[0:06] We win.

[0:07] >> You're good.

[0:07] >> All right. Let's call meeting the order.

[0:09] Two o'clock 19th August. It's the

[0:11] administration subcommittee. We have

[0:13] myself uh uh Vice Mayor Lans. Uh I see

[0:18] we have city manager Thompson, sis city

[0:20] manager Sanders. We are not We do not

[0:22] have finance director Holmes. We have uh

[0:24] Chief Jones and no Shannon. And we do

[0:27] have Mike. So those are the two that are

[0:29] missing. finance director and HR's

[0:32] available virtually if we have her.

[0:35] >> I didn't think these were really items

[0:36] for her, so she can come in if we need

[0:38] her.

[0:38] >> Yeah, I don't. Okay, sounds good. All

[0:40] right, let's move into B. Public

[0:42] comments. Uh verbal comments. Do we have

[0:44] any verbal comments from anybody before

[0:46] we move into written with Mr. Klowski?

[0:48] >> Yeah, just uh on the oral, I was uh

[0:51] sorry to hear that specific agenda items

[0:53] for the subcommittee couldn't be

[0:55] included. I guess you need some approval

[0:58] or the city manager to do it.

[1:01] >> Was the time to do others?

[1:03] >> Yep.

[1:03] >> Did you if you want stuff, Rob, just get

[1:05] it to you early.

[1:07] >> Yeah.

[1:08] >> Well, I just thought some of these items

[1:10] should have been addressed or need to be

[1:11] addressed before the water waste water

[1:13] rate. I think you're doing that next

[1:15] week, right? Are enacted. I think one

[1:17] issue to support lower income residents

[1:19] in town or help older folks on a fixed

[1:22] income. If you look at the objections to

[1:24] the last rate of interest that were

[1:26] submitted with people's uh reasons, it's

[1:28] the rebalancing of the water bill's

[1:31] fixed charges versus its consumption

[1:34] charge. Um so if you look at my written

[1:37] comment, you'll see it takes a bill with

[1:39] someone that uses less than one unit of

[1:42] water versus someone with a lawn like

[1:43] myself that uses say more than 10 units

[1:46] of water. Um and it highlights the

[1:49] opportunity I think for the city to fix

[1:51] this problem that is if you look at the red thing you see what I mean and I

[1:56] would have expected the finance director

[1:58] in preparation for a grade increase to

[2:00] run various scenarios on this for the

[2:02] benefit of the financially challenged

[2:04] residents. Um other important items

[2:06] excluded encompass not only delayed

[2:08] records requests but also run PRD

[2:11] regarding missing tap reports. It took

[2:13] almost three months to discover that

[2:14] these reports do not exist for the last

[2:16] 5 years. And this is an important audit

[2:19] regarding leak management in particular

[2:21] that allows both the budgeted cost and

[2:23] revenue lines to be examined prior to

[2:25] proposing any more rate increases as

[2:27] well as the validation that the multi

[2:29] that the multi-million dollar smart

[2:31] meter project that's been completed is

[2:34] actually working as intended. We can't

[2:36] even be told how many meters each fiscal

[2:38] year have been added to the city's

[2:40] growing total. that obviously

[2:42] contributes to greater revenues. Other

[2:44] excluded items include things like the

[2:46] lack of published audits for various

[2:48] revenue producers for the city and

[2:49] that's uh measure R or the permanent

[2:52] utilities um utility users tax measure P

[2:55] impact fees uh measure DD I believe

[2:59] these should be standing items for each

[3:02] administration subcommittee meeting

[3:04] since the focus on finance ensures

[3:07] transparency and accountability which

[3:08] has been a major frustration for many

[3:10] COVID.

[3:12] The public was told actual cost savings

[3:14] versus projected savings on me alone for

[3:17] the water department would be provided

[3:19] for public review in order to

[3:20] demonstrate that bond funding was a

[3:23] financial was a violent financial tool.

[3:26] Simply saying that is a good simply

[3:28] saying that it's a good asset management

[3:30] tool does not make it so. Without such

[3:33] track record information, after four

[3:36] years now of paying interest, it becomes

[3:39] challenging for residents and I believe

[3:41] council members who folks here uh to

[3:43] make current and future well thought up

[3:44] decisions. On a personal note and also

[3:47] in going through these different

[3:48] consultant reports, I'm not confident in

[3:50] many of the city's hired consultants

[3:52] documents or their conclusions that

[3:55] council members are relying upon to help

[3:57] them make decisions. So my take is let's

[3:59] get this right. let's obtain the numbers

[4:01] and audits to show correctness and the

[4:03] fact that we're transparent. So that's

[4:06] uh just my take on it. So thank you.

[4:09] Appreciate it. I got a question really

[4:11] quick. Don't we have our um the

[4:15] oversight committee that we when are

[4:17] they going to give their next report?

[4:20] >> Well, we're planning to meet before the

[4:21] end of the year.

[4:22] >> Gota

[4:26] and spoke to them. We just got got him

[4:28] prepped for that. And we did at Rob was

[4:31] at yesterday's subcommittee and we

[4:32] agreed to have a meeting with him on

[4:34] Monday.

[4:35] >> Okay.

[4:35] >> With Susie

[4:36] >> just on the water and Derek just so we

[4:38] can maybe get some of your questions

[4:40] answered

[4:40] >> but not on all this.

[4:42] >> Yeah, there's other things. But

[4:43] >> that's why I was hoping Derek and Susie

[4:45] might have some insight on this. I guess

[4:47] you can't respond to specific comments.

[4:50] >> Yeah, we and we we have a lot of the

[4:52] same concerns that we want to address as

[4:54] well. But it's not that they're we think

[4:56] some of these problems, but we also want

[4:57] proof.

[4:58] >> Right. Absolutely. I was born in

[5:00] Missouri, so I still join the state.

[5:03] >> All right.

[5:04] >> We actually talked about on Monday.

[5:08] >> Thank you, Rob. All right. I see no

[5:10] other nobody up there else of uh public

[5:14] comment on that one. Written comments.

[5:16] We just went over uh what Mr. Clauski

[5:19] had. Oh, just to lighten the moment,

[5:21] there's a cartoon on the back of that

[5:22] sheet.

[5:23] >> Oh, I didn't get a cartoon.

[5:24] >> I didn't get a cartoon. Just got the

[5:26] front.

[5:26] >> Oh, there you go. There we go. This was

[5:29] during the draw.

[5:31] >> Thank you.

[5:32] >> Gotcha.

[5:32] >> Oh, is that James Core?

[5:36] » Oh, he's watching.

[5:39] >> I'm loving the meeting there.

[5:40] >> Yeah.

[5:41] >> All right. Any other see? No other

[5:45] comments. Let's move into C. Approval of

[5:47] minutes. Do I have a motion to approve

[5:48] the minutes from the last meeting?

[5:51] >> Yeah, we don't have any.

[5:52] >> I don't actually. Yeah, we don't have

[5:53] Mike doesn't have them out yet. So,

[5:55] none. Gotcha. Then move into D are

[5:57] business items. Number one is the whole

[5:59] control contract. Thank you. That's my

[6:02] item.

[6:05] I'm here to address

[6:07] basically the police department put a

[6:09] bandaid on our on our problem this year.

[6:11] We were in contract with North Bay

[6:13] Animal Services

[6:16] >> earlier this year. They went out of

[6:17] business. As you guys are aware, police

[6:20] department scrambled to find a solution.

[6:24] That solution right now is our community

[6:26] services officer doing our animal

[6:28] control uh cases.

