City
Council Meeting Minutes
April 8, 2013
1.
Roll Call
Acting Mayor Willmus called to
order the Roseville City Council regular meeting at approximately 6:00 pm and
welcomed everyone. Voting and Seating Order: Laliberte; McGehee; Etten; and Willmus.
City Attorney Mark Gaughan was also present.
Mayor Roe had previously advised he
would be unavailable for tonight’s meeting due to a work conflict.
2. Approve Agenda
Willmus moved, Laliberte seconded,
the addition of Item 12.b entitled, “A Resolution Supporting Sales Tax
Exemption on City Purchases,” as provided as a bench handout by staff.
Roll Call
Ayes: Laliberte; McGehee; Etten; and
Willmus.
Nays: None.
McGehee moved, Etten seconded,
approval of the agenda as amended.
Roll Call
Ayes: Laliberte; McGehee; Etten; and Willmus.
Nays: None.
3. Public Comment
Acting Mayor Willmus called for
public comment by members of the audience on any non-agenda items. No one
appeared to speak at this time.
4. Council
Communications, Reports and Announcements
Announcements
were made regarding several upcoming opportunities, with additional information
available online at the City’s website. Items announced included a meeting of
the area League of Women voters on April 25, 2013, with additional information
available from Carolyn Cushing at 651/633-0602; several community dinners and
dialogues sponsored by the Roseville Human Rights Commission scheduled for
April 30 and May 14, 2013, both to be held at the Skating Center (cost if free,
but registration required); and an April 12, 2013 deadline to apply for North
Suburban Cable Commission scholarships (c-tbnorthsuburbs.org website).
Additional announcements included
several meetings scheduled as part of the Parks Renewal Program: 6:30 p.m. on
April 9, 2013 at Roseville Skating Center for Howard Johnson Park; 6:30 p.m. on
April 11, 2013 at Roseville City Hall for a discussion on the lack of parks in
the southwest quadrant of Roseville, and Evergreen Park; 10:00 a.m. on April
13, 2013 at City Hall for a discussion on Reservoir Woods Park; and at 6:30
p.m. on April 16, 2013 at City Hall for a discussion on Oasis Park. For
additional information, contact City Hall (Jeff Evenson at 792-7907).
A financial literacy program hosted
by the Human Rights Commission and entitled “On the Margins: People and
Communities Locked out of the American Dream” is scheduled for April 16, 2013
from 4:00 – 6:00 p.m. at the C-TV Studio at 2670 Arthur Street in Roseville.
Additional information is available from Jeff Holman at the Minnesota Department
of Human Rights at 651/539-1090.
Councilmember McGehee reported on
her recent attendance at the first of a series of educational programs hosted
by the Ramsey County League of Local Governments, providing an opportunity to
become aware of water as a resource and management of groundwater.
Councilmember McGehee opined that this was a very timely and interesting topic,
and noted the availability of a booklet entitled “Groundwater Digest” available
from the Metropolitan Council (651/602-1000) as a free publication providing
background information on aquifers; and that the next meeting in the series was
scheduled in June of 2013 to discuss solutions.
5. Recognitions,
Donations, Communications
6. Approve Minutes
a.
Approve Minutes of March 25, 2013 Meeting
Laliberte moved, Etten seconded,
approval of the minutes of the March 25, 2013, meeting as presented.
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus.
Nays: None.
7.
Approve Consent Agenda
a.
Approve Payments
Etten moved, McGehee seconded,
approval of the following claims and payments as presented.
|
ACH Payments
|
$1,040,292.30
|
|
69446-69592
|
597,547.93
|
|
Total
|
$1,637,840.23
|
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus.
Nays: None.
b.
Approve Business & Other Licenses & Permits
Etten moved,
McGehee seconded, approval of business license applications for the period of
one (1) year, for the following applicants:
|
Applicant/Location
|
Type of License
|
|
Gena Drift at Massage Xcape
1767 Lexington Avenue N
|
Massage Therapist
|
|
Temporary Permits
|
|
Rotary Club of Roseville
2233 Hamline Avenue N, Suite 620
|
Temporary Liquor
|
|
Children’s Cancer Research Fund
7301 OHMS Lane, Suite, 460; Edina, MN
|
One-Time Gambling Permit
|
c.
Approve General Purchases and Sale of Surplus Items In Excess of
$5,000
Etten moved, McGehee seconded, approval
of the submitted list of general purchases and contracts for services presented
as follows:
|
Department
|
Vendor
|
Description
|
Amount
|
Budget / CIP
|
|
Streets
|
Martin Marietta
Materials, Inc.
|
Class A aggregate Street
Materials (purchased under existing JPA with City of
St. Paul)
|
$21,798.00
|
Budget
|
|
Storm Sewer
|
Ess Brothers
|
Storm sewer lining project
|
|
CIP
|
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus.
