HomeMy WebLinkAboutAgenda Packets - 2020/08/10CITY OF MOUNDS VIEW
CITY COUNCIL MEETING AGENDA
MOUNDS VIEW CITY HALL
Monday, August 10, 2020
6:30 p.m.
Virtual Meeting
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1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL: Mueller, Gunn, Hull, Meehlhause, Bergeron
4. APPROVAL OF AGENDA
5. CONSENT AGENDA
A. Approval of Minutes: July 27, 2020
B. Just and Correct Claims
C. Resolution 9296 Accepting and Allocating CARES Act Funding
6. 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.
7. SPECIAL ORDER OF BUSINESS
A. Proclamation: MultiTech ~ 50 Years of Innovation (to be read aloud)
8. COUNCIL BUSINESS
A. Resolution 9294 Amending Compensation Policy for Employees Working in
Higher Classification and Adding to Personnel Manual
B. Resolution 9295 Authorize Additional Compensation for Alexis Bostrom
Working in Higher Classification
9. REPORTS
A. Reports of Mayor and Council
B. Reports of Staff
1. City Administrator
a. Set time for Special Council Meeting August 27 – Charter
Commission
10. NEXT COUNCIL WORK SESSION: Tuesday, September 8, 2020
NEXT COUNCIL MEETING: Monday, August 24, 2020
11. ADJOURNMENT
PROCEEDINGS OF THE MOUNDS VIEW CITY COUNCIL 1
CITY OF MOUNDS VIEW 2
RAMSEY COUNTY, MINNESOTA 3
4
Regular Meeting 5
July 27, 2020 6
Mounds View City Hall 7
2401 Mounds View Boulevard, Mounds View, MN 55112 8
6:30 P.M. 9
10
11
1. MEETING IS CALLED TO ORDER 12
13
Mayor Mueller stated due to the COVID-19 pandemic this meeting would be held virtually. 14
15
2. PLEDGE OF ALLEGIANCE 16
17
3. ROLL CALL: Bergeron, Gunn, Hull, Meehlhause, Mueller 18
19
NOT PRESENT: None. 20
21
4. APPROVAL OF AGENDA 22
A. Monday, July 27, 2020, City Council Agenda. 23
24
MOTION/SECOND: Bergeron/Meehlhause. To Approve the Monday, July 27, 2020, agenda as 25
presented. 26
27
A roll call vote was taken. 28
29
Ayes – 5 Nays – 0 Motion carried. 30
31
5. CONSENT AGENDA 32
A. Approval of Minutes: July 13, 2020. 33
B. Just and Correct Claims. 34
35
MOTION/SECOND: Meehlhause/Gunn. To Approve the Consent Agenda as presented. 36
37
A roll call vote was taken. 38
39
Ayes – 5 Nays – 0 Motion carried. 40
41
6. PUBLIC COMMENT 42
43
None. 44
45
Mounds View City Council July 27, 2020
Regular Meeting Page 2
7. SPECIAL ORDER OF BUSINESS 1
2
None. 3
4
8. COUNCIL BUSINESS 5
A. Resolution 9293, Amend CTV Joint Powers Agreement. 6
7
City Administrator Zikmund requested the Council approve an amended Joint Powers Agreement 8
with CTV. He discussed the updates made to the agreement noting CTV had streamlined or 9
updated the bylaws, and would also allow non-contiguous cities to work with CTV. 10
11
Council Member Bergeron commented on the agreement amendments and stated he appreciated 12
the updates being proposed by CTV. 13
14
MOTION/SECOND: Bergeron/Meehlhause. To Waive the Reading and Adopt Resolution 15
9293, Amend CTV Joint Powers Agreement. 16
17
Mayor Mueller thanked Council Member Bergeron for serving as the City’s liaison to the Cable 18
Commission. 19
20
A roll call vote was taken. 21
22
Ayes – 5 Nays – 0 Motion carried. 23
24
9. REPORTS 25
A. Reports of Mayor and Council. 26
27
Council Member Bergeron stated last Thursday he attended a hybrid style meeting of the Cable 28
Commission where the group discussed the JPA. 29
30
Council Member Meehlhause provided the Council with an update from the Twin Cities 31
Gateway Board. He noted the Executive Committee met last week to discuss Steve Markuson’s 32
retirement which would be coming at the end of the year. He commented on the sports marketing 33
efforts of Al Stauffacher and noted the Executive Committee has proposed promoting Mr. 34
Stauffacher to Mr. Markuson’s position. 35
36
Council Member Meehlhause reported he would be attending an NYFS Board meeting on 37
Thursday, July 30th. 38
39
Mayor Mueller stated she attended an LMC webinar on July 2nd where she learned more about 40
the CARES Act and the distribution of federal funds to local governments. She noted she would 41
be attending Part 2 of this webinar on Wednesday, July 29th. 42
43
Mayor Mueller indicated the Ramsey County League of Local Government would be holding a 44
