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HomeMy WebLinkAboutFebruary 19, 2013COUNCIL PROCEEDINGS OF THE COMMON COUNCIL OF THE CITY OF JEFFERSONVILLE, INDIANA FEBRUARY 19, 2013 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 Tuesday, February 19, 2013. Council President Connie Sellers, with Vicki Conlin, City Clerk, called the meeting to order at 7:OOpm. President Seller asked those in attendance to stand as Bobby Campbell gave the invocation. Council President Sellers then led all those present in the Pledge of Allegiance to the Flag. The roll call and those present were: Councilperson Smith, Councilperson Gill, Councilperson Glover, Councilperson Zastawny, Councilperson Samuel, Council President Sellers, Councilperson Owen, and Councilperson Vice President Julius, with Councilperson Payne being absent. APPROVAL OF THE AGENDA: Councilperson Owen made a motion to APPROVE the agenda, with Councilperson Glover seconding, PASSING on a vote of 8-0. MINUTES TO BE APPROVED: Councilperson Gill made a motion to APPROVE the minutes from February 4, 2013, with councilperson Glover seconding, PASSING on a vote of 8-0. CLAIMS TO BE APPROVED: Parks Claims: Controller Monica Harmon presented the Parks Claims list in the amount of $74,168.74 for approval. Requested moving from Parks the charges from Kovert Hawkins: $570.00, $2413.75, $2,115.00, Visa: $25.89, Don Meredith: $89.76, Insty Prints: $97.50 — all related to Vissing Park and the Woehrle Center. These are all capital expenditures and should not be charged to the 204 fund but charged to the 239 Vissing Park non -reverting construction fund. Councilperson Smith made a motion to APPROVE the Parks claims with changes, with Councilperson Gill seconding, PASSING on a vote of 8-0. General Claims: Controller Harmon presented the General Claims list in the amount of $1,496,005.75 for Council approval subject to the additions she just spoke of. Mrs. Harmon also requested to remove from this claim and move to fund 239 $16,000 related to the Woehrle Design that was charged to EDIT. Also, two charges were incorrectly posted for electric and water under Building Authority that should fall under Board of Public Works, as they are related to City Hall utilities. Ms. Harmon stated that the General Claims total will only increase by the amount that was removed from Parks Claims. Councilperson Smith remarked that the chair rail in the Mayor's Conference room was taken out of the Mayor's budget, but should have been taken out of the Building Authority's budget. Mayor Moore spoke out by saying he agrees 100% that this expense should have come out of the Building Authority's fund. Councilperson Samuel asked if the amount listed under LOIT for 911 is the total amount for 2013. Ms. Harmon stated that the invoice said it was for 2013 and did not say it was a partial payment. Ms. Sellers remarked that this amount was our share of the percentages. Ms. Harmon asked council what the percentage was so she could make a note of it and Councilperson Smith believes it was either 37% or 39%. Clerk Conlin offered to scan and email the paperwork that she had in her office explaining the breakdown of percentages to each Council member. Councilperson Samuel asked Ms. Harmon to make an inquiry to 1 see if the invoice reflects the full responsibility for the year 2013 and if not, what the city's obligation is. Ms. Harmon agreed to do so. Mike Smith made a motion to PASS the General Claims for $1,496,005.75 with all the changes, seconded by Vice President Julius, PASSING on a vote of 8-0. TIF Claims: Ms. Harmon presented the TIF Claims for $477,486.50 for Council preapproval. Councilperson Smith made a motion to PREAPPROVE the TIF claims for $477,486.50, seconded by Councilperson Gill, PASSING on a vote of 8-0. As a follow-up to an inquiry about gas cards from the last Council meeting, Ms. Harmon informed the Council that there is no ordinance or written policy for city gas cards, but she is in the process of drafting a policy and will be consulting with the other department heads to see how to implement. Ms. Harmon stated that she will keep the Council informed as to her progress. MAYOR COMMENT: Mayor Moore informed the Council of a 7.3 million dollar expansion planned by Mr. P's Trucking. Mayor Moore also told the Council of an unveiling of a statue that took place today at the intersection between Nachand and Eighth Street. Jeff High art and welding