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HomeMy WebLinkAboutSP December 29, 1980 - ~ 01 ANDOVER SPECIAL CITY COUNCIL MEETING - DECEMBER 29, 1980 mNUTES A Special Meeting of the Andover City Council was called to order by Mayor Jerry Windschit1 on December 29, 1980, 7:30 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Anoka, Minnesota. Councilmen present: Jacobson, Lachinski, Orttel, Peach Councilmen absent: None Also present: City Clerk, P. K. Lindquist; Building Inspector, Dave Almgren; and City Engineer, Larry Winner AGENDA APPROVAL MOTION by Peach, Seconded by Jacobson, the approval as published with the addition of 8a,1Ci!sement Approval. Motion carried unanimously. INTERVIEWS - SENIOR ACCOUNTING CLERK The following applicants were interviewed by the Council: Diane Bennett, Margaret Long, Edna Meyer, Delores Kantorowicz, and Prici11a Nicko. Each Councilmember asked various questions of the applicants including a background of experience, office equipment experience, data processing experience, skills, desired salary, ability to get bonded, conflict of interest question, reason for wanting the position, etc. Afterwards each applicant asked questions on the type of work involved in the position, benefits, hours worked, etc. Diane Bennett Ms. Bennett replied to those questions asked by Counci1members: has had 3~ years accounting experience with Car-Son Homes construction in Anoka; was responsible for payab1es, receivables, writing checks, balancing the checkbook, posting invoices, reports, and general accounting; has done trial balances but not financial statements, though she is familiar with them; was also responsible for figuring payroll both hourly and salaried for about 35 to 40 people and did quarterly reports; had very little involvement with auditors; can operate calculators, typewriters, and general office machines; has done work with computer sheets but has not done computer entering; kept well over 100 different payable accounts balanced and worked with over 300 to 500 invoices a month; has had no municipal experience; types approximately 55 words a minute but may be more since working on a word processing machine the last few months; has taken a bookkeeping course but gained most of her knowledge from the controller at Car-Son Homes; would prefer a job closer to home; is presently making approximately $6 an hour; would really need a 40-hour a week job; left Car-Son Homes because she felt she was going to be laid off; didn't know of anything that would put her in conflict with the City if she were hired; didn't know of anything that would prevent her from getting a bond; and would prefer to give two weeks' notice to her present employer before beginning work with the City. Margaret Long Ms. Long replied to those questions asked by Counci]members: has done payrolls and accounts payable; converted the accounts payable accounts to the Ramsey County computer system while working for the City of Mounds View; has done some accounts receivable; has done cost accounting; posted figures into the general ledger but has not done trial balances or financial statements; is familiar with keypunch, typewriter, lO-key machines; was responsible for most of the accounti~whi1e at Mounds View; Mounds View had quite a few different funds and she was responsible for approximately two type-written pages Special City Council Meeting December 29, 1980 - Minutes Page 2 (Interviews, Continued) (Margaret Long Interview, Continued) of claims per Council meeting; presently works nights at Metronics doing keypunchinq and is on call at Brynwood; likes the challenge of accounting; would like to work in City government and is looking for full-time work; would prefer a salary at approxi- mately $5.50 an hour; didn't know of anything that would prevent her from getting a bond; would still be interested in the position even if it were 32 hours a week; didn't know of anything that would put her in conflict with the City if she were hired; would have no problem helping out with general office work if she had time but would prefer not typing letters or becoming a secretary; and would prefer giving two weeks' notice to her present employers before beginning work with the City. Edna Meyer Ms. Meyer replied to those questions asked by Counci1members: has been at her present position for 7~ years and predominantly takes care of all accounts receivables; has done accounts payable; works up to the trial balance; has posted the trial balance; is presently putting all accounts into a computer; has not completed a financial statement; did payroll at the Hamm's Distributor in Park Rapids; also did general office work as the only girl in the office at that job; would not have a problem if this position was reduced to 32 hours a week or fluctuated in hours; types statements which average about 400 a month; has not had any formal education in accounting; would prefer nothing less than $5.50 an hour if offered this position; has not worked with auditors other than supplying them information; would like a job closer to home; didn't know of anything that would prevent her from getting a bond; and would prefer giving two weeks' notice to her present employer before beginning work with the City. Delores Kantorowicz Ms. Kantorowicz replied to those questions asked by Counci1members: has worked for a national CPA firm through doing statements; everything