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Council Meeting Minutes
May 11, 2015
1. Roll Call
Mayor Roe called
the meeting to order at approximately 6:00 p.m. Voting and Seating Order: Willmus,
Etten, McGehee, Laliberte and Roe. City Manager Patrick Trudgeon and City
Attorney Mark Gaughan were also present. Mayor Roe noted that Councilmember
Laliberte had previously advised she would not be available due to scheduling
2. Pledge of
3. Approve Agenda
At the request
of staff, Business/Action Items 14.c and 14.d were removed from tonight's
agenda as violations at 2241 had been resolved and violations at 959 Brenner
Avenue were substantially completed, bringing both properties into compliance
with City Code nullifying the need for a City abatement process to proceed.
Due to a recent
resignation on the Community Engagement Commission, City Manager Trudgeon
requested the addition of Consent Item 8.f to initiate the advertisement for candidates
to fill the unexpired term, as detailed in the Request for Council Action provided
as a bench handout.
Willmus moved, Etten
seconded approval of the agenda as amended.
Etten, McGehee and Roe.
4. Public Comment
Mayor Roe called
for public comment by members of the audience on any non-agenda items.
Georgeann Hall, 385 Transit Avenue
Ms. Hall read a
written statement regarding solid waste ending up in landfills, and encouraged
the City Council to be proactive in addressing this situation now to determine
how solid waste will be disposed of over the next 15-20 years rather than
letting someone else end up responsible for doing so.
Dee Kennedy, representing residents at 405 Brooks Avenue, Barbara
Anderson (her sister) and Bert Lindberg
brought to the City Council's attention the status of her sister's home that
had recently been put on the market. Ms. Kennedy expressed concern that a sale
of the home would be delayed due to the ongoing code enforcement issues at an adjacent
home. Ms. Kennedy noted that she had made the City Attorney aware of this
long-term situation with six vehicles parked in the adjacent home's driveway, a
boat stored in the front yard, and numerous items stored in the back yard.
At the request
of Mayor Roe, City Attorney Gaughan responded that he had brought the issue to
the attention of the City's code enforcement personnel for resolution.
noted that she had spoken with Brian Englund from the City, and had been
advised that the adjacent property owner had been notified in accordance with
the legal process for code violations and had until May 20, 2015 to take action
prior to the City pursuing an abatement or citation process to resolve the
violations. Ms. Kennedy asked for assistance in getting the immediate problem
resolved, and opined that the situation should not be allowed to continue in
this neighborhood of other well-kept properties. Ms. Kennedy advised that she
had spoken to the owner of the property who admitted he does not live there but
only used it for storage; and while he was nice and agreed to resolve the
situation when asked by Ms. Kennedy, he had yet to do so.
also noted an apparently broken water main in front of the home she has for
sale and asked the City's attention to this as well so it did not serve as a
further detriment in selling the home.
noting the current physical and emotional health of her sister, asked that City
staff not communicate in any way with her sister or brother-in-law, but only
directly to her as she has Power of Attorney for them, and should be the only
point of contact. Ms. Kennedy provided her business card to each Councilmember
as well as City Manager Trudgeon and City Attorney Gaughan.
Willmus asked staff to provide an update to the City Council as this process
Trudgeon duly noted that request; and reviewed the detailed breakdown of the
process with the adjacent property owner to-date, confirming that the second
violation notice had been sent out and the property owner had until May 20,
2015 to resolve the violations, following the normal process. Mr. Trudgeon
advised that the next step, if violations remained unattended to, would be to
proceed with a request to the City Council for a Ramsey Court citation; and
agreed the City Council would be advised of the process as it continued.
Ms. Kennedy, Mayor Roe noted that usually when something is scheduled before
the City Council for abatement or Ramsey County citation, it provided
sufficient incentive to get the issue resolved, but assured her the City would
make sure the process was used to its fullest effect.
advised that she had spoken to Public Works Director Marc Culver who had been
very helpful and had assured her that the City could cooperate with her
attempts to sell the home and not leave the water main excavation area open on
weekends when she schedules showings.
Communications, Reports, and Announcements
announced the upcoming Open House by the Greater Minnesota Housing Corporation
(GMHC) to present an updated proposal for the Dale Street Project to residents
for their information and feedback; two Special City Council meetings scheduled
this spring for budget presentations by various departments as part of the 2016
budget process; and a free Shredding Day in Roseville for residents to discard
of documents in a secure manner, shredded on site and then recycled.
announced that the Police Department was conducting a toiletries drive for
students in need at the Roseville Area High School, as a supplement to
approximately ninety families who use the area food shelf, by providing youth
with personal hygiene products. Mayor Roe noted that a donation box was
located outside the Police Department office lobby, and cash donations could be
paid to the Police Department in their office during regular business hours.
Additional information was available from the Police Department by contacting
Kelly Roberto at 651/702-7204.
Donations and Communications
Proclaim Public Works Week
Mayor Roe read
a proclamation declaring National Public Works Week on May 17 - 23, 2015 in the
City of Roseville; recognizing the hard work, dedication and importance of all
City, County and State Public Works employees and the work they perform in
service to the community.
McGehee moved, Etten
seconded, proclaiming May 17 - 23, 2015 as National Public Works Week in the
City of Roseville.
Willmus, Etten, McGehee and Roe.
7. Approve Minutes
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.
Approve City Council Minutes from May 4, 2015 Meeting
Willmus moved, McGehee
seconded, approval of May 4, 2015 Meeting Minutes as amended.
Page 3, Lines 33 - 34 (McGehee)
paragraph in its entirety
Page 13, Line 11 (McGehee)
correction from "ant" to "and"
Page 15, Line 23 (McGehee)
correction from "changed" to "changes"
Page 23, Lines 3 - 4 (McGehee)
correction from "while noting the need [to] [for] condition[al]
uses to provide a buffer for the lake as one example."
Page 31, Lines 1 - 3 (Willmus)
paragraph to read: "Mayor Roe clarified that it was a P use with
conditional uses applied." (Delete remaining verbiage).
8. Approve Consent Agenda
There were no
additional changes to the Consent Agenda than those previously noted. At the
request of Mayor Roe, City Manager Patrick Trudgeon briefly reviewed those
items being considered under the Consent Agenda; and as detailed in specific
Requests for Council Action (RCA) and related attachments, dated May 11, 2015.
Willmus moved, McGehee
seconded, approval of the following claims and payments as presented and
77333 - 77399
Approve Business and Other Licenses and Permits
moved, McGehee seconded, approval/renewal of business and other licenses and
permits for terms as noted.
Approve General Purchases and Sale of Surplus Items in Excess of
the request of Mayor Roe, City Manage Trudgeon clarified that this contracted
amount was only a portion of the total stormwater budget shown on Attachment A.
moved, McGehee seconded, approval of general purchases and contracts for
services, and where applicable, trade-in/sale of surplus equipment as noted in
the RCA and Attachment A entitled, "2015 Capital Improvement Plan Summary," updated April 30, 2015.
Approve St. Christopher Property Assessment Request
Mayor Roe noted
a typographical error on the draft resolution in the first "WHEREAS," correctly
identifying the PACE program.
Willmus moved, McGehee
seconded, adoption of Resolution No. (Attachment A) entitled, "Resolution of
the City of Roseville adopting the Assessments, Levying the Assessments and
Adopting the Assessment Roll for Property Assessed Clean Energy (PACE) Charges
for St. Christopher's Church, located at 2300 Hamline Avenue;" as
Request by the Community Development Department to Hire Sambatek
as the Consultant to Draft Amendments to the Existing Tree Preservation and
Replacement Regulations and New Planned Unit Development Regulations
thanked staff for taking action to address these issues through use of a
consultant as applicable.
Willmus moved, McGehee
seconded, approving Sambatek as the consultant to complete the Planned Unit
Development (PUD) and Tree Preservation Zoning Code processes; to enter into
contracts for each service; with the contract for PUD services not to exceed
$9,401.00 and the contract for tree preservation services not to exceed
$7,905.00, unless the scope of services changes after the Consultants meet with
the City Council on June 22, 2015; and authorize execution of the
necessary documents by the Mayor and City Manger.
