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03/24/1983 - City Council Special 0k. O-a0 MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL EAGAN, MINNESOTA MARCH 24, 1983 A special meeting of the Eagan City Council was held on March 24, 1983 at 7:00 p.m. at the Eagan City Hall. Those members present were Mayor Blomquist, City Councilmembers Egan, Smith, Thomas and Wachter. Also present was City Administrator Hedges. ADDITIONAL MANPOWER REQUEST/VOLUNTEER FIRE DEPARTMENT It was determined by representatives of fire administration, Fire Chief Bob Childers and District Chiefs Ken Southorn and. Di(--'k Schindeldecker that additional volunteer fire fighters are required to maintain a constant level of service in the volunteer fire department. Fire Chief Childers stated that there are 66 fire fighters at the present time which is considerably lower than the 79 that was allowed at one time by City ordinance. Members of the City Council stated that the number of volunteer fire fighters allowed at this time is 70 as established by the Council in February of 1983 as a part of the increased pension plan approval. There was considerable discussion regarding a balance of manpower for day and night availability. Fire Chief Childers pro- posed 75 volunteer fire fighters but explained that due to retirements and trainees not completing the entire training program that number will more than likely be in the low seventies. City Councilmember Smith proposed that an average of 75 be established for the total number of volunteer fire fighters stating further that because of retirees, proposed resignations and the need to consider an ongoing training program it would be in the best interest of the City and the fire department to maintain an average. After further discus- sion and in a motion by City Councilmember Egan, seconded by Councilmember Smith, with all members voting in favor, the number of volunteer fire fighters was established at an average of 75 and the fire chief was directed to provide a monthly informational report relating to the number of fire fighters that would include all factors that cause change to the average of 75 fire fighters and further that specifically the number of volunteer fire fighters for the day shift be increased for stations #2 and #3 to be consistent with station #1. RECRUITMENT OF A CHIEF OF POLICE City Administrator Hedges stated that a procedure should be established for how the City Council plans to appoint a chief of police to fill the employment vacancy to be created by the resignation of Chief of Police Martin DesLauriers effective April 30, 1983. City Councilmembers discussed the possi- bility of recruiting and filling the position of chief of police from within the current police administration, advertising state wide for a new chief of police or advertising nationally for the recruitment of that position. After a great deal of discussion, it was determined that the City Administrator should proceed with advertising on a statewide basis for the recruitment of a chief of police. City Councilmembers further indicated that a professional search, employee evalu- ation and interview procedure should be established for the recruitment and hiring of any key department head position. Afterfurther discussion and in a motion by City Councilmember Smith, seconded by City Councilmember Thomas with all members voting in favor, the City Administrator was directed to adver- tise for a chief of police in statewide journals and further that the selection process be as expeditious as possible. 00071 City Council Minutes March 24, 1983 Page Two City Administrator Hedges stated that it will be necessary to appoint an acting chief of police until a final appointment is made by the City Council to fill the vacancy created by Police Chief DesLauriers. It was the recommenda- tion of the City Administrator that Jay Berthe, Assistant Chief of Police, be appointed as Acting Chief of Police from May 1, 1983 until the position is filled by the City Council. In a motion by City Councilmember Wachter, seconded by Councilmember Egan, with all members voting in favor, Assistant Chief of Police Berthe was appointed as Acting Chief of Police to be effective May 1, 1983, with a rate of compensation equivalent to the amount currently in effect for the chief of police. NEW CITY HALL FACILITY/REVIEW OF BIDS Jack Boarman, representing Boarman Architects, Inc., appeared and reviewed the base bid and the 13 alternates for the new city hall facility. He stated that Veronyak Construction, Inc., is the apparent low bidder with a base bid of $758,700. Mr. Boarman also stated that, along with the City Ad- ministrator, he is recommending to the City Council that alternates 3, 4, 5, 7, 8, and 12 be accepted. Those alternates include single ply roof, front and rear elevator entrances, power poles, wood ceilings for council lobby and entry, quarry tile in the public use areas and the mill work for the reception and council chamber areas, respectively. He stated that with those alternates the contract award amount is $798,900. The City Administrator stated that the total is $830,000 which includes items that will be bid as a part of furnishings such as carpet and partitions. There was discussion regarding all the alternates and a recommendation by the City Councilmembers that the stone wall located in the council chambers in the amount of $4,500 be included as a part of the alternates. The City Administrator recommended that use of federal revenue sharing dollars be considered to resurface the existing bituminous and install curb and gutters for all the driveway and parking lot areas around the police department and new city hall facility. He also suggested that federal revenue sharing monies be considered for operating improvements to the new city hall facility such as a new telephone system and furniture that will provide a greater adaptibility and efficiency in the new facility for day to day departmental activities. The use of federal revenue sharing dollars was discussed and generally agreed upon as a good method of financing any additional improvements that will enhance the city hall facility site and/or administrative operations. There was no action taken. The final acceptance of the bid was scheduled for the April 5, 1983 regular City Council agenda. OTHER BUSINESS There were a number of miscellaneous items discussed by the City Council with no action such as status of the history manuscript, a resolution requesting consideration by Independent School District #196 to develop plans and a funding source for an Eagan learning center, preliminary plans for a volunteer recognition day on April 23, 1983 and a number of personnel related items. There being no further business, the meeting was adjourned. Dated: March 24, 1983 TLH City Clerk