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HomeMy Public PortalAbout2020-08-05 packet NOTICE OF MEETING & TENTATIVE AGENDA Council Committee on Administration Wednesday, August 5, 2020 – 7:30 a.m. DUE TO COVID-19/SOCIAL DISTANCING RECOMMENDATIONS, THE COMMISION ON HUMAN RELATIONS MEETING WILL BE MADE AVAILABLE THRU THE FOLLOWING: CLICK HERE TO JOIN VIA VIDEO (COMPUTER, SMART PHONE, TABLET):  MEETING NUMBER (ACCESS CODE): 146 553 3980  MEETING PASSWORD: 1234 JOIN VIA CALL-IN: 1-404-397-1516 Tentative Agenda 1. Call to Order 2. Roll Call 3. Approval of February 12, 2020 Minutes 4. Conflicts of Interest and Financial Disclosures under Chapter 105 RSMo (Moehlman) 5. Attendance of Members of Board and Commissions (Strope) 6. Reclassification of one position in Parks and Recreation, Recreation Division (Grefrath) 7. Appointments (Strope) 8. New Business 9. Next Meeting Scheduled for September 2, 2020 10. Adjournment NOTES Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with Disabilities Act. Please allow three business days to process the request. Minutes of Meeting Jefferson City Council Committee on Administration Wednesday, February 12, 2020 City Hall - 320 E. McCarty Street Boone Bancroft Conference Room ATTENDEES: Committee members present: Laura Ward, Erin Wiseman, Jon Hensley, Ron Fitzwater, Rick Prather Staff present: Steve Crowell, Gail Strope, Sonny Sanders, Matt Schofield, Amy Schroeder, Carrie Tergin Others Present: None Meeting came to order at 7:30 a.m. by Councilwoman Erin Wiseman. The November 6, 2019 minutes were approved with a motion by Councilman John Hensley and seconded by Laura Ward. The motion passed 5-0. Amend the Cultural Arts Commission Membership: Presented by Amy Schroeder. It was recommended to reduce the number of members from eleven to seven members. A motion to approve was made by Councilman Jon Hensley and seconded by Councilwoman Laura Ward. The motion passed 5-0. Authorize FBI Checks as a part of employee background checks: Presented by Gail Strope. A recommendation was made to authorize FBI checks on pre-employment screenings to search through the national registry not just the state of Missouri. It would also provide the city with immediate results and give us an update of any future criminal history on current employees. The motion to approve was made by Jon Hensley and seconded by Councilwoman Laura Ward. The motion passed 5-0. Amend the Personnel Policy Manual, Section 13-2, Sick Leave: Presented by Gail Strope. The current policy allows employees to use up to nine days of sick leave each year for the an illness of an immediate family member. The recommendation was made to remove the 9 day limit and allow an exception to be approved by the City Administrator to include other family members who do not meet the definition of immediate family members who are in need of care and do not have any other family members to care for them as long as the employee does not have less than one month balance of sick leave. The motion to approve was made by Councilman Rick Prather and seconded by Councilwoman Laura Ward. The motion passed 5-0. Amend the Personnel Policy Manual to authorize President’s Day as a City Holiday: The committee agreed to discuss the requested holiday as a part of the budget process. Appointments: Presented by Gail Strope. The committee made six new appointments. A motion to approve was made by Councilman Rick Prather, and seconded by Councilwoman Laura Ward. The motion passed 5-0. Boards and Commissions Recommended Appointment New Term Expires Term Full/Partial Façade Improvement Michael Berendzen Feb 2022 Full Human Relations Commission Kimberly Woodruff Dec 2022 Full Human Relations Commission Jane Barnes Dec 2022 Full Human Relations Commission Missy Creed Dec 2022 Full Human Relations Commission Jami Wade Dec 2020 Partial University Extension Council Melissa Wampler Feb 2022 Full New Business: Sonny Sanders spoke to the committee about amending the 2019-2020 budget by reclassifying one Neighborhood Services Manager position to a Neighborhood Services Supervisor and one Property & Housing Inspector I/II to a Property & Housing Supervisor within the Department of Planning and Protective Services. The motion to move it to full council was made by Councilman Ron Fitzwater and seconded by Laura Ward. The motion passed 5-0. The next scheduled meeting will be held at 7:30 a.m. on March 4, 2020 in the Boone/Bancroft room at City Hall. There being no further business, Councilman Jon Hensley made the motion to adjourn which was seconded by Councilwoman Laura Ward. The motion passed 5-0 ending the meeting at 8:14 a.m. MEMORANDUM TO: Administration Committee FROM: Ryan Moehlman, City Attorney DATE: July 30, 2020 RE: Conflicts of Interest and Financial Disclosures under Chapter 105 RSMo. Summary When a municipality adopts an ordinance regarding conflicts of interest and disclosure of financial interest, state statute (§ 105.485 RSMo.) requires such ordinance to contain certain minimum elements. The below proposed amendment to City Code § 2-27 incorporates these minimum statutory elements into the City Code. It is not anticipated that these amendments would materially change how currently reporting individuals report their disclosure reports. Staff recommends the committee forward these amendments to the full Council for approval Draft of Amendment to City Code § 2-27 re Conflicts of Interest and Financial Disclosures Sec. 2-27. - Financial disclosure policy and conflicts of interest. A. Declaration of policy. The proper operation of municipal government requires that public