[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.