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Minutes for the Finance Committee meeting on June 24, 2004.
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Finance & Administration Committee Minutes
Thursday, June 24, 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’s Assistant, Aubrey Scott, Information Systems Director Alan Young, Human Resources Director Suzanne Hackney, City Attorney Crego, Finance Director Larry Flowers, Grant Coordinator Jim McKinnon, Parks Director Jason Wilkie, and Alderman Cecil Province.
MINUTES APPROVAL
Councilman Perrin moved, seconded by Councilman Dover for approval of the May 20th, 2004 committee minutes. Copies were made available to all who were in attendance. All voted aye.
FINANCE
Spillway Bridge at Craighead Forest Park
Councilman Perrin moved, seconded by Councilman Hargis to recommend a resolution to the full council accepting the low bid meeting bid specifications of NEAT Press Works for $38,840.00 with the amount to come from Mayor Brodell’s emergency fund. The purpose of the resolution was to ratify Mayor Brodell’s action. Mr. Wilkie explained they had tried to bill out the bridge several times and approval of the bridge got bogged down by the Soil and Water Commission for almost two months last fall and by the end of the year steel prices had risen and the bid was no longer valid. He also explained that ASU engineers had signed off on the bridge which included ADA requirements. All voted aye.
Appropriation for 2004 Signalization Projects
Councilman Perrin moved, seconded by Councilman Dover to amend and recommend to the full council as amended, a proposed ordinance appropriating $25,000.00 for signalization projects for the remainder of 2004. The ordinance originally appropriated $100,000.00 but at the request of Councilman Perrin the amount was reduced to $25,000.00. Mr. Flowers explained Resolution No. 2002:09 was adopted by a previous City Council, authorizing the pursuit of grant money amounting to $4,000.00 for signalization at Highway 49 and Highway 351 and two years later the money must be appropriated. Councilman Perrin expressed concern that the ordinance went against procedures established by the 2004 Finance Committee earlier this year. Councilman Farmer explained the Finance Committee is trying to plan for long term improvements, but due to previous obligations, and because there was no Capital Improvement Plan in place prior to 2003, they are not where they need to be yet. He further explained by the time Mr. Flowers received notification from the Mayor’s Office that the $4,000.00 needed to be appropriated, the Finance Committee had already had its monthly meeting. It was explained the mayor’s discretionary fund was established for this type situation. Councilman Perrin asked for a list of remaining State Highway Projects that will have to be funded in 2004. It was explained without knowing how many past grants have been applied for it is difficult to know exactly how much funding is needed, but with the new 2005 Capital Improvement Procedure better planning can be expected. All voted aye.
2005 Projected Personnel Costs for Selected Positions
Mr. Flowers provided information regarding projected personnel costs for the following positions as requested by the Finance Committee: Assistant Planner, Code Enforcement Officer, City Hall Receptionist, Records Management Coordinator, Accountant, Internal Auditor, and Human Res. Admin. Secretary. The total projected cost for all positions was $316,606.
Clarification of retirement benefits for position of mayor
Councilman Perrin moved, seconded by Councilman Dover to recommend to the full council a resolution clarifying that the mayor’s car allowance shall not be considered in the computation of retirement benefits authorized by A.C.A. 24-12-123. All voted aye. Councilman Perrin recommended looking at other alternatives for paying retirement benefits, with the possibility of setting aside a fund used strictly for elected official’s retirement benefits.
Copy Machines
Mr. Flowers reported that Mr. Steve Kent, Purchasing Agent had bid out for the purchase and/or leasing of copy machines for the Police, Fire, Finance and City Clerk and would provide the results at the next committee meeting.
May Report For The Non-Uniform Pension Plan
Mr. Flowers reported the pension plan was closely tracking the bench mark performances of investments, with the city being at 2.92% and Principle Financial Group being at 2.63%. It was explained the city is still involved with aggressive investments at a ratio of 85/15, and the committee will consider, at the next Finance Committee meeting, the level of investment as well as the Guarantee Investment Contract which expires September 1, 2004. Discussion followed regarding combining the positions of accountant and internal auditor with responsibilities to include cash management, investment management, and budget analyst. It was determined that the position could pay for itself, because even though Mr. Flowers and Mr. David Eagle monitor the budget, they are limited in the amount of time spent on this type of budget review. It was also determined that the new financial software would assist in accounting and auditing responsibilities.
Update on Financial Software Demonstrations
Mr. Flowers reported they had narrowed the field down to four vendors for the financial software, basing the needs on questions supplied by the Finance and Information Systems Departments. Mr. Flowers explained decisions on the features must be made prior to implementation, and recommended narrowing the four vendors down to two. It was recommended that the next presentation include the first hour being geared toward the City Council members showing the “big” picture, while the rest of the presentation would be more detailed for employees who would actually be doing the work.
