City Council

City Council Meeting Minutes

October 28, 2013

1. Roll Call

Mayor Roe reconvened called to order and convened the Roseville City Council regular meeting at approximately 6:00 p.m.  Voting and Seating Order: Willmus; Laliberte; Etten; McGehee; and Roe. Interim City Manager Patrick Trudgeon and City Attorney Mark Gaughan were also present.

Closed Executive Session

Consider Property Acquisition of: 2959 Hamline Avenue; 2169 St. Stephens Street; and 2168 St. Croix Street; Mayor Roe referenced State Statutes, Section 13d.05 permitting City Council meetings to be closed in order to discuss certain matters relating to prospective land purchases or sales; and advised that the City was considering potential acquisition of properties located at the above-referenced locations.

Laliberte moved, McGehee seconded, adjourning to Closed Executive Session to consider property acquisitions at approximately 6:00 p.m.

                        Roll Call

Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

Nays: None.

Mayor Roe convened the City Council in Closed Executive Session at approximately 6:05 p.m.  Also present were: Interim City Manager Patrick Trudgeon, Parks & Recreation Director Lonnie Brokke, and City Attorney Mark Gaughan.

Etten moved, Willmus seconded, adjourning the Closed Executive Session to convene in Open Session at approximately 6:30 p.m.

                        Roll Call

Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

Nays: None.

2.         Approve Agenda

Councilmember Willmus requested removal of Consent Agenda Item 7.d entitled, "Consider Establishing Position within Information Technology Division."

Councilmember Laliberte requested removal of Consent Agenda Item 7.h entitled, "Set Public Hearing to Consider Transfer of Off-Sale Liquor License to Minnesota Fine Wines & Spirits, LLC (Total Wine & More)."

Etten moved, Laliberte seconded, approval of the agenda as amended

                                                Roll Call

               Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

               Nays: None.

3.         Public Comment

Mayor Roe called for public comment by members of the audience on any non-agenda items.  No one appeared to speak.

4.         Council Communications, Reports and Announcements

Mayor Roe announced upcoming flu shots and flu mist options available at City Hall on October 30, 2013, from 5:30 - 7:00 pm and their respective costs, as well as blood pressure, hearing and eye tests for those aged 3 years and over.  Mayor Roe noted that photo identification was required for participants or their accompanying parent or guardian; as applicable, with most health insurances accepted if the card was presented; but that no credit cards would be accepted.

With the advent of the new Recycling Contract beginning in 2014 and the new single-sort approach, Mayor Roe offered residents an opportunity to choose the new cart size from three different options, which would be delivered between February 3 and 14, 2014; with the contractor (Eureka Recycling) needing to confirm sizes to order by November 15, 2013.  Mayor Roe noted that residents would receive a post card in the mail; and could return that post card, or contact Eureka at 651/222-7678, or reference the City Website at CityofRoseville.com/pick your cart.

With several Councilmembers advising of their difficulties with the website option, Interim City Manager Trudgeon advised that corrections were in progress; and reiterated the other options available for residents if they had difficulties.

Councilmember McGehee suggested that sample carts should also be available at City Hall for a better visual representation of their three options.

Mayor Roe announced the upcoming fundraiser for Hit and Run victim Sgt. Travis Torgerson, scheduled for November 3, 2013 from 12:30 - 4:00 p.m. at Calvary Baptist Church on 2120 Lexington Avenue in Roseville.  The fundraiser to help with medical expenses will include a lunch buffet, and silent and live auctions; with donations also accepted at local TCF banks in his name. Suggested donation $5 651/233-7461 -

Mayor Roe announced the upcoming annual Roseville Area Schools Walk/Run in support of the Roseville Area Youth Scholarship Fund, scheduled to begin at 9:00 a.m. at the Emmett D. Williams Elementary School and Roseville Area High School on November 9, 2013.  Additional information is available, along with registration information, available online at isd623.org or by phone at 651/604-3511.

Mayor Roe announced upcoming Roseville Community Education sponsored discussion "Creating Community for a Lifetime;" scheduled on November 16, 2013 at 10:30 a.m. at the Roseville Branch of the Ramsey County Library.  While the event is free, Mayor Roe noted that R.S.V.P.s were necessary to ensure adequate space; with additional information available by calling 651/604-3535 (Library) and R.S.V.P.'s directed to 651/967-2704; with additional information also available on the Community Education website.

