HomeMy WebLinkAbout2013-01-18 CC MIN Special Retreat.11vater
HNE 1111TNNLACE Of MINNESOTA
CITY COUNCIL SPECIAL MEETING MINUTES
January 18, 2013
SPECIAL MEETING 8:00 A.M.
Mayor Harycki called the meeting to order at 8:00 a.m.
Present: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, and Mayor Harycki
Staff present: City Administrator Hansen
City Attorney Magnuson
Finance Director Harrison
Fire Chief Glaser
Police Chief Gannaway
Public Works Director Sanders
Community Development Director Turnblad
City Clerk Ward
RECAP OF LAST RETREAT
City Administrator Hansen reviewed the May 11, 2012 retreat, when a great deal of time was
spent on the fire station/armory project and street maintenance.
Regarding street maintenance, Public Works Director Sanders noted that the City does about 3
to 3.5 miles every year, about one -half mill and overlay, and one -half reconstruction. There are
about 90 miles of streets in the City. Streets last 20 -25 years.
City Administrator Hansen pointed out that there is no longer any excess funding. He did a
study on increasing the assessment rate to 75 %, but the Council did not approve the rate
increase. The City looked at innovative use of TIF, and has roughly $3.5 million, which the
Council decided in May to use to help fund street projects. In addition, the Council talked about
how the public really doesn't care what the source of funds is, so when the County is doing
maintenance projects, the City could scale back a little and stretch dollars even farther.
Mayor Harycki commented that the retirement of debt around 2018 would also provide a
funding source for street repairs.
Councilmember Menikheim questioned whether streets are the best use of TIF money, because
money spent on roads could otherwise be spent on developing the tax base.
Councilmember Weidner asked what is a sustainable number for proving benefit on
assessments. City Administrator Hansen replied that typically a City bonds for its share of
street projects every year. In Stillwater, bonds are typically ten years; resulting in a tax increase
of $175 -180 per average home if the assessments remained at 50 %. Going to a 75% assessment
level would increase taxes significantly and nobody wanted to go for that.
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City Council Special Meeting January 18, 2013
Councilmember Weidner asked, what if you phase in increased assessments in five percent
increments, and City Administrator Hansen responded that we can do that, but then residents
question why they are paying more than someone else paid previously.
Councilmember Menikheim commented that five percent a year would not be forever - the City
could promote it as something we have to do right now because times have changed. It does not
mean we have to keep the assessments up there forever, but we need something to get us
through right now.
City Administrator Hansen stated most cities assess for street projects, because if put on the
general tax roll, cities would be taxing so much more than their neighboring cities.
Mayor Harycki indicated that the risk is when you start raising the assessment level; you end up
in court trying to prove the value.
Councilmember Kozlowski remarked that with 90 miles of streets, putting repairs into a
schedule makes sense, along with increasing assessments.
City Administrator Hansen continued that the City has a good pavement management plan, so
when we do street projects it is not based on politics but on the greatest need. He pointed out
that project prices can be very different.
Mayor Harycki noted that as bonds are paid off, the City will have enough to keep the
assessment rate where it is at.
Councilmember Polehna suggested that maybe the City should do more education on street
maintenance, to show that we do have a plan so it is not a surprise to residents.
DISCUSSION ON LIMITED RESOURCES
City Administrator Hansen reported that the City is basically operating with about 25% fewer
employees than before. Each time we build something new, i.e. the bathrooms in Lowell Park, it
has to be maintained. The difficulty is finding money to operate it. He does not believe the City
can hold the line on the budget like we have the last five years.
Councilmember Polehna remarked that the County has had to look at how to cover costs of
maintaining its new building addition without increasing the budget. He added that City
employees are already looking at creative ways of doing more with less.
Mayor Harycki agreed that every department has been doing that. His biggest staffing concern
at this time is with the Community Development Department due to the resignation of City
Planner Pogge.
STAFF PRIORITIES /CONCERNS
Police Chief
Police Chief Gannaway stated the Department is at a staffing minimum and is concerned that if
the staffing reduces the City will run into major issues. He continued by stating that most days
the department is running with the bare minimum. When someone is injured the City pays
overtime, adjust schedules, and do lot of creative things. He would like to enhance the Reserve
Program and provide more training and opportunities. The reserve program has 14 reserve
officers whose only benefit right now is a pizza party and the experience they gain.
