|
Administration and Information |
|
Services Committee |
Rochester Hills
|
1000 Rochester Hills |
|
Drive |
|
Rochester Hills, MI 48309 |
|
Home Page: |
|
www.rochesterhills.org |
Minutes
|
John L. Dalton, April Feng, Bob Grace, Melinda Hill, Barbara Holder, Stephen Kirksey, |
|
Pam Lee, Jane Leslie, Jennifer Stein, Gerard Verschueren |
4:00 PM
1000 Rochester Hills Drive
Tuesday, August 2, 2005
CALL TO ORDER
|
Chairperson Holder called the Administration & Information Services (AIS) Committee |
|
meeting to order at 4:07 PM. |
ROLL CALL
Melinda Hill, Barbara Holder and Gerard Verschueren
Present:
John Dalton and Stephen Kirksey
Absent:
|
Non-Voting Members Present: Bob Grace, Pam Lee, Jane Leslie, and April Feng |
|
Non-Voting Members Absent: Jennifer Stein |
|
Committee Member Kirksey provided previous notice he would be unable to attend and |
|
asked to be excused. |
APPROVAL OF MINUTES
2005-0526
Regular Meeting - May 17, 2005
Draft Minutes.pdf; Resolution.pdf
|
A motion was made by Hill, seconded by Verschueren, that this matter be |
|
Approved. |
|
Resolved that the Administration & Information Services Committee hereby |
|
approves the Minutes of the Regular Meeting of May 17, 2005 as presented. |
|
The motion carried by the following vote: |
Aye:
Hill, Holder and Verschueren
Absent:
Dalton and Kirksey
COMMUNICATIONS
None.
UNFINISHED BUSINESS
2005-0243
|
Salary Recommendation for Directors' General Adjustment Recommendation - |
|
2006 |
|
Agenda Summary.pdf; Referral Notice.pdf; 060905 Agenda Summary.pdf; |
|
AIS Agenda Summary.pdf; AIS Resolution options.pdf; Memo Galeczka re |
|
Directors General Adjustment.pdf; 060105 Revised Memo Lee.pdf; |
|
Revised Mayor_CM_Council Pay 6_05.pdf; Revised Wage Adj |
|
Ms. Pam Lee, Human Resource Director, gave a brief update on the status of labor |
|
negotiations with 2491 [general employees] and 3472 [firefighters] as it relates to the |
|
Committee's salary recommendation for the Directors' General Adjustment for Fiscal |
|
Year (FY) 2006 which would go into effect January 2006. She recommended that if the |
|
Committee is comfortable with making a two percent (2%) recommendation, then she |
|
would concur with moving that forward to City Council, but she would not be comfortable |
|
with recommending anything more than that at this time. |
|
The Committee consensus was to recommend a two percent (2%) increase for the |
|
Directors' General Adjustment for FY 2006 and bring it forward to the next City Council |
|
meeting in August. Ms. Lee will provide the 2% dollar figure. |
|
A motion was made by Verschueren, seconded by Hill, that this matter be |
|
Recommended for Approval to the City Council Regular Meeting. |
|
Now Therefore Be It Resolved, that the Administration & Information Services |
|
Committee (AIS) hereby recommends a General Salary Adjustment of two percent |
|
(2%) increase to budgeted funds for Department Director base salaries for Fiscal |
|
Year 2006, bringing it to $900,597.00. |
|
The motion carried by the following vote: |
Aye:
Hill, Holder and Verschueren
Absent:
Dalton and Kirksey
|
Enactment No: RES0294-2005 |
NEW BUSINESS
2005-0345
City Council Timesheets
|
020706 AIS DRAFT 2 - Attendance Policy.pdf; 010406 Referral from |
|
CC.pdf; 010406 CC Reg Mtg DRAFT Min EXERPT.pdf; 122805 Agenda |
|
Summary.pdf; 110205 Agenda Summary.pdf; 080205 AIS DRAFT 1 - |
|
Attendance Policy.pdf; AIS Minutes.pdf; 102705 Resolution Ver 2.pd |
|
Chairperson Holder distributed copies of a draft policy provided by Ms. Hill regarding |
|
Council Attendance/Per Diem Compensation [electronically attached to file #2005-0345] |
|
for review. The draft policy was designed with the intent to clarify what types of |
|
meetings that Council receives per diem compensation and to obtain agreement by all |
|
Council members. The draft policy outlined the following: |
|
* Applicable Per Diem Meetings |
|
The consensus was to discuss this matter further at the September AIS meeting. |
Discussed
|
Enactment No: RES0016-2006 |
2005-0346
City Council Internet Access
|
010406 Referral from Council.pdf; Troy E-Rule article dtd 2-16-06.pdf; |
|
010406 CC Reg Mtg DRAFT Min EXERPT.pdf; 122905 Agenda |
|
Summary.pdf; 110205 Agenda Summary.pdf; Draft Policy.pdf; |
|
Administrative Policy #300-2004.pdf; Galeczka Memo-Usage Info & |
|
Survey.p |
|
Chairperson Holder distributed copies of a draft policy provided by Ms. Hill regarding the |
|
Use of Electronic Communication Devices During City Council Meetings [electronically |
|
attached to file #2005-0346] for review. Ms. Hill reiterated the issues discussed at the |
|
June AIS meeting. The draft policy outlined the following as it pertains to Council |
|
members' use of electronic devices during Council meetings: |
|
* Prohibited use of cell phones and pagers |
|
* Access and Use of Email, Internet and Other Electronic Communication |
|
Systems/Devices |
|
* Conduct for Use of Electronic Communication Devices |
|
The consensus was to discuss this matter further at the September AIS meeting. |
Discussed
|
Enactment No: RES0017-2006 |
YOUTH COMMENTS
|
Ms. Feng asked if the recommendations from the AIS Committee are accepted by City |
|
Council. The Committee explained that the recommendations are not automatically |
|
accepted by Council, however, it allows the three (3) Council members who serve on |
|
the Committee to become familiar with an item before it moves forward to the full |
|
Council for a vote. |
ANY OTHER BUSINESS
2005-0593
|
Request for Purchase Authorization - MIS: Project budget for the upgrade of |
|
the City's financial software system in the amount not-to-exceed $330,000.00; |
|
AMX International, Idaho Falls, Idaho and various other vendors |
|
Agenda Summary.pdf; Proposal Tabulation.pdf; 092705 AIS Update.pdf; |
|
080205 AIS Update.pdf; 0593 Resolution.pdf |
|
Mr. Bob Grace, MIS Director, distributed an memo [electronically attached to File |
|
#2005-0593] that outlined the progress of the summarized the following JD Edwards / |
|
Oracle Software Upgrade. He noted the following points: |
|
* The support for the current financial system expires in February 2007. |
|
* A Financial Vision Software Committee (FVS) was established which consists of |
|
various City department "power users" of the current financial system. |
|
* The implementation for a 2005 upgrade was delayed to allow the FVS Committee to |
|
analyze other financial packages currently used in the market and make a cost and |
|
functionality comparison in order to determine if the City should remain with the current |
|
system and implement an upgrade or look at alternative support possibilities. |
|
* The FVS Committee created a list of positive and negative functions of the current |
|
system as well as a list of needs and wants. They also created an Request For |
|
Proposal (RFP) to solicit other vendors for other financial systems. |
|
* The RFP received eleven (11) responses which were analyzed scored in four (4) |
|
categories: |
|
2. Functional Requirements |
|
3. Technical Requirements |
|
* The FVS Committee has decided to continue with the current financial system based |
|
on the following analysis: |
|
1. At this time, there is "no one package" that stands above the rest when cost and |
|
functionality are evaluated. |
|
2. The current financial system is considered "best of the breed" and not mid-range. |
|
Several mid-range packages have improved over the last two (2) years and will be |
|
looked at again in another two (2) years for a comparison. |
|
3. The analysis also included interviews via phone calls and meetings to obtain what |
|
systems are being used, their functionality, ease of use, support, and satisfaction. |
|
* The next step is to discuss upgrade options to the current financial system with |
|
Oracle. |
Discussed
|
Enactment No: RES0375-2005 |
2004-0604
Class C Liquor License Transfer - Papa Joe's
|
Agenda Summary.pdf; 102705 AIS Agenda summary.pdf; 2005 New app |
|
& supp doc.pdf; 2004 Floor Plan.pdf; 2004 AIS Agenda Summary.pdf; |
|
2004 Old Application.pdf; 090204 Memo Strate.pdf; 071304 AIS Agenda |
|
Summary.pdf; 071304 AIS Draft Minutes Excerpt.pdf; 2005 A |
|
Ms. Leslie, City Clerk, gave a brief update on the status of Papa Joe's license |
|
application. Their attorney said they have their planned-unit development (PUD) plan |
|
agreement signed. However, they need to complete the new application form and that |
|
the license, if issued, will be to the owner and operator of the facility, not someone that |
|
Papa Joe's leases to. |
|
Ms. Leslie informed the Committee that there are six (6) licenses remaining. When she |
|
receives calls from interested parties, she does encourage them to go elsewhere to |
|
obtain licensing and reminds the callers that Council is not looking to issuing new |
|
licenses unless they can demonstrate that they are unique or bring something really |
|
special to the community. |
Discussed
|
Enactment No: RES0397-2005 |
|
Mr. Dalton entered at 4:42 PM. |
Melinda Hill, John Dalton, Barbara Holder and Gerard Verschueren
Present:
Stephen Kirksey
Absent:
NEXT MEETING DATE
Tuesday, September 6, 2005 - 4:00 PM.
ADJOURNMENT
|
There being no further business to discuss, Chairperson Holder adjourned the meeting |
|
at 4:50 PM. |
|
Minutes were prepared by Denise Mertz. |
|
Minutes were approved as presented at the March 7, 2006 Regular Administration & |
|
Information Services Committee Meeting. |
