City
Council Meeting Minutes
January 26, 2015
1. Roll Call
Mayor Roe called
the meeting to order at approximately 6:00 p.m. Voting and Seating Order:
Willmus, Laliberte, Etten, McGehee, and Roe. City Manager Patrick Trudgeon and City
Attorney Mark Gaughan were also present.
2. Pledge of
Allegiance
3. Approve Agenda
Councilmember
McGehee requested removal of Items 7.b and 7.j; and Councilmember Laliberte
requested removal of Item 7.f from the Consent Agenda for separate consideration.
Etten moved, McGehee
seconded approval of the agenda as amended.
Roll Call
Ayes: Willmus,
Laliberte, Etten, McGehee, and Roe.
Nays: None.
4. Public Comment
Mayor Roe called
for public comment by members of the audience on any non-agenda items. No one
appeared to speak.
5. Council
Communications, Reports, and Announcements
Mayor Roe
announced several free upcoming self-sufficiency workshops sponsored by
Keystone Community Services scheduled at the Ramsey County Library - Roseville
Branch; with additional information available at ehayne@keystoneservices.or or by
calling Eric Jayne at 651/797-7009.
Mayor Roe
announced vacancies on several Citizen Advisory Commissions, with the application
deadline on March 2, interviews scheduled on March 9, and appointments for
terms beginning April 1, scheduled March 23, 2015. Applications and additional
information are available on the City's website under the "commissions" tab.
Mayor Roe
invited the public to attend the Villa Park building preview scheduled for
January 28, 2015 from 6:30 - 8:00 p.m. with light refreshments.
Mayor Roe
announced the 19th annual Roseville Home and Garden Fair, hosted by
the Roseville Housing & Redevelopment Authority, scheduled for February 21,
2015 from 9:00 a.m. to 3:00 p.m. at the Fairview Community Center, with
numerous exhibitors, sponsors and workshops scheduled. Additional information
available on the City's Website under the "HRA" tab, or by calling
651/792-7028,
Mayor Roe
invited residents to participate in another brush and buckthorn stacking at
Harriet Alexander Nature Center on February 21, 2015 starting at 10:00 a.m.;
with additional information available on the City's website or by calling
Volunteer Coordinator Kelly O'Brien at 651/792-7028.
Mayor Roe
announced scholarship opportunities available through the North Suburban Cable
Commission for residents of the nine member communities with students interested
in communication, journalism or similar studies. Additional information, with
a deadline of April 10, 2015 for scholarship applications, is available at ctvnorthsuburbs.org/scholarships
or by calling 651/792-7515.
Mayor Roe
announced the upcoming 2nd annual Ramsey County Library Friends "Great Gatsby Gala" fundraiser on February 7, 2015; with all profits going
toward acquisition of materials and community programs. Additional information
is available at rclfriends.org or by calling 651/792-7001.
Councilmember Laliberte,
as Liaison to the Ramsey County League of Local Governments, briefly reported
on their most recent meeting and upcoming meeting topics for 2015, noting that
the City of Roseville would be hosting the March 2015 meeting. Councilmember
Laliberte provided a copy of the "2015 Ramsey County State Legislative Platform" to City Manager Trudgeon for dissemination.
6. Recognitions,
Donations and Communications
a.
Proclaim Black History Month
Mayor Roe read
a proclamation declaring February of 2015 as Black History Month in Roseville,
inviting a renewed commitment in the community to ensure racial equality,
understanding and justice.
Laliberte
moved, Etten seconded, declaring February of 2015 as Black History Month in
Roseville.
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
7. Approve Minutes
Comments
and corrections to draft minutes had been submitted by the City Council prior
to tonight's meeting and those revisions were incorporated into the draft
presented in the Council packet.
a.
Approve Minutes of January 12, 2015 Meeting
Willmus moved,
McGehee seconded, approval of the January 12, 2015 meeting minutes as
presented.
Roll Call
Ayes:
Willmus, Laliberte, McGehee, and Roe.
Nays:
None.
Abstentions:
Etten.
Motion
carried.
8. Approve Consent Agenda
There were no
additional changes to the Consent Agenda than those previously noted. At the
request of Mayor Roe, City Manager Patrick Trudgeon briefly reviewed those
items being considered under the Consent Agenda; and as detailed in specific
Requests for Council Action (RCA) and related attachments, dated January 26,
2015.
a.
Approve Business and Other Licenses and Permits
Etten
moved, McGehee seconded, approval/renewal of business and other licenses and
permits for terms as noted.
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
c Award Contracts for Irrigation Replacements and Upgrades
Etten
moved, McGehee seconded, authorizing the Mayor and City Manager to enter into a
contract with Mickman Brothers for irrigation replacements and upgrades as
outlined for a cost of $215,815, pending final review and approval of documents
by the City Attorney.
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
d.
Approve 2014 Pay Equity Report
Etten
moved, McGehee seconded, approval of the 2014 Pay Equity Report (Attachment A)
for submission to maintain compliance with the Local Government Pay Equity Act.
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
e.
Award Contract for Operation of a Clean-Up Day
For the
listening audience, Councilmember Laliberte noted the 2015 clean-up date is April
25, 2015.
Mayor Roe noted
the rates this year were the same if not somewhat lower than last year.
Etten
moved, McGehee seconded, award of the 2015 - 2017 Clean-Up Day Contract to
Lightning Disposal, Incorporated.
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
g.
Reject Bids for City Tagline Consultant
Etten
moved, McGehee seconded, to reject all proposals stemming from the Request for
Qualifications for "Creation of Identity Tagline and Style Guide."
Roll
Call
Ayes: Willmus,
Laliberte, Etten, McGehee, and Roe.
Nays: None.
h.
Approve General Purchases Over $5,000
Etten
moved, McGehee seconded, approval of general purchases and contracts for services,
and where applicable, trade-in/sale of surplus equipment.
Roll
Call
Ayes: Willmus,
Laliberte, Etten, McGehee, and Roe.
Nays: None.
i.
Approve Payments
Etten moved,
McGehee seconded, approval of the following claims and payments as presented
and detailed in the RCA dated January 26, 2015 and attached check register.
|
ACH Payments
|
$1,737,303.52
|
|
76287 - 76432
|
801,683.88
|
|
TOTAL
|
$2,538,987.40
|
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
9.
Consider Items Removed from Consent
b.
Authorize Agreement for Park Building Custodial Services
At
the request of Mayor Roe, City Manager Patrick Trudgeon briefly reviewed this item
as detailed in the RCA and related attachments dated January 26, 2015.
