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010791 CC Sp AgP .... ',' . ~ .~ t'..~,. j, CITY OF SHOREWOOD SPECIAL COUNCIL MEETING MONDAY, JANUARY 7,1991 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:30 P.M. AGENDA 1. CONVENE SPECIAL COUNCIL MEETING A. Pledge of Allegiance B. Roll Call Mayor Brancel_ Gagne_ Stover_ Daugherty _ Lewis_ C. Review Agenda 2. ADMINISTER OATH OF OFFICE 3. ANNUAL MEETING AND OFFICIAL DEPOSITORY - RESOLUTION NO. 1-91 APPOINTMENTS TO POSITIONS AND OFFICES WITHIN THE CITY OF SHOREWOOD (Att. No.3 - Resolution No. 1-91) 4. ORGANIZATION OF MEETINGS a. Discuss change of meeting time to 7:00 p.m. b. Roberts Rules of Order - Rule 10 and 11 (11:00 Rule) c. Executive Summary of Council Packets d. Agenda Additions and Handouts e. Televise All Meetings f. Distribution of Information 5. RECONSIDER RESOLUTION NO. 138-90 "A RESOLUTION APPROVING THE PAY PLAN AND EMPLOYEE PAY ADJUSTMENTS FOR 1991" 6. EXECUTIVE SESSION - PERSONNEL MA TIERS l I RESOLUTION NO. 1-91 A RESOLUTION MAKING APPOINTMENTS TO CERTAIN OFFICES AND POSITIONS WITHIN THE CITY OF SHOREWOOD FOR THE YEAR 1991 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. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: 1. That the following persons are appointed to the following offices and positions for the year 1991: Acting Mayor - Council Representatives to: a. Park Commission: b. Liquor Stores: c. Planning Commission Liaison: d. Minnehaha Creek Watershed District: e. Lake Minnetonka Cable Commission: City Attorney - City Engineer - Health Officer - Representatives to Affiliated Organizations: a. Association of Metro Municipalities: b. Minnetonka Community Services: c. Lake Minnetonka Conservation District: d. Lake Minnetonka Cable Communication commission: Official Depositories: First state Bank of New Germany and other Depositures as necessary. Official Newspaper - Financial Advisory Board Members: Five Planning Commission Appointments: Chairperson: Vice-Chairperson: Member: One One of Two Pages Park Commission Appointments: Chairperson: Vice-Chairperson: Members: Two Weed Inspector - Barb Brancel Assistant Weed Inspector - Dennis Johnson 2. That the Blanket Bond (Official Bonds) is approved. 3. 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 7th day of January, 1991. Barbara Brancel , Mayor ATTEST: Laurence E. Whittaker city Administrator/Clerk Roll Call Vote: Ayes - Nays - Two of Two Pages .'-"- ~~.. ~-" .".,. ~,.,..._~.~.."-.~...................",,_......_~.............--' 1988 Supplement Chapter 6 There are several differences between indepen- dent boards and advisory boards. State statutes es- tablish most independent boards and commissions and give them some discretionary powers. Ad- visory boards conduct studies and investigations on behalf of the council and submit reports and recommendations for council consideration. Ad- visory board decisions do not take effect until the council has accepted the decision by passing an.or- dinance or resolution. The council may organize advisory groups in any manner it deems appropriate. The council may find it wise to appoint people who represent various special interest groups in the city. An advisory commission may be an ad hoc body which the council creates for a special purpose, to conduct an investigation for example, and which ceases to exist when it has fulfilled that purpose. Some mayors appoint these bodies informally to act as advisory groups without official powers. Planning commissions. Cities can establish these bodies by passing an ordinance describing their organization and powers. 99 City officials, such as the mayor, attorney, and engineer, are fre- quently advisory members. The council, by a two- thirds vote, must pass an ordinance in order to dis- solve a planning commission. 100 Other advisory boards and commissions. Other advisory boards and commissions that city councils commonly establish include: industrial commis- sions, which have power to study the ways and means of attracting more commercial and in- dustrial development to the city; safety councils, which advise the council on safety programs; and intergovernmental agencies, such as a joint plan- ning commission, which the city sponsors in cooperation with other units of government. Statutory cities may create advisory boards and commissions in any field. Cities which adopt Op- tional Plan B may, instead of abolishing their in- dependent boards and commissions, alter the status of these groups to that of advisory boards and commissions. Citizen Committees As government has become increasingly com- plex, city governments have followed three trends. One has been to use fewer independent or ad- ministrative citizen boards and commissions. In- stead of diffusing authority for government ad- ministration over a number of different agencies, many cities place all authority in the city council. This centralizes responsibility for the proper direc- tion of local government affairs and