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Council Meeting Minutes
March 11, 2013
Acting Mayor Etten called to order the Roseville City
Council regular meeting at approximately 6:00 pm and welcomed everyone. Voting
and Seating Order: Laliberte; McGehee; Etten; and Roe.
Councilmember Willmus had previously advised that he would
be unavailable for tonight’s meeting.
Mayor Roe was unable to attend due to illness.
Laliberte moved, McGehee seconded, appointment of
Councilmember Etten as the designated acting mayor for this meeting, in the
absence of both the Mayor and Acting Mayor.
Ayes: Laliberte; McGehee; and Etten.
2. Approve Agenda
McGehee moved, Laliberte seconded,
approval of the agenda as presented.
Advisory Commission Interviews
Interviews were held for various advisory commission
vacancies from approximately 5:35 pm to 7:15 pm.
Acting Mayor Etten recessed the meeting after the interviews
at approximately 7:15 pm. and reconvened at approximately 7:30 pm.
3. Public Comment
Acting Mayor Etten called for public comment by members of
the audience on any non-agenda items. No one appeared to speak at this time.
4. Council Communications, Reports and
Councilmember Laliberte announced the annual
display of quilts at City Hall during regular business hours, provided by the
Minnesota Contemporary Quilters’ Textile Center in Minneapolis, MN; with quilts
on display from mid-April until further notice. Councilmember Laliberte noted
that a number of quilters in this guild were from the Roseville area; and
offered additional information is available at mncontemporaryquilters.net. –
Acting Mayor Etten reminded of the availability of
an approximate total of $30,000.00 in scholarship funds available through the
North Suburban Communications Commission (NSCC) for journalism/communication
students. Acting Mayor Etten advised hat applications for applicable students
from member cities were available at ctvnorthsurburbs.org/nscc or by calling
Roseville City Hall at 651/792-7500; with an application deadline of April 12,
Councilmember McGehee announced the annual Human
Rights Commission-sponsored essay contest for area school students coming up at
the March 18, 2013 City Council meeting. On a personal note, Councilmember
McGehee referenced her former service on the Human Rights Commission, and the
terrific essays written each year by these young people; with frequent winners
from Roseville at the state level as well.
Councilmember Laliberte advised Councilmembers and staff of
the March 21, 2013 meeting of the Ramsey County League of Local Governments
(RCLLG), at which a presentation will be heard from Judson Freid with Ramsey
County Homeland Security, who will lead a discussion for cities, counties and
schools and efforts to keep citizens safe in emergency situations. Councilmember
Laliberte provided a flyer on the meeting for City Manager Malinen to include
on the City’s website.
5. Recognitions, Donations, Communications
6. Approve Minutes
Approve Minutes of February 25, 2013 Meeting
Comments and corrections to draft minutes had been
submitted by the City Council prior to tonight’s meeting and those revisions
were incorporated into the draft presented in the Council packet.
Additional proposed changes were provided from Councilmember
McGehee by bench handout, attached hereto and made a part hereof,
providing her summarization of the three (3) points intended by Mr. Grefenberg,
and as a substitute for the summary provided by Mayor Roe to replace the more
detailed record included in the draft meeting minutes provided by the City’s
Recording Secretary. Councilmember McGehee stated that her outlined items be
adopted and included in the meeting minutes; as well as more minor grammatical
corrections, and clarification on specific comments she had made during that
meeting, all detailed on the bench handout entitled, “Proposed Changes to
February 25 Minutes.”
Mayor Roe had left a request with Acting Mayor Etten for
clarification on a motion from the February 25th meeting (page 1,
line 34) as to the makers of that particular motion.
From her records of the meeting, Councilmember Laliberte
clarified that Councilmembers Willmus and McGehee were the makers of the motion
to move out of Closed Executive Session, with concurrence of the body.
McGehee moved, Etten seconded, approval of the minutes of
the February 25, 2013, meeting as amended.
Councilmember Laliberte stated that she was not comfortable
striking the entire section provided in the Recording Secretary’s draft minutes
specific to those comments of Mr. Grefenberg, as she deemed them a credible
record of his comments. However, Councilmember Laliberte further stated that
she had not had sufficient time to accept Councilmember McGehee’s replacement
language as suggested. Given that, Councilmember Laliberte suggested that the
meeting minutes be tabled until she had time to review the proposed substitute
Acting Mayor Etten stated that he was also more comfortable
leaving the draft language provided by the Recording Secretary rather than
striking them; and was uncomfortable adopting the replacement language provided
by Councilmember McGehee, as he found that a reorganization of Mr. Grefenberg’s
thoughts basically an attempt to redo the argument, rather than provided an accurate
record of the meeting minutes.
Councilmember McGhee withdrew her motion.
McGehee moved to approve the February 25, 2013, meeting
minutes as amended to include the original draft minutes provided by the
Recording Secretary rather than the summary suggested by Mayor Roe; and to
include her proposed clarifications of her personal comments of that meeting as
included in the bench handout.
Acting Mayor Etten suggested tabling the meeting minutes
until the next meeting; and without a second to the motion, declared
Councilmember McGehee’s motion failed.
