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HomeMy WebLinkAbout2009/09/29 - ADMIN - Minutes - City Council - Study Session JifSt. Louis Park UNOFFICIAL MINUTES MINNESOTA CITY COUNCIL STUDY SESSION ST. LOUIS PARK, MINNESOTA SEPTEMBER 29, 2009 The meeting convened at 6:30 p.m. Councilmembers present: Mayor Jeff Jacobs (arrived at 8:27 p.m.), Phil Finkelstein, Paul Omodt, Loran Paprocki (arrived at 7:31 p.m.),John Basill and Mayor Pro Tern Sue Sanger. Councilmember absent: C. Paul Carver. Staff present: City Manager (Mr. Harmening), City Attorney (Mr. Scott), Director of Inspections (Mr. Hoffman), Public Works Director (Mr. Rardin), Engineering Project Manager (Mr. Olson) Communications Coordinator (Mr. Zwilling) and Recording Secretary (Ms. Russo). Guests: Senior Project Manager - Design with Hennepin County Public Works (Mr. Nowlan), Eureka Recycling (Mr. Brownell, Mr. Goodwin), TwinWest Chamber of Commerce President (Mr. Nustad), Burnsville Convention and Visitors Bureau Executive Director (Ms. Burrill). 1. Future Study Session Agenda Planning— October 12, 2009 Mr. Harmening presented the staff report regarding the tentative agenda and proposed discussion items for October 12, 2009. He suggested the meeting start at approximately 6.00 p.m. to review a liquor license application that had been received from an owner of restaurant at Knollwood Mall. He reminded the Council of"The Bee Way" West End Public Art Ribbon Cutting at 6:00 p.m. just prior to the start of the Study Session. Mr. Harmening suggested the discussion focus on the budget and CIP,with emphasis mostly on the Capital Plan. Councilmember Omodt stated he would like to add a short discussion on electronic signs in the near future. Mr. Harmening stated he would add that discussion to an agenda in the next few weeks. Councilmember Basil! stated he will not be in attendance at the Monday, October 5, 2009, Regular City Council Meeting. 2. Project Update: Excelsior Boulevard Street Improvement Project - Project No. 2004-0420 (Dakota Avenue So. to Louisiana Avenue So.). Mr. Olson presented the staff report regarding the Excelsior Boulevard reconstruction project, stating there have been no changes since the 2005 layout approval. The reconstruction project will require the closure of Excelsior Boulevard to traffic while the new bridge is being constructed Mr. Nowlan, Senior Project Manager - Design with Hennepin County Public Works, reported that there are .3 miles of roadway reconstruction and that the new bridge replacing the old Minnehaha Creek Bridge would be a precast concrete-arch bridge. He stated this type of bridge can be completed quickly after the concrete foundations are constructed. He noted the preparatory work for the foundations will take up to ten weeks, with an entire road closure time of three months being allowed for, from mid-April to mid-July, 2010. Study Session Minutes -2- September 29, 2009 Mr. Olson reviewed detour routes for this project and advised there are currently some uncertainties with the staging of the Highway 7 project, noting there may or may not be limited closures on that project. He added that area traffic will be monitored once construction of the Hwy 7 / Wooddale project begins. Mayor Pro Tern Sanger questioned if traffic would cut through the Methodist Hospital parking lot. Mr. Nowlan explained that could happen; however, the detour should accommodate regional traffic. The hospital entrance and the construction area would be signed to accommodate necessary hospital related traffic. Should there be problems with other traffic cutting through the hospital parking lot, the police would be asked to address the issue. Councilmember Finkelstein stated he was under the impression the road closure would only be for a few weeks. He expressed concerns regarding economic impacts to the local small businesses, considering the steady amount of construction over the last five years. He felt a three month road closure would be too long. Discussion ensued regarding the length of closure time and incentives to complete the project sooner,with the City possibly paying additional costs to expedite the schedule. Councilmember Omodt stated after a few weeks travelers would find alternate routes to take in lieu of their normal routes. Mayor Pro Tem Sanger questioned whether resident accesses would be blocked at any time other than where the bridge is. Mr. Nowlan reviewed the map, stating barricades would be placed just east of Louisiana Ave, closing the road from west of the hospital entrance to just east of Louisiana Ave; there is one driveway in that area which would be provided access at all times as it serves a sanitary lift station. Dakota Avenue would also be closed during a portion of the work, requiring access via use of Brunswick and Colorado Avenues. Mayor Pro Tern Sanger questioned whether pedestrians and bicyclists would have access to the hospital. Mr. Nowlan responded they could use the Louisiana Avenue entrance and those coming from the east would be able to use the Excelsior Blvd entrance to