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04/24/1984 - City Council SpecialSUBJECT TO APPROVAL Q MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, MINNESOTA APRIL 24, 1984 A special meeting of the Eagan City Council was held on April 24, 1984, at 7:00 p.m. in the lunchroom of the Eagan Municipal Center Building. Those present were Mayor Blomquist, City Councilmembers Egan, Smith, Thomas and Wachter. Also present was City Administrator Hedges. HISTORY COMMITTEE/PROPOSED HISTORY OF THE CITY OF EAGAN The City Council held a joint meeting with the History Committee in an effort to agree on the publication of a manuscript that provides the history of the City of Eagan. Those members of the History Committee that were present were as follows: its Chairman, Frank Dembroski and members Jim Diffley, Elizabeth Kennealy, Art Rahn, Arnold Carlson. Mr. Dembroski provided a chronology of meetings stating that the history manuscript, as prepared by the Committee, has been ready for publication for several months; it is time to publish that document. He further criticized the City for holding up publication of the document, suggesting that their committee will proceed with the publication of the document regardless as to whether the City Council agrees or sanctions the publication of the History Committee's manuscript. City Councilmember Smith stated that the City Council has not agreed with the style of the History Committee's manuscript and continues to support the professional revision that was compiled by Lisa Fleming, a journalist hired to edit the manuscript. He stated that if the History Committee desires to publish their manuscript, it should be finalized by the Committee without any City Council input or acknowledgment. City Councilmember Smith further stated that if the History Committee will turn over pictures and other information pertinent to the revised manuscript, as accepted by the City of Eagan, the City will then assume full responsibility for publication of that document. Mr. Dembroski stated that the City Council does not have control over the final edification or publication of the history document. He stated that the original intent by the City Council was to allow the History Committee to prepare and publish a history book without any approval by the City Council. City Councilmember Egan corrected Mr. Dembroski's interpretation by stating that official City Council minutes define the intent of the History Committee as 1) collecting local historical data, 2) directing the research of the historical document, and 3) identifying and preserving information, articles and sites of local historical value with the further interpretation that the City Council will, through its staff, coordinate the information and write the final history document. It was further clarified by the City Council that all commission and committees of the City are advisory and the City Council does represent the final position of the City which is applicable to a book published for the history of Eagan. A discussion followed that presented the difference in the documents between the one prepared by the historical journalist hired by the City and the History Committee. The Mayor expressed disappointment in the impasse that was reached by the two groups and suggested that a workable solution be discussed so that the main objective of publishing the history of Eagan could be pursued. Arnold Carlson suggested that a third party be hired to review both documents and produce a workable manuscript agreeable to both the City of Eagan and History Committee.City Councilmember -'�fi^.:i aas r'�:`.a':; �'+""- .. ➢+ .: '��a. .•y �f . �-r�.4.. _ .�•y�w'Y JC�na�:.^.'�. .. .<Ti: .T_+v1,. ..= :'." ^•�"r.i" x.� x9 :. �}ry. Council Minutes April 24, 1984 Smith and Mayor Blomquist both expressed agreement that a journalist could be hired for the summer with the understanding that the revised manuscript as prepared would then be published as the history of Eagan. After further discussion and in a motion by City Councilmember Smith, seconded by City Councilmember Egan, with all members voting in favor, the City will agree to hire a journalist who will revise and edit the history manuscripts, working with the History Committee and City Councilmember Wachter, as a City Council liaison, to submit to the City Council for final approval, the history of' the City of Eagan manuscript conditional upon the History Committee turning over to the City of Eagan all manuscripts and pictures by May 8, 1984, or the Eagan History Committee is abolished. PERSONNEL EVALUATION AND COMPENSATION STUDY City Administrator Hedges presented the final draft RFP for considering a consultant service that will perform an independent personnel evaluation and compensation study for the City of Eagan. The RFP was reviewed in detail and after discussion by the City Council, a motion was made by City Councilmember Smith, seconded by Councilmember Wachter, with all members voting in favor that the request for proposal to provide consulting services for the development and performance of a job evaluation study and salary compensation plan for the City of Eagan was approved. In a motion by City Councilmember Egan, seconded by City Councilmember Thomas, with all members voting in favor, it was determined that the whole City Council will interview those consultants who are considered finalists for developing the job evaluation study and salary compensation plan as recommended by the City Administrator. PARK DEPARTMENT MANPOWER City Administrator Hedges presented a request to change the approved 1984 budgetary request for a park maintenance employee classification to an assistant park director classification. He stated that the needs for the Department are changing and the Parks and Recreation Director has recognized through a proposed reorganization that a full—time assistant park director and the reclassification of the City Forester and Park Foreman to absorb more maintenance instead of administrative responsibilities is needed for the Deparmtment. Mayor Blomquist stated that with the amount of park development and expansion, it was clearly stated in the 1984 budget presentation that additional maintenance was required. She further indicated that a change in the organizational plan should be considered when the 1985 budget is developed this year. The City Administrator was asked to further explain the job responsibilities of the assistant park director and whether the maintenance division will have adequate help if the full—time maintenance employee is not hired during 1984 as budgeted. It was suggested that the Parks and Recreation Director be authorized to hire a part—time maintenance employee to meet the short—term needs of the Department and that the position of a full—time, assistant park director be further examined after the park referendum or at Council Minutes April 24, 1984 the time of the 1985 budget review. In a motion by Mayor Blomquist, seconded by Councilmember Wachter, with all members voting in favor, the City Administrator was directed to keep the Park Department manpower and organization in the current status and that the proposed reorganizational needs be further examined after the park referendum and as a part of the 1985 budgetary review. LANDSCAPE ARCHITECT/PARK PLANNER The City Administrator presented the recommendation of the Park and Recreation Director to hire a landscape architect/park planner if the Park Referendum is successful on May 22. He further stated that it is the staff opinion that the City will benefit by having an in—house landscape architect/park planner with the option to hire outside consultants for certain aspects of the park development if the referendum is a success. The City Administrator stated that this position is to be funded from proceeds of the Park Referendum and further, it is anticipated that a considerable savings will be realized if an outside consultant is not retained for the entire bond referendum project. There were a number of questions asked and additional explanation of the position provided for as the City Council gave consideration to the hiring of a landscape architect/park planner with the understanding that a sunset provision would be required once the Park Referendum proceeds were used. The City Administrator was directed to provide additional cost breakdown and represent a financial plan for the hiring of a landscape architect/park planner if the Park Referendum is a success on May 22. PART—TIME CLERK—TYPIST FOR BUILDING INSPECTION AND PARKS & RECREATION DEPARTMENTS The City Administrator presented the need for a temporary, part—time clerk—typist to assist the Building Inspection and Park and Recreation Depart— ments due to the number of building permits that are being generated on a daily basis. He stated that the shared secretary for those two departments is not able to provide the public service required to handle all building permits and other departmental needs and during this time of numerous building permits an additional clerk—typist to work 20 hours per week is suggested. After a brief review and a motion by City Councilmember Smith, seconded by Councilmember Egan, with all members voting in favor, the City Administrator was authorized to hire a part—time clerk—typist to work as a temporary, part— time employee at a maximum of 20 hours per week in the Parks and Recreation/Building Inspection Departments. ELECTION JUDGES FOR MAY 22 REFERENDUM The City Administrator presented a list of election judges for the May 22, 1984, special Park Referendum. In a motion by City Councilmember Thomas and seconded by City Councilmember Wachter, with all members voting in favor, the election judges, as recommended by the City Clerk/Director of Finance and presented by the City Administrator, was approved. 3 Council Minutes April 24, 1984 MAY 22 PARK REFERENDUM City Administrator Hedges stated that the resolution that was adopted by the City Council on March 22, 1984, requires a technical amendment that has been suggested by the City's Bond Counsel, Faegre and Benson. In a motion by City Councilmember Smith, and seconded by Councilmember Thomas, all members voting in favor, the resolution was approved correcting the March 22 resolution by amending language contained in the two questions identified within the resolution. VACATION BALANCE/CITY ADMINISTRATOR City Administrator Hedges stated that due to an unusual workload the past few years, his vacation balance accrued 174.14 hours extra and due to City policy, those extra hours were reduced in 1982. The balance is again increasing above the limit of 180 hours by 47.3 hours. Members of the City Council stated that the demand on the City Administrator's time, due to the development and construction of the new Municipal Center and horse -racing track application, in addition to the -rapid growth of the City, have presented circumstances that made it difficult to use vacation time. Therefore, in a motion by City Councilmember Smith, seconded by City Councilmember Wachter, with all members voting in favor, the City Administrator is to be given a cash payment for those hours accumulated to date in excess of the 180 -hour vacation limit. ADJOURNMENT Upon motion duly made and seconded, the meeting was adjourned. Dated: May 2, 1984 TLH City Clerk E SUBJECT TO APPROVAL MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, MINNESOTA APRIL 24, 1984 A special meeting of the Eagan City Council was held on April 24, 1984, at 7:00 p.m. in the lunchroom of the Eagan Municipal Center Building. Those present were Mayor Blomquist, City Councilmembers Egan, Smith, Thomas and Wachter. Also present was City Administrator Hedges. HISTORY COMMITTEE/PROPOSED HISTORY OF THE CITY OF EAGAN The City Council held a joint meeting with the History Committee in an effort to agree on the publication of a manuscript that provides the history of the City of Eagan. Those members of the History Committee that were present were as follows: its Chairman, Frank Dembroski and members Jim Diffley, Elizabeth Kennealy, Art Rahn, Arnold Carlson. Mr. Dembroski provided a chronology of meetings stating that the history manuscript, as prepared by the Committee, has been ready for publication for several months; it is time to publish that document. He further criticized the City for holding up publication of the document, suggesting that their committee will proceed with the publication of the document regardless as to whether the City Council agrees or sanctions the publication of the History Committee's manuscript. City Councilmember Smith stated that the City Council has not agreed with the style of the History Committee's manuscript and continues to support the professional revision that was compiled by Lisa Fleming, a journalist hired to edit the manuscript. He stated that if the History Committee desires to publish their manuscript, it should be finalized by the Committee without any • City Council input or acknowledgment. City Councilmember Smith further stated that if the History Committee will turn over pictures and other information pertinent to the revised manuscript, as accepted by the City of Eagan, the City will then assume full responsibility for publication of that document. Mr. Dembroski stated that the City Council does not have control over the final edification or publication of the history document. He stated that the original intent by the City Council was to allow the History Committee to prepare and publish a history book without any approval by the City Council. City Councilmember Egan corrected Mr. Dembroski's interpretation by stating that official City Council minutes define the intent of the History Committee as 1) collecting local historical data, 2) directing the research of the historical document, and 3) identifying and preserving information, articles and sites of local historical value with the further interpretation that the City Council will, through its staff, coordinate the information and write the final history document. It was further clarified by the City Council that all commission and committees of the City are advisory and the City Council does represent the final position of the City which is applicable to a book published for the history of Eagan. A discussion followed that presented the difference in the documents between the one prepared by the historical journalist hired by the City and the History Committee. The Mayor expressed disappointment in the impasse that was reached by the two groups and suggested that a workable solution be discussed so that the main objective of publishing the history of Eagan could be pursued. Arnold Carlson suggested that a third party be hired to review both documents and produce a workable manuscript agreeable to both the City of Eagan and History Committee. City Councilmember r�L ' '"�'�s'•"; �+�3°''v.-•. �:'%!..'�`� n4 :f`; -�T 6: _ _'di .7?+'+Y m['�.aa7S+:'f.:•;. '.r: �;�'�.� .-�C'^^�s,�'Atf'�"'• .�_R :-.*' Council Minutes April 24, 1984 Smith and Mayor Blomquist both expressed agreement that a•journalist could be hired for the summer with the understanding that the revised manuscript as prepared would then be published as the history of Eagan. After further discussion and in a motion by City Councilmember Smith, seconded by City Councilmember Egan, with all members voting In favor, the City will agree to hire a journalist who will revise and edit the history manuscripts, working with the History Committee and City Councilmember Wachter, as a City Council liaison, to submit to the City Council for final approval, the history of' the City of Eagan manuscript conditional upon the History Committee turning over to the City of Eagan all manuscripts and pictures by May 8, 1984, or the Eagan History Committee is abolished. PERSONNEL EVALUATION AND COMPENSATION STUDY City Administrator Hedges presented the final draft RFP for considering a consultant service that will perform an independent personnel evaluation and compensation study for the City of Eagan. The RFP was reviewed in detail and after discussion by the City Council, a motion was made by City Councilmember Smith, seconded by Councilmember Wachter, with all members voting in favor that the request for proposal to provide consulting services for the development and performance of a job evaluation study and salary compensation plan for the City of Eagan was approved. In a motion by City Councilmember Egan, seconded by City • Councilmember Thomas, with all members voting in favor, it was determined that the whole City Council will interview those consultants who are considered finalists for developing the job evaluation study and salary compensation plan as recommended by the City Administrator. PARK DEPARTMENT MANPOWER City Administrator Hedges presented a request to change the approved 1984 budgetary request for a park maintenance employee classification to an assistant park director classification. He stated that the needs for the Department are changing and the Parks and Recreation Director has recognized through a proposed reorganization that a full—time assistant park director and the reclassification of the City Forester and Park Foreman to absorb more maintenance instead of administrative responsibilities is needed for the Deparmtment. Mayor Blomquist stated that with the amount of park development and expansion, it was clearly stated in the 1984 budget presentation that additional maintenance was required. She further indicated that a change in the organizational plan should be considered when the 1985 budget is developed this year. The City Administrator was asked to further explain the job responsibilities of the assistant park director and whether the maintenance division will have adequate help if the full—time maintenance employee is not hired during 1984 as budgeted. It was suggested that the Parks and Recreation Director be authorized to hire a part—time maintenance employee to meet the short—term needs of the Department and that the position of a full—time, assistant park director be further examined after the park referendum or at 42- • Council Minutes April 24, 1984 the time of the 1985 budget review. In a motion by Mayor Blomquist, seconded by Councilmember Wachter, with all members voting in favor, the City Administrator was directed to keep the Park Department manpower and organization in the current status and that the proposed reorganizational needs be further examined after the park referendum and as a part of the 1985 budgetary review. LANDSCAPE ARCHITECT/PARK PLANNER The City Administrator presented the recommendation of the Park and ._Recreation Director to hire a landscape architect/park planner if the Park Referendum is successful on May 22. He further stated that it is the staff opinion that the City will benefit by having an in-house landscape architect/park planner with the option to hire outside consultants for certain aspects of the park development if the referendum is a success. The City Administrator stated that this position is to be funded from proceeds of the Park Referendum and further, it is anticipated that a considerable savings will be realized if an outside consultant is not retained for the entire bond referendum project. There were a number of questions asked and additional explanation of the position provided for as the City Council gave consideration to the hiring of a landscape architect/park planner with the understanding that a sunset provision would be required once the Park Referendum proceeds were used. The City Administrator was directed to provide • additional cost breakdown and represent a financial plan for the hiring of a landscape architect/park planner if the Park Referendum is a success on May 22. PART-TIME CLERK -TYPIST FOR BUILDING INSPECTION AND PARKS & RECREATION DEPARTMENTS The City Administrator presented the need for a temporary, part-time clerk -typist to assist the Building Inspection and Park and Recreation Depart- ments due to the number of building permits that are being generated on a daily basis. He stated that the shared secretary for those two departments is not able to provide the public service required to handle all building permits and other departmental needs and during this time of numerous building -permits an' additional clerk -typist to work 20 hours per week is suggested. After a brief review and a motion by City Councilmember Smith, seconded by Councilmember Egan, with all members voting in favor, the City Administrator was authorized to hire a part-time clerk -typist to work as a temporary, part- time employee at a maximum of 20 hours per week in the Parks and Recreation/Building Inspection Departments. ELECTION JUDGES FOR MAY 22 REFERENDUM The City Administrator presented a list of election judges for the May 22, 1984, special Park Referendum. In a motion by City Councilmember Thomas and seconded by City Councilmember Wachter, with all members voting in favor, the election judges, as recommended by the City Clerk/Director of Finance and presented by the City Administrator, was approved. 3 Council Minutes April 24, 1984 r1 LJ MAY 22 PARK REFERENDUM City Administrator Hedges stated that the resolution that was adopted by the City Council on March 22, 1984, requires a technical amendment that has been suggested by the City's Bond Counsel, Faegre and Benson. In a motion by City Councilmember Smith, and seconded by Councilmember Thomas, all members voting in favor, the resolution was approved correcting the March 22 resolution by amending language contained in the two questions identified within the resolution. VACATION BALANCE/CITY ADMINISTRATOR City Administrator Hedges stated that due to an unusual workload the past few years, his vacation balance accrued 174.14 hours extra and due to City policy, those extra hours were reduced in 1982. The balance is again increasing above the limit of 180 hours by 47.3 hours. Members of the City Council stated that the demand on the City Administrator's time, due to the development and construction of the new Municipal Center and horse -racing track application, in addition to the rapid growth of the City, have presented circumstances that made it difficult to use vacation time. Therefore, in a motion by City Councilmember Smith, seconded by City Councilmember Wachter, with all members voting in favor, the City Administrator is to be given a cash • payment for those hours accumulated to date in excess of the 180 -hour vacation limit. ADJOURNMENT Upon motion duly made and seconded, the meeting was adjourned. Dated: May 2. 