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HomeMy WebLinkAboutCCAgenda_88May19l.~~ FALCON HEIGHTS 2077 W. LARPENTEUR AVENUE FALCON HEIGHTS, MN 55113-5594 PHONE 612-644-5050 May 16, 1988 TO: Mayor Baldwin and Councilmembers FROM: Jan Wiessner~ RE: AGENDA FOR MAY 19, 1988 COUNCIL WORKSSOP I would like to include the following items in our discussion at the Council Workshop Thursday evening: 1) Staff Workload: Discussion of Problems and Alternative Courses of Action 2) Personnel Policies: Discussion and Clarification of Existing Policies 3) Clerk Administrator Annual Performance Review: Discussion of Process 4) Team Building/Strategic Planning workshop(s): Discuss Options t 1f1~'-i~, To facilitate this di cussion, I'm enclosing some information for you to look over before the meeting. The meeting will start at 5:00 P.M., end at approximately 7:00 P.M. and will include sandwiches or something conducive to the discussion (turkey? ham?), Let me know if you have any questions, comments about the agenda. JW:kjz HOME OF THE MINNESOTA STATE FAIR AND THE U OF M INSTITUTE OF AGRICULTURE 1) STAFF WORKLOAD ISSUES: ASSUMPTIONS: 1) that the City is currentl or anizYg ed similar to theattachedchart 2) that the City's. 1988 budget is limited to the adoptedbudgetandthe1989budgetincreaseswillbeminimal PROBLEMS IDENTIFIED: a) Public Works - Periodic staff shortage resulting from Jay Morgan'sinvolvementwithFireandRescueServices Employee conflict at least partially attributed to theexistingcompensationsystem (Jay currentlyispaidasfull-time public works employee and is paidanadditional $8.50/hour when on fire and rescue calls.)Workload sometimes fluctuates due to uncontrollablefactorssuchasweather, sewer problems, etc. whichnecessitatesworkoutsideofnormalworkhours (requiringovertimepay) Perception that workload has increased in recent yearsduetofactorssuchasmoredemandsforimprovedparkmaintenance, general deteriorating condition of roads,more use of City Hall meeting rooms, etc. b. Office Staff Perception that workload has increased as a result ofchangeinClerkAdministratorandCouncilexpectations,major development projects, new projects such as recycling, recreational programs, code revisions, additionofFireMarshal's position Sharing of office responsibilities sometimes cause unclearroles/accountability Physical layout of office results in considerable workinterruption, loss in productivityExpectedincreasesinworkloadare expected to resultfromnewSolidWasteCommissionaswellaschangesin expectations of Planning Commission Filing system needs re-organization City Code is difficult to interpret, needs revision. 2- ALTERNATIVE COURSES OF ACTION 1) Productivity Improvements, such as licensing system filing system .~ increased use of office e~ chnology such as word processors•role clarification office design (install partitions, move copy machine) 2) Add Staff RSVP Volunteers to help .with clerical functions Student inter.n(s) from Hamline University Public Administration Program or Humphrey Institute to help with special projects Additional Planning Assistance (John Uban?) to help with Planning Commission process and/or specific issues Additional Public Works Staff and/or change Jay's role Additional clerical staff 3) Cut Back on Services/Activities (?) 11 ~ C,tvt• S~ ~~- • 3)CLERK ADMINISTRATOR ANNUAL PERFORMANCE REVIEW Several months ago we discussed the process to be used to review the Clerk Administrator's Performance on an annual basis. This process included a written status report distributed by the Clerk Administrator in May, individual Councilmembers to evaluate performance based on criteria included in the position description and on progress towards annual goals, and the Mayor to consolidate this information and discuss with the Clerk Administrator. Attached is a brief report on progress made during the past year and an evaluation form for your use. We can discuss the process at the Workshop if you'd like. NOTE: The progress report is a. summary of accomplishments made by everyone, not just me! It's very difficult to separate.) L ~ q ~ ~`~~,~1S- ~ ~~. U CITY OF FALCON HEIGHTS 1987-1988 PROGRESS TOWARDS GOALS ACCOMPLISHMENTS FUTURE CHALLENGES May, 1988 Jan Wiessner Goal Area 1:To review City Dadea~ ake changes as necessary Code Revisions to date: 0-87-5 Allowing establishments holding both an on-sale July 22 wine license and on-sale non-intoxicating malt 1987 liquor license to sell on-sale intoxicating malt liquor without an additional license 0-88-1 Relating to election of Fire Department Officers January 13 1988 0-88-2 Relating to false alarms January 13 1988 0-88-3 Relating to license and permit fees January 13 1988 0-88-4 Relating to pro-ration of liquor license fees February 24 1988 0-88-5 Deleting sanitary sewer fees from Section 4-1.08 March 9 adding fees to Section 5-13.01 (fees and permits) 1988 and increasing sanitiary sewer fees 0-88-6 Adding retail liquor stores and billard or pool April 13 halls as conditional uses in a B-2 District 1988 0-88-7 Deleting license and permit fees from Part 5-13 April 13 and placing license, permit and other fees (as 1988 amended) in Section 5-14 0-88-8 Regulation of dogs April 27 1988 0-88-9 Relating to penalties for code violations April 27 1988 2- 0-88-10 Relating to conditional uses May 11 1988 Future Challenges: Remainder of City Code Goal Area 2: to the City's overa man CQ~~,ultant Ra+lationshps team approach~~ Relationship with Briggs and Morgan was reviewed, RequestsforProposalsprepared, and Jensen, Hicken, Gedde and Soucie firm was selected in December, 1987 Relationship with Maier Stewart Associates was reviewed and formalized with a written agreement in May, 1988 Contract with the previous Animal Control agency was terminated