[6:32] Um getting it out of fast pay.

[6:35] That's not

[6:37] in my opinion. Um, so we uh contacted

[6:42] the county some fundamental services and

[6:44] are looking at a two-year contract with

[6:46] them uh a prorated rate for the first

[6:50] fiscal year since we're starting the

[6:53] idea would be to start September 1st

[6:56] based on um council direction the route

[6:59] we're going to go first year would be

[7:01] 75,95

[7:03] then next fiscal year be 93,

[7:07] 356 six. Um,

[7:10] >> that's still not calendar years,

[7:11] correct?

[7:11] >> Fiscal years. Yeah, they uh that would

[7:14] come out of the general fund. That's not

[7:16] budgeted right now. North Bay Animal

[7:18] Services significantly cheaper. Uh, but

[7:21] they had their own issues out of

[7:23] business. So, I like your direction on

[7:26] that. They would be available uh

[7:29] business hours and then on call

[7:31] emergency based after hours. What's

[7:34] their time frame to get up here if we

[7:36] have to call somebody leave say 10

[7:37] o'clock at night? Uh it's in the scope

[7:39] of work. I think it's

[7:42] 60 minutes and then it's 30. So they

[7:45] have a north

[7:47] it's called beat 92. It's their north uh

[7:50] county section. Doesn't include the city

[7:52] right now. They would incorporate that

[7:54] into their beat their animal control

[7:56] officer who lives in town. Uh so I think

[7:59] during business hours the response could

[8:01] be fair. Yeah. Yeah. We're taking them

[8:05] down to Hillsburg now. That has new

[8:07] communities. Is that what we're doing?

[8:08] >> So, we're sheltering at Hillsburg.

[8:10] That's a separate contract. Uh right

[8:12] now,

[8:14] uh some county animal services can't

[8:16] support the sheltering.

[8:19] But moving forward, you know, that

[8:21] discussion is open if they get the

[8:24] availability that we can always drop out

[8:27] of the contract with uh Mighty.

[8:31] So, how does that work with Chariot? I

[8:34] know that she's been doing job, but

[8:36] she's not technically qualified, I would

[8:38] think, at this point. That's something

[8:39] that she would want to do in the future

[8:41] that maybe we could uh reimagine this

[8:43] whole contract in the next year. Say

[8:46] maybe we bring on our own or is that

[8:48] even financially worth it?

[8:50] >> She u she does not want to do it. Okay.

[8:54] Uh that that wasn't originally in her

[8:58] job description. Um,

[9:02] >> we'd have to go through certain

[9:03] trainings and get certain equipment

[9:05] including the vehicle

[9:08] >> to hire another. We could keep it in

[9:10] house and hire somebody uh, another

[9:12] community service officer. I think it's

[9:14] 143,000

[9:16] >> to do that.

[9:17] >> I know we did it before and it was the

[9:20] best opportunity.

[9:21] >> I think I think this is the best option.

[9:23] Thank you for that.

[9:24] >> Yeah. So, unfortunately, it's expensive,

[9:26] but we have to. I just know all the way

[9:28] from Pilberry was involved with North

[9:30] Bay home services trying to come up with

[9:32] something right now. The city's

[9:33] scrambling right now.

[9:34] >> Yeah, it's a it's a hot button.

[9:36] >> It's a big talk topic at the city

[9:38] manager meetings.

[9:39] >> Yes. North Bay just kind of

[9:41] >> Well, the supervisors are involved too,

[9:42] aren't they? Trying to figure out.

[9:44] >> Yeah.

[9:45] >> I mean,

[9:46] >> that seems lower than what they first

[9:48] wanted us. Is that right?

[9:50] >> Yeah. So, they they did that.

[9:54] retired.

[9:58] » Yeah. So they so they when when it went

[10:00] to council a few hours before the

[10:02] original thing went to council 132.

[10:04] >> Yeah. So they did an emergency thing

[10:07] which came out to if you did it annually

[10:11] was 130 something.

[10:12] >> Yeah.

[10:12] >> Uh which was ridiculous. Uh right now

[10:16] you're going to pay 90 what 93 and then

[10:18] the 110. So, and Brian and I talked, you

[10:21] know, when we took over about, you know,

[10:24] talking to Brian, the the county uh

[10:27] person in charge of county to eventually

[10:30] take on that the uh delter piece of

[10:33] that. So, you didn't have to pay 110 and

[10:35] then 93. It would just be all so cheap.

[10:42] We got to do something with it. You

[10:43] know, like you said, charity by the time

[10:45] she gets training and a truck and all

[10:46] that, it's not cost effective for us.

[10:48] Well, I mean, that's our best option you

[10:50] guys got right there. So, let's go ahead

[10:52] and run it up to council.

[10:53] >> Yeah.

[10:54] >> See where we're at.

[10:55] >> Are we planning on taking this? Oh, is

[10:58] this the next meeting or after that? I

[11:00] can't remember.

[11:00] >> The 26th.

[11:02] >> Okay.

[11:02] >> Yeah. On tomorrow's agenda. Yeah.

[11:08] » Yeah. So,

[11:09] >> it might it may stay there.

[11:13] >> But you you'll be there.

[11:14] >> I would just know what it would cost if

[11:15] we didn't do it.

[11:17] probably be someone that will be asked.

[11:18] >> Yeah.

[11:19] >> And if there's any other options and the

[11:20] answer right now is sounds like no.

[11:22] >> Yeah.

[11:23] >> So that's right.

[11:23] >> Yeah. We would have to we would have to

[11:26] probably hire another person and then

[11:28] that's

[11:30] >> legal obligations if we didn't have one.

[11:32] I would be prepared for that as well.

[11:35] >> One of the So the cities are talking. So

[11:37] at some point there could be a joint RFP

[11:41] or something with all the cities who had

[11:43] North Bay and lost it. and you know

[11:45] maybe we can

[11:46] >> that's kind of what they're working on

[11:47] right now to start getting all the

[11:50] >> they keep asking like how much do we pay

[11:51] so they're trying to get a number.

[11:54] So is there any way that opt out that

[11:57] like once say we go a year and a new

[11:59] option comes up with a conglomerate

[12:04] get out of that contract?

[12:05] >> Certainly we yeah we I imagine there is

[12:08] we could put that in there.

[12:09] >> That would be that would be something

[12:10] maybe after one year

[12:13] notice.

[12:14] >> Yeah. I think in our PSAs we we had to a

[12:17] month we can work out. So

[12:21] >> yeah maybe that's

[12:24] Any

[12:25] other kind of questions or comments on

[12:27] that item?

[12:28] >> Cool. And you have your action, Mike,

[12:29] send it to council.

[12:30] >> Cool.

[12:33] >> All right. Number two, update on the PD

[12:35] station.

[12:38] >> Yeah. And so, uh, I just wanted to bring

[12:39] that forward.

[12:40] >> Thank you, Rob.

[12:43] >> Um,

[12:44] this

[12:46] >> this project I think has been on the

[12:48] radar for a very long time.

[12:50] >> Yeah. Looking at the numbers,

[12:53] it's not getting any cheaper the longer

[12:55] we wait. And and frankly, as the city

[12:58] continues to grow, we're out of space.

[13:02] In fact, when we were thinking about, do

[13:05] I need to hire an associate? I know

[13:06] where to put that person. So, um I just

[13:10] wanted to run some stuff past you and

[13:12] maybe figure out

[13:14] how we can get some financing do a

[13:17] remodel you guys direction on remodel

[13:20] versus new facility.

