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HomeMy WebLinkAboutCCP 09-15-1997 ~ . ".;-g,;.";!:~t;:~qry'J~"_",, iL'''''~'''''_'lJ,?~",:_c.._ __,,,,,,,_,,,,,,,_~,_-"_'X.~~~:r:~ ---."",--,.:"~~':'Y,:~~-",,,,_;,,t;.,'.";;"b, _" __'~~"~_'~~!"~: .. -.-~."~" .__~:_~r~~~ "', ":_~s.Y.P:;.j.,,,:-,-,.i ""-:> --",-,--.-:"-:"-.,;".:,<-<,:--,;",:,--",,,, - -..-;,- -',:' :-.<-:::::~_.>;_:_ ': -.l- ?t~;:-_ C~,:-",_?__,.,::_:\,,,,, . - - --- ~ AGENDA --.-- ARDEN HILLS CITY COUNCIL WORKSESSION PUBLIC WORKS LUNCHROOM I MONDAY, SEPTEMBER 15, 1997, 4:45 P.M. . II CHANGE OF ~G WCATION II I 4:45 P.M. 1. Call to Order I I 4:45 P.M. 2. Approval of Meeting Agenda I 4:45 P.M. 3. City Issues - Short Term ..... a. Discussion on Status of 1997. Priorities/Employee Workload ,. I. Bricks and Mortar 2. Economic Development I 3. Infrastructure 4. TCAAP I b. Service Recognition Programs I 5:45 P.M. 4. Miscellaneous Items I I 6:00 P.M. 5. Adjourn I 6:00 P.M. Council/Staff/Committee BBQ I ~ The above times may vary depending upon length of issue discussion. I "~~" ")...~."...-<\" -~~~~. ~ V'~'" i.....i'~""~~>;I'. ~-'O""l'". "'-~'".....", i",l~",*"" ".n1)ll'1'1'"'_P~~~''' !1!!!"',,",,""~ ,~,~~ft . .. . "" . . ' " '~f ' , ,'""'l'\ ,.~_." .'" " "] . , ,,- ~ f . . "'1 ~ , ... ~ 1~: . . . ..- . I . . September Meetinl!s October Meetings . September 3 Planning Commission 7:30 P.M. October I Newsletter Committee 6:00 P.M. Septem ber 8 Council Meeting 7:30 P.M. October I Planning Commission 7:30 P.M. . Septem ber 15 Council Worksesslon 4:45 P.M. October 14 Council Meeting 7:30 P.M. " September 17 Business Development 8:00 A.M. October 15 Business Development 8:00 A.M. Committee Committee September 18 Finance Committee 7:30 P.M, October 16 Finance Committee 7:30 P.M. . September 18 Public Safety 7:30 P.M. October 16 Public Safety 7:30 P.M. . Commission Commission September 22 Joint Worksession 7:00 P.M. October 20 Business Relations 4:00 P.M. (Arden Hills, Shorevlew Committee . and North Oaks) October 20 Council Worksesslon 4:45 P.M. September 22 Special Council Meeting 8:00 P.M. . October 27 Economic Development 7:00 P.M. September 24 Hwy. 96 Task Force 7:00 P.M. Authority September 29 Economic Development 7:00 P.M. October 27 Council Meeting 7:30 P.M. . Authority October 28 Parks & Recreation 7:00 P.M. September 29 Council Meeting 7:30 P.M. Commission . September 30 Parks & Recreation 7:00 P.M. October 29 Newsletter Committee 6:00 P.M. Commission . October 29 Hwy. 96 Task Force 7:00 P.M. .. . . HP OfficeJet Fax Log Report for . Personal Printer/Fax/Copier City of Arden Hills 612633-7839 . Sep-12-97 09:48 AM . Automatic l.Q, . Identification Result Pa2es Im JaIl< Time Duration Diavnostic 6286833 L-.: P<-"'f 'I No answer 00/02 Sent Sep-12 O9:44A 00:00:00 OO202OOOOOOO . 6339550 ~ OK 02102 Sent Sep-12 09:45A 00:01:09 002120430020 6333846 . " OK 02102 Sent Sep-12 O9:46A 00:01:08 002120430020 . .., . . . .t . . . . ?()~~ . .,-r \?Jl7 . ~ . .- I ____u_ ----------- --- I HP OfficeJet Fax Log Report for I Personal Printer/Fax/Copier City of Arden Hills 612633-7839 - Sep-12-97 10:45 AM I Identification BalIll fum Im1 Date :riIIm Duration Dial!ll08tiC . 6286833 No answer 00 Senl Sep-12 1O:45A 00:00:00 00208OOOOOOO .., I I I I I It I I I I I I I .- I I HP OfficeJet Fax Log Report for I Personal PrinterlFaxlCopier City of Arden Hills 612633-7839 . Sep-12-97 11:14 AM I Identification Result Paees ~ DlW! IilWl Duration Dial!Dostic . 6286833 No answer 00 Sent Sep-12 1I:14A 00:00:00 0020800000OO ... . . . . I .- . . . . . . I .. I . HP OfficeJet Fax Log Report for . Personal Printer/Fax/Copier City of Arden Hills 612633-7839 . Sep-12-97 12:39 PM . Identification ~ Pallcs Im!l Date I.im!l Duration Diall"ostic . 6286833 No answer 00 Sent Sep-12 12:38P 00:00:00 0020800000OO ... . . . . . ., . . . . . . . .- . I HP OfficeJet Fax Log Report for I Personal Printer/Fax/Copier City of Arden Hills 612633-7839 . Sep-12-97 04:53 PM I Identification B.la!! P8l'!es IXIll< Dl!Ill Time Duration Diamostic I 6286833 No answer 00 Sent Sep-12 04:53P 00:00:00 OO208OOOOOOO .., I I I I I It I I I I I I I I. I ----- . HP OfficeJet Fax Log Report for . Personal Printer/Fax/Copier City of Arden Hills 612633-7839 . Sep-15-97 08:57 AM . Identification RwI11 lam ImI< Date Time Duration Dianostic . 