Nays: None.
d.
Approve Resolution Awarding Bid for 2013 Pavement Management
Project
Etten moved, McGehee seconded,
adoption of Resolution No. 11063 entitled, Resolution Awarding Bids for 2013
Pavement Management Project;” awarding the bid to north Valley, Inc. of
Nowthen, MN in an amount not to exceed $772,193.09.
Roll
Call
Ayes: Laliberte; McGehee;
Etten; and Willmus.
Nays: None.
e.
Award Bid for 2013 Street Maintenance Aggregate Materials and Contractual
Concrete
Etten moved, McGehee seconded,
approval of 2013 street maintenance aggregate Materials and contractual
concrete as follows:
|
Section 1: Aggregate material
|
Goodmanson Construction, Inc.
|
$6,475.00
|
|
Section 2: Concrete Sidewalk
|
Landmark Concrete, Inc.
|
20,542.50
|
|
Section 3: Misc. Concrete Work
|
O’Malley Construction, Inc.
|
14,520.80
|
|
Section 4: Bituminous Pathway
|
T. A. Schifsky & Sons, Inc.
|
11,738.50
|
Roll
Call
Ayes: Laliberte; McGehee;
Etten; and Willmus.
Nays: None.
f.
Award Bid for 2013 Sealcoat Contract
Etten moved, McGehee seconded,
adoption of Resolution No. 11064 entitled, “Resolution Awarding Bids for 2013
Sealcoat Project;” awarding Alternate B bid to Pearson Brothers, Inc. of Hanover,
MN in an amount not to exceed $214,502.50.
Roll
Call
Ayes: Laliberte;
McGehee; Etten; and Willmus.
Nays: None.
g.
Revise Ordinance 1435, an Ordinance Amending Selected Text of
Title 10, Zoning Ordinance Specific to the Design Standards Section and
[Building] Materials of 1005, 1006, 1007, and 1008
Etten moved, McGehee seconded,
enactment of Ordinance Amendment No. 1435 entitled, “An Ordinance Amending
Selected Text of Title 10 Zoning Ordinance of the Roseville City Code
(Attachment B).”
Roll
Call
Ayes: Laliberte;
McGehee; Etten; and Willmus.
Nays: None.
h.
Consider Approving a Joint Powers Agreement with the City of Lake
Elmo for IP Telephony Services
Etten moved, McGehee seconded,
approval of a Shared Services Agreement (Attachment A) for the City of
Roseville Extension of IP Telephony Services to the City of Lake Elmo.
Roll
Call
Ayes: Laliberte;
McGehee; Etten; and Willmus.
Nays: None.
8.
Consider Items Removed from Consent
9.
General Ordinances for Adoption
12.
Business Items (Action Items)
a.
Approve Resolution of Support for Street Improvement District Legislation
Public Works Director Duane
Schwartz and City Engineer Debra Bloom were present to summarize the Request
for Council Action dated April 8, 2013.
Discussion included the current
status of this legislation before the State Legislature, with staff advising it
had currently passed through a number of committees, with the Tax Committee review
still pending; how this would be of benefit to metropolitan versus
non-metropolitan communities as detailed in the background information in the
RCA, and particularly beneficial in the numerous county thoroughfares in
commercial areas throughout Roseville and allowing another financial tool that
otherwise remain a challenge for the City to participate in financially, as
well as some Chapter 429 projects with assessment challenges based on recent
appraisals not always supporting the City’s current assessment policy; and
recognizing that the City has a long-term projected shortfall in funding for
the City’s CIP.
Further discussion included the
flexibility for individual communities in addressing high impact areas; and the
intent of this Street improvement District legislation to address
infrastructure, not alternative transportation options.
Acting Mayor Willmus thanked staff
for bringing this opportunity forward.
McGehee moved, Etten seconded,
adoption of Resolution No. 11065 (Attachment B) entitled, “A Resolution
Supporting Legislation Authorizing the Establishment of Municipal Street Improvement
Districts.”
Roll
Call
Ayes: Laliberte;
McGehee; Etten; and Willmus.
Nays: None.
b.
Consider a Resolution Supporting Sales Tax Exemption on City Purchases
City Manager Malinen briefly
summarized this late-breaking opportunity for the City Council to consider
support of legislation for sales tax exemption on City purchases, as outlined
in the three (3) bench handouts.
