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HomeMy WebLinkAboutMarch 17, 2014COMMON COUNCIL OF THE CITY OF JEFFERSONVILLE, INDIANA March 17, 2014 The Common Council of the City of Jeffersonville, Indiana met in regular session in Room 101, 500 Quartermaster Court, Jeffersonville, Indiana at 7:OOpm, on Monday, March 17, 2014. Council President Julius, with Vicki Conlin, City Clerk, called the meeting to order at 7:00 PM. President Julius asked those in attendance to stand as Bobby Campbell gave the Invocation. President Julius then led all those present in the Pledge of Allegiance to the Flag. The roll call and those present were: Councilperson Smith, Councilperson Zastawny, Councilperson Payne, Councilperson Sellers, Council Vice President Gill, Council President Julius, Councilperson Glover, Councilperson Owen, and Councilperson Samuel. APPROVAL OF THE AGENDA: President Julius had two items that he sent out an email about this morning. If no objections, would like to put Amir under department heads with Code Red. Move from three to under department heads. Then under New Business move the Interlocal agreement with the County as Number Three. Councilperson Glover made a motion to APPROVE the agenda with the changes with Councilperson Owen seconding, PASSING on a vote of 9-0. MINUTES TO BE APPROVED: Councilperson Smith made a motion to APPROVE the minutes from the March 3, 2014, Council Workshop with Councilperson Sellers seconding, PASSING on a vote of 9-0. Councilperson Samuel made a motion to APPROVE the minutes from the March 3, 2014, regular Council meeting with Councilperson Sellers seconding, PASSING on a vote of 9-0. CLAIMS TO BE APPROVED: General Claims: Controller Amy Deering presented the General Claims list in the amount of $608,238.11 for approval. The City Hall TeleStaff Police is an AT&T bill, those are all paid under City Hall's budget. This was something new that was needed for the new time keeping system. Councilperson Samuel asked if this was monthly, Mrs. Deering did not know but said she could find out. The building demolition was when people were hired to board up houses, cut grass, or things like that and then bill the property owner. If they do not pay, we put a lean on their property. Councilperson Samuel inquired as to whether this was hired out or done internally. Mrs. Deering answered that it is hired out, not done internally. Mrs. Deering to Stephanie Miller about the Internet Service question, according to her that bill is for vehicle maintenance: Street Department, Sanitation, Fire; and quarterly she bills out to these other departments to recoup, so they pay their share of that bill. The Cumulative Cap Development, acron refractor, is to repair street lights downtown. It is paid under the Engineer's budget under Cumulative Cap. The final item, the lease payment, which is for a garbage truck. It is paid for under EDIT, it has always been paid for under EDIT. There are two garbage packers paid under EDIT as well. Councilperson Sellers asked why it 1 was paid on credit, Mrs. Deering clarified that it was not, it was paid through Republic Bank, but the vendor had Visa on there. The lease is through Republic. Councilperson Sellers had some questions/concerns regarding claims for travel items. Could not find all descriptions and spoke to Les Merkley about them. There is a travel ordinance that was written in 2008, Ordinance 10. In section 1, under F it says to qualify for reimbursement, travel expenses must be: Directly related to the conduct of the city business for which travel was authorized; and Actual, reasonable, and necessary under the circumstances. The City Council may make exceptions for unusual circumstances. Expenses considered excessive by the City Council will not be allowed regardless of whether or not the claim is submitted to the council on an approved form and the expenditure is requested from the correct budget line item. Under section 3-1 states that an eligible event shall be any conference or seminar that is sponsored by the Indiana Association of Cities and Towns (IACT), The Indiana Municipal Lawyers Association (IMLA), The Indiana State Board of Accounts and/or any other state sponsored organization that offers conferences and/or seminars or events that specialize in providing information for the benefit of elected officials and/or employees of local city government. Under section 3-2 states The National League of Cities (NLC) and the International League of Municipal Clerks and Treasurers (ILMCT) events shall be deemed and considered necessary conferences or seminars so long as the "Non -Returning Elected Official" provisions of this ordinance and the per diem expense regulations shall apply. And 3-3, any elected official, department head or other employee shall be permitted to petition the council and request approval to attend an event, seminar or conference that is not specifically included in this ordinance. Said petition shall be submitted to the City Council not less than thirty (30) days in advance of said event. Councilperson Sellers had to do this in 2008 when she attended a conference that was not under any of these and petitioned