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City Council

City Council Meeting Minutes

August 26, 2013


1.         Roll Call

Mayor Roe called to order the Roseville City Council regular meeting at approximately 6:00 pm, welcomed everyone, and made introductions.  Voting and Seating Order as called by Interim City Manager Trudgeon: McGehee; Laliberte; Etten; Willmus; and Roe.  City Attorney Mark Gaughan was also present.


2.         Approve Agenda

Councilmember Willmus requested removal of Consent Item 7.a entitled, “Approve Payments” for a separate vote.


Councilmember McGehee requested removal of Consent Item 7.d entitled, “Receive 2013 Second Quarter Financial Report” for a question or comment.


McGehee moved, Laliberte seconded, approval of the agenda as amended.


            Roll Call

Ayes: McGehee; Laliberte; Etten; Willmus; and Roe.

Nays: None.


3.         Public Comment

Mayor Roe called for public comment by members of the audience on any non-agenda items.  No one appeared to speak.


4.         Council Communications, Reports and Announcements

Councilmember Laliberte briefly reported on her attendance at the latest Snelling Avenue Bus Rapid Transit (BRT) community meeting, at which feedback was reviewed from previous community open houses held, most of them held further south on the intended line.  Councilmember Laliberte advised that there was some interest of those attending in receiving feedback specific to the Cities of Roseville and Falcon Heights, hosted at one of those cities; however, she noted that a hosting site and logistics remained pending at this time.  Councilmember Laliberte noted that some of the options, receiving numerous and varied opinions, included determining criteria for location of stops, as well as a dis-cussion of northbound stops at Snelling and University, with combined feedback from the communities involved and policy makers.  Councilmember Laliberte advised that the next meeting would focus on branding for future bus stops.


At the request of Councilmember McGehee, Councilmember Laliberte  advised that it had been determined that it would cost more to redesign buses to use hybrid fuel, making them not cost-effective; and that streetcar interests were being discussed closer to St. Paul proper with those discussions being held at the Rondo Library this week.  For those interested, Councilmember Laliberte referred them to the City of St. Paul’s website for additional meeting information.


5.         Recognitions, Donations, Communications


6.         Approve Minutes

Comments and corrections to draft minutes had been submitted by the City Council prior to tonight’s meeting and those revisions were incorporated into the draft presented in the Council packet.


a.         Approve Minutes of August 19, 2013 Meeting

Laliberte moved, McGehee seconded, approval of the August 19, 2013 Meeting Minutes as amended.



•          Page 5, Line 7 (Willmus)

Correct to read: “… Councilmember Willmus opined that the applicant was well in excess of that…”

•          Pages 11 & 12 (McGehee)

Councilmember McGehee stated that she continued to be in disagreement with the CIP discussion and its sustainability; and advised that she had there-fore asked Finance Director Miller to include that issue during future budget discussions. 


Mayor Roe clarified that Councilmember McGehee’s ongoing concerns were duly noted, but were not part of determining whether or not the meeting minutes stood as presented.

•          Page 15, Line 7 (Laliberte)

Correct to read: “…community could not handle additional [increases in fees.” 

•          Page 28, Line 15 (Etten)

Remove the word “infrastructure.”

•          Page 29, Line 2 (Laliberte)

Change to read: “… the end of December or January when the City Manager search [may resume] kicked off, allowing…”


Roll Call

Ayes: McGehee; Laliberte; Etten; Willmus; and Roe.

Nays: None.


7.         Approve Consent Agenda

There were no additional changes to the Consent Agenda than those previously noted.  At the request of Mayor Roe, Interim City Manager Patrick Trudgeon briefly reviewed those items being considered under the Consent Agenda.


b.         Approve Business & Other Licenses & Permits

Etten moved, Willmus seconded, approval of business license applications for the period of one (1) year, for the following applicants:



Type of License

Jolene Wiese, Massage Envy

2480 Fairview Avenue, Suite 120

Massage Therapist

Elements Therapeutic Massage

2100 Snelling Avenue N, 66B Har Mar Mall

Massage Therapy Establishment

Optimal Wellness Solutions, LLC

2233 N Hamline Avenue

Massage Therapy Establishment

Walgreens #15560; 2700 Lincoln Drive

Cigarette / Tobacco Products


                                                                                                Roll Call

            Ayes: McGehee; Laliberte; Etten; Willmus; and Roe.