Willmus moved, McGehee
seconded, approving S & S Tree Service as the consultant hired to complete
all tree preservation plan reviewed, approvals, inspections and enforcements
consistent with existing requirements of Roseville City Code, Section 1011.04,
enter into a contract for this service; and authorize execution of the
necessary documents by the Mayor and City Manger.
Community Engagement Commission Vacancy
Willmus moved, McGehee
seconded, declaring a vacancy on the Community Engagement Commission, direct
staff to advertise for applicants to serve to pursue the process for subsequent
appointment as outlined in the May 11, 2015 RCA.
Consider Items Removed from Consent
General Ordinances for Adoption
Receive the 2014 Audit Report and Financial Statements
Chris Miller introduced Matthew Mayer to provide the annual audit presentation,
and recognized Assistant Finance Director Jason Schirmacher, who had taken the
lead role for this team-effort in this year's report.
Miller referenced three bench handouts provided at the dais tonight representing
various components of the audit, entitled: "City of Roseville, MN Comprehensive
Annual Financial Report;" "Reports on Internal Control and Compliance with
Government Auditing Standards and Legal Compliance;" and Communications
Letter; all for the Fiscal year Ended December 31, 2014.
Mayer, with the firm of Kern, DeWenter, Viere (KDV) provided an overview of the
Annual report, components of the audit process itself and any required
disclosures or findings. Mr. Mayer reported that his firm was providing a
clean opinion on the 2014 budget report and the City's basic financial
statements based on testing in accordance with Minnesota Legal Compliance and involving
the report on Internal Control over Financial Reporting and compliance and other
matters based on an audit of the financial statements performed in accordance
with Government Auditing Standards.
Mayer reported that the only finding this year was related to Material Audit
Adjustments, and addressed in their Management Letter under Financial Analysis
and Required Communication; and noted the finding had already been corrected by
Mayer provided a brief overview of various funds outlined in the reports, including
the General Fund and each Enterprise Fund with an without depreciation figured
in. Mr. Mayer addressed the results to those funds of recent utility rate
adjustments made in recent years; suggesting caution about the sustainability
of continuing to use reserve funds in the Golf Course Fund.
Mayor Roe and
Councilmember McGehee thanked Mr. Miller and his staff for the excellent report
and work indicated.
Mr. Miller noted
that, as the council has time to absorb the report outside of the meeting,
staff and/or Mr. Mayer would stand for questions as they arose.
McGehee moved, Etten
seconded, accepting the 2014 Annual Financial Report as presented.
Business Items (Action Items)
Request to Purchase Parcel ID #1429232400029 for Stormwater and
Wetland Mitigation Purposes
Director Marc Culver summarized the request as detailed in the RCA, as well as
providing a brief overview of the upcoming reconstruction of Victoria Street
and wetland and stormwater requirements and a proposed mitigation design.
As outlined in
the RCA, Mr. Culver reported that the appraised value property needed for the
stormwater easement was $57,900, and the total market value of the parcel was
appraised at $96,500. Mr. Culver advised that staff had met in a preliminary
manner with the current property owner who had expressed their willingness to
sell the entire parcel. Mr. Culver stated staff's recommendation to acquire
the parcel to provide a buffer to existing wetlands as further detailed in the
RCA. In discussion with the Capitol Region Watershed District (CRWD), Mr.
Culver advised that their Board of Directors had recently approved a grant to
the City of Roseville for up to 50% or a total of $38,600 for purchase of the
parcel that addressed the gap between the easement cost and entire purchase
price. If acquisition was approved by the City Council, Mr. Culver advised
that funds were intended to be used for the purchase from the Stormwater
As part of the
conditions for the grant funds and participation from the CRWD, Mr. Culver
advised that the land must remain in public ownership in perpetuity for
primarily wetland protection and buffer purposes via a conservation easement or
similar instrument granted to the CRWD. Mr. Culver noted that the conditions
also provided that the City remain responsible for all future ownership, maintenance
and land management costs; and further noted that the CRWD seemed amenable to
the addition of a future trail adjacent to the park.
Willmus moved, McGehee
seconded, approval of the purchase of Parcel ID #142923240029 in the amount of
$96,500 with cost participation from the Capitol Region Watershed District, as
detailed in the RCA dated May 11, 2014.
Request by the Community Development Department for Approval of a
Predevelopment Agreement with the Greater Metropolitan Housing Corporation
(BMHC) for the Dale Street Fire Station Site
Development Director Paul Bilotta briefly summarized this requested action as
detailed in the RCA. Mr. Bilotta noted a bench handout had been provided
consisting of a corrected draft Preliminary Development Agreement and language
as pointed out by Councilmember Etten during his review, correcting language
previously attributed to the City's Housing & Redevelopment Authority and
changed to the City as applicable.
Etten moved, McGehee
seconded, adoption of Resolution No. 11221 entitled, "Resolution Approving a
Predevelopment Agreement between the City of Roseville and the Greater
Metropolitan Housing Corporation (GMHC);" for the Dale Street Fire Station
Redevelopment Project Area; authorizing performance of all necessary actions to
meet the City's obligations as identified in the executed Predevelopment
Agreement; as amended.
Community Development Department Request to Perform an Abatement
for Unresolved Violations of City Code at 2241 Oxford Street
previously noted, this item was removed from tonight's agenda.
Community Development Department Request to Perform an Abatement
for Unresolved Violations of City Code at 959 Brenner Avenue
Request by the Community Development Department to Approve the
Roseville Environmental Review Worksheet (RERW) related to the HR, LLC 9TPI
Hospitality) Project at 2750 Cleveland Avenue
Thomas Paschke summarized this request as detailed in the RCA and attachments.
previously raised to staff, Councilmember McGehee questioned wetlands located
west of Langton Lake Park and their drainage, as well as Little Johanna and its
identification as an impaired water, and asked that staff keep those issues in
mind going forward.
McGehee further questioned the apparent omission in the RERW form, as she'd
brought to Community Development Director Bilotta's attention, related to any
testing done for TCE in the aquifers, one of the most worrisome of pollutants
in that area
clarified that in the review of this particular site (the former Old Dominion
property), no TCE was noted, nor was it found during development of the
Metropolitan Council's Park & Ride facility, as it had been found at the
Wal-Mart Development (roadway) and former PIK sites. Mr. Paschke assured Councilmember
McGehee that this and any future developers would need to continue to work with
the Minnesota Pollution Control Agency (MPCA) directly on any contaminated soil
monitoring, remediation and/or removal.
Since the City
had changed the format of the voluntary RERW form, Councilmember McGehee sought
clarification from the City Attorney as to whether any apparent absence of
adherence to MPCA requirements caused the City additional liability.
Councilmember McGehee suggested erring on the side of caution to ensure
required testing was ongoing.
At the request
of mayor Roe, City Attorney Gaughan advised that, since the City was not the
owner of the property, and the city's requirement for environmental review was
voluntary, and not mandated by State EAW rules, he was not aware of any
additional liability the City would be taking on in this attempt to simply hold
developers to a higher standard than required by State law.
Mayor Roe concurred,
clarifying that this RERW was not a mandatory EAW.
McGehee expressed her concern that developers and/or contractors continue to be
At the request
of Councilmember McGehee, Mr. Paschke offered to be the point person or liaison
person managing environmental aspects of this project moving forward.
Development Director Paul Bilotta further expanded staff's response and
clarified that the MPCA would continue to handle environmental issues for
developers and their various engineering firms. Mr. Bilotta further noted that
the City was developing its own Request for Qualifications (RFQ) to establish
qualified consultants to review developer environmental issues, in addition to
the normal review by the City's Building Inspection and Engineering/Public
Works Departments as part of the plan approval process and their oversight of
how materials are disposed of, all part of staff's oversight of construction
response to wetland concerns, Public Works Director Culver noted on preliminary
maps the location of smaller wetlands shown on the west side of Langton Lake
Park and addressed current drainage of the site into the Iona and Mt. Ridge
drainage systems, as well as other areas, with runoff from the site currently
flowing to that system north and west along Iona and north into the existing
Wilson Pond in the northeast corner of County Road C-2 and Cleveland Avenue.
