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Council Meeting Minutes
March 9, 2009
Mayor Klausing called to order the Roseville City Council
regular meeting at approximately 3:50 pm for the purpose of interviewing
advisory commission applicants. Pust; Johnson; Roe and Klausing were
present. Public Works, Environment and Transportation Commission Chair James
DeBenedet was also in attendance.
Advisory Commission Interviews
Those interviewed were: Thomas Lund, Brent Huberty, Ja son Etten, Robert Murray, David Holt (Parks & Recreation Commission); Jeff Boldt (Parks & Recreation Commission / Public Works, Environment, and Transportation
Commission); James Campbell (Police Civil Service Commission); Steve
Gjerdinger (Public Works, Environment, and Transportation Commission); and David Horsager (Ethics Commission). Recess
Mayor Klausing recessed the meeting at approximately 5:20
p.m. and reconvened at approximately 6:00 pm in Regular Session.
1. Roll Call
Mayor Klausing called to order
the Roseville City Council regular meeting at approximately 6:00 pm and
welcomed everyone. Pust; Ihlan; Johnson; Roe; and Klausing were present. City
Attorney Scott Anderson was also present.
2. Approve Agenda
The agenda was approved by
consensus, as presented.
Mayor Klausing called for public
comment by members of the audience on any non-agenda items. No one appeared
Council Communications, Reports, Announcements and Housing and
Redevelopment Authority Report
Councilmember Johnson expressed
the community’s congratulations to the Roseville High School Gymnastics Team
for their Fourth consecutive State Championship.
On behalf of the City Council,
staff and community, Mayor Klausing offered condolences to the family of
Roger Hess, former City Councilmember from 1974 – 1977, who passed away on
March 1, 2009 at the age of 75 years. Mayor Klausing noted Mr. Hess’s active
involvement in the community through the years, including as an advocate for
the Roseville Parks system and its development and growth, specifically that
of Central Park and being an original member of the Central Park Foundation.
Mayor Klausing noted that, in lieu of flowers, the family requested memorials
to the Roger B. Hess, Sr. Memorial Fund, c/o Western Bank, 1740 Rice Street, St. Paul, to be used for cardiac rehabilitation. Mayor Klausing noted that
today’s Council rested on the shoulders and hard work of the City
Councilmembers who served before them.
Mayor Klausing, on behalf of the
City Council and community, extended congratulations to Bethany Brausen, who
was named Pioneer Press Prep Girls Hockey Player of the Year.
Recognitions, Donations, Communications
Recognize and Accept Lake Ridge Care Center $500 Donation
Chief Carol Sletner introduced
three representatives of Golden Living Center Lake Ridge Health Care Center
Leslie Brown, Christopher Krebsbach, Meghann Henry and their sponsorship of
Community Services Initiative Grants to get involved with communities they
served; with donation of $500 for an external defibrillator for a squad car.
Mayor Klausing expressed the
community’s appreciation of the donation.
Johnson moved, Ihlan seconded,
accepting the Lake Ridge Health Care Center donation of $500 to the Roseville
Police Department to be used to offset a portion of the cost of one
Ayes: Pust; Ihlan;
Johnson; Roe; and Klausing.
Recognize and Accept Minnesota 100 Club $3,500 Donation to
Chief Carol Sletner reviewed the
history of the event causing the injury of Officer Jorgensen in executing a
high risk drug warrant at a Roseville residence. Chief Sletner introduced
John Derus, President of the Minnesota 100 Club.
President John Derus provided
background on the purpose of the Club; and their contact with the Roseville
Police Department requesting further information about Officer Jorgensen’s
injury in the line of duty; and award to the family in the amount of $3,500
for the Jorgensen family; and provided information of how the Club raised
funds for their donations. President Derus presented a check in the amount
of $3,500 to Officer John Jorgensen and his family; and thanked them for the
family’s dedication and support of law enforcement.
Officer Jorgensen, on behalf of
his family and the Roseville Police Department, thanked the Minnesota 100
Club and President Derus for recognizing his family and for their
contribution, stating that it would not be forgotten. Officer Jorgensen
expressed his appreciation for organizations that helped Police Officers
throughout the State of MN.
