HomeMy WebLinkAboutMay 21, 2007 Work SessionCITY OF COLUMBIA HEIGHTS
590 40"' Avenue NE, Columbia Heights, MN 55421-3878 (763)706-3600 TDD (763) 706-3692
Visit our website ut: rvww.ci.columbin-frei>ahts.mrr.us
ADMINISTRATION
NOTICE OF CITY COUNCIL MEETING
to be held in the
CITY OF COLUMBIA HEIGHTS
us follows:
Meeting of: COLUMBIA HEIGHTS CITY COUNCIL
Date of Meeting: MONDAY, MAY 21, 2007
Time of Meeting: 5:30 TO 7:00 P.M.
Location of Meeting: CONFERENCE ROOM 1
Purpose of Meeting: WORK SESSION
AGENDA
Utility Rate Study update
Municipal Service Center building main floor radiant heating
Creation of a City Clerk position
Mator
c~,n~ t.. t~~r<<~.ti~~,,,
(buncilmembers
/Znhcvl .•1. 1Po'dhanr,c
6wc'e Ncr}nrn~:k~
1'ammeru l ~~celwu
ISruee Kel~rnher,~
CiCy Manager
I{'a6ri~ IZ. l~~~•hst
The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to,
or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be
provided to allow individuals with disabilities to participate in ali City of Columbia Heights' services,
programs, and activities. Auxiliary aids for handicapped persons are available upon request when the
request is made at least 96 hours in advance. Please call the City Council Secretary at 706-3611, to make
arrangements. (TDD/706-369? for deaf or hearing impaired only)
CITY COUNCIL LETTER
Meeting of: S/21 /07
AGENDA SECTION: WORK SESSION ORIGINATING DEPARTMENT: CITY MANAGER
PUBLIC °~;'ORKS
ITEM: UTILITY RATE STUDY UPDATE BY: K. Hansen ~~ BY: ~~
RECOMMENDATIONS DATE: 5/17/07 DATE:
Background:
The City of Columbia Heights conducted a utility rate study for the development and implementation of equitable rate structures
for sanitary sewer, storm sewer, and water utilities over a 5-year period, completed in 2003. The engineering consulting firm of
SEH reviewed various rate scenarios for our water, sanitary sewer, and storm sewer. This was done to ensure that the necessary
revenues would be available for debt repayment and the uninterrupted operation and maintenance of these services. The process,
findings and recommendations are detailed in a Utility Rate Study Report dated October 28a', 2003, and adopted by the City
Council on December I5`h, 2003, along with the 5-year rate plan. It should be noted that the Refuse Fund was not included in the
original rate study.
The City is now in the middle of the established 5-year rate structure, a copy of which is attached. We have approximately 3-I /2
years operating experience under the new rate structure and recommend an update for the next five years for the subject enterprise
funds, further analyzing the impacts of governmental mandates, the Capital Improvement Program (CIP) and debt service. It should
be reminded that the CIP for all utility departments was reduced over the original five-year rate study period, the reduction in the
water CIP by nearly fifty percent, to lessen potential rate increases. The update examined our rates in terms of revenue and
expenses and makes recommendations for mid-term adjustments. In June of 2006, the City Council authorized the consulting firm
of SEH to conduct amid-term review with recommendations for the next five years.
Analysis/Conclusions:
The following factors that are influencing the current operations of each Enterprise Fund:
The Storm Sewer Fund does not currently generate sufficient revenue to cover operating expenses. This situation will
continue and likely worsen due in large part to the requirements of the City's NPDES Phase II permit and pending TMDL
requirements. The 5-year permit was recently revised in June of 2006 increasing the demands of the department.
The sanitary sewer department has also experienced additional demands: internal aggressive sewer cleaning, I/I disconnect
program, backflow prevention program; and external - MCES I/I surcharge program that adds $83,000 per year for the
next 5 years until satisfactory I/I reductions are made.
