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City Council Agenda Packet 02-09-1987AGENDA FOR THE MEETING OF THE CITY COUNCIL 1_ Monday, February 9, 1987 - 7:30 p.m. Mayor: Arve A. Grimsmo Council Members: Fran Fair, Bill Fair, Warren Smith, Dan B1onlgen 1. Call to Order. 2. Approval of Minutee of the Regular Meeting Held January 26, 1987. 3. Citizens Comments /Petitions, Requests, and Complaints. Public Hearings 6. Continuation of a Public Hearing on an Amendment to the Tax Increment District 05 Finance Plan. Old Business 5. Consideration of Approving Plans and Specifications for Public Improvements in Construction Five Subdivision and Authorizing !! a Call for Bids. 1 New Business 6. Consideration of Ratifying the Appointment of Mr. Al Larson to the Monticello HRA. 7. Adjourn. MINUTES REGULAR MEETING - MONTICELLO CITY COUNCIL Monday, January 26, 1987 - 7:30 p.m. Members Present: Arve Grimsmo, Fran Fair, Bill Fair, warren Smith, Dan Blonigen Members Absent: None. 2. Approval of Minutes. Councilmember Dan Blonigen requested that the minutes for item number five be amended to indicate that he had abstained from the vote. Motion was made by Bill Fair, seconded by Fran Fair, and unanimously carried to approve the minutes of the regular meeting held January 12, 1987, with the change in voting on item number five being corrected. 3. Additional Agenda Item. Couneilmember Bill Fair requested that an additional agenda item be added under new business to discuss the Senior Citizen Center position and how it relates to the City government. Motion was made by Bill Fair, seconded by Dan Blonigen, and unanimously carried to place this item under now business as 8A. 4. A Public Hearing on a Proposal to Issue Commercial Development Current Refunding Bonds for Monticello Medical Facilities Company. A representative from Juran 6 Moody, bond consultants for the Medical Facilities Company, was present to request preliminary approval of allowing the Medical Facilities project to refinance Industrial Revenue Bonds that were originally issued in 1981. The original bonds were sold in the amount of 51,300,000 at an overage coupon rate of 14.84 percent for the purpose of building the Medical Facilities Clinic adjacent to the hospital. Currently the owners aro able to refinance the original bond issue at a lower interest rate and require the City's approval to do so. The City's bond counsel and financial consultants indicate no difficulty with the refunding proposal. As a result, motion was made by Bill Fair, seconded by Warren Smith, and unanimously carried to adopt a resolution granting preliminary approval to the issuance of the refunding bonds. See Resolution 87-2. 5. A Public Hearing on a Proposal to Amend the Finance Plan and Budget for Tax Increment District 45, Construction Five Addition. The original Tax Increment Plan for the Construction Five Addition contained a proposal to erect an 18 -unit apartment building (now -1- C- Council Minutes - 1/26/87 completed) and a 25,000 aq ft office/warehouse. The estimated tax increment generated by these two structures would have been enough to finance a $390,000 bond to allow for public improvements such as sewer, water, storm sewer, and streets. The developer is now proposing and has received approval from the City Council for a 24 -unit and a 30 -unit apartment building within the District. The tax increment projected from these two multiple housing structures would be sufficient to pay for a 5490,000 construction project. The proposed improvements would include sanitary sewer extended along Lauring Lane from Washington to Fallon and down Fallon Avenue to serve both existing properties owned by Malones and the Rand property. Water would also be extended along Lauring Lane from Washington to Fallon and would be looped around Fallon. As part of the Tax Increment Financing Law, if a finance plan or budget for the district is changed, a public hearing is required. The HRA has recently approved and adopted the amended budget and finance plan based on the new apartment structures being built within the district; and since the Wright County Auditor's office has 30 days to respond to the amended tax increment plan, the City Administrator noted that the public hearing should be continued for an additional 30 days to allow for any response from other government authorities. In the meantime, the City Administrator noted that the plans and specifications for the improvements could be approved at the next Council meeting and advertisement for bids could also be approved February 9. By consensus, the public hearing on the amendment of the finance plan and budget for Tax Increment District 15 was continued until February 9. 6. Consideration of Adopting a Position of Zoning Administrator/Planner. Recently, the City Council requested that the staff prepare an in-depth evaluation on whether or not it would be beneficial for the City to add a Zoning Administrator/Planner position to help eliminate the work load of the present Building Official/Zoning Administrator. Statistical information was presented to the Council indicating the approximate hours being spent by the Building Official/Zoning Administrator on building permit related duties, planning and zoning duties, along with assessing obligations. Mayor Crimsmo noted that when the present Building Inspector was hired, the City was primarily looking for a certified assessor that would be able to entirely review the City's parcels and re-evaluate and correct market valuations for tax purposes. Mr. Grimsmo noted that over the poet few years, the Building Inspector has completed this work and that possibly to eliminate some of his duties in regards to assessing, possibly the City could return to using the County Assessor for the future. Mayor Grimsmo also questioned whether the City is currently large enough to support its own City Planner and felt that currently the City has a good relationship with its consulting Planner. -2- Council Minutes - 1/26/87 Councilmember Bill Fair noted that although the City has been entirely reviewed in regard to assessing, assessment evaluation in an on-going activity; and if the City returns to using the services of Wright County for this purpose, he would like to know what the cost of this service would be. In regards to using a consulting planner, Mr. Fair felt that some of the primary duties of a staff planner would be to review and regulate enforcement of the City's present ordinance regulations and the day to day activities associated with development which would not seem appropriate to refer to a consultant. Councilmember Slonigen felt the City should evaluate the possibility of relieving assessing duties from the Building Inspector's position and that this may give him enough time to do the other duties the City expects but currently didn't feel the City needs its own full time planner on staff; Councilmember Fran Fair noted that originally the discussion on the possibility of a full-time planner was instituted not only to relieve the present Building Inspector of extra duties but felt a full-time plemner would be needed in the future in regards to the annexation procedures currently being considered and the potential growth that will occur. No. Fair also noted that there are probably jobs and duties that are not currently being done because the time is not available and felt a full-time planner would also provide more direction and support to the Planning Commission. Mayor Grimsmo, in regards to annexation, felt the City should continue using consultants who are familiar with the city's past history and that a now staff planner may not be familiar with pest trends and the city in general. Administrator Eidem indicated that he would be able to gat the coat of returning to Wright County for assessing within the City by the next Council meeting. As a result, a motion was made by Bill Fair, seconded by Warren Smith, and unanimously carried to continue consideration of this item until the February 9 Council meeting to enable more information to be supplied on the coat of returning to the County for assessing. -a- Council Minutes - 1/26/87 7. Consideration of an Application for a Conditional Use Permit to Dispense Automotive Foal Incidental to a Princioal Use. At the January 13 Planning Commission meeting, the Planning Commission recommended that the Council grant approval to the issuance of a conditional use permit for the purpose of allowing dispensing of automotive fuel incidental to a principal use, namely, a convenience store. A convenience store was proposed by Mr. Tom Holthaus at the old site of Charlie's west Liquor Lounge/Supper Club. The site in question existed as a legal non -conforming use grandfathered in when annexation occurred, and City ordinances do allow that this non -conforming use could be lessened by converting the structure to a convenience store. The conditional use permit was required not for the convenience store principal use, but to allow for dispensing of automotive fuel an part of the new use. At the public hearing held before the Planning Commission, substantial public opposition was expressed concerning lighting, increased traffic, and increased child pedestrian traffic because of its location near an elementary school. The Planning Commission, after conclusion of the public hearing, recommended the approval of a conditional use permit for dispensing of motor fuels be allowed