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HomeMy WebLinkAboutCCAgenda_93Sep15 City of Falcon Heights AGENDA A Special Meeting of the City Council in place of the Regular Meeting of September 22, 1993 September 15, 1993 I. CALL TO ORDER: 7 p.m. II. BALDWIN CIERNIA GEHRZ GIBSON TALBOT JACOBS CHENOWETH HOYT ATTORNEY ENGINEER III. COMMUNITY FORUM IV. APPROVAL OF MINUTES: September 8, 1993 V. PUBLIC HEARING: None VI. CONSENT AGENDA: C -1. Administrator's annual salary adjustment C -2. Cancellation of the September 22, 1993 regular council meeting C -3. Payment No. 2 to Frattalone Construction C -4. Additional fee for building official for Falcon Heights Elementary School VII. POLICY AGENDA: P -1. Report on the police service contract ACTION: P -2. Offer of early retirement option to eligible employees under Minnesota State Law ACTION: P -3. Resolution affirming the city clerk position after the retirement of Shirley Chenoweth ACTION: VIII. INFORMATION AND ANNOUNCEMENTS: IX. ADJOURNMENT "0, MINUTES REGULAR CITY COUNCIL MEETING SEPTEMBER 8, 1993 Baldwin convened the meeting at 7:00 p.m. ALL MEMBERS PRESENT Baldwin, Ciernia, Gehrz, Gibson Talbot and Jacobs. Also present were Chenoweth, Hoyt, Kelly and Maurer. APPROVAL OF 8/25/93 MINUTES Council approved the Minutes of August 25, 1993 by unanimous consent. CONSENT AGENDA APPROVED Council approved the following Consent Agenda by unanimous consent: 1. Disbursements: a. General Disbursements through 9/1/93, $184,380.29 b. Payroll, 8/15/93 8/31/93, $12,355.56 2. Designation of Election Judges for November 2, 1993 City Election 3. Appointment of Ted A. Johnson to Human Rights Commission, term to expire 12/31/1996 4. Hiring of intern Paul Colton on an hourly basis at the intern rate for special projects ENGINEER'S UPDATE ON PROGRESS OF 1993 IMPROVEMENT PROJECT Maurer explained that in the University Grove Area the curb and gutter is in, the sidewalk construction should be completed by September 14th and the first lift of paving will be completed by September 17th, with landscaping to follow. The project should be completed by September 28, the date scheduled in the contract. In the Falcon Woods area the gas company is just completing their project and the city contractor will proceed immediately after. Maurer said the Falcon Woods project will proceed quickly as it is not as complicated as the Grove project. He indicated he had no problems with the quality of the contractor's work, that it would be completed within the contract time schedule and within budget. APPROVAL OF RESOLUTION CERTIFYING PROPOSED GENERAL FUND BUDGET AND CERTIFIED LEVY FOR 1994 Hoyt explained that the proposed resolution is a formal certification of the proposed levy for 1994. The city's property levy is increasing 8% from 1993, however, if a property value r 7 *4. w t� k l 6 w .tea MINUTES SEPTEMBER 8, 1993 PAGE 2 remains the same as last year that property owner could anticipate a total city tax decrease as the city's tax capacity will increase. Some property owners could see a tax increase if individual property values increase. Baldwin explained that during the budgeting process which began in June, the council worked diligently to keep costs down while still providing for the necessary services. Ciernia then moved adoption of Resolution R -93 -33 which carried unanimously. RESOLUTION R -93 -33 A RESOLUTION CERTIFYING THE PROPOSED GENERAL FUND BUDGET OF $1,061,989 AND CERTIFIED LEVY OF $527,852 TO THE RAMSEY COUNTY AUDITOR REPORT ON POSSIBLE CHANGE OF POLLING PLACE FOR PRECINCT 2 Baldwin reviewed a staff report (a copy of which is on file in the clerk's office) relating to the possibility of moving the Precinct 2 polling place from Falcon Heights United Church of Christ to Falcon Heights Elementary School. Council directed staff to enthusiastically proceed with negotiating for space at Falcon Heights School for the 1994 elections. ADJOURNMENT The meeting was adjourned at 7:39 p.m. Tom Baldwin, Mayor ATTEST: Shirley Chenoweth, City Clerk Meeting Date: 9/15/93 Agenda Item: C 1 CITY OF FALCON HEIGHTS REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: Administrator's annual salary adjustment SUBMITTED BY: Mayor Tom Baldwin REVIEWED BY: Councilmembers EXPLANATION /SUMMARY: The administrator's anniversary date is August 15. A 5% salary compensation increase is recommended for the administrator for August 15, 1993 to August 15, 1994. This increases the administrator's salary from $45,800 to $48,090. ACTION REQUESTED: Approve the annual compensation increase of 5% for the city administrator. inik nsen went= nsentio s ntnatal Meeting Date: 9/15/93 Agenda Item: C 2 CITY OF FALCON HEIGHTS REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: Cancellation of the September 22, 1993 regular council meeting SUBMITTED BY: Susan Hoyt, City Administrator EXPLANATION /SUMMARY: To accommodate the city council chamber's remodeling schedule and as many councilmembers schedules as possible, a special council meeting was scheduled for September 15, 1993 instead of the regular council meeting on September 22, 1993. Therefore, the council meeting on September 22, 1993 should be cancelled. ACTION REQUESTED: Cancel the September 22, 1993 regular council meeting. Consent V li a ;:::::::..:::::.:..ki"": i Meeting Date: 9/15/93 Agenda Item: C 3 CITY OF FALCON HEIGHTS REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: Payment No. 2 to Frattalone Construction SUBMITTED BY: Frattalone REVIEWED BY: Susan Hoyt, City Administrator Terry Maurer, City Engineer EXPLANATION /SUMMARY: The second payment on the 1993 project is requested by Frattalone for $220,641 after retainage and previous payments. Terry Maurer, the city engineer, approves this payment. ATTACHMENT: A. Letter from city engineer dated 8/31/93. ACTION REQUESTED: Approve payment no. 2 of $220,615.41 to Frattalone Construction from the 1993 street improvement fund. CONSULTING ENGINEERS 1 6 Val.) Maier Stewart Associates Inc. August 31, 1993 File: 330- 028 -30 Ms. Susan Hoyt City Administrator City of Falcon Heights 2077 Larpenteur Avenue West Falcon Heights, MN 55113 RE: 1993 STREET IMPROVEMENT PROJECT PAY ESTIMATE NO. 2 Dear Ms. Hoyt: Enclosed are three copies of Partial Pay Estimate No. 2 for F. M. Frattalone Excavating, Inc., for work on the 1993 Street Improvement project. The total amount earned to date by F. M. Frattalone Excavating, Inc., is $309,409.18. Taking into account retainage of $30,940.92 and previous payments of $57,852.86, the amount owed the Contractor for Pay Estimate No. 2 is $220,615.41. The work to date primarily consists of the underground utilities, street subcutting and concrete curb and gutter in the Grove area along with pavement removal in the Falcon Woods area. We have reviewed the work performed by F. M. Frattalone Excavating, Inc., and recommend payment. If you have any questions regarding this, please call. Sincerely, MAIER STEWART ASSOCIATES, INC. Terry J. aurer, P.E. TIM:tp Enclosures 028- 0101. 1959 SLOAN PLACE, SUITE 200, ST. PAUL, MINNESOTA 55117 612 774 -6021 9800 SHELARD PARKWAY, SUITE 102, MINNEAPOLIS, MINNESOTA 55441 612 546 -0432 Equal Opportunity Employer d nsenV e ntC.: ne: en Meeting Date: 9/15/93 Agenda Item: C 4 CITY OF FALCON HEIGHTS REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: Additional fee for building official for Falcon Heights Elementary School SUBMITTED BY: Susan Hoyt, City Administrator EXPLANATION /SUMMARY: The building official is paid $500 per month for his routine building inspections. Typically this involves at least $10,000 of mixed residential and commercial remodeling activity over the course of the year. In 1993 and 1994 the building official will be inspecting the new Falcon Heights Elementary School addition which is valued at over 2 million dollars. The building permit, along, costs $12,400. In order to compensate the building official for the additional work, staff recommends paying him 25% of the school's plan check fee which is an additional $1,95. ACTION REQUESTED: Approve 25% of the plan check fee for Falcon Heights Elementary School for the building official. Meeting Date: 9 /15/93 Agenda Item: P 1 CITY OF FALCON HEIGHTS REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: Report on the police service contract SUBMITTED BY: Susan Hoyt, City Administrator EXPLANATION /SUMMARY: Background In 1989 the city sent out requests for proposals for police service. After careful analysis of all the proposals, the city council selected the Roseville police service because it was most affordable, had several well trained officers and was located adjacent to Falcon Heights. It also provided an opportunity to contract for service with a neighboring city. Over the past four years the Roseville police department provided police protection for Falcon Heights residents and property owners. This included working with committed Falcon Heights residents to promote the Neighborhood Crime Watch Program, which made the city a 100% Neighborhood Watch area. 1994 will be the fifth year of Roseville's police service to Falcon Heights. The 1994 cost is $242,000, which is $16,000 less than what was budgeted in 1993. Recommendation: Historically, the city periodically requests proposals for contracted services. For example, in 1993 the city requested proposals for attorney services and for recycling services to guarantee that the city was getting the most responsive service at the most affordable price. In the past the city has requested proposals for police service to guarantee that the service met the community's needs and ability to pay. The city's current police contract gives either city the opportunity to terminate the contract after the fifth year of service (January, 1 1995). This allows Falcon Heights to request new proposals for service and allows Roseville to respond with a new proposal. Given this background, it is timely to request proposals for police service starting in January 1, 1995. The request for proposals will allow the city council to evaluate the city's policing needs and the cost of meeting them. Staff recommends the following steps. Sept. Notify Roseville of Falcon Heights intent to request proposals and ask for the police department's assistance in preparing information for the proposal and invite Roseville to submit a proposal. Oct/ Nov. Staff prepares a draft request for proposals to accommodate a variety of community policing styles and to maintain and develop the neighborhood watch