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HomeMy WebLinkAbout01-10-11 WSMinutes Lakeville City Council Work Session Monday, January 10, 2011 In attendance: Mayor Mark Bellows Council Member Laurie Rieb Council Member Kerrin Swecker Council Member Matt Little Council Member Colleen LaBeau Staff: Steve Mielke, City Administrator Dennis Feller, Finance Director Sue Palm, Communications Manager Judi Hawkins, Deputy City Clerk The meeting was called to order at 6:00 p.m. by Mayor Bellows. ITEM #1 — Advisory Board and Commission Appointments Several reappointments to advisory committees and commissions were made by the City Council at their December 20, 2010 meeting. The Council also directed staff to solicit applications from residents to fill various additional open positions on the committees. This was done through the Messages page in Thisweek newspaper and through the City's website. Staff explained that although the Dakota County Tribune is the City's legal newspaper, Thisweek is used since it has the largest distribution base. 1.a. Telecommunications Commission review City Administrator Steve Mielke stated that reappointments were made to all the advisory committees with the exception of the Telecommunications Commission. City of Lakeville Communications Manager Sue Palm, liaison to the Commission, was present to provide background information and possible options for the future. She stated that in the past several years there has not been a great interest in applying for open positions. The board's main duties are to settle unresolved complaints from residents and to mediate right of way disputes. Ms. Palm stated that many other cities have disbanded their Cable and Telecommunications boards. The City's legal counsel has suggested several options from which the Council might choose. • Appoint up to eight commission members to meet as needed to address service complaints and right -of -way issues. • Disband the commission and allow staff and legal counsel to deal with franchise and complaint issues. City Council Work Session Minutes January 10, 2011 page -2- Disband the current commission and appoint a team to prepare for franchise renewal in 2013. This team could possibly consist of a City Council member, a staff member, and a current Telecommunications Commission member. Mr. Mielke stated that staff would be comfortable with this option. Council members suggested that the commission be reinstated as a task force and given the responsibility of looking for broadband options and additional fiber to serve businesses and residents in the community. A member of the Telecommunications Commission had contacted Council Member LaBeau and expressed frustration with the inactivity of the board and the cancellation of meetings. Sue Palm explained that meetings were cancelled at times when there were no current items or recommendations to be brought forward to the Council. The board meets occasionally to stay current on what other cities are doing and on industry developments. Steve Mielke and Sue Palm had met with the board about a year ago to discuss their role. Council Member Little asked if it would be possible to leave the board in its current state and also have a task force to pursue more technology for the city. He feels it is very important to have a group of people in the organization who are knowledgeable on this topic and whose expertise could be used on a task force. Council Member Swecker felt a franchise negotiation task force would be very valuable. Council Member LaBeau asked if future franchise fees are secure. Steve Mielke stated that as technology continues to evolve into broadband and fiber, the cable industry might not be as viable and federal laws regarding franchise fee laws could change. The revenues are not incorporated into the City's operating expenses, so if the funds are unavailable the City's core services will not be at risk. One of the Telecommunications Commission's duties has been to monitor changes to Federal legislation. Council Member Rieb suggested that a telecommunications task force be formed with current commission members in order to utilize their experience. It was suggested that the EDC and the Telecommunications Commission be invited to a work session to discuss how they might work together to attract businesses to the community and best serve the residents. 