1984 TLH City Clerk Y ;f SPECIAL CITY COUNCIL MEETING TUESDAY APRIL 24, 1984 7:00 P.M. I. ROLL CALL & APPROVAL OF AGENDA II. HISTORY COMMITTEE REPORT II1. REVIEW RFP FOR PERSONNEL EVALUATION & COMPENSATION CONSULTANT IV. PARK DEPARTMENT MANPOWER NEEDS •V. OTHER PERSONNEL MATTERS VI. APPOINTMENT OF SPECIAL ELECTION/ ELECTION JUDGE VII. OTHER BUSINESS VIII. ADJOURNMENT u MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: APRIL 19, 1984 SUBJECT: SPECIAL CITY COUNCIL MEETING FOR APRIL 24, 1984 History Committee Report The History Committee has been notified of a Special City Council meeting this coming Tuesday for the purpose of -discussing the status of the history book for the City of Eagan. The purpose of meeting with the History Committee appears to be twofold: 1) Continue discussion in an effort to agree on a history document to be published and, 2) Determine a process for the publication of the history document. During late 1982 there was some misunderstanding on the part of the History Committee as to the City Council's involvement regarding the publication of the history document. At that time a memorandum was prepared by the City Administrator tracking the history document from the original appointment of the History Committee through the end of 1982. A copy of that memorandum is again provided for each member of the City Council. The purpose for distributing this memorandum is to allow proper background information in case members of the History Committee question the original intent of the City Council as to how the history document was to be prepared and published. Also, a copy of an outline for the publishing process which was originally prepared by Lisa Fleming is enclosed for your review. Each City Councilmember has a copy of the History Committee's draft publication of the history of Eagan and a copy of the revised document that was prepared by Lisa Fleming. City Councilmembers may wish to briefly review those documents for Tuesday evening to again become familiarized with the document. It is important that I again explain the difference between the two documents: The document prepared by the History Committee represents a collection of historical facts that were solicited from a number of sources mainly that of families who have resided within the City. That particular document attempts to portray in detail families that have lived in Eagan and also very selec- tively will include considerable history of such things as St. Peter's Church. This document is well researched, however, is written as a collection of historical facts. The revised version of the history, as prepared by Lisa Fleming, attempts to, in some cases, rearrange those facts, reduce what appears to be too much detail in the historical reporting of families, condenses several topics such, as St. Peter's Church and further restores the document to a more even flow for the reader. Her document also provides historical information to the present. The two history documents are so different in style that it MEMO April 19, 1984 Page 2 is very difficult to compromise by reducing certain articles or eliminating an article in an effort to blend two documents. Either the City must look for a professional journalistic approach to the history of Eagan and present it in that form to the community, or present a history of the City as told by the families and members of the History Committee. To blend these two different journalistic styles is extremely difficult. Members of the City Council may wish to contact members of the History Committee prior to the meeting on Tuesday. Review REP for Personnel Evaluation and Compensation Consultant At a Special City Council meeting held on December 22, 1983, the City Council authorized the hiring of a consultant to provide an independent personnel evaluation and compensation for those employees working for the City of Eagan. Our Administrative Assistant, Holly Duffy, who is working with Personnel Administra- tion, has prepared draft RFP's under the request and guidance of the City Administrator. Drafts have been presented to the management team for review and input and what is labeled as draft three is the final product of the RFP for an independent personnel evaluation compensation study. The City Administrator is looking for guidance from the City Council regarding a solicita- tion of consultant's proposals and, further, whether the City Council or its Personnel Committee wish to involve themselves in the review of proposals and/or interview of consulting firms. Attached is a copy of the RFP that was prepared by the Administra- tive Assistant with the cooperation of the management team. Park Department Manpower Needs The City Administrator and Director of Parks & Recreation have been discussing the need to fully examine the organizational structure of the Department of Parks & Recreation. This Department, like all Departments of the City, is experiencing rapid growth in the demand for public services. The role of the Director of Parks & .'.Rec.,. foreman of maintenance, recreational supervisor and other employees of the Department is changing due to the expansion of parks and recreational services within the community. As a result of several discussions between the City Administrator and Director of Parks & Recreation, the Director was asked to prepare a memorandum outlining various organizational needs as discussed. This memorandum was prepared in late February and due to the horse racing track and other issues was not fully reviewed by the City Administrator and Director of Parks & Recrea- tion until this month. A copy of that memorandum, organizational structure and position descriptions for assistant director for parks and the landscape architect/park planner are enclosed for your review. It is the opinion of the City Administrator to continually examine personnel needs whether they are related to maintenance, middle MEMO April 19, 1984 Page 3 management or top management positions. While examining the need for manpower change, it is always important to determine whether reorganization of existing employees can help the overall departmental needs. The Director of Parks & Recreation and City Administrator have discussed the need for an assistant director for.parks; a person who would absorb all the administrative duties of the park foreman as well as the administration by the City forester. A maintenance employee was budgeted for 1984 and is the opinion of both the Park Director and City Adminis- trator that an assistant director for parks be hired instead of a park maintenance employee and that maintenance will realize relief by causing Jim McGuffee to allocate 608 of his actual time to maintenance as opposed to the 158 he applies to actual maintenance today. Also, Tom Schuster is presently performing 158 of his employment schedule in administration and he would be returned to_1008-.m6cintenance. This provides a 608 maintenance person and, at the same time, provides the required strength in park administration. The additional cost to the City would be approximately $3,000-$6,000 above that of a maintenance employee if a range were selected from approximately $24,500 to $28,000. The position of a landscape architect/park planner is to be reviewed and considered only if the park referendum is successful next month. The City has several options regarding the park planning that is approved with the park referendum. 1) Contract the entire amount with consultants, which would be approximately 108 of the referendum amount. 2) Hire a consultant to hire consul- tants, meaning that .one person or'a firm would hire different consultants to provide various aspects of project work approved by the referendum, or 3) hire an in-house landscape architect/park planner with the sunset clause that once the referendum dollars are used, the position becomes obsolete. Under the third alterna- tive, all the engineering services connected with the park referen- dum would be contracted with the City's consulting engineer and also that person would utilize park consulting services from those park consultants who have experts in certain areas of park development. Many cities have used the approach of hiring a landscape architect/park planner and realize considerable savings which can be applied toward actual park development. The Director of Parks & Recreation would like a hands-on control which would be possible under the third alternative. This person would be directly accountable to the Director of Parks & Recreation and Parks & Recreation Advisory Commission. The concept of hiring a landscape architect/park planner should be discussed so that if the park referendum is successful, the City can proceed with the selection of an individual to assure some park development during 1984. The City Administrator will explain, in more detail, how the assistant director of parks and landscape architect/park planner relate to the Park Department's organizational structure at the meeting on Tuesday. Other Personnel Matters The City is experiencing the highest peak ever in processing building permits and, consequently, additional clerical help is needed on a part-time basis. Presently, the City is operating with one Administrative Secretary. for Parks & Recreation and Building Inspection. There are approximately nine (9) employees who coordinate their typing, telephone calls, filing and other related duties through that Administrative Secretary. with the number of telephone calls, coordination of building inspections and processing of building permits on a daily basis, both Depart- ments are finding a backlog in administrative duties that are to be performed by the Secretary. The City Administrator would like to discuss the possibility of hiring a part-time clerical person who would work only in the mornings with a definite sunset provision that if building permits should decline later this year, this person's time. could be cut back from 20 hours a week to fewer hours or the position be abolished. The appointment or hiring would not be a permanent part-time position; it would be a temporary part-time position. The City Administrator would liketo take a minute and discuss the status. of ` vacation,..time. accruaD, he is experiencing.. personally. His position is unique to any other position in the City and it has been discussed with Mayor Blomquist. The problem relates to one of a high accrual over the past two years and due to the work, load in that office, vacation time has not been used. Late last year a number of hours were reduced on the vacation accrual having not been used and', according to procedure, more hours should again be reduced due to the current balance on hand. The Director of Finance is analyzing the total of those hours, and a report will be available for distribution on Tuesday. Appointment of Special Election Judges Enclosed is a copy of a list of election judges who have all been contacted for the Park Bond Referendum scheduled on May 22, 1984. It is recommended that action be taken to approve this list of election judges as presented. Other Business If time permits, the City Administrator and City Attorney, who will be present at the Advisory Planning Commission, would like to discuss the status of the iSperry/Timberline neighborhood noise issue. City Administrator TLH/jj, SPECIAL CITY COUNCIL MEETING TUESDAY APRIL 24, 1984 7:00 P.M. I. ROLL CALL & APPROVAL OF AGENDA II. HISTORY COMMITTEE REPORT III. REVIEW RFP FOR PERSONNEL EVALUATION & COMPENSATION CONSULTANT IV. PARK DEPARTMENT MANPOWER NEEDS V. OTHER PERSONNEL MATTERS VI. APPOINTMENT OF SPECIAL ELECTION/ ELECTION JUDGE VII. OTHER BUSINESS VIII. ADJOURNMENT MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: APRIL 19, 1984 SUBJECT: SPECIAL CITY COUNCIL MEETING FOR APRIL 24, 1984 History Committee Report The History Committee has been notified of a Special City Council meeting this coming Tuesday for the purpose of •discussing the status of the history book for the City of Eagan. The purpose of meeting with the History Committee appears to be twofold: 1) Continue discussion in an effort to agree on a history document to be published and, 2) Determine a process for the publication of the history document. During late 1982 there was some misunderstanding on the part of the History Committee as to the City Council's involvement regarding the publication of the history. document. At that time a memorandum was prepared by the City Administrator tracking the history document from the original appointment of the History Committee through the end of 1982. A copy of that memorandum is again provided for each member of the City Council. The purpose for distributing this memorandum is to allow proper background information in case members of the. History Committee question the original intent of the City Council as to how the history document was to be prepared and published. Also, a copy of an outline for the publishing process which was originally prepared by Lisa Fleming is enclosed for your review. Each City Councilmember has a copy of the History Committee's draft publication of the history of Eagan and a copy of the revised document that was prepared by Lisa Fleming. City Councilmembers may wish to briefly review those documents for Tuesday evening to again become familiarized with the document. It is important that I again explain the difference between the two documents: The document prepared by the History Committee represents a collection of historical facts that were solicited from a number of sources mainly that of families who have resided within the City." That particular document attempts to portray in detail families that have lived in Eagan and also very selec- tively will include considerable history of such things as St. Peter's Church. This document is well researched, however, is written as a collection of historical facts. The revised version of the history, as prepared by Lisa Fleming, attempts to, in some cases, rearrange those facts, reduce what appears to be too much detail in the historical reporting of families, condenses several topics such as St. Peter's Church and further restores the document to a more even flow for the reader. Her document also provides historical information to the present. The two history documents are so different in style that 'it MEMO April 19, 1984 Page 2 is very difficult to compromise by reducing certain articles or eliminating an article in an effort to blend two documents. Either the City must look for a professional journalistic approach to the history of Eagan and present it in that form to the community, or present a history of the City as told by the families and members of the History Committee. To blend these two different journalistic styles is extremely difficult. Members of the City Council may wish to contact members of the History Committee prior to the meeting on Tuesday. Review RFP for Personnel Evaluation and Compensation Consultant At a Special City Council meeting held on December 22, 1983, the City Council authorized the hiring of a consultant to provide an independent personnel evaluation and compensation for those employees working for the City of Eagan. Our Administrative Assistant, Holly Duffy, who is working with Personnel Administra- tion, has prepared draft RFP's under the request and guidance of the City Administrator. Drafts have been presented to the management team for review and input and what is labeled as draft three is the final product of the RFP for an independent personnel evaluation compensation study. The City Administrator is looking for guidance from the City Council regarding a solicita- tion of consultant's proposals and, further, whether the City Council or its Personnel Committee wish to involve themselves in the review of proposals and/or interview of consulting firms. Attached is a copy of the RFP that was prepared by the Administra- tive Assistant with the cooperation of the management team. Park Department Manpower Needs The City Administrator and Director of Parks & Recreation have been discussing the need to fully examine the organizational structure of the Department of Parks & Recreation. This Department, like all Departments of the City, is experiencing rapid growth in the demand for public services. The role of the Director of Parks &-Rec..,. .foreman of maintenance, recreational supervisor and other employees of the Department is changing due to the expansion of parks and recreational services within the community. As a result of several discussions between the City Administrator and Director of Parks & Recreation, the Director was asked to prepare a memorandum outlining various organizational needs as discussed. This memorandum was prepared in late. February and due to the horse racing track and other issues was not fully reviewed by the City Administrator and Director of Parks & Recrea- tion until this month. A copy of that memorandum, organizational structure and position descriptions for assistant director for parks and the landscape architect/park planner are enclosed for your review. It is the opinion of the City Administrator to continually examine personnel needs whether they are related to maintenance, middle MEMO April 19, 1984 Page 3 management or top management positions. While examining the need for manpower change, it is always important to determine whether reorganization of existing employees can help the overall departmental needs. The Director of Parks & Recreation and City Administrator have discussed the need for an assistant director for parks; a person who would absorb all the administrative duties of the park foreman as well as the administration by the City forester. A maintenance employee was budgeted for 1984 and is the opinion of both the Park Director and City Adminis- trator that an assistant director for parks be hired instead of a park maintenance employee and that maintenance will realize relief by causing Jim McGuffee to allocate 608 of his actual time to maintenance as opposed to the 158 he applies to actual maintenance today. Also, Tom Schuster is presently performing 158 of his employment schedule in administration and he would be returned to:1008:.maintenance. This provides a 608 maintenance person and, at the same time, provides the required strength in park administration. The additional cost to the City would be'approximately $3,000-$6,000 above that of a maintenance employee if a range were selected from approximately $24,500 to $28,000. The position of a landscape architect/park planner is to be reviewed and considered only if the park referendum is successful next month. The City has several options regarding the park planning that is approved with the park referendum. 1) Contract the entire amount with consultants, which would be approximately 108 of the referendum amount. 2) Hire a consultant to hire consul- tants, meaning that one person or a firm would hire different consultants to provide various aspects of project work approved by the referendum, or 3) hire an in-house landscape architect/park planner with the sunset clause that once the referendum dollars are used, the position becomes obsolete. Under the third alterna- tive, all the engineering services connected with the park referen- dum would be contracted with the City's consulting engineer and also that person would utilize park consulting services from those park consultants who have experts in certain areas of park development. Many cities have used the approach of hiring a landscape architect/park planner and realize considerable savings which can be applied toward actual park development. The Director of Parks & Recreation would like a hands-on control which would be possible under the third alternative. This person would be directly accountable to the Director of Parks & Recreation and Parks & Recreation Advisory Commission. The concept of hiring a landscape architect/park planner should be discussed so that if the park referendum is successful, the City can proceed with the selection of an individual to assure some park development during 1984. The City Administrator will explain, in more detail, how the assistant director of parks and landscape architect/park planner relate to the Park Department's organizational structure at the meeting on Tuesday. Other Personnel Matters The City is experiencing the highest peak ever in processing building permits and, consequently, additional clerical help is needed on a part-time basis. Presently, the City is operating with one Administrative Secretary for Parks & Recreation and Building Inspection. There are approximately nine (9) employees who coordinate their typing, telephone calls, filing and other related duties through that Administrative Secretary. With the number of telephone calls, coordination of building inspections and processing of building permits on a daily basis, both Depart- ments are finding a backlog .in administrative duties that are to be performed by the Secretary. The City Administrator would like to discuss the possibility of hiring a part-time clerical person who would work only in the mornings with a definite sunset provision that if building permits should decline later this year, this person's time could be cut back from 20 hours a week to fewer hours or the position be abolished. The appointment or hiring would not be a permanent part-time position; it would be a temporary part-time position. The City Administrator would like to take a minute and discuss the status of vacation time accrual he is experiencing personally. His position is unique to any other position in the City and it has been discussed. with Mayor Blomquist. The problem relates to one of a high accrual over the past two years and due to the work loadin that office, vacation time has not been used. Late last year a number of hours were reduced on the vacation accrual having not been used and according to procedure, more hours should again be reduced due to the current balance on hand. The Director of Finance is analyzing the total of those hours, and a report will be available for distribution on Tuesday. Appointment of Special Election Judges Enclosed is a copy of a list of election judges who have all been contacted for the Park Bond Referendum scheduled on May 22, 1984.: It is recommended that action be taken to approve this list of -election judges as presented. Other Business If time permits, the City Administrator and City Attorney, who will be present at the Advisory Planning Commission, would like to discuss the status of the Sperry/Timberline neighborhood noise issue. Go�!Z4��& City Administrator TLH/jj MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: NOVEMBER 16, 1982 SUBJECT: HISTORY OF EAGAN Due to the apparent misunderstanding of the History Committee's purpose and the direction of the history project, it seemed appropriate to research City Council minutes and files regarding the Council's original intent for this group. Information was collected from storage in the Police Department basement.. Following are exerpts of City Council minutes, memorandums by the City Administrator and other notes referring to the project and its direction. Citv Council Minutes January 3, 1978 gISTORY:'COMMMEE: Councilman Wachter suggested that a History Committee to prepare the history of the City be appointed to assist Ken Damlo, the staff member who has been assigned to the function in writing the history of the City. No action was taken. The matter was taken under advisement. February 14, 1978 .HISTORICAL"C010MTTEE APPOINTMENTS. Persons who have agreed to become mem- bers or submitted requests to become members of the Historical Committee are as follows: Herb Polzin, Arthur Rahn, Rodger Slater, Leotta Schwanz, Elizabeth Kennealy, Frank Dembrowski and Arnold Carlson. Council members also suggested that Jim Diffley be asked to become a member of the committee. Wachter moved to appoint the foregoing persons to the Historical Committee to be composed of up to ten persons with their duties generally prescribed by the City Adminis- trator in his memorandum to the Council of February 3, 1978, including review- ing the history of the City and compiling historical data and further, review- ing possible historical sites. Egan seconded the motion. AYES: Murphy, Egan, Parranto, Smith and Wachter. NOs: None. As part of the agenda information packet for the first February meeting of 1978, the City Administrator outlined information regarding the History Committee's purpose and activities. A.