HomeMy WebLinkAbout1985-10-15; City Council; 8371; Planning Dept reorg. & addl. staffing request-- . CI‘ OF CARLSBAD - AGENE BILL
LB# 7371 TITLE - RE ORGAN1 ZAT I ON/ PLANNING DE PARTMENT
REQUEST FOR ADDITIONAL STAFFING &
IITG.- 10/15/85
CITY MGR. - RECOMMENDED ACTION:
Adopt Resolution No. fJJ5 , formalizing the structure of the
Planning Department; amending the classification and salary plans
t’o establish the positions of Planning Director, Assistant Planning
Director and Senior Planner; establishing a career ladder for
Assistant/Associate Planner; and authorizing the hiring of three new positions.
ITEM EXPLANATION
This item is a twofold request: 1) to reorganize the structure of the Land Use Planning Office so that it better addresses the needs
of the city and is more consistent with planning departments and
job titles in other cities and; 2) to request additional staff to keep pace with the level and scope of activity that exists in the department. The need to do more advance planning, increases in the
number and complexity of applications, and the desire of staff to be able to continue to ensure quality review of development in the city, necessitate the recommended organizational changes.
The department name would be changed from Land Use Planning Office to Planning Department. Changes in position titles would be from
Land Use Planning Manager to Planning Director and the creation of
the positions of Assistant Planning Director and Senior Planner.
Three additional employees are requested; one clerical and two
planners. The level of the two new planners will depend on whether
existing employees are successful in being selected to fill the newly created position titles (Planning Director, Assistant
Planning Director and Senior Planner).
The attached memorandum to the City Manager explains the proposed
organizational structure and justification for additional staffing in more detail.
FISCAL IMPACT
Depending upon whether existing employees are selected for the
Planning Director, Assistant Planning Director and one Senior
Planner position, a total of $74,375 in salary and fringe benefits
will be necessary to fund the three new positions.
EXHIBITS
1. Memorandum from Land Use Planning Manager dated 8/29/85
2. Memorandum from Building & Planning Director dated 8/29/85
3. Existing and Proposed Planning Department Organizational
4. Job descriptions for Planning Director, Assistant Planning
5. Proposed Management and Professional Employees Salary
Charts
Director and Senior Planner
Schedules 6. City Council Resolution No.
EXHIBIT I
AUGUST 29, 1985
TO : CITY MANAGER
FROM: Land Use Planning Manager
NEED FOR ADDITIONAL PERSONNEL AND REORGANIZATION OF LAND USE PLANNING
Recommendation
Formalize the structure of the Planning Department. Amend the
classification and salary plans to establish the positions of
Planning Director, Assistant Planning Director and Senior Planner. Establish a career ladder for Assistant/Associate
Planner. Authorize the hiring of three new positions.
Introduction
It is becoming very difficult for the Land Use Planning Office to
keep pace with the level and the complexity of projects being
submitted to the city. At the same time new programs are being added to our work responsibilities. I believe we have been operating with an employee deficit for well over a year. During
this time, the department has been involved in the review of the
Land Use Element of the General Plan which also has resulted in
many new tasks to be accomplished.
In addition, three members of the staff were transferred to the
new Development Processing Services (DPS) division, (Ed Ruiz,
Brian Hunter and Lynn Fitzgerald). It has reached the point
where it is imperative to request additional staff in order to
continue to provide a quality-level of service.
At the same time that additional staff is being requested, it
appears to be appropriate to address the overall organizational
structure of the department which we have previously discussed on
several occasions.
Analysis/Discussion
I. Organizational Structure
Planning in Carlsbad is at a crossroads. Planning issues and
projects are becoming increasingly complex and difficult.
Presently, more major planning applications are being considered
than at any one time in the past. In spite of the complexity of
these projects, the planning staff has been able to maintain a
high degree of quality in its review.
The attached proposed organization chart represents the structure and the total number of positions for optimum operation of the department. The existing organizational chart is also attached
with the names of individuals holding the current positions. The positions transferred to Development Processing Services are
shown in the shaded box. The name of the department would be changed from Land Use Planning Office to Planning Department and a more formalized advance planning function would be added.
The proposal would then be to have a Planning Director position
to handle policy level decisions and have time to respond dir-
ectly to the City Council and City Manager on policy-level
matters. The Assistant Planning Director would be in charge of supervising and implementing the daily functions of the depart-
ment. The two Senior Planner positions would have lead respon-
sibility for current and advance planning; one in charge of the more complex current planning items and one in charge of the more
complex advance planning projects. This would allow the depart-
ment to start doing some advance planning, which in the past it
has not had the time or the opportunity to do. I recommend
making this change and have attached a job descriptions for the
new position titles.
