View Other Items in this Archive |
View All Archives | Printable Version
Council Meeting Minutes
February 25, 2013
State of the City Address by Mayor Roe at 5:00 pm
Mayor Roe called to order the Roseville City Council regular
meeting at approximately 5:30 pm and welcomed everyone. Voting and Seating
Order: Laliberte; McGehee; Willmus; Etten; and Roe. City Attorney Mark Gaughan
was also present.
Closed Session at 5:30 pm
Mayor Roe noted that State Statutes Section 13d.05 permits
city council meetings to be closed in order to discuss certain matters relating
to prospective land purchases or sales, and that the City was considering a
potential acquisition of land located at 934 Woodhill Drive in Roseville,
Willmus moved, McGehee seconded, to move to Closed Executive
Ayes: Laliberte; McGehee; Willmus; Etten; and Roe.
Mayor Roe convened the city council in closed executive session
at approximately 5:35 pm for the purpose of discussing a potential acquisition
of land located at 934 Woodhill Drive in Roseville, Minnesota. In addition to
the city council members, others present included City Manager Malinen, Parks
& Recreation Director Lonnie Brokke, Community Development Director Pat
Trudgeon, and City Attorney Mark Gaughan.
Mayor Roe adjourned the closed executive session at
approximately 6:05 pm.
Mayor Roe reconvened the city council in open session at
approximately 6:13 pm.
2. Approve Agenda
Councilmember Willmus requested removal of Item 13.e
entitled, “Continue Discussion on Resident Survey. At the request of
Councilmember McGehee questioning this request, Councilmember Willmus stated
that he felt this item should be put out for rebid prior to moving forward if
it came up for discussion by the City Council at a later date. Councilmember
Willmus also opined that, as far as the budget process, even moving forward, he
was unsure of a resident survey being required at this point for that process.
Mayor Roe noted that, if the item was removed from the
agenda completely, there would be no action taken; and suggested that
Councilmember Willmus may prefer to leave the item on tonight’s agenda, and
consider subsequent action to reject all bids received to-date.
Councilmember Willmus concurred with Mayor Roe’s suggestion;
and withdrew his request for removal of this item.
Councilmember Willmus requested removal of Consent Item 7.h,
entitled, “Adopt Pilot Program for Appliance Recycling Printing Services RFP” for
discussion and/or questions.
Councilmember McGehee requested removal of Consent Item 7.f
entitled, “Accept Meadowlark Grant” for discussion and/or questions.
At the request of staff, Consent Item 7.e entitled, “Approve
the Negotiated Settlement of Park Dedication Fees for the Sienna Green II
Development;” was deferred to a later date.
McGehee moved, Etten seconded, approval of the agenda as amended.
Ayes: Laliberte; McGehee; Willmus;
Etten; and Roe.
3. Public Comment
Mayor Roe called for public comment by members of the
audience on any non-agenda items.
Gary Grefenberg, 91 Mid Oaks Lane
Mr. Grefenberg brought to the City Council’s attention an
issue and recent discussions between himself and City Manager Malinen outlining
their differences of opinion regarding the role of advisory commission
chairpersons. Mr. Grefenberg advised that another issue he wished to bring
forward concerned what he felt to be a significant fault in the City’s website
redesign consultant selection process. Mr. Grefenberg noted that his comments
should be considered as those of a Roseville resident as well as in his role as
Chair of the City Council’s Human Rights Commission (HRC). Mr. Grefenberg
clarified that he had not yet reviewed or commented on these remarks with other
members of the HRC.
Mr. Grefenberg provided, as a bench handout, attached
hereto and made a part hereof, a trail of correspondence related to his
recent action as Chair of the HRC. As part of that correspondence, Mr.
Grefenberg discussed recent problems with a lack of audio during two HRC
meetings and his problems resolving this problem with City Manager Malinen.
Mr. Grefenberg explained that Mr. Malinen had provided a response to those
particular concerns just a few hours ago, and Mr. Grefenberg opined that City
Manager Malinen provided an honest explanation of those problems and thought
those audio issues could be resolved for future meetings. However, Mr.
Grefenberg expressed what he considered to be a reasonable disagreement between
himself and Mr. Malinen on the role of an advisory commission chair and whether
or not a chairperson could approach staff with requests for solving similar
problems or seek an explanation of why a problem continues to occur.
Mr. Grefenberg, in referencing City Manager Malinen’s
response of late this afternoon, and included in the bench handout, expressed
his hope that the City Council’s subcommittee on commissions would review this
issue as well. While recognizing City Manager Malinen’s concern about proper
authority, Mr. Grefenberg stated that he didn’t want to go through City Manager
Malinen each and every time he needed to discuss a problem with staff. Mr.
Grefenberg stated that he was concerned with protecting the autonomy of
advisory commissions who should only be responsible to themselves and the City
Council. In order for any commission to operate effectively, Mr. Grefenberg
noted the need for active support of staff and confidence of the City Council
and thought this issue should be vetted publically with final resolution by the
City Council, since he and City Manager Malinen were in disagreement.
Specifically, in noting the overall management of recording
of meetings by Communications Specialist Tim Pratt as a City employee, Mr.
Grefenberg advised that he was not asking Mr. Pratt to report directly to him,
but seeking his response in resolving why the first 40 minutes of an HRC
meeting was not available to the public.
Regarding another issue, while the selection process for a
website redesign consultant was proceeding, Mr. Grefenberg noted a request in
November 2012 for two (2) members of the Civic Engagement Task Force to be
included in that group, with he and Megan Dushin volunteering. Mr. Grefenberg
advised that this allowed him an inside look at the selection process and
stated that he had been pleased that the selection committee seemed to be in
unanimous agreement with the final recommendations. However, when he received
the advance final report, Mr. Grefenberg noted that it contradicted the
committee’s recommendation and referenced that similar concern was also
expressed by City employee Jill Anfang, Assistant Parks and Recreation
Director, who pointed out that same problem. Mr. Grefenberg advised that
several weeks ago he had alerted City Manager Malinen to this problem, asking
that the committee be called back to discuss and resolve this apparent
discrepancy, specifically that those recommendations be reviewed by the
committee prior to their presentation to the City Council. In his past
experience on various task forces and groups, Mr. Grefenberg stated that such
an opportunity had always been available for a final review prior to
submission. Mr. Grefenberg asked that the City Council provide that
opportunity as well for this website redesign consultant recommendation.
Mr. Grefenberg expressed his concern with the closed nature of
some discussions and that with no records were kept or data available on the
selection, even though a ballot was taken for each vote. Those ballots were
apparently deleted by Mr. Pratt. While recognizing Mr. Pratt’s considerable
knowledge on this issue, Mr. Grefenberg spoke to the considerable knowledge of
residents and users of the website as well and the value of their perspective
in the decision-making process. Mr. Grefenberg expressed his disappointment
that those recommendations were not currently covered in the report prepared by
Mr. Pratt for the February 11, 2013 City Council meeting.
Mr. Grefenberg opined that the best way to resolve issues is
to talk about them and to honestly expose them to transparency.
Regarding the action item removed from tonight’s Consent
Agenda, acceptance of the Meadowlark Grant, Mr. Grefenberg thanked those who
prepared the actual grant application. Mr. Grefenberg reviewed the process in
pursuing this grant application in December of 2012, timing issues due to the holidays,
and the discovery of and drafting of the actual application, facilitated by HRC
member Megan Dushin. Mr. Grefenberg admitted that it may have been his mistake
in signing his name to the grant application; however, he defended that action
based on his receipt of the application on Saturday, December 29, and the need
to meet the year-end application deadline. While in hindsight, Mr. Grefenberg
admitted his regret in not seeking the signature of City Manager Malinen on the
grant application, Mr. Grefenberg noted his repeated attempts prior to that
deadline to provide information to Ms. Caroline Curti, City Administration
staff liaison of the application process, in addition to seeking the advice of
Finance Director Chris Miller on the application process and deadline issues.
