Committee of the Whole

City of Gahanna 200 South Hamilton Road Gahanna, Ohio 43230 Meeting Minutes Monday, January 13, 2014 7:00 PM Council Committee Rooms Committee of the Whole Thomas R. Kneeland, Chair Karen J. Angelou Ryan P. Jolley Brian D. Larick Jamie Leeseberg Stephen A. Renner Michael Schnetzer Kimberly McWilliams, CMC, Clerk of Council Committee of the Whole Meeting Minutes January 13, 2014 ROLL CALL: Present 7 - Ryan P. Jolley, Thomas R. Kneeland, Brian D. Larick, Jamie Leeseberg, Michael Schnetzer, Karen J. Angelou, and Stephen A. Renner ADDITIONAL ATTENDEES Dottie Franey, Gen. Williams, Anthony Jones, Matthew Holdren, Karl Wetherholt, Sue Wadley, Mayor Stinchcomb, Alan DeLoera, Jennifer Teal, Joann Bury, Tony Collins, Chief Murphy, Press, multiple members of the public. ISSUES - From the Director of Human Resources: 1. Bargaining Unit Contract Extension Wadley brought forth the extension of contract with steelworkers ; currently using Interest Based Bargaining process; that is working well; hoping to wrap it up by end of February; union has seen agreement extension and will sign off on it if approved by Council; all conditions of agreement will remain same. Larick asked if there will be another executive session. Wadley answered not at this time; maybe after next meeting. Larick asked how many negotiation sessions have occurred since last meeting. Wadley answered 1; 2 were scheduled but 1 had to be cancelled; do not know that I would have enough additional information to share. Larick stated we could use one before next Council meeting. Angelou and Renner agreed. Jolley asked what is there to discuss if Wadley has no new information. Larick said he is not clear on what the targets are. RECOMMENDATION: Consent Agenda, no need to come back, emergency and waiver. HR-DOCS Bargaining Unit Contract Extension Documents from HR ISSUES - From Council 1. Project Manager Position Franey stated as you all know Mike Andrako was Deputy Service Director; there was a project administrator position; Matt Holdren was hired from Westerville Engineering to that position; when Andrako moved on to Marysville, he left a huge void; what he was very good at and knew best of all was traffic signals; Holdren stepped up, learned software and made the transition seamless; chose to promote Holdren to open Deputy Service Director position; funding for position of City of Gahanna Page 1 Committee of the Whole Meeting Minutes January 13, 2014 project administrator was being split from General Fund, Stormwater, Sanitary and Water Funds; 4 funds; our department looked at the 3 positions (Director, Deputy Director and Project Administrator) and their duties; split them in a way that we thought made the most sense; Deputy Director was being fully funded by General Fund; we maintained split because Holdren is maintaining those duties and taking on many new duties of Deputy Director. Larick welcomed Holdren. Council introduced themselves. Schnetzer confirmed Holdren grew up in Gahanna. Holdren said yes, he graduated a few years behind Ryan Jolley, 2002. Kneeland said there has been some discussion on the Project Administrator position now; and the desire to hold that. Franey said the intent is to vacate that; Holdren and I will work very closely; during construction season his focus will spread out. Larick asked about defunding that position, similar to Assistant City Administrator position. Kneeland stated would take legislative action; in support of that; currently funding with 3 proprietary funds and general fund. Franey stated yes carried forward same breakdown. Schnetzer and Angelou agreed with defunding the Project Administrator position. Renner stated we are not eliminating, just defunding. Larick asked how you have gone about keeping the evaluation of the roads consistent with Andrako leaving. Holdren stated the program Andrako set up takes multiple people and funnels that data and gets the same results. Franey stated Andrako worked with Holdren; later in the meeting, we will be requesting street rebid, the attachment is tons of data done by Holdren. Schnetzer stated the tour that Leesberg and I did actually showed Holdren in action with a handheld device, entering data live; very accurate. Holdren stated past scores are in database when rating. Teal said Council will have a hard number to deappropriate. RECOMMENDATION: Legislation to deapproriate funds for Project Administrator Position. 