CITY OF MASON COUNCIL
CHAMBERS
201 W. ASH ST., MASON, MICHIGAN
MASON CITY COUNCIL MINUTES
May 6, 2002
The meeting was called to order at 7:37 p.m. by Mayor
Whipple.
Present: Council Members: Soule, Naeyaert, Preadmore,
Helbig, Clark, Howe, Whipple
Also present: Martin
Colburn, City Administrator
Dennis McGinty, City Attorney
Eric Smith, Asst. Finance Director
Deborah Stein, Deputy Clerk
Council Member Howe led in the Pledge of Allegiance
and offered the invocation.
APPROVAL
OF MINUTES - REGULAR COUNCIL MEETING: April 15, 2002
The Minutes of April 15, 2002 were approved as
corrected.
APPROVAL
OF BILLS
Motion by Howe, supported by Soule,
To approve the payment of the bills in the amount of
$126,566.32 as submitted.
VOTE: Yes (7) Soule, Naeyaert, Preadmore, Helbig, Clark,
Howe, Whipple
No (0)
MOTION CARRIED
PEOPLE
FROM THE FLOOR
·
None
REGULAR
BUSINESS
Resolution
No. 2002-14 - Resolution to Accept the Bid for the State Street and Bridge
Project
It was discussed that the State of Michigan has
disqualified the low bidder for the State Street and bridge project.
Resolution No. 2002-14 was introduced by Howe and seconded by Clark.
CITY OF MASON
CITY COUNCIL RESOLUTION NO.
2002-14
May 6, 2002
Resolution to Accept the Bid for
the State Street and Bridge Project
BE IT HEREBY RESOLVED by the City Council of the City of Mason that it
does hereby accept the bid by Prince Bridge & Marine Ltd. in the amount of
$771,192.99 for the State Street and Bridge construction project, contingent
upon MDOT approval.
BE IT FURTHER RESOLVED that the City Administrator is to forward the Notice
of Award to Prince Bridge & Marine Ltd. for the State Street and Bridge
project.
Yes: (7) Soule, Naeyaert, Preadmore, Helbig, Clark, Howe, Whipple
No: (0)
CLERK’S CERTIFICATION: I hereby certify that the foregoing is a true and
accurate copy of a resolution adopted by the City Council at its regular
meeting held Monday, May 6, 2002, the original of which is part of the Council’s
minutes.
Martin A. Colburn, Clerk
City of Mason
Ingham County, Michigan
Resolution
No. 2002-18 – City Administrator Performance Evaluation
It was discussed that the Mayor and Mayor Pro Tem submitted
the summary for the City Administrator Performance Evaluation for consideration
by the Council.
Resolution
No. 2002-18 was introduced by Howe
and seconded by Clark.
CITY OF MASON
CITY COUNCIL RESOLUTION NO. 2002-18
May 6, 2002
CITY ADMINISTRATOR PERFORMANCE
EVALUATION FOR 2001
WHEREAS,
City Council Resolution 2001-49 provides that the Council shall conduct a
formal review of the job performance of the City Administrator on a yearly
basis; and
WHEREAS,
City Council Resolution 2001-49 further provides that the Council shall conduct
the formal performance review according to the guidelines described therein,
including the use of the “Department Head Input Form” and the “City Council
Rating Form” as defined therein; and
WHEREAS,
on Monday, March 4, 2002 and Monday, March 18, 2002 the City Council met for
the purpose of reviewing the joint “City Council Rating Form” and for the
purpose of general discussion regarding the job performance of City
Administrator Martin A. Colburn and the development of performance objectives
for the City Administrator for the upcoming twelve months; and
WHEREAS,
at the request of Administrator Colburn, the review meetings by the City
Council were held in executive session pursuant to the provisions of the Open
Meetings Act; and
WHEREAS,
the City Council received and reviewed completed “Department Head Input Forms”
from several Department Heads;
NOW, THEREFORE, BE IT RESOLVED, that the City Council remains very satisfied with
Administrator Colburn in his management of, and service to, the City of
Mason. Administrator Colburn continues
to exceed the expectations of the Council in almost every category. The Council feels that Administrator Colburn
leads the City’s operations in a manner consistent with their collective goals
and ideals, as well as those of the city as a whole; and
BE IT FURTHER RESOLVED, that the following is a summary of the performance
of Administrator Colburn arranged according to the major categories listed on
the joint “City Council Rating Form”:
Problem Solving and Decision
Making
The City Council rates the
performance of Administrator Colburn as somewhat better than expected in
technical knowledge, decisiveness, common sense and analytical skills. His ability to make optimal decisions is considered
to meet the expectations of the Council.
