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HomeMy WebLinkAboutCC 03-20-1989 MINUTES OF THE ARDEN HILLS COUNCIL WORKSESSION MON~AY, MARCH 20, 1989, 4:30 P.M. - VILLAGE HALL CALL TO ORDER Pursuant to due call and notice thereof, Mayor Sather called the meeting to order at 4:30 p.m. . ROLL CALL The roll being called the following members were present: Mayor Thomas Sather, Councilmembers Paul Malone, JoAnn Growe and Thomas Mahowald. Absent: Councilmember Nancy Hansen. Also present: Public Works Supervisor Robert Raddatz, Clerk Administrator Gary Berger and Deputy Clerk Catherine Iago. NEW COUNCILMEMBER ORIENTATION CONSULTANTS Mayor Sather briefly outlined the background and current responsibilities of the consultants currently retained by the City. Councilmember Mahowald questioned the city rationale for utilizing consultants rather than full-time personnel for these positions. Mayor Sather commented that in the past the city had adopted the philosophy of hiring consultants as a cost saving measure. Council discussed the 1988 expenditure for legal counsel, the differences between the prosecuting attorney and civil attorney, reimbursement of fees for consultants and the possibility of reviewing costs for consultants versus in-house staff. . Clerk Administrator Berger advised he had prepared the RFP for the attorney position and had received a formal letter of resignation from Jim Lynden. Council discussed preparation of a "Request for Proposal" for engineering services. Mahowald stated the engineer firm has been advised of the Council concerns and suggested Council consider deferring action on this matter to review the performance of the engineering consultant. Mayor Sather and Councilmember Growe agreed that SEH had not sufficiently resolved the issues raised by Council at the meeting to discuss city concerns; both stated they were not displeased with Engineer Peters performance. Growe moved, seconded by Malone, that Council direct the Clerk Administrator to prepare and begin the "Request for Proposal" for an engineering consultant. Motion carried. (Growe, Malone and Sather voting in favor; Mahowald opposed) (3-1) Sather commented that SEH would be welcomed to submit an RFP. Clerk Administrator Berger advised Council he had contacted Jim Casserly to confirm his attendance at the next Council worksession to discuss the Gateway Business District and the proposed redevelopment of Red Fox/Grey Fox Roads. . PUBLIC SAFETY Council discussed the contracts with the Ramsey County Sheriffs Department and Lake Johanna Volunteer Fire Department. Mayor Sather reviewed the background of the joint cities involvement in cost sharing for the Lake Johanna Fire Department; Shoreview, Arden Hills and North Oaks. He explained why the cities have been handling contract negotiations separately and stated it may be beneficial to reestablish the three-city structure. Mayor Sather advised the newly appointed Building Inspector/Code Enforcement Officer has shown enthusiasm for code enforcement; the previous inspector was not active in code enforcement. He stated Council recently adopted the Exterior Completion Ordinance which outlines the timetable for completion of construction and provides a tool for enforcement. . BUDGET PROCESS Mayor Sather reviewed the background of the budget process and the history of the Finance Committee involvement in this process. He stated the City should adopt the philosophy of customer orientation; providing services the taxpayers want and are willing to pay tax dollars for the City to provide. Sather suggested surveying residents to determine service expectations. He suggested the Finance Committee be directed to research methods for financing needed programs, equipment, staffing, and other projects discussed by Council, such as a new city hall complex. r , . . . - - Minutes of the Arden Hills Council Worksession, March 20, 1989 Page 2 . MISCELLANEOUS STREET LIGHTS Mayor Sather advised Councilmember Malone had worked extensively on a three-phased street lighting plan for the city; Council adopted the plan and the first phase is completed. Councilmembers Mahowald and Growe requested copies of the plan. PAVEMENT MANAGEMENT Mayor Sather explained that Engineer Barry Peters and Public Works Supervisor Raddatz had worked extensively or plan and it has been adopted by Council. He stated other Avenue and Bethel College will have to be addressed by the Pavement Management issues such as Snelling Council. LABOR NEGOTIATIONS Mayor Sather reviewed the current union contract status; he advised the reopener this year would be for benefits and holidays. PERSONNEL POLICIES Council discussed the need to develop a policy for handling employee complaints/grievances. Mayor Sather read a letter drafted for distribution to employees which outlined the appropriate channels for employees to follow when a problem occurs; first thE matter should be discussed with the employee's immediate supervisor and if not resolved at that level, forwarded to Council. Sather suggested a member of the Council be