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Minutes for the Finance Committee meeting on August 21, 2003.
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Finance & Administration Committee Minutes
Thursday, August 21, 2003
5:00 p.m.
Members Present: Alec Farmer, Darrel Dover, Jim Hargis, Ann Williams, and Harold Perrin. Others present were: Mayor Brodell, Larry Flowers, Finance Director, Suzanne Hackney, Human Resources Director, Jim McKinnon, Grants Coordinator, Alan Young, Information Systems, Becky Sharp, City Collector, Keith Inman, Jonesboro Sun, Bill Ebbert and Donna Jackson, City Clerk.
MINUTES - JULY 17, 2003
Councilman Perrin moved, seconded by Councilman Hargis to approve the Finance Committee minutes from July 17, 2003 as submitted. All voted aye.
GASB UPDATE
Councilman Perrin reported that Mr. Gene Barnett had provided a list of all roads and bridges, with storm-water drainage and sidewalks to be provided at a later date. He reported the city was ahead of schedule in implementing the GASB requirements.
EXTERNAL AUDIT UPDATE
Mr. Flowers reported BKD had done testing of purchases by the Street Department and had left a list of questions regarding compliance with Steve Kent, Purchasing Agent. Mr. Flowers stated he would find out the results and provide a report from BKD to the Finance Committee at their next committee meeting.
BUDGET
Mr. Flowers reported with the exception of the Engineering Department, all departments have turned in their budgets. He explained the budgets would be distributed to council members September 1, 2003, with himself and Mayor Brodell doing a review prior to its distribution. Mayor Brodell stated some of the figures did not look accurate, so he would be questioning the department heads about their budget, but would provide council members a “raw” budget. Mr. Flowers stated the Finance Committee would be responsible for balancing the budget based on recommendations by the Mayor and individual committees. Councilman Dover questioned if any consideration had been given to increasing revenues such as franchise fees. It was explained City Collector, Becky Sharp had compiled a report comparing various cities based on population and land mass showing the following type of revenue sources: city/ county sales tax, privilege license, permits, court fines/cost, concession revenues, and impact fees. Mr. Flowers was asked to provide the completed report to all committee members.
RECORDS MANAGEMENT POLICY
City Clerk, Donna Jackson reported on the status of the codification of the Jonesboro Code Book. It was explained that the Jonesboro City Council voted in July of 1991 to do away with the codification of the Jonesboro Code Book, and on June 16, 2003 the Jonesboro City Council voted to once again have the Arkansas Municipal League bring the code book up to date. City Clerk Jackson stated all ordinances (approximately 3500) had to be copied for the League’s legal staff. She explained with the assistance of Information Systems and her secretary, Billie Black, the ordinances were ready to be submitted.
City Clerk Jackson also recommended establishing a Records Management Committee, made up of individuals with expertise in records management. She explained a records management policy has been recommended numerous times over the years, but never adopted because so many individuals were protective of their work and individual records. She explained there needed to be a collaborative effort to bring everyone together to develop a plan that would meet State Statues, answer F.O.I questions, and address the concerns of everyone involved. Clerk Jackson stated she had commitments from Dr. Brady Banta, an Archivist with the ASU Library, and others but would submit a complete list at the next Finance and Administration Committee.
APPROPRIATIONS ORDINANCE - RESERVE OFFICER EQUIPEMENT
A proposed ordinance, approved by the Public Safety Committee on August 18, 2003, appropriating $6,020.10 for Reserve Officer equipment was reviewed. Mayor Brodell explained that Public Safety Director, Floyd Johnson was unaware of the request, and even though he personally was not opposed to the appropriation, he felt the proper procedure needed to be followed by involving Mr. Johnson. Mayor Brodell was asked to review the request with Mr. Johnson and make a recommendation to the Finance Committee regarding the proposed appropriations ordinance.
GRANTS
Mr. McKinnon reported there were two bid openings, one for September 4th for the Allen Park tennis courts and lighting and the other for September 9th for concrete sidewalks, curbs and gutter. Mr. McKinnon also reported the CDBG advisory committee needed to be established.
ADJOURNMENT
With no further business, Councilman Perrin moved, seconded by Councilman Hargis for adjournment at 5:30 p.m.