Councilmember Laliberte reminded residents that School Board elections and referendum decisions were scheduled for Tuesday, November 5, 2013; and encouraged residents to vote, with similar encouragement by Mayor Roe.

5.         Recognitions, Donations, Communications

a.                  Proclaim November Native American Heritage Month

Mayor Roe read a proclamation declaring the month of November 2013 as Native American Heritage Month in the City of Roseville; urging all citizens to join in appreciation for our rich and diverse community.

Willmus moved Etten seconded, proclaiming the month of November 2013 as Native American Heritage Month in the City of Roseville.

                                    Roll Call

Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

Nays: None.

6.         Approve Minutes

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.

a.                        Approve Minutes of October 21, 2013 Meeting

McGehee moved, Etten seconded, approval of the October 21, 2013 Meeting Minutes as presented.

Roll Call

Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

Nays: None.

7.         Approve Consent Agenda

With no additional changes to the Consent Agenda other than those already noted; at the request of Mayor Roe, Interim City Manager Patrick Trudgeon briefly reviewed those items being considered under the Consent Agenda.

a.                  Approve Payments

McGehee moved, Etten seconded, approval of the following claims and payments as presented.  

Roll Call

Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

Nays: None.

b.                  Approve Business & Other Licenses & Permits

            McGehee moved, Etten seconded, approval of business license applications for the period of one (1) year, for the following applicants:

Roll Call

Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

Nays: None.

c.                   Approve General Purchases and Sale of Surplus Items In Excess of $5,000

            McGehee moved, Etten seconded, approval of the submitted list of general purchases and contracts for services presented as follows:

Councilmember Laliberte sough clarification on whether or not chairs and/or tables remaining in good shape would be retained, even though this was a CIP purchase.

Parks & Recreation Director Lonnie Brokke advised that the chairs and tables being replaced were the originals from 1993; and a number had been replaced/repaired over the years, but that those types of replacement cushions and backs were no longer available.  Mr. Brokke advised that at least 99% of the tables were chipped and also in need of replacement.  However, Mr. Brokke advised that the intent was to sell or auction off those items being replaced.

Roll Call

            Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

            Nays: None.

McGehee moved, Etten seconded, approval of the trade-in/sale of surplus equipment as follows:

Roll Call

            Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

            Nays: None.

e.                   Consider Gift of Property on Lake Street for Storm Water

McGehee moved, Etten seconded, adoption of Resolution No. 11101 (Attachment A) entitled, "A Resolution Accepting a Gift of Real Property located in Roseville, MN;" accepting the property at Lot 19, Block 2, Garcelon's Addition to St. Paul from the Miley Estate.

Roll Call        

            Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

            Nays: None.

On behalf of the community and the City Council, Councilmember Willmus offered thanks to the Miley Family Estate for this donation.

f.                   Consider Adopting a Resolution Authorizing an Application for a Tax Base Revitalization Account Grant for 2785 Fairview Avenue

McGehee moved, Etten seconded, adoption of Resolution No.  11102 (Attachment A) entitled, "Authorizing Application for the Tax Base Revitalization Account;" in order to apply for environmental clean-up funds through the Metropolitan Council's Tax Base Revitalization Account for 2785 Fairview Avenue.

Roll Call

            Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

            Nays: None.

g.                  Set Public Hearing to Consider Approving 2014 Liquor License Renewals

McGehee moved, Etten seconded, scheduling a Public Hearing for November 18, 2013; to consider approving/denying the renewal of requested liquor licenses for calendar year 2014, as detailed in Attachment A to the RCA dated October 28, 2013.

Roll Call

            Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

            Nays: None.

Mayor Roe requested staff to include a history of any violations with packet materials for that upcoming action item.

Regarding liquor license renewals, Councilmember Laliberte questioned license requirements for tap rooms and distilleries at the same location, noting the interest expressed by Pour Decisions in opening a distillery.

Mr. Miller advised that he would provide more detailed information in the near future; however, he noted that no local distillery license was required, only permits form the State of MN.

