LEGISLATIVE, FINANCE AND ADMINISTRATION COMMITTEE
The Legislative, Finance, and Administration Committee meeting was held on June 26, 2006, at 6:00 p.m. with Councilman Slavin presiding. Members present were Mr. Hogan, Mr. Salters, Mr. Shevock, and Mr. Shelton. Members of Council present were Mr. Carey, Mrs. Russell, (arrived at 6:08 p.m.), Mr. Ruane, and Council President Williams.
AGENDA ADDITIONS/DELETIONS
Mr. Hogan moved for approval of the agenda, seconded by Mr. Shevock and unanimously carried.
Clarification of Policy for Training and Conference Reimbursement
During their Regular Meeting of April 24, 2006, members of Council referred “Clarification of Policy for Training and Conference Reimbursement - Explanation of Request for Reimbursement for Attending Organizational Leadership and Behavior Course” to the Legislative, Finance, and Administration Committee for their review and recommendation.
Mrs. Mitchell, Finance Director, advised members that reimbursement procedures regarding training and conference expenses are covered in the Travel Policy. The Policy covers various aspects of eligible items such as mode of transportation, lodging, meals, registration fees, and seminar fees. She noted that the policy does not have a provision for reimbursement of college courses, which is addressed in the Education Assistance Policy as outlined in the City’s Personnel Handbook.
Staff recommended the following policy with regard to the Mayor and members of City Council:
All accredited courses will be considered Educational Assistance and will be reimbursed in accordance with the Personnel Handbook; therefore, the Mayor and members of City Council would not be eligible under these provisions.
All requests for non-accredited courses will be reviewed by the Legislative, Finance, & Administration Committee for approval prior to registration.
Mr. Salters requested that the policy be amended to state that the Legislative, Finance, and Administration Committee would review the request in order to make a recommendation to Council.
Responding to Mr. Hogan, Mrs. Mitchell stated that non-accredited courses could not be applied toward a degree.
Mrs. Williams felt that it seemed contrary to education to allow reimbursement for a non-accredited course and to rule out reimbursement for a job-related course because it is accredited. Mr. Hogan felt that courses offered by organizations such as the National League of Cities and the Institute of Public Administration, which are designed for the education and enlightenment of Mayors and Councils, should be reimbursable. He felt that other accredited or non-accredited courses which are justifiably related to the Mayor or Council positions should be reviewed.
Mr. Hogan moved to table the matter to allow staff time to clarify the policy, seconded by Mr. Shevock and unanimously carried.
Discussion - Extended Services Provided to Active Duty Military
Based on constituent concerns regarding enforcement issues with active duty military members who may have been deployed with very short notice, Mr. Slavin suggested a review of all services or areas of enforcement that may potentially effect residents who are on active duty status.
Mrs. Russell noted that senior citizens and other residents may be in situations which may require time extensions for compliance with enforcement issues.
Members requested the City Manager to review the matter and provide a recommendation within 60 (sixty) days.
Proposal - Services to Seniors Blue Ribbon Committee
Due to the increasing number of 55+ communities, Councilman Slavin and Councilwoman Russell suggested that it would be beneficial to both the City and its senior citizens to establish a committee to study the current level of city-provided services to senior citizens and provide recommendations for improvements.
Members reviewed a proposed resolution to establish the Services to Seniors Blue Ribbon Committee which would include nine (9) members, one selected by each member of Council, and would be co-chaired by Councilwoman Russell and Councilman Slavin.
Mr. Salters suggested that the committee co-chairs be appointed by the Council President. Mr. Carey expressed concern with the sunset provision and suggested annual reappointments. He also suggested that there be a provision that the co-chairs be from different districts.
Mr. DePrima, City Manager, suggested that the committee should first establish that there is a need for such a committee, what its staffing needs will be, and the frequency of its meetings.
Mr. Hogan moved to amend the resolution to include the following: the Chair or Co-Chairs will be appointed by the Council President; the committee should provide a report to Council no later than one year from the beginning of the committee; and provide a report to Council on the need and feasability of having a permanent senior citizen committee. The motion was seconded by Mr. Salters and unanimously carried.
Mr. Hogan moved to recommend adoption of the Resolution, as amended, (Attachment #1) seconded by Mr. Salters and unanimously carried.