The water department budget has been impacted primarily in Capital Improvements with the addition of a cleaning and
lining program under the City of Minneapolis annual program.
The 2003 Rate Study did not include solid waste. The refuse and recycling fund has a budgeted operating deficit of $69,000 for
2006. The total operating loss in the refuse/recycling fund from 2001 through 2005 was $545,576. At the end of 2006, the fund
had a cash balance of $395,549. A copy of a memo from the Finance Director detailing the fund balances at the end of 2006 is
attached.
The attached Figure 6 shows the impact on various size residential families of the recommended annual rate adjustments for each of
the years from 2007 to 2012. The following represents the average recommended increase in a quarterly bill in both dollars and as
a percentage:
2007 mid-year $3.56 2.41%
2008 $7.20 4.63%
2009 $6.38 3.92%
2010 $6.33 3.74%
2011 $6.60 3.76%
2012 $6.69 3.67%
Staff is recommending a small mid year (at 6 months} adjustment in 2007 in funds that have a deficit. No adjustment is
recommended in the water fund. The annualized adjustments in the sanitary, storm sewer and refuse and recycling funds are:
1.5%, 2.5%, and 2.5%, respectively. Staff is recommending increases in each of the utility funds to address overall fund deficits,
debt service far capital improvements, operational inflationary increases, and agency rate increases such as the Metropolitan
CITY COUNCIL LETTER
Meeting o£ 5/21/07
AGENDA SECTION: WORK SESSION I ORIGINATING DEPARTMENT: I CITY MANAGER
PUBLIC WORKS
ITEM: UTILITY RATE STUDY UPDATE BY: K. Hansen BY:
RECOMMENDATIONS DATE: 5/I7/0'7 DATE:
Council Environmental Services and Minneapolis Water Works.
Page 2
The recommended rates for the years 2007 through 2012 are on the attached resolution. As a percentage each year, the
recommended increases for the commodity charges are as follows:
2008 2009 2010 2011 2012
Sanitary Sewer 3% 5% 3% 3% 3%
Storm Sewer 5% 5% 2.5% 2.5% 2.5%
Water 4% 3.5% 4% 4% 4%
Refuse & Recycling 0% 3% 3% 3% 3%
As discussed during the last utility rate study, a desirable goal for each enterprise fund is to have a fund balance equal to one year's
operating expenses. Even with the rate adjustments, only the sanitary sewer fund will achieve this. One of the benefits of having
cash reserves is to pay as you go for capital expenses or major emergency events.
Recommended Motion: Move to waive the reading of Resolution No. 2007-70, there being ample copies available to the public.
Recommended Motion: Move to approve and adopt Resolution No. 2007-70, being a Resolution establishing the rates for Water
Service, Sanitary Sewer Service, Storm Sewer and Refuse for the years 2007 through 2012.
KH:jb
Attachments: Recommended 5-year rate structure (2007-20012)
