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HomeMy WebLinkAbout08-23-1999 Admin Com of Whole MinutesDublin City Council ADMINISTRATIVE COMMITTEE OR TI-IE WHOLE Monday, August 23, 1999 MEETING MINUTES Present: Mayor Kranstuber Vice Mayor Boring Mr. Adamek Mr. McCash Mr. Peterson Ms. Hide Pittaluga Mr. Reiner Mayor I~-anstuber called the meeting to order at 6:10 p.m. in Council conference room. He stated that the purpose of the meeting was to discuss a personnel matter regarding compensation, for which it would be necessary to adjourn to executive session. Ms. Hide Pittaluga requested delay of that discussion and addition of the following agenda item: a request for approval of her request for additional travel acid training in the 1999 budget. Council concurred with the addition to the agenda. Ms. Hide Pittaluga provided background on the request. She noted that she had faxed a request to individual council members for approval of her attendance at the NetWorld ~ Interop Conference in Atlanta, Georgia, taking place the week of September 13th. Ms. Hide Pittaluga noted that many of the courses pertain to City business from both a policy level and from an outsourcing and network service provider level, and that information would be invaluable to the City of Dublin. She noted that Cowicihnan McCash responded by memo that he could not agree to the request, and Mrs. Boring telephoned Ms. Hide Pittaluga with the same response. However, since telephone conversations with the other four council members yielded a positive response, she has requested this discussion for the purpose of answering any questions and resolving the issues. Mrs. Boring explained her concerns. She pointed out that Council has established a travel budget for the purpose of both controlling expenditures and eliminating inequity in expenditure of City monies for individual Council travel To stay within those limitations, Council members must be selective. However, her main opposition to the request is that it is not appropriate for a Council member who will be relinquishing their position on Council in a very short time frame to spend a significant amount of City money for a conference from which the City will not have any benefit. Generally, a policy is set for employees that if a large amount of money is expended for training or education for an employee, and that employee terminates employment with the organization within a year, the cost of the training is reimbursed to the employer. Since Ms. Hide Pittaluga has made the decision to relinquish her seat in a short time frame, the request is inappropriate. It would be more appropriate for someone else to attend. Adminisll~ative Committee oP the Whole August 23, 1999 pace 2 Mr. McCash explained his concerns. His understanding of this seminar is that it is very technical. The City's interests are better served by having the Director of Information Teclurology or his designee attend. It is their field of expertise; they understand the implementation; they are on site on a day-to-day basis and work with the programs in-depth; they are in a better position to recommend any policy changes to Council He does not see where it would be more advantageous to the City to send a Council member than the Director of that specific division. Ms. Hide Pittaluga inquired if Mr. McCash had reviewed the course work. Mr. McCash said that he had discussed its contents with Mr. Adanrelt, who did review the course description. Ms. Hide Pittaluga inquired if any Council member had reviewed the course work. Mr. Adamek confirmed that he had stopped by Council offices to briefly review it. Ms. Hide Pittaluga explained that this international seminar is geared both for those who are technical engineers, performing the hands-on work, and for those who are the policy makers or CEO's of a company. She noted that she had the opportunity to attend the conference tlu•ee years ago, and it was That conference that made her aware of what the City of Dublin lacked in this area, enabling her to give restructuring direction to the City. The conference is the largest of its kind. It will cover some telecommunications issues, but it is geared more toward applications and delivery of service, including security issues. She requested that Council members review the conference information before malting a decision. She noted, however, that her only concern is that it would be difficult to make a fair assessment without having an understazrding of the information being offered. Perhaps discussion could be resumed at another time to allow time for review of the materials. Mr. McCash stated that he received Ms. Hide Pittaluga's fax (which was only partially faxed) regarding the conference late Friday, and it included a requested response regarding any concerns by Monday morning. Since the conference information was not part of that fax, it is difficult to provide that type of review in the requested time frame. Ms. Hide Pittaluga indicated she only recently became aware that her schedule would allow her to attend. At that point she realized that an early registration would save the City some money, and was attempting to meet that deadline. However, after receiving Mrs. Boring's and Mr. McCash's concerns, Mayor Kranstuber suggested a meeting to allow appropriate information and discussion. She added that she will present her case, and will be comfortable with the majority's decision. Administrative Committee of the Whole August 23, 1999 uas;e 3 She sees value in this expenditure because it will provide future direction to the City. She added that, following her departure, someone else on Council will need to take this lead, including steps to have au understanding of this area, in order to provide effective leadership. She noted that policy should not be left to staff direction. Putting everything in one hand does not allow the objectivity necessary for this issue. The objectivity of what should be offered to the conunLmity is gained by discussion with Council. Also, ideas and the options for emergency, on-line, and internal communications should be presented to Council as a whole for direction. To her knowledge, Mr. Husenitza has not done this. If asked to evaluate and give an opinion of something specific, he has provided that and executed any directions given, but nothing more expansive has been done. Mrs. Boring commented that Ms. Hide Pittaluga had established an ad hoc computer conunittee, yet, nothing has been forthcoming from that connnittee. Ms. Hide Pittaluga said that she disagrees with that statement. She and Mr. McCash were originally on that committee. They held several meetings, then Mr. McCash became involved with other things, and since then she has worked with Mr. Husenitza to offer her informal opinion on future direction. Mrs. Boring noted that it is contrary to the best interests of Council for individual members to work separately. It has been stated that Council members should bring issues forward to Council initially, before being referred to Committee. Ms. Hide Pittaluga said that has happened. Mrs. Boring said that she does not recall referring anything to that committee. Ms. Hide Pittaluga recalled the time that she presented several concerns to Council in open session regarding the performance of a previous information technology supervisor. The information was enlightening, and shortly thereafter, the individual resigned. At that time, she also suggested a $10,000 appropriation to bring in an individual to perform a cursory evaluation of the City's status. I-Towever, Council did not support that evaluation, and, instead, the City took an approach which resulted in the expenditure of $60,000 to $80,000 with another consulting frm. She indicated she had brought with her several files which are her workproduct on this subject, and have not previously been shared with Council. Council members are welcome to review. Mayor Kransttaber redirected discussion to the question of whether it is an appropriate expenditure of public money to send Ms. Hide Pittaluga to this conference. Administrative Connuittee of the Whole August 23, 1999 uaae 4 Ms. Hide Pittaluga said that in the past this has never been questioned. She requested Council Clerk to pull the travel records of former Cormcilpersons Joel Campbell and Judi Stillwell. Those records indicate that it has been informally acknowledged and approved that if a Councilmember serves on a national committee for the NLC, they are required to attend. Mr. Campbell handled this travel by indicating on his travel report Chat this travel was not part of Council's discretionary funds for training and education. His travel expenses one year were $4,300, which exceeds the guideline for $3,500. Mayor Kranstuber asked if those expenses were charged by Finance to another account. Mr. McCash commented that they were paid from Coumcil's travel budget, but Mr. Campbell had presented those to the Administrative Committee for authorization to exceed the budget. Mr. Peterson asked whaC the estimated expense for the conference is. Ms. Hide Pittaluga responded $2900 - $3000, for a Monday through Thursday conference. There is another conference on "Fundamentals on Telecommunications," originally scheduled for her iu April, which she was Linable to attend, which has been rescheduled to October. That money cannot be refunded to the City, so someone must attend that seminar. That is another $1000 debited to her travel account. However, she would prefer that someone else on Council or City staff attend it in her place. She added that her purpose in requesting this conference at the end of her teen is to enable her to complete the task she has undertaken -- a wrap-up. She will be able to provide ideas for the future, which Council can choose ip act upon or not. Mr. McCash said that each Council member has a certain amount in the overall Cowici] budget, and it is each member's responsibility to see that they do not exceed that without getCing approval from other Council members. Mr. Campbell submitted those requests to the Administrative Couunittee. Mayor 1Cranshiber noted that is the purpose for Ms. Hide Pittaluga's memo and for this discussion. She has made Council aware that she is over her budget and is asking approval to exceed it. He added that, following the precedent set by Mr. Campbell, the travel related to the national committees should not be charged to her personal training allowance. Mr. Adamek said that he was confused by information in the first, partial fax received from Ms.Hide Pittaluga on Friday. However, after receiving the complete fax on Monday, he no longer had any concern. He added that he is not attending the NLC Conference later this year; perhaps those monies could be used by Ms. Hide Pittaluga. However, with this type of technical Administrative Committee of the Whole August 23, 1999 page 5 conference, he would like to request a report f led with information and recommendations and that she be available to come back acrd discuss them with Council, if necessary. His opinion is that a precedent does not need to be set that once a Councilmember states they will not run for another term, they are restrained in any way. Ms. Bide Pittaluga has brought things to the table iu the past; she can continue to do so through filing a report with recommendations. Nh-. Reiner said Ms. Hide Pittaluga's track record is that she does have something to offer from this type of training. He agrees with Mr. Adamek that a report with recommmendations could be used to share that knowledge with Council. Mayor Kranstuber suggested that with the new year, the Administrative Cormnittce discuss setting a basic policy on Council training. He has asked Mr. Hansley to discuss this situation with Law Director Steve Smith, but he has not heard back from him. How the budget is to be divided is unclear. Is there $42,000 for Council budget, and is it suggested that be divided at $3,500 per member, or is it specifically set at $3,500 per member? Mayor Kranstuber added that individual council members have different interests that relate to issues before Council. Each member should be permitted to pursue information and consequent direction in the area of his/her interest, if it is beneficial to the City. Mr. McCash inquired if there is a less expensive conference offering similar information. Ms. Hide Pittaluga said $1700 is for the registration alone. This annual international conference is the mend-setter for the industry. They set the agenda for the next three years. Mr. Peterson said that whether Ms. Hide Pittaluga attends the conference or not, it would be prudent for her to evaluate the information she's accumulated and offer future recommendations for Council. Someone will have to pick up that ball when she leaves. Additionally, his opinion is that she should attend. Council can divide $42,000 and let everyone attend training that they believe will be valuable to the City. This trip is well within the total budget; there is no contest for those monies. Mayor Kranstuber moved to approve expenditures for the NetWorld + Interop Conference to be attended by Ms. Hide Pittaluga. Mr. Reiner seconded the motion. Vote on the motion: Mr. Adamek -yes; Mr. Peterson -yes; Mayor Kranstuber -yes; Mrs. Boring - no; Mr. Reiner -yes; Mr. McCash - no; Ms. Hide Pittaluga -yes. Mrs. Boring stated that this discussion has made apparent a need for Council to be cogniza~rt of policies that are set for the employees regarding travel, since Council is guided by similar travel reporting standards. She made a motion that Council refer to the Administ ative Committee Admi~lishative Committee of the Whole August 23, 1999 naee 6 discussion of these policies and bring back recommendations WCouncil. Mr. McCash seconded the motion. Vote on the motion: Mr. Peterson -yes; Mr. McCash -yes; Mayor I{ranstuber -yes; Mr. Adamek - no; Mr. Reiner - no; Mrs. Boring -yes; Ms. Hide-Pittaluga -yes. Mayor Kranstuber moved to adjourn to executive session for discussion of a personnel issue regarding the compensation of a public employee. Mr. Reiner seconded the motion. Vote on the motion: Mr. Kranstuber -yes; Mr. McCash -yes, Mr. Peterson -yes; Ms. Boring -yes; Mr. Adamek -yes; Ms. Hide Pittaluga -yes; Mr. Reiner -yes. Judith I{. Beal, Asst. Clerk of Council