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Minutes for the special called Finance Committee meeting on December 20, 2006.
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Finance & Administration Committee Minutes
Wednesday, December 20, 2006
Special called budget meeting
3:00 p.m.
Members Present were: Darrel Dover, Judy Furr, Jim Hargis, Harold Perrin, John Street and Ann Williams. Also in attendance were Mayor Formon, Mr. Tony Thomas and Mr. Brian Wadley from the Mayor’s Office.
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Police Chief Michael Yates presented an amendment to the City’s code concerning a tax on the sale of alcohol in the City. He noted he would like to adopt the ordinance by reference due to the length of the amendment. Councilman Perrin questioned how they would determine how much money is to be paid. Chief Yates explained there is a state worksheet that was found by Internal Auditor Misty Micenhamer in which the gross receipts are inspected and the 5% tax is based on that. Councilwoman Williams questioned how much revenue the tax would bring in. Chief Yates stated he received information from the state regarding the sale of mixed drinks. He explained they project approximately $113,000 a year could be made just from the sale of mixed drinks. He noted the projection did not include the sales of beer or wine. Chief Yates stated the 5% tax is the maximum as allowed by law. Chairman Dover questioned what the revenue would go towards. Chief Yates explained 90% of the revenue would go towards DWI enforcement and 10% would go to D.A.R.E. Councilman Street motioned, seconded by Councilman Perrin, to approve the code amendment and place it on the City Council agenda. All voted aye. Discussion was held regarding when it would be on the agenda. Chief Yates stated he would get together with City Clerk Donna Jackson after the holidays.
2007 BUDGET
JETS: Mr. Gardner discussed the JETS program. Chairman Dover questioned whether the federal subsidies will run out. Mr. Joel Gardner stated the federal subsidy doesn’t run out until the FTA says they will stop giving JETS money. He explained it was indicated to him by the Transportation Department that they have discretionary funds that are available and can be used for growth and development by cities who need financial help in order to continue their services. He then discussed a projected $250,000 surplus. Councilwoman Williams questioned the in-house advertising for next year. Mr. Gardner explained they will hire someone whose job description will include advertising, marketing, public relations and press secretary. He further explained the duties will include the advertising for the shelters, but would not include the commercial television promotions. Discussion was then held regarding the bus schedules.
CDBG: Questions were raised concerning the Professional Services account. Ms. Gayle Vickers explained 2006 budgeted amount was for a planning item that they were not able to do, but they are expecting to do it in 2007. She added they are anticipating $565,000 in revenue for 2007 of which 20% ($113,000) can be used for administration. Councilman Perrin questioned whether the department writes any grants for other departments. Ms. Vickers stated they write CDBG grants only. Chairman Dover asked what the focus is for CDBG money now. Ms. Vickers explained in the past the money was largely used for infrastructure, but then the programs were cut nationwide by 22% because the federal government did not think the programs were focused on the right initiatives. She stated CDBG now focuses on housing for low to moderate incomes. She added a major change is they also help with housing rehab. Councilwoman Furr questioned whether the housing rehab includes homeowners having to bring the home up to code. Ms. Vickers stated that with CDBG money the homeowners are not required to bring the home up to code.
Parks: Mr. Jason Wilkie stated they would like to hire a full-time person to help with Cemeteries. He noted the salary would be funded from the opening and closing revenue. Discussion was then held regarding the part-time workers. Mr. Wilkie explained they are now able to keep the part-time workers longer because of an increase in pay. Councilwoman Furr questioned whether the City was eligible for grant money to restore the Earl Bell Community Center. Mr. Wilkie stated it was indicated to him the City would be able to receive some monies for improvements. He added he wasn’t sure how much or when it would be available. Discussion was then held regarding the mowing. Councilman Perrin stated the mowing would be less expensive to the City if it was privatized. Mayor Formon noted the expense would be less, but only if the part-time salary workers would be reduced. He added the problem is due to the part-time staff not being reduced since the Parks Department has to keep at least some part-time workers to perform other duties, such as litter control. Mr. Wilkie explained $121,000 needed to be added to Capital Improvements for the greenway expansion at the Mall at Turtle Creek. He further explained $40,000 of that is currently in Professional Services, but it needed to be moved to Capital Improvements. Mr. Brian Wadley questioned the status of a new building for the Cemetery Department. Mr. Wilkie explained the building will be paid for with money from the Perpetual Care Fund. He then discussed improvements he would like to make that are not included in the budget.
Maintenance: Mr. Keith Sanders explained he has one part-time worker he would like to make full-time. Councilman Perrin questioned why they have four part-time workers. Mr. Sanders stated there are two women who do janitorial work 35 hours a week. He added one of the women has been working 40 hours a week for the past six weeks because she has added duties. Discussion was held regarding making the employee a full-time employee with benefits. It was noted the 210 Part-time Salaries account should be reduced to $45,000. Discussion was then held concerning privatizing the janitorial services. Mr. Sanders recommended not privatizing the Justice Complex or City Hall. It was questioned why the 221 Maintenance Building and Grounds account is so high. Mayor Formon explained that account is for all of the city’s departments.
MPO: Mr. Amin Ulkarim explained the cost to the City of their budget would be $22,200. He added they would like to have a travel study done in 2007.
City Attorney: City Attorney Phillip Crego explained he would like to purchase a laptop computer so he can use it in court. He then discussed the City hiring someone for either his office or the City Clerk’s Office to handle writing ordinances and resolutions. Mr. Crego stated he would like the assistant city attorney and the secretary to get a raise above the proposed 4% for city employees because of their workload. Councilman Perrin suggested Mr. Crego talk with Human Resources Director Suzanne Hackney concerning an adjustment in their pay plan. Mayor Formon noted Mr. Crego is the only full-time city employee that does not have a retirement plan. Mr. Crego explained according to state law with an ordinance passed by City Council anyone who serves 20 years can retire at the end of the 20 years and retire at half their salary. Ms. Jackson stated the retirement plan would be the same as hers, but it would have to be enforced by ordinance.
Human Resources: It was decided to increase the 220 Advertising account to $20,000. It was also decided to increase the 217 Professional Services account to $28,000.
City Clerk: Ms. Jackson explained in 2007 she would like to codify the City’s code again. Councilman Perrin questioned whether there are other companies that can take care of the codification other than the Municipal League. Ms. Jackson stated it was recommended to her to look into Municode. She then discussed purchasing Legistar, a software program that would help with the agenda process and put information online for the public’s use. Ms. Jackson noted with the software purchase she will need to purchase two servers to house the software on. She stated the servers should only be used for the software to ensure the software can work efficiently and to prevent any safety issues. She added Ms. Micenhamer agreed with her concerning the servers.
Mayor’s Office: Mayor Formon discussed the Professional Services account. Mayor Formon then discussed restructuring the department heads so fewer department heads would report directly to him. He suggested making Mr. Tony Thomas and Mr. Wadley his operation directors and separate the department heads so they would report to either Mr. Thomas or Mr. Wadley. Mayor Formon added after consulting with Condrey it was suggested to increase the salaries for Mr. Thomas and Mr. Wadley due to the new duties. Discussion was held regarding whether the Public Works Director should report to Mr. Wadley or to the Mayor.
ADJOURNMENT
With no further business, the meeting was adjourned.