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HomeMy WebLinkAboutAgenda Packets - 2000/02/07M:\MasterFiles\1999 thru 2010\2000\City Council\Work Session Packets\02-07-00\Agenda.doc CITY OF MOUNDS VIEW WORK SESSION AGENDA February 7, 2000 6:00 p.m. Items Discussed Per Consensus _______ 1. Review of Golf Course Sign Bids – Chuck Whiting, John Hammerschmidt _______ 2. Review of Survey RFPs – Chuck Whiting _______ 3. Preview of March 2 All City Council City Boards Appreciation Dinner (set up evening agenda) - Chuck Whiting _______ 4. Review of MVCC Catering Agreements Status _______ 5. Discussion regarding redevelopment of 2225 Hillview Road by Habitat for Humanity – Jim Ericson _______ 6. Consideration of Resolution 5412, Resolution appointing Police Civil Service Commissioner-Givonna Reed _______ 7. Discussion regarding an emergency interim ordinance regulating the presence and siting of tattoo, body piercing, body branding, body painting and related establishments within the city of Mounds View – Jim Ericson _______ 8. City Administrator Review _______ 9. Response to State Auditor regarding TIF Questions _______ 10. Charter Commission Resolutions and Inquiry M:\MasterFiles\1999 thru 2010\2000\City Council\Work Session Packets\02-07-00\City Administrator's Memo.doc February 2, 2000 To: Honorable Mayor and City Council From: Chuck Whiting, City Administrator Re: February 7, 2000 City Council Work Session Here’s what we have for the work session on Monday: Item 1: Review of Golf Course Sign Bids - Chuck Whiting, John Hammerschmidt: The golf course sign bids have come in and will be reviewed with the Council on Monday night. The Golf Course Committee should actually meet prior to the Council and review this, so they will on late Monday afternoon. While the bids should be reviewed, the Council should use this opportunity to determine what you like and don’t like, and what questions you may have that can be followed up on during the rest of the week. Two things will need to come from the work session, first, an indication of the preferred bid, and second an understanding that a conditional use permit will need to be applied for from the City to allow the selected sign to be constructed. John is drafting a resolution authorizing staff to submit that application on behalf of the City and that should be ready for review on Monday. Action on both the preferred bid and the resolution to submit the CUP would be on the February 14 meeting agenda. Item 2: Review of Survey RFPs - Chuck Whiting: I still have two days to go to Receive survey RFPs. So far I have only received two. Decision Resources did call to state they will not work with City based on the current composition of the Council. I find this discouraging but not unexpected. Item 3: Preview of March 2 All City Council City Boards Appreciation Dinner - Chuck Whiting: In trying to get a handle on the significance of this meeting, I thought it best to review particulars with the Council. First, the number of people to attend will affect the cost of the dinner. The following boards exist for the City: City Council – 5 members, 2 staff Planning Commission – 9 members, 2 staff Parks and Recreation – 7 members, 1 staff Cable Commission – 5 members Economic Development Commission – 7 members, 1 staff Civil Service Commission – 3 members, 1 staff Golf Course Committee – 2 staff Charter Commission – 15 members This is 61 positions, recognizing some people and staff fill more than one position. With the invitation of spouses or significant others this doubles to 122. If the Council wishes to add outgoing board members from 1999, additional spaces would be generated. Roughly speaking, it appears that if as many as 150 were to be invited, the cost for the M:\MasterFiles\1999 thru 2010\2000\City Council\Work Session Packets\02-07-00\City Administrator's Memo.doc MVCC would run between $1,500 and $1,900. I talked with Sharie Linke about the food. A choice of chicken or pork seemed reasonably and with a small dessert, the cost should be around this amount. As for the entertainment, I checked into the comedian that was mentioned. He will perform for 30 to 45 minutes for $500 if he does not received a more profitable booking. To secure him may cost between $800 and $1,000. As for the work of the meeting, I suggest a short agenda that includes statements from the Mayor expressing the Council’s appreciation for the boards’ service to the City, a statement of general interests and objectives of the whole Council for 2000, and a request to the board chairs on their boards interests and objectives for the year. Everyone recognizes that not everything is agreed too, so I suggest the comments be broached in that fashion. The purpose of the evening is to show appreciation for the individual effort and commitment, not to reward or