Councilmember
McGehee advised her colleagues that she had spoken to City Manager Trudgeon
earlier requesting a report back in six months on the actual costs for electric
and gas utilities in each building, as part of 2016 budget information, since
it appeared that cleaning services may run higher than anticipated, in addition
to the additional costs for utilities at these facilities.
Councilmember
Laliberte asked how cleaning was currently being done at the arboretum support
building; and how that cost compared to being folded into using this firm for
custodial services.
City
Manager Trudgeon stated that a third party was also currently performing those
tasks; and this amount took into consideration rolling those costs for existing
structures in.
At
the request of Mayor Roe, Parks & Recreation Director Lonnie Brokke concurred,
noting that several years ago, dollars had been identified for cleaning those
existing buildings, estimated at approximately $5,000, but was now being
included in this broader program.
When
staff returns with their six month report on utility costs, Councilmember
Willmus also asked for a revenue report for that same time period.
Councilmember
McGehee concurred, asking that staff track buildings separately, especially as
more facilities (e.g. gymnasiums and the OVAL) were brought in.
Mr.
Brokke responded that it was staff's intent to track each facility separately.
City
Manager Trudgeon advised, as noted by Mayor Roe, that cleaning at the OVAL was included
in the existing contract for cleaning services at the City Hall campus.
McGehee
moved, Etten seconded, authorizing the Mayor and City Manager to enter into an
agreement with Cleaning Authority for custodial services at Autumn Grove Park,
Lexington Park, Oasis Park, Rosebrook Park, Sandcastle Park and Villa Park
Buildings, and the Muriel Sahlin Arboretum support building for an amount of
$46,040.70, payable from the 2015 Parks and Recreation Budget.
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
f.
Approve Human Rights Commission (HRC) Civility Training Request
At
the request of Mayor Roe, City Manager Patrick Trudgeon briefly reviewed this
item as detailed in the RCA and related attachments dated January 26, 2015. Mr.
Trudgeon noted that representatives of the HRC present tonight to respond to
any questions of the City Council for this requested $2,000 amount to be taken
from the Communications Fund.
Councilmember
Laliberte thanked the Ramsey County Library for committing to $1,000 and
providing space for this proposed training. Since the specific request by the
HRA was for $2,000, Councilmember Laliberte questioned if that was sufficient
if the maximum number of participants expected were attending. Since the HRC was
one of the few community advisory commissions with a budget, Councilmember
Laliberte asked if they typically expended their entire annual budget.
City
Manager Trudgeon responded that the HRC typically expends their entire budget,
with the major expense being for the annual Essay Contest.
Councilmember
Laliberte questioned recent discussions of the HRC related to gift cards.
HRC
Staff Liaison Kari Collins
Ms.
Collins advised that there was approximately $200 remaining in last year's
budget, and the budget was used for receptions or seminars held throughout the
year, for essay monetary awards, the Rosefest Parade, Naturalization Ceremony,
and other events, it was also used for the annual $100 membership fee for the National
Human Rights League. Ms. Collins noted that funds were not carried over from
one year to the next to provide a buffer, and therefore, the HRC had discussed
purchase of a gift card with remaining funds for availability to offset costs
of future expenses.
Councilmember
McGehee expressed her support for this training, based on her understanding
that the $2000 was needed to secure the event; and that other donations may be
received that could reduce the expense, but the HRC would be unable to proceed
until this amount had been reserved.
McGehee
moved, Laliberte seconded, approval of an increase in the Human Rights
Commission 2015 budget to host civility training in 2015 to be funded from the
Communications Fund.
Friendly
Amendment
Since
the HRC budget was funded through the General Fund, Mayor Roe offered a
friendly amendment to the motion that General Fund monies be used versus
Communication Fund monies; stating his concern in continuing to dip into the
Communications Fund too often.
Makers
of the motion agreed to the friendly amendment.
Roll
Call (As Amended)
Ayes: Willmus,
Laliberte, Etten, McGehee, and Roe.
Nays: None.
j. Approve Resolution Awarding Bid for 2015 Meter Replacement
Project
At
the request of Mayor Roe, City Manager Patrick Trudgeon briefly reviewed this
item as detailed in the RCA and related attachments dated January 26, 2015;
with inspections for compliance for inflow and infiltration (I/I) included as
part of those meter replacements as detailed.
Councilmember
McGehee thanked staff for bringing this forward and spoke in support of this
requested motion, based on her support of the I/I issue and many homeowners not
being aware that their sump pump is connected to the sanitary sewer system, or
clearly understand I/I issues and the additional costs to the City.
Mayor
Roe noted that this could also provide an opportunity to educate the public on
the costs to the City, and ultimately utility rates for customers, for the
unnecessary costs to process water going into the sanitary sewer system that
didn't need treatment; along with the penalties incurred by the City due to
that excess flow.
Councilmember
Laliberte requested clarification from staff on whether the sump pump
inspections would be at those residential locations undergoing meter replacements
or at other locations.
At
the request of Mayor Roe, Public Works Director Duane Schwartz advised that it
would be the same homes scheduled for meter change-outs. Mr. Schwartz noted
that the proposed contract was for 5,000 meter change-outs and I/I inspections;
with City staff scheduled to do another 1,000 beyond those. Mr. Schwartz advised
that this would cover 6,000 of the 9,000 total meters; and provide sufficient
data for the City Council to discuss how big the I/I problem is specific to noncompliant
sump pump connections and how to issue corrective measures based on that data.
Councilmember
Laliberte questioned the intended communication to residents found with
incorrect connections and repercussions if not corrected.
Mr.
Schwartz reviewed the proposed process to provide notice to homeowners about
the meter replacement and inspections to schedule an appointment, and with that
same communication provide information on I/I and reasons for inspections and
disconnections. Mr. Schwartz advised that staff would also reiterate efforts
to the broader community beyond those scheduled for meter replacement.
McGehee
moved, Etten seconded, adoption of Resolution No. 11206 (Attachment A)
entitled, "Resolution Awarding Bids for 2015 Meter Replacement Project" to
Ferguson Waterworks in an amount not to exceed $266,500; and including sump
pump inspections.
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
10.
General Ordinances for Adoption
11.
Presentations
12.
Public Hearings
a.
Public Hearing to Consider the Transfer of an On-Sale 3./2% Malt
Liquor License to Pleasant Valley Sunrise Group, LLC (Aurelio's Pizza)
At
the request of Mayor Roe, Finance Director Chris Miller briefly reviewed the
purpose of this public hearing prompted by a change in ownership and legal requirements
to transfer existing liquor licenses as applicable. Mr. Miller advised that
applications had been received and reviewed by staff and found to meet requirements,
pending final background checks.