Mr. Culver advised that drainage of this site was currently and would continue
to flow there; however, as part of the development, he noted required
stormwater features including an underground stormwater storage system. Mr.
Culver noted this would result in less overall runoff from the site, which
would of course be rate controlled, but not flow into Langton Lake Park or its
In her role
testing the water quality of Langton Lake, Councilmember McGehee noted that the
lake was fed largely by stormwater, and questioned if future runoff was
filtered into an underground tank system, would future levels on the lake be
negatively impacted. Councilmember McGehee suggested some consideration be
given to maintaining a reasonable level for the lake in the future, rather than
capturing it all and sending it elsewhere.
Mr. Culver duly
noted that suggestion, clarifying that proposed stormwater management would be
addressed around this site as well as if and when future development occurs in
As often seen
with construction projects and a material handling plan addressing how to deal
with dust (e.g. watering it down to minimize it), Mayor Roe questioned who
would be responsible for street sweeping as trucks leave site, since he did not
see that addressed in the RERW.
responded that, as part of the City's normal erosion control permitting
process, the developer had to maintain construction entrances to prevent that material
getting into the streets, addressed via sweeping requirements. Mr. Culver
advised that staff made periodic inspections, and developers were required to
'sweep on demand,' and if they did not comply, the City held an escrow account
allowing reimbursement if the City was required to perform that sweeping.
Etten moved, McGehee
seconded, accepting the HR LLC (TPI Hospitality) Environmental Review Worksheet
(ERW) requirements established by City of Roseville Resolution No. 11198; and directing
staff to approve permits when such necessary information and project details
comply with City and State Code.
Councilmember McGehee stated that she appreciated this document and developer
responses, and the way staff reviewed it. However, Councilmember McGehee
stated that her only caution is to have the form's future format not indicate a
developer didn't have to answer a question without a further explanation of
rationale in not requiring them to do so (e.g. traffic study).
suggested stating, as an example in this case, that the traffic study existed
elsewhere to address the rationale in not requiring a response from the developer.
McGehee suggested, whenever something was referenced by the RERW, it become
part of the document or at a minimum a summary of the referenced material.
Business Items - Presentations/Discussions
Review Draft Policy Priority Planning Document
Patrick Trudgeon provided an overview of this first look by the City Council of
staff's attempt to identify strategic initiatives as part of the City Council
Retreat held in February and five strategic priorities, key outcome indicators
(KOI), and targets it had established, along with Department Heads, at that
time. A Summary Document (Attachment A) and Retreat Facilitator Craig Rapp's
Summary Report (Attachment B) were referenced by Mr. Trudgeon, as outlined in
noted that this first look at strategic initiatives developed by staff was
intended to provide talking points for further discussion and a general overview
of those initiatives. Mr. Trudgeon advised that the intent was to provide
check-in and reporting opportunities by staff to the City Council on those
efforts over the next two years. As noted on Attachment A entitled "City of
Roseville Strategic Plan Summary 2016 - 18," Mr. Trudgeon noted the KOI and
Targets were broken into different subgroups, with Department and Assistant
Department Heads in attendance tonight to speak to each of the areas they'd
worked on, even though the entire group had addressed all of the initiatives
from an organizational standpoint to determine if they were feasible. While
this is only a summary, Mr. Trudgeon expressed staff's excitement in working
with the City Council on their direction over the next two years.
suggested, after the City Council had time to provide feedback and further
consider the documents and staff's presentation tonight, the draft plan be
brought forward at the June 8, 2015 City Council meeting for final
consideration and approval. However, Mr. Trudgeon recommended that the City
Council receive public input on the draft document at tonight's meeting as well
as at the June 8, 2015 meeting.
assigned: City Manager Pat Trudgeon and Fire Chief Tim O'Neill
Trudgeon briefly reviewed the strategic initiatives outlined on Attachment A
for City Council consideration and feedback.
McGehee expressed appreciation for the template idea, recognizing that it would
require a lot of work but also provided an automatic guide internally and
externally as staff guided changes, or for new people coming into the process.
However, Councilmember McGehee questioned how and at what point additional
information was provided to the City Council, or how moving from presentation
to action was anticipated and in what format it would come forward.
Councilmember McGehee expressed her interest in receiving more information
sooner rather than later and in advance of a meeting.
Trudgeon responded that the format would depend on the specific topic, whether
bringing information forward for a first look as a preliminary presentation and
then subsequently for action at a future meeting, either on the Consent Agenda
or Business/Action Item, depending on the topic. Mr. Trudgeon noted some initiatives
would be more straightforward and require less review, while others would be
more involved and not as routine in nature. Mr. Trudgeon noted the need for
the City Council to make that determination and provide staff with sufficient
feedback as to what information they were seeking to be included on future
RCA's depending on the particular topic.
expressed appreciation for City Manager Trudgeon's comments, opining that often
staff looked at issues differently than the City Council, but at the end of the
day the elected body was accountable to the voters. Councilmember Willmus
noted that this often created a messy, sloppy process needing to be muddled
through. However, Councilmember Willmus opined that this City Council had been
effective in working through a myriad of complex issues, and while not always
pretty or on the proscribed schedule they remained accountable to their
constituents. Under that scenario, Councilmember Willmus noted that often
things may come up during a City Council meeting that staff had not previously
thought about and therefore additional information and time was required to
resolve a particular issue.
strategic initiative identified as "establish framework for respectful dialogue
and exchange of ideas," Councilmember Willmus opined that there would always be
Councilmembers who were passionate about a particular issue and who may
disagree. However, Councilmember Willmus questioned the benefit for staff to
spend too much time attempting to address that concern.
much additional preliminary work may be required of staff to get information to
the City Council ahead of time and how that may dramatically change the current
operating procedures, Councilmember Etten cautioned creating additional work
for staff that may not prove useful to the City Council. Regarding timeframes,
Councilmember Etten expressed appreciation for those times staff clearly laid
out in the RCA the "next steps" and a proposed timeframe (e.g. Dale Street Project).
Using the Dale Street Project as an example, Councilmember Etten suggested
pulling some of the pieces from the Development Agreement for that timeline to
provide a direct target or window for presentations or action by a Commission
or the City Council, since staff often has that information available without
causing them too much additional work.
recognizing that the strategic initiative identified as "establish framework
for respectful dialogue and exchange of ideas," may be tough to maintain a continuum
for respectful meetings, Councilmember Etten suggested each new City
Councilmember packet include a refresher from the League of Minnesota Cities
(LMC) materials for discussion. Councilmember Etten agreed that, while the
body could agree to disagree, there should always be a reminder to remain respectful
with no need to go for blood.
referenced initiative, Mayor Roe opined that respect went beyond the City
Council, but also the City Council's respect of staff, and also to everyone
participating in a meeting. Mayor Roe further opined that it was the City Council's
role to set a good example for everyone else, otherwise it became easy for a
member of the community to follow the Council's bad example.
As part of that
respect initiative, Mayor Roe suggested a trial period providing an opportunity
for anyone participating in a meeting to turn in a response at the end of that
meeting as to whether they found the meeting respectful or not, with a tally of
those responses to see if it matched the impressions of the City Council.
Mayor Roe suggested this would provide a chance for feedback, whether at the
end of the meeting, or reported at the next meeting, and if tracked for awhile,
it may provide enlightening. Mayor Roe recognized that there would always be issues
where someone was passionate, and regardless of how the discussion went, if the
decision didn't go their way, they may feel it wasn't a respectful meeting.
However, overall, Mayor Roe noted the desire was to do public business in a respectful
getting preliminary information earlier under the strategic initiative to "improve meeting management," Mayor Roe noted this was of benefit to the public
as well as the City Council by involving them earlier in the process. Mayor
Roe noted there would be obvious exceptions when negotiations were underway or
developments not yet ready to make a formal application. However, Mayor Roe
opined it would be beneficial to have mechanisms available if they didn't become
overly cumbersome or burdensome to staff and as things were ready to be moved
to a public forum.
