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Council Meeting Minutes
January 13, 2014
1. Roll Call
Mayor Roe called
to order the Roseville City Council regular meeting at approximately 6:00 p.m.
and welcomed everyone. Voting and Seating Order: Willmus; Laliberte; Roe; and McGehee.
City Attorney Mark Gaughan was also present. Mayor Roe noted that
Councilmember Etten had previously advised that he would be unable to attend
tonight's meeting due to a work-related commitment.
2. Approve Agenda
As a member of
the prevailing side of the vote at the previous meeting regarding opening up
applications for the current Councilmember seat on the Housing &
Redevelopment Authority (HRA) to the public, Mayor Roe advised that he would be
making a motion to reconsider that action and subsequent vote to retain that
one seat to be filled by appointment from the City Council.
Willmus seconded, to reconsider the previous vote to open the HRA seat to the
Ayes: Willmus; Laliberte; McGehee; and
Mayor Roe, with
Council consensus, moved this item to Business/Action Items, 13.c. entitled,
"Reconsider HRA Appointment of Councilmember."
McGehee requested removal for a question or comment of Consent Item 7.e
entitled, "Adopt a Resolution to Accept the Work Completed and Authorize Final
Payment on the Fairview Pathway Project (a/k/a Northeast Suburban Campus
Connector Bike/Pedestrian Project."
Councilmember Laliberte requested removal for a question or comment of Consent
Items 7.c and 7.f respectively entitled, "Approve General Purchases and Sale of
Surplus Items in Excess of $5,000;" and Request by Meritex Enterprises, Inc.,
Owner of the Industrial Property at 2280 Walnut Street, for Approval of a Final
Plat of the Existing Outlot in Preparation for Development."
member of the public also had a question on Consent Item 7.c and requested its
removal for that question to be heard.
McGehee moved, Willmus
seconded approval of the agenda as amended.
Ayes: Willmus; Laliberte; McGehee; and
3. Public Comment
Mayor Roe called
for public comment by members of the audience on any non-agenda items. No one
appeared to speak.
Communications, Reports, Announcements and Housing and Redevelopment Authority (HRA)
Receive Report of Interim City Manager Performance Evaluation
Mayor Roe provided
a summary of the City Council's conclusions regarding the evaluation of Interim
City Manager Trudgeon. Mayor Roe noted the difficult task Mr. Trudgeon had
stepped into with the situation and timing, as well as him not having served as
a City Manager previously. Mayor Roe advised that the City Council had felt
that overall Mr. Trudgeon responded well to City Council requirements, along
with staff and public interests; while identifying some areas for improvement
given those circumstances. Mayor Roe expressed his and the City Council's
appreciation of the job performed by Mr. Trudgeon in that role.
Donations and Communications
announced an upcoming event that may be of interest to Roseville residents,
with additional information available at City Hall by phone, in person or on
the website; specifically an upcoming Human Rights Commission-sponsored
community conversation on immigrant experiences in Roseville.
Laliberte announced an upcoming Open House sponsored by Metro transit related
to future rapid transit bus options from Rosedale to the Hiawatha/46th
Street Station in Minneapolis. Specific to her role as Roseville City Council
Liaison to this Rapid Transit group, Councilmember Roe noted that several
meetings of four originally scheduled had been cancelled or rescheduled, making
the proposed February meeting only the third of four meetings held to-date.
Proclaim Martin Luther King Jr. Day
Mayor Roe read
a proclamation declaring January 20, 2014 to be Martin Luther King Jr. Day in
the City of Roseville, urging all citizens to join together to recognize,
praise and honor the efforts of Rev. Dr. Martin Luther King, Jr.
Willmus moved, McGehee
seconded, proclaiming January 20, 2014 to be Martin Luther King Jr. Day in the
City of Roseville,
Laliberte; McGehee; and Roe.
6. Approve Minutes
Approve Consent Agenda
There were no additional
changes to the Consent Agenda than those previously noted. At the request of Mayor
Roe, Interim City Manager Patrick Trudgeon briefly reviewed those items being
considered under the Consent Agenda.
Laliberte noted the number of T-Mobile cell phones used by the City, and given
the number of changes to their services and contracts, asked that staff review
that use and whether they provided the best option for the City to continue
McGehee moved, Willmus
seconded, approval of the following claims and payments as presented.
72520 / 72565
Willmus; Laliberte; McGehee; and Roe.
Approve Business Licenses & Other Licenses & Permits
McGehee moved, Willmus seconded, approval of business license
applications for the period of one (1) year, for the following applicants:
Type of License
Highland Sanitation &
P. O. Box 10; Vermillion, MN
Solid Waste Hauler
Kelly Montague; Massage Xcape
1767 Lexington Avenue
Rod Petroleum, Inc., d/b/a
2163 Snelling Avenue
Cigarette / Tobacco
Adopt a Resolution to Accept the Work Completed, Authorize Final
Payment and Comments the One-Year Warranty Period on the Twin Lakes Infrastructure
Improvements - Walmart Project
McGehee moved, Willmus
seconded, adoption of Resolution No. 11123 (Attachment A) entitled, "Final
Contract Acceptance-Twin Lakes Infrastructure Improvements-Walmart
Project;" authorizing final payment and initiating the one-year warranty
g. Approve Roseville Firefighter's Relief
Association to Conduct Actuarial Valuation
Willmus seconded, approval of the Roseville Firefighter's Relief Association
conducting an actuarial valuation for the years 2015 and 2016 as required by
Consider Items Removed from Consent
Approve General Purchases and Sale of Surplus Items Exceeding
At the request
of Mayor Roe, Interim City Manager Patrick Trudgeon briefly reviewed this item
as detailed in the Request for Council Action (RCA) dated January 13, 2014.