program that's already in place. Staff prepares an outline for a town forum or alternative method for citizens to provides comments on public safety. Nov. Council invites public input. Council reviews and revises the draft request for proposals. Dec. Request for proposals mailed to possible police service providers Jan./ Feb. Evaluate proposals. Mar. Select police service provider for January 1, 1995. April/ May Staff develops contract for service provider. Council approves contract. ACTION REQUESTED: Consider a motion to authorize the administrator to prepare requests for proposals for police service and alternative mechanisms for the council to receive citizen comment on public safety, to send the city manager of Roseville a preliminary notice of termination as stated in Section XI of the police contract, and to invite the Roseville police department to assist in preparing the RFP and to submit a new proposal for police service to Falcon Heights in response to the RFP. Meeting Date: 9/15/93 Agenda Item: P 2 CITY OF FALCON HEIGHTS REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: Offer of early retirement option to eligible employees under Minnesota State Law SUBMITTED BY: Susan Hoyt, City Administrator EXPLANATION /SUMMARY: During the 1993 legislative session the Minnesota Legislature passed a law that gives Minnesota public employers the right to offer two early retirement options to its employees. Option 1. An increase in the pension formula of 1/4 percent (.25 for each year of service up to the first 30 years (the maximum formula increase is 7.5 percent). There is no cost to either the employer or employee for this option. Option 2. Employer paid health insurance for employees who are between ages 55 and 65 with certain service requirements. Service requirements are: 1. Membership in PERA 2. Terminate employment by January 31, 1994 3. Be age 55 or older with at least 25 years of service in one or more qualified Minnesota public pensions 4. Be age 65 and have at least one year of service credit in one or more qualified Minnesota public pension plans In Falcon Heights only one employee, Shirley Chenoweth, qualifies for the program. Sheds interested in Option 1 which has no cost to the city. ATTACHMENTS: A 1993 Early Retirement Program Questions and Answers ACTION REQUESTED: Offer Option 1 of the early retirement program to qualified employees. a 1993 Early Retirement Incentive Program Questions and Answers Q What is the early retirement incentive program? A The program is a law passed by the Minnesota Legislature that permits your employer at it's discretion to offer two options to employees. These options are: IA Option 1. An increase in the pension formula of 1/4 ercent P (25 /o) for each year of service up 9 ,,,,eirr to the first 30 years (the maximum formula increase is 7.5 percent). There is no cost to either the employer or employee for this option. I Option 2. Employer -paid health insurance for employees who are between ages 55 and 65 o SC` with certain service requirements. The early retirement incentive program is NOT a Rule of 80, which would provide an unreduced pension to individuals whose age and years of service sum to 80. Q What are the eligibility requirements for the early retirement incentive program? A To be eligible for the early retirement incentive program, you must, at minimum: be a contributing member of PERA 's Basic or Coordinated pension plan, terminate public employment on or after May 17, 1993, but before January 31, 1994, and be immediately eligible to draw a PERA pension upon termination. In addition, you must: be age 55 or older with at least 25 years of service in one or more qualified Minnesota public pension plans, Or be age 65 and have at least one year of service credit in one or more qualified Minneso a public pension plans. Q Does my employer have to offer both options under the early retirement incentive program? A No. In fact, your employer is not obligated to offer the program at all. However, if your employer does offer the program, it may offer either the improved pension formula or the employer -paid health insurance, or both options. Q If my employer offers both the improved pension formula and the health insurance, may I choose to receive both options? A No. You may elect only one option. However, you may choose the improved pension option, if it is offered by your employer, and accept employer -paid health insurance if such insurance would have been available to you before passage of the early retirement legislation. n 1, Page 2 Q How were the estimates of my pension under the early retirement incentive calculated? A When you retire, your pension is computed by awarding a specified percentage of your high -five average salary for each year of service credit you have. (Your high -five average salary is the average of your highest five successive years of salary on which you have paid pension contributions.) For the purposes of estimating your pension, PERA has had to make some assumptions about your salary and years of service. For example, PERA has used the 12 months of your earnings reported to PERA from July 1, 1991 through June 30, 1992 as an estimate of your high -five average salary. (If your total actual