HomeMy WebLinkAbout05-07-2018 Council Work Session MinutesCITY COUNCIL WORK SESSION
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May 7, 2018
1 CITY OF LINO LAKES
2 MINUTES
3
4 DATE :May 7, 2018
5 TIME STARTED 6:00 p.m.
6 TIME ENDED 11:35 p.m.
7 MEMBERS PRESENT :Council Member Rafferty, Maher,
8 Manthey, Stoesz and Mayor Reinert
9 MEMBERS ABSENT :None
10
11 Staff members present: CitS� Administrator Jeff Karlson; Public SafetS� Director John
12 Swenson; Community Development Director Michael Grochala; Public Services Director
13 Rick DeGardner; Finance Director Sarah Cotton; City Planner Katie Larsen; City
] 4 Engineer Diane Hankee; Environmental Coordinator Marty Asleson; City Clerk Julie
15 Bartell
16 1. Presentation from Terre Heiser, Roseville IT — Mr. Heiser reviewed a
17 PowerPoint presentation covering:
18
19 -Partnerships with 31 entities (including 24 cities); Population served is about the same
20 as the City of St. Paul;
21 -Number of users and connected buildings;
22 -Shared IT Department, meaning all members are equal;
23 -Goals and objectives of the department;
24 -Distribution of labor costs (noted that some administrative overhead is not charged
2s back);
26 -User Support, including indications on how charges are established and allow for
27 flexibility;
28 -Computer Support —Budget and costs;
29 -Exchange Email —Budget and costs;
30 -Server Support, most are virtualized and basically eliminated the need for organizations
31 to have an individual server;
32 -Network Systems Support, review of what's included as well as budget and costs;
33 included cost comparison between Lino Lakes Fire Stations; they are always looking for
34 best costs and efficiencies; Mayor Reinert requested comparables for all the services the
35 city receives;
36 -Summary of budget and cost implications to the city; the City's cost boils down to about
37 $108,000 that would save that the city could use to provide its own IT services.
38 -Service calls for the City (large and small combined).
39
40 Council Member Rafferty asked if costs to jurisdictions are based on number of users
41 only and Mr. Heiser said costs are based on that element and also collectively on
42 equipment involved.
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43 Mayor Reinert said it is valuable for the council to have information on these services
44 regularly. As a follow up, he would like information on the services used by the City and
45 a comparison to what those would cost through the private sector. He sees that with this
46 IT organization being developed over quite a few years, efficiencies have evolved and he
47 compliments Mr. Heiser on that.
48
49 Council Member Stoesz asked if there are any organizations that are ditching their land
50 line phone service in lieu of cell phones. Mr. Heiser said not so much because the job
51 duties are still mainly desk oriented and the cost for landlines is significantly lower. Mr.
52 Heiser added that the Cisco Jabber program that is provided by Metro INET allows
53 transmission of a land line call to a cell phone.
54
55 Mr. Heiser also provided information to the council on how Metro INET limits the type
56 of equipment used to control what touches the network. He also noted that the
57 organization is working on their next strategic plan.
58
59 Council Member Stoesz asked what the council can do to educate and train the City staff
60 to keep them up to date on technology. Mr. Heiser suggested that training generally
61 comes through Roseville as a conduit; using Laserfiche as an example, there are many
62 training resources out there that they can share with users; that also serves to share
63 experiences among members.
64
65 Mr. Heiser updated the council on efforts to keep all equipment upgraded, in particular to
66 Windows 10. They've replaced 400 machines since the first of the year.
67
68 Council Member Manthey asked about how appropriate security is provided and Mr.
69 Heiser explained that keeping consistency has been a key element in that area.
70 2. 49/J Development Concept -Community Development Director Grochala
71 reviewed the background information/history on this area, including the master planning
72 study approved by the City Council in 2007. He noted that the senior housing provider
73 Lyngblomsten is proposing development of a new campus at the area.
74
75 Representatives of Lyngblomsten and a real estate representative addressed the council.
76 Using a PowerPoint presentation (on file), they reviewed their preliminary concept,
77 noting that they are seeking council comments. The presentation included information
78 on:
79
80 - the Lyngblomsten organization, including history, origin and existing facilities;
81 - providing a continuum of care is their goal;
82 - a new model of services was launched last year that includes volunteer involvement and
83 utilization of existing services in the community;
84 - they provide all levels of care.