provided certain conditions were attached, including a detailed landscaping and screening plan, hard surfacing of the parking lot area with proper curb and gutter, a maximum of four fuel dispensing pumps be allowed, no dispensing of fuels for trucks exceeding one ton, and houra of operation not to exceed 5 a.m. to 11 p.m. daily. Prior to the City Council meeting, area residents opposed to the development submitted a petition to the Environmental Quality Board requesting that an Environmental Assessment worksheet be completed on this project. The petitioners indicated they felt the project may have a significant harmful effect on the environment through runoff, leakage. spillage, seepage or other forms of transfer of contaminants from this project to the Mississippi River. The City of Monticello was notified by the Environmental Quality Hoard that the petition was received, and the Board named the City of Monticello as the Responsible Governmental Unit. The Responsible Governmental Unit has the requirement of evaluating the petition to determine It the necessary evidence was presented that demonstrates the project may have potential for significant environmental effects. City Administrator Eidem Informed the Council that at this meeting the issue of the conditional use request for dispensing of motor fuels should not be considered at this time, but the main responsibility of the Council would be to decide whether enough evidence was presented by the petitioners to require an Environmental Aasesament worksheet; or if not, tho petition should be rejected. Mr. Eidem noted that if the Council's decision was to reject the petition, the conditional use request should be tabled for approximately 30 days to allow for any party to appeal the Council's decision. -a- Council Minutes - 1/25/87 Mr. Tom Holthaus briefly explained to the Council the proposed development r and a representative from Bennett Petroleum Company briefly explained to the Council how fuel tanks would be installed at the project. The representative noted that many new safety features are incorporated into underground storage tanks and that the State regulates the type of tanks that can be installed in certain soil conditions. Mr. Bennett noted that the area in question is quite sandy and very suitable for this type of installation and that new methods such as double wall construction and leak detectors, along with monitoring wells, can be installed as extra precautions. In addition, he noted that the tanks now being installed are epoxy coated and rust protected and monitored by a cathodic system which indicates whether or not rusting is occurring in a tank. tar. Myron Haldy, representing the petitioners, again voiced their opinion that possible environmental hazards could occur with the site located near the Mississippi River. Mr. Haldy also noted that previous Council action' has been to turn down requests for multiple housing in R-1 zones and felt that a gas station which is normally required in a B-3 commercial zone should, therefore, not be considered anywhere close to a conforminn use in a residential area. Mr. Haldy also referred to two other recent spills or leaks within the City and felt that the risk was too great to allow additional underground storage tanks. Mayor Grimsmo questioned which two other leaks had occurred, and t. it was determined that actual tank leakage had not been determined but that a Standard station in downtown Monticello had some contaminated soil from 20-30 yearn worth of ground surface spillage. Councilmember Bill Fair also noted that previous Council action to deny multiple family housing in an R-1 zone involved a vacant piece of property and did not have to contend with an existing non -conforming use that is being altered as in this case. Councilmomber Fran Fair acknowledged the concerns of the petitioners but questioned whether the City Council should be requiring a developer to prepare an EAW for a project when other similar projects have occurred and had never been required to prepare an EAW. Councilmember Bill Fair noted that he did not feel this project could be considered any more dangerous because of this location than any other similar type project in Monticello. He noted that almost the entire City drains eventually into the Mississippi River and didn't feel the site location in question is anymore unique than any other area within the City. He also noted that the petition reform to mainly speculations about possible harards that could occur because of the development and that no real hard facts are presented to indicate this project Sa unique. Councilmembar Blonigen and Fran Fair, based on the information presented, agreed that the petition did not