No representatives of the applicant came forward to speak.
Mayor
Roe opened and closed the public hearing at 6:43 p.m., with no one appearing
for or against.
b.
Public Hearing to Consider the Approval of an On-Sale Wine
License for Pleasant Valley Sunrise Group, LLC (Aurelio's Pizza) located at
2827 Hamline Avenue
At
the request of Mayor Roe, Finance Director Chris Miller briefly reviewed the
purpose of this public hearing, noting that this application was for a new
license for the new owners.
Mayor Roe
opened the public hearing at 6:44 p.m., with no one appearing for or against.
14 Business Items
(Action Items)
a.
Approve/Deny the Transfer of an On-Sale 3./2% Malt Liquor License
to Pleasant Valley Sunrise Group, LLC (Aurelio's Pizza)
Etten
moved, McGehee seconded, approved the transfer of the On-Sale 3.2% Malt Liquor
license from Aurelio's Pizza to Pleasant Valley Sunrise Group, LLC; pending
completion of successful background checks.
At
the request of Councilmember Willmus, Finance Director Miller advised that the
new owner and applicant had been advised of the City's mandatory alcohol server
training, as it was part of the normal process.
Roll
Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
b.
Approve/Deny an On-Sale Wine License for Pleasant Valley Sunrise
Group, LLC (Aurelio's Pizza) located at 2827 Hamline Avenue
Etten
moved, McGehee seconded, approved a new On-Sale Wine license for Pleasant
Valley Sunrise Group, LLC at 2827 Hamline Avenue; pending completion of
successful background checks.
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
Recess
Mayor Roe recessed the meeting at
approximately 6:47 p.m., and reconvened at approximately 7:51 p.m.
14
Business/Action Items
d. Request by JAVA Properties for Approval of a Preliminary
Plat at 2700 Cleveland
Avenue
City
Planner Thomas Paschke briefly summarized this request as detailed in the RCA
dated January 26, 2015. Mr. Paschke noted this was a two-step process, with
some issues still pending and in process (e.g. access points) and were therefore
included as conditions for approval as that documentation is completed and
submitted by the developer and reviewed by staff and other agencies.
The
developer representatives had yet to arrive.
Councilmember
Etten noted that, while extensive discussion had been held on access points,
the decision was still pending and included combining access points for this
development as well as for the proposed hotels north of this site, and specifically
regarding right in, right out turns.
Mr.
Paschke responded to concerns regarding what Ramsey County would support, and
potential impacts to the developer or if the developer could decide to pull out.
Community
Development Director Paul Bilotta advised that, obviously, a developer wanted
as much access as possible, especially for retail customers; however, he
anticipated that Ramsey County was unlikely to approve any access on Cleveland.
Mr. Bilotta noted that the traffic study indicated more access was needed at
the end of development in this area; and in his discussions with Ramsey County
earlier today, they were considering the access points available to the site
via cross-easements from three other streets. Mr. Bilotta stated that his
understanding was that the developer had closed on the property, and at this point
he anticipated no crises, with further adjustments always taking place between
preliminary and final plat approvals.
Councilmember
Etten opined that if access was added now (e.g. right turn lane northbound),
the developer would be obligated to pay for that infrastructure versus if
Ramsey County chose to wait, which would negate developer involvement and cause
the County and City to be responsible for those costs.
Mayor
Roe questioned why the configuration of a right in, no right out was chosen for
access to Twin Lakes Parkway; and questioned if that could be changed if a
Cleveland access point was allowed.
Mr.
Paschke noted that this became problematic for larger vehicles (e.g. trucks) with
right-out crossing lanes of traffic and creating conflicts and more accidents
as they attempted to get into the proper traffic lane on Cleveland Avenue to
access I-35W or to facilitate another turn action. Mr. Paschke opined that a
right in would be best as recommended by the City's Engineer, with the traffic
study supporting a right-in, but not a right-out.
Mayor
Roe agreed that it made sense from a safety standpoint, especially when
considering that access was available off Mount Ridge Road.
Mr.
Paschke concurred, noting that access was also available on Iona Lane.
Mayor
Roe suggested that the City may wish to participate in signage to route traffic
throughout the Twin Lakes area, or to provide wayfinding signage as part of the
developers' signage.
Mr.
Bilotta advised that a master signage plan from both developers has been
strongly encouraged by staff, but he did not anticipate that Mount Ridge Road
would ever become that heavily traveled to need significant directional signage
for traffic; but duly noted Mayor Roe's comments.
Mr.
Paschke noted that developer signage would typically be on private property
versus the public right-of-way.
Mayor
Roe noted that his suggestion was to include directional signage as part of the
entrance monuments for the developments, which the City could take into
consideration as part of the developer signage requirements as applicable.
Public
Comment
Lisa
McCormick, Wheeler Street
Ms.
McCormack expressed her disappointment that the developer was not present for
this discussion; and apologized for the apparent lack of public participation
at the Planning Commission level. Ms. McCormack opined that part of the lack of
participation at that point may have been the public's unawareness of a
potential Aldi's grocery at that location. However, once revealed, Ms.
McCormack noted the public lack of interest or support for that retailer
expressed on the City's website; and expressed hope that the developer would
acknowledge and consider that neighborhood feedback accordingly. Ms. McCormack
noted the public perception that Aldi's was a discount retailer, and the
perception that it was already becoming a "discount corner." Ms. McCormack
noted that neighbors expressed their preference for Trader Joe's or a Whole
Foods, or something more upscale to balance that perception. Ms. McCormack opined
that everyone was in this together, and expressed that it was unfortunate that
the public voice had been lacking at the Planning Commission level. Ms.
McCormack recognized that Community Development Director Bilotta had conveyed
some of the public comments to the Planning Commission; but opined that it was
important for the developer to hear them from the public as well.
Kathleen
Erickson, Centennial Drive
Ms.
Erickson spoke in support of Ms. McCormack's comments; and referenced the
comments on NextDoor on the preferred retail choices in the neighborhood. Ms.
Erickson opined that it was unfortunate that the identity of this retailer was
not available earlier in the process due to non-disclosure requirements during
negotiations, and until an article appeared in the Business Journal
about the potential for an Aldi's grocery store. While having nothing against
Aldi's personally, Ms. Erickson opined that a Trader Joe's - even though run by
the same German firm -provided a different feel and clientele. Ms. Erickson
opined that it seemed that urbanization was part of Roseville's changing
future, with two new hotels, the WalMart, and now a potential Aldi's, and it
just didn't seem to be an upscale area. Ms. Erickson encouraged consideration
by the developer in keeping the climate and atmosphere of the adjacent
residential neighborhood.
