Planning Commission/Board of Zoning Appeals - Regular Meeting

All right, it is 4:00 day time. speak with as much clarity as possible. All right. Call the order. the January science committee.

All right. Uh, hold up. Why don't we Shouldn't it be up on the big screen? No. Oh, okay. I guess I'm seeing it over there. All right. Yeah. Um, all members are present. Mayor Joey Hobbs, Vice Mayor Mark Messik, Alderman Donnie Parsley, Director Anthony Burroughs, and myself. All right. Item number two, approval of the agenda. I'll make the motion. Second.

All right. Any discussion? Hearing none. Vote. I I 300 to approve. All right. Item number three, approval of All right. All right. I have

brother. It's request. insurance. Insurance by the door frames. So, these folks are coming in and we're going to cut underneath the bleachers a little bigger gap so it can swell to expand and contract and they're going to replace the flooring at the entrances that was damaged. So this is really the second time in as many years that we've had to replace it based on moisture. But now that the chiller's in place, we feel pretty confident that we should have it again. But there again, insurance did cover the line share of it. So this is the second time in two years. What what have we learned from that? Do we know warning signs? Do we know? Can we detect?

The first one was a busted pipe. Okay. It's just different. One off. Okay. And then like I said, when the chiller went out last year, it was in the middle of the summer and and we just never could recoup it. Yeah. And so it caused it to buckle at the doors. But we feel this, we'll take care of the problem, right, AJ? According to Pinch of Sports floors, by widening the gap next to the walls and repairing the damaged areas, it should take care of the problem. Walls are humidity levels stay okay. So that that kind of answers my question too, AJ, that we are doing something different. We're not just doing the same thing. No. Yeah. Yeah. We feel like that during the last installation, it just got too tight.

Yeah. And so, and now, like I said, they're going to cut it underneath the bleachers against the wall to give us a bigger gap. So, if we do have another moisture issue or or condensation, it'll let it expand and not buckle. Okay. So, what's the Murf Free Construction Consulting LLC? What's that for? That's the company that the insurance company sent down to give their estimate of what the repairs would cost. Their estimate was the same estimate as Finchum.

Yes. Actually, Finchum came in more expensive at first and then Murphy got with them and they agreed on the final proposal that Finchum gave us of 81,800. So Fincham's going to do it.

I'll make the motion. I'll second it. All right. Further discussion hearing none. Let's vote. I I 300 to approve. Thank you, AJ. All right. Item number seven, software upgrade status. Yeah, that just a a quick um FYI on where we are on a couple things on the uh rec plus software that's going in at the rec center. Um I haven't heard any more on that. So we should still be good. What is it, Kelly? About end of February, middle of March.

Middle of March.

Yeah. So, we're that's that seems to be staying on track. Um, also the ADP software upgrade that that too is coming along and uh we're looking at July probably for that one. So, that's actually they've actually gone smoother than I originally thought they would. So, that's good. Um and at the next uh just telegraphing it now to you at the next uh finance committee meeting we need to talk about our main software upgrade which is we use Tyler in code 9 right now but that's a pretty old software and it's like our other software we need at some point to upgrade. um it's kind of interfering with trying to update our reporting and a bunch of other things. It's it's an old software. Um the next the upgrade would be to incode 10 which we've started taking a look at. Um and I think that's where we're going to end up having to go. Um but we need to talk about it. We need to talk about the money. There's about a 12 to 15 month lag time. So, if we agree to do this and there something, you know, that's approved, um, we have to sign up for and it's going to take 12 to 15 months before they even started. So, um, again, we'll we'll get into more details. I've got some quotes laying on my desk. We just kind of need to talk about that whole that whole process, but it just, you know, it's like bumping into all these other softwares that we had that are they're just out of date. They're just they're just old and they're They're going to have to be upgraded at some point in time. There's just no way around it. But anyway, I'll have more details, but I just wanted to put that out there now. So,

I remember when you when we first discussed this right here, you was talking about it over a period of time. Yeah. And it's it's going to take some time and it's going to be pretty confusing about changing over and so forth like that. Right there. And we've tried to layer these software upgrades in so the city and the employees and the staff aren't all getting, you know, crushed at once with all these different softwares. We're we're trying to, you know, bring it in.

You know, the rec center was, you know, the the the smaller upgrade, if you want to call it that. And then, you know, then we have, like I said, ADP, which is HR and payroll related. But now our main our main system is gonna and that's saved that that bigger one for last. And like I say, they can't they won't even get to it. And even if we agree to the contract, it'll take 12 to 15 months. So there's quite a lag time out. So it's something we got to think about now to you know get done down the road a couple years from now really. So anyway, but so far so good. They've been layered in. They're coming along better than I thought and uh so that's good news. But we'll talk a little bit more on the on the in code 10 when I have some more information. I'll bring it up next month. So,

but but that would bring us up to date to the most modern. Yeah. I don't I don't know what else is out there um that that we would need. Um I'm sure it changes every year though. But Oh, yeah. But uh those those are the main ones that that needed upgrading and I think everybody else has has what they need. Um, yeah. I can't think of any others and then we'll we'll finally be there. And the last one is Ben Lman. Yeah. Under under added items uh discussion of the Benlman information.

