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2012-01-03 CC Minutes � �����r��11� smor r�wa u�w- �n �ur ur.. ALBERTVILLE CITY COUNCIL January 3, 2012 MINUTES ALBERTVILLE CITY HALL 7:00 PM CALL TO ORDER — PLEDGE OF ALLEGIANCE Mayor Meehan called the regular City Council meeting to order at 7:00 p.m. All individuals present said the Pledge of Allegiance. ROLL CALL Present: Mayor Mark Meehan, Council members Larry Sorensen, Dan Wagner, and Jillian (Schommer) Hendrickson Absent: Council Member John Vetsch (Aunt's funeral) Others Present: City Administrator Larry Kruse, Finance Director Tina Lannes, City Clerk Bridget Miller, City Engineer Adam Nafstad and City Attorney Michael Couri Excused Absence: City Planner Alan Brixius AMENDMENTS TO THE AGENDA Meehan noted there were no amendments to the agenda. CMs Wagner/Sorensen motioned to approve the Tuesday, January 3, 2011 agenda as sent and presented. Motion carried unanimously. CONSENT AGENDA All items under the Consent Agenda are considered to be routine by the City staff and will be enacted by one motion. In the event an item is pulled it will be discussed in the order it is listed on the Consent agenda following the approval of the remaining Consent items. These items will be approved by a separate motion. M:\Public Data\City Council\Council Minutes�2012 Minutes\City Council�IV101-03-2012.doc City of Albertville Council Minutes January 3, 2012 Page 2 of 5 A. Approve the December 19, 2011 regular City Council minutes as presented B. Acknowledgement of the Monday, December 19, 2011 Joint Powers Water Board meeting — majority of Council members were present as the meeting was held in the East Conference Room at the Albertville City Hall C. Authorize the TuesdaY, .Ianuary 3, 2(}12 payment of the claims that includes electronic payments 513, 514, 530-537 FFT and check numbers 30566 ta 30_496 as presented D. Approve Resolution No. 2U12-001 Acknowledging the Appointments for the Various Offices for the 2012 Calendar Year E. Acknowledge the City Engineer's Project Status Report F. Adopt the 2011 Pay Equity Compliance Report G. Accept the Personnel Committee's recommendation to establish a Public Works and Parks Maintenance II position with a 2012 wage range from $44,952 to $50,860 and to approve moving Ryan Zachman to Step 4($49,619) on that schedule effective at the start of the next payroll period H. Accept the Personnel Committee's recommendation to establish a pay range of $42,812 to $48,437 for the Water, Waste Water Treatment Operator and to approve moving Gerald Gerads to Step 3($46,104) on that schedule effective at the start of the next payroll period I. Acknowledge receipt of the December 28, 2011 Personnel Committee Minutes Meehan stated he had one change to the appointments and that was to appoint Council member Jillian Hendrickson to replace Mayor Mark Meehan on the Personnel Committee. CMs Sorensen/Wagner motioned to approve the Consent Agenda as amended with Council Member Jillian Hendrickson to replace Mayor Mark Meehan on the Personnel Committee. Motion carried unanimously. ENGINEERING I-94 Amendment to the Professional Services Contract for SRF MnDOT is requesting that the profile of the WB CD Road be adjusted to 1) eliminate the need for a median barrier wall, which impedes sight distance, and 2) reduce the cross-slope of the median between the CD road and mainline to minimize the risk of vaulting. SRF is proposing to complete the requested revisions for an amount not-to-exceed $32,000. Work associated with the profile is rather extensive, as other portions of the plan need to be revised accordingly. Plan set sections that need to be revised or updated with the profile include, roadway plans, retaining wall plans, drainage plans, signage plans, cross-sections, typical sections, and quantity tabulations, together with extensive coordination with MnDOT. SRF proposes to complete and submit the revised plans to the State by late January. M:�Public Data\City Council\Council Minutes�2012 Minutes\City CounciNvi 01-03-2012.doc City of Albertville Council Minutes January 3, 2012 Page 3 of 5 For your information, this is the 4th amendment to the design contract which would amend the contract budget to $451,536. A brief summary of the amendments is as follows: Original Contract Amount $333,366 Amendment No. 1 $35,700 (Relocation of DMS, Ramp Lighting, Signage, etc.) Amendment No. 2 $29,700 (Bid Documents, Design Memo, Spec Amendments) Amendment No. 3 $20,770 (Barrier Wall, Retaining Wall) Amendment No. 4 32 000 (Profile Revision-proposed) Total Contract Amount $451,536 The Council discussed the project delay and the $55,000 added expense exploring the barrier wall. All agreed it was unfortunate that MNDot did not figure this out during preliminary design. All agreed they can justify spending the additional $32,000 to save an estimated $200,000 in construction costs. CMs Wagner/Sorensen motioned to amend the Professional Service Contract amount with SRF Consulting from $419,536 to $451,536 for the final design of the I-94 Westbound Collector- Distributor Road. CMs Hendrickson/Sorensen moved to go into a closed meeting to discuss the City Clerk's Performance Evaluation. Motion carried unanimously. CMs Hendrickson/Sorensen moved to reconvene the regular City Council Meeting and temporarily adjourn to a workshop to discuss 2012 