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HomeMy WebLinkAboutSP February 1, 1989 "~ " ,- CITY of ANDOVER -~ Special City Council Meeting - February 1, 1989 - Agenda 7:30 P.M. 1. Call to order 2. City Staffing/Recycling Coordinator 3. Vehicle Use 4. 5. Adjournment ,.- ..- ".. ··CA CITY of ANDOVER 1685 CROSSTOWN BOULEVARD N.W.. ANDOVER, MINNESOTA 55304. (612) 755-5100 .. SPECIAL CITY COUNCIL MEETING - FEBRUARY 1, 1989 MINUTES A Special Meeting of the Andover City Council was called to order by Mayor Jim Elling on February 1, 1989; 7:30 p.m., at the Andover City Hal I. 1685 Crosstown Boulevard NW, Andover, MInnesota. Councilmen present: Jacobson, Knight, Orttel, Perry Councilman absent: None Also present: Building Official, Dave Almgren; Treasurer, Shirley Clinton: Public Works Supervisor, Frank stone; City Planner, Jay Blake; City Administrator, James Schrantz; and others AGENDA APPROVAL Mayor Elling recommended the fol lowing additions to the Agenda: Item 4, Meeting Date: Water Treatment; Item 5, Meeting Date: Truth In Taxation: and Change AdJournment to Item 6. He asked for a motion to approve the amended Agenda. MOTION by Perry, Seconded by Orttel, to so move. Motion carried unanimously. CITY STAFFING/RECYCLING COORDINATOR Mr. Blake explained the City has been given $4,600 that needs to be expended for recycling by July 1 or the funds will be given to another community. His predecessor did start a program to meet the mandated State-wide recycling program, and he has been trying to move In that same direction. But he stated he Is fIndIng he does not have the time needed to devote to this area, feeling his time and expertise are needed In other areas such as commercial deve I opment. tax Increment financing, marketing and redevelopment. Mr. Blake recommended the Council have someone work specifically on this problem, feeling there Is about 24 hours of work per week through the end of June that needs to be done. He suggested adding additional hours to one of the staff persons or contracting with a university student on a temporary basis as an Intern. He felt this person would analyze the needs of the city and negotiate with haulers to Institute a curb-side recycling program, If not in the entire City, at least In the urban area. Or Institute a City-operated program as Is done In Blaine. This person would also do the long-range planning of the recycling program for the City to meet the mandated recycling quotas given to the CIty and would be in charge of the educational program on recycling. Special City Council Meeting February 1 , 1989 - Minutes Page 2 (Recycling Coordinator, Continued) Mr. Blake felt someone from the university would have had some course work In a field re1ated to recyclIng. He was aware of two such students who may be avaIlable. Or one of the staff would be able to begin at the end of the month. Mr. Blake explaIned the City's goal for 1988 was 25 tons to recycle. Because of the paper drive by the Andover Athletic Association, that goal was exceeded. The goa I for this coming year Is 180 tons, and It will be around 300 tons the followIng year. Those goals wi] I not be able to be met by simply Increasing the number of hours In the recyc I I ng program, but through an educational program and by commercial and Industrial recycling as wel I. This temporary person would help lay the ground work for the Jong-term recycling program within the City. MOTION by Jacobson, Seconded by Perry, that we authorize the employment of a temporary part-time position for a student, the position to be cal led "Recycling CoordInator"; that positIon would report to the City Planner; that the rate of pay be $6 for no more than 24 hours per week for a perIod of no more than four months; duties to Include Implementing the State and County recycling plans for the City and could Include the production of printed materials, talking and negotiating with garbage haulers, and other such matters that may be appropriate for the position. DISCUSSION: Councllmember Orttel was concerned about the overa II status of the Zoning Administrator positIon If this position Is not fll led by Staff . He asked whether It would be better to add this position to that of the Zoning Administrator and allow the Deputies to do more of the code enforcement. He felt the code enforcement done by the Deputy the past few weeks was commendable and extremely effective. Mayor Elling felt the