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HomeMy WebLinkAboutCCAgen_06May10CITY OF FALCON HEIGHTS Regular Meeting of the City Council City Hall 2077 West Larpenteur Avenue AGENDA May 10, 2006 A. CALL TO ORDER: 7:00 PM B. ROLL CALL: GEHRZ ____ KUETTEL ____ HARRIS ____ LINDSTROM ____ TALBOT _____ HOAG _____ KREUSER_____ C. PRESENTATION: D. APPROVAL OF MINUTES: April 26, 2006 TAB 1 D. PUBLIC HEARING: F. CONSENT AGENDA: 1. General Disbursements through 5/4/06: $55,557.67 Payroll through 4/30/06: $13,673.21 TAB 2 2. Approval of City Licenses 2006 TAB 3 3. Designated Signor for Orders Drawn on City Funds and Authority For Investments and Transfers of Funds by Interim City Administrator Gregory Hoag T A B 4 4. Step increase for Colin Callahan, Maintenance Worker TAB 5 5. Purchase of used utility cart TAB 6 G. POLICY AGENDA: 1. City Administrator Interviews TAB 7 H. COMMUNITY FORUM: I. INFORMATION/ANNOUNCEMENTS: J. ADJOURN: City Council Meeting Minutes April 26, 2006 Members Present: Mayor Gehrz, Council members Kuettel, Talbot, Lindstrom and Harris, Administrator Worthington, Assistant City Administrator/Deputy Clerk Kreuser, City Engineer Bloom, and Parks and Public Works Director Hoag. Mayor Gehrz called the meeting to order at 7:00 p.m. The minutes from the April 12, 2006 city council meeting were approved as corrected by Council member Kuettel. Public Hearing: Hamline/Hoyt Reconstruction Project City Engineer Bloom gave an overview of the project with a presentation to the council. She reported the total cost of the project will be $459,146.44, with MSA funds producing $442,326.62, and assessments bringing in $16,819.82. Construction will begin after the State Fair. Council member Talbot pointed out that if Falcon Heights streets were not 100% MSA, then the funding would have to come from infrastructure funds. He then asked what the assessment fees would be if Falcon Heights did not get MSA funding. After some quick math, Engineer Bloom replied it would be at least $100 per frontage foot, in comparison to the $26.50 currently charged. Council member Lindstrom asked how long the project would take. Engineer Bloom replied about 6-8 weeks. Mayor Gehrz opened the public hearing. No resident were present. Mayor Gehrz then closed the public hearing. Consent Agenda: Council member Harris asked about the location of the Chianti Grill encroachment. Administrator Worthington replied the right-of-way is the full width of the St. Mary’s Street, up to Larpenteur. Council member Harris added that she is in favor of the reclassification for Deb Jones, “she’s excellent!” Council member Talbot moved to approve the following six items. The motion was unanimously approved. 1. General Disbursements through 4/20/06: $73,905.37 Payroll through 4/15/06: $13,492.37 2. 2006 License Approval 3. Reclassification and salary increase for Zoning and Planning Coordinator 4. Donation of $50 from Diane Ross 5. Memorandum of Understanding with Little Canada for Falcon Heights City Administrator recruitment 6. Encroachment Agreement with Chianti Grill Policy Agenda: Mayor Gehrz asked the council’s permission to add policy item G3, joint powers agreement with the City of Saint Paul, for maintenance of street and sewer facilities on Hamline and Hoyt Avenues. The council agreed to add the item. 1. Resolution ordering the reconstruction of Hamline-Hoyt and approving the Cooperative Construction Agreement with the City of St. Paul Administrator Worthington gave the highlights of the resolution, with the assessable portion of the project at $203,804.92. She noted the actual project cost was under the budgeted amount for the project. Council member Lindstrom added that after this project, the street system will be completely restructured, but Administrator Worthington stated the assessment policy would need to be amended in the future. Engineer Bloom reported that Falcon Heights has a great maintenance strategy, and there is no reason streets should not last 20-25 years with maintenance. She added that a new policy should be revisited before there is a need, so with the new administrator she would suggest next year. Council member Kuettel moved to approve resolution 06-11 ordering the reconstruction of Hamline-Hoyt and approving the Cooperative Construction Agreement with the City of St. Paul. The motion was unanimously approved. 