Loading...
HomeMy WebLinkAboutCC_Minutes_2008_1215City of j~~ Minnesota, USA Regular City Council Meeting Minutes City Hall Council Chambers, 2660 Civic Center Drive Monday, December 15, 2008 Public Reception A public reception in appreciation and farewell to Councilmember Bob Willmus was held in the City Hall lobby commencing at approximately 5:15 p.m., immediately prior to the regular busi- ness meeting. 1. Recognition, Presentation and Roll Call Mayor Klausing called to order the regular meeting of the Roseville City Council at ap- proximately 6:00 p.m. and welcomed everyone. Mayor Klausing recognized that this was Councilmember Willmus' final meeting and presented him with a Roseville Rose in recognition of his service to the City of Roseville. Mayor Klausing opined that it had been a pleasure serving with Councilmember Willmus on the City Council; that he as a citizen had served admirably especially in a difficult situation; and thanked Councilmember Willmus on behalf of the City Council, staff and citizens of Roseville. Councilmember Willmus expressed his appreciation and thanked staff and those citizens who had contacted him with their input on important items coming before the City Coun- cil during the last six months. Voting and Seating Order for December: Ihlan; Willmus; Pust; Roe; and Klausing. City Attorney Scott Anderson was also present. 2. Approve Agenda Councilmember Ihlan requested removal of Consent Item 7.h entitled, "Authorization to Request Proposals for Janitorial Services for City of Roseville Facilities," for discussion. Councilmember Roe clarified that Item 4.a entitled, "Accept $500 Donation from Target Corporation," actually belonged under Agenda Item 5. By consensus, the agenda was approved as amended. 3. Public Comment Mayor Klausing called for public comment by members of the audience on any non- agenda items. Regular City Council Meeting Monday, December 15, 2008 Page 2 a. John Kysylyczyn, 3083 N Victoria Street Mr. Kysylyczyn spoke to Councilmember Willmus' service on the City Council in fulfilling the term of late Councilmember Tom Kough; and expressed apprecia- tion for Councilmember Willmus' similar philosophy and strong constituent ser- vice, as well as strong concern for the community in general. Mr. Kysylyczyn opined that Councilmember Willmus had finished late Councilmember Kough's term well. b. Marsha Cressy, Centennial Gardens Apartments, Roseville Ms. Cressy expressed concerns with a recent letter addressed to the City from de- velopers/owners of Centennial Commons related to their violations to their agreement in overcharging rents, and their claim that this was an inadvertent error on their part, and requesting that the City not charge them the five percent (5%) fine dictated by law, equating to approximately $240,000. Ms. Cressy opined that, as a resident at Centennial, it seemed not to matter whether at this point their error was made inadvertently, since they had yet to re- turn all of the monies. Ms. Cressy noted that, in her conversations at the Capitol with legislators, they were of the opinion that if Roseville didn't wish developers to abide by the law by determining not to fine them, that the State could use mon- ies for other purposes. Ms. Cressy implied that the City Council was scheduled to make a determination in January; and opined that what was occurring at Centen- nial was very sad. City Manager Malinen advised that he was not aware that this item had been scheduled for further discussion on an upcoming agenda, noting that Community Development Director Patrick Trudgeon had been working with those parties in- volved. Mayor Klausing requested that staff provide the City Council with an update on when and if further City Council action was indicated. c. Carol Kough Mrs. Kough thanked Councilmember Willmus for filling late Councilmember Kough's Council term. Mrs. Kough questioned if there had been any additional follow up by the City Council related to City Code requirements for storing trash bins in garages, noting the dangers of combustion of flammable materials and/or hot coals, citing several recent fire incidents. Mayor Klausing, and Councilmembers Willmus and Pust, clarified that City Code requirements were for screening from the front, not indoor storage. Regular City Council Meeting Monday, December 15, 2008 Page 3 4. Council Communications, Reports, Announcements & Housing and Redevelopment Authority (HRA) Report Councilmember Roe, noted his previous comments related to Roseville Glows lighting around City Hall, and clarified that this was sponsored, and electricity costs paid for by the Roseville Visitor's Association, whose purpose was to promote lodging and tourism activities through revenues from hotel taxes paid in the community. Councilmember Roe further noted that they had switched to LED lighting this year, for a cost savings of 90% and use of less electricity, further reducing the carbon footprint. 5. Recognitions, Donations, Communications a. Accept $500 Donation from Target Corporation Police Chief Carol Sletner recognized Jen and Nicole, representing Target Corpo- ration and their donation of $500.00 to purchase supplies for the Police Depart- ment's 2009 Citizen's Academy. Chief Sletner recognized and presented a plaque to Target Corporation for their sponsorship. Mayor Klausing thanked Target Corporation for their donation. Roe moved, Pust seconded, acceptance of the generous donation from the Target Corporation of $500.00 to purchase supplies for the Police Department's 2009 Citizen's Academy. Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. Chief Sletner further noted the success of the recent annual "Shop with a Cop" program held last week; and thanked City employees for their contributions and participation, as well as the generosity of Target Corporation, Papa John's, Mi- chael's, North American Banking Co., Metro Bindery, Midwest Reliability Or- ganization, Roseville Bakery, and the Harriet Tubman Family Alliance. Fourteen children had the opportunity to purchase gifts for their families through the 2008 Roseville Police Department's Shop With A Cop Program. Nicole Kurzawa and Jen Engle of Target Corporation expressed Target's enthu- siasm in working with the City's law enforcement personnel, and expressed their pride in the partnerships created in Roseville. Nicole noted that Target looked forward to continuing with those and other programs in the future. Mayor Klausing thanked Target Corporation for their donation. Regular City Council Meeting Monday, December 15, 2008 Page 4 6. Approve Minutes a. Approve Minutes of December 1, 2008 Regular Meeting Roe moved, Pust seconded, approval of the minutes of the December O1, 2008 Truth-in-Taxation and Regular Meeting of the City Council as amended. Corrections: • Page 8, Lines 25 - 28 (Roe) Councilmember Roe clarified that he intended that his comments be moved under Item 4 entitled, "Council Communications, Reports, Announce- ments..." rather than as corrected by staff on the draft copy; and noted that Ms. Oren's comments should remain under Item 3 entitled, "Public Com- ment." • Page 12, Line 45, Item 12.c entitled, "Consider Adopting the 2009-2018 Capital Improvement Plan." (Ihlan) Councilmember Ihlan noted that Mayor Klausing had left the meeting prior to this motion, and should not be included in the vote. Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. 7. Approve Consent Agenda There were no additional changes to the Consent Agenda than those previously noted. At the request of Mayor Klausing, City Manager Bill Malinen briefly reviewed those items being considered under the Consent Agenda. a. Approve Check Register Ihlan moved, Klausing seconded, approval of the following claims and payments as presented. ACH Payments $1,041,639.21 53634 - 53796 937,873.97 Total $1,979,513.18 Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. b. Approve Business Licenses Ihlan moved, Klausing seconded, approval of business license applications for the period of one year, for the following applicants: A licant/Location T e of License Waste Mana ement Solid Waste Hauler Regular City Council Meeting Monday, December 15, 2008 Page 5 10050 Na les Street NE; Blaine, MN Rec clin Hauler Veolia Solid Waste Solid Waste Hauler 309 Como Avenue; St. Paul, MN Rec clip Hauler Red Arrow Solid Waste Hauler 44 E Acker Street; St. Paul, MN Rec clip Hauler Tony Mudek Sanitary Hauling Solid Waste Hauler P. O. Box 248; New ort, MN Harmony Body Care Massage Therapy 2709 Lincoln Drive; Roseville, MN Establishment Yun Wang.@ Harmony Body Care Massage Therapist 2709 Lincoln Drive, Roseville, MN Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. c. General Purchases or Sale of Surplus Items exceeding $5,000 Ihlan moved, Klausing seconded, approval of the Sale of Surplus Vehicles or Equipment as follows: De artment Item/Descri tion Public Works 1-ton dum truck $10,000 minimum bid Public Works '/.-ton icku with low $5,000 minimum bid Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. d. Approve 3-year Audit Services Agreement Councilmember Ihlan noted that staff had followed-up as previously discussed, and that a lower bid from the original bid had been received; however, for future reference, Councilmember Ihlan noted her preference for Requests for Proposals (RFP's) for all professional services. Ihlan moved, Klausing seconded, authorization for staff to enter into a three year agreement for audit services with Malloy, Montague, Karnowski, and Radosevich (MMKR) in an amount not to exceed $34,250 for 2009; with subsequent increases of 2.5% for 2010 ($43,250); and 2.85% for 2011 ($35,125). Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. e. Revise 2009 City Council Calendar Ihlan moved, Klausing seconded, revision of the proposed 2009 City Council meeting dates, as detailed in the Request for Council Action dated December 15, 2008. Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Regular City Council Meeting Monday, December 15, 2008 Page 6 Nays: None. f. Receive Feasibility Report and Order Public Hearing for 2009 Pavement Management Program (PMP) -Roselawn Avenue Reconstruction Project Ihlan moved, Klausing seconded, adoption of Resolution No. 10672 entitled, "Re- ceiving the Feasibility Report for 2009 Pavement Management Program and Or- dering Public Hearing for Improvement;" related to proposed improvements on Roselawn Avenue from Hamline Avenue to Victoria Street. Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. g. Approve Settlement Agreement with Real Life Church Ihlan moved, Klausing seconded, approval of the Settlement Agreement between the City of Roseville and Real Life Church; as detailed in Attachment A to the Request for Council Action dated December 15, 2008. Roll. Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. 8. Consider Items Removed from Consent a. Authorization to Request Proposals for Janitorial Services for City of Rose- ville Facilities (former Consent Item 7.h) At the request of Mayor Klausing, City Manager Bill Malinen briefly reviewed the request, noting that it was staff's intent to use a best value procurement proc- ess, rather than seeking RFP's, for atwo-year term for janitorial service. Councilmember Ihlan questioned whether staff had reviewed whether it still made sense to contract out for this service rather than using in-house employees; and questioned whether staff periodically reviewed cost savings for in-house service. City Manager Malinen assured Councilmembers that staff had performed that analysis prior to recommending this step. Councilmember Pust questioned, by using a best value process, what that brought to the table for this type of project. Public Works Director Duane Schwartz advised that, using a University of MN model, it allowed the City to look at past performance and interview prospective services, and make that part of the scoring process, while recognizing that price remained the highest ranking factor. Regular City Council Meeting Monday, December 15, 2008 Page 7 Councilmember Pust sought clarification that the City would not limit their bid- ding selection from those firms viewing this process as too cumbersome. Mr. Schwartz advised that, typically, the U of MN had found out that lesser per- formers were weeded out as they didn't want to go through the extra work, and that it narrowed the field to more desirable firms willing to provide information from past clients. Klausing moved, Ihlan seconded, authorizing staff to advertise the Request for Proposals for janitorial services for City facilities. Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. 9. General Ordinances for Adoption 10. Presentations a. Commissioner Jan Parker will provide a Ramsey County Update Ramsey County Commissioner Jan Parker provided an annual update from the County. Commissioner Parker expressed her enthusiasm for returning before the City Council on this more frequent time frame. Commissioner Parker highlighted specific items related to the County's budget, federal funding requests that could have impacts to the City of Roseville, current road projects, the Roseville Library reconstruction project; Roseville's Comprehensive Plan; and the Active Living Ramsey County Bike Committee. Commissioner Parker spent considerable time outlining the County Budget, pro- posed to increase 3.1 % in 2009, due to reductions in federal and state funding and those unfunded mandates, specifically related to human service and health costs; corrections, and other social services; and potential increases in service demands for those services as the economy worsens. Commissioner Parker estimated that by the end of December 2008, there would be 3,100 foreclosures in Ramsey County, up one-third since 2007, and much more broadly dispersed. Commissioner Parker noted that Ramsey County remained one of only thirty- three (33) counties nationwide maintaining an AAA bond rating; and noted the need to plan ahead, anticipating that 2009 would be a year of challenge. Commissioner Parker noted one positive of the current economic situation could be viewed in the solicitation by the federal government a list of projects to be considered as economic stimulus projects; with the County suggesting projects that included the Rice Street corridor, Highway 36, County Road B-2, and others that could potentially be moved forward, including the Library project. Regular City Council Meeting Monday, December 15, 2008 Page 8 Commissioner Parker noted that the County Commissioner's Agenda for Tues- day, December 16, 2008 included a review of the Library Board's proposal, and determination as to whether the project would go forward for LEED Certification, and whether a temporary facility during construction would be authorized. Com- missioner Parker recognized the action taken by the Roseville City Council in en- couraging the County Board to house the library in temporary facilities during construction; and noted that there was a location in the Twin Lakes area under consideration for temporary facilities. Commissioner Parker noted receipt of $400,000 in state grant funding for the library. Commissioner Parker noted that Ramsey County received a copy of each City's Comprehensive Plan, and commended staff and the City Council for their plan- ning process, and engagement of citizen involvement throughout the process, and the resulting thoughtful recommendations in the final plan. Commissioner Parker noted the work to-date by the Active Living Ramsey County Bike Committee, made up of representatives of municipal staff through- out the County, with City Engineer Debra Bloom serving as the City of Rose- ville's representative on the committee. Commissioner Parker noted the valuable asset Ms. Bloom brought to the committee; and their consultation with national experts in creating model street ordinances, with future accomplishments and goals in making the county's and region's transportation system friendly for pe- destrians and bikers. Commissioner Parker noted that Ramsey County was the only Minnesota County to receive accreditation from the National Recreation and Park Association. Commissioner Parker noted that the County had recently settled their employee contract with AFSME, with other bargaining units close to this similarly recom- mended three year settlement of 3% in 2009, 2% in 2010, and 1.6% in 2011. Commissioner Parker concluded her presentation by noting the most important decision to be made by the Board this year, was in interviewing for a new County Manager later this week, having narrowed the field to seven finalists. Councilmembers and staff held a brief discussion with Commissioner Parker fol- lowing her prepared remarks. Mayor Klausing advised that he would be in attendance at Tuesday's delibera- tions related to the Roseville Library construction project, and invited other con- cerned citizens to attend as well. Commissioner Parker estimated that that agenda item could be heard at approximately 9:00 a.m. Regular City Council Meeting Monday, December 15, 2008 Page 9 11. Public Hearings a. Public Hearing regarding State Project No. 6241-57R Trunk Highway 280 Reconstruction (between County Road B and Broadway Avenue) City Engineer Debra Bloom provided highlights of the proposed TH 280 project proposed for 2009, noting the most significant aspects, as detailed in the staff re- port dated December 15, 2008. Ms. Bloom noted comments received at an Open House held September 24, 2008 related to the project; and advised that representatives of MnDOT, Mr. Mark Guess and Mr. Chris Roy, were in tonight's audience to address questions of the City Council or public. Councilmember Ihlan noted comments expressed at the Open House regarding the lack of consideration for bike and pedestrian traffic amenities, specifically as it re- lated to crossing TH 280 at the County Road B area to connect into Minneapolis, and echoed those concerns, seeking information on alternative points of access. Chris Roy, MnDOT Mr. Roy reviewed MnDOT's analysis of volumes and destinations for pedestrian and bike traffic in that area; and movements on either side of TH 280. Mr. Roy advised that, due to a lack of volume of bike and pedestrian traffic, in addition to safety concerns, they were not proposing access across TH 280, unless through future installation of a pedestrian bridge, which would most likely be cost- prohibitive. Ms. Bloom noted that the area under discussion was private property owned by Paper Calmenson, and that there was no permission for a pedestrian crossing in that area. Ms. Bloom advised that MnDOT's recommendation was consistent with City observations; and noted that with a projected cost of $1.5 million for construction costs for a pedestrian bridge across TH 280, in addition to other safety and right-of--way acquisition issues, it was doubtful that this would be rec- ommended for future consideration, even if added to the .City's Pathway Master Plan for future opportunities. Further discussion included future construction of the Larpenteur interchange an- ticipated for 2009 construction, providing an alternative access point for that por- tion of Minneapolis, and able to accommodate commuter bikes. Mayor Klausing opened the Public Hearing at 6:55 p.m. Public Comment Dick Click, Fairways Lane, off County Road B, recently moved from Arden Hills to Roseville Regular City Council Meeting Monday, December 15, 2008 Page 10 Mr. Click noted that, since the demise of the I-35W bridge, he had noticed a sig- nificant difference in the County Road B area from west of Cleveland going south, allowing pedestrians to walk safely, almost non-existent truck traffic, and reduced vandalism with only one access point. Mr. Click expressed one concern related to access to the cul-de-sac in case of disaster, and the need for an alterna- tive access point, suggesting that Midland Hills service road may be an option. Mr. Click noted that trucks continued to access Paper Calmenson from that direc- tion even though it was signed as a dead end. Cal Rosen, lives in same area Mr. Rosen expressed opposition to previous comments, while recognizing that it may promote less traffic and provide more safety, in the building industry that he worked within, it was not preferable or wise to build a 3/4 mile long cul-de-sac. Mr. Rosen opined that, while the Midland Hills alternative may be viable, it would be extremely difficult for emergency vehicles to access that section of County Road B. Mr. Rosen suggested that times for access be posted for TH 280 northbound to accommodate truck traffic. Mr. Rosen advised that his main con- cern was emergency vehicle access and/or evacuation of the area in case of a natural disaster, or issue with the gas tank storage facility in the area. Mayor Klausing sought clarification from Ms. Bloom that the City's emergency responders had reviewed the plan. Ms. Bloom advised that the City was proposing that MnDOT remove a portion of the pavement but not replace it with anything that would prohibit emergency ve- hicle access. Ms. Bloom verified that the City's emergency responders had re- viewed and approved the proposal, and had been serving that area for over a year; and that the City had taken their access into consideration by providing a larger radius (110') for turnaround than standard. Ms. Bloom advised that emergency vehicles typically responded from the east, not the west. Susan Row, County Road Bresident- medical examiner Ms. Row, in her career as a Medical Examiner, noted that her main concerns were for safety. Ms. Row spoke in support of the TH 280 access being closed, and the positive effects for safety; with parents more reassured with less truck traffic. Ms. Row opined that it was still not completely safe on the road without a pedestrian walkway, specifically with early morning truck traffic. Ms. Row noted that, from her observations of emergency vehicles serving the area, they appeared to have little problem with access. Mr. Robin Stinske, Building Owner, Paper Calmenson Mr. Stinske addressed concerns with current and proposed access, with past loca- tion of a stop sign on Broadway that served to slow traffic more effectively than current provisions. Mr. Stinske addressed the proposed MnDOT design south of Paper Calmenson and their west side right-of--way; and the difficulty for 53' long Regular City Council Meeting Monday, December 15, 2008 Page 11 tractor/trailers to make that turn, .particularly in the winter. Mr. Stinske further addressed trucks accessing TH 280 with traffic going 60-75 mph, from their facil- ity and inability to get their speed up that fast. Mr. Stinske advised that he ob- jected to the proposed alignment, while acknowledging that safety issues had ap- peared to decrease with other access points. Patrick Fischer, Property Manager, Paper Calmenson Mr. Fischer explained that trucks couldn't access their property from the north, without existing off I-35W and using parking lots of other businesses; or utilizing another route onto Main. Mr. Fischer advised that they had no access to turn left coming north on TH 280; and that the proposed design would be changed for a left only on Broadway, and that their main access was at TH 280 and County Road B-2, creating a real problem for their business, and effectively slicing their property up, necessitating closing off some of their loading doors, changing the entire dimension of their property and any future redevelopment plans. Mr. Fischer advised that while others were voicing their opinion to remove the inter- section permanently, he was advocating returning that access point. Mr. Stinske concurred, opining that the proposed design and continued closure was dramatically affecting their facility, and noted that they had a large invest- ment there. Discussion among Councilmembers and Mr. Fischer and Mr. Stinske included ac- cess options; and educating out-of--town semi drivers to those access points. John Kysylyczyn, 3083 N Victoria Street Mr. Kysylyczyn provided his personal historical perspective from original discus- sions in 2002 with the Lauderdale City Council during his