Finance Director Elrite memo
Figure 6
Total Quarterly Utility Bill Year to Year Comparisons
2007 - 2011
^~~ic ~ .escri;~iion
o~ Custo;W,..; Typical
Quarterly
~Jlfater UsagC
QGa-3ons) Refuse
Service
Pla,~
;Gai-ons) 2007 Existing
Utility Bill
Water* Sewer Storm Refuse** Recycling Total 2007 Mid Year
Utility Bill
Water* Sewer Storm Refuse** Recycling Total
Total
Increase
Percent
Increase
s : ~ g 1 ~' =.d u _ c ~ , o 0 0 - .~ $33.36 $24.62 $7.38 $29.86 $9.54 $104,76 $33.36 $25.36 $7.74 $31.36 $10.02 $107.83 $3.07 2.9%
,~ ~ '~-a', =~ . ~ ~ •~ ~ $47.51 $33.27 $7.38 $31.28 $9.54 $128.98 $47.51 $34.27 $7.74 $32.84 $10.02 $132.38 $3.40 2.6%
:~~; ; 1 s , o u u - $61.66 $41.92 $7.38 $39.02 $9.54 $159.52 $61.66 $43.18 $7.74 $40.97 $10.02 $163.56 $4.05 2.5%
~ani~'.~ - -u.~~~% $75,81 $50.57 $7.38 $39.02 $9.54 $182.32 $75.81 $52.09 $7.74 $40.97 $10.02 $186.62 $4.30 2.4%
=a~a:iy ,-'- .:. %:>.ooo $104.11 $57.49 $7.38 $39.02 $9.54 $217.54 $104.11 $59.21 $7.74 $40.97 $10.02 $222.05 $4.51 2.1%
* Includes $3 meter surcharge and $1.30 State Testing Fee
** Includes 9.75% Tax
;;-pica- Descri~ticn
of Custorner Typicai
Quarterly
? ~l,~ter Usage
(G~a-dons) Re;u~e
Servica
Plan
~Ga--onsy 2007 Mid Year
Utility Bill
Water* Sewer Storm Refuse** Recycling Total 2008
Utility Bill
Water* Sewer Storm Refuse"* Recycling Total
Total
Increase
Percent
Increase
single a~ui _ -,oco o $33.36 $25.36 $7.74 $31.36 $10.02 $107.83 $36.32 $26.90 $8.13 $31.36 $10.02 $112.72 $4.89 4.5%
Two Aau~' , io, oou >o $47.51 $34.27 $7.74 $32.84 $10.02 $132.38 $51.03 $36.36 $8.13 $32.84 $10.02 $138.37 $6.00 4.5%
average ::,__: ~:: _:.~_. is, o00 90 $61.66 $43.18 $7.74 $40.97 $10.02 $163.56 $65.75 $45.81 $8.13 $40.97 $10.02 $170.67 $7.10 4.3%
rumily ct ~:,_,.~_ : o, o00 - ~ $75.81 $52.09 $7.74 $40.97 $10.02 $186.62 $80.46 $55.26 $8.13 $40.97 $10.02 $194.83 $8.21 4.4%
Fcuuily ot: s-:~: ~o, o00 -- $104.11 $59.21 $7.74 $40.97 $10.02 $222.05 $109.89 $62.82 $8.13 $40.97 $10.02 $231.82 $9.78 4.4%
* Includes $3 meter surcharge and $1.30 State Testing Fee
** Includes 9.75% Tax
Typica- Refuse 2008 2009
,;o~. ~~ c; i3tion Quarterly Service Utility Bill Utility Bill
oS Cvstorr~Lc '~~W'ater Usage P°.en Total Percent
tiGallons} ~~2 ~:i-c.aj Water* Sewer Storm Refuse** Recycling Total Water* Sewer Storm Refuse** Recycling Total Increase Increase
siugie adul~. :>, aoo _.. $36.32 $26.90 $8.13 $31.36 $10.02 $112.72 $37.87 $28.11 $8.55 $32.30 $10.32 $117.15 $4.43 3.9%
Two aa:~:~.. ~,. ., l o , 0 0 0 ~ o $51.03 $36.36 $8.13 $32.84 $10.02 $138.37 $53.10 $37.99 $8.55 $33.83 $10.32 $143.79 $5.41 3.9%
average xe_:_._:.:: ls,ooo o-~o $65.75 $45.81 $8.13 $40.97 $10.02 $170.67 $68.33 $47.87 $8.55 $42.20 $10.32 $177.26 $6.60 3.9%
gamily of ~ _ .. = o, ooc ~•- $80.46 $55.26 $8.13 $40.97 $10.02 $194,83 $83.56 $57.75 $8.55 $42.20 $10.32 $202.37 $7.54 3.9%
