HomeMy WebLinkAbout03-03-1997 CMW COUNCIL/MANAGER WORKSHOP
OF THE
CITY OF MAPLEWOOD
5:00 p.m. Monday, March 3, 1997. '
Maplewood, Room City Hall
MINUTES
A. CALL TO ORDER
The meeting was called to order by Mayor Bastian at 5:05 p.m.
B. ROLL CALL
Mayor Gary Bastian Present
Councilmember Sherry Allenspach Present
Councilmember Dale Cazlson Present.. (arrived at S:15 p.m.)
Councilmember Marvin Koppen Present
Councilmember George Rossbach Present
Others Present
City Manager Michael McGuire
City Clerk Karen Guilfoile
Community Development Director Melinda Coleman
Community Oriented Services Coordinator Colleen Dirkswager
C. APPROVAL OF AGENDA
Councilmember Rossbach requested that item (Il) be added: Golf Dome. Mayor Bastian
requested the following items be added: (I2) Whistle Blowing; and (I3) Reading at Fire
Departments. Councilmember Koppen requested item (I4) be added: Business Retention.
Mayor Bastian moved aRproval of the agenda as amended. The motion was seconded by
Councilmember Rossbach and approved.
Ayes: All
March 3, 1997 Council/Manager Workshop
Page Two
D. DEPUTY REGISTRAR DEPARTMENT ENHANCEMENTS
City Manager McGuire briefed the Council on the history for enhancements to the deputy
registrar work area and counter. Noting the focus on improving customer service and the
improvements already evident with staffing. The next step in the process is improving the
work stations. McGuire turned the floor over to City Clerk Guilfoile and Community
Development Director Coleman for presentation.
Guilfoile covered the service counter area changes she would like to recommend for
improving customer service. This included, signage, kiosk for information, a new counter
for forms and a childrens area complete with fire engine. She explained the architectural
changes proposed to increase efficiency in the registrar office space and recommended
updates to computer hardware and software, cash handling equipment, and central filing
system. Coleman reviewed specific specs for the lextriever filing system. Coleman also
covered the need for a combined set of "House Files".
The city clerk will find out more information about the following items: 1) State access on
Saturdays; 2) wiring for a reader board in the lobby area; 3) a flip chart kiosk; 4)
checking with the auditors about the person counting the recepits working at the counter;
5) imaging use; and 6) up-coming changes to state law on record retention. (with League
of Minnesota Cities) This information and a more detailed cost analysis will be presented
at the Council Meeting March 24, 1997.
E. RECODIFICATION
City Clerk Guilfoile presented a summary of the recodification process, the difficulty in
use of the current code book and recommendations for improvements. Guilfoile also
presented a cost analysis associated with the recodification process and updates. The cost
associated with these updates will vary depending on the final recommendation by
reviewers and specific city needs and services purchased.
City Clerk will provide the council with a list of the 37 owners of the current Code books.
March 3, 1997 Council/Manager Workshop
Page Three
F. COMMtiNITY ORIENTED SERVICES UPDATE
Community Oriented Services Coordinator Dirkswager provided written update on
activities and recommendations for short and long-term projects. The Mission Statement
was revisited for council recommendation on shortening it. Dirkswager also provided
information Alpha-Channel, an interactive data base accessible through the television and
phone lines.
Council consensus was to go with the shorter version of the Mission Statement.
Dirkswager will check into getting the government channel schedule published for general
public access. (eg. Maplewood in Motion or a local paper)
G. STAFF/COUNCIL WORKSHOP SUMMARY REVIEW
City Manager McGuire reviewed staff comments on the facilitator for the workshop.
Council agreed it was time to find new ideas for team-building or personal development
exercises for workshops/retreats.
H. CODE OF ETffiCS
City Manager McGuire discussed the applicability of the Economic Interest Disclosure
form received by the Ethical Practices Boazd. McGuire will check into other options.
I. OTHER BUSINESS
1. Golf Dome Councihnember Rossbach inquired about receipt of the land title.
Community Development Director Coleman acknowledged receipt.
- 2. Whistle Blowine Mayor Bastian passed on this item.
3. Reading at the Fire Stations Mayor Bastian briefly shared his thoughts on
a reading program for children. Individuals would volunteer their time to read to
children at the fire stations during thew lunch hour.
March 3, 1997 CounciUManager Workshop
Page Four
4. Business Retention Councilmember Koppen inquired about receipt of
information from Kitty Rhoades with the suburban chamber. Staff will put
together a plan for business retention to present at the April CounciUManager
workshop.
J. FUTURE TOPICS
The list of future topics was skipped.
K. ADJOURNMENT
At 7:04 p.m.,