�Bistor al--cotimiittee-a�"p'pointmen� -- The following persons have expressed an interest in serving on a Historical Committee. They are as follows: Frank Dembroski and Elizabeth Kennealy. These are the only two Eagan residents that have specifically submitted letters indicating their interest. Copies of these letters are enclosed on pages L(Jthrough 47- for your reference. If members of the City Council have some people in mind that they feel should be considered for committee appointments on the Historical Committee, please feel free to contact me prior to Tuesday and I will be more than happy to contact each of these people to see if they would be willing to serve. Mayor Murphy suggested that the following persons be contacted: Herb Polzin, Art Rahn, Martin Shields, Pat and Hugh Fee, Arnold Carlson and Charlie Rueger. It is important to establish a purpose and goal and activities•of the committee and therefore, Mr. Ken Damlo, our Historical Research Assis- tant, and myself have developed the following outline for the Eagan History Committee:as a suggested format. Purpose: 1. To help preserve information and articles of local historical value. 2. To promote community involvement in the collection of historical data. 3. To help direct the research so that the final document is as complete as possible. Goals:. I. Preparation of a major document on the history of Eagan. 2. Collection of tape recorded interviews with persons knowledgable of Eagan. 3. Preparation of short write ups of individual topics of interest. 4. Preparation of a brief history and pamphlet for general distribution. 5. Collection of copies of photographs, maps, and other items of historical value. 6. Establishment of a display case in the City offices for the old town gavel and other items such as a list of all officers on.the Town Board and other elected officers significant for the display case. PHONE •754.81077 CITY OF EAGAN 370E PILOT KNOB ROAD EAGAN. MINNESOTA 00122 February 16, 1978 Mr. Herb Polzin 1015 Blue Gentian Road Eagan, MN 55121 Dear Herb: In official action that was taken by the Eagan City Council in a special meeting held on Tuesday, February.14, 1978, you were appointed to serve as a member and chairman of the Historical Committee. The other members•on the Committee are as follows: Art Rahn, Arne Carlson, Frank Dembroski, Elizabeth Kennealy, Rodger Slater, Leotta Schwantz and Jim Diffley. Mr. Tom Hedges, the City Administrator, and Mr. Ken Damlo, Historian, will be working with you and it is recommended that a committee meeting be held as soon as'pbssible so the historical project can be implemented. Mr. Hedges will be contacting you in a few days to coordinate a meeting date. Sincerely, Leo Murphy Mayor - City of Eagan skk Activities of the Committee: 1. Prepare a list of the individuals to be -interviewed. 0 2. Consider the form which the final document will have. 3. Assist in the collection of photographs and other materials. 4. Review information collected for its accuracy and completeness. 5. Consider sources of funding for publications of materials. 6. Provide direction to the Research Assistant. Activities of Research Assistant: 1. Research early history of the area including Minnesota Historical Society in St. Paul. 2. Conduct and record the interviews with area residents. 3. Review Town Hoard minutes and other Town records for historical information. 4. Write the preliminary draft of the history for review by the Committee. This is only a suggested outline of what the history committee could perform, and it is assumed the History Committee would follow the specific objectives as established by the City Council. Following is an example of a letter sent to all members of the History Com- mittee. With tee's the letter was. the attached notice of meeting with the commit- purpose, goals and activities as approved by the City Council. NOTICE The first meeting of the Eagan Historical Committee will be held on Tuesday, March 14, beginning at 7:30 p.m. Location of the meeting will be in the City Administrator's office in City Hall. A specific agenda has not been prepared. However, an outline of suggested goals and activities of the committee has been included with this notice and will serve as a guide for discussion at this organizational meeting. EAGAN HISTORY COMMITTEE Purpose 1. To promote community involvement in the collection of local historical data. 2. To help direct the research and writing of a historical document to ensure that it is as complete as possible. 3. To help identify and preserve information, articles and sites of local historical value. Goals 1. Collection of facts, stories, photographs, maps, and other information of historical value relating to Eagan. 2. Preparation and printing of a history of Eagan, such as: a) A'major historical document b) A brief historical summary in pamphlet form c) Short write-ups on individual topics of interest d) Collection of stories and photographs 3. Promotion of a community awareness of Eagan's history, through such activities as distribution of written material, establishing a display area for historical items, and organ- izing a local chapter of the Historical Society. Activities of the Committee 1. Provide guidance with regard to the subjects to be researched. 2. Provide any specific information which the committee member feels is of value. 3. Assist in the collection of photographs and other materials. 4. Consider whether tape recorded interviews should be conducted, and assist with these interviews as needed. 5. Review information collected for its accuracy and completeness. 6. Consider the form which a final written document will have, along with possible sources of funding for publication of materials. 7. Investigate the possibility of establishing a local chapter of the County Historical Society. 8. Investigate whether there are any historical sites within Eagan which might be identified and preserved. Activities of the Research Assistant 1. Conduct research as necessary, such as the early history of the area and township records. 2. Participate in the interviewing of residents. 3. Be responsible for and help coordinate the information which is collected, and participate in the writing of the preliminary and final historical document. 4. Assist the committee in any other way so that the goals are accomplished. Later in 1978, after Ken Damlo's preliminary history draft was completed, the following letter regarding old family histories was sent to community members. The letter specifically states that the manuscript will be edited by the City Council. •/ bad YURPN• ✓ • YA10R THOMAS EGAN MARK PARRANTO JAMES A. BMITM THEODORE WACHTER COOIICIL K.B9.9 December 5, 1978 CITY OF EAGAN .,.379E PILOT KNOB ROAD :.EAGAN. MINNESOTA EE122 PHONE 4EA-E100 _ THOMAS MERGES CITY AOYINISTRATOR ALICE BOLKE CITY CIBRR Dear Neighbor: This letter is a request for information by the City of Eagan's Historical Committee. As you are probably aware, the Eagan City Council created a History Committee to write the "History of Eagan". We are trying to contact as many of the older families as possible, for material pertinent to the ancestral background of residents of Eagan, past and present. The material will be sorted and compiled in book form by the History Committee and eventually edited by the City Council. We are primarily concerned with information concerning the following: 1. From what country and city did your forefathers and foremothers emigrate? 2. Approximate date and year of arrival. 3. What did they do for a living? Farmer or tradesman? 4. What land was first purchased for farming? 5. How long was this property in the family? 6. Who owns the property today? 7. What generation are you? Number of children in first families, children and great-grandchildren? 8. Who are they married to today? 9. What part did they play in the political history of Eagan? 10. Other pertinent facts you may wish to advance. Accompanying pictures, should you have some, will be greatly appreciated. We will use extreme caution with your pictures, process them and return them as soon as possible. Kindly send your information to Tom Hedges, City Administrator, or call me personally. We thank you most sincerely, Francis J. Dembroski 454-4180 Member of the City of Eagan's Historical Committee THE LONE OAK TREE ... THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY. Upon Ken Damlo's leaving the project, Frank Dembroski volunteered to' Herb Polzin to continue where Ken left, as the following notes. December 26, 1979 Honorable Leo Murphy Mayor City of pagan 3795 Pilot Snob Road lagan, Minnesota 55122 Dear Les: As you know Sen Damle, a former employes of the city of Eagan under the CT.TA program, has accepted a position. as City Clark for the City of Bell Plain, Minnesota. Ess did considerable research for the historical committee in regard to the book we are going to publi6k about our fair city. I have talked with Herb Polzin our chairmanand off. Herb Tol- unteered my services to pick up wherf Ken was highly pleased by my decision. Having decided to spend more time an this project, I wish to advise, that I will not be seeking re -appointment to the "vinery Planning Commis=do he I have been of all !to for six years and-hav enjoy. members immensely. I therefore take this opportunity to wish you and all - members of the City Council the Season's Best Wishes. Yours Most Sincerely, /VyT:�s/n-cig J Dembroski 1040 McKee Streit Eagan. Mn 551 The following letter. was • received today by the City Administrator. . November 16, 1992 Eagan Council Members City of Eagan Eagan, Minnesota My Dear Council Members: It was understood by the Eagan History Committee, that the joint History, Council meeting. held Octobar 27th, ended with a -rasa - lution affecting the blue book. My conversation with Tom Hodges several days after the Octob-r 27th, meeting,assured the History Conmittee, it would rec-ive copies of that particular resolution. This never materialized, Too assist the Council, to further understand their predicament, attached is a copy of the Power of Attorney I received from Ron Eustice, regarding the various histories of French Canadian Familiee. be This material is personal property, and is not to/used at any - ones discretion, but any own. As I said in my.letter to the City Council, of October 26th, the History Committee is still the Privy Council here. In order to publish the Blue Book to our desire, two other appro- ches are available, one has already been utilised for the protect- ion of our Manuscript. Youro Truly Chairman 1,aZan History Cdpmittee < d'f l.J, �i r ) M1 CA a lY �cAi� V `�..:J�, •• .rrrr��..n- L fl• -- � l� _ �?, �_Ir•n1--•• _•b'[�'�is1!._.fY. ....N r+-M.lv v.: F' 8 4�• RONALD B. FUSTICS G`i':ti.:.- �'}:Fa•v 1 4 •�. t.. l! �• � y y t.. wt.+r-<... a „- L ._ _L: x c-. - • ... :. .. -j:rt`Ms�i :vim _ _ b � �.4 . .] y�-tA )' ) • YSf<41%' r 1 _ -'�. \ .b �= 1 • .} iaA _.1 l '.l _. +IA�yro•. 'i'�r 7 1 ♦_ i _ GV ljn. }� ,� / :� '�l'<I=.}tCf •-•9�25'C i�' .l .t �x�f�.♦ �a=F ga" W<` T.�,\i,: �' i.+� 2., 1.'. � c l lv. � r -: �J �1 ri G! r V ._•SL._'.`x 'i<3'L 3! i � e jt~N 1 xr � V 1G- l f .. .'_} 1 _ - Y k+.�t,.R— G VS; ~. ��•c�; i .f.c� d f rf r FebrWiry 22. 1960 .;. _ . /r: U .:TO WPOM IT 4AY C0NC7RN: This: instrument:is in regard to my Historical presentation of the French Canadian families, given to Francis J. Dem - -3 broski, for his exclusive use and to the bost of his de— }l�i�:y. j rV "termination, how this Information should be used is the . 'ay current. book, History of Eagan. - { -rCiLS ✓Y V: Z�sr`.kh: 'P(••� -,• , l _ I hereby give Francis J. Dembrosld,'s TIC Pow -OF ATTORrz _M to use allinformation in regards to the French Canadian tea=: rtxF s Families, which he, .and only he can use, F£ "•?.�-�;h+o �w ;r.. .-TIhe families covered by this Power of Attorney are the fol— - c r z..,w::f,r:- r •_ru owing: rel ;Y.ia-tj'.tii�`M. ^J, w ::�::... LVL-. ly.�_. ,4 •_j- 1Y.i t+. wr.,. I _ T.,A, _ 2+r. U-.1.. :..r.,, aryr. : _ r- a r. u.•-, _ ...., ' - tha Augee,;All.the Perrone, all~the Hoards, allIthe Le- \ _ tendrels, all the beaudettes, all the chapdelaines, the Dee— ,Iauriera and_ as Je Baptiste., - 1 :.ttk2ttr s•3' -n• .,rC :rJ..... 2v..._�.:u , _ _ - v\—:_��- ....--1�y ,_._ < d'f l.J, �i r ) M1 CA a lY �cAi� V `�..:J�, •• .rrrr��..n- L fl• -- � l� _ �?, �_Ir•n1--•• _•b'[�'�is1!._.fY. ....N r+-M.lv v.: F' 8 4�• RONALD B. FUSTICS G`i':ti.:.- �'}:Fa•v 1 4 •�. t.. l! �• � y y t.. wt.+r-<... a „- L ._ _L: x c-. - • ... :. .. -j:rt`Ms�i :vim _ _ MEMO TO: CITY ADMINISTRATOR HEDGES FROM: HISTORIAN INTERN FLEMING DATE: OCTOBER 7, 1982 SUBJECT: OUTLINE OF PUBLISHING PROCESS I have spoken with a publishing company and with the chairman of Woodbury's History Committee to determine the steps to be taken in publishing the Eagan history. In general, they are: (1) Completion of history manuscript: additions, changes or corrections as the Council and/or History Committee desires. (2) Typesetting: printing the text in the desired style (3) Proofreading of typeset copy. (4) Layout and keylining: fitting text and pictures for each page. (5) Printing. (6) Binding in covers. A representative of North Central Publishing Company in St. Paul estimated that typesetting would take approximately two weeks, and the rest of the steps would take approximately six weeks for a general total of two months. This estimate was based on the publication of approximately 2000-3000, hardcover, 150 -page, 6" x 9" books that would be laid out by publishing staff according to guidelines of the customer. The chairman of Woodbury's history committee, which published a typeset history book in 1976, indicated that their publication process took three months; however, the Woodbury history committee laid out their book them- selves, which presumably would take longer than having layout done professionally. Unless the Council and/or History Committee desires any time-consuming changes to the adopted manuscript, Step 1 could be completed by or very soon after the time a manuscript and publication course are chosen. DRAFT' III April 4, 1984 Dear Sir or Madam: 4-17-84 The City of Eagan is inviting independent personnel evaluation and compensation consultants to submit proposals to provide con- sulting services foe the development and performance of a job evaluation study for employees of the City of Eagan in accordance with the enclosed "Request for Proposal". In the event your firm is interested in submitting a proposal, please comply with the RFP. Eugene VanOverbeke, the,Director of Finance/City Clerk, as autho- rized by the City Council is responsible for issuance of the RFP. Should any proposer have any doubts as to any terms, conditions or provisions of the RFP or the meaning or interpretation there- of, requests for information or clarification shall be submitted in writing to the City Clerk. All responses will be made at a pre -proposal conference or will be mailed to all firms on the attached mailing list. Please do not verbally request any infor- mation. Once a proposal has been received, the City accepts it as evidence that there are no unanswered questions and the proposer cannot modify the proposal on the basis of misunderstanding. For your information, the Request for Proposal has been sent to the firms listed on the attached page. Any additional requests by other firms for a copy of the proposal will be honored when and if received. Thank you for your consideration. Sincerely, Thomas L. Hedges City Administrator Attachments LOREN L LAW & ASSOCIATES INC 7300 FRANCE AVE S MPLS MN 55435 DIERCKS CONSULTANTS INC 415 SHELARD PLAZA SOUTH MPLS MN 55426 STANTON ASSOCIATES INC 1821 UNIVERSITY AVE ST PAUL MN 55104 KAREN OLSON LABOR RELATIONS ASSOCIATES INC 7501 GOLDEN VALLEY RD MPLS MN 55427 HEWITT ASSOCIATES 120 S 6TH ST FIRST BANK PL WEST 1115 MPLS MN 55402 JOHNSON & HIGGINS-SIBSON 8 CO SUITE 2324 100 WASHINGTON SQ MPLS MN ARTHUR YOUNG & COMPANY 1000 PILSBURY CTR MPLS MN 55402 TITLE PAGE TABLE OF CONTENTS TO BE INSERTED I. INFORMATION FURNISHED BY THE CITY OF EAGAN A. CITY OVERVIEW THE CITY The City of Eagan was originally inorporated as a village in 1972. In 1974, Eagan was incorporated as a City and instituted a statutory plan A council -administrator form of government.. The City covers an area of 34 square miles and is approximately 40% developed. The City's population has been increasing dramatical- ly as set forth in the following table. 1970 U.S. Census 10,398 1977 Special U.S. Census 19,276 1980 U.S. Census 20,700 1984 Population Projection 30,000 The City provides a full array of municipal services including water, sewer and street lighting utilities. The City has a volunteer fire department and a volunteer fire relief association. The City is involved in a Housing and Redevelopment Authority. THE CITY COUNCIL The City Council is composed of four members, each of whom are elected at large for four year terms, and the mayor who is elected for a two year term, and is the legislative and policy making body of the City. Set forth on the following table is certain information pertaining to the City Council. Name Beatta Blomquist Thomas Egan James Smith Jerry Thomas Theodore Wachter Title Mayor Councilmember Councilmember Councilmember Councilmember CITY ORGANIZATION Occupation Chemist Attorney Insurance Agent Rancher Contractor The administration of the City is controlled by the City Council through the City Administrator and carried out in 15 departments by the City Administrator and 8 additional depatment heads. A complete administrative organizational chart is included as Appendix A for your information. Four employee groups within the City are organized into unions and contracts are negotiated for each of these groups, determining salary and benefits. These groups include maintenance workers (pub- lic works and parks and recreation departments), clerical workers, police officers, and police dispatchers. The Fire Department is volunteer and is classified separately. Under union contract, the maintenance worker group has only one job classification, that of maintenance worker. The workers are divided into three divisions: streets, utilities, and parks. There are 19 employees in this bargaining group. The clerical workers contain the following position classifica- tions: Account Clerk (2 employees), Senior Account Clerk (2 employees), Secretary (2 employees), Clerk -Typist (3 full-time employees and 5 part-time employees) and receptionist (No one presently is classified as such). The police officers are classified as such under their contract and all officers (23 employees) work under the same classifica- tion with the exception that two employees are classified as sergeants and one as investigator with an additional amount added to the base pay rate. There are 9 employees in the police dispatcher bargaining unit and all operate under the same classification, police dispatcher. B. NATURE OF SERVICES REQUIRED The City Council of the City of Eagan has approved the hiring of a consultant to assist in and direct the development of a Job Evaluation Study for employment positions within the City of Eagan with the exception of the Volunteer Fire Department and elected officials. The purposes for developing this study in- clude: (1) the development of a job evaluation program for positions within the City of Eagan which will properly reflect differences in responsibilities and individual performance and allow earning opportunities competitive with rates paid by others for similar responsibilities and performance; and (2) the de- velopment of a performance evaluation mechanism through which municipal employees may be annually evaluated. The study will be conducted as a base study with alternates, with the base study covering the non-union employees. The time consi- derations as noted in these requirements cover only the base study section of the study (non-union employees). Alternate bids will be requested for the further implementation of the study covering those employees now working under collective bargaining contracts. Non-union employees of the City include the City Administrator, Director of Finance/City Clerk -Treasurer, Director of Public Works, City Planner, Chief Building Official, Director of Parks 6 Recreation, Assistant Finance Director, Administrative Assistant (Finance Department), Administrative Assistant (Administration), Planner I, Assistant City Engineer, Engineering Tech III, Engi- neering Tech II, Assistant Building Inspector/Fire Marshal/Civil Defense Director, Plumbing Inspector, Construction Analyst, Recreation Programmer, Chief of Police, Administrative Captain (Police Department), Operations Captain (Police Department), Animal Warden, Secretary to the Chief of Police/Office Manager, Building Maintenance Man, Superintendent of Streets and Equip- ment, Superintendent of Utilities and Park Foreman. The objectives of this study include: (1) developing comprehen- sive job descriptions for each position, (2) developing job evaluations for all positions as they exist and in relationship to other positions within the city, (3) conducting a comparable survey of municipal and private sector specific job responsibili- ties and salary and benefit equivalents, (4) using the data to set salary ranges for each position recognizing internal and external equity, (5) developing performance evaluation criteria, (6) establishing where evaluation results would be placed on the salary range, and (7) developing a method by which the job description and evaluation system may be updated, so that new positions may be integrated into the system. C. ASSISTANCE AVAILABLE TO PROPOSER The City of Eagan will render all possible assistance to the selected consultant, will respond promptly to requests for information and will provide the physical facilities needed for interviews and meetings. D. STUDY PHASE IMPLEMENTATION Depending on budgetary considerations, the job evaluation will begin with all non-union employees. The following time consi- derations (See F.) are applicable for the study covering these positions only. Further phases covering each of the union groups will be implemented when and if financially feasible and/or required by union contracts. NOTE: All bargaining units presently have active contracts covering present salary and benefit stipulations. E. REPORT REQUIREMENTS 1. Method for compiling job descriptions for each position. 2. Job evaluation system for evaluating job descriptions. 3. Job evaluation system for evaluating relationship of different positions within the City to each other. 4. Salary and benefit survey -- municipal and private sector equivalents. 5. Salary and benefit ranges as established for each position. 6. Establishment of criteria for evaluating the performance of employees in order to place them on a salary range. 