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HomeMy WebLinkAboutMinutes - 2003/02/10PROCEEDINGS OF THE MOUNDS VIEW CITY COUNCIL CITY OF MOUNDS VIEW ,~ ~ RAMSEY COUNTY, MINNESOTA ~'` ,, ~~ Regular Meeting ;~ ,'~j [ February 10, 2003 Mounds View City Hall 2401 Highway 10, Mounds View, MN 55112 7:03 P.M. 1. MEETING IS CALLED TO ORDER 2. ROLL CALL: Linke, Quick, Marty, Stigney, and Gunn 3. APPROVAL OF AGENDA A. Monday, February 10, 2003 City Council Agenda. Approved by consensus. 4. PUBLIC INPUT William Werner of 2765 Sherwood Road addressed the Council and said the State is cutting expenses, there is a terrorist problem, and an impending war but Council Members keep spending money for things that are not needed. David Jahnke of 8428 Eastwood Road addressed Council and asked that Council look into the City's priorities and not spend. He stated he missed the last meeting but watched it on tape and watched the work session. He is concerned with priorities and, due to cuts with the state, how money is spent because it will be tougher in the future. He then said that he would like each department to look into where cuts can be made and prioritize what needs to be spent because the City's infrastructure is old and needs improvements and he would like some of the wants to be put on a lower priority so that the money is available for infrastructure. Mr. Jahnke indicated he is not against trails but he thinks the City needs to look into its priorities as the golf course is a serious problem and the Community Center has been costing more and more. He then asked if there were three loans on the golf course. Mayor Linke clarified that there was one loan rolled over three times. Mr. Jahnke indicated the City needs to start looking at expenses and how things can be cut. He then said that infrastructure should be number one and the rest prioritized from there. He asked if the golf course could be refinanced. Mounds View City Council February 10, 2003 Regular Meeting Page 2 Mayor Linke indicated that Council would be discussing refinancing the golf course as well as other outstanding obligations. He then indicated that this Council has asked Staff to prioritize and look for ways of cutting spending. Mr. Jahnke indicated he had noticed that this Council has asked Staff to prioritize spending and he appreciates it. He then said he looks to Council Members to really look at expenditures and not be afraid to say no. Council Member Stigney indicated he was not sure if the golf course bonds could be refinanced. Ms. Thomas indicated the bonds could be refinanced in 2004. Barbara Thomas of 5444 Landmark Circle indicated she had provided Mr. Ericson with the special study on local government aid that came from the State. She then read a summary of the press statement. Ms. Thomas commented that, whether or not you agree that LGA could be cut to that extent without cutting essential services, the legislature is going to look to this report for authorization to go ahead with cuts for the upcoming budget. Ms. Thomas indicated the report refers to Mounds View as a metro small city and it is disturbing that Mounds View spends $227.00 on essential services per capita and $183.22 for nonessential services per capita. Ms. Thomas indicated that the levy for Mounds View would remain about the same due to the adjusted basis language in the proposal. Ms. Thomas encouraged Council to read the report as it provides good information as to how Mounds View should be considering things. Mayor Linke asked if the report took into consideration the average income for the City. Ms. Thomas indicated that income was taken into consideration. Ms. Thomas indicated it is important to realize how this City is considered and what the legislature will do as this report will effectively give permission to look at cuts to LGA or restructuring. Ms. Thomas indicated there are areas in the report where Mounds View is specified and Council Members will want to familiarize themselves with it. Council Member Gunn indicated she had thought the State was considering big restrictions on levy limits. Mounds View City Council February 10, 2003 Regular Meeting Page 3 Ms. Thomas indicated that is discussed in the report but the adjusted base will affect levy limits for Mounds View very little and, by her calculations, the levy may go up 30 cents or so. Dennis Haames of 5511 Quincy Street addressed Council and asked if there was anything that could be done about noise pollution on County Road I. He then said that the use of compression brakes and loud exhaust on vehicles has increased and asked whether these types of things would be considered an administrative violation. Council Member Many indicated this matter was discussed last summer but he was not sure of the outcome. Mr. Haames indicated he would appreciate if Council would look into it. Mayor Linke indicated Staff would look into it and asked the Police Chief to make note of the request. Ms. Thomas indicated that the Governor's budget that was to be released tomorrow will be held until next week to allow time to account for un-allotments. 5. SPECIAL ORDER OF BUSINESS A. Resolution 5950, Appointing City Commission Members Mayor Linke indicated it was his responsibility as Mayor to bring recommendations for appointment to Council. He then said that any current sitting member of a Commission that wishes to be reappointed has been recommended. Interim City Administrator Ericson indicated the Resolution inadvertently omitted Frank Silvas and asked that it be added. Mayor Linke indicated that the date for either Bob or Sharon was incorrect and asked Staff to check the numbers. MOTION/SECOND: Marty/Gunn. To Approve Resolution 5950, a Resolution Appointing City Commission Members. Interim City Administrator Ericson read Resolution 5950. Council Member Stigney indicated he had not received all of the applications. Mayor Linke indicated applications for those seeking reappointment were not provided. Council Member Stigney indicated that in the past, anyone seeking reappointment needed to provide an application. Mounds View City Council February 10, 2003 Regular Meeting Page 4 Mayor Linke indicated he had called each and every one of them and asked if they wanted to be re-appointed as it is his philosophy that the application was filled out the first time. Council Member Stigney indicated he did not have a problem with it but noted it does conflict with the policy. Council Member Marty asked if those seeking reappointment could fill out an application. Mayor Linke indicated applications are on file. Council Member Stigney asked whether Council had all the applications applying for the Park and Recreation Committee as it was his understanding that there is .another individual that applied. Mayor Linke indicated he was not aware of any other applications. Council Member Marty indicated he had talked to a resident that turned in an application last year and no one knows what happened to it. Council Member Quick suggested tabling and advertising for the Park and Recreation Committee opening. Council Member Stigney asked if the opening had been posted. Mayor Linke indicated the notice has been in the paper but the new opening just came up last week. Interim City Administrator Ericson indicated the notice was in the paper indicating there were positions open. He then said he is not aware of any other applications. Public Works Director Lee indicated he had no other applications. Council Member Quick asked City Attorney Riggs if one of the applicants was a principal officer of a company the City has a legal situation with. City Attorney Riggs said potentially, but nothing has happened based on previous Council direction. He then said that no claim has been made and Council terminated the relationship in November of 2001. Council Member Quick asked what the City spent money on if there has been no action and what the correspondence with an attorney was about. City Attorney Riggs indicated that nothing has come back since that time. Mounds View City Council February 10, 2003 Regular Meeting Page 5 Council Member Stigney asked if the City Attorney was saying there was never a claim submitted to the City. City Attorney Riggs indicated no claim was ever submitted to the City. Council Member Quick commented that he seems to recall that Mr. Linke, prior to his election, sent a letter to the City requesting funds. City Attorney Riggs indicated that there is nothing pending, as Council said it would not accept the request. Council Member Quick asked for clarification as to whether or not that would constitute a claim. City Attorney Riggs indicated there is nothing to act on at this time. MOTION/SECOND: Quick/Stigney. To Remove Mrs. Linke's Name from Appointment to the Park and Recreation Committee. Mayor Linke asked why. Council Member Quick said because of potential litigation. Mayor Linke said she has the experience and the application was there in August and he is not sure why the former Mayor did nothing with it. Council Member Marty suggested postponing appointments to Park and Recreation because he recalls there was an individual who had said he submitted an application and he would like to check with him. He then said that, if there is an issue with Sharon in the future, she could be removed from the Committee but, at this time, there is nothing filed so he would not have anything against appointing her. Council Member Stigney indicated there was a motion on the floor and Council Member Marty's discussion was out of order. Council Member Quick indicated he had offered a friendly amendment not a motion. Mayor Linke indicated that an amendment is a motion to amend the main motion. Council Member Stigney commented that over and above the potential litigation issue he would like to see if there are other outstanding applications that Council has not seen. Ayes - 2 Nays - 3 (Linke/Many/Gunny Motion failed. MOTION/SECOND: Marty/Gunn. To Postpone Appointments to the Park and Recreation Committee to Allow Time to Determine Whether There are Other Applications. Mounds View City Council February 10, 2003 Regular Meeting Page 6 ~, Council Member Stigney asked whether the opening was posted subsequent to the new opening last week. Interim City Administrator Ericson indicated that the opening had not been posted since last week. Ayes - 5 Nays - 0 Motion carried. 6. JUST AND CORRECT CLAIMS Council Member Marry asked for clarification on Check Number 110202 for vehicle repair as it seemed high. Finance Director Hansen indicated that the amount was for a repair on the Ford 1800 which is a large truck to repair an oil leak at the rear of the engine. Council Member Stigney indicated he felt the City could do without its subscription to the Wall Street Journal for $199.00 for the year. Finance Director Hansen indicated the reason the City gets the Wall Street Journal is so that he could read it and have a better handle on what is going on in the business world to assist him with investing the City's funds. Council Member Stigney said he takes exception to that comment, as he does not think Staff is investing City funds on a daily basis. Finance Director Hansen indicated he does not invest on a daily basis but he needs to have an idea of what is going on in the business world. Council Member Stigney suggested using the Internet and the local papers. He then suggested rather than reading it Staff could go out on the Internet to obtain the information. MOTION/SECOND: Stigney/Marty. To Strike Check Number 110252 from Just and Correct Claims. Council Member Marty asked whether there was another way to obtain this information such as by getting it from the library to cut costs. Finance Director Hansen indicated he would burn up more time in a month looking for other ways to obtain the paper than what this costs per year. He then commented that Council was free to cut it but cautioned that he would then be less informed when making investing decisions. Council Member Stigney commented that Council should be making investments not Staff. Mounds View City Council February 10, 2003 Regular Meeting Page 7 Finance Director Hansen indicated it was not practical to bring all investment decisions to Council as Staff has money to invest and calls brokers to determine what is available and has to make a decision immediately as later in the day those options may not be available. Council Member Stigney asked what type of investments were being made. Finance Director Hansen indicated he buys commercial paper mostly and some federal agency. Council Member Marty stated he would like clarification on Finance Director Hansen's reference to commercial paper and federal agency. Council Member Stigney asked how often this happens. Finance Director Hansen indicated that it is sometimes once or twice per month and other times five or six times per month. Council Member Stigney commented that for those few times the Internet should work. Finance Director Hansen indicated it is not just what is happening today it is what is going on in the economy. Ayes - 1 (Stigney) Nays - 4 Motion failed. Council Member Marry indicated that the Claims list seemed short for this meeting. Finance Director Hansen indicated there were two different reports, one dealing with bills charged back to 2002 and a longer one for 2003 and, put together, it was about an average report. MOTION/SECOND: Marty/Gunn. To Approve Just and Correct Claims as Presented. Ayes - 4 Nays - 1(Stigney) Motion carried. 