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HomeMy WebLinkAbout2019 08-07 CCM Financial Commission Joint Work SessionMINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL/FINANCIAL COMMISSION OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND STATE OF MINNESOTA JOINT WORK SESSION AUGUST 7, 2019 CITY HALL — CITY COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council/Financial Commission Joint Work Session was called to order by Mayor Elliott at 6:30 p.m. ROLL CALL Mayor Mike Elliott and Councilmembers April Graves, Kris Lawrence -Anderson and Dan Ryan. Also present were Financial Commissioners David Dwapu, Tia Hedenland, Abate Terefe, and Dean Van Der Werf. Also present were City Manager Curt Boganey, Deputy City Manager Dr. Reggie Edwards and Director of Fiscal & Support Services Nate Reinhardt, Director of Community Activities, Recreation and Services Jim Glasoe, and City Clerk Barb Suciu. APPROVAL OFAGENDA There was a motion by Councilmember Ryan and seconded by Councilmember Lawrence -Anderson to approve the agenda as submitted. The motion passed. DEPARTMENT REVIEWS Mayor Elliott stated this evening's meeting would include a review of two City departments: Community Activity, Recreation, and Services (CARS) and Administration. City Manager Curt Boganey stated the Administration budget has historically included funding for the Mayor and City Council, but for this discussion, those budgets are not included. He added Mayor Elliott had expressed an interest in providing additional information regarding the Mayor's Office budget. He noted department level requests would be reviewed, which may not be reflected in the final budget. COMMUNITYACTIVITIES, RECREATIONAND SERVICES (CARS) Director of Community Activities, Recreation and Services (CARS) Jim Glasoe reviewed the mission and goals of this department, including recreation and community center programming, and creation of a sense of community and quality of life for the City's residents and employees. This includes maintenance of government buildings and provision of quality, efficient services. Mr. Glasoe stated no changes in full-time staffing or budget requirements is anticipated. CARS initiatives are inclusive community engagement and equitable support for Brooklyn Center's youth, including the BrookLynk program internships, expansion of "Rec on the Go" and low and no -cost programs. Councilmember Lawrence -Anderson asked whether maintenance of the newly approved liquor store facility will be included in the CARS budget. Mr. Glasoe stated that would be included in the Liquor budget and included in the capital forecast for building repair and replacement as well as custodial maintenance. Mr. Glasoe stated a programming survey is planned for next year, to track data related to several households participating in programs, whether programs meet residents' needs and customer satisfaction ratings. Another survey component tracks maintenance work orders that are processed within 15 days, which was 82% in 2019. Mayor Elliott asked whether there is data regarding several times a participant takes part in a program, to determine the percentage of repeat customers. Mr. Glasoe stated the survey software offers many different reporting capabilities. He added, for instance, how many participants registered for classes and how many they attended. Mayor Elliott requested a report that tracks participation rates of community recreation programs. Councilmember Graves asked whether only Brooklyn Center households that participate in programs can be tracked. She added she would like to see data regarding people from communities other than Brooklyn Center. She noted most cities charge a higher programming fee for non-residents. Mr. Glasoe stated there is some capability to pull that type of information, except for general admission users. He added data is captured whenever someone registers for a program. Mr. Glasoe stated the community center is shut down each year for maintenance and replacement of equipment and furnishings. He added one of two pool vacuums is replaced each year. Mr. Glasoe stated CARS is moving toward expanding equitable access by offering additional low and no -cost programs. He added a 4.2% increase in requests is attributable to the expansion of the "Rec on the Go" program for the entire school year. Mr. Boganey asked where "Rec on the Go" will be held, and whether participation and registrations are being tracked. Mr. Glasoe stated the program would be held in the fall on `Tuesdays at Lions Park from 2:30-4:00 p.m. and Garden City from 4:30 — 6:00 p.m.; and on Thursdays at the Firehouse from 2:30 — 4:00 p.m. and North Port from 4:30 — 6:00 p.m. He added daily counts are taken to keep track of youths who participate, and most of them come regularly. Deputy City Manager Reggie Edwards asked how many youths are served at the parks on any given day, and which park has the greatest use. Mr. Glasoe stated it depends upon the weather and if other things are going on in the community. He added there are typically 12-30 youths participating in each session. Mr. Glasoe stated there is some continued allocation for limited free exercise programming for adults, that is always well -attended and appreciated. He added adult leagues are planned for softball, volleyball, and basketball. 