CITY OF MASON COUNCIL CHAMBERS
201 W. ASH ST., MASON, MICHIGAN
MASON CITY COUNCIL MINUTES
February 17, 2003
The meeting was called to order at 7:45 p.m. by Mayor
Whipple.
Present: Council
Members: Johnson, Naeyaert, Preadmore, Bruno, Clark, Helbig, Whipple
Also present: Martin
Colburn, City Administrator
Kathy Revels, Finance Director/Treasurer
Dennis McGinty, City Attorney
Robert McCormick, Police Chief
Carrie Turner, Police Officer
Eric Smith, Asst. Finance Director
Deborah Stein, Deputy City Clerk
Council Member Preadmore led the Pledge of Allegiance
and offered the invocation.
APPROVAL OF MINUTES - REGULAR COUNCIL MEETING:
February 3, 2003
Discussion was held to correct the Minutes.
Motion by Naeyaert, supported by Preadmore,
To approve the Minutes of February 3, 2003 with the
corrections as follows: Page 3, under City Administrator=s Evaluation Process, strike the two sentences that read Department
Heads will not participate in the 2002 evaluation process as they did in
2001. However, councilmembers may speak
individually with department heads; page 5, strike the motion lacking
support.
VOTE: Yes (7) Johnson, Naeyaert, Preadmore, Bruno,
Clark, Helbig, Whipple
No (0)
MOTION CARRIED
APPROVAL OF BILLS
Motion by Helbig, supported by Preadmore,
To approve the payment of the bills in the amount of
$93,494.05 as submitted.
VOTE: Yes
(7) Johnson, Naeyaert, Preadmore, Bruno, Clark, Helbig, Whipple
No (0)
MOTION CARRIED
PEOPLE
FROM THE FLOOR
C None
Discussion was held to amend the agenda.
Motion by Preadmore, supported by Helbig,
To amend the agenda as follows: under Regular
Business, add Resolution No. 2003-12, to Item No. 7D, to read as follows: 7D)
Resolution No. 2003-12 City Administrator Performance Evaluation Guidelines and
the City Council Rating Form for City Administrator; add Item 7H)
Recreation Plan Ad Hoc Committee.
VOTE: Yes (7) Johnson, Naeyaert, Preadmore, Bruno,
Clark, Helbig, Whipple
No (0)
MOTION CARRIED
REGULAR BUSINESS
Resolution No. 2003-10 Resolution for Changing MERS
Benefits, Fraternal Order
of Police - Mason Police Department, Police Sergeants
Resolution No. 2003-10 was introduced by Preadmore and supported by
Naeyaert.
CITY OF MASON
CITY COUNCIL RESOLUTION NO. 2003-10
RESOLUTION FOR CHANGING MERS
BENEFITS, FRATERNAL ORDER OF POLICE - MASON POLICE DEPARTMENT, SUPERVISORY UNIT
February 17, 2003
WHEREAS, the City of Mason has
ratified a contract with the Capitol City Lodge No. 141 Fraternal Order of
Police, Supervisory Unit; and
WHEREAS, the Final Average Compensation
(FAC) benefit has been adjusted from FAC 5 to FAC 3; and
WHEREAS, the benefit will be paid solely by
members of Capitol City Lodge No. 141 Fraternal Order of Police Supervisory
Unit;
THEREFORE BE IT RESOLVED, that the Mason City Council does
hereby authorize the City Administrator to certify the attached MERS
Resolution.
Yes: (7) Johnson, Naeyaert,
Preadmore, Bruno, Clark, Helbig, 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, February 17, 2003 the original of which is part of
the Council's minutes.
Martin
Colburn, City Clerk
City of Mason
Ingham County, Michigan
Resolution No. 2003-11 - Acceptance of Bid for FY
2003/2004 Street and Alley Maintenance Program
Resolution No. 2003-11 was introduced by Preadmore and supported by
Naeyaert.
Council Member Bruno initiated discussion to include
Ingham Court with the street and alley maintenance program. It was discussed that through the DDA, the Executive
Director has a committee that has been considering maintenance on Ingham Court
within the next few years. However, it
could be included with the 2003 maintenance projects. Further review of Ingham Court, as well as
other projects are being considered.
CITY OF MASON
CITY COUNCIL RESOLUTION NO. 2003-11
ACCEPTANCE OF BID FOR FY2003/2004
STREET AND ALLEY MAINTENANCE PROGRAM
February
17, 2003
WHEREAS, the City of Mason went to public bid
for the 2003 street and alley improvements; and
BE IT HEREBY RESOLVED by the City Council of the City of
Mason that it does hereby accept the bid by Aggregate Industries in the amount
of $359,530.75 for the 2003 /2004 street and alley improvements.
FURTHER RESOLVED that the City Administrator is to
forward the Notice of Award to Aggregate Industries for the Street and Alley
Improvements.
