HomeMy WebLinkAboutAgenda Packets - 2020/08/24CITY OF MOUNDS VIEW
CITY COUNCIL MEETING AGENDA
MOUNDS VIEW CITY HALL
Monday, August 24, 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: August 10, 2020
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 - NONE
8. COUNCIL BUSINESS
A. Updating the Equal Employment Opportunity Policy in the City’s Personnel
Manual
B. Revising the Vacation Donation Policy in the City’s Personnel Manual and
Separating to an Individual Policy
C. Approving a New Job Description for Executive Administrative Assistant
D. Resolution 9300, Approving Storm Sewer Repair on Ardan Avenue
E. Resolution 9301, Approving the Proposal from KLM Engineering for Roof
Repairs on the Ground Reservoir
F. Resolution 9254, Approving Funds to complete the 2040 Comprehensive
Plan
9. REPORTS
A. Reports of Mayor and Council
B. Reports of Staff
C. Reports of City Attorney
10. NEXT COUNCIL WORK SESSION: Tuesday, September 8, 2020
NEXT COUNCIL MEETING: Monday, September 14, 2020 at 6:30 pm
11. ADJOURNMENT
PROCEEDINGS OF THE MOUNDS VIEW CITY COUNCIL 1
CITY OF MOUNDS VIEW 2
RAMSEY COUNTY, MINNESOTA 3
4
Regular Meeting 5
August 10, 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
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Mayor Mueller reported this meeting was being held virtually due to the COVID-19 pandemic. 14
15
2. PLEDGE OF ALLEGIANCE 16
17
3. ROLL CALL: Bergeron, Gunn, Hull, Meehlhause, Mueller 18
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NOT PRESENT: None. 20
21
4. APPROVAL OF AGENDA 22
A. Monday, August 10, 2020, City Council Agenda. 23
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MOTION/SECOND: Gunn/Hull. To Approve the Monday, August 10, 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 27, 2020 33
B. Just and Correct Claims. 34
C. Resolution 9296, Accepting and Allocating CARES Act Funding. 35
36
MOTION/SECOND: Gunn/Meehlhause. To Approve the Consent Agenda as presented. 37
38
A roll call vote was taken. 39
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Ayes – 5 Nays – 0 Motion carried. 41
42
6. PUBLIC COMMENT 43
44
None. 45
Mounds View City Council August 10, 2020
Regular Meeting Page 2
1
7. SPECIAL ORDER OF BUSINESS 2
A. Proclamation: MultiTech ~ 50 Years of Innovation. 3
4
Duane Wald, MultiTech Systems, introduced himself to the Council and explained MultiTech 5
has enjoyed being a part of the community for the past 50 years. He thanked the Council for 6
recognizing MultiTech. 7
8
Sara Brown, Vice President of Marketing for MultiTech, thanked the Council for recognizing 9
MultiTech and the partnership her organization has with the City of Mounds View. 10
11
Gregg Zastrow, MultiTech Systems, thanked the Council for recognizing MultiTech. 12
13
Del Palachak, Executive Vice President for Strategic Programs at MultiTech, introduced himself 14
to the Council. He noted he has worked for MultiTech for a very long time. He explained he 15
appreciated the partnership MultiTech has had with the City. 16
17
Matt Sharma, MultiTech, indicated his father founded MultiTech and noted he has been working 18
for this organization since he was 19. He reported Mounds View has been a big part of his life 19
and MultiTech was like a second home to him. 20
21
Dan Quant, MultiTech, explained he has enjoyed his time working for MultiTech. 22
23
Mayor Mueller read a proclamation in full for the record commending MultiTech for 50 years of 24
innovation in the community and declared August 12, 2020 as MultiTech Day in the City of 25
Mounds View. The City Council offered MultiTech a round of applause. 26
27
Council Member Gunn commended MultiTech for being a wonderful company in the 28
community. 29
30
8. COUNCIL BUSINESS 31
A. Resolution 9294, Amending Compensation Policy for Employees Working in 32
Higher Classification and Adding to Personnel Manual. 33
34
Human Resources Coordinator Ewald requested the Council amend the Compensation Policy for 35
employees working in a higher classification and adding language to the Personnel Manual. She 36
discussed the proposed policy changes and described how an employee would receive a higher 37
classification. 38
39
MOTION/SECOND: Hull/Meehlhause. To Waive the Reading and Adopt Resolution 9294, 40
Amending Compensation Policy for Employees Working in Higher Classification and Adding to 41
Personnel Manual. 42
43
A roll call vote was taken. 44
45
Mounds View City Council August 10, 2020
Regular Meeting Page 3
Ayes – 5 Nays – 0 Motion carried. 1
2
B. Resolution 9295, Authorize Additional Compensation for Alexis Bostrom 3
Working in Higher Classification. 4
5
Human Resources Coordinator Ewald requested the Council authorize additional compensation 6
for Alexis Bostrom for working in a higher classification. She explained Ms. Bostrom has been 7
working in a higher job classification supporting the police records evidence technician during a 8
medical absence and will be doing so for the next eight to twelve weeks. She reported this 9
position was a step above Ms. Bostrom’s current pay grade. 10
11
Mayor Mueller thanked Ms. Bostrom for stepping up to help this department. 12
13
MOTION/SECOND: Gunn/Meehlhause. To Waive the Reading and Adopt Resolution 9295, 14
Authorize Additional Compensation for Alexis Bostrom Working in Higher Classification. 15
16
A roll call vote was taken. 17
18
Ayes – 5 Nays – 0 Motion carried. 19
20
9. REPORTS 21
A. Reports of Mayor and Council. 22
23
Council Member Bergeron encouraged all residents of Mounds View to get out and vote in the 24
