BAXTER CITY COUNCIL AGENDA Tuesday, May 5, 2020

BAXTER CITY COUNCIL AGENDA

Tuesday, May 5, 2020

The regular meeting of the Baxter City Council will be held on Tuesday, May 5, 2020 at 7:00 PM atthe Baxter City Hall, 13190 Memorywood Dr., Baxter, MN.

1. Call Meeting to Order

2. Roll Call

3. Pledge of Allegiance

4. Additions or Changes to the Agenda

5. Public Comments

Comments received from the public may be placed on a future meeting agenda forconsideration.

6. Consent Agenda

The following items are considered non-controversial by staff and are recommended to beread and passed in one motion. Any council person, staff, citizen, or meeting attendee canrequest one or more items be pulled from the Consent Agenda and the item will be pulledand addressed immediately after the passage of the Consent Agenda; otherwise, thefollowing items will be passed in one motion:

A. Approve City Council Minutes from April 21, 2020

B. Approve the Payment of Bills and Finance Report (Addendum A)

C. Approve Amended Job Description for Streets and Utilities Maintenance Position

D. Approve Payment of License Plate Reader (LPR) Maintenance Fee with DrugForfeiture Fund

E. Approve Seasonal Vending Application for Morey’s Fish House located at 15811Audubon Way, subject to the conditions of approval

F. Approve Amended Job Description for Finance Specialist Position

G. Authorize Issuance of a $32,850 Check to Breen and Person Trust for Deposit with theDistrict Court for Condemnation Actions Related to the 2020 Excelsior Road and 2020North Forestview Projects

7. Pulled Agenda Items

8. Other Business

A. Cancellation of May Park Rentals

9. Council Comments

A. Connie Lyscio

B. Zach Tabatt

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C. Todd Holman

D. Mark Cross

E. Darrel Olson

10. City Administrator's Report

11. City Attorney's Report

12. Adjourn

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REQUEST FOR ACTIONCITY COUNCIL

Agenda Date: 5/5/2020

Agenda Section: ConsentAgenda

Agenda Item #: 6.A.

Department Origination: Administration

Agenda Item: Approve City Council Minutes from April 21, 2020

Approval Required: Simple Majority Vote

BACKGROUNDThe meeting minutes from the April 21, 2020 Council meeting have been prepared.

STAFF RECOMMENDATIONSStaff recommends the City Council approve the meeting minutes.

COUNCIL ACTION REQUESTEDMotion to approve the City Council minutes from April 21, 2020.

ATTACHMENTS:Description04.21.20 Minutes

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BAXTER CITY COUNCIL MINUTESApril 21, 2020

1. Call Meeting to Order

Mayor Olson called the meeting to order at 7:00 p.m.

2. Roll Call

Mayor Darrel Olson and Council Members Connie Lyscio, Zach Tabatt, Todd Holman, andMark Cross were present. City Administrator Brad Chapulis, Assistant City Administrator Kelly Steele, Police ChiefJim Exsted, Community Development Director Josh Doty, Finance Director Jeremy Vacinek,and Public Works Director Trevor Walter were present.

3. Pledge of Allegiance

All joined Mayor Olson in reciting the Pledge of Allegiance.

4. Additions or Changes to the Agenda

None.

5. Public Comments

City Administrator Chapulis explained four public comments were received and thecomments will be read at the appropriate time during the meeting.

6. Consent Agenda

MOTION by Mark Cross, seconded by Connie Lyscio to approve the Consent Agenda.Motion unanimously approved.

A. Approve City Council Minutes from April 7, 2020

B. Approve the Payment of Bills and Finance Report (Addendum A)

C. Approve WSB Contract Fee Amendment for the 2020 Fairview Road, GolfCourse Drive, Excelsior Road & Trail Connection and 2020 Oakwood DriveTrail Connection Improvements.

D. Schedule the Annual Storm Water Public Informational Meeting for Tuesday,June 2, 2020 at 7:00 p.m. or shortly thereafter.

E. Award Whiskey Creek Project Grant Writing Services Agreement to HR Green

F. Accept the Utilities Commission Minutes from February 5, 2020.

7. Pulled Agenda Items

None.

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8. Other Business

A. Adopt Resolution No. 2020-031, awarding the contract to RL Larson in theamount of $8,549,440.22 for the Base Bid and Bid Alternate A for the 2020South Interceptor, North Forestview & Forestview Stormwater ImprovementsProject.