2. Resolution adopting Vehicle Pre-emption System installation agreement for the Roselawn Avenue and Snelling Avenue intersection, between the City of Falcon Heights, City of Roseville, and State of Minnesota Engineer Bloom began the item by explaining that Roselawn and Snelling is the only intersection left without emergency sensors in Falcon Heights, which allow fire, police, and ambulance to change signals using a special strobe light mounted on their vehicles. She added that Roseville had passed the agreement at their April 24 City Council meeting. Council member Kuettel asked how much of the cost Falcon Heights would be responsible for, and Engineer Bloom replied the total cost is $5300, so each city would pay $2750 to install, and then the State would maintain the system. She explained that the initial estimate for the system was $10,000, but since Roselawn is being reconstructed and the system would be installed during the construction, the cost is less. A left turn lane at eastbound Roselawn onto Snelling will be added as well. A discussion on timing of the stoplights on Snelling commenced. Council member Lindstrom moved to approve resolution 06-12, adopting vehicle pre-emption system installation for the Roselawn Avenue and Snelling Avenue intersection, between the City of Falcon Heights, City of Roseville, and State of Minnesota. The motion passed unanimously. 3. Joint powers agreement with the City of Saint Paul, for maintenance of street and sewer facilities on Hamline and Hoyt Avenues Parks and Public Works Director Hoag gave an overview of the agreement, stating that Falcon Heights will handle the winter maintenance of the streets, including snow and ice removal, and St. Paul will do summer work, including seal coating and sweeping. Council member Kuettel asked about the response Falcon Heights can expect to get from St. Paul. Parks and Public Works Director Hoag replied that proper communication plans are in place, and St. Paul has agreed to respectable response times. Falcon Heights public works will monitor their response times, and provisions are laid out in the agreement. Administrator Worthington added that currently there is only a handshake agreement between the two cities, and because of this document they will be more responsive. Council member Harris asked who drafted the agreement. Hoag replied that St. Paul amended an agreement they had with West St. Paul, and both cities and their attorneys reviewed the document. Mayor Gehrz suggested something of this nature be pursued in the next year or so with Roseville for Roselawn Avenue. Hoag replied the cities are close to putting something in writing, and after the reconstruction it will be easier to lay out responsibilities. Council member Harris moved to approve resolution 06-13, joint powers agreement with the City of Saint Paul, for maintenance of street and sewer facilities on Hamline and Hoyt Avenues. The motion passed unanimously. Information/Announcements: Council member Lindstrom announced the Bio Blitz will be May 19th at 5 p.m. at the future Bell Museum site on Cleveland and Larpenteur. The Blitz is a race to document as many species as possible in 24 hours. Parks and Public Works Director Hoag added that Community Park will be monitored for wildlife that day as well. Council member Talbot announced the selection process for the CTV scholarships has started. Mayor Gehrz invited the public to the April 27 CERT training on evacuation training. She also reminded residents of the May 13th Treasures tour, and asked residents to watch for the flyers. Lastly, she gave an update on the city administrator hiring process. There were 40 applicants, narrowed down to 12 by Joel Hanson, and Mayor Gehrz and Heather Worthington interviewed those 12. The 12 were narrowed to five, and council member Lindstrom, Mayor Gehrz, commissioners and staff interviewed