McGehee moved, Laliberte seconded, TABLING approval of the
February 25, 2013, meeting minutes until the March 18, 2013 regular City
As the Councilmember majority tonight appeared to support
the original draft language of the meeting minutes, Councilmember McGehee asked
that staff provide those minutes, without any struck-out portions, for the next
iteration sent out to Councilmembers in the meeting packet.
There were no additional changes to the Consent Agenda than
those previously noted. At the request of Acting Mayor Etten, City Manager
Bill Malinen briefly reviewed those items being considered under the Consent
McGehee moved, Laliberte seconded, approval of the following
claims and payments as presented.
69199 – 69311
Approve Business & Other Licenses & Permits
moved, Laliberte seconded, approval of business license applications for the period
of one (1) year, for the following applicants:
Type of License
Teresa Williams at Massage Envy Roseville
2480 Fairview Avenue, Suite 120
Smokeless Smoking; 10 Rosedale Center
Cigarette / Tobacco Products
Approve Renewal of Bottle Club License – Knights of Columbus
McGehee moved, Laliberte seconded, approval of the Knights
of Columbus Bottle Club License application as submitted, for the period of
April 1, 2013 through March 31, 2014.
Approve General Purchases and Sale of Surplus Items In Excess of
Councilmember Laliberte thanked Finance Director Miller for
reformatting this report to include an additional column indicating budgeted
versus capital items.
Acting Mayor Etten concurred; as well as reiterating
appreciation for reformatting the check register.
McGehee moved, Laliberte seconded, approval of the submitted
list of general purchases and contracts for services presented as follows:
Budget / CIP
Ess Brothers & Sons, Inc.
Manhole castings & repairs
Contract mowing, weeding & treating – various areas
– per low bid
Split rail fence replacement
South McCarron’s Blvd. – per low bid
Ford F-350 replacement
State Bid Contract
O’Hara Ranger Chevrolet
Chevy Suburban 4 x 4
Cisco SmartNet Maintenance
Annual licensing, hardware, software support and upgrades
a. Adopt a
Zoning Text Amendment that Adds Limited Processing and Production to the
Regional Business District’s Permitted Uses
City Planner Thomas Paschke summarized the request for the
text amendment, based on findings since adoption of the Comprehensive Plan and
Zoning Code updates, as detailed in the RCA dated March 11, 2013.
Mr. Paschke noted that several property owners had brought
to staff’s attention conflicts with existing land use and zoning issues that
were occurring and limiting or discontinuing business reinvestment at their
specific properties. Mr. Paschke advised that these concerns were in their
ability to market building leases for non-conforming issues, and hesitancy of
property owners in making significant reinvestment for properties deemed
non-conforming. Mr. Paschke displayed a map defining some of those areas of
concern. Mr. Paschke referenced current definition in City Code for Limited
Production and Processing (lines 59-64 in the RCA), and staff’s recommendation,
with 6/0 support of the Planning Commission, for amending Table 1005-1 of the
Commercial/Mixed Use District to allow those defined uses as permitted uses within
the Regional Business District.
Councilmember McGehee questioned the benefit to make this
change to what the Comprehensive Plan Steering Committee apparently recommended
as the direction in which the City should move forward, other than an alleged
desire or feeling that owners can’t reinvest in their property, when those
property owners were not being asked to discontinue their current activities.
Mr. Paschke clarified that the Comprehensive Plan update had
not contemplated every use, but had provided a broad document based on general
discussions and preferred generic uses guiding particular zoning districts; and
addressing select areas if they had come to the group’s awareness. However,
Mr. Paschke noted that this, and several other areas, had not received that
type of analysis or specific discussion of uses (e.g. business versus
Councilmember McGehee stated that she did not feel
comfortable with the wording “generally” and questioned what that terminology
meant from a legal perspective and whether there would be a problem enforcing
City Attorney Gaughan advised that there was no legal
definition of the word “generally.” In his reading of that language, City
Attorney Gaughan opined that the last line relates to the previous sentence,
and appeared to provide enough specificity; that generally processing raw
materials would be incompatible with an office park use. In response to
Councilmember McGehee’s question, Mr. Gaughan suggested that if she was
uncomfortable with “generally disruptive” terminology, this represented not a
legal question but more of a policy decision on the part of the City Council
Councilmember McGehee questioned what, if any, legal problem
there would be in leaving the definition as currently written, with businesses
continuing to operate as legal, non-conforming uses, for those uses
City Attorney Gaughan advised that he was not aware of any
Councilmember McGehee questioned if those businesses didn’t
have the ability to come before the City Council for specific approvals if they
wished to expand.
Mr. Paschke advised that the definition under discussion is
already included in City Code, and the only amendment being sought was to
include “Limited Production and Processing” as a permitted use in Regional
Business Districts by adding it to Table 1005-1. Mr. Paschke advised that he
was unaware of any legal process by which the City Council could permit a
pre-existing, non-conformity to expand without changing the Zoning Code
accordingly. Based on past discussions with property owners in the community,
a non-conforming use immediately brought up red flags for them in their ability
to reinvest significantly in their buildings. Mr. Paschke noted that these
buildings were very sturdy, but designed differently than many others in the
Regional Business District; and with many of those businesses at a crossroads
in developing or redeveloping their business models, this would provide them
with a bridge to allow expansion, without giving anyone cart blanche to expand.
