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091790 CC WS Min . . . CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, SEPTEMBER 17, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE (PAGE) M I NUT E S CALL TO ORDER Mayor Haugen called the meeting to order at 7:30 P.M. ROLL CALL Present: Mayor Haugen, Councilmembers Gagne, Stover, Brancel, Watten, Administrator Whittaker and Finance Director Rolek. REVIEW AGENDA Gagne requested that the Council add a discussion on Iron Removal as item * 13. Gagne moved, Brancel seconded, to approve the agenda as amended. Motion carried - 3/0. (Watten and Stover absent). Watten arrived at 7:35 P.M. and Stover arrived at 7:35 P.M. CONFLICT OF INTEREST - WATER METER SYSTEM, BOB POLSTON Mr. Polston presented a history of the water meter bidding. The City originally wanted the meters read on the inside. Munitech was hired to do this. It is not easy to enter houses to read the meters and there were complaints about the differences in the readings. He talked to the staff and he said it is cost prohibitive to try to enter these houses. He told the City there are systems available that can be read from the outside. There are two manufacturers Sensus and Neptune. Pains were taken not to slant the specs. American Water Works standards were used. Haugen said Polston was given specific instructions by the Council to draw up the specs. Polston said some of the meters in the City can be converted. The staff made sure the interests of the City were served. Gagne asked if he wrote the specs. so that Water Products could not bid. Polston said no. Whittaker said they were given specifications and asked to bid. Whittaker stated that no conflict of interest existed if Polston was not making the decision. The bids were sealed. The specs. could have been more specific but the bidders can propose alternatives. Water Products did not bid. Attorney Froberg told Whittaker there was no conflict. Finance Director Rolek met with all of the bidders and discussed the total program. Whittaker felt the staff's motives were impugned by these charges. Now the meters in Amesbury will have to be replaced using the old meter system. Polston said the specs. are a generic technical spec. and any major manufacturer would comply. 1 CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, SEPTEMBER 17, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE (PAGE) . JOHN SELVOG - WATER PRODUCTS COMPANY Mr. Selvog said Water Products Company had two major objections. 1. The company felt the spec. was too generic. His product was not the same product as Neptune. 2. The company cannot beat the price of the Neptune system as they have a different and better product. Mr. Selvog would like to give an on-site presentation of their product. The letter that was written did not say their was a conflict of interest; it did say that the City needed to ask more questions about the meter systems. He wanted to know if the City was being given all the information so they can make an informed decision. Gagne asked if the current meters need to be replaced. Whittaker and Rolek said many do. However, they won't all be replaced now. It would be done as needed. DANIEL B. MARTIN - WATER PRODUCTS COMPANY Mr. Martin wrote the letter to the City. He didn't think Mr. Polston acted improperly. He wanted the City to receive more information. . ,Whittaker said they could invite Carl Zeimer from Excelsior to listen to the presentations, extend the time for obtaining quotes, and evaluate them in light of new information any bidder might supply. KIM FOSTER - WATER PRODUCTS Mr. Foster said he worked for 12 years with Rockwell International and knows the Sensor system. He felt the specifications were not detailed enough and the City should get the system they need. He said there are reasons Rockwell uses ASCII readings. He would be glad to write another spec. He said AWWA uses minimum qualifications. Mr. Foster said Water Products was not given an opportunity to present their ideas. Councilmember Watten said a performance based spec. allows other to come in and present alternatives. Polston said the other bidders had no problem using the specs. Councilmember Stover asked if the systems were identical. Did Water Products tell you they had a better product. Watten explained the procedure for bidding on specs. Haugen asked why Water Products didn't suggest a new system to the City. Whittaker explained that both companies have given comprehensive demonstrations to Rolek and had not suggested a different spec. . Watten moved, Gagne seconded, to extend the bidding process until Oct. 8th for the water meter system. << Motion carried - 5/0. Whittaker felt they should bring in someone from Excelsior or Minnetonka to help evaluate the system. ~ L CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, SEPTEMBER 17, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE (PAGE) . Watten wanted to know about conversion of the current system and the life expectancy. WATER SHUT-OFFS - CITY CODE. Whittaker said the policy is stated in the City Code * 903.09/903.11. Stover wanted to know why the policy wasn't followed. Rolek said he didn't know about the policy. Haugen said the staff members should review the Ordinances in their departments. Watten said that perhaps they should review an Ordinance per month at the Council meetings. Brancel and Gagne said the large commercial water user has still not paid their bill. Gagne felt they should be shut off. Gagne moved, Brancel seconded, to