punish depending on who agrees with whom, at least that is what I think would work best. For the discussion Monday night, is this in line with the wishes of the Council. Some concern has been expressed about the cost for entertainment and what boards should be included. Perhaps we can clear this up Monday night. Item 4: Review of MVCC Catering Agreements Status – Bruce Kessel: The catering contract at the MVCC was never finally acted upon even though we have been following it during the past year. Bruce can review it and respond to Council questions. Item 5: Discussion regarding redevelopment of 2225 Hillview Road by Habitat for Humanity - Jim Ericson: Jim will present this Monday evening. Item 6: Consideration of Resolution 5412, Resolution appointing Police Civil Service Commissioner-Givonna Reed: The City has received interested applicants for this position and will review them with the Council on Monday. Item 7: Discussion regarding an emergency interim ordinance regulating the presence and siting of tattoo, body piercing, body branding, body painting and related establishments within the city of Mounds View - Jim Ericson: Jim will review this issue as well. The City has received an application for this type of business and he has conferred with Scott Riggs on it. The Council will want to hear some of the issues that can come with this item. Item 8: City Administrator Review – Chuck Whiting: While my anniversary date is in April, my pay adjustment was included in the 2000 payroll plan. Last year we discussed coordinating these two items. I apologize for missing this, but will be open to how the Council would like to deal with it. Enclosed is the past form for doing my evaluation, plus the one I use for employees. I put this on the agenda for the Council to discuss how it would like to do the review, not necessarily to have it done at the meeting. Last year Council members individually did the review and if chose to, met with me to go over it. M:\MasterFiles\1999 thru 2010\2000\City Council\Work Session Packets\02-07-00\City Administrator's Memo.doc Other Councils have met with me collectively. For the Administrator, I believe this type of review is a closed meeting unless I ask for it to be open, but for now the Council may want to choose how it would like to proceed. I had scheduled a review of the City’s wetland buffer policies based on the discussions the Council had over the past two months. I didn’t put it on this meeting’s agenda because we will need to bring the whole water management plan to the Council sometime in the next couple of months and thought it may be better to cover the wetland buffer stuff in that context. That’s it for now. At our staff meeting Tuesday I reviewed the retreat of Monday night and the agenda for this meeting and the one on the 14th. It was kind of a catch up meeting for me. We are looking in to the TOLD options some more and expect to hear from them shortly. A meeting with the Mermaid is set up as well. They sound as if they are ready to discuss financing and some other plan options. We will see what they have to say. I had a short talk with Peterson Environmental on the “Big Woods” plan. They took a little longer than they wanted on some wetland surveying, but have gotten their data back. I will be meeting with them in a couple of weeks with the RCWD. For this week, Thursday I am at the Capital for the LMC Legislative Conference, and also this will be the week staff gets its TIF response to the OSA. Charter Chair Julie Olsen has asked me to explain the franchise fee charter language interpretation and I hope to get that to her in a few days. And finally, calls are coming in expressing concern over the rerouting of the buses in Mounds View by Metro Transit. Lastly, I forwarded an email from Bruce Vento’s office on his decision not to seek reelection and his unfortunate health concerns. Regardless of party affiliation, the Council may want to consider at some time a resolution of appreciation for his years of service to this area. He has been very active in the Arsenal discussions for some time and has been accessible to the area’s representatives all this time. Have a good weekend and see you Monday. RESOLUTION NO. 5413 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA A RESOLUTION AUTHORIZING CITY STAFF TO SUBMIT A CONDITIONAL USE PERMIT ON BEHALF OF THE CITY OF MOUNDS VIEW, FOR THE PLACEMENT OF BILLBOARDS ON CITY PROPERTY GENERALLY DESCRIBED AS THE BRIDGES GOLF COURSE. WHEREAS, The City Of Mounds View desires to place up to six billboards on the City property north of State Hwy 10 generally described as The Bridges Golf Course; and WHEREAS, Ordinance NO. 644 requires that a conditional use permit must be obtained in accordance with the procedures found in section 1125.01 Subdivision 3 of the Mounds View