City Council

City Council Meeting Minutes

January 13, 2014

 

1.         Roll Call

Mayor Roe called to order the Roseville City Council regular meeting at approximately 6:00 p.m. and welcomed everyone. Voting and Seating Order: Willmus; Laliberte; Roe; and McGehee.  City Attorney Mark Gaughan was also present.  Mayor Roe noted that Councilmember Etten had previously advised that he would be unable to attend tonight's meeting due to a work-related commitment.

 

2.         Approve Agenda

As a member of the prevailing side of the vote at the previous meeting regarding opening up applications for the current Councilmember seat on the Housing & Redevelopment Authority (HRA) to the public, Mayor Roe advised that he would be making a motion to reconsider that action and subsequent vote to retain that one seat to be filled by appointment from the City Council.

 

Roe moved, Willmus seconded, to reconsider the previous vote to open the HRA seat to the public.

                       

                                    Roll Call

            Ayes: Willmus; Laliberte; McGehee; and Roe.

            Nays: None.

 

Mayor Roe, with Council consensus, moved this item to Business/Action Items, 13.c. entitled, "Reconsider HRA Appointment of Councilmember."

 

Councilmember McGehee requested removal for a question or comment of Consent Item 7.e entitled, "Adopt a Resolution to Accept the Work Completed and Authorize Final Payment on the Fairview Pathway Project (a/k/a Northeast Suburban Campus Connector Bike/Pedestrian Project."

Councilmember Laliberte requested removal for a question or comment of Consent Items 7.c and 7.f respectively entitled, "Approve General Purchases and Sale of Surplus Items in Excess of $5,000;" and Request by Meritex Enterprises, Inc., Owner of the Industrial Property at 2280 Walnut Street, for Approval of a Final Plat of the Existing Outlot in Preparation for Development."

 

An unidentified member of the public also had a question on Consent Item 7.c and requested its removal for that question to be heard.

 

McGehee moved, Willmus seconded approval of the agenda as amended.

 

                                                Roll Call

               Ayes: Willmus; Laliberte; 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, Announcements and Housing and Redevelopment Authority (HRA) Report

           

a.            Receive Report of Interim City Manager Performance Evaluation

Mayor Roe provided a summary of the City Council's conclusions regarding the evaluation of Interim City Manager Trudgeon.  Mayor Roe noted the difficult task Mr. Trudgeon had stepped into with the situation and timing, as well as him not having served as a City Manager previously.  Mayor Roe advised that the City Council had felt that overall Mr. Trudgeon responded well to City Council requirements, along with staff and public interests; while identifying some areas for improvement given those circumstances.  Mayor Roe expressed his and the City Council's appreciation of the job performed by Mr. Trudgeon in that role.

 

5.         Recognitions, Donations and Communications

Mayor Roe announced an upcoming event that may be of interest to Roseville residents, with additional information available at City Hall by phone, in person or on the website; specifically an upcoming Human Rights Commission-sponsored community conversation on immigrant experiences in Roseville.

 

Councilmember Laliberte announced an upcoming Open House sponsored by Metro transit related to future rapid transit bus options from Rosedale to the Hiawatha/46^th Street Station in Minneapolis.  Specific to her role as Roseville City Council Liaison to this Rapid Transit group, Councilmember Roe noted that several meetings of four originally scheduled had been cancelled or rescheduled, making the proposed February meeting only the third of four meetings held to-date.

 

a.            Proclaim Martin Luther King Jr. Day

Mayor Roe read a proclamation declaring January 20, 2014 to be Martin Luther King Jr. Day in the City of Roseville, urging all citizens to join together to recognize, praise and honor the efforts of Rev. Dr. Martin Luther King, Jr.

 

Willmus moved, McGehee seconded, proclaiming January 20, 2014 to be Martin Luther King Jr. Day in the City of Roseville,

 

Roll Call

Ayes: Willmus; Laliberte; McGehee; and Roe.

Nays: None.

 

6.         Approve Minutes

 

7.            Approve Consent Agenda

There were no additional changes to the Consent Agenda than those previously 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

Councilmember Laliberte noted the number of T-Mobile cell phones used by the City, and given the number of changes to their services and contracts, asked that staff review that use and whether they provided the best option for the City to continue with.

 

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

 

ACH Payments	$51,191.31
72520 / 72565	63,618.36
Total	$114,809.67

 

                                    Roll Call

            Ayes: Willmus; Laliberte; McGehee; and Roe.

            Nays: None.

 

b.            Approve Business Licenses & Other Licenses & Permits

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

Applicant/Location	Type of License
Highland Sanitation & Recycling, Inc. P. O. Box 10; Vermillion, MN	Solid Waste Hauler
Highland Sanitation & Recycling, Inc.	Recycling Hauler
Kelly Montague; Massage Xcape 1767 Lexington Avenue	Massage Therapist
Rod Petroleum, Inc., d/b/a Roseville Winner 2163 Snelling Avenue	Cigarette / Tobacco Products
Rod Petroleum, Inc., d/b/a Roseville Winner	Gasoline Station

                        

                                    Roll Call

            Ayes: Willmus; Laliberte; McGehee; and Roe.

            Nays: None.

 

d.            Adopt a Resolution to Accept the Work Completed, Authorize Final Payment and Comments the One-Year Warranty Period on the Twin Lakes Infrastructure Improvements - Walmart Project

McGehee moved, Willmus seconded, adoption of Resolution No. 11123 (Attachment A) entitled, "Final Contract Acceptance-Twin Lakes Infrastructure Improvements-Walmart Project;" authorizing final payment and initiating the one-year warranty period.