It is again recommended that a career ladder be established for
the Assistant/Associate Planner job classifications. This was previously discussed (see attached memorandum dated April 17, 1984), was favorably received but was never formalized. I feel
that it is extremely important to promote continuity in the plan- ning staff, which will be a major factor in trying to maintain the quality and integrity of new development within the city.
11. Additional Staffing
In support of the request for additional personnel, three areas
need to be addressed specifically: 1) Current work load - as is
shown on the attached chart, the number of units processed through Planning Commission and City Council, has increased continuously and significantly over the past several years. Last
year, there was an increase of 83%. It should be pointed out
that this figure does not include items like non-residential projects, smaller projects which are approved administratively by
staff, master plans or special projects. During the first six
months of 1985, the number of units considered by the Planning Commission and City Council was reduced (approximately 500)
because of the review of the General Plan. However, applications
were still being submitted and as of July 1, 1985, approximately
3,500 units were on the holding list waiting for consideration
until the General Plan Review was completed. Again, this does
not include the smaller, administrative projects or major master
plan proposals. Right now, five major master plans are pending review. These are probably the most complex and far-reaching projects in terms of impacts that we have had pending review since I have worked for the city. 2) Advance planning -
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It became evident during the General Plan review that more
advance planning needs to be done by the city so that we can
respond to new programs and requests for information in a more
timely manner without having to start from scratch. 3)
Implementation of Citizens Committee recommendations - the
existing staff is hard-pressed to keep up with the regular work
load. In order to carry out the Citizens Committee recommendations adopted by Council, additional personnel assistance is a necessity.
Finally, with the relocation of Redevelopment and the loss of the
individual who served as clerk/receptionist for both
Redevelopment and Planning, it is very important to fill this
slot on a permanent basis. Temporary employees have filled this position as an interim measure, but due to the complexities of
the job, it is important to have more continuity in the position.
It is requested that we hire three new employees at this time. A
clerk typist to serve as a receptionist and two new planners.
The level of the planners would depend on whether existing
employees are successful in being selected to fill any or all of
the new position titles (Planning Director, Assistant Planning
Director, Senior Planner).
If it is determined that additional staffing is not appropriate
at this time, consideration must be given to reducing the work
load, slowing processing times or any other measures deemed
appropriate.
MICHAEL J. HOLZMELER
MJH/ar
Attachments
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EXHIBIT II
AUGUST 29, 1985
TO : CITY MANAGER
FROM: Building & Planning Director
REORGANIZATION OF LAND USE PLANNING
The organization of the Land Use Planning Office should be
formalized to be made consistent with the more traditional
structure of a Planning Department. My recornendation is to
formalize the structure already in place.
I concur with the recommendation for changes in the classification plan, the proposed organization chart and the need to hire additional personnel. The work load in the department
justifies this request.
MARTY ORENYAK
MO/BH/ar
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LA3 USE PLANNING CI'FICE
EXISTING ORGANIZATION CHART
LAND USE PLANNING MANAGER I HOLZl
SECRETARY
RAMOS
I VACANT I
.LER I
;
i
EXHIBIT Ill
ADMINISTRATIVE ASSISTANT 11 --i HODER
WORD PROCESSOR
CLERK TYPIST I1
NEDROS
DOEMNER
PLANNER
I GRIMM
1 I
I GRAPHICS I
BOWEN u ASSOCIATE PLANNER
ASSOCIATE PLANNER HOWES
ROLLMAN ASSOCIATE PLANNER
I ASSISTANT PLANNER DE CWBO
LANDERS
DEVELOPMENTAL
PROCESSING
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PLANNING DEPARTMENT
Proposed Organizational Chart
I PLANNING DIRECTOR I
DEPARTMENT I SECRETARY I -- I I ADMINISTRATIVE
ASSISTANT \I -i I
WORD PROCESSOR
WORD PROCESSOR
CLERK/
RECEPTIONIST
ASSISTANT I PLANNING DIRECTOR
ADVANCE PLANNING
I
LAND USE PLANNING
SENIOR PLANNER
SENIOR
PLANNER . I 1 I
DEVELOPMENTAL PROCESSING GRAPHICS
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m
ASSOCIATE PLANNER
ASSOCIATE PLANNER
ASSOCIATE PLANNER
ASSISTANT PLANNER
ASSISTANT PLANNER
ASSISTANT PLANNER
PLANNING DIRECTOR
EXHIBIT IV
JOB SUMMARY:
Plans, directs and supervises the City's current and advanced
planning activities; provides highly responsible professional and
technical staff assistance to the City Manager, City Council and
Planning Commission.
