rate Review Summary as published. She stated the capital reserves are falling below the "comfort level" desired. In regard to the water utility, the Director of Public Services stated water rates need to be increased, but to a lesser extent than usual. The change recommended would be an increase from $0.82 per 1000 gallons to $0.86 per 1000 gallons, with no change in the minimum charge. This increase would translate to approximately $1.50 per quarter for the average household. In regard to the sanitary sewer rates, no increase was recommended. Storm drainage utility rates are proposed to increase in 1995 and will be expected to increase each year thereafter if no change to the current assessment philosophy is made. The Director of Public Services noted that regional treatment ponds are the most effective way of handling storm drainage. Councilmember Mann asked whether it is necessary to show benefit in regard to assessing; for storm drainage utilities. The City Manager said it is. He added that value is usually the determining test. The increase recommended for 1995 (from $27.00 to $30.00 per base acre) will meet expenses for commitments already made, such as ponds and street improvements. The Director of Public Services said an increase in recycling utility rates will also be necessary due to changes in funding appropriations. An increase of $3.00 per quarter is expected. Councilmember Mann asked whether any additional products will be recycled in the future. The City Manager said a difference in services would -be "a possibility if the contract were put up for bids. Obtaining services in conjunction with adjacent communities is also under consideration. Councilmember Scott said she has received calls from seniors regarding some materials. She asked whether the City could have a semi - annual pick -up of materials such as leftover paint which are not part the recycling program. The Director of Public Services said there are currently programs available in Brooklyn Center to discard these materials. An effort will be made to communicate the availability of these programs to seniors. 9/19/94 -2- Councilmember Rosene arrived at 7:25 p.m. Councilmember Scott mentioned some yards are beginning to look messy since products accumulate. The City Manager said the Hennepin County Transfer Station provides disposal services for such products. He added paint can be dried and then disposed of normally. The Director of Public Services commented a new utility billing system which will be implemented in 1995 will allow for flyers to be stuffed in utility bills, thus providing an avenue of communication for these concerns. Mayor Paulson suggested changing the recycling program to pick up only twice a month at one -half the charge. The City Manager said that some cities have tried such a program and been unsuccessful. All things considered, including capital outlay, it doesn't end up being the most cost effective way. He said the idea of twice a month recycling could be reconsidered and added to the possibilities when the contract comes up for bid. He said the situation may have changed since the funding regulations are somewhat more relaxed. There was a discussion of the pros and cons of weekly recycling pick -up. The Director of Public Services stated that, overall, a six percent increase in utility rates was recommended, the majority of which is in the area of recycling. Councilmember Scott said the change would result in a $4.20 increase per quarter for the average home. The Director of Public Services said the 1995 utility rate schedule would be presented for adoption at the next City Council meeting. The Finance Director further explained the utility rates schedules and data. PRELIMINARY REVIEW OF 1995 CAPITAL IMPROVEMENTS PROGRAM (C.I.P.) The City Manager said the Capital Improvements Program (C.I.P.) would be proposed as part of the budget process. The Director of Public Services reviewed the report, table by table, pointing out items of interest. The C.I.P. is a listing of proposed projects. Table 3 shows whether or not the funds are available. i There was a discussion of the differences between the four State Aid accounts and of the Capital Improvement Fund. The City Manager stated a new police radio system will be necessary sometime within the next five years. There is a possibility of setting up a trunking system but regional, or possibly state, action would be necessary to do so. 9/19/94 -3- The Director of Public Services said the Council would be expected to read the draft of the 1995 Capital Improvement Program and direct questions to Staff at a later date. ' The City Manager said that, with the exceptions of the phone system and the police radio system, the items in the program have not changed since the 1994 program. Mayor Paulson inquired about dollar amounts. The City Manager said some adjustments have been made. He stated the Council and the Financial Commission will be- reviewing the - program in detail at a later date. CONTINUED DISCUSSION OF REVISION TO CURRENT STREET IMPROVEMENT ASSESSMENT POLICY The Director of Public Services pointed out the September 16, 1994, memorandum stating the philosophies behind the special assessment policy. Special assessments were discussed in regard to utility rates. The current assessment of $1,550 per household versus tax levies is under consideration. The Director of Public Services said there are several approaches to funding utility improvements. A property can either be assessed when the project constructs new utilities or the cost could be paid through utility funds. The question is whether the resident who obtains direct benefit should pay more in assessments, or whether the cost should be split between all residents. Councilmember Mann asked whether, in terms of street improvements, a levy of $100,000 could be expected each year if the program goes as scheduled. The Director of Public Services confirmed a levy would increase $100,000 each year for the next ten years. Councilmember Mann asked whether an adjustment of the assessment up to 40 percent of project cost would provide the needed funds. The Director of Public Services said raising the amount to $2,000 would be satisfactory. The City Manager said approaching the $2,000 mark gets close to the risk point. He noted the assessment stabilization program helps to pay for residents who are not able to pay. The Director of Public Services said raising the assessment to $2,000 could decrease the annual levy amount by an estimated $15,000. There would then be savings to pass on to taxpayers or use for other projects. She suggested raising the assessment to $1,575 for 1995 to observe the reaction generated. She noted residents in the Northwest area feel they got a bargain in terms of the street improvements for the $1,550 assessment. Councilmember Mann said it should be raised and suggested a figure of $1,700. Councilmember Scott recommended raising the assessment amount over the period of a time, maybe by $200 per year. She felt the assessment stabilization program should be 9/19/94 -4- I reconsidered. She stated there should be a minimum assessment fee rather than a program to totally pay the assessment cost. The City Manager indicated Staff needs direction on a figure for the assessment, as it is waiting for this information before meeting with citizen groups regarding 1995 street improvement plans. There was a motion by Councilmember Scott and seconded by Councilmember Mann to raise the special assessment amount per household to $1,750. Councilmember Rosene said he would prefer a figure of $1,700. He would rather be conservative and, if necessary, raise the amount again at a later date. Councilmember Scott said raising the fee to $1,700 would not provide a sufficient amount to be of help. Mayor Paulson asked whether residents might be upset that residents whose streets were improved in 1994 didn't have to pay as much. The City Manager suggested language to the effect that: "assessment amount is being amended to recover a certain percentage of costs and will be phased in over a period of years." Mayor Paulson agreed with communicating a policy referring to a percentage amount. He said it would be wise to "go slow and low" and a figure of $1,700 would be an adequate beginning. Councilmember Mann asked what effect such a change would have on the levy. Mayor Paulson said taxing needs to be controlled. Councilmember Scott opined a levy increase affects all citizens but street improvements should only be charged to those gaining direct benefit. Mayor Paulson said care must be taken to fix amounts which residents can afford. The Director of Public Services reminded Council there will be a study session in the future on the Pavement Management Program. Street repair impacts livability and attractiveness of neighborhoods. Mayor Paulson commented residents will want the street improvements when they begin to understand the benefits. The City Manager pointed out there comes a point when patching roads is inadequate. 9/19/94 -5- r Councilmember Scott noted the City could be in a real bind if many streets reach the end of their usefulness at the same time and that predicament snowballs into an adverse effect on the City. She renewed her position the assessment fee should be $1,750. Councilmember Mann agreed with the $1,750 figure, noting she actually felt $2,000 would be a bargain. Councilmember Rosene expressed interest in assessing based on a percentage amount. Councilmember Scott agreed but said a sudden change to that policy would not be advisable. Councilmember Rosene was concerned some neighborhoods might react badly to the increase in fees. The City Manager said at this point the citizens will be told the proposed figure. He noted a fee can easily be reduced later, but not raised. The Director of Public Services noted the special assessment policy will be coming before the Council again before finalizing in March at the latest. Mayor Paulson recommended Staff study the $1,700 and $1,750 figures with regard to the levy and any other considerations. The Director of Public Services stated direction is needed so survey crews can begin work. The levy amounts cannot be guaranteed because of variables such as interest rates, so she is not comfortable with quoting figures. Mayor Paulson said he would not want to see the assessment rate raised and then soaked up and not used anyway. The Director of Public Services said it is more important for the Council to decide on a philosophy than on a certain figure. Mayor Paulson said he was in favor of moving toward assessing based on a percentage amount. Therefore, it might be best to start low on amounts and then determine the best way to change over to using a percentage amount. Councilmember Mann asked whether Mayor Paulson was willing to raise the assessment of the levy. The Director of Public Services said the current policy for assessments is one -third the cost of a typical project and is not related to any specific project. She suggested making the change according to steps. The City Manager noted one -third equals $1,550. He said the original policy was to levy by overall assessment. 9/19/94 -6- Councilmember Mann indicated since the policy is currently 33 percent maybe a change could be made to 35 percent with the understanding that the goal was 40 percent. Councilmember Scott stated if two ongoing projects vary, the amount should be added on or else there should be commitment to unit assessment. Mayor Paulson said Council should set a percentage plus a dollar amount cap. The Director of Public Services noted a value of the current policy is that it is easy to explain and people are comfortable that they are paying the same fees as the other residents. Councilmember Scott commented a resident would know the cost when he or she was voting. Councilmember Rosene asked what the criteria is for qualifying for the assessment stabilization program. The City Manager said federal standards are used. The Director of Public Services said the cut -off varies according to family size. Councilmember Rosene noted some people might be just outside the guidelines and find it difficult to pay an assessment. The Director of Public Services said not too many people fall that close to the cut -off. If the dollar figure was raised, probably only a few people, from the higher end of the income bracket, would be assessed a little bit more. She noted the stabilization program is fairly unique. There was a discussion of the amounts the City pays due to the grants and whether the program should require everyone to pay a minimum amount. The City Manager stated Staff can report back but a proposed figure would allow the process to be started for 1995. Councilmember Mann supported a figure of $1,700. Mayor Paulson agreed with the $1,700 figure and stated he agreed that keeping the assessment policy simple would be of benefit. The City Manager reviewed the process for hearings and assessments which is scheduled. Councilmember Mann agreed the grant program should be revisited and changed to require each resident to pay at least some amount. 9/19/94 -7- There was an amendment to the motion by Councilmember Scott and seconded by Councilmember Mann to raise the special assessment amount to $1,700. The motion passed unanimously. The City Manager asked the Council's opinion on beginning the engineering work and the building block process north of St. Al's and on 57th Avenue. He was told 57th Avenue should be begun. Mayor Paulson asked whether the county has been contacted. The Director of Public Services said it had and that it will be in the Request For Proposals (RFP) selected. OTHER BUSINESS Councilmember Mann stated Council would like a report on how other cities charge for storm sewers on public utilities. The Director of Public Services agreed to make such a study. Mayor Paulson questioned whether a retreat is planned to complete mission statements. The City Manager said he would report on that at a later date. Mayor Paulson asked whether a date had been set to hold a "Community Spirit Night" at a Council meeting. The City Manager said the first meeting in October might be appropriate. There was a discussion about holding "Community Spirit Night" on Halloween since there is a meeting that night. ADJOURNMENT There was a motion by Councilmember Scott and seconded by Councilmember Rosene to adjourn the meeting. The motion passed unanimously. The Brooklyn Center City Council adjourned at 9:14 p.m. Deputy City Clerk Todd Paulson, Mayor Recorded and transcribed by: Barb Collman Timesaver Off Site Secretarial 9/19/94 -8-