Primary Election on Tuesday, August 11th. 25
26
Council Member Bergeron requested all residents to fill out their 2020 Census information in 27
order to be counted. 28
29
Council Member Gunn stated she mailed in her ballot for the Primary Election. She discussed 30
how quickly and easily it was to vote absentee and encouraged those nervous about voting in 31
person for the November Election to contact City Hall for further information. 32
33
Mayor Mueller reported she attended a Ramsey County League of Local Government Task Force 34
meeting this morning where the group discussed COVID-19, economic impacts, transportation, 35
homelessness and mental health. She explained the League will be working on a mental health 36
initiative and this will be further discussed by the organization on Friday, August 14th at 7:30 37
a.m. 38
39
Mayor Mueller commented on Thursday, August 13th she will be meeting with a group of 40
concerned citizens regarding the vision for the City. 41
42
Mayor Mueller explained on Friday, August 14th she will be attending a meeting with the 43
Minnesota Women in Local Government. This group would be determining how to celebrate the 44
100th anniversary of women’s suffrage. 45
Mounds View City Council August 10, 2020
Regular Meeting Page 4
1
Mayor Mueller reported on Tuesday, August 18th at 7:00 p.m. there would be a bike parade at 2
Greenfield Park where school supplies will be collected for the Ralph Reeder Food Shelf. 3
4
Mayor Mueller also reported that she will attend an Executive Board meeting of the Minnesota 5
Mayors Association later in the month of August. 6
7
B. Reports of Staff. 8
1. City Administrator 9
a. Set time for Special Council Meeting August 27 – Charter 10
Commission 11
12
City Administrator Zikmund stated the Court would like to proceed with filling the vacant seat 13
left by Justin Klander. He reported a deadline has been set for August 26th. He requested the City 14
Council make themselves available for a brief special City Council meeting. The Council agreed 15
to meet at 6:00 p.m. on Thursday, August 27th. 16
17
Finance Director Beer discussed how the City has allocated all of the CARES Act funding. He 18
noted a second round of PPP and CARES Act funding may be available later this year. 19
20
10. Next Council Work Session: Tuesday, September 8, 2020, at 6:30 p.m. 21
Next Council Meeting: Monday, August 24, 2020, at 6:30 p.m. 22
23
11. ADJOURNMENT 24
25
The meeting was adjourned at 7:13 p.m. 26
27
Transcribed by: 28
29
Heidi Guenther 30
Minute Maker Secretarial 31
The Mounds View Vision
A Thriving Desirable Community
Item No: 8.A.
Meeting Date: August 24, 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 9297 Updating the Equal Employment Opportunity Policy
in the City’s Personnel Manual
Introduction:
Section 1.01 of the Personnel Manual requires updating, revising the Equal Employment
Opportunity Policy.
Discussion:
Staff and legal have discussed Section 1.01 of the Personnel Manual and concur since the City
has no state or federal contracts requiring the City to maintain an Affirmative Action Plan (AAP),
the wording should be removed from the manual. The revision would include updating the Equal
Employment Opportunity policy wording recommended by the League of Minnesota Cities with
regard to all employees and applicants for employment.
Strategic Plan Strategy/Goal:
This addresses the City Council goal to implement HR policies.
Financial Impact:
None.
Recommendation:
Staff recommends approval of Resolution 9297 Revising the Equal Employment Opportunity
Policy in the City’s Personnel Manual.
_________________________
Rayla Sue Ewald
Human Resources Coordinator
1
RESOLUTION NO. 9297
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION UPDATING THE EQUAL OPPORTUNITY POLICY IN
THE CITY’S PERSONNEL MANUAL
WHEREAS, Section 1.01 of the Personnel Manual for the City of Mounds View
contains a provision outlining the City’s Equal Employment Opportunity Policy; and
WHEREAS, pursuant to the express terms of the Personnel Manual, the City
reserves the right, at its discretion, to change or terminate any provision of the Personnel
Manual or to add new provisions at any time without prior notification, and
WHEREAS, the City currently has no State or Federal contracts requiring the
City to maintain an affirmative action policy, and
WHEREAS, it is in the best interest of the City for the Equal Employment
Opportunity Policy to be revised to reflect the City’s past practices as well as to include
wording recommended by the League of Minnesota Cities with regard to equal
employment opportunities for all employees and applicants for employment.
NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council
approves as follows:
1. The recitals set forth in this resolution are incorporated into and made a part
of this resolution.
2. Section 1.01 of the Mounds View Personnel Manual is hereby revised and
replaced with Exhibit A.
3. The City Administrator, staff and consultants are hereby authorized and
directed to take any and all additional steps and actions necessary or
convenient in order to accomplish the intent of this resolution.
Adopted this 24th day of August, 2020.
____________________________________
Carol A. Mueller, Mayor
ATTEST:
____________________________________
Nyle Zikmund, City Administrator
(SEAL)
1
EXHIBIT A
Section 1.01 Equal Employment Opportunity Policy
The City of Mounds View provides equal opportunities to all employees and applicants
for employment.
The City will not discriminate, harass, nor retaliate against any employee or applicant for
employment on the basis of race, color, creed, religion, national origin, ancestry, sex,
sexual orientation, gender identity, or gender expression, disability, age, marital status,
genetic information, status with regard to public assistance, veteran status, familial status,
or membership on a local human rights commission or lawful participation in the
Minnesota Medical Cannabis Patient Registry. For more information on your rights,
please visit: www.eeoc.gov, www.gov/mdhr, www.dol.gov or www.doli.state.mn.us.
Persons who believe that he or she has been subjected to discrimination shall report the
discrimination to his or her direct supervisor. If the direct supervisor is the source of the
complaint or otherwise not suitable, then reports may be made to Human Resources. If
Human Resources does not adequately respond to the report, then person(s) may
proceed to the City Administrator. If the City Administrator is the source of the complaint
or otherwise not suitable, then a report may be made to the City’s appointed City Attorney.
The City will take appropriate action to ensure that all employment practices are free of
such discrimination. Employment practices include, but are not limited to, hiring,
upgrading, demotion, transfer, recruitment or recruitment advertising, selection, layoff,
disciplinary action, termination, rates of pay or other forms of compensation, and selection
for training, including apprenticeship.
The Mounds View Vision
A Thriving Desirable Community
Item No: 8.B.
Meeting Date: August 24, 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 9298 Revising Vacation Donation Policy and Separating
to Individual Policy in the City’s Personnel Manual
Introduction:
Section 2.05 of the Personnel Manual requires updating, in order to revise the Vacation Policy to
Separate out the Vacation Donation Policy and assign a new section number. Additionally, staff
is requesting to have the words short term and long term disability removed from the current
Vacation Donation Policy.
Discussion:
Staff recently discovered Section 2.05 – Vacation, was merged with the Vacation Donation Policy,
which when created in 2018 was a separate policy. Additionally, as the policy is based on
employees donating vacation time, staff would like to adjust the policy and make it more
accessible to all employees by removing the limitations to those on short term or long term
disability. Staff has consulted with both the City Attorney and the insurance carrier. Both concur
the proposed change permits persons on short term or long term disability to be a recipient of
vacation donations. If Council approves this change, the Personnel Manual would be updated,
and the policies which follow the Vacation Policy and the Vacation Donation Policy would be
adjusted sequentially.
Strategic Plan Strategy/Goal:
This addresses the City Council goal to implement HR policies.
Financial Impact:
None.
Recommendation:
Staff recommends approval of Resolution 9298 Revising Vacation Donation Policy and
Separating to Individual Policy in the City’s Personnel Manual
_________________________
Rayla Sue Ewald
Human Resources Coordinator
RESOLUTION NO. 9298
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION REVISING VACATION DONATION POLICY
AND SEPARTING TO INDIVIDUAL POLICY
IN THE CITY’S PERSONNEL MANUAL
WHEREAS, Section 2.05 of the Personnel Manual for the City of Mounds View
requires updating in order to separate the Vacation Policy from the Vacation Donation
Policy, which when originally introduced in 2018 was a separate policy; and
WHEREAS, when the Personnel Policy Manual was brought before Council in
May, 2020, there was an oversight of the merged policies; and
WHEREAS, Section 2.06 of the Personnel Manual will be assigned to the Vacation
Donation Policy, following sections will be reassigned sequentially; and
WHEREAS, the Vacation Donation Policy is based on employees donating
vacation time, the policy revisions will allow consideration for those on short term
disability and long term disability to be eligible to participate in the vacation donation
policy.
NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council
approves as follows:
1. The recitals set forth in this resolution are incorporated into and made a part
of this resolution.
2. Section 2.05 of the Mounds View Personnel Manual is hereby revised and
replaced with Exhibit A.
3. Section 2.06 of the Mounds View Personnel Manual is hereby revised and
replaced with Exhibit B.
4. Sections following the Vacation Donation Policy will be reassigned
sequentially.
Adopted this 24th day of August, 2020.
____________________________________
Carol A. Mueller, Mayor
ATTEST:
____________________________________
Nyle Zikmund, City Administrator
(SEAL)
1
EXHIBIT A
Section 2.05 Vacation Policy
All regular full-time and part-time employees averaging 20 hours or more per week are
eligible to receive vacation with pay. Vacation hours will begin accruing on the first day
of employment. Employees are eligible to use the vacation leave time as it accrues.
Regular part-time employees eligible for paid vacation will receive it on a pro-rated basis.
A. ACCRUAL SCHEDULE
Years of Service Days per Year
6 months - 1 year 10 days
1 through 5 years 10 days
After 5 years through 10 years 15 days
After 11 years 16 days
After 12 years 17 days
After 13 years 18 days
After 14 years 19 days
After 15 years 20 days
After 20 years 25 days
Each department shall establish a vacation schedule to ensure the needs of the
department will be met while allowing employees to use accrued vacation time. Requests
for time off shall be made in advance, with the length of the notice to be determined by
the Department Head. All vacation time must be approved by the employee’s Supervisor
or Department Head.
The City encourages employees to use their full amount of vacation each year. If this is
not possible, an employee is permitted to carry over no more than ten (10) days’ vacation
time plus the amount accrued up to December 31 of the present year. The rate of
vacation pay is the employee’s normal base straight-time rate of pay.
1
EXHIBIT B
Section 2.06 Vacation Donation Policy
The City recognizes that regular full-time and regular part-time employees or their
immediate family members may have an illness, injury or medical condition resulting in
an employees need to be away from work in excess of their accrued sick leave and
vacation balances. To address this situation, all eligible employees will be allowed to
voluntarily donate unused vacation time to a Vacation Donation Bank in order to assist
eligible employees in need of paid time off in accordance with this policy.