TASK LIST
NO
1.
-
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Task DescriDtion
Plans, directs and supervises the activities of the Planning
Department, including current, advanced, and environmental
planning programs.
Provides staff assistance to the City Council and other
committees in matters related to the social, economic and
physical development of the community.
Serves as Secretary to the Planning Commission; approves and
signs all resolutions, final maps and minutes.
Prepares and presents staff reports and recommendations to
the City Council, orally and in writing, regarding planning
issues.
Participates in the most complex planning studies.
Directs the development and implementation of Planning
Department goals, objectives, policies and priorities.
Confers with applicants resrding political development projects; provides information to developers and citizens.
Provides information to City Councilmembers and Planning
Commissioners.
Selects, supervises, trains and evaluates assigned staff.
Directs the preparation and monitoring of the Planning
Department budget.
Recommends adoption and assists in preparation of
ordinances.
Coordinates community development activities with other City
departments, and outside agencies.
Provides information and interpretation of City actions to
the news media.
Represents the City in the community and with professional organizations.
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PLANNING DIRECTOR
Page 2
15. Prepares special studies, as directed by the City Manager.
16. May serve on committees.
17. Perforins related duties, as required.
QUALIFICATIONS:
Knowledge Of:
Municipal planning principles and practices.
Applicable federal, state and local planning laws and
regulations.
Organization and functions of the various agencies involved
in the planning process.
Principles and practices of organization, administration,
budgeting and personnel management.
Ability to:
Communicate clearly and concisely, orally and in writing.
Prepare and interpret ordinances and formulate planning policies.
Collect and analyze data and develop complex plans and
reports.
Establish and maintain effective relationships with City officials and employees, the general public and representatives of other agencies.
Properly interpret and make decisions in accordance with laws, regulations and policies.
Select, supervise, train and evaluate assigned staff.
d
Experience and Education:
Any combination equivalent to experience and education that would
likely provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be:
Experience: Six years of increasingly responsible
professional planning and community development experience, including three years of supervisory experience.
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PLANNING DIRECTOR
Page 3
Education: Equivalent to completion of a bachelor's degree
in public administration, planning, community development,
urban design or a related field from an accredited college
or university. A master's degree in public or business
administration is desirable.
ORGANIZATIONAL RELATIONSHIPS:
Department: Planning
Title of Immediate Supervisor: City Manager
Title(s) of Direct Subordinates: Assistant Planning
Director, Administrative Assistant 11, Secretary 11.
ASSISTANT PLANNING DIRECTOR
JOB SUMMARY:
Supervises the daily operation of the City's current and advanced
planning function; participates in all major land use planning
programs and projects; provides highly responsible professional and technical staff assistance to the Planning Commission and/or
City Council and other commissions and committees.
TASK LIST
NO .
1.
2.
-
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Task Description
Manages the daily activities of the Planning Department.
Supervises and coordinates a program of staff assistance to
the Planning Commission, City Council, Redevelopment Agency
and other commissions and committees in planning matters.
Participates in the conduct of complex planning studies
related to the social, economic and physical development of
the community.
Makes oral presentations concerning planning programs and
development projects to Planning Commission and to the City
Council and other boards and commissions as required.
Reviews and evaluates project plans to ensure conformance
with established land use regulations, codes and policies.
Confers with developers, architects, engineers and others
involved in privately-sponsored residential, commercial and
Participates in the development and implementation of
Planning Department goals, objectives and policies.
Meets with Planning Commissioners to provide information
and answer questions.
Interprets City policy and ordinances to the Planning Commission.
Coordinates planning activities with other City departments
and outside agencies.
Supervises, trains and evaluates assigned staff .
Participates in the preparation and monitoring of the
Planning Department budget.
Participates in the hiring of new department personnel.
industrial projects . 4
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ASSISTANT PLANNING DIRECTOR Page 2
14. Represents the City in the community and at professional meetings.
15. Provides information and interprets City action to the news
media.
16. Acts as Planning Director, as required.
17. Makes final Planning decisions on most projects.
18. May serve on committees.
19. Performs related duties, as required.
QUALIFICATIONS:
Knowledge of:
Principles and practices applicable to development, planning, redevelopment and housing programs.
Applicable federal, state and local laws and regulations.
Organization and function of various agencies and political
bodies involved in the planning and redevelopment processes .
