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HomeMy WebLinkAboutAgenda Packets - 2020/09/14CITY OF MOUNDS VIEW CITY COUNCIL MEETING AGENDA MOUNDS VIEW CITY HALL Monday, September 14, 2020 6:30 p.m. Virtual Meeting https://us02web.zoom.us/j/82896257611?pwd=WTFuMkZ3Q0twZVl6YVVpTDlRclRwUT09 Passcode: 238914 Or iPhone one-tap : US: +16465588656,,82896257611# or +13017158592,,82896257611# Or Telephone: Dial(for higher quality, dial a number based on your current location): US: +1 646 558 8656 or +1 301 715 8592 or +1 312 626 6799 or +1 669 900 9128 or +1 253 215 8782 or +1 346 248 7799 Webinar ID: 828 9625 7611 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 24, 2020 and August 27, 2020 (special) B. Just and Correct Claims C. Resolution 9304 Authorizing Insurance Policies for the Year January 2020 through December 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 A. Direct Support Professional Recognition Week Proclamation 8. COUNCIL BUSINESS A. Resolution 9308 Authorizing Certification of the Preliminary General Fund Budget and Preliminary Property Tax Levy for Fiscal Year 2021 B. Resolution 9309 Approving the Preliminary EDA Property Tax Levy Request and Budget for Fiscal Year 2021 C. Resolution 9305 Approving the Hire of Derek Wodnick to the Position of Police Officer D. Resolution 9306 Approving Revisions to the Employee Performance and Evaluation Policy 9. REPORTS A. Reports of Mayor and Council B. Reports of Staff C. Reports of City Attorney 10. NEXT COUNCIL WORK SESSION: Monday, October 5, 2020 NEXT COUNCIL MEETING: Monday, September 28, 2020 11. ADJOURNMENT PROCEEDINGS OF THE MOUNDS VIEW CITY COUNCIL 1 CITY OF MOUNDS VIEW 2 RAMSEY COUNTY, MINNESOTA 3 4 Regular Meeting 5 August 24, 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 reported due to the COVID-19 pandemic this meeting was being 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, August 24, 2020, City Council Agenda. 23 24 MOTION/SECOND: Bergeron/Meehlhause. To Approve the Monday, August 24, 2020, agenda 25 as revised adding Item 8G. 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: August 10, 2020. 33 B. Just and Correct Claims. 34 35 MOTION/SECOND: Meehlhause/Hull. 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 August 24, 2020 Regular Meeting Page 2 7. SPECIAL ORDER OF BUSINESS 1 2 None. 3 4 8. COUNCIL BUSINESS 5 A. Updating the Equal Employment Opportunity Policy in the City’s Personnel 6 Manual. 7 8 Human Resources Coordinator Ewald requested the Council adopt a Resolution which would 9 update the Equal Employment Opportunity Policy in the City’s Personnel Manual by removing 10 the reference to an affirmative action plan. 11 12 Mayor Mueller asked if this was a simple housekeeping matter. Human Resources Coordinator 13 Ewald reported this was the case. 14 15 MOTION/SECOND: Hull/Gunn. To Waive the Reading and Adopt Resolution 9297, 16 Approving an Update to the Equal Employment Opportunity Policy in the City’s Personnel 17 Manual. 18 19 Council Member Bergeron recommended the Council table action on this item for the time being 20 because the City would not be sending the right message and the Council’s actions may be 21 misconstrued. 22 23 Council Member Meehlhause requested further direction regarding the action before the City 24 Council. City Attorney Allsot explained from a legal perspective the City has no legal obligation 25 to have an affirmative action plan in place. He reported the affirmative action policy has 26 numerous requirements and the City would be streamlining its hiring processes if this policy 27 were removed from the Personnel Manual. He explained there were still protections within the 28 policy to protect minorities. 29 30 Council Member Meehlhause questioned if an affirmative action policy would have to be 31 reimplemented if the City were to have a contract with the State. City Attorney Allsot stated this 32 was the case. He indicated it was not difficult to put this type of policy in place. 33 34 Council Member Hull inquired how long this language has been included in the City’s Personnel 35 Manual. City Administrator Zikmund estimated this language has been included for the past 12 36 or 13 years. He commented further on how the City has been working to find gender and ethnic 37 diversity within City staff. 38 39 Council Member Bergeron commented one of the benefits of having an affirmative action plan 40 was to require expanded recruiting efforts beyond traditional means, which could assist in 41 attracting a broader base of applicants. He believed it was a positive thing for the City to have an 42 affirmative action plan in place and the perception to drop it would be very poor. 43 44 MOTION/SECOND: Bergeron/Mueller. To Table Action on Resolution 9297, Approving an 45 Mounds View City Council August 24, 2020 Regular Meeting Page 3 Update to the Equal Employment Opportunity Policy in the City’s Personnel Manual to the 1 September City Council Worksession meeting. 2 3 A roll call vote was taken. 4 5 Ayes – 4 Nays – 1 (Hull) Motion carried. 6 7 B. Revising the Vacation Donation Policy in the City’s Personnel Manual and 8 Separating to an Individual Policy. 