                       

                        Roll Call

Ayes: Willmus; Laliberte; McGehee; and Roe.

Nays: None.

 

            g.   Approve Roseville Firefighter's Relief Association to Conduct Actuarial Valuation

McGehee moved, Willmus seconded, approval of the Roseville Firefighter's Relief Association conducting an actuarial valuation for the years 2015 and 2016 as required by State Statute.

 

                        Roll Call

Ayes: Willmus; Laliberte; McGehee; and Roe.

Nays: None.

 

8.            Consider Items Removed from Consent

 

C.            Approve General Purchases and Sale of Surplus Items Exceeding $5,000

At the request of Mayor Roe, Interim City Manager Patrick Trudgeon briefly reviewed this item as detailed in the Request for Council Action (RCA) dated January 13, 2014.

 

Councilmember Laliberte, having not yet been part of the Capital Improvement Program (CIP), sought information on the process used for evaluation of squads, if and when the need for replacement occurs, and whether their replacement could be deferred for another year, or if it was simply done because it was on paper to do so.

 

Mr. Trudgeon responded that there is a vehicle replacement scheduled followed, with a standard rotation based on wear and tear; and noted that staff always attempted to save costs wherever possible.

 

Police Chief Rick Mathwig agreed with Mr. Trudgeon on a  schedule followed based on wear and tear, noting there were eighteen (18) uniform squads in the levy-supported portion of the fleet, with five (5) squads  operating on a 24/7, and 365 day schedule.  Mr. Mathwig advised that industry standards and findings with consultation with other agencies, as well as input from the City's maintenance staff, indicated that after 75,000 miles, the safe and useful life expectancy and potential resale value of these emergency vehicles declined rapidly.  Chief Mathwig noted that, therefore, it had been found best to cycle the squads out at about 75,000; with all of those scheduled for replacement about at that end of the spectrum and had been in service approximately 3 years by the time their replacement would take place.

 

In one instance, Chief Mathwig advised that a squad was being replaced after it had been totaled earlier than typical replacement due to an accident.

 

In response to Councilmember Laliberte, Chief Mathwig advised that the resale of squads was done at auction similar to the forfeiture process with funds from that resale going back into the Vehicle Replacement Fund,.  Even though the vehicles are sold at the same auction as forfeited vehicles, Chief Mathwig advised that the funds are segregated as applicable.

 

Regarding the 2008  Ford Pickup currently used as a Community Service Officer (CSO) vehicle, Chief Mathwig advised that, since it had not been used for emergency purposes, a dealer had offered an estimated trade-in value for it, as listed.

 

Councilmember Willmus suggested that, going forward, this information would be helpful for tracking those items, and may be of help to include in the RCA for the benefit of the City Council and general public, including cases where vehicles were proposed for resale.

 

Mr. Trudgeon duly noted this request.

 

Regarding blanket Purchase Orders for fuel sales, Councilmember Laliberte questioned if this indicated a negotiated rate per gallon per year locked in; with Mr. Trudgeon responding affirmatively, noting that it was through State contract.

 

Councilmember Laliberte suggested that this would also provide helpful information for the Council and general public to be aware of these annual negotiations.

 

Mayor Roe noted that, in the past, Public Works Director Duane Schwartz had provided a report and results of various options; and with a larger purchasing entity through state contract with other agencies and municipalities, the City of Roseville was able to obtain much better prices for those annual consumables.  Councilmember McGehee confirmed that the City used the state contract, negotiated annually, for fuel, salt & sand, and other supplies.

 

Mayor Roe further clarified that, based on further analysis; the Police Department had reduced annual squad replacement from six (6) to five (5) per year.

 

If the City Council was going to review the replacement of squads further, Councilmember McGehee asked that it also consider a review of the 75,000 mile replacement schedule; opining that she was aware of other municipalities that went with a higher mileage standard for replacement.

Public Comment

 

Roger Hess, 1930 Shady Beach Avenue

Regarding the squad car crash, Mr. Hess requested that the public be made aware of a description of what happened to avoid people jumping to conclusions; and whether or not the City had been reimbursed from the other driver's or City insurance; or if taxpayers were required to pay for it.  When something like this happens, Mr. Hess requested that the public and taxpayers be provided with more detailed information.

 

Regarding replacement of vehicles of squads at 75,000, Mr. Hess noted his observations that some officers monitored traffic from the side of the road, while others appeared to drive constantly all night long until they found someone to pull over.  Mr. Hess opined that this obviously created more wear and tear for vehicles; and questioned if the Police Department had a preferred way for their officers, or if there was a way to make squads last longer.

 

Regarding the Fire Chief Vehicle on the list for replacement, Mr. Hess questioned the type of vehicle being purchased, and whether it was the smallest, most fuel efficient vehicle possible that would still do the job.

 

At the request of Mayor Roe, Chief Mathwig responded to Mr. Hess regarding Police Department practices and additional information.

 

Chief Mathwig advised that reimbursement for squad accidents would typically and eventually be reimbursed by either the other party's insurance or under the City's League of Minnesota Cities Insurance Trust (LMCIT) deductible.  Without being able to get into details of the accident due to data privacy restrictions, Chief Mathwig advised that the person hitting the squad was found at fault, and unfortunately had no insurance.  While not able to clearly identify the process from a financial or risk management perspective that were outside his knowledge, Chief Mathwig advised that funds would probably come from the Risk Management Fund held by the City for cases such as this; with the other party required to pay damages by typical Minnesota no-fault rules.  However, since the party did not have insurance, a more prevalent situation than may be evident, Chief Mathwig advised that he was unable at this time to provide any further information on the subsequent outcome.

