 Like to call to order the third regular meeting of the 2018 2019 common council and this is also going to be a significant public work Stand up as I introduce them from the streets and sanitation department. We have Tim Lee John Burkhard and Jason Blasiolla Motor vehicle department Dennis Klum and Rick Nye Buildings and grounds Mike Williams The wastewater treatment plant Steve Jassart Engineering department Ryan's second month this year's theme is engage at every age I would also like to thank the city leadership team for the commitment to become an age-friendly city and for encouraging citizen engagement of the over 55's and on May 16th at Glass coffee house From 9 30 to 11. I will be hosting a community listening session to discuss what a great place Sheboygan is to live work and play and to collect information as to how we can further improve our city Thank you Next I'd like to just review the city hall Moving schedule today the city clerk's office completed their move into the former social security office Across the street on 9th Street, and they joined the planning and development department building inspection finance department payments clerk over there and they're gonna be settling in over the next week or two and On May 30th the other departments in city hall the city attorney's office Administration the mayor's office human resources Assessors purchasing Those will all be moving on May 29th 30th and 31st on June 4th, we're gonna be having a city hall groundbreaking that'll be taking from place from 11 to 12 o'clock and Right after that we'll be turning the building over to quash as construction to begin the renovation of our interior Now during the the time that we're under construction Our committee meetings will be moved to various locations for the most part That's gonna be the meet public library in the Department of Public Works conference room There may be a few others so make sure you check the agenda for the location of that meeting otherwise, you're gonna come down here and and be frustrated and then the city council For our meeting on the 21st of this month we'll be moving to the courthouse in the county board chambers on the fifth floor of the courthouse for our Meetings for the remainder of the year and beyond if needed That'll conclude my remarks. Thank you very much Next item on the agenda is 6.1 adopting the rules of the common council all the person wolf Thank You mayor for 1.6. I make a motion to approve Thank you for that motion in support. Is there any discussion? Seeing none the clerk, please call the roll nine eyes Motion passes Next move on to a presentation on aldermanic training with our three new alder persons that were just selected Two of them that have one year under their belt and some of us longer This is an appropriate time for us to review the aldermanic training and with that I'll turn it over to administrator Hufflin to begin the process I want to extend my appreciation to council leadership as well as the full-time elected officials who made the suggestion that we Present this to all members of the common council in light of what mayor Mike identified that I think Seven have two years or less of experience. We thought it would be a great opportunity Even for those that have been around a few years. Maybe as a refresher again tonight Alder person Todd wolf Marilyn Donahue mayor Mike City Attorney Chuck Adams city clerk Meredith de Bruin Sandy Rourke will also be involved and again Thanks to my budget analyst Keri errands for gathering a lot of the information Couple things I want to point out again some of the documents are available hard copy and it's all there You should have a hard copy some documents are available simply through the website for the new alders Who don't have a budget document? We're trying to get copies from one of the nine or a couple of the nine that left in April No doubt it's easier especially your first year to have a hard copy and being able to kind of thumb through We we've tried we've attempted to put this document in a user-friendly electronic version It's referred to as a flipbook format. It's just easier to kind of thumb through Electronically, but it's no doubt being able to make notes in the margin Definitely, I think helps will help you better understand this document the other Week we discussed at length this strategic plan and as all of you know This is really the foundation for a lot of what we do whether it be Developing budget five-year cap improvement plan Performance measurements and then ultimately putting together upcoming budget documents This is again that five-year cap improvement your city staff is busy Working on finalizing this it's already on many of your agendas for next plan for next week So you'll be seeing the details from your respective department heads of your committees At the end of this month the capital improvement commission will have their first meeting first of two and Again five years they'll be focused, but they'll be spending extra time on the 2019 just because those Projects and equipment purchases will be before you before you know it So again this one again typically we don't have hard copy for you. This typically is an online version All of you should have on your desk copies of different documents that I'm going to be referring to As well as others that will be making a presentation tonight One thing I want to mention Other key documents, I guess before we get into this paperwork is audits is on our comprehensive annual financial report is on for next Monday before finance a personnel again That's another major document that is really critical to It's a reflection of how we ended up financially last year No doubt as we go before Moody's for a credit rating review. That's something that they spent a lot of time looking at also, Kierarren's put together combination of Any reports it's referred to on our website is annual performance report and you get a lot of time and effort was put together by many department heads of their activity including some of their benchmarks In calendar year 2017 Two documents that were added late depending on when you got to your desk Or if you visited over the weekend, I added a copy for all of you of my employment agreement with With you as a common counsel. So in case you did not have that for your files. You should have that Second document I think again toward the top is something that we found as we were looking to update our Orientation session and that is The job of a council member Actually stated, Wisconsin doesn't have a great handbook. We found this from Washington State and again most of the Theories or policies still apply here in Wisconsin. So this is really a quick sort of primer as far as duties And again, I think Mary Lynn and others will be discussing in more detail as far as Roles of a council member a couple key things that that came to mind looking through this handout Again, very obvious things that you're already aware of Council sets the policy staff implements the policy Also on this handout responding to constituents complaints Relationship with city attorney On the second page is personnel management again as council members you Determine the number of employees You also approve the compensation plan for those employees and that's up to your professional staff to manage and to manage conduct evaluations and I think those are the key things I wanted to go over with you at this point and again I think between Todd and Mary Lynn. You'll be getting into a little bit more detail One thing to mention off the top and again, I think maybe Mary Lynn will be covering this is your interaction with your professional staff if you're going to be asking for a very general question By all means, you know, please contact a management team member directly if it's something that you need a more detailed analysis That's going to take Considerable work, please go through me on that. No doubt. I'm aware as of the priorities of the management team members And if it's something that's going to take them Sort of offline or might be in conflict with other deadlines that are before them If you come to me or through me, I can help coordinate that Again, if it's something that is of a subject matter That may be of interest to your fellow council members or your fellow committee members That's something that you may want to talk with your committee chair And get it on maybe one of your upcoming agendas if you're looking for a more detailed analysis that might have policy implications The rest of my Discussion tonight will fall in line with this. Hopefully you have a summary of the outline for tonight Basic structure, I think I discussed Basic budget category and budget process overview On the top of your original packet is a schedule of the of the budget development for 2019 Top assist 2019 budget schedule a couple meetings to take note of Three-quarters of the way down September 24th, which is a Monday night That is the first comprehensive review of The council meeting in the in the form of a community whole where you'll be discussing the overall budget Again prior to that time you'll be seeing the budget through your respective committee commissions and boards, but this will be a first chance to Pull it all together and provide comment and then direction back to staff if you feel Additional priorities need to be considered or possibly cuts depending on Where we're where we're at as far as meeting Meeting the needs of the community and specifically how it affects the tax tax rate Another key meeting is a second from the last which is Monday October 15th, and that's the public hearing on the budget So again as you look at your your maybe your vacation plans If you could work around those two dates I think that what those two meetings are important as we develop the budget itself One thing I would like to draw your attention to is the next document, which is called the executive Program budget and brief That's a colored top page This is an attempt by city staff Instead of 400 plus documents that are in this big three-ring binder. This is a quick Synopsis of our budget and no doubt this was a at the time it was published in September of 2017 It was a draft there's been a couple minor changes made But I think for newer Alders this I think will give you a sense as to key key issues that city staff works on Beyond and above the strategic plan. I'd like to turn your attention to I think it's the Fourth page which has Kind of like a chart on it This page I think be should give you a sense as to unfortunately Complicate a complicated accounting structure often times. I Think as you are approached by citizens Sometimes you hear comments of well if we need additional money for for this project or program And I think oftentimes citizens aren't and maybe even citizens that are maybe on your commissions aren't aware that we have a very Complicated counting process no doubt we comply with with generally counting Principles but all in all on this page it starts the list of 49 different funds So it's not a simple matter that all the money is pooled Are co-mingled into one fund the largest of course is the general fund which is actually shaded in blue It might be hard little hard to read roughly 37 million dollars I think that is our largest fund the next category funds are special revenue funds again This is typically tied to a larger revenue That is specific as far as how you can spend it and there are 15 different special revenue funds The largest is me library Tourism and then further down the list is the ambulance fund so three million down to a million So those and I think it makes sense each of those have a very large revenue source and again No surprise We're restricted as far as what we can spend that money on Next begins our debt service fund The largest is the general Geo debt fund our second largest is tid number six, which is the harbor a center Of our community which goes