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HomeMy WebLinkAbout1990.0215.TCRM.MinutesTOWN OF FOUNTAIN HILLS MINUTES OF THE REGULAR SESSION OF THE FOUNTAIN HILLS TOWN COUNCIL FEBRUARY 15, 1990 A public meeting of the Fountain Hills Town Council was convened and called to order by Mayor John Cutillo at 6:31 p.m., Thursday, February 15, 1990, in the Fountain Hills School District Administration Building located at 14605 N. Del Cambre Ave., Fountain Hills, Arizona. ROLL CALL - Present for roll call were the following members of the Fountain Hills Town Council: Mayor John Cutillo, Vice Mayor Mike Minarsich and Councilmembers Harry Barber, Marti Lemieux, Joe Bill, Charlie Fox and Dick Haugen. Also present were: Town Manager Mike McNulty, Town Attorney Bill Farrell and Town Clerk Cassie Hansen. AGENDA ITEM #2 - APPROVAL OF MINUTES MOTION made by Councilman Dick Haugen to approve the meeting minutes from February 1st, 8th and 13th, 1990. SECONDED by Vice Mayor Minarsich and CARRIED unanimously. AGENDA ITEM #3 - TOWN MANAGER'S REPORT Mr. McNulty gave a brief report on the progress of moving into the town hall offices. He said he had spoken to the telephone company who could respond with a two day lead time in the installation of the 2003 number into the offices. He further stated that he would be looking at some furniture tomorrow (Friday) and that hopefully, in the not too distant future, we would be moving into a town hall. Mr. McNulty reported that the sample ballots would not have to mailed to every registered voter since Mr. Farrell had determined that the ballot question did not constitute a propostion. The sample ballot will be published in the local paper instead. Mr. McNulty reported on attending the MAG Management Committee meeting the previous day and said one of the main focal points was the shortfall that could occur if the legislature cut back on the state shared revenues. He stressed the importance of citizens writing to their representatives and expressing their disfavor of this legislation. His final report was on traffic schools and attempts in the courts to make these schools more reputable. Mayor Cutillo said he had instructed the town manager to compose a letter to be approved by the council to send to the three legislators regarding the proposed cutback in state shared revenues. In response to Councilman Bill's question as to whether or not there would be an organized effort against this legislation, Mr. McNulty replied that it must be done on a community to community level, not form letters. The letters written must be directly from the people that vote Town Council Minutes 2/15/90 Page 1 of 6 for the politicians. Mayor Cutillo said that he had been trying to get these representatives out here with little luck. He also said he was meeting with Mayor Drinkwater the following week and would be discussing this concern with him to see if they can get something going together. AGENDA ITEM #9 - RESOLUTION 1990-6 TO JOIN MAG Mr. McNulty briefly described MAG as a regional council of government where every member has one vote regardless of size. He said it was formed to be a regional planning agency in response to a Federal mandate to generate more communication and cooperation between municipal governments. He said it is a very good way to keep up with what other communities are doing and to maintain close contact with other state agencies. He did not know the cost but said we would get a bill in July for next year and that he was quite certain that the cost was minimal. Vice Mayor Minarsich made a MOTION to accept Resolution 1990-6 (attached) to Join MAG. SECONDED by Councilman Fox and CARRIED unanimously. AGENDA ITEM #5 - RESOLUTION 1990-7 TO PROVIDE ELECTION NOTICE AND SET POLLING PLACES Councilman Fox made a MOTION to accept Resolution 1990-7 providing a notice of election on March 27, 1990 and naming the four polling places (attached). SECONDED by Councilman Bill and CARRIED unanimously. AGENDA ITEM N6 - AUTHORIZING THE TOWN MANAGER TO HIRE TEMPORARY HELP Mr. McNulty explained that it would take several weeks to have permanent help in place and that it would be necessary in the mean time to hire some temporary help. Councilman Bill supported this statement. Vice Mayor Minarsich asked for some kind of idea as to how many temporary staff people would be needed. Mr. McNulty responded that initially, a receptionist and a secretary would be required. He said if more help was required he would come back to the council and ask permission to hire more. Mayor Cutillo asked if local part time help had been considered. Mr. McNulty said advertising would still have to be done. He also said he was figuring on using temporary help for about one month. Councilman Fox expressed concern that there was no office equipment, furniture or materials and that problem should be addressed first. He also