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HomeMy WebLinkAbout06.04.90 Council Packet AGENDA COUNCIL MEETING REGULAR JUNE 4, 1990 1. CALL TO ORDER 2. APPROVE AGENDA 3. APPROVE MINUTES a. May 21, 1990 Regular Meeting b. May 23, 1990 Special Meeting 4. CITIZENS COMMENTS 5. PUBLIC HEARINGS 6. PETITIONS, REQUESTS AND COMMUNICATIONS 7. ORDINANCES AND RESOLUTIONS a. Award $785,000 G.O. Improvement Bonds Series 1990A b. Award $470,000 G.O. Improvement Bonds Series 1990B 8. UNFINISHED BUSINESS a. Fairgrounds Sewer and Water Agreements b. Sidewalk Maintenance Project 9. NEW BUSINESS a. Mountain Dew Days - City Services Contribution 10. MISCELLANEOUS a. Personnel Probation - Police Department b. Personnel Appointment - Public Works/Engineering c. Personnel Appointment - Solid Waste Foreman 11. CONSENT AGENDA a. Capital Outlay Request - Public Works b. Capital Outlay Request - Public Works c. Project 89-1 - Storm Sewer Trunk Project - Pay Estimate No. 2 d. Approve Payment of the Bills 12. ADJOURN THE AGENDA IS CLOSED OUT AT NOON ON THE TUESDAY PRECEDING THE MEETING. AGENDA REQUEST FORM ITEM NO. NAME: Larry Thompson DEPARTMENT: Administration DATE: May 23, 1990 MEETING DATE: June 4, 1990 CATEGORY: Unfinished Business SUBJECT: Fairgrounds Sewer and Water Agreements EXPLANATION: Per Council directive. REFERENCE MATERIAL/RESPONSIBILITY: Agreement/Recommendation - Larry Thompson REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration DeveloPment .Committee SIGNATtif��lCE MEMO TO: MAYOR AND COUNCIL SUBJECT: SEWER AND WATER SERVICE AGREEMENT - FAIRGROUNDS DATE: JUNE 1, 1990 Staff was directed at the last Council meeting to prepare an agreement for sewer and water services and report back at the June 4, 1990 meeting. While the agreements have been substantially completed, I have not had a chance to review the agreements with staff, the Fair Board and City Attorney. Therefore, I would request that this item be pulled from the agenda. V%ctilyelY, LaAy Thom son City Administrator cc: Dave Grannis Jerry Stelzel Development Committee file AGENDA REQUEST FORM ITEM NO. Al1;11:, NAME: Larry Thompson DEPARTMENT: Administration DATE: May 30, 1990 MEETING DATE: June 4, 1990 CATEGORY: Miscellaneous SUBJECT: Personnel Appointment EXPLANATION: Solid Waste Foreman REFERENCE MATERIAL/RESPONSIBILITY: Memo - Larry Thompson REFERRED TO: (NAME) DEPARTMENT: Tom Kaldunski Public Works Wayne Henneke Finance Bob Williamson Solid Waste SIGNAT44 MEMO TO: MAYOR AND COUNCIL SUBJECT: SOLID WASTE FOREMAN DATE: JUNE 1, 1990 The City Council appointed Robert Williamson as the Solid Waste Coordinator on August 15, 1988. I have attached a copy of the position description along with a memo dated August 10, 1988. As you will note, the intent of the position was to serve primarily as a planning/administrative function on a temporary basis. Therefore, the position was placed directly under my supervision. During the City's organizational review last Fall, it was recommended that the City establish a Solid Waste Foreman's position and move towards abolishing the Coordinator's position. The Council added the Foreman's position to the organizational chart, but agreed the Coordinator's position would remain until the Solid Waste Facility issue was resolved. (See attached minutes of August 16, 1989.) Since the time the discussion took place, the City has taken possession of its recycling truck and is presently implementing commercial/institutional recycling. Because commercial accounts are not relatively generic like residential, it has become more difficult to implement. The present organizational chart places the City Administrator, Public Works Director and Streets/Utility Foreman between the Coordinator, who is responsible for designing and implementing a recycling system and the persons doing the hands-on work. When the Council considered this matter last July/August, I felt the situation was not the most efficient way of running the solid waste program. I now feel that it has reached a critical stage and changes must be made. The Solid Waste Coordi- nator job is more difficult because he doesn't have direct control over implementation. The Streets/Utility Foreman has enough work with the streets and utilities without having to deal with solid waste. Last January, City staff and the Mayor held a discussion with commercial accounts and haulers. At the meeting, one of the commercial haulers stressed that because of the rapid changes in the solid waste industry, any solid waste service should have a full time position that deals directly with monitoring, planning and implementing solid waste services. The Resource Recovery Facility Site Committee is presently completing its work and will report at the June 18, 1990 meeting. From there the Council will need to decide if the City is to proceed with the Solid Waste Facility. While I like the idea of having the Coordinator's position on staff, I also feel very strongly there is a shortcoming on solid waste and feel the City needs to appoint a solid waste foreman. Therefore, I would recommend that in addition to continuing with the Coordinator's duties, Robert Williamson be appointed interim Foreman and be placed directly under the Public Works Director. In addition, I would recommend that as a condition of this appointment, Mr. Williamson be required to obtain a Class B license and be trained as backup driver. Also, the position should be converted to a Class I (hourly rate) and placed on a regular schedule. The present hourly rate would not change. I feel that this appointment would be beneficial for the following reasons: 1. It would allow the Coordinator to directly implement the solid waste programs. 