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051203 CC WS Min . . . - CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, MAY 12, 2003 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 8:00 p.m. or immediately following Regular Council Meeting MINUTES 1. CONVENE WORK SESSION MEETING The Work Session convened the Work Session Meeting at 8:02 P.M. A. Roll Call Present: Mayor Love; Council members Garfunkel, Lizee, and Turgeon; Administrator Dawson; Engineer Brown; Finance Director Burton; and Planning Director Nielsen Absent: Council member Zerby B. Review Agenda 2. SLMPD Pre-Budget Discussion Police Chief Bryan Litsey reported that he is in the preliminary stages of putting a budget together and had met with or would be meeting with Excelsior, Greenwood and Tonka Bay. Given the time crunch last year, Litsey indicated that he wished to start early on budgets this year, even though budget planning for member cities has not yet been determined. He stated that Excelsior, in particular, has indicated that the next budget year will be extremely difficult due to budget cuts and economic hardships imposed by the Legislature. Litsey reported that Excelsior had asked him to keep the expense side flat and operate with a very lean operating and building budget. Chief Litsey explained the lack of funds available in the contingency account. He explained that this reserve fund is available for emergency contingencies and has accumulated $47,000 in its fund; however approximately $30,000 may need to be used due to approval of a lower-than- proposed budget for 2003. While he recognized 2004 would be a challenging year, he indicated that 80% of his costs were personnel driven and he was hesitant to sacrifice additional staffing. Mayor Love interjected that the Shorewood Council appreciated his passion and would strongly support reasonable expenses by the police department. Chief Litsey maintained that his 2004 budget goal would be to preserve the staffing they already have and reduce in other areas as much as possible, for instance equipment deferrals for the short term and cutbacks in fleet expenditures. He indicated that they would also be severing their association with the Southwest Metro Drug Task Force, providing an additional $8,400 savings annually. He was confident that the department could pick up the slack using its own investigators. He reported that they have lost some state aid dollars for disabled officers and would be losing $14,000 from airport support programs since September 11 at the end of May. . . . CITY COUNCIL WORK SESSION MINUTES May 12, 2003 Page 2 of 4 Chief Litsey maintained that the department has been doing an exceptional job of managing its costs and utilizing an updated computer system to handle accounting. Turgeon asked if other grant opportunities existed for it to pursue. Chief Litsey indicated that it continues to look for state grants and are currently pursuing a 25% matching booster system grant for the 800 MHZ signal by promoting the joint police and fire venture the Cities have entered into. He stated that the biggest areas for grants continue to be the weapons of mass destruction arena. Litsey acknowledged how difficult it is for a joint powers cooperative to operate when one of its member Cities is having problems. While Chief Litsey had no hard numbers to provide to the City Council, he asked the Council members for their feedback. He pointed out that it would be difficult for him to guarantee a flat line growth and keep the qualified people in the department. Mayor Love recognized that it is more difficult for the police department to maintain a flat growth rate when 80% of its costs are personnel related versus the fire department whose costs are 80% equipment and 20% personnel. Chief Litsey stated that the investments in the department, has afforded it the opportunity to keep people longer. Since most of Shorewood's problems continue to be speeding ticket issues, Mayor Love inquired about the opportunity to write administrative tickets. He explained that administrative tickets offer a high degree of enforcement, do not leave a permanent mark on people's records, and offer a higher rate of revenue to local departments. Chief Litsey agreed that the administrative tickets could work by offering a lesser fine, greater return to the city, and no permanent mark. Unique to Shorewood, Chief Litsey explained that the SLMPD has been very consistent with the $15,000 budget Shorewood provided the police department for dedicated details. He indicated that he would strive to provide the City with a report when dedicated officer or community policing officer is sent to a call and money from this account is warranted. Turgeon requested that the department establish some sort of process to notify the City when and what the special funds are being used for. Dawson concurred, stating that he had also asked Litsey to notify him when these funds were used. Chief Litsey felt that it was fair for the City to request notification of the ICR (Initial Complaint Report). Turgeon asked if the Chief, or Council, had any suggestions regarding terminology that should be added to the joint powers agreement, since the economic adjustment or proof of financial hardship did not work. . . . CITY COUNCIL WORK SESSION MINUTES May 12, 2003 Page 3 of 4 Garfunkel asked if they could review the minutes of the past meetings. Mayor Love indicated that the minutes are available for review. He expressed his concern regarding the difference between a City having economic problems and a City that incurred those economic problems during the good times. He believed that three dissenters should not rule the entire south lakes communities. Turgeon believed the question to be whether the joint powers cities wish to be provided with good, well-equipped officers on the street. Since the costs are personnel related, she maintained that the discussions need to be taken to the next level with the partner communities. Mayor Love pointed out that not only does the police department need a good facility, but it also needs good, well-trained people. Chief Litsey commended Mayor Love and Council member Turgeon for their efforts at the joint meetings. Mayor Love invited Chief Litsey back for future discussions. 3. CIP Philosophy Following a discussion regarding the 2003-2007 Capital Improvement Program (CIP) held earlier this year, the Council stated that it would like to look at the philosophy to be followed in developing and publishing a CIP in preparation for the City's 2004 budget. Administrator Dawson explained that the CIP is a planning document and presented a written approach to the CIP. Dawson indicated that he had notified Zerby that this item was on the agenda and suggested comment via email prior to this evening's meeting. Mayor Love asked if the Council members were comfortable with the classifications presented in the summary. Garfunkel remained puzzled why the County Road 19 project was never identified in the latest CIP. Turgeon asked what the internal process for creating the CIP typically followed. Dawson stated that the CIP was generally created as a collaborative staff effort, primarily driven by public work sessions. He indicated that the County Road 19 intersection project will be brought forward in the next CIP. 4. South Lake Minnetonka Communities Summit Dawson indicated that it was not a critical matter for discussion this evening; however, he asked for comments. Mayor Love asked the Council who they could foresee doing the convening of the summit. While Dawson related that at its last meeting the Council thought it would take Shorewood initiative, . . . CITY COUNCIL WORK SESSION MINUTES May 12,2003 Page 4 of 4 Mayor Love preferred that Council approach the Chamber of Commerce to host the event and convene the meeting. Turgeon asked the Council to be prepared to share what their individual thoughts were regarding what they feel is worth preserving and what is not. She indicated that they would provide the attendants with a brief report or vision summary at the event and send out invitations with a teaser encouraging attendance. Dawson indicated that he would approach the Chamber of Commerce and introduce the idea for its hosting the event. 5. Adjourn Garfunkel moved, Lizee seconded, adjourning the Work Session meeting of May 12, 2003, at 8:45 P.M. Motion passed 4/0. RESPECTFULLYSUBNUTTED. Kristi B. Anderson Recording Secretary Woody Love, Mayor