the council to get permission. She went on to highlight a few of the claims she had issue with. From the Mayor's Office we have one person that is going to the Florida Institute of Government, at the University of Central Florida. It is from 8:30 a.m. until 2:00 p.m. with a $50.00 conference fee. The airfare and hotel cost are $541.59. Councilperson Sellers noted that she thought this was excessive. The classes at the conference are: Economic Opportunity, HBI Mentoring and Pathway for Promoting Economic Opportunity for Youth, Investing in Civic Health, Community Engagement as a Predictor of Higher Matriculation, Investing in Engagements, and Local Non-profit Organizations. Some of the students at the university can actually take these classes and get credit for it. This is nothing that the state of Indiana probably doesn't provide through IAC. Councilperson Sellers requested that council deny payment of this. City Council Attorney Scott Lewis contacted the University and they told him that this is an academic research conference for professors and students. It is not for people from local government. The second one is a claim for the Mayor, for the Society of Commercial Archaeology. This is geared toward historians and preservationists. The conference fee was $527.00 and the airfare is $278.00. This is not for city government workers either. It is primarily a bus tour to see architecture, roadside attractions, roadside resources, and tourist attractions. This is a four day conference. Councilperson Sellers states that she thinks this is excessive and has nothing to do with city government and we should deny payment of this. City Council Attorney Scott Lewis contacted the President of the Society of Commercial Archaeology and the individual stated that this Historical 2 Architectural Tour has no focus on municipal policies or practices, it is about historical and cultural resources in the twentieth century. Membership is composed of authors, photographers, historians, and historic preservationists. They didn't think that this was what we were looking for. The Mayor is also going to Washington D.C. at the end of this month. International Economic Development Council, the 2014 Federal Economic Forum. The classes are Economic Developers Meet Workforce Developers, Workforce and Economic Development, The State of the Federal Economic Development, Foreign is the New Domestic, Export Everything Everywhere, Infrastructure and Economic Development, Federal Economic Development Administration, and Investing in Manufacturing Communities. This is really geared toward an Economic Development Director. The travel and conference fees are $825.00. Each separate trip to be voted on individually. Councilperson Owen made a motion to APPROVE the removal of the line item under the Mayor's budget of $541.59 and $50.00 for trip one with Councilperson Sellers seconding, PASSING on a vote of 9-0. Councilperson Owen made a motion to APPROVE the removal of the line item under the Mayor's budget of $278.00 and $527.00 for trip two with Councilperson Sellers seconding, PASSING on a vote of 9-0. Councilperson Gill made a motion to APPROVE the removal of the line item under the Mayor's budget of $625.00 and $200.00 for trip three with Councilperson Smith seconding, Roll Call vote PASSED 6-3. ROLL CALL NAY YEA SMITH YEA ZASTAW NY YEA PAYNE Nay SELLERS YEA GILL YEA JULIUS YEA GLOVER YEA OWEN Nay SAMUEL Nay Councilperson Smith had a question regarding police equipment, doesn't believe it should be coming out of LOIT, thinks it should be the General Fund. Councilperson Gill said that the speed/bullet proof vests were approved at the workshop to be under LOIT. Mrs. Deering stated that there is $75.000.00 budgeted under LOIT for safety equipment. 3 Councilperson Owen made a motion to APPROVE the General Claims list with the amended total $606, 016.52 Councilperson Gill seconding, Council President Julius abstains, PASSING on a vote of 8-0-1. REPORT OF THE CLERK: None at this time DEPARTMENT HEAD REPORT: Andy Crouch - Sidewalk Master Plan Update: Presented a 2014 Proposed Mobility Projects plan. We are looking at putting in a sidewalk on Middle Road. This would connect Pebble Creek Drive and Allison Lane. Multiple residential neighborhoods will be connected to Allison Lane. The finishing touches will be put on Allison Brook Park in the next couple of weeks. This is an established project in the established Sidewalk Master Plan. The cost estimate on this from a few years ago was $241, 5000.00. We have raised the total due to inflation, making that new total $260,000.00. We are also looking at 12th Street. Currently a four lane section, but not enough vehicle traffic to justify the width. There is relatively high pedestrian traffic with no sidewalks along the corridor. Lots of walkers on the roadway. This brings up safety concerns at intersections. Proposing a "Road Diet" for multimodal transportation alternatives. The cost estimate on this is $230,000.00. The 14th Street plans are similar, we want to use "road diet" to reclaim unused corridor areas and put them to better use. Streets are too wide for single -lane traffic, but not