HomeMy WebLinkAboutSP March 30, 1989
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~ ~ CITY of ANDOVER
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.~. special City Council Meeting - March 30, 1989
7:30 P.M. Call to Order
1. Interviews/Finance Director
7:30 P.M. Roger Larson
7:50 P.M. Alan Folie
8:10 P.M. Jessie Hart
8:30 P.M. Howard Koolick
8:50 P.M. Wayne Henneke
2. Sewer & Water Budget
3. Fire Marshal Discussion
4. Adjournment
...~ CITY of ANDOVER
1685 CROSSTOWN BOULEVARD NW. . ANDOVER, MINNESOTA 55304. (612) 755-5100
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SPECIAL CITY COUNCIL MEETING - MARCH 30. 1989
MINUTES
A Special Meeting of the Andover City Council was cal led to order by
Mayor Jim Elling on March 30, 1989: 7:30 p.m.. at the Andover City
Hal I. 1685 Crosstown Boulevard NW. Andover. Minnesota.
Councilmen present: Jacobson. Knight. Orttel, Perry
Councilmen absent: None
Also present: Building Offlela]. Dave Almgren: City Treasurer.
Shirley Clinton; and City Adminlstrator/
Engineer. James Schrantz
INTERVIEWS/FINANCE DIRECTOR
Mr. Schrantz noted that one of the appl icants, Jessie Hart, has
accepted a position elsewhere. The tol lowing applicants were
interviewed at 20-minute intervals:
Roger Larson
AI an Fol ie
Howard Koollck
Wayne Henneke
The Counc i I alternately asked questions of the applicants such as what
previous experience does he bring to this position: the amount of
experience in supervising others, investment, and computers: the
ability to begin work on the 1990 budget Immediately: the type of
supervisor he is: salary. etc.
Rooer Larson - * presently a Finance Director/Treasurer tor the City
of ExcelsIor. * has prepared budgets and plans tor CDBG Funds. *
invests $4 bil lion annually for Excelsior. * supervises a staff of 3
people In the Finance Department. * got his Bachelor of Science Degree
at Moorhead State University. * had an assignment setting up the
computer system for the City of Richfield when working at Accountemps.
* has already begun the budget process for 1990 at Excelsior.
understanding that would be one of the first tasks to be done at
Andover. * left Samuel Bingham Company because the company moved to
Chicago and he decided to stay in Minnesota. * worked at Accountemps
unt i I he was able to find ful I-time employment. * administers the
personnel benefit package, workers camp, and reviews insurance. * is
directly under the City Manager at Excelsior, which has approximately
14 ful I-time employees plus the volunteer fire department. part-time
help, and summer emplopyees. * views this position as a step up in
hls career. * telt his employees would say he is an honest,
hard-working supervisor. * would expect to be at Counc II meetings to
present hls recommendations. * views this as a long-term commitment.
Speclð.1 Cl t;' Councl I Heetlng
March 30. 1989 - !1lnutes
Page 2
(Interviews/Finance Director. Continued)
A I an Fo I Ie - * Is mostly involved in county audits as a Local
Governmental Senior Auditor at the Off I ce of the State Auditor.
* would like to leave the position to find one that does not have so
much traveling and has more advancement opportunities. * wouldn't
have a problem setting up the budoet as he understands the process.
* has not specifically done Investment work but Is very familiar with
what cities and counties do. what is good and what Is not. and feels
he could do a good .Job for the City. * welcomes the chance to get
involved in different activities such as personnel. * is in charge of
one of the auditing crews when his supervisor Is gone and discusses
the reviews of those crew members with his supervisor. * does not
have a problem attending evening Council meetings. * has had
exper I ence with lap-top computers using Lotus and is fami liar wi th
malnfrain computers: wou I d I I k e to get more involved in computers.
* feels his exposure to the different working environments. the
di fferent Investment strateoles and different management styles is
something he can drawn upon for this posit!on. * would anticipate
staying on the .Job as long as he is happy: feels the .Job wi I I be very
challenging. * would need to give two weeks' notice at his present
.Job.
(The Interviews continued later In the meeting.)