7. CONSENT AGENDA A. Licenses for Approval B. Resolution No. 5939, Approving the Purchase of a Replacement Dump Truck C. Resolution No. 5940 Approving the 2003 Seasonal Public Works Positions D. Resolution No. 5941 Approving the 2003 Seasonal Golf Course Positions E. Resolution 5946 Establishing the YMCA Advisory Executive Committee F. Resolution No. 5949 Authorizing the Disposal of Obsolete Computer Equipment G. Resolution No. 5951 Granting aOne-Day Charitable Gambling Permit to the New Brighton/Mounds View Rotary Council Member Many requested that Items E and F be removed for discussion. Mounds View City Council February 10, 2003 Regular Meeting Page 8 Council Member Stigney requested that Item D be removed for discussion. MOTION/SECOND: Marty/Gunn. To Approve Consent Agenda Items A, B, C, and G as Presented. Ayes - 5 Nays - 0 Motion carried. Council Member Stigney asked for clarification that there would be no more hiring at the golf course than was there last year. Golf Course Manager Burg indicated there would not be more hours but there may be more Staff to cover those same hours. Council Member Stigney clarified that he wanted to be sure that this does not cost any more than last year. Golf Course Manager Burg clarified that there were a couple of months last year with no golf due to the strike and so it will cost more this year but not more than what was budgeted for last year. MOTION/SECOND: Marty/Stigney. To Approve Consent Agenda Item D as Presented. Ayes - 5 Nays - 0 Motion carried. Council Member Marty asked when the meeting could be scheduled to get this going. Mayor Linke indicated the meeting would be scheduled whenever schedules could be coordinated. Council Member Quick commented that Staff was asked to prepare a study on the YMCA versus doing this in house. Interim City Administrator Ericson indicated that Staff had begun looking at the numbers but is not ready to report on it at this time. He then said that the direction was to have information for discussion at the March or April work session. Council Member Quick indicated he would hate to see a bunch of time spent on setting this up if Council intends to deviate from this in a few months. Council Member Stigney indicated he would like to see if the committee can work to understand and improve what is going on at the YMCA before throwing the YMCA out. Council Member Quick indicated he had not said anything about throwing the YMCA out but was wondering if it is wise to commit time when it is possible Council may change the direction. Mounds View City Council February 10, 2003 Regular Meeting Page 9 Council Member Marry indicated he would like to give the Committee the opportunity to work on the issues. Mayor Linke clarified there was a committee in the beginning but it fell apart and is being re- established. Council Member Stigney indicated there was a motion made and seconded to get rid of the YMCA with a 60-day notice at the last Council meeting of the year. He also indicated that giving a 60-day notice was discussed at the YMCA. Council Member Gunn commented that, as a member of the committee, she would like to have it set up and get the first meeting going as soon as possible. Council Member Quick indicated he did not say anything about throwing anyone out tonight but he believes that things need to be changed as the City is not getting the bang for its buck and he is afraid that this committee will fall into the $183.22 bracket and become a waste of taxpayer money. Ayes - 5 Nays - 0 Motion carried. Council Member Marty indicated he has concerns with sending out the computer equipment for disposal without smashing the hard drives as he has heard that, even though hard drives are erased, the information is still there and can be retrieved. Public Works Director Lee indicated he had anticipated this question and had asked Mr. Hess about that and was assured that all hard drives have been cleared of information. Council Member Marty indicated that other cities thought that too and it was discovered later that information could be recovered. Public Works Director Lee assured Council that the data has been removed and indicated that smashing the hard drives poses a hazardous waste issue from mercury contamination. Council Member Stigney asked if the computers were functional and if they could be donated. Public Works Director Lee indicated that the computers are not functioning. Council Member Quick asked what were they used for. Public Works Director Lee indicated all areas of City Hall. MOTION/SECOND: Marty/Quick. To Approve Consent Agenda Item F But Requiring that the Hard Drives be Removed and Manually Destroyed. Council Member Quick said he feels Staff needs to pull the hard drives and crush them. Mounds View City Council February 10, 2003 Regular Meeting Page 10 Council Member Stigney indicated he thought it was redundant to send them out for disposal if they will be destroyed in house. Ayes - 4 Nays -1(Stigney) Motion carried. 8. COUNCIL BUSINESS A. 2003 Street Improvement Project Issues Public Works Director Lee indicated that Staff recommends an assessment policy to assign a portion of the project costs to the benefited properties based on the total project costs and not a fixed dollar amount. He then indicated this could be included in the feasibility report to make comparisons. Council Member Marty indicated he thought it was a good idea as there have been issues in the past and the less people are directly assessed the less of an issue they have with what goes out in front of their house. Public Works Director Lee indicated the feasibility study would include a mock assessment roll with a list of the properties and the proposed assessment. Council Member Quick asked when the information would be provided to Council. Public Works Director Lee indicated he hopes to provide the information to Council in March. Public Works Director Lee indicated Staff is looking for direction on the street standard and recommends a 28-foot wide street. There was Council consensus to use a 28-foot street standard. Public Works Director Lee indicated the issue of whether to use concrete curb and gutter or bituminous would be addressed. Public Works Director Lee indicated the final issue is the introduction of storm water into the City's sewer system and Staff is recommending an amendment to the Ordinance