Councilmember McGehee opined that by making this a permitted
use, it would give them permission to expand, with the entire area potentially
moving toward Light Industrial versus Regional Business.
Community Development Director Patrick Trudgeon noted the
current difficulty an existing business to expand as a non-conforming use and
for the City to encourage and promote future changed guided by the
Comprehensive Plan and support local businesses wanting to grow. Mr. Trudgeon
spoke in support of the proposed text amendment to accommodate some of those
proposed uses rather than to change the entire zoning district that could
indeed create that area changing into Light Industrial versus the preferred
Regional Business District. Mr. Trudgeon addressed the reality that only some
of the buildings in that District were set up to take that type of use; and one
of staff’s concerns was the ability of some of those non-conforming uses being
able to continue building their businesses in the community, based on their
inability to reinvest in that property. Mr. Trudgeon noted that the property
owner was faced with little incentive if unable to expand the building, which
would ultimately create further decline and deterioration of the area as had
been seen in other areas of Roseville.
If Councilmembers were uncomfortable with this text
amendment, Mr. Trudgeon suggested that another option would be for staff to
explore more standards or making it a Conditional Use, so when existing
businesses want to expand, there could be a process in place vetted by staff,
the Planning Commission, the public, and City Council on a case by case basis.
If that was the preference, Mr. Trudgeon advised that staff could bring that
option back for future discussion.
At the request of Councilmember Laliberte, Mr. Paschke
clarified that Har Mar was zoned Community Business, not Regional Business;
with Target zoned Regional, as well as some other retail areas. Councilmember
Laliberte noted her concern with reviewing those Regional Business areas near
residential zoned areas.
Councilmember McGehee stated that she’d be very happy with
something allowing a fairly reasonable and smooth process for an existing
business having demonstrated that it operates well within this area to come
forward and ask to expand or enlarge their business. However, Councilmember
McGehee advised that her concern was if this was a Conditional Use, it would
run with the land and could prove more problematic down the road. If the City
of Roseville should decide at some point to move that area as another outrigger
of Rosedale, then all those properties with Light Industrial Conditional Uses
would be able to retain that classification. Councilmember McGehee expressed
her hope that staff could come up with another option, without limiting
people’s options, but avoiding a Conditional Use that may not preclude another
business that could prove less desirable for the City.
Mr. Paschke cautioned that the City’s Zoning Codes must be
transparent across the board, and not specific to a particular business owner.
Mr. Trudgeon noted that an Interim Permit was too short in
term with business owners hesitant to make significant improvements based on
that short term, and a Conditional Use too long term and opening the door for
less desirable businesses allowed. However, Mr. Trudgeon advised that staff
would give the issue more thought for other options.
Councilmember Laliberte expressed appreciation to staff and
the Planning Commission for the amount of work they’d already invested in this
issue. Being new to the City Council, Councilmember Laliberte advised that she
had reviewed previous conversations, and was comforted to know that no Regional
Business Districts were adjacent to residential neighborhoods. However,
Councilmember Laliberte expressed concern that, with light production, more
truck traffic would be evident, and questioned how that would be addressed.
Mr. Paschke advised that, typically with light industrial
uses, there was not a significant amount of truck traffic, and that was usually
less than retail uses. However, Mr. Paschke advised that staff would review
that concern as well.
Acting Mayor Etten noted that a business would currently be
operating already, and there would typically not be an increase in truck
traffic now or in the foreseeable future.
Councilmember Laliberte offered her recognition in the need
for consistency and getting language to be in concert with the rest of the
Councilmember McGehee suggested expanding the definition to include something
about truck traffic.
Councilmember Laliberte noted that this definition already
existed; and saw no rationale in changing the definition for that specific area
Mr. Paschke concurred, noting that the only intended
amendment was in changing the table for limited production and processing to be
a permitted use.
While noting that there were existing businesses awaiting
action on this text amendment to make business improvements, Mr. Trudgeon suggested
that staff return with this item at a later date with possible options that
would allow a greater comfort level by the body.
Councilmember Laliberte stated that she was comfortable
moving with this today as recommended by staff and supported unanimously by the
City Attorney Gaughan advised that, since the full body was
not available tonight, this could create a problem for enactment of the Zoning
Amendment, as it needed a super majority vote of the entire City Council; and
with only three (3) members available for the vote, it would therefore require
a 3/0 vote.
Under those circumstances, Councilmember Laliberte suggested
tabling action and returning the item to staff for revisiting by the full body.
Laliberte moved, McGehee seconded, TABLING the proposed text
amendment to Title 10 of the City Zoning Ordinance, to a date uncertain.
b. Adopt a
Zoning Text Amendment Creating a Definition for Limited Warehousing and Distribution
and Permitting as Permitted and Conditional Uses within the Regional Business
and Office/Business Park Districts
City Planner Thomas Paschke summarized the request for this
text amendment, based on findings since adoption of the Comprehensive Plan and
Zoning Code updates, as detailed in the RCA dated March 11, 2013. Specific to
this text amendment, Mr. Paschke noted that the request was for creation of a
definition for “Limited Warehousing and Distribution” (lines 104-108 of the
RCA) as a Permitted and/or Conditional Use in Regional Business and Office/Business
Park Zoning Districts (Tables 1005-1 and 1006-1, lines 109-113 of the RCA).