these and selected three to bring before the entire council. The council will interview these three finalists at their May 10 meeting. Councilors will receive packets with the finalist’s resumes, assessment information from PDI, and the interview questions before the 10th. Any question suggestions can be passed along to Mayor Gehrz before Friday, May 5 at noon. A special open council meeting on May 17th has been scheduled to deliberate and come to a conclusion. Mayor Gehrz asked the council’s permission to reimburse mileage for those finalists traveling long distances, along with a per diem for a hotel room, if needed. Council member Talbot moved to approve this, and the motion passed unanimously. Mayor Gehrz adjourned the meeting at 8:20 p.m. Respectfully submitted, Stacey Kreuser Assistant City Administrator/Deputy Clerk CONSENT F1 5/10/06 ITEM: Disbursements and Payroll SUBMITTED BY: Roland O. Olson, Finance Director REVIEWED BY: Heather Worthington, City Administrator EXPLANATION: Summary: 1. General Disbursements through 5/4/06: $55,557.67 2. Payroll through 4/30/06: $13,673.21 ACTION REQUESTED: • Approval DATE 05/03/06 TIME 11:53 CITY OF FALCON HEIGH COUNCIL REPORT APPROVAL OF BILLS PERIOD ENDING:5-4-06__ PAGE 1 CK#VENDOR NAME DESCRIPTION DEPT.AMOUNT GEHRZ,SUE MN MAYOR'S ASSOC CONFLEGISLAT282.43 NELSONCHEESE/DELI INTERVIEWERS MEETING REF LEGISLAT90.00 LILLIESUBURBANNEWSPAPERLEGALS:HOYT&SNELLING LEGISLAT27.40 ***TOTALFORDEPT11 399.83 PAULA LEWIS 61813 PERA REFUND:SIDING PERMIT APRIL 30TH PERA ***TOTAL FOR DEPT 12 ADMINIST 6.41 ADMINIST 1,883.12 1,889.53 DOCUMENT RESOURCES NEW CHECKS FOR NEW SOFTW FINANCE 1,093.35 TOTAL FOR DEPT 13 1,093.35 DEBORAH JONES MILEAGE REIMBPLANNING58.92 61810METROGISIMAGING GIS IMAGING FORUM -DEBPLANNING65.00 61811MNNCPERSLIFEINSURANCE MAY/06 JONES INSURANCEPLANNING16.00 ***TOTALFORDEPT17 139.92 AMERICAN VETERINARY SAVING WHOLE FAMILY BROC EMERGENC26.00 XCELENERGY ELECTEMERGENC8.23 NEXTELCOMMUNICATIONS,INCPHONE EMERGENC14.00 NEXTELCOMMUNICATIONS,INCPHONE EMERGENC19.14 NEXTELCOMMUNICATIONS,INCPHONE EMERGENC41.31 ***TOTALFORDEPT21 108.68 CITYOFSTANTHONY MAY/06 POLICE SVCSPOLICE41,035.08 ***TOTALFORDEPT22 41,035.08 AMERIPRIDE LINEN &APPAREL LINEN CLEANINGFIREFIG26.75 FIREEQUIPMENTSPECIALTIEFLASHLIGHTBATTERYPACK FIRE FIG53.10 KURHAJETZ, CLEM 2 LOG BOOKS &5 PADSFIREFIG13.34 MNFIRESVCCERT.BOARD 3 RECERTIFICATION EXAMSFIREFIG45.00 ***TOTALFORDEPT24 138.19 ALLIED WASTE SERVICESSOLID WASTE CHARGESCITYHAL298.90 ALLIEDWASTESERVICES CEC CTY CHRGCITYHAL157.91 ALLIEDWASTESERVICES SOLIDWASTEMGMTTAXCITYHAL50.65 HOAG,GREG APR MILEAGE REIMBURSEMNT CITY HAL62.30 CERTIFIEDLABORATORIES OSHA 1ST AID KITCITYHAL86.43Note: CINTASCORPORATION#470 RUG SERVICECITYHAL79.30 61812HOMEDEPOTCRC/GECF PAINT AND SUPPLIESCITYHAL68.85 MINNESOTACONWAY NEW FIRE EXTINGUISHER:PW CITY HAL63.90 XCELENERGY ELECTCITYHAL603.09 SUBURBANACEHARDWARE TOOLSCITYHAL5.27 TERMINIX PEST CONTROL CITY HALLCITYHAL47.93 NEXTELCOMMUNICATIONS,INCPHONE CITY HAL14.00 ***TOTALFORDEPT31 1,538.53 CERTIFIEDLABORATORIES OSHA 1ST AID KITSTREETS86.45 SUBURBANACEHARDWARE BLACK TOP PATCHSTREETS74.44 NEXTELCOMMUNICATIONS,INCPHONE STREETS19.15 ***TOTALFORDEPT32 180.04 CERTIFIEDLABORATORIES OSHA 1ST AID KITPARK&R86.44 the OSHA first aid kits are cross charged to several departments. DATE 05/03/06 TIME 11:53 CITY OF FALCON HEIGH COUNCIL REPORT APPROVAL OF BILLS PERIOD ENDING:5-4-06 __ PAGE :K#VENDOR NAME DESCRIPTION DEPT.AMOUNT 86.42 1,273.59 48.44 38.63 61812 HOME DEPOT CRC/GECF INSULATION XCEL ENERGY ELECT SUBURBAN ACE HARDWARE TIRE SEALANT QWEST TELEPHONE NEXTEL COMMUNICATIONS,INC PHONE NEXTEL COMMUNICATIONS,INC PHONE ***TOTAL FOR DEPT 41 CERTIFIED LABORATORIES OSHA 1ST AID KIT PIPE SERVICES CORP.ROSELAWN&HAMLINE UNITED RENTALS MARKING PAINT NEXTEL COMMUNICATIONS,INC PHONE ***TOTAL FOR DEPT 75 PARK &R 42.63 PARK &R 25.44 PARK &R 6.05 PARK &R 111.37 PARK &R 16.14 PARK &R 16.14 304.21 SANITARY TV INSP SANITARY SANITARY SANITARY 1,447.08 MIKE McPHILLIPS INC SPRING STREET SWEEPING S &S TREE SPECIALISTS IN WEED CONTROL:CURTISS FLD ***TOTAL FOR DEPT 76 STORM DR 7,000.00 STORM DR 251.61 7,251.61 DEBORAH JONES