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City Council


City Council Meeting Minutes

January 5, 2015


1.      Roll Call

Mayor Roe called the meeting to order at approximately 6:17 p.m., following a brief swearing-in ceremony for re-elected Councilmembers Willmus and McGehee, and Mayor Roe. Voting and Seating Order: Willmus, Etten, McGehee, Laliberte, and Roe.  City Manager Patrick Trudgeon and City Attorney Mark Gaughan were also present.



Mayor Roe recessed the meeting at approximately 6:18 p.m., and reconvened at approximately 6:24 p.m.


2.      Approve Agenda

Etten moved, McGehee seconded approval of the agenda as presented.


                                                Roll Call

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

Nays: None.


3.       Public Comment

Mayor Roe called for public comment by members of the audience on any non-agenda items. 


a.    Lisa McCormack, Wheeler Street (spokesperson for 4 residents joining her at the table)

Ms. McCormack referenced the City's mission statement, expressing her appreciation of the emphasis on community engagement.  However, Ms. McCormack questioned if that emphasis was being addressed looking toward the new year, and the City Council's acknowledgement of its residents and their tremendous individual and corporate value to the community, especially the perspective of long-term Roseville residents who have served to make the community safe and welcoming for all. 


While having found the current City Council to be responsive and improving their atmosphere of welcome to residents coming forward to speak to various issues, Ms. McCormack questioned if this didn't need to be more open to avoid ongoing hesitation of some residents to voice their concerns. 


As an example, Ms. McCormack referenced the upcoming Twin lakes Planning Process information sessions scheduled for January 14, 2015, and the timing of the notices immediately before Christmas with a set agenda and without any input or participation from residents in planning for the event or the intended discussion. Ms. McCormack cited another example, with the proposed staff and Councilmember Retreat, first discussed at the December 8, 2014 City Council meeting and intended primarily for Councilmembers, but now appearing to have morphed into a Strategic Planning session, again without representation of residents, with decisions made and actions taken before receiving public comment.  Ms. McCormack opined that, at that point, it may be too late to have any impact beyond a City Council perspective, and further opined that the public should have been asked for their input and perspective prior to planning the retreat.


Ms. McCormack referenced previous discussions held in August and September of 2014, when the City Council had indicated a three-legged stool approach to planning for the Twin Lakes area.  Ms. McCormack noted that, since that time, some individual Councilmembers had questioned how that broader planning and participation could be accomplished since the City didn't own the land.  However, Ms. McCormack advised that, in good faith and in the spirit of collaboration, the residents in their Association had continued to meet with Community Development Director Paul Bilotta on various areas of concern.   Ms. McCormack expressed her pride in the neighbors in their Association and their commitment to continue that involvement, and asked that their commitment be recognized by the City and remain actively pursued. 


Given the neighborhood's ongoing desire to remain part of the process, Ms. McCormack advised that they had come to a consensus and were presenting that consensus via two formal petitions for those properties abutting North Terrace Drive, as well as expanded another 500' beyond that.  Ms. McCormack noted that there were seventeen parcels adjoining or abutting the area proposed to be rezoned, and the petitions involving signatures of 100% of those adjoining properties, and 85% of those parcels within the extended 500' notice area.


Ms. McCormack advised that one petition addressed rezoning to Medium Density Mixed Use versus the current High Density Residential which no one wanted, or the proposed Community Mixes Use that was also not desirable.  Ms. McCormack noted that the proposed zoning would include height restrictions, allow for smaller development and thus greater protection for lakes and natural resources, as well as providing a transitional use between residential and commercial properties, given that this is a gateway into an area of 500 homes.


Ms. McCormack opined that it was time to put the past in the past, and move forward as a community and this immediate residential area in cooperation with the City Council.


Cathleen Erickson, Centennial Drive

Ms. Erickson concurred with the statements made by Ms. McCormack for the group, but further noted that even though individual property owners, they were all members of their neighborhood's Twin Lakes Steering Committee, with Lisa being their spokesperson, thanking her for her expertise and leadership.  Ms. Erickson thanked the City Council for receiving their petition and hearing their concerns.


4.       Council Communications, Reports, and Announcements

Mayor Roe announced the upcoming Twin Lakes Community Meeting as referenced previously by Ms. McCormack, scheduled for January 14, 2015 from 5:00 to 8:00 p.m., with two staff presentations: one at 5:00 and one at 6:30 p.m.  For additional information or questions, Mayor Roe referred interested parties to the City's website or Community Director Bilotta at 651/792-7001 or e-mail at:


Mayor Roe announced a community volunteer opportunity on Martin Luther King, Jr. Day, January 19, 2015 from 10:00 a.m. to noon, removing Buckthorn at Acorn Park.  Additional information is available from Volunteer Coordinator Kelly O'Brien at 651/792-7028 for this event as part of the Parks Renewal Natural Resources Program.


Councilmember McGehee personally clarified that  the Twin Lakes planning session was broken into  two segments to accommodate those wishing to attend and noted that it was open to everyone in the community, whether business owners or residents, since it affected everyone.


Mayor Roe read a letter of commendation received from Ms. Jill Cordes by the City recognizing City of Roseville Police and Fire regarding a recent medical emergency in the lobby of the AMC Theater at Rosedale Mall, and their efforts in assisting a gentleman in cardiac arrest, as well as their efficient and informative care of onlookers in the area.


5.       Recognitions, Donations and Communications


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 December 8, 2014 Meeting

McGehee moved, Etten seconded, approval of the Meeting Minutes of December 8, 2014 as amended, including the clarification provided via e-mail dated January 5, 2014 from Finance Director Chris Miller specific to the levy increase percentage as noted,



·         Page 23, Lines 22 - 24, Roll Call Vote

Mayor Roe noted that the Roll Call had inadvertently been deleted during staff revisions to his proposed changes to this area, and should be reinserted indicating a unanimous "Aye" vote.


                                                Roll Call

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

Nays: None.


7.       Approve Consent Agenda

At the request of Mayor Roe, City Manager Patrick Trudgeon briefly reviewed those items being considered under the Consent Agenda.


a.            Approve Resolution Designating Official Bank Depositories

In light of his recent conversations with a potentially interested participant in the community, Councilmember Etten requested information on how the City's official bank depositories were identified.


City Manager Trudgeon suggested a  follow-up discussion in the near future to address this annual designation.


Councilmember Willmus noted that, in the past the City had worked with locally-owned banks, including the one expressing interest to Councilmember Etten.


Willmus moved, Etten seconded, Resolution No. 11200 (Attachment A) entitled, "Resolution on Designation of Depositories."


                                                Roll Call

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

Nays: None.


b.            Approve Resolution designating Official Bank Signatories

Willmus moved, Etten seconded, Resolution No. 11201 (Attachment A) entitled, 'Resolution on Designation of Bank Signatories.'


                                                Roll Call

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

Nays: None.


c.            Designate 2015 Legal Newspaper

Willmus moved, Etten seconded, approval of the Roseville Review as the legal newspaper for the City of Roseville for 2015.


                                                Roll Call

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

Nays: None.


d.            Approve 2015 City Sign Permits

Willmus moved, Etten seconded, approval of the 2015 sign permit for City uses and promotions as listed in the sign summary dated January 5, 2015.


                                                Roll Call

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

Nays: None.


e.            Approve Electrical Inspector Contract

Willmus moved, Etten seconded, approval of the 2015 Service Agreement with Tokle Inspections, Inc. (Attachment A), including the 2015 Electrical Permit Fee Schedule and with annual review of the agreement.


                                                Roll Call

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

Nays: None.


f.             Designate Weed Inspector

Willmus moved, Etten seconded, appointment of the City of Roseville Community Development Department Codes Coordinator as the duly authorized and designated Assistant Weed Inspector for the calendar year 2015, pursuant to Minnesota Statutes 18.80.


                                                Roll Call

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

Nays: None.


g.            Appoint Fire Relief Association Members

Willmus moved, Etten seconded, adoption of Resolution No. 11202 (Attachment A) entitled, "Resolution Designating the Mayor and City Manager as Municipal Representatives to the Firefighter Relief Association."


                                                Roll Call

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

Nays: None.


h.            Authorizing Seeking Donations for Various City Functions and Events

Willmus moved, Etten seconded, authorizing the City Manager or his designee to send letters soliciting donations for those items and departments as listed in the Request for Council Action (RCA) dated January 5, 2015.


While seeking donations for these various events, Councilmember Laliberte suggested an investigation of potential donations for needed Golf Course and/or Club House repairs and/or replacement using the "crowd-sourcing"approach.


                                                Roll Call

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

Nays: None.


8.         Consider Items Removed from Consent


9.         General Ordinances for Adoption


10.      Presentations


11.      Public Hearings


12.         Budget Items


13.         Business Items (Action Items)


a.            Designate 2015 Acting Mayor

Willmus moved, Laliberte seconded, appointment of Councilmember Etten as Acting Mayor for 2015, in accordance with Minnesota State Statute 411.121.