            Nays: None.


c.         Adopt a Resolution to Accept the Work Completed, Authorize Final Payment and Commence the One-Year Warranty Period on the Twin Lakes In-frastructure Improvements – Phase II

Etten moved, Willmus seconded, adoption of Resolution No. _11088__ (Attach-ment A) entitled, “Final Contract Acceptance – Twin Lakes Infrastructure Im-provements – Phase II.”

Roll Call

Ayes: McGehee; Laliberte; Etten; Willmus; and Roe.

Nays: None.


e.         Adopt a Resolution to Accept the Work Completed, Authorize Final Payment and Commence the One-Year Warranty Period for the Josephine Lift Station Reconstruction Project

Etten moved, Willmus seconded, adoption of Resolution No. _11089__ (Attach-ment A) entitled, “Final Contract Acceptance – Josephine Lift Station Recon-struction Project (SS-11-18).”

Roll Call

Ayes: McGehee; Laliberte; Etten; Willmus; and Roe.

Nays: None.


8.         Consider Items Removed from Consent


a.         Approve Payments

Councilmember Willmus advised that he had requested removal of the list of payments, as there was a payment related to property his father owned on Ham-line Avenue, and he wanted to recuse himself from voting on that particular item to avoid any perceived conflict of interest.


Etten moved, McGehee seconded, approval of the following claims and payments as presented.      


Check Series #


ACH Payments


71102 – 71155





Roll Call

Ayes: McGehee; Laliberte; Etten; and Roe.

Nays: None.

Abstentions: Willmus.


d.         Receive 2013 Second Quarter Financial Report

At the request of Mayor Roe, Interim City Manager Trudgeon briefly summarized the Request for Council Action (RCA) dated August 26, 2013.


A revised page 2 of 13 of the Citywide Financial Summary had been provided by staff as a bench handout at the meeting,


Councilmember McGehee noted that on the Water Fund  Summary (page 10 of 13), with recently increased base rates among the highest in the metropolitan area, the Fund continued to operate at a considerable deficit, with no recommendations in place to repay the internal operational loan.  Councilmember McGehee advised that her removal of this item was intended to bring to the City Council’s consider-ation the possibility of a future bond issue to address that deficit, with water ser-vices were becoming an undue burden to Roseville homeowners.


For the benefit of the listening audience, Mayor Roe clarified that the changes made to the base rate had been recognized as not solving the problems with the fund in years 1 or 2; but going forward, the deficit should be resolved with only inflationary increases in the CIP specific to this fund; with the internal loan paid off through adjustments to user rates, with those plans in place.


Councilmember McGehee  suggested that  Mayor Roe was unnecessarily defen-sive of the CIP recommendations made by a task force of the previous Council. She requested that in the future he try to consider that others may have different opinions and respect those opinions.


Mayor Roe expressed appreciation for Councilmember McGehee’s comments; however, he stated that he felt it was important to share the additional information with the public as he had chosen to do.


Councilmember McGehee stated that she wanted to make sure all of the issues were in mind in November during final budget discussions.


Etten moved, Laliberte seconded, receipt of the Second Quarter 2013 Financial Report as amended.

Roll Call

Ayes: McGehee; Laliberte; Etten; Willmus; and Roe.

Nays: None.


9.         General Ordinances for Adoption


10.      Presentations


11.      Public Hearings


12.      Budget Items


13.      Business Items (Action Items)


a.         Authorize Staff to Negotiate a Five-Year Recycling Services Contract

Public Works Director Duane Schwartz summarized the three (3) responses to Requests for Proposals (RFP’s) as detailed in the RCA dated August 26, 2013; with the review committee recommending Eureka Recycling to the City Council as the vendor of choice for single-stream collection in wheeled carts with collec-tion occurring every other week, and expansion of those materials to be collected, all based on their analysis through the Best Value Proposal.  Mr. Schwartz briefly referenced the Foth Study funded by Ramsey County for conducting a cost analysis on ownership of the carts by the City or by the vendor.


