City
Council Meeting Minutes
April 22, 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.
Acting City Manager Chris Miller and City Attorney Mark Gaughan were also
present. Acting Mayor Willmus noted that Mayor Roe and City Manager Malinen
were attending FEMA training and therefore were not available for tonight’s
meeting.
2. Approve Agenda
Councilmember McGehee requested an
addition to tonight’s agenda recognizing reconsideration of her support of the
recently-adopted website design vendors.
Acting Mayor Willmus added this as
Business/Action Item 13.c.
Acting Mayor Willmus noted removal
of Consent Item 7.i entitled, “Approve Sienna Green Settlement Agreement,” as
requested by staff and Sienna Green representatives.
Councilmember McGehee requested
removal of Consent Items 7.c, d, g, and h, respectively entitled, “Receive IR
2025 Update;” “Receive Shared Services Report;” Receive 2013 First Quarter
Financial Report;” and “Approve Contract Assignment for Construction Management
Services (Contract from Bossardt Corporation to Wenck Construction and
Remediation, Inc.).”
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 included recognizing
the 60th anniversary of the area League of Women Voters and
congratulations on behalf of the community and City Council, and expression of
appreciation for their services to Roseville and surrounding communities. Also
announced were upcoming Park and Renewal Program community meetings for
specific parks; the upcoming Human Rights Commission-sponsored community
dialogue on prevention of violence; future Housing & Redevelopment
Authority-sponsored community meetings to receive input on the future
redevelopment of the Dale Street fire station and adjoining properties; and
upcoming tours offered by the Minnesota Department of Agriculture at Langton
Lake Park to view Emerald Ash Borer infestations.
Roseville resident Jim Breszinski
was recognized as an annual nominee for the Big Brother program, with selection
to be announced at the upcoming gala of the Big Brothers, with additional
information available at www.bigstwincities.org.
5. Recognitions,
Donations, Communications
a.
Proclaim May Asian Pacific Heritage Month
Acting Mayor Willmus proclaimed
May of 2013 as Asian American Pacific Islander Heritage Month in the City of
Roseville, and read a proclamation recognizing their accomplishments and
contributions to America and the City of Roseville.
McGehee moved, Laliberte seconded,
proclaiming May 2013 as Asian Pacific American Heritage Month in the City of
Roseville.
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus.
Nays: None.
b.
Proclaim National Police Week and Peace Officer’s Memorial Day
Acting Mayor Willmus proclaimed May
15, 2013 as Police Officers’ Memorial Day and May 12 – 18 as National Police
Week, and read a proclamation recognizing their faithful and loyal devotion to
their responsibilities to their communities, whether past or present.
Etten moved, McGehee seconded,
proclaiming May 12 – 18 as National Police Week and May 15, 2013 as Peace
Officer’s Memorial Day in honor of law enforcement officers.
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus.
Nays: None.
c.
Proclaim League of Women Voters Day
Acting Mayor Willmus proclaimed
April 25, 2013 as League of Women Voters Day, and read a proclamation
recognizing their provision of sixty (60) years of dedicated service to the
communities of Roseville, Maplewood and Falcon Heights.
McGehee moved, Laliberte seconded,
proclaiming April 25, 2013 as League of Women Voters Day , recognizing the area
LWV in the Roseville area.
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus.
Nays: None.
6. Approve Minutes
a.
Approve Minutes of April 15, 2013 Meeting
Comments and corrections to
draft minutes had been submitted by the City Council prior to tonight’s meeting
and those revisions were incorporated into the draft presented in the Council
packet.
Corrections:
Page 13, Lines 18-19
(Laliberte)
·
Strike the last sentence opined by Councilmember Laliberte.
Councilmember Etten advised that
he had referred his corrections to City Administration, but did not see them
reflected in the draft presented tonight.
Willmus moved, McGehee seconded, TABLING
approval of the minutes of the to the next business meeting.
Roll Call
Ayes: Laliberte; McGehee; Etten;
and Willmus.
Nays: None.
7.
Approve Consent Agenda
There were no additional changes to
the Consent Agenda than those previously noted. At the request of Acting Mayor
Willmus, Acting City Manager Chris Miller briefly reviewed those items being
considered under the Consent Agenda.
a.
Approve Payments
Etten moved, Laliberte seconded,
approval of the following claims and payments as presented.
|
ACH Payments
|
$111,257.74
|
|
69645 – 69724
|
939,867.46
|
|
Total
|
$1,051,125.20
|
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus;
Nays: None.
b. Approve General Purchases and Sale
of Surplus Items In Excess of $5,000
Etten moved, Laliberte seconded, approval
of the submitted list of general purchases and contracts for services presented
as follows:
|
Department
|
Vendor
|
Description
|
Amount
|
Budget / CIP
|
|
Streets
|
Newman Traffic Signs
|
Blanket P.O. for street sign materials
|
$10,000.00
|
Budget
|
|
Parks & Rec
|
Upper Cut Tree
Service
|
Diseased and hazardous tree removal (does not include EAB
diseased trees)
|
25,000.00
|
Budget
|
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus;
Nays: None.
e.
