Loading...
HomeMy WebLinkAboutAgenda Packets - 2003/01/06 (2) CITY OF MOUNDS VIEW CITY COUNCIL WORKSESSION AGENDA Monday, January 6, 2003 (Worksession to begin upon conclusion of Special Council Meeting) REVISED CALL TO ORDER ROLL CALL: Linke, Stigney, Quick, Marty, Gunn 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. Discuss Plans to Fill City Administrator Vacancy (verbal report) _______ 2. Discuss Plans for temporary coverage of police administrative needs. _______ 3. Manufactured Home Park Access Study _______ 4. Public Works Seasonal Employee Request _______ 5. Review and Assess Council Priorities _______ 6. Discuss Golf Course Operations (No written report) _______ 7. Leadership & Teambuilding Discussion (No written report) _______ 8. Discuss Resolution 5555 (No written report) _______ 9. Investigate RFP Process for Legal Representation (No written report) Next Council Worksession: Monday, February 3, 2003 Next City Council Meeting: Monday, January 13, 2003 Item No: 2 Meeting Date: January 6, 2003 Type of Business: WK WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Tim Brennan, Deputy Police Chief/Acting Chief Item Title/Subject: Plans for temporary coverage of police administrative needs Date of Report: December 6, 2003 Background: When Lois Yost, the most recent full-time Police Administrative Assistant, resigned on July 19, 2002, staff was directed to hire a person from a temp agency to assist with the duties within the police department. The temp employee, who has been with the department since August 26, 2002, gave notice that her last day with the department will be December 30, 2002. Our current records clerk has been responsible for overseeing and training the previous full-time Administrative Assistant, who was hired to replace Pat Michna when she retired in 2001. During the staff shortage immediately following Ms. Michna’s retirement, administrative duties within the police department were handled by having the Senior Records Clerk tend to the Administrative duties, and having the part-time CSO move to full-time, in order to assist with the clerical duties surrounding the Senior Records Clerk position. Discussion: When the Police Administrative Assistant resigned in July 2002, a permanent replacement was put on hold pending the hiring of a new Police Chief. Given the current administrative needs within the police department, the duties can best be addressed by utilizing the arrangement which has been previously implemented: having the Senior Records Clerk tend to the administrative duties, and move the CSO to full-time to handle assist with duties surrounding the Records Clerk position. This arrangement can best manage the needs of the department, at less cost than was realized by utilizing a temporary employee. Given the suggested arrangement, in accordance with the personnel manual, the Senior Records Clerk would be eligible for an additional 5- 10% wage compensation for the additional duties for which she would be responsible. In addition, the CSO, who would be required to work full-time, should be made eligible for full-time benefits, as have been afforded her in the past when such an arrangement was implemented. Furthermore, by applying this suggested arrangement, the new Police Chief will be able to observe and assess the abilities and experience of the Senior Records Clerk and CSO, which will help him in making changes and recommendations for the permanent long-term solutions to the administrative staffing needs of the police department. Recommendation: Staff recommends the City Council approve the Senior Records Clerk to work out of classification as the Police Administrative Assistant, and compensate her at an additional 10- percent of her current wage, retroactive to July 19, 2002. Additionally, staff requests the City Council grant approval for the CSO to work full-time, and accrue benefits at a full-time rate while this arrangement is in effect. Respectfully Submitted, __________________________ Tim Brennan Deputy Police Chief/Acting Chief Item No. 4 Type of Business: WK WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Greg Lee, Director of Public Works Item Title/Subject: Public Works Seasonal Employee Request Meeting Date: January 6, 2003 Background On March 11, 2002, a Public Works employee resigned his position with the City. On August 12, 2002 the Mounds View City Council requested that the Public Works Department review the current staffing levels and quantify impacts on service in the event there is a reduction in these levels. This was presented to Council on September 3, 2002. As a result, Council granted authorization to advertise for the vacant position. On December 31, 2002, Bill Hanson, a thirty-year (30) veteran of Public Works, resigned from the Water Division. This leaves two vacancies in Public Works. Current Public Works Labor Force - Other than the addition of the custodial position at the Community Center, this has been the staffing level of the Public Works Department for the last ten years. Full-time Employees Administration Public Works Foreman 1.0 Water Maintenance Employee 1.0 Maintenance Employee