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HomeMy WebLinkAbout1995 07-31 CCM Special Work Session MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA P SPECIAL WORK SESSION JULY 31, 1995 CITY HALL COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council met in special work session and was called to order by Mayor Myrna Kragness at 6 p.m. ROLL CALL Mayor Myrna Kragness, Councilmembers Kathleen Carmody, Debra Hilstrom, and Kristen Mann. Also present were Interim City Manager Cam Andre, Director of Public Services Diane Spector, and Council Secretaries Connie Beckman and Carla Wirth. Councilmember Barb Kalligher was absent. DISCUSSION WITH KAY MCALONEY OF LEAGUE OF MINNESOTA CITIES REGARDING CITY MANAGER RECRUITMENT PROCESS Recruitment process of a prospective City Manager began with discussion around the written advertisement to be submitted for publication in three resources: local newspaper, League of Minnesota Cities Bulletin and International City /County Management Association (ICMAJ Newsletter The Interim City Manager indicated ads would cost approximately $600. Councilmember Mann questioned deadlines for submission of ads for the City Manager position. Ms. McAloney stated respective deadlines for each publication. Councilmember Hilstrom questioned what consumers utilized the ICMA publication. The Interim City Manager responded that most all city manager and public office positions are advertised in the ICMA publication. Councilmember Mann indicated a desire to include advertisement for the City Manager position in a private sector publication (Star Tribune) as well as a public sector publication. The Interim City Manager doubted there would be much of a response from an advertisement in the Star Tribune, except for retired military personnel. Ms. McAloney added the cost would be significant ($500). Councilmember Carmody commented she would not be in favor of hiring someone from the private sector and stated issues relating to this statement accordingly. 7/31/95 1 Councilmember Hilstrom said she would like to see the City Manager candidate have some private sector experience. The Interim City Manager suggested a phrase be included in the advertisement indicating equivalent private sector business experience be considered. Councilmembers Hilstrom and Mann identified certain descriptor phrases in the information provided to Council and highlighted them accordingly for reference by the Interim City Manager and Ms. McAloney. Councilmember Mann suggested the bottom of the compensation scale be lowered somewhat, but not so much that it would be lower than any Brooklyn Center department head. Councilmember Carmody expressed opposition to lowering the bottom of the salary range especially in a scenario where a woman might be hired for the position. Councilmember Mann stated lowering the bottom of the salary level to $67,000 would help alleviate inflation concerns and could contribute towards cost cutting measures on a government level. Mayor Kragness wondered whether a quality candidate would be attracted to the position given a lower bottom compensation scale. Councilmember Carmody stated she would prefer the bottom salary range being at $70,000 referring to the Chief of Police's salary of $66,000. Mayor Kragness suggested the ad read "up to $ DOQ" (depending on qualifications). Councilmember Hilstrom questioned additional benefits included in the salary package and their respective amounts. After further discussion it was decided the salary ranges would be $70,000 - 87,000 DOQ. Councilmember Hilstrom requested confirmation regarding information being included in the advertisement with respect to a prospective candidate having some experience in the private sector as being helpful. As well, she requested confirmation of a statement in the advertisement with respect to a prospective candidate having some experience working with a proactive mayor and council. The Interim City Manager and Ms. McAloney indicated they would modify the advertisement to reflect these requests. The application deadline for the position has been scheduled for Tuesday, September 12, 1995 at 4:30 p.m. Councilmember Carmody requested an expansion of the City Manager job description to reflect redevelopment issues as they are very important to Brooklyn Center. Councilmember Mann referred to the suggested calendar for City Manager selection and informed those present that she would be out of the country October 10 -22, 1995. She stated that she very much wanted to be part of the selection process and questioned whether or not dates could be moved up. 7/31/95 2 The Interim City Manager and Ms. McAloney stated these calendars were tentative and saw no reason dates could not be worked out to accommodate Councilmember Mann's travel schedule. Mayor Kragness stated it was important to solicit public input in the candidate selection process. It was decided that public input would be solicited in the candidate process through current commissions already established. Councilmember Carmody suggested a memorandum be circulated asking each commission to ask and /or address concerns by respective departments. Councilmember Mann requested a listing of names of the top 12 -15 candidates. The Interim City Manager further explained the process of narrowing down the initial listing of candidates to a number equaling 12 -15 via the use of a scoring system. Councilmember Hilstrom inquired about the possibility of receiving a listing of all applicants and their respective scores. Ms. McAloney indicated this was not a problem, but also stressed confidentiality in regards to names of prospective candidates. Councilmember Hilstrom modified her request to reflect a number assigned to each applicant and that applicant number's respective score. Councilmember Carmody requested that information also be included on the listing reflecting from which advertisement resource the applicant responded. The City Manager position description was discussed. Mayor Kragness