Receive Grant Application Report
Etten moved,
Laliberte seconded, receipt of the quarterly grant application staff update.
Roll
Call
Ayes:
Laliberte; McGehee; Etten; and Willmus;
Nays:
None.
f.
Approve Resolution Awarding Bid for the 2013 Twin Lakes Area
Street Improvements Project
Etten moved, Laliberte seconded, adoption
of Resolution No. 11067 (Attachment A) entitled, “Resolution Awarding Bids for
2013 Twin Lakes Area Street Improvement Project;” to the firm of New Look
Contracting, Inc. of Elk River, MN in an amount not to exceed $582,639.16.
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus;
Nays: None.
g.
Approve Sienna Green Settlement Agreement
As previously noted, this item was
removed from tonight’s agenda.
8.
Consider Items Removed from Consent
Receive IR 2025
Update (c)
Councilmember McGehee explained
her rationale for removal of this item and the following item to call attention
for the benefit of new Councilmembers Etten and Laliberte these quarterly reports.
Councilmember McGehee opined that these were important components of the annual
budget process; and noted those items with cost-sharing or reimbursement by
other parties, as well as those that were specific costs for the City of Roseville.
Councilmember McGehee noted that there had been no recent opportunity to review
or revise the IR 2025 by the newly-elected City Council.
Councilmember Etten noted that
while it may be a normal City Council discussion point to review and/or revise
the IR 2025 strategies, the IR2025 document was a living document put together
by the community at large, and suggested any revisions by the Council should
only occur after another community discussion.
Councilmember McGehee concurred,
noting that it was typical to have that community discussion every ten (10)
years; however, she opined that the document had been prepared before the “new
normal;” and that the short- and long-term goals had been put together by staff
and previous City Councils as a working document, and was not created by the
community. Since the original document was available to the City Council, Councilmember
McGehee suggested a review by new Council to determine its relevancy.
McGehee moved, Laliberte seconded,
receipt of the quarterly IR 2025 staff update.
Roll
Call
Ayes: Laliberte; McGehee;
Etten; and Willmus;
Nays: None.
d.
Receive Shared Services Report
McGehee moved, Laliberte seconded,
receipt of the quarterly shared services staff update.
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus;
Nays: None.
Receive 2013
First Quarter Financial Report (g)
At the request of Acting Mayor
Willmus, Acting City Manager Chris Miller briefly summarized this quarterly
report; advising that most items were trending, with the exception of ice and
snow removal costs this season.
Councilmember McGehee pointed out,
for the benefit of the listening audience, the Information Technology Fund and
the Water Fund, both listed in poor financial condition, and asked that the
public be aware of that, and provide their input, especially to those two
items, as the budget process continued.
Mr. Miller noted that both of
those funds were Capital Improvement Program (CIP)-related issues, thus his
comments; noting that the City Council and it’s CIP Subcommittee had been making
adjustments to those funds over the last few years to address those issues.
Councilmember Laliberte opined
that it would be nice to finish the budget priority process, so the City
Council could get to the point of adding additional funding and addressing debt
service and other items coming into the budget outside of programs.
Councilmember Laliberte referenced page 13 (Recycling Fund Summary) noting only
half of the expected intergovernmental revenues had been received, or 25% of
the SCORE grant allotment, and asked Mr. Miller for comment on that item.
Mr. Miller advised that this was
due to a change in how Ramsey County allocated funds to local governments,
historically done in twice, once in March and once in September of each year.
Mr. Miller advised that this year they were allocating funds in four (4)
installments. Mr. Miller offered to follow up with the City Council in more
detail on that particular fund.
McGehee moved, Etten seconded,
receipt of the first quarter 2013 Financial Report.
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus;
Nays: None.
h.
Approve a Contract Assignment for Construction Management Services
(Contract from Bossardt Corporation to Wenck Construction and Remediation,
Inc.)
Councilmember McGehee questioned
if this represented changes in the Construction Manager for the project or
other changes in the ongoing construction process.
At the request of Acting Mayor
Willmus, Fire Chief Tim O’Neill advised that there would be no changes in the
representatives of the firms or in Construction Managers, other than for the
sale of one company to another. Chief O’Neill advised that, if there had been
a change in company personnel, he would not have made this recommendation to
accept the assignment.
McGehee moved, Laliberte seconded,
authorization of the assignment of the current construction management services
contract of Bossardt Corporation to Wenck Construction, Inc.
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus;
Nays: None.
9.
General Ordinances for Adoption
10.
Presentations
b.
Discuss Comprehensive Surface Water Management Plan Update
City Engineer
Debra Bloom summarized this Plan update, and introduced City Consultant, Ron
Leaf with S.E.H., Inc. to review the plan, with their firm approved by the City
Council in March of 2012 to provide engineering services to complete the plan update.
Ron Leaf, P.
E./Project Manager and Sr. Water Resources Engineer with S.E.H., Inc.
(Rleaf@sehinc.com)
Mr. Leaf
presented an overview of the Roseville Comprehensive Surface Water Management
Plan – 2012-2013 (Attachment A, dated April 12, 2013). Mr. Leaf noted that the
previous plan update process had occurred in 1990 and 2002, as required by MN
Rules 8410, and based on local planning, the City’s updated Comprehensive Plan,
and was typically updated on ten (10) year cycles, depending on adoption of
plans by area watershed districts and MN Rules.
