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HomeMy WebLinkAboutAgenda Packets - 2005/09/06 CITY OF MOUNDS VIEW CITY COUNCIL WORK SESSION AGENDA Tuesday, September 6, 2005 6:00 p.m. 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. Agenda Items Discussed by Consensus _______ 1. 6pm – 630pm Joint Meeting with EDA and EDC: TIF Philosophy, Goals and Spending Priorities _______ 2. 630pm – 730pm County Road 10 Corridor Improvement Program Update _______ 3. 730pm – 830pm 2006 Budget Items _______ a. Review City’s 2005-06 LMCIT Insurance Coverage (Maguire and Associates) ______ b. Review Proposed 2006 City Budget/Preliminary Levy ______ c. Discuss Assistant to the City Administrator Position, Payroll/Utility Billing Technician, and discuss a request for a new job description (Receptionist/Communications Coordinator) _______ 4. 830pm – 9pm Review Golf Course Closing: _______ a. Closing Schedule _______ b. Review Cancellation of Contracts 1.) Pepsi Contract 2.) Scorecard Contract – KDM (Golf Score Cards) _______ c. Disposition of fixed assets _______ 5. 9pm – 9:15pm Review Consideration of Extraordinary Water Bill at 2237 Pinewood Drive _______ 6. 915pm – 930pm Review Meeting Locations/Cable Coverage During City Hall Remodeling/Consideration of Closing City Hall on Friday, September 30, 2005. _______ 7. 930pm – 10pm Review City Council Meeting Protocol. _______ 8. Executive Session Immediately following this Work Session to discuss the City Administrator Performance Review, and to discuss Threatened Litigation with Innovative Images. Next Council Work Session: Monday, October 3, 2005 @7pm Next City Council Meeting: Monday, September 12, 2005 @7pm Item No: 03C Meeting Date: September 6, 2005 Type of Business: Worksession City Administrator Review: _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Item Title/Subject: Assistant to the City Administrator Position, Payroll/Utility Billing Technician and the Receptionist/Communications Coordinator Position At the last Human Resources Committee in August, Staff was directed by the committee to have Labor Relations establish HAY points and salary range for the Assistant to the City Administrator and the proposed Receptionist/Communications Coordinator position. There were additions made to the Assistant to the City Administrator. These additions were done in order for this position to have a more active role in Human Resources. The additions to the job description are attached and are indicated in bold type. The current incumbent to the position has been performing the duties of the Assistant to the City Administrator for 2 years and 6 months. Staff is recommending that the position be reclassified to Desaree Crane. In order for the Assistant to the City Administrator to have a more active role in Human Resources, some of the duties were transferred from the Assistant to the City Administrator to the Receptionist. These added duties include the City Newsletter, Press Releases and the Mounds View Website. This new proposed position would be called Receptionist/Communications Coordinator. Attached is the proposed job description of Receptionist/Coordinator position with additions in bold type. Staff is recommending that the position be reclassified to Jodi Salmonson. The Payroll/Utility Billing Technician has assumed several important Human Resource duties since the vacancy of the Assistant City Administrator at the end of 2002. The Payroll/Utility Billing Technician was asked to take over these duties, and for those duties continues to be compensated an additional 5% of her base pay. The Human Resource duties that were added to this position deal with payroll. Attached is the Payroll/Utility Billing Technician job description with the added duties in bold type. Staff is recommending that the position be reclassified to Debbie Jasper. According to Ann Antonsen of Labor Relations, she stated that the Assistant to the City Administrator (with the new additions to the job description) would stay the same at 385 Hay Points. However, the salary has increased from $52,900 to $56,000 a year. The $52,900 was the salary given at the end of 2003. The 385 HAY points has now increased to top salary (Step 5) $56,000 for 2005. The Receptionist/Communications Coordinator has a HAY Points of 144 with a top rate (Step 5) of $38,022.40 or $18.28/hour. The Payroll/Utility Billing Technician will stay the same (which includes the 5% compensation). Her rate of pay currently is at Step 5 $21.47/hour or $44,657.60/year. Please discuss these positions, and direct staff on how to proceed. These items would need to be budgeted for 2006. Respectfully submitted, Kurt Ulrich, City Administrator Item No: 04 A-C Meeting Date: 09/06/05 Type of Business: WS City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Item Title/Subject: Review Golf Course Closing a. Closing schedule Based upon a schedule for calling the bonds, closing on the property, and the last day of organized league play at the golf course, the last day of operation for the golf course would be September 21, 2005. Full-time Golf course employees would provide assistance with the inventory, preparation and sale of golf course items over the following two to three weeks after September 21st. b. Review Cancellation of Contracts The golf course has two contracts that are to be terminated upon closing: 1.) Pepsi Contract The City Attorney is currently reviewing the Pepsi Partnership Agreement and will advise the City on the best course of action. 