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City Council

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


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.



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


69645 – 69724





                                                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:






Budget / CIP


Newman Traffic Signs

Blanket P.O. for street sign materials



Parks & Rec

Upper Cut Tree


Diseased and hazardous tree removal (does not include EAB diseased trees)




                                      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. (

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.



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.


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.