all the way from the marina down to Riverfront Down to the Sheboygan River and then up I think 8th Avenue 8th Street on the east and then on the west it's a west of Sheboygan River up to Pennsylvania Avenue. So it is geographically our largest tiff This this coming year. We're gonna be amending Or creating a maybe an overlay Associated with some of that area as we look at focusing really on Indiana Avenue section of our community you turn the page third largest Debt service fund is tid 14 At almost a million dollars nine hundred two thousand dollars. This area is Taylor height So we're festival foods and this last year City staff recommended amending the geographic boundaries of that tid it goes now up to the former Memorial Mall We wanted to take advantage of the tax base increase associated with the Meyer project. So those are the top three debt service funds Next category is a capital improvement fund Capital projects fund And capital improvement fund are kind of tied for almost 11 million dollars each Specifically the capital project funds are those capital projects where we typically do not borrow money to pay for the project The next one capital improvement fund in fact we rely heavily upon borrow funds for those projects or equipment purchases so that's the difference between these two funds the next largest is Tid 18 as far as expenditures today team of course is the new South Point Enterprise campus and This shows a little over three million dollars will be spent I think originally we anticipated that in a calendar year 18. We would just purchase the land and Wait for a future year to actually make the improvements again as you know, we're we're ahead of ourselves As far as the original projection on activity Next category is called fiduciary funds again, these are Perpetual care type or trust funds just a couple very small ones and then proprietary funds That is made up of two different types of funds One is called enterprise fund or a like a business fund a true business like fund the first and Then the second is called internal service fund the first For our internal service funds so like our motor vehicle fund health insurance fund liability insurance workers compensation Information technology that's where we are our own customer So we center some of our personnel cost equipment purchases in these funds And then we bill out for our services or bill out the time for our equipment. So we're our own customer The last I think five starting at boat facility fund parking utility transit water and wastewater Those in essence we act like a business as far as how we operate So if you look at the second column you can see it tallies up to a hundred and twenty one million dollars So a lot of money goes through your hands our hands in a given year Please note, of course the water utility has a separate Board of water commissioners They finalize their budget. They set their personnel Numbers compensation But they go through the city as it relates to debt issuance again Please take time as you have time a couple pages further in at the top of the page It has information on our debt service or the amount of our debt This is this is a very important topic especially as we begin to reaffirm our double aid to rating With moody's in the next couple weeks You can see at the top. We have a chart as far as Net debt outstanding and ratio of net debt to debt capacity That last column you can see that we're at 20 percent 20.6 percent our Policy as a community is to be at no more than 60 percent of our state-allowed Capacity you can see that we're substantially below that and often times the majority of our debt is Tiff related or economic development related where most of those debt payments are going to be tied to Tax base created within that tid and it's referred to as tax increment. So the general property taxes Paying for our debt is relatively small to the overall debt that the city has as to be specific of our tax rate of nine dollars and 37 cents for city purposes Only a dollar twenty four of that Is going specifically for non-tid related debt payment So that works out to be 13 percent of our taxes that we take in only 13 percent goes for debt The rest is used for other purposes That's the extent on this document that I wanted to draw your attention to Strategic plan is next on your agenda again. I think we discussed that adequately over the past Week or two and again, I think you're very well aware that we have six focus areas Goals of objectives and then very specific action items and performance measurements In your packet there is a ledger size sheet which has of the 2017 Complete year of performance measurements and action items what our status is in achieving those action items And how we did as far as meeting expectations as it related to the performance measures You will be receiving an update on the 2018 first quarter Action items and performance benchmarks when we meet in two weeks So your city staff is busy pulling pulling together that information Some of you will receive more detailed discussion at your committee meetings this next week Again in addition to the performance measures that are in the strategic plan. There are significant other Measurements or analytics that your department heads are keeping track of and you'll receive a discussion Of those and an update of those at your committee meetings Next on the list is citizen engagement program the city I think in May of 2017 approved a citizen a formalized citizen engagement program three categories of organizing ideas one is if you receive an inquiry from a citizen or You as a council member have an idea Go ahead and address it right to city staff Another is to place it on an agenda for a committee consideration and last is Ask finance and personnel committee to to discuss that topic of this Citizen engagement program. I don't think you have a copy in your packet a copy can be found on the city's website if you do a search Ways in which we Solicit community input is through common council listening sessions Town hall open houses or forums round table or focus groups. I think we heard tonight from Wendy Schmitz that She as early as this next week. She's going to be holding one of those Round table one-on-one conferences social media. We get a lot of input through social media our city's website traditional media outlets and then partnerships with others in the community whether it be school or other youth activity As you know, we rely heavily upon volunteers Especially at the committee commission and board level Recently the mayor Reappointed or appointed new citizens to serve on these different committees We have a volunteer register so we can keep track of those that have expressed interest in the past So if we do have possibly a task force or an ad hoc committee We can use that as the basis for possible citizen appointment Some of you may have been involved in the last year or two with one of our Task force the lakefront water safety task force. It was a very successful very thoughtful task force And they accomplished a lot in their short time that that that they met So that's a great example of citizen engagement Next is citizen business and communication. There's a listing on the orientation The monthly city newsletter, which I think at least one page of that is included in your packet Social media, of course, we have next door next door. We have Twitter We have Facebook Multiple departments have their own websites So again, I think we're doing a good job of trying to reach out to our citizens And there's opportunities for citizens to respond oftentimes through that social media outlet Citizen surveys are as you're aware are done annually in the past. We've done it in July June or July this past year specifically tied to updating the strategic plans action items We moved it up to February and actually I think for staff and their schedule that probably works best So you'll probably see Going through finance and personnel December January will be finalizing the questions and then issuing the annual survey probably in February each year departmental newsletters and Internal employee newsletters we now have that on a quarterly basis any reports as I mentioned are issued in April And so those are some of our major communications with our citizens Before Sandy comes up and talks about personnel policies for elected officials Just to go through the rest of this packet information that was on your desk In case I missed something We do have the budgetary basis which some of this Goes into a little bit more detail as to what each of the funds are I mentioned earlier tonight the different categories such as debt Internal service funds, but this gives you a more detailed list of all those funds In or an art chart table organization is included in your packet as well Personnel schedule is included in your packet Interesting to note. I did the math if you look at police fire and public works That represents 58 percent of city staff those three departments alone The highest is police with 23 percent. So one out of four employees are Employees of specifically of the police department Capital improvement program. I alluded to that you're they're going through your committees Again May 29th is the first meeting the capital improvements commission and then you can read the rest Also in your packet is a quick summary executive summary of the 2018 community survey again that is done annually as well as for alders We do provide you with a full copy including the individual comments section which is often interesting and fun to read Some of you may not be aware in February we publish a Sheboygan performance scorecard and again we try and pick Analytics that are consistent with our strategic plan to show you how What kind of progress we're making for better for worse on those and on those analytics And we also have sort of a snapshot of who we are as the city of Sheboygan and its population So I again, I think very well done and I think very interesting Another document that we create after we finalize the tax bill is where what is your tax dollars go? And I think this is surprising even for me as a city administrator the average tax bill for city purposes The average value of a home is a hundred and eight thousand nine hundred twenty seven dollars So fifty percent of the homes in city Sheboygan are more and fifty percent are even lower than that amount A thousand so a thousand sixty dollars is what we get from that average home To perform our city operations if you divide that by twelve months It's eighty eight dollars if you divide it down to a per day. It's two dollars and ninety seven cents That's what we get as a city to operate and do everything that we do The top two categories as far as money being spent our police protection 288 of that thousand sixty goes for police For fire protection $195 so 483 almost half of the money we get in taxes goes toward those two critical services So again, if you get a chance read through that it's it's interesting With that Sandy if you want to come up Again, I appreciate your time this evening go through that list I'm not going to read the entire handbook to you Sandy can you pull the mic down a little bit Sure What I forwarded you on Friday in your email is a copy of our harassment policy this talks about sexual harassment hostile work environment and Workplace that's free of violence those all apply to you even though you're not employees There are certain liabilities that we have because you are an elected official so Going through the handbook What I did for the handbook I didn't print out the entire thing for you We're going to try and save paper, but on the second page what I printed out is a Table of contents highlighting the sections that apply to you So for instance you're all of you are issued an email address it's your responsibility to to act ethically and Legally on that device that you're you're provided or the email address So use of city property applies to you Dress code may apply to you concealed carry Employees cannot have armed Weapons on the premise unless they're authorized to do so so police department But other employees are not and you are considered an employee for the purposes of concealed carry You cannot have a weapon on the premise You have a right not to be harassed By citizens by employees and they have the right not to be harassed by you And again zero tolerance for workplace violence Should you have any questions on harassment if you feel you're not sure how it works? You feel you're being harassed come and see me and we can talk it through and then there's an acknowledgement form To that I will pass out Once you have had an opportunity to read through the documents or feel comfortable, please sign the acknowledgement form Thank you. I'll start next so now we're moving to Roman numeral 2 on your outline In the Common Council and and how businesses is transacted and what might be helpful I know you have a copy both on in print and also on your laptops of the Common Council handbook the rules for the generally rule Generally used rules of order Procedure and conduct and I'm gonna kind of walk through some of those things and I think that'll help you kind of Keep track of what I'm saying rather than just listening to me drone on that It's in part of the city clerk handout that I gave you if you want the paper copy of it so starting with page 2 there is a description of Common Council Proceedings and Are generally used rules of order and procedure there are some important things to Remember first of all you can only act on something if it's actually posted on the agenda if it's not on the agenda We're not going to be talking about it. We're not going to be acting on it This doesn't happen so often at the council level but at the committee level it does happen relatively often You'll also see items that are posted for discussion only if it says for discussion only it's for discussion only There will not be any action taken on that item that night You've noticed probably on your agenda that at the end We do have a section on our Common Council agenda entitled other matters authorized by law Now that's kind of a unique section We do add things to that and we add them right up until In including the day of the meeting But again, these are items about which no action can be taken in order to comply with Public meetings laws we take no action on these other matters In some ways we almost treat it as if it's not part of the agenda It's really more a notice to you that there are some additional items that are going to get forwarded to Committees to be dealt with At a committee level the following week and then come back to council in the future. Some people call it a first reading So if it's on those other matters, we will not be acting on them And we will not even be talking about them notwithstanding what happened a few weeks ago You also will see on the agenda something called the consent agenda And the purpose of the consent agenda is this I remember years ago I've been around a while and we didn't have a consent agenda and our meetings went forever Because there were a lot of things that came up. We had to vote separately on them The consent agenda is the items that are generally believed to be non-controversial often You know things that happened came through committee Unanimously or their regular annual or monthly Types of items and they will go on that consent agenda and everything in the consent agenda gets approved in one fell swoop now sometimes We have to guess as to what is going to be non-controversial And I think the mayor and Meredith do a very good job of of guessing what is going to be non-controversial but Occasionally there will be an item on there that you feel like no, no I want some further discussion I want to consider this separately and you have every right to do that all it takes to get an item off of the consent agenda is to make a request for separate action Once the motion has been made to approve the agenda so Allerman Todd as the council president will make a motion to Approve the agenda you can then raise your hand and say I'd like item number Whatever on the consent agenda to be pulled separately and it will be treated separately Additionally sometimes you may just want to discuss an item on the consent agenda because you have a question about it a lot of times These may come through committees that you weren't able to attend that committee meeting or or you see something that you just Want to have a clarification on you can also do that you can just simply ask I'd like to ask a question about an item on the consent agenda And we will do that Automatically again, you have the right to have that done We're not putting things on the consent agenda to just blow them past you. It's really more Hopefully consolidating some things to make them more simple Anytime you want something out of that count out of that consent agenda you have the right to do that There are all there's also a rule on a Requestable forward a document out of order and the rule as far as taking things out of the order on the agenda is as follows the mayor sets the order of the agenda and as the chair of of Council he can do that you as a council member have every right to ask him to change the order of the agenda and in Most cases I think the mayor has generally just done just that if somebody asks it can be done Now if he has some strategic reason for not doing that he does have the authority to say no, I've set the agenda I'm not going to change the order of the agenda But you do then have a right to a request that the chairs ruling be overruled and actually any time the mayor makes a ruling as sort of the chairman of The the council you have a right to request that he be overruled and so you object to that ruling and the mayor turns down your objection Then it can go to a if you requested a vote of the common council and the common council can buy a majority vote overrule The chair in those kinds of determinations It can get complicated and if things get complicated I'll be there to whisper in the mayor's ear and kind of tell him what he should and shouldn't do What he can and can't do But in general you do have that ability to contest the the mayor's rulings if you so desire Before I move on to some other sections, I guess I'm willing to entertain any questions if you have any on those Okay, so let's talk about the kinds of documents that you'll see on the council agenda Ordinances first of all Ordinances as you probably already know they're the laws of the city They are the legislation that you're approving and an ordinance in essence Enacts new legislation or it can amend or repeal legislation already on the books There are two kinds of ordinances there are regular ordinances and there are what we call charter ordinances charter ordinances get at the Sort of the the basic construction of the common council so the last time we Passed a charter ordinance was actually the charter ordinance to reduce the size of the common council from 16 to 10 And then to provide how election of the ten of you would take place so it is The result of that why half of you have one-year terms and half of you have two-year terms and a few of you Are probably going to have to run three years in a row unfortunately as a result of that Charter ordinances do require a supermajority vote, but they're fairly uncommon Most ordinances not all require only a majority vote Generally if you want to pass an ordinance you move to adopt the ordinance that that's what you would do And there'll be a second and it'll go for a Rule call vote Resolutions are a little less formal than ordinances I should note that ordinances usually but not always then get codified Which means they actually get entered into our code of ordinances. There are some exceptions We do have some ordinances that for various reasons don't get codified. That doesn't mean they don't have the same authority They do but they're just not simply in the code of ordinances If you ever believe that there's an ordinance out there that you can't find in the codebook call my office We'll help you find it occasionally. It is because it's non codified Resolutions are a little less formal. They're designed to Allow you to conduct sort of the general regular business of the common counsel. They're generally less permanent than ordinances are oftentimes they simply Direct or authorize city officials to act in a certain way so very commonly You'll see a resolution that authorizes the mayor and the city clerk to sign various agreements or documents They're often used as well to create special study committees or boards That assists the common counsel in doing its business and if you want to pass a resolution It's I move to adopt the resolution Again, generally, it's a majority vote. There are some exceptions If we're for example altering the adopted budget, those do require a two-thirds vote of the membership of the council So those are ordinances and resolutions Those are really kind of the meat of if something is going to change if there's legislation or Or want to authorize something to happen. That's how it happens There are some other documents Reports and communications are the most common. There are two kinds of reports reports of committee and reports of officers You've seen them probably referred to as RCs and ROs RCs or reports of committees are reports that come out of committee meetings So if there is an action taken out of a committee meeting staff comes to you and Recommends that you approve a resolution or ask you to take certain actions There will be an RC a report of committee that comes from the committee and comes to council and at council Generally, you will then vote to receive the report of committee But in addition to that you will approve some other document or resolution or an ordinance or there occasionally It's licenses and things like that that get approved the report of committee does not necessarily get approved You're simply receiving it for information Occasionally it could be filed as well, which basically means you're tossing it Reportive officers are similar report of officers though generally start out going to Two committees so report of officers are generally Recommendations that are being submitted by officers of the city department heads elected officials or by Boards and commissions by their by their chairs They generally do go first to committee and so a committee will act on on the RO and A report of committee then an RC will come out of that along with whatever action that needs to be taken Or an ordinance resolution Communications communications are letters that are received by the mayor or by all their persons or by the city clerk That are then submitted to the common council Not all letters not all petitions are placed on the council agenda And not all of them are placed on the agenda immediately. In fact, I would say that most of the time those Communications are best first directed to staff members to department heads or others Who deal with the subject matter of those communications before they're submitted to council and the reason for that is a lot of times The kinds of things that are being dealt with in those communications are already being dealt with by a department Or can be very efficiently dealt with by the department without having to wait a couple weeks to go to a meeting and then run through a process and it also gives departments an opportunity to Deal with things and maybe make recommendations to you at the the committee level a Constituent might send a letter about a particular issue and a department head will say hey That's you know, that's a good piece of information There's some additional information that you need to know and here's a good way to solve this problem Not just to deal with this one issue, but to deal a little more broadly The mayor makes the determination in the end has the final decision as to what goes on the agenda and what does not There certainly will be the opportunity if If a communication comes in and there's a feeling that it's not being dealt with To revisit that communication and then ask the mayor to submit it at a later date He will make that determination in consultation with the city clerk Some other documents You will often see attachments exhibits other documents that are used to help you Prepare for committee or council meetings. In fact, we had a number of those today for the purposes of this training Generally those documents need to be placed on on board docs for council meetings and even for committee meetings Because they are public documents and public documents are meant to be made available not only to you But to the general public as well And so in most situations if an item is going to be handed out to you It should also be on board docs occasionally that doesn't work so well Because of timing and then we'll always put copies in the back where there are printed copies of the agenda And there are some items that are not necessarily available to the general public generally related to items that are in closed session Those items first of all will not be passed out until we go into closed session Those items will then also generally be collected back from you before we go back into open session So if you get items handed out to you during closed session, please hand them back in Before we go into closed session many of those documents do still become open Documents at some later date and so we do have a responsibility Meredith does keep track of Minutes during closed session as well because as soon as the reason for the closed session disappears They're open records and anybody can get at them and they need to be published Same thing with documents documents that get handed out during the meeting Meredith needs to keep track of them as well And as soon as the reason for them being in closed session disappears They are available to the general public and need to be made available to them One of the most common documents that you're seeing it's a it's a relatively new document to us at the city It's an innovation that Darrell brought to us and it's an IFC Stands for item for consideration. I also like to call it information for committee. That's not its official designation, but it really describes what it is its information for a committee and it's there for members of Staff to provide you with information about the item that's before you about the RO or about a resolution That's before you it includes information such as how does this how is this going to have an impact fiscally? There's there's provision for that. It gives you some background Why why is this coming to you now instead of two weeks ago or three months from now? It provides you sort of the staff input why the staff is recommending certain things happen. It gives you a reference to the Relevant law so that you can take a look at that in advance if you have any questions and then it recommends a particular action I think it is our hope that Well before you actually show up at a committee meeting that you are reading those IFCs and reviewing them and making sure that You get information now IFCs are not an official counsel document So they're you don't approve an IFC you don't refer an IFC. It's information. That's there However, even after the committee deals with it. We do generally keep those those matters on board docs Because once an item is let's say approved at a committee level and now comes to the full common counsel Those of you who are not on that particular committee Would like to probably have that same information provided to you and so it is there for you as well It is there in board docs for you Just want to highlight again any document that you would like to have included considered a part of a meeting make sure that You get that to Meredith make sure that she has the opportunity and the time frame To be able to to get that on to board docs because she does have a big job in keeping track of every single document that comes through because potentially Somebody could ask for them and we need to make sure that we can provide them Questions on this section and some of these items most common types of action that we take When we pass an item It's favorable action taken by the common counsel Referral is to send an item somewhere to a committee or to a commission or to a board Common counsel can refer matters to all sorts of committees commissions and boards Committees themselves do not have the authority to refer to other committees Generally, what would have to happen is you would have to refer it back to counsel for referral Occasionally items will get referred to multiple committees We try not to do that too often because it is a paperwork nightmare, and then if a Two different committees come back with two different recommendations Then you've got a fight of which one gets to go first and then the mayor has to pick Which one is going to go first and then some of you out there might decide we want the other one to go first So we try not to do will refer or even triple refer fortunately with only three standing committees. It's as far as it goes But it does occasionally happen When an item is filed that is in essence your dispensing of the document immediately It's like putting it in file 13 getting rid of it It's no it no longer really becomes an active document And then when something lies over that simply means that it's on the agenda But nothing is happening with it today. It is going to lie until the next meeting Occasionally especially at the committee level you will have documents that are as we call it You know in the council or in the committee's docket or in their folder But they don't show up on the agenda Any document that has been referred to a committee regardless of Whether it's actually going to be on an agenda is sort of under the purview of that committee Now it doesn't happen all that often But committee chairs can sometimes choose to simply not put items on the agenda because they don't want to deal with them Sometimes they do that for very good reasons like an item isn't right. There are other things that are happening Staff needs some more time to do it. Sometimes it's a little more political And there are ways to to discharge a committee of documents and bring them back to the council level Without the sort of the acquiescence or permission of the chairman of a committee There are provisions for doing that. I'm not going to get into all those details here But if ever that comes up you can you can do that And Remember that at the committee level you're not actually taking action you're recommending that the council take action So when you're making an emotion at the committee level You should probably even though we know what you mean if you don't say this you should preface it with I Move that this committee recommend that common council take such-and-such an action When we call for a vote, there's two kinds of votes There's voice votes and there are roll call votes voice votes Are where you just simply say I And or nay At the council level those happen primarily on procedural matters and even on areas where They can be procedural matters will sometimes call for a roll call vote Anyway, so for example, you took a roll call vote to approve the these rules It could have been done by a voice vote, but It's perfectly valid to do it by a roll call vote as well There are some items though that have to be taken by roll call where we actually Determine who is taking what vote each name? At the committee level, you know you punt or at the committee level you have to say the Say what you're voting at this level it can just be punched in on the computer One important place to know where there is always a rule call vote required including at the committee level is on Coming into and out of closed sessions. You can't just do a voice vote on those You always have to take a roll call vote. It has to be recorded who voted how on each of those things A rule call vote is also generally required when we adopt ordinances resolutions reports of committee and officers When we do things related to levying taxes appropriating funds anything that would that could Create or change a liability against the city. So when we have documents that for example Waves some level of indemnification or give up some kind of rights that are not necessarily financial Those do have to come to you and they do have to be passed by a roll call vote If there is a voice vote and you want a roll call vote You can also request that of the mayor and it will it will occur on page 5 of This document. I'm not going to go through all these But there is a list of some commonly used motions whether they require a second most of them do Whether they're debatable many of them are but not all of them whether they can be amended and what the vote required is You're not going to memorize all that But I think make sure that you don't lose this because there are I guarantee you there will be times You will want this information And it's probably easier just to pull it out and look at it than calling my office But if you can't find it call my office, we still will answer your question Questions about this section of the Presentation Okay, some other common rules some of which we abide by very well some of which you may be surprised to learn First of all remote attendance we do allow for remote attendance Meaning that if you are out of the city even out of the country You can still appear and vote at a common council meeting the biggest Issue that we have with that is just making sure that the technology works If you're going to be appearing remotely We need to know well in advance because it does need to be put on the agenda. It does need to be noticed Make sure that you let us know enough in advance as well so that we can prepare to have the technology Available unnecessary to do that our IT people do a great job, but if you tell them an hour before the meeting They're gonna be a lot more panicked and it may not turn out quite as well as if you give them sufficient time You don't count towards the quorum if you appear remotely So at a council meeting this usually doesn't make that big of a deal at a committee meeting It can because of a committee of five you need three present And suddenly if two people are missing and then one person is appearing remotely you will not have a quorum So that is important to note that we don't want you just appearing remotely for any old reason obviously if you're Out of the community for and can't get back. Well, that's a that's a good reason if you are Severely ill as we had last year That is a good reason to appear remotely and we encourage you to do that If you appear remotely, you cannot be part of a closed session As it currently stands the reason for that is we don't have a good way Currently under our current technology to ensure that the closed session remains closed when you're calling in let's say via Cell phone or by a computer monitor Perhaps there will come a date when you can absolutely determine that no one else is available and then we would allow People to be part of closed sessions, but right now not possible additionally, there are occasionally times generally hearings and so this generally applies to the Licensing hearings and public safety committee Where you're going to need to make a visual Assessment of a witness's demeanor or of a piece of evidence or some other document In those cases if you don't have the ability to do that you cannot participate remotely Some other things you only have the right to speak twice on any single matter being debated once you've talked twice The mayor isn't supposed to recognize you any further You would have to get leave of the common counsel they would actually have to vote to allow you to speak at third time on an item Privilege of the floor we have a list of people that have the the privilege of the floor meaning that Automatically the chair just can simply open the floor to those people to speak That includes myself the mayor city clerk city administrator chief of police or such other police officer as in attendance the finance director treasurer members of the department of engineering and public works the director of planning development and Members of the media who are confining themselves to their professional duty, and that's generally not for speaking That's just generally allowing them into areas on the floors like if they're going to take a photograph or something like that Only those people who have the privilege of the floor are allowed to address the common counsel However, you can make a motion to open the floor So if there's someone else that that you'd like to have speak you can do that by making a motion to open the floor You may address Those who have the privilege of the floor at the time that they have the floor Normally if you're going to address anyone you're supposed to address the mayor You're not supposed to address each other You're not supposed to address the people out in the audience only address the mayor But the exception to that would be is someone else who has the privilege of the floor and then you can do that If you want to address someone in the audience That can be done, but you first have to get permission of the mayor In order to do that and if he denies you that privilege you would have to challenge him and get a majority vote to do that Don't engage in debate or become confrontational with people who have the privilege of the floor or to others to whom the floor has been opened And Don't get up during a meeting you're not really supposed to cross the floor or leave the council Chamber while the mayor is speaking while the presiding officer speaking or someone Is who has the privilege of the floor speaking or while there is a question being submitted Wait until there's a break between items to leave One other thing that I just kind of wanted to talk to there are a number of other general rules of conduct But one other that that probably relates to some things that we do is what we call Being germane so we do allow amendments to items that come before you so if there is a Resolution an ordinance that comes before you or a recommendation that comes before you you can make Amendments to those ordinances and resolutions and there are certain situations where you can make other amendments as well but Amendments are meant to be just that amendments changes to a document that you know sort of keep things Generally the way they were but improving them And an emotion to amend a document in a way That really totally alters the nature of the original Ordinance or resolution is not germane The mayor again gets to make that determination And if you've been around for a little while you've heard him make that determination a few times that that item is not germane You can challenge him on that again as well But it would take a majority the Common Council to challenge that as well but the point is We're not really supposed to be playing games with Ordinances and resolutions if it totally changes it What you need to do is vote it down and start over rather than making huge amendments Questions or comments or concerns regarding that yes Alderman Warren Attorney Adams Going back to attending remotely you can vote But you don't count towards a quorum correct. What if we have an item that we that requires a two-thirds majority And there's somebody attending remotely. They don't count towards the quorum Now the two-thirds is that two-thirds of the entire body or those in attendance? Well, it depends so there are a few items where It is required that you have a super majority of the entire Membership they're not very many of them, but there are a few in which case It's two-thirds of every every everyone regardless of how many are there and Of course then having somebody appear remotely is very helpful in that circumstance We also do have many Many items only need a majority or a super majority of those present and voting Now we date you don't count if you if you're present remotely We don't count you to the toward the quorum, but since you're voting you do count towards that number so it's not like You know, oh, there's only nine of us present But there are three more here and that that's going to be enough to You know if we get 12 out of nine well no it would be 12 out of 12 or 7 out of 12 in determining a majority So you can't sort of play games with let's have three people appear remotely so that the threshold is lower It doesn't work that way good thought though City attorney could you also talk a little bit about the the quorum that's needed normally? That's one more than half But I believe we we need more than that because of some of the items that we discuss and vote on right so we do need a Quorum of you know, I didn't review this but my recollection is we need to have 11 present even conduct any business but now with oh you're right 11 out of 16 So it's going to be less seven aren't we seven that would be right seven because six would not be enough Seven to conduct any kind of business There are some very few Situations in which we require a three-fourths vote the interesting thing there is you can conduct business with two-thirds present with seven present But seven might not be enough to actually pass something. They're very rare that those situations come up in that case You would vote on the item knowing that it's going to go down to defeat even if it's unanimous among those present Because seven isn't enough But those are very very rare circumstances generally seven and so with our new number of ten if three of you are here We're good, but if that fourth one is missing then we have a problem We can't hold a meeting and so when you know that you can attend get that information to myself in the city clerk as soon as possible So that you know we can plan ahead and if we would have to cancel a meeting or go back to somebody and say are you sure you Can't make that you know we will need to to work through those issues if we have a lot of people who can't make a meeting Any other questions or comments The last thing I wanted to talk about was just simply the public's involvement. We do have Rules for the public form. They're conducted there as you know We do allow up to five people to speak for up to five minutes If more than five people sign up preference is given to city residents and to persons who pay property taxes to the city Unreal or personal property they can only talk about items that are actually on the agenda There are some some other rules that you may want to review on that But they're there for example, there are ways to open it up beyond the five minutes. If absolutely necessary At the committee level We generally I think some committees do have a public forum section But the committees so far have not established rules for themselves as to how to do that So generally it's really up to the chair to make a determination Some committees and some committee chairs really like to be give it the public an opportunity to speak There are a few situations in which the public is actually encouraged to speak So for example at the LHPS committee, we encourage the public to come and speak with regard to The waivers for residency for sex offenders because that's really the proper place For that to to occur actually had a really good question from Ullerman Mitchell on that The place the proper place for them to be talking to you about those things is at those meetings because that is technically a hearing And so you're taking evidence at that time But if the chair feels that it's not appropriate at that point to take You know questions or comments from the public they can choose to make that decision But again, just like you can challenge the ruling of the chair here You can always challenge the ruling of the chair at a committee level, but you know committees are much more informal Generally my office will have someone present at all of the standing committees the three standing committees If you ask us to we will generally try to have someone available for the other committees committee the whole Some of the other boards and committees architectural review We don't automatically staff them, but we will come if if you ask Unless maybe ask us 10 minutes before and we already have other things that we have to do But we'll generally try to be there Questions or yes Were you going to cover walking forums? Is that or is that coming up? I can Since you asked about it now, I'll cover it now rather than in another part of the section so For the purposes of open meetings we do have to worry about when we have a quorum of Council or a quorum of committee on a particular item You're not supposed to be discussing official business outside of a properly noticed hearing walking quorums are sort of a in a situation where it takes a Supermajority to pass an item a walking quorum is well There's a negative quorum and a walking quorum a negative a walking quorum is where you're going from person to person to person So you may not have Six of you in a room together talking about business But now if you're going from alder to alder to alder and just simply passing on that message you've created a walking quorum and you may be in violation of Open meetings laws can't do that That's why also we don't want you replying to all and we try very hard to hide Everybody's emails and send everything as blind CC so to make it More difficult for you to mistakenly reply to all a Negative quorum is a situation in which you're you may have a supermajority Requirements so let's say at a at a common council meeting. We have a two-thirds requirement that takes seven people To to pass a particular item. Let's say Something that's changing the budget happens relatively Frequently well now four of you are enough to block it So now with four of you You're not a full quorum of the of the council, but you are a negative quorum You because you could stop an item from going through So you have to pay attention to that as well if suddenly four of you are talking business Yeah, you might be in violation of open meetings laws. We don't want you to do that The moral of that story is and we'll get to that a little bit further down on the agenda when we talk about open meetings laws Moral of the story is always pay attention to who is with you and who you're talking to about city business it's not illegal for you to You know have a friendly gathering and you know just happen you just so happen to meet at a local restaurant There's four of you and and you're you know passing the breeze that nothing wrong with that but suddenly if you start actually talking about city business and You're doing things in a way that suggests that yeah, you know, hey you should vote this way You know or I'm gonna bring this amendment, you know wait to do something until I bring this amendment Well enough of you start doing that together whether it's serially or in a group You could be in violation of open meetings laws. Don't do that other questions on that Question and I don't know if this is Related or if it's different, but when there's a meeting and four or five of us show up at a Finance committee meeting and we're not on the committee, but we're there Are we in violation? We can be so one of the things that we do and we're going to have to be a little more vigilant about it with the smaller council But one of the things that we do is we do try to gauge Whether there's the likelihood that add up say at a committee meeting there might Possibly be a quorum of council or a quorum of another committee Because there are ways that we can handle that if we know let's say Finance committee is dealing with a really important issue And we think there's gonna be six of you at the meeting Because that's all it takes Anymore the five of you who are part of the committee and one others we will Put what we call a bad key notice on the agenda saying there may be a quorum of The council at this meeting But I think we've been talking about whether we need to put bad key notices almost all the time now With the with the smaller size Now what a bad key notice does is it sort of gives you protection if sort of randomly You show up and oh wow I'm at the I'm at the public works committee But here's a quorum of the council or I'm at the public works committee and here's a quorum of the law And license or the LHPS committee just just so happens to be that way It provides you some cover so that nobody can say that you're in violation of open meetings laws now That doesn't mean that you can suddenly start you know taking action on items that are not on that agenda And council actions are never on the agenda of a committee meeting But it does allow you then to participate in those discussions at the committee level That's thank you for raising that because we did talk about that before and I think we need to follow through on making sure that We regularly do bad key notices. Well, and the reason I asked the question is because we are a smaller council now and with five members on a Committee like you said one person needs to show up and I'd like to be more active in Attending some of the other committee meetings I Would be number six right sounds like you're coming to a lot of committee meetings So it sounds like we're going to be putting bad key notices on all the committee committee agenda So at least the standing committees, so good Okay, the next item is reviewing an agenda talk about it a little bit I wasn't on that part of the agenda, but a council agenda is Put into different categories And it's always on your board docs. We put copies in the back You want a paper copy, but basically what Chuck talked about was the consent agenda, which you will Boat on in one motion unless you want to take something off it goes through the report of officers and then through the Resolutions report of committees and then ordinances and then like Chuck said the other matters on the agenda are things that are added After the agenda was published so that they can't be acted upon or discussed. They're just referred and then it goes through closed session and Adjournment Agendas everything that's on board docs has an attachment So if you click on Any of the agenda items you will be able to see the attachment When you open it up, it will be the document and then any other attachments like like agreements Things like that. So those are all on there for you to see and for you to review Even like the adopting the rules today that you made a motion to approve Those are scanned in and available for you to look at prior to coming to the meeting that night And then usually on board docs those are done from all the committee meetings Any other comments questions Anything there? Okay, then we'll go on to basic protocol general rules of conduct Just a few comments there in the past It's always been tradition for the council to stand up when they address the chair and make a motion and We've started to relax that a little bit But that's why you have the mics that you can put on so you can easily stand up now when we're going to the county board chambers The mics are all going to be on your desk So if you stand up, it's going to be difficult to use the mic So we're going to be expecting you to just make the motions and have your discussions, you know from the chair So that people can hear you both in the chambers as well as on TV the Cameras here will all be transferred over to the the county board chambers so that it may not be for that first meeting but subsequent meetings will definitely be able to be broadcast live as they are now and it'll also offer the county board that that option as well to To stream their meetings right away before they could never do that with their current setup They always had to be taped and recorded and then they could be rebroadcast Proper dress, you know, we'd like you to have a business look You know it used to be a time where it was a suit and tie all the time That's been relaxed a little bit but if you could wear a top coat for gentlemen and an address shirt that would be appreciated and I don't any other things anybody'd like to offer there, okay, and then next one is This is just scooting back to reviewing the agenda Or docks is just a huge improvement on how the council does business and gives us so much Additional access to information so actually it's really important to look at the stuff And that really makes you a better alder person. There are a couple things Sometimes I remember when I was new I would find my name on a resolution or an ordinance And I would be really surprised because that wasn't anything that I had ever Nobody had talked to me about or whatever and those are just it's just a formality It's how some of the ways we do business here are a little Anachronistic and they've been doing it that way, you know, since people were scratching names and the desk drawer of my desk over there and So it's important to have those and it's the same for signing the documents You know, you get a whole bunch of documents and you know You sign those and particularly if you're the chair of a committee or if your name is on a resolution But I think that those are just two things that really surprised me It took me a while to figure out when I was new And then the other thing I would just speak to for all of us Are the benefit the huge benefit at least in my opinion of the IFCs those items for consideration are really terrific in terms of providing information that we haven't had before and really Allows us to see how staff is thinking and then the cool thing is write it down at the bottom because typically everything we do is going to have some sort of motion to to advance it is You just see it right there what the staff is requesting and so your motion can simply follow what the staff recommendation is at the bottom and So I those are just some hints from from the field Thank you all the person born thank you mayor When I started 12 years ago, we were required to be here one half hour before the meeting started And that was for the purpose of signing documents and that type of thing and that's been kind of relaxed I would suggest Based on my experience to try to get here at least 15 minutes before the meeting because sometimes we have issues with our Chromebooks Or our personal computers getting online and sometimes there are stuff there is stuff to read at the last minute So it is a good idea and especially I think it makes life easier for the for the city clerk Because of all those documents that have to be signed and it's a good idea to get as many committee members on those Documents as possible. I guess there's only a minimum of two, but it's nice if more people can sign them Thank you for those comments The other item that's that's next would be a basic open records and open meetings primer I think did we cover everything checker there? No, we didn't But I'm also not going to cover a whole presentation and it's my hopes that maybe in the near future We'll have another presentation just on open meetings and and or Public records, but there are a couple things that I just want to make sure that that you Remember so that you don't get into any trouble open meetings laws. First of all You know, they they're designed to allow public access to information They're designed to really limit the use of closed sessions so that there is more access to information and These open meetings laws apply not only to what you would expect the Common Council and their committees commissions and boards But it really applies to all sorts of special study and advisory committees other bodies or subunits that are created by a governmental body even a number of quasi governmental corporations, so there are if you if you are Let's say you're appointed to a committee Simply because you are an older person that arguably means that that body now has to comply with open meetings laws and It's arguably there are There are arguments to be made but to be safe I would assume that that applies and you should insist on that when you're whenever you're at any of those meetings you don't want to get sued as for example the Economic Development Corporation in the city of Beaverdam did and people ended up having to pay out of their own pockets There's a test to determine when a meeting is A meeting and we talked about the quorum issues in the walk-in quorum issues Phone conferences email chains can all play into that That's the the numbers test if half or more the members are present or are involved in that There's a presumption that there is a meeting But you also have to look at the purpose. Is it a meeting for the purpose of being a meeting? First of all if you have the numbers again, it's presumed that it's a meeting but that Presumption can be rebutted. So it doesn't include social events So those of you who went to all the all the person's wolf's party, you know, that wasn't an open meeting That that was a social event. Hopefully hopefully you weren't doing any business there Chance gatherings where you just happen to be you know, you all Six of you end up going to the same church or something, you know, not a problem that that's that's a chance gathering Chance gatherings at a conference, you know, you all decides somehow that that you know, somebody's putting on an event You know about a particular item and you all happen to show up at the same time Because you thought as an alderman it might be useful for you to know about this It's chance not a problem now If you think there's a good chance that all of that, you know A majority of you are going to be in some place at some time, please let us know Because we certainly would rather be safe than sorry and there are things that we can do to cover that So for example when the Kohler company had information sessions about the golf course We wanted to make sure that just to rather be safe than sorry We wanted to notice those no action was being taken but we noticed them as potential public meetings Just so that we can comply with the law closed sessions There are a very limited number of reasons why we can go into closed sessions and I would encourage you You know Always look at on the agenda. What is the reason that we're going into closed session read it for yourself ahead of time? It is required under the law that we state the reason Out loud at every meeting while we're going into closed session My recommendation would be you just simply read what's on the agenda just read it out that way You know that that you're covered 19-19.85 is the state statute that that covers those particular items that we can go into closed session If it's not one of those items, we can't go into closed session if we haven't noticed a closed session We can't go into closed session if we start talking about things that are not covered by the notice of closed session You can't remain in closed session And you can only reconvene an open session if it's included in the public notice We we generally have to vote in open session, so we will go in back into open session in most cases But there are some exceptions if the vote being an open session would compromise the need for the closed session Then there can be a vote in closed session. So for example, let's say You know suddenly we we're getting sued By somebody and you need to talk to me about how should we act on on this lawsuit and you decide and in closed session We need to have a vote to you know, authorize Me to respond in a certain way in this lawsuit like offer X amount of money Well, that's gonna happen in closed session because to go into open session and say why don't we offer this person $10,000 but start at five to see you know and then go up to ten well Obviously, that's that's silly and and we don't want to do that We can be in closed session for those kinds of things But if it is outside of the reason in closed session It has to be done in open session There is potential of fines and you can you can pay those fines out of your own pocket There is actually personal liability for these kinds of violations. So if you ever have any kind of concern about Open meetings laws, please contact us. Please let us know and we will do everything we can to help you Also, there are other penalties on the city as well courts can void decisions that are made And we've heard about that happening to the school district And you we as a city if we violate open meetings laws could end up having to pay attorneys fees I'm not gonna go through sort of scenarios because we're running short on time, but Frankly, if you ever have any questions, even if there's just sort of what if give our office a call We'll be happy to talk to you about that The flip side of over open government besides public meetings or open meetings is open records And this is important to you as well because generally anybody Can request to inspect any record that's kept or created or maintained by a governmental entity and that can include Documents that you yourself have created and you yourself are the records custodian for So for example, you send an email to a fellow alderman about an item on the agenda That is a public record. You are the records custodian for that So if someone comes to you and says all the person wolf I want copies of x y and z and if you're if you have that right if you were the custodian of that record really regardless Of whether you still have it or not. You're responsible for providing that now. We will help you We very much encourage you Strongly encourage you maybe urge you to do all of your city business via email on City email don't use your personal emails Because city email, it's a lot easier for us to grab that stuff make responses without You know, I don't want to have to go through your personal email to determine whether items are actually going to have to be released To a requester. I really don't want to do that. I don't want to read all your email So who is a records custodian Well, you are a custodian for any of the documents that you create or you Maintain and that includes your email Who's a records requester just about anybody who asks for a document is a records requester, whether it's the press whether it's folks that You know call themselves the press and some people don't think that they are Whether it's an individual person who just wants a piece of information They all are entitled to those documents and we need to provide them. What is a record? Just about everything is a record now. There are some exceptions Some of some of the exceptions to that would be drafts and notes and preliminary documents things that are Available for sale or already available at the library things that are purely personal So like if I use my city email, which I'm allowed to do because we're allowed to have, you know small amounts of Personal use of our city email if I send an email to my wife saying hey food trucks tonight You know get me a taco from from Jose's taco truck. That doesn't have to be released, but if There is a request for all the emails from all the person wolf On his email account and he asks his wife to go get him a taco at that So that when he comes home from a count and council meeting he has something to eat at least I'm gonna have to review that I won't release it But I'm gonna have to review that so again be careful as to how you use your your city email If you ever have a question about how to handle things We're here to help you with that. We want to make sure you don't get in trouble with regard to records There are there's one other issue. I just want to mention and that's text messages text messages at this point The law is changing and frankly we are doing some things internally to preserve text messages I would what I would encourage you to do is not Assume that forever and ever text messages are going to get handled Just the way phone calls are as if they sort of disappear into the ether we recognize that there are issues And I think that we do have some protection because you can't just store text messages forever and ever and you don't necessarily control that So there is some protection there, but I think the way the law is moving is that eventually At least for as long as you are able to store those text messages if you're using texting to do city business It's going to have to be preserved. I think that's where the law is headed. We're not quite there yet Use email rather than text would be my recommendation. Yes. So my concern is Preserving emails and it's my understanding just to confirm that even if I delete an email from my system The city maintains all of those emails. Yes, we do. Good. We maintain all those emails There are some issues. I know we've had some discussion about what happens when you block emails We can't just unilaterally block all me emails from a single user because the problem is is that? that Causes some problems for us as far as maintaining those documents for the purpose of public records, so Unfortunately, even though we understand that some of you are having an issue with one or more people We can't block those things if there's any chance that they Potentially would be a public record now We do have spam filters and some things like that that will prevent things that are clearly not public records Other questions about either of these open government issues Yes, what if some of the emails we get in our city website or obviously they want us to come to a seminar or They're selling something like that You know those get through and they're not considered to be spam. Who's who's making the the judgment on whether those go through as a regular email or or they come through as You know spam or something like that. So so IT has set up spam filters and I you know Greg can probably help you a little more on exactly how those spam filters work But the spam filters are designed to really only catch spam And and and it's really not anything that might be a public record is not supposed to come through what that means is There are many things that come through On our email accounts that are just not caught by the spam filter that are spam And that means is that when I'm working on open records request. I'm often You know saying well, I have to go through and look. This is non responsive. This is non responsive I see a lot of stuff. That's non responsive So for example when when I did an open records request when there was a request by the Friends of Black River for anything related to You know the golf course while we used the word Kohler as You know as as a search term Well, there was a lot of stuff that came up under Kohler that had nothing to do with that And so that was non responsive. We didn't have to provide that and we worked we worked that out with them and generally most Records requesters are very reasonable if they make a request that is just going to be impossible for us to work with We talked to them and we say hey look We'll do what you want, but it's probably gonna Get you way more than you want it's gonna cost you a lot of money Let's let's work out a way of doing this. That's more reasonable and you know, frankly, I've never Well, we've occasionally had to work out deals on what exactly we use for search terms I've never had anybody who says no no exactly what I said. That's a that's the only way I want it I don't care whether it ends up, you know costing me $40,000 because we're providing you You know 2 million document any other questions there Okay, and then the last item was becoming an older person all the person down here yet a few items there sure And I'll keep it really short because It's quarter to eight And but this goes to I think to the fact that the city is some tricky stuff There are lots and lots of moving parts, and I think Darryl's presentation about Just the budget alone shows you how complex everything is so there were just a couple of things that I wanted to cover With respect to emails my my general deal is that if somebody sends me city business On my personal email like a friend or whatever I just automatically forward it to my city email because I can guarantee you I don't want Chuck going through my personal emails And I want to be able to say swear, you know three hands three fingers high that there's no city business on my On my personal email, so if you can try to do that. I think that really is Is very helpful so the Ron and I were on the school board together, and I was on for six years round longer much longer than that I Got more phone constituent phone calls in the first three months of being an older than I did six years on the school board it's just it's just part of the job and The way and I actually enjoy it usually Because it is real problem-solving and we have a lot of tools to solve the problems that our constituents present to us just a couple of things Particularly if you have a temper which Temper just a little People it's like at the public forum, you know when people stand here and yell at us, you know Kind of gets you a little riled up and you can't it's just smooth when people call you They're usually really upset about something so what they really want to do is yell at you or just because you represent Why are the seagulls eating my garbage? Why is that pothold? Why did the city plowing come through six times on my cul-de-sac? Did you know that happened? No But you know people do get very upset and one of that from and I'm just talking about my own personal experience One of the important things is just to stay cool and some of us do that much easier than others I've never seen Ron get upset. So you know it's like whereas he sees it every day, you know so it's the important thing is is to take a deep breath and Listen, and that's the other thing that's sometimes really hard for me. What what really is the problem? What are people what what is the constituents concerned and listening hard is really the way the way to Start figuring out how to solve the problem and then basically nine times out of ten It is just knowing who to connect to in the city the staff person that can solve the problem for you because 99% of the time our staff is sophisticated and there are people there who can help and how do you find that out? Sometimes it's real evident Sometimes you just learn I know that if somebody calls about a stop sign or a traffic study or whatever I call Ryan Or I send him an email and then things get taken care of if it's about you know weeds in the grass I know I contact Bob Wallace or the other guy and those are just things that one if you don't know who to contact Call a fellow Alder or talk to the mayor or Darryl or Chuck and and we can We can get connected to the people who can actually solve the problem and that really works pretty well Sometimes problems have been Complicated enough that you know, I've been in a meeting with two or three people To try to figure out a drug house or parking lot behind a tavern or whatever and that's a good way of doing business, too and you can gather We had a drug house issue and I said to the neighbor who was calling me I said you get four or five people to come into the room. I'll get somebody from the police department I'll get the mayor there. It wasn't we had it at the senior center. It was a great meeting They're like eight or nine of us and we made a plan and it was taking care. So I just want to tell you so much of what we do is problem-solving and You know enjoy it because it really is part of the job the other important thing we can't have spouses do this for us or Friends because I correct me if I'm wrong when we act in a