ZonIng Administrator is needed not only for code enforcement but to get the ordinances updated and corrected on the computer. Councllmember Orttel felt the work with the ordinances on the computer Is a clerIcal function. Mr. Schrantz stated he would ]ike to see the Zoning Administrator kept for some number of hours to work on the cases and to represent the Ci ty In court. Motion carried unanimously. CITY STAFFING/FINANCE DIRECTOR Mayor EJJlng noted that both Mr. Schrantz and Mr. Stone are overworked and are spending too many hours In overtime, that they need some addl tI ona I help. He suggested hiring a Financial Director wi th a background in Administration and Management, and put Mr. Schrantz back Into his area of expertise as City Engineer/Public Works Director. He Special City Council Meeting February 1 , 1989 - Minutes Page 3 (City Staffing/Finance Director, Continued) would also like to see an additional employee In the Public Works Department, a Public Works III position to help with parks and roads, and a backup for Mr. Stone. The backup, or lead person, could be promoted from within the Department. Mayor EI ling thought there Is about $52,000 In funding available for these positions, $36,000 budgeted for the Finance Director positIon, $12,000 budgeted for a Community Service Officer, and about $6,000 carry over. Mr. Schrantz reported the mediation session for the union contract is scheduled for March 29, so I twill be some time before the contract Is settled. He felt the dollar amounts originally set aside for Public Works salary adjustments will be sufficient. It was a I so Mr. Schrantz's opinion that a lead person Is needed for Mr. Stone in Public Works to be responsible when Mr. Stone Is not available and to help with his work load. As the CI ty Is growing, Mr. Stone is taking on more responsibilities; plus the Public Works Department Is also doing inspections. It Is a young Staff, and they are trying to develop the employees to meet the needs of that growth. Mr. Schrantz felt the lead person would have more responsibilities and would receive a higher pay, which would In turn generate more Interest In the Job and the City. Ideally there would be a lead person in each of the areas of sewer and water, parks, and streets. Mr. Stone stated all of the Public Works employees are cross-trained. But he does not have enough people to keep up with the workloads on the streets and highways, parks and sewers. He felt there should be a lead person under him, though he didn't know If any of hIs staff would qualify. But If a Public Works I employee Is elevated to lead person, then he would need another Public Works I employee. Mr. Stone stated as i t Is, he needs another heavy equipment operator, Public Works I, right now. He would like to see both a PublIc Works I and III be hired. Councllmember Orttel felt that wi th the development of the City, the additional demand In the areas of sewer and water and roads should be self-funding. Mayor Elling also noted there will be an additional need once the City has a water treatment system. Mr. Stone stated they have the equipment to do the work In the parks but do not have enough manpower to get it done. A lengthy discussion ensued on the need for someone wIth a fInancial background, the needs In Public Works, and the funding available. Mr. Schrantz explained neither he nor Ms. Clinton has the expertise and tIme needed to take care of the Investments as It should be done. He briefly reviewed the Job description of the Finance Director as he envisioned it, noting there Is more than enough to keep that person busy. One of hIs concerns is with the Truth and Taxation Jaw, the budget must be done by June. Plus he suggested this position be In charge of personnel .. Special CI ty Council Meeting February 1 , 1989 - Minutes Page 4 (City Staffing/Finance Director, Continued) matters such as managing the office staff (the Accounting Department and City Clerk's Office), Workers' Compo Insurance, etc. Mr. Schrantz reviewed an organlzatlonaJ chart he had prepared. But Ideally he felt there should be three positions: Administrator, City Engineer/Public Works Director, and Finance Director. The Counc II generally agreed that a Financial DIrector Is needed. recognizing that with the large amount of money to Invest, I f such a person could gain 1/2 to 1 percent Interest. It would pay for the position. Mayor Elling a]so suggested the