students were commissioned to create the structure which has a baseball theme. Mayor Moore informed the Council that he has been told that they have some questions about Flood Control and was ready to address those questions along with Josh Hillman of Jacobi Toombs and Lanz and Director of Flood Control Mike Lanham. Mayor Moore informed the Council that he wasn't aware that anyone was asking for him, but he was "here now" and wanted to proceed. President Sellers told Mayor Moore that there were a couple of department head reports on the agenda before him and then he would be the first on the list. Mayor Moore stated that he was "here right now". President Sellers asked the Mayor to please wait until after the department head reports and thanked him for coming. REPORT OF THE CLERK: None at this time. DEPARTMENT HEAD REPORTS: Kelly Phillips — DeLynn Rutherford — GoLocal Technology: Urban Enterprise Director Kelly Phillips stated that Grant Administrator DeLynn Rutherford was unable to attend today's Council meeting, but Ms. Phillips was there to answer any questions the Council may have. Vice President Julius stated he had great difficulty finding the City of Kokomo's GoLocal website and remarked that he never uses a city website when traveling out of town. Ms. Phillips explained that the intention is not for travelers, but for residents to use. Councilperson Owen asked Ms. Phillips what kind of commitment the city would have to make to have the technology. Ms. Phillips stated the commitment is for one year and after that time the monthly fee increases approximately 3 to 4 percent. Set up fees are a one-time cost. Councilperson Owen asked if Jeff Main Street Director Jay Ellis had given his input on this new program and Ms. Phillips stated he had and thought it was a good idea. Councilperson Smith asked if Jeff Main Street would be willing to pay part of it. Ms. Phillips felt they would probably not be able to pay, and if Jeff Main Street was asked to pay part, all business associations would have to be asked as well. Councilperson Zastawny asked how this website is different than the one we have now. Ms. Phillips explained that it is more user friendly for the (Phone, it can send out coupons and alerts, and has the ability to set up a micro -site, which our site currently doesn't allow. Councilperson Owen asked if it has the push notification option. Ms. Phillips didn't know, but thinks the notifications work through email if they opt to receive coupons or daily updates. The home screen has the ability to show alerts. The Council thanked Ms. Phillips for the information. 2 Chief Eric Hedrick — Fire Department Staff Vehicle Purchase: Chief Hedrick informed the Council that his department was in need of four vehicles, but due to the uncertainty of the budget is requesting the purchase of two Chevy Silverado trucks. To help offset the cost, the Fire Department has a $5,000 check they received after selling an older fire truck to the Town of Utica. Chief Hedrick intends to trade in another vehicle as well. Money will also be saved by using the same radios they currently have. Chief Hedrick requests to revisit the issue again next year and warns that the government priced vehicles will go up in price $3,000 to $4,000 by next year. The total amount requested from the Council is $60,000 for two vehicles. Councilperson Gill made a motion to APPROVE the purchase of two vehicles, seconded by Councilperson Zastawny, with Councilperson Samuel opposing, PASSING on a vote of 7-1. Chief Chris Grimm — Police Department: Police Chief Grimm came before the council to ask for permission to order the remaining six vehicles that are budgeted through LOIT. Four vehicles have already been ordered and will arrive within the next couple of weeks. Councilperson Smith asked if the vehicles are state bid and Chief Grimm said they are, but Coyle beats the state bid and police packages. Chief Grimm estimated the LOIT budget to be $321,000 - $325,000 and feels certain he can squeeze 10 vehicles out of that. The vehicles average around $27,900 with $4,000-$5,000 for the equipment making each vehicle around $31,900 - $32,900. Chief Grimm stated that some of the older vehicles are being decommissioned and sold. Ms. Harmon explained that the money would then be placed in the EDIT Fund. Councilperson Gill made a motion to APPROVE the Police Chief purchasing as many cars as he can from LOIT not to exceed $325,000, seconded by Councilperson Zastawny, PASSING on a vote of 8-0. A. UNFINISHED BUSINESS: 1. Tom Lowe — 2012-R-28 A Resolution of the Common Council of the City of Jeffersonville Approving the Issuance of Bonds by the Jeffersonville -Clarksville Flood Control District: The Council asked for Mayor Moore's input on this Resolution and was told that he left City Hall and was no longer available. Vice President Julius made a motion to TABLE 2012-R-28, seconded by Councilperson Samuel, PASSING on a vote of 8-0. 