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agenda 2022-07-26 City meeting records #q494a4a6c Open original ↗

July 26, 2022 — Agenda

This is the City of Clayton Board of Aldermen agenda for a July 26, 2022 discussion session. It includes meeting logistics (in-person and Zoom participation, public comment instructions, attendance limits, and COVID-related mask/vaccination rules), budget and finance materials related to fiscal year 2023 and multi-year planning, and capital/replacement scheduling information. Excerpts show changes to equipment replacement schedules (assets of $20,000+ retained; smaller items and those eligible for external funding removed), cumulative prior contributions totaling $1,663,996 (broken out by category), multi‑year revenue projections for FY23–FY27 for several tax and grant accounts (examples: Capital Improvement Sales Tax ~$1.457M in FY23, Parks & Stormwater Sales Tax ~$1.294M in FY23, Use Tax ~$1.344M in FY23), and listed expenditures/transfers including transfers to other funds, debt service payments, and estimated transfers to an equipment replacement fund (e.g., a proposed ERF transfer of ~$1.667M in FY23).
Cited passage
1. Legal, Sec 610.021 (1).

07-12-2022 BOA Minutes July 12, 2022 Page 2 of 3

12 Alderman Berkowitz reported on the following: • Plan Commission/ARB • July 4th neighborhood celebration

Alderman McAndrew reported on the following: • Davis Place annual meeting held July 11

Alderman Patel reported on the following: • July 4th Hillcrest celebration • DeMun Mural

Alderman Feder reported on the following: • “Yappy Hour” reception at Anderson Park was held July 11 • Davis Place annual meeting

Mayor Harris reported on the following: • “Yappy Hour” reception at Anderson Park was held July 11 • Davis Place annual meeting • “Yappy Hour” reception at Anderson Park • Mayor’s food drive yielded 9,000 pounds of food, equals 7,000 meals

Motion made by Alderman Lintz to adjourn the meeting. Alderman Berkowitz seconded.

The motion passed unanimously on a voice vote.

There being no further business the meeting adjourned at 9:06 p.m.

____________________________ Mayor ATTEST: ____________________________ City Clerk

07-12-2022 BOA Minutes July 12, 2022 Page 3 of 3

13

Mayor Harris shared her interest in the Maryland shops which are of the Colonial Williamsburg architecture.

The Board was in consensus to research information and continue the discussion.

DISCUSSION ON CITIZEN ENGAGEMENT

City Manager Gipson provided the Board with an update on citizen engagement as discussed at the 2021 Board of Aldermen retreat. The remaining timeline is as follows:

• Communications Strategy Discussion – Summer 2022 • Waste Collection/Property Tax Survey Discussion – Summer 2022 • Mayor update letter in September (special mailing) • Waste Collection/Service Level/Property Tax survey in October 2022 • Public Forum in November or December 2022 • Articles in City Views – Winter 22/23 Edition and Spring 2023

The city has utilized traditional randomized mail surveys to gather community input. The estimated cost for a traditional survey to determine service level and tax rate preferences is $11,450. This is in addition to the biannual citizen survey that will be conducted in the spring of 2023 ($14,750).

The estimated cost for a traditional survey to determine service level and tax rate preferences is $11,450. This is in addition to the biannual citizen survey that will be conducted in the spring of 2023 ($14,750).

It was determined that the survey questions utilized in the months leading up to the property tax ballot question in 2021 were ineffective and difficult for some residents to understand. Staff has been researching alternative formats and more innovative community engagement tools. Staff is requesting that the Board of Aldermen consider the use of Balancing Act for an upcoming survey. This could be used as the sole survey method or a supplement to a traditional paper survey. Staff believes that the Balancing Act platform would result in better understanding of the financial situation, questions posed and generally enhance interaction with residents. The annual cost of this service is $5,800.

With Balancing Act, IP addresses can be monitored to ensure that individuals are not submitting multiple responses to the survey. Additionally, an email address can be required with submittals. This would help build the email address list for communications and act as an additional safeguard against repeat responders.

City Manager Gipson provided examples of products that other cities have utilized to survey residents about service levels and/or taxes.

The Board was in consensus for staff to proceed with the survey.

OTHER

Alderman Lintz reported on the following: • DeMun Mural unveiling event is scheduled for July 16

07-12-2022 BOA Minutes July 12, 2022 Page 2 of 3

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