[13:22] You know,

[13:23] >> numbers that I have are outdated. Uh but

[13:26] I

[13:28] in uh 20 as of May 2026

[13:34] a remodel without permanent design fees

[13:37] are somewhere around 13 million.

[13:40] >> That's the remodel.

[13:41] >> That's remodel

[13:43] >> and then an entire rebuild we were

[13:45] talking about was 23. I'm sure that's

[13:47] climbing 40, right?

[13:49] >> But that that is like a fullblown

[13:53] right. That's without permit and design,

[13:55] but that's escalated.

[13:57] >> Second floor roof going up.

[13:59] >> What we talked about when we walked

[14:00] around with the previous chief,

[14:04] >> it's assuming that it's assuming the U

[14:06] middle of construction would be done May

[14:09] 28, which obviously would have made so

[14:12] >> that would go up and my based on my

[14:14] math, we're looking at 5% a year. You

[14:18] know, the prices keep going up. Uh there

[14:21] was some cool thing, wasn't there's a

[14:24] community room in the front where the

[14:25] bay doors are. So that we could use that

[14:27] for maybe council meeting. So it had

[14:30] some

[14:31] cool parts to it. But the hard part is

[14:33] finding the money number one, then

[14:35] justifying number two.

[14:37] >> It's going to be like 13 or 30, right?

[14:41] >> Well, we're at 24 as of 2019. So

[14:45] 35.

[14:48] I bet you 35 to 40 for a new one. I

[14:51] mean,

[14:53] it's not good. There's no good there's

[14:58] I

[14:59] >> mean, the hard part is we said, "Show us

[15:02] what you can do for a bunch of seven."

[15:04] >> Yeah. And it came back to this.

[15:07] >> Well, there was a cheaper than that, you

[15:09] know. So,

[15:10] >> there was a cheaper version that I'm

[15:13] just I'm sorry. I'm not like trying. No,

[15:14] he was here. Sorry. I appreciate it. You

[15:18] did a good job stepping on this for

[15:20] years.

[15:22] >> There was I love it.

[15:24] >> There was a cheaper version with just

[15:26] >> without the mezzanine and all that.

[15:28] >> Yeah. Without the second a full second

[15:30] floor. I would just

[15:31] >> was going between the blue lamps with

[15:34] wasn't raising the roof. Okay.

[15:35] >> Wasn't really

[15:36] >> My only problem with that though is I

[15:38] mean we're we're going it seems like

[15:40] we're patchworking this thing. No, it's

[15:41] not.

[15:42] >> Yeah. No, it's just, you know, between

[15:45] you can go all the way from you can

[15:46] start at every project between the tanks

[15:48] that are at 30% between patch. We're

[15:50] never getting something new for

[15:51] Cloverdale.

[15:53] >> So, where do you get the money?

[15:54] >> I know that's there. And that's the

[15:56] problem is

[15:56] >> we were stretching out tanks. The DD

[15:58] money

[16:00] >> didn't get that five to seven. They were

[16:02] really, you know, the

[16:06] >> cut of the DD was it like 120.

[16:10] that doesn't service much debt. There's

[16:12] 10,000.

[16:15] I mean, I mean, there's the properties

[16:18] that there's there's uh yes, USDA loans

[16:23] 4 and a half%. There's congressional

[16:26] designate spending. We could cover like

[16:28] a down payment. We're going to hit up on

[16:31] there's

[16:33] >> there things I'm I'm obviously I'm not

[16:36] here today looking for like, okay, let's do this. Uh, no. We've been

[16:40] looking for this for years.

[16:43] >> What she chief and I talked about was

[16:46] maybe doing this after the first of the

[16:48] year at the council unless you want it

[16:50] sooner. It's just uh we're going to be

[16:52] so jammed up as Moralda. I mean, not to

[16:55] say this isn't important. We can do it

[16:57] if you guys want to do it before. We

[16:59] would just probably have those arch

[17:01] players come in and present it to and

[17:05] >> yeah, they're going to have to come out

[17:06] and show us what

[17:08] >> where we're at to 13 when the initial

[17:10] ask was seven seven to eight. And I get it.

[17:13] >> I think there was a seven to eight, but

[17:15] then they said, "Well, if we just do a

[17:17] little

[17:19] >> I know. I know.

[17:20] >> They make it to where you don't want it.

[17:22] It's not appealing."

[17:23] >> Yeah.

[17:23] >> For that.

[17:25] But what we we need to put it off at the

[17:28] beginning of the year because the

[17:29] development fees and things that

[17:30] possibly happen and we're going to have

[17:32] a big difference between two or three

[17:34] projects that may or may not go here and

[17:37] developer fee money is something that we

[17:38] can use for this.

[17:39] >> Yeah, it is and and bond off of

[17:43] >> I would imagine that'll help us bond off

[17:45] of it because you're going to end up

[17:47] with a council no matter who's on it

[17:49] that isn't looking to raise your tax

[17:50] base. I would I would imagine I don't

[17:54] think that when I hear a very

[17:56] left-leaning Democrat candidate saying

[17:58] there is no way I'm raising our sales

[18:01] tax anywhere what we already are and I

[18:03] will fight against everybody that wants

[18:05] to that tells me that the furthest guy

[18:08] is saying that that means the other

[18:11] property tax is I think what they mostly

[18:15] most do that most cities do the property

[18:17] tax and you might get a lot push back on

[18:19] that too

[18:20] >> you want to pay 250 bucks warning

[18:22] property taxation

[18:23] >> where you're

[18:26] Iowa law enforcement like nobody's

[18:28] business but

[18:29] >> I don't know that your population has to

[18:32] 67% has to support that

[18:36] >> I mean maybe when we come back we could

[18:37] talk to I is just for like super rough

[18:40] numbers just yeah

[18:43] >> like hey we need 35 million how much

[18:46] property tax is that

[18:48] >> yeah just something like that Yeah,

[18:52] >> you got to talk to him though

[18:55] for uh next week's meeting, right?

[18:58] >> Mhm.

[18:59] >> Bring us some numbers for the water

[19:00] stuff.

[19:02] >> So, just put this on the radar and say,

[19:04] "Hey, here's what we're thinking. Find

[19:06] us the best way to do this and see what

[19:08] he comes back with." I'll introduce you

[19:11] to this guy.

[19:13] >> He's a financial adviser that did all

[19:15] stuff.

[19:19] Yeah. D for Y.

[19:22] >> I mean, ideally,

[19:24] if we had the money, obviously, I would support a new facility with

[19:30] better parking.

[19:32] We're making it work now, but if we ever

[19:34] change the way we did the car program,

[19:37] >> the way the vehicle cars went, I'm sure

[19:39] she was,

[19:40] >> sorry, sure, Chris has told you,

[19:42] >> we always wanted to have it down by the

[19:44] new Alexander Valley Healthcare. There's

[19:45] a lot there. it perfect and then this

[19:48] can get incorporated into plaza or a

[19:52] building like that. So that if we do

[19:54] that direction, this property is worth

[19:56] money, you know, and so there's $5

[19:58] million in the middle of town really if

[20:00] you think about or maybe three million

[20:01] for that size.

[20:02] >> I don't know how much the parking lot is

[20:04] included, but at least that property has

[20:07] a value to the city that we can take

[20:10] into consideration, too.