merit an EAW. Councilmember Warren Smith noted that the Council should consider the petition seriously but also agreed that he could not find any proof submitted by the petitioners that this project is unique and will cause environmental hazards or that the noise levels, traffic, or any other concerns would justify an EAW in this development. Mayor Grimsmo concurred Council Minutes - 1/26/67 � with other Council members and noted that traffic volume in the area �_ shouldn't increase because of the convenience store being located there over a lounge/tavern or even additional single family housing. He noted that the potential users of a convenience store would probably be local residents in that area and that the traffic shouldn't increase because of customers from other areas. After thoroughly discussing the petition received, motion was made by Bill Fair, seconded by Dan Blonigen, and unanimously carried to deny the petition on the grounds that the petition failed to present material evidence that would demonstrate because of its nature or location of the project that the project has potential for significant environmental effects. The petition concerning the environmental effects was highly speculative, did not demonstrate how or why the nature or location of -this project was unique to consider the provisions of an Environmental Assessment Worksheet, and that the EPA and State Fire Marshal regulate tank installation which should mitigate any potential significant environmental effects. In addition, a motion was made by Bill Fair, seconded by Fran Fair, and unanimously carried to continue the conditional use request for the dispenaing of automotive fuels until March 23, 1987, Council meeting to allow for 30 day period for an appeal to be filed in District Court pertaining to this project. S. Consideration of Authorizing Final Payment on City Hall Ceiling Resurfacing. Lindberg Painting and Decorating has recently completed the interior scaling of the roof docking and beams in the City Hall and requested final payment be approved on the project. Staff members noted that when the finish was applied with an airless sprayer, a lot of overspray occurred on furniture, desks, registers. electrical fixtures, along with windows and blinds, etc. Mr. Lindberg has attempted to clean this up but has currently not finished the project, and the staff recommended that until the clean up is completed. final payment should not be made. it was also noted that if Mr. Lindberg is unable to complete the clean up. the City may have to consider an outside firm to finish the clean up procedures. City Administrator suggested that the Council give Lindberg Decorating an opportunity to finish their clean up work before considering other alternatives. Motion was made by Bili Pair, seconded by Dan Blonigen, and unanimously carried not to authorize final payment at this time but to allow Lindberg's to attempt to clean the City Hall area first. 9. Consideration of Senior Citizen Canter Director's Position. Recently, the City Council has discussed the position of Senior Citizen Center Director and whether the position is a part-time or full-time -6- 01;�_ Council Minutes - 1/26/87 staff position. Because of the recent comparable worth study, if `�- it is determined that the Senior Citizen Center Director is a full-time staff position, a substantial adjustment in salary would have to be made to comply with the law. Councilmember Bill Fair felt the Council should clarify what its total relationship is to the Senior Citizens program and whether the Director works for the City or the Senior Citizen Center. Mr. Fair noted that no policy has ever been established by a previous Council as to whether the City considers the Senior Citizen Center another department of the City or whether past history has only shown that the City government provides some support financially. It was his opinion that if the City is to consider it an actual department and the Director's position as a supervisor, more accountability of not only the Director but the entire Senior Citizen's Center, needs to be established. He noted that it was his opinion the Senior Citizen Center has always been an autonomous service organization and not a branch of city government; and if the City is to consider it a branch, the Council would be involved in more policy making and staffing determinations which could result in limiting services at the Center or charging fees if necessary. The Senior Citizen Center currently has its own Board of Directors who, in Mr. Fair's opinion, are more capable of defining the role and duties of the Director and how the Cantor is operated. It was suggooted by Mr. Fair that the City continue to provide