April 17, 2017 Work Session Minutes

APRIL 17, 2017 – 6:00 PM

CALL TO ORDER - The meeting was called to order by Mayor Rockvam at 6:00 p.m.

Council Members Present: Jerry Rockvam, Mayor; Pamela Horton, Gary Hughes; Catherine Kane Palen, and Megan Pavot.

Staff Present: Dan Tolsma, City Administrator; Nancy Jensen Beck, City Attorney; and Theresa Schyma, City Clerk.

1. COUNCIL RULES REFRESHER & ORIENTATION - City Attorney Jensen Beck presented a rules refresher and orientation for the City Council regarding the most frequent issues and questions that are asked. She discussed communication between Council Members, open meeting law, serial meetings, what constitutes a quorum of the City Council, closed meeting requirements, and conflicts of interest. She stated she will address more topics at a future work session.

Council Member Horton questioned how e-mails can complicate open meeting law.

City Attorney Jensen Beck responded that all City emails should go through City Administrator Tolsma for him to distribute to the remainder of the Council. Forwarding emails for informational purposes only is okay but the Council cannot engage in discussion. She added that the safest way to protect the City Council is to have all emails go through the City Administrator.

City Attorney Jensen Beck also reminded Council Members that they should be using their City email account for all City business.

City Attorney Jensen Beck stated that City funds are public/taxpayer funds and therefore recommended a new public purpose expenditure policy to address issues such as the Planning Commission recognition dinner, retirement gifts, and flowers sent for sympathy/get well, etc.

The City Council consensus was to have the City Attorney draft a new public purpose expenditure policy.

2. CITY CREDIT CARD DISCUSSION – City Administrator Tolsma presented a memo regarding updating the City’s Procurement Policy to include a Purchasing Card Policy.

Council Member Hughes asked why the City still has a BP gas card since the City sold the truck.

City Administrator Tolsma responded that the BP gas card would be cancelled. He also stated that the Home Depot card could be cancelled as well if there is a general City credit card available to use.

The City Council consensus was to move forward with the updated policy including reducing the City to one general credit card.

3. SEXUAL PREDATOR RESIDENCY RESTRICTIONS DISCUSSION – City Attorney Jensen Beck presented information regarding a potential ordinance regarding sexual predator residency restrictions. She stated that restriction of 2,000 feet would basically blanket the entire City and the constitutionality of this new ordinance is still unclear. She presented other distance options.

Mayor Rockvam stated that enforcement would be easier if we had the same distance requirement as Orono since they police the streets of Spring Park.

City Attorney Jensen Beck stated that Orono has a larger land area than Spring Park. With a smaller land area and a large radius, like 2,000 feet, the City has the potential to have sexual predators concentrated in one area of the community.

City Administrator Tolsma responded that he would discuss the ordinance with the Orono Police Chief, produce new maps, and bring the information back to the Council at a future meeting.

4. ASSET MANAGEMENT – FINAL PHASE – City Administrator Tolsma reported that Sambatek agreed to the 12% discount option that the Council presented.

Council Member Hughes asked what type of inspection Sambatek did on the condition of the City’s sidewalks.

City Administrator Tolsma responded that there will not be specific information regarding every crack in every City sidewalk. The asset management plan will note the most important areas of the City’s sidewalks that need improvement.

Council Member Hughes stated he wanted to walk the sidewalks with the Sambatek engineer to assist in documenting the condition of the City’s sidewalks.

5. GOAL SETTING SURVEY HANDOUT – City Administrator Tolsma provided handouts to the Council in advance of the April 24 Goal Setting Work Session. He asked Council to write down specific priorities, goals and action steps prior to the meeting.

Council Member Kane Palen gave some information regarding the Minnetonka Tree Trust and their Tree Fund. She asked the Council if they would like more information on the subject.

The City Council consensus was for Council Member Kane Palen to gather more information and bring it forward at the Goal Setting Work Session.

6. ADJOURN - The meeting was adjourned by unanimous consent at 7:01 p.m.

Date Approved: May 1, 2017

Dan Tolsma, City Administrator

Theresa Schyma, City Clerk