City Council Workshop

Blaine City Hall City of Blaine 10801 Town Sq Dr NE Blaine, MN 55449 Anoka County, Minnesota Minutes - Final City Council Workshop *While this is a public meeting where interested persons are welcome to attend, it is a work session for Council and staff to discuss issues before them. It is not for the purpose of receiving public input. Thursday, April 21, 2016 6:30 PM Cloverleaf Farm Room A NOTICE OF WORKSHOP MEETING 1 Call to Order The meeting was called to order by Mayor Ryan at 6:30 p.m. 2 Roll Call Quorum Present. ALSO PRESENT: City Manager Clark Arneson via skype; Acting City Manager Bob Therres; City Attorney Patrick Sweeney; Planning and Community Development Director Bryan Schafer; Finance Director Joe Huss; Police Chief/Safety Services Manager Chris Olson; Fire Chief Nyle Zikund; Recreation Manager Nate Monahan; Communications Technician Roark Haver; Senior Engineering Technician Jason Sundeen; City Clerk Catherine Sorensen; and Recording Secretary Linda Dahlquist. Present: 6 - Mayor Ryan, Councilmember Hovland, Councilmember Swanson, Councilmember Clark, Councilmember Herbst, and Councilmember King Absent: 1 - Councilmember Bourke 3 New Business 3-1 WS 16-25 LEAGUE OF MINNESOTA CITIES OPEN MEETING LAW AND SOCIAL MEDIA PRESENTATION City Clerk Sorensen introduced Hakeem Onafowokan, Staff Attorney for the League of Minnesota Cities. Mr. Onafowokan gave a presentation on social media, who should be using social media and the benefits of using social media. He noted email is not considered a type of social media. Mr. Onafowokan gave an overview of the open meeting laws which prohibits actions from being taken at a secret meeting; ensures the public’s right to be informed; and gives the public an opportunity to present its views to the City City of Blaine Page 1 City Council Workshop Minutes - Final April 21, 2016 Council. He stated avoid using telephone, email or any electronic communications to make decisions on City business outside of a meeting. Councilmember Clark arrived at 6:38 p.m. Mr. Onafowokan gave an overview of social media exceptions and referenced Minnesota Statutes 13D.065. He stated by using social media as a public body does not violate the open meeting law so long as the social media use is limited to exchanges with members of the general public. He noted all social media should be shared as public. Councilmember King asked if shared social media posts to friends are allowed. Mr. Onafowokan replied anything posted on social media should be posted to the public and not just a particular group. Councilmember Clark asked about posting City information to a specific group. Mr. Onafowokan replied the information should be posted as public and private groups should not be used. Councilmember Herbst stated he understood that if more than three Councilmembers discuss City business that could be a violation of the open meeting law. Mr. Onafowokan said social media is considered an exception to the open meeting law as long as consensus is not being reached and it is used as information. Councilmember Clark asked about reposting a Facebook post. Mr. Onafowokan replied all exchanges should be posted as public. Mr. Onafowokan stated campaigning needs to be separated from the City and no campaigning should occur on the City’s website or newsletter. He noted separate social media accounts should be established. Councilmember Hovland noted there is no campaign posting in the City’s newsletter. Mr. Onafowokan suggested disagreements and two-way communications should not be posted on social media Councilmember King stated he receives questions from residents about happenings in the City and he comments back. Mr. Onafowokan replied that type of communication is acceptable. Mr. Onafowokan gave an overview of tips for elected officials to separate themselves from the City such as account names, transparency; honesty; mistakes, liability and claims against the City; comments on City issues; contact by media. He gave an overview of City policies and legal City of Blaine Page 2 City Council Workshop Minutes - Final April 21, 2016 requirements within social media. Mayor Ryan commented he prefers to talk to residents on the telephone. Councilmember King asked if there is a social media policy for staff. City Clerk Sorensen replied a policy has been created and includes a one-page summary for elected officials. Councilmember Hovland commented doing City business on personal equipment could be subject to data practices and the open meeting law. Mayor Ryan asked about calls with media/reporters who share quotes from other Councilmembers. Mr. Onafowokan stated information