Mr. Schwartz reviewed the results of the Eureka proposal as detailed on page 2 of the RCA.  Mr. Schwartz advised that initial analysis by Finance Director Miller pointed to a significant decrease for residential customers in the 2014 recycling fee, whether through a three (3) or five (5) year contract.  Mr. Schwartz advised that a more refined cost savings analysis by Mr. Miller would be provided later this fall as the fee schedule was reviewed and developed.


Mr. Schwartz advised that, even with a 2% escalator included by Eureka for sub-sequent years on the contract beyond 2014, costs would be significantly below average Ramsey County recycling costs.  Mr. Schwartz further advised that staff felt strongly that a five (5) year contract provided residents and the City with the best overall value going forward.  Mr. Schwartz noted that itemized costs for the other two (2) proposers were included in RCA materials.


If approved by the City Council, as staff would then negotiate the actual contract, with most of the provisions included as part of the RFP, Mr. Schwartz advised that staff was recommending vendor-owned carts, opining that given the bid and cost of carts, there appeared to be no reason for the City to take on the risk of cart ownership.  If the City chose to purchase the carts, Mr. Schwartz advised that they would be depreciated over ten (10) years.  However, Mr. Schwartz advised that staff had found no proposal with a vendor depreciating the cart cost over a long period resulting in good bids; and therefore indicating that there would be no advantage for the City to own the carts.


Councilmember McGehee thanked Mr. Schwartz for bringing the proposals for-ward in the format provided, expressing appreciation for including the criteria, and outside review by a Ramsey County contractor.  Councilmember McGehee concurred with the analysis in having the vendor owning carts based on earlier discussions about storage, replacement, and other factors creating an unnecessary burden for the City to take on cart management.


Councilmember Etten noted one other piece of the picture is preparing for aligning with the Ramsey County mandate for collection of organics in 2016, noting staff’s request for City Council discussion and direction on that.  Given that man-date, Councilmember Etten asked if it was the intent of Eureka to purchase split body trucks at this time, or in two (2) years as that mandate got closer.


Mr. Schwartz advised that representatives of Eureka and Foth Environmental were in the audience to respond to questions of the City Council.  From his recol-lection, Mr. Schwartz advised that Eureka wanted to determine how interested the City was early on to include those factors in their purchasing decision.  Mr. Schwartz clarified that Eureka was not considering those new trucks  immediately for pick-ups beginning on January 1, 2014 under the new contract, but to be ready for 2016.


At the request of Councilmember Willmus, Mr. Schwartz advised that three (3) different cart sizes would be available for residents, based on their usage; with the standard cart size 65 gallons, and choices of smaller (32-35 gallon) or larger (96 gallon); with the cart size having no impact on the cost to the household.


At the request of Councilmember Willmus, Mr. Schwartz confirmed that staff had discussions with Eureka and they advised that they would be fully automated and ready for pick-up by January 1, 2014, including distribution of wheeled carts to customers.


At the request of Mayor Roe, Mr. Schwartz reviewed RFP criteria and options for weekly or bi-weekly pick-up, with none of the vendors responding to the weekly option.


At the prompting of Councilmember McGehee, Mr. Schwartz asked for City Council directive if they wished for staff to hold subsequent discussions with Eu-reka on collection of organics; with no specific timeframe developed by either party at this point until that directive was clearer.


Councilmember Laliberte noted that, with Ramsey County mandating collection of organics, it was obvious that the discussion needed to occur, allowing Eureka to be first in those discussions.


Mayor Roe clarified that, even though Ramsey County was mandating collection of organics by 2016, the City didn’t need to commit at this time, as outlined in the RCA.


Mayor Roe invited comments from the Eureka representative who declined com-ment, standing with staff comments and perspectives.


Mayor Roe invited public comment at this time.


