HomeMy WebLinkAboutPacket�C ROSE 0 U N T AGENDA
City Council Special Work Session
Wednesday, October 3, 2007
CITY COUNCIL 6:30p.m.
City Council Chambers, City Hall
1. CALL TO ORDER
2. DISCUSSION
6:30 — 8:00 p.m.
8:00 — 8:30 p.m.
3. UPDATES
8:30 — 8:45 p.m.
8:45 — 9:00 p.m.
9:00 — 9:30 p.m.
4. ADJOURNMENT
A. Preliminary 2008 Budget
B. Outdoor Recreation Complex Planning
A. St. Joseph's Facility Task Force Update
B. Proposal for community promotional web videos
C. Updates
City Council work sessions are held for Council and staff to discuss items for future Council agendas.
Comments from the public during work sessions are not generally solicited.
41 ROSEMOUNT EXECUTIVE SUMMARY
CITY COUNCIL
City Council Work Session: October 3, 2007
AGENDA ITEM: Preliminary 2008 Budget
AGENDA SECTION:
Discussion
PREPARED BY: Jamie Verbrugge, City Administrator
AGENDA NO.
ATTACHMENTS: Updated Budget Spreadsheets
APPROVED BY:
RECOMMENDED ACTION: Give staff direction
BACKGROUND
The City Council approved the preliminary levy for 2008 at its meeting on September 4, 2007. The
preliminary levy sets the maximum amount of property taxes that may be collected. The adopted
preliminary figure keeps a flat tax rate from 2007. The purpose of discussion at the October 3 work
session is to have further discussion on remaining budget policy issues.
ISSUE
The most significant result of the decision to maintain a flat tax rate in 2008 is the levy provides
approximately $475,000 of undesignated funds. The basis for the flat tax rate and the anticipated
undesignated funds was to prepare for the 2009 budget when it is expected that flat or possibly declining
market value growth will severely limit the flexibility of the City in implementing anticipated investments
for future years, such as operational expenses related to new recreation facilities, without dramatically
increasing the tax rate.
Attached for your review are the updated spreadsheets for operating, capital and special budget funds.
Staff would like to specifically point out the inclusion of several items identified earlier in the budget
process. Administrator's recommendations reflected in the updated spreadsheets include a net increase of
1.25 full-time equivalent (FTE) staff positions:
• 1.0 FTE — new police officer; budgeted for full year because we are more readily able to absorb the
full cost in 2008 rather than phasing it and having an additional increase in 2009.
• 1.0 F rE — new IT coordinator; the decision for staffing IT needs will hopefully be determined as
an outcome of the current technology study. Alternatively, staff has received a proposal from our
current IT support provider (CIT) that would increase the presence of a technical consultant if the
study suggests the alternative is a feasible short-term approach.
• .25 FTE — parks and recreation receptionist; staff intends to continue with the current .75 F"ITE
receptionist position butwould request the additional .25 FTE to provide flexibility in bringing in
temporary staffing to accommodate high needs periods. No benefit costs are associated with the
increase.
Elimination of 1.0 FTE — custodian; for the past several years staff has requested our contract
janitorial service to provide a quote for extending the contract to cover City Hall. The contract
proposal represents a cost savings of approximately $30,000 to the current staffing.
Regarding the undesignated funds in 2008, staff would request that the City Council consider and discuss
prioritizing the allocation of those funds. Some of the options for applying those funds include the
following:
• Fund Balance —Finance Director May will have a year-end projection at the work session. The
year-end should give the Council a feel for where the Fund Balance will be heading into 2009. The
adopted Fund Balance policy targets a reserve goal of 55%. The maintenance of a healthy Fund
Balance and management of that policy were significant considerations in the recently received
Moody's credit rating upgrade. City reserve funds at the beginning of 2008 were slightly more than
50%. Allocating funds to reserves would help maintain the targeted goal.
• Property Acquisition — The Port Authority and City Council have purchased homes on Cameo
Avenue on a willing seller basis over the past year in the event that renovation of St. Joseph
Church may also include larger redevelopment of the site in the future at a time when the school
transitions.
Equipment CIP — The City Council has utilized equipment certificates to purchase necessary items
over the past three years. The 2008 CIP and budget anticipate a similar approach. The benefit of
this approach is to create a five-year cycle in which available funds are identified to allow more
stability in projecting future needs. The downside of equipment certificates is the annualized
interest costs associated with the debt. The undesignated funds could be allocated to the
Equipment CIP to reduce or eliminate the use of equipment certificates for financing large
equipment acquisitions.
Quiet Zones — The CIP has been adjusted to defer implementation of construction improvements
at 145"Street and Biscayne necessary to create a railroad quiet zone through the community. The
engineer has identified that construction alternatives can reduce the project costs however, those
alternatives do create some access and traffic flow issues that need to be evaluated prior to moving
forward. Another option is that funding for the Pavement Management Program could be re -
prioritized to accommodate the quiet zones project, which would mean deferring several potential
Pavement management projects to future years.
