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City Council Minutes 02-15-1983 I MINOT S SPECIAL MEETING - MONT CELLO CITY COUNCIL February 15, 1 83 - 7:00 A.M. Members Present: Arve Grimsmo, J ck Maxwell, Dan Blonigen, Ken Maus, Fran Fair. I Members Absent: None. A special meeting was duly held a 7:00 A.M. Tuesday, Feb- ruary 15th, 1983 for the express urpose of conducting evalua- tion sessions of the City Adminis, rator, the City Attorney, the City Planner and the City Enginee' . I Administrator Eidem began the n:ee sultant evaluations should be hel perimeters of the working relatio that at salary negotiation time, evaluated and while the salary in general satisfaction with his per cluded in the evaluation so that improve upon, he would be alerted on improvement. Council members issue that Eidem seemed to react recommendation was not accepted b He stated that he would continue his recommendations, but if those accepted by Council action, he wo bother him. ing stating that he felt con- on periodic basis to keep the ship clearly defined. He noted e himself was not formally rease granted seemed to express ormance, he wished to be in- ere there areas that he could to them and could begin work aus and Fair both raised the personally when a professional the Council. Eidem concurred. o defend and debate strongly recommendations were not Id do his best not to let it City Attorney, Gary pringle, came before the Council next. Eidem requested that Pringle prepare qu rterly reports for him that stipulate, among other things, th current status or disposition on all city cases and in the even cases were pending a proposed plan of action. pringle said he hought this would be a good idea and he would be happy to do 't. Pringle noted that his new rates would be $50.00 per hour, w ich is $10.00 per hour less than his usual rate. Eidem addressed comments that were made earlier about pringle's accessibi ity and it was agreed that all legal business, whether initiated by the Public Works Director or Council Member, Finance Direct r or any other city official would be channeled through Eidem, since he meets with Pringle on a weekly basis. pringle also ave a brief explanation to the members of the Council about why, in some cases, he must remove himself from a particular case a recommend different counsel. Mayor Grimsmo raised the questions concerning pringle's success ratio in handling city cases; pringle noted that he had never lost a city case at this time. I - 1 - I Council Minutes - 2/15/83 John Badalich, representing consulting engineers, Orr-Schelen- Mayeron, & Associates, was prese t to discuss their performance as well as a proposed new contrac. Eidem suggested that the actual contract negotiation be p stponed and discussed between this meeting and the next regular meeting and if agreed upon would be ratified at that next meeting. Eidem did raise a question concerning hourly fees n smaller construction pro- jects and whether or not language of this sort "not to exceed" could be inserted when dealing with hourly fee projects. Badalich indicated that would be acceptable. Eidem also asked the question as to whether or not there could be alternative types of feasibility studies that the City could request rang- ing from the very general one t three page type report to the more complex and detailed. gain Badalich said there would be no problem. Badalich raised the question as to who was to authorize work done by the engineering firm. The issue of work authorized by the former oning administrator with respect to property exchange near Dundas Road was raised. The Council stipulated that all engineering authorization must be done through the administrator's office. Eidem noted that in particular cases, the authorization may be of a nature of specifying another person to wor with the engineering firm. Eidem stated that since his knowledge would be limited in the engineering field, it would not e efficient to have to get separate authorization on every iece of detail that the public works director could more efficiently handle. Public Works Director, John Simola, als raised a question about how soon after completion of a project the City could expect to receive their "as builts". T is issue is to be worked out between the engineer and Sim la on their own time. Before leaving, Badalich noted that it ight be wise in the near future to investigate the possib'lity of updating the compre- hensive plan. I John Uban, representing Howard D hlgren & Associates, the City's Consulting Planner, was t e last person to come before the Council for evaluation. As with the OSM evaluation, the question of authorization was raised. Again, the Council directed Uban that any work should be authorized expressly through the administrator's office unless such authorization i.s given by the Council to work directly with some other member of the City Staff. Uban oted that work with City of Monticello projects was occasion lly more time consuming since his firm was used on an as needed basis rather than on an on going basis that would llow them to stay familiar with all the developments. Uban noted that some cities paid a basic retainer fee that accomm ated the on going review of all city occurrences. He sai' that the City may wish to investigate that matter. I - 2 - I C uncil Minutes - 2/15/83 In concluding the meeting the Concil noted that, in .general, the consultants all were performi g acceptably, but that periodic evaluations could be eff ctive in keeping the working relationship efficient and produc ive. Before adjournment, Eidem raised of Council meeting minutes publis of the proceedings. He noted tha lication of summaries, and by doi $1500 or more. The Council gave this procedure. Eidem said he wo the change. There being no other bussines, th !~ ~ 9, I r"-.~-~--'-'~'.'" .... /L-. .j 1t1h>- .. /~ '" , . I Thomas Eidem City Administrator - 3 - J he issue of having summaries ed rather than the entire text legislation allows for pub- g so the City could save heir unanimous support to ld talk to the publisher about meeting was adjourned.