HomeMy Public PortalAbout08.18.2015 City Council Special Meeting PacketMEDINA
WORK SESSION AGENDA
MEDINA CITY COUNCIL
Tuesday, August 18, 2015
6:00 P.M.
Medina City Hall
2052 County Road 24
I. Call to Order
II. 10 Year Staffing Plan (20 Minutes)
III. Watershed Discussion (20 Minutes)
IV. WAC/SAC Discussion (20 Minutes)
V. Adj ourn
Posted 8.14.1 S
MEMORANDUM
TO: Medina City Council
FROM: Scott Johnson, City Administrator
DATE OF REPORT: August 12, 2015
DATE OF MEETING: August 18, 2015
SUBJECT: August 18, 2015 Work Session — 6:00 PM
Work Session 6:00 PM
10 Year Staffing Plan (20 Minutes)
Department Heads have put together a draft 10 Year Staffing plan for City Council review and
direction. Staff is tying our financial management plan projections to the staffing plan. The plan
is flexible and dependent on economic conditions, continuation of the same level of services to
residents, and staff workloads.
Watershed Discussion (20 Minutes)
Council directed staff to look into having each watershed area pay for their portion of the
residential equivalent fee (REF). Attached are the results of that analysis. Staff is requesting
Council discussion and direction on this issue.
WAC/SAC Discussion (20 Minutes)
Attached is the analysis that was done by Staff to look into the possibility of reducing
SAC/WAC charges for Commercial/Industrial development. Staff will discuss the possible
option of identifying specific uses that the City is interested in expanding or bringing to the City
instead of overall reductions. Staff is requesting Council discussion and direction on this item.
DRAFT
Introduction
Medina Department Heads have been working to put together a staff needs analysis to determine
the needs of each department over the next ten years. The plan is flexible and dependent on
economic conditions, continuation of the same level of service to residents, and staff workloads.
The report has been prepared to demonstrate the needs for staffing resources over the next ten
years. The plan acts as a road map for future staff additions. The timelines are also flexible and
any staff additions would be approved by the City Council through our budget and recruitment
processes.
The primary recommendations for staffing have been founded on evaluation of existing
conditions, projected levels of service (based on current service levels), and projected growth.
Budgetary conditions and desired service levels, including non -essential services yet determined,
will be determined by future City Councils. The proposed plan has been based on the
philosophy of the current City Council, which values a smaller staff that fulfills a wide variety of
roles in the organization. Discussions have been held with Department Heads to evaluate future
needs and the primary recommendations in this report are supported by the Departments.
The City of Medina's historical approach to staffing has involved recruiting and retaining highly
qualified, highly productive, dedicated employees to the workforce. Historical retention efforts
have included exceedingly competitive compensation, utilization of new technologies to provide
better efficiencies, and providing a quality work environment. Consultants have been used
frequently to assist staff and Council to achieve goals and meet demands for services. The result
of this strategy has allowed for a smaller team -oriented and efficient staff by comparison to
similar municipalities in the number of full-time equivalent (FTE) employees. The
recommendations outlined in this report incorporate the continuance of this historical strategy.
Administration (includes Clerk's Office and Finance)
The city administrative area consists of a City Administrator -Clerk, Assistant to City
Administrator -Deputy Clerk, Finance Director, Assistant Finance Director, Accounting
Technician, City Attorney, City Assessor, Building Inspectors, Fire Marshal, and City Engineer.
All positions are filled by city employees or professional contracted services.
General responsibilities are as follows:
City Administrator — serves as the chief administrative officer for the city and oversees all city
departments, consultants, contracts, and day-to-day administrative operations of the city. Also
serves as City Clerk.
Assistant to City Administrator/Deputy Clerk — provides administrative and project management
support to the City Administrator and oversees the city's elections, human resources,
IT/communications, licensing, recycling, city ordinances, etc. Also serves as the Deputy Clerk.
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City Attorney - provides legal counsel for city council and staff. The city contracts this service
with Kennedy & Graven.
City Assessor - views each parcel of real estate in the city to determine its market value. Also
determines the classification or use of each parcel. This information is the basis for property tax
assessments. The city contracts this service with Southwest Assessing.
Building Inspector — provides building plan review and approval as well as physically inspects
structures to ensure compliance with building permit specifications. The city contracts this
service with Metro West Inspection.