McGehee opined that to here there seemed to be two points to consider under
that initiative: that of the City Council as addressed, but also from staff's
perspective. Councilmember McGehee noted there were times when staff brings
things forward and the City Council didn't respond in a timely fashion, or the
City Council didn't provide the information staff needed. Councilmember
McGehee stated that this seemed, from her perspective, to be part of being respectful
of each other and how the groups reacted to one another; but also opined that
they were all adults and vigorous discussions should be available without
showing any disrespect.
Trudgeon admitted there were often challenges, especially when things were on a
meeting agenda for discussion or action, but due to longer-than-anticipated
discussion or time constraints, the item may be deferred to a future meeting,
even though staff made themselves available at that time. Mr. Trudgeon
recognized the improvements of the City Council in bringing questions or concerns
to staff's attention prior to a meeting allowing them to address those questions
or remove or deferring an item if information was not immediately available.
However, Mr. Trudgeon stated that the more that could be emphasized, the
better, allowing staff to respond and the City Council to be better informed to
make a decision. If the City Council could alert him or identify any problem
areas earlier in the meeting, Mr. Trudgeon noted he could release staff rather
than having them sit through an entire meeting without their agenda items being
addressed. Mr. Trudgeon noted that this also involved managing agendas to make
sure there was not too much business anticipated for a meeting, while allowing
sufficient time to take care of business as needed.
McGehee opined that she had noticed an improvement in staff RCA's allowing for
topics being more fleshed out, as well as allowing sufficient time on the
agenda for discussion and to complete the agenda.
clarified that all of the strategic priorities, KOI's and targets had been
developed from joint discussions by the City Council and staff at the Retreat
and were not just staff observations, but involved all participants in that
City Manager Trudgeon sought to clarify that staff was not intending to communicate
that they were making any attempt to force decisions, but for those actions
needing more discourse and discussion, staff recognized delays were necessary
versus those that allowed for immediate decision-making by the City Council
without the need for further consideration.
As an example,
Councilmember Etten noted the Twin Lakes Redevelopment Area discussion that
involved complex and important decisions, but got delayed by a variety of
issues. Councilmember Etten opined that this, in part, also involved the need
for maintaining respectful dialogue rather than people using their positions to
make personal points, whether to each other, staff or commission members.
Councilmember Etten opined that this was the part for him that came off poorly
as a result of such dialogue that put people in poor positions.
McGehee noted the positive steps staff has been taking with those complex
issues in breaking them into more manageable chunks versus the City Council
attempting to address the broader picture involving too many moving parts;
opining that was a big improvement.
With a municipal
election held every two years that may influence how a position or issue is
approached, Mayor Roe noted some things are entirely out of staff or the
public's control, a reality that needed to be acknowledged as part of this discussion.
However, Mayor Roe agreed that it was up to each Councilmember and the
corporate body to manage things to get the business of the city accomplished.
reiterated the comments of City Manager Trudgeon that this was the first look
at this draft summary, and would include public feedback prior to approval.
assigned: Police Chief Rick Mathwig, Assistant Parks Director Jill Anfang, City
Planner Thomas Paschke
provided an overview of the proposed strategic initiatives.
Specific to the
initiative to "establish community-oriented outreach program," City Manager
Trudgeon identified an awareness of three new segments of the community, with
others were yet to be determined. Mr. Trudgeon noted that further work would
involve plugging this initiative with the Community Engagement Commission's (CEC)
Neighborhood Group Task Force and Renter's Notification Task Force. Since this
was still a work-in-progress, Mr. Trudgeon advised that this was only a portion
of segments needing focus and identifying other groups and how to further plug
them into the process would require additional review for implementation.
Specific to the
initiative to "create a strategy for use of volunteers," City Manage Trudgeon
noted staff's initial review of the "Service Enterprise Program" certification
for improving strategies for using volunteers and coordinate ideas, even above
and beyond those initiatives already implemented by Volunteer Coordinator Kelly
O'Brien. Mr. Trudgeon noted the improved ways staff was pursuing a more
organizational approach and way of thinking about volunteers, and anticipated
ability through using this program to cast a wider net and more effectively
engage volunteers and manage them. Mr. Trudgeon noted that this "Points of
Life" initiative was well-known within non-profit agencies and was just
starting to become incorporated in the government sector; with the next level
for volunteer engagement made more feasible through this certification
program. Mr. Trudgeon reported that the City's management team and Department
Heads were committed to and all actively engaged in performing a strategic look
at how to use volunteers through a more systematic approach.
Specific to the
initiative to "conduct regular community surveys," Councilmember Etten referred
to a question he'd received from a member of the CEC about whether the
community survey was actually related to community engagement or simply a tool
to measure organizational effectiveness. As related to him by the CEC member,
Councilmember Etten suggested the goal was actually to increase the target for
the number of volunteers involved in the community, seeking another potential
target for involving more people, not just for events and/or activities.
Specific to the
decision-making process, Councilmember Etten opined that the under-reported
population and CEC task force addressing renters was an excellent example for
him in addressing new segments. However, Councilmember Etten suggested
changing that target some to address what was being done by other communities
as well for comparison purposes to improve efforts in Roseville.
At the request
of Councilmember McGehee, Councilmember Etten clarified his remarks about
measuring or engaging through the community survey, suggesting further discussion
may be prudent in defining whether the survey's goal was a measurement of
organizational effectiveness or how it was involving people.
suggested is may be both, including a way to measure engagement as well.
McGehee expressed her appreciation for the community survey and its usefulness
to her, depending on what questions were asked and how they were asked. While
agreeing with the need for clarification, Councilmember McGehee suggested the
need to determine whether or not the City had been communicating effectively
and providing the opportunities people were seeking.
Etten opined that the initiative also went to the priority of "effective
governance" as well.
opined that it helped inform the engagement process.
Willmus agreed with Councilmember Etten, that the community survey tool
provided a metric for various issues, which could then be used as a basis to
see how the organization was doing versus the organization's effectiveness.
While he could see an engagement component of the community survey,
Councilmember Willmus opined that it was probably not the best tool available
to facilitate what was needed in that regard.
recalled previous discussions at the Retreat that the survey was intended to
measure satisfaction with engagement.
Trudgeon concurred with Mayor Roe's recollection of those discussions, noting
the KOI identified at the Retreat served as a driver for that satisfaction and
could be moved down to the other priority.
clarified "measuring satisfaction with our engagement in the community."
Willmus stated that he may have additional questions and/or need clarification
on some of the proposed strategic initiatives, since the City Council had yet
to be involved in that portion of the summary. Even though the City Council
had helped develop the KOI and Targets at the Retreat, Councilmember Willmus
noted that this is their first look at the draft Strategic Initiatives.
Trudgeon duly noted that this was the first look for the City Council and
intended for their feedback as well as that of the public.
Etten noted the changes already being implemented to engage the community more
deeply in the City Council's decision-making, as noted in the "Effective
Governance" priority. While questions remained in how to do it, Councilmember
Etten questioned if it needed to be included in this priority as well or
something continually looked at and systematically included in the process
early on. Councilmember Etten noted this included continuing to maintain and
improve the city website, printing communication in a timelier manner and
getting information out in a more timely fashion by using other media options
(e.g. NextDoor.com) to target specific neighborhoods. Councilmember Etten
opined this involved continually looking for new ways to improve those communication
and engagement efforts.
"Civic Engagement," Mayor Roe expressed appreciation for staff's comments
regarding involving advisory commissions, recognizing that their feedback would
be helpful as they had insights to offer beyond those of the City Council
McGehee suggested incorporating various templates for decision-making (e.g.
next steps and timelines) to enhance communication efforts and ways to
memorialize communication in the decision-making process providing fewer
concerns for residents.
assigned: Community Development Director Paul Bilotta, Battalion Fire Chief of
Operations David Brosnahan, and Deputy Fire Chief Chris Snyder
Development Director Bilotta summarized the strategic initiatives drafted for
Specific to the
initiative to "establish a move-up housing program, Councilmember Willmus
referenced the many discussion held at the Retreat regarding this KOI and
Target, and questioned how to facilitate this and how it related to high
density residential (HDR) and/or medium density residential (MDR) zoning designations.
Councilmember Willmus questioned if MDR was the buffer between single-family
residential and HDR or what specific things needed to be looked at, since he
didn't see that addressed in the strategic initiative.