DEBORAH JONES FOAM BOARDS:DRIVE THRU M DRIVE THRU MEETNG:REFRES ***TOTAL FOR DEPT 79 ***TOTAL FOR BANK 01 ***GRAND TOTAL *** COMM.DE COMM.DE 31.62 55,557.67 55,557.67 12.76 18.86 PERIOD END DATE 04/30/06 **FILE NOT UPDATED**PAGE SYSTEMDATE04/27/06 C H E C K REG 1ST E R '::HECK CHECKEMPLOYEE NAME CHECKCHEC TYPE DATENUMBER NUMBERAMOll COM 4 28 06 6 SUSANGEHRZ625965.5" COM 4 28 0612 LAURA A.KUETTEL62597277.0! COM 4 28 0613 PETER C.LINDSTROM62598277.0! COM 4 28 0614 RICHARD PTALBOTJR625997.0! COM 4 28 0616 PAMELA M.HARRI S62600277.0! COM 4 28 0634 CLEMENTKURHAJETZ62601340.O~ COM 4 28 0640 KEVINANDERSON6260260.0: COM 4 28 0674 MARK JALLEN62603184.7( COM 4 28 0691 RICHARD HHINRICHS6260466.3! COM 4 28 0697 PATRICKGAFFNEY6260592.3! COM 4 28 0698 BRADLEY J.REZNY6260691.1; COM 4 28 061003 HEATHERWORTHINGTON626092126.1! COM 4 28 061007 PATRICIAPHILLIPS62610390.3! COM 4 28 061008 STACEY T.KREUSER626111185.1: COM 4 28 061015 GREGORY R.HOAG626121802.61 COM 4 28 061016 LISA A.ANDERSON626131090.5' COM 4 28 061033 DAVETRETSVEN626141341.6! COM 4 28 061035 JOSEPH J.AUGER SR62615301.5! COM 4 28 061038 DEBORAH KJONES626161243.01 COM 4 28 061136 ROLAND 0OLSON626171520.0! COM 4 28 061140 ROBERT MPILGRIM62618236.81 COM 4 28 061143 COLIN BCALLAHAN62619699.4' COM 4 28 062012 KIMBERLY A.KUHENS6262032.91 COM 4 28 062101 RACHEL E.PIKE6262124.2- COMPUTERCHECKS 13673.2: MANUALCHECKS .01 NOTICESOFDEPOSIT .01 ****TOTALS**** 13673.2: CONSENT F2 5/10/06 ITEM: Approval of City Licenses 2006 SUBMITTED BY: Stacey Kreuser, Deputy Clerk Explanation: The following business has applied for a tree trimming/treating/removal license. City staff has received the necessary documents for licensure: • Pohl’s Tree Service CONSENT F3 5 / 1 0 / 0 6 ITEM: Designated Signor for Orders Drawn on City Funds and Authority For Investments and Transfers of Funds by Interim City Administrator Gregory Hoag SUBMITTED BY: Roland O. Olson, Finance Director REVIEWED BY: Heather Worthington, City Administrator EXPLANATION/DESCRIPTION: In accordance with Minnesota Statute 412.271, the Mayor and City Clerk are required to be the designated signors for any orders drawn on the city's funds. The signors currently are Mayor Susan Gehrz and the City Administrator, designated as the City Clerk, Heather Worthington. Heather Worthington’s last official day as City Administrator and City Clerk of Falcon Heights will be May 12, 2006. Heather Worthington’s authority to be a designated signor on the city’s funds needs to be rescinded as of close of business on May 12, 2006. The Interim City Administrator/City Clerk previously approved by the Council is Gregory Hoag. Gregory Hoag needs to be approved by the Council as a designated signor on the City’s Funds and authorize the use of facsimile signatures for Mayor Susan Gehrz and Interim City Administrator/City Clerk Gregory Hoag. Also, Gregory Hoag acting as Interim City Administrator/City Clerk needs to be authorized to deposit general and other funds and handle investments and transfers of funds for the City of Falcon Heights for the period of time that he is appointed in these positions. Meets Goal #4: To provide a responsive and effective city government. Strategy #6: To effectively manage the city’s financial resources. ACTION REQUESTED: Remove Heather Worthington as a designated signor on the City’s funds and authority to deposit general funds and other funds and handle investments and transfers of funds for the City at the close of business on May 12, 2006. Grant such authority to Gregory Hoag for the period of time until a new city administrator/city clerk starts employment with the City of Falcon Heights. CONSENT F4 5 / 1 0 / 0 6 ITEM: Step increase for Colin Callahan, Maintenance Worker SUBMITTED BY: Greg Hoag, Parks and Public Works Director REVIEWED BY: Heather Worthington, City Administrator EXPLANATION: Summary: Colin Callahan has completed eight years of employment with the city, five years as a permanent employee. Colin has had excellent performance during this period. Colin is a key member to our maintenance staff. His primary duties include mowing, plowing, building