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HomeMy WebLinkAbout11-15-10-WS ,Aiq2EN HILLS Approved: December 13, 2010 CITY OF ARDEN HILLS,MINNESOTA - CITY COUNCIL WORK SESSION MEETING NOVEMBER 15,2010 5:00 P.M. -ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Pro-Tem Fran Holmes called to order the City Council Work Session meeting at 5:04 p.m. Present: Mayor Pro-Tern Fran Holmes, Council Members Brenda Holden, and David Grant. (Mayor Harpstead and Councilmember McClung arrived at 5:10 p.m.) Absent: None. Also present: City Administrator, Patrick Klaers; Public Works Director, Terry Maurer; City Planner Meagan Beekman; Parks and Recreation Manager Michelle Olson; Finance Director Susan Iverson; Community Development Director Jill Hutmacher; Finance Intern Kyle Howard; Engineering Intern Matt Woodruff; and Deputy Clerk Rebecca Brazys. APPROVAL OF AGENDA MOTION: _Major Pro-Tern Holmes moved and Councilmcmber Holden seconded, to approve the agenda, motion carried unanimously (3-0.) 1. COUNCIL COMMENTS Councilmember Grant questioned the status of the Old Snelling study. Public Works Director Maurer explained that it is scheduled for discussion at the Council's December Worksession. Councilmember Grant requested an advance copy. Councilmember Grant asked if there are any plans for new City population signs based on the 2010 census. He requested such signs be prepared and placed on Highway 96, 135W, Highway 51, and Cleveland. (Mayor Harpstead and Councilmember McClung arrived at 5:10 p.m.) ARDEN HELLS CITY COUNCIL WORK SESSION---NOVEMBER 15, 2010 2 Councilmember Holden commented that the emergency contact list and the Arden Hills Reference Book both need to be updated. Councilmember Holden commented that while campaigning, she encountered several homes _ with multiple residents and was concerned that not all rental situations are complying with our registration program. City Planner Beekman explained that the City sends out rental notices to those properties they believe are rental locations. There is a penalty for failure to register. Councilmember Holmes reported that she has had complaints from residents regarding rental property that's not properly maintained. Mayor Harpstead suggested Staff consider what can be done to identify all rental properties and encourage property maintenance. Councilmember Holmes thanked the Public Works staff for a job well done on snow removal this past weekend. Councilmember Holmes stated the PowerPoint problems that occurred with the Mounds View School Board at a recent meeting should be avoided. Finance Director Iverson explained that the problem was related to old software in the Council Chambers which has since been updated. Councilmember Holmes reported that the home on Grant that recently received a variance for their garage is a problem as the garage and house don't match. City Planner Beekman explained that Staff is working on this issue. - Mayor Harpstead welcomed the new Community Development Director, Jill Hutmacher. 2. AGENDA ITEMS 2.A Long Range Financial Plan Finance Director Iverson explained that the Council previously directed the Finance Department to prepare a long-range financial forecasting model. A model was prepared by Ehlers Inc. in 2006 but the Council wanted something that would be more interactive to be used for strategic planning. Finance staff has been researching and working on a model as time has permitted. Staff would like to show Council the work that has been done so far and the capabilities of the model. She requested Council feedback as far as metrics for trend and correlation analysis. Finance Intern Kyle Howard reviewed the current proposed model. This review included an outline of the model, the benefits of a long-term financial forecast, background of the project, cautionary comments, a list of information which is still needed for the model, a demonstration of the proposed model, and future plans. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2010 3 Mayor Harpstead questioned if the Financial Planning and Analysis Committee had reviewed this proposal. - Finance Director Iverson responded they had not, but would at an upcoming meeting. She then asked if there are other metrics the Council would like to see included. Councilmember Holden commented that she would like to see the details of what is currently included, not necessarily the graphs themselves, but a list of data included. Finance Director Iverson stated that Kyle can email details to the Council for their review and a discussion can be held at a future meeting. Mayor Harpstead suggested that a "score card" type set-up be created for each department. He also cautioned Staff about this becoming a"make work"project and suggested that the Staff push back if requests from Council would be too time consuming. He added that he would like the model to include what-if scenarios. 