City of Byron Administrative Committee met June 5.
Here is the minutes provided by the committee:
MEMBERS PRESENT: Chairman Alderman Christy Hanlin, Alderman Todd Isaacs, Alderman Amber Dach
MEMBERS ABSENT: Alderman Dan Reilly
OTHERS PRESENT: City Attorney Kim Krahenbuhl, Police Chief Todd Murray, Public Works Director Aaron Vincer, Economic Development Director Larry Hewitt, Matt Pendergrass Alderman Hanlin called the meeting to order at 5:19 pm.
1. PUBLIC COMMENT – None
2. APPROVAL OF MINUTES MAY 1, 2019: Alderman Hanlin motioned to approve the Administrative Committee meeting minutes of May 1, 2019, seconded by Alderman Isaacs. Motion passed.
AGENDA ITEMS WERE DISCUSSED IN THE FOLLOWING ORDER: #1, 2, 5, 10, 3, 4, 6, 7, 8, 9, 11-14
3. 2019-2020 BUDGET – Alderman Isaacs presented the preliminary budget (95% complete), and informed Attorney Krahenbuhl that a preliminary Appropriations Ordinance will be available later in the week. The budget will be complete by the middle of the next week. Under revenues, he estimates $2.2 million in general revenue. That covers the city, the Police Department, Public Works, Planning and Development and Building and Zoning. The bond tax and streets should be the same amount we pay out in bond payments. He still needs insurance numbers. We may have to do an interfund transfer of water and sewer. The General Fund is higher than normal, and he would like to see some cuts made. We may have TIF funds available to finish paying for the parking lot this year. Director Vincer would like to finance a new truck and he has funds available. The last payment of $186,000 for 3rd Street is included. He would like to look at water and sewer rates to make sure we are covering operating costs. He invited everyone to contact him with questions.
4. HIGHWAY AND DOWNTOWN FAÇADE DESIGN STANDARDS – Nothing new. Director Hewitt said there are several TIF applications to be looked at tonight. Reruns will be redoing their façade. O’Hare’s asked for suggestions of awning colors. It was the awning stripes on O’Hare’s application that the committee objected to.
5. PUBLIC WORKS EMPLOYEE COLA – Director Vincer advocated for the two employees in question as to whether they should receive the COLA increase this year since their starting pay was higher than the pay scale. They are both good workers, and he feels we are getting more than we are paying them in value. Alderman Hanlin agreed that the dollar amount is minimal, but questioned whether we should go off of the pay scale, although she added that the pay scale was put into place at a time when the city was in worse financial shape than we are now. Alderman Dach asked if COLA increases have been given to everyone in the past. Alderman Isaacs said he believed so, but there were two employees that were already over the pay scale when it was put into place, and they did not receive COLA until the scale “caught up” with them. He added that we need something in place for entry level employees, but the pay scale doesn’t account very well for employees that are hired on that have many years of experience and therefore start higher than our minimum. Alderman Dach suggested making the decision on these two employees, and then setting policy for the future. Alderman Hanlin suggested some departments, such as Public Works, would benefit more from having more experienced employees. Attorney Krahenbuhl said that many companies, such as the Oregon Park District, have ranges of pay for employees to account for the level of experience they have. These levels, however, need to be adjusted about every three years. There is a “slot”, or range of pay, for every position they would hire for. Those who go beyond the scale do not receive any pay raises. Director Hewitt mentioned that the scale was originally put in place because of the Police Department, who are now union. The number of employees that the scale now covers is very small. Alderman Dach said that the risk of losing good employees is not worth denying them the COLA increase. It was agreed that the pay scale will be revisited. Alderman Isaacs questioned the validity of the original study. Alderman Hanlin asked Attorney Krahenbuhl if the union could request changes in the Police Department if we increased the pay scale. Yes, they could, but currently the Police Department is not under contract. Director Hewitt said the pay scale is good in theory, but the chart needs to be reviewed for the few employees that it covers. He has concerns that we will lose good employees as a result of the current pay scale. Alderman Hanlin concurred that the committee feels the COLA increase should be granted to the two Public Works employees.
6. PEDDLER’S PERMIT REVIEW – Director Hewitt said that our Peddler’s Permit currently runs $25.00/day or $100.00/week, which keeps the number of peddler’s to a minimum. A rep from Edward Jones is currently paying $100.00/week and asked if there could be a yearly payment option. Alderman Hanlin asked if we could implement an annual Solicitor/Peddler license. Chief Murray would also like to revise the application and combine the Solicitor’s and Peddler’s permit into one. Chief Murray added that they are looking at the Parking Ordinance and possibly raising parking ticket fines.
7. O’HARE’S HAIRPORT TIF APPLICATION – Director Hewitt will speak with Lynn O’Hare about awning colors.
8. CUB CADET TIF GRANT – Director Hewitt reported that Cub Cadet wants to put up a monument style sign and they have been asked for a picture of the proposed sign.
9. EDWARD JONES TIF GRANT – Mark Peiffer at Edward Johns has applied for a TIF grant in the amount of $1,695.00 for exterior painting, awning replacement and a porch/railing. The request is within current downtown façade guidelines, and Alderman Isaacs motioned to approve the TIF request. Seconded by Alderman Dach. Motion passed.
10. CAVE INN OUTDOOR FENCE VARIANCE APPROVAL – Director Hewitt reported that the fence is up and it is it placed where we asked. The hardware is adequate. Final inspection has not been done, but is scheduled. Attorney Krahenbuhl said that there are concerns that people have already been seen using the outdoor area before the permit has been granted. The Cave owner Matt Pendergrass was present and explained that he bought the lot in fall and had it cleaned up. He received permits to complete the work on the patio and assumed he was working under those same permits. Alderman Isaacs pointed out that the fence variance is separate from the other permits. Matt and Director Hewitt had many conversations, and he apologized for not going through proper channels. A temporary fence had been put up, and he had been told by Chuck at the Health Department that smoking and drinking would be allowed in the fenced area as long as there were no tables and chairs in the fenced area. Alderman Hanlin questioned why he would believe a county employee when the permit is issued by the city. Matt said no city employees had contacted him to stop the work, but Alderman Hanlin said he was asked to attend last month’s meeting and he did not. He said he put up an ornamental fence to dress up the downtown. He misunderstood the process, and was not trying to circumvent the system. Alderman Hanlin has been receiving phone calls asking if his permit was granted to open the patio, and she feels she was put in a bad position when she would reply no only to have him operating without the permit. Alderman Isaacs agreed the fence is a good thing, but he needs to follow protocol. Matt said that Dach Fence had come to put up the fence when he did not expect them. Alderman Isaacs motioned to approve the fence variance for Cave Inn pending pictures being available and seen before making the recommendation to council. Seconded by Alderman Dach. Motion passed.
11. CITY WEBSITE – No discussion.
12. EXECUTIVE SESSION (Section )(c)(1)-Personnel - No Executive Session.
13. EXECUTIVE SESSION (Section)(c)(21)-Review and Approval of Closed Meeting Minutes - No Executive Session.
14. ADJOURN – Meeting was adjourned by Alderman Hanlin at 6:20 p.m.
https://www.cityofbyron.com/vertical/sites/%7B67304C08-5FC3-4329-8F07-4786D33EE040%7D/uploads/6-05-19_Admin_Comm_Minutes-Approved.pdf
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