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City Council Special Meeting January 18, 2013
Councilmember Polehna asked about using part time officers, and Chief Gannaway responded
that we have looked at in the past, however part time officers do not get the level of training that
full time officers do and that part-time officers would not work well in Stillwater.
City Administrator Hansen offered that in his opinion, a part time officer's allegiance is to their
full time job, so it is not worthwhile.
Councilmember Weidner remarked that in prosecuting for a lot of different municipalities, he
has noticed a lack of quality in part time officers and lack of commitment in following up on
tickets.
Councilmember Weidner asked if event organizers could be asked to make a contribution to
help fund the Reserve Officers' training.
Councilmember Polehna commented the City's special event fee is way too low and this could
be built into the fee. He also suggested sharing Academy training for reserve officers with
Washington County.
Other concerns expressed by Chief Gannaway were keeping up with changing technology and
huge security issues with the existing facility. He noted that the planned facility is very much
needed and will accommodate growth. The design is progressing. Regarding population growth
in Stillwater, the average ratio in the metro area is 2 officers to 1,000 people. Stillwater is at
about 1.35.
Councilmember Weidner noted that it is probably better to anticipate growth when building a
facility, rather than trying to obtain funding later for remodeling.
Fire Department
Fire Chief Glaser reiterated that the #1 issue is staffing, which has come to a critical point which
is a nationwide problem. It is getting extremely difficult to hire, train and retain personnel, and
the turnover is huge. For instance, there are currently seven people who could retire
immediately, representing 214 years of experience and six paid on call vacancies. He discussed
the pros and cons of moving to the paid on call model, the duty crew model, or hiring additional
full time staff.
In addition, Chief Glaser reported that the Department's responsibilities are unique due to the
vast differences in responses - high bluffs, water rescue, old structures, newer structures, an
overabundance of senior care complexes, the government center, nine public school areas; and
hosting 20- 30,000 people downtown for special events. If more full time firefighters were
hired, the level of paid on call could be reduced somewhat.
Councilmember Weidner suggested cross - training police and fire staff - he understands that
there is a cost and it is a stressor to the individuals. He wondered about having police officers
who are also cross - trained as firefighters. Chief Glaser replied that New Brighton has been
successful at cross - training. The staffing is still a problem because the police department is
understaffed as well.
Chief Gannaway pointed out that he is not opposed to the idea of cross - training, but the staffing
levels are very low right now. It would have to be voluntary, but he may have officers who
would be interested. He agreed to talk this over with Fire Chief Glaser and examine costs.
Chief Glaser concluded that other concerns are capital equipment replacement and technology.
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City Council Special Meeting January 18, 2013
Finance Department
Finance Director Harrison reported that every year, accounting standards increase, meaning
there is more work involved to get ready for the annual audit. Software will be upgraded
beginning in July, which will provide more efficiency. Also the City should look at updating its
Capital Improvement Program (CIP) since the last one ran through 2012.
Councilmember Menikheim suggested next time the City is audited, the CVB should be audited
because it is publicly funded.
City Attorney Magnuson noted that small entities like the CVB must be audited every five
years.
Community Development Department
Community Development Director Turnblad reported the first priority of projects is the Brown's
Creek Trail and Downtown Trail. Most of the design work has been completed. The second
priority is event survey analysis. The event survey has received about 53% responses to date,
which is great. Readex, the survey firm, will review results in February. He anticipates forming
a group to look at recommendations. The third priority is updating the Zoning Code pursuant to
the Comprehensive Plan. The fourth priority is to start preplanning for the update of the
downtown plan. It will cost about $50- 75,000 total. A couple consultants will need to be hired.
He continued by stating that if work is started in 2014, the gathering data would occur in 2015
and then adopting it in 2016. This would mean the plan would be adopted by the time of the
opening of the new bridge.
Regarding the resignation of City Planner Pogge, Community Development Director stated we
will try to hire an interim temporary part time planner to handle immediate needs. He hopes to
find someone with a planning background to handle 25 hours a week for several months. It will
probably take 3 to 4 months to find someone to replace City Planner Pogge.
Councilmember Kozlowski, noted that he had to leave the meeting, expressed thanks to staff
and Council members for the discussion. He expressed his concern about maintaining close
communications and doing a proactive job of informing the public, especially about the City's
needs and limited resources.
City Clerk
City Clerk Ward stated staff has worked at providing information to the public via the web site
and other ways. She stated that as a result of losing a half person, less time is spent on putting
more information for residents on the website, communication projects through Constant
Contact. Improving technology will help everyone be more efficient. She would like to have
additional staff in the summer when the front desk is bombarded with business.