to ensure there are no unlawful discharges. Mayor Linke indicated the report stated that in 2002 the City experienced a 30 % increase. He then asked if there was a 30% increase in precipitation from 2001 to 2002. Public Works Director Lee indicated he was not sure but said it was a very wet year. Council Member Marty suggested that the language allowing residents to funiish a certificate of compliance should be removed to avoid a potential loop hole. Mounds View City Council February 10, 2003 Regular Meeting Page 11 Council Member Quick indicated he would like to look at installing pipes in the areas where there are issues with water even if the street is not scheduled at this time. Public Works Director Lee indicated that Staff has soil borings throughout the area and has ground water information. He also indicated that Staff would view the sewer tapes to determine if there is clear water discharge to indicate a problem area. He further indicated that residents would receive surveys. Council Member Marty agreed that doing something in the areas of the City where water is an issue would save the City money in the long run on sewer charges. Council Member Gunn asked Staff to read Number 2 so residents watching understand what is being discussed. Public Works Director Lee read Section 2 governing water discharges into the City's sanitary sewer system. B. Resolution 5942, a Resolution Awarding the Construction Contract for the Water Tower Rehabilitation Project. Public Works Director Lee indicated the low bid for the project was submitted by Champion Coatings, Inc. in the amount of $52,100 and the City had budgeted $40,000. He then indicated Staff is proposing to use the contingency account of the water department to make up the difference. MOTION/SECOND: Quick/Marty. To Waive the Reading and Approve Resolution 5942, a Resolution Awarding the Construction Contract for the Water Tower Rehabilitation Project. Council Member Marty asked why the engineers estimate was so far off from the actual bid. Public Works Director Lee indicated that this type of project is difficult to estimate and then explained that the interior wet painting and exterior painting were items that were underestimated. Ayes - 5 Nays - 0 Motion carried. C. Resolution 5943, a Resolution Amending Personnel Manual to Establish a Sick Leave Donation Policy. Chief Sommer indicated the reason for this resolution was that a Mounds View police officer was injured off duty and required a lengthy recovery time. This officer was a newly hired officer and had not accrued much sick leave and has now exhausted that time. Chief Sommer indicated the labor contract for patrol officers allows Mounds View officers to borrow up to 30 days of sick leave and this resolution would address that and allow all City employees in catastrophic Mounds View City Council February 10, 2003 Regular Meeting Page 12 health injuries or death of a family member to use sick leave that is donated by fellow employees in an amount up to 30 days. Chief Sommer handed out revised copies of Resolution 5943. David Jahnke indicated he was a union steward on the management side and looking at this he suggested the City proceed very carefully. He then commented there was an arbitration case where employees were donating time and were not at the company. Council Member Marry indicated the Resolution indicates that the borrowed time goes back to the donor if the recipient leaves the employment of the City. Council Member Stigney asked what would happen to the donated time. Interim City Administrator Ericson indicated the amounts would be pro rated based on what was donated and what was used and returned to the employee that donated the time. Council Member Marty asked if the FMLA laws allow the use of sick time for family members. Mayor Linke indicated that an employee can use sick time for immediate family members through the FMLA. Council Member Quick asked how this would affect the union contract as rt is not a provision m the contract. Ann Antinson with Labor Relations Associates indicated the City needed to be concerned about creating a benefit that would be for a union employee that is under a union labor agreement and those benefits are usually not created by City policy. Mayor Linke indicated the benefit is in the contract. Ms. Antinson indicated there is language in the contract allowing an employee to borrow up to 30 days of sick leave but this Resolution would allow borrowing from other employees and that is not allowed by the contract. She further clarified that the borrowing referenced in the contract would be borrowing from the employees own time with that time to be paid back. Ms. Antinson indicated the Resolution gives the approval to donate time and she is concerned with the City implementing a Ciry-wide policy when the person involved falls under a union contract and this is not a union benefit. She then said her recommendation would be not to implement aCity- wide policy that is written for a case where the individual may not be able to use it. MOTION/SECOND: Quick/Stigney. To Table Resolution 5943. Ayes - 5 Nays - 0 Motion carried. Mounds View City Council February 10, 2003 Regular Meeting Page 13 D. Resolution 5944, a Resolution Rescinding Resolution 5555 Governing City Administrator Duties and Staff Communication. Interim City Administrator Ericson indicated that Resolution 5944 would rescind Resolution 5555. MOTION/SECOND: Many/Gunn. To Waive the Reading and Approve Resolution 5944, a Resolution Rescinding Resolution 5555 Governing City Administrator Duties and Staff Communication. Council Member Quick indicated that Resolution 5944 is a protocol that outlines a chain of command and a mechanism for employees to deal with issues. It has nothing to do with who can talk to whom. He further commented that he does not feel rescinding Resolution 5944 would be in the best interest of the City because he feels it would increase the amount of micromanaging that goes on. Council Member Quick indicated he received a letter in his box that he does not think Staff is aware of and that is contrary to Resolution 5555. Council Member Stigney indicated he feels that Resolution 5555 re-emphasizes what the City Charter has in place for the responsibilities of the City Administrator and how it should be followed. He then indicated that the interpretation of "all communication between City Staff and City directors to Council is to go through the City Administrator" is the issue and, if Council indicates that any Staff person can talk to any Council Member the issue should be resolved. He further clarified