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HomeMy WebLinkAboutSP November 16, 1993 ~ CITY of ANDOVER Special City Council Meeting - November 16, 1993 I. Call to Order - 6:30 P.M. 2. Administrator/Engineer position 3 . water, Sewer & Central Equipment Fund Budgets 4. Spacial Needs Analysis/Clty Hall & Public Works 5. 6. Adjournment --.-- - -- - '" --"' ..- CLp~ I'? 111CJ3 - ~ CITY of ANDOVER SPECIAL CITY COUNCIL MEETING - NOVEMBER 16, 1993 MINUTES A Special Meeting of the Andover City Council was called to order by Mayor Jack McKelvey on November 16, 1993, 6:35 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Councilmembers present: Dalien, Jacobson, Knight (arrived at 7:18 p.m.) , Perry Councilmembers absent: None Also present: TKDA Engineer, John Davidson Public Works Supervisor, Frank Stone City Clerk, Vicki Volk Public Works, Brian Kraabel Assistant Fire Chief, Dave Reitan City Planner, Dave Carlberg Acting City Administrator/ Finance Director, Daryl Sulander ADMINISTRATOR/ENGINEER POSITION \ Mr. Sulander noted the letter of resignation from Jim Schrantz, City i Administrator/Engineer because he is unable to work. His City benefits ran out as of today, and Mr. Schrantz is going to be taking a disability retirement. With that, there is a vacancy in the Administrator/Engineer position, and he asked for direction on how to fill that. If the position is separated into two positions and the administrative staff reorganized, he would be very interested in applying for the position of City Administrator. If the position is split into two, there is enough budgeted in 1994 for the City Administrator, but there would not be enough for a City Engineer for the entire year. He also noted the mistake in the 1994 tax levy; and if the Council wants to return to the 3.5 percent increase, additional cuts would need to be made in the proposed 1994 expenditures. The Council discussed the various options with regard to the Administrator/Engineer position. Because of the growth of the City, the consensus of the Council was the position should be separated to a City Administrator and to a City Engineer. Because there is a need for a City Engineer but the funds are not available for that Staff position for all of 1994, the Council generally agreed to contract with TKDA to temporarily serve as City Engineer to help Staff as needed. TKDA has been serving in that capacity since Mr. Schrantz's illness last spring. Council also agreed a City Administrator should be hired as soon as possible. Council agreed after the ads are closed for applications for a City Engineer, the applications will be reviewed by the Personnel Committee, with the assistance of Staff and possibly Cy Smythe, the City's personnel consultant, who will recommend several candidates for the Council to interview. All agreed that because Mr. Sulander wishes to -~- - ~ --" - ------ Special Andover City Council Meeting Minutes - November 16, 1993 Page 2 (Administrator/Engineer Position, continued) apply for the position, he would not accept the applications nor work with the committee to select candidates to interview. A new job description must be written for the position of City Administrator. Mr. Sulander noted Mr. Smythe would be willing to assist in any way the Council wishes. MOTION by Jacobson, Seconded by Perry, that we accept the letter of resignation from Jim Schrantz from his position as Administrator / Engineer for the City of Andover, and that we accept it with regret and wish him well. DISCUSSION: Council preferred to officially accept the resignation at the regular public meeting. Councilmembers Perry and Jacobson withdrew the Second and the Motion. MOTION by Jacobson, Seconded by Dalien, that we have the City Staff draw up a separate job description for a City Administrator and to advertise for the position, at a minimum in the Minneapolis and St. Paul papers, the League bulletin and any other appropriate publications that the Mayor and Staff deem need to be attracting the widest possible selection of candidates, including the Anoka County union; and that we set a deadline of December 30 for responses. Motion carried on a 4-Yes, 1- Absent (Knight) vote. Council agreed to take action to contract with TKDA as temporary City Engineer at the regular public meeting this evening. Mr. Davidson asked the City to define what they want TKDA to do, what level do they want TKDA to participate. Most of the service they provide will be pass- through, that is paid for by developers. They have been working with Mr. Haas in reviewing plats, providing engineering reports, etc. He asked to meet at some point to define what is expected of them. Mayor McKelvey stated the Council will discuss that and get back to him shortly. In the mean time, he asked that TKDA carryon the way they have been. 1994 PROPOSED PIR, WATER, SEWER, LRRWMO, CENTRAL EQUIPMENT FUND OPERATING BUDGETS DISCUSSION