~~amii_~ oe s.., ,o, aou >u $109.89 $62.82 $8.13 $40.97 $10.02 $231.82 $114.02 $65.65 $8.55 $42.20 $10.32 $240.73 $8.91 3.8%
* Includes $3 meter surcharge and $1.30 State Testirig Fee
** Includes 9.75% Tax
Typica! Refus_ 2009 2010
n y-cic~. J~essric:i;;;: Quarterly Senrica Utility Bill Utility Bill
oti` Custoi~:~r 'i'Jater Usage Plan Total Percent
(Gal-ons) ~Ga-lons9 Water* Sewer Storm Refuse** Recycling Total Water* Sewer Storm Refuse** Recycling Total Increase Increase
sing 1 e a.d:: ~ ',. s , oco ~.. $37.87 $28.11 $8.55 $32.30 $10.32 $117.15 $39.95 $28.96 $8.76 $33.27 $10.63 $121.56 $4.41 3.8%
Two Adu: ,. ,~ :t o . u u u c, o $53.10 $37.99 $8.55 $33.83 $10.32 $143.79 $55.79 $39.13 $8.76 $34.84 $10.63 $149.15 $5.36 3.7%
averag -.--. --- ~ , o00 ~ $68.33 $47.87 $8.55 $42.20 $10.32 $177.26 $71.63 $49.30 $8.76 $43.46 $10.63 $183.78 $6.52 3.7%
r'awily of _,._ ..o,oo,~ ~- $83.56 $57.75 $8.55 $42.20 $10.32 $202.37 $87.47 $59.48 $8.76 $43.46 $10.63 $209.80 $7.43 3.7%
r':~mils' oc ~-_ ~ ~ $114.02 $65.65 $8.55 $42.20 $10.32 $240.73 $119.15 $67,62 $8.76 $43.46 $10.63 $249.62 $8.88 3.7%
* Includes $3 meter surcharge and $1.30 State Testing Fee
** Includes 9.75% Tax
o ~.iCa~: ~~s~.rii.~tion
oa +~ustcra~er Typicai
Quarterly
1T~Jater Usage
+~Gallons) ;refuse
Service
Plan
yGaiicnsj 2010
Utility Bill
Water* Sewer Storm Refuse** Recycling Total 2011
Utility Bill
Water* Sewer Storm Refuse** Recycling Total
Total
Increase
Percent
Increase
single .adult s, o00 ~-. $39.95 $28.96 $8.76 $33.27 $10.63 $121.56 $42.17 $29.83 $8.97 $34.26 $10.95 $126,17 $4.61 3.8%
Two :aduic:; :~,u00 .... $55.79 $39.13 $8.76 $34.84 $10.63 $149.15 $58.64 $40.31 $8.97 $35.89 $10.95 $154.75 $5.60 3.8%
.average :. _ _ . ~ _,. ~- ~ ~ , o 0 o u o $71.63 $49.30 $8.76 $43.46 $10.63 $183.78 $75.12 $5D.79 $8.97 $44.77 $10.95 $190.59 $6.80 3.7%
Family oc _ .__ ~o,ooo =o $$7.47 $59.48 $8.76 $43.46 $10.63 $209.80 $91.59 $61.27 $8.97 $44.77 $10.95 $217.54 $7.74 3.7%
Fa~;~ily ~~~ -;-: ~>~, o~. ~' -" $119.15 $67.62 $8.76 $43.46 $10.63 $249.62 $124.54 $69.65 $8.97 $44.77 $10.95 $258.88 $9.26 3.7%
* Includes $3 meter surcharge and $1.30 Sfiate Testing Fee
** Includes 9.75% Tax
ypical Descrip~i::;;
of Ci~::~ur'r:;' Typical
Quarterly
v"later Usage
tGailonsj ~eiuse
Service
Plan
`Gal-ons'r 2011
Utility Bill
Water* Sewer Storm Refuse** Recycling Total 2012
Utility Bill
Water* Sewer Storm Refuse** Recycling Total
Total
Increase
Percent
Increase
single ;. ~ :: s, uoc -.. $42.17 $29.83 $8.97 $34.26 $10.95 $126.17 $44.33 $30.73 $9.18 $35.29 $11.27 $130.80 $4.62 3.7%
Two ~~]~:.'.-, '-o. ooc ~ $58.64 $40.31 $8.97 $35.89 $10.95 $154.75 $61.46 $41.52 $9.18 $36.96 $11.27 $160.40 $5.65 3.6%
,werag~ :...:::.-. is, coo $75.12 $50.79 $8.97 $44.77 $10.95 $190.59 $78.60 $52.32 $9.18 $46.11 $11.27 $197.47 $6.89 3.6%
