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HomeMy WebLinkAboutAgenda Packets - 2008/02/04 CITY OF MOUNDS VIEW CITY COUNCIL WORK SESSION AGENDA MOUNDS VIEW CITY HALL Monday, February 4, 2008 7:00 p.m. Revised as of Friday, Feb 1, 2008 @1130am ROLL CALL: Marty, Stigney, Flaherty, Hull, Mueller PUBLIC COMMENT Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. Agenda Items Discussed by Consensus ________ 1. Joint Meeting with the Charter Commission ________ 2. Festival in the Park Budget – Reps from the Festival Committee will be present ________ 3. Streets and Utilities Commission discussion ________ 4. Outdoor Event Policy Draft _______ 5. City Entrance Monuments (signs) _______ 6. Gasoline Purchase Review _______ 7. City Administrator Interview Process _______ 8. Mounds View Matters (verbal report) Next Work Session: Monday, March 3, 2008 @7pm Next City Council Meeting: Monday, February 11, 2008 @7pm Item No: 1 Meeting Date: Feb 4, 2008 Type of Business: Worksession Administrator Review : ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: James Ericson, Community Development Director Item Title/Subject: Joint Meeting between the City Council and the Charter Commission Background: The Charter Commission has requested a joint meeting between it and the City Council to discuss certain issues, some of which are identified in the attached staff report to the Council dated November 13, 2007. Discussion: According to the correspondence from Chair Thomas, they are seeking input regarding Sections 2.02, 3.03 and 8.04, as well as potentially other sections of the Charter. Staff continues to work with the Charter Commission on the issue of administrative offenses and is confidant that a Charter amendment as well as a Code amendment may soon be forthcoming for Council consideration. Attached to this report may (or may not) be additional material submitted by the Charter Commission subsequent to the preparation of this report. Recommendation: Discuss the issues identified herein and other concerns as expressed by the Charter Commission. Respectfully Submitted, Jim Ericson Interim City Administrator Item No: 11(B)2 Meeting Date: Nov 13, 2007 Type of Business: Reports Administrator Review : ____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: James Ericson, Community Development Director Item Title/Subject: Review Charter Commission Correspondence Introduction: At the last Charter Commission meeting on October, the Commission had asked about the status of a variety of matters that had been communicated to the City Council through the administrator. Attached is a copy of the most recent correspondence. Discussion: The issues for which the Charter Commission seek direction and response are as follows: 1. Section 2.02 of the Charter relating to the Police Civil Service Commission and EDA. The Charter Commission believes there is a conflict between this section of the Charter and the fact that the PCSC and the EDA perform administrative duties. The City Attorney indicates that Minnesota Statutes prevail over what is indicated in the Charter however the Charter could be amended to indicate that the Charter does not apply to the PCSC and EDA. 2. Section 3.03 of the Charter regarding Department Liaisons. The second issue concerns language in Section 3.02 that Council Members be appointed as liaisons for City Departments. This provision has not been met in several years and the Commission would like direction from the Council on how or if the language should be revised. 3. Administrative Offenses. I am happy to report that staff has been working with the Charter Commission on this item. 4. Section 8.04 regarding assessments for infrastructure improvements. The Charter Commission indicates that some guidance from the Council on directions it would be willing to consider, and those it would not consider would help the Commission better focus their time and considerations in order to find a resolution more quickly and efficiently. Recommendation: Staff would like some feedback from the Council on the above issues and would like to know if it would like to schedule a joint meeting of the Council and Charter Commission after the first of the year. Respectfully submitted, ________________________ James Ericson Community Development Director BUDGET WORKSHEET FOR 2008 EXPENDITURE'S 2007 Actual 2008 Budgetary NOTES: PARADE; mailings 100.00$ to solicit sponsors and donations barracades -$ Borrow from Blaine - Mike Ulrich PW Director Marching Band expenses 1,000.00$ BATTLE OF THE BANDS; stage 