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HomeMy WebLinkAbout06-08-2020 Council Special Work Session MinutesCITY COUNCIL SPECIAL WORK SESSION 1 CITY OF LINO LAKES 2 MINUTES 3 4 DATE June 8, 2020 5 TIME STARTED 8*40 p.m. 6 TIME ENDED 9*50 p.m. 7 MEMBERS PRESENT Council Member Stoesz, Lyden, Ruhland, 8 Cavegn and Mayor Rafferty 9 MEMBERS ABSENT None 1 o Staff members present: Human Resources Manager Karissa Bartholomew; Public Safety 11 Director John Swenson 12 13 City Administrator Position — Human Resources Manager Bartholomew outlined items 14 that staff would ask the council to discuss: 15 16 - The type of City Administrator position that the council is offering to Ms. Cotton; 17 there has been discussion of certain restructuring that would have Ms. Cotton 18 continuing to perform the high level Finance Director duties:. 19 - Establish details of an employment agreement. 20 21 The council had received information on wage possibilities as well as a proposed 22 employment agreement. 23 24 Mayor Rafferty remarked that the council has recently discussed the possibility of Ms. 25 Cotton maintaining some of the duties of the Finance Director and has heard from Ms. 26 Cotton the type of restructuring that she envisions would make that work. That 27 restructuring would include some positions changes that would be permanent. He is 28 concerned about being thoughtful about the impact on Ms. Cotton of making the 29 Administrator position perhaps too large. He remarked that it may be appropriate to fill 30 the space that needs to be filled (Finance Director) and thus allow the City Administrator 31 to fill their role without the added responsibilities. 32 33 Councilmember Stoesz asked if the council intends to consider officially approving the 34 recently reviewed Keystone compensation study/wage plan. Ms. Bartholomew indicated 35 that was going to be one of her questions to the council, if they would like to see the 36 compensation matter before them again at a work session or consider it as part of 37 upcoming budget discussions; moving on a compensation plan would require formal 38 council action at some point. Councilmember Stoesz said he envisions discussion as part 39 of budget consideration. He added that he thinks that the working model of City 40 Administrator and Finance Director that currently exists is preferable at this time. Being 41 a City Administrator is Ms. Cotton's goal and he wants to assist her in anyway in being 42 successful. 43 1 CITY COUNCIL SPECIAL WORK SESSION APPROVED 44 Ms. Bartholomew added that her understanding is that Ms. Cotton has been clear that if 45 she were to undertake the position of City Administrator with added high level finance 46 responsibilities she would need to have the restructuring and the proposed positions to 47 make it work. 48 49 Councilmember Lyden said that he wants to focus on having the right person for the right 50 job and he can't say enough that he feels Ms. Cotton is the right person. He understands 51 that adding duties to the City Administrator position would absolutely be contingent upon 52 the restructuring recommendations she has made. 53 54 Councilmember Ruhland noted the proposed Communications Coordinator position and 55 asked if that is currently part of the Administrator's or Finance Director's duties and more 56 specifically how that fits in going forward. Ms. Bartholomew explained that the position 57 is recommended because it is needed as part of internal and external communication 58 needs and the current situation is that communication work is spread and not coordinated. 59 60 Councilmember Ruhland asked if Ms. Cotton has indicated a preference toward the 61 current city administrator model. Mayor Rafferty explained that he is bringing the 62 question forward because it's an important consideration for the council. 63 64 Councilmember Cavegn remarked that he has felt some concern about the additional 65 duties being discussed for the new City Administrator. Both the city administrator and 66 finance director have been full time jobs and that model is working. He has been 67 supportive of the communications position but has questions about the salary proposed, 68 especially in comparison to the private sector; he wonders what duties are anticipated that 69 would merit that salary. Ms. Bartholomew said the salary proposed is comparable to 70 other city positions who handle external and internal cormumcations at a high level; in 71 speaking with Ms. Cotton about what she envisioned, she heard that it was not entry level 72 but a higher level of expertise and services. Councilmember Cavegn indicated his 73 support for a part time position that provides missing pieces while allowing current 74 employees to continue communications work. 75 76 Councilmember Stoesz suggested that he'd like to see Ms. Cotton settle into her position 77 and set her goals and then have the discussion about communication needs. 