2. It frees up the Street/Utility Foreman to concentrate on those duties. 3. The City retains the flexibility of restructuring the position and organization depending upon the outcome of the resource recovery facility. This matter has been discussed extensively with the Public Works Director and he strongly concurs with this recommendation. Again, I feel the Coordinator's position is of value to the City, but it is a luxury I do not feel the City can afford. The original intent was to have the position appointed on a temporary basis and eventually focus the duties into pri- marily a supervisory/management position. I feel that we have reached a stage where emphasis needs to be placed on the supervisory aspect rather than planning. 90f� Larry Thompson City Administrator cc: Tom Kaldunski Bob Williamson file LT/mh MEMO TO: MAYOR AND COUNCIL SUBJECT: SOLID WASTE COORDINATOR - APPOINTMENT DATE AUGUST 10, 1988 Recently the City Council authorized the creation of a Solid Waste Coordinator for the purpose of redesigning the City's solid waste collection system, pro- cessing the City's co-compost grant application, and implementing a total solid waste collection processing system. I have reviewed this matter thoroughly and present the following recommendation: 1. Position - Originally I set out to establish one position which would be responsible for designing a system, processing the grant, constucting the facility, and once operating, managing the system. Upon further review, it was felt that the process may be better suited for two positions, because it involves two distinct processes (i.e. design vs. management) . The person designing the system may not be the person the City wishes to ultimately manage the day to day operations, and vice versa. Therefore, I am recommending that the two positions be split; the first position to be filled during the design/grant/construction/start up phases, and the second to be filled once the system is fully operational. Ihave enclosed position descriptions for your review. It should be noted that these positions have not been approved or rated by the Compensation Committee at this time. 2. Appointment - Because of his background and experience in this matter, I would recommend EDC/HRA Director Robert Williamson be appointed to the position. It should be noted that Mr. Williamson is presently spending a great deal of time working on this matter, which takes away from time available for HRA/EDC duties. I would therefore recommend that Mr. Williamson be appointed as Solid Waste Coordinator provided that he resign as HRA/EDC Director. The following items should be noted regarding the appointment. First, the appointment would be temporary full time - that is, once the first phase was completed, the position would be terminated and the second position filled. Mr. Williamson is fully aware of this arrangement, and would be able to apply for the second position. Second, the HRA has been notified of the possibility of Mr. Williamson's appointment to this position. I have volunteered to succeed Mr. Williamson as HRA/EDC Director. The major concern is that I also have several duties as City Administrator which may place limitations on my ability to serve the HRA/EDC to their satisfaction. I feel comfortable that I, along with the rest of the City staff, can fill the void on at least an interim basis, and possibly a permanent basis. If the position would require a significant amount of additional hours per week, I would request the HRA/EDC appoint a permanent director, or additional compensation. Finally, Mr. Williamson is aware that there is no guarantee that if the second position is filled by someone other than himself, that the HRA/EDC position would remain open. I feel that the appointment of Mr. Williamson would immediately give the City someone who has vast knowledge and experience in this field. I would request that the Council make the appointment contingent upon salary committee approval of the job description and rating, and authorize me to negotiate a new overhead reimbursement to the City. I would recommend that Mr. Williamson's salary remain at the present rate ($26,750/year) until the position is placed within a salary range, at which time it would be adjusted retroactively. Finally, I feel since Mr. Williamson was working as quasi-city employee, that his benefits be prorated from the time he was appointed as EDC/HRA Director. Mr. Williamson would be paid on a salary basis (Class I) and report directly to me. Larry Thompson City Administrator cc: Wayne Henneke Tom Kaldunski EDC HRA file CITY OF FARMINGTON POSITION DESCRIPTION POSITION: SOLID WASTE FOREMAN PURPOSE AND SCOPE: Directs and performs the day to day operations of the Solid Waste Department. RELATIONSHIPS: Reports To: Public Works Director/City Engineer Gives Work Direction To: Solid Waste Operators Solid Waste Workers Part Time Workers SPECIFIC RESPONSIBILITIES: TASK 1. General Administration 1.1 Oversees the daily operations of the Solid Waste Department and schedules manpower accordingly. 