Municipal Code in order to construct such billboards; NOW THEREFORE, BE IT RESOLVED that the Mounds View City Council directs Mounds View staff to apply for Conditional Use Permit(s) in order to locate billboards on City of Mounds View property north of Hwy 10(118), generally described as The Bridges Golf Course. Adopted this 14th day of February, 2000. --------------------------------------------------- Mayor ----------------------------------------------------- Acting Clerk Administrator Item No. 5 Meeting Date: February 7, 2000 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 & City Council From: James Ericson, Planning Associate Item Title/Subject: Discussion Regarding the Redevelopment of 2225 Hillview Road by Habitat for Humanity. Date of Report: February 3, 2000 Background: On December 14, 1999, the City purchased the blighted property located at 2225 Hillview Road with the express purpose of demolishing the existing structure, preparing the lot for redevelopment by Habitat for Humanity, hereinafter “Habitat”. It was discussed at the Council’s December 2, 1999 worksession that a combination of funding sources totaling $50,000 would be used in the purchase of the property by Habitat, utilizing CDBG funds from separate grants Habitat and the City received from the County. After a meeting with staff , Habitat officials, and County representatives on January 20th, it was decided to utilize only one funding source, that of the grant received by Habitat. The tentative plan at this point is to have the property transfer (sale) completed no later than April 1, 2000, with construction to begin soon thereafter. Habitat plans on retaining the garage as it appears to be structurally sound and should be less expensive to renovate than building a new one. Discussion: One of the issues that will need to be resolved prior to the closing of the property concerns the drafting of a mutually agreeable purchase and redevelopment contract. Because the City is dealing with non-profit agency rather than a builder/owner team, the standard purchase and redevelopment agreement will need to be somewhat altered, especially in regards to the minimum building requirements typical of a standard HRP (Housing Replacement Program) property. Given the constraints of the lot, Habitat will be providing staff with a few possibilities with regard to a site plan suitable for the property. These plans will not however be available in conjunction with this report, but should be delivered prior to the meeting Monday evening. Redevelopment of 2225 Hillview Road February 7, 2000 Page 2 With regard to the purchase and redevelopment agreement, Habitat is working to revise an agreement recently entered into with another City to suit this property, which our City Attorney will review and make any suggestions / corrections as deemed necessary. Because the City will not be utilizing funds from its $75,000 CDBG grant (addressing the redevelopment of blighted housing for low to moderate income ownership), it is assumed that whatever agreement drafted will be used for future transactions with Habitat or similar agencies. Last, the environmental assessment has been completed by Environmental Property Audits, Inc., which found no potential hazards other than some asbestos-containing floor tiles on the steps leading to the basement of the house. The Demolition RFP will include a stipulation that the demolition agent shall arrange to have this material removed by a licensed abatement contractor prior to demolition. Recommendation: Please forward to staff any thoughts, suggestions or comments regarding the redevelopment of 2225 Hillview Road. _____________________________________ James Ericson, Planner N:\DATA\USERS\JIME\SHARE\Housing\HRP\2225 Hillview\2225 Hillview Update 2-7-00.doc M:\MasterFiles\1999 thru 2010\2000\City Council\Work Session Packets\02-07-00\Item No. 06--Reso 5412 Appointing Police Civil Service Comm.doc;G. Reed.doc Item No: 6 Type of Business: WK WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Mayor and City Council From: Givonna Reed Subject: Resolution 5412 appointing Commissioner to a three-year term on the Police Civil Service Commission Date: February 7, 2000 We currently have two Commissioners serving on the Police Civil Service Commission: Rita Goldhammer and Robert Toberg, who was reappointed to a three-year term by the Mayor and City On December 13th, 1999. One seat remains open on the Commission. As you will recall, the application deadline for the Police Civil Service Commission was extended to January 31, 2000. The City has received two applications from interested individuals-Janet Quick and Eric Bradley Miller. Their applications are attached for your review. Recommendation: Review applications and be prepared to vote for one of the applicants at the February 14, 2000 