2.11 2011 Final Budget 1 2011—2015 CIP City Administrator Klaers explained that this is a continuation of Council's ongoing discussion. On September 13, 2010, Council approved a proposed maximum tax levy of$3,088,964 for 2011. The tax levy as proposed is a $72,499 or 2.4% increase over the 2010 level. Since September 13, a number of minor changes have been identified in the 2011 proposal. These adjustments were made to the draft budget and resulted in additional expenditures in the amount of$2,978. In an effort to reduce spending and/or reduce the tax levy, there are some options for the Council to consider included in the September 13t' agenda packet. Within that list was the use of reserves in the amount of$41,201 which matches what was used to balance the 2010 budget. At this time, zero reserves are included in the 2011 proposal. Also as a part of the budget and CIP discussion are the following items: • Hazelnut Park. • Celebrating Arden Hills operating budget. • Personnel Committee recommended changes to Deputy Clerk and Finance Director's position. • Changing the Finance Intern to a regular full time employee(Finance Analyst). • Public Works Director to also function as the City Engineer. • Approval of the revised City Organizational Chart. • Acceptance of consulting services proposal for union negotiations. Mayor Harpstead questioned if salary changes and Celebrating Arden Hills have been included in the budget. Finance Director Iverson responded the salary changes have been included as contingencies and Celebrating Arden Hills is also included. City Administrator Klaers explained that there is an additional $2,978 in expenditures not previously identified with some of those expenses in administration and some in planning. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2010 4 Councilmember McClung stated that it would be nice to have a list for those increases. Mayor Harpstead asked where the Council stands on the preliminary Ievy. _ Councilmember Holden responded that she's OK with the 2.4% increase but would like to get it down a little. She mentioned that we currently hold $7,000 for Northwest Youth and Family - Services in case the charitable donations are not sufficient. She suggested that could be eliminated. She also suggested not serving refreshments at community meetings and only sending one person to the state conference in the Finance Department She added that having the Public Works Director do engineering work should result in some savings. City Administrator HIaers stated that he's not sure there will be much savings in having the Public Works Director perform engineering tasks, but there will be improved efficiencies. Councilmember Grant questioned if the Council has agreed to proceed with the Administrative Fines. City Administrator Klaers explained that the Traffic Administrative Fines is on the Council's November 29th agenda. After some discussion, it was the consensus of the Council to support the Traffic Administrative Fines which would result in $11,000 in additional revenue for the City. Councilmember Grant questioned if the 2.4% increase in the levy results in a $50 property tax increase for the median priced home. Finance Director Iverson responded that is correct. Councilmember McClung commented that residents will be seeing increases in the County taxes as well. Arden Hills has healthy fund balances and he doesn't see anything wrong with constraining the City. Councilmember Holmes stated that our increase is conservative and she didn't think Arden Hills should suffer because other entities will be increasing their tax rates. Councilmember Holden commented that with the Administrative Fines revenue at $I1,000 and the elimination of the $7,000 for NYFS,that would take the levy increase under 2%. Councilmember Grant asked how much budget remained unspent at the end of last year. Finance Director Iverson responded that if the City hadn't had to pay the TCAAP developer expense, we would have had$50,000 to $60,000. Discussion ensued regarding the use of reserves or fund balance. The consensus was that Staff could use up to $20,000 in reserves. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2010 5 Councilmember Holden suggested that only one staff member from the Finance Department attend the state conference which could save approximately $1,000. - Councilmember Holmes and Mayor Harpstead commented that such a decision should be left up to the City Administrator. Councilmember Holden suggested reducing Planning and Zoning Professional Services for TCAAP by 50%. Mayor Harpstead stated that those funds could be used in other areas of the City. Mayor Harpstcad suggested that we reduce the City newsletter to ten editions a year. Cable TV could be utilized for sharing information with our residents. Community Development Director Hutmacher suggested the City consider using social networking such as Facebook or Twitter. - After some discussion, Staff was asked to try and identify another$10,000 in reductions for a total reduction of$45,000 and then reduce the levy by that amount. 