access the hospital. Mr. Harmening asked for clarification on Dakota Avenue and why the right in, right out access was determined. Mr. Nowlan explained after evaluation of all the intersections, it was determined that the intersections with a full four-way section were more subjective to crashes; therefore, the main objective was to decrease accidents. Discussion ensued regarding the bridge and ways to decrease the closure time. After discussion it was the consensus of Council for staff to present information at the October 5, 2009 City Council Meeting regarding possible options that could considered to decrease road closure time and related costs, if any. Study Session Minutes -3- September 29, 2009 3. Recycling Contract— Eureka Recycling Mr. Rardin presented the staff report including background information, and mentioned a problem regarding interpretation of the revenue sharing provisions of the contract which needs to be addressed. Mr. Brownell, Co-President and Chief Operating Officer, and Mr. Goodwin, Director of Customer Relations, Eureka Recycling, presented a brief overview on the recycling situation. Mr. Brownell noted Eureka Recycling is a non-profit organization. He explained that recycling markets have been affected due to this past year's economy, resulting in a significant revenue decrease at Eureka Recycling. He explained the value of recycled commodities has dropped as much as 75%, and volumes of materials being collected has also decreased. At the same time, the bankruptcy of the Star Tribune occurred so newspapers being recycled had dropped significantly. He explained that newspaper is 50% of Eureka Recycling's profitable commodity, being a significant portion of the revenue collected. He stated the company had made internal reductions in wages and benefits in order to maintain and run the organization. The company is looking to create an amendment to the contract to help meet high and low markets. Councilmember Omodt stated he is not against readjustment to the contract, understanding the effect of a changing economy. He added Eureka Recycling has a positive reputation and feels compelled to accommodate their request. He referred to the other issues noted in the staff report stating, he hoped that the outstanding disputes would be resolved. Councilmember Basill stated he agrees, yet would like to reasonably address other areas of the contract as well. Councilmember Finkelstein stated he would like an adjustment that would work throughout future economy issues Mayor Pro Tern Sanger stated she is in favor of adjusting the contract as well; however, she would like an understanding of what other cities have done in this situation. Mr. Goodwin stated other cities including Arden Hills and St. Paul have agreed to, or are in the process of, creating an amendment and he had provided staff with that information. It was the consensus of the City Council to direct staff to work with Eureka Recycling to negotiate contract change options with related cost implications for the Council to consider at a future Study Session. 4. Convention and Visitors Bureau (CVB) Mr. Harmening presented the staff report regarding utilizing a lodging tax and the possible creation of a tourism/visitor bureau. Study Session Minutes -4- September 29, 2009 Mr. Scott presented a brief overview on the legal considerations, noting the maximum tax imposed could be 3%. He added 95% of the gross proceeds from any tax could be used by the Charter City to fund a local convention or tourism bureau for the purpose of marketing and promoting the City as a tourist or convention center. He stated there are a number of cities that have a CVB in place Councilmember Finkelstein asked about uses of funding and if a portion of salaries could be included in this area. Mr. Scott stated possibly, depending on how the City were to structure the CVB. Mr. Nustad, TwinWest Chamber of Commerce President, stated the statute specifically states the proceeds are to be used to fund tourism or convention centers, explaining the City should be cautious when including other uses to the funding. Ms. Burrill, Burnsville Convention and Visitors Bureau Executive Director, stated her city's understanding of the State Statute is that lodging taxes are for marketing and promoting the city as a tourist destination and not necessarily to promote city's festivals. Mayor Pro Tem Sanger asked how the CVB would be governed. Mr. Scott stated a CVB could be set up as a separate entity or as a component of the city, noting there are different structures. Ms. Burrill stated the Burnsville CVB has a Board of Directors consisting of 11 voting members, with two city appointed board members who do not have term limits. She added the council designates the City Council and City Staff Liaison; therefore, they do have Council representation. Mayor Pro Tern Sanger asked how the City of Burnsville measures their success of the CVB. Ms. Burrill replied the CVB reviews inquires, internet marketing and average daily rate of occupancy in the City. Councilmember Omodt stated