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Minutes 2012-04-031 PRATTVILLE CITY COUNCIL CITY COUNCIL MINUTES TUESDAY, APRIL 3, 2012 6:02 P.M. The Prattville City Council met in regular session on Tuesday, April 3, 2012, at 6:02 p.m. in the Council Chambers at City Hall. After the Pledge of Allegiance to the American Flag, Council President Renegar gave the invocation. Roll was called and Councilor Miller and Council President Pro Tempore Fank were recorded as being absent. THE CHARACTER TRAIT OF THE MONTH IS DETERMINATION: Proposing to accomplish right goals at the right time, regardless of opposition. Council President Renegar announced that Councilor Miller, who is a medical doctor, is currently on a Medical Mission Trip to the Dominican Republic, therefore he would be unable to attend tonight’s meeting. Council President Pro Tempore Fank has been called away on business and will not be attending tonight’s meeting. APPROVAL OF MINUTES: City Council meeting March 20, 2012. Councilor Boles made a motion to approve the minutes and Councilor Striplin seconded the motion. The minutes were approved (5-0). COMMENTS FROM PERSONS PRESENT REGARDING TONIGHT’S AGENDA: Andy Gustafson, 211 Sweet Briar Lane, Prattville, applauded the City for moving forward on the Overlook Park Project, but was concerned about the possible movement of coyotes into residential areas. Regarding item 1, Mr. Gustafson asked who paid for the appraisals. Mr. Gustafson commented that Councilor Brown brought this Ordinance from the floor and made comments in the newspaper that she would support the Ordinance if it passed ethical and legal muster. Regarding item 2, Mr. Gustafson asked that the Council seek an Ethics Commission opinion as well. Councilor Boles informed Mr. Gustafson that he paid for the appraisals, but did not use a company that he knew. The Ethics Commission advised Councilor Boles to obtain the appraisals to insure that more land and money was being given by Councilor Boles than received. Councilor Boles agreed that he should get an Ethics Commission opinion in writing. Councilor Brown stated that she was in support of the project, but would like to obtain an Attorney General’s opinion due to attorneys at the Alabama League of Municipalities having differing opinions. The Ethics Commission has been contacted and did not see a problem. Council President Renegar informed Mr. Gustafson that he had requested an Ethics Commission opinion in writing and was advised by the City Attorney to obtain an Attorney General’s opinion as well. MAYOR’S REPORT: Mayor Gillespie presented a proclamation, to Mrs. Tillie Jones, which acknowledged the importance of autism awareness and declared April, 2012 Autism Awareness Month. Mrs. 2 Jones shared that her son had been born with Asperger’s syndrome, but with early intervention he is now 19 years old and attends Birmingham Southern College on a partial scholarship. Mrs. Jones was thankful for the Prattville Schools and their personnel. Mrs. Jones thanked Mayor Gillespie for the proclamation and for spreading awareness. The Mayor asked Battalion Commander Mike Whaley to speak regarding the new E.M.A. Director. Mr. Whaley was honored that the County Commission had requested he sit in on the interview board for the new Autauga County E.M.A. Director. Mr. Whaley introduced the new E.M.A. Director John Biddy. Mr. Biddy appreciated the opportunity and the recent allocation from the City. Mr. Biddy plans to focus on all threats and hazards in order to keep the citizens of Prattville safe. Mayor Gillespie acknowledged that the Autauga County E.M.A. has been beneficial to the City and thanked them for the speed trailer they had given the City . Mayor Gillespie added that it is a great tool. Diane Steinhilber with Jackson Thornton presented the Council with the audited financial statements for the City of Prattville for the fiscal year ended September 30, 2011; as attached. The Comprehensive Annual Financial Report includes (3) three sections; the Introductory Section, Financial Section and Statistical Section. The Introductory Section includes the transmittal letter to the citizens of Prattville from the Mayor and Interim Finance Director. The Financial Section includes management discussion analysis, which is a narrative of the Financial Statement, the basic financial statements and individual audit reports. The Statistical Section includes selected financial and demographical information presented on a multiyear basis. This is the first time the City’s Financial Statement has included this comprehensive data and the first full year under audit to have a full time CPA on staff. This allowed Jackson Thornton the opportunity to introduce the City to participating in the GFOAA Certificate of Excellence and Financial Reporting Program. Participating in such program promotes greater transparency to the citizens of Prattville and meets the Mayor and Finance Committee’s goal of full disclosure. The Application has been made, but it may take months to get a response. Mrs. Steinhilber commended the Mayor, City Staff and Department Heads for undertaking the comprehensive endeavor; it will greatly improve the City’s reporting package. Page 1, paragraph 3 of the Individual Auditors Report basically states that, in Jackson Thornton’s opinion the financial statements present fairly in all material respects, and