maintenance, and ice rink maintenance. His knowledge of the city and its facilities has been invaluable to the city’s residents, employees, and business owners. Colin has shown excellent judgment, a strong work ethic, and a willingness to take on new duties and responsibilities as needed. At this time, I am recommending a 3% step increase for Colin, which is in accordance with the city’s compensation policy of an increase after five years of full-time employment. ACTION REQUESTED: • Approval of step increase for Colin Callahan retroactive to March 29, 2006. CONSENT F5 5/10/06 ITEM: Purchase of used utility cart SUBMITTED BY: Greg Hoag, Director of Parks and Public Works REVIEWED BY: Heather Worthington, City Administrator EXPLANATION: Summary: During the 2006 budget discussions, staff recommended purchasing a used utility cart with a drag attachment for grooming ball fields. The City Council approved $7,000.00 for this purchase in the 2006 budget. Our maintenance operations often have staff working in different locations, and while we presently have two full size trucks, the addition of the utility cart will be another transportation vehicle to use when we add our summer seasonal help. The City of Little Canada has available for sale a used 1996 Jacobsen utility cart with a field drag attachment. Staff has inspected this vehicle and it will serve our needs well. ATTACHMENT: • Picture of proposed vehicle ACTION REQUESTED: • Approve the purchase of a used 1996 Jacobsen SV3422 utility cart from the City of Little Canada in the amount of $4,400.00 plus tax, for a total of $4,686.00. MEMORANDUM TO: Mayor Gehrz & Members of the City Council FROM: Joel Hanson, City Administrator DATE: May 5, 2006 RE: City Administrator Interviews/Process Update Forty applications were received for the City Administrator position. A ranking process was done on each application. The rankings were reviewed with Mayor Gehrz and City Administrator Worthington. Based upon that review, 12 candidates were selected for further screening by the Mayor and City Administrator. That screening resulted in seven candidates being selected for panel interview stage. Two of those chose to withdraw. Panel interviews were conducted on May 1st and May 2nd. One panel consisted of elected officials/commission members. The other panel was made up of staff representatives. That process yielded two choices that far outdistanced the other applicants. A third was selected to complete the interview field, but after several attempts to contact him, he finally responded on May 5th indicating he is finalizing an employment agreement with another community and wishes to withdraw. Therefore, only two candidates will be present to interview with you on May 10th. They are Mr. Justin Miller, Assistant City Manager in Chanhassen, and Mr. Edward Treska, City Administrator of Grand Rapids. (Copies of their application materials and panel interview commentary are attached for your review.) Other testing/checking is being done on the two candidates. Criminal background checks, references, credit checks, and academic verification are presently being done. Personnel Decisions International (PDI) is also running the two candidates through a barrage of management tests. This information will be presented for your consideration after the May 10th interviews. I will be present at your meeting of May 17th to provide whatever assistance you deem necessary in making your selection decision. Should you have any comments or questions in the meantime, please contact me at (651) 766-4040. PANEL INTERVIEW COMMENTARY Justin Miller: ƒ Clearly has broad depth of understanding of city related issues – redevelopment, policing, finance, etc. ƒ Very bright and forward thinking. ƒ Did his homework. ƒ Good approach to staff and overall human relationships. ƒ Great potential. ƒ Would work hard and do an excellent job. ƒ Familiar with metro issues. ƒ He will grow with us. ƒ Would quickly earn the respect of the City’s residents. ƒ Straight and to the point, direct. ƒ People person that would get along well with the team approach. ƒ Relies on staff as