2.B 2011 --2015 CIP Hazelnut Park City Administrator Klaers stated that Staff had reviewed the County's value for parkland and had met with Trinity Church representatives regarding the purchase of land from the church. They have reached an agreement of $3.00 per square foot for 70,000 square feet for Hazelnut Park. This amount was included in the draft CIP. He added that he believed the addition of this property is important to the City's park system. - Mayor Harpstead expressed his support of this purchase. Councilmember Holden stated she agreed with the proposal to purchase but did not believe we should proceed with irrigation yet. After some discussion, Council consensus was to proceed with the purchase. Finance Director Iverson explained that there has been nothing added to the CIP since the Council reviewed it in June. Councilmember Holden questioned the plan for Gateway signs. City Administrator Klaers responded that there is $15,000 budgeted for Gateway signs. Mayor Harpstead questioned if the South Snelling Avenue project was included. City Administrator Klaers explained that the Council had moved that project out of the CIP because the scope of the project is not defined. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2010 6 Councilmember Holden discussed the $100,000 for sewer lining work and asked if Public Works is prepared to proceed if there is additional funding. Public Works Director Maurer stated they are ready but would like to focus on the problem areas. J. Councilmember Holden stated she would like to see the sewer lining placed in those sections - where there is an urgent need. Councilmember Holden asked what is being done about Valentine Park. Public Works Director Maurer responded that is on the Council's December worksession agenda. Councilmember Holmes stated the culvert under Safe Routes to School trail is "dead"; it doesn't appear to drain at all. Public Works Director Maurer stated that staff will take a look at that culvert. Mayor Harpstead stated the County Road E bridge is scheduled to move forward but he was concerned that this not proceed unless the City has received state funds. Personnel Committee Recommendations City Administrator HIaers explained that the personnel committee had met and made recommendations for changes to the position description for the Deputy Clerk and the Finance Director. Because the proposed changes to the Deputy Clerk adds supervising support staff and attending evening meetings, it has been recommended that position become salaried exempt. It is also being recommended that the Finance Director title be changed to Director of Finance and Administrative Services. That position would then supervise the Deputy Clerk and have responsibility for Human Resources and Information Technology. Mayor Harpstead recommended the two job description changes come before the Council. Councilmember Holmes questioned why the Finance Director title wasn't changing to Assistant City Administrator. City Administrator HIaers explained that with the proposed change for the Finance Director's title, the Assistant City Administrator title could remain open and could be used as the City grows. He preferred the title be approved as proposed. MOTION: Mayor Harpstead moved, and Councilmember Grant seconded, to recess the worksession at 6:53 p.m. to proceed with the Regular Council meeting scheduled for 7:00 p.m. Motion carried unanimously (5-0). Mayor Harpstead reconvened the worksession at 9:16 p.m. Councilmember McClung was not present for this portion of the worksession. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2010 7 2.11 2011 —2015 CIP (continued.) Personnel Committee Recommendations (continued) Mayor Harpstead commented that typically the Assistant City Administrator position is a training opportunity to move up to City Administrator.. - City Administrator Klaers stated that the new Finance Director job description included the Acting City Administrator duties. We would probably use our "Assistant to the City Administrator" in our current structure if the need came up. Organization structures and titles change based on staff, experience, and capabilities. wi Finance Director Iverson stated that she is comfortable with the title of Director of Finance and Administrative Services. City Administrator Klaers stated that the Committee also recommended the addition of a new position for the Finance Department; Finance Analyst. Mayor Harpstead stated the two position description changes could be presented to Council under the Consent Agenda but he would like to see the new Finance Analyst position under the regular agenda. City Administrator Klaers explained there are two other issues that will also be presented to Council; the Public Works Director will also serve as City Engineer and a request to use Bill Joynes as consultant (not to exceed 20 hours) for the labor contract negotiations. After some discussion, it was agreed that both these items can be placed on the Council's November 291h agenda under Consent. 