[20:15] It's not going to get any cheaper. I

[20:17] mean with when Alexander Valley moves

[20:20] forward

[20:21] we've already put some you know curb

[20:24] cutter sidewalk at this drain. So that

[20:26] will

[20:27] >> and that's where we need to look at

[20:30] the wants versus needs for that because

[20:33] we don't need to have big community

[20:34] center in that police station. We don't

[20:37] need to have sales I don't think. Right.

[20:39] There's things that we could probably

[20:40] eliminate that your high dollar tickets

[20:42] that I think we did those.

[20:44] >> Yeah. That's a lot of different numbers.

[20:47] And so I mean the only thing might be we

[20:49] go to council and say because we're out

[20:51] of money with those the current

[20:52] architects, right?

[20:55] The guys I mean we could ask them for

[20:59] anymore.

[20:59] >> We could ask them for a scope.

[21:00] >> Well, they're on the hook for the

[21:01] presentation. Yes. Yeah. So

[21:03] >> we could ask them for a scope for a

[21:04] revised at least uh estimate for the new

[21:08] police station. So we could put we asked

[21:11] for that but they probably we started

[21:13] that way but we probably want more money

[21:14] transition.

[21:16] >> Well that's why I got these

[21:18] rough percentage increases you know

[21:23] >> you know can you email us what you have?

[21:26] >> Yeah or at least to Kevin and then he

[21:28] can give to us

[21:31] let us see the numbers and see maybe

[21:33] what they're what they're predicting and

[21:35] offering see where we're at. But I think

[21:37] that gray's going to tell us the best

[21:39] way to get it. USDA loans are tough

[21:42] right now.

[21:43] >> They do a grant uh up to 3 million, but

[21:47] it's nationwide

[21:50] >> and 3 million.

[21:52] >> Yeah.

[21:54] I talked to

[21:59] » chances you guys get jerk. It's really

[22:03] poor southern

[22:06] I mean the USDA loan could be good but

[22:08] paid back through property tax.

[22:11] >> Right.

[22:13] >> We should also look and see what's on

[22:16] our property tax bills. See if there's

[22:18] anything that's going to fall off what

[22:19] that amount is. Because if there's other

[22:21] loans out there from us the schools or

[22:23] something that's falling off then you

[22:25] can say look you're not paying anymore.

[22:27] These things went away. starting over as

[22:30] talking to you.

[22:33] We did that school when I got my push

[22:35] back. I found that one of them was

[22:37] falling off after one more year. So I'm

[22:39] like, you have one year crossover and

[22:40] then you're

[22:41] >> reintroduced it right back.

[22:42] >> Yeah, we you know Yeah. And you always

[22:44] justify it that way?

[22:45] >> Yep.

[22:48] >> So we want to Mike, you good with what

[22:50] we're doing here is is we still got to

[22:52] get a hold of ice real quick. there's

[22:54] some elements at play before we even

[22:55] bring

[22:56] >> you're okay with

[22:57] >> we need to have the presentation but we

[22:59] need to have these guys are on the hook

[23:00] for their presentation

[23:02] >> come and give us so it's you know

[23:04] everybody knows what's going on but then

[23:06] it's going to be deferred probably

[23:07] >> I would recommend after those the two

[23:09] current developments that we have coming

[23:11] up in the queue

[23:13] >> after they've been decided or

[23:16] finished then we can bring those

[23:18] >> so we're the recommendation from the

[23:20] subcommittee is to defer

[23:23] until this if everything goes as

[23:26] planned, November is potentially or we

[23:30] can just

[23:31] >> Well, then it's still it's still it's

[23:32] still January at that point because

[23:33] you're skipping meetings and not during

[23:35] the holidays.

[23:37] >> So,

[23:38] early 2027,

[23:40] >> correct?

[23:44] » Cool.

[23:46] >> Yeah.

[23:47] >> Any other comments, comments from the

[23:48] public on this?

[23:50] >> You guys are doing a great job. All

[23:51] right. Thank you.

[23:54] >> Hold on. Let me give you my laptop.

[23:59] » Transfer right over.

[24:00] >> He drives a good buzz if you want. Come

[24:02] on.

[24:04] >> All right. Number three, CP strategy

[24:08] update.

[24:09] >> Yeah. So, that's me for now. Kevin and I

[24:11] are gonna pitch in with this area

[24:13] potentially, too. But, uh, CPR is

[24:14] California Public Records Act. Just

[24:16] wanted to give a subcommittee an update

[24:18] that we are strategizing as best as we

[24:21] can. Um, as you know the not um go over

[24:25] this again like we've done at council in

[24:27] the past the city has been inundated not

[24:29] just city clerk though every city every

[24:31] clerk I talked to Pas are running

[24:33] rampant which is from my perspective um

[24:36] I want it on record noting it's a good

[24:38] thing we want people we want to be

[24:40] transparent we want to be able to

[24:41] provide records the uh community has a

[24:43] right to them the issue that all cities

[24:46] are having but particularly in ours that

[24:47] we are not um we don't have staffing

[24:50] programs, things like that to the

[24:52] infrastructure involved to provide the

[24:54] quality of service that we want. Um, but

[24:58] as a bandaid, what we've been doing, um,

[25:00] bit of the patchwork

[25:02] currently as far as an update, we have

[25:06] Eric on board. Him and I have been

[25:07] strategizing. We have a few meetings

[25:08] scheduled to work out the um, PAS that

[25:12] are a little bit larger in scope and are

[25:15] involved with

[25:17] potential developments in public works.

[25:20] Um those uh as you know some PAS are

[25:24] really simple low hanging fruit. I want

[25:25] the plans for my property. Other ones

[25:27] are 15 to 20 pronged things where they

[25:30] end up being like 30 Pas in one. Eric

[25:32] and I are working together on those

[25:34] larger ones to be able to get those out

[25:36] in the next few weeks. We strategized

[25:37] with our city manager and our city

[25:39] attorney on how we can actually close

[25:42] those um within the next few weeks. We

[25:45] also um have received direction or at

[25:48] least um a recommendation council may

[25:50] seem to be okay with us um changing up

[25:54] the hours of city hall so that we can

[25:56] utilize some of our front desk staff to

[25:57] help. Um really it's a many hands make

[26:01] light of work kind of situation. I'm

[26:03] only one person. I can only work so much

[26:05] um in a week and I'm not even putting a

[26:07] dent in it on myself. So what we're

[26:08] trying to do is get other staff to help.

[26:11] We have our tent. They started today.

[26:13] They were you're in training basically

[26:14] all morning getting them on board.

[26:16] They're working on it right now. Um

[26:18] processing resolutions. They're going to

[26:20] be working 20 to 40 hours a week.

[26:22] Thankfully, since we've been we haven't

[26:24] had a records tech or tech for the last

[26:26] few weeks and we banked a little bit of

[26:28] money so that we can have them work up

[26:29] to 40 hours a week.

[26:30] >> What's their term? How long are they?

[26:32] >> Um they are on for as long as it takes.

[26:36] Sure.

[26:36] >> Um my goal ultimately um our strategy is

[26:40] also multi-prong. We have a lot of

[26:43] different folks working on different

[26:44] things, but the goal is to be at zero or

[26:47] as close to zero

[26:49] by these the first meeting in September.

[26:52] So, I'm hoping to be able to give you

[26:53] good news at council or at the very

[26:55] least give you an update. Um, at that

[26:58] meeting, we're also going to be

[26:59] hopefully giving you more of a long-term

[27:00] strategy. Like I said, this is a

[27:02] band-aid. This is what we're doing just

[27:03] to catch up. We do have quite a few

[27:05] strategies and goals for council to

[27:07] consider at that point. Um that'll

[27:10] coincide with quite a bit of metrics.