                                                Roll Call

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

Nays: None.


b.            Consider Citizen Advisory Commission Reappointments

McGehee moved to separate individual appointments, allowing for some to be included in a future interview process.


Mayor Roe ruled the motion failed for lack of a second.


Willmus moved, Laliberte seconded, all reappointments as eligible and as listed on the RCA dated January 5, 2015.


                                                Roll Call

Ayes: Willmus, Etten, Laliberte, and Roe. 

Nays: McGehee.

Motion carried.


c.            Consider Council/Staff Retreat: Consultant & Agenda

City Manager Trudgeon briefly summarized research to-date as noted in the RCA dated January 5, 2015 and in follow-up to the December 8, 2015 discussion regarding a strategic planning retreat early in 2015. 


City Manager Trudgeon recommended a facilitator to allow staff and Councilmembers to participate in the process.  In consideration of his recommendation, Mr. Trudgeon advised that following his review of potential facilitators and their credentials, he was recommending Craig Rapp to serve as facilitator, and provided a brief synopsis of Mr. Rapp's credentials as detailed in the RCA and Attachment A.  Mr. Trudgeon advised that he and Mayor Roe had an opportunity to meet with Mr. Rapp to further research his fit with the City as a facilitator.


City Manager Trudgeon opined that it was critical as the City continued to move forward that the City Council "hit the ground running" in 2015 to more clearly define their individual and corporate budget priorities within the limited confines of available tax dollars, and in determining their focus on those priorities for 2016 and beyond.  Mr. Trudgeon further opined that having that framework in place would be beneficial to staff, Councilmembers and Roseville residents as it continued to pursue its transparency efforts.


In his discussions at length with Department Heads, City Manager Trudgeon stated that the retreat process under the guidance of a facilitator would prove beneficial.  Mr. Trudgeon noted that the proposed process and session formats suggested by Mr. Rapp could be tailored differently at the City Council's discretion, and pricing adjusted accordingly.  Mr. Trudgeon noted that Mr. Rapp was proposing an additional half-day follow-up session with staff leadership immediately following the 2-day session with City Council and Department Heads to implement strategic plan priorities in a broader work plan beyond independent and department-specific work plans, and emphasized that this was an option at an additional cost of $2,500 and not part of the $4,950 cost quoted by Mr. Rapp for his services.  If that follow-up is approved, Mr. Trudgeon advised that he anticipated involving not only Department Heads, but also the entire leadership team that would include Assistant Department Heads.


City Manager Trudgeon sought City Council action to hire Craig Rapp to facilitate the City Strategic Planning process at an amount not to exceed $7,450 that included a two-day session with the City Council and Department Heads and a half- day session with the Roseville Staff Leadership Team.


In addition to the comments of City Manager Trudgeon, Mayor Roe sought to clarify the retreat and strategic planning process, in light of public comments heard earlier this evening.  During his comments after being sworn in for a second term as mayor, Mayor Roe noted his reference to the various community visioning processes driven almost entirely by residents in the community and addressing their priorities.  Mayor Roe noted that this remained an integral part of the City Council and staff thought process, but would need refreshing as some point in the near future. 


In addition to those guiding documents, and following the recent election process and a variety of connections to the community available to individual Councilmembers, as well as at public meetings, Mayor Roe clarified the purpose of this strategic planning session to focus City Council and staff on those community priorities yet to be accomplished or ongoing efforts.  Mayor Roe noted that any and all meetings of the City Council , no matter in what format other than in Closed Executive Session for limited purpose in accordance with State Statute,  were open to the public and accessible to the public.


Mayor Roe further clarified that this strategic planning retreat would not be generating new community vision, but simply responding to things and refocusing thoughts as an organization, and sought to provide that clarity for the benefit of residents in their understanding of the process.


From his personal perspective, Mayor Roe opined that this process could be done in any number of ways through any number of facilitators; however, he expressed his comfort level in the approach proposed by Mr. Rapp, while also recognizing the validity of the approaches of other facilitators as well.  Mayor Roe further opined that the approach of Mr. Rapp to gather and organize preliminary information from staff and individual Councilmembers made sense to allow a response at the corporate meeting, with brainstorming already done in advance and organized to provide for more effective discussions.  Once that part of the process is completed, Mayor Roe opined that the ultimate product, planned by the City Council and staff would be the Roseville plan and not something dreamed up by Mr. Rapp or any other facilitator.  If his colleagues were not willing to work with Mr. Rapp or did not appreciate his approach, Mayor Roe sought their suggestions for another approach.  However, Mayor Roe stated that he would not volunteer to be the meeting's facilitator to allow him the ability to fully participate in discussions.