shared with the media does not violate open meeting law. Discussed 3-2 WS 16-23 ESTABLISHING COMMUNITY CENTER PARTNERSHIP PRINCIPLES BETWEEN THE CITY OF BLAINE AND YOUNG MEN’S CHRISTIAN ASSOCIATION (YMCA) OF THE GREATER TWIN CITIES Acting City Manager Therres stated the community center task force is recommending that the City establish a partnership between the City and the YMCA of the Greater Twin Cities for the potential City community center. He stated the proposed resolution for Council consideration would state the City and YMCA will work on establishing a partnership for the purpose of developing, constructing and managing a YMCA/Community Center in Blaine. Councilmember King asked about a potential partnership with Lifetime Fitness. Acting City Manager Therres replied that task force members met with Lifetime Fitness; although Lifetime's proposal was more of a mixed-use development proposal. Councilmember Herbst requested a timeframe for all costs associated with a community center. Acting City Manager Therres replied all costs are needed by August 26, 2016. Mayor Ryan commented a second survey is currently being drafted. Councilmember Herbst asked if the task force has agreement with the seniors. Mayor Ryan stated the seniors want to remain where they are currently located and have signed a petition stating their intent. Councilmember Herbst stated two separate buildings would cost double and would add cost to the residents. Mayor Ryan noted staff costs would include City of Blaine Page 3 City Council Workshop Minutes - Final April 21, 2016 2.5 FTEs. Todd Olson, Community Center Task Force Chair, stated the operating costs include the partner operating the pool and fitness portion and the City operating the rest. He noted operating costs will be covered; capital costs would not. Councilmember Herbst requested costs for building the community center and the operating costs. Councilmember Clark requested the total cost be used and not split the costs. He requested an additional whereas in the proposed resolution that states the task force has completed their research and is requesting the Council to enter into the partnership agreement. Acting City Manager Therres stated this item will be brought to the Council meeting on May 5, 2016. Discussed and Forwarded to the City Council due back on 5/5/2016 3-3 WS 16-24 FINANCING 2016 CAPITAL ASSETS Finance Director Huss stated during the 2016 budget process, Council discussed the issuance of a Capital Equipment Certificate and using unrestricted General Fund reserves to assist in the financing of 2016 capital equipment purchases. He stated a new telephone system is also under consideration for inclusion in 2016 finance plans. He stated the 2016 General Fund Unrestricted Reserve is about $1.25 million and $280,000 will be used to balance the 2016 budget and $250,000 for the pavement management program. He stated the balance of $722,789 in unrestricted reserves could be used for capital purchases. He stated a new telephone system was planned for 2017; although staff is recommending financing the purchase of the new phone system with other 2016 capital purchases. He stated the 2016 Capital Budget would need to be amended to include the phone system and that the system be included in the capital to be funded through the issuance of equipment certificates. He noted an RFP for replacement of the phone system has been issued and staff is expecting costs will be determined by mid-May. He stated the inclusion of Capital Equipment Certificates and General Obligation bonds in one issue would be good financially for the City. He noted in 2017 water revenue bonds will be needed. Councilmember Swanson asked about local banks bidding on City bonds. Finance Director Huss replied the local banks prefer deposits. Finance Director Huss stated Council direction is requested on the transfer of restricted General Fund reserves to Capital Fund and amend the 2016 Capital Budget to include the telephone system. City of Blaine Page 4 City Council Workshop Minutes - Final April 21, 2016 Councilmember King asked if cabling would be included. Finance Director Huss replied no new cable will be needed. He stated the costs are for equipment. Mayor Ryan commented some road overlays are breaking up. Finance Director Huss replied the City has raised funding for sealcoating. Councilmember Swanson stated he is in favor of including the telephone system. Councilmember Clark asked for the number of phones in the building. Finance Director Huss replied 175 to 200. Discussed OTHER BUSINESS None. ADJOURN The Workshop adjourned at 7:30 p.m. Adjourned City of Blaine Page 5