Councilmember Menikheim suggested having a blog capability on the City web site with each
Council member taking turns updating it, perhaps blogging about a particular element of City
function.
Councilmember Polehna asked if this would get to the right people. He felt maybe the City
newsletter would reach more people.
Mayor Harycki noted the problem with blogs is some people monopolize them.
Chief Gannaway asked if it would be worth the effort to maintain a blog to respond to the same
two or three people.
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City Council Special Meeting January 18, 2013
Councilmember Menikheim responded that a blog is a way of communicating to people — i.e.
Councilmember Kozlowski has a huge blog following.
Councilmember Weidner stated that Councilmember Kozlowski's blog is worldwide and is on a
particular topic of interest to a certain population.
City Clerk Ward reminded the Council that the City went from printed newsletters to Constant
Contact - which works well, but the printed newsletter saturated the City, whereas with Constant
Contact, we are only reaching the people who want to subscribe.
Mayor Harycki pointed out people do not always have time to read blogs.
Community Development Director Turnblad remarked that the mailed newsletter might be more
effective now than digital means.
City Attorney
City Attorney Magnuson commented that the Council has plenty of ideas and it is up to him to
figure out how those ideas can be implemented without "stepping in it."
City Administrator
City Administrator Hansen shared his biggest concern is how to make budgets sustainable, and
advised the Council to bear in mind that everything we do comes with a cost. He worries about
setting priorities in terms of overburdening staff. He also will have a closed session at the end of
the next Council meeting to discuss union contracts, as he has some real concerns.
Public Works
Public Works Director Sanders stated his priorities are completion of downtown improvements
(the levee project, Lowell Park bathrooms, parking lots, •pedestrian plaza, amphitheater);
working with other government agencies (boat launch, Browns Creek Trail, County road
projects, and the river crossing project); and available funding to keep up on the replacement of
infrastructure (streets, utility and parks) and equipment. He reported the Corps will begin work
in the spring and be done by the end of August on the levee project. He has informed park users
that parking lot use this summer will be limited. Regarding staffing, he remarked that hiring 10
seasonal employees last summer worked out great.
COUNCIL PRIORITIES /CONCERNS
Mayor Harycki stated working with the County on the Manning Avenue crossing is his biggest
priority because of the positive impact it will have on downtown. Another priority is developing
a better demolition ordinance. He also suggested tweaking the sign ordinance and updating it to
address LED signs.
Councilmember Polehna mentioned the importance of coordinating communications on the
Manning Avenue Project. He went on to say that his first priority is viewing "doing more with
less" as an opportunity. We are all working toward solving our problems. Lowell Park flood
protection is another priority - protecting citizens, providing them with good streets, fire
protection and flood protection are his priorities. He also wants to look more at technology
needs. He wondered if we want to keep going with the Fourth of July fireworks and be involved
in a community festival like Lumberjack Days. After seeing the water main break in Duluth,
Councilmember Polehna stated he is also concerned about the age and safety of Stillwater's
infrastructure.
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City Council Special Meeting January 18, 2013
Councilmember Menikheim mentioned the Water Board is mapping infrastructure and
discussing this subject. He noted that his large issues are setting a vision for the City and
articulating it to the staff and public, and the overload on City staff which can result in minimal
service levels. The bigger picture is how to increase the tax base. He also is concerned that the
oldest building in the City is deteriorating due to neglect (the Brunswick Inn at 114 Chestnut
St.). The process of getting the building on the National Register has begun but will take years.
He asked if the City might use TIF money to buy it from the LLC that owns it.
City Attorney Magnuson replied in order to use TIF funds to preserve or repair it, it would have
to be either designated as being on the National Register or in a district and at this time it
doesn't meet either criterion.
Councilmember Polehna agreed that the City should prioritize what it works on.
Councilmember Weidner stated being proactive rather than reactive is important, getting a
sustainable operational budget, and figuring out what staffs' needs really are as opposed to staff
reductions made in crisis mode.
City Administrator Hansen agreed to pull together priorities from this meeting and bring them
back to the Council.
The Council agreed the next retreat should be held in June.
ADJOURNMENT
Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adjourn the
meeting at 10:30 a.m. All in favor.
ATTEST:
Diane Ward, City Clerk
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arycki, Mayor