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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