Loading...
HomeMy WebLinkAboutMinutes - 2001/06/24PROCEEDINGS OF THE MOUNDS VIEW CITY COUNCIL CITY OF MOUNDS VIEW RAMSEY COUNTY, MINNESOTA Regular Meeting June 25, 2001 ~~ ~` ~ ~~ ~~~ ~`, .~ ~ ~~ Mounds View City Hall ~ ~ , ~ ~.~,p ~~ ~~ 2401 Highway 10, Mounds View, MN 55112 7:00 P.M. 1. MEETING IS CALLED TO ORDER 2. ROLL CALL: Sonterre, Quick, Marty, Stigney, and Thomas. 3. APPROVAL OF AGENDA City Administrator Miller requested to add under Council Business the following: H. Letter of Resignation from the Public Works Director. MOTION/SECOND: Stigney/Quick. To Approve the June 25, 2001, City Council Agenda as amended. Ayes 5 Nays - 0 Motion carned. 4. PUBLIC INPUT David Jahnke, 8428 Eastwood Road, questioned the pay scale for the finance person, noting the pay is higher for that position than it is in Blaine, and Mounds View is smaller. He questioned if that is out of order. He also asked the status of the signs on the golf course. City Attorney Riggs indicated it is before the DOT for a decision. He explained the assistant commissioner had a hearing in the last month, and the letter that was received in the last 10 days said a decision may not be made due to the budget crunch with the state. They are sending out letters. Mr. Jahnke asked if we will see an answer this summer. City Attorney Riggs responded he didn't know; it depends on the budget crunch with the state. Jerry Linke, 2319 Knoll Drive, stated he has served the city for 8 years in various commissions. He served 12 years on the City Council, 10 of which as Mayor. He said the city has always had the reputation of being a good place to live and work but in the last six months it has become a laughing stock of the metro area. He stated he opened a local newspaper and found that a resident of New Brighton is commenting about the stench that is being generated by the actions • Mounds View City Council June 25, 2001 Regular Meeting Page 2 . of the City Council and by others that have no roots in the community. He added that he wanted to make that point and is disappointed with the actions of the Council. 5. UNFINISHED BUSINESS None. 6. CONSENT AGENDA A. Approve Just and Correct Claims B. Licenses for Approval-None for approval C. Resolution 5578 Approving a Charitable Gambling Application for Festival in the Park -Givonna Reed D. Resolution 5579 Approving Business Licenses for 2001-2002 E. Resolution 5576 Appointing Mike Ulrich as the Interim Golf Course Manager/Superintendent -Givonna Reed F. Resolution 5574 Approving Application and Acceptance for Sage and Sober Grant -Tim Brennan G. Consideration of Community Center Commissioning Proposal -Mike Ulrich H. Mike Ulrich's Letter of Resignation Council Member Stigney requested that item A. be removed from consideration. Council Member Marty questioned item 6E: resolution appointing of Mike Ulrich as the Interim Golf Course Manager/Superintendent. City Administrator Miller responded that as long as he is an employee of the city, he will continue to be the Interim Golf Course Manager. Council Member Marty mentioned that he received a call from the recording secretary informing him that she was enroute to the hospital and, therefore, would not be present for minutes. The minutes would be transcribed from video tape. The Council Members wished her well. MOTION/SECOND: Thomas/Stigney. To Approve Consent Agenda Items B through G as Presented. Council Member Marty questioned Lieutenant Brennan whether he applied for this grant or if the Police Chief did. Lieutenant Brennan explained they sent an officer to a grant workshop about the time they applied for a Safe and Sober grant. They were not granted the award. Lieutenant Brennan and Officer Nelson put the grant together. He explained that Officer Nelson attended the grant workshop. Council Member Quick questioned whether we are doing this in a timely fashion, as we've missed out on some grants in the past. Lieutenant Brennan stated the deadline is July 13 and they are ready for it. All that needs to be done is to attach the resolution authorizing acceptance if it is • awarded and that's the only bridge to cross. Mounds View City Council June 25, 2001 Regular Meeting Page 3 Assistant to the Administrator Reed commented on item 6E. She would like to note and be it further resolved that this interim position would begin June 7, 2001. Ayes - 5 Nays - 0 Motion carried. Council Member Stigney requested a discussion on 6A Approve Just and Correct Claims from the League of Minnesota City Insurance through the Maguire Agency. His concern was that the Council is approving payment before they've dealt with renegotiating the insurance contract with the Council, which is item 7C on this agenda. He did speak with Mr. Clysdale in the hall who implied that the League of Minnesota City Insurance requires a monetary one-ninth down payment by July 1. Though he understands the requirement, he felt this was being conducted out of order. Council Member Stigney also questioned #4901 for $663.00 to the Minnesota Golf Association memberships and inquired what the breakdown is for that total amount. City Administrator Miller responded that the Council could pull this item and treat it separate after reviewing the insurance issue. MOTION/SECOND: Marty/Stigney. To Remove One Item: $663.00 paid to Minnesota Golf Association Memberships. Ayes - 5 Nays - 0 Motion carried. MOTION/SECOND: Marty/Stigney. To Approve Item 6A with the exception of Item: $663.00 paid to Minnesota Golf Association Memberships. Ayes - 5 Nays - 0 Motion carried. 