[27:11] One of the things that I'm having

[27:12] everyone who's even touching a P right

[27:14] now is capture their time. I really want

[27:17] to be able to tell council like

[27:19] um especially if we don't get to zero by

[27:22] then to be able to say, you know, we put

[27:24] in 400 hours and we have only completed

[27:28] 25%. I want to have a real expectation

[27:31] or understanding from council and for

[27:33] staff to understand what it takes to

[27:36] close these things out. Um, like I said,

[27:38] some are easy, some are not. Um, but

[27:40] ultimately I do think we have a

[27:41] strategy. We'll know if it's effective

[27:42] in a week or two, but by September 9th

[27:46] is my goal to be able to provide

[27:47] hopefully really good news to council.

[27:50] But if you have any questions or

[27:51] comments or if you guys would like to

[27:54] say anything about it, we've been

[27:55] talking about it for a while. There has

[27:57] to be help here to get it going. I mean,

[27:58] there's a lot of time being spent on

[28:00] this at the expense of everything else.

[28:03] >> You know what I mean? So, I know be you

[28:06] guys got this figured out with Eric

[28:07] jumping in, Kevin jumped in. You guys

[28:09] got attempts already here. I mean, we're

[28:11] doing exactly what we've talked about

[28:12] previously. So,

[28:14] >> yeah,

[28:14] >> I'm on board with it, man. I mean,

[28:16] update is good.

[28:18] >> And you know, the thing is, you can only

[28:19] do as many as you can. If you come to a

[28:21] council with an update and say, "Hey,

[28:22] we're not at zero." Guess what? But

[28:23] we've made a lot of progress. And that's

[28:26] all you can do, man.

[28:28] >> Yeah. And that's the that's the

[28:29] messaging we really want to get out

[28:30] there that or at least I do from the PIO

[28:32] perspective, our marketing average on

[28:34] this that the city is not hiding

[28:36] anything. The city wants to get records

[28:39] out. It's a how and that's what we're

[28:41] working on now is how can we do it in

[28:43] the interim which is all hands on deck

[28:46] closing city hall and then what council

[28:48] will consider later is how do we that's

[28:50] because that's not a sustainable model.

[28:51] What do we do going forward because

[28:52] these are only growing they're going to

[28:54] continue that way. Well, and time

[28:55] capture is huge. So, because then they

[28:57] can see

[28:58] >> a dollar amount, too.

[28:59] >> Yeah.

[29:01] You can pair it up with a dollar amount

[29:03] and be like, "Okay, here's what the city

[29:05] business has turned into."

[29:06] >> Correct.

[29:07] >> So, just is Rob's all done now.

[29:10] >> Uh, I have to look into them

[29:12] specifically, but I believe so. Because

[29:13] some of the records that were being

[29:14] requested were um

[29:16] >> they're not available or they are no

[29:18] responsive records. That's something

[29:20] that part of it is community, you know,

[29:22] educating the public on um, you know,

[29:25] I've talked to staff about this before,

[29:27] but we could spend like the other day I

[29:29] spent six to eight hours on P looking

[29:31] for it only to find no responsive

[29:33] records. But we still have to do our due

[29:35] diligence at finding it and doing the

[29:36] search because there's potentially

[29:38] responsive records and we have to go one

[29:39] by one. It has to be searched and not to

[29:41] get in the weeds of it, but it has to be

[29:42] searched, has to be reviewed by a city

[29:44] attorney. There's exemption. There's a

[29:45] whole lot that goes into the public

[29:46] records act for us to be compliant with

[29:48] it.

[29:49] just to sometimes turn around and say

[29:51] done which is really disheartening for

[29:53] folks that have been waiting a long time

[29:54] but it's the nature of the beast and

[29:56] we're trying to do our best to get that

[29:57] response time down because that's what I

[30:00] service but I very much want to provide

[30:02] especially since recently my name's

[30:03] being tied to it specifically and it's a

[30:05] duty under my office it's something that

[30:07] it's a city's responsibility and

[30:09] currently this is our strategy to help

[30:11] mitigate the problems we're seeing but

[30:13] we do have some long-term strategies to

[30:15] >> we have information on the website about

[30:17] how to do a P because a lot of them are

[30:20] asking the questions of interpretation

[30:22] of what the information is, but it's our

[30:24] job just to present the information to

[30:26] them

[30:27] >> and that's part of it. But there's got

[30:28] to be a point where they're they're

[30:29] satisfied what they get. You know, we're

[30:31] not having a class on it.

[30:32] >> Yeah. When we do initial the initial

[30:34] response to any just so folks are aware

[30:36] and maybe that's something we do um in

[30:38] the future. I don't have the ability to,

[30:40] but I would recommend maybe doing a

[30:42] study session or maybe just doing a

[30:43] presentation at a council meeting that

[30:45] is,

[30:47] you know, brass stack. This is a period.

[30:49] This is how we suggest submitting them.

[30:50] This is kind of the what we do and how

[30:52] it works. so that staff, the council,

[30:55] especially the new council, it's

[30:56] something I'd love to put in, you know,

[30:57] early January, everyone's understanding

[31:00] of what is this and why we do things the

[31:03] way we do because I think that's a lot

[31:04] of the public's frustration is that we

[31:06] are following the public records act,

[31:09] which many folks believe, myself

[31:11] included, needs significant reform. But

[31:13] until that happens, we have to follow

[31:15] the letter of law as best as possible.

[31:18] and um relaying that information. Often

[31:21] people are frustrated with the message

[31:22] we're having to send. Um but there's

[31:25] things inhouse that we can definitely do

[31:26] to improve,

[31:28] but as far as that goes, yes, there's

[31:29] definitely a I think a communication

[31:31] breakdown that I would love to be as

[31:33] transparent with the public as possible

[31:34] so that folks understand like

[31:37] just because you submit the 10-day

[31:39] deadline, there's there is no 10day

[31:41] deadline. That's not we have to respond

[31:43] within a certain amount of time, but we

[31:44] don't have to provide the records within

[31:46] a certain amount of time. And then

[31:47] there's, you know, based on the my role

[31:50] is to help you define a scope so that

[31:52] there's an actual um a search can be

[31:57] conducted and that can't happen unless

[31:59] certain information is provided to us.

[32:01] So I go back and forth with requesters

[32:02] often. Um but I think some of that

[32:05] outreach could be very helpful. Um but

[32:08] that's really, you know, the council's

[32:10] recommendation if you want it to be a

[32:11] future agenda item or not. Um it could

[32:14] just be a study session in a sense where

[32:16] we're just

[32:16] >> I like that.

[32:18] >> But think especially because we don't

[32:20] know you know there may be three new

[32:22] seats or there may be

[32:24] regardless how the election turns out. I

[32:26] think it's great information to provide

[32:28] to the council and to the public who

[32:30] wants to listen. And it's even one of

[32:32] those things that that presentation

[32:33] could easily not easily but I could put

[32:35] it on our we do have a public records

[32:37] page on our website. there could be a

[32:39] link to that so people could also watch

[32:40] it if they wanted to 10 years from now,

[32:42] >> right?