City Administrator Chapulis explained Bryan Drown with Bolton & Menk will reviewthe bids received for the project. Mr. Drown explained four bids were received with RL Larson being the low bidder at$8,594,440.22. Bid alternate A includes street and storm sewer improvements toIronwood Drive to serve the Knute Nelson development located adjacent to MapletonRoad that would be completed in 2021 and is currently being assessed to Knute Nelsonin 2020. Knute Nelson has been consulted and they fully support going ahead with bidalternate A and have accepted all assessments. Public Works Director Walter explained the Council has four options for consideration.The first option is to award the project as recommended by the Utilities Commissionand Bolton & Menk. The second option is to reject the bids and re-advertise to solicitbids. The third option is to reject the bids and not proceed with the project. The fourthoption is to reject bids and direct staff to revise the scope of the project and bid at alater date. Staff is recommending the Council award the project to RL Larson. City Administrator Chapulis explained emails were received from Dan and KateKuepers, 7041 River Vista Court, and Jeff Sell, Baxter Main Street property. Bothparties expressed their support of the project. MOTION by Todd Holman, seconded by Zach Tabatt to to Adopt Resolution 2020-031, awarding the contract to RL Larson in the amount of $8,549,440.22 for the basebid and bid alternate A for the 2020 South Interceptor, North Forestview & ForestviewStormwater Improvements Project. Motion passed. Ayes: Holman, Lyscio, Olson,Tabatt. Nays: Cross.

B. Consider Adopting Resolution 2020-032, Amending the Special AssessmentTerms for the North Forestview Segment of the 2020 South Interceptor, NorthForestview and North Forestview Stormwater Outlet Improvements Project,Municipal Project Number 4102

City Administrator Chapulis explained the council adopted the assessments on March17, 2020 and asked staff to prepare some additional financial relief on the residentialspecial assessments associated with the upcoming improvements for the NorthForestview project. Finance Director Vacinek explained some considerations include extending therepayment period for an initial assessment from 15 years to 20 years, reducing the 2020assessment interest rate from 4.5% to 2.5%, and extending the optional prepaymentperiod without interest from April 16, 2020 to June 30, 2020. For a typical $16,200residential special assessment, the three measures are projected initially to reduce thepayment by about $301 annually. Any of the options or all of them would not negativelyimpact the city.

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The Council consensus was to support all three options due to the specialcircumstances currently being faced by all. MOTION by Connie Lyscio, seconded by Zach Tabatt to Adopt Resolution 2020-032, amending the special assessment terms for the North Forestview segment of the2020 South Interceptor, North Forestview and North Forestview Stormwater OutletImprovements Project, Municipal Project Number 4012. Motion unanimouslyapproved.

C. Approve Option (1, 2, or 3) for Street Light Locations along Fairview Road forthe 2020 Fairview Road, Golf Course Drive, Excelsior Road and TrailImprovements and 2020 Oakwood Drive Trail Improvements Project.

Chris Somnor with WSB explained the Council has previously indicated the preferenceto locate the streetlights on the south side of Fairview Road to provide maximumlighting of the street and proposed trail. Because of Brainerd Public Utilities overheadpower lines on the south side of Fairview Road there is a safety conflict. OSHArequires a 10-foot clear zone around all power poles. The prosed streetlights on thesouth side of Fairview Road do not allow for the required buffer therefore requiring twoof the proposed streetlights to be relocated. There are three options for the Council toconsider. Option one is to install all streetlights on the north side of Fairview Road. Option two is to install all streetlights on the north side of the street and supplementlighting of the trail with light fixtures on Brainerd Public Utilities poles. Option three isto install the western two streetlights in the boulevard between the trail and the street asoriginally proposed and the eastern two lights on the north side of Fairview Road. Public Works Director Walter explained most of the lines are located in MnDOT right-of-way. and recommend to place the street lights on the north side. MOTION by Todd Holman, seconded by Connie Lyscio to Approve Option 1 forstreet light locations along Fairview Road for the 2020 Fairview Road, Golf CourseDrive, Excelsior Road and Trail Improvements and 2020 Oakwood Drive TrailImprovements Project. Motion unanimously approved.

