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Minutes for the Finance Committee meeting on April 15, 2004.
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Finance & Administration Committee Minutes
Thursday, April 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’s Assistant, Aubrey Scott, Information Systems Director Alan Young, Human Resources Director Suzanne Hackney, City Attorney Crego, Betty Shaw, Iris DeVore, Brady Banta, and Richard Wang.
RECORDS MANAGEMENT ADVISORY COMMITTEE
A brief history was provided by Ms. Betty Shaw on the purpose of the Records Management Advisory Committee to provide recommendations to the Finance and Administration Committee in establishing a Records Management Policy for the City of Jonesboro. She explained state law does not specifically declare a time frame for keeping records except in the areas of court and financial records, and they wanted to work with State Legislators, Arkansas Municipal League, and other cities in the development of appropriate guidelines. Ms. Shaw informed members of the Finance Committee that there would be an on going expense in developing a records management program. She explained both department heads and council members had been invited to participate in the meetings because of their valuable expertise with regard to the records, and requested feed back from those in attendance. Councilman Farmer stated the advisory committee is basically starting from scratch and would have short and long term goals. He explained that there are some short-term solutions that can be implemented that would not cost a lot of money and would solve some immediate problems. Some of the short term goals included:
A. The development of an F.O.I. Policy.
• Who should respond to F.O.I. requests?
• Establish a fee for F.O.I. materials.
• How F.O.I. requests involving exceptions or questionable information should be handled.
B. Where should the records of the City of Jonesboro be housed?
C. What kind of records are we required to keep legally.
D. What kind of records should be kept from a practical stand point?
E. Who is the “Keeper of the Record”?
F. Development of a procedure for checking records out, so they do not come up missing.
Dr. Wang explained state legislation only addresses court and financial records, but is silent on all other records. He contended in their silence the State is saying a municipality may not engage in a records management program that involves the destruction of records with the exception of court and financial records. Ms. Shaw explained there are several departments that house various city records, but there should be only one individual responsible for responding to F.O.I. requests. Councilman Perrin questioned if the advisory committee had prepared a flow chart of all city owned records, and if not were they going to. Ms. Shaw explained that all departments were asked to provide a generalized list of the records they maintain, and even though they had received cooperation by most departments, there were some departments that had not, and without complete cooperation by all departments, an inventory could not be obtained. Councilman Perrin questioned if the advisory committee was familiar with the imaging system. Ms. Shaw stated imaging should be perpetual in that the developer of the imaging system should be well established in order to provide future technical support and upgrades to the system. Ms. Shaw requested members of the Records Management Advisory Committee be allowed to review the newly proposed financial software package in connection with the imaging system in order to evaluate its ability to meet the needs of a records management program. Ms. Devore explained imaging was only one part of a records management program, and without an organized paper system and streamlined procedures, imaging would not be a useful tool. Dr. Banta suggested a long term goal of the City should be to do a complete records survey in order to determine what records exist and how those records are being utilized. He explained chances are multiple copies of the same document are all over the city, when only one copy is needed, but only one copy should be located in a centralized area. Dr. Banta stated there should be a Records Management Office with adequate staffing, responsible for housing records that are no longer actively being used are maintained in a centralized location. He further explained the records would remain the property of the department that generated the documents, but would be housed, maintained, and administered by the Records Manager. Ms. Shaw explained the advisory committee would like to view the areas where records are currently being housed in order to come back with recommendations to the Finance Committee. Councilman Farmer requested the advisory committee research State Code to determine where the “Keeper of the Record” fits under the umbrella of city government so they have the authority to enforce a records management policy, and are not being set up to fail. Councilman Hargis moved, seconded by Councilman Roddy encouraging all departments to give their full cooperation in providing records and assistance as required by the Records Advisory Committee. All voted aye. Mr. Aubrey Scott, Assistant to the Mayor, was asked to let everyone know that the City Council would like all departments to cooperate with this request.
CEMETERIES - AUDIT UPDATE
Ms. Becky Sharp, City Collector reported they had implemented new cemetery procedures and everything was going well, even though the audit on Oaklawn Cemetery had not been completed. She explained she thought it would be completed by next week. One problem mentioned by Ms. Sharp was the opening of a grave that already had someone buried in the supposedly vacant lot. She explained she had instructed the workers to probe all spaces prior to digging until they have the situation under control. Councilman Farmer and Councilman Dover questioned if a system has been implemented for tracking sold plots, and had the cemeteries been platted. Ms. Sharp was not sure what was being done at the cemeteries, only the records she maintains in her office. It was requested that the person responsible for tracking the lots come to the next Finance Committee meeting for the purpose of answering these questions. Ms. Sharp stated some of the confusion occurred when the legal descriptions were changed from “Rows” to “Sections”.