Mr. Grefenberg noted ongoing and persistent issues had been
evident between the HRC, City Manager, and City Council going back a number of
years, and expressed his interest in developing a more cooperative
relationship. While opining that staff was overburdened with their various
responsibilities, Mr. Grefenberg opined that this should serve to allow
advisory commissions to take some initiatives upon themselves. However, in
order to do so, Mr. Grefenberg opined that staff then needed to communicate
applicable protocol prior to a deadline. Mr. Grefenberg accepted the blame and
his mistake in not pursuing a response from Ms. Curti, but reiterated the
issues around the crowded holiday season and his impetus to get the application
submitted prior to the deadline. Mr. Grefenberg assured the City Council that
his intent was in no way meant as a rogue advisory commission chair, but simply
signing the application in his role as the HRC Chairperson. In hindsight, Mr.
Grefenberg realized that this was a mistake; however, he noted the only options
were not to submit the application or not following procedure.
Based on his experience as an Executive Secretary to a State
Commission, Mr. Grefenberg noted that he has had experience in this area
before; and given his retirement, he has more time to pursue such areas. Mr.
Grefenberg asked that, while he at times may be picky or use the wrong words,
the City Council subcommittee take a look into the autonomy issue and role of
staff to advisory commissions. Mr. Grefenberg recognized that he served at the
pleasure of the City Council and that he could be asked to resign at any time.
Based on his most recent response, Mr. Grefenberg expressed
his eagerness to work with City Manager Malinen.
Mayor Roe thanked Mr. Grefenberg for his comments, and for
recognizing his shortcomings in the situation, noting the courage it took for
Mr. Grefenberg to admit those.
Mayor Roe asked that the website committee meet again prior
to their recommendation coming before the City Council.
City Manager Malinen advised that such a meeting was
Councilmember Willmus asked that Mr. Grefenberg make sure
all Councilmembers received a copy of the e-mail correspondence referenced by
him regarding the website issues.
Mayor Roe concurred, asking that Mr. Grefenberg copy all
Councilmembers, and that the committee meet one more time before their
recommendation came before the City Council. A copy of that e-mail
correspondence is attached hereto and made a part hereof.
Mayor Roe again thanked Mr. Grefenberg for his comments, and
assured him that the advisory commission subcommittee would take his comments
4. Council Communications, Reports and
Mayor Roe announced various upcoming community
meetings to receive public input on the Parks and Recreation Renewal Program:
Villa Park discussion on Tuesday, February 26, at 6:30 p.m. in the Public Works
Maintenance Building; proposed B-2 trail discussion on Thursday, February 28,
at 5:00 p.m. in the Oak Room at City Hall; discussion on the Harriet Alexander
Nature Center (HANC) on Saturday, March 2 at 8:00 a.m. at HANC, 2520 Dale
Street; and discussion on the Autumn Grove Park on Monday, March 4, at 7:00
p.m., at the Roseville Skating Center. Mayor Roe encouraged the public to
contact Mr. Brokke or Ms. Anfang at the Parks and Recreation Department for
additional information on any of those meetings.
Councilmember Etten also noted that additional information
was available on the City’s website, under the Parks and Recreation Renewal
On behalf of the City Council and community, Mayor Roe
offered congratulations to the Roseville Raiders Girls Gymnastics Team, Section
2AState Champions; and expressed interest in public recognition of the Team at
a future City Council meeting. Mayor Roe noted that a lot of their training
occurred at facilities jointly managed and maintained by the City and School
Mayor Roe announced an opportunity to raise funds for and support
local military troops and their families, as part of the North Suburban Beyond
the Yellow Ribbon Program, by purchase of $5.00 burgers/chips on the second
Monday of each month at the White Bear Lake V.F.W. on Highways 96 and 61 in
White Bear Lake. Mayor Roe noted that the Roseville City Council would be
serving on November 11, 2013, appropriately Veteran’ Day.
Mayor Roe reminded residents of vacancies on various City
Council Advisory Commissions (Ethics Commission, Parks and Recreation Commission,
and Planning Commission), and encouraged citizens interested in applying to
seek applications on the City’s website or through calling City Hall or via the
City’s website; with the application deadline at 4:30 p.m. on February 28,
2013. Mayor Roe noted that, while a number of applications had already been
received, the City Council was always interested in hearing from all citizens
interested in serving in Roseville. Mayor Roe anticipated interviews would be
held in early March, with appointment later that month, for service to begin
April 1, 2013.
Councilmember McGehee provided an update on the Hotel Task Force
she chairs and tentative plans of action drawn up at their last meeting that
she would be transmitting to the City Council for their information.
Councilmember McGehee advised that the task force had been expanded to include
trafficking of young people since this was a county and state-wide, issue.
Councilmember McGehee noted that they had contacted County Attorney John Choi’s
office and area school districts. She mentioned to groups specifically Safe Harbor
and “Minnesota Girls are NOT for Sale.” Councilmember McGehee noted her
personal observation during her review that young men were being overlooked and
would include this issue as she continued to work behind the scenes at a county
level and beyond to make a positive contribution to the community, county and
5. Recognitions, Donations, Communications
Proclaim March Women’s History Month
Mayor Roe read a proclamation declaring March 2013 as
Women’s History Month in Roseville, honoring the contributions of women
Etten moved, McGehee seconded proclamation of March 2013 as
Women’s History Month.
6. Approve Minutes
Approve Minutes of February 11, 2013 Meeting
McGehee moved, Willmus seconded, approval of the minutes of
the February 11, 2013, meeting as presented.
Ayes: Laliberte; McGehee;
Willmus; Etten; and Roe.
There were no additional changes to the Consent Agenda than
those previously noted. At the request of Mayor Roe, City Manager Bill Malinen
briefly reviewed those items being considered under the Consent Agenda.
Willmus moved, Etten seconded, approval of the following
claims and payments as presented.
69066 – 69198
Councilmember Laliberte expressed appreciation to staff for
the new formatting in organizing each report by fund as previously requested.
Mayor Roe concurred with that recommendation, by City
Manager Malinen. Mayor Roe echoed appreciation for the report reformatting,
and if possible, sought that it include funds and accounts if at all possible.
Approve Business & Other Licenses & Permits
moved, Etten seconded, approval of business license applications for the period
of one (1) year, for the following applicants:
Type of License
Germar Duo at Massage Envy Roseville
2480 Fairview Avenue, Suite 120
Elizabeth Boles at Massage Xcape
1767 North Lexington Avenue
Approve General Purchases and Sale of Surplus Items Exceeding
Willmus moved, Etten seconded, approval of the submitted
list of general purchases and contracts for services presented as follows:
Fire truck retrofit
Parks & Recreation
Kromer Co. LLC
Multi-purpose field tractor
Toro Groundmaster mower
Councilmember Laliberte asked that the category for approval
of general purchased include a column defining whether the item was a budgeted
or capital item, which was duly noted by City Manager Malinen.
Receive Summary Report of Police Forfeiture Funds
Willmus moved, Etten seconded, receipt of an annual summary
(Attachment A) of information related to 2012 forfeiture account activities.
Mayor Roe expressed his appreciation to staff for providing
this previously-requested report as well.
At the request of Councilmember McGehee for staff including
reference to state statute related to forfeiture funds, City Manager Malinen
referred her to the additional report included by staff that linked to
applicable state statute.
Approve the Negotiated Settlement of Park Dedication Fees for the
Sienna Green II Development
As previously noted, this item was deferred to a later date.
Authorize Acceptance of Minnesota Pollution Control Agency
Environmental Assistance Grant for Villa Park Wetland Restoration Project
Willmus moved, Etten seconded, adoption
of Resolution No. 11053 entitled, “Resolution Accepting Environmental
Assistance Grant for the Villa Park Wetland Restoration Project; and
designating the Public Works Director as the authorized representative for the
project; with an award of $100,000.00 in grant funds.
Authorize Recycling Printing Services Request for Proposal
Willmus moved, Etten seconded, authorization
for the City to issue a Request for Proposals (RFP) for printing services as
outlined in Attachment A.