85
86 Mayor Reinert asked about the types of units involved. He is particularly interested in
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87 the one -level units.
88
89 The representatives reviewed the preliminary information on what is proposed, including
90 numbers of units for the continuum of care. Mayor Reinert asked if there is flexibility to
91 change the use as needs change; the representative said yes. The representatives
92 reviewed site plan basics (i.e. preservation of site assets, connectivity).
93
94 Mayor Reinert remarked that buffering from the neighborhood should be a part of any
95 development discussion. The representatives said design would take that into
96 consideration.
97
98 When asked where this organization fits in on a scale for the type of services offered, they
99 said about midway for services in the area.
100
101 An architectural representatives reviewed the preliminary design concepts for the project
102 (on file).
103
104 Director Grochala remarked that this project could be a major driver for other
105 development in the area. He noted that the Economic Development Advisory Committee
106 reviewed the concept and offered enthusiastic support. The additional slides in the
107 presentation will be forwarded to the council. Staff with work with the appropriate
108 governmental agencies going ahead.
109
110 Council Member Maher asked that quality outdoor space such as a garden area would be
i 1 I desirable.
112
113 Mayor Reinert offered his support for the concept; the council concurred.
114 3. Environmentai Board Goals —Environmental Coordinator Asleson and Board
115 Member Steven Heiskmy reported. The council had asked for a report back on the goals.
116 Mr. Heiskary explained that the board did trim down the goals from what was previously
117 presented. He reviewed the list, highlighting for each goal how the Board is engaging or
118 plans to engage on the activity. On the matter of community gardens, Mayor Reinert
119 recalled previous discussions about expanding gardening activities to other areas of the
l20 city, including new developments.
121
122 Council Member Maher noted that she's seen a lot of eagles this spring and she wonders
123 if they could impact the heron rookery. Environmental Coordinator Asleson said the
124 eagles are here to eat the fish that are easily available in the spring; they shouldn't be a
125 problem with the herons.
126
127 Council Member Manthey remarked that the Board's presence at City functions such as
128 the corn feed where they spread the message of the Environmental Board is much
129 appreciated.
130
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May 7, 2018
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131 Council Member Rafferty asked why the council needs to adopt the goals as compared to
l 32 what is done for other advisory boards. Community Development Director Grochala
] 33 explained that the Environmental Board goals have traditionally been adopted, as an
134 annual validation of what the Board is doing and is preparing to do. Council Member
]35 Rafferty said he'd prefer to show acceptance of their goals and say thank you. Council
136 Member Manthey suggested that the Board does a lot of work and adoption of their goals
137 shows support to the Board and the community.
138 4. Public Safety Update —Public Safety Director Swenson reviewed the written
139 report, using a PowerPoint presentation (on file). The presentation included statistics as
140 well as notable events and areas of focus for the department's divisions. Special attention
141 is being paid to domestic violence and an improvement project is underway. He touched
142 on the roll out of body cameras and reported that the process went smoothly. On
143 domestic assault, they will provide information on how they are approaching the problem
144 and working toward improvement.
145
146 Heather Munoz, Deck, Duey and Olson (City's prosecuting attorney firm), reported on
] 47 her research. She explained that the Lino Lakes Public Safety Department asked them to
148 look into the increases in domestic violence cases in Lino Lakes so they have gathered
149 related data and compiled the statistics that are included in the presentation. She
] 5o explained the types of crimes that were reviewed and the results as the crimes went
151 forward to the court system. The report also covers the relationship of the parties
152 involved in the crimes. The impact of substance abuse and mental health on the
153 occurrences was also reviewed.
154
155 Director Swenson reviewed the department's goals going forward in respect of the
156 increase the department has seen in this type of crime. The prosecution staff is working
157 with the department to maximize evidence/improve handling of cases.
]58
159 Director Swenson noted that Alexandra House has been providing services in the area for
160 a long time. There is already a system in place where officers will contact them for
161 services as needed. The department is also looking at issues that could be causing the
162 problems so appropriate services can be engaged.
163
164 Director Swenson noted finally that he will be addressing the council (during budget
165 discussions) about the possibility of financial support to Alexandra House from the city.