video conference meeting on Friday, August 14th. 45
Mounds View City Council July 27, 2020
Regular Meeting Page 3
1
B. Reports of Staff. 2
1. Public Works Director 3
4
Public Works Director Peterson updated the Council on the rehabilitation work that was 5
occurring at the water treatment plant and within the street improvement project. 6
7
a. Permit Fee Reduction – Silver Lake Woods Townhomes 8
9
Public Works Director Peterson explained the Silver Lake Woods Townhome Association has 10
contacted staff and would like a permit fee reduction to complete televising of all of their sewer 11
lines. He stated the normal fee is $150 per property. It was noted there was 125 townhomes in 12
the association. He reported some homes within the complex have already sold and the 13
association was requesting a fee reduction. He indicated staff was not recommending a reduction 14
in the fee because the amount of work was the same for each property. In addition, staff feared if 15
the Council were to reduce the fee, a precedent could be set. He requested the Council discuss the 16
matter and provide staff with feedback on how to proceed. 17
18
Mayor Mueller asked what the fee was per property originally. Public Works Director Peterson 19
stated the original fee was $250 per property, but this fee has since been reduced to $150 per 20
property. 21
22
Council Member Meehlhause indicated the City rebated the first few properties that had paid the 23
$250 fee. Public Works Director Peterson reported this was the case. 24
25
Council Member Gunn recommended the permit fee not be reduced for the Silver Lake Woods 26
Townhome association. 27
28
Council Member Meehlhause and Council Member Hull agreed. 29
30
The Council recommended the permit fee not be reduced for the Silver Lake Woods Townhome 31
Association. 32
33
Mayor Mueller questioned how many properties had already participated in the HOPP program. 34
Public Works Director Peterson stated to date 97 homes have participated. 35
36
2. City Administrator/Assistant City Administrator/Community 37
Development 38
a. Skyline Property – Go Back to Market 39
40
City Administrator Zikmund stated staff has been following up with Augusta and Bauer for the 41
redevelopment of the Skyline Motel property. Staff has learned that the investor market has 42
dried up and the developer has been unable to secure financing. He reported the City does not 43
have an agreement with Augusta and at this time staff was wondering if the property should 44
Mounds View City Council July 27, 2020
Regular Meeting Page 4
continue to be held or if the property should go back on the market. He discussed the options 1
available to the Council and requested direction on how to proceed. 2
3
Council Member Bergeron stated he would be hesitant to put the property back on the market at 4
this time. He recommended the City not take any action until they hear definitively from 5
Augusta. 6
7
Council Member Gunn indicated she supported the City waiting. The Council was in agreement. 8
9
City Administrator Zikmund commented on the Zoning Code update and noted this work should 10
be completed by the end of the year. 11
12
Council Member Gunn congratulated Deputy Chief Zender for receiving the American Legion 13
Law Enforcement Certificate of Commendation for his outstanding public service to the 14
community. 15
16
C. Reports of City Attorney. 17
18
There was nothing additional to report. 19
20
10. Next Council Work Session: Monday, August 3, 2020, at 6:30 p.m. 21
Next Council Meeting: Monday, August 10, 2020, at 6:30 p.m. 22
23
11. ADJOURNMENT 24
25
The meeting was adjourned at 7:10 p.m. 26
27
Transcribed by: 28
29
Heidi Guenther 30
Minute Maker Secretarial 31
Item No. 5.C.
Meeting Date: August 10, 2020
Type of Business: Council Consent
City Administrator Review: ______
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Mark Beer, Finance Director
Item Title/Subject: Resolution 9296 Accepting and Allocating CARES Act
Funding
The City has received $1,004,135 in CARES Act grant funding. The funds need to be spent or
disbursed by November 15 and any remaining funds will need to be returned to Ramsey County.