08/07/2019 Page 2 Councilmember Graves asked whether there is youth soccer programming. Mr. Glasoe confirmed this, adding soccer is one of the most popular and requested youth programs. Mr. Glasoe stated it is hoped that the teen open gym activities will be expanded to two nights per week, in cooperation with the Police Department and the high school. Mr. Glasoe stated community center memberships at different levels are being considered, that would include additional programming for a higher membership fee. Councilmember Graves stated she would support an option like that. Mr. Boganey asked whether there is an adult soccer league, as that is something that should be explored. Mr. Glasoe stated that has been explored and can be reviewed again. He added groups of adults who want to play soccer generally don't want to pay a registration fee to get organized. Mr. Boganey stated there might be a way the City can play a role in supporting the process of setting up a league that is a departure from the traditional registration model. Mr. Glasoe stated the City had received annual funding of approximately $5,000 from the U.S. Swimming Association to provide free swimming lessons. He added that the organization has indicated they will increase their funding allocation to provide free lessons for more youths. Councilmember Graves stated she understood there was a problem with hiring qualified instructors. Mr. Glasoe confirmed this, adding it there has been a decrease in swim revenues as due to insufficient staffing. He noted free lifeguard training certification classes are being considered. Commissioner Terefe asked whether there are programs for senior citizens as well as youths. Mr. Glasoe stated programs for senior citizens are very popular, including luncheons, card groups, seminars, and day trips. He added some activities are in connection with other neighboring communities. Mayor Elliott stated senior yoga is very popular. Mr. Glasoe agreed, adding there is a very active senior exercise contingent at the community center. He added the facility is certified by Silver Sneakers, Silver `n' Fit, and Medicare as well as other insurance reimbursement programs. Mr. Boganey stated additional feedback and information could be provided by City Staff to indicate which programs are self-supporting and which are not, how much of a gap exists, and what portion of costs are paid for by taxes and fees respectively. Mr. Glasoe stated three culturally specific Open Houses were held in 2018 in connection with Hennepin County to improve communication with cultural communities. The Open Houses were focused on the City's West African, Latino, and Southeast Asian populations. He added one of the roles of the Community Liaisons is to provide additional information on programs and services, including the registration process and scholarship opportunities. This information is communicated in the newspaper, on the radio, and social media. 08/07/2019 Page 3 Councilmember Graves asked how many people came to the open houses. Mr. Glasoe stated each open house had between 12-30 families. Councilmember Graves asked whether the community engagement staff come together to collaborate on their outreach efforts. She added there is a need for a more comprehensive approach to community engagement. Mr. Glasoe stated community liaisons had been hired in the past for this type of work, but now City Staff is doing outreach. Councilmember Graves stated she uses the community center sauna, and it needs to be better maintained and cleaned. Mr. Glasoe stated a contractor cleans the facility regularly. He added the feedback is helpful. Mayor Elliott requested clarification regarding budget items for teen programs. Mr. Glasoe stated that is related to open gym activities at the high school, which the City hopes to expand from 1 night a week to 2 nights a week, in partnership with the Police Department and School District. Councilmember Ryan stated he supports the expansion of youth programming to whatever extent possible. He added City Staff should be aware of funding and grants. Mr. Glasoe stated it is difficult to do programming for teens, as many programs are not considered acceptable to them. He added it is hoped that this will be an area of growth, although it is difficult to get information out to teens except by word of mouth. He noted some youth programming could be done with neighboring communities, including "sports sampler" programs that will be offered to encourage youths to try new sports. Councilmember Ryan stated basketball is good for teens, and leagues and tournaments are easy to plan and fill as teams are small. He added a partnership with the high school might be a possibility. He asked whether the Timberwolves organization is planning a visit this year. Mr. Glasoe confirmed this, adding they do their community outreach during the NBA off-season. Mr. Glasoe stated youth sports registration process would be streamlined, which will assist in gathering information. City Staff is working with Brooklyn Bridge Alliance on that effort. Mayor Elliott stated the City Council could work with the Parks and Recreation Commission to identify capital improvement projects moving forward. Mayor Elliott asked whether the skating rinks are used. Mr. Glasoe stated they are not used as much as they were in the past. He added some residents play hockey and do indoor winter training. He noted CARS is looking at ways to change the dynamic to appeal to a different audience. Mr. Glasoe stated transportation and cost are barriers to participation. He added there had been many requests for more family -inclusive activities. 