staffmg. Mayor Meehan convened a workshop from 7:30 p.m. to 8:50 p.m. Mayor Meehan called the regular Council Meeting to order at 8:50 p.m. Mayor Meehan gave a report from the Personnel Committee and suinmarized that Council Member John Vetsch, who could not be with the Council tonight because of an Aunts funeral is supportive with the following personnel changes: City Engineer CMs Hendrickson/Wagner moved to establish the position of Public Works Director/City Engineer and post the position at City Hall for a 10 day period and authorize the Mayor and City Administrator to seek candidates for the position. Motion carried unanimously. Administrative Clerk II AccountinE Position Bridget Miller spoke in favor of her taking on the new accounting duties. Miller gave a history of when she started working for the City doing Utility Billing and some of the accounting duties outlined in the proposed job description. She explained that the City Clerk position has not been the best fit for her skills and in general would look forward to this new opportunity. She said she understands this will be a financial setback for her, and is hopeful the position will increase from 32 hours to full-time at some time in the future. M:�Public Data\City Council\Council Minutes�2012 Minutes\City Council�Ivl 01-03-2012.doc City of Albertville Council Minutes January 3, 2012 Page 4 of 5 CMs Sorensen/Hendrickson moved create the position of Administrative Clerk II Accounting position at 32 hours per week and offer the Administrative Clerk II Accounting position internally to Bridget Miller at Step 3 on the schedule, subject to six month probation. Motion carried unanimously. Administrative Clerk II (Front Desk Position) CMs Sorensen/Hendrickson moved to acknowledged that the front desk will remain at approximately 60% of full-time through the first quarter with the goal to advertise to fill a full- time position in April. Further, depending on projects and workload demands to authorize the City Administrator to reallocated work hours amongst staff in an effort to accomplish desired goals. Motion carried unanimously. Citv Administrator/Citv Clerk CMs Hendrickson/Wagner moved acknowledge City Clerk Bridget Miller being reclassified to the Administrative Clerk II Accounting position and to amend the City Administrator's job description to temporarily perform the duties and responsibilities of the City Clerk and seek replacement of the City Clerk position in April. Motion carried unanimously. Building Official The Personnel Committee recommended the Building Official be set at 75% of a revised pay schedule. The Council discussed the lack of construction activity and the need for the department to be more responsive to sign ordinance enforcement, zoning enforcement, and making progress with electronic file migration project, being punctual and improved reporting to City Council. The Personnel Committee (Meehan and Vetsch) stressed the need to maintain our housing stock especially with the increased number of rentals and agreed with the City Administrator's performance goals. Kruse assured the City Council that staff was on a path to address those concerns. Kruse expressed that he would like to not see the Building Official go backwards on compensation. Kruse requested that Sutherland at his discretion could work up to 85 percent of full-time. If progress is not being made on departmental goals that he have the flexibility to shift those hours to other employees to get work done. Council member Hendrickson agreed saying our goal should also be to improve employee morale and provide the means to get this work accomplished. CMs Wagner/Sorensen moved to adopt a revised pay schedule for the Building Official with the following pay range, placing Building Official Jon Sutherland at the top step of that range effective immediately. (New/Revised) 2012 Building Official and Planning and Zoning Administrator Start Ste 1 Ste 2 Ste 3 Ste 4 Ste 5 $61,000 $62,525 $64,088 $65,690 $67,333 $69,016 M:�Public Data\City Council\Council Minutes�2012 Minutes\Ciry CouncilUvl 01-03-2012.doc City of Albertville Council Minutes January 3, 2012 Page 5 of 5 Further, to give the City Administrator discretion on the number of work hours worked by the Building Official up to a maximum of 85% of full-time based on the revised pay schedule. Further, depending on projects and workload demands to authorize the City Administrator to reallocated work hours amongst staff in an effort to accomplish desired goals. Motion carried unanimously. Finance Director Step CMs Wagner/Sorensen moved to grant the Finance Director a one-half step increase from Step 4 to Step 4.5 effective immediately. ADJOURNMENT CMs Sorensen/Wagner motioned to adjourn the meeting at 9:00 p.m. Motion carried unanimously. Larry Kru , City Administrator M:�Public Data\City Council\Council Minutes�2012 Minutes\City Council�Ivl 01-03-2012.doc Albertville City Council �lb�rtvi��� �.,���.���.. January 3, 2012 Public Attendance Record Page 1 Complete a "Request to Speak" card if you PLEASE print full Address City Want to speak to the name council regarding an item that is not on the a enda Jon Doe 10295 Your Street NE Annandale Agenda item Jane Smith 1579 Albertvilie Av NE Albertville Yes -speeding cars M:�Public Data\City Council�Public Notices�2012 City Council Public Attendance.doc