Fao~il y o~ ~~ ..._.- a o , o 0 0 - . $91.59 $61.27 $8.97 $44.77 $10.95 $217.54 $95.73 $63.11 $9.18 $46.11 $11.27 $225.40 $7.86 3.6%
;'ami ly oe s i:_ ~ u ,oco - , $124.54 $69.65 $8.97 $44.77 $10.95 $258.88 $130.00 $71.75 $9.18 $46.11 $11.27 $268.31 $9.43 3.6%
* Includes $3 meter surcharge and $1.30 State Testing Fee
** Includes 9.75% Tax
Figure 6
Total Utility Bill Annual Comparisons
2003-2008
CITY OF COL UM~IA HEIGHTS
DATE: MAY 18, 2007
TO: KEVIN HANSEN
PUBLIC WORKS DIRECTOR
FROM: WILLIAM ELRITE
FINANCE DIRECTOR
RE: CASH FUNDS AVAILABLE IN ENTERPRISE FUNDS
In relationship to the updated Utility Rate Study and the need for increases in rates, the following chart
reflects the December 31, 2006 available cash in the Enterprise Funds and the unfunded bond principal
in our Debt Service funds. I have also attached a copy of my memo from June 20, 2006 showing the
December 31, 2005 cash funds available.
When comparing the chart below with the 2005 cash balances, literally all of our Enterprise Funds
have less cash at the end of 2006 than they did at the end of 2005. In addition to this, our unfunded
debt service bond principal has increased.
City of Columbia Heights
Enterprise Funds
Operating and Capital Funds Cash Balances
Including Interfund Receivables
For the period ending 12/31/2006
Sanitary Storm
Water Sewer Sewer Refuse
O eratin Accounts
Cash 0 801,945 0 244,795
Interfund rec 0 0 0 0
TotalO eratin 0 801,945 0 244,795
Ca ital Accounts
Debt Service Deficit
Unfunded Bond
Princi al 2,026,241 12,341 752,832 0
Cash
Interfund rec 0
0 738,245
385,559 219,377
0 0
0
Total Ca ital 0 1,123,804 219,377 0
As you can. see from the above chart, the only Enterprise Fund that has an adequate capital cash
reserve is the Sanitary Sewer fund. Bath the Water and Storm Sewer funds are operating with virtually
no cash reserves and a significant debt service burden. The result of this is that any capital
construction expense far the Water and Storm Sewer funds will necessitate additional bond sales that
will increase debt services and will need to be repaid through user service fees.
WE:sms
0705181PW
Attachment:
CITY OF COLUMBIA HEIGHTS
DATE: JUNE 20, 2006
TO: KEVIN HANSEN
PUBLIC WORKS DIRECTOR
FROM: WILLIAM ELRITE
FINANCE DIRECTOR
RE: CASH FUNDS AVAILABLE IN ENTERPRISE FUNDS
At the work session of June 19`" there was a question regarding available balances in the
Enterprise Funds. The following chart reflects the available balances. This has been broken
down into three sections, Operating Accounts, Capital Accounts that include capital equipment
replacement and capital construction, and the Deficit in Debt Service funds for each of these
accounts. It should be noted that the Debt Service Deficit is principal only and does not include
interest expense.