increases voter understanding of government. Frequently, this trend leads to pressures for greater simplifica- tion and centralization in administration as well . The council-manager form of government (Plan B) is an answer to this pressure. The second trend has been a greater use of council committees and citizen advisory boards or commissions. These assist the council by making recommendations in specific, complex areas of government activity. The third trend is the increased use of ad- ministrative assistants whose duties and functions lie somewhere between those of a manager and those of a clerk. E. Meetings of the City Council Because the council has a vast reservoir of au- thority, and because the council can exercise this authority only when it meets as a group, council meetings are important to both the council and the general public. State law provides certain procedural requirements for council meetings. 101 Annual Meeting (first meeting of the year) Technically, there is no annual meeting in statutory cities. With the biennial election system, the reference to an annual meeting is probably in- appropriate, but the law does require an annual designation of an official newspaper. 102 The council should act on or review several other items at least annually. The term "annual meeting" often refers to the first council meeting of each new calendar year when the newly elected council members take office and perform annual duties. The statutes do not set a date for this meeting; council bylaws usually prescribe when it will occur. Because new council members start their term on the first business day of January, the meeting may take place as early as January 2. At this first meeting, the council should perform the following: 1. Elect an acting mayor to preside in the ab- sence of the mayor (all council members are eligible for the office); 2. Designate an official newspaper; Handbook for Minnesota Cities Page 97 Elected Officials, City Councils, and Advisory Bodies 1988 Supplement 3. Select an official depository for city funds; ,r:.... f 4. Review the council's bylaws or rules of procedure and make any necessary changes. An amending ordinance is neces- sary if the bylaws are in ordinance form, otherwise a resolution or motion is suffi- cient for this purpose.); 5. Renew all annual appointments to ad- ministrative positions, although the prac- tice of annual appointments for ad- ministrative personnel is no longer considered advisable; 6. Assign committee duties to members; 7. Approve official bonds which have been filed with the clerk; and 8. Appoint, if the council wishes, one or more city police officers or council members as process servers for the coming year. These actions may occur by resolution or mo- tion, except that the designation of official depositories for city funds must be by resolution stating all terms and conditions of deposit and filed with the clerk. 102a Ordinances are only necessary for bylaws changes in some cities. Regular Meetings No statutes govern the time, place, or frequency of city council meetings, but each council should set the times and place for its meeting in the rules or bylaws. The council must post or have its regular meeting schedule available for inspection at the city offices. 103 It should set an alternate time for meetings when the regular time falls on a legal holiday. Councils generally meet once or twice a month. City councils cannot hold meetings between 6 p.rn. and 8 p.rn. on any election day within their boundaries. 104 Nor can they meet after 6 p.m. on the day of a political party precinct caucus. 105 Councils usually hold meetings in the city hall or at another place within the city. 106 The council should hold regular meetings in the same place. If the council holds a meeting at a time or place dif- ferent from that in its schedule of regular meetings, it must give public notice of the meeting as if it were a special meeting. 107 Adjourned Meetings City officials use the terms adjourned, con- tinued, and recessed interchangeably. The terms refer to meetings the council postpones to a future time for lack of a quorum or for purposes of con- venience, 108 and those continued to a second day or evening to complete business left pending at the regular meeting. Fewer than three statutory city council members can meet to adjourn or postpone a regularly or- ganized meeting to a fixed future time. 109 When the council calls adjourned meetings to complete pending business, the council should treat the ad- journment as a recess. If the council announces the date, time, and place of the adjourned meeting at an open meeting and makes the announcement a part of the official proceedings or minutes, no additional public notice is necessary. I f not, the law requires a public notice similar to that for special meetings. no Special Meetings "Special meeting" of the council refers to any meeting other than a regular or an adjourned regular meeting. The