Public Comment

Liane Gale, 2862 Oxford Street N

As a Roseville resident since 2004, Ms. Gale spoke in support of Eureka as a non-profit organization, expressing her satisfaction with their service over the years, as well as their company’s mission, educational materials, and the various ways they reached out to the community to encourage waste reduction in general.  Ms. Gale further supported Eureka’s encouragement of curbside composting, and urged the City of Roseville to initiate that service soon rather than waiting for the Ramsey County mandate; opining that there were no compelling reasons to delay offering this service to the community.  Ms. Gale reiterated her support of Eureka Recycling as the vendor, and encouraged the City of Roseville to partner with this organization for providing curbside recycling collection services.


Eric Gilbertson, 1788 Skillman Avenue W

Mr. Gilbertson seconded the comments of Ms. Gale, opining that such a decision made environmental sense, especially the organizations’ support of zero waste efforts, putting Roseville in a proactive position.


Mayor Roe thanked Ms. Gale and Mr. Gilbertson for their testimony.


Councilmember Willmus suggested a discussion on the merits of a three (3) versus five (5) year contract.  Councilmember Willmus spoke in support of a three (3) year contract.  Since this is a new direction for Eureka, Councilmember Willmus advised that he would like to be the position of a shorter tenure if the agreement needed to change down the road rather than being tied to a five (5) year term.  Councilmember Willmus opined that a shorter term contract would also allow future City Councils to weigh in on some of these things, an overriding factor for his consideration.


Mayor Roe noted that a five (5) year contract would in effect provide the potential for three (3) City Council changes.


Councilmember Laliberte opined that the contract term was an area of considerable change, as experienced with previous contracts versus this most recent RFP; including not being aware of future changes on the horizon beyond organic col-lection.


Councilmember Etten questioned if there would be added costs in moving for-ward with curbside organics collection that would require renegotiation of the contract.


In response, Mr. Schwartz advised that renegotiations and a contract amendment would be necessary, but would not affect the base recycling fees; with it being ul-timately up to the City Council whether or not to accept those renegotiations.


Under that scenario, Councilmember Etten spoke in support of a three (3) year contract as well to avoid having a longer term contract should those renegotiations not prove favorable for the City leaving Eureka as its only option.


At the request of Councilmember McGehee, Mr. Schwartz advised that there would be minimal impact to households with either a three (3) year versus a five (5) year contract, as detailed in the RCA (page 2 of 5, lines 27 - 28).


Councilmember McGehee opined that, no matter the term of the contract, the City and its residents would be saving money.  Councilmember McGehee stated that she felt strongly about the values of the Eureka organization for this service, not-ing that they were moving forward with the purchase of new equipment.  While supportive of a five (5) year contract, opining that it provided a better deal for res-idents as well as the Eureka firm, Councilmember McGehee recognized that she seemed to be in the minority in supporting staff’s recommendation for a five (5) year contract, and therefore could support a shorter term contract based on majori-ty preference.


Mayor Roe sought clarification from Councilmembers if there was any objection for vendor owned carts; with no comment received.


Willmus moved, Laliberte seconded, authorization for staff to negotiate a three (3) year recycling services contract with Eureka Recycling with vendor-owned carts; with the final agreement to come before the City Council for action.


Mayor Roe stated that a three (3) year contract seemed logical, but he would have also been fine with a longer term, with any risk associated with those additional two (2) years having been addressed in the contract.  However, with the potential cost for curbside organics collection, Mayor Roe opined that this allowed some protection for the City.


Roll Call

Ayes: McGehee; Laliberte; Etten; Willmus; and Roe.

Nays: None.


With Mayor Roe suggesting that discussions begin in 2015 for the organics collect, Councilmember McGehee opined that those discussions should begin before then.  Since the City would essentially be in partnership with Eureka, Councilmember McGehee suggested that they provide a presentation on those options to facilitate a future discussion, opining that she preferred something other than every other week pick-up for organics.


Councilmember Laliberte thanked members of the Review Committee, as well as members of the Public Works, Environment and Transportation Commission for their work on this issue.


Councilmember Willmus expressed his appreciation to Eureka staff for going the single sort direction as well as automation, opining that it was something that had come up often in his conversations with residents, and expressed his personal and residents’ collective appreciation in them making this transition.


