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HomeMy WebLinkAbout12-10-2002 ClericalMINUTES CLERICAL COMMITTEE City Council Chambers @ Historic Depot December 10th, 2002 - 6:30 p.m. Members Present: Aldermen Jim Hartford, Mazy Fillingham, Craig West, Larry Sazff. Others Present: Aldermen Robert Molleck, Jo Anne Shores, Les Cazl, & Kevin Meade, Mayor Jerry Bohler, City Clerk Nancy Whites, City Treasurer Patty Beaird Franzoni, City Attorney Ron Weber, Fire Chief John Stanko, Police Chief Don Edwazds, Wastewater Supt Gary Orwig, Assistant Water Plant Greg Pollitt, Street Supt. Cli O'Brien, Zoning Official Clazk Wilson. Video Services Joe Ginger. News Media - the Daily Ledger -John Froehling, WBYS -Tony Lee. Dan Kiesewetter of ICiesewetter Insurance. Legal & Ordinance Committee Mary Fillingham, Chairman Alderman Mary Fillingham had another commitment, that is why the Legal & Ordinance Committee was first on the agenda. Ordinance Initiating & Cooperatively desisnatins an Enterprise Zone City Attorney Ron Weber explained that the Fulton County Boazd is cooperatively allowing this also for the new Ethanol Plant that is to be built. Motion and second by Aldermen Fillingham/Sazff, to send the ordinance on to the next council meeting. Voice vote, motion carried unanimously. Ordinance Establishine the Position of Public Works Director Mayor Bohler said this was brought to committee for any questions the Aldermen might have. Alderman Sazff asked what is it about. Mayor Bohler reported that when a Department Head retires the assistant moves into that position, but the assistant position is not filled. If council will approve of this position Clif O'Brien will become Public Works Director. One other assistant will move to System Maintenance. This will save the City of salary and benefits of $250,000. City Attorney Ron Weber added, there will be an added benefit by the Public Works Director having a better continuity with the city engineer. This should make things work a little smoother, as it will provide better control and feedback. Motion and second by Aldermen Sarff/Hartford, to send the ordinance back to council. Voice vote, motion carried unanimously. Ordinance Establishing the Position of System Maintenance Motion and second by Alderman Sazff/Hartford, to send the ordinance back to council. Voice vote, motion carried unanimously. 2002 Cumulative Supplement to the International Codes John Stanko commented that it is better and more efficient to keep our codes current rather than let a code become outdated prior to nationally recognized codes to keep current with new materials, technology and processes. This allows code inspectors and business owners alike to have more flexibility and options in vazious code situations. Typically, there aze about five hundred (500) updates in each published supplement. John is asking for council to adopt the 2002 Supplement to the International Codes currently in use within the City. The cost for the supplement book is $12.00 each Zoning Officer Clark Wilson mentioned, that keeping this updated helps our builders and architects who deal with us. Motion and second by Aldermen Sazff/Hartford, an ordinance be drawn by the city attorney to adopt the 2002 Supplement. Voice vote, motion cazried unanimously. Gary Leese -Palm Cafe property lease. City Attorney Ron Weber explained that Gary is renovating the building and Ron has had discussions with him. Gazy wants to control 12 foot on the north side of the building. This would be in the best interest of Gary for the City to convey that portion to him. The City can enter into a lease agreement. A proper notice will have to be posted so the public is informed. Alderman Sarff wanted information on what will the building be used for? Ron answered, shops mainly. Gary had looked at a Bed & Breakfast, but the fire requirements could be to prohibitive. Alderman Sazff said this is encouraging to see building owners wanting to expand, this way the city does not have to teaz down their buildings. Alderman Sarff questioned as to what Gary Leese wants to do? What is his business plan? Mayor Bohler mentioned that he first heard that Gary wants to lease the parking lot. This needs to be looked at as other businesses use this lot. Ron Weber said that Gary wants to add in a handicapped entrance on the back of the building. Alderman Sazff asked about advertising for bids? Ron Weber said, yes! Alderman Meade inquired about having an auction? Ron Weber explained that because of the time frame. Alderman Sazff said that it is the council's decision for the best use of the property. Mayor Bohler mentioned that there use to be a set number of parking spaces that is to be allowed, and he said he would check on that since Fulton .Square was sold if that guazantee of a specific number could be now null and void. Ron Weber said that the ordinance to lease the property from the City could be in January and the bidding to take place in February 2003. Motion and second by Aldermen Hartford/Sarfl; the city attorney to proceed with drafting an ordinance. Voice vote, motion carried unanimously. Street Light -White Court Parking Lot/Alley. Police Chief Don Edwazds mentioned in his memo and also at the meeting that several complaints, and warnings have been made as well as several arrests in the azea of the City owned pazking lot on White Court. Many of the complaints have been about the number of persons who have been doing unmentional things in the alley off the south west corner of the lot. The past week officers issued 5 citations. The neighboring businesses aze upset because of the stench and obvious health reasons. And also about security and safety and welfaze of their employees who leave later on in the evenings. Don said he has viewed this area and fmds that the alley, which is not open to vehiculaz traffic, is extremely dark. Don recommends the street light be placed in the alley, possibly near the entrance of the alley on the southwest corner of the parking lot. Motion and second by Aldermen Hartford/West, a resolution be drafted for this street light. Voice vote, motion carried unanimously. 2 1~ ~~ The Legal & Ordinance adjourned at 6:58 p.m. (Alderman Fillingham left the committee meeting at 6:58 p.m.) Finance Committee Jim Hartford, Chairman Bills. Motion and second by Aldermen Sazff/West, all bills properly approved be paid. Voice vote, motion carried unanimously. Treasurer's Report. City Treasurer Patty Begird Franzoni said her goal was to keep the General Fund at the May 2002 balance. The State is one month behind in sending their funds. The Budget spending is a little above this sametime last year. Alderman Sazff asked Patty where are we in up dating on the reconciling? Patty said she reconciles every month. Alderman Sazff asked, are you on November and December's? What aze you doing? Patty said she has put the budgeted figures in the computer, closed out the previous yeaz accounts, and had to have Locis come back. Alderman Sazff asked, I'm not- clear on what we aze reconciling too! Is it June, July, October you are still doing? Patty said she is still working on them. She said she will be applying with the banks, to get a better control. Corporate Cost Solutions Inc. -Treasurer. City Treasurer Patty Beaird Franzoni said she made an appointment with them as they do audits of Workman's Comp Insurance. They claim a lot of things aze put in that aze not needed. Mayor Bohler mentioned since the individual did not show up to table this. Motion and second by Aldermen Sazff/West, to table this. Voice vote, motion carried unanimously. Power Sprayer - Garv Orwig. Gary said he received three quotes and recommends Hanson Industrial Inc. in the amount of $2,700.00. Motion and second by Alderman Sazff/West, to allow the purchase of a power sprayer from the low quote of Hanson Industrial Inc for $2,700.00 Voice vote, motion carried unanimously. Annual Ladder Testing. Fire Chief John Stanko mentioned from his memo, that for the past 6 years, American Test Center has performed the annual testing of the aerial and ground ladders. The annual ladder tests are required by the Department of Labor. American Test Center has offered to conduct the annual ladder tests for the same price as the past two years, of $1,630.00. The testing is tentatively scheduled for January or eazly February. John said they are working to partner with several other azea departments to have their ladders tested at our site at the same time our ladders aze being tested. If sufficient additional ladders are tested using a single site for testing, the cost per ladder will decrease, saving money for all departments involved. Motion and second by Aldermen Sazff/West, to allow the expense. Voice vote, motion carried unanimously. Consulting Insurance Proposal. Dan Kiesewetter the city's insurance carrier was present and the mayor asked him for his input on the quote that was presented. Dan said Gerald L. Butts, CPUC of Cleaveland Insurance Group came in to see Dan after tallcing to the City, and Dan said he spent 2 hours with him reviewing the city's policies. Dan said he had never met him before and did not know him. He has a lot of good references, 3 ~~ Dan said he was impressed with him. Dan had called two of Mr. Butts references and they gave him high mazks, he is fair, honest, and presents options. Debbra Callan from Independent Risk, she had conducted bid process for the city some 5 years ago. Dan was familiaz with her services. Motion and second by Aldermen West/Hartford, to recommend to the council, accept the Consultant's Proposal for Workman's Comp to Cleaveland Insurance Group of $5,000. Discussion. Alderman Sazff mentioned there were some holes in Debbra Callan's the last time. Dan Kiesewetter said the specs were vague. There was a potential litigation that never came to anything. Dan felt she would have been more into comprehensive service. Alderman Sazff said she wants 2 years and would chazge a first year annual retainer of $6,000, and the second yeaz annual retainer would reduce to $4,500. The one- time bid fee is $5,000. Dan said best thing is to interview them and fmd out what they will do. Mayor Bohler said they will check on the references. Voice vote, motion carried unanimously. Alderman Hartford than proceeded to talk about the City Audit conducted by Hocker & Fitzgerrald. Jim Hartford was making his continents out of the management letter that All City bank accounts should be reconciled monthly, both to the bank statement and to the general ledger. (The following is under Other Comments.) Making Timely bank reconciliations and deposit of receipts. Tag Levies for the Fire & Police Pension Funds as well as the Social Security/IMI2F Fund should be reduced by the personal property replacement tag that is required to be allocated to these funds. The tag levies for the Public Comfort Fund should be reduced or eliminated. Alderman Hartford asked Patty if she was working on this! And Patty said Oh, yes! Mayor Bohler mentioned that the Personnel Policy is being worked on and copies will be given to the department heads to review and then the council. Mayor Bohler said he talked with the Greenwood Cemetery about the grave openings and closings deposited by the Cemetery Treasurer should be reconciled to the pre-numbered receipts issued by the Cemetery sexton, and they said this would be no problem. The Tax Levy for the Public Comfort Station, since we don't levy anything this will be eliminated in the near future. GASB #34. Patty Beaird Franzoni said we are in the process of converting. The first couple of years is a trial and error, and we do have the value of our streets and sidewalks that has been done before. Mayor Bohler said he would be meeting with Jim Hocker and others to accomplish by May 1, 2003. The Finance Committee adjourned at 7:27 p.m. Community & Industrial Development Committee Craig West, Chairman Update of Activities. The Fulton County Tourism had elections of officers. Memberships are available now through April 1 ~`. 4 ~, ~+ Linda Caudle and Alderman West attended the ground breaking for the American Legion new building. Chamber Commerce Christmas Walk is for Thursday December 12. The event will begin downtown and move to the Historic Depot. The American Legion 40&8 will transport. The outstanding revolving loans aze being paid on time. Linda Caudle had mentioned to Alderman West the Enterprise Zone Ordinance is close to being sent to DCCA. On Gazbage pick-up when there is a holiday the garbage will be picked up the next day. #10' Outfitters have moved to the basement oftheir building to allow another business to use the first floor. The Community & Industrial Development Committee adjourned at 7:30 p.m. Negotiations, Grievance & Personnel Larry Sarff, Chairman No agenda items. Alderman Sazffasked the City Clerk Nancy Whites how she was coming on getting a new Deputy Clerk? Nancy mentioned that interviews were being conducted this week and next. The Clerical Committees adjourned at 7:31 p.m. Recording Secretary', '~ Nancy Whites, City Clerk S