8. Consider Items Removed from Consent
Accept Meadowlark Grant
At the request of Mayor Roe, City Manager Malinen briefly
summarized this request as detailed in the RCA dated February 25, 2013. Mr.
Malinen advised that the HRC had been made aware of this grant to provide
community forums to address interpersonal violence in a community, with the
grant awarded as noted, with minimal reporting requirements for staff and
Councilmember McGehee, in referencing Mr. Grefenberg’s
earlier comments, spoke in support of autonomy for advisory commissions, citing
this as an excellent example of the HRC being made aware of the grant for a
good purpose specifically related to their work; and further supported their
initiative of the application and subsequent award. Councilmember McGehee
expressed her personal congratulations to the HRC for their work on this.
McGehee moved, Etten seconded, acceptance of a $2,500 grant
from Meadowlark Institute (Attachment A) for the City’s Human Rights Commission
for the purpose of hosting two (2) community dialogues to address community
violence and how the community can work together to prevent violence.
Adopt Pilot Program for Appliance Recycling Printing Services
Request for Proposal (RFP)
At the request of Mayor Roe, City Manager Malinen briefly
summarized this request as detailed in the RCA dated February 25, 2013. City
Manager Malinen advised that staff saw this as an alternate for appliance
recycling in Roseville.
Mayor Roe clarified, and City Manager Malinen confirmed,
that this would be for curbside recycling of those appliances.
Councilmember Willmus asked that his questions be addressed
to Community Development Director Patrick Trudgeon, with Mayor Roe recognizing
At the request of Councilmember Willmus, Mr. Trudgeon noted
that Roseville had approximately 15,000 households, and from a code enforcement
perspective, staff dealt with approximately one dozen outside storage of
appliance complaints annually out of 400-500 code enforcement complaints.
Councilmember Willmus referenced comments in the staff
report that alluded that a result of this pilot program could be a future
implementation of a full-fledged program and additional $10 fee annually per
City Manager Malinen clarified that this was not the intent, and those comments
were specifically related to how one community was currently addressing their
problem, and was not intended as a staff recommendation for the City of
Roseville to follow.
Councilmember Willmus noted that, if such a program were
implemented, it would cost $150,000 annually for residents.
Mayor Roe noted, if such a program were ever implemented,
the $10 per household fee was charged by another community, but a per resident
fee in Roseville could be different.
Councilmember Willmus opined that there was currently ample
opportunity for appliance recycling through trash haulers, who were legally
prohibited from depositing those appliances at landfills and requiring that
they be recycled. Councilmember Willmus further opined that this seemed to be
a redundant service and appeared to be sufficiently handled in the private
Willmus moved, McGehee seconded, not to authorize acceptance
of Ramsey County Public Entity Innovation Grant funds, nor approval of any
agreement between Ramsey County and the City of Roseville (Attachment A) for an
appliance recycling pilot program; nor approval of any proposed contract with
Better Futures Enterprise (Attachment B) for those services.
Councilmember McGehee concurred with Councilmember Willmus
that this program was not necessary; and as a Ramsey County taxpayer, opined
that it was a waste of county tax monies as well. Councilmember McGehee
further opined that there was no need for staff to expend forty (40) hours of
their time or equipment use; and if items were stored outside in people’s
yards, they would eventually be caught by code enforcement inspections, and
eventually need to be disposed of properly or the City would do so for them.
However, Councilmember McGehee opined that she didn’t see that the problem rose
to such a level that a grant was necessary, nor any expenditure of staff time.
Mayor Roe and Councilmember Laliberte concurred with the
makers of the motion.
General Ordinances for Adoption
Northwest Youth & Family Services Annual Update of Activities
Mayor Roe introduced Jerry Hromatka, President and CEO of
Northwest Youth & Family Services (NYFS) who provided a summary of programs
offered by NYFS to area residents of partnering municipalities. Mr. Hromatka’s
presentation included a history of how the NYFS was initially developed
thirty-six (36) years ago as a cooperative venture, focusing on three (3)
program areas: mental health, youth development, and day treatment with
services available at clinic, homes or schools. Mr. Hromatka noted the
importance of working with youth by looking at their family life and in the
context of the community and available resources.
Mr. Hromatka reviewed several programs of focus by NYFS,
including Diversion programs, for youth with low offences and efforts to help
them say “no” to bad choices, and “yes” to and connect them with something
positive. Mr. Hromatka noted that involved education of the entire family,
screening for problems, and involving them in interactive, intergenerational
community service efforts allowing them to develop a long-term outlook for
their future lives. Mr. Hromatka noted that this involved addressing
opportunity gaps as a youth community-based organization and defining the role
of NYFS in facilitating that positive behavior, such as experience with schools
and business that developed interest in future goals, careers and training opportunities
through exposure to those positives.
Mr. Hromatka also focused on the Senior Chore Program, with
forty-five (45) youth currently matched with approximately one hundred-fifty
(150) seniors across the service area, and coaching efforts among those seniors
and their youth beyond lawn mowing, but allowing youth to become young entrepreneurs
paid directly, while allowing seniors to remain independent in their homes
longer. Mr. Hromatka noted the relationships and connections developed between
the generations, creating another adult outside the family structure showing
interest in those youth.
Mr. Hromatka addressed NYFS’s day treatment program for
those experiencing mental health issues, and collaboration of therapeutic
programs offered by NYFS and schools for education and intervention, allowing
youth to work with their peers creating a powerful relationship.
Mr. Hromatka revised what Roseville’s support of the NYFS
bought, providing services to all residents of partner municipalities, with
nine (9) of the ten (10) original municipalities still part of the NYFS. Mr.
Hromatka reviewed some of the benefits for residents and member communities to
provide an effective work force and citizenship beyond just voting, but
encouraging good neighbors, friends, and classmates, basically emotional
intelligence. Mr. Hromatka opined that this eventually reduced public costs by
providing a social return on their investment through this early intervention.
Mr. Hromatka noted that member community partnerships also allowed the NYFS to
leverage other resources through matching grant funds by using some of the
funds received from municipalities.
Mr. Hromatka provided a service summary for 2011 and 2012
broken down by program: counseling, diversion, youth employment, and the senior
At the previous request of City Manager Malinen, Mr.
Hromatka highlighted the NYFS’s recent merger with the White Bear Lake Area
Community Counseling Center, and how it was proving to be a good move, not
because bigger is better, but through additional resources and spreading
overhead costs, allowing expansion of services through five main school
districts and fifteen partner municipalities. Given the expanded area, Mr.
Hromatka advised that an upcoming name change was being discussed to represent
a more metro-area agency.
Mr. Hromatka noted that corporate partnerships were a great
advantage for the NYFS program, and provided several examples of commitments of
some of those partnerships and impacts to youth in providing information and
career information to assist with that long-term outlook and potential
Mr. Hromatka noted that social media was providing
additional contribution opportunities.
Mr. Hromatka addressed the continual changes made and
ever-evolving considerations made to ensure that NYFS remained vital and
current and to ensure financial sustainability of the NYFS, with 55% of its
funding needs coming from contracts, 15% from municipalities, and the remainder
through grants and other sources.
At the request of Councilmember McGehee, Mr. Hromatka
addressed her concerns for students expelled from school and banned from school
property, and how they may find themselves in negative situations and on the
streets. Mr. Hromatka noted numerous programs available and specific to those youth.
Councilmember Etten, as an employee at Irondale School,
personally thanked Mr. Hromatka and the NYFS Board for their services provided
to students and families, opining that their work definitely made a difference.
Councilmember Laliberte thanked Mr. Hromatka for his
presentation and asked that a copy be provided to them.
Mayor Roe thanked Mr. Hromatka for his presentation, with
additional information available at NYFS.org.
Business Items (Action Items)
Accept NYFS Agreement
McGehee moved, Willmus seconded, approval of an agreement
between the City of Roseville and Northwest Youth and Family Services
Councilmember Laliberte, as a point of information, noted
that Item d.2 of the agreement referred to Exhibit A, which she did not find in
City Manager Malinen advised that this was a description of
programs, and duly noted that it would be attached and provided to
Councilmembers for their reference.