tenure on the City Council; and emergency access issues. Mr. Kysylyczyn opined that there was no emergency vehicle issue; and that public opinion at that time was split 50/50 as to whether to keep the access open or not, depending on age and household demo- graphics. Mr. Kysylyczyn advised that it was the respective City Councils' deci- sion to look to the future and to pursue the concept of a safe neighborhood. Mr. Kysylyczyn opined that, with respect to the Paper Calmenson property, after much discussion, it was determined that the issue was operations on the north half of the parcel versus their south access and no good travel between those two halves. Mr. Kysylyczyn noted that there had been discussion at that time of MnDOT taking the property and cutting off access; until money and other factors became an issue, with the City Councils leaving it up to MnDOT to hammer out the details depending on how restrictive the new designs were for access to the parcel. Shirley Friberg, 2130 Fairways Drive Ms. Friberg spoke in support of the closure; providing her personal historical per- spective since 1962; changes to the neighborhood; her previous neighborhood pe- Regular City Council Meeting Monday, December 15, 2008 Page 12 titions supporting closure of the access for safety reasons; and traffic patterns on County Road B-2. Ms. Friberg opined that she and her neighborhood had ob- served that, when the I-35W bridge collapsed, Paper Calmenson appeared to have no problems with trucks accessing their parcel; and noted the problems in access- ing the road from their residential driveways when the County Road B and TH 280 access was reopened. Ms. Friberg spoke in support of a bike path in the area; and noted the lack of maintenance of County Road B, specific to drainage and re- lated issues, by Ramsey County. Written Comment Written comment from Shari Sebastian regarding this project was made part of the Request for Council Action dated December 15, 2008; supporting permanent closure of the intersection of County Road B and 280. Mayor Klausing closed the Public Hearing at 7:23 p.m. 12. a. Consider Resolution regarding State Project No. 6241-57R Trunk Highway 280 Reconstruction (between County Road B and Broadway Avenue) Mayor Klausing sought input from MnDOT on how to address concerns of Paper Calmenson and incompatibilities with current traffic levels and zoning. Mr. Roy of MnDOT reviewed MnDOT's analysis of the situation when consider- ing the project; crash data; left turn moves; and designs to address those safety is- sues as proposed, and reasonable accommodations provided for loaded trucks to merge onto southbound TH 280 from the Paper Calmenson parcel. Further discussion among Councilmembers, City staff, and MnDOT staff in- cluded confirmation that emergency access and/or evacuation routes were pro- vided; options available for staff to facilitate access and other logistics; and legal processes available to Paper Calmenson if they had lingering issues with access that they felt would impact their business. Klausing moved, Willmus seconded, adoption of Resolution No. 10673 entitled, "Resolution Regarding State Project No. 6241-57R, Trunk Highway 280 (Be- tween County Road B and Broadway Avenue)." Mayor Klausing recognized the valid concerns of both sides of the issue, whether supportive of closure or preferring retaining access; however, when he considered the safety issues, he spoke in support of closure. Councilmember Roe noted his observations upon first moving to Roseville related to that route and its obvious dangers; and opined that it made sense to close the access, while recognizing that such closure would create inconveniences for resi- dential and commercial properties, and encouraged more effective communication Regular City Council Meeting Monday, December 15, 2008 Page 13 among those impacted, in addition to communication between MnDOT and Paper Calmenson to work out remaining issues. Councilmember Pust spoke in support of closing County Road B at that point; however, expressed concern in cutting off bike traffic in that location, and was glad that the Larpenteur access would be an eventual solution in making access more bike-friendly. Councilmember Pust encouraged MnDOT to continue hold- ing discussions and seeking solutions to get people out of their cars, as expressed by numerous residents attending the Open House held in September. Ms. Bloom advised that staff would continue to work on bike and pedestrian amenities, and noted that the Larpenteur bridge should be completed in 2009. Councilmember Ihlan opined that it would be helpful to explore greater connec- tivity to the north, as it remained difficult to connect to the Minneapolis trail sys- tem through that industrial area. Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. 11. b. Public Hearing regarding Use of Electronic Auctions for Unclaimed Property Disposal Police Chief Carol Sletner briefly reviewed the request for Council Action dated December 15, 2008 and the simple request to allow the Police Department to en- ter into an agreement, Attachment A, with ProeprtyRoom.com, Inc., for electronic auction of unclaimed property; and to amend City Code, Section 501.91 to in- clude disposal through electronic online auction. Discussion included staff rationale for requesting work with only this one vendor; continued exploration of options and advantages at this time of using this particu- lar vendor from an administrative cost standpoint; ongoing analysis by staff to re- ceive competitive sales prices and to receive a higher rate of return; and State Statute providing the Chief authorization for dissolution of property up to a cer- tain dollar amount and within a certain amount of time. Mayor Klausing opened the Public Hearing at 7:40 p.m. Public Comment Dick Click, Fairways Lane Mr. Click addressed his personal concerns in frequent outages with Comcast if citizens were bidding on unclaimed property; and interests of the City being met if utilizing that system. Regular City Council Meeting Monday, December 15, 2008 Page 14 Councilmember Pust suggested that staff make sure the City's website is updated to provide public information related to this additional source for sale of un- claimed property. John Kysylyczyn, 3083 N Victoria Street Mr. Kysylyczyn expressed concern that, in his substantial online perusal and pur- chasing, he hadn't heard of this particular company, and questioned what impact this would have on taxpayers receiving the highest sale prices by using an un- known online business. Mr. Kysylyczyn suggested that the City use more popular methods; and that the auction process be reviewed on an annual basis with a for- mal report provided by the Police Department to the City Council for their con- sideration and for public information. Police Chief Sletner responded that State Statute and City Code already required publication of those items being contemplated for sale; and that it was forfeited property, not City property, and clarified that staff was simply seeking another op- tion for increased sales opportunities. Gwen Lewiston, Manager at Fuddruckers, not a Roseville Resident Ms. Lewiston spoke in support of the Chief's proposal; noting that she had seen a recent expose by a major television station on ProeprtyRoom.com; and opined that it appeared to be a good company. Mayor Klausing closed the Public Hearing at 7:47 p.m. Councilmember Ihlan spoke in support of amending the ordinance, as long as the City was attempting to maximize proceeds that generated revenue for the General Fund. 12. Business Items (Action Items) a. Consider Ordinance allowing Electronic Auctions for Disposal of Unclaimed Property Klausing moved, Roe seconded, enactment of Ordinance No. 1380 entitled, "An Ordinance Amending Title V, Section 508.01, Disposal of Unclaimed Property to Include Electronic Online Auction;" for disposal purposes. Councilmember Roe requested that staff provide, after a period of time with this provider, an informal feedback to the City Council as to whether desired out- comes had been achieved. Councilmember Roe expressed his confidence that staff would continue to look at any areas where cost savings or additional reve- nues could be maximized. Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. Regular City Council Meeting Monday, December 15, 2008 Page 15 b. Consider Resolution Approving Amendment to the Infrastructure Improve- ments for the Twin Lakes AUAR Area -Final Report City Engineer Debra Bloom briefly reviewed the request for Council action dated December 15, 2008, seeking amendment to the "Infrastructure Improvements for the Twin Lakes AUAR Area -Final Report," by including the cost to construct Iona Lane increasing overall improvement costs by $426,075, ultimately allocated to developers of affected properties. Roe moved, Klausing seconded, approval of an Amendment to the "Infrastructure Improvements for the Twin Lakes AUAR Area -Final Report." Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. c. Further Discussion on the 2009 On-Sale and Sunday Intoxicating Liquor Li- cense Renewals for Selected Establishments Mayor Klausing expressed concern with the action before the City Council related to these three businesses, and the broader policy discussion and implications be- fore the City Council. Finance Director Chris Miller recognized that the City Council wished to .have further policy discussions and potential code amendment; however reminded Councilmembers that this was the last meeting of the year, and licenses for these businesses expired December 31, 2008, and the need to consider whether or not to renew their licenses. Councilmember Pust sought legal advice from City Attorney Scott Anderson, given existing City Code language. City Attorney Anderson advised Councilmembers that they could take action not to renew for reasonable cause, under existing City Code language, as upheld by recent case law, as long as they provided findings for non-renewal. Mr. Anderson reminded Councilmembers that being a licensee was a privilege, not a right; and advised that the City Council could use their discretion, as long as licensees -had been given notice and an opportunity to be heard. Mr. Anderson noted that cur- rent City Code should be reviewed and a subsequent policy discussion held, as well as clarifying language in various and related sections. Mr. Anderson advised that, if the licensee appealed the quasi judicial decision of the City Council, they could appeal directly to the Court of Appeals. City Attorney Anderson advised that previously expressed concerns of his office regarding due process for licensees had been addressed with issuance and delivery of letters to those three businesses. Regular City Council Meeting Monday, December 15, 2008 Page 16 Mayor Klausing opined that there were two separate issues, from his perspective: whether to renew these three specific licenses based on their non-compliance; and the broader discussion to amend the ordinance to more firmly articulate the City's intent. Mayor Klausing opined that he was concerned that the City's expectations should be clearly detailed in City Code prior to considering non-renewal on non- compliance issues. City Attorney Anderson advised that his office could draft revised language for changes in City Code, Section 302.07, specifically addressing non-renewal based on past compliance history of licensees. Councilmember Roe advised that he had no foregone conclusion in mind based on past violations when he selected these three licenses, other than their history and frequency of violations. Councilmember Willmus opined that he had personally separated out Davanni's for individual evaluation based on their past non-compliance history; and their blatant sale of alcohol while their license was suspended. Councilmember. Will- mus opined that that differentiates and changes the picture for him, and thus his request to divide the question, reiterating that liquor licenses were not a right, but a privilege; and that licensees needed to be aware that if they frequently violated the rules, they were likely to lose those privileges. Councilmember Ihlan opined that the City should have a good, strong ordinance governing issuance; however, she further opined that to seek to invoke that now without a proper policy in place was not fair to those attempting to live up to the policy currently on the books, that may not provide clear guidance. Councilmem- ber Ihlan opined that she would prefer further City Council discussion on amend- ment of Code; however, she did not support taking action to deny licenses tonight. City Attorney Anderson clarified, from a legal standpoint, that the Davanni's situation had been previously addressed related to their sales during suspension; and that they had been penalized for that following negotiation and resolution by both parties. Mr. Anderson reminded Councilmembers that revocation, by State Statute, was for five years, prior to their reapplication. City Attorney Anderson advised that, if the City Council so directed, a combina- tion of penalty and/or suspension could be written into ordinance amendments. Councilmember Pust spoke in support of looking at such a provision; in addition to further City Council discussion on whether to allow licensees to opt out of City training. Councilmember Pust spoke in further support of reviewing the current tiered system, and whether the City should mandate that licensees participate in city provided training, to determine whether that was making a difference. Regular City Council Meeting Monday, December 15, 2008 Page 17 Klausing moved, Roe seconded, APPROVAL of the renewal of the previously applied for liquor licenses for the 2009 calendar year, for Fuddruckers Restaurant, 2740 N Snelling Avenue. Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. Klausing moved, Pust seconded, APPROVAL the previously applied for liquor li- cense renewals for the 2009 calendar year, for Green Mill Restaurant, 145 Rose- dale Mall. Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. Klausing moved, Roe seconded, APPROVAL of the previously applied for re- newal of the Liquor Licenses for the 2009 calendar year, for Davanni's Restau- rant, 1905 W Perimeter Drive. Councilmember Roe spoke in support of the motion, noting that he had taken into account further penalty for their violation being imposed. Councilmember Roe spoke in further support of future discussion and review of various policy aspects. Public Comment John Kysylyczyn, 3083 N Victoria Street Mr. Kysylyczyn opined that businesses should be fully aware of standards for re- newal, and applying common sense standards, in addition to the attitude exhibited by Davanni's at multiple public hearings and local management's lack of interest in selling alcohol, but corporate management dictating alcohol sales. Mr. Ky- sylyczyn opined that there was a lack of respect for the law in general from the li- cense holder, and that this was a consideration that the Council should give weight to in renewals, based on gut instinct, not specific written City Code. Applicant, Roxanne Zehrer, General Manager of Davanni's-Roseville Ms. Zehrer opined that, to say Davanni's didn't care was a gross understatement. Ms. Zehrer noted that their establishment sold little beer, and employed many be- tween the ages of 18 and 21 years old. Ms. Zehrer advised that they did the train- ing and submitted the paperwork and were told that this was sufficient; however, she noted that it was unfortunate that there was asix-month period before the first beer sale situation. Ms. Zehrer assured Councilmembers that she had performed a sales analysis of beer sales on an annual basis, and that it was extremely minimal. Ms. Zehrer reiterated that Davanni's took their business, the violation, and their position in the community very seriously. Ms. Zehrer advised that she was a resi- dent o~ the Roseville community, that she had teenage children and was con- cerned for their safety, and noted that they were held at the same level on the Regular City Council Meeting Monday, December 15, 2008 Page 18 playing field as those other license holders making substantially more beer sales on an annual basis. Ms. Zehrer reviewed the actions taken in assuring that such a situation would not recur, noting that they had removed the ability for anyone to sell beer except a manager, by swiping their authorization card. Ms. Zehrer ad- vised that Davanni's was not a place sought out by young people for a beer and pizza. Ms. Zehrer admitted that they had screwed up, and that they were not of- fering any excuses, and apologized that her assistant, in her previous appearance before the City Council, had been nervous and may not have represented Da- vanni's well, and emphasized how serious they took the non compliance. Ms. Zehrer introduced Mr. Stenson, owner of the Davanni's chain, and empha- sized that they took the situation seriously; and offered their willingness to send their Manager to classes offered by the City. Ms. Zehrer advised that Davanni's was concerned for their presence and reputation in the community, and their fu- ture and continued active participation with the community, its schools and churches; and opined that it would be unfortunate for them to be painted in a negative light. Ms. Zehrer noted that the young man who sold the beer in 2005 was a nice kid, and it was his first sale following training, and noted the impacts that his actions had on him and his employment. Mick Stenson, President of Davanni's Mr. Stenson apologized for Davanni's apparent inability to execute selling alco- hol properly, and admitted their failure. Mr. Stenson noted that they'd been in business for over thirty-three (33) years, and noted the changes made to ensure that in the future there were no repeats of past mistakes. Mr. Stenson admitted that they were not proud of this record; but asked that the Council look to the fu- ture; and assured Councilmembers that they had changed their policies and would execute them under the laws of the City of Roseville. Ayes: Ihlan; Roe; and Klausing. Nays: Willmus. Abstentions: Pust. Motion carried. Roll Call Mayor Klausing requested that City Manager Malinen include amendment of the ordinance on the 2009 Council agenda calendar. City Attorney Anderson sought clarification of discussion points. City Attorney Anderson advised that Police Chief Sletner would need to address the proscribed training and their review of training materials, clarifying that the City didn't actu- ally have a training program in place. Councilmembers concurred that a discussion include legal standards; existing case law; how consideration of past violation history fit into rationale for consid- Regular City Council Meeting Monday, December 15, 2008 Page 19 eration of non-renewal of licenses to clearly provide that information to licensees; past practices from other cities; mandatory versus optional training and training criteria; consultation with establishments and their rationale for participation or lack of participation in that training, and whether further monetary incentives are indicated; whether to eliminate the permission element of training or mandate training, and why the optional provision was originally included; best standards for training; and revisiting the differential in penalties for non-participants; revo- cation for five years versus other types of penalties; state maximum references and whether there are any steps in between; and a preliminary review by the City Council before legal counsel gets involved. Mayor Klausing advised Councilmembers to provide City Manager Malinen with other thoughts for discussion purposes. d. Consider Approving City of Roseville and Cent Ventures II (in cooperation with Joel McCarty property owner, Old Dominion Freight Line) of the Vaca- tion and Re-granting Agreement and Final Plat for 2750 Cleveland Avenue (PF08-039) City Planner Thomas Paschke briefly reviewed the request for Council action as detailed in the staff report dated December 15, 2008, creating a lot for the Metro- politan Transit Park and Ride Facility at 2750 Cleveland Avenue. Mr. Paschke advised that staff recommended approval of both requested actions as presented. At the request of Mayor Klausing, City Attorney Anderson provided a more de- tailed explanation for the public of the perceived cloud on the title, and concern of Cent Ventures for the validity of the Quit Claim Deed granted to the City in 1960, rather than a public right-of--way easement. Mr. Anderson advised that their ac- tion to approve the vacation and re-granting agreement was a temporary action to facilitate closing on the purchase and proceeding with the project, all related to a ten foot (10') strip of roadway along the outside corners of the subject property. Discussion included the City's property rights and retention of those rights. Councilmember Pust sought clarification of why, when the City held a Quit Claim Deed, they were being requested to expend staff time and City expense to facili- tate property negotiations between two private property owners. Jim Bahls, Legal Counsel for Old Dominion Freight Lines Mr. Bahls reviewed the parcel's history, from Old Dominion's perspective and impacts affecting the rights of parties to the transaction, advising that there were some aspects of the transaction that he was not at liberty to discuss at this time. Councilmember Pust further expounded on her lack of support in pursuing these legal machinations to facilitate the financial interests at stake between Cent Ven- Regular City Council Meeting Monday, December 15, 2008 Page 20 tares and Old Dominion, when they were not beneficial to the City, not the City's taxpayers who were paying for staff time for this private transaction. Mr. Bahls opined that if the vacation and re-granting agreement were not ap- proved, they would consider that the City did not own that ten foot (10') strip. Further discussion included utilization of the ten foot (10') strip of land as part of the Iona Lane construction and right-of--way in the near future; timing for access and recording purposes; the need to move as expeditiously as possible; Metro Transit's institution of condemnation proceedings to proceed with the Park and Ride facility; and clarification by staff that the condemnation was specific to Lot 1, Block 1, not the ten foot (10') strip of land. Councilmember Pust reiterated her concern in City staff being used to work on a private project that didn't benefit the City, when the developers should have nego- tiated the situation on their own. Mr. Bahls advised that one of the frustrations of both City staff and his office was in dealing with the County surveyor and what they would accept, and their at- tempts to work around that hurdle, necessitating putting together this short-term agreement. Klausing moved, Ihlan seconded, approval of the VACATION and RE- GRANTING AGREEMENT between the property owner (Old Dominion) and the City of Roseville; subject to the condition in Section 6 of the project report dated December 15, 2008. Roll Call Ayes: Ihlan; Willmus; Roe; and Klausing. Nays: Past. Motion carried. Klausing moved, Ihlan seconded, approval of the FINAL PLAT for Cent Ven- tures II and the property at 2750 Cleveland Avenue; based on the comments and conditions of Section 6 of the project report dated December 15, 2008. Roll Call Ayes: Ihlan; Willmus; Roe; and Klausing. Nays: Past. Motion carried. e. Final Development Planned Unit Development (PUD) for Metro Transit to develop a Park and Ride at 2750 Cleveland Avenue (PF08-023) City Planner Thomas Paschke briefly reviewed the request dated December 15, 2008, noting review by the Design Review Committee of City staff, and their de- Regular City Council Meeting Monday, December 15, 2008 Page 21 termination that the Final PUD was consistent with Concept approval, and subse- quent recommendation for approval. Roe moved, Ihlan seconded, approval of the FINAL DEVELOPMENT PLANNED UNIT DEVELOPMENT (PUD) for the four-story, 460 vehicle stall Metro Transit Park and Ride Facility. Councilmember Pust sought clarification from staff if the PUD Agreement ad- dressed bike storage amenities. Mr. Paschke advised that there was nothing specific, but that such a provision could be included, and addressed by staff during their review process. Mayor Klausing opined that Metropolitan Transit, as part of their multi-modal transportation system, should be cognizant of the need for including such ameni- ties. Councilmember Pust urged staff to follow through on this provision, without for- mal amendment to the PUD Agreement. Mr. Paschke advised that staff would do so. Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. Roe moved, Pust seconded, approval of the PLANNED UNIT DEVELOPMENT (PUD) AGREEMENT stipulating all terms and conditions under which develop- ment shall occur - Attachment E in staff report. Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. 13. Business Items - Presentations/Discussions a. Presentation of Energy Action Plan Public Works Director Duane Schwartz provided a brief overview of a committee of staff, under the directive of City Manager Malinen in August of 2008, in re- sponse to high energy prices and a review of Roseville's current energy usage and ways to reduce energy consumption and emissions of carbon dioxide city-wide. Mr. Schwartz advised that the staff committee, named REACT (Roseville Energy Action and Conservation Team) met five times over four months; after which they put together a draft, as presented, of their main ideas and recommendations. Mr. Regular City Council Meeting Monday, December 15, 2008 Page 22 Schwartz anticipated an ongoing role for the committee to continually update and further accentuate the various components of the report. Councilmember Roe noted one other aspect of environmental stewardship to in- clude would be emission reductions. Councilmember Pust commended the author of the report, identified by Mr. Schwartz as Gretchen Carlson of staff with editing by the committee, for the read- ability, organization and formatting of the report. Mr. Schwartz advised that the format was chosen as it worked into the Action Plan prepared for ICLEA, and that this report will become a part of that action plan for sustainability; noting that this addressed the energy piece of that plan. Mayor Klausing asked that City Manager Malinen and Public Works Director Schwartz pass on his personal kudos, as well as those of the City Council, .for staff taking leadership on this. Klausing moved, Pust seconded, acceptance of the draft Energy Action Plan de- veloped by the Roseville Energy Action & Conservation Team (REACT) staff committee, and as presented. Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. b. Adopt Fina12009 City Tax Levy and Budget Finance Director Chris Miller highlighted the Request for Council Action dated December 15, 2008; and updated Councilmembers on staff recommendations fol- lowing City Council dialogue and action at their November meeting; and public comment at the December 1, 2008 Truth-in-Taxation hearing. Mr. Miller noted that four separate actions, in accordance with State Statute, would be required of the City Council at tonight's final meeting of the year; with three related to the City Tax Levy and Budget; and one related to the Housing and Redevelopment Authority (HRA) budget, in their role as a separate legal entity. Mr. Miller reviewed staff's revised recommendations to rework the budget to identify additional cost-savings to further reduce the proposed levy, as reflected in the staff report addressing potential impacts to taxpayers over the next year, and in light of the current economic situation. Mr. Miller reviewed additional infor- mation since the Preliminary Levy was adopted on September 15, 2008. Staff identified specific additional reductions to satisfy, if not exceed, the City Coun- cil's directive without severely impacting core services. Councilmember Ihlan, for the public record, noted various a-mails between staff and individual Councilmembers throughout the day, as additional reductions and Regular City Council Meeting Monday, December 15, 2008 Page 23 implications were considered; and City Manager Malinen provided, as a bench handout, one additional memorandum from Parks and Recreation Director Lonnie Brokke to Councilmembers. Councilmember Willmus clarified that the HRA had further reduced their levy re- quest for 2009 by another $50,000; with staff confirming that action. Councilmember Ihlan, while recognizing staff's significant strides in further re- ducing the levy increase, and their. responses to her additional questions and in- formation requests; opined that the City Council was potentially within striking distance of a zero levy increase, further opining that Councilmembers should strive to reach that goal. Councilmember Ihlan noted comments from residents at past meetings, and the need for the City to be sensitive to taxpayers under the. cur- rent economic situation. Councilmember Ihlan suggested that Councilmembers concentrate on deferring and reducing the proposed equipment and vehicle re- placement allotment of $340,000 for 2009 as a significant portion of bringing the levy down further. Discussion ensued among Councilmembers and staff regarding specific vehicles and equipment; department priorities; age of the City's rolling stock; impacts of past deferrals; adherence to the City's budgetary policies for funding capital ex- penditures; and "catch up" provisions from past deferment practices. Mayor Klausing sought input from City Manager Malinen on how staff had calcu- lated their recommended reductions; why the vehicle and equipment fund had not been a specific item recommended by the City Manager; and impacts to depart- ments and future years' capital expenditures by reducing the 2009 set aside. City Manager Malinen responded that the replacement funds for equipment and rolling stock had been tight over the past few years; and one of the City Council's goals last year was to improve funding. City Manager Malinen noted that all of the funds for capital expenditures were not tax-supported; and in the City Coun- cil's attempt to eliminate acquisition, there was not always a dollar for dollar im- pact on the tax levy. Mr. Miller concurred with City .Manager Malinen's .observations; noting that monies from annual budgets were deposited in vehicle and equipment replace- ment funds so replacement of major items did not impact a single annual budget and levy. Further discussion included depreciation charges; systematic funding over a pe- riod of years for major capital expenditures; annual differentials based on equip- ment needs; and deferring vehicle replacement for 2009 by not funding their re- placements for one year. Regular City Council Meeting Monday, December 15, 2008 Page 24 Councilmember Roe clarified that, by deferring purchases of capital items in 2009, the City Council would not be cutting the levy by that much, unless decid- ing to not set aside $340,000 for this and future years, similar to an automatic sav- ings program. Councilmember Ihlan opined that she was suggesting both: to not add the $340,000 for capital replacement this year, and not replacing vehicles this year, attempting to slow down the roll-out schedule. City Manager Malinen recognized the goal of Councilmember Ihlan; however, noted that the City Council had just last year begun to stabilize those very funds by increasing annual deposits to be able to replace equipment and replenish the revolving fund. City Manager Malinen noted that, when including the arena debt reflected in the staff-proposed levy, City operations would actually only be in- creasing by one percent (1%) if not less; while meeting the City Council's own budgetary policy for funding capital expenditures. Mayor Klausing cautioned Councilmembers of the ramifications of deferring ve- hicle replacement for one year, compounding expenses the following year; and questioned how prudent deferral was as a long-term strategy. Mayor Klausing questioned what the "magic" was in achieving a zero percent levy increase versus a one percent (1%) levy increase, while risking the long-term health of the com- munity, particularly the City's core services. Mayor Klausing opined that this did not serve as a responsible way to address the budget and levy. Councilmember Ihlan advised that she was asking the City Council to support a zero levy increase for 2009; opined that, given the current economic situation, the City Council needed to rethink their plans and attempt to save taxpayers a little money in tough times. Ihlan moved, Pust seconded, reducing the 2009 levy by $340,000 and removing that designation in the Equipment Replacement Fund and the Vehicle Replace- ment Fund from the 2009 Budget. Further discussion included impacts of not funding that $340,000 in addition to not buying some or all of the seven items listed for 2009 replacement. City Manager Malinen noted that staff was continuing to review business prac- tices, thus his advocacy for budgeting for outcomes and the process by which structural changes were made, but in a more structured, thoughtful process, rather than attempting to do so at the last City Council meeting of the year, without de- termining overall city-wide and department-specific impacts of those actions. City Manager Malinen advised that, had this been offered to staff as an option Regular City Council Meeting Monday, December 15, 2008 Page 25 prior to tonight's meeting, staff could have been more responsive to potential im- pacts. Councilmember Pust suggested tabling this motion until the City Council had time to consider other options, rather than this motion's success or failure simply due to it being brought up first. Councilmember Ihlan expressed her willingness to defer a vote on the motion un- til further discussion of her other suggestions. Mayor Klausing noted that, from a procedural standpoint, the City Council had previously identified targets for staff, as the City Council didn't feel comfortable going through the budget line by line; and had directed staff to provide the City Council with their expertise and judgment to achieve the City Council's target. Mayor Klausing advised that staff had met that target with their recommendations as detailed in the staff report; and sought clarification on the City Council's ap- parent new goal. Councilmember Ihlan advised that her goal had always been for a zero percent levy increase; thus her proposal and optimism that it could now be achieved, given the additional work provided by staff in reducing their recommended levy. Councilmember Roe advised that he was not considering other areas; and noted that while the City's vehicle replacement funding was in a better position, the building and maintenance replacement fund was much further behind. Council- member Roe advised that, as an example, he would be willing to look at reducing the Fire Department fleet in future proposals; however, noted that he was unwill- ing to not set aside funds for future capital purchases as that served as the kind of strategic area that needed consideration for future impacts. Additional discussion included clarification of proposed actions on future pur- chase and depletion of the reserve funds; variables in expenditures depending on needs, priorities and impacts; rationale in staff development and City Council ap- proval of a ten (10) year capital improvement plan; and advantages in planning budgeting for outcomes processes to identify priorities and impacts in future years. Councilmember Pust noted that, in all fairness for the record, while this budgeting process was not clear-cut, it was partly due to the economy crashing in September following the certification of the Preliminary Levy, rather than any due diligence of staff. Councilmember Pust opined that she was pleased with staff's recom- mendations, and the further reductions; and still supported the geothermal im- provements made; however she recognized events following the economic down- turn, in