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HomeMy Public PortalAbout20140212 admin packetNOTICE OF MEETING & TENTATIVE AGENDA Council Committee on Administration Wednesday, February 12th, 2014 – 8:00 a.m. Boone/Bancroft Room (City Hall) – 320 E McCarty St Tentative Agenda 1. Call to Order 2. Roll Call 3. Approval of Minutes 4. Resolution to support pay raise for state workers (Hilpert) 5. JCTV Contract (Hilpert) 6. City Website update (Betts) 7. Personnel Policy Manual amendment to extend the introductory period for police officers. 8. RFP timeline for Selection of a Solid Waste Provider 9. Appointment Review (Strope) 10. Public Comments 11. New Business 12. Adjournment NOTES Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with D isabilities Act. Please allow three business days to process the request. CITY COUNCIL ADMINISTRATION COMMITTEE MEETING MINUTES December 4, 2013 ATTENDEES- Council- Carrie Carroll (at approximately 8:20 a.m.), Jim Branch, Larry Henry, Ken Hussey, Rick Mihalevich and Bob Scrinver; Staff- Drew Hilpert, Janice McMillan, Gail Strope, Carla Trower; News Tribune- Madeleine Leroux. Meeting came to order at 8:00 a.m, the minutes were approved with a motion by Branch and seconded by Hussey. Unanimous vote with a correction that Mihalevich did not attend the August 14 meeting. RESIDENCY REQUIREMENT FOR DIRECTORS: Presented by Hilpert. Hilpert introduced the ordinance sponsored by Scrivner and introduced at the Council meeting the night before. The ordinance would require all directors to reside within the City limits but provide for an exemption for employees promoted from within and allow the Council to grant exemptions to new hires if they so choose. The exemption would expire upon moving from the person residence at the time of hire. Scrivner spoke in favor giving his reasons for the change citing that the restriction is important for several reasons but this provision would be fair to new hires. APPOINTMENTS REVIEW: Presented by Gail Strope. The committee reviewed the recommendations by Mayor Struemph. A motion was made by Branch to approve the following persons for recommendation to the full Council and was seconded by Scrivner, passed unanimously. Cultural Arts: Susannah Sodergren Environmental Quality: Pam Barkhaus CVB: Steve Bokin CVB: Dale Gerstner CVB: Cindy Schneiders Historic Preservation: Brent Hemphill Historic Preservation: Doug Record PUBLIC COMMENTS: None. NEW BUSINESS: A short discussion on the status of the JCTV contract negotiations with Lincoln was held. Meeting adjourned at 8:55 a.m. The next meeting is scheduled for January 8th at 8 a.m. in the Boone/Bancroft Room at City Hall. RESOLUTION RS2013- Sponsored by Councilperson Tergin Resolution supporting a pay increase for state workers WHEREAS, the largest employer of the residents of Jefferson City is the State of Missouri. WHEREAS, the State of Missouri has among its em ployees some of the hardest working, most efficient and most dedicated employees to be found anywhere in the state; WHEREAS, it has been many years since these excellent employees had a pay increase which exceeded the cost of living. WHEREAS, a real and substantial raise for state workers would not only be a benefit to our employees but a real boost and benefit to our local economy; WHEREAS, the Council recognizes that the State has many obligations and priorities and limited funds to accomplish all its needs but wishes to encourage its representatives, all other state representatives and the Governor to prioritize this issue. NOW, THEREFORE, we the city council for the City of Jefferson encourage the State Legislature and the Governor to adopt a rea l and meaningful salary increase for all state employees to the extent it can. Adopted this ____ day of __________, 2013. _____________________________ Mayor ATTEST APPROVED AS TO FORM _____________________________ _____________________________ City Clerk City Counselor BILL NO. __________________ SPONSORED BY COUNCILMAN ____________________ ORDINANCE NO. AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AMENDING THE PERSONNEL POLICY MANUAL REGARDING ARTICLE 6, INTRODUCTORY AND TRAINING PERIODS. BE IT ENACTED BY THE COUNCIL OF THE City OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. Article 6 (Introductory and Training Periods) is hereby amended as follows: ARTICLE 6. INTRODUCTORY AND TRAINING PERIODS Section 6-2. Duration. All original appointments and re-employments to full time and part-time positions shall be tentative and subject to an introductory period. For entry level personnel in the police department and entry-level fire suppression personnel in the fire department, the introductory period shall be one year from the date of appointment. However, for any police department personnel attending a law enforcement training academy after appointment, the introductory period shall be extended by one year from the date the employee is commissioned as an officer. All other appointments shall be subject to an introductory period of six months. Section 2. This Ordinance shall be in full force and effect from and after the date of its passage and approval. Passed: Approved: Presiding Officer Mayor ATTEST: APPROVED AS TO FORM: City Clerk City Counselor AGREEMENT This agreement, made and entered into this day of , 2014, by and between the City of Jefferson, a municipal corporation of the State of Missouri, hereinafter referred to as the "City," and the Curators of Lincoln University of Missouri, hereinafter referred to as "Lincoln University." 