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Minutes from the special called Finance Committee meeting on December 5, 2005.
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Finance & Administration Committee Minutes
Monday, December 5, 2005
3:30 p.m. - City Council Conference Room - Huntington Building
Special called meeting
Members present were: Jim Hargis, Harold Perrin, Ann Williams and Darrel Dover. Other present were: Mayor Formon, City Clerk Donna Jackson, staff and media. Councilman John Street arrived at 4:17 p.m. Councilman Alec Farmer was unable to attend.
POLICE DEPARTMENT
Discussion was held regarding whether the Police Department’s proposed amount for their Uniforms account could be lowered since the department will not spend what they were budgeted for this year. Police Chief Michael Yates explained the department’s most expensive time of the year to purchase uniforms is winter, since they have to buy warmer clothing as well as purchase uniforms for new police officers who just graduated from the academy. He added that if turnover goes up, he’ll have to hire new officers, which in turn means he’ll have to purchase more uniforms. It was decided to lower the 207 Uniforms account to $60,000.
Discussion was then held regarding the 208 Laundry and Cleaning account. The department has almost spent $30,000 this year, which is what they’re asking to be budgeted for in 2006. It was asked whether the amount needed to be increased, since the cost of laundry will probably increase. It was decided to increase the 208 Laundry and Cleaning account to $32,000.
Questions were raised concerning the 209 Expenses account. It was asked what the money in the account is used for. Chief Yates explained the money is used for training and travel purposes. He added that they should be careful changing that line item because if the department’s turnover is high in 2006, the department will have to spend more in training and education. It was decided to decrease the 209 Expenses account to $75,000. It was also recommended to change the name of the 209 Expenses account to be more descriptive of what the money is used for. For example, the account name should be along the lines of Travel and Education or Training.
It was questioned why the 210 Part-Time Salaries account will increase in 2006. Mayor Formon explained that work release money was spread out through several departments to pay for part-time employees due to the cut of inmates. He added he originally thought they were going to be able to get back several inmates to use as part time workers, but that never happened. It was explained that since the department is no longer able to use inmates to do some of the work on cars the money had to be put in the Part Time Salaries account so the department could hire part time employees to do the work. It was decided to leave the 210 Part-Time Salaries account as it is.
Chief Yates explained that because he had several officers out during the 2006 year, his overtime costs went up. He further explained that because some officers have to go to court before or after their regular shift, that also increases overtime. He’s also expecting more calls to come in due to the new mall that will be opening in 2006. It was questioned whether the proposed $130,000 for 2006 would be enough since the department has already spent $132,000 in overtime this year and there are two more pay periods left in the year. It was decided to increase the 211 Overtime account to $140,000.
Discussion was also held regarding what was decided to do with the parking lot calls the department gets. Chief Yates stated his recommendation was to keep taking the personal property police reports since it doesn’t take much time and it is a service to the City. He added that once the department starts doing it, it’s hard to take it away. He stated the department is not required by state to take the report, but they will likely end up at the scene anyways. He explained that with the new mall, he expects the parking lot calls to increase, but the department will probably be at the mall anyways since they will have other calls due to shoplifters, losing personal property, etc.
Since the department has spent under $27,000 in telephone expenses this year, it was decided to decrease the 213 Telephone Expenses account to $32,500.
Questions were raised concerning why the Advertising account was going up. Chief Yates explained he has had an increase in asset forfeiture advertising. They’re required to do a certain amount of advertising for asset forfeiture. It was decided to decrease the 220 Advertising account to $1,800.
Discussion was held regarding where the money goes that is collected from asset forfeiture. Chief Yates informed the committee that if the forfeiture is drug-related, then by law the money must go into a drug asset seized account fund. If the forfeiture is not drug-related, then the money goes into the general fund. It was recommended the account name should be more descriptive to show the money came from drug asset forfeiture.
Discussion was then held regarding the 221 Maintenance account. It was asked what the money was used for. Mr. Keith Sanders stated that the money was mostly used for normal maintenance, such as heat and air repairs, light bulbs, etc. Mayor Formon added that the department’s Maintenance account is also used to maintain the old City Hall as well since that is where the patrol department is located. Since the department has spent more than its budgeted amount this year, it was decided to increase the 221 Maintenance account to $11,000.
It was questioned why the 224 Supplies account increased when the department didn’t spend the money they had budgeted this year. It was decided to decrease the 224 Supplies account to $55,000.
Chief Yates explained the 228 Dues and Subscription account increased because the department wants to receive a national accreditation that it does not currently have. In order to be accredited, the department will have to be audited and conform to certain standards. The accreditation is a membership, so it would fall under Dues and Subscriptions. It was decided to leave the 228 Dues and Subscriptions account alone.