9 10 Human Resources Coordinator Ewald requested the Council adopt a Resolution revising the 11 vacation donation policy within the City’s Personnel Manual by making it an individual policy 12 that is separated from the Vacation policy. She discussed the proposed changes in detail with the 13 Council and recommended approval. 14 15 MOTION/SECOND: Gunn/Meehlhause. To Waive the Reading and Adopt Resolution 9298, 16 Approving Revising the Vacation Donation Policy in the City’s Personnel Manual and 17 Separating to an Individual Policy. 18 19 Council Member Meehlhause stated he supported the proposed changes to the City’s Personnel 20 Manual and he thanked staff for their efforts on this manual. 21 22 A roll call vote was taken. 23 24 Ayes – 5 Nays – 0 Motion carried. 25 26 C. Approving a New Job Description for Executive Administrative Assistant. 27 28 Human Resources Coordinator Ewald requested the Council approve a new job description for 29 the Executive Administrative Assistant. She reported Barbara Benesch has been working for the 30 City without a job description in place. 31 32 Council Member Meehlhause asked if this position would require Hay point evaluation. Human 33 Resources Coordinator Ewald explained this position would not be pointed. She noted Ms. 34 Benesch has been doing this job for the past three years on a part-time basis and would continue 35 doing the same job on a part-time basis. 36 37 MOTION/SECOND: Meehlhause/Hull. To Waive the Reading and Adopt Resolution 9299, 38 Approving a New Job Description for Executive Administrative Assistant. 39 40 A roll call vote was taken. 41 42 Ayes – 5 Nays – 0 Motion carried. 43 44 D. Resolution 9300, Approving Storm Sewer Repair on Ardan Avenue. 45 Mounds View City Council August 24, 2020 Regular Meeting Page 4 1 Public Works Director Peterson requested the Council approve a storm sewer repair on Ardan 2 Avenue. He discussed the sink holes that have occurred along Ardan Avenue and the work that 3 would need to be completed. He reported the work would be completed by VisuSewer and the 4 project would be paid for by Storm Sewer Funds. 5 6 Council Member Meehlhause asked if the street would have to be torn up. Public Works 7 Director Peterson explained the work could be completed without tearing up the street. He 8 reported this sewer line was no longer under warranty. 9 10 Mayor Mueller questioned if the excessive amount of rain water over the past two years has 11 impacted this storm sewer line. Public Works Director Peterson stated this was tough to say, but 12 could be a potential cause. He noted this was a shallow storm sewer line and he was uncertain as 13 to why it has failed. 14 15 Mayor Mueller requested staff put information on the City’s website regarding sinkholes, and 16 encourage the public to contact City staff if sinkholes are located in the City. 17 18 MOTION/SECOND: Hull/Bergeron. To Waive the Reading and Adopt Resolution 9300, 19 Approving Storm Sewer Repair on Ardan Avenue. 20 21 A roll call vote was taken. 22 23 Ayes – 5 Nays – 0 Motion carried. 24 25 E. Resolution 9301, Approving the Proposal from KLM Engineering for Roof 26 Repairs on the Ground Reservoir. 27 28 Public Works Director Peterson requested the Council approve a proposal from KLM 29 Engineering for roof repairs on the Ground Reservoir. He discussed the roof work that had been 30 done on the Ground Reservoir and how it failed. For this reason, additional work was required in 31 order to secure the roof. He commented a dome roof was considered but it was determined a 32 rubber membrane roof would be the best solution. He noted the rubber membrane was projected 33 to last 20 to 25 years and the cost would be $143,000. Staff recommends a 7% contingency be 34 included for the project. 35 36 Council Member Hull asked if the rubber membrane roof would come with a warranty. Public 37 Works Director Peterson reported this roof would have a 5 to 10 year warranty. 38 39 Council Member Meehlhause questioned if this project expense would be included in the water 40 treatment/well upgrades. Finance Director Beer reported this roof replacement would be 41 included in the water treatment plant project. 42 43 MOTION/SECOND: Meehlhause/Bergeron. To Waive the Reading and Adopt Resolution 44 9301, Approving the Proposal from KLM Engineering for Roof Repairs on the Ground 45 Mounds View City Council August 24, 2020 Regular Meeting Page 5 Reservoir. 1 2 Mayor Mueller thanked Public Works Director Peterson and City Administrator Zikmund for 3 addressing this concern. 4 5 A roll call vote was taken. 6 7 Ayes – 5 Nays – 0 Motion carried. 8 9 F. Resolution 9254, Approving Funds to Complete the 2040 Comprehensive 10 Plan. 11 12 Community Development Director Sevald requested the Council approve funds to complete the 13 2040 Comprehensive Plan. He explained the 2040 Comp Plan was a 20 year plan that addresses 14 housing, transportation, along with storm and sanitary sewer. He reported the City’s draft plan 15 was submitted to the Met Council in September of 2019 and there were a number of items that 16 were either incomplete or missing. He indicated staff requested a quote from Stantec to complete 17 this work and the quote was for $16,000. He noted the Council tabled action on this item in 18 March and staff was bringing this matter back for further consideration. He noted Stantec has 19 revised their expense to $12,000. 