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HomeMy WebLinkAboutCC May 18, 2004 C I T Y 0 F NDOVE 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755·8923 . WWW.CI.ANDOVER.MN.US Regular City Council Meeting - Tuesday, May 18, 2004 Call to Order - 7 :00 p.m. Pledge of Allegiance Presentation to Andover Fire Department Resident Forum Agenda Approval 1. Approval of Minutes (4/20/04 Exec. Session; 4/27/04 Council Workshop; 4/28/04 Closed Meeting; 4/28/04 Special Meeting; 5/4/04 Regular) Consent Items 2. Approve Payment of Claims - Finance 3. Order Plans & Specs/04-20/Crosstown Boulevard NW Trail- Engineering 4. Award Bid/04-9/Crosstown Meadows - Engineering 5. Order & Approve Plans & Specs/Authorize Quotes/02-46/Fire Station #3/Utility Extension/SS & WM- Engineering 6. Order Plans & Specs/04-27/EVPILED's for Traffic Signals/135th Ave. & 136th Ave. on Round Lake Blvd. - Engineering 7. Revise Phase I Construction of Prairie Knoll Park/03-1 - Engineering 8. Approve Refuse Hauler Licenses - Clerk Discussion Items 9. Receive Anoka County Sheriff s Department Monthly Report - Sherif.! 10. Reassessment Hearing/Project 93-30/Bunker Lake Boulevard - Clerk II. Consider Preliminary Plat! Rolling Oaks/I 7022 & 17052 Round Lake Blvd. - Planning 12. Award Bid Package 3 Sub-Categories/02-27/Andover Community Center - Engineering/Finance Staff Item 13. Consider Compensation for Interim City Administrator-Administration 14. Review 2003 Fire Department Report - Fire 15. Request Approval/Automatic Fire Mutual Aid - Fire Mayor/Council Input Adjournment ~ CLQ/ l0l..dk.v1 fe-, 5" ~O+ Regular Andover City Council Meeting Minutes - May 18, 2004 Page 15 REGULAR ANDOVER CITY COUNCIL MEETING MINUTES -MAY 18,2004 TABLE OF CONTENTS PLEDGE OF ALLEGIENCE .............................................................,..,....................................1 PRESENTATION TO ANDOVER FIRE DEPARTMENT ......................................................1 RESIDENT FORUM....................................................,.............................................................1 AGENDA APPROV AL ...............,.......,...,.................................................................................3 APPROVAL OF M1NUTES......................................,........,..,....................................................4 CONSENT ITEMS Approve Payment of Claims.................................................................................................4 Resolution R086-04 ordering Plans & Specs/04/20/Crosstown Boulevard NW Trail.........4 Resolution R087-04 awarding Bid/04-9/Crosstown Meadows ............................................4 Resolution R088-04 ordering & Approve Plans & Specs/Authorize Quotes/02-46/Fire Station #3lUtility ExtensionlSS & WM ................................................,...............,.........4 Resolution R089-04 ordering Plans & Specs/04-27ÆVPILED's for Traffic Signals/ 135th Avenue & 136th Avenue on Round Lake Boulevard ..............................................4 Revise Phase I Construction of Prairie Knoll Park/03-l ......................................................4 Approve Refuse Hauler Licenses................,.........................................................................4 RECEIVE ANOKA COUNTY SHERIFF DEPARTMENT MONTHLY REPORT Received ................................................................................................................................5 REASSESSMENT HEARINGIPROJECT 93-301BUNKER LAKE BOULEVARD Motion to approve Resolution R090-04 ..,........,....................................................................5 CONSIDER PRELIMINARY PLATIROLLING OAKS/17022 & 17052 ROUND LAKE BOULEVARD Motion to table..........,..,.........................................................,...............................................6 AWARD BID PACKAGE 3 SUB-CATEGORlES/02-27/ANDOVER COMMUNITY CENTER Motion to approve Resolution R09I-04 ...................,..,.........................................................8 CONSIDER 2:00 A.M. BAR CLOSING Motion to move item to June 1,2004 Council meeting for public hearing...........................9 CONSIDER COMPENSATION FOR INTERIM CITY ADMINISTRATOR Motion to approve..................................................................................................................1 0 REVIEW 2003 FIRE DEPARTMENT REPORT ,.....................................................................12 REQUEST APPROV AUAUTOMATIC FIRE MUTUAL AID Motion to approve Res. R092-04...........................................................................................13 MA YORlCOUNCIL INPUT City Administrator Job Description.......................................................................................14 Sound