2007-05-29 CC Minutes Workshop
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ALBERTVILLE
CITY COUNCIL
May 29, 2007
MINUTES
Albertville City Hall
7:00 PM
PRESENT: Mayor Ron Klecker, Council members Dan Wagner, LeRoy Berning, and Tom Fay,
and City Administrator Larry Kruse
Absent: John Vetsch
Mayor Klecker called the meeting to order at 7:00 p.m. for the purpose to complete performance
reviews of City Planner Alan Brixius of Northwest Area Consultants (NAC), Mike Couri of
Couri, MacArthur, Ruppe, PLLP and Assistant City Engineer Adam Nafstad of Bolton and
Menk, Inc. Further, to complete the annual performance evaluation of the City Administrator
Larry Kruse.
NORTHWEST AREA CONSULTANTS (NAC)
Consulting Planner Alan Brixius was present and started the conversation by saying he really
enjoys working with the City of Albertville. The volume of activity in Albertville has been high
and quite fast paced. Brixius complimented the Council on their willingness to work together
through some difficult issues, which is not universal with all Councils.
The Council questioned how they can find out about pending projects that they hear about on the
street. Brixius stated that many of the things the Council mentioned as examples are rumors,
speculation and, in some cases, bad information. There are times when clients request
confidentiality and staff tries their best to honor that. Staff will continue to keep the Council
informed about pending projects as soon as possible.
The Council made the following points:
· NAC has a good understanding ofthe Albertville's Council's vision for the City of
Albertville and work well with developers towards that end.
· When presenting suggested using some basic maps denoting specific locations of issues
being discussed, as it would quickly orientate everyone to the site.
· NAC is responsive to the Council wishes regarding ordinance updates.
· The Council would like a semi-monthly report on current activity.
· Expressed some concerns when Alan is not able to attend meetings and has a back-up
attend.
· Confirmed that the Council does not want to receive the full Planning Commission
packet; however, suggested inserting some basic maps and site plans into the Council
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Board of Review Minutes
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packet. The Council continues to support reduction of paper. Advised staff to be mindful
to include some of the basics.
. Suggested additional training for Alan's backup personnel to become more familiar with
the issues prior to Council and Planning Commission.
. All consultants to sign off that they have reviewed the development process as to their
professional responsibilities and recommend its approval.
Staff Comments: City staff complemented NAC for timely submission of packet information and
sending it in the preferred electronic format. Mac's history working in Albertville is very
positive. At times there is not enough of Alan's time, so staff is working to create some regular
hours where one ofNAC's staff would be present at City Hall starting with one day per week
with the idea that this should not add to Albertville's cost as these hours are currently being
performed at NAC headquarters. This would allow staffbetter access to working with and
coordinating planning issues.
The Council stated they appreciate when consultants give their professional opinion even when it
may not be the popular opinion. The Council stated in the future they would expect nothing less
than their honest professional opinion.
In closing, the City Council and staff are pleased with City Planner Alan Brixius' and NAC
performance.
BOLTON AND MENK, INC. (BMI)
Assistant City Engineer Adam Nafstad stated he really enjoys working in Albertville and almost
100% dedicates his time towards Albertville. Nafstad reported that most projects have been
going very well.
The Council was pleased with the BMI's work performance, especially in light of some of the
recent controversial projects (Albert Villas Stormwater project and Prairie Run).
The Council discussed that they were not sure what happened to City Engineer Mark Kasma,
who promised to represent Albertville. Nafstad reported that in the past he supported Kasma
behind the scenes and the way it worked out shortly after coming to Albertville, the position
evolved to him playing more of a lead roll. It appeared staff and the Council supported this and
thus it grew to the point where it is today. Nafstad stated this was not a planned bate and switch,
and hoped the Council does not think it was.
At first, the Council mentioned giving Nafstad the title of City Engineer and asked how
organizationally that would affect things. Nafstad stated as far as BMI is concerned it does not
matter what title Albertville gives the position as BMI has its own organizational structure. After
some discussion the Council stated they like the idea of someone with an ownership interest
being present when larger, more controversial issues are being discussed. Further, a partner
should be present several times per year.
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The Council made the following points:
· When presenting suggested including some basic maps denoting specific locations of
issues being discussed, as it would quickly orientate everyone to the site.
. The Council would like a semi-monthly report on current activity.
· Suggested promoting the Wastewater Treatment Department and Public Works
Department taking responsibilities for smaller projects to cut down on engineering costs.
· Have a partner who understands what is going on in Albertville present at the meeting for
important issues and/or quarterly.
· All consultants to sign off that they have reviewed the development process as to their
professional responsibilities and recommend its approval.
The Council stated they appreciate when consultants give their professional opinion even when it
may not be the popular opinion. The Council stated in the future they would expect nothing less
than their honest professional opinion
Staff Comments: The City staff all enjoys working with Adam Nafstad. Adam often seeks out
opinions on matters from employees who ultimately have to perform or deal with the end
product (Public Works/WWTF and staff in general). Bolton and Menk's project inspection
employees do a good job and represent the City well. Overall, the work product that comes out
ofBMI is of good quality. Day-to-day dealings with Adam and other BMI employees is very
good. Albertville's staff all like that the engineer is available at City Hall to deal with their
questions and concerns as well as addressing client needs.
At times it appears there is not enough staff support for Adam and staff requests for work
product are sometimes slow. Staff would appreciate making packet deadlines a priority and to
work with the City Clerk to get submittals in a convenient electronic format. The billings are
getting better thus insuring private vs. public fees are segregated and billed. A GIS solution and
maps need attention.