[32:43] >> Um I want to do as much outreach as possible, but um most of

[32:47] that will have to occur once we get a

[32:50] handle on these Pas because at the last

[32:52] council meeting I told June there was

[32:53] 47. I think we're up to 56 right now. So

[32:56] we we we close one or two, we get three

[32:59] or four like it's, you know, one step

[33:01] back, two step kind of thing. But our

[33:03] goal is to take one step back, five

[33:05] steps forward. And that's what we're

[33:06] doing right now, these interim

[33:07] strategies. Um, but not to repeat myself

[33:09] over and over again, we I think we have

[33:11] a good strategy going forward. I'm

[33:12] hoping to report quality good news in

[33:15] September, but if not, we'll at least

[33:17] have a lot of information, metrics to go

[33:18] along with it.

[33:19] >> Awesome. And we got people working on

[33:21] extra now. So,

[33:22] >> very much so.

[33:24] >> Any other comments on this?

[33:25] >> Yeah.

[33:26] >> Okay.

[33:26] >> So, since we're on recorded meeting, I

[33:29] want to make sure that everyone knows we

[33:30] have legal obligation to do these. So, I

[33:33] am a big supporter and will continue to

[33:35] push to close city hall and use every

[33:38] person in here until we get it solved.

[33:40] Um, I think that we have a small group

[33:42] of people in the public that don't even

[33:44] live in Cloverdale that are weaponizing

[33:46] the system. We got no less than a dozen

[33:48] from one person in the past week. I

[33:51] think that our attorneys need to step in

[33:53] and start clearing these out and making

[33:56] the scopes clear as to what you can and

[33:59] can't change as you go through these

[34:00] processes. You can't just email the city

[34:02] manager and say, "I want receipts from

[34:06] 26 2020 to 2026. It doesn't freaking

[34:09] work that way." And we need to start uh

[34:11] making people understand that's not how

[34:13] you do it. You don't get information by

[34:14] being the loud bully. And I'm I'm sick

[34:17] of it and we're catering to these people

[34:20] and I'm I'm done with it. So, we need to

[34:22] do exactly what you're saying, but add

[34:24] more people to it. And I hope they're

[34:25] watching this meeting. Um our attorneys

[34:28] need to step up. This is absolutely

[34:30] ridiculous and I've made it very clear

[34:32] to them and so I'm hoping something

[34:34] changes drastically in the next month

[34:36] with that that load and the people that

[34:39] are making these um frivolous PSAs in my

[34:43] opinion for the most part

[34:46] because if they don't change then and

[34:49] the city the attorneys don't help then

[34:51] we're going to have to start looking new

[34:53] ways to make this work right because we

[34:55] can't we can't sustain

[34:57] >> so it's sustainable model that we had

[34:58] and honestly It's it's been a a

[35:00] hardship.

[35:02] Every clerk has had this problem for

[35:03] years. It was a hardship in my last

[35:04] agency. It's just it's the nature of

[35:07] records requests. Um

[35:10] but people are are abusing the system.

[35:12] For example,

[35:14] uh 10 I I would say about approximately

[35:17] 10 paras that we have open now are from

[35:19] some data branch website and they're

[35:23] asking us for every single vendor thing

[35:26] like um contract all these things based

[35:28] on on softwares we don't even have

[35:30] because they want to know which ones we

[35:32] don't have. And then I guarantee you a

[35:34] few weeks after we close it, we will be

[35:36] hearing from those vendors going, "Hey,

[35:37] we have a program for you. we have a pro

[35:40] like because you know on one of them was

[35:42] do you use civic plus right and we're

[35:45] like yeah that's our website but they

[35:46] had nine other things and they want 10

[35:48] different records for all those many of

[35:49] them will be non-responsive the programs

[35:51] we do have we're going to send them to

[35:53] them because we have to and they will

[35:54] get to see oh they spend this much on

[35:56] their website we can beat that and it's

[35:59] people are using it they're weaponizing

[36:01] the P and it's and it's going

[36:02] countrywide and it's time consuming and

[36:05] here's the thing like you mentioned

[36:06] before you get into Santa Rosa and the

[36:08] Windsor

[36:09] whatever. Some of the city clerks have a

[36:11] staff.

[36:13] >> It's their soldier.

[36:13] >> Okay. So, we're we're right now patch

[36:15] and playing in Cloverdale here. We've

[36:16] got a temp that came in. We've got the

[36:18] addition of assistant city manager.

[36:20] We're going to close and do all this.

[36:23] We're trying to create that staff that

[36:25] we don't have. So, what people also got

[36:27] to realize, and this goes along with

[36:29] what vice mayor is saying there is like

[36:31] we are in here doing this. You know what

[36:33] I mean? This is recorded. People need to

[36:35] have, yes, there's a timeline and

[36:36] there's a legal obligation to do it.

[36:38] We're trying to meet that. But if we

[36:40] don't, due to the lack of personnel to

[36:42] do it, lawyers need to step in and say,

[36:44] "Hey, there's got to be something there.

[36:46] Is there an exemption? Is there an

[36:48] extension? Is there whatever?" Because

[36:50] we're doing what we do to get it. And if

[36:53] and then it's just instead of these

[36:55] people accepting that, then we've got

[36:58] boom, I'm going to barrage you with

[36:59] something else because you're not paying

[37:00] attention. You're not paying attention.

[37:02] And they're just coming hot and heavy.

[37:03] and now it's turning into something

[37:04] that's not doable.

[37:06] >> So, so anyways,

[37:08] >> yeah, it is disheartening and I'll say

[37:09] that from a personal note. Um, it well

[37:12] criticism is part of the job

[37:15] >> and I understand that. I think from a

[37:17] personal it's really hard because I am

[37:19] putting 50 plus hours a week into my

[37:21] job, right? I'm salary. It's not

[37:23] overtime. I'm doing it because I and

[37:26] it's not all pays. I have a lot of other

[37:28] duties and a lot of other fires um

[37:30] because of our our current staffing

[37:32] model which we all know needs we need to

[37:33] look at something we're looking at

[37:35] >> but it's hard to you know when people

[37:37] are this person's failing at their job

[37:41] and I sometimes agree with it but it's my name's a part of it but it's not

[37:45] necessarily me it's just we're doing

[37:49] what we can with what we have and we

[37:51] don't have the staffing model that other

[37:52] cities have. When I worked in Santa

[37:54] Rosa, you're right. The city clerks has

[37:56] a deputy city clerk. They had a

[37:57] full-time. They had a full-time records

[37:59] manager. Every single department had a

[38:01] records manager for those departments.

[38:04] were finding the

[38:05] records, adapting them, reviewing them.

[38:07] Each department has a city attorney

[38:09] assign an assistant city attorney

[38:10] assigned to them to go over the records,

[38:12] produce them, and that's how they were

[38:14] able to often provide records within a

[38:16] certain amount of time. But they too are

[38:19] inundated. Larger cities, bigger funds,

[38:21] but same problem. The issue that I'm

[38:23] finding is that we have none of that.

[38:25] >> We have sometimes a tent, sometimes or

[38:28] we have strategizing. We're doing what

[38:29] we're doing.

[38:29] >> In a low-inccome town, you're not going

[38:31] to be able to have big staff. It'll

[38:32] never happen with. So,

[38:34] >> we're trying the first thing, which is

[38:35] close city hall doors for most hours and

[38:38] utilize the staff that we have. You know

[38:39] what's next? I'm going to recommend

[38:41] closing parks and bringing in certain

[38:43] staff from outside that are within our department.

[38:46] >> Whether it's our public works director,

[38:48] assistant public works director,

[38:49] whatever they are. your your wa your

[38:51] water guy, what whoever it is, we'll

[38:54] shut down two or three parks. So, so

[38:56] they're going to sit there for six

[38:57] months while we do this.

[38:59] >> And I want the community to know this is

[39:01] why this is all we have. There's no more

[39:03] money. Yeah.