500.00$ For the weekend sound equipment 500.00$ For the weekend technician 500.00$ For the weekend band prizes 150.00$ Top 3 places & certificates of competition MUSIC ENTERTAINMENT; stage one fee for the weekend sound & light equipment one fee for the weekend technician one fee for the weekend bands 2,000.00$ For 3 professional bands CAR SHOW; special advertising 1,000.00$ car plaques 100.00$ awards 150.00$ DJ 250.00$ CRAFTERS; mailings 50.00$ ART SHOW; mailings 25.00$ prizes 150.00$ top 3 places & certificates of competition OTHER; general advertising 100.00$ 2 day event tab insert FREE Festival signs 250.00$ Parade Route signs 250.00$ on site maps of activities 10.00$ insurance 1,000.00$ 1 million liability certificate for 2 day event paper & postage 200.00$ for letters and flyers printing of letters 100.00$ port a potties 750.00$ golf/work carts -$ Borrow work carts from Blaine tables & chairs -$ Borrow from CC and/or local churches Healthy Heart Fun Run Walk -$ Sponsored by the Y & Medtronic Fireworks 5,000.00$ Donation from Medtronic Public Works 1,000.00$ Police Department 2,000.00$ Game tickets 50.00$ For all children's activities Other Entertainment options 500.00$ story teller, magician, balloon artist, etc. 17,685.00$ Expected Expenses BUDGET WORKSHEET FOR 2008 INCOME 2007 Actual 2008 Budgetary NOTES: PARADE; Registration Fees 600.00$ Political units Sponsorships 2,000.00$ business donations/sponsorships BATTLE OF THE BANDS; No fee's -$ Free activity for the public MUSIC ENTERTAINMENT; No fee's -$ Free activity for the public CAR SHOW; Registration Fee's 2,000.00$ CRAFTERS; Registration Fee's 1,200.00$ $35 per booth ART SHOW; Registration Fee's 150.00$ $3 for students $10 for adult GAMES; Registration Fee's 150.00$ OTHER; Food Booth Fee's 600.00$ Fun Run Fee's 200.00$ Healthy Heart 5K Fun Run Walk Fireworks Donation 5,000.00$ From Medtronic 11,900.00$ Expected Income BUDGET WORKSHEET FOR 2008 INCOME 2007 Actual 2008 Budgetary PARADE; registration fees 800.00$ sponsors BATTLE OF THE BANDS; sponsors 300.00$ 500.00$ sales of CD -$ MUSIC ENTERTAINMENT; sponsors -$ CAR SHOW; sponsors registration fees goodie bag donations t shirts vendor FIREWORKS; sponsor 5,000.00$ 8,000.00$ CRAFTERS registration fees 400.00$ OTHER; donation jars Item No. 02 Meeting Date: Feb 4, 2008 Type of Business: WS WS: Work Session; PH: Public Hearing; CA: Consent Agenda; EDA: EDA Business Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Assistant City Administrator Item Title/Subject: Festival in the Park Budget Budget There is $14,500 in budget number 100-4110-3900, which covers the Festival in the Park ($4,250) and the Mounds View 50th Anniversary Celebrations ($10,250). Last year, the City Council passed Resolution 7117, which authorized additional expenditures to the Festival in the Park, not to exceed $5,300, to assist the Committee in payment of Insurance, Professional Bands, Port-a-Potties, Irondale Marching Band, use of the City’s copier machine, and the Car and Tractor Show. The Festival in the Park Committee would like to ask the City Council if the City would assist in the expenditures for this two day festival this year. The Festival in the Park is scheduled for August 16 and 17, 2008. The Festival in the Park Committee has a finalized budget. The Festival Committee needs assistance on payment of insurance, Professional Bands, Port-a-Potties, Irondale Marching Band, use of City’s copier machine, the Car and Tractor Show and Festival in the Park Signage. It was agreed at the January Work Session to help with festival expenditures contingent on City Council review of the festival budget. Attached to this staff report is the Festival in the Park Committee Budget submitted to Staff by the committee. Members of the Festival in the Park Committee will be present at this Work Session to answer any questions. Respectfully submitted, Desaree Crane Item No: 3 Meeting Date: Feb 4, 2008 Type of Business: Worksession Administrator Review : ___ City of Mounds View Staff Report To: Honorable Mayor and City Council From: James Ericson, Interim City Administrator Greg Lee, Public Works Director Item Title/Subject: Discuss Creation of a Streets and Utilities Improvement Committee Introduction: The City Council, in response to suggestions made by members of the Streets and Utilities Task Force, expressed a desire to create an ongoing committee or commission to provide guidance, oversight and advice to the Council as it moves ahead with the implementation of the street and utility improvement