Mayor Klausing, speaking
directly to Officer Jorgensen, expressed his appreciation as a citizen and
elected official for work he and fellow officers do; thanked his family for
supporting his work and wished him a full recovery.
6. Approve Minutes
Approve Minutes of February 23, 2009 Regular Meeting
Pust moved, Klausing seconded,
approval of the minutes of the February 23, 2009 Regular Meeting as
Approve Consent Agenda
There were no changes to the
Consent Agenda. At the request of Mayor Klausing, City Manager Bill Malinen
briefly reviewed those items being considered under the Consent Agenda.
Roe moved, Ihlan seconded,
approval of the following claims and payments as presented.
54165 – 54293
Ihlan; Roe; Pust; and Klausing.
Approve Business License
Roe moved, Ihlan seconded, approval
of business license applications for the period of one year, for the
Type of License
Imane El Impahi @Arcades (Rosedale)
10 Rosedale Center
Set a Public Hearing for Key’s Café Liquor License
Roe moved, Ihlan seconded,
approval of scheduling a Public Hearing on Monday, March 23, 2009, for an
On-Sale Wine and 3.2 Liquor License for Key’s Café.
Receive Update on Imagine Roseville 2025 Medium and
Roe moved, Ihlan seconded,
acceptance of an update of Imagine Roseville 2025 medium and long-term
goals, as presented by City Manager Malinen.
Authorize Acceptance of Metropolitan Emergency Services Board
Grant for 800 Megahertz Radios for Public Works Supervisors
Roe moved, Ihlan seconded,
acceptance of a grant from the Metropolitan Emergency Services Board in the
amount of $5,859.91 for the purchase of radios for Emergency Management.
Approve Change Order; Adopt a Resolution to Accept the Work Completed;
Authorize Final Payment of $52,077.28; and Commencing the One-Year Warranty
Period on the 2008 Contract B Street Improvement Project
Roe moved, Ihlan seconded,
adoption of Resolution No. 10695 entitled, “Final Contract Acceptance, 2008
Contract B;” approve Change Order; accepting the work completed; authorizing
final payment in the amount of $52,077.28; and commencing the one-year
warranty period on the 2008 Contract B Street Improvement Project”.
Amend Contract with WSB to Prepare a Response Action Plan for
the Twin Lakes AUAR SubArea I Infrastructure Improvements
Roe moved, Ihlan seconded,
authorizing the City Manager to amend the Twin Lakes AUAR SubArea I
Infrastructure Improvement Contract with WSB and Associates to include
preparation of a response action plan in the amount of $6,400.
8. Consider Items Removed from Consent
General Ordinances for Adoption
Hear a Presentation and Adopt a Resolution Regarding Early
Voting and Vote by Mail
While awaiting arrival of Ramsey
County Elections Coordinator Joe Mansky, Councilmembers and Ms. Curti
addressed some outstanding issues and options available for consideration.
City of Roseville Elections
Coordinator Carolyn Curti
Mayor Klausing noted several
possible revisions to the draft resolution presented by staff to further
clarify the intent for presentation to the legislature; ensuring options for
the City of Roseville as a pilot program City, with or without passage of
Councilmember Ihlan stated her
interpretation of the intent was for the City to serve as a test site for
election reforms, whether or not the legislation was approved for statewide
Ms. Curti clarified that the
City had been asked by Ramsey County for their interest in serving as a test
municipality, thus the draft language of the resolution offering that as an
alternative. Ms. Curti provided a brief review of background information on
the proposal, as previously presented to the City Council at an earlier
meeting, in an effort to bring the State’s current election system less
cumbersome, and up to pace with today’s society and changing demographics.
Ms. Curti noted today’s outdated and incredibly detail-oriented election
system, and its labor-intensive nature.
Ms. Curti highlighted potential
labor reduction with the vote by mail process; increased postage; reduced
supplies and equipment purchases; and reduced resources in administering
elections in the City.
Councilmember Pust offered her
support of early voting; however, expressed concern with vote by mail
options, and whether that would hinder Minnesota’s same day registration
Ms. Curti reviewed the process
to facilitate non-registered voters.
Councilmember Johnson expressed
concern in accountability for tracking ballots through the process, in the
voter’s ability to ensure that their ballots were received by mail, while
keeping their anonymity throughout the process.