wide enough for two lanes. Sidewalks are intermittent- pedestrians are walking on the grass and roadway. The cost estimate on this is $70,000.00. We want to work on the Claysburg sidewalk ramps. Many of these sidewalk ramps are not compliant with ADA requirements, but are completely nonfunctional for most disabled citizens. Suggest a concentrated effort on the 'worst offenders' in the Claysburg area this year, with a continuing effort in subsequent years. The cost estimate is $11,250.00. The estimated total for the 2014 Sidewalk Project Priorities is $571,250.00. As much work as could be done in-house, would be. Anything else would have to be contracted out. The time estimate on this would take most of the summer. Councilperson Gill stated the need for sidewalks on Allison Lane due to the vehicular and pedestrian traffic is a safety issues. Mr. Crouch agreed with the need for sidewalks on Allison Lane but there has been a strong will in the community to spend money on widening Allison Lane and would it be cost effective to construct the sidewalks and then have to tear them out for widening. Councilperson Gill asked if any of these projects qualify for grants especially in the area of the Main Gateway they could use; the City received a grant for Spring Street. Mr. Crouch said he would talk with the grant writer to help look for grant opportunities. Mr. Crouch stated there is always Safe Cross to School project issue that the City has ran into is you have to have a co-sponsor with the schools and the schools sometimes state they don't allow walkers to the school and will not sign off on the grant. Councilperson Smith had concerns about downtown tripping hazards with the trees causing bad spots on the sidewalks. Mr. Crouch is already addressing this as well. Mr. Crouch also wanted to take this time to address that they have hired two new employees. One is a Storm Water MS4 Coordinator, this employee replaced another that they lost this past fall. The second is a Heavy Equipment Operator that used to work for them, left, and has been re -hired. Went to the Drainage Board to get approval for additional funds to get these employees to the 4 middle of their pay grade. Drainage Board has approved, and wanted to ask for approval from the council for both of those positions. The Storm Water MS4 Coordinator is a pay range 5 and the Heavy Equipment Operator is pay range 4. Councilperson Gill made a motion to APPROVE additional funds be moved for the positions of Storm Water MS4 Coordinator and Heavy Equipment Operator with Councilperson Smith seconding, PASSING on a vote of 9-0. Council President Julius and Councilperson Gill asked Amir Mousavi to come forward and go over the Code Red Package. Code Red is a geography based system to alert the citizens of any emergency or even some non -emergency events such as Thunder activities. This an emergency mass communications tool. If there is a water contamination, that area can be notified. Inclement/dangerous weather updates would be sent. This is a useful tool for the public. Councilperson Gill had concerns about the system being abused since non -emergency events could be sent. Mr. Mousavi supports the drafting of a policy to determine what the system should be used for to prevent abuses. There needs to be a spelling out of who uses, when to use, and what can be sent in the policy. People do have to sign up to receive notifications on their cellular devices. If the number is a landline and it is not private, those people will receive notifications. Councilperson Samuel wants to make sure that people would receive emergency notifications even if they did not sign up. Mr. Mousavi stated that they won't receive information if they don't sign up or if they don't have a landline not on the no call list. IPAUS, which is federal, will get notifications out. The estimated total is $15,000.00 for a 3-4 year contract. The costs for other programs were comparable. Councilperson Gill researched many programs and Code Red seemed to be the most helpful, and she highly recommended it. This system has a mobile application that can be downloaded and they are FEMA certified. Councilperson Glover suggested sending notifications to the public on their sewer bills about opting in or out. Councilperson Zastawny was concerned with the length of the contract, due to fears about the technology holding up. Councilpersons Payne and Owen would feel more comfortable moving forward if there was a policy in place about usage before moving forward. Will vote on first reading, with the contingency that some policy is written, Mr. Mousavi will work on this. A. UNFINISHED BUSINESS: 1. Amy Deering — PUBLIC HEARING 2014 -OR -10 An Ordinance of Additional Appropriation: PUBLIC HEARING — President Julius opened the Public Hearing at 8:24 P.M. With No Public Comment Public Hearing closed at 8:25 P.M. Councilperson Owen made a motion to APPROVE 2014 -OR -5 on the 2rd and final reading with Councilperson Gill seconding, PASSING on a vote of 9-0. 