Councilmember McGehee stated that she would not comment on Mr. Rapp as she had not been privy to meeting with him personally to review his qualifications beyond the written materials provided in the RCA. 


However, Councilmember McGehee stated that her personal view was similar to that expressed by Mayor Roe, with major community visioning documents to-date having delivered the same message to the City Council: the values of residents and what they wanted to see from their local government.  Councilmember McGehee opined that the City Council's failure was in not taking those goals and aspirations and putting them into an overarching evaluation of all policies or ideas brought forward within that theoretical framework.


Councilmember McGehee stated that she wanted to see a strategic plan and policies for implementation of these community goals and if it remained important for residents to maintain existing amenities, that the Council made sure either everyone was willing to pay more taxes or provide a guaranteed plan and work diligently to expand the City's tax base.  Once developed, Councilmember McGehee stated that she then wanted an annual review and update of that strategic plan.  If this process achieved these concerns, Councilmember McGehee stated that she could then be on board with this proposal.


Councilmember Willmus opined that if the intent was to look at strategic planning, a broader dialogue was needed with the community.  Councilmember Willmus stated that his concern was that when first talking about this retreat, it was intended as a discussion of City Council goals; however, he opined that since those initial discussions at the end of 2014, the retreat seemed to have morphed into a broader scope of strategic planning.  Councilmember Willmus referenced the process used by the HRA in developing and then updating their strategic plan, expecting a similar process, and noting the lower price for that process than proposed for this retreat.  If pursuing the proposed process, Councilmember Willmus suggested a Request for Proposals (RFP) process that would provide more options and get better bank for the buck.  In general, Councilmember Willmus stated that he was personally hung up with a process as proposed that appeared to provide a strategic planning side without allowing a window for the community to be a direct part of the process.


Councilmember Laliberte noted her ongoing interest expressed frequently over the last year to get short-term goals on the docket to determine common interests.  However, Councilmember Laliberte agreed that this has morphed into more than those original intentions she had voiced, opining that perhaps the term "strategic planning" was problematic compared to "goal planning."  Councilmember Laliberte clarified that her hope had been that the City Council could step outside their weekly meeting format of reacting to RCA's and those issues coming before the body, to review individual Councilmember goals to see where they connected.  Councilmember Laliberte opined that this should be a simple thing to accomplish, especially with reinstatement of the community survey on an annual basis to provide consistent community feedback in addition to existing guiding documents.  Councilmember Laliberte questioned if the City Council didn't already have what it needed, and with everyone being on the same team, she didn't see a need for the proposal as outlined in the RCA compared to what everyone on the team wanted to proactively work toward in 2015 beyond weekly formal actions of the City Council.


Councilmember Etten stated that he was a proponent of a retreat, especially with his experience in attending the annual League of Minnesota Cities (LMC) meeting last summer.  During that meeting, Councilmember Etten noted his conversations with representatives of the Village of St. Anthony, and their extensive retreat process involving senior staff and Councilmembers.  While not being on that level, Councilmember Etten expressed his personal interest in having staff involved at some level in the retreat as the City Council developed short- and medium-term goals based on their perspective and information they could provide from a day-to-day operational standpoint.  With available guiding documents, Councilmember Etten opined that staff could provide realities as the City Council worked through community visioning and priorities.  Councilmember Etten stated that he was open to this process or a lesser one; but opined that a retreat was important, allowing the City Council to simply be reactive.


Councilmember McGehee suggested that each individual Councilmember could list their goals and priorities as part of this process; with staff collating those lists and returning with their recommendations for potential implementation, providing information on any problem areas, or asking questions of any items on the list(s).  Under that scenario, Councilmember McGehee suggested it would show how the group could work together on those collective goals and priorities, providing a framework for the community to respond to and give input. 


Councilmember McGehee spoke in support of the current community survey process and continuing that to remain on track.  Councilmember McGehee opined that the main thing seemed to be identifying how the five individual Councilmembers established priorities and how to move forward with consensus among the group with an understanding from staff of those goals and priorities.


Mayor Roe stated that he didn't disagree with any of the comments made by his colleagues, reiterating that this retreat and process was intended for the City Council and staff, and was not intended to change the community's vision, but to better and systematically reflect the vision of the community.  Mayor Roe noted that everything done by the City Council was within the public's purview, and what the City Council, as Roseville's Board of Directors, did over the next few years was open to comment. 


