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04/29/1993 - City Council Special AGENDA SPECIAL CITY COUNCIL MEETING Thursday April 29, 1993 5:00 p.m. Eagan Municipal Center Building I. ROLL CALL & ADOPTION OF AGENDA II. OUTSIDE STORAGE/PROPANE III. UPDATE CITY COUNCIL/STAFF GOALS SETTING RETREAT IV. CITY COUNCIL BRAINSTORMING/VISIONING REGARDING DEVELOPMENT/REDEVELOPMENT V. OTHER BUSINESS VI. ADJOURNMENT AGENDA SPECIAL CITY COUNCIL MEETING Thursday April 29, 1993 5:00 p.m. Eagan Fire Administration Building I. ROLL CALL & ADOPTION OF AGENDA II. TOUR OF FIRE ADMINISTRATION BUILDING/ DISCUSSION REGARDING SHARED SPACE FOR POLICE AND FIRE TRAINING ROOMS, CONFERENCE SPACE AND OTHER III. OUTSIDE STORAGE/PROPANE IV. UPDATE CITY COUNCIL/STAFF GOALS SETTING RETREAT V. CITY COUNCIL BRAINSTORMING/VISIONING REGARDING DEVELOPMENT/REDEVELOPMENT VI. OTHER BUSINESS VII. ADJOURNMENT MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: APRIL 27, 1993 SUBJECT: SPECIAL CITY COUNCIL MEETING/THURSDAY, APRIL 29, 1993 Please note that the location for the Special City Council meeting this Thursday, April 29, 1993, at 5:00 p.m. has been changed from the Municipal Center Building to the Fire Administration Building. The meeting will take place in the Fire Administration Conference Room. A meeting at the Fire Administration Building will allow Chief Nelson to provide a brief tour of their office space followed by a further discussion by Police Chief Geagan and Fire Chief Nelson as to how their present and future space needs could be consolidated in the new building. Please note this change in the agenda. As usual, pizza will be served, this time at approximately 5:30 to 5:45 p.m. allowing time for the tour. /S/ Thomas L. Hedges City Administrator TLH/vmd MEMO —city of eagan MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: MAY 20, 1993 SUBJECT: SPECIAL CITY COUNCIL MEETING, MAY 25, 1993 A special City Council meeting was scheduled for Tuesday, May 25, 1993, at 5:00 p.m. The purpose of the meeting is to hear a presentation by the Clean Water Fund and DCCAB representatives for a Bremer Foundation grant, review the Community Development Director Division and consider a work program for the purpose of coordinating schedules during the next few months. GENERAL ADMINISTRATIVE UPDATE This part of the agenda allows the Mayor, City Councilmembers and City Administrator an opportunity to provide some brief updates on various public policy issues or matters of interest regarding public service delivery. CLEAN WATER FUND/DCCAB REPRESENTATIVE GRANT PRESENTATION The City's Solid Waste Abatement Commission is scheduled to meet Tuesday, May 25, in the lunchroom and as a part of their agenda, beginning at 5:30 p.m., they will hear a presentation by the Clean Water Fund and DCCAB representatives for a Bremer Foundation grant. For additional information on the purpose of seeking the grant, refer to a memo prepared by Kris Hageman enclosed on page 3 COMMUNITY DEVELOPMENT DIRECTOR POSITION/REVIEW OF CANDIDATES City Administrator Hedges has met with Jim Brimeyer of the Brimeyer Group to review the position description, time schedule and, more importantly, share for his review the 18 finalists determined by the Personnel Committee, Assistant to the City Administrator Duffy and City Administrator. Mr. Brimeyer has the applications and through his additional review and screening will recommend a final list of candidates for the first round of interviews from the 18 applications. In addition to Mr. Brimeyer's screening of the l applications, he will be present at the City Council meeting at 6:00 p.m., to meet with the City Council in closed session for the purpose of discussing the candidates and providing insight into the eventual selection process as the number of candidates is narrowed and a finalist eventually considered by the City Council. The Personnel Committee is in support of a third party analysis by a professional recruiter and is also of the opinion that this discussion on Tuesday will allow the City Council an opportunity to be brought up-to- date on the process, review the applicants and outline the process as it continues into the actual interviews. According to the City Attorney the City Council does have the authority to close this portion of the meeting to honor confidentiality of applicants during this phase of the recruitment process. This is standard procedure in communities where Mr. Brimeyer and other executive recruiters work with the City Council. The names of the final 18 applicants will remain protected before and after the first run interviews and only the finalists will be made public. To better define Mr. Brimeyer's role, refer to the memo he has prepared at the request of the City Administrator enclosed without page number. Mr. Brimeyer has a meeting with the Hopkins City Council beginning at 7:30 p.m., and I advised him that the City Council would begin discussion, in closed session, regarding the review of candidates promptly at 6:00 p.m. This will allow adequate time for questions with Mr. Brimeyer. REVIEW WORK