YES: (7) Johnson, Naeyaert, Preadmore,
Bruno, Clark, Helbig, Whipple
NO: (0)
CLERK=S CERTIFICATION: I hereby certify that the foregoing
is a true and complete copy of a resolution adopted by the City Council at its
regular meeting held on Monday, February 17, 2003, the original of which is
part of the Council minutes.
_____________________
Martin A. Colburn, Clerk
City of Mason
Ingham County, Michigan
Traffic Control Order 01-2003 - Traffic Control Order
02-2003
Traffic Control Order (TCO) 01-2003 designates the
parking lot behind Kean=s as two-hour parking from 8:00 a.m. to 6:00 p.m.
Monday - Friday. TCO 02-2003 designates
the parking lot behind City Hall as no parking from 2:00 a.m. to 6:00 a.m.
Motion by Preadmore, supported by Helbig,
To approve TCO 01-2003 and TCO 02-2003.
VOTE: Yes (7) Johnson, Naeyaert, Preadmore, Bruno,
Clark, Helbig, Whipple
No (0)
MOTION CARRIED
Resolution No. 2003-12 City Administrator Performance
Evaluation Guidelines and the City Council Rating Form for City Administrator
Resolution No. 2003-12 was introduced by Naeyaert and supported by Preadmore.
Discussion was
held regarding the striking of paragraph one, referencing department head
input, from Resolution No. 2003-12.
Discussion ensued citing City Charter provisions indicating that the
City Council may only interact with the administrative service of the city
through the City Administrator. A
council member cannot approach a city employee or department head to inquire
about the City Administrator’s job performance.
Motion by Bruno, supported by Clark,
To amend Resolution No. 2003-12 by striking paragraph
number one under BE IT FURTHER RESOLVED.
VOTE: Yes (7) Johnson, Naeyaert, Preadmore, Bruno,
Clark, Helbig, Whipple
No (0)
MOTION CARRIED
Further discussion ensued on the City Council Rating
Form.
Motion by Bruno, supported by Helbig,
To amend Resolution No. 2003-12, City Council Rating
Form for 2002, by striking City Employees from the box entitled Responsive
to City.
VOTE: Yes (7) Johnson, Naeyaert, Preadmore, Bruno,
Clark, Helbig, Whipple
No (0)
MOTION CARRIED
CITY OF MASON
CITY
COUNCIL RESOLUTION NO. 2003-12
February 17, 2003
CITY ADMINISTRATOR
PERFORMANCE EVALUATION GUIDELINES
WHEREAS,
it is the responsibility of the City Administrator to properly administer the
affairs of the city and 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 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 and which
shall nullify and replace any previously approved guidelines:
1.
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”.
2.
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.
3.
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.
4.
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:
(7) Johnson, Naeyaert, Preadmore, Bruno, Clark, Helbig, 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,
February 17, 2003, the original of which is part of the meeting minutes.
Martin
A. Colburn, Clerk
City
of Mason
Ingham County, Michigan
(City Council Rating Form
attached)
Further
discussion resulted in the inclusion of an executive session for the City
Administrator’s performance evaluation on the April 21, 2003 agenda.
Mason Police Department - 2002 Annual Report
Police Chief McCormick presented the Mason Police
Department 2002 Annual Report. He added
that three officers had been certified in Crime Scene Investigation.
Officer Carrie
Turner spoke regarding her assignment as School Resource Officer. She acts as liaison between the Mason Police
Department and five schools within the city, two elementary schools, one middle
school, one high school, and one alternative education center as well as other
social services. She is certified to
instruct, Teaching, Educating and Mentoring (TEAM), Michigan State Police
Education and Safety Program for students K-17. She assists the school
superintendent and administrators with the
implementation
of school security ideas and aids in the development of crisis and emergency
plans. Officer Turner stated that one of
her most imperative duties is to be a positive role model for students. She handles all police complaints within the
school and realizes that she is often the only positive police contact for many
of the students. Many students come to
her if they are having problems at home or school because they feel more
comfortable talking confidentially with her regarding their crisis or troublesome
situation. She has the added ability to
go to the student’s home and can be instrumental in providing the help or
assistance they need. Officer Turner
said that she can illustrate her production by the number of classes she
teaches and how many police complaints she takes, but it is impossible for her
to quantify how many children she has touched just by being a positive
influence in their school. She feels
that it is a very important and helpful program and would like to see it
continue.
Motion by Bruno, supported by Clark,
To receive and accept the 2002 Mason Police
Department Annual Report and place it on file.
VOTE: Yes (7) Johnson, Naeyaert, Preadmore, Bruno,
Clark, Helbig, Whipple
No (0)
MOTION CARRIED
Bid - Record Management/Imaging Documents and Network
System
Administrator Colburn commented that staff had
recommended accepting the bid of DSS Corporation for an imaging document system
and Microtech for a computer networking system.
The DSS bid includes software with the flexibility for scanner
upgrade. A network system will be needed
to allow document access by all employees.
Microtech included the equipment to create the network of on site city
computers, as well as the ability to connect off site city offices via the
internet. Assistant Finance Director
Smith commented that Microtech offered a better product and service
presentation and they were attentive to the city=s needs as presented, opposed to other vendors that
focused on the sale of equipment.
