[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