program. Discussion: The Council may establish an advisory body as a commission, committee or a task force, each of which would ultimately serve the same purpose. The City Charter, in Section 2.02, indicates that the Council may establish a board or commission to advise the Council with respect to any municipal function or activity, to investigate any subject of interest to the City, or to perform quasi-judicial functions. The Charter indicates however that creation of a board or commission be done by ordinance. The Streets and Utilities Task Force was created by the Council by resolution on March 12, 2007. (Public Works Director Lee’s staff report is attached for reference.) Establishing such an entity by ordinance would convey some level of permanence and would likely necessitate introducing a new chapter to Title 400 of the City Code relating to Boards and Commissions. If the Council anticipates that the entity would continue beyond the duration of the ten years street program, creation by ordinance would seem to make sense. If, on the other hand, the entity is anticipated to expire upon conclusion of the reconstruction program, creation by resolution would likely be sufficient. Regardless of how the entity is created, the Council will need to address the following entity parameters: • How many members? (A five or seven member entity would likely be sufficient) • Length of terms (three year staggered terms is standard for other MV advisory bodies) • Establish Clear Purpose and Expectations (What is their ultimate charge?) • Will the entity continue existence after the program has been completed? • How often would the advisory body meet? Monthly? Quarterly? As needed? If there is a consensus among the Council as to the parameters that would govern the function of the proposed advisory body, staff will prepare the requisite enabling vehicle for consideration at the February 11 or February 25 Council meeting. Recommendation: Consider options relating to the proposed establishment of an entity to provide advice and guidance to the City Council concerning the City’s adopted Streets and Utilities Improvement Program. Item No: 7I Meeting Date: 03/12/07 Type of Business: CB City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Item Title/Subject: Resolution 7045, Establishing the Streets and Utilities Task Force Background: At the March 5, 2007 work session, the City Council discussed the creation of a Citizen’s Task Force to help plan for the future reconstruction of City streets and utilities. Because rehabilitating the City’s Streets and Utilities was identified as a top priority for the City, staff is recommending that the Council serve on the “task force” as a body, and specifically invite any interested citizens, and the public in general, to a series of meetings. Interested members of the public that register would be sent packet material and agendas and encouraged to attend all meetings. Suggested Task Force Membership: • Mayor and Council • Interested Residents at-large Staff Liaison: Kurt Ulrich, City Administrator Greg Lee, Public Works Director Mark Beer, Finance Director Meeting Schedule: Meeting every 1st Monday of the month from 5:30 – 7:30 prior to regular work session items. Also, meet the 3rd Monday of each month as necessary. Since the April 2nd date is already scheduled for the joint meeting with the New Brighton Council, it is suggested that this group consider meeting on April 16th. Complete work in time to allow a project to be bid for 2008 construction. Task Force Charge: o Develop a Financial Plan for the entire reconstruction program o Develop a street standard or standards that will best meet the needs of the City in partnership with its residents o Develop a Prioritization and Implementation o Develop a Communication Plan Recommendation: It is recommended that the City Council adopt the attached Resolution 7045 Establishing the Streets and Utilities Task Force. RESOLUTION 7045 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA ESTABLISHING THE STREETS AND UTILITIES TASK FORCE WHEREAS, rehabilitating the City’s Streets and Utilities was identified as a top priority for the City; and WHEREAS, at the March 5, 2007 work session, the City Council discussed the creation of a Citizen’s Task Force to help plan for the future reconstruction of City streets and utilities; and WHEREAS, staff is recommending that the Council serve on the “task force” as a body, and specifically invite any interested citizens, and the public in general, to a series of meetings; and WHEREAS, it is recommended that the Task Force meet every 1st Monday of the month, from 5:30 p.m. to 7:30 p.m., as well as the 3rd Monday of each month as necessary. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View, Ramsey County, Minnesota as follows: 1. A Streets and Utilities Task Force is hereby established. 2. The Streets and Utilities Task Force shall be comprised of the Mayor, City Council, the City Administrator, the Public Works Director, the Finance Director, and Interested Residents at-large. 3. The Streets and Utilities Task Force shall meet on the 1st Monday of the month, from 5:30 p.m. to 7:30 p.m., as well as the 3rd Monday of each month as necessary. 4. The charge of the Task Force will be to: o Develop a Financial Plan for the entire reconstruction program o Develop a street standard or standards that will best meet the needs of the City in partnership with its residents o Develop a Prioritization and Implementation o Develop a Communication Plan Adopted this 12th day of March 2007. (ATTEST) ____________________________________ Rob Marty, Mayor (SEAL) ____________________________________ Kurt Ulrich, City Administrator Item No. 04 Meeting Date: Feb 4, 2008 Type of Business: WS WS: Work Session; PH: Public Hearing; CA: Consent Agenda; EDA: EDA Business Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Assistant City Administrator Item Title/Subject: Outdoor Event Policy Draft On October 1, 2007, Staff and the City Council discussed a policy for special outdoor events. Many businesses have requested to hold special outdoor events to include Moe’s and The Mermaid. Staff was directed by the City Council to come up with draft policy language that would address a parking plan, security plan, clean up plan, placement of portable toilet facilities, entertainment or stage locations, proof of Workers Compensation Insurance, Fire Inspection, and a requirement to notify residents of the event. It was the consensus of the City Council on October 1, 2007, to charge $100 for each special event and to limit the special events to 2 events per establishment per year. There was discussion on whether to require a bond or cash payment, but no consensus was made. If the City would like such a provision, the City Council could use example language and insert the amount the City Council would feel necessary: “As a condition of the permit, the City Council could require the applicant to post a surety bond in the amount of ______, or a cash payment of ______ in lieu of the bond. Such bond or cash payment is conditioned upon compliance with state and local laws, ordinances, and the outdoor event permit. In the event the applicant violates any such conditions, either the bond will be payable to the City, or the cash payment will be forfeited to the City, in an amount equal to the City’s costs and expenses related to the violation(s).” Attached is a draft of the Special Outdoor Event Policy. Since spring is just around the corner, Staff would like to have a finalized policy before the City Council at the February 11th City Council Meeting. Respectfully submitted, Desaree Crane SPECIAL OUTDOOR EVENT PERMIT POLICY A Special Outdoor Event means an outdoor event where the general public is invited to attended, held by person(s), business or organization, including but not limited to, festivals, concerts, tournaments, and parties. Any person(s), business or organization shall be required to obtain a permit for any outdoor public event. Such permit shall be obtained on a form available by the Mounds View City Clerk/Administrator. The Special Outdoor Event Permit must be applied for at least ten days prior to a City Council meeting and approved by the City Council at least ten days prior to the event. The Permit must include the following: 1. The name and phone numbers of at least two people in charge of the event, and phone numbers where they can be reached on the day of the event. 2. Diagram set-up of the event. Diagram must include entertainment or stage locations, portable toilet placement, parking areas, and placement of trash containers. 3. Date and hours of the event. The hours of the event must be in compliance with the City’s Noise Ordinance. 4. Proposed parking plan. 5. Type of music or entertainment 6. Security Plan: A security team of a minimum of two persons, including an off duty Police Officer, per 100 persons expected at the event, shall be present at the event. The off duty Police Officer will be paid for by the permit applicant on top of the $100 permit fee. The security team shall be easily identifiable by a uniform, shirt, etc. (Staff got this language from the Public Outdoor Event policy with the City of Vadnais Heights) 7. Clean-up Plan. 8. Number of Portable Toilets 9. First Aid facilities – please indicate who is providing this service. 