PROGRAM Enclosed on pages I through D for City Council review is a copy of the most recent list of open issues and the goals that were a product of the City Council/staff retreat. The objective for the work session is to prioritize those public policy matters identified on both the open issues list and at the City Council/staff retreat so the City Administrator can prepare a work program for the next several months coordinating various topics according to priority at special City Council work sessions. This will provide direction to department heads. OTHER BUSINESS • There are no items to be considered as Other Business at this time. /s/ Thomas L. Hedges_ City Administrator TLH/jeh MEMO TO: CITY ADMINISTRATOR HEDGES FROM: RECYCLING COORDINATOR HAGEMAN DATE: MAY 19, 1993 SUBJECT: PRESENTATION -CLEAN WATER FUND/DAKOTA COUNTY CITIZENS FOR ALTERNATIVES TO BURNING- BREMER FOUNDATION GRANT PROJECT On Tuesday, May 11, Lauren DeChant of the National Audubon Society, gave a presentation on a pilot wet/dry composting project she conducted in two communities in Connecticut last year. The study found that about 30% of household waste is compostable material such as food and soiled paper. Additionally, the study indicates that when composting is combined with effective recycling, 70% diversion can be achieved. This project is one of a variety of projects that members of DCCAB and the Clean Water Fund are researching as possible projects to conduct in Dakota County. I have spoken with DCCAB representatives about possible projects ranging from a similar wet/dry composting project to focusing on reduction and proper disposal of household hazardous wastes and what level of involvement the City of Eagan may be able to contribute. I have invited representatives from DCCAB and Clean Water Fund to present information to the Solid Waste Abatement Commission regarding the grant they have received from the Otto Bremer Foundation. The goal of the project is to build the capacity of three targeted communities (Eagan, Inver Grove Heights and South St. Paul) to maximize their ability to reduce, re-use, recycle and compost municipal waste. The Project will involve citizens, local businesses and public officials in developing model waste management strategies emphasizing cost-effective and environmentally sound technologies such as waste reduction, re-use, recycling and composting. It is my understanding that this presentation has been added to the agenda of the Special City Council meeting of Tuesday, May 25. I look forward to the participation of yourself, Mayor Egan and the Councilmembers in our discussion. The presentation is scheduled for 5:35. If you would like any additional information, please let me know. Rec cling Coordinator OPEN ISSUES LIST May 20, 1993 1. Right-Sizing Analysis--The City Administrator will coordinate the research on the cost benefit and options for service delivery that is currently provided by the City. This information will be available for review by the City Council during June. Ken Damlo, who has approximately 15 years of local government administration and finance will be conducting the research and preparing the information. Status--Department Head interviews and data collection is proceeding along. 2. 1994 Budget Preparation--The 1994 budget process will overlap and build on the results of the right-sizing analysis during the summer. Final action as a result of the truth in taxation mailings occurs November/December. Status--The 1994 budget preparation process will begin in late May. 3. 1993 - 1997 CIP Adoption--This item is scheduled for adoption at the March 2 City Council meeting. Status--The CIP was adopted March 2 and certain phases are being implemented. 4. 1994 - 1998 CIP Preparation and Adoption--The City Administrator will begin the CIP revision with each department during late spring/summer with a review and adoption scheduled for early fall by the City Council. Status--CIP preparation will proceed during the month of June. 5. Staff/Council Retreat--The retreat is scheduled for Thursday and Friday, March 11 and 12 at the IDS retreat center. Status--Results of the retreat were shared at a special City Council work session on Thursday, April 29. The goals will be drafted into a work program during June for presentation to the community and a priority of the goals will be determined by the Council in late May. 6. Park Systems Plan--The park systems plan is an outgrowth of a process to hire the park consultant. Status--Final interviews for park consultants were held April 14 and the firm of Barton Aschman was selected at the City Council meeting held on April 20. The gathering of data is occurring at the present time. 7. Park Consultant RFP--The park consultant RFP/scope of services has been approved and is currently being processed. II � 8. Engineering Consultant RFP--The scope of services has been developed and will be reviewed with the City Council. Status--RFP's are being prepared,with an interview schedule proposed for June 11. 