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HomeMy WebLinkAboutMay 18, 2015COMMON COUNCIL OF THE CITY OF JEFFERSONVILLE, INDIANA May 18, 2015 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, May 18, 2015. Council President Gill, with Vicki Conlin, City Clerk, called the meeting to order at 7:OOpm. President Gill asked those in attendance to stand as Mr. Bobby Campbell gave the Invocation. Council President Gill then led all those present in the Pledge of Allegiance to the Flag. The roll call and those present were: Councilperson Smith, Council Vice President Zastawny, Councilperson Wadsworth, Councilperson Sellers, Councilperson Webb, and President Gill. Absent were Councilperson Owen, Councilperson Samuel, and Councilperson Julius. MINUTES TO BE APPROVED: Councilperson Sellers made a motion to APPROVE the May 4, 2015, Council Regular Proceeding minutes with Councilperson Zastawny seconding, PASSING on a vote of 6-0. APPROVAL OF THE AGENDA: Councilperson Sellers made a motion to APPROVE the agenda with Councilperson Zastawny seconding, PASSING on a vote of 6-0. CLAIMS TO BE APPROVED: General Claims: Assistant Controller Heather Metcalf presented the general claims list in the amount of $740,063.37. City Clerk Vicki Conlin presented a hand carried claim from the Fire Merit Board for January 2015 advertisements for $25.53; bringing the new total to $740,088.90. Councilperson Zastawny made a motion to APPROVE the claims along with the hand carried claim with Councilperson Sellers seconding, PASSING on a vote of 6-0. REPORT OF THE CLERK: None at this time. A. UNFINISHED BUSINESS: 1. Scott Lewis — 2015 -OR -23 An Ordinance Amending Ordinance 2013 -OR -8 (Authorizing City Officials to Use City Credit Cards for Official Government Purchases and Establishing a Credit Card Usage Policy) (Passed on 2"d reading 5/4/2015): Councilperson Zastawny made a motion to APPROVE 2015 -OR -23 on the Third and Final Reading, with Councilperson Wadsworth seconding, PASSING on a vote of 5-1 Councilperson Smith voting Nay. B. NEW BUSINESS: 1. Shawn Grant, Deputy Chief JFD — Financing for Fire Apparatuses: Wants permission to put their spec out for bid. Councilperson Smith inquired about a certain apparatus, Mr. Grant suggested they keep it as it could be used for emergencies. If sold they probably get $8,000- 1 $10,000, so beneficial just to keep. Councilperson S ith made a motion to APPROVE advertising and RFQ for a new.ladder apparatu , and tanker pumper, with Councilperson Zastawny seconding, PASSING on a vote of 6-0. Fire Chief Erich Hedrick stated that Clarksville Fire Department did not have a reserve apparatus for their ladder and their chief had mentioned possibly sharing the reserve apparatus among departments and they would help with cost. Councilperson Smith stated he would like to recoup some of that money since they spent $50,000.00 or $60,000.00 In the future; they needed to think about loaning out equipment. 2. Joe Hurt — President Fire Union Local 558 — Request for One Additional Fire Fighter: The Union is requesting three (3) additional firefighters because there is a safety issue. In order for the staffing on each apparatus to be safe, they need four (4) people minimum per apparatus to be at full functioning capacity. These three a hires placed on each crew would add the minimum staffing to four (4) people per appar s. tanting to change the contract to reflect that there needs to be four (4) people minimum per apparatus. Once we get the people hired we can work on the contract and date it to when they are available. Chief Hedrick stated that contract modifications would be addressed next year for the new ladder. He also said they would plan to hire three people by August of this year and three more next year. Assistant Controller Metcalf stated that if they hired more people later on in the year they won't have to be paid for the entire year. We'd need more on the additional but less than a full year for three people. Chief Hedrick said they needed to approve the number of personal to hire three new people. Councilperson Smith made a motion to APPROVE the three new hires and begin the process with finance to work the numbers and make sure we won't be in the red come November and December, with Councilperson Webb seconding, PASSING on a vote of 6-0. 3. Kenny Kavanaugh, Chief JPD — Training Request: A. NAPWDA Indiana State Workshop — K-9 Officers: $300.00 for two (2) officers and a travel cost of $1,600.00 for a total of $1,900.00. This is in the budget. B. NAPWDA Indiana State Workshop — Master Trainers: One person, the only cost is travel. C. ILEA - Basic Academy: Mandatory training, two (2) of the newest officers, $1,600.00 total. This is in the budget. D. SWAT Team Leader Development: Four (4) officers, registration cost of $2,784.00 and travel cost of $2,200.00. Covered within the Police Dept. E. Security Access Control System for Police Headquarters: Requesting that a line item be added for this; appropriation needs to be taken care of. This is for the restricted areas that are monitored by camera. Service Agreement balance due $7,500.00 for December 2014- May 2015. Councilperson Zastawny made a motion to APPROVE all the training requests, with Councilperson Webb seconding, PASSING on a vote of 6-0. Chief Kavanaugh also wanted it to be publicly known that they are taking advantage of some free courses that are available at no cost; such as: LMPD Basic Sniper School, LMPD Basic SWAT School, Interview, Interrogation and Statement Analysis, and lastly, a Basic Resource Course. 