A. DONEE ELIGIBILITY/INELIGIBILITY
Employees who are eligible to receive time from the Donated Vacation Bank must:
1. Have completed their initial probationary period.
2. One of the following individuals must have a documented illness, injury or medical
condition resulting in the employee’s need to be away from work in excess of their
accrued sick leave vacation balances:
a. The employee
b. The employee’s dependents
c. The employee’s spouse or domestic partner
3. Have exhausted all accumulated hours (sick leave, vacation holiday hours, flex or
comp time).
4. Employees receiving short term disability may be eligible to receive vacation
donation less the gross amount received from the short term disability payment.
An employee is not eligible for this benefit if the employee is:
1. Receiving workers compensation benefits for the condition.
The City Administrator shall have the right to deny use of donated vacation time from the
Vacation Donation Bank, or limit its use as determined necessary and in the best interest
of the City.
B. DONOR ELIGIBILITY/INELIGIBILITY
• All regular full-time and part-time, non-probationary employees are eligible to
donate vacation time to the Vacation Donation Bank under this policy.
• An employee must have at least 40 hours of vacation time in their own vacation
accrual after their donation.
• Employees who are currently on an approved leave of absence are ineligible to
make donations to the Vacation Donation Bank.
Deleted: <#>Has a condition that qualifies for
payments under a long-term or short-term disability
insurance and is receiving payments from one of
those programs.¶
2
C. GENERAL INFORMATION
• The donor shall receive no consideration for donating vacation to the Vacation
Donation Bank.
• Vacation time will be donated based on the dollar value of the vacation donation.
• Vacation hours will be donated in whole hours (minimum of one (1) hour).
• The donated vacation will be converted to dollars by the City by multiplying the
number of hours donated by the donor’s hourly base pay rate at the time of
donation.
• The donor cannot borrow against future vacation time in order to donate.
• Donations may be revoked with approval by the City Administrator.
• Donations are submitted to the City by employees through a Vacation Donation
Authorization Form.
• The identity of donors will be kept confidential.
• The accumulation of time in the Vacation Bank will be used to serve future requests
for vacation donations.
• Employees are not required to donate their accrued vacation time.
• No provisions of this policy, or its administration, shall be subject to review under
the grievance or arbitration provision of any collective bargaining agreement.
D. REQUESTING/APPROVAL OF DONATED TIME
An eligible employee must submit a Donation of Vacation Request Form to the Human
Resources Department.
In order to receive donated time from the Vacation Donation Bank, a Donation of Vacation
Request Form must be approved by the City Administrator.
E. APPLYING DONATED VACATION TIME
• The donee’s sick leave, vacation, holiday hours, flex or comp time balances, must
be exhausted prior to any donated vacation time being applied.
• Donated vacation time shall only be used for time off related to the medical leave.
• The Donated Vacation Bank will be tracked by the Finance Department (Payroll).
• Human Resources, the Department Head, and the City Administrator will evaluate
and consult with the employee during the medical leave to determine the extent of
time needed.
• The Vacation Donation Policy does not limit or extend the time available under the
Family Medical Leave Act (FMLA).
• The City Administrator will have the discretion to review vacation donation requests
if the employee is deemed unable to return to work or returns to work on a part-
time basis.
• Under a similar program, the IRS has ruled that these payments are to be
considered wages and therefore taxable income to the recipient. As a result, the
payments will be included in the recipients annual W -2 Form. State and Federal
income tax, FICA/Medicare tax, and Supplemental Retirement contributions,
depending on the eligibility of the recipient, will be withheld by the City at the time
of payment. The IRS has also ruled that the employee donating the vacation time
3
realized no income for those hours and incurs no tax-deductible expense or loss,
either upon surrender of leave or payment to the Vacation Donation Bank.
• The City specifically retains the right to administer the policy in any manner it
deems to be in the best interest of the City, including the right to amend, to alter,
to further limit, or to eliminate the policy without notice.
• Employees receiving wages through donated vacation time will continue to earn
their sick leave and vacation accruals.
• An employee who returns to work on a part-time basis may, with verification and
City Administrator approval, continue to use donated time.
• Once an employee returns to full duty the employee is no longer eligible to receive
donations.
• Employees may receive up to a maximum of eight (8) weeks of donated vacation
time, more with City Administrator approval due to extraordinary circumstances.
Deleted: or begins short term disability or long term
disability,
The Mounds View Vision
A Thriving Desirable Community
Item No: 8.C.
Meeting Date: August 24, 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 9299 Approving a New Job Description for Executive
Administrative Assistant
Introduction:
Barbara Benesch, a retired City of Mounds View employee, was rehired to provide temporary
administrative assistance in 2017. When her employment began a job description had not been
created listing job duties.
Discussion:
Staff recently discovered Ms. Benesch did not have a job description in place. A job description
has been created which captures the duties performed by Ms. Benesch. She reports directly to
the City Administrator, and provides support to the Assistant City Administrator, the Human
Resources Coordinator, and City Council. Key functions provided by Ms. Benesch include:
maintaining the official records of the City Council; working with staff to coordinate the City’s digital
filing process; and, working with the public to ensure business licenses and advisory commission
applications are properly prepared and coordinated.
Strategic Plan Strategy/Goal:
This addresses the City Council goal to set clear goals and responsibilities for City staff.