possIbility of the Financial Director being responsible for the CIty CJerk's duties. Then Ms. Volk could assist the Treasurer, as that Department also needs additional help. Ms. ClInton noted she Is behind in accounting, Just now completing the budget summary for November, 1988. CounclJmember Orttel argued the City aJready has an Administrator, and to his knowledge that performance has been satisfactory; so he dIdn't see the need to change that. He Is also not aware of any problems with the way the City Clerk's posItion Is functioning. That is a legal. appointed position; and he felt It would be a demotIon to move Ms. Volk to the Accounting Department. Mayor Elling didn't consider It a demotIon, Just a shuff]lng of the work loads. Mr. Schrantz stated Ms. Volk needed three years of schooling and expeL'ience to obtain her City Clerk's certificate, and that wi II be accomp]lshed In October, 1989. Ms. Clinton didn't know how much help she would get if Ms. Vo]k were moved Into her Department, because Ms. Volk would continue to do the special assessments. Plus Ms. Volk's expertise Is not In financing. She also stated she would prefer to remain In the position as Treasurer and use her expertise to do the required office work rather than do the Investing and other responslblJitles that would be that of a Financial Director. Ms. Clinton also stated there are areas In the personnel policy that need to be written for the City's protection, noting many of these things are Just not being done because no one has the time to do them. Councllmember Jacobson estimated the costs plus benefits to fill a Pub]ic Works III position would be $21.500. To hire a Financial Director/Administrator, It would cost about $52,500. To hire a Financial Director with personnel management, it was estimated a cost of $36.000 to possibly $42,000. Mr. Schrantz stated $36,000 was budgeted for salary and overhead with the thought that the pos I tI on could be filled for that sa]ary or slightly more. Councllmember Jacobson felt the greatest need right now is for a Financial Director. but noted realistically the funds avalJable are only enough to hire the Flnancia! Director with some personne] management experience. He dIdn't feel there was enough funds at this time to hire another person In Pub]lc Works. ., . Special CI ty Council Meeting February 1 , 1989 - Minutes Page 5 <City Staffing/Finance Director, Continued) Charlie Vieman - asked what happens to Ms. Clinton's position If a FInancial Director Is hIred, and who has been helping them with the Investments. Ms. Clinton stated she would go back to doing what she did before wi th the accounting and doing the work that Isn't being done now. The new person would be doing the Investing. She stated she Is not comfortable doing the Investing. The former Mayor, the City Attorney, and the City Auditor have helped them with the Investments. Mr. Schrantz explained how he and Ms. Clinton have been doing the Investing and working on the budget, but that Ms. Clinton is only being paid for her Accounting Supervisor Job, not for being the Finance Director. Under his proposal, she would remain as the Accountant Supervisor/Treasurer where she Is comfortable and where the City can best use her expertise. In discussing a Public Works position, Mr. Schrantz didn't think there was money in the Enterprise Budget to partIally fund another employee. However, the budget has not been completed and the new employee time splits have not yet been determined. The Counc I I then basically agreed that there is a need for another Public Works employee plus a lead person for Mr. Stone, but the funds are not available for either one at this time. Mr. Vieman - thought everyone In the audience Is as confused as he Is, asking why the need seems to be so great in the last two months of the new administratIon, where there was none before. He was also concerned about bringing In a new administrator to run the entire City when there are alreadY competent people -- Mr. Schrantz, Ms. Clinton, and Ms. Volk -- doing the Job and who have done the Job wel I for years. Mayor Elling agreed the administrator has done a good Job. The need for someone with a financial background was recognized and position approved by the previous Councl ; however, the position has never been filled. Mr. Vleman - questioned why Just a Financial Director couldn't be hIred and not a new administrator. Councllmember Perry