Mr. Leaf advised
that the plan update included several meetings with the City’s Public Works,
Environment, and Transportation Commission, the Parks & Recreation
Commission, the Planning Commission, a public open house, and finally at
tonight’s City Council meeting. Other agencies having reviewed and approved
the updated plan included: the Metropolitan Council; Ramsey County; Rice Creek
Watershed District; Ramsey-Washington-Metro Watershed District; Capitol Region
Watershed District.
Mr. Leaf reviewed
the plan overview/purpose in defining the goals and policies the City would
follow, and supporting the IR 2025 community visioning, enhancing the quality
of life as described in the Roseville Comprehensive Plan, as well as meeting
state and local regulatory requirements.
Mr. Leaf
summarized the plan contents noting that sustainability was an over-riding goal
in the plan, with one entire section devoted to goals and policies set aside
for sustainability, the first such plan he had worked on that had a specific
goal for sustainability, but becoming an industry standard.
Mr. Leaf reviewed
each of the seven (7) goals and policies: assessment of issues/problem areas
(flooding areas and impaired waters); implementation and funding (updates to
ordinances; development standards; maintenance of the storm system); and ties
to the National Pollution Discharge Elimination System (NPDES) and Minnesota
Separate Storm Sewer System (MS4) permits.
Ms. Bloom noted
the water re-use efforts in the plan for re-using storm water, and built into
the Parks Renewal Program. Ms. Bloom provided several examples (e.g. B-Dale
area, Evergreen Park) and other projects in the Twin Lakes Redevelopment Area
where storm water treatment was designed as part of the process (e.g. tree
boxes and native vegetation).
Mr. Leaf
concurred, noting the overall concept of multi-use, multi-functional areas,
through native seeding and storm water treatment options, as well as porous
pavement applications and other options considered for the City’s parks system.
Next Steps:
Mr. Leaf reviewed
the remaining process, with tonight’s City Council review and consideration of
the plan update, and anticipated presentation for their adoption at the May 13,
2013 meeting. After that, Mr. Leaf reviewed the implementation process for applying
the plan to private development and public projects (e.g. Complete Streets); and
addressing ongoing problem areas (flooding, impaired waters; exploring
potential funding sources). Mr. Leaf referenced his experience in working with
the Ramsey-Washington-Metro Watershed District, opining that their funding
program for local best management projects was very helpful to member cities
and stand-alone projects, as well as accessing Clean Water Legacy Act funding.
While she was not
at tonight’s meeting, Mr. Leaf recognized the work done on the plan by his
associate, Rebecca Nestingen, PE, a Water Resources Engineer with S. E. H.
Councilmember McGehee
requested ideas from Mr. Leaf for recharging groundwater for individuals and/or
the City other than rain gardens, due to the clay soils in the Roseville area.
Mr. Leaf noted
that recharging was dependent on soil types; however, he noted that
infiltration was possible even with clay soils for small storms and were good
to do even when presented with soil limitations.
Ms. Bloom advised
that with the City’s clay soils, infiltration options were constructed (e.g.
Aladdin Street at Roselawn Avenue), with four feet 94’) of mixed sand/compost
soils substituted for clay allowing drainage within 24 hours even in those
heavier type soils. Ms. Bloom noted that rain gardens were engineered to
provide a reservoir of materials above the clay; and that native plants were
also critical to create a conduit through the clay soils.
Mr. Leaf provided
another example, tree boxes, where a course gravel base was installed to allow
tree roots to grow (e.g. Maplewood Mall landscape islands).
Councilmember
McGehee requested additional information on rain gardens and possible buffers,
using her personal property as an example.
Mr. Leaf
concurred with Councilmember McGehee’s option of a buffer planted to catch
water in areas of the most noticeable runoff; and suggested using deeper rooted
plants, as well as rain barrels or cisterns for re-use of that rain water for
day-to-day garden use.
Ms. Bloom
referenced the rain water collection and re-use system at Twin Lakes, with a
20,000 gallon re-use chamber and 20,000 gallon infiltration chamber located
under the roadway.
Councilmember
Etten highlighted re-use chambers, and offered his appreciation to the Parks
& Recreation and Public Works Departments for looking at these issues (e.g.
Upper Villa and Evergreen Parks). Councilmember Etten expressed appreciation
for staff looking at the big picture and how to address water runoff problems
(e.g. Dellwood and Sherran Avenues), by looking at future infrastructure needs,
and for working with other departments and agencies in accomplishing those
goals, ultimately saving money and making good use of city resources.