officials and employees be independent, impartial and responsible to the people; that government decisions and policy be made in the proper channels of the governmental structure; that public office not be used for personal gain; and that the public have confidence in the integrity of its government. In recognition of these goals, there is hereby established a procedure for disclosure by certain officials and employees of private financial or other interests in matters affecting the City. B. Definitions. For the purposes of this section, the following words and phrases shall have the meanings respectively ascribed to them by this section: 1. Business entity: A corporation, association, firm, partnership, proprietorship, or business entity of any kind or character; 2. Substantial interest: Ownership by the individual or his spouse, or his dependent children, whether singularly or collectively, directly or indirectly, of ten percent or more of any business entity, or of an interest having a value of $10,000.00 or more, or the receipt by an individual or, his spouse, or his dependent children, whether singularly or collectively, of a salary, gratuity, or other compensation or remuneration of $5,000.00, or more, per year from any individual partnership, organization or association within any calendar year. C. Conflicts of interest. No elected or appointed official who has a substantial interest concerning any business of the City shall participate in discussion with the City Council or any officer or official body of the City government. D. A Mayor or member of the City Council who has a substantial interest in any bill shall disclose on the records of the City Council the nature of his interest and shall disqualify himself from voting on any matters relating to this interest. E. No member of the City Council shall be permitted to vote for or against any ordinance appropriating money or for the allowance of any account or claim, or for the award or approval of any contract in which such member has a substantial interest, and any ordinance, resolution or motion, having passed by the vote of such interested member, shall be deemed illegal and of no effect. F. No employee of the City shall be engaged in or directly or indirectly connected with the furnishing of labor, materials, or appliances for the construction, alteration, or maintenance of a building, or the preparation of plans or specifications thereof, for a project funded in whole or in part with City funds unless he is the owner of the building; nor shall any employee engage in any work which conflicts with his official duties or with the interests of the City. G. Disclosure Reports. Each elected official, candidate for elective office, the City Administrator, the Director of Finance, and the City Attorney shall disclose the following information by May 1, or the appropriate deadline as referenced in Section 105.487 RSMo, if any such transactions occurred during the previous calendar year: 1. For such person, and all persons within the first degree of consanguinity or affinity of such person, the date and the identities of the parties to each transaction with a total value in excess of five hundred dollars, if any, that such person had with the City other than compensation received as an employee or payment of any tax, fee or penalty due to the City, and other than transfers for no consideration to the City. 2. The date and the identities of the parties to each transaction known to the person with a total value in excess of five hundred dollars, if any, that any business entity in which such person had a substantial interest, had with the City, other than payment of any tax, fee or penalty due to the City or transactions involving payment for providing utility service to the City, and other than transfers for no consideration to the City. 3. The City Administrator, Director of Finance, and candidates for either of these positions also shall disclose by May 1, or the appropriate deadline as referenced in Section 105.487, RSMo., the following information for the previous calendar year: a. The name and address of each of the employers of such person from whom income of one thousand dollars or more was received during the year covered by the statement; b. The name and address of each sole proprietorship that he owned; the name address and the general nature of the business conducted of each general partnership and joint venture in which he was a partner or participant; the name and address of each partner or coparticipant for each partnership or joint venture unless such names and addresses are filed by the partnership or joint venture with the secretary of state; the name, address and general nature of the business conducted of any closely held corporation or limited partnership in which the person owned ten percent or more of any class of the outstanding stock or limited partnership units; and the name of any publicly traded corporation or limited partnership that is listed on a regulated stock exchange or automated quotation system in which the person owned two percent or more of any class or outstanding stock, limited partnership units or other equity interests; 3. The name and address of each corporation for which such person served in the capacity of a director, officer, or receiver. H. Filing of Reports 1. The financial interest statements required by Subsection G above shall be filed at the following times, but no person is required to file more than one financial interest statement in any calendar year; a. Every person required to file a financial interest statement