7. COUNCIL BUSINESS A. Public Hearing and Consideration of Resolution 5575 to Establish Sunday Liquor Sales Fee Assistant to the City Administrator Reed referred to the Staff report that indicates a separate license be issued by state statute for intoxicating establishments that wish to sell alcohol on Sundays. The City has issued licenses of this type in the past. Staff cannot determine whether a fee is included in the cost of a nonsale license. City Attorney Riggs recommended the Council hold a public hearing and explained the statute is vague whether this is necessary, but it is a precautionary measure. The request is that the Council determine what that fee will be for a Sunday sales license. The statue indicates the maximum amount is $200. • Mounds View City Council June 25, 2001 Regular Meeting Page 4 Assistant to the City Administrator Reed stated she contacted other cities and they all charge $200 in addition to whatever their onsale fee is. That fee is based on square footage for the onsale fee. Council Member Marty inquired if that $200 fee was per Sunday or per year. Assistant to the City Administrator Reed responded it is per year. Council Member Stigney commented on the level of policing at certain establishments. The license fees are the same but some properties need to be policed more than others. Mayor Sonterre said the $200 is a maximum set by statute for Sunday sales. He asked if police calls have gone up a lot this year. Council Member Stigney expressed concern with the numbers from 1994. He asked if we issue a license every year and why we don't look at the numbers of police calls annually. Assistant to the City Administrator Reed responded we do. Mayor Sonterre asked that since we're specifically dealing with the Sunday sales which gives us a $200 maximum, can we direct the Staff to bring us a report as to the policy for setting the fee formula. Assistant to the City Administrator Reed referred to the Staff Report where it is stated that the Mermaid pays $10,000 annually for their fee. That is the maximum based on the formula adopted by the Council. City Administrator Miller explained that to change the fee structure it would have to be discus in a work session. The public hearing was opened. sed David Jahnke, 8428 Eastwood Road, inquired whether this fee is for a certain event. Mayor Sonterre explained the fee is just for the license to serve liquor on a Sunday. Assistant to the City Administrator Reed stated that she gathered Staff reports from 1994 and the number of police calls that year was taken into consideration for figuring the fee. The formula was very complicated. The fee schedule only makes reference to square footage so the number of police calls is included in the formula but is not necessarily taken into consideration this year. The police are working with the Mermaid and felt the concerns have been resolved. Assistant to the City Administrator Reed explained that she asked the police department whether they have any concerns that would be a basis for denying a license. She referenced the year 1994 because that was the year the Council came up with this fee formula. Gretchen Wallbridge, 8072 Long Lake Road, clarified whether the Mermaid is already paying $10,000 and the $200 additional is just to sell liquor on a Sunday. She didn't see the problem. Mounds View City Council June 25, 2001 Regular Meeting Page 5 The public hearing was closed. MOTION/SECOND: Stigney/Thomas. To Approve Resolution 5575 to Establish Sunday Liquor Sales Licenses Based On a Cost of $200 Annually to the Applicant. Ayes - 5 Nays - 0 Motion carried. Council Member Quick asked if this would be discussed in a work session. Mayor Sonterre stated the Council referred to the policy for the formula for the Monday through Saturday portion of the fee. B. Public Hearing to Consider Intoxicating Liquor and Sunday Sales Licenses. 1. Update regarding On Sale Intoxicating Liquor and Sunday Sales License Application for Topa Corporation dba Donatelle's Assistant to the City Administrator Reed asked the Council to continue the hearing for the Topa Corporation to the July 9 Council meeting. The public hearing was opened. Assistant to the City Administrator Reed stated that additional paperwork needs to be submitted. Also, Mr. Stuart is still m negotiations with Mr. Donatelh regarding the purchase. The public hearing was closed. MOTION/SECOND: Quick/Marty. To Continue Item 7. B. 1. To the Regular Council meeting on July 9, 2001. Ayes - 5 Nays - 0 Motion carried. 