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Minutes 2013-03-191 PRATTVILLE CITY COUNCIL CITY COUNCIL MINUTES TUESDAY, March 19, 2013 6:00 P.M. The Prattville City Council met in regular session on Tuesday, March 19, 2013, at 6:00 p.m. in the Council Chambers at City Hall. After the Pledge of Allegiance to the American Flag, Mayor Bill Gillespie, Jr. gave the invocation. Roll was called and all were recorded as being present. THE CHARACTER TRAIT OF THE MONTH IS SINCERITY: Eagerness to do what is right with transparent motives. APPROVAL OF MINUTES: Public Hearing and City Council Meeting March 5, 2013. Councilor Chambliss made a motion to approve the minutes and Councilor Boles seconded the motion. The minutes were approved (7-0). COMMENTS FROM PERSONS PRESENT REGARDING TONIGHT’S AGENDA: None MAYOR’S REPORT: Council President Wood granted the Mayor a point of personal privilege to allow Fire Chief Terry Brown to present the 2012 Fire Fighter of the Year Award. The winner of this award was chosen by the fire fighter’s peers. Chief Brown presented the award to Veteran Sgt. Kenny Wayne Strength and stated that Sgt. Strength is focused and committed. Sgt. Strength thanked his peers for their votes and felt that winning this award was a great privilege. Council President Wood congratulated all employees of the Fire Department. Gene Hall with the Autauga County Fair Association expressed his appreciation to the City of Prattville and the City Council for their support over the years. Mr. Hall presented the Mayor with a $10,000.00 check on behalf of the Autauga County Fair Association. This check was the ACFA’s donation towards the splash pad at Pratt Park. The opening day for baseball and softball season was held at Newton Park and the David Whetstone, Jr. Sports Complex. The Mayor thanked the Wastewater, Engineering and Leisure Services Departments for getting the ball fields ready. Mayor Gillespie threw the first pitch of the season at Newton Park and Councilor Boone threw the first pitch at the David Whetstone, Jr. Sports Complex. Thursday, March 21, 2013 is the Adult Leadership’s City Government Day. On Thursday, March 21, 2013, the Membership Appreciation 2013 Business Expo will be held at the Chamber of Commerce. The Fountain City Arts Festival Dinner will be held on Friday, March 22, 2013 at 6:00. On Saturday, March 23 the Fountain City Arts Fest will begin at 9:00 a.m. and the North Highland Fun Day at 10:00 a.m. At noon the Fire Fighter, Fire Medic and Police Officer of the Year will be honored at the VFW. 2 Mayor Gillespie explained that Item #6 regarding Ad Valorem Tax was strictly housekeeping and no additional taxes would be levied. Mayor Gillespie asked that the Council move forward with Item #5. The funds for the splash pad have been provided by Coca Cola. The Mayor asked for support on Items #7 and #8. The City of Prattville will be acting as a pass through for the YMCA to obtain financing. The special needs baseball field will be beneficial to the community. REPORT ON STATUS OF CITY FINANCES: Finance Director Doug Moseley presented the Unaudited General Fund and Capital Projects Fund Reserve Report for February 2013. With the year 33% complete, the City’s revenue was 5.55% ahead of February 2012. With the opening of two hotels, the lodging tax was 11.64% ahead of the previous year. The Tax Breakdown Comparison Report again showed revenue has increased compared to February 2012. The Unaudited Expenses by Department Report for February 2013 showed most departments in line with the budget. The benefits amount had jumped due to payment of the annual workman’s compensation coverage bill. The Sanitation Enterprise Fund and the Wastewater Enterprise Fund Income Statements now indicated the portion of the year completed for both revenue and expenses. On the revenue side, 33% of the year was complete. On the expense side, 41.67% of the year was complete because of the accruals in October. Both departments have progressed well and were ahead on revenue and below budget on expenditures. The Bank Balances Report showed a comparison of account balances at month end of February 2011, February 2012, and February 2013. The Group Health Fund Account was fully funded through March 2013. The City Wide Accounts Payable and Debt Balances Report showed a drastic reduction in the amount of accounts payable and debt balances between February 2011 and February 2013. As of February 28, 2011, the total amount due was $60,891,033.25. As of February 28, 2013, the total amount due was $49,901,073.55. Mr. Moseley reported that the bond refinancing is moving forward. The preliminary official statement has been prepared. An analyst with S&P has been assigned and a meeting should be scheduled this week. An update on the bond rating should be available the first week of April. The tentative closing for the bond is late April if everything falls correctly. Diane Steinhilber with Jackson Thornton will present the FY2012 financial statement at the April 2, 2013 Council meeting. Council President Wood has discussed calling a council work session to review the audit. 