So what what we have here is looking for $19,559.95. That's to upgrade all the phones uh throughout the city so that we can start going to a a system to where if you call, you pick the department and we don't have to have people just answering phones all the time. Recenters at the front desk, I mean, they spend 70% of their time picking a phone up. And same with other departments. And so this has 80 new phones on there. Um, but there again, as we've upgraded, we can't upgrade the current phones we have. But if we want to go to where you can call in and not have people answering the phone on a regular basis, you know, maybe you push one and it'll take you to public works. Two will take you to water, sewer versus having 12 different numbers for the citizens to try to figure out how to get a hold of everybody. We'll have one line in and then you'll hit a button where you want to go and it'll transfer you to those. But in order to do that, we have to purchase new phones. I mean,

don't we do that now? Can you call a certain number? Yes. But you're going to call one number moving forward. When I call one number, no, you have to call the public warehouse. You have I mean, if you want water and sewer, you got to call downstairs for billing or you got to call the warehouse. You got to call public works. This will be one number into the city and then you'll take a menu and you'll be able to transfer anywhere into the city departments. But there's a there's a menu when I call one number. There's a menu already. Do I have to hang up and call another number?

Oh, I guess our microphone's not working. So, if you don't care, speak up just a little. So, sorry. We We just Somebody called in. They wanted to hear you. All right. I'm just saying and I'm ask I'm I'm just asking. I know when I call or I call I don't know what number but I call the number of city hall and and there's a menu and he gives me all do I have to I don't remember because I don't do it that but but I have to remember that number that it tells me to call and then hang up and call it. I can't just punch so I mean I can't swear to it but I just know talking with Erica and it they won't all talk to each other.

Okay. and and this will make us all talk together. Um, but yeah, I know like for instance, if I I can, right? I mean, I can hit like maybe Anony's 1104. I mean, I I can do those things internally, but from the outside world, we're trying to make it as simple as possible to get a hold of any department. Right now, like I said, if you want to rec center and you want to know the times that they're open, we can't add that to a menu item, right? If you just want the hours of operation and it gives us some flexibility inside the department so that they have a menu so that you don't necessarily have to talk to somebody every time you can. But if you just want to know the hours are open, wouldn't that be better just to hit a button as you call in? That's what we're looking to do.

We have any idea how old our current phone system is? Mark, you probably been here the longest. It was here before I was here. Yeah. So I'm going to say here a while 10 12 yeah 15 years I mean it just well yeah like for example like with the water departments ain't there like two or three numbers like like don't you have people that calls the water department want to know about maybe a a water break. Yes. Or to get somebody out there to find out that needs to go directly to that department instead of the village. Yeah. Yeah. And that's what's happening. They usually call the wrong number like Right. and you have a a water issue, they're calling the billing office,

right? Right. Instead of the warehouse, right? And and so we're just trying to make it simplified. So you get exactly where you want and then there'll be some emergency, you know, if you have an emergency, you can hit this and it'll go to their cell phone versus to their desk when they're not there. So, um, like I said, as as it has been upgrading itself, right, they've done a good job. We've gone to the cloud and we've changed a lot of things. This is just one of those other uh pieces that we we need to add to it. All right. So, uh the ask is for 1955. Do we have a a motion?

I'll make a motion. Second. I will second it. How's that? So, you hear? Thank you. Thank Yes. That's very kind of you. Um All right. Hearing no further discussion. Let's vote, please. I I I So 300 to approve. All right. Do we have any other items that need to be added? Hey, when when you send out the agenda, how hard would it be to attach this stuff to the agenda and send it out with it? Is that a big deal? The email that I send out? Yeah. Um, it is. Okay.

Can you put this on there? I copy and bring it on. But on your email when I send the agenda up the pack items are all there and then I bring you the paper. I didn't say

no item. It was I always keep the number eight items open again. So somebody does come in at the last minute but those aren't going to be nice. All right. Before we adjourn, I I do want to take a minute. We've got our friends here from Thunder and also um I want to discuss I think there's a lot of misconception uh in the community about what we've done what this committee did uh in relation to the Chamber of Commerce. And and I want to clarify that because it bothers me a little bit the way that I think it's understood. Um in our 2526 budget, there were there's basically two transactions between the city and the chamber of commerce. There's a $10,000 donation for Chamber of Commerce operations. And Anthony and Mayor, correct me if I miss, but there's a $10,000 donation to the Chamber of Chamber operations. that is completely untouched. It's never even been discussed that that we uh take any money for chamber operations away. The other transaction is $27,000 annually for us to outsource our tourism activity for the Chamber of Commerce to manage. Half of that roughly has been paid through the first half of the fiscal year. The decision was made to pull the other half of that outsourced money back into the city. This is not money for chamber operations. It's money for chamber for the chamber to manage our

tourism activities. We basically made the decision to insource that work. Uh and speaking for myself, I wouldn't to assume that I can speak for for my fellow but after looking at the at the I don't I don't think there was $27,000 worth of work there and I'll be happy to share that to public document. So um we basically made the decision that that we could insource that activity and be more efficient with which I think at the end of the day is this committee's job to be efficient with with what we spend. Um, now speaking for myself personally, if if you know we need to revisit the conversation with the chamber, if there needs to be a little more donation, if we need to do something there or chamber operations, it's a conversation I'd love to have. I think I think Katie and the group do a good job. I do. But we're talking about two completely different items. Money for chamber operations and what we give the chamber was never even considered to be reduced. The money that we did pull back was for tourism advertisement and tourism activities that are outside of the normal chamber operation.

