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HomeMy WebLinkAbout11-16-09-WSEN HILLS APPROVED: December 21,2009 CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORK SESSION MEETING NOVEMBER 16, 2009 5:15 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL. TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Stan Harpstead called to order the City Council Work Session meeting at 5:20 p.m. Present: Mayor Stan Harpstead, Council Member David Grant, Council Member Brenda Holden, Council Member Fran Holmes and Council Member Dave McClung Also present: City Administrator Ron Moorse, Finance Director Sue Iverson Community Development Director James Lehnhoff, Public Works Director Greg Hoag, Civil Engineer Kristine Giga, Parks and Recreation Manager Michelle Olson APPROVAL OF AGENDA MOTION: Co U-neilmember Grant moved and Councilmember McClun seconded a motion to approve the meeting agenda as presented The motion carried unanimously (5-0). 1. AGENDA ITEMS A. Financial Planning and Analysis Committee Presentation Mayor Harpstead noted several Financial Planning and Analysis Committee members were present and asked that they introduce themselves. ARDEN HILLS CTTY COUNCIL WORK SESSION - NOVEMBER 16, 2009 2 IA. Financial Planning and Analysis Committee Presentation (coat.) Scott Bronson introduced himself to the Council stating he was the chair of the Financial Planning and Analysis Committee. He noted he was retired from MedTronic. Mr. Bronson noted that Jim Ostlund and Arlene Mitchell were present. Mr. Bronson indicated the committee members were present to discuss how they could support the Council in planning long-term capital projects. He explained the committee could provide additional analysis and bring tools or options to the table to increase financial education for the City. Mr. Bronson reviewed some of the evaluation criteria the committee could use stating they could also assist with seeking alternative funding sources. Jim Ostlund explained that some long-term capital projects can be funded out of reserve balances but certain projects were expensive capital outlays. He further reviewed the positives and negatives of having debt at this time, while reviewing that the timing of debt was crucial as well. Discussion ensued regarding municipal bonds and the interest rates paid. Councilmember Holmes questioned if the City of Arden Hills should proceed with municipal bonds with caution. Mr. Ostlund explained that the City of Arden Hills has a high rating at this time and was not excessively using debt. Finance Director Iverson explained that the only debt the City was carrying at this time was for the TIF district. Councilmember Holmes asked if there was a recommended amount of debt that the City should be carrying. Mr. Ostlund stated this was going to be investigated further by the Committee. Mayor Harpstead indicated that the committee would benefit the City by assisting in grants, fundraising and contributions to future projects. RDEN HILLS CITY COUNCIL WORK SESSION - NOVEMBER 16, 2009 3 IA. Financial Planning and Analysis Committee Presentation (cont.) Arlene Mitchell further reviewed debt concepts with the Council and indicated the committee could provide debt options versus the use of cash reserves. She explained the committee existed to provide additional information and research for the Council. Councilmember McClung thanked the committee for their information and indicated the committee could also assist the City by reviewing the public safety contracts as well, due to the fact they were the largest increases in the budget year after year. Finance Director Iverson indicated that this would change the focus of the committee as this fell under the operating budget and that the Council would need to amend the Ordinance stating committee objectives. Councilmember Grant questioned how the finances would be handled once the TIF district were completed or expanded. Finance Director Iverson indicated Cottage Villas would get their last TIF payment and that the money would then accumulate to be used if the City chose to use it on another project. If the funds were not used on another project the funds would be sent back to the county to be redistributed. She further explained how the various TIF districts have operated in the past throughout the City. Mayor Harpstead asked for suggestions or ideas for the committee at this time. Finance Director Iverson stated if the Council was looking long range, public safety contracts could be reviewed to provide comment on the financial obligations. Councilmember Holden questioned if the TCAAP financial plan needed to be made more formal. Finance Director Iverson indicated these plans have not been brought to the City to date.' but that the TIF documents were in place. Mayor Harpstead explained the frame of the committee's evaluation criteria would be to focus on fund balances and the flexibility that could be created. ARDEN HILLS CITY COUNCIL WORK SESSION - NOVEMBER 16. 