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HomeMy WebLinkAbout2012-07-31 CC MINj jvvater THE I ATM T EA CE Of M I A A E A 0 TA CITY COUNCIL MEETING MINUTES July 31, 2012 REGULAR MEETING ROLL CALL Present: Councilmembers Menikheim, Cook, Mayor Harycki Councilmember Roush arrived at 4:38 p.m. Absent: Councilmember Polehna Staff: City Administrator Hansen City Attorney Magnuson Finance Director Harrison Fire Chief Glaser City Clerk Ward MIS Specialist Holman BUDGET WORKSHOP Overview 4:30 P.M. Finance Director Harrison reported that last year the City had an adopted budget of just over $10 million. The proposed budget is a little over $8 million, a $2 million reduction compared with 2012. Capital decreases account for the majority of the reduction. The City will not issue any capital outlay bonds for 2013. This accounts for the huge variance in capital requests from 2012 to 2013. City Administrator Hansen pointed out the City has $100,000 less in engineering income since there are no current projects to be billed out to property owners. MIS MIS Specialist Holman indicated that maintenance agreement costs increased, as did the number of color copies being made. Other than that, costs remained about the same. She stated that MIS staff is strapped for time and has to limit IT Technician Bornt's time devoted to the library to 20 %. Ms. Holman added that 50% of the City's computers are more than seven years old and there are no computers to replace those that break down. She is trying to stay within budget. MIS has its own capital outlay category for computer equipment. She had requested 20 computers for next year but reduced it to ten. She has not yet figured out what departments to allocate those to. Councilmember Menikheim asked how close the City is to not being able to meet minimum MIS requirements, and Ms. Holman responded that the City is fairly close. She observes staff waiting 10, 20 or 30 minutes for computers to boot up. She and IT Technician Bornt spend a lot City Council Meeting July 31, 2012 of time reacting to crises, which is very frustrating. Often, a department's needs cannot be supported. Councilmember Menikheim suggested that sometime in the future, the City is going to have to bite the bullet and invest in computer equipment. Ms. Holman stated that nine G -tacs will go in squad cars this year, with the rest going in next year, at a cost of $23,000. She doesn't know if the City will have the money to buy the computers required for fire department vehicles. The $10,000 budgeted might need to be used to pay for software required by Washington County. Regarding St. Croix Rec Center and Lily Lake, Ms. Holman reported that at Lily Lake, cameras will be put inside to monitor the air handling system and outside to monitor for vandalism. These cameras will be monitored at St. Croix Valley Rec Center. The system being put in the parking ramp to meet PCI Compliance, in regard to accepting credit cards, will add to staff workload. A much simpler system will be coming out next year, but the Parking Commission wants to act now to maintain compliance. City Administration Hansen and Finance Director Harrison will check to make sure the Commission is aware of the future system. The Council will have a demonstration of iPads for council members the first week in September. Council packets will all be in pdf format. All department heads except Public Works Director Shawn Sanders have laptops. FIRE Fire Chief Stu Glaser reported that there are eight paid on -call positions open and one more retirement is anticipated in October. Two very senior members retired this year, representing 61 years of service. The gentleman retiring in October will have 22 years of service. The Department is accepting applications for paid on -call firefighters. These are tough positions to fill. There are many new staff members who are not prepared to operate apparatus yet. Councilmember Menikheim asked what the solution is. Mr. Glaser replied that there are not many solutions that don't cost money. The paid on -call system, which the City has used for 100 years, is getting difficult. One alternative is developing duty crews, but these employees still need to be paid and employment status is impacted. The advantage is that you have established crew strength on duty, ready to go. Currently there are a minimum number of people on duty (two). Moving to a duty crew system would bring up questions of how to hire and pay crews, and expectations for number of hours to be worked. While the City can always request mutual aid for a situation, crews are strained. There has not been an increase in salary for paid on -call staff since 2005. Mayor Harycki suggested that maybe the City needs to look at increasing pay for fire fighters. Chief Glaser pointed out the primary reason for the difficulty finding crews is not money, but lifestyle and