Financial Impact:
None.
Recommendation:
Staff recommends approval of Resolution 9299 Approving a New Job Description for Executive
Administrative Assistant.
_________________________
Rayla Sue Ewald
Human Resources Coordinator
1
RESOLUTION NO. 9299
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION APPROVING A NEW JOB DESCRIPTION FOR
EXECUTIVE ADMINISTRATIVE ASSISTANT
WHEREAS, retired employee Barbara Benesch was rehired in 2017 to provide
temporary administrative assistance; and
WHEREAS, staff discovered a job description listing job duties for temporary
administrative assistance services had not been created; and
WHEREAS, a job description has been created to accurately reflect duties
performed by Ms. Benesch serving in the capacity of Executive Administrative
Assistant.
NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council
approves the job description for Executive Administrative Assistant as shown in Exhibit A
(attached).
Adopted this 24th day of August, 2020.
____________________________________
Carol A. Mueller, Mayor
ATTEST:
____________________________________
Nyle Zikmund, City Administrator
(SEAL)
POSITION DESCRIPTION
Position Title: Executive Administrative Assistant
Department: Administration
Accountable To: City Administrator
Status: Part-Time Non-Exempt
PRIMARY OBJECTIVE OF POSITION
Maintain official records of City Council actions. Process business license applications,
lawful gambling and peddler/solicitor/transient merchant permits. Provide advanced
administrative support to City Administrator, Assistant City Administrator, Human
Resources Coordinator, and City Council. Coordinate digital filing process for
Administration Department and serve as liaison for City as Laserfiche expert. Maintain
and archive minutes. Perform related work as apparent or assigned.
SUPERVISION RECEIVED
Works under the guidance and direction of the City Administrator.
SUPERVISION EXERCISED
None.
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Process and prepare business licenses and advisory commission applications;
track in PermitWorks, communicate with license applicants.
• Prepare staff reports, notice of special meetings, legal notices, ordinances, and
resolutions;
• Serve as the City’s digital filing expert using Laserfiche. Maintain Administration
Department’s digital files, and answer questions for other departments as
needed.
• Create and maintain files and records to ensure City information is complete,
accurate and current.
• Oversee and maintain official City records/documents and prepare destruction
reports when necessary.
• Coordinate documents for scanning into records retention for Administration
Department and provide assistance to other departments as necessary.
• Update the Administration portion of the City’s website.
• Create fillable forms when needed.
• Prepare public hearing mailings for new liquor, beekeeping, chicken/duck
keeping and kennel license applications.
• Publish notices as required.
• Work with Council to obtain signatures for legal documents in accordance with
the City Charter and State Statutes.
• Accurately complete and submit various reports as required by Ramsey County
and the State of Minnesota, including annual business license report required by
the MN Department of Revenue and the annual LG510 gambling report required
of the MN Gambling Board.
Executive Administrative Assistant
August 24, 2020
Page 2
• Assist Human Resources Coordinator with digital filing and maintain confidential
nature of data.
• Create identification badges for approved peddlers/solicitors/transient merchants
within the City; and for new and/or current employees.
PERIPHERAL
• Keeps up to date on digital technology/software as applicable and requires to
performance of duties within job description.
• Other duties as assigned.
MINIMUM QUALIFICATIONS
(A) Graduation from high school or GED equivalent and considerable experience, or
equivalent combination of education and experience.
(B) Above average written and verbal communication skills.
(C) Five (5) years of increasingly responsible related experience.
(D) Previous experience in municipal government.
(E) One (1) year experience with document imaging (i.e. Laserfiche).
DESIRABLE QUALIFICATIONS
(A) Two (2) years’ experience with document imaging (i.e. Laserfiche).
(B) Notary Public.
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES
(A) Ability to maintain confidential and sensitive information.
(B) Demonstrates a high level of attention to detail.
(C) Ability to establish and maintain effective working relationships with staff,
supervisors, City officials, vendors, contractors, participants, and public; ability to
work as a team member.
(D) Proficient with computers and modern office practices and procedures; this
includes proficiency in Microsoft applications
(E) Ability to effectively meet and deal with the public; ability to communicate
effectively both verbally and in writing; ability to handle stressful situations.
(F) Flexibility and ability to work under changing priorities and peak workloads and
have the ability to multitask and deal with interruptions.
(G) Ability to perform and manage multiple tasks, often changing tasks on short
notice.
(H) Ability to work effectively under pressure and meet deadlines.
(I) Skill in operation of listed tools and equipment.
(J) Strong customer service approach
JOB EXPECTATIONS
This position is part-time. Employee may occasionally have to work flexible days/hours.
SPECIAL REQUIREMENTS
No.
Executive Administrative Assistant
August 24, 2020
Page 3
TOOLS AND EQUIPMENT USED
Phone switchboard; computer including word processing, spreadsheet, data entry, and
document imaging software (i.e. Laserfiche); computer; identification software and
printer; PermitWorks (or similar software); copy machine; postage machine; fax machine;
and calculator.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by
an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
This work regularly requires sitting, speaking or hearing, using hands to finger, handle or
feel, reaching with hands and arms and repetitive motions, frequently requires standing,
walking and stooping, kneeling, crouching or crawling and occasionally requires pushing
or pulling and lifting; work requires close vision, distance vision, ability to adjust focus,
depth perception, color perception, and peripheral vision; vocal communication is
required for expressing or exchanging ideas by means of the spoken word and conveying
detailed or important instructions to others accurately; hearing is required to perceive
information at normal spoken word levels and to receive detailed information through oral
communications and/or to make fine distinctions in sound; work requires preparing and
analyzing written or computer data, visual inspection involving small defects and/or small
parts, operating machines, operating equipment and observing general surroundings and
activities. This work requires the occasional exertion of up to 25 pounds of force.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
The noise level in the work environment is usually quiet, but occasionally noise levels
may become elevated due to high customer volumes or surrounding departmental
activities.