7. Method for updating the study so that new positions may be integrated into the system. I F. TIME CONSIDERATIONS 6 REQUIREMENTS 1. 1984 (1:30 p.m.) - Pre -proposal Conference. 2. 1984 - Proposals accepted until 3:00 p.m. 3. , 1984 - Proposals evaluated. 4. , 1984 - Engagement awarded by City Counicil. G. REPORT REVIEW During each step of the study and prior to the submission of the final report and recommendatins to the City, the consultant will be required to review a draft of the proposed report with the City Administrator. H. RIGHT TO REJECT The City of Eagan reserves the right to reject any and all proposals submitted and to request additional information from all proposers. any award will be made to the firm which in the opinion of the City of Eagan City Council'is best qualified. II. INFORMATION NEEDED FROM PROPOSER In order to simplify the review process and to obtain the maximum degree of comparison, proposals must be organized in the manner stated below. A minimum of eight (8) copies of the proposal shall be submitted to: E. J. VanOverbeke Director of Finance/City Clerk City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 A. TITLE PAGE Show the RFP subject, the name of the proposer's firm, local address, telephone number, name of the contact person, and the date. B. TABLE OF CONTENTS Include a clear indentification of the material by section and by page number. C. LETTER OF TRANSMITTAL Limit to one or two pages. 1. Briefly state the proposer's understanding of the work to be done and make a positive commitment to perform the work within the time period. 2. State the all-inclusive fee for phase one of the study (non- union employees) and additional fees for each of the bargaining units (union contract groups). 3. State the names of the persons who will be.authorized to make representations for the proposer, their titles, addresses, and telephone numbers. 4. State that the person signing the letter will be authorized to bind the proposer. D. PROFILE OF THE PROPOSER 1. State whether the firm is local, regional, national, or international. 2. State the location of the office from which the work is to be done and the number of partners; managers, supervisors, seniors, and other professional staff employed at that office. 3. Describe the range of activities performed by the local office such as job compensation studies, labor consultant services, salary surveys, or labor management services. 4. List all municipalities for which work has been performed in the State of Minnesota with a specific description of the type of service performed. E. SUMMARY OF THE PROPOSER'S QUALIFICATIONS Identify the supervisors who will work on the job evalu'ati.on study, including staff from other than the local office. Resumes including relevant experience and continuing education for each supervisory person to be assigned to the study should be in- cluded. (These resumes may be included as an appendix.) F. PROPOSER'S APPROACH TO THE EXAMINATION Submit a work plan to accomplish the scope defined under "Nature of Services Required" of these guidelines. The work plan should include time estimates for each significant segment of the work and the staff level to be assigned. Where possible„ individual staff members should be named. The planned use of City staff for portions of the work plan should be thoroughly described. G. COMPENSATION State the total hours and hourly rate required by staff classifi- cation and the resulting all-inclusive maximum fee for which the requested work to accomplish phase one (non-union employees) of the job evaluation study. H. ALTERNATES List alternate additional fees to accomplish further phases of the study on those employee positions now covered by colletive bargaining contracts: 1. Maintenance Workers 2. Clerical Workers 3. Police Officers 4. Police Dispatchers State the amount and type of work the City will be expected to perform. I. ADDITIONAL DATA Since the preceding sections are to contain only data that is specifically requested, any additional information considered essential to the proposal should be included in this section. If there is no additional information to present, state, "There 2 is no additional information we wish to present." III. EVALUATION OF PROPOSALS A predetermined method of evaluation will be utilized and is described as follows: 1. The City Administrator and the Administrative Assistant who handles Personnel will review all proposals. 2. Representatives of approximately' three (3) proposing firms will be interviewed by the City Administrator and the Administrative Assistant. 3. The City Administrator may recommend that additional interviews be held before the City Council or the Council's designated representative. 4. The City Council will award the job evaluation and compensation study. The evaluation of the proposals will be based on the criteria listed below: 1. Skill and time commitment. 2. Demonstrated understanding of the City of Eagan's requirements and a plan for meeting them. 3. Minnesota municipal job evaluation and compensation study experience. 4. Cost. 5. Time Frame. el w ORGANIZATIONAL CHART TO BE INSERTED February 21, 1984 MEMO TO: TOM HEDGES, CITY ADMINISTRATOR FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION RE: ORGANIZATIONAL STRUCTURE DEPARTMENT OF PARKS & RECREATION We have previously discussed the organizational structure of the Department of Parks and Recreation in order to meet today's needs and the future growth of this community. I have incor- porated your suggestions and comments into my thought process and have prepared this memo along with the attached job descrip- tions and organizational chart which I hope will clarify the direction I believe the department needs to proceed. Before I get into the specifics of how I believe the department should be organized now and in the future, I believe it would be appropriate that we discuss some of the factors that have been considered and other background information. THE PAST: Essentially the department organizational structure has not changed since about 1977. This structure consisted of the Director of Parks and Recreation as the head of the agency with a Parks Foreman and Recreation Programmer's position directly responsible to this individual. A one-half time secretarial posi- tion was also available to the department. Essentially this is the same structure that services the department in 1984. However, the department has changed significantly in the past five or six years. Records indicate the department has grown by over 300 acres and from about 80 acres of developed parkland to approximately 130 acres today. The parks maintenance staff has grown from four men to six plus seasonal employees in summer and winter and volun- teers and court services employees, on occasion. In response to demands from the public, recreational program opportunities have also expanded. Softball programs for men, couples and'bver 35" have been added to the athletic opportunities as have programs for youth including bowling, tee -ball, cross -country -ski lessons, etc., etc.. Growth is not the only factor which has affected the department. Complexity of park problems has grown geometrically and not just mathematically. Requests for programs and needs and demands by the community has been felt and is continuing to grow as the face of the community changes from a growing suburb to a growing free standing City. ORGANIZATIONAL STRUCTURE PAGE TWO. FEBRUARY 21, 1984 As we look to the future, the Department of Parks and Recreation is poised for a virtual explosion in growth. The completion of the Park Systems Plan has clearly defined the growth potential for the next several years. It will be extremely important that the structure of the Parks and Recreation Department, along with its staff, can adequately respond to the demands of the present and the future. THE PROCESS: A needed change in the organizational structure of the Parks and Recreation Department has been quite obvious for over a year, but it has been within the past six months that the staff of the department has focused in on the specifics. I have met separately with both the Parks Foreman, Jim McGuffee, and Recreational Programmer, Dorothy Peterson, on two separate occasions to discuss with them their perspectives on the problems that each of them faces within their respective areas. After these separate meetings, joint meetings have been held to dis- cuss as a staff the concerns that each has for the shortfalls in the department at the moment. A thorough review of their existing job descriptions resulted in modifications and additions to each. Within our joint meetings, we reviewed several alternatives of realignment and reorganization. It did not take long to recog- nize that there were two structures which appear to best meet the needs of the present as well as placing the City in a posi- tion to accept and respond to the needs of the future. The first structure includes the addition of a position entitled Assistant Director for Parks. The nature of this position would include the administrative responsibility primarily associated with park maintenance and the physical development of facilities. This position would act directly beneath the Director of Parks and Recreation and would be responsible for the direct supervision of the Parks Foreman and staff. Day to day responsibilities would remain that of the Parks Foreman. The Parks Foreman position re- mains relatively unchanged, but with greater emphasis placed on direct supervision and daily tasks which are currently part of this individual's responsibilities. In a sense the new position fills a gap between the Director and the Parks Foreman. The writing of specifications for equipment and vehicles, research into the most economical and efficient use of pesticides, fertilizers, etc., etc. would fall within the responsibilities of the Assistant Director for Parks. The individual would also be available to assist the Director of Parks and Recreation in the areas of park development and departmental administration. Attached to this memo is a draft position description forthisposition which reflects and fills the needs between the Parks Foreman and Director of Parks and Recreation. ORGANIZATIONAL STRUCTURE PAGE THREE. FEBRUARY 21, 1984 I have mentioned that there were two structures which the department has given serious consideration to. The second structure is very similar to that of the first, except that the position of Assistant Director for Parks has been expanded to the position title of Assistant Director for Parks and Recreation. Here the element of recreation has been added. While this position has its merits, from our analysis it appears that the emphasis still remains with the parks aspect and that. recreational opportunities can be better addressed by staff and individuals who are better suited to the specialized area of recreation. It is our belief that the distant future of the department will require both a Recreational Programmer and Athletic Programmer. Such a split or division of responsibilities in the future between recreational programs and athletic programs, along with the pressing need for emphasis on parks maintenance and parks physical development, causes the staff to favor the.title position of Assistant Director for Parks. LANDSCAPE ARCHITECT/PARK PLANNER: A second position which re- ceived considerable discussion is a Landscape Architect and Park Planner. The primary nature of the work involved in this position would involve two basic functions. The first would be a long term planning relating to the park system needs and finally detail plans, specifications and construction documents associated with actual parks development. Landscape Architects and Park Planners have played an increasing role in many suburban communi- ties in the last several years because of the technical expertise and ability to provide detailed design work. The economics associa- ted with the staff person with these skills versus contracting out to consulting firms or other agencies makes the addition of this position economically feasible. The position, although viewed as a possible future addition, will become increasingly more important should a successful parks bond referendum be passed. Under these circumstances, it will he most appropriate for the City to hire somebody in this entitled position. Such a position would fit either of the two previously mentioned organizational structures and would be directly responsible to the Director of Parks and Recreation. RECREATIONAL ACTIVITIES: The position of Recreational Programmer as been reviewe with several modifications to the job description. It is being proposed that this position, which now reflects the change in job duties over the past five years, be re -entitled Recreation Supervisor. This title better reflects the respon- sibilities and latitude for judgment currently involved in the position. Under the preferred format for organizational structure, this position remains directly responsible to the Director of Parks and Recreation. It is envisioned that the future of the Recreational Supervisor's position may change in character over the next three to five year period. These changes will result from anticipated park development, growth in the number of residences and the continued ORGANIZATIONAL STRUCTURE PAGE FOUR. FEBRUARY 21, 1984 growth and interest in recreational activities. If this indeed does happen, it is likely that the responsibilities of this posi- tion will be split into two separate positions. One position would deal entirely with recreational activities, the second with athletic activities. Such a split"in activities is dependent upon the physical development of the park system and the growth of the population. However, I believe it is important that we at least recognize the direction in which it appears the recreational por- tion of the department is headed towards so we can consider that in our organizational structure in the 80's. BUDGET CONSIDERATIONS: The 1984 approved Parks and Recreation budget provided for the addition of one parks maintenance position effective on March 1, 1984. Following the re-evaluation process an examination of overall department needs, it appears that the funding for this position will be better suited towards financing the Assistant Director of Parks position. Therefore, before we proceed with the filling of the newly budgeted position, I believe a review with you and the personnel committee of the City Council would be most appropriate. Following your review of this memo and attachments, I would like to meet with you to discuss in greater detail, the areas of need and responsibilities under this proposal. If you are then in agreement, I would like to proceed with a meeting with the personnel committee of the City Council and the City Council itself requesting a change of the position from parks maintenance to the Assistant Director for Parks position. Resp,¢ . ly submitted, Director of Parks and Recreation KV/js Attach. CC: Dorothy Peterson - Recreation Programmer Jim McGuffee - Parks Foreman ADVISORY DIRECTOR OF PARKS AND RECREATION PARKS AND RECREATION COMMISSION SECRETARY RECREATION SUPERVISOR SUMMER PLAYGROUND FEBRUARY 21, 1084 WINTER PROGRAM LANDSCAPE ARCHITECT/ PARKS PLANNER (proposed) ASSISTANT DIRECTOR FOR PARKS (proposed) PARKS [__I FORESTRY FOREMAN a!!3 city of eccjan ;;; a system plan 1. '! ROUGH DRAFT CITY OF EAGAN POSITION DESCRIPTION POSITION TITLE: LANDSCAPE ARCHITECT/PARK PLANNER DEPARTMENT: PARKS AND RECREATION POSITION ACCOUNTABLE TO: DIRECTOR OF PARKS AND RECREATION NATURE OF WORK: The responsibility of the Landscape Architect/Park Planner shall involve two basic functions. 1. The analysis and long-term planning relating to the City Park System. 2. Provide detailed park plans, specifications, con- struction documents and field inspection of con- tracted work. MAJOR AREAS OF ACCOUNTABILITY: 1. Performs environmental inventory and site analysis of areas proposed for parks. A. Prepares an analysis of a proposed plat development relative to the park area. B. Analyzes and evaluates the potential use of the park within the Master Park Plan. C. Recommends changes which may enhance the park area and proposed residential development. 2. Does planning and design of park areas. A. Prepares site and program analysis. B. Does site plan, construction drawings, cost estimating and writing of specifications. C. Prepares advertisements and receives bids for development and construction. J PAGE TWO. D. Does field verification. E. Reviews contractor claims for payment. F. Process contract documents, change orders, etc.. 3. Inspects the installation of plant material, parks equipment or other construction projects to insure that construction is consistent with the design specifica- tion or special provisions. 4. Reviews all subdivision and development plans to insure landscaping is in compliance with the City Ordiance. 5. Performs specialized design functions for development and construction of sidewalks, park and play equipment, trails,'street lighting, irrigation, signage, and other related park or City projects. 6. Prepares charts, renderings, plan view and other graphics used in design plans and various reports or studies by the department. 7. Provides illustrations and other work in connection with programs and brochures of the department and the City. B. Keeps the Director of, Parks and Recreation informed as to significant matters on projects assigned that you will need to know to coordinate responsibilities of others. 9. Performs other duties and assumes other responsibilities as a parent or as delegated. EXAMPLES OF PERFORMANCE CRITERIA: 1. The ability to express oneself in writing in a clear and precise manner. 2. Able to oral express oneself clearly and concisely in A large group settings including neighborhood park meetings. f� Page Three. 3. Ability to perform field inspections, maintain field records and notes in an accurate, complete and timely manner to be able to provide necessary project informa- tion. 4. Knowledge and details of construction drawing as well as structural knowledge is necessary. 5. Ability to draft and design work which is neat, complete, creative, accurate and readily understood. 6. A good working knowledge of plant materials, aerial topography, civil engineering, agrimony, botany and biology. 7. An understanding of the bidding procedures and process in developing specifications, working drawings and contract documents. 8. Maintain good working relationship with other City employees, property owners, developers, contractors so work can proceed in an orderly and businesslike manner. 9. Sensitive to landscaping design, form, selection of materials, seasonal variation, maintenance and costs. RABLE KNOWLEDGE, TRAINING AND EXPERIENCE: 1. Complete knowledge in details of parks planning, designs, construction, grading and drainage. 2. Knowledge of plant materials, soils, hydrology, botany, agronomy and ecology. 3. Knowledge of cost estimating, writing specifications, bid contract documents and procedure of field inspections. 4. Knowledge of construction practice, parks maintenance practices, design criteria. u PAGE FOUR. MINIMUM REQUIREMENTS: Graduation from university with a Bachelor's Degree in landscape architecture. Two-four years experience in•analysis and.park planning. Able to obtain registration within one year. 11 ROUGH DRAFT CITY OF EAGAN POSITION DESCRIPTION POSITION TITLE: ASSISTANT DIRECTOR FOR PARKS ACCOUNTABLE TO: DIRECTOR OF PARKS AND RECREATION NATURE OF WORK: THIS IS A MANAGEMENT POSITION PRIMARILY RESPONSIBLE FOR PARKS MAINTENANCE S PARKS DEVELOPMENT MAJOR AREAS OF ACCOUNTABILITY: 1. Coordinate maintenance with recreation activities to assure availability and readiness for program participation. 2. Assist with the hiring, discipline and training of employees in the Parks Division. A. Monitors weekly schedules and authorizes overtime, if necessary. B. Establishes a routine and regular in-service training opportunities. C. Provides recommendations regarding employees classifica- tion, job descriptions and work assignments. D. Coordinates seasonal part time and volunteer services. 3. Participates in the long range planning for parks develop- ment and parks improvement. 4. Assists with budget preparation for parks maintenance. 5. Establishes long range programs for park maintenance which are both efficient and effective. A. Performs on going analysis of the present maintenance practices. B. Recommends and implements improvements to existing PAGE TWO. maintenance systems. C. Performs research on seed varieties, chemicals, and equipment which may be utilized within the Parks Maintenance Program. 6. With the Parks Foreman, condusts safety meetings and enforces safety regulations to minimize accidents. 7. Develops specifications for equipment, vehicles or other related department needs for purchase. 8..Recommends purchases for operational supplies, equipment, tools and the like to be used by the department. 9. Assist in the preparation of the parks plan and landscape details. 10. Develops and implements an effective shade tree and reforestation program. A. Develops long range plans for City nurseries. B. Reforestation of City property consistent with the highest standards of landscaping. C. Supervises forestry operations. 11. Assist the Director of Parks and Recreation with parks related and departmental operations. DESIRABLE KNOWLEDGE AND SKILLS: 1. Considerable knowledge of parks and recreation maintenance practices including turf management, equipment maintenance, maintenance of recreational areas, landscaping park planning and development. 2. Considerable knowledge of urban forestry programs. 3. Demonstrated ability to prepare written reports and the ability to effectively communicate in writing and orally. 9. Demonstrated ability in personnel management, union relations and job enhancement program. 5. Maintain a high level of morale among crew personnel so that operating problems and grievances are recognized and resolved promptly. PAGE THREE 6. Establishes and maintains a level of discipline and working climate under which assigned employees are effectively motivated to work up to their full potential. 7. Demonstrates by personal example, the desired standards of conduct and working performance for all personnel. CITY OF EAGAN ELECTION JUDGES PARK BOND REFERENDUM MAY 22, 1984 Carol Engebretson (D) Barb Edgerton (R) Laverne Davis (D) Rose Vimr (R) Rita Green (R) Patricia Kaeder (D) -Joanne O'Keefe (D) Vi Gehrke (R) Marilyn Legler (R) I June Ketcham (R) Irene Wachtler (D) Mary Kellner (D) Rikki Winters (D) Jeanne Matteson (R) Ilene Hazel (D) Judy Allen (R) Martha Bendt (D) Joan Uselmann (D) Elanor Piepho (D) Merlin Handley (R) Stan Westenberg (R) Jean Loken (D) Andrina Kuechle (D) Rose Piekarski (D) Ethel Groff (R) Jane Pettit (R) Mary Jane Swenson (D) William Reid (D) Loretta Notvick (R) John Andres (R) Judith Mundahl (D) Emily Rodich (D) Adrienne Fox (R) Audrey Degler (R) Carol Vihovde (R) Sharon Astleford (R) Helen Westenberg (R) Jan Giefer (D) Patti Benjamin.