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HomeMy WebLinkAbout2001-09-05 MINUTES (2) SPECIAL MEETING CITY OF COTTAGE GROVE SEPTEMBER 5, 2001 CITY COUNCIL CHAMBER P.A. SYSTEM —6:00 p.m. Note: This was not an official meeting of the Cottage Grove City Council; no quorum was present. Present: Rod Hale, City Council Member Cheryl Kohls, City Council Member Michelle Wolfe, Assistant City Administrator Fran Hemmesch, South Washington County Telecommunications Commission Bill Bruce, AV Design & Production This meeting was held to review and discuss needs related to the City Council Chambers P.A. system, as well as issues relating to the government access programming and related equipment. Bill Bruce, a consultant to the South Washington County Telecommunications Commission, provided a history of the current P.A. system, room design, and cable broadcast equipment. Cheryl Kohls listed items she perceived a need for. These included the following: a computer interface/scan converter, better audio, a microphone at the overhead/ELMO station, and new microphones. Mr. Bruce responded that he will prepare a proposal and bring back a list of suggested improvements and related costs. If the proposed change will affect cable broadcasts, the cable commission will pay the costs. If the improvements are for the room itself, the City will have to pay for the improvements. � Mr. Bruce indicated that he would have a specifications sheet that the City will be able to provide to anyone wanting to make presentations. This will allow them to become familiar with the available technology and adjust the presentation accordingly. Mr. Bruce informed the group that he will need about three weeks to put together the list of suggestions and projected costs. He also indicated that he could provide a demonstration of some of the suggested equipment. It was mentioned that there are upcoming meetings regarding the renewal of the franchise agreement. Wolfe indicated a desire to be notified of such meetings. The meeting concluded at 7:00 p.m. Respectfully Submitted, Michelle Wolfe Assistant City Administrator SPECIAL MEETING COTTAGE GROVE CITY COUNCIL September 5, 2001 6:15 P.M. The City Council of the City of Cottage Grove, Washington County, Minnesota, held a special meeting on Wednesday, September 5, 2001, at the Cottage Grove City Hall, 7516 80t" Street South. Present: Mayor Sandy Shiely Council Member Rod Hale Also Present: Ryan Schroeder, City Administrator Ron Hedberg, Finance Director John Mickelson, Police Captain Les Burshten, Public Works Director Michelle Wolfe, Assistant City Administrator Caron Stransky, City Clerk General discussion was held regarding the emergency repair and pulling of Well #6. The discussion included pump outages and costs. Public Works Director Burshten stated that the dollars were not included in the 2001 budget. Council Member Wolcott arrived at 6:39 p.m. CALL TO ORDER Mayor Shiely called the special meeting to order at 6:39 p.m. A. Request Council Input on City Work Schedules. City Administrator Schroeder stated that over the past couple of years traditional work schedules have changed and management has started to receive requests for modified work schedules. Schroeder stated that Staff would like City Council input. He referenced the report prepared by the Assistant City Administrator and provided to the Council in the Agenda Packet. Council Member Wolcott asked for clarification on how they have gotten to where they are with respect to work schedules and what it is that they want to do. Mayor Shiely recalled that there was a time period when City Offices were open later. City Clerk Stransky confirmed this adding that it was determined that it was not cost effective. Council Member Wolcott stated that he would like feedback regarding individuals getting paid for lunch. Special Meeting—September 5, 2001 Cottage Grove City Council Page 2 City Administrator Schroeder stated that those kinds of items would be discussed at the next meeting. Mayor Shiely asked Staff to address the four-day, 10-hour schedule of Recreation personnel. Assistant City Administrator Wolfe explained that a formalized request was presented in writing. She further explained that the personnel did try the four-day, 10- hour schedule and provided feedback of the results. The schedule worked well for three months. The schedule change that resulted for the following year worked out great. Council Member Hale clarified that the philosophy behind flexible scheduling is to provide broader service and convenience to the community, not necessarily an employee. City Administrator Schroeder stated that a flexible work schedule could be used as a recruitment tool to influence a potential employee into accepting a job. Assistant City Administrator Wolfe stated that Staff would like to know the goals of the Council. Due to the time constraints, she suggested they continue discussion on this subject to a future workshop meeting. Council Member Wolcott stated that work schedules should be customer driven. B. Public Safety Director Recruitment Update Assistant City Administrator Wolfe provided an update on the public safety director recruitment. She explained that several things have occurred and asked for Council feedback. She stated that the City of Maplewood began the background checks on two finalists and that there was a misunderstanding. Wolfe stated that Maplewood did not obtain plane tickets right away and when they did it was too expensive. Additionally, Wolfe stated that she received a call from one of the candidates notifying her that he had received another job offer. She said that he explained that he was very interested in Cottage Grove and asked if the City would be willing to make a contingent offer based on the results of the background check and that he would not accept the other offer. Wolfe explained that she determined she could not make an offer without Council approval and informed the candidate that. She said that he asked for a timeline and notified her last week that he had decided to turn down the other two offers and take his chances with Cottage Grove. She spoke with City Administrator Schroeder regarding her concerns and acknowledged her hesitancy to continue with the backgrounds due to the airline expense. Wolfe stated that they have completed the background checks and review of personnel records and all is clear. Mayor Shiely explained that she had told Assistant City Administrator Wolfe it was important to her because they have required background checks on previous