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City Council Minutes 11-09-2015 SpecialMINUTES SPECIAL MEETING — MONTICELLO CITY COUNCIL Monday, November 9, 2015 — 4:00 p.m. Mississippi Room North City Ball- Monticello Community Center Present: Brian Stumpf, Charlotte Gabler, Lloyd Hilgart, Tom Perrault, Glen Posusta Absent: None Others: Jeff O'Neill, City staff Shibani Bisson, Tracy Ergen, Wayne Oberg, and Angela Schumann 1. Call to Order Mayor Brian Stumpf called the special meeting to order at 4:00 p.m. in the Mississippi Room. 2. 2016 Street and Utility Improvement Project Shibani Bisson, WBS /City Engineer, gave a presentation on the 2016 Street and Utility Improvement Project which included the TH25 /7th Street Intersection Improvements. The project overview touched on streetscape; 7th Street retaining wall; turn lane /signal improvements, MnDOT funding; sidewalk/trail connections; estimated costs /funding; and assessment options. There was discussion on the streetscape improvements at the intersection. Ms. Bisson is looking for feedback from the City Council in regard to the streetscape since this is a gateway into the City. The City Council was supportive of the streetscape proposals presented. Glen Posusta added that he would like to see plantings that expand themselves naturally. There was some discussion on the proposed plaza at the corner of the intersection. It was noted that there will be an additional plaza on 6th Street /TH 25 that will mirror the one presented. There was then discussion on the sidewalk/trail connections. There is some concern among the Council that residents may not want the sidewalk on Washington Street, however, Shibani Bisson, commented that this sidewalk is critical. The next item questioned was the proposed trail that would run along the tracks between Cedar St. and Washington St. Brian Stumpf wants this trail taken out of the project. Staff responded that they would like to leave it in as part of the feasibility study. They would like the trail evaluated for future purposes even if they don't want it included in this project. Shibani Bisson proceeded to present information on the estimated projects costs, the funding sources, and estimated assessments. Ms. Bisson recommended a property assessment of $4,500 per individual residential parcel. She noted that the last assessment was in 2011 and was at a rate of $4000. Charlotte Gabler thought that Ms. Bisson should give property owners a range of $4,500 - $4,800 in case the actual costs are higher. After some discussion there was a consensus to provide the property owners an estimated City Council Special Meeting Minutes — November 9, 2015 Page 1 assessment of $4,500. It was noted by the City Council if the costs come in higher the City would cover the difference. Shibani Bisson indicated the next steps: 1) A neighborhood meeting will be held on December 2, 2015; 2) The City Council will be asked to accept the Feasibility Report at the - December 14, 2015 City Council meeting; and 3) the Public Hearing to order the project will be on January 11, 2016. 3. Review of PTO (Paid Time Off) Proposal Tracy Ergen, Human Resources Manager, presented a Paid Time Off (PTO) proposal for January 2016. She indicated the advantages and disadvantages of moving to a PTO system. She then reviewed the current vacation and sick time policy and moved on to the proposed policy. As part of the transition to PTO there were specific items presented to the City Council for feedback. Employees with twenty -five or more years of service, as of 12/31/15, would have a one -time option to elect the PTO plan or choose to stay with their current plan. The City Council concurred with this stipulation. The next item presented was the proposed PTO schedule which would add hours /days off in the following time frames: Non - exempt - 0 -5 years, 6 -10 years, and 11+ years; and Exempt — 0 -7 years, and 8+ years. Brian Stumpf acknowledged that he thought the number of hrs. /days given should increase again, perhaps after twenty years of service. Lloyd Hilgart agreed and thought it should increase again after twenty years of service. Tracy Ergen noted that she will come back with a proposed increase after 20+ years of service. There was then discussion in regard to the transition of current earned sick time. The proposal recommended having current sick time balances be paid into the MN State HCSP per City policy and any remaining sick time left will be put into an Extended Medical Benefit Bank (EMB) to be used for FMLA qualified leaves. Currently this includes that anyone between 5 -10 years of service will get 25% and over 10 years will get 50 %. This would mean that anyone below five years would get none of their earned sick time. Lloyd Hilgart indicated that he would like to see all employees (regardless of years of service) get the 50% of the sick time earned. It was a consensus of the City Council to look into this as part of the policy. Tracy Ergen will review this as an option. Other proposed PTO Policy transition items were: 1) Severance Pay — employees leaving in good standing will be paid 100% of their earned PTO balance in cash; 2) EMB balances are not paid out upon termination; 3) Bereavement — between 3 -5 days may be granted for bereavement depending on who the deceased it and employees who use bereavement leave will not be allowed to roll hours into the MN State HCSP in the year for that year; 4) No change to Holidays — which are kept separate from PTO; and 5) Employees may donate PTO time to an employee in need. City Council Special Meeting Minutes — November 9, 2015 Page 2 The City Council was positive about the policy. Tracy Ergen will bring the policy back for approval to the November 23, 2015 City Council meeting after reviewing the recommended changes /options noted above. 4. Adjournment By consensus the meeting was adjourned at 6:00 p.m. Recorder: Jennifer Schreiber :7 Approved: Attest: o ' // ministrator City Council Special Meeting Minutes — November 9, 2015 Page 3 1