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01-02-07 Special ~ CITY COUNCIL MEETING MINUTES Richfield, Minnesota Special City Council Meeting January 2,2007 CALL TO ORDER The meeting was called to order by Mayor Pro Tempore Rosenberg at 6:30 p.m. OATH OF OFFICE TO MAYOR DEBBIE GOETTEL City Clerk Gibbs administered the oath of office to Mayor Debbie Goettel. OATH OF OFFICE TO COUNCIL MEMBER AT-LARGE SUZANNE M. SANDAHL City Clerk Gibbs administered the oath of office to Council Member At-Large Suzanne Sandahl. I ROLL CALL Members Present: Debbie Goettel, Mayor; Susan Rosenberg; Sue Sandahl; Fred Wroge; and Bill Kilian. Staff Present: Steven Devich, City Manager; Nancy Gibbs, City Clerk; Cheryl Krumholz, Recording Secretary; and Corrine Thomson, City Attorney. PRESENTATION OF COLORS AND PLEDGE OF ALLEGIANCE. Mayor Goettel led the audience in the Pledge of Allegiance. COUNCIL APPROVAL OF AGENDA Special Council Meeting Minutes -2- January 2, 2007 MlWroge, S/Sandahl to approve the aaenda. Motion carried 5-0. Item #1 DESIGNATION OF MAYOR PRO TEMPORE FOR 2007 IN EVENT MAYOR IS ABSENT FROM CITY S.R. NO.1 Mayor Goettel presented Staff Report NO.1. Council Member Kilian questioned why the City Council Member at-large as the Mayor Pro Tempore designation is not in the City Code since that City Council Member is elected by the entire City like the Mayor. It is difficult to choose one out of four City Council Members since all are capable of the duties. Council Member Kilian suggested the Charter Commission review this matter to have it placed in the code. M/Kilian, S/Rosenberg to desianate Council Member Sandahl to serve as Mavor Pro Tempore for the year 2007. Council Member Wroge asked the City Attorney how most cities handle this matter. City Attorney Thomson stated this designation is typically handled at the January organizational meeting. Mayor Goettel stated any City Council Member is able to serve but fairness would be a designation that rotated with an every year vote. Council Member Sandahl said that over the years, the designation has been done both ways, rotated and at-large. City Manager Devich agreed that both options have been used. Motion carried 5-0. Item #2 DESIGNATION OF ACTING CITY MANAGER FOR 2007 IN EVENT CITY MANAGER IS ABSENT FROM CITY S.R. NO.2 Council Member Wroge presented Staff Report NO.2. Council Member Wroge stated he preferred a Department Director, not the Assistant to the City Manager, be designated. He added it's not the person but the position. City Manager Devich stated since he was appointed City Manager, there has been no Administrative Services Director and the Assistant to the City Manager position is used to fill those duties periodically. He added, typically, the Public Safety Director or Assistant to the City Manager is designated. Special Council Meeting Minutes -3- January 2, 2007 Council Member Sandahl said she supported the City Manager's discretion in making the designation. MlWroge, S/Rosenbergto direct the City Manaaer to desianate an available Department Director or the Assistant to the City Manaaer as Actina City Manaaer for 2007 in the event the City Manaaer is absent from the City. Motion carried 5-0. Item #3 CONSIDERATION OF APPROVAL OF RESOLUTION DESIGNATING RICHFIELD SUN CURRENT AS OFFICIAL NEWSPAPER FOR 2007 S.R. NO.3 Council Member Sandahl presented Staff Report NO.3 Council Member Sandahl stated the summary of rates indicates the Richfield Sun Current is substantially reduced. Mayor Goettel stated support for the Sun Current. M/Sandahl, S/Rosenberg that the followina resolution be adopted and that it be made part of these minutes: RESOLUTION NO. 9873 RESOLUTION DESIGNATING AN OFFICIAL NEWSPAPER FOR 2007 Motion carried 5-0. This resolution appears as .Resolution No. 9873. Item #4 CONSIDERATION OF APPROVAL OF RESOLUTIONS DESIGNATING OFFICIAL DEPOSITORIES FOR 2007, INCLUDING COLLATERAL S.R. NO.4 Council Member Kilian presented Staff Report No.4. Council Member Kilian stated the 4M Fund is a safe and legal investment strategy that results in additional savings to the City. M/Kilianl S/Sandahl that the followina resolutions be adopted and that they be made part of these minutes: RESOLUTION NO. 9874 RESOLUTION DESIGNATING U.S. BANK A DEPOSITORY OF FUNDS OF THE CITY OF RICHFIELD FOR THE YEAR 2007 RESOLUTION NO. 9875 RESOLUTION DESIGNATING CERTAIN SAVING AND LOAN ASSOCIATIONS BANKS AND CREDIT UNIONS AS DEPOSITORIES FOR THE DEPOSIT AND INVESTMENT OF CITY FUNDS IN 2007 Special Council Meeting Minutes -4- January 2, 2007 RESOLUTION NO. 9876 RESOLUTION DESIGNATING CERTAIN FINANCiAL INSTITUTIONS AS DEPOSITORIES FOR THE INVESTMENT OF CITY OF RICHFIELD FUNDS IN 2007 Motion carried 5-0. These resolutions appear as Resolution No.'s 9874,9875 and 9876. Item #5 CONSIDERATION OF APPROVAL OF RESOLUTION REGARDING COUNCIL MEMBER ATTENDANCE AT COUNCIL MEETINGS FOR 2007 S.R. NO.5 Council Member Rosenberg presented Staff Report NO.5. Council Member Wroge stated he believed this resolution was unnecessary but he was not discussing it like in the past two years. Mayor Goettel said she is not ppposed to holding people accountable. M/Rosenberg, SM/roge that the followina resolution be adopted and that it be made part of these minutes: RESOLUTION NO. 9877 > RESOLUTION REGARDING ATTENDANCE BY COUNCIL MEMBERS AT COUNCIL MEETINGS Motion carried 5-0. This resolution appears as Resolution