20 21 Council Member Meehlhause asked what the City’s degree of confidence was that the Met 22 Council would approve the revised plan or find more issues with the Comp Plan. Community 23 Development Director Sevald stated there was always a chance, but it was his hope staff and 24 Stantec would have the majority of the issues addressed. 25 26 Mayor Mueller questioned if Stantec was familiar with doing Comprehensive Plan’s and Stantec 27 lead the City in the right direction. Community Development Director Sevald reported Stantec 28 staff was fairly experienced, while the associate members were younger and inexperienced. He 29 explained there were delays at the Met Council level given the fact they were overwhelmed by 30 receiving all of the Comp Plans at once for review and comment. 31 32 Mayor Mueller inquired if the $12,000 bid was the best Stantec could do for the City. City 33 Administrator Zikmund reported this was the case. 34 35 Mayor Mueller stated it was quite a disappointment that the Comp Plan came back to the City 36 requiring the expenditure of additional consulting funds in order to meet Met Council 37 requirements. She appreciated the fact staff had requested Met Council to complete a survey on 38 the amount of money each City had spent to complete their Comprehensive Plan. 39 40 MOTION/SECOND: Hull/Meehlhause. To Waive the Reading and Adopt Resolution 9254, 41 Approving Funds to Complete the 2040 Comprehensive Plan. 42 43 A roll call vote was taken. 44 45 Mounds View City Council August 24, 2020 Regular Meeting Page 6 Ayes – 5 Nays – 0 Motion carried. 1 2 G. Resolution 9302, Authorizing 2020 CARES Act County-Municipal Grant 3 Agreement. 4 5 City Administrator Zikmund requested the Council authorize the 2020 CARES Act County-6 Municipal Grant Agreement. He reported this agreement would allocate funds to the County to 7 assist with election expenditures. 8 9 Mayor Mueller indicated this grant was in the amount of $6,033.09. She asked if this amount 10 would cover the total election cost, or if this amount was just covering the COVID-19 11 expenditures with respect to the election. City Administrator Zikmund explained this grant would 12 only cover COVID-19 expenditures with respect to the election. 13 14 Mayor Mueller stated she was pleased to see the poll workers would receive an increase in pay 15 for the upcoming election. 16 17 MOTION/SECOND: Meehlhause/Gunn. To Waive the Reading and Adopt Resolution 9302, 18 Authorizing 2020 CARES Act County-Municipal Grant Agreement. 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 Meehlhause provided the Council with an update from Twin Cities Gateway. 28 29 Council Member Meehlhause stated he looked forward to the day when Tara Jebens-Singh from 30 NYFS could be invited to an upcoming City Council meeting. 31 32 Mayor Mueller reported her son was to be married this summer and this wedding has been 33 postponed to September. She stated she was looking forward to attending this event. 34 35 Mayor Mueller explained on Monday, August 17th she met with a small group of residents at 36 Greenfield Park where concerns regarding the trail were discussed. 37 38 Mayor Mueller stated on Tuesday, August 18th she attended the bike parade at Greenfield Park. 39 She thanked all of the residents that participated in this event and made donations to the Ralph 40 Reeder Food Shelf. 41 42 Mayor Mueller indicated she participated in a candidate speak out forum at CTV. She explained 43 it would be difficult to campaign this fall given the fact candidates would not be allowed to go 44 door knocking. 45 Mounds View City Council August 24, 2020 Regular Meeting Page 7 1 Mayor Mueller reported she attended a Minnesota Mayor’s Executive Board meeting on Friday, 2 August 21st. She explained the Minnesota Mayor’s Annual Conference has been pushed back to 3 September of 2021. 4 5 B. Reports of Staff. 6 7 Finance Director Beer reported he attended a Finance Director’s Meeting with Ramsey County 8 last week and preliminary numbers were provided to the City Council. 9 10 Public Works Director Peterson updated the Council on the 2020 Street Improvement Project. 11 He explained the water treatment plant project was behind schedule and noted the contractor has 12 been made aware of this fact. 13 14 Public Works Director Peterson reported Ramsey County would be completing storm sewer work 15 across Mounds View Boulevard near Spring Lake Road. He noted the County hoped to complete 16 this work over a weekend. He explained once the County had a detour plan in place, he would 17 report back to the City Council. He indicated warning signs would be posted by the County to 18 make the public aware of the upcoming project. 19 20 Community Development Director Sevald reported census numerators were out in Ramsey 21 County. He encouraged residents to fill out their census information online or via telephone as 22 soon as possible. He explained information regarding the census was available in the City’s most 23 recent newsletter. 24 25 City Administrator Zikmund stated he would be emailing the City Council on Thursday morning 26 regarding a potential special meeting. 27 28 City Administrator Zikmund discussed the items that would be addressed by the Council at the 29 September worksession meeting. 