9. Legal Consultant RFP--The scope of services has been developed and will be reviewed with the City Council. Status--RFP's are being prepared and the study of an in-house city attorney is being considered during the summer months. 10. Financial Consultant RFP--The scope of services has been developed and will be reviewed with the City Council. Status--RFP's are being prepared. 11. Audit/Annual Comprehensive Financial Report--The field work is being coordinated by the Director of Finance for the 1992 audit and a presentation will be made to the City Council during June. Status--No change. 12. City Health Insurance Review--The Health Insurance Committee will again meet during 1993 to study health insurance options that provide a better cost benefit to the employees and city for health insurance benefits. Status--No change. 13. Compensation Plan--The TSP's and compensation plan will be analyzed during the next several months with a review expected by the Personnel Committee during fall of 1993. Status--No change. 14. Community Development Director Position--The Community Development Director position should be authorized for hiring at the March 2 meeting with a decision expected at the second meeting in May. Status--Applications for the position of Community Development Director closed on April 16. The process for reviewing applications has been completed and first round interviews are scheduled for June 2/3. 15. Law Enforcement/Municipal Center Building Expansion--The CIP was approved at the March 2 meeting, and an RFP for a construction management firm to begin work on the law enforcement/municipal building expansion program is progressing. Status--The position of construction manager was approved at the April 5 City Council meeting and an RFP and selection process has begun. 16. Recreation Facility--If the CIP is approved at the March 2 meeting, it would be appropriate to solicit an RFP for architectural services and begin work on the recreational facility program. The RFP will occur during March/April with an initial study during the summer/early fall by staff and in the fall by City Council and staff. Status--A meeting was held on Thursday,April 22 for the community to organize and begin the fundraising p rocess. 17. Parks and Recreation Commission Reorganization--The Parks and Recreation Commission reorganization occurred at the February 16 meeting and appointments will be made at the March 2 meeting. Status--This item was accomplished at the March 2, 1993 meeting. 18. Cat Ordinance--The cat ordinance will be placed on the March 16 City Council meeting for discussion. Status--This item was reviewed by the City Council in a work session held on March 30 and there was a decision that an ordinance regulating licensing cats not proceed ahead at this time. 19. Communication Coordinator--The Communication Coordinator position, approved for the 1993 budget,will be given consideration during the months of May, June and July. Status--No change 20. Sign Task Force Results--The Sign Task Force results were reviewed by the City Council at a February 9 special City Council workshop and will be given further consideration at the March 2 meeting. Status--This item was acted on at the March 2 City Council meeting. 21. Tree Preservation Guidelines--The tree preservation guidelines are under review by City staff and will be presented to the Advisory Parks, Recreation and Natural Resources Commission and Advisory Planning Commission and will be presented to the City Council for official action in approximately April/early May. Status--There is an update in the Informative Memo for the April 20 Council meeting. 22. Firefighters Pension Legislation--The City Administrator is coordinating the firefighter pension legislation with the City's legislative delegation and Fire Department pension committee. It is expected that legislation will be introduced enacted by the full house and senate in April. CO Status--Legislation was introduced to resolve the grandfather concern with Eagan firefighters who retired in 1992 and an increase in the lump sum benefit was also proposed. 23. Mosquito Abatement Control--Assistant to the City Administrator Duffy is gathering information about the cost benefit of the metropolitan mosquito abatement control program and will be presenting that information. Status--There is no further update on this item at this time. 24. Park Program/Tree Planning/Use of High School Students--The Director of Parks and Recreation has analyzed this program, specifically whether dollars can be deferred and paid through a scholarship program given current tax laws. A report will be forthcoming during March on his findings. Status--The Director of Parks & Recreation has provided a memo addressing this matter. 25. Private/Public Development Policy--In light of the recent Delta vs. City of Eagan litigation, staff at the request of the City Council is readdressing private/public development policy and will present findings to the City Council during a late March/April workshop. Status--This item was discussed at the April 29 work session and will be rescheduled later in the summer when the to-be-named Community Development Director is selected. 