1.b. Appointment process and schedule. Steve Mielke reviewed openings on the remaining advisory committees. Deadline for applications is January 14` Council members would like to conduct interviews on January 24` before or after the work session. The items that are currently on the work session agenda are estimated to take one to one - and -a -half hours. Council members expressed their desire to conduct all of the interviews in one session. Following the application deadline staff will estimate how much time will be needed and determine an appropriate start time. Council will be informed at their January 18' Council meeting. City Council Work Session Minutes January 10, 2011 page -3- ITEM #2 — Council Committees and Inter - agency Appointments There were two changes to the list of committees: removal of the MVTA and the addition of HiPP. Staff provided an overview of transit and bus service along both 35W and Cedar Ave. Council members expressed their requests to serve on specific committees. Discussions centered on membership organizations: the League of Minnesota Cities, Metro Cities (AMM), and Municipal Legislative Committee (MLC). Mayor Bellows suggested that the City could save $23,000 by dropping out of both Metro Cities and MLC and pointed to the City's strong political ties in the House and Senate. Mr. Mielke described how each organization benefits the City and fills a distinctive need. LMC is crucial due to the insurance and resources it provides; MLC is the most effective lobbying group for Lakeville and represents the interests of a significant number of metro cities, jobs and housing; and Metro Cities helps to monitor the Met Council and lobbies for cities' interests regarding Met Council issues. Met Council housing policies are subject to change under the Dayton administration and Mr. Mielke feels it is important to continue to have a source for input. Council Member Little asked if there was a consensus that the LMC is needed for the insurance it provides. Council Member LaBeau feels that bids should be solicited from several insurance companies for price comparisons. Dennis Feller stated that the risk is very high if the insurance is not written to meet the City's needs. LaBeau proposed it be looked at this year for 2012. In the audience was Michael Jentzsch, a local insurance agent, who commented that the LMC is really the best source of insurance for the City. Council Member Little stated that he has previously proposed dropping the City of Lakeville's membership in the MLC; however, he feels there is not sufficient information to make this decision. Council Member Swecker suggested that Matt Little serve as the MLC liaison in order to gain experience and awareness regarding the benefits of the organization to the City. After discussion Council members reached a consensus on Council Committees and Inter- agency appointments. The Council will discontinue the City's membership in Metro Cities /AMM. A resolution will be prepared for consideration at the January 18, 2011 meeting reflecting the Council's inter - agency appointments. It was further recommended that a resolution be forwarded to Governor Dayton supporting the reappointment of Wendy Wulff as the Metropolitan Council District 16 Representative. ITEM #3 — Discussion of Housing and Redevelopment Authority (HRA) officers. Mr. Mielke explained that the primary duties of the HRA revolve around Tax Increment Financing (TIF). The HRA also has levy authority, but has never used that capability. The annual meeting of the HRA will follow the regular Council meeting on January 18, 2011 and will include election of officers for 2011. Mayor Bellows suggested that officers be elected on the basis of City Council seniority: City Council Work Session Minutes January 10, 2011 page -4- Chair Council Member Rieb Vice Chair Council Member Swecker Secretary Council Member Little ITEM #4 — Organizational logistics. 4.a. Work Session Location Mayor Bellows has expressed an interest in opening up communication opportunities at the Council meetings. Council Member LaBeau feels that it is difficult for the audience to hear the council members during work sessions in the Marion Conference Room. Mr. Mielke stated that other options for work sessions might be the Council Chambers or the Water Treatment Facility meeting room. He feels the Council Chambers is not conducive for conversation and the WTF lacks the ability for staff to access any added information which is not in the packets. Other Council members felt the conference table in the Marion Conference Room provided a setting that promotes face to face discussions. 4.b. Meeting format Mayor Bellows wishes to do away with time limits for citizen comments at regular Council meetings and give audience members the opportunity to speak at work sessions. He would like "Citizen Comments" to follow the Pledge of Allegiance on the agenda. Mr. Mielke asked Council members if they would make themselves available at 6:30 p.m. on January 18` for a briefing with the police regarding security /safety measures. ITEMS #5 and 6 — Review and discussion of 2011 budget goals Mayor Bellows suggestions included: • Improve the City's relationships with the builders and developers. He has heard from some of them that the City of Lakeville has a reputation for negative PR and for being difficult to work with. • Look into some restructuring of City Hall departments. • Research other cities' fee schedules. • Set up a financial advisory task force made up of EDC members to work