Mayor Roe noted that, and expressed his privilege in doing
so, he served as the City of Roseville’s representative on the NYFS Board as a
10. Presentations (Continued)
Flammable Liquid Response & Mitigation Enhancement
Fire Chief Tim O’Neill introduced Battalion Chief of
Operations David Brosnahan for a review of a proposed change in the
department’s vehicle replacement schedule, as detailed in the RCA dated
February 25, 2013.
Chief Brosnahan provided an overview of the Department’s flammable
liquid response and mitigation; awareness of a known eighty-three (83) million
gallons of stored flammable liquids in storage facilities; identification of pipelines
operating throughout the city; and awareness of in excess of 300 fuel transport
vehicles transiting the city on a daily basis, represented by businesses to be
applicable to a slow day.
Chief Brosnahan reviewed the City’s existing fleet and
equipment, specifically Engine 21, and that of a 1990 basic utility vehicle,
both past their projected replacement dates. Chief Brosnahan reviewed proposed
replacement vehicles and equipment that would address the need for a practical
form response, via a foam trailer and utility vehicle, along with towing
capacity and room for five personnel, compartments for interior equipment
storage, and serving as a back-up medical response vehicle as needed.
As detailed in the presentation and staff report, Chief Brosnahan
advised that in the overall fleet evaluation, staff was recommending
replacement of this equipment as outlined, and creating significant savings in
the Department’s projected capital and operational budgets. Chief Brosnahan
noted discussion to-date with LubeTech, Magellan, and NuStar in pursuit of a
public/private partnership in this equipment purchase for those businesses
primarily using the equipment, with LubeTech offering $5,000.00 toward the
purchase, and staff hoping for similar interest of the other two firms. Chief Brosnahan
advised that this would also address space savings in the new fire station, and
hopefully serve to encourage further public/private partnerships in the
Councilmember McGehee expressed her appreciation to staff
for their presentation and the work they’d done; as well as appreciation to
LubeTech for their signing on and staff’s work with them. Councilmember
McGehee noted that, similar to the NYFS presentation, this set a nice tenor in
recognizing that everyone was part of the community and services were provided
At the request of Councilmember Willmus, Chief Brosnahan
anticipated more money for resale of the existing equipment through auction
versus sale, speculating that $8,000 - $10,000 for the pick-up and $40,000 -
$60,000 for the engine if marketed to a rural department based on its large
water tank capacity, may be realized.
Councilmember Etten expressed his appreciation to staff and
the Department for thinking outside the box, while addressing a better and less
expensive safety solution.
At the request of Mayor Roe, Fire Chief O’Neill addressed
impacts to the existing CIP and previous discussions for an $800,000 allowance
for replacement of engine 21, with no real financial difference other than
maintenance savings from a faster schedule of replacement and reduced annual
maintenance to keep existing equipment up and running. Chief O’Neill noted
that this proposal was part of that approved CIP plan previously approved by
the City Council.
Willmus moved, McGehee seconded, authorizing the Fire
Department to purchase a new utility truck and foam trailer as part of its
apparatus replacement schedule, in an amount not to exceed $108,490.49, with
bids as detailed in the Request for Council Action (RCA) dated February 25,
2013; and further authorized the Department to sell the existing twenty-three
(23) year old engine and 1990 pick-up truck.
Mayor Roe expressed appreciation for the well-done
presentation and thoughtfulness by staff in achieving this cost savings.
11. Public Hearings
Lake Owasso Water Ski Course and Jump
Mayor Roe recognized Police Lt. Lorne Rosand, who provided a
brief summary of the purpose of this public hearing to hear public comment.
Lt. Rosand advised that mailed notice of this hearing was provided to all
residents on Lake Owasso; and staff contact with the Ramsey County Sheriff’s
Department Water Patrol Commander had indicated that they had not yet ever
experienced any complaints or issues with the water ski course or ski jump on
While representatives of the Lake Owasso Safe Boating
Association were present in the audience, when recognized by Mayor Roe, they
offered no additional comment beyond that of staff.
Mayor Roe opened and closed the Public Hearing at
approximately 8:45 p.m., with no one appearing for or against.
12. Business Items (Action Items)
Lake Owasso Water Ski Course and Jump
Willmus moved, McGehee seconded, approval of the Lake Owasso
Safe Boating Association’s request for a permit from the Ramsey County Sheriff
for a water ski course and jump on Lake Owasso for the 2013 season.
Public Hearings (Continued)
Construction of Public Improvements at 3040 Hamline Avenue
Councilmember Willmus recused himself during discussion of this
item, noting that it pertained to a property owned by his father, and he wanted
to avoid any perception of a conflict of interest.
City Engineer Debra Bloom summarized the request by petition
for public improvements, as detailed in the RCA dated February 25, 2013.
At the request of Mayor Roe, Ms. Bloom identified and
clarified specific utilities proposed on the site plan.
Ms. Bloom reviewed the project estimate, with 100% of the
costs borne by the property owner/petitioner; and upon advice of the City
Attorney, Ms. Bloom advised that the City would request a waiver from the
petitioner to any future rights of appeal. Ms. Bloom advised there would be no
assessment hearing, but that only the actual cost of construction would be
assessed versus the engineer’s estimate; and proposals would be solicited
versus public bid over the next few months.
Ms. Bloom reviewed the projected work schedule, with final
plans completed in March, proposals solicited in April and May, and a
construction start proposed in June with completion in July of 2013. Ms. Bloom
advised that staff would return to the City Council with an agreement with the
property owner, and seeking contract award. Ms. Bloom anticipated that the
entire project would be completed within a 2-3 week timeframe.
At the request of Councilmember McGehee, Ms. Bloom addressed
City Code regarding protection of mature trees; however, she noted that a
twenty-foot wide swath would be required for a utility trench, with utilities
10-15 feet deep.
At the request of Mayor Roe, City Attorney Gaughan advised
that the proposed process was appropriate from a Chapter 429 assessment
process, based on a request for proposals applicable due to a total project
cost less than $100,000.00; allowing the City to seek a minimum of two (2)
quotes versus a more formal bid process, in accordance with state statute.
Mayor Roe opened and closed the Public Hearing at
approximately 8:43 p.m., with no one appearing for or against.
McGehee moved, Etten seconded, adoption of Resolution No. 11054
entitled, “Resolution Ordering the Improvement and Preparation of Plans and
Specifications for Utility Construction at 3040 Hamline Avenue.”
Ayes: Laliberte; McGehee;
Etten; and Roe.
Councilmember Willmus returned to dais at
Receive Performance Measures Report
For clarification purposes, Mayor Roe clarified that the
purpose of this item is for information and discussion purpose only, and that
no formal action was anticipated at tonight’s meeting.
Upon recognition by Mayor Roe, Finance Director Chris Miller
provided an overview of the 2012 Performance Measurement Results (Attachment A),
and as detailed in the RCA dated February 25, 2013.
Councilmember McGehee opined that a great number of the
items shown didn’t show much movement and didn’t seem to anticipate any
movement. She questioned if the possible establishment of a time period during
which if there was no perceptible or significant change in a particular
benchmark, that such a benchmark could be eliminated or placed on hiatus
Finance Director Miller reviewed how benchmarks were
originally derived at, and noted even with no obvious change it didn’t negate
their importance, and served to analyze trends of all indices over a sustained
period of time. Mr. Miller noted that Department Heads continued to
periodically refine those measurements and their sustainability with or without
additional staff resources. Mr. Miller noted that the significance of
measurements and measurement of trends was very important from a staff
On page 9 of Attachment A, Councilmember McGehee noted the
nominal citizen complaints for every 1,000 service calls, and impacts of
neighborhoods active in neighborhood watch programs, and asked if Department
Heads had recently reviewed those numbers based on current data.
Mr. Miller advised that current data, since last year’s
analysis of trends and staff review of measures in place, had not been updated;
noting that this information was ‘hot off the press” to the City Council and
would be reviewed by Department Heads over the next few weeks for further
analysis. As always, Mr. Miller offered future comment of individual
departments to address specific areas at the request of the City Council.