2. Tom Lowe — 2013 -OR -1 An Ordinance Establishing Fee In Lieu of Required Sidewalk Installation (Waiver) and the Sidewalk Waiver Non -Reverting Fund: The Council asked to wait until the Planning Commission has had a chance to look at it. Councilperson Owens made a motion to TABLE 2013 -OR -1, seconded by Councilperson Samuel, PASSING on a vote of 8-0. 3. Monica Harmon — 2013 -OR -2 An Ordinance Amending Ordinance 2012 -OR -49 Fixing the Salaries of Appointed Officers and Employees for all the Departments of the City of Jeffersonville, Clark County, Indiana for the Year 2013: Ms. Harmon stated that the Salary Ordinance for 2013 is being amended and there are no changes at this time and requests approval from the Council. Councilperson Zastawny made a motion to PASS 2013 -OR -2 on the 2nd and 3rd Reading, seconded by Councilperson Samuel, PASSING on a vote of 8-0. B. NEW BUSINESS: 1. Ed Zastawny — 2013-R- A Resolution Requesting that the City of Jeffersonville Amend Redevelopment Plan: Councilperson Zastawny requested the Council decide whether or not to pass this Resolution to amend the 2012 Redevelopment plan. Council Attorney Scott Lewis stated that there is an agreement and legally he doesn't feel it's necessary to pass this Resolution at this time, but it is up to Council's discretion. Councilperson Zastawny stated 3 based on that recommendation, he will not push for this Resolution to be passed and is glad that the administration agrees that they need to go through the process and make the changes necessary. Councilperson Smith made a motion to REMOVE Ed Zastawny's Resolution requesting that the City of Jeffersonville amend the Redevelopment fund, seconded by Councilperson Zastawny, PASSING on a vote 8-0. 2. Dennis Julius — Employee Health Care Consulting Services (Brown and Brown): Councilperson Julius stated that insurance has been discussed throughout negotiations with Fire and Police and Insurance is one of the biggest expenditures costing four to five million dollars a year. Councilperson Julius, Human Resources Director Kim Calabro, Agent of Record Joe Olson, Cindy Orem, a few members of Police and Fire Unions, and others met with Jason Weilage of Brown and Brown to discuss hiring an outside firm who would create an unbiased study to analyze the city's health care policy and look for savings. Vice President Julius stated that the cost of the contract for the study package is approximately $30,000. Ms. Calabro explained that it is pretty standard in the industry to have someone come in to do this kind of study and the timing is perfect now given the fact they are in the middle of union negotiations. Ms. Calabro warned that The Affordable Healthcare Act is going to create some significant changes and even bigger changes are expected down the road, particularly between 2014 and 2018. Ms. Calabro advised that there are a total of 977 members on the city's health plan and indicated that it is a very rich plan that she feels could be tweaked. Mr. Weilage explained that he will not be telling Council what to do, but will give thoughts and choices. The study will take approximately six weeks. After discussion, a motion was made by Councilperson Samuel to support the Mayor to fund the study with Brown and Brown not to exceed $30,000, seconded by Councilperson Owen, PASSING on a vote 8-0. 