1. Definitions. A. The term "broadcast" shall mean: the Transmission of a program across JCTV, transportation to and from any site of transmission, all necessary set up, filming/video, extracting and converting the video, moving video to POR automation, scheduling video to run on POR Automation and editing video and posting to Youtube, streaming live online and archiving of the "Required Meetings to be Broadcast" (as hereinafter defined) and providing accessibility online to archives of the "Required Meetings to be Broadcast". B. The term "JCTV" shall refer to the Public / Education / Governmental (PEG) Cable Access Channel owned by the City by virtue of its franchise agreement with Mediacom Cable Company, or its successors for the purpose of operating such PEG channel. 2. Responsibilities of City. A. Lease authority to broadcast to Lincoln University. By virtue of this agreement, the City does hereby lease the City's option to broadcast on JCTV to Lincoln University for operation and broadcasting. B. Allow free exercise of broadcasting rights. Lincoln University shall have sole discretion as to what programs to broadcast subject only to their obligations pursuant to this agreement. C. Compensation. City agrees to pay to Lincoln University the sum of Fifty -Five Thousand and no/100 Dollars ($55,000.00) per year, payable in two semi-annual installments, pro- rated for partial years. D. Allow use of equipment. The City agrees that all equipment and resources of JCTV will be made available to Lincoln University for its broadcasting requirements. However all equipment affixed to City Hall, cameras and equipment to operate the cameras shall remain the sole property of the City. All equipment located in the JCTV studio in Elliff Hall shall remain the sole property of Lincoln University. 3. Responsibilities of Lincoln University. A. Lincoln University shall manage, maintain, and operate JCTV pursuant to the terms of this Agreement. B. Lincoln University shall provide all studio space, office space, utilities, office furniture, transportation to and from events, and office supplies necessary for the operation of JCTV. Maintenance and cleaning of such equipment and facilities will be the sole responsibility of JCTV. All such property shall remain the property of Lincoln University. C. Lincoln University shall maintain an office in Jefferson City for the administration of JCTV and where the public may do business with JCTV. The office shall be open during reasonable hours set by Lincoln University. D. Lincoln University shall prepare and submit to the City, no later than May 1 st of each year, a proposed annual operating budget for JCTV. E. Required Meetings to be Broadcast. Lincoln University shall be required to broadcast the following meetings, which occur in the City Council Chambers at City Hall, 320 E. McCarty, Jefferson City, Missouri: 1) All regular City Council meetings; and 2) All City of Jefferson Planning and Zoning meetings; and 3) Special events upon no less than 7 days notice. 4. Lincoln University shall: A. Manage, guide and direct the daily operation of JCTV, reporting to Lincoln University. B. Make an annual report, either written or oral at the discretion of Lincoln University, to the City of Jefferson City Council as to the current status of the station by July 30th of each year. C. Be the chief liaison between JCTV and the community in the promotion of the station and in the marketing of partnership opportunities. D. Subject to the meetings required to be broadcast pursuant to this agreement and Lincoln University's requirements in this agreement, make decisions as to what programming will be aired. E. Solicit funding for JCTV from private sources, membership, and government grants as deemed appropriate by Lincoln University. F. Supervise and recommend personnel decisions regarding all personnel employed by Lincoln University for the purpose of operating JCTV. 5. Equipment. Within the limitations of the JCTV budget, Lincoln University shall be responsible for the purchase and maintenance of all of the broadcast and production equipment of JCTV. Lincoln University shall implement and follow appropriate purchasing policies. Lincoln University shall maintain a yearly inventory of the equipment and other assets belonging to JCTV and include a copy in the annual report. All equipment purchased using JCTV funds, including donations to and grants for JCTV, shall become the property of Lincoln University. In the event of a dissolution of this agreement, all such property shall be divided by the agreement of the parties. It is anticipated that both parties will supplement the operations of JCTV by the use of equipment owned by them. Lincoln University shall be responsible for maintenance of all Lincoln University owned equipment and the City shall be responsible for the maintenance of all City owned equipment. 6. Term. This agreement shall be in effect from November 1, 2013 until October 31, 2014. Thereafter it shall automatically renew unless otherwise terminated by the parties. 