Councilmember Laliberte questioned the rationale for comparison
of Roseville with the City of Woodbury as a benchmark, since they were three
times the size of Roseville’s population.
City Manager Malinen responded that it was unfortunate that
performance measurement was virtually non-existent to-date in Minnesota cities,
with the City of Woodbury available as a comparable metropolitan community,
with only ten (10) measures applicable, but still allowing a comparison to
another like entity and identifying differences and opportunities to
Councilmember Etten suggested that some areas, such as
police or fire department response times, was probably tracked by every
municipality, and that a regional benchmark with neighboring cities (e.g.
Shoreview, New Brighton) may be available and allow for comparables with a
broader range of cities that were similar in demographics to that of
Roseville. In a similar effort for comparables, Councilmember Etten suggested
that park and recreation departments measured their percentage of fees to
expenditures in addressing public policy discussions. Councilmember Etten
suggested that those other adjacent communities be solicited for data to
provide a better understanding of comparables.
Councilmember Willmus noted that the Woodbury/Roseville
comparison came up every year; and he concurred with Councilmember Etten that
some measures were already in place with other communities that should be
explored and would allow for a better understanding.
On page 4 of 18, Councilmember Laliberte questioned the
apparent increase in turnover rates for employees, and asked for additional
background information from staff to determine if this was representative of
employees reaching retirement age or if something else was causing that
increase. Councilmember Laliberte clarified that she was commenting only on
Roseville employee numbers and not Woodbury comparables.
Mayor Roe concurred that it made sense to have information
on non-retirement turnover, based on job satisfaction versus life changes.
On page 4, Councilmember McGehee noted that only 10.5% of
employee reviews were completed within thirty (30) days, opining that if this
was the case it needed improvement.
City Manager Malinen advised that this was what it
indicated, and concurred that it had room for improvement.
Mayor Roe noted that the target levels were not listed for
every category, and as a management effort by the organization it was good to
set a goal, and measure itself against that goal. Mayor Roe suggested that a
standard may not be a higher percentage, simply an acknowledgement; and opined
that based on his experience, this wasn’t much different from other employee
As referenced in previous staff reports, Mayor Roe noted
current efforts by the State Auditor and other state-wide groups seeking local
government standards. Mayor Roe suggested staff review the last reports of the
auditor’s working group as referenced in the League of MN Cities publication,
and see if any ideas were available; and further suggested that many more
cities would be obtaining data based on those state-wide initiatives.
For the benefit of the public and newly-elected
Councilmembers Laliberte and Etten, Mayor Roe recognized the work of City
Manager Malinen and Department Heads over the last few years to link
performance measures to community aspirations outlined earlier this evening,
and adopted by the City Council mid-year 2012; and what was trying to be
achieved for the benefit of Roseville residents. To the extent those
aspirations could be linked to performance measurements, Mayor Roe opined that
from his perspective, it provided helpful information to him as a mayor and the
City Council, as well as from a staff perspective. Mayor Roe spoke in support
of continuing to allow the process to evolve moving forward.
Councilmember Laliberte opined that she had found the
information valuable and useful, providing the ability to gather more
information from other communities.
Mayor Roe suggested that Councilmember Laliberte, as the
City Council’s liaison for the Ramsey County League of Local Governments,
suggest this as a topic of discussion and comparison of performance
measurements with other entities.
Mayor Roe recessed the meeting at approximately 8:05 p.m. to
transition into work session format; reconvening at approximately 8:15 p.m.
Business Items – Presentations/Discussions
the City’s Comprehensive Performance Management Program
At the request of Mayor Roe, Finance Director Chris Miller
provided an overview of the City’s Comprehensive Performance Management Program
(CPMP) as detailed in the RCA and Attachment A, dated February 25, 2013. Mr.
Miller noted the commitments and obligations entered into by the City Council
last year, its importance to the operation, and how various initiatives
undertaken over the past several years were designed to improve the
effectiveness and sustainability of daily operations while meeting long-term
Mr. Miller’s presentation included adoption of the program
by City Council resolution in May of 2012; the purpose of the program to
provide consistency in delivery of programs/services and recognize the
importance of having a comprehensive approach to improving results through
systematic processes and continuous evaluation. Mr. Miller noted that this
would allow the City Council to commit to effective decision-making by aligning
resources with established priorities and desired outcomes for a planned
approach over a two-year cycle.
Mr. Miller emphasized that past efforts had been found
historically to repeatedly fail to produce a sustainable programs and services,
such as could be found in the current infrastructure needs and inadequate
funding for capital replacements, causing repeated cuts in annual operating
budgets. Mr. Miller recognized that this current process had caused for tough
decisions of previous City Council, but was valid for continued sustainability
for the City. Mr. Miller reviewed some of the negatives of past
decision-making over the last ten years on operating budgets and prior to
budget priorities and rankings, with across-the-board cuts department-wide as
the norm. While possibly easier than other approaches, Mr. Miller questioned
if that was what the City wanted to achieve rather than a more transparent
process for the public to better understand. Mr. Miller noted that by
integrating city initiatives it would ensure that each measure taken by the
City complemented the next in a critical, sequential order.
Mr. Miller reviewed ideas gleaned from leading industry
organizations who understood successful government, providing for a subset of
typical behaviors and ideas that were developed into seven (7) principles of
performance for the City of Roseville. While many of these things had been
done for many years, Mr. Miller credited City Manager Malinen with getting the
groundwork in place in 2006-2007 and to develop the culture at a staff level
and their commitment to demonstrate those attributes to the community.
Mr. Miller reviewed the specifics of the Roseville
Performance Measurement Program as follows:
Community Vision based on the Imagine Roseville 2025
community visioning process, periodically revisited;
Community and Park surveys, hopefully to be continued in the
future as important and effective tools along with other outreach methods and
City Council Goal-setting annually or as indicated, and based on
additional feedback to individual Councilmembers from citizens
Strategic Planning, most recently done in 2012, and producing
action plans to achieve outlined initiatives
Financial Policies and Community/City Council commitment to those
policies (e.g. balanced budgets; appropriate cash reserves for contingencies
and asset replacement) and made part of budget calendar process
Capital Improvement Program
Budget and program priorities
Biennial budgeting process for more optimal decision-making
Performance Measurement – trending
Quarterly financial review by staff to City Council and an annual
external auditor review
Mr. Miller addressed how individual components related to
each other on a broader sense and drove City Council goals through those
biennial budget, strategic plan, and financial policy relationships. As an
example, Mr. Miller noted how the strategic plan drove the CIP, developed budgets
and program priorities, with an annual performance measurement and financial
review to determine trends and revise the budget as indicated, and further
refine the process.
From that conceptual level, Mr. Miller moved to the
realities for Roseville over the last two-year cycle, with 2012 being year two
of that cycle. Mr. Miller reviewed components at this time beginning with
review of the 2011 CPMP, an annual financial review by the external auditors as
well as quarterly financial updates to the City Council by staff, the mid-term
review and correction and priorities shifted in 2012 as well as addressing new
costs needing adjustment and subsequent revised 2013 budget as approved by the
City Council in December of 2012.
With the City Council’s formal adoption in May of 2012 of
the CPMP, Mr. Miller advised that Department Head based their strategic plans
on those City Council goals and vision, presented to the City Council in August
of 2012, identifying action plans to achieve those goals; now projected in 2013
as part of their department program components.
Since the strategic plan was done, Mr. Miller suggested that
in real life, the next step was how to build on it, which would drive an update
of the CIP, set budget and program priorities by the City Council in March or
April of 2013, and affirm and refine financial policies. Once that was done,
Mr. Miller advised that development of the next biennial budget could occur.
Mr. Miller noted that tremendous staff resources went into that process, but
that when City Manager Malinen presented his City Manager-recommended biennial
budget in June or July of 2013, it represented the 100 to 1000 hours
collectively put in by staff. Mr. Miller noted that the commitment of time
needed by the City Council would also be time-consuming and continue into the
second year of the cycle.