addition to impacts of levies by Ramsey County and the School District. Regular City Council Meeting Monday, December 15, 2008 Page 26 Councilmember Ihlan advised that her other suggestions for further reductions were all related to personnel, including reducing cost of living adjustments (COLA) for non-union employees; temporary suspension of step increases for non-union employees; phasing of COLA increases over the year; and the need to recognize that the City couldn't afford raises in 2009. Councilmember Ihlan opined that this appeared to be the only other area for reduction if the reduction in equipment and vehicles was not supported by Councilmembers. Councilmember Ihlan further opined, related to the H1ZA Budget, that there should be a zero levy increase for the HRA as well, allowing them to work on their cash reserve carryover of $257,000. Further discussion included the percentage of difference to the average home- owner in a 3.4% versus 0% levy increase and staff's estimate of approximately $.SO per month depending on home valuations, or an estimated savings of roughly $45 annual from the staff-recommended budget as reduced. Councilmember Ihlan opined that such estimates were impossible to determine due to valuation disparities for homeowners. Councilmember Ihlan further opined that the City Council should do their best to not increase the levy; and ap- pealed to her fellow Councilmembers to attempt this not unreasonable effort; opining that it would mean so much to those who were really struggling, and that it was the City Council's responsibility since they were spending other people's money. Mayor Klausing noted that, while the City Council could absolutely achieve a zero percent levy, opined that since they were indeed spending other people's money, the City Council needed to do what was best for the long-term viability and health of the community; opining that the City Council would not be doing their duty for taxpayers to not position them in the long-term to replace ve- hicles and maintain core services. Mayor Klausing opined that he was comfort- able with and suggested moving the resolution ^to adopt the final tax levy as rec- ommended by staff. Councilmember Willmus sought clarification from Mr. Miller regarding impacts of utilizing reserve funds for vehicle and equipment purchases. Councilmember Pust noted the difficulty in how the budgets were presented and individual abilities to clearly understand specific budget reserves. Councilmem- ber Pust opined that the economy was only going to get worse, and the City Council may need to rely on those reserves in 2010, rather than planned replace- ment based on a schedule. Mayor Klausing clarified that the reserves were not contingency funds for unex- pected events, but served as part of the normal budgeting process. Regular City Council Meeting Monday, December 15, 2008 Page 27 Further discussion included the history of depreciation accounts; accelerating funding for depleted funds due to their insufficient funding or excessive depletion in past budget cycles; and seeking another year of income on that set-aside money to cover increased costs of assets. Public Comment John Kysylyczyn, 3083 N Victoria Street Mr. Kysylyczyn took issue with a comment related to creating more union em- ployees by not providing COLA fro non-union employees; and abusiness-owner type question of whether those employees had alternate employment or other op- tions. Mr. Kysylyczyn opined that if those non-union employees were to become unionized, with union dues, they would end up paying more in the long run. Mr. Kysylyczyn questioned if the City actually needed the level of reserves they currently held, or whether they could actually cancel property taxes for atwo-year period and simply use reserve funds. Mr. Kysylyczyn reviewed the amount of taxes he'd actually pay over afifty-year period, with the staff-recommended levy increase; and volunteered to support the proposed tax increase if the City Council promised to repeal it in 2010 rather than building upon it. At the request of Mayor Klausing, City Manager Malinen again reviewed the ra- tionale and advantages in advocating for budgeting for outcomes, and the ability to cost out services and levels of service in order to provide the City Council and community with the ability to choose given available resources and plan better for multi-year budgets, with staff recommending initiation of a biennial budget. At 9:58 p.m., Pust moved, Klausing seconded, suspending the City Council Rules of Procedure and self-imposed 10:00 curfew to extend the meeting to finish discussion of the 2009 Budget. Roll Call Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. Further discussion ensued regarding Councilmember Ihlan's motion; and consid- eration by Councilmember Pust's proposal to not fund the $340,000 for vehi- cle/equipment funds for 2009; individual and future Council review and action on each purchase over $5,000; purchasing adjustments and rationale; and whether to tap into reserves for necessary asset replacement if not sufficient levy funds. Mr. Miller advised Councilmembers that they were setting in motion a tentative spending plan for 2009 by their actions and subsequent appropriations. Mr. Miller noted that staff was charged with forecasting expenses and revenues for Regular City Council Meeting Monday, December 15, 2008 Page 28 eighteen (18) months in advance, recognizing changing needs and priorities, and allowing for movement within approved budgetary funds within reason as those priorities changed. Further discussion included unexpended funds reverting to reserves; quarterly re- ports to the City Council on aggregate funds; and annual reconciliation in March of the past year's budget; and the City's receipt of property tax revenue twice an- nually, while experiencing ongoing operational costs. Public Comment Steve Youngquist Mr. Youngquist advised that he had come to the meeting intending to be upset; however, he opined that he was amazed and very encouraged at what the City Council and staff had accomplished so far, without having to lay off personnel. Mr. Youngquist advised that he had spoken to many of his neighbors, and they were in agreement that the City Council was on the right track. Mr. Youngquist concurred with Councilmember Pust's comment that the economy was going to get worse before it got better; and opined that this may be the City Council's only chance to come in with a zero percent levy. Mr. Youngquist noted his experience with his employer, and their decision as a trucking firm not to. invest in new vehi- cles this year; and encouraged Councilmembers not to shy away from discussing personnel costs; and opined that the City Council was doing a great job. Mayor Klausing thanked Mr. Youngquist for his comments; and noted the excel- lent points he had made; however, noted that the City of Roseville was in a differ- ent business than private industry, and provided core services (i.e., police, fire and parks) whose demand didn't fall with the economy, but more than likely in- creased. Councilmember Ihlan questioned staff on impacts in removing the increased amount of $340,000 in 2009 for equipment and vehicle replacements. Mr. Miller clarified that staff had not recommended an increase at all in 2009; but was recommending maintaining the same level of funding as in 2008, $340,000, in an effort to improve the funding deficits of those funds due to the number of years they'd been underfunded. Mayor Klausing called the question for the previous motion by Councilmember Ihlan: "Ihlan moved, Pust seconded, reducing the 2009 levy by $340,000." Roll Call Ayes: Ihlan; Willmus and Pust. Nays: Roe and Klausing. Motion carried. Regular City Council Meeting Monday, December 15, 2008 Page 29 Councilmember Ihlan proposed looking at further reductions in the HRA levy; by not authorizing a levy this year as an option to achieve a zero percent levy in- crease, rather than impacting personnel, and without having to consider the per- sonnel-related recommendations of the City Manager in staff's December 15, 2008 report. Roe moved, Willmus seconded, reducing the 2009 budget for vehicle and equip- ment purchases by $340,000. Councilmember Roe spoke in support of the motion, opining that if monies were not going to be set aside, spending should be reduced accordingly. Mr. Miller suggested Councilmembers not specifically identifying which vehicle and/or equipment expenditures be reduced, allowing staff to further discuss priori- ties and overall operational impacts. Roll Call ` Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. Klausing moved, Roe seconded, adoption of Resolution No. 10674 entitled, "Resolution Submitting the Final Property Tax Levy on Real Estate to the Ram- sey County Auditor for the Fiscal Year of 2009;" as amended from the previous levy amount of $13,478,860 minus the $340,000 for a new levy amount of $13,138,860. Councilmember Ihlan spoke against the motion, opining that the City Council had not gone as far as they could in reducing the budget and levy for 2009. In regard to the HRA Levy, Councilmember and HRA Council Liaison Pust indi- cated that an additional $142,500 could not be removed from their proposed final budget without further line by line item analysis, and that the HRA didn't have the ability to perform that analysis at this late date. Councilmember Ihlan reiterated her frustration that the City Council didn't have the ability to reduce the HRA levy by whatever amount they so chose; opining that the HRA should be able to operate activities in 2009 with their cash on hand. Councilmember Pust clarified that the City Council did indeed have that right; however, noted the impacts to the HRA for outstanding loans and the Har Mar Apartment project. Councilmember Roe spoke in support of the motion; opining that the Council was able to accomplish a substantial amount with their previous action. Regular City Council Meeting Monday, December 15, 2008 Page 30 Roll Call Ayes: Willmus; Pust; Roe; and Klausing. Nays: Ihlan. Motion carried. Klausing moved, Pust seconded, adoption of Resolution No. 10675 entitled, "Resolution Adopting the Fina12009 Annual Budget for the City of Roseville," as amended, reducing the proposed amount of $37,870,975 by $340,000, for a new budget amount of $37,530,975. Roe moved, Pust seconded, a friendly budget amendment to the original motion, to remove the $40,000 allotted for Information Technology from the 2009 Budget. City Manager Malinen, at this time, provided via bench handout with a public copy, a memorandum from Parks and Recreation Director Lonnie Brokke related to receipt of proposals for Master Park Planning. Roll Call [IT Amendment] Ayes: Ihlan; Willmus; Pust; Roe; and Klausing. Nays: None. Ihlan moved, Pust seconded, a friendly budget amendment to the original motion, to remove the $100,000 allotted for Park Master Planning from the 2009 Budget. Councilmember Pust spoke in opposition to the motion; advising that she could not support spending reserves, but hoped there would be money from set-aside funds to accomplish this vital planning. Councilmember Willmus spoke in opposition to the motion. Councilmember Roe noted that his opinion had previously been recorded for the record. Councilmember Ihlan spoke in support of the motion, opining that she would not support spending reserves for this planning process, when she had originally spoke to its removal from the budget entirely. Roll Call [Park Master Plan Amendment] Ayes: Ihlan. Nays: Willmus; Pust; Roe and Klausing. Motion failed. Regular City Council Meeting Monday, December 15, 2008 Page 31 Mayor Klausing called for a vote on the original motion, as amended, to pass Resolution No. 10675 entitled, "Resolution Adopting the Final 2009 Annual Budget for the City of Roseville," as amended, reducing the proposed amount of $37,870,975 by $380,000, for a new budget amount of $37,490,975. Roll Call [Amended Motion] Ayes: Willmus; Pust; Roe; and Klausing. Nays: Ihlan. Motion carried. Roe moved, Klausing