Discussion included the process
used for tracking and protecting anonymity used in other states using vote by
mail options; tracking voter identification via the outside envelope, with
ballots in their secrecy envelopes separated from those outside envelopes;
and specific mechanics of voting by mail.
Councilmember Roe noted the
similarities of the vote by mail process to that at the polls in signing the
envelope or voter registration form; however, expressed concern about how a voter
could make sure their ballot arrived by mail, and didn’t get lost, to ensure
the vote was counted; and to also provide another option for that voter in
case of a lost ballot.
Ms. Curti noted that a bar code
would be scanned, similar to today’s Absentee Ballot procedure; and
anticipated tracking by the voter by internet or other options to ensure
their ballot had been received.
Councilmember Pust expressed
some hesitation in the City of Roseville signing on for a pilot program until
more details of such a program were defined.
Mayor Klausing suggested a
language change to the resolution allowing the City to participate in a pilot
program, rather than current language indicating that it would be required or
that the legislature could misinterpret the City’s intent.
d. Discuss City Manager Evaluation Process
Mayor Klausing provided draft
evaluation forms, originally formatted by Councilmembers Pust and Roe in
previous City Manager reviews, with some revisions; and suggested using a
survey process via internet with an outside firm doing the tallying and
compilation of the aggregate data.
Discussion included timing of
the survey for initiation and response time; proposed selection of
participants, expanded from previous evaluations; potential fee for this
outside service; and ability of individual Councilmembers to provide suggested
names of participants from other organizations that have not, but perhaps
should have had interaction with the City Manager.
Mayor Klausing suggested that,
in making suggestions for other participants outside City Hall,
Councilmembers be sure to provide a contact person who has interacted with
the City Manager; and that any additional contact information be provided to
Mayor Klausing for processing within a week.
City Manager Malinen, from his
perspective, noted that he would be providing a hard copy of his
self-evaluation, in addition to an updated goal outline since his last
review; and supplemental information of his accomplishments since the
previous review, asking that that information be included as part of the
10. a Ramsey County Elections Coordinator
Mr. Mansky apologized for his
delay due to his ongoing court appearances with the MN Senate election
Mr. Mansky noted that, in the
last General Election, 17% of Roseville’s registered voters had been through
the Absentee Ballot process, and that Roseville had the highest record for
absentee voting in Ramsey Council, and that it continued increase rapidly
annually. Mr. Mansky anticipated that this was a future trend with voters
looking for alternative and more convenient methods of voting.
Mr. Mansky reviewed the current
experience in the State of MN with mail voting over the last twenty (20
years, with MN being on of the first states to initiate all mail voting in
1987 for several rural areas not having access to conventional polling
places. Mr. Mansky noted the extremely high voter turnout in such
situations, including off-year or smaller elections; and some special elections
or specific referendums held entirely by mail to get a higher voter turnout.
Mr. Mansky echoed Ms. Curti’s comments regarding cost-savings; better
training of election judges due to savings in resources and staff time; and
encouraged Roseville to consider serving as a pilot community to provide
actual logistic data for consideration of a state-wide program.
Mr. Mansky provided a summary of
the proposal for early voting at a central location before election day, with
a proposal currently going before a legislative committee tomorrow. Mr.
Mansky noted that voters would actually go through the voting process similar
to election day, and would insert their ballots into the ballot counter, at
which time, it could be determined if their ballot was completed accurately,
and if not, the situation could be resolved at that time to ensure that their
ballot was counted. Mr. Mansky noted that this option would provide cost
savings, including less staff-intensive labor for accepting/rejecting absentee
ballots; and would allow voters to be treated the same as if they were voting
on election day.
Mr. Mansky, based on his
experience and observations in this senate election recount over the last
four (4) months, noted his awareness of mistakes made by voters and election
judges in the process; and the inability of the voter to correct their ballot
errors if voting by absentee ballot, and their not being counted until
Mr. Mansky addressed questions
and comments of Councilmembers including; political impacts for this current
legislation addressing only early voting, and not voting by mail; tracking
for the voter with voting by mail and timing of such website programming at
the Secretary of State level, or potentially at the Ramsey County level;
potential rescheduling of MN primaries from September to June; and continued
same day registration options.