BUNKER LAKE/JAY STREET COMt1ERCIAL AREA
Mayor EI ling reported Imre's has been bought out. and the owner also
owns several other lots in that area. The owner is interested in
having the service road put in on the south side of Bunker Lake
Boulevard between Jay Street and Hanson to clean up the area. and is
looking at having a strip center there like an Auto Mall. Mayor
EI ling suggested the engineers be asked to bring back some cost
figures to have the service road put in.
Counc i ] briefly discussed the Item. suggesting TKDA be asked to
provide an estimated cost. though no formal approval was given.
TIRE SHREDDWG OPERATION/TONSON SITE
Mayor Elling reported one of the stipulations of the agreement with
the State in the tire shredding operation on the Heidelberger/Tonson
si te is that the State wi I I pay for the shredding of alJ the tires
from the surrounding .Junkyard area. The City has sent notices to the
businesses in that area informing them of this service.
Special Ci ty Council Meeting
March 30. 1989 - MInutes
Page 3
INTERVIEWS/FINANCE DIRECTOR. CONTINUED
Howard Kool ick - * brings his vast experience wIth different
governmental entities to this Job. * works with 9 cities and 7 school
districts, plus other clients which has given him a view of the
various accounting systems. * never actually Invested city funds but
looks at the way ci ties invest through the audits and knows what is
getting a good return and what is legal. * having been with the
accounting firm. he knows what should be in a personnel f i 1 e: but he
hasn't had any direct experience with it. * is willing to leave his
present position because it appears it wi I I not be possible to advance
much further; he is not interested in becoming a partner in a
financial firm because of the high time commitments. * is looking to
working for a city government because i t is more challenging and has
more creativity to it. * has never had experience preparing a budget.
but understands the theory and its development. * believes in
budgetlnq conservatively and would want to bring the fund balance to
an acceptable I eve I. generally five-months' expenditures for a city.
* reviews his staff on a consistent basis. * is somewhat fami liar
wi th the new tax laws. * works with one or two people at a time. but
overa II supervises 7 or 8 different people. * feels he gives
constructive criticism and would be able to motivate his staff to do
what is best for the city. * has seen many of his c] ients set up
computer systems. feeling the needs of the staff should be determined
first. * feels I t is important to have a working relationship with
the Counc i J and would be wi I J Ing to attend meetings. * feels his
supervisory styJe is very assertive. believing he can motivate others
to get the .job done when needed. * is wi 1 ling to help his staff
through their tasks. * believes staff needs to be given enough time
in which to compJete their tasks. * would need to give two weeks'
notice at his present position.
Wayne Henneke - * is the Finance Director at Farmington where he
supervises two other employees. * is in charge of a budget of about
$2 m i J I ion including al I funds. * is getting the budget documents and
calendar set up for the Farmington 1990 budget. * has read and is
fami liar wi th the new tax rules. * is in charge of personneJ
functions for Farmington and tries to keep up with the laws. * left
Shoreview after only a year because of the opportunity that arose In
Farmington. * major investment experience Is with Shoreview. In
Farmington the Counc I I has I iml ted the investments to Institutions
wi thin the City. * moved to Minnesota because his wife came here to
work on her doctorate. * has an easy-going style of supervising.
treating everyone as equals and working with the staff. * has an
Associates Degree in Data Processing and started the computer system
in Farmington In 1984. * uses the computer in his office more than
his calculator. really enjoying working on computers. * views this
Special CI ty Council !1eeting
¡'larch 30. 1989 - Minutes
Page ..
(Interviews/Finance Director. Continued)
position as long term as long as he Is able to work with the CI ty
Counc I I and CIty AamlnIstrator. * would have no problem attending
night meetings. even though he lives in South Minneapols: probabJy
would move closer to Andover. * would want a higher saJary than he
currently makes to move. * would need to give four-weeks' notice
before leaving.
Counc i I recessed at 9: 10: reconvened at 9:21 p.m.
Counc i I then discussed the qualifications of the appl icants. wi th each
Councilmember and Staff making their recommendations on the best
appl icant for the City.
