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HomeMy WebLinkAboutAgenda Packets - 2006/01/30 CITY OF MOUNDS VIEW CITY COUNCIL WORK SESSION AGENDA NEW BRIGHTON CITY HALL Monday, January 30, 2006 7:00 p.m. Revised as of 1/30/06 @330pm ROLL CALL: Marty, Stigney, Gunn, Flaherty, Thomas PUBLIC COMMENT Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full name and address for the minutes. Also, please limit your comments to three minutes. SPECIAL PRESENTATIONS _______ 1. Mounds View History Video (Jerry Skelly, MV Cable Committee Chair) ITEMS FOR CONSENSUS DISCUSSION _______ 1. Communications: a. Cable Technician/Communications Coordinator Funding and Hiring Schedule _______ 2. Public Works: a. Infrastructure Reconstruction Plan b. Security Card Reading System (verbal report) _______ 3. Community Development: a. Medtronic Development Proposal Terms and Conditions 1. Mounds View Tax Payers Association Presentation b. Code Compliance of Canopy at Premium Stop Gas/Convenience Store (verbal report) c. Active Living Ramsey County Walkable Community Workshop Update d. Review TIF Expenditure Projections and Budget _______ 4. Administrative a. Consider Banquet Facility Interim Leases b. Non-Union Salary Compensation c. Announce the Mounds View Council Staff Retreat scheduled for February 6th and February 7th at the Mounds View Community Center at 5pm. (verbal report) Next Work Session: Monday, March 6, 2006 @ 7pm Next City Council Meeting: Monday, February 13, 2006 @ 7pm Item No: 01A Meeting Date: 1/30/06 Type of Business: Work Session City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Item Title/Subject: Cable Tech/Communications Coordinator Funding and Hiring Schedule Background Staff has discussed with the Human Resources Committee and the Cable Committee the Cable Tech/Communications Coordinator position. This position would be a full time exempt position, and will be a union position under the AFSCME contract. Attached is the position job description for your reference. This new position was established to assist in city communications to include cable television support, web page updates, and the city newsletter to name a few. Discussion The funding parameters for this position are outlined in Exhibit A. The funding allocation of the position would be based upon the approximate amount of time the employee would spend on various activities and would be split among the Cable TV Fund (75%), the General Fund (16%), the Water and Sewer Funds (3.5% each), the Street Light and Storm Water Funds (1% each). Based upon this allocation formula no additional General Fund monies would need to be appropriated. Labor Relations did an market HAYS points analysis on this position, and the step progression (as recommended by Labor Relations) is as follows: Step One $17.78/hr Step Two: $18.89/hr Step Three: $20.00/hr Step Four: $21.11/hr Step Five: $22.22/hr Following our standard personnel policy practice, the candidate would begin employment at Step 1, with an increase to Step 2 after six months of employment. Step 3 would occur after 12 months of employment with Steps 4 and 5 due 12 months thereafter, respectively. Below, is the proposed hiring schedule. Staff anticipates the candidate to start employment on or about April 12, 2006. Council Authorization to Advertise Position: Feb 13, 2006 Submit Advertisement in the Focus News MV/NB Bulletin and Sunday edition of the Pioneer Press: Feb 14, 2006 Deadline for Submitting Applications: March 3, 2006 Review all Applications: March 6-March 7, 2006 Top 5 Candidates Decided; March 8, 2006 Interviews: March 13-March 17, 2006 Top Candidate Presented to City Council: March 27, 2006 Candidate starts employment: on or about April 12, 2006 Staff has discussed this new position with the AFSCME Union representatives and the representatives are in agreement with the job description and wages. Staff would draft a Memorandum of Understanding confirming this agreement, and the position would be added to the 2006-2007 AFSCME Union Contract. Recommendation It is recommended that the City Council discuss the position, funding allocation, wages and timeline. If the City Council is in agreement, the position would be presented to the City Council at the next meeting scheduled for Monday, February, 13, 2006. POSITION DESCRIPTION Position Title: Communications Coordinator/Cable TV Technician Department: Administration Accountable To: City Administrator Status: Full Time Exempt PRIMARY OBJECTIVE OF POSITION: To provide the community with government access programming through the technical preparation of Cable TV taping, program production, cable casting, video technical expertise and provides producer-type work for community programming. SUPERVISION RECEIVED Works under the general guidance and direction of the City Administrator. SUPERVISION EXERCISED None. May supervise additional cable help. ESSENTIAL DUTIES AND RESPONSIBILITIES 1. Cable Television • Cable casts all regular and special City Council meetings and ensures that the tapes are replayed at scheduled times. • Cable casts other special public information meetings as directed. • Sets monthly meetings with the Cable Committee for planning monthly programs. • Arranges producer type work regarding Cable TV programs. • Performs editing as necessary for special programs. • Performs technician taping procedures for programs intended for viewing. • Prepares messages for the Cable monitor. • Maintains the Cable TV equipment, material and supplies so that they are in good working order. • Catalogues and stores tapes in the tape resource library. • Maintains an inventory of Cable TV equipment. • Purchases supplies as needed for production and technical work. • Assists in preparation of an annual budget. • Supervises the use of equipment. • Prepares grants for Cable TV equipment or programming projects. • Coordinates an integrated communications program with the public via Cable TV. • Coordinates programming with Channel 33 and other programs that would benefit the community. • Schedules crew members for tapings as necessary. • Arranges use CTV15 facilities, and use of the mobile van for special programs such as the Festival Parade. 2. Coordinates the production of the City Newsletter including editing, format, layout and content. 3. Assists in the distribution of routine press releases 4. Updates the Mounds View Website on a Daily Basis 5. Organizes and tracks multi-departmental committees to ensure effective communications and building operations throughout City Hall. 6. Manages and Updates the Mounds View Electronic Board PERIPHERAL DUTIES • Assists in other areas as designated, including website maintenance MINIMUM QUALIFICATIONS (A) High school diploma or GED equivalent. (B) Two years vocational/technical school or AA Degree (C) Ability to operate all TV and video equipment. (D) Two years experience in established cable TV system. NECESSARY KNOWLEDGE, SKILLS AND ABILITIES (A) Considerable knowledge of the equipment, facilities, operations and techniques used in a comprehensive government access programming; (B) Skill in operation of listed tools and equipment; (C) Ability to develop, coordinate, and direct varied activities involved in government access programming; Ability to establish and maintain effective working relationships with employees, supervisors, vendors, contractors, participants, and the general public. (D) Knowledge and ability to update and develop City Web Page. (E) Proficient with computers and modern office practices and procedures. This includes proficiency in Microsoft Applications. (F) Writing and editing skills (G) Organized SPECIAL REQUIREMENTS Valid state driver's license. TOOLS AND EQUIPMENT USED Video, audio, computer and cable related equipment, calculator; copy and fax machine; phone; automobile PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to walk, sit and talk and hear. The employee is frequently required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee occasionally works in outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions, toxic or caustic chemicals. The noise level in the work environment is usually quiet while in the office, and moderately loud when in the field. SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Approval: ______________________ Approval: ____________________ Supervisor Appointing Authority Effective Date: Revision History: 8/05 HAYS Points: 261 Item No. 3C Meeting Date: January 30, 2006 Type of Business: WK WK: Work Session; PH: Public Hearing; CA: Consent Agenda; EDA: EDA Business City of Mounds View Staff Report To: Mounds View Economic Development Authority From: Heidi Heller, Planning Associate Item Title/Subject: Walkable Community Workshop Date of Report: January 26, 2006 Discussion: Mounds View has been participating in the on-going Active Living Ramsey County (ALRC) initiative. ALRC’s mission is to create and promote environments that make it safe and convenient for people to integrate physical activity into their daily routines. As a part of this initiative, Ramsey County received funding to hold workshops in eight Ramsey County cities. Interested communities were invited to apply to host one of these workshops. Mounds View was recently chosen to host a Walkable Community Workshop, which will be led by trainers from the National Center for Bicycling & Walking. St. Paul (3), Roseville, Lauderdale, St. Anthony, and New Brighton will also be holding workshops. Hosting a Walkable Community Workshop will be a great way for Mounds View to engage a group of staff, residents, elected officials and city commissioners and address specific barriers that make it unsafe or inconvenient for people to walk or bike in our community. The workshop will consist of concentrating on a specific geographic focus area in the city, and planning design and safety guidelines. The focus area for our workshop will be the proposed County Road 10 trail section on the south side of CR 10 running between Long Lake Road and Silver Lake Road. This stretch is just over ½ mile long. This particular area has a high amount of pedestrian use, and is a small enough area to be able to work on in one day. This 4-hour workshop will be held on the afternoon of May 11, 2006. All elected officials, city commissioners and staff are invited and encouraged to participate in the workshop. Respectfully submitted, ____________________________ Heidi Heller Planning Associate Item No: 04A Meeting Date: 1/30/06 Type of Business: WS City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Item Title/Subject: Consider Banquet Facility Interim Leases Background The City recently received notice from Canyon Catering that, effective April 1, 2006, that they will no longer provide services under the current contract (see attached letter: Roy Dodds 1/19/06). In response to this anticipated change, the City Council recently appointed a Mounds View Community Center task Force to help provide direction to the future course of this facility. They are scheduled to report back to the Council on March 6, 2006. The Canyon Catering contract was originally negotiated at a rent of $5,000 per month and was to provide $60,000 per year of lease revenue to the City. The breakeven point for MVCC operations is approximately $58,000 per year in revenue. Canyon Catering currently operates the facility without rent due to the City Hall