VACANT Sewer Maintenance Employee 1.0 Maintenance Employee 1.0 Streets Maintenance Employee 1.0 Maintenance Employee 1.0 Surface Water Maintenance Employee VACANT Fleet Services Equipment Service Tech. 1.0 Parks Foreman Position 1.0 Maintenance Employee 1.0 Custodial Services – Community Center Maintenance Employee 1.0 Discussion With the two vacancies, there is a short-term need for additional help. Staff proposes that the City create a new contract with a previously employed seasonal Public Works employee who has worked for the City of Mounds View for the past three years. The proposal would be to create a contract for a temporary seasonal position to start on January 15, 2003 and terminate upon City discretion, but not to extend beyond, April 18, 2003. Public Works will be advertising for the two vacant full-time positions internally on January 6, 2003. A member of the sewer division has already expressed a desire to move to the water division. If successful, staff will request authorization of the reclassification from Council later this month. This still leaves two positions in Public Works to be advertised later this month. With little or no Human Resources to assist Public Works, it is anticipated that it will be mid April before a qualified individual could start in Public Works. Given this, two main areas of concern exist for Public Works: 1) Addressing a winter snow fall / ice event; 2) Maintaining an efficient and cost effective sewer division. Winter snow fall / ice event Historically there have been a total of eleven workers called out during or following a snow event. It would take the full crew on average, a total of eight hours to complete the entire task. This translates into 88 man-hours per event. With the two vacancies, the crew has been reduced to nine. This means that all nine members will need to work an additional two hours of over-time (this amount could be much higher in the event of an illness or if the mechanic needs to address a failed piece of equipment). Having one additional person will reduce the time needed and increase safety by reducing work hours on already fatigued plow truck drivers and equipment operators. Current Situation – 9 full time employees @$20 per hour 88hours / 9 employees = 9.78 hours per employee 72 regular hours @ $20 = $1440 16 overtime hours @ $30 = $480 Total Amount $1920 Proposed Situation – 9 full time employees @$20 per one Seasonal @ $10.50 88hours / 10 employees = 8.8 hours per employee 72 regular hours @ $20 $1440 8 regular hours @ $10.50 = $84 7.2 overtime hours @ $30 = $216 0.8 overtime hours @ $15.75 = $12.6 Total Amount $1752.60 $1920 – $1752.6 = $167.40 saving per snow event Snow Plowing Notes:  Every person in Public Works Maintenance is assigned to a piece of equipment: three plow trucks, loader, two skidsteer loaders, two pick- up plow trucks, tractor, two snow blowers.  It takes approximately 8 hours to plow after a snow event with current staffing levels. A loss of just one person invokes over-time pay.  Increasing plow time increases fatigue and increases the probability of an accident.  During back-to-back snow events, selected pathways and skating rinks may not be plowed.  The fleet mechanic is included in the plowing activities. In the event a piece of equipment needs service, the remaining plow crew must take over the fleet mechanic’s route. Sewer Division For the sewer division to operate effectively and safely requires no fewer than two full time employees. Sewer maintenance activities such as root cutting, televising, and jetting/cleaning all require two people. Since December 20, 2002 the sewer maintenance and preventative maintenance have been ceased. Only emergency work has been performed. A seasonal employee would allow for a two-man operation to continue in the sewer division and the maintenance schedule and activities to be reinstated. Staff recommends that the Council authorize Public Works to create and execute a contract for a temporary seasonal position to start on January 15, 2003 and terminate upon the City discretion, but not to extend beyond, April 18, 2003. Recommendation: Staff is looking for direction from the City Council pertaining to this matter. Specifically, staff is looking for Council input on whether the Staff should create a resolution authorizing Public Works to create and execute a contract for a temporary seasonal position for consideration at the January 13, 2003 Council Meeting. Respectfully Submitted, Greg Lee, Director of Public Works Item No. 5 Type of Business: WK WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Charles Hansen, Finance Director CC: Jim Ericson, City Administrator Item Title/Subject: Priorities Date of Report: January 6, 2003 The staff would like to discuss several pending issues and learn the City Council’s priorities and philosophy on them. They are briefly listed as follows: Long-term financial plan / Capital improvements plan. Code enforcement. YMCA/Community Center. Eminent domain. Golf course point of sale cash registers. Tax increment financing. Personnel manual. Other staff members may bring up additional items at the meeting.