City Council Worksession

South St. Paul JOINT WORKSESSION COUNCIL & EDA SSP City Hall 125 3rd Avenue North Training room Monday, April 8, 2019 7:00 p.m. AGENDA: 1. National League of Cities (NLC) Service Line Warranty Program 2. Park Entry Sign Design 3. Formation of the Doug Woog Arena Advisory Board/Commission 4. 680 Verderosa Discussion 5. League of Minnesota Cities Transportation Funding Resolution 6. Facilities Study – No Attachment 7. Closed Session Regarding Litigation (Attorney/Client) – 357 First Street South A COUNCIL WORKSESSION REPORT DATE: Monday, April 8, 2019 1 DEPARTMENT: ADMINISTRATION ADMINISTRATOR: JRH AGENDA ITEM: National League of Cities (NLC) Service Line Warranty Program DESIRED MEETING OUTCOMES: Provide direction as to the City’s interest in offering this program to our residents OVERVIEW: At our worksession of March 11th, we discussed making the NLC Service Line Warranty program available to our residents. One of the consideration of the Council wanted to evaluate was the fee arrangement. In the initial proposal, the City would receive $.50 per program/per month. The Council asked if we can waive the fee, or only charge a one-time fee of $.50 to at least reflect some compensation for the use of our name/logo. In talking with Ms. Ashley Shiwarski, a sales associate for the program, she informed us that we could forego the fee entirely, but they did not have the option of a “one-time” payment. Either we collect $.50 per month or waive the fee entirely. Here were the program highlights we discussed in March: • Three programs are available. External Water @ $6.75 per month – includes thawing; External Sewer @ $7.75 per month; and Internal Plumbing at $9.00 a month. A person can choose one or any combination of these options. • The two external programs (water & sewer) have an $8,500 limit per incident. Internal plumbing is capped at $3,000. There is no annual or lifetime limit nor are there any deductibles. • Coverage is for whatever the homeowner’s responsibility is for repairs. • Once a property owner signs up, there is a 30-day waiting period before any claims/repairs will be processed. • The City is not involved in billing or collection. • The City receives $.50 per month/per program with remittance occurring once per year in January. • Marketing is only done by direct mail. Mailings are up to three times per year and with the City’s approval before mailing occurs. • They would be granted use of the City’s logo for their marketing materials. • Rates are set by the program by State. The City is not involved in rate setting. • Initial penetration after first three mailings typically runs around 10%. The typical maximum penetration is about 30%. Penetration is higher in communities where the property owner is responsible for cost to the main.  • The programs help education homeowners about the financial responsibilities associated with the repair and maintenance of lateral lines. • Repairs are made by licensed, local contractors according to code requirements. • 23 Minnesota cities are offering this program. The League of Minnesota Cities is also featuring this program on their website. A webinar link that discusses the program can be found at: https://www.lmc.org/page/1/servicelines- materials.jsp?ssl=true Laura Harris of LMC moderated the webinar and Ashley Shiwarski was the primary presenter. It last just over 28 minutes. The Council should continue their discussion regarding the merits of the program and provide direction to staff. SOURCE OF FUNDS: N/A A COUNCIL WORKSESSION REPORT DATE: April 8, 2019 3 DEPARTMENT: PARKS & RECREATION ADMINISTRATOR: JRH AGENDA ITEM: Discuss the formation of a Doug Woog Arena Advisory Commission DESIRED MEETING OUTCOMES: Discussion of the formation of a Doug Woog Arena Advisory Commission including preliminary by-laws, membership, and structure. OVERVIEW: With the evolving evolution of the administration and operation of Doug Woog Arena, the city council has discussed the formation of a Doug Woog Arena Advisory Commission. Staff is recommending the commission be structured similar to the Parks & Recreation Advisory Commission, functioning as a city council-appointed advisory body tasked with discussing arena– specific topics for recommendation to the city council. Membership – As with any city advisory body, staff recommends that the Doug Woog Arena Advisory Commission strive to be representative to our entire community based upon interest and demographics such as age, gender, ability, race, and beliefs. The commission will also benefit from seeking specific representatives due to their familiarity with the current operations and vested interest in the success of Doug Woog Arena. Along with city council and staff representation, advisory commission membership could include: o South St. Paul Youth Hockey Board o South St. Paul Hockey Boosters (Red Line and Blue Line Clubs) o Figure Skating Club o South St. Paul Youth Athletic Associations – Non-Hockey o At-Large Community Members/Residents o Non-Residents, such as high volume customers, financial experts, arena operators, historic interest patrons who do not reside in South St. Paul. In addition to city-council appointed commission members and city council and staff liaisons, staff recommends having, non-voting liaisons from the Parks & Recreation Advisory Commission and Special School District, which could include representatives from the Board of Education, Activities Department, and Hockey Coaches. Membership quantity will need to be discussed and is recommended to not exceed the maximum number of members as compared to similar city advisory boards and commissions. By-Laws – The policies governing the Doug Woog Arena Advisory Commission can easily be modeled after the Parks & Recreation Advisory Commission by-laws currently in place. These by-laws prescribe the function and purpose of the commission. Draft by-laws are listed for review: DOUG WOOG ARENA ADVISORY COMMISSION Established; appointment and removal of members; terms (a) Membership. The commission consists