having not yet been part of the Capital Improvement Program (CIP), sought
information on the process used for evaluation of squads, if and when the need
for replacement occurs, and whether their replacement could be deferred for
another year, or if it was simply done because it was on paper to do so.
responded that there is a vehicle replacement scheduled followed, with a
standard rotation based on wear and tear; and noted that staff always attempted
to save costs wherever possible.
Rick Mathwig agreed with Mr. Trudgeon on a schedule followed based on wear and
tear, noting there were eighteen (18) uniform squads in the levy-supported
portion of the fleet, with five (5) squads operating on a 24/7, and 365 day
schedule. Mr. Mathwig advised that industry standards and findings with
consultation with other agencies, as well as input from the City's maintenance
staff, indicated that after 75,000 miles, the safe and useful life expectancy and
potential resale value of these emergency vehicles declined rapidly. Chief
Mathwig noted that, therefore, it had been found best to cycle the squads out
at about 75,000; with all of those scheduled for replacement about at that end
of the spectrum and had been in service approximately 3 years by the time their
replacement would take place.
instance, Chief Mathwig advised that a squad was being replaced after it had
been totaled earlier than typical replacement due to an accident.
In response to
Councilmember Laliberte, Chief Mathwig advised that the resale of squads was
done at auction similar to the forfeiture process with funds from that resale
going back into the Vehicle Replacement Fund,. Even though the vehicles are
sold at the same auction as forfeited vehicles, Chief Mathwig advised that the
funds are segregated as applicable.
2008 Ford Pickup currently used as a Community Service Officer (CSO) vehicle,
Chief Mathwig advised that, since it had not been used for emergency purposes,
a dealer had offered an estimated trade-in value for it, as listed.
Willmus suggested that, going forward, this information would be helpful for
tracking those items, and may be of help to include in the RCA for the benefit
of the City Council and general public, including cases where vehicles were
proposed for resale.
duly noted this request.
blanket Purchase Orders for fuel sales, Councilmember Laliberte questioned if
this indicated a negotiated rate per gallon per year locked in; with Mr.
Trudgeon responding affirmatively, noting that it was through State contract.
Laliberte suggested that this would also provide helpful information for the
Council and general public to be aware of these annual negotiations.
Mayor Roe noted
that, in the past, Public Works Director Duane Schwartz had provided a report
and results of various options; and with a larger purchasing entity through
state contract with other agencies and municipalities, the City of Roseville
was able to obtain much better prices for those annual consumables. Councilmember
McGehee confirmed that the City used the state contract, negotiated annually,
for fuel, salt & sand, and other supplies.
further clarified that, based on further analysis; the Police Department had
reduced annual squad replacement from six (6) to five (5) per year.
If the City
Council was going to review the replacement of squads further, Councilmember McGehee
asked that it also consider a review of the 75,000 mile replacement schedule;
opining that she was aware of other municipalities that went with a higher
mileage standard for replacement.
1930 Shady Beach Avenue
Regarding the squad
car crash, Mr. Hess requested that the public be made aware of a description of
what happened to avoid people jumping to conclusions; and whether or not the
City had been reimbursed from the other driver's or City insurance; or if
taxpayers were required to pay for it. When something like this happens, Mr.
Hess requested that the public and taxpayers be provided with more detailed
replacement of vehicles of squads at 75,000, Mr. Hess noted his observations
that some officers monitored traffic from the side of the road, while others
appeared to drive constantly all night long until they found someone to pull
over. Mr. Hess opined that this obviously created more wear and tear for
vehicles; and questioned if the Police Department had a preferred way for their
officers, or if there was a way to make squads last longer.
Fire Chief Vehicle on the list for replacement, Mr. Hess questioned the type of
vehicle being purchased, and whether it was the smallest, most fuel efficient
vehicle possible that would still do the job.
At the request
of Mayor Roe, Chief Mathwig responded to Mr. Hess regarding Police Department
practices and additional information.
advised that reimbursement for squad accidents would typically and eventually
be reimbursed by either the other party's insurance or under the City's League
of Minnesota Cities Insurance Trust (LMCIT) deductible. Without being able to
get into details of the accident due to data privacy restrictions, Chief
Mathwig advised that the person hitting the squad was found at fault, and unfortunately
had no insurance. While not able to clearly identify the process from a
financial or risk management perspective that were outside his knowledge, Chief
Mathwig advised that funds would probably come from the Risk Management Fund
held by the City for cases such as this; with the other party required to pay
damages by typical Minnesota no-fault rules. However, since the party did not
have insurance, a more prevalent situation than may be evident, Chief Mathwig
advised that he was unable at this time to provide any further information on
the subsequent outcome.
Mayor Roe asked
that Chief Mathwig provide information to the City Council and public on the
Police Department's practice for patrolling and other uses typical for
Fire Department command vehicle proposed for replacement, Mr. Trudgeon advised
that the vehicle would be a Suburban-type vehicle able to carry significant
equipment and computers to allow running incident command on the site of an
McGehee seconded, approval of the submitted list of general purchases and
contracts for services presented as follows:
Dodge of Burnsville
1500 4 x 4 Crew
Tradesman (replaces 2008 CS Ford Truck)
5 Marked Squads V-8 Chargers (per annual replacement
1 Marked Squad
Charger (replaces damaged vehicle)
Yocum Oil Company
Blanket PO for Fuel Purchases
Varitech anti-icing tank
Polar Thank Hawkins Chev.
2014 Chevrolet (replaces current Fire Chief Command Vehicle
McGehee seconded, approval of trade L in/sale of the following surplus item:
2008 Ford Pickup
Adopt a Resolution to Accept the Work Completed and Authorize
Final Payment on the Fairview Pathway Project (a/k/a Northeast Suburban Campus
Connector Bike/Pedestrian Project)
McGehee noted that there were some major drainage issues in this area, and
expressed her interest that they had all been resolved. Also, Councilmember McGehee
noted that this pathway was generally 8' wide; however, a segment of if between
Roselawn Avenue and County Road B was almost 13' wide. Given the construction
in this area, with asphalt used around mailboxes, Councilmember McGehee
questioned how it would hold up if those mailboxes were ever replaced and a gap
left. In the future with such installations, Councilmember McGehee asked that
staff be asked to come up with a solution to either bunch mailboxes or find
another solution rather than asphalt out to the barrier curb. In her review of
other segments of the 8' pathway, Councilmember McGehee noted that it was much
more attractive than the segment in front of residential homes; and questioned
how the City could best provide for sufficient wear and location of mailboxes.
Mayor Roe duly
noted this request; with Mr. Trudgeon advising that he would pass along those
comments to staff.
Laliberte noted the drainage issues as part of discussions for an addition at
the Corpus Christi campus, and questioned if this project had addressed those
issues as well.
McGehee responded that that was a separate drainage issues; with this project
addressing drainage issues for residences across the street closer to Roselawn
Avenue having tuck-under garages.
McGehee moved, Willmus
seconded, adoption of Resolution No. 11124 (Attachment A) entitled, "Final
Contract Acceptance/Fairview Pathway Project (Northeast Suburban Campus
Connector Bike / Pedestrian project) Phase 1;" authorizing final payment and
initiating the one-year warranty period.
Request by Meritex Enterprises, Inc., Owner of the Industrial
Property at 2280 Walnut Street, for Approval of a Final Plat of the Existing
Outlot in Preparation for Development
advised that her intent in removing this item from the Consent Agenda was to
insure a more formal vote, based on the three (3) options provided in the RCA
versus leaving the item under Consent that could create confusion on the actual
moved, McGehee seconded, APPROVAL of the proposed Highcrest Park Sixth
Additional FINAL PLAT as presented in the Request for Council Action RCA) dated
January 13, 2014; based on the comments and findings of Sections 3 - 5 and the
recommendation so Section 6 of that report.
General Ordinances for Adoption
Business Items (Action Items)
Twin Lakes Development - Dorso Property
At the request
of Mayor Roe, Interim City Manager Patrick Trudgeon briefly reviewed this item
as detailed in the Request for Council Action (RCA) dated January 13, 2014; and
deferred to City Planner Thomas Paschke for more detail.
Paschke introduced Mr. Mark Nordland representing the Development Team
interested in possible redevelopment of the Dorso site at County Road C-2 and
Cleveland Avenue. Mr. Paschke advised that the redevelopment proposed a
headquarters facility, with the two (2) questions asked for consideration by
the City Council including:
Whether or not the City Council was interested in assisting the proposed
project with tax increment financing (TIF); and
Whether or not the City Council was interested in supporting exemption
from its Environmental Assessment Worksheet (EAW) policy for the Twin lakes
reviewed the proposed project for development of this parcel for a medical
technology facility. Mr. Nordland apologized for being unable to name the
company at this time; and explained the rationale for seeking input from the
City Council at this early stage. Mr. Nordland advised that typically, they
would wait longer into the process for seeking input on this approximate ten
(10) acre site.
advised that the proposed project was a phased development, with the first
phase involving an 115,000 square foot, two-story building, including a clean
room component and lab space, with 80,000 square feet assigned for office
space. Mr. Nordland advised that the company currently had 300 employees, and
projected doubling that number in the next 2-3 year; with the average wages for
those positions at approximately $75,000. Mr. Nordland opined that, from his research
and observation, this proposal fit well within the intent and purpose of the
Twin Lakes Redevelopment Area as assigned by the City of Roseville.