some financial support to the Canter as it has during the past, but not to consider the Center a branch of city government requiring more regulations than currently exist. Councilmember Fran Fair noted that the discussion has nothing to do with the present Director's performance but cautioned that if it is considered a branch of city government, the City would have to have much more control over the activities that take place at the Center along with the possibility of setting hours and limiting membership, otc. Senior Citizen Center member, Marie Peterson, briefly informed the Council of how the Canter was established and how the Board of Directors was set up and approved by the City Council. Cantor member, Loo Nelson, requested that the Council consider a joint meeting with the Senior Board to study the issue and determine what alternatives would be available. It was also noted by the City Administrator that other communitias who participated with Monticello in the comparable worth study did not have any Senior Citizen Center Director positions that were evaluated. The only other community that has a full-time director was St. Cloud. Mayor Grimsmo recommended that the Council meet with the Senior Citizen Center Board prior to the next Council meeting; and as a result, motion was made by Fran Fair, seconded by warren Smith, and unanimously carried to have a special meeting at 6:10 p.m., February 9, 1987, -7- Council Minutes - 1/26/87 to discuss with theSenior Citizen Board the role of the Senior Citizen Center and how it re la tea to the city government. Councilmember Bill Pair and Warren Smith will meet with the Senior Citizen Board prior to the special meeting to explain the options and alternatives available if it is determined the Center is a branch of government. 10. Status Report, PSG. Wastewater Treatment Plant Marager, Steve Sunt, reviewed with the Council the November and December 1986 operations report on the Wastewater Treatment Plant contract. Mr. Sunt noted that the operational cost of the Wastewater Treatment Plant looked favorable at this time, and they are currently under budget which may result in a rebate to the City at the end of the contract period. After further discussion, the report was accepted as presented. 11. Consideration of Bills for the Month of January. Motion was made by Bill Pair, seconded by warren Smith, and unanimously carried to approve the bills for the month of January as presented, except for Check 023732 for Lindberg Paint 6 Decorating. 12. Appointment to Joint Airport Commission. Administrator Cidem noted that the recently adopted Joint Airport Commission consisting of the City of Monticello and the City of Big Lake hao been established and that two members should be appointed to the Commission. It was recommended that the City Administrator and Economic Development Director, 011ie Koropchak, be appointed members of this Commission. Motion was made by Bill Pair, seconded by Fran Pair, and unanimously carried to appoint 011ie Koropchak end Tom 6idem as the City's representatives to the Joint Airport Commission recently established. Rick Wolfatetler Assistant Administrator C U Council Agenda - 2/9/87 '1 4. Continuation of a Public Hearing on an Amendment to the Tax Increment District 05 Finance Plan. (T.E.) A. REFERENCE AND BACKGROUND: This hearing is being continued from the last meeting in January due to the notification term required for the school and county. Wright County did not waive its 30 -day comment period. At the close of the hearing, the Council will need to adopt the resolution amending the finance plan and budget for Tax Increment District 05. The following agenda item covering the public improvements is the reason for the amended finance plan. John Simola's agenda supplement will be reviewing the proposed plane and specifications prepared by OSM. In essence, we are attempting to take full advantage of the tax increment generated by this size of project. As a note of general information, we may adopt the budget to be this large even though for some reason we may scale back the program in the future. Under state law, we may always reduce a budget or scope of project, but we cannot enlarge a district, nor can we enlarge the budget without the public hearing process. B. ALTERNATIVE ACTIONS: Upon closing of the public hearing: 1. Adopt a resolution amending the finance plan for Tax Increment District 45. 