Discussion then turned to the 229 Jail Fees account and why the fees are increasing. Chief Yates explained that it’s costing the department an average of $55,000 a month to house the inmates at the county jail. They’re currently paying $30 a day per inmate. He added that if any of the inmates needs medical transport, the Police Department takes care of that in addition to paying for the daily inmate fee. He stated he didn’t mind paying the fee, but did not like paying the fee plus do the medical transport. He added that he thought if the City has to transport an inmate, then the City should not have to pay for the fee for that day. It was asked if the department has a contract with the county in relation to the jail fees. Chief Yates stated the department does not have a contract with the county, but he recommended they make one. Discussion was held as to why there was no contract since the committee had discussed making a contract with the county in previous meetings. Chief Yates explained the county wanted to increase the fee to $45 a day per inmate, which he felt was unreasonably high. It was asked for Mayor Formon to work out contract with the county judge stating the jail fees and a description of the services provided by the end of the year. It was decided to leave the 229 Jail Fees account as it is.
It was questioned why the 233 Rentals account increased. Chief Yates explained that he is now taking advantage of short term lease programs for the undercover cars used in drug enforcement. He further explained that they’re getting the cars for less than he expected. It was decided to decrease the 233 Rentals account to $10,000.
Chief Yates was questioned whether he was going to implement an education incentive program to encourage the officers to go back to school. Chief Yates stated he was looking into it, but there is still some work that needs to be done. He’s hoping to start the program in 2007. Discussion was then held concerning the City’s current policy on school reimbursement. Several committee members thought the City had a policy that allowed for reimbursement of school costs if an employee attends school. It was asked to find the policy since others present were unsure if the policy existed. It was added that if there is no policy, then the City needs one.
Questions were raised regarding where the money is in the budget for the department’s canines since there is no specific line item for canines. Chief Yates explained that although the community usually takes care of the department’s canine expenses, he does have money in his maintenance and fixed assets accounts as well as his miscellaneous account that is used to care and provide for the department’s canines.
Discussion was held concerning the take home vehicle program Chief Yates proposed implementing in the City. While the program is supported, questions were raised concerning whether all 50 vehicles needed to be purchased at this time. It was questioned if the department could phase into the program and purchase fewer vehicles. Chief Yates stated that 50 vehicles would solve the problems the fleet is currently having, but 39 vehicles needed to be replaced. He further stated that just buying 25 or 30 vehicles would not spread the benefits throughout the department. Mayor Formon added that the take home program would cut down on the lost time between shifts, as well as attract officers from state police departments to the City’s department, which would help cut down on the costs of training new officers. Chief Yates explained that with the new vehicles, after they hit 75,000 or 80,000 miles, they can be used in other departments, such as Inspections, which would cut down on future vehicle costs. Chief Yates stated 40 vehicles would stop the hot seating and the department would be able to feel the benefits of a take home program. Councilman Dover motioned, seconded by Councilman Street, to purchase 40 new vehicles on the lease purchase program for the Police Department. All voted aye. It was added that next year, Chief Yates would return to the Finance committee with a report covering how the take home program has gone and propose purchasing more vehicles to further the program.
It was asked why the department needed two motorcycles. Chief Yates explained that at times, there is no way for a police vehicle to get in certain areas to do their job, such as the downtown area. He added that when the new mall opens up, motorcycles would be easier to respond with than a vehicle. It was asked if the motorcycles could wait until next year. Councilman Hargis motioned, seconded by Councilwoman Williams, to take the motorcycles out of the fixed assets and to study the need for the motorcycles more. All voted aye.
Discussion was then held regarding the 32 tasers needed by the department. It was asked if the 32 tasers would put a taser in each officer’s hand. It was explained that 32 tasers would cover all the officers who need them the most, such as the uniform patrol and part of the criminal division. It was asked for the exact number of tasers needed to supply the rest of the officers to be brought back to the committee.
Councilman Street noted that the committee needs to consider purchasing land to move the firing range to.
BUILDING MAINTENANCE
Discussion was held regarding the 210 Part-Time Salaries account. Mr. Sanders explained that because he is no longer able to use inmates inside the Justice Complex, he has to pay part time employees to do the work. Mr. Brian Wadley noted that this is part of the work release program. Mr. Sanders added the proposed amount is $47,000, but he would actually need $69,000 to cover the part time salaries. He noted that he currently has 3 full-time and 2 part-time employees in maintenance, plus 1 full-time, 2 part-time and 1 half-time employees in custodial. Questions were raised as to whether Mr. Sanders should look into privatizing the custodial work. Mr. Sanders agreed that the City should look into hiring a company to take care of the custodial work. Mayor Formon added that they have looked into privatizing before, but the figures they came up with were high. Questions were also raised as to whether the City could hire employees to be part time, knowing they would actually be working 40 hours. It was also questioned why the City hired people to work part time knowing they would work full time hours and whether the City should continue doing that. It was decided to increase the 210 Part-Time Salaries account to $69,500. It was also asked for Mr. Larry Flowers to bring to the next meeting the number spent on work release.
Questions were raised regarding the 221 Maintenance account. Mayor Formon explained that in the past, each City Hall’s department’s maintenance money was spread out throughout the departments. But, in 2006, they put all the maintenance money into one account. It was decided to leave the 221 Maintenance account alone.