that the Resolution was meant to simplify things and make sure that issues went up the chain of command so that the City Administrator and Council were aware of them and to keep one Council Member from directing Staff and the rest of Council not being aware. Council Member Stigney indicated that employees can call him any time as he is an elected official and that is part of his responsibility. Council Member Gunn asked how Council could correct the interpretation problem. Council Member Stigney indicated he just stated in public that any employee could contact him and, if Council agrees, all the directors will know that they are not to be more restrictive than what the Resolution says. Council Member Marty indicated he was not in agreement with the way this Resolution was interpreted by the previous Administration. He then indicated he would like to rescind it so that the same issue does not present itself with the new Administration. He further indicated that Resolution 5944 states that the City Council prefers to let the City Charter speak for itself and he no longer feels the need for Resolution 5555. Council Member Quick asked if Resolution 5555 conflicts with the Charter. Mounds View City Council February 10, 2003 Regular Meeting Page 14 City Attorney Riggs indicated it does not. Council Member Quick commented that he is not aware of many employees with a copy of the Charter handy to refer to and Resolution 5555 is a simple way of laying out the protocol for communication. Council Member Stigney disagreed with Council Member Marty as the paragraph that he read is not in the Charter and that is why Resolution 5555 is needed. He then said that the interpretation is the problem not the Resolution itself. Mayor Linke indicated there are several reprimands in files for employees talking to Council Members because items did not go up to Council and when it was suggested to Council that is when the reprimand happened because the next person up the line from department head did not follow through that process. He then said that there is too much room for interpretation there and that is why he is for rescinding Resolution 5555. Mayor Linke indicated the policy was that Staff could talk to Council Members but Council could not give direction to employees other than through the City Administrator as a Council body. • Barbara Thomas of 5444 Landmark Circle encouraged Mayor Linke to go back through the files because there are only minor circumstances where that occurred. She then said she had the Charter in front of her and the circumstances of the birth of Resolution 5555 were shortly after an extended period of meeting with a facilitator because the City was having some serious issues with department communications and Council had constant complaints that employees did not know the process. Ms. Thomas indicated that this is an area that the Charter is weak in as it says what, but not how. The purpose was not to in any way change or affect the interpretation of the Charter, it was a method to reinforce what the Charter says while explaining how to accomplish what is in the Charter. The Charter is bare on this and that was to allow for flexibility as the Resolution allowed for flexibility and interpretation. Ms. Thomas commented that however it was interpreted whether or not Council Members agreed with it or not should Council choose to rescind, that puts the City in a position of needing to change the policy on communication. She further commented that rescinding the Resolution requires a good explanation of why and what changes Council Members expect and she thinks the employees and the residents deserve to know that. Council Member Stigney indicated he did not want to go back to where the City was before when there was confusion and the Mayor was running around running the City with out Council or Administrator input. MOTION/SECOND: Stigney/Quick. To Table Resolution 5944. Mounds View City Council February 10, 2003 Regular Meeting Page 15 Ayes - 4 Nays - 1(Linke) Motion carried. E. Resolution 5945 Eliminating the Human Resources Committee. Interim City Administrator Ericson indicated Staff received direction to draft a Resolution eliminating the Human Resources Committee as it no longer serves a purpose. MOTION/SECOND: Gunn/Marty. To Waive the Reading and Approve Resolution 5945, a Resolution Eliminating the Human Resources Committee. Council Member Stigney indicated this is another one he feels strongly about as he thinks it does serve a purpose very well and he thinks throwing it out without knowing what it deals with and the situations handled by the Committee is wrong. He then commented that this Committee deals with employee issues on things that are not documented in the personnel policy. He further commented that it gives department heads and employees the opportunity to bring issues up for discussion without having to go on camera to discuss them. Council Member Marty indicated he was not aware of what this Committee was doing and what was dealt with. He further commented that he feels that as far as hiring and firing that should be before full Council and he was totally in the dark because with two Council Members on the Committee neither one the Council Members could talk to another Council Member or it would be a violation of the open meeting law. He then said it may be justified in certain circumstances but he felt he was in the dark as to what was discussed. Council Member Stigney indicated the City Administrator could be directed to bring that information to Council in the form of an update to keep Council informed. Mayor Linke indicated the personnel policy has a very strict process for handling personnel problems and asked whether that policy was corrected to interject this Committee. Interim City Administrator Ericson indicated that Public Works Director Lee had said that the personnel policy was not amended to add the Committee. Mayor Linke commented that use of the Committee is in violation of the personnel policy as there are certain steps to be taken. City Attorney Riggs indicated he did not think that there is an overlap as the Committee was dealing more with issues of initial review of policy and how to change certain job descriptions and not things that are specifically covered under the personnel policy. Mayor Linke asked whether the Committee dealt with specific employees. Mounds View City Council February 10, 2003 Regular Meeting Page 16 City Attorney Riggs indicated that the Committee did not deal with specific employees because the City has provisions in the personnel policy that would deal