City Council meeting. Respectfully Submitted, ___________________________ Givonna Reed, Assistant to the City Administrator M:\MasterFiles\1999 thru 2010\2000\City Council\Work Session Packets\02-07-00\Item No. 06--Reso 5412 Appointing Police Civil Service Comm.doc;G. Reed.doc RESOLUTION 5412 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA Resolution appointing Police Civil Service Commissioner for three-year term to expire December 31, 2001. WHEREAS, former Police Civil Service Commissioner Charlynn Robertson resigned from her seat on the Commission in the summer of 1999; and WHEREAS, residents of Mounds View have been notified of this opportunity to serve the community; and WHEREAS, the Police Civil Service Commission consists of members appointed by the Mayor with the approval of the majority of the City Council. NOW, THEREFORE, BE IT RESOLVED that the Mayor does hereby appoint and the City Council does hereby approve the appointment of to a three-year term on the Police Civil Service Commission. Adopted this 14th day of February, 2000. ATTEST: Dan Coughlin, Mayor SEAL: Charles S. Whiting, City Clerk-Administrator APPRAISAL OF PERFORMANCE Chuck Whiting ________________________________________________________________________ Clerk- Administrator TITLE – CITY OF MOUNDS VIEW ________________________________________________________________________ Evaluation of Clerk/Administrator Explanations and Directions Performance Evaluation as Team Building Evaluation as Team Building If evaluation is to be, in the truest sense, a means of team building, certain conditions must prevail. The two processes must be compatible and interrelated in the following ways: 1. Evaluation is basically a means, not an end in itself. 2. The trust level between the evaluatee and evaluators must be high. 3. The roles each are to fulfill must be clearly indicated and accepted. 4. Responsibilities are matched with pre-determined standards of performance. Definition of Roles A. Policy Board 1. Conduct annual assessments of performance of the Clerk/Administrator. 2. Respect the prerogatives of the Clerk/Administrator insofar as operational management function of the organization is concerned and the policy functions of the Council. 3. Make assessments in general terms except in instances where specific improvements are needed or when explicit commendations are due. B. Clerk/Administrator 1. Accepts the prospects of annual evaluations. 2. Understands the scope and thrust of the evaluations. 3. Expects the evaluations to adhere to the established procedures for evaluating the performance of the Clerk/Administrator. Pre-Determined Performance Standards A performance standard is defined as the condition that will exist when a responsibility of function is successfully performed. It is essential that a performance standard be established, at the outset, for each of the eight major areas of responsibility of the Clerk/Administrator. This is necessary in order to use the rating scale effectively. Major Areas of Responsibility It should be reiterated that in determining the appropriate level of expectations, actual performance must be measured in relation to the indicated standard of performance. Eight major areas of responsibility are identified as the basis upon which assessments are to be made. Descriptions are provided under each to clarify the meaning and content of the area. However, the evaluation is made of the major area. Eight Major Areas of Responsibility I. Organizational Management II. Fiscal/Business Management III. Program Development and Follow-Through IV. Relationship with the Council V. Long-Range Planning VI. Relationship with Public and Private Sector Organizations VII. Interagency Relations VIII. Professional/Personal Development Rating Symbols Three rating symbols are used to make the assessments as follows: E = Exceeds Expectations (Performance has been above reasonable expectations). M = Meets Expectations (Performance has attained a level of reasonable expectations). B = Below Expectations (Performance has been below reasonable expectations). As indicated earlier, without more precise definition of the term “expectations”, it is possible that ambiguity will result in the use of the term. In order to help avoid this possibility, the concept of performance standards is used. It will be noted that in connection with each major area, a performance standard is stated, including the conditions that have to be met in order to decide the extent to which “expectations” have been met. Rating Responsibility Performance Standard ____E ____M I. Organizational Management Organizational Management will be considered effective when a majority of the conditions have been successfully fulfilled: ____B Plans and organizes the work that goes into providing services established by