he is in favor, believes the city should be promoted, and asked if the hotels are favorable. Mr. Nustad indicated that the hotels had not yet been approached Mr. Harmening stated staff felt Council needed to be addressed first. Discussion ensued regarding addressing the importance of marketing the city, the mission or purpose of a CVB, the community aspect, complimentary efforts and good relations with the hotels, and if the exclusions of smaller sized hotels should be reviewed. Councilmember Paprocki stated he is generally in favor of a CVB; however, he would like to know what the proposed purpose of the CVB would be before deciding on implementing a lodging tax Mayor Pro Tem Sanger agreed there should be some framework showing what will be done with the money prior to talking with the hotels. She noted that with all of the new hotels in the community, research has already been done showing more people coming to St. Louis Park to stay. She suggested the city build on the research that has already been done. Study Session Minutes -5- September 29, 2009 After discussion it was the consensus of the Council to direct staff to work with the Chamber of Commerce to further research and identify the mission of a Convention and Visitors Bureau for St. Louis Park. Staff was also directed to partner with the hotels, noting the importance of communication and participation with the City's lodging establishments, as well as how the revenues generated would be utilized. 5. City Facilities Energy Audit Mr. Hoffman presented the staff report and reviewed the FIM Matrix Summary on the City Facilities Energy Audit. He also reviewed the CIP cost for energy related projects. Councilmember Paprocki referred to the costs noted on the dehumidification unit, questioning what the costs were. Mr. Hoffman stated the cost is the total cost for the new unit. Discussion ensued regarding costs of fuel-efficient projects, noting the energy savings payback. It was stated some of the less efficient units still work, yet to replace them now with more efficient items would save energy in the long run. Mayor Pro Tem Sanger asked how the city would measure the payback and energy savings and questioned the consulting fee. Mr. Hoffman stated the consulting fee was a fixed cost as the city needed to use a consultant to get the base line. He explained staff is currently monitoring, recording and tracking energy usage in order to make improvements and decrease usage Councilmember Finkelstein expressed his concerns regarding the Recreation Center fees charged supporting expenditures, suggesting Council discuss at a future session Mr. Harmening referred to the dehumidification units indicating they will need to be replaced in the near future and have been included in the budget. It was the consensus of the Council to direct staff to proceed with the approach of fitting the cost into the CIP with discussion on funding at a future study session. 6. 2009 City Manager Performance Evaluation Mr. Harmening presented the staff report and requested Council direction with regard to the City Manager's 2009 annual performance evaluation. Discussion ensued regarding the evaluation process including ideas such as hiring a consultant to draft a plan and/or assist in facilitating an extensive interview process; online process of evaluation, and, a written evaluation. The cost of the process was also noted, consensus being it was not necessary to spend a lot of money on the process. Mr. Harmening stated he would find it helpful if the Councilmembers would report where they thought the City Manager's time should be spent, prioritized and strategic directions. Study Session Minutes -6- September 29, 2009 Mayor Jacobs expressed his concerns regarding evaluation information being received by a person inside the city and recommended that a consultant be hired to compile and organize the evaluations. It was the consensus of the City Council to direct staff to prepare a performance evaluation, hire an outside consultant to compile and correlate the information, present the information to Council, and to keep the cost reasonable. 7. Communications (verbal) Mr Harmening reported he would be forwarding an email to the Council regarding a current trend on "car prowl theft," stating it is an issue that is becoming fairly common. He explained staff will be working to alert the community. He also reported Bruce DeJong submitted his notice of resignation and Brian Swanson would be overseeing the functions of the Finance Department. He advised the transition is going smoothly and staff is currently taking this opportunity to overview the department. The meeting adjourned at 8:55 p.m. Written Reports provided and documented for recording purposes only: 8. August 2009 Monthly Financial Report 9. Hardship Special Assessment Deferral — Income Guideline Revision 10. Comprehensive Plan Land Use Changes 11. Fiber Network Policy 12. Sign Ordinance Amendment for Electronic Signs 13. MSC Renovation Project Update 2/.Azt—e—s? /(2 2 ( Nancy Stroth, City Clerk Jeff cobs, Mayor