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
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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.