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ITEM 3.2A 2.2.2013 MinutesITEM 3-2^ SPECIAL CITY COUNCIL MEETING OTSEGO CITY HALL FEBRUARY 20, 2013 6:00 PM Call to Order. Mayor Jessica Stockamp called the meeting to order at 6:00 PM. Roll Call: Mayor Jessica Stockamp; Councilmembers: Vern Heldner and Jason Warehime. Absent: CM Doug Schroeder and CM Tom Darkenwald. Staff, Lori Johnson, City Administrator; Daniel Licht, City Planner; Andy MacArthur, City Attorney and Tami Loff, City Clerk. 1. Discuss Great River Centre Development Proposal. City Attorney MacArthur said the City has received a proposal from 21St Century Bank regarding Great River Centre. The proposal was that 21" Century Bank would pay all delinquent property taxes and transfer all special assessments to two lots that would be conveyed to the City. The road improvement to reconstruct the section of road that previously was not completed was identified as a high priority. Discussion took place regarding the use of the current $300,000 LOC for the road improvements. Meeting cash flow requirements on the debt obligations of the development was discussed along with the tax forfeit status of the parcels. After discussion, it was concluded that the proposal was not acceptable to the City. The City Council directed City staff to continue to negotiate with the bank and bring back a proposal to the last City Council meeting in March. 2. Administrative Services Director Recruitment and Selection. City Administrator Johnson reviewed the staff report. City staff is looking for direction on changes to the draft Administrative Services Director job description. CM Heldner recommended adding "Department Staff" to item 7. The City Council agreed. There was discussion on advertising and the City Council agreed to have the City Administrator start the recruitment process and to have the job posting advertised through LMC, Minnesota Government Finance Officers and the City website. CM Warehime motioned to approve the Administrative Services Director position with changes as stated above and to direct the City Administrator to begin the recruitment process. Seconded by CM Heldner. All in favor. Motion carried. 3. Approve Job Descriptions: A. Lead Workers. City Administrator Johnson said the when these positions were established in 2012 it was agreed that the positions would be reevaluated in the one year and placed in appropriate pay grade. CM Warehime said a Class A Driver's License is not listed as required for the Public Works Lead Worker but is listed on the Lead Park Maintenance Worker and recommended it be added to the Public Works Lead Worker job description. The City Council agreed. The City Council also recommended that purchasing be added to both job descriptions under Essential Functions of the Position. CM Heldner motioned to approve both the Public Works Lead Worker and Lead Park Maintenance Worker job descriptions with recommended changes above. Seconded by Mayor Stockamp. All in favor. Motion carried. CM Heldner motioned to approve pay grade 10 and Step 11 for both Kevin Lamson and Pat Lauderville effective January 1, 2013. Seconded by CM Warehime. All in favor. Motion carried. Q. Parks and Recreation. City Administrator Johnson reviewed the recommended Street Maintenance Supervisor and Parks and Recreation Manager Job description changes. CM Heldner motioned to approve the job descriptions for both Street Maintenance Supervisor and Parks and Recreation Manager as written. Seconded by Mayor Stockamp. All in favor. Motion carried. City Administrator Johnson reviewed the Job Descriptions for Recreation Leader and Recreation Assistant. Mayor Stockamp recommended removing the Driver's License requirement from the descriptions. City Administrator Johnson said they are added for the availability to drive the equipment to the Parks for events. City Administrator Johnson recommended adding the driving requirement under preferred qualifications. The City Council agreed. CM Warehime motioned to approve the both the Recreation header and Recreation Assistant job descriptions with changes as stated above. Seconded by Mayor Stockamp. All in favor. Motion carried. C. City Clerk. City Administrator Johnson reviewed the recommended changes to the City Clerk job description and the change to exempt status. Mayor Stockamp motioned to approve the City Clerk job description as written. Seconded by CM Warehime. All in favor. Motion carried. Mayor Stockamp motioned to approve pay grade 13 and Step S for Tami Koff retroactive January 1, 2013. Seconded by CM Warehime. All in favor. Motion carried. Staff and Council agreed that all job descriptions need to be reviewed and updated. The last update for most positions occurred in 2009 and many changes have taken place since then. The Council questioned if a consultant should be hired to complete this project. It was agreed that Staff will begin to update the descriptions with the understanding that the City Administrator would let the Council know if there was not adequate staff time to complete the project and a consultant should be hired. 4. PeopleService Contract Renewal. City Administrator Johnson said presented the staff report. She stated the current five year contract contains an automatic renewal clause unless a written notice is given. If changes are requested to the contract or if the contract will be canceled, notice must be given by March 9, 2013, The City Council directed City Administrator Johnson to begin discussions with PeopleService, Inc., and further, that the City Administrator, CM Heidner and Finance Director meet with PeopleService. CM Heidner motioned to approve Resolution 2013-11 directing City staff to serve notice of cancellation of operation and maintenance agreement on PeopleService, Inc. Seconded by Mayor Stockamp. All in favor. Motion carried. 5. Reorganization Phase Four-Emergency Management. City Administrator Johnson presented the staff report. CM Heidner motioned to assign the emergency management to Streets Maintenance Supervisor Brad Belair. Seconded by CM Warehime. All in favor. Motion carried. Other: City Administrator Johnson gave the City Council an update on the water leak at City Hall. 2 There was discussion on City Hall hours. City Administrator Johnson is recommending a change to Monday -Thursday 8:00 AM to 5 PM and Friday 8:00 AM- 12:00 PM. This change will allow for more efficient utilization of existing staff. Additionally, Due to the convenience of online resources, the extra office hours are not utilized by the public. Mayor Stockamp motioned effective April 1, 2013 City Hall hours to be Monday - Thursday 8:00 AM to 5 PM and Friday 8:00 AM- 12:00 PM. Seconded by CM Heldner. All in favor. Motion carried. b. Adjourn. CM Heldner motioned to adjourn. Seconded by CM Warehime. All in favor. Motion carried. Adjourned at 9:08 PM. F_-VI_i*YiA Tami Loff, City Clerk 3 Mayor Jessica Stockamp