System in Council Chambers .....................................................................................14 ADJOURNMENT ....................................................................................................................., 14 C I T Y o F NDOVE REGULAR ANDOVER CITY COUNCIL MEETING - illY 18,2004 MINUTES The Regular Bi-MonthJy Meeting of the Andover City Council was called to order by Mayor Mike Gamache, Tuesday, May 18,2004 at 7:03 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Don Jacobson, Mike Knight, Ken Ortte1, Julie Trude Councilmember absent: None Also present: City Attorney, William Hawkins Fire Chief, Dan Winkel City Engineer, Dave Berkowitz Assistant Finance Director, Lee Brezinka Community Development Director, Will Neumeister Human Resource Manager, Dana Peitso Others PLEDGE OF ALLEGIANCE PRESENTATION TO ANDOVER FIRE DEPARTMENT Mayor Gamache introduced Ms. Dianne Holtz from Constance Free Church who along with Megan Holtz and Erin King made a presentation to the Fire Department. Megan Holtz stated they are presenting comfort quilts from the sixth grade small group to the Fire Department. Fire Chief Winkel stated they will be able to use the quilts and he really appreciates the donation. RESIDENT FORUM Mr, Chris McClellan - 3081 l49tb Lane, stated he has a couple of issues he would like to express to the City Council so they can take this to the County. It involves the residents in the middle of construction on Round Lake Boulevard. He explained the closing of the road would be a huge inconvenience on his family. The issues his family will have while the road is closed and he stated this is unacceptable. He thought the County could allow ten feet in order to allow the residents to get to their homes. He would like the City to go to the County to get some rational way to access their homes. Mayor Gamache asked if the letter at the meeting was what was being discussed. Mr. Berkowitz stated according to the letter and conversations with the County it is difficult to keep the area safe even to local residents. Regular Andover City Council Meeting Minutes - May 18, 2004 Page 2 Mayor Gamache asked if they are going to keep the road closed through September. Mr. Berkowitz stated it is his understanding that they were going to keep it closed until the road is fInished. Mayor Gamache would like to fmd out why the County wants to keep the road closed until September even to local traffic. He wondered if it is necessary to keep this closed for the entire period. Councilmember Orttel stated the County has their reasons for closing the road. He thought they could ask this road be opened as soon as possible but they cannot make the County keep the road open. Mr. McClellan suggested the County give residents stickers or something to show they live there so they can have access to the road to get to their homes, Mayor Gamache stated they would have staff address this issue. Ms. Camille Hostetler - 3155 1 49th Avenue NW, stated the day the road closed, she had altercations with sheriffs. They were not polite and they stated they were not hired by the County; they were hired by the construction people. She stated she was embarrassed by what has happened. She stated they cannot leave their home and have to go through the entire development to exit. Mr. Mike Hostetler- 3155 1 49th Avenue NW, stated he had some issues with legality. He stated he has a book on standard specifications for construction obtained from the State. Anyone who gets State money and signs a contract has to follow the specifications in the book un1ess they have a specific variance for that. He did not think they had a variance for this because one letter states they will allow local traffic and another letter states they won't. There is a difference in being affected and being impacted. He stated they are being impacted. He read from the book on maintenance for traffic. There is State money involved in the project and because of that they have to follow the conditions in the book. Mr. Hostetler thought the sticker idea was a good feasible idea. He stated the sheriffs treat everyone differently. He thought there were one or two people ignoring the regulations and doing what they want to do and he thought it needs to be stopped. Mr. Hostetler stated he passed out fliers this last weekend and he has had more than twenty responses from families that they are being more than inconvenienced by this. Councilmember Orttel asked if the deputies were off duty. Lieutenant Wells stated some of the deputies were hired by the construction company for this project. Lieutenant Wells stated the residents can call him and they can deal with some of the issues brought up. Mr. Hostetler stated they do not mind the County