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HomeMy WebLinkAboutCC WORKSESSION 06012015 Work Session Agenda Monday, June 1, 2015 5:30 p.m. (food available at 5:15 pm) 1. Hamline University CityLabs – Code Enforcement. Mark Casey, City Manager presenting Falcon Heights and Lauderdale invited 2. Elections. Mark Casey, City Manager and Joe Mansky, Ramsey County Elections Manager presenting Next work session– Monday, June 29, 2015 –5:30 pm City of St. Anthony CITY COUNCIL WORK SESSION City Council Chambers May 4, 2015 Present: Mayor & Council. Jerry Faust, Mayor; Jan Jenson, Councilmember; Hal Gray, Councilmember; Randy Stille, Councilmember; and Bonnie Brever, Councilmember. Absent: None Staff: Mark Casey, City Manager Consultants: Breanne Rothstein, City Planner Call to Order: Meeting called to order by Mayor Faust at 7:00 p.m. 4001 Stinson: Jim Waters, Peter Beck and Paul Meyer presented a concept site plans and concept elevations for a potential redevelopment of the property located 4001 Stinson Blvd. Solar Ordinance: Staff presented a draft Solar Ordinance incorporating recommendations from the Planning Commission. By consensus the Mayor and Council to move forward with the ordinance along with the change of requiring accessory structures are flush mounted only and a maximum of three square feet for pole mounted systems. Planning Commission Work Plan: Staff presented the 2015 Work Plan and requested removal of pervious pavement systems. By consensus of the Mayor and Council, pervious pavement systems was removed and staff directed to next work on urban farming/keeping of animals. Street and Utility Reconstruction Schedule: Staff presented the current Street & Reconstruction schedule, proposed revised schedule, 2016 Street and Utility Improvements Project Costs and a draft cooperative agreement with the City of Columbia Heights. By consensus of the Mayor and Council, staff was directed to change 2016 to Stinson between 37th and Silver Lane and move the remaining streets down a year. In addition, the feasibility report should include decorative lighting. Tour of the City: Staff presented the 24 areas to be reviewed during the May 19, 2015 tour. Adjourn: The meeting adjourned at 8:04 p.m. Minutes respectfully submitted by Mark Casey, City Manager. 1 THIS PAGE LEFT INTENTIONALLY BLANK 2 City of St. Anthony CITY COUNCIL WORK SESSION City Council Chambers May 19, 2015 Present: Mayor & Council. Jerry Faust, Mayor; Hal Gray, Councilmember; Randy Stille, Councilmember; and Bonnie Brever, Councilmember. Absent: Jan Jenson, Councilmember Staff: Mark Casey, City Manager; Jay Hartman, Public Works Director; Kevin Morelli, Assistant Liquor Operations Manager; John Ohl, Police Chief; Shelly Rueckert, Finance Director and Mark Sitarz, Fire Chief Consultants: Breanne Rothstein, City Planner & Todd Hubmer, City Engineer Commission: Scott Bentz, Parks Commission & Erica Crone, Planning Commission Call to Order: Tour of City began at 3:00 p.m. Tour of City: Toured twenty-four areas of interest. After the tour, a brief recap was conducted in the City Hall Council Chambers. It was suggested to review the possible removal of home(s) near 39th and Shamrock for additional flood control. It was also suggested to look at option for additional parking at Silver Point Park. Adjourn: The meeting adjourned at 5:10 p.m. Minutes respectfully submitted by Mark Casey, City Manager. 3 THIS PAGE LEFT INTENTIONALLY BLANK 4 Ha m l i n e C i t y L a b s 5 THIS PAGE LEFT INTENTIONALLY BLANK 6 Full report will be distributed prior to Worksession June 1st. 7 THIS PAGE LEFT INTENTIONALLY BLANK 8 Ra m s e y C o u n t y E l e c t i o n s 9 THIS PAGE LEFT INTENTIONALLY BLANK 10 MEMO TO: Mayor and City Council FROM: Mark Casey, City Manager RE: Contracting Election Services DATE: June 1, 2015 Attached is a draft agreement for contracting election services for the entire City through Ramsey County. Currently Ramsey County Elections provides election services for the cities of St. Paul, Roseville, Moundsview, Arden Hills, Vandais Heights, Falcon Heights, North Oaks, Gem Lake and White Bear Lake Township. Elections Manager Joe Mansky anticipates the cities of Shoreview and White Bear Lake joining in the near future. Mr. Mansky stated that once a city has contracted with Ramsey County Elections for their services there hasn’t been a city that has gone back and resumed the responsibility of elections. Ramsey County Elections is all they do and they are extremely efficient. The City Clerk would be the point of contact/liaison for elections. If approved the City Clerk would reallocate the time spent on elections toward a greater focus on communications efforts. From a resident prospective nothing will change, except residents may have the option to travel downtown St. Paul to vote at the Elections Office in St. Paul if they wish. Below are prices for 2015 and 2016: 2015 – City and School District General Election City share – 40% of St. Anthony total School district share – 60% of St. Anthony total, plus 50% of New Brighton 1B (this may vary a little, based on our agreement to share costs with New Brighton) • Based this breakdown on the average amount of the ballot devoted to City and School District candidates and ballot questions from 2003-2014. 2016 – State Primary and State General Election City share – 100% City total would be $39,200 or $4,900 per quarter for the 2015-2016 biennium. This would cover one City election and two state elections per biennium. School District share would be $8,300 or $1,037.50 per quarter for the 2015-2016 biennium. This would cover one School District election per biennium. 2015 Elections Budget = $29,915 2015 City Clerk Allocation 20% or $17,884 Available Budget = $12,031 Budget Addition - Contract Cost = $19,600 Impact to Budget = ($7,569) 11 AGREEMENT BETWEEN RAMSEY COUNTY, THE CITY OF SAINT ANTHONY AND THE SAINT ANTHONY - NEW BRIGHTON SCHOOL DISTRICT FOR ELECTION SERVICES IN 2015-2016 This is an agreement between the County of Ramsey, through the Ramsey County Elections Office, 90 West Plato Boulevard, St. Paul, MN (“County”), the City of Saint Anthony, 3301 Silver Lake Road, St Anthony, MN (“City”) and the Saint Anthony – New Brighton School District, 3303 33rd Ave NE, St Anthony, MN (“School District”) for the provision of election services by the County (“Agreement”). 1. Term This Agreement will be in effect for the period from July 27, 2015 through December 31, 2016 (“Initial Term”), unless earlier terminated pursuant to the provisions of this Agreement. 2. Renewal and Termination This Agreement may be renewed for one additional four year period by written agreement of the parties, in the form of an amendment to this Agreement. An amendment for renewal of this Agreement must be executed by all parties no later than June 1, 2016. This Agreement may be terminated by any party by written notice to the other parties no later than June 1 of any year, effective on January 1 of the following year. Upon termination of this Agreement, the City-owned voting equipment, election supplies and related materials will be returned to the City. 3. County Responsibilities Except as otherwise provided in this Agreement, the County will provide all services, equipment, and supplies as required to perform on behalf of the City and School District and all election-related duties of the City and School District under the Minnesota election law and other relevant state and federal laws. These duties will include but are not limited to: • Recruitment, training, and supervision of staff to carry out the duties specified in this Agreement; • Annual inspection of polling places to verify compliance with all state and federal accessibility requirements; • Recruitment, training, appointment and assignment of election judges; 12 • Payment of compensation to election judges in an amount determined by the Ramsey County Board of Commissioners; • Operation, maintenance, testing, demonstration, storage, and technical support for electronic voting systems; • Maintenance, storage, and replacement of voting stations for each polling place and for absentee voting purposes; • Preparation and transportation of voting systems, voting stations, and other election materials to and from each polling place; • Providing election forms, supplies, and other related materials for each polling place; • Conducting preliminary tests and public accuracy tests of electronic voting systems; • Programming, layout and printing of ballots for City and School District elections; • Compilation and reporting of election results and election statistics for dissemination to the appropriate canvassing boards and the public; • Providing election-related information on the County web site; • Conducting recounts for City and School District offices and ballot questions; • Preparing, posting, and publishing election notices; • Providing information and assistance on election laws and procedures to City and School District officials, candidates, the news media, and the general public; • Administering absentee voting; • Administering campaign financial reporting and economic disclosure activities; • Performing duties of candidate filing officer, including acceptance of affidavits of candidacy and petitions; • Analyzing proposed state and federal laws on election-related matters to determine impact on the City and School District; 13 • Maintaining a database and preparing maps of election district and precinct boundaries; • Providing technical assistance to the city council in redrawing precinct boundaries as required; • Retaining election records for at least 22 months following each election; and • Retaining permanent archive of election results. 4. City and School District Responsibilities The City and School District will perform the following election-related responsibilities: • Conduct official canvass of election results following each City and School District election; • Provide absentee voting services on behalf of the County for voters who choose to cast an absentee ballot in person at the City offices during a time period designated by the County in consultation with the City. • Provide the title and text of City and School District questions to be placed on the ballot; • Accept affidavits of candidacy and filing fees from candidates for City and School District offices; • Provide final approval for polling place locations; and • Designate a person who will be the principal contact for the City and School District. 5. Office Space and Equipment Storage The County will provide suitable office and warehouse space to conduct all election-related activities and for storage of election equipment and supplies. 6. Upgrading or Replacing Voting Systems 6.1 The County is in the process of acquiring a new voting system for state, County and City elections. The cost of upgrading or replacing voting systems is not included in this Agreement and will be the subject of a separate agreement. 14 6.2 The County will take possession of any City owned voting equipment that is not compatible with the voting system used in the County and will compensate the City at a rate of $2,500 for each ballot counter. 7. Primary and Special Elections 7.1 The County will conduct all special elections required by law during the term of this contract. The costs of all special elections that are not held concurrently with a regularly scheduled state, County, City or School District election will be paid separately from payments for regularly scheduled elections under this contract. 7.2 The City or School District will pay all costs of any City or School District, as applicable, special election that is not conducted on the date of a regularly scheduled City, School District, County or state election. The City will also pay all costs applicable to the City of any state special election that is not conducted on the date of a regularly scheduled City or state election. 7.3 If the City or the School District authorizes a municipal or school district primary, the City or School District, as applicable, will pay all costs applicable to the primary. The County shall invoice the City or School District separately for the costs of the primary. 8. Insurance During the term of this Agreement, the County, City and School District will maintain, through commercially available insurance or on a self-insurance basis, property insurance coverage on the voting equipment each owns and for the repair or replacement of the voting equipment if damaged or stolen. Each party shall be responsible for any deductible under its respective policy. Each party hereby waives and releases the other parties, their employees, agents, officials, and officers from all claims, liability, and causes of action for loss, damage to or destruction of the waiving party’s property resulting from fire or other perils covered in the standard property insurance coverage maintained by the parties. Furthermore, each party agrees that it will look to its own property insurance for reimbursement for any loss and shall have no rights of subrogation against the other parties. 9. Indemnification Each party to this Agreement will be responsible for its own acts and omissions, and the acts and omissions of its officials, employees, and agents, and the results thereof, to the extent authorized by law and shall not be responsible for the acts of the other party, its officials, employees, and agents, and the results thereof. Liability shall be governed by applicable law. Without limiting the foregoing, liability of the parties shall 15 be governed by the provisions of Minnesota Statutes Chapter 466 (Tort Liability, Political Subdivisions) or other applicable law. This provision shall not be construed nor operate as a waiver of any applicable limits of or exceptions to liability set by law. This provision will survive the termination of this Agreement. 10. Legal Representation The Ramsey County Attorney’s office will advise and represent the County in all election-related matters except that the Saint Anthony City Attorney will advise the County on any election-related matter applying to the St Anthony municipal code and the Saint Anthony – New Brighton school district attorney will advise the County on the text, title and instructions to voters required for any school district ballot questions. 11. Election Costs and Payments 11.1 Regular Elections Payments to cover the costs incurred by the County in the performance of the provisions of this Agreement for regularly scheduled elections will be made by the City and School District as follows: two equal quarterly payments in 2015 followed by four equal quarterly payments for 2016 during the Initial Term of the Agreement, based on invoices submitted by the County. Payments will be due on March 31, June 30, September 30 and December 31 of each year. The cost of election services for Regular Elections for 2015-2016 will be $47,500, with $23,750 payable in both 2015 and 2016. The City share will be 83% of the total cost and the School District share will be 17% of the total cost. The County will provide the cost for the 2017-2018 calendar years to the City and School District no later than April 1, 2016. The County will base the cost for the 2015-2016 budget period on the actual cost for the previous similar election years, adjusted as necessary by the County to account for the following factors: 1) estimated voter turnout; 2) labor contracts and agreements for non- represented employees approved by the Ramsey County Board of Commissioners; 3) changes in the Consumer Price Index for the Minneapolis-Saint Paul metropolitan area, as determined by the U.S. Bureau of Labor Statistics for the previous two-year period; 4) changes in state, federal, County or City legal requirements, as applicable; and 5) other factors having a significant impact on election costs. 16 11.2 Municipal Primary; Special Elections The County will submit an invoice payable within 30 days of receipt to the City or School District for all costs incurred by the County to conduct a municipal or school district primary, as applicable, and for a special election not held concurrently with the state primary, state general election, or the city and school district general election. 11.3 Costs resulting from changes to election laws The County will notify the City and School District of additional costs that it will incur as a result of changes to applicable election laws. The County will include and separately identify in any invoice for a regular election or a special election the cost that was incurred as a result of the enactment of new election laws. 12. Data Practices All data created, collected, received, maintained, or disseminated for any purpose in the course of this Agreement is governed by the Minnesota Government Data Practices Act, any other applicable statute, or any rules adopted to implement the Act or statute, as well as federal statutes and regulations on data privacy. 13. Alteration Any alteration, variation, modification, or waiver of the provisions of this Agreement shall be valid only after it has been reduced to writing and duly signed by all parties. Any amendment must be approved no later than June 1 of any year for implementation on January 1 of the following year. 14. Entire Agreement This Agreement shall constitute the entire agreement between the parties and shall supersede all prior oral and written negotiations. 17 IN WITNESS THEREOF, the parties have executed this Agreement as of the last date written below. RAMSEY COUNTY CITY OF SAINT ANTHONY _____________________________ _________________________ Julie Kleinschmidt Jerome O. Faust County Manager Mayor Date: ________________________ Date: ____________________ Approval recommended: Approval recommended: _____________________________ __________________________ Property Records and Revenue Mark Casey City Manager Approved as to form and insurance: ____________________________ Assistant County Attorney SAINT ANTHONY – NEW BRIGHTON SCHOOL DISTRICT Leah Slye Chair, Board of Education Approved as to form and insurance: __________________________ School District Attorney 18