HomeMy WebLinkAboutCity Council Minutes 11-19-2002 SpecialAdopted Minutes
Special Council Meeting
November 19, 2002
Mayor Tierney called a Special Meeting of the Plymouth City Council to order at 7:00
p.m. in the Council Chambers, 3400 Plymouth Boulevard, on November 19, 2002.
COUNCIL PRESENT: Mayor Tierney, Councilmembers Hewitt, Slavik, Black (arrived
at 7:50 p.m.), Johnson, Harstad, and Stein.
S TAFF PRESENT: City Manager Johnson, Assistant City Manager Ahrens, Park and
Recreation Director Blank, Finance Director Hahn, Police Chief Gerdes, Fire Chief
Kline, Human Resources Manager Sobania, Financial Analyst Kohn, and City Clerk
Paulson.
City Policies and Training for Respectful Workplace
Human Resources Manager Sobania provided a history on the City's Sexual Harassment
Policy that has been in place since 1985. Amendments to this policy were made in 1988
and 2002. She also discussed the 2002 Personnel Policy and the 2002 Respectful
Workplace Policy. She discussed training the schedule for employees on these policies.
Councilmember Johnson asked if there are intervals as to when staff conducts the
training, and are those intervals at periodic stages or on an as needed basis. Human
Resources Manager Sobania replied there is no policy on when the training is conducted,
but it's usually every three years. She stated training is provided on all policies to new
employees. She noted that she doesn't meet with the firefighters, but Fire Chief Kline
conducts an orientation that includes a discussion on the policies.
Councilmember Johnson asked if there is any follow-up to determine if the policies are
working and if there have been any problems within a department. Human Resources
Manager Sobania replied there is currently no follow-up. Any complaints have been
vigorously investigated, and after the investigation, any inappropriate behavior has been
improved.
Councilmember Johnson asked if staff is tracking employees when there is an incident to
determine if the training is working. Human Resources Manager Sobania stated the
majority of the cases have been inappropriate comments by employee(s) over a period of
time, and usually when the employee has been told to cease from making comments, they
have quit. .
Adopted City Council Minutes
Special Meeting of November 19, 2002
Page 2 of 6
Councilmember Johnson asked how staff makes sure that there is a protective
environment for someone who makes a complaint if they have been harassed. Human
Resources Manager Sobania replied when there is an investigation, employees are
instructed that there is no retaliation. The majority of the cases haven't been great
enough severity to make sure there is a safe environment. She stated if 10 employees are
called in to see her or the City Attorney, there already is speculation; however, she is
unaware of any retaliation.
Councilmember Johnson asked if employees don't want to come forward with complaints
since there could be rumors. She also asked if there have been anonymous
questionnaires/surveys in whether or not they feel comfortable about placing a complaint.
Human Resources Manager Sobania replied no.
Councilmember Slavik asked if employees are provided with an employee handbook that
includes these policies. Human Resources Manager Sobania replied yes, and all
employees, including firefighters, receive this information.
Councilmember Slavik asked if the employees sign a statement that they have reviewed
and understood the materials. Human Resources Manager Sobania replied they sign a
statement that indicates they have received the materials.
Councilmember Hewitt asked if the discussion of these policies is included in the annual
performance evaluations of employees. Human Resources Manager Sobania replied no.
Fire Chief Kline reported that beginning in 2002, through their orientation process, they
discuss with the firefighters the City Employees Handbook which contains the Sexual
Harassment and Respectful Workplace Policies. In addition, there is an annual
supervisory training on the Respectful Workplace Policy. He stated there have been
informal discussions with the duty crew firefighters, and with the feedback that he has
received, there is a very open atmosphere within the Fire Department. Firefighters have
indicated that the environment has changed, and behavior that's not acceptable is clearly
defined. There is an atmosphere that employees are willing to bring concerns to their
attention.
Councilmember Johnson asked if the Fire Department utilizes an outside facilitator for
their training. Fire Chief Kline replied they utilize the Human Resources Manager for the
supervisor training, and they are in the process of determining whom to utilize for the
annual mandatory training for the entire department.
Police Chief Gerdes commented that employees of the Police Department receive their
training from the Human Resources Manager within the first two days of their hire.
Adopted City Council Minutes
Special Meeting of November 19, 2002
Page 3 of 6
Drew Beninati asked how does the system allow supervisors to make comments about
other supervisors. He stated he is aware that there have been changes in the policy since
this incident occurred, and these have been positive changes. He believes this type of
conduct occurred in the Fire Department prior to his hire. He stated he was only on the
force for one year. He stated this incident has assisted in bringing things forward, and he
has heard positive comments from firefighters. He believes that this type of conduct
won't occur again.
Councilmember Johnson stated perhaps staff could review whether any improvements
should be made to the policies (i.e. how often the training is conducted and the results).
She would like to see if there is any follow-up that could be completed once a complaint
has been made, and then provide for short and long-term follow-ups on the issue. She
encouraged incorporating discussion of the policies into the annual employee
performance evaluations.
