WS Minutes - Budget 2024.09.051
PRATTVILLE CITY COUNCIL
BUDGET WORK SESSION MINUTES
TUESDAY, SEPTEMBER 5, 2024
6:00 P.M.
The Prattville City Council held a Budget Work Session on Thursday, September 5, 2024, at
6:00 p.m. in the Council Chambers at City Hall.
Roll was called with all Councilors recorded as present with the exception of Councilor Jackson.
Council President Boone declared a quorum present and called the Budget W ork Session to
order.
Mayor Bill Gillespie, Jr. was recorded as being present, in addition to the following staff: Interim
Fire Chief Josh Bingham, City Clerk Paula G. Barlow, Assistant City Clerk Loucreita Harrell,
City Attorney Andrew Odom, City Engineer Robby Anderson and Paxton Reiss, Finance
Director Daniel Oakley, Deputy Finance Director Carlee Sims, Human Resources Director Lisa
Thrash, Information Technology Director Jose Figueroa, Chief Magistrate Charlotte Adair and
Judge Louis Colley, City Planner Scott Stephens, Parks and Recreation Director Kellie Cook,
Police Captain Jeff Hassell, Police Major James Harry, Police Captain Jeff Staggers, Public
Works Director Dale Gandy, Sanitation Director Tracy Simpson, and Cemetery Administrator
and Grant Writer Dawn Russell.
Council President Boone opened the Work Session stating the purpose was to discuss the
proposed FY2024-2025 Budget. She stated the Council would go through each tab and ask
any questions of Department Heads or the Mayor.
There was no discussion on the General Fund budget tab.
On the Executive budget tab, Councilor Chambers inquired about the line item for Constant
Contact and Mr. Oakley advised this was for content storage and website archives.
Councilor Whaley inquired about the increase in Advertising and Public Relations. Mayor
Gillespie advised some was due to inflation and there was also an increase for additional
marketing for the City. Councilor Whaley also inquired about the increases in Salary and
Wages stating that Human Resources explained some but stated the overall increase was
more in this department than other departments. The Mayor explained that all but one
position in the Executive Branch is appointed or elected; the other position is a merit position.
The Mayor continued to explain the new Federal Fair Labor and Standards Act (FLSA) which
increased the minimum salary threshold for exempt employees that went into effect July 1,
2024, and explained there is another increase scheduled to go into effect on January 1, 2025.
The Mayor explained that most positions already met the new salary threshold and further
explained the process utilized to determine if the other position(s) needed to be reclassified to
non-exempt or the salary brought up to meet the new FLSA standard. The Mayor advised
that once known and tentative overtime was calculated, the amounts came out to be about
the same. Councilor Whaley asked for clarification if the full amount was calculated for the full
year or prorated. Mayor Gillespie advised the full salary was budgeted however the salary
was adjusted now as required and will be increased in January to comply with the law. The
Mayor advised if the Council desired to change the position to non-exempt, then a budget
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amendment may be necessary during the year to cover overtime not calculated. In closing
the Mayor advised the FLSA is also scheduled to be reviewed in 2027 and every three years
after to determine if the amounts need to be adjusted.
There was no discussion on the Legislative budget tab.
On the Finance budget tab, Councilor Whaley commented on the decrease in Salaries and
Wages and advised that he understood that to be from seasoned employee attrition and the
hiring new employees at the beginning on the pay plan. Mr. Oakley agreed and advised it was
a domino effective as they promoted one from within and then had to hire to fill that position.
On the City Clerk budget tab, Councilor Whaley commented on the decrease in Salaries and
Wages and advised that he understood that to be from the position being filled with a new
employee that was at a different step on the pay plan from the last employee who transferred
to a different department.
There was no discussion on the Human Resources budget tab.