2. Do not adopt the resolution. C. STAPP RECOMMENDATION: Staff recommends that the resolution be adopted to allow the increased public improvements to be installed. D. SUPPORTING DATA: Copy of the resolution was transmitted with your January 26 agenda. ME Council Agenda - 2/9/87 i `�- 5. Consideration of Approving Plans and Specifications for Public Improvements in Construction Five Subdivision and Authorizing a Call for Bide. (J.S.) 14 A. REFERENCE AND BACKGROUND: The City Engineer has prepared plane for the improvements to Lauring Lane. Washington Street, and Fallon Avenue in the area of the Construction Five tax increment project. The project consists of construction of a new section of Lauring Lane through the gravel pit ending near the current civil defense siren site. Fallon Avenue will be upgraded to a 36 -foot roadway with curb and gutter with a new entrance approximately 75-100 fact south of the existing entrance near the railroad tracks and Washington. Washington will also receive curb and gutter from the railroad tracks to Lauring Lane on both sides and will be upgraded to a 9 -ton roadway. The open ditch now existing on the east side of Washington Street will be filled and a 60 -inch storm sewer and a box culvert system will be installed in this area. A smaller storm sewer, 30 inches in size, will be built along Lauring Lane from Washington Street easterly toward the civil defense siren site. A 12 -inch water main will be constructed on the new Lauring Lane, and a 6 -inch water main will loop through Fallon Avenue, providing service for Malonea and future development of the Rand Mansion site. Sanitary sewer will be constructed on Lauring Lane, with a short section extending off of Lauring Lane to serve the Malone home. In addition, another short section of sanitary sewer will be built on the north end of Fallon to serve development of the Rand Mansion site in the future. The estimated project costs can be found in the Tax increment Plan which was included with your last agenda. I have enclosed a copy of the preliminary plane for the project. John Badalich will be bringing a final set of plane for your review for Monday evening's meeting. It is my understanding that Tom Eidom will be making contact with the owners of the Rand property and Bill Malone prior to Monday evening'a meeting if possible. It is our intention to negotiate a direct contract with these property owners to pay their fair share. If these negotiations are successful, there would be no need to conduct future public hearings. B. ALTERNATIVE. ACTIONS: 1. The first alternative would be to approve the plane as presented by the City Engineer and accept the cost estimate and to proceed with the tax increment project an planned. 2. The second alternative would be to change, modify, or dismiss the plane as prasentud. -3- L Council Agenda - 2/9/87 C. STAFF RECOMMENDATION: It is the staff recommendation that the Council select Alternative M1 and proceed with the project as planned. D. SUPPORTING DATA: Maps. -4- L AU RING LANE ;S. ^ .. I� , �"" � ,� of � • r�_,;,,r 1'-,=' ltd, d o �. .R� ., �,. ;. ,, ., r2 ,�{� Y,, ^..,,}� �,�.'``� `aw'• A � .` Z +''+ \` �,.'" I '� L---"" � ,�. , _.l ,►n:' ,,,v+�ti„ sem• -.� LAUKINU IANC 1.D.wrrO .r wt 1r. DSO-' ♦ ryrtw I.�/ra0 /�rwWpr/ f r 0 rrncu utriDD UUrDW t.rL / ov� ~-~ � "0 tT. "10. ^ '--------- ------------------- ' ov� L _J NOTE: n -on, 1•L.111 \ of t..t• u'.c r • L•o uc+a• +o un u.•aa n u•.+ r•,u ue Iw nrt utr•et. w•sT wo o+Tc. meo a ... ......... A!" +row ••o en n.torn, I eo c+ u ctm • a ot • • . �0 . e0 . i ♦L.. V.10 • —.e •a.T. \LO•l •• NOTE : �•1+•LL 1••IT••• a ••TLM••ll TO "t" W- C -9-1e• TWO .1IT • 1 •. • u\.L •+.0• • •.1 •. 1.1.•T.o• o. a•nn•ai .•rte.•[. tl 1aw1 [m{Teat Tse e'M.u+••• \l Re. wn .a..0 mo t.�u,.e u.n•.. •.,1 CV\) C•l•Orl. YlrOl . 0l l.l. \ L•1[I 1•e •o c., eu.w • ., •.,ca ue •a• . [ ul.•e1+r n•0.1. \•Lbel \ NALn"nu t. a ••lo l•0 IIt+P • •ll �•' 01 �'� •, r•a<.ocsor acct* •.lL6M V(Yu[ �.1" ••• --' t..._ .... Ei� . R L'ill Council Agenda - 2/9/87 6. Consideration of Ratifying the Appointment of Mr. Al Larson to the Monticello RRA. (O.K.) A. REFERENCE AND BACKGROUND: The Monticello HRA bylaws state the authority shall consist of five members. Since the resignation of Roger Hedtke, the HRA has functioned with four members. At the February d, 1987, NRA meeting, the authority voted between two nominees, Al Larson and Dr. C. McCarty, for HRA membership. A motion was made by Ken Maus to recommend Al Larson, owner of Coast to Coast and a Monticello resident, for HRA membership. The motion wao seconded by Ben Smith and passed 0-0. Thereby, the HRA recommends Al Larson to the Mayor and City Council for ratification of appointment as an HRA member. Al Larson -9 HRA term will expire December, 1988. B. ALTERNATIVE ACTIONS: 1. Ratify the appointment of Al Larson to the Monticello HRA. 2. Deny ratification to appoint Al Larson to the Monticello RRA. C. STAFF RECOMMENDATION: Staff recommends the Mayor and City Council ratify the appointment r of Al Larson to the Monticello HRA. D. SUPPORTING DATA: None. -4- (,ilk o� /I'/onficel[o 'r- Omce of me Poona (612) 2952711 C.1y A.mmistraid Mev. (612) 333-5739 �I 4 February, 1987 TO: Mayor and Council FROM: Tom Eidery/Ifl.