HomeMy WebLinkAboutMinutes-06/13/2016COUNCIL WORK SESSION
June 13, 2016
4:20 p.m.
Harold E. Getty Council Chambers
Members present: Jacobs, Schmitt, Lind, Morrissey, Welper, and Amos.
Absent: Jacobs arrived at 4:52 p.m.
Moved by Welper seconded by Schmitt that the Agenda, as proposed, be approved.
Flood Control System Update
Jamie Knutson, Associate City Engineer, provided an overview of the city's Flood Control
System and explained that the city needs to address encroachments and sanitary sewer gate
wells. The plan is to come back to council in a couple weeks with a letter to the Army Corps of
Engineers with a timeframe and budget on how to replace the gate wells.
Encroachments must be removed according to the inspection completed by the Army Corps of
Engineers. Some of the encroachments have been in existence for 20 years. If they are not
removed, the levies will be rated unacceptable and FEMA can remove flood control systems
from the flood insurance maps and several residents will have to purchase their own flood
insurance.
Encroachments include wood piles, gardens, landscaping, parking lots, and in some areas fences
are pushing 60 feet out onto City property. The hope is to correct encroachments in 6-8 months.
Gate wells can be fixed further down the road.
Mr. Welper requested and Jamie Knutson provided clarification on some of the items on the
hand out map.
Mr. Welper questioned if the fences were put up without permission.
Jamie Knutson explained that it is difficult to say how the fences and parking lots were allowed
to be erected on city property.
Mr. Amos questioned if it is the responsibility of the citizen to remove encroachments.
Jamie Knutson explained that a letter will be sent and residents will be given time to remove
encroachments.
Mr. Lind requested that the letter sent to residents would include consequences for not removing
encroachments and questioned if adverse possession applies.
Dave Zellhoefer, City Attorney, explained that adverse possession does not apply to the
circumstance.
Mr. Lind questioned if the gate well project is included in the CIP.
Michelle Weidner, Chief Financial Officer, explained that it will be paid for by the sewer fund.
Mr. Schmitt questioned if have been notified.
Jamie Knutson explained that citizens have not yet been contacted.
Mr. Morrissey requested an explanation of what a gate well is and why they are important.
Jamie Knutson explained that a gate well is a rectangular structure with a slide gate to close off
pipes to the river. They prevent the river from flowing into the basements of homeowners and
businesses.
Mr. Morrissey questioned how long it would take to make repairs.
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Jamie Knutson explained that the process is relatively swift and the timing will be set by the
Army Corps of Engineers.
Mr. Morrissey asked for an estimated cost of replacement.
Jamie Knutson explained that it would cost 3.5 million to replace all gate wells.
Discuss City Clerk / HR Director position.
Suzy Schares, City Clerk, provided an overview of the organizational chart of the City Clerk and
Human Resources Department along with a short synopsis of job duties within the departments.
Mr. Welper noted that job interviews were conducted to hire a new City Clerk when the former
clerk retired. When the former Human Resources Director was let go, the responsibilities of the
Human Resources Department were merged with the City Clerk. Mr. Welper questioned if
Council wishes to keep both positions merged or separate them since the Mayor oversees the
Human Resources Director and Council oversees the City Clerk.
Mayor Hart stated that this work session is for discussion and brainstorming as to how to proceed
with the process of filling this opening whether it is with one position or two.
Mr. Lind explained that the city will never find another single person to fill both positions.
Suzy Schares, City Clerk, explained that she recommends splitting the positions due to the
amount of work involved.
Mr. Lind questioned if the three people in Human Resources could handle all of the work once
she leaves.
Suzy Schares stated that she believes there needs to be someone in charge and could potentially
be handled with 3.5 people if structured correctly.
Mr. Morrissey questioned if the position could have some of the responsibilities shifted to the
Deputy City Clerk and the Human Resources Manager.
Suzy Schares stated that adding to the already full workload of both the Deputy City Clerk and
the Human Resources Manager would not be an effective solution.
Mayor Hart explained the merger of the Human Resources Director with the City Clerk position.
Suzy Schares stated that there is no room to add additional workload to any one person in these
three departments.
Mr. Morrissey questioned how the responsibilities for the City Clerk and Human Resources
Director would be handled if the positions were divided.
Suzy Schares stated that employing a full-time City Clerk who can remain focused on the
responsibilities of that job and employing at least 3.5 people within the Human Resources office
and restructuring that department would both be much more beneficial to the city.
Mr. Amos questioned how much money was saved by combining the position and how much
would it cost to add the additional position.
Suzy Schares explained that an estimated cost savings in excess of $100,000.00 per year plus
benefits was realized by the city when she accepted the combined responsibilities of both
positions and the costs would be contingent on how they restructure.
Mr. Lind questioned if outsourcing payroll has been explored.
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Suzy Schares explained that the payroll rules are different for city government. One of the
things the payroll person can do in house is that the individual can catch errors as the individual
has knowledge of the seven labor contracts and civil service.
Mr. Lind questioned if some of the legal aspects of the position could be moved to the City
Attorney's Office.
Suzy Schares agreed that those aspects could be transferred to the City Attorney's Office if that
office had sufficient staff to take on those responsibilities and added that the current level of staff
in the attorney's office would be insufficient to take on more responsibilities.
Mr. Lind questioned when her last day will be.
Suzy Schares stated that her last day would be October 3, 2016.
Mr. Lind indicated that they should talk about her successor.
Suzy Schares agreed that, if he was talking about Kelley Felchle or the potential thereof, then
council should discuss the competencies of an individual taking on a position in executive
session. An executive session will be scheduled next week for that purpose.
With no further business before the Council, it was moved by Welper seconded by Schmitt that
the meeting be adjourned at 4:57 p.m. Ayes: Six. Motion carried.
Kelley Fele le
Deputy City Clerk