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MEDINA CITY COUNCIL SPECIAL MEETING MINUTES OF NOVEMER 13, 2003
The City Council of Medina, Minnesota met in special session on November 13, 2003 at 6:07
p.m. at Medina City Hall. Mayor Phil Zietlow presided.
Members present: Workman, Lane, Zietlow, Smith, Brinkman
Members absent: None
Also present: City Administrator Chad Adams, Public Works Director Jim Dillman
2004 Budget Work Session
Adams provided an overview of the Truth In Taxation (TNT) process, including timeline for
meetings and final approval of budget. Adams noted the decrease in the tax rate from 2003 to
2004. The Council advised Adams to put together pie charts, etc. as good visual aids for the
TNT presentation.
Adams discussed some highlights and changes to the budget since the August work session,
including a proposed 3% wage increase (not including step increases), professional service
rates, and prior special assessment confusion.
Discussion of community building line items. No changes were recommended.
Discussion of how City fee comparisons should be presented to Council. Adams will provide a
spreadsheet of comparisons and recommendations to the Council for review in December.
Discussion of including a footnote pertaining to total revenue budget and which addresses the
non -transfer of revenues from reserve funds.
Adams recommended a transfer of the $218,000 general fund surplus from 2002 to be
distributed in the amounts of $85,000 to the General Capital Improvement Fund, $100,000 to
the Road Improvement Fund, and $33,000 to the Equipment Fund. As a follow-up to the 2002
audit, Adams also recommended that the balance of $24,000 from the 1992 G.O. Improvement
Bond be transferred to the Equipment Fund. The Council directed Adams to make the transfers
in the said above amounts.
Adams noted the 2003 general fund budget projections may not involve a sizable surplus as in
past years. He added that we have a strong reserve in the general fund.
Discussion of Medica's decision to cut their December premiums. Adams summarized a few
options including to withhold difference in premiums from employee paychecks in December
and/or to set aside the approximate $5000 in savings for a medical account. The Council
directed Adams to withhold the difference in premiums from employee paychecks.
Adams provided an update of the 2004 Capital Improvement Plan (CIP). The Council requested
that Uptown Hamel costs be shared/documented over 2004 and 2005, rather than just 2004.
Discussion of transferring water and sewer cash reserves to capital funds. Adams will bring a
recommendation to Council at one of the December meetings.
Smith recommended that contracts be established with all professional services. Adams will
look into League of Minnesota Cities recommendations and what other communities are doing.
Medina Special City Council Meeting Minutes
November 13, 2003
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Discussion of tax abatement. The Council expressed no interest in using tax abatement for
attracting new industrial/economic development.
Workman departed meeting at 7:00.
Personnel/Policv Discussion
Discussion of full-time planner position. The Council directed Adams to prepare a job
description and advertisement for the December 2nd meeting.
The Council discussed retaining Loren Kohnen in a consultant role after a planner starts.
Discussion of revising personnel policy manual. Adams questioned if a committee should be
established or if he should prepare a draft. The Council directed Adams to prepare a draft and
to consult Councilors or other members of the community with expertise for assistance as
needed.
Adams discussed a few procedural items, including the delegation of tasks to the City
Administrator at Council meetings, limiting public comment on agenda, etc.
Discussion of reducing Planning Commission membership from nine members to seven
members. This item will be discussed upon further research and input from Planning
Commission. Zietlow suggested option of reducing the number through attrition rather than
termination of positions.
Adams sought direction on the next Administrator review and salary adjustment. The Council
recommended next July as the next review and salary adjustment in January 2004 consistent
with other employee wage/salary adjustments.
Adjournment
Smith moved, and Brinkman seconded to adjourn at 7:50 p.m.
Zietlow, ayor
Attest:
Chad M. Adams, City Administrator
Medina Special City Council Meeting Minutes
November 13, 2003