advised that the proposed med-tech company was currently seeking proposals for
development sites, and had identified 40-50 sites within the metropolitan area,
and subsequently identified twenty that were suitable for their purposes; now
soliciting proposals from five of those sites, with the Dorso site being one of
them. Mr. Nordland noted that 2-3 meetings had been held with staff to-date;
and advised that the company needed to be into the new facility soon, with the
clean room scheduled for certification by December 1, 2014; meaning that a very
aggressive schedule was needed to complete construction.
advised that a proposal had been submitted last Friday, with a short-list of
1-3 sites due by this coming Friday, creating the need for appearing before the
City Council at this time, based on the project schedule and entitlement process.
reviewed his understanding of the City Council's EAW Policy in place due to the
expiration of the AUAR. Mr. Nordland provided his perspective on advantages to
the City Council in waiving the EAW, noting that the location of this parcel
was on the exterior of the Twin Lakes area; with roadways already in place and
impacts on development typical of that site. As part of the proposed
development moving forward, Mr. Nordland advised that a traffic study was already
proposed; and that the development would come under the Environmental
Protection Agency's (EPA) Voluntary Investigation Plan (VIC) requiring reports
for Phase I and Phase II subsequent to those already completed; and updated accordingly.
Mr. Nordland noted that those updates would include the need for development of
an Action Response Plan (ARP) addressing any issues or significant impacts;
however, Mr. Nordland advised that he didn't anticipate much remediation being
required. Mr. Nordland addressed the formation pond located at one end of the
site that was likely emitting TCE vapors, and advised that the development team
would work with the MPCA and Watershed District for stormwater retention and
any environmental issues required. From his perspective, Mr. Nordland
advised that he anticipated the primary issues and concerns would revolve
around environmental and stormwater concerns that may affect off-site parcels.
Given those circumstances and safeguards planned, Mr. Nordland respectfully
asked the City Council to consider a waiver of the EAW, opining that this
parcel was not sizable enough to require an EAW on its own.
timing, Mr. Nordland advised that the intent was to be in the ground yet this
spring of this site was selected by the firm; and noted that the company was seeking
a response from all five parcels currently under consideration for financial
issues and the current pond on site, Mr. Nordland noted that the pond had been
filled with unsuitable soils from the site; and otherwise would not likely have
been deemed environmentally contaminated. Depending on the extent of that
contamination, Mr. Nordland noted that the development team may need to
consider a geo-pier type of piling system with vapors rerouted versus typical
piles driven through the bedrock. If that was a requirement, in addition to
making the building aesthetically pleasing for the City and the tenant for
their world headquarters facility, Mr. Nordland anticipated an additional $1 million
for extraordinary site costs. Mr. Nordland advised that the lease term was
proposed at 12-15 years; and noted the development team's interest in making it
look as nice s possible in order to remain competitive with other possible
sites and eventually be chosen for the preferred site.
again apologized for not being able to provide more information at this point;
however, he displayed a proposed development site plan, and sought City Council
initial feedback at this point. Mr. Nordland advised that the tenant had been
provided with more detailed renderings; however, he had chosen not to share
them with the City Council at this point to avoid those current more fluid
specifics remaining embedded in thought processes.
At the request
of Councilmember Willmus expressing typical familiarity with medical device
manufactures currently in the metropolitan area, Mr. Nordland confirmed that
the building was proposed to be built to suit the tenant. Given the required
timeline for the process, Councilmember Willmus questioned when the tenant
would be made known. Mr. Nordland advised that, as soon as the tenant made
their choice for site and direction known, that information would be made
public, and anticipated it would occur within the next two weeks.
Willmus opined that this was the type of development preferred in this area;
and offered his willingness to consider some form of financial assistance in
helping it happen. Councilmember Willmus advised that his concerns included
the shorter lease longevity for that particular tenant in the context of those
financial assistance considerations. Councilmember Willmus advised that a longer
lease term would make him much more comfortable.
advised that the company was publically traded, and not a new venture; and was
in fairly rapid growth mode right now, and very well funded. Mr. Nordland
noted that Councilmembers would need to make that financial judgment when the
identity of the company was revealed.
Having done and
reviewed EAW's, Councilmember McGehee stated that initially she had wanted to
avoid any precedent of waiving that requirement. Relative to this specific
site, as well as others in the Twin Lakes Redevelopment Area, Councilmember
McGehee noted that her main concern was the presence of TCE. However, with the
development team already considering that situation and potential venting of
the building, Councilmember McGehee sought additional input from Mr. Nordland
on their proposal to identify the level of TCE evident on this site.