City Manager Malinen noted that staff continued to look
forward beyond a 2014/2015 biennial budget to future biennial budgets in order
to provide that long-term, sustainable decision-making.
Councilmember McGehee opined that, since the Strategic Plan
was already done by the previous Council, the new City Council members should
be allowed to weigh in. .
City Manager Malinen advised that discussions were underway
to determine how best to accommodate council membership changes due to elections.
Councilmember McGehee opined that given changing economics
over the course of a year, the Strategic Plan needed revisiting anyway.
City Manager Malinen advised that a mid-biennial reviewed
allowed such an opportunity to determine what if any budget adjustments were
needed, similar to the process followed in 2012 for the current year 2013.
Mayor Roe reminded Councilmembers that the City Council’s
Strategic Plan looked out into the next two (2) bienniums, and noted that the
years being considered for development of a strategic plan were with 2013 as
year 1, or technically speaking in 2012, with the current City Council doing
goal setting and strategic plans for 2014 – 2017. From the point of view of a
strategic plan that was not meant to be written in stone, Mayor Roe opined that
it made sense for new City Councilmembers to reaffirm prior Council actions
early in that first year, as well as revisiting them when looking at the next
biennium. Mayor Roe suggested the addition of an additional “bubble” on the
CPMP Chart to accomplish that.
Mr. Miller confirmed staff’s receptiveness to the process
evolving, noting that it was envisioned in the budget calendar and due to come
before the City Council in March.
Councilmember Willmus opined that terminology was vital for
transparency and public understanding if the biennial budget was to continue;
suggesting that the annual budget for year one be called that, with year two
called a “forecast,” to better establish what was actually being done.
Mayor Roe suggested a “Biennial Budget Plan,” with annual
budget adoption as statutorily required; however, he opined that “forecast”
sounded too unofficial.
Councilmember Willmus opined that, for the public’s benefit,
which distinction needed to be drawn and the obligation for adoption of an
annual budget needed to remain clear to the public.
Mayor Roe noted the need for the City Council to make a
commitment to a two-year plan, not just call year two a “forecast,” since
previous efforts at an annual budget were found to be unsustainable, as noted
by Mr. Miller.
Mayor Roe cautioned that the City Council not get stuck on
terminology, opining that a budget was essentially a plan.
City Manager Malinen advised that, subsequent to the last
City Council meeting, Department Heads had discussed that, and their conclusion
was not to change the years, but to develop a particular mechanism in this year
recognizing elections and how to accommodate that input, with a final
recommendation pending from staff’s perspective, but at least on the radar, in
an effort to provide a window of opportunity within the budget cycle to allow
newly-elected Councilmembers to amend the strategic plan and drive a budget.
Councilmember Laliberte concurred that the City Council was
getting stuck on terminology; however, she opined that words do matter and this
needed to be fleshed out and a decision made and documented, whether an annual
or biennial budget was followed, and regardless of election cycles, bur
providing a mechanism for that oddity.
Mayor Roe suggested further contemplation on an appropriate
term; however, he spoke in opposition to the term “forecast.”
Mr. Miller reiterated his cautions and previous rationale
provided by staff last year in the failure of an annual budget and decisions
made today for only one year without further advanced planning, allowing for a
different decision-making culture over time. Mr. Miller opined that the
Council would begin to act differently in its decision-making as it moved from
short-term to long-term planning, and further opined that the decision-making
by the body would eventually evolve into a different level of commitment in
that long-term planning versus the failures of an annual budget process.
Councilmember Etten suggested, from the strategic plan
perspective, a longer term view for four (4) years seemed possible in achieving
Mayor Roe cautioned that the strategic plan is not written
in stone, and many of the goals may never find their way into a budget; and
suggested care be taking in not over-generalizing the strategic plan as a
long-term budget, while still allowing that long-term look.
Councilmember Laliberte opined that she thought everyone
would agree to look forward, with improvements put in place beyond an annual
budget process; and using that foundation, an annual budget may not fail as it
had in the past.
Mayor Roe reiterated statutory requirements for the City
Council to adopt an annual budget.
Mr. Miller noted previous budget priorities and rankings
over the last few years, and reviewed how individual and composite scores were
developed and reviewed, allowing for multiple iterations and a very transparent
process and budget allocation based on those priorities.
Noting the lack of a citizen composite rank on materials
provided, Councilmember Laliberte questioned staff’s rationale for not
Mr. Miller advised that the materials presented tonight were
just a small portion of the entire CPMP and were only representative, with the
citizen composite rank provided with the next view.
Councilmember McGehee opined that she thought a lot of this
was stupid last year and still did since it was straightforward to rank basic
services (e.g. emergency medical, police, fire, and debt service) those did not
requiring any rankings.
Mr. Miller noted that Councilmember McGehee’s comments
served to underscore the ranking process, with previous budget cutting
processes done across the board, or with staff coming before the City Council
with programs and/or services offered that they thought may not be basic, or
core services from their perspective, but those actually being of vital
importance to the City Council or residents of the community. Mr. Miller noted
that the results of that process often were not indicative of community
At the request of Councilmember Laliberte, Mr. Miller
advised that the list would be forthcoming.
Councilmember Willmus stated that this highlighted a good
point, using ranking ice rinks as an example, and how personnel staffing those
rinks may have other job responsibilities, and the assignment of full-time
equivalent (FTE) hours could create some problems with the singular ranking.
Mayor Roe opined that the process was more refined than whether
to keep or eliminate certain programs or services, and allocations were
adjusted accordingly for other programs and services. Mayor Roe noted that the
whole point of the ranking exercise was to provide staff with information to
return to the City Council with FTE and function information in order that the
City Council didn’t need to get into the “whom” of effects, but to provide
general direction to staff.
Mr. Miller noted financial policies that will come before
the City Council for review: operating budget; capital improvement program; debt
policy; revenue diversification; capital replacement policy; and operating fund
reserve policy. Mr. Miller noted that the information provided through that
review process would address the bigger picture with smaller specifics then
addressed by Department Heads for recommendation.
Mayor Roe noted review would also include the total
aggregate non-tax supported budget (e.g. enterprise funds) and aggregate tax
supported funds; along with a fund by fund review, since statutorily that was
how the City Council approved an annual budget at the fund level; and then the
ranking of programs for the City Council and public to see the actual numbers
At the request of Councilmember Laliberte, Mr. Miller
advised that staff would break down how funds ranked with programs.
Mayor Roe noted that a majority of the fund structures would
be found in the General Fund, using the Parks and Recreation Program Fund and
Maintenance Fund as an example, along with Vehicle Replacement on the capital
Councilmember McGehee addressed some of her difficulties in
the budget process, specific to personnel as the City’s greatest cost, when
personnel were used in a variety of capacities and enterprise funds, some funds
included those expenses and some did not. Councilmember McGehee asked that
staff clarify what was being supported in terms of personnel in enterprise
funds, and what expenditures or revenues were or were not actually directed to
them (e.g. water for the golf course, Public Works staff doing projects for other
departments but not showing as a Public Works Department expenditure); and how
to identify those internal trading of personnel and equipment in order to make
the process more clear.
Mr. Miller volunteered to attempt that level of information.
Mayor Roe suggested the City Council’s Budget Subcommittee
could work with staff on that measure.
Mayor Roe noted that the past process and information didn’t
have consistent or complete descriptions for everything on the list; and
suggested staff review existing descriptions as well to ensure they were clear
and avoided redundancy as part of the continuing improvement process, and prior
to coming back to the City Council for consideration.
City Manager Malinen duly noted this request.
Mayor Roe further requested that City Manager Malinen and
Finance Director Miller confirm that everyone throughout the organization
support and buy-in to the seven (7) principles of the CPMP from Department
Heads on down the chain of command to ensure it was a worthwhile pursuit and
help the organization to work better.
City Manager Malinen confirmed, and Finance Director Miller
concurred, that he was confident in that support, based on Department Head
meeting discussions and collectively recognizing the strength of looking
forward long-term and the vetting process at the staff level; with most of the
staff work being done at the end of a budget cycle, and allowing more stability
for departments. Mr. Malinen noted that over the years the pieces were
evolving and had provided a learning curve with areas for improvement.
However, Mr. Malinen noted that as City Council decisions were moved forward to
their next step, it provided for a certain stability and sequential
decision-making process for all parties.
Mayor Roe asked that staff, in their program ranking, tie in
new initiatives and areas of the strategic plan and how they compared to
programs and prioritization.
In response to Councilmember Etten on how strategic plan
goals and initiatives fit in, Mayor Roe noted the upcoming strategic plan and
program outline followed by the prioritization exercise and how strategic plan
items are affected by updated and evolving rankings and priorities.
Councilmember McGehee requested that the next version of the
list provide different colors or some designation of related strategic
initiatives if related or impacting programs.
Mr. Miller again displayed just such a strategic plan
document and its formatting intended to be lifted and included with everything
the City Council needed to know about for its next budget program ranking. Mr.
Miller noted that this was done at a staff level, and he expressed hope that it
would be done at the City Council level, with the City Manager-recommended
budget having that listing included, indicating that if the City Council wanted
it to happen it needed to be ranked accordingly.
Mayor Roe thanked Mr. Miller for pointing that out; and
suggested a homework assignment for individual Councilmembers prior to March 18
when the strategic plan would come back before them, would be to use those
packet materials to determine which of their initiatives were included.
Mayor Roe asked staff to provide a program listing from the
last time in conjunction with that; as well as enhancing the budget section or
CPMP area of the City’s website for the public to access those documents as
Adopting a 2014/2015 Budget Calendar
Councilmember Laliberte requested that the proposed budget
calendar include an affirmation by new Councilmembers of previously-adopted strategic
City Manager Malinen opined that such a calendar item could
be part of accommodating newly-elected officials in affirming the strategic
Mr. Miller noted that review of the strategic plan and City
Council goals was intended for the March 11, 2013 meeting; and Councilmember
Laliberte requested that they be broken down into two (2) meetings, March 11
and March 18, 2013.
City Manager Malinen suggested that “strategic directives”
rather than “goals” be added to the March 11 meeting and budget calendar.
McGehee moved, Willmus seconded, adoption of Resolution No.
11055; as amended to include 2012 strategic directives for affirmation by
the City Council body at the March 11, 2013 meeting.
c. Snow and
Ice Policy Level of Service Discussion
Public Works Director Duane Schwartz provided a summary
presentation on snow and ice service levels to-date in this season, as detailed
in the RCA dated February 25, 2013. Mr. Schwartz reviewed various ice control
materials, equipment, and new technologies over the last ten (10) years.
Mr. Schwartz reviewed impacts of any potential increased
level of service for snow and ice operations; including increased staff hours
and materials for anti-icing applications, additional equipment to apply
anti-icing material, significantly higher material use and cost, additional
environmental impacts, and additional administrative and supervisory costs. Due
to environmental concerns, Mr. Schwartz noted that future restrictions of
watershed districts would probably dictate the annual amount of materials
available for use by jurisdictions.
Mr. Schwartz advised that the City’s snow and ice control
budget has remained flat or diminished, with applicable adjustments for
materials price increases, over the last ten (10) years. If a “bare pavement”
policy was implemented, representing a higher level of service, it would
increase the budgetary needs substantially, estimated at approximately a 30%-35%
increase annually, or approximately $59-$55,000 annual budget implications, as
well as potential impacts on other programs.. Mr. Schwartz noted that the
average total cost over the last six (6) years for snow and ice removal is
Councilmember McGehee noted specific areas of town adjacent
to the Metropolitan Council’s stormwater system that may require more
specialized treatment other than salt where runoff goes directly into a lake or
Mr. Schwartz advised that staff was open to City Council
directive; however, impacts would be realized for additional equipment,
purchase and application of multiple products, and additional storage of those
materials. Mr. Schwartz advised that the City currently uses different
materials on different routes; however, non-salt-based materials were
significantly higher in cost.
Councilmember McGehee observed that she had received more
concerns from residents this winter on pathway safety versus streets.
Councilmember Laliberte referenced complaints on NextDoor.com
on roads and pathways.
Councilmember Willmus thanked Mr. Schwartz for the job done
by crews; and overall felt they did a good job, and recognized that the
December events were each challenging. Councilmember Willmus advised that the
feedback he’d received from residents was based on follow-up after the events
and their inability to navigate major intersections due to traffic stacking;
and noted this was his primary concern in seeking this discussion, from a
public safety perspective. In his discussion with Police Chief Mathwig,
Councilmember Willmus noted that he was not concerned; and from a Fire
Department perspective, their only concern was if they were unable to navigate
routes that were plugged due to traffic stacking. Councilmember Willmus opined
that a city-wide dry pavement policy was not practical; however, he was seeking
a practice where and when possible to shift focus to heavily traveled areas and
key intersections to reduce impacts in those areas.
Mayor Roe clarified that this would impact only those
roadways under the City’s jurisdiction, not those under other jurisdictions
(e.g. Ramsey County and/or State of MN).
Mr. Schwartz advised that such a distinction and practice
was possible; however, he noted that when such conditions occurred, it was hard
to get back on track from a time perspective. Mr. Schwartz admitted that in
that event, there was no question that dangerous conditions were evident; and
noted that the Police and Fire Departments and all staff were helping move people
through intersections. Mr. Schwartz noted that many areas of concern were on
County roads; however, from an operational standpoint and at City Council
direction, staff could focus on those identified intersections and roadways by
changing their operational policy to step up resources as directed.
Mayor Roe noted that this would require apparatus being
pulled off minor roads and shifted to those intersections.
Councilmember Willmus noted the shift in the last few years
to reduce use of road salt due to increased environmental awareness; however,
he noted the need to trade-off public safety concerns when major intersections
needed that focus.
Mr. Schwartz noted that more extreme conditions were being
found over the last few years, such as more winter rain events, creating
Councilmember Laliberte questioned what could be done about
sidewalks, since trails and pathways were so important to residents.
Mr. Schwartz admitted that rain events were hard to address
on pathways, as once plowed with snow piled on either side, the rain flows
through the snow and collects on that plowed area, acting as a reservoir and
making movement difficult. Once the ice is there, Mr. Schwartz noted that it
became difficult to address without creating significant chemical impacts for
Parks and Recreation Director Lonnie Brokke came forward and
concurred with Mr. Schwartz; and too responsibility for pathway conditions,
with a total of seventy (70) miles total, and forty (40) off-road miles. Mr.
Brokke reviewed the typical process for clearing pathways several hours after
City/County street plows, followed by follow-up. However, Mr. Brokke noted
when the rain froze in place, it made it difficult for the equipment to make
any difference, and often required warm weather for blade use. Mr. Brokke
sought patience from residents on popular trails as staff dealt with various
snow/ice events and conditions, reiterating that warm weather helped them
address the situation. Mr. Brokke advised that they typically didn’t use sand
or salt other than in identified areas (e.g. hills); and a sand/salt box was
due to be replaced on one pick-up truck now with use of it in sporadic places,
but not on all trails.
At the request of Councilmember McGehee, Mr. Brokke noted
the different techniques used (brooming, blading, blowing, plowing) to address
Councilmember McGehee referenced a crushed cinder material,
not sand, she observed used at Presbyterian Homes this season that didn’t melt
but provided good traction.
Mr. Brokke asked that residents contact City Hall with areas
of particular concern so they can be addressed as soon as possible, in addition
to the typical areas needing more attention.
Councilmember Willmus noted the County Road C-2 sidewalk as
one particular area of concern.
At the request of Mayor Roe, Mr. Schwartz addressed
applications used on sidewalks around City Hall would not be practical for
other areas of the City due to staffing and budgetary impacts for material and
At the request of Councilmember Etten, Mr. Schwartz
addressed various practicalities with pathways secondary to initial
application, once melting and refreezing occurred and difficulties in
addressing those areas until thawed and then application of those materials.
Mr. Brokke concurred, noting the difficulty of maneuvering
machines once a thaw and refreeze occurred.
