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HomeMy WebLinkAboutSEPTEMBER 19, 2016 COMMON COUNCIL OF THE CITY OF JEFFERSONVILLE, INDIANA SEPT-EMBER 19, 2016 The Common Council of the City of Jeffersonville, Indiana met in regular session in Room 101, 500 Quartermaster Court,Jeffersonville, Indiana at 7:00 pm, on Monday, September 19, 2016. Council President Owen along with City Clerk Conlin called the meeting to order at 7:00 pm. Mr. Samuel gave the Invocation and Council President Owen asked those in attendance to recite the Pledge of Allegiance. ROLL CALL:The roll call was conducted and those present were: Councilperson White, Councilperson Zastawny, Councilperson Jahn, Councilperson Gill, Council President Owen, Councilperson Hawkins, Councilperson Samuel, and Councilperson Rodriquez. Councilperson Maples was absent from the proceedings as he was out of town. MINUTES TO BE APPROVED: Minutes from the Council Regular Proceedings September 6, 2016—Councilperson Jahn made a motion to APPROVE the minutes with Councilperson Gill seconded, PASSING on a vote, 8-0. Minutes from the Council Budget Workshop September 9, 2016—Councilperson Jahn made a motion to APPROVE the minutes from the Workshop with Councilperson Gill seconding, PASSING on a vote, 8-0. APPROVAL OF THE AGENDA: Councilperson Gill made a motion to APPROVE the agenda with tabling#1 under Unfinished Business with Councilperson Zastawny seconding, PASSING on a vote, 8-0. CLAIMS TO BE APPROVED: City Controller Heather Metcalf presented the Claims. We are going to remove a claim in the amount of $100. It is the top claim on page 5. Councilperson Samuel said it was for the minutes for the Public Arts Commission and the stenographer was actually absent and he did the minutes from that meeting and there is no charge for that. Councilperson Gill stated the issues with the Credit Cards are getting worse instead of getting better. Councilperson Gill read from 2013-OR-8: "#2..That all credit cards shall be kept under the care and control of the Controller and the Controller shall be responsible for reviewing that all documentation has been correctly submitted and that all State Board of Accounts rules and procedures have been followed before payment is made on the credit card account. #3. That all credit card purchases shall be processed through the Controller's Office via the use of a purchase order. The authorized department head shall contact the Controller's Office to obtain a purchase order and the appropriate credit card number to make a purchase. #5. That the appropriate department head or other city official may receive temporary possession of a credit card for official city business from the Controller's Office by completing and signing the appropriate forms and other documentation verifying the release of the credit card. The said credit card shall be returned to the Controller's Office within seventy-two (72) 1 hours of the use of the said credit card or within seventy-two (72) hours of the return of any individual to the City after an out-of-town travel, along with all required supporting documentation of any purchases made to the said credit card. Upon demand by the Mayor or the City Council President, all credit cards shall be promptly returned to the Controller immediately." They are not being checked out but they are being used. Not sure if someone has wrote down the information and is using it that way. The POs are not getting approved prior to the cards being used and there is one fraudulent charge that is being investigated. Ordinance 2013-OR-8 states that the Controller needs to be in control of the Credit Cards. The Council needs to meet to discuss amending this Ordinance and sooner rather than later. It seems as though this issue is getting out of control and she would like to see a meeting on this prior to the next Council meeting. She will not be in support of the Claims anymore until this issue is resolved. Councilperson Jahn asked City Attorney Merkley if this was a communications issue. Mr. Merkley said this was the first he had heard of the issue and it will be addressed and handled by the Administration. Mr. Merkley said he is a little taken back on all of this. He is not sure how a claim can get on the claims list if the proper documentation is not submitted. Controller Metcalf said it is because the department heads are entering their own information for the claims. Mr. Merkley said that normally you would use your own credit card and get reimbursed, it is a privilege to use the City credit card and if it is going to be used then the proper protocols need to oe followed. Also Council Attorney Lewis makes a valid point,there is an Ordinance already in place that covers everything, it is a matter of it being enforced. Councilperson Samuel asked if they wanted to make a statement and deny the credit card claims during this meeting. As the claims were already paid (automatic payments). Councilperson Zastawny made a motion to APPROVE the claims under the condition that the credit card issues be resolved and in the future claims that did not have the proper documentation (including credit cards) would not be approved. Councilperson Rodriguez seconded, PASSING on a vote, 8-0. REPORT OF THE CLERK: Clerk Conlin has already spoke with Council President Owen, Councilperson Gill,arvd Councilperson Samuel but just to let the rest of the Council know, currently there is only$330,000 budgeted for Insurance. When the audit is done they are guessing it will be closer to$490,000-$500,000. AGENDA ITEMS: UNFINSHED BUSINESS: 1. Rob Waiz—2016—R- Resolution Finding Substantial Compliance with S-catement of Benefits for Tax Abatement For 2016 (Tabled 9/6/16) -Tabled 2. Heather Metcalf—PUBLIC HEARING 2016-OR-57 An Ordinance Of Additional Appropriation (Passed on 1St and 2nd reading 9/6/16) —City Controller Metcalf presented 2016-OR-57. There have been no changes. Councilperson Gill made a motion to APPROVE 2016-OR-57 with Councilperson Samuel seconding, PASSING on a vote, 8-0. 