3 Mr. Moseley has prepared a draft Investment Policy for the City of Prattville and has sent the draft policy to City Attorney David McDowell for review. The policy will institute guidelines for the investment of funds to provide more interest for the city and to protect the city’s funds. Once the policy is adopted by the City Council, it will become part of the City of Prattville Code of Ordinances. Mr. Moseley has also prepared a Procurement Card Policy to guide the use of the city’s credit cards. With the fiscal year ending September 30, 2015, the City will be required to add a liability to the books. Several years ago the City was required to add the health benefits provided to retirees. In September 2015, municipalities will be required to add a liability for the unfunded portion of retirement. This liability has been noted in audit footnotes for some time. For September 2010, the amount was $13.8 million. Looking forward, the City needs to plan in order to alleviate the burden. Several municipalities are looking at establishing an OPEB Trust Account to fund retirement above the amount RSA requires. The trust will remain an asset of the City, but will be locked down so that the funds cannot be used for any other purpose except for the retirement of employees. Council President Wood noted that he had read an article on the funding of retirement and had planned to mention this to the Mayor. He thanked Mr. Moseley for providing this information. Councilor Boles noted that the Unaudited General Fund Report shows 93% of the budgeted amount for business licenses collected. Mr. Moseley responded that business licenses continue to be collected through the year and that the City is actually $251,000 ahead in business licenses collections as compared to the previous year. Council President Wood recognized Autauga County Board of Education Member Jeffrey Keith in the audience. REPORT FROM COUNCIL ON SPECIAL COMMITTEES: Councilor Starnes reported that the Building Committee met to discuss declaring two buildings surplus. The committee supports Item #10. Councilor Boone reported that the Leisure Services Committee met and has chosen a contractor for the splash pad project at Pratt Park. The committee supports Item #5. Councilor Boone thanked Robby Anderson for his hard work on the splash pad project. Council President Wood called a City Council Work Session for Tuesday, March 26, 2013 at 3:00 p.m. at City Hall to discuss the City’s FY2012 audit. AGENDA 1. ORDINANCE: To Surplus One (1) Kubota Tractor from the Urban Management Department. (Sponsored By: Councilor Boone) ORDINANCE BOOK 2013, PAGE 010 4 Councilor Boone made a motion to adopt the Ordinance and Councilor Boles seconded the motion. By point of order, it is necessary that the council rules be suspended if immediate action is to be considered. Councilor Chambliss made a motion to suspend the rules and Councilor Starnes seconded the motion. The rules were suspended (7-0). There being no discussion, the Ordinance was adopted with the following results: AYES : STRIPLIN, BROWN, STARNES, WOOD, CHAMBLISS, BOLES, BOONE 7 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : NONE 2. ORDINANCE: To Surplus One (1) Truck Body and One (1) 750 Gallon Water Tank for Scrap Metal from the Fire Department. (Sponsored By: Councilor Boles) ORDINANCE BOOK 2013, PAGE 011 Councilor Boles made a motion to adopt the Ordinance and Councilor Brown seconded the motion. By point of order, it is necessary for the council rules to be suspended if immediate action is to be considered. Council Starnes made a motion to suspend the rules and Council President Pro Tempore Striplin seconded the motion. The rules were suspended (7-0). There being no discussion, the Ordinance was adopted with the following results: AYES : STRIPLIN, BROWN, STARNES, WOOD, CHAMBLISS, BOLES, BOONE 7 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : NONE 3. ORDINANCE: To Surplus Various Equipment from the Fire Department. (Sponsored By: Councilor Boles) ORDINANCE BOOK 2013, PAGE 012 Councilor Boles made a motion to adopt the Ordinance and Councilor Starnes seconded the motion. By point of order, it is necessary that the council rules be suspended if immediate action is to be considered. Councilor Chambliss made a motion to suspend the rules and Councilor Starnes seconded the motion. The rules were suspended (7-0). There being no discussion, the Ordinance was adopted with the following results: AYES : STRIPLIN, BROWN, STARNES, WOOD, CHAMBLISS, BOLES, BOONE 7 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : NONE 4. RESOLUTION: To Amend the FY2013 Budget to Reflect Insurance Proceeds in the 5 Amount of $11,201.00. (Sponsored By: Councilor Chambliss) RESOLUTION BOOK 2013, Page 029 Councilor Chambliss made a motion to adopt the Resolution and Councilor Boles seconded the motion. There being no discussion, the Resolution was adopted with the following results: AYES : STRIPLIN, BROWN, STARNES, WOOD, CHAMBLISS, BOLES, BOONE 7 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : NONE 5. RESOLUTION: To Amend the FY2013 Budget to Reflect the Coca Cola Donation and the Alabama Department of Environmental Management Grant and to Award a Contract for Construction of a Splash Pad at Pratt Park to J. A. Dawson & Company in an Amount Not to Exceed $100,000.00. (Sponsored By: Councilor Boone) RESOLUTION BOOK 2013, Page 030 Councilor Boone made a motion to adopt the Resolution and Councilor Starnes seconded the motion. There being no discussion, the Resolution