WS 2011 08 22
CHANHASSEN CITY COUNCIL
WORK SESSION
AUGUST 22, 2011
Mayor Furlong called the work session to order at 5:10 p.m.
COUNCIL MEMBERS PRESENT:
Mayor Furlong, Councilwoman Ernst, Councilman
Laufenburger, Councilwoman Tjornhom, and Councilman McDonald
STAFF PRESENT:
Todd Gerhardt, Laurie Hokkanen, Kate Aanenson, Paul Oehme, Todd
Hoffman, Greg Sticha, Danielle Washburn, Dale Gregory, Mike Wegler, Richard Rice, Lt. Jeff
Enevold, and Chief John Wolff
REVIEW SNOWPLOWING POLICIES: STREETS AND TRAILS.
Paul Oehme reviewed the City’s snowplowing and ice control policies that were established in
1996 and which commence under the direction of Street Superintendent Mike Wegler, as well as
conditions under which there is a suspension of operations. Mayor Furlong asked staff to discuss
citizen comments regarding plowing before significant snow has fallen or while a storm is still in
progress. Todd Gerhardt reiterated that it’s a safety issue. Paul Oehme explained the city’s
policy regarding the use of salt and sand, replacement of older equipment with newer, more
efficient equipment, and an annual review of snowplowing routes to look for possible
efficiencies. Councilman Laufenburger asked about quantitative measures on the level of
service being provided. Mike Wegler explained how service is better today than 10-20 years
ago. Councilman Laufenburger challenged staff to quantify if the City is spending enough or not
enough to get the job done right. Councilman McDonald asked about overtime costs and how the
City gauges how much it costs for snow removal because there’s not a specific line item in the
budget. Todd Hoffman, along with Dale Gregory, Park Superintendent, reviewed snow removal
costs for trails, public parking lots, and skating rinks. Councilman McDonald asked about
plowing only trails for pedestrian safety i.e. school routes and downtown sidewalks.
Councilwoman Tjornhom asked about overtime wages and if overtime can be removed.
Councilman McDonald asked if there’s a contingency fund or something to address winter snow
years like last year. Greg Sticha explained how the City budgets numbers annually. Mayor
Furlong suggested staff continue to look at ways and equipment that can be used to reduce costs.
REVIEW TREE POLICIES.
Paul Oehme reviewed the tree replacement policies associated with street improvement projects,
Todd Hoffman addressed the policy for planting trees in parks and trails, and Kate Aanenson
explained the boulevard tree replacement program which funds are paid by stormwater fees,
credits received on MS4 permits, etc. Councilwoman Tjornhom asked for clarification of the
stormwater credits. Councilman McDonald asked how Chanhassen compares to other cities on
tree replacement costs, if there is a policy on public versus private costs used for trees, the policy
of 1 to 1 replacement of trees that die and what’s the impact on the community if this item is
reduced, and the need to prioritize projects. Mayor asked staff to look at ways to be more
efficient in spending. Councilman Laufenburger suggested the possibility of increasing the
City Council Work Session - August 22, 2011
amount of trees required for individual homeowners, and the need to educate and encourage
individuals to plant trees.
DEPARTMENTAL DETAILED BUDGET PRESENTATIONS.
Police Administration 1210 budget:
Todd Gerhardt reviewed services provided and outcomes,
noting services are staying consistent. Lt. Enevold explained the make-up and role of the
Southwest Metro Drug Task Force. Councilwoman Tjornhom commented on citizen feedback
from National Night Out regarding the high level of service provided by the Carver County
Sheriff’s Office. Councilman Laufenburger asked about costs associated with the community
service officer.
Fire Department 1220:
Todd Gerhardt reviewed staffing and services with a proposed increase
in call pay from $9 to $10 per hour which is 25% below surrounding communities. Chief Wolff
explained his desire to have more training for procedures and operation from outside sources.
Councilman McDonald asked if training and pay will help with recruitment. Chief Wolff
explained that it’s a good start but the City has a ways to go to get to the midpoint. Todd
Gerhardt discussed the need to create a long term vision for Chanhassen’s volunteer fire
department.