asked if the council would be apprised of what kind of equipment would be purchased. MrMcNulty said that on large purchases such as a copy machine the council would be presented with the information for authorization. He also said there was a local citizen who wished to speak to him regarding our computer needs and that he would return to the council with that information. He further stated that we would need a copy machine that would collate and take abuse. Councilman Bill said he felt the town manager needed the authority to bring on board the temporary help necessary to get an office up and running. Councilman Bill then made a MOTION to authorize the town manager to bring on up to two temporary hourly people to assist with office duties until permanent help can be recruited. SECONDED by Councilwoman Lemieux. Marge Schmoll mentioned that temporary help from places like Kelly Girls is very expensive and that an offer Town Council Minutes 2/15/90 Page 2 of 6 should be made locally first. Mayor Cutillo agreed with this and said that since it would probably be at least the middle of next week before any furniture was in place that it would be possible to get the word out locally in the meantime. He further stated that it would be his hope that the council would favor that kind of hiring first. Norman Lash said that temporary help is better in that the company takes care of all details like insurance, tax witholding, etc. and alleviates those problems in the short run. Councilman Fox suggested that if one of the temporary agencies is used to see if a Fountain Hills person works there and request them first. The motion CARRIED unanimously. AGENDA ITEM #7 - AMENDING PAYMENT AUTHORIZATION OF TOWN INSURANCE Mr. McNulty explained that in the original authorization there had been an error in addition amounting to $554.00. He said the coverage was the same as had been desired and the council only needed to amend the authorization to show the corrected amount. Councilman Fox made a MOTION to change the authorization from $8,151 to $8,705. SECONDED by Vice Mayor Minarsich. Councilman Bill expressed concern that the liability coverage was perhaps not sufficient if there were many claims against the town. Mr. McNulty explained that this was the standard package taken by other cities and towns through the pool. The motion was CARRIED unanimously. AGENDA ITEM #8 - SETTING LIMITS ON SUBCOMMITTEE SPENDING Mr. McNulty suggested that subcommittees make their purchases and pay for them and then submit their receipts for immediate payment. If prior authorization is made, reimbursement can be made at the time the paid receipts are turned in and this will expedite the process and make for simpler bookkeeping. Councilman Fox recommended that expenditures be made by or authorized by the chairman of the subcommittee. Councilman Fox made a MOTION that the subcommittees have blanket authorization to spend up to a maximum of $100.00 except for other prior authorization by the board and that the expenditures be by the chairman of the subcommittee or authorized by the chairman of the subcommittee. SECONDED by Councilman Haugen. Bruce Hansen asked if it was $100 for the life of the subcommittee and Mayor Cutillo answered it was unless the council ordered otherwise. The motion CARRIED unanimously. AGENDA ITEM #9 - SETTING PAY FOR ELECTION WORKERS AND POLLING PLACES Following a brief recounting on the election costs by Eleanor Bentson, Councilman Fox made a MOTION to pay the election workers $50.00 per person and pay the polling places $75.00 per location. SECONDED by Councilwoman Lemieux and CARRIED unanimously. AGENDA ITEM #10 - SETTING PAY PERIODS FOR EMPLOYEES AND MILEAGE ALLOWANCE Mr. McNulty suggested the council approve 26 pay periods in a year which breaks down to every other week. He said this is simpler than setting pay periods on the 1st and the 15th of every month and is the usual plan adopted by most cities and towns in the state. He said it is a very predictable system for both the Town Council Minutes 2/15/90 Page 3 of 6 employees and for the cash management of the town as well. He further said that it is a state statute that employees get a paycheck every 16 days and the 26 pay period system makes it easier to adhere to this. Councilman Haugen made . NOTION to accept the recomitie-4ndat i n 1 ffiade by the town Tldt!agrT that thF, Pay bf-- 26 pay periods in a year and that it be effective for full time, part time and contractual employees. Vice Mayor Minarsich SECONDED the motion. The motion CARRIED unanimously. On the mileage issue, Councilman Bill asked why the town manager was proposing $50.00 per month instead of keeping track of mileage. Mr. McNulty explained that with a multitude of trips within the town each day that keeping track of every mile was cumbersome, that a monthly allowance was a cleaner way of doing things