2. Electronic Packets Larick stated Clerk McWilliams and I have been discussing migrating us to an electronic environment for a few weeks; Legistar has an Apple-specific component; looking at what is an effective way to migrate from paper environment to electronic environment; all of the equipment we have is extremely old; short form is essentially migrate to Council and Planning Commission having iPads; Apple is the single application environment it works in; one of the interests I have is not having the City take on an expense for a piece of equipment that would be used in many external ways; can we do this in a payroll deduction where the City acquires them and we repay and purchase ourselves through payroll deduction; would like to see your thoughts and concerns. Kneeland asked if this is to be implemented in 2014 or City of Gahanna Page 2 Committee of the Whole Meeting Minutes January 13, 2014 2015. Larick answered immediately. Kneeland stated my concern is the process; inundated with pieces of equipment and don't want another one; have to look at streamlining and validating the process first; if Wifi isn't functioning, iPads won't work; set up a test scenario; would support that venture into the future; other thing is if someone owns their own, do they have to purchase another. Larick said Jolley and Renner have completed the pilot to date; has been successful; the solution to inability to have internet application is the ability to download and have it hard on your system; do that ahead of time or have 4G; there would be no need to purchase additional equipment if you already have a device; if you have one simply download the app; if you don't have one, buy it through payroll deduction. Renner said he has iLegislate and has been using it; another part of the process is the impact on Council office on putting those documents in. McWilliams said she tried to email the packet as a document and it was too large to email; there is a cap on our server; with the epacket, there is no cap on it and have not had that be a problem. Kneeland asked won't the packet still be placed online for the public as well. McWilliams answered yes we do that currently; Friday before the meeting; Legistar indicated they were going to try different platforms. Larick wanted to talk about workflow and costs. McWilliams stated just having electronic will greatly reduce costs for paper and we have an officer driving the packets out for delivery; we sent out electronic packets to directors and got no negative feedback. Larick stated immediately in place is electronic environments; paper packets have also been completed; immediate plan is to run paper through month of January, if iPad can be completed, would have electronic exclusively in February. Teal stated this would have to be treated like Police Duty Weapon Fund; that would require formal creation of a fund; no step would be complicated to administrate; would require a letter to stated auditor; process would take 6-8 weeks. McWilliams said there is no extra cost with the software. DeLoera stated the cost without a data plan for 16G device, smallest one you can get, market is $499; 128G is $729; with data plan, they are sold at a lower cost; looking at standardizing for everyone, looking at iPad Air; reflective of state contract pricing with Verizon Wireless Government. Kneeland asked about maintenance and repair if these are truly personally owned. Alan stated that is personal, we would just be looking at software itself. Jolley stated this seems far more complicated than it needs to be. Schnetzer asked if we can expedite it if we have money up front. Teal answered we would have to have something appropriated to cut the check legally and have that paid back immediately. Angelou asked wouldn't it be easier to just go out and buy your own; though she has a device and doesn't particularly want another one. Larick stated we have the alternative in place, the links with laptops. Mayor stated as you look around the room, we've had a bring your own device environment in place, City City of Gahanna Page 3 Committee of the Whole Meeting Minutes January 13, 2014 has not funded any of this. Renner confirmed that the overall goal is to go electronic by February 1st; that is the question. Leesberg asked about records retention; if it is your personal device is there a situation where you would be without your device. Larick answered it would be like webmail conceptually. Kneeland said he thinks we need to bring it back for another discussion. Larick asked that any questions or concerns be provided to Kim by next Wednesday, end of day; that way they can be reviewed before next committees. ISSUES - From City Attorney 1. Franklin County Public Defender's Contract Ewald said this comes from Court regarding indigent defendents; contract received from Franklin County; when an indiviual is at a certain poverty level, they are provided a public defender; costs us $65 per case; this is a one year contract; renewed every year; public defender downtown defends indigent when determined they meet the requirements. Teal stated we have had a year where it came out at about $6,500 but average is $3,800 per year; Ewald stated the contract needs to be retroactive to January 1st, did not receive contract until January 8; ask that Council adopt and approve contract retroactive to January 1, 2014. Renner asked what fund this comes from. Teal answered General Fund; Court brings money from fines and fees into General Fund; all their operating expenses come out of the General Fund; revenue from Court exceeds those expenses by substantial enough margin to say it is fully covered by those fines and fees. Larick asked if there was set amount from each case. Teal answered no. RECOMMENDATION: 1st Reading, No need to come back, Emergency and waiver retroactive to Jan. 1st., Consent Agenda. FCPD Franklin County Public Defender Contract CONTRACT Jayme D. Maxwell, CMC, Reporting City of Gahanna Page 4