5.a)2) 05-10-2011 Work Session ` �i ��v�
May 10, ZO11
A work session meeting of the City Council was held on the above date. Mayor Simonson called
the meeting to order at 6:30 p.m. The following were present: Council members Connie Amos,
Chris Ness, Jim Schneider and Mayor Randall Simonson. Council member Sally Swanson joined
the meeting at 6:33. Staff present: City Administrator Anne Hurlburt, City Attorney Dave
Hebert, Building Official/Maintenance Supervisor Steve Thorp and Deputy Clerk Brenda
Eklund.
APPROVAL OF THE AGENDA
Council member Schneider added a discussion of the Building Official position to the agenda.
Ness, second by Schneider, moved to approve the agenda as amended. The motion carried
4-0.
JOHN LINDELL—SNOW AND ICE CONTROL POLICY,MAILBOX IN THE RIGHT-
OF-WAY
John Lindell, 11240 218th Street, has requested that the council discuss the replacement of his
mailbox post as it relates to the Snow and Ice Control Policy. Mr. Lindell alleges that his
mailbox post was struck by snowplow blade this winter and is requesting that the city replace the
post. Several staff and Mayor Simonson have visited the site and found that there is no evidence
that the mailbox or post were damaged by physical contact with the city's equipment. Photos of
the mailbox and post were provided to the council. Council member Schneider stated that he also
inspected Mr. Lindell's mailbox. Schneider saw no signs of damage and stated that it appears
that the post has rotted off from the bottom.
Ness, seconded by Swanson, moved to deny Mr. Lindell's request to replace his mailbox
post and to send Mr. Lindell a letter stating that the council determined that the policy has
been correctly applied based on an inspection by staff and council members. The motion
carried 5-0.
JANITORIAL SERVICES FOR COMMUNITY CENTER
Staff was requested to evaluate the cleaning services for the city's facilities, which include the
city offices, community center meeting rooms and kitchen, warming house and fire hall. The city
has been using the services of Ken Milbrandt (Milbrandt Enterprises) as an outside contractor for
more than 20 years. There has been no written contract regarding his duties or how he is to be
paid. Mr. Milbrandt generally bills the same amount each month for cleaning the community
center/city office and fire hall. The city provides the cleaning supplies and equipment, except for
the floor cleaning machine which is provided by Milbrandt.
Council reviewed a list of tasks and duties currently being handled by Milbrandt. Fire Chief
Finnegan has recommended that the cleaning duties at the fire hall be taken over by the volunteer
firefighters.
Due to OSHA standards, certain cleaning chemicals cannot be handled by employees without
required safety equipment, such as an eye-wash station. This requires that certain tasks be
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performed contractually. The fire hall has the required equipment so safety is not a concern at
this facility, as it is within the community center and warming house.
Mayor Simonson agreed with the recommendation that there needs to be a contract in place for
janitorial services. The Mayor said that the City should take up the Fire Chief's offer to
discontinue cleaning services at the fire hall. The City will notify Mr. Milbrandt that services are
no longer required at the fire hall, effective at the end of May.
Council asked staff to investigate the costs of installing approved safety equipment such as eye-
wash stations in the Community Center and Warming House, and to evaluate if"green" cleaning
products can be used without the need for required safety measures.
Ness, seconded by Swanson, moved to request that the city seek proposals for cleaning
services for the Community Center and Warming House. The motion carried 5-0.
Proposals will be discussed at a future council meeting.
COMMUNITY CENTER PROJECTS IN 2011 BUDGET
Administrator Hurlburt presented several projects relating to the Community Center which were
included in the adopted 2011 budget. Staff asked for direction in pursuing the projects as input
for the Capital Improvement Committee's upcoming meeting.
Community Center Landscaping Improvements
The 2011 budget includes $5,000 in the general fund to update the shrubs and landscaping
materials in the front of the building. Many of the current plants and shrubs are dying off.
Council member Ness stated that this is not a priority project. It was suggested that a landscape
plan be purchased first and then determine the costs for the improvements based on the plan. A
decision to proceed with this project will be made at a future meeting.
Community Center Floor Replacement
The 2011 Community Center budget includes a Capital Improvement Project to replace the
flooring in the public areas at a cost of$10,000. The building, constructed in 1985,has the
original flooring and is showing signs of age.
Council requested that refinishing the floor and replacing worn tiles be looked into. Staff was
directed to contact a professional service for an estimate to refurbish the flooring.
City Meeting/Office Space Study
The Capital Improvement Fund has designated $18,000 for an architectural study to determine
short and long-term needs of the existing city office space and Community Center. The study
would include possible use of the annex (old fire hall). This project was included to plan for
future long-term expansion needs for meeting space, public service, employee work areas and
storage.
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Consensus was not to proceed with this project, as funds are not available to pursue plans for
remodeling or expansion.
BUILDING OFFICIAL POSITION
Council member Schneider recommended that the position of Building Official be cut and that
this be a contractual or part-time position. Council member Swanson agreed that cuts are being
made in other cities and this issue needs to be addressed. Both stated that the city's expenditures
are too high.
Administrator Hurlburt asked that the council consider the roles that this position has taken on,
such as supervising the Public Works department, monitoring the water and septic systems,
working with developers and having daily contact with the public as they drop into the office.
Hurlburt advised that this is a more complicated issue than what is being proposed. By
eliminating the position, there will still be costs to provide these services through the city's
engineering and planning staff.
Attorney Hebert recommended that the council review the information about this position first
then make an informed decision based on this knowledge. Regarding finances, Hebert stated that
the city operates on a very conservative budget and is one of the lowest taxed cities in the metro
area. The fund balances are good and the city is not in a financial crisis.
Council member Ness felt that this brings up many questions that need to be addressed. Ness
recommended that staff have time to prepare a report on the Building Official's duties and the
effect of eliminating this position. Ness also stated that this issue needs to be decided at a regular
council meeting, not at a work session.
Swanson and Schneider expressed that they were not interested in a detailed accounting of daily
activities. Schneider stated that he has all the information he needs and a report would not sway
his decision to eliminate the position.
Simonson, seconded by Swanson, moved to direct staff to gather information regarding the
Building Official's position and discuss the issue at a future work session. The motion
carried 4-1, with Schneider opposed.
PARKING ON OLINDA TRAIL BETWEEN SCANDIA TRAIL AND 209TH STREET
Action on the issue of posting "No Parking" signs on County Road 3 in the Village Center was
postponed from the April 19, 2011 meeting. Property owners Wayne Schmitt and Sue Rodsjo
were invited to continue the discussion at this work session. Ms. Rodsjo was in attendance,but
Mr. Schmitt was not.
Ms. Rodsjo stated that it would be a hardship to the tenants of her building to not allow overnight
parking in front of the building. She stated that she understands the frustration of the adjacent
occupant in having difficulty with access to his business, but she has found alternative parking
solutions and has requested that additional parking options continue to be pursued.
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Mayor Simonson suggested that any action be held off until Mr. Schmitt can provide input on
this issue. It was agreed to schedule discussion of overnight on-street parking on Olinda Trail at
a work session meeting when both interested parties can attend.
AGENDA ITEMS FOR FUTURE WORK SESSION
Council member Swanson requested that Bolton and Menk provide an update on the Uptown
Sewer System study.
ADJOURNMENT
Ness, seconded by Schneider, moved to adjourn the meeting. The motion carried 5-0.
The meeting adjourned at 8:37 p.m.
Respectfully submitted,
Brenda Eklund
Deputy Clerk