Questions were also raised concerning the fixed asset purchase of a new pickup truck. Mr. Sanders explained he needed the truck to replace a current truck that is almost worn out. He added that with this vehicle purchase, all three of his department’s vehicles would be fairly new. It was decided to leave the pickup purchase in the budget.
GRANTS
It was asked why the 201 Salaries account went down. Ms. Gayle Vickers stated the Salaries account used to contain Mr. Paul Copeland’s salary. Now, it includes her salary and a full-time secretary.
Ms. Vickers explained that the increases in the Community Development’s administration operations budget are related to a 5-year consolidated plan the she will have to make in 2006 for HUD. The plan includes data collection and new maps being made. She is expecting to make numerous calls to HUD and Little Rock, which increased her 213 Telephone Expenses account. New maps will need to be made, which increases the 217 Professional Services account. The 219 Printing account increased because of the new maps that will need to be made, as well as the 224 Supplies account because the maps will need to be printed and public hearings will need to be held.
Discussion was held concerning the 223 Vehicle account. Ms. Vickers explained that currently she is using a pool vehicle that several departments pay for. It was asked if it would be better for the departments to stop using the pool vehicle and have a travel policy that would reimburse employees for gas mileage used on their personal vehicles. It was recommended that gas reimbursement be looked into.
It was also questioned why the 231 Miscellaneous account increased. Ms. Vickers explained that she anticipates expenses that she did not know where to put elsewhere in the budget, such as paying ASU students to help with the census. She added that she’s unsure how much the data collection will cost, so she put extra money in the 231 Miscellaneous account to cover any extra expense.
Questions were raised as to what Mayor Formon had decided to do about hiring another grants writer to take care of grants for the other departments as well as the outside agencies. Mayor Formon stated he is anticipating hiring another grants writer and have that person under him.
It was noted the 2005 Budget line under Community Development’s MPO Planning budget was incorrect. Ms. Vickers stated they paid part of Mr. Copeland’s salary out of that budget, as well as Mr. Amin Ulkarim’s, so the number had to be higher than $37,642. Mr. Ulkarim added the salary should’ve been closer to $63,000.
Mr. Ulkarim noted that in the MPO Planning budget, the 210 Part-Time Salaries account increased because he will be hiring a part-time employee to help him with clerical duties.
He added that the 217 Professional Services account increased because he is going to hire a company to put together a bicycle and walkway plan, as well as an access plan for Caraway Road. He further added that if the access plan is not done, he will have the company perform a speed limit analysis.
Ms. Vickers also stated that the City will not have to pay over $130,000 for the JETS system. She added that she has targeted some CDBG money for JETS to make sure the City doesn’t go over the $130,000. Questions were raised concerning the land acquisition for the transit complex item. It was questioned whether $200,000 is needed. Ms. Vickers explained that after purchasing furnishing as well as refurbishing the complex; the $200,000 will probably be spent.
INFORMATION SYSTEMS
Mr. Alan Young was asked why the 209 Expenses account increased. Mr. Young explained that he wants his network administrator to go to training and be MCSE certified, which will cost $10,000. Questions were raised as to if the employee is going to be asked to sign a contract stating he’ll stay with the City for a certain length of time after he receives the certification. It was asked for Mayor Formon to look into the situation and have the employee sign a contract stating he’ll stay with the City for 3 years after receiving the training, or he’ll be responsible for reimbursing the City for the training. It was decided to leave the 209 Expenses account alone.
Mr. Young was also questioned why the 217 Professional Services account increased. Mr. Young stated the he completed half of the development project in 2005 and would do the rest in 2006. He also added that the 2006 Budget for Professional Services should be $50,000, not $28,500. It was decided to leave the 217 Professional Services account as it is, at the $50,000.
Mr. Young was asked how much the City is paying in licensing fees. He stated about $54,000 is spent in Microsoft licensing fees. It was decided to decrease the 318 Maintenance Contracts account to $74,900.
Mr. Young added that under Fixed Assets, the phone system should be $240,000 because of the additional T-1 lines. He also added that the high-speed document scanner would be placed in a common area of City Hall for all of the employees to use for large documents that need to be scanned.
It was decided to take out the following items of the IT Department’s proposed fixed assets: laptop for the Street Superintendent, inkjet printer for the Street Superintendent, plotter for the Street Department, projector for the IS training room, laptop for the IS department, document scanner for the Finance department, laptop for the Engineering department, and the 4 fax machines.
It was questioned why Mr. Young needed $10,000 in miscellaneous. Mr. Young explained he used the money to repair anything that breaks. It was decided to lower the miscellaneous item to $2,500.
It was also decided to decrease the amount for the GIS workstation for the IS department to $2,500.
In addition, it was decided to only purchase one tablet PC for Cemeteries.
It was asked what the character generator is used for. Mr. Young explained that it will be used to put stuff on Channel 24.
ADJOURNMENT
With no further business, the meeting was adjourned.