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City Council Minutes 09-14-2015 SpecialMINUTES SPECIAL MEETING — MONTICELLO CITY COUNCIL Monday, September 14, 2015 — 5:00 p.m. North Mississippi Room, Monticello Community Center Present: Brian Stumpf, Charlotte Gabler, Lloyd Hilgart, Tom Perrault, Glen Posusta Absent: None Others: Jeff O'Neill, Wayne Oberg, City department heads: Angela Schumann, Shibani Bisson, John Rued, Tom Moores, Tracy Ergen, Rachel Leonard, Matt Theisen 1. Call to Order Mayor Brian Stumpf called the special meeting to order at 5:00 p.m. in the North Mississippi Room. 2. Purpose of Meeting: A. Presentations of Department Budgets Wayne Oberg introduced the budget presentations. The following departments presented: Kitty Baltos — Monticello Community Center Kitty Baltos, MCC Director, began her presentation by reviewing program revenue. Increase programming would like to be utilized to increase revenue for the MCC instead of raising rates every year. However, there isn't enough staff to adequately increase programming at this time. She then talked about the Community Events Schedule for the year and noted which events received donations. The MCC budget for 2016 includes an increase in maintenance. The maintenance issues include: an annual door replacement program; a new compressor for the ice machine; and re- grouting the men's and women's restrooms. The budgets for 2017 and 2018 were also briefly mentioned. There was some discussion about the door replacement program. Glen Posusta questioned why they couldn't just be sanded down and redone and /or fixed. Kitty Baltos commented that some doors are beyond repair. In addition, they would be only be replacing a small number each year as funds are available. Tracy Ergen — Human Resources Tracy Ergen, Human Resources Director, presented an overview of the Human Resources Department which included the services provided by the department: recruitment and selection; benefit plan design and administration; pay equity administration and compliance; policy administration and development; training and development; compliance with Federal and State law; work comp and unemployment administration; employee and labor relations; and performance management. City Council Special Meeting Minutes— September 14, 2015 Page 1 3 Statistics were reviewed in regard to recruitment and hiring and the City's turnover rates which are around average when compared to other cities. Also mentioned was the City's worker's compensation renewal history and that the 2015 -2016 experience modifier. The City's modifier is .69 which may be close to the lowest that a city has had. The budgeted positions for hire in 2016 are: an EDA Coordinator or Manager; a Public Works Director; and a Building Inspector. There was some discussion in regard to hiring a Public Works Director. Glen Posusta questioned the reasons for not hiring a combined Public Works Director/Engineer and hiring a Public Works Director. Tracy Ergen commented that the work load is enough to hire a single position of a Public Works Director. This year the Leadership Team participated in a Leadership Academy program which consisted of four days of training. The City would like to continue this into 2016 with a couple of classes and perhaps some on -line classes. Priority Projects for 2016 are to move to Paid Time Off (PTO); Mandatory ACA Reporting; Leadership Training; and developing a Drug and Alcohol Policy (Non - DOT). • Daryl Gilles, Fire Daryl Gilles, Fire Chief, followed up on his previous presentation with discussion of hiring a full -time Fire Chief/Fire Marshal/Emergency Manager and an increase in hourly pay of $2/hr. for the paid on -call firefighters. He explained that the job of Fire Chief takes significant amount of time and there are duties that need to be completed every day which he doesn't always have time to do. He feels that the department would run better with a full -time Chief. Currently he is paid $500 /month. Glen Posusta questioned if it would be more worth the time if the part-time pay for Chief was higher. There may be someone with more time that would be able to do the job. In regard to the paid on -call firefighters, Daryl Gilles noted that they have not had a pay increase in 8 years. Wayne Oberg commented that instead of increasing the pay by $2/hr. right away perhaps it could be paid in steps. There was a small discussion on having the new Building Inspector do the inspections that a Fire Marshal would complete. • Wayne Oberg, Finance Wayne Oberg, Finance Director, gave a brief overview of the Finance Department and mentioned staff at City Hall, the Liquor Store, and the DMV. He then reviewed the budget for 2016. He noted that he will need an estimated $142,000 for the budget needs as presented if all anticipated events take place. City Council Special Meeting Minutes — September 14, 2015 Page 2 3 There will be an additional budget workshop on September 28, 2015. 3. Adjournment BY CONSENSUS THE MEETING WAS ADJOURNED AT 6:20 P.M. Recorder: Jennifer Schreiber Approved: Attest: 1 Winistrator City Council Special Meeting Minutes — September 14, 2015 Page 3 3