[0:02] good evening ladies and gentlemen welcome to the Aurora City Council's

[0:06] Committee of the Whole meeting it is Monday March twenty 8 2016 miss Martin

[0:11] please call the roll miss partner present miss Fran pillow here mr. Harris

[0:15] yeah mr. Horvath yeah mr. Kovac present mr. friendly here miss McDougal cousin

[0:21] mr. Baca mr. wolf here alright thank you the for first their order of business is

[0:28] the approval of the minutes from March 14 2016 shall entertain a motion some

[0:33] been moved and seconded any additions planets Corrections all in favor of

[0:38] those minute say aye opposed hearing none those minutes are adopted finance

[0:45] directors report mr. Clymer Thank You chairman couple good evening Council

[0:48] just a few quick items this evening through the month of februari our

[0:53] general fund the revenue collections are at seventeen percent of budgeted revenue

[0:57] with 16.7 percent of their completed and our expenses are at 17.1 percent which

[1:04] is a hair above pace but due to the timing of some payroll issues and

[1:08] transfers I'd expect that to smooth out over the course of the year and over

[1:12] probably about the summer time you'll start to see the the actual number fall

[1:16] below budget secondly it's an item that I requested to be on the new business

[1:21] portion of tonight's agenda our tax incentive review committee met last week

[1:25] to review our community reinvestment area abatement agreements and i would

[1:31] like to present the committee's findings to your committee later this evening and

[1:36] finally i would like to convene our treasury investment board at some point

[1:42] over the next month or two just to update our investment policy what we

[1:46] have in place right now is a bit dated reason it's important to you is because

[1:50] one of the members on that committee will be a member of council in addition

[1:54] to the president of council so at some point we'll need to know which member of

[1:58] council is interested in serving on that board and that concludes what I have for

[2:02] you right now okay thank you very much any comments or questions mr. Hetrick

[2:06] Thank You mr. Cody I mr. Clymer and then your second paragraph of your report

[2:12] coming months if I NASCAR Treasuries Investment Board too vain to evaluate

[2:16] our current investment policy our current investment policy which governs

[2:20] the matter which the city funds may be invested was last revised 1997 has need

[2:27] of updating I just just cleared out at me right away we've been doing something

[2:35] put 20 years this is not we have not changed our investment policy since 1997

[2:45] someone at oh that's the policy we've had in place Oh RC the high revised code

[2:54] dictates what we may may not invest in the duration we may invest in a lot of

[2:58] times cities municipalities will enact their own policy to kind of tweak what

[3:03] do RC permits to their liking their comfort level and I would just like to

[3:10] look at a couple other options and one example Oh RC allows us to invest in

[3:14] maturities up to five years our policy is either two or three years so if we

[3:21] could extend that two or three years out another year if we can invest in some

[3:25] other federal agencies in addition to fdic-insured notes still some very

[3:30] conservative options we could increase our investment income by fifty thousand

[3:34] dollars per year so that's why I think it's important to get the committee

[3:38] together with our investment advisor to to kind of get a feel for what these

[3:43] small changes might mean to the cities so you're talking about millions of

[3:50] dollars being moved around I mean just some guy register boutique hello Mike

[3:56] I'm I guess I'm old and does not broken don't fix it I've never been so pretty

[4:01] good so I just want to bring this up for their council mayor thank you very much

[4:08] mr. chairman mr. hatreds just to follow up on what mr. Clymer said I asked mr.

[4:14] Clymer coming in as a new treasurer to review all of our policies investment

[4:21] and otherwise because you know frankly I I I could not get the former finance

[4:30] director to really update some of the things that I thought should be looked

[4:34] at so that's what he's doing and I think that's very positive for the city you're

[4:39] right if things aren't broken don't fix them however I think many of our

[4:46] policies need to be reviewed more regularly than perhaps they were

[4:51] financed and otherwise thank you all right thank you very thank you Mary I

[4:55] just kinda just I know that the study's been very very strong financially and I

[5:00] wanted to remain that way I'm sure well thank you thank you but do I have a

[5:05] motion to accept the finance directors report second it's been moved and

[5:08] seconded all in favor say aye aye opposed hearing that motion passes under

[5:15] new business we have several items the first is item a it's a service agreement

[5:19] with Airbus ds4 the reverse 911 system chief I want to speak to that please

[5:33] members of council Airbus is a service that provides the police department with

[5:38] the ability to make citywide 911 calls and even emergencies or other serious

[5:43] situations we have to notify the the city as a whole an urgent matter this

[5:50] particular contract was we started doing some price comparison with another

[5:55] service that does it say another company that does the same service and we are

[6:00] once the Airbus found out we were doing that they were able to lower the price

[6:04] and we renegotiated a contract so to speak and saved about 4,500 dollars over