3. Heather Metcalf—2016-OR-58 An Ordinance Transferring Certain Funds within the Same Department (Passed on 1"and 2nd reading 9/6/19) —City Controller Metcalf presented 2016- 2 OR-58. There have been no changes. Just as a heads up during the next meeting, there will have to be another addition to the Pool Staff overtime. Councilperson Gill asked if she knew the reason for this. Ms. Metcalf said she would find out and report back. Councilperson Gill made a motion to APPROVE 2016-OR-58 with Councilperson Samuel seconding, PASSING on a vote, 8-0. NEW BUSINESS: 1. Fire Merit Commission —Mr. Frey was not present. Councilperson Gill made a motion to TABLE the matter with Councilperson Samuel seconding, PASSING on a vote, 8-0. 2. Andy Crouch—Sidewalk Masterplan Update—City Engineer Andy Crouch presented the 2016 Transportation Plan. The plan involves Sidewalk Design and Construction, Traffic Detection Improvements, Pedestrian Crossing Signal Installments, and Intersection Improvements. In Steeplechase, sidewalks will be added along Sundancer and then from Utica Sellersburg Road to New Chapel. There has been additional traffic on this stretch of road now that the traffic signal at Kerry Ann Way and 62 has been installed. The construction will start within the next month on the Sundancer portion. The design phase for the New Chapel portion will be completed this fall and the construction will be completed in Spring of 2017. Hopkins Lane is one of the last remaining suggestions in the 2010 Sidewalk Master Plan that has not been constructed. This sidewalk will run from 8th Street to Utica Pike, along one side of the road. The design and acquisition phase will take place this fall and winter and construction will start in the spring of 2017. Councilperson Zastawny inquired if Plank Road could also be discussed or if it could at least be put out for bid so that the ball would get moving on it. The Traffic Detection Improvements include adding traffic detection hardware to signals at Penn Street, Main Street, Crewstview Court/Nachand Lane, Briscoe Drive/Morris Avenue, Springdale Drive/Chippewa Drive, and Ewing Lane. This will mean that unless a vehicle is detected on the side road, the traffic light on 8th Street will remain green. The Pedestrian Signals will be added at Middle Road and Allison Lane intersections and then at the Spring Street and Market Street intersections. These will be a push button, have audio as well as visual cues and includes countdowns. For the Intersection Improvements the change will take place at Court Avenue and Spring Street. A vehicle accident in the past knocked a pole down there. It is currently operational, but needs an additional signal head installed. While doing that work, Mr. Crouch is proposing to add left turn lanes for north and south bound traffic. This will require a slight reworking of the pavement lines on Spring Street and will be paid for using a combination of EDIT funds and insurance money that was received. The cost estimate for the 2016 EDIT funds totaled to $490,000 and for 203.7 $380,000. Council President Owen stated that a motion would need to be made that these EDIT funds could be used for the other projects and stated he appreciated all of Mr. Crouch's work on these projects. 3 Councilperson Gill made a motion to allow the EDIT funds to be used for ether projects than the sidewalks with Councilperson Zastawny seconding, PASSING on a vote, 8-0. 3. Ed Zastawny—Lincoln Crum—Parks App Update— Mr. Crum was contracted to do some work to put together a Parks App. This is great for Social Media exposure. He put together videos of all of Jeffersonville Parks. He recommends that the Council use these videos as much as possible. He worked with a local business to actually build the app. Council President Owen extended an invitation to Mr. Crum to come before the Parks Authority to show the videos and the App. 4. Vicki Conlin—2016-OR-59 An Ordinance Transferring Funds Within the Same Department—City Clerk Conlin presented 2016-OR-59. This is the last quarterly payment, she went through and made sure that all payments for the remainder of the year was required in this. Councilperson Gill made a motion to APPROVE 2016-OR-59 on the first and second reading with Councilperson Rodriguez seconding, PASSING on a vote, 8-0. 5. Heather Metcalf—2016-OR-60 An Ordinance of Additional Appropriation (Public Hearing October 3, 2016)—City Controller Metcalf presented 2016-OR-60. The Street Department sold some equipment and this money needs to be appropriated back into their budget. Councilperson Gill made a motion to APPROVE 2016-OR-60 on the first and second reading with Councilperson Jahn seconding, PASSING or: a vote, 8-0. City Council Attorney Report: Nothing at this time. Department Head Reports: Nothing at this time. Public Comment: Pat Barrow—1800 Dutch Lane—Ms. Barrow handed out an environmental health consultation surrounding the effects of the MAC business in Jeffersonville. Council Attorney Lewis advised since there was current litigation between MAC and the City it would be best not to comment on the matter. Council Comment: Councilperson White—Nothing at this time. Councilperson Zastawny—Nothing at this time. Councilperson Jahn—Nothing at this time. Councilperson Gill—Nothing at this time. 4 Councilperson Hawkins—Would like to extend an invitation for a Congressional Candidate debate that is put on by the Jeffersonville High School Debate team. It takes place September 23, 2016 at 4:30 PM and the students fully put this on and do a fantastic job. Councilperson Samuel—Thanks Mr. Merkley for assuring that the Administration would -sake care of the credit card issues. Councilperson Rodriquez—The All in One Block party will be at Preservations Station from 11 AM to 1 PM on October 1St Council President Owen—Thank you to Major Lynch for being here tonight. Also he is very glad to see that 8th Street is getting taken care of. Adjournment: Councilperson Hawkins made a motion to ADJORN at 8:25 PM with Councilperson Jahn seconding. APPROVED BY: Matt w i ATTEST: �a- L. — Vicki Conlin, Clerk 5