seconded, adoption of Resolution No. 10676 entitled, "Resolution Directing the County Auditor to Adjust the Approved Tax Levy for 2009 Bonded Debt" at $88,744.46. Roll Call Ayes: Willmus; Pust; Roe and Klausing. Nays: Ihlan. Motion carried. c. Adopt Fina12009 HRA Tax Levy Mr. Miller advised that the $308,000 proposed HRA levy in the packet reflects the preliminary amount of $358,000 adopted in September by the HRA, and sub- Sequent HRA action reducing the proposed final levy by $50,000. Staff further recommended reduction of the HRA levy by another $50,000, to $258,000. HRA Chair Bill Majerus and Vice Chair Dean Maschka were present, represent- ing the HRA. Mr. Majerus advised that it was the HRA's intent with their pro- posed budget to better serve the community's single and multi-family housing stock, and he expressed the HRA's commitment and dedication to this goal. Vice Chair Dean Maschka advised that the requested final levy was justified and based on reality. Ihlan moved to not authorize an HRA levy for 2009; implicating that it operate on it's cash carry amount for 2009. Mayor Klausing declared the motion failed for lack of a second. Ihlan moved that the City Council authorize an HRA Levy limited to $100,000 to cover the Har Mar Apartments loan and cash carry forward of approximately $357,000. Mayor Klausing declared the motion failed for lack of a second. Klausing moved, Pust seconded, adoption of Resolution No. 10677 entitled, "A Resolution Submitting the Housing and Redevelopment Authority, in and for the Regular City Council Meeting Monday, December 15, 2008 Page 32 City of Roseville, Special Property Tax Levy on Real Estate to the Ramsey County Auditory for the Fiscal Year of 2009;" amended to be in the amount of $258,000. Roll Call Ayes: Willmus; Pust; Roe and Klausing. Nays: Ihlan. 14. City Manager Future Agenda Review None. 15. Councilmember-Initiated Items for Future Meetings Councilmember Willmus spoke in support of the City Council's pursuit of a biennial budgeting process and budgeting for outcomes that may result in a smoother budgeting process. Councilmember Willmus thanked fellow Councilmembers, citizens and staff for the great experience in serving on the City Council; opining that it had been a great experience. Councilmember Roe encouraged Councilmember Willmus to feel free to contribute to ongoing discussions in the years to come. 16. Adjourn Mayor Klausing wished all a happy holiday season; adjourning the meeting at 10:34 p.m. Regular City Council Meeting Monday, December 15, 2008 Page 33 ATTEST: William alinen, City Manager C ig D. Klausing, Mayor 1 ~ ~., .•.~;. ~F Duane Schwartz From: Duane Schwartz Sent: Monday, December 15, 2008 2:17 PM To: 'Tammy Pust; Chris Miller Cc: Rich Gasaway; Bill Malinen; Carol Sletner; Lonnie Brokke; *RVCouncil Subject: RE: Some Questions re: Levy and Budget Councilmember Pust, The following is the information you requested on the Public Works vehicles: Dump Truck- 1994 model year, depreciated at 10 years and replaced based on condition after fully depreciated. We are holding these trucks 2-3 additional years in the last 5 years beyond the minimum 10 year schedule. We are seeing maintenance costs rise due to the additional wear and tear although haven't had to replace transmissions at 12-15 years yet. Plowing and salt from winter ice control is hard on the dumpboxes despite high level of maintenance (washing) after events. The $145,000 is gross price estimate. We would expect $20-25,000 trade value from the existing unit. Road Grader- 1980 model year, This unit has been held many years beyond the 10 year depreciation schedule. We have been holding based on condition and expected maintenance. Keeping this unit longer will result in major hydraulic expense as the hoses are very checked and cracked and needs new tires (6) at $8000 cost. Would not recommend retaining this unit longer. We are exploring a more multi-purpose unit as a replacement unit which we anticipate allowing us to reduce the fleet by one unit in 2010 (patch truck). The budget is net cost as this older unit is probably worth less than $10,000. Sidewalk machine- This is budgeted in the Prks budget. I will copy Lonnie for a response. Duane Duane Schwartz Public Works Director City of Roseville 2660 Civic Center Drive Roseville, MN. 55113 651-792-7041 -----Original Message----- From: Tammy Pust [mailto:Pust@parkerrosen.com] Sent: Monday, December 15, 2008 11:42 AM To: Chris Miller Cc: Rich Gasaway; Bill Malinen; Carol Sletner; Duane Schwartz Subject: RE: Some Questions re: Levy and Budget The answers to Councilmember Ihlan's questions have raised more questions. I'm copying Dept. heads so that whomever has the information closest at hand can answer rather than having to have Chris get it all from you. I. Vehicle Replacement 1. Police vehicles (Carol) - A. 6 marked squads at $171,775. Is this car only, not the computers, etc.? Do we use the state centralized purchasing contract so we get the best price on these? What kind of schedule are we keeping on these replacements (every 5 years? 6 years?) What is the Minnesota industry average (law enforcement in MN) for this replacement schedule, and who compiles that? B. 2 unmarked vehicles. What vehicles are these? When were they last replaced? Are we using the state contract? 1 2. Fire Vehicles (Rich) A. When did we last buy a fire engine? Which one are we replacing, and why? Where do we plan to store a new engine and what will we do with the one now stored there? Does the $470,000 cost include an offset for the sale/trade-in (can you trade-in fire engines?)of the old one? If so, how much do we expect to get for it? B. Is the Fire Marshall vehicle just a car, or is it one of the Suburban vehicles that we use to respond to medical events? How old is the old one? Is this a "net" figure that includes an offset for whatever we'd get in trade? C. Rescue Boat - Why do we need a new one? Has there ever been any issue with the old one? Is there any mechanical issue with the motor? If so, what would be the cost of replacing that v. the whole boat? 3. Dump truck and road grader (Duane) - Same questions: age of vehicles we're replacing, our replacement schedule, and whether these are gross (new cost only) or net (new cost minus trade/resale value) prices. II. Equipment Replacement 1. Sidewalk maintenance machine (Duane) - Is this the mega snowblower deal that you drive down a sidewalk? Are we adding one or replacing one? How will we do this job if we don't buy this? 2. Fire turnout gear (Rich). Are we replacing x~ of the gear every year? If so, what is the percentage? If we were to replace 100 of the turnout gear this year, what would that cost? Can you give me the values and percentages of the total that we've replaced each of the last 5 years? 3. Joint Fiber Network (Chris) - not sure who knows this - but what it is? What project is this associated with? Thanks all. tlp -----Original Message----- From: Chris Miller [mailto:chris.miller@ci.roseville.mn.us] Sent: Monday, December 15, 2008 9:57 AM To: *RVCouncil Subject: FW: Some Questions re: Levy and Budget Dear Council, Councilmember Ihlan has requested some additional information in preparation for tonight's meeting (see email below). In response, Staff has compiled the following information: ------------------------------------------------------------------------ * If the City withheld a cost-of-living increase for non-union employees, it would save approximately $126,000 in tax levy dollars. However, this creates inequities among employee groups that are unsustainable * If the City withheld step increases for non-union employees, it would save approximately $75,000 in tax levy dollars. This measure would also create inequities among employee groups. * The budget for training dollars was frozen at the 2008 level. Out-of-town training that requires lodging amounts to approximately 2 $5,000 in tax levy dollars. * A list of scheduled vehicle replacements in the tax-supported funds is as follows: Marked Squads (6) $171,775 Unmarked vehicles (2) $45,320 Fire engine $470,000 Fire Marshall vehicle $25,000 Fire Rescue Boat $21,000 Dump truck with plow $145,000 Road grader $150,000 All of these items will require subsequent approval by the Council * Equipment Replacement includes: $120,000 for a sidewalk maintenance machine $40,000 Fire turnout gear $100,000 for joint fiber network build out All of these items will require subsequent approval by the Council. * Regarding the HRA Levy, the Council has the authority to set the levy, however the HRA establishes the programs in which the levy is used for. A copy of the 2009 Proposed HRA Budget is attached. * The 'miscellaneous' category typically includes smaller purchases that in of themselves do not constitute a significant expenditure. The budget for this category is typically set based on prior year expenditures. Because the City is forecasting budget impacts 18 months into the future, there are instances where its prudent to set aside monies for contingencies. However, the Proposed 2009 Budget as modified has little, if any, contingency money. * The $74,020 identified includes: $21,500 in reduced admin budget expenses for an intern position, general employee training, and tuition reimbursement. $4,100 in smaller reductions in the Fire and Parks & Recreation areas $18,420 in Police professional services and contract maintenance related to the records management software and radio support. $30,000 in Public Works delayed filling of positions and reduced professional services for non-developer paid traffic analyses. ------------------------------------------------------------------------ ------------------------ Thanks. Christopher K. Miller Finance Director City of Roseville, MN 55113 651-792-7031 -----Original Message----- From: Amy Ihlan [mailto:amyihlan@comcast.net] Sent: Sunday, December 14, 2008 9:02 PM To: Chris Miller; Bill Malinen Subject: Some Questions re: Levy and Budget Dear Bill and Chris, Could we please get the following information for tomorrow night's meeting? I was not able to find this in either this packet or previous 3 council packets. 1. How much would be saved from the budget/levy increase if the city did not provide a cost of living adjustment for non-union employees in 2009? 2. How much would be saved from the budget/levy increase if the city temporarily suspended step increases and/or performance-based pay increases for 2009 (again, applicable only to those employees who are not entitled to wage increases under union contracts)? 3. Has the budget for training (or budget for training involving overnight travel) been reduced or limited as suggested at previous meetings? If so, by how much? 4. The Budget Expenditure Summary Chris provided to the council at the end of the summer indicates a 64.27$ increase in the vehicle replacement budget. Could you please provide a list of all vehicle replacements (and the amounts for each) included in the proposed budget? 5. The Budget Expenditure Summary also indicates a 584.21 increase in the equipment replacement budget. Could you please provide a list of all equipment replacements (and the amounts for each) included in the proposed budget? 6. Could you please provide an itemized budget for the proposed HRA levy? 7. Reviewing the department budgets - many departments have a budget category called "miscellaneous", but which often involves a significant expenditure. Does the miscellaneous category represent contingency funding? or areas for possible savings? 