City of Columbia Heights
Enterprise Funds
Operating and Capital Funds Cash Balances
Including Interfund Receivables
For the period ending 12/31/2005
L
O eratin Accounts
Cash 9,611 117,783 0 395,549
Interfund rec 0 1,074,559 0 0
TotalO eratin 9,611 1,192,342 0 395,549
Capital Accounts
Cash 0 535,016 36,327 0
Interfund rec 376,869 625,571 0 0
otal Ca ital 376,869 1,160,587 36,327 0
Debt Service Deficit
Unfunded Bond
Principal (1,207,637} (16,494} (620,924) 0
The above chart reflects, in essence, what was stated at the work session. The Sanitary Sewer
fund has adequate cash reserves to cover capital improvement expenses for a few years.
However, bath the Water and the Storm Sewer funds are operating with virtually no cash
reserves and a significant debt service burden. The result of this is that any capital construction
expenses for the Water fund and Storm Sewer fund will necessitate additional bond sales and
increased debt service that will need to be repaid through user service fees.
Sanitary Storm
,"dater SevYer , Sever ~ F.efuso ,
WE:sms
0606201PW
CITY COUNCIL LETTER
Meeting of: 5/21/07
AGENDA SECTION: WORK SESSION
NO:
ITEM: MUNICIPAL SERVICE CENTER BUILDING
MAIN FLOOR RADIANT HEATING
ORIGINATING DEPARTMENT: CITY MANAGER
PUBLIC WORKS
BY: K. Hansen BY: ~° = ~' ,
DATE: 5/17/07 I DATE:
Background:
In September of 2005, the City Council awarded the bid for the renovation of the Municipal Service Center to Ebert Construction.
Due to the construction cost estimate (prior to bidding), the work scope was separated into a base bid and several alternates that
could be evaluated on bid costs. The bid was awarded as a base bid addressing the major maintenance needs and deficiencies of the
MSC Building, with the alternates prepared to address other ADA, operational, and/or equipment needs or deficiencies. A recap of
those alternates are summarized as follows:
Alternate 1: Elevator Addition /Front Entry
Alternate 2: Mezzanine Floor Level Replacement of Toilet Rooms
Alternate 3: Basement Floor Level Wash Bay
Alternate 4: Building Access Control Improvements
Alternate 5: Rooftop HVAC Replacement (serves Mezzanine area)
Alternate 6: Hoist Replacement to Service Newer Automobiles
Alternate 7: Replace Basement Level Floor Unit heater with Gas-Fired Radiant Heaters
Alternate 8: Replace Main Level Floor Unit Heater with Gas-Fired Radiant Heaters
Alternate 9: Basement Floor Level Lighting Improvements
Alternate 10: Alternate Type of Break-Off Concrete Masonry Unit
Alternates 3, 5, & 9 were awarded with the base bid. The work was completed in 2006.
Analysis/Conclusions
As indicated to the council in the bid award, the alternates not selected in the major improvement project reduced the scope of
work but would be considered through future Public Works budgeting procedures. In 2007, $38,000 was established in the Public
Works budget for replacing the main level gas fired unit heaters with radiant heaters and the primary building heat means.
Radiant heat is recommended as the primary means of heating the MSC Building due to energy efficiency, reliabilit;~ and the
process of how it heats vs. forced air unit heaters. Radiant heat operates on mass heating objects vs. forced air heating the air in a
space. The MSC building is ideally suited for this type of heating process with concrete floors and walls, which will provide a large
heat mass. This type of heat process also provides a more even heat distribution in a large space and is less prone to temperature
variations (hot and cold spots).
Ener~~ciency: An energy efficiency calculation was conducted which compared the existing unit heaters current operation and
new radiant heaters. Assuming an average year heating, the annual cost to operate the unit heaters would be $17,300 and the radiant
heaters would be $11,650; an estimated savings of $5,750. This equates to a payback of approximately 7.0 years.