Regarding attention to detail, the Council finds that Administrator
Colburn generally meets Council expectations, but finds that the planning for
the Devon Hills sidewalk project would have been handled better if the
Administrator had focused greater attention with greater urgency on the project
and associated issues.
Communication with Council,
Boards, Commissions and Citizens
While the Council finds the
written communication of Administrator Colburn to meet with expectations, the
Council does stress again the desire for continued improvement and attention to
detail for every written communication that is created by the office of the
Administrator. The Council finds the
oral communication of Administrator Colburn to be better than expected. Furthermore, Administrator Colburn is given
the highest rating available for informing the Council about controversial
issues as well as his availability to the Council and the citizens of Mason.
Coordination of City Operations
The performance of
Administrator Colburn is rated better than expected in all of the categories
under this heading. Administrator
Colburn is given the highest rating possible for reliability and his ability to
foster cooperation and teamwork among city staff.
Labor Management &
Negotiations
The labor management and
negotiation skills of Administrator
Colburn are found to meet with the expectations of the Council.
Management of City Finances
Administrator Colburn is rated better than expected in
his attention to detail on the city budget and finances as well as his ability
to set priorities and organize the finances of the city.
Responsive to Council, Boards/Commissions, Employees
& Citizens
Administrator Colburn is given the highest rating
possible for the dependability and timeliness of his responses and is rated
better than expected in the accuracy of his responses.
Personnel and Personal Development
While the performance of Administrator Colburn in
developing and updating personnel policies for the city is found to meet the
Council’s expectations, he is given the highest rating available for both
encouraging training among staff and his civic participation.
Specific Council Objectives for 2001
The Council finds the performance of Administrator
Colburn in his service to the city in the following areas to be better than
expected:
1.
Rewrite of Zoning Ordinance.
2.Completion
of the Downtown Streetscape project with minimal negative impact.
3.Implementation
of the City Newsletter.
4.Leading
the Planning Commission in beginning the update of the City Master Plan.
5.Continuation
of efforts to codify city ordinances.
6.Expansion
of the city web site with useful information and links for the citizenry.
Although the completion of construction on the City
skate park was also listed as an objective, the Council deemed it as
“non-applicable” since delays in construction were the result of the timing of
the release of matching grant money for the project by the Michigan Natural
Resources Trust Fund.
BE IT FURTHER
RESOLVED, that the City Council does
hereby establish the following as specific Council objectives for Administrator
Colburn during the year 2002:
7.
Completion of the
codification of city ordinances.
8.
Completion of the skate
park at Bond Park.
9.
Continued improvement of
the City web site.
10.
Development of a records
management and retention process.
11.
Continued pursuit of
possibilities for construction of a new water tower and a new well on the north
side of town.
BE IT FURTHER RESOLVED, that in
accordance with City Council Resolution 2001-49, this resolution along with the completed joint
“City Council Rating Form” attached hereto is hereby submitted by Mayor Russell
W. Whipple and Mayor Pro Tem Timothy J. Soule for consideration by the City
Council as the written summary of the conclusions of the Council regarding the
job performance of City Administrator Martin A. Colburn in the calendar year
2001; and
BE IT FURTHER RESOLVED, that a copy of this resolution along with the completed
joint “City Council Rating Form” attached hereto shall be placed in the
personnel file of City Administrator Martin A. Colburn.
YES: (7) Soule, Naeyaert, Preadmore, Helbig, Clark, Howe, Whipple
NO: (0)
CLERK’S CERTIFICATION: I hereby
certify that the foregoing is a true and accurate copy of a resolution adopted
by the City Council at its regular meeting held Monday, May 6, 2002, the
original of which is part of the meeting minutes.