Councilmember McGehee opined that the City had been remiss in not characterizing
the site and monitoring wells as fully as it should have; and opined that she
also had other EAW concerns not relevant to this application, but causing her
referenced the reports done to-date, with the most recent one dated 2007; and
advised that the MPCA updates required for Phase I and additional testing for
Phase II for groundwater and soil, and soil vapor testing required by the MPCA's
VIC program should provide that information. Mr. Nordland noted that TCE
concerns had become a much larger issue recently with the EPA, based on the
likelihood that they have greater impact on human health than indicated in the
past. Mr. Nordland noted that the development team's environmental and overall
work plan would need approval by the MPCA, including a Response Action Plan
(RAP); and the team already assumed venting under the building with any impacts
removed on site. To-date, Mr. Nordland advised that nothing had been found;
and while this was beyond his expertise and needed reliance on their environmental
and site consultants and engineers, he advised that if needed, those soils and
contaminants would be removed. Mr. Nordland noted that a contingency plan
would be in place as and if things are found during the construction process;
and included on-site and/or off-site groundwater issues and identification of
any off-sit sources impacting the subject parcel, its location and what the
MPCA directs to resolve those issues. Mr. Nordland advised that the VIC under
MPCA regulations provided that developers were not responsible for existing
pollution, but responsible for mediating a Brownfield site; with the developer
paying for MPCA staff to review reports. Mr. Nordland noted that the MPCA
already had a file on this parcel, consisting of past reports; and had assigned
a project manager to review Phase I and Phase II work plans. Mr. Nordland
noted that the development team's work plan would be under guidelines from the
MPCA and any levels of testing they required, as well as soil borings and
At the request
of Councilmember McGehee, Mr. Nordland advised that the VIC commitment would guarantee
clean up of the parcel to an industrial versus residential standard; typical
for most commercial developments.
At the request
of Councilmember McGehee, Mr. Nordland further advised that the MPCA required
those reports be turned over to the MPCA, at which point they became public
information. Mr. Nordland offered to provide a copy to the City of Roseville,
beyond their access to the public MPCA copies, if so directed, even though they
are available to anyone at the MPCA level.
expressed her concern, if TCE or other significant contaminants were contained above
and below the aquifer, in breaking that barrier, questioning if there were
sufficient safeguards in place to address that pollution if the EAW was waived.
advised that part of the RAP in addressing the perched groundwater would be
geo-piers in lieu of straight piles down to the bedrock, with those geo-piers
not as deep or piercing the layers of bedrock (e.g.. 72' deep for the
geo-piers) and opined that may be the solution; again, noting that these details
were beyond his realm of expertise.
At the request
of Mayor Roe regarding her interest in any financial assistance, Councilmember
McGehee noted the existence of TIF Districts 17 and 17.a, with District 17.a
including funding specifically for environmental clean-up. Councilmember
McGehee opined that the City should finally do something from its 1987 mandate
to clean-up this property. Councilmember McGehee opined that she was not
opposed to using those funds for clean-up, and as for TIF assistance, she was
ambivalent at this point, but didn't consider it a "no go." Councilmember
McGehee concurred with comments of Councilmember Willmus, that this was the
type of development long sought for this area, as well as the City; and
therefore, she was very supportive of the proposed use. Councilmember McGehee
expressed appreciation to Mr. Nordland for his familiarity with Brownfield
properties and responses required for any development.
Laliberte stated that, with a solid plan coming forward, she would be in favor
of waiving the EAW requirement based on the information provided tonight;
opining that the tenant would require clean-up of this site. Councilmember
Laliberte opined that she would like the City to move forward with clean-up of
the entire Twin Lakes Development Area; and expressed her favor in fusing TIF
funds for developments like this for Roseville near I-35W providing easy access
and bringing good jobs to this area.
anticipated that the value of the project was around $20 million, certainly
beyond the current value of the vacant parcel; and providing a potential to
generate considerable increment. Mayor Roe advised that he would want to make
sure there were some guidelines and standards in place to evaluate financial assistance,
noting that other options were also available (e.g. SAC credits) as appropriate
or any financial tool should be worth considering. Mayor Re noted the current
time constraints and his respect for those.
policy when an EAW is not mandatory based on rules and law standards, Mayor Roe
confirmed that the City Council's Policy was to require a discretionary EAW.
Mayor Roe opined that the thresholds of this development were so far from
mandatory; and expressed appreciation from the development team to provide
information to the City rather than the public or City Council needing to
access that information directly from the MPCA. Mayor Roe further opined that,
if the developer could make their reporting or data similar to the format of an
EAW, it would make following the document even more helpful to the City Council
offered willingness to provide an Executive Summary of the document,
referencing actual reports for the public and City Council to access.
potential action the City Council may take to waive their policy requiring a
discretionary EAW, City Attorney Gaughan pointed out, that for obvious reasons,
the language of that motion should state that this action as based on the
contents of the RCA presented tonight, and information and representations made
by staff and the developer at tonight's meeting. City Attorney Gaughan advised
that his concern was not related to this project, but any future projects that
may come along, cautioning the City Council from allowing any confusion on the
rationale for their waiver or future denial of the waiver and that the
rationale not be arbitrary or capricious.
At the request
of Councilmember McGehee, City Attorney Gaughan advised that it was not
necessary to enumerate actual findings for waiving the EAW Policy in this case,
but simply that the record be clear that any motion to waive is based on all
information in the City Council packet and representations made by the developer
regarding future conduct with environmental actions. Noting that this meeting
is a recorded event, in addition to the written meeting minutes, City Attorney
Gaughan opined that the recording should suffice for this particular motion.
Laliberte noted that the City Council was granted Port Authority from the
legislature in 1987 to clean-up this site, which had not yet been accomplished.
opined that any subsequent motion should also be contingent on this specific
project; and not provide a waiver for the site, only this particular project.