Councilmember Etten also expressed appreciation to Eureka for expanding collection of more plastics, noting that it had also come up often during his conversations with residents; opining that it was a great addition to curbside collection services.


b.         Authorize Administration Department Reorganization

Interim City Manager Patrick Trudgeon briefly summarized the proposed implementation for reorganization of the Administration Department as detailed in the RCA dated August 26, 2013; and as previously discussed with Councilmembers.  Mr. Trudgeon clarified that this was only intended as an interim step to improve services based on current resources and the need to revamp priorities for enhanced communication efforts.  Mr. Trudgeon advised that, as detailed, shuffling duties and providing some additional support for the Human Resources function, the proposed reorganization should work for 2014.  Mr. Trudgeon cautioned that the future City Manager would need to return with a more long-term proposal for future administrative needs and alternative options, including voucher management, centralized purchasing and other needs down the road.  Mr. Trudgeon advised that his priorities at this time would include finishing job descriptions, advertising for positions as applicable, authorization for the Senior Office Assistant to move from part- to full-time; and assist Human Resources Manager Eldona Bacon in completion of implementation of the HRIS.


Councilmember McGehee stated that she definitely agreed with Interim City Manager Trudgeon; however, she opined that that this was only a patchwork job, and didn’t provide a full view of what was needed long-term or a good administrative department. Councilmember McGehee further opined that Mr. Trudgeon had done an excellent job of aligning jobs with current resources and budget, but that it was not sustainable.  Councilmember McGehee advised that she would support a full-time Office Assistant and advertising for a Communications Manager.  However, Councilmember McGehee opined that she did not like the Senior Office Assistant being responsible to two (2) bosses: the Assistant to the City Manager/City Clerk and the Human Resources Manager, further opining that she had heard that a full-time assistant was needed for the Human Resources function.  Councilmember McGehee noted that the additional staff needed for the Human Resources and Administrative functions would also be tasked as the primary greeter in the office, and with numerous interruptions during the day, it would severely limit the work of that person.  Councilmember McGehee stated that she pointed out these issues, noting that the Interim City Manager was well aware of these fundamental issues, and opined that she would add to the list of his goals to provide his ultimate review of the Administration Department and unbiased recommendations to get the department to a level of efficiency and work proportioned for the most effective operation.  Councilmember McGehee stated that the City Council had heard repeatedly that people were working in excess of seventy (70) hours per week, and opined that this was an unreasonable expectation as a daily work load; prompting her request for an ultimate overview to achieve optimum circumstances.


Councilmember Laliberte agreed that the chain of command graphics showing direct reports for the Senior Office Assistant to two apparent supervisors proved problematic for her, even while understanding that both of those positions needed help.  However, Councilmember Laliberte expressed her preference that some differentiation is provided to show a clear reporting structure.


Mr. Trudgeon clarified that the graphics were simply representative that the position worked for both, with both Human Resources and Administration providing work flow to that person, while all parties clearly understood the reporting structure.


Mayor Roe concurred with concerns that only one person provide feedback, direction and employee evaluations for the Senior Office Assistant position.


Specific to the Assistant to the City Manager/City Clerk position and development of the job description, Councilmember Laliberte opined that there needed to be enough flexibility to adjust it as indicated, opining that the listed duties were too much for one person to do in a normal day, week or month, and requiring refinement.  Councilmember Laliberte recognized that, once Human Resources no longer needed as much assistance, with the HRIS was fully implemented and reducing some of the current workload, the position should be evaluated once again.


Recognizing that the Communications Manager position would be receiving funding support from the Housing & Redevelopment Authority (HRA), Councilmember Etten questioned if there would be a net gain realized for that position and completion of objectives while sharing duties among HRA and Administrative needs; and also meeting the goal of breaking down silos and absorbing some of the extra work from other departments.