Broken Water Line- Downtown Enhancement Project
Mr. Flowers explained a bill was submitted by Mr. Jim McKinnon for $389.44 for an emergency broken water line in the downtown area. It was explained several vendors were called, but the only one available at the time was Moore Plumbing, owned and operated by Alderman Chris Moore. Mr. Flowers pointed out state laws prohibit doing business with council members unless sanctioned by the city council. Mr. Flowers asked for a recommendation of the Finance Committee to pay the bill to Alderman Moore. Questions were asked regarding who was responsible for breaking the water line, and after much discussion Mr. McKinnon explained the pipe broke because it was an old line, not due to negligence on the part of the contractor who was the Knish Contractors. Councilman Dover moved, seconded by Councilman Hargis to recommend paying $389.44 to Moore Plumbing for work done on the broken water line. All voted aye.
INFORMATION SYSTEMS
Councilman Perrin reported the Storm Water Phase II had been added to the base map, and they were waiting on ADEQ for approval of the Storm Water Phase II permitting application before including it on the city web page. He explained Fisher and Arnold had volunteered to audit each department to determine how the base map may be utilized, and once completed the report would be brought back to the committee for consideration and funding recommendations. Councilman Perrin also reported Ritter Communications had volunteered to audit the four or five phone systems available to the City of Jonesboro which included handsets, features in each building, and data transmission lines. He explained Ritter would start the audit within the next couple of weeks because they have contracts with 911, and money budgeted for phone lines for Parks and Public Works. Councilman Perrin explained with the current phone system, the Street Department is unable to transfer calls. City Clerk, Donna Jackson and City Attorney, Phillip both explained the reason they tell individuals they can not transfer their call is because it ties up the phone line in each of their separate offices for long periods of time. Councilman Farmer stated this all ties in with the need for a City Receptionist and space issues. Mr. Aubrey Scott stated he was putting together specifications for an architect in the reconstruction of city hall. Mr. Scott was asked to also provide recommendations for utilization of the various city buildings.
HUMAN RESOURCES
Addition of Code Enforcement Officer
Ms. Suzanne Hackney, Human Resource Director reported Mr. Ron Shipley, Interim City Planner had requested the position for an additional Code Enforcement Officer be tabled to allow for further documentation of the position. Councilman Perrin moved, seconded by Councilman Roddy to accept the recommendation of Mr. Shipley. All voted aye.
Information of Workman’s Comp Claims
Ms. Hackney informed committee members of a Worker’s Compensation Pay Agreement that had been drawn up by City Attorney, Phillip Crego. She explained there had been a situation by which an employee had chosen to receive his regular pay check as well as receive workman’s compensation, and the form was necessary in preventing this situation in the future.
ADA Update
Ms. Hackney reported the Purchasing Agent would have everything necessary to bid out the following three bids: Joe Mac Campbell Park; South Side Park and other parks combined; and the remaining downtown sidewalks. It was explained there had been complaints by citizens wanting their sidewalks done; but the sidewalks being worked on were a condition of the ADA lawsuit for compliance. Mr. McKinnon informed members of the committee that the contractor would be leaving July 1st, and there was $120,000 of funding left that could go toward completion of ADA sidewalk requirements, but if they go out side of the approved area an environmental study would have to be conducted as well as other procedures. Discussion was held regarding the bid process used for the annual concrete bid which was awarded to Barber Concrete. It was explained the city takes bids for curb, gutter and sidewalks that are over 250 ft and under 250 ft.; with the annual bid being for repairs not improvements. Any project being over $10,000.00 must be bid out.
Salary Survey for Elected Officials
Ms. Hackney provided a salary survey of elected officials from the following Arkansas cities: Hot Springs, Fort Smith, Fayetteville, Conway, Pine Bluff, N. Little Rock, Springdale, Rogers and Jonesboro.
Glenn Batten Appeal
Ms. Hackney stated she had received notification from Mr. Batten’s attorney requesting the appeal hearing be postponed, and was unsure if an appeal would be necessary because negotiations were on going.
CITY CLERK
Records Management Update
City Clerk Donna Jackson reported the Records Management Advisory Committee had recommended the City Clerk be designated as Keeper of the Record, and would be meeting in two weeks for the purpose of making budget recommendations to the Finance Committee.
Ordinance Codification Update
City Clerk Jackson reported she had received an email from the Arkansas Municipal League explaining Jonesboro’s Code of Ordinances should be completed by the middle or end of July. It was also stated that Jonesboro’s Code would be updated with the League’s Master Code to assure it has no laws conflicting with the Arkansas State Code.
GRANTS
Mr. McKinnon stated the CDBG public hearing was scheduled for this evening for the purpose of establishing a 2005 time table, with the final draft submitted to HUD by November 15th, 2004. Regarding Ferrel Street’s eligibility under CDBG he explained it would be discussed in the CDBG public hearing, but if it is put in the 2005 program it would be May of 2005 before work could begin. It had been projected earlier by the Engineering Department that the cost would be $50,000.00 to complete the project. There was discussion of the possibility of declaring it an emergency and appropriating the money from the General Fund. Mr. McKinnon provided recommendations for term limits for the Grants Advisory Committee as requested by the Finance Committee. Regarding house demolitions, Mr. McKinnon stated Code Enforcement and his office are responsible for determining if a house should be torn down. He explained it had been bid out earlier in the year.
ADJOURNMENT
With no further business, Councilman Perrin moved, seconded by Councilman Dover to adjourn. All voted aye.