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HomeMy WebLinkAbout08/15/1990 TENTATIVE AGENDA ADJ. REG. SESSION SHAKOPEE, MINNESOTA AUGUST 15, 1990 Mayor Gary Laurent presiding 1) Roll call at 7 : 00 p.m. 2) Approval of Agenda. 3) Purchase of Squad Car. 4) Hiring of City Attorney. 5) Other Business. 6) Recess. 7) Committee Of The Whole a] Shakopee Fire Department Relief Association By-Laws - bring earlier memos. b] Billing for Plan Review- bring 8/7/90 memo. c] 1991 Budget - bring budget. d] Other Business. 8) Executive Session to discuss acquisition of property for a City Hall and acquisition of Railroad Depot property. 9) Re-Convene. 10) Adjourn to Tuesday, August 21, 1990 at 7 : 00 p.m. Dennis R. Kraft City Administrator 3 TO: Dennis R. Kraft, City Administrator FROM: Gregg Voxland, Finance Director RE: Purchase of Squad Car DATE: August 13, 1990 Introduction The Police Department is scheduled for the purchase of one squad car for 1991. Background The 1991 Budget (proposed) contains $14,500 for the purchase of a squad car and related items. This purchase has worked its way through the 5 Year Equipment list and through the 1991 Budget (proposed) process. Features of the new car are similar to squads recently purchased by the City. Three 1990 squads were bought last year at a cost of $12,779.00 each. Hennepin County Cooperative has awarded the bid to Grossman Chevrolet (Hastings - Ford) . The car (Ford) for Shakopee will cost $12,503 including a service manual and a standard color. August 20, 1990 is the cut off for placing orders and delivery may be in 1990 and therefore a 1990 budget item. Ford full size squad cars will not be available in 1991 due to production scheduling and the current bid for Chevrolets is $1,528.58 higher. Alternatives 1. Buy as per above ($12,503) . 2. Rebid on our own (Chevrolet) . 3. Buy as per above with slight change in features ($??) 4. Do not buy squads this year or next year. Recommendation Alternative number one is recommended. Action Requested Move the authorize the purchase of a squad car from Grossman Chevrolet in the amount of $12,503 under the Hennepin County Cooperative Purchasing contract. 3 QUESTIONS FOR CITY ATTORNEY APPLICANTS 1. Briefly state your professional background, emphasizing your public sector legal experience. 2 . Why have you chosen to work in the public sector? 3 . Discuss your professional goals? Where do you plan to be professionally in 3 to 5 years? 4 . Why do you want to be the Shakopee City Attorney? 5 . What is your philosophy on plea bargaining versus prosecuting all charges filed? 6. In your past public sector experience what percentage has been devoted to criminal matters and what percentage to civil matters. 7 . What are your two greatest interpersonal strengths? 8 . Do you know the relevance of (1) Ambler Realty Co. versus Village of Euclid; (2) Nollan V. California Costal Commission; and (3) First English Evangelical Lutheran Church of Glendale v. County of Los Angeles? (1) (2) (3) 9 . What conditions must exist for a variance to be granted? 10 . What experience have you had 'in drafting ordinances, contracts, resolutions and land development agreements. 11. If selected when could you begin work? 12 . What role do you believe the City Attorney should play in City Council meetings? 13 . How would you react to initiating litigation against the State of Minnesota or one of its agencies? 14 . Discuss your two greatest professional weaknesses and how you would propose to deal with them. 15 . Briefly discuss the Minnesota Open Meetings law and how it will affect the Shakopee City Council. 16. Is there anything else you would like to say to the City Council? Memo To: Dennis R. Kraft, City Administrator From: Marilyn Remer, Personnel Coordinator Re: Clerical Support for City Attorney Date: August 8, 1990 Introduction Council authorized the position of City Attorney at the May 1, 1990 meeting. Initial screening and interviewing has been completed and Council is proceeding with the oral interviews of the City Attorney finalists. Background A memo dated May 10, 1990 (attached) from Barry Stock, Ass 't. City Administrator, summarizes the estimated budget impact as the result of the creation of a City Attorney department. Staff projected the need for a full time clerical support person. At the direction of the City Administrator, staff is providing Council with additional information concerning hiring clerical support at this time. The city' s pay plan contains the job classifications of Secretary, Clerk-Typist I and Clerk-Typist II . The Stanton Survey has three different level classifications for Secretary. Currently, all the city' s secretaries are classified as A (experienced) . The city also has individuals in Clerk-typist I and Clerk-typist II positions. The Stanton Survey descriptions for those classification are attached. Depending on the degree of job responsibility assigned, Staff is recommending one of the secretary levels be authorized. As is customary, after a period of 6-12 months, that individual would take a TSP to determine the accuracy of that classification. The 1990 pay range for Secretary (A) is $18, 104-24 , 138/yr. , Clerk-typist I is 15, 313-20, 417/yr. and Clerk-typist is $16, 830-22 , 440/yr. If Secretary B or C is authorized appropriate pay steps will need to be established. Action Requested Staff is requesting Council discuss the need for full time clerical support, determine the desired job classification and authorize staff to proceed with the required posting and advertising of the position. The person selected as City Attorney will assist in the selection and filling of the clerical position and will coordinate the starting dates as is appropriate. MEMO TO: Dennis R. Kraft, City Administrator FROM: Barry A. Stock, Assistant City Administrator RE: City Attorney Budget and Information DATE: May 10, 1990 INTRODUCTION: On May 1, 1990 City Council authorized the City Administrator to advertise for a full time City Attorney position. It would be appropriate at this time for Council to approve the job description for said position and amend the 1990 pay plan accordingly. BACKGROUND: In an effort to keep City Council informed of the impact of their decision to hire a City Attorney, staff has prepared the following information for Council ' s review and consideration. Historical Background Jack Coller has been retained by the City of Shakopee as the City Attorney for the past 51 years. Krass and Monroe has served as the Assistant City Attorney for over 10 years. The City of Shakopee also has traditionally contracted with a bond counsel firm. In the Fall of 1988 the City of Shakopee solicited request for proposals for City Attorney services. On March 7 , 1989 the City Council moved to appoint Jack Coller as the City Attorney and the firm of Krass and Monroe as the Assistant City Attorney. At that time, City Council also made a motion that these positions be reviewed in two years . In 1988 the City of Shakopee expended $111 , 200 . 00 on legal services. In 1989 the expenditure equated to $97 , 256 . 00 . Proposed Staffing Levels In accordance with City Council direction staff has prepared a job description for the proposed City Attorney position. Shown in attachment #2 is a memo from the Personnel Coordinator. Ms. Remer has completed a survey of other metropolitan communities who have full time City Attorneys. She has also prepared a preliminary job description and Resolution amending the 1990 Pay Plan for City Council ' s review and approval . The proposed salary range for the City Attorney position is $38 , 800 to $51 , 800 . The position will be a full time exempt position under the direction of the City Administrator. The position will be classified and placed on the City' s pay plan. The position will receive full City benefits. Hiring a full time City Attorney will necessitate the hiring of additional clerical support. Staff projects that the position will require a full time clerical position. However, staff is not recommending that we proceed in advertising for clerical assistance at this time. The City Attorney will be responsible for handling the majority of the City' s judicial proceedings. However, there may be occasions when it may be more appropriate for the City to hire outside legal services. For example, in the event that the City requires legal assistance regarding bond sales, it would be appropriate for us to utilize a law firm specializing in this area. The City may also have the need to utilize outside legal assistance when the work load becomes too heavy for our City Attorney to handle or for civil litigation of a major magnitude. Finally, it would be prudent to retain the services of an Associate City Attorney on an appointment basis such as we have done in the past with Krass and Monroe. This would provide the City of Shakopee with legal assistance to supplement the services of the City Attorney. Office and Equipment Needs Staff is proposing that the City Attorney' s office be located in the upstairs portion of the City Hall. The space recommended by staff is the area formerly occupied by the Chamber of Commerce. There is adequate room in this area for both a City Attorney and secretarial position. At the present time, the City does not have a network computer station available for the City Attorney or secretary. Therefore, staff would be recommending that a new computer station be acquired. The approximate cost for the computer station is $1500 . 