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APPROVED MINUTES OF THE
COMMITTEE OF THE WHOLE
September 6, 2016
Conference Room #119
5:30 P.M.
 
Present: Commissioners: Mayor Pro-Tem Michael Brown, Betsy Artz, Robert Coughlin, Erwin Haas, Steve Redmond and Mayor Stephen Kepley. Also present: Finance Director Tom Chase, Public Works Director John Gorney, Police Chief Tom Hillen, Deputy City Clerk Becky Schultz, Fire Chief Brent Looman, Assistant Finance Director Lorna Nenciarini, Deputy Administrator Mark Rambo, Fire Department Administrative Assistant Nancy Shane, Police Sergeant Bryan Litwin, and City Engineer Tim Bradshaw.  Also:  George Vitta and Christopher Kuhn from The Bogdahn Group and Planning Commissioner Emily Bridson.
 
FIRE DEPARTMENT:
 
  1. RECOMMEND CONTRACT WITH EMERGENCY REPORTING FOR A WEB-BASED RECORDS MANAGEMENT SYSTEM.
Fire Department Executive Administrator Shane reviewed the memorandum dated August 30, 2016 explaining the request to upgrade the Records Management System.
 
Motion by Artz, seconded by Haas, to recommend to the City Commission to authorize the Mayor to sign a contract with Emergency Reporting (a trade name of Reporting Systems, Inc.) in the amount of $13,565.00 for the provision of a web-based software records management system, with funds from the Fire Equipment Fund and the FY 2016-17 Fire Department Operating Budget.
 
                                                                        Motion Carried.
 
MAYOR’S OFFICE:
 
  1. RECOMMEND APPROVAL OF AN INITIAL ONE-YEAR CONTRACT WITH POSSIBLE EXTENSIONS WITH SABO PR, LLC FOR PUBLIC RELATIONS AND COMMUNICATIONS SERVICES.
Deputy Administrator Rambo reviewed the memorandum dated September 6, 2016, noting previous discussions and options reviewed.  Discussion followed, with Commissioner Redmond requesting quarterly updates of projects, items completed and results going forward.
 
Motion by Artz, seconded by Coughlin, to recommend to the City Commission to approve an initial one-year contract, with the possibility of four one-year extensions, with Sob PR, LLC for the provision of public relations and communications services, for the first-year not-to-exceed amount of $65,000.00, with funds from the FY 2016-17 General Fund (Executive) Operating Budget.
 
                                                                        Motion Carried.
 
FINANCE DEPARTMENT:
 
  1. SECOND QUARTER INVESTMENT PERFORMACE REVIEW FOR CITY OPERATING FUNDS.
Finance Director Chase introduced George Vitta and Christopher Kuhn from The Bogdahn Group, who gave an overview of the Investment Performace Review for the quarter ending June 30, 2016.  Fund management objectives consistent with PA 20 are safety, liquidity and income.
 
Motion by Artz, seconded by Haas, to receive and file the Second Quarter Investment Performace Review for City of Kentwood Operating Funds.
 
                                                                        Motion Carried.
           
  1. PRELIMINARY REVENUE AND EXPENDITURE REPORT FOR JUNE 30, 2016.
Finance Director Chase gave an overview of the preliminary Revenue and Expenditure Report, noting net revenue for the fiscal year of $1,200,000.00 and reviewed past practice of the transfer of revenues to the Property and Building Fund.  Mayor Kepley spoke of potential to pay down debt; discussion followed.
 
Motion by Artz, seconded by Haas, to receive and file the Preliminary Revenue and Expenditure Report for June 30, 2016.
 
                                                                        Motion Carried.
 
MAYOR’S OFFICE:
 
  1. UPDATE ON COMMISSION CHAMBER PROJECTORS.
Deputy Administrator Rambo reviewed the City Commission’s approval of upgrades to technology in the Commission Chambers, with the final decision that long-throw projectors be used with the existing screens and the options available. 
 
 
Mayor Kepley expressed success of Operating Funds investment changes resulting in savings in management fees, and Commissioner Artz commended the leadership of the Finance Department.
 
Mayor Kepley presented a Kentwood schools lifetime “Golden Age Pass” to Commissioners Haas and DeMaagd, which entitle the bearer to free entry to athletic and school related events in Kentwood and other OK Conference schools.  The City also has two general passes that may be requested from Deputy Administrator Rambo for attendance at Kentwood events.
 
The meeting was adjourned at 6:20 P.M.
 
 
 
Becky Schultz                                                             Michael Brown
Deputy City Clerk                                                      Mayor Pro-Tem