appointed as liaison to review such problems, rather than the employe, contacting each member of Council individually; Malone and Sather volunteered to act as liaison. It was the consensus of the Council that Mayor Sather serve as liaison for employee grievances and that the appointment be reviewed annually. Council directed Berger to forward the letter to all employees. UPDATES KEM MILLING Clerk Administrator Berger reported on the status of the purchase agreement negotiations with Kem Milling. He noted the matter will be discussed at the next Regular Council meeting 3/27/89. CELLULAR ONE Council was advised the Acting Attorney Filla will review the rental agreement with Cellular One for space on the city water tower. Council discussed the use of Cellular One telephones by the Public Works staff and negotiating the use of these telephones as part of th rental agreement. Council requested staff determine the cost for the telephone usage and report on this matter. STREET SWEEPER Council was referred to a memorandum from Public Works Supervisor Raddatz dated 3-16-89, relative to the lease/purchase of a street sweeper and a letter from Macqueen Equipment Inc., regarding the rent/purchase price over a three-year span. Council agreed the sweeper would increase service level, provide cleaner stor sewers and provide the Public Works Department with the ability to sweep str in a timely fashion, rather than wait until such time as the equipment is available for rental. Raddatz explained the sweeper is completely overhauled and carries warranty. He noted the vehicle normally provides 10 years of service and s be traded after that period of time. Raddatz stated a new sweeper would co approximately $80,000.00. Councilmember Malone recommended using funds budgeted for street sweeping year and possibly utilizing funds from the Pavement Management monies; h monies paid to the contractor for street sweeping after seal-coating wou saved and could be used toward purchase of this equipment. Berger suggested he and Raddatz review the budget and prepare this item for the Regular Council meeting of 3-27-89. Sather advised he would prefer the Raddatz did not delay purchase r. crack-filling equipment; he stated it was important to keep the P, Management program on schedule. r . . . . Minutes of the Arden Hills Council Worksession, March 20, 1989 Pag~ 3 . CHECK SIGNER Council was advised staff had discussed the possibility of purchasing a check-signer to streamline office procedures and as a timesaving device. Berger noted the staff had viewed a new model and used model check-signer; staff recommended the used model check-signer would meet the needs of the city. He noted the checks would be approved prior to signatures being placed on the checks. Malone moved, seconded by Growe, that Council authorize Clerk Administrator Berger to purchase a protective check signer for the purpose of signing checks. Motion carried unanimously. (4-0) CONSENT AGENDA Council discussed utilization of a Consent Agenda to conduct Council meetings. Clerk Administrator Berger distributed information from the League of Cities manual outlining the procedure for adoption of the Consent Agenda. Council concurred to direct staff to prepare the appropriate Resolution adopting the Consent Agenda for the Regular Council meeting of 3-27-89. TRANSFER OF FUNDS Clerk Administrator Berger requested Council consider adding the Senior Accounting Clerk as an authorized person to transfer funds for payroll and claims. Council questioned how the procedure is handled and what methods of protection and controls are utilized by the banks. Berger advised he would research the matter and report back to Council. OTHER BUSINESS REQ. KVBM TV STATION Councilmember Mahowald questioned the status of the proposal from KVBM TV for locating a TV station in the city. Council discussed appropriate locations for the station, impact of the tower and responsibility for dismantling the tower in the event the station files for bankruptcy. Council directed the Clerk Administrator to contact the City of Shoreview to discuss the above issues and report back to Council. TRAINING CNTR. SEW/WTR CONNECTION Council discussed the proposed Training Center utility connection to the City of Shoreview and what requirements Arden Hills would impose prior to granting approval. Council concurred that a City Attorney should be retained prior to granting such approval and it was recommended that Arden Hills request a portion of the fee charged for the utility connection as well as obtaining a portion of the on-going revenue collected for the sewer/water connection. RINK CLOSING Councilmember Malone referred to the rink closing incident and suggested the resident filing the complaint should be sent a letter of apology from the Parks Director. He stated the resident indicated all telephone conversations she had with Buckley were initiated by her. Malone moved, seconded by Growe, that Council direct Par Director Buckley to forward a letter of apology to the resident involved in the rink