3. Dennis Julius — Animal Shelter Agreement: Vice President Dennis Julius stated that he and some of the Council members met with the County Commissioners Rick Stephens and Jack Coffman concerning the Animal Shelter. Vice President Julius explained that the city has been renting space from the county since City Hall has been occupied for Police lock-up and storage. The city has a contract to pay the county every year, but to his knowledge this has never been paid and since 2010, the county has not paid the city for their use of the Animal Shelter. Vice President Julius referenced a chart that the Mayor sent out for the different municipalities and disagrees with the percentage of population breakdown. Vice President Julius explained that he feels there needs to be an inter -local agreement with all the municipalities to agree on the Animal Shelter and how it is to be run. He warned that raising the county's fee to almost double, without a meeting, is pretty tough to swallow. Attorney Tom Lowe interjected by stating that the chart was a starting point to a discussion and it was never ever proposed that the county pay that much — ever. Councilperson Glover stated that he understands that the county is in dire straits, but thinks that the city should pay what we owe the county, but they also need to pay what they owe us. After discussion, Vice President Julius asked the council if they could all agree to recommend to the county that they pay $66,150 per year for 2010 — 2013, less the amount the city owes for leasing storage space in the county building through 2013. Councilperson Smith asked Clerk Conlin for a roll call for recommendation: Councilperson Smith Yay Councilperson Zastawny Yay 4 Councilperson Gill Yay Councilperson Glover Yay President Sellers Yay Vice President Julius Yay Councilperson Owen Yay Councilperson Samuel Yay All say yes for the recommendation. 4. Matt Owen — 2013-R- A Resolution Implementing a Change in Capital Expenditure Purchase: Councilperson Owen outlined the resolution explaining it would require council approval for purchases over $5,000 with an extra condition for any expenditure in excess of $10,000 must be approved by way of city Ordinance. The intent is to slow down the process of approving appropriations for money. Councilperson Gill stated that she understands the intent, but doesn't like the idea of an Ordinance and asked Controller Monica Harmon for her input. Mrs. Harmon stated that she has read the proposal, but feels it would be very confusing. An Ordinance for each and all expenditures would bog down the process adding it's too broad and an Ordinance or Resolution is not the way to do it. Ms. Harmon explained that this Ordinance would be a heavy layer. Councilperson Owen stated that he might need to reexamine, but still feels there's a need to slow down the process. Councilperson Samuel suggested creating a standard template or form for any department wanting to purchase capital expenditures. This form would be given to Council members in advance of the next meeting so they can read and be prepared. Clerk Conlin thought that would be helpful tool to her office as well. For example, if someone asked what was purchased six months ago, the request could be found quickly by referencing the form rather than going through entire groups of minutes to locate. Councilperson Owen stated that he would be willing to take this off the agenda while a template or form is created and reexamine later. The Resolution FAILS for lack of a motion. C. PUBLIC COMMENT: Ms. Pat Barrow: Ms. Barrow addressed the Council with a question about the Fire Merit Board. Ms. Barrow explained that Board President Lyn Ackerman received a note from Ms. Harmon indicating the Council passed the Salary Ordinance for 2013, which matched the Fire Merit Commission stipend with the Police Merit Commission stipend and the annual amount for service on the board is $1,200. Ms. Barrow stated that the Fire Merit Board members were receiving $100 per meeting and during the testing and promotions were putting in about 30 to 40 hours per month. Ms. Barrow asked the Council if this salary stipend was a "done deal" or did they have any suggestions that she can take back to her board members. Councilperson Smith commented that the Fire and Police Boards started out hand-in-hand on the dollar amount. Bob Bottorff of the Police Merit Board brought the discrepancy to his attention indicating there was a difference in stipend and there shouldn't be. The stipend is $1,200 a year whether you have one meeting or twelve. Councilperson Samuel apologized to Ms. Barrow for the lack of communication. Ms. Barrow asked Council to keep in touch with the board in case there is something they need to know in the future. Human Resources Director Kim Calabro suggested looking at some kind of reimbursement system based on the hours worked for board members and offered to communicate with the presidents of the commissions. 