01-03-11 CC Special Mtg AgPCITY OF SHOREWOOD
CITY COUNCIL SPECIAL MEETING
MONDAY, JANUARY 3, 2011
AGENDA
5755 COUNTRY CLUB ROAD
CITY HALL
8:00 A.M.
Attachments
1. CONVENE CITY COUNCIL. SPECIAL MEETING
City Administrator /Clerk Brian Heck will administer the Oath of Office to
newly elected Mayor Christine Liz& and Councilmembers Laura Hotvet
and Debbie Siakel
A. Roll Call
Mayor Liz& _
Hotvet
Siakel
Woodruff_
Zerby
B. Review Agenda
2. CONSENT AGENDA
A. Setting the 2011 City Council Regular Meeting Dates Administrator's CAF
B. Making Appointments to Certain Offices and Positions within the City of Administrator's CAF
Shorewood for the Year 2011
C. 2011 Salaries
D. Recording Secretary Contract
3. GENERAL./NEW BUSINESS
Administrator's CAF
Administrator's CAF
A. City Attorney
4. ADJOURN
Administrator's CAF
Department Date Council Meeting Item Number
Administration 12/26/10 1/3/11 #2A
From: Brian Heck
Item Description: Setting the Year 2011 Regular City Council meeting schedule
Background / Previous Action:
This is a routine organizational item which requires that Council adopt a resolution setting the Year 2011
City Council meeting schedule for the 2 nd and 4 1 Mondays of each month. Should a meeting fall on a
holiday, Council should give sufficient notice as to the alternate meeting date. In 2011, there are no
holidays that fall on a regularly scheduled meeting day.
A copy of the proposed resolution is attached.
Staff Recommendation
Approval of the Resolution Setting the Year 2011 Regular City Council meeting schedule.
Council Action:
CITY OF SHOREWOOD
RESOLUTION NO. 11 -001
A RESOLUTION SETTING THE 2011 REGULAR COUNCIL MEETING SCHEDULE
FOR THE CITY OF SHOREWOOD
WHEREAS, Minnesota Statutes require that council must keep a schedule of its regular
meetings on file at its primary office;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Shorewood as follows:
For the Year 2011, the Regular City Council meetings will be scheduled on the 2nd and
4th Mondays of each month and shall be held in the Council Chamber of the Shorewood City
Hall, 5755 Country Club Road, Shorewood, MN. Should a Regular City Council meeting fail on
a holiday, the Council will give sufficient notice as to the alternate date for the meeting.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD
this 3rd day of January, 2011.
Christine Liz&, Mayor
ATTEST
Brian Reek, City Administrator /Clerk
COUNCIL ACTION FORM
Department Council Meeting Item Number
Administration January 3, 2011 2 - B
From: Brian Heck, City Administrator
Item — Committee Appointments
Description /Background /Previous Action
The City Council uses several advisory committees and commissions to review information and make
recommendations to the council on a preferred course of action. Some committees and commissions
consist of citizen volunteers and some consist of council members and staff.
The council committees are the investment committee, Southshore oversight committee, and personnel
committee. The council also appoints a member to the Excelsior Fire District Board and the Lake
Minnetonka Communications Commission.
In the past, a council member served as liaison to the Minnehaha Creek Watershed District, the Riley
Purgatory Bluff Creek Watershed District, and Lake Minnetonka Conservation District (LMCD). I believe
that staff or an interested citizen could serve as liaison to the watershed districts in that the purpose is
to monitor the meetings and bring information to the Council of issues and /or activities that might be of
interest or impact the City. The LMCD representative is a specific council appointment; it can be a
council member or citizen representative, and in the past has been both.
Staff is suggesting the Council hold off on appointing an investment committee at this time. If the
Council feels a need to appoint members, the council can do so at that time. Staff further suggests the
council discontinue the Southshore oversight committee. The administrator, finance director, and
contractor will meet regularly on the operation of the center and staff will bring issues to the council as
needed.
The mayor met with staff and provided her recommendations for committee and commission
appointments and these are listed on the attached resolution.