8.      Consider Items Removed from Consent

d.                  Consider Establishing Position within Information Technology Division

At the request of Mayor Roe, Interim City Manager Trudgeon briefly summarized this request, as detailed in the RCA dated October 28, 2013.  Mr. Trudgeon clarified that this position was funded in 2013 for all participating member cities of the consortium, including Roseville, as well as in their 2014 budgets.  Mr. Trudgeon advised that this first position, as requested tonight, would be for a Desktop Support position, with costs incorporated in the 2014 budget; with another position yet anticipated in 2014 as well.

Mr. Trudgeon advised that Finance Director Chris Miller, who directly supervises the City's IT Division, was available to answer questions.

From his perspective, Councilmember Willmus noted that the City Council was being asked to look at a number of positions that would significantly impact future budgets; and he was struggling with that number and the subsequent compensation needs and adjustments they would require.  Councilmember Willmus opined that he would like a better understanding of the total dollars for all of those various positions; as he would then need to determine if it was best to create new positions or look at compensation adjustments for existing staff.

For clarification purpose, Councilmember Etten asked if the position had already been included in the 2013 Budget cycle, and therefore would not be new in the 2014 budget.

Mr. Miller responded affirmatively, noting that the position had been new in the 2013 budget for all cities, and included in their respective budgets, and would not be new in the 2014 budget.

Councilmember Etten sought further clarification that, while budgeted in 2013, the position would not be hired until the end of 2013, leaving additional money available and not used in 2013.

Mr. Miller concurred, but clarified that all of the $12,000 allotment would not be available with the delay in hiring the position, but most would not be used in 2013.

At the request of Councilmember Etten, Mr. Miller noted that a more expensive, higher-level management position was anticipated in 2014, with the City of Roseville's share estimated at $15,000 to $16,000.

At the request of Mayor Roe, Mr. Miller noted that funds not expended in 2013 due to the timing of this hire, would remain in the IT Fund to be used for supplies, equipment and other needs.

McGehee moved, Roe seconded, approval of the establishment of a new Computer Support Specialist position in the Information Technology division, as previously budgeted.

While not being on the City Council when this position was approved last year, Councilmember Laliberte recognized that the position was already included in the IT budget.  However, Councilmember Laliberte stated that her struggle was with the piecemeal approval requests while the City Council continued to finalize the 2014 budget, including the Volunteer Coordinator position as an example.  Councilmember Laliberte opined that until the budget was finalized, she found making these decisions along the way, yet still affecting that final budget, was difficult.

Councilmember McGehee, repeating her comments from previous meetings, opined that the City remained understaffed; and noted that the City of Roseville's portion of the cost for this position was minimal in terms of what it would really cost if not part of the Metro I-NET consortium.  Councilmember McGehee further opined that the City faced serious issues related to maintenance and other budget considerations, but no one seemed to question those issues; and expressed her surprise that there were Councilmember questions about this position, given the recent staff report on the significant savings with the City participating in the Metro I-NET consortium.  Councilmember McGehee noted that the other twenty-nine cities participating in the consortium had gone to their respective City Council's for approval of this position, which was currently budgeted at $12,000; and questioned why there was any quibbling at this point.

Councilmember Etten advised that he had intended to hold off in supporting this position, until he had confirmed that it was already included in the 2013 budget, therefore providing no source of help in resolving 2014 budget issues.  Since the City was part of the consortium, Councilmember Etten opined that the City had a responsibility to move that position forward accordingly.

Mayor Roe suggested that it was appropriate for the City Council to keep these things in mind as it analyzed the City of Roseville's IT staff and previous discussions with staff, in use of those positions and monitoring it on a local level and generally as well.  Mayor Roe expressed his appreciation for staff's ongoing monitoring of that situation, which may be helpful in future decision-making.

Going forward, Councilmember Willmus expressed his hope that the City of Roseville would consider bringing the consortium into more of a leadership role and retaining employees in-house in those partner cities as their own employees.

Roll Call

Ayes: Laliberte; Etten; McGehee; and Roe. 

Nays: Willmus.

Motion carried.

h.      Set Public Hearing to Consider Transfer of Off-Sale Liquor License to

Minnesota Fine Wines & Spirits, LLC (Total Wine & More)

At the request of Mayor Roe, Interim City Manager Trudgeon briefly summarized this request, as detailed in the RCA dated October 28, 2013. 

Councilmember Laliberte noted the number of e-mails she had personally received when Cost Plus World Market was seeking restoration of their liquor license in Roseville when they re-opened; and suggested that, in the near future or as part of this item, the City Council may wish to reconsider the issue of how many liquor licenses it should have available.