D. Approve the Cancellation of the 2020 Summer Season of Baxter RecreationProgram

City Administrator Chapulis explained the Joint Recreation Powers Board isrecommending the cancellation of the Baxter Park and Recreation's 2020 summerprograms as a result of the April 14th meeting. Discussions at the meeting centered onthe impacts the pandemic are having on the daily operations of both the City and schooldistrict, the effects of the Governor's executive order, and the COVID-19 guidelinesoutlined by the CDC and MDH. The school closure order related to COVID-19mandates no school sponsored activities may take place during the closure and due tothe loss of revenue the school district has furloughed a majority of its Community Edstaff. Based on CDC guidelines, the City does not have the resources to protect thehealth and safety of its park staff without altering the level of services within its parksystem for the season. Current emphasis is to continue basic maintenance of the parkswith the park FTEs. Due to the CDC guidelines, the City has not hired any seasonalstaff, which are heavily relied onto provide the services necessary for the rec

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programs. Based on the latest data, the peak of the COVID-19 pandemic in Minnesotais expected in June/July, which will be during this time of summer recreation. Based onthis information and social distancing not being reduced for the seeable future, it wasbest to not consider a modified season. If a modified season were to occur in July orAugust, the City and ISD 181 would need to start preparing in May or June.

City Administrator Chapulis explained email comments were received from BobTautges and Julie Christensen and both ask the council to delay making a decision aboutthe cancellation of the summer program.

The consensus of the Council was to wait to make a decision on the cancellation of thesummer program.

City Administrator Chapulis explained based on action taken by ISD 181, the soonest aprogram could started would be in July.

MOTION by Mark Cross, seconded by Connie Lyscio to to table making a decisionregarding the 2020 summer programs. Motion unanimously approved.

9. Council Comments

A. Connie Lyscio

Council Member Lyscio thanked everyone for their work.

B. Zach Tabatt

Council Member Tabatt thanked everyone for their efforts and asked staff to use thistime to consider making operations more friendly for residents. This is an opportunityfor staff to work from home and options that were once not considered appropriatenow are.

C. Todd Holman

Council Member Holman stated it would be helpful if residents impacted by theconstruction project could participate in the construction meetings. Due to park usebeing low, there isn't a need to remove park equipment.

D. Mark Cross

Council Member Cross thanked staff and citizens for what they are doing during thisemergency and asked everyone to stay safe.

E. Darrel Olson

Mayor Olson asked Chief Exsted to comment on park usage. Chief Exsted explainedthere is minimal activity in the parks, but the trails are very busy. City AdministratorChapulis explained all park facilities including restrooms and pavilions are closed todiscourage large gatherings. However, trails and open spaces are open for families toenjoy.

10. City Administrator's Report

City Administrator Chapulis explained road restrictions are planned to come off this week.

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RL Larson is prepared to start construction tomorrow on the South Interceptor, NorthForestview Improvement Project and informational letters will be mailed tomorrow to theproperty owners. The League of MN Cities has cancelled the annual conference due toCOVID-19. Council Member Holman asked if the City's Facebook page and website could link toprovide improvement project information.

11. City Attorney's Report

None.

12. Adjourn

MOTION by Mark Cross, seconded by Todd Holman to adjourn at 7:57 p.m. Motionunanimously approved. Approved by:

_________________________________Darrel Olson Mayor

Respectfully submitted,

_________________________________Kelly SteeleAssistant City Administrator

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Agenda Item #: 6.B.

Department Origination: Finance

Agenda Item: Approve the Payment of Bills and Finance Report (Addendum A)


BACKGROUNDAttached is the May 5, 2020 Addendum A to approve checks 221615 through 221657 for the City of Baxter.

FINANCIAL IMPLICATIONS

Financial Impact:Claims totaling $235,720.44 will be paid.

Source Funds: Budgeted? Within Budget?

STAFF RECOMMENDATIONSFinance Director Vacinek recommends approval of Addendum A to pay outstanding claims for the City ofBaxter.

COUNCIL ACTION REQUESTEDApprove the payment of bills and finance report (Addendum A)

ATTACHMENTS:Description05-05-20 Addendum A

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Accounts PayableBlanket Voucher Approval DocumentUser: nnewmanPrinted: 04/30/2020 - 3:07PMWarrant Request 4/30/2020 DAC Fund:

