HomeMy WebLinkAbout1981.06.16 CC Minutes - Special Meeting MINUTES OF THE SPECIAL MEETING OF THE HUGO CITY COUNCIL
June 16, 1981
The meeting was called to order by Mayor LaValle at 7:10 PM.
PRESENT: LaValle, McAllister, Irsfeld, Vail
ABSENT: Schletty
This special meeting was called for the purpose of discussion of city operations
and city staff positions.
BOOKKEEPER
The clerk stated that because of the numerous interruptions during the business day,
it was impossible to concentrate on the bookkeeping. If a bookkeeper is indeed
hired by the city, the clerk/treasurer would still bear the ultimate responsibility
of the city's ledgers. It was the general concensus of the Council present that
such person should be someone who has a degree in accounting and is practicing
in the field. Salary will be negotiable according to experience and qualifications.
MOTION: McAllister made motion, seconded by Vail, that the City of Hugo advertise
for a bookkeeper as follows: The City of Hugo is considering the posi-
tion of consulting bookkeeper. Qualified accounting applicants please
submit resumes and references to the City Clerk's office prior to
July 17, 1981 . Submit to: City of Hugo, 5524 Upper 146th Street North,
Hugo, Minnesota 55038.
VOTING FOR: LaValle, McAllister, Irsfeld, Vail
MOTION CARRIED
JOB DESCRIPTION
Councilman Irsfeld had previously drafted, in rough form, a job desription for the
Clerk/Treasurer's position. A permanent copy will be typed after the draft is
finalized.
MOTION: Irsfeld made motion, seconded by McAllister, that the City of Hugo adopt
the draft, as submitted by Councilman Irsfeld, as the official job descrip-
tion for the City Clerk/Treasurer's position for the City of Hugo.
VOTING FOR: LaValle, McAllister, Irsfeld, Vail
MOTION CARRIED
PRIORITIES FOR CLERK'S OFFICE
The Council reviewed the priorities they feel are necessary to remedy problem areas
within the clerk's office:
1. Accuracy of Data to the Public
a. Communications
b. Confidentiality
c. Credibility
d. Logging of information provided to the public
e. Completion of checklists
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June 16, 1981
2. File Reorganization
a. Categorize files by subject matter rather than numerically.
b. Tickler file on outstanding bonds and letters of credit.
c. Written documentation as to how file system works.
d. Ultimately tie files with a parcel number.
3. Assessments
a. Clerk's office to individualize the assessment printout.
4. Make sure Data Provided to Council in Sufficient Time for Their Review
SALARY REVIEW
MOTION: McAllister made motion, seconded by Irsfeld, that because of the. pending
potential hiring of a bookkeeper, that the clerk's salary review be
rescheduled for August 3, 1981.
Councilman McAllister felt that funding for the bookkeeper's position should come
from the clerk's salary because a job responsibility will be eliminated from the
position. Councilman Irsfeld did not feel the money should come from the clerk's
salary because she will still be responsible for the city's books. Irsfeld felt
that the clerk did not warrant a merit raise because of job performance. If the
Council feels there is improvement in the future, they would consider a review
at that time.
McAllister withdrew his motion and Irsfeld his second.
MOTION: Irsfeld made motion, seconded by Vail, that at this time we do not adjust
the clerk's salary because of previousjob performance.
VOTING FOR: LaValle, McAllister, Irsfeld, Vail
MOTION CARRIED
MOTION: McAllister made motion, seconded by Irsfeld, that the present salary of
the Deputy Clerk of $5.08/hour be adjusted to a rate of $5.83/hour for
the following reasons: the Deputy Clerk has performed well and is know-
ledgeable in all area of the clerk's office.
VOTING FOR: LaValle, McAllister, Irsfeld, Vail
MOTION CARRIED
McAllister noted that Jim R. Wisner will be working this summer at hall main-
tenance, and would be willing to accept additional hours, if needed.
FINANCIAL STATEMENT
Let the record show that the financial statement, as requested, has been provided
to the City Council. The Mayor commented that the clerk had done a good job on
the statement. Future statements are to be provided at the second Council meeting
of the month.
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June 16, 1981
It should also be noted that there was discussion previous in the meeting, that
because of the office being staffed by only one full-time and one part-time em-
ployee, the City Clerk has option to her of closing City Hall for ennerge ncy si-
tuations, after the proper authority of the city has been notified.
The advertisement for the hiring of a bookkeeper is to be placed in the St. Paul,
Forest Lake, and White Bear newspapers.
MOTION: Irsfeld.made motion, seconded by Vail, to adjourn at 10:45 PM.
All aye. Motion Carried.
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Carol A. williams, Clerk/Treasurer
City of Hugo