Legislative 1110:
Laurie Hokkanen explained the services provided in this budget. Councilman
Laufenburger asked about printed publications mandated by the State. Councilman McDonald
suggested not printing the Connection. Todd Gerhardt explained how the Connection is mostly
used for registration of park and recreation programs which generates revenue. Councilwoman
Ernst and Councilman McDonald still suggested there are ways to reduce the number of copies
published and delivered. In discussing the Connection, Mayor Furlong asked what’s the best
way to market recreational programs. Councilman Laufenburger suggested using advertising as
a way to help offset publication costs. Councilwoman Ernst suggested using a sign up program
to notify people about registration.
The work session was recessed at 7:00 p.m. It was reconvened at 9:40 p.m.
CONTINUATION OF BUDGET DISCUSSIONS.
Administration 1120:
Laurie Hokkanen explained that as a way to simplify coding, all postage
expenses have been moved to the Administration budget. Councilman McDonald asked for
clarification of wages and contractual services.
Finance 1130:
Greg Sticha reviewed staffing and services provided, noting there were no
significant changes proposed.
Legal 1140:
Contractual services with Campbell Knutson increased by 2.1%. Councilwoman
Ernst asked about available options to save money by going through an RFP process.
Councilman McDonald asked where revenue from prosecution services could be found.
Councilman Laufenburger stated he would also support going out for RFP.
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City Council Work Session - August 22, 2011
Property Assessment 1150:
Laurie Hokkanen explained this service is contracted out with
Carver County and Hennepin County and that there is no significant change to this item.
Research done in the past showed that providing this service in-house was estimated to cost
approximately $100,000. Councilman McDonald asked how often properties are assessed.
MIS 1160:
Richard Rice reviewed staffing and services provided noting there were no
significant changes. Councilman McDonald asked for clarification on the status of the City’s
current equipment and technology.
City Hall 1170:
Laurie Hokkanen reviewed staffing and services provided noting there were no
significant changes. Councilman Laufenburger asked about general liability insurance and the
possibility of looking into no fault insurance.
Elections 1180:
Laurie Hokkanen reviewed staffing and services provided, explaining this item
is budgeted one-half every year for 2 year elections with an increase to reflect actual spending.
Councilman Laufenburger asked if the number of precincts would affect costs.
Library 1190:
Laurie Hokkanen reviewed staffing and services provided by the County and the
City with a reduction in utilities to reflect actual spending.
Community Service 1260:
Laurie Hokkanen reviewed staffing and services provided with an
increase in PERA contributions to reflect actual spending. Councilwoman Ernst asked if the
number of CSO’s and hours could be reduced. Councilman McDonald questioned the role of the
CSO and the possibility of reducing the position or narrow the scope of the position and let the
sheriff’s office pick up what’s not provided. The council and staff discussed the role of the CSO
in relation to the police contract.
Engineering, 1310:
Paul Oehme reviewed staffing and services provided noting there were no
significant changes. Councilwoman Tjornhom asked what in-house engineering services are
provided. Councilman Laufenburger asked what services the engineering interns provide.
Councilman McDonald asked for clarification of the in-house services that are charged to the
City and associated value.
Street Maintenance 1320:
Paul Oehme reviewed staffing and services provided noting an
increase in maintenance materials due to the purchase of salt.
City Garage 1370:
Paul Oehme reviewed staffing and services provided with an increase in
fuel cost of $12,000. Mayor Furlong asked if staff would recommend staying with the State
coop and how consistent fuel costs compared with budgeted versus actual usage. Councilman
McDonald asked about contracting maintenance services to other governmental agencies. Staff
noted they had offered those services with nobody replying.
Street Lighting and Signals, 1350:
Paul Oehme explained there was no staff associated with
this item, contractual services only, with changes noted to reflect actual spending. Mayor
Furlong asked about the requirements for lighting standards to avoid operational costs.
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City Council Work Session - August 22, 2011
Planning Commission 1410:
Kate Aanenson reviewed the services provided by the Planning
Commission.
Planning Administration 1420:
Kate Aanenson reviewed staffing and services provided with
no significant changes proposed for this budget. Councilman Laufenburger asked why the
different commissions are separate line items.