Budget forecasting and modeling will be provided at the October 3 and future meetings. Items thatwill be
included in the forecasting include operating increases, recreational complexes and land acquisition, St
Joseph renovation, and the CIP items discussed above. Other items certainly may be included as directed
by Council. Also, other questions or issues related to departmental operating budgets can be discussed as
desired by council members.
Regarding the remaining schedule for budget review, staff would request that Council consider the
following timeline:
• Tuesday, October 30 — addition of special council work session for the purpose of discussing
budget and other projects.
• Wednesday, November 7 — rescheduling of the November 14 work session as Mayor Droste and
Council Member Shoe -Corrigan will be in New Orleans for the National League of Cities
conference the second week of November. Scheduling for that first week of November is also
complicated by elections for School Board on Tuesday, November 6. By statute, we cannot begin
a public meeting until 8:00 p.m. Council should discuss a meeting schedule to conduct City
Council and Port Authority business on either Monday, November 5; late start on Tuesday; or
schedule all meetings for Wednesday, November 7.
SUMMARY
Staff requests the Council give direction related to budget policy issues and future meeting schedules.
2
4ROSEMOUNTEXECUTIVE SUMMARY
CITY COUNCIL
City Council Work Session: October 3, 2007
AGENDA SECTION:
AGENDA ITEM: Outdoor Recreation Complex Planning
Discussion
PREPARED BY: Dan Schultz, Parks and Recreation
AGENDA NO. P
Director
ATTACHMENTS: Updated concept designs 1 & 2 and
Sports/FacilitySports/Facility usespreadsheet
APPROVED BY:
RECOMMENDED ACTION: None, discussion only.
ISSUE
During the Parks and Recreation Commission's September 24th meeting, the Commission reviewed two
updated concept plans for the outdoor recreation complex. Both plans have a stronger focus on youth
only facilities than previous plans. The movement towards more youth only facilities was based on
stakeholder input and the attached Sports/Facilities Participation Spreadsheet that has been created with
the help of the local user groups. The spreadsheet identifies a need for additional youth fields for softball,
baseball, soccer, lacrosse and football. The spreadsheet also identifies that the fields at Erickson Park are
becoming inadequate for adult softball, but the Commission felt there is currently a greater need to meet
the need for youth facilities prior to addressing other issues.
SUMMARY
The Parks and Recreation Commission has recommended that we move forward with a final master plan
and detailed cost estimate for plan #2.
Staff would like to discuss with the City Council the costs related to the project and also the opportunities
we have to fund the project.
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ROSEMOUNTEXECUTIVE SUMMARY
CITY COUNCIL
City Council Work Session: October 3, 2007
AGENDA ITEM: St. Joseph's Facility Task Force Update
AGENDA SECTION:
Update
PREPARED BY: Dan Schultz, Parks and Recreation
AGENDA NO.
Director
ATTACHMENTS: None
APPROVED BY: %
RECOMMENDED ACTION: None, discussion only.
ISSUE
On Thursday, September 27, the St. Joseph's Task Force held their ninth meeting to discuss the future
reuse opportunities for the old church and school. Staff feels that we are on schedule to complete the
work of the task force by the end of the year. A written report regarding their work and a recommendation
on the reuse of the facilities will be provided to the City Council once the task force completes their work.
Staff will be providing the City Council with an update on the work that has been completed thus far and
our schedule for the remainder of the year.
4ROSEMOUNTEXECUTIVE SUMMARY
CITY COUNCIL
City Council Work Session: October 3, 2007
AGENDA ITEM: Proposal for community promotional web
AGENDA SECTION:
videos
PREPARED BY: Alan Cox, Communications Coordinator
22Q
AGENDA NO. ' ,f3
ATTACHMENTS: Proposed agreement; proposed
endorsement by City; webpage screen
APPROVED BY:
shots
RECOMMENDED ACTION: Discussion and guidance
The U.S. Conference of Mayors has a long-standing relationship with a video production company in
which the company produces short videos to promote communities in exchange for an endorsement by
the city of the company's efforts to sell advertisements to local businesses. The company, CGI
Communications of Rochester, N.Y., is offering to add Rosemount to its list.
The proposal includes six videos, each running 60 to 90 seconds. The main video would be narrated by
the Mayor; others would be voiced by a company employee. The company would send a photographer at
its own expense to Rosemount next spring to shoot material for the videos. The company would write the
copy for the videos but give the City the right to edit the script. CGI would edit the productions and place
them on its server for viewing by the public. CGI also would notify Google of the presentations in hopes
they will be added to the search engine's index of videos. The company would own the copyright on the
productions and the exclusive right to stream them online.