10. Proof of Workers Compensation Insurance, if applicable. 11. Proof of a passing Fire Inspection by the Mounds View Fire Marshal. 12. Payment for the Special Outdoor Event Permit per the Mounds View Fee Schedule. 13. Copy of a drafted letter or announcement informing residents of the event within a 500 feet radius of your establishment. The City will provide the list of resident addresses and is the responsibility of the applicant to inform the residents of the event. Exceptions: The following are exempt from the requirements of the Special Outdoor Event Permit: a. City-Sponsored Events. b. Private Parties: A Private Party is any party held on private property in which members of the general public are not invited. Each business or organization or person(s), are allotted only two Special Outdoor Event Permits per calendar year, and all Special Outdoor Event Permits must be approved by the Mounds View City Council. The Mounds View City Council meets every second and fourth Monday of each month. After City Council approval, the applicant must inform the residents of the event by mailing or by hand delivery no later than 10 days prior to the event. Item No. 6 Meeting Date: February 4, 2008 Type of Business: WK WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City Administrator Review _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Greg Lee, Director of Public Works Item Title/Subject: Gasoline Purchase Review Background: Historically, the City has been purchasing gasoline from the Holiday station at 2732 County Road 10. This station is the sole source for all City-owned vehicles and equipment, including Staff vehicles, Police squad cars, Public Works and Parks maintenance vehicles, mowers, and all small gasoline powered equipment. Diesel fuel for larger pieces of equipment including dump truck, loaders, backhoes, etc. is purchased in bulk and is stored and dispensed from a storage tank at Public Works. Discussion: In the fall of 2007 the City received an invitation from The Station gas station to set up an account to purchase gasoline at this location. Subsequently, an account was set up with The Station. Also, when the City sold the golf course, there were several items that the City retained which were not sold with the golf course and associated auction. One such item was a 1000 gallon fuel storage tank. This was retained at Public Works with the intention of utilizing this tank for distributing gasoline. Due to its limited size, it was intended to be used mainly for mowers and small gasoline powered equipment. With the addition of The Station gasoline account and the option of utilizing the former golf course gasoline storage tank, Staff explored all options for the purchase and distribution of gasoline. Attached is this report, which was created by the City’s Park Supervisor. A summary of the data is displayed in the following table: PRICE PER GALLON FUEL SOURCE Distance from shop (miles) Travel Time** (min) 10/9/07 10/24/07 1/23/08 1/24/08 No Tax* 1/24/08 Holiday 2732 Hwy 10 1.5 4-5 $2.67 $2.72 $2.89 $2.86 $2.47 The Station 2280 Co. Rd. I 1.4 4 $2.64 $2.69 $2.89 $2.84 $2.45 Super America 2640 N Hwy 10 1.0 5 $2.67 $2.72 $2.89 $2.89 $2.50 B.P. 2155 Hwy 10 3.2 6-7 $2.67 $2.69 $2.89 $2.89 $2.50 Ramsey County 1425 Paul Kirkwold 7.8 21 $2.41 Golf Course Tank PW Shop 0 0 $2.45 * Subtract 18.4 cents State Tax and 20.0 cents Federal Tax ** Travel time to and back from site Based on the data with the Gasoline Purchase and Distribution Study, Staff is recommending that the City continue with its current practice in purchasing gasoline. Fueling Stations In comparing the per gallon data collected for the four fueling stations located within Mounds View, The Station typically had lower prices, by a few cents per gallon, than the other stations located on County Road 10. Holiday, on the other hand, has conveniences such as a car wash, which the City utilizes. Based on this, Staff recommends utilizing the existing accounts at both The Station and Holiday. The City could seek opening accounts with Super America and BP; however there probably isn’t any significant advantages in doing so. Ramsey County There is a slight savings in purchasing gasoline from Ramsey County. However, this purchase cost savings