Councilmember
Etten referenced page 34 of the plan (Table 14), #6 of the implementation plan
for the Villa Park sub-watershed. Councilmember Etten expressed concern that,
while the pond was scheduled for sediment removal to some extent, he questioned
if it would be necessary to repeat the task in a few years due to lack of
holding capacity, since it was currently 72% filled with sediment. Councilmember
Etten questioned how it could be addressed completely at this time rather than
having to repeat the procedure in a few years. Councilmember Etten suggested a
better and longer-term solution may be too seriously deal with the source of
the sediment increase immediately, since a lot of the sediment seemed to be
washing into the pond from the west, and needed to be dealt with to avoid
recurrence. Councilmember Etten opined that he wasn’t interested in having to
tear up the park again in a few years, which would be a detriment to the park
and aw waste of money long-term; and asked that staff have the on-site
contractor look at that in more detail.
In response, Ms.
Bloom advised that staff would be coming to the City Council within the next
year with upstream improvement recommendations, working cooperatively with Capitol
Region Watershed District. Ms. Bloom advised that Capitol Region had made the
ultimate funding decisions about Villa Park, based on the decision of their
board and cost benefit determinations, with the contract already having been
awarded. However, Ms. Bloom offered to consult with them again.
Specific to ponds, Councilmember McGehee noted the ongoing issues in addressing
pond sediment in Langton Lake, and the significant dollars required to address
it. Councilmember McGehee suggested this issue appear on the City’s asset management
software to ensure funding was available and to keep implementation on track.
In response, Ms.
Bloom advised that asset management was part of the overall management program,
with the real challenge at this time being phosphorus, the significant problem
found from coal tar sediments (e.g. driveway sealing products) when dredging
ponds, and the substantial cost for hauling those materials to a landfill. Ms.
Bloom noted a pilot project in White Bear Lake by the Minnesota Pollution
Control Agency to determine if sediment could be stored on site rather than
disposed of. As part of the requirements for NPDES and MS4 permits of the
City, Ms. Bloom advised that inspections were done annually of at least 24% of
the City’s ponds, with sump pumps cleaned and an ongoing maintenance program,
with those activities well documented and tracked through asset management
efforts, along with their condition and maintenance schedules.
Acting Mayor
Willmus addressed the City’s leaf collection program, noting it was a positive
for storm water management throughout Roseville; however, he expressed concern
with the compost location and impact on Harriet Alexander Nature Center (HANC)
waters. Acting Mayor Willmus asked that steps were in place to protect that
area.
Ms. Bloom
responded referenced that specific item on the Implementation Table, and
previous discussions of the Public Works, Environment, and Transportation
Commission about that issue; assuring all that it was something that needed continual
oversight and management.
Acting Mayor
Willmus thanked Mr. Leaf for his presentation.
a.
Receive State of the District Presentation, School District 621
School Superintendent Dan Hoverman
Superintendent Dan Hoverman and
Mounds View School Board member Amy Jones were present for this update.
Superintendent
Dan Hoverman noted that Roseville was one of the seven (7) communities served
by the Mounds View School District. His presentation focused on the following
areas: value; educational equity; levy renewal; efficiency and effectiveness; and
innovation.
Superintendent
Hoverman addressed achievement gaps across the State of MN between white
students and students of color, evidenced as well in the Mounds View School
District; and outlined four (4) gaps being addressed: opportunity,
expectations, aspirations, and achievement.
Ms.
Jones addressed ongoing and future financial stability and management of the
School District, advising that the 2006 levy expires in 2014, eliminating
approximately $11 million annual in school financing. Ms. Jones advised that
the School Board had signaled their intent to seek a renewal of the bond at the
same levels, which would result in no tax increases or additional levy amounts
for residents, beyond that 2006 levy amount. Ms. Jones noted that the fall of
2013 would be the first opportunity to request levy renewal at that maintenance
level. Ms. Jones advised that residents of School District No. 621 currently
paid $105 annually for every $100,000 of taxable market value.
Acting
Mayor Willmus recognized the District’s successful implementation of their
comprehensive early college/high school district program, noting that Mounds
View was becoming a benchmark for many other school districts.
At the
request of Acting Mayor Willmus, Superintendent Hoverman confirmed that the
District partnered/collaborated with Anoka-Ramsey as the post-secondary partner
for this program.
Ms.
Jones noted that a benefit of the partnership was that the classes were taught
on-site by Mounds View staff, providing familiarity for students in their home
environment with teachers whom they already had a relationship.
At the
request of Acting Mayor Willmus, Superintendent Hoverman noted the District’s
national recognition with a Gold School rating by U.S. News and World Report,
and recognized that it had been a team effort with school board support, with
administration and staff seeing the value for individual students.
Superintendent
Hoverman provided a bench handout, attached hereto and made a part
hereof, entitled “A Roadmap to Post-Secondary Success,” highlighting
the innovations of the college program in high school. Superintendent Hoverman
noted that the program had received considerable interest from the legislature
and the Minnesota Department of Education. Superintendent Hoverman opined that
the Anoka-Ramsey partners had been outstanding to work with; and had resulted
in interest in matriculation agreements with other area two-year and technical
colleges.
Councilmember
McGehee congratulated the District on expanding from STEM to STEAM. Specific
to the college/high school program, Councilmember McGehee requested additional
information on the progress of the program, whether foundational or if full
implementation of the vocational track had been achieved.
Superintendent
Hoverman advised that last year the focus had been on the foundational piece
for ninth grade students, with every one of the District’s career and technical
courses having now been articulated somewhere.