past and current decisions of the Council. Plans and organizes work that carries out policies adopted by the Council and developed by staff. Evaluation and keeping up with technology. Selecting, leading, directing and developing staff members. a. Well qualified, promising persons are recruited and employed. b. Employees are appropriately placed, contributing to a high retention rate. c. Supervisory techniques motivate high performance. d. Complaints to the Council are not common. e. The organization is aware of new trends in technology. Comments: Observations of Evaluators: (Use this space also to indicate the impact upon the teamwork factor). Suggestions for Improvement: (Specific area(s) that need strengthening). Commendations: (Area(s) of performance calling for praise/commendation). Comments from the Administrator: Rating Responsibility Performance Standard ____E ____M II. Fiscal/Business Management Fiscal/Business Management will be considered effective when a majority of the conditions have been successfully fulfilled: ____B Plans and organizes the preparation of an annual budget with documentation, etc. that conforms to guidelines adopted by the Council. Plans, organizes and supervises most economic utilization of man power/materials/machinery. Plans and organizes a system of reports for the Council that provide mo st up-to-date data available concerning expenditures and revenue. Plans and organizes maintenance of facilities/buildings/equipment. a. Budget preparation and management are thorough and effective. b. Cost-effective measures are persistently pursued. c. Financial reporting is timely and readily understandable. d. Physical facilities management is efficient. e. An adequate data base is established and maintained. Comments: Observations of Evaluators: (Use this space also to indicate the impact upon the teamwork factor). Suggestions for Improvement: (Specific area(s) that need strengthening). Commendations: (Area(s) of performance calling for praise/commendation). Comments from the Administrator: Rating Responsibility Performance Standard ____E ____M III Program Development Program planning techniques and procedures will be considered effective when a majority of the conditions have been successfully fulfilled: ____B Plans and organizes on-going programs and services to the organization. Plans and organizes work involved in researching program suggestions by Council and Staff and the reporting of the results of analysis. Maintains knowledge of current and innovative trends in the area of services being provided and incorporates that knowledge in program suggestions and research. Plans and organizes work assigned by the Council so that it is completed with dispatch and efficiency. Plans, organizes and supervises implementation of programs adopted or approved by the Council. a. Ongoing programs and services are fully responsive to the organization’s needs. b. Monitoring procedures are in place and functioning well. c. Measurable outcomes (to the extent possible) are used to determine success in program planning. d. The Clerk/Administrator can be depended upon to follow through. e. Makes most effective use of available Staff talent. Comments: Observations of Evaluators: (Use this space also to indicate the impact upon the teamwork factor). Suggestions for Improvement: (Specific area(s) that need strengthening). Commendations: (Area(s) of performance calling for praise/commendation). Comments from the Administrator: Rating Responsibility Performance Standard ____E ____M IV Relationship with Council Relations with the Council will be considered effective when a majority of the conditions have been fulfilled: ____B Maintains effective communications, both verbal and written, with the Council. Maintains availability to the Council either personally or through designated subordinates. Plans and organizes materials for presentations to the Council, either verbally or written, in the most concise, clear and comprehensive manner possible. a. Materials, reports, presentations and recommendations are clearly and convincingly made. b. Communications are made in a timely, forthright, and open manner. c. Responses to requests are made promptly and completely. d. Recommendations appear to be thoroughly researched. e. Adequate information is provided to the council to make decisions. f. A system is in place to report to the Council current plans, activities, and events. Comments: Observations of Evaluators: (Use this space also to indicate the impact upon the teamwork factor). Suggestions for Improvement: (Specific area(s) that need strengthening). Commendations: (Area(s) of performance calling for praise/commendation). Comments from the Administrator: Rating Responsibility Performance Standard ____E ____M V. Long Range Planning Strategic planning will be