WS 2008 11 24
CHANHASSEN CITY COUNCIL
WORK SESSION
NOVEMBER 24, 2008
Mayor Furlong called the work session to order at 5:40 p.m.
COUNCIL MEMBERS PRESENT:
Mayor Furlong, Councilman Litsey, Councilwoman
Ernst, Councilwoman Tjornhom, and Councilman McDonald
STAFF PRESENT:
Todd Gerhardt, Kate Aanenson, Paul Oehme, Todd Hoffman, Greg Sticha,
and Terry Jeffery
REVIEW OF PUBLIC WORKS FACILITY, PROJECT 08-03.
Paul Oehme introduced Jeff Oertel of Oertel Architects, and Brian Recker and Bob Jossart with
RJM Construction. Jeff Oertel reviewed the layout and architectural renderings of the proposed
project. Mayor Furlong asked for clarification on how the proposed office space compared to the
current square footage, how well it will serve the City’s needs into the future, pedestrian traffic
flow into the lunchroom when used as a polling place, and security. Councilman Litsey asked if
the number of parking stalls will be adequate to meet future demand. Paul Oehme reviewed the
site plan regarding the location of the utilities and drainage. Jeff Oertel presented the
architectural drawings, highlighting the use of “green” design features in building materials and
the possible use of geo-thermal heat. Brian Recker reviewed the estimated budget numbers
explaining how RJM Construction will use bid alternates as a way of reducing costs.
Councilwoman Ernst asked for clarification on how the bidding process will work. Councilman
Litsey asked amount the amount of contingency planned for the project, the life expectancy of a
geo-thermal system as compared to the amount of time it takes to recoup the cost of construction,
and if a supplement heating system is needed to support the geo-thermal system. Jeff Oertel
explained how a supplement system would work. Paul Oehme explained that staff would not
recommend the use of a geo-thermal system in the entire building and that the City will be
working with Xcel Energy during the design process. Mayor Furlong asked about anticipated
costs for future communication or computer upgrades and meeting ordinance requirements for
exterior materials. He asked staff and the architect to use common sense in their design. Brian
Recker reviewed the pre and post construction schedule noting they expect the building to be
owner occupied by January, 2010. Councilman Litsey noted it was essential to incorporate the
end users in the planning process. Mayor Furlong thanked all involved.
2009 BUDGET PRESENTATIONS: FIRE DEPARTMENT.
Chief Gregg Geske presented the proposed 2009 expenditures and revenues with comparisons to
2008 numbers. Councilman Litsey asked how call out pay compares to other communities,
noting it was important to make market adjustments to stay competitive. Mayor Furlong asked
about morale in the department. Councilman Litsey asked if a full time Fire Chief was a model
the city expected to have in the future. Chief Gregg Geske expected that to occur in 5 to 10
years, probably after the third fire station is constructed. Councilman McDonald asked about the
pool of people available for recruitment within the city.
City Council Work Session - November 24, 2008
2009 BUDGET PRESENTATIONS: CAPITAL IMPROVEMENT PROGRAM.
Todd Gerhardt reviewed the schedule of items being requested in 2009. Greg Sticha reviewed
the projects coming up which are covered in the CIP and how the dollar amounts will be
balanced out over the next 5 years at the projected $824,000 per year. Councilman Litsey asked
staff how they will address the spike in 2011-2012. Todd Gerhardt explained how the amount in
the cash reserve fund can be used. Greg Sticha informed the council of the cost associated with
doing the tiered utility billing.
The work session was recessed at 7:05 p.m. It was reconvened at 7:40 p.m.
REVIEW RESULTS OF WORK SESSION SURVEY.
Todd Gerhardt highlighted the results from the survey taken regarding work session practices.
Councilman Litsey noted that he would have preferred staff picked communities with similar
demographics and size, explaining he did his own research via the internet which showed that
cities of like size have less number of work sessions. Todd Gerhardt explained how he has tried
to add more issues of public interest to the regular agenda. Mayor Furlong explained how he and
the City Manager have worked in the past to balance what’s on the regular City Council agenda
and work sessions while trying to balance efficiency vs. getting available information out to the
public. Councilman Litsey requested implementing a mechanism for moving items from the
work session to regular agendas. Councilwoman Ernst asked for clarification on the current
policy that it takes 2 council members to move an item from the work session to the regular city
council agenda and suggested making the work sessions more comfortable and available to the
public. Councilman Litsey asked about the status of implementing video streaming of council
meetings. Councilwoman Tjornhom explained that comments made prior to a council vote is the
time for council members to explain how they arrived at their decision. Councilman Litsey
asked for a commitment to look at changing the policy regarding work sessions as a part of the
council’s strategic planning process at the beginning of the year. Councilwoman Ernst asked
that criteria be established for determining what’s on the regular agenda versus work session
agenda. Todd Gerhardt explained the process of choosing what’s put on the work sessions
regarding strategic planning issues and budget. Councilman Litsey stated his belief that the city
needs to do a better job of minimizing what’s discussed at work sessions. Councilwoman Ernst
asked that the Mayor or City Manager do something to make residents feel more comfortable at
work sessions, including her discomfort with council members eating dinner during the work
sessions. Councilman Litsey concurred that he was not comfortable with the City providing
dinners to council members, especially during these tough economic times.
Todd Gerhardt explained the new regulations regarding taping of executive sessions.
Mayor Furlong adjourned the work session at 8:25 p.m.
Submitted by Todd Gerhardt
City Manager
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City Council Work Session - November 24, 2008
Prepared by Nann Opheim
The City Council held an Executive Session immediately following the work session to discuss
performance evaluations and 2009 compensation for the City Manager.
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