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MEMO TO: MAYOR AND CITY COU*R' <br />FROM: CLERK-ADMINISTRAT <br />DATE: FEBRUARY 28, 1990 <br />SUBJECT: ADMINISTRATIVE PROCEDURES <br />As you may have noticed on the Department Head Meeting <br />agendas, the Department Head Team has been discussing for the <br />last few months the issue of administrative constraints and <br />recommendations to the City Council to relieve some of those <br />to allow for more expeditious handling of certain City <br />business. Two of those items were the issuance of <br />Certificates of Occupancy and Contract Change Orders and <br />Partial Payments. Attached for your information are copies of <br />memorandums from City Engineer Ric Minetor with respect to <br />these two items which have been reviewed and endorsed by the <br />Department Head Team. <br />With respect to the issuance of Certificates of Occupancy, Ric <br />indicates that the Municipal Code does not require that <br />Certificates of Occupancy be approved by the Mounds View City <br />Council. My review of the Code agrees with Ric's conclusion <br />and in discussing it with past employees of the City I have <br />learned that this practice has been conducted only because it <br />has been the desire of past City Councils to approve such <br />Certificates of Occupancy. At no time has an effort been made <br />to amend the Codes to require that Certificates of Occupancy <br />be approved by the City Council. Ric recommends that the City <br />follow the procedures outlined in the Municipal Code, thus <br />providing for the issuance of Certificates cf Occupancy by <br />staff. If the Council desires, an informational item can be <br />placed in the packet along with the normal monthly Building <br />Monthly Report indicating when major buildings, buildings <br />other than single-family homes or duplexes, have been issued <br />Certificates of Occupancy. <br />In the area of Contract Change Orders and Partial Payments, <br />Ric has recommended that staff be authorized to approve Change <br />Orders as necessary on a project and suggests that formalizing <br />the procedure might be appropriate. I woul,i concur with that <br />recommendation. Ric further recommends that staff be <br />authorized to approve Partial Payments in order that <br />expeditious payments can be made to contractors but that the <br />final payment and project acceptance be approved by formal <br />Council action. If you agree with this request, I would also <br />recommend that this procedure be formalized as well by means <br />of stating that in the City's purchasing policy. <br />Your direction on these items would be appreciated. <br />DFP/mjs <br />