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CITY OF MOUNDS VIEW
WORK SESSION AGENDA
MONDAY, July 16, 2001
6:00 p.m.
CALL TO ORDER
ROLL CALL: Sonterre, Quick, Stigney, Marty Thomas
________ 1. Draft Merit Pay Policy for Employees Working in Higher Classification
Positions-Givonna Reed
________ 2. Proposed Independent Contract for Golf Instructor -Givonna Reed
________ 3. Consideration to Reclassify Public Works and Park Foremen
Positions – Michael Ulrich
________ 4. Projects Update – Michael Ulrich
________ 5. Golf Course Recommendations – Michael Ulrich
________ 6. Mounds View Drive Pavement Condition – Michael Ulrich
ADJOURN
Item No.1 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: Givonna Reed, Assistant to the City Administrator
Item Title/Subject: Draft Merit Pay Policy for Employees Working in Higher
Classification Positions
Date of Report: July 16, 2001
The Council will recall that a grievance was filed by an employee who had assumed 80% of the
responsibilities of a higher classification position left vacant due to a retirement. The individual
asked for compensation commensurate with the higher classification duties. At the May 7, 2001
Work Session staff approached the Council regarding creating a policy to compensate employees
working in higher classification positions due to vacancies.
After much discussion the Council directed staff to create a merit pay policy based on the following
parameters:
• To be eligible employees must fill a vacant position of higher classification on a temporary
basis;
• There must be a maximum amount of merit pay for which employees may qualify;
• Performance will determine whether an employee will receive merit pay and an employee’s
performance must be evaluated at regular intervals until the employee is returned to
her/his regular position;
• Recommendations by department heads for merit pay must be approved by the City
Administrator and City Council
The following draft policy has been created for the Council’s consideration.
Statement of Policy and Understanding
1. Merit pay for working in a higher classification position may be provided to regular full- and
part time employees for the adequate performance of duties normally performed by an
employee of higher classification.
2. The performance of higher classification duties must encompass at least 75% of the full
range of responsibilities of the higher classification position for at least two consecutive
months.
3. Designation and assumption of higher classification duties under this policy shall occur
only after formal approval by the City Administrator and City Council. The City
Administrator and City Council must also approve the percentage of time the employee will
spend performing duties of the higher classification position prior to the assumption of the
duties.
4. An employee’s performance will be evaluated by her/his department head every two
months. Recommendations by department heads to the City Administrator for merit pay
for the previous two months will be based on the City’s current performance evaluation
form and the following criteria:
• Quality performance and high productivity
• Demonstration of exceptional creativity
• Overcoming significant obstacles
• Increasing City or department effectiveness and/or cost savings
• Demonstration of exceptional customer service skills
5. An employee’s performance will determine whether an employee qualifies for merit pay
and, if so, whether merit pay will be 5% or 10% above the employee’s base wage for the
performance of duties of the higher classification position.
6. Recommendations for merit pay under this policy must be approved by the City
Administrator and City Council. If awarded, merit pay will apply to the percentage of time
spent performing the duties of the higher classification position.
7. When the vacancy is filled or when the employee returns to their regular position,
whichever occurs first, the employee’s salary will be readjusted to its previous level.
8. Benefit accrual rates (sick and vacation leave) will be adjusted when a higher classification
position requires regular part time employees to work at least three quarters time. Benefit
accrual rates will be readjusted to normal levels once the vacancy is filled or when the
employee returns to her/his regular hours, whichever occurs first.
9. Overtime accrued while performing duties of the higher classification position will be paid
retroactively at the applicable rate.
Considerations
Please note that this policy does not address situations where an employee in a higher
classification position might take on additional responsibilities due to a vacancy in a lower
classification position. Also, this draft policy is distinctly different from a merit policy for which
all employees might qualify with exceptional performance.
I am particularly looking for input regarding how overtime will be paid if merit pay is essentially
applied retroactively. Perhaps employees will code their time sheets or use separate time
sheets for their normal duties and for the higher classification position duties.