Willmus seconded, to WAIVE the discretionary EAW for this specific project as
presented and under these circumstances; including the information provided in
the RCA dated January 13, 2014, and oral information and representations
provided by Mr. Nordland as a representative of the development team for this
McGehee expressed her strong support for EAW's; however, based on the
developer's representation tonight, with some hesitation spoke in support of
thanked Mr. Nordland for his attendance and presentation; and wished his team
well in this endeavor.
thanked the City Council for their support, especially given the very
preliminary nature of information he could currently share.
Consider next Steps in City Manager Hiring Process
briefly reviewed consideration of next steps, as a result of the evaluation of
Interim City Manager Trudgeon as previously addressed.
Willmus suggested that the Subcommittee of him and Councilmember Etten, having
set goals in the Interim, continue on and negotiate and draft a contract with
Mr. Trudgeon, with the assistance of City Attorney Gaughan, to bring back to
the full City Council.
McGehee questioned the advantages of a Subcommittee versus the City Attorney
and City Manager negotiating the contract and bringing it before the full body.
Willmus advised that, in the past, a City Council Subcommittee typically went
through the initial steps before providing that draft to the full body.
Councilmember Willmus stated that he was willing to proceed with either option.
specific to Councilmember McGehee's question, advised that having
Councilmembers involved in drafting a contract provided the City Council perspective
in the management contract and could influence drafting the document. Knowing
that Councilmember Etten had also been involved in discussions related to
termination the previous City Manager contract and those particular details,
Mayor Roe opined that it made sense to have him involved as part of the new
hire process to provide that continuity.
McGehee opined this new City Council had very different backgrounds and views;
and questioned if 1 or 2 members versus all 5 would prove beneficial to the
Mayor Roe noted
that any meeting involving more than 3 Councilmembers would need to be held as
an Open meeting; providing one potential problem for negotiations. Mayor Roe
reiterated that ultimately any contract and its terms would need to be approved
in Open Session. However, at the initiation of negotiations, Mayor Roe noted
that the City Council could provide input.
Willmus suggested that, if Councilmembers have issues or suggestions, that they
direct that feedback to the City Attorney to share with the Subcommittee during
concurred, noting that it would be appropriate for that feedback to be directed
to the City Attorney versus directly to Subcommittee members to avoid any
serial meeting perceptions.
Laliberte opined that this City Council had been through a lot over the past
year in working its way out of one contract, processing through an Interim
appointment, and bordering on a City Manager search. Councilmember Laliberte
opined that their thoughts would be valuable; and expressed her interest in
providing her feedback along with being aware of participation from other
Councilmembers to the City Council for provision to the Subcommittee.
ensued regarding the process and make-up of those determining a draft contract;
the insight and value of Councilmember Etten's perspective from the termination
process and those areas needing to be considered for a future contract; and the
general consensus that the City Council was hereby clarifying that they had no
desire to re-initiate the search process.
moved, McGehee seconded, directing the City Council Subcommittee of
Councilmembers Etten and Willmus to work with the City Attorney to negotiate a
draft City Manager contract with Mr. Trudgeon.
subject to negotiation and approval of a preliminary contract, offered his
personal and the City Council's congratulations to Mr. Trudgeon going forward.
thanked the City Council for their support.
HRA Appointment of Councilmember
advised that, after hearing from the HRA Chair and others, he had been
persuaded to reconsider his point of view and whether it was appropriate for a
motion to continue going forward with a City Councilmember appointed to serve
as one member on the HRA.
Laliberte seconded, appointment of a Councilmember to serve as a member on the
Roseville Housing & Redevelopment Authority; with action for appointment
necessitated by Councilmember and current HRA City Council representative
Willmus asking to step down from that role.
included HRA by-laws not superseding State Statute specific to HRA's.
Laliberte expressed appreciation for this reconsideration; opining that she
strongly supported a City Councilmembers being appointed.
At the request
of Councilmember McGehee, Mayor Roe advised that the original vote had been
Councilmembers McGehee and Etten and Mayor Roe against (thus prevailing); with
the motion for reconsideration required at the next regular meeting. While
recognizing that Councilmember Etten was not current tonight, Mayor Roe noted
that he had expressed interest in being appointed as a City Council representative
to the HRA; and therefore he was persuaded to change the appointment to serve
concurrent with the Councilmember term unless they chose to step aside.
Laliberte; and Roe.
Mayor Roe asked
those Councilmembers interested in serving on the HRA to fill out an HRA
application at their earliest convenience, and he would take applications under
his advisement and move forward in the near future.
At the request
of Councilmember Laliberte, Councilmember Willmus confirmed that he would
continue to serve in his role with the HRA until a replacement was appointed
and ratified, which he anticipated could be accomplished in the very near
offered his commitment to make the process quick.
