HomeMy WebLinkAbout2009/06/10 CCM - WS1
ROSEMOUNT CITY COUNCIL
WORK SESSION PROCEEDINGS
JUNE 10, 2009
CALL TO ORDER
Pursuant to due call and notice thereof a regular work session of the Rosemount City
Council was held on Wednesday, June 10, 2009 at 6:33 p.m. in the Conference Room at City
Hall, 2875 145 Street West, Rosemount.
Mayor Droste called the meeting to order with Council Members Bills, DeBettignies, Shoe
Corrigan and Weisensel attending. Staff members present included City Administrator
Johnson, City Clerk Domeier, IT Coordinator Solberg, Finance Director May, Assistant City
Engineer Dawley and Community Development Director Lindquist.
DISCUSSION
2.A. Responses to Auditor's "Report on Internal Controls"
Finance Director May summarized the information provided in the staff report and
explained more about the Comprehensive Annual Financial Report (CAFR) to the new
Council Members. Ryan Englestad, from our audit firm, highlighted items included in the
internal controls letter and the CAFR. Mr. May also summarized the responses to the
internal control letter.
Discussion was held regarding the City's fund balance policy; validating accounting
procedures, internal controls and staffing with the finance department; validating new
vendors for payment; IT concerns; changes in the auditing standards; the cost to fix all of
the auditing concerns and the value that would be received; and other aspects of the auditing
process and procedures.
Mr. May stated that the official presentation of the CAFR will be at the June 16, 2009 regular
meeting.
2.B. City Phone System
IT Coordinator Solberg provided a brief presentation on the proposed City phone system.
Discussion was held regarding the current system, analog lines along with the lines for
SCADA systems and election equipment, the cost spreadsheet, T1 data costs and video
integration. Mr. Solberg reviewed the features available with the different vendors. He
explained that with CIT the hardware would still be owned by the City should we change
vendors. The City Council favored owning the capital equipment. Finance Director May
also stated that Frontier required up to a four year agreement where the other providers only
required a one year agreement. A one year agreement would provide the City more
flexibility in changing providers should the City find that the system did not meet our
expectations. Mr. Solberg pointed out that no matter which vendor was chosen the City
would still be tied to Frontier because of the control they have with the phone lines.
Council Member Shoe Corrigan requested that the phone costs be reviewed annually. Mr.
May pointed out that the IT Coordinator and other staff have spent time reviewing the
Frontier bills in the past couple of years and found many errors in the charges. He stated
that with an annual agreement staff would be reviewing the status of the system more
frequently.
ROSEMOUNT CITY COUNCIL
WORK SESSION PROCEEDINGS
JUNE 10, 2009
The City Council preferred to move forward with CIT but did request that referrals be
provided for CIT and Digital Planet. Mr. Solberg pointed out that Digital Planet did not
have any local government clients. The City Council also directed that staff work on
obtaining better deals for the services. Mr. May stated that staff will work with the chosen
vendor to obtain more formalized agreements for the City Attorney to review. It was
anticipated that City Council consideration on a new phone system would be requested in
late in July or early August.
2.C. Water and Sewer Utility Rates
Finance Director May summarized the information provided within the staff report.
Discussion was held regarding the proposed change in the water rates and sewer rates with
regards to consumptions, second water meters, and the minimums in quarterly usage. Mayor
Droste did not favor forcing residents to spend the money on installing a second meter. Mr.
May explained the installation of a second meter is strictly voluntary. Council Member
Shoe Corrigan questioned how to change resident habits to make them more cognizant of
their usage. She asked the City Council what goals they want to accomplish with the
policies. Council Member Weisensel questioned how the consumption should be changed
and getting the message out to residents on water usage.
Mayor Droste stated that if residents are using the water reasonably the amount of wells that
need to be built could be reduced. Council Member Shoe Corrigan suggested increasing the
fees for residents going over 30,000 gallons. Council Member Bills suggested doubling the
fees for residents using more than 100,000 gallons. He also questioned the usage at homes
in relation to their household income. Mayor Droste stated that making a dramatic change
would not be reasonable. Council Member Shoe Corrigan suggested having a goal in place
to help determine where the City wants to be over the next three years.
The City Council agreed to educating the public and moving towards a tiered system but
shared concerns about the unintended consequences for the City budget and water
conservation. Mayor Droste stated that a second meter would not decrease consumption.
Mr. May stated that if the alternative was to eliminate the second meter and move towards a
winter usage credit you still will take away the idea of promoting water conservation. He
stated that a tiered system would help promote water conservation.
Mr. May pointed out that a lot of communities at this time do not have a tiered system in
place to use as a comparison. He added that after the City is in compliance there will be
other scenarios and cities we can compare the City to and review the rates annually. City
Administrator Johnson explained why the City needs to have a 5% revenue increase within
the rates. Council Member Weisensel stated that the public needs to be aware of the reasons
for changing the rates. Mr. May stated that most residents will not notice a change in their
rates until the third quarter of 2010. He stated that staff will make an honest effort to
educate and inform the residents about the changes to the water billing rates. Discussion
was also held regarding the plan for the residents who have already purchased a second
meter.