Proposed Ordinance Amendment - Chapter 82 - Planning, Section 82-2. City Planner
In an effort to better organize the city structure and provide management oversight of the Planning and Inspections Department, several Council members expressed a desire to have the Department report to the City Manager. The City Manager had been providing informal oversight during the administration of the former City Planner and during the period when the position was vacant. During their Regular Meeting of January 9, 2006, Council adopted an ordinance codifying this arrangement on a six-month trial basis.
Mr. DePrima noted that during the six-month trial period, City Council authorized the creation of the Public Services Manager and the creation of a Public Services Group which was to include the Planning and Inspections Department functions, as well as some of the Public Works Department functions. Functions assigned to the City Planner include planning, community development, and property maintenance inspections. The six month trial period is now concluding, and City Council should consider making this a permanent change. Under a permanent arrangement, the City Planner would continue to be appointed by and be responsible to City Council; however, day-to-day management and oversight would be provided by the City Manager on behalf of City Council. This would insure that all City policies are being met; that the City Planner is being provided with necessary resources to function properly, and that all standards set by City Council are being followed.
Staff recommended that the City Clerk be directed to prepare an ordinance deleting the existing Chapter 82, Planning, Section 82-2, City Planner, and replacing it with the following:
Sec. 82-2. City Planner.
There is hereby established the office of City Planner who shall be selected by the City Council at its annual meeting and employed at the pleasure of Mayor and Council. The City Planner shall be directly responsible to the Mayor and Council. The City Planner shall report to the City Manager and function under the administration of the City Manager.
Mr. Hogan moved to recommend adoption of the proposed ordinance, seconded by Mr. Salters.
Mr. Salters moved to amend the last sentence of the proposed ordinance to read “The City Planner shall be directly responsible to the Mayor and Council and shall function under the administration of the City Manager”. The motion was seconded by Mr. Shelton and carried with four (4) yes, one (1) no (Mr. Hogan).
The motion to recommend adoption of the proposed ordinance, as amended, (Attachment #2) was unanimously carried.
Proposed Amendment to Chapter 102 - Taxation, Article I - In General (Creation of New Section - Administrative Reporting)
In an effort to better organize the City structure and provide management oversight to the administration of the Assessor’s Office, several City Council members have expressed a desire to have the Assessor’s Office report to the City Manager and be included in the overall umbrella of the City Manager’s administration. The Assessor would continue to be appointed by and be responsible to City Council; however, day-to-day management and oversight would be provided by the City Manager on behalf of City Council. This would insure that all City policies are being met; that the office is being provided with necessary resources to function properly, and that all standards for the office set by City Council are being followed. Consideration will also be given to integrating the Assessor’s Office with the newly created Public Services Group, which may yield additional benefits by cross-training inspectors on gathering assessment data and improving communication on new construction activity.
Mr. DePrima noted that the Assessor’s Office has been operating, on an interim basis, under the City Manager’s oversight for over one (1) year.
Staff recommended that the City Clerk be directed to prepare an ordinance amendment to Chapter 102 - Taxation, Article I, In General, adding a new Section 102-3 - Administrative reporting, as follows:
Section 102-3. Administrative reporting.
The city assessor shall be selected in accordance with the City Charter, and shall be directly responsible to the mayor and council. The city assessor’s office shall report to the city manager and function under the administration of the city manager.
Mr. Hogan moved to amend the proposed ordinance by changing the last sentence to read “The City Assessor shall function under the administration of the City Manager”. The motion was seconded by Mr. Shelton and unanimously carried.
Mr. Hogan moved to recommend adoption of the proposed ordinance, as amended, (Attachment #3). The motion was seconded by Mr. Shelton and unanimously carried.
Mr. Hogan moved to adjourn, seconded by Mr. Shevock and unanimously carried.
Meeting adjourned at 6:47 P.M.
Respectfully submitted,
Timothy A. Slavin
Chairman
RS/hf
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Attachments to Minutes
Attachment #1 - Proposed Resolution - Services to Seniors Blue Ribbon Committee
Attachment #2 - Proposed Ordinance - Chpt 82 - Section 82-2 City Planner
Attachment #3 - Proposed Ordinance - Chpt 102 - Taxation, Sec. 102-3