Councilmember Willmus offered to provide a copy of background materials to staff for forwarding to City Councilmembers regarding those discussions held last year, as well as past discussions, on whether or not to make additional licenses available.  Councilmember Willmus noted that, while a conscientious decision had been made in the past regarding rationale in limiting those licenses to ten, and staff's recommendation to increase the number, there was little detail in meeting minutes or reports from that time to provide additional insight.  Councilmember Willmus did note that Cost Plus World Market had attempted to sway the City Council to increase the number of licenses available, as well as attempting to acquire another firm's liquor license, during their recent re-opening in Roseville, both to no avail.

While admitting that it had been sometime since she'd received feedback, Councilmember Laliberte noted the apparent interest of residents in having that discussion.

Mayor Roe suggested it was appropriate to bring it up at a future date for Council reconsideration, perhaps at the November 25, 2013.  However, Mayor Roe opined that it was not applicable during the consideration of this liquor license transfer.

Councilmember McGehee noted that this firm had been successful in acquiring the liquor license from another party, in the same strip mall as Cost Plus World Market; while Cost Plus had not been successful in obtaining the license in past attempts, despite their attempts, from this same party.

Roll Call

Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

Nays: None.

e.                   General Ordinances for Adoption

f.                   Presentations

g.                  Public Hearings

h.                  Budget Items

i.                    Business Items (Action Items)

a.                  Consider Abatement of Unresolved Violations at 2560 Fry Street

Permit Coordinator Don Munson reviewed violations at this vacant, commercial property, currently owned by Morrissey Development Company, located at 2560 Fry Street.  Mr. Munson provided an update, including pictures, of current violations, including unlicensed/inoperable vehicles (violation of City Code, Section 407.02.O); and tree stumps and logs in the parking lot (violation of City Code, Section 407.02.D).  Mr. Munson estimated that total abatement cost for removal of tree stumps and logs, and impounding one pick-up truck and two trailers would be approximately $1,200.00.

Mr. Munson advised that a number of notices had been provided to the owner, with no response.  On a similar note, Mr. Munson advised that staff had previously boarded several broken windows on the property.  After the logs and vehicles had been removed, Mr. Munson advised that the City would see that grass was mowed, with billing of the owner as well.

Councilmember Laliberte thanked staff for being responsive to issues on this site.

Etten moved, McGehee seconded, authorization to the Community Development staff to abate the public nuisance violations at 2560 Fry Street by hiring general contractors to remove tree stumps and logs in the parking lot and to unlicensed/inoperable vehicles (one pick-up truck and two trailers); at a total cost estimated at $1,200.00.

Roll Call

Ayes: Willmus; Laliberte; Etten; McGehee; and Roe. 

Nays: None.

Mayor Roe also thanked staff for their follow-through with these nuisance issues throughout the community.

14.           Business Items - Presentations/Discussions

a.                  Asset Management Update

This item was removed from tonight's due to technical difficulties in making the presentation electronically.

b.                  Volunteer Coordinator Discussion

Interim City Manager Patrick Trudgeon provided a review of this position, as detailed in the RCA dated October 28, 2013.  Mr. Trudgeon noted that his research with other communities had proven interesting to review how they leveraged existing help in the community and lessons the City of Roseville could develop for a working model.  Mr. Trudgeon reported that he found the City of Plymouth's experiences and operating model of particular interest.

Specific to the City of Roseville, Mr. Trudgeon provided his recommendations in locating the Volunteer Coordinator position in the Administration Department to send a clear message that it was available to serve all departments, and also to link the position as a response to community engagement efforts.  While not yet having fully calculated exact costs for the position, Mr. Trudgeon advised that a full-time position would probably range in the $60,000 to $80,000 range, in addition to $5,000 annually for supplies and equipment related to the position.

However, Mr. Trudgeon recognized that the biggest challenge in implementing the position would be short-term funding and long-term sustainable funding.  Mr. Trudgeon provided several options for consideration and to initiate discussions, as detailed in the RCA.

At the request of Councilmember Willmus, Mr. Trudgeon advised that the City of Plymouth had not provided in-kind contribution information, nor did he currently have any projections available for a FTE equivalent for Roseville. 

