05/12/1981 - City Council Special t
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MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: MAY 113 1981
SUBJECT: SPECIAL CITY COUNCIL MEETING
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The Cable Television Advisory Committee is scheduled to hold a
public hearing on Tuesday, May 12 , 1981 , at 7 :00 p.m. Alyce Bolke
has requested an informal meeting with the City Council to discuss
her termination pay from the City; and, therefore , she has been
asked to meet with the City Council at 6 :30 p.m. tomorrow evening
for that purpose. This will allow approximately one-half hour
to discuss the matter with Alyce. For your reference, the letters
that were sent to . Alyce regarding this issue have again been
enclosed for your review.
The City Administrator would like a few minutes to discuss the
site plan for the building program proposed by Mike Gresser at
the intersection of Yankee Doodle Road and Terminal Road. A public
hearing is scheduled for the May 19, 1981 City Council meeting
and a question has surfaced regarding the need for a waiver of
plat which will require. Planning Commission action on the May 26 ,
1981 meeting.
Enclosed is a copy of the agenda for notice of special City Council
meeting.
--
ity Administrator
NOTICE OF
SPECIAL CITY COUNCIL
MEETING
Please be advised that a special meeting of the Eagan City Council
is scheduled for Tuesday', May .12 , 1981 , at 6 : 30 p.m. at the Eagan
City Hall.
AGENDA
1 . Termination Pay - Alyce Bolke
2. CATC Public Hearing (As Noticed)
3. Mike Gresser Site Plan for Yankee Doodle Road/Terminal
Drive Proposed Expansion
4. Other
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MEMO TO: Honorable Mayor and City Council Members
FROM: City Administrator Hedges
DATE: December 22, 1980
SUBJECT: Retirement / Alyce Bolke
At the direction of the City Council I have researched the personnel history
of Alyce Bolke while she has served as the City Clerk-Treasurer for the Town-
ship and City of Eagan.
1960 - Appointed Assistant to the Township Assessor
1961 - Appointed Secretary to the Township Clerk
1961 - Appointed Township Clerk (July 12)
1962 - Elected Township Clerk (Part-time until 1965, Full-time after 1965)
1972 - Appointed Village Clerk-Treasurer (September)
1974 - Appointed City Clerk-Treasurer (January)
1980 - Retirement, December 31.
City Clerk-Treasurer Bolke is requesting that the City pay for her accumula-
tion of vacation, sick leave and compensatory time accumulated during the past
13 years. The following is a breakdown:
Vacation: 870 hours x $9.59 = $ 8,343.30
Sick Leave: 1,296 hours x 1/2 x 9.59 = 6,214.32
Comp. Time: 750 hours x 9.59 = 7,192.50
TOTAL $21,750.12
Based on a calculation of vacation and sick leave only since Mrs. Bolke was
appointed City Clerk-Treasurer for the Village in September, 1972, the total
hours are 1,582; therefore requiring a payment of $11,374.10. This assumes
the use of compensatory time with no time used for either vacation or sick
leave. Also no consideration is given for the payment of compensatory time.
The following is a breakdown:
Vacation: 790 hours x $9.59 = $ 7,576.10
Sick Leave: 792 hours x 1/2 x $9.59 = 3,798.00
TOTAL $11,374.10
The $9.59 was calculated by dividing $19,956 annual salary by 2,080 hours.
($19,956 -: 2,080 = $9.59)
City Administrator
S
MENTO TO: City Administrator Hedges and City Council
FROM: City Clerk Bolke
SUBJECT: Severance Pay
DATE: December 31, 1980
With regard to the proposal to compensate me for vacation and sick
leave which has accumulated only since my appointment to the City
Clerk-Treasurer position in 1972, I feel I should give you some of the
background of my position from the time I was appointed Town Clerk in
1961 which you are not familiar with.
The salary of Town Clerk in 1961 according to State Statute was a maxi-
mum of $50 per month which was very unrealistic according to the amount
of work involved. The Town Board realized this and authorized additional
pay for doing secretarial and other work. Because of the nature of the
position and the work involved, I was paid a salary over the Clerks fee
on a quarterly basis instead of an hourly basis.
This continued until 1967 and, because the work load had increased to
the point where I was working full time on a part time salary, to March
1967 I requested that I be hired on a full time basis so that I would be
eligible for the benefits the other full time employees received. The
Town Board approved my request effective April 1967 at a salary of $450
per month which included all compensation. It was at this time that I
started logging vacation and sick leave for me as I was doing for the
other full time employees. There Was never a question as to the status
of my employment from that time on and I received all fringe benefits as
they were given to the other employees, such as hospitalization, Pera,
FICA etc. I was also paid on a bimonthly basis as were all employees.
Prior to April 1967 I did not receive any benefits nor did I keep a
formal log of my hours other than for my own records as I was not paid
on an hourly basis. It was always my understanding that there was no
limit on accumulation of benefits prior to the adoption of the Personnel
Policy.
I hope this will give you a better understanding of the situation prior
to 1972, but if you have any further questions regarding this matter, I'd
be happy to answer them.
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BEA BL:)MUUIST THOMAS HEDGES
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THOMAS EGAN CITY OF EAGAN ALYCE BO�EE
MARE FAR SANTO CIT, CLERK
JAMES A SMITH
THEODORE WACHTER 3785 PILOT KNOB ROAD
COU%C, Wklb ;" EAGAN. MINNESOTA
55122 - +'
February 12, 1981 PHONE 454-0100
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MRS ALYCE BOLKE
1365 DEERWOOD DR
EAGAN MN 55123
Re: Retirement Compensation
Dear Alyce:
The City Council is revising their consideration for your retirement
compensation from $11 ,374. 10 to $121954.42 after receiving your
letter. When the Council first considered final payment for the
unused sick leave and vacation hours , there was no compensation
regarded for the years you were employed as an elected official .
After reconsideration, the City Council has agreed to compensate
you for vacation and sick leave for those elected years at the
rate of pay in effect December 31 , 1972 .
The following is a breakdown of the proposed payment :
ELECTED
VACATION 80 hrs x $4. 76 = $ 380.80
SICK LEAVE 504 hrs _ x 4. 76 = 1 ,199. 52
SUBTOTAL = $1 ,580. 32
APPOINTED
VACATION 790 hrs x $9. 59 = $7 , 576 . 10
SICK LEAVE 792 hrs ; 2 x 9. 59 = 39798.00
SUBTOTAL =$11 , 374. 10
TOTAL $125954.42
After you have had a chance to review this , please make the neces-
sary arrangements with Gene for processing the check.
Sincerely,
Thomas L. Hedges
City Administrator
TLH/hnd