6286833 No answer ()() Sent Sep-15 08:56A ()():()():()() 0020800000OO .., . . . . . .- . . . . . . . .- . ---------- I I CITY OF ARDEN HILLS i' MEMORANDUM DATE: September 12, 1997 I TO: Mayor and City Council I FROM: Brian Fritsinger, City Administrator~ SUBJECT: Administrator Comments for the September 15, 1997 Council I Worksession I II NOTE CHANGE OF MEETING LOCATION II I 1. City Issues - Short Term I a. Discussion on Status of 1997 PrioritieslEmployee Workload The City Council has asked for staff to keep them apprised of the workload issues related to the priorities established at the 1997 Retreat. I have attempted to keep Ie the council aware of these items as part of the montWy department reports. Those priorities were: .~ I . Economic Development . Bricks and Mortar . Infrastructure I . TCAAP I The development of the OBD appears to be now entering the completion of Phase I activity. Staff has been working with a variety of consultants to assist us 'with the details of this program. These consultants include; Steve Apfelbacher and I Mark Ruff - EWers & Associates, Bob Deike - Attorney, and Steve Bubal- Bond Counsel. We will now need to gear up for Phase II, which includes land acquisition and relocation issues. I With the contract being executed with the architect for City Hall design, staffwill soon be near completion of the space needs/programming study. I anticipate that I the selection of a site at tonight's meeting will dominate the conversation, and provide me with direction on this topic for the next few months. I Infrastructure continues to be a critical component of Mr. Stafford and Mr. Ringwald's activities. Whether it's preparing for Fourteenth Street, 1998 street ~ improvements, televising sanitary sewer lines, or water meter replacement, staff continues to work on this topic. I I Administrator Comments for the September 15, 1997 Council Worksession I Page Two September 12, 1997 -- TCAAP has been relatively quiet over the past several months. Alliant Techsystems has not been in contact with the City since it was notified that the I project must slow down. In general, the Council is being asked at tonight's meeting, to discuss the status of I each of these items, and to consider whether or not these priorities are still valid. b. Service Recognition Programs I The City Council had previously requested an opportunity to discuss a service recognition program for Arden Hills. I have enclosed a memorandum touching on many of the related approached to this type of program. I anticipate that may I have some feedback on related issues which could affect how such a program is established. 2. Council/Committee/Staff Barbeaue I The third annual barbeque will be held at the conclusion of the Worksession. It appears we have everything ready for the event. I purchased a gas grill for City Hall which can be I used for this event. In prior years, staff has brought in its own equipment in order to have the retreat. The Council may wish to consider standing next to the serving tables to greet .- and recognize our committee members and staff in an informal manner. BF/sls I I I I I I I .. I - - I CITY OF ARDEN IDLLS ~ MEMORANDUM DATE: September 12, 1997 I TO: Mayor and City Council .' I FROM: Brian Fritsinger, City Administrator & SUBJECT: Employee Service Recognition Program I Background I Recently the Mayor and City Council inquired as to the investigation of an employee service recognition program. The Council did not provide any specific recommendations or ideas, but expressed an interest in further discussion on the topic. I Who is the City Recognizing? The first consideration by the City Council on this item should be who they are recognizing. Is it I all employees, administrative staff, or Public Works/Parks maintenance employees? Without understanding who it wishes to recognize, the Council may be creating a program which provides little or no value. Ie Why does the City want to Recognize Staff? The Council should also clarify why it wants to recognize staff. Is it for exceptional service, I longevity, or building the "team" trust factor? I These two questions are extremely important, in that depending on how the City Council answers the questions, the Council will find vastly different needs by employees