2009 4 IA. Financial Planning and Analysis Committee Presentation (cont.) Finance Director Iverson stated that if the Council can approve afive-year CIP plan and if the long range analysis were completed, staff could provide more alternatives or options on future projects, similar to what Ehlers provided with the rate study. Mayor Harpstead asked if there were any further questions at this time. He felt the challenge of the Council would be to task the committee from time to time that would benefit the City while allowing them to use their expertise. B. 2010-2014 Capital Improvement Plan Finance Director Iverson presented the City Council with information on the 2010-2014 Capital Improvement Plan (CIP). She created a new book and noted that changes made since the last time it was discussed were highlighted within the document. Each department was present to discuss items in further detail if needed. City Administrator Moorse indicated the information included in the memo related to changes made to the document or additional information needed for upcoming projects within the CIP. Mayor Harpstead questioned what the Council would like to accomplish at this evenings meeting. Finance Director Iverson stated the goal would be to get a 2010-2014 CIP knowing that only 20 10 would go into the 2010 budget. This would allow the City to begin the financial planning and analysis on the fund balances for future projects. She explained this was a starting point to allow for future planning while monitoring the fund balances as these major projects are completed. Councilmember Holden felt it was difficult to shift gears in mid -race. She expressed concern about not knowing the cost of certain projects. Finance Director Iverson stated staff could focus on certain priorities to provide the Council additional information,, if needed. She noted that the CIP would change constantly going into the future. ARDEN HILLS CITY COUNCIL WORK SESSION -- NOVEMBER 16, 2009 5 1 B. 2010-2014 Capital Improvement Plan (continued) Councilmember McClung noted this was crunch time with the budget and that the focus would be on the 2010 budget. He indicated the Council could then reflect on the 2011-2014 big ticket items and provide comment if there were any issues. Councilmember Grant questioned if anything was put into the CIP that the City could not fund, in 2010. Finance Director Iverson stated the items within the CIP were put into the document based on Council comments along with what staff thinks are realistic issues that need to be dealt with. She noted that all items within the 2010 CIP were funded. City Administrator Moorse added that there were expensive items that did not have a funding source at this time. He indicated these items would need to be discussed. Councilmember McClung asked that these items be further expanded. City Administrator Moorse stated the County Road E improvements totaling $2.2 million in 2012 were not funded. This amount was an estimate to get the Council thinking about the needed improvements and if grants should be looked at for the work or if it needs to be assessed. City Administrator Moorse indicated the other large item was the Snelling Regional Trail out in 2014. Councilmember McClung suggested that the Council review the items in detail to see if they were in the correct year and provide comments where necessary. Councilmember Grant proposed the Council start with 2010. City Administrator Moorse noted the Council has reviewed the 2010 CIP in a fair amount of detail already, but that additional information has been provided in terms of cost, which was included within the latest document. Councilmember Holden stated she was confused by the CP Rail expenses and park irrigation. ARDEN RILLS CITY COUNCIL WORK SESSION -- NOVEMBER 16, 2009 6 1 B. 2010-2014 Capital Improvement Plan (continued) Finance Director Iverson indicated the PTRC requested that the Council reconsider irrigation, which can be removed if the Council chooses. Councilmember McClung explained he would like to see a list of the items that were removed from the CIP based on the discussion at the last meeting, not to review the items that were suggested to be added back in. Finance Director Iverson reviewed a list of items that were changed and added into the CIP. Parks & Recreation Manager Olson further reviewed the PTRC recommendations to the Council for 2010 with regard to the trail signage, park benches