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HomeMy WebLinkAboutCCM-02-24-97 Cit l v arme CARMEI/CITY COUNCIL MEETING AGENDA MONDAY, FEBRUARY 24, 1997 -- 7 P.M. COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE Meeting Called to Order 10. Invocation Pledge of Allegiance Recognition of Outstanding Citizens/City Employees a. Swearing In of Twenty-two Probationary Firefighters b. Fireman of the Year Award; Liberty Mutual Insurance Approval of Minutes a. February 3, 1997, Regular Meeting Recognition of Citizens Who Wish to Address the Council Action of Mayoral Vetoes Claims a. $123,994.99 b. $1,012,459.78 c. $524,620.42 d. $481,999.24 e. $31,518.25 f. $24,000.00 g. $10,000,000.00 General Claims (previously tabled) General Claims Payroll Payroll Retirement Police Clothing Allowance Investments Committee Reports Old Business a. Council Appointment to Board of Zoning l~Dpeals; Mayor James Brainard b. Second Reading Ordinance D-1266-96/Additional Appropriation for Municipal Accounting Financial Software, $118,000; Clerk-Treasurer Diana Cordray Public Hearings a. First Reading Ordinance D-1277-97/Additional Appropriation for Pennsylvania Street Construction/Rehabilitation Project, $220,000; Boyle, City Engineer Kate ONE CIVIC SQUARE CARMEL, INDIANA 46032 317/371-2400 11. First Reading Ordinance D-1278-97/Additional Appropriation for Renovations to Police Department Headquarters, $130,000; Police Chief Michael Fogarty New Business a. First Reading Ordinance D-1279-97/An Ordinance Amending Section 3-9 of the City Code Titled Regular and Special Meetings, Emergency Sessions; Councilor Kevin Kirby b. First Reading Ordinance D-1281-97/An Ordinance Enacting and Adopting A Supplement to the Code Of Ordinances Of the City Of Carmel, Indiana; Clerk- Treasurer Diana Cordray c. Resolution CC-02-24-97-01/Transfer of Funds to Overtime Account from Contracted Street Repaving Account; $25,000.00; Street Department d. Resolution CC-02-24-97-02/Transfer of Funds to Salt & Calcium Account from Contracted Street Repaying Account; $20,000.00; Street Department e. Resolution CC-02-24-97-03/A Resolution to Acknowledge Disbursement of Funds f. Resolution CC-02-24-97-04/A Resolution Directing the Clerk-Treasurer to File the Annexation Ordinance as Required by Statute 12~ Other 13. Announcements 14. Adjournment ~L CITY COUNCIL NEETING MI~UJTES MONDAY, FEBRUARY 24, 1997 -- 7 P.M. COUNCIL CHAMBEBS / CITY }L~T.T. / ONE CIVIC SQUARE MEMBERS PRESENT: Mayor Brainard; Councilors Kirby, Miller, Battreall, Rundle, Snyder, Carter and Walker. Clerk-Treasurer Cordray and Chief Deputy Wolf also attended. Mayor Brainard called the meeting to order at 7:05 p.m. Councilor Miller led the invocation. Mayor Brainard led the pledge of allegiance. RECOGNITION OF OUTSTANDING CITIZENS/CITY EMPLOYEES: Mayor Brainard read the names of the twenty-two firefighters to be sworn into the fire department. The firefighters took the oath and were greeted by the council Fire Chief Doug Callahan explained the new firefighters were to be spread among the Carmel Clay Fire Departments. He then introduced Bill Guffey of Liberty Mutual Insurance. Mr. Guffey awarded Firefighter Craig Phillips with the Fireman of the Year Award. APPROVAL OF MINUTES: Councilor Battreall moved to approve the February 3, 1997, meeting minutes. Councilor Walker seconded. Councilor Carter asked Councilor Snyder to clarify a sentence in the minutes pertaining to a statement she made during the February 3, 1997, meeting. Councilor Snyder stated she could barely recall the statement, but believed it referred to adding items to the agenda. Councilor Snyder asked that, as the council approved items on the agenda, the clerk-treasurer would pass documents to the council to be. signed at the time of approval. Councilor Carter moved to amend the minutes to more clearly state his opinion that councilors' proper names should be written underneath the signature lines on documents, not their nicknames. Councilor Rundle seconded. Clerk-Treasurer Cordray reminded the council the minutes were not a verbatim record of the meetings. The amendment was approved 7-0. The amended minutes were approved 7-0. CITIZENS WHO WISH TO ADDRESS THE COUNCIL: No citizens wished to address the council. CLAIMS: Councilor Snyder moved to approve the claims as listed on the agenda (Items 7a through 7g). Councilor Walker seconded. Councilor Snyder stated she had met with the city attorney in reference to a claim for Curtis L. Coonrod, CPA, PC, that had been tabled at the previous meeting. Councilor Snyder then read a memorandum from City Attorney Debra Grisham explaining the legal aspects of Mr. Coonrod's