the amount of time involved, as there are constant certifications and time spent staffing extra activities and events. A new fire station will help, because it will add more bunks for staff. He would prefer to have three full -time people on duty at all times but that would require hiring three more employees. Councilmember Menikheim suggested at the next budget session, the City should start looking for more funding sources and ways to reduce stress for the crews. Page 2 of 8 City Council Meeting RECREATION CENTER July 31, 2012 St. Croix Valley Recreation Center Manager Doug Brady stated the proposed budget is very similar to the last one. Ice rental is about 250 hours down from last year, equating to about $45- $50,000. UBC built a new rink, which is a competitor. The Rec Center is trying to compensate by adding programs such as its own hockey camp and a figure skating club. Finance Director Harrison noted that the Rec Center is still contributing $93,000 to debt service. If revenues exceed expenditures more than was budgeted to go into debt service, it stays at the Rec Center. Their current fund balance is about $1.2 million. Councilmember Cook asked if there is so much in the fund balance, why can't all the requests be granted? Councilmember Roush asked why equipment such as a Zamboni can't be purchased from the fund balance. Ms. Harrison replied that the fund balance can be used for some of the smaller items, but the fund balance shouldn't be drawn down too much because it is used for emergency expenditures. At least 1/3 of operating expenses should be kept in the fund balance in case of emergency - this is good financial practice. The Rec Center has no general fund, and no property tax money goes into the fund balance, as opposed to other City departments. This makes it crucial to have a significant fund balance. Councilmember Menikheim asked how many staff work are employed at the Rec Center. Mr. Brady replied there are about 12 -15 staff members, with 25 -50% being replaced each year as summer hours are reduced, depending on demand. CITY ATTORNEY City Attorney Magnuson informed the council that the retainer has been constant since 2008. Even though there were some increases adopted in past budgets, they were never implemented. He added that City Administrator Hansen proposed a one percent increase this year based on anticipated annexation expenses related to the fire station and the armory, and eminent domain proceedings. Mr. Magnuson stated the bridge project will also take extra time to get all the real estate in place for the right -of -way. The meeting recessed at 6:17 p.m. RECESSED MEETING 7:00 P.M. Mayor Harycki called the recessed meeting to order at 7:07 p.m. ROLL CALL Present: Councilmembers Menikheim, Cook, Roush, Mayor Harycki Absent: Councilmember Polehna Page 3 of 8 City Council Meeting Staff. City Administrator Hansen City Attorney Magnuson Community Development Director Turnblad Finance Director Harrison Sergeant Magler City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Harycki led the Council in the Pledge of Allegiance. APPROVAL OF MINUTES July 31, 2012 Motion by Councilmember Cook, seconded by Councilmember Roush, to approve the July 17, 2012 regular meeting minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Officer Andrea Olson, Nijzht to Unite Presentation and Proclamation Mayor Harycki read the proclamation designating August 7, 2012 as Night to Unite in the City of Stillwater. Andrea Olson, Crime Prevention Officer, reviewed the highlights of the upcoming event which include police equipment, a canine demonstration, the Stillwater Fire Department, Lakeview EMS, the Teddy Bear Band, National Guard, games and prizes. There will also be a petting zoo, a dunk tank, and a velcro wall. The event will be Tuesday, August 7, at Washington Square Park from 5 to 9 p.m. Mayor Harycki commended Officer Olson for these efforts. Retirement Plaque — Mary Swift, Senior Acct. Clerk Motion by Councilmember Roush, seconded by Councilmember Menikheim, to adopt Resolution 2012 -119, Certificate of Appreciation presented to Mary Swift. Ayes: Councilmembers Cook, Roush, Menikheim, Mayor Harycki Nays: None Finance Director Sharon Harrison stated that it is with a sad heart that she says goodbye to Mary Swift, who has worked in the finance department for over 11 years. She will be greatly missed. Ms. Harrison read the proclamation. Mayor Harycki praised the finance department staff for excellent work over the years. Youth Services Bureau — Mary Planten - Krell, Executive Director Mary Planten -Krell explained the role that the Youth Service Bureau plays in the lives of kids and families of Washington County. Over the past year, YSB has worked with more than 2,000 youth. She provided a detailed report of services to youth under the jurisdiction of the City of Stillwater. Referrals to YSB