Line Claimant Voucher No. Amount1 Ace Hardware 000221616 118.982 Advanced Engineering & Environmental Service 000221617 90.503 AFSCME Council 65 000221618 912.004 Aspen Mills 000221619 20.585 AW Research Labs Inc 000221620 217.806 Berg-Johnson Associates Inc 000221621 1,565.647 Bolton & Menk Inc 000221622 35,175.008 Brainerd License Office 000221623 43.509 Cintas 000221624 183.5610 Climate Makers Inc 000221625 425.0011 Colonial Life 000221626 1,205.3212 Core & Main LP 000221627 499.8713 CWC - Crow Wing County 000221628 11,237.0014 CWC Sanitary Landfill 000221629 11.0015 Dahl, Todd & Jennifer 000221630 75.0016 Delta Dental of MN 000221631 2,652.0517 East Side Oil Company 000221632 200.0018 EBSO 000000000 72,294.0119 Federal Withholding 000000000 21,098.0420 Galls Incorporated 000221633 178.9721 Hach Company 000221634 23.3522 Hanson, David & Wendy 000221635 12.2623 ICMA Retirement Corporation 000221636 200.0024 Kennedy & Graven Chartered 000221637 80.0025 Madden Galanter Hansen LLP 000221638 918.0026 Metro Sales Inc 000221639 215.7527 Midwest Machinery Company 000221640 1,385.4928 Mille Lacs Co Sheriffs Dept 000221641 995.0029 Mills Automotive Group 000221642 893.6330 MN Deferred Comp 000000000 6,268.7531 MN DPS Bureau of Crim Apprehension 000221643 270.0032 MN State Treasurer's Office Gen Acct 000221644 141.7033 MN Withholding 000000000 4,374.7734 NAPA Auto Parts - Baxter 000221645 35.1935 NCPERS Minnesota-330601 000221646 160.0036 PERA Retirement 000000000 23,314.8937 Railroad Management CO III LLC 000221647 258.9538 Reinalt-Thomas Corp-Discount Tire 000221648 1,004.0039 Rudolph, Justin 000221649 12,286.2540 Severson Porter Law 000221650 283.4041 Specialty Solutions 000221651 134.9642 Stericycle Inc 000221652 32.8143 Tri-Mor K9 000221653 198.0044 Valvoline Instant Oil Change 000221654 105.6745 Visit Brainerd 000221655 15,562.7046 Williams, Mike 000221656 1,545.6047 WSN 000221657 14,815.50

Page Total: $233,720.44

AP Total: $233,720.44

48 Postmaster 000221615 2,000.00

Grand Total: $235,720.44

Addendum A

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Agenda Item #: 6.C.


Agenda Item: Approve Amended Job Description for Streets and Utilities Maintenance Position


BACKGROUNDAmendments to the required and preferred qualifications of the Streets and Utilities Maintenance jobdescription are being proposed. The amendments include changing the required qualifications of having aClass D Water and Class SC Wastewater Collection System or Class D Wastewater Operator licenses inplace by the date of hire to requiring qualified applicants to obtain the required licenses within six months fromthe date of hire. An additional amendment is to change the preferred qualification of a associate degree inpublic works to a associate of applied science degree in water environmental technologies. Students ofVermillion Community College and St. Cloud Tech graduate with AAS degrees in water environmentaltechonologes, not an AA degree in public works. With the AAS degree, graduates of Vermillion CommunityCollege and St. Cloud Tech are trained to work in the field of water and wastewater operations. The proposed amendments will open the applicant pool up to recent graduates of water and wastewaterprograms. Typically students of these programs test for their licenses through the MPCA and Department ofHealth at the conclusion of their schooling, but due to COVID-19 testing has been postponed and arescheduled testing date has not been announced.


Financial Impact:There are no financial implications with amending the job description. The position is included in the 2020budget.


STAFF RECOMMENDATIONSStaff recommends the council approve the proposed amendments to the Streets and Utilities Maintenance jobdescription. The amendments will potentially open the applicant pool up to a larger number of individualsmeeting the required qualifications of the position.

COUNCIL ACTION REQUESTEDMotion to approve amended Streets and Utilities Maintenance job description.

ATTACHMENTS:

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DescriptionJob Description

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A Growing Community

POSITION DESCRIPTION

TITLE: Streets and Utilities Maintenance

DEPARTMENT: Public Works

SUPERVISOR: Streets and Utilities Supervisor

STATUS: Full-time/Non-Exempt/Union

This is a skilled position that performs or assists in a wide variety of maintenance and repair

functions associated with the operation of the municipal water treatment plant, lift stations, water

towers, streets, storm water, along with routine building and ground maintenance and minor

repair and maintenance of equipment.

ESSENTIAL JOB FUNCTIONS

The essential functions listed below are intended to describe the various types of work that may

be performed. The omission of other duties not listed does not exclude them if the work is

similar, related or a logical assignment to the position.

STREETS

1. Maintains and repairs city streets, including patching holes, radius work, and shouldering;

assists with snow removal from streets and catch basins; salts and sands streets.

