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Minutes from the special called Finance Committee on December 1, 2005.
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Finance & Administration Committee Minutes
Thursday, December 1, 2005
3:30 p.m. - City Council Conference Room - Huntington Building
Special called meeting
Members Present: Alec Farmer, Jim Hargis, John Street, Harold Perrin, Ann Williams and Darrel Dover. Other present were: Mayor Formon, City Clerk Donna Jackson, staff and media.
FIRE DEPARTMENT
Questions concerning the amount of money spent on uniforms were raised. Fire Chief Aaron Keller informed the committee that this year, the Fire Department purchased Class A uniforms for half of the department. Next year, they will be purchasing Class A uniforms for the other half of the department, in addition to purchasing regular uniforms. It was decided to leave the 207 Uniform account as it is.
Clarification was asked for regarding the 209 Expenses account. It was asked what the account was used for. Mr. Larry Flowers explained the account was used for travel and training purposes, as well as tuition for any classes. It was further explained the Expenses account was increased for 2006 because of the new Fire Marshall. It was decided to leave the 209 Expenses account alone.
It was also questioned why the 211 Overtime account had increased, even though the department had hired more employees. Chief Keller explained that with the additional responsibilities of hazardous materials, the department has to spend more in overtime to compensate the workers. He further noted that the department is able to be reimbursed for some of the money spent on overtime, but the refund money is deposited into the general operating account. It was decided to leave the 211 Overtime account alone.
It was noted that the department has not spent all the money from their current year’s 217 Professional Services account, yet the amount was increased for 2006. It was decided to change the 217 Professional Services account for 2006 to $33,000.
Questions were raised concerning hiring a consultant to study the City’s ISO ratings. It was asked whether there were plans to hire a consultant or to just wait for a visit from ISO before deciding what to do. Chief Keller noted that the consultant costs $17,000. It was decided to leave the account at $33,000.
It was questioned why the 221 Maintenance account was lowered by $28,500. Mayor Formon explained that the Fire Department had been hiring out people for HVAC work, so the Fire Department budgeted for the repairs in the 2005 budget. But, half way through the 2005 year, someone was hired full time to take care of the air conditioning needs, so the Fire Department will no longer need the money that was previously budgeted for hiring out the air conditioning repairs.
Questions were raised concerning the 222 Outside Maintenance account. Discussion took place concerning what qualifies as outside maintenance. It was decided to change the 222 Outside Maintenance account to $15,000.
Discussion was then held regarding repairs to the fire trucks. Chief Keller explained they under-budgeted in 2005, so they increased their 223 Repair Parts account for 2006. He added that they are expecting to receive new trucks by the end of 2006 that should relieve the repairs account in 2007. He further explained that the department will be using the money from City Water and Light to purchase four new pumper trucks. Plus, they’re hoping to purchase a smaller ladder truck and a platform truck for $250,000 a year for 5 years, with a trade-in.
Since the department over-budgeted for supplies in 2005, it was decided to lower the 224 Supplies account to $19,000 for 2006.
Discussion was held concerning the fixed assets the Fire Department is asking for in 2006. Chief Keller noted that instead of the 8 passenger, $16,000 van, he was hoping to purchase the 12 passenger, $18,000 van. It was decided to allow for the change in vehicles. The committee then questioned the $30,000 staff vehicle replacement that is being asked for. Chief Keller explained they are hoping to purchase a new vehicle for the shift commander and then using the shift commander’s current vehicle to replace either the Fire Marshall or the Assistant Chief’s vehicle, then getting rid of their current vehicle. Assistant Chief Leonard Jadrich added they’re looking into purchasing a new Durango or similar vehicle.
Questions were then raised regarding the purchase of the new trucks next year. Chief Keller explained that with the money City Water and Light is giving the Fire Department, they will be able to purchase 4 new pumper trucks, which will cost $300,000 a year for 5 years. In addition, the department wants the City to purchase a smaller ladder truck and a platform truck at the cost of $250,000 a year for 5 years. Councilman Farmer motioned, seconded by Councilman Street, to amend the Fixed Asset budget of the Fire Department to include the $300,000 for the pumper truck and $250,000 for the tower truck in this year’s budget. Councilman Farmer also added a City Water and Light fund should be inserted under the Revenues section in the Fixed Asset Fund Revenue & Summary. He also recommended changing the 556 ACA line in the Revenues section of the Fixed Asset Fund Revenue and Summary.
Chief Keller questioned hiring more people. He stated he would like to hire six new employees. It was decided to wait to discuss hiring new employees until later on in 2006.
Assistant Chief Jadrich asked whether he could use the last purchase order he used to buy a fire truck, which is approximately four months old, to buy the new fire trucks since they’re going to be the same. He asked whether he could do that or if he needed to bid it again. It was recommended that they contact City Attorney Phillip Crego to find out what he can legally do.
HUMAN RESOURCES
Discussion was held regarding whether a full-time receptionist should be hired to be placed in the lobby of City Hall to greet people coming in and answering the phone, or if two part-time people should be hired. Mayor Formon informed the committee that HR would be responsible for the receptionist instead of his office. Ms. Suzanne Hackney added that the part time workers would be getting paid $7.25 an hour without benefits. It was asked for Mr. Flowers to figure out that amount of hiring two part-time workers and put that into the budget and take out the full time person. It was also asked for Ms. Hackney to put together a job description for the part time receptionists as well.
Councilman Farmer left at 4:43 p.m.
Questions were then raised concerning the 209 Expenses account. Ms. Hackney explained she used the account to pay for interviewing as well as paying for various conventions she attends through the year. It was decided to lower the 209 Expenses account to $3,000.
Discussion was then held regarding the 217 Professional Services account. Ms. Hackney explained that the account is mainly used to pay for the Employee Assistance Program (EAP) through St. Bernard’s. Ms. Hackney pays for the EAP in four $2,000 installments, totaling $8,000 per year. It was questioned why the HR department is paying for it and not each department. Discussion was held as to whether it should continue that HR pays for the EAP or if each department should have to pay for it separately. It was decided to keep the EAP payments as is, with the HR department paying for it. It was also decided that the 217 Professional Services account would be lowered to $12,250.
Discussion was held regarding whether the advertising account balance needed to be higher than 2005, since fewer jobs are anticipated to be advertised for in 2006. It was decided to lower the 220 Advertising account down to $7,500.
It was questioned why the 224 Supplies account balance is so high. Ms. Hackney explained that she uses the supplies account to pay for materials used for police testing. It was decided to lower the 224 Supplies account down to $10,000.
Questions were then raised concerning what the miscellaneous account is used for. Ms. Hackney stated she used the account for job-related training, such as computer training. She added that she also uses it as a surplus account, to compensate whenever she goes over in another account. It was decided to decrease the 231 miscellaneous accounts down to $2,000. It was also asked for Mr. Flowers to rewrite the descriptions for each of the accounts to be more specific concerning what each account covers.
It was questioned why the 233 Rentals account had a balance. Ms. Hackney explained that was used for her copier rental. Discussion was held regarding whether that money should be put in the 222 Outside Maintenance account since the copier is under contract. It was decided to transfer the copier rental money from the 233 Rentals account to the 222 Outside Maintenance account, leaving the 233 Rentals account with a balance of zero.
ADJOURNMENT
With no further business, the meeting was adjourned.