with that. Mayor Linke indicated he feels this is something that the Administrator and the department heads should be doing. Council Member Gunn asked how often the Committee met. Council Member Stigney indicated it was not very often. Council Member Quick indicated that, at one time, there were meetings fairly regularly. MOTION/SECOND: 5tigney/Quick. To Table Resolution 5945. Ayes - 3 Nays - 2(Marty/Linke) Motion carried. F. Discuss Options for Filling the City Administrator Vacancy. Interim City Administrator Ericson indicated Staff did some research at Council direction into what other cities could do to assist the City with filling the City Administrator vacancy. He then said that Roseville was the cheapest at $32.00 per hour with an estimate that the work would take • approximately 80 hours. He also indicated that the common request was for clear definitions of what the City wants in an administrator. Council Member Marty indicated the job description from the last time a City Administrator was hired should be used. Council asked for a copy of the job description. Council Member Quick suggested directing Staff to meet with the top groups and ask for clarification of what services would be provided for the fee. Those groups would be New Brighton, First Site Staffing, Roseville and Labor Relations. Mayor Linke indicated he liked that Roseville gave an approximate number of hours to complete the project. Interim City Administrator Ericson asked whether Council was interested in being interviewed by the group selected so that the group can get an idea of the characteristics or traits Council is looking for. There was consensus to meeting with the search firm or group selected to discuss what Council wants in terms of its City Administrator. . Council Member Stigney asked if the City would be handling the advertising. Mounds View City Council February 10, 2003 Regular Meeting Page 17 Mayor Linke indicated if the City would advertise but the advertisement would direct that information be sent to the search group. Mayor Linke commented that his main concern is that Roseville has the time to complete the project quickly for the City. Council Member Stigney asked if Staff needed Council to have an emergency meeting to discuss this rather than waiting for the next meeting. Interim City Administrator Ericson indicated he was not sure how quickly the groups would be able to provide the additional information requested. Council asked Staff to advise if there was a need for a special meeting. G. Resolution 5948, a Resolution Authorizing the Purchase of Voice Recognition Software Program and Necessary Computer Upgrades Utilizing LLEBG Grant Funds. MOTION/SECOND: Quick/Marty. To Waive the Reading and Approve Resolution 5948, a Resolution Authorizing the Purchase of Voice Recognition Software Program and Necessary Computer Upgrades Utilizing LLEBG Grant Funds. Council Member Stigney indicated that early versions of voice recognition software were not very functional and asked whether this software would be. Chief Sommer indicated that Staff has investigated this software and there are other agencies using it. He then said that Staff recommends the purchase of the software and computers. Council Member Stigney indicated that previous police administration has said there was a need for portable video surveillance and asked if that is no longer a priority. Chief Sommer indicated that it was his understanding that there are limitations for utilizing the grant funds and this technology fits into those guidelines. He further commented that the funds needed to be spent before February 28, 2003. Ayes - 5 Nays - 0 Motion carried. Council Member Marty indicated he had thought Council approved matching funds for a grant for new computers in the squads but they were never obtained. Council Member Quick indicated Council approved matching funds but he is not sure whether the City got the grant. • Chief Sommer indicated that the grant was proposed but never materialized. Mounds View City Council February 10, 2003 Regular Meeting Page 18 • 9. REPORTS A. No Parking Request, East Side of Greenfield Avenue, South of County Road I Interim City Administrator Ericson indicated the Planning Commission has been dealing with a parking issue on Greenfield Avenue where a business is overflowing its parking lot onto the street and, after reviewing the situation, the Commission has adopted a Resolution recommending no parking. He then asked whether Council wished to discuss the matter at a work session or during the public hearing at a Council meeting. Mayor Linke indicated he would like to have it at a work session so he could be better informed on the issue. Council Member Stigney asked if there was a public hearing at the Planning Commission level. Interim City Administrator Ericson indicated that residents are aware of the issue and some were notified of the meeting but the notice was not for an official public hearing as that would be held at the Council level. • Council Member Marty asked if there was a trash enclosure issue with the same property. Interim City Administrator Encson indicated there is an outstanding issue with the Resolution of approval as it indicates the properly owner would be keeping garbage inside of the building and the new business owner thought it was silly to keep garbage inside. He then said that garbage has been being kept outside in violation of the Resolution of approval and the property owner was told he would need to make a request to Council in writing to change the Resolution. Mayor Linke asked if not enclosing the garbage was a violation of the ordinance. Interim City Administrator Ericson indicated that garbage dumpsters needed to be enclosed but a garbage bin does not. He then said that it has been a cause of concern and irritation for those around him. Council Member Gunn had no report. Council Member Stigney had no report. Council Member Quick had no report. Council Member Marty indicated that the Festival Committee needed to get going on planning the golf tournament and .would like to know whether Council would approve using the City's • golf course at a cost of $15.00 per round. Mounds View City Council February 10, 2003 Regular Meeting Page 19 Golf Course Manager Burg indicated it would be a Council decision to change the fee for a group. She then said that she did not see an issue with reducing the rate as it ensures that all tee times would be filled for the day. Council Member Stigney asked what was done last year for the festival. Golf Course Manager Burg indicated that New Brighton charged the regular rate and