professionals. ƒ Somebody one could go to with a problem. Ed Treska: ƒ Will be strong in dealing with University and Fairgrounds. ƒ Brings experience. ƒ Will be good fit with population/community. ƒ Excellent understanding of city and county government and the relationships. ƒ Would be a valuable mentor to staff – also willing to grow. ƒ Not afraid to work “hands-on.” ƒ Believes in collaborative management and policy development with Council and residents. ƒ Will get things done – motivated. ƒ Very well educated and highly qualified. ƒ Personable with co-workers. ƒ Very accomplished, long-time public employee. ƒ Likes team approach. ƒ Sense of humor, vast professional knowledge. Interview Questions for the Finalists for the Position of City Administrator 1. LAURA - The City Administrator has an important role in providing information about Falcon Heights. Imagine that a friend of yours who has never been to Minnesota asks you to tell them what the City of Falcon Heights is like. What would you say? 2. RICK - Imagine you are taking us on a tour of a city in which you have worked. What are some things that you have worked on and would want us to see? 3. PAM - In December of every year we hold a Truth in Taxation Hearing at which time our City Administrator presents information about the proposed city budget for the upcoming year. What do you think are the three most important things that the taxpayers of the city want to learn from that presentation? 4. PETER - During the next 12 months the city will be revising the Comprehensive Plan that will guide future changes in zoning, housing, roads, parks, sewers, environmental protection, utilities, economic development, and other land uses. This is a very important process in which we want to engage our residents and business owners. What ideas do you have for how we can get people to participate in this process? 5. SUE - City Councils have to deal with many difficult and controversial issues. In my experience, the most difficult issues are any that involve animals. Why do you think that is so? 6. RICK - Enforcing city codes can also be very challenging. City staff members often find themselves in the middle of resident conflicts about how people maintain their property. What is your preferred approach to code enforcement? 13 7. PETER - Our City Administrator must be able to write letters to our legislators describing how proposed changes in state or federal laws will affect the taxpayers of Falcon Heights. Sometimes letters are not enough and it becomes necessary for our Mayor and City Administrator to testify in legislative committees and meet with legislators. Can you describe your experience in lobbying on behalf of a community? 8. LAURA - Imagine a situation in which a Falcon Heights staff member makes a mistake that causes some embarrassment for the mayor and city council members. What is the role of the City Administrator in that situation? 9. PAM – One of our goals is to provide responsive city government. This means that our City Administrator must have very good time management skills. What tools or techniques do you use to manage the many details and deadlines required for your job? 14 10. SUE – Falcon Heights has been able to provide a very high quality of public services at a very reasonable cost because of our ability to partner with neighboring cities and the county. We currently have cost sharing contracts with St. Anthony, Roseville, Saint Paul, Lauderdale, Little Canada, and Ramsey County. What personal characteristics would you bring to this job that could help us maintain effective partnerships with so many of our neighboring communities? 11. LAURA - The job of a City Administrator is very demanding. There are many evening meetings and stressful situations. You have already experienced some of that. What helps you cope and manage stress? 12. RICK - What do you think would be the biggest challenges for you in this job? 15 13. PETER – Why are you interested in being the City Administrator of Falcon Heights? 14. PAM – Is there anything else that you would want us and our residents to know about you? 16