closing the road for a couple of days but to close the road for months is unacceptable. - - Regular Andover City Council Meeting Minutes - May 18, 2004 Page 3 Councilmember Knight asked who determines the closing of the road. Lieutenant Wells stated the County Highway Department is responsible for hiring the construction company and the Sheriff's Department has to follow what is posted. He stated the County makes the decisions. Mr. Berkowitz stated the County Highway Department makes the decision to close the road. Mr. Mike Olson - I 53rd, stated the closing of Round Lake Boulevard is an inconvenience and has been pretty heavy handed as far as the Sheriff's Department goes. He thought some flexibility by the Sheriff's Department may alleviate some of the hard feelings that are out there. AGENDA APPROVAL Add Item l2a, (Consider Bar Closing Time). Councilmember Trude wondered how this could be added to the agenda because the residents were not notified of this in advance. She thought this would be more appropriate on the next agenda. Mayor Gamache thought the City Clerk received this request from Mr. Povlitzki and he would like this to move forward as soon as possible. Councilmember Jacobson agreed that if this is a time sensitive issue, they should add this on but if something comes up that is not time sensitive, it should be moved to a future agenda. He thought that in the future they should follow this plan. Councilmember Trude stated she would like more information and further time to reflect on this. Councilmember Jacobson thought they could have this added to their agenda but in the future, anything that is not time sensitive, should be added to the next agenda. Mayor Gamache stated he could see this but what is a time sensitive matter. Councilmember Orttel stated this will be changing the ordinance and he wondered if this needs to go to a public hearing. Mayor Gamache thought this would need to go to a public hearing and they would decide tonight if it should go to a public hearing. Motion by Jacobson, Seconded by Orttel, to move Item I2a to the agenda. Motion carried 3 ayes, 2 nays (Knight, Trude). Motion by Jacobson, Seconded by Gamache, to approve the Agenda as amended above. Motion carried 4 ayes, I nay (Trude). APPROVAL OF MINUTES April 20, 2004, Executive Session: Correct as written. April 27, 2004, Council Workshop: Correct as written. Regular Andover City Council Meeting Minutes - May 18, 2004 Page 4 April 28, 2004, Closed Meeting: Correct as written April 28, 2004, Special Meeting: Correct as amended May 4, 2004, Regular Meeting: Correct as amended Motion by Jacobson, Seconded by Trude, approval of April 20, 2004 Minutes as written. Motion carried unanimously. Motion by Jacobson, Seconded by Trude, approval of April 27, 2004 Minutes as written. Motion carried unanimously. Motion by Jacobson, Seconded by Trude, approval of April 28, 2004 Minutes as written. Motion carried unanimously. Councilmember Jacobson noted in the April 28, 2004 Special Meeting, after adjournment there was an extra sentence in the minutes and he asked this be removed. Motion by Jacobson, Seconded by Trude, approval of April 28, 2004 Minutes as amended. Motion carried unanimously. Councilmember Trude stated on page 10, of the May 4th minutes the last line should have been $250,000 to $300,000. Motion by Jacobson, Seconded by Trude, approval of May 4, 2004 Minutes as amended. Motion carried unanimously. CONSENT ITEMS Item 2 Approval of Claims Item 3 Order Plans & Specs/04-20/Crosstown Boulevard NW Trail (See Resolution R086- 04) Item 4 Award Bid/04-9/Crosstown Meadows (See Resolution R087-04) Item 5 Order & Approve Plans & Specs/Authorize Quotes/02-46/Fire Station #3/Utility Extension/SS & WM (See Resolution R088-04) Item 6 Order Plans & Specs/04-27ÆVP/LED's for Traffic Signals/135th Ave. & 136th Ave. on Round Lake Boulevard (See Resolution R089-04) Item 7 Revise Phase I Construction of Prairie Knoll Park/03-I Item 8 Approve Refuse Hauler Licenses Motion by Jacobson, Seconded by Knight, approval of the Consent Agenda as read. Motion carried unanimously. Regular Andover City Council Meeting Minutes - May 18. 