[6:09] the course of five years so that's what this contract pertains to right and not

[6:14] to confuse the people who might be watching this does not deal with the EMS

[6:19] or a fire no not at all 911 calls no this is a same system as we we sent out

[6:25] one of these calls regarding the tax scam to residents there were a lot of

[6:29] the residents were getting hit by that so we sent out one of those calls so

[6:33] that's what this service provides right Thank You chief uh mr. Horvath thank you

[6:38] I've a question for the chief yes chief this is art we're going you know

[6:45] five-year agreement correct correct okay we've already paid for the first year

[6:50] correct okay thanks yes the administration is asking that this be

[6:56] forward to counsel for its first reading this evening so move second move in

[7:00] seconds before this council for a first reading seeing no further discussion all

[7:04] in favor say aye aye opposed hearing none that motion passes item beyond a

[7:09] new business is the taxi basement tax abatements approval the administration's

[7:15] asking that this before word for action this evening so moved second and mr.

[7:20] just going to speak to this mr. Clymer sure like i mentioned earlier last week

[7:25] our tax incentive review committee met to evaluate the status of all community

[7:30] reinvestment properties we found that all properties were in compliance with

[7:36] the CRA agreements it was one property of note whose employment level might

[7:41] come into question the committee agreed to continue the CRA on that

[7:45] property under the condition that we send them a letter request some more

[7:49] information and look at them a little closer next year for the renewal at that

[7:53] time and the reason for the quick emergency basis and reading on this is

[7:59] that we have to supply the state with the report of the TRC's decision by

[8:05] march 31st okay any comments or questions okay seeing none we have a

[8:13] motion before us it's been seconded all in favor say aye opposed hearing none

[8:17] that motion passes thank you item C under new businesses employees generally

[8:22] and mayor you can speak to this please thank you very much mr. chairman members

[8:30] of council this is to add a backup inspector simply a backup not full-time

[8:40] the planning zoning and building and the proposed hourly rate is better than what

[8:47] we get with some of the inspectors and the second person is for a part-time

[8:54] recreational bus driver this is for the seniors for their bus as you know we've

[9:01] we just lost at least one driver because of changes in pers there meant he could

[9:10] no longer work for the city and that's what these two appointments are thank

[9:15] you all right Thank You mr. Baca chairman to the mayor the backup

[9:22] inspector he's paying out of the permits and my print mayor mr. chairman mr. vaca

[9:31] yes I think we take we take in a variety of fees that we actually use to pay for

[9:39] the inspections yeah if there's if there's not enough to cover on the

[9:45] fees then you have to add that to their whoever's building what isn't correct in

[9:50] order to cover that inspector I mean if an inspector has to go back two or three

[9:54] times for the same thing mr. chairman mr. vaca we have run into that problem

[9:59] in the past and that's one of the reasons that director janushka sought to

[10:07] redo the fee schedule this year because we are trying to find a way to break as

[10:14] even as we can in those expenses Benji thank you and the administration is

[10:20] asking that way forward is for actions second it's been moved the SEC record

[10:24] this to console the employees generally for action this evening council's agenda

[10:28] all in favor say aye opposed hearing done that motion passes item D under new

[10:35] business is the purchase of Dell computers mr. Krause Thank You mr.

[10:41] chairman every year at least her last few years we've been working on

[10:45] replacing a certain number of desktop computers as part of kind of an annual

[10:49] rotation if you will and working with mere facts and looking at not only

[10:54] specifications but the quantity and then also getting a rough price from them we

[11:01] also looked at the state term schedule this we're recommending purchasing 28

[11:05] computers through brown and replace brown enterprise solutions that's the

[11:10] same company i think we've used the last couple years as part of the state term

[11:14] schedule to purchase 28 computers that will be throughout various departments

[11:19] in the city for a total of twenty four thousand three hundred sixty dollars

[11:24] taking the money from the capital improvement fund we need a motion to

[11:28] Florida State Council's regular agenda so much second it's been moved and

[11:32] seconded mr. horbet yeah a question for mr. cross mr. Krause how many computers

[11:38] do we have tobul

[11:43] chairman accounts menai rough numbers around a hundred and five give or take

[11:50] okay I in the reason why i was asking i wanted to figure out what percentage

[11:56] this was a heart total so it's not that bad the chairman of the councilman which

[12:02] we ideally we'd like to replace computers every when they're about four

[12:07] years old depending on their age and when they were purchased some of the

[12:13] numbers fluctuate a little bit like you may have 35 in one year that are over

[12:17] four years and that kind of stuff so that's kind of where we're right around

[12:20] that 28 to 30 number depending on their age thank you any other comments

[12:28] questions and we have a motion to forward this to councils regular agenda

[12:32] all in favor say aye I proposed hearing none that motion passes our last item