Principles and practices of organization, administration, budgeting and personnel management.
Ability to: --.L.
Communicate clearly and concisely, orally and in writing.
Prepare and interpret ordinances and formulate land use policies.
Research, collect, analyze and interpret data, and develop
complex plans and reports for a variety of audiences.
Prepare long-range planning programs and strategies .
Make public and media presentations.
Establish and maintain effective relationships with those contacted in the course of work.
Supervise, train and evaluate assigned staff.
ASS I STANT PLANNING DIRECTOR Page 3
Experience and Education:
Any combination equivalent to experience and education that would
likely provide the required knowledge and abilities. A typical
way to obtain the knowledge and abilities would be:
Experience: Five years of increasingly responsible
experience in planning, redevelopment and housing.
Education: Equivalent to completion of a bachelor's degree in planning, public administration, community development,
urban design or a related field from an accredited college
or university. A master's degree is desirable.
ORGANIZATIONAL RELATIONSHIPS:
Department: Planning
Title of Immediate Supervisor: Planning Director
Title(s) of Direct Subordinates: Principal Planners,
Associate Planners, Assistant Planners, Planning
Technicians.
4
SENIOR PLANT!ER
under general direction, to assume lead supervisory responsibility for major
planning program as assigned: to perform difficult and -lex professional staff mrk; to assist in the aoordination of day-My departmental administrative activities; and to c% related mrk as assigned.
EXAMPLES OF INTIES
Assist in the developnent and implementation of cpals, abjectives, policies and priorities.
~eets with developers, architects, qineers and others involved in privately
sponsored residential, mrcial, and industrial projects.
Provide lead supervisim and guidance to other professional staff in the review
and evaluation of project plans for conformance to established land use regulations, codes and policies.
Participates in the evaluation of mre acmplex projects and the implementation of mre acmplex planning program.
Assist in ooordinating a program of staff assistance to the Planniq Carmission, Redevelopent l!gency and other Cwmnissions and cumittees in planning mtters, including the preparation of reports and recarmendations.
Make authoritative interpretations of applicable regulations and policies.
Respond to difficult citizen axplaints and requests for information.
Represent the City in the amnunity and at professional Eetings as required.
Develop and recarmend departm?ntal policies and procedures and assist in
irrplemnting policies and procedures upn thm approval.
Coordinates and participates in the preparation of ordinances, resolutions, and reports to the City Council, Planning Carmission and others regarding departmental planning activities.
Coordinate program activities with other city departments and divisions, and with outside agencies.
Supervise, train and evaluate assigned staff.
QUALIFICATIONS
Kmwledue of:
Principles and practices applicable to p1annir-g.
SENIOR PLANNER (Cont'd)
-ledge of:
Applicable federal, state and local laws and regulatims.
Organization and functions of the various agencies involved in the phmirq process.
Principles and practices of organization, administration and supervision.
Ability to:
ccpmwricate clearly and concisely, orally and in writing.
Prepare and interpret ordinances and forrtulate land use policies.
Collect and analyze data and develop canplex plans and reports.
Establish and maintain coaperative relationships with city officials and
employees, the general public and representatives of other agencies.
Properly interpret and mke decisions in accordance with laws, regulatims and policies.
Supervise, train and evaluate staff.
Experience and Education
Any cabination equivalent to experience and ducation that could likely
provide the required Wadedge and abilities wxld be qualifying.
typical way to obtain the kxxledge and abilities wuld be: A
& Experience
Four years of increasingly responsible professional planning experience.
Equivalent to a bachelor's degree frm an accredited college or university With major mrk in planning, public administration,
ccmtmdty developrrent, urban design or related field. A master's
degree in planning, public administration or a related field is desirable.
2
I
I I t
9:04 kfl
6-28-65
1 9'
CITY OF CARLSBAO
MANQGEMENT SiiLARY SCHEDULE
I
I I t
EFFECTIUE JANUARY 1. 1985 Annual Biweekly
FROM TO FROM TO
9:04 kfl
6-28-65
................................
PDSITIUN TITLE
ADMINISTRATIVE AIDE ...................
AOMIN . ASSISTANT I ....................
ADMIN . ASSISTANT I1 ...................
AOMIN . ASSISTANT/CONTRKTS
ADMIN . ASSISTANT II*'ARTS COORDINATOR .. ............
ASSISTANT CITY ATTORNEY ...............
ASSISTANT CITY MANAGER ................
ASSISTANT FINANCE DIRECTQR ............
ASSISTANT LIBRARY DIRECTCR ............
ASSISTANT PERSONNEL DIRESTOR ..........