As a first
step, Mr. Bilotta advised that staff would be presenting this first look of the
summary document to the HRA at their meeting next week, along with a list of
target properties for them to consider as MDR sites as a preliminary for their
consideration and discussion to address at the upcoming joint meeting of the
HRA and City Council.
Willmus questioned if the intent was to lump rezoning with move-up housing as
one and the same thing.
clarified that the main question was how to facilitate either or both beyond
simply setting a goal. Mr. Bilotta opined that a first step would involve
identifying MDR as an untapped need in the community and potential sites and
whether they may need rezoned or other ideas on how to achieve that priority
and target. Mr. Bilotta noted this may include determining the HRA's role and
that of the City Council: whether acquisition, marketing, incentives or other
means and all part of the programming process.
other metrics listed under the Target category, Councilmember Willmus opined
that he didn't recall discussion at the Retreat about putting out specific
numbers on the number of living-wage jobs, owner-occupied, housing value
rentals and other targets identified and questioned whether those numbers had
stated that staff had simply attempted to predict what a reasonable number of
living-wage jobs may be in the two-year time frame for discussion purposes
owner-occupied housing and rental value changes, Mr. Bilotta noted that these
estimates were for five years, through 2020, with considerable fluctuation
being seen at this time across the City, and staff's attempts to compare it
with inflation over that same five year period, again hard to predict and
depending on the numbers impacted by all units for that type of housing stock.
clarification, Mayor Roe noted that the targets would become part of the discussion
for anything the Council eventually adopted.-,
Specific to the
KOI for SE Roseville, Councilmember McGehee congratulated staff and the
working group on their efforts to-date in starting from the bottom-up to
achieve a good plan for that area rather than trying to force it in one
direction or another, which she found to be a new approach for Roseville.
However, Councilmember McGehee cautioned that the efforts of the working group
not become so formalized as to become a rigid extension of City government.
supporting all of the strategic targets proposed by staff, regarding the initiative
to "establish a Twin Lakes economic development program," Councilmember McGehee
expressed her anticipation of what was projected.
Etten echoed the comments of Councilmember McGehee specific to the SE Roseville
working group, as well as questioning long-term economic development plans for
the Twin Lakes area. Councilmember Etten stated that his questions regarding
move-up housing and rezoning had been addressed by Mr. Bilotta's response to
Councilmember Willmus's similar concerns.
Specific to the
SE Roseville working group, Mayor Roe clarified that those efforts were and
should remain open to general public participation as well as that of the
neighborhood. Mayor Roe stated that he envisioned involving feedback from
people living and/or doing business there as well to make sure they were part
of the process. Mayor Roe also noted the need to look at a long-term
redevelopment plan for the area as a more formalized process as well as
move-up housing, Mayor Roe stated he was leery of tying that to MDR zoning,
since he wasn't sure the values would be $350,000 or more; and opined that
multiple strategies were needed, with the MDR serving as only one tool. Mayor
Roe noted that single-family homes, similar to those having gone up over the last
few years, could also help to accomplish that goal, such as facilitating that
type of development in single-family designated zoning areas or pockets
throughout the community as long as they were not out-of-character with the
rest of the neighborhood.
Willmus agreed with Mayor Roe's comments, opining they were valid and
well-taken, as long as the target thrown out was understood to be casually
estimated at 50 units at $350,000 or above.
expressed appreciation for Mayor Roe and Councilmembers touching on the "bottom
up" aspect as a continuing consideration by the CEC and Neighborhood
Association endeavors in deferring some items until seeing what comes out of
the SE Roseville working group and then plug it in to various subgroups as
specific topics came forward. Mr. Bilotta noted that it was anticipated that
additional members may come and go, but also that it was anticipated that a
core group would remain long-term to address this target and various
Mayor Roe suggested
an inter-jurisdictional role as well to involve the communities of Maplewood
and St. Paul.
advised that to-date the working group had not brought those cities in, but the
Police Department was approaching them, and the little seed continued to grow
into other areas as efforts progressed.
advised that he had planted some seeds with the Mayor of Maplewood several
assigned: Assistant to City Manager/City Clerk Kari Collins, Information
Technology Network Manager Terre Heiser, (then) Public Works Director Dwayne
City Clerk Kari
Collins provided an overview of the efforts for this priority.
Specific to the
survey topic, Mayor Roe stated that the more he considered resource allocation,
the more he found it as a tool providing a metric as to whether citizens felt
their priorities were being met versus how those resources were being
As part of the
initiative to "conduct annual review of organizational interdependencies and
collaboration opportunities," Councilmember McGehee suggested including
external opportunities in surrounding communities as well.
assured Councilmember McGehee that would be a part of the discussion, noting
the work already underway by Volunteer Coordinator Kelly O'Brien in pursuing
McGehee expressed appreciation for this part of the presentation, opining that
she was unaware of any opportunities in the past to conduct a satisfaction
survey for employees, which she found to be a good idea and providing an
opportunity for employees to see if their job descriptions resemble the job
they were actually doing.
collaboration opportunities, Councilmember Willmus noted in the past discussion
had been held regarding looking to other local government units (e.g. Ramsey
County, MnDOT, and others) on a broader basis. Councilmember Willmus expressed
his concern also that, initially starting from Retreat discussions as what was
desired over the next few years, had now expanded to 5-6 years, and suggested
being cognizant of how to bring that all together and tie it up.
employee satisfaction survey, Councilmember Willmus admitted he wasn't quite
sold on how that tied to other items being proposed as initiatives, opining
that it could take him a while to get to that.
Etten suggested a different KOI for this priority entitled "Building
Organizational Strength," and several targets, one of which could be "employee
satisfaction." Councilmember Etten noted the value and importance of the City
Council listening to those performing the City's work day-to-day, but not
necessarily as a separate KOI, but in order to develop and nurture succession
planning and develop staff skills. As an example, Councilmember Etten noted
there should be more than one staff person skilled to serve as a liaison to an
advisory commission, addressing development of more depth and strength for employee
skills moving forward. Councilmember Etten stated that he could support
including another KOI for staff development in a different format, or remove
"employee satisfaction" and add his suggestion, allowing initiatives to flow
from that and include additions.
opined that sounded familiar to him from Retreat discussions as well.
McGehee disagreed, opining that she found it important to have an employee
satisfaction survey to find out if they had sufficient training for the jobs
they were performing and if they felt they were in a safe environment to work,
and there was enough flexibility for them to grow within based on the strength
of the organization from their perspective. Councilmember McGehee opined that,
in many ways, the City's employees were customers, and if they felt they had no
advancement opportunities or no succession planning was in place, or not enough
depth was available in their jobs, or if they felt unable to respond to certain
situations, she thought those were important things for the City Council to be
aware of. As the City Manager became aware of those issues as well, Councilmember
McGehee opined that it would provide a pool of information to build a more
Etten clarified that he felt an employee survey was important, but not as a
KOI, but as one of the targets from building organizational strength.
Mayor Roe noted
that clarification provided a level of agreement between Councilmembers Etten
suggested referencing the meeting notes from the Retreat to determine the
discussion on this KOI and how it had evolved to this, and whether employee
satisfaction was originally part of organizational strength. Mayor Roe opined
that having a handle on the needs of the organization was a key part as well as
employee satisfaction, and suggested moving the "employee satisfaction" KOI further
right on the summary.
Willmus concurred, opining that it was currently weighted too heavily.
assigned: Public Works Director Marc Culver, Parks & Recreation Director Lonnie
Director Culver provided an overview of this priority.
McGehee questioned the status city-wide of the asset management software
program. Councilmember McGehee opined that when the City Council agreed to
initiate the program some time ago, it was her understanding that all
departments would be on it; however, after another two years, it was her
understanding that was not the case, and she questioned why it seemed to be so
difficult to get all city assets catalogued onto this software program.
responded that the Public Works Department had embraced the program and
catalogued its assets and was also documenting time and maintenance on spent on
those assets. While the program was really borne out of the Public Works
Department, Mr. Culver advised that discussion was ongoing for implementation
with other departments, with the Parks & Recreation beginning to use it,
and another review being done city-wide to see if there were ways for their departments
to make use of the software program.