Recommendation
Review the proposed policy and direct staff to make changes as deemed necessary.
City of Mounds View Performance Evaluation
Employee Name: Position:
Evaluator: Date of Evaluation:
When using OUTSTANDING and
UNSATISFACTORY, please explain
why on reverse side. When using
NEEDS IMPROVEMENTS, please
explain what actions are to be
taken. Check SEE COMMENTS for
comments on backside. “X”
Appropriate Box. Outstanding Exceeds Requirements Meets Requirements Needs Improvement Unsatisfactory Does Not Apply See Comments ALL EMPLOYEES
1. Attendance
2. Punctuality
3. Attitude
4. Personal Neatness
5. Quality of Work
6. Quantity of Work
7. Ability to Organize
8. Meeting of Schedules
9. Ability to Work with Others
10. Ability to Work with General
Public
11. Ability to Follow Instructions
12. Job Interest
13. Productive Use of Time
14. Performance Under Pressure
15. Performance with Minimal
Supervision
16. Oral Communication Skills
17. Written Communication Skills
18. Willingness & Ability to Accept
Responsibility
19. Care/Maintenance of Equipment
20. Willingness to Work Overtime
SUPERVISORY EMPLOYEES
21. Training/Leadership Abilities
22. Work Direction Abilities
23. Cooperative Abilities
24. Fairness and Impartiality
General Comments:
I Certify That I Have Seen This Report:
Employee’s Signature Date Department Director’s Signature
Date
Evaluator’s Signature Date City
Administrator’s Signature Date
City of Mounds View Performance Evaluation Comment Page
Performance
Item # Comments
This performance evaluation has been received by the City Administrator for
review and filing.
City Administrator Comments:
City Administrator: ____________________________Date:
________________________
Signature
Item No. 2 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: Givonna Reed, Assistant to the City Administrator
Item Title/Subject: Proposed Independent Contract for Golf Instructor
Date of Report: July 16,2001
Staff has received from the City Attorney a template for an independent contract, however, the
seasonal golf instructor is not available to discuss this matter until Friday. The Council packet will
have already gone out by then.
Please check your email late Friday or over the weekend for a follow-up report.
Respectfully Submitted
Givonna Reed
Assistant to the City Administrator
763-717-4008
Item No. 3
Staff Report No.
Meeting Date: July 16, 2001
Type of Business: W.S.
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: Michael Ulrich, Director of Public Works
Item Title/Subject: Consideration to Reclassify Public Works and Park Foreman
Positions
Date of Report: August 29, 2018
When the Park and Recreation Director position was eliminated from the City of Mounds View’s
organizational structure, Park maintenance was added to the Public Works Department, several
responsibilities and duties accompanied that transfer to existing personnel. Both Foreman’s
assumed more authority and responsibility for budgeting, planning, coordination of personnel,
and leadership. Under the past administration, possible reclassifications were discussed, but held
off for a trial period to evaluate new procedures and performance of individuals. The individuals
in both of these positions have surpassed all expectations of their abilities to perform the
additional responsibilities placed on them.
The Public Works Foreman was promoted from the Lead person / Mechanic, as the existing
Public Works Supervisor assumed the Director of Public Works position. During this transition
phase additional education and experience in managing the operations of the department were
attained. Subsequently the position was elevated to a Public Works Foreman. The current
Foreman has served in this position for approximately five to six years. He has grown in the
position and has proven to provide exceptional leadership of the department. Involvement in
professional organizations and furthering his education and knowledge in Public Works has
made him a valuable asset to the City. He has earned respect and admiration from his peers and
fellow employees. Prior to him occupying the Public Works Foreman position, the position was
reclassified to Public Works Supervisor. It is at this time, staff is recommending that this position
once again be reclassified to a Public Works Supervisor.