2. Assists in cutting and removing trees from city right-of-way; provides erosion control to

the City right-of-ways.

3. Maintains street signs; removes and disposes of hazards in roadways.

WATER

4. Operates the water treatment plant; collects and performs tests on water samples;

responds to and investigates water quality concerns. Monitors, analyzes, and interprets

water test results for chemical feed adjustments. Takes daily readings and maintain

proper documentation and records of activity as required. Timely submits required

samples to the Minnesota Department of Health and testing lab.

5. Locates, keys, and operates water main gate valves as needed for valve assessment

program or as needed. Repairs curb stops and gate valves.

PRIMARY OBJECTIVE OF POSITION

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6. Cleans and maintains motors and pumps.

7. Maintains water meters and takes readings; performs preventive maintenance and repairs

on fire hydrants.

8. Responds to water main breaks and takes appropriate action.

9. Cleans and maintains all water towers and associated equipment.

SANITARY SEWER

10. Responds to sewer backups and takes appropriate action.

11. Assists with preventive sewer maintenance.

12. Inspects and monitors lift stations for proper operation of motors and pumps. Cleans lift

stations as needed.

13. Operates wastewater equipment.

14. Tests and maintains the portable generators.

STORMWATER

15. Performs storm water drainage maintenance, repairs and installations. Inspects culverts,

catch basins and ditches to determine the necessity of maintenance or repair. Rebuilds

catch basins. Identify, analyze and correct drainage deficiencies.

16. Installs riprap and maintains storm water ponds.

17. Responds to calls regarding flooded streets; clean inlets and outlets; assist with beaver

control.

FACILITY MAINTENANCE

18. Operates equipment as needed to assist with snow removal.

19. Obtains appropriate approval for purchase of routine supplies.

20. Cleans and maintains public works facility garage, wash bay, cold storage building, and

grounds.

21. Responds to customer service requests and system malfunction alarms.

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ADDITIONAL DUTIES

22. Assist Parks and Trails Division as needed.

23. Performs other duties as assigned or apparent.

1. Ability to be present at the primary work premise within 30 minutes.

2. Ability to monitor safety conditions, recognize unsafe situations and knowledge of

OSHA regulations.

3. Knowledge of traffic laws as applied to operating city vehicles and equipment.

4. General knowledge of materials, methods, and techniques used to successfully repair and

maintain sanitary sewer collection system, water supply and distribution system, storm

water system, and other public infrastructure.

5. Knowledge of general equipment maintenance and repair techniques.

6. Ability to read infrastructure maps and engineering drawings for the purpose of locating

and marking underground utility mains and laterals.

7. Knowledge of federal and state laws, municipal ordinances and regulatory requirements

for water facilities and wastewater collection systems.

8. Knowledge in the safe use of operating hand tools, power tools, and other equipment.

9. Knowledge in the operation snow blower, chainsaws, brush saws, weed trimmers,

pneumatic post driver, and power hand tools.

10. Knowledge in the operation of heavy equipment, including a dump truck, one-ton crane,

front-end loader, motor grader, vactor, and tractor

11. Skilled in operating equipment for snow removal, salting and sanding city streets.

12. Skilled in building maintenance, welding, carpentry and painting.

13. Ability to read meters and gauges to detect when problems are occurring and respond

appropriately.

14. Ability to work in confined spaces when flushing sewers or repairing water mains and to

work with some exposure to infectious disease.

KNOWLEDGE, SKILLS & ABILITIES

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15. Ability to perform manual excavation using a shovel to locate and repair water mains or

sewer lines.

16. Ability to work with exposure to vibrations from operating equipment.

17. Ability to promptly and professionally respond to resident concerns and complaints.

18. Ability to adhere to safety rules and procedures, work rules and city policies.

19. Ability to work independently and as a team, exercise good judgment, and employ good

time management skills.

20. Ability to communicate effectively, both orally and in writing, ability to accept

responsibility, ability to understand and carry out oral and written instructions, ability to

cooperate with a wide range of individuals, to maintain confidentiality as needed, and to

work with the public.

21. Ability to communicate effectively and tactfully, both orally and in writing with the

supervisor, city employees, and the city’s customers.

22. Ability to manage multiple assignments and priorities to ensure the fulfillment of

projects, tasks, and responsibilities.

23. Ability to work cooperatively with all city employees towards the common goal of

providing high quality services.

24. Ability to demonstrate a commitment to provide and require excellent customer service

through cooperative team and individual efforts.

25. Ability to provide suggestions, advice and support to supervisor, other city employees,

and the city’s customers.