1.2 Prioritizes work assignments to assure adequate functioning of essential services. 1.3 Assists the Public Works Director with the preparation of the department Capital Improvement Program. 1.4 Submits purchase orders to Public Works Director for department supplies and equipment maintenance. 1.5 Recommends the hiring of part time employees to the Public Works Director. 1.6 Negotiate and secures markets for the disposal/sale of waste. 1.7 Maintains required records. 1.8 Maintains a continuous search for solid waste grant monies. 1.9 Supervises the Solid Waste operations in the absence of the Public Works Director. 1.10 Provides liaison services with Dakota County. 64 TASK 2: Solid Waste Collection 2.1 Responsible for the collection of all mixed solid waste. 2.2 Dispatches special garbage pickup and submits billing information to Finance. 2.3 Operates Solid Waste equipment during the course of duty. TASK 3. Recycling 3. 1 Directs the collection and disposal/sale of all recycled waste in the City. 3.2 Works with the Public and agencies to provide an on-going recycling education program. 3.3 Operates recycling equipment during the course of duty. TASK 4. Equipment 4.1 Responsible for the repair and maintenance of all solid waste equipment. 4.2 Reviews and evaluates all Solid Waste equipment as to needs and recommends accordingly. The above statements describe the principal functions of the job identified, but shall not be construed as an exclusive listing of all the work requirements that may be inherent in the job. Minimum Qualifications High School diploma plus 2 years VoTech in related fields plus 2-4 years supervisory experience. Class "B" drivers license. 65 CITY OF FARMINGTON POSITION DESCRIPTION POSITION: SOLID WASTE COORDINATOR PURPOSE AND SCOPE: Plans and coordinates the planning, funding and construction of a Waste Processing Facility, and designs and implements a comprehensive waste collection/processing system. RELATIONSHIPS: Reports to: City Administrator Supervises: None Provides Liaison with: Solid Waste Consultant WMB SPECIFIC RESPONSIBILITIES: 1. Works in conjunction with consultants and City staff in the design of a total waste management system. 2. Coordinates the submittal and approval of all Federal, State and local grants and loans relating to the constructing and implementation of a total waste management system. 3. Responsible for the implementation of a comprehensive recycling program, including design and education. 4. Coordinate the construction of a waste processing facility, including review of plans and specifications, overseeing bidding process, securing required permits and acting as the City's liaison during construction. 5. Responsible for plant/system compliance with all Federal, State and local regulations. 6. Responsible for administering all waste system grants and loan programs and assuring compliance with rules and regulations. 7. Responsible for the initial start up of the waste processing facility, including securing markets for processed and recycled wastes. The above statements describe the principal functions of the job identified, but shall not be construed as an exclusive listing of all the work requirements that may be inherent in the job. 72 AGENDA REQUEST FORM ITEM NO. a. NAME: Tom Kaldunski DEPARTMENT: Public Works DATE: May 29, 1990 MEETING DATE: June 4, 1990 • CATEGORY: Consent Agenda SUBJECT: Equipment Purchase - Public Works Department EXPLANATION: I will be asking for Council authorization to purchase the vehicle budgeted for in the 1990 Budget. REFERENCE MATERIAL/RESPONSIBILITY: Capital Outlay Request/Memo - Tom Kaldunski REFERRED TO: (NAME) DEPARTMENT: Larry Thompson Administration Wayne Henneke Finance Toa Kalduaski Public Works • SI I MEMO TO: MAYOR AND COUNCIL SUBJECT: EQUIPMENT PURCHASE DATE: JUNE 1, 1990 The 1990 Budget included the purchase of a new vehicle for the Public Works Department. Attached is the capital outlay request for this purchase. The 1990 Budget set aside $14,000 for this purchase. The low quote ($13,949) was submitted by Farmington Ford. I hereby request Council approval of the attached capital outlay request. 441 1:444/.11( Thomas J. Kaldunski City Engineer/Public Works Director TJK/mh REQUEST FORM CAPITAL OUTLAY PURCHASES DEPARTMENT Public Works DATE OF REQUEST June 1, 1990 ITEM(S) TO BE PURCHASED 1990 Vehicle as Budgeted AMOUNT PROVIDED IN ORIGINAL/ADJUSTED 1990 BUDGET : $ 14,000 AMOUNT REMAINING AS OF DATE OF REQUEST : $ 14,000 QUOTATIONS RECEIVED : 1 . VENDOR Farmington Ford DATE 6/1/90 AMOUNT $ 13,949 2 . VENDOR Todd Chevrolet DATE 5/31/90 AMOUNT $ 14,903 ::ATTACH QUOTATIONS, IF VERBAL QUOTES, EXPLAIN BELOW COMMENTS : 1977 Ford Pickup to be traded in. ///i //7 / 7 n' �. .�. �/ y�, E 64/90DEPARTMENT HEAD SIGNATURE /Tai— FI NCE D I . CTOR SIGNATURE DATE TO : THE MAYOR AND COUNCIL I RECOMMEND THE ABOVE REQUEST BE APPROVED. SIGNATURE OF CITY ADMINISTRATOR DATE ACTION TAKEN BY THE COUNCIL ON THE DAY OF 19 (A?PROVED) (NOT APPROVED) FILE : CC :