However, Mr. Paschke suggested that it may be a moot point,
since the previous text amendment had been tabled.
Discussion included clarification for allowance of vehicles
versus trips; potential areas of impact as displayed on the map; and
clarification by City Attorney Gaughan that the same super-majority vote would
be required for this issue as well.
Laliberte moved, McGehee seconded, TABLING this proposed
text amendment to Title 10 of the City Zoning Ordinance, to a date uncertain,
in conjunction with the previous agenda item.
Acting Mayor Etten recognized a number of students from
Metropolitan University attending tonight’s meeting, and welcomed them.
Annual Reports for Community Development’s Land Use Code Enforcement and
Neighborhood Enhancement Program Activities in 2012
Codes Coordinator Don Munson provided this update, and introduced
Brian Kaufland, the City’s new Code Officer, former Neighborhood Enhancement Program
(NEP) Inspector, but now moving to the Land Use/Complaints program.
Mr. Munson provided highlights and trends for the 2012 the
Land Use Code Enforcement Program (blue pages) and then the same for the 2012
NEP (yellow pages). Mr. Munson provided common types of nuisance violations; city-wide
locations of those violations, with no pocket areas in evidence; a total of
twenty-four (24) accelerated abatements in 2012 (e.g. mowing/shoveling) mostly
found on foreclosed properties; and sixteen (16) abatement cases initiated,
with six (6) of those cases resolved before coming forward for a public
hearing; and ten (10) presented to the City Council; and zero court citations
issued. Overall, Mr. Munson opined that both code enforcement areas showed
encouraging trends and diminishing issues.
Mr. Munson reviewed the program’s goals: to provide a
proactive response to citizen concerns; maintain the livability of residential
neighborhoods; and maintain property values. Mr. Munson provided a comparison
of properties inspected from 2008 to-date; common violations and 2012 typical
cases (e.g. commercial uses in residential zones, grass untended, junk and
debris in yards, outside storage, general property maintenance, and
Number of Properties Inspected
2008 = 1900
2009 = 3159
2010 = 4232
2011 = 4388
2012 = 5028
Mr. Munson reported that the NEP found great and responsive
resolution, with 91% of public nuisances were closed within twenty (20) days,
and the other 11% percent closed within forty (40) days. Mr. Munson noted that
there was only one unresolved case for 2012, and that was a timing issue for
painting that would be addressed by the property owner in the spring of 2013.
Mr. Munson reported on the rate of violations continuing a
steady decline, indicating that the NEP was having the desired, community-wide
Rate of Violations Observed
2008 = 8%
2009 = 6%
2010 = 4%
2011 = 4%
2012 = 3.5%
Mr. Munson advised that the 2013 NEP would be expanded to
focus on multi-family residential properties and commercial/industrial
properties, anticipating approximately 600 properties to be inspected. Mr.
Munson advised that similar issues (e.g. exterior building maintenance, site
maintenance such as light poles rusted, grass untended, dead vegetation,
outside storage, fence disrepairs) would be addressed as those previously
identified with single-family residential properties. Since this area is new,
Mr. Munson noted that staff anticipated a larger scope of education for
At the request of Councilmember McGehee, Mr. Munson
clarified that the commercial/industrial property NEP would be somewhat
different than residential areas, as staff would also be allowed access into
parking lots for inspections, and anticipated knocking on doors and talking
with people, creating a more intensive program to provide education, as previously
At the request of Councilmember McGehee, Mr. Munson assured
Councilmembers that staff anticipated completing all six-hundred (600)
properties in 2013, since they typically did approximately 5,000 residential
properties annually, but reiterating that this commercial/industrial inspection
would be more intensive from an educational and outreach standpoint.
Councilmember Laliberte expressed her pleasure in seeing the
declining code enforcement violations, indicating people were taking care of their
properties, even with economic and workforce issues and limited resources.
Councilmember Laliberte noted the value for everyone in all participating in
preserving everyone’s property values.
Mr. Munson concurred, noting that this was in no small part
due to ongoing education.
At the request of Acting Mayor Etten, Mr. Munson confirmed
that the same part-time inspection staff resources formally used for the
residential NEP would now be applied to multi-family and business property
inspections. Mr. Munson advised that after this year’s commercial inspections,
they would return to residential inspections, and attempt to alternate those
inspection cycles to keep compliance in check.
From his experience campaigning last fall before election,
Acting Mayor Etten noted the complaints he’d received regarding their receipt
of violation notices when they were in the process of performing their fall
yard work from one weekend to the next. Acting Mayor Etten asked that staff be
cognizant of those situations and allow leeway for trailer storage and
Mr. Kaufland assured Councilmembers and the public that
staff was cognizant of those situations, and observed properties, generally
giving people ten (10) days for remedy, since each inspection allowed staff to
be in those neighborhoods for a three (3) week period.
On a related noted, Councilmember McGehee opined that there
were a number of inequities in current City Code that kept coming up for
discussion, but without subsequent action (e.g. trailers stored on lots in
front rather than back or side yards; boat and small trailers stored on
residential lots; and large recreational vehicles as well).
Mr. Munson advised that staff was aware of those inequities
and would attempt to address them in the future.