Councilmember McGehee noting that forms were not filled out last time, Mayor
Roe clarified that the same level of interest had not been evident as this
time; and sought feedback from applicants as part of their forms being
Business Items - Presentations/Discussions
Consider Request to Conduct a Resident Survey
provided summary information as detailed in the RCA dated January 13, 2014; and
clarifying that staff was coming forward with no pre-conceived notions, but
noting that there was money allotted in the 2014 budget and a community survey
had been identified as a goal for some time. Mr. Trudgeon advised that two
examples were included in the RCA for their specific templates and formats; and
asked that the City Council hold a free-flowing discussion before providing
direction to staff.
briefly reviewed the RCA, including background on the last survey completed
three years ago; controversy is surrounding the last survey; and his research
of neighboring communities providing no clear preference. Mr. Bowman noted
that some communities (e.g. Woodbury) consistently had a two-year cycle to
provide constant measurement; some a three-year cycle (e.g. Shoreview) and some
using a different company and format providing different aspects (e.g. New
noted that desire by the City Council and staff for constant citizen input and
whether services were serving residents as appropriate. Mr. Bowman questioned
if the City Council also wanted to make a commitment to use a consistent and cyclical
approach over a period of time, using the same company with the same set of
core questions; or use another option. Mr. Bowman opined that there were
biases inherent in either and both approaches, whether phone or written
surveys, and reviewed some of advantages and/or disadvantages with those
options. Mr. Bowman noted that phone surveys typically took longer, with the
City of Shoreview's most recent survey estimated to take 42 minutes; which
could serve to skew results if citizens didn't commit to the time to complete
the phone survey.
briefly reviewed those two companies with sample formats provided in the RCA,
including the Morris Leatherman Company, formally Decision Resources, reborn
into this current firm and employing the same survey tactics and methodologies
along with much of the same personnel as Decision Resources. Mr. Bowman noted
that the Cities of Shoreview, Woodbury, and Golden Valley had recently used the
services of this firm. Mr. Bowman advised that the other survey sample and
firm researched by staff was National Research Center, used most recently by
the City of New Brighton; and representing a larger firm, well-regarded and
well-known for their national surveys. Mr. Bowman advised that this firm was
based in Boulder, CO.
opined that it was his impression that either firm could design a survey for
the City of Roseville that would provide the data needed, and remain within or
under the $15,000 budget line item allotted for a community survey. Mr. Bowman
sought City Council feedback and their desire moving forward with a community
survey in 2014.
At the request
of Councilmember Willmus, Mr. Bowman advised that he had taken the opportunity
to review the 1998 survey of 180 questions done by Decision Resources for the
City of Roseville; and thought that phone survey had been approximately 29
minutes long, given that it was considerably shorter than the recent City of
Shoreview survey of 42 minutes.
McGehee opined that she was very impressed reading the Shoreview survey done at
the same time as the City of Roseville's Cobalt survey; further opining that it
contained much more useful information than the Cobalt survey. Councilmember
McGehee stated that she would personally support a program surveying the
citizens every 2-3 years as a measuring stick for service delivery; and opined
that she favored the phone interview due to the finer detail available and
willingness of people to share more information.
Laliberte questioned the Decision Resources firm's potential longevity, opining
that she would be in favor of choosing a vendor and sticking with them with
consistent questions and improvement measurements. While preferring the data
obtained by Decision to that of Cobalt, Councilmember Laliberte expressed an
interest in determining the potential longevity of the Morris Leatherman firm
over the long-term.
advised that one of the principals with Decision Resources had stepped down to
pursue other interests, and Mr. Leatherman who had been in a higher capacity
and not previously reflected with Decision Resources, had stepped into that
principal role. Mr. Bowman advised that he couldn't determine the viability or
longevity of the firm, other than to say they were locally based and had a very
good following in the metropolitan area for a number of years, and one of the
few firms still performing phone surveys. From a personal perspective, Mr.
Bowman advised that he had found them to be very responsive to staff questions;
and given their penchant for phone surveys, could complete the process in a
more compressed time period than mailed surveys, and were prepared to assist
the City with this survey.
Willmus expressed his personal preference for an oral or phone survey, in
addition to sticking with a vendor used in the past and allowing the City to
use their services once again. Councilmember Willmus opined that the City
could still make some comparisons to questions and results from the 1998 survey
as relevant during that period of time; and update the survey as indicated and
according to prevailing issues at any given time (e.g., solid waste issues).
Councilmember Willmus suggested a core body of consistent questions, with a
subset of questions based on preliminary answers, and allowing for some
flexibility that is not found in written surveys.
McGehee noted that Decision Resources had been used widely in the metropolitan
area, allowing availability of that data and comparisons of core questions
noted that one aspect of the phone survey is if the desired response is
"excellent," more probing could be done to determine why, allowing for inherent
flexibility with the process and lending more strength to it.
advised that he was open to a written or phone survey, opining that he had not
had the same problems with the Cobalt Survey as expressed by other
Councilmembers, but was not disrespectful of those perspectives either. Mayor
Roe suggested that a shorter phone interview be found, opining that 42 minutes
was too long. Mayor Roe noted that he did want specific answers to current issues,
including solid waste and organized hauling considerations.
noted that a survey was only as good as its design.
Laliberte echoed comments of Mayor Roe, and expressed her preference for a
shorter survey, while allowing surveying a broader group of citizens for the
same budgeted allotment. Councilmember Laliberte expressed her preference for
a phone survey, the shorter the better, and to survey as many as possible,
while still telling them upfront the time commitment to avoid them abandoning
the survey midstream. Councilmember Laliberte expressed interest in developing
a survey period after period for comparison purposes; with this year's probe
concentrating on organized waste hauling, and future topics dependent on what
is relevant at that time.
offered to address that question to both firms for their input.
