Committee Minutes

MINUTES/FINANCE COMMITTEE
Tuesday, April 25, 1995 - 3:45 p.m.

Members present: Carpenter, Babinchak, McCabe.

1. Matter of environmental coordinator position.
Ken Vein, city engineer, reported that information sent out in packets (job description, position description, proposed ranking through Human Resources Office and letter from EPA stressing the need for this position), that the job description was put together by staff, Mark Lambrecht, Hazel Fetters-Sletten
and Gary Goetz; that the work they have been doing in industrial pre-treatment program has been coordinated through Gary Goetz, Keith Johnson and Mike Shea, duties shared, with no one taking clear cut charge. He stated that EPA acknowledged that in their letter of July 1, 1993 and requested that we modify our structure to get someone in charge who's their direct contact; that Mike Shea has been doing that over the last year. Mr. Vein stated they are trying to take EPA's direction and create the environmental coordinator position. He stated they are not adding any more positions to the City; that it's new position, and would eliminate a chemist position. It was noted that no monies budgeted for this position, but worked out through elimination of another position; and that this will have to go to Civil Service for ranking. Moved by Babinchak and McCabe to approve the job description and refer to Civil Service for classification. Motion carried.

2. Matter of retroactive pay for police sergeants.
Sgts. Byron Sieber and Rahn Farder stated they were here to request that retroactive pay for sergeants be considered and granted in the same manner as for patrol grade - to April 1, 1992; that this was referred to committee through Civil Service with a 4-0 recommendation that it be handled in same manner as previous requests; and handed out copies of memo outlining sequence of events/actions by Civil Service and reviewed points in the memo. He noted that police officers and lieutenants have received retroactive pay to original submission date, and they were asking for the same retroactivity pay.

Sgt. Sieber stated that there was flaw in the process, rules not correctly written out and keep changing, makeup of commission changed, etc. Mr. Swanson stated he was asked to review, that this was factual decision and not of a legal nature, and doesn't have recommendation for committee. It was noted that est. cost of retroactive pay for 11 sergeants is $40,000; committee noted they would be looking to pay from cash carryover funds, but asked Mrs. Jerath to check prior to Monday night.

After considerable discussion it was moved by Babinchak and McCabe to authorize back pay to April 1, 1992 for police sergeants. Motion carried.

3. Matter of job description for personnel technician.
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Dan Gordon, Human Resources Director, reported this is a position in his office, and there was mistake made in the area of experience for this position when reclassified last fall/winter from Grade 6 to Grade 7, and that it was stated to committee and council at that time that this position would only increase one grade level, however, after further analysis of experience rating, that was incorrect as position only given a degree 3 in experience, which is 3-5 years, and should be degree 4. He stated that this position requires 3 years of experience in a position equivalent to a Secretary II which would equal 6 years of experience or a degree 4, and would result in grade level 8. Committee stated they felt 6 years experience probably too high for this position. Mr. Gordon stated he was requesting on basis of how job description written and how approved last fall/winter and to go by past practice in how it's been evaluated by the Commission using this criteria; that an equivalent position would be an office assistant position showing 5 years experience. He noted that Commission did look at as 3 years experience; and is asking the committee to honor that there was a mistake in how experience criteria evaluated. He also reported that this was referred by the Commission.

Mr. Swanson advised committee of their options: that they can't alter the Commission's interpretation and is within their prerogative to make those, so either take no action, or amend job description to reflect experience required. He stated that committee would not have ability to make an interpretation and apply to the classification system, that's within realm of Commission, but committee does have ability to control contents of job description, including experience factors.

It was moved by McCabe and Babinchak to make change in the job description under experience to remove criteria "equivalent to Secretary II", to make requirement 3 years of experience in a position of dealing with the public; Babinchak seconded the motion.

Mr. Gordon agreed that experience requirement for the position should be 3 years experience. Chairman Carpenter stated this is item they can talk specifically about to consultants, as there are probably others, and have them address that.

Upon call for the question, the motion carried.

4. Matter of report from subcommittee on funding sources for
detox center.
Member Babinchak reported on funding sources as follows:
a) Human Needs fund, $20,000 (City)
b) CDBG grant money, $20,000 (federal)
c) United Way, $8,000 (although no application submitted)
d) United Hospital, $20,000, and other resource assistance.
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April 25, 1995 - Page 3

e) liquor license fees (15%), $26,250 (Mr. Swanson advised this is general fund money, diverting funds to a designed use) f) County, $12,500 (funds allocated in contingency fund for 1995), Commission would have to act formally to release funds, probably not future funds because of actions in legislature.
g) Northeast Human Services, $10,000 annually (contingent upon State funding), however, current funds only to 6/30/95.
h) court system adding $10.00 to fine for alcohol related offenses (Municipal Court doesn't have break-down), so couldn't give any estimates; this is not stable source of funding.
i) Central Business District, $2,000, and that's probably not realistic.

Mr. Carpenter stated that direction from council was that if committee could come up with funding with a significant portion of it being non-City funds, then bring positive proposal back to council. They noted they were looking at $28,000 of non-governmental funds (United Way and United Hospital), and looking at $100,000 annual budget for operation of the facility, 28% being non-governmental, 20% federal, 10% State, City probably 40%. He stated that consensus was that if they were able to come up with package with significant non-City dollars, they would bring recommendation to the council in favor of a detox center. After further discussion committee decided to bring back to council with information and no recommendation.

McCabe and Babinchak moved adoption of the financing report and referring to council along with the finding that there was not signification non-governmental sources of revenue. Motion carried.

5. Consideration of proposals to provide long distance telephone
service.
Saroj Jerath, deputy city auditor, reported they had received four proposals: US Link, MCI, Reliance Telephone Systems, Inc., and LDDS Communications. She reported that these proposals have not been presented to the Telephone Committee for review and tabulation, and recommended holding until the next finance committee meeting.

Chairman Carpenter reported that the State League of Cities is considering entering into an agreement with LDDS to be a provider to municipalities and other governmental entities in North Dakota, and may want to consider that as an alternate. He noted that it may be similar to what they are proposing to the City but that she might want to call Jerry Hjelmstad or Bob Johnson at
League of Cities to see if they have any further information. He noted that League may not be acting formally on that until May.

Held until May 9 finance committee meeting.
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6. Temporary and overtime statement for March, 1995.
The committee reviewed the report and Mrs. Jerath reported that funds will be transferred in MIS to cover negative balance. Moved by Babinchak and McCabe to approve the statement. Motion carried. (committee only)

Meeting adjourned at 5:00 p.m.

Alice Fontaine
City Clerk

Dated: 4/26/95.