2.) Scorecard Contract – KDM (Golf Score Cards) The City Attorney is currently reviewing the KDM contract and will advise the City on the best course of action. KDM representative, Kevin Duffy, has submitted a letter (attached) requesting a payment of $20,200 to settle the contract. c. Disposition of Fixed Assets It is recommended that the majority of the golf course fixed assets, furniture and equipment be sold at auction. The City would have the option to sell some assets to other public entities or at a public sale based on fixed prices on items. Based upon discussions with an auctioneer, the auction could occur the week of October 12th or 17th. Proposals fro auctioneers are being solicited and will be available for Council consideration on September 12th. Item No: 6 Meeting Date:09/06/05 Type of Business: WS City of Mounds View Staff Report To: Honorable Mayor and City Council From: Kurt Ulrich, City Administrator Item Title/Subject: Review Meeting Locations/Cable Coverage During City Hall Remodeling/Consideration of Closing City Hall on Friday, September 30, 2005 Meeting Locations/Cable Coverage Currently, the City holds the following meetings on a monthly basis: 1st Monday of month - Council Work Session, 7pm 1st Wednesday of month - Planning Commission, 7pm 2nd Monday of month - Economic Development Authority, 6-7pm 2nd Monday of month - City Council, 7pm 2nd Thursday of month - Charter Commission, 7pm 3rd Monday of month - Cable Committee, 5pm 3rd Wednesday of month, Planning Commission, 7pm 3rd Friday of month, Economic Development Commission, 7:30am 4th Monday of month - Economic Development Commission, 6-7pm 4th Monday of month - City Council, 7pm 4th Thursday of month - Parks and Recreation Commission, 6:30pm Since, the City Council chambers will be unavailable for meetings from October 1, 2005 to April 1, 2006, it is recommended that any meeting the City would like to continue to cablecast live be moved to the New Brighton Council chambers. The only conflict that New Brighton has is for the first Wednesday of the month. Due to this conflict, the first of the bi-monthly Planning Commission meetings would need to be not cablecast, cancelled or moved to a different date. Another alternative discussed was to tape some of the meetings with a camera at the MV Community Center and cablecast them later. However, the cable coordinator stated that this was not a good idea because both picture and sound quality would be poor. She suggested that a better option would be to have the chair or a member of each commission and/or the staff liaison tape a meeting summary that could be played after the meeting. Staff recommends that at least the City Council and Planning Commission be cablecast live from New Brighton during the remodeling. It is requested that the Council discuss and give direction in regard to the EDC, Charter Commission, and Cable Committee. Closing City Hall on Friday, September 30, 2005 Professional movers are tentatively scheduled to move all furniture, files, boxes, and equipment on Saturday, October 1st. Staff recommends that consideration be given to closing the City Hall building on the Friday before due to the need to have everything ready for the movers on Saturday, to minimize potential overtime, and to avoid disruptions and hazardous situations due to the moving. The Public would be directed to the Mounds View Community Center where minimal staff and information will be available at the front desk. Item No. 07 Meeting Date: September 6, 2005 Type of Business: WK City Administrator Review _______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Desaree Crane, Administrative Assistant Item Title/Subject: Review Council Meeting/Hearing Procedures Some Council and Staff have suggested a discussion regarding procedures and protocol of City Council Meetings. It seems that many of the meetings are adjourning past 10pm, and Staff wanted to present suggestions/considerations to the City Council. Consideration No. 1 Many cities have a policy whereas at 10pm, if the Council Meeting has not adjourned, a Motion is made by the City Council to extend the meeting for one hour. This ensures that meetings adjourn at a reasonable time. Consideration No. 2 Resident comments in Public Hearings by past practice have been limited to three- minute comments. It may be a good idea to remind residents prior to the Public Hearing that their comments should be limited to three minutes. A time-keeper could be appointed by the mayor or chair like it was for the Town Hall Meeting. The time-keeper can be present at every EDA and City Council Meeting to ensure all timelines are met. In addition, Staff may draft a policy of only one resident having three minutes and no repeats to the podium during public comment. It seems that a trend is happening that a resident could come up to the podium repeatedly to make numerous comments during public comment. A policy could be made that each resident only has three minutes and must be able to make all comments within that three-minute period. Please direct staff if these considerations are appealing to the City Council. Staff would also like feedback from the City Council on any ideas in making our City Council Meetings flow better. Staff does recommend a city policy be drafted by resolution so that everyone has an understanding of proper City Council procedure and protocol. Respectfully submitted, Desaree M. Crane