08/07/2019 Page 4 Mayor Elliott stated the City is fragmented into sections by maj or roadways. He added a centralized service model might be helpful. Mr. Glasoe stated there were programs in every park 30 years ago, using a mobile van. He added City Staff is considering options related to recreation programs that can be offered throughout the City, and not just at the community center. Councilmember Graves asked whether City Staff is tracking attendance at the Entertainment in the Park events, to see which acts have the best turnout and how many people attend. She added she was pleased to see some performers that she had never seen before and the excellent turnout. Mr. Glasoe stated attendance numbers for each event are tracked by staff. He added a committee of residents identifies potential performers and acts, to provide a good cross-section of musical styles and genres. He noted Salsa Del Soul would be performing on August 20, 2019, and hopefully, a food truck will be there. ADMINISTRATION Deputy City Manager Reggie Edwards stated he serves as Director of the Administration Department, providing organization, efficiency, and structure to City operations. He added there are four units within this Department: Communication and Engagement, IT, Human Resources, and the Office of the City Clerk. The office of the City Manager also falls under this Department. The Communication and Engagement division was founded within the past two years to focus on the City Council's directive of inclusive engagement and improved communication. Dr. Edwards stated the priorities for Administration are the build -out and pursuit of engagement and building capacity in these areas. He added three part-time positions are being proposed as well as a full-time Engagement staff member. He noted a part-time Human Resources staff person is proposed. The IT Department has three staff members, and the Clerk's office has three staff members. Councilmember Ryan asked whether the addition of a full-time employee would be reflected as two half-time staff in two different departments. Dr. Edwards stated that it had been done in the past. He added the communication capacity must be fully implemented so that the full-time employee would be in the Communications area. Commissioner Dwapu asked whether IT operations is anticipated to increase. Dr. Edwards stated a half-time position is proposed for IT for building capacity to support Brooklyn Center's growing community and increases in technology. He added City Staff works with LOGIS and City Staff is very knowledgeable. Councilmember Graves stated there was confusion recently when National Night Out was canceled, and this was not communicated to various neighborhood groups, although it was on the Facebook page. She added Angel Smith and the Police Department took care of it. Mr. Boganey stated policies and procedures would be more readily shared between the Communications and Community Engagement divisions so that there will not be misunderstandings or miscommunication in certain circumstances. 08/07/2019 Page 5 Dr. Edwards stated the City Clerk's office is focused on providing customer service as part of the Strategic Plan. The City Clerk's office ensures that operations run smoothly and consistently, as well as ensure accurate retention of records, policies, and laws. Dr. Edwards stated the Human Resources Department is focused on improving productivity and staff retention. He added there are currently three staff members: the HR Director, a payroll specialist, and a recruitment and hiring staff member. The Human Resources Department is responsible for negotiations with the four labor units within Brooklyn Center. Dr. Edwards stated the Communication and Community Engagement Division, in its 2" a year, has a staff of four Community Liaisons who work approximately 9 hours per week. He added it is difficult for these staff members to plan and also engage residents with such few hours. He noted the focus is on providing resources for them, as well as a fund for each neighborhood for events and functions. Mr. Boganey stressed the importance of consistency in empowering residents to become engaged in the community, and empowering staff by assuring there is a value around engagement throughout the organization. He added the goal is to ensure that every department is focused on community engagement and providing tools, technology, philosophy, and values. Councilmember Graves agreed that when people are engaged, they bring their ideas and inspirations, and they feel valued, and their ideas matter and will be put into action. She added they would feel more willing to be connected to other engagement opportunities. Dr. Edwards stressed the importance of providing training and development in the areas of community engagement and multi -cultural experiences. He added communication with various communities, how they get their information, sources, gatherings, are all areas for involvement by City Staff. Dr. Edwards stated a staff management team had visited businesses and organizations, including the global market and CEAP, to gather information. He added learning about their customers, who shop there, why they shop there, and