the festival brought in its own alcohol through permitting with the City. Council Member Marty indicated that The Bridges would have the benefit of people coming early and staying late to use the driving range. He continued saying that some of the golfers stayed late to use the driving range which generates more revenue for the Bridges. Council Member Stigney commented that, in the past, any profit was plowed into specific projects. He then asked where the profit goes. Council Member Marty indicated the profit went to the YMCA to pay for kids who could not afford youth programs. He then said that they had begun working with the YMCA and former golf course manager to establish a golf program for kids, but now that Mary Burg and YMCA are working on a golf program for kids is optimistic. • Council Member Quick asked if the monies from the golf tournament last year went to the City of New Brighton. Golf Course Manager Burg indicated that last year New Brighton was paid for its greens fees but did not get any additional money from the tournament. Council Member Quick asked where the profits come from. Mayor Linke explained that the tournament pays $15.00 for a round of golf but the Festival charges $20.00 or 25.00 and that is where the profit comes from over and above the costs of the tournament. Council Member Marty indicated the golf course would make money as all of the tee times are filled as well as use of the driving range and purchasing of beverages. Council Member Quick asked whether profits go into the Festival. Council Member Marty indicated that the funds were earmarked for kids programs through the YMCA. Council Member Gunn indicated that was an executive committee decision as the Committee felt . it was putting something back into the community along with having the Festival. Mounds View City Council February 10, 2003 Regular Meeting Page 20 • Council Member Quick indicated that the City is putting money into the Festival and he thinks it is time to revisit where the money from this tournament goes because he does not think the City can afford or will be able to put any monies into the Festival this year. Mayor Linke indicated that there is $4,000 in the budget for the Festival. He then said that the Festival organization is separate from the City. Council Member Quick indicated he is not sure whether the City will have $4,000 to contribute to the festival and it may be time to discuss where the profits of the golf tournament go. Mayor Linke indicated the profits from the golf tournament are not the City's to determine what to do with. Council Member Quick indicated the City puts- $4,000 into that operation and it is a City run Festival but the City may not have $4,000 to put into it this year and he fails to see the logic that it is not part of the City. Mayor Linke indicated the question is whether the normal Saturday fee of $16.00 can be reduced to $15.00 for the tournament. • Council Member Quick said he feels this should be discussed at a work session. Council Member Stigney indicated that the other issues could be resolved at a later date but the Festival Committee is asking if there will be a Festival and if they should get started with planning. Mayor Linke indicated it is not up to this Council whether there is a Festival or a golf tournament that is up to the Festival Committee. He then said the Festival Committee has asked whether the golf tournament will be in Mounds View or in New Brighton. He then said that he does not think this is a City Council function. Council Member Stigney indicated that Council establishes fees out at the golf course and Council ultimately approves the tournament. Golf Course Manager Burg asked whether Council is asking if she would adjust the rate for another group. She then indicated the fee structure is set by Council but, if she receives a request for a reduced fee, she would consider the group and determine whether to bring the request to Council or deny it. She further indicated that she would consider a reduced fee for civic organizations. Golf Course Manager Burg recommended proceeding with the planning and finalizing the pricing details at a later time. • Council Member Quick asked what control the City has over the Festival Committee. Mounds View City Council February 10, 2003 Regular Meeting Page 21 City Attorney Riggs indicated there is a fee for the use of the facility, the City's contribution, and a contract governing the relationship. Council Member Quick indicated that the contract has to be renewed every year so if the City does not renew it then there is no Festival. City Attorney Riggs indicated that, if the contract is not renewed, then there is no donation by the City but the Festival could still be held in some form. Council Member Quick indicated there was a statement made that the City has no say in the Festival. He then asked whether the Festival Committee could do whatever they want or if Council has a means of control. City Attorney Riggs indicated that, through this agreement, the City is issuing a permit for usage. Council Member Quick indicated that, if Council deemed they were not having a Festival, then there would be no contract and no permit. Mayor Linke indicated the Festival Committee could pull a permit for use of the City Park. • Council Member Quick indicated that the point he is trying to make is that the City does not know if it will have $4,000 to donate toward the Festival and Council Member Gunn is very busy now that she is on Council and may not have time to plan the Festival. Council Member Gunn indicated she understood about the money but said she has a Committee and is not planning the Festival alone. She then said that the date for the Festival has been set for June 14, and June 15, 2003. Council Member Stigney suggested that things could change but plans need to be made and the Festival Committee should move forward with the plans and let Council work out the details as the matter proceeds. Council Member Marty indicated he wanted to bring this up because the Committee needs to begin work on the Festival planning because for the last two years the week before the Festival was scheduled the Committee was not sure if it was approved. Mayor Linke asked that the contract be provided for review. Council Member Quick asked whether the contract has been fulfilled. City Attorney Riggs indicated he had not been asked that question. Finance Director Hansen indicated that Council Member Gunn had given him a packet of materials this evening that he has not had a chance to review. Mounds View City Council February 10, 2003 Regular Meeting