26. Ability to exhibit excellent interpersonal and human relationship skills.

27. Ability to assist fellow employees with developing and implementing programs and

objectives to improve departmental and citywide efficiency.

28. Exhibits behavior consistent with the mission, vision and values of the City of Baxter.

29. Furthers the mission, vision and values of the city through excellent customer service,

creative problem solving, decision-making, and stewardship of city resources.

30. Knowledge of computer hardware and software including Microsoft Outlook, Word,

Excel; GIS; PowerPoint and other applicable software programs.

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1. Must possess a valid Minnesota Class A driver’s license or obtain within six months from

the date of hire.

2. Must possess Class D Water and Class SC Wastewater Collection System or a Class D

Wastewater Operator licenses within six months from the date of hire.

3. High School Diploma or a MN Accredited GED.

4. 18 years of age or older.

1. A.A.S. Degree in Water Environmental Technologies or related field.

2. Three years’ experience in operating water and/or wastewater collection or treatment

systems.

3. One-year experience operating heavy equipment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an

employee to successfully perform the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential

functions.

While performing the duties of this job, the employee is regularly required to sit, talk or hear,

stand, walk, use hands to finder, handle or operate objects, tools or equipment; reach with hands

and arms; climb or balance; stoop, kneel, crouch or crawl; taste and smell; lift up to 75 pounds

and/or move up to 100 pounds. Specific vision abilities required by this job include close vision,

distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The employee occasionally works near moving mechanical parts or in outside weather

conditions. The noise level in the work environment may require hearing protection with the

exception of the office area where the level is mildly noisy. The work environment is also

subject to various odors. Ability to work at heights of up to twelve feet.

It is the policy of the City of Baxter to provide equal employment opportunities to all persons.

All employment policies and practices shall be non-discriminatory in compliance with federal

laws, state statute, and local ordinances.

Revised: September 2014

PREFERRED QUALIFICATIONS

REQUIRED QUALIFICATIONS

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March 15, 2016

May 7, 2019

November 2019

April 2020

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Agenda Item #: 6.D.

Department Origination: Police

Agenda Item: Approve Payment of License Plate Reader (LPR) Maintenance Fee with Drug ForfeitureFund


BACKGROUNDIn 2019 the Baxter Police Department entered into a grant with Mille Lacs County Sheriff's Office that allowedour agency to obtain an LPR system. As a part of the grant the city would be responsible for paying a yearlymaintenance fee of about $1,000. All other costs for the equipment (about $17,000) would be covered by thegrant. We are requesting to pay the 2020 maintenance fee with drug forfeiture fund dollars. This would be anacceptable expenditure for the fund.


Financial Impact:No financial impact, using drug forfeiture funds to cover the cost.

Source Funds: Drug Forfeiture Fund Budgeted? No Within Budget? No

STAFF RECOMMENDATIONSStaff recommends the use of drug forfeiture funds to pay for the 2020 maintenance fee for the LPR system.

COUNCIL ACTION REQUESTEDApprove Payment of LPR System 2020 Maintenance Fee with Drug Forfeiture Funds.

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Agenda Item #: 6.E.

Department Origination: Community Development

Agenda Item: Approve Seasonal Vending Application for Morey’s Fish House located at 15811 AudubonWay, subject to the conditions of approval


BACKGROUNDMorey’s has requested approval of a Mobile Vending Permit for Seasonal Vending to allow a mobile vendingtrailer for their property located at 15811 Audubon Way. The application requests 150 days of sales startingMay 8, 2020 to be completed by or before the end of October 4, 2020. The applicant is proposing the samemobile vending trailer and operation that they used the past four years. Specifically, the trailer is 16 feet longand 8 feet high (see attached picture and rendering of the unit). The trailer will fit into one parking spacedirectly north of their building. Staff has reviewed the location that has been proposed and finds that thelocation is acceptable. The application included a statement that they would comply with all provisions of theordinance. The applicant submitted a best management practices plan for grey water and FOG (fats, oils andgrease), which is attached. Staff has reviewed the best management practices plan and finds it to beacceptable.


Financial Impact:The applicant has paid the required $300 permit fee. Therefore, there are no financial implications with theapplication.


STAFF RECOMMENDATIONSStaff is recommending approval of the seasonal vending permit, subject to the following findings andconditions:1) The permit approval is based the application materials as submitted to the City on April 16, 2020, accept asamended with the conditions of approval listed below.2) The permit is valid for 150 consecutive days of sales from May 8, 2020 to October 4, 2020.3) The permit is subject to all of the conditions in the ordinance for seasonal vending.