on the issue of recognition. The Public Works/Parks maintenance employees may be satisfied with some type I of plaque/gift recognizing longevity. However, the Department Heads may respond more positively to an increased level of external support from the City Council on recognizing the high workload level it has maintained since 1995. I The employees of Arden Hills are an extremely talented group of individuals who maintain a unified commitment (through both loyalty and dedication to Arden Hills' success) to insuring I that Arden Hills citizens are proud of their community. This does not refer to anyone individual specifically, or any group of individuals, but instead refers to all of the twenty-one employees who serve Arden Hills. I believe that it is this commitment which creates the need for careful I consideration of the questions identified above. I The Council may wish to broaden this conversation of employee service recognition programs to . include strengthening employee morale through incentive recognition programs. However, in considering its options, the City should discuss how Arden Hills fits into the broader city r" government employment process, and how any recognition program impacts this. I ------------ Memorandum - Employee Service Recognition Program I Page Two September 12, 1997 .. In other words, what role does Arden Hills employment take in an employee's growth and career advancement objectives? This would include comparing the Arden Hills pay scale to other I cities, and re-evaluating how this pay scale affects both the quality of and duration of employment by current/future employees. Regardless of the type of approach considered, the City Council may wish to consider a goal of I this conversation to be the investigating of methods of increasing employee morale. This statement is not intended to mean that the morale of the employees is bad, but recent workloads I have at times strained morale. The strength of your current staff is their willingness to pitch in and help whenever necessary, regardless of ' job description" responsibilities. However, 'during periods of high stress, this willingness to pitch in and the response by the City Council/citizens I does affect morale. Whether it's an employee recognition program or something different, the City Council sets the I tone for staff's morale. The careful consideration of the programs listed below, and broader employment questions, is integral to creating a solid employee service recognition program. I In general, my experience with other cities has shown that no matter how good the program is, or its intentions, without commitment and follow through by management, a program is destined tJ for failure. If management supports the program, encourages its use, and follows up on its areas of responsibility, staff will typically be more receptive to participating. Some program ideas include: I 1. Suggestion Programs I The program I am most familiar with is the suggestion box. I've never seen anything substantial develop from this approach. Arden Hills has one located in the lobby area, and I've not seen one suggestion provided. Many employers have I incorporated incentive programs for the implementation of suggestions. 2. Safety Awards I Many communities have safety awards. However, I prefer safety awards for an entire department rather than individual awards. Arden Hills doesn't have enough I departments to create a competitive type of award. Arden Hills could consider an award at the year end for no accidents or work-related injuries by the Public Works and/or Parks and Recreation Departments. From a staff perspective, the I question that needs to be resolved to make this a worthwhile program would be, "What's the award?" Is it recognition or cash? 3. Wellness Programs I I've had very good experience with the wellness program. I was part of a .. committee that created the program in Hopkins. The program ranged from I ~. I' ,- I Memorandum - Employee Service Recognition Program Page lbree tt September 12, 1997 creating a golf league, smoking cessation, weight management, general health, I etc. We had looked at trading sick leave for health club memberships and financial incentives for employees who exercised, but in the end it was more