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HomeMy WebLinkAboutApril 25, 2023 City Council Workshop COMMON COUNCIL OF THE CITY JEFFERSONVILLE, INDIANA April 25, 2023 Special Workshop Minutes The Common Council of the City of Jeffersonville, Indiana met for the Special Meeting/Workshop on April 25, 2023. Council President Owen along with City Clerk Gill called the meeting to order at 4:36 p.m. The meeting was open to the public in person. ROLL CALL: The roll call was conducted by City Clerk Lisa Gill and present in Council Chambers were Councilperson White, Councilperson Burns, Councilperson Paris, Councilperson Anderson, Councilperson Webb, Council President Owen, and Council Vice President Hawkins. Let the record reflect that 7 Council Members were present in Council Chambers. Councilperson Croft and Councilperson Ellis were absent. 1. Heather Metcalf-Rolling Capital Improvement Plan Councilperson White asked if this was advertised as a special meeting or workshop, Council President Owen advised it was supposed to be advertised as a workshop. Councilperson White said he wanted to make sure what they were passing was a recommendation; Controller Metcalf confirmed this meeting is to get guidance as recommendations because they will still need an additional appropriation for all of these things. Council President Owen stated they were not making decisions during this meeting. They are giving direction to the Controller. Controller Metcalf advised the handout contains all of the current year's requests from each department and is an follow up from the last meeting. Items in yellow are more pressing needs decided by the Department Heads. Mrs. Metcalf advised she tried to get all of these requests fundable within the funds they have and still stay within the guidelines of not going under 15% of reserves, however some of these reserves the property taxes would go under 25% if they were all funded. She does not like for those to go under the 25% however it is the Council's decision. In the scenario she prepared none of this is funded out of LIT Public Safety dollars because of the other current issues with that fund. Council President Owen asked to confirm the total of approximately $896,000.00. Mrs. Metcalf advised yes, for the total of the yellow pressing lines. Most of the amount in yellow would be funded out of the General Fund except for the Packer Truck which would most likely be funded out of the EDIT fund, and the Paving of City Streets Services could most likely be funded out of the Motor Vehicle Fund. Vehicle Maintenance Director Michael O'Brien advised he spoke with the Animal Shelter Director Sarah Green today and the needs of the department. There is a program used in their office on the computers that would be very helpful to be put in the vehicles to use on site.That addition for 2 computer systems to be mounted in the trucks would be approximately$5,000.00. Mrs. Metcalf advised that the total for a new truck and computer system would be approximately$50,000.00 per truck. Council President Owen asked if there is a vehicle for each of the 3 Animal Control Officers. Mr. O'Brien advised there is currently a 2010 and 2011 that will be replaced, Mr. White, lead ACO has a 2018 that does not need to be replaced at this time. Council President Owen advised that Mrs. Green sent an email stating there was going to be some discussion regarding changes in the staffing at the Animal Shelter and he asked if 2 new vehicles were still needed. Mr. O'Brien advised, yes, that currently the AC Director Mrs. Green does not have a work vehicle and she will be doing a lot of the ACO job duties as well as her position. Councilperson Burns asked if there is a cost analysis of reimbursement verses owning all of these vehicles. Mr. O'Brien advised no, but he would get one. At this time, the need for a Packer Truck to come out of the General Fund and 1-One Arm Truck to come out of the Edit Fund. After much discussion on the Training Vehicle for Fire, parking lots for 3 City Parks, a Pavilion at Shirley's Arbor and signage for the parks, these will be put on hold. Council Vice President Hawkins requested that the Park's Director, Paul Northam get a true estimate of the cost for the Pavilion. For JPD Police needs the Parking Area Rehabilitation, HVAC Repair/Replacement, Gate replacement will be funded out of the General Fund. Mobile Command Center will be funded out of General and EDIT Funds however this is not reflected in the totals from this workshop. JPD Chief Kavanaugh requested to remove the Shell Finishing Project and gave the Council the process on ordering the Mobile Command Center for JPD. The Council requested JPD get the specs and estimate for the mobile command center. Safety Director Truck will be funded out of the General Fund. Sanitation-all small items equal $127,000.00 that would come out of the Sanitation Reserves. Packer Truck would come out of the General Fund. Mrs. Metcalf will get clarification if one or two one arm trucks are needed and would be funded out of the EDIT Fund; Paving City Services would be funded out of Motor Vehicle Fund. With taking some of the item off of the list, the total requests are: General Fund total requests are $1,352,000.00, MVH is$150,000.00, EDIT is$1,230,000.00, and Sanitation is$127,228.00. Coming out of EDIT would be $630,000.00 for 2-one arm trucks and $600,000.00 for the Mobile Command Center. Council Vice President Hawkins would like for the JPD to go ahead and get the information needed to start the Command Center, but they will not appropriate any money at this time. Taking the Mobile Command Center off the list at this time, brings the amount taken out of the General Fund to $752,000.00. JPD Chief Kavanaugh advised that the Mobile Command Center and the Pave City Services Compound are very important, also there may be some grants to help out on this. Mrs. Metcalf advised that the reserve numbers for the General Fund does include this request, but has not been finalized yet. Mrs. Metcalf advised the General Fund is$752,000.00, MVH is$150,000.00, EDIT is$630,000.00, and Sanitation is$127,228.00. This is the total after removing items on lines 3-8 and 12-13. Council Vice President Hawkins asked if the money for the Pavilion was appropriated now and the estimate came back much higher, could that be backed out. Mrs. Metcalf advised yes, a reduction would have to be done, which would be the same process as an appropriation. Mrs. Metcalf will have Director of Parks, Paul Northam to get an estimate and drawings for the Pavilion and have it at the next meeting. The total available in each fund after the appropriations will be, General Fund-$9,640,000.00 at 24.53%, MVH Fund-$728,000.00 at 60.5%, EDIT Fund-1.9 Million at 63.8%, Sanitation Fund- $775,000.00 at 24.53% if everything is approved and nothing else being done the rest of the year. Mrs. Metcalf advised that these requests will go before the Council at the May 3, 2023 meeting. Councilperson Burns made a request that the clarifications mentioned be emailed to each Council Member. Council President Owen advised there has been money appropriated for the Spring Street Master Plan. Planning and Engineering will meet with an engineering firm to bring the plans up to a Federal Standard so the City could apply for Federal Infrastructure dollars that may become available. Council President Owen advised Mr. Merkley is seeking legal advice on the pending appropriation and the change for the JPD contract. Mrs. Metcalf asked the Council if the Directors of these department need to be present at the Council Meeting on May 3, 2023 and the Council would like for them to attend. ADJOURNMENT: Councilperson Burns and Councilperson White made the motion to ADJOURN the meeting at 5:22 p.m. APROVED A,L,e Matt Owen, Courier President ATTEST: Lisa Gill, Clerk