2. Consideration of Off Sale Intoxicating Liquor License for Liquor Monkey, Inc dba Network Liquor on 10 for 2001-2002. Assistant to the City Administrator Reed summarized the Staff report. She stated she is still waiting for a floor plan and the applicant has indicated he will furnish that. She's asked for reports from the police department, utility billing, and the Department of Revenue. Each organization has suggested the license be approved. The applicant is present. The public hearing was opened. John Hascome, Vice President of Liquor Monkey, Inc., was present and invited questions from the Council. Mounds View City Council June 25, 2001 Regular Meeting Page 6 Council Member Marty inquired what the delay is with respect to the floor plan. Assistant to the City Administrator Reed responded there is no floor plan yet, and the applicant needed to find someone to draw it. He has now found someone to do it in CAD and it will be furnished to the Council by the end of the week. Council Member Marty asked if this item should be continued until the floor plan is delivered. Assistant to the City Administrator Reed stated that the Council could approve the item, contingent upon receipt of the floor plan by Friday. City Attorney Riggs confirmed that the Council has that authority. The public hearing was closed. MOTION/SECOND: Marty/Stigney. To Approve Off Sale Intoxicating Liquor License for Liquor Monkey, Inc. dba Network Liquor on 10 for 2001-2002 Contingent Upon Approval of the Floor Plan. Ayes - 5 Nays - 0 Motion carried. Mr. Hascome asked if this is approved as of July 1. He explained that he wants to negotiate with the current owner and purchase the property effective July 1, and open business on July 2. Assistant to the City Administrator Reed explained it would be effective July 1 if the floor plan is approved. B. Public Hearing to Consider Intoxicating Liquor and Sunday Sales Licenses 3. Consideration of Intoxicating Liquor License Renewals for 2001-2002. Assistant to the City Administrator Reed referred to the Staff report. Both the Mermaid and Roberts Off 10 want to sell alcohol on Sundays. Budget Liquor and ABC Liquor would also like their licenses renewed. Their licenses expire on June 30. She noted that the Staff report indicates the license for Roberts Off 10 is pending on fire abatements. She received a phone call that day stating those orders have been satisfied. The public hearing was opened. The public hearing was closed. MOTION/SECOND: Marty/Thomas. To Approve the Applications for Intoxicating Liquor and Sunday Sales Licenses as Presented. Ayes - 5 Nays - 0 Motion carried C. Insurance Premiums Mounds View City Council June 25, 2001 Regular Meeting Page 7 City Administrator Miller stated this item was on the agenda last month, but she had requested that Mr. Clysdale further research the issue and bring it back to this meeting. Mr. Clysdale stated he delivered the renewal last week. The Council had asked him to provide more information with respect to the deductible. He explained that the deductible for the coverage is $10,000 per loss with a $50,000 annual aggregate, which means the most the City will pay out is $50,000. These deductibles apply to the City's property and liability claims. The property is the property the City owns, and from a liability standpoint it is the city's responsibility to the public for any negligent acts. The City has had this program for 13 years. It started out with a deductible of $5,000 and was changed in 1993 to a $10,000 deductible. On the basis of the premium savings the City has had over that time, $336,264 has been the premium savings; this is roughly $30,000/year. The insurance company has asked back from the city a deductible recovery of $103,579. The difference is a savings over a period of over 10 years in excess of $230,000. The program is again being offered to the city and the premium savings is over $30,100. That is on the schedule Mr. Clysdale provided previously. Mr. Clysdale further explained that the workers comp deductible has been in place for 8 years and the deductible is $5,000. This doesn't apply to medical expenses nor indemnity payments; it only applies to medical payments. When an injured employee incurs a medical cost which the insurance pays, there is a deductible on that loss of $5,000. Over the 8 year period that the city has had that, the premium savings has been $56, 127 and the city has paid back about $53, 067, which is a difference of about $3,500 in the City's favor. On the basis of the City's loss experience, the City has had an unusual number of large medical claims. The City has had 4 years of fairly high medical claims. An account of this size usually wouldn't have this experience. Therefore, the savings would typically be higher. From an insurance analysis, it seems like it is appropriate to continue this program because of the savings that come to the Cit Council Member Thomas clarified that the $30,100 figure would be our expected savings this year and is about the same as it has been. Mr. Clysdale said it has gone down a little and it is a matter of a rating