in September, 1987, options were exploredandnewcontractsweredevelopedwiththeCityofNew Brighton Police Department and the Brighton Animal Clinic on a fee for service basis Sta~f£~ staff meetings were initiated and have been held on a regular basis to improve staff communication and coordination Pat Bush resigned as Parks and Recreation Director in December, 1987. The position was reviewed, and modified to included additional responsibilities. With Cable Committee and Parks and Recreation involvement, Carol Kriegler was hired as the Recreation/Community Services Director in February, 1988 The City Forester position was reviewed and modified. The process for selecting Tree Removal firms was changedtoanannualbidprocess. The resulting bid came in at approximately one-half the previous year's bids. Planning Commission members, staff and Council participatedinaWorkshoponPlanningissuespresentedbytheLeagueofMinnesotaCitiesandonepresentedbyAttorneyGedde Future Challenges: To clarify internal staff roles U 3- Goal Area 3: To assist City Council withi`Policy Analysis Council meeting agenda formats were modified to be more consistent and comprehensive Written Administrative Updates were prepared for eachCouncilmeeting Clerk Administrator met with the Mayor on a regularbasisandotherCouncilmembersperiodicallytokeep.them informed of current issues Future Challenges: To meet with individual Councilmembers on a regular basis Goal Area 4: To~work tawarda improving th1~ City's long-term Tinancialcondition Amended Tax Increment District #1 to protect City's futurefinancialinterests Budget report formats were modified to provide more informationtoCouncilmembersonaquarterlyandannualbasis Progress is being made to prepare a long-range CapitalImprovementPlan Changes were made in the formula for the 1989 police servicecontractwiththeRamseyCountySheriff's Department whichincludesavingstotheCityofapproximately $27,237 peryear Reviewed Fire and Rescue Contract with Lauderdale and negotiatedrateincrease Negotiated increased participation by State Fair for policeservice .during the State Fair Future Challenges: Continue working on long range CapitolImprovementBudget Goal Area 5: 4- To im rove the City'sexte~tna'~v "'both internally and The Living in Falcon Heights publication was completedanddistributedtoresidents Monthly "Community Report" programs were produced andairedonthelocalCableTVchannel Broadcasts of City Council meetings were continued Newspaper coverage of local issues were increased (ordiditjustseemso?) A breakfast meeting for local busines representativeswasheldinSeptember17, 1987 Special events involving the community included:Snelling Avenue Re-Opening Celebration Ice Cream Social Cities Week Activities: City Clean-Up Open House, Programs Recognition Dinner Bike Rodeo City Participation in Chamber's Twins Game The City newsletter was published and distributed quarterlytoresidents Progress was made to improve City's use of Cable TV throughCarolKriegler's position) Improvement of Staff's handling of complaints through useofComplaintFormwithFollow-UpStaffreceivedtraininginRiskManagement by Denise Kapler,Ramsey County's Risk Manager Staff participated in the following community and professionalorganizations: Roseville-Falcon Heights Chamber of Commerce Board ofDirectors Rotary North Suburban Gavel Association Ramsey County League of Local Governments League of MN Cities International City Management Association ~,r1,~,,,pLeagueofWomenVotersBoardofDirectors/ '---' Metropolitan Area Manager's Association lnt~u.c~.scoF s~,w~ ~ 5- ot~~r Acco~pli~h~nta/`Pr~b~t~malP~o~ecta•' Received Federal Disaster Assistance Grant ($1,948)Prepared and submitted Community Development Block Grant proposalforSmokeAlarmProgram (Received Initial Approval)Initiated staff and Council goal setting process ~~Initiated performance review system for employeesInitiatedparticipationinICMADeferredCompensation Programforemployees Developed tuition reimbursement policy for employeesPurchasedanewand (finally) fully operational 1988 Ford truckProgress. was made towards increased involvement in Sol.~d WasteManagement Formed Solid Waste Commission Initiated private support for purchase of Recycling signsProgresswasmadetowardsimprovementinCity's election systemthroughprecinctconsolidationtoallowuseofelectronicvotingmachines Roselawn Avenue construction Snelling Avenue construction Bullseye sprinkler system Roc-A-Fellas nuisance issues 1666 Coffman closing finalized Super America Development Other Pro'ects/Problems in Pro ress: Larpenteur-Prior/Gortner traffic St. Mary's street parking Tatum Street sod Hamline alley Stratford office Park Northome Fire Code violations/redevelopment (?)University Grove street lights/parkingCityParkimprovements CLERK ADMINISTRATOR PERFORMANCE APPRAISAL Part I Position Description Part II Position Targets/Objectives (see attached) Part III Personal and Professional Performance Factors Timeline a. Sevteaber, 1987 - Clerk/Administrator and Council discuss and adoptevaluationprocess, targets/objectives. b. May, 1988 - Clerk Administrator submits written progress report to Council, each complete an evaluation fora. Clerk/Administrator completes a self-evaluation form. c. Mag 1988 - Mayor compiles appraisal forms and meets with Clerk Administrator to discuss. d. June 1988 - Clerk Administrator drafts new targets/objectives, meets with Council db discuss. e. July 1988 - Council and Clerk Administrator finalize new targets/objectives for coming year. Note: Targets can be added, modified or deleted during the year as needed with approval of the Council. It might be a good idea to schedule a review each 6 months to recognize targets, i.e. each June and December to be finalized in July and January.)