Further discussion included
options for the portion of the population not internet savvy, with
considerable consideration given to serving all voters, and channeling staff
time to deliver services to all voters, by streamlining efforts in available
areas; and clearer instructions to voters on their ballots for voting by
mail; while allowing for actual interaction with ballot counters in early voting.
Mr. Mansky addressed the
requests of constituents in seeking more voting alternatives; potential
location of voting kiosks in grocery stores and/or shopping centers; and
legislation currently being drafted by Senator Marty related to a pilot
program for voting options.
Additional discussion included
timing of potential legislation; and minor language amendments in the City’s
proposed resolution to serve as a pilot to preserve the City’s options.
Mayor Klausing thanked Mr.
Mansky for his attendance and information.
Mayor Klausing recessed the meeting at approximately 7:10
p.m. for interviews; and reconvened at approximately 8:57 p.m. in Regular
Those interviewed were: Tim Johnson (Parks &
Recreation / Planning Commissions); John Gisselquist (Planning Commission);
Keith Miller and, Gary Grefenberg (Planning / Human Rights Commissions); Peg
Kennedy, Liz Jaeger, Barbara Yates and Howard Wagner (Human Rights
Business Items (Action Items)
a. Update of Centennial Gardens Apartments Non-Compliance
Community Development Director
Patrick Trudgeon reviewed staff’s analysis of Centennial Gardens Apartments
Non-Compliance, as detailed in the staff report dated March 9, 2009. Mr.
Trudgeon referenced letters from the developer’s attorney included in the
Staff’s recommendation was that
a letter of non-compliance be issued to the developer, but that no penalty be
levied, with the letter specifically stating that Centennial Gardens was in non-compliance with the affordability regulations for the months of July through
November of 2008, but that the violations were deemed “insubstantial” and
that no penalty would be levied at this time. Staff further recommended that
the letter state that violations were a result of misinterpretation of
regulations and poor communication; and that if this or similar violations
occur again, upon the City’s monitoring and annual review, the City would
levy a penalty.
Mary Ippel, representing the
City’s Bond Counsel, Briggs & Morgan, was present and addressed the City
Council, noting that staff and bond counsel were not relying on
interpretation by the developer’s attorney via referenced letter; and advised
that the issue at hand was not that of compliance, since the developer had
admitted to that non-compliance; but that the recommendation was based on
language of State Statute, and lack of evidence of any deliberate attempt for
non-compliance by the developer, and their remedies following being made aware
Staff recommended that, while
not recommending a penalty, the letter be held until reimbursement by the
developer of the City’s legal fees related to this issue.
City Attorney Scott Anderson,
reiterated the language of State Statute 474A.047, Subd. 3 related to the
penalty provisions; and the proposed condition for the letter versus order,
is that they reimburse the City’s attorney fees.
Ms. Ippel, as Bond Counsel,
concurred with the City Attorney’s interpretation.
Discussion included upfront
administration fees in the amount of $120,000 paid to the City by the
developer for the original tax credit bond filing; and the conservative
nature of the total of $1,684 overcharge by the developer to tenants, and
their compensation to those tenants who could be found, based on the
developer’s misinterpretation of law.
Councilmember Ihlan sought what
perspective was taken in concluding that this was an insubstantial violation.
Staff provided their rationale
for this recommendation, as detailed in the staff report, and staff’s
thorough review of rents paid monthly by each rental unit, the scope of the
occurrence and dollar amount.
Councilmember Pust noted that
the developer was required to provide 38 of the total 190 units in meeting
affordability guidelines, with errors made, due to interpretation of utility
costs, on 31 of those 38 units; opining that this seemed substantial., and
the City’s need to protect those 38 affordable housing units, and impacts
felt by those 31 families.
Councilmember Ihlan opined
that, from the tenant’s perspective, the impact could be deemed substantial
based on their economic circumstances, and the dislocation of some of those
families from their homes. Councilmember Ihlan further opined that the
developer’s misinterpretation and inexperience should not be relevant to this
decision, or whether their non-compliance was intentional or unintentional;
but opined that when the developer was seeking publicly-backed financing,
they should be aware of all requirements.