Meeting with Housing and Redevelopment Authority (HRA)
HRA Board Members present: Chair Dean Maschka; Members Bill
Masche; Sue Elkins; and Kelly Quam; and RHRA Executive Director Patrick
Chair Maschka reviewed the two (2) most significant and exciting
undertakings of the HRA at this time: redevelopment of the Dale Street Fire
Station, and research and review of a multi-family rental housing licensing
policy for the City of Roseville.
Specific to the Dale Street Fire Station redevelopment, Chair
Maschka announced the upcoming public workshops or neighborhood gatherings,
with a final report anticipated for delivery to the City Council in early to
mid-summer of 2013. As part of this steering committee, the Corridor
Development Initiative (CDI), Chair Maschka expressed the HRA’s enthusiasm for
this public-driven process, as detailed in the RCA dated March 11, 2013.
Specific to the proposed multi-family rental housing
licensing program (Attachment B) and property classifications, as detailed in
the RCA, Chair Maschka asked that the City Council also consider receivership
as another potential option for those properties unable to be addressed
At the request of Councilmember McGehee, Chair Maschka noted
one area of significant concern that may require such an option was in the
southeast area of Roseville. Chair Maschka noted, with concurrence by City
Attorney Gaughan, that this option would require further review for enactment
of an ordinance to provide such an enforcement option if no other resolution
appeared to suffice, and had proven successful by some communities as the
“ultimate hammer” in achieving compliance.
At the request of Councilmember Laliberte, Chair Maschka
confirmed that this allowed compliance without displacing tenants, allowing
them to remain while the property was in receivership. Chair Maschka provided
several examples, including the City of New Brighton and their work with social
service agencies to deal with some of their problem properties.
Acting Mayor Etten spoke in support of those efforts by the
City of New Brighton, noting that those social services were not just offered,
but specific need meetings were actually held in the problem buildings, and
involved schools as well.
At the request of Acting Mayor Etten that an additional
column be included to deal with such an option; Chair Maschka advised that the
HRA had held preliminary public discussions to-date, and noted that such an
option would be through a staged process, and only for worst-case scenarios
ultimate to prevent displacements.
Acting Mayor Etten suggested further direction from the City
Council to the HRA to provide that assurance that the health, welfare and
quality of housing for all Roseville citizens were being met. Acting Mayor
Etten expressed appreciation for the thoughtful ways the HRA had addressed the
Chair Maschka advised that the HRA discussion to-date had
focused on how to address the real problem properties, while rewarding good
Councilmember McGehee spoke in support of further research
and having the receivership option in the toolbox.
Councilmember Laliberte requested additional information on
how social services could be introduced to applicable properties, based on the
demographics and populations of those buildings and how and when they may be
Chair Maschka advised that he had spoken to Bob Johnson of
the New Brighton Public Safety Department, who had offered to talk to the HRA
and City of Roseville about the program. Chair Maschka noted that Northwest
Youth and Family Services (NYFS) and School were also involved, and that the
New Brighton program had been nationally recognized.
Councilmember Laliberte spoke in support of anything that
would make things better and find a resolution for the properties in the
southeast section of Roseville, especially given the number of children in
Chair Maschka reiterated the HRA’s intent to reward good
properties and strongly address those not in compliance.
In response to a comment by Councilmember McGehee related to
rental licensing, HRA Member Masche noted the very nature of normal
deterioration of many of the multi-family buildings built in the 1950’s and
1960’s; and of concern to a number of those HRA members having served for a considerable
amount of time. During that time, Member Masche noted that the HRA had seen
this licensing issue come and go; and while registration was now in place,
licensing still had not been adopted. Now, with this next step as proposed,
Member Masche expressed the excitement of the HRA in being able to address the
part of their role in protecting and enhancing Roseville properties in
conjunction with the City Council. Based on the age of many of those
multi-family properties, Member Masche opined that this was a reasonable
reaction for all residents in Roseville to address those few properties not
being maintained. Member Masche reiterated his excitement for the proposed
licensing program, and expressed his hope that it could now move forward.
Councilmember McGehee thanked the HRA for their work;
opining that these were both exciting programs and tremendous assets for the
community to make it better. Councilmember McGehee expressed her excitement
about the process being used in developing the Dale Street site, and the
invitations sent out throughout the community to provide that information; and
her anticipation for its success and civic engagement.
In addressing outreach to the southeast section of
Roseville, Acting Mayor Etten asked that consideration be given for whatever
avenues were available to provide information to that population in their
native language to make it possible for those residents to connect to the City
and to include people in a way they can understand and communicate back to the
City as well.
Chair Maschka expressed the HRA’s excitement in getting both
projects started; specifically the Dale Street project. However, he cautioned
that it would prove an interesting project, but unfortunately come down to
dollars in the end.
Award a Contract to PerfectSoftware for Human Resources
Information System (HRIA) Services for 2013 – 2015
Human Resources Manager Eldona Bacon presented a summary of
a web-based human resources system that would allow for paperless transactions
and recordkeeping, electronic tracking and analysis, as well as remote access,
as budgeted for in the 2013 budget in an amount estimated at $40,000.00. Ms.
Bacon reviewed initial costs as well as ancillary costs thereafter estimated at
approximately $20,000.00 - $25,000.00 annually.