and irrigation. Mayor Harpstead questioned how many signs would be posted with the requested funds. Parks &Recreation Manager Olson stated this would be presented on November 30`h and would create two significant monument signs along with six smaller signs along the trail. Councilmember Grant requested that the memorial park benches be more comfortable than the current benches used throughout the City. Parks & Recreation Manager Olson stated the memorial bench policy was discussed by the PTRC and that they have chosen a reasonably priced bench that were much more comfortable than the benches that have been used in the past. Councilmember Holden asked which items were not included in the document presented to the Council tonight. Parks &Recreation Manager Olson explained that this included the Elmer L. Andersen trail signage of $15,000, city benches for $10,000, the CP Rail price increase, and Valentine Park redesign for $50,000, County Road E trail, the Lexington Avenue trail, County Road E Pedestrian Improvements, along with irrigation at Cummings Park as recommended by the PTRC. ARDEN HILLS CITY COUNCIL WORK SESSION - NOVEMBER 16, 2009 7 1 B. 2010-2014 Capital Improvement Plan (continued) Mayor Harpstead questioned how the list went from 21 items to 27 items, and asked which items were additional. Staff reviewed in detail with Council which items were new. Councilmember Grant stated the process used by staff was a bit confusing and suggested that the Council be given an additional report with the changed items within the CIP while keeping the new items separate. Finance Director Iverson explained there were limits within the software used for the CIP and that she had tried to outline the changes within the memo provided to the Council. Councilmember Holden questioned if the trail signage could be completed for $15,000, as this seemed quite high. Parks & Recreation Manager Olson stated this was the estimate at this time, as suggested and designed by Derrek Hames for the Elmer L. Andersen Memorial trail. She explained the trail signage would be presented to the Council in detail at the November 30th meeting. Mayor Harpstead indicated he struggled with this expense when the City limits were not yet posted with signs, as this would benefit our local businesses. He questioned if the Elmer L. Andersen foundation could be contacted to assist with this expense. Parks &Recreation Manager Olson stated the PTRC did suggest HB Fuller be contacted for a possible contribution, as Elmer L. Anderson was the CEO. Mayor Harpstead asked if the Council would like this item removed from the 2010 CIP. Hearing no comments, it was left as is. Councilmember Holden questioned why the PTRC was requesting irrigation at Cummings Park when the two parks needing the most enhancements were Valentine Park and Freeway Park. AR.DEN MILLS CITY COUNCIL WORK SESSION - NOVEMBER 16, 2009 8 1 B. 201 0-2014 Capital Improvement Plan (continued) Parks & Recreation Manager Olson stated Valentine and Freeway Parks did currently have the lowest overall ratings. However, Cummings Park was used the most for athletic events, which was taking a toll on the fields. The PTRC made the irrigation recommendation after the park tour this summer. Councilmember Holden questioned the maintenance expense of the irrigation system at Perry Park. Public Works Director Hoag stated the expense was roughly $200-300 annually in repair parts or for broken heads. Once the systems are installed, they were relatively maintenance free. Mayor Harpstead questioned if the proposed expense included irrigation for the landscaping. Parks & Recreation Manager Olson stated this was the case as the plants did suffer during dry spells in the summer. The Public Works Department did create a makeshift sprinkler system this past summer due to the poor condition of the grass. Finance Director Iverson explained the City estimates saving $1,500 a year in maintenance costs. Mayor Harpstead indicated that staff has recommended irrigation for Cummings Park and questioned if the Council was willing to support this recommendation. Councilmember Holden questioned what the City charged Bethel for flag football. Parks & Recreation Manager Olson stated the City did not charge for the use of fields at this time but would be discussing this further in 2010. Councilmember McClung explained these were uncertain budgetary times and that some things were must have while others were nice to have. He suggested it be pulled from the budget for 20 10. Councilmember Holmes indicated the irrigation recommendation was also a safety concern for the children using the field. ARDEN HILLS CITY COUNCIL WORK SESSION - NOVEMBER 16,. 