mechanism and probably a subtle way to raise the price. Y• Council Member Stigney asked what the difference would be in the premium if the deductible was changed from $10,000 to $5,000. Mr. Clysdale pointed out this information is on the schedule and explained that the additional premium would be $13,400 over what the City pays now. As an alternate to that, if an aggregate was added to the $5,000 at $50,000 the additional premium would be $14,500. By reducing the deductible from $10,000 to $5,000 the additional premium would be in the range of $13,000 to $14,0000. He said he is assuming the City is reporting every liability claim and every workers comp case to him. City Administrator Miller confirmed the City is reporting all property claims to the insurance agency that she is aware of. • Mounds View City Council June 25, 2001 Regular Meeting Page 8 Council Member Stigney voiced his opinion that the City should stay with the coverage as it is. Mr. Clysdale recommended that the City continue with the type of deductible program that is in place. MOTION/SECOND: Stigney/Thomas. To Renew the Proposal for the Maguire Agency for the $10,000 Deductible With the $50,000 Aggregate. Ayes - 5 Nays - 0 Motion carried. MOTION/SECOND: Stigney/Thomas. To Approve the Payment in the Just and Correct Claims as Listed in Item 6A in this Agenda. Ayes - 5 Nays - 0 Motion carried. D. First Reading (Introduction) of Ordinance 684, an Ordinance Rezoning 2625 Highway 10 from R-3, Medium Density Residential, to B-2, Limited Business • Director of Community Development Ericson stated the Mounds View Animal Hospital has requested rezoning of this property. They've entered into a purchase agreement to purchase the property from the city. July 9 would be the second reading and public hearing. MOTION/SECOND: Marty/Thomas. To Waive the First Reading of Ordinance 684, An Ordinance Rezoning 2625 Highway 10 From R-3, Medium Density Residential to B-2, Limited Business. Ayes - 5 Nays - 0 Motion carried. E. Discussion and Consideration of Resolution 5572, a Resolution Amending Resolution 5527 Regarding a Development Review Request for an Office Building Located at 7664 Greenfield Avenue. • Director of Community Development Ericson stated that the applicant submitted plans, but did not meet the state's accessibility requirements. An elevator needs to be constructed and the first level needs to be at grade level so it is accessible to everyone. Director of Community Development Ericson stated he asked about the second story and whether it had to be accessible and according to the state accessibility codes, as long as it falls below a certain threshold for occupancy, there is no need to provide. access to the second floor. The Planning Commission has held meetings on this issue and the Director of Community Development Ericson has spoken with the property owner to the south. The Planning Commission was looking at the issue of how this 4.5 foot addition would impact the neighbors. They recommended that on the south elevation of the proposed building that no windows would be allowed on the upper story and that would be the elevation that would be fronting the neighbor's yard. Mounds View City Council June 25, 2001 Regular Meeting Page 9 The Planning Commission also recommended there should be no bay windows that would project out front such as a bay window. Every precaution will be taken to minimize the intrusion this would cause on the neighbor. Director of Community Development Ericson stated Mr. Mesenga could not be at this meeting and sent his apologies. Mayor Sonterre clarified that windows to the east side of the building would be no more than flush with the exterior of the building. MOTION/SECOND: Thomas/Stigney. To Waive the Reading and Approve Resolution 5572. Ayes - 5 Nays - 0 Motion carried. F. Golf Professionals' Compensation for Lessons City Administrator Miller stated they are trying to research whether the Council had ever given their authorization for the kind of compensation the pros should get for their lessons. They found none. She stated she had spoken with the City Attorney and state auditors and they are recommending that the golf pros position description be evaluated and compensated based on the position description. They would receive one payment for their duties instead of the staggering payments they are currently receiving. This is the recommendation the City Attorney's office made. Mayor Sonterre asked when the golf pros can expect to see payment for the times they've missed getting a paycheck. City Administrator Miller said the City withheld payment last time. She stated she is trying to get checks issued based on the fact that these individuals have worked under an assumption. She stated the City Attorney felt comfortable in releasing those payments. She explained that the checks could be released tomorrow with the Council's approval. Council Member Marty asked if the checks will be held up from here on. City Administrator Miller explained they would be held until the City has the position descriptions