MOTION by Jacobson, Seconded by Perry, that subject to a check of
the references. that we authorize the Mayor and Administrator to make
an offer to Mr. Wayne Eugene Henneke for the position of Finance
Director for the City of Andover based upon an annua] sa]ary of
$40.000 per year pius benefits, subject to regular probationary
period. Motion carried unanimous]y.
1989 SEWER AND WATER BUDGETS
Fire Chief Bob Palmer. Public Works Supervisor. Frank Stone. and Jack
McKelvey were also present for this portion of the meeting.
WATER - Revenues
37110 General Customer: !1r. Schrantz explained the $129.000 is at
the current rate of 82 cents/1.000 gallons. If the rate is increased
to 90 cents/1.000 gal Ions as he Is recommending, the revenue would
increase to $140.000. He also recommended transferring $9.000 from
Item 402 of Source. Storage. Treatment for Repairs/Maintenance-We]]/
Pump to Revenue because that money wi]] not be needed for we1 1 and
pump maintenance. Counc i I generally did not feel it is necessary to
transfer the $9.000 to revenues. as it is not needed to balance the
budget. After some discussion on water rates. a majority agreed to
increase the rates as proposed.
WATER - Expenditures
49..00.315 Professional Services: Mayor EI I ing questioned the proposal
of $750, as more wi I i be needed for testing. It was later determined
that the funds for testing the water is budgeted under ..9..40.300
Professional Services. No change was made.
49400.402 Repairs/Maintenance - We I l/Pump: Counc i I agreed to reduce
the amount by $11.000 for a budgeted amount of $9.000.
Special City Council Meeting
March 30. 1989 - Minutes
Page 5
(1989 Sewer and Water Budgets. Continued)
49440.322 Postage: Mr. Schrantz explained the amount is so high
because of an anticipated need to send out extra notices because of
the radium problem. However. those notices will be sent out wi th the
bi 11ing, so the amoun t could be 10wered. Mr. Stone stated they wi I I
also need to mail out flushing notices this year. Counc II agreed to
leave the amount as proposed.
49440.570 Equipment/Office: Mr. Stone stated the amount for the
computer Is $11.000. Counc il debated on the amount needed In this
item. Mr. Schrantz explained the intent to wire the PC from Public
Works to the mainframe or to get the equipment necessary to convert
the water readers onto the mainframe. Severa1 Councl1members felt i t
would not be that costly to get a functional system. It was agreed to
change this item to $12.000.
Mayor Elling then asked for a motion to approve the w~ter Budget with
total expenditures of $180.806. which includes an increase in the
water user rates as proposed.
MOTION by Knight. Seconded by Jacobson. to so move. DISCUSS ION:
Counc i I member Orttel was concerned about it be i ng a hugh increase in
water user rates, none of which is being put into debt service. He
was also concerned about the possibl11ty of an additional two cents
that may be Imposed by the legislature which also adds a burden to the
water users.
VOTE ON MOTION: YES-EI1ing, Jacobson, Knight, NO-Orttel, Perry.
Motion carried.
SEWER - Revenues
Counc i I discussed the pol icy made by a previous Council to refund
those in Sewer Fund nAil for having overpaid the connection charge when
hooking into the system. That polley cal Is for the sewer rates 1 n
Fund nAn to be $4.50/month versus $8.50/month In Fund IIBII until the
connection charges for the two areas are equalized.
Mr. Schrantz argued most of the original homeowners In Fund "A" are no
longer there. so the new owners are getting the benefit. It wi 11 take
10 1/2 years to pay back what is owed them without Interest. Because
the water assessment wi I 1 be higher when It goes through this area, he
suggested the City could reimburse a portion of those water
assessments rather than maintain the two sewer rate districts.
Special Ci ty Counci I Meeting
March 30. 1989 - MInutes
Page 6
(1989 Sewer and Water Budgets. Continued)
Councilmember Orttel argued those in Sewer Fund "A" paid for all the
oversizing that Is used In the other districts and subsidized the
system for quite a while. Lowering the sewer user rate was an attempt
to pay some of that back: however. it Is only a token since the pol icy
was not started until 12 years after the project and no interest is
beIng paid on the money. He felt the policy should remain as Is.