Discussion included clarification for the minimum 225
employee costs without increased costs for fewer employees; anticipated receipt
of the Springsted employee compensation study results in the near future;
clarification that this HRIS would house employee data, with the compensation matrix
a separate study beyond this system; manual input versus electronic input and
limited potential efficiencies other than providing more analytical
decision-making with someone still having to enter the employee data and not
freed up to do other duties; and anticipated additional cost of $1,250.00 for
the ongoing employee benefit component if it was programmed to interact
electronically with each insurance provider; and $.60 per employee per month
(based on 175 employees) for recurring processing.
At the request of Acting Mayor Etten, Ms. Bacon clarified
that it was her understanding that, if the City changed carriers, it would
incur that cost each time.
At the request of Councilmember Laliberte, Ms. Bacon advised
that she continued to research whether that cost would be from PerfectSoftware,
as well as the current employee healthcare provider, HealthPartners.
At the request of Acting Mayor Etten, Ms. Bacon advised that
the information available would not allow access by all employees, but would be
controlled by the administrator(s) of the software depending on each party’s
authorization to access information.
At the request of Councilmember McGehee, Ms. Bacon clarified
that only the employee benefits initiated through the City would be accessible,
no claims history or medical records.
Councilmember McGehee opined that there seemed to be a
number of opportunities for significant and ongoing costs above and beyond the
annual $25,000.000 figure.
Ms. Bacon advised that staff and the City Attorney were
anticipating negotiation of a three (3) year contract that would minimize those
At the request of Councilmember McGehee, Ms. Bacon advised
that, at the direction of the body, staff could return after those negotiations
with that three (3) year, fixed cost for the contract period.
Having worked on the managerial side with a similar system,
Councilmember Laliberte noted the potential time savings. However,
Councilmember Laliberte expressed her concern with the ongoing cost for the
program after initial setup, and expressed her hesitancy in authorizing staff
to move forward without having the actual cost available from HealthPartners,
as well as the unknown quantity if and when changing carriers.
At the request of Councilmember Laliberte, Ms. Bacon advised
that the City had been with the current provider, HealthPartners for five (5)
years. Ms. Bacon noted that the carrier costs could be addressed as an option,
and without those carrier links, the cost for warehousing data would be $7.25
per employee. If that were the case, Ms. Bacon advised that she would continue
to do benefits online, but she would download that data and manipulate files
and print them out to ship to the carriers. With that as one feasible option,
Ms. Bacon suggested that this shouldn’t be a primary concern in considering the
overall system and its potential efficiencies.
Councilmember McGehee noted her initial interest based on
the ability to quickly pull data together and generate reports to the City
Council in a more timely manner (e.g. during contract negotiations). For every
piece eliminated from the package, Councilmember McGehee opined that this would
just further delay availability of receiving that information for
decision-making and cause staff to have to generate reports manually. From her
perspective, Councilmember McGehee opined that this was an important piece of
Acting Mayor Etten stated that he didn’t see it that way,
since once the data was processed and an employee record updated into the main
database, staff should still be able to produce the information, whether
manually or sent off automatically for Ms. Bacon’s review and processing.
Ms. Bacon concurred to a certain extent; however, she
reviewed the current redundancies in entering employee benefit data into an
Excel spreadsheet, then submitting that to the Payroll Department, with dual
time spent getting the information submitted and then charged back to the
City Manager Malinen reviewed the initial budgeting of
$40,000.00 in 2013 for an HRIS, with an additional $20,000.00 anticipated from
reserves annually for ongoing maintenance; and that $20,000.00 thereafter as a
subsequent and ongoing annual levy cost.
At the request of Councilmember Laliberte, Ms. Bacon
clarified that this software program had a payroll function; however, it would
mean that the current Springbrook software system used by the system could no
longer be used. In her consultations with the Finance Department, Ms. Bacon
advised that it would be difficult and a financial loss since the Springbrook
software had just been updated by the City/
At the request of Councilmember Laliberte, Ms. Bacon
concurred that there may still be some compatibility functions for exporting
data with staff hoping to integrate them as much as possible; with not all
records necessary for exporting, but basic employee data and compensation
As Councilmember Laliberte continued to find staff resource
savings through the employee actually entering their data, Ms. Bacon clarified
that the only real time savings would be found during open enrollment time.
Further discussion included administrative users and
training; and how the additional annual cost of $600.00 per additional user was
defined, with Ms. Bacon clarifying that initially two (2) administrative users
were anticipated (Ms. Bacon and City Manager Malinen) and any additional
training applicable to anyone else having administrative rights, such as if
specific manipulation was required for one department at a separate cost (e.g.
Fire or Police Department-specific items). Ms. Bacon advised that training was
done by an eight (8) hour session via web; and she would then have the
responsibility for training each staff member in use of the system.
At the request of Councilmember Laliberte as to whether
Springbrook would charge for interfacing between them and PerfectSoftware,
Finance Director Miller advised that they would do so. Mr. Miller anticipated
an initial cost for writing an interface program at approximately $3,000.00;
and typical annual maintenance costs at 20-25%, or $500.00-700.00 annually.
Acting Mayor Etten opined that this seemed to be the best
use of the system, if those two software programs could be interfaced.
Mr. Miller advised that PerfectSoftware to Springbrook would
only be a one-way communication; and that Springbrook would not talk back, so
most of the staff time required would be from the Human Resources side.