Regarding housing this position within Administration, while he had originally supported this, Councilmember Willmus opined that given the vast experience of the Parks & Recreation Department and Police Reserves on an annual basis, he now found himself leaning toward at least initiating the program under the guidance of those departments due to their previous work with volunteers.  Councilmember Willmus questioned if the Administration Department would be able to provide that same knowledge base.

Mayor Roe noted the extensive number of volunteers and groups who have provided their services for many years in Roseville; and clarified that creating this Coordinator position was not about creating volunteers.

Parks & Recreation Director Brokke expressed the City's appreciation for its volunteers, noting that the City couldn't do what it did without them, estimating that approximately 2,600 volunteers had been identified annually, providing an estimated 27,000 hours in the parks, recreation programs, coaches, adopt-a-park program, and special events.  Of that number, Mr. Brokke noted that some were one-time volunteers, and some volunteered in multiple areas.  Mr. Brokke further noted that currently approximately 80% to 90% of the City's park system was adopted out to various groups and/or individuals in neighborhoods throughout the City; further adding to those services and numbers.

Mr. Trudgeon noted that, while there was a great need in the Parks & Recreation Department, and flexibility was available with where to locate the position; he recommended locating the position in the Administration Department to provide the accurate perception that it is a visible, city-wide service, and not affiliated with any one department.  While supporting getting something initiated based on the huge demand for management of Parks & Recreation volunteers, Mr. Trudgeon asked that the position could morph into a city-wide transition over time, but it was important now to get someone on board to manage the city's volunteer workforce.

In her review of the information provided from the City of Plymouth, Councilmember McGehee observed the various and interesting areas for volunteers (e.g. translation opportunities within the Police Department, and Environmental Research).  Councilmember McGehee expressed her awareness of the number of older residents in the community interested in volunteering and performing clerical work at City Hall.  While recognizing the established format already available in the Parks & Recreation Department, Councilmember McGehee supported the civic engagement aspect, and therefore supported establishing the position in the Administration Department, even though the bulk of the position may be specifically related to the Parks & Recreation Department needs initially.  Councilmember McGehee noted the need to avoid pigeon-holing the position to one department, when volunteers could also be used for their expertise in grant writing and facilities meetings, as just two examples.

Councilmember Laliberte thanked Mr. Trudgeon for the detailed description in the RCA and for his research.  While the City was already tracking volunteers for various departments, Councilmember Laliberte noted that the position could serve as an organizational gateway for a person coming into the City and becoming involved, which may currently be an aspect that is lacking.  Councilmember Laliberte opined that she wasn't comfortable with the use of reserves to fund the position, initially or subsequently; and opined that with changes with the new Communications Manager position alleviating communication functions in other departments, some of the funds allocated for that portion of current positions could be available for the Volunteer Coordinator position.   Councilmember Laliberte suggested determining whether there was current staff who could perform the Volunteer Coordinator function or a change of functions among current staff, as part of the overall reorganization of the City.

Councilmember Etten expressed his appreciation of Mr. Trudgeon's research on this.  When reviewing areas that a Volunteer Coordinator could assist with, Councilmember Etten noted an example would be the upcoming Buckthorn Removal Program in Reservoir Woods scheduled for this weekend; noting that currently Parks & Recreation management staff performed the coordination of efforts such as them, and suggested their time and expertise could be more efficiently and effectively spent on other duties.  Councilmember Etten suggested other areas needing coordination including the adopt-a-park program and expectations/supervision of such groups; as well as heavier maintenance versus those necessary for staff to perform, freeing staff to perform other needed services in a particular neighborhood, with the overall goal to maximize and leverage new people throughout the City, and move the City forward.

At the request of Mayor Roe, Mr. Trudgeon responded that he was unaware of any communities, other than perhaps in smaller communities, who had a "volunteer" Volunteer Coordinator position.

Mayor Roe spoke in support of freeing staff to utilize their expertise more productively and efficiently.

At the request of Councilmember Etten, Mr. Brokke noted that volunteer efforts were an everyday process, with some necessary, while others (e.g. natural resource efforts) were periodic and dependent at times on the interest of the community.  However, Mr. Brokke noted that all of the efforts currently required some staff time, some substantial and others minimal, but noted that this position would certainly reduce staff time.

At the request of Mayor Roe, Mr. Brokke advised that staff was very supportive of the proposed Volunteer Coordinator position.

