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Minutes from the special called Finance Committee meeting on December 8, 2005.
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Finance & Administration Committee Minutes
Special called meeting
Thursday, December 8, 2005
3:30 p.m.
Members Present were: Darrel Dover, John Street, Jim Hargis, Harold Perrin, and Ann Williams. Other present were: Mayor Formon, City Clerk Donna Jackson, staff and media. Councilman Alec Farmer was unable to attend.
E-911
Mr. Bob Andrews explained the 201 Salaries account will increase in 2006 because he wants to hire another dispatcher, which would take him to a total of 18 dispatchers. He further explained currently the dispatchers are not able to take breaks or leave to eat. Mayor Formon added the extra dispatcher would eliminate the split shifts.
Discussion was then held regarding being able to use the flight station as a 911 command center when the space becomes empty. Chairman Perrin explained they’re hoping the space will be donated to the City. He added that the space has generators and outside cameras, which would make it an ideal, secure space for 911. Mr. Andrews explained the space would make a good command center in case of a major incident in the City. There is also an area where the Information Systems department could move into inside the building.
It was decided to:
• decrease the 211 Overtime account to $5,000
• decrease the 218 Office Expenses account to $300
• lower the 220 Printing account to $500
• lower the 228 Dues & Subscriptions account to $100
• decrease the 231 Miscellaneous account to zero
• add a 318 Maintenance Contracts line item and set it at $38,200
• lower the 320 Dedicated Circuits account to $42,160
Discussion was held concerning the money the City receives for cell phone usage by people within Jonesboro. Mr. Andrews stated the City is receiving $100,000 a year from the cell phone usage. It was questioned whether the City is receiving its fair share of the money.
It was also discussed whether Craighead County should still pay 25% of the City’s database bill. The county is already paying their bill, in addition to the percentage of the City’s. It was decided the county will no longer pay 25% of the City’s bill. The City will pay the full amount.
Under fixed assets, Mr. Andrews stated the vacuum cleaner could be removed, as well as the AVL’s since the Police Department already paid for them. In addition, $28,000 was added to E-911’s fixed assets for an ANI system.
OTHER
Mr. Brian Wadley handed out information regarding the ditch cleaning services the City has previously used. It was decided to contact the companies and let them know it would be a yearly job and make sure the companies can handle the work. It was questioned how many areas would be cleaned. It was explained the City had only cleaned eight channels previously, but it would have to add to it if the Street Department will no longer be cleaning the ditches. It was suggested to take the ditch cleaning to the Public Works committee.
CITY CLERK
It was questioned why the 209 Expenses account increased. City Clerk Donna Jackson explained the Records Management committee recommended her and her Office Manager, Ms. Nikki Nottingham join the Association of Records Managers and Administrators (ARMA). With the association, Ms. Jackson and Ms. Nottingham will be attending conferences. It was decided to leave the 209 Expenses account as it is.
Ms. Jackson added that she is waiting on codification. Responses are needed by the committee before they can proceed with the codification.
It was decided to decrease the 231 Miscellaneous account to zero.
Discussion was held concerning going to a paperless agenda. Ms. Jackson explained her office has looked into different setups of cities across the state and found software that would fit the needs of the City. But, she did not include it in the budget because of questions brought up by committee members.
Under fixed assets, Ms. Jackson explained she is hoping to wire the recording system used in the Council’s chambers to use in the sanctuary where the Council holds its regular meetings.
PLANNING DEPARTMENT
Questions were raised concerning the structure of the Planning Department. Mayor Formon informed the committee the Planning Department would include a Planning Director, two Assistant/Senior Planners, a Planning Technician and a Cartographer. The Planning Tech position is currently filled by Ms. Jean Rook and the cartographer position is currently held by Mr. Boyd Cardwell. It was also questioned whether the name “Senior Planner” could be changed because of confusion as to whether the Senior Planners are higher than the Planning Director.
It was decided to make no changes to the Planning Department’s budget until people could be hired in the department.
MAYOR’S OFFICE
Discussion was held regarding the 201 Salaries account. Mayor Formon explained the account is increasing because he is planning to hire another grants writer, who will have the formal title of Projects Administrator. The Projects Administrator will handle all grants not related to CDBG and work for the Mayor’s Office. He added that part of each grant is able to be used for administration fees, so part of the Projects Administrator’s salary will come from that money.
It was decided to:
• decrease the 217 Professional Services account to $2,000
• decrease the 218 Office Expenses account to $1,200
• increase the 219 Printing account to $1,200
• decrease the 221 Maintenance account to zero
• lower the 222 Outside Maintenance account to $250
It was then questioned whether the Mayor would prefer to keep the car allowance he currently gets, or have the City purchase him a work vehicle. Mayor Formon explained the current gas allowance of $750 a month is working fine for him. He further indicated he would think about it and get back with the committee.
It was also suggested that the Finance committee take a look at the credit cards currently held by various city employees and get rid of the ones not used or not needed. Chairman Perrin indicated there are currently 301 credit cards issued to the City.
It was then decided to:
• decrease the 225 Fuel account to $300
• lower the 228 Dues and Subscriptions account to $200
• transfer money for the Mayor’s gas allowance ($750/mth) to the 201 Salaries account from the 231 Miscellaneous account
• decrease the 231 Miscellaneous account to $500
• lower the 233 Rentals account to zero
• increase the 318 Maintenance Contracts account to $400
CITY ATTORNEY
It was decided to:
• decrease the 213 Telephone Expenses account to $750
• decrease the 215 Insurance account to $500
• decrease the 217 Professional Services account to $1,000
• lower the 218 Office Expenses account to $700
• lower the 219 Printing account to $150
• decrease the 222 Outside Maintenance account to $150
• lower the 224 Supplies account to $750
• lower the 228 Dues and Subscriptions account to $5,500
• decrease the 231 Miscellaneous account to zero
WRAP-UP MEETING
Chairman Perrin announced a wrap-up meeting to finish up the budget. The meeting was scheduled for Tuesday, December 13, 2005, at the Regions building, 5th floor. Chairman Perrin noted he would check to make sure the committee could use the conference room at the Regions building at that time. He will then notify City Clerk Donna Jackson in case of a location change. It was asked if anyone had any questions they’d like addressed at the meeting to e-mail them to Councilwoman Williams and Finance will also provide the committee members with updated budget sheets.
ADJOURNMENT
With no further business, the meeting was adjourned.