temporary relocation. They continue to be responsible for paying taxes of about $1,000 a month for the facility. Discussion With the pending termination date of April 1st approaching, staff is recommending that work begins to secure temporary short-term (i.e., 30 day) lease arrangements with In the Word Church and Canyon Catering to continue operations and to generate revenue for the City until such time a long-term decision is made by the City Council. The City would attempt to generate lease revenue to cover the entire expenditures of $58,000 needed to make that section of the facility generate a positive cash flow, however, if the entire amount was not achievable, the goal would be to off-set building expenditures as much as possible. Recommendation Staff recommends that the City Council authorize staff to begin negotiation with Canyon Catering and In the Word Church for short-term lease agreements to cover the period until long term plans for the facility have been formulized. Respectfully submitted, ________________________ Kurt Ulrich Item No: 04B Meeting Date: 1/30/06 Type of Business: Work Session City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Item Title/Subject: Non-Union Salary Compensation Background The Human Resources Committee is in the process of reviewing the Salary Compensation guidelines as outlined in the Mounds View Personnel Manual. The basis for the review is to determine if another group of comparison cities other than the Stanton Group 6 cities provide a better means of comparison. Market rate adjustments, as required by the existing Stanton Group 6 policy, were deferred for all non-union employees until other methods could be reviewed. The non-union group includes the City Administrator, all department heads, and confidential employees. Market rate adjustments for union employees were included as part of the 2004-05 contracts, however, no compensation/market rate adjustments were not made on non-union salary since 1998. The Human Resources Committee is pursuing a compensation study that puts into consideration population, city market value, and taxable tax capacity instead of just using Stanton 6 cities (population 10,000 – 25,000) as outlined in the Personnel Manual. The study would encompass all positions within the City. It was also determined at the last Human Resources Committee that an RFP be drafted in order to accept bids to have an outside agency do a compensation study on all job descriptions (union and non-union), and to draft a pay equity report which is due to the Department of Employee Relations on January 31, 2007. This RFP will be ready to be presented to the Human Resources Committee at the next meeting sometime in March. Any compensation adjustments resulting from this study could then be negotiated into new contracts and/or included in budgets for 2007. Discussion and Alternatives Attached is a draft of the non-union compensation study as outlined in the Mounds View Personnel Manual. According to City records, the last time a comprehensive salary compensation study and market adjustments was in 1998, meaning that the policy has not been followed for approximately seven years. Many of the current employees were hired under the current policy referencing Stanton 6 as the benchmark for compensation. Consequently, many of the non-union positions are relatively close to the Stanton Group average because most salary ranges were updated at the time of hire. The Council has the option to revise or suspend the current policy and is advised to take that action if that is the intent. Taking some action (as opposed to not taking any action and continuing in non-compliance) provides more clear direction and understanding for staff. Alternatives: 1. Keep current wages per 2006 Budget Additional cost: $0 Advantages: - No additional cost - Keeps salaries at current levels until compensation plan is revised Disadvantages: - Some employees lagging further behind the market - Salary compression in Police Department - Not in compliance with current policy 2. Current policy – 100% Stanton mean with cost-of-living-adjustment (COLA) Additional cost: $30,671 Advantages: - Keeps salaries market competitive - Adheres to current personnel policy Disadvantages: - Significant cost - The compensation plan is currently under study 3. Revise policy - 97% Stanton mean with cost-of-living-adjustment (COLA) Additional cost: $10,085 Advantages: - Less expensive than current policy - Allows some flexibility to implement new compensation plan - Adjusts the jobs with the greatest market deficiencies Disadvantages: - revises current policy and put employees approximately 2 years behind Stanton Group 6 mean average 4. Revise policy - 103% Stanton mean with cost-of-living-adjustment (COLA) Additional: cost: $57,881 Advantages: - Keeps salaries market competitive and adjusts for one- year lag in Stanton data Disadvantages: - Significant cost - Compensation plan currently under study - Revises current personnel policy Issues and Recommendations Until a new policy is in place, Staff recommends to abide by the current policy and to implement the appropriate adjustments for the non-union positions. For union employees, market data is utilized to review jobs and has been used in past and current contract negotiations. In the alternative, option 3 addresses the worst of the salary market discrepancies and allows flexibility to implement a new pay plan, which may be overall lower than the current compensation plan. Funding for any of the proposal would be recommended to come from Council Contingency. Based upon Council direction this item will be scheduled for consideration at the next City Council Meeting.