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HomeMy WebLinkAbout1976-11-24 Council Minutes - Special Meeting� ,_ X 0 A(IF NnA I KENAI CITY COUNCIL -SPECIAL MEETING NOVEMBER 24, 1976 - 5:00 P.M. KENAI PUBLIC SAFETY BUILDING PLEDGE OF ALLEGIANCE A. ROLL CALL B. NEW BUSINESS - ITEMS FOR DISCUSSION B-1: What are Council's desires concerning attendance of Department Heads at Council meetings (Public Works Director, Finance Director, Building Inspector)? a. If the City Finance Director is not at council meetings, how can council find out the status of such things as delinquent sewer and water accounts, lease accounts, bond monies, etc. b. If the Finance Director is not always at council meetings, how can the council ' be assured that funds are available for any activities taken by the city Manager. B-2: Should the City promote recreational facilities? ¢ B-8: Does the City present itself respectfully to its citizens? (Fire Department grounds, Airport exterior and interior, old record keeping shack attached to old library) + B-4: Are the City Attorney and the City Clerk primarily responsible to the Council or to the City Manager? ; B-6: Should the City devise programs to attract industry? B-6: Is the attitude of the City personnel conducive to acceptance and appreciation of our citizens? B-7: Should the City Manager's (or his designee's) signature appear on all disbursements i as well as the Finance Directors? B-8: Should the City develop a program in public relations to better illustrate the services It provides to its citizens? B-9: What happened to the Financial Procedures Ordinance? B-10: Should the City Council be privileged to review all vouchers at a work session Instead of ratification after the fact on items over $500. KENAI CITY COUNCIL, SPEMAL MIMTIN0, NOVEMBER 24, 1976 Page 2 13-11: Should the City examine its staffing procedures (to avoid overstaffing in the Finance Department as an example)? B-12: Should we not be working on assessment districts now for paving projects? Are engineering overhead costs acceptable for State monies? � I B-13: Should budgetary line item changes come before Council? B-14: Should the City evaluate its employee pay structure to maintain par with industry? B-15: Should we not be pursuing an area -wide communications system for the Greater Kenai Area? B-16: Should there be any deviation from personnel rules not approved by Council? v B-17: Is the Public Works Department administratively overloaded? B-18: Should we not be preparing a land sale for all lands not required for future City use or encumbered by Airport restrictions? B-19: Should any capital projects be advertised for bid or in any way enter a bid stage before approval by Council? B-20: Should the City develop a program to promote a Borough -wide sales tax with levies to equal cities? � B-21: Should the City work towards a new Comprehensive Plan? 1 B-22: Should hiring of Department Heads be ratified by Council? C. ADJOURNMENT s' f 0 m ', 7 M ., KENAI CITY COUNCIL - SPECIAL MEETING NOVEMBER 24, 1976 - 5:00 P.M. KENAI PUBLIC SAFETY BUILDING) PLEDGE OF ALLEGIANCE A. ROLL CALL Present: Tom Ackerly, Edward Ambarian, Betty Glick, Richard Morgan, Walter Sweet, Dan Whelan and James Elson. Absent: None B. NEW BUSINESS - ITEMS FOR DISCUSSION B-1: What are Council's desires a. If the City Fnance Director is not at Council meetings, how can Council find out the status of such things as delinquent sewer and water accounts, lease accounts, bond monies, etc. b. If the Finance Director to not always at Council meetings, how can the Council be assured that funds are available for any activities taken by the City Manager. Councilman Morgan stated that he felt the situation with the Finance Director attending the meetings was a bit different than requesting other Department Heads to be in attendance other than when specially called upon. Councilman Morgan further stated ; that in the past some of the difficulties experienced by the City were because of the ; closed link. between the Finance Director and the Council. Councilman Whelan stated he felt that the Finance Director should be available at the meetings to advise Council of (1) funds available and (2) if a particular item to budgeted. Councilman Sweet agreed that the Finance Director should be in attendance but that it was not as necessary to have the Public Works Director and other other Department Heads at the meetings. Councilman Ackerly concurred in that he wished to have the Finance Director in attendance. Mayor F.lson stated that he felt the relationship between the City Manager and the Finance Director created somewhat of a paradox -- going on the assumption that both are professionals and that the Finance Director should be a "tool" on the City Manager's team, however, the Finance Director has a responsibility to maintain the accounts of the City and has the duty to report the actual status of the finances. Mayor Elson further stated that he has seen the Council, on various occasions, make a decision based on facts presented by the public and the Council was negligent in not using the professional