Fire Marshal - Medina is served by four volunteer fire departments. Most of these serve other
cities as well. Metro West Inspection is appointed as the Medina Fire Marshal.
City Engineer - provides a variety of civil engineering services including the review of land -use
plans and submittals involving engineering issues, public facility infrastructure design, and
transportation planning. The city contracts this service with WSB.
Financial Consultant — provides debt service, budget management, long-term planning, and
training. Erin Barnhart transitioned to the Finance Director position on January 1, 2015. KDV
transitioned from the Finance Director role to a financial consultant role on January 1, 2015.
This role will provide oversight and answer questions as needed. The consultant will come to
City Hall once per month and on an as -needed basis
Finance Director — manages day-to-day finance operations, payroll, special assessments,
compliance reporting, and general fund accounting, quarterly reporting, tax reporting and filing,
cash management, benefit management, workers compensation and insurance policy
maintenance, capital asset management, and co -coordinator elections.
Accounting Technician — processes utility billing and maintenance, accounts payable and
receivable, general fund accounting, billing customer service, credit card payment management,
contract management, elections, and land -use management.
Projected Changes for Staff/Support/Resources:
Police Transcriptionist/Finance Clerk (Promotion from Part-time to Full-time - 2015) — This
newly created position would combine the Part-time Police Transcriptionist position and the
Part-time Finance Clerk position. The position will assist the Finance Department with utility
billing, billing/receipts, and payroll. This position will report to the Finance Director and Public
Safety Director. As the City will continue to grow, more accounts for utilities will be prevalent,
as well as payroll processing. A larger population and business operations will also require more
daily administration of general invoicing and collection of receipts. The position will also be
responsible for organizing Celebration Day and take some of the job responsibilities from the
Administrative Assistant to Planning and Public Works position so they can concentrate on more
planning responsibilities. Staff also supports evaluating the use of technology and outsourcing to
reduce the burden on staffing resources if feasible and without sacrificing customer service.
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City Clerk/Assistant to City Administrator (Promotion — January 2016) — The Assistant to City
Administrator/Deputy Clerk position would be promoted to this position. The position would
report directly to the City Administrator position. The position would be responsible for election
coordination, intra-office communication, assisting the City Administrator in various
duties/responsibilities (specifically taking over all clerk responsibilities), contract administration,
public relations/web site management, human resources, Hamel Community Building liaison,
general project management, master filing system maintenance, record retention, event planning,
employee training/recruitment/retention, etc.
Planning & Zoning
The Planning Department consists of a Planning Director, Planning Assistant and shared
Administrative Assistant with the Public Works Department.
Planning Director — (City Planner to Planning Director — 2016) oversees day-to-day functions of
the Planning department including administration of zoning and subdivision ordinances and the
comprehensive Plan. Manages land use application review and development
processes. Coordinates City's Geographical Information Systems (GIS) and mapping
activities. Acts as department head, responsible for management of department personnel,
coordination with consultants, and budgetary matters.
Planning Assistant — coordinates building permit process and code enforcement activities, and
assists with the processing of land use applications. Collects and reports City and agency (Met
Council, Department of Labor and Industry) fees. Provides customer service for general
planning/zoning matters. Conducts review of land use applications such as variances and
conditional use permits.
Administrative Assistant to Planning and Public Works — provides clerical and administrative
support through answering phones and counter traffic, mail distribution, and ordering supplies.
Assists the planning department with building permits, septic system inspection reports, packets,
mailings, and filing Assists the Public Works Director with all yearly reports, bid process and
agreements with vendors. Also plans and coordinates City Celebration Day and Clean-up Day.
Part-time and Temporary Staff
The Planning Department utilizes part-time and temporary staff as needed depending on building
and planning department activity. The department intends to continue to do so in order to
maintain flexibility while reducing permanent costs.
Projected Changes for Staff/Support/Resources:
Transfer Administrative Assistant Tasks - (2016) — In connection with the hiring of additional
staff in the Finance Department, various administrative tasks would be transferred to the
Administration department. At the least, these would include coordination of Celebration Day,
processing homestead applications, and other administrative tasks. This transfer will allow the
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Administrative Assistant to Planning and Public Works to provide more daily support for
building permit activities of the Planning Department.