COUNCIL ACTION REQUESTEDMotion to approve seasonal vending permit for Morey’s Fish House located at 15811 Audubon Way, subjectto the flowing findings and conditions of approval:

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1) The permit approval is based the application materials as submitted to the City on April 16, 2020, accept asamended with the conditions of approval listed below.2) The permit is valid for 150 consecutive days of sales from May 8, 2020 to October 4, 2020.3) The permit is subject to all of the conditions in the ordinance for seasonal vending.

ATTACHMENTS:DescriptionAttachments

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Agenda Item #: 6.F.


Agenda Item: Approve Amended Job Description for Finance Specialist Position


BACKGROUNDWith the upcoming vacancy to the existing finance specialist position, administration and finance staff reviewedthe existing job description for the position. Staff is proposing a few minor changes as outlined on theattached job description.


Financial Impact:No financial implications exist with the proposed minor modifications to the job description.

Source Funds: Budgeted? Yes Within Budget? Yes

STAFF RECOMMENDATIONSAdministration and finance recommend approval of the amended job description for the soon to be vacantfinance specialist position.

COUNCIL ACTION REQUESTEDApprove the amended job description for the finance specialist position.

ATTACHMENTS:DescriptionFinance Specialist Amended Job Description

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POSITION DESCRIPTION

Performs highly skilled accounting functions involving payroll and accounts payable; provides general public assistance; and performs other skilled finance and related duties as required.

The essential job functions listed below are intended to describe the various types of work that may be performed. The omission of other duties not listed does not exclude them if the work is similar, related or a logical assignment to the position.

1. Reviews and codes invoices, receipts and disbursements as needed.

2. Considers reasonableness of disbursements and investigates any irregularities.

3. Prepares semimonthly accounts payable report using automated accounting software.

4. Prepares billing summary for council approval.

5. Reconciles accounts regularly.

6. Recommends and prepares journal entry adjustments as needed.

7. Maintains vendor W-9 forms, prepares and files sales and use tax returns, and

prepares IRS 1099 forms.

8. Assists with financial reporting requirements, including the annual financial statements and budget document.

9. Assists Finance Director and/or Assistant Finance Director with essential municipal finance functions and special projects.

TITLE: Finance Specialist DEPARTMENT: Finance SUPERVISOR: Finance Director and/or Assistant Finance Director STATUS: Full-time/Non-Exempt/ Union

PRIMARY OBJECTIVE OF POSITION

ESSENTIAL JOB FUNCTIONS

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10. Processes biweekly employee payroll and monthly council payroll.

11. Reviews time sheets and reports irregularities to Finance Director and/or Assistant Finance Director.

12. Calculates wages, overtime and deductions.

13. Calculates leave accrual and usage.

14. Enters hours and deductions into the automated payroll system.

15. Generates payroll checks and transfers direct deposit.

16. Maintains employee payroll and benefit records.

17. Tracks balances of union employee uniform allowances.

18. Maintains employee medical and daycare flexible spending accounts balances

and reviews reimbursement requests to ensure IRS requirements are met.

19. Prepares and submits a variety of bi-weekly, monthly, andquarterly, and annual payroll reports and forms including, but not limited to, PERA, W-2s, W-4s, Social Security, Medicare, FICA, State and Federal Income Tax, state unemployment reporting, union dues, and social service agreements.

20. Remains current on changing legal requirements and labor agreements.

21. Performs other payroll duties as necessary.

22. Provides backup support and limited oversight for the functions of the utility

billing specialist and receptionist/cashier positions.

23. Provides backup for other finance and office staff when needed with cross training in utility billing and cashier/receptionist functions.

24. Assists with other office duties as assigned by the Finance Director and/or

Assistant Finance Director. Additional Duties

25. Performs other duties as assigned or apparent.

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1. Knowledge of the standards and methods of customer vendor account maintenance using an automated accounting system.

2. Knowledge of automated billing systems, practices and procedures.

3. Skilled in operating office equipment including operation of automated utility

billing, accounts payable, and payroll systems.

4. Skilled in operating word processing and spreadsheet software.

5. Ability to type and enter information with speed and accuracy.

6. Ability to maintain accurate records.

7. Ability to operate a multi-line telephone.

8. Knowledge of City services, operations and procedures.

9. Knowledge of City ordinances and generally accepted standards related to financial reporting and record keeping.

10. Knowledge of accounting/bookkeeping practices and procedures, including

Generally Accepted Accounting Principals Principles (GAAP) and Governmental Accounting Standards Board (GASB) rules and regulations.