shall file the statement annually not later than May 1 and the statement shall cover the calendar year ending the immediately preceding December 31; provided that any member of the City Council may supplement the financial interest statement to report additional interests acquired after December 31of the covered year until the date of filing of the financial interest statement. b. Each person appointed to office shall file the statement within thirty days of such appointment or employment covering the calendar year ending the previous December 31; c. Every candidate required to file a personal financial disclosure statement shall file no later than fourteen days after the close of filing at which the candidate seeks nomination or election or nomination by caucus. The time period of this statement shall cover the twelve months prior to the closing date of filing for candidacy. 2. Financial disclosure reports giving the financial information required in Subsection G shall be filed with the City Clerk and with the Missouri Ethics Commission. The reports shall be available for public inspection and copying during normal business hours. BILL NO. 2020- SPONSORED BY Councilperson Wiseman ORDINANCE NO. AN ORDINANCE AMENDING CHAPTER 7. BOARDS AND COMMISSIONS, ARTICLE 1, SECTION 7-2. ATTENDANCE OF MEMBERS OF BOARDS AND COMMISSIONS REQUIRED OF THE CITY CODE. BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1: Chapter 7 (Boards and Commissions) of the Jefferson City Code is hereby amended by amending Section 7-2 (Attendance of members of boards and commissions required) to read as follows: Sec. 7-2. - Attendance of members of boards and commissions required. All persons appointed to any board or commission of the City shall attend at least two-thirds of the regularly scheduled meetings of the board or commission upon which they serve. Should any member of a board or commission fail to attend two-thirds of the meetings occurring in any twelve month periodone year measured from the time of their appointment or three consecutive meetings, their position on such board or commission shall be deemed vacant and a replacement shall may be named. as provided. In computing attendance, no allowances shall be made for any excuses. The standard shall be in absolute meetings held as a denominator, meetings attended as the numerator. 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 Carrie Tergin ATTEST: APPROVED AS TO FORM: City Clerk City Counselor BILL SUMMARY BILL NO: SPONSOR: Councilwoman Wiseman SUBJECT: Amending Chapter 7. Boards and Commissions, Article 1, Section 7-2. Attendance of Members of Boards and Commissions Required of the City Code. DATE INTRODUCED: May 18, 2020 DEPARTMENT DIRECTOR(S): Gail Strope CITY ADMINISTRATOR: Steve Crowell Staff Recommendation: Approve. Summary: Amends the attendance requirements for members of boards and commissions by allowing members to be replaced if they fail to attend two-thirds of the meetings occurring in any twelve month period or three consecutive meetings. Origin of Request: Mayor Department Responsible: Human Resources Person Responsible: Gail Strope Background Information: Currently, Chapter 7. Boards and Commissions, Article 1, Section 7-2. Attendance of Members of Boards and Commissions Required of the City Code is confusing, hard to understand, and difficult to track. Amending this section will simplify the language and make it easier to monitor participation, replace inactive members and maintain quorums at scheduled meetings. Fiscal Information: Passing of this ordinance will have no fiscal impact. BILL NO. SPONSORED BY COUNCILMAN ORDINANCE NO. AMENDING THE 2019-2020 BUDGET BY RECLASSIFYING THE ASSISTANT SKATING DIRECTOR, PART-TIME WITH BENEFITS POSITION, TO A CUSTOMER SERVICE REPRESENTATIVE, FULL-TIME POSITION, WITHIN THE DEPARTMENT OF PARKS AND RECREATION. BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. The 2019-2020 Budget of the City of Jefferson, Missouri is hereby amended by changing the personnel schedule to authorize one additional position within the Customer Service Representative (full-time) career ladder (grade 9) and deleting the Assistant Skating Director (part-time with benefits). 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 Carrie Tergin ATTEST: APPROVED AS TO FORM: _______________________________ ______________________________ City Clerk City Counselor BILL SUMMARY BILL NO: SPONSOR: SUBJECT: Amending the 2019-2020 Budget by reclassifying the Assistant Skating Director, Part-time with Benefits position to a Customer Service Representative Full-time position, within the Department of Parks and Recreation. DATE INTRODUCED: DEPARTMENT DIRECTOR(S): Todd Spalding, Gail Strope CITY ADMINISTRATOR: Steve Crowell STAFF RECOMMENDATION: Approve SUMMARY: Change the personnel schedule to authorize one additional position within the Customer Service Representative (full-time) career ladder (grade 9) and deleting the Assistant Skating Director (part-time with benefits) position. ORIGIN OF REQUEST: Parks and Recreation DEPARTMENT RESPONSIBLE: Parks and Recreation, Human Resources PERSON RESPONSIBLE: Todd Spalding / Gail Strope BACKGROUND INFORMATION: The reclassification will allow us to have a more stable presence in staffing during the evening hours at The Linc. With the consistency of a full time staff person in the evening it will assist in the overall functions of the front desk ranging from program registrations to customer service. FISCAL INFORMATION: The estimated financial impact (salary and benefits) on the Department will be approximately $7,270.94. NOTES