In the Building Department, site plan reviews have had continuous improvement and Jon
Sutherland recently complimented Adam for a great review. Engineering review turn around
time can improve. Building Official Sutherland would like more time in the field both pre and
post development.
To summarize, staff suggests that BMI provide adequate support for Adam; submit work product
by pre-determined deadlines, provide a user friendly GIS solution equal or better than S.E.H.'s
Dataview product and timely delivery of maps.
Overall both Council and staff are pleased with Assistant Engineer N afstad and BMI's
performance.
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Board of Review Minutes
May 29,2007
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CQURI, MACARTHUR, & RUPPE, PLLP
City Attorney Mike Couri started the review by saying he has enjoyed working and appreciates
his long term relationship with the City of Albertville.
In an effort to reduce the amount of paper the Council receives, the Council discussed Mike
submitting an executive summary of Development Agreements and Contracts. Mike was
agreeable to creating the executive summary as it has worked well in the past, but was hesitant to
agree to not providing the entire agreement. If there is a legal problem, the Courts may be critical
of the Council passing documents they have not seen.
The Council made the following points:
· Make a concerted effort to provide final documents in the Council packets and avoid
making last minute changes. (Changes would be the exception rather than the rule)
· To reduce the amount of paper work the Council receives, request that Mike provide an
executive summary of Contracts and Agreements listing key points and provide a copy of
entire documents at the meeting. If there are minor changes, City Attorney Couri would
provide an amended executive summary listing those changes for the Council.
. The Council would like a semi-monthly report on current activity.
· All consultants to sign off that they have reviewed the development process as to their
professional responsibilities and recommend its approval.
Staff Comments: City staff all enjoys working with City Attorney Mike. Overall Mike's work
product is excellent. Mike has a long history with Albertville and his knowledge of the past is
very helpful and efficient in handling many legal issues. Mike complements the City, as he both
enjoys and is good at working with Developers and complex Development Agreements. Mike is
a valued part of Albertville Development Team. The Albertville staff all like him having office
hours, as it gives staff some dedicated time to ask questions and seek direction on legal matters.
Perhaps more time could be scheduled.
Staff would appreciate Mike paying more attention to packet submittal deadlines. The billings
are getting better but need to be broken down to insure private ys. public fees are segregated and
billed. In the Building/Zoning Department, legal assistance for code enforcement needs more
attention.
The Council stated they appreciate when consultants give their professional opinion even when it
may not be the popular opinion. Kruse cited Couri' s recommendation to not sell the 40 acres as
an example. The Council stated in the future they would expect nothing less than their honest
professional opinion
Overall, both the Council and staff are pleased with City Attorney Mike Couri and his firm's
performance.
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Board of Review Minutes
May 29, 2007
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CITY ADMINISTRATOR PERFORMANCE REVIEW
The Council discussed using a written review form, but after discussing it agreed to have an
informal discussion with City Administrator Kruse.
LeRoy: Wants Larry to present more pros and cons of issues and options rather than to advocate
for one side of the issue or the other. Would like to see more of both sides presented.
Dan: More pros and cons would be good, even if occasionally some Council members will
criticize Larry for that.
LeRoy: Would like to see Larry be more of a presenter of options and less of an advocate.
Ron and LeRoy: Don't necessarily want a recommendation from Larry, just options.
Dan: Great that Larry is looking ahead to Albertville's future. Good focus on that - keep
looking to the future.
LeRoy: Want yearly goal setting by the entire Council. Start with the top 10 things each Council
Il}ember wants and then narrow these down at a workshop. This would give Larry direction.
The Council agreed with this.
LeRoy, Dan and Mayor: Want a checklist or progress report on items and projects. Want to
make sure things are not forgotten.
LeRoy: Use individual Council members as liaisons on sensitive issues, such as downtown land
and parking issues.
LeRoy: Important that public knows that Council is behind Larry's enforcement actions.
LeRoy: Wants Larry to have more assertiveness and control over Fire Department.
Larry: He handles the Fire Department with kid gloves as he doesn't want to inhibit recruiting
and wants to keep the volunteers satisfied and remaining on the force.
LeRoy: Wants the Council to appoint Chief that is the best for the job, not just the one who is
most popular among the firefighters. Leroy wants to interview three potential candidates.
Ron: Last year, Chief was not in the budget process until it was too late. Ron wants the chief to
attend City budget meetings earlier this year.
Ron: Doesn't want retirement benefits based on what other cities are doing. Should be based on
Albertville issues only.
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LeRoy: Wants Fire Department to be treated like any other department - must justify their
needs.
LeRoy: Wants Larry to make sure that the Fire Department officers are qualified for their
positions and are trained for the job. If all are qualified, LerRy doesn't have a problem going
with Fire Department choice. Wants Larry to be more in tune with what is going on at Fire
Department.
Tom: Hockey Arena land purchase is important - keep on it.
Tom: Larry did a good job of resolving all of the messes that he inherited when he came to the
City and is doing a good job with the issues he is currently handling.
LeRoy: Wants an update on where all employees are in pay scale steps and where Larry thinks
they are going. Larry will do this at the budget process.
Ron: Appreciates what Larry does to make Ron's job as Mayor easier.
Ron: When Larry needs a council member to meet with a resident or business owner on an
is'sue, Ron would like to have other Council members attend some of these meetings instead of
having Ron at every one.
ADJOURNMENT
MOTION BY Council member Berning, seconded by Council member Wagner to adjourn at
10:00 p.m. Motion carried unanimously.
Ron Klecker, Mayor
Larry Kruse, City Administrator
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