Acting Mayor Willmus asked staff
if this was a time-sensitive issue or if it could be held over for next week’s
meeting.
City Manager Malinen advised that
several hearings had been held today; and all three (3) bills were scheduled to
be heard by committee tomorrow, April 9, 2013.
McGehee moved adoption of
Resolution entitled, “A Resolution Supporting Sales Tax Exemption on City
Purchases;” but Acting Mayor Willmus ruled the motion failed for lack of a
second.
Willmus moved, Etten seconded,
TABLING this item, directing staff to bring the item forward at the April 15,
2013 meeting.
Roll
Call
Ayes: Laliberte;
McGehee; Etten; and Willmus.
Nays: None.
10.
Presentations
a.
Receive Presentation on Classification and Compensation Study Outcomes
City of Roseville
Human Resources Director Eldona Bacon was present for the presentation, and
introduced Springsted Consultant Ms. Ann Antonsen. Ms. Bacon noted that this
classification and compensation study excluded the City’s Fire Department; and
reviewed a summary of the Presentation Agenda and reviewed Roseville’s Current
Practices.
Ms.
Antonsen reviewed the 2012 Study Objectives and Survey Methodology, noting that
the positions under review had been reduced from 47 to 42 due to limited or
inconsistent data for analysis, and represented two (2) separate gathering efforts
followed by a detailed analysis of each position, and comparable positions from
other communities to those of Roseville, with thirteen (13) benchmark positions
reviewed that allowed an analysis for most pay grades represented in non-union
positions. Ms. Antonsen further reviewed Benchmarks and Comparables based on
that 2012 data; Benchmarks Outcomes; City Council Pay Comparison; and recommended
a subsequent discussion by the City on its Pay Philosophy and Policy, and
Ongoing Strategies.
Acting
Mayor Willmus thanked Ms. Antonsen for her presentation.
Councilmember
McGehee questioned the data for the maximum and average maximum salaries for
the thirteen benchmark positions, with Ms. Antonsen confirming that all of the
positions analyzed fell below the average maximum.
Councilmember
McGehee noted the amount of paper spent on the City Council comparisons versus
that of staff; and disputed the rationale in comparing positions of larger
population and geographical size than that of Roseville, as well as those
smaller (e.g. Richfield) and why those particular communities were chosen.
Ms.
Antonsen responded that the ten (10) cities were derived based on their comparable
and consistent job classifications similar with those of Roseville in type and
level of service, whether larger or smaller. When performing market surveys,
Ms. Antonsen noted that there were no organizations that would be found exactly
the same as Roseville; therefore, they tried to look for consistency in other
areas as mentioned in the methodology.
Councilmember
Laliberte observed that, while she was not yet on the City Council when this
study was implemented last fall, since then the City Council had repeatedly
asked for the study results, and opined that those results seemed to take a
long time for presentation. Given that length of time, Councilmember Laliberte
questioned if the information in the end result was credible and useful, or just
pulled together for presentation purposes.
Ms.
Antonsen advised that the purpose of the extended length of time in providing
the results had been to ensure sufficient data was available to perform a
credible analysis. In using League of Minnesota Cities data, Ms. Antonsen
advised that a number of gaps remained since all positions were not covered;
causing their firm to decide to re-contact all responding cities after January
of 2013; and allowing for very comprehensive data for all cities based on that
additional timeframe.
Councilmember
Laliberte asked that Ms. Antonsen or Ms. Bacon further expound on proposed
recommendations.
Ms.
Bacon reviewed the four (4) recommendations as detailed in the presentation
materials; and including abandoning the merit pay system and creating a performance
component to the compensation plan proposed to be phased in for a total
implementation cost of $195,000 to increase compensation by 4.6%; reclassifying
some eight (8) positions based on job classification points; and adjusting City
Council pay to 100% of the market average.
Councilmember
Etten questioned what was being addressed from a Human Resources or staff level
beyond internal conflicts between union and non-union pay.
Ms.
Bacon advised that during the study and since the market had picked up, the
City had experienced considerable turnover, noting that often that turnover was
in its better performing employees. Ms. Bacon further advised that as Baby Boomers
began to retire, it would also open up additional opportunities for employees,
who may not choose to stay in Roseville if they could make 5-6% more elsewhere.
If the City is unable to remain market competitive as a pay provide, Ms. Bacon
expressed her concerns that it could not retain its valuable, experienced employees.
Ms. Bacon further noted that already the applicant pool is not proving quite as
good as in the past, with some “A” performers no longer applying for City
positions.
At
the request of Councilmember Etten, Ms. Bacon confirmed that exit interviews
with employees indicated that often they were leaving in part due to salary,
while some were leaving for more challenging positions.