City staff has been exploring the most efficient ways to utilize the CARES Act Grant, we have
many small expenditures that would satisfy the grant requirements but there would be a balance
remaining. Many cities with police departments have focused on U.S. Treasury guidance for
public safety payroll to satisfy eligibility and fully utilize the grant funds.
The City Council discussed the CARES Act funding at the August 3rd work session and based on
staff’s recommendation the most cost effective way to utilize the grant funds is to use it for Public
Safety payroll costs as provided for in the U.S. Treasury and League of Minnesota Cities
guidance.
The guidance provided by the U.S. Treasury indicates that “Payroll expenses for public safety,
public health, health care, human services, and similar employees whose services are
substantially dedicated to mitigating or responding to the COVID-19 public health
emergency”, would be eligible expenses. The Q&A provides further that Public Safety payroll
expenditures “as a matter of administrative convenience in light of the emergency nature
of this program, a State, territorial, local, or Tribal government may presume that payroll
costs for public health and public safety employees are payments for services
substantially dedicated to mitigating or responding to the COVID-19 public health
emergency.”
The League of Minnesota Cities (LMC) has provided similar guidance on eligible public safety
expenses. The League encourages cities to document the reasons the expenses were
determined to satisfy the three-part test. These findings can be used later to explain decisions to
auditors and show the council’s careful consideration. The attached resolution documents our
reasons.
Strategic Plan Strategy/Goal:
Operate under a balanced budget that meets the needs and goals of the community.
Financial Impact:
$1,004,135 in grant funds to offset COVID-19 related expenditures.
Conclusion
Using public safety payroll expense would be the most efficient administratively. The City Council
would still have the flexibility to utilize the funds for other COVID-19 related expenses if they
desired. We would fully spend the grant by the end of August using public safety payroll
expenses.
Respectfully Submitted,
Mark Beer, Finance Director
RESOLUTION 9296
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
ACCEPTING AND ALLOCATING CARES ACT FUNDING
WHEREAS, the Coronavirus Aid, Relief, and Economic Security (CARES) Act provided
federal funds to the State of Minnesota and the legislature and Governor thereby distributed
these funds to local governments throughout Minnesota to deal with the financial impacts of
COVID 19; and
WHEREAS, the City of Mounds View staff have worked with the League of Minnesota
Cities and in-turn the National League of Cities, Department of Treasury and the White House
for clarification of eligible uses; and
WHEREAS, the CARES funding requires a three-point test for utilization of the funds
that they be necessary expenditures for responding to COVID 19, not accounted for in the
original budget process and incurred during the period of March 1, 2020 to November 15, 2020;
and
WHEREAS, guidance from the United States Treasury for State, Territorial, Local and
Tribal Governments outlined in their Frequently Asked Questions, most recently updated on July
8, 2020, indicated that local governments “may presume that payroll costs for the public health
and public safety employees are payments for services substantially dedicated to mitigating or
responding to the COVID-19 public health emergency…”; and
WHEREAS, League of Minnesota Cities, Minnesota Association of Counties, and
Minnesota Association of Townships have worked in consultation with Minnesota Management
and Budget’s Minnesota COVID Response Accountability Office and Minnesota Department of
Revenue to provide further direction on the use of CARES funding for regular police and fire
payroll and also indicated we may presume these regular payroll public safety expenses as
being dedicated to a COVID-19 response; and
WHEREAS, the City of Mounds View public safety personnel have adopted new COVID-
19 response procedures, given direction on the Governor’s Executive Orders to monitor/enforce
COVID provisions for EO 20-04, modified other internal policies and restricted vacation leave
requests, developed messaging for the “Stay at Home” EO, dealt with COVID patients, been a
full partner with Ramsey County Public Health in the Emergency Operations Center efforts,
served as the point of contact for the City’s adopted pandemic plan, had other training and
programs modified or cancelled to the extent these all present a modification of their operations,
caused by the pandemic, and otherwise not provided for in our annual budget now become a
reimbursable cost under CARES funding; and
WHEREAS, the City of Mounds View has incurred many additional expenses related to
COVID-19 but for administrative simplicity and otherwise having adequate expenses for police
payroll during the expense period have chosen not to itemize these expenses; and
Page 2, R9296
NOW THEREFORE BE IT RESOLVED, The City Council recognizes regular payroll
expenses, consistent with Federal and State direction, that these expenses shall be deemed
due to the public health emergency related to COVID 19, not accounted for in our regular
budget process as a part of an administrative convenience for itemization and within the time
period of March 1, 2020 and November 15, 2020 are eligible for reimbursement of City’s
apportionment of $1,004,135 in CARES funding.