166 Mayor Reinert asked staff to provide the numbers as soon as information is available.
167
168 Jackie Bridgeman, Community Program Manager, and Sue Redmond, Program
] 69 Development Director, of Alexandra House were also present and provided information
] 70 on their programming. They were asked to return and give a comprehensive report on
171 their services.
172 5. 2018 Street Reconstruction —City Engineer Hankee reviewed the written
173 reports:
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174 a. LaMotte Drive — The bids came in substantially over the estimate and she
175 explained the reasons. Staff intends to work on the issues that are driving the cost and
176 rebid the project; staff will communicate information to the residents. Mayor Reinert
177 asked the impact to the residents and Ms. Hankee said basically it's a delay in fixing a
178 really terrible roadway. The council will be asked to reject the bids at the next council
179 meeting and proceed with the rebid. Residents will be informed that one of the potential
180 issues contractors are noting is how to maintain resident access during construction.
181
182 b. West Shadow Lake Dr. — Replacement of the culvert was discussed at an
183 advertised public meeting. Staff presented data, there was discussion and then a
l 84 presentation of staffs proposal to replace the culvert. A mailing will be sent to follow up
185 on that public meeting. Permit applications will be submitted as required. Council
186 Member Maher received additional information on how the historic elevation is set.
187 6. Municipal State Aid Street Fund/ 2018 Mill and Overlay Project -City
188 Engineer Hankee recalled that the council previously authorized staff to seek an
189 advancement of MSA funds from the state. The funds are mainly reserved for remaining
190 debt service on the I-35W intersection improvement project. She reviewed how other
191 MSA funds are planned to be used and what funds are left unencumbered. Staff has
192 presented the option of moving unencumbered funds into this year's mill and overlay
193 program or to hold them for next year's project. Mayor Reinert said, considering that
194 costs seem to go up yearly, he sees no reason to hold the funds if they can be used this
195 year; the council concurred. Ms. Hankee will add the matter to Mondays council agenda
196 because the contractors are ready to move.
197 7. Lease Extension for New Creations Child Care &Learning Center -
198 Administrator Karlson reviewed his written report. Based on interest of the center to
199 extend the lease and based on a previous council discussion that was amenable to the
200 concept, he has worked with an agent on revising the lease document appropriately.
201
202 The council concurred with extending the lease as proposed.
203 $. Technology Upgrades —Administrator Karlson said his report is based on a
204 recommendation of Council Member Stoesz. He has spoken with Metro INET on the
205 matter of modifying the city's electronic address and found that they have worked with
206 some other cities on the same type of change. If the council directs, he will work on a
207 change. Council Member Stoesz suggested the address be "linolakes.us" because
208 "linolakes.gov" carries an annual fee. The mayor concurred with the ".us" option.
209
no Council Member Maher remarked that there was an opinion expressed recently in the
211 newspaper from a resident who doesn't wish to see City funds utilized to upgrade the
212 website if that's not needed. She concurs; it's difficult to justify spending taxpayer
213 money on this expense.
214
215 The mayor asked if the council could receive a sample of the improvements, perhaps
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216 other websites where the improvements have been made. Administrator Karlson
217 concurred to send information.
218
219 Council Member Maher asked to see specifics on numbers of users of the City website
220 and information from cities that have changed.
221 9. Park Board Recommendation of 2018 Parks and Trails Capital Projects —
222 Public Services Director DeGardner and Park Board Chair Huelman and Park Board
223 Member Jensen reported. Director DeGardner recalled the funds available in this year's
224 budget for parks and trails improvements. The park board has worked for several
225 months on developing recommendations for use of those funds.
226
227 Park Board Chair Heulman presented the board's recommendation. They have identified
228 the types of funding needs and those that received the board's focus. The larger projects
229 seemed like they would eat up the funds quickly with less impact. Mr. Heulman
230 reviewed the process used by the board to bring forward the recommendations (as
231 outlined in the written report).
232
233 The mayor expressed the desire to have the overall Parks and Trails Management Plan in
234 place as projects are funded. He wants to see the whole plan before funds are actually
235 spent. Director DeGardner suggested that the Park Board could deal with the
236 comprehensive plan and report back. The mayor said that the plan should provide a
237 snapshot of everything and provide the necessary vision and a path for implementation
238 such as provided by the City's Pavement Management Plan.