Superintendent Hoverman expressed
appreciation for the relationship with the City Manager and staff; and
expressed his hope that the Mounds View School District proved to be a good
neighbor.
Acting
Mayor Willmus thanked Superintendent Hoverman and Board Member Jones for their
presentation tonight.
11.
Public Hearings
12.
Budget Items
a.
Receive City Council Budget Program Priorities
Acting City Manager Miller briefly
reviewed the updated City Council budget program priorities, advising that this
iteration included input as received from 2 of the 5 Councilmembers having
submitted their rankings.
At the request of Acting Mayor
Willmus, Mr. Miller advised that, while not having highlighted where those
changes occurred from the previous iteration, there were just a few ranking
changes within organizational management areas.
Councilmember Etten advised that
his changes were not significant, and were revised based on discussions held at
the last meeting after he had a better understanding from staff and fellow
Councilmembers on various items, estimated between 6-8 programs.
Councilmember Laliberte drew
attention to line 17 of the RCA summary, and thanked Mr. Miller for providing
that assessment and observations, allowing her to have a better perspective and
providing guidelines on how to move forward.
Acting Mayor Willmus expressed his
past and ongoing struggles in the process of using these materials to draw the
line and limit discussions to items below that line. Acting Mayor Willmus
opined that more consideration was needed for items above the line, or
disregarding the line completely to review and determine the actual and desired
levels of service. Acting Mayor Willmus noted comments touched upon by Police
Chief Mathwig at the last meeting regarding the various components of a
specific program or position (e.g. Community Service Officer) and other duties
they entailed. Acting Mayor Willmus suggested that a broader discussion was
needed on many other items as well for everyone’s benefit. Acting Mayor
Willmus questioned if other variables were needed to measure the level of
service, such as the Pavement Management Program and use of the current Street
Quality Index, and whether that was relevant, seeking future comment from staff
based on their perspective.
Along the line of the Street
Index, Councilmember McGehee noted questioned directed to her from residents
regarding the vehicle replacement cycle and that level of services, questioning
whether it was important to have vehicles that look good or if other
considerations were taken into account as well.
Acting Mayor Willmus suggested
that this could be a component of future discussions as well.
Acting City Manager Miller noted
that, when this ranking approach was initiated in 2009, with budget categories
by program, the intent had been that the level of service discussion would
occur. However, Mr. Miller noted that unfortunately the process had not yet evolved
to that point. While some components were less of a challenge, Mr. Miller
noted that there were limitations created during each budget process, for staff
to determine the information needs of the City Council and how those needs
change as new Councilmembers come on board. Mr. Miller noted that some
programs or services could lend themselves to the process (e.g. street
improvement index), while other areas were more challenging and you either provided
that service or program or you didn’t do so. Mr. Miller stated that another
challenge was to decipher what is important to the City Council and what isn’t,
thus staff’s provision of the list of programs, with past Councilmembers
sharing with the staff management team what they saw as important. Mr. Miller
advised that staff wanted to get it right and have the City Council make
budgetary decisions on outcomes. Mr. Miller noted that, unfortunately, those
were not present in years past due to last minute timing issues.
Acting Mayor Willmus noted his
struggles with various types of budgets; whether to simply cut every budget by
a certain percentage across the board versus a more beneficial or reflective
budget based on overall community needs and desires. However, Acting Mayor
Willmus noted the challenges he found in drawing a line between ranked programs
based on individual rankings without sufficient background on each service or
program.
Councilmember Laliberte suggested
that the adoption of a calendar so early in the budget process may create part
of that problem and cause the service level discussion to be lost, since as
soon as priorities were adopted, that opportunity for discussion was gone and
you moved on to the next check mark in the process. Councilmember Laliberte
suggested continuing discussions on the programs and services and how they
interact prior to adopting budget priorities to avoid that problem.
Councilmember McGehee opined that
the level of service was a good topic and one the City Council should have.
When she considered the total budget, Councilmember McGehee stated that the
level of service and programs offered appeared to be what residents wanted, or
what they believed they wanted. Councilmember McGehee opined that this should
be evident through periodic community services as residents offered their
opinions on those services and those they would consider reducing or
eliminating to reduce their financial impact. As the City worked toward its
own sustainability over the last few years and developed the CIP piece,
Councilmember McGehee noted the significant increase in taxes and fees, as well
as the added financial commitment with the fire station reconstruction and park
renewal program efforts. However, Councilmember McGehee noted that there
remained a significant increase yet to come to become fully sustainable.
Councilmember McGehee cautioned any further rationale that would artificially project
those infrastructure needs and amount needed to catch up, to avoid huge impacts
needed to correct that picture, such as those now being realized.
Councilmember McGehee noted that that continued sustainability and maintenance
of the City’s assets and infrastructure had yet to be fully addressed. From an
operational standpoint, Councilmember McGehee stated that service levels could
be reduced ending up in the final analysis as arbitrary and reduce taxes a little
bit for the operational portion of the budget. However, Councilmember McGehee
noted the need to keep the CIP portion on track and make sure it is added to
the budget base, including inflation. From her perspective, Councilmember
McGehee opined that the goal of a good budgeting process is to map out how and
when that point would be achieved.
