The URL can be used to link to this page

Home My WebLink About04-15-24-SWSMayor: David Grant Councilmembers: Brenda Holden Emily Rousseau Tena Monson Tom Fabel Agenda April 15, 2024 Address: 1245 West Highway 96 Arden Hills MN 55112 Phone: 651.792.7800 Website: www.cityofardenhills.org Special City Council Work Session – 5:00 p.m. City Vision Arden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well-maintained infrastructure, fiscal soundness, and our long-standing tradition as a desirable City in which to live, work, and play. Members of the public may attend a meeting in-person at City Hall or they may view the meeting remotely on the City’s website using the below link. Meetings are also broadcast on Cable Channel 16 for those that live in Arden Hills. https://cityofardenhills.org/320/Watch-City-Meetings CALL TO ORDER 1. PUBLIC INQUIRIES/INFORMATIONAL This is an opportunity for citizens to respectfully bring to the Council’s attention any items which are relevant to the City. In addressing the Council, you must first state your name and address for the record. Comments shall be limited to three (3) minutes or less. Written documents or other materials should be handed to the City Clerk for distribution to the Council prior to or during the meeting. Council will generally not respond at the same meeting where an issue is initially raised by a member of the public but the Council may refer the issue to staff for further research and possible report or action at a future Council meeting. 2. RESPONSE TO PUBLIC INQUIRIES 3. AGENDA ITEMS Staff/Presenters Time A. Work Session Scheduling Dave Perrault B. Legislative Priorities and Goal Setting Dave Perrault C. Strategic Goal Setting Dave Perrault D. Committee/Commission Youth Membership Dave Perrault E. Committee/Commission Liaison Roles and Responsibilities Dave Perrault F. Proclamation Policy Dave Perrault 4. COUNCIL/STAFF COMMENTS ADJOURN Page 1 of 1 AGENDA ITEM – 3A MEMORANDUM DATE: April 15, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Worksession Scheduling Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss if it would like to review the timing of worksessions. Background Council recently changed its worksession schedule from the third Monday of the month to putting the worksession prior to regular meetings. Now, the worksessions start at 5:30 PM and the regular Council meeting starts at 7:00 PM. Should Council want to make a change to the worksession start-time permanently it would require an ordinance change. Should Council want to consider alternative start times on a temporary basis it could be done by having a special worksession, however, this would limit the flexibility of the agenda. Budget Impact N/A Attachment N/A Page 1 of 2 AGENDA ITEM – 3B MEMORANDUM DATE: April 15, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Legislative Priorities and Goal Setting Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss how to approach legislative priorities and legislative goals in the future. Background The City Council should discuss how to approach future legislative priorities. For 2024, the City has two bonding requests for consideration, these were worked on by different Councilmembers and Staff. This legislative session is expected to end late Spring. It is not anticipated that the State will accept funding requests for 2025 this year; the next typical request would be for 2026 but would start in late Spring of 2025. Prior to this year’s requests, Staff worked with members of the Council on existing capital projects, such as the Lexington Avenue Watermain or the County Road E Utility replacement. Council may want to consider planned capital projects, such as, water meter replacement ($1,500,000) or water/sewer forcemain work ($240,000). Council could also consider projects that we have discussed, but may be waiting on a funding source, such as the Old Highway 10 Trail ($2,800,000). Should Council want to refine this process, Council should direct how it wants to approach the process, either by designating one or two Councilmembers to work with Staff to bring back a recommendation for Council consideration or discussing the priorities with the full Council at a worksession. Council may also want to consider outside assistance to guide Staff and the Council through the process, i.e. utilizing a lobbyist. Page 2 of 2 Below is a suggested method for approaching legislative requests, this would be an example of a typical year assuming the next cycle for requests begins in 2025. • January/February 2025 – Council discusses legislative priorities, designates one or two Councilmembers to work with Staff on prepping items for funding requests and to be the Council point people for the requests. Council may want to have preliminary discussions with its legislators in early 2025, too. • March 2025 – Staff works with designated Councilmembers on preparing draft requests • April 2025 – MMB issues requests for funding. • April/May 2025 – Designated Councilmembers work with Staff on