239
24o Council Member Manthey remarked that this is an all new process so it takes some
241 working through. He understands having a plan because that can direct the full course of
2 an enti 24re process but he also understands the recommendation that these are the biggest
243 bang for the buck items right now.
244
245 Park Board Chair Heulman remarked that this process isn't quite the same as for paving
246 roads since in most cases the roads are in place; for these projects much is new so it may
247 be somewhat different in developing that plan. He continued to review the
248 recommendations brought forward by the Park Board.
249
250 Finance Director Cotton noted a budget work session discussion of last December and
251 figures that give some of the information that is being requested by the mayor. She
252 suggested that the funding recommendations brought forward now could be plugged into
253 that information to shed light on progress. Mayor Reinert said that wouldn't be all the
254 data he is looking for.
255
256 Council Member Manthey remarked on all the elements that would be included in a plan.
257 He sees this as more complicated than just a road or a trail system. It may have to be
258 layered. A map with layers, a time frame and the amount of money. Mayor Reinert
259 suggested that staff work with WSB & Associates to put together a plan if necessary.
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260 Council Member Maher said she wouldn't be in favor of paying WSB if it could be done
261 in-house.
262
263 Council Member Maher asked Mr. DeGardner if he would be able to get the requested
264 plan together without outside assistance. Mr. DeGardner said he recognizes this as a
265 council priority and will provide the plan.
266 10. Blue Heron Days, Craft Beer Stand at Lino Park- Brian Hronski, Recreation
267 Supervisor, reported on plans for 2018 Blue Heron Days. The council has received a
268 request to consider a change in regulations to allow a craft beer/food stand in the park.
269
270 Council Member Manthey asked if this would require an increase in police presence.
271 Director DeGardner said he'd recommend a police presence with the sale of alcoholic
272 beverages. Director Swenson said it would be up to the City Council but this is a change
273 in the activities that have occurred in the park for the festival; he clarified that there
274 wouldn't be a residual police presence after the parade. Director Swenson remarked that
275 the City can provide the structure to maintain the family nature of the event to a certain
276 extent but anytime alcohol is involved there can be issues. The council will leave the
277 matter of necessary security to the police; Chief Swenson will anticipate submission of a
278 security plan for his department's review.
279
280 City Clerk Bartell clarified the process going forward, if a change is to be considered.
281 An ordinance amending the code to allow sale of intoxicating beverages in a city park
282 during the community festival would be introduced. If approved after a second reading,
283 that change would be in place. The council could then consider a resolution allowing a
284 specific event and attach to that resolution conditions appropriate to the event, in this case
285 part of that would be a security plan.
286
287 The ordinance will be introduced at the next council meeting.
288
289 Council Member Stoesz suggested that a church service at the park be added to the
290 festival schedule. He is working with a church organization on the possibility. A
291 council member suggested it be a separate event. Council Member Rafferty said he isn't
292 necessarily comfortable with the concept.
293 11. Review City Attorney Candidates —Administrator Karlson noted his letter
294 outlining the four firms that were interviewed. Based on the current attorneys letter of
295 engagement, notice would have to be given in order to change services.
296
297 Council members expressed their support for City attorney firms as follows:
298
299 Mayor Reinert — Rupp, Anderson, Squires and Waldspurger;
300 Council Member Manthey — Ratwik, Roszak & Maloney;
301 Council Member Maher — Ratwik, Roszak & Maloney;
302 Council Member Rafferty — Rupp, Anderson, Squires and Waldspurger;
303 Council Member Stoesz — Rupp, Anderson, Squires and Waldspurger.
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304
305 Council Member Maher argued that the cost is higher to change. It is taxpayer money.
306
307 Council Member Stoesz suggested that a change in services occasionally is healthy.
308
309 Administrator Karlson will contact the Rupp firm. He recommends that the firm be asked
310 to provide services with no increase in fees for three years. There would be an
all engagement letter forwarded to the council in the future.
312 129 Council Compensation — Administrator Karlson explained that the subject of
313 council compensation came up recently, specifically review of the payments for special
314 meetings. He has since taken a look at the regular salary for this City's council members
315 and mayor in comparison with other councils. The City is quite a bit below the average.
