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HomeMy WebLinkAbout6.b. Minutes of the July 9, 2008 City Council Special Work Session ProceedingsROSEMOUNT CITY COUNCIL SPECIAL WORK SESSION PROCEEDINGS JULY 9, 2008 CALL TO ORDER Pursuant to due call and notice thereof, a special work session of the Rosemount City Council was duly held on Wednesday, July 9, 2008, at 7:15p.m. in the Conference Room at City Hall, 2875 145 Street West, Rosemount. Mayor Droste called the meeting to order with Council Members Baxter, DeBettignies, Shoe Corrigan and Sterner attending. City Staff present included Interim City Administrator Lindquist, Assistant City Administrator Foster, Director of Parks and Recreation Schultz, Finance Director May, Chief of Police Kalstabakken, Operations Superintendent Cook, City Engineer Brotzler and Recording Secretary Hanson. DISCUSSION 2.A. Preliminary Budget Discussion Interim City Administrator Lindquist reviewed the staff report and passed out revenue and expense reports for the end of June. The first item of discussion was the legislative levy limit. Ms. Lindquist reviewed the main items affecting the budget including tax capacity, city revenues, and city expenditures. Mayor Droste stated he feels it sends the wrong message to the legislature if we levy for the MVHC amount in the event it may get cut as if the City would be telling the legislature to going ahead and cut the credit because we're already levying for it. Finance Director May however stated that the levy needs to be set by the middle of December and the legislature will not decide on the funding until January. He further stated it is good idea to prepare in advance in the event of a shortage. Mayor Droste asked Ms. Lindquist to find out whether or not other cities are levying for their MVHC. Discussion took place on the Levy Limit Computational Worksheet. Based on current and anticipated construction levels, it was determined that 2010 will be a tough year budget -wise. A discussion took place on what areas the City could be more efficient in and possibly which projects could be reduced in order to complete other projects. Council member Shoe Corrigan suggested budgeting for partial project rather than complete project, such as the renovation of the St. Joseph Church by doing enough renovation this year in order to use the building. Parks and Recreation Director Schultz gave an update on what is currently needed to improve the church now that construction of the new school facility is underway. He also mentioned that utilities at the church and school will need to be taken care of for approximately the last four to five months of 2009. The question came up as to whether or not there should be a referendum for the church improvements. Council member Baxter stated that he doesn't feel there is much support for the athletic complex but there would be for the improvements to the church. He feels there should be a referendum for the public to vote for it or against it. He stated it is important to start taking care of our seniors similar to other communities. He further stated he would like to see either the levy increase at zero or the tax rate increase at zero. ROSEMOUNT CITY COUNCIL SPECIAL WORK SESSION PROCEEDINGS JULY 9, 2008 In response, Ms. Lindquist stated that it would be difficult to get the levy to zero but the tax increase is practically at zero; being recommended at 0.39. Finance Director May added that the City is better off this year because of budget precautions last year. He stated we may want to do that again now in preparation for the next three years. The next budget discussion will take place July 22, 2008, including discussing department budgets of public works, parks and engineering. 2.B. Akron Avenue Exception Parcel Purchases City Engineer Brotzler reviewed the staff report regarding the three exception parcels along Akron Avenue and the intentions or requests of the property owners. It was discussed whether or not Manley Development or Arcon Development would purchase the parcels, or if the City would have to. Mr. Brotzler replied that Manley has expressed interest but timing is an issue. If the City would purchase the lots, the money would most likely come from an internal loan from the utility core funds. Mayor Droste stated his opinion that it should be the County's obligation to purchase the lots since it's a county road. Mr. Brotzler responded that the City agreed to buy the right of way easements in the joint powers agreement with the County. It was agreed that the easements should be acquired at a minimum. For properties that a negotiated purchase amount can be reached, Council will consider the purchase of the full properties. Staff should continue to move forward with a purchase agreement for the VanHorn property. In addition, Staff should try to reach an agreement with Mr. Adelman. Due to project timing, Council indicated that eminent domain may need to be used and the city will continue to negotiate with the property owners. 2.C. Draft Purchasing Policy Assistant City Administrator Foster reviewed the staff report and questions on revisions of the purchasing policy. Staff would obtain bids and quotes first and then bring them to the Council for approval before actually purchasing depending upon the final cost. With respect to Item 3.b. of the purchasing policy, Council member Shoe Corrigan asked if there is some kind report that can be generated for an internal control check basis. Finance Director May stated that the City Administrator receives a report every month that shows the respective line items. A discussion took place on whether or not to only purchase from businesses within the City or have it depend on cost efficiency. Council member DeBettignies stated that local businesses should be used as much as possible. It was decided to add the language "when sealed bidding is not used, and it is cost efficient and practical, local businesses should be used Ms. Foster asked if the council preferred to give approval annually on each installment payment in the event of an ongoing service contract. It was agreed that the Council would approve the original contract amount only, not each installment payment. ROSEMOUNT CITY COUNCIL SPECIAL WORK SESSION PROCEEDINGS JULY 9, 2008 UPDATES A. SKB EAW. Interim City Administrator Lindquist mentioned that SKB Environmental is bringing an expansion item to the Planning Commission on July 22. She asked the Council if they would like to have an environmental assessment completed on the site. It was agreed that an EAW would be requested. B. Senior Listening Sessions. Parks and Recreation Director Schultz stated that Gloria Gritz, the facilitator of the senior listening sessions, has requested that city officials do not attend the sessions so people can feel they are able to speak freely. City staff present at the sessions will be Assistant City Administrator Foster and Parks and Recreation Intern Mike Oxborough will take minutes. There will be a series of meetings from July to August to gather feedback from different senior groups. Council member Shoe Corrigan stated she would attend the Wachter Take session. C. ULI Membership. Mayor Droste mentioned that the City has a ULI membership and has applied for housing study to be completed on the City. He further stated that Rosemount was the only city in Dakota County to apply. D. Gears Committee. It was decided that Mayor Droste would be the city representative to speak on the City's behalf and vote for the Dakota County committee member. E. MVTA. Mayor Droste mentioned working with the MVTA on possible transit sites for Rosemount. He stated they are working with the AMF Bowling Alley for a possible site. F. Food Shelf. Council member Baxter showed posters advertising food gathering during the Leprechaun Days parade for the local food shelves. He stated that food shelf use is up and donations are down. E. Sesquetennial Plaque. Mayor Droste mentioned that he sent out letters to seven past mayors to invite them to the plaque dedication and events afterwards. ADJOURNMENT There being no further business to come before the City Council, Mayor Droste made a motion to adjourn the meeting. The motion was adjourned at 10:00 p.m. Respectfully Submitted, Kathie Hanson, Recording Secretary