City Council

Savannah City Government SUMMARY/FINAL MINUTES MAYOR AND ALDERMEN WORK SESSION CITY MANAGER’S BRIEFING September 6, 2012 10:00 a.m. PRESENT: Mayor Edna B. Jackson, Presiding Aldermen Tony Thomas, Chairman of Council Alderman Mary Osborne, Vice-Chairman of Council Aldermen John Hall, Carol Bell, Mary Ellen Sprague, Tom Bordeaux and Estella Shabazz City Manager Rochelle D. Small-Toney City Attorney James B. Blackburn Asst. City Attorney William W. Shearouse ABSENT: Alderman Van R. Johnson, II Mayor Pro-tem (out of town) Mayor Jackson called the meeting to order. City Manager’s Bi-Weekly Update City Manager Toney presented information to Council on the following items and she responded to questions of Council and the need for additional information: a) Tentative Budget Schedule September 24th and 25th Retreat for Financial Update and 2013 5-Year CIP; November 5th - 7th Retreat for All Funds 2013 Budget; November 15th 1st Reading of Budget; November 26th 2nd Reading of Budget and Adoption; December 13th Potential Adoption. b) Little Neck Road Improvements estimated at $500,000 for left turn lane at New Hampstead High School was discussed. It is not a budgeted item and could be funded by the schools through permit fees. In-depth discussions to occur at upcoming retreat and a temporary Certificate of Occupancy has been issued pending construction. c) Savannah Gardens Aldermen Hall and Shabazz met with general contractor Mercy Housing and the Savannah Gardens management to discuss possible remedies for deplorable mold and water issues experienced by residents in various units. Who is monitoring them? What type of liability insurance does the City have? Timeframe to resolve water and mold issues in units. d) Recruitment of a Bureau Chief for Community and Economic Development and a Director of Economic Development Recruitment process for both positions has begun. The City Manager provided a detailed course of action to fill these positions with an estimated timeline. Aldermen Bordeaux, Osborne, Thomas and the Mayor all expressed concern regarding this recruitment process with Alderman Hall stating Council should allow the City Manager to perform her job. Mayor suggested forming a search committee consisting of existing city employees and consultants. Alderman Thomas asked for a list of current job descriptions and salaries for all bureau chiefs and directors. City Manager to distribute requested documents to Council on Monday prior to the next Council meeting. Alderman Tony Thomas Wants a job description on the open positions. What is the salary range? How long have they been vacant? Who is on the search committee for the positions? Wants a current organizational chart. 1 e) Travel Policy A revised travel policy was drafted. Changes are per diem from $35 to $46, seven business days to turn in expense forms with itemized receipts (now required) along with conference/meeting agendas, and provision of additional meal expense with validated medical condition for dietary restriction. Aldermen Sprague and Bordeaux both suggested posting staff expense accounts online for more government transparency. Alderman Thomas wants itemized statements for expense account reimbursements. Alderman Mary Ellen Sprague Review of Council’s travel policy. Put staff and Council’s travel on City’s webpage. Alderman Tony Thomas Put travel policy on City’s webpage. Everyone to submit an itemized statement for travel reimbursement. f) Purchasing Department Alderman Thomas expressed concern regarding consultants and contractors receiving renewed contracts without Council approval. City Manager to provide Council with copies of contracts of consultants before the next Council meeting. Alderman Osborne inquired about Charles McMillan’s qualifications and asked for background information. Alderman Shabazz stated this detailed document was provided to her at the start of her term in January. Assistant City Manager Stephanie Cutter acknowledged the system needs improvement and will provide Council with dates of pending requisitions that are in the Purchasing queue. Alderman Tony Thomas Wants a list of all outstanding contracts by 09/20/12. Wants a list of all city consultants. Alderman Tom Bordeaux Wants a list of all outstanding contracts by the Monday before the Council meeting. Wants a list of all city consultants by the Monday before the Council meeting. Alderman Mary Osborne Wants a list of purchasing procedures. Stephanie Cutter to provide Council with dates of pending requisitions. Wants a list of Charles McMillan’s qualifications. Professional qualifications for executive counseling. Who has he performed services for? What are the results? g) YouthBuild Funding City was funded $936,000 for 3 years. h) Coastal Transition Center Aldermen Shabazz and Hall both expressed their concern over the location and its impact on children and senior citizens that live in close proximity of the Center. Alderman Bordeaux stated Council should work with state legislators to get Center relocated to another area. Aldermen Bordeaux and Johnson to meet with legislators on this issue. Alderman John Hall Contact area legislators about the Transition Center’s location in Savannah. Mayor Edna Jackson Alderman Bordeaux to work with City Manager and meet with State Officials. Alderman Estella Shabazz Asked for a timeline. Invite State legislators here for a meeting. Reach out to Jim Burgess. Reach out to Pete Liakakis at the County. i) Request from August 31st Special Session City Manager working on pending requests from Council and will have responses the following week. 2  j) Trip to Greenville, SC Council to tour the Bi-Lo Center and the Fluor Baseball Stadium in Greenville, SC on Friday, September 7, 2012 departing at 8 a.m. via bus from the Civic Center and returning to Savannah at approximately 9 p.m. Disparity Study The City of Savannah, Chatham County, and the Savannah-Chatham County Public School System launched a Disparity Study in 2009-2010. Since the City’s portion of the study had been completed for some time, the City Manager requested Miller 3 Consulting to present their findings to Council today. Assistant City Manager Stephanie Cutter introduced Dave and Sherry Miller of Miller 3 Consulting who presented a PowerPoint presentation of the study with recommendations for the City to move forward. Alderman Mary Ellen Sprague felt the study was outdated and would require current statistics. Alderman Shabazz asked for the entire study which was over 500 pages, and the City Manager stated they could provide it to her. Mayor Jackson asked the City Manager to make two copies for Council to check out at her office for their review. Alderman Estella Shabazz Copy of the full report. Give Mayor two copies so that Aldermen can borrow for review. Alderman Mary Ellen Sprague Wants the statistics to be updated. Consensus to have a more in-depth presentation of the study. Miscellaneous Alderman Tony Thomas Need for a briefing from police chief on recent murders and the gun issues. Arena Update What is the task force doing? Who is on the task force? How is it funded? Give a report at a work session. Executive Session Upon a motion by Alderman Thomas, seconded by Alderman Osborne and unanimously carried, approval was given to go into Executive Session to discuss personnel and real estate. Upon a motion by Alderman Thomas, seconded by Alderman Osborne and unanimously carried, approval was given to come out of Executive Session where no votes were taken. Council broke for lunch. City Manager Rochelle Small-Toney presented the City Manager’s Briefing of the agenda items for the Council Meeting of September 6, 2012. The agenda is attached and made a part of the permanent record. Mayor Jackson adjourned this session. Dyanne C. Reese, MMC, Clerk of Council 3