reworded by labor relations. This will require two actions by the Council. If the Council directed the City to release the checks tonight, the new position descriptions would then be passed on to Labor and Relations. They would then hopefully have them back for the Council's review at the next Council meeting. Council Member Marty asked if the pay would be retroactive. City Administrator Miller said it would be. There are two position descriptions to reword and she is hopeful that the issue will be ready for the Council's reconsideration at their next meting. Council Member Marty asked what the City Attorney's opinion is on this issue. City Attorney Riggs stated there have been concerns raised by the state auditor that there was not an authorized payment. Proper procedure was not followed nor adopted by the City Council. This means it Mounds View City Council June 25, 2002 Regular Meeting Page 10 calls into question all the other payments that were made to these individuals. He has assured the state auditor that the Council will work through this as expediently as possible. Council Member Marty inquired whether this has been covered in the annual budget process. City Attorney Riggs stated that just by tucking this into the budget procedure does not make it be approved. There must be a separate adopted policy. Council Member Quick asked to clarify if the difference in pay between what they're making now on an hourly basis, less the lessons, and what they'll be making after they're reappointed. City Administrator Miller confirmed this amount. City Attorney Riggs explained the state auditor's concern is that it has been claimed that there's a 70/30 split which is suspect in the auditor's eyes. The actual documentation for the year 2000 is showing it is approaching 90 to 95%. Council Member Marty asked if it is split the same for all golf personnel or if some derive more of their income from golf lessons. He also asked if this would jeopardize another individual that would have a higher base pay. Assistant to the City Attorney Reed explained that there are more who spend their time giving lessons. It would be a high percentage, but she cannot say how much the split is. . Council Member Stigney inquired if the re-pointed is for seasonal as well as full time employees. City Administrator Miller responded that currently, the discussion is about the individuals who give lessons and are employees of the City. Council Member Stigney questioned how many employees the City has that give lessons. Assistant to the City Administrator Reed answered she wasn't sure if there are full job descriptions in place. She added that there would be two that we would need to come up with. She added that there are two employees that are Council-approved staff members full time. One is a seasonal employee who gives lessons in conjunction with some operating responsibilities. The other is a seasonal employee who only gives lessons. Council Member Stigney voiced his opinion that the hours should be logged and tracked for lessons given and the time spent putting in their time for their jobs. City Administrator Miller responded they have spoken with the golf pros about having better documentation. The City couldn't tell from the documentation what hours they were actually giving lessons and which hours should be compensated by the City from the documentation that was provided. Council Member Stigney inquired whose golf equipment is used for lessons. Assistant to the City Administrator Reed answered she didn't have a response at the moment, but offered to find out. Council Member Stigney stated he was aware the cost is $5.00 per child for your group lessons, and he wanted to know how much of that fee is appropriated to the instructor for the lesson, and Mounds View City Council June 25, 2001 Regular Meeting Page 11 how long the lessons are. City Administrator Miller responded it depended on the type of lesson; whether it was a youth lessons, private lesson, etc. Council Member Stigney asked if anyone pays differently - if, for example, whether the lesson is given by the PGA pro or non-pro. Assistant to the City Administrator Reed explained we have two pros on staff who are certified. The other teacher is a PGA pro but is not yet certified. She added that she doesn't believe they are compensated differently. Council Member Stigney asked if the teacher's credentials are identified so that when the student signs up, they would have a choice and possibly choose the teacher with the most credentials. He added that he noticed on the list that was handed out to the Council that it has four people listed and he always understood there were three people. He asked how the fourth person was hired without Council approval. Assistant to the City Administrator Reed answered there is the head pro, the assistant pro, a seasonal pro, and seasonal personnel who only gives lessons. There was one who was approved at a Council resolution, and she was unsure of the date of that approval. She further explained that there was a long list