The Park Foreman position was created several years ago under the direction of the Park and
Recreation Director. This position remained a member of the bargaining unit and received a pay
differential when supervising additional personnel. Other than purchases of playground
equipment, which were handled by the Director, this position ultimately administered the
maintenance and construction projects of the Park Department. As mentioned previously in this
report several additional responsibilities were delegated to this position with the elimination of
the Director of Park and Recreation, namely responsibility of the Community Center
maintenance operations, involvement with the Park and Recreation Commission, construction of
trails and full day to day supervision of the Park Maintenance Programs. It is at this time, staff is
recommending that this position be reclassified to a Park Supervisor.
City of Mounds View Staff Report
August 29, 2018
Page 2
Pending Council approval, both of these position descriptions will be sent to Labor Relations to
be evaluated and pointed. Both positions are expected to be classified exempt The top of the
salary range will be recommended and staff will then provide a five-step pay plan and starting
step for the City Council’s consideration.
If Council has any questions or concerns regarding this report, please feel free to call me.
RECOMMENDATION: Staff recommends the reclassification of the Public Works and Park
Foreman positions to take effect as soon as can be made possible.
_________________________________
Michael Ulrich, Director of Public Works
Item No. 4
Staff Report No.
Meeting Date: July 16, 2001
Type of Business: W.K.
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: Michael Ulrich, Director of Public Works
Item Title/Subject: Projects update
Date of Report: August 29, 2018
Staff is nearing completion of most of the tasks identified in the letter of resignation.
Most minor projects will be completed as the next few weeks approach.
• Well #6 should be operational by the middle of the week of July 16, if not, the
contractor will be installing a temporary pump.
• Staff is meeting with TKDA to review the building plans for Hillview Shelter.
The Building Inspector has completed a preliminary review.
• Recommendation for award of the City Hall Boiler Proposal is anticipated to
be scheduled for the July 23, 2001, Council meeting.
• An open house is scheduled for July 19, 2001 in the Council Chambers for
County Rd. H2 project. A brief report will be presented to Council at the
meeting of the 23rd.
• Community Center Pond is being pumped out this week to provide the
contractor the opportunity to final grade the slopes and restore the site.
• Bids for the Edgewood Middle School Regional Pond are due July 19, 2001.
Aaron Parish and SEH will be presenting this project on July 23, 2001.
• This year’s sealcoat project should be ready for advertisement next week.
Projects such as County Rd H2, Edgewood Middle School Regional Pond and the
Hillview Park Shelter will require more involvement from the respective consultanting
firms.
_________________________________
Michael Ulrich, Director of Public Works
\\Ntserver\CityHall\DATA\GROUPS\PUBWORKS\Mike's documents\staff reports\Project Update.doc
Item No. 5
Staff Report No.
Meeting Date: July 16, 2001
Type of Business: W.K.
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: Michael Ulrich, Director of Public Works
Item Title/Subject: Golf Course Recommendations
Date of Report: August 29, 2018
After several weeks of observation and working at the Bridges Golf Course, I have
some suggestions on the operational aspect of the course. I would like to state that
these suggestions or recommendations are made with very little golf course or
clubhouse experience. These options will obviously take time to play out and some may
seem more appropriate for the future of the course verses the interim period, which the
City is faced with currently. For managing the entire operation, I believe there are four
possible options.
1. Hire a Golf Course Superintendent / Manager, as a department head, reporting
to the City Administrator.
2. Operate the Course and Clubhouse under the direction of the Public Works
Director, with one supervisor of Clubhouse Operations and one supervisor of
Course Operations / Maintenance. This could allow for the occasional utilization
of Public Works / Parks personnel.
3. Operate the Clubhouse with a Supervisor / Pro, Operate the Course
Maintenance with a Golf Course Supervisor, reporting to the City Administrator
4. If legally possible, lease the entire operation to a private firm to manage the
facility as a whole.
The following scenarios could play out in numbers 2 and 3.
• The Clubhouse Supervisor would be responsible for all activities generated from
the facility. These would include; hiring both the Golf Pros and number of Pros
required to effectively provide lessons, leagues, promote the course and
merchandise; hire seasonal positions for the range, beverage cart, clubhouse
attendant and other positions as needed, within the specified budget.