�-- RE: City Business Absent from the regular meeting's agenda is any consideration of the Senior Citizen Program. I have assumed that since you are conducting a special meeting prior to the regular meeting, you will also take action during that special meeting. Consequently, the topic should be resolved, and there is no need for it to appear on the second agenda. Obviously, if the issue requires additional time during the regular meeting, a motion to renew the discussion from the special meeting would be appropriate. I have not placed the question of the Zoning Administrator on the agenda for this meeting. Rather, since the last meeting I did talk with Mr. Gruber of the County Assessor's office. A copy of his letter 1s enclosed for your review. Mr. Gruber also stopped in to see me on Tuesday afternoon, having met earlier In the day with the County Board. Two things came from our conversation. First, the County is not opposed to hiring additional assessing staff in the future when the state of Minnesota initiatea the accredited assessor requirement. It is very likely at that time a number of local jurisdictions will opt to contract with the County rather than seek out their own accredited assessor. We may be able to be considered at that time. The other noteworthy point 1s that in his estimation, Mr. Gruber foals that a city the size of Monticello should have a person dedicating approximately 900 to 1000 hours in assessment. The figures I gave you at the last meeting indicated that Gary was, in fact, putting in approximately 600 hours on an average. If we accept Mr. Gruber'• estimate as reasonably accurate, then the position Clearly has greater time demands than we estimated. Again, rather than placing this on the agenda, 1 am providing the extra information for you to consider when evaluating various alternative solutions. I anticipate placing thin issue on the February 23 agenda. Lastly, as of the preparation of this agenda, Service Master of Monticello is cleaning City Hall, with their fee to be paid by Mr. Lindberg's insurance company. Based on current information, we anticipate them to be complete by Monday evening. If the cleaning 250 East ®roadway a Monticello, MN 55362-9245 Mayor and Council d February, 1987 Page 2 is complete, and is considered satisfactory to all, then I suggest we authorize final payment to Mr. Lindberg at the end of the meeting. I suggest you simply call City Hall Monday afternoon or come e little early before the special meeting to look the place over. If you're all satisfied, then we can authorize the insurance company to pay Service Master, and we can authorize final payment to Mr. Lindberg. MEMO TO: The Mayor of Monticello, Council Members, Tom Eidem, City Administrator, and Karen Hansen, Senior Citizen Director. FROM: 8111 Fair, City Council Member. DATE: January 26, 1987. RE: Issues Concerning the City's Role to the Senior Citizen's Program and Clarification of Employment Status of the Senior Citizen Director. The issue of whether the Director of the Senior Citizen Center is or should be a full time City staff position has been brought before this council for clarification. This became an issue due to the City's comparable worth study. In revealing the background information provided by the city adminis- trator and the senior citizen director, i have come to the conclusion that this council should clarify what its rel-ationship is to the total senior citizens program in this community and clarification should include who the senior citizen director works for and who is responsible for establishing the terms of that employment. Is the senior program a department of this city's administration or is It an Independent organization which the city has historically provided financial subsidy to? The history of the senior citizen's organization began in 1967 when a group of senior residents proposed to organize a senior citizen's club and made a request to the village council for financial assistance. As a result of that request a $100 a month subsidy for the club was approved by the village council. The next request a few months later dealt with providing the senior club a facility for meetings and functions. This also was granted and eventually a facility was purchased for this purpose. At about this same time the village council also voted to approve the first board of directors for the club. Why this council needed to approve the board of an Independent club is not clear but 1 suspect It did so simply