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HomeMy WebLinkAboutCity Council Minutes 02-22-1993 Special 2MINUTES SPECIAL COUNCIL MEETING STUDY SESSION FEBRUARY 22, 1993 A special meeting study session of the Plymouth City Council was called to order by Mayor Bergman at 5:00 p.m. in the Council Conference Room of the City Center, 3400 Plymouth Blvd., on February 22, 1993. PRESENT: Mayor Bergman, Councilmembers Edson, Helliwell, Tierney, and Vasiliou ABSENT: None STAFF PRESENT: City Manager Johnson. Assistant Manager Boyles, Community Development Director Dillerud, Public Works Director Moore, Public Safety Director Gerdes, Park Director Blank, and City Clerk Rauenhorst City Manager Johnson stated the purpose of the study session is to review the current City Council Policy Manual to determine which sections need amendment. The City Council reviewed the General Administration section of the Council Policy Manual and following are the comments and direction provided. On -Sale Intoxicating Liquor License (Policy No 1) The minimum value of freestanding structures needs to be revised or deleted from the policy. The policy will need additional revision if the Council adopts liquor server licensing. Policy on Shade Tree Disease Control Program (Policy No 4) This policy was last revised in 1981. The program has changed considerably over the years and the policy should be reviewed to ensure it accurately reflects the current program. Salary Administration Program Policy (Policy No 7) A revision of this policy could be considered to incorporate a comprehensive pay policy proposed by Manager Johnson. The policy needs to be updated to address the merit process. Councilmember Edson stated that during the past two years' of budget discussions the Council has requested a lot of information relating to salaries. A detailed Special Council Meeting/Study Session February 22, 1993 Page 2 policy could outline the information desired by the Council so it could be routinely provided each year for budget considerations. Policy on the Destruction of Audio Tapes Used for the Purpose of Recording Council Meetings (Policy No. 8) The title of this policy should be changed from "audio' to 'video" tapes. Perhaps something should be added to the policy to indicate which meetings of the Council are videotaped. Policy Establishing Procedures for Use of Consent Agenda (Policy No I Assistant Manager Boyles stated this policy provides that the consent agenda may only be adopted by a unanimous vote of those Councilmembers present and voting. On occasion, Councilmembers have indicated their nay vote on a particular item without removing it from the Consent Agenda. The policy should be amended to address this discrepancy. Councilmember Tierney stated the policy could be revised to require adoption of the Consent Agenda by a super majority (5/7 or 4/5 vote). Policy Relating to City Council Meeting Rules of Procedure (Policy No 12) Assistant Manager Boyles stated the Council should determine whether this policy needs revision. Councilmember Vasiliou suggested that the paragraph entitled 'Privilege of Closing Debate" be deleted from the policy. Discussion was held on how this policy relates to Roberts Rules of Order, which is referenced in the City Code. Manager Johnson suggested that staff compare the documents and if items are contained in Roberts Rules of Order, they could be deleted from the policy to avoid duplication. Policy Concerning Use of Fire Station II (Policy No 13) This policy will be combined with the Policy Concerning Use of City Center for Meeting Purposes so that all public meeting facilities are included under one policy. Also, the public safety building meeting room will be added. Councilmember Vasiliou questioned whether park buildings should be included. Special Council Meeting/Study Session February 22, 1993 Page 3 Councilmember Edson stated the uses are different and fees are charged for use of some park facilities. Park building use should remain as a separate policy in the Park and Recreation section of the Policy Manual. The Council concurred that all other City buildings public facilities should be contained in one policy. Policy Concerning Use of City Center for Meeting Purposes (Policy No 14) See previous policy. City Center Building and Grounds Maintenance Policy (Policy No 15) Policy needs revision to indicate which maintenance division of the City is responsible for certain items. Most items are now the responsibility of the Property Management Coordinator. The Public Safety building should also be added to this policy. Mileage Reimbursement Police (Policy No 18) Finance Director Hahn suggested this policy be amended so that the reimbursement amount follows the IRS guidelines or be a designated percentage of the IRS guidelines, rather than specifying an amount in the policy. He reviews each request for reimbursement. The Council directed that the IRS guideline should be used. Policy Relating to Orientation of Commissioners to City Advisory Commissions and Role of CCR's (Policy No 19) Assistant Manager Boyles stated the Council should indicate whether the performance standards for board and commission members are adequate or if additional standards are desirable, and whether excused/unexcused absences should be handled differently. The Council may also wish to consider whether the maximum service of two consecutive terms or 6 years is appropriate. The appointment districts need to be amended to reflect the ward system. Councilmember Tierney stated concern about the 6 year maximum as it relates to service on the Planning Commission. Mayor Bergman noted that the Council has made exceptions to the 6 year maximum when warranted and the two term/6 year maximum is a good goal to ensure turnover on the boards and commissions. Special Council Meeting/Study Session February 22, 1993 Page 4 Councilmember Vasiliou stated that many other cities have recently adopted term limits for board and commission members. She feels the 6 year maximum is appropriate as long as the Council can make exceptions on a case-by-case basis. Councilmember Helliwell supports the existing policy. Many citizens have applied to serve on boards and commissions and as many residents as possible should be given the opportunity to serve. Manager Johnson suggested a language change in the policy that maximum service shall normally be for a period of two terms or 6 years. This will allow the Council flexibility in exceeding the maximum years when they feel it is warranted for continuity on a board or commission. Policy Relating to the Selection of Consultants(Policy No 21) Assistant Manager Boyles stated the Council should provide direction if they want to review the list of consultants or amend the method of selecting consultants for various City projects. The list should be updated