Adopted this 10th day of August, 2020
_______________________________
Carol A. Mueller, Mayor
ATTEST:
_______________________________
Nyle Zikmund, City Administrator
(SEAL)
The Mounds View Vision
A Thriving Desirable Community
Item No: 8.A.
Meeting Date: August 10, 2020
Type of Business: Council Business
Administrator Review ______
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Rayla Sue Ewald, Human Resources Coordinator
Item Title/Subject: Resolution 9294 Amending Compensation Policy for Employees
Working in Higher Classification Positions and Adding Policy to the
Personnel Manual
Introduction:
Council approved a compensation policy for employees working in higher classification positions
in 2001 (Resolution 5626). The policy allowed Department Heads to select an employee to serve
in an interim capacity to meet the need created by department vacancies. The policy stated the
interim employee must perform at least 75% of the job duties for at least two (2) consecutive
months and that the compensation would be on a sliding scale ranging from 5% to 10% of the
employee’s base wage. The policy was never placed in the Personnel Manual.
Discussion:
Staff reviewed the policy created in 2001 and does not believe a waiting period of two (2) months
and the sliding scale ranging from 5% to 10% is appropriate if an employee is performing an
absent employees job duties in addition to their own job duties. Staff recommends when an
employee is assigned to cover for an absent employee for 30 days or longer, and the absent
employee is in a higher classification, the covering or interim employee be eligible to receive a
temporary increase in wage to, at minimum, the entry rate of the appointed position range,
retroactive to the first day of the acting appointment and continue for the duration of the
assignment, not to exceed six (6) months. Additionally, the policy had never been included in the
Personnel Manual. Staff is requesting to add the revised policy to the Personnel Manual at this
time.
Strategic Plan Strategy/Goal:
This addresses the City Council goal to implement HR policies.
Financial Impact:
None.
Recommendation:
Staff recommends approval of Resolution 9294 Amending Compensation Policy for Employees
Working in Higher Classification Positions and Adding Policy to the Personnel Manual.
Rayla Sue Ewald
Human Resources Coordinator
RESOLUTION NO. 9294
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION AMENDING COMPENSATION POLICY FOR EMPLOYEES
WORKING IN HIGHER CLASSIFICATION POSITIONS AND
ADDING POLICY TO THE PERSONNEL MANUAL
WHEREAS, Staff reviewed the compensation policy for employees working in
higher classification positions approved by Council in 2001 and noticed a need to address
necessary changes to the policy; and
WHEREAS, the original policy required an employee to perform at least 75% of
the job duties, in addition to their own position responsibilities, for at least two (2) months
before receiving a wage increase based on a sliding scale ranging from 5% to 10% of the
employees current pay plan; and
WHEREAS, the original policy was never included in the personnel manual; and
WHEREAS, the revised policy would allow a temporary wage increase to, at
minimum, the entry rate of the appointed position range, retroactive to the first day of the
acting appointment and continue for the duration of the assignment, not to exceed six (6)
months; and
WHEREAS, the updated policy would be included in the personnel manual.
NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council
approves the Amended Compensation Policy for Employees Working in Higher
Classification Positions and Adding Policy to the Personnel Manual as shown in Exhibit
A (attached).
Adopted this 10th August, 2020.
____________________________________
Carol A. Mueller, Mayor
ATTEST:
____________________________________
Nyle Zikmund, City Administrator
Exhibit A
POLICY: Working in Higher Classification Positions
Acting pay for an employee may be requested by the department head whenever an
employee is designated to perform the duties and responsibilities of a position in a higher
classification for a period that exceeds 30 days. A higher classification is defined as a
position that is one (1) or more pay levels above the employee’s current pay plan. Any
acting appointments require City Administrator and City Council approval. The duration
of an interim assignment may not exceed six (6) months, unless authorized by the City
Administrator and City Council.
The employee in the acting appointment shall be eligible for a temporary increase to, at
minimum, the entry rate of the appointed position range, or the step within the interim
positions range that is above their current actual salary, not to exceed the interim ranges
cap. The acting pay will be implemented retroactive to the first day of the acting
appointment and continue for the duration of the assignment.
In the event a step increase or annual adjustment occurs during the time an employee is
working in an acting assignment, the acting pay will adjust by the amount of the pay
increase the employee would have received during the course of the acting assignment.