Associate Planner — (Promotion 2016) — The Planning Assistant would be promoted to this
position. The position would provide additional professional planning services including review
of subdivision and land -use applications in addition to most of current responsibilities of the
Planning Assistant. In order to provide the Associate Planner more time for planning activities,
the Administrative Assistant to Planning and Public Works would assist with additional
administrative and daily building permit activities.
Public Safety
The Medina Police Department has organizational responsibility for all public safety activities in
the City, including police, fire and emergency preparedness.
Fire: The Public Safety Director serves as the City's primary liaison with volunteer fire
departments that serve Medina. City Code, Chapter 210, authorizes the City Council to contract
for fire protection services with other municipalities (Long Lake and Maple Plain) and volunteer
fire departments (Hamel and Loretto). The City Administrator administers the contracts.
Emergency Preparedness: The City has an Emergency Operations Plan that details City policies
and procedures for responding to emergencies such as train derailment, airplane crash, epidemic,
terrorist attack, tornado, etc. The City is also part of the Lake Minnetonka Regional Emergency
Operations Plan, a joint powers agreement with other communities in the Lake Minnetonka area.
The Public Safety Director is the City's Director of Emergency Preparedness and is responsible
for overall direction and control of City resources in an emergency.
Structurally, the Police Department includes the Public Safety Director, City Prosecutor, Police
Sergeant, Police Investigator, Police Officers, Police Administrative Assistant, Transcriptionist,
Community Service Officers, and Police Reserves. The City Prosecutor is an attorney in private
practice whose services are contracted by the City. Police Reserves are non -paid positions. The
balance of positions in this department is paid positions, hired by the City.
General Public Safety responsibilities are as follows:
Public Safety Director - serves as department head performing executive and administrative
work to manage the daily administration of the police department and provide leadership for the
City's law enforcement, crime prevention, and community policing efforts. Serves as City
Emergency Management Director; and, staff liaison to coordinated fire services.
Police Sergeant - provides leadership and supervision to assigned officers and personnel, works
directly with citizens and staff to resolve problems/conflicts, performs all the essential duties and
responsibilities of a patrol officer and during the absence of the chief, the sergeant shall be
designated as the officer in charge of the Department.
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Investigator - investigates assigned cases for prosecution or other clearance. This position
coordinates investigations, prepares and/or reviews investigative reports, and makes
presentations to the appropriate prosecuting attorney for appropriate charging action.
Administrative Assistant - performs non -supervisory administrative, secretarial, and clerical
work to assist the Police Chief with the department's daily administration. Processes a variety of
reports, related documents, and correspondence. Receives visitors at the front counter and on the
phone. This position serves as a confidential employee and currently holds the designation of
Terminal Agency Coordinator (TAC).
Transcriptionist - performs non -supervisory transcription duties and clerical work to support and
assist the administration of the police department. Processes a variety of reports and related
documents for the police department. This position serves as a confidential employee. This
position is a part-time position and will back up the full time administrative assistant.
Seven Patrol Officers - performs non -supervisory, patrol and police work in support of law
enforcement, crime detection/prevention and investigation, traffic control, emergency response,
and public assistance activities. Responsible for minimal administrative functions; assists with
some educational and safety programs in public schools; and provides law enforcement at
community functions. Majority of time is spent responding to calls to enforce laws and
patrolling to protect the property and serve the residents of the community.
City Prosecutor - prosecutes misdemeanors and gross misdemeanors on behalf of the City (Note:
the office of the Hennepin County Attorney prosecutes felonies). The city currently contracts
this service with Tallen & Baertschi.
Part-time Community Service Officer - enforce parking and other City ordinances, respond to
non -emergency calls, and participate in community and public education programs, such as
Operation ID, bicycle safety, and Neighborhood Watch.
Six Police Reserves — volunteers that assist police and community service officers with non -
emergency calls, represent the city and provide manpower for department or special details, such
as the Hamel Rodeo.
Projected Changes for Staff/Support/Resources:
Community Service Officer (Part-time 2017) — The new part-time position would be responsible
for general patrol of roads, community service activity, general administrative tasks and
responding to calls as needed. With the population growth in the city, the position will be
realizing more demands for services. Community service will become more vital in crime
prevention and awareness. General office administrative tasks will also become more prevalent
in response to the growth of the community and department.