At
the request of Councilmember Laliberte, Ms. Antonsen advised that there were
very few positions where the City was actually paying above the average; and
even those positions remained fairly close to the market, but that the majority
of the 42 positions were found below market.
Ms.
Bacon concurred, noting that all of those paying above average were within a
1-2% range.
Councilmember Etten
noted the need for more detailed data to show the big picture as well as
individual department data, allowing the City Council better analysis showing
salary comparisons with job categories.
Going forward,
Acting Mayor Willmus concurred, and advised that the City Council needed the
full study for their review prior to any proposed action by the City Council.
Acting Mayor Willmus questioned where the City Council Pay Study comparison
came from, since he didn’t remember the City Council initiating the process.
Prior to any possible adjustments, Acting Mayor Willmus advised that he would
need to review it as part of future budget discussions.
City
Manager Malinen advised that staff had included it to provide an opportunity
for review, as long as the market was being reviewed.
Councilmember
Laliberte concurred with Acting Mayor Willmus; and also requested that the full
study be provided, along with those items requested by Acting Mayor Willmus; as
well as a better understanding of where the City would like to go with merit
pay or a performance management evaluation system. Councilmember Laliberte
noted the importance of rewarding good employees so they stayed, while not
rewarding those who were not doing well.
Acting
Mayor Willmus concurred, noting that this would require a policy discussion in
the near future to make those determinations.
While
agreeing with comments expressed so far, Councilmember McGehee opined that part
of that retention program and policy should also be to ensure annual employee
evaluations were done in a timely manner. Councilmember McGehee further opined
that her least concern was with City Council pay; and advised that she
supported remaining at 10)% of the market for all union employees, without
allowing non-union employees to drop back; and asked that staff include their
recommendations for that aspect as part of their documentation.
At
the request of Councilmember Etten, Ms. Bacon advised that the recommendation
was that the entire pay structure increase by 4.6% across the board, addressing
the starting, midpoint and maximum pay structure, allowing the system to remain
consistently whole and valid, while allowing for it to be recalibrated for the
marketplace.
Ms.
Antonsen concurred, noting that without moving the entire pay scale across the
board, it could create equity issues for the City in complying with the State
of MN Local Government Pay Equity Act.
Ms.
Bacon noted that those benchmark positions that appear to be right on or very
close on the graph may not actually be that close, creating the need to look at
those benchmark positions from an internal equity standpoint based on how the
position responsibilities may be combined, the department was running lean or other
cities may not provide for that position and/or through a summary of the
marketplace, all creating potential anomalies..
Further
discussion included additional details about the Local Government Pay Equity
Act; flexibility of the City’s step system for annual review based on performance
as a percentage versus dollar amount; and how a cost of living adjustment
(COLA) affected the step system.
Acting
Mayor Willmus again thanked Ms. Bacon and Ms. Antonsen for their presentation
and discussion; and asked staff to provide additional information to the City
Council as requested prior to any future action, but as part of upcoming budget
discussion.
11.
Public Hearings
13.
Business Items – Presentations/Discussions
a.
Receive City Staff Budget Program Priorities
City Manager Malinen briefly
summarized the RCA dated April 8, 2013; and noted several corrections to
Attachment A under Code 9, City Council Business Meetings that should show a
2014 Staff Program Rank of 7, and Code 10 City Council Community Support/Grants
that should show a 2014 Staff Program Rank of 5.
Councilmember Laliberte thanked
staff for providing their rankings; opining that she found them helpful in her
analysis.
Councilmember McGehee provided her
observations, opining that she thought some departments appeared to take the
exercise seriously with their rankings, while others appeared to simply hit the
same key over and over. In expressing her ongoing frustration with this entire
process, Councilmember McGehee opined that she did not find it very helpful,
and questioned the validity of whether or not there was any consistency. As an
example, Councilmember McGehee noted the category “organizational management”
listed repeatedly within one department, which didn’t prove helpful to her when
thinking about a budget; and questioning the need for that many layers of
management. Councilmember McGehee opined that it would be much more meaningful
to her to see the number of employees in one lump and what they do, and what
the supplies cost to do their jobs. Councilmember McGehee further opined that
the way the categories are currently broken out provides for too much “slop”
and an ability to say a percentage of time spent doing “whatever.”
Councilmember McGehee stated that the critical functions for each department
are the amount paid for employees to do their job and the materials needed to
do that job.