2009 9 1 B. 2010-2014 Capital Improvement Plan (continued) John Peck, Chair of the PTRC stated the irrigation concern really wasn't discussed until after the park tour. The condition of the fields at Cummings Park has become that of a pasture with more dirt than grass. He added that Cummings Park was not a good reflection of Arden Hills for teams visiting the community. Councilmember Holmes explained she didn't see this as a luxury item but more a safety and maintenance issue. She indicated it does reflect on the City and that she felt it was a necessity. Councilmember Grant stated the irrigation was not abudget-buster and would be an improvement for the community. He was in favor of getting the irrigation done at Cummings Park, while also aerating the soil. Mayor Harpstead indicated he originally put this item low on the priority list, but now agrees with Councilmember Grant that it should be kept in the budgets He stated that the soil conditions at the park should be tested before this work was completed. Parks &Recreation Manager Olson explained that she would complete an analysis of the park before an irrigation system would be installed. Mayor Harpstead recapped that four Councilmembers were in favor of keeping the irrigation at Cummings Park in the budget and one was not. Mayor Harpstead then questioned the expense totaling $50,000 for Valentine Park. Parks & Recreation Manager Olson stated this was a new expense, providing the engineering and redesign of Valentine Park. This was added by council at the July CIP discussion. Councilmember Grant indicated he felt this item could be put off as the beaver dam has been removed and that it may benefit the City to wait and see how the water level affects the park. Councilmember Holmes disagreed stating even when there was no beaver dam; the park has always been wet. She noted the park needs to be redesigned to increase the form and function. ARDEN HILLS CITY COUNCIL WORK SESSION - NOVEMBER 16 2009 10 1 B. 2010-2014 Capital Improvement Plan (continued) Councilmember Holden questioned who owns the culverts. Civil Engineer Giga noted the culverts have been cleaned out by Ramsey County and that any additional dredging would involve extensive DNR permitting. At this point the City was monitoring the lake level before any dredging would occur. Councilmember Holmes felt that if the engineering study was not complete the park would remain empty, with no amenities. Mayor Harpstead agreed with Councilmember Holmes on this issue. He indicated this park needed to be fixed and would like to see a plan completed. Councilmember Grant questioned if the plan could be completed in 2011 versus 2010. He indicated it may benefit the City to wait and see how the water levels are affected over next year. Councilmember Holmes stated she felt it was essential to complete the plan in 2010 as the water level concerns had been addressed this year. Parks & Recreation Manager Olson explained there was still standing water in the culvert in the corner of the park, it has gone down significantly. The drainage study assessed that the park was just too low. Councilmember McClung indicated if the City was willing to spend money on irrigation for a park that was useable, they should consider spending the funds needed to fix a park that is not useable. He explained that he was in favor of completing the study. Mayor Harpstead stated the plan should be driven around the ordinary high water mark. Councilmember Grant stated the park could use some amenities but the Council needed to decide what should be done with the park and did not want to see the City rush forward before understanding how the water levels were going to settle. Mayor Harpstead asked how the Council would like to proceed with this item. ARDENHILLS CITY COUNCIL WORK SESSION - NOVEMBER 16, 2009 11 1 B. 2010-2014 Capital Improvement Plan (continued) The entire Council was in favor of including this item in the 2010 budget but Councilmember's Grant and Holden requested that it be brought to the Council mid -summer after some assessment on the water level could be completed. Mayor Harpstead explained the Old Highway 10 sidewalk improvements and CP Rail sidewalk expenses have increased on the CIP. Councilmember Grant suggested that the old numbers be included in the staff memo and how they changed. Councilmember Holden questioned how large was the increase. Parks & Recreation Manager Olson stated if the City were to receive the legacy grant, the numbers may change, but at this time, the City's portion would be 25% of $340,0001, with 75%being covered by the grant. The entire Council was in favor of keeping this item in the 2010 CIP. Mayor Harpstead moved on to discussing the Lexington Avenue trail. He