[39:04] >> What you get, we're going to live with

[39:05] within our checkbook. We're not going to

[39:07] max out and screw ourselves over.

[39:10] Not Not while I'm here at least. Mike,

[39:12] if someone just sends an email asking

[39:15] for something that I could, you know, or

[39:18] someone could readily give to them, I

[39:20] mean, is that when does it become a P

[39:22] and when is it just like the the

[39:25] California Public Record Act is

[39:28] we can treat it however we'd like to as

[39:30] far as how the intake um the records act

[39:33] does not require that um they submit it

[39:36] the forms we want or that they do it the

[39:38] way that we want. It helps expedite it

[39:40] because for example, if the public sends

[39:43] an email to the city manager, not

[39:45] everybody knows, oh, you should go

[39:46] through the club. They don't do that.

[39:47] They could come up to the front desk and

[39:48] just hand a piece of paper or verbally

[39:50] say, I want these things. And the public

[39:53] record says that's all they have to do.

[39:56] We try to make things a little easier.

[39:57] We build, we build a process, but also

[39:59] administratively, we need a process to

[40:01] be able to keep track of it. So, for

[40:02] example, if a requesttor comes in, it

[40:05] goes to assistant city manager, city

[40:07] manager directly, or even a council

[40:08] member.

[40:10] If it's a readily available record,

[40:12] sure, send it over to them. If you know

[40:15] there aren't exemptions, if you know

[40:16] it's something they can do, if you know

[40:18] it doesn't have require city attorney

[40:20] review,

[40:22] by all means, low hanging fruit, let's

[40:24] close it. But then I go back in, I still

[40:27] assign it a P number. I still put in

[40:30] that information. Um, we do have a

[40:31] software which we're hoping to launch

[40:33] soon. It takes a lot of training and

[40:35] things. That's why we haven't done it

[40:36] yet. But once that software, it's going

[40:39] to auto assign members. It's going to

[40:40] really help some of the administrative

[40:43] side of things. For example, our temp is

[40:45] right now just processing a bunch of

[40:46] PAS. We've received just that initial

[40:48] response and it's going to take two or

[40:50] three hours. So that's what I think

[40:52] there's a disconnect in people thinking

[40:53] that we just walk into a room, find

[40:57] their record in a file like a dentist

[40:59] office or something and go here you go.

[41:02] Many of them are sitting in boxes down

[41:04] at the yard. They need to be found. They

[41:06] need to be scanned. They need to be

[41:09] reviewed by me, reviewed by our city

[41:11] attorney, and then maybe redacted.

[41:13] Maybe, you know, there's a lot of stuff

[41:14] that happens. None of that happens

[41:16] overnight.

[41:17] >> It often takes weeks. And that's what I

[41:19] think is hard because even PAS like some

[41:21] of the recent ones that we closed, they

[41:23] were closed within like seven or eight

[41:25] days, but we still got a lot of negative

[41:28] feedback from that. So where I'm like,

[41:29] that's like record time. We have others

[41:31] that are waiting. And like you said,

[41:34] jumping's can be problematic. But we do

[41:37] jump around if there's one. Of course,

[41:39] let's give you record that. Some of some

[41:41] of these things people are asking me for

[41:42] I know are public

[41:44] >> totally

[41:45] >> and you know and I don't want them to

[41:47] like jump ahead just because

[41:49] >> but at the same time I want to help you

[41:51] clear the deck

[41:51] >> and that's why if you look at our

[41:54] pick I got this here take it

[41:55] >> if you look at our spreadsheet it's

[41:56] color coded but there's red and green

[42:00] >> it's a red and green all the way down

[42:02] the list because we close it we can but

[42:04] there's many that come in and sometimes

[42:06] you know it just takes time and it's

[42:08] they're all competing against each other

[42:09] which is time because the the time is

[42:11] the issue we don't have.

[42:13] >> Well, it might like like Todd's saying,

[42:16] you know, it might come to that. You

[42:17] start seeing things in the city drop off

[42:20] because we've got we're inundated with

[42:22] these and now guess what? Your your

[42:24] barbecue isn't planned anymore because

[42:25] that park is closed. Whoa, what's going

[42:27] on? You know, I mean, when you start

[42:29] feeling it like we're doing Christmas go

[42:32] away.

[42:32] >> Exactly.

[42:32] >> Because you need that money in your

[42:34] budget.

[42:34] >> Yeah. Right.

[42:37] So that is some of the problems which

[42:38] you're seeing in my office either way

[42:40] because I'm focusing on deadline driven

[42:42] things. It's what my world has become.

[42:44] It's no longer the wouldn't it be nice

[42:46] if like I have laundry lists of things

[42:48] that I want to do and accomplish. But

[42:50] right now the only list that matters is

[42:52] what we have to do and we had to do

[42:55] elections. We had to do those that right

[42:58] >> crushed the Pas. It really did.

[43:00] >> Yeah.

[43:01] >> We have to do PRA. We have to build

[43:03] agendas. We have to do minutes. We have

[43:05] to process resolutions. We have to do

[43:06] those things

[43:07] >> all on a timeline.

[43:08] >> And we all have timelines, which for

[43:09] example, and admittedly, I'm saying

[43:11] this, it's one of the things that we

[43:12] have an intern coming. We're we're

[43:13] hitting every way we can, but we have

[43:15] interns that are going to be processing

[43:17] all our resolutions because I haven't

[43:18] processed other than the deadline driven

[43:20] ones, the mandated ones that we need to

[43:21] submit. I haven't done a resolution in

[43:23] 2026. It's August. That's crazy. We had

[43:26] complaints that we didn't have minutes

[43:28] up there, right? Haven't done them

[43:30] because they are not mandated by law. So

[43:32] like we're doing everything that we have

[43:34] to do whether it's a brown act thing a

[43:36] pure a public records act thing so or

[43:39] the election of code those things were

[43:41] all required which I'm you know for lack

[43:45] of a better term there's multiple fires

[43:48] on one fire engine I can put water on

[43:50] each one but I never get to just put out

[43:52] a fire because if I do that other fire

[43:54] burns and I'm we're getting burned a

[43:55] little by P. So a few more fire engines

[43:57] showed up which is great but we have so

[44:00] many other things and aspects that it's just problematic and that's the

[44:03] nature of the office but

[44:04] >> we see how important it is. I want

[44:06] people to see, you know, just connect

[44:07] that conversation. This conversation

[44:09] right here,

[44:10] >> how many doors does it take to do a

[44:12] agenda for say city council?

[44:15] >> Depends on the agenda.

[44:19] >> Rough.

[44:19] >> I mean, you're looking at no matter what

[44:21] administratively I'd say.

[44:25] >> I'm fast. I could do it in three hours

[44:27] on a shorter agenda, a larger one. A lot

[44:30] of it depends on too. Um

[44:34] include the person who wrote the stamp

[44:36] right

[44:40] » I mean how many hours do you put in

[44:42] total between all staff members do you

[44:44] think how many hours

[44:46] >> it's one of the reasons that for example

[44:48] subcommittees

[44:49] >> the reason I asked is maybe you don't

[44:50] close the park maybe you don't maybe

[44:52] cancel all your council meetings

[44:54] >> when we had when for example when we had

[44:55] a break

[44:56] >> I mean

[44:59] time

[44:59] >> no when we had a break in council

[45:01] meetings we like, you know, it's during

[45:02] July or whatever. Um, not having that

[45:05] council meeting, not having

[45:06] subcommittees, record closures and PRs

[45:09] because all of a sudden I can read it

[45:10] for

[45:12] >> Well, here's the next question. I'm

[45:13] thinking about it. Do you have how many

[45:16] on those agendas? I understand you've

[45:17] got a pile four hours, say four hours,

[45:20] but what's the timeline? I know there's

[45:22] a timeline. You have to have it out

[45:24] obviously 72 hours before, but what's

[45:26] the timeline for people to come in and

[45:28] request something to be put on the

[45:30] agenda? That should be going through

[45:31] myself and and city manager here. Yeah.