2004 Page 5 RECEIVE ANOKA COUNTY SHERIFF DEPARTMENT MONTHLY REPORT Lieutenant Tom Wells, Anoka County Sheriff's Department, provided an update on law enforcement activities occurring within Andover. Councilmember Jacobson asked how the hiring of the Sheriff's Deputies for Round Lake Boulevard is this handled and if this is normal procedure. Lieutenant Wells stated the construction company called the Sheriff's Department and the deputies are doing this on their off hours. This is called an approved additional community assignment. Councilmember Jacobson stated his concern is that whatever they get on an hourly basis covers everything plus a profit. Lieutenant Wells stated the fee that is charged includes administrative fees put in there to cover insurance, and other ~dministrative fees. Councilmember Knight asked if they are off duty officers. Lieutenant Wells stated they are not on a scheduled shift. Councilmember Jacobson asked if in the process of patrolling this area, they use squad cars and he wondered if they have spare cars to allow these officers to use County cars. Lieutenant Wells stated they do use extra cars and they do have spare cars available. Councilmember Trude asked if after the deputies are off duty, would they get any sleep between shifts. Lieutenant Wells stated they have this broken down into three hour slots so the most a deputy would be working is three hours over an assigned shift. Councilmember Orttel stated when looking at some of the items in the report, the numbers keep going up considerably and he is getting more concerned. Lieutenant Wells described the different items and what each meant. He stated a lot of crimes they are seeing now were not felonies a few years ago but they are now. Councilmember Orttel asked if some of these are being double counted under different categories. Lieutenant Wells stated these are reported offences and after the investigation, some of these may not be warranted or are dropped. Lieutenant Wells commented regarding the 2:00 am bar closing. He stated when the Sheriff's office presented their opinion on the closing time, what they were looking at was the consistency with other cities. He stated now, most of the surrounding cities have adopted the 2:00 am bar closing. He did not think this would make a big difference. REASSESSMENT HEARINGIPROJECT 93-30/BUNKER LAKE BOULEVARD It was noted the City Council has scheduled are-assessment hearing for Project 93-30, Bunker Lake Boulevard, pursuant to court order. Regular Andover City Council Meeting Minutes - May 18, 2004 Page 6 It was noted the special assessments on the Kottke and Prater parcels have been abated and are to be reassessed for a total of $50,000 ($25,000 for Prater and $25,000 for Kottke) beginning in 2005. Councilmember Jacobson asked for confmnation from the City Attorney regarding approving this item without a public hearing. City Attorney Hawkins stated they have agreed to the stipulation sent over and they can adopt the resolution. Motion by Jacobson, Seconded by Trude, to approve the attached resolution adopting the assessment roll. Motion carried unanimously. (Res. R090-04) CONSIDER PRELIMINARY PLAT/ROLLING OAKS/17022 & 17052 ROUND LAKE BOULEVARD Community Development Director Neumeister explained the City Council is asked to review a rural plat containing seven rural residential lots. Two of the lots are occupied by existing homes. Mr. Neumeister explained the proposal was revised to address concerns of the neighborhood and the Planning Commission. Councilmember Jacobson stated three of the lots are requesting a variance of the frontage which is well below the three hundred feet that is required. He does not remember them going that far below and this is less than half of what is required at least on two of the lots, He wondered if there is some reason why they cannot eliminate one of the lots and take care of all of the variances. Mr. Neumeister stated the area wide sketches show that in the rural area there is a need to interconnect potential future streets so that this will not be cul-de-sac' d. Councilmember Jacobson asked if they eliminated one lot, they could probably make everything without any variances. Mr. Jeff Elliot, Hakanson and Anderson, stated the measurement is taken at the forty-foot setback and the two lots are substantially below the distance described. At the setback there is a 160 foot width that would be required if the cul-de-sac would be there and the third lot is not at three hundred feet but it is closer. Councilmember Jacobson asked what the lot width is. Mr. Elliot stated they would be 160 feet for two of the lots, He stated it met the requirement when they had the cul-de-sac there. Councilmember Knight asked what the criteria were given for the variance. Mr. Neumeister stated the criteria were the applicants have demonstrated that each lot can meet the required minimum lot size but the city requested a street connection for the properties to the north. This street connection reduces the developable area of the subject property and prevents the proposal from meeting these requirements. The applicant has requested variances to Code Section Il-3-G to allow a street terminating in a cul-de-sac to exceed the five hundred foot in length and strict enforcement of the ordinance would prevent street connection to the north and the potential to eliminate