Mayor Roe opined that he was intrigued by how this position fit with the City's communications efforts and how the Administration Department served other departments, and providing a better connection to those communication efforts.

Mr. Brokke noted that the Parks & Recreation Department had a volunteer coordinator in the past, and had found it successful for a short time, as performed when the Nature Center was opened in 1990, with that facility still primarily operating under volunteers, even with the volunteer coordinator position turning over regularly.

Mayor Roe noted that this may be a strong recommendation for a staff position to provide more consistency, whether volunteers were sought for a specific project or specific interest or for general interests as they evolved.

Mr. Brokke noted that volunteers wanted some guidance from staff, and to be able to follow City procedures or policies as applicable.

Mayor Roe noted that this further supported a Volunteer Coordinator on staff.

Councilmember Willmus expressed support for a Volunteer Coordinator to provide logistical support of various programs and services; and with substantial and well-documented data, a return on the investment for a position could be tracked.  Councilmember Willmus opined that he wanted to work through the details and make this position happen in 2014; however, he reiterated his struggle with budget items, and how they tied together.  While supporting this direction as the best way to pursue goals, Councilmember Willmus expressed his hope that it could be attained by working together.

Councilmember McGehee echoed the collective comments; opining that she saw this as an important function and part of the branding and civic engagement efforts for the City, and also the potential to provide a lot of rewards to the City, not all in financial terms, but in general community pride and good will that it could engender.  From her personal volunteer experience, Councilmember McGehee noted the need to staff this "sales" position with the right person, with the right skill set and personality, to address opportunities throughout the community and to become an integral part of staff, serving as a service person for all departments within the City, with each project incorporated into the larger picture.  Concurring with Councilmember Laliberte, Councilmember McGehee opined that the communication functions now in individual departments should free up time of current staff to provide some additional allotment to this position.

Councilmember Laliberte suggested a pilot program for the first six months, while the Communications staff was reorganized, whether finding someone internally for a half-time position or from the reorganized communication staff, to enhance volunteer tracking and data.  Councilmember Laliberte opined that this could provide information on how best to proceed and how a position could work in Roseville.  Councilmember Laliberte opined that the position was a great idea, but how to do it and fund it needed further determination, initially how to best handle and organize the City's current volunteer force.  Councilmember Laliberte suggested that a show of good faith from departments would be, if all departments supported the position and truly believed in it, they should provide money to fund it through cuts in their current budgets and tax levy to support it.

Regarding funding, Councilmember Etten questioned if the position could be funded in total or in part through the Communications Fund, if its goal was to support community engagement and multiple formats for involving the community.  Councilmember Etten expressed some concern with Councilmember Laliberte's comment to perform the work in-house with a current position.  While agreeing that more evaluation was needed to determine how the position would best work, Councilmember Etten noted the need to respect and recognize staff's current work load, and start down the path for a new position and staff person.  Councilmember Etten noted that there may be someone currently on staff who was interested in the position, but questioned if it should be considered part of their current or realigned workload.

Councilmember Laliberte suggested an Intern with the specific purpose of putting together a structure or plan how to implement this position; but reiterated her concern that the position not be fully funded until additional data was available.

At the suggestion of Mayor Roe, Mr. Trudgeon agreed that additional internal discussions among staff were indicated; based on his observations of tonight's discussion.  Mr. Trudgeon admitted that he found the prospect intriguing for initiating the position through a pilot program, to provide a measurement of needs and more detailed understanding of an overall volunteer coordination effort.  Mr. Trudgeon expressed his concern in taking a current staff person, unless a current part-time position was increased with additional hours, opining that he would need to have further discussion with staff regarding such an option.  In addressing the potential for using funds from the Communications Fund, Mr. Trudgeon noted that this was as close as he came to funding through use of an Enterprise Fund, advising that use of those funds would be limited to specific areas and provide a finite source with limited opportunities.

Mr. Trudgeon noted that the Intern position was also intriguing to him, and offered to perform additional study to determine a framework for such an option; perhaps using the Parks & Recreation Department as a pilot program to determine additional information. 