11. Knowledge of billing practices and records maintenance.

12. Knowledge of payroll practices and procedures including required reporting.

13. Knowledge of law, policies, and regulations applicable to City government finances

and federal and state payroll laws.

14. Ability to keep employee records confidential.

15. Ability to perform mathematical calculations, detect errors, analyze financial data and balance accounts.

16. Ability to prepare detailed financial reports and maintain accurate records.

17. Ability to make decisions in accordance with established policies and procedures.

18. Knowledge of City programs, policies and operations.

19. Willingness to remain current on applicable rules, laws, and accounting changes

affecting the position.

KNOWLEDGE, SKILLS AND ABILITIES

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20. Ability to communicate effectively and tactfully, both orally and in writing with the supervisor, city employees, and the city’s customers.

21. Ability to manage multiple assignments and priorities to ensure the fulfillment

of projects, tasks, and responsibilities.

22. Ability to work cooperatively with all city employees towards the common goal of providing high quality services.

23. Ability to demonstrate a commitment to provide and require excellent customer

service through cooperative team and individual efforts.

24. Ability to provide suggestions, advice and support to supervisor, other city employees, and the city’s customers.

25. Ability to exhibit excellent interpersonal and human relationship skills.

26. Ability to assist fellow employees with developing and implementing programs

and objectives to improve departmental and city-wide efficiency.

27. Exhibits behavior consistent with the mission, vision and values of the City of Baxter.

28. Furthers the mission, vision and values of the city through excellent customer service, creative problem solving, decision-making, and stewardship of city resources.

29. The ability to work both independently and within a team.

1. Bachelor’s Degree in accounting or related field.

2. Two years of payroll processing, accounts payable processing, or a combination thereof experience.

3. Two years of either accounts payable or receivable software experience.

4. 3. Extensive knowledge of using computerized systems. Experience using Microsoft

Office products, a computer, and financial software.

5. 4. Working knowledge of general accounting procedures and payroll regulations strongly. Experience performing general accounting procedures.

6. 5. Two Year College or Vocational degree in accounting or related field and an additional two three years of relevant payroll experience may be substituted for Bachelor’s Degree.

REQUIRED QUALIFICATIONS

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1. Five years of payroll processing experience and working knowledge of payroll regulations.

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions.

Work is performed primarily in a standard office environment that includes exposure to computer screens. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Working ability to lift books and drawers weighing up to 20 pounds.

It is the policy of the City of Baxter to provide equal employment opportunities to all persons. All employment policies and practices shall be non-discriminatory in compliance with federal laws, state statute, and local ordinances.

Revised: March 15, 2016 May 5, 2020

DESIRED QUALIFICATIONS

PHYSICAL REQUIREMENTS

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Agenda Item #: 6.G.


Agenda Item: Authorize Issuance of a $32,850 Check to Breen and Person Trust for Deposit with theDistrict Court for Condemnation Actions Related to the 2020 Excelsior Road and 2020 North ForestviewProjects


BACKGROUNDLate Friday afternoon requests totaling $32,850 were received from the city attorney’s office related to theupcoming condemnation actions for outstanding easements and rights-of-way necessary for the 2020 projects. The requests were received after the accounts payable batch for the May 5 council meeting was finalized. Because the payments are required to be deposited with the District Court prior to the next accounts payablebatch on May 19, a supplemental check will be needed before the May 19 council meeting.


Financial Impact:The amounts are the estimated costs of the rights-of-way and easement acquisitions identified in the projectestimates for the two projects.


STAFF RECOMMENDATIONSCity Attorney Person recommends the payments as required by the Petitions for Condemnation filed with theDistrict Court in February this year.

COUNCIL ACTION REQUESTEDApprove issuance of a $32,850 check to Breen and Person Trust for the city attorney to deposit with theDistrict Court for upcoming condemnation actions related to the 2020 Excelsior Road and 2020 NorthForestview projects.

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Agenda Section: OtherBusiness

Agenda Item #: 8.A.


Agenda Item: Cancellation of May Park Rentals


BACKGROUNDPlease see the attached memo.

ATTACHMENTS:DescriptionMemo Cancellation of May Park Rentals

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BAXTER CITY COUNCIL AGENDA Tuesday, May 5, 2020

Documents

Transcript of BAXTER CITY COUNCIL AGENDA Tuesday, May 5, 2020