closing incident, accepting full responsibility for the matter and indicating the employees involved have been disciplined, it was further request that the letter be completed prior to March 24, 1989 and a copy enclosed in the Council packet for informational purposes. Motion carried unanimously. (4-0) r Minutes of the Arden Hills Council Worksession, March 20, 1989 Page 4 . EMPLOYEE CONDUCT PARK DIR. BUCKLEY Council discussed the administrative memorandum from Clerk Administrator Berger relative to inappropriate conduct of the Park Director. . Berger advised he had discussed the memorandum with Buckley and noted a copy would be placed in his personnel file. Council concurred that the administrative memorandum outlined the inappropriate behavior and stated policy for handling such matters in the future. ADJOURN Mahowald moved, seconded by Growe, that the worksession be adjourned at 7:00 p.m. Motion carried unanimously. (4-0) h,e Bn~)~ Gary R. rger Clerk Administrator ~M aiL--- Thomas R. Sather Mayor NOTICE OF MEETING ... The next Regular Council Meeting will be held on Monday, March 27, 1989, at 7:30 p.m., at the Village Hall. . . r . . . . Minutes of the Arden Hills Council Worksession, March 20, 1989 Pag,; 3 CHECK SIGNER Council was advised staff had discussed the possibility of purchasing a check-signer to streamline office procedures and as a timesaving device. Berger noted the staff had viewed a new model and used model check-signer; staff recommended the used model check-signer would meet the needs of the city. He noted the checks would be approved prior to signatures being placed on the checks. Malone moved, seconded by Growe, that Council authorize Clerk Administrator Berger to purchase a protective check signer for the purpose of signing checks. Motion carried unanimously. (4-0) CONSENT AGENDA Council discussed utilization of a Consent Agenda to conduct Council meetings. Clerk Administrator Berger distributed information from the League of Cities manual outlining the procedure for adoption of the Consent Agenda. Council concurred to direct staff to prepare the appropriate Resolution adopting the Consent Agenda for the Regular Council meeting of 3-27-89. TRANSFER OF FUNDS Clerk Administrator Berger requested Council consider adding the Senior Accounting Clerk as an authorized person to transfer funds for payroll and claims. Council questioned how the procedure is handled and what methods of protection and controls are utilized by the banks. Berger advised he would research the matter and report back to Council. OTHER BUSINESS REQ. KVBM TV STATION Councilmember Mahowald questioned the status of the proposal from KVBM TV for locating a TV station in the city. Council discussed appropriate locations for the station, impact of the tower and responsibility for dismantling the tower in the event the station files for bankruptcy. Council directed the Clerk Administrator to contact the City of Shoreview to discuss the above issues and report back to Council. TRAINING CNTR. SEW/WTR CONNECTION Council discussed the proposed Training Center utility connection to the City of Shoreview and what requirements Arden Hills would impose prior to granting approval. Council concurred that a City Attorney should be retained prior to granting such approval and it was recommended that Arden Hills request a portion of the fee charged for the utility connection as well as obtaining a portion of the on-going revenue collected for the sewer/water connection. RINK CLOSING Councilmember Malone referred to the rink closing incident and suggested the resident filing the complaint should be sent a letter of apology from the Parks Director. He stated the resident indicated all telephone conversations she had with Buckley were initiated by her. Malone moved, seconded by Growe, that Council direct Park Director Buckley to forward a letter of apology to the resident involved in the rink closing incident, accepting full responsibility for the matter and indicating the employees involved have been disciplined, it was further requested that the letter be completed prior to March 24, 1989 and a copy enclosed in the Council packet for informational purposes. Motion carried unanimously. (4-0) r Minutes of the Arden Hills Council Worksession, March 20, 1989 Page 4 . EMPLOYEE CONDUCT PARK DIR. BUCKLEY Council discussed the administrative memorandum from Clerk Administrator Berger relative to inappropriate conduct of the Park Director. . Berger advised he had discussed the memorandum with Buckley and noted a copy would be placed in his personnel file. Council concurred that the administrative memorandum outlined the inappropriate behavior and stated policy for handling such matters in the future. ADJOURN Mahowald moved, seconded by Growe, that the worksession be adjourned at 7:00 p.m. Motion carried unanimously. (4-0) ~R B~~ Gary R. rger Clerk Administrator ~M all---- Thomas R. Sather Mayor NOTICE OF MEETING tit The next Regular Council Meeting will be held on Monday, March 27, 1989, at 7:30 p.m., at the Village Hall. . It