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HomeMy WebLinkAboutSP October 8, 1985 CITY of ANDOVER SPECIAL CITY COUNCIL MEETING OCTOBER 8, 1985 Call to order, 7:30 p.m. 1. Personnel/Job Descriptions of Office Staff ~ 01 ANDOVER SPECIAL CITY COUNCIL MEETING - OCTOBER 8, 1985 MINUTES A Special Meeting of the Andover City Council was called to order by Mayor Jerry Windschitl on October 8, 1985, 7:30 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmen present: Elling, Knight, Lachinski. Orttel Councilmen absent: None Also present: City Engineer, James Schrantz, and Lola Lindquist Mayor Windschitl noted the items to be covered are the organization of the City staff and the drafting of an advertisement for the position of Clerk/Treasurer; the Russell/Stack Drainage problem, and Warning Sirens for the City. STAFF ORGANIZATION Council discussed various proposals for the structural organization of the City staff as to what positions would have the responsibilities of administrator, zoning adminis- trator, etc., who would report to the Councilor to other staff, and on job descriptions, particularly for the position of Clerk/Treasurer. It was first decided that the City is in need of an administrator, but the deliberation was on whether that administrator position should be responsible for all City staff or should there continue to be the dual system of authority where both City Engineer and the Clerk/Treasurer report directly to the Council. The responsibilities of the zoning administrator were time consuming for M.s Lindquist, and several suggestions were made as to how that position should be filled. Ideas were to create an engineering tech/zoning administrator position or to look at the Building Official to handle those responsibilities because of his experience in this area. The latter would require the need to hire a building inspector to help out with that workload. A suggestion was to transfer the responsibilities of Public Works Director to the present supervisor, thereby freeing up some of Mr. Schrantz's time. Mr. Schrantz stated Frank Stone has already taken over most of those responsibilities and the Department is functioning well under the present system. Mayor Windschitl argeed that area does not need reorganization at this time. Mayor Windschitl then noted legally the City must have a City Clerk/Treasurer and felt it should be one combined position to avoid duplication in bookkeeping that would be required by the State if it were two separate positions. He also thought someone must function as an office manager, and that is normally in the description of the Clerk/Treasurer. He also felt the position should coordinate the preparation of the agenda and do some of the other administrative things that need to be done. Mr. Schrantz suggested the individuals in the office be approached as to what they are interested in doing or would like to see done to facilitate the operation of the office. Counc il agreed. The Council then reviewed the job descriptions for City Clerk/Treasurer as originally established in October, 1985, and then amended in May, 1976. It was agreed the description to be given to applicants would be the original description with the following additional responsibilities taken from the amended description: No.3, attend Council meetings and prepare agenda; No.4, prepare Council budget and reports; No.7, act as purchasing agent for the city in accordance with the approved budget; and No. 13, be informed regarding federal and county programs which affect the municipality. The Clerk was asked to type up a job description incorporating those changes. -. Special City Council Meeting October 8, 1985 - Minutes Page 2 (Staff Organization, Continued) Councilman Lachinski WqS asked to prepare a rough draft of an advertisement for the position for Council consideration at the October 15 regular meeting. It was agreed the specific salary would not be mentioned in the ad, that the pay range would be commensorate with experience. But the general range suggested was between $20,000 and $24,000 per year. Discussion was then on the question of what should be done with the zoning administrator duties for now, noting Mr. Schrantz does not have the time to handle that at this time. Councilman Lachinski suggested nothing permanent be done about it until a Clerk/Treasurer is hired to see what experiences that person may bring to the position. Mayor Windschitl then suggested hiring a part-time Zoning Administrator until the entire staff organization is finalized. Council agreed. At this point the Council agreed to a conceptual organization of staff naming Jim Schrantz as Administrator/Engineer/Public Works Director in charge of all City staff. Those reporting directly to him would be the Clerk/Treasurer, the Building Official, the Zoning Administrator, and the Public Works Supervisor. The Administrator would report directly to the Council. Public Works personnel would report to the Public Works Supervisor, and office personnel would report to the Clerk/Treasurer. But it was also suggested that Mr. Schrantz should be allowed to submit a proposal for the structure of the City staff, the feeling still being it would be better to wait to find out what qualifications the new Clerk/Treasurer will bring to the City that can best be utilized. Mayor Windschitl noted a question has been raised as to whether David Almgren is considered the Building Official or a Building Inspector. He stated clearly Mr. Almgren is the Building Official. He also noted the Fire Department reports directly to the Council. There was also some question as to what the job description is for the City Administrator, asking that that resolution be provided to the Council. MOTION by Orttel, Seconded by Knight, that we authorize the City Administrator to hire a temporary part-time person for the position of Zoning Administrator at a pay rate not to exceed $9.50 per hour. Motion carried unanimously. To summarize, the Council generally agreed at this time to appoint Mr. Schrantz the City Administrator, to advertise for the position of Clerk/Treasurer, to combine the jOb descriptions for that position as agreed to earlier, and to have job descriptions made up by Mr. Schrantz for the position of Engineering Technician/Zoning