2 $10,000, so beneficial just to keep. Councilperson Smith made a motion to APPROVE advertising and RFQ for a new ladder apparatus, and tanker pumper, with Councilperson Zastawny seconding, PASSING on a vote of 6-0. Fire Chief Erich Hedrick stated that Clarksville Fire Department did not have a reserve apparatus for their ladder and their chief had mentioned possibly sharing the reserve apparatus among departments and they would help with cost. Councilperson Smith stated he would like to recoup some of that money since they spent $50,000.00 or $60,000.00 In the future; they • needed to think about loaning out equipment. 2. Joe Hurt — President Fire Union Local 558 — Request for One Additional Fire Fighter: The Union is requesting three (3) additional firefighters because there is a safety issue. In order for the staffing on each apparatus to be safe, they need four (4) people minimum per apparatus to be at full functioning capacity. These three (3) new hires placed on each crew would add the minimum staffing to four (4) people per aerial apparatus. Wanting to change the contract to reflect that there needs to be four (4) people minimum per apparatus. Once we get the people hired we can work on the contract and date it to when they are available. Chief Hedrick stated that contract modifications would be addressed next year for the new ladder. He also said they would plan to hire three people by August of this year and three more next year. Assistant Controller Metcalf stated that if they hired more people later on in the year they won't have to be paid for the entire year. We'd need more on the additional but Tess than a full year for three people. Chief Hedrick said they needed to approve the number of personal to hire three new people. Councilperson Smith made a motion to APPROVE the three new hires and begin the process with finance to work the numbers and make sure we won't be in the red come November and December, with Councilperson Webb seconding, PASSING on a vote of 6-0. 3. Kenny Kavanaugh, Chief JPD — Training Request: A. NAPWDA Indiana State Workshop — K-9 Officers: $300.00 for two (2) officers and a travel cost of $1,600.00 for a total of $1,900.00. This is in the budget. B. NAPWDA Indiana State Workshop — Master Trainers: One person, the only cost is travel. C. ILEA - Basic Academy: Mandatory training, two (2) of the newest officers, $1,600.00 total. This is in the budget. D. SWAT Team Leader Development: Four (4) officers, registration cost of $2,784.00 and travel cost of $2,200.00. Covered within the Police Dept. E. Security Access Control System for Police Headquarters: Requesting that a line item be added for this; appropriation needs to be taken care of. This is for the restricted areas that are monitored by camera. Service Agreement balance due $7,500.00 for December 2014- May 2015. Councilperson Zastawny made a motion to APPROVE all the training requests, with Councilperson Webb seconding, PASSING on a vote of 6-0. Chief Kavanaugh also wanted it to be publicly known that they are taking advantage of some free courses that are available at no cost; such as: LMPD Basic Sniper School, LMPD Basic SWAT School, Interview, Interrogation and Statement Analysis, and lastly, a Basic Resource Course. 2 4. Clark Miles — Purchasing of Garbage Truck: Trying to buy locally, will probably be spending around $200,000.00-$250,000.00. This is not additional or new, it is within the budget. City Attorney Scott Lewis stated that there must be a public bidding done. Councilperson Zastawny makes a motion to APPROVE the purchase of a garbage truck, with Councilperson Sellers seconding, PASSING on a vote of 6-0. 5. Lisa Gill, President—Greenspace Maintenance Discussion: Councilperson Zastawny read a letter from Councilperson Samuel addressing this, since he was absent. Councilperson Zastawny stated that basically, Council came up with the idea to consolidate departments and have a leader that was knowledgeable on the plants and animals and save the City money. The American Horticulture Society (AHS) has a test that shows the basic knowledge one has on plants, soil, and landscaping. The next one is June 6 in Ohio. We want the current leader to go and take this test, if qualified, this person can stay. If not, things will go back to how they were previously. May not be as efficient, but we can maybe start over again and be more descriptive of the job in the future. Councilperson Smith raised concern about employee were moved and if things change, they will be jobless. Councilperson Sellers stated that it was her impression that positions were not eliminated, just moved. No one would lose their job, just be moved back. Councilperson Smith wants the costs covered by the Council. Councilperson Zastawny stated that they don't need any action today, just wanted to make sure that expectations were set so moving forward we know what actions will happen. 