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HomeMy WebLinkAboutCCMin_06May10Regular Meeting of the City Council Minutes from May 10, 2006 Mayor Gehrz called the meeting to order at 7:00 p.m. Members present: Mayor Gehrz, Council members Kuettel, Talbot, Lindstrom and Harris, Interim City Administrator Hoag, Assistant City Administrator/Deputy Clerk Kreuser. The minutes of the April 26, 2006 meeting were approved as corrected. Mayor Gehrz made a short announcement regarding the Hamline Avenue reconstruction that began on May 9. She said the agreement stated the project was to begin after the State Fair, but on the morning of May 9 a business from Hamline Avenue called the City to alert us the construction had started. She said the City’s permission to begin the reconstruction was not given to the construction company or to St. Paul. Administrator Worthington and Parks and Public Works Director Hoag proceeded to the construction site with the intention to stop the work, but too much pavement had already been dug out. Mayor Gehrz extended her apologies to the businesses and residents of the Northome neighborhood, and stated that Falcon Heights does not normally handle projects in this manner. Falcon Heights residents can expect a letter from the City of St. Paul, explaining the mix-up. She also asked residents to be persistent during the construction, and continue to shop at the retail locations on Hamline Avenue. Consent Agenda: Council member Talbot gave thanks to public works employee Colin Callahan for his five years of service. The council had a brief discussion on the utility cart from Little Canada. Council member Kuettel moved to approve the following five items. The motion was unanimously approved. 1. General Disbursements through 5/4/06: $55,557.67 Payroll through 4/30/06: $13,673.21 2. Approval of City Licenses 2006 3. Designated Signor for Orders Drawn on City Funds and Authority For Investments and Transfers of Funds by Interim City Administrator Gregory Hoag 4. Step increase for Colin Callahan, Maintenance Worker 5. Purchase of used utility cart Policy Agenda: Mayor Gehrz gave a short summary of the city administrator hiring process to date, and announced a special council meeting for May 17. She introduced finalist Ed Treska to the council. Ed Treska: The City Administrator has an important role in providing information about Falcon Heights. Imagine that a friend of yours who has never been to Minnesota asks you to tell them what the City of Falcon Heights is like. What would you say? Treska explained a picture is worth a thousand words, so a tour of the City would be first thing to do. After pointing out the starring attractions – the State Fairgrounds and U of M, he noted the agricultural fields that “bring people back to where they might have come from.” In his explanation, he would also point out the nearby retail shops at Rosedale and the City’s proximity to St. Paul and Minneapolis. He noted the City’s population of about 5,500, and stated there is not a great deal of room for growth, so the City is in redevelopment mode. 2. Imagine you are taking us on a tour of a city in which you have worked. What are some things that you have worked on and would want us to see? Treska told the council he calls Grand Rapids the “emerald city” of the north, because of its many trees and lush green vegetation. Their council is pursuing the “up north” feel for the City’s entrance. He stated the paper industry, major highways, river, railroad, new high school and middle school would be on his list. He stated Grand Rapids has a retail area with many shops. Most prominently is the new 80 acre industrial park that was formed as a co-op with Itasca County and DEED. He also noted the caterpillar company ASV, airport, ice arena, and forestry industries. 3. In December of every year we hold a Truth in Taxation Hearing at which time our City Administrator presents information about the proposed city budget for the upcoming year. What do you think are the three most important things that the taxpayers of the city want to learn from that presentation? Treska answered the purpose of these meetings is to explain to taxpayers where their money is going, and if there are increases, what those increases are attributable to. He added that generally people have a hard time understanding property taxes, and while legislative action can attribute to tax increases, it is often under control of the City to explain those increases. Then, it may sound like cities are saying, “it’s their fault and not ours.” Treska gave a Grand Rapids example. They use an internal document with a list of properties (residential, industrial, commercial) to illustrate tax trends over five years, pointing out where increases, and what increases were made. Ultimately, he said, the City wants them to come away with an understanding. 4. During the next 12 months the city will be revising the Comprehensive Plan that will guide future changes in zoning, housing, roads, parks, sewers, environmental protection, utilities, economic development, and other land uses. This is a very important process in which we want to engage our residents and business owners. What ideas do you have for how we can get people to participate in this process? Giving Grand Rapids as an example, Treska stated he would first divide the City into quadrants. They partnered with a regional development corporation and had meetings regarding each quadrant (likes, dislikes, changes). Once the initial meetings were held, a steering committee made up of businesses, schools, and residents took the comments and developed a list of goals. From those groupings of comments the City was able to draft strategic steps, and brought them back to the steering committee and residents. For advertising there were notices posted on the website and the newspaper did stories, and through this the quadrant meetings drew 135 people. 