[12:38] under new business is a grant for Aurora tree Arboretum womp mr. Krauss Thank You

[12:44] mr. chairman I'm guessing maybe 11 or 12 years ago mayor McGill had worked with

[12:51] one of our state representatives and had received $50,000 allocation to be used

[12:57] for a particular project and over the years we've been trying to work with the

[13:02] Commission to figure out exactly what that could be used for the money was

[13:07] earmarked initially through the Ohio cultural facilities commission but it

[13:11] was titled under a Sports Complex so that kind of limited us with what we

[13:15] could or couldn't use it for with the development of the Hartman Athletic

[13:22] Complex and the things we've talked about through the ad hoc committee last

[13:24] year and also the tree Arboretum walk we worked with the Commission and they

[13:29] determined that that portion of the project did qualify for this $50,000

[13:34] they also stated that you needed to have that money appropriated this year

[13:38] otherwise we would lose that money if something new that the state was working

[13:43] on so this is the operating agreement for that $50,000 we have until November

[13:50] of 2017 to complete the tree Arboretum so it isn't

[13:54] we don't have to use all the money but we do have to approve this this year for

[14:00] this $50,000 to go towards that portion of the project and it's a matching grant

[14:04] correct the Chairman it's not necessarily a matching grant it's

[14:10] $50,000 it goes towards the project so we have to fully fund the project and we

[14:18] estimated that this would be about a ninety seven thousand dollar project to

[14:22] do the Arboretum so but it's not necessarily we spend 50 they spend 50 or

[14:28] anything to that effect it's just $50,000 was appropriated us to use

[14:34] because under on page 3 of 15 it says 3.5 local match or reading that wrong

[14:45] the project sponsor shall have local contributions amounting to not less than

[14:49] fifty percent with a grant amount for the cultural project 3.5 on page three

[14:59] oh yeah yep it says not less than 50 we have 47 okay which is less than 50

[15:12] technically

[15:17] mr. vodka mayor thank you very much we have every intention of doing whatever

[15:23] we have to do to comply with this and it's I mean the pride the total

[15:28] Arboretum is probably going to be between 95 and $100,000 but if we need

[15:34] to spend a few dollars more on it for something we will I mean if it's a

[15:38] matching in terms of it if they're willing to give 50 we have to match it

[15:42] with 50 right yeah if it's magic okay all right mister Baca Thank You mr.

[15:54] chairman yeah it's not nasty that's necessarily a 50 grand but um when can

[16:01] we start on us as soon as possible we're there whatever would mr. chairman mr.

[16:09] vaca we have a revised plan for this entire apartment complex that we're

[16:20] still working on and I don't expect that we'll start the Arboretum this year what

[16:28] we're aiming to do among other things after I mean I'm also trying to get some

[16:34] broad-based support for this in the community and we hope to at the very

[16:40] least finish some fields there this year ball fields as well as soccer fields

[16:46] which of necessity will also mean some kind of parking area there if you'll

[16:56] recall there is 350 thousand dollars budgeted this year toward this project

[17:04] and we fully recognize that was just a part of the entire project Thank You mr.

[17:11] Baca where you're going to have if you're gonna have field

[17:16] construction you may need equipment big equipment and while the equipment's

[17:22] there would it not be the food that we start on the ibrehem to tell whether to

[17:27] land out any way to get it while you have that machinery there I mean that's

[17:32] probably all you're going to get done but not the wheat I don't know what's

[17:37] involved all I know is that it's designed to take in two different types

[17:43] of trees families and start the wine go to the end or but you're going to have

[17:47] to do some dirt work and as long as the equipment's there with that Mandy's also

[17:53] made it took 50 mr. chairman mr. vaca we expect that this project is going to be

[18:01] done in stages and will also likely be bid in stages and I don't I don't know

[18:10] that we have the money in the budget this year to put towards the Arboretum

[18:15] because engineering costs are quite extensive as well for the project but we

[18:23] will do it as efficiently as we can do it but for the most part this our staff

[18:28] is not going to be doing this we are going to bid this project all right

[18:35] Thank You mr. Gatto Thank You mayor miss McDougal Thank You mr. chairman to the

[18:42] mayor just clarifying the 350,000 that we put aside this year did any of that

[18:50] has any of that allocated towards the arboretum or is all of that allocated

[18:54] towards sports fields mere mr. chairman ms macdougald it's not specifically

[19:02] allocated other than to the Hartman project but from the figures that we use

[19:09] to come with mr. Krause that we use to come up with that three hundred and

[19:16] fifty thousand dollars the fields that we want to do are going to probably push

[19:23] that limit thank you one more question um just again for clarification if we

[19:31] have to claim this by November next year okay so November of 70 is when this has