BUILDING 8 PLANNING DIPECTOR ..........
CENTRAL SERVICES DIRECTOR .............
CITY ENGINEER .........................
COMMUNITY REDEVELOPMENT PlANFiGER .......
CURRENT PLANNING rnArw;EF! ..............
AS 5 I STl%H* P N N I EL G b I R E iT0 6!
EW I PMENT MA I NTEPANCE SUPT ............
EXECUTIUE ASSISTANT ...................
FINANCE DIRECTOR ......................
FIRE BATTALION CHIEF ..................
FIFE CHIEF .............................
--.. HOUSING SPECIfiLIST I1 .................
LIBRARY DIRECTOR ......................
MGR . OF RESEARCH 8 IWALY~IS ...........
PARKS 8 RECREATION DIRECTUR ...........
PHRKS SUPERINTENDENT ..................
ERSONNEL DIRECTOR ....................
POLICE CAPTAIN ........................
POLICE CHIEF ..........................
POLICE LIEUTENANT .....................
PI? I NC I PAL 1: I u I L ENG I NEEP ..............
PRINCIPAL CIVIL ENGINEEP . TRRFFIC ....
PRINCIPAL PLANNER .....................
PURCHASING OFFICER ....................
RECREAT I QN SUPER I tJTENDENT .............
SEN I OR C I T I ZEN COORD I NATOF! ............
STREET MAINT . SUPERINTENDENT ..........
UTILITIES MAINTENANCE MANAGER.@ ........
UTILITIES MAINTENANCE SUPERINTENDENT ..
1
End of MGTSAL86
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-- - RANGE
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43 6:
End of PROSfiL86
CITY OF CARLSi3AD
PROFESSIONAL EPlPLOYEES SALkRY SCHEDULE
BIWEEKLY SALARY - EFFECTIVE JULY 1, 1995 v
739.58
842.74
8so.w
994.70
1,063.98
1 ,, 164.56
I. I ao. BO
772.53
830.93
920.78
1,040.21
1,218.92
1 ., 112.89
I, I 72. Ll
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963.20
1,088.37
1,164.56
1,275.75
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963.26 1,,007.47
1,007.47 1,053.45
1 ,, 133.29 1,191.68
I, &,84. ox i 3~3. Sa
1,218.82 1,275.75
1,335.26 1,397.41
I- -
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2E
RESOLUTION NO. ~25
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING THE REORGANIZATION
OF THE PLANNING DEPARTMENT AND AMENDING THE CLASSI-
FICATION AND SALARY PLAN TO INCLUDE PLANNING
DIRECTOR, ASSISTANT PLANNING DIRECTOR AND SENIOR PLANNER, AND AUTHORIZING THREE NEW POSITIONS, AND THE ESTABLISHMENT OF A CAREER LADDER FOR ASSISTANT/
ASSOCIATE PLANNER.
WHEREAS, the City Manager recommends and the City Council
aoncurs that the reorganization of the Planning Department is in
the best interest of the city; and
WHEREAS, the City Manager recommends and the City Council
zoncurs that the classifications of Planning Director, Assistant
Planning Director, and Senior Planner should be included in the
zlassification and salary plan; and
WHEREAS, the City Manager recommends and the City Council
zoncurs that it is necessary to replace the three Planning
personnel transferred to Development Processing Services; and
WHEREAS, the City Manager recommends and the City Council
zoncurs that it is desirable to establish a career ladder for the
Assistant/Associate Planner poGtions;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the
City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That the City Council authorizes the reorganization of
the Planning Department.
3. That the City Council authorizes and directs the City
Manager to add the classifications of Planning Director, Assistant
Planning Director and Senior Planner as described in Exhibit 4,
attached hereto, and made a part thereof.
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4. That the City Council authorizes and directs the City
lanager to add the titles of Planning Director and Assistant
'lanning Director to the management salary plan: and Senior Planner
:o the miscellaneous salary plan as shown on Exhibit 5.
5. That the City Council authorizes the addition of three
)ositions in the Planning Department.
6. That the City Council authorize the establishment of
i career ladder for the Assistant/Associate Planner positions.
PASSED, APPROVED AND ADOPTED at a regular meeting of the
:arlsbad City Council held on the 15th day of October I
.985, by the following vote, to wit:
AYES: Council Mnhers Casler, Lewis, Kulckin, Chick and Petthe
NOES: tb-e
ABSENT:
iTTEST:
ci4 62Gf&dk iLETBA L. RAUTENKRANZ, City clerk
1 SEAL)
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