No. 9877. Item #6 DISCUSSION REGARDING SELECTING FACILITATOR FOR ANNUAL CITY COUNCIL/CITY STAFF GOAL SETTING SESSION S.R. NO.6 Council Member Wroge presented Staff Report NO.6. City Manager Devich stated the annual City Council goal setting is typically conducted in January to lay the foundation for the coming year. Staff is requesting a City Council consensus on how to proceed with selecting a facilitator and scheduling the session. Two sessions are held: one in January and one mid-year before the budget presentation. Council Member Wroge suggested that if the session is held, strategic planning should be led by staff. Last year's session included the consultant facilitating the salary structure for the City Manager. Council Member Wroge suggested the session be held in a City facility to save expenses. Staff should be able to lead the session. He added time seems to run out and there is no closure. There is a list of projects from last year that need to be reviewed and prioritized. Council Member Kilian said he thought the meetings in the past have been valuable. He added he is inclined to have an outside facilitator. The City Manager reports to the City Council, and staff to the City Manager. He did not support asking the management staff to lead the session; expertise in this area is necessary. He did agree the projects need to be prioritized. Special Council Meeting Minutes -5- January 2, 2007 Council Member Kilian continued that he is not dissatisfied with Lynn and Associates. The City Council directs the focus of the session for the facilitation. The preparation work by the facilitator should continue to have an effective one-day session. Council Member Kilian said the session could be in the Council Chambers but being off-site keeps staff from going to their work areas. Council Member Kilian stated support for keeping the same facilitator as last year, Lynn & Associates. Council Member Rosenberg said she saw value in having the session off-site at an objective place. She added she was pleased with Lynn & Associates as facilitators because they know the City Council and the City's priorities. Council Member Sandahl said she was fine with Lynn & Associates and agreed to an off- site location. She added she wanted to get the session scheduled for January and it could be one day or longer. Mayor Goettel suggested using a different facilitator because to think differently is a good idea. The session could include team building exercises and strategic planning. Facilitator qualifiers could include the firms who responded, local firms, staffing and availability, experience with first ring suburbs, team, cost. She suggested staff could recommend the top three firms. City Manager Devich said staff could return to the City Council with that information for their consideration on January 9. Council Member Sandahl stated moving ahead was her priority. Lynn & Associates is a known and a facilitator for January needs to be selected. The suggested criteria could be used for the mid-year session or follow-up for next year. Council Member Kilian said the first goal setting is important and he had a concern that someone incompatible could be selected. Lynn & Associates knows the City Council. A facilitator needs to help with the City Council's own ideas. Working together is necessary to get accomplishments. Council Member Sandahl suggested the City Council consider having more time to meet so there can be closure on the strategic planning. Council Member Wroge suggested having a new facilitator and not waste time on things not dealt with in the past. He said not to move to a two-day session because the previous facilitator had poor planning and time management. He added if a facilitator needed to be used, he was not happy with Lynn & Associates. Mayor Goettel asked about the availability of the firms contacted. City Manager Devich said Lynn & Associates would probably be available in January, but it was unknown regarding the other firms. The session is usually set by now. City Manager Devich requested the City Council provide three or four dates to staff. He added it was easier to work with a one-day session, 8:00 a.m. to 5:00 p.m. The City Council is the customer and sets the agenda; the firm is the service provider. If the session is underway and the City Council is not getting what they want, the City Council can redirect the facilitator. Mayor Goettel said narrowing down the date may narrow down.the firms. Special Council Meeting Minutes -6- January 2, 2007 The City Council provided January 19, February 2 and February 3 as available dates. M/Kilian, S/Sandahl to direct staff to contact Lynn & Associates reoardino availability on the dates provided by the City Council to be the facilitator for the January 2007 City Council/staff ooal settino session and if that firm is not available. direct the City Manaoer to determine an alternate facilitator. Motion carried 3-2. (Goettel and Wroge opposed.) Item #7 REPORT BY COUNCIL MEMBER SANDAHL REGARDING NATIONAL LEAGUE OF CITIES CONFERENCE S.R. NO.7 Council Member Sandahl reported on the December 2006 National League of Cities conference. Mayor Goettel requested there be a moment of silence in remembrance of former President Gerald Ford. I ADJOURNMENT The meeting was adjourned by unanimous consent at 7: 16 p.m. aA~'~ Cheryl Kr mholz Recording Secretary Date Approved: Ih?/~7