was on machine at Dahlberg Electronics, and at Cretex everything is now being put on machine; has posted to general ledgers; took care of all the book work for the subsidiary companies for Laventho1 and Horwath; took the computer program at the Minnesota School of Business; is involved with the conversion to computers at Cretex; had no problem if the number of hours of this position were flexible; would be willing to do other general office work if there is time; can type approximately 50 wam; would like to change positions because there is no incentive at her job at Crete x and because of the reduced work load, she is on a 10-week layoff; envisions herself in lower management in the accounting area five years from now; presently makes approximately $6 an hour; didn't know of anything that would prevent her from getting a bond; didn't know of anything that would put her in conflict with the City if she were hired; would be able to begin work immediately if offered the position; stated there is nothing she dislikes about accounting other than sorting checks; went through a training program with Laventho1 and Horwath; was in charge of five or six companies for Laventhol and Horwath; and has helped with payroll and quarterly reports but has not done them herself. Priscilla Nicko Ms. Nicko replied to those questions asked by Counci1members: has worked on all levels of bookkeeping -- accounts payable, accounts receivable, general ledger, trial balance; has taken courses at Anoka Tech in accounting to learn to go through the financial papers; types at approximately 50 warn; is looking for a job closer to home; has worked on small computers; presently makes $250 a week but would be willing to take less because the position is closer to home; would have no problem if the number of hours for the position were flexible; was not familiar with the type of work that would be done in this position; didn't know of anything that would put ner in conflict with the Special City Council Meeting December 29, 1980 - Minutes Page 3 (Interviews, Continued) (Priscilla Nicko Interview, Continued) City if she were hired; likes working with figures, loves to work through a cycle from beginning to end and didn't think there is anything she dislikes about accounting; would be willing to do other office tasks it she hao the time to do them; presently works in a small office where she does all the bookkeeping up to the financial statements, types, answers phones, does payroll, etc.; has worked on two types of Burroughs machines, a Phillips computer, and an IBM at Hoigaards; worked at Hoigaards from 1973 to 1975 and at Consolidated A1uminimum from 1975 to 1976; didn't know of anything that would prevent her from getting a bond; likes bookkeeping and prefers to work in accounting but is versified to be doing other office work as well; would prefer giving two weeks' notice to her present employer before beginning work with the City; and she helped set up the program from manual to computer while at Consolidated A1uminimum. Recess at 8:43; reconvene at 8:47 p.m. SELECTION OF SENIOR ACCOUNTING CLERK There was a lengthy discussion as to the type of work that would be done in this position; that it is possible this position would be only two or three days a week so the person should also be experienced and willing to do other office tasks as well; on the various qua1if~cations and experience of the applicants interviewed; noting that Ms. Long is the only one with previous municipal experience but that Ms. Nicko or Ms. Kantorowicz had the most accounting experience; and on the pay rate for the position. MOTION by Peach, Seconded byLachinskiRat the City Council offer to Priscilla Nicko the job of Senior Accounting Clerk at a salary to begin at $5.50 an hour and to go to $6 an hour after successful completion of a six-month probationary period. AFTER DISCUSSION, Councilman Peach AMENDED MOTION to raise the starting salary from $5.50 to $5.70 an hour. Second still stands. Motion carried unanimously. MOTION by Jacobson, Seconded by Orttel, that should Priscilla Nicko turn the City down on thlS offer that we authorize the Mayor and Clerk to contact Margaret Long as a second choice and offer her the position with the City at the rate of $5.50 an hour and at the end of six months'satisfactory completion of probationary period that it be moved to $6. DISCUSSION: was on whether it is appropriate to have this motion and on Ms. Long's qualifications versus that of the other applicants. Councilmen Ortte1 and Jacobson then WITHDREW the Second and the Motion. Discussion was on the question of checking references for Ms. Nicko. The Clerk was advised to try checking references of the past two employers of Ms. Nicko and to ask her if it would be agreeable to speak with her present employer. It was agreed that the Council has the authority to dismiss an employee at any t1me during the probat1onary period should the references be negative or the work is not being performed satisfactor1y. ""DISCUSSION ON CONSULrING ENGINEER Council discussion was that the City Engineer should be asked if he could provide the feasibility studies for the road improvement project requests for White Oaks Country Estates and Smith's ROlling Oaks; generally agreeing that other consulting engineering firms should be given an opportunity to work tor the City on projects where such a firm