to reflect current consultants not on the list but used by the City, for example, Springsted, Inc. Director Moore stated about three years ago the Council interviewed engineering firms on the current list for various capital improvement projects that year, but it has been many years since the Council has interviewed firms to be placed on the fist. He feels there are a sufficient number of firms on the current list to select from; however, the Council and staff frequently receive phone calls from firms asking to be added to the list in order to be considered for projects. Councilmember Vasiliou stated there are advantages to using the same firms over a number of years for continuity; however, many firms are excluded from consideration. Vendors feel the policy is exclusionary. She stated that since the same firms are used for long periods of time, the Council does not know if the City is getting the best engineering and design. Councilmember Edson asked how a consultant is selected for a project once they are on the list. Director Moore stated several years ago the Council directed that staff recommend a consultant from the approved list for each project based on work product and work load of the firm. A few years ago when six consultants were doing engineering projects at one time in the City, there was not sufficient staff to monitor the projects. Special Council Meeting/Study Session February 22, 1993 Page 5 Mayor Bergman stated that some firms specialize in certain areas as well. There are advantages in using the same firm for a period of time for street and utility work. Councilmember Helliwell supported competition among the vendors, but stated that the process should not increase staff time. She stated that the City will receive a deluge of requests to be placed on the consultant list and she asked if the Council intended to interview all of the firms. Councilmember Edson suggested that the City could bid for a consulting engineer on large projects, such as playfield construction. Councilmember Tierney asked who serves on the consultant selection committee that is referenced in the policy. Director Moore stated appointment is made by the City Council on a project basis. He cited the Public Works and Public Safety consultant selection committees as examples. Councilmember Helliwell stated she would like to know which consultants similar cities use. Councilmember Edson suggested the policy be amended so that the Council would interview new firms once each year. Those on the list could be reviewed and/or interviewed every few years to evaluate their work. Councilmember Vasiliou would like this process completed by the end of the year. She is concerned there is no point of entry onto the list for other vendors. Manager Johnson suggested that the policy could be amended to provide for a point of entry on the list once each year, with review of the current consultants every three years. The Council could consider cost, work product, and references from other communities in selecting and retaining consultants for the list. The Council concurred. Policy Establishing a Procedure for Processing Appeals to the Minnesota Uniform Fire Code (Policy NO 23) This policy needs revision to reflect the transfer of fire inspection services from Public Safety to Community Development. Also, staff may recommend establishment of an appeals board that would function similar to the Board of Zoning Adjustments and Appeals, with respect to fire code appeals. Special Council Meeting/Study Session February 22, 1993 Page 6 Policy Relating to Plymouth Firefighter Relief Association Pension Benefits (Policy No 24 Manager Johnson reported on pending legislation which would remove the statutory cap on fire pension benefits. The Fire Department has requested that the Council support this legislation and the issue will be on an upcoming Council agenda. If approved, this policy would need amendment to reflect changes. Policy Establishing Rotation of Banks (Policy No 26) Finance Director Hahn stated this policy is no longer valid since the City selected a bank through request for proposals for a three year period. Mayor Bergman stated the policy could be amended to require proposals every year after the initial three year period. Councilmember Helliwell supported a term longer than one year due to costs incurred for check printing and additional incentives that may be offered by the bank for selection longer than one year. She would also only like the selection of Plymouth banks. Mayor Bergman and Councilmember Edson supported requesting proposals every two years. Councilmember Vasiliou stated the City Manager needs to be kept apprised of the service level provided by the current bank. Policy Relating to the Procedures for Sale and Conveyance of Tax Forfeit Lands (Policy No. 29 This policy needs to be reviewed to ensure it is consistent with the current procedure. Policy for Facilitating Communications among Councilmembers and Between the Council and City Staff (Policy No 30) Assistant Manager Boyles stated this policy was adopted in 1985. He asked if it still reflects the Council's desires. Councilmember Edson stated the Council Information Memorandum is an important tool to get information to the Council from staff. He is in favor of continuing Council packet delivery on Thursdays. The Council concurred. Special Council Meeting/Study Session February 22, 1993 Page 7 Policy Relating to the Plymouth Geese Translocation Program(Policy No 32) Park Director Blank stated the staff receives an enormous number of phone calls relating to the geese overpopulation problem. The Council discussed the success level of the previous program. Manager Johnson suggested this item be delayed for discussion with the 1994 budget. Park Director Blank and Public Safety Director Gerdes will monitor this issue and recommend needed changes. Policy Relating to Seminar and Conference Attendance by Board or Commission Members (Policy No 33) Mayor Bergman noted that the policy is current. Whether or not commissioners attend a conference depends on whether funds are approved in the budget. He suggested that the Council consider this during budget discussions if a request for attendance is received from a board or commission. Councilmember Tierney would like to know what other cities are doing with respect to conference attendance by commission members at budget time as well. Policy Governing Placement of Basketball Structures in Street Right -of -Way Policy No 34 This policy needs amendment to provide a consistent renewal date for all permits. With that modification, the Council is comfortable with the existing policy. Policy on Life Insurance for City Employees Policy No 39) Changes are needed to reflect collective bargaining agreement provisions. The meeting was adjourned at 6:30 p.m. Cit+ Clerk