Ms. Bacon advised that PerfectSoftware was aware that
negotiations were forthcoming if the City Council approved tonight’s requested
Laliberte moved to TABLE action on this request.
Councilmember Laliberte opined that there were not enough
firm numbers to take action tonight. While not disagreeing that a system such
as this was needed, Councilmember Laliberte expressed concern with the pending
negotiation of fixed amounts, and clarification of additional interface and
ongoing maintenance numbers from other entities; causing her hesitancy in
moving forward with a moving target.
City Manager Malinen suggested that, if the majority felt it
would be beneficial to move forward, it could direct staff to complete
negotiations with the preferred vendor, and return to the City Council with an
estimated contract for their consideration.
Councilmember Laliberte clarified that she would want it to
come back before the body with that information.
Due to the lack of a second, Acting Mayor Etten declared the
McGehee moved, Etten seconded, authorizing staff to
negotiate a minimum three (3) year contract with PerfectSoftware for HRIS
services; identifying all options and components; and bringing that information
back to the City Council for their review and consideration at a future
Acting Mayor Etten clarified that the intended direction to
staff was for negotiation and confirmation of all components, including the
cost to interface with HealthPartners and Springbrook.
At the request of Ms. Bacon, Councilmember Laliberte
clarified that she was also looking for one time and annual carrier interface
Award the Sale of 2013 Refunding Bonds
Finance Director Chris Miller briefly summarized the sale of
the City’s 2013 refunding bonds, as detailed in the RCA dated March 11, 2013;
and introduced Ms. Terry Eaton of Springsted, Incorporated, the City’s bond
A bench handout was provided, consisting of the Bid Sale Summary
Results, attached hereto and made a part hereof.
Terry Eaton, Springsted Incorporated
Ms. Eaton provided the very favorable results of the bond
sale; opining that it had proven to be great timing in the market. Ms. Eaton
reviewed the total of nine (9) bids received, with one syndicate bid received,
making an actual total of twenty-five (25) financial institutions bidding. Ms.
Eaton advised that the issue had been very well-received in the marketplace;
and the results were that the refunding term would be shorter than the initial
bond that had six (6) years remaining. Ms. Eaton reviewed an interest rate to
2019 at 0.799% and savings largely resulting from the remaining coupons and
interest rate on bonds that had been considered low when initially issued at
3.69%. Since the bonds are not callable until 2014, Ms. Eaton advised that the
savings would begin in 2015 and subsequent years. Ms. Eaton advised that this
would result in an approximate savings of $317,000 for the City, higher than
originally estimated, with the sale outperforming the marketplace, and a twenty
(20) year low continuing. Ms. Eaton noted that the City of Roseville took
advantage of an opportunity to cash in on some low interest rates; and
recognized Finance Director Miller for his command of the fact as he spoke with
various ratings agencies, and from her perspective in listening in to those
conversations, opined that he had done a great job. In addition to this savings,
Ms. Eaton advised that the original bond issue of $4,145,000 would be reduced
Laliberte moved, McGehee seconded, adoption of Resolution
No. ___ (Attachment A) entitled, “Resolution Accepting Proposal on the Sale of
$4,145,000 General Obligation Municipal Building Refunding Bonds, Series 2013A,
and Levying a Tax for the Payment Thereof.”
2012 City Council Strategic Directives
Finance Director Chris Miller provided a summary of 2012
City Council Strategic Directives and their connections to Strategic Plan
directives, as outlined in the RCA dated March 11, 2013, and Attachments A and
B. Mr. Miller advised that these were all critical pieces for the upcoming
budget process, with the directives driving the Strategic Plan, which drove the
Budget; and all included as part of the overall Performance Management Program.
Councilmember McGehee expressed her interest in receiving
input from newly-elected Councilmembers Laliberte and Etten.
Acting Mayor Etten opined that the information appeared to
be fairly limited; and expressed his confusion with those items whose status
was listed as “ongoing,” and those with a status of “completed.” Acting Mayor
Etten opined that this allowed for some further discussion, since many of those
things had not yet been acted upon by the City Council, while some had been.
As an example, Acting Mayor Etten addressed Community Aspiration #4 (page 3) in
conjunction with the previous HRA discussion tonight. Acting Mayor Etten
referenced other items identified as new costs to the budget that had yet to be
discussed by the City Council in full detail, nor had a briefing by staff (e.g.
patrol officers in commercial areas), but had only been discussed in a broad
sense, but not fleshed out and discussed as part of a realistic budget item.
Councilmember Laliberte added to Acting Mayor Etten’s
comments, stating that while she understood the strategic directives on paper,
all of which sounded great and what was supported, she also had similar
concerns to those expressed by Acting Mayor Etten, in how to determine which
programs fall under those directives, or which tactics may not be an actual
program, but receiving support for completion of them.
Councilmember McGehee questioned how Councilmembers Etten
and Laliberte wished to proceed, since these documents would be driving
decision-making this year; and one of her goals was that they both have input
into the Strategic Planning process and directives. If the information
remained incomplete, Councilmember McGehee suggested that Councilmembers Etten
and Laliberte work offline or provide direction to staff on information they
still needed, or if there was something the prior Councilmembers had missed or
if there was something they didn’t agree with.