is needed; that the Council should make the decision as to which consulting engineering firm should be used for a project; and briefly discussed ways of reducing costs for such street projects including having the City be its own general contractor. Because the Council was not prepared to select a specific firm this evening, the Council took the following action: Special City Council Meeting December 29, 1980 - Minutes Page 4 (Discussion on Consulting Engineer, Continued) MOTION by Jacobson, Seconded by Peach, that we review the engineering firms that made presentations to us several months ago, and we put the matter on the last meeting in January and at that time the Council would vote on two firms that could be used. Motion carried unanimously. Discussion was also on a problem in Public Works, as evidently Public Works employees were not informed that Mr. Winner was going on vacation last week. Mr. Winner stated he had told Ms. Lindquist of his plans and thought he had told Mr. Stone, and that he was in the City, so if there had been a snow emergency, he would have directed the operation and even plowed snow himself. Council generally felt the problem of communication between Mr. Winner and the other Public Works emp10yeers is still prevalent, strongly emphasizing that Mr. Winner keep an open line of communication with the other employees and maintain the weekly meetings, with the Council having as little involvement as possible with the Pub1ic,Works operations. It was also suggested that Mr. Winner consider putting all communiques in written form. PERSONNEL - OVERTIME POLICY Discussion was on the proposed overtime policy, noting that it is an attempt to provide an overall broad policy for any employee who would work dur1ng a snow emergency or other public works emergency, which is outside of his/her normal duties, to be paid overtime at the rate of 1~ times the top scale for the position they are filling in Public Works. This shall apply only to those hours in excess of the normal work week for the employee's regular city position. At the moment, . Mr. Almgren falls into this catagory; and it was generally agreed that the normal work week for the Bui Iding Inspector is considered to be 43 hours a week. It would not apply to Mr. Winner, as he is a Public Works employee. MOTION by Ortte1, Seconded by Peach, that the City adopt the following policy: when a snow emergency or other public works emergency, as declared by the Public Works Director, exists and the services of personnel other than Public Works personnel are needed to alleviate the emergency, those personnel shall be paid overtime at the rate of 1~ times the top scale for the position they are filling in Public works only after the total hours worked exceeds the normal work week for the employee's regular city position. Motion carried unanimously. PERSONNEL - SALARIES Discussion was that the proposed budget for 1981 allows for an 8 percent cost of living increase for all employees and that $5,400 was allowed for merit/step increases for the employees, which was to be approximately 3 percent of the gross salaries. After the reduction for benefits, approximately $4,100 is left. It was also noted that there will now be no merit/step increase for the Senior Accounting Clerk position; but that at the last meeting, a 22 percent increase was approved for Mr. Starr, Wh1Ch leaves approximately $2,870 to be divided among the remaining employees. Discussion on merit/step increases was postponed until after discussion on the fourth Public Works pos iti on. PERSONNEL - FOURTH PUBLIC WORKS POSITION Discussion was on whether or not this position should become a permanent full-time position, remain a temporary full-time position, or be reduced to a part-time position. It was also noted that if Mr. Keller, who has been work1ng full time for almost a year, is laid off, the City must pick up the unemployment benefits. Mr. Winner felt that the position could be cut back to a part-time position during the winter months, as he will be plowing snow himself. Mr. Starr has been taking care of the skating rinks this year. ---- .- Special City Council Meeting December 29, 1980 - Minutes Page 5 (Personnel - Fourth Public Works Position, Continued) Councilman Peach argued that Mr. Keller is a laborer which is needed in the City, and he felt that there was sufficient work to keep the position full time. Discussion also noted that if the position is to be made permanent, it should be advertised. MOTION by Peach, Seconded by Jacobson, to retain Ron Keller at a salary of $4.70 an hour 1n his current classification for 1981. DISCUSSION: It was felt the present classification is temporary full time, and this is an 8 percent raise for 1981. Mr. Winner felt there is enough work around to keep Mr. Keller busy full time. Mayor Windschit1 requested that if there isn't work for the position, the Council should be notified by Mr. Winner. Motion carried unanimously. PERSONNEL - SALARIES, CONTINUED Discussion was that because of the new employee for Senior Public Accounting Clerk, an extra $400 can be used toward merit/step increases for the remaining statf, totalling approximately $3,270. There was a lengthy discussion as to what course of action should be taken, de1iberting as to what percentage or amount of increases should be given each employee, and questioning where the present salaries lie