Martin A. Colburn, Clerk
City of Mason
Ingham County, Michigan
Resolution
No. 2002-16 – 426 Park Street Demolition
No action was taken at this time as further discussion
will be held.
Resolution
No. 2002-17 was introduced by Howe
and seconded by Clark.
CITY OF MASON
CITY COUNCIL RESOLUTION NO. 2002-17
RESOLUTION FOR CHANGING MERS BENEFITS, FRATERNAL ORDER OF POLICE -
MASON POLICE DEPARTMENT, NON-SUPERVISORY
May 6, 2002
WHEREAS, the City of Mason has ratified a contract with the Capitol City Lodge
No. 141 Fraternal Order of Police; and
WHEREAS, the Final Average Compensation (FAC) benefit has been adjusted from FAC
5 to FAC 3;
THEREFORE BE IT RESOLVED, that the Mason City Council does hereby authorize
the City Administrator to certify the attached MERS Resolution.
Yes: (7) Soule, Naeyaert, Preadmore, Helbig, Clark, Howe, Whipple
No: (0)
CLERK’S CERTIFICATION: I hereby certify that the foregoing is a true and
accurate copy of a resolution adopted by the City Council at its regular
meeting held on Monday, May 6, 2002, the original of which is a part of the
Council’s minutes.
___________________________
Martin A. Colburn, Clerk
City of Mason
Ingham County, Michigan
Motion by Preadmore,
seconded by Howe,
To authorize the Mayor, Fire
Chief and City Administrator to enter into a lease agreement with Ingham County
Fair Board to operate the Fire Works program July 4, 2002.
VOTE:
Yes (7) Soule, Naeyaert, Preadmore, Helbig, Clark, Howe, Whipple
No (0) MOTION CARRIED
Mayor Whipple commented on
three proclamations he recently presented.
Michael Canteberry was honored as the Tree Commission’s Arbor Day
Honoree on April 26. Athletes for
Physical Disabilities Week was presented in honor of the Michigan Victory Games
for May 13 – 19, 2002, and Nancy Fox was honored as the Ingham County Community
News, Aggie Corner, Volunteer of the Year for 2002.
Administrator Colburn gave
an overview of the budget.
DPW Director Dean commented on the existing 160 square foot office area at the POTW building and the needed storage space for records and a meeting room. It had been suggested to convert the recently acquired house at 426 Park Street by the City to meet the needs of the POTW. However, Mr. Dean stated that the house is inadequate for the needs of the DPW. The current office space is in the entry way area and does not allow for privacy, nor is there space for meetings or record storage.
Presentation – Joe and Kathleen Dean
DPW Director Joe Dean
presented the Council with a print of the Mason 1886 Fourth of July Parade on
behalf of himself and his wife, Kathleen.
Council Member Naeyaert
commented that she has discussed the issue of the census appeal with
Congressman Rogers. At the request of
the City of Mason, he has launched a congressional investigation inquiring why
the census appeal is taking so long.
NEW BUSINESS
·
None
COUNCIL CORRESPONDENCE
·
Dianne
Byrum - Senate Bills 1165 and 1166
·
Cable
Commission Resignation – Charles Bazzy
LIAISON REPORT
Cable Commission
No report was received at this time.
Planning Commission
No report was received at
this time. The next meeting will be
held May 13, 2002.
Downtown Development
Authority
Mayor Whipple commented that
the DDA approved six façade grant applications at the last meeting. The next meeting will be held June 6, 2002.
ADMINISTRATOR’S REPORT
Administrator Colburn
commented that a ribbon cutting ceremony would be held at Jefferson Square
Senior Community Facility, May 10, 2002 at 11:30 a.m. A groundbreaking ceremony will be held for the Skate Park at Bond
Park, May 14, 2002 at 12:00 noon. Mason
will host the Village of Chelsea for Mayor Exchange Day on May 21, 2002 and the
Village of Chelsea will host the City of Mason on May 29, 2002. The dedication ceremony for the “Chief Jim Pelton,
Fire Station No. 1, will be held Saturday, June 15, 2002.
PEOPLE FROM THE FLOOR
·
None
ADJOURNMENT
Being there was no further
business the meeting adjourned at 8:52 p.m.
_________________________ ________________________
Martin A. Colburn, City Clerk Russell W. Whipple, Mayor