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HomeMy WebLinkAbout11-03-1997 CMW COUNCIL/MANAGER WORKSHOP CITY OF MAPLEWOOD 5:00 p.m. Monday, November 3, 1997 Maplewood Room, City Hall MINUTES A. Call to Order Mayor Bastian called the meeting to order at 5:00 p.m. B. Roll Call Mayor Gary Bastian Present Councilmember Sheiry Allenspach Present Councilmember Dale Carlson Present Councihnember Marvin Koppen Present Councilmember George Rossbach Present Others Present City Manager Michael McGuire Pazks and Recreation Director Bruce Anderson Assistant to the Manager Tim Busse Community Oriented Services Coordinator Colleen Dirkswager Finance Director Dan Faust Public Works Director Ken Haider Management and Information Services Director Steve Hurley ` C. Approval of Agenda City Manager Michael McGuire requested moving item I, Liquor Licenses up in the agenda after item D. Mayor Bastian moved approval of the agenda as amended Councilmember Carlson seconded the motion. Ayes: All. D. Development of City Intranet and web aaue MIS Director Steve Hurley reported that one of the 1997 goals for MIS was to analyze and make a recommendation regrading a web presence for the city of Maplewood. Mr. Hurley reviewed four possible options for the City. 1. Hire a third party to create and maintain a web site while leasing space on their web server. The City would provide departmental information to the web site provider on a regulaz basis. - ~ Council/Manager Workshop November 3, 1997 Page 2 2. Hire a third party to create a web site and provide web server space. The City would perform on-going web maintenance and upgrades. 3. Lease space on a web server with all work being done in house. 4. Do everything in house including providing our own web server hardware and software. Mr. Hurley recommended the city follow option #2 or #3. With option 2 being the quickest and most expensive, while option 3 would be a bit slower and less expensive. Option 3 will also provide more security for the city Councilmember Carlson asked how an intranet within city hall would be related to a city web page. Mr. Hurley explained the difference and reported that work was continuing on _ the city intranet. Councilmember Koppen asked how often information would change. Mr. Hurley said that information would change constantly and would need to be updated continuously. Councilmember Rossbach questioned the security of the system and was assured that a city web page would not give complete access to all information on city hall computers. Mr. McGuire asked about the staff time that would be necessary to keep a web page updated. Mr. Hurley estimated that 15 to 20 hours per month would be needed. Mr. McGuire said that if that was the case, the city would have to look at adding personnel. Councilmember Carlson asked about the possibility of using volunteers to do the necessary work. Council directed staff to examine the issue further and report again with three options for staffing and possible costs. Liauor Licenses City Clerk Karen Guilfoile presented to the Council the proposed increases in liquor license fees. Ms. Guilfoile told the Council the outcome of two meetings between staff and liquor license holders. Ms. Guilfoile recommended a three percent fee increase for 1998. For the next three years, a cost of living increase is recommended with a five percent maximum increase and a two percent minimum. In addition to the fee increase, Ms. Guilfoile recommended that licenses holders be given the option of paying their yearly fee in two installments. The first payment would be due on January 1, and the remainder would be due June 15 of each year. Finally, any license application submitted after June 1 would be pro-rated and the license holder would not be charged the entire fee. Ms. Guilfoile also asked the Council to direct staff to revise the current gambling ordinance to include Cadillac dinners and research the possibility of allowing Lucky Buck tickets. Councilmember Rossbach noted that by allowing two payments, the city would lose the interest that would be collected on half of the money. Mr. McGuire said that that particular issue was discussed, and that the changes were in effect a package deal. If opposition to the fee increase resulted in no increase, then the split payment proposal Council/Manager Workshop November 3, 1997 Page 3 should be dropped as well. The Council will act on the recommendation at the November 10 Council meeting. E. Storm sewer update Public Works Director Ken Haider discussed azeas of the city that have experienced problems with storm sewers. Mr. Haider pointed out that there were a number of exceptionally heavy rainfalls last summer, and for the most part, the city storm sewer system performed well. Mr. Haider described each azea, provided a rough estimate of the cost of correcting the problem, and the very specific results that would be achieved by each project. Mr. Haider said his department has worked in the past with the philosophy that the city should provide a storm sewer system for the entire city, concentrate the water and dispose in it. Recent projects have caused a change in philosophy to keeping rain water close to where it falls. The collection and transport of rain water are the factors that drive the cost. The members of the Council agreed with Mr. Haider's thoughts on the matterand supported his