5. City Councils have to deal with many difficult and controversial issues. In my experience, the most difficult issues are any that involve animals. Why do you think that is so? Treska replied that people who have pets consider them members of the family. He has had to put his pets down, and when you have to do it, it chokes you up. He added there are different grades of attachment to pets. Treska went on to explain the situation in Grand Rapids for a new animal control shelter, at a cost of $650,000. The City agreed to downsize, and change some things in the structure, to get the building cost down. In this process, the County decided not to go forward with the project. Now, he said, they are trying to obtain approval from the council to continue alone. He added that ordinances related to animals have to be enforced. 6. Enforcing city codes can also be very challenging. City staff members often find themselves in the middle of resident conflicts about how people maintain their property. What is your preferred approach to code enforcement? Treska explained it is his personal and professional approach, that if a City is going to have ordinances on the book, then it’s their duty to enforce them. He added that the first time the City doesn’t enforce them, the wrong message is sent to residents and the City loses credibility. He explained that in Grand Rapids, the police are the code enforcement officers as well, and while codes might not be a priority for them, enforcement of what’s on the books is highly necessary. 7. Our City Administrator must be able to write letters to our legislators describing how proposed changes in state or federal laws will affect the taxpayers of Falcon Heights. Sometimes letters are not enough and it becomes necessary for our Mayor and City Administrator to testify in legislative committees and meet with legislators. Can you describe your experience in lobbying on behalf of a community? Treska told the council he often testified for Anoka County, when he worked as their administrative auditor. Some topics he lobbied for were: fiscal disparities, county functions related to property taxes like special assessments, and sealed bids for tax forfeited land. In Coconino County he stated three bills were passed relating to the jail system accounting, allowing the County to move some money around. Finally, in Grand Rapids he explained he worked on a bill to issue general obligation debt for the public utilities commission. 8. Imagine a situation in which a Falcon Heights staff member makes a mistake that causes some embarrassment for the mayor and city council members. What is the role of the City Administrator in that situation? Treska replied his role would be two-pronged. He would provide support to the staff person, depending on the nature of the mistake. He stated he tries to instill in staff that everyone makes mistakes, but it is necessary to create safeguards against significant actions that are hard to correct. He explained the public/private nature of mistakes. Discipline would be based on internal policies, if necessary. A law violation would be a different set of circumstances. Treska explained it is his duty to inform the elected body. 9. One of our goals is to provide responsive city government. This means that our City Administrator must have very good time management skills. What tools or techniques do you use to manage the many details and deadlines required for your job? Treska joked that his secret was out, and that he heavily uses Outlook to keep organized. He added his support staff uses the program, and each person in the office keeps their calendar up-to-date. Secondly, he keeps a book of council meetings and workshops, and department heads are responsible for getting things on the agenda and pulling background information. Treska stated he checks over items that may be hot-button before they go onto the agendas. Third, he keeps a folder on each employee for personnel materials. Fourth, he keeps a phone log and makes to-do lists. Fifth, a color code system for filing makes keeping track of information much easier. Falcon Heights has been able to provide a very high quality of public services at a very reasonable cost because of our ability to partner with neighboring cities and the county. We currently have cost sharing contracts with St. Anthony, Roseville, Saint Paul, Lauderdale, Little Canada, and Ramsey County. What personal characteristics would you bring to this job that could help us maintain effective partnerships with so many of our neighboring communities? Treska explained he is easy to get along with, and can foster personal relationships with other people in the field. He stated a review and understanding of agreements on contracts would be necessary. A periodic review of those documents might be necessary if the parties do not do what they say they are going to do, because a contract should say what is being done. He added that fairness and reason would benefit both parties. 11. The job of a City Administrator is very demanding. There are many evening meetings and stressful situations. You have already experienced some of that. What helps you cope and manage stress? Treska answered that everyone has hobbies, and that personality can affect stress. He stated that if there are any issues, they should be dealt with. Fishing, biking, and walking are among his hobbies. 12. What do you think would be the biggest challenges for you in this job? Treska replied that moving from one organization to another would be the biggest. Also, learning what is going on, getting your feet wet, and getting to know the people you are going to be working with on a daily basis. He stated the first six months would be devoted to finding where the issues are, and setting the ground rules for what is important to him as a manager. 