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
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