Mayor Roe noted that the proposed process from Mr. Rapp provided the impetus for tonight's discussion with something to react to, and suggested that if further conversation was needed or a different process than proposed, those discussions continue.  Mayor Roe noted that Mr. Rapp's proposal provided for development of 5-6 priorities or goals everyone could agree on, and involved the participation in both parts of the process by the City Council and City staff, with key outcomes and targets identified, followed by an implementation discussion providing key outcomes and targets.  Mayor Roe noted that, whether or not the agreed-upon process for this strategic planning was similar to that proposed by Mr. Rapp or not, something needed to be decided, and this was simply one attempt to accomplish that.


Mayor Roe advised that he had spoken to a City of New Brighton Councilmember, since that city had used the services of Mr. Rapp for the last two years, and advised that their comment had been that Mr. Rapp did a good job of gathering information and guiding discussion.  However, Mayor Roe noted that the comments were prefaced on the fact that Mr. Rapp came from the perspective of staff and from a long-time City Manager background, and therefore did not provide the same bias as an elected official, even though overall they seemed to be happy with his services in the role of facilitator.  Mayor Roe opined the elected official the City Council brought that perspective and bias to the table.


Councilmember Willmus noted that the process described by Mayor Roe, and as presented in these materials, was not unlike the process used by the HRA, and offered his support of the retreat going forward.  However, in recognizing that others were available who did similar work, Councilmember Willmus spoke in support of pursuing an RFP process to look at other parties and determine other facilitators who may be available, especially with this proposal coming approaching $8,000.


At the request of Mayor Roe, City Manager Trudgeon estimated that the services of Barbara Raye for the HRA strategic planning process was approximately $5,000, and resulting in a five-year plan updated from initial planning done in 2007 by S.E.H.


Councilmember Willmus reiterated his interest in seeking additional proposals if this was the route being embarked upon.


In response to the HRA's use of Ms. Raye, Councilmember Laliberte noted the advantages in using a facilitator already familiar with the City of Roseville versus having to educate someone from the ground up.  Councilmember Laliberte noted that this was her rationale in wanting to continue with one community survey company to create a viable baseline.


Councilmember McGehee opined that this process was entirely different from the HRA as a separate taxing body without the various components of the City.  While not being familiar with Mr. Rapp, Councilmember McGehee opined that the facilitator should be someone familiar with overall city functions and their different aspects.  As a vital part of the retreat, Councilmember McGehee opined that it was important to have a conversation among themselves to discuss individual goals and how each Councilmember approached problem solving and gathered information to determine how best to work together.


Mayor Roe suggested adding that as part of the process; and asked City Manager Trudgeon to speak to his research of other facilitators in consideration of the suggestion to pursue RFP's and involvement of the entire City Council in that initial research.


City Manager Trudgeon advised that he had researched approximately six entities familiar with municipal government, noting that the expertise is out there, but it came down to who could provide the best fit and best process.  If the City Council ultimately chose to pursue RFP's, Mr. Trudgeon noted that it would require additional time, and would require development of a very clear scope of work, which would take staff time and effort.  Further, if pursuing an RFP, Mr. Trudgeon asked that the City Council appoint a subcommittee of two to sit in on that process with staff and interviewing candidates to avoid any perception that staff was attempting to bring in an insider and to determine if the candidate was the right fit.


Ideally, City Manager Trudgeon advised that staff had hoped to use the information from the retreat as part of the 2016 budget process and lay that groundwork, with a target date before May of 2015 as that process was initiated.  If the City Council wishes to pursue RFP's, Mr. Trudgeon advised that staff would work out the details, even though he was under the impression that individual Councilmembers were on board to pursue strategic planning.  Mr. Trudgeon opined that he believed strategic planning efforts were critical to ensure accountability of staff and transparency for taxpayers.  While he anticipated some healthy and lively discussions in determining clearly defined priorities for the City, in accordance with the guidance from existing community visioning documents, Mr. Trudgeon opined that it was important to determine them with clarity for future decision-making for all involved.  Mr. Trudgeon noted that the community visioning documents were the product of previous strategic planning, but opined that a clear focus had been lacking over the last few years, indicated by a past list of 27 individual goals with none yet accomplished.


While hearing a number of differing points of view on this effort and desired outcome, Mayor Roe opined that he was also hearing a lot of the same thing, indicating that many of the views were similarly held.


Councilmember McGehee concurred that the goals were close; and if this is the first effort, she was happy to go in the direction recommended by City Manager Trudgeon and Mayor Roe as detailed in the RCA, given her sense of urgency in getting this done as part of the budget process.  Councilmember McGehee stated that her personal focus is more about how to carry forward overarching goals as defined by the community for all decision-making efforts versus a piece-meal way of making decisions.