of golf course seasonal employees, and from that list, two individuals were approved to give lessons only. There was one from that list who is giving lessons. Council Member Stigney requested that Assistant to the City Administrator Reed identify those individuals for the next meeting and designate who carries the PGA Pro certification. Council Member Marty stated he believes they are all PGA certified. He added that we have three pros and one who is serving his apprenticeship here. His question was whether the reclassification of the two seasonal employees is the bulk of their salary based on the lessons that they give, and if this is what is putting them in a jeopardy situation. Assistant to the City Administrator Reed responded that for one of the seasonal employees, everything he is paid is based on lessons. Council Member Stigney commented that if 100% of his pay is based on lessons, and we're holding up the pay for the lessons, we're holding up his pay. Assistant to the City Administrator Reed stated she doesn't' know how many hours he works for the City, but whatever the City pays him is based on lessons, and his pay then is help up. Mayor Sonterre questioned City Administrator Miller if this is on the agenda to get permission to pay them solely or to pay them and then get permission to run the point system. City Administrator Miller answered both. Council Member Marty stated he was concerned if these individuals are paid for the services they perform, and their pay is held up to establish a point system in the middle of the stream. He asked if the City is in jeopardy for not paying them for work they've done. City Attorney Riggs replied that technically we don't have authorization at all, so technically they shouldn't be paid. Mounds View City Council June 25, 2001 Regular Meeting Page 12 MOTION/SECOND: Thomas/Stigney. To Distribute Back Pay as Soon as Possible and Begin the Process to Develop a Point System and Reappoint the Job Descriptions for the Next Council Meeting on July 9, 2001. Council Member Stigney questioned whether the re-pointed would affect the PGA pro who has completed the golf course training program, or for the apprentice, or for someone in that training program, noting the level of training is different. Council Member Marty stated it seems as though the rest of the City staff has applied for union membership certification. He was concerned about the union regulations, the City tampering with their pay, and whether we are putting the City in jeopardy. City Attorney Riggs responded that we are in a situation of two evils: unauthorized pay which puts the City in the position to be sued versus an unfair labor practice. This situation is putting the City in jeopardy and needs to be rectified as soon as possible. Ayes - 4 Nays - 1 Marty Motion carried. G. Consideration of Agreement Between the City and Festival in the Park City Administrator Miller apologized for the delay in getting this information to the Council. • She explained there have been small changes to the report which City Attorney Riggs will present. City Attorney Riggs stated there hasn't been authorization to provide compensation to the nonprofit group entitled Mounds View Festival in the Park. Exhibits A and B in the agreement need to be completed in order to identify what the duties are for the City and the corporation. If this isn't identified, there is a problem with insurance. He explained that when the Council authorizes the final understanding for this festival with the corporation, the insurance for both parties can be pieced together so everyone is completely covered. Council Member Thomas inquired whether the Council can approve this item with the contingency that Staff can fill in the details. City Attorney Riggs responded it can be approved contingent that there will be minor changes. He pointed to paragraphs 3 and 5 stating they need to be discussed. The President of the Festival stated she had received this agreement that day and the rest of the committee has not been able to discuss it. Mayor Sonterre asked if she, as the President of the Committee, could work through the agreement the next day, meet with City Attorney Riggs and address the specific issues at the Festival meeting the next night. Then on Wednesday, they would be in a position to have the two of them finalize the issues. • The President of the Festival agreed to this arrangement. Mounds View City Council June 25, 2001 Regular Meeting Page 13 • • City Attorney Riggs asked how close the written agreement is to what they've had in the past. The President of the Festival agreed with the contract and said that paragraph 3 is a little different than it's been in the past. Previously, the monetary amount was a donation from the City to the Festival, Inc. It was designated as reimbursement for the public employees who set up the tents, etc. The Festival has paid that out of pocket in the past, and when the issue of workman's comp came up she suggested that instead of the City giving the money to the Festival as a gift, the