McGehee asked City Manager Trudgeon for clarification if it had been the
intent, when the City Council supported the software, that every department
become engaged, at least at a minimum to catalogue assets.
Trudgeon confirmed that intent, advising that it was still in process, but was
not there yet, and would continue to be a continual process for some time,
recognizing that the Parks & Recreation Department had recently made substantial
progress, and other departments were still coming. With reorganization efforts
recently implemented, Mr. Trudgeon advised that staff was now in a better
position with time and resources to get everyone on board eventually.
At the request
of Councilmember McGehee, City Manager Trudgeon responded that it was the goal
to have everyone on board and organized by the end of 2016.
clarified that it was a goal, while recognizing work efforts would and could
shift as well.
In his previous
discussions with Finance Director Miller, Mayor Roe noted one challenge may be
to link the Capital Improvement Program (CIP) document to the infrastructure
management and financial tracking documents, as well as getting the park
program into that CIP system allowing them to show on the same report. While
understanding it was just a spreadsheet that needed to be managed through some
expertise, Mayor Roe expressed his desire to be able to track infrastructure
with CIP dollars to make sure the money set aside in Enterprise Fund areas was
the right amount and being spent in a timelyfashion, or if it needed
reallocated elsewhere. If tracked well and dollars clearly identified, Mayor
Roe opined that the City Council may be able to look at rates and only address
inflationary pieces for a few years without continuing to adjust those rates.
However, until known for sure, Mayor Roe noted the difficulty in tracking that
Trudgeon, in conclusion noted that this was the point where staff exited the
process and this draft became a City Council working document. Mr. Trudgeon
stated the reason for tonight's presentation was to populate ideas on how to
achieve priorities and KOI, and various targets. While appreciating feedback
so far, Mr. Trudgeon suggested the need for the City Council to determine its
comfort level and how to express their various components. Mr. Trudgeon
clarified that staff was reliant on the City Council saying what they wanted to
do and how to do so; and suggested if something didn't make sense or a change
was needed to a previously-stated KOI, they provide that additional feedback.
Mr. Trudgeon further clarified that the strategic initiatives on the summary
plan were only intended as suggestions from staff to begin discussions, and in
the meantime, he sought additional feedback from the City Council before
bringing the document back on June 8, 2015.
noted several areas that would benefit from feedback from the CEC or HRC; and
questioned how City Manager Trudgeon saw that fitting into the timeline for
City Council action proposed for June 8, 2015.
Trudgeon stated that was entirely up to the City Council, whether they wanted
additional time for vetting or discussion, even though staff was eager to begin
work on some of the initiatives if directed to do so. If the plan changes, Mr.
Trudgeon stated that staff was comfortable deferring action or taking action on
June 8, at the discretion of the City Council and at their lead.
ensued regarding upcoming advisory commission meeting schedules and how that
aligned with proposed action on June 8, 2015.
Councilmember Etten suggested shrinking the timeline to only cover 2015-17,
depending on the outcome of the next election and potential new Councilmembers,
but to cap it at 2017. Even though some goals may be longer than those two
years, Councilmember Etten suggesting keeping that limit, and project those
necessary for a longer-term, with a review every January of each new year to
see progress to-date. Also, Councilmember Etten suggested staff report back
periodically (e.g. every six months) on these items, and expressed his
preference if possible that it run parallel with the annual budget calendar to
determine after one year whether or not this has proven helpful, whether it was
working or not, and providing check-ins on its overall effectiveness.
lines, Mayor Roe suggested similar reports or updates on a quarterly basis or
even more frequently as currently done for other staff reports provided as part
of the Consent Agenda. Mayor Roe opined that a six month period for reporting
seemed a little too long to him, but agreed that regular updates were essential.
expressed his willingness for shorter timeframes as applicable, as long as an
overall look was provided for those items listed.
While this is a
City Council document, Councilmember McGehee noted the last column for
"strategic initiatives" at this point was only staff input. To the extent
those have been discussed and additional tweaking and wording revised, Councilmember
McGehee questioned City Manager Trudgeon's intended schedule if planning to
bring this back on June 8, and how and when public and advisory commission
input would be heard. Councilmember McGehee expressed her interest in a list
of actual items after tonight's discussion and a timeframe with implementation
dates, not only for 2015-2016, but also sustainable beyond that.
City Manager Trudgeon explained his thought process was that at some point the
City Council would approve the document, and then loop the advisory commissions
in. Mr. Trudgeon cautioned doing so before the City Council had provided a
clear context and direction. However, if the City Council determined it was
important to communicate this draft with advisory commissions and bring them
into the loop now that could be accommodated, even though Mr. Trudgeon
recognized that several of those commissions had already met this month and may
further delay the process. Mr. Trudgeon noted that a lot of work was intended
for the first two years, with half of this first year already gone, prompting
the need to look at dates again. Mr. Trudgeon clarified that staff was open to
the process dictated by the City Council, but also cautioned that by bringing
more people into the loop at this point, it would create a much larger need for
recognizing the benefit of tonight's discussion, Councilmember Willmus
questioned how to bring Councilmember Laliberte into that discussion prior to
taking formal action.
In fairness to
that desire, City Manager Trudgeon suggested perhaps another discussion on June
8, perhaps a summary plan not fully ratified would suffice for the HRA's joint
meeting with the City Council on June 15, provided the City Council was
comfortable with the housing and redevelopment aspect and any other priorities
involving the HRA directly that would serve to facilitate that conversation.
Etten agreed with City Manager Trudgeon that this document involved a lot of
work for the City Council, and there would be many additional opportunities for
staff to involve the community and/or advisory commissions. Councilmember
Etten also recognized that 2015 was half over before this document was going to
be adopted, and therefore, he expressed his support for a final touch on June
8, followed by formal action at the next meeting to move it forward.
Councilmember Etten also noted that this was a living document and should be
flexible enough to allow revisions based on the six month updates "or
quarterly if applicable" but would still allow those changes and the process
to move forward sooner rather than later.
Based on his
perception of discussions to-date, Mayor Roe stated he considered these
strategic priorities as the focus indicated by the City Council for the next
few years, in addition to other items that are standard operating or special
Mayor Roe opined he didn't see a need at this time to seek agreement from
advisory commissions with the Strategic Plan Summary, but instead to make sure
they have an opportunity to engage and provide additional suggestions to the
mix, with this document serving as a starting point. Based on that general
understanding apparently shared by the body, Mayor Roe suggested coming back to
the June 8 meeting to incorporate Councilmember Laliberte's feedback with staff
providing this original draft document, and a revised red-lined copy as well
incorporating tonight's discussion; with final adoption slated for adoption on
further clarified that future joint meetings of advisory commissions and
through their feedback to staff liaisons, they would be plugged into the process,
starting with the first joint meeting with the HRA, and provide additional input
to the revised strategic initiatives. However, Mayor Roe supported going ahead
with further discussion on June 8 and adoption on June 15.
Willmus agreed with Mayor Roe's proposal, recognizing that the City Council was
under the time constraints due to their own doing. While valuing the opinions
and thoughts by advisory commissions on the issues, whether he agreed with them
or not, Councilmember Willmus suggested beginning the process by June 15.
McGehee agreed with Councilmember Etten and Mayor Roe that this was a living
document, but it was important to get it going. Toward those efforts,
Councilmember McGehee noted that this discussion was available to Councilmember
Laliberte via various means and providing her with the ability to respond to
the discussion for the benefit of the City Council and staff, not delaying the
process any further.
thanked staff for their participation throughout this process and for their
presentations tonight, expressing appreciation from the City Council for this
team effort between the body and staff.
opened the meeting for public comment at this time for those in attendance at
2612 Wheeler Street
apologized for her comments at the last meeting if she had come across as being
harsh with the City Council, stating that was not her intent. Ms. McCormick
opined that the City Council and her neighborhood were closer in their thinking
than being farther apart. Ms. McCormick noted her frustration was in part with
the process. Ms. McCormick stated that, seeing this report was a good example
of that frustration.
stated her initial excitement about this Retreat and what the City Council
might come up with for their community priorities moving forward. Ms.