considered effective when a majority of the conditions have been successfully fulfilled: ____B Maintains knowledge of new technologies systems, methods, etc. in relations to services offered. Keeps the Council advised of new and impending legislation and developments in the area of public policy. Plans and organizes a process of program planning in anticipation of future needs and problems. Establishes and maintains an awareness of developments occurring within other testing centers or other jurisdictions that may have an impact on City activities. Plans, organizes and maintains a process for establishing goals to be approved or adopted by the Council and monitoring and status reporting. a. A well constructed long- range (strategic) plan is currently in operation. b. Annual operational plans are carried out. c. An on-going monitoring process is in operation to attain quality assurance in program and project implementation. d. Program evaluation and personnel evaluation are inter-related with the strategic planning process. e. A marketing strategy is developed and monitored. Comments: Observations of Evaluators: (Use this space also to indicate the impact upon the teamwork factor). Suggestions for Improvement: (Specific area(s) that need strengthening). Commendations: (Area(s) of performance calling for praise/commendation). Comments from the Administrator: Rating Responsibility Performance Standard ____E ____M ____B VI Relationship with Public/Public Relations Maintains knowledge of new technologies systems, methods, etc. in relations to services offered. Keeps the Council advised of new and impending legislation and developments in the area of public policy. Plans and organizes a process of program planning in anticipation of future needs and problems. Establishes and maintains an awareness of developments occurring within other testing centers or other jurisdictions that may have an impact on City activities. Plans, organizes and maintains a process for establishing goals to be approved or adopted by the Council and monitoring and status reporting. Communication services will be considered effective when a majority of the conditions have been successfully fulfilled: a. Contacts with the media are timely and credible. b. Publications are varied and consistently well-received by the citizens. c. Feedback from the public and the community leadership is positive. d. The City has a good image with comparable organizations. Comments: Observations of Evaluators: (Use this space also to indicate the impact upon the teamwork factor). Suggestions for Improvement: (Specific area(s) that need strengthening). Commendations: (Area(s) of performance calling for praise/commendation). Comments from the Administrator: Rating Responsibility Performance Standard ____E ____M ____B VII Interagency Relations Maintains awareness of developments and plans in other jurisdictions that may relate to or affect the City. Establishes and maintains a liaison with other agencies in those areas of service that improve or enhance the City’s programs. Maintains communications with governmental jurisdictions with which the City is involved or interfaces. Intergovernmental relations will be considered effective when a majority of the conditions have been successfully fulfilled: a. Sufficient activity with professional organizations. b. Regarded as leader by agency officials c. Provides examples of good ideas from other jurisdictions. d. Positive relationship with other agencies. e. Good cooperation with cities, counties, and state agencies. f. Good relationship with universities and colleges. Comments: Observations of Evaluators: (Use this space also to indicate the impact upon the teamwork factor). Suggestions for Improvement: (Specific area(s) that need strengthening). Commendations: (Area(s) of performance calling for praise/commendation). Comments from the Administrator: Rating Responsibility Performance Standard ____E ____M ____B VIII Professional/Personal Development Maintains awareness and value of broadening professional and personal development. Demonstrates imaginative leadership initiatives. Ability to build cohesiveness in Staff. Decisiveness in leadership performance. Effectiveness in verbal communications. Professional and personal competencies will be considered effective when a majority of the conditions have been successfully fulfilled. a. Management techniques show evidences of innovation, imagination and deciseness. b. Synergetic techniques are fostered c. Verbal communication is commendable. Comments: Observations of Evaluators: (Use this space also to indicate the impact upon the teamwork factor). Suggestions for Improvement: (Specific area(s) that need strengthening). Commendations: (Area(s) of performance calling for praise/commendation). Comments from the Administrator: