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Admin Committee Minutes 2006 06-01-06 i Paae 1 of 3 APPROVED 7/6/06 ADMINISTRATION COMMITTEE MEETING Thursday, June 1, 2006 6:30 P.M. City Conference Room Present Alderwoman Rose Spears Denise Kasper Alderman Jim Bock Bart Olson Alderwoman Valerie Burd Dan Kramer, attorney Alderman Paul James Tony Graff, Graff Mgmt. Development City Administrator John Crois Patrick Hughes, Ocean Atlantic The meeting was called to order at 6:30 pm by Chairman Paul James. Presentations: - None. Old Business: 1. Minutes for Approval/Correction: - None New Business: 1. Monthly Budget Report for April 2006 — Alderman Paul James asked if this report is for the original budget or the revised budget. John Crois said this does not show the whole year's sales tax and income tax yet and when -the auditor's are finished the 90% will go up. Bart Olson thinks this does reflect the revised budget. The estimate for Health and Sanitation was too low in the revised budget. On page 3 of the report Alderwoman Spears asked why the unemployment tax was so high. John Crois said that unemployment can be paid as a percentage of payroll or can be paid as reimbursement on the amount paid out in claims. The line item for legal services was high. The line item for building permits was high because it is good to budget low. More permits is more revenue for the City. On page 13 there was a question about why the expense for leaf pickup was so high. John Crois will check with Eric Dhuse to find out. On page 24 there was a question why the river crossing fee was so low, and what it was for. This is on a permit basis, and it is believed it is $110 per permit. Bart Olson will look into it. On page 25 there was a question of why the debt issuance costs were more than double what was budgeted. John Crois will get an explanation. Alderwoman Spears wants to know the City's Bond Rating. On page 26 there was a question about the Southwest Water Main revenue. The project was supposed to annex last Tuesday. It is not developed yet. The Engineering Radium Contract B is more than 4 times what was budgeted and the Central Zone Contract C was more than 2 times what was budgeted. John Crois will get explanations about these as well. Alderman James wondered how close the original budget was to the end numbers. i Paize 2 of 3 2. ADM 2006 -37 Monthly Treasurer's Report for April 2006 — Bill Powell is not here tonight but he wanted everyone to know there is still $1.5 million left to Bond for the Library. The sale will be in July and the money will come in in August. This will go on to COW on Consent Agenda. 3. ADM 2006 -38 Westbury East Village SSA Resolution Declaring Official Intent 4. ADM 2006 -39 Westbury East Village SSA 2006 -111 Proposing Ordinance 5. ADM 2006 -40 Westbury South Village SSA Resolution Declaring Official Intent 6. ADM 2006 -41 Westbury South Village SSA 2006 -112 Proposing Ordinance Items 3 — 6 were discussed at the same time. Dan Kramer and Pat Hughes were present to explain the development as a whole. Westbury East and South have Annexation Agreements that allow a SSA. The developer is hoping to extend the traditional Bond financing to Westbury West and North. Although Westbury West and North are not on the Agenda tonight, they explained how the development works as a whole. There is a storm sewer outfall that will release at the North East corner of Corneils and Rt. 47. 3 developers will be front funding it so it can be put in this summer or fall. Without this storm sewer, much of this land would be undevelopable. The Golf Course will be developed on land that otherwise can not be developed. It will be a privately owned fee course that may at sometime in the future become a private course. There will be an additional SSA request to widen Rt. 47 and put in a traffic signal. These are the official intent and proposing ordinances that the annexation agreements allow. Alderman James asked if the SSA could be rolled into the price of the home. Patrick Hughes said his experience was that when given a choice, the homeowner chooses not to roll the SSA into the price of the home. Paul James said young people buying their first home do not understand the large tax bill. There was discussion about the fair market value and the tax value. The new Finance Director will be made aware to watch the assessments in the SSA homes. Language about truth in advertising about the SSA community should be included in the ordinance. Alderman James wanted to know if Rt. 47 could be widened before the development of the subdivisions began. This will move on to COW on June 20 for discussion. 7. ADM 2006 -42 Hiring Policy (non department heads) — In the first paragraph of Section 2.1.3 the phrase "and the following procedures will apply" should be deleted if the procedures are removed. There was discussion that a, c, and d should remain somewhere in the policy. Alderman James said when there is an interim appointment there should be no increase in pay. Interim appointments are career growth and the increase in pay can come if they take the job other than as interim. This part will be tabled for now. Under approval to recruit personnel, the job description must be approved with the adoption of the annual operating budget before recruitment can begin. Also further in the same paragraph, the information should be forwarded to the City Administrator for review and /or approval (the " /or "is what is being added). i �I i I Paae 3 of 3 Under posting process, the job should be posted in the entire city, not just the department. There was some discussion about transferring employees if they are burnt out or struggling in their position. A department head should be able to transfer them into another position. This will be put into another section of the employee handbook. Letter c under posting process has a sentence that should read: Positions will be posted on City Hall bulletin boards.... and letter d it should say ...no applications or resumes... . Letter a under Selection Process should say professional references rather than personal references. Somewhere it should be made clear in letter b that some of the tests are not performed until after the offer is made. Under the hiring recommendation/offer Alderwoman Spears would like the salary offer to be made at the minimum point of the salary range. She said that the City has a history of hiring well over the minimum point of the salary range. People who are overqualified get more money. The City Administrator has to approve any other offer than the minimum point of the salary range. The comments will be incorporated and this will come back to Administration on July 6"`. Additional Business: The new Finance Director starts on June 7 Tracy Pleckham will be in working on a few things. She will have a bill on the next bill list. There will be documentation of what she is working on. The meeting was adjourned at 9:02 pm. I i Minutes submitted by Laura Leppert. I i I �I l i I i PLEASE SIGN IN MEETING: DATE: NAME BUSINESS PHONE # . 63a -- s-ra � 5r n IllaT'rie 116(e6 --r det .��- /4.� e d'30 7%'7 99^06