title
Minutes from the Finance Committee meeting on August 18, 2005.
body
Finance & Administration Committee Minutes
Thursday, August 18, 2005
4:00 p.m. - City Council Conference Room - Huntington Building
Members Present: Alec Farmer, Darrel Dover, Jim Hargis, John Street, Harold Perrin and Ann Williams. Others present were: City Clerk Donna Jackson, staff and media. Mayor Formon was not in attendance.
MINUTES
Councilman Perrin moved, seconded by Councilman Street for the approval of the minutes for July 21, 2005, as provided. All voted aye. Copies were provided to all those in attendance. Councilman Perrin requested all pending items be noted in the format of future committee minutes.
ORDINANCES AND RESOLUTIONS
Ordinance changing Utility Franchise Fees - Discussion followed concerning the verbal wording of the ordinance, as to when the ordinance should go into affect. Questions were raised regarding whether a separate ordinance was needed for each company doing business within the City of Jonesboro or if one ordinance could list all of the businesses. City Attorney Crego explained Cox Communications and CWL would be exempt, and raised questions as to when the bill should be collected. Mr. Crego stated Mr. Flowers was to contact Little Rock regarding collections other than land lines for SBC. Discussion followed regarding the need to change how the utility fee is distributed which currently is fixed assets. It was decided to discuss during budget time earmarking a percentage of the fees collected for additional personnel in the 2006 budget. Councilman Perrin moved, seconded by Councilman Dover, to recommend all three ordinances to the full council. All voted aye.
PENDING: Ordinance creating two part time positions for receptionists at City Hall - Discussion followed regarding what the benefits were of hiring two part time employees as opposed to hiring one full-time employee to handle the incoming phone calls for the City. It was explained by the Director of Operations, Brian Wadley that the Administration would prefer having one full time employee to fill the position. It was decided to pull the ordinance and look into hiring one full time receptionist at City Hall.
PENDING: Ordinance creating the position of and appropriating money for Planning Technician - Ms. Hackney explained the Public Works Committee had referred this matter to the Finance Committee because the budget had called for an Assistant Planner, but for various reasons the position was downgraded to a Planning Technician which had not been budgeted for. It was explained that the position of Planning Technician has already been filled, but due to the position not being appropriated in the 2005 budget, there is no money to legally pay that person. The decision was made to refer this matter to the Personnel Committee and to call a special called meeting for the purpose of discussing the hiring of the unauthorized position. Questions were raised as to what constitutes an executive session. It was explained an executive session may be held for the purpose of considering employment, appointment, promotion, demoting, disciplining, or resignation of any public official or employee. City Attorney Crego raised questions as to whether an executive session could be called to discuss a general position rather than a specific employee or public official. The special called meeting was to be announced at a later date.
Ordinance creating the position of Police Officer/Prisoner Transport/Public Service Work Coordinator - Councilman Dover moved, seconded by Councilman Hargis to recommend the ordinance to the full council. All voted aye.
Ordinance changing the job description and pay of Grants Coordinator position - It was explained the job description had been changed for the Grants Coordinator position, and as of yet no one had been hired for this position. Mr. Copeland explained it would be budget neutral and the part-time position would be eliminated once the Grants Coordinator position was filled. It was explained Mr. David Eagle had done the dispersing of grant funds in the past, but with the filling of the Grants Coordinator position, Mr. Eagle’s position would have to be re-evaluated. Councilman Street moved, seconded by Councilman Dover to recommend the ordinance to the full council. All voted aye.
PENDING: Ordinance creating additional Police/Fire Dispatch positions - This item was pulled at the request of Mr. Bob Andrews, E911 Director.
PENDING: Resolution amending the employee handbook to increase the number of sick hours firefighters may accrue - This item was pulled from consideration at the request of Ms. Hackney.
Ordinance providing for additional funding for the purchase of a fire pumper truck apparatus: Councilman Street moved, seconded by Councilman Dover to recommend the ordinance to the full city council. All voted aye.
TREASURER’S OFFICE
PENDING: PFG Fund Selection Service reallocation of NUF Pension Plan Assets: No new business discussed regarding this matter.
