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HomeMy WebLinkAboutCC 11-19-2001 . ~ ~ILLS MEETING MINUTES CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL WORKSESSION MONDAY, NOVEMBER 19, 2001, 4:45 P.M. CITY HALL COUNCIL CHAMBERS, 1245 WEST HIGHWAY 96 CALL TO ORDER Mayor Probst called the meeting to order at 4:57 p.m. Councilmembers present were Beverly Aplikowski, David Grant, Gregg Larson, and Lois Rem. Staff present included City Administrator, Joe Lynch; City Accountant, Terry Post; Parks & Recreation and Interim Public Works Director, Tom Moore; City Planner, Aaron Parrish, and Temporary Recording Secretary, Jackie Gritz. . FINANCE DEPARTMENT 2002 Bud2et Discussion Department Budgets City Accountant Post indicated handouts were not available; therefore he was not prepared to discuss this item. Purchase of Springbrook Software 2002 City Accountant Post indicated the current software (Banyon Data Systems) has been in place since 1993 and is not Windows based. Mr. Post indicated the current software has poor technical support as well. For these reasons, Mr. Post proposed to change to the Springbrook Software product that surrounding cities already use. The Springbrook product is Windows based, cost competitive, and has greater technical support. Mr. Post proposed implementation of the new software on January 1, 2002, running parallel software until it is deemed fully stable. Staff was directed to present this item on the Consent Calendar at the December 10 meeting. Joint Powers Agreement . City Planner Parrish indicated that the City is working on a contract with the City of Rose vi lIe in the amount of $20,000 for annual computer technical support. ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES NOVEMBER 19, 2001 2 . This contract would include the maintenance of our server, systems integration and installation, problem solving, hardware maintenance and configuration, software updates, up-to-date virus protection, desktop operation support for employees that are having problems with a particular file or problem, fiber, linking other various parts of the City Hall, training, review of possible future software and recommendations, and the continued hosting of the City's email and web server. Mr. Parrish indicated the contract would also support the internet faxing and internet email. Staffwas directed to move forward with this item as presented. PARKS & RECREATION DEPARTMENT City Administrator Lynch indicated our recreation budget has grown so much that our charitable gambling revenue cannot cover the recreation operating deficit; therefore, he has asked Park and Recreation Director Moore and Recreation Supervisor Olson to try to cut program expenses. They could potentially eliminate programs such as the summer playground and/or eliminate the special events programs, and bring our recreation brochure in-house (proposed overall program cuts would be $14,000) or ask the City Council to propose a tax levy to support approximately $15,000 for recreation. . Mr. Lynch indicated subcontractor Skyhawks increased this year's recreation costs, as well as off-site brochure publication. (The publication costs went from $12,500 to approximately $25,000. Skyhawks increased their costs by $6,000). Mr. Moore indicated he has seen an increase in community based programs, such as the playground program, Easter Egg Hunt, etc. Because participation in those programs has increased, our costs have increased. Revenues from charitable gambling goes to public safety capital (40%) and Parks and Recreation (60%). Lois Rem asked if we are going to face a location problem due to the loss of the Army Reserve Center. Mr. Post said the use of the Army Reserve Center for classes has previously saved the program school district building coordinator costs. Mayor Probst indicated we now have City Hall to host some class activities. Councilmember Larson noted he would like to see current budget recreation numbers. Councilmember Grant agreed. Mayor Probst asked Mr. Moore to collect this information and discuss this item further when these numbers are available. . ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES NOVEMBER 19, 2001 3 . ADMINISTRATION DEPARTMENT City Hall Maintenance City Administrator Lynch explained proposals were requested from six (6) cleaning services and were narrowed to just three for the new City Hall. .CoverAlls proposal is being recommended with a cost of$1,063 a month for cleaning for 5 days a week. Staff was directed to present this item on the Consent Calendar but would like to see the work schedule proposed by CoverAll. Proposed Technolo2:V Policy Mr. Parrish stated that due to the technology upgrades at the City Hall, a need for a Technology Policy has been established. Mr. Parrish noted the Technology Policy mainly addresses liability issues for the City and governs specific use for certain items. Mr. Parrish indicated the policy basically states to use common sense since all activities are monitored, and it outlines acceptable uses. Mr. Lynch noted a draft policy has been distributed to all employees and a meeting was held to review this policy as well. Staffwas directed to include this on the Consent Calendar at the December 10 meeting. Review of Emer2:encv Operations Plan (EOP) . Mr. Lynch noted he reviewed the City's EOP based on information he received on how to review these plans. Mr. Lynch's comments are on Page three (3) of the handout, with the most immediate underlined. He noted this building was built with the express purpose of running on a mobile emergency generator in the event of an emergency. Mayor Probst recommended that either the City Administrator or delegated staff review the EOP and make a recommendation on whether it can be completed by city Staff or if a task force should be appointed. Maintenance and Operations Superintendent Position Mr. Lynch indicated he had previously approached the City Council regarding the Maintenance and Operations Superintendent position and was requested to provide an organizational structure to depict his proposed plans. Mr. Lynch said he spoke with Jim Perron, current Public Works Foreman, who indicated his desire to move into this new position, but there was concern over the speed of implementation. Mayor Probst asked if Jim Perron would be willing to move into the position at a lower salary now with potential adjustments to the salary pending Labor Relations Associates review of Pay Equity Points compliance. Councilmember Grant noted we are not moving forward with the new organizational structure formally. He also noted he would like to see what the financial impact of this new organizational structure will be. . ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES NOVEMBER 19,2001 4 . Mr. Lynch indicated he would have the Labor Relations Associates draft job descriptions by Monday, November 27, 200l. Councilmember Aplikowski noted she believes a probationary period was needed for Jim Perron's new position. Councilmember Larson agreed. Staff was directed to include this item on the Consent Calendar at the December 10 meeting and proceed with hiring Mr. Perron pending the salary information from Labor Relations Associates. 2002 Committee Assh!nment Process No information was presented on this item. AMM and LMC Le2islative Policy Priorities Councilmember Aplikowski said she neglected to bring in the AMM and LMC policies. She indicated their priorities were announced Friday, November 16 and she will provide this information to the City Council. This item was tabled until information is made available to all Councilmembers. City Hall Location Mr. Lynch explained the issue of the new City Hall setback has been raised. He said the . plans that were approved in 2000, showing the setback and the building siting have not been revised to his knowledge. Mr. Lynch indicated the siting was directed by the setback requirement from Sunfish Lake. Mayor Probst indicated further discussion on the siting of the building would not result in any action. Councilmember Larson indicated everyone is going to have a different opinion about various City Hall design concerns and we cannot possibly respond to everyone's concerns. Consultant Services Evaluation Councilmember Grant noted it seems to him each year we appoint various consultant positions without a review of their performance. He asked if we should consider setting up a regular review of our consultants. Mayor Probst explained the philosophy of retaining consultants has been that as long as we have been satisfied with their performance and no concerns were raised, then there was no need to change consultants. Mayor Probst noted a formal review may be a good idea as long as it is not an annual or formal event. Mayor Probst said if concerns over our consultants develop, City staff should be contacted and we can address those concerns at that time. Codification Process . City Administrator Lynch said he requested the City's Administrative Secretary, Sheila Stowell, to provide information on the codification process. Mr. Lynch referred to the ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES NOVEMBER 19, 2001 5 . staff memo regarding the process, holding a Public Hearing, and what the effective date of the new code will be. Staff was directed to hold a Public Hearing Meeting on this item at the December 10th meeting and adopt the Ordinance at the time. The effective date would be January 1, 2002. STAFF COMMENTS Mr. Lynch noted we had previously discussed Twin City Army Ammunition Plant (TCAAP) proposals for possible future TCAAP property usage. He noted parties have not been available to discuss items. Mayor Probst indicated he would like to schedule parties to attend meetings to find out what kind of relationship TCAAP property personnel would be willing to have with the City in the development of the property. COUNCIL COMMENTS Mayor Probst indicated it was his desire to have a document drafted for the National Guard's review regarding the land transfer. Mayor Probst noted that the I-35W Corridor Coalition progress to date. He believes the City will have the support from the Coalition to open up opportunities for Arden Hills. . Mayor Probst indicated the National Guard has expressed a willingness to move the Army vehicles from the west side of our property. He expressed a need to push the issue. Councilmember Grant asked Mayor Probst to send a formal letter requesting a need to relocate the vehicles. Councilmember Aplikowski noted she believes we should begin talking about the next retreat. Councilmember Aplikowski noted she read in our AMM FAX that more metropolitan staff people were being hired. Councilmember Rem commented on the upcoming Trinity Church meeting at the end of November and would like further information. Councilmember Larson noted he had the opportunity to bring back information on Mills Corporation. He noted he visited a couple Mills sites and came away from viewing both of the sites not very enthusiastically. He believes he would prefer to see some other type of commercial development. ADJOURN Mayor Probst adjourned the meeting to an Executive Session at 8:12 p.m. by . consensus. ARDEN HILLS CITY COUNCIL WORKSESSION MINUTES NOVEMBER 19, 2001 6 . EXECUTIVE SESSION City Council went into Executive Session to review the performance evaluation of a City employee. There was no action taken or direction given by the City Council as a result of the Executive Session. ADJOURN Mayor Probst adjourned meeting at 9:35 p.m. by consensus. /b:~ Joe ynch City Administrator . . . MINUTES CITY OF ARDEN HILLS, MINNESOTA CITY COUNCIL MEETING, CLOSED EXECUTIVE SESSION NOVEMBER 19, 2001 8:12 P.M. - ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER Mayor Dennis Probst recessed the City Council Worksession at 8: 12 p.m., and called to order a Closed Executive Session. PURPOSE OF MEETING Mayor Probst convened the meeting for a Closed Executive Session to discuss the annual performance review of the City Administrator. Present: Mayor Probst; Councilmembers Beverly Aplikowski, David Grant; Gregg Larson; and Lois Rem. There was no action taken. . ADJOURN Mayor Probst adjourned the Closed Executive Session at approximately 9:35 p.m. .