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Minutes for the special called Finance Committee meeting on April 13, 2006.
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Finance & Administration Committee Minutes
Special called meeting
Thursday, April 13, 2006
1:00 p.m.
Members Present were: Alec Farmer, Jim Hargis, Harold Perrin and John Street. Councilman Darrel Dover was unable to attend. Councilwoman Ann Williams arrived at 2:45 p.m. Councilman Farmer left at 3 p.m.
INTERNAL AUDITOR INTERVIEWS
Interviews were held for the position of Internal Auditor. Stephen McNamara, from Jonesboro; Misty Michenhamer, from Brookland; and Karl Burt, from Memphis, were interviewed.
GRANTS
Ms. Gayle Vickers explained she would like approval to enter into contracts with five entities (NEA Regional AIDS Network, HCSI, the Housing Authority, Mid-South Health Systems and FOCUS) so she can release NEA Continuum Care grant funds to them. The grants are for $5,000 each. She took the contracts to City Attorney Phillip Crego, who advised Ms. Vickers modify the contracts so a person from each entities’ Board of Directors president could sign the contract, as well as state she would receive the minutes from each entities’ meeting stating they approved the contract as well. She noted she made the revisions, but Mr. Crego has not seen the contracts since. She asked for approval to take the contracts before the City Council at their next meeting on April 18th. Ms. Vickers stated the money has already been approved; she just needs approval to enter into agreement with each entity. Councilwoman Williams motioned, seconded by Councilman Hargis, to approve the contracts and place the items on the agenda for the next City Council meeting. All voted aye. It was explained the agenda for the next Council meeting has already been finalized, so the items would need to be introduced under new business.
Ms. Vickers also discussed adding a new part-time position to her staff, a CDBG compliance officer. The new person would participate in demolition clearance, rehabilitation, and make sure they are in compliance. She added the position is budget neutral since she has CDBG money to cover the position’s pay and benefits. Ms. Vickers noted the position could also work under JETS as a designated employee representative. The JETS position is needed in case a there is an accident with a JETS vehicle, so the person can go to the accident and decide whether drugs or alcohol was involved in the accident. The position has to be outside of the JETS Department. Ms. Vickers stated Mr. Joel Gardner would transfer funds to pay for this position as well since it would also be used under JETS as well. Ms. Vickers stated her and Ms. Suzanne Hackney are working on a job description. It was also explained Ms. Vickers would need an ordinance to create the position in the budget. It was asked for Ms. Vickers to bring the position before the Finance committee at its next regularly scheduled meeting on April 20th.
It was also asked for Ms. Vickers to bring a report, at the end of the year, of all the grants and how they did over the year. It was explained other agencies could handle some of the grants the City currently handles, so some of the duplication of work could be minimized. It was also recommended for the grants to be monitored to make sure the money was spent the way it was intended. Discussion was held regarding cutbacks of CDBG money. Discussion was also held concerning what happens to position paid for by grants when the grants are no longer available.
PARKS
Mr. Jason Wilkie asked the committee for approval to apply for the 2006 Forestry Grant. He explained the grant is a 50-50 matching grant, which would total $20,000 and cost the City $10,000. He noted the $10,000 is already in the 2006 budget. He provided the committee with a list stating where the money will be spent. Discussion was held regarding the 10 minute video that will be taped and run on Channel 24. It was suggested that during the budget process, information should be provided to show the committee how grant money will be spent. It was explained Mr. Wilkie could reallocate the funds to go towards different categories after receiving the money, if the committee wanted. It was also suggested Mr. Wilkie take ex-officio status on the Urban Forestry Council due to the conflict of interest with him being a City employee. Councilman Hargis motioned, seconded by Councilwoman Williams, to allow Mr. Wilkie to apply for the Forestry Grant. All voted aye.
ADJOURNMENT
With no further business, the meeting was adjourned.