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050905 CC WS Min . . . CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, MAY 9, 2005 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS IMMEDIATELY FOLLOWING REGULAR COUNCIL MEETING MINUTES 1. CONVENE WORK SESSION MEETING Mayor Love called the meeting to order at 8:12 P.M. A. Roll Call Present: Mayor Love; Councilmembers Lizee, Turgeon, Wellens and Callies; Administrator Dawson, Engineer Brown and Planning Director Nielsen. Absent: None B. Review Agenda Wellens moved, Callies seconded, approval of the Agenda as presented. Motion passed 5/0. 2. PUBLIC WORKS - RELATIONSIDP WITH EXCELSIOR Administrator Dawson updated the Council on recent discussions with the City of Excelsior to reconsider collaboration among the Public Works departments regarding integrating of efforts and resources with Shorewood. Administrator Dawson noted that Excelsior is also talking with Deephaven and Tonka Bay and wishes to take a slow exploratory approach to a potential relationship beyond the informal one that exists. Administrator Dawson stated that there have been some changes in the Excelsior staff with the recent retirement of Excelsior's Public Works Superintendent, which may have prompted them to reconsider a co-operative working relationship. Dawson noted that having examined this idea in the past, they have identified potentials benefits and advantages to working collaboratively. Engineer Brown stated that the City of Excelsior is not ready to move ahead with a formal arrangement, but as they continue to review their staffing needs this idea may come back up for discussion. Administrator Dawson noted that there is a history of neighboring cities working cooperatively and Shorewood will continue working with surrounding cities. Mayor Love suggested Staff examine the possibilities, keep the Council informed and continue to work informally. CITY COUNCIL WORK SESSION MINUTES MAY 9, 2005 Page 2 of4 . 3. HUMAN RESOURCES UPDATE A. Employee Handbook Administrator Dawson reported that the City has retained Labor Relations Associates (LRA) to help the City look at human resource issues. Administrator Dawson noted that the staff is currently involved with updating position descriptions. Administrator Dawson noted that LRA has sent out information to other cities to do an external market comparison. LRA will also review the city's wage system. The Employee Handbook committee will reconvene to examine the language in the Employee Handbook and gather ideas from the staff regarding things they may want to see in the handbook. B. Benefits Committee Update Administrator Dawson noted that a Benefits Committee has been formed to review the current benefits offered, consider what might be desired in the future and to identify employee priorities. Administrator Dawson suggested that the Benefits Committee become a standing committee so they can review benefits annually and consider changes in the market and priorities of the employees. . Mayor Love asked if there would be comparison to benefits with other cities and to the private sector. Administrator Dawson noted that the City has the Stanton Survey to use as a comparison to other cities. Dawson stated that it would be several weeks before the committee is ready to present any data. Councilmember Turgeon recommended that staff provide a two-year comparison of benefits when they report back to Council. C. Education Reimbursement Administrator Dawson reported that the current Employee Handbook has language addressing education reimbursement and this section is being reviewed. Councilmember Turgeon stated that the current language in the Employee Handbook, regarding education reimbursement, is vague and would prefer more definitive language regarding the City's reimbursement of continuing education. Councilmember Turgeon stated that because this would be a policy change, it is relevant for Council to review this language. Mayor Love stated that the Council could continue discussion and make choices based on the feedback and the parameters they get back from a comparison of other cities. 4. CITY ADMINISTRATOR PERFORMANCE EV ALUA TlON PROCESS . Councilmember Turgeon noted that Councilmembers were sent an evaluation form for Administrator Dawson and requested that Council complete the form within 30 days. CITY COUNCIL WORK. SESSION MINUTES MAY 9, 2005 Page 3 of 4 . Mayor Love stated that he would prefer to see an abbreviated form at the mid-year point or just sit down with the Administrator as a group. Councilmember Lizee stated that she would prefer to do an annual review, and if there is consensus to conduct a mid-year review, that it be verbal. Mayor Love asked Administrator Dawson to schedule an executive session for the mid-year review. 5. CAT REGULATIONS Administrator Dawson stated that the City receives phone calls occasionally throughout the year regarding cats and asked Council if they would like to have an ordinance to regulate and perhaps license cats. Council members agreed that they do not want to license and regulate cats. 6. SHOREWOOD'S 50TH ANNIVERSARY - MAY 2006 Administrator Dawson reported that Shorewood will celebrate its 50th anniversary next year and asked if Council would like to observe this anniversary. Mayor Love suggested, and Council agreed, that no formal recognition take place~ however, it would be . appropriate to denote the 50th anniversary on the City stationery. 7. WARD SYSTEM REVIEW Administrator Dawson stated that staff is seeking direction with regard to how Council would like to proceed with any review of the ward system. Mayor Love stated that there were two public hearings and a lot of public discussion regarding wards and the matter can be reviewed and put in front of future Councils~ however, he did not believe there has been enough time to decide if the system is or isn't working. Mayor Love noted that a survey might be helpful to measure future elections by. Councilmember Wellens agreed to take the lead on this matter and work with Administrator Dawson to create an explanation of wards and Q&A. . . . . CITY COUNCIL WORK SESSION MINUTES MAY 9, 2005 Page 4 of 4 8. OTHER None. 9. ADJOURN Lizee moved, Wellens seconded, Adjourning the City Council Work Session Meeting of May 9, 2005, at 9:37 P.M. RESPECTFULLYSUBNITTTED, Shelley Souers, Recording Secretary OJ/2-. Woody Love, Mayor ATTEST: