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Minutes for the Finance Committee meeting on December 16, 2004.
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Finance & Administration Committee Minutes
Monday, December 16, 2004
6:15 p.m. - Huntington Building
Members Present: Alec Farmer, Darrel Dover, Jim Hargis, Harold Perrin, and Ann Williams. Others present were: Donna Jackson, City Clerk, Mayor Brodell and Mayor-Elect Formon, staff and media.
MINUTES
Councilman Perrin moved seconded by Councilman Hargis for the adoption of the minutes for November 18, 2004 and December 6, 2004 as provided. All voted aye. Copies were made available to all in attendance.
ORDINANCES & RESOLUTIONS
Notice of Intent - Centerpoint & SBC- Councilman Dover moved, seconded by Councilman Perrin to recommend to the full council two separate ordinances, one for Centerpoint Energy (ARKLA) and the other for SBC, giving notice of intent to terminate and renegotiate the franchise fee contracts. All voted aye.
Political Freedom Act - Councilman Perrin moved, seconded by Councilman Dover to recommend to the full council a resolution recognizing Public Employees’ Political Freedom Act and reminding employees’ of their duties and responsibilities. All voted aye.
FINANCE
APERMA - Councilman Farmer explained because the City of Jonesboro is a member of the Arkansas Municipal League (AML), the League does not fall under the same bid requirements as an outside “for profit” business. He further explained action must be taken by the next council meeting due to the expiration of the insurance coverage on December 31, 2004. Mr. Mark Hayes, Attorney with the Arkansas Municipal League gave a presentation on the AML program. He stated the APERMA package included coverage for property, vehicles and liability at a cost of $264, 995.00 in addition to a separate Public Officials Liability Insurance policy for $38,950.00 making the complete total $303,945.00. The price for property, vehicle, and legal defense with the AML was $185,480.90. Mr. Hayes explained with the purchase of the additional Public Officials Liability policy from a general liability carrier, Jonesboro risks losing its tort immunity which protects municipalities from being sued for negligence. He explained this particular insurance policy expires September of 2005. City Attorney Crego explained it was intended to be an umbrella policy that covered anything the other policy did not. He further explained that he had just learned of the problems with the additional policy and expressed his concerns. Questions were asked regarding payment of the policy, and if could it be cancelled. It was explained that on August 19th, Purchasing Agent Steve Kent was asked to compare the APERMA and AML insurance policies and make a recommendation, but this did not happen. Councilman Perrin moved, seconded by Councilwoman Williams to request the Finance Department to provide a spreadsheet showing cost verses the coverage for both the APERMA and AML insurance packages, and the City Attorney to look at the umbrella policy and address the concerns regarding tort immunity. All voted aye. Councilman Dover moved, seconded by Councilman Hargis to remove from consideration the property insurance bid from the December 20th agenda. All voted aye.
2005 Budget Update - Mayor Elect Formon reported that he, Brian Wadley and Larry Flowers had met with department heads the first part of the week and had made some revisions to the budget. He recommended review of the budget by the Jonesboro City Council for January 4, 2005 making it retroactive to January 1, 2005. He explained this would allow the Council time to thoroughly review the budget prior to its approval. The decision was made to cancel the budget meeting scheduled for the following Saturday, and schedule three separate meetings for December 21st, 27th, and 28th all at 2:00 p.m. in the Mayor’s Conference Room. Councilman Dover moved, seconded by Councilman Perrin to withdraw the budget ordinance from the December 20th Council meeting. All voted aye.
City Property List - It was explained the cost for hiring an outside agency could be as much as $40,000.00. Mr. Flowers was asked to research the matter and place that amount in the 2005 budget.
HUMAN RESOURCES
Appeal Policy for Department Heads - City Attorney Crego was asked to get with the APERMA Attorney, Ralph Ohm and make recommendations regarding an appeal policy for Department Heads.
Employee Assistance Program - Councilman Dover moved, seconded by Councilman Hargis to recommend and include in the 2005 budget an Employee Assistance Program through Saint Bernard’s Behavioral Health. All voted aye.
Glenn Batten - Questions were asked regarding the status of the Council’s motion on the Glenn Batten appeal. It was explained letters may not be removed from personnel files, but a letter may be added. Ms. Hackney was asked to provide Alderman Farmer a copy of the letter, so he may draft a copy of a resolution to be submitted at the January 4th Council meeting. Attorney Crego stated it was his understanding that three attempts were made to draft a letter to address the alleged improper allegation and were submitted to Mr. Batten’s attorney, but were told the letters were unsatisfactory. Councilman Farmer stated he would get with City Attorney Crego and draft a resolution addressing the matter.
INFORMATION SYSTEMS
Mr. Alan Young announced amendments had been made to his proposed electronic records policy and he wanted to allow Mayor Elect Formon an opportunity to review it and make suggestions.
GRANTS
Councilman Perrin moved, seconded by Councilwoman Williams to approve a change order involving Kinish Corporation for ADA downtown sidewalk work and place it on the January 4th City Council agenda. It was explained no additional funding would be required. All voted aye.
RECORDS MANAGEMENT
Ms. Betty Shaw addressed the Finance Committee regarding a proposed $50,000.00 budget that included an ASU intern and six temporary employees who would work under the supervision of City Clerk, Donna Jackson and be responsible for records inventory. Councilman Dover moved, seconded by Councilman Perrin to include $50,000.00 in the City Clerk’s 2005 budget for records inventory. All voted aye. Councilman Perrin recommended getting cell phones donated for the use by temporary employees.
OTHER BUSINESS
BCBS Response - NEA Clinic request - It was determined the insurance would be bid out for next year, and the court case scheduled for February 27, 2005 would address the matter.
Saturday’s Budget Meeting - Councilman Dover moved, seconded by Councilman Perrin to cancel the Budget meeting scheduled for Saturday, December 18, 2004. All voted aye.
ADJOURNMENT
Councilman Dover moved, seconded by Councilman Perrin to adjourn the meeting. All voted aye.