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Home My WebLink About11-27-17-SWS It, ,-A EN HILLS Request for Special City Council Work Session A special meeting may be called by the Mayor or by any two Councilmembers. Reason for meeting: 1. Communications Plan 2. 2018 Budget Requested Date: 11/27/17 Requested time: 6:00 pm Open meeting X Closed meeting Signature of person(s)making request: /// 20 Mayor or Council Member Date Council Member Date -This section to be completed by City staff- Date received: U / c"Vl / I Date meeting to be held: 11/27/17 Time of meeting: 6:00 pm Location: City Hall All necessary posti g and notices have been completed. // l Sign lure of City Clerk Date City of Arden Hills■1245 West Highway 96•Arden Hills Minnesota 55112 Phone 651.792.7800•Fax 651.634.5137 •www.cityofardenhills.org ,�Tt - DKEN HILLS Approved: January 8, 2018 CITY OF ARDEN HILLS, MINNESOTA SPECIAL CITY COUNCIL WORK SESSION NOVEMBER 27,2017 6:00 P.M. -ARDEN HILLS CITY HALL CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor David Grant called to order the Special City Council Work Session at 6:00 p.m. Present: Mayor David Grant, Councilmembers Fran Holmes, Brenda Holden, and Steve Scott Absent: Dave McClung(excused) Also present: City Administrator William S. Joynes, Sr.; Interim Director of Finance and Administrative Services Dave Perrault; Public Works Director/City Engineer, Sue Polka; Senior Planner Matthew Bachler; Communications Coordinator Dawn Skelly; and City Clerk Julie Hanson 1. AGENDA ITEMS A. Communications Plan City Administrator Joynes indicated that Dawn Skelly, the City's Communications Coordinator, had the opportunity to speak with the Councilmembers regarding their vision and goals for her position and the City regarding Communications. He stated she had prepared a presentation outlining feedback she received from the Council. City Administrator Joynes also stated that Communications Coordinator Skelly's position was budgeted for 25 hours per week and so in the interest of work load and direction, the Council was being asked to prioritize its goals. A plan would then be created and additional tasks could be added as time allows. Councilmember Holden commented that Council communication was a theme that was missing from the presentation materials. City Administrator Joynes indicated that the Council would have time to ask questions and have their concerns addressed. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—NOVEMBER 27, 2017 2 Communications Coordinator Skelly thanked the Council for meeting with her and providing feedback. She also stated she met with City staff directors, peers from other cities that hold her position, and various community partners. Communications Coordinator Skelly indicated that the top goals provided by the Council included responding to residents and community needs, building community and engaging stakeholders, and providing information to residents in a timely manner. These goals were consolidated into the following ten categories: • Admin Update • Newsletter • Website • Community Engagement Programs • Community Recognition • Media Relations • Digital Storytelling • Annual Report • New Resident Guide • Duties in the works for 2018 Councilmember Holmes asked if the Communications Committee would dissolve and if the newsletter would be suspended. City Administrator Joynes stated that the newsletter would not be suspended. Councilmember Holden said that perhaps the City should hold off on a redesign of the newsletter if there are not enough people to contribute. Councilmember Scott said he thought the intent was to try to recruit new members for the Committee. The Council agreed that it has been difficult to recruit volunteers for the Communications Committee. Communications Coordinator Skelly indicated the City is eligible for a website upgrade. Mayor Grant asked whether or not Communications Coordinator Skelly had spoken with other cities that have undergone a website upgrade, and how long the upgrade would take. Communications Coordinator Skelly stated the cities she spoke with indicated there were some aspects they would have changed but all in all said they had a good experience. She indicated the upgrade would take between 12 and 18 months for the entire process which includes cleanup of the current site content, site navigation, new graphics and content,training, and finalization. Councilmember Holden asked what the cost of the upgrade would be. ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—NOVEMBER 27, 2017 3 City Clerk Hanson stated the City has already paid for the upgrade as part of the original contract. Communications Coordinator Skelly provided additional explanation regarding the remaining goals, including the 2018 duties. She also discussed the various communications channels. Councilmember Holden requested a process be put in place regarding how the Council replies to a group email with a complaint or request from a resident. City Administrator Joynes suggested that the Council direct the resident complaint or request to the appropriate staff person before offering a reply directly. The responsible staff member will respond to the complainant and follow up with the Councilmembers so that they know the inquiry has been addressed. A discussion ensued regarding Council communication. City Administrator Joynes stated that since communicating with the Council is an ongoing duty, the topic should be included in the 2018 list of duties as standardized complaint communications protocol. He stated a policy could be created. Interim Director of Finance and Administrative Services Perrault indicated that discussion regarding tracking Council requests is slated for the February work session. City Administrator Joynes asked the Council to rate each category in order of importance, with 1 as the most important and 3 as the least important. He stated the results would be given to the Council and a work plan would be provided at the Council retreat. B. 2018 Budget Interim Director of Finance and Administrative Services Perrault indicated that at its meeting in September, the Council set the preliminary 2018 levy at 4.0%. He noted that the levy can be decreased but it cannot be increased, and stated the tax levy hearing is set for December 11, 2017. He also provided tax levy comparison information from other cities. Interim Director of Finance and Administrative Services Perrault discussed additional budget impacts that included the proposed 2018 COLA increase, current vacant staff positions, the EDA transfer amount, Capital Improvement Program (CIP) and utility rate study. Councilmember Holden proposed a COLA of 2.0% and asked that the Council engage in further review in six months following any potential hiring of staff such as a Community Development Director and Finance Director. She also asked for an update regarding the budgeted amount for the City Attorney versus what has actually been spent. A discussion ensued regarding the general fund budget. Mayor Grant asked what the deadline is for union contract negotiations. i ARDEN HILLS SPECIAL CITY COUNCIL WORK SESSION—NOVEMBER 27, 2017 4 City Administrator Joynes stated that ideally this should occur prior to expiration of the current contract, but that it is not uncommon to go a month or two into the new year. Mayor Grant indicated this relieves some of the time pressure and that the contract details would be retroactive. Councilmember Scott asked for clarification of the deferred 2018 projects. A discussion ensued regarding the deferred projects and process as well as the budget amendment. A discussion ensued regarding the COLA increase. The Council supported a 2.1% COLA increase, noting they will review the budget in June 2018. Mayor Grant requested the TCAAP equipment budget item be moved to the 2020 budget. Councilmember Holden asked about the Johanna Marsh project. A discussion ensued regarding the Johanna Marsh project and Public Works Director/City Engineer Polka stated based on Council direction, more information would be provided at a future work session. The Council directed staff to bring the budget amendment forward at the December 11, 2017 Council meeting. 2. COUNCIL/STAFF COMMENTS None. ADJOURN Mayor Grant adjourned the Special City Council Work Session at 6:55 p.m. Jul' Hanson David Grant Cit Clerk Mayor