staff to obtain City input, therefore, the'Mayor stated he saw a value in having the staff available for back-up to the City Manager. MOTION: Councilman Sweet moved, seconded by Councilman Whelan, that Council direct the Administration to amend the job description of the Finance Director as contained in the personnel manual to require that the Finance Director attend Kenai City Council meetings. KENAI CITY COUNCIL, SIPECIAI, MI{177ING, NnVRMIUM 24, 1976 Page 2 Motion passed unanimously by roll call veto. 13-2: Should the City promote recreational facilities? Councilman Sweet stated he felt that there was a dire need in the City for various types of recreational facilities -- several individuals have expressed willingness to donate land for tennis courts, ate. Councilman Sweet also expressed concern over the monetary problems which would be limiting the recreation program but felt that this item should be given top priority. Councilman Ambarian stated he agreed that there was a need for recreational facilities but as the City does not have the financial capabilities at this time, the school facilities should be utilized more. City Manager Wise stated that there was a very different situation in promoting facilities and maintaining facilities. The City has very little funding budgeted for this year and the biggest problem arises in maintenance -- additional personnel, equipment, ate. will be required. Mr. Wise further stated that it was his belief that the City is not prepared to meet the funding requirements at this time and Mr. Wise stated that it was his feeling that parks and recreation facilities should be under Borough jurisdiction. Councilman Ackerly agreed and stated that he felt the Council should initiate some action to be transmitted on to the Borough. Councilman Sweet stated that the City i should explore areas of funding -- set up a task force to pursue the matter and that this should also be coordinated with other cities in the Borough. MOTION: Councilman Morgan moved, seconded by Councilman Sweet, that the City of Kenai promote recreational facilities within the budgetary limitations and further that the City of Kenai investigate and explore area -wide recreation. Motion passed unanimously by roll call vote. B-3: Does the City present itself respectfully to its citizens? 1 I Councilman Morgan stated that it was his opinion that the City should set an example to its citizens in keeping up the Fire Department grounds, Airport exterior and Interior, etc. City Manager Wise advised that the City was going to paint the interior and the exterior of the Airport Terminal and were in the process of cleaning out the old record keeping building attached to the library so that it could be dismantled. M 40 ' KENAI CITY COUNCIL, SPECIAL MHETING, NOVEMBER 24, 1976 page 3 li-4: Are the City Attorney and the City Clerk primarily responsible to the Council or to the City Manager? City Attorney Williams advised that the City Attorney has been appointed by the Council and duo to the recent Charter Change, the Clerk was now appointed by Council. Councilman Whelan stated he would like to define if there is any conflicts in the City Attorney's time whore she has to serve as Administrative Assistant. Mayor F.lson stated he felt that the location of the City Attorney's office was physically too close and that there were times she was actually functioning as an Administrative Assistant rather than an attorney. Mr. Wise advised that there were no conflicts between the Attorney, the Clerk and himself, however, felt there is a situation wherein the work load is much greater and there are times that the City Manager and Attorney are unable to got typing through as quickly as needed. The office staffing is not capable of handling the work load further advised Mr. Wise. Sue Peter, City Clerk, advised that additional clerical help was critically needed as at the present time , there were only two people in the office functioning as secretaries (herself and the Public Works Secretary) and with other responsibilites { of their positions, the day-to-day paperwork was not being completed on a timely manner. Mr. Wise reported that if a clerical position were formed and a person could be hired to act as receptionist and serve as typist for the City Manager, Attorney and Clerk, this would greatly alleviate the situation. Councilman Sweet inquired if a person had not been hired to serve as a combination soerotary/accountant in the Finance Department and Mr. Wise explained that this person is doing some typing and a great deal of accounting work that must be done. Council concurred that Administration be directed to consider any reorganization in the office that they deem necessary and present the proposal to Council. B-20: r� Councilman Sweet requested that these matters be taken up together as they were inter -related. Councilman Sweet further stated that it was his feeling that the City offers a negative incentive to industry because of the sales tax, Councilman Sweet stated it the Borough were to impose a uniform sales tax, industry would have no incentive