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2023-11-27
Agenda
Not posted
What was on the agenda.
One-line summary
Council authorized two part-time administrative assistant offers, made several personnel-policy decisions on smoking and overtime, continued the broader personnel-policy discussion, and tabled Recycling Center business to December 12.
7 items as recorded in the packet and minutes.
1Call to Order / Roll Call / Approve Agenda
Call to order, roll call, and approval of the agenda for the 6:00 p.m. special session.
The 6:00 p.m. agenda was accepted as amended, reversing the order of the two council items.
2aRecycling Center
Recycling Center operational and administrative changes, including possible online payments, grants, hauler licensing research, polystyrene acceptance, and scale purchases.
The Recycling Center discussion was tabled to the December 12, 2023 city council meeting.
2bEmployee Personnel Policy Update
Second presentation and work-session discussion on proposed personnel policy updates and employee benefits.
Council took several specific votes on personnel-policy topics, assigned action items, and continued the remaining discussion to a December 14, 2023 work session.
3Adjourn
Adjournment of the 6:00 p.m. special session.
The 6:00 p.m. special meeting adjourned at 9:33 p.m.
5:30-1Call to Order / Approve Agenda
Call to order and approval of the agenda for the separate 5:30 p.m. special meeting minutes included in this bundle.
The 5:30 p.m. agenda was accepted as presented.
5:30-2Approve Administrator Lehner to Offer a Part-Time Administrative Assistant Position
Authorize the city administrator to offer two part-time administrative assistant positions.
Council authorized offers for two part-time administrative assistant positions, with pay and weekly hours capped in the motion.
5:30-3Adjourn
Adjournment of the 5:30 p.m. special meeting.
The 5:30 p.m. special meeting adjourned at 5:53 p.m.
What this meeting did about specific topics, organized by issue rather than by document.
Part-time administrative assistant hiring
Council authorized Administrator Lehner to offer two part-time administrative assistant positions. The approved motion capped pay at $23 per hour and hours at 30 per week, authorized background checks, allowed the candidates to start as soon as possible if they accepted, and said a later resolution would name the candidates.
Agenda: 5:30-2. Motions: M5. Speakers: Administrator Lehner, Deputy Clerk Johnson, Council Member Rainville, Council Member Alders.
Personnel policy updates and employee benefits
Council held the second presentation on personnel-policy updates, worked through policy questions and action items, and continued the remaining discussion to a December 14 work session. Topics included overpayment timing, PTO and ESST, EMB and short-term disability, FMLA/MNFMLA, funeral leave, smoking rules, grievance-policy changes, credit-card rewards and limits, probation reviews, benefits, and drug/alcohol-policy work.
Agenda: 2b. Motions: M6, M7, M8. Speakers: Project Manager Genevieve, Administrator Lehner, Mayor Pilon, Council Member Rainville, Council Member Fladebo, Deputy Clerk Johnson.
Smoking policy for city property and city vehicles
Council approved designated smoking areas in the maintenance yard and by the Recycling Center/Fire Station. Council also approved a vehicle rule that new employees may not smoke in any city vehicle, while current smoking employees may smoke only in specified older vehicles and not in the new truck or future new equipment; Council Member Rainville voted no on that second motion.
Agenda: 2b. Motions: M6, M7. Speakers: Mayor Pilon, Council Member Rainville, Council Member Fladebo, Administrator Lehner.
Comp time and overtime policy
After discussion that the city does not use compensatory time and instead pays overtime when incurred, Council voted to remove comp time from the personnel policy and authorize paying overtime when needed.
Agenda: 2b. Motions: M8. Speakers: Administrator Lehner, Mayor Pilon, Council Member Alders.
Recycling Center operations and equipment
The packet asked Council to consider Recycling Center operational changes and equipment purchases, including research on online payments, Anoka County grants, tonnage-report discrepancies, hauler licensing, polystyrene acceptance, and scales for batteries, plastic bags, and cords. The minutes state that the Recycling Center discussion was tabled to the December 12, 2023 council meeting.
Agenda: 2a. Speakers: Council Member Rainville, Sue Doll, Natalie Johnson, Christy Wall.
8 motions on the record. Split votes are highlighted.