of members appointed by the council. Members of the commission are appointed with due regard to their fitness for the efficient dispatch of the function, powers, and duties vested in and imposed upon the commission. Members serve without compensation. (b) Term. The Doug Woog Arena Commission Members initially appointed shall be appointed for terms of one (1) year, two (2) years, and three (3) years respectively. Thereafter, except as otherwise provided in this section, members of the commission are appointed for terms of three (3) years and hold office until their respective successors are appointed and qualify. (c) Vacancy or removal. Vacancies on the commission, except temporary vacancies, are filled by the council for the unexpired term. A member of the commission may be removed from the commission prior to the expiration of his term by a five-sevenths vote of the council. (d) Temporary vacancies. A member of the commission may be granted a leave of absence by the council, and a temporary vacancy exists for the period of the leave of absence. During the period of the vacancy, the council may fill such vacancy by a temporary appointment provided that the temporary appointment may not exceed the period of the temporary vacancy. At the expiration of a leave of absence so granted, the member resumes membership on the commission. (e) Automatic termination of appointment. A member of the commission who has been absent from three consecutive regular or special meetings without the approval of the commission terminates the office. The secretary of the commission must report the attendance record of each member of the commission to the clerk at the end of the six-month periods, ending June 30 and December 31. The appointment of a member who was absent from three consecutive regular or special meetings without the approval of the commission, as shown on the report, is terminated on the date the report is filed with the clerk. The clerk must notify any member whose appointment has terminated and report to the council that a vacancy exists on the commission and that an appointment should be made for the unexpired term. Council liaison representative The mayor must appoint a councilmember to act as liaison representatives to the commission. The functions of such liaison representative are to attend the meetings of the commission, to advise the council of the background, attitudes, and reasons behind decisions and recommendations of the commission, and, on request of any member of the commission, to advise the commission of policies, procedures and decisions of the council that may bear on matters under discussion by the commission. The council liaison representative may not vote. Director of parks and recreation liaison representative The director of parks and recreation must keep members of the commission informed as to progress and conditions in the area of arena operations, facility use and programs, and, on request, must advise the commission on matters pertaining to Doug Woog Arena. The director must cooperate with the commission in such matters as may be requested by it. The director may not vote. Officers (a) Chair. The commission must elect one of its members chair. The chair holds office for one year and until a successor is elected and qualifies, unless the chair's term as a member of the commission sooner expires. The commission must hold an election for the purpose of electing a chair in December of each year. (b) Secretary. The commission must elect one of its member’s secretary who holds office for one year and until a successor is elected and qualifies unless the term as a member of the commission sooner expires. The election must be held during the month of December with the term to commence on the first Monday of January of the year following. Meetings The commission must establish a regular time and place of meeting and must hold at least one regular meeting bimonthly. Special meetings of the commission may be called at any time by the chair or by any four or more members of the commission. If personal notice cannot be given, written notice must be mailed to such members at least 24 hours prior to the meeting, unless the notice requirement is waived in writing by the member. Organization and procedure (a) Meetings. Meetings of the commission are conducted in accordance with Robert's Rules of Order Revised. The commission may make or alter rules and regulations governing its organization and procedure in a manner not inconsistent with this Code or other ordinance of the city. (b) Quorum. A majority of commissioners is a quorum. Business may be transacted by a majority vote of a quorum. Functions of the commission The functions of the commission include, but are not limited to, the following: (1) Act in an advisory capacity to the city council and to the parks and recreation department in all matters pertaining to Doug Woog Arena and to cooperate with other governmental agencies and civic groups in the advancement of sound Doug Woog Arena planning, operation, and programming; (2) Recommend policies on Doug Woog Arena service for approval of the council; (3) Recommend the adoption of standards on arena facilities, programs and financial support; (4) Have periodic inventories made of services that exist or may be needed and interpret the needs of the public to the city council and the parks and recreation department; (5) Aid in coordinating the Doug Woog Arena services with the programs of other governmental agencies and voluntary organizations; (6) Review the effectiveness of Doug Woog Arena programs and initiatives with the parks and recreation department; and (7) Interpret the policies and functions of Doug Woog Arena to the public; (8) Review the annual budget of Doug Woog Arena before presentation to the city council and advise the parks and recreation department on the development of long range capital improvement program. Before formation of the advisory commission, staff will need direction on timing, form and function before implementation. SOURCE OF FUNDS: N/A