04-21-97 WSCITY OF OTSEGO
WRIGHT COUNTY, MINNESOTA
CITY COUNCIL WORKSHOP
REORGANIZATION DISCUSSION
FOR CITY OPERATIONS
APRIL 21, 1997
7 P
1 _ Mayor .a Fournier will call meeting to order.
Mayor Fournier called the workshop to order at 7:04 PM.
Roll Call:
Mayor Larry Fournier; Councilmembers: Mark Berning, Vern Heidner, Virginia Wendel,
Suzanne Ackerman.
Staff: Elaine Beatty, City Clerk/Zoning Administrator, Judy Hudson, Deputy Clerk, Carol
Olson, Secretary.
? Discussion and hr instorming on City Operations/Reorganization-
Mayor
perations/Reorg ni .a ion.Mayor Fournier opened the workshop by stating City Reorganization was a campaign
subject. The former City Council started the progress by eliminating the Finance Director
position, contracted the accounting services and initial steps have been started to hire a
City Administrator. The Administrative Subcommittee is currently checking into minute
taking contracting services. Mayor Fournier wants this workshop to be a brainstorming
session and asked council members to put their ideas out on the table.
Council and staff briefly discussed the position of the part time maintenance position and if
he is entitled to over time and benefits. Staff will check into this.
Administrator Position
CM's Wendel, Ackerman and Mayor Fournier started the discussion supporting the need
for an Administrator for the City. CM Beming also supported hiring an administrator but
he also stated that before looking at the administration and staff, the Council needs to look
at themselves and figure out how they can reorganize themselves. He stated all elected
officials and members of the staff should neither get nor receive any special privileges. He
feels there are things going on in this city that shouldn't be going on and there are people
at this workshop session that know it.
Both Mayor Fournier and CM Heidner wanted an explanation.
CM Beming replied they should look at the shed located next to the City Hall. Council
discussed the situation of the fire trucks currently located in this shed. CM Berning
referred to previous Council minutes regarding this issue, liability concerns and if there
was ever a contract completed on this. He also was under the understanding that there
would be monthly rents collected. CM Beming also reported a city employee was driving
one of the fire trucks recently. He requested this to be placed on the next public agenda
meeting.
City Council Workshop Meeting of April 21, 1997, cont'd. Page 2.
The Council was not aware, until recently, that the fire trucks were still in the shed.
Mayor Fournier stated he will contact Ron Black to get these out of the shed as soon as
possible. Mayor Fournier also noted he wants to see a Code of Conduct written for the
Council.
CM Berning also had concerns with the following:
Council are decision makers and not the doers.
Council shouldn't be attending all the meetings
Visioning done for the next 25 years
Committees should be told what is expected of them
Committees should have long range goals.
Council needs to determine projects with estimated costs first
Handed out an organization chart he drew up and went over this
Supported the existence of Otsego Creek Authority
EDA and EDAAC should be combined
Finance person should be coordinating with Public Works Supervisor
Administration has problems - no job descriptions, need salary ranges,
Combination of City Clerk/Treasurer and Finance Director
they should be attending some of the meetings rather than the Council
Bills need to reviewed by Staff
Public Works Supervisor should be more involved with the bidding process
Concern with staff process with developers
Concern with Building Official as a contractor with City supplying
desk and phone and City does not provide insurance liability and a conflict
of interest with his spouse as a city employee
Concern with City paying City Engineer $1,000 to oversee the MSA Budget
Concern with the difference between a part time employee and a temporary
employee
Personnel Manual should be reviewed
City Clerk and Deputy Clerk should be salaried positions as their responsibilities
fall under Administration
All City buildings and City vehicles should be "no smoking allowed"
Currently there is no "Safety Officer" for the City
City is getting over billed by the professional staff and need to have someone
review these bills
Need a new engineering firm
Planner needs to consider either representing Albertville or Otsego
Want to see performance reviews for the two supervisors.
Concern with developers signing the 60 Day Waiver
After Council discussion which the council pointed that the majority of these items have
been checked into and are being done. The Mayor requested the following items placed on
the next city council agenda: Smoking issue, Planning Services, Engineering Services,
Code of Conduct, Safety Officer. Other issues to be reviewed by staff are hourly wages
versus
City Council Workshop of April 21, 1997, cont'd. Page 3.
salaried position, temporary and part time people. There was further Council discussion
on engineering services with concerns expressed that changing engineering firms right now
with a sewer project at hand would not be good. Council discussion on planning services
with same planner with neighboring cities that there is an agreement the planner would not
be involved with annexations between these two cities.
Mayor Fournier set April 30, 1997 4 PM for another Council Workshop to review other
options for City Administrator.
There was also Council discussion regarding hiring the city attorney as City Attorney and
assume some City Administration duties.
3. Any other Council Business.
The Deputy Clerk, Judy Hudson, discussed a wage increase for the building supervisors.
This will be the next city council agenda.
4. Adjourn.
Mayor Fournier motioned to adjourn. Seconded by CM Ackerman. All in favor.
Motion carried.
Meeting adjourned at 10:09 PM.
Mayor Larry Fournier
Elaine Beatty, City Clerk/Zoning Administrator
Recorded by: Judy Hudson, Deputy Clerk
I