 

Mayor Roe asked that Chief Mathwig provide information to the City Council and public on the Police Department's practice for patrolling and other uses typical for emergency squads.

 

Regarding the Fire Department command vehicle proposed for replacement, Mr. Trudgeon advised that the vehicle would be a Suburban-type vehicle able to carry significant equipment and computers to allow running incident command on the site of an event.

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

 

 

                        Roll Call

Ayes: Willmus; Laliberte; McGehee; and Roe.

            Nays: None.

 

Laliberte moved, McGehee seconded, approval of trade L in/sale of the following surplus item:

 

Department	Item / Description
Police	2008 Ford Pickup

 

                                    Roll Call

Ayes: Willmus; Laliberte; McGehee; and Roe.

            Nays: None.

 

e.            Adopt a Resolution to Accept the Work Completed and Authorize Final Payment on the Fairview Pathway Project (a/k/a Northeast Suburban Campus Connector Bike/Pedestrian Project)

At the request of Mayor Roe, Interim City Manager Patrick Trudgeon briefly reviewed this item as detailed in the Request for Council Action (RCA) dated January 13, 2014.

 

Councilmember McGehee noted that there were some major drainage issues in this area, and expressed her interest that they had all been resolved.  Also, Councilmember McGehee noted that this pathway was generally 8' wide; however, a segment of if between Roselawn Avenue and County Road B was almost 13' wide.  Given the construction in this area, with asphalt used around mailboxes, Councilmember McGehee questioned how it would hold up if those mailboxes were ever replaced and a gap left.  In the future with such installations, Councilmember McGehee asked that staff be asked to come up with a solution to either bunch mailboxes or find another solution rather than asphalt out to the barrier curb.  In her review of other segments of the 8' pathway, Councilmember McGehee noted that it was much more attractive than the segment in front of residential homes; and questioned how the City could best provide for sufficient wear and location of mailboxes.

 

Mayor Roe duly noted this request; with Mr. Trudgeon advising that he would pass along those comments to staff.

 

Councilmember Laliberte noted the drainage issues as part of discussions for an addition at the Corpus Christi campus, and questioned if this project had addressed those issues as well.

 

Councilmember McGehee responded that that was a separate drainage issues; with this project addressing drainage issues for residences across the street closer to Roselawn Avenue having tuck-under garages.

 

McGehee moved, Willmus seconded, adoption of Resolution No. 11124 (Attachment A) entitled, "Final Contract Acceptance/Fairview Pathway Project (Northeast Suburban Campus Connector Bike / Pedestrian project) Phase 1;" authorizing final payment and initiating the one-year warranty period.

 

                        Roll Call

Ayes: Willmus; Laliberte; McGehee; and Roe.

Nays: None.

 

f.             Request by Meritex Enterprises, Inc., Owner of the Industrial Property at 2280 Walnut Street, for Approval of a Final Plat of the Existing Outlot in Preparation for Development

At the request of Mayor Roe, Interim City Manager Patrick Trudgeon briefly reviewed this item as detailed in the Request for Council Action (RCA) dated January 13, 2014.

 

Councilmember Laliberte advised that her intent in removing this item from the Consent Agenda was to insure a more formal vote, based on the three (3) options provided in the RCA versus leaving the item under Consent that could create confusion on the actual vote.

 

Laliberte moved, McGehee seconded, APPROVAL of the proposed Highcrest Park Sixth Additional FINAL PLAT as presented in the Request for Council Action RCA) dated January 13, 2014; based on the comments and findings of Sections 3 - 5 and the recommendation so Section 6 of that report.

 

                        Roll Call

Ayes: Willmus; Laliberte; McGehee; and Roe.

Nays: None.

 

12.         General Ordinances for Adoption

 

13.         Presentations

 

14.         Public Hearings

 

15.         Budget Items

 

16.         Business Items (Action Items)

 

a.            Twin Lakes Development - Dorso Property

At the request of Mayor Roe, Interim City Manager Patrick Trudgeon briefly reviewed this item as detailed in the Request for Council Action (RCA) dated January 13, 2014; and deferred to City Planner Thomas Paschke for more detail.

 

City Planner Paschke introduced Mr. Mark Nordland representing the Development Team interested in possible redevelopment of the Dorso site at County Road C-2 and Cleveland Avenue.  Mr. Paschke advised that the redevelopment proposed a headquarters facility, with the two (2) questions asked for consideration by the City Council including:

1)        Whether or not the City Council was interested in assisting the proposed project with tax increment financing (TIF); and

2)        Whether or not the City Council was interested in supporting exemption from its Environmental Assessment Worksheet (EAW) policy for the Twin lakes Redevelopment Area.

 

Mark Nordland, Launch Properties

Mr. Nordland, reviewed the proposed project for development of this parcel for a medical technology facility.  Mr. Nordland apologized for being unable to name the company at this time; and explained the rationale for seeking input from the City Council at this early stage.  Mr. Nordland advised that typically, they would wait longer into the process for seeking input on this approximate ten (10) acre site. 

 

Mr. Nordland advised that the proposed project was a phased development, with the first phase involving an 115,000 square foot, two-story building, including a clean room component and lab space, with 80,000 square feet assigned for office space.  Mr. Nordland advised that the company currently had 300 employees, and projected doubling that number in the next 2-3 year; with the average wages for those positions at approximately $75,000.  Mr. Nordland opined that, from his research and observation, this proposal fit well within the intent and purpose of the Twin Lakes Redevelopment Area as assigned by the City of Roseville. 

