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HomeMy WebLinkAbout03-08-1994 Clerical Clerical Committee City Council Chambers March 8, 1994 6:30 P.M. Members Present: i!arry Sarff, Kevin Meade, Others Present: Don Edwards, Jim Elson, Clif O'Brien, Mike Elam, George Spahn, Ray McKinney, Gary Orwlg, Jim May, Bob DeRenzy, Kayma Duncan, Dick Coay, Chet Phillips John Froehling, Don Hopper, Denny Brown, George Meacham Finance Committee Larry Sarff, Chairman Larry Sarff informed the Committee that Harlan Banister would not be in attendance but wanted the department heads to know that he is available to start budgets. Larry noted that Jerry Bohler recently was hurt at work and would try to be at the next meeting. Bob Molleck would not be in attendance due to the fact that he was representing George Shadid at the "Meet Your Candidates" activity. The first item was the discussion of the enterprise park lift station. Mayor Edwards stated that the engineering and design work should be started soon. The approximate cost of the engineering is $20,000. A motion was made by Kevin Meade and seconded by i!arry Sarff recommending to the City Council the engineering for the lift station be started and paid from the TIF 4A funds. Voice vote. Motion carried. The proposal from Gallatin National was next on the agenda. This item was tabled to the next regular meeting. Financing for the new sewer in the north end was next. Mayor Edwards stated that he had talked with Bob Anderson, who is wanting to start the survey work before the area gets green. Mayor Edwards stated that the plans need to be finalized prior to applying for the EPA permit. Discussion. A motion was made by Larry Sarff and seconded by Kevin Meade recommending to the City Council that the design phase and engineering be started by the City Engineer for the sewer in the north end. Voice vote. Motion carried. Clif O'Brien requested permission to purchase a floor stripper/scrubber. He stated that the cleaning contract provides the city supply ail supplies for the cleaning of city hail, police department and comfort station. The cost of the unit is $1,725.00. Discussion followed concerning the difference in the present amount paid for Janitorial services and the amount paid in the past. Clif stated he did not have those figures at this time but would present them to the chairman prior to the City Council meeting. A motion was made by Kevin Meade and seconded by Larry Sarff recommending to the City Council the approval of the request. Voice vote. Motion carried. 1 At this time Denny Brown addressed the Committee concerning the possibility of raising funds for DARE through gumbail sales. At this time he introduced Lynn Feitmeier. Ms. Feltmeier stated that she is a representative of Foundation Resource Management. They are involved in fund raising and are active with several DARE organizations. She has canvassed some of the businesses in the area and presently have 32 locations interested in placing gumbali machines at this facilities and will continue to canvass other businesses in the area. These machines are emptied every six to eight weeks and the majority of the proceeds going to the local DARE organization. She stated that the city is under no obligation to participate and they have insurance coverage. Jim Elson stated that the city's liability would be minimal. A motion was made by Kevin Meade and seconded by Larry Sarff recommending to the City Council the approval to enter into the agreement. Voice vote. Motion carried. Bob DeRenzy addressed the Committee informing them that a change order is required on the new fire truck. He stated that the placement of a generator on this unit was inadvertently left out of the specifications. The change order is in the amount of $8,569.00. A motion was made by I!arry Sarff and seconded by Kevin Meade recommending approval of the change order in the amount of $8,569.00. Voice vote. Motion carried. On the financing of the balance of the fire truck, I!arry Sarff asked Dan Oaks the status. Dan stated that the pension board can not loan the city the money but can purchase city issued bonds at the going rate of interest. The Committee directed Bob DeRenzy to get with Pat Wright on the balance needed for the truck and to call area banks to obtain the interest rate. Bob agreed. Financing for the sludge press was next on the agenda. This item was tabled due to lack of additional information at this time. Bills were discussed next. It was noted that the bill from Advantage Funding Corporation listed under the Wastewater Department would be checked into. Gary Orwig stated he was not familiar with this bill. A motion was made by Larry Sarff and seconded by Kevin Meade recommending approval of the bills, with Gary checking on the bill in question. Voice vote. Motion carried. As an informational item, Bob DeRenzy stated that six fans were purchased and installed in the engine bay of the fire station and have been successful in raising the temperature of the engine bay. No action was necessary by the Committee. Mayor Edwards stated he has received correspondence from Mr. McAdams concerning a driveway replacement job performed for the city. Mr. McAdams has not yet been paid for this work. Mayor Edwards stated he would check on this are report back to the Council at the next meeting. Committee agreed. No further business was discussed and the Finance Committee was adjourned. 2 Negotiations, Grievance and Personnel Committee Bob Molleck, Chairman The first item of discussion was a drug free workplace policy presented by Mike Elam. He stated that this policy is in effect at the police department and is a requirement if federal grant funds are received by the municipality. Discussion. Mayor Edwards suggested this item be sent to the City Council for consideration. Discussion followed on whether this was a negotiated item with the unions. Bruce Beal will be consulted on this matter. A motion was made by Kevin Meade and seconded by Larry Sarff to send the policy to the City Council for consideration. Voice vote. Motion carried. George Meacham, Chairman of the insurance committee, addressed the Committee concerning a claim reviewed by the committee. He stated that an employee needed surgery and contacted Mutual Medical. They indicated that the procedure would be covered 100% by the city's plan. The surgery was performed and bills submitted. The insurance company is now saying that the procedure should have been performed at the clinic and not at the hospital. In the past they have paid for the procedure both at the hospital and at the clinic. The amount in question is $701.05. The doctor had offered to waive the hospital portion of the bill but the insurance company is still denying the claim. The insurance committee recommends the payment of the bill. Discussion. A motion was made by Kevin Meade and seconded by Larry Sarff recommending the matter be referred to the City OOuncil with Jim Elson checking into the matter and making a recommendation. Voice vote. Motion carried. Voice vote. Motion carried. At this time Bob DeRenzy addressed the Committee with a problem with payroll. He stated that Dan Oaks received a temporary appointment due to the retirement of another firefighter. During the time Bob was on vacation, Howard Dye (assistant chief) was on vacation. This put Dan Oaks into the role of shift commander. The union contract provides that when an officer is assigned temporary additional duties, such as shift commander, that officer will receive $10.00 additional pay per week. The payroll sheet for Dan Oaks reflected $20.00 for his temporary appointment and $10.00 for one week as shift commander. This was questioned by the payroll clerk and was verified by Bob that this was correct. At the timie of receipt of payroll checks, Dan Oak's check was $10.00 short. It was found that Bob Molleck and Nancy Whites decided that Dan Oaks was not entitled to the additional $10.00 pay for shift commander. Bob asked Dan Oaks not to file a grievance and he would present the matter to the Committee. Bob asked why Nancy Whites and Bob Molleck have the authority to change his payroll after he has approved it. Discussion. A motion was made by ~!arry Sarff and seconded by Kevin Meade recoim~ending to the City Council the payment of the $10.00 to Dan Oaks for shift commander. Mayor Edwards stated that the department heads make out and approve payroll. He stated he would send a memorandum to the parties concerning this matter. Voice vote. Motion carried. 3 No further business was discussed and the Negotiations, Grievance and Personnel Committee was adjourned. Community and Industrial Development Committee Kevin Meade, Chairman The first item was presented by Committee that a mission statement Committee for their comments and to the next regular meeting. Kayma Duncan. She informed the had been developed and asked the suggestions. This item was tabled The next item was a loan payment update. Kayma Duncan stated that one loan recipient who has announced the closing of the business is three months behind in their payment. She asked the Committee's feelings on the loan. The business has a balance of approximately $1600.00-$1700.00 of a TIF loan, which was used to update the building. Mayor Edwards suggested that the loan be called. A motion was made by ~!arry Sarff and seconded by Kevin Meade to refer the matter to the City Council for action. Discussion. Jim Elson will review the promissory note. Voice vote. Motion carried. Kayma reminded the Committee that "Business Preview" will air March 10th starting at approximately 10:00 a.m. and will run for 24 hours. Bob DeRenzy informed the Committee that he has talked with the owner of the house on South 5th Avenue which was destroyed by fire. The owner has asked for 30 days to clean up the property. No action was taken by the Committee at this time. No further business was discussed and the Community and Industrial Development Committee was adjourned. Legal and Ordinance Committee Jerry Bohier, Chairman The first item was the placement of a stop sign at the intersection of Birch Street and 8th Avenue. The city engineer has reviewed the area and recommended that the stop sign is not warranted at this intersection. A motion was made by Larry Sarff and seconded by Kevin Meade recommending acceptance of the city engineers recommendation to not place a sign at this intersection. Voice vote. Motion carried. The placement of a stop sign at the intersection of Pine Street and Martin Avenue was reviewed by the city engineer. Bob Anderson recommended the stop sign be placed at the intersection on a trial basis. A motion was made by Kevin Meade and seconded by Larry Sarff recommending a 60 day trial period for a stop sign at the intersection of Pine Street and Martin Avenue. Voice vote. Motion carried. 4 The Committee discussed the possibility of having all water bills in the property owner's name and eliminate the need for deposits. Ray stated that there has been some discussion on the failure to pay interest on the deposits and the problems encountered by the owners with tenant's water bills. The law states that the owner is ultimately responsible for the water bill and they have to be notified in case of problems. Ray stated that the department does not know the owners of all the rental property in town and suggested the bills be put in the owner's name. Discussion followed concerning the problems encountered and how the accounts would be handled without deposits. A motion was made by Larry Sarff to have an ordinance drawn for the next Legal and Ordinance Committee meeting for consideration. Seconded by Kevin Meade. Voice vote. Motion carried. Mayor Edwards informed the Com~nittee that he has received a request from Mr. Sweeper to have an unloading zone on Pine Street adjacent to his store. He stated he had asked Mike Elam to look at the area and make a recorm~endation. Mike stated he had not had time to look at the area. Discussion followed concerning how well the 15 minute spaces on South Main Street area is working and the possible elimination of unloading zones no longer used, such as the one used by the former Tarboletti Drugs. No action was taken on the matter at this time, but Chief Elam will review the situation and make a recommendation. Committee agreed. No further business was discussed and the i!egal and Ordinance Committee was adjourned. Kayma Duncan - Committee Secretary 5