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2002-02-26 CiTY OF MOUND HOUSING AND REDEVELOPMENT AUTHORITY FEBRUARY 26, 2002 The Housing and Redevelopment Authority of Mound, Hennepin County, Minnesota, met in regular session on Tuesday, February 26, 2002, at 6:30 p.m. in the council chambers at City Hall. Members Present: Chairperson Pat Meisel; Commissioners Bob Brown, Mark Hanus, David Osmek and Peter Meyer. Others Present: City Attorney, John Dean; City Manager, Kandis Hanson; City Clerk, Bonnie Rifler. 1. OPEN MEETING The meeting was called to order at 6:30 p.m. 2. APPROVE AGENDA Chairperson Meisel asked that item 4A, letter from Pinky Charon, be added to the agenda. MOTION by Hanus, seconded by Meyer to approve the agenda' as amended. All voted in favor. Motion carried. 3. APPROVE MINUTES MOTION by Brown, seconded by Hanus to approve the minutes of the January 22, 2002 meeting. All voted in favor. Motion carried. 4. EXECUTIVE DIRECTOR'S REPORT A. Monthly Bills for February, 2002. MOTION by Brown, seconded by Hanus to approve the monthly bills for February, 2002, in the amount of $19,002.73. All voted in favor. Motion carried. B. Information Items: 1. Budget progress monthly report for December, 2001 and January, 2002. 2. Marquette Bank Statement for December, 2001 and January, 2002. 3. Wells Fargo Statement for December, 2001 and January, 2002. 4. MBIA Summary 5. Operating subsidy Amount and Payment Schedule 6. Capital Fund Program Grant 7. Pauline Payne's Resignation 8. Joan Schueller's Acceptance 9. January Letter to Board 10. Insurance Rates Hike Mound HRA Mlnute~ - February 26, 2002 4A. LETTER RECEIVED FROM PINKY CHARON Commissioner Meyer presented a letter to the Board., that was delivered to him at his home the previous evening. This letter was from Karol "Pinky" Charon, Executive Director of the HRA. The letter indicated her intention to work on a half-time basis, utilizing some sick leave, until such time that she can reduce her stress level. She was not at tonight's meeting because she thought the meeting would be too stressful for her. She also asked that action on the bylaws and employment review be tabled until she could examine them to make sure they comply with HUD regulations. City Attorney Dean stated that he has a man in his office that determined compliance with HUD regulations, and that it is customary that the City Manager serve as the Executive Director for the HRA. There was concern expressed over the increased stress level if the work hours are cut, because Ms. Charon has previously requested that her hours be increased to thirty hours in order to handle the work load. It was decided to re-address this issue after action on items 5 and 6. 5. BYLAWS UPDATE Hanson explained that the suggested bylaws updates simply reflect how we do business now. The old ones were very outdated. Dean reiterated that as indicated earlier, the function of the Executive Director commonly is the same as the City Manager. The Housing Director is in charge of the housing component of the HRA, while under the supervision of the Executive Director. MOTION by Brown, seconded by Hanus to adopt the revised Bylaws of The Housing and Redevelopment Authority in and for the City of Mound, Minnesota, as shown in the attachment to these minutes. Meyer expressed concem that this matter should be tabled, as requested in Pinky Charon's letter referenced above. The following voted in favor: Brown, Hanus, Meisel and Osmek. The following voted against: Meyer. Motion carried. 4A.(CONTINUED) The Authority revisited the issue of the letter received from Pinky Charon. MOTION by Brown, seconded by Hanus to have Chairperson Meisel and Executive Director Hanson meet with Ms. Charon to determine her exact request and address concerns of the board in reference to being able to fulfill the job requirements. All voted in favor. Motion carried. MOTION by Brown, seconded by Meyer to appoint Kandis Hanson, City Manager, to the position of Executive Director of the HRA. Meyer stated he does not think this appropriate because Pinky is not in attendance at this meeting. The following voted in favor: Brown, Hanus, Meisel and Osmek. The following voted against: Meyer. Motion carried. 2 Mound HRA Mlnut#- February 26, 2002. 6. PERFORMANCE EVALyATIQN FORMAT' WITH DIRECTIVES FOR EVALI, IATIQN A letter was rec~e., ived from Pinky Charon, stating that she would prefer her evaluation in April, and has started looking into revising the personnel policy and job descriptions for the maintenance and executive director. Hanson explained that her proposed 360-Degree Review Process is very effective, and can be done internally, without the use of outside consultants. The example presented to the Board is an example, to be used as a model for this type of review process. Hanus expressed that it is very important not to incur costs that are not necessary. Hanson stated that she feels this would be an effective tool in the evaluation of Ms. Charon because she hasn't been evaluated in a long, long time and because of limited contact with her in her work environment. Hanus stated that as lOng as Hanson is aware of the concern of any costs and having this a fair process, he has no problem with it. Hanson stated that she is not sure, but has indication that a firm has already been hired by Pinky for a salary survey, with an estimated cost of about $400. It was the consensus of the Commission not to contract for this amount, or any other for this purpose. Directive was given to Hanson to utilize the 360-degree process, and that an April evaluation was acceptable to the board. Hanson stated that the evaluation is based on a job description, and that job description is also being revised. It will be presented to the Board as soon as it's completed. Hanson informed the Commission that the March 12th meeting may have to start at 6:00 p.m. instead of 6:30 p.m., to allow for the project team to report back on Request for Proposal guidelines. 