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Home My WebLink AboutCity_Council_Packet_4-08-2020CITY OF FALCON HEIGHTS Regular Meeting of the City Council City Hall 2077 West Larpenteur Avenue AGENDA April 8, 2020 at 7:00 P.M. NOTE: THIS MEETNG WILL BE HELD BY PHONE CONFERENCE A. CALL TO ORDER: B. ROLL CALL: ANDREWS ___ GUSTAFSON____ LEEHY___ MIAZGA ___ WEHYEE___ STAFF PRESENT: THONGVANH____ C. PRESENTATION D. APPROVAL OF MINUTES: 1. March 23, 2020 Emergency/Special City Council Meeting (held by phone conference) E. PUBLIC HEARINGS: F. CONSENT AGENDA: 1. General Disbursements through: 3/31/20 $5,255.18 Payroll through: 3/31/20 $18,704.76 2. Approve Good Neighbor Fund 3. Resignation of Julie Stegman from the Community Engagement Commission G: POLICY ITEMS: 1. Resignation of Administrative Coordinator Amanda Lor 2. Job Description and Title Change from Administrative Coordinator to Administrative and Communications Coordinator H. INFORMATION/ANNOUNCEMENTS: I. COMMUNITY FORUM: Please limit comments to 3 minutes per person. Items brought before the Council will be referred for consideration. Council may ask questions for clarification, but no council action or discussion will be held on these items. A PROCESS TO RECEIVE PUBLIC FEEDBACK IS BEING CONSIDERED. J. ADJOURNMENT: BLANK PAGE CITY OF FALCON HEIGHTS Emergency Meeting of the City Council City Hall 2077 West Larpenteur Avenue AGENDA March 23, 2020 at 3:00 P.M. NOTE: This meeting was held by phone conference. A. CALL TO ORDER: B. ROLL CALL: ANDREWS _X__ GUSTAFSON__X__ LEEHY_X__ MIAZGA _X__ WEHYEE__X_ STAFF PRESENT: THONGVANH_X___ LOR __X___ City Administrator Thongvanh City Staff Amanda Lor is present and will take the meeting minutes. In addition, staff will do a roll call when council members vote on an action. C. PRESENTATION D. APPROVAL OF MINUTES: E. PUBLIC HEARINGS: F. CONSENT AGENDA: 1. General Disbursements through: 3/19/20 $222,602.65 Payroll through: 3/15/20 $18,464.67 2. Approval of City License(s) 3. Approval of Grant Application for Good Neighbor Fund Council Member Andrews, 5-0 G: POLICY ITEMS: 1. Extend Declaration of Local Emergency City Administrator Thongvanh Declaring a local emergency will allow the city to hold remote meetings. The emergency does not change government policy; however, it only changes for roll call votes. The city will continue to research how to handle public hearings and will reach out to surrounding cities. 1 of 29 Amended item in Resolution: “The local emergency is recognized as continuing until April 30, 2020” changed to “The local emergency is recognized as continuing until May 30, 2020”. This will help the city with the local emergency process, operations, and expenses and recoup the costs. Council Member Leehy, 5-0 H. INFORMATION/ANNOUNCEMENTS: Council Member Andrews • No updates. Council Member Miazga • Request City Administrator Thongvanh to publish a press release on public program resources. • I am seeing many neighbors helping each other out during this crisis such as the shamrock scavenger hunt, positive sidewalk chalks messages, and sharing resources. Council Member Leehy • No updates. Council Member Wehyee • I have been working with city staff Justin Markon, Barbara Barany from the League of Women Voters Roseville, and CTC board to promote the census to the CTC residents. • The CTC board and I also discussed COVID-19 and addressed the hate crime against Asian Americans. We are also brainstorming on how to do a balcony meet up and get the community to engage during this pandemic. Mayor Gustafson • No updates. City Administrator Thongvanh • City Staff Amanda Lor submitted her resignation letter. She received an offer from Minnesota Housing. • City Commission meetings are still cancelled until further notice. • Roseville IT department is researching different kinds of resources for conference calls. I will have city staff research Zoom. • Discussed Ramsey County Sheriff’s Office services and will provide details in the upcoming months. I. COMMUNITY FORUM: J. ADJOURNMENT: 3:55 P.M. 2 of 29 _______________________________ Randy Gustafson, Mayor Dated this 23rd day of March, 2020 _________________________________ Sack Thongvanh, City Administrator 3 of 29 BLANK PAGE 4 of 29 REQUEST FOR