the cul-de-sac Regular Andover City Council Meeting Minutes - May 18, 2004 Page 7 in the future and would leave approximately half of the property as undevelopable as well as limit the potential for the property to the north. The City Council discussed the variances, setbacks and road design through the development. Councilmember Jacobson stated there was some concern with the ponds and on the revised plan, this pond was corrected. He wondered if it was possible to go back to the previous proposal but correct the drainage pond issue. Mr. Elliot stated they could use either plan. He showed on the map how the pond was moved. Councilmember Jacobson stated he liked the last plan better with the changes in the ponding. Councilmember Trude stated another advantage with a cul-de-sac is the issue with speed. She wondered if this would impact the farm to the north less because the driveways would all be on the cul-de-sacs. Councilmember Knight concurred. Councilmember Trude wondered if the easement could be a greenway in case the owner to the north does not develop in the future. Mr. Berkowitz stated the issue with that is through their policy and ordinance, the developer is required to extend the roadway to the north and to pick up the costs. Mayor Gamache asked if it would be possible to have the northern house face the west with a driveway going out to the dead end road instead of facing south. This may alleviate some of the problems they may have in the future. Mr. Berkowitz stated the pad is going to the west further than it shows on the map but the developer could look into this further. Councilmember Orttel did not have a problem with the plat with the cul-de-sac. Mayor Gamache concurred. Motion by Jacobson, Seconded by Trude, to approve the former proposal with the cul-de-sac and correcting the ponding along with a slant in the road to accommodate the property to the north with staff correcting the resolution for Council approval. Councilmember Trude wondered if this would solve the problems with the neighbors. Mr. Dave Olson stated his biggest concern was the size of the lots. He did not think there could be seven lots on this property without a variance. Mr. Dean Olson stated he is confused. He wondered what they are approving. He stated the placement of the dead end road, the most recent plan they brought in was mòst favorable for the surrounding properties. He stated the current plan gives him the most access to his property. He is looking at what would benefit his property the most. He would rather see the road frontage variances. Mr. Berkowitz stated Mr. Elliot could look at putting the skew in the roadway along with the cul-de- sac. This would mean the lot to the northwest would lose some area. Regular Andover City Council Meeting Minutes - May 18, 2004 Page 8 Councilmember Trude asked if they use the cul-de-sac plan and continue the road to the north, are they planning to have all of the driveways coming out onto the cul-de-sac. Mr. Elliot stated people who live on a cul-de-sac usually want to have their driveway coming out on the cul-de-sac. Mr. Myron Bauer stated he lives to the west of this development. He thought Andover's requirement was 2.5 acres or more. If they want to develop this property they should not go below 2.5 acres. He thought they needed to stick to the requirements so there are not so many variances. Ms. Debbie Olson wondered what they were dealing with on the pond issue. Councilmember Jacobson stated they were revising the pond so there would not be any problems. Mr. Neumeister explained the pond issue. Mr. Dean Olson stated another issue is dealing with the drainage. There will be drainage to the north which is his property. He is a little concerned with excess water drainage onto his property. He wondered if the development going in, with his livestock, to minimize the increase in liability imposed on him, he would like the City make it a condition to put up a fence to minimize the added risks imposed on him and his neighbor to the west, Darren Page. Mr. Elliot stated they have submitted an application to the Watershed District. Mr. Berkowitz stated there are a lot of review and safety factors involved in this. Councilmember Knight did not know if they could require someone to fence another person's property in. City Attorney Hawkins stated it is up to the property owner who has the animals to protect his own property and livestock. Mr. Bauer wondered who will be developing the homes on the site. Will it be one builder or will everyone have their own builder. Councilmember Jacobson stated there is a grading plan that goes along with the plat and whoever builds the home has to go by the grading plan. Motion carried unanimously. (Res. R09l-04) AWARD BID PACKAGE 3 SUB-CATEGORIES/02-27/ANDOVER COMMUNlTYCENTER City Engineer Berkowitz stated the City Council is requested to award bid package Sub-Categories for the Andover Community Center, Project 02-27. The Sub-Categories 7 A & 9A for metal wall panels and plaster and gypsumboard were previously bid. Sub-Categories 3A & 4A for building cast-in-place concrete and unit masonry were bid on May 13,2004. Councilmember Orttel asked what the original bid amount was for. Mr. Bob J osard, RIM, reviewed the previous bids and how they got to this point. Councilmember Jacobson asked if there was anything else that needed to be bid. It was noted the landscaping would be rebid in the fall along with the kitchen equipment. There are also a few minor Regular Andover City Council Meeting Minutes - May 18, 2004 Page 9 items. Motion by Jacobson, Seconded by Knight, to approve the attached resolution as presented. Motion carried unanimously. (Res. R092-04) CONSIDER 2:00 A.M. BAR CLOSING It was noted on June 17,2003 the City Council decided against allowing on-sale liquor establishments to be open until 2:00 a.m. Mr. Brad Povlitzki, Pov's Sports Bar, has requested that Council once again consider allowing liquor establishments to remain open until 2:00 a.m. City Attorney Hawkins stated this did not need to go to the Planning Commission but the ordinance does need to be amended. This would need to come back for an ordinance change and possibly a public hearing. Councilmember Orttel thought they should hold a public hearing to see the pros and cons regarding this. Mayor Gamache stated he talked to Captain Jenkins and previously they did not want to be the on1y city that adopted the 2:00 am ordinance but now many of the surrounding communities have adopted this ordinance. Mr, Brad Povlitzki addressed the Council regarding the change in the Ordinance. Since the change in law, he is no longer in a competing market and his business has dropped. He stated this has seriously affected his business. The Council discussed the different cities changing their bar closing times. Councilmember Knight stated he would like to have a public hearing so the public could input. Councilmember Trude thought it should be a public hearing to consider public input because she was not inclined to change the ordinance. Mayor Gamache thought this was based on the type of entertainment the establishments have. Motion by Orttel, Seconded by Knight, to move this item to the June 1,2004 Council meeting to hold a public hearing to take comments to consider approval. Motion carried 4 ayes, 1 nay (Jacobson). Council recessed at 9:43 p.m. Council reconvened at 9:48 p,m. Regular Andover City Council Meeting Minutes - May 18, 2004 Page 10 CONSIDER COMPENSATION FOR INTERIM CITY ADMINISTRATOR Human Resource Manager Peitso explained at the May 4, 2004 City Council meeting, the City Council appointed Finance Director Jim Dickinson as the Interim City Administrator. At this meeting the City Council directed staff to return at the next meeting with options for compensating Mr. Dickinson during this period. Ms. Peitso stated Mr. Dickinson is currently earning $86,500 annually, as is at the top step of his salary range as Finance Director. The current City Administrator salary range is $78,626 - $99,526, and Mr. Erar, previous City Administrator, was at the top of the range. In the past when Mr, Dickinson has been the Acting City Administrator, during Mr. Erar's time out of the office, Mr. Dickinson was given a 15% increase for assuming the City Administrator's duties, which was equal to Mr. Erar's salary. Mr. Dickinson does not feel it is necessary for him to be at the top of the Step Program salary and would feel very comfortable at the Step Level 3 salary of$90,569 annually. Ms. Peitso stated the Human Resource Department would also like to recommend that the City Council look at paying out a portion of Mr. Dickinson's accrued vacation and would recommend adding a monthly car allowance to Mr. Dickinson's compensation. Ms. Peitso explained Mr. Dickinson has not filled a full-time Accounting position within his department, he has been using a part-time person, and the money is available to cover the increase in salary, the payout of vacation, and a monthly car allowance. Councilmember Orttel asked when talking about monthly car allowance, would this be in addition to the mileage. Ms. Peitso stated they would not be reimbursing him mileage. Councilmember Orttel asked what the monthly rate would be, Ms. Peitso stated it would be $300.00 a month. Councilmember Ortte1 asked if they are on1y cashing out the portion of the vacation time he would lose for accepting this temporary position and would it be at his current salary, not at the accelerated salary. Ms. Peitso stated that was correct. Councilmember Orttel stated they were suggesting the salary would be taken out of the Accounting Department budget and he thought this seemed improper and he wondered if it should come out of . the Administrative budget. Ms. Peitso stated with the buyout they are paying for Mr. Erar, that money is already taken in Administration and Mr. Dickinson's recommendation was the Finance Department. Councilmember Orttel asked how they are going to hire anyone if the Administrative budget is taken. Ms. Peitso stated there is a risk fund that Mr. Dickinson stated they could tap into to handle that. Councilmember Knight asked how the vacation time got to be so high. Ms. Peitso stated Mr. Dickinson had some scheduled vacation time which has had to be canceled due to different Regular Andover City Council Meeting Minutes - May 18. 2004 Page 11 circumstances that have arisen in the past year. Councilmember Knight asked if the vacations were refused to him, Ms. Peitso stated the vacations were approved and then later it was highly recommended that Mr. Dickinson be at work. Councilmember Jacobson asked if they were to payout the vacation pay, is it covered under City Policy and do they do that for other employees. Ms. Peitso stated they have done it in the past for other employees. Councilmember Knight asked how much vacation time will need to be paid out. Ms. Peitso stated she would recommend paying out 200 hours because with Mr. Dickinson taking over as Interim City Administrator he will not be able to take all of this vacation time. Councilmember Ortte1 thought Mr. Dickinson has done an excellent job and he did not have a problem with paying this to him. Councilmember Knight stated he was not questioning Mr. Dickinson but he did not see this happen before. Councilmember Trude stated she was not sure about giving him the travel allowance and it may be better to continue just paying him mileage. Ms. Peitso stated Mr. Dickinson has to justifY the mileage up to $300.00 a month. Councilmember Trude stated Mr. Dickinson recently received a pay increase and she wondered ifhe wanted more money or ifhe felt the increase was adequate. Ms. Peitso stated Mr. Dickinson told her the vacation pay was more important to him and he felt the pay increase was adequate. Ms. Peitso stated the total exact vacation amount would be $8,000.00. Councilmember Trude asked when someone leaves and they have vacation accumulated, do they have a fund that would cover this. Mr, Brezinka stated this would normally be covered under the department budget and would easily be absorbed there. He recommended they take the vacation pay out of the Finance Department. Motion by Knight, Seconded by Trude, to approve compensating the Interim City Administrator, Jim Dickinson, at his current salary. In addition, cashing out a portion of Mr. Dickinson's vacation hours at his old rate and mileage as reimbursed. Councilmember Orttel thought they were in essence giving him nothing. Ms. Peitso stated Mr. Dickinson does not do this job for the money, he enjoys his job and the most important item to him is the compensation for vacation. Motion carried 3 ayes, 1 nay (Orttel), 1 present (Gamache). Councilmember Orttel stated he thought this was coming out of the wrong budget. He thought the $8,000.00 should come out of the Administrative budget REVIEW 2003 FIRE DEPARTMENT REPORT Regular Andover City Council Meeting Minutes - May 18, 2004 Page 12 Fire Chief Winkel stated the fIre department staffhas prepared the 2003 summary of activities for the Mayor and City Council review. Mayor Gamache asked if they have more residents burning trash because this item has jumped in the past two years. Fire Chief Winkel stated they have received more reports of this. Councilmember Jacobson asked if they have the right mix of equipment. Chief Winkel stated they do look at the numbers to see if there are special needs. He felt there was the right mix of equipment. He described the equipment they have at each fIre station. Chief Winkel stated all fifty of the fIre fighters respond to medical calls. This is a requirement. Councilmember Knight asked what the ratio is on mutual aid to in versus out. Do they have more calls going out than coming in? Fire Chief Winkel stated last year they actually had more help coming in than going out but altogether he thought the numbers were pretty even. Councilmember Trude asked if they have the 800 MHz radios now. Chief Winkel stated they do not and are scheduled to go on line in September. Councilmember Trude asked if people will be able to pick up the calls on their radios. Chief Winkel stated they would need to have a special scanner that is capable of receiving 800 MHz. Councilmember Knight stated with the shift that is