Mr. Sulander explained that the rental of City equipment relates to centralizing the use of all city equipment in the Central Equipment Fund which was started last year. All charges for vehicle operation and maintenance are rolled into that one line item in the various budgets. The Central Equipment Fund acts as a business allowing other City departments to use those vehicles for a fee based on what it costs to operate the vehicle. The charges are somewhat higher to build a reserve for their replacement. Mr. Sulander also explained the figure used for a laser printer is only an estimate. Both the water and sewer funds were prepared leaving the 1993 rates in effect. The increase in user fees is based on an increase user base and increased volume of water and sewage. -->- -~ -... Special Andover City Council Meeting Minutes - November 16, 1993 Page 3 (Various 1994 Proposed Budgets, Continued) Mr. Stone explained there was discussion during the 1994 budget meetings of bonding for equipment in 1994. He had a list of several items which were taken out of the budget and are not in the proposed purchase of equipment with P.I.R. funds on the assumption they would be purchased with bonds. Mayor McKelvey stated before the Council can give him an answer on bonding, they need to look at the budgets and on the proposed 1994 tax rate. The Council generally agreed with the proposed budgets as prepared. Mr. Sulander stated he will prepare a resolution to adopt the budgets as prepared for Council action at the December 7, 1993, regular meeting. SPACIAL NEEDS ANALYSIS/CITY HALL AND PUBLIC WORKS Councilmember Perry explained she, Councilmember Dalien and several Staff members discussed the long-range needs of both the City Hall and Public Works buildings. They felt the $20,000 proposed to hire someone to do a spacial needs analysis would be money well spent. Mr. Sulander felt that someone could be hired for half that amount without drawing plans. The purpose would be to look at the long-range growth and needs required for the next five to ten years for the City hall, Public Works facilities and third Fire Station east of the tracks that the City has been contemplating. Councilmember Jacobson felt the source of money for this construction should be identified before going any further. Councilmember Perry stated the school district has indicated a desire to purchase the property directly south of City hall. That money could be put toward any new buildings or reconstruction of existing buildings. Mr. Sulander also noted the need to determine just what is needed for City Hall, as the current building is in need of major repairs. Cost figures for reconstruction or new construction must be known before proceeding any further. It may even be necessary to go for a bond referendum, in which case those figures must also be known to bring the plans to the citizens. Discussion centered around the best way to proceed, with the suggestion that by having the special needs analysis done by an architect, some monies could be saved. Some thought the money spent for the spacial needs analysis should go toward the architectural costs of doing that work. Councilmember perry felt an architectural firm would be willing to do the analysis, but without knowing the costs of building and reconstruction, the City cannot proceed with anything. She didn't think the Council and Staff could come up with an analysis that would be an accurate dollar figure to go on. , - Special Andover City Council Meeting Minutes - November 16, 1993 Page 4 (Spacial Needs Analysis, Continued) MOTION by Perry, Seconded by Dalien, that the Andover City Council direct Staff to advertise for an architectural firm to study the needs of the City as it relates to the Public Works Building and City Hall, and to come back with proposals for either construction of a new facility at City Hall and improvements of the Public works Building or remodeling of the City Hall building to bring it into compliance with current requirements of the State; and also to provide the needed space for Staff and Council; and that the monies for the study will come from the excess building revenue fund. Motion carried on a 4-Yes, I-Absent (Knight) vote. CONSTRUCTION OF ANOTHER WELL Councilmember Jacobson noted a report stated a new well is needed within one and one-half years. If that is the case, he asked if that process should begin now to bring it on line by the end of that time period. Mr. Davidson noted the plans and time period for that process. He estimated the cost would be over $100,000. That will be studied further. (Councilmember Knight arrived at this time; 7:18p.m.) 1994 PROPOSED TAX RATE Council agreed to add the item to this evening's regular agenda. MOTION by Perry to adjourn. Motion carried unanimously. The meeting was adjourned at 7:19 p.m. Respectfully submitted, ~~a0?J Recording Secretary - ~ - .- - - ,~-.~"...~ .