00 . The City does have extra desks and chairs available to meet the needs of the City Attorney and secretary. It would also be prudent for the City to consider acquiring a transcriber and dictaphone for the City Attorney position. This equipment greatly increases the efficiency of the department. A transcriber and dictaphone can be acquired for approximately $1500 . 00 . 1990/1991 Projected Budget Shown in attachment #1 is a projected budget for the remainder of 1990 and 1991. The budget takes into consideration the information previously discussed in this memo. Staff is projecting that the City Attorney position will be filled by July 1, 1990 . Staff has also used step 3 of the proposed pay plan for this position to project 1990 and 1991 expenses. Staff is also projecting that the secretarial position would be filled by September 1, 1990 . Staff has also included in the budget funds for supplies, capital equipment, and professional services. The proposed 1991 budget will likely be amended during the regular 1991 budget preparation process . u Budget Impact Staff ' s projected 1990 budget for City legal services is $102 , 856 . 00 . This includes the hiring of a full time City Attorney, additional clerical support as well as legal expenses incurred to date and projected legal services that will not be covered by our City Attorney. The 1991 budget includes services provided by the full time City Attorney, a full time secretarial position, an appointed Assistant City Attorney as well as other professional legal services which will be contracted out on an as needed basis. The 1990 budget includes $95, 750. 00 for legal services. The projected 1990 budget with the addition of the full time City Attorney is $7000 . 00 over what is currently budgeted. Therefore, if staff ' s projected 1990 budget estimates are in fact accurate and/or perhaps under estimated, it may become necessary for City Council to process a budget amendment transferring funds from the contingency fund to offset any deficit spending within this division of the City budget later this year. Summary Unless Council would like to redirect any of the above mentioned recommendations or directions, it would be appropriate at this time to approve the job description for the City Attorney position and amend the 1990 pay plan accordingly. ALTERNATIVES: 1 . Approve the City Attorney job description and amend the 1990 pay plan accordingly. 2 . Amend the job description and/or pay plan and proceed accordingly. 3 . Table action pending further information from staff. STAFF RECOMMENDATION: Staff recommends alternative #1. ACTION REQUESTED: 1 . Move to approve the City Attorney job description. 2 . Offer Resolution #3236 A Resolution Amending Resolution #3171, Adopting the 1990 Pay Schedule for the Officers and Non-Union Employees of the City of Shakopee and move its adoption. Attachment #1 Legal Budget Projections Actual Actual Projected Projected Object Description 1988 1989 1990 1991 Salaries FT - - 27 , 659 64 , 846 Benefits - - 8 , 297 19, 454 ** Total Personal Ser. - - 35, 956 84 , 300 Supplies - - 1000 1, 000 Legal Filing Fees - - 400 400 Motor Fuels & Oil - - 200 400 Equip. Maint. - - - 200 Professional Services 111, 200 97, 256 60, 000 20, 000 Telephone - - 200 400 Travel & Sub. - - 500 1, 000 Printing and Repro. - - 300 600 Conf. & Schools - - 300 600 Dues & Subcript. - - 1000 1, 000 ** Total Supplies/Ser. 111, 200 97, 256 63 , 900 25, 600 Capitol Equipment - - 3 , 000 1, 000 *** Total Capital Equip. - - 3 , 000 1, 000 **** Division Total 111, 200 97 , 256 102 , 856 110, 900 1.1 N > r C r N to c C N q .- C • % O x .Q Pt.4 r tn 0 b n a .0 r• c.. 404 w q 0'H C r 0 3 n to N K 0. 0n x x A 2 a n en a. N .0 a g 9 r 0'0 0-r as w O x x 0 0.O a w Cr• 0.a $ a x w r n 0 'a a w 4 M- n H r O 0 7 3 r a 'O r• 4 R < C • a a n • w r H r '< 9 r O H 0 • q r m C r w r g r r 0 e Cl e a a 7 e t+ a q r m C n.D r O H 7 a q n r m a S m Q.0.q a )o U.to .< p.. c w• o • a c x 10 7 r .q < r C • H 11.. • r N R C 0 . r R ,q 0 g e K 0 n a 0. w 4 a R 7 .0• a r trj H • r H ......0 m w • ti u m n r .4 o w e • a n n H .0 r O 2 a a M7 0 n 7 < .. 0. 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