council may transact any business within its powers at such meetings. It is bound by its rules and by the statutory provisions governing regular meetings, including the open meeting law. 111 Calling special meetings is more complicated be- cause of the 1987 addition of public notice require- ments. These supplement, but do not replace, the existing law that requires only notice to the coun- cil. The council must comply with both provisions of law. Notice to the council The mayor or any other two members of the council may call a special meeting. Such a call oc- curs by filing a written statement with the clerk containing, as a minimum, the following: the names and positions of the individual or in- dividuals calling the meeting; the time and place of the special meeting; and a request asking the Page 98 Handbook for Minnesota Cities ~ JAMES P. SCHULTZ 5465 Timber Lane Shorewood, MN 55331 405 ~~. /?f~Era.a.~' ~ .' December 15, 1990 Mayor and Council Members City of Shorewood 5755 Country Club Road ..shorewood, MN 55331 Re: Reappointment to the Shorewood PlanningCormnission Brad Nielsen's letter,.p~obably as intended, has caused me to give serious thought to the subject of reappointment to Shorewood's Planning Commission. There should be reason for a resident to want to be reappointed as well as reason for the Council to want to reappoint. It should not occur cas- ually. During the six years that I have been on the Shorewood Plan- ning Commission, the City has continued its unavoidable development from a sleepy, rural community to a thriving suburb. I like to think that I have played a constructive role in assuring that that development has occurred in keep- ing with well thought out plans and principles of urban development. As a member of the Planning Commission, it has been necessary to consider diverse and often conflicting points of view while adhering to the plans and ordinances--the instruments through which orderly development and change occur. When appropriate, those plans and ordinances have been changed using due process including resident input. In some situations, interpretations of plans and ordinances have been required. During my participation on the Planning Commis- sion, diverse interests have been carefully considered while holding allegiance to the interests of the City as a whole. In addition to the six years that I have served Shorewood, I have seven years of experience on the City of Deephaven Planning Commission. I have attended state-sponsored train- ing programs presented for city planning officials. I bring a broad perspective and a record of diligence. I take the job ser iously.. I would like to be reappointed to the city of Shorewood's Planning Commission. I want to have an opportunity to con- tinue to contribute to the City's development. Ve~r~lY yours, ~P. Schultz 4~~ - ........ --....-- ....-...-"'.,..","- ~ ~~ ~----_. +t:o ,-' ".' ''-1:..,;,._.-"C".,:-...~;':' '. # . .- JAMES P. SCHULTZ 5465 Timber Lane Shorewood, MN 55331 DATA SHEET '--=Resident of Shorewood since January, 1984. Resident of Lake Minnetonka area since September, 1973. Independent consultant and small business owner. Provides personnel and human resources corisulting and management services to small employers. Married. Nan is a business executive. Grown children living in California and Massachusetts. Member, vice chairperson, chairperson of Shorewood planning Commission. previously member, Deephaven Planning Commis- sion. Member, previously Leadership Chairperson, TwinWest Chamber of Commerce. Previously member, Mound Chamber of Commerce. Previously, vice president, home owners associa- tion. .'-- i I MAYOR Jan Haugen COUNCIL Kristi Stover Robert Gagne Bartl Brancel Vem Watte" CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD . SHOREWOOD, MINNESOTA 55331 · (612) 474-3236 MEMO TO; FR: DT: The city council Larry Hhittaker Dec. 7,~990 R>=,. .... . 1991 Pay Plan and Employee Pay Adjustments On September ~7, ~990, the City council approved the attached Pay Plan for 1991 and revised the policies which govern these ranges. However, the Council did not have time to review individual employee performance and set the compensation for each employee at that meeting. Normally, those adjustments would be approved before the end of the year so that adjustments may begin January l...with the first pay period of the year. Although we have a very full Agenda, I think this council should make the decision on compensation as you have worked with the Em- ployees for at least two years and are in a better position to evaluate their performance than the new Council will be. My reco~~endations are in line with the Pay Plan and policies you adooted in September - exceot that I have asked that I be moved to 95%- of the top because I did not receive an adjustment in July as promised; and, I am paid less than most A~~inistrators in Group 6 of the Stanton Survey even though I have more experience. I therefore recommend the City council approve the following pay rates for the employees - effective January 1, 1991: position Rate Hourly Increase $ ~ 0 AA for parks/Asst. Clerk $26,716 $~2.84 $2,562 10.6 Receptionist/Secretary 20,062 9.65 1,462 7.8 Finance Director 39,175 3,175 8.8 Sr. Accounting Clerk 21,515 ~0.34 2,060 10.6 Planning Director 39,452 1,952 5.2 Building Inspector 30,546 2,391 8.5 AA for Planning 26,716 ~2.84 1,405* 7.0 Public Works Director 42,558 2,458 6.1 City Administrator/Clerk 46,470 3,970 9.3 * The AA for Plannning works 32 hours/week; so 80% of increase is shown A Residential Community on Lake Minnetonka's South Shore tJ:-s: ( r Memo, 1991 Pay Plan Dec. 7, 1990 Page two These rates reflect the new policies in the Pay Plan adopted in september. Under the old guidelines, employees could reach the top of the Pay Range after three years. The revisions in september expanded that to five years. Therefore, the total increase in compensation is lower than the estimate for salary adjustments in the approved 1991 Budget. The total cost of these adjustments (including the adjustment for Public Works employees) is $34,602 rather than the $42,078 budgeted. Using the new guidelines, all of the newer employees and those who were recently promoted will receive lower adjustments than origi- nally proposed. This means that the Receptionist, Finance Director, Senior Accounting Clerk, Building Inspector and Planning Assistant will be a "step" lower than they would have been under the old plan. I am asking that my salary be set according to the original plan - or I, too, would be a step lower than assured last year. I believe these adjustments provide adequate compensation for the positions and incentive to continue the level of performance we now have from these employees. However, I believe expanding the Pay Ranges has a dissatisfying effect on employees who understood that they could reach the top of the Range over three years - not five - when they were hired or promoted. The 4.1% increase in the Pay Ranges does compensate for this somewhat; but, it should have been on top of the step increases that have now been eliminated. These adjustments do keep all of the positions in line with the requirements of the Comparable Worth statutes. Once the annual pay adjustments are reviewed and approved, I will consolidate the ranges, policies, and current rates into the 1991 Pay Plan. --.--- - i I i . i. 1 '- ! i I i I i ! ; I i . I 1 l i ! , i I i i I I i ~ .. i'. ) ( . '- :;...... ISO: .,. we Q:t;.J ga c.::: :.::.. c... !..L.::::0"'1 c~::n ... >-.... '- ;"'z u~ >- c:: C:. ~ .... ~ ..... I'- z.., ..JQ c:.a: >- C:~ :2,... .... . !1l~ .... 1..1 f3 z 2 Iw I- Z LIJ )-..J ..Ja: c::::> =... 0= :i:C1 UJ ...., ~. O'l U1 ~ ~ r.J ~ ':IJ I- zc:. i.:.:W c:::- rn :i z o ... 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III C. .r.... l..-~ \..; " :-: i~') '''; ~\ v '. :~f~ o'*'. .~ ...::~" 0 ;:1 '.'1.-. :.-~ :::!..;- ,It:. :;i;t ~~ :.. ..... :::': .' . ~ -..J ....; ~ '- -t-') t':l t"::t.!._;. ~ CITY OF SHOREWOOD COUNCIL WORKSHOP MINUTES. SEPTEMBER 17. 1990 COUNCI~~AMEERS 5755 CO~.. fRY 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 experienced 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 Cr rrRY 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. Keep the beginning and ending salary ranges but eliminate the middle steps. 2. 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. 3. Note * 2 should say: Normally. an employee would be hired at 80% of the TOP. 4. Note * 3 should say: After probation (6 months) the Administrator may suggest a salary adjustment. 5. Note * 4 should say: After 1 year. an employee could go to 90% of the TOP. 6. Note * 5 should say: After 3 years. an employee could go to 95% of the TOP. 7. Note * 6 should say: After 5 years. an employee could go to 100% of the TOP. 8. 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 JOB RANKI~G REPORT JANUARY 1., 1.991. Finance Director Public Works Director Planning Director Male Male Male 1.991. JOB VALUE 105.0+ Points 106.2 points 90.0 - 102.5 Points 102.5 Points 101.0 Points 92.3 Points PAY RANGE CATEGORY GENDER 1. city Administrator $39,133 - 48,916 City Administrator Male 2. Department Heads $31,562 - 43,528 3 . Manaaer/Technical 77.5 - 90.0 Points $27,152 - 33,940 *Liquor Operations Mgr Male 87.6 Points Building Inspector Male 81. 5 Points 4 . Para-Professionals 65.0 - 77.5 Points $25,145 - 31,431 Adm.Asst.jAsst.Clerk Female 73.1 Points Deputy Clerk Female 71.2 points Planning Assistant Female 70.4 Points 5. Skilled Workers 2.5 - 65.0 points $20,250 - 25,667 Senior Accounting Clk. Female 56.9 Points Lt. Equip. Operator (6) Male 53.6 Points Liquor Asst. Mgr. (2) Male 53.4 Points 6. Clerks 40.0 - 52.5 points **$ 9,880 - 21,118 ReceptionistjSecty. Female 49.7 points **Liquor Clerks MalejFemale 41.6 Points NOTES: Pay ranges spread over five years, generally * Part-time position ** Part-time position - Salary annualized based on entry wage