CITY OF MASON COUNCIL
CHAMBERS
201
W. ASH ST., MASON, MICHIGAN
MASON
CITY COUNCIL MINUTES
SEPTEMBER
4, 2001
The meeting was called to order at 7:31 p.m.
by Mayor Whipple.
Present: Councilmembers:
Soule, Birdsall, Helbig, Clark, Howe,
Whipple
Also present: Martin
Colburn, City Administrator
Kathy Revels, Assist. Financial Director
Joseph Dean, Department of Public Works
Director
Deborah Stein, Deputy Clerk
Absent: Councilmember: Preadmore
Councilmember Helbig led in the Pledge of
Allegiance and offered the invocation.
APPROVAL OF MINUTES - REGULAR COUNCIL
MEETING: August 20, 2001
The Minutes of August 20, 2001 were approved
as written.
APPROVAL OF BILLS
It was moved by Howe and supported by Helbig to approve
the payment of the bills in the amount of $50,644.78 as submitted.
VOTE: Yes (6) Soule, Birdsall,
Helbig, Clark, Howe, Whipple
No (0) MOTION CARRIED
PEOPLE FROM THE FLOOR
·
None
REGULAR BUSINESS
Resolution No. 2001-48 - Donation of 25.65
Acres by Dr. Lannie Johnson
It was discussed that Dr. Lannie Johnson is
donating approximately 25.65 acres of vacant land to the City. The Phase I environmental report by PSI
indicates the known contamination at the Americhem Corporation to the south of
the property, as well as a former landfill owned by the city which is adjacent
to the west side of the gifted property.
The State of Michigan and DEQ are working with Americhem on a clean up
of the site. It was the recommendation
of staff to proceed forward with the transfer of the property.
Resolution No. 2001-48 was introduced by Helbig and seconded by
Clark.
CITY OF MASON
CITY
COUNCIL RESOLUTION NO. 2001- 48
RESOLUTION TO ACCEPT GIFTED PROPERTY
FROM DR. LANNIE JOHNSON
August
20, 2001
WHEREAS, Dr. Lannie Johnson desires to
donate property to the City of Mason; and
WHEREAS, Dr. Johnson intends to donate
approximately twenty-five and two-thirds (25.65) acres; and
WHEREAS, this land is located South of Howell
/road and west of Sycamore Creek, the legal description is as follows:
WHEREAS, the City Administrator is
authorized to accept the transfer of the property including an appraisal to
meet the IRS code for charitable donation; and
WHEREAS, the City Administrator is
authorized to execute and deliver IRS Form 8283 Noncash Charitable
contributions, and acknowledging receipt; and
WHEREAS, the City Administrator is authorized
to accept and record the deed of gift; and
WHEREAS, the City of Mason accepts this
piece of property from Dr. Lannie Johnson with much appreciation; and
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City
of Mason, Michigan does hereby accept ownership to this property from Dr.
Lannie Johnson.
YES: (6) Soule, Birdsall, Helbig, Clark, Howe,Whipple
NO: (0)
Resolution No. 2001-49 - City Administrator
Performance Evaluation Guidelines
Resolution No. 2001-49 was introduced by Clark and seconded by
Helbig.
A brief discussion was held on the guidelines
for the City Administrator’s performance evaluation.
CITY OF MASON
CITY COUNCIL RESOLUTION NO. 2001-49
September 4, 2001
CITY ADMINISTRATOR PERFORMANCE EVALUATION GUIDELINES
WHEREAS, the City Administrator is
responsible to the City Council for the proper administration of all affairs of
the city and while it is the responsibility of the City Council to verify that
the City Administrator is performing the duties of the office in a manner
consistent with the law and with the expectations of the City Council; and
WHEREAS, a formal performance review
process conducted on a regular schedule is necessary to ensure a consistent,
fair, and quality analysis of the job performance of the City Administrator;
NOW THEREFORE, BE IT RESOLVED, that the City Council shall
conduct a formal review of the job performance of the City Administrator on a
yearly basis with the ideal time for such a review being the first quarter of
the calendar year; and
BE IT FURTHER RESOLVED, that the City Council shall
conduct the formal performance review according to the following guidelines:
6 Each
Department Head of the City shall have the opportunity to complete the
“Department Head Input Form” approved by the City Council. Completed forms from the Department Heads
will be used as preliminary information to aid members of the City Council in
assessing the job performance of the City Administrator.