M1MOTION BY COUNCIL MEMBER BREYEN, SECONDED BY ALDERS TO ACCEPT THE AGENDA AS AMENDED.
moved by Council Member Breyen, seconded by Alders
M2MOTION BY COUNCIL MEMBER BREYEN, SECONDED BY RAINVILLE TO ACCEPT THE AGENDA AS PRESENTED.
moved by Council Member Breyen, seconded by Rainville
M3MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO AMEND THE POLICY TO STATE THE ADMINISTRATOR WILL DESIGNATE A SMOKING AREA IN THE MAINTENANCE YARD AND A SMOKING AREA BY THE RECYCLING CENTER/FIRE STATION.
moved by Mayor Pilon, seconded by Fladebo
M4MOTION BY COUNCIL MEMBER ALDERS, SECONDED BY FLADEBO TO THE FOLLOWING: 1. NEW EMPLOYEES MAY NOT SMOKE IN ANY CITY VEHICLE 2. CURRENT SMOKING EMPLOYEES MAY SMOKE ONLY IN THE OLDER VEHICLES: JOE IN THE BLUE TRUCK, ERIC IN THE RED TRUCK, THE GRADER AND THE SMALLER OLD FORD. NO SMOKING IN THE NEW TRUCK OR ANY NEW EQUIPMENT GOING FORWARD.
moved by Council Member Alders, seconded by Fladebo
M5MOTION BY COUNCIL MEMBER RAINVILLE, SECONDED BY FLADEBO TO AUTHORIZE ADMINISTRATOR LEHNER TO OFFER TWO (2) PART-TIME ADMINISTRATIVE ASSISTANT POSITIONS. IF YES TO CANDIDATES, NOT TO EXCEED $23 PER HOUR AND NOT TO EXCEED 30 HOURS PER WEEK. IF THE CANDIDATES ACCEPT THE POSITION, THE CITY COUNCIL AUTHORIZES BACKGROUND CHECKS AND HAVE THEM START AS SOON AS POSSIBLE. A RESOLUTION NAMING THE CANDIDATES WILL FOLLOW IF THE OFFERS OF EMPLOYMENT ARE ACCEPTED.
moved by Council Member Rainville, seconded by Fladebo
M6MOTION BY MAYOR PILON, SECONDED BY COUNCIL MEMBER ALDERS TO REMOVE COMP TIME FROM THE POLICY AND TO AUTHORIZE PAYING OVERTIME WHEN NEEDED.
moved by Mayor Pilon, seconded by Council Member Alders
M7MOTION BY COUNCIL MEMBER BREYEN, SECONDED BY RAINVILLE TO ADJOURN.
moved by Council Member Breyen, seconded by Rainville
M8MOTION TO ADJOURN BY COUNCIL MEMBER RAINVILLE, SECONDED BY BREYEN.
moved by Council Member Rainville, seconded by Breyen
Each figure links back to the document it came from. When the council voted on the amount, the motion is shown.
Part-time administrative assistant hourly rate cap
Pay cap authorized for two part-time administrative assistant offers; the motion also capped hours at 30 per week.
salary · Part-time administrative assistant positions
$23
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Requested THINKSCALE shipping scale purchase
Requested purchase amount for a THINKSCALE shipping scale.
expenditure · Recycling Center scales
$65
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Council approval status: not yet on record.
Requested Tool Shop hanging scale purchase
Requested purchase amount for a Tool Shop hanging scale.
expenditure · Recycling Center scales
$23
outflow
Council approval status: not yet on record.
Amazon THINKSCALE sale price
Attached Amazon supporting page showed the THINKSCALE shipping scale sale price.
expenditure · Recycling Center scales
$59.99
outflow
Council approval status: not yet on record.
Amazon THINKSCALE list price
Attached Amazon supporting page showed the THINKSCALE shipping scale list price.
estimate · Recycling Center scales
$69.99
unknown
Council approval status: not yet on record.
Menards Tool Shop hanging scale everyday price
Attached Menards supporting page showed the everyday low price for the Tool Shop hanging scale.
expenditure · Recycling Center scales
$22.99
outflow
Council approval status: not yet on record.
Menards Tool Shop hanging scale final price
Attached Menards supporting page showed the final price after mail-in rebate.
expenditure · Recycling Center scales
$20.46
outflow
Council approval status: not yet on record.
Office administration paid insurance budget
Office administration paid insurance budget line for health, dental, and vision.
budget · 2024 Budget - Employee Benefits: Paid Insurance · FY 2024
$58,700
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Council approval status: not yet on record.
Public Works paid insurance budget
Public Works paid insurance budget line for health, dental, and vision.
budget · 2024 Budget - Employee Benefits: Paid Insurance · FY 2024
$38,100
outflow
Council approval status: not yet on record.
Parks paid insurance budget
Parks paid insurance budget line for health, dental, and vision.
budget · 2024 Budget - Employee Benefits: Paid Insurance · FY 2024
$3,200
outflow
Council approval status: not yet on record.
Recycling paid insurance budget
Recycling paid insurance budget line, noted as applicable only if one full-time administrative staff member is hired.
budget · 2024 Budget - Employee Benefits: Paid Insurance · FY 2024
$8,645
outflow
Council approval status: not yet on record.
Office administration life/LTD/STD insurance budget
Office administration life, long-term disability, and short-term disability insurance budget line.
budget · 2024 Budget - Employee Benefits: Life, LTD, STD Insurance · FY 2024
$2,900
outflow
Council approval status: not yet on record.