claim (Exhibit A). Councilors Snyder, Rundle and Kirby discussed the authority of the council to approve/not approve claims. Councilors Miller and Carter discussed Mr. Coonrod's work, qualifications and the capabilities of the electronic file for which Mr. Coonrod's claim was submitted. Councilor Walker called for the question. The claims were approved 7-0. OLD BUSINESS: Councilor Rundle moved to reappoint Charles Weinkauf as the council's appointment to the Board of Zoning Appeals. Councilor Carter seconded. Mr. Weinkauf was reappointed 7-0° Mayor Brainard announced Ordinance D-1266-96, an additional appropriation for financial software for the Clerk-Treasurer's Office. Councilor Battreall stated the $44,500 of the appropriation allotted to training costs was tremendously high. Clerk-Treasurer Cordray explained she had compared other companies to Pentamation and that Pentamation's training costs were less expensive. She stated Pentamation also had agreed to use Carmel as a beta site. Ms. Cordray stated she was expecting Mark Kesling of the computer committee to present information to the council. Mayor Brainard stated he had asked Mr. Kesling not to attend the meeting. Councilor Rundle suggested tabling the item until the council could hear from Mr. Kesling. Councilor Carter offered to speak for Mr. Kesling. Councilor Carter stated Mr. Kesling believed the application was good and users could interface with it easily, but he was concerned about the cost. Councilor Miller stated he agreed with Mr. Kesling's opinions. Clerk-Treasurer Cordray explained she had negotiated with Pentamation to bring the cost from $118,000 to $101,000. She also explained the money allotted for training would be spent on an as-needed basis, so the cost could be reduced further. Councilor Kirby explained the problems getting information from the current software used by Clerk-Treasurer's Office. Clerk-Treasurer Cordray stated the product had not yet been approved by the State Board of Accounts because the board could not approve it until it saw the reports the software generated. She stated she was confident Pentamation would agree to sign a legal document stating the city would not have'to pay the company unless the reports were approved by the board if it became necessary. Councilor Battreall moved to reduce the appropriation to $81,000. Councilor Kirby seconded. Dawn Thomas, consultant from SolUtions Group, explained the cost of training often is about 1.5 times the cost of the software. Councilor Carter stated he was prepared to make an amendment suggesting the Board of Public Works and Safety purchase the software and complete negotiations. Councilor Battreall stated he would withdraw his amendment and replace it with Councilor Carter's suggestion. Mayor Brainard stated Councilor Battreall's amendment was withdrawn. Clerk-Treasurer Cordray explained that by making no changes to the current system, financial information would remain difficult to obtain and that her office would remain totally dependent on consultants. Ms. Thomas explained it would cost the Clerk- Treasurer's Office about $33,000 in consulting fees not to purchase Pentamation's product. Clerk-Treasurer Cordray expressed concern that allowing the BPW to purchase the software would violate the ideals of separation of powers. Councilor Kirby moved to amend the appropriation to $102,000. Councilor Rundle seconded. Councilor Carter called for the question. The amendment was approved 5-2. Councilors Carter and Battreall voted no. Councilor Carter called for the question. The appropriation was approved 5-2. Councilors Carter and Battreall voted no. Mayor Brainard called for a recess at 8:54 p.m. The council reconvened at 9:08 p.m. Mayor Brainard announced Resolution CC-02-24-97-03, a resolution acknowledging the disbursement of funds in the Carmel Clay Park and Recreation budget. He stated he moved the item forward on the agenda so Judy Hagan and Sam Rincker from the park board could make their presentation and leave. Ms. Hagan and Mr. Rincker explained the money was for phase four of the Meadowlark Park project and that the Township Board was the governing body to approve the appropriation of money. They explained they were just keeping the council informed of where the board was spending its money. Councilor Rundle moved to approve the resolution. Councilor Carter seconded. The resolution was approved 7-0. Councilor Battreall read a memo he wrote defining the council's procedure for signing council documents. He moved to present his memo as a resolution. Councilor Snyder seconded. The resolution to have council documents signed at the time