13. Why are you interested in being the City Administrator of Falcon Heights? Treska stated that his wife has moved to another job nearer to the Twin Cities. He is looking for an opportunity, and Falcon Heights is a great one. 14. Is there anything else that you would want us and our residents to know about you? Treska answered he has been a resident of Minnesota since he was six. In the last 20-30 years the public sector has taken a “bum wrap,” but that doesn’t dissuade him from trying to convince people it is a respectable profession. INFORMATION/ANNOUNCEMENTS: There was a short break while the council waited for Justin Miller to arrive. During this time, the council members some announcements. Council member Harris announced the human rights commission would hear a presentation by Peggy Hall about the relationship that could be fostered with the local school. Council member Lindstrom announced the environment commission meeting was canceled, but that he met with the public works staff regarding the community garden. Council member Kuettel announced the second moratorium meeting would be held at 6:30 on May 11. One more meeting will be held on the topic on June 8. She invited residents and business owners. Council member Talbot announced big doings in Washington that would limit local control, with community cable handled instead by the FCC. Talbot stated that 80% of funding could be cut, and to avert this, Cor Wilson will be writing legislators. Justin Miller The City Administrator has an important role in providing information about Falcon Heights. Imagine that a friend of yours who has never been to Minnesota asks you to tell them what the City of Falcon Heights is like. What would you say? Miller pointed out the obvious attractions, the State Fair, and U of M, but went on to say the quality of the neighborhoods struck him as he drove around the City. He added that he could see his family fitting in very well in Falcon Heights, and connectedness and quality of the people here excite him. Lastly, he noted the participation of residents on city commissions, and how much they care for the City. 2. Imagine you are taking us on a tour of a city in which you have worked. What are some things that you have worked on and would want us to see? In Chanhassen, Justin pointed out the Market Street Station. Before the redevelopment it was a bowling alley, and he joked he would not have wanted to show that to anyone. The City claimed the land through a foreclosure, and he explained that his job was to sell the land and redevelop it. 3. In December of every year we hold a Truth in Taxation Hearing at which time our City Administrator presents information about the proposed city budget for the upcoming year. What do you think are the three most important things that the taxpayers of the city want to learn from that presentation? Miller replied it is an opportunity for the City to tell residents why they are collecting money, where it goes, and what impact it has on citizens. He added it is important to convert tax lingo into easily understood terms for residents. During the next 12 months the city will be revising the Comprehensive Plan that will guide future changes in zoning, housing, roads, parks, sewers, environmental protection, utilities, economic development, and other land uses. This is a very important process in which we want to engage our residents and business owners. What ideas do you have for how we can get people to participate in this process? Miller replied the comp plan update is the single-most important plan a City has to undertake. He added that “taking the show to them” would make it as easy as possible for residents to attend, and it provides a better, more relaxed atmosphere. He stated using the commissions as a sounding board for what residents are saying could prove extremely helpful. 5. City Councils have to deal with many difficult and controversial issues. In my experience, the most difficult issues are any that involve animals. Why do you think that is so? Miller replied the people love their pets, and often times, neighbors do not. He added that people get passionate about animals, and often cities find it easier to regulate animals than it is to regulate people. Miller explained that it is hardest to enforce animal ordinances. 6. Enforcing city codes can also be very challenging. City staff members often find themselves in the middle of resident conflicts about how people maintain their property. What is your preferred approach to code enforcement? Miller explained that he tries to warn people first, and if that does not work, then he would put together some action steps to solve the problem. He stated that an approach that asks, and doesn’t order, has worked in his experience. Miller added that if it is a large task or series of tasks, he would thank them as those tasks are completed. 7. Our City Administrator must be able to write letters to our legislators describing how proposed changes in state or federal laws will affect the taxpayers of Falcon Heights. Sometimes letters are not enough and it becomes necessary for our Mayor and City Administrator to testify in legislative committees and meet with legislators. Can you describe your experience in lobbying on behalf of a community? Miller replied there is a good relationship with the representatives in Chanhassen. He explained he has written letters, invited Chanhassen’s representatives to council meetings, and lobbying is something he enjoys. Adding that he likes politics, he believes lobbying is important and cities have to continue to do it, especially with policies that impact cities like cable legislation, eminent domain and LGA. Finally, he stated he would be happy to lobby on Falcon Heights behalf. 