[45:34] But when we get people that are coming

[45:35] in, I want this, I want this, how much

[45:37] more time does that have? Because then

[45:38] we need to tighten those strings.

[45:41] >> Or it goes on the next one.

[45:42] >> Perfect. Okay. I just want to make sure

[45:44] we're not we're not accommodating

[45:45] everybody. Be like, "Okay, hold on." You

[45:47] know, agenda management, we try our best

[45:50] >> to where we work with senior staff the

[45:52] week the two weeks prior.

[45:54] >> They have a deadline. if they don't

[45:56] reach it, we're a little flexible,

[45:58] especially with newer staff because we

[45:59] don't train them on all the different

[46:00] forms and things that we need.

[46:01] >> But um

[46:03] >> there's times we've had to kick items

[46:04] and we're like, "This isn't ready." We

[46:06] don't have to have written reports for

[46:08] every item, too.

[46:09] >> No.

[46:09] >> Right. It could just be on the agenda

[46:11] that we talk about.

[46:12] >> And that's something maybe we'll do that

[46:14] as long as

[46:15] >> we want. These are all twists and and

[46:17] turns we can take to to streamline. You

[46:20] know what I mean?

[46:20] >> Become a lot easier to do.

[46:22] >> Yeah. It makes

[46:24] we you feel like in the last three or so

[46:28] years since I've been four years since

[46:29] I've been here, we've been

[46:31] >> I've been streamlining as much as I can

[46:33] to try to

[46:34] >> make up time. Um, but I think we're

[46:37] finally getting to a head where it's

[46:38] just

[46:39] >> there's not much else we can do

[46:42] >> then divert attention in other ways. You

[46:44] know,

[46:44] >> I think you gave your paycheck a budget

[46:46] >> and and they're into at least a halftime

[46:49] person. So, we're we're working on that,

[46:51] too. So that will be a permanent

[46:52] halftime city employee and we just need

[46:55] to get that refined and get the salary

[46:57] and bring it back. So

[46:58] >> yeah, and that's what's coming in

[47:00] September. We're hoping to be able to

[47:01] it's going to be a

[47:02] >> temp will go away. We have he'll have

[47:04] somebody they can do the planning

[47:06] commission.

[47:07] >> Can you put on the website

[47:09] >> for transparency who is asking for it?

[47:14] >> Once we have the software up, anyone can

[47:16] look up a P that's one of the goals too.

[47:19] Um, and not in a punitive way, just so

[47:21] people can see. Um,

[47:23] >> it's transparency.

[47:24] And often, I wouldn't

[47:26] say as much here. I haven't seen it too

[47:28] much, but um, like when I worked in

[47:30] Santa Ros, a much larger agency, once a

[47:32] P is closed, it's available to the

[47:35] public because if they have the same

[47:36] questions or asking for the same

[47:37] records, we can just be like, it's right

[47:39] here. Here you go. Versus like

[47:40] initiating an entire new

[47:42] >> I like that. That's great.

[47:43] >> So, there's parts of that. There's a lot

[47:44] of those little things. Um,

[47:47] >> and luckily, it's already budgeted. Uh

[47:49] that's not where we just got to get it

[47:50] online which is the goal. We need to get

[47:51] a relative zero so we can

[47:54] >> start once we get to November it's going

[47:56] to slow down. We can start

[47:57] >> so that will have the

[48:00] other

[48:00] >> but if anybody put in like we've had

[48:02] people put in Pas

[48:05] >> then that's fine too. So if somebody

[48:07] puts in a PR I will give them here's

[48:08] every email because there's no I mean

[48:10] other than exemptions with that software

[48:12] they'll go through a portal requesting a

[48:15] PR. Correct. that will send an email to

[48:17] the interested department. It just move.

[48:21] It's going to move that fast. So, you

[48:23] won't have that step of, hey, do you

[48:25] have that building department or

[48:26] whatever? They'll just get an alert.

[48:28] >> And a case in point, too, that I want to

[48:30] be on record just so the world knows.

[48:32] Well, we do go ahead and we don't play

[48:35] favorites. I really don't. Like, we have

[48:36] a council member that I submitted to

[48:38] Paris. They're waiting in the queue,

[48:40] too. I mean, it's just we're doing what

[48:43] we can with what we have. um what we

[48:46] have right now the band-aid approach of

[48:47] all these different issu or strategies

[48:50] is going to help a lot but it again it's

[48:54] not a sustainable way but maybe it is I

[48:58] don't know like that's a discussion

[48:59] we'll have hopefully in September um

[49:02] >> your position

[49:03] >> that's going to be a part of the

[49:04] conversation I think it's it's a part of

[49:06] the justification for it but in that

[49:08] justification we're going to be doing

[49:09] really a deep dive into why we need

[49:13] support and and council could consider

[49:15] and

[49:16] >> I think you we did that at the budget

[49:19] board.

[49:23] » Just need to say it's obvious,

[49:24] >> but it's really like when we we're going

[49:25] to break this we're going to bring a lot

[49:26] of figures and numbers and a request of

[49:28] the budget uh

[49:30] >> more or less what can we actually

[49:32] afford? Do we can we afford a full-time

[49:35] a permanent part-time just temps? Do we

[49:38] afford multiple temps? Do we afford

[49:39] multiple part times? and I'm going to

[49:40] have a couple of different options and

[49:42] council will hopefully just pick one and

[49:44] we will run with it.

[49:45] >> Um

[49:46] >> I thought you should make a

[49:47] recommendation.

[49:48] >> There's definitely going to be a

[49:48] recommendation that's going to be option

[49:49] but got

[49:51] >> it'll be a tear crow.

[49:54] I'm saying it here like any option will

[49:57] be better than what we're doing now. Um

[50:00] there's of course the best option

[50:02] similar like the police station. Of

[50:03] course we all want the this. Is that

[50:05] what we can do? Maybe not. But option

[50:06] two would be cool too. option three or

[50:09] four is not so good,

[50:12] >> right? But, you know, I want to be able

[50:13] to get the council informed decision um

[50:16] the ability to make an informed decision

[50:17] and in doing that is bringing metrics

[50:19] and bringing strategies.

[50:23] » All right. So, yeah, when that comes,

[50:25] I'll have some questions for you guys

[50:27] ahead of time so we have answers

[50:29] prepared.

[50:29] >> That'd be great.

[50:30] >> A lot of questions that will have to

[50:32] come out fleshed out from outlook.

[50:35] >> Yep.

[50:36] >> All righty. Any other comments on that?

[50:40] Any retired guy comments over there?

[50:43] >> Good.

[50:45] >> Welcome.

[50:47] >> Still didn't win. Shame.

[50:49] >> Doesn't matter.

[50:51] Second is first loser.

[50:55] >> All right, let's move into German at

[50:57] 251. Thank you, gentlemen.

[50:59] >> Thank you.

[51:03] » Not that time's on record, Mike.

Administration Subcommittee - August 19, 2026

Agenda

Transcript