earnings reported to PERA from July 1, 1992 to the present were higher than your earnings from July 1991 to June 1992, we used the 1992 1993 earnings instead.) The estimates assume that you remain employed up to the retirement dates listed (June 30, 1993 and January 30, 1994 are two listed. There may be another date if you qualify for Rule of 90. An estimate of your pension under the Rule of 90 is only shown if you are currently eligible for it or you will be within one year of January 1994.) One quarter of one percent (.25 has been added to the benefit formula multiplier normally used to compute your pension to arrive at the additional amount you would receive under the improved pension formula option. This larger multiplier has been applied only to the first 30 years of your service. Because your pension is reduced for early retirement for each year before the normal retirement age of 65 (unless you qualify for the Rule of 90), your pension estimate has been reduced for early retirement if your age on the retirement dates listed call for such a reduction. Under the Rule of 90 there is no penalty for early retirement. Q What do the estimates of the joint and survivor and normal annuity options in my letter mean? A When you retire you may name an individual to receive a proportion (25, 50, 75 or 100 of your pension upon your death. This individual is referred to as your joint annuitant. After you retire, your joint annuitant collects a pension for his or her lifetime after your death. Many married PERA members name their spouse as joint annuitant so that the spouse will have an income after the member's death. If you select a "normal" pension option, no pension is payable to anyone after your death. Estimates of a joint and survivor option appear in your letter if you have provided PERA the name and birth date of the individual you will likely name as your joint annuitant. If you select a joint and survivor annuity option, PERA must be prepared to pay a pension over two lifetimes, yours and that of your joint annuitant. As a result, your pension is slightly lower if you select a joint and survivor option. If joint and survivor estimates appear in your letter, Page 3 the amounts shown are those that you would collect as a pension if you chose the particular joint and survivor option listed at the top of the column (25, 50, 75, or 100 The estimates in the letter do not show the value of the pension that would be paid to your joint annuitant upon your death. Q How can I find out whether a pension plan I have paid into in the past will provide service credit eligible for the early retirement incentive program? A Any service credit that you have in a PERA pension plan is considered eligible service for the early retirement incentive program. However, years that you paid into PERA's Defined Contribution Plan do not qualify as service credit for the early retirement incentive program. If you paid into another Minnesota public pension plan and have a question about whether that service credit can be used under the early retirement program, contact that pension system and ask. (If you don't know what pension plan you paid into on a past job, contact your former employer to find out.) Q If I have more than 30 years of service credit, how will those years over 30 be handled under the early retirement incentive program? A The improved pension formula (the additional .25% in the benefit formula) applies only to the first 30 years of service you have. Consequently, the portion of your pension for your years of service over 30 years will be computed using the lower multiplier (in other words, minus the .25 normally used by your pension plan. For example, if you are a member of PERA's Coordinated Plan, you would normally receive 1.5% of your high -five average salary for most years of service credit you have. Under the improved pension option, you would receive an additional .25% (for a total of 1.75 of average salary for your first 30 years of service. If you have 35 years of service, you will receive 1.5% of average salary for each of the 5 years over 30. Q Can the additional service credit I would receive after repaying a PERA refund be applied to the early retirement incentive program? A Yes. You may repay a PERA refund and restore previously forfeited service credit, which could bring you up to the minimum 25 years of service needed to qualify for the program, if you initially had fewer than 25 years of service. And you can take advantage of the improved pension formula on these restored service credits if they are in your first 30 years of service. Q If my employer offers the improved pension formula, what must I do to retire under this option? A You must submit an application for retirement to PERA. You may obtain an application for retirement by contacting PERA at (612) 296 -7460 in the metropolitan area or toll -free at r Page 4 1 (800) 652 -9026. In addition to the completed retirement application, you must submit evidence of your name and birth date. Most often this means supplying a certified copy of your birth certificate and a certified copy of your marriage certificate, if your name was changed through marriage. A certificate of early retirement under this option will