Karen Thomas, former resident
of Centennial Commons
Ms. Thomas reviewed her
experience in receiving an eviction notice and $150/month rent increase; and
subsequent conversations she’d had with the developer when seeking a rent
refund following determination of non-compliance. Ms. Thomas noted the many
stresses to herself and family throughout this situation; and her
disappointment with the City of Roseville; her need to relocate to St. Paul
from Roseville; and impacts to her family in being displaced after living 12
years at the complex. Ms. Thomas alleged that, if not for the notice of
non-compliance provided by Mr. Cann, the developer would probably not have
stopped their business practices.
Ms. Wyland requested that the
letter from Senator Marty be read into the record.
Marsha Kresse, resident at Centennial Gardens.
Ms. Kresse advised that Senator
Marty had drafted and e-mailed a letter to the City this afternoon. The
referenced letter had not been received by Councilmembers prior to the start
of today’s meeting schedule.
Ms. Kresse reviewed her rent
increase of $150, and subsequent reduction by the developer from $850 to
$834/month, following disclosure. Ms. Kresse reviewed impacts to her in not
being able to afford that much rent, but not being able to afford to move
either; early assurances by the developer that rents would not increase until
renovations were completed, however, the ultimate reality of the tenants
living in a construction zone, and utility interruptions during that
renovation. Ms. Kresse alleged that the former community-centered apartment
neighborhood had been torn asunder, and short-term, problematic tenants had
replaced long-term tenants.
Ms. Kresse opined that the
developer had been involved with affordable housing for years, based on
comments of the developer’s attorney, and should be aware of requirements.
Ms. Kresse further opined that, once caught in non-compliance, the City
should enforce State Statue rather than deem the situation insubstantial, alleging
that the developer was fully aware of what they were doing; and asked that
the City Council hold the developer accountable for the subsidies they
received, whether inadvertent errors or not.
Norm Jones, Attorney for
Mr. Jones opined that there were
at least three issues occurring between the owner and residents:
legal and factual issues surrounding non-compliance;
substantial rent increases between former and current
ownership of the building; and
complaints about management and construction.
Jones concurred that there needed to be better communication between tenants
and the owner, without necessarily going through the management company, and
that those conversations should address operational and management issues
Mr. Jones opined that comments
needed to be restricted tonight to non-compliance issues; and reviewed the
history of the issue; previous allegations of Mr. Cann and the owner’s
response to those concerns; and the error identified in October of 2008, and
subsequent remedies made by the developer in addressing those issues, for
which Mr. Jones took full responsibility based on information provided to him
through various sources and their interpretations.
Mr. Jones opined that the
purpose of the penalty as addressed in State Statute, was to ensure
compliance, which had already been achieved; and noted immediate
recalculation by the owner of rents as calculated by a third-party advisory;
and the compensation paid by the owner to those affected property owners over
and above that indicated; and operational changes made in accordance.
Mr. Jones referenced his letter
and his interpretation of compliance; and assured Councilmembers that the
owner was motivated to ensure that this situation did not reoccur.
Councilmember Pust reviewed the
owner’s original response to Mr. Cann’s 20 issues.
Mr. Jones reiterated that the
client had responded to each point; and initially to this non-compliance
issue, until further interpretation and advice was sought and received.
Discussion between Councilmember
Pust and Mr. Jones included the other projects in which this developer is
involved and their experience with this Statute.
Further discussion among
Councilmembers and staff included clarifying the number of units and number
of months in non-compliance; tabulation of each unit and staff’s
interpretation of that data, and the request of Councilmembers for this information
to be provided to them by staff;
Councilmembers concurred that
they required additional time to review this more detailed data reviewed by
staff before making a decision.
Councilmember Ihlan expressed
concern that residents in attendance at tonight’s meeting should have some
indication from the City Council of their intent, and encouraged that action
be taken tonight.
Mayor Klausing opined that, when
he took the Oath of Office, it was his charge to understand the problem or
issue, and do what was right; and that based on the information provided
to-date, he could not do so tonight.
Councilmember Roe opined that he
was still trying to understand the issues, and that he needed more
information to complete his analysis of whether to impose a penalty or not.
Councilmember Roe advised that he took the concerns of both the developer and
residents seriously, and in his review, was attempting to be fair to all
Ms. Ippel again reviewed
language of the State Statue regarding compliance and penalties.