finalizing requests (Council should work through the designated Councilmember on suggestions, edits, etc.). • May 2025 – Council reviews draft requests and sets priorities if applicable and passes resolutions of support. • June 2025 – Requests submitted to MMB. • July 2025 to December 2025 – Designated Councilmembers and Staff make any necessary adjustments to funding requests and seek additional letters of support if applicable, also engage with appropriate legislators. • January 2026 to April 2026 – Designated Councilmembers and Staff work on any adjustments needed for inclusion in Governor’s recommendation or working with Legislators on drafting of their respective bills. Designated Councilmembers would also testify on behalf of the City and be the point people for Council related communication. • April/May 2026 – Legislature votes on funding request. Council could consider formalizing the above into a policy, or work based on general consensus. Budget Impact N/A Attachment N/A Page 1 of 1 AGENDA ITEM – 3C MEMORANDUM DATE: April 15, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Strategic Goal Setting Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss how to approach future strategic goal setting. Background As part of the LMCIT meeting earlier in the year, Council discussed Strategic Goal setting as a priority. Council should discuss how it wants to approach strategic goal setting, and a path to move forward. One option would be to engage with a consultant. Last year, the Council considered Ethical Leaders in Action (ELA) but opted not to move forward. The 2024 budget does have $10,000 included for such services. Budget Impact $10,000 was budgeted for in 2024 for retreat/goal setting, currently there is not a plan on how to spend those dollars. Attachment N/A Page 1 of 1 AGENDA ITEM – 3D MEMORANDUM DATE: April 15, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Committee/Commission Youth Membership Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss committees/commissions make up as it relates to youth members. Background Last year, Council approved ordinance changes allowing for youth members to the Parks, Trails and Recreation Committee (PTRC) and the Economic Development Commission (EDC). Both committees have designated youth members, members were also appointed to the committee/commissions that were considered “youth” but appointed as regular members due to the youth position being filled. A Councilmember had requested this topic be brought for discussion. Budget Impact N/A Attachment N/A Page 1 of 1 AGENDA ITEM – 3E MEMORANDUM DATE: April 15, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Committee/Commission Liaison Roles and Responsibilities Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss the role of the Committee/Commission Liaisons. Background As part of the earlier LMCIT discussion, Council requested to discuss the roles and responsibilities of Council Liaisons. The role of the liaison has not been formally discussed in the past, below is the applicable ordinance that pertains to the liaisons. Subd. 14 Council Liaison. The City Council shall appoint a council member to serve as a liaison to each Board, Committee, Commission or other Appointed Body. Council may want to discuss how it defines the liaison role, possible expectations and if a formal policy needs to be approved and/or ordinance changes need to be made. Council could also discuss how it wants updates from its committees/commissions and their workplans/projects. As part of the previous discussion, Council discussed adding formal reports from Council Liaisons to agendas; however, this was put on hold pending a discussion on what the expectations are regarding updates. Council may want to discuss and direct Staff on this. Budget Impact N/A Attachment N/A Page 1 of 1 AGENDA ITEM – 3F MEMORANDUM DATE: April 15, 2024 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Proclamation Policy Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Council should discuss if it wants to create a policy on proclamations. Background In 2023, Council discussed creating a proclamation policy, at the time it chose to wait on creating a policy. In the past, the Council has generally only considered proclamations regarding Public Works Week, Police Week, and Night to Unite. An additional proclamation regarding fair housing was passed last year. Should Council want to create a formal policy on proclamations it should discuss how they are brought forward, do all requested proclamations receive consideration, is there any type of discussion or vetting done by the entire Council prior to consideration, what happens if the entire Council is not supportive? Some possible direction is below: • Proclamations need to be brought forward for consideration by a City Councilmember for discussion at a worksession (this could conflict with how Council sets their agenda) • Proclamations need to have full Council support to be brought forward for approval Budget Impact N/A Attachment N/A