Councilmember Laliberte admitted that she was stuck on the term "strategic planning," but stated that she also didn't like the term "retreat."  From her perspective, Councilmember Laliberte stated that he interest was in priority and goal setting rather than attempting to do planning or visioning all over again.  Councilmember Laliberte stated that she was not trying to eliminate community feedback, and from her perspective, "strategic planning" seemed to indicate an entirely new process.


Mayor Roe clarified that the retreat was intended as an opportunity to develop the strategy of this group of elected officials and their staff.


Councilmember Willmus noted that while the City had two existing guiding documents, when pursuing strategic planning and strategy, there still remained the flexibility on the part of elected officials to adjust the budget and its priorities until final adoption in December.  In his ongoing review of budget priorities, Councilmember Willmus stated that he would remain flexible until that final December meeting when the ultimate levy and budget are adopted.  If this proposed process is intended to be more focused on those things, Councilmember Willmus stated that he then had even more concerns.


Mayor Roe suggested that the budget element be removed from discussions at this point.


In seeking a consensus on whether or not to pursue an RFP, Mayor Roe gleaned no response from the body.  Mayor Roe suggested trying this as proposed at a cost of less than $5,000.  Specific to the staff follow-up portion of $2,500, Mayor Roe suggested that it be left up to City Manager Trudgeon as to that expenditure as part of his decision-making in how he manages his staff and money.


Public Comment

Gary Grefenberg, 91 Mid Oaks Lane

Mr. Grefenberg stated that he was appearing as a resident, but admitted his comments were informed in his role as Chair of the Community Engagement Commission.  Mr. Grefenberg read his written comments, and provided a copy to City Manager Trudgeon as a bench handout, attached hereto and made a part hereof.


In general, Mr. Grefenberg expressed concerns that the Rapp proposal seemed more staff-involved while ignoring community collaborative efforts, particularly in providing an opportunity for public comment as part of the retreat.  Mr. Grefenberg opined that his initial understanding of the retreat was to determine common ground rather than the current proposal for a workshop to develop a City Council strategic plan.  Mr. Grefenberg further opined that part of the problem with his concerns may be Mr. Rapp's role as a City Manager for thirty years, especially with the City Council and staff's recent efforts to engage new forms of public participation and communication with its residents.


If the City Council chooses to proceed as proposed, Mr. Grefenberg asked at a minimum that time be allowed for public response and comment between Session 1 and 2 after the public has an opportunity to review meeting discussions and provide their input.  While pleased to hear the ongoing interest in accountability and transparency, Mr. Grefenberg cautioned that the Rapp proposal seemed a step backward since there were still perceptions of how receptive City Hall was to public comment, and that opportunity needed to be available prior to a final summary report being issued, allowing for others to contribute their ideas.  Mr. Grefenberg suggested an extended schedule for the process, as well as selection of a staff person available for residents to monitor the process and receive public comment. 


Lisa McCormack, Wheeler Street

Ms. McCormack agreed with the comments of Mr. Grefenberg, and reviewed her research of Mr. Rapp's service to the communities of Vadnais Heights and New Brighton.  Ms. McCormack expressed her concern especially in light of the different core cultures represented based on collaboration to cultivation. Ms. McCormack expressed interest in the City allowing neighborhood associations to be part of the process, opining that the more minds and eyes the better solution available; and suggested the process and proposal be adapted to fit Roseville.


McGehee moved, Etten seconded, to proceed with hiring Craig Rapp to facilitate the City's Strategic Planning process in an amount not to exceed $4,950.


In speaking in support of the motion, Councilmember McGehee suggested taking time at the next Councilmember to determine the best direction for the retreat and shape the process.


In speaking in support of the motion, Councilmember Etten suggested completing discussions at this meeting rather than deferring them.  Councilmember Etten suggested adjusting Mr. Rapp's proposal, based on input from tonight's City Council discussion and public comment, to refocus to include the Imagine Roseville 2025 community visioning document and the most recent community survey as part of his questionnaire and highlighting future work, using that information to lead discussions and provide a framework for focus points for staff to work within in the coming year.  Councilmember Etten noted that those documents included a broad engagement of the community, with the survey based on a snapshot of how residents felt the City was doing based on those visioning documents.


Mayor Roe spoke in support of Councilmember Etten's suggestion.