2. Scott Lewis — 2014 -OR -6 Ordinance for Flood Hazard Areas: It was passed on the 15t and 2nd reading. Required ordinance per all state and regulatory ordinances, no changes made. Councilperson Owen made a motion to APPROVE 2014 -OR -10 on the 3rd and final reading with Councilperson Glover seconding, PASSING on a vote of 9-0. 5 3. Dennis Julius - Interlocal Agreements with Clark County Government Council President Julius addressed the County Vehicles Service Agreement. Councilperson Smith supports the gas but no the garage. Not in favor of having the City garage to take on this much more work. 90% of the work is through the Sheriff's Department and most of that work is electrical issues. Councilperson Owen makes a motion to TABLE this issue until there an official policy presented and approved with Councilperson Glover seconding, PASSING on a vote of 9-0. B. NEW BUSINESS: 1. Scott Lewis — 2014 -OR -11 An Ordinance Amending Thunder Over Louisville Vendors: Section five would include the 600 block of West Riverside to be a prohibited area. Councilperson Owen made a motion to APPROVE 2014 -OR -11 on 15t reading with Councilperson Gill seconding, PASSING on a vote of 8-1. 2. Kim Calabro- 2014 -OR -12 An Ordinance Amending 2014 -OR -1 An Ordinance Fixing the Salaries of the City of Jeffersonville, Clark County Indiana, for the year 2014. Council President Julius acknowledges that Mrs. Calabro was not present. This proposes that moving a person from pay grade 1 to 2. Pay range changed, but they are not asking for more money at this time. They are at the top of 2 anyway, it was just never changed. This is just for paperwork. This fell through the cracks and was never addressed. Whether 1 or 2, this person is at the top of their pay grade. Councilperson Glover made a motion to APPROVE 2014 -OR -12 on 1St and 2nd reading with Councilperson Sellers seconding, PASSING on a vote of 9-0. 3. Amy Deering — 2014 -OR -13 An Ordinance of Additional Appropriation: Public hearing to be held on April 7, 2014. EDIT debt service payments on the Vissing Park van, Code Red, vehicle maintenance from general fund, building commissioner's budget short fall due to large payout to retiree due to time accrual, and the Steamboat Budget. For the Steamboat budget they are trying to get donations and possibly sell pins. If add all items up there is a total of $80,000.00. This is not money we are moving, we are waiting to receive. Bands and such are being booked so there needs to be something in place. All revenues and expenditures will run through 580. Councilperson Smith makes a motion to APPROVE 2014 -OR -13 on rt reading with Councilperson Zastawny seconding, PASSING on a vote of 9-0. Councilperson Owen stated that before they approve the final reading in regards to leasing the truck for Vissing at $7400.00, he is not supportive of this. If we need to buy a truck, we need to have that conversation. The lease expires mid next year. This was prepaid so we did not know this was an issue until now. 4. Amy Deering — 2014 -OR -14 An Ordinance Transferring Certain Funds within the Same Department: Just shifting around funds. Money needs moved for pool repair, Vissing Park construction, police items- ammunition. Councilperson Owen makes a motion to APPROVE 2014 -OR -14 on the rt reading with Councilperson Smith seconding, PASSING on a vote of 9-0. CITY COUNCIL ATTORNEY REPORT: None at this time 6 PUBLIC COMMENTS: None at this time COUNCIL COMMENTS: Councilperson Smith: None at this time Ed Zastawny: None at this time Councilperson Payne: None at this time Councilperson Sellers: Received a text from the Mayor and wants it on the record. It reads: "You have no idea how bad you are going to look tomorrow morning. If only you would communicate with me you wouldn't have just made an ass of yourself." What I want everyone to realize is we cannot read the administrations' minds. If they are going to take a trip, the only time I know about it is if it is on the record or when I see claims. He should have come to the council and communicated to us that this is what he wanted to do and we could have dealt with it at that time. I do not especially appreciate this, I do not know if it is a threat or what, but I want it on the record that I do not appreciate this. Councilperson Gill: None at this time Councilperson Glover: Suggested that maybe this travel ordinance or information pertaining to travel be put in the employee handbook if possible. Councilperson Owen: None at this time Nathan Samuel: March 6 there was a Community Talk held here. This was regarding some art that was going to be placed downtown. There were 4 or 5 locations for these. There were some people that didn't want anything in front of their homes, and we won't place anything where it isn't wanted. Met with the neighborhood association as well. I think it was a positive experience, and I feel like the community did too. President Julius: Amir wants to start a new department for public safety and I think we should have a workshop to decide if we should. We will do it 6:30 p.m. before the next council meeting, on April 7. ADJOURNMENT: Councilperson Smith made a motion to ADJOURN with Councilperson Samuel seconding, PASSING on a vote of 9-0. Meeting ADJOURNED at 8:50 p.m. Vicki Conlin, City Clerk APPROVED BY: Dennis Juliusresident 7