7 Each
member of the City Council shall have the opportunity to complete the “City
Council Rating Form” approved by the City Council. The City Council shall meet for the purpose of deliberating and
collectively completing a joint copy of the same “City Council Rating Form”.
8 The
City Council shall meet with the Administrator for the purpose of reviewing the
joint “City Council Rating Form” and for the purpose of general discussion
regarding the job performance of the City Administrator and the development of
performance objectives for the City Administrator for the upcoming twelve
months. The City Administrator may,
pursuant to the provisions of the Open Meetings Act, request that this meeting
be held in executive session.
9 The
Mayor and Mayor Pro Tem shall be responsible for preparing for consideration by
the City Council a written summary of the conclusions of the City Council
regarding the performance of the City Administrator, including a description of
those areas where job performance has been better than expected, a description
of those areas where job performance improvement is expected, and any action
plans supported by the City Council to aid in said improvement. The written summary shall also set forth the
specific objectives of the City Council for the next twelve months.
10 The
written summary, along with the joint “City Council Rating Form”, shall be
submitted by the Mayor and Mayor Pro Tem to the City Council for approval, or
approval with modification, and shall then be filed in the personnel file of
the City Administrator.
YES: (6) Soule, Birdsall, Helbig, Clark, Howe, Whipple
NO: (0)
City Council Rating Form for City
Administrator Performance Evaluation Guidelines
Further discussion was held on the rating
form for the City Administrator’s Performance Evaluation Guidelines.
It was moved by Birdsall and seconded by Howe to approve
the City Council Rating Form for the City Administrator Performance Evaluation
Guidelines as included in the Council packet.
VOTE: Yes (6) Soule, Birdsall, Helbig, Clark, Howe, Whipple
No (0) MOTION CARRIED
Department Head Input Form for City
Administrator Performance Evaluation
A brief discussion was held on the Department
Head Input Form for the City Administrator’s Performance Evaluation.
It was moved by Birdsall and seconded by Howe to approve
the Department Head Input Form for the City Administrator Performance
Evaluation as included in the Council packet.
VOTE: Yes (6) Soule, Birdsall, Helbig, Clark, Howe, Whipple
No (0)
MOTION CARRIED
Discussion - Evaluation Time Frame for City
Administrator Performance Evaluation
A brief discussion ensued on the time frame
for the City Administrator’s Performance Evaluation. It was moved by Howe and seconded by Helbig to
conduct a City Administrator Performance Evaluation during the first quarter of
2002 on Resolution No. 2001-49.
Discussion followed on setting a date of
completion.
It was moved by Howe and seconded by Soule to amend his
motion to include a target date of the second meeting in February, 2002, for
the completion of the documentation.
It was discussed to further clarify the
amendment to the motion. Council Member
Soule withdrew his second to the amended motion. Council Member Howe withdrew his amended motion.
It was moved by Helbig and seconded by Soule to
amend Councilmember Howe’s motion to begin the process of the City
Administrator evaluation at the second meeting in January with completion of
the process to be no later than the second meeting in March of 2002.
VOTE ON THE AMENDMENT:
Yes (6)
Soule, Birdsall, Helbig, Clark,
Howe, Whipple
No
(0) MOTION CARRIED
VOTE ON THE AMENDED MOTION:
Yes (6)
Soule, Birdsall, Helbig, Clark,
Howe, Whipple
No
(0) MOTION CARRIED
Resolution No. 2001-52 - Fire Service
Agreement Between the City of Mason
and the Township of Vevay
A brief discussion was held on the two year
Fire Service Agreement between the City of Mason and the Township of
Vevay.
Resolution No. 2001-52 was introduced by Helbig and seconded by
Clark.
CITY OF MASON
CITY
COUNCIL RESOLUTION 2001- 52
FIRE SERVICES AGREEMENT BETWEEN THE
CITY OF MASON AND THE TOWNSHIP OF VEVAY
September
4, 2001
BE IT HEREBY RESOLVED by the City Council of the City of
Mason that it does hereby approve the Agreement between the City of Mason and
the Township of Vevay for the City to provide fire services to the Township of
Vevay for a period of two years; and
RESOLVED FURTHER, the Mayor and City Clerk are hereby
authorized to execute said Agreement on behalf of the City of Mason.
YES: (6) Soule, Birdsall, Helbig, Clark, Howe, Whipple
NO: (0)
Resolution No. 2001-53 - Fire Service
Agreement Between the City of Mason
and the Township of Aurelius
Resolution No. 2001-53 was introduced by Helbig and seconded by
Clark.
CITY OF MASON
CITY COUNCIL RESOLUTION 2001- 53
FIRE SERVICES AGREEMENT BETWEEN THE
CITY OF MASON AND THE TOWNSHIP OF AURELIUS
September 4, 2001
BE IT HEREBY RESOLVED by the City Council of the City of
Mason that it does hereby approve the Agreement between the City of Mason and
the Township of Aurelius for the City to provide fire services to the Township
of Aurelius for a period of two years; and
RESOLVED FURTHER, the Mayor and City Clerk are hereby
authorized to execute said Agreement on behalf of the City of Mason.
YES: (6) Soule, Birdsall, Helbig, Clark, Howe, Whipple
NO: (0)
Bid - Snow Plow
Council asked staff to clarify items on the
three quotes at the last meeting. Staff
has done so and maintains the recommendation to purchase the snow plow for the
new dump truck from Van Kal Equipment.
It was moved by Soule and seconded by Howe to approve the
purchase of a one way front end plow with casters from Van Kal Truck Equipment
for $3,889.00.
VOTE: Yes (6) Soule, Birdsall, Helbig, Clark, Howe, Whipple
No (0)
MOTION CARRIED
Discussion - Naming Fire Station No. 1 the
“Jim M. Pelton Building”
Discussion was held on naming Fire Station
No. 1 in memory of Chief James M. Pelton.
He served on the Fire Department for 37 years and was involved with the
design of the fire station , as well as “hands on” involvement. The City Administrator is to meet with the
Pelton family and the Fire Department for their input.
It was moved by Clark and seconded by Birdsall to name
Fire Station No. 1, the “James M. Pelton Fire Station” subject to the Pelton
family approval.
VOTE: Yes (6) Soule, Birdsall, Helbig, Clark, Howe, Whipple
No (0)
MOTION CARRIED
Discussion - Letters of Application for the
Potential City Council Vacancy
It was discussed to switch the last two
agenda items under regular business.
Councilmember Birdsall could be sworn in as the DDA Executive Director
after executive session and before Council reconvenes. Council could then take action on the
vacancy.
It was moved by Soule and seconded by Howe to move Item
7J to Item No. 7K and move Item 7K to Item 7J on the agenda
VOTE: Yes (6) Soule, Birdsall, Helbig, Clark, Howe, Whipple
No (0)
MOTION CARRIED
Resolution No. 2001-51 - AFSCME Contract
It was moved by Clark and seconded by Howe to adjourn to
executive session for the purpose of reviewing the AFSCME Contract per roll
call vote.
VOTE: Yes (6) Soule, Birdsall, Helbig, Clark, Howe, Whipple
No (0)
MOTION CARRIED
The meeting adjourned to executive session at
8:22 p.m. and reconvened at 8:58 p.m.
Mayor Whipple stated that prior to
reconvening from executive session, Mr. Birdsall was officially sworn in as the
DDA Executive Director, thereby vacating his seat on the Council and
leaving five members present.
Resolution No. 20010-51 was introduced by Clark and seconded by
Helbig.