give the Commercial properties in the City that have delinquent water bills due notice and shut off the water if the bills are not paid. Motion carried - 5/0. POLICY ON NOTIFICATION - CITY MAINTENANCE, RADISSON/COVINGTON ROADS. . Whittaker said the City could have a lot of problems if they had to notify residents every time they did maintenance work. Haugen said there is a person who is very allergic to tar on Radisson Road and she should be notified. Whittaker said there may be extreme cases; but general notification would be expensive and time consuming. The Council agreed with Whittaker. SUMMARY OF BUDGET ADJUSTMENTS - AL ROLEK. Stover moved, Watten seconded to remove $3000 from the budget for new lighting. Motion failed - 2/3 (Gagne, Brancel and Haugen nay) . Watten moved, Gagne seconded, to approve the following changes to the budget: PROPOSED REVISED ITEM BUDGET BUDGET DIFFERENCE Council Salaries 9,600 12,600 3,000 Council PERA 480 630 150 Council Medicare 90 113 23 Council Volunteer Dnr. 2,000 2,500 500 League of Mn. Cities Due 2,975 3,375 400 Excelsior Fire Contract 77,740 83,127 5,387 Animal Control 12,000 15,000 3,000 Removal of Fuel Tanks -0- 10,000 10,000 Parks - Snowblower -0- 1,000 1,000 . Parks - Supplies 10,000 15,000 5,000 TOTALS 114,885 143,345 28,460 CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, SEPTEMBER 17, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE (PAGE) . 1991 Proposed LevY New LevY Required 1991 1991 Levy Limit Excess Levy added to Capital Improvements 1,749,117 1,777,577 (1,840,663) 63,086 Motion carried - 5/0 Haugen said she would like to look into a joint powers agreement with Excelsior for the Fire Dept. Whittaker felt this might happen soon. Shorewood pays 1/3 of their budget. The Fire Dept. now provides a budget and monthly reports for the City, which they didn't 2 years ago. He will inquire about a joint powers agreement or long-term contract. APPROPRIATION ON BOND DEFEASANCE AND CAPITAL PROJECTS FUNDS . Stover said she would like to have a referendum on Park Bonds to obtain the consensus of the City. She personally thinks it will pass. She would like a referendum before a lot of capital improvements are put in, except for Silverwood Park. Haugen said a lot more people are interested in their tax statements. Stover said she would like to see the cost of gas tank removal taken from sewer bond defeasance funds. Haugen asked if there is a time limit on appropriation of these funds. Rolek said they should consider the tone of the legislature. The City should at least identify the use of these funds. Although there is no time limit today, the Legislature might cut our levy limit if we have unappropriated reserves. Gagne felt the Defeasance Funds should be used for Capital Improvements. Stover said that part of moving the public works is the removal of the tanks and is a capital project. Gagne moved, Brancel seconded, to appropriate $150,000 plus 10% related cost for the purchase of the public works site; appropriate $65,000 to meet the debt service obligations for the remaining sewer bonds; appropriate $51,000 to pay for the irrigation of the Freeman Park ballfield. Motion carried - 5/0. Watten asked if Capital Improvements were for building and buying or for maintenance, building and buying. Stover felt the clean-up of the land near the fuel tanks is part of the cost of moving them. Haugen said Mr. Bishop had a new proposal. He wanted someone from Public Works to replace the guard rail post between Shorewood Lane and his property first, however. The Public Works Dept. had installed them years ago but they were knocked down. . . Gagne said he was now convinced that money should be set aside for the tank removal. He also said that Silverwood Park needed to be built. The dedication fees from Waterford and other Southeast Area subdivisions had been spent to purchase the land for Silverwood Park. 4 . . . CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES. SEPTEMBER 17. 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE 5 Stover wants an accounting of the revenues obtained for Parks and what has been spent in the Southeast Area already. Whittaker said that $148,000 was not the only cost for Silverwood Park. Stover asked if they should set aside money for a future water system. Haugen said they cannot budget for plans that are not approved. Stover moved. Gagne seconded. to approve the addition of $10.000 to the appropriation for the Public Works Site and $200.000 for tank removal cleanup ( and identify this as pollution clean-up) from the bond defeasance fund. Motion carried - 5/0. REVIEW 1990 PAY PLAN Whittaker felt that individual performances should be evaluated in an executive session but ranges should be set by the Council at this Workshop. Haugen asked if this pay plan gives the Council authority to set individual salaries. Can the Council set the pay rate or will Whittaker be setting the salaries? Whittaker said he would have the authority only if they gave it to him. Brancel asked why the pay plan was a three year plan. Whittaker said three years is the norm for cities. An employee learns the job in three years. Stover felt that the salaries should be tied to good performance not to the length of time on the job. Whittaker felt that employees want some kind of guideline for salaries. Brancel felt that the plan should have a beginning and ending salary but not a middle range or they will expect to move within the range. Haugen felt that performance is important. Whittaker said they should identify where the range starts and ends with a review after probation and each year after that, with raises based on performance. Stover asked what would happen when the top of the scale is reached. It does not reward good people. Stover said the Administrator does not have the authority to set salaries but he needs guidelines. This plan is too rigid. An employee might sue if he is not moved up. Haugen said there have been complaints of high salaries at the City level. Stover said they need to meet the market. Whittaker said they needed to consider pay for comparable worth. Whittaker said that Step 1 of the plan was for experienc.ed people not trainees. The City should hire trained people or it will pay to train them. Brancel felt that Step 1 of the starting pay was not low enough. Whittaker said if the Council handles salaries based on finances alone. it will have a problem. Stover said the Council has no knowledge of each Staff member's performance. Gagne would like the flexibility to start the employee at less. Council members wanted to include the phrase: "After probation (6 months), the Administrator may suggest a salary adjustment." 5 . CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, SEPTEMBER 17, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE (PAGE) Whittaker said a lot of work went into the salary ranges; they are in line with the Stanton guidelines and, also, a private sector salary survey and, these figures are already one year behind. Gagne felt that with a declining economy, they could hire people for less. Whittaker said statistic indicated that there is a 4.1% increase in wages and a 5.8% increase in inflation despite shifts in the economy. Watten moved, Stover seconded, to approve the pay plan with the following changes: 1. 2. 3. 4. 5. 6. 7. . 8. Keep the beginning and ending salary ranges but eliminate the middle steps. Note * 1 should say: The pay range is based on averages for similar positions in cities with similar populations, number of employees, location and job descriptions. Note * 2 should say: Normally, an employee would be hired at 80% of the TOP. Note * 3 should say: After probation (6 months) the Administrator may suggest a salary adjustment. Note * 4 should say: After 1 year, an employee could go to 90% of the TOP. Note * 5 should say: After 3 years, an employee could go to 95% of the TOP. Note * 6 should say: After 5 years, an employee could go to 100% of the TOP. The last paragraph should say: Employees may move more slowly through the range if not meeting expectations, and move more quickly if their performance warrants it. . Motion carried - 4/1 (Brancel) FRANKLIN DAY PLANNER SYSTEM - REPORT AND RECOMMENDATION Whittaker attended the seminar and was impressed with the plan. He felt that the department heads would benefit from attending the seminar. It will cost $185 each for three people to attend. Gagne moved, Brancel seconded to send the Department Heads to the Franklin Planning Seminar at a cost not to exceed $185 each. Motion carried - 5/0 NOTICE ON SPECIAL TAXING DISTRICTS - DRAINAGE PROJECTS Whittaker felt the City should send notices with a summary of the progress on the Shady Hills and Glen Road projects to the residents concerned. The Council agreed. PODIUM CHAIRS There was no discussion. 6 CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES, SEPTEMBER 17, 1990 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD PAGE (PAGE) .. IRON REMOVAL Gagne said that, from the Public Hearing, he gathered that most people already had individual softening systems. He felt Shorewood already had a water system of 600+ people. The City has 300 people who want to increase the water use charge to pay for iron removal. A lot more people will be connecting to this system. Stover felt that until the water systems are connected the condition of the water is part of the initial well set up and these users on the system should pay. Amesbury may also request iron removal at some future time. Gagne does not want to set up a them and us situation. Watten said they will have to hold a public hearing for a water rate increase. This will probably bring to a head the City water problem. Stover asked how we could use extra TIF. She asked Rolek what steps have to be taken now. Rolek said water treatment was identified in the original proposal. The City won't know until the bids are in how much excess money will be available. The plan could be amended to include water before construction starts. He also said the water rate is high now. Gagne did not want the subject put on the next City Council Agenda, if there is no consensus. SOUTH SHORE SENIOR CENTER . Haugen read a letter from Larry Blackstad concerning alternative locations and financing methods for a new Senior Center. Watten moved, Gagne seconded, authorizing the Mayor to look into the alternatives for financing the Senior Center. Motion carried 5/0. Watten said he always hears comments from residents regarding high taxes. He wondered if the City should encourage some commercial development to ease the tax burden. Whittaker felt the City should promote the commercial areas they already have and enhance them to increase tax values and revenues. Haugen said that was a good idea. Watten said the Planning Commission should do this. Haugen said there is a Regional Transit Board seminar on Oct. 11-12. ADJOURNMENT Watten moved, Gagne seconded, to adjourn the meeting at 11:30 P.M. RESPECTFULLY SUBMITTED, ~ Katie Snyder Recording Secretary 7