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02/01/1978 - City Council Special MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, rt NNESOTA February 1, 1978 A special meeting of the Eagan City Council was held on February 1- 1978 at 6:30 p.m. The Mayor convened the special meet- ing with all members present, which was called to consider an increase in benefits for the Firemen's Relief Association, a team management presentation by Loren Law and Associates, designation of City Attorney, and consideration of purchasing a new pole building for use at the Public Works garage. Also present was City Administrator Hedges and Chief of Police DesLauriers. FIREMEN'S RELIEF BENEFIT REQUEST. Mr. John Flood, representing the Firemen's Relief Association, appeared and presented the City Council with a breakdown as to what the normal costs and unfunded liability obligation would be to the City of Eagan as well as re- imbursement of the 2% insurance by the State of Minnesota for each proposed monthly pension fund between $140 up to $200 per month. Mr. Flood and City Administrator Hedges explained that at the direction of the City Council, a contact was made with the Minnesota Department of Revenue concerning recent changes in the Volunteer Firemen's Relief Association Guidelines Act for special levies to fund the Fire Department Relief Association. The City Administrator explained that due to recent legislation, all municipalities in the State of Minnesota have constraints as to the amount of monies that can be levied as a special levy for Firemen's Relief Pension Fund. He further explained that a portion of the unfunded liability and normal cost must be included as a part of the General Fund and it is unclear as to whether the general levy limitation base can be adjusted 1 2-1-78 to offset what normally would have occurred as a special levy under the old legislation. Mr. Flood requested that the City Council consider authorizing a resolution to begin the legislative process so it is possible to increase benefits within this legislative session. City Council i".tember Smith stated that it is unclear at this time what the financial effects will be on the City of Eagan until the City Administrator meets with the Department of Revenue and suggested that action be considered to adopt a resolution that will address monthly and lump sum pension rates as requested by the Firemen's Relief Association with the understanding the City Council reserves the right to ammend the legislation to specify the monthly benefit and lump sum benefit once the total financial plan is worked out with the Department of Revenue. After further discussion on the matter, in a motion by City Council TTember Smith, seconded by Council Member Wachter, and all members voting in favor: it was RESOLVED that the City Attorney be authorized to submit a bill for special legisla tion increasing the Firemen's Relief Association benefits up to $200 per month plus $10 each additional year to a maximum of $300 monthly for 30 years service and also a lump sum up to $1,500 per year of service or $30,000 for 20 years; maximum 30 years. LOREN LAWN AND ASSOCIATES. Mr. Loren Law.. Mr. Hugh Hawkins,and Mr. John Comb, representing Loren L. Law and Associates, Inc., presented a proposal to utilize a professional planning approach in the follow- ing areas- 1. Development of the City of Eagan's philosophy. 2. Identification of Eagan's key objective areas. 3. Identification and documentation of organization, structure, and key position responsibilities. 4. Development of a compensation program for non-union positions which will properly reflect differences in responsibilities 2 2•-•1-78 in individual performance and allow earnings opportunities competitive with rates paid by others for similar responsi- bilities. The Personnel Committee; under the guidance of its Chairman, City Council Member Wachter and City Council Member Egan, stated that the Personnel Committee feels that there is a need for an out- side, objective analysis of salary compensation and job description for non-union employees. It was further discussed that after con- tacting Loren L. Law and Associates, Inc.. and after reviewing their presentation, it is possible to contract a total professional planning approach that would include these areas as well as identification of key objectives and development of Eagan's philosophy. After discus- sion by the City Council concerning the cost and benefit of utilizing the professional planning approach, there was no action taken and the matter was referred to the February 7, 1978 regular City council meeting. CITY ATTORNEY APPOINTMENT. The Personnel Corun.ittee, its Chairman, Council Member Wachter and City Council Member Egan, explained that proposals were requested from the firm of George Hoey and the firm of Paul Hauge to render, 1. General City Attorney consultation, 2. Utility and street improvement project consultation, and 3. Criminal prosecution. Proposals were received from both the firms of George Hoey and Paul Hauge. After a discussion regarding a survey of hours of other prosecuting attorneys in relationship to the amount of hours dedicated for prosecution work in the City of Eagan and other related discussion: a recommendation was made by the Personnel Committee that the firm of Paul Hauge be retained to provide general City Attorney work at the rate of $35.00 per hour and utility and street improvement projects at the 1'% of gross amount 3 2-1-78 of improvement contracts, and to hire the firm of George Hoey to provide legal service for legal prosecution on a retainer basis of $1,400 per month with the exception of out of pocket costs and expenses which consist mainly of long distance telephone calls that would be billed in addition to the retainer. After discussion by the City Council and in a motion by City Council Member Wachter, seconded by City Council Member Egan, all members voting in favor, the firm of Paul Hauge was hired to provide all general work at the rate of $35.00 per hour anc? legal service for improvement contracts based on 1/% of the gross amount of improvement contracts for utilities and street improvements together with any change orders that are added to the specific contract, and the firm of George Hoey to provide legal service for criminal prosecution on a retainer basis of $1,400 per month which all legal services as described will be considered on a probationary period from February 1, 1978 through December 31, 1978. STORAGE AND UTILITY BUILDING. The Public Works Committee, its Chairman City Council Member Wachter and City Council Member Parranto recorrmended that the City Council consider advertising for bids for the construction of a 40' x 112' storage and utility building to be erected adjacent to the Public Works building. City Council '1ember Wachter explained that the building is to be used as a cold storage facility for purposes of storage and also minor maintenance and improvement work during the warm months. City Council Member Wachter explained that the cost is anticipated at approximately $12,000 and that money is encumbered from the 1977 Budget to pay for the utility building. After further discussion on the matter and in a motion by City Council Wachter, seconded by Council Member Parranto, all members voting in favor. the City Administrator was 2-1-78 directed to advertise for bids for a 40' x 112' utility and storage building with an opening set for 2.00 p.m.. Tuesday, February 21, 1978. DATED. 417 5