indicated that business partnerships toward the construction of this trail will be the biggest challenge for this project. Parks & Recreation Manager Olson stated she was working with the local businesses to gain support. Mayor Harpstead questioned if the Council was in support of the park bench implementation plan. Councilmember Holden indicated it was her understanding that $5,000 was being set aside for park benches. Parks &Recreation Manager Olson explained the PTRC stated $5,000 was proposed and that .they proposed $10,000 for the year one and $5,000 for the next three years, for a total of $25,000. Mayor Harpstead stated he would be- comfortable with $5,000 and that the City just needed a plan in place to implement the purchase and placement of park benches throughout the City. ARDEN HILLS CITY COUNCIL WORD SESSION - NOVEMBER 16, 2009 12 1 B. 2010-2014 Capital Improvement Plan (continued) Councilmember Holmes stated she would like to see 2010 remain at $10,000 to kick off the park bench plan, which would allow for a larger number of benches to be purchased. Councilmember Holden stated she would be in favor of more benches if the irrigation system were removed. Councilmember Holmes suggested the Council do $10,000 every other year. Mayor Harpstead stated he would like to see the budget remain at $5,000 and if a significant volume discount were offered, this could be brought to the Council for discussion. Councilmember Grant requested that a high quality and comfortable bench be purchased through this program. Mayor Harpstead questioned how the Council would like to proceed with this item. Councilmember Holmes reiterated that she would be in favor of setting aside $10,000. The rest of the Council was in favor of proceeding with this item allotting $5,000 for park benches. Mayor Harpstead then discussed the Lake Johanna Fire equipment expenses. Councilmember McClung reviewed the capital plan for the fire department for 2010 showing Arden Hills' expenses to be paying off a portion of the truck purchased early along with general equipment. Mayor Harpstead asked for a definition of the line item stating the reimbursement credit for $13,165. Finance Director Iverson indicated this has to do with which City owned equipment in the beginning and related to how much the City of Shoreview paid for capital equipment early on. City Administrator Moorse noted he was having lunch with Terry Schwerm on Thursday to discuss this item in more detail. ARDEN HILLS CITY COUNCIL WORK SESSION - NOVEMBER 16, 2009 13 1 B. 2010-2014 Capital Improvement Plan (continued) Councilmember McClung explained that funds were within the 2010 budget to make changes to Station 2 and Station 4, which would not affect the City. Councilmember Holden expressed concern on the money spent for fire department events, softball leagues and fitness club reimbursement. Mayor Harpstead indicated he would be attending a meeting this Wednesday and could bring these issues up for further discussion. Councilmember Holmes questioned when Station i would be closing and how this would affect the City's services. Mayor Harpstead gave a brief review of the new servicing model that would take place within the fire department and noted that Station 1 would not be closed for several years until this new staffing model could take full effect. Mayor Harpstead questioned how the sewer lining numbers were derived. Public Works Director Hoag indicated this was an estimate at this time and that as more lines need rehabilitation this item will remain in the budget. Mayor Harpstead suggested that $100,000 be set aside for the budget until a larger amount of money is needed. Councilmember Holden agreed with this suggestion. The entire Council was in favor of adjusting this item from $125,000 to $100,000. Mayor Harpstead then discussed the generator and shelter for Lift Station 8. Councilmember Holden questioned if the $50,000 covered the expense of the shelter and generator. Public Works Director Hoag stated this would cover both expenses, but that staff was still considering the type of generator that would be purchased, whether it is permanent or portable. He explained that approximately $15,000 was needed for the generator and $35,000 for the shelter. ARDEN HILLS CITY COUNCIL WORK SESSION - NOVEMBER 16, 2009 14 1B. 2010-2014 Capital Improvement Plan (continued) The entire Council was in favor of this item as suggested within the 2010 CIP. Mayor Harpstead then discussed the surface water management plan update. He questioned if this item could be spread out over two years. Civil Engineer Giga stated this could be done over two years and that staff was looking to work with neighboring cities to help reduce the