Page 22 • Mayor Linke gave direction to Staff to Council Member Marty to work with Golf Course Manager Burg and plan the golf tournament. Mayor Linke indicated he would like to discuss the AMM at the next work session as the City had been a member of that organization and he would like to be again. Interim City Administrator Ericson indicated he had provided information from the Cable Committee concerning web streaming City meetings through CTV. He then said that the fee would be $164.00 per month and it would make it much easier for residents to view meetings and for archiving information. Council Member Stigney indicated the matter should be discussed at a work session. Interim City Administrator Ericson indicated that he had discussed maintenance of the plant material at the billboard near Walgreen's with Clear Channel and it is not their intent to provide periodic maintenance. However, the City Forester was under the impression he would be maintaining that area and the plantings were to be of a type that required little, if any, maintenance. Interim City Administrator Ericson indicated that Springsted is conducting amini-symposium • discussing budgets and future planning on Wednesday, February 19, 2003 from 1:00 p.m. to 5:00 p.m. at the Four Points Sheraton and asked interested Council Members to let him know if they wished to attend. Interim City Administrator Ericson indicated he had received two publications from the State Auditor in addition to the LGA report and will put them in the Council office for review. Interim City Administrator Ericson indicated that Staff had Best Lock Company conduct an analysis of the locking systems and keying system and Best determined that it would cost approximately $1,600 to replace all of the cores and provide keys to employees so that there are not so many keys required. He then said that there is an issue right now because public works does not have access to City Hall after hours. He also commented that changing the keying system would make it consistent and something that public works could maintain. Mayor Linke indicated that past Council purchased the system with the idea of a hierarchy of keys with one key in the police department being a grand master that would open everything rather than multiple keys. He then said that $1,600 seemed reasonable to get the system back. Interim City Administrator Ericson indicated the system is patented and Best needs to do the changes. Council Member Quick asked how a certain individual that is no longer employed with the City obtained a grand master key to a patented system. Interim City Administrator Ericson indicated he could not answer that question. Mounds View City Council February 10, 2003 Regular Meeting Page 23 • Council Member Marry indicated he would like to investigate the costs associated with having a reader card that would show who was at City Hall and when. Interim City Administrator Ericson indicated that Public Works Director Lee would be looking into that as part of the rehabilitation study for City Hall. Mayor Linke indicated the systems are expensive and maintenance is an issue. Council Member Quick said he thought it would make more sense than having keys. Mayor Linke said he thought it would be well worth re-keying. Council Member Marty indicated he was fine with re-keying. Council Member Stigney indicated that it seems there is a lost key every month or so and it gets expensive. MOTION/SECOND: Marty/Gunn. To Approve up to $1,600 to Re-Key City Hall and Check on the Costs Associated with a Card Reader at the Front Door. Ayes - 3 Nays - 2(Quick/Stigney) Motion carried. David Jahnke indicated the MAC was waiting for the environmental study to move forward to add onto the airport within the restrictions of the guidelines. He then said he does not expect to see any building out at the airport for at least six years. Finance Director Hansen indicated that ECS had finished 90% of the project at the Community Center without approval. He also indicated that Staff had made numerous efforts to contact other firms for bids and did not receive calls back. Council Member Marty indicated that he feels that Staff has been through enough hoops and, if firms are not interested, you cannot make them give you a bid. He then said he does not understand how ECS could proceed with the work without a signed contract. Council Member Marty asked if it was ever determined whether the system was compatible as brought up by Council Member Stigney. Finance Director Hansen indicated that Mr. Bradley had indicated to ECS that he wished to hold three different meetings and have sound in each different room. Council Member Stigney indicated Staff needed to define what the expectations are. He then . said he has had a problem getting in touch with Mr. Bradley and has not had his call returned. Mounds View City Council February 10, 2003 Regular Meeting Page 24 • Council Member Stigney indicated he would call the vendor he had recommended personally as he cannot believe the person would not call because he had expressed interest in the work. Council Member Stigney asked whether work was stopped when Council directed. Finance Director Hansen indicated that ECS was told to stop work but by that time had completed 90% of the project. 10. APPROVAL OF MINUTES A. Minutes for January 27, 2003 r: Council Member Marty requested the following change: On Page 3, Line 6 change lead to leads. Mayor Linke indicated he had said he would pay for the meal at the last meeting and has done so. He then produced a receipt for Council review. MOTION/SECOND: Marty/Gunn. To Approve the City Council Minutes of January 27, 2003 as Amended. Ayes - 5 Nays - 0 Motion carried. Council Member Stigney indicated he has a problem with ECS beginning work as it virtually assures he will get the bid once the work has begun. Council Member Marty indicated that Lion John Deppa would be receiving an award for outstanding service to youth at the Northwest Youth and Family Services banquet on Thursday, February 13, 2003. Mayor Linke indicated he would be attending as a Lion. 11. CLOSED SESSION TO DISCUSS LABOR ISSUES MOTION/SECOND: Marty/Stigney. To Recess to Closed Session to Discuss Labor Issues. Ayes - 5 Nays - 0 Motion carried. Council recessed to closed session at 10:10 p.m. 12. Next Council Work Session: Next Council Meeting: Monday, March 3, 2003 Monday, February 24, 2003 • 13. ADJOURNMENT Mayor Linke adjourned the meeting at 10:41 p.m. Mounds View City Council February 10, 2003 Regular Meeting Page 25 C • Transcribed and recorded by: Joan Lenzmeier, Timesaver Off Site Secretarial, Inc. •