7. Obligation subject to Appropriations. All obligations pursuant to this agreement are subject to proper appropriation. Failure by either party to budget sufficient funds for the project into their yearly budget shall authorize either party to terminate the agreement upon 30 days' notice. 8. JCTV Steering Committee Dissolved. The parties agree that as funding has been reduced from previous years, the JCTV Steering Committee which was previously given oversight authority over JCTV is by this contract dissolved and authority to oversee operation shall rest with Lincoln University subject to the terms of this agreement. Lincoln University shall in turn directly report to the City of Jefferson City Council Committee on Administration on the matters required by this agreement. 9. Termination. This agreement may be terminated by either party upon ninety (90) days written notice. 10. Complete Understanding, Merger. Parties agree that this document represents the full and complete understanding of the parties. This contract supersedes all prior contracts and understandings between Lincoln University and the City. 11. Authorship and Enforcement. Parties agree that the production of this document was the joint effort of both parties and that the contract should not be construed as having been drafted by either party. In the event that either party shall seek to enforce the terms of this contract through litigation, the prevailing party in such action shall be entitled to receive, in addition to any other relief, its reasonable attorney's fees, expenses and costs. 12. Prior Agreements. All prior agreements between the parties setting out obligations pertaining to JCTV are replaced in full by this agreement. 13. Amendments. This contract may not be modified, changed or altered by any oral promise or statement by whomsoever made; nor shall any modification of it be binding upon the City until such written modification shall have been approved in writing by an authorized officer of the City. Lincoln University acknowledges that the City may not be responsible for paying for changes or modifications that were not properly authorized. 14. Waiver of Breach. Failure to insist upon strict compliance with any of the terms covenants or conditions herein shall not be deemed a waiver of any such terms, covenants or conditions, nor shall any failure at one or more times be deemed a waiver or relinquishment at any other time or times by any right under the terms, covenants or conditions herein. 15. Assignment. Neither party may sell or assign its rights or responsibilities under the terms of this agreement without the express consent of the remaining party. 16. Nondiscrimination. Lincoln University agrees in the performance of this contract not to discriminate on the ground or because of race, creed, color, national origin or ancestry, sex, religion, handicap, age, or political opinion or affiliation, against any employee of Lincoln University or applicant for employment and shall include a similar provision in all subcontracts let or awarded hereunder. 17. Notices. All notices required to be in writing may be given by first class mail addressed to City of Jefferson, Office of the City Counselor, 320 East McCarty, Jefferson City, Missouri, 65101, and Lincoln University at President's Office, Lincoln University, 820 Chestnut, Jefferson City, Missouri 65101. The date of delivery of any notice shall be the second full day after the day of its mailing. IN WITNESS WHEREOF, the parties hereto have set their hands and seals this 12014. CITY OF JEFFERSON by: Eric Struemph, Mayor ATTEST: City Clerk APPROVED AS TO FORM: City Counselor day of THE CURATORS OF LINCOLN UNIVERSITY OF MISSOURI by: Kevin Rome, Ph.D., President ATTEST: Title: Executive Assistiat Kevin Rome, Ph.D., President ATTEST: Title: Executive Assistiat RESOLUTION RS2013-___ Sponsor: Tergin A RESOLUTION ADOPTING A TIMELINE FOR SELECTION OF A SOLID WASTE PROVIDER Whereas, the contract with the current solid waste provider will end in October 15, 2015. Whereas the RFP process for selection should be effective and fair and provide ample opportunity for public input and council consideration. Whereas, in recognition of the above goals, staff has recommended the timeline for selection provided in exhibit A. NOW, THEREFORE, the Council adopts and instructs staff to proceed with the RFP process for selection of a solid waste provide as outlined in exhibit A. Adopted this ____ day of ______, 2014 _________________________________ Mayor ATTEST: APPROVED AS TO FORM: _______________________ _________________________ City Clerk City Counselor EXHIBIT A TIMELINE FOR SELECTION OF A SOLID WASTE PROVIDER 1. Public Hearings on Scope of Services desired by the public: September, 2014 2. Staff prepares Scope of Services: October, November, 2014. 3. Scope of Services to Public Works and Planning: December 2014 (and January 2015 if necessary) - 2 months allotted to approve RFP. 4. Bids go out/out of the Street for 60 days: February – April, 2015. 5. Bids Open: Middle of April 2015. 6. Staff reviews, prepares recommendation, and clarifies questions. April – May, 2015 7. Public Work Committee: May 2015 (and June 2015 if necessary) meeting 8. Goes to Council: 1st meeting in July, 2015 (and through and including August 2014, if nece ssary. 9. Several Public Hearings on proposals July, 2015. 10. Selection Date: No later than 1st Meeting in September, 2015.