Further discussion included typical construction of pathways
and whether that could be changed to address winter conditions; and current
practice for widening of snow piles as time allows.
Councilmember Willmus asked that a trial run for focusing
resources on intersections when these events occurred would be his suggestion
without incurring further expense.
Mr. Schwartz noted that that particular December event used
20% of the City’s annual application of salt; and with subsequent events,
approximately 100% of the seasonal allotment was used.
Councilmember Laliberte noted the need for residents to be
educated and aware that it was against City ordinance to blow snow into the
streets; and questioned if there was recourse to address those violations.
Mr. Schwartz noted that state law provided such recourse;
however, he noted the need to actually observe them violating the law.
Councilmember McGehee suggested that such educational
information be included when utility bills go monthly since a lot of people may
not be aware of that ordinance.
Mayor Roe noted that aware or not, many using a plow service
for their driveways may be reluctant to inform them or the ordinance. Mayor
Roe noted that there were practical enforcement limits, but supported ongoing
Legislative Agenda with League of MN Cities and Metro Cities
City Manager Malinen provided a bench handout highlighting
areas of importance to Roseville over the last few years and how those items
compared to the policies of the League of Minnesota Cities and Metro Cities;
and whether or not to incorporate them in legislative initiatives and lobbying
efforts of those groups.
Discussion included specific areas (e.g. public data; local
option sales tax; Housing Improvement Areas); Rep. Scalze bill currently
pending; legal obligations from a recent example versus subsequent use of that
information and ensuing frustrations; and whether staff should be formally
directed by the City Council to lend support to those initiatives.
Councilmember Willmus expressed his disagreement with
extending use of Housing Improvement Areas (HIA’s), opining that he had a
problem with local governments bailing out private homeowner associations.
Councilmember Laliberte noted that several cities involved
in the RCLLG (Shoreview and Little Canada) were lobbying heavily to continue
Mayor Roe noted the need for clear definition in individual
Councilmembers or staff speaking to the legislature or elsewhere to indicate
that such a policy or initiative is supported by the City Council as a body.
Even when speaking as individuals, Mayor Roe cautioned that perceptions may not
be clear that comments are those of an individual and not the full body.
Councilmembers McGehee and Willmus requested additional time
to review the information distributed by City Manager Malinen and that any action
Mayor Roe asked that Councilmembers review the overall
policies for Metro Cities and the LMC on their specific websites; with City
Manager Malinen offering to provide that link to individual Councilmembers.
Discussion on Resident Survey
Mayor Roe reviewed the proposed action of the RCA dated
February 25, 2013.
Councilmember Willmus expressed his original concerns in
moving forward with a survey at this late date, questioning its value to the
Councilmember Willmus reviewed his personal contact with Ms.
Diane Traxler of Decision Resources and her comments regarding the City’s bid
process; with those comments having been submitted to City Manager Malinen for
his response; and asked that he publically respond to them. Councilmember
Willmus advised that it was his understanding from his conversation with Ms.
Traxler that the RFP was not made available to their firm in the timeframe
presented; and further that it had been suggested to her that the City had
already selected a vendor. Councilmember Willmus sought an explanation of
those two comments.
City Manager Malinen responded that he did contact Ms.
Traxler after the last City Council meeting as directed by the City Council as
to why Decision Resources had not submitted a proposal.
Relative to the RFP, Mr. Malinen advised that all applicable
vendors were notified of the RFP; however, due to a typographical error, which
was subsequently corrected, there was an apparent problem in all vendors’
ability to access the RFP online. Upon correction, Mr. Malinen advised that
five (5) vendors got the right link to find the RFP and were able to generate
questions to staff; with receipt of three (3) bids.
Regarding the communication by Councilmember Willmus with
Ms. Traxler, Mr. Malinen advised that he was unable to agree with her
perception of the bid process itself or his conveyance to her that any decision
had been made. Mr. Malinen advised that he did not convey such a comment and
apologized if Ms. Traxler mistook any of their conversation to indicate such a
situation, other than noting that the process remained closed until the City
Council made some other decision.
Councilmember McGehee stated that she had a problem with the
process, similar to what she expressed during the initial process with the fire
station and problems with the City’s website design. Councilmember McGehee
opined that this was just another example of this type of RFP and distinct
impressions that a particular vendor had been pre-selected causing concern for
her. Also, Councilmember McGehee opined that City Manager Malinen’s statement
at the previous meeting that Decision Resources’ cost was 2.5 times higher than
others was simply not accurate. Councilmember McGehee advised that she spent considerable
time randomly polling clients of Decision Resources in other cities, finding
costs for those services ranging from $13,000 to $25,000, and while costs were
based on particular formats used, the statement Mr. Malinen made related to
cost was blatantly false.
Mayor Roe clarified, in City Manager Malinen’s defense, that
the reference to the cost for Decision Resources was based on the last time it
was reviewed, not this particular bid process.
City Manager Malinen, without getting into more minutia,
advised that the cost for the Cobalt survey was $10-12,000, and while not
randomly calling fourteen (14) different cities, the cost for the City of
Shoreview’s survey was in the neighborhood of $20,000.
Mayor Roe noted that Decision Resources didn’t even bid this
time, so their price was unknown and of no fruition to this discussion.
With previous comments heard during public comment earlier
tonight, Councilmember Willmus expressed his concern in repeat concerns heard
from vendors who were of the opinion that Roseville’s bidding process is
Upon the advice of City Attorney Gaughan as to form, McGehee
moved, Willmus seconded, to reject all bids for conducting a community survey
at this time.
Councilmember McGehee supplemented her motion opining that
no rebid for a community survey occur at this time. She stated she saw no value
to do so this far into the budget process and expressed her disappointment that
a survey was not done in a timely fashion. Councilmember McGehee opined that
the budget process move forward utilizing a previous survey and the Strategic
Councilmember Willmus concurred; opining that the survey
data from the last Cobalt survey could continue to be used. If the City
continued to use this type of budget process, Councilmember Willmus opined that
a survey component would be of value; however, he noted the vital need for an
honest and transparent bid process for all vendors.
Councilmember Laliberte expressed her disappointment that a
survey would not be available; however she concurred with the motion to reject
bids and move forward. Councilmember Laliberte asked that the future budget
calendar have a built-in process allowing for a citizen survey. Councilmember
Laliberte advised that she would continue listening sessions with residents as
she did during her campaign; and invited other City Councilmembers to join her
at their discretion.
Mayor Roe noted that it was actually the fault of the City
Council that the survey was not completed last fall, since the issue of survey
questions came up and continued to be tabled and deferred to a date uncertain
without further follow-up.
Further discussion included timing for a survey for results
to be pertinent to the budget process.
City Manager Malinen, from timing perspective, advised that
the survey was proposed no later than September to allow input from migrating
snowbirds; with staff having brought it forward to the City Council in August
of 2012. Using a similar time frame, City Manager Malinen opined that it
should work into the budget calendar to allow informative decision-making for
strategic planning and goal setting.
Having been involved in surveys in the past, Councilmember
Laliberte suggested involving input from the community in determining questions
for a good and proper survey that would meet the needs of all parties;
including the number of questions to include, and whether to accomplish it by
mail or phone. If such a process was followed, Councilmember Laliberte opined
that it could provide consistent annual results.
Councilmember McGehee concurred that the same questions
should be used from year to year to provide a consistent comparison; noting her
desire for a transparent process, and easy to use format; and a well-done
survey. However, Councilmember McGehee opined that an annual survey was not
Mayor Roe cautioned that Councilmembers be open to seeing
both sides of this type of discussion, and recognizing that opinions varied
until factually proven. If accusations are made, Mayor Roe cautioned everyone
that they be proven accurate; and that the ultimate focus be on what was trying
to be accomplished.
In relaying comments heard from a vendor, Councilmember
Willmus opined that such comments were equally valuable.
Mayor Roe noted that everyone was prone to misinterpret
things in a different way.
Willmus moved, Etten seconded, adjournment of the meeting at
approximately 10:06 pm.