within the salary ranges for each position. Uiscussion was also on how the automatic 8 percent cost of living raise was arrived at and on the philosophy of the merit or step increases for employees. Councilman Orttel explained that it is the Personnel Committee's recommendation that with the cost of living increase, the salary ranges would also increase at that percentage, and an employee's salary would rise within that range as a result of merit or step increases. One reco~nendation was that because it was felt that Ms. Bakke and Ms. Lindquist as Clerk/Treasurer are at the top of their salary ranges, no merit/step increase would be given at this time. But it was also noted that the compensation for Ms. Lindquist as Acting Administrator has remained the same since it was initiated in 1978. A suggestion was to provide approximately an 8 percent increase in that compensation for three years, 1979, 1980, and 1981. MOTION by Peach, Seconded by Lachinski, that the Acting Administrator's pay be increased from $1,800 a year to $2,300 a year. Motion carried unanimously. Discussion continued on merit/step increases for the remaining employees. Because the Council did not have the proposed salary ranges for each position before them, some were uncomfortable not knowing if a merit/step increase for an employee would put someone over the top of the salary scale. uiscussion was also on an increase for Mr. Winner as City Engineer. Councilman Peach was not in favor of a merit increase for Mr. Winner at this time, as he felt there has been no improvement demonstrated in the position since Mr. Winner was hired. After further discussion as to how these raises should be determined, whether the Councilor Supervisors should be sett1ng them, etc., the following Motion was made: MOTION by Ortte1, Seconded by Jacobson, that Larry Winner receive a step increase of $500 effective January 1, 1981. VOTE ON MarION: YlS-Jacobson, Ortte1, Lachinski; NO-Peach, Windschit1 Motion carried. Mayor Windschit1 - ! don't object to the $500, but I would like to have seen the raise given after we've seen some of these performance difficulties straightened out. Discussion was on the salary of the Recording Secretary. The Clerk also noted that unemployment for Ms. Eveland for 39 weeks has not been figured in the 1981 budget. Special City Council Meeting December 29, 1980 - Minutes Page 6 (Personnel - Salaries, Continued) MOTION by Ortte1, Seconded by Lachinski, that the Recording Secretary, Marcie Peach, be paid at the rate of $56 per meeting up to 11 o'clock and $14 an hour thereafter. VOTE ON MOTION: YES-Jacobson, Ortte1, Lachinski, windschitl; PRESENT-Peach Motion carried. Discussion continued on distribut1ng the remaining funds for merit/step increases among the rest of the staff. MOTION by Lachinski, 5econded by Orttel, that Vicki Vo1k's salary be raised to $5.16 an hour, which represents a 3 percent merit increase, plus 8 percent cost of living. Motion carried unanimously. MOTION by Lachinski, Seconded by Peach, that we increase Dave Almgren's salary $500 for merit increase for 1981. Motion carried unanimously. MOTION by Lachinsk1, Seconded by Peach, that Ray Sowada's salary be increased $500 for merit increase for the year 1~81, and the same for Francis O. Stone's salary. Motion carried unanimously. It was generally felt that the Clerk should try to find the salary ranges recommended by the Personnel Committee last year and to determine if any of the previous motions puts an employee over the top or his/her salary range. PUBLIC WATERS RESOLUTION MOTION by Ortte1, Seconded by Peach, that we adopt a Resolution requesting Department of Natural Resources approval and acceptance of map adopted by the Andover City Council on the 16th Day of December, 1980, as the official Wetlands Map of the City of Andover; under the last NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City or Andover to hereby request the Minnesota Department of Natural Resources to accept and approve the attached City of Andover Wetlands Map, it should be noted that this map is fi led with the DNK under protest as the City disagrees with the entire program of classifications as it exists. Motion carried unanimously. HANSON BOULEVARD EASEMENT APPROVALS MOTION by Ortte1, Seconded by Jacobson, that we approve a check in the amount of $8,960 for Hanson Boulevard easement to Wyman Smith as Trustee Under the Carl E. Sorenson, Charitable Remainder Unitrust Agreement, Me1ron, Tnc., and the First National Bank of St. Paul; and check in the amount of $7,760 for Hanson Boulevard easement to Wyman Smith, Trustee Under the Carl E. Sorenson, Charitable Remainder Unitrust Agreement, Me1ron, Inc., and the First National Bank of St. Paul; and a check in the amount of $7,580 for easement for Hanson Boulevard to Me1ron, Inc., and the First National Bank of St. Paul. Motion carried unanimously. APPROVAL OF CLAIMS MOTION by Jacobson, Seconded by Ortte1, that we approve Checks 3663 through 3704 for a total of $74,951.62. Motion carried unanimously. MOTION by Jacobson, Seconded by Ortte1, approval of Improvement Checks 423, 434, and 4~5 for a total of $123,840.74. Motion carried unanimously. MOTION by Peach ,Seconded by Ortte 1, to adjourn. Motion carried unanimously. Meeting adjourned at 11:25 p.m. \\espectfu11Y SUb~i~~e_d':/~l , .~~"-~ C"- /\lCA.~ Marc 1a A. Peach ' Recording Secretary - - - - -- .- .-~ --