CITY OF MASON
CITY COUNCIL RESOLUTION NO. 2001-51
AFSCME AGREEMENT
September 4, 2001
BE IT HEREBY RESOLVED by the City Council of the City of
Mason that it does hereby ratify an Agreement between the City of Mason and
Mason City Employees, Chapter of Local #1390, Council 25, American Federation
of State, County, and Municipal Employees, dated July 1, 2001 - June 30, 2004;
and
RESOLVED FURTHER, the Mayor And City Administrator are
hereby authorized to execute said Agreement on behalf of the City Council.
YES: (5) Soule, Helbig, Clark, Howe,
Whipple
NO:
(0)
Discussion - Letters of Application for the
Potential City Council Vacancy
Three Letters of Application for the potential
City Council vacancy were received from Tami Boyic, Robin C. Naeyaert, and
Leslie W. Bruno, Jr. Councilmember
Soule gave his full support to nominate Robin C. Naeyaert. Councilmember Clark gave his full support to
nominate Leslie W. Bruno, Jr.
It was moved by Soule and seconded by Helbig to nominate
Robin C. Naeyaert to fill the unexpired City Council term for 2002.
VOTE: Yes: (4) Soule, Helbig, Howe,
Whipple
No: (1) Clark
MOTION CARRIED
UNFINISHED BUSINESS
·
None
NEW BUSINESS
·
None
COUNCIL CORRESPONDENCE
·
Resignation -
Connie Cowan, Historic District
·
Cable
Commission Policy
LIAISON REPORT
Councilmember Soule commented that a
community workshop for the update of the master plan is being held Friday,
September 7th, 6:30 p.m. to 9:30 p.m. and Saturday, September 8th,
8:00 a.m. to 11:00 a.m. He encouraged
residents and fellow councilmembers to attend.
ADMINISTRATOR’S REPORT
Administrator Colburn commented that Dan
Burden, internationally known planner specializing in traffic calming, trails,
bicycling, pedestrian safety and community beautification, recently visited
Mason after the Walkable Communities meeting held in Delhi Township. In July, Time Magazine named him one of the
six most influential person in change and how he influences our culture. Administrator Colburn read into the record a
letter received from Mr. Burden following that visit.
August 24, 2001
Dear Marty:
Please share with you staff and elected leaders my
great pleasure in viewing h and walking the enhance downtown improvements you
have made to the City of Mason. It is
rare that I get to see such a well designed and executed example of attractive,
functional and effective traffic calming in a downtown. I know there will be complainers - there
always are. This is likely to last for
about six months - As your leaders have seen, it is time to return the downtown
to the people, the retailers an the other users of space. The car has too long dominated, eroded and
minimized the success of our down towns.
Downtowns are meat to be places for association,
festivals, and the trade of goods, services, ideas, knowledge, friendship and
culture. Fast and free moving cars take from the ability to have workable
public space. The work your designers
and builders have completed is an essential workable leveling of the playing
field that will return the luster to your heart, your most central and
essential place. I look forward to
returning to Mason, in a few years to see, firsthand, how your people continue
their commitment to building you community from the center out. Your attention to details on the curb
extensions, the mid-block crossings and other geometrics, as well as the
carefully inlaid brick, and the diagonal parking are exemplary. Your treatment is a mimic-worthy model for
the region.
I offer you my best wishes for a friendly
transition. Remember the words of the
German pessimist philosopher, Shopenhauer, regarding change. All change must go through tree stages. The First Stage is ridicule. The Second Stage is violent opposition. The third Stage is acceptance as
self-evident. No change of any
importance in the world has skipped any of these stages. Be with courage as your town faces its
important future.
Sincerely,
Dan Burden
Executive Director
Walkable Communities, Inc.
320 South Main Street
High Springs, Florida 32643
Administrator Colburn commented that the
water restriction has been lifted. He
commented on the progress of street and sidewalk reconstruction and that staff
is compiling a punch list for streetscape.
A street light has been installed on the back municipal lot.
PEOPLE FROM THE FLOOR
Bob Clark, Cable Commission Chairperson asked
if a liaison will be appointed to the Cable Commission. Mayor Whipple commented that one will be
appointed.
ADJOURNMENT
The meeting adjourned at 9:13 p.m.
_________________________ ________________________
Martin A. Colburn, City Clerk Russell
W. Whipple, Mayor