Administrator or Building Official/Zoning Administrator. It was felt at this point the Council should be flexible to utilize the talents of those in-house if there is any interest in those responsibilities and that the staff be talked with regarding job descriptions, etc. ADDITIONAL WORKLOAD/L. LINDQUIST The Council discussed the memo from the Clerk regarding the additional responsibilities being placed upon Lola Lindquist with regard to the Special Election because of the lack of a full-time City Clerk at this time. They noted that clearly she is authorized to be paid time and a half for any work done on the election over and above the normal work day, plus for any overtime that may be required to get her normal workload done. Special City Council Meeting October 8, 1985 - Minutes Page 3 RUSSELL/STACK ADDITION/DRAINAGE Mayor Windschitl noted the pumping has been stopped in the Russell/Stack Addition because it was beginning to flood others in Stenquist Addition. He noted the frustration of the situation of not being able to obtain an easement from Mr. Russe 11. He stated the water in that area has risen considerably and is of great concern to the residents there. The residents have come to the point where they want to have the 429 procedure initiated again to get the project completed. Mr. Schrantz asked if the Council agrees with the easement agreement drafted by the City Attorney which was brought in today. After some discussion on alternate routes to direct the water, the Council generally disagreed with the northern route through the Russell property to drain the area, feeling the southern route would be much more effective and economical. Jim Sturgeon - stated he does not have a problem with the high water, but several of the residents are having septic system problems. And if that water freezes, it will cause many more problems. The residents opposed the 429 porcedure before, trying to find a less expensive way to solve the problem. They thought it was solved; however, Mr. Russell has broken his word to the residents twice regarding the dedication of an easement for that drainage. Mr. Sturgeon stated at this point he didn't care how the City accomplished the project, hoping costs could be kept down; but he felt it is imperative that something be done. Council discussion again noted their preference for the southern route. If an easement agreement cannot be reached with Mr. Russell, they agreed to reschedule the 429 procedure hearings on the project. Mr. Schrantz stated that will be added to the October 15 Agenda, but in the meantime he will attempt to get an agreement with Mr. Russell. Council also noted the agreement drafted by the Attorney guarantees the project will not flood the property to render it unusable; however, should that occur, the City would pay a specified amount. They felt that protects Mr. Russell and addresses his concerns of recourse if the project does not work. The specific amount agreed to at this time by the Council to be paid to Mr. Russell for damage to the field was $800 in every year other than 1986. MOTION by Orttel, Seconded by Lachinski, that we authorize the City Engineer to proceed to obtain an easement from Clyde and Mary Russell as prepared by the City Attorney with the exception of the description of ParceLA be changed to what is known as the southern route through the southern lowland of the property; and in the event that he is unsuccessful to do so, that we proceed 'with the updating of the feasibility report. Motion carried unanimously. WARNING SIRENS Thomas E. MacGibbon of Federal Signal Corporation - was present and explained the system that was bid. Mayor Windschitl stated the total price for six complete units with installation and a two-year warranty is $71,608. It could be financed on a monthly basis for $6,589.72 per month. Mr. MacGibbon - stated the prices includes the activator. The system could be operational within a month. The lease payments could be made over a 12, 14, 36, 48, or 60-month period. At the end of the lease they would sell the system to the City for $1. They do not have a lease payment to make just one payment a year. He stated the City of Maple Grove just purchased the units and paid for them outright. Council felt the possibility of coming in on their bid should be looked into. Council agreed with the sysem as proposed and discussed the financing of it. It was felt there would not be enough funds in the budget to make monthly payments beginning the next couple months. Mr. MacGibbon was asked to find out if his firm would be Special City Council Meeting October 8, 1985 - Minutes Page 4 (Warning Sirens, Continued) willing to finance it on a yearly-payment plan where the first payment wouldn't have to be made for one year. Or the City would arrange its own finances if the firm would allow a deferred payment schedule. If that is not possible, the best alternative the Council could see at this time would be to bond for the system. And that would not be possible until 1986. The Council stated its intention to have the system operational by Spring, 1986, and to take a closer look at financing the system. IP85-8, 85-9, 85-10, and 80-3 (AREA AND CONNECTION CHARGES) WATER DISTRICTS 1 & 2 MOTION by Orttel, Seconded by Knight, introducing a Resolution adopting the Assessment Roll for the improvement of watermain for Districts 1 & 2 (IP85-8, 85-9, 85-10, and 80-3) for certification in 1986, collection in 1987, as prepared, with the exception in the first WHEREAS, at the end we would add (Area Assessment Charges). (See Resolution R126-85) Motion carried unanimously. MOTION by Orttel, Seconded by Knight, introducing a Resolution adopting the Assessment Roll for the improvement of watermain for District 1 & 2 (IP85-8, 85-9, 85-10, 80-3) for certification in 1987, collection in 1988, as prepared with the following addition: after the last sentence in the first WHEREAS, add "Improvement of watermain trunk, source, and storage" and after the end of the sentence add (Connection Charges). (See Resolution RI27-85) Motion carried unanimously. MOTION by Knight, Seconded by Orttel, to adjourn. Motion carried unanimously. Meeting adjourned at 10:10 p.m. Respectfully submitted, '\\n_-~ J ) I \(};~.~~:l\>~\ -f-" Marce11a A. Peach Recording Secretary -