26. Redevelopment Policy--Staff is presently meeting on the formation of a redevelopment policy and will be presenting those findings to the City Council in a workshop in May/June. Status--It is the intention of the staff/City Council to schedule this item for a workshop during late summer/early fall. 27. Collective Bargaining--The City Administrator continues to coordinate all labor contracts for the City Council, including the two unsettled contracts for police dispatcher and public works/park maintenance. Status--The dispatcher unit is still unsettled. OTHER ITEMS The following item does not yet include a time line and will not appear on the attached flow chart. 28. Consideration of Manager/Statutory Plan B Form of Government--The City Council deferred further consideration of the statutory plan B form of government during the fall of 1992 to a later date to allow for further review, public hearings and preparation for a city-wide election if desired. • MAY-21-1993 14:41 FROM RLK ASSOCIATES, .LTD.. . . TO 6814612 P.02 The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS One Tenth Ave.South Hopkins,MN 55343 May 21, 1993 TO: City Council and City Administrator City of Eagan (I. FROM: Jim Brimeyer V7 The Brimeyer c •up Executive Search The purpose of this memo is to advise you of the alternatives available to you in the recruitment and selection of your new Community Development Director. By way of introduction,I have included a complete description of a recruitment and selection process. I understand you have placed the announcements, received resumes from potential candidates, and have screened that list down to approximately 18 individuals. This effort would correspond to Steps 1 -3_ You have asked me to review the resumes of those 18 individuals based on the job description provided and to: 1. Determine if I am aware of any individuals who might be suitable for your position. 2. Give you a "third party" perspective on the qualifications of the candidate for your position. I have reviewed the applications and have shared my thoughts with Tom Hedges. Tom asked me to outline some other options that are available to him and to the City Council in the selection process. You have the option to determine if someone ought to meet with the candidates to determine their qualifications for the position and their "fit" with the organization. This could be done in a variety of ways. Local candidates could be visited by The Brimeyer Group or by a member of your staff. Candidates from outside the area could either have an extensive telephone screening interview or the option of having them do a video tape to be reviewed by the Administrator and the City Council. An option would be to have an executive search firm visit the out of state candidates. Depending upon location,they could probably all be visited within a two to three day trip. The advantage of personally visiting the candidates is the ability to determine their qualifications,their interest in the position, and how they fit with the culture and environment. Depending on the location of the candidates, the fee and expenses are to be negotiated between an executive search firm and the City Council. (612)9450246 • fax(612)933.1153 12=97% 612 933 1153 05-21-93 03:41PM P002 #09 MAY-21-1993 14:41 FROM RLK ASSOCIATES. .LTD. . . . TO 6814612 P.03 -2- Regarding the interviews,both local and out of state candidates would expect that the City of Eagan will pay related expenses and costs incurred to attend the interview. I understand from Torn, there is some conversation about interviewing 10-12 candidates and then further reducing that number to 4-5. Depending on the location of the candidates, this could be relatively inexpensive to somewhat costly. I suggest that a standard list of questions be developed based on the job description and the responses to the questions. An evaluation form should be provided that corresponds to the questions and the job description so that all candidates are treated fairly and equally and the selection panel is in a position to make an honest and complete comparison. At your direction, we are able to assist with this process, however, I believe this is something that can be handled by your own personnel department. The final issue to be dealt with is negotiating compensation. In my experience, one of the most worthwhile services provided by an executive search firm is to act as the "third party" mediator between the hiring authority and the selected and preferred candidate. We are able to increase or reduce the expectations of both parties so as to obtain a mutually beneficial compensation package. This can also be handled by your personnel department, however, sometimes discussions can be somewhat tense and adversarial. I am willing to assist the City of Eagan in the selection of the Community Development Director in any way possible and look forward to the opportunity. Our fees are$125 per hour plus ordinary expenses including travel, meals, lodging,long distance telephone, FAX, copying, and