 

Mr. Nordland advised that the proposed med-tech company was currently seeking proposals for development sites, and had identified 40-50 sites within the metropolitan area, and subsequently identified twenty that were suitable for their purposes; now soliciting proposals from five of those sites, with the Dorso site being one of them.  Mr. Nordland noted that 2-3 meetings had been held with staff to-date; and advised that the company needed to be into the new facility soon, with the clean room scheduled for certification by December 1, 2014; meaning that a very aggressive schedule was needed to complete construction.

 

Mr. Nordland advised that a proposal had been submitted last Friday, with a short-list of 1-3 sites due by this coming Friday, creating the need for appearing before the City Council at this time, based on the project schedule and entitlement process. 

 

Mr. Nordland reviewed his understanding of the City Council's EAW Policy in place due to the expiration of the AUAR.  Mr. Nordland provided his perspective on advantages to the City Council in waiving the EAW, noting that the location of this parcel was on the exterior of the Twin Lakes area; with roadways already in place and impacts on development typical of that site.  As part of the proposed development moving forward, Mr. Nordland advised that a traffic study was already proposed; and that the development would come under the Environmental Protection Agency's (EPA) Voluntary Investigation Plan (VIC) requiring reports for Phase I and Phase II subsequent to those already completed; and updated accordingly.  Mr. Nordland noted that those updates would include the need for development of an Action Response Plan (ARP) addressing any issues or significant impacts; however, Mr. Nordland advised that he didn't anticipate much remediation being required.  Mr. Nordland addressed the formation pond located at one end of the site that was likely emitting TCE vapors, and advised that the development team would work with the MPCA and Watershed District for stormwater retention and any environmental issues required.  From his perspective, Mr. Nordland advised that he anticipated the primary issues and concerns would revolve around environmental and stormwater concerns that may affect off-site parcels.  Given those circumstances and safeguards planned, Mr. Nordland respectfully asked the City Council to consider a waiver of the EAW, opining that this parcel was not sizable enough to require an EAW on its own.

 

Regarding timing, Mr. Nordland advised that the intent was to be in the ground yet this spring of this site was selected by the firm; and noted that the company was seeking a response from all five parcels currently under consideration for financial assistance.

 

Regarding geotechnical issues and the current pond on site, Mr. Nordland noted that the pond had been filled with unsuitable soils from the site; and otherwise would not likely have been deemed environmentally contaminated.  Depending on the extent of that contamination, Mr. Nordland noted that the development team may need to consider a geo-pier type of piling system with vapors rerouted versus typical piles driven through the bedrock.  If that was a requirement, in addition to making the building aesthetically pleasing for the City and the tenant for their world headquarters facility, Mr. Nordland anticipated an additional $1 million for extraordinary site costs.  Mr. Nordland advised that the lease term was proposed at 12-15 years; and noted the development team's interest in making it look as nice s possible in order to remain competitive with other possible sites and eventually be chosen for the preferred site.

 

Mr. Nordland again apologized for not being able to provide more information at this point; however, he displayed a proposed development site plan, and sought City Council initial feedback at this point.  Mr. Nordland advised that the tenant had been provided with more detailed renderings; however, he had chosen not to share them with the City Council at this point to avoid those current more fluid specifics remaining embedded in thought processes.

 

City Council Discussion

At the request of Councilmember Willmus expressing typical familiarity with medical device manufactures currently in the metropolitan area, Mr. Nordland confirmed that the building was proposed to be built to suit the tenant.  Given the required timeline for the process, Councilmember Willmus questioned when the tenant would be made known.  Mr. Nordland advised that, as soon as the tenant made their choice for site and direction known, that information would be made public, and anticipated it would occur within the next two weeks.

 

Councilmember Willmus opined that this was the type of development preferred in this area; and offered his willingness to consider some form of financial assistance in helping it happen.  Councilmember Willmus advised that his concerns included the shorter lease longevity for that particular tenant in the context of those financial assistance considerations.  Councilmember Willmus advised that a longer lease term would make him much more comfortable.

 

Mr. Nordland advised that the company was publically traded, and not a new venture; and was in fairly rapid growth mode right now, and very well funded.  Mr. Nordland noted that Councilmembers would need to make that financial judgment when the identity of the company was revealed.

 

Having done and reviewed EAW's, Councilmember McGehee stated that initially she had wanted to avoid any precedent of waiving that requirement.  Relative to this specific site, as well as others in the Twin Lakes Redevelopment Area, Councilmember McGehee noted that her main concern was the presence of TCE.  However, with the development team already considering that situation and potential venting of the building, Councilmember McGehee sought additional input from Mr. Nordland on their proposal to identify the level of TCE evident on this site.  Councilmember McGehee opined that the City had been remiss in not characterizing the site and monitoring wells as fully as it should have; and opined that she also had other EAW concerns not relevant to this application, but causing her considerable concerns.

