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Minutes from the Finance Committee meeting on May 20, 2003.
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Minutes of
Finance & Administration Committee Meeting
May 20, 2003 @ 5:15 p.m.
Alderman Alec Farmer called the meeting to order. Aldermen Jim Hargis, Ann Williams, Darrel Dover and Alec Farmer were present. City Clerk Donna Jackson, Finance Director Larry Flowers, Human Resource Director Suzanne Hackney IT Director Alan Young, Grants Coordinator Jim McKinnon, Purchasing Agent Steve Kent and Becky Sharp were present.
The committee discussed the non-uniform employee deferred benefit plan. The committee noted the need pay the underfunded portion of the plan current as quickly as possible (probably 10 years). Mr. Flowers said the payment was due now, but that the city could make additional payments throughout the year. Upon a motion by Alderman Dover and a second by Alderwoman Williams, the committee unanimously approved to pay the 30-year amount now while reviewing the city’s 2003 revenues and expenses for the remainder to determine if additional payments can be made later.
The committee discussed the budget reserve resolution of 30% for general funds and 15% for all other funds. Upon a motion by Alderman Hargis and a second by Alderwoman Williams, the committee unanimously recommended the adoption of the resolution by the council.
The committee discussed revising the city’s purchasing policy of purchases between $1,000 and $10,000 by requiring written (faxed, e-mailed or hand-delivered) bids rather than telephone bids. The committee asked Mr. Kent and Mr. Flowers to keep track of the purchases of $2,500 over during the next 30 days. No action was taken.
The committee decided to interview all 4 firms that responded to the 457 plan and invite the employee department representatives to attend the presentation. Ms. Hackney was asked to schedule the meeting and contact the committee.
The committee discussed the changes to the Director of Public Works job description and the civil engineer position. Upon a motion by Alderman Dover and second by Alderman Hargis, the committee unanimously recommended the approval of an ordinance changing the DPW job description and adding a civil engineers position.
The committee discussed the possibility of direct deposit and payroll deduction for the employees. Mr. Young had concerns about the current financial software capabilities. The committee decided that more information was needed and asked Mr. Young to contact other similar cities.
The committee discussed GASB-34. Mr. Young reported that the IT dept. needed that Carte’Graph or similar software to complete GASB, but it costs $50,000 and only the city only budgeted $20,000 in 2003. Mr. Young then said that phasing the software in over 2 years would work and that the city could wait until early next year for the remaining software.
The committee then discussed the Randle grant writing contract. Mr. McKinnon reported that some of the terms of the contract would require the city to pay for grants secured by Randle whether the city wanted or needed them or not. No action was taken until further review.
There being no further business, the meeting was adjourned at 7:30 p.m.