thinking. F. Private Streets Mr. Haider told the Council of a request by the Marv Anderson Town home Association that the city assume responsibility for Deerwood Lane. Deerwood Lane is currently a private street and serves the town homes in the development. According to Mr. Haider, the concrete curb and gutter, the good condition of the Lane and other criteria make Deerwood Lane look very much like a city street. However, it does not meet typical street standazds. Residents aze requesting that the city acquire the street and take on the maintenance, plowing, etc. The Council would be required to approve a number variances to designate Deerwood Lane a street, and Mr. Haider asked Council to consider the issue. No action was taken, but Mr. McGuire suggested that Councilmembers drive to Deerwood Lane to get a better idea of what is being discussed. G. Community Center Operations Fund Update Finance Director Dan Faust reviewed the third quarter financial information for the Maplewood Community Center. Mr. Faust reported that through the first nine months of 1997, operating revenues financed 91 percent of the operating expenses of the community center leaving a subsidy of nine percent. Mr. Faust compazed those numbers to the first nine months of 1996, when operating revenues fmanced 81 percent of the operating expenses and 19 percent of expenses were subsidized. Mr. Faust also reported that the net operating loss has decreased from $221,635 in 1996 to $108,441 in 1997. A reduction in staff, decreased operating hours and internal adjustments aze given credit for the reduction in operating expenses and the improved financial condition of the Community Center. Councilmember Koppen asked how the financial picture was Council/Manager Workshop November 3, 1997 Page 4 affected by Charitable Gambling Fund payments to cover room usage. Mr. Faust explained the because the Charitable Gambling Fund payment wasn't approved until October, those funds are not reflected in this MCC operations fund update. Councilmember Rossbach expressed concern over the use of Charitable Gambling Funds as the fund is not a constant and may not be a stable source of income over time. H. MCC 1998 Fee Structure Parks and Recreation Director Bruce Anderson presented the proposed 1998 fee changes for Maplewood Community Center. Mr. Anderson told the Council that an initiation fee, a minor fee increase, and charging sales tax to the daily admission fees are expected to generate approximately $67,000 in increased revenue in 1998. The initiation fee would only be charged to new members or non-renewing members and would be between $50 and $75. The fee would provide about $30,000 in income and would encourage members to not let their membership lapse. Councilmember Rossbach questioned whether the fee would result in fewer memberships. Mr. Anderson said he did not believe it would. The Council agreed that a initiation fee was a good idea and was worth a try. Yearly fees would increase by $30 for families and $25 for other memberships. After not increasing fees last year, Mr. Anderson said he believes the increase is reasonable, given the amount charged by private health clubs in the Tv?in Cities. The fee increase is expected to generate $15,000 in additional revenue. . Charging sales tax would result in additional $22,000. The downside is the odd amounts that result which could mean slightly slower service as Counter staff counts out change. The upside is the increase in revenue which isn't directly attributable to a fee increase. Mr. Anderson also took the opportunity to explain planned re-organization at the Community Center. Internal re-organization is expected to improve service, solidify evening management and provide consistent assistance as banquet business increases. J. Appointment to the Water Board The recently approved agreement with the Saint Paul Water Utility includes a provision that expands the Utility Board of Commissioners from five to seven members. The City of Saint Paul appoints five members to the Boazd while remaining cities served by the Utility appoint two. The Council asked for more information regazding the meeting times, frequency and content before they make an appointment. Council/Manager Workshop November 3, 1997 Page ~ K. Establish Ci , Manager Evaluation Committee Mr. McGuire informed the Council that they must appoint a two member committee to conduct a performance evaluation of the City Manager. After considering the Committee membership in recent years, Councilmembers Carlson and Rossbach were appointed to the City Manager Evaluation Committee. L. Community Oriented Services Update Community Oriented Services Officer Colleen Dirkswager updated the Council on recent activities. Ms. Dirkswager informed the Council of a variety of activities including her involvement with the Ramsey County Fair, the MCC Team*Works:Committee, and the MNDOT Neighborhood Committee. She also provided information on some ongoing activities including the proposed adopt-a-street initiative, after hours drop boxes, and the Tell it to the Manager program. Ms. Dirkswager reported that she is looking into possible youth involvement initiatives within the City. She met with Falcon Heights Mayor Sue ' Gerhz to discuss a variety of possibilities. M. Other Business There was no other business. I. Adjournment Acting Mayor Koppen adjourned the meeting at 6:52 p.m.