From his perspective, Acting Mayor
Willmus opined that past actions needed to remain in the past, and this City
Council, here and now, needed to move forward; recognize how existing resources
are allocated and how they should be allocated going forward. Acting Mayor
Willmus stated that he was not intending to say certain areas needed to be
slashed or other areas of the budget bolstered; just that he needed to
understand how they were currently allocated before making major decisions
moving forward.
Acting Mayor Willmus offered an
opportunity for those Department representatives in attendance to provide their
input at this time. Those present included Parks & Recreation Director
Brokke, City Engineer Bloom, and Police Lt. Rosand.
Mr. Brokke responded that some
levels of service were easier to analyze than others (e.g. pathway maintenance
for snow and ice). Mr. Brokke noted that the current level of service often
didn’t meet the community’s expectations. However, he noted that only two (2)
pathway machines were available to maintain sidewalks, and to increase that
level of service from the current two (2) routes, it would require more
machines and more people; with the City currently providing a middle-of-the-road
level of service. With youth programming, Mr. Brokke noted it was difficult for
him to offer less than a high quality program; and from his perspective,
everything was ranked as a high priority, even though recognizing the need to
look at different levels of service.
Since Mayor Roe and City Manager
Malinen were missing from tonight’s discussion, Acting Mayor Willmus suggested
that it may be beneficial to hold over this discussion to the next meeting when
a full City Council and staff contingent were available to continue
discussions.
Councilmember McGehee opined that
it may be worthwhile to let Mr. Miller bring forward a budget based on these
rankings, while allowing further discussion when those real figures and preliminary
budget documents were available.
Councilmember Laliberte opined
that she was ready to move on from the priority rankings; and questioned
whether delaying the discussion would change those rankings at all, given the
detailed discussion held at last week’s meeting by the full contingent.
Councilmember Laliberte stated that she was at the point where she needed have
those contractually mandated, debt service items, and new and/or unavoidable
2014 costs compared to 2013 fully identified. Councilmember Laliberte noted
that those obligations would set the bar, at which point service levels could
be discussed further.
Councilmember Etten concurred with
Councilmember Laliberte’s comments.
MOTION
McGehee moved, Laliberte seconded,
authorizing Finance Director Miller to use the current priority ranking package
to move the process on to the next step for a preliminary budget.
At the request of Councilmember
Laliberte, Mr. Miller advised that he could take these general City Council
priorities to craft what a 2014 tax levy could look like, including utility
rates; with the caveat that there are other steps required in the next few
months with outcomes and specific programs needing addressed.
Councilmember Laliberte recognized
that, at any point as the process proceeds, something now being sent forth as a
priority may not be a priority in the end, and the City Council retained the
ability to change that.
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus;
Nays: None.
In the interest of making the next
few months productive, and addressing the informational needs of five (5)
individual Councilmembers, Mr. Miller noted that it may not be practical for
staff to address those needs unless the City Council could come to a consensus
of what those information packets should be. Mr. Miller suggested using the
June meetings to highlight some of those specific programs (e.g. police canine
program and vehicle replacement). Mr. Miller opined that the need was to be
selective of what was important.
Councilmember Laliberte suggested
a work table discussion versus individual requests.
Acting Mayor Willmus concurred
with Councilmember Laliberte in his preference to get around the table for more
discussion with Department Heads.
Councilmember Etten noted beyond
the basic preliminary budget, he needed the updated CIP report, bond costs
coming on line, and union contract or other contract costs with specific
amounts. Councilmember Etten opined that Mr. Miller could provide a list quite
expediently of those things coming on line as a starting framework, allowing
for discussion on whether there was any room to add priorities.
Councilmember Laliberte concurred
with Councilmember Etten completely.
Councilmember McGehee questioned
if the intent was for a preliminary pass, with the CIP and fixed items, then
bringing in priority rankings for discussion on whether to reduce or consider
eliminating some of them.
Councilmember Laliberte reiterated
Councilmember Etten’s statement intended to ask Mr. Miller and staff to start
with known items and provide that list; then at a future work session five
different viewpoints could be discussed and things added, reduced, increased or
eliminated, determining the level of service preferred from the ranking list of
programs: needs versus wants.
Mr. Miller duly noted this
request.
Recess
Acting Mayor Willmus recessed the meeting at
approximately 8:11 p.m. and reconvened at approximately 8:21 p.m.
13.
Business Items (Action Items)
a.
Approve Parks and Recreation Renewal Program Playground Vendor
Parks & Recreation Director
Lonnie Brokke and Parks Superintendent Jeff Evenson briefly summarized the RCA
dated April 22, 2013; noting that seven proposals had been evaluated by the
evaluation group based on the Best Value Business Model and guidance from the
City Attorney and Arizona State University throughout the process.
At the request of Councilmember
Laliberte regarding the balance of the evaluation team, Mr. Brokke advised that
the attempt was to select people knowledgeable of playground equipment from an
engineering or construction perspective.