78 79 The council. discussed questions surrounding the filling of a finance director position, a 80 position that could be difficult to fill. When the mayor asked if Ms. Cotton would need 81 to have someone assisting in the functions of a finance director in the interim, Ms. 82 Bartholomew said she thinks that would probably be the case. 83 84 The council discussed salary options for the current model City Administrator position. 85 The discussion included how the finance director function can be addressed as that 86 position is advertised and filled. Ms. Bartholomew noted that it may be necessary to hire 87 services from the City's financial consultant to handle high level financial duties in the 2 CITY COUNCIL SPECIAL WORK SESSION 88 interim. The mayor indicated that he would be meeting with staff soon to discuss the 89 details of filling any gaps. 90 91 Councilmember Lyden expressed his support for Ms. Cotton under any circumstances. 92 Since he wanted to clarify what option is being discussed, the mayor asked 93 councilmembers to weigh in. 94 95 Councilmember Ruhland said he agrees with having Ms. Cotton as the City 96 Administrator and with the salary proposed, looking at someone to fill the interim finance 97 gap such as a finance manager and having a consultant on a temporary basis if needed. 98 On the communications piece, it makes sense to allow more time and have more 99 definition of what is really needed in that area. 100 101 Councilmember Cavegn concurred with Ruhland except that he would support moving on 102 a communications position sooner. He thinks the funding is there to hire at least a part 103 time position right away. Councilmember Ruhland asked if an intern to begin would be 104 a possibility. Councilmember Cavegn said he'd be open but he'd want to know that staff 105 was amenable. 106 107 Councilmember Stoesz stated that he supports the separate City Administrator and in Finance Director position option and he supports having staff fill in a finance manager 109 position as much as that is possible. The communications position he'd prefer to discuss 110 in the fall. He'd also like to see the IT function that is currently attached to the finance 111 director position perhaps moved to the city administrator duties since it mainly involves 112 contract management. Human Resources Manager Bartholomew said that shouldn't 113 change the salary range but she'd recommend asking Ms. Cotton about making that 114 change. 115 116 Councilmember Lyden said he is fully behind the hybrid because he has full confidence in 117 Ms. Cotton. 118 119 Councilmember Ruhland asked if there are other cities that have a successful model of a 120 combination city administrator/finance director. Ms. Bartholomew said she believes that 121 is the case in Andover. 122 123 Mayor Rafferty said he is open to all discussion and he understands there may be a need 124 to supplement in certain areas, but he remains committed to the stand alone city 125 administrator. He's open to the communications position but thinks that should wait as 126 things get settled. He is comfortable with the current salary figure including the extra 127 PERA. 128 129 The council discussed the Finance Manager position. Ms. Bartholomew explained that 130 staff would intend to identify what is needed to fill the gap in the Finance Department and 131 look at how to proceed such as with a finance manager and consultant services. 132 3 CITY COUNCIL SPECIAL WORK SESSION APPROVED 133 Ms. Bartholomew asked if the council would like to proceed with offer of a conditional 134 employment. The mayor suggested that he's hearing the fourth step is where the council 135 is at. The council concurred that the conditional offer would be made to Ms. Cotton, 136 understanding that she may have some feedback, but an offer ready to go if she is 137 accepting. 138 139 Ms. Bartholomew reviewed the proposed employment contract, noting that a section on 140 professional ethics has been included based on a previous council discussion. Under the 141 separation section, Ms. Bartholomew explained the updated language. The mayor 142 questioned the severance language and asked for more information on the standard. 143 Councilmember Lyden asked if the 30 day notice language could be negotiated since it 144 would be difficult to find another city administrator in that amount of time. 145 Councilmember Stoesz asked if the City could be more lenient in the case of something 146 like a medical situation. Ms. Bartholomew will research the. questions on the separation 147 language and remove the six month severance piece. Ms. Bartholomew also reviewed the 148 Indemnification and Bonding section. 149 150 The meeting was adjourned at 9:50 p.m. 151 152 These minutes were considered, corrected and approved at the regular Council meeting held on 153 July 13, 2020. 154 155 15 57 1 n 158 Julianhe Bartell, City Ylerk 159 C!