the financial position of the City at September 30, 2011 and the respective changes in financial position for the year then ended in conformity with the accounting principles generally accepted in the United States of America. This opinion is dated March 26, 2012. Statement of Net Assets, Page 14, is a comprehensive picture of the City’s finances related to all activities. This includes all assets and liabilities. The total assets at September 30, 2011 were $56,807,992.00 and the total liabilities were $65,292,702.00 this leaves deficit net assets of ($8,484,710.00). Net assets increased $8,723,990.00 over the prior year so the City moved from deficit net assets of ($17,200,000.00) to ($8,700,000.00). This increase can be attributed to revenues exceeding expenses. Sales Tax revenues comprise approximately 56% of General Fund revenue. Total debt is $58,853,728.00. 3 The level of debt coupled with the City’s dependency of Sales Tax revenue warrants the Council to continue to closely monitor expenditures. Statement of Revenue Expenditures and Statements of fund Balance, page 18, Fund Statement measures current financial resources. The General Fund revenue is $34,842,457.00, the expenditures are $33,645,938.00 and other financial sources are $1,364,296.00. This shows an increase in Fund Balance of $2,559,815.00. The General Fund has moved to a positive Fund Balance of $1,670,824.00, compared to the prior year Fund Balance of deficit ($1,030,174.00). The Unassigned Balance or positive reserve has moved to a positive balance of $550,285.00, compared to the prior year Unassigned Balance of deficit ($1,671,204.00). The City of Prattville has made financial progress but many challenges remain in sight. Mrs. Steinhilber thanked the Mayor and the department heads, especially Human Resources Director Lisa Thrash and Interim Finance Director Doug Moseley; they have worked many hours to comprise this information for the Citizens of Prattville. Council President Renegar thanked the department heads and announced that this document would be available on the City website. Council President Renegar called a Work Session for Monday, April 9, 2012 at 6:30 p.m. at City Hall in the Council Chambers. Mayor Gillespie reported that the City has recently turned on the webpage Pinterest which is being followed by an individual in Salisbury, Australia. This shows that Prattville is part of global economy. Councilor Brown is now the liaison for Performing Arts. Over the weekend several people were kayaking, fishing and swimming behind City Hall. Mayor Gillespie was very impressed at the turnout and stated that people are starting to find the City’s little gem. The Softball Opening is this weekend at 9:00 a.m. at Newton Park. At the last Council Meeting Mayor Gillespie mentioned that the IT Assessment report would be brought before the Finance Committee before this Council meeting. BWS, the company hired to do the assessment, is still working on it, but will present it to the Finance Committee before the next Council meeting The Touch-A-Truck event will take place on Saturday, April 21, 2012 at Pratt Park. Bark in the Park will be held on April 21, 2012 at Cooter’s Pond Park. The Arts Festival over the weekend had a good turnout. One report showed approximately 5,000 people attended. The North Highland Community Fun Day over the weekend also had a good turnout. 4 Mayor Gillespie hopes to start spraying for mosquitos in the near future. The City must first meet state requirements and obtain proper licensing. March Sales Tax are $1,785,000.00 with a rebate of $69,000.00 leaving a net of $1,700,000.00. With the 1% sales tax increase the sales tax revenue has increased 30.15% over last year. Without the 1% sales tax increase there would have been a decrease of 2.82%. Accounts Payable and Debt Balances for January 2011 were $65,000.00 and as of April 2, 2012 are $53,723.000; these are unaudited numbers. This shows that since January 2011 the City has paid $11,458,147.71 and lowered overall debt by 17.6%. The City has reduced debt and is running more efficiently. Councilor Wood asked if these figures included all vendors and Mayor Gillespie responded that they do include all vendors, but that does not cover Community Initiatives. Mayor Gillespie also pointed out that the City owed Group Health $1,400,000.00 and as of April 2, 2012 only $335,000.00 is owed. REPORT FROM COUNCIL ON SPECIAL COMMITTEES: Councilor Wood thanked everyone who came out to the North Highland event. $1,000.00 in proceeds was given to the Oasis of Hope. Councilor Wood enjoyed the Arts Festival and stated that Dr. Tonea Stewart was very talented. Councilor Wood announced he would be bringing a Resolution from the floor and it is the Fire Committee’s recommendation that it be passed since it concerns the health safety and welfare of the Citizens of Prattville. Council President Renegar reported that the Work Session on Monday, April 9, 2012 at 6:30 p.m. to go over any questions concerning the Comprehensive Annual Financial Report from Jackson and Thornton. AGENDA 1. ORDINANCE: TO DECLARE CITY PROPERTY SURPLUS. (HELD FROM MARCH 20, 2012) (POSTPONED INDEFINITELY) Councilor Brown motioned to postpone the Ordinance indefinitely and Councilor Striplin seconded the motion. There being no discussion the ordinance was postponed indefinitely with the following results: AYES : STRIPLIN, WOOD, BROWN, RENEGAR, BOLES, 5 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : MILLER, FANK 0 2. RESOLUTION: TO REQUEST ATTORNEY GENERAL OPINION REGARDING DECLARING CITY PROPERTY SURPLUS AND EXCHANGING PROPERTY WITH A SITTING COUNCILMEMBER. (RESOLUTION BOOK 2012 PAGE 031) 5 Councilor Brown made a motion to adopt the Resolution and Councilor Wood seconded the motion. There being no discussion the Resolution was adopted with the following results: AYES : STRIPLIN, WOOD, BROWN, RENEGAR, BOLES, 5 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : MILLER, FANK 0 3. RESOLUTION: TO NAME VOTING DELEGATE AND ALTERNATES FOR THE ALABAMA LEAGUE OF MUNICIPALITIES CONVENTION IN BIRMINGHAM. (RESOLUTION BOOK 2012 PAGE 032) Councilor Wood made a motion to adopt the Resolution and Councilor Boles seconded the motion. Councilor Boles asked who the second alternate would be and Council President Renegar responded that only the Mayor and he have confirmed they would be attending the convention and if anyone planned on attending and would like to be an alternate they could amend the Resolution. There being no further discussion the Resolution was adopted with the following results: AYES : STRIPLIN, WOOD, BROWN, RENEGAR, BOLES, 5 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : MILLER, FANK 0 4. ORDINANCE: TO SURPLUS ONE (1) CLARK BOBCAT 721 FROM THE URBAN MANAGEMENT DEPARTMENT. (ORDINANCE BOOK 2012 PAGE 011) Councilor Striplin made a motion to adopt the Ordinance and Councilor Wood seconded the motion. By point of order, it is necessary for the council rules to be suspended if immediate action is to be considered. Councilor Boles made a motion to suspend the rules and Councilor Striplin seconded the motion. The rules were suspended (5-0). There being no discussion the Ordinance was adopted with the following results: AYES : STRIPLIN, WOOD, BROWN, RENEGAR, BOLES, 5 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : MILLER, FANK 0 5. RESOLUTION: TO SET A PUBLIC HEARING TO DECLARE VARIOUS WEEDED LOTS TO BE A PUBLIC NUISANCE AND ORDERING THEIR ABATEMENT PER TITLE 11, CHAPTER 67 OF THE CODE OF ALABAMA, 1975, AS AMENDED. (RESOLUTION BOOK 2012 PAGE 033) Councilor Brown 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: 6 AYES : STRIPLIN, WOOD, BROWN, RENEGAR, BOLES, 5 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : MILLER, FANK 0 FROM THE FLOOR: 6. RESOLUTION: TO AMEND FY 2012 BUDGET LINE ITEM FIRE DEPARTMENT -CAPITAL OUTLAY BY $36,500.00 FOR THE PURCHASE OF ONE (1) DODGE R- 3500 REGULAR CAB AND CHASSIS (AMBULANCE) FOR THE FIRE DEPARTMENT. (FROM THE FLOOR) (RESOLUTION BOOK 2012 PAGE 034) Councilor Wood made a motion to adopt the Resolution and Councilor Striplin seconded the motion. By point of order, it is necessary for the council rules to be suspended if immediate action is to be considered. Councilor Wood made a motion to suspend the rules and Councilor Brown seconded the motion. The rules were suspended (5-0). Councilor Striplin asked how much the City received in insurance proceeds and Fire Chief Terry Brown responded $46,125.00. Councilor Striplin asked if the City was anticipating a new ambulance in the near future and Chief Brown responded yes, it has been placed out to bid and closes the 23rd of April 2012. Chief Brown informed the Council that the Fire Department lost use of another ambulance and the repair bill is $5000.00; this ambulance was placed out of service. This leaves the Fire Department with only (5) five ambulances and there is a need to restore the fleet numbers. There will need to be another bid placed out for a remount and the cost of such remount will be approximately $13,000.00 to $15,000.00, which is not currently budgeted. Councilor Wood stated that the money the City received from insurance proceeds was $46,125.00 and the Dodge R-3500 Regular Cab Chassis to be purchased is $36,500.00 which leaves $9,625.00 in insurance proceeds. As long as this remount costs no more than $18,000.00, the Council will only need to approve $8,375.00. Chief Brown stated that it would be more than $8,375.00 due to the fact that the necessary Air Ride System will cost approximately $5,000.00; the cost of such remount will be approximately $13,000.00 to $15,000.00. Councilor Wood clarified that the Council would not need to approve more than $15,000.00 for what is basically a new ambulance and Chief Brown responded that is correct. There being no further discussion the Resolution was adopted with the following results: AYES : STRIPLIN, WOOD, BROWN, RENEGAR, BOLES, 5 NAYS : NONE 0 ABSTAINED : NONE 0 ABSENT : MILLER, FANK 0 COMMENTS FROM PERSONS PRESENT: None Mayor Gillespie presented a proclamation to the Prattville Civitan Club recognizing civitan groups and declared the month of April Civitan Awareness Month. The Way off Broadway Theatre’s latest play, “All the King’s Women”, will begin on Saturday, April 14, 2012 at 7:30 p.m. at the Special Events/Cultural Arts Department. 7 ADJOURN: There being no further business to come before the Councilor, Boles made a motion to adjourn and Councilor Wood seconded the motion. The meeting adjourned (5-0) at 7:01 p.m. APPROVED: ___________________________ Cathy Dickerson City Clerk ___________________________ Michael E. Renegar, President Prattville City Council SUBMITTED BY: ____________________________ Jamie F. McClellan Assistant City Clerk