Under the terms of the agreement provided by CGI, the City would be required to post a link to the
videos on the homepage of the City website. The agreement requires that the link occupy a specific size,
although it appears some cities already in the program use smaller links. (See attached screen shot of
Rosemount homepage, with a box of the required size outlined. The proposed agreement does not
explicitly state where on the homepage the box must be located, just that it must be "prominently"
displayed. See also the attached homepage for Burnsville, using a smaller link.) The agreement also
requires that the City post the link with the label "coming soon" as soon as the agreement is complete,
even though the videos will not be ready for several months.
The proposed agreement also requires the City to sign a letter with an endorsement of the program that
CGI will use to reach local businesses and to market the service. CGI charges businesses a fee to create
the video and to position links to those videos around the display for the City presentations. (See attached
screen shot of the Burnsville video page.) It is unclear from the proposed agreement whether the program
is limited to Rosemount businesses.
Community Movie Showcase Agreement
CGI Communications, Inc.
130 East Main Street, 8th Floor
Rochester, NY 14604
(800) 398-3029 phone
(585) 427-0075 fax
Name: Jamie
Title: City Administrator
Address: 2875 145m St West
City, State, Zip: Rosemount MN 55068
Phone: 651-322-2078
Email: alan.cox@ci.rosemount.mn.us
Website: www.ci.rosemount.mmus
This agreement is between CGI Communications, Inc. and the City of Rosemount and shall remain in effect from the date it is signed by both parties until the third
anniversary of the date that the completed and approved Community Movie Showcase is made available for viewing via a link on the Rosemount website
homepage for viewer access. The term of this agreement shall automatically renew unless either party gives 60 days written notice of termination or modification
prior to expiration.
CGI Communications, Inc. and its e-LocalLink division shall provide a Community Movie Showcase as follows:
• Website Welcome video from your Mayor or other civic leader and an Education, Quality of Life, and Real Estate/Relocation video (approx. 1 minute in duration)
• Up to 2 additional videos to showcase various aspects of your community andlor organization (providing a total of 6 1 minute community highlight videos)
• Script writing and video content consultation
• A videographer will come to your location to film videos
• All aspects of video production and editing, from raw footage to final video including professional voiceovers and background music
• Final draft of Community Movie Showcase content subject to your approval
• Patent -pending OneClick- Technology and encoding of all videos into multiple streaming digital formats to play on all computer systems, browsers, and internet
connection speeds; recognized player formats include WindowsMedias and QuickTime®
• Store and stream all videos on CGI's dedicated server
• Business sponsors allowed on the perimeter of video panels
• Duration of sponsor participation will be one year and e-LocalLink is solely responsible for annual sponsorship fulfillment including all related aspects of marketing,
production, printing, and distribution
• Viewer access of the Community Movie Showcase from your website shall be facilitated by e-LocalLink providing HTML source code for graphic link to be
prominently displayed on the Rosemount _website homepage as follows: "Coming Soon" graphic link designed to coordinate with existing website color theme to
be provided within 10 business days of execution of this agreement; "Click Here to View Our Community Movie Showcase' graphic link to be provided to replace
the "Coming Soon' link upon completion and approval of videos
• e-LocalLink will own copyrights of the master Community Movie Showcase
• The City of Rosemount will assume no cost or liability for this project
The City of Rosemount shall provide the following
• A letter of introduction for the program on your organizations letterhead
• Assist with the content and script for the Community Movie Showcase
• Agrees to give e-Locall-ink the right to use organizations name in connection with the preparation, production, and marketing of the program set forth herein only
• Agrees to display the "Coming Soon" graphic link prominently on the Rosemount website homepage within 10 business days of receipt of HTML source code
• Agrees to display the" View Our Community Movie Showcase" link to be no less than 150 by 400 pixels prominently on the Rosemount website homepage for the
term of this agreement
• Provides e-LocalLink exclusive streaming video rights for the program described herein only
We, the undersigned, understand the above information and have full authority to sign this agreement.
The City of Rosemount, MN CGI Communications, Inc.
`_PLC eb- �<"
Name
Date:
Name (printed): Nicole Rongo
Title: Marketing Manager
September 2007
Dear Rosemount Business Owner:
The City of Rosemount was recently introduced to an exciting new technology that is sure to have a tremendous,
positive impact for promoting the public and the private assets of our wonderful community. We have accepted the
services for, and will participate in, a three-year promotional campaign conducted by CGI Communications, Inc.
(www. cgicommunic8.tions.com).
e-LocalLink, a division of CGI, will produce a series of online videos to showcase the assets and attributes that the
city of Rosemount has to offer to its residents, its visitors, and its business community. These videos will be
accessible for viewing via the City's website (www.ci.Rosemount.mn.us)
As you know, the city of Rosemount is dedicated to making our community a great place to live, work, shop and
conduct business. This project will highlight the advantages of living in and doing business here.
A representative of e-LocalLink will be contacting you with an offer for your participation. We encourage you to
consider supporting this program, which we feel is truly a win -win for all involved.
Sincerely,
Signature
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