Lisa
McCormack
Ms.
McCormack expressed appreciation for the developer dividing the retail space
for two end caps and interest from restaurants versus fast food establishments
for those locations. Ms. McCormack noted that this was another amenity
requested by residents in that neighborhood, for a sit-down restaurant, and
thanked the developer for taking that initiative. With that type of sit-down
restaurant, and consideration of an upscale grocer, Ms. McCormack opined that
it would serve to draw patronage from the residential neighborhood as well as
from the broader community and region.
Community
Development Director Bilotta clarified that is was his understanding from the
developer that the article referenced identifying Aldi as the grocer tenant had
been published in error due to the project engineer using a template typically
used for that retailer. Mr. Bilotta advised that the developer could still not
address that issue, as they had also stated at the Planning Commission due to
non-disclosure issues during negotiations with tenants. Therefore, Mr. Bilotta
advised that no additional information was available, and any suppositions were
inaccurate until negotiations were completed. Mr. Bilotta assured the public
that staff would pass the public comments along to the developer; but further
clarified that staff could only advise, but the developers would respond to the
market and interested tenants of their choice for this privately-owned
property. With the access decision forwarded to staff by Ramsey County
earlier today, Mr. Bilotta opined that this may cause one potential tenant to
rise above the others.
Knowing
that hotel properties were anticipated adjacent to this development site, Mayor
Roe opined that an Aldi's didn't seem to be the best fit, and synergistically
that may be taken into account as well. Mayor Roe noted that he had heard from
various sources in the community that Roseville already had enough chain-type
food establishments, and while nice, the desire was to have more unique opportunities.
Etten
moved, McGehee seconded, approval of the proposed The Cleveland Club
PRELIMINARY PLAT as presented for the property located at 2700 Cleveland Avenue;
based on the findings and recommendations of the Planning Commission and
content as detailed in the RCA dated January 26, 2014, subject to the ten (10)
conditions as listed in that RCA.
Councilmember
Etten expressed his interest in persuading Ramsey County to get the turn lanes
installed at developer expense now, and remove future costs for residents and
taxpayers.
Mayor
Roe encouraged individual Councilmembers to lobby their Ramsey County
Commissioner.
Councilmember
Laliberte echoed public comments heard tonight, as well as those of Mayor Roe,
specifically related to a potential Aldi's store in Roseville, with one already
located in Little Canada, and two Cub Food Stores in Roseville. Councilmember
Laliberte opined that, at some point, the area could not support duplicative
establishments, and therefore, she encouraged the creation of a different
establishment other than Aldi's to prevent another duplication.
Councilmember
Willmus questioned if staff was aware of whether the developer had contacted
existing liquor license holders regarding acquiring a license, which could
determine a potential tenant.
Mr.
Bilotta advised that the developer had indicated that they may have access to a
license; however, staff had no additional information at this time.
Councilmember
McGehee opined that there may be more than one liquor license available, so she
didn't think that would be an issue for a potential grocer tenant. Councilmember McGehee also spoke in support of the public comments requesting
that the discount format of this corner be addressed, especially given the significant
amount of community distress over the WalMart development. Given the
walkability north of the development and residential neighborhood of 500 plus
homes that would service this development, Councilmember McGehee opined that it
would only serve to improve the entire Twin Lakes area and broader community if
the developer took that into consideration.
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
13.
Budget Items
a. Receive a Summary Recap of the 2015 Adopted Tax Levy and Budget
Finance
Director Chris Miller presented a summary recap of the 2015 adopted tax levy
and budget as previously requested by the City Council.
At
the request of Mayor Roe, Mr. Miller confirmed that the report would be made
available to the public online on the City's website; and that he was always
available to answer any questions of the public.
Councilmembers
thanked staff for presenting this informative report.
14
Business Items (Action Items)
c. Park and Recreation Renewal Program Natural Resource Restoration
Project Update and Acceptance of Grants
Parks
& Recreation Director Lonnie Brokke, Park Superintendent Jeff Evenson and
Stantec, Inc. Consultant Paul Bockensted were available for this presentation,
as detailed in the RCA dated January 26, 2015.
Mr.
Bockensted provided the natural resources update, including a review of the
2013-2014 planning and work completed on restoration work and public outreach
and volunteer efforts to-date, and the 2015 work plan, with photo examples.
Mr. Bockensted commended Roseville residents for their outstanding participation
and support; expressing his favorable impressions with those volunteers.
The
presentation included signed trail closures for safety when machines are running,
as well as safety spotters; public outreach protocol and series of activities;
building of a volunteer base with regular events scheduled to lay the
groundwork for that volunteer legacy; stewardship network of a core group of
volunteers to continue monitoring and management of natural resources in
Roseville parks, including corporate and higher education venue participation
planned for organization early this year.
As
planned, Mr. Bockensted advised that leveraging city funds through grant awards
would assist those ongoing efforts.
As
far as the 2015 work plan, Mr. Bockensted reviewed significant invasive brush
and woodland restoration efforts; wetland restoration; monthly volunteer events
and stewardship programs as previously noted; and invasive weed management and
shoreline restorations; with ongoing grant screening and applications.
Mr.
Brokke noted the intended three year approach that included establishing programs
the first year, with two subsequent years for maintenance, all under the
umbrella with Stantec before those areas were turned back to the City for maintenance.
Park
Superintendent Evenson thanked the City's Volunteer Coordinator Kelly O'Brien
for her help with the volunteer program and leveraging interested residents in
specific stewardship opportunities.
Councilmember
Laliberte questioned how and when maintenance of those areas being mowed would
need attention in the future.
Mr.
Bockensted advised that, depending on the actual invasive plants, those cut by
hand were treated immediately with a herbicide, but those areas treated with
the machine (forestry mower) would re-sprout and need to be treated as well, typically
after native trees and grasses go dormant in the fall. Mr. Bockensted noted
that the overall goal was to increase plant diversity to improve wildlife
habitat and provide good competition to those undesirable invasive plant
species.
Councilmember
McGehee expressed appreciation for the presentation and work accomplished
to-date, stating her support for this aspect of the Park Renewal program.
However, she expressed her disappointment that only the core projects were able
to be accomplished and not more. Councilmember McGehee asked for the
anticipated plan going forward in applying for grants and whether they were in
line with original expectations.
Mr.
Bockensted advised that they would continue to screen grants for a wide variety
of programs, a number of which have been applied for already. Overall, with
the City Council's acceptance of the two grants before them tonight, Mr. Bockensted
advised that the City would have been awarded $265,000, with a total goal set
originally at between $300,000 and $400,000. Mr. Bockensted assured the City
Council and public that they would continue to look at additional grant opportunities
from various local and national agencies to find good fits.