expense. Councilmember Holden questioned what the allotted funds would cover. Civil Engineer Giga noted this was a requirement by the Rice Creek Watershed, that the City update its surface water management plan to stay in compliance with the newly updated Rice Creek Watershed Management plan. The entire Council was in favor of splitting the expense over two years or $50,000 for 2010 and $50,000 for 2011. Mayor Harpstead moved the discussion to the software upgrades. Councilmember Holden questioned if staff was able to complete inspections with a laptop at this time or if hand written notes were being taken and then inputted into the system back at City Hall. Community Development Director Lehnhoff stated staff did not have laptops at inspections at this time but that the City was trying to find a way to complete this work remotely through a virtual private network. He noted Roseville was expressing some security concerns at this time. As discussed when the software was purchased, PermitWorks did not have a mobile connection but they are exploring options. There is not a time line for availability yet. Public Works Director Hoag reviewed that there were several equipment purchases planned for 2010 but that these items were in the CIP as previously proposed to Council with no changes. Mayor Harpstead questioned if the Council would like to continue discussing this item or move onto the operating budget. He suggested the Council move onto the 2011 CIP and set the 2012 CIP aside. ARDEN MILLS CITY COUNCIL WORK SESSION - NOVEMBER 1642009 15 IB. 2010-2014 Capital Improvement Plan (continued) Discussion ensued regarding the 2011 equipment purchased for the public works department. Mayor Harpstead questioned if the City needed to purchase a bobcat and a skid - steer. Public Works Director Hoag explained that they would serve different functions and that one allowed for multi -uses. He indicated the Toolcat would replace the John Deere tractor and complete the sidewalks in the winter. Mayor Harpstead questioned if there was a machine that would do both winter and fine grading. Public Works Director Hoag stated that both pieces of equipment are used for different purposes at different times. Councilmember Holden questioned why the equipment was being replaced at this time. Mayor Harpstead suggested that staff be allowed to gather additional information on these purchases and that this item be discussed further in the meeting. He then asked that the Council discuss the 2011 CIP. Mayor Harpstead read through the items line by line. The entire Council agreed to have $100,000 set aside for sewer lining. Mayor Harpstead questioned what the sanitary sewer pipe and access road was. Councilmember Holden indicated this was an access point near Presbyterian Homes. Councilmember Holden suggested this item be moved to 2012. The entire Council was in agreement with this suggestion. Councilmember Holden requested that the signposts be inspected during the sign inventory to have the posts in disrepair replaced if needed. ARDEN HILLS CITY COUNCIL WORK SESSION - NOVEMBER 16, 2009 16 1 B. 2010-2014 Capital Improvement Plan (continued) Public Works Director Hoag reviewed the 2010 Equipment CIP with the Council explaining the need for the multi -purpose vehicle was pointed out in his handout. He stated the utility vehicle has more options available to the City while providing a better utility vehicle for the City staff within the parks. Councilmember Holden questioned if there was anything wrong with the current piece of equipment. Public Works Director Hoag indicated there was not a problem with the current piece of equipment, but that the new piece of equipment would be more useful. Mayor Harpstead questioned if the tractor had some sale value. Public Works Director Hoag explained the tractor would have a substantial sale value, to a hobby, farmer. Mayor Harpstead questioned what the tractor was used for at this time. Public Works Director Hoag indicated the tractor was used primarily for snow. He felt the new piece of equipment would replace the needs of some of the City's other equipment. Mayor Harpstead explained that he felt the proposal for this tractor being changed out to a Toolcat made sense. He asked that Council if they were in favor of the purchase as proposed. Councilmember Holmes questioned why the equipment needed to be expanded. Public Works Director Hoag stated the City did not have a good piece of equipment for trails. It was made to take the abuse and would create a longer life for the Toros. He indicated the intention would be to prolong the Toro's life cycle within the CIP budget. The entire Council was in favor of the 2010 equipment purchases. Councilmember Holden noted she would not be supporting the purchase of the Jetter truck in 2011. ARDEN HILLS CITY COUNCIL WORK SESSION - NOVEMBER 16. 2009 17 1B. 2010-2014 Capital Improvement Plan (continued) Mayor Harpstead questioned if the Council was in favor of the CIP as discussed for 2010-2011 along with the equipment purchase for 2010. The entire Council was in favor with moving forward with the CIP taking into consideration tonight's comments. C. 2010 Proposed Final Budget Overview Councilmember Holden questioned if the newsletter budget was in fact being increased by an additional $5,000. Finance Director Iverson stated when the budget was brought to the Council in August this line item was increased by $5,000 and the Council did okay this item. She noted the only items changed since the last budget workshop meeting was the elimination of the Assistant City Administration position and moved the savings in the general fund to other professional services for TCAAP consultants. Finance Director Iverson explained that the recording secretary expense was reduced by $3,000 along with the budgeted contribution to NW Youth and Family Services to $7,000. The annual meeting contribution was reduced from $1,000 to $250. Finance Director Iverson noted that additions to the budget included costs for Celebrate Arden Hills in the amount of $10,000. She indicated insurance quotes were now back and the increase went from 6% to 1 %, which reduced the benefits to an increase of $10.15. Finance Director Iverson explained that all of these changes were included within the preliminary levy set by the City. Mayor Harpstead questioned if the City had property liability insurance that covered sanitary sewer backups. He asked if this coverage could be regained. Finance Director Iverson indicated the City was not covered at this time, but used to have this coverage. Public Works Director Hoag stated he was uncertain of how long it would take to regain this coverage. The City would need to get a plan set in motion. ARDEN HILLS CITY COUNCIL WORK SESSION NOVEMBER 16, 2009 18 1 C. 2010 Proposed Final Budget Overview (continued) Mayor Harpstead explained that he would be in favor of recovering this insurance coverage for the City and asked if the Council would be in favor of having staff look into it. Councilmember Holden indicated it would be difficult for the City to prove that we have had no claims in the recent future. Councilmember Holmes stated she would be in favor of staff investigating this coverage. Finance Director Iverson stated she could request a letter from the insurance carrier to see what would be involved to renew this type of coverage. The Council was in favor of reviewing this information further at a future meeting. Councilmember Holden questioned where the $70,000 in revenue from TCAAP was coming from. Finance Director Iverson indicated this was projected from grant money. Councilmember Holden questioned the Organization Chart on Page 75. She asked if the Deputy Clerk would now be a supervisor. City Administrator Moorse stated the Deputy Clerk was always meant to supervise the office support staff. Councilmember Holden questioned whether the Deputy Clerk position was exempt or non-exempt. She stated she was not willing to pay more for supervising three people. City Administrator Moorse explained that this would be explored further. Councilmember Holmes stated this position was not discussed in detail and noted she was not aware of the supervisory expectations. Mayor Harpstead questioned how the position was working. City Administrator Moorse stated the position was working out very well. ARDEN HILLS CITY COUNCIL WORK SESSION-, NOVEMBER 16, 2009 19 1 C. 2010 Proposed Final Budget Overview (continued) Community Development Director Lehnhoff indicated he felt work load distribution was easier as Becky was able to distribute things out appropriately. Mayor Harpstead explained that supervising someone did not automatically change a job classification. The Council asked for clarification on the Deputy Clerk position and if she is allowed to supervise personnel and remain non-exempt. Mayor Harpstead questioned the Other Services and Charges for $8,700 in the EDA general fund. Finance Director Iverson explained there was a $2,000 increase in professional services for the recording secretary, along with $1,500 for other professional services, along with postage and mileage reimbursements. She explained that $3,000 was for business retention, which is decrease from 2009 Councilmember Holden stated the park fund jumps significantly for 2010. Finance Director Iverson explained this was State Aid funds and that the funds in this account correlated with the projects being