[19:42] to be complete okay so do you expect then that will probably be doing

[19:48] construction on it a year from now mere mr. chairman is macdougald yes okay

[19:55] great thank you mr. Krause you wanted to add yeah just in reviewing the local

[20:01] match it's fifty percent of the grant amount in the grant amount is $50,000 so

[20:06] we need fifty percent of that which is 25 so the fact that we're matching or

[20:11] we're going to 47 is actually fulfilling that requirement right okay mr. Walton

[20:21] Thank You chairman I just wanted to point out with respect to the plans and

[20:26] where the Arboretum is going to we don't know exactly where it's going to be yet

[20:30] so the topography of the of the part of the property where it may be may or may

[20:37] not need to be graded depending on where the Arboretum actually lies so I think

[20:43] that's it we're kind of still in a state of flux with respect to how everything's

[20:48] going to finally be laid out so once we know that mr. Bokka mr. Wolfe I believe

[20:56] tentatively speaking the Arboretum would be next to thee what is that nature

[21:02] center that makes the only common sense place to put anywhere else would be out

[21:09] character this would be a buffer zone between that particular property and our

[21:15] proposed Sports Complex I think they if I saw the last layout that's where it

[21:20] was going to go and then a parking lot in the front in case you haven't seen it

[21:26] that's what I had seen you should be Thank You mr. mr. wolf Thank You mr.

[21:35] chairman no I i have seen it okay the committee what the committee approved is

[21:40] is not what is currently on the table so we are reviewing what is being proposed

[21:44] as a change so what you have seen is an actual proposed change to what has been

[21:49] approved thank you guys good yeah we're good there Thank You mr. chairman mr.

[21:59] vodka not approved by council and not approved by the administration this is

[22:06] merely the recommendation of the ad hoc rec committee and we are trying to

[22:12] accommodate our neighbors in this design and that's why the arboretum as you

[22:23] correctly noted has been suggested to be moved along the audubon property to the

[22:30] north okay so we have a plan that's in process great guys okay yes all right

[22:41] mr. Hetrick thank you Mr Colley I believe the total acreage out there is

[22:46] 130 acres is that correct chairman of the council 127 okay and do we have

[22:54] planned anywhere how many acres are going to be dedicated is out Harbor

[22:59] adium chairman of councilman that's part of the kind of plan revision we have an

[23:05] idea I don't know what the acreage is on that area but we kind of have the area

[23:11] where where we go so once we get through these tweaking if you will of the plan

[23:17] then the next step obviously the plan will then have to go to planning

[23:20] commission for conditional zoning so at that point

[23:23] will become public okay you know good to get your plan so the amount of acreage

[23:29] are in the process of being planned yeah very good that's all I got okay kind of

[23:35] summarize that up any other comments or questions yeah don't don't forget this

[23:40] mayor hi won't mr. Kelly members of council we are trying to do this

[23:48] carefully and rather than going right ahead and taking it through the

[23:56] administrative steps that we need to take it through frankly I have told mr.

[24:02] Krause that I wanted to meet with certain members of council that were

[24:07] particularly impacted or could be impacted by this and go over it with

[24:12] them to get feedback because we've already gotten some feedback from the

[24:18] community so that's why it's not immediately going through the official

[24:23] process we want your your input okay thanks okay misfiring how to get my my

[24:34] word in or the root of the problem kidding having said that has the

[24:39] feedback been pretty proactive I would think that for what will be an amenity

[24:44] to the city and obviously taking a cautious process will just make it that

[24:51] much nicer but i'd be interested in here in the feedback because i haven't heard

[24:55] other than the planning part part of it thank you all right ma'am mr. chairman

[25:03] mr. barner i would say yes mrs. Varner sorry about that I've gotten that too so

[25:11] oh well um mr. mayor we you know I think once it goes through the process it will

[25:21] be a little more public but I mean the abl for instance knows we're working on

[25:26] this they want the fields we've had discussions with the audubon society

[25:33] because was important from my perspective that

[25:36] we have a peaceful coexistence with them even though we might develop this

[25:43] property so you know we're trying to be sensitive and also to council members

[25:48] concerns or issues and you know it's a deliberative process thank you thank you

[25:55] okay we need a motion to forward this to counsel for a second excuse me we need

[26:00] to forward about we need to have a motion to forward this to counsel for

[26:05] its regular agenda like it's Elmo's second okay it's best that we know what

[26:10] we're motion before we motion it so seeing no further discussion all in

[26:16] favor say aye aye opposed hearing none that motion passes and unfortunately

[26:22] we're out of time so we need to have a motion to adjourn so move that gets the

[26:27] Lincoln second to adjourn all in favor say aye composed hearing done this

[26:32] meeting is a very can't blame

03/28/16 City of Aurora COW Meeting

Transcript