• One Golf Course Supervisor and one greens keeper should be hired to share the
course maintenance responsibilities.
• Seasonal course maintenance personnel (possibly 4) should be hired to work 35
to 40 hours a week. On days when mowing is not required, this staff will perform
other activities throughout the course that are currently difficult to schedule due
to the lack of manpower. Equipment maintenance expenses could be reduced by
this measure.
City of Mounds View Staff Report
August 29, 2018
Page 2
• Golf shop merchandise could possibly be reduced to select items most
frequently purchased, to eliminate overhead. Consultation with the Clubhouse
Supervisor should be considered.
• Additional areas of the course should be irrigated to improve play and aesthetics.
• Cart paths should be paved to reduce maintenance for both the path and mower
blades.
• Equipment should be continually replaced based on a useful life cycle, need,
efficiency, and repair costs.
• While the irrigation system is functional, perhaps a more detailed study of the
equipment is necessary.
In closing, there are current employees on both the Clubhouse and Maintenance sides
of the operation of the Bridges that have remained stable in their performances during
the past weeks. In many instances they have played a key role in continuing to provide
quality service to the public and maintenance of the facility. Realizing it may take
several months to resolve this matter and move forward, I would recommend an interim
wage adjustment for these individuals for the responsibilities they have assumed.
_________________________________
Michael Ulrich, Director of Public Works
\\Ntserver\CityHall\DATA\GROUPS\PUBWORKS\Mike's documents\staff reports\Golf Course Recommendations.doc
Item No. 6
Staff Report No.
Meeting Date: July 16, 2001
Type of Business: W.K.
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: Michael Ulrich, Director of Public Works
Item Title/Subject: Mounds View Drive, Pavement Deterioration
Date of Report: August 29, 2018
Approximately two years ago staff noticed a minute amount of surface deterioration of the
asphalt on Mounds View Drive. The surface, down to a dept of an inch or two, had begun to pop
out. Areas that were practical to patch, were filled with a fine asphalt mix. Last spring more
deterioration occurred and again these areas were patched. This spring, due to the larger amount
of snow and frequent freeze / thaw cycles, a vast majority of the entire street is experiencing the
same deterioration. At this point, the most cost effective method of correcting the condition is to
mill and overlay the entire street.
Since this is a relatively small project, staff spoke with Ramsey County to inquire what their
availability and estimate would be to perform the project. The County is able to schedule this
project with a couple of months notice and quoted us a price of approximately $3.00 per square
yard, to mill the street and provide equipment and labor to perform the overlay. The City would
be responsible for purchasing the asphalt. Again, noting the size of the project, utilizing another
Government agency would simplify the project by not having to create plans and specifications,
advertisements, consulting fees, and inspections. It is estimated this project could be completed
within this year’s budget for pavement management, however this project would also be assessed
to the abutting property owners. It is staff’s recommendation that this project be scheduled for
this fall (September) and the assessment procedure begin as soon as possible. Following is an
estimate of the project costs:
Ramsey County 10834 yds2 * $3.00 = $32,502.00
Mounds View, Asphalt 600 tons * $30.00 = $18,000.00
Total $55,502.00
It appears that only the properties abutting the east side of the street, which are commercial
properties, would be assessed. Although the west side is residential, these are mostly double
frontage lots, which cannot be subdivided, therefore they can only be assessed for the side in-
which the driveway enters. With the nature of such a small project, it is staff’s belief, that the
current staff can handle this project, with little outside assistance.
RECOMMENDATION: Staff recommends the City Council direct staff to commence with
project, including the assessment procedures as soon as possible, anticipating fall 2001
construction.
_________________________________
Michael Ulrich, Director of Public Works \\Ntserver\CityHall\DATA\GROUPS\PUBWORKS\Mike's documents\projects\Mounds View Drive\Mounds View Dr Project.doc