inquired about the existence of a residency requirement. The Interim City Manager responded that there is not a residency requirement, but it probably is desirable. Councilmember Mann suggested the words "Reviewing and ... " be added to page 1 under the Personnel section as follows: ENSURES THE DEVELOPMENT OF AN EFFECTIVE MUNICIPAL ORGANIZATION -- INCLUDES REVIEWING AND RECOMMENDING CHANGES IN ORGANIZATION STRUCTURE AS APPROPRIATE. Mayor Kragness communicated that an excellent job was done on the position description. Discussion occurred regarding the scoring portion of candidate screening. Councilmember Hilstrom questioned experience requirements of an Assistant City Manager with regard to redevelopment programs & TIF. Ms. McAloney offered that experience of a candidate would depend on a respective city's actions and /or it's happenings. She also requested confirmation from Council regarding value amounts placed on the score sheet and their accuracy. Mayor Kragness stated experience in redevelopment was important. Councilmember Hilstrom was concerned that point value assigned to TIF might be a little high. She suggested that category J be split to reflect half pointage assigned to TIF and the other half 7/31/95 3 being assigned to Planning and Development. After further discussion, Mayor Kragness suggested and Council agreed that category J be assigned 12 points on Redevelopment & TIF, and an additional category M be created and assigned 8 points on Planning & Development. Councilmember Mann left the meeting at 6:59 p.m. The Interim City Manager will refine the suggested calendar for City Manager selection. Councilmember Hilstrom requested further information regarding the memorandum to be sent to commissions soliciting questions for prospective City Manager. It was decided that each commission will be allowed to formulate five interview questions (which may or may not be used) and submit them to the Interim City Manager for review. Councilmember Carmody stated the commissions should be given until mid - September to complete the questions. Ms. McAloney indicated she would formulate a list of questions to be asked of candidates and would send out a copy of those questions to Council for review. Councilmember Mann returned to the meeting at 7:01 p.m. DISCUSSION WITH PROSPECTIVE REPRESENTATIVE FROM LABOR RELATIONS ASSOCIATES REGARDING THE MANAGEMENT UNION CONTRACT The Interim City Manager noted wrong word usage in item 4 on the agenda, correcting "perspective" to "prospective". Councilmember Hilstrom mentioned some probable issues around utilizing the services of Mr. Cy Smythe from Labor Relations Associates, but did not know exact details, and suggested the Interim City Manager conduct an investigation accordingly. Councilmember Mann questioned Brooklyn Center's yearly compensation to Labor Relations Associates. The Interim City Manager did not have exact details, but would obtain that information. Karen Olson of Labor Relations Associates was introduced. Councilmember Hilstrom questioned how goals and /or priorities are set in the negotiations process. Ms. Olson answered that she would work at the direction of Council and as a consultant conducts business within the parameters set by the Council. Part of this includes good contract language, maintaining good relations with all parties involved, retaining management contract language, and working within economic parameters set by the consumer. As well, as attaining goals within parameters of the labor laws, etc. is essential. Ms. Olson discussed her qualifications and stated she has a reputation of dealing in negotiations with a manner of straight forwardness. Councilmember Carmody questioned why Lino Lakes had formed a union. Ms. Olson stated various contributing factors and added that throughout the negotiation process, it was her desire 7/31/95 4 and responsibility to work towards the reestablishment of a constructive relationship with all parties involved. Councilmember Carmody posed a scenario involving the public and private sector and requested recommendations from Ms. Olson accordingly. Ms. Olson provided information in an analysis manner adding that a competent contract must include a discipline clause that would require going into binding arbitration if an agreement was not met. She talked about Standards of Just Cause and referred to the Pelro Law (statute) which requires a "discipline for just cause," and how it affects the arbitration process. Further issues surrounding arbitration were also explained. Councilmember Carmody questioned Ms. Olson about what type of security people seeking to form a union would desire. Ms. Olson suspected part of a desired outcome would be contract wording which included discipline for cause to cover a wide range of topics. Some of these topics might include incompetence and misconduct. She added that Labor Relations Associates has not written many contracts that guarantee the employee anything. Councilmember Hilstrom questioned what the desires might be of people seeking to be unionized. Ms. Olson stated she suspected they would want to have the opportunity to negotiate with the City and its representatives with regards to employment issues including salary, benefits, and discipline for cause. Councilmember Hilstrom questioned whether a position could be eliminated. Ms. Olson gave an example of discontinuation of a position relating to the subcontracting out of recycling services. She talked about logistics related to this venture which included a business study of the function of the job position they sought to eliminate. Ms. Olson stated that in a scenario situation such as this, one has to look at the same things for city government employees as what we would want for ourselves: fair dealing, above board consideration, and an opportunity to be heard. Mayor Kragness and Councilmember Carmody questioned Ms. Olson regarding negotiation deadline(s). Ms. Olson stated there are certain barriers /hurdles to cross before going into