2.0 Storm Water Pond Public Works Director Maurer explained that our permit from the Pollution Control Agency requires the City to inspect 20% of their ponds per year. This has not been done. There is $50,000 in the 2010 CIP for storm pond maintenance. He recommended the Indian Oaks pond area as a good test site for this program. Other factors include that money is set aside at Ramsey Conservation District for restoration of the banks of this pond, the neighborhood wants the work done, and there is easy access from a public road. There will be two separate contracts; one for dredging and one for bank stablization. Mayor Harpstead asked if the expense to hire a consultant for sampling is included in the total project cost. Public Works Director Maurer responded that it is. Councilmember Holden questioned how many ponds are in the City. Director Maurer replied that there isn't a current inventory of ponds. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2010 S Mayor Harpstead asked what the penalty is if the City doesn't comply with the PCA's program. Public Works Director Maurer explained that the PCA didn't have sufficient staff to conduct - inspections so it is not likely that there would be any penalties for failure to comply. Councilmember Holmes commented that this seemed like a lot of money and questioned if the project could be completed by Public Works staff. Public Works Director Maurer responded that he didn't have adequate staff, equipment, or the expertise for such a project. City Administrator Klaers pointed out that funding will come from the Surface Water Maintenance fund. Mayor Harpstead recommended Staff go out for bids and then bring the bids before the Council for a vote. 2.1) Council Vacancy Mayor Harpstead explained that there will be a vacant seat on the Council due to David Grant's election to Mayor. Councilmember Grant suggested the vacancy be announced at the next Council meeting and that the City advertise the position for the month of December. Mayor Harpstead suggested that the Councilmember Elect (Ed Werner) may also want to participate in the interview process. Councilmember Grant suggested the candidates be narrowed down for the interview process. He also suggested that we advertise on the website, Cable TV, the Bulletin, and the City newsletter. City Administrator Klaers will place the announcement on the November 29th Council agenda. 2.E Staff Updates Community Development Intern City Administrator Klaers stated $5,000 was included in both the 2010 and 2011 budgets for a Community Development intern. Staff has created a work plan for this position and will be adding a partition and desk in the upper level of City Hall at a cost of$1,500. -694 Update Public Works Director Maurer explained that he had met with Mn/DOT representatives regarding the fourteen conditions the Council outlined for denial of Municipal Consent. Mn/DOT will be sending the City a letter of notification that they plan to proceed with the appeal process. The MnDOT representatives told City staff that the Appeal Board could not consider conditions outside of the scope of Mn/DOT proposed improvement. He further explained that NWDOT is interested in negotiating with the City. It would be in the City's best interest to try to come to an agreement with Mn/DOT. ARDEN HILLS CITY COUNCIL WORK SESSION—NOVEMBER 15, 2010 9 MOTION: Councilmember Holden moved and Councilmember Grant seconded to extend the meeting oWy,ten more minutes motion carried unanimously 4-0 . - 04y Administrator Performance Review City Administrator HIaers stated Richard Fursman will be sending a survey to the Council and will discuss the results of that survey on December 6 immediately following the Truth in Taxation Hearing. November 9 Financial Planning and Analysis Committee Meeting City Administrator HIaers stated our new Community Development Director attended this meeting. The Committee is in the process of creating a TIF policy regarding the City's approach to requests for TIF. Community Development Director Hutmacher explained that she had suggested the policy have some flexibility as far as TIF approvals so the Council isn't "handcuffed" and can move forward on specific projects as they see ft. Employee of the Year City Administrator HIaers explained that the City policy calls for a Council representative to be present for the Employee Recognition Committee's review of nominations and selection of the Employee of the Year. Councilmember Holden offered to serve in this capacity. Water Shut-off Ordinance and Policy City Administrator HIaers stated Staff was working on updating the City's policy regarding shut-off of water for non-payment. Councilmcmber Holden asked that Staff be sure no one is actually living in the home prior to shutting off service. TIF Development District Ma City Administrator HIaers stated the district boundaries need to be changed as it does not include Presbyterian Homes. We plan to amend the map at the December 13",Council meeting. ADJOURN Mayor Harpstead adjourned the City Council Work Session meeting at :14 p.m. Patrick Klaers Stan H cad City Administrator Mayor