(R) Elinor Villelli (D) Janet Linkert (R) Vivian Handley (R) Joan Joos (R) Nancy Jarvi (R) Emily Medin (R) Geraldine Tillman (D) Pearl Le Mieux (R) Alyce Boel(e (D) Gerry Chapdelaine (D) Karen Flood (I) Jan Callenius (R) Charlene Alexander (R) SUBJECT TO APPROVAL Q MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, MINNESOTA APRIL 24, 1984 A special meeting of the Eagan City Council was held on April 24, 1984, at 7:00 p.m. in the lunchroom of the Eagan Municipal Center Building. Those present were Mayor Blomquist, City Councilmembers Egan, Smith, Thomas and Wachter. Also present was City Administrator Hedges. HISTORY COMMITTEE/PROPOSED HISTORY OF THE CITY OF EAGAN The City Council held a joint meeting with the History Committee in an effort to agree on the publication of a manuscript that provides the history of the City of Eagan. Those members of the History Committee that were present were as follows: its Chairman, Frank Dembroski and members Jim Diffley, Elizabeth Kennealy, Art Rahn, Arnold Carlson. Mr. Dembroski provided a chronology of meetings stating that the history manuscript, as prepared by the Committee, has been ready for publication for several months; it is time to publish that document. He further criticized the City for holding up publication of the document, suggesting that their committee will proceed with the publication of the document regardless as to whether the City Council agrees or sanctions the publication of the History Committee's manuscript. City Councilmember Smith stated that the City Council has not agreed with the style of the History Committee's manuscript and continues to support the professional revision that was compiled by Lisa Fleming, a journalist hired to edit the manuscript. He stated that if the History Committee desires to publish their manuscript, it should be finalized by the Committee without any City Council input or acknowledgment. City Councilmember Smith further stated that if the History Committee will turn over pictures and other information pertinent to the revised manuscript, as accepted by the City of Eagan, the City will then assume full responsibility for publication of that document. Mr. Dembroski stated that the City Council does not have control over the final edification or publication of the history document. He stated that the original intent by the City Council was to allow the History Committee to prepare and publish a history book without any approval by the City Council. City Councilmember Egan corrected Mr. Dembroski's interpretation by stating that official City Council minutes define the intent of the History Committee as 1) collecting local historical data, 2) directing the research of the historical document, and 3) identifying and preserving information, articles and sites of local historical value with the further interpretation that the City Council will, through its staff, coordinate the information and write the final history document. It was further clarified by the City Council that all commission and committees of the City are advisory and the City Council does represent the final position of the City which is applicable to a book published for the history of Eagan. A discussion followed that presented the difference in the documents between the one prepared by the historical journalist hired by the City and the History Committee. The Mayor expressed disappointment in the impasse that was reached by the two groups and suggested that a workable solution be discussed so that the main objective of publishing the history of Eagan could be pursued. Arnold Carlson suggested that a third party be hired to review both documents and produce a workable manuscript agreeable to both the City of Eagan and History Committee.City Councilmember -'�fi^.:i aas r'�:`.a':; �'+""- .. ➢+ .: '��a. .•y �f . �-r�.4.. _ .�•y�w'Y JC�na�:.^.'�. .. .<Ti: .T_+v1,. ..= :'." ^•�"r.i" x.� x9 :. �}ry. Council Minutes April 24, 1984 Smith and Mayor Blomquist both expressed agreement that a journalist could be hired for the summer with the understanding that the revised manuscript as prepared would then be published as the history of Eagan. After further discussion and in a motion by City Councilmember Smith, seconded by City Councilmember Egan, with all members voting in favor, the City will agree to hire a journalist who will revise and edit the history manuscripts, working with the History Committee and City Councilmember Wachter, as a City Council liaison, to submit to the City Council for final approval, the history of' the City of Eagan manuscript conditional upon the History Committee turning over to the City of Eagan all manuscripts and pictures by May 8, 1984, or the Eagan History Committee is abolished. PERSONNEL EVALUATION AND COMPENSATION STUDY City Administrator Hedges presented the final draft RFP for considering a consultant service that will perform an independent personnel evaluation and compensation study for the City of Eagan. The RFP was reviewed in detail and after discussion by the City Council, a motion was made by City Councilmember Smith, seconded by Councilmember Wachter, with all members voting in favor that the request for proposal to provide consulting services for the development and performance of a job evaluation study and salary compensation plan for the City of Eagan was approved. In a motion by City Councilmember Egan, seconded by City Councilmember Thomas, with all members voting in favor, it was determined that the whole City Council will interview those consultants who are considered finalists for developing the job evaluation study and salary compensation plan as recommended by the City Administrator. PARK DEPARTMENT MANPOWER City Administrator Hedges presented a request to change the approved 1984 budgetary request for a park maintenance employee classification to an assistant park director classification. He stated that the needs for the Department are changing and the Parks and Recreation Director has recognized through a proposed reorganization that a full—time assistant park director and the reclassification of the City Forester and Park Foreman to absorb more maintenance instead of administrative responsibilities is needed for the Deparmtment. Mayor Blomquist stated that with the amount of park development and expansion, it was clearly stated in the 1984 budget presentation that additional maintenance was required. She further indicated that a change in the organizational plan should be considered when the 1985 budget is developed this year. The City Administrator was asked to further explain the job responsibilities of the assistant park director and whether the maintenance division will have adequate help if the full—time maintenance employee is not hired during 1984 as budgeted. It was suggested that the Parks and Recreation Director be authorized to hire a part—time maintenance employee to meet the short—term needs of the Department and that the position of a full—time, assistant park director be further examined after the park referendum or at Council Minutes April 24, 1984 the time of the 1985 budget review. In a motion by Mayor Blomquist, seconded by Councilmember Wachter, with all members voting in favor, the City Administrator was directed to keep the Park Department manpower and organization in the current status and that the proposed reorganizational needs be further examined after the park referendum and as a part of the 1985 budgetary review. LANDSCAPE ARCHITECT/PARK PLANNER The City Administrator presented the recommendation of the Park and Recreation Director to hire a landscape architect/park planner if the Park Referendum is successful on May 22. He further stated that it is the staff opinion that the City will benefit by having an in—house landscape architect/park planner with the option to hire outside consultants for certain aspects of the park development if the referendum is a success. The City Administrator stated that this position is to be funded from proceeds of the Park Referendum and further, it is anticipated that a considerable savings will be realized if an outside consultant is not retained for the entire bond referendum project. There were a number of questions asked and additional explanation of the position provided for as the City Council gave consideration to the hiring of a landscape architect/park planner with the understanding that a sunset provision would be required once the Park Referendum proceeds were used. The City Administrator was directed to provide additional cost breakdown and represent a financial plan for the hiring of a landscape architect/park planner if the Park Referendum is a success on May 22. PART—TIME CLERK—TYPIST FOR BUILDING INSPECTION AND PARKS & RECREATION DEPARTMENTS The City Administrator presented the need for a temporary, part—time clerk—typist to assist the Building Inspection and Park and Recreation Depart— ments due to the number of building permits that are being generated on a daily basis. He stated that the shared secretary for those two departments is not able to provide the public service required to handle all building permits and other departmental needs and during this time of numerous building permits an additional clerk—typist to work 20 hours per week is suggested. After a brief review and a motion by City Councilmember Smith, seconded by Councilmember Egan, with all members voting in favor, the City Administrator was authorized to hire a part—time clerk—typist to work as a temporary, part— time employee at a maximum of 20 hours per week in the Parks and Recreation/Building Inspection Departments. ELECTION JUDGES FOR MAY 22 REFERENDUM The City Administrator presented a list of election judges for the May 22, 1984, special Park Referendum. In a motion by City Councilmember Thomas and seconded by City Councilmember Wachter, with all members voting in favor, the election judges, as recommended by the City Clerk/Director of Finance and presented by the City Administrator, was approved. 3 Council Minutes April 24, 1984 MAY 22 PARK REFERENDUM City Administrator Hedges stated that the resolution that was adopted by the City Council on March 22, 1984, requires a technical amendment that has been suggested by the City's Bond Counsel, Faegre and Benson. In a motion by City Councilmember Smith, and seconded by Councilmember Thomas, all members voting in favor, the resolution was approved correcting the March 22 resolution by amending language contained in the two questions identified within the resolution. VACATION BALANCE/CITY ADMINISTRATOR City Administrator Hedges stated that due to an unusual workload the past few years, his vacation balance accrued 174.14 hours extra and due to City policy, those extra hours were reduced in 1982. The balance is again increasing above the limit of 180 hours by 47.3 hours. Members of the City Council stated that the demand on the City Administrator's time, due to the development and construction of the new Municipal Center and horse -racing track application, in addition to the -rapid growth of the City, have presented circumstances that made it difficult to use vacation time. Therefore, in a motion by City Councilmember Smith, seconded by City Councilmember Wachter, with all members voting in favor, the City Administrator is to be given a cash payment for those hours accumulated to date in excess of the 180 -hour vacation limit. ADJOURNMENT Upon motion duly made and seconded, the meeting was adjourned. Dated: May 2, 1984 TLH City Clerk E SUBJECT TO APPROVAL MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, MINNESOTA APRIL 24, 1984 A special meeting of the Eagan City Council was held on April 24, 1984, at 7:00 p.m. in the lunchroom of the Eagan Municipal Center Building. Those present were Mayor Blomquist, City Councilmembers Egan, Smith, Thomas and Wachter. Also present was City Administrator Hedges. HISTORY COMMITTEE/PROPOSED HISTORY OF THE CITY OF EAGAN The City Council held a joint meeting with the History Committee in an effort to agree on the publication of a manuscript that provides the history of the City of Eagan. Those members of the History Committee that were present were as follows: its Chairman, Frank Dembroski and members Jim Diffley, Elizabeth Kennealy, Art Rahn, Arnold Carlson. Mr. Dembroski provided a chronology of meetings stating that the history manuscript, as prepared by the Committee, has been ready for publication for several months; it is time to publish that document. He further criticized the City for holding up publication of the document, suggesting that their committee will proceed with the publication of the document regardless as to whether the City Council agrees or sanctions the publication of the History Committee's manuscript. City Councilmember Smith stated that the City Council has not agreed with the style of the History Committee's manuscript and continues to support the professional revision that was compiled by Lisa Fleming, a journalist hired to edit the manuscript. He stated that if the History Committee desires to publish their manuscript, it should be finalized by the Committee without any • City Council input or acknowledgment. City Councilmember Smith further stated that if the History Committee will turn over pictures and other information pertinent to the revised manuscript, as accepted by the City of Eagan, the City will then assume full responsibility for publication of that document. Mr. Dembroski stated that the City Council does not have control over the final edification or publication of the history document. He stated that the original intent by the City Council was to allow the History Committee to prepare and publish a history book without any approval by the City Council. City Councilmember Egan corrected Mr. Dembroski's interpretation by stating that official City Council minutes define the intent of the History Committee as 1) collecting local historical data, 2) directing the research of the historical document, and 3) identifying and preserving information, articles and sites of local historical value with the further interpretation that the City Council will, through its staff, coordinate the information and write the final history document. It was further clarified by the City Council that all commission and committees of the City are advisory and the City Council does represent the final position of the City which is applicable to a book published for the history of Eagan. A discussion followed that presented the difference in the documents between the one prepared by the historical journalist hired by the City and the History Committee. The Mayor expressed disappointment in the impasse that was reached by the two groups and suggested that a workable solution be discussed so that the main objective of publishing the history of Eagan could be pursued. Arnold Carlson suggested that a third party be hired to review both documents and produce a workable manuscript agreeable to both the City of Eagan and History Committee. City Councilmember r�L ' '"�'�s'•"; �+�3°''v.-•. �:'%!..'�`� n4 :f`; -�T 6: _ _'di .7?+'+Y m['�.aa7S+:'f.:•;. '.r: �;�'�.� .-�C'^^�s,�'Atf'�"'• .�_R :-.*' Council Minutes April 24, 1984 Smith and Mayor Blomquist both expressed agreement that a•journalist could be hired for the summer with the understanding that the revised manuscript as prepared would then be published as the history of Eagan. After further discussion and in a motion by City Councilmember Smith, seconded by City Councilmember Egan, with all members voting In favor, the City will agree to hire a journalist who will revise and edit the history manuscripts, working with the History Committee and City Councilmember Wachter, as a City Council liaison, to submit to the City Council for final approval, the history of' the City of Eagan manuscript conditional upon the History Committee turning over to the City of Eagan all manuscripts and pictures by May 8, 1984, or the Eagan History Committee is abolished. PERSONNEL EVALUATION AND COMPENSATION STUDY City Administrator Hedges presented the final draft RFP for considering a consultant service that will perform an independent personnel evaluation and compensation study for the City of Eagan. The RFP was reviewed in detail and after discussion by the City Council, a motion was made by City Councilmember Smith, seconded by Councilmember Wachter, with all members voting in favor that the request for proposal to provide consulting services for the development and performance of a job evaluation study and salary compensation plan for the City of Eagan was approved. In a motion by City Councilmember Egan, seconded by City • Councilmember Thomas, with all members voting in favor, it was determined that the whole City Council will interview those consultants who are considered finalists for developing the job evaluation study and salary compensation plan as recommended by the City Administrator. PARK DEPARTMENT MANPOWER City Administrator Hedges presented a request to change the approved 1984 budgetary request for a park maintenance employee classification to an assistant park director classification. He stated that the needs for the Department are changing and the Parks and Recreation Director has recognized through a proposed reorganization that a full—time assistant park director and the reclassification of the City Forester and Park Foreman to absorb more maintenance instead of administrative responsibilities is needed for the Deparmtment. Mayor Blomquist stated that with the amount of park development and expansion, it was clearly stated in the 1984 budget presentation that additional maintenance was required. She further indicated that a change in the organizational plan should be considered when the 1985 budget is developed this year. The City Administrator was asked to further explain the job responsibilities of the assistant park director and whether the maintenance division will have adequate help if the full—time maintenance employee is not hired during 1984 as budgeted. It was suggested that the Parks and Recreation Director be authorized to hire a part—time maintenance employee to meet the short—term needs of the Department and that the position of a full—time, assistant park director be further examined after the park referendum or at 42- • Council Minutes April 24, 1984 the time of the 1985 budget review. In a motion by Mayor Blomquist, seconded by Councilmember Wachter, with all members voting in favor, the City Administrator was directed to keep the Park Department manpower and organization in the current status and that the proposed reorganizational needs be further examined after the park referendum and as a part of the 1985 budgetary review. LANDSCAPE ARCHITECT/PARK PLANNER The City Administrator presented the recommendation of the Park and ._Recreation Director to hire a landscape architect/park planner if the Park Referendum is successful on May 22. He further stated that it is the staff opinion that the City will benefit by having an in-house landscape architect/park planner with the option to hire outside consultants for certain aspects of the park development if the referendum is a success. The City Administrator stated that this position is to be funded from proceeds of the Park Referendum and further, it is anticipated that a considerable savings will be realized if an outside consultant is not retained for the entire bond referendum project. There were a number of questions asked and additional explanation of the position provided for as the City Council gave consideration to the hiring of a landscape architect/park planner with the understanding that a sunset provision would be required once the Park Referendum proceeds were used. The City Administrator was directed to provide • additional cost breakdown and represent a financial plan for the hiring of a landscape architect/park planner if the Park Referendum is a success on May 22. PART-TIME CLERK -TYPIST FOR BUILDING INSPECTION AND PARKS & RECREATION DEPARTMENTS The City Administrator presented the need for a temporary, part-time clerk -typist to assist the Building Inspection and Park and Recreation Depart- ments due to the number of building permits that are being generated on a daily basis. He stated that the shared secretary for those two departments is not able to provide the public service required to handle all building permits and other departmental needs and during this time of numerous building -permits an' additional clerk -typist to work 20 hours per week is suggested. After a brief review and a motion by City Councilmember Smith, seconded by Councilmember Egan, with all members voting in favor, the City Administrator was authorized to hire a part-time clerk -typist to work as a temporary, part- time employee at a maximum of 20 hours per week in the Parks and Recreation/Building Inspection Departments. ELECTION JUDGES FOR MAY 22 REFERENDUM The City Administrator presented a list of election judges for the May 22, 1984, special Park Referendum. In a motion by City Councilmember Thomas and seconded by City Councilmember Wachter, with all members voting in favor, the election judges, as recommended by the City Clerk/Director of Finance and presented by the City Administrator, was approved. 3 Council Minutes April 24, 1984 r1 LJ MAY 22 PARK REFERENDUM City Administrator Hedges stated that the resolution that was adopted by the City Council on March 22, 1984, requires a technical amendment that has been suggested by the City's Bond Counsel, Faegre and Benson. In a motion by City Councilmember Smith, and seconded by Councilmember Thomas, all members voting in favor, the resolution was approved correcting the March 22 resolution by amending language contained in the two questions identified within the resolution. VACATION BALANCE/CITY ADMINISTRATOR City Administrator Hedges stated that due to an unusual workload the past few years, his vacation balance accrued 174.14 hours extra and due to City policy, those extra hours were reduced in 1982. The balance is again increasing above the limit of 180 hours by 47.3 hours. Members of the City Council stated that the demand on the City Administrator's time, due to the development and construction of the new Municipal Center and horse -racing track application, in addition to the rapid growth of the City, have presented circumstances that made it difficult to use vacation time. Therefore, in a motion by City Councilmember Smith, seconded by City Councilmember Wachter, with all members voting in favor, the City Administrator is to be given a cash • payment for those hours accumulated to date in excess of the 180 -hour vacation limit. ADJOURNMENT Upon motion duly made and seconded, the meeting was adjourned. Dated: May 2. 1984 TLH City Clerk Y ;f SPECIAL CITY COUNCIL MEETING TUESDAY APRIL 24, 1984 7:00 P.M. I. ROLL CALL & APPROVAL OF AGENDA II. HISTORY COMMITTEE REPORT II1. REVIEW RFP FOR PERSONNEL EVALUATION & COMPENSATION CONSULTANT IV. PARK DEPARTMENT MANPOWER NEEDS •V. OTHER PERSONNEL MATTERS VI. APPOINTMENT OF SPECIAL ELECTION/ ELECTION JUDGE VII. OTHER BUSINESS VIII. ADJOURNMENT u MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: APRIL 19, 1984 SUBJECT: SPECIAL CITY COUNCIL MEETING FOR APRIL 24, 1984 History Committee Report The History Committee has been notified of a Special City Council meeting this coming Tuesday for the purpose of -discussing the status of the history book for the City of Eagan. The purpose of meeting with the History Committee appears to be twofold: 1) Continue discussion in an effort to agree on a history document to be published and, 2) Determine a process for the publication of the history document. During late 1982 there was some misunderstanding on the part of the History Committee as to the City Council's involvement regarding the publication of the history document. At that time a memorandum was prepared by the City Administrator tracking the history document from the original appointment of the History Committee through the end of 1982. A copy of that memorandum is again provided for each member of the City Council. The purpose for distributing this memorandum is to allow proper background information in case members of the History Committee question the original intent of the City Council as to how the history document was to be prepared and published. Also, a copy of an outline for the publishing process which was originally prepared by Lisa Fleming is enclosed for your review. Each City Councilmember has a copy of the History Committee's draft publication of the history of Eagan and a copy of the revised document that was prepared by Lisa Fleming. City Councilmembers may wish to briefly review those documents for Tuesday evening to again become familiarized with the document. It is important that I again explain the difference between the two documents: The document prepared by the History Committee represents a collection of historical facts that were solicited from a number of sources mainly that of families who have resided within the City. That particular document attempts to portray in detail families that have lived in Eagan and also very selec- tively will include considerable history of such things as St. Peter's Church. This document is well researched, however, is written as a collection of historical facts. The revised version of the history, as prepared by Lisa Fleming, attempts to, in some cases, rearrange those facts, reduce what appears to be too much detail in the historical reporting of families, condenses several topics such, as St. Peter's Church and further restores the document to a more even flow for the reader. Her document also provides historical information to the present. The two history documents are so different in style that it MEMO April 19, 1984 Page 2 is very difficult to compromise by reducing certain articles or eliminating an article in an effort to blend two documents. Either the City must look for a professional journalistic approach to the history of Eagan and present it in that form to the community, or present a history of the City as told by the families and members of the History Committee. To blend these two different journalistic styles is extremely difficult. Members of the City Council may wish to contact members of the History Committee prior to the meeting on Tuesday. Review REP for Personnel Evaluation and Compensation Consultant At a Special City Council meeting held on December 22, 1983, the City Council authorized the hiring of a consultant to provide an independent personnel evaluation and compensation for those employees working for the City of Eagan. Our Administrative Assistant, Holly Duffy, who is working with Personnel Administra- tion, has prepared draft RFP's under the request and guidance of the City Administrator. Drafts have been presented to the management team for review and input and what is labeled as draft three is the final product of the RFP for an independent personnel evaluation compensation study. The City Administrator is looking for guidance from the City Council regarding a solicita- tion of consultant's proposals and, further, whether the City Council or its Personnel Committee wish to involve themselves in the review of proposals and/or interview of consulting firms. Attached is a copy of the RFP that was prepared by the Administra- tive Assistant with the cooperation of the management team. Park Department Manpower Needs The City Administrator and Director of Parks & Recreation have been discussing the need to fully examine the organizational structure of the Department of Parks & Recreation. This Department, like all Departments of the City, is experiencing rapid growth in the demand for public services. The role of the Director of Parks & .'.Rec.,. foreman of maintenance, recreational supervisor and other employees of the Department is changing due to the expansion of parks and recreational services within the community. As a result of several discussions between the City Administrator and Director of Parks & Recreation, the Director was asked to prepare a memorandum outlining various organizational needs as discussed. This memorandum was prepared in late February and due to the horse racing track and other issues was not fully reviewed by the City Administrator and Director of Parks & Recrea- tion until this month. A copy of that memorandum, organizational structure and position descriptions for assistant director for parks and the landscape architect/park planner are enclosed for your review. It is the opinion of the City Administrator to continually examine personnel needs whether they are related to maintenance, middle MEMO April 19, 1984 Page 3 management or top management positions. While examining the need for manpower change, it is always important to determine whether reorganization of existing employees can help the overall departmental needs. The Director of Parks & Recreation and City Administrator have discussed the need for an assistant director for.parks; a person who would absorb all the administrative duties of the park foreman as well as the administration by the City forester. A maintenance employee was budgeted for 1984 and is the opinion of both the Park Director and City Adminis- trator that an assistant director for parks be hired instead of a park maintenance employee and that maintenance will realize relief by causing Jim McGuffee to allocate 608 of his actual time to maintenance as opposed to the 158 he applies to actual maintenance today. Also, Tom Schuster is presently performing 158 of his employment schedule in administration and he would be returned to_1008-.m6cintenance. This provides a 608 maintenance person and, at the same time, provides the required strength in park administration. The additional cost to the City would be approximately $3,000-$6,000 above that of a maintenance employee if a range were selected from approximately $24,500 to $28,000. The position of a landscape architect/park planner is to be reviewed and considered only if the park referendum is successful next month. The City has several options regarding the park planning that is approved with the park referendum. 1) Contract the entire amount with consultants, which would be approximately 108 of the referendum amount. 2) Hire a consultant to hire consul- tants, meaning that .one person or'a firm would hire different consultants to provide various aspects of project work approved by the referendum, or 3) hire an in-house landscape architect/park planner with the sunset clause that once the referendum dollars are used, the position becomes obsolete. Under the third alterna- tive, all the engineering services connected with the park referen- dum would be contracted with the City's consulting engineer and also that person would utilize park consulting services from those park consultants who have experts in certain areas of park development. Many cities have used the approach of hiring a landscape architect/park planner and realize considerable savings which can be applied toward actual park development. The Director of Parks & Recreation would like a hands-on control which would be possible under the third alternative. This person would be directly accountable to the Director of Parks & Recreation and Parks & Recreation Advisory Commission. The concept of hiring a landscape architect/park planner should be discussed so that if the park referendum is successful, the City can proceed with the selection of an individual to assure some park development during 1984. The City Administrator will explain, in more detail, how the assistant director of parks and landscape architect/park planner relate to the Park Department's organizational structure at the meeting on Tuesday. Other Personnel Matters The City is experiencing the highest peak ever in processing building permits and, consequently, additional clerical help is needed on a part-time basis. Presently, the City is operating with one Administrative Secretary. for Parks & Recreation and Building Inspection. There are approximately nine (9) employees who coordinate their typing, telephone calls, filing and other related duties through that Administrative Secretary. with the number of telephone calls, coordination of building inspections and processing of building permits on a daily basis, both Depart- ments are finding a backlog in administrative duties that are to be performed by the Secretary. The City Administrator would like to discuss the possibility of hiring a part-time clerical person who would work only in the mornings with a definite sunset provision that if building permits should decline later this year, this person's time. could be cut back from 20 hours a week to fewer hours or the position be abolished. The appointment or hiring would not be a permanent part-time position; it would be a temporary part-time position. The City Administrator would liketo take a minute and discuss the status. of ` vacation,..time. accruaD, he is experiencing.. personally. His position is unique to any other position in the City and it has been discussed with Mayor Blomquist. The problem relates to one of a high accrual over the past two years and due to the work, load in that office, vacation time has not been used. Late last year a number of hours were reduced on the vacation accrual having not been used and', according to procedure, more hours should again be reduced due to the current balance on hand. The Director of Finance is analyzing the total of those hours, and a report will be available for distribution on Tuesday. Appointment of Special Election Judges Enclosed is a copy of a list of election judges who have all been contacted for the Park Bond Referendum scheduled on May 22, 1984. It is recommended that action be taken to approve this list of election judges as presented. Other Business If time permits, the City Administrator and City Attorney, who will be present at the Advisory Planning Commission, would like to discuss the status of the iSperry/Timberline neighborhood noise issue. City Administrator TLH/jj, SPECIAL CITY COUNCIL MEETING TUESDAY APRIL 24, 1984 7:00 P.M. I. ROLL CALL & APPROVAL OF AGENDA II. HISTORY COMMITTEE REPORT III. REVIEW RFP FOR PERSONNEL EVALUATION & COMPENSATION CONSULTANT IV. PARK DEPARTMENT MANPOWER NEEDS V. OTHER PERSONNEL MATTERS VI. APPOINTMENT OF SPECIAL ELECTION/ ELECTION JUDGE VII. OTHER BUSINESS VIII. ADJOURNMENT MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: APRIL 19, 1984 SUBJECT: SPECIAL CITY COUNCIL MEETING FOR APRIL 24, 1984 History Committee Report The History Committee has been notified of a Special City Council meeting this coming Tuesday for the purpose of •discussing the status of the history book for the City of Eagan. The purpose of meeting with the History Committee appears to be twofold: 1) Continue discussion in an effort to agree on a history document to be published and, 2) Determine a process for the publication of the history document. During late 1982 there was some misunderstanding on the part of the History Committee as to the City Council's involvement regarding the publication of the history. document. At that time a memorandum was prepared by the City Administrator tracking the history document from the original appointment of the History Committee through the end of 1982. A copy of that memorandum is again provided for each member of the City Council. The purpose for distributing this memorandum is to allow proper background information in case members of the. History Committee question the original intent of the City Council as to how the history document was to be prepared and published. Also, a copy of an outline for the publishing process which was originally prepared by Lisa Fleming is enclosed for your review. Each City Councilmember has a copy of the History Committee's draft publication of the history of Eagan and a copy of the revised document that was prepared by Lisa Fleming. City Councilmembers may wish to briefly review those documents for Tuesday evening to again become familiarized with the document. It is important that I again explain the difference between the two documents: The document prepared by the History Committee represents a collection of historical facts that were solicited from a number of sources mainly that of families who have resided within the City." That particular document attempts to portray in detail families that have lived in Eagan and also very selec- tively will include considerable history of such things as St. Peter's Church. This document is well researched, however, is written as a collection of historical facts. The revised version of the history, as prepared by Lisa Fleming, attempts to, in some cases, rearrange those facts, reduce what appears to be too much detail in the historical reporting of families, condenses several topics such as St. Peter's Church and further restores the document to a more even flow for the reader. Her document also provides historical information to the present. The two history documents are so different in style that 'it MEMO April 19, 1984 Page 2 is very difficult to compromise by reducing certain articles or eliminating an article in an effort to blend two documents. Either the City must look for a professional journalistic approach to the history of Eagan and present it in that form to the community, or present a history of the City as told by the families and members of the History Committee. To blend these two different journalistic styles is extremely difficult. Members of the City Council may wish to contact members of the History Committee prior to the meeting on Tuesday. Review RFP for Personnel Evaluation and Compensation Consultant At a Special City Council meeting held on December 22, 1983, the City Council authorized the hiring of a consultant to provide an independent personnel evaluation and compensation for those employees working for the City of Eagan. Our Administrative Assistant, Holly Duffy, who is working with Personnel Administra- tion, has prepared draft RFP's under the request and guidance of the City Administrator. Drafts have been presented to the management team for review and input and what is labeled as draft three is the final product of the RFP for an independent personnel evaluation compensation study. The City Administrator is looking for guidance from the City Council regarding a solicita- tion of consultant's proposals and, further, whether the City Council or its Personnel Committee wish to involve themselves in the review of proposals and/or interview of consulting firms. Attached is a copy of the RFP that was prepared by the Administra- tive Assistant with the cooperation of the management team. Park Department Manpower Needs The City Administrator and Director of Parks & Recreation have been discussing the need to fully examine the organizational structure of the Department of Parks & Recreation. This Department, like all Departments of the City, is experiencing rapid growth in the demand for public services. The role of the Director of Parks &-Rec..,. .foreman of maintenance, recreational supervisor and other employees of the Department is changing due to the expansion of parks and recreational services within the community. As a result of several discussions between the City Administrator and Director of Parks & Recreation, the Director was asked to prepare a memorandum outlining various organizational needs as discussed. This memorandum was prepared in late. February and due to the horse racing track and other issues was not fully reviewed by the City Administrator and Director of Parks & Recrea- tion until this month. A copy of that memorandum, organizational structure and position descriptions for assistant director for parks and the landscape architect/park planner are enclosed for your review. It is the opinion of the City Administrator to continually examine personnel needs whether they are related to maintenance, middle MEMO April 19, 1984 Page 3 management or top management positions. While examining the need for manpower change, it is always important to determine whether reorganization of existing employees can help the overall departmental needs. The Director of Parks & Recreation and City Administrator have discussed the need for an assistant director for parks; a person who would absorb all the administrative duties of the park foreman as well as the administration by the City forester. A maintenance employee was budgeted for 1984 and is the opinion of both the Park Director and City Adminis- trator that an assistant director for parks be hired instead of a park maintenance employee and that maintenance will realize relief by causing Jim McGuffee to allocate 608 of his actual time to maintenance as opposed to the 158 he applies to actual maintenance today. Also, Tom Schuster is presently performing 158 of his employment schedule in administration and he would be returned to:1008:.maintenance. This provides a 608 maintenance person and, at the same time, provides the required strength in park administration. The additional cost to the City would be'approximately $3,000-$6,000 above that of a maintenance employee if a range were selected from approximately $24,500 to $28,000. The position of a landscape architect/park planner is to be reviewed and considered only if the park referendum is successful next month. The City has several options regarding the park planning that is approved with the park referendum. 1) Contract the entire amount with consultants, which would be approximately 108 of the referendum amount. 2) Hire a consultant to hire consul- tants, meaning that one person or a firm would hire different consultants to provide various aspects of project work approved by the referendum, or 3) hire an in-house landscape architect/park planner with the sunset clause that once the referendum dollars are used, the position becomes obsolete. Under the third alterna- tive, all the engineering services connected with the park referen- dum would be contracted with the City's consulting engineer and also that person would utilize park consulting services from those park consultants who have experts in certain areas of park development. Many cities have used the approach of hiring a landscape architect/park planner and realize considerable savings which can be applied toward actual park development. The Director of Parks & Recreation would like a hands-on control which would be possible under the third alternative. This person would be directly accountable to the Director of Parks & Recreation and Parks & Recreation Advisory Commission. The concept of hiring a landscape architect/park planner should be discussed so that if the park referendum is successful, the City can proceed with the selection of an individual to assure some park development during 1984. The City Administrator will explain, in more detail, how the assistant director of parks and landscape architect/park planner relate to the Park Department's organizational structure at the meeting on Tuesday. Other Personnel Matters The City is experiencing the highest peak ever in processing building permits and, consequently, additional clerical help is needed on a part-time basis. Presently, the City is operating with one Administrative Secretary for Parks & Recreation and Building Inspection. There are approximately nine (9) employees who coordinate their typing, telephone calls, filing and other related duties through that Administrative Secretary. With the number of telephone calls, coordination of building inspections and processing of building permits on a daily basis, both Depart- ments are finding a backlog .in administrative duties that are to be performed by the Secretary. The City Administrator would like to discuss the possibility of hiring a part-time clerical person who would work only in the mornings with a definite sunset provision that if building permits should decline later this year, this person's time could be cut back from 20 hours a week to fewer hours or the position be abolished. The appointment or hiring would not be a permanent part-time position; it would be a temporary part-time position. The City Administrator would like to take a minute and discuss the status of vacation time accrual he is experiencing personally. His position is unique to any other position in the City and it has been discussed. with Mayor Blomquist. The problem relates to one of a high accrual over the past two years and due to the work loadin that office, vacation time has not been used. Late last year a number of hours were reduced on the vacation accrual having not been used and according to procedure, more hours should again be reduced due to the current balance on hand. The Director of Finance is analyzing the total of those hours, and a report will be available for distribution on Tuesday. Appointment of Special Election Judges Enclosed is a copy of a list of election judges who have all been contacted for the Park Bond Referendum scheduled on May 22, 1984.: It is recommended that action be taken to approve this list of -election judges as presented. Other Business If time permits, the City Administrator and City Attorney, who will be present at the Advisory Planning Commission, would like to discuss the status of the Sperry/Timberline neighborhood noise issue. Go�!Z4��& City Administrator TLH/jj MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: NOVEMBER 16, 1982 SUBJECT: HISTORY OF EAGAN Due to the apparent misunderstanding of the History Committee's purpose and the direction of the history project, it seemed appropriate to research City Council minutes and files regarding the Council's original intent for this group. Information was collected from storage in the Police Department basement.. Following are exerpts of City Council minutes, memorandums by the City Administrator and other notes referring to the project and its direction. Citv Council Minutes January 3, 1978 gISTORY:'COMMMEE: Councilman Wachter suggested that a History Committee to prepare the history of the City be appointed to assist Ken Damlo, the staff member who has been assigned to the function in writing the history of the City. No action was taken. The matter was taken under advisement. February 14, 1978 .HISTORICAL"C010MTTEE APPOINTMENTS. Persons who have agreed to become mem- bers or submitted requests to become members of the Historical Committee are as follows: Herb Polzin, Arthur Rahn, Rodger Slater, Leotta Schwanz, Elizabeth Kennealy, Frank Dembrowski and Arnold Carlson. Council members also suggested that Jim Diffley be asked to become a member of the committee. Wachter moved to appoint the foregoing persons to the Historical Committee to be composed of up to ten persons with their duties generally prescribed by the City Adminis- trator in his memorandum to the Council of February 3, 1978, including review- ing the history of the City and compiling historical data and further, review- ing possible historical sites. Egan seconded the motion. AYES: Murphy, Egan, Parranto, Smith and Wachter. NOs: None. As part of the agenda information packet for the first February meeting of 1978, the City Administrator outlined information regarding the History Committee's purpose and activities. A.