SELECTION GUIDELINES
Formal application, resume and cover letter; rating of education/training and experience;
oral interview; job related tests may be required; reference checks, criminal background
check, hiring assessment and non-DOT drug screen.
The duties listed above are intended only as illustrations of the various types of work that
may be performed. The omission of specific statements of duties does not exclude them
from the position if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer
and employee and is subject to change by the employer as the needs of the employer
Executive Administrative Assistant
August 24, 2020
Page 4
and requirements of the job change.
Approval: Approval:
Nyle Zikmund, City Administrator Carol A. Mueller, Mayor
2020/08/24
The Mounds View Vision
A Thriving Desirable Community
Item No: 8D
Meeting Date: August 24, 2020
Type of Business: Council Business
Administrator Review: ____
City of Mounds View Staff Report To: Honorable Mayor and City Council
From: Don Peterson, Public Works Director
Item Title/Subject: Resolution 9300, Approving Storm Sewer Repair on Ardan
Avenue
Background / Discussion:
Several small sinkholes have developed along the 2800 block of Ardan Avenue. It was
determined that the storm sewer pipe has deficiencies, resulting in infiltration of ground
water and sand. Staff researched options for the necessary repairs and determined that
lining (cured in place pipe) would be the best option.
Staff contacted two companies to provide a quote to facilitate the repairs:
• Insituform Technologies USA, Inc. $65,231.00
• Visu-Sewer $63,140.00
The funding for these repairs is budgeted in the Storm Water, 745-4415-5150, which
includes $60,000.00 for cleaning the storm sewer line.
Strategic Plan Strategy/Goal: Maintain and Plan for Infrastructure Improvements.
Financial Impact: No Impact to the 2020 Budget as repairs are budgeted in the Storm
Sewer Fund, 745-4415-5150.
Recommendation:
Staff recommends approval and authorization for Visu-Sewer, Blaine, MN, for $63,140.00
to repair the storm sewer line on Ardan Ave; monies budgeted in Storm Sewer Fund
account 745-4415-5150.
Respectfully submitted,
Don Peterson, Public Works Director
The Mounds View Vision
A Thriving Desirable Community
RESOLUTION 9300
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
APPROVING STORM SEWER REPAIR ON ARDAN AVENUE
WHEREAS, Public Works Staff investigated a potential problem with a storm
sewer line located on the 2800 block of Ardan Avenue and discovered that ground water
and sand is entering into the joints of the line; and
WHEREAS, Staff determined that the best method for repairs of the storm sewer
line is to have the entire length lined (cure in place pipe); and
WHEREAS, Staff contacted two companies to provide a quote to facilitate the
repairs:
• Insituform Technologies USA, Inc. $65,231.00
• Visu-Sewer $63,140.00
WHEREAS, the funding for these repairs is budgeted in the Storm Sewer fund,
745-4415-5150, which includes $60,000.00 for storm sewer cleaning.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds
View, Ramsey County, Minnesota as follows:
1. The City hereby approves the quote from Visu-Sewer of Blaine MN, for
$63,140.00 for lining of the storm sewer pipe on Ardan Avenue in the City of
Mounds View.
2. Funding will be from the Storm Sewer Fund, 745-4415-5150.
3. The Mayor and City Administrator are hereby authorized and directed to
execute all appropriate documents to effectuate the actions contemplated by
this resolution.
4. The Mayor and City Administrator, Staff and consultants are hereby authorized
and directed to take any and all additional steps and actions necessary or
convenient in order to accomplish the intent of this Resolution.
Adopted this 24th day of August, 2020
____________________________________
Carol A Mueller, Mayor
ATTEST:
____________________________________
Nyle Zikmund, City Administrator
(SEAL)
The Mounds View Vision
A Thriving Desirable Community
Item No: 8E
Meeting Date: August 24, 2020
Type of Business: CB
Administrator Review: ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Don Peterson, Public Works Director
Item Title/Subject: Resolution 9301, Approving the Proposal from KLM
Engineering for Roof Repairs on the Ground Reservoir
Background/Discussion:
The Public Works Department has many responsibilities and one is to efficiently operate
the water distribution system. The 2,000,000 gallon (2MG) reinforced-concrete ground
reservoir was constructed in 1968 and works in conjunction with the booster station.
In 2014, the City Council approved repairs to the ground reservoir (Res 8218) that
included interior structural repairs, interior steel coatings, exterior structural repairs, and
coating of the exterior roof and flashing. (Warranty for repairs has expired.)
In April of this year the Council Approved roof repairs to the ground reservoir (Res
9264) as recommended by KLM Engineering. Champion Coatings of Prior Lake was the
contractor who worked on the ground reservoir in. The scope of the repair work included
the following:
• Remove the existing coating by grinding 4-inches, including feathering the existing
coating to sound material, on both sides (minimum of 8-inches wide) of expansion and
construction joints, as directed by the engineer. The total footage requiring repair is
approximately 522-lineal feet.