understood the position of Administrator/Financial Director was suggested over a year ago. Mr. Schrantz stated his recommendation was to hire a Financial Director. ? - questioned the 20 percent payroll burden used to calculate the . costs of the three proposed positions. He felt It would be closer to 50 percent. Staff and Council dIscussion was the overhead has always worked out to about 20 to 25 percent. Mr. Vleman - was opposed to the high cost of hiring an Administrator and asked why Ms. Clinton couldn't take the position of Finance Director. Councllmember Perry stated Ms. Clinton has stated she is not Interested In being the Finance Director. Also, she has not been .. Special City Council MeetIng February 1, 1989 - Minutes Page 6 (CIty Staffing/FInance Director, Continued) looking at the title of "Administrator", thinking the Council Is talking about a flnanclaJ person that has a department under him. That doesn't consltute a major administrative position. Mr. Schrantz again noted the duties of a Financial Director wou1d be to oversee the Accounting and City Clerk Depa~tments, coordinate some things, and help with some of the planning of the financial matters. -2- - felt It Is obvious that a FInancIal Director Is needed. suggestIng the Council proceed wi th that. She suggested the Public Works Department get additIonal help through seasonaJ workers or through private contractors. Counc il and Staff discussion was that many seasonal workers are already used during the summer months plus some contracting Is done. But It Is at a point where more permanent full- time help Is needed In that department. Councllmember Jacobson suggested advertising for a Financial Director; but because there Is apparently not enough funds at thIs time to add a posItion In Public Works, he suggested the Staff look at the budget again to see what can be done and make a recommendation to the Council. MOTION by Jacobson, Seconded by Knight, that we authorize the City Staff to Insert an ad for Financial Director for the City of Andover In the Anoka County paper, the Minneapo]Is Star and Tribune, the St. Paul papers and the League of Minnesota Cities publications; advertising for such position and making the deadline for the applIcations 30 days from the date of the ad; salary dependent upon qualifications; and also request Staff at the second Council meeting In February to review the current budget and come back with a recommendation on where monies may be found and/o~ shifted In the present budget to possibly fund another person in the Public Works Department. DISCUSSION: Mr. Schrantz feJt an ad in the League of Minnesota Cities publication would delay the process. Councilman Jacobson recommended Mr. Schrantz use his Judgement as to the best places to advertise. Motion carried unanImously. CITY STAFFING/ZONING ADMINISTRATOR Mr. Schrantz explained the position has been budgeted for 16 hours per week at permanent part time. The Counc 11 needs to decide whether or not to Increase the number of hours and whether to hire d'Arcy Bosell to continue In that position or advertise for It. If the position were changed to 24 hours, 3 days a week, It would take some of the burden off Mr. Blake. Mr. Schrantz also noted the funding for the market place adJustments for the AdmInIstrator and City Clerk are already budgeted per the proposal. The $12,000 budgeted for code enforcement has been taken out and used in the caJculatlon for funding of the Financial Director posItion. Special City Council Meeting February 1, 1989 - Minutes Page 7 <City Staffing/Zoning Administrator, Continued) Mayor El ling stated Ms. Bosell has agreed to resIgn from the Planning Commission If she Is appointed as ZonIng AdmInistrator, as the Council has taken the position of separating Staff from political positions. She has also agreed to a reduction In hourlY rate, with the hourly rate plus benefIts equaling her present salary. Mr. Schrantz stated he classified the positIon one grade below the City Clerk. Councllmember Orttel asked If she would stll I remain on the Charter Commission, though he recognIzed that Is a court-appointed position. Mayor Elling stated he didn't know that was an issue and had not discussed it with her. MOTION by Perry, Seconded by Knight, that we fund a permanent part-time Zoning Administrator at the rate of $8.50 per hour plus pro-rated benefits for 24 hours per week. Motion carried unanimously. MOTION