Mr. Trudgeon advised that he would report back to the City with his recommended next steps to ease into the position; and a determination of actual needs and potential funding sources.  Mr. Trudgeon admitted that not all departments were initially convinced of how much they could or would use volunteers, but noted staff's willingness to keep an open mind.  Mr. Trudgeon noted those departments who had obvious needs (e.g. Parks & Recreation) while others that would be limited (e.g. Finance Department due to data privacy issues and concerns).  Mr. Trudgeon used the City of Plymouth as an example where their Public Works Department utilized someone skilled in AUTO-CAD applications to help them keep their files updated on a more technical basis.  While volunteer use would vary between and among departments, Mr. Trudgeon noted that most all could use additional help in managing their documents and filings.  If dollars were taken out of department budgets to fund a Volunteer Coordinator position, Mr. Trudgeon noted that this would certainly get the message across and maximize thought processes and resources.  Mr. Trudgeon recognized that the City's Parks & Recreation Department was light years beyond other departments in using volunteers; however, he also recognized that evolution of this volunteer workforce was an educational process, and in order to be successful, needed to be utilized by all departments, thus his recommendation that it be an administration function.

Mayor Roe asked that Mr. Trudgeon take tonight's feedback and bring it back for additional discussion in November if possible; with ideas of what aspects and options were or were not feasible, and staff's response to tonight's feedback, as well as budget impacts and staff ideas for use of volunteers.

Mr. Trudgeon concurred with that directive; opining that he was hearing a strong desire by the City Council to use volunteers across departments, with staff directed to make recommendations on how best to move forward and leverage that position; and to report back on how best to get that action in place to move forward.

Councilmember McGehee questioned the validity of a Pilot Program, someone currently on staff for a six-month trial, or Intern versus simply taking action to establish the position and get it implemented.  Councilmember McGehee opined that if it was going to be done, it should be done, with evaluation of the position and whether or not it proves worthwhile being determined at that time; not just as a potential without continuity and initial drive required for recruitment, training and retention. 

Mayor Roe suggested that, if a Pilot Program or Intern option was taken, then at the end of six months, the City Council needed to be committed to put a position into effect based on those determinations and data, along with their budget commitment.

Mr. Trudgeon clarified staff's direction, with Councilmember consensus, that a Pilot Program was not to decide if the City should pursue a Volunteer Coordinator/Management position, but that the City Council was committed to the position, but needed additional information on how best to proceed and successful models that would work.  Reiterating his directive, Mr. Trudgeon, with Council consensus, noted that the City Council wanted to proceed, but was not sure how best to approach it.

Councilmember Etten opined that, his concern with an intern, was that the person would need to be actively managed, and questioned if that would take away any benefit of staff savings; or how that would help the City.  Also, based on comments of Councilmember McGehee, Councilmember Etten questioned how a short-term Intern would develop a relationship with volunteers, and provide someone they could know, trust and with whom they could have a positive relationship.  Councilmember Etten questioned if this wouldn't tie up more staff resources than savings realized with an Intern versus hiring a professional staff person.

Whether or not managing an Intern or a permanent staff position, Councilmember Laliberte opined that there would be some management required with either; and argued that an Intern pulling together the initial framework to move forward, using Parks for the Pilot Program would make sense and be a good direction to try.

15.              City Manager Future Agenda Review

Interim City Manager Trudgeon provided a brief review of upcoming agendas.

16.              Councilmember Initiated Items for Future Meetings

Councilmember Willmus referenced recent discussions at the Public Works, Environment, and Transportation Commission (PWETC) meeting and public comment related to the County Road B pathway and possible funding available through Minnesota State Aid (MSA) funds.  Councilmember Willmus sought an update from staff at a November meeting as to whether that was possible, and if so, whether the City Council should provide direction to the PWETC on how best to proceed and available funding sources.

Discussion ensued regarding MSA funding and turnback status of County Road B from Ramsey County; as well as speed studies.

Councilmembers discussed a potentially earlier start for the Closed Executive Session scheduled for November 18, 2013; possibly at 5:30 p.m.

Councilmembers clarified that, while public comment will be accepted on November 18, the organized collection discussion was intended to only consist of a presentation on the most recent legislation; and request from the PWETC for the City Council's response to their recommendation, made some time ago and deferred to-date.

17.              Adjourn

McGehee moved, Etten seconded, adjournment of the meeting at approximately 8:08 p.m.

                                                Roll Call

Ayes: Willmus; Laliberte; Etten; McGehee; and Roe.

            Nays: None.