is completely eliminated and perhaps becomes an overall cost increase when you factor in the loss of productivity due to travel time. It is also not a practical solution with various pieces of equipment such as mowers. City Owned Tank As the data indicates, utilizing the former golf course fuel tank does not represent a cost savings in the purchase price of the gasoline. There would be several non- financial benefits for utilizing this tank. These include: a savings in staff time, perhaps an increase in safety by not having to transport gas containers from the a filling station, and having direct access to City-controlled gasoline in events such as power outages or other catastrophic events. However, Staff believes that these non-financial benefits are slightly overshadowed by potential negative impacts of operating a gasoline storage tank. These include: additional administrative time to operate a gasoline tank, potential liability of having another fuel tank on City property, and ongoing maintenance and repair of such a fuel tank. Given this, Staff is recommending disposal of this fuel tank. Recommendation: Staff is recommending that the City continue with its current practice in purchasing gasoline. This includes purchasing gasoline from either from Holiday or The Station. Staff is also recommending that that the fuel tank acquired for the golf course be disposed. Respectfully Submitted, Greg Lee, Director of Public Works GASOLINE PURCHASE AND DISTRIBUTION STUDY Synopsis: This is a report for the City of Mounds View as it pertains to the purchase of gasoline for City owned vehicles and equipment. • Holiday- 2732 Hwy 10. I spoke with the manager, Jim. He stated that the city was billed for the car wash packages along with their fuel bill. This was arranged thru Kathi O. and Chief Summer. He stated that if we notice gas for a lower price in this area we should inform him and he will match the price. 1.5 miles from shop, 4 to 5 minute drive time. $2.67.9 on 10/9/07 checked 10/24/07- $2.72.9 checked 1/23/08- $2.89.9, $2.86.9 1/24/08 • The Station- 2280 Co. Rd. I. I spoke with the manager, Leon. He stated that his station is normally 3 to 4 cents cheaper than anyone else. I have observed this to be true. They do not have a car wash facility. 1.4 miles from shop, 4 minute drive time. $2.64.9 on 10/9/07 checked 10/24/07- $2.69.9, checked 1/23/08- $2.89.9, 2.84.9 1/24/08 • Super America- 2640 N Hwy 10. I spoke with the manager, Mark. He thought that a discount could be worked out with S.A.’ s Fleet Management. 1 mile from shop, 5 minute drive time. $2.67.9 on 10/9/07 checked 10/24/07 - $2.72.9 checked 1/23/08- $2.89.9, $2.89.9 1/24/08 Addendum: Fleet responded that the city does not use enough fuel for fleet discount. • B.P. – 2155 Hwy 10 I spoke with the manager, Ross. He said that we would have to charge with a BP charge card to get a 2 to 3 cent discount. We would have to fill out a credit card application. 6-7 minute, 3.2 miles. Price was same as Super America and Holiday on the day I checked ($2.67.9), $2.69.9 on 10/24/07, checked 1/23/08- $2.89.9, checked 1/24/08 $289.9 • Ramsey County-1425 Paul Kirkwold Dr. Arden Hills. Talked to Pat McCoy. He said that we could arrange to purchase gas or diesel from the county, but we could not start till after Feb. 2008 as they were at or near capacity for the year. We would have to let them know if we want to join them in less than a month as they purchase now for the coming year and we would have to know approximately how much fuel we use. We would pay them .10 a gallon over their cost to pay for this service. This would run approx. $2.41.9 at this time. 7.8 miles from shop, 21 minute drive time. 10/9/07 Golf Course Tank: We salvaged the above ground fuel tank that was used at the Bridges Golf Course to fuel equipment, carts and trucks. The tank was in good working order at the time of the golf course closing and would be a time saving addition to the public works department. The tank would allow employees to fill various gasoline powered equipment instead of running cans to the service station. The tank could also be used to fill our pickup trucks and smaller generators in the event of a power loss allowing us to perform emergency tasks and service. The tank and area for the tank use was examined by the fire inspector and deemed acceptable in meeting city/state regulations for the project. Due to the time that had lapsed since the tank was last in use, it was also inspected by Minnesota Petroleum. Upon inspection it was suggested that