COUNCIL ACTION Families, Fields and Fair __________________________ The City That Soars! Item General Disbursements and Payroll Description General Disbursements through: 3/31/20 $5,255.18 Payroll through: 3/31/20 $18,704.76 Budget Impact The general disbursements and payroll are consistent with the budget. Attachment(s) • General Disbursements and Payroll Action(s) Requested Staff recommends that the Falcon Heights City Council approve general disbursements and payroll. Meeting Date April 8, 2020 Agenda Item Consent F1 Attachment General Disbursements and Payroll Submitted By Roland Olson, Finance Director 5 of 29 BLANK PAGE 6 of 29 7 of 29 8 of 29 9 of 29 10 of 29 11 of 29 BLANK PAGE 12 of 29 REQUEST FOR COUNCIL ACTION Families, Fields and Fair __________________________ The City That Soars! Description Grant Application for University of Minnesota Good Neighbor Fund Background The City of Falcon Heights regularly explores grant funding opportunities to enhance operations throughout the city. An annual opportunity is the Good Neighbor Fund through the University of Minnesota. The City has received funding through this application before, most recently for expanded park programming in 2019. This application will focus on continuing our Cultivating a Caring Community efforts. To that extent, the 2020 grant application will request funds for the MN Twins Youth Baseball Clinic and free REC on the GO Program. Budget Impact The total grant request is $1,400. Attachment(s) • N/A Action(s) Requested Staff recommends approval of submittal for the 2020 Good Neighbor Fund grant application for Park Programming. Meeting Date April 8, 2020 Agenda Item Consent F2 Attachment N/A Submitted By Nalisha Nandkumar – Assistant to the City Administrator 13 of 29 BLANK PAGE 14 of 29 REQUEST FOR COUNCIL ACTION Families, Fields and Fair __________________________ The City That Soars! Item Resignation of Julie Stegman from the Community Engagement Commission Description Julie Stegman joined Community Engagement Commission on September 12, 2018. On April 2, 2020, Mrs. Stegman submitted a resignation letter (email) to the City. Email from Julie Stegman on 4/2/20 to Amanda Lor Dear Amanda, I know you only have a few days left at Falcon Heights, but I wanted to let you know that I'm going to be resigning from the Community Engagement Commission. I'm happy to stay on until the next meeting (whenever we can meet again) and finish the work on the New Resident Packet but that will be my last meeting and project. I've really enjoyed my time on the commission and am so thankful for all the work that you and the team have done! Thanks, -- Julie Stegman Budget Impact N/A Attachment(s) • Resolution 20-11 Resignation of Julie Stegman from the Community Engagement Commission Action(s) Requested Staff recommends approval of attached resolution accepting the resignation of Julie Stegman from the Community Engagement Commission and thank his years of service and dedication to the City of Falcon Heights. Meeting Date April 8, 2020 Agenda Item Consent F3 Attachment Resolution Submitted By Sack Thongvanh, City Administrator 15 of 29 BLANK PAGE 16 of 29 CITY OF FALCON HEIGHTS COUNCIL RESOLUTION April 8, 2020 No. 20-11 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - RESOLUTION ACCEPTING THE RESIGNATION OF JULIE STEGMAN FROM THE FALCON HEIGHTS COMMUNITY ENGAGEMENT COMMISSION WHEREAS, the City appointed Julie Stegman in 2018 as a member of the City of Falcon Heights Community Engagement Commission; and WHEREAS, on April 2, 2020, Julie Stegman submitted her letter of resignation with a last day after the next Community Engagement Commission meeting; NOW THEREFORE BE IT RESOLVED by the City Council of the City of Falcon Heights, Minnesota: 1. That the “Letter of Resignation” is accepted by the City Council of the City of Falcon Heights. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Moved by: Approved by: ________________________ Randall Gustafson Mayor GUSTAFSON ____ In Favor Attested by: ________________________ MIAZGA Sack Thongvanh ANDREWS ____ Against City Administrator LEEHY WEYHEE 17 of 29 BLANK PAGE 18 of 29 REQUEST FOR COUNCIL ACTION Families, Fields and Fair __________________________ The City That Soars! Item Resignation of Amanda Lor, Administrative Coordinator Description Amanda was hired on March 7, 2018. She has helped with improving our communications via website and social media, redesigned the current e-weekly newsletter and printed newsletter, and designing marketing materials. Amanda has shown dedication to her position and City. Amanda has gone above and beyond the call of duty the last year and half which we will missed greatly. We wish her the best on her future endeavors and the next chapter in her career with the Minnesota Department of Housing as their Communications and Digital Engagement Specialist. It will be a great opportunity for Amanda to gain more experience in government communications. Budget Impact N/A Attachment(s) • Resolution 20-12 Accepting the Resignation of Administrative Coordinator Amanda Lor • Resignation Letter of Amanda Lor Action(s) Requested Staff would recommend approve of attached resolution to accept the resignation of Amanda Lor, Administrative Coordinator. Meeting Date April 8, 2020 Agenda Item Policy G1 Attachment Resolution & Resignation Letter Submitted By Sack Thongvanh, City Administrator 19 of 29 BLANK PAGE 20 of 29 CITY OF FALCON HEIGHTS COUNCIL RESOLUTION April 8, 2020 No. 20-12 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - RESOLUTION ACCEPTING THE RESIGNATION OF ADMINISTRATIVE COORDINATOR AMANDA LOR FROM THE CITY OF FALCON HEIGHTS WHEREAS, the City hired Amanda Lor on May 7, 2018 as the Administrative Coordinator; and WHEREAS, on March 18, 2020, Amanda Lor submitted her letter of resignation with a last day in the office of April 3, 2020; NOW THEREFORE BE IT RESOLVED by the City Council of the City of Falcon Heights, Minnesota: 1. That the “Letter of Resignation” is accepted by the City Council of the City of Falcon Heights. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - -- - - - - Moved by: Approved by: ________________________ Randall Gustafson Mayor GUSTAFSON ____ In Favor Attested by: ________________________ MIAZGA Sack Thongvanh ANDREWS ____ Against City Administrator LEEHY WEYHEE 21 of 29 BLANK PAGE 22 of 29 Dear City of Falcon Heights, Please accept this letter as formal notification that I am resigning from my position as Administrative Coordinator with the City of Falcon Heights. My last day will be Friday, April 3. Thank you very much for the opportunity you’ve given to me to learn all about city government, communications, community outreach, and leadership skills. I have genuinely enjoyed my time with the City of Falcon Heights. I’ll do everything possible to wrap up my duties and train other team members over the next two weeks. Please let me know if there’s anything else I can do to help during this transition. Sincerely, Amanda Lor 23 of 29 BLANK PAGE 24 of 29 REQUEST FOR COUNCIL ACTION Families, Fields and Fair __________________________ The City That Soars! Item Job Description and Title Change from Administrative Coordinator to Administrative and Communications Coordinator Description We continue to evaluate the needs of the City as we hire new or replacement staff. The main goals for the modification is the needs for the City has changed and future session planning in our administration department. This is a new position and title with a combination of administrative and communications. The job description will change to include additional responsibility in Communications. Budget Impact N/A Attachment(s) •Job Description Action(s) Requested Motion to accept the job description and title change from Administrative Coordinator to Administrative and Communications Coordinator. Meeting Date April 8, 2020 Agenda Item Policy G2 Attachment Resolution Submitted By Sack Thongvanh, City Administrator 25 of 29 BLANK PAGE 26 of 29 City of Falcon Heights Administrative and Communications Coordinator Updated March 2020 Supervisor: City Administrator Type: Hourly, non-exempt; full-time Additional hours to attend evening meetings and City events maybe be needed. Salary: $20.00-$24.00/hour DOQ Primary Objective: This position is responsible for a broad range of administrative and communications duties via social media and website content, promotional designs, answer phone calls, assists the front desk, and write city council