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APPROVED MINUTES OF THE
COMMITTEE OF THE WHOLE
March 17, 2015
Conference Room #119
5:30 P.M.
 
Present: Commissioners: Mayor Pro-Tem Michael Brown, Betsy Artz, Robert Coughlin, Jerry DeMaagd, and Mayor Stephen Kepley. Also present: City Engineer Tim Bradshaw, Finance Director Tom Chase, Human Resources Director Gail Dewey, Deputy Fire Chief Greg Ginebaugh, Public Works Director John Gorney, Deputy Administrator Rich Houtteman, City Clerk Dan Kasunic, Assistant Finance Director Lorna Nenciarini, Parks & Recreation Director Val Romeo, Fire Department Administrative Assistant Nancy Shane, Deputy Police Chief Don Tuuri and Assistant City Engineer Dan VanderHeide.
 
 
MAYOR’S OFFICE:
 
RESOLUTION TO SUPPORT PROPOSAL NO. 1 FOR ROAD IMPROVEMENTS.
Mayor Kepley explained the proposal and the reasons for supporting the May 5th ballot proposal.
 
Commissioner DeMaagd informed the Committee of his thoughts and his support of the proposal, with the provision to remove the word “last” from the resolution.
 
Motion by DeMaagd, seconded by Kepley, to recommend to the City Commission to support Proposal No. 1 for Road Improvements with the word “last” removed from the resolution.
 
                                                                  Motion Carried.
 
HUMAN RESOURCES:
 
POSITION AND COMPENSATION STUDY CONSULTANT.
Human Resources Director Dewey reviewed her request for the study and the reasons for the request. Assistant Finance Director Nenciarini reviewed the reference checks.
 
Motion by Coughlin, supported by DeMaagd, to recommend to the City Commission to authorize the Mayor to enter into a contract for the performance of a position and compensation study, with Pontifex Consulting Group, Inc. in the not-to-exceed amount of $35,150.00, with funds from the FY 2015-16 and FY 2016-17 General Fund budgets.
 
                                                                                    Motion Carried.
 
FINANCE DEPARTMENT:
 
  1. INVESTMENT REPORT-CASH & POOLED INVESTMENTS AS OF DECEMBER 31, 2014.
Finance Director Chase reviewed the investments report.
 
Motion by Coughlin, seconded by Artz, to receive and file the Investment Report-Cash & Pooled Investments as of December 31, 2014.
 
                                                                        Motion Carried.
 
  1. INVESTMENT CONSULTANT REPORT.
Asset Strategies representative Katherine Ghannam reviewed the Investment Performance Analysis ending December 31, 2014.
 
Motion by DeMaagd seconded by Artz, to receive and file the Investment Performance Analysis as of December 31, 2014.
 
                                                                        Motion Carried.
 
  1. ENGINEERING SERVICES FOR 44TH STREET REHABILITATION PROJECTS FOR ENGINEERING DEPARTMENT.
 
City Engineer Bradshaw reviewed his memorandum dated March 11, 2015 regarding the Design & Construction Engineering of 44th Street and spoke of the discount offered if Prein & Newhof is awarded both projects.
 
Motion by Artz, supported by DeMaagd, to recommend to the City Commission to authorize the Mayor to sign contracts with Prein & Newhof, Inc. for design and construction engineering services for the rehabilitation of 44th Street from Shaffer to Broadmoor, and 44th Street from Broadmoor to Patterson, in the not-to-exceed amounts of $61,000.00 and $ 59,300.00, including a 32% and 23% contingency respectively, with funds from the FY 2016-17 and FY 2017-18 Major Street Fund budgets.
 
                                                                                    Motion Carried.
 
  1. ENGINEERING SERVICES FOR 52ND STREET RECONSTRUCTION FOR ENGINEERING DEPARTMENT.
City Engineer Bradshaw spoke of the condition of the road currently and the expected condition at time of reconstruction and the scope of work needed.
 
Motion by Artz, supported by Coughlin, to recommend to the City Commission to authorize the Mayor to execute a contract with Moore & Bruggink, Inc. for design and construction engineering services for the reconstruction of 52nd Street from Division Avenue to Kellogg Woods drive, in the amount not-to-exceed $33,000.00 (including a 10% contingency), with funds from the FY 2015-16 or FY 2016-17 Major Street Fund budgets.
 
                                                                                    Motion Carried.
 
  1. ENGINEERING SERVICES FOR BURTON-FOREST HILL INTERSECTION IMPROVEMENT STUDY FOR ENGINEERING DEPARTMENT.
City Engineer Bradshaw reviewed his memorandum dated March 11, 2015 regarding the traffic concerns. He noted the study will include a crash analysis, turning movement counts and an analysis of future traffic volumes.
 
Motion by Artz, supported by Coughlin, to recommend to the City Commission to authorize the Mayor to execute a contract with Hubbell, Roth & Clark, Inc. (HRC) for a traffic study of the Burton Street and Forest Hill Avenue Intersection in the amount not-to-exceed $9,250.00 with funds from the Major Street Fund budget.
 
                                                                                    Motion Carried.
 
  1. GENERAL REVENUE AND EXPENDITURE REPORT FOR MONTH ENDED JANUARY 31, 2015.
Finance Director Chase reminded the Committee once again of the two departments not in line by percent.
 
Motion by Coughlin, seconded by DeMaagd, to receive and file the General Revenue and Expenditure Report for month ended January 31, 2015.
           
                                                                        Motion Carried.
           
  1. IT MANAGEMENT SERVICES.
Deputy Administrator Houtteman, Assistant Finance Director Nenciarini and Mayor Kepley reviewed the memorandum dated March 12, 2015 regarding the approval of a one year contract for Information Technologies services, discussions with bidders and the critical points to achieve.
 
Motion by DeMaagd, supported by Artz, to recommend to the City Commission to authorize the Mayor to execute a one-year contract with Corporate Technologies, LLC, for the provision of Information Technology Management Services, in an amount not-to-exceed $260,000.00 with the option of a second year contract for up to 500 hours at $150/hour, with funds from the FY 2015-16 and FY 2016-Property &
 Building Fund budgets.
 
                                                                                    Motion Carried.
 
  1. PURCHASE OF A POLICE VEHICLE.
Police Chief Hillen and Assistant Finance Director Nenciarini informed the Committee of the recent accident involving a Police vehicle and the need to purchase a replacement vehicle as soon as possible. She reviewed the time lag with the insurance company and the purchase through the state contract and the need to start the process as soon as possible.
 
Motion by DeMaagd, seconded by Artz, to approve the purchase of a replacement Police vehicle.
 
                                                                        Motion Carried.
 
POLICE AND FIRE DEPARTMENTS:
 
  1. MONTHLY REPORTS.
 
Police Chief Hillen reviewed the Monthly Statistical Report for February 2015.
 
 He informed the Committee of a Police Officer’s wife who died in a traffic crash.
 
Motion by DeMaagd, seconded by Artz, to receive and file the Police Monthly Statistical Report for February 2015.
 
                                                                        Motion Carried.
 
  1. FIRE DEPARTMENT YEARLY REPORT 2014.
 
Deputy Fire Chief Ginebaugh reviewed the Monthly Activity Report for February 2015 and reviewed the Annual Fire Department report of 2014.
 
Motion by Artz, seconded by DeMaagd, to receive and file the Monthly Fire Activity Report for February 2015 and the Annual 2014 Fire Department Report.
 
The meeting was adjourned at 6:56 P.M.
 
 
 
Dan Kasunic                                                               Michael Brown
City Clerk                                                                   Mayor Pro-Tem