administrative expenses. Prior to beginning a relationship,we should have an understanding of what your expectations might be and how we might meet those expectations. It would be prudent for us to have some sort of letter of understanding outlining those expectations and the related expenses and fees. R=97% 612 933 1153 05-21-93 03:41PM P003 #09 MAY-21-1993 14:42 FROM RLK ASSOCIRTES, .LTD. .. . TO 6814612 P.04 The Brimeyer Group,Inc. . EXECUTIVE SEARCH CONSULTANTS RECOMMENDED APPROACIft* ,A,e.mouth Hop*Is,MN 55343 * EVALUATE WENT"S SPECIFIC SITUATION/NEEDS M-- • DEVELOP POSITION PROFILE NEEDS ANALYSIS �J PLANNING * ESTABLISH PROCESS AND TIMING DESCRIPTION * IDENTIFY PROSPECTIVE CANDIDATES - TARGET ORGTIONS CANDIDATE - CLIENT NETWORK CONTACTS IDENTIFICATION -DIRECT"CONTACT RESEARCH -ANNOUNCEMENTS IN PROFESSIONAL PUBLICATIONS • * SCREEN CANDIDATES - TELEPHONE INTERVIEW CANDIDATE EVALUATION -PERSONAL INTERVIEWS * EVALUATE PROSPECTIVE CANDIDATES - ..._ -PERSONAL INTERVIEWS . PROGRESS REPORT • VIDEO TAPE INTERVIEWS * REFERENCE, PSYCH EVALUATION DETAILED CREDENTIALS VERIF7C(770N REFERENCING/ BACKGROUND CHECKS * FINAL INTERVIEWS ANT DECISION * OFFER AND EMPLOYMENT ARRANGEMENTS EMPLOYMENT ARRANGEMENTS PERIODIC REVIEWS AS,1PPROPRIATB (612)945.0246 • fax(612)933.1153 R�97% 612 933 1153 05-21-93 03:41PM P004 #09 MAY-21-1993 14:42 FROM RLK ASSOCIATES, .LTD. .. . TO 6814612 P.05 The Brimeyer Group, Inc. EXECUTIVE SEARCH CONSULTANTS One Tenth Ave.South Hopkins,MN 55343 OUR APPROACH TO YOUR ASSIGNMENT We propose a step-by-step recruitment and selection process: 1. Development of a Position Profile_ The Profile describes the basic responsibilities and duties of the position,reporting relationships,education, and experience necessary for satisfactory performance. We will meet with you,Board members and appropriate staff to discuss the role and responsibility of the position. We will provide a list of questions for all the participants to consider as we develop the Position Profile. Once a consensus is reached on the requirements of the position and the qualifications of the ideal candidate, we will prepare a detailed Position Profile. 2. Location of Candidates We will conduct a comprehensive program to contact sources and identify suitable candidates. We would use our research staff to identify comparable organizations from which key individuals can be contacted. Based on the sources available to us, we win identify specific individuals with established patterns of accomplishment and knowledge. It may be necessary to announce the position in appropriate professional journals. • 3. rahlagolanicarniten After our research and sourcing is completed, several qualified candidates will emerge for evaluation and comparison. Interviews will be scheduled with the most promising individuals. Depending on the location of the candidate, the interviews will be either face-to-face or completed through telephone screening. During this phase we will be able to assess the individual's qualifications, accomplishments, and suitability for the position. Our in-depth evaluation and appraisal techniques will cover issues such as work experience, education, professional development and achievements, career objectives and philosophy. 4. progregatReport Following the screening and background investigation we will prepare a Progress Report. This report will provide specific information on the individual's possible at strengths and b education and work history, accomplishments and growth potential, s engths pass Halt deliver and review these reports with you. On the basis of limitations. We will personally �� this review, final candidates will be selected for interviews. 5. A UM= The Brimeyer Group has the authorization and the ability to administer an assessment tool entitled The DiSC Behavioral Management System" designed to assist individuals to understand their style and to assess the environment in which they operate most effectively. The process for the Profile Analysis includes completing a questionnaire which is a self-assessment of an individual's behavior. • (612)945-0246 • fax(612)933-1153 12=97% 612 933 1153 05-21-93 03:4IPM P005 #09 MAY-21-1993 14:43 FROM RLK ASSOCIATES, .LTD. . . . TO 6814612 P.06 2- The report covers the following areas: l_ Internal motivation 2. Self-management strategies 3. Identification and management of conflict You will gain insight into strengths,weaknesses, and likelihood for success for each final candidate before hiring;how to best manage and work effectively with the candidate; and suggested development programs to meet and identify needs. The above is available at your option and subject to your approval. 6. Interviewing and Selection We will arrange a schedule of interviews for final candidates. We will assist in this process to the extent requested by you. Directed by you, we will assist in the negotiations of employment terms and will recommend a compensation package calculated to attract the finalist and participate in the final negotiations. • • TOTAL P.06 R-96% 612 933 1153 05-21-93 03:41PM P006 #09