PENDING: APERMA/AML property insurance update: Discussion was held as to why nothing has been done regarding a comparison between APERMA and AML for property insurance. City Attorney Crego stated while he is unsure of Mr. Steve Kent’s position, he had been provided emails where Attorney Mark Hayes of the Arkansas Municipal League had diligently tried to get information that Mr. Kent claimed APERMA was unwilling to provide. Mr. Crego stated he has a problem with an insurance company not willing to provide policy information to its client. Mr. Brian Wadley stated the information APERMA was unwilling to provide dealt with under writing formulas. Mr. Larry Flowers was asked to schedule a meeting with the two companies with tentative dates provided. It was again explained the committee wanted the provided coverage by APERMA, what they cover and what they don’t and the cost for the coverage. It was stressed that the committee does not want to go another year without trying to have this comparison.
HUMAN RESOURCES
PENDING: Review of life insurance bids: Ms. Hackney proposed bidding out $40,000 worth of life insurance to serve as a lump sum for a beneficiary of a vested, actively working, non-uniform employee who passes away. Ms. Hackney was asked to find the most economic approach for bidding insurance. It was suggested it would be better to bid the life and health insurance as one complete package. Ms. Hackney stated she was not sure if all health insurance companies offer life insurance, but would report back to the committee. Ms. Hackney was also asked to research the cost for the remained of the year for the life insurance policy.
PENDING: Employee vacation proposal (Cindy Wright): Ms. Cindy Wright, a city employee representative was asked to refer employee requests to Mayor Formon who in turn could present it to the appropriate city council committee. It was explained that the City Council is responsible for the finances and policies of the City, but the Mayor as Chief Executive Officer is responsible for the day to day operations and should make the employee vacation proposal. It was explained while city employees are welcome and encouraged to attend city council committee meetings, any requests made on behave of city employees should be sanctioned by its Chief Executive Officer. Ms. Wright was asked to take the proposal to Mayor Formon who in turn would bring it to the Finance committee.
INFORMATION SYSTEMS
PENDING: Financial software update: Mr. Young explained that the delays were caused partially by the City’s personnel taking more time than anticipated and partially by personnel issues with Springbrook, as well as Springbrook not knowing how to handle as big an account as the City of Jonesboro. Mr. Alan Young explained 86% had been paid to Springbrook, and the committee instructed 10% be held until the completion of the contract. Mr. Young explained the contract did not contain any schedule of completion.
PENDING: Voice-over IP project: Mr. Young explained only one bid had been received on time, and that was Ridder Communications which was $100,000 over budget. He stated SBC had expressed and interest in bidding on the project. Councilman Street moved, seconded by Councilman Dover to rebid the Voice-Over IP Project. All voted aye.
CITY CLERK’S OFFICE
Status of the Jonesboro Code Book: City Clerk Donna Jackson explained she and City Attorney Crego were preparing two ordinances for the updating of the Jonesboro Code of Ordinances and would hopefully have those available for the Finance Committee review at the next committee meeting.
Report on PowerPoint Agenda items and Cox Cable: Ms. Jackson explained she had spoken with Information Systems Director, Alan Young about purchasing equipment for the City Council Chambers that would allow for the agenda, ordinances, resolutions, and other pertinent information to be displayed for the public to view. Mr. Young stated the equipment would cost approximately $4,000.00 which would come from the City Clerk’s fixed asset line item.
OTHER
Cemetery Perpetual Care Fund: Councilwoman Furr questioned how to access the perpetual care funds, and what the terms were. Mr. Flowers was asked to research this matter and report back to the committee.
Police Dept. budget transfer from salary to fixed assets: Police Chief Yates explained that the police department budget carried some unexpended salary funds throughout the year and the money could be transferred to fixed assets to help with the patrols. The money would also help with the 2006 budget. Councilman Perrin moved, seconded by Councilman Street approving the transfer of $200,000 to fixed assets. All voted aye.
PENDING: County Health Dept. property: Mr. Wadley presented a resolution for the transfer of property to Craighead County for a health facility. Questions were raised regarding the accurate legal description and survey. It was explained Mr. George Hamman was still surveying the property. Councilman Street suggested a quit claim deed be provided since a survey was not available. Some expressed concern for recommending the resolution without a completed survey. Councilman Street moved, seconded by Councilman Hargis to recommend the resolution subject to a completed survey and correct legal description of the property. All voted aye.
ADJOURNMENT
With no further business, Councilman Dover moved, seconded by Councilman Street to adjourn the meeting. All voted aye.