8. Imagine a situation in which a Falcon Heights staff member makes a mistake that causes some embarrassment for the mayor and city council members. What is the role of the City Administrator in that situation? Miller stated that if it is an isolated incident, he would make it a teaching point first. He would ask the person why they took that course of action, and if they had to do if again what they would do differently. He added if there is an issue that is consistent, he would sit down and talk with the person, adding that if necessary, all work done by the individual would pass his desk for a while to get things on the right path. He stressed that making it a teaching point first is important. One of our goals is to provide responsive city government. This means that our City Administrator must have very good time management skills. What tools or techniques do you use to manage the many details and deadlines required for your job? Miller replied he hates being late. He stated he is a taskmaster and keeps a to-do list. He thrives on being able to check things off that list. Finding the most efficient way to do things is important to him. He used an example of the cable commission in changing the programming on the boards. Finally, he added that when he has more things to do, he works better. 10. Falcon Heights has been able to provide a very high quality of public services at a very reasonable cost because of our ability to partner with neighboring cities and the county. We currently have cost sharing contracts with St. Anthony, Roseville, Saint Paul, Lauderdale, Little Canada, and Ramsey County. What personal characteristics would you bring to this job that could help us maintain effective partnerships with so many of our neighboring communities? Miller replied that he is a collaborator. He stated the best decisions are made when groups get together and all give input. Although it may not be the most efficient, it works because everyone has a voice. Using the Chanhassen police contract as an example, he explained they are in a partnership with Carver County for their police service. A committee was formed for negotiating this contract, and the responsiveness and new model fostered a good experience. 11. The job of a City Administrator is very demanding. There are many evening meetings and stressful situations. You have already experienced some of that. What helps you cope and manage stress? Miller replied his wife is in the city field as well, so they have a great support system for each other and share stories. He also stated he likes to laugh and decompress with staff after stressful situations. Exercise through tennis and jogging proves helpful in helping him to relax. Finally, he added that he tries not to let issues get to him personally, but that he wants to look out for resident’s and council’s best interests. 12. What do you think would be the biggest challenges for you in this job? Miller replied this would be similar to the change from Des Moines to Chanhassen, and adjusting to the culture change was the biggest challenge then. He explained that the organization was 2,000 employees in Des Moines, going to Chanhassen with 70 employees was a big change. He expected the transition from Chanhassen to Falcon Heights to be similar. He added that learning to work with the council and the residents, and the differences in the community would be big challenges. 13. Why are you interested in being the City Administrator of Falcon Heights? Miller answered that his reasons were personal and professional. He stated he loves working in public service and local government. Miller added he wants to be a city administrator and to lead an organization, and feels this is a great opportunity to do that. Personally, he could see raising his family here, it is a great community, and the location is ideal. 14. Is there anything else that you would want us and our residents to know about you? Miller thanked the council, commissioners, and staff for giving him the opportunity to interview. He stated he has enjoyed meeting the members of the community, and he knows the best decision for Falcon Heights would be made, but that he would make a great addition to the staff. COMMUNITY FORUM: Tom Lageson, 1740 Pascal, asked about the drain hole at the SE corner and whether it was going to be a dry hole as indicated in the initial planning. He added that he saw about three feet of water in it. Mayor Gehrz replied it was always planned to be a retention pond to hold water. If the water gets too high, there is a way for it to drain on its own through another channel. She added the landscaping in that area is not complete due to the townhome project. Lageson asked about the seven-foot restriction on the parking behind the multi-family building. Mayor Gehrz replied there has to be a limit to the weight of trucks that are allowed behind the building, because the parking garage in directly underneath, and the height allowance limits large trucks from driving there. Lageson stated his mother’s bus that picks up people from the senior building has a hard time maneuvering the area and people have trouble getting to the buses. Mayor Gehrz answered the buses would have to drop off in the front. Lageson voiced his opinion on the new City website, stating he was sorry the function to contact staff looked depersonalized. Mayor Gehrz answered the issue of spamming those e-mail addresses drove taking them off the website. INFORMATION/ANNOUNCEMENTS: Mayor Gehrz announced the CERT training and HAM Radio continuing education class was very helpful. Thanks to Russ Hobbie. The next CERT classes will start in mid-September. She announced the Treasures of Falcon Heights Tour on May 13. The farewell reception for Heather is May 12 from 4-6 p.m. Two workshops sponsored by Active Living Ramsey County were held in Lauderdale and Roseville on walkable communities. Members of commissions, council, and staff attended. The intern team will present at the June 7 workshop on recommendations for safety of pedestrians. The Mayor invited all commissioners to this workshop. Council member Harris added that Falcon Heights had a good turnout to the workshop in Roseville. She stated there was good information and she learned a lot. Council member Talbot announced he received the crime alert put out by the City and the neighborhood liaisons, and he was happy the City was able to pull the information together and notify the right people in a timely manner. Mayor Gehrz adjourned the meeting at 8:45 p.m. Respectfully submitted, Stacey Kreuser Assistant City Administrator/Deputy Clerk