1. Call to Order. The regular worksession of the Council of the City of Rogers was called to order by Mayor Bunting on Tuesday, April 23, 2013 at 5:30 p.m. at Rogers Community Center, 21201 Memorial Drive, Rogers, MN, 55374.
Council present: Jay Bunting, Don Hall, Rick Ihli, Darren Jakel, and Maureen Stanley.
Staff present: Gary Buysse, Liquor Operations Manager; Brad Feist, Fire Chief; John Seifert, Public Works Supt.; Stacy Scharber, Assistant City Administrator; Steve Stahmer, City Administrator; Bret Weiss, City Engineer; and Lisa Wieland, Finance Director.
2. Staffing changes facing City Hall, Public Works, Senior Recreation and Community Room
• Budgeted 2013 Senior Recreation Programming
• Internal staff hiring/backfill for Community Room and administrative support
• Goal setting discussion of recreation opportunities/quality of life programming
Public Works Supt. Seifert and RAC Manager Bauer addressed the Council with a powerpoint presentation regarding the staffing changes affecting City Hall, Public Works, Senior Recreation and Community Room.
Councilor Hall inquired if all the positions on the organizational chart are filled with the exception of the two gray boxes. Staff stated they are filled, with approval of tonight's hire under consent agenda. Seifert then provided a history of the administrative staff at Public Works. Seifert then discussed the job duties of the front desk position and Senior Recreation Coordinator. Seifert stated the front desk position is proposed to be weighted on utilities for budgeting purposes, which has never been done before.
Ihli questioned who is taking up Kathy's duties. Staff explained how the duties are being covered with a temp and other City staff.
Seifert reviewed the remaining 2013 budget and proposed 2014 budget for the hire of the two positions; front desk public works and senior services coordinator.
Bauer discussed the benefits of adding the full-time position to the community room and senior services. Bauer also reviewed the amount of rental/usage of the community room.
Bunting asked Bauer and Seifert if they would have sufficient staffing with this hire. Seifert provided an explanation of the areas they are trying to cover on the recreation side.
Seifert explained with the current status of no new residential platting, we would be staffed with the addition of these two. However, if we get back to a large number of new construction, then added staff would be needed.
Administrator Stahmer stated Seifert mentioned the role of a public works analyst/project coordinator. Depending on the hiring of the front desk position, and if there is internal movement, we might have an opportunity to internally reshuffle the administrative duties of public works administration and get more project management without adding additional dollars or FTE's.
Stanley questioned where the senior coordinator/community room would house. Seifert stated we would like to have the person be stationed at the fire department/community room however, finding space is a challenge.
Jakel asked, regarding the senior coordinator/community room person, if the community room space is depleted with the development of the public safety building, what would this person then be doing? There was discussion about scheduling recreation activities at other buildings within the community, not just City buildings. Bauer stated we could look at helping to schedule City facilities first.
Seifert continued to discuss the groups that are utilizing the community room space and the requests for additional recreation services.
Stahmer discussed a moratorium on taking wedding reservations for the community room for 2014 and is looking for a consensus of the Council if we are keeping a moratorium on the use of the space for weddings.
Council consensus was to put the moratorium on the space for weddings.
• Other budgeted staffing needs
In 2009 the former planner resigned and was not filled. From a financial perspective it makes sense to bring a Planner back in having a dedicated person instead of a consultant planner. There was $67,000 in general fund expenditures in 2012 for a consultant planner.
Stahmer stated we could hire a planner back for under $110,000 which was total 2012 expenditure when you include the amount that was reimbursed/billed back to developers.
Hall asked why it is more difficult for a city employee to document time and bill back rather than an independent consultant. There was discussion on how staff can bill back staff hours to developers and the 3% administrative fee charged to developments.
Jakel, development seems to be up, things are happening, is that the push for getting the planner? Or is it not attention to ordinances and the attention given to the detail by the consultant.
Stahmer stated he believes at our size, we are ready for a staff planner.
Bunting stated all things mentioned are applicable.
Stahmer mentioned splitting the position with some economic development/community development responsibilities attached.
Bunting asked if this would be a department head position and suggested involving the Planning Commission and Council in the hiring of this position.
Bunting commented on Council not being involved in Police Officer hirings any longer since they are not department head positions.
Wieland commented on internal controls, reviewing individual job descriptions and duties, and looking at efficiencies. Wieland stated she feels that some restructuring likely needs to take place within the department, right now there is no cross training or shared duties. A lot has occurred with the absence of the "Brant" position and not filling the payroll/AP position.
Wieland is looking at progression and succession. Wieland also commented on a lot of mandated practices that need to take place which are demanded by certain accounting standards. Wieland concluded stating staff has not developed any job descriptions at this time.
Stahmer stated the assumption would be no budget impact; this has been budgeted for 2012 and 2013. Wieland stated the future budget impact would depend on the restructuring. Wieland stated in her department, they are putting out fires, but not being proactive.
Jakel questioned if these positions being discussed now are budgeted. Staff stated the planner and finance positions are. Stahmer stated the other two discussed earlier are within the budget with utilities picking up the additional amounts starting in 2014.
Stahmer then discussed the possibility of a PT CSO working evening and weekend shifts that may find its way into a 2014 budget.
Seifert discussed the position of mechanic stating the cost savings and service level warrants the addition. Staff looks to be more preventative than reactive. Seifert stated a mechanic is still a need and would like the opportunity to show you that in the future. However, the immediate needs are in public works administration and senior coordinator/community room.
Bunting, stated staff needs to make a strong case that this is at minimum a break even and suggested having the position be crossed trained in other areas; other part-time duties.
Seifert discussed bringing additional information to the Council in the future.
Hall commented on the position and stated he appreciates the amount of information that John has already put together. Hall cautioned staff on the next phase in analysis, don't look at the small items; i.e. farming out oil changes.
Staff stated the May 14th agenda will include job descriptions for a Senior Services Coordinator and Front Desk Public Works position along with Planner/Community Developer.
Bunting asked that Chief Beahen also bring forward his wish list for hiring.
Jakel questioned the finance position and mechanic. Staff stated they will not be ready by May 14th to bring those positions forward.
3. Brockton Interchange Update
Engineer Weiss handed out a funding analysis to the Council for the City's share of the $2M commitment to the Brockton Interchange. Weiss discussed the funding analysis with Council including a map detailing the development areas of the Brockton Interchange; benefitting properties. Also discussed was the proposed contribution to the City's portion by Varde.
Weiss stated that the City of Dayton still needs to figure out funding. Weiss stated he fold SRF we are a contributor to the project and not responsible for any risk.
If the Council does move forward to approve tonight's resolution, is not equivalent to saying we are agreeing with Varde's contribution.
There was continued discussion regarding the interchange and the roads surrounding the interchange. Also discussed was potential development. Bunting stated he is cautious of talking about office buildings, and he is not going to delude himself with the notion that we are going to be with office high-rises.
4. Other Business
Stanley moved, Ihli seconded a motion to adjourn at 6:45 p.m. Motion carried 5-0.
Assistant City Administrator/Clerk