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ROSEMOUNT CITY COUNCIL
WORK SESSION PROCEEDINGS
JUNE 10, 2009
Mayor Droste stated that the City needs to consider the addition of a water treatment plant.
Mr. Johnson explained that with the proposed rate structure and pay off of current bonds it
was anticipated the facility would not be constructed until 2017.
The majority of Council Members favored ending the use of the second meter. Council
Members talked about emails they received from residents who currently utilize a second
meter. If the City would go away from second meters communication of the prorated
reimbursement will be needed. Council Member DeBettignies stated that the residents need
to know that rates have not been increased for over 10 years.
Communications strategies were discussed along with possible dates in August for a town
hall meeting. The City Council will contact Mr. Johnson with their availability in August.
2.D. Dakota County 2010 -2014 Draft C1P
Assistant City Engineer Dawley summarized the modifications and requests included in the
draft letter to Dakota County.
Mayor Droste stated that Rosemount is very unique to the entire County and shared his
frustrations with unfairness issues with the current maintenance policies related to the
County Road 42 corridor. Council Member Shoe Corrigan questioned if the City is being
reimbursed from the County for the maintenance provided by the City on CSAH 42. Mr.
Dawley said no, and added that it becomes a question of the level of service the City desires.
Mr. Dawley stated that staff has asked the County to review their policies, which they
indicated they would discuss as part of their 2009 -2010 Transportation Plan update.
The City Council supported the draft letter as presented. Mayor Droste added that if the
City receives a firm commitment on Akron Avenue additional discussion should be held.
2.E. City Council Rules of Procedure
City Administrator Johnson stated that the item before the City Council was to consider
adopting abbreviated rules or moving forward with adopting the full Roberts Rules. City
Clerk Domeier explained that while the proposed rules included many of the practices
currently used by the City Council it would be beneficial to have a simple set of rules for the
City Council to follow and to adopt a book of parliamentary procedure to serve as a back -up
for issues that may arise that are not covered within the draft council procedures.
Council Member DeBettignies requested that item 2 under Process Regular and Special
City Council Meetings should be modified to include that discussion is open to any member
before or after a motion and second is made to concur with item 4.
The City Council favored adopting the proposed rules and agreed to review other
parliamentary code books available in -lieu of adopting Robert's Rules as the official
parliamentary code book. Staff will provide the City Council with up to three possible books
to adopt for review at a later meeting. The abbreviated rules will be brought to the City
Council for formal adoption once a parliamentary code book has been selected.
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ROSEMOUNT CITY COUNCIL
WORK SESSION PROCEEDINGS
JUNE 10, 2009
UPDATES
3.A. Dakota County Library Art Update
Council Member Shoe Corrigan provided information on the background of the project and
the proposed art features. With the acquisition of the campus and recognizing the area as a
public place it was a good opportunity to provide art features to the community.
Council Member Weisensel believed the $60,000 allocation was too high and questioned
struggling with the County versus just adding art features at the St. Joseph's church area.
Council Member Shoe Corrigan stated that the site allows for an art feature and provided
history on the proposed locations discussed. She added that water was stubbed to the
location to provide for a water feature.
3.B. FTTH /Rudder
City Administrator Johnson stated that Rudder has been unresponsive. The City Attorney,
Bob Vose, has not received responses from Rudder nor has Jim Hickel, the Velocity
representative who has requested financial information. Mr. Johnson provided an update on
the meetings staff had with Mr. Hickel. He suggested meeting again in the next couple of
months to discuss revoking the franchise. The City Council requested an update next
month.
3.C. Updates by City Council /Staff
Community Development Director Lindquist provided an update on conversations with the
City Attorney regarding the home occupation at the Piekarski residence. She stated that the
resident is operating a commercial business. She provided the process moving forward with
court proceedings.
Community Development Director Lindquist provided an update on phone calls received
from a resident who is advocating for handicap signs to be installed at the correct height.
She explained the approach staff will take moving forward.
Community Development Director Lindquist stated that Lennar has requested an
amendment to their PUD in the Glendalough development. She stated that at the June 16
meeting staff will be recommending approving two of the housing elevations proposed. She
also provided background on the number of times Lennar has asked for an amendment.
Council Member Shoe Corrigan shared her concerns with the Lennar not remaining true to
the original intent and spirit of the PUD.
Mayor Droste provided an update of the June 9 Chamber meeting that was held at Ace
Hardware.
Community Development Director Lindquist stated that a ribbon cutting ceremony for the
new Cub Liquors would be held on June 15 at 8 a.m. She also stated that a ribbon cutting
ceremony for the new Waterford building would be held on July 15 at 5 p.m.
Discussion was held regarding the food drive during Leprechaun Days.
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ROSEMOUNT CITY COUNCIL
WORK SESSION PROCEEDINGS
JUNE 10, 2009
Mayor Droste directed staff to prepare a proclamation recognizing John Loch's retirement.
ADJOURNMENT
There being no further business to come before the City Council and upon a motion by
Droste, second by DeBettignies, the meeting was adjourned at 10:46 p.m.
Respectfully submitted,
Amy Domeier, City Clerk