Councilmember Johnson, in
addressing residents, opined that compelling arguments were heard from them,
and sought a show of hands on those in attendance who were impacted by this
Tracy Goodrich, Organizer
with Affordable Rental Housing
Ms. Goodrich opined that an
underlying issue with residents, as initially brought to the City’s attention
when proposed by the developer, was the potential for rent increases and
displacement, while the developer received tax credits fro the property. Ms.
Goodrich noted that 22 people were displaced, thus creating the frustration;
and the apparent lack of concern or interest of the City until Mr. Cann had
identified the issue for the City. Ms. Goodrich alleged that, without Mr.
Cann’s involvement, the City would have remained unaware, and the developer
would be continuing to overcharge renters. Ms. Goodrich questioned if this
was how the City would like to see their affordable housing tax credits used.
Ms. Kresse reiterated her
original concerns; the additional police calls to the complex based on
current renters; lack of belonging of neighbors; and other residents who
moved out due to the diminishing quality of the neighborhood, in addition to
those displaced. Ms. Kresse asked that the City Council ensure that those precious
tax credits and bonds go to developers who do what they promise. Ms. Kresse
opined that this impact was substantial.
At approximately 10:02 p.m., Johnson moved, Roe seconded,
to extend the meeting to complete discussion of time-sensitive items
identified as Items 12.a, 12.b and 13.b.
Klausing moved, Roe seconded,
TABLING consideration and discussion of the statutory compliance of Gardens
East Limited Partnership in regard to the Centennial Commons apartment development.
Councilmember Ihlan clarified
that she was personally seeking that this be brought back as an action item,
not an update, specific to notice to all parties of statutory penalty
consideration; and when this would coming back before the City Council.
City Manager Malinen anticipated
that the item would be included on the March 23, 2009, to allow time for
staff to respond with additional information as requested.
b. Adopt a Resolution Authorizing the Use of Eminent
Domain for the Acquisition of Parcels for Street and Utility Purposes within
the Twin Lakes Redevelopment Area
Community Development Director
Patrick Trudgeon reviewed the request for use of Eminent Domain, if required
do to timing constraints and negotiations with property owners, to initiate
Phase I infrastructure improvements, as detailed in the Request for Council
Action dated March 9, 2009. Mr. Trudgeon clarified that the request was to
acquire properties for right-of-way and construction easements only, not to
acquire land for development.
Pust moved, Johnson seconded,
adoption of Resolution No. 10696 entitled, “Resolution Approving the
Acquisition of Property for Improvements to Mount Ridge Road and Twin Lakes
Parkway.” – express understanding for road and infrastructure only – not for
Councilmember Ihlan spoke in
support of the motion to acquiring land for infrastructure, with the
understanding that it would be used only if negotiations with property owners
Ayes: Pust; Ihlan; Johnson;
Roe; and Klausing.
Mr. Trudgeon advised
Councilmembers that staff anticipated returning to the City Council on March
23, 2009, in Executive Session, to provide an update on negotiations to-date.
Business Items – Presentations/Discussions
Continue Discussion on an Alternative Budgeting Process for
City Manager Malinen led a
discussion on alternative budgeting processes for 2010, and the Request for
Council Action dated March 9, 2009 for outside consulting in an amount not to
Finance Director Chris Miller
noted the need to quantify costs for all programs and services to facilitate
moving toward outcome-based budgeting; and any adjustments that may be
indicated, such as reallocation of funding, deleting programs, or increasing
fees; and allowing the City Council to prioritize those programs and services
accordingly, based on their true costs and as part of the decision-making
Councilmember Pust noted that,
when this was discussed in the recent Council Work session, tiers were
discussed; but that this process indicated measuring programs for results,
and questioned how this would help Councilmembers draw the line without
another level of detail, and without additional information based on similar
services and programs of peer cities. Councilmember Pust asked to have some
input or ability to review the scope of services and information sought prior
to hiring an outside consultant. Councilmember Pust opined that additional
discussion was needed between staff and the City Council to make sure it was
clear what information was being requested, and to draft a Request for
Councilmember Roe opined his
support of outside assistance, based on their expertise and availability,
recognizing time constraints on in-house staff and impacts to their
day-to-day operations in gathering this data, while also allowing for an
impartial look at everything. However, Councilmember Roe noted the need for
substantial community feedback on their preferred service levels, and their
awareness of the dollar impacts for businesses and citizens, in providing
those service levels and programs. Councilmember Roe noted the need for more
informal discussions among staff and the City Council, similar to the recent
Work session, to avoid surprises during and at the end of the budget process,
as noted by staff in the last budget process.