Councilmember Willmus offered his support if the Council pursues this direction; however he noted the value of having public comment included as part of that format.


Friendly Amendment

Willmus moved a friendly amendment to include an opportunity for public comment at the end of Session 1 and at the end of Session 2, and prior to the Summary Report.


As the seconder of the motion, Councilmember Etten stated that he could agree to receiving public comment, but questioned the timing and frequency of that public comment.


Recognizing that it would lengthen the overall process, Councilmember Willmus clarified that his intent was to provide an opportunity for public comment as strategic planning efforts became available for dissemination, allowing the public to weigh in on that information available to-date, with a similar process prior to production of the summary report.


Under that proposed scenario, Councilmember Etten noted that public comment would be coming back to back.


As the maker of the motion, Councilmember McGehee noted that the documents brought forward by Councilmember Etten as the seconder of the motion had been public documents for years, and seemed to her not necessary for receiving public comment as part of this process.  However, Councilmember McGehee expressed her support for receiving public comment once the City Council and staff process was complete, but not between pulling together documents, but providing the public's evaluation of what the City Council and staff had done in advance of the summary being drawn up but after public feedback to allow altering things if so indicated.


Mayor Roe questioned if this was not in the same spirit of what Councilmember Willmus was proposing.


Councilmember Willmus opined that the interpretation by Councilmember McGehee stilled missed allowing public comment during the process.


Councilmember McGehee suggested returning to Councilmember Etten's definition of a leadership retreat, opining that it was up to the City Council to figure out how to work together and establish priorities on issues the community had already vetted in writing.  Councilmember McGehee opined that she therefore didn't see the need for the leadership retreat requiring more public input along the way, but was supportive of receiving it after the fact and before final adoption of the summary.  Councilmember McGehee noted that the public could always communicate with individual Councilmembers throughout the process by phone, in writing or via e-mail as usual.


Mayor Roe ruled that the proposed friendly amendment was not considered friendly by the maker and seconder of the original motion.


Councilmember Laliberte expressed her disagreement with Councilmember McGehee's comments, opining that the Imagine Roseville 2025 and Comprehensive Plan had been out there awhile, and that was her problem, that they had been out there for awhile.  Therefore, Councilmember Laliberte noted the value of a fresh annual survey.  While not necessarily in favor of a separate and second or third meeting for hearing public comment, Councilmember Laliberte suggested making it part of Session 1 to allow the public to weigh in if they felt the issues of the day are not addressed in existing documents.  Councilmember Laliberte opined that she thought the feedback received in the community survey was very good, with some carrying over and some new input.


In her personal research on Mr. Rapp, Councilmember Laliberte advised that she had reached out to four different council members from three different communities having used his services for their input.  While their process and goals may be different, Councilmember Laliberte stated that some were pleased, and all had done ongoing work with Mr. Rapp on a regular basis, providing some negative feedback from the perspective of Mr. Rapp appearing to get elected officials on board with what staff wanted to accomplish.


Motion to Amend

Willmus moved, Etten seconded, a motion to amend the original motion to include an opportunity for public comment at the end of the first session, and again before the summary report is adopted.


With Councilmember Willmus concurring, Mayor Roe clarified that on the second opportunity could be provided at the same time the draft summary report was brought before the City Council for action.


                                                Roll Call

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

Nays: None.


Original Motion as Amended

Councilmember McGehee questioned the documents intended for reference by Councilmember Etten and if they were part of the motion.


Councilmember Etten responded that he intended those documents to serve as examples, but didn't anticipate that Mr. Rapp's work would come only from those finished documents, but from a variety the resources.


Mayor Roe clarified that the motion was not specific to the documents, with concurrence by Councilmember Etten.


For clarification purposes, City Manager Trudgeon identified the Imagine Roseville 2025 and Comprehensive Plan documents as a baseline, along with the most recent community survey, as confirmed by the City Council.


City Manager Trudgeon further sought clarification on creation of a task force to assist in developing the process going forward and to plan the event.


Councilmembers McGehee and Laliberte volunteered to serve as the Council Subcommittee to work with City Manager Trudgeon on the process for this event.


                                                Roll Call (Original Motion as Amended)

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

Nays: None.


At the request of City Manager Trudgeon, Mayor Roe and Councilmembers clarified that the motion specifically approved Sessions 1 and 2, with the City Manager open to determine how he wants to follow-up with his staff and within his budge allotment.


City Manager Trudgeon advised that he would have staff work with individual Councilmembers to survey dates in cooperation with the Council Subcommittee.