because It was Asked to by the club and the council wished to be accommodating. Whatever the rationala,council ratification of the board of directors for the senior citizen'e club became the practice and was incorporated Into the senior citizen center constitution and by -lows. As years passed and councils changed, further requests for additional support of the senior citizen's program were made and approved. Ultimately this made the senior citizen's center almost totally dependent on the city for its operating budget and the assumption seemed to evolve that the senior citizen center was now a city owned and managed program with a mandate to he funded. As it existstoday, the city Memo - Senior Citizen Program January 26, 1987 Page 2 does provide over $20,000 towards the annual operation of the center besides providing a facility rent free. With this large financial commitment by the City, it is easy to see why this is assumed to be a city department. Yet while city funding to this program has been generous, 1 do not believe the past councils nor this council has ever defined the senior citizen's center as a city department and tried to remove the autonomy it has as an independent organization. The city has not controlled the income generated by the center's various activities and it has never insisted on limiting the participation in the center to its own tax payers and the city has never considered dismissing the board of directors or replacing the center's constitution or by-laws and replacing them with city developed policies and procedures. By choosing not to do these things, I believe past councils and this council intend for the senior citizen's center to be an autonomous body and not a city department. However, because no policy has ever been established defining the city's relationship with the senior citizen center, this council now has no real policy to guide it in resolving the status of the senior citizen director's position. Therefore, i believe this council is obligated to state a firm position as to Its relationship to the senior citizen's program and that program's directors position. For myself, i feel thnt the senior citizen's center should be an autonomous service organization and not a branch of city government. I feel that the City should continue with its finnncial subsidy to the center, but I do not believe it should be involved in policy making and resolving staffing needs. i believe our relation- ship to the center can be similar to those you have with the community education and YMCA programa which we also subsidize. I feel the board of directors of the senior citizen's center should administer subsidy provided by the city and should be the employer of the center's director. it is my opinion that they are better capable to define the role and duties of the director and decide accordingly whether the position should be full or part time. I further feel that the senior citizen's center should pursue other sources of funding rather than relying so heavily on the city's subsidy for its survival. As noted in the center's constitution and by-lews, participation is open to residents of the surrounding area, so perhaps the surrounding townships of Memo - Senior Citizen Program January 26, 1987 Page A3 Big Lake, Otsego, Monticello and Silver Creek should be petitioned for support. As for the current issue as to whether the director's position is full time and whether the salary should be adjusted accordingly, I must take the position that past council actions do not support the argument that this is currently a full time position. Although council minutes of February, 1978 refer to the position as being elevated to full time status. I believe this simply was to grant the director the fringe benefits available only to full time employees in recognition of the excellent job she was doing and continues to do. However, no salary increase was authorized at the time and no redefining of the director's duties was made. In fact, throughout the ensuing years the director's salary has continued to reflect a part time status. Before I can consider any change in that status, I believe this council must address its relationship to the whole senior citizen's center issue that I have stated above. Thank you for your indulgence. I felt it was necessary to submit my feelings in writing as the issue is an emotional one. I wish to reiterate that I believe Karen Hansen has been and continues to be an excellent senior citizen's director and my hope is she will continue in that position in whatever capacity is defined by this council or the senior citizen's board of directors if they are deemed to be the appropriate body for resnlving this issue. Thank you.