Councilmember
McGehee sought information on aquatic invasive species in Roseville lakes, with
Mr. Bockensted providing an update on Langton and Bennett Lakes and the
invasive species they were affected by. Mr. Bockensted advised that their firm
was performing an inventory and developing a management plan, in conjunction
with applicable area watershed districts, and working with previous surveys
done on those bodies of water, and specific to invasive, non-native species
occurring annually or only episodic in nature. Mr. Bockensted noted that there
may be grants available through the Minnesota Department of Natural Resources
to address some of those infestations.
Councilmember
McGehee addressed the need to alert the public in advance when herbicide
treatments were going to occur; with Mr. Bockensted advising that this could be
done, but most herbicide use was minimal with little residual impact on
non-target species, and dried quickly allowing re-entry by citizens. Mr. Bockensted
noted that signs and flags were used to notify the public in advance, but he
could pursue further notice as applicable and reasonable.
Mayor
Roe questioned the ongoing costs for maintenance in those areas once the City
took them over again; and how much Stantec would be involved in determining
those costs, their activities and role.
Mr.
Bockensted advised that his firm would assist City staff in identifying regular
maintenance activities and estimating the level of activity needed to sustain
gains made during the first few years; and help to develop a plan for long-term
management.
Mayor
Roe expressed the City's appreciation for that, opining that he didn't want to
see all this work in the first three years and then have the areas revert back
due to a lack of funding or maintenance on the part of the City.
Councilmember
McGehee suggested that Stantec and City staff also reach out to the St. Paul
Campus of the University of MN for volunteer and partnership opportunities;
with Mayor Roe suggesting Bethel University as well as those previously
identified.
Etten
moved, McGehee seconded, authorizing the Mayor and City Manager to sign the
necessary documents to accept a Conservation Partners Legacy Grant from the
Minnesota Department of Natural Resources in the amount of $120,966 for natural
resource restoration at Reservoir Woods and Bennett Lake in Central Park, with
a City cash match of $362,898 to be taken from the approved $1.5 million Parks
and Recreation Renewal Program budget.
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
Etten
moved, McGehee seconded, authorizing the Mayor and City Manager to sign the
necessary documents to accept a Capitol Region Watershed District grant in the
amount of $22,410 for natural resource restoration at Villa Park with a city
cash match of $2,490 to be taken from the approved $1.5 million Parks and Recreation
Renewal Program budget.
Councilmember
Willmus thanked Stantec and staff for this additional service provided by
Stantec in their request for proposal during the Best Value process that had
not been included in other proposals; and expressed appreciation for their due
diligence.
Mayor
Roe concurred; and clarified for the public that the City was not expending
additional money to match these grant awards, but making the City's bonding money
go further to accomplish more.
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
14
Business/Action Items (continued)
d.
Request by JAVA Properties for approval of a Preliminary Plat at
2700 Cleveland Avenue (continued)
Mayor Roe
recognized developer representatives Dean Devolis of JAVA Capital Partners, and
Mark Krog, with JAVA Properties and Capital Partners.
Mr. Devolis
reviewed negotiations to-date with a retail tenant for a sit-down restaurant of
5,500 square feet, with other tenants still pending, including a potential
grocer.
Mr. Krog stated
that they had hoped to be able to identify several tenants by tonight's
meeting, but the potential tenants had requested not to be identified yet. However, Mr. Krog anticipated announcing the tenants soon, and opined that the
City and residents would be happy with them.
Mayor Roe noted
that public feedback to-date had sought to ensure more unique tenants to
Roseville versus nationwide chains.
Mr. Krog
advised that the proposed tenant for the restaurant was unique and locally
based.
Councilmember
McGehee noted other feedback received earlier tonight was that, if possible, a
grocer tenant other than Aldi's be selected. Councilmember McGehee noted that
residents in a large, single-family neighborhood directly to the north were
concerned that this was becoming a "discount corner," and they were interested
in access to a grocer not currently available (e.g. Trader Joe's or Whole
Foods); as well as hoping for a unique restaurant.
Mr. Devolis
advised that they had also spoken to neighborhood representatives when arriving
at tonight's meeting, and would do their best to find desired tenants based on
the current retail market and economics. Mr. Devolis advised that the grocer
tenant remained unconfirmed at this point.
Councilmember
Laliberte noted the response earlier today to staff on Ramsey County's access
point and their decision to not allow access onto Cleveland Avenue.
Mr. Devolis
advised that they had been advised by staff of that response, and while less
access meant less interest from quality tenants, they would work with that, but
noted that it may mean the same choices were not available in terms of quality
of tenants for the development. Mr. Devolis advised that once they had
reviewed the response from Ramsey County, they would work with them directly to
find a remedy or resolution to benefit all parties to the greatest extent
available.
Mayor Roe
advised that the message to the developer was that the City Council was on the
side of the developer and expressed the City Council's commitment to lobby on
their behalf with Ramsey County, especially based on the knowledge that the
type of tenants was based on adequate and preferable customer access to and
from the site.
Mr. Krog noted
that the traffic study, paid for by the developer as required by Ramsey County
and the City Council, recommended a right-in, and was preferable and would
handle traffic better rather than having to drive into the intersection. Mr.
Krog expressed appreciation for the City Council's support; and advised that
they would continue to work with Ramsey County and staff toward the best
option.
Mayor Roe noted
that part of that discussion should include consideration that there is
currently access only a few feet north of Twin Lakes Parkway.
Councilmember
Laliberte expressed her personal preference for a grocer tenant other than
Aldi's; and asked the developer to use whatever sway they had available to
ensure a better quality tenant. Councilmember Laliberte noted that Roseville's
history had tenants duplicating stores held in neighboring communities (e.g.
WalMart in the Village of St. Anthony) and then closing those stores even after
promising not to do so, but leaving vacant buildings needing to be turned
over.
Mayor Roe
expressed the City's confidence in the developer and the City's high
expectations of them.
e.
Dale Street Fire Station Site Redevelopment
Community
Development Director Paul Bilotta noted that the City Attorney had provided
language for several potential motions to simplify tonight's discussion, and
subsequent to the recent Housing & Redevelopment Authority (HRA) action on
January 20, 2015.
As
noted by a representative of the current potential lender, Western Bank, at the
HRA meeting, Mr. Bilotta advised that the bank had finally received the appraisal,
but at that time had not been able to complete their review. Mr. Bilotta advised
that the actual Project Manager at Western Bank, Mr. Paul McNamara, was present
at tonight's meeting to address the current status of the appraisal review.
Paul
McNamara, Western Bank
Mr.
McNamara advised that Western Bank was very supportive of the Greater
Metropolitan Housing Corporation (GMHC)'s history and background in this type
of project. Since Western Bank had only been involved with GMHC on this potential
project for 3-5 months, Mr. McNamara advised that they were excited about this
project as well; as he was personally as a Roseville resident. Mr. McNamara
noted that with the variety of housing stock and ownership partners on this
site, it was a challenging development, but still viable.
Mr.
McNamara noted that, as stated by the Western Bank representative at the HRA
meeting, they had only received the appraisal documents earlier that day.
After their initial review, while recognizing that there was a little work for
the bank and client to work out as far as structuring the financing, Mr.
McNamara advised that the project could work. Mr. McNamara advised that the
bank had met with Roseville staff earlier today, and would continue to meet as
the project was reviewed in more detail, with Western Bank still very
supportive of the project. Mr. McNamara assured the City Council and public
that the delay was certainly not indicative of how GMHC had handled the
project, but was due to the City's involvement in ownership of the property and
demolition requirements for the existing fire station, each component just
making things a little more complicated or challenging. Mr. McNamara
encouraged the City Council to allow Western Bank to continue working with GMHC
for this project that would result in a good benefit to the City, the project
and Western Bank as well.
At
the request of Mayor Roe, Mr. McNamara addressed the established timeline by
the HRA, remained committed that Western would meet those deadlines to the best
of their ability, pledging to work hard and move the information forward.
Councilmember
Willmus noted his attendance at the HRA meeting and confirmed that Western Bank
had just received the appraisal earlier that day. While the Western Bank
representative at the HRA meeting mentioned that she had some concerns, Mr.
McNamara's referencing them in greater detail proved helpful. Councilmember
Willmus sought confirmation from Mr. McNamara on the timing of approval.
Mr.
McNamara advised that Western Bank supported the dates established by the HRA,
and was interested in staying involved in the project, and opined that the bank
could have information available for those dates, as well as meeting the timing
of the subsequent February 23, 2015 City Council meeting.
Willmus
moved, Laliberte seconded, TABLING discussion and any potential action on this item
until the February 23, 2015 City Council meeting.
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
Community
Development Director Bilotta clarified that the outstanding information still
needed from GMHC was basically updating or massaging documents and/or
information and did not mean that any documentation was missing.
Speaking on
behalf of HRA members, Mayor Roe asked that the City Council continue to
receive periodic updates as this project moves forward.
Mr. Bilotta
duly noted that request; and noted that GMHC had also committed to attending
upcoming meetings as well.
Recess
Mayor Roe recessed the meeting at
approximately 8:07 p.m., and reconvened at approximately 8:16 p.m.
15.
Business Items - Presentations/Discussions
a.
Discuss Solar Projects and Authorize Applications
City
Engineer Marc Culver and Public Works Director Duane Schwartz presented updated
information on solar projects and recommendations to-date by the Public Works,
Environment, and Transportation Commission (PWETC). Mr. Culver displayed a map
showing the civic campus and flat roofs available and suitable for solar
installations; and addressed current electrical usage on the campus.
Mr.
Culver's presentation included three viable options that had been found:
· The best from a financial standpoint was for a "Made in
Minnesota" grant over ten years based on actual production, requiring use of
solar panels made in Minnesota, with two manufacturers qualifying for that
designation.
· The direct purchase option with financing directly with the St.
Paul Port Authority (SPPA), creating upfront costs for the City and/or a much
longer loan payoff.
·
A power purchase agreement with the system owned by a third
party to receive federal tax incentives thereby lowering the cost of the
overall system and upfront costs for the City; with the third party selling
solar generated power back to the City at 85% of the rate charged by Xcel
Energy.
Beyond
those options and for future consideration, Mr. Culver noted that the other
component of solar power was whether or not a community solar garden was viable
as a future and separate component, with individuals allowed the opportunity to
purchase shares of the overall system, with individuals then receiving a credit
on their electric bill for the share of power generated. Under this system,
Mr. Culver advised that there would be administrative costs, tax reporting
required, and management of shares that would add some cost to the overall
system, which staff and the PWETC were still investigating before making a
recommendation to the City Council. Mr. Culver noted that there were pros and
cons to consider, and additional consultations with various organizations to
determine if this was a viable option to offer Roseville residents.
Mr.
Culver advised that, at this time, the PWETC's recommendations were provided on
lines 36 - 42 of the RCA to provide the most cost-effective method. Based on
that recommendation, Mr. Culver noted that two proposals had been received as
detailed in lines 57 - 60 of the RCA, with staff recommending TruNorth and
combining the SPPA loan with a third party power purchase agreement as outlined
in the RCA. Mr. Culver advised that the recommendation was to consider the
fire hall and City Hall roofs, with two Made in Minnesota, reserving the larger
roof space for a potential 100 Kw system. Mr. Culver clarified the options
available for additional City savings under the TruNorth proposal; displaying
total savings available.
Councilmember
Laliberte asked if staff was aware of any other communities doing
private/public partnerships that would address administrative cost concerns.
Public
Works Director Duane Schwartz advised that staff was hearing from other
communities that with this type of program and a guaranteed energy savings, it
was beneficial to have a third party as a partner so they took on the risk and
guaranteed the performance of the system. Mr. Schwartz opined that the cost in
staff time and money should be minimal under that third party arrangement.
Mayor
Roe clarified that costs for a community solar garden and associated shares and
costs would be handled by a third party.
Mr.
Culver advised that this was the part staff was seeking to gather additional information
on, to research the true costs for third party administration of the system,
and at what point it made sense.
Councilmember
Laliberte noted that the Fire Department used the fire station roof for
training purpose, and questioned impacts with a solar installation, especially
given the significant investment in that station and impacts to firefighter
safety and ability to use that training area.
Mr.
Culver advised that the solar panels would be designed for half the size of the
roof, allowing for maintenance of the roof and/or training by moving the array
from one side to the other versus total removal.
Councilmember
Laliberte questioned disposal issues for solar panels, and any laws, rules
and/or costs for their disposal.
Mr.
Culver advised that the life cycle of solar panels was currently between 25 to
30 years; and the majority of the material was made of glass and aluminum or
other recyclable materials. Mr. Culver advised that staff continued to
investigate that, as well as inverter maintenance and other special maintenance
requirements that would need to be addressed in any agreements.
Mr.
Schwartz advised that none of the solar equipment or materials were considered
hazardous, but it was just yet to be determined how much was recyclable and
where those markets may be.