Willmus, specific to the time required and length of the survey and using the
Shoreview survey as an example, suggested the firm chosen guarantee a certain
number of completed surveys, finding citizens who are willing to commit to a
timeframe if they know it will impact their city and daily life. Therefore,
Councilmember Willmus opined that he wasn't concerned as much about the length
of the survey, but echoed the desire for a set of base questions to carry
forward year after year.
moved to direct staff to move forward with Decision Resources and find out
additional information. At the suggestion of Mayor Roe, Councilmember McGehee
withdrew her motion in order to receive public comment.
Kathy Clink, 535 Ryan Avenue W
opined that, regarding surveys, it was important to keep in mind the importance
of how representative it was of its citizens. As an example using the packet
available on line, there was no response demographic information provided with
the written survey, but there was for the phone survey. However, of the 48%
respondents deemed to be between the ages of 45 - 64, using 2010 census data,
only 35% of the population were shown to be in that same category. Ms. Clink
questioned if that indicated an oversampling of the demographic or if it was
not proportionally representing the City. However, a survey was designed; Ms.
Clink opined that is was important to determine how to design it to get a representative
sampling of the City.
further opined that it was important for either a phone or written survey to
note not only age range, but also ethnicity; and to provide a way to receive responses
from those not having English as their first language. Ms. Clink also addressed
a 42 minute time commitment for a phone survey, opining that even given her
interest in the community she would be hard pressed to commit that amount of
Regarding a phone
survey, Mr. Hess noted that many people no longer had land lines, and how to
access those people via cell phone would need to be addressed. Regarding
addressing those in the community not speaking English, Mr. Hess opined that
this also needed to be addressed to provide them an opportunity to speak. Mr.
Hess opined that the previous survey didn't mean much, and spoke in support of
a written survey of 20-30 questions, or using the community newsletter's front
page to survey residents, along with online or mail in options in order to
receive a larger sample of the entire community. If the City wanted to perform
a smaller phone survey, Mr. Hess opined that the City would still receive more
information from a written survey and broader group, with a narrower number of
generic questions, and several questions specific to current subjects.
City Council Discussion
thanked the speakers for their thoughtful comments.
Mayor Roe noted
that survey companies were getting more sophisticated in linking to other
phone; and expressed consideration for addressing other languages with
surveyors. Regarding the representative sampling, Mayor Roe noted that survey
companies had a way to analyze data to weight answers and demographics,
providing more weight to different groups if not responsive in providing more
Willmus suggested steps could be taken for a firm to broaden their demographic
profile, and seek their input on what steps they would take to implement that.
suggested the chosen firm provide information to the City on response data,
allowing the City to perform its own weighting as well.
pointed out, that to be a statistically valid survey, the company had to take
that information into account; noting that they were the mathematicians allowing
for a certain margin of error.
sample surveys included in the packet, Councilmember Laliberte opined that
neither were perfect and both lacked something but made up for it in other
areas. Councilmember Laliberte suggested a collaboration of questions from
both examples; and if the City was seeking a statistically solid survey, it
needed to go with a phone or mail survey. While the City could perform a
survey in a newsletter as suggested by Mr. Hess, Councilmember Laliberte noted
that there would be no way to determine if a resident had completed more than
one survey, which could also skew results. Councilmember Laliberte noted
similar issues would be found with online surveys, with sophisticated users
able to obtain more than one IP address. Councilmember Laliberte opined that
other options would not be as statistically useful; and expressed preference to
pursue a phone survey, providing sufficient City Council representation worked
with the Communications Manager to establish the amount and type of questions.
Councilmember Laliberte offered her interest in serving in that capacity.
Willmus seconded, approving staff moving forward to negotiate a contract with
the firm of Morris Leatherman.
noted that getting the process started is key; and advised that staff would
seek City Council dialogue on important issues to factor those themes into the
survey content. To the extent that City Council feedback was possible for potential
questions, outside the meeting parameters, Mr. Trudgeon asked Councilmember to
provide staff with their individual themes and import, allowing the experts
sufficient information to design a survey.
At the request
of Councilmember Willmus, Mr. Bowman stated that he would seek a copy of the
recent School District No. 623 survey done by Decision Resources that may
provide more current accurate demographic information specific to Roseville.
suggested staff immediately ask the firm to address how they would achieve a
good cross-representation, how they would address language barriers, and how
they would deal with statistical issues with responses. Mayor Roe noted the
City Council's interest in understanding that as part of their analysis moving
forward and development of questions; at which time the City Council could provide
themes and types of information desired to the City Manager, allowing the firm
to know how to ask those questions most effectively.
asked that the City Council provide their feedback within the next week or so
to better facilitate the process.
City Manager Future Agenda Review
Manager Trudgeon briefly reviewed upcoming agenda items.
Councilmember-Initiated Items for Future Meetings
Laliberte seconded, adjournment of the meeting at approximately 7:50