Motion by Preadmore, supported by Clark,
To approve the $13,180 bid of DSS Corporation for a
document imaging system and Microtech=s bid of $8,575 for a computer networking system.
VOTE: Yes (7) Johnson, Naeyaert, Preadmore, Bruno,
Clark, Helbig, Whipple
No (0)
MOTION CARRIED
Request for Excused Absence from City Council
Meetings - Leslie W. Bruno, Jr.
In accordance with Charter provision, Chapter 5.2(c),
Councilmember Bruno submitted written request to be excused for the next two
Council meetings.
Motion by Clark, supported by Preadmore,
To approve Councilmember Bruno=s request for an excused absence for the March 3,
2003 and March 17, 2003 City Council meetings.
VOTE: Yes (7) Johnson, Naeyaert, Preadmore, Bruno,
Clark, Helbig, Whipple
No (0)
MOTION CARRIED
Recreation Plan Ad Hoc Committee
Mayor Whipple commented that an ad hoc committee was
formed to draft a recreation plan to obtain the grant for the skate park, as
required under many state and federal programs to receive grants. He suggested formally disbanding the ad hoc
committee.
Motion by Clark, supported by Preadmore,
To disband the standing ad hoc committee that was
formed to create a recreation plan.
VOTE: Yes (7) Johnson, Naeyaert, Preadmore, Bruno,
Clark, Helbig, Whipple
No
(0)
MOTION CARRIED
Mayor Whipple
proposed forming an ad hoc committee to study the revision of the recreation
plan in the specific areas of facilities for baseball, softball, and soccer for
children and adults. The mayor will
appoint two members of council to the committee and the city administrator will
bring in other representatives from various organizations that are involved
with these aspects of recreation within the city.
Motion by Clark, supported by Johnson,
To form an advisory ad hoc committee to study
revisions to the City Recreation Plan in the areas of baseball, softball, and
soccer for children and adults and make recommendations to council through the
assigned councilmembers. The Mayor will
appoint two councilmembers to the committee.
VOTE: Yes (7) Johnson, Naeyaert, Preadmore, Bruno,
Clark, Helbig, Whipple
No (0)
MOTION CARRIED
Mayor Whipple appointed Councilmember Clark to the ad
hoc committee, based on his involvement with the former recreation ad hoc
committee, and himself, based on his involvement with the school system for
improvements to the outdoor athletic facilities and involvement with the county
on the possible use of Rayner Park.
UNFINISHED BUSINESS
Council Member
Naeyaert asked if there had been any follow up to installing a left turn
traffic light at the intersection of Cedar Street and Columbia. Administrator Colburn responded in the
affirmative and will continue to follow up.
NEW BUSINESS
Council Member Preadmore informed the Council that he
will be absent for the March 3, 2003 City Council meeting.
COUNCIL CORRESPONDENCE
$ Roger & Lynne Martin
$ Thomas I. Hopp, D.D.S.
$ Pamela S. Fugrig
$ Sheron V. Snyder
$ Martha Jane Mueller
$ Kay J. Woodring
LIAISON REPORT
Planning Commission
Council Member Johnson informed the Council that the
Planning Commission approved preliminary site plan and final site plan for the
Bailey Park development, subject to another ingress/egress location being
included on the plan. Final site plan
was approved for Phase III of the Landings subject to administrative approval. Master Plan workshop sessions are scheduled for
February 24th and March 10th at 6:00 p.m. Discussion ensued regarding a possible
requirement that all future developers must provide storm system connections
unless they are able to prove they are unnecessary.
Downtown Development
Mayor Whipple informed the Council that a meeting
will be held this Wednesday, February 19, 2003, at 7:00 p.m. in the Community
Room regarding the Housing Rehabilitation grants received for the downtown
rental units.
ADMINISTRATOR=S REPORT
Administrator Colburn informed the council that he
has developed a time line for the process of amending the DDA Plan. This year=s budget will include the purchase of electronic voting
equipment. Due to recent election
reform, the Federal Government will funnel partial reimbursements to cities
for the purchase of electronic voting equipment. The library information meeting
was well attended. Further discussions
with the library staff will include funding and available grants. Jefferson Street Square Apartments installed
new windows and air conditioning for the residents. The Bailey Park developers acquired the 66'
easement and added three lots to the proposed development.
It was determined to hold a work session on March 3,
2003 at 6:30 p.m. with Sgt. Perez, Emergency Operations Center Sergeant of
Ingham County Sheriff’s Department, in attendance. Sgt. Perez coordinates
emergency services county-wide. Also,
budget meetings were scheduled for 6:00 p.m. on April 30, 2003, and May 1,
2003.
PEOPLE FROM THE FLOOR
C None
ADJOURNMENT
There being no further business the meeting adjourned
at 9:32 p.m.
_________________________ ________________________
Martin A. Colburn, City Clerk Russell W. Whipple, Mayor