low- key. More than anything, it created some camaraderie between the different I departments. There was some financial and time commitment required from the City to make this work. This type of program is very broad based and provides a wide range of possibilities for staff incentive. I 4. Length of Service The initial area suggested by the City Council included the presentation of some I type of award or recognition for length of service with the City. This is an interesting idea since most communities have moved away from recognizing I longevity as part of the payroll system. There's nothing fancy about this type of program other than the recognition of individuals for their dedication to their job and community. Preferably, its done at some type of public gathering, Christmas I party, summer picnic, etc. The question which should be closely considered is if the City, by nature of its Ie position in the broader employment process, is a developmental or starting point rather than long-term career choice, should this type of program be used. Or, should the City consider how it can develop other options in addition to this to I keep key employees for a longer period of time. 5. Career Developmentffuition Reimbursement I Personally, I believe that management has a responsibility to encourage the professional growth of employees. This program would involve paying for, or reimbursing, employee education. The amount of financial assistance and time is I another issue to be discussed. While I see the benefit to the employee or additional wages for increased levels of education, I do not necessarily agree that I increased wages should be provided. I like it because an employee who is motivated to improve themselves, typically is I motivated to do his/her job. As they become better educated, these individuals may leave the organization, but that's not necessarily bad. My experience is that passing grades of"C" are required for reimbursement. I feel that career I development would have to include the Public Works and Parks and Recreation Departments, as well as the Administrative Office. I In this same arena, the Council could encourage attendance at national conferences. 118 I .....J ". Memorandum - Employee Service Recognition Program . Page Four September 12, 1997 -- 6. Employee ofthe month/year This would be similar to service recognition in that employees are recognized for . their perfonnance. The question is, "How", and I would contend that this type of program may only create hard feelings among other employees. 7. Incentive Pay . I also like the idea of incentive/merit pay. The pay should be based upon specific goals and objectives which are established each year. This requires each . Department Head to be finn, fair and believe in the program. It only takes one Department Head who regularly gives/denies merit pay to ruin a good sysiem. I prefer lump sum incentives to salary increases. It would be interesting to research . sick leave incentives. (i.e., bonus for not using sick leave or a buy-back of unused sick leave.) 8. Special Events . These are valuable if everyone is involved and everyone has an understanding of why the event is being held. Are these events being planned and sponsored by the . City Council for the employee's as a way of saying "thanks," or are they simply events where the City is providing money and allowing the staff to plan for the tJ event from a camaraderie perspective. The question always raised is, "Who is going to pay for the event?" These events may include a Christmas party, surnmer picnic, etc. . 9. Other Morale Boosters The City Council has, in the last two years, undertaken two recognition activities . which have gone over well with staff; end of the year gift, and change of summer hours at City Hall. Other things to consider would be casual day, and computer or phone purchase options. . Overall, I think there are both financial and personal benefits which come from these types of programs. Some are better than others. With the recent move to "reinventing" government, the . question becomes more of general incentive programs vs. recognition/participation programs. Recommended Action . Staff would like further direction on the idea of employee service recognition programs. BF/sls . . .. .