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Minutes for the Finance Committee meeting on May 20, 2004.
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Finance & Administration Committee Minutes
Thursday, May 20, 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’ Assistant, Aubrey Scott, Information Systems Director Alan Young, Human Resources Director Suzanne Hackney, City Attorney Crego, Finance Director Larry Flowers, 911 Director Bob Andrews.
MINUTES APPROVAL
Councilman Dover moved, seconded by Councilman Roddy for approval of the April 15th, 2004 committee minutes. Copies were made available to all who were in attendance. All voted aye.
CONDREY & ASSOCIATES - SALARY APPEALS
Councilman Dover moved, seconded by Councilman Hargis to accept the following salary adjustments as recommended by Condrey and Associates: Lieutenant Lynn Waterworth - $3,392.05; Lieutenant Rick Elliot - $1,102; Theresa Guy- $1,204.64; Deloris Wicker - $950.99; Mike Daffron - Increase 1 step if he obtains certification for building inspection, with a six month reevaluation in organizational relationship; Jim McKinnon move job from Grade 21 to Grade 24 with no pay increase; Bob Andrews - $3,109.30; Jimmy Cole - $3,905.16. All voted aye.
It was reported that Mr. Craig Davenport would be replacing Mr. Nathan LaRue as employee representative for the Fire Department.
STREET DEPARTMENT AUDIT REVIEW REPORT
Councilman Roddy moved, seconded by Councilman Dover to approve the findings and recommendations of the Audit Review Committee (Attorney Phillip Crego, Alderman Alec Farmer, and Finance Director Larry Flowers). The recommendations by the Audit Review Committee were as follows:
• Clarify purchasing procedures to provide for the bidding of all work which in the aggregate would exceed the $10,000.00 minimum bid requirements in the city’s budget year.
• Identify the city’s capital improvement needs for each upcoming year during the city’s budget process which would require bids if calculated in the aggregate.
• Require proper bid specifications reviewed by Public Works Director and Purchasing Department for capital improvements.
• Require proper bid specifications reviewed by the appropriate department head and the Purchasing Department for fixed assets.
• Approved procedures by the City Council in January 2003 regarding conflicts of interest should address related-party issues in the future.
• Implement adequate records management procedures to ensure the proper safekeeping of finance records.
• Reserve the right for further investigation, if, and/or when, additional information is presented which would warrant further investigation of the allegations.
All voted aye.
NON-UNIFORM PENSION PLAN & REVISIONS ON BUDGET FORMAT
Mr. Larry Flowers, Finance Director reported he would provide quarterly reports as well as monthly reports showing the city’s investments. He stated the diversification was 75% in equities, and we would stay with this allocation till the second quarter. Mr. Flowers also reported the budget format for 2005 would simulate Bentonville by adding new detailed information, but would also contain the same information as in the past.
FINANCIAL SOFTWARE RANKINGS AND RELATED ITEMS
Councilman Dover moved, seconded by Councilman Roddy to accept the top three ranked firms for presentations per staff specifications, with Harold Perrin serving as liaison. It was explained Alan Young and Larry Flowers ranked the firms based on different perspectives; Alan Young based his rankings on the technical aspects while Larry Flowers was more user based, resulting in a tie for the number three position. The firms selected were: CUSI, Springbrook, and Main Street & Tier in the tied third position. The presentations would be scheduled for June based on the vendors schedule. All voted aye.
GRANTS - PARKS, SIDEWALKS AND CDBG
Public Hearings & Rescheduling of Finance Committee meeting - The decision was made to move the regularly scheduled Finance Committee meeting from June 17th to June 24th at 4:00 p.m., allowing committee members to attend the Arkansas Municipal League. A CDBG public hearing was set for June 24th at 5:30 p.m. following the Finance Committee meeting, and a Parks Improvement Public Hearing was set for 7:00 p.m. on the same day, June 24, 2004. Questions were asked regarding term limits for the CDBG Advisory Committee. It was explained there currently were no expiration dates, but nothing prohibiting expiration dates from being established. Mr. McKinnon was asked to make a recommendation to the committee for staggered three year terms which would expire in January, starting in 2005.
Change Order - Downtown Enhancements Project Councilman Roddy moved, seconded by Councilman Dover approving change order (#1) as recommended by Jim McKinnon, Grants Coordinator, with Knish Corporation for sidewalk / curb and gutter improvements with the State Highway Department in the amount of $17,779.00. All voted aye.
Allen Park Concession Building and sidewalk improvements- Councilman Dover moved, seconded by Councilman Roddy to approve the staff recommended contract with Matt Silas, Architect for the Allen Park Concession Building and sidewalk improvements for the sum of $5,000.00. All voted aye.
Renovation of fire station #2- Councilman Dover moved, seconded by Councilman Hargis to approve the staff recommended contract with Matt Silas, Architect for the renovation of fire station # 2 in the sum of $93,000.00. All voted aye.
Sewer Improvements off of Greensboro Road and Patrick Street - Councilman Dover moved, seconded by Councilman Hargis to approve the staff recommended contract with Miller-Newell Engineers, Inc. for sewer improvements off Greensboro Road and Patrick Street. All voted aye.
RECORDS MANAGEMENT
Councilman Farmer asked for an update on the Records Management Advisory Committee. City Clerk Donna Jackson stated a recommendation had been provided to committee members with regard to naming a “Keeper of the Record” but due to not having a quorum that decision was not voted on. Questions were raised regarding the status of the list of city owned property. Mr. Flowers stated Mr. Steve Kent, Purchasing Agent was working with Mr. Brian Wadley to identify property from old maps and the APERMA list.
STAFFING UPDATES & RECOMMENDATIONS AND SPACE CONSIDERATIONS
It was explained there was a need for several new personnel, but no place to put them. It was recommended that an engineer be hired for the purpose of giving conceptual ideas for better utilizing space at City Hall and at the Huntington Building. Mr. Alan Young stated if the decision is made to move into different buildings there will be additional networking costs. Mr. Flowers was asked to look at the budget to determine the capability of hiring additional personnel, and make recommendations to the committee at the next meeting.
ABATEMENT FUNDING
Councilman Dover moved, seconded by Councilman Hargis to appropriate $5,000.00 for the initial phase of the Abatement Program contingent on the funds not being in the City Attorney’s current budget. All voted aye.
CEMETERIES - AUDIT UPDATE
Mr. Flowers provided a memo from City Collector Becky Sharp who was unable to attend due to being on vacation. Mr. Flowers reported everything was going well, but if there were questions regarding her memo they would have to wait for Ms. Sharp to return. Mr. Flowers responding to a previous question stated $3,000 to $4,000 is budgeted annually for lot sales all though that amount may vary. Mr. Wilkie reported he and the City Sexton had viewed 50 lots, each containing 4 to 10 spaces, and determined 4/5 of the lots surveyed has records problems. He explained they are consolidating information from four different books on to one work sheet. He explained there will be a problem list associated with each space, with a recommendation for correction. Mr. Wilkie explained a record may show up in the sales book, but a deed can not be located.
CAD & AUTOMATED VEHICLE LOCATOR UPDATES
Councilman Dover moved, seconded by Councilman Roddy to approve the contract with Dillon Watkins, of Relativity Inc. for the CAD & AVL System, contingent on the City Attorney reviewing and approving the contract. The funds for this project had already been transferred in accordance with Ordinance No. 3465. The resolution was to be placed on the June 7, 2004 agenda. All voted aye.
Allen Young, Information Systems Director provided a report from the Carte Graphics tracking software, stating utilization of the program is going well by the Street and Engineering Departments. Others using the system are Aubrey Scott and Shirley Watkins of Mayor Brodell’s Office.
RESOLUTION - MAYOR’S CAR ALLOWANCE
Councilman Dover moved, seconded by Councilman Hargis to recommend to the full council a resolution clarifying retirement benefits for Mayor Brodell’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 adoption of legislation for clarification purposes, saying it is for expense only. All voted aye.
OTHER
Bank of America- Councilman Farmer explained in 2003 the Downtown Association had requested work be done on the parking lot across from Piero’s and the parking lot across from the Bank of America, but because we had to wait on the property to be donated by Bank of America, (so it could be paid for with grant funds), the Downtown Enhancement Grant closed before the project could be included. It was explained that the money ($57,000) had been appropriated but under the presumption it was part of the Downtown Enhancement Grant, no bids were taken.
ADA Compliance - Ms. Hackney reported Ms. Clifford from State Parks would be here at 8:30 a.m. Monday morning for the purpose of reviewing the final drawings for Joe Mack Campbell Park and South Park getting it ready for bid. Ms. Hackney stated Mr. Jimmy Ashley was instrumental in helping make recommendations for ADA compliance.
City Planner Appeal - Ms. Hackney reported there had been correspondence between Attorney Ralph Ohm and Mr. Batten’s new attorney, but nothing had been set on the appeal, and they were still in negotiations.
Internal Auditor - Councilman Dover moved, seconded by Councilman Hargis to recommend to the full council a resolution requesting the Arkansas Municipal League recommend to the Arkansas General Assembly that necessary changes be made to the Arkansas Code Annotated which would enable direct supervision and authority by the city council of cities of first class over the position of an internal auditor. All voted aye.
Purchasing Agent - Councilman Hargis moved, seconded by Councilman Dover to recommend to the full council an ordinance to amend the Purchasing Manual requiring the purchasing agent or his designated representative to obtain and document no less than three telephone bids for purchases from $500.00 t0 $1,000.00 and to obtain and document no less than three written bids for purchases from $1,000.00 to $10,000.00, and in cases where three or more telephone or written bids are not obtainable the purchasing department or Purchasing Agent shall document the reason. All voted aye.
ADJOURNMENT
With no further business, Councilman Dover moved, seconded by Councilman Hargis to adjourn. All voted aye.