COUNCIL ACTION:
CITY COUNCIL LETTER
Meeting of: 5/21/07
AGENDA SECTION: WORK SESSION
NO:
ITEM: MUNICIPAL SERVICE CENTER BUILDING
MAIN FLOOR RADIANT HEATING
ORIGINATING llEPARTMENT: I CITY MANAGER
PUBLIC WORKS
BY: K. Hansen BY:
DATE: 5/17/07 DATE:
Page 2 -Continued
Rebates: CenterPointe Energy has rebates available in 2007 based upon the energy efficiency, size (btL~'s) and cost of the radiant
heaters. Under this program, the radiant heaters would qualify for a rebate of $2,700 from CenterPointe Energy. Based upon the
low bid received, the cost of the radiant heat is further reduced to $37,164 including the rebates. This equates to a payback of
approximately 6.5 years, with the rebates.
Staff obtained bids for the MSC main floor radiant heat, installed as follows:
Infrared Heating: $39,864
Pflffner Heating: $41,995
The original bid received from Ebert Construction for the MSC Building Renovation project for this work was $47,707.
Recommended Motion: Move to accept the bids and award a contract to Infrared Heating for MSC main level radiant heating in
the amount of $39,864; and, furthermore, to authorize the Mayor and City Manager to enter into a contract for the same.
COUNCIL ACTION:
CITY COUNCIL LETTER
ot: Mav Ly, ZUU"/
AGENDA SECTION: CONSENT
NO:
ITEM: CREATION OF A CITY CLERK
POSITION
NO:
ORIGINATING DEPT:
FINANCE
BY: WILLIAM ELRITE
DATE: May 17, 2007
CITY MANAGER
APPROVAL ~
Historic Information
For over thirty years the City of Columbia Heights has not had a City Clerk position. At some point, possibly in the
1970's, the title of City Clerk was included with the Finance Director position. However, the only significant city
clerk duties that were included in that job description were City elections and some statutory city clerk financial
reporting functions. Customary city clerk duties, such as taking and maintaining council minutes, maintaining and
updating the City's Record Retention Schedule, compliance with the Minnesota Data Practices Act, updating and
maintaining the city code, Mayor/Council budget preparation, publication of official notices and other required
documents, directing elections, and other such functions have been performed by a number of clerical and
management personnel, leaving virtually no coordination of traditional. city clerk functions. Since the mid 1990's
management has been working progressively to include several of the above functions in the Council
Secretary/Deputy City Clerk position. With the appointment of Patty Muscovitz to this position in November of
1999, major strides have been made incorporating city clerk functions into this post.
~111'1'P,111 .l tt`11'l I C
Currently a large number of the traditional city clerk job functions have been moved to the Deputy City Clerk
position. With this, staff has rewritten the job description for this position and changed the job title to City Clerk,
formally including the basic city clerk job functions. With this change, the pay range for the position has been re-
eyal„ated in a~~nrdan~e with the City (~gt~n~il e_.stablished pay plan: This plan utilizes the HAY system for
evaluating positions. Under this system, the position is evaluated on knowledge, problem solving, accountability,
and working conditions. This evaluation system has been used in the City since 1993, when it was adopted by the
City Council. The primary goal of this plan is to evaluate positions in the City to ensure internal pay equity. The
following chart shows the current pay rate for the Deputy City Clerk and the pay rate for a City Clerk position.
Entry 6 Months i Year 2 Years 3 nears
Deputy City Clerk 3392 3507 3623 3738 3854
City Clerk 3732 3859 3987 4114 4241
RECOMMENDED MOTION: Move to approve the establishment of the City Clerk position, the City
Clerk job description, and the 2007 wage range for the City Clerk position.
W E airs
0705171 COUNCIL.
COUNCIL ACTION:
CITY CLERK
NATURE OF WORK
This is highly responsible and varied clerical and administrative work in
serving as City Cleric. Position provides receptionist, secretarial, and clerical
assistance to the Mayor, City Council, and City Manager. Work involves
considerable public contact. Work requires knowledge of, and familiarity with, the
general city organization and operation of municipal services. This position. is
responsible for providing information and answers to the public and for receiving
and handling inquiries and complaints from the public. Worlc also includes
responsibility for scheduling and arranging various meetings, composing,
compiling, gathering, copying, and distributing materials in accordance with
deadlines, and performing research duties as assigned. Considerable initiative,
independent judgement, and discretion is required in handling various delegated
administrative details. Assignments, except for specific or special projects, are
given in terms of general guidelines and reviewed from the results obtained.