to locate outside the City limits. r i.. KENAI CITY COUNCIL, SPECIAL AVRTINO, NnVr?r.RRT'11 24, 1976 Page 4 0 Mr. Wise advised that the State Statutes were Ruch that the Rorough is limited at 3%. Councilman Sweet Stated that a program should be started with the concept se that it would not be a penalty to live within the pity. Councilman Sweet did state tha: he was aware of meetings being hold at the Borough with regard to sales tax but felt the City should take the initiative and start a proposed program. Mayor Elson stated that the Council has given very little direction to the representatives attending those sales tax meetings and the more active role Council can play, the bettor. Mayor Elson suggested that Borough Mayor Gilman be invited to meet wth the Council at an up -coming meeting. Mr. Wise stated that he would contact the Borough Mayor and see if he would be available to meet with the Council at their first work session scheduled in January. MOTION: Councilman Morgan moved, seconded by Councilman Whelan, that the City sot forth as policy a way in which to devise and encourage programs to attract industry in the City of Kenai. Motion passed unanimously. Mr. Wise stated that he felt that several lands within the City limits could be re -sub- divided and/or re -zoned to attract industry. Councilman Morgan stated that he felt the sales tax is a temporary problem but that the land development was of great Importance. B-6: Is the attitude of City personnel conducive to acceptance and appreciation of our citizens? Councilman Morgan stated that he felt the attitude of some City employees was very goad but � this should be a basic policy as the employee should have positive attitudes when dealing with' the public. Councilman Whelan agreed in that this would further the public relations for the City with the public. B-7: Should the City Manager's (or his designee's) signature appear on all disbursements as well as the Finance Directors? Councilman Whelan stated that the resolution calls for any two signatures and he suggested that it be stipulated that either the Finance Director or the City Manager signature must appear on the checks as well as stipulating that an accompanying signature be from Administration and one from Finance -- this would provide for a means of "checks and balances". Council directed that this matter be placed on the agenda for the meeting of December 15, 1976. KENAI CITY COUNCIL, SPFCIAL MVP I'IN(., NOV1?Mi3RR 24, 1976 B-S: Should the n - it brovideE s Page 5 the services ' Councilman Sweet suggested that some type of program be devised wherein the Public would be made aware of the services the r'ity provides to its citizens, such as in the case of Thompson Park. Mayor F.Ison stated that he felt press releases on various projects and other City note worthy items could be issued from the office of the City Manager. Councilman Ambarian suggested a Mayor's or City Manager's column for regular publication. B-9: What happened to the Financial procedures Ordinance? Mr. Wise advsed that the problem has been in time and the lack thereof. The proposed ordinance should be out sometime in February. B-10: Should the City Council be privileged to review all vouchers at a work session instead of ratification after the fact on items over $500. Councilman Whelan stated he requested this item he placed on the agenda as the Council would have the opportunity to ask questions with regard to the various expenditures. ILI Mayor Elson stated he felt that the Council was getting into management if this request was enacted -- these items are budgeted and if they exceed their budgets, t then Council action is required, Mr. Wise explained the financial procedure on payment and stated that he had no objection to the Council reviewing the vouchers but asked that the Finance Depart- ment would not hold up payments when penalty and/or interest is involved. Finance Director Kinney reiterated on the City Manager's statement in that the Council allow his department some flexibility to pay those items they deem necessary and urgent. Councilman Sweet stated that he would be opposed to Council setting any limitations but perhaps if they had the opportunity to review the vouchers they could offer some input as to better sources of supply. MOTION: Councilman Sweet moved, seconded by Councilman Whelan, that the Finance Department furnish the vouchers for Council review prior to regularly scheduled meetings of the Council. tM i I . KENAI CITY COUNCIL, SPECIAL MEETING, NOVEMRPR 24, 1976 Page 6 Motion passed by roll call vote. Voting yes; Ackerly, Glick, Morgan, Sweet, Whelan and Elson. Voting no; Ambarian B-11: Should the City examine its staffing procedures (to avoid overstaffing in the Finance Department)? This item was covered during discussions of staffing problems and the need for additional personnel to aid in the work load. B-12: Should we not be working on assessment districts now for paving projects? Are engineering overhead costs acceptable for State monies? Councilman Morgan stated he felt that the roads, particularly between the bank and