Councilmember Laliberte stated that her only concern was that discussion time not be reduced or Mr. Rapp's cost a facilitator increased to accommodate public comment during Session 1.


Mayor Roe assured Councilmember Laliberte that this would not the case.  Mayor Roe further noted that, once the date and time was determined, it would need to be noticed as a Special Meeting of the City Council as defined by State Statute.


14.         Business Items - Presentations/Discussions


a.            Discuss City Council Rules of Procedure

While not an organizational requirement, Mayor Roe noted that each year the City Council took this opportunity to review their standing Rules and Procedures.


Agenda Format (Rule 3)

Councilmember Laliberte reiterated her interest in having the Pledge of Allegiance prior to each meeting.


Laliberte moved, Willmus seconded to add saying the "Pledge of Allegiance" to the Agenda Order, immediately following Roll Call.


                                                Roll Call

Ayes: Willmus, Etten, Laliberte, and Roe. 

Nays: McGehee.

Motion carried.


Public Comment Process (Rule 5)

Councilmember McGehee noted her concerns and comments brought to her attention from residents related to the public comment process and lack of City Council and/or staff response to their questions immediately rather than having to wait until the end of public comment.  Councilmember McGehee stated that some found that a disconnect and felt the current process did not provide an opportunity for them to seek additional follow-up questions or comments and unsatisfactory in getting their particular point across. Councilmember McGehee sought interest from her colleagues in whether the process could be changed.


Councilmember Etten stated that he wasn't sure he was interested in changing the current process, noting that it allowed sufficient time to hear public comment while also allowing the mayor to manage the meeting time and other agenda items in a timely manner,  Councilmember Etten opined that the current process allowed sufficient flexibility for public comment as well as keeping the meeting moving forward.


Councilmember Laliberte stated that at times an answer may not be immediately available and require additional research by staff before responding.  While recognizing the points of view of both Councilmembers McGehee and Etten, Councilmember Laliberte opined that the current process seemed to work sufficiently well as long as it remained flexible as in the past.


Mayor Roe noted that the current process addressed how representative government worked, with the City Council hearing public comment, but then taking action on the broad information gathered in their decision-making.


Councilmember McGehee expressed her understanding of the representative form of government, and while agreeing with the comments of her colleagues, opined that people still sometimes needed a second opportunity to emphasize their points.


Timing of Council Packet Formation and Delivery (Rule 2) AND

Agenda Format (Rule 3)

Due to meetings frequently running late and not providing an opportunity for review at the meeting, Councilmember Willmus suggested that City Manager Trudgeon provide an electronic copy of his Preliminary Agenda Items electronically in advance of the meeting to allow Councilmember review and possible comment if no opportunity was provided for discussion at the meeting.


City Manager Trudgeon noted that each Friday, Councilmembers should be receiving a copy of that preliminary agenda summary from Administration staff, as things looked immediately following the weekly Tuesday Department Head meeting.


Mayor Roe suggested that the most current copy of the document may prove helpful as a living document accessible by the City Council by password, and available at any time.


b.            Discuss City Council Liaisons

Discussion ensued regarding current Council liaisons to various commissions, community groups, task forces and other groups, as listed in the RCA dated January 5, 2015. 


By consensus, it was noted that the "ISD 623 Owasso School Site Task Force" and the "Snelling Avenue Bus Rapid Transit Citizen Advisory Committee" were no longer active and therefore eliminated from the 2015 list.


As current liaison and Roseville Board Member to the Northeast Youth & Family Services Board, Mayor Roe noted that this was a 3 year term, but offered to accept a replacement to serve in his place.  However, no one expressed interest in replacing Mayor Roe on this Board.


With creation of the Finance Commission Advisory Board, by consensus, it was agreed that the former standing Finance & Budget subcommittee was no longer needed.


A reminder was suggested to change the subcommittee members after the next City Manager Performance Review.


In discussing the current Council Ad-Hoc Subcommittee for review of all commissions, Councilmembers Laliberte and McGehee both expressed interest in pursuing some final work before dissolving the subcommittee.


15.         City Manager Future Agenda Review

City Manager Trudgeon briefly reviewed upcoming preliminary meeting agendas


16.         Councilmember-Initiated Items for Future Meetings

At the request of Councilmember Laliberte, City Manager Trudgeon advised that he would review the upcoming joint meeting schedule with the City Council of the Housing & Redevelopment Authority and the Parks & Recreation Commission, scheduled quarterly.


17.         Adjourn

Willmus moved, Etten seconded, adjournment of the meeting at approximately 8:14 p.m.

                                                Roll Call

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

               Nays: None.