Patrol Officers (Full-time 2018 and 2022) — Both positions would report to the Police Chief, and
Sergeant. The positions will be responsible for general patrol of roads within the city and
responding to calls as needed. With the increase in residential population and likelihood of
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increasing commercial and office suite construction, the department will have more areas to
patrol and respond to calls.
Public Works
The public works department consists of a Public Works Director, shared Administrative
Assistant with planning, a Public Works Foreman, two Public Works Maintenance Workers, and
one Public Works Maintenance Worker/Field Inspector.
The public works department is in charge of all public facilities in Medina, including city roads,
parks/trails, sanitary sewers, storm sewers, water system (including wells, water distribution
networks, water treatment facilities, and water storage).
Public Works Director - directs the daily administrative, technical, and supervisory operation of
all public works functions that includes the Water and Wastewater Systems, Stormwater, Streets,
and Parks Departments.
Public Works Foreman - responsible for assigning/prioritizing daily work tasks to the Public
Works Department employees and the safe operation of the shop, as well as City infrastructure.
Performs supervisory, manual and skilled work to assist in maintenance tasks performed in all
public works areas and responds to emergency situations.
Maintenance Worker - responsible for maintenance of municipal water and wastewater systems
and components, safety committee coordinator, operates a variety of equipment, snow
plows/sands, performs routine maintenance on City -owned buildings/facilities, and responds to
emergency situations.
Maintenance Worker - operates a variety of equipment, snow plows/sands, performs routine
maintenance on City -owned buildings/facilities, and responds to emergency situations.
Field Inspector/Maintenance Worker - Conducts field inspections of designated city projects,
operates a variety of equipment, snow plows/sands, performs routine maintenance on City -
owned buildings/facilities, and responds to emergency situations.
Projected Changes for Staff/Support/Resources:
Maintenance Worker (Part-time position 2017 increased to full time in 2020; Part-time position
in 2023 increased to full time in 2025) — The position will report directly to the Public Works
Director. Both positions will be responsible for assisting the Public Works Director and existing
street/utility maintenance crew in the street, water, sewer, and park functions. The City's water
utility continues to grow with housing and minimal commercial development. Staffing will be
needed to operate and maintain facilities and infrastructure. Roads, sidewalks and trails will also
continue to be constructed and turned over to the City through subdivision development.
Additional staff resources will be needed to maintain and replace the growing infrastructure.
Administrative Assistant to Public Works (2019) — The Administrative Assistant is proposed to
move the Public Works office and will no longer be shared with Planning. In addition to
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accounting for expected increases in workload, the time previously dedicated to Planning will
allow certain tasks to be completed by City staff rather than consultants.
Conclusion
It is an honor and privilege to serve as the Medina City Administrator and to provide the staff
Needs Analysis report. The report reflects the historical staffing philosophy which values a
smaller staff that fulfills a wide variety of roles in the organization. I am confident the proposed
plan will provide the staffing levels necessary to provide the customer service levels expected in
our community and to also be good stewards of our tax levy. I request your acceptance of the
report and understand that implementation of the recommendations may be influenced by the
economy and other unexpected variables.
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MEMORANDUM
TO: MAYOR AND CITY COUNCIL MEMBERS
FROM: ERIN BARNHART, FINANCE DIRECTOR
DATE: AUGUST 5, 2015
SUBJ: ANNE KLAERS PROMOTION TO FULL-TIME POLICE
TRANSCRIPTIONIST/FINANCE CLERK
BACKGROUND
Staff has been discussing and preparing a 10-year staffing plan that projects the possible staffing
needs for the City. These discussions have coincided with discussions on budget and current
staffing needs.
When it was determined that Finance would have a part-time position available; interest was
expressed from Anne Klaers who currently serves as a part-time transcriptionist for the police
department. Anne would like to add the finance position to her transcriptionist position; creating
a full-time benefited position.
Adding Anne to the finance department is an ideal situation. Over her eight years of
employment with the City she has often taken on additional hours and tasks to help during staff
vacancies, maternity leaves, etc., and is already versed on all City software programs.
