Council reviews, discusses policies
Marion City Council discussed personnel policies and council procedures Monday during its regular meeting.
The meeting started with councilman Bill Holdeman asking why the council had to approve the current agenda. Mayor Martin Tice said it was a way to approve topics of discussion. Holdeman said he didn't understand and voted against the approval.
In other business:
— The council reviewed the April billing tie-out which included the city's bad debt utility accounts.
It was explained that the bills are sent on the first of the month and due by the 15th. Past due notices are sent on the 16th and services are disconnected five days later.
Councilman Stacey Collett asked what the city's policy was for collections. City clerk Angela Lange said after customers are disconnected, city attorney Dan Baldwin attempts to notify and collect.
Collett asked if the police department could do the collections. Councilman Gene Winkler said it didn't matter who notifies delinquent customers.
Councilman Bill Holdeman asked if notices could be posted on residents' doors. Winkler also would like door tags.
Harvey Sanders, director of public utilities, said tagging the door could be time consuming because at times there are as many as 100 delinquent customers.
Collett asked if the police department had time to collect past due accounts. City administrator David Mayfield said sometimes it would be difficult and used as an example last week when the department worked two days on a criminal investigation. He said doors could be tagged two days before disconnect day. Collett added he didn't want "the highest paid guys" doing it.
Sanders said before the new system was implemented, there was more bad debt.
"If you don't shut them off, they won't pay," said Sanders.
Lange added that it's typically the same customers who pay late each month and they know the system. Typically there are only five disconnects each month because some pay at the last minute.
— The council determined advertising for bids in newspapers and notifying those contractors who request it would be adequate.
The city is not required to have a bid procedure.
Mayfield said if the city did have a bid procedure, it could cost the city more money because bid documents for larger projects typically require engineering for specifications. The last larger street project was engineered by the contractor, he said.
Victor Buckner of Buckner Construction had attended a previous meeting and requested the council consider a different bidding process that would include him. Smaller city projects were not advertised for bidding and Buckner wanted to be notified and given an opportunity to bid.
Councilman Jerry Kline suggested a letter be sent to Buckner when projects are advertised for bids.
— Holdeman said he was against landlords being responsible for tenants' utility bills and wanted the policy changed.
The city's ordinance would need to be amended to change the policy.
— Holdeman also wanted to know the specific details of the city's patrol car that was inoperable.
"I've heard two different stories," said Holdeman, "and I want to know the true story."
Police chief Michel Soyez and the city's mechanic who inspected the car will be at the next council meeting to answer questions.
— Collett asked the council to consider receiving a list of vouchers to be paid in their packets prior to the meetings. The vouchers then could be approved as an agenda item. Currently the council signs vouchers prior to the meeting.
— Labor laws also were discussed. Holdeman asked why the city wasn't following labor laws set by the U.S. Department of Labor. Mayfield said the city had a personnel policy and procedures manual. Holdeman said salaried employees could adjust their schedules instead of receiving compensatory time off. Mayfield said the personnel manual allowed comp time with his approval.
Mayfield said the city could change the policy and pay city personnel overtime instead of giving time off but it would have to be budgeted.
Collett asked who keeps track of comp time. Mayfield responded that Lange did.
"Who takes care of yours?" Collett asked Mayfield. Mayfield responded that he and Lange did.
Mayfield added that comp time is on employee pay checks and was implemented to reduce overtime pay.
Councilman Gene Winkler said overtime pay could be significant if there are emergencies similar to the ice storm in 2005.
— Holdeman requested the council follow Robert's Rules of Order. Tice said the city would need a parliamentarian to make sure they follow procedures. Collett and Kline also said they would not be in favor.