At the request of Acting Mayor Etten, Finance Director
Miller advised that staff’s intent for tonight was to provide this summary of
City Council directives to-date for Councilmembers Etten and Laliberte to gauge
whether they had any new directives to add, based on that talking point by the
City Council several weeks ago. If these were the directives that the City
Council majority wished to guide the budget process, or if there were any
directives that had been overlooked or needed reconsideration, Mr. Miller
advised that this was an opportunity to provide that input. Recognizing that
Councilmembers Etten and Laliberte were seeking additional detail, Mr. Miller
advised that those initiatives and the Strategic Plan details would be coming
before them at the next meeting; and this summary should be reviewed by them in
concert with the Strategic Plan document narrative including specific action
plans to accomplish strategic directives.
At the request of Acting Mayor Etten admitted that, while
appreciating the further information, he still didn’t understand where the
process was at in the full spectrum, with some directives approved and some
not, while others were at some level of motion. Acting Mayor Etten concurred that
a potential $2.3 million increase in tax-supported initiatives proposed for
2014 was beyond significant.
City Manager Malinen reviewed the budget process to-date,
noting that the Strategic Plan put forward by Finance Director Miller would
identify where funding has been applied to further those initiatives, while
many of the remaining $2.3 million are not expected to be feasible. As part of
the budget process and reassessing priorities, Mr. Malinen noted that the start
was to have these discussions, with the City Council making the ultimate
decisions about those initiatives, including inflationary impacts. Mr. Malinen
noted that, when the initial budget process was started, it was set up for two
(2) biennial cycles based on the existing work plan information; with
short-term goals addressed in the first biennial cycle, and long-term goals
addressed in the second biennial cycle. Right now, Mr. Malinen advised that
with the information presented, it was now time to affirm or reaffirm those
initial goals and develop a mechanism for newer Councilmembers to have
individual input in them. Mr. Malinen advised that the work done to-date
hopefully met those strategies and actual implementation. However, he noted
the need for further discussion and refinement over the next few months; with part
of that exercise being to take new initiatives and align them in order of
importance for a priority-based budget; with how to sort them being a major
part of this budget process.
Councilmember Laliberte expressed her appreciation for that
further explanation from City Manager Malinen. Councilmember Laliberte
referenced the revised budget calendar from Finance Director Miller, and
advised that she needed more time to review this most recent information with
the Strategic Plan, available in various formats (e.g. website, cd and paper).
Councilmember Laliberte advised that she would address her questions to staff
and in consultation with Councilmember Etten outside the meeting.
Acting Mayor Etten recognized the need to review the
directives with the Strategic Plan as a whole to inform decision-making and the
budget process; and advised that he would spend the next week doing so in
consultation with staff as needed.
Finance Director Miller confirmed that the March 18, 2013
City Council meeting would provide for a review of the Strategic Plan itself.
Mr. Miller encouraged individual Councilmembers to contact staff for any
strategic plan details they needed, advising that each Department Head was
available to provide additional information. Mr. Miller noted that staff was
open and encouraged more individual City Council contact with staff when it
came to prioritizing budgeting and the process itself; and was ready, willing
and able to serve as a resource for them.
b. Discuss League
of MN Cities/Metro Cities Legislative Policy
City Manager Malinen provided a brief summary of options for
City Council consideration and potential support of specific legislative goals
of the League of Minnesota Cities and/or the Metro Cities lobbying group.
Councilmember McGehee stated that she had no interest in
reading the extensive platforms or either group; and therefore would not
support something she was unfamiliar with, but remained willing to talk about
individual legislative efforts, but not from a blanket perspective. However,
Councilmember McGehee questioned if this discussion was prudent with only a
portion of the body available.
Councilmember Laliberte also stated that she did not support
blanket approval of both parties, and displayed copies of the extensive agendas
of both legislative bodies. Councilmember Laliberte referenced Councilmember
Willmus’ strong feelings about some of that legislative agenda; and suggested a
quick discussion at a future meeting of the body.
Acting Mayor Etten noted that there had been a number of
items already tabled from tonight’s meeting for future agendas.
City Manager Malinen noted that one of the areas of concern
for Councilmember Willmus was extension of Housing Improvement Areas (HIA) and
identified in Fiscal Futures #26. However, City Manager Malinen defended their
use as simply one tool, if and when applicable, for a city to help multi-family
Councilmember Laliberte recalled at least two other concerns
of Councilmember Willmus, including requests by citizens for data information
and the local option sales tax.
Councilmember McGehee stated that she was not sure of her
support for maintaining government databases.
Councilmember Laliberte and Acting Mayor Etten concluded
that this item should be deferred for the full body to review.
McGehee moved, Laliberte seconded, TABLING this item until
the March 18, 2013 regular City Council meeting.
City Manager Malinen reviewed upcoming agenda items.
Acting Mayor noted one interview had been rescheduled for
March 18, 2013, from tonight’s interview schedule; and noted the significant
number of items tabled from tonight’s meeting that may need deferred to later
dates based on time available on March 18th.
City Manager Malinen advised that staff would review
schedules for upcoming meetings at their weekly department head meeting
tomorrow morning, and address potential alternative dates.
Councilmember McGehee asked that, after that meeting, staff
provide an e-mail update on where those items would fall on future meeting
Laliberte moved, McGehee seconded, adjournment of the meeting
at approximately 9:55 pm.