Public Works life/LTD/STD insurance budget
Public Works life, long-term disability, and short-term disability insurance budget line.
budget · 2024 Budget - Employee Benefits: Life, LTD, STD Insurance · FY 2024
$1,800
outflow
Council approval status: not yet on record.
Parks life/LTD/STD insurance budget
Parks life, long-term disability, and short-term disability insurance budget line.
budget · 2024 Budget - Employee Benefits: Life, LTD, STD Insurance · FY 2024
$150
outflow
Council approval status: not yet on record.
Recycling Center life/LTD insurance budget
Recycling Center life and LTD insurance budget line, with a note that STD was not mentioned.
budget · 2024 Budget - Employee Benefits: Life, LTD, STD Insurance · FY 2024
$255
outflow
Council approval status: not yet on record.
Annual cost to add long-term disability
Estimated annual cost to add long-term disability for current full-time employees.
budget · Annual cost for current full-time employees · FY 2024
$2,047.68
outflow
Council approval status: not yet on record.
Annual cost to add life insurance
Estimated annual cost to add $20,000 life insurance for current full-time employees.
budget · Annual cost for current full-time employees · FY 2024
$439.2
outflow
Council approval status: not yet on record.
Annual cost to add short-term disability
Estimated annual cost to add short-term disability for current full-time employees.
budget · Annual cost for current full-time employees · FY 2024
$1,417.56
outflow
Council approval status: not yet on record.
Total added benefits cost at 100% city paid
Estimated total cost if the city paid 100% of the listed added benefits.
budget · Annual cost for current full-time employees · FY 2024
$6,789.84
outflow
Council approval status: not yet on record.
Total added benefits cost with 80% vision/dental
Estimated total cost if the city paid 100% of LTD/STD/life and 80% of vision/dental.
budget · Annual cost for current full-time employees · FY 2024
$6,212.76
outflow
Council approval status: not yet on record.
2023 benefits budget total
Total 2023 budget for benefits shown in the packet.
budget · Employee benefits budget comparison · FY 2023
$80,300
outflow
Council approval status: not yet on record.
2024 benefits budget total
Total 2024 budget for benefits shown in the packet.
budget · Employee benefits budget comparison · FY 2024
$108,645
outflow
Council approval status: not yet on record.
Adjusted 2024 benefits budget after front desk staffing assumption
Adjusted 2024 benefits budget after two part-time versus full-time front desk reductions.
budget · Employee benefits budget comparison · FY 2024
$91,355
outflow
Council approval status: not yet on record.
Increase from 2023 to 2024 benefits budget
Increase from 2023 to the adjusted 2024 benefits budget shown in the packet.
budget · Employee benefits budget comparison · FY 2024
$11,055
outflow
Council approval status: not yet on record.
Actual cost for benefits for 2024
Packet figure for actual 2024 benefit cost under listed employee coverage assumptions.
budget · Actual cost for benefits for 2024 · FY 2024
$41,836.22
outflow
Council approval status: not yet on record.
When someone tried to remember earlier business, we cross-reference the corpus and write a short related-history note.
Based upon council discussions regarding working towards the Recycling Center becoming a self- sustaining operation Sue Doll, Anoka County, Deputy Clerk Natalie Johnson, Public Works employee Christy Wall and Council Member Rainville, Recycling Center Liaison, met November 15, 2023, to discuss center's operations and administrative reporting requirements.
What this is about
Prior council discussions about moving the Recycling Center toward self-sustaining operations.
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Note: Affirmed indicates council members present on 11/9 were okay to move forward with the proposed change.
What this is about
Prior November 9 personnel-policy discussion where council members present were okay moving forward with proposed changes.
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At some point in the past few years the city adopted a Smoke Free Policy for all its properties. With elimination of "on City Property" are we saying the policy is being revoked or are we just removing the verbiage from this document?
— CM Mary Rainville
What this is about
Prior smoke-free policy for city properties and whether current language would revoke or omit it.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
This has been a policy; however, it has not been enforced.
What this is about
Past non-enforcement of the smoking policy.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
It was discussed that in 15 years in the city, this process has not been used.
What this is about
Past use of the grievance process in the city and whether the policy is needed.
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There is some flexing of schedules in the same pay period, but comp time is not being used by any employee as it was made clear to him at the time of his hiring that comp time is not acceptable within the city due to previous staff abusing the system.
— Administrator Lehner
What this is about
Prior direction to Administrator Lehner that compensatory time was not acceptable because previous staff abused it.
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Council Member Rainville would like it to be in the policy in case the hours change at some time in the future as previous staff took advantage of this and paid 10 hours for PTO days.
— Council Member Rainville
What this is about
Prior staff practice of paying 10 hours for PTO days, which Council Member Rainville wanted addressed in policy in case work schedules changed.
The resolver has not run for this cue, or the search did not find a strong match in the corpus.
Every document and recording archived for this meeting.
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