arbitration and stated those accordingly. She added there is a proposal development period and provided information relating to this. Ms. Olson also provided process information in the unlikely event that mediation was unsuccessful. Councilmember Hilstrom questioned the implications of negotiating a contract now that a given negotiator is a member of a union. Ms. Olson stated that person would still be responsible for providing respective information and a person's membership in a union does not change the fact that job requires the person to be accountable for certain information with regard to budget and areas that include factual data. That person would still be responsible to provide information to the bargaining parties. Mayor Kragness inquired the compensation rate to Labor Relations Associates. Ms. Olson stated the reduced hourly rate is $70 per hour. Councilmember Carmody questioned why Brooklyn Park did not utilize Labor Relations Associate's services. Ms. Olson stated she did not know. 7/31/95 5 Councilmember Hilstrom inquired the average amount of hours spent on an initial labor relations contract. Ms. Olson used an example scenario in which she facilitated the whole contract process and added that good faith bargaining is attempted at all times. She, however, was unable to be specific regarding Councilmember Hilstrom's inquiry and restated her qualifications accordingly. Councilmember Carmody wondered what the next step of the prospective union might be. The Interim City Manager was of opinion the major issue for this group of people is job security versus pay given existence of the City's current pay plan. Mayor Kragness inquired about what the next move of the Council. The Interim City Manager stated the union has not yet approached the City. Ms. Olson stated these types of issues take time and are usually a long, drawn out process given the union's other obligations. She further commented that when the process is initiated, certification is sought and a business representative is assigned and the business representative starts the process accordingly. Mayor Kragness inquired about Ms. Olson's recommendation to Council at this time. Ms. Olson stated the union is the "moving party" and she has never jumped the gun by approaching the union first. Councilmember Carmody questioned the process of bargaining when and if the situation arises. Ms. Olson stated her personal approach first would consult decision makers (Council) concerning the other party's requests. She would ask the Council regarding it's bottom line to pursue further bargaining. Ms. Olson added that typically a negotiator returns to the decision makers (Council) from time to time. Councilmember Hilstrom questioned whether the other party would present the Council with their proposal or would the process of defining the other party's requests be more guess work on the part of Council. Ms. Olson stated that normally a response from Council would be retroactive based on submission of the other party's requests. Councilmember Mann inquired about Council's next move. Ms. Olson stated the Council would need to wait until it was approached by the union and that time lines vary in every case. She indicated that the union is certified and is now presumably in the process of formulating a proposal. She recommended Council be patient and wait until being approached. When Council is approached, it's representative would meet with the union's representative. Ms. Olson added that management contracts tend to be a bit shorter, but the negotiation process is the same. She added that first contracts pose a lot of issues. Mayor Kragness declared a recess at 7:55 p.m. The meeting was reconvened at 8:04 p.m. CAPITAL IMPROVEMENT PROGRAM (STRATEGIC PLAN /CIP) The Director of Public Services explained she had formulated information in a workable format referred to as a Strategic Plan based on goals established at Council's goal setting session. This 7/31/95 6 Strategic Plan would be a master implementation document of the Comprehensive Plan with the Strategic Plan being the listing of steps which the City intends to take to assure that Comprehensive Plan standards are met, or at least considered. I Councilmember Carmody commented she preferred the detailed manner in which the Infrastructure was outlined and would like to see other key points listed on the Strategic Plan detailed accordingly. Councilmember Hilstrom stated she envisioned the Strategic Plan looking more like the Five - Year Plan with specific accompanied goals and action steps. Councilmember Carmody asked what Council's next step was. The Interim City Manager suggested it would be appropriate for Council to review development of three or four scenarios /versions. In each of those proposals there would be specific actions Council would take. By having more than one scenario /version, Council could pick and choose a direction that best suits its respective members and constituents. Discussion of a survey to further determine specific direction of the Council ensued. The Director of Public Services indicated Council needs to determine the community and constituent needs in order to organize plans accordingly. The Interim City Manager referred to concrete goals and suggested adoption of a Five -Year Plan would be appropriate. Councilmember Carmody inquired about what goes into the development of a Five -Year Plan and wondered how major changes are implemented in a Five -Year Plan. The Interim City Manager stated that once a plan is established, it is reviewed every year and revised accordingly. Mayor Kragness added the Council needs to focus on certain areas, but not limit itself specifically to what is in the Five -Year Plan to accommodate unforeseen issues /obstacles. Councilmember Carmody was concerned about a balance between what the Council would like and what the Council needs to do. The Director of Public Services stated one strength of a Strategic Plan has to do with stated goals which provide direction and perspective. She added that upcoming work on the Comprehensive Plan would prepare Council for future opportunities and addressing them accordingly. Councilmember Carmody entioned the Northbrook Mall site and questioned how that would Y q fit in with the Comprehensive Plan if potential redevelopment was proposed after formulation of the Comprehensive Plan. The Interim City Manager stated that a Comprehensive Plan addresses physical needs (i.e. storm sewer drainage) and that redevelopment is usually according to a zoning plan. 7/31/95 7 Councilmember Hilstrom commented she liked what the Director of Public Services had drafted and. viewed the first page as more of a summary sheet and the second page provided more direction in regards to a step -by -step plan. She asked in what category finances would be. The Director of Public Services said in category VI, l.c. Mayor Kragness commented she would like to see each department elaborate on it's respective area. Councilmember Hilstrom suggested soliciting employee input to help facilitate a more elaborated format in each respective area to ensure a well - rounded and thorough description. She expressed concern regarding unforeseen changes in funding (i.e. grants). The Interim City Manager acknowledged Councilmember Hilstrom's insight and stated future planning with this potential barrier in mind was imperative. CAPITAL IMPROVEMENT PROGRAM (REVIEW OF PROPOSED 1996 STREET IMPROVEMENT PROJECT AREAS) The Director of Public Services requested Council to authorize staff to bring to Council's August 14, 1995, meeting a resolution establishing 1996 improvement projects, ordering initial feasibility studies, and initial neighborhood meetings. She presented a large map for review by the Council with color highlighted areas which represented needed maintenance for future years. Councilmember Mann left the meeting at 8:43 p.m. Councilmember Mann returned to the meeting at 8:44 p.m. The Director of Public Services presented the results of the Pavement Management Program (PMP). The PMP objectively reviewed street conditions, and is used to determine if a street should be sealcoated, resurfaced, or reconstructed. Councilmember Hilstrom inquired how many years it would take to complete the whole City. The Director of Public Services stated it would take 20 years to complete the 80 miles of residential streets in the City if four miles were done each year. At the current rate of completion being two to three miles per year, it will take 30 years. Councilmember Hilstrom questioned what was being done to alleviate the current crisis of needed street repair. The Director of Public Services stated the City is attempting to complete multiple projects to help reduce the impact of all streets needing attention at the same time. Some of these large projects are being completed through assessments made to residents. Councilmember Hilstrom stated she would like to see Council addressing a plan of action now to help avoid future crises. The Director of Public Services suggested Council would have to start spending more money on its streets in order to address the City's current and future streets' needs. Councilmember Hilstrom stated street maintenance was a top priority to her. 7/31/95 8 The Director of Public Services offered price comparisons on street repair costs over given periods of time (today's costs versus future projected costs). Councilmember Hilstrom questioned projected completion percentages in ten years. The Director of Public Services projected that in ten years 40 percent of current projected needed street repairs would be complete. Councilmember Hilstrom inquired what it would take to complete four miles of street repair versus the current two to three miles per year being done. The Director of Public Services said street construction would need to be expanded. She provided an example of a street repair /maintenance scenario adding that if staff redirect more of their time on street repair, some other maintenance tasks (i.e. tree trimming) would have to be placed on hold. Discussion shifted to drainage area information. The Director of Public Services stated that Brooklyn Center is part of two drainage areas: West Mississippi and West Shingle Creek. Councilmember Mann left the meeting at 9:05 p.m. and did not return . The Director of Public Services stated that City Engineer, Scott Brink, is investigating computer programs to evaluate storm sewer needs ourselves versus contracting out to an engineering firm. Councilmember Carmody stated she would like to have information regarding costs associated with street projects and assessment rates. She also questioned how time lines would be shortened if the City could complete six miles a year versus four miles a year. Councilmember Hilstrom commented she would like to see a cost effective measure found as soon as possible to address street needs. The Director of Public Services reviewed storm sewer areas and reviewed a possible storm sewer area in Orchard Lane Park. Councilmember Hilstrom questioned status of the park shelter building. The Director of Public Services stated the park shelter building had already been identified as needing replacement. The proposed storm sewer rerouting would enable water going into the storm sewer system to be filtered to some extent. Disruption of park activities during construction was discussed. There would likely be some disruption. Councilmember Hilstrom suggested a survey be distributed to citizens who would be affected by proposed /approved improvements. Councilmember Carmody concurred and felt wording of a survey needed to emphasize the urgency and importance of proposed /approved improvements. 7/31/95 9 ADJOURNMENT There was a motion by Councilmember Hilstrom and seconded by Councilmember Carmody to adjourn the meeting. The motion passed unanimously. Mayor Kragness adjourned the meeting at 9:31 p.m. Deputy City Clerk Mayor Recorded and transcribed by: Connie Beckman TimeSaver Off Site Secretarial 7/31/95 10