Acting Mayor Willmus expressed
appreciation for staff including Attachment B in the packet; and expressed his
preference that it becomes a city-wide standard moving forward.
Councilmember McGehee concurred.
Councilmember Laliberte concurred;
opining that the Best Value Procurement process in itself gave her confidence;
along with the good amount of data provided and the scores readily available in
her decision-making.
Etten moved, McGehee seconded,
authorization of a Professional Services Agreement (Attachment A) with
Landscape Structures/Flagship Recreation for services as referenced in the
pre-award document to deliver the playground portion of the Parks and
Recreation Renewal Program, as outlined in the RCA, at a cost not to exceed
$1.6 million; to be funded from the Park and Recreation Renewal Program Budget;
authorizing the Mayor and City Manager to execute the documents; and pending final
review and approval by the City Attorney.
Roll
Call
Ayes: Laliberte; McGehee;
Etten; and Willmus;
Nays:
None.
b.
Approve Parks and Recreation Renewal Program Natural Resources
Planning and Design Consultant
Parks & Recreation Director
Lonnie Brokke and Parks Superintendent Jeff Evenson briefly summarized the RCA
dated April 22, 2013.
At the request of Councilmember
Laliberte, Mr. Brokke confirmed that the same representative from the
Commission served for both of these business item requests; and opined that the
receipt of only two (2) proposals submitted was probably due to the size of the
contract, since the pre-proposal meeting had been well attended by various
vendors. Mr. Brokke noted that there would be many opportunities for vendor
involvement once specific projects were defined.
At the request of Councilmember
McGehee, Mr. Brokke clarified the purpose of this consultant to develop a
system-wide natural resource management component, using the 2002 plan as a
guide, with the consultant helping to identify specific projects and develop
requests for proposals (RFP’s).
At the request of Councilmember
McGehee, Mr. Evenson provided examples of how this consultant would serve,
including developing plans and specifications, writing requirements for specific
projects and proposals for individual stand-alone projects using the guidelines
established in the management program and recommendations to-date. Mr. Evenson
noted the community’s high priority for national components or areas in each
park; with the consultant identifying types, sizes and locations for those
future improvements, some or all of which may not get funded through the $1.5
million set aside, but providing for prioritizing of those projects. Mr.
Evenson noted that Buckthorn eradication remained a high priority component of
the overall management plan.
At the request of Councilmember
Laliberte, Mr. Evenson responded that natural resource components would be
reviewed and considered system-wide, including their design and planning and
how they related to the Parks Renewal Program and existing parks, including the
SW area and any new acquisitions or plans and where to place and where to place
that focus.
From her perspective,
Councilmember Laliberte opined that consultants were valuable, and if this
company could identify new things beyond the current known elements, it would
be beneficial.
Councilmember Etten also noted the
limited staff resources available to produce a specific and finite list,
recognizing the components that had been out there for some time without any
action, including changes to existing parks as well as stand-along projects and
the many pieces requiring more focus. Having service on some of those
committees, as well as the Parks & Recreation Commission, Councilmember
Etten noted the need to focus and prioritize new ideas and existing needs, and include
a blend of what the City needed and the vision of the Master Planning process
for natural spaces. Councilmember Etten noted that staff was tapped out, and
were tapped out before the Master Planning process; and needed outside
assistance in accomplishing the vision of the community, using a consultant who
would work with staff and citizens in realizing their wishes, and resulting in
an RFP format. Councilmember Etten noted that this represented $46,200.00 out
of the $1.5 million budget.
Councilmember McGehee expressed
her support of this request; and her appreciation for Councilmember Etten’s
comments; opining that it provided good bang for the bucks with the natural
resources component.
Mr. Brokke noted that staff
continued to receive significant input from Roseville residents, which was
appreciated. Regarding the Buckthorn eradication issues, Mr. Brokke noted that
this had been and continued to be a major topic in the City for a number of
years and would continue to be an element of this effort. Mr. Brokke
recognized the work at the Langton Lake Park through Mr. Evenson’s efforts; and
significant impacts made to-date.
Etten moved, McGehee seconded,
authorization of a Professional Services Agreement (Attachment A) with Stantec,
Inc. for services as referenced in the pre-award document for delivery of the
natural resource project identification and design portion of the Parks and
Recreation Renewal Program, as outlined in the RCA, at a cost not to exceed
$46,200.00, to be funded from the Park and Recreation Renewal Program Budget; and
authorizing the Mayor and City Manager to execute the documents; pending final
review and approval by the City Attorney.
Roll
Call
Ayes: Laliberte; McGehee;
Etten; and Willmus;
Nays:
None.
c.
Reconsideration of Website Vendor Approval; Requested by
Councilmember McGehee
Councilmember McGehee noted that
she had voted in support at last week’s meeting for approval of a website
vendor; however, realized that she would now like to change that vote; and
would prefer to tie the website design into a larger discussion of software
currently used in-house by departments, and the need for those programs to talk
to each other; and also to provide a data structure for a search engine to be
able to use them effectively. Councilmember McGehee opined that it was
important to have a good underlying structure; and felt that a larger
discussion was needed to make her feel more confident.
Acting Mayor Willmus suggested
that a motion be made and seconded to bring that item back to the floor at a
future meeting for discussion on that point.
McGehee moved, Laliberte seconded, reconsideration of a website vendor as approved
at the April 13, 2013 regular meeting.
City Attorney Gaughan clarified
that the only action tonight, based on City Council rules would be
reconsideration of the motion; recommending that any subsequent action be taken
at a future meeting, especially since the full City Council had been present
last week when that action was taken, and allowing for proper notice of any
subsequent action.
Councilmember Etten questioned the
rationale in going back or how rescinding the approval would affect the
website, since the software used in-house by departments didn’t affect the
City’s website in any substantive way except for website vendors to use the
information brought to them. Councilmember Etten opined that whether there was
an internal disconnect or not was not sufficient reason to reconsider the
action.
Addressing his ongoing confusion
with the issue, Acting Mayor Willmus opined that his areas of concern were the
lack of the civic engagement component of the website redesign and referenced
an e-mail received earlier today from Megan Dushin, a Roseville resident and
member of the civic engagement task force, with questions and guidance for the
process. Councilmember Willmus advised that he would support a motion to
reconsider and table action for a full City Council contingent to clarify that
civic engagement component.
Councilmember Laliberte, in her
seconding of the motion, opined that it was good to have this discussion to
reconsider the item and table it for a full City Council discussion in an
effort to revisit and clarify options for the website, specifically the civic
engagement one. Councilmember Laliberte advised that this was her request at
the last meeting and continued to be.
Roll Call
Ayes: Laliberte; McGehee; and
Willmus;
Nays: Etten.
Motion carried.
Willmus moved, McGehee seconded,
TABLING further discussion to the May 13, 2013 regular City Council meeting.
City Attorney Gaughan reiterated
his recommendation that it would be proper and necessary for any subsequent
motion to reconsider the issue to occur tonight; noting City Policy public notice
requirements in place dictating tabling action to a subsequent meeting.
Roll
Call
Ayes: Laliberte; McGehee;
Etten; and Willmus;
Nays: None.
Councilmember Etten asked
Councilmembers Laliberte and McGehee to provide specific clarity to staff for a
revised RCA.
Acting Mayor Willmus stated that he
was not sure how the civic engagement component was included in the RFP.
Acting City Manager Miller asked
if staff had been copied with the e-mail from Ms. Dushin currently being
referenced; with Acting Mayor Willmus recalling that the e-mail had been directed
to City Manager Malinen and then copied to the City Council.
Councilmember Laliberte noted the
user experience component was missing from the previous action; and noted that
she had been and continued to look for a cleaned up RCA removing components
voted against by the group; clarification of website redesign and vendors
actually having submitted proposals, even though the rankings of the evaluation
group were apparently no long available; and what other programs could be added
later if the website redesign was done now and what capabilities were available
going forward from the one vendor without adding other/multiple vendors.
Acting Mayor Willmus thanked
Councilmember Etten for bringing the need for clarification forward.
Councilmember Etten opined that,
if further review was needed, it should be done completely.
14.
Business Items – Presentations/Discussions
a.
Consider Establishing a New Position within the Information Technology
Division
Acting City Manager Miller briefly
reviewed this request as detailed in the RCA dated April 22, 2013; noting that
it was intended for preliminary discussion only, and if so directed, would be
brought forward by staff for consideration and action in May of 2013.
Discussion included existing Joint
Powers Agreement (JPA) provisions that allowed for adjustments based on
inflation and proportionate costs for new positions as outlined in those JPA’s;
funding based on existing communication tower lease agreements that also
included inflationary clauses; concerns at this stage of the budget process in
making adjustments without a clear picture of the coming year; consideration of
these staffing needs in conjunction with other reorganizational efforts; the
consortium assisting with fixed costs for the City of Roseville, allowing for
enhancements in IT services available to the City of Roseville and not just
covering costs and mutually beneficial for all.
Mr. Miller noted that, without the
benefit of these partnerships, he was not sure if the City of Roseville could
justify eleven (11) IT employees, but with the network system in place, it
proved a win-win for all, and had continued to provide a great partnership
since inception in 1997, with no entity to-date having pulled out of the
consortium.
By consensus, Councilmembers were
supportive of further discussion and the general concept.
15.
City Manager Future Agenda Review
Acting City Manager Miller advised
that, beyond those items tabled or added to the May 13, 2013 agenda, and
budget-related items, he had no other highlights.
16.
Councilmember Initiated Items for Future Meetings
Councilmember McGehee referenced
her previous comments regarding a separate discussion for the whole system,
beyond the website
Acting Mayor Willmus suggested
that Councilmember McGehee provide staff with her materials prior to the May
13, 2013 meeting, at which time a discussion could take place on the preferences
of the Council majority.
With Councilmember McGehee’s
concurrence, Councilmember Laliberte suggested that at the May 13th
meeting, the issues could be separated and a portion added to a future agenda.
17.
Adjourn
Etten moved, McGehee seconded,
adjournment of the meeting at approximately 9:10 pm.
Roll Call
Ayes: Laliberte; McGehee;
Etten; and Willmus;
Nays: None.