candidates and she personally did not see a reason to go outside the City. Council Member Wolcott stated he would prefer to make an offer inside versus the external candidate. He stated that he would and always has preferred the internal candidate. Special Meefing—September 5, 2001 Cottage Grove City Council Page 3 Council Member Hale stated that he is prepared to support the internal candidate. Assistant City Administrator Wolfe stated that this is Council Member Rice's position also and she was given permission to share his stance with the Council. Wolfe explained that the Council must make a conditional offer prior to the psychological test. She further explained that the internal candidate has been with Cottage Grove since 1979 and the last psychological evaluation was done in 1983 prior to a promotion. Council Member Hale asked if a psychological test was required when Mr. Kinsey was promoted. Assistant City Administrator Wolfe stated that they did not require Mr. Kinsey to undergo a psychological test. Mayor Shiely stated that they need to be above board with respect to the citizens. She asked what#he recruitment cost has been so far. Assistant City Administrator Wolfe stated she did not have the cost figures but could provide them to the Council at a later time. Mayor Shiely stated that they should require a psychological test for the candidate just as they would any other candidate even though it has been 20 years. She stated that dealing with the public is a big responsibility that is time consuming, noting they have been without a Public Safety Director for three months. She stated that they could make a conditional offer and have him go through the same process as the other candidate. Council Members Hale and Wolcott agreed with Mayor Shiely. Council Member Wolcott expressed his support stating that he felt it was important that all potential candidates take the psychological testing. City Administrator Schroeder clarified that the Council cannot formally make a decision at a workshop. Council Member Hale asked for clarification of the process and how they handle the psychological testing. Assistant City Administrator Wolfe clarified the process for testing adding that medical testing is not necessary. She reviewed the results and feedback options with the Council. She stated that typically, because of concerns with ADA, it is intended that the job will be offered if the psychological testing is successful. Council Member Hale stated that he does not like the process and suggested that they consider an offer since they have known this individual, he is a 20-year veteran, he has already had the psychological testing, passed it, and received promotions. Mayor Shiely clarified that when he was up for his promotion to Sergeant he was required to take the psychological testing. Assistant City Administrator Wolfe clarified that they stopped testing in the mid-80's for promotions. She said they do not do psychological testing for non-public-safety candidates, only for public-safety-type positions. Special Meeting—Sepfember 5, 2001 Cottage Grove City Council Page 4 Mayor Shiely clarified that this candidate,just because of perception with Staff and the public, needs to have the proper documentation in place and adhere to the rules that would be applied to any other candidate. She expressed her concerns that if they don't follow the procedures on this one, it could come back to haunt them. City Administrator Schroeder stated that in reviewing the process he has found that they might need to consider psychological testing for promotions. He suggested working with Harry Brull to come up with a reasonable assessment tool for presentation to the Council at the next meeting with some processes and options. Mayor Shiely noted that Mr. Kinsey went through all the tests and the process, adding that the more documentation you have the better it is. Council Member Hale stated that he does not like the idea of offering a job prior to the completion of the testing. Assistant City Administrator Wolfe stated that they did the management assessment through PDI. Council Member Kohls arrived at 6:55 p.m. Mayor Shiely provided her with a quick overview of the discussion. Assistant City Administrator Wolfe clarified that a psychological test cannot be done unless a conditional offer has been made. Mayor Shiely asked how Council Member Rice felt about the issue. Assistant City Administrator Wolfe stated she did not discuss this with him. Assistant City Administrator Wolfe suggested working with PDI to pull together information that would be sufficient to address the concerns and then present the options to the Council. Council Member Kohls stated that the only thing she has seen on this issue is a paragraph outlining the process. She stated that she knows very little about either candidate and would prefer more information. She explained that she would like to do a comparison and is not able to make a decision without more information. She stated that the requirement for psychological testing appears to be pretty cut and dried. Mayor Shiely explained where the Council was at with respect to favoring the internal candidate and the concerns and issues raised regarding the testing. Council Member Kohls stated that she has not made up her mind and would like to look at the issues. She asked if the testing was done for both candidates and said each should be treated equally. Council Member Wolcott noted that the interview scores were received but they had not seen anything from PDI. Special Meeting—September 5, 2001 Cottage Grove City Council Page 5 City Administrator Schroeder stated that the concerns expressed by Council Member Hale and Mayor Shiely are valid and it would seem most reasonable to run the candidate through a form of testing that would remain consistent. He suggested working with Harry Brull from PDI on the assessment. Mayor Shiely asked if they want to add this to the agenda for the Council meeting. City Administrator Schroeder stated that he did not think it was necessary and they would come back with a "game plan" for the process that would include the assessment tool. Council Member Kohls clarified that this would be discussed at another meeting and the Council would receive further information before that meeting for review. City Administrator Schroeder stated staff would provide the information for Council's review prior to the next meeting. Mayor Shiely closed the workshop at 7:13 p.m. Respectfully submitted Bonita Sullivan TimeSaver Off Site Secretarial, Inc.