going on to more medical responses, it sounds like they are becoming more of an ambulance service in some ways. Chief Winkel stated they have not changed the way they do business. They are fIrst responders on1y and do not transport. Councilmember Knight asked if there was any way of piggy backing into insurance for some of the calls. Chief Winkel stated they could not do this for the majority of the medical calls. Council did authorize billing for major traffic accidents. They have not had many billable accidents this past year. Councilmember Jacobson thought the Fire Department was doing a super job and he wanted to give them his highest praise. Chief Winkel stated he would pass this on, Councilmember Orttel thought they need to get more aggressive on collecting funds from insurance companies. Chief Winkel stated they have collected all of the data to start billing. REQUEST APPROVAL/AUTOMATIC FIRE MUTUALAlD Fire Chief Winkel stated the fire departments from the Cities of Andover, Ham Lake, Oak Grove aod Ramsey have discussed an automatic fIre mutual aid response for known structure fIres during the daytime hours of 5 :00 a.m. and 5 :00 p.m. The automatic response will help with Insurance Services Offices (I.S.O.) fire protection ratings, faster fIrefighter and equipment responses in addition to safer Regular Andover City Council Meeting Minutes - May 18. 2004 Page 13 fueground activities and conditions. Chief Winkel stated they have had requests in the past two weeks from a couple of other cities to become involved in this. He stated St. Francis and East Bethel would like to be involved. They would go to a box alarm system where three departments would respond, rotating times. Councilmember Jacobson wondered why Coon Rapids and Anoka were not included. Chief Winkel stated they probably will become involved in the near future; it started with Chief Winkel talking to Ham Lake and Ramsey. There are some issues with Coon Rapids and Anoka that would need to get resolved regarding full time staffmg. He stated Ramsey is going through an ISO evaluation in June so there was some urgency to get this through. Councilmember Trude stated when she looked at structure fue calls in the four cities they could have some of the volunteer fire fighters going out to twice as many calls as they are now. She stated Ramsey has massive development plans. She wondered if the fuefighters are willing to commit to this. Chief Winkel stated they are doing this now and they have not refused before. Chief Winkel stated all four of the departments will be activated at the same time and they will probably send one truck because they do not want to have any delay in getting a truck there. He did not think the calls will change. Chief Winkel discussed the type of calls they have now. Councilmember Orttel asked if they will be able to see the actual contract that says what they will put on site because they have a lot of expensive equipment, more than the other cities and he is concerned about that. Chief Winkel stated the other cities are as well equipped as we are and all of the other cities actually have newer equipment than Andover and better ladder trucks. They all have compatible equipment and Andover actually benefits according to ISO with that equipment responding to Andover. Councilmember Orttel stated their ISO would not drop because of this. Chief Winkel stated it would not but it would strengthen the ISO rating of class four. Councilmember Orttel asked if Andover would have to respond to Burns Township. Chief Winkel stated this is an issue and they are trying to work this out. The Council discussed with Chief Winkel their concerns with servicing Burns Township. Motion by Knight, Seconded by Orttel, to approve the resolution for the automatic fire mutual aid agreement with the Cities of Ham Lake, Oak Grove, and Ramsey between the hours of5:00 am and 5:00 p.m. Motion carried unanimously. (Res. R092-04) Regular Andover City Council Meeting Minutes - May 18, 2004 Page 14 MAYOR/COUNCIL INPUT (City Administrator Job Description) - Councilmember Jacobson thought it would be wise to authorize Ms. Dana Peitso to look at the Administrator's job description with the YMCA coming online, He thought she should come back at the work session with a plan on how to advertise and proceed on that process. (Sound System in Council Chambers) - Councilmember Orttel stated they need to do something about the sound in the Chambers because it is sometimes hard to hear what the other Councilmembers are saying and residents cannot hear in certain areas of the Council Chambers. Motion by Orttel, Seconded by Knight, to adjourn. Motion carried unanimously. The meeting adjourned at 10:45 p.m. Respectfully submitted, Susan Osbeck, Recording Secretary