McCormick stated she was further heartened when attending the Retreat and hearing
the City Council's earnestness in engaging the community, and therefore, she
was eager for those results. Ms. McCormick, in watching the Retreat afterwards
and reading the meeting notes and hearing City Manager Trudgeon's summary in
his closing comments, stated that she found them moving, in addition to Councilmember
Laliberte's comments about community building community and working together in
partnership. In that way, Ms. McCormick noted she had first heard about
customer intimacy; and clarified that she did not view herself as a customer,
but wanted to feel she offered a contribution and wanted to participate in her
reading this report, Ms. McCormick noted her concerns, since she had paid
attention to the other aspects, and the results portrayed by staff. Initially,
Ms. McCormick stated she thought this was a mistake, especially when the summary
says staff's desire is to move toward operational excellence, which she found
in direct conflict with her notes and recollection. Ms. McCormick opined that
clearly the move was for staff and the City Council to move toward customer
intimacy, not operational excellence, as was being portrayed in this report.
Based on the ranking in Mr. Rapp's report, and in her watching the video again
to make sure his summary was accurate, Ms. McCormick noted his verbal summary
was for the City to move toward a culture of collaboration and customer
intimacy, with no one contradicting him then, and obviously therefore, not in error.
noted her frustration stemmed from residents attending and listening because
they cared, and then even though things may be delayed, when they come out,
such as this report, they are in direct opposition to what was heard
previously. Ms. McCormick expressed appreciation for the City Council's willingness
to make public information available, and thanked City Manager Trudgeon for his
commitment toward those efforts and the City Council for their efforts towards
transparency. However, Ms. McCormick questioned if everyone was actually on
the same page in this matter.
In his review
tonight of the summary report, Mayor Roe concurred with Ms. McCormick that it
Trudgeon apologized and advised he would check it out.
If it is in
error, Ms. McCormick questioned how the results affected the credibility of the
expressed his hope that by fixing it, it would serve to establish that
Hilden , 466 Bayview Drive
Ms. Hilden agreed
that she was a citizen, not a customer, and having reviewed the meeting notes
from the Retreat, expressed her trouble in being called a customer.
Along with the
efforts of the CEC and HRC, Ms. Hilden noted that everyone was trying to change
culture, and it could often take a long time. In the City Council using verbiage
to describe things, Ms. Hilden opined that it often came across that residents
were customers and the City was a business, which she did not find true. Ms. Hilden
opined that the City was an entity, and the CEC was trying to be a proponent
of having people look at becoming better and more involved citizens, even
though the road may be bumpy and some things difficult to achieve.
encouraged the City Council to give this more time, and send this document to
its advisory commissions and the public, since their input also had value. Ms.
Hilden opined that this was an amazing document, and she gave credit to the
City Council for producing it, but also noted it may have many unforeseen
consequences and needed the extra time. Ms. Hilden questioned if one more
month would seriously impeded the document, while noting it would provide advisory
commissions and citizens time for review, comment, and grant them validity in
providing that input.
opined that taking the extra time was worth it, and expressed her enthusiastic
interest in moving forward with this culture change. However, Ms. Hilden
underscored that she was a citizen and found it offensive to be called a
Grefenberg, 91 Mid Oaks Lane
stated he was speaking personally, but basing his comments on his six years in
developing civic engagement in the community. Mr. Grefenberg stated dialogue
needed to begin, and opined that instead of continuing to have staff involved
the next meeting to discuss this should include advisory commissions. Mr.
Grefenberg further opined that no staff, with the exception of Mr. Bilotta
understood the goal and perpetuated the "top down" approach to these priorities
through their proposed strategic initiatives. Mr. Grefenberg stated he too was
offended to be called a customer, opining that the City Council was not a Board
of Directors for a business; and had no desire for them to be intimate with
him, but wanted instead their respect and to provide him with an opportunity to
participate. Since the CEC was set up by the City Council for just this
purpose, Mr. Grefenberg opined it seemed an end-run to adopt the strategic plan
without receiving any input from them.
asked two specific questions: 1) A description of what was actually meant in
establishing a community-oriented outreach program; and 2) How will this
strategic plan be used and how flexible will it be?
responded, as previously noted in staff's presentation earlier in this meeting,
there remained a lot to flesh out in the plan at this point, and the City
Council still needed to figure out what that was going to be. Mayor Roe
clarified that the involvement of the CEC would play a key role in the future
in figuring that out.
responded that staff concentrated or focused on in-reach versus outreach,
opining that this caused him to see the old culture based only on those
staff-identified strategic initiatives versus the actual work of advisory commissions.
Since no one as yet was aware of this 2016-2018 strategic plan, Mr. Grefenberg
questioned why communication efforts could not be undertaken to promote that
understanding before adoption.
flexible this document would be and how it would be used, Mr. Grefenberg opined
that it was very disrespectful of the City Council to take action without first
talking to the CEC, noting the commissions and general public were part of the
process, not only staff.
Councilmember McGehee's recent issue related to garbage collection, in order to
come up with ways to engage the community from the ground up versus from the
top down, Mr. Grefenberg opined that the community outreach aspect needed more
fleshing out and determine what was meant. Mr. Grefenberg expressed his
unwillingness to be part of a commission that came in after the fact and rubber
stamped what staff had put together. While it was within the City Council's
authority to proceed, Mr. Grefenberg encouraged them to not only talk the talk
but walk the path of civic engagement and seek more input from commissions and
the public. Mr. Grefenberg further opined that another format was needed
beyond that provided by this type of public comment opportunity. Mr.
Grefenberg suggested that the City Council meet with advisory commissions as
they had already done with staff 3-4 times; and asked that the Mayor and City
Manager meet with the CEC rather than have the staff liaison to the CEC serve
in that role, since he hadn't been present for any of these discussions.
363 S McCarron's Blvd.
also noted her status as a citizen not a customer; and agreed with previous
speakers and Councilmember Willmus on the need to push the time back and seek
public feedback as well as have six month reviews moving forward.
noted her attendance at the Planning Retreat and hearing the City Council and
staff state their desire for community engagement. However, Ms. Sanders opined
there appeared to be confusion city-wide about the definition of civic and
community engagement. Ms. Sanders advised that she had joined the CEC because
she wanted to help, and thought at least they would be reviewing this strategic
plan. Ms. Sanders asked for that time to allow the CEC to review the plan and
offer their suggestions before adoption. Since the draft notes are public, Ms.
Sanders agreed with the suggestion of Mr. Grefenberg, that citizens be given
time to become aware of the discussions and in the interest of community
engagement, see what feedback was forthcoming toward that cultural change.
Spencer, 2267 Laurie Road
As a recent,
three-year resident of Roseville, formerly living in St. Paul and Minneapolis,
Ms. Spencer admitted she had not read this report in full yet, but sought the
opportunity to do so. In agreement with previous speakers, Ms. Spencer opined
it would be ideal to provide the CEC and Task Forces serving under the
commission to review this document and provide their feedback and comments,
further opining that there was already work underway in those groups that could
serve to improve the document.
also agreed with the sentiment for giving the public a chance to review the
strategic plan and have advisory commissions meet with the City Council as they
had provided for staff to do. Ms. Spencer opined that the CEC's Neighborhood
Engagement Task Force would have relevant comments for this document,
specifically related to civic engagement and ideas for strategic initiatives,
since the task force would not be concluded until mid-summer.
In response to
concerns raised about being considered customers versus citizens, Mayor Roe
assured that this term had come up as part of Mr. Rapp's work involving a goal
of becoming "customer intimate," and the City Council certainly didn't think of
its citizens as customers. Mayor Roe clarified that the point was to make sure
the organization was paying attention to those participating in what was
happening and being provided an opportunity for feedback to that process, not only
upfront, but also afterwards, to ensure things were continuing to improve.
clarified that the process had always involved advisory commissions participate
as well as seeking public involvement. Mayor Roe further clarified that the
five strategic priorities and KOI's were mostly the City Council's part in the
process and intended to reflect what the City Council had already heard from
its constituents through the election processes, the Imagine Roseville 2025
community visioning process, and ongoing and constant contact with residents;
and was certainly intended to be reflective of the community. Mayor Roe noted
that the feedback from the public would serve to support whether or not the
City Council heard those five community priorities correctly, while recognizing
they were not all-inclusive; and the KOI's, when adopted, would provide
direction in achieving those priorities, and further feedback and adjustments
would be ongoing.
reiterated that this was a living document, and agreed that, now that the draft
plan had been established, the idea of a Town Hall meeting made sense going
forward with the process. Mayor Roe noted that part of the role for the CEC
would be to provide that type of feedback, and therefore, opined that the
process was in good shape from his perspective.
thanked the public for the corrections brought to the City Council's attention
as well, and expressed appreciation for the community support and hoped it
would be reflected in the feedback received going forward.
