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HomeMy WebLinkAbout02.14.11 Work Session Minutes Council Workshop Minutes February 14, 2011 Mayor Larson called the workshop to order at 6:32 p.m. Present: Also Present: Larson, Bartholomay, Donnelly, Fogarty, May Peter Herlofsky, City Administrator; Teresa Walters, Finance Director; Kevin Schorzman, City Engineer; Brian Lindquist, Police Chief; Cynthia Muller, Executive Assistant MOTION by Fogarty, second by Bartholomay to approve the agenda. APIF, MOTION CARRIED. City Staff Comments Police Chief Lindquist stated the management team has been discussing Council's desire to do some strategic planning. Staff would like to meet with Council to provide them with as much information as possible and to discuss any concerns to move forward with a budget. Staff would like to focus on a five-year plan. Mayor Larson asked if Council wanted to meet with staff before or after Council has their own retreat. Police Chief Lindquist stated if Council meets with stafffIrst, Council may have answers to questions that come up during Council's discussion. Meeting with staff after Council's retreat, Council may be more focused on the topics you want to discuss. Council reached a consensus to have a Council retreat before meeting with staff, but to have the dates close together. Saturday, March 19, 9:00 a.m. was set for Council and staff to meet for strategic planning. It will be held at the Maintenance Facility. Council will meet on a Thursday afternoon before March 19. There will not be a facilitator and each Councilmember should bring three items to focus on. Franchise Fees The City Engineer and Finance Director prepared information on the road and bridge fund. They obtained current balances and provided information through 2027. At the end of the system, there will be a positive fund balance. Nothing more will go into this fund. Any future projects will be their own fund. Councilmember May asked staff to provide the actual costs for the projects included in the road and bridge fund. Staffwill provide the construction cost and the fmancing cost for each project in this fund. There were several questions from audience members and discussion between Council, staff and the audience on project funding and road maintenance. After a discussion, Council asked staff to bring back options to pay for seal coating through a levy or through franchise fees. There was a concern in the ordinances regarding the utility companies being allowed to charge a surcharge fee. Council asked that the City Attorney review this language. In December, staff had presented several options for franchise fees. 13 Council Workshop Minutes February 14,2011 Page 2 Councilmember Fogarty preferred option C which charges a franchise fee of $2.20 per month for residential and business properties. Public Information Discussion Council and staff discussed who at City Hall should residents and the media contact for information. Councilmember Fogarty contacts department heads directly and they have shared that information with the City Administrator. City Administrator Herlofsky stated if information goes out to the public, Council looks to him to manage it or make sure it is correct. Everyone is treated fairly. As far as reporters, he encourages them to call him as he is the best one to help them find the right person. He wants to make sure the correct information goes out. He has asked department heads to be careful with giving out information when the correct person is not available. He has worked to make sure information flows freely. All reporters do not talk to him frrst. We try to manage it in a way that is correct and as timely as possible. Councilmember May wanted to make sure there is open communication and to understand how things operate. She felt people should be able to call department heads directly. Councilmember Fogarty felt the media should contact the City Administrator directly. Mayor Larson wants everyone to have equal and fair access and be sensitive to deadlines. City Administrator Herlofsky does not want department heads and staff to be gophers at the last minute because of a deadline that does not affect our operations. There is cooperation and effort to get back to reporters. Things are being done fairly and they would not be done any other way. Council agreed everyone is on the same page. Councilmember Bartholomay confIrmed anyone can call department heads. City Administrator Herlofsky noted that is being done now. He does tell department heads if there are questions which put them in an uncomfortable situation they should forward the call to him. MOTION by Fogarty, second by May to adjourn at 9:06 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 14