Acting Mayor Willmus opined, from
his personal perspective, that he found this an interesting exercise as he
reviewed his priorities for the coming year; whether or not it steered in him
one direction or another. Acting Mayor Willmus questioned the slight increase
from 2012 to 2013 in the “elections” category and why more was for the coming
year, when Ramsey County had been hired to perform the majority of those
duties. Acting Mayor Willmus requested more background on the City’s role or
whether Ramsey County needed to take on a greater role.
City Manager Malinen advised that
those amounts represented the City’s costs with Ramsey County, with City staff
still having some work to perform on-site during the final weeks of an election,
but further advised that those costs were relatively nominal, but required
statutorily.
Councilmember Laliberte thanked
staff for providing this additional reference point for her review.
Finance Director Chris Miller
noted the next step in the process would be for Councilmembers to perform their
rankings if they were comfortable with the proposed rubric and ranking
criteria. Mr. Miller proposed that he e-mail worksheets to individual
Councilmembers, and at City Council discretion, they could then continue
discussion of their individual and/or average rankings at the April 15 or April
22, 2013 meeting.
Councilmember Etten noted the
advantage of doing so at the April 15 meeting versus the April 22 meeting, as
Mayor Roe would only be available on the former date.
Discussion ensued on individual
versus average rankings.
By consensus, Councilmembers
decided to share individual rankings as well as average rankings, with those
individual rankings to be returned to staff in time to be provided as a bench
handout at the Monday, April 15, 2013 meeting, allowing individual Councilmembers
the weekend to finalize their rankings prior to submitting them to staff for
averaging and processing.
Acting Mayor Willmus opined that
he would personally like to see this information come back to the full City
Council, and in a format conducive to a roundtable discussion.
In reviewing the remaining budget
calendar and process, Mr. Miller noted that May 13, 2013 was scheduled for a
budget hearing to allow public comment to the City Council; along with other
budget-related items such as policies and the City Council’s first look at the
revised CIP.
Acting Mayor Willmus asked, with
the Council’s consensus, that individual Councilmembers make sure to have their
rankings into staff by Monday, April 15, 2013; at which time staff would have
individual and average information available for that evening’s City Council
meeting, as well as making sure it’s included in the packet posted online going
forward.
b.
Discuss Additions to Council Rules
City Manager Malinen briefly
reviewed several staff recommendations for additions to Rule 3 of the Council
Rules to assist meeting flow, as detailed in the RCA dated April 8, 2013.
Those recommendations provided for adding an agenda section entitled “Budget
Items,” appearing early on in the agenda; and allowing for a ten minute break
after two hours from the start of the meeting.
Acting Mayor Willmus advised that
he struggled with having presentations early in the meeting, and would prefer
that they be moved deeper into the agenda.
Councilmember Laliberte concurred,
noting that often the public was required to sit through presentations that
were not pertinent to them; however, if someone was appearing from out-of-town,
the agenda should remain flexible enough to accommodate their schedules as
well.
Councilmember Etten concurred,
providing those outside professional presenters, some being paid to appear, not
get caught at the end of the meeting.
Acting Mayor Willmus suggested
looking at the meeting structure and the sequence of those meetings during a
month, and only hold presentations at a certain meeting each month rather than
at each meeting.
To the extent possible, City Manager Malinen advised that the meetings could be
adjusted and agenda amended at the meeting itself as well.
Councilmember McGehee suggested
moving the Consent Agenda further down on the agenda, since there typically
weren’t a lot of questions.
Councilmember Etten suggested,
beyond those items needed for action to allow staff to conduct the City’s
day-to-day business, public hearings could be held at meetings when
presentations were not planned, since both of those items often took a larger
chunk of time.
Laliberte moved, McGehee seconded,
adoption of revised Council Rules for Section 3 by adding a section entitled
“Budget Items to each agenda format; and adopting language indicating the City
Council will schedule a ten (10) minute break after approximately two (2) hours
of meeting.
Roll
Call
Ayes: Laliberte;
McGehee; Etten; and Willmus.
Nays: None.
Councilmember McGehee thanked
staff for bringing those items forward.
14.
City Manager Future Agenda Review
City Manager Malinen reviewed upcoming
agenda items; with Councilmembers noting the previously announced absence of
Mayor Roe at the April 22, 2013 meeting.
15.
Councilmember-Initiated Items for Future Meetings
Other
Acting Mayor Willmus asked that,
regarding Park Renewal Program community meetings, staff make sure to provide
that information to NextDoor.org as well as scrolling the information on CTV.
16.
Adjourn
Etten moved, McGehee seconded,
adjournment of the meeting at approximately 7:36 pm.
Roll Call
Ayes: Laliberte; McGehee; Etten; and
Willmus.
Nays: None.