and that this is the was he had functioned in the past, either a car or a monthly allowance. Councilman Haugen made a MOTION to accept the interim town manager's recommendation for $50.00 a month to cover the cost of travel for doing business. Councilman Barber SECONDED. Councilman Fox asked if this covered every employee. Councilman Bill asked what the policy would be for other employees such as the town clerk. Vice Mayor Minarsich said it was his understanding during earlier discussions that it would be based on a mileage arrangement and he felt this would be the most equitable. Councilman Bill agreed with this. Councilman Haugen said his motion was just for the town manager and that he should not have to write down every time he gets in his car. Mayor Cutillo said he felt the amount was reasonable. Norman Lash asked if wear and tear had been taken into consideration and that the amount would not begin to cover monthly costs. Mr. McNulty said if his position was permanent the amount would be closer to $350.00 but since it's an interim position he set the amount at $50.00. Vice Mayor Minarsich said he was not questioning the amount which just the policy and procedure and setting a precedent. He said as long as the term interim was included in the motion it would be alright. Councilman Bill said he was hesitant not having any idea what the average monthly mileage was. Mayor Cutillo agree with the Vice Mayor that it would be alright to setting an amount as long as no policy was being set. All council members VOTED in favor of the motion except for a NAY VOTE from Councilman Bill. Councilman Fox made a MOTION to instruct the town clerk to give the board an estimated mileage charge for what she has used her personal vehicle for at a rate of .26/mile. SECONDED by Councilman Bill. The motion CARRIED unanimously. AGENDA ITEM #11 - PAYING UTILITY BILLS Mr. McNulty asked that the council grant prior authorization to pay bills when they are due to get any discounts and avoid any penalties. Councilman Haugen made a MOTION that the council pay all utility bills and bills that give a discount to the town and that we pay them promptly to receive this discount. SECONDED by Councilman Bill. CARRIED unanimously. AGENDA ITEM 012 - PAYMENT OF SUBMITTED BILLS Councilman Fox made a MOTION that the council pay the bills (attached) as submitted. SECONDED by Councilwoman Lemieux and CARRIED unanimously. Town Council Minutes 2/15/90 Page 4 of 6 AGENDA ITEM #13 - CALL TO THE PUBLIC Shirley Wright, president of the Chamber of Commerce, expressed the Chamber's desire to work with the council to support the growth and prosperity of Fountain Hills. AGENDA ITEM #14 - VOTE TO GO INTO EXECUTIVE SESSION Vice Mayor Minarsich made a MOTION to go into executive session, SECONDED by Councilwoman Lemieux and CARRIED unanimously. The council went into executive session at 7:25 p.m. AGENDA ITEM #15 - RESUME PUBLIC MEETING Mayor Cutillo called the public meeting back to order at 8:05 p.m. AGENDA ITEM 116 - ADOPTION OF RESOLUTION 1990-8 TO ACCEPT THE PROPERTY GIFT Councilman Fox made a MOTION to accept Resolution 1990-8 calling for the acceptance of the gift from the Fountain HIlls Civic Association upon the execution of the orderly transfer of that property. SECONDED by Councilman Barber. Norman Lash asked what property this was and the property was described for him. Marge Schmoll asked if the gift was from the developer or the Civic Association. Mary Rairigh said the Civic Association was only a caretaker and the gift was from the developer, Mr. Pratt. Councilman Fox said the deeds were in the name of the Civic Association. A question was asked what the properties would be used for and the Mayor replied that it was still being investigated. Mr. Lash asked if the Community Center would still be rented out and the Mayor said yes. The motion CARRIED unanimously. Mr. McNulty read the resolution in it's entirety. AGENDA ITEM 117 - VOTE TO RETURN TO EXECUTIVE SESSION Councilman Haugen made a MOTION to return to executive session. SECONDED by Councilman Bill and CARRIED unanimously. The council returned to executive session at 8:10 p.m. AGENDA ITEM #18 - RETURN TO PUBLIC MEETING The council returned to public meeting at 9:30 p.m. Vice Mayor Minarsich made a MOTION to adjourn the meeting and Councilman Bill SECONDED. The motion CARRIED unanimously. The council adjourned at 9:32 p.m. TOWN JAIN HIL By: John V Cuti lo, Mayor Town Council Minutes 2/15/90 Page 5 of 6 In ATTEST: Cassie B. Hansen, Town Clerk CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the regular meeting of the Town Council of Fountain Hills held on the 15th day of February, 1990. I further certify that the meeting was duly called and held and that a quorum was present. DATED this -)15 + day of February, 1990. Cassie B. Hansen, Town Clerk Town Council Minutes 2/15/90 Page 6 of 6