7. ADJOURN MOTION by Brown, seconded by Hanus to adjourn at 7:18p.m. All voted in favor. Motion carried. Attest'. Kandis Hanson, Executive Director ~hairpers'on Pat Meisel 3 BYLAW~ O1= TIlE IIOUSING AND REDEVELOPUENT AUTHORITY OF AND FOR THE CITY OF MOUND, MINNESOTA ARTICLE I - THE AUTHORITY Section 1. Name of Authority. The name of the authority shall be "The Housing and Redevelopment Authority of and for the City of Mound, Minnesota". Section 2. Commissioners of the Authority. The Commissioners of the Authority shall be the same as the current members of the City Council, with terms running concurrent with the City Council terms. Section 3. Office of Authority. The office of the Housing and Redevelopment Authority (the "Authority") shall be at the City Hall, 5341 Maywood Road, in the City of Mound, State of Minnesota. Section 4. Duties Of the Authority. Duties of the authority shall be in accordance with the laws of the State of Minnesota. ARTICLE II - OFFICERS Section 1. Officers. The officers of the Authority shall be a Chairperson and an Acting Chairperson. Ao Chairperson. The Chairperson shall preside at all meetings of the Authority, and shall sign approved contracts/agreements and minutes of the Authority. The Mayor shall have the position of Chairperson. Actin,q Chairperson. The Acting Chairperson shall perform the duties of the Chairperson in the absence or incapacity of the Chairperson; and in case of the resignation or death of the Chairperson, and the Acting Chairperson shall perform such duties until such time as the Authority shall select a new Chairperson. Section 2. Election or Appointment. The Chairperson shall serve in the capacity of Chairperson until the expiration of his/her term of office as Commissioner. The Acting Chairperson shall be appointed at the first meeting of each new year, and shall hold such office until his/her successor is appointed. Section 3. Vacancies. Should the office of Chairperson or Acting Chairperson become vacant, the Authority shall appoint a successor from its membership at the next regular meeting, and such appointment shall be for the unexpired term of the said office. VVhen the office of Executive Director becomes vacant, the Authority shall appoint a successor, as aforesaid. Section 1. Authority Duties. The selection, compensation, discipline (including termination) of personnel, shall be determined by the Authority subject to the laws of the State of Minnesota. Section 2. Executive Director. The Authority shall appoint an Executive Director who shall have general supervision over the administration of its business and affairs, subject to the direction of the Authority. No Commissioner of the Authority shall be eligible to this office. The Executive Director shall be charged with the supervision of the Housing Director. As assistant to the Chairperson, the Executive Director in his/her own name and title shall oversee and attest to the keeping of the records, and recording of the minutes of the meetings of the Authority, and shall perform all duties incident to his/her office. The Executive Director shall perform such other duties and functions as may from time to time be required by the Authority or the bylaws or rules and regulations of the Authority. Section 3. Housin~i Director. The Housing Director shall perform duties as specified in the Housing and Redevelopment Authority Housing Director job desCription. A monthly report will be presented to the Authority by the Housing Director at a regular scheduled meeting. This report shall include approval of monthly bills, plus any other pertinent items. The Housing Director shall also perform such other duties and functions as may from time to time be required by the authority or the Bylaws or Rules and Regulations of the Authority. Section 4. Additional Personnel. The Authority may from time to time employ such personnel, including those described in Sections 2 and 3 above, as it deems necessary to exercise its powers, duties and functions as presCribed the Municipal Housing and Redevelopment law of Minnesota applicable thereto. The selection and compensation of personnel shall be determined by the Authority subject to the laws of the State of Minnesota. ARTICLE IV- MEETINGS Section 1. ReQular Meetin.qs. Regular meeting shall be held the 2"d and 4th Tuesday of each month, at 6:30 p.m. or as deemed appropriate. These meeting will take place in the council chambers at City Hall or at a location otherwise deemed suitable. 2 Section 2. ,~pecial MeetinQs. Special meetings of the Authority may be called by the Chairperson, or two members of the Authority for the purpose of transacting any business designated in the call. Notice of special meetings shall be posted three days prior to the meeting at the Mound City hall. At such special meeting no business shall be considered other than as designated in the notice of meeting. Section 3. quorum. The powers of the Authority shall be vested in the Commissioners thereof in office from time to time. Three Commissioners shall constitute a quorum for the purpose of conducting its business and exercising its powers and for all other purposes, but a smaller number may adjourn until a quorum is obtained. When a quorum is in attendance, unless a different requirement is specified by law, action may be taken by the Authority upon a vote of a majority of the Commissioners present. Section 4. Meeting Procedures. Resolutions and minutes of all meeting shall be in typewritten form and shall be signed by the Chairperson and Executive Director, upon approval by the Authority. Robert's Rule of Order shall be used as the correct procedure at all meetings. ARTICLE V - AMENDMENTS The Bylaws of the Authority shall be amended only with the approval of at least three of the members of the Authority at a regular or special meeting. Adopted February 26, 2002. ' ~~.._~,, ~ Executive Director, Kandis Hanson C~ha~ir persist Meis~e 3