City supply the personnel to take care of these things. City Attorney Riggs stated that this arrangement from an insurance standpoint, would be preferable. He requested a copy of their insurance. The President of the Festival stated she needs to get a copy of the insurance from the fireworks company which is the same company the Festival has always had. She further explained that each vehicle in the parade needs to supply her with a copy of their insurance. Sometimes that information isn't furnished until the day of the parade and it's supposed to be in 30 days before the parade. Council Member Thomas clarified that they want to reduce the dollar amount given by donating the staff. She asked if that number can be left blank until the number of employees needed is determined. The President of the Festival responded it could be left the same each year at $4,000 and if it goes above and beyond that, they would have to compensate. City Attorney Riggs inquired whether the level of staff input needed is exactly what she enumerated in her email. The President of the Festival referred details to Steve Sepenski because of his tenure. Council Member Marty asked that the words "City Staff' be clarified as City Golf Course Staff since the Golf Course Staff oversee the golf course tournament. Council Member Stigney wanted to clarify the City providing personnel for this event in lieu of the $4,000 and suggested that the City pay the actual cost of the City personnel not to exceed $4,000. City Attorney Riggs stated that based on the estimates he's seen, it has been less than $4,000. Council Member Stigney commented that if it is not stipulated, the City could be surprised. Mayor Sonterre suggested there be a comfort point and that the President of the Festival and City Attorney Riggs will work it out. If some of the changes are significant, the Council would like to discuss with them at the next work session or Council meeting. MOTION/SECOND: Thomas/ Marty. To Approve the Agreement Pending the Stipulations. Ayes - 5 Nays - 0 Motion carried. Mounds View City Council June 25, 2001 Regular Meeting Page 14 H. Letter of Resignation from the Public Works Director City Administrator Miller said that she needed to share, with mixed emotions, that Mike Ulrich will be leaving the City. He had planned on working until July 6. In his letter, attached, he says he'll stay until August 3 to finish tasks and make recommendations to the Council. He requested that the Council consider allowing him to use some of his flex time that has accrued. Council Member Stigney commented that the reason the City is keeping Mr. Ulrich on is to wrap up these projects. He inquired how much flex time is under consideration. City Administrator Miller referred to the letter and stated Mr. Ulrich requested to take time off after July 24. Council Member Stigney clarified that his last day then would be July 24. MOTION/SECOND: Marty/Stigney. To Accept the Resignation of Public Works Director Mike Ulrich, as Presented. Ayes - 5 Nays - 0 Motion carried. Mayor Sonterre thanked Mr. Ulrich on behalf of the Council and wished him well. 8. SPECIAL ORDER OF BUSINESS None. 9. REPORTS Council Member Thomas stated she learned more than expected in Duluth. She thanked the Council for convincing her to go and she said she will prepare a report and recommendations to the Council. Council Member Marty stated he received an email from City Administrator Miller on June 18 at 10:24 a.m. He explained he left the state on Friday, June 15, and wasn't clear why City Administrator Miller reported at the last Council meeting that she sent an email to him with no response. He questioned why a meeting was scheduled while he was gone. The Council/Administrator retreat is to be just that; not a partial administrator or partial Council retreat because then it is invalid. He noted the Council has known for a number of months that he couldn't attend on the date it was scheduled. Council Member Marty pointed out that the packets were sent out on Friday, June 15 at 4:43 p.m., for the Monday, June 18 meeting but the Council packets are to be ready by the end of the Thursday prior to the Monday meeting. He asked why that packet was sent out past the deadline. He also made a formal request on behalf of himself and numerous citizens to be furnished with copies of the contracts for the City Administrator, the Assistant City Administrator, and the City Attorney, as he does not currently have copies of these documents. • Mayor Sonterre stated that Council Member Quick has asked him for the contracts but there is no contract for the assistant who is in an assistant position and not a contract position. If there are Mounds View City Council June 25, 2001 Regular Meeting Page 15 people requesting information, they are free to come in to the City Hall and request that information. Mayor Sonterre suggested that Council Member Quick talk to the Administrator about the contracts. Mayor Sonterre stated he's given him that information twice previously and this is the third time. City Administrator Miller offered to explain why she sent an email to him at 10:24 a.m. She explained that often times she has assumed he had his computer with him and hadn't received notification that he would be gone. Council Member Quick said he didn't have his computer with him. The packet was sent out at 4:43 p.m. and was supposed to be presented the previous day. City Administrator Miller said that is correct. However, there are times they are not able to get all the information together in time. Director of Community Development Ericson stated that Council Member Stigney had asked if Mr. Seward had requested any additional considerations on a case discussed earlier. He did ask fora 10-foot fence to be constructed in place of the 8-foot fence. This was discussed at the last Planning Commission meeting and decided that a 10-foot fence could not be allowed. City Administrator Miller reminded the Council that the retreat is scheduled for this coming Wednesday at the Roseville Community Center at 6:00 p.m. • Council Member Quick questioned why this meeting was set up without his input. This meeting was previously scheduled for July 8th. He added that there doesn't seem to be pressing issues at the moment, therefore, this meeting could be rescheduled so all Council members could attend. Council Member Thomas answered that because this was set up so many times, and the quarterly meeting is already set, it leaves only three weeks if we wait until July. Her position at the House is incredibly unpredictable but she has found time to set aside to be at the retreat Wednesday evening. Council Member Thomas stated if Council Member Quick has suggestions she would like to hear them. Council Member Quick questioned when the quarterly meeting is. Council Member Thomas stated it is in the beginning of August, which was previously set. Mayor Sonterre said this discussion should not be taken as argumentative. It is important to get a meeting in this quarter as soon as possible prior to the next quarter's meeting. Unfortunately, Council Member Quick didn't get the email in time but the Council had requested possible dates from City Administrator Miller. Mayor Sonterre noted that there have been significant problems in getting a date that would work and the meeting for this Wednesday was the one where at least four people could attend. Council Member Quick suggested that previous Council members and staff who have been around be asked if there have been retreats or meetings. He stated these meetings recently have Mounds View City Council June 25, 2001 Regular Meeting Page 16 • • been on his insistence Council Member Quick and it has been the consensus of the entire Council to have aCouncil/Administrator retreat. MOTION/SECOND: Marty. To Suspend the Meeting Three Weeks From Now to the Next Scheduled Meeting. Motion failed due to no second. Jerry Linke, 2319 Knoll Drive, questioned what these meetings are and why they are being held outside of the City. Mayor Sonterre responded they are meetings for the Council and staff to interact. The location is posted and they are being held locally in case the public would like to attend. He stated they are held off site just to get the members off campus. Assistant to the City Administrator Reed mentioned that this Thursday at 3:30 p.m. in the Council chambers there will be a welcoming reception for new employees. There are two new police officers, an administrative assistant in the police department, and a new Planning Associate who will be welcomed. 10. APPROVAL OF MINUTES A. June 4, 2001 Special Council Meeting B. June 6, 2001 Special Council Meeting Council Member Thomas suggested approval of the minutes be postponed until the next meeting when the recording secretary would be present to record them. MOTION/SECOND: Thomas/Stigney. To Table Items l0A and lOB Until the July 9, 2001, Council Meeting. Council Member Stigney stated he understood the recording secretary gave the notes to City Attorney Riggs or City Administrative Miller's secretary and the secretary put them into minutes. Assistant to the City Administrator Reed explained the recording secretary takes notes from the meeting and gives them to the secretary, who then puts them in the minutes. Council Member Marty stated the minutes from the June 4 meeting are not accurate. He stated he had recorded that meeting and would like to supply that tape to Timesaver Secretarial for their transcription. Ayes - 5 Nays - 0 Motion carried. MOTION/SECOND: Marty/Stigney. To Provide the Tape of the June 4 Meeting to Timesaver • Secretarial to Transcribe Accurate Minutes. Mounds View City Council June 25, 2001 Regular Meeting Page 17 • • Ayes - 5 Nays - 0 11. Next Council Work Session: Next Council Meeting: 12. ADJOURNMENT Mayor Sonterre adjourned the meeting at 8:54 p.m. Transcribed and recorded by: Christine Moksnes Timesaver Off Site Secretarial, Inc. Motion carried. Monday, July 2, 2001 Monday, July 9, 2001 MOUNDS VIEW CITY COUNCIL MEETING June 25 2001 Please sign in N:~~:~iE ADDRESS C:Admin.resolution.sign-in sheet