COW Minutes 2006 11-07-06 Paae 1 of 4
I
Approved 4/10/2007
COMMITTEE OF THE WHOLE
Tuesday, November 7, 2006
7:00 P.M.
City Conference Room
! Present
Mayor, Art Prochaska Police Chief, Harold Martin
Alderman, Marty Munns David Mogle
Alderman Joe Besco Rich Hart
Alderwoman Valerie Burd Dave Delaney
Alderwoman Rose Spears Heather Gillers, Beacon News
Alderman Jim Bock Denise Kasper
City Attorney, John Wyeth Russ Walter
City Administrator, John Crois Nancy Scott
Finance Director, Susan Mika Randy Scott
Treasurer, Bill Powell Kathy Farren, Record
Bart Olson Rose Walter
Carol La Chance Todd Millron
Ronald Parish Shelley Butler
Larry Maholland, Sikich LLP Roger Murphy
The meeting was called to order at 7:00 pm by Mayor Art Prochaska.
Public Hearing
None.
Presentations:
There was a Power Point Presentation by the Police Department on the Taser. The
Tasers cost $799 and the one time use cartridges cost $18.99 each. A camera can be
added to it for $500. There will be reports downloaded every time the Taser is used.
The training cost is $225. The supervisors will have the Tasers to begin with, but
eventually every officer will have them.
Public Safetv Committee:
1. PS 2006 -42 Police Reports for October 2006 — These will go on to City Council
on Consent Agenda.
2. PS 2006 -43 Prohibition of Solicitation of Charitable Funds on Highway
Routes — The State Statute provides authority to deny this activity. Solicitors in the
intersection cause traffic problems. No action is needed at this time.
3. PS 2006 -17 Smoking Ban Discussion — This is Tabled.
4. PS 2006 -44 Director of Support Services Position — There is already someone
doing this job but this position will be "civillianized ". This position was not budgeted
for, but the current position will be eliminated. The current position is being paid
$66,000 and the new position will be paid $40,000. The position will no longer
qualify for the Police Pension, but will be part of the 1MRF. This will have to be put
in the same format as the other job descriptions, and the labor attorney must review it.
The job description will be posted and the person who is currently doing these tasks
will apply for this job. This will be brought back in December.
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5. PS 2006 -45 Overnight Parking Ban Advisory Referendum — The question for
the referendum must be submitted by February 1". The Council will have to vote on
the question. The text of the ordinance and the wording of the question will be
brought back in December. The question will be in the paper before the election.
6. PS 2006 -46 Countryside Parkway Landscaping — This is addressed in the
landscaping ordinance. The grass that is there will be cut out after it freezes.
Administration Committee:
1. ADM 2006 -76 Monthly Budget Report for September 2006 — This is just FYI.
7. ADM 2006 -52 Strategic Planning — This will need to be done before the 0 of the
year. The session with the Aldermen will be December 9` from 8 am —12 pm. There
will be additional sessions with residents, seniors, youth, other governmental bodies,
and businesses. Dates will be set up and the word will go out.
9. ADM 2006 -81 Tax Levy November 28' there will be a Public Hearing for the
City Levy. There was some discussion on the figures of the levy. This does not
include the money that should have been levied for the Library Referendum. There is
an investigation going on with the County about the Library Levy. There was
discussion about how to get the money the Library needs for the building. There
could be a deficiency levy.
2. ADM 2006 -77 Monthly Treasurer's Report for September 2006 — The
beginning balance was $21,128,443.88. Revenues were $2,773,237.20 and Expenses
were $3,281,544.15. There is money listed under transfers that does not belong there.
There are corrections taking place for items that were mis -coded in August. The
ending Balance was $20,503,499.25. This will go on to City Council on Consent
Agenda.
3. ADM 2006 -78 Risk Management Annual Bill Susan Mika recommended not
taking the Min/Max payment because of all the worker's compensation claims. She
recommended the Early Payment which is due by November 17' This will go on to
City Council on Consent Agenda.
4. ADM 2006 -79 Purchase New Domain Server — The current serer is 6 years old
and is running out of room. This would come out of the IT Budget. There was some
discussion on the different types of servers and workstations. The backup tapes
would be on a 2 week rotation. They will go into a fireproof safe, and the Friday
backups will be taken off site. There would also be quarterly and yearly backups.