6. Lisa Gill, President — Employee Raises: Council President Gill Statement on Salary Raises: 1. Amount budgeted in Department Performance Increase Pool is 3% of current appropriation of employees 2. Department Head/Office holder may award more or less than the 3% increase for employees based on performance and the following stipulations 3. Department Head/Office holder may not go over the amount budgeted in the department's Performance Increase Pool account. 4. Retroactive to January 1, 2015 5. Cap on percentage increase per employee- 7% Maximum 6. Cutoff date when hired is July 1, 2014 7. Current Active Employee 8. Review must be completed prior to increase 9. Department Head/Office holder to complete Employee Change form for each employee and turn to HR by date June 1, 2015 10. HR to review Employee Change form to comply with previously stated In Addition - Increase Request over the 3% 1. Additional Fire Fighter - $62,716.00 includes salary, training, uniforms 2. Planning and Zoning Director from $51,500.00 to $59,000.00 3. Parks Administrative Assistant from Part time to Full time 4. Parks Director from $51,414.00 to $59,000.00 Human Resource Director Kim Calabro stated that the 3% was not added in the budgets for the fire or police admin staff. Assistant Controller Metcalf stated that she has portions for all numbers except that one. If they go forward with this tonight, that can be brought up at a separate time. It is a process, and doesn't happen overnight. City Clerk Conlin stated that this is the second appropriation on the agenda. Council President Gill stated this was all discussed in the Finance 3 Meeting. Councilperson Zastawny made a motion to APPROVE the employee raises and support these terms, with Councilperson Sellers seconding, PASSING on a vote of 6-0. 7. Heather Metcalf — 2015 -OR -24 An Ordinance of Additional Appropriation (PUBLIC HEARING JUNE 1, 2015): For supplies for Kovert Hawkins and netting at the Woehrle Complex. The next is the attorney bill for 2014, $20,300.00 to round up. Next portion is for the engineers, we didn't budget for social security or INPRS, and longevity. Next is just a transfer out, so it is just a net zero. Social Security and INPRS for police and fire merit; and there was some left over in the Clerk's budget for the fire merit board, so there is a transfer there so that is a next zero for that one. $25,000.00 for Contractual Services for Public Arts. For police, this is re -appropriating receipts for the housing authority pay. LOIT for repair and maintenance for the older fire truck. Improvements for paving the parking lot for City Hall. Next is for Finance Department equipment. Vehicle maintenance for a paint booth. Last is the Circuit Breaker transfer out. Councilperson Zastawny makes a motion to APPROVE 2015 -OR -24 on the First Reading, with Councilperson Webb seconding, PASSING on a vote of 6-0. 8. Heather Metcalf — 2015 -OR -25 An Ordinance of Additional Appropriation (PUBLIC HEARING JUNE 1, 2015): Move the appropriation from the Council's budget to the individual departments' budget. This is for the increase in pay raises. First part lumped per department, next portion is for the one new fire fighter and I want it amended to be at $95,000.00, the training would be at $6,300.00 and the transfer out would be adjusted for those two numbers added together. Uniforms would be at $25,500.00. So the training and uniforms would be times three. The next portion is the addition for the Planning and Zoning Director. Next is the Park's Department bring the assistant to full time and bring the Director up to the requested amount that you all discussed earlier. Councilperson Zastawny makes a motion to APPROVE 2015 -OR -25 on the First Reading with the changes, with Councilperson Sellers seconding, PASSING on a vote of 6-0. 9. Heather Metcalf — 2015 -OR -26 An Ordinance Transferring Certain Funds within the Same Department: Transfer for River Stage to move some money to equipment. Councilperson Zastawny makes a motion to APPROVE 2015 -OR -26 on the First Reading, with Councilperson Webb seconding, PASSING on a vote of 6-0. CITY COUNCIL ATTORNEY REPORT: Uniform Conflict of Interest Disclosure Statement — Dennis Julius: Must signed and approved annually for businesses doing business with a government entity. This is for Mr. Julius for Walnut Ridge and 300 Spring. We've done this the last couple years since he has been a member of this body. So it must approved by this body and signed by the President. Councilperson Sellers makes a motion to APPROVE the signing of the Uniform Conflict of Interest Disclosure Statement, with Councilperson Smith seconding, PASSING on a vote of 6-0. COUNCIL BOARD/COMMISSIONS APPOINTMENTS REPORTS: None at this time. DEPARTMENT HEAD REPORTS: None at this time. PUBLIC COMMENT: 4 Pat Barrow, 1800 Dutch Lane- Regarding MAC pollution: Presented a report regarding the chemicals expelled from MAC asphalt. Just wanted Council to go through it and have a little more knowledge regarding this issue. Very interesting and lets you know what many of the chemicals are that are expelled into our air. A report is given every five