CITY ADMINISTRATION COMMITTEE

CITY HALL, 100 LOCKVILLE ROAD

WEDNESDAY, AUGUST 3, 2011

REGULAR MEETING AGENDA

6:30 P.M.

1. ROLL CALL. Mr. Wisniewski called the meeting to order at 6:30 P.M., with roll call as follows: Mrs. Hammond, Mr. Wisniewski, and Mr. Barletta were present. No members were absent. Others present were Bill Vance, Lynda Yartin, Brian Sauer, Lynn Miller, Ed Drobina, Greg Bachman, Chris Schornack, Carol Carter, and others.

2. APPROVAL OF MINUTES OF June 8, 2011, Regular Meeting. Mrs. Hammond moved to approve; Mr. Barletta seconded the motion. Roll call was taken with Mr. Barletta, Mrs. Hammond, and Mr. Wisniewski voting “Yes.” Motion passed, 3-0.

3. SCHEDULED MATTERS:

A. Review and discussion regarding merging the Tree and Beautification Commission with the Parks and Recreation Board. Mrs. Hammond stated this was discussed at the last meeting and it was determined that prior to forwarding the legislation to Council they would like to give the current Tree and Beautification Commission and Parks and Recreation Board members time to review the draft ordinance and provide any input. Mrs. Yartin stated the draft legislation calls for a seven member board, one of whom is the non-voting Council Representative from the Public Safety and Communications Committee. She stated we currently have four members on the Parks and Recreation Board and three members on the Tree and Beautification Commission. Mrs. Hammond stated she understood the composition would be seven appointed members in addition to the Council Representative. Mr. Wisniewski stated that was his understanding as well. Mrs. Yartin stated she would correct the legislation to reflect the composition of seven appointed members and a Council Representative from the Public Safety and Communications Committee. Mrs. Hammond moved to approve and forward to Council with that correction; Mr. Barletta seconded the motion. Roll call was taken with Mr. Wisniewski, Mrs. Hammond, and Mr. Barletta voting “Yes.” Motion passed, 3-0.

B. Discussion regarding the composition of the Township/City Planning Agency provided for in the City of Pickerington and Violet Township Joint Planning Agreement. Mr. Wisniewski stated this is with regard to the Commission that was approved at Council last night. He stated there would be two representatives from the City on this agency and he would think one would be the Mayor since he is the designated representative between entities. Mr. Barletta stated he had thought the members would be the City Manager and the Development Director. Mr. Wisniewski stated this is between two governmental entities and the Mayor is designated as the representative between those entities. Mrs. Hammond stated also the City Manager and the Development Director are going to be making decisions before it would get to this Commission so she did not see the point of them being on the Commission. Mr. Barletta inquired who designated the Mayor as the representative and Mr. Wisniewski stated it is in our Charter. Mr. Barletta stated then the second representative would be the City Manager or the Development Director and Mr. Wisniewski stated since this is in regard to development, he would think it would be the Development Director. Mr. Sauer stated he agreed it should be one of those two individuals and asked if Mr. Vance had any recommendation. Mr. Vance stated he felt the Development Services Director is on the same page as the City Manager as far as development issues and the direction and philosophies of the City so if this Committee would like to appoint the Development Services Director he had no objections. Mr. Wisniewski stated his impression is that this Commission would be included in our Code, that it would be an open meeting, would require the 24-hour notice, and the minutes would be taken by the City Clerk’s office. Mr. Sauer stated that was his impression as well. Mr. Wisniewski stated he would like to have draft legislation prepared for review at the September meeting to show the appointment of the Mayor and Development Services Director to this Commission, that it would be an open meeting, etc. Mrs. Yartin stated she would forward this information to the law director.

4. HUMAN RESOURCES DEPARTMENT.

A. Human Resource Director’s Report. Mrs. Miller stated she had provided a written report to the Committee and she would answer any questions. Mr. Barletta stated there seemed to be some amount of turnover in the Police Department and inquired if we did exit interviews with the officers to figure out why they are leaving. Mrs. Miller stated we do and one individual left to return to an agency that had laid him off prior to coming here and the dispatcher left as she had a very long commute. Mr. Wisniewski clarified that we should receive the report on the Police Department Audit by the middle of September. Mr. Sauer stated the Auditor would be scheduling a meeting for all the members of Council when the report is complete. Mr. Schornack stated once the post-audit report is released the City will have ten days to comment on anything in the report and that will allow them to make any changes or modify the wording. Mr. Wisniewski stated he wanted to make sure that the Auditor’s meeting would be called during the evening so all of council would be able to attend and that they would receive the report in advance so they can read it prior to the meeting. Mr. Schornack stated he would ensure that it was received by council ahead of the meeting.

(1) Review and request for motion to approve draft ordinance amending the Employee Pay Plan and Authorized Strength for 2011. Mrs. Miller stated she was requesting the Pay Plan be amended to reflect a wage rate for the Planner II position which was inadvertently omitted earlier in the year, and also to add the Information Technology Manager at this time. Mr. Wisniewski clarified the Planner II position was included in the Pay Plan, but for some reason the financial information had been left out. Mr. Barletta moved to approve and forward to Council; Mr. Wisniewski seconded the motion. Roll call was taken with Mrs. Hammond, Mr. Wisniewski, and Mr. Barletta voting “Yes.” Motion passed, 3-0.

(2) Discussion on Council Employee Evaluation process. Mrs. Miller stated she had provided a guideline for performance evaluations for the Committee to review. Mrs. Miller stated she had also provided some samples of evaluations from other entities. Mrs. Miller stated she would recommend Council review the job descriptions of Council employees and determine what the main purpose of the position is and the dimension you want to rate. Mr. Wisniewski stated he agreed that was what was necessary because there he felt there were a lot of grey areas that people are rated on that are not a part of their job description. Mrs. Miller stated she would recommend no more than four or five dimensions be pulled from the job description and that Council sit down with the employee and discuss the day-to-day activities and establish specific goals for that position for the coming year, and elaborate on what success would look like. Mrs. Hammond stated she agreed that the evaluation should not be overly long because then it gets away from what you are actually trying to do. Mr. Wisniewski asked Mrs. Miller to draft up something for this Committee to review.

5. INFORMATION TECHNOLOGY.

A. IT Update. Mr. Vance stated administratively we are ready to go with this position; however, financially we are not. Mr. Vance further stated it was his understanding that there would be coordination with the Finance Committee between now and the budget process to establish a budget for this department.

6. CHAIRMAN:

A. Strategic Plan Goals – Update. Mr. Wisniewski stated there was no update this evening.

7. OTHER BUSINESS: No other business was brought forward.

8. MOTIONS: There were no motions.

9. ADJOURNMENT. There being nothing further, Mrs. Hammond moved to adjourn; Mr. Barletta seconded the motion. Mr. Wisniewski, Mrs. Hammond, and Mr. Barletta voted "Aye." Motion carried, 3-0. The City Administration Committee adjourned at 6:48 P.M, August 3, 2011.

RESPECTFULLY SUBMITTED:

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Lynda D. Yartin, City Clerk