completed in the CIP. Councilmember Holmes suggested that future budgets include a line item to cover insurance claims. Finance Director Iverson agreed stating current claims were being taken from existing reserve funds. Councilmember Holden questioned if the charitable gambling funds were covering the NW Youth and Family Services contribution. Finance Director Iverson stated this contribution was increased from $4,000 to $7,000. She noted this has been slowly increased but that the charitable funds have been lower than in years past. A report has been requested on where they are at. Mayor Harpstead explained that the enterprise fund revenues are not meeting the expenditures at this time. ARDEN HILLS CITY COUNCIL WORK SESSION - NOVEMBER 16, L09 20 IC. 2010 Proposed Final Budget Overview (continued) Finance Director Iverson indicated this was observed through the rate study but that this would be spread out over the next several years to increase the rates to assure that the expenditures were covered by the revenues. Mayor Harpstead questioned who managed the enterprise funds. Finance Director Iverson stated this was managed by herself and Public Works Director Hoag. Mayor Harpstead questioned if the water rates with the City of Roseville were contracted or if they could be increased based on demand. Finance Director Iverson stated she did not recall this being a fixed contract, but that the City paid their fair share of the fixed costs based on the number of gallons. Councilmember Holden questioned if the public works department was hiring part-time staff to assist with the workload. Public Works Director Hoag indicated he was completing a memo at this time that will more encompass what has been completed, what needs to be done and how these should be accomplished. Mayor Harpstead questioned if there were any other comments on the budget and if not would like to take a poll to provide direction to staff. He indicated he was in favor of continuing with the operating levy at $3,057,666 and the budget as presented in the November 16, 2009 document and have it used at the December Truth in Taxation meetings. Councilmember McClung had no further questions at this time. The entire Council was in favor moving forward with this document. MOTION: Councilmember McClung moved and Councilmember Holmes seconded a motion to extend the meeting by ten minutes. The motion carried unanimously (5-0). ARDEN HILLS CITY COUNCIL WORK SESSION - NOVEMBER 16,2009 21 2. COUNCIL COMMENTS Councilmember Holmes stated there were a number of meetings coming up, including a bidder's conference and indicated she would not be able to attend. It was noted that Mayor Harpstead, Councilmember's Holden, Grant and McClung would all be in attendance and that a meeting notice had been posted. Councilmember Holmes stated the Planning Commission was holding a meeting on November 19`h a Sand Company project. Community Development Director Lehnhoff asked that those interested let him know if he needed to set up alternative dates. Councilmember McClung indicated he was interested but that Thursday did not work into his schedule. Mayor Harpstead and Councilmember Grant agreed that he would be interested in visiting the site on a different date and time. Councilmember Holmes noted there was a library meeting at 7:00 p.m. on Thursday. Councilmember McClung suggested this meeting be posted, as he would try to attend. City Administrator Moorse indicated he would attend the meeting, and if not would send a representative from staff. Councilmember Grant thanked staff for all their efforts on the grants they have completed and successfully received. He encouraged the Council to tour the streets before it snows. Councilmember Grant questioned if the City had a timeline on Walgreens. Community Development Director Lehnhoff stated the PUD has an expiration date but there is not a specified construction timeline. Councilmember Grant indicated he would like to see a different paper used for the Park and Recreation information, and asked if the current paper was recyclable. ARDEN HILLS CITY COUNCIL WORK SESSION - NOVEMBER 162009 22 2. COUNCIL COMMENTS (continued) Recreation Manager Olson stated she would check into different paper options but that the current paper was recyclable. Mayor Harpstead questioned if the old Public Works building was gone. Councilmember McClung indicated that 85% of the building was gone. Councilmember Holmes added that if and when the City decides to hold a business reimbursement meeting with RLLD, she would be willing to attend that meeting. p.m. Mayor Harpstead ourned the' City Council Work Session meeting a8:47v StAft Harp<teadiv --""',-Ronald J. mo-'ok,& Mayor City Administrator