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HomeMy WebLinkAbout11/07/1988COUNCIL WORK SESSION November 7, 1988 5:00 p.m. Large Conference Room Members present: Mayor McKinley, Wright, Fox, Buck, Brown, Dell, Budak. The Agenda, as proposed, was approved. Larry P. Burger, Clerk/Auditor, presented a revised flowchart for the City's purchasing policy. The flowchart indicates that requests for bids may be authorized by the appropriate committee rather than Finance Committee as has been past practice. The Finance Committee will authorize the award of contract and not be involved in the bid taking process. Councilperson Buck stated that a definite purchasing policy is a needed tool for the City. Councilperson Fox asked whether or not the flowchart applies to Boards and Commissions. Mr. Burger indicated that the intent of the policy is to include all Boards and Commissions, with the exception of the Airport and Library who are specifically governed by State Code in their operation. He indicated that both the Airport and the Library have been most cooperative in informing the Finance Committee and City staff of expenditures. If the policy is approved by the Council, copies will be distributed to the appropriate departments. In response to a concern by Councilperson Brown, it was suggested that the flowchart include a pre-bid conference to address the concern of "specking out", a prospective bidder. Allowing the use of state bids was discussed. Councilperson Buck expressed his opinion that the City has an obligation to review all options in light of the budgetary times the City is currently in. It was suggested that in addition to obtaining bids from local vendors, that the state bid also be obtained. If vendors are aware that they will be in competition with state bids, the City may possibly experience reduced costs. Councilperson Brown suggested that the City may need to investigate the further use of joint purchasing such was previously used for office supplies. Councilperson Dell expressed his desire that the pre-bid procedures be put in writing to protect both the City and the vendor. It was agreed that the use of a pre-bid conference be mutually agreed to by the department requesting the items and the Purchasing Agent. This procedure will be reviewed at a later date. John Meyer, Public Works Director, presented a proposal on the assessment of street repairs to property owners. He emphasized that prior to the commencement of assessment procedures, Council support is necessary so that staff time is not unnecessarily spent in preparing assessment notices. Mr. Meyer explained that virtually every other large city in the state uses assessment procedures to "stretch" the dollars available for street improvements. Ideas such as assessing only a basic minimum residential type street improvement, assess reconstruction on a sliding scale related to age of the existing improvement and establishment of a minimum maintenance category for streets were discussed. Mr. Meyer emphasized that the City's current street improvement funds totalling approximately $2 million falls short of the dollars that should be spent by the City each year to "catch up" with the deteriorating street conditions. Councilperson Brown stated that the City must look at an assessment program to get ahead of the game of catching up with the needed street improvements. He also suggested that the City consider assessing costs based on income. Council Work Session November 7, 1988 Page 2 Angel now present at 5:55 p.m. Councilpersons Angel, Budak, Dell and Wright stated that they opposed a mandatory special assessment program for said street repairs; however, Dell and Wright stated that they would support street assessments from residents who voluntarily petition for same. Councilpersons Brown, Buck and Fox stated that they would support some type of assessment program with the adjacent property owners paying a portion of the cost. Councilperson Budak stated that he felt a better way to finance said repairs would be by voter approval of a local option sales tax. Kathy Oberle, 710 Forest, asked the Mayor if residents should now consider the approval of a local option sales tax given the need for street improvement monies. No formal action was taken by the Council on this matter. Stan Stapella, Fire Chief, presented a revised Housing Ordinance reflecting a fee schedule change. He asked that the original fee schedule be reinstituted to allow a $25 charge for the first unit and $10 for each additional unit inspected thereafter. The need for additional funds is to support the housing inspection operation. He stated that the City of Waterloo charges significantly less than other cities of comparable size. Projected increase in income, if the proposed schedule were approved, would be $11,500 annually. Chief Stapella also stated that it will be necessary for the Council to consider reauthorization of the fire inspection fees, which will sunset if not reinstituted by the Council on June 30, 1989. He stated that it is necessary for him to know the Council's direction in preparation of his F.Y. 1990 budget. Projected income from the fee schedule during the current fiscal year is expected to be on target by generating approximately $150,000. The Chief stated that if the Council did not wish to reinstitute the fees, his only choice would be to close a fire station. Councilperson Angel suggested the possibility of decreasing the fee schedule as it currently exists. No official action was taken by the Council concerning this item. With no further business before the Work Session, the meeting was adjourned. Larry P. Burger Clerk/Auditor