2024 09 10 CC Work Session MinutesCITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
Minutes of the City Council Work Session
Tuesday, September 10, 2024
CALL TO ORDER
Mayor Levine called the work session to order at 4:33 p.m. Councihnembers Lorberbaum,
Miller (arrived at 5:20 pm), and Paper were also present. Councilmember Mazzitello was
absent.
Others present included City Administrator Cheryl Jacobson, Public Works Director Ryan
Ruzek, Finance Director Kristen Schabacker, Park and Recreation/Assistant Public Works
Director Meredith Lawrence, Assistant City Engineer Lucas Ritchie, Community Development
Manager Sarah Madden, and City Clerk Nancy Bauer,
ADMIIJISTRATION/ELECTIONS/INFORMATION TECHNOLOGY
Adminish•ation: City Administrator Cheryl Jacobson stated that the administration budget had
been previously discussed at the August 20, 2024, City Council work session.
Elections: City Administrator Cheryl Jacobson stated FY2025 should be a non -election year and
there is about a 55% decrease in the budget from 2024. One budget request is to sign the joint
powers agreement with Dakota County for absentee ballot processing. The annual amount is
$4,500 a year including non -election years. She noted that the city is the only city in Dakota
County that is not part of the agreement. There was a discussion about the absentee process. City
Administrator Cheryl Jacobson reported that Dakota County is trying to come in line with election
duties that other counties perform, and this is one of the steps towards that goal.
Information Technology: City Administrator Cheryl Jacobson reported that Information
Technology had a 15.69% increase. Line items for hardware and software were increased for
cybersecurity. It was noted that LOGIS support went up 13%. The one capital outlay request was
for door access controls at Public Works which was not recommended by staff.
Councilmember Lorberbaum asked how often laptop computers were replaced. City
Administrator Cheryl Jacobson answered every four years. Councilor Paper asked when would
staff look at hiring IT staff in-house. City Administrator Cheryl Jacobson responded the IT budget
and specifically the LOGIS contract is evaluated annually. She noted that taking the service in
house would likely require two or three positions and not just a single position to provide all of the
services that LOGIS currently provides.
COMMUNITY DEVELOPMENT
Community Development: City Administrator Cheryl Jacobson stated that the community
development budget was held steady from last year. Community Development Manager Sarah
September 10, 2024, Mendota Heights City Council Work Session Minutes Page -
Madden reported that under code enforcement there was a big reduction in the budget under rent
from city hall. This item is no longer needed as the building inspections are under a contracted
company and they do not utilize city hall space.
Councilor Paper asked if the Open to Business program was being utilized. Community
Development Manager Sarah Madded answered there are no active clients using the service. The
program is being marketed.
Building Official: City Administrator Cheryl Jacobson reported that the building official budget
was also held steady with a 2.83% increase. Inspectron is our contracted building official, and
their budget was increased slightly. Credit cards fees were also increased because more building
permits are being paid with credit cards.
Mayor Levine asked if the short-term rental license inspections were accounted for in the budget.
Community Development Manager Sarah Madden replied that Inspectron indicated that was part
of the scope of their work and it is under our current contract.
CITY HALL
City Hall: City Administrator Cheryl Jacobson stated a slight reduction is being proposed in the
city hall budget. There were three capital outlay items, and one was the city hall doorknob
replacement for ADA compliance. The replacement of the doorknobs was discussed. City
Administrator Cheryl Jacobson reported that the city hall boiler replacement was not being
recommended by staff. There was also a request for the cubicle redesign at city hall for $27,500
in the budget.
2025 BUDGET REQUESTS
2025 Budget Requests: An updated 2025 Budget Request Summary was handed out. Mayor
Levine explained the general fund, levy and general fund balance. The items being requested on
the worksheet were discussed. More discussion was held regarding the Friendly Hills Park tennis
court resurfacing and what source of funding should be used.
The overtime
request and how it would affect Public Works
and other staff if the request were
approved was
also discussed.
Finance Director reported that
overtime for Parks and Recreation
staff would be
approximately
$25,000 for all hours, if taken in
overtime.
Mayor Levine said this item should be discussed at a work session to develop an overtime policy.
City Administrator Cheryl Jacobson suggested that the field and facility fee schedule also be
discussed with the overtime policy and the implementation of a reduction to TRAA instead of a
yearly fee waiver should also be considered. Tournaments that are held on weekends and prepping
the fields was discussed.
City Administrator Cheryl Jacobson gave background information and history on the Public Works
parks positions and staffing schedule. Finance Director Kristen Schabacker gave an overview of
how overtime would affect the budget. It was the consensus to add $10,000 to the budget for
overtime for a total of $185000,
September LQ 202d, Mendota Heights City Council id'oa'k Session mutes Page - 2
Mayor Levine reported on Councilmember Mazzitello's comments, who could not attend tonight's
work session.
The two new employee requests were discussed. City Administrator Cheryl Jacobson stated that
adding additional employees is not asked for lightly. Adding the positions would help with
succession planning and help implement staff efficiencies. The duties for the positions, staff
efficiencies, possibly cutting existing services, and creating a healthy work culture for employees
was discussed. Mayor Levine stated that staff does not ask for things that they do not need. Other
sources of funding were discussed.
Finance Director Kristen Schabacker reviewed the net tax capacity and tax capacity rates based on
percentages for a levy increase and how it would affect resident taxes.
City Administrator Cheryl Jacobson stated that starting City Council meetings at 6:00 p.m. would
result in staff efficiencies. Council member Paper stated that more people attended the meetings
when they started at 6:00 p.m.
The date and time for the October special City Council meeting was discussed.
City Administrator Cheryl Jacobson stated the regular October 15 work session topics to discuss
are staff efficiencies, Partners in Energy and possibly the requested overtime hours and field and
facility use policy. The November work session topic scheduled at this point is the annual advisory
commission appointments and processes for appointments.
It was the consensus to keep the requests approved by staff. There would be further discussion on
a few of the items at the October work session. Finance Director Kristen Schabacker recapped the
budget amounts to present for the Tuesday, September 17, regular City Council meeting. There
would still be the opportunity to cut something from the fund balance and she listed some
examples.
Iba[IIII ��ILIII� I�1
A motion to adjourn the meeting was made by Councilmember Lorberbaum and seconded by
Councilmember Paper. The meeting adjourned at 7:N p.m.
Ste anie !'Levine, Mayor
ATTEST: /
ri-
Nan ty
Ba r, City Clerk
September 10, 2024, Mendota Heights City Council Work Session Minutes Page - 3