increased by 72% this past year, while services provided grew by 48 %. Ms. Planten -Krell asked that the City continue its partnership with YSB by allocating $12,000 through a Purchase of Service Agreement. Page 4 of 8 City Council Meeting July 31, 2012 Councilmember Menikheim applauded the work of the YSB, but questioned the significant increase in calls for its services. Ms. Planten -Krell answered that youth and families are struggling more and YSB is becoming more visible in the community. CVB Annual report — Tiki Oswald Tiki Oswald, president of the Convention and Visitors' Bureau, reported on the past year's activities. Lodging tax collection from 2010 to 2011 increased 14.8 %, while statewide the increase was 8.9 %. There have been beneficial updates to the CVB web site, and the CVB is working with the IBA to maximize efforts to attract business. Plans are to work with the IBA and Stillwater Chamber of Commerce to advertise that Stillwater is open for business during bridge construction. The CVB is seeking more business from meetings and conventions as well as "destination" weddings. City Administrator Hansen requested year -end 2011 budget figures. Ms. Oswald indicated that she will send them in. Councilmember Roush asked where visitors usually come from, and Ms. Oswald replied that there are some target markets including Chicago. Two studies are currently being conducted to focus more on this question. Councilmember Menikheim asked for clarification of financing for activities of the CVB and asked if it has been audited. Ms. Oswald replied that activities are 100% funded by the three percent lodging tax collected by Stillwater and Oak Park Heights. She stated the CVB has not been audited to her knowledge. Mayor Harycki stated that an audit would be prohibitively expensive, adding that every hotel and bed and breakfast polices the program and the process is transparent. The City's job is to act as the fiscal agent, collecting the tax and distributing it back to the CVB. State law dictates what the tax revenue can be spent on. Councilmember Menikheim asked if there is some malfeasance involved, who is responsible? Ms. Oswald responded that decisions are made by the CVB Board. She will check on whether the board is bonded. Many businesses go through the financial numbers with a fine tooth comb. Councilmember Roush indicated that he has no concerns because he sees full transparency in the funding mechanisms. City Administrator Hansen reminded Ms. Oswald that a year -end report needs to be made to the council in December. NEW BUSINESS Possible approval of a license to operate a multi - person tour bicycle in Downtown Stillwater Community Development Director Tumblad stated that Patricia Wolf has submitted a request for a license to operate a multi - person tour cycle business in downtown Stillwater. It will offer self - pedaled multi - person tours on a fixed route, on a ten -seat bicycle. Both public and private tours will be made available. The cycle will be operated by a company employee who will serve as tour guide. Mr. Turnblad explained that at first, the bicycle would be parked at the company office at 222 Commercial Street, and tours would begin there, but the applicant would like permission to rent Page 5 of 8 City Council Meeting July 31, 2012 an on- street parking space on Water Street, immediately north of Myrtle Street, so it could begin and end the tours there. This application is pending before the Parking Commission. He presented the council a diagram showing the tour route. The license would be the same type of license used for pedi -cabs, trolleys, horse carriages and Segways. Mr. Turnblad pointed out that in the future the applicant plans to request permission to have beer on the private tours. There is a state law written for "pedal pubs" that exempts them from the prohibition on having an open bottle on public streets as long as customers remain on the cycle. Mr. Turnblad recommended approval with the condition that the request be reviewed and approved by public safety staff. City Attorney Magnuson indicated the situation is similar to the City licensing taxis. The City has the right to add conditions or require a license due to the degree of connection with the City and the amount of downtown traffic possibly affected by its operation. Mr. Turnblad added that because the company is offering a fixed route public tour rather than simply taking riders as a one -time service, this justifies the need for a license. Pat Wolf, applicant, stated the multi - person bicycle provides a fun opportunity for residents and visitors that doesn't involve a huge time or money commitment. If the public tours are problematic, she would still like to proceed with the private tours. She owns the bike, is insured, and has researched other bike tour operations. Councilmember Roush expressed that he loves the