was adopted with the following results: AYES : STRIPLIN, BROWN, STARNES, WOOD, CHAMBLISS, BOLES, BOONE 7 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : NONE 6. RESOLUTION: To Ratify and Affirm the Renewal of the Levy of 7 Mills Ad Valorem Tax in the City of Prattville. (Sponsored By: Council President Wood) RESOLUTION BOOK 2013, Page 031 Councilor Brown made a motion to adopt the Resolution and Councilor Boone seconded the motion. There being no discussion, the Resolution was adopted with the following results: AYES : STRIPLIN, BROWN, STARNES, WOOD, CHAMBLISS, BOLES, BOONE 7 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : NONE 7. RESOLUTION: To Authorize the Mayor to Make Application for Community Development Block Grant Funds for the “Field of Dreams” ADA Compliant Baseball Field. (Sponsored By: Councilor Chambliss) RESOLUTION BOOK 2013, Page 032 6 Councilor Chambliss made a motion to adopt the Resolution and Councilor Boles seconded the motion. Councilor Chambliss asked for support on Items #7 and #8, as they are in conjunction with one another. Council President Pro Tempore Striplin supports both Items #7 and #8, but because he is a YMCA board member he will abstain from Item #8. There being no further discussion, the Resolution was adopted with the following results: AYES : STRIPLIN, BROWN, STARNES, WOOD, CHAMBLISS, BOLES, BOONE 7 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : NONE 8. RESOLUTION: To Authorize the Mayor to Sign the Memorandum of Understanding Concerning the Prattville YMCA Special Needs Baseball Field. (Sponsored By: Councilor Chambliss) RESOLUTION BOOK 2013, Page 033 Councilor Chambliss made a motion to adopt the Resolution and Councilor Brown seconded the motion. There being no discussion, the Resolution was adopted with the following results: AYES : BROWN, STARNES, WOOD, CHAMBLISS, BOLES, BOONE 6 NAYS : NONE 0 ABSTAINED : STRIPLIN 1 ABSENT : NONE 0 9. RESOLUTION: To Authorize the Hiring of One (1) Collections Systems Operator Trainee for the Wastewater Department at an Annual Cost Not to Exceed $35,076.00. (Sponsored By: Council President Pro Tempore Striplin) RESOLUTION BOOK 2013, Page 034 Councilor President Pro Tempore Striplin made a motion to adopt the Resolution and Councilor Boles seconded the motion. There being no discussion, the Resolution was adopted with the following results: AYES : STRIPLIN, BROWN, STARNES, WOOD, CHAMBLISS, BOLES, BOONE 7 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : NONE 10. ORDINANCE: To Surplus a Dilapidated Storage Building Located at 694 Doster Road. (Sponsored By: Councilor Starnes) ORDINANCE BOOK 2013, PAGE 013 7 Councilor Starnes made a motion to adopt the Ordinance and Council President Pro Tempore Striplin seconded the motion. By point of order, it is necessary that the council rules be suspended if immediate action is to be considered. Councilor Boles made a motion to suspend the rules and Councilor Chambliss seconded the motion. The rules were suspended (7-0). There being no discussion, the Ordinance was adopted with the following results: AYES : STRIPLIN, BROWN, STARNES, WOOD, CHAMBLISS, BOLES, BOONE 7 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : NONE 11. RESOLUTION: To Amend the FY2013 Budget and to Award a Contract for the Re- Roofing of the Doster Community Center Auditorium to Mid-Western Commercial Roofers, Inc. in an Amount Not to Exceed $52,270.00. (Sponsored By: Councilor Starnes) RESOLUTION BOOK 2013, Page 035 Councilor Starnes made a motion to adopt the Resolution and Councilor Brown seconded the motion. There being no discussion the Resolution was adopted with the following results: AYES : STRIPLIN, BROWN, STARNES, WOOD, CHAMBLISS, BOLES, BOONE 7 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : NONE 12. RESOLUTION: To Authorize the Hiring of One (1) Plant Operator Trainee for the Wastewater Department at an Annual Cost Not to Exceed $35,076.00. (Sponsored By: Council President Pro Tempore Striplin) RESOLUTION BOOK 2013, Page 036 Councilor President Pro Tempore Striplin made a motion to adopt the Resolution and Councilor Chambliss seconded the motion. There being no discussion, the Resolution was adopted with the following results: AYES : STRIPLIN, BROWN, STARNES, WOOD, CHAMBLISS, BOLES, BOONE 7 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : NONE COMMENTS FROM PERSONS PRESENT: None CLOSING COMMENTS: 8 David Lewis, 776 Stapleford Trail, Prattville, thanked the Council for support on Items #7 and #8 regarding “The Field of Dreams” special needs baseball field. The YMCA has been working closely with the Leisure Services Department to work together to better serve the community. Mayor Gillespie agreed that the City and the YMCA, or any other entity of that kind, working together would be beneficial to the community. Mayor Gillespie thanked all city employees. Council President Wood thanked all city employees. ADJOURN: There being no further business to come before the Council, Councilor Boles made a motion to adjourn and Councilor Boone seconded the motion. The meeting adjourned (7-0) at 6:33 p.m. APPROVED: ___________________________ Cathy Dickerson City Clerk ___________________________ Willie L. Wood, Jr., President Prattville City Council SUBMITTED BY: ___________________________ Jamie Ferrari Assistant City Clerk