316 He explained that, if council decided to change their compensation plan, that could not be
317 effective until after the next municipal election. In the area of special meeting
318 compensation, there is also an outstanding question about whether or not the Board of
319 Appeal and Canvassing Board should be paid separately from the special meetings. If
320 they are considered separate from the regular special council sessions, they could be
321 identified as such by ordinance and a rate of special payment established. There is already
322 a policy in place to provide for extra compensation for EDA meetings. Mayor Reinert
323 said it's clear to him — it's different when the council isn't acting in their actual role of
324 council member
325
326 The history of when special meeting compensation was established by the council was
327 discussed. The last time that language was amended was 1997 and it established a four
328 meeting per month maximum compensation policy.
329
330 Finance Director Cotton noted that, for payroll purposes, how special compensation will
331 be handled must be very clear. For those meetings determined to be outside of regular
332 special council sessions but for which there will be compensation above the regular
333 maximum four special meetings per month, there should be approved language in
334 ordinance form authorizing payment and how much.
335
336 Administrator Karlson explained that in 1991, by ordinance, the council's special
337 compensation was limited to two meetings per month; within that ordinance there was
338 also language clarifying that meetings that were held on the same night as a council
339 meeting would not be considered special. In 1997, the language was changed to allow up
340 to four special meetings but didn't include any language on the matter of special meetings
341 on a regular council day. Going forward, the practice of not paying for special meetings
342 on regular council days continued. In 2014, at the request of a council member, he
343 reviewed the language and the policy going forward changed to payment for any special
344 meeting (maximum four per month) even on regular council days.
345
346 Council Member Stoesz suggested that the requirement to sign a voucher (paper) should
347 be updated to allow for verification of attendance by the minutes; also that a presence at
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348 some portion of the meeting is attendance.
349
350 Council Member Rafferty asked if the council wants to consider if a four meetings per
351 month maximum is still correct and if the compensation amount needs review.
352
353 Council Member Manthey asked if there is any history on how the policy (of four
354 maximum per month) was established by a previous council. Staff knew of no
355 information.
356
357 Council Member Stoesz suggested that the policy of compensating more to the chair of
358 the EDA than to the members be changed, to pay every member the same. A majority of
359 council members concurred.
360
361 Administrator Karlson said staff will put together an ordinance with updated
362 language/figures on compensation for special meetings for council review.
363
364 Council Member Rafferty mentioned that he'd like for staff to investigate past
365 compensation to determine meetings that should have been paid under the 1997 policy
.3 (special compensation for meeting on a regular council day) and any other discrepancies.
367 Council Member Manthey asked how far back he'd like to go, noting that the policy was
368 changed in 1997. Council Member Rafferty said he'd like to get as much information as
369 possible. Administrator Karlson said a formal direction from the council would be
370 needed for that. Staff also informed the council that there are no payroll records past a
371 certain retention period. Council Member Rafferty noted that he has saved his pay stubs.
372 Mayor Reinert suggested that if it's right to go back and make payments then it's right to
373 do what's possible.
374
375 Mayor Reinert noted that Council Member Rafferty brought up the subject of the
376 compensation and an error back in 2014 and this probably should have been dealt with
377 then.
378
379 Finance Director Cotton explained that there would have to be a formal action of the
380 council directing staff to look back and to a specific time, and if compensation is the
381 result, it would be treated as retro pay. She added that her impression is that there
382 appeared to be a change in interpretation of the policy on special meetings in 2014.
383
384 Council Member Rafferty said he'd like this to be clarified and rectified if that is
385 appropriate.
386
.1 Mayor Reinert suggested, whether it's 2010 or 2012, Council Member Rafferty should
388 work with the Finance Director to determine what can legitimately be used as a starting
389 period. Administrator Karlson said minutes would be compared to payroll records as far
390 back as possible. There was discussion about what documentation would be needed in
391 order to clearly determine if payment was made for past special meetings. For council
392 members that have pay stubs and the minutes indicate their presence at a special meeting,
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393 they should receive compensation for that.
394
395 A draft ordinance will be brought forward. Staff can do backpay research but an official
396 action should precede that work.
