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Minutes from the Finance Committee meeting on May 26, 2005.
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Finance & Administration Committee Minutes
Thursday, May 26, 2005
4:00 p.m. - Huntington Building
Members Present: Alec Farmer, Darrel Dover, Jim Hargis, John Street and Harold Perrin. Councilwoman Williams was unable to attend. Others present were: Mayor Doug Formon, Brian Wadley, staff, David Gates with Lenders Title and media.
MINUTES
Councilman Perrin moved seconded by Councilman Dover for the approval of the minutes for April 21,, 2005 as provided. All voted aye. Copies were made available to all in attendance.
ORDINANCES & RESOLUTIONS
Councilman Farmer stated that since there were so many ordinances and resolutions needing consideration and since time may become a factor, the committee would review the ordinances and resolutions first and then time permitting covers specific department issues. He noted that David Gates with Lenders Title was present and would also be allowed to give his report to the committee before other business.
Resolution approving Willett v. City settlement: Councilman Street moved, seconded by Councilman Dover to recommend to the full council a resolution approving the settlement agreement with the addition of the corrected dollar amounts of the agreement. All voted aye.
Resolution Establishing Criteria for Use of the Capital Improvement Fund: Councilman Dover moved, seconded by Councilman Perrin to recommend to the full council a resolution establishing criteria for use of the Capital Improvement Fund. Councilman Farmer noted that the approval of this would reduce the City’s current budget deficit of approximately $2.9 million by half. He also noted that the resolution continues the commitment that the main priorities of this fund are for street and drainage improvements. All voted aye.
Resolution Approving Pitney Bowes Postage Agreement: Mr. Copeland asked that this resolution be withdrawn from the agenda.
Ordinance Transferring Funds from E-911 General Ledger Accounts to E-911 O&M and Fixed Asset Accounts: Councilman Street moved, seconded by Councilman Dover to recommend to the full council a resolution approving an ordinance transferring funds from E-911 General Ledger Accounts to E-911 O&M and Fixed Asset Accounts. All voted aye.
Ordinance Transferring Fund from E-911 General Ledger Account for Insurance Payments to Fixed Asset Account: This ordinance was withdrawn and asked to be considered at next Finance meeting when Mr. Andrews was available to explain.
Ordinance Adding the Position of HVAC Technician and Amending the Budget: Councilman Dover moved, seconded by Councilman Perrin to recommend to the full council an ordinance adding the position of HVAC Technician and amending the budget to increase $24,000 for the salary and $8,000 to purchase a used mini-van. Mayor Formon justified the position by stating that through analysis of HVAC expenditure over the last year, this position’s cost would be more than offset by the savings to the city. He noted that the full year’s salary was approximately $28,000. All voted aye.
Resolution Correcting Pay Plan and Job Description Discrepancies within the Fire Department: It was determined that other departments may have similar issues. This resolution was withdrawn to allow Ms. Hackney the opportunity to review the other departments and submit a resolution correcting any discrepancies in all city departments.
Ordinance Increasing the 2005 Budget for a Fire Grant: Mr. Copeland asked that this resolution be withdrawn from the agenda.
Resolution Approving the City of Jonesboro HUD Citizens Participation Plan: Councilman Street moved, seconded by Councilman Perrin to recommend to the full council a resolution approving the City’s Citizens Participation Plan required by HUD. All voted aye.
Resolution Approving the City of Jonesboro HUD Fair Housing Plan: Councilman Perrin moved, seconded by Councilman Dover to recommend to the full council a resolution approving the City’s Fair Housing Plan required by HUD to qualify for federal funds. Councilman Hargis questioned the wording of the plan and asked who was responsible for ensuring compliance with the plan. Mr. Copeland explained that the local HUD office was the enforcement agency, but that the city was required to do more than adopt a proclamation supporting fair housing. Mr. Copeland explained that fair housing complaints registered with the city would go to his office and he would forward them to the local HUD office. All voted aye.
Resolution Authorizing Mayor and City Clerk to Execute a Lease Agreement for 519. W. Washington: Councilman Dover moved for its approval. No second was given. Mr. Copeland explained that this space would be necessary for his staff, the MPO staff and possibly public transit staff if it is approved and funded in the future. Mayor Formon briefly explained the movement of departments within City Hall and the Huntington Bldg. with Finance moving to the basement with Information Systems and the H/R and City Clerk offices using the 1st Floor office space. He stated that the 1st Floor conference room was necessary to meet ADA requirements. Councilman Perrin asked if a long-range space and property plan was being coordinated by the mayor’s office. Councilman Street and Hargis questioned the need for a escape clause if other property were acquired by the city before the lease’s expiration date. Councilman Dover moved for approval of the resolution with the addition of an escape clause in the event property was acquired by the city which could be used by the Department of Community and Economic Development. The motion died for a lack of a second. Councilman Farmer reminded Mr. Copeland that this resolution could still be placed on the City Council agenda without the recommendation of the Finance Committee.
Resolution Authorizing Execution of AHTD Supplemental Agreement for Federal Transit Administration section 5307 funds: Councilman Dover moved, seconded by Councilman Hargis to recommend to the full council approval of the resolution. Mr. Copeland explained that this agreement removed the Highway Dept. as the middle-man for receiving federal highway funds if the City proceeds with the transit system. Councilman Perrin questioned the need to approve the agreement before it was determined that the City would proceed with the system. Mr. Copeland stated that that issue was addressed in the next resolution. It was agreed that both resolution would be discussed together. Mr. Copeland noted that Section 5 of the next resolution specifically states that the resolution or the application for these funds does not create a community transportation system. All voted aye.
Resolution Authorizng the Filing of Applications with the Federal Transit Administration for federal assistance: Councilman Dover moved, seconded by Councilman Hargis to recommend to the full council approval of the resolution. All voted aye.
FINANCE & AUDIT
City Property and Deeds: David Gates with Lenders Title reported that upon review records at the county courthouse, a list of city property had been compiled. He stated that as a result of the list, the price would be reduced to approximately $10 per tract and could be completed within 60 days. Councilman Perrin noted that if city property were not properly filed at the courthouse, this list would not contain the property.
HUMAN RESOURCES
Councilman Perrin amended the original motion to refer the matter to Human Resources for clarification purposes, Councilman Dover seconded the motion. All voted aye.
INFORMATION SYSTEMS:
Mr. Young requested approval of an intra-department budget transfer. Mr. Flowers stated that this action only required committee approval per the city’s financial policies. Councilman Dover moved, seconded by Councilman Perrin to approve the intra-department transfer of funds within the 2005 budget.
OTHER BUSINESS
The following items were not addressed but were on the committees agenda and asked to be addressed at a special Finance & Admin. Committee meeting:
Finance & Audit
a. Non-uniform pension plan allocation recommendations - Councilman Farmer requested that the recommendations be made at the next Finance meeting;
b. Franchise fee updates;
c. APERMA/AML comparison;
Human Resources
b. Life insurance vs. employee beneficiary benefit in Defined Plan;
c. Direct Deposit;
Information Systems
a. Financial Software update;
City Clerk’s office
City Attorney’s office
Councilman Dover moved, seconded by Councilman Perrin to schedule a special meeting of the Finance and Administration Committee on Tuesday, June 7, at 12 noon in the mayor’s conference room. Councilman Farmer stated that he would be out of town and unable to attend the June 7 meeting. All voted aye.
ADJOURNMENT
With no further business, Councilman Dover moved, seconded by Councilman Hargis to adjourn the meeting. All voted aye.