of approval was approved 7-0. PUBLIC HEARINGS: Mayor Brainard announced Ordinance D-1278-97, an additional appropriation for renovations to the Police Department Headquarters. He stated he moved the item forward on the agenda so Police Chief Michael Fogarty could make his presentation and leave. Chief Fogarty explained the purpose and the locations of the renovations to the police station. Mayor Brainard opened and closed the public hearing at 9:25 p.m. No one from the public wished to speak. Councilor Miller asked Chief Fogarty if he could give the council drawings of what the building would look like before and after construction. Chief Fogarty stated he would put those drawings in councilors' mailboxes. The ordinance was carried over to the next meeting. Mayor Brainard announced Resolution CC-02-24-97-01. He stated he moved the item forward on the agenda so Street Commissioner David Klingensmith could make his presentation and leave. Councilor Battreall moved to approve the resolution. Councilor Walker seconded and called for the question. The resolution was approved 7-0° Mayor Brainard announced Resolution CC-02-24-97-02. Councilor Snyder moved to approve the resolution. Councilor Carter seconded. Mr. Klingensmith stated the transfer of funds was for the rest of the year. Mr. Klingensmith stated he had been working with DOCS Director Steve Engelking in reference to moving the Street Department to a different facility. In response to a question from Councilor Battreall, Mr. Klingensmith stated he would be willing to talk to the county about possibly sharing facilities. The resolution was approved 7-0. Mayor Brainard announced Ordinance D-1277-97, an additional appropriation for a construction/rehabilitation project on Pennsylvania Street. The mayor opened the public hearing at 9:36 p.m. Ann Bluemlein, Topics Newspapers, asked the mayor to explain the resolution. The mayor explained the project. No one else from the public wished to speak. Mayor Brainard closed the public hearing at 9:43 p.m. Councilor Kirby suggested the city soon should consider improving Illinois Street because development was heading that direction. He explained the city could get federal money if it was prepared. The ordinance was carried over to the next meeting. NEW BUSINESS: Mayor Brainard announced and read excerpts of Ordinance D-1279-97, an ordinance amending the city code titled Regular and Special Meetings. Councilor Kirby moved to approve the ordinance. Councilor Snyder seconded. Councilor Kirby explained he wanted to have the code amended to reflect council's practice. The ordinance was carried over to the next meeting. Mayor Brainard read Ordinance D-1281-97, an ordinance enacting and adopting a supplement to the city code. Councilor Carter moved to approve the ordinance. Councilor Walker seconded. The ordinance was carried over to the next meeting. Mayor Brainard explained Resolution CC-02-24-97-04, a resolution directing the Clerk-Treasurer to file the annexation ordinance as required by statute. Councilor Battreall moved to approve the resolution. Councilor Walker seconded. Clerk-Treasurer Cordray asked who would advise her when to do the filing. The mayor explained the city attorney would tell her. He also clarified the days the clerk-treasurer could file the annexation as specified by the resolution (February 26 and 27, 1997). Clerk-Treasurer Cordray asked if the city attorney could advise her of this since the attorney had withdrawn her services to the Clerk-Treasurer's Office regarding annexation. The mayor stated the clerk-treasurer could accept the city attorney's advisement in this matter. Councilor Rundle asked how many days the statute provided for the clerk-treasurer to file the annexation. Mayor Brainard explained that without the direction of this resolution, the clerk- treasurer had 14 days to file the annexation. He stated the city wanted the ordinance filed before March 1, 1997, so it can collect more money to provide services to the annexed area. The resolution was approved 7-0. Councilor Battreall stated he was concerned because the city was failing to enforce the sign ordinance, especially in regards to advertising signs of developers. Councilor Rundle agreed the city needed to enforce the ordinance. Mayor Brainard explained DOCS did not have the money to pay staff to enforce it on weekends° Councilor Battreall stated the city needed to enforce the ordinance, rewrite it or remove it from the code. Councilor Rundle suggested the mayor talk to DOCS Director Steve Engelking about providing staff to enforce the ordinance. The meeting was adjourned at 10:08 p.m. Respectfully submitted,