397
398 The mayor asked to move to the question of regular council salary. He has considered
399 something like an escalator that is tied to other city salaries but that is problematic; the
400 other option is to consider the salary every two years. Council Member Rafferty
401 suggested that the escalator could be tied to the lowest increase negotiated for employee
402 group(s). Administrator Karlson added that the council salary can only be dealt with by
403 ordinance and during the specified period after the municipal election.
404
105 Council Member Stoesz suggested looking at the survey list, taking off the lowest and
106 highest and reaching an average. Then the council could decide on a schedule to get to
107 the average. Administrator Karlson suggested, if the council moves in that direction,
108 spreading it out over a three year period.
409
410 13. Rice Lake Elementary Play Structure —Mayor Reinert reported that he has met
411 with the school district superintendent as well as the school principal and he's bringing
412 forward recommendations based on that. The mayor said the school district has a policy
413 of not funding replacement of play structures (after original development, the replacement
414 responsibility falls to the school PTO). He felt concern about that policy because the
415 amount of money they have in budget each year makes it seems much more realistic for
416 the district to fund improvement as opposed to the city. Mayor Reinert said he suggested
417 a twoAo-one contribution ratio, with the school district contributing the two. He also
418 discussed amounts for this particular project with them. They decided they could come
419 up with $40,000 and the mayor said he'd approach the council seeking a $20,000 match
420 from the city. The mayor said he's also recommending a resolution establishing that
421 two -to -one contribution concept as the city's policy; that would assist with discussions
422 about funding play structures in the future as there will certainly be funding needs. This
423 would be real help if the school district is willing to do the work on their funding part.
424 That being in place, if the school district were to commit $40,000 to this project next
425 year, the city could match with $20,000 and, over a two year period, the project would be
426 funded at $120,000. He also clarified that this would only be for schools within the City
427 of Lino Lakes (i.e. White Bear Lake district not eligible).
428
429 Council Member Rafferty asked if the question raised by parents about accessibility
430 should be a consideration at this time. Director DeGardner said there is a certain amount
431 of accessibility built into projects. Council Member Stoesz said he wants the resolution
432 to include language requiring accessibility consideration as well as availability
433 requirements (can't be a gated off area), and that funding is limited to play structure and
434 not trail improvements.
435
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436 The council concurred to consider a resolution at the next regular meeting establishing the
437 city's policy on contributions for play structures. The council should have adequate time
438 to review the proposed resolution before the council meeting.
439
440 14. Public Works Facility Follow-up -Director DeGardner referenced the written
441 report included in the packet that responds to information requested by the council on this
442 subject. Mayor Reinert verified that the current council members have had the
443 opportunity to tour the City's public works facilities.
444
445 The council postponed further review but will review again.
446 15. Council Updates on Boards/Commissions —There were no updates.
447 16. Schedule Date for All City Board Meeting —Administrator Karlson noted that
448 the council has requested establishment of this meeting. He is looking for dates in May
449 or June.
450
451 The council concurred on 6:00 p.m. Monday, June 18. The mayor recommended
452 providing pizza for the meeting.
453 17. Monthly Progress Report —Administrator Karlson reviewed the written report,
454 highlighting updates on labor negotiations, personnel (the police department will add
455 their hiring recommendations to the next council agenda if ready).
456 18. Review Regular Agenda of May, 14, 2018 — There were no changes to the
457 council agenda; the following items were briefly reviewed:
458
159 - NorthPointe — final addition of single family lots; final agreements for council
160 consideration; nothing different from the original proposal submitted;
461 - Love to Grow On (6499 Lakota Trail) — a conditional use permit for a day care facility
462 accommodating up to 188 children; a site plan was reviewed; staff has worked through
463 issues on the site, including storm water needs and traffic; variances are requested on set
464 back;
465 - Century Farm North — long term project and staff is recommending approval of the last
466 outlot in the development; view of site plan including four single family lots;
467 - Accepting 2018 Anoka County Recycling Grants.
468 19. Adjourn
469 The meeting was adjourned at 11:35 p.m.
470
171 These minutes were considered, corrected and approved at the regular Council meeting held on
472 May 29, 2018.
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473
474
475
47
477
478 Julianne Bartell, City Clerk
479
May 7, 2018
Jeff Reinert, Mayor
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