Loading...
2012-08-28 CC Minutes WorkshopA�Ibcrtvillc Small . Tcu B U. � a CB ft ALBERTVILLE CITY COUNCIL WORKSHOP Monday, August 28, 2012 APPROVED MINUTES ALBERTVILLE CITY HALL ROLL CALL 7:01 P.M. Present: Mayor Mark Meehan and Council members Jillian Hendrickson, Larry Sorensen, John Vetsch and Dan Wagner Absent: None Others Present: Interim City Administrator Robert Thistle, Finance Director Tina Lannes, Public Works Director/City Engineer Adam Nafstad, City Attorney Michael Couri, City Clerk Kimberly Olson, Fire Chief Tate Mills, Dave Unmacht and Samara Postuma SPRINGSTED, INC. PRESENTATION ON CITY ADMINISTRATOR PROFILE AND JOB DESCRIPTION Mr. Unmacht stated there were six items that were utilized in the creation of the profile and job description: • Review of the Organizational Chart • Professional Experience • Review of the Visioning Study • Existing Job Descriptions • Individual Interviews with City Council, Staff and Community Members • Review of Outside Job Descriptions, i.e. St. Michael's Combined Position Unmacht stated that as they went through the process, the leading theme of a "small town feel" became apparent. Unmacht stated the profile identified priorities, a summary of the position and samples of the expected job functions. The remainder of the profile is where the real art of a profile lays. They have identified the qualifications desired, the professional opportunities, and the quality and characteristics necessary for the position. He stated the words are carefully chosen to help a potential candidate understand the role of the position and skills and abilities required. MAPublic Data\City Council\Council Minutes\2012 Minutes\City Council\M 08 28 2012 CC Workshop Minutes. docx City of Albertville Page 2 of 4 City Council Workshop Minutes August 28, 2012 Unmacht stated the current job description was outdated. Changes have been made to the position by transferring some areas of responsibility to the City Clerk and Finance Director. He went through a job description for a City Administrator and then one for the dual position of City Administrator/City Engineer/Public Works Director. They then identified the most important requirements and duties for the engineering/public works portion of the job description for the dual position. Sorensen asked how common this type of dual role is. Unmacht replied it isn't necessarily common. However, in smaller rural communities, the Administrator has many roles. Sorensen asked if compensation for this dual role would be greater than that of a traditional Administrator. Thistle stated they have only seen something as close to the dual role in St. Michael and it is within the range of a traditional Administrator. It will ultimately go back to the Personnel Committee to discuss compensation. Thistle reiterated that certain tasks have been removed from the position as well and given to other staff members. Sorensen stated there are also several staff members that serve as engineering technicians in St. Michael. Meehan asked how the process of selecting an Administrator has historically been done. Unmacht stated that there are usually three ways to become an Administrator: internal promotion (Department Head to City Administrator), begin in an Administrator role and move laterally, or someone seeking a second career after retirement from a first career. Vetsch felt there is a cost savings with the dual role. Sorensen would like to see what the cost savings would be. He stated they will also need to account for training needed before the job if they choose the dual role. Hendrickson also stated that since the City is built out as much as it is, it will not warrant the hiring of additional engineering help if they choose the dual role. Thistle stated that there will be costs with both options. He stated that Albertville is very unique in the fact that most of its services are contracted out, such as planning/zoning and police. He stated most cities would have these services in house and that is why the job descriptions lean heavily on the need for contract management skills. He does see potential efficiencies with the dual role. Sorensen was concerned that they had earlier hired a full time engineer and now they are trying to combine the positions. Meehan stated that it was needed at the time. Hendrickson stated the building technician will bring help as well as the having the City Clerk for additional help. She felt it would be manageable and is worth trying. She stated it would be beneficial to have someone who has worked with the community and the County, who knows the history of the City and is able to work with staff. Vetsch stated that salary and benefits will go from two to one. Sorensen stated that no matter what way they decide to go, he felt it important to pursue the process of posting the position and interviewing other candidates. Meehan stated he had an opportunity on the Personnel Committee. Sorensen stated he stepped down because of outside commitments. Hendrickson stated the learning curve will be steeper with the dual position. Meehan thanked Unmacht for his work and presentation. MAPublic Data\City Council\Council Minutes\2012 Minutes\City Council\M 08 28 2012 CC Workshop Minutes.docx City of Albertville City Council Workshop Minutes August 28,2012 2013 BUDGET DISCUSSION Page 3 of 4 Thistle stated they are presenting two different budgets: one for a City Administrator and one for City Administrator/City Engineer/Public Works Director. These budgets were based on the feedback from the last meeting that the upper limit for the levy was 2% and the bottom was 1%. Lannes presented the option with a full time City Administrator and full time City Engineer that spreads out the $100,000 administration costs and Fire Department back pay costs over two years, cost of living reduced to 2%, and took a little from bit funds from all over to get the levy down to 2%. She stated none of the options provided tonight include $10,000 for the Ice Arena. St. Michael stated that if they have money left over in their budget at the end of the year, they would dedicate it to the Ice Arena contingent on what the other entities are able to do. Lannes presented the option of the Combined City Administrator/City Engineer/Public Works Director. The budget includes. spreads out the $100,000 administration costs and Fire Department back pay over two years, 2% cost of living increase, combing the two positions, and retaining $60,000 for training and consulting fees. A savings of approximately $55,800 is garnered by combing the two positions. This brings the levy to 0.98%. However, she recommends that Council stay at a 2% levy as an option 3. This would pay back the Fire Department back pay in full in one year, and would pay $72,500 of the administration costs leaving only $27,500 or a 1% levy for the 2014 budget for the next Council. Sorensen requested clarification on the cost of living in the first and third option. Lannes reported it had been brought down to 2% in all three options based on additional information that showed inflation had gone down. Thistle stated that he supported Lannes's recommendation to keep the 2% levy. Meehan asked if everyone was comfortable with a 2% levy. There was no objection. Staff will bring forward d to the next meeting then a 2% levy increase. CITY ADMINISTATOR POSITION Meehan asked if they could make the decision of which way to go with the Administrator position now. Couri responded they could make that decision now. Either way he would anticipate that the Personnel Committee would have to meet. If Council were to go with the dual role, he could see getting everything together by the September 17 Council meeting. Motion made by Hendrickson to bring the Personnel Committee together to formulate an adoption of the City Administrator/City Engineer/Public Works Director role where the Personnel Committee would put together a written contract and develop a transition period with Adam Nafstad. The motion was seconded by Meehan. MAPublic Data\City Council\Council Minutes\2012 Minutes\City Council\M 08 28 2012 CC Workshop Minutes.docx City of Albertville City Council Workshop Minutes August 28, 2012 Page 4 of 4 Sorensen asked for further discussion. He wanted it noted that he would be voting against this because this position is the chief administrative office for the City of Albertville and he felt it would be a disservice not to consider other candidates. Hendrickson stated she respected Sorensen's opinion, but she felt that after the information from the consultant, this is the way to proceed. Vetsch felt the City needs someone who knows the history and the lay of the land. Ayes: Meehan, Hendrickson and Vetsch. Nays: Sorensen and Wagner. Absent: None. MOTION DECLARED CARRIED. ADJOURNMENT Motion by Vetsch, seconded by Meehan, to adjourn the meeting at 8: 05 p.m. Ayes: Meehan, Hendrickson, Sorensen, Vetsch and Wagner. Nays: None. Absent. None. MOTION DECLARED CARRIED. Respectfully submitted, K mberly . Olson, City Clerk MAPublic Data\City Council\Council Minutes\2012 Minutes\City Council\M 08 28 2012 CC Workshop Minutes.docx