07-04-04 Personnel & Finance, Public Works and Property Vacation

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• . Joint Meeting of the Personnel and Finance Committee and the Public Works and Property Vacation Committee Dr. Varner noted that the city should minimize the number of emergency lettings,noting that some however are justified. He stated that the Council is not here to turn down something just for the sake of turning it down,but rather to assure that the process is fair and public. Mayor Luecke noted that on page 8 it refers to"invitational bidding",which is just one process which could be used. He also questioned language on page 8-9. Dr. Varner noted that Mr. Gilot has talked about"design build approach"; however invitation bidding typically results in better bidding,better prices and more people participating. Dr. Varner further noted that if there would be three(3)separate contracts below the threshold amount,the end result would be circumventing the process. Dr. Varner suggested that a resolution rather than an ordinance for every contract of$100,000 or more would be his preference to assure that the Council is involved and getting information. He noted that$88 million in five(5)years with alot of consulting fees is very substantial. Sharon Kendall noted that Sec. 2-96(a)might be the proper area to address subsequent ratification if any. She inquired about the summary sheet and page 9 of the proposed ordinance. Ms. Kendall noted that she sees such a system as opening the Council up to the potential for alot of lobbying efforts. The fire and police furniture/equipment example was again pointed out by Council Members Kirsits and Varner for the need for the sharing of more information with the Council. They noted that the Council is required to act responsibly with regard to appropriations and having more and better information would assist the Council in such decisions. Council Member Kirsits stated that the best price is what the city should be after if the quality is essentially the same. The best price may be the same price,but you never know if you do not give local businesses even the opportunity to participate. He noted that he would prefer local companies. Dr. Varner thanked everyone for their input and noted that there are several good areas which were discussed today, with the fire and police equipment/furniture situation highlighting the need for more transparency. There being no further business to come before the joint committee meeting,Dr. Varner adjourned the meeting at 5:33 p.m. Respectfully submitted, Council Member Derek D. Dieter, Chairperson Personnel and Finance Committee Council Member David Varner,Chairperson Public Works and Property Vacation Committee July 7,2004 Joint Meeting of the Personnel and Finance Committee&the Public Works and Property Vacation Committee-4