years, they do self -reporting, from IDEM. This is just to give you some information. COUNCIL COMMENTS: Councilperson Mike Smith: None at this time. Council Vice President Zastawny: None at this time. Councilperson Wadsworth: None at this time. Councilperson Sellers: None at this time. Councilperson Webb: None at this time. President Gill: Wanted Council to know we did receive two thank you for the flowers we sent for Bob Miller's family and we received a thank you for Gus Vissing. Our condolences again Mr. Smith for the loss of your father. Also wanted to bring up that Candy Stewart is going to be leaving us at the end of the month, so this would have been her last council meeting. Candy has done an outstanding job for us, she is our administrative assistant and I can't thank her enough because she really looked out for us. She kept us educated, she kept us informed- ribbon cuttings, and anything I needed a copy of, she was there and always willing to help. I just wanted to wish her luck and please pass that on to her. City Clerk Conlin stated that the reason Candy is leaving is due to the fact that she is a grandmother now and wants to spend more time with her grandchildren. So we will be doing a little bit of juggling around in the office. So I will be your contact person. Jamie will be taking on a little more responsibilities and so will Patty. Jamie is still going to be doing the Court accounting, financial reports, while doing Candy's job. Patty will still be doing Court duties but working in the back with us too. Any questions or anything, I'm the main person I will doing all the claims. She will be greatly missed. ADJOURNMENT: Councilperson Smith made a motion to ADJOURN at 8:07pm with Councilperson Sellers seconding, PASSING on a vote of 6-0. APPROVED BY: Lisa Gill, President Vicki Conlin, City Clerk 5 The "idea" or consolidation of 3+ departments who mowed/landscaped/etc. was an idea that originated with the City Council and we've appropriated additional dollars for this and we feel this will be more efficient and enhance the look and upkeep of our City. The administration and Department heads were all on board at those numerous meetings held over a period of 9+ months. Now, whether it's how we worded the job description or other we are getting away from the idea of hiring a qualified person to be able to know plant names, needs, soil conditions, what plants go where and work best in shade/sun, etc. The way the job description was written, there seems to be too much wiggle room and may hire someone who does not do what the original intent was. (This is not the fault of the applicant) When Councilman Ed Z came up with the compromise of taking this certified test that specifically states it helps municipalities determine if someone is qualified for the position we intend on, thought that was an excellent recommendation and I greatly appreciate his researching and suggesting this! I believe I was told that the one hired for our position was told he could sit for the test. So I support leaving him in the position, leading the team, until the test (he needs to be scheduled to take the next test...and if he misses it, I feel he should not continue in that position). If he passes the test, he remains the Ieader of the team as he would be qualified according to the test. If he fails the test...he loses the position. HE NEEDS TO UNDERSTAND THAT PART OF THE DEAL GOING INTO IT. I have spoken with the employee, and 1 stated that was my position and he needs to be well aware of the risk. The department in which the employee transferred from has held his former position, but I don't know if they can hold it indefinitely. 1 am hopeful we will be able to maintain the original plan to hire the lead person who is extremely knowledgeable and trained to oversee all our needs for landscaping key areas and entryways, and to provide the appropriate maintenance intervention and plans for those. If we cannot, then I support not making the change to a new "Green Team" since this plan was originally recommended and pushed by the Council. athan S ''el City Councilman at -large COUNCIL PRESIDENT GILL STATEMENT SALARY RAISES 1. Amount budgeted in Department Performance Increase Pool is 3% of current appropriation of employees 2. Department Head/Office holder may award more or less than the 3% increase for employees based on performance and the following stipulations 3. Department Head/Office holder may not go over the amount budgeted in the department's Performance Increase Pool account. 4. Retroactive to January 1, 2015 5. Cap on percentage increase per employee- 7% Maximum 6. Cutoff date when hired is July 1, 2014 7. Current Active Employee 8. Review must be completed prior to increase 9. Department Head/Office holder to complete Employee Change form for each employee and turn to HR by date June 1, 2015 10. HR to review Employee Change form to comply with previously stated IN ADDITION — INCREASE REQUEST OVER THE 3% 1. Additional Fire Fighter - $62,716.00 includes salary, training, uniforms 2. Planning and Zoning Director from $51,500 to $59,000 3. Parks Administrative Assistant from Part time to Full time 4. Parks Director from $51,414 to $59,000.00