�Bistor al--cotimiittee-a�"p'pointmen� -- The following persons have expressed an interest in serving on a Historical Committee. They are as follows: Frank Dembroski and Elizabeth Kennealy. These are the only two Eagan residents that have specifically submitted letters indicating their interest. Copies of these letters are enclosed on pages L(Jthrough 47- for your reference. If members of the City Council have some people in mind that they feel should be considered for committee appointments on the Historical Committee, please feel free to contact me prior to Tuesday and I will be more than happy to contact each of these people to see if they would be willing to serve. Mayor Murphy suggested that the following persons be contacted: Herb Polzin, Art Rahn, Martin Shields, Pat and Hugh Fee, Arnold Carlson and Charlie Rueger. It is important to establish a purpose and goal and activities•of the committee and therefore, Mr. Ken Damlo, our Historical Research Assis- tant, and myself have developed the following outline for the Eagan History Committee:as a suggested format. Purpose: 1. To help preserve information and articles of local historical value. 2. To promote community involvement in the collection of historical data. 3. To help direct the research so that the final document is as complete as possible. Goals:. I. Preparation of a major document on the history of Eagan. 2. Collection of tape recorded interviews with persons knowledgable of Eagan. 3. Preparation of short write ups of individual topics of interest. 4. Preparation of a brief history and pamphlet for general distribution. 5. Collection of copies of photographs, maps, and other items of historical value. 6. Establishment of a display case in the City offices for the old town gavel and other items such as a list of all officers on.the Town Board and other elected officers significant for the display case. PHONE •754.81077 CITY OF EAGAN 370E PILOT KNOB ROAD EAGAN. MINNESOTA 00122 February 16, 1978 Mr. Herb Polzin 1015 Blue Gentian Road Eagan, MN 55121 Dear Herb: In official action that was taken by the Eagan City Council in a special meeting held on Tuesday, February.14, 1978, you were appointed to serve as a member and chairman of the Historical Committee. The other members•on the Committee are as follows: Art Rahn, Arne Carlson, Frank Dembroski, Elizabeth Kennealy, Rodger Slater, Leotta Schwantz and Jim Diffley. Mr. Tom Hedges, the City Administrator, and Mr. Ken Damlo, Historian, will be working with you and it is recommended that a committee meeting be held as soon as'pbssible so the historical project can be implemented. Mr. Hedges will be contacting you in a few days to coordinate a meeting date. Sincerely, Leo Murphy Mayor - City of Eagan skk Activities of the Committee: 1. Prepare a list of the individuals to be -interviewed. 0 2. Consider the form which the final document will have. 3. Assist in the collection of photographs and other materials. 4. Review information collected for its accuracy and completeness. 5. Consider sources of funding for publications of materials. 6. Provide direction to the Research Assistant. Activities of Research Assistant: 1. Research early history of the area including Minnesota Historical Society in St. Paul. 2. Conduct and record the interviews with area residents. 3. Review Town Hoard minutes and other Town records for historical information. 4. Write the preliminary draft of the history for review by the Committee. This is only a suggested outline of what the history committee could perform, and it is assumed the History Committee would follow the specific objectives as established by the City Council. Following is an example of a letter sent to all members of the History Com- mittee. With tee's the letter was. the attached notice of meeting with the commit- purpose, goals and activities as approved by the City Council. NOTICE The first meeting of the Eagan Historical Committee will be held on Tuesday, March 14, beginning at 7:30 p.m. Location of the meeting will be in the City Administrator's office in City Hall. A specific agenda has not been prepared. However, an outline of suggested goals and activities of the committee has been included with this notice and will serve as a guide for discussion at this organizational meeting. EAGAN HISTORY COMMITTEE Purpose 1. To promote community involvement in the collection of local historical data. 2. To help direct the research and writing of a historical document to ensure that it is as complete as possible. 3. To help identify and preserve information, articles and sites of local historical value. Goals 1. Collection of facts, stories, photographs, maps, and other information of historical value relating to Eagan. 2. Preparation and printing of a history of Eagan, such as: a) A'major historical document b) A brief historical summary in pamphlet form c) Short write-ups on individual topics of interest d) Collection of stories and photographs 3. Promotion of a community awareness of Eagan's history, through such activities as distribution of written material, establishing a display area for historical items, and organ- izing a local chapter of the Historical Society. Activities of the Committee 1. Provide guidance with regard to the subjects to be researched. 2. Provide any specific information which the committee member feels is of value. 3. Assist in the collection of photographs and other materials. 4. Consider whether tape recorded interviews should be conducted, and assist with these interviews as needed. 5. Review information collected for its accuracy and completeness. 6. Consider the form which a final written document will have, along with possible sources of funding for publication of materials. 7. Investigate the possibility of establishing a local chapter of the County Historical Society. 8. Investigate whether there are any historical sites within Eagan which might be identified and preserved. Activities of the Research Assistant 1. Conduct research as necessary, such as the early history of the area and township records. 2. Participate in the interviewing of residents. 3. Be responsible for and help coordinate the information which is collected, and participate in the writing of the preliminary and final historical document. 4. Assist the committee in any other way so that the goals are accomplished. Later in 1978, after Ken Damlo's preliminary history draft was completed, the following letter regarding old family histories was sent to community members. The letter specifically states that the manuscript will be edited by the City Council. •/ bad YURPN• ✓ • YA10R THOMAS EGAN MARK PARRANTO JAMES A. BMITM THEODORE WACHTER COOIICIL K.B9.9 December 5, 1978 CITY OF EAGAN .,.379E PILOT KNOB ROAD :.EAGAN. MINNESOTA EE122 PHONE 4EA-E100 _ THOMAS MERGES CITY AOYINISTRATOR ALICE BOLKE CITY CIBRR Dear Neighbor: This letter is a request for information by the City of Eagan's Historical Committee. As you are probably aware, the Eagan City Council created a History Committee to write the "History of Eagan". We are trying to contact as many of the older families as possible, for material pertinent to the ancestral background of residents of Eagan, past and present. The material will be sorted and compiled in book form by the History Committee and eventually edited by the City Council. We are primarily concerned with information concerning the following: 1. From what country and city did your forefathers and foremothers emigrate? 2. Approximate date and year of arrival. 3. What did they do for a living? Farmer or tradesman? 4. What land was first purchased for farming? 5. How long was this property in the family? 6. Who owns the property today? 7. What generation are you? Number of children in first families, children and great-grandchildren? 8. Who are they married to today? 9. What part did they play in the political history of Eagan? 10. Other pertinent facts you may wish to advance. Accompanying pictures, should you have some, will be greatly appreciated. We will use extreme caution with your pictures, process them and return them as soon as possible. Kindly send your information to Tom Hedges, City Administrator, or call me personally. We thank you most sincerely, Francis J. Dembroski 454-4180 Member of the City of Eagan's Historical Committee THE LONE OAK TREE ... THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY. Upon Ken Damlo's leaving the project, Frank Dembroski volunteered to' Herb Polzin to continue where Ken left, as the following notes. December 26, 1979 Honorable Leo Murphy Mayor City of pagan 3795 Pilot Snob Road lagan, Minnesota 55122 Dear Les: As you know Sen Damle, a former employes of the city of Eagan under the CT.TA program, has accepted a position. as City Clark for the City of Bell Plain, Minnesota. Ess did considerable research for the historical committee in regard to the book we are going to publi6k about our fair city. I have talked with Herb Polzin our chairmanand off. Herb Tol- unteered my services to pick up wherf Ken was highly pleased by my decision. Having decided to spend more time an this project, I wish to advise, that I will not be seeking re -appointment to the "vinery Planning Commis=do he I have been of all !to for six years and-hav enjoy. members immensely. I therefore take this opportunity to wish you and all - members of the City Council the Season's Best Wishes. Yours Most Sincerely, /VyT:�s/n-cig J Dembroski 1040 McKee Streit Eagan. Mn 551 The following letter. was • received today by the City Administrator. . November 16, 1992 Eagan Council Members City of Eagan Eagan, Minnesota My Dear Council Members: It was understood by the Eagan History Committee, that the joint History, Council meeting. held Octobar 27th, ended with a -rasa - lution affecting the blue book. My conversation with Tom Hodges several days after the Octob-r 27th, meeting,assured the History Conmittee, it would rec-ive copies of that particular resolution. This never materialized, Too assist the Council, to further understand their predicament, attached is a copy of the Power of Attorney I received from Ron Eustice, regarding the various histories of French Canadian Familiee. be This material is personal property, and is not to/used at any - ones discretion, but any own. As I said in my.letter to the City Council, of October 26th, the History Committee is still the Privy Council here. In order to publish the Blue Book to our desire, two other appro- ches are available, one has already been utilised for the protect- ion of our Manuscript. Youro Truly Chairman 1,aZan History Cdpmittee < d'f l.J, �i �r ) M1 CA a lY �cA�i� V `�..:J�, •• .rrrr��..n- L fl• -- � l� _ �?, �_Ir•n1--•• _•b'[�'�is1!._.fY. ....N r+-M.lv v.: F' 8 4�• RONALD B. FUSTICS G`i':ti.:.- �'}:Fa•v 1 4 •�. t.. �l! �• �� y y t.. wt.71. +r-<... a „- L ._ _L: x c-. - • ... :. .. b � �.4 . .] y�-tA )' ) • YSf<41%' r 1 _ -'�. \ .b �= 1 • .} iaA _.1 l '.l _. +IA�yro•. 'i'�r 7 1 ♦_ i _ GV ljn. }� ,� / :� '�l'<I=.}tCf •-•9�25'C i�' .l .t �x�f�.♦ �a=F ga" W<` T.�,\i,: �' i.+� 2., 1.'. � c l lv. � r -: �J �1 ri G! r V ._•SL._'.`x 'i<3'L 3! i � e jt~N 1 xr � V 1G- l f .. .'_} 1 _ - Y k+.�t,.R— G ; ~. ��•c�; i .f.c� d f rf r FebrWi ry 22, 1960 _ . .:TO WPOM IT 4AY CONC7RN: f:-T`.ii s: instrument: is in regard to my Historical presentation -of the French Canadian families, given to Francis J. Dem - -3 broski, for his exclusive use and to the bost of his de— }l�i�:y. j rV 7."termination, how this Information should be uaed is the . 'ay current. book, History of Eagan. - { -rCiLS ✓Y V: Z�sr`.kh: 'P(••� -,• It i .-IMd , l _ I hereby give Francis J. Dembrosld,'s TIC POw_2 OF ATTORrz to use allinformation in regards to the French Canadian tea=: rtxF s Families, which ha, .and only he can use, F£ "•?.�-�;h+o �w ;r.. .-TIhe failiescov red by this Power of Attorney are the fol— - c r z..,w::f,r:- r •_ru owing: rel ;Y.ia-tj'.tii�`M. ^J, w ::�::... LVL-. ly.�_. ,4 •_j- 1Y.i t+. wr.,. I _ T.,A, _ 2+r. U-.1.. :..r.,, aryr. : _ r- a r. u.•-, _ ...., ' - tha AugeeAll.the Perrone, all~the Hoards, allIthe Le- \ _ tendrels, all the beaudettes, all the chapdelaines, the Dee— ..' ,Iauriera and an 5 Jean Baptist,!., _ - _ 1 :.ttk2ttr s•3' -n• .,rC :rJ..... 2v..._�.:u , _ _ - v\—:_��- ....--1�y ,_._ < d'f l.J, �i �r ) M1 CA a lY �cA�i� V `�..:J�, •• .rrrr��..n- L fl• -- � l� _ �?, �_Ir•n1--•• _•b'[�'�is1!._.fY. ....N r+-M.lv v.: F' 8 4�• RONALD B. FUSTICS G`i':ti.:.- �'}:Fa•v 1 4 •�. t.. �l! �• �� y y t.. wt.71. +r-<... a „- L ._ _L: x c-. - • ... :. .. MEMO TO: CITY ADMINISTRATOR HEDGES FROM: HISTORIAN INTERN FLEMING DATE: OCTOBER 7, 1982 SUBJECT: OUTLINE OF PUBLISHING PROCESS I have spoken with a publishing company and with the chairman of Woodbury's History Committee to determine the steps to be taken in publishing the Eagan history. In general, they are: (1) Completion of history manuscript: additions, changes or corrections as the Council and/or History Committee desires. (2) Typesetting: printing the text in the desired style (3) Proofreading of typeset copy. (4) Layout and keylining: fitting text and pictures for each page. (5) Printing. (6) Binding in covers. A representative of North Central Publishing Company in St. Paul estimated that typesetting would take approximately two weeks, and the rest of the steps would take approximately six weeks for a general total of two months. This estimate was based on the publication of approximately 2000-3000, hardcover, 150 -page, 6" x 9" books that would be laid out by publishing staff according to guidelines of the customer. The chairman of Woodbury's history committee, which published a typeset history book in 1976, indicated that their publication process took three months; however, the Woodbury history committee laid out their book them- selves, which presumably would take longer than having layout done professionally. Unless the Council and/or History Committee desires any time-consuming changes to the adopted manuscript, Step 1 could be completed by or very soon after the time a manuscript and publication course are chosen. DRAFT' III April 4, 1984 Dear Sir or Madam: 4-17-84 The City of Eagan is inviting independent personnel evaluation and compensation consultants to submit proposals to provide con- sulting services foe the development and performance of a job evaluation study for employees of the City of Eagan in accordance with the enclosed "Request for Proposal". In the event your firm is interested in submitting a proposal, please comply with the RFP. Eugene VanOverbeke, the,Director of Finance/City Clerk, as autho- rized by the City Council is responsible for issuance of the RFP. Should any proposer have any doubts as to any terms, conditions or provisions of the RFP or the meaning or interpretation there- of, requests for information or clarification shall be submitted in writing to the City Clerk. All responses will be made at a pre -proposal conference or will be mailed to all firms on the attached mailing list. Please do not verbally request any infor- mation. Once a proposal has been received, the City accepts it as evidence that there are no unanswered questions and the proposer cannot modify the proposal on the basis of misunderstanding. For your information, the Request for Proposal has been sent to the firms listed on the attached page. Any additional requests by other firms for a copy of the proposal will be honored when and if received. Thank you for your consideration. Sincerely, Thomas L. Hedges City Administrator Attachments LOREN L LAW & ASSOCIATES INC 7300 FRANCE AVE S MPLS MN 55435 DIERCKS CONSULTANTS INC 415 SHELARD PLAZA SOUTH MPLS MN 55426 STANTON ASSOCIATES INC 1821 UNIVERSITY AVE ST PAUL MN 55104 KAREN OLSON LABOR RELATIONS ASSOCIATES INC 7501 GOLDEN VALLEY RD MPLS MN 55427 HEWITT ASSOCIATES 120 S 6TH ST FIRST BANK PL WEST 1115 MPLS MN 55402 JOHNSON & HIGGINS-SIBSON 8 CO SUITE 2324 100 WASHINGTON SQ MPLS MN ARTHUR YOUNG & COMPANY 1000 PILSBURY CTR MPLS MN 55402 TITLE PAGE TABLE OF CONTENTS TO BE INSERTED I. INFORMATION FURNISHED BY THE CITY OF EAGAN A. CITY OVERVIEW THE CITY The City of Eagan was originally inorporated as a village in 1972. In 1974, Eagan was incorporated as a City and instituted a statutory plan A council -administrator form of government.. The City covers an area of 34 square miles and is approximately 40% developed. The City's population has been increasing dramatical- ly as set forth in the following table. 1970 U.S. Census 10,398 1977 Special U.S. Census 19,276 1980 U.S. Census 20,700 1984 Population Projection 30,000 The City provides a full array of municipal services including water, sewer and street lighting utilities. The City has a volunteer fire department and a volunteer fire relief association. The City is involved in a Housing and Redevelopment Authority. THE CITY COUNCIL The City Council is composed of four members, each of whom are elected at large for four year terms, and the mayor who is elected for a two year term, and is the legislative and policy making body of the City. Set forth on the following table is certain information pertaining to the City Council. Name Beatta Blomquist Thomas Egan James Smith Jerry Thomas Theodore Wachter Title Mayor Councilmember Councilmember Councilmember Councilmember CITY ORGANIZATION Occupation Chemist Attorney Insurance Agent Rancher Contractor The administration of the City is controlled by the City Council through the City Administrator and carried out in 15 departments by the City Administrator and 8 additional depatment heads. A complete administrative organizational chart is included as Appendix A for your information. Four employee groups within the City are organized into unions and contracts are negotiated for each of these groups, determining salary and benefits. These groups include maintenance workers (pub- lic works and parks and recreation departments), clerical workers, police officers, and police dispatchers. The Fire Department is volunteer and is classified separately. Under union contract, the maintenance worker group has only one job classification, that of maintenance worker. The workers are divided into three divisions: streets, utilities, and parks. There are 19 employees in this bargaining group. The clerical workers contain the following position classifica- tions: Account Clerk (2 employees), Senior Account Clerk (2 employees), Secretary (2 employees), Clerk -Typist (3 full-time employees and 5 part-time employees) and receptionist (No one presently is classified as such). The police officers are classified as such under their contract and all officers (23 employees) work under the same classifica- tion with the exception that two employees are classified as sergeants and one as investigator with an additional amount added to the base pay rate. There are 9 employees in the police dispatcher bargaining unit and all operate under the same classification, police dispatcher. B. NATURE OF SERVICES REQUIRED The City Council of the City of Eagan has approved the hiring of a consultant to assist in and direct the development of a Job Evaluation Study for employment positions within the City of Eagan with the exception of the Volunteer Fire Department and elected officials. The purposes for developing this study in- clude: (1) the development of a job evaluation program for positions within the City of Eagan which will properly reflect differences in responsibilities and individual performance and allow earning opportunities competitive with rates paid by others for similar responsibilities and performance; and (2) the de- velopment of a performance evaluation mechanism through which municipal employees may be annually evaluated. The study will be conducted as a base study with alternates, with the base study covering the non-union employees. The time consi- derations as noted in these requirements cover only the base study section of the study (non-union employees). Alternate bids will be requested for the further implementation of the study covering those employees now working under collective bargaining contracts. Non-union employees of the City include the City Administrator, Director of Finance/City Clerk -Treasurer, Director of Public Works, City Planner, Chief Building Official, Director of Parks 6 Recreation, Assistant Finance Director, Administrative Assistant (Finance Department), Administrative Assistant (Administration), Planner I, Assistant City Engineer, Engineering Tech III, Engi- neering Tech II, Assistant Building Inspector/Fire Marshal/Civil Defense Director, Plumbing Inspector, Construction Analyst, Recreation Programmer, Chief of Police, Administrative Captain (Police Department), Operations Captain (Police Department), Animal Warden, Secretary to the Chief of Police/Office Manager, Building Maintenance Man, Superintendent of Streets and Equip- ment, Superintendent of Utilities and Park Foreman. The objectives of this study include: (1) developing comprehen- sive job descriptions for each position, (2) developing job evaluations for all positions as they exist and in relationship to other positions within the city, (3) conducting a comparable survey of municipal and private sector specific job responsibili- ties and salary and benefit equivalents, (4) using the data to set salary ranges for each position recognizing internal and external equity, (5) developing performance evaluation criteria, (6) establishing where evaluation results would be placed on the salary range, and (7) developing a method by which the job description and evaluation system may be updated, so that new positions may be integrated into the system. C. ASSISTANCE AVAILABLE TO PROPOSER The City of Eagan will render all possible assistance to the selected consultant, will respond promptly to requests for information and will provide the physical facilities needed for interviews and meetings. D. STUDY PHASE IMPLEMENTATION Depending on budgetary considerations, the job evaluation will begin with all non-union employees. The following time consi- derations (See F.) are applicable for the study covering these positions only. Further phases covering each of the union groups will be implemented when and if financially feasible and/or required by union contracts. NOTE: All bargaining units presently have active contracts covering present salary and benefit stipulations. E. REPORT REQUIREMENTS 1. Method for compiling job descriptions for each position. 2. Job evaluation system for evaluating job descriptions. 3. Job evaluation system for evaluating relationship of different positions within the City to each other. 4. Salary and benefit survey -- municipal and private sector equivalents. 5. Salary and benefit ranges as established for each position. 6. Establishment of criteria for evaluating the performance of employees in order to place them on a salary range. 