Mayor Roe encouraged
this draft plan get to residents by whatever means were available; and also
encouraged public participation at the June 8 and June 15 meetings. At that
time, if the City Council determined more time was needed, or if it was found
that the five strategic priorities were inaccurate, Mayor Roe advised
additional time would be taken. If the five priorities were deemed accurate by
the community, Mayor Roe then noted that the KOI's could be fixed and/or adjusted
with the targets and strategic initiatives.
perspective, Councilmember McGehee stated it was her understanding of the
process was that the City Council set up the strategic priorities and then
handed them off to staff, and now the next phase was to get feedback from the
public, providing an entirely additional column. Councilmember McGehee further
clarified that staff's involvement was not to change the City Council's five
priorities, but to look at their role in how they would address those
priorities from their perspective, and how they would parse out those details.
Councilmember McGehee stated that, now the next role was for the public and
advisory commissions to state their responses, ideas and feedback for those
priorities, continuing the evolution of this living document and allow their
voices to be heard.
concurred with that synopsis by Councilmember McGehee, agreeing with the
ongoing need for input. Mayor Roe noted that the strategic initiatives were
simply ideas proposed to achieve those priorities, and would continue to change
going forward, reiterating that this is only the first stab with the draft
If this is
ultimately identified as what was needed by the community, as it evolved, Mayor
Roe noted this would then go forward. However, Mayor Roe noted that the City
Council needed to remain true to the mission they'd established for themselves,
and realize that as a body of five, the majority ruled and they would need to
accept those consequences as well.
Willmus expressed his agreement with much of what had been stated by his
colleagues. However, Councilmember Willmus also noted the value in having
other sets of eyes weigh in and review the draft plan, since it was also their
document and their feedback was important.
clarified, that from his understanding that was also the consensus of the
Etten questioned if more time should be allowed before adopting the document,
suggesting additional discussion on June 15, and allowing all advisory
commissions a review.
Trudgeon cautioned that the June 15 meeting already had a full agenda,
including time allotted for the joint meeting with the HRA.
Trudgeon asked for specific direction from the City Council on how to proceed,
and the timing for getting the draft document to advisory commissions for
clarified that this was a City Council document, and he had originally pushed
to have the Retreat based on his meeting with representatives of the Village of
St. Anthony, and their retreat model to go off to a hotel by themselves with
staff and create similar documents, and subsequently publishing them at a
future meeting of the Council and allowing for zero public input. Councilmember
Etten noted the lack of desire by the Roseville City Council in following that
model, and allowing public input. Councilmember Etten noted the question at
this point appeared to be how the process would now unfold. Councilmember
Etten recognized the need for feedback from staff, advisory commissions and the
public; and in response to concerns expressed during public comment, noted the
first strategic priority listed was "civic engagement," that should serve to
alleviate those concerns, and had been addressed with various ideas during the
Regarding "customer intimacy," Councilmember Etten noted that this was a term brought up
by Mr. Rapp in his framing discussions and desired goals, and clarified that
the City Council hadn't spoken that term at all, and certainly were not looking
at anyone as a widget or customer; and stated that he personally certainly
didn't feel that way, and it only represented the framing of terms used by Mr.
Rapp at the Retreat, and subsequently in his report. Mr. Etten apologized to
Ms. Hilden if this was not clear on his part, and reiterated that this was Mr.
Rapp's framing, and not that of the City Council or their intent.
McGehee agreed on the strategic initiatives proposed, and agreed with the
bottom up approach to reorganize and solve problems in SE Roseville. But when
it comes to the sustainability of the community and its infrastructure, resting
on the City's finances and CIP, Councilmember McGehee opined that this was part
of the local government mission individual Councilmembers were assigned as
elected officials. However, Councilmember McGehee agreed that there was room
for many lenses in reviewing whether or not the City Council had been accurate
in designating the five strategic priorities for the community, welcomed scrutiny
of those priorities going forward and as part of the process. However,
Councilmember McGehee opined that the City Council at a minimum needed to
approve its own document before having it further critiqued.
observed that there appeared to be at least three voices for not seeking
advisory commission feedback prior to June 8 or June 15; but indicating
participation by those advisory commissions was intended going forward.
Willmus stated his preference for having the CEC, HRC and HRA provide feedback
on those areas falling under their roles and providing validity for proposed
targets and strategic initiatives.
suggested then looking at discussion on June 8 and June 22 to allow for that
process and in light of other agenda items.
Trudgeon sought further clarification on the actual direction being given to
staff from the City Council, opining that he was hearing mixed messages as to
involvement at this time by advisory commissions and prior to City Council adoption
of the strategic plan. City Manager Trudgeon noted previous discussions for
involvement of advisory commissions at some point in the future, but not for
adopting the underlying strategic priorities developed by the City Council at
clarified that the intent was for involvement of advisory commissions as things
proceeded, but focus discussion and approval on the Strategic Priorities and
KOI's themselves; and revise the draft document to identify staff's proposed
strategic initiatives as "Preliminary Strategic Initiatives." Mayor Roe opined
that this should make it easy to receive feedback from anyone on those first
two columns for Strategic Priorities and Key Outcome Indicators (KOI's).
McGehee suggested that tomorrow, every advisory commission chairperson send a
link with this document and any other applicable information provided in
tonight's agenda packet, for circulation to their members, but not necessarily
for feedback. Councilmember McGehee further suggested providing the
information on the City's front page website.
concurred; however, corrected the process for disseminating that information to
advisory commissions through staff, not by chairpersons; and suggested
instructions for them to provide their feedback on or before June 8 and anticipated
adoption by the City Council. Mayor Roe noted this would allow them to
determine if they wanted to provide any feedback.
Trudgeon opined that a lot of context needed to be given beyond just the
document itself; opining that it would lead to discussion at those advisory
commission meetings that staff would need to address.
opined that the context could be obtained by commissioners or the public
through their own review of the retreat materials and meeting videos at their
Trudgeon responded that it could be provided with substantial staff time. City
Manager Trudgeon apologized for his continued attempts to get clear direction.
However, Mr. Trudgeon noted that, while the strategic plan summary was in
writing, it still needed some context, and if the intent and direction was for
staff to be responsive to advisory commissions, the strategic plan should be an
agenda item for their meetings.
clarified that the intent was for advisory commissions, just like for any other
member of the public, have this information and be given the opportunity as
individuals to respond with their feedback, and provided the dates for those
opportunities. Mayor Roe further clarified that it was not intended as an
advisory commission agenda item, but intended for the awareness of commissions
and the opportunities available for their personal feedback.
McGehee concurred, opining that she did not think staff should have to spend a
lot of time, since the February Retreat meetings were archived and available
for advisory commissioners to review, as long as staff provided them with the
links to do so. Councilmember McGehee opined that she was not asking staff to
provide a summary at each advisory commission meeting.
Mayor Roe requested
staff to provide those links to meeting minutes and the Retreat, the same as
the public would receive, not as a commission, but as individual commissioners
to bring this item back to the City Council at the June 22, 2015 meeting, and
in the meantime to disseminate via links and applicable electronic documents to
advisory commission members or via the City's website. Councilmember Willmus
opined this would provide those advisory commissions over a month to provide
Mayor Roe declared
the motion failed for lack of a second.
objection, the direction to staff as previously outlined by Mayor Roe was
City Manager Future Agenda Review
Trudgeon briefly preliminarily reviewed future meeting agendas.
Councilmember-Initiated Items for Future Meetings
McGehee seconded, adjournment of the meeting at approximately 9:27