Originally, moving forward with this was not pursued because of budget implications and staff s
attempt to keep numbers down. However, with the current police officer vacancy staff sees a
window of opportunity. The several month vacancy due to the lengthy application process for a
police officer will be a savings of $28,000 in personnel expenses that would have been spent if
no vacancy had occurred. In regards to the 2016 budget; taking into consideration the departure
of an officer at maximum salary, the addition of a new officer at a lower salary and the proposed
combination of two PT positions into a FT benefited position; the City would see a savings of
$12,000 from what was previously proposed before any staff vacancies occurred.
Due to timing, there would be no negative impact to the proposed 2016 budget if Anne Klaers'
position was made full-time. Staff sees this as an opportunity to promote from within a valued
employee that we wish to retain. Staff also sees this as a savings in time because she is already
versed in all City departments and has a finance background. Time and money will be saved by
foregoing the part-time position hiring process.
COUNCIL DIRECTION REQUESTED: Direct Staff to move forward with Anne Klaers
promotion to Full-time Transcriptionist/Finance Clerk
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Salaries Benefits
2016 Transcriptionist/Finance Clerk FT $ - $ 30,000.00
2016 Planning Director Promotion $ $
2016 City Clerk Promotion $ 3,369.00 $
2016 Associate Planner Promotion $ 3,369.00 $
2017 CSO PT $ 14,560.00 $
2017 Maintenance PT $ 20,800.00 $
2018 Police Officer $ 51,043.00 $ 30,000.00
2020 Maintenance to FT $ 47,736.00 $ 30,000.00
2022 Police Officer $ 51,043.00 $ 30,000.00
2023 Maintenance PT $ 20,800.00 $ -
2025 Maintenance to FT $ 47,736.00 $ 30,000.00
191,920.00 $ 120,000.00
Budget Implications Salaries Benefits Possible Budget Impact
2016 $ 6,738.00 $ 30,000.00 $ 36,738.00 * No impact to proposed 2016 budget due to staffing
2017 $ 35,360.00 $ $ 35,360.00 vacancies
2018 $ 51,043.00 $ 30,000.00 $ 81,043.00
2019 $ $ $
2020 $ 26,936.00 $ 30,000.00 $ 56,936.00
2022 $ 51,043.00 $ 30,000.00 $ 81,043.00
2023 $ 20,800.00 $ $ 20,800.00
2024 $ - $ $
2025 $26,936.00 $ 30,000.00 $ 56,936.00
$ 191,920.00 $ 120,000.00 $ 291,120.00
REFS
Watershed Dues
Dues/REF
Remaining
Fund/ REF
Total Fee
per REF
Difference per
REF
Elm Creek Watershed
4261.5
17,190.28
4.03
28.57
32.60
($0.28)
Pioneer -Sarah Creek
961.1
14,808.68
15.41
28.57
43.97
$11.09
Minnehaha Creek
994.6
0.00
28.57
28.57
($4.31)
6217.2
31,998.96
Example for Existing Commercial Property in Pioneer -Sarah Creek (140 REFS)
2015
2016
Change
$4,603.20
$6,156.25
$1,553.05
Example for Existing Institutional Property in Minnehaha Creek (82 REFs)
2015
2016
Change
$2,696.16
$2,342.34
($353.82)
Stormwater Utility Fund Summary
Total REFS
Fee per REF (2015)
Total Revenue
Watershed Dues (2016)
Remaining Utility Fund
2016 Non -Due Fee (+3%)
6217.2
$32.88
$204,421.54
$31,998.96
$172,422.58
$177,595.25
Jodi Gallup
From: Dusty Finke
Sent: Tuesday, August 04, 2015 9:16 AM
To: Erin Barnhart
Cc: Scott Johnson
Subject: Commercial connections - 2007-present
Erin,
We have had 166 commercial units since 2007, approximately 20 per year.
However, 73 of those units were for Hennepin County PW....which I believe is a bit of an outlier.
If you subtract that out, it would be 93 units, or approximately 11 per year.
I believe Joe was projecting even less than that...maybe 6 per year?
Let me know if you need anything else for the worksession packet next week.
1 T Y
G
Dusty Finke
City Planner
MEDINA 2052 County Road 24
Medina, MN 55340
(763) 473-8846 (direct)
(763) 473-4643 (main)
(763) 473-9359 (fax)