Senior Commission 1430:
Kate Aanenson reviewed staffing, commission members and
services provided noting there were no significant changes proposed for this item.
Code Enforcement, 1250:
Kate Aanenson reviewed staffing and services provided noting there
were no significant changes proposed for this item. Councilman Laufenburger asked about the
change in code enforcement staff. Kate Aanenson explained how all inspectors are cross trained
to work cooperatively. Councilman McDonald asked if the planning department as a whole was
staffed adequately for where the City will be in the future. Todd Gerhardt reviewed current
population numbers to ultimate build out projections explaining there is still a lot of land to be
developed. Mayor Furlong asked about inspection capacity.
Park and Recreation Commission 1510:
Todd Hoffman reviewed staffing, commission
members and services provided noting there were no significant changes proposed.
Park and Rec Administration 1520:
Todd Hoffman reviewed staffing and services provided
noting there were no significant changes proposed.
Rec Center 1530:
Todd Hoffman reviewed staffing, services and facilities provided noting
there were no significant changes proposed. Councilman McDonald asked about good will
offering of free space versus looking at ways to get additional revenue.
Lake Ann Park Operations 1540:
Todd Hoffman reviewed staffing, services and facilities
provided noting there were no significant changes proposed. Councilwoman Ernst asked about
renewing the lifeguard contract early versus waiting for it to expire.
Park Maintenance 1550:
Todd Hoffman reviewed staffing and services provided with the
proposed addition of one seasonal summer employee to help with the spring and fall work,
explaining there hasn’t been an increase since 1999. Mayor Furlong asked about reducing one
part time position and replacing it with one full time 6 month employee. Councilman McDonald
asked how many miles of trail have been added with the present number of employees and if
leagues pay a fee to the City for maintenance of fields. Todd Hoffman explained that trails have
doubled since the last employee was added and that most cities don’t charge a maintenance fee
but that would be a policy decision of the council. Council asked staff to check the policy of
surrounding communities.
Senior Citizens Center 1560:
Todd Hoffman reviewed staffing and services provided noting
there were no significant changes proposed.
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City Council Work Session - August 22, 2011
Recreation Program 1600:
Todd Hoffman reviewed staffing and services provided, noting an
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increase for additional tents, tables and chairs for the 4 of July celebration. Councilwoman
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Tjornhom asked about overtime costs associated with the 4 of July celebration. Councilman
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McDonald asked about upper limit on capacity for the 4 of July site.
Self Supporting Budget 1700:
Todd Hoffman reviewed staffing and services provided noting a
decrease to reflect actual spending.
Recreation Sports 1800:
Todd Hoffman reviewed staffing services provided, and revenue
generated with an increase to reflect actual spending but explaining that revenues offset
expenses.
Greg Sticha discussed possible reductions in service levels as ideas for levy reductions with a
total of all items between $493,500 to $533.500. Councilman McDonald asked about effects of
deleting lifeguards at Lake Ann and deleting skate park attendants. Councilman Laufenburger
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asked about the percentage for the fireworks display in relation to the total 4 of July celebration
cost. Councilman McDonald asked for clarification of the levy amount for Fire Station #3 and
the effect of eliminating or decreasing the annual amount. Greg Sticha asked council to notify
staff with any questions or request for additional information on specific items prior to the
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September 12 meeting. Councilman McDonald asked for more information on the CSO
position. Councilwoman Ernst asked for more information about the skate park attendant. Greg
Sticha explained how legislative action concerning the Market Value Homestead Credit program
affects property taxes and the impact on levy numbers. He suggested council members read
literature prepared by the Minnesota League of Cities.
Councilman McDonald asked when paid time off versus sick/vacation benefits will be discussed.
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Mayor Furlong explained there would be time at the September 12 work session because it will
not affect setting the preliminary levy amount. Councilwoman Ernst expressed concern with the
liability balance on compensated absences (vacation, sick and comp time) and the need to take
time to discuss this item in detail, explaining she believes discussion of compensation does relate
to setting the preliminary levy amount. Councilman McDonald asked to discuss a change in
policy.
Mayor Furlong adjourned the work session meeting at 11:55 p.m.
Submitted by Todd Gerhardt
City Manager
Prepared by Nann Opheim
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