Sheffield House, should be paved, curbing, etc. and that an assessment district should be formed to get the adjacent property owners to absorb the costs. Mr. Wise advised that at the work session on December 9th, Administration will present a proposal that will include a variety of road programs -- at that time a decision can made with regard to districts being formed, etc. B-13: Should budgetary line item changes come before Council? Councilman Whelan inquired as to this procedure. Finance nirector Kinney advised that this type of adjustment requires that a resolution be brought before Council. B-14: Should the City evaluate its employee pay structure to maintain par with industry? Councilman Sweet stated that he was not happy with the present pay scale plan as there to no advantage to an employee with experience to continue employment with the City as new employees are hired at same rate as employees who have been with the City for a period of time. Councilman Sweet stated that he also felt some of the scales were too high and some are being paid lower than they should be -- the City is not maintaining a salary schedule par with industry. Mr. Wise advised that Administration was reworking the Personnel Ordinance and will address the problem at the same time. B-15: Should the City be pursuing an area -wide communications system for the Greater Kenai Area? Councilman Morgan stated he felt that there should not be a duplication of effort with regard to the communications system and the financial burden should not be borne by one group. Mayor Elson stated he felt the key to this matter would be getting State participation. e , I n L i I I KENAI CITY COUNCIL, SPECIAL MEETING, NOVEMBER 24, 1976 Page 7 MOTION: Councilman Morgan moved, seconded by Councilman Whelan, that the City of Kenai Pursue an area -wide communications system concept for the entire Greater Kenai area. Motion passed unanimously. B-16: Should there be any deviation from personnel rules not approved by Council? Councilman Whelan stated he felt that as Administration was preparing a new personnel ordinance for Council consideration, this matter would be taken care of at that time. B-17: Is the Public Works Department administratively overloaded? Councilman Morgan stated that there was a possibility that Public Works was admini- stratively overloaded. City Manager Wise advised that the Superintendent of streets was more of a "lead worker". The secretary worked part time for Public Works and part time for the Planning Commission. Also, the City Engineer is currently involved totally with the EDA Project and is paid out of that fund. B-18: Should we not be preparing a land sale for all lands not required for future City use or encumbered by Airport restrictions? Mr. Wise advised that the Administration was currently actively pursuing this matter to ensure that all property is properly identified. The land sale should be forthcoming in the very near future. B-19: Should any capital projects be advertised for bid or in any way enter a bid stage before approval by Council? Mr. Wise advised that it was Administration's intent that before the City moved on any future projects, an appropriation ordinance will be passed and at that time authorization to go to bid will be requested from Council. B-21: should the City work towards a new Comprehensive Plan? Councilman Morgan stated he felt that this was a very necessary item to pursue. Mayor Elson advised that the City would be working toward this with the Rorough as they are making changes. Mr. Wise advised that funding would be available in the future for this type of study. B-22: Should hiring of Department Heads be ratified by Council? City Attorney Williams advised that the City Charter states that the City Manager has the _. sole authority to hire and fire Department Heads. 4 i Ff� :' -�..__E;`l..nr".r-= , _i: - r<w::,.ram--..�r.r�.i..�::.iiir*::�r� .--�,....:_ _ -- — ---- ]err..._...,.�-__,._..-�....,•...... _•._ - ....;i.� j�'=�iAifi I KENAI CITY COUNCIL, SPECIAL MEETING, NOVEMBER 24, 1976 Page 8 4 1. MAYOR & COUNCIL - QUESTIONS AND COMMENTS Councilman Morgan stated that he felt some discussion should be given with regard to the LNG Dock. Mayor Elson advised that Pacific LNG has been inquiring as to the City's feeling on the matter -- they are now looking at funding through the Borough to see if it would be feasible. Mr. Wise advised that the feasibility study to in the pre -application form. Council unanimously concurred to encourage a feasibility study with regard to the Pacific LNG docking facility. Councilman Ambarian stated he felt there was a definite need to invite our Borough Assembly respresentatives to a work session with the Kenai City Council to offer input, etc. There being no further business to be brought before the Council of the City of Kenai at their Special Meeting of November 24, 1976, the Council adjourned at 8: 25 p.m. Respectfull/y s/Vubmitted. - QZ /Sue C. Peter, City Clerk _ I ' 1 i • I G COUNCIL MEETING OF SPECIAL MM ING - 11-24-76 x mmmmmmmmmmm sommommmmmmmmmmmmo mommommmmomommmmms mommommmmmmommmmmi v �y r'