5 D. COUNCIL COMMENT: Councilperson Smith: None Councilperson Zastawny: None Councilperson Gill: None Councilperson Glover: offered thanks to Vice President Julius and Councilperson Smith for working on the Animal Shelter contract and appreciates their efforts. Vice President Julius: Contract negotiations with the Fire and Police has been taking forever. Sometimes they may feel like its personal, but it's not. There are differences of opinion, but admires them and thinks they're excellent. They are very well trained and wonderful to work with. Just wanted to go on the record stating that. They protect and serve our city and are very important. Councilperson Owen: It was brought to his attention that a Cherry Hill resident was the winner of American's Next Best Baker. Ashley Holt won and it trying to open her own bakery with the cash prize she received. He would like to try and get in touch with her to help her do that in Jeffersonville. Councilperson also thanked the Council for the conversation they just had regarding his proposal to change the way the city reviews capital expenditure purchases. Councilperson Samuel: At the entrances to the city, particularly at 10th and Spring, there were inmates there cleaning and thanked Sheriff Rodden and Joe Renck on behalf of the Council and the city for this service and hopes it will continue. Council voted to purchase two pick-up trucks at approximately $40,000 a piece and wanted to make a comment why he voted against that. The vehicles that were asked to replace are putting on 11,000 miles per year. The Fire Marshalls are driving these trucks to a scene after the fact — they are not on an emergency run and feels that it was overkill to buy a vehicle for a Fire Marshall to go to a fire scene by himself and that is why he voted the way he did. Councilperson Samuel showed three photos of the art structure that was unveiled at Gaither Park today with former Mayor Galligan along with current Mayor Moore and city crew. Photos showing John Wells, Dawn Struck (arts teacher at JHS), Peggy Duffy (who was taking the picture) and Chad, welding teacher at JHS. Thanked Vice President Julius and Councilperson Smith for the work they have done between the city and the county regarding the Animal Shelter. President Sellers: Received an email from Dawn with ProMedia requesting information from Council to be placed in the newsletter. Dawn will be giving Council dates when information is due so they can be submitted on time. Asked Ms. Harmon to remind everyone that it's not just elected officials, but anyone who uses a city credit card and goes out to eat needs to list the names of the people eating and why they are out eating. Some departments have not been doing this and need to. Re: Jeffersonville Neighborhood Leadership Alliance (JNLA) — Councilperson Gill and President Sellers met with Michael McCoy, Katie Miller and Josh Rodriguez. Mr. McCoy stated that he will be willing to conduct the class again. The total cost is $19,500. UEZ is interested in donating $5,000 toward that. President Sellers requests Council consideration to take $15,000 out of 6 Council's Special Projects budget explaining that JNLA goes straight back to the taxpayers to help their communities and neighborhoods. Councilperson Smith stated that he would like to make some kind of motion on this at today's meeting. President Sellers asked Ms. Marilyn Czape to prepare an article for the newsletter about JNLA and asked Ms. Czape if she had any comments. Ms. Czape spoke about the good projects that come from attending the institute: Sandy Knott's Cherry Hill Neighborhood with the Gaither Park project, Josh Rodriguez' Terrace Park Neighborhood and the Middle Road -Allison Lane Project that her husband has developed. Ms. Czape made a recommendation to possibly make requirements to get into the class a little more challenging. She has been disappointed in the past when some participants have dropped out and not finished their projects. Councilperson Smith commented that the program has won two national awards and feels that it is an excellent program. Councilperson Smith made a motion to approve $15,000 from Council Special Projects, with Councilperson Gill seconding, PASSING on a vote of 8-0. ADJOURNMENT: Councilperson Smith made the motion to ADJOURN, seconded by Councilperson Gill, passing on a vote of 8-0. Meeting ADJOURNED at 9:15 P.M. ATTFSTE "BY: icki Conlin, City Clerk APPROVED BY: ("YAW?' Connie Sellers, President 7