There will have to be 2 purchases. One for the Server, and one for the software and
licenses. The low bid will move on to City Council on Consent Agenda.
5. ADM 2006 -80 Computer Rotation Policy — PC's and Laptops have a 4 year life
cycle and Servers have a 5 year life cycle. This policy would replace 25 computers
per year. The data on the old computers will be destroyed before the computer leaves
the building. The pre school may be able to use the old computers. The policy will
move on to City Council on Consent Agenda.
6. ADM 2006 -55 Cellular Telephone Policy — There was discussion about dividing
the number of minutes used by department or job description. There should also be
justification for all employees that need to have a phone. This will move on to City
Council on Consent Agenda.
8. ADM 2006 -67 General Obligation Refunding Bonds (Alternate Revenue
Source) — This will go on to City Council for Consideration.
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Detail Board Report Bill list):
There was discussion on several of the items on the bill list. There was also some
discussion about the overtime on the payroll summary. The Bill List will go on to
City Council for Consideration.
Park Board
1. PKBD 2006 -08 Autumn Creek Park A Conceptual Design — This is a 7 acre
developer built park South of Kennedy Road. The theme for this park is Safety
Town. There will be a playground, a trail, a skate park, and a small sledding hill.
There also may be a soccer or baseball field. If there is a ball field, parking will have
to be accommodated. This is just informational.
2. PKBD 2006 -09 Scope of Service for Grande Reserve Park A - The money for
the next two items will come from land cash. The budget for Park A is $119,750.
Schoppe's agreement has a cost of $13,800 through the construction document phase.
There will be a tree house in this park, along with 4 square, hopscotch, and a multiple
use field. This will move on to City Council on Consent Agenda.
3. PKBD 2006 -10 Scope of Service for Grande Reserve Park B — The budget for
this park is $129,625. Schoppe's agreement is $17,200 through the construction
document phase. This park will have a castle theme. There will be a landscape moat,
and tether ball. There will also be a 9 hole Frisbee Golf Course. This will move on to
City Council on Consent Agenda.
Ad Hoc Technoloev Committee:
1. ADM 2006 -73 E- Packets and Computers for Elected Officials — There were
examples of laptops and prices in the packets. This is not in the current budget.
There was a question about if the IT person would have to come to meetings. The
answer was that he could, but it would be overtime. For now, this is off the agenda.
Mavor:
1. Appointment to Zoning Board of Appeals — Harold Feltes retired from the
Board. Chris Funkhauser is a resident in Kylyn's Ridge and an employee at Schoppe
Design. This will move on to City Council for approval on Consent Agenda.
Citv Council Requests:
1. ADM 2006 -74 Amendments to Governing Ordinance — There was discussion
that if the guidelines in Robert's Rules of Order were not adhered to, that it was
possible that the actions of the Council would not be valid. Item L under Ethical
Standards for Elected Officials, the words "an elected official shall" were removed.
There was discussion about item B under Duties and Rights of Elected Officials,
Mayor. It should have been left the way it was. This will move on to City Council
with the changes.
2. ADM 2006 -75 Discussion of a Dissemination of Information Policy — The
statute should be sited in this policy. "Including, but not limited to" should be added
to paragraph A. Paragraph H, "Desks in the Council Chambers" would be replaced
with "A suitable space ". In paragraph I, the price for tapes and Cd's should be filled
in. Paragraph J is not complete. A clean Copy will be made by Thursday, and this
will move on to City Council.
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Citv Attorney:
1. Legal Opinion on Petitions, Resolution - This will move on to City Council for
Consideration.
2. FOIA Requests / Dissemination of Information Policy — The new Policy will
give clarification.
Additional Business:
Alderman Besco wanted to verify that the berm and fence was in Ocean Atlantic's
PUD agreement.
Mayor Prochaska said that a resident contacted him about the weeds along Baseline
Road. Only a section 12 feet wide was cut. The question was why not the whole
row? Someone will get back to the resident.
Fox Moraine, LLC is having a meeting at Beecher at 7 pm on Wednesday. There will
be a City information meeting November 13` at the High School in the large group
instruction room.
John Crois will have a summary of what occurred at tonight's meeting for the City
council meeting.
The meeting was adjourned at 11:00 pm.
Minutes submitted by Laura Leppert.
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