After further discussion, a majority of the Counc i I agreed to keep the
policy as is.
It was agreed to add $24,000 to the revenues from the cash account.
those revenues alreadY collected from customers to cover the amount
bl 1 led by Metro Waste Control for the prevIous year's underpayment of
sewer usage. Total Revenues then amounts to $224.800.
SEWER - Expenditures
Co I lectlon 101 Salaries: Me. Stone reported more time wi Ii need to be
spent working on the sewers. as the work was not done in 1988. The
lines have not been cleaned or photographed In two years.
Collection 580 Equipment: Mr. Stone stated the $11.250 is for a
service II ne TV camera. One other item needed Is a vac-al I Jetter
unit to clean the ] ines. It is vital to getting the work done and
wi I I help In meeting OSHA requirements. A vac-al I unit by Itself
would be about $40.000: a complete rig would be about $129.000. It
would need to be bonded for. as there Is nothing in the budget for It.
Counc I I suggested he obtain quotes for the vac-aI I.
It was agreed to reduce this Item to zero and to bond for the vac-a I I
unit and the TV camera together.
MOTION by Orttel. Seconded by Perry. to adopt the Sewer Budget with
the fol lowing changes: that Line Item Number 580 be reduced to zero
and tha t there be $24.000 transferred from the user fees fund to help
reduce the In arrears amount due to MWCC. be transferred Into
Revenues: and to balance the budget at Revenues and Expenditures.
$224.800. Motion carried unanimously.
FIRE MARSHAL DISCUSSION
Fire Marshal Joyce Noyes was present. It was Mayor Elling's
understanding that the Fire Chief would be responsible for the Fire
Marsha I : however, the Administrator would be responsible during the
days i f there is a problem. Also, the position is for an average of
20 hours per week. which could mean more in one week and less In
another. depending on what the workload dictates.
Special Ci ty Counci I Meeting
March 30. 1989 - Minutes
Page 7
<Fire Marshal Discussion. Continued)
After further discussion, Counc i I agreed the understanding at the time
of the interview with Ms. Noyes was that she would work two days one
week. three days the next. Ms. Noyes stated she does not know In
advance whIch days she will be working. as they are scheduled
according to the workload. She agreed to let the office know as far
in advance as possible when she wi I I be work i ng. Also. Ms. Noyes
stated she picks up her messages every day around 3 o'clock. agreeing
to check in with the office at that time.
Counc i I also recommended the Staff schedule ARC meetings after 3
o'clock i f the Fire Marshal needs to be present. It was also agreed
the Staff can te I I contractors that the Fire Marshal can be contacted
around 3:30 or 4 o'clock every day. There was some discussion about
getting another line to the Fire Station so there would be a number to
reach the Fire Marshal. Staff was asked to check into that further.
PUBLIC WORKS/GRADER REPAIR/PERSONNEL ITEMS
Mr. Stone reported both hydraulic clutches in the grader need to be
repaired. which wi I 1 take two to three weeks and will cost an
estimated $15.000. In the meantime. he is renting a grader for $600 a
week. which wi I I come out of Contract Services in the budget.
Counci 1 recommended Mr. Stone come back with a Job description,
proposed salary, and funding for an additional Public Works Employee.
There was a brief discussion on the status of the negotiations on the
union contract. Counc I 1 asked that the City's negotiator come to a
meeting to explain the contract when the language is negotiated.
FIRE DEPARTMENT PERSONNEL
Chief Palmer reported the Department overturned his decision to
terminate a firefighter who admitted to the theft of several items
from the Department. Counci I noted it would have to Initiate a
change in the Department's By-Laws and Constitution I f i t felt the
Chief's decision should be upheld. No action was taken at this time.
aSking for copies of the Constitution and By-Laws to be able to
discuss it again at the next regular meeting.
MOTION by Orttel, Seconded by Jacobson, to adJou·rn. Motion carried
unanimously. Meeting adjourned at 11: 21 p.m.
Respectful~ y c.:,ubmi tte4
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Mar ella A. Peach
Recor ing Secretary