• On all joint repair areas, apply 6-inch wide bond breaker tape per manufacturer’s
instructions, similar to those provided by Sherwin Williams.
• On areas of cracked coating, not affiliated with joint repairs, remove coating back to
tightly adhered coating and feather edges.
• Apply, color-matched, Sherwin Williams Envirolastic AR530 to the all repaired areas at
a thickness of 60 mils to match existing coating.
• Prior to tape or coating application, surfaces shall be clean and dry per coating
manufacturer’s recommendation
Total cost of the repair work submitted by Champion Coatings is $25,035.00; also KLM
submitted a proposal for (4) inspection services, to be performed during the
construction, for a cost of $4,869.00.
The work that was performed has failed and did not perform as intended or
recommended by KLM Engineering. KLM is working with Champion Coatings for credits
on the material and labor for the installation of the recommended product from Sherwin
Williams. KLM has informed Staff that the City will not be charged for any inspection
fees for the repairs.
Staff Report Res 9301 Page 2
Staff met with KLM Engineering several times to address the failure issue and
investigate other alternatives. Staff instructed KLM Engineering to re-examine the initial
inspection that was performed in 2019 and make a recommendation based on the
overall condition of the ground reservoir.
After KLM’s review of the ground reservoir, they are now recommending that an EPDM
membrane roof and insulation be installed on the reservoir. The estimated cost for this
roof is $143,000.00. The new roof has life expectancy of 20-25 years. KLM Engineering
is recommending this roof membrane system along with insulation to alleviate the
standing water issue on the top of the reservoir.
The contractor that would perform this work in on the State Cooperative Purchase
Venture (CPV) or State Contract, no formal bidding will be necessary by the City of
Mounds View.
KLM Engineering has also provided a proposal for inspection services for the roofing
project at a cost of $3,728.00
Public Works Staff met with Finance Director Beer, to discuss funding for this needed
repair and if this could be incorporated in the current Water Treatment Rehabilitation
Project. Finance Director Beer has indicated the funded would be available if the
Council approves this project.
Strategic Plan Strategy/Goal: Maintain and Plan for Infrastructure Improvements.
Ensure Clean Water and Maintenance.
Financial Impact: No financial Impact to the 2020 Budget. The 2020 Water Fund
budgeted estimate of $3,159,104.00 for Water Treatment Plant and Engineering Design,
700-4823-7050.
Recommendation:
Staff recommends the City Council approve and accept the proposal from KLM
Engineering for the roof repairs to the ground reservoir for a total of $143,000.00. Repairs
will be completed by Commercial Roofing & Sheet Metal Inc. Engineering inspection
services will be provided by KLM Engineering at a cost of $3,728.00. Staff also
recommends the Council approve a contingency of 7% or $10,010.00 for any unforeseen
issues that may arise during the repair work.
Respectfully submitted,
Don Peterson
Public Works Director
The Mounds View Vision
A Thriving Desirable Community
RESOLUTION 9301
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
APPROVING THE PROPOSAL FROM KLM ENGINEERING FOR ROOF REPAIRS ON
THE GROUND RESERVOIR
WHEREAS, the City has the responsibility to efficiently operate the water
distribution system; and
WHEREAS, in 2014 the City Council approved repairs to the ground reservoir
(Res 8218) that included interior structural repairs, interior steel coatings, exterior
structural repairs, and coating of the exterior roof and flashing; and
WHEREAS, Staff recently had the ground reservoir inspected by KLM Engineering
and upon completion of this inspection, repairs to the roof are required; and
WHEREAS, Staff had KLM Engineering reach out to contractors in order to
receive proposals for the needed repairs; one proposal was received from Champion
Coatings of Prior Lake, MN.
WHEREAS, The Scope of the repair work will include the following:
• Remove the existing coating by grinding 4-inches, including feathering the existing
coating to sound material, on both sides (minimum of 8-inches wide) of expansion and
construction joints, as directed by the engineer. The total footage requiring repair is
approximately 522-lineal feet.
• On all joint repair areas, apply 6-inch wide bond breaker tape per manufacturer’s
instructions, similar to those provided by Sherwin Williams.
• On areas of cracked coating, not affiliated with joint repairs, remove coating back to
tightly adhered coating and feather edges.
• Apply, color-matched, Sherwin Williams Envirolastic AR530 to the all repaired areas at
a thickness of 60 mils to match existing coating.
• Prior to tape or coating application, surfaces shall be clean and dry per coating
manufacturer’s recommendation
WHEREAS, the work that was performed has failed and did not perform as
intended or recommended by KLM Engineering; and
WHEREAS, Public Works Staff met with KLM Engineering several times to
address the issue and look other alternatives; and
WHEREAS, KLM has reviewed the overall condition of the ground reservoir, and
recommends that an EPDM membrane roof and insulation be installed on the reservoir;
estimated cost is $143,000.00 with a life expectancy of 20-25 years; and
The Mounds View Vision
A Thriving Desirable Community
Resolution 9301 Continued
WHEREAS, KLM Engineering has also provided a proposal for inspection
services for the roofing project at a cost of $3,728.00; and
WHEREAS, Public Works Staff met with Finance Director Beer, to discuss
funding for this needed repairs and if this could be incorporated in the current Water
Treatment Rehabilitation Project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds
View, Ramsey County, Minnesota as follows:
1. Approves the proposal from KLM Engineering for roof repairs to the ground
reservoir at a cost of $143,000.00.
2. Approves the proposal from KLM Engineering for engineering and inspection
services at a cost of $3,728.00.
3. Council approves a contingency of 7% or $10,010.00 for any unforeseen issues
that may arise during the repair work. For a total project cost not to exceed of
$156,738.00.
4. Funded from the Water Department 2020 adopted budget account 700-4823-
7050.
5. The Mayor and City Administrator are hereby authorized and directed to
execute all appropriate documents to effectuate the actions contemplated by
this resolution.
6. The Mayor and City Administrator, Staff and consultants are hereby
authorized and directed to take any and all additional steps and actions
necessary or convenient in order to accomplish the intent of this Resolution.
Adopted this 24th day of August, 2020
____________________________________
Carol A Mueller, Mayor
ATTEST: __
Nyle Zikmund, City Administrator
(SEAL)
The Mounds View Vision
A Thriving Desirable Community
Item No: 08F
Meeting Date: Aug 24, 2020
Type of Business: Council Business
City Administrator Review: _____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Jon Sevald, Community Development Director
Item Title/Subject: Resolution 9254, Approving Funds to complete the 2040
Comprehensive Plan
Introduction:
Staff is requesting additional funds to complete the 2040 Comprehensive Plan.
Discussion:
The Metropolitan Council serves as the Council of Governments for the seven-county
metropolitan area, administering regional planning, regional sanitary sewer, and public
transportation. Each municipality is required to adopt a Comprehensive Plan, and update it
every ten years, and to be in conformance with regional plans and policies.1 The Metropolitan
Council provided communities with a Systems Statement (e.g. checklist) of items to be included
in the plan update.
Mounds View contracted with Stantec to complete the plan, with staff assisting when possible,
at a cost of $86,844. The City Council reviewed the draft plan in April and December, 2019.
Stantec submitted a draft plan to the Metropolitan Council in December, 2019. The Metcouncil
responded with an Incomplete letter with a number of items that were in error, incomplete, or
missing. Staff met with Metcouncil staff in April to review these items. Almost all communities,
received incomplete letters.
Stantec submitted a cost estimate of $16,734 to complete the plan, which was presented at the
March 23rd Council Meeting. The Council tabled this item, directing Staff to reduce costs. A
revised proposal has been submitted of $12,597.
Once expenditures are approved, Stantec will update the draft plan and review it with
Metcouncil staff informally, before submitting it to Staff. A Public Hearing is tentatively planned
for October 7th (Planning Commission), and review by the City Council at its October Work
Session, and October 12th Council meeting.
Strategic Plan Strategy/Goal:
• Address the property tax levy limitation in the City Charter, educate residents on Inflow &
Infiltration, & keep the same level of service while monitoring expenses.
• Maintain and plan for infrastructure improvements including waste water, water, &
transportation
• Increase community engagement while being sensitive to the changing demographics &
their needs and inclusive to all socioeconomic situations
• Continue BR&E program, maximize utilization of development space and current list of
available sites, encourage land owners to maintain their properties, & consider residential
redevelopment
1 MN Statute §462.355 (Adopt, Amend Comprehensive Plan; Interim Ordinance)
Item 08F
Page 2 of 3
The Mounds View Vision
A Thriving Desirable Community
Financial Impact:
$ 5,915 Community Development, 100-4180-3030
$ 1,782 Sanitary Sewer, 730-4820-3030
$ 4,900 Storm Water, 745-4415-3030
$12,597
Recommendation:
Staff recommends approval of Resolution 9254, providing additional funding to complete the
2040 Comprehensive Plan.
Respectfully,
Jon Sevald, AICP
Community Development Director
ATTACHMENT
Resolution 9254
Metcouncil Incomplete Letter, Jan 10, 2020
Stantec proposal (costs)
Item 08F
Page 3 of 3
The Mounds View Vision
A Thriving Desirable Community
RESOLUTION NO. 9254
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION AUTHORIZING FUNDS TO COMPLETE
THE 2040 COMPREHENSIVE PLAN
WHEREAS, Minnesota Statute 462.355, Subd 1(a) requires that each municipality
within the jurisdiction of the Metropolitan Council, review and update its Comprehensive Plan,
fiscal devices, and official controls, every ten years; and,
WHEREAS, The City contracted with Stantec, approving a Scope of Services to
complete the Comprehensive Plan based on a checklist of minimum requirements, at a cost of
$90,716 with funds from the 2018 budget (Resolution 8878). A draft Comprehensive Plan was
completed at a cost of $86,844, and submitted to the Metropolitan Council in December 2019 for
its review; and,
WHEREAS, The Metropolitan Council reviewed the draft Comprehensive Plan, and
issued an incomplete letter in January 2020; and,
WHEREAS, Stantec proposes to complete the Comprehensive Plan at an additional cost
of $12,597; and,
NOW, THEREFORE BE IT RESOLVED THAT the Mounds View City Council
authorizes the City Administrator to sign a Scope of Services agreement with Stantec to
complete the Comprehensive Plan, with funds provided by:
$ 5,915 Community Development, 100-4180-3030
$ 1,782 Sanitary Sewer, 730-4820-3030
$ 4,900 Storm Water, 745-4415-3030
$12,597 Total
NOW, THEREFORE BE IT FINALLY RESOLVED THAT any additional expenses
shall be the responsibility of Stantec, alone.
Adopted this 24rd day of August, 2020
_______________________________
Carol A. Mueller, Mayor
ATTEST:
_______________________________
Nyle Zikmund, City Administrator
(SEAL)