Councilmember Hewitt asked if the City utilizes facilitators for training. Human
Resources Manager Sobania replied that the City has utilized trainers for diversity in the
workplace.
Councilmember Johnson also suggested that employees be required to sign a statement
that would confirm that they have read and understood the policies, as well as a pledge to
abide by the policies.
City Manager Johnson stated staff would review the suggestions made this evening and
would provide an amendment to the Personnel Policy at a future meeting.
Motion was made by Councilmember Johnson, and seconded by Councilmember Hewitt
to accept staffs report. With all members voting in favor, the motion carried -
The Council took a brief break and reconvened the meeting to the Medicine Lake Room.
Continuance of Public Safety Advisory Board
Motion was made by Councilmember Slavik and seconded by Councilmember Hewitt
to direct staff to prepare a Resolution for the abolishment of the Public Safety Advisory
Board for the December 17 Meeting.
A discussion was held on the effectiveness of this board as City departments are handling
any concerns or items that they would be discussing. The Council felt that if there were a
special project or item that had to be studied, the Council could always form a task force
Adopted City Council Minutes
Special Meeting of November 19, 2002
Page 4 of 6
that could consist of the current members of the committee as well as any other citizens
interested in Public Safety. Current commission members would be encouraged to apply
for other boards and commissions.
Police Chief Gerdes added that he would conduct a final meeting with the committee to
notify them of this action.
With all members voting in favor, the motion carried.
Final Budgetary Items
The Council discussed the social services funding. It was noted that due to the
withdrawal from the Northwest Hennepin Human Services Council, adjustments were
proposed in the social service allocations for 2003 for other social service agencies. The
total line item for social services would still be reduced by $3,773, and staff has proposed
that this amount be reallocated to the Fire Department to assist in funding a new Fire
Captain position beginning on July 1, 2003. The amount would fund one month of this
new position.
The Council was split on how to retain the $3,773 in funding to the social service
agencies, and if that would occur, how to assist in funding the half-year Fire Captain
position. It was noted that contingency funds could be utilized for either purpose if the
Council so desired.
Motion was made by Councilmember Johnson, and seconded by Councilmember Slavik,
to approve staff s recommendation for the social services funding and allocating$3,773
to the funding of the Fire Captain position.
Councilmembers Johnson, Slavik, and Black voiced their support for the motion while
Councilmembers Stein, Harstad, Hewitt, and Tierney disagreed and stated the $3,773
should remain in the social service agencies budget and that the funding for the Fire
Captain position should come from the contingency fund.
Motion was made by Councilmember Black, and seconded by Councilmember Johnson
to amend the main motion to fund both requests $112,000 would be budgeted in the
social service agencies budget, with the amount of $3,773 split evenly between Interfaith
Outreach and PRISM, and six -months expense for a Fire Captain would be budgeted).
The Contingency_Fund would be reduced by $3,773 in order to make these adiustments.
With all members voting in favor, the motion carried.
Adopted City Council Minutes
i Special Meeting of November 19, 2002
Page 5 of 6
The Council voted on the amended main motion and with all members voting in favor,
the motion carried.
City Manager Johnson discussed the staff recommendation for a sewer rate increase
effective January 1, 2003 that would provide 3.5% in additional revenue or $190,000 per
year. The increase is needed to assist in funding renovations of the City's 13 aging sewer
lift stations by the end of this decade as well as meet increases in the Metropolitan
Council's treatment fees of 4.2% and 5.7% in 2002 and 2003 respectively.
Motion was made by Councilmember Slavik, and seconded by Councilmember Hewitt,
to approve this recommendation. With all members voting in favor, the motion carried.
City Manager Johnson reported on the recommendation to move the recreation handbook .
printing and postage expenditures from the communications fund to the recreation fund.
Motion was made by Councilmember Black, and seconded by Councilmember Johnson,
to approve this recommendation. With all members voting in favor, the motion carried.
Future Study Sessions
Councilmembers Johnson, Slavik, and Black requested that a meeting with the
Legislatures in January be added to the pending Study Session list.
Motion was made by Councilmember Slavik, and seconded by Councilmember Johnson,
to add discussion of the Council Coordinating Representatives and designation of Deputy
Mayor to the December 9 agenda. With all members voting in favor, the motion carried.
Assistant City Manager reported a reception has been scheduled for Mayor Tierney on,
December 17 from 4:30 p.m. -6:30 p.m. at the Plymouth Creek Center. The Council had
previously scheduled the interviews for the At -Large Councilmember position at this
time. Therefore, she requested the interviews be rescheduled.
Motion was made by Councilmember Stein, and seconded by Councilmember Hewitt, to
schedule the interviews for the At Large Councilmember position to December 16 at 6:00
p.m. With all members voting in favor, the motion carried.
Adopted City Council Minutes
Special Meeting of November 19, 2002
Page 6 of 6
Adi ournment
Motion was made by Councilmember Slavik, and seconded by Councilmember Harstad,
to adjourn the meeting at 9:05 p.m. With allmem rs voting in favor he motion carried.
Sandra R. Paulson, City Clerk