7. Method for updating the study so that new positions may be integrated into the system. I F. TIME CONSIDERATIONS 6 REQUIREMENTS 1. 1984 (1:30 p.m.) - Pre -proposal Conference. 2. 1984 - Proposals accepted until 3:00 p.m. 3. , 1984 - Proposals evaluated. 4. , 1984 - Engagement awarded by City Counicil. G. REPORT REVIEW During each step of the study and prior to the submission of the final report and recommendatins to the City, the consultant will be required to review a draft of the proposed report with the City Administrator. H. RIGHT TO REJECT The City of Eagan reserves the right to reject any and all proposals submitted and to request additional information from all proposers. any award will be made to the firm which in the opinion of the City of Eagan City Council'is best qualified. II. INFORMATION NEEDED FROM PROPOSER In order to simplify the review process and to obtain the maximum degree of comparison, proposals must be organized in the manner stated below. A minimum of eight (8) copies of the proposal shall be submitted to: E. J. VanOverbeke Director of Finance/City Clerk City of Eagan 3830 Pilot Knob Road Eagan, MN 55122 A. TITLE PAGE Show the RFP subject, the name of the proposer's firm, local address, telephone number, name of the contact person, and the date. B. TABLE OF CONTENTS Include a clear indentification of the material by section and by page number. C. LETTER OF TRANSMITTAL Limit to one or two pages. 1. Briefly state the proposer's understanding of the work to be done and make a positive commitment to perform the work within the time period. 2. State the all-inclusive fee for phase one of the study (non- union employees) and additional fees for each of the bargaining units (union contract groups). 3. State the names of the persons who will be.authorized to make representations for the proposer, their titles, addresses, and telephone numbers. 4. State that the person signing the letter will be authorized to bind the proposer. D. PROFILE OF THE PROPOSER 1. State whether the firm is local, regional, national, or international. 2. State the location of the office from which the work is to be done and the number of partners; managers, supervisors, seniors, and other professional staff employed at that office. 3. Describe the range of activities performed by the local office such as job compensation studies, labor consultant services, salary surveys, or labor management services. 4. List all municipalities for which work has been performed in the State of Minnesota with a specific description of the type of service performed. E. SUMMARY OF THE PROPOSER'S QUALIFICATIONS Identify the supervisors who will work on the job evalu'ati.on study, including staff from other than the local office. Resumes including relevant experience and continuing education for each supervisory person to be assigned to the study should be in- cluded. (These resumes may be included as an appendix.) F. PROPOSER'S APPROACH TO THE EXAMINATION Submit a work plan to accomplish the scope defined under "Nature of Services Required" of these guidelines. The work plan should include time estimates for each significant segment of the work and the staff level to be assigned. Where possible„ individual staff members should be named. The planned use of City staff for portions of the work plan should be thoroughly described. G. COMPENSATION State the total hours and hourly rate required by staff classifi- cation and the resulting all-inclusive maximum fee for which the requested work to accomplish phase one (non-union employees) of the job evaluation study. H. ALTERNATES List alternate additional fees to accomplish further phases of the study on those employee positions now covered by colletive bargaining contracts: 1. Maintenance Workers 2. Clerical Workers 3. Police Officers 4. Police Dispatchers State the amount and type of work the City will be expected to perform. I. ADDITIONAL DATA Since the preceding sections are to contain only data that is specifically requested, any additional information considered essential to the proposal should be included in this section. If there is no additional information to present, state, "There 2 is no additional information we wish to present." III. EVALUATION OF PROPOSALS A predetermined method of evaluation will be utilized and is described as follows: 1. The City Administrator and the Administrative Assistant who handles Personnel will review all proposals. 2. Representatives of approximately' three (3) proposing firms will be interviewed by the City Administrator and the Administrative Assistant. 3. The City Administrator may recommend that additional interviews be held before the City Council or the Council's designated representative. 4. The City Council will award the job evaluation and compensation study. The evaluation of the proposals will be based on the criteria listed below: 1. Skill and time commitment. 2. Demonstrated understanding of the City of Eagan's requirements and a plan for meeting them. 3. Minnesota municipal job evaluation and compensation study experience. 4. Cost. 5. Time Frame. el w ORGANIZATIONAL CHART TO BE INSERTED February 21, 1984 MEMO TO: TOM HEDGES, CITY ADMINISTRATOR FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION RE: ORGANIZATIONAL STRUCTURE DEPARTMENT OF PARKS & RECREATION We have previously discussed the organizational structure of the Department of Parks and Recreation in order to meet today's needs and the future growth of this community. I have incor- porated your suggestions and comments into my thought process and have prepared this memo along with the attached job descrip- tions and organizational chart which I hope will clarify the direction I believe the department needs to proceed. Before I get into the specifics of how I believe the department should be organized now and in the future, I believe it would be appropriate that we discuss some of the factors that have been considered and other background information. THE PAST: Essentially the department organizational structure has not changed since about 1977. This structure consisted of the Director of Parks and Recreation as the head of the agency with a Parks Foreman and Recreation Programmer's position directly responsible to this individual. A one-half time secretarial posi- tion was also available to the department. Essentially this is the same structure that services the department in 1984. However, the department has changed significantly in the past five or six years. Records indicate the department has grown by over 300 acres and from about 80 acres of developed parkland to approximately 130 acres today. The parks maintenance staff has grown from four men to six plus seasonal employees in summer and winter and volun- teers and court services employees, on occasion. In response to demands from the public, recreational program opportunities have also expanded. Softball programs for men, couples and'bver 35" have been added to the athletic opportunities as have programs for youth including bowling, tee -ball, cross -country -ski lessons, etc., etc.. Growth is not the only factor which has affected the department. Complexity of park problems has grown geometrically and not just mathematically. Requests for programs and needs and demands by the community has been felt and is continuing to grow as the face of the community changes from a growing suburb to a growing free standing City. ORGANIZATIONAL STRUCTURE PAGE TWO. FEBRUARY 21, 1984 As we look to the future, the Department of Parks and Recreation is poised for a virtual explosion in growth. The completion of the Park Systems Plan has clearly defined the growth potential for the next several years. It will be extremely important that the structure of the Parks and Recreation Department, along with its staff, can adequately respond to the demands of the present and the future. THE PROCESS: A needed change in the organizational structure of the Parks and Recreation Department has been quite obvious for over a year, but it has been within the past six months that the staff of the department has focused in on the specifics. I have met separately with both the Parks Foreman, Jim McGuffee, and Recreational Programmer, Dorothy Peterson, on two separate occasions to discuss with them their perspectives on the problems that each of them faces within their respective areas. After these separate meetings, joint meetings have been held to dis- cuss as a staff the concerns that each has for the shortfalls in the department at the moment. A thorough review of their existing job descriptions resulted in modifications and additions to each. Within our joint meetings, we reviewed several alternatives of realignment and reorganization. It did not take long to recog- nize that there were two structures which appear to best meet the needs of the present as well as placing the City in a posi- tion to accept and respond to the needs of the future. The first structure includes the addition of a position entitled Assistant Director for Parks. The nature of this position would include the administrative responsibility primarily associated with park maintenance and the physical development of facilities. This position would act directly beneath the Director of Parks and Recreation and would be responsible for the direct supervision of the Parks Foreman and staff. Day to day responsibilities would remain that of the Parks Foreman. The Parks Foreman position re- mains relatively unchanged, but with greater emphasis placed on direct supervision and daily tasks which are currently part of this individual's responsibilities. In a sense the new position fills a gap between the Director and the Parks Foreman. The writing of specifications for equipment and vehicles, research into the most economical and efficient use of pesticides, fertilizers, etc., etc. would fall within the responsibilities of the Assistant Director for Parks. The individual would also be available to assist the Director of Parks and Recreation in the areas of park development and departmental administration. Attached to this memo is a draft position description forthisposition which reflects and fills the needs between the Parks Foreman and Director of Parks and Recreation. ORGANIZATIONAL STRUCTURE PAGE THREE. FEBRUARY 21, 1984 I have mentioned that there were two structures which the department has given serious consideration to. The second structure is very similar to that of the first, except that the position of Assistant Director for Parks has been expanded to the position title of Assistant Director for Parks and Recreation. Here the element of recreation has been added. While this position has its merits, from our analysis it appears that the emphasis still remains with the parks aspect and that. recreational opportunities can be better addressed by staff and individuals who are better suited to the specialized area of recreation. It is our belief that the distant future of the department will require both a Recreational Programmer and Athletic Programmer. Such a split or division of responsibilities in the future between recreational programs and athletic programs, along with the pressing need for emphasis on parks maintenance and parks physical development, causes the staff to favor the.title position of Assistant Director for Parks. LANDSCAPE ARCHITECT/PARK PLANNER: A second position which re- ceived considerable discussion is a Landscape Architect and Park Planner. The primary nature of the work involved in this position would involve two basic functions. The first would be a long term planning relating to the park system needs and finally detail plans, specifications and construction documents associated with actual parks development. Landscape Architects and Park Planners have played an increasing role in many suburban communi- ties in the last several years because of the technical expertise and ability to provide detailed design work. The economics associa- ted with the staff person with these skills versus contracting out to consulting firms or other agencies makes the addition of this position economically feasible. The position, although viewed as a possible future addition, will become increasingly more important should a successful parks bond referendum be passed. Under these circumstances, it will he most appropriate for the City to hire somebody in this entitled position. Such a position would fit either of the two previously mentioned organizational structures and would be directly responsible to the Director of Parks and Recreation. RECREATIONAL ACTIVITIES: The position of Recreational Programmer as been reviewe with several modifications to the job description. It is being proposed that this position, which now reflects the change in job duties over the past five years, be re -entitled Recreation Supervisor. This title better reflects the respon- sibilities and latitude for judgment currently involved in the position. Under the preferred format for organizational structure, this position remains directly responsible to the Director of Parks and Recreation. It is envisioned that the future of the Recreational Supervisor's position may change in character over the next three to five year period. These changes will result from anticipated park development, growth in the number of residences and the continued ORGANIZATIONAL STRUCTURE PAGE FOUR. FEBRUARY 21, 1984 growth and interest in recreational activities. If this indeed does happen, it is likely that the responsibilities of this posi- tion will be split into two separate positions. One position would deal entirely with recreational activities, the second with athletic activities. Such a split"in activities is dependent upon the physical development of the park system and the growth of the population. However, I believe it is important that we at least recognize the direction in which it appears the recreational por- tion of the department is headed towards so we can consider that in our organizational structure in the 80's. BUDGET CONSIDERATIONS: The 1984 approved Parks and Recreation budget provided for the addition of one parks maintenance position effective on March 1, 1984. Following the re-evaluation process an examination of overall department needs, it appears that the funding for this position will be better suited towards financing the Assistant Director of Parks position. Therefore, before we proceed with the filling of the newly budgeted position, I believe a review with you and the personnel committee of the City Council would be most appropriate. Following your review of this memo and attachments, I would like to meet with you to discuss in greater detail, the areas of need and responsibilities under this proposal. If you are then in agreement, I would like to proceed with a meeting with the personnel committee of the City Council and the City Council itself requesting a change of the position from parks maintenance to the Assistant Director for Parks position. Resp,¢ . ly submitted, Director of Parks and Recreation KV/js Attach. CC: Dorothy Peterson - Recreation Programmer Jim McGuffee - Parks Foreman ADVISORY DIRECTOR OF PARKS AND RECREATION PARKS AND RECREATION COMMISSION SECRETARY RECREATION SUPERVISOR SUMMER PLAYGROUND FEBRUARY 21, 1084 WINTER PROGRAM LANDSCAPE ARCHITECT/ PARKS PLANNER (proposed) ASSISTANT DIRECTOR FOR PARKS (proposed) PARKS [__I FORESTRY FOREMAN a!!3 city of eccjan ;;; a system plan 1. '! ROUGH DRAFT CITY OF EAGAN POSITION DESCRIPTION POSITION TITLE: LANDSCAPE ARCHITECT/PARK PLANNER DEPARTMENT: PARKS AND RECREATION POSITION ACCOUNTABLE TO: DIRECTOR OF PARKS AND RECREATION NATURE OF WORK: The responsibility of the Landscape Architect/Park Planner shall involve two basic functions. 1. The analysis and long-term planning relating to the City Park System. 2. Provide detailed park plans, specifications, con- struction documents and field inspection of con- tracted work. MAJOR AREAS OF ACCOUNTABILITY: 1. Performs environmental inventory and site analysis of areas proposed for parks. A. Prepares an analysis of a proposed plat development relative to the park area. B. Analyzes and evaluates the potential use of the park within the Master Park Plan. C. Recommends changes which may enhance the park area and proposed residential development. 2. Does planning and design of park areas. A. Prepares site and program analysis. B. Does site plan, construction drawings, cost estimating and writing of specifications. C. Prepares advertisements and receives bids for development and construction. J PAGE TWO. D. Does field verification. E. Reviews contractor claims for payment. F. Process contract documents, change orders, etc.. 3. Inspects the installation of plant material, parks equipment or other construction projects to insure that construction is consistent with the design specifica- tion or special provisions. 4. Reviews all subdivision and development plans to insure landscaping is in compliance with the City Ordiance. 5. Performs specialized design functions for development and construction of sidewalks, park and play equipment, trails,'street lighting, irrigation, signage, and other related park or City projects. 6. Prepares charts, renderings, plan view and other graphics used in design plans and various reports or studies by the department. 7. Provides illustrations and other work in connection with programs and brochures of the department and the City. B. Keeps the Director of, Parks and Recreation informed as to significant matters on projects assigned that you will need to know to coordinate responsibilities of others. 9. Performs other duties and assumes other responsibilities as a parent or as delegated. EXAMPLES OF PERFORMANCE CRITERIA: 1. The ability to express oneself in writing in a clear and precise manner. 2. Able to oral express oneself clearly and concisely in A large group settings including neighborhood park meetings. f� Page Three. 3. Ability to perform field inspections, maintain field records and notes in an accurate, complete and timely manner to be able to provide necessary project informa- tion. 4. Knowledge and details of construction drawing as well as structural knowledge is necessary. 5. Ability to draft and design work which is neat, complete, creative, accurate and readily understood. 6. A good working knowledge of plant materials, aerial topography, civil engineering, agrimony, botany and biology. 7. An understanding of the bidding procedures and process in developing specifications, working drawings and contract documents. 8. Maintain good working relationship with other City employees, property owners, developers, contractors so work can proceed in an orderly and businesslike manner. 9. Sensitive to landscaping design, form, selection of materials, seasonal variation, maintenance and costs. RABLE KNOWLEDGE, TRAINING AND EXPERIENCE: 1. Complete knowledge in details of parks planning, designs, construction, grading and drainage. 2. Knowledge of plant materials, soils, hydrology, botany, agronomy and ecology. 3. Knowledge of cost estimating, writing specifications, bid contract documents and procedure of field inspections. 4. Knowledge of construction practice, parks maintenance practices, design criteria. u PAGE FOUR. MINIMUM REQUIREMENTS: Graduation from university with a Bachelor's Degree in landscape architecture. Two-four years experience in•analysis and.park planning. Able to obtain registration within one year. 11 ROUGH DRAFT CITY OF EAGAN POSITION DESCRIPTION POSITION TITLE: ASSISTANT DIRECTOR FOR PARKS ACCOUNTABLE TO: DIRECTOR OF PARKS AND RECREATION NATURE OF WORK: THIS IS A MANAGEMENT POSITION PRIMARILY RESPONSIBLE FOR PARKS MAINTENANCE S PARKS DEVELOPMENT MAJOR AREAS OF ACCOUNTABILITY: 1. Coordinate maintenance with recreation activities to assure availability and readiness for program participation. 2. Assist with the hiring, discipline and training of employees in the Parks Division. A. Monitors weekly schedules and authorizes overtime, if necessary. B. Establishes a routine and regular in-service training opportunities. C. Provides recommendations regarding employees classifica- tion, job descriptions and work assignments. D. Coordinates seasonal part time and volunteer services. 3. Participates in the long range planning for parks develop- ment and parks improvement. 4. Assists with budget preparation for parks maintenance. 5. Establishes long range programs for park maintenance which are both efficient and effective. A. Performs on going analysis of the present maintenance practices. B. Recommends and implements improvements to existing PAGE TWO. maintenance systems. C. Performs research on seed varieties, chemicals, and equipment which may be utilized within the Parks Maintenance Program. 6. With the Parks Foreman, condusts safety meetings and enforces safety regulations to minimize accidents. 7. Develops specifications for equipment, vehicles or other related department needs for purchase. 8..Recommends purchases for operational supplies, equipment, tools and the like to be used by the department. 9. Assist in the preparation of the parks plan and landscape details. 10. Develops and implements an effective shade tree and reforestation program. A. Develops long range plans for City nurseries. B. Reforestation of City property consistent with the highest standards of landscaping. C. Supervises forestry operations. 11. Assist the Director of Parks and Recreation with parks related and departmental operations. DESIRABLE KNOWLEDGE AND SKILLS: 1. Considerable knowledge of parks and recreation maintenance practices including turf management, equipment maintenance, maintenance of recreational areas, landscaping park planning and development. 2. Considerable knowledge of urban forestry programs. 3. Demonstrated ability to prepare written reports and the ability to effectively communicate in writing and orally. 9. Demonstrated ability in personnel management, union relations and job enhancement program. 5. Maintain a high level of morale among crew personnel so that operating problems and grievances are recognized and resolved promptly. PAGE THREE 6. Establishes and maintains a level of discipline and working climate under which assigned employees are effectively motivated to work up to their full potential. 7. Demonstrates by personal example, the desired standards of conduct and working performance for all personnel. CITY OF EAGAN ELECTION JUDGES PARK BOND REFERENDUM MAY 22, 1984 Carol Engebretson (D) Barb Edgerton (R) Laverne Davis (D) Rose Vimr (R) Rita Green (R) Patricia Kaeder (D) -Joanne O'Keefe (D) Vi Gehrke (R) Marilyn Legler (R) I June Ketcham (R) Irene Wachtler (D) Mary Kellner (D) Rikki Winters (D) Jeanne Matteson (R) Ilene Hazel (D) Judy Allen (R) Martha Bendt (D) Joan Uselmann (D) Elanor Piepho (D) Merlin Handley (R) Stan Westenberg (R) Jean Loken (D) Andrina Kuechle (D) Rose Piekarski (D) Ethel Groff (R) Jane Pettit (R) Mary Jane Swenson (D) William Reid (D) Loretta Notvick (R) John Andres (R) Judith Mundahl (D) Emily Rodich (D) Adrienne Fox (R) Audrey Degler (R) Carol Vihovde (R) Sharon Astleford (R) Helen Westenberg (R) Jan Giefer (D) Patti Benjamin.(R) Elinor Villelli (D) Janet Linkert (R) Vivian Handley (R) Joan Joos (R) Nancy Jarvi (R) Emily Medin (R) Geraldine Tillman (D) Pearl Le Mieux (R) Alyce Boel(e (D) Gerry Chapdelaine (D) Karen Flood (I) Jan Callenius (R) Charlene Alexander (R)