A non-union employee classified as non-exempt who assumes an acting appointment
which is an exempt classification, shall not be eligible for overtime compensation while
performing the duties of the acting appointment. Employees covered by union contracts
shall be compensated in accordance with the Working Out of Classification provisions of
the applicable contract.
The Mounds View Vision
A Thriving Desirable Community
Item No: 8.B.
Meeting Date: August 10, 2020
Type of Business: Council Business
Administrator Review ______
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Rayla Sue Ewald, Human Resources Coordinator
Item Title/Subject: Resolution 9295 Authorize Additional Compensation for Alexis
Bostrom Working in Higher Classification
Introduction:
Alexis Bostrom is the Police Administrative Assistant. Currently Ms. Bostrom is working in a higher
job classification covering for the Police Records/Evidence Technician during an eight (8) week
absence which started July 27, 2020.
Discussion:
Since the City Council approved Resolution 9294 earlier this evening, staff would like to
recommend Ms. Bostrom be approved for receiving additional compensation while working in a
higher job classification. Ms. Bostrom has agreed to work overtime during the Police
Records/Evidence Technicians absence to cover priority responsibilities. Staff recommends the
following wage increase during the interim period beginning July 27, 2020:
Bostrom Current Wage (Police Administrative Assistant):
Step 1 Step 1.5 Step 2 Step 3 Step 4 Step 5
$21.02 $21.67 $22.33 $23.64 $24.96 $26.27
Police Records/Evidence Technician Wage Proposed:
Step 1 Step 1.5 Step 2 Step 3 Step 4 Step 5
$23.06 $23.78 $24.51 $25.95 $27.39 $28.83
Ms. Bostrom is due for a wage adjustment September 3, 2020. Staff would propose increasing
her wage to Step 2 of the Police Records/Evidence Technician Pay Plan effective September 3,
2020. When the Police Records/Evidence Technician returns, Ms. Bostrom will return to her
regular Step 3/Police Administrative Assistant Pay Plan wage.
Strategic Plan Strategy/Goal:
This addresses the City Council goal to implement HR policies.
Financial Impact:
Overtime and wage adjustment for approximately two (2) months.
Recommendation:
Staff recommends approval of Resolution 9295 Authorize Additional Compensation for Alexis
Bostrom Working in Higher Classification.
Rayla Sue Ewald
Human Resources Coordinator
RESOLUTION NO. 9295
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION AUTHORIZING ADDITIONAL COMPENSATION FOR
ALEXIS BOSTROM WORKING IN HIGHER CLASSIFICATION
WHEREAS, Alexis Bostrom has agreed to work overtime during the Police
Records/Evidence Technicians eight (8) week absence, in order to cover the higher
classification jobs priority responsibilities, while maintaining her own job duties as the
Police Administrative Assistant; and
WHEREAS, Ms. Bostrom took on the additional job responsibilities effective July
27, 2020; and
WHEREAS, Ms. Bostrom is willing to work extended hours to cover both positions
to keep the department fully functioning until the return of the Police Records/Evidence
Technician.
NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council
approves:
1. Authorizing additional compensation for Alexis Bostrom working in a higher job
classification effective July 27, 2020 until the return of the Police
Records/Evidence Technician, anticipated by the end of September, 2020.
2. Ms. Bostrom’s wage will increase to Step 1.5 of the Police Records/Evidence
Technician Pay Plan and advance to Step 2 on September 3, 2020, which is
Ms. Bostrom’s scheduled annual wage increase.
3. Ms. Bostrom’s wage will return to Step 3 of the Police Administrative Assistant
Pay Plan after the return of the Police Records/Evidence Technician, provided
dates coincide with Ms. Bostrom’s anniversary date.
Bostrom Current Wage (Police Administrative Assistant):
Step 1 Step 1.5 Step 2 Step 3 Step 4 Step 5
$21.02 $21.67 $22.33 $23.64 $24.96 $26.27
Police Records/Evidence Technician Wage - Proposed for Ms. Bostrom:
Step 1 Step 1.5 Step 2 Step 3 Step 4 Step 5
$23.06 $23.78 $24.51 $25.95 $27.39 $28.83
Adopted this 10th August, 2020.
____________________________________
Carol A. Mueller, Mayor
ATTEST:
____________________________________
Nyle Zikmund, City Administrator