 

Mr. Nordland referenced the reports done to-date, with the most recent one dated 2007; and advised that the MPCA updates required for Phase I and additional testing for Phase II for groundwater and soil, and soil vapor testing required by the MPCA's VIC program should provide that information.  Mr. Nordland noted that TCE concerns had become a much larger issue recently with the EPA, based on the likelihood that they have greater impact on human health than indicated in the past.  Mr. Nordland noted that the development team's environmental and overall work plan would need approval by the MPCA, including a Response Action Plan (RAP); and the team already assumed venting under the building with any impacts removed on site.  To-date, Mr. Nordland advised that nothing had been found; and while this was beyond his expertise and needed reliance on their environmental and site consultants and engineers, he advised that if needed, those soils and contaminants would be removed.  Mr. Nordland noted that a contingency plan would be in place as and if things are found during the construction process; and included on-site and/or off-site groundwater issues and identification of any off-sit sources impacting the subject parcel, its location and what the MPCA directs to resolve those issues.  Mr. Nordland advised that the VIC under MPCA regulations provided that developers were not responsible for existing pollution, but responsible for mediating a Brownfield site; with the developer paying for MPCA staff to review reports.  Mr. Nordland noted that the MPCA already had a file on this parcel, consisting of past reports; and had assigned a project manager to review Phase I and Phase II work plans.  Mr. Nordland noted that the development team's work plan would be under guidelines from the MPCA and any levels of testing they required, as well as soil borings and groundwater testing.

 

At the request of Councilmember McGehee, Mr. Nordland advised that the VIC commitment would guarantee clean up of the parcel to an industrial versus residential standard; typical for most commercial developments.

 

At the request of Councilmember McGehee, Mr. Nordland further advised that the MPCA required those reports be turned over to the MPCA, at which point they became public information.  Mr. Nordland offered to provide a copy to the City of Roseville, beyond their access to the public MPCA copies, if so directed, even though they are available to anyone at the MPCA level.

 

Councilmember McGehee expressed her concern, if TCE or other significant contaminants were contained above and below the aquifer, in breaking that barrier, questioning if there were sufficient safeguards in place to address that pollution if the EAW was waived.

 

Mr. Nordland advised that part of the RAP in addressing the perched groundwater would be geo-piers in lieu of straight piles down to the bedrock, with those geo-piers not as deep or piercing the layers of bedrock (e.g.. 72' deep for the geo-piers) and opined that may be the solution; again, noting that these details were beyond his realm of expertise.

 

At the request of Mayor Roe regarding her interest in any financial assistance, Councilmember McGehee  noted the existence of TIF Districts 17 and 17.a, with District 17.a including funding specifically for environmental clean-up.  Councilmember McGehee opined that the City should finally do something from its 1987 mandate to clean-up this property.  Councilmember McGehee opined that she was not opposed to using those funds for clean-up, and as for TIF assistance, she was ambivalent at this point, but didn't consider it a "no go."  Councilmember McGehee concurred with comments of Councilmember Willmus, that this was the type of development long sought for this area, as well as the City; and therefore, she was very supportive of the proposed use.  Councilmember McGehee expressed appreciation to Mr. Nordland for his familiarity with Brownfield properties and responses required for any development.

 

Councilmember Laliberte stated that, with a solid plan coming forward, she would be in favor of waiving the EAW requirement based on the information provided tonight; opining that the tenant would require clean-up of this site.  Councilmember Laliberte opined that she would like the City to move forward with clean-up of the entire Twin Lakes Development Area; and expressed her favor in fusing TIF funds for developments like this for Roseville near I-35W providing easy access and bringing good jobs to this area.

 

Mayor Roe anticipated that the value of the project was around $20 million, certainly beyond the current value of the vacant parcel; and providing a potential to generate considerable increment.  Mayor Roe advised that he would want to make sure there were some guidelines and standards in place to evaluate financial assistance, noting that other options were also available (e.g. SAC credits) as appropriate or any financial tool should be worth considering.  Mayor Re noted the current time constraints and his respect for those.

 

Regarding a policy when an EAW is not mandatory based on rules and law standards, Mayor Roe confirmed that the City Council's Policy was to require a discretionary EAW.  Mayor Roe opined that the thresholds of this development were so far from mandatory; and expressed appreciation from the development team to provide information to the City rather than the public or City Council needing to access that information directly from the MPCA.  Mayor Roe further opined that, if the developer could make their reporting or data similar to the format of an EAW, it would make following the document even more helpful to the City Council and public.

 

Mr. Nordland offered willingness to provide an Executive Summary of the document, referencing actual reports for the public and City Council to access.

 

Regarding any potential action the City Council may take to waive their policy requiring a discretionary EAW, City Attorney Gaughan pointed out, that for obvious reasons, the language of that motion should state that this action as based on the contents of the RCA presented tonight, and information and representations made by staff and the developer at tonight's meeting.  City Attorney Gaughan advised that his concern was not related to this project, but any future projects that may come along, cautioning the City Council from allowing any confusion on the rationale for their waiver or future denial of the waiver and that the rationale not be arbitrary or capricious.

 

At the request of Councilmember McGehee, City Attorney Gaughan advised that it was not necessary to enumerate actual findings for waiving the EAW Policy in this case, but simply that the record be clear that any motion to waive is based on all information in the City Council packet and representations made by the developer regarding future conduct with environmental actions.  Noting that this meeting is a recorded event, in addition to the written meeting minutes, City Attorney Gaughan opined that the recording should suffice for this particular motion.

 

Councilmember Laliberte noted that the City Council was granted Port Authority from the legislature in 1987 to clean-up this site, which had not yet been accomplished.

 

Mayor Roe opined that any subsequent motion should also be contingent on this specific project; and not provide a waiver for the site, only this particular project.

 

McGehee moved, Willmus seconded, to WAIVE the discretionary EAW for this specific project as presented and under these circumstances; including the information provided in the RCA dated January 13, 2014, and oral information and representations provided by Mr. Nordland as a representative of the development team for this project.

 

Councilmember McGehee expressed her strong support for EAW's; however, based on the developer's representation tonight, with some hesitation spoke in support of the motion.

 

Roll Call

Ayes: Willmus; Laliberte; McGehee; and Roe.

Nays: None.

 

Mayor Roe thanked Mr. Nordland for his attendance and presentation; and wished his team well in this endeavor.

 

Mr. Nordland thanked the City Council for their support, especially given the very preliminary nature of information he could currently share.

 

b.            Consider next Steps in City Manager Hiring Process

Mayor Roe briefly reviewed consideration of next steps, as a result of the evaluation of Interim City Manager Trudgeon as previously addressed. 

 

Councilmember Willmus suggested that the Subcommittee of him and Councilmember Etten, having set goals in the Interim, continue on and negotiate and draft a contract with Mr. Trudgeon, with the assistance of City Attorney Gaughan, to bring back to the full City Council.

 

Councilmember McGehee questioned the advantages of a Subcommittee versus the City Attorney and City Manager negotiating the contract and bringing it before the full body.

 

Councilmember Willmus advised that, in the past, a City Council Subcommittee typically went through the initial steps before providing that draft to the full body.  Councilmember Willmus stated that he was willing to proceed with either option.

 

Mayor Roe, specific to Councilmember McGehee's question, advised that having Councilmembers involved in drafting a contract provided the City Council perspective in the management contract and could influence drafting the document.  Knowing that Councilmember Etten had also been involved in discussions related to termination the previous City Manager contract and those particular details, Mayor Roe opined that it made sense to have him involved as part of the new hire process to provide that continuity.

 

Councilmember McGehee opined this new City Council had very different backgrounds and views; and questioned if 1 or 2 members versus all 5 would prove beneficial to the process.

 

Mayor Roe noted that any meeting involving more than 3 Councilmembers would need to be held as an Open meeting; providing one potential problem for negotiations.  Mayor Roe reiterated that ultimately any contract and its terms would need to be approved in Open Session.  However, at the initiation of negotiations, Mayor Roe noted that the City Council could provide input.

 

Councilmember Willmus suggested that, if Councilmembers have issues or suggestions, that they direct that feedback to the City Attorney to share with the Subcommittee during those negotiations.

 

Mayo Roe concurred, noting that it would be appropriate for that feedback to be directed to the City Attorney versus directly to Subcommittee members to avoid any serial meeting perceptions.

 

Councilmember Laliberte opined that this City Council had been through a lot over the past year in working its way out of one contract, processing through an Interim appointment, and bordering on a City Manager search.  Councilmember Laliberte opined that their thoughts would be valuable; and expressed her interest in providing her feedback along with being aware of participation from other Councilmembers to the City Council for provision to the Subcommittee.

 

Discussion ensued regarding the process and make-up of those determining a draft contract; the insight and value of Councilmember Etten's perspective from the termination process and those areas needing to be considered for a future contract; and the general consensus that the City Council was hereby clarifying that they had no desire to  re-initiate the search process.

 

Laliberte moved, McGehee seconded, directing the City Council Subcommittee of Councilmembers Etten and Willmus to work with the City Attorney to negotiate a draft City Manager contract with Mr. Trudgeon.

 

Mayor Roe, subject to negotiation and approval of a preliminary contract, offered his personal and the City Council's congratulations to Mr. Trudgeon going forward. 

 

Mr. Trudgeon thanked the City Council for their support.

 

Roll Call

Ayes: Willmus; Laliberte; McGehee; and Roe.

Nays: None.

 

C.        Reconsider HRA Appointment of Councilmember

Mayor Roe advised that, after hearing from the HRA Chair and others, he had been persuaded to reconsider his point of view and whether it was appropriate for a motion to continue going forward with a City Councilmember appointed to serve as one member on the HRA.

 

Willmus moved, Laliberte seconded, appointment of a Councilmember to serve as a member on the Roseville Housing & Redevelopment Authority; with action for appointment necessitated by Councilmember and current HRA City Council representative Willmus asking to step down from that role.

 

Discussion included HRA by-laws not superseding State Statute specific to HRA's.

 

Councilmember Laliberte expressed appreciation for this reconsideration; opining that she strongly supported a City Councilmembers being appointed.

 

At the request of Councilmember McGehee, Mayor Roe advised that the original vote had been Councilmembers McGehee and Etten and Mayor Roe against (thus prevailing); with the motion for reconsideration required at the next regular meeting.  While recognizing that Councilmember Etten was not current tonight, Mayor Roe noted that he had expressed interest in being appointed as a City Council representative to the HRA; and therefore he was persuaded to change the appointment to serve concurrent with the Councilmember term unless they chose to step aside.

 

Roll Call

Ayes: Willmus; Laliberte; and Roe.

Nays: McGehee.

Motion carried.

 

Mayor Roe asked those Councilmembers interested in serving on the HRA to fill out an HRA application at their earliest convenience, and he would take applications under his advisement and move forward in the near future.

 

At the request of Councilmember Laliberte, Councilmember Willmus confirmed that he would continue to serve in his role with the HRA until a replacement was appointed and ratified, which he anticipated could be accomplished in the very near future.

 

Mayor Roe offered his commitment to make the process quick.

 

With Councilmember McGehee noting that forms were not filled out last time, Mayor Roe clarified that the same level of interest had not been evident as this time; and sought feedback from applicants as part of their forms being submitted.

 

17.         Business Items - Presentations/Discussions

 

a.            Consider Request to Conduct a Resident Survey

Mr. Trudgeon provided summary information as detailed in the RCA dated January 13, 2014; and clarifying that staff was coming forward with no pre-conceived notions, but noting that there was money allotted in the 2014 budget and a community survey had been identified as a goal for some time.  Mr. Trudgeon advised that two examples were included in the RCA for their specific templates and formats; and asked that the City Council hold a free-flowing discussion before providing direction to staff.

 

Garry Bowman, Communications Manager

Mr. Bowman briefly reviewed the RCA, including background on the last survey completed three years ago; controversy is surrounding the last survey; and his research of neighboring communities providing no clear preference.  Mr. Bowman noted that some communities (e.g. Woodbury) consistently had a two-year cycle to provide constant measurement; some a three-year cycle (e.g. Shoreview) and some using a different company and format providing different aspects (e.g. New Brighton).

 

Mr. Bowman noted that desire by the City Council and staff for constant citizen input and whether services were serving residents as appropriate.  Mr. Bowman questioned if the City Council also wanted to make a commitment to use a consistent and cyclical approach over a period of time, using the same company with the same set of core questions; or use another option.  Mr. Bowman opined that there were biases inherent in either and both approaches, whether phone or written surveys, and reviewed some of advantages and/or disadvantages with those options.  Mr. Bowman noted that phone surveys typically took longer, with the City of Shoreview's most recent survey estimated to take 42 minutes; which could serve to skew results if citizens didn't commit to the time to complete the phone survey.

 

Mr. Bowman briefly reviewed those two companies with sample formats provided in the RCA, including the Morris Leatherman Company, formally Decision Resources, reborn into this current firm and employing the same survey tactics and methodologies along with much of the same personnel as Decision Resources.  Mr. Bowman noted that the Cities of Shoreview, Woodbury, and Golden Valley had recently used the services of this firm.  Mr. Bowman advised that the other survey sample and firm researched by staff was National Research Center, used most recently by the City of New Brighton; and representing a larger firm, well-regarded and well-known for their national surveys.  Mr. Bowman advised that this firm was based in Boulder, CO.

 

Mr. Bowman opined that it was his impression that either firm could design a survey for the City of Roseville that would provide the data needed, and remain within or under the $15,000 budget line item allotted for a community survey.  Mr. Bowman sought City Council feedback and their desire moving forward with a community survey in 2014.

 

At the request of Councilmember Willmus, Mr. Bowman advised that he had taken the opportunity to review the 1998 survey of 180 questions done by Decision Resources for the City of Roseville; and thought that phone survey had been approximately 29 minutes long, given that it was considerably shorter than the recent City of Shoreview survey of 42 minutes.

 

Councilmember McGehee opined that she was very impressed reading the Shoreview survey done at the same time as the City of Roseville's Cobalt survey; further opining that it contained much more useful information than the Cobalt survey.  Councilmember McGehee stated that she would personally support a program surveying the citizens every 2-3 years as a measuring stick for service delivery; and opined that she favored the phone interview due to the finer detail available and willingness of people to share more information.

 

Councilmember Laliberte questioned the Decision Resources firm's potential longevity, opining that she would be in favor of choosing a vendor and sticking with them with consistent questions and improvement measurements.  While preferring the data obtained by Decision to that of Cobalt, Councilmember Laliberte expressed an interest in determining the potential longevity of the Morris Leatherman firm over the long-term.

 

Mr. Bowman advised that one of the principals with Decision Resources had stepped down to pursue other interests, and Mr. Leatherman who had been in a higher capacity and not previously reflected with Decision Resources, had stepped into that principal role.  Mr. Bowman advised that he couldn't determine the viability or longevity of the firm, other than to say they were locally based and had a very good following in the metropolitan area for a number of years, and one of the few firms still performing phone surveys.  From a personal perspective, Mr. Bowman advised that he had found them to be very responsive to staff questions; and given their penchant for phone surveys, could complete the process in a more compressed time period than mailed surveys, and were prepared to assist the City with this survey.

 

Councilmember Willmus expressed his personal preference for an oral or phone survey, in addition to sticking with a vendor used in the past and allowing the City to use their services once again.  Councilmember Willmus opined that the City could still make some comparisons to questions and results from the 1998 survey as relevant during that period of time; and update the survey as indicated and according to prevailing issues at any given time (e.g., solid waste issues).  Councilmember Willmus suggested a core body of consistent questions, with a subset of questions based on preliminary answers, and allowing for some flexibility that is not found in written surveys.

 

Councilmember McGehee noted that Decision Resources had been used widely in the metropolitan area, allowing availability of that data and comparisons of core questions locally.

 

Mr. Bowman noted that one aspect of the phone survey is if the desired response is "excellent," more probing could be done to determine why, allowing for inherent flexibility with the process and lending more strength to it.

 

Mayor Roe advised that he was open to a written or phone survey, opining that he had not had the same problems with the Cobalt Survey as expressed by other Councilmembers, but was not disrespectful of those perspectives either.  Mayor Roe suggested that a shorter phone interview be found, opining that 42 minutes was too long.  Mayor Roe noted that he did want specific answers to current issues, including solid waste and organized hauling considerations.

 

Mr. Bowman noted that a survey was only as good as its design.

 

Councilmember Laliberte echoed comments of Mayor Roe, and expressed her preference for a shorter survey, while allowing surveying a broader group of citizens for the same budgeted allotment.  Councilmember Laliberte expressed her preference for a phone survey, the shorter the better, and to survey as many as possible, while still telling them upfront the time commitment to avoid them abandoning the survey midstream.  Councilmember Laliberte expressed interest in developing a survey period after period for comparison purposes; with this year's probe concentrating on organized waste hauling, and future topics dependent on what is relevant at that time.

 

Mr. Bowman offered to address that question to both firms for their input.

 

Councilmember Willmus, specific to the time required and length of the survey and using the Shoreview survey as an example, suggested the firm chosen guarantee a certain number of completed surveys, finding citizens who are willing to commit to a timeframe if they know it will impact their city and daily life.  Therefore, Councilmember Willmus opined that he wasn't concerned as much about the length of the survey, but echoed the desire for a set of base questions to carry forward year after year.

 

Councilmember McGehee moved to direct staff to move forward with Decision Resources and find out additional information.  At the suggestion of Mayor Roe, Councilmember McGehee withdrew her motion in order to receive public comment.

 

Public Comment

Kathy Clink, 535 Ryan Avenue W

Ms. Clink opined that, regarding surveys, it was important to keep in mind the importance of how representative it was of its citizens.  As an example using the packet available on line, there was no response demographic information provided with the written survey, but there was for the phone survey.  However, of the 48% respondents deemed to be between the ages of 45 - 64, using 2010 census data, only 35% of the population were shown to be in that same category.  Ms. Clink questioned if that indicated an oversampling of the demographic or if it was not proportionally representing the City.  However, a survey was designed; Ms. Clink opined that is was important to determine how to design it to get a representative sampling of the City.

 

Ms. Clink further opined that it was important for either a phone or written survey to note not only age range, but also ethnicity; and to provide a way to receive responses from those not having English as their first language. Ms. Clink also addressed a 42 minute time commitment for a phone survey, opining that even given her interest in the community she would be hard pressed to commit that amount of time.

 

Roger Hess (spoke previously)

Regarding a phone survey, Mr. Hess noted that many people no longer had land lines, and how to access those people via cell phone would need to be addressed.  Regarding addressing those in the community not speaking English, Mr. Hess opined that this also needed to be addressed to provide them an opportunity to speak.  Mr. Hess opined that the previous survey didn't mean much, and spoke in support of a written survey of 20-30 questions, or using the community newsletter's front page to survey residents, along with online or mail in options in order to receive a larger sample of the entire community.  If the City wanted to perform a smaller phone survey, Mr. Hess opined that the City would still receive more information from a written survey and broader group, with a narrower number of generic questions, and several questions specific to current subjects.

 

Additional City Council Discussion

Mayor Roe thanked the speakers for their thoughtful comments.

 

Mayor Roe noted that survey companies were getting more sophisticated in linking to other phone; and expressed consideration for addressing other languages with surveyors.  Regarding the representative sampling, Mayor Roe noted that survey companies had a way to analyze data to weight answers and demographics, providing more weight to different groups if not responsive in providing more input.

 

Councilmember Willmus suggested steps could be taken for a firm to broaden their demographic profile, and seek their input on what steps they would take to implement that.

 

Councilmember McGehee suggested the chosen firm provide information to the City on response data, allowing the City to perform its own weighting as well.

Mayor Roe pointed out, that to be a statistically valid survey, the company had to take that information into account; noting that they were the mathematicians allowing for a certain margin of error.

 

Referencing the sample surveys included in the packet, Councilmember Laliberte opined that neither were perfect and both lacked something but made up for it in other areas.  Councilmember Laliberte suggested a collaboration of questions from both examples; and if the City was seeking a statistically solid survey, it needed to go with a phone or mail survey.  While the City could perform a survey in a newsletter as suggested by Mr. Hess, Councilmember Laliberte noted that there would be no way to determine if a resident had completed more than one survey, which could also skew results.  Councilmember Laliberte noted similar issues would be found with online surveys, with sophisticated users able to obtain more than one IP address.  Councilmember Laliberte opined that other options would not be as statistically useful; and expressed preference to pursue a phone survey, providing sufficient City Council representation worked with the Communications Manager to establish the amount and type of questions.  Councilmember Laliberte offered her interest in serving in that capacity.

 

McGehee moved, Willmus seconded, approving staff moving forward to negotiate a contract with the firm of Morris Leatherman.

 

Roll Call

Ayes: Willmus; Laliberte; McGehee; and Roe.

Nays: None.

 

Mr. Trudgeon noted that getting the process started is key; and advised that staff would seek City Council dialogue on important issues to factor those themes into the survey content.  To the extent that City Council feedback was possible for potential questions, outside the meeting parameters, Mr. Trudgeon asked Councilmember to provide staff with their individual themes and import, allowing the experts sufficient information to design a survey.

 

At the request of Councilmember Willmus, Mr. Bowman stated that he would seek a copy of the recent School District No. 623 survey done by Decision Resources that may provide more current accurate demographic information specific to Roseville.

 

Mayor Roe suggested staff immediately ask the firm to address how they would achieve a good cross-representation, how they would address language barriers, and how they would deal with statistical issues with responses.  Mayor Roe noted the City Council's interest in understanding that as part of their analysis moving forward and development of questions; at which time the City Council could provide themes and types of information desired to the City Manager, allowing the firm to know how to ask those questions most effectively.

 

Mr. Trudgeon asked that the City Council provide their feedback within the next week or so to better facilitate the process.

 

18.         City Manager Future Agenda Review

Interim City Manager Trudgeon briefly reviewed upcoming agenda items.

 

19.         Councilmember-Initiated Items for Future Meetings

 

17.      Adjourn

Willmus moved, Laliberte seconded, adjournment of the meeting at approximately 7:50

p.m.

Roll Call

Ayes: Willmus; Laliberte; McGehee; and Roe.

Nays: None.