08/24/1998 Council Minutes (2) - Laserfiche WebLink

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COUNCIL MINUTES AUGUST 24, 1998 • ever been assessed for penalties it was a very small amount. He indicated he could get a definite answer for Council Member Lyden. • Mayor Sullivan expressed concern regarding three (3) issues. She stated the contract should include items indicated in the August 21st memorandum, require the consultant follow the policy for reimbursement and the City Administrator approve change orders regarding costs. She wanted the services specifically spelled out, the hourly rate, and what was to be reimbursed. She stated that as consultants Ehlers and Associates should adhere to City policy regarding reimbursements. Mr. Wessel stated the August 21st memorandum is specific. The City may make a provision that the City Administrator or Council can increase the hourly rate. He indicated he will change the agreement so it states Ehlers and Associates will adhere to City policy regarding out of pocket expenses. Mr. Wessel stated this issue.can be carried over to the next meeting. Mayor Sullivan stated a discussion needs to be held regarding this issue. The discussion can be held now or the issue can be tabled. Council Member Bergeson asked if there is urgency regarding this issue from the Economic Development Department. Mr. Wessel indicated Ms. Divine has expressed great urgency because of prospects for the Apollo Business Park. However, he stated it is important for the Council to feel comfortable with the contract. Ehlers and Associates are available to be present for a discussion with Council. Mayor Sullivan stated Mr. Wessel has addressed her issues. She indicated she would like the August 21st memo to be added to the contract. Ehlers and Associates will use City Policy regarding expenses. A decision will be made regarding the Council approving the hourly rate or the City Administrator approving the hourly rate. She stated she does feel strongly that the City does need financial expertise with a finance person in charge. There should be a co -ownership in the Finance Department and the new structure encourages a co -ownership. She stated she would like it to be a duo reporting position. Work should be done to bring staff up to speed. This agreement should be short term. She indicated she would liketo see an estimate of the number of hours that are needed for the duties listed. She stated she had asked for that information at the last work session. Mr. Wessel stated the position was originally looked at jointly. Several consultants were interviewed and Ehlers and Associates were recommended. He asked specifically what Mayor Sullivan had asked for at the work session. Mayor Sullivan stated she was concerned about continuing to add consultants. She would like to identify specific projects and hours related to those projects. She does not want any contracts for too long a time period. Council Member Bergeson asked for some monitory figures regarding existing districts and new districts. Mr. Wessel explained there are nine (9) existing districts. He estimated adding four (4) new districts. A new district is created for every market project. The details will be looked at more closely when the projects are reviewed. A financial expert is needed to stay on top of the districts. He estimated approximately $15,000 in consulting fees regarding TIF districts. Mayor Sullivan stated Mr. Ron Betty is the current TIF Attorney. A TIF Policy needs to be in place to complete the Apollo Business Park. TIF provides incentive for development in certain areas. Mr. Wessel noted Clearwater Creek is another area that needs completion.