NON-UNIFORM PENSION PLAN
Mr. Larry Flowers provided a report showing Jonesboro was still heavily invested in 75% equities with a good return rate. Councilman Perrin recommended staying at the 75/25 mix for investments at least for another quarter until the committee was more familiar with the plan. Councilman Hargis questioned if it were possible to look up principal accounts in the journal. It was explained the accounts are not in the journal, but could be accessed on the internet using Jonesboro’s code and password. A Portfolio Review Chart was provided by Mr. Dick Darouse, with Town and Country (not Principal Financial) that showed the various risk categories. The chart showed Jonesboro investments being heavily invested in high risk categories. It was explained in the past, the previous Finance Committee had chosen which funds to invest in from the various risk categories, and the current Finance Committee has the same option. It was determined the committee needs to review the report every month, with the intent of making adjustments in 90 days.
REVISED ANNUAL BUDGET DOCUMENT FORMAT
Mr. Flowers provided an enhanced budget format for committee members to review and make recommendations for its adoption. The format contained additions that would make the document more informative and useful. Mr. Flowers explained it would contain more of a budget summary, but would still provide the budget as it has been presented in the past. Councilman Perrin stated the new document would require department heads to write down their goals and objectives and provide the cost for the coming year.
Mr. Alan Young announced they had received RFP responses for the financial software and would have a list of vendors by the next Finance Committee meeting.
AUDIT REVIEW - STREET DEPARTMENT
It was explained they were trying to complete review of the findings and would present it to the full council once it had been presented to the Finance Committee.
SALARY APPEAL RECOMMENDATIONS
Ms. Hackney reported there were nine appeals, with one still undetermined. She explained she did not want to present any of the appeals without determining the one because it could affect other positions within the department. Councilman Farmer stated they could call a special meeting following Monday’s council meeting if needed. Ms. Hackney also reported she would be providing department heads job descriptions to make sure they are accurate.
CAD AND AUTOMATED VEHICLE LOCATOR UPDATES
Councilman Perrin reported an ordinance was on the agenda for the transfer of funds for the CAD and AVL, but they were reviewing the contract which would contain the Scope of Work, price, time frame and penalties. He stated once the City Attorney had reviewed the contract, a resolution would be prepared for approval by the Jonesboro City Council. Mr. Perrin also announced a joint meeting of the Jonesboro City Council and Quorum Court for April 22, 2004 at 6:00 p.m. in the Police Training Room for the purpose of providing an overview of the CAD and AVL systems.
INFORMATION SYSTEMS AUDIT
Alan Young announced State Auditors would be auditing Information Systems and Jonesboro was only the second city in Arkansas to ever have an Information Systems audit done. He explained the audit would begin a week from Monday and be completed in two to three weeks. Councilman Perrin requested to be included in the exit interview.
Councilman Perrin requested Mr. Young to provide committee members with a sample of the tracking software purchased from Carter Graphics. Mr. Young reported the software had been installed and was being used by the street and engineering departments. Mr. Young explained Aubrey Scott, Mayor’s Assistant and Shirley Watkins, Mayor’s Secretary both have the calling software for entering work orders.
APPOINTMENT OF CITY TREASURER - PROPOSED ORDINANCE
It was explained by State Law the City of Jonesboro must have a City Treasurer and a revised ordinance was provided by Councilman Farmer. The revision pertained to the four year term of City Treasurer coinciding with the City Attorney’s for year term instead of the Mayor and Clerk’s terms. Councilman Perrin moved, seconded by Councilman Dover to recommend the revised ordinance to the full council. All voted aye.
MAYOR’S CAR ALLOWANCE
It was explained a car allowance had been established several months ago for Mayor Brodell, but questions were raised regarding the car allowance being considered additional income which could be formulated in pension calculations. Mr. Flowers had contacted the Arkansas Municipal League as well as the Attorney General’s Office who recommended the adoption of an ordinance for clarification purposes, saying it is for expense only. It was stated that a proposed ordinance would be prepared and presented at the next Finance Committee meeting.
FORUM REPAIRS
Mr. Aubrey Scott was asked to have prepared an ordinance to waive competitive bidding, and declaring an emergency for tuck pointing work and repairs to the Forum. It was announced they would call a Nominating and Rules Committee meeting for 6:15 p.m. on Monday, April 19th for reviewing the ordinance. Mr. Scott was also asked to prepare two resolutions for the contract with Atlas Asphalt and for the Overlay List.
DISCUSSIONS
Hayworth Room/Council Chambers: Keith Sanders was asked to try different table set ups for both the Haworth Room and for a department head table located in the Council Chambers, for the purpose of determining the most efficient arrangement.
Changing Council Meetings: The suggestion was made to change the date of the City Council meetings to the first and third Tuesday of the month, instead of the first and third Monday of the month, leaving the deadline for agenda items on Thursday, but changing the time for the deadline to 12:00 noon.
ADJOURNMENT
With no further business, Councilman Perrin moved, seconded by Councilman Dover to adjourn. All voted aye.