30 31 C. Reports of City Attorney. 32 33 City Attorney Allsot had nothing additional to report. 34 35 10. Next Special City Council Meeting: Thursday, August 27, 2020, at 6:00 p.m. 36 Next Council Work Session: Tuesday, September 8, 2020, at 6:30 p.m. 37 Next Council Meeting: Monday, September 14, 2020, at 6:30 p.m. 38 Mounds View City Council August 24, 2020 Regular Meeting Page 8 1 11. ADJOURNMENT 2 3 The meeting was adjourned at 7:53 p.m. 4 5 Transcribed by: 6 7 Heidi Guenther 8 Minute Maker Secretarial 9 PROCEEDINGS OF THE MOUNDS VIEW CITY COUNCIL 1 CITY OF MOUNDS VIEW 2 RAMSEY COUNTY, MINNESOTA 3 4 Special Meeting 5 August 27, 2020 6 Mounds View City Hall 7 2401 Mounds View Boulevard, Mounds View, MN 55112 8 6:00 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: Gunn, Hull, Meehlhause, Mueller 18 19 NOT PRESENT: Bergeron. 20 21 4. SPECIAL ORDER OF BUSINESS 22 A. Resolution 9203, Charter Commission Appointment Advice to Chief Judge. 23 24 City Administrator Zikmund reviewed the applications the City received for the open Charter 25 Commission seat. He explained the applications were received late today. He requested the 26 Council review the applications and provide appointment advice to the Chief Judge. 27 28 Mayor Mueller commented on the three applications and asked if the Council had time to review 29 the material. She reported the City received applications from Rebecca J.R. Scholl, Andrew 30 Charles Munson, and Douglas Charles Schmidt. She explained several seats on the Charter 31 Commission will expire at the end of the year and she was uncertain if these individuals would 32 consider reapplying to serve. City Administrator Zikmund explained the three applicants before 33 the Council were interested in filling the vacant seat from Justin Klander on the Charter 34 Commission. He clarified that the Charter Commission would have five seats open in October of 35 2020. He noted the judge was interested in filling this seat prior to that time. He reported the five 36 vacancies would be filled later this year. 37 38 Mayor Mueller stated she was thrilled to see the City had three applications for this vacancy. She 39 indicated she would support the Council recommending the very first application the City 40 received and then encouraging the other two applicants to reapply. 41 42 Council Member Meehlhause explained he would support this recommendation, which was for 43 Rebecca Scholl. 44 45 Mounds View City Council August 27, 2020 Special Meeting Page 2 Council Member Gunn supported this recommendation. She asked if the other two candidates 1 would need to reapply for the open seats in October. City Administrator Zikmund reported the 2 courts would require these individuals to reapply. 3 4 MOTION/SECOND: Meehlhause/Gunn. To Waive the Reading and Adopt Resolution 9203, 5 Charter Commission Appointment Advice to Chief Judge for Rebecca Scholl. 6 7 A roll call vote was taken. 8 9 Ayes – 4 Nays – 0 Motion carried. 10 11 5. Next Council Worksession: Tuesday, September 8, 2020, at 6:30 p.m. 12 Next Council Meeting: Monday, September 14, 2020, at 6:30 p.m. 13 14 6. ADJOURNMENT 15 16 The meeting was adjourned at 6:15 p.m. 17 18 Transcribed by: 19 20 Heidi Guenther 21 Minute Maker Secretarial 22 Item No: 5.C. Meeting Date: September 14, 2020 Type of Business: Council Consent Administrator Review: _____ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Mark Beer, Finance Director Item Title/Subject: Resolution 9304 Authorizing Insurance Policies for the Year January 2020 through December 2020. The attached resolution authorizes staff to purchase insurance policies with the League of Minnesota Cities Insurance Trust (LMCIT) and to make payment of the premiums and commission as they become due. The paperwork has been slow to get to Cities as a result of COVID-19. The January 1 renewal date has delayed receipt of our policy from the League of Minnesota Cities Insurance Trust as there are a number of cities with the same date. The League has a difficult time processing that many applications and COVID-19 has slowed that even more. We have had uninterrupted coverage during this period. The cost of our property and liability policy increased by $14,964 as a result of new assets and rate increases. The premium for workers’ compensation has increased by $17,668 in 2020. This is the result of increased payroll and a 9% increase in rates. Our mod decreased from 1.14 in 2019 to 1.04 in 2020. The mod should remain steady for 2021. The overall affect for 2020 will be an increase of $32,632 over 2019. Staff recommends approval of resolution 9304 authorizing the purchase of insurance policies for the year January 1, 2020 through December 31, 2020. Respectfully submitted, ___________________________ Mark Beer RESOLUTION NO. 9304 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA Authorizing Insurance Policies for the Year January 2020 through December 2020 WHEREAS, the City of Mounds View has made application for insurance policies to cover the period of January 1, 2020 through December 31, 2020 and has received proposed policies from the League of Minnesota Cites Insurance Trust. (LMCIT) NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Mounds View authorizes staff to purchase the following insurance