by Perry, Seconded by Knight, that d'Arcy Bosell be offered the position of permanent part-time Zoning Administrator for the City of Andover. DISCUSS ION : Mr. Almgren noted the last page of Ordinance 8 names him as the Zoning Administrator. Mayor Elling noted that wi I I need to be changed. Counc II also noted the salary would not be retroactive as a new position Is Just now being created. VOTE ON MOTION: YES-Elling, Jacobson, Knight, Perry; PRESENT-Orttel, as he was concerned about the severence of political ties, which was not mentioned In the motion. Councllmember Perry understood that was a condition of employment. Motion carried. Mayor Elling recommended referring Ordinance 8 to the Planning and Zoning CommissIon to amend It to place the ZonIng Administrator under the City Planner. MOTION by Jacobson, Seconded by Perry, to so move. Mot! on carr I ed unanimously. Mayor Elling asked whether the Council wants to adJourn (10:00 p.m.) now or to continue. MOTION by Jacobson, Seconded by Orttel, that we extend the time Ilml t to no later than 10:15. Motion carried unanimously. SALARY ADJUSTMENTS/ADMINISTRATOR 8. CITY CLERK Counc il reviewed the recommendations to adJust the Administrator/City Engineer/Public Works Director salary from $52,500 to the market place salary of $55,000 and the City Clerk/Administrative Assistant salary from $23,800 to the market place salary of $25,000. .. Special C it y Counc I I Meeting February 1 , 1989 - Minutes Page 8 <Salary AdJustments/Administrator 8. City Clerk, Continued) MOTION by Knight, Seconded by Orttel, that those be raised as presented In the market place as noted In the proposal. DISCUSSION: Councllmember Jacobson questioned the responsibilities of the City Clerk and how her salary compares to the surrounding cities. Mr. Schrantz reviewed her duties, noting the Job description has not changed with the exception of the Treasurer now made a separate position. He noted the Assistant City Clerk In Anoka earns a higher salary and that this Is comparable to that of Champlin. He was not sure what the Clerk's salary Is In Ramsey, thinking the position may be combined with another. Counc 11 also noted these adjustments would be retroactive to January 1. VOTE ON MOTION: YES-Elling, Knight, Ort tel, Perry; PRESENT-Jacobson as he Is not sure that one of those is the market place salary for the posl tlon. Motion carried. Jerry Wlndschltl - was concerned about the job description for the Financial Director, thinking the requirement for a Masters of Finance is excessive. Mr. Schrantz clarified the description reads a Bachelors Degree Is required but a Masters of FInance preferred, not required. VEHICLE USE Mr. Almgren and Mr. Stone presented a proposal to allow them to take vehicles home In the evenings. Mr. Stone stated he does get called out an average of three evenings a week, so It Is directly rated to his job. Mr. Almgren stated he Is not called In the evening. He would be taxed for the benefit, but the purpose Is only to help the City because there Is no room to park the car Indoors at the City. It was noted a polley should be written for this. Mayor Elling suggested the Personnel Committee Incorporate It In the policy. Councllmember Jacobson saw a need and agreed with Mr. Stone's need for a vehIcle, but he had a problem with the Building Official taking a vehicle home because there is no need. MOTION by Orttel, Seconded by Knight, that the Counc i I approve the concept of the Public Works Supervisor and Building Official of the CI ty allowing them to take the City vehicles home at night and back In the morning, no other usage allowed other than City business; and that the policy be developed by the Personnel Committee covering the use of said vehicles. DISCUSSION: Councllmember Jacobson noted approval of the motion really approves the entire matter. He felt the Personnel Committee should look Into the matter before the Council takes action. VOTE ON MOTION: YES-EI ¡ ing, Orttel; NO-Jacobson, Knight, Perry Mot I on fal led. Special City Council Meeting February 1. 1989 - Minutes Page 9 (Vehicle Use, Continued) MOTION by Jacobson. Seconded by Orttel, to refer it to the Personnel Commltee for their recommendation. Motion carrIed unanimously. MOTION by Jacobson. Seconded by Orttel, to adJourn. Mot! on carr I ed unanimously. Meeting adJourned at 10:20 p.m. Respectfully submitted, ~ ~~~c~ Mar ella A. Peach Recording Secretary