meeting minutes. The position will be assign to act as a staff liaison to the Community Engagement Commission or as assigned. Communications Duties (40%): • Design promotional materials (fliers and brochures) • Create marketing campaigns via social media, emails, and print • Works with other staff members to write a variety of different content to support communications and marketing efforts, including but not limited to: social media, website management, bi-annual newsletter, weekly e-newsletter, listservs, press release etc. • Monitor analytics on social media and website (Facebook Insights, Google Analytics, and Twitter Analytics) • Stay up to date on industry trends and make recommendations for adjustments to communications strategies and practices • Respond to media inquiries and maintain customer relationships • Perform community outreach • Edits and update website, and create and design new pages as needed • Organizes and oversees promotional events Administrative Duties (60%): • Acts as first resource to answering telephones and front desk inquiries, greeting and responding to concerns/complaints, and forwarding to appropriate staff person as needed. • Performs a variety of research and special assignments, often in collaboration with other staff members or departments. • Issue City licenses and permits, including annual renewal mailing and reporting to the state, and organizes and update internal records. • Schedules and processes rental requests for City facilities. • Assists in processing recreation registrations and answering programming inquiries. 27 of 29 • Provides administrative support to City Council, staff and commissions. • Assists in process invoices for fire response and false security alarms. • Processes rental licensing applications, maintains a licensing database, researches suspected rentals, and schedules inspections for the Fire Marshal. • Take and draft meeting minutes for City Council meetings and workshops sessions. • Attends evening or weekend meetings and city-wide events as directed by the City Administrator. • Receipts incoming funds, distributes mail and orders supplies. • Performs other duties as assigned. Knowledge, Skills and Abilities: • Strong customer service and interpersonal skills with an outgoing attitude and willingness to take on new challenges. • Considerable knowledge in Microsoft Office, Outlook, Word, Excel, Publisher, Adobe Photoshop/InDesign, Canva, Facebook Insights and Google Analytics. • Ability to write and edit with considerable knowledge of spelling, punctuation, and vocabulary. • Ability to work independently and organize, manage and prioritize a variety of tasks. • Ability to maintain an organized work environment and record keeping. • Ability to effectively communicate in-person and via email, phone, and written correspondence. • Ability to maintain and enhance effective working relationships. • Willingness to initiate and follow-through on communication with the public. • Ability to handle and prioritize a multitude of tasks and complete work in a timely manner. • Ability to organize and understand official city records. Minimum qualifications: • A bachelor’s degree or equivalent experience. • Ability to work in a small, informal community and action oriented environment with frequent interaction with other staff members, citizens, business owners, and representatives from other agencies. • Ability to operate a personal computer, computer programs, phone, copier, fax, etc. • Knowledge in Microsoft Office, Adobe Photoshop/InDesign, Canva Desirable qualifications: • Previous experience in customer service, local government and/or non-profit. • Knowledge of accounting, payables, receivables, and general finance. • Knowledge of applicable municipal laws, city policies, and ordinances. • Current enrollment in a graduate program or completion of a graduate degree in a related field. • Advance background in Adobe Photoshop/InDesign • Knowledge of social media management such as Buffer, Facebook Publishing Tools, and TweekDeck • Knowledge of Facebook Insights, Google Analytics, and Twitter Analytics 28 of 29 Necessary Physical skills: • Ability to navigate in and around the City and City facilities. • Ability to lift 30 pounds. 29 of 29