City Council - 10/01/2019 - Workshop
APPROVED MINUTES CITY COUNCIL WORKSHOP & OPEN PODIUM
TUESDAY, OCTOBER 1, 2019 CITY CENTER
5:00 – 6:25 PM, HERITAGE ROOMS 6:30 – 7:00 PM, COUNCIL CHAMBER CITY COUNCIL: Mayor Ron Case, Council Members Brad Aho, Mark Freiberg, PG
Narayanan, and Kathy Nelson CITY STAFF: City Manager Rick Getschow, Police Chief Greg Weber, Fire Chief Scott Gerber, Public Works Director Robert Ellis, Community Development Director Janet Jeremiah, Parks and Recreation Director Jay Lotthammer, Parks and Natural Resources Manager Matt Bourne,
Community Center Manager Valerie Verley, Administrative Services/HR Director Alecia Rose, City Attorney Ric Rosow, and Recorder Kyle Salage. Workshop - Heritage Rooms I and II (5:30) Aho called the workshop to order at 5:36 p.m. Absent from the workshop was Mayor Case. I. FORESTRY UPDATE
Bourne provided an overview of the history of both Oak Wilt and Dutch Elm Disease, as
well as statistics regarding the number of cases of each since 2017. He noted of all City locations, the frequency of these diseases is particularly high at Staring Lake Park. In general, cases of the former have increased since 2017, and have decreased since 2017 for the latter.
Nelson asked for clarification on what types of oak trees are most at risk for Oak Wilt. Bourne indicated red oak trees are most at risk of the disease, while white oaks are less likely to become infected. Aho asked for clarification as to what the Oak Wilt disease is. Bourne stated it is a disease spread through beetles, which then kill the trees they enter.
Nelson inquired what the signs of Oak Wilt are. Aho expressed concern there is nothing
to be done to stop the disease once it starts. Narayanan asked whether the age of a tree affects its vulnerability. Bourne indicated age is not a factor, but pruning and maintenance is.
In regard to Dutch Elm Disease, Bourne stated 2017 was an anomaly year with an
extremely high number of cases. This spike was due in part to a change in management practice and strategy. In general, Emerald Ash Borer has spread rapidly since its discovery in 2002, but has spread more slowly within Minnesota since it reached the state in 2009. Aho inquired how effective preventative treatment of trees has been for
Emerald Ash Borer. Bourne indicated such treatment is nearly 100% effectively as long as the treatment is done properly and early enough in the infestation cycle. Freiberg asked for estimates regarding the cost for pre-emptive Emerald Ash Borer treatment. Bourne stated treatment generally costs $4 per foot of tree, meaning the average tree of
City Council Workshop Minutes October 1, 2019
Page 2 twenty-five (25) feet would cost approximately $100 to treat. He then discussed the map of confirmed Emerald Ash Borer infestations in the City. He noted residents were able to
get treatment for their trees on private property through the same company treating the
trees on public property, Rainbow Tree Care. Aho asked for clarification on how treatment of the trees is being tracked by the City. Bourne stated there is an ongoing and regularly updated tree inventory for the City. However, he noted the tree treatment plan operates on a three (3) year cycle, assuming treatment remains effective for two (2)
years. Aho inquired whether there will come a time the treatments are no longer needed.
Bourne indicated it is anticipated these tree diseases will follow the pattern of a twenty-five (25) year bell curve. As such, it is assumed eventually the diseases will be eradicated.
Nelson asked how much it costs to remove a tree and then replant. Bourne stated this
removal and replanting process generally costs between $750 and $1000. However, he noted this is not much more expensive than conducting disease maintenance for the anticipated twenty-give (25) year cycle duration. Most tree removals are done by City staff. He then discussed the map of where new trees will be planted in the City in 2019,
and summarized the Parks and Recreation Department’s education outreach efforts.
Bourne noted residents often ask the Parks and Recreation department to inspect the trees on their private property and determine whether they are ash trees. Staff will visit properties to do so. Nelson asked how ash trees on heritage sites are being treated.
Bourne indicated these heritage trees are being treated differently than regular trees.
Nelson asked what types of trees are being planted. Bourne indicated the approach of the Parks and Recreation department is to diversify the City’s tree population with many different types. Nelson requested a list of the types of trees the department is planting be made available to residents so they know what ones to consider when planting and
replanting on their private property.
II. FACILITY RENTAL POLICY MODIFICATIONS Verley noted this topic and the need for policy changes is driven by the recent high
volume of reservation cancellations at City venues. This corresponded to an atypically
high number of refunds issued. The proposed policy changes will hopefully decrease the frequency of reservation cancellations, and keep reservation dates more open for those who want to use City facilities. Verley then summarized the existing policies and proposed changes.
Narayanan inquired whether it has been considered to offer refunds on a graduated scale. Verley indicated this is a proposed change specifically for the Riley-Jacques Barn, which has a limited window for use during the year.
Lotthammer stated it is reasonable to expect these changes in policy would result in
cancellations decreasing by 50%. Nelson suggested the new Staring Lake Park chalet will need to be handled differently than other venues. Lotthammer indicated it will be treated similarly to the Cambria Room
at the Community Center.
City Council Workshop Minutes October 1, 2019
Page 3 Lotthammer noted some people have abused the rental method for the Riley-Jacques Barn by claiming multiple dates at once, only to cancel most of them later.
Narayanan asked whether it has ever been considered to offer both refundable and non-refundable reservations, similar to airlines, with the former costing an additional fee. Verley indicated this is something the City could consider.
Verley then summarized the major events and races held at these parks and venues.
Verley closed by explaining the next steps in the process for updating these policies. Narayanan suggested “political affiliation” be added to the policy’s list of protected reasons for which a reservation cannot denied or discriminated against.
Open Podium - Council Chamber (6:30)
III. OPEN PODIUM IV. ADJOURNMENT