be included in your application for retirement. Your employer will need to sign this certificate to verify that it is offering the early retirement incentive program. You as the prospective retiree will also need to sign the certificate to indicate that you have selected the option which provides the improved pension formula. Q If I call to request an application for retirement from PERA, how long will it be before I receive it? A PERA will mail applications as soon as possible after your request. However, if there are many requests for applications, PERA will give first priority to mailing to those members with the earliest retirement dates. Q May I quit my job and retire under the improved pension formula option and later return to work for my former employer? A Perhaps. As a condition of offering the early retirement incentive program, the law stipulates that the job you vacated upon retirement cannot be filled again, unless your employer takes certain steps to do so. Check with your employer to determine whether you may be re- employed. Q If my employer offers both of the early retirement options, can my employer limit the number of individuals who may elect the options offered? A No. If your employer decides to offer both of the options, the options must be offered to all employees who meet the eligibility conditions named in the early retirement incentive law. Q Whom should I contact if I have questions about the improved pension formula early retirement option? A You may contact your employer's personnel department or you may contact PERA and ask for the Benefits Department. Our toll -free phone number is 1 (800) 652 -9026. Metropolitan area callers may use (612) 296 -7460. Q Whom should I contact if I have questions about the employer paid health insurance early retirement option? A Please contact your employer. June 2 1993 Meeting Date: 9/15/93 Agenda Item: P 3 CITY OF FALCON HEIGHTS REQUEST FOR COUNCIL CONSIDERATION ITEM DESCRIPTION: Resolution affirming the city clerk position after the retirement of Shirley Chenoweth SUBMITTED BY: Susan Hoyt, City Administrator EXPLANATION /SUMMARY: The state law that provides for the early retirement options for public employees is designed to save money through a reduced workforce whenever possible. If an individual chooses early retirement from a position that the organization cannot eliminate without adversely impacting its efficiency and operations, the organization must pass a resolution stating the necessity of maintaining that position even after the individual currently holding it retires. In conjunction with offering option 1 of the early retirement program to the city clerk, the administrator is requesting that the city council adopt a resolution maintaining the position after her departure. In some instances the specific tasks and duties of the city clerk may be reassigned to current staff after discussing this with them individually to determine their workloads, interests and skills. This will require reviewing the clerical staffs'job descriptions and classifications to make sure that any additional tasks and responsibilities are appropriately covered by both. The new position will have additional work assignments. The job title may be expanded from city clerk to cover the varied administrative, planning and zoning tasks that would accompany the position. A more complete analysis of staff assignments and classifications as well as a job title, job description and request for advertising for the new position will come before the council in November, 1993 ACTION REQUESTED: Adopt resolution maintaining the city clerk position after the current city clerk, Shirley Chenoweth retires. No. CITY OF FALCON HEIGHTS C O U N C I L R E S O L U T I O N Date: Sept. 15, 1993 RESOLUTION MAINTAINING CITY CLERK POSITION WHEREAS, the city clerk carries out many legal and administrative assignments throughout the calendar year that require clerk's oversight and approval; and WHEREAS, some of the duties that the current city clerk carries out that will stay with the position are: staffing to the solid waste commission, preparing the human rights commission agenda, code compliance and complaint follow -up to non routine situations, assisting with zoning administration, providing information and assistance to residents and property owners in a variety of ways on a variety of issues, and supervising the clerical staff. WHEREAS, the city clerk is one of eight permanent, full -time positions in the city, eliminating the position would substantially increase other staffs' workload. WHEREAS, the city has not replaced the part -time planner since 1991. The retaining of the city clerk's position will provide an opportunity to use current staff's skills by assigning them tasks that the city clerk carried out wherever reasonable and desirable, and to expand the staff's talents through hiring a new employee with some additional planning and administrative skills. NOW THEREFORE, BE IT RESOLVED, that the city council maintain the position of city clerk, as part of a new position description, after the retirement of Shirley Chenoweth. Moved by Approved by BALDWIN Mayor CIERNIA In Favor GEHRZ Date JACOBS Against GIBSON TALBOT Attested by City Clerk