Options:
1) Approve the appointments as recommended by the Mayor
2) Suggest alternatives to the Mayor's recommendations
Council Action:
CITY OF SHOREWOOD
RESOLUTION NO. 11 -002
A RESOLUTION MAKING APPOINTMENTS TO CERTAIN OFFICES
AND POSITIONS WITHIN THE CITY OF SHOREWOOD FOR THE YEAR 2011
WHEREAS, it has been the policy of the Shorewood City Council to make annual
appointments to fill certain offices and positions within the City government at the beginning of
each year; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Shorewood as follows:
I. That the following persons are appointed to the following offices and positions:
a. Acting Mayor: Scott Zerbv
Council Representatives to:
b. Park Commission Liaison:
January — June 2011: Laura Hotvet
July — December 2011: Scott Zerbv
C. Planning Commission Liaison:
January — June 2011: Debbie Siakel
July — December 2011: Richard Woodruff
d. Metro Cities (AMM): Richard Woodruff
e. Alternate Metro Cities (AMM): Brian Heck
f. Lake Minnetonka Communications Commission: Scott Zerbv
g. Coordinating Committee South Lake Minnetonka Police
Department: Mayor
h. Alternate to Mayor on Coordinating Committee South Lake
Minnetonka Police Department: Debbie Siakel
i. Excelsior Fire District Board Member: Scott Zerbv
j. Alternate Excelsior Fire District Board Member: Laura Hotvet
k. Investment Committee: Recommend holding off appointments
1. Personnel Committee: Mayor Christine Lizee and Debbie Siakel
m. Weed Inspector: Mayor Liz&
n. Assistant Weed Inspector: Joe Lugowski
2. That the following other appointments are made:
a. Minnehaha Creek Watershed District Liaison: _ resident
b. Riley Purgatory Bluff Creek Watershed District Liaison:_r
C. Lake Minnetonka Conservation District resident
d. Lake Minnetonka Communications Commission: Ken Hendrickson
e. Minnetonka Community Education (two -year appt): Tad Shaw
f. City Attorney: to be discussed
g. City Prosecutor: Ken Potts
h. Emergency Preparedness Director: SLMPD Police Chief Bryan Litsey
3. Official Depositories: Beacon Bank 4M Fund & other Depositories as necessary
4. Official Newspaper: Sun Sailor. Notices may also be published in the Laker
5. That the Blanket Bond (Official Bonds) is approved.
That such appointments shall take effect on the date hereof and shall continue for the remainder
of the year or until such time as a successor is appointed by the City Council.
ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 3rd
day of January, 2011.
Christine Lizee, Mayor
ATTEST:
Brian Heck, City Administrator /Clerk
Department Council Meeting Item Number
Administration January 3, 2011 2-C
From: Brian Heck, City Administrator
Item — Non -Union Staff Compensation
Description /Background /Previous Action
The Council set aside $19,112 or 2% of non -union staff compensation, in a pool for distribution to staff
in the form of base wage increases or lump sum payments based on the outcome of their annual
reviews. Compensation decisions are based on overall performance, location in the compensation
schedule, and overall available dollars.
Supervisors reviewed the performance of staff and met with the administrator to go over compensation
potential. There are a few members of staff whose current wage is above or very close to the market
maximum and therefore, if their performance merits it, the recommendation is for advancement to the
maximum and /or lump sum payment.
The attached spreadsheet shows the outcome of the annual review as well as the recommended wage
action. The total amount awarded does not exceed the allotted pool and department labor costs will be
adjusted to reflect the salary adjustments.
Additionally, in going through the review process this year, which is the first time we have done this and
used this particular form, we discovered that three rating levels are inadequate as there is not enough
flexibility. As a result, we are going to revise our rating structure to incorporate two additional levels,
one between does not meet and meets expectations and one between meets expectations and exceeds
expectations.
Recommended Action
Staff recommends the council approve the compensation action as provide on the attached spreadsheet
effective 1/1/2011 for base wage increases and payment of lump sum amounts with second (2) pay
period of the year. Staff also recommends the Council to authorize the transfer of necessary dollars to
each of the department budgets from the dollars set aside in the 2011 Council budget for performance
compensation.
Council Action:
Allocation of Performance Compensation
Salary
Line Staff Action
Michelle N
Patti Helegesen (part time)
Joe Pazandak
Twila Grout
Pamela Helling (part time)
Pat Fasching
Julie Moore (part time)
Department Heads
Jean P
Bruce
Larry
James
Brad
2.25%
salary
2011
59,584 $
66,843 $
73,664 $
54,706 $
66,157 $
54,706 $
52,508 $
2011
increase
1,311.14
668.43
lump sum
2.00%
Max +lump
lump sum
Max + lump
2.25%
1,444.40
1,086.20
413.48
814.65
1,155.44
6,893.75
1.35%
$
76,692
$
1,021.55
2.00%
$
86,700
$
1,700.00
1.00%
$
99,839
$
988.50
2.00%
$
80,218
$
1,572.90
1.00%
$
91,681
$
907.73
$
6,190.68
Total awarded (excluding Administrator) $ 13,084.42
Department Date Council Meeting Item Number
Administration 12/30/10 1/3/11 #2®
From: Brian Heck
Item Description: Recording Secretary Services Contract
Background / Previous Action:
The current Recording Secretary Services Contract dates back to January, 2006; there has not been an
increase in this contracted service since 1/1/06. We are fortunate to contract with two Recorders who
strive to provide the City with high - quality, professional service. Kristi Anderson currently serves as
Recording Secretary for the Park Commission and Christine Freeman serves as Recording Secretary for
the City Council. Occasionally, temps are needed to fill -in for City Council, Park Commission, or Planning
Commission meetings due to vacation or illness.