policies from the LMCIT for the period of January 1, 2020 through December 31, 2020 and to make payment of premiums as they become due: Comprehensive Municipal Coverage (LCMIT) $116,253 Worker’s Compensation (LCMIT) 159,996 Total $276,249 Adopted this 14th Day of September 2020. ______________________________ Carol A. Mueller, Mayor (ATTEST) ______________________________ Nyle Zikmund, City Administrator (SEAL) CITY OF MOUNDS VIEW OFFICE OF THE MAYOR PROCLAMATION DIRECT SUPPORT PROFESSIONAL RECOGNITION WEEK WHEREAS, Direct Support Professionals (DSPs) are the primary providers of community-based long-term support services for tens of thousands of individuals with disabilities in Minnesota; and WHEREAS, DSPs are valued for their work in building respectful and trusted relationships with individuals to assist them with their most intimate needs; and WHEREAS, DSPs provide essential support to individuals with disabilities to stay connected to family, friends, coworkers, and the community, helping them to define and live a quality life; and WHEREAS, DSPs provide a broad range of individualized supports, including meal preparation, medication assistance, personal care and life skills training, mobility, work and life enrichment opportunities, and other daily tasks; and WHEREAS, DSPs support informed choices and person-centered practices that honor and respect the individuals with disabilities they serve; and WHEREAS, during the COVID-19 outbreak, DSPs have played an instrumental role in ensuring safety and maintaining dedicated support and care for those they serve; and WHEREAS, an adequate workforce of high-quality DSPs is necessary for the people of Minnesota to respond to the needs of people with disabilities, and minimize more costly settings such as hospitals or institutions; and WHEREAS, DSPs are one of the fastest growing positions in Minnesota and demand for their skills is great; and yet low wages and demographic trends are creating a growing shortage of DSPs, leading to increased turnover; and WHEREAS, public officials are key advocates in building awareness and addressing the issues facing this publicly funded workforce. NOW, THEREFORE, I, CAROL A. MUELLER, MAYOR of the City of Mounds View do hereby proclaim September 13-19, 2020 as: DIRECT SUPPORT PROFESSIONAL RECOGNITION WEEK Given under my hand and seal of the City of Mounds View this 14th day of September, 2020 ____________________________________________ Carol A. Mueller, Mayor The Mounds View Vision A Thriving Desirable Community Item No: 8.A. Meeting Date: September 14, 2020 Type of Business: Council Business City Administrator Review: ______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Mark Beer, Finance Director Item Title/Subject: Resolution 9309 Authorizing Certification of the Preliminary General Fund Budget and Preliminary Property Tax Levy for Fiscal Year 2021 State law requires that the City certify a preliminary General Fund Budget and preliminary property tax levy to Ramsey County by September 30. The City Council reviewed the General Fund budget at the May Special work session and will review the budget again before final approval in December. The Charter limits the levy increase to inflation plus 2% or 5% whichever is less unless otherwise excluded (referendums and debt service/capital levies are excluded from the charter limit). (Inflation is 1.3%) Each 1% levy increase is an additional $56,789. The state has certified Local Government Aid (LGA) for 2021 at $844,418 but it is highly unlikely that we will get the entire amount. Tax collections will be at a lower rate than historical collections thus impacting cashflows/revenues. The Strategic Plan adopted by the City Council calls for less dependence on LGA. LGA is included in the General Fund budget at 50% of the certified amount. This reflects the likelihood that it will be reduced as a result of the State deficit. The Strategic Plan also calls for reducing dependence on the Levy Reduction Assigned Fund balance by 3-5% per year. Prior budgets have used $250,000, we used $246,000 for 2020 to balance the budget. For 2021, $242,000 is proposed and $238,000 for 2022 is proposed to meet the goal of the Strategic Plan. Unassigned fund balance was $4,127,062 at December 31, 2019 and represents 52.6% of draft 2021 budgeted expenditures and transfers in. The Assigned Levy Reduction fund balance was $5,217,724 at 12-31-19 and will be approximately $4,967,724 at December 31, 2020. Staff is recommending that the preliminary levy be set at the maximum allowed by charter to provide flexibility for the Council in case there are additional unforeseen challenges between now and final adoption. The goal is to have a zero percent levy increase. The base General Fund levy would be $4,666,859 and special levies for Fire Debt Service of $166,291, 2004 police personnel referendum of $220,000, 2017 police personnel referendum of $110,000, PERA rate increase special levy of $39,145 for a total General Fund levy of $5,202,295. A debt service levy for the 2017A PW Facility Debt Service is $413,984 a decrease of $2,310 over 2020. A base levy for the Street Improvement fund of $150,000 will be continued for 2021. The EDA levy of $100,000 is no increase over 2020. The total of all base and special levies proposed is $5,866,279, 3.3% increase over 2020. Once this amount is set, the levy cannot be increased but can be lowered. The final levy will be adopted on or about December 14, 2020 along with the General Fund budget and all other City funds budgets. The draft General Fund budget for preliminary approval is $7,854,992. This amount is subject to change as the Council gets additional information and provides additional direction to staff before final approval in December. Respectfully submitted, ___________________________ Mark Beer, Finance Director The Mounds View Vision A Thriving Desirable Community RESOLUTION NO. 9309 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA Resolution Authorizing Certification of the Preliminary General Fund Budget and Preliminary Property Tax Levy for Fiscal Year 2021 WHEREAS, current state statute requires cities to certify a preliminary budget and tax levy to the county auditor; and WHEREAS, guidelines established by the Commissioner of Revenue require certification to occur on or before September 30, 2020; and WHEREAS, the Department of Revenue has certified the amount of Local Government Aid payable to the City in 2021; and WHEREAS, the City Council has elected to have a preliminary levy increase of 3.3% and; WHEREAS, a referendum levy passed in 2004 for two additional police officers is set at $220,000 and a referendum levy passed in 2017 for one police officer is set at $110,000; and WHEREAS, a street levy of $150,000 will be continued to improve streets that were not part of the Street Improvement Program and to maintain the streets that were recently improved. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds View that the preliminary expenditure budget for the General Fund for fiscal year 2020 is $7,854,992. NOW THEREFORE, BE IT FURTHER RESOLVED that the proposed 2021 base property tax levy is $4,666,859 and $150,000 and the proposed 2021 special levies are $949,420 for a total net property tax levy of $5,766,279. NOW, THEREFORE, BE IT FURTHER RESOLVED that the Truth-In-Taxation meeting will be held on December 7, 2020 at 6:00 pm at City Hall with a continuation meeting to be held on December 14, 2020 at 6:30 pm if needed. NOW, THEREFORE, BE IT FURTHER RESOLVED that the Finance Director shall certify these amounts to the Ramsey County Auditor. Adopted this 14th Day of September 2020. ______________________________ Carol A. Mueller, Mayor (ATTEST) ______________________________ Nyle Zikmund, City Administrator (SEAL) The Mounds View Vision A Thriving Desirable Community Item No: 8.B. Meeting Date: September 14, 2019 Type of Business: Council Business City Administrator Review: ______ City of Mounds View Staff Report To: City Council From: Mark Beer, Finance Director Item Title/Subject: Resolution 9309 Approving the Preliminary EDA Property Tax Levy Request and Budget for Fiscal Year 2021 Previously the City’s economic development activities were funded with tax increment revenues. These tax increment revenues were discontinued as required by state statute when the districts were decertified. This left the City with limited resources to continue existing business outreach, marketing, advertising, small scale incentives, property acquisitions, professional services, and staff training and development. The EDA established a levy of $100,000 in 2017 for these purposes. There is no proposed increase in this amount for 2021. The City’s EDA is requesting that the City levy on behalf of the EDA $100,000 to support the above activities within the City of Mounds View. The EDA has been authorized with joint powers of an Economic Development Authority (EDA) and a Housing and Redevelopment Authority (HRA). The EDA may choose to establish either an EDA levy or an HRA levy, or both, to fund the above activities. The proposed EDA budget of $244,000 is attached, there may be changes as additional information becomes available. Once this amount is set, the levy cannot be increased but can be lowered. A Truth-In-Taxation meeting will be held December 7, 2020 at 6pm at City Hall or via remote meeting. The final levy will be adopted on or about December 14, 2020. Vision: Financial Stability and Structurally Balanced Budgets that Fund the Needs of the Community Strategic Plan Strategy/Goal: Increase EDA Levy: Spur Redevelopment to Increase Tax Valuation, Add Jobs, and Housing Diversity 1. Increase the EDA and HRA levies to the maximum allowed over time. Respectfully submitted, ___________________________ Mark Beer, Finance Director The Mounds View Vision A Thriving Desirable Community RESOLUTION NO. 9309 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING THE PRELIMINARY EDA PROPERTY TAX LEVY REQUEST AND BUDGET FOR FISCAL YEAR 2021 WHEREAS, the Mounds View Economic Development Authority (the "EDA") has requested that the City of Mounds View levy a tax for the benefit of the EDA pursuant to Minnesota Statutes 469.107, Subdivision 1. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Mounds View hereby gives preliminary approval for the collection of a levy for the benefit of the economic development activities within the community in fiscal year 2021 in the amount not to exceed $100,000, which amount shall be included in the City’s proposed levy and the prosed EDA budget of $244,000 is adopted. Adopted this 14th Day of September 2020. ______________________________ Carol A. Mueller, Mayor (ATTEST) ______________________________ Nyle Zikmund, Administrator (SEAL) The Mounds View Vision A Thriving Desirable Community Item No: 8.C. Meeting Date: September 14, 2020 Type of Business: Council Business City 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 9305, Approving the Hire of Derek Wodnick to the Position of Police Officer Introduction: The Police Department had a retirement in March, which opened a Police Officer position. Resolution 9252 passed on March 23, 2020, allowed staff to begin the recruitment process for Police Officer. Discussion: Staff conducted a recruitment process for the Police Officer position. The advertisement was posted on the Minnesota POST Board, the League of Minnesota Cities, and on the City’s website. Staff received 35 application packets by the deadline and 14 candidates were invited to interview by Police Department personnel and the Human Resources Coordinator. Derek Wodnick was selected to advance in the hiring process. Mr. Wodnick successfully passed the oral board examination, physical agility testing, a police background investigation, a pre-employment physical, and the required psychological evaluation. Staff is requesting to begin employment of Mr. Wodnick as a Police Officer on or about October 3, 2020. Strategic Plan Strategy/Goal: Create a culture where employees desire to work. Financial Impact: This is a budgeted position. Recommendation: Staff recommends City Council approval of Resolution 9305, a resolution approving the hire of Derek Wodnick to the position of Police Officer at Step 1 ($27.22/hour) of the compensation schedule in accordance with the 2020 – 2022 Labor Agreement between the City of Mounds View and the Law Enforcement Labor Services, Inc. #204. Respectfully submitted, ________________________ Rayla Sue Ewald Human Resources Coordinator RESOLUTION NO. 9305 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROV ING THE HIRE OF DEREK WODNICK TO THE POSITION OF POLICE OFFICER WHEREAS, the City Council has approved recruitment for the position of Police Officer in the Police Department, and; WHEREAS, the approved hiring procedures consist of a competitive written examination, training and experience scoring, oral interviews, physical agility testing, a thorough background investigation, physical examination and a psychological examination, and; WHEREAS, the top candidate in the interview process is Derek Wodnick, and; WHEREAS, staff of the Police Department has met with Derek Wodnick, and the Chief of Police recommends that he be appointed to the position of Police Officer, and; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Mounds View, Ramsey County, Minnesota does hereby appoint Derek Wodnick to the position of Police Officer at the step one rate of pay ($27.22/hour) as indicated in the Law Enforcement Labor Services contract. Adopted this 14th day of September, 2020. ____________________________________ Carol A. Mueller, Mayor ATTEST: _______________________________ Nyle Zikmund, City Administrator (seal) The Mounds View Vision A Thriving Desirable Community Item No: 8.D. Meeting Date: September 14, 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 9306 Approving Revisions to the Employee Performance and Evaluation Policy in the City’s Personnel Manual Introduction: Staff is requesting to update Section 3.10 Performance Reviews of the Personnel Manual. Discussion: A goal of the strategic plan was to have key staff establish clear goals and expectations with subordinates. In order to institute this initiative it became apparent the current performance evaluation program needed to be reevaluated in order to be consistent with the City’s core values. The City Administrator and Department Heads met this summer to key in on the following values for all City staff to adhere to while performing their job duties: • Work Ethic (cooperation and teamwork) • Positive Attitude (optimistic outlook) • Professionalism (conduct, behavior and attitude in a work environment) • Productivity (efficiency within the job) • Extraordinary Customer Service (exceed customer expectations) • Job Engagement (commitment to the position and the goals of the City) As new hires onboard, they will now have a three (3) month and six (6) month performance evaluation (this does not pertain to Police Officers following an FTO program). This will aid management with goal setting, and assist the new hire to better reach their goals, assuring there are set times to clarify job specifics. If problems arise outside these timelines, coaching, counseling and mentoring will be initiated to work through and resolve the issues. Staff agreed on the attached Employee Performance and Evaluation Policy. Forms have been created to follow the policy outline. And, Department Heads will determine when annual performance evaluations shall occur, on anniversary dates, or one time annually within their department (on a set schedule). The Employee Performance and Evaluation period is a time to discuss core values, Strategic Plan Strategy/Goal: This addresses the City Council goal to create a culture where employees desire to work and remain employed with