8. Could you please provide a description of the proposed budget savings included in $74,020 in "various departmental reductions"? Thanks very much, Amy On Dec 12, 2008, at 7:56 AM, Chris Miller wrote: Dear Council, As reported in a number of major media outlets, the State of Minnesota is contemplating withholding some general-purpose state-aid from cities and counties as a means of offsetting its own budget deficit(s). This includes both LGA (Local Government Aid) and MVHC (Market Value Homestead Credit). Please be aware that the City of Roseville does NOT receive any monies under the State's LGA program. However, we do receive $400,000 annually in MVHC. The MVHC is a mechanism designed to provide property tax relief to some homesteaded property owners. Compared to other state-aid programs, it is unique in how the aid is distributed. The attached file provides an overview of the MVHC program and how it works from our perspective. Bottom line if the City wanted to mitigate any potential reduction in MVHC aid, we must OVER-levy for its needs. As an example, if we wanted to ensure that we receive $13.5 million in tax levy dollars, we must levy $13.9 million. The State would then reduce our levy by the $400,000 MVHC and we would receive a net of $13.5 million. If you have any questions on how this program works or how it impacts the City's Budget, please don't hesitate to contact me. 4 Thanks. Christopher K. Miller Finance Director City of Roseville, MN 55113 651-792-7031 <MVHC_Overview.pdf> / ~. ~ l :a ~ +~~ ~'~ Lonnie Brokke To: Duane Schwartz; Tammy Pust; Chris Miller Cc: Rich 6asawny; Bill Malinen; Carol Sletner; *RVCouncil Subject: RE: Some Questions re: Levy and Budget Tammy, The answers to your questions on the sidewalk machine are as follow: 1) Is this the mega snowblower deal that you drive down a sidewalk? YES. 2) Are we adding one or replacing one? WE ARE REPLACING A 1999 MODEL THAT IS DEPRECIATED OUT AND IS IN A RUSTED AND AGING CONDITION WITH 12,194 SIDEWALK MILES. THE MACHINE PRIMARILY SWEEPS AND PLOWS SNOW FROM THE OFF ROAD PATHWAYS/SIDEWALKS AND IS SUBJECT TO RUST/CORROSION DESPITE BEING WELL MAINTAINED. IT IS A MACHINE THAT IS HAS BEGUN TO HAVE MECHANICAL ISSUES MORE REGULARLY AS IT AGES. 3) How will we do this job if we don't buy this? WE HAVE ONE OTHER SIDEWALK MACHINE FOR MORE THAN 50 MILES OF PATHWAYS TO PLOW. AS IT IS, IT BECOMES A CHALLENGE TO KEEP BOTH MACHINES OPERATING, ESPECIALLY DURING HEAVY SNOWS. IF WE DON'T BUY THIS MACHINE WE COULD EITHER LOOK AT RENTING (WE HAVE RESEARCHED THIS IN THE PAST AND IT APPEARED COST PROHIBITIVE) AND/OR IT WOULD TAKE TWICE THE TIME OR MORE (IF MECHANICAL ISSUES OCCUR) TO REMOVE THE SNOW FROM THE PATHWAY SYSTEM. Thanks for the question, I hope that this answers your questions and please let me know if I can clarify anything. Lonnie Lonnie Brokke CPRP Director of Parks and Recreation 2660 Civic Center Drive Roseville MN 55113 Visit our web site at:http://www.ci.roseville.mn.us/parks/ 651-792-7101, Fax- 651-792-7100 Roseville Parks and Recreation "Your Best Investment" Confidentiality Statement: The documents accompanying this transmission contain confidential information that is legally privileged. This information is intended only for the use of the individuals or entities listed above. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, or action taken in reliance on the contents of these documents is strictly Margaret Driscoll From: Tammy Pust [Pust@parkerrosen.com] Sent: Monday, December 15, 2008 3:16 PM To: Rich Gasaway; Chris Miller; *RVCouncil Cc: Bill Malinen; Carol Sletner; Duane Schwartz Subject: RE: Some Questions re: Levy and Budget Thanks Rich. tlp -----Original Message----- From: Rich Gasaway [mailto:rich.gasawayQci.roseville.mn.us] Sent: Monday, December 15, 2008 2:57 PM To: Tammy Pust; Chris Miller; *RVCouncil Cc: Bill Malinen; Carol Sletner; Duane Schwartz Subject: RE: Some Questions re: Levy and Budget RE: Fire Department Questions Fire Vehicles Question: When did we last buy a fire engine? Answer: Engine 31, purchased in 2003. Question: Which one are we replacing, and why? Answer: The new engine would become the engine used by the staff crew (Engine 31). The existing Engine 31 which has received significant wear as the staff engine over the past 5 years will become a reserve engine. The current reserve engine, the oldest in the fleet (1987) will be retired. Question: where do we plan to store a new engine and what will we do with the one now stored there? Answer: The new engine would go to Station 3. The engine it replaces would go to Station 1. The engine that vehicle replaces will be sold. Stated another way, the new engine is not an ADDITION to the fleet. It is a REPLACEMENT. Question: Does the $470,000 cost include an offset for the sale/trade-in (can you trade-in fire engines?)of the old one? If so, how much do we expect to get for it? Answer: The expected trade-in value for the 1987 engine will be in the $2,500-$5,000 range, IF there is a buyer. We did not fact that into the cost because we do not know what revenue it would bring, if any. Question: Is the Fire Marshall vehicle just a car, or is it one of the Suburban vehicles that we use to respond to medical events? Answer: The Fire Marshal vehicle is a cargo van. The replacement vehicle will likely be another van on state bid. Question: How old is the old one? Answer: The Fire Marshal vehicle is a 1997. Question: Is this a "net" figure that includes an offset for whatever we'd get in trade? Answer: We do not anticipate this vehicle to have a trade-in value sufficient to off-set the cost of its replacement. Question: Rescue Boat - Why do we need a new one? Has there ever been any issue with the old one? Is there any mechanical issue with the motor? If so, what would be the cost of replacing that v. the whole 1 boat? Answer: There have been issues with the rescue boat, mostly that it is too small to use for a rescue. We found this out at the I-35W bridge collapse incident. However, we are rescinding our request to replace the boat as there are other budget issues of greater need. Question: Fire turnout gear. Are we replacing x~ of the gear every year? Answer: We replace approximately 33~ of the gear every year for a rolling 3 year period. Then we take two years off from the regular replacement schedule and the process starts over again in year 6. The replacement of gear follows NFPA guidelines for firefighter safety. We do purchase a few sets on the off-years to replace gear that gets damaged. Also, sometimes we hire a new firefighter and we don't have gear to fit them and we have to buy a new set. There are specific safety guidelines we follow about how a firefighter's gear must fit. You know from wearing it that if it did not fit properly, it would hinger job performance (and safety). Question: If we were to replace 100 of the turnout gear this year, what would that cost? Answer: We do not need to do that, but the answer would be $129,600 at today's cost. Question: Can you give me the values and percentages of the total that we've replaced each of the last 5 years? Answer: The number of sets is approxiate because a "set" of turnout gear has 6 components (helmet, hood, coat, pants, gloves, and boots) and we don't replace all the components on the same schedule. In other words... Not everything wears at at the same pace. 2009: 33~ - $40,000 (22 sets) 2008: 33~ - $40,000 (23 sets) 2007: 33~ - $40,000 (23 sets) 2006: 5~ - $ 8,000 ( 4 sets) Off-year 2005: 5~ - $ 8,000 ( 4 sets) Off-year 2004: 33~ - $40,000 (24 sets) Dr. Richard B. Gasaway Fire Chief Roseville Fire-Rescue-EMS 2660 Civic Center Drive Roseville, MN 55113 651-792-7304 (office) 651-792-7300 (fax) E-MAIL: rich.gasaway@ci.roseville.mn.us WEB SITE: http://www.ci.roseville.mn.us/fire/ We cannot become what we are capable of by remaining what we are. 2 Margaret Driscoll From: Chris Miller Sent: Monday, December 15, 2008 8:57 AM To: '`RVCouncil Subject: FW: comments on budget info in packet Attachments: SKMBT_C25308121509440. pdf SKMBT 025308121 509440.pdf (61 ... Dear Council, Councilmember Roe has requested some additional budget information in preparation for tonight's meeting (see email below). The attached file contains a comparison of the various budget scenarios. With the proposed reductions in the levy, the City's tax rate for 2009 is estimated to be 25.5$. In 2008, the .rate was 23.48. A zero levy increase would necessitate the cutting of an additional $582,500 in spending above and beyond what has already been eliminated. For comparison purposes, this is the equivalent of 10 full-time employees. Staff will be prepared to speak to this further at tonight's meeting. Christopher K. Miller Finance Director City of Roseville, MN 55113 651-792-7031 -----Original Message----- From: Bill Malinen Sent: Friday, December 12, 2008 8:18 AM To: Chris Miller Subject: FW: comments on budget info in packet -----Original Message----- From: Dan Roe [mailto:dan.roe@comcast.net] Sent: Thursday, December 11, 2008 10:02 PM To: Bill Malinen Subject: comments on budget info in packet Bill, Can you have a table like the one in the resolution, attachment B, that has columns listing the same figures for the approved 2008 budget, as well as for the preliminary, not to exceed, 2009 budget we passed in September? Also, what is the new tax rate that would result from your proposed changes to the levy? Finally, be prepared for inquiries about the target of a $0 increase in the levy over 2008, as 2 think that was the #3 option that we had asked you to consider. Of course, that would mean cutting spending in other areas by the $355,000 that we added in debt funding for the skating center. 1 If responses to my first 2 requests (at least) could be emailed to the council ahead of the meeting, I am sure that we would appreciate it. Thanks, Dan Roe Roseville City Councilmember Phone 651-487-9654 Email dan.roeQcomcast.net 2 2009 Budget Comparison General, Recreation, Park Maintenance * i $ 15,275,995 i $ 1x,803,195 $ l 5,803, 195 ~~ , $ (317,020) Park Improvements * 215,000 21.5,000 215,000 - Vehicle Re lacement * 625,855 1,028,095 1,028,095 - Pathway Maintenance * 140,000 140,000 140,000 - Boulevard Landscaping * 60,000 60,000 60,000 - Debt Service * 1,335,000 1,335,000 1,690,000 355;000 Community Develo ment 1,302,245 1,317,055 1,317,055 - Equipmei,t Re lacement 38,000 260,000 260,000 - Special Purpose 2,497,525 2,723,855 2,723,855 - Street Improvements 1,500,000 1,800,000 1,800,000 - Tax Increment 900,000 900,000 900.000 - Sanitary Sewer Utilit 3,909,450 4,085,000 4,085,000 - Water Utility 5,173,800 5,624,950 5,624,950 - Stormwater Utilit ~ 1,326,675 1,457,575 I,457,575 - Solid. Waste Rec clin 384,750 357,550 357,550 - GolfCourse 410,100 404,200 404,200 - Cemetery, Trust Funds 4,500 4,500 4,500 - TruS~t Funds 50,000 - - _ Buildin Re lacement 725,000 - - _ Total $ 35,873,895 ~ 37,832,995 $ 37,870,975 $ 37,980 ~ n ~ ~ ~~ ~ ~ ~ ~,~-~~ ,, 1 a~15 ~b$ 1~~,~ Parks and Recreation Department ~~, 0 1po . o ~~.oi~ re~a1~ :`:~ ~. ~~~~ o °~o o.o a.e~.axan wpvtmsm .~ ~~ .`~ PRA ~. •14•~d-~____~~*4 t To: Mayor, City Council Members and City Manager William Malinen From: Lonnie Brokke, Director of Parks and Recreation Date: December 15, 2008 Re: Master Plan Price Ranges At the November 17, 2008 City Council meeting authorization was given to issue a Request for Proposals (RFP) to update the Parks and Recreation System Master Plan. Based upon pre RFP meetings, the cost of the project was estimated to be $150,000. You asked that actual proposal numbers be provided to you at your December 15tH, 2008 meeting. On November 19t", 2008 the RFP's were issued to (13) known qualified firms. The proposals were due on December 12, 2008 and (9) proposals were received. Interviews have not been conducted and the proposals have not been reviewed in great detail.. Some proposals did provide a clearer "not to exceed" amount than others. The majority of the proposals were in the price range of $125,000 - $150,000, however there were (3) outside that range with (2) being lower and (1) being higher. All proposals were subject to some interpretation and will be sorted out during the evaluation, interview and pre-award process. A lot of analysis still needs to be completed; the next steps in the process will be to: • Interview all or some firms to discuss their proposals, costs and approaches in detail. • Solicit advice and input from the Parks and Recreation Commission. • Bring back to the City Council for consideration. Thank you and if you have any questions, please contact me.