Supervision and evaluation of this position comes from the City Manager. The
position is responsible to the City Manager as well as the Mayor and Council
Members.
ECSENTIAL. ~O~ FTTNf'Tjf~~TC
1. Types, copies, and distributes a variety of correspondence, minutes, reports,
and other materials from dictating machine, rough copy or verbal instruction.
Composes and types routine letters, memos, notices, and other material.
2. Arranges meetings of the City Council, provides for public notice of same,
and prepay°es, asseii3bles, and distributes Council meeting agendas and
materials.
3. Attends all regular and special meetings of the City Council, takes and types
minutes of such meetings.
4. Interviews, screens, and refers callers; answers various inquiries; provides
information on municipal services and functions.
5. Compiles and completes data for administrative and public reports, bulletins,
questionnaires, and other documents.
6. Maintains records and files of official city documents including
correspondence, minutes, resolutions, ordinances, and contracts; disseminates
copies of such records as required; maintains and recommends updates to
City's Record Retention Schedule and determines which official records
must be stored or destroyed in accordance with such schedule.
7. Organizes and directs elections, including arranging for polling places,
receiving candidate filings and campaign expenditure reports, arranging for
judges, preparing ballots, programming of voting machines, monitoring
effective machine operation, training election judges, preparing legal notices
for the media, purchasing necessary supplies, maintaining the required
records, and serving as troubleshooter.
8. Serves as the responsible authority for compliance with the Minnesota Data
Practices Act. Receives and responds to requests for data in accordance with
the Act.
9. Maintains, updates, and distributes changes to the City Code on a quarterly
basis.
I Q. Prepares and oversees Mayor and Council budget.
11. Obtains required signatures for ordinances, resolutions, contracts, and other
official documents; ensures proper and timely publication of all official
notices and other required documents.
12. Establishes and maintains records of boards and commissions, including
membership and approved minutes. Coordinates recruitment, selection,
interviews, reappointments and recognition of board and commission
members.
13. Serves as City department liaison/representative on various committees as
assigned; serves as Sunshine Fund Coordinator.
I4. Serves as back-up to the Administrative Secretary.
I S. 11/Iaintains rnnf dentiality of infnrmatinn,
16 Operates a variety of office equipment.
I7. Performs other duties related. to the position as assigned.
REQufiRE~i QU~yL,~IrIC~'iTIOl~1S:
High school graduation or equivalent.
Combination of training and experience equivalent to an Associate degree in
business or related field.
Four years related experience performing responsible secretarial and administrative
duties involving extensive public contact.
Two years training and/or experience in the operation of a computer using
Microsoft Office programs.
Typing: 80 wpm.
]f~ESIREFI ~~TALIFICATINS:
Municipal Clerk certification.
Five or more years related experience performing responsible secretarial and
administrative duties involving extensive public contact.
Two years related experience in a municipal government setting.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of English, spelling, vocabulary, and proper grammar and usage.
Knowledge of arithmetic, clerical practices and procedures, modern office
equipment operation. and municipal operation and organization.
Skill in the operation of a variety of office equipment, including: computer and
dictation equipment.
Ability to maintain records and to prepare reports from such records.
Ability to proficiently operate a computer using Microsoft Office program.
Ability to make decisions in accordance with established policies and procedures.
Ability to transcribe dictation at a moderate rate of speed as required by office
operations.
Ability to communicate effectively, orally and in writing.
Ability to assemble, organize, and present in oral or written form information
derived from a variety of sources.
Ability to mmaintain confidentiality of information.
Ability to establish and maintain effective working relationships with city officials,
co-workers, other governmental agencies, and the public and to deal with public-
related problems courteously and tactfully.
031407