on the PR piece of the budget. Council Member Swecker suggested that the idea is good, but members of the group should be selected from a broader spectrum of the community. • Begin a financial analysis of the Liquor operations and a timeline of when that will be accomplished. • Delete Kenrick Avenue Improvement Project from the budget. • Delete $18,000 commitment to ISD 194 which supports chemical awareness program. Feels funds are better used on other activities. • Sell the former police station building. • The stature of the Council needs to be brought to a higher level. City Council Work Session Minutes January 10, 2011 page -S- Council Member LaBeau had received an anonymous letter regarding city budget items. Her comments and suggestions included: • Residents are frustrated with the format of the budget document and suggested staff take a look at what other cities are doing. Council Member Swecker likes the format with the explanations and feels it is a very user - friendly document. • Concerned about gas prices and costs of continuous snowplowing this winter. • Asked about contingency funds — how much are they and how are they used. • How is the city accounting for declining property values and revenues? • Does cost of upgrading the computer software equate to saving staff time? • What are the expectations of the residents for the Arts Center? • She was contacted by a company which was not given the opportunity to bid on the pond inventory project. • Regarding Kenrick Avenue improvement project, staff should inventory the vacant business properties and promote existing business space before adding areas for new development. • Has heard negative opinions about City liquor and would like to discuss it. Would be opposed to acquiring more land for a liquor store at this time. • Create a business corridor along 35 -W similar to County Road 42. • Look for possible ways to consolidate City departments. • Offer a customer service seminar for employees to build morale. Council Member Swecker is open to having discussions about these things but will need to be "sold" on several of them. Mayor Bellows stated that the City needs to be prepared for a future that is not so bright. Council Member Rieb: • An analysis of the liquor operations would give everyone needed information in order to see the whole picture. • A Council retreat, facilitated by an outside party, would be beneficial to discuss goals and issues and come to a consensus about the direction they want to go as a Council and as a City. • An update of the strategic plan would provide guidance to do what is best for the City. Input should be sought from the business community, the school district and residents. Council Member Little: A decision on the former police station should be put on the fast track. Mr. Feller stated that Council will receive a proposal from the Historical Society and Senior Center at their next work session. Wants to keep his campaign promise to fill the Police records technician position in July, rather than waiting until 2012. He feels it would make the department more efficient and is willing to donate his July through December salary toward the cost. Delay purchase of Microsoft 2010; instead look into other resources, i.e., Open Office, a free software program. Mr. Feller felt that this could be explored as a pilot program. City Council Work Session Minutes January 10, 2011 page -6- • Evaluate the City's insurance; adjust the deductibles in order to lower the premiums. Council and staff can take advantage of free or low -cost education programs offered by LMC. • Look at which Cable programs are most watched and which have low viewership and evaluate programming. • Consolidate polling places to save on election costs. Comments from audience: • Think about delaying some projects for a year or two until economy improves, unless they are absolutely necessary. • Reduce pay of certain non -union employees paid over $50,000. Mayor Bellows would like to discuss this further at the January 24` work session. 6.b. Committee and Inter - agency reports • DCC: Interim Director Diane Lind has been appointed to the Executive Director position. • 1 -35W Solutions Alliance and MLC: Both working on their Legislative Agendas. MLC is attempting to schedule meetings with the Governor to express their positions. • Cedar Corridor: A study is being done in Lakeville for future station stops. • DLBA: The Wednesdays on Main program will be moved to Thursdays in 2011. • HiPP: Meetings have been held with Scott County's similar group to work on possible cooperative projects. Steve Mielke previously informed the Council that he is one of the top three candidates being considered for the City Administrator position in the City of Eden Prairie. An announcement is expected in early February. ITEM #7 — Adjourn The meeting adjourned at 8:25 p.m. Respectfully submitted, "_a", Vl,o Ju i H wkins DOdl Clerk f4111-L c Mark Bellows Mayor