Mounds View. Financial Impact: None. Page 2 Resolution 9306 September 14, 2020 The Mounds View Vision A Thriving Desirable Community Recommendation: Staff recommends approval of Resolution 9306 Approving Revisions to the Employee Performance and Evaluation Policy in the City’s Personnel Manual. _________________________ Rayla Sue Ewald Human Resources Coordinator RESOLUTION NO. 9306 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPROVING REVISIONS TO THE EMPLOYEE PERFORMANCE AND EVALUATION POLICY IN THE CITY’S PERSONNEL MANUAL WHEREAS, a goal of the strategic plan was to have key staff establish clear goals and expectations with subordinates, staff is requesting to update Section 3.10 Performance Reviews of the Personnel Manual; and WHEREAS, the City Administrator and Department Heads met this summer to key in on values important for City staff to maintain when performing their job duties; and WHEREAS, staff created an updated Employee Performance and Evaluation Policy (Exhibit A); and WHEREAS, new hires will now receive a three (3) month and six (6) month performance evaluation during their probationary period; and WHEREAS, coaching, counseling and mentoring will be initiating to work through and resolve issues arising prior to employee performance and evaluation periods; and WHEREAS , each department head will determine when annual performance evaluations will occur, on anniversary dates, or one time annually. NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council Approves Revisions to the Employee Performance and Evaluation Policy in the City’s Personnel Manual as shown in Exhibit A (attached). Adopted this 14th day of September, 2020. ____________________________________ Carol A. Mueller, Mayor ATTEST: ____________________________________ Nyle Zikmund, City Administrator (SEAL) 1 EXHIBIT A Section 3.10 Employee Performance and Evaluation Policy The City recognizes employees are our most important assets and through a strengths based performance model, they carry out the mission and goals as determined by the City Council. Specific to our adopted Strategic Plan, Personnel Policy, and all other directives; we embrace the following “values” in our employees: • Work Ethic (cooperation and teamwork) • Positive Attitude (optimistic outlook) • Professionalism (conduct, behavior and attitude in a work environment) • Productivity (efficiency within the job) • Extraordinary Customer Service (exceed customer expectations) • Job Engagement (commitment to the position and the goals of the City) These core values and strengths based performance model will drive our hiring decisions and ongoing management of all personnel. Employee performance occurs on an ongoing basis using coaching, counseling and mentoring techniques. Additionally, the City will provide all training required to ensure any job task assigned does not exceed the employees training level. The City assumes primary responsibility when employee behavior or performance is inconsistent with the value set and will endeavor to correct the behavior via the coaching, counseling, and mentoring approach. Where applicable, documentation of coaching, counseling, and mentoring will be done. Employees will be advised and have an opportunity to sign any written documentation. Progressive discipline will only be used when all coaching, counseling and mentoring efforts have not been successful in achieving the desired performance and/or behavior. Reasonable employee assistance may be considered in helping the employee find a better suited position within or outside of the organization. Employee evaluation will occur most frequently via the ongoing coaching, counseling and mentoring. Departments, via the department head shall establish an employee evaluation discussion with a primary focus on understanding the employee’s top talents and strengths; manager and team dynamics; strength’s based goal setting and managing future expectations; assessing and assigning additional training needs to enhance the employee’s strengths; considering job shaping by modifying the job description to fit the employee’s top talents; and, employer support needed in order to successfully accomplish. New hires will receive three (3) month and six (6) month performance evaluations. These will assist management to set goals for new staff and assure new team members are achieving desired targets. Annually employees will receive self-evaluation forms from the Human Resources Department. The self-evaluation form is to be completed by the employee, then submitted 2 to their immediate supervisor. Following the review, supervisors will engage in a Performance Discussion addressing the City’s: • Core Values • Future Expectations • Additional Training Needs • Employer Support Requested Each division will determine the timing of the annual performance discussion (anniversary date or a set time within the year for the division). Employees are requested to sign the performance discussion document. By signing a performance discussion the employee acknowledges receipt of the document. Employees are allowed a rebuttal. Employees are encouraged to keep copies of their annual self-evaluation and performance discussion. Human Resources will maintain a digital copy in the employees personnel file.