The proposed increase in fees equates to approximately 2% per year. The fees would increase as
indicated, with current fees in strikeout and proposed fees underlined:
Length of Meeting
Compensation *
Up to 1 hour
$338 $165
1 to 2 hours
$187
2 to 3 hours
X298 22
3 to 4 hours
$2-30 $253
Over 4 hours
$30 33 for each
addit ionall /2 hour
* For additional meetings held on the same night before or after the Regular City Council meeting, an
additional $50 55 will be paid.
Financial
The adopted budget for 2011 provides $7,600 for recording service. If the proposed amount needed to
cover the increase exceeds the budgeted amount, staff suggests transferring a portion of the $36,000 in
the Council budget that is set aside for consulting services related to the proposed retreat and strategic
planning process.
Council Action
Approval of the Contract for Recording Secretary Services effective January 1, 2011.
Council Action:
RECORDING SECRETARY SERVICE AGREEMENT
THIS AGREEMENT is made between (City
Recorder) and the City of Shorewood, 5755 Country Club Road, Shorewood, Minnesota
(Shorewood).
Shorewood wishes to contract with City Recorder to provide recording secretarial
services for all Shorewood City Council meetings and some or all of the Planning and /or
Park Commission meetings. This agreement shall also encompass any special meetings
that City Recorder is asked to attend.
IT IS THEREFORE AGREED AS FOLLOWS:
Recording Secretary. City Recorder shall attend, record, and transcribe,
and submit minutes of all regular Shorewood City Council meetings, and
some or all of the regular Shorewood Planning and /or Park Commission
meetings, as determined by City Staff. Minutes of each meeting shall be
submitted within seven (7) days after each meeting to the Deputy Clerk or
to other such officer as the City Clerk may designate from time to time.
Equipment. Shorewood shall provide for each meeting at the meeting site,
all tape recording equipment required to record the minutes of the meeting.
City Recorder shall provide all equipment and materials necessary to
transcribe and prepare the minutes and to take notes at a meeting.
3. Charges. City Recorder shall be paid for recording secretary services as
follows:
Length of Meeting
Compensation
Up to 1 hour
$165
1 to 2 hours
$187
2 to 3 hours
$220
3 to 4 hours
$253
Over 4 hours
$33 for each additional
1/2 hour
* For additional meetings held on the same night before or after the Regular City Council
meeting, an additional $55 will be paid for additional meetings.
4. Billing. Upon delivery to Shorewood of completed minutes, the City
Recorder shall bill Shorewood, listing each meeting date attended.
Shorewood agrees to submit each invoice with the next bill list or other
applicable expense authorization list to be considered by the City Council
or the authorizing official of the Council.
Cancellation. This Agreement may be canceled at any time by either
party, subject to a thirty (30) day written notice.
6. Term. This Agreement shall become effective on January 1, 2011, and
shall continue in force until canceled.
Dated:
City Recorder
Shorewood Mayor
Shorewood City Administrator
i
Department Council Meeting Item Number
Administration January 3, 2011 3-A
From: Brian Heck, City Administrator
Item — City Legal Services
Description /Background /Previous Action
The City procures legal services from two firms: Kenneth Potts provides criminal prosecution services
and Kennedy and Graven provide civil services.
The City issued requests for proposals for civil services at the end of 2008 and reviewed several
proposals. Following review of the proposals and interviewing several firms, the council selected and
entered into a three year agreement with Kennedy and Graven for services with Mary Tietjen being the
designated city attorney. The retainer for services is $1,500 per month and this amount has not
changed. 2011 is the final year of the three year agreement.
Options:
1) Appoint Kennedy and Graven civil attorney for 2011.
2) Seek proposals for civil services.
3) Appoint new civil attorney for 2011.
Recommendation
Staff recommends retaining the current civil attorney for 2011. Staff makes the recommendation as the
attorney works well with staff; cost for service has not increased over the past two years; and
representation, advice, and responsiveness are excellent.
Council Action: