12.16.2013 MINUTES - Laserfiche WebLink

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Regular Council Meeting December 16, 2013 Page 7 management. Mr. Standifer said they could bring someone in or meet with staff through a remote system. Following presentations, City Council discussed the companies and that each was willing to include local participation. Mayor Hashmi asked for recommendations from staff. Mr. Napier said his initial thought was Neel- Schaffer, but after hearing the presentations he was leaning towards Teague Nall & Perkins. Engineering Technician Justin Oliver said they were all good firms. Public Utilities Director Doug Harris said his evaluation was included in their packets. Mr. Godwin said after hearing the presentations, he recommended Teague Nall & Perkins or Neel- Schaffer. Mayor Hashmi said his first choice was Neel - Schaffer and Cheatham & Associates and his second choice was Huitt - Zollars. Council Members Wright, Jenkins, and Grossnickle favored Neel- Schaffer and Cheatham. Council Member Lancaster favored Neel - Schaffer and Cheatham with Huitt - Zollars as her second selection. Council Member Frierson asked for additional discussion, in that he wanted to look at the associated costs. He asked Shawn Napier for an estimate of the costs and Mr. Napier said roughly 5.5 million dollars but that would depend on the approach. Council Member Frierson inquired if the design would cost over $500,000 and Mr. Napier confirmed that it would. Council Member Frierson said he was concerned about return on investment of this project. Mayor Hashmi said Council previously voted on this item, to which Council Member Frierson acknowledged. Council Member Frierson said Teague Nall & Perkins was his first choice followed by Neel- Schaffer. Council Member Drake said her first choice was Neel- Schaffer followed by Teague Nall & Perkins. A Motion to select and begin contract negotiations with Neel- Schaeffer and Cheatham & Associates with the stipulation of local involvement, and that Council Members Wright and Lancaster be included in the contract negotiations was made by Mayor Hashmi and seconded by Council Member Jenkins. Motion carried, 7 ayes — 0 nays. 21. Discuss and act on amendments to the Personnel Policies to include a provision for buy- back of sick leave. HR Manager Sandy Collard explained the personnel policy review committee agreed to consider reinstituting a sick leave sell back policy to encourage less absenteeism and increase morale. Mrs. Collard said the City had such a policy from 1983 until 2004, but this proposed amendment was much more conservative in that the employee must have accumulated at least thirty -five (35) days of unused sick leave as of October 1, and no less than five (5) days up to a maximum of ten (10) days could be sold back at one time. Mrs. Collard also said that an employee who uses more than five (5) days of sick leave during the twelve (12) month immediately prior to October 1 would not be eligible for sell back that year. Mr. Godwin estimated the cost of the policy this year to be $117,500. Council Member Drake asked if they would know the exact cost during the budget process and Mr. Godwin answered in the affirmative.