what this can mean for Brooklyn Center, is effective in building connections. People have said it was the first time they had felt that they mattered, and they were heard. Councilmember Ryan stated he is pleased to hear about community engagement efforts, and he appreciates Mr. Edward's enthusiasm. Councilmember Ryan stated he has heard from many residents that there should be a visible and obvious place on the City website where official notices can be placed, so residents can easily access information somewhere other than the newspaper. Dr. Edwards stated there is an RFP for redesigning the website, making it simpler and including content that residents want to see. 08/07/2019 Page 6 Councilmember Ryan stated efficiency and accessibility are important, but he has heard residents say the website is good. He added the content is there, and there are ways to search for information. Commissioner Terefe stated most companies are moving to cloud -based IT, which is more cost- efficient but requires additional staff for maintenance. He added it is something to consider. Dr. Edwards stated cloud -based technology is a goal but there is concern regarding security and risk. Dr. Edwards stated three elections are coming up, and funding is set aside for election judges. He added that it is not an annual item, and the increase is due to elections. Dr. Edwards stated a full-time Community Engagement Specialist is recommended to coordinate and manage this process. He added many Liaisons have quit because of the lack of hours. Dr. Edwards stated a half-time IT Technician is recommended to provide more effective customer service. Councilmember Lawrence -Anderson stated she participated at a recent CEAP event, and the Director expressed an interest in having the City Council get involved. She added that it would be a good way to engage with the public. Councilmember Graves stated she had had experience with CEAP that was not positive. She asked whether they have changed their format. Mr. Boganey stated the Executive Director is new, having been there for not more than four years. He added there might have been some changes. Mayor Elliott confirmed there had been changes, including a focus on customer service and easy access. Councilmember Lawrence -Anderson stated she would support finding some dates that would work for a community engagement event at CEAP. ONLINE SURVEY Mr. Boganey stated City Staff are considering using POLCO, the City's online survey tool, to obtain public input on the budget process. He asked for feedback and direction on whether the questions are acceptable, or if there are any that should be removed or added. Dr. Edwards stated there are 437 people already registered in the POLCO pool. Mr. Boganey stated POLCO does not provide demographic information other than precinct, age, gender, resident or non- resident, a registered or non -registered voter. Councilmember Ryan stated demographic information is helpful. He added there could be an age bias as many older folks may not use the survey's online format. He noted it is important to know if 08/07/2019 Page 7 people are residents and if they are non-residents, whether or not they are stakeholders, like business owners, managers, or employees. Mr. Boganey stated it is possible to sort the data into residents, non-residents, and which City they are registered to vote in. Councilmember Graves asked whether people could select more than one option. Mr. Boganey stated the survey had not been set up yet, but there is the capability to do that. Councilmember Graves stated, for "Born and Raised in the US," there could be two different answers. Councilmember Graves stated, under "Gender," there should be a third option or the option for "Other" or "Neither." Councilmember Graves stated she likes that there is an option for "other," so people can enter their own answer. Mr. Boganey stated the degree of variance is statistically valid once a certain threshold of participants is reached. Councilmember Ryan stated it is up to the City Council as to how they want to use the data. Mr. Boganey agreed the data should not be used for decision-making. Mayor Elliott stated this is a self - selective group. Councilmember Graves asked whether the officers that are listed are CSO's. Mr. Boganey started they are licensed, Police Officers. Councilmember Graves stated it would be good to see some diversity in the Police Department leadership. Mr. Boganey stated that is something they are trying to achieve. ADJOURNMENT There was a motion by Councilmember Ryan and seconded by Councilmember Lawrence -Anderson to adjourn the meeting. The motion passed. The Brooklyn Center City Council/Financial Commission adjourned at 8:48 p.m. 08/07/2019 Page 8 STATE OF MINNESOTA) COUNTY OF HENNEPIN) ss. Certification of Minutes CITY OF BROOKLYN CENTER) The undersigned, being the duly qualified and appointed City Clerk of the City of Brooklyn Center, Minnesota, certifies: 1. That attached hereto is a full, true, and complete transcript of the minutes of the City Council from the City of Brooklyn Center Joint Work Session with Financial Commission held on August 7, 2019. 2. That said meeting was held pursuant to due call and notice thereof and was duly held at Brooklyn Center City Hall. 3. That the City Council adopted said minutes at its September 23, 2018, Regular Session. Avtuv City Clerk 08/07/2019 Page 9