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Minutes for the Finance Committee meeting on July 15, 2004.
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Finance & Administration Committee Minutes
Thursday, July 15, 2004
4:00 p.m. - Huntington Building
Members Present: Alec Farmer, Bill Roddy, Darrel Dover, Jim Hargis, Ann Williams and Harold Perrin. Members Absent: None. Others present were: Keith Inman, Jonesboro Sun , Mayor’ Assistant, Aubrey Scott, Information Systems Director Alan Young, Human Resources Director Suzanne Hackney, City Attorney Crego, Finance Director Larry Flowers, Grant Coordinator Jim McKinnon, Parks Director Jason Wilkie, and Alderman Cecil Province.
MINUTES APPROVAL
Councilman Dover moved, seconded by Councilman Williams for approval of the June 24th, 2004 committee minutes. Copies were made available to all who were in attendance. All voted aye.
FINANCE
Copy Machine - Mr. Steve Kent, Purchasing Agent explained he mailed committee members a copy of the bid specifications, stating it was confusing because there were too many combinations for him to make any recommendation without knowing the committee’s feelings on the subject. Councilman Dover clarified that there was to be a comparison between leasing copy machines to purchasing copy machines. Councilman Perrin questioned if you buy a copy machine does the vendor allow for a trade-in. Mr. Kent stated they do not. Councilman Perrin questioned if there was an increase in the maintenance contract when leasing. Mr. Kent responded saying a maintenance contract is built in whether we lease or purchase. Councilman Perrin questioned if there were problems with the current equipment. Mr. Kent responded saying the equipment was becoming obsolete, but would be good enough for a department that does not make a lot of copies. Mr. Kent stated Councilman Dover had instructed him to get quotes for leasing from one company, not four different companies. He explained if the City purchases two copy machines, but leases two copy machines, he would have to negotiate with the vendor for the leased equipment. It was determined that they need to purchase or lease from each individual company. Councilman Perrin requested Mr. Kent to come back with a recommendation to the committee, with Mr. Kent stating he could do that if he knew the guidelines. Mr. Kent explained he had heard the City Clerk was not happy with what was specified for her office. Ms. Jackson responded saying it was her understanding that the vendor would be conducting a survey to determine the needs of each office, but no one had consulted with her, and she wanted to make sure the copy machine was adequate for the work load of the office. Mr. Kent was asked to come back with a recommendation for the committee.
Principal Financial Selection - The decision was made to leave the investment the same for another three months and do a monthly reporting of its progress, prior to making any recommendations for change to a moderate/conservative allocation.
Software Update - Mr. Flowers reported they were going through the presentation phase, and checking references of the vendors. He explained they would be sending out letters on August 6, 2004, to the four vendors asking for cost estimates, an implementation plan, and detail regarding the type of support they provide. Once the information is made available and assessment is made of the employee evaluations they would make a recommendation to narrow the list down to two vendors, providing for an on site visit with each of the selected companies. Mr. Flowers was hopeful that the final recommendation could be made in September.
TIF Financing - Discussion was held regarding the establishment of criteria when considering Tax Increment Financing so there would be no accusations of being arbitrary and capricious. It was determined that the City Attorney needed to be involved when considering the criteria, which should include benefits to the city, naming infrastructure as an example. A copy of suggestions for TIF criteria was given to Mr. Aubrey Scott, Mayor Brodell’s Assistant, and he was asked to provide them to the City Attorney for recommendation.
HUMAN RESOURCES
Hiring of an Additional Code Enforcement Officer - Ms. Hackney explained the hiring of a new Code Enforcement Officer which was recommended by the Public Works Committee, was delayed because Mr. Ron Shipley, Interim City Planner wanted make sure the position was needed. Mr. Shipley explained after assessing the situation a new Code Enforcement Officer was warranted based on additional abatements and condemnation work for Mr. Jim McKinnon, Grants Coordinator. When asked if Mayor Brodell recommended the hiring of a new Code Enforcement Officer, Mr. Scott stated he believed the Mayor recognized the need for additional staff in that department. Councilman Dover moved, seconded by Councilman Perrin to recommend an ordinance to amend the budget to appropriate the necessary funds to create the new position. All voted aye.
Pay Increase for Ron Shipley, Interim Director - Ms. Hackney stated that she and Mayor Brodell had determined that Ron Shipley should be compensated for his time serving as Interim Director of the Planning Department. The increase would be from April 15, 2004 till a new City Planner is hired. To date the amount would be $7,970.61 or $332.11 per pay period with the money being in the budget. Councilman Perrin moved, seconded by Councilman Dover to pay the additional compensation. All voted aye.
ADA Update - Ms. Hackney reported the bids were in, but needed to go to Mayor Brodell for final approval. The low bid for Joe Mac Campbell Park was $74,155.00 with Gary Meadows Construction, and the other nine parks came in at $64, 960.00 with Township Builders. Ms. Hackney explained the $139,115.00 would come from the $200,000 set aside for ADA required improvements, with the remaining funds going toward the remaining downtown area. Councilman Perrin moved, seconded by Councilman Dover to accept the staff recommendation for the bids, pending Mayor Brodell’s approval. All voted aye.
Other additional personnel - Ms. Hackney, for informational purposes, reported the Public Safety Committee had made the recommendation to swap out the current mechanic in the Police Department, who is a certified police officer, with a civilian mechanic for the purpose of filling one of two vacant positions with the certified police officer. Ms. Hackney stated no action was necessary by the Finance Committee since the salary would be less than currently being paid. Discussion was held pertaining to the telephone system and tracking software with Carter Graphics. Mr. Alan Young stated a report had been provided a few months earlier and the only departments with the software license were Engineering and Street Departments. Mr. Aubrey Scott reported the system was working well. Mr. Young stated he had spoken with Ritter Communications about the phone systems and the City’s immediate needs for the Public Works building and Earl Bell Center, and the need for a more uniform system city wide, but has not received a recommendation. Ms. Hackney reported she had moved the position of Receptionist down to a grade 7, based on the opinion that some thought it was too high.
Glenn Batten Update - Ms. Hackney reported Attorney Ralph Ohm has not received anything back from Mr. Batten’s Attorney, Paul Ford, but the City may go ahead with the hiring of a new City Planner based on a letter received by Attorney Ford which stated Mr. Batten would not be seeking his job back. Discussion was held regarding the establishment of a temporary committee for the purpose of interviewing and selecting a new City Planner. It was explained that since Mayor Brodell had no plans to run for re-election, the committee was needed to provide continuity for the individuals applying for the position. It was recommended that the committee be made up of a representative from the Public Works Committee, MAPC, MPO, City Council, and Mayor’s Office. Ms. Hackney reported she would like to re-advertise for the position, placing it on the planning network. Councilman Roddy made the recommendation to wait till a new mayor is in office before hiring a city planner. It was determined that due to unfinished projects the position needed to be filled.
Elected Officials Survey- Based on information provided by Ms. Hackney and Condrey and Associates it was determined that elected official salaries were in line with comparable cities, with the exception of the City Clerk position. It was explained for 2004 everyone else had received a salary adjustment but due to lack of information the elected officials received a 3%, but the position of City Clerk did not receive an adjustment. The other elected positions were at the median or above, with the City Clerk position was considerably lower. Ms. Hackney reported the recommendation was a range of $47,000 to $50,000 with the Clerk’s salary being $43,321.00. Councilman Perrin moved, seconded by Councilman Dover to set the salary at $47,000.00 retroactive to January 1, 2004. Councilman Hargis raised the question why not go to the middle of the range since the salary had been below average for so long. Ms. Hackney stated Condrey had given plan A, B, and C and the City did not go with Plan A. Councilman Perrin called for the vote. All voted aye.
GRANTS
Mr. McKinnon provided a written report detailing various CDBG Projects and sidewalk jobs being done with in the City of Jonesboro. Mr. McKinnon had explained that Knish, the contractor responsible for the 2002 Sidewalk Enhancement Project had to go back to Minnesota because of excessive insurance costs, but had sub-contracted the work to Shannon Key to complete the clean up of the project. When asked if everyone was bonded, Mr. McKinnon confirmed everyone was bonded and had met all requirements. Councilman Hargis recommended placing a tag on doors, letting individuals know the progress of the project. He explained there needed to be some kind of closure, and better communication. Mr. McKinnon also reported he had met with Ron Shipley, Mayor Brodell, and Aubrey Scott regarding changes in the list of demolition projects and a copy of these projects would be available in August.
Ferrel Street - Sidewalk Safety Improvements behind Annie Camp - Councilman Dover moved, seconded by Councilwoman Williams to delay any advertisement pertaining to CDBG University Heights Lions Park Project, amounting to $45,000 for playground equipment, until a CDBG Advisory Committee meeting can be set for the purpose of amending the 2004 CDBG Projects list, allowing for the sidewalk safety improvements to be done in the 2004 CDBG budget. This had been a recommendation of the Public Works Committee. All voted aye.
Rotary Centennial Park - It was explained that the City fronted money for park improvements to the Rotary Centennial Park, with the understanding that the Rotary Clubs would raise the funds necessary for the park improvements. There had also been a $400,000.00 grant. Councilman Farmer reported the Rotary Club had deposited $240,000.00 in city accounts last month, meeting their commitment. He explained a line item for $200,000 had been put in the 2004 budget because the City was providing the front money until this commitment had been met. Mr. Flowers stated with this commitment being met it would free up the $200,000 fronted by the City of Jonesboro.
Pending Projects - Questions were asked about the progress on Allen Park, with Mr. McKinnon stating Meadows Construction would be completing the curb and gutter work, then they would bid out the concession stand and tennis courts. When asked about the progress on the Skate Board Park, Mr. McKinnon responded saying it was going well.
INFO SYSTEMS
Councilman Perrin moved, seconded by Councilman Dover to purchase a one year SBC 911 service contract with funds already being allocated in the 2004 budget. All voted aye.
AUDIT
Cemetery Deeds - Ms. Becky Sharp, City Collector reported that the new City Sexton (Steve) had provided information pertaining to what was done by the previous City Sexton, and they were trying to match that information up to the deeds issued through her office. She explained they were looking for plots sold, by which they did not issue a deed. It had been reported earlier by Mr. Wilkie, Parks Director that four out of five of the cemetery deeds did not contain the correct legal description, and Ms. Sharp confirmed that the legal descriptions were wrong, and the deeds would have to be re-issued.
Equipment and Fixed Asset Inventory for Street Department - Councilman Dover moved, seconded by Councilman Perrin to have David Eagle of the Finance Department do equipment and fixed asset inventory of the Street Department due to the retirement of Street Superintendent Gene Barnett, and the placement of Interim Street Superintendent Teddy Hooton. Mr. Flowers had stated that Mayor Brodell has asked that this be done on all departments and to do an inventory of all fixed assets, prior to him leaving office. All voted aye.
It was decided that the Finance Committee would discuss the possible audit of the Parks and Sanitation Departments with the remaining funds for BKD Auditing Firm, at their next committee meeting.
CITY CLERK
Clerk Jackson reported the Records Management Advisory Committee had recommended the City Clerk’s Office be named “Keeper of the Record” and an ordinance was being drafted that would clarify what records the Clerk’s Office would maintain. Discussion was held regarding the process for identification of property deeds. It was explained that a meeting had been conducted by Mayor Brodell by which it was discovered that a missing map had been located. The map contained circles on it that supposedly matched up to file folders possibly containing property deeds. Mr. Flowers reported that several finance employees, and Brian Wadley had been trying to match up tax assessor records with an address, and Ms. Jackson reported she had been successful in identifying several property deeds based on information provided by Councilwoman Furr and tax assessor records she had obtained and had broken down by legal description. Councilman Farmer stated he was calling a meeting with Mayor Brodell, City Clerk Jackson, Finance Director Larry Flowers, and any necessary personnel to discuss the matter to see where we are in the process. Another source of information was APERMA records that identified $21,000,000,000 worth of property. Mr. Farmer also stated he was checking with the City Attorney Crego regarding A.C.A. 14-43-509 that allows for the appointment of another office by the governing body.
REPLACEMENT OF HAZMAT TRUCK
Several options were considered for the replacement of a rescue truck that was damaged on April 24, 2004. It was explained there is approximately $359, 810.00 available from the Fire Truck Fund and Insurance. It was explained the intent was to purchase, in the 2004 budget, an aerial truck and pumper truck, but the lose of the Hazmat truck was unexpected. Fire Chief Herring explained we would not have been in this situation if there had been proper preparation ten years ago, because we would have had a backup vehicle. He further explained his recommendation was to purchase a 2004 demonstration model rescue vehicle manufactured by Pierce Manufacturing Corporation for the quoted price of $316,221.00. The basis for the recommendation was immediate delivery, full warranty on vehicle; dealership owns and operates an authorized service facility for the engine and transmission, and safety features not found on comparable models. A second vehicle, a ladder truck, was also discussed at a cost of $445,000.00, but it was determined that the immediate need was the rescue vehicle. Another option discussed was a new vehicle from Tailor Made Ambulance for a cost of $316,000 which could be lowered to possibly $150,000.00 Councilman Perrin contended by going with this option the City could save enough money to rebid for a ladder truck and two rescue units. When asked how the Pierce vehicle and the Tailor Made vehicles compare, Chief Herring stated while the Tailor Made Ambulance vehicle function is parallel with the Pierce vehicle, the quality is not the same. The third option discussed was a chassis and body to be built by Tailor Made for Craighead County using grant funds. The vehicle would be used to store equipment also purchased with the grant funds. Assistant Fire Chief Aaron Keller explained the hazmat truck would be obligated to seven counties, not just Jonesboro. Councilwoman Furr explained that while it is important to be concerned about the money, it is more important to be concerned about the safety its citizens and the Jonesboro firefighters. She stated she had problem with the fact that everything has been put on the back burner for many years, and asked the question, how does the City of Jonesboro explain to its citizens who have lose everything in a fire, and to its firefighters who risk their lives, that we don’t have adequate equipment because it is not cost effective. Councilwoman Furr’s grandfather founded the Jonesboro Fire Department because he lost his home to a fire. It was explained that the Public Safety Committee voted to refer the recommendation of Fire Chief, Butch Herring to the Finance Committee. Mr. Herring’s recommendation to the Public Safety Committee was to purchase from Pierce Manufacturing a rescue truck for $316,221, to include air refilling cascade system consisting of four 6000 psi cylinders and one pneumatic outlet for operation of air system rescue equipment, as well as an aerial apparatus for $445,000. It was decided that the rescue truck was an emergency and bids could be taken for the ladder truck. Based on the recommendation of Fire Chief Herring, and the Public Safety Committee, Councilman Dover moved, seconded by Councilman Perrin to recommend to the full council an ordinance declaring an emergency and to waive competitive bidding for the purchase of a rescue truck for $316,221 from Pierce Manufacturing; with bids to be taken and further research conducted for the purchase of a ladder truck. All voted aye.
OTHER TOPICS
Landfill Summary - A summary was provided to committee members regarding the information provided by Shawki Al-Madhoun of Northstar Engineering, Royce Leonard of the Sanitation Department, from a 1986 letter from the then Director of the agency that preceded the ADEQ, and from a meeting with ADEQ and Northstar officials. It was explained that $250,000,000 had been paid to Northstar Engineering since 1998 for the proposed and existing landfills.
Campaigning of City Time- Ms. Hackney, Human Resource Director was asked to get with the City Attorney, Phillip Crego regarding employees campaigning on city time. Councilman Farmer stated since some employees have filed for office, we did not want complaints of them campaigning on city time.
ADJOURNMENT
With no further business, Councilman Dover moved, seconded by Councilman Hargis to adjourn. All voted aye.