we have the tank cleaned. This process entails steam cleaning the inside of the tank and purging to make sure there are no contaminants. The cost of the cleaning is an estimated $900.00. Furthermore, there would be a need for a licensed electrician to do the simple hook up for power and that was estimated at $100.00 or less. We priced unleaded fuel to be used in the tank through our diesel supplier (Dehn Oil) and it would cost $2.45.9 per gal (Rate as of 1/23/08). We would pay federal tax of 18.4 cents and state tax of 20.0 cents per gallon. The City of Mounds View would be reimbursed for these taxes. Finally, it should be noted that there would not be any additional insurance premiums involved with the re-installation and use of this tank. Item No. 07 Meeting Date: Feb 4, 2008 Type of Business: WS WS: Work Session; PH: Public Hearing; CA: Consent Agenda; EDA: EDA Business Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Assistant City Administrator Item Title/Subject: City Administrator Interview Process Attached is the interview schedule for the City Administrator position. The interview process will start on Friday, Feb 8tt in the afternoon, and recommence on Saturday at 815am. Staff will be posting the interview process as special meetings of the City Council to ensure compliance with Open Meeting Law. On the January 28, 2008, Executive Session there was some confusion on whether to cable cast the City Administrator interview process. In order to alleviate future confusion, Staff spoke with Sharon Klumpp of Springsted and the City Attorney via telephone conference on Wednesday, January 30th, to discuss the interview process and cable casting of these special meetings. The City Attorney and Ms. Klumpp stated to Staff that although the City Council could decide to have these special meetings cable casted, it is not common practice to do so. According to the City Attorney and Ms. Klumpp, most cities post the City Administrator process as a special meeting of the City Council, and not cable cast the special meeting. The public would be allowed to observe the special meeting. However, the one on one interviews, which will occur during recess, would not be public unless the City Council so chooses to allow the public such access. After the one on one interviews, the City Council would reconvene and adjourn the special meeting. In accordance with Resolution 5310 (attached), all special, regular, and work session meetings of the Planning Commission, Parks and Recreation Commission, Cable TV Committee, EDC, and all other City advisory committees created by the City Council shall be cable casted. In order for these special meetings to be cable cast live, the City would have the Cable TV Coordinator or Cable TV Tech on staff in the city cable room and a CTV employee at Master Control. If the Council decided to just tape the proceedings and cable cast them later, then there is only the requirement of one employee in the city cable room. Whether cable cast live or taped, the City would incur additional costs in staff time. Recommendation: Staff recommends posting the special meetings in accordance with Open Meeting Law, and not cable cast the special meetings. Staff feels that is would be an unnecessary expenditure since these meetings are open to the public. The public will be given the opportunity to observe the proceedings. Staff will be posting these special meetings on the City’s website, and bulletin board located in the front entry way on Friday, February 1, 2008. Mounds View, Minnesota Clerk/Administrator Selection Process Schedule Friday, February 8 Interview Schedule 2:45 – 3:30 p.m. Staff Introductions 3:30 – 5:00 p.m. City Tour 5:00 – 6:30 p.m. Reception with the City Council Saturday, February 9 Interview Schedule Time Name 8:15 a.m. – 8:30 a.m. City Council Members and candidates arrive 8:30 a.m. – 10:10 a.m. 15 minute one-on-one interviews with 5 minute break * 10:10 a.m. – 10:30 a.m. De-briefing of one-on-one interviews 10:30 a.m. – 11:30 a.m. Candidate 1 – Todd Bodem 11:30 a.m. – 12:30 p.m. Candidate 2 – Craig Dawson 12:30 p.m. – 1:00 p.m. Break for box lunches 1:00 p.m. – 2:00 p.m. Candidate 4 – Jim Ericson 2:00 p.m. – 3:00 p.m. Council Deliberations * One-on-One Interviews Rob Marty Joe Flaherty Al Hull Carol Mueller Roger Stigney 8:30 am Todd Bodem Craig Dawson Jim Ericson 8:50 a.m. Todd Bodem Craig Dawson Jim Ericson 9:10 a.m. Todd Bodem Craig Dawson Jim Ericson 9:30 a.m. Craig Dawson Jim Ericson Todd Bodem 9:50 a.m. Jim Ericson Todd Bodem Craig Dawson 1/30/2008