Common Council

City of Portage Common Council Regular Meeting September 7, 2021 The meeting was called to order by Mayor Lynch at 6:30 PM. Invocation. Pledge of Allegiance. Members Present: Councilpersons Ferdinand Alvarez, Debbie Podgorski, Gina Giese-Hurst, Pat Clem, Scott Williams, Brian Gulley, and Mayor Sue Lynch. Also present was Clerk-Treasurer Nina Rivas and Attorney Dan Whitten. Minutes: Councilperson Williams made a motion to approve the August 3, 2021, minutes; Councilperson Alvarez seconded the motion. Mayor Lynch requested input from the Council. Mayor Lynch requested a roll call vote. Motion passed. 6-yes 0-nays Communication, Correspondence and Announcements from the Mayor: Mayor Lynch reported there is a Covid-19 testing/vaccination site was open today and tomorrow from noon-8pm. Clerk-Treasurer’s Report: Clerk-Treasurer Rivas reported that the monthly finance reports were uploaded to Drop Box and that the Financial Worksheet had been submitted to the DLGF. She suggested the Budget Hearings take place October 5th and October 19th. She stated discussions regarding Tax Anticipation Warrants needed to start taking place. The application will be due soon. She further stated that the MVH Fund is really struggling. She reminded the Council and residents that the new “old” billing software will be fully deployed with October’s billing cycle. SBoA is currently auditing 2019 and 2020’s financials and should be completed the first week of October. Fillable PDF budget Templates will be sent out to all departments tomorrow. Reports of City Officials: Park Superintendent Lori Wilkie, Chief Candiano, Superintendent Reeder, Chief Wilkening, and Community Development Director AJ Monroe reported on departmental activities. Reports from Standing Committees: Councilperson Williams reported on the Ordinance Committee. Councilperson Podgorski reported on the Budget Committee. Unfinished Business: Resolution #21-16, Waiver of Non-Compliance for MCP Councilperson Gulley read Resolution #21-16 in its entirety. Councilperson Williams made a motion to adopt Resolution #21-16; Councilperson Podgorski seconded the motion. Mayor Lynch requested input from the Council. Mayor Lynch requested a roll call vote. Motion passed. 6-yes 0-nays RES #21-16 New Business: Resolution #21-17, a Resolution Appropriating ARP Funds Councilperson Podgorski read Resolution #21-17 in its entirety. Councilperson Williams made a motion to adopt Resolution #21-17; Councilperson Podgorski seconded the motion. Councilperson Alvarez asked what the process was for the decisions being made for the use of ARP Funds. For example, the committee is making decisions on how to use the funds. Councilperson Alvarez asked if the ARP Committee meetings were open to the public. Mayor Lynch responded that the process is the Council votes on approving the spending. Councilperson Alvarez asked what process is being used to determine what the funds are being spent on. He further stated that transparency for these funds is important and that this is a once in a lifetime opportunity grant from the federal government. While the use of funds is limited, he stated he thought it was important for the public to know how the funds are being spent and to be updated every step of the way. He stated, while a resolution is read, how many people really understand what is being said. He further recommended this use of a graphic at City Hall to show how the funds are being used. Mayor Lynch stated the committee is comprised of herself, the City Attorney, two Councilpersons (President and Budget Chair) and the Clerk-Treasurer. Councilperson Alvarez asked who selected the members of the committee. Mayor Lynch stated she formed the committee. Councilperson Alvarez asked if the meetings were made public in anyway and if it was posted at all. Attorney Whitten stated the meetings did not need to be open to the public. He further stated this is a huge undertaking and agreed it’s a once in a lifetime opportunity. Mayor Lynch went on to explain that paying employees and equipment is not allowable. She further stated that the rules governing how funds cand be used will likely change, similar to the CARE’s Act money. She also stated there is plenty of time to use the funds. Councilperson Williams said he agreed with Councilperson Alvarez. He said the use of funds need to be clear, communicated, and transparent. Councilperson Clem stated he thought the spending should go through the Budget Committee before the Council. He said it shouldn’t just come from the Mayor and Clerk-Treasurer’s Office to Council agenda. Mayor Lynch stated only the Council has the authority to approve spending. Clerk-Treasurer Rivas stated that the resolution did not come from her office. Mayor Lynch reminded Councilperson Clem that the Mayor and Clerk-Treasurer CITY COUNCIL MEETING SEPTEMBER 7, 2021 PAGE 2 do not have a vote on how the monies are spent. Mayor Lynch also stated that the two members of the Council on the committee should be communicated that to the full Council. Clerk-Treasurer Rivas stated to Councilperson Clem that his Council President is the person who emailed the resolution to the Council. Mayor Lynch requested input from the Council. Mayor Lynch requested a roll call vote. Motion passed. 6-yes 0-nays RES #21-17 Resolution #21-18, a Resolution Authorizing Temporary Loans Councilperson Giese-Hurst read Resolution #21-18 in its entirety. Councilperson Williams made a motion to adopt Resolution #21-18; Councilperson Podgorski seconded the motion. Mayor Lynch requested input from the Council. Clerk-Treasurer Rivas explained that the current expenses in the MVH Fund are increasing significantly – it’s going in the wrong direction. Councilperson Alvarez asked if the spending trend will significantly impact City finances. Clerk-Treasurer Rivas responded that yes, it will cripple other funds. For example, the city owes the RDC almost one million dollars. Whether the RDC and the City decided to forgive that loan – nonetheless we had the funds available in the MVH-Restricted Fund, which is a heavily restricted fund, to pay back that loan. But one million had to go to MVH already for operations, so that fund is crippled. Now, RDC can wait again. Now were moving to the LIT Fund. What happens when that’s depleted? She further stated there is a disbursement problem. And if we don’t get it under control it will move to other funds. Councilperson Alvarez asked what would happen if they didn’t approve the temporary loan. Clerk-Treasurer Rivas stated that we wouldn’t be able to make payroll. She further stated that she doesn’t have the answer, but she has to let the Council know financial where it’s at. Motion passed. 6-yes 0-nays RES #21-18 Street, Sanitation, and Park Department Collective Bargaining Agreement Councilperson Williams made a motion to approve the Collective Bargaining Agreement; Councilperson Gulley seconded the motion. Mayor Lynch requested input from the Council. Motion passed. 6-yes 0-nays Introduction of Ordinances: Councilperson Clem read Ordinance #21-17 in its entirety. Councilperson Clem made a motion to suspend the rules; Councilperson Williams seconded the motion. Motion passed. Councilperson Clem made a motion to adopt Ordinance #21-17; Councilperson Williams seconded the motion. Mayor Lynch requested input from the Council. Motion passed. 6-yes 0-nays ORD #21-17 Reception of Petitions, Remonstrances and Public Input: Any Matters not Already Considered by the Council: Adjournment: There being no further business to come before the Council, Mayor Lynch entertained a motion to adjourn. Councilperson Williams made a motion to adjourn; Councilperson Podgorski seconded the motion. Mayor Lynch requested a roll call vote. Motion passed. Mayor Lynch adjourned the meeting at 8:10 PM. ATTEST: ____________________________ ____________________________ Nina Rivas Sue Lynch Clerk-Treasurer Mayor