I think we also have to mention that alman branch made a mot that passed in our December meeting that this committee revisit chamber donation and in that motion it says for the chamber to bring to this committee what the additional ask would be that's why it hasn't appeared on the agenda because as today they have not sent over another request for you guys to enterain as soon as they do we'll get it on the next meeting and we'll let had that conversation and alderman French made a motion $25,000 you know but part of that's not clarification is that for the year was it an additional $25,000 was it on top of the 10 for a total of 35 and I did have some conversation with him there again you know information that they sent us dated February 24th 2025 only ask for $10,000 which we make that donation. Okay. If there's an additional donation needed, this committee will hear it based on what French asked us to do. But that's the way it's worded in our minutes for the December meeting. So that's why Anthony didn't put it on there. That's why I haven't put it on there. I don't know. But once they make the additional ask, then you have So, can I say something?

Absolutely. I voted against that. I was a sold vote. I want you guys radio station to get that right. Okay. I was so voted. You were you were a no vote to bring it back to committee. You may have voted wrong, but it was five to one to bring it back. No, I'm talking about the the meeting we had here.

Absolutely. So, and and the reason the reason I voted no on that was not because I was upset about taking the money away from, but I was concerned that that 134,000 took away from them would never get used again to promote tourism. And it had been that long ago, but I'd like to see that if we're going to short them $13,000, I'd like to see where the money's going to and that something's being done to promote tourism with that money. Okay? And I for once and for every more want to get that not misunderstood. Okay? So I'm looking at you two because y'all are the only ones here, you know, but that's that's my position on that and and that's all I want clarify but and what I wanted to clarify again speaking solely for myself but that we made no decisions and never even had a single word of discussion to short the chamber funding for their operation.

I know I know I know a tell us some words you use. Okay, I get that. And again, we are wide open and welcome to the discussion of uh extending or adding to the chamber donation. But like any good financial steward,

we'd like to know where our money's going. And let me clarify one other thing, and I want you guys to get this right. Okay? I was no vote on the phone that night when they when French wanted $25,000 and I was a nobo because I didn't think French should sit there and tell us what we need to give the chamber. Just like you said, I think the chamber needs to come before us and ask what they need and then we'll give it to them. I don't have any problem giving what they need. Here's the question I'm asking. the money that was put in to our

No, I mean if you look at their budget that they sent us, okay, they take in $27,000 for tourism, but in their budget under the expense side, they only spend four. So assumption would be that that's for staffing website and some things behind the scenes that we're not seeing right which is probably operational. So I can see how they could be short on that side and we just need to get it right. Put it in the donation side. I don't think anybody's challenging that they need the money. Oh, I just got to put it right. I think

I think Well, and that's that's a great point. And if we're if we're earmarking $27,000 tourism, my expectation would be every cent of that $27,000 get spent on tourism activity. If we're giving a $10,000 donation or a $25,000 donation or whatever, that's a donation. They they use it as they see fit. U so that's but that is what I want to clarify.

But again, you know, the overriding point is that we welcome conversation. We're not anti I'm not anti-chamber. I think they do a good job. I think they do a good job of representing u you know the small businesses in our city and that's their job and that's their job. That's their job. They're out of their way. The other thing right they're not an extension to the city. Exactly. They're their own thing. They're no different. when we donate to the library or to anybody else. Okay. I mean,

so if we shorted them because they were expecting something for tourism to help them, let's have the donation conversation. I don't think anybody's against having that conversation, but they need we'll see if we can get them to the extra donation and have the conversation. I don't against giving them a donation larger than $10,000 because we kind of did change the game on how we wanted to do tourism in the city, right? We did spend more money on lights this year. We did do some other things and we are working on some advertising with a different company than we've ever used before. So, so yes, we intend to spend all of that money in a different manner than they've ever done before. Okay. And if they budgeted some of that to help them, we're I would be okay recommending that we give them a bigger donation. Okay. But they need to come in here and tell us what that is and how we can help them.

That's right. If you you watched this over the last 8, nine, 10 months, this these are not new conversations. We had a conversation with the school board about how we do things. It's just a crime. Um, we need to care about we need to we need to understand where where our money's going the right way. It's not our city.

You guys have been very generous county. We over everything that they couldn't take on this year, whichever, but so if they need it, just come talk to us. Okay. Thank thank you guys for letting me out. Do we have motion? Thank you all.