legislative capacity. We have immunity from prosecution generally Generally except for certain circuit yeah, but generally, you know We can't suit if we're doing the city's business But if my husband is trying to solve a problem for a constituent and I think it's a different Concern so really it has to be between you and city staff as to how to resolve questions and concerns Moving right along the maps. Oh, I love the maps In the old days McLean the Sheboygan Press did a full page ad of the sit and not an ad but a printout of this of city districts and mine are actually curling and You know that scotch tape them to the to the walls and so forth This is good. It's a little hard to read It'd be great if the Sheboygan Press would perform that certain that they were in full color too. I mean it was really nice This is helpful Meredith tells us that we're going to get really detailed maps you can go on the county board site You can find your district But it's really helpful to know what if you have a constituent calling from Hobok and you can say hey You can say you're not in my district. I don't do that. I say hey, you're not in my district But let's see what we can do. All right, so we'll be getting Maps and bigger and bigger maps would be great, but Put them up on the wall because you'll you'll need them One of the great things about having only one alder per district is you're going to know that you are the one responsible for solving the problem not the other person So Andy Ross and I would independently work on solutions to problems my other two partners in the past Never worked on a solution. So, you know, it was that was a little bit easier But at least you won't be doubling the the effort that that that you're doing in terms of problem solving And you also won't be canceling out votes What do they do with my little whoopee I'll make sure thank you I'm getting there Emails sometimes you just you know, you just kind of It's so important with everybody to be polite and to not call names and to particularly with emails because people can see them When I started on the council and the new folks have maybe already done this tours Our department heads love to give tours and they're wonderful. I Grew up near the water treatment facility We always thought it was like some dungeon and so to be able to go through the water the treatment plan or the the the water thing at on Valrath utility park. Thank you the water utility. It's pretty fascinating and The police department the fire department Public works boy. I learned a lot. You guys make 14,000 signs a year. I think something in that year. So They're really happy To see you to talk to you to explain what's going on Wendy the senior center is great if you haven't been there the personnel of the human resources department is you know Like three rooms. So that's not you know quite as exciting, but I would strongly urge you to do that Right, yeah development isn't that exciting either finance But the department heads that have cool departments really you know take the tours it's really it's really fun and How to get things done So how to get from you've got a constituent who says you know, this is really an issue for me and you think it's a problem What you can do is ask the city attorney's office to draft resolutions We've had quite a few in the time and Jim's been on much longer than I Of all those that have brought resolutions forward to attempt to solve Problems. Here's the deal Without violating a walking quorum see if you can get the support of one or two other alders And then go into Chuck's office and say hey, this is what we'd really like to try So getting if you think that something can't be resolved Just through regular advocacy, but it's really a systemic problem Drafting a resolution or whatever the city attorney's office will do that But it's best if we can do that with two or three other people that would not be a violation of of open meetings and so it's just I Was here for a full year before I even began to understand what was going on. So And I'm a slow study. So others of you Will you know figure out this much more quickly than I did but Ask where we're thinking about putting together a board buddy, you know a council buddy Just somebody that you can speak with Specifically not sure that's going to happen, but in any event because it is so much and it takes a long time Okay Thank you Another suggestion would be is to take that item and ask the chairman of the appropriate committee to put it on his agenda And and then you can have that discussion in the meeting with the other alders And you can then ask Chuck to draw documents for you the proposed resolution Well that concludes the the schedule for today. Thank you very much for everybody that was presenting and Now we'll get back to the council agenda Next item is hearings. We have two hearings this evening The first one is hearing number one of 1819 to amend the city of shaboy against future land use map of the city's comprehensive plan in order to change the land use classification of the property located at 3226 dash 3302 superior avenue for multifamily residential to community mixed use. Is there anyone who wishes to be heard? Is there anyone who wishes to be heard? Is there anyone who wishes to be heard? All the person wolf thank you mayor. I make a motion to close Thank you for that motion and support all those in favor of closing the hearings to please signify by saying aye Opposed motion passes the second hearing is hearing number two of 1819 to amend the city of shaboy against official zoning map to change the use district classification of the property located at 3226 dash 3302 superior avenue from class urban residential you are 12 to class suburban office So is there anyone wishing to be heard? Is there anyone wishing to be heard? Is there anyone wishing to be heard all the person wolf? Thank you mayor. I make a motion to close Thank you for that motion and support all those in favor of closing the hearing please signify by saying aye opposed motion passes Next move on to consent agenda that would include items 3.2 through 3.15 all the person wolf Thank you mayor. I make a motion to accept and follow or all our O's Accept and adopt all our C's and pass all resolutions and ordinances Thank you for that motion and support. Is there any one that has any discussion on any of the items in the consent agenda? Seeing none will the clerk, please call the roll for passage Motion passes next move move on to reports of officers Items 4.1 through 4.18 will be referred to various committees Under resolutions Items 5.1 through 5.5 will again be referred to various committees under reports of committees 6.1 is RC number 8 of 1819 by public works committee whom was referred direct referral resolution number 5 of 1819 by all the person wolf authorizing the appropriate city officials to enter into a contract with butane peterson construction company for 2,000,420,317 Dollars and 28 cents a Miller engineers and scientists for the amount of $4,000 for the capital improvement resurfacing project there Recommends passing the resolution all the person wolf. Thank you mayor. I make a motion to accept and adopt and pass resolution Thank you for that motion and support. Is there any discussion on the motion? Seeing none will the clerk, please call the roll Motion passes item 6.2 is RC number 9 of night of 1819 by the public works committee to whom was referred direct referral resolution number 7 of 1819 by all the person wolf authorizing the appropriate city officials to enter into a contract with vinton construction company for 242,397 dollars and 57 cents and Miller consulting engineers and scientists For the amount of $4,000 for the Concord Drive storm sewer and Wilson Avenue storm sewer outfall project and recommends passing the resolution All the person wolf. Thank you mayor. I make a motion to accept and adopt and pass resolution Thank you for that motion and support. Is there any discussion? Seeing none will the clerk, please call the roll motion passes Item 6.3 is RC number 10 of 1819 by the public works committee to whom is referred direct referral resolution number 11 of 1819 The all the person's wolf sorenson Authorizing entering into an amended memorandum of understanding with Sheboygan Park project regarding the Shaw family playground at evergreen park designed for use by children of Availabilities and recommends passing the resolution all the person wolf. Thank you mayor. I make a motion to accept and adopt and pass resolution Thank you for that motion and support any discussion on the motion Seeing none will the clerk call the roll motion passes item 6.4 is RC number 11 of 1819 by the public works committee to whom was referred direct referral resolution number 6 of 1819 by all the person wolf accepting the gift of 489,567 dollars worth of playground equipment from the Sheboygan Park project for the Shaw family playground to be installed in an Area number area two of evergreen park and recommends passing the resolution all the person wolf Thank you mayor. I make a motion to accept and adopt and pass resolution. Thank you for that motion and support Is there any discussion? Seeing none will the clerk please call the roll Motion passes under general ordinances that will be Referred to the public works committee Next move on to other matters received after the agenda was published Turned over the city attorney 8.1 is an arrow by the city clerk submitting various license applications for the period ending June 30th 2018 December 31st 2018 April 14 2019 June 30th 2019 and June 30th 2020 That'll be referred to the licensing hearings and public safety committee 8.2 is a resolution by all the persons wolf and sorenson approving the items The terms and conditions of the land lease agreement for Buttson sports complex Between the city of Sheboygan and Lakeshore United FC for a soccer facility To be located on the west side of South Business Drive between Hiawatha court and Barron's Parkway That'll be referred to the public works committee 8.3 is a resolution by all the persons renflash and boron authorizing the purchase of approximately 8300 of an acre of land and building Located on the northern portion of 12 11 North 23rd Street for future use by the city That'll also be referred to the public works committee Next is a motion to go into a contemplative. I'm sorry all the person born Thanks mayor on that last one that was brought in by alderman renflash and myself Was that originally at finance and personnel, but we're switching it over to public works Wasn't that that was that that that That land that was right next to the police department where we're getting an easement and then we We sent it back and now it's coming back or am I thinking of a different document? This is the I believe this is for the purchase of the salt shed Probably it could go either way. It's public works is the Public works would be using the salt shed. So that's why we determined it would go there eventually it would be Possibly used by the police department in the future Okay, yeah, I just thought it was a previous document that went that went back and it was coming back But it's a different one. It is a different doc. Okay. Thank you Okay, and all the person wolf Thank you, mayor I'm gonna make a motion to convene in closed session under the exemption provided in section 19 point 8 5 sub 1 sub e Wisconsin stats were competitive bargaining and bargaining reasons require a closed session Regarding a development opportunity in the South Point Enterprise campus and for the purpose of deliberating possible tentative agreement For the Sheboygan professional police officers association Is there a second? I'm sorry second. Okay clerk. Please call the roll Motion passes we'll take a short recess about three minutes and For the people watching at home. This will conclude our broadcast for this evening. We plan to adjourn in closed session