Mr. Trudgeon advised that the current structure allowed for 1.5 FTE and the new structure would provide for 2.0 FTE, with the expectation that a higher level employee could more fluidly cross departments and make strategic sense of how to accomplish the goals, and directly report that process to the City Manager and Department Heads.  While he didn’t expect the position to be at the same level as Department Heads, Mr. Trudgeon advised that he did envision them being involved in the same discussions; anticipating that the barriers could be broken down and provide a better and more consistent end product.


At the request of Councilmember Etten, Mr. Trudgeon clarified that the intent was that the overall branding would be similar to the level and quality of today’s HRA marketing efforts.  Mr. Trudgeon advised that the HRA was interested in being part of versus separate from a unified city-wide branding; suggesting that the joint efforts will prove beneficial to all parties within the City organization.


Specific to the City Clerk position taking on best value contract efforts, Councilmember Willmus questioned how that position could address ongoing functions in that incredibly time-consuming role.


Councilmember Trudgeon advised that the position had performed that function with the recent recycling contract; and clarified that the intent was only for administrative and City Council contracts, not city-wide, which would prove few and far between.  However, if needed, Mr. Trudgeon advised that the function could be evaluated and revisited if indicated to be problematic.


Specific to the Communications Manager and Specialist areas, Councilmember Laliberte recognized some apprehension by some departments to truly turn over this function; and expressed her hope that a good hire will inspire confidence and free up employees in those departments to perform other work, with one go-to person servicing the entire City.  Councilmember Laliberte expressed her appreciation in Mr. Trudgeon’s attempts to make that happen.


Councilmember McGehee concurred with that comment; and recognized the considerable effort and funding made by the HRA for their branding, opining that it was now very well established.  From her personal perspective, Councilmember McGehee suggested that their brand or a portion of it could be carried over, since it seemed to be a good brand with effectiveness; opining that she could think of no department in the City that wouldn’t fit with that HRA brand.  Regarding the City Clerk position functioning in best value contracting during elections, as an example, Councilmember McGehee concurred that it could prove overwhelming for one person.  Recognizing the proposed reorganization as a good interim step, Councilmember McGehee reiterated her preference for Mr. Trudgeon to provide an ultimate overview of the entire operation.


Mayor Roe opined that there was no question in his mind that this proposed reorganization would provide an opportunity to make the current arrangement better.  Mayor Roe suggested that baby steps may be necessary before finding the best final step.


Etten moved, McGehee seconded, authorizing the Interim City Manager to implement the Administration Department reorganization as presented (Attachment A) that includes the creation of the Communications Manager position; the retention of one (1) Communications Specialist position; the conversion of the Executive Assistant position to an Assistant to the City Manager/City Clerk position; and making the Senior Office Assistant position full-time.


At the request of Councilmember Laliberte, Mr. Trudgeon advised that he anticipated the outside window for implementation as January 1, 2014; however, ad-vised that his first step was to rework the job descriptions to determine where those positions fit in the overall compensation picture.  Mr. Trudgeon advised that he would like to have those solid job descriptions completed by the end of September to achieve that start date of January 1, 2014, but if opportunities arose to fill them sooner, he would pursue that option.  Mr. Trudgeon reiterated that his main thrust would be to make sure everything was in place to finalize the job descriptions; and if needed sooner, he would bring that information forward to the City Council for funding through the Communications Fund, but did not see any impact to levy funded areas.


Mayor Roe echoed the comments of other Councilmembers, concurring that the Senior Office Assistant position needed immediate implementation from part- to full-time, better sooner than later.  Mayor Roe also noted that the Communication Manager position was also a high priority, since it had been a year since discussions for redevelopment of the City’s website, with that still on hold.  Mayor Roe recognized that there was a process involved; but offered his support of the motion.


Roll Call

Ayes: McGehee; Laliberte; Etten; Willmus; and Roe.

Nays: None.


14.      Business Items – Presentations/Discussions


15.      City Manager Future Agenda Review


16.      Councilmember Initiated Items for Future Meetings


17.      Adjourn

Laliberte moved, Etten seconded, adjournment of the meeting at approximately 7:08 pm.

            Roll Call

Ayes: McGehee; Laliberte; Etten; Willmus; and Roe.

Nays: None.