Councilmember Johnson expressed
some concerns from his discussions with staff and various levels of support
for outcome-based budgeting; and his concerns that in providing core
services, park programming and services may be reduced to facilitate them.
However, Councilmember Johnson noted the support for park and recreation
programs, based on quality of life preferences of citizens; and their intrinsic
value to this community.
City Manager Malinen reminded
Councilmembers that another portion of the process was identifying other
revenue sources, a process already initiated on a staff level by department,
as they analyzed services and programs, and considered ways to generate
Councilmember Roe recognized the
concerns expressed by Councilmember Johnson in a third party making value
judgments for the City without looking at the overall picture of the
community and implications. However, Councilmember Roe also noted that a
third party could provide the actual cost of providing services and programs;
and allow a more detailed review of efficiencies available, since the City’s
staff was too close to the picture to be objective. Councilmember Roe opined
that the broad picture be reviewed, without any assumptions, and community
input sought on those programs or services that the community may be willing
to pay higher taxes or fees to continue or improve.
Councilmember Pust opined that
the study being sought, as per the staff report, was not consistent with
seeking efficiencies, and without including value to community versus dollar
amount to provide services or programs.
Further discussion included
timing anticipated for completion of the study in relationship to the 2010
budget process, with staff anticipating 90 days for completion; monies to
fund the study from the City’s existing budget, but those resources not yet
identified by staff, pending further analysis of impacts of lost state aid
funds; one-time cost of the study, not a structural obligation, but part of
the strategic planning effort; and impacts of that $50,000 based on other
Klausing moved, Roe seconded,
authorizing staff to hire an independent outside consulting firm for the
purposes of calculating the direct and indirect costs of City services; at an
amount not to exceed $50,000.
Mayor Klausing spoke in support
of the motion, while recognizing concerns expressed by Councilmembers, but
noting the need to make some serious decisions based on expenses and
revenues, and with community input on their preferences.
Councilmember Ihlan questioned
whether the study would cost the full $50,000, and sought more definition of
those services sought, and whether staff could provide a short list of
qualified firms; and questioned whether the firm would provide sufficient
data analysis, or if it would be repetitious of that already available to
City Manager Malinen assured
Councilmembers that staff would certainly attempt negotiating for less than
the proposed $50,000.
Further discussion included
impacts of this motion on outcome-based budgeting for 2010; advantages of an
outside look at day-to-day City operations to provide services and
programming; assessment of qualifications by staff for proposing firms,
without formal bid procedures; and the need for a more detailed scope of
services for Councilmembers to consider based on the desired outcomes.
Mr. Miller noted that staff,
while drafting a scope of services outlining general parameters for the
firm’s role and the City’s expectations, attempts were left to provide some
leeway to guide a process based on a firm’s familiarity and expertise,
Councilmember Roe, in terms of
the Council being involved in the RFP process, suggested that a subcommittee
of Councilmembers be involved in drafting the scope of services, based on
tonight’s action of the entire Council.
Councilmember Pust concurred
with Councilmember Roe’s suggestion; opining that this emphasized the need
for additional conversation between staff and the City Council.
Councilmember Ihlan supported
the City Council having a say in shaping the scope of services requested and
which contractor was chosen; however, expressed her concern it that process
Councilmember Johnson reiterated
his concern that, even going through this budgeting for outcomes process, at
the end of the year, the City Council would still be at the mercy of the
economy and/or individual Councilmember reaction to the economy.
Ayes: Roe and Klausing.
Nays: Ihlan and Johnson.
Motion failed on a tie vote.
14. City Manager Future Agenda Review
15. Councilmember-Initiated Items for Future Meetings
a. Twin Lakes Property Maintenance Code Enforcement (Councilmember Ihlan)
The meeting was adjourned at 10:44 pm.