Mayor
Roe noted that, within the next 25 to 30 years, someone may find a way to
recycle all of those materials, creating more demand for the materials.
Councilmember
Etten noted design costs and recommendations by staff that TruNorth was a
better long-term option for the City, as a third party, tax equity partner, but
questioned if they had access to grant monies unavailable to a municipality
that would play into the deal to bring City costs down.
Mr.
Culver responded affirmatively, clarifying that the Newport Energy proposal
also included that option, but overall staff thought TruNorth provided the
better overall proposal, with the City not required to put down any cash and
advantages of having TruNorth as an tax equity partner as well. Mr. Culver noted
that financing was a complicated component with the different players, and how
it interacted with the SPPA lending. Mr. Culver advised that the end result
with the refined TruNorth proposal was that the tax equity partner owned 40% of
the system, with the City owning 60%, but overall getting better benefits.
Mr.
Schwartz advised that, at this point, staff was only seeking authorization for
the grant application, which did not bind the City to construct a project; with
further refinement needed as well as City Attorney review prior to any request
for agreement or contract approvals from the City Council. Mr. Schwartz noted
that additional design and roof structure analyses would be needed prior to any
construction.
Councilmember
Willmus expressed appreciation that the systems could be physically relocated
on existing roofs.
Mr.
Culver noted that the systems were not secured to the roof, and no holes were
drilled, but just ballasted down on aluminum girders or cross beams, making the
system much easier to move if and when needed.
Mayor
Roe noted that newer roofs were being chosen for the solar arrays, confirmed by
Mr. Culver and Mr. Schwartz.
Councilmember
McGehee questioned if the grant applications were being submitted separately
based on the outlined options, and questioned why staff was not recommending
submitting more applications at this time to improve the odds of award.
Mr.
Schwartz responded that the Made in Minnesota applications were limited to
systems of 40Kw in size; with staff reserving roofs on the larger buildings
(e.g. Public Works and Skating Center) for potential larger systems with
another program, allowing the City to take advantage of future opportunities.
At
the request of Councilmember McGehee, Mr. Schwartz advised that there had been
some meetings with residents at the PWETC level with some interest expressed in
the community solar garden concept. Mr. Schwartz advised that staff was
retaining an e-mail list of those interested as further research was conducted
on the viability of a community solar system, with only preliminary discussions
held to-date with potential developers, and a need to refine subscription rates
payback to determine savings for residents.
Mr.
Schwartz noted, as part of staff's additional research, an upcoming meeting of
State energy offices by prequalified contractors to talk about larger systems,
with approximately one dozen prequalified contractors currently on the State's
list.
At
the request of Councilmember Laliberte, Mr. Culver advised that any future
power purchase agreement would address various components, including lease
payments, ownership of the system, location of the system, and other issues.
Mr. Culver advised that staff's next step would be to meet further with CERT's
representatives on reasonable market rate rooftop lease payments and necessary
requirements to make things work from the tax equity side.
Etten
moved, Willmus seconded, directing staff to enter into a Letter of Intent with
TruNorth Solar to apply for two (2) 40kW PC Solar Installations through the
Made in Minnesota Solar Incentive Program, and to continue to explore a larger
solar installation for the Skating Center roof.
Councilmember
Willmus thanked the PWETC and staff for their work, and to residents for their
participation as well.
Roll Call
Ayes:
Willmus, Laliberte, Etten, McGehee, and Roe.
Nays:
None.
At the request
of Councilmember Laliberte, resident Sarah Barsel, in tonight's audience,
provided an update on the interest of St. Christopher's Church in their solar
project.
City Manager
Trudgeon advised that the Community Development Director and Finance Director
were continuing to discuss various aspects of agreements, and if their research
is finalized at that point, may be available to present to the City Council in
February.
b. Discuss Facility Management and Public Works Department
Reorganization
With
the City's Fleet and Facility Supervisor, Pat Dolan, recently retiring, Public
Works Director Duane Schwartz advised that, while if created a significant loss
of institutional knowledge, it also provided an opportunity for further review
of the Department's structure and service delivery needs at this point in time,
as detailed in the RCA dated January 26, 2015. With many additional changes
anticipated in the future, and more department retirements pending, Mr. Schwartz
noted the need to review how things were done and if they were being done as
efficiently and cost-effectively as possible, or if things should be structured
differently to match staff and their skill sets.
Mr.
Schwartz reviewed the department's strategic plan, how facilities are and
should be managed, reallocation of duties, and reconsideration of the
previously proposed entry level customer service positions with the goal to
better align duties with skills and reduce unmet needs and disruptions. Mr. Schwartz
further reviewed current position duties performed by the Fleet/Facility
Supervisor in managing and/or overseeing City Hall, Public Works and License
Center maintenance with the majority provided contractually; management of
central garage operations; ICON pavement management data and NPDES storm water
duties and reporting; as well as special projects.
Mr.
Schwartz presented the current Public Works Department organizational chart as
of January 15, 2015; and his recommendations across the department. Mr. Schwartz
proposed that facility management oversight fall under a Utility Superintendent
position and fleet management under the Street Superintendent, with the
addition of the proposed Customer Service position thereby shifting duties with
other support staff and superintendent level positions.
Mr.
Schwartz noted that facility management required specialized training and
experience, and currently represented 50% of the Facility Management position
duties, and filling the position was difficult to match with compatible skills
and limited availability with the private market offering higher pay rates than
could be managed by the public sector, with many private sector firms
specializing in facility management. Therefore, Mr. Schwartz suggested that
long-term solutions indicated that, when an opportunity arose, the City needed
to consider a different approach. As an example, Mr. Schwartz noted that
management of the Blaine City Hall was done by an outside facility manager,
similar to that used by many private firms.
Specific
to a facility management contract, Mr. Schwartz noted services could include
monitoring facility operations and/or energy management systems, regular
building assessments, coordination of contractual services, management of an
online work order system with 24/7 on-call support and response, management of
preventative maintenance and asset management, and special project management
including capital planning. Mr. Schwartz advised that this could be provided
through a renewable contract with a flexible scope of services using budgeted
costs currently being used for in-house staffing; and suggested that such a
contract could be managed by the City's Utility Superintendent. Mr. Schwartz
further advised that other departments (e.g. Fire Department) had expressed
interest in such a contract for their facility in 2016, with other facilities
potentially added in the future (e.g. park buildings).
Mr.
Schwartz suggested that other fleet management responsibilities could fall
under the Street Superintendent, with management of the ICON pavement database
delegated to Engineering staff, and currently handled very well by the Department
Assistant; with stormwater duties already being handled in part by the
Environmental Specialist, with others recommended for delegation to the Street
Superintendent as applicable; and special projects handled by a facility management
contractor with oversight by the Utility Superintendent.
Regarding
the proposed Customer Service position as originally requested, but unfunded,
during the 2015 budget, Mr. Schwartz note that it would allow shifting of
duties currently performed by other positions, with the department understaffed
for basic customer service phone calls and an ever-increasing number of
customer calls, especially as the meter change-out program starts, and with
ongoing increased data capabilities and monitoring of that data. Mr. Schwartz
opined that the need was not being found in the traditional clerical sense, but
in data management, with phone calls for storm and other events, making
appointments, or a basic public need for information. Mr. Schwartz noted that
engineering staff was currently and frequently being interrupted from their
project design work to address those needs.
Mr.
Schwartz noted that the Department Assistant was currently doing data management
and handling reporting responsibilities, and he would recommend reclassifying
that current position to reflect asset management responsibilities.
Mr.
Schwartz advised that the current Fleet Facilities position had been budgeted
in 2015 at over $105,000, with a Facility Management Contract estimated to be
about $44,000 to $45,000 for the City Hall, Maintenance Facility and License
Center combined; and estimated the Customer Service position at $50,000 including
benefits. With reclassification of the Department Assistant and new duties,
Mr. Schwartz anticipated that would need to be scored within the City's pay system,
and estimated an additional $5,000 to $8,000. Under this recommendation, Mr. Schwartz
noted that the department full-time equivalency remained at 33 employees,
therefore should stay budget neutral.
Mr.
Schwartz advised that staff would like to continue developing these changes and
return to a future meeting for approvals if so directed by the City Council.
Councilmember
Etten opined that if was obvious to anyone listening that Mr. Schwartz should
be commended in his efforts to restructure the department and his staff to improve
service delivery to the City's residents; and offered his support to pursue it.
Councilmember
McGehee concurred; recognizing the problem with supervisory staff handling
public phone calls during critical times when they were needed to do their jobs
based on their particular expertise. Councilmember McGehee opined that the
presentation was very informative and well-thought-out, and expressed her
appreciation that this opportunity had presented itself.
Councilmember
Willmus sought additional information on the proposed Customer Service
position, and whether this would be a new employee; with Mr. Schwartz
responding affirmatively. Councilmember Willmus questioned if that was a typical
starting pay range; with City Manager Trudgeon advising that as an entry level,
clerical position, it would be on the lower end of the compensation level.
Councilmember
Willmus sought additional information on that pay range.
Mr.
Schwartz advised that he had held preliminary discussion with the Finance
Director, and were considering whether this position would fit within the
current pay system or would need creation of a lower grade than currently
exists based on the minimal entry level training and experience needed.
Councilmember
Laliberte echoed her colleagues about providing better service to residents and
having staff doing what they were meant to do. Councilmember Laliberte stated
that she shared concerns expressed about that Customer Service position wage
range-with benefits - seeming high; and expressed her interest in staff
reviewing that grade more.
Mayor
Roe noted that, once the entire restructuring proposal was reviewed and
researched, it may indicate more reclassifications are needed.
At
the request of Councilmember Laliberte, Mr. Schwartz stated that he found this
restructuring provided a good succession plan, and in consultation with Mr. Culver,
offered his support of the proposed plan. Mr. Schwartz thanked the City
Council for their support in other changes to the department over the last few
years and in providing funding for those changes, which served to match what
was envisioned for changes foreseen.
Mayor
Roe expressed the City's appreciation in staff having found funding to meet
needs within the existing budget when the Customer Service position was not
funded. Mayor Roe addressed the benefit of that position on a day-to-day basis
for taking calls from the public and connecting them with the right person and
providing better management of calls. Mayor Roe stated that he would endorse
all of the City's facilities using this model, opining that the minimal cost of
expanding the contract management to other buildings or facilities may prove
negligible compared to the cost to hire an employee. Mayor Roe spoke in
support of freeing employees to do what they were hired to do in support of the
City. Mayor Roe suggested it be tried initially in the Public Works Department
and then made available if working to other departments and facilities.
Mr.
Schwartz advised that, during preliminary discussions he'd held with facility
managers, it was a nominal cost to add other buildings, based on the economy of
scale; and estimated that adding the fire station would cost approximately
$8,000 annually; and to add park buildings, another $8,000 to $10,000 annually.
While
supportive of the cost for an entry level Customer Service position, Councilmember
McGehee asked that staff not lose sight of the importance of having a good,
competent and capable customer service representative handling the job.
At
the request of Councilmember Laliberte, Mr. Schwartz noted that with additional
electronic tracking data now available to the City, staff could notify residents
when observing variables in utility usage or other issues as that additional
information became available, creating a need for more communication with residents.
City
Manager Trudgeon noted ongoing discussions and support for increased data
capabilities, using the civic engagement module. Mr. Trudgeon noted that frequently
the Public Works Department is initially at the receiving end of that information,
whether through the website or phone calls, and as access was made easier
and more available, a customer service position served as the first filter to
help overall service delivery across the board.
By consensus,
there was no objection to staff proceeding with these efforts.
c.
Discuss Utility Programs
Mayor
Roe advise that he had requested a staff comparison report on sewer backup and
water freeze-ups to-date along with staff's general impressions and comments.
Mr. Schwartz
addressed that data for water freeze-ups and sewer back-ups, as detailed in the
RCA dated January 26, 2015.
Discussion included annual and repeat running water credits that were not included
in this summary; favorable comments received from the public; reductions in
damage claims; and preventative maintenance efforts continuing.
Councilmember
Willmus questioned if backflow preventers were required; with Mr. Schwartz
responding that staff recommended them, but to-date was not requiring them. Councilmember
Willmus questioned if the City was in a position to require them when new
laterals were installed for residential or commercial properties, and asked
that staff report back to the City Council on that in the near future.
At
the request of Councilmember McGehee, Mr. Schwartz reported on reduced
incidents in areas with relined sewer pipes. In addition to the information requested
by Councilmember Willmus, Councilmember McGehee asked that staff also include
information on costs for digging up basement floors to install backflow preventers
and how that works when the line was cleaned out.
Mayor
Roe thanked staff for their report on impacts to the City with this new policy.
16.
City Manager Future Agenda Review
City Manager
Trudgeon briefly reviewed upcoming preliminary meeting agendas
17.
Councilmember-Initiated Items for Future Meetings
18.
Adjourn
Etten moved, McGehee
seconded, adjournment of the meeting at approximately 9:32 p.m.
Roll Call
Ayes: Willmus,
Laliberte, Etten, McGehee, and Roe.
Nays: None.