idea; it will become one more thing that makes Stillwater a destination. Councilmember Cook noted that the concept is appealing, however she is concerned about traffic congestion. Ms. Wolf remarked that she wants to provide a fun experience for riders, so she will ensure the route is enjoyable and riders are not sitting in traffic. Motion by Mayor Harycki, seconded by Councilmember Roush, to adopt Resolution 2012 -120, granting license to Patricia Wolf for the operation of multi - person tour cycles on City streets contingent on public safety staff being satisfied with the route. Ayes: Councilmembers Menikheim, Cook, Roush, and Mayor Harycki Nays: None OPEN FORUM There were no public comments. STAFF REPORTS City Clerk Ward stated residents should know that Buberl Recycling and Composting Site is no longer licensed to receive compost and brush. There are alternative facilities in Bayport, Woodbury and Cottage Grove. Community Development Director Turnblad reported that he met with Readex staff to discuss the event survey. A letter will be presented as a contract at the August 21 council meeting. The next step will be to outline questions. Finance Director Harrison reported the next budget meeting has to be rescheduled to Tuesday August 28 rather than Tuesday August 21. Page 6 of 8 City Council Meeting CONSENT AGENDA July 31, 2012 Resolution 2012 -116, directing payment of bills Resolution 2012 -117, a resolution approving the abatement of certain special assessments Resolution 2012 -118, resolution adopting assessment for tree removal Motion by Councilmember Roush, seconded by Mayor Harycki, to adopt the consent agenda as presented. Ayes: Councilmembers Menikheim, Cook, Roush, Mayor Harycki Nays: None UNFINISHED BUSINESS Possible approval of auditing services proposal Finance Director Harrison stated that because the proposal is for a very minimal increase in price, and because Mr. Tom Koop has provided the City with excellent and timely audit services in the past, staff is recommending extending the service agreement with CliftonLarsonAllen for 2012 to 2017. Motion by Mayor Harycki, seconded by Councilmember Cook, to adopt Resolution 2012 -121, Approval of auditing services proposal, including a clause allowing early termination if there is a change in partner, and adopting the pricing schedule provided. Ayes: Councilmembers Menikheim, Cook, Roush, and Mayor Harycki Nays: None Possible approval of first reading of ordinance amending the Stillwater City Code Section 27 -1 Subd. 9 (Ipoundment of Animals) City Attorney Magnuson explained that the City ordinance needs to be put in compliance with revised state law requiring five business days before an animal is euthanized. The word "dog" needs to be changed to the word "animal" to make it species neutral. Motion by Councilmember Roush, seconded by Councilmember Menikheim, to adopt_ the amendment. Ayes: Councilmembers Menikheim, Cook, Roush, and Mayor Harycki Nays: None NEW BUSINESS Possible approval of playground equipment for Millbrook Park (Resolution — Roll Call) Community Development Director Turnblad explained that staff would like to proceed with improvements for Millbrook Park, beginning with installation of the playground. The Parks and Recreation Commission has approved the purchase and installation of a new playground for 5- 12 year olds and 2 -5 year olds. St. Croix Recreation Co. Inc. has submitted a quote to provide and install the equipment at a cost of $82,742.44. Other proposed improvements include parking lot, ballfield, gazebo and sidewalks. $185,000.00 is budgeted for Millbrook Park improvements from the 2012 capital outlay fund. Page 7of8 City Council Meeting July 31, 2012 Motion by Councilmember Roush, seconded by Councilmember Menikheim, to adopt Resolution 2012 -122, Approving contract with St. Croix Recreation Company, Inc. to furnish playground equipment at Millbrook Park. Ayes: Councilmembers Menikheim, Cook, Roush, and Mayor Harycki Nays: None COMMUNICATIONS City Clerk Ward reminded residents to vote in the primary election on August 14. COUNCIL REQUEST ITEMS There were no council request items. ADJOURNMENT Motion by Councilmember Menikheim, seconded by Councilmember Cook, to bourn at 8:25 p.m. All in favor. Mayor ATTEST: AA-`Az L)ua, Diane F. Ward, City Clerk Resolution 2012 -116, Directing the Payment of Bills Resolution 2012 -117, Approving the abatement of certain special assessments Resolution 2012 -118, Adopting assessment for tree removal Resolution 2012 -119, Certificate of Appreciation presented to Mary Swift Resolution 2012 -120, Granting license to Patricia Wolf for the operation of multi - person tour cycles on City streets Resolution 2012 -121, Approval of auditing services proposal Resolution 2012 -122, Approving contract with St. Croix Recreation Company, Inc. to furnish playground equipment at Millbrook Park Page 8 of 8