On the Information Technology budget tab, Councilor Whaley noted the increase in Salaries
and Wages was for addition personnel request for an Assistant Director position stating it was
much needed with the increase in cyber related threats. Councilor Whaley inquired about the
Professional Services for website related costs. Mr. Oakley advised there are two separate
agreements with BWS; one for website hosting and one for other services. Councilor Whaley
inquired if there would be a need to continue outside managed services with the increase in
personnel to this department. Mr. Oakley noted the work done by Mr. Figueroa on minimizing
3rd party administrators but that this also spreads out the liability and risks with some companies
that may operate on a continual 24 hours basis. Mayor Gillespie commended Mr. Figueroa on
reviewing 3rd party contracts and finding serval hundred thousands of dollars in savings over
the years. The Mayor also noted the position requested was to be filled in April and would
results in an increase in the Salaries and Wages next year with it being budgeted for the full
year, and that filling the position in April would be more in line with when the department would
have access to more office space. Council President Boone commented on past conversations
with IT stating it has been a long process to grow the department with space and employees.
On the Vehicle Maintenance budget tab, Councilor Whaley advised Mr. Gandy had answered
all of the questions prior to the meeting but noted the Vehicle Maintenance was a vital
department to the City and further noted the plans to move the department forward in the future.
There was no discussion on the Debit Service budget tab.
There was no discussion on the Engineering budget tab. Council President Boone welcomed
new City Engineer Paxton Reiss.
There was no discussion on the Planning budget tab. Council President Boone advised all of
her questions were already answered by Mr. Stephens.
On the Urban Management budget tab, Councilor Merrick inquired if the dump bed trucks were
replacements or additions to the department. Mr. Gandy advised they would be replacing older
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units. Councilor Whaley inquired about the line item for tree trimming and removal. Mr. Gandy
advised most of the larger tree trimming and removal services is outsourced because of liability
but that smaller projects are handled by the department depending on the situation. Mayor
Gillespie noted the trimming of the limbs in the Right-of-Way was beneficial to keep the
Engineering Department from having to respond during storms. Council President Boone
advised that Alabama Power is responsible for some of the removal and that there was some
tree removal budgeted in other departments as well. Councilor Merrick advised if the trees
were in the Right-of-Way to contact customer service at Alabama Power and they would handle
if the limbs were over the main power lines.
On the Facilities Maintenance budget tab, Councilor Whaley advised the City Hall Annex was
in need of maintenance. Mr. Oakley advised there was a Capital Project budgeted to do a total
renovation of the annex building which would also include more accessible public restrooms.
On the Public Works budget tab, Councilor Merrick inquired about the two sweeper trucks being
replacements or additions. Mr. Gandy advised they have a total of three sweepers, two as
main units and one backup and the purchased units would be to replace older outdated units.
On the Police budget tab, Councilor Merrick commended Chief Thompson on constantly
keeping the Council up to date on matters in the City. Councilor Whaley advised most of his
questions were answered during the recent Public Safety Committee meeting. Council
President Boone thanked the Police for keeping the Council informed.
On the Fire budget tab, Councilor Whaley questioned the salary for the new Fire Chief
compared to other staff advising he understood the process but thought there should be a way
to compensate for the knowledge and experience that was being kept by promoting from within
versus hiring from outside the department. Mr. Oakley advised that from a finance prospective,
they look at total number for salaries and wages and not the salaries of individuals and that the
Fire Department was under budget because of other circumstances so there was not an issue
if adjustments were made. Mayor Gillespie advised the Human Resources Department is
looking at different positions as well as the total salaries and benefits and further commented
on the value of promoting from within. Council President Boone congratulated Interim Fire Chief
Bingham.
There was no discussion on the Building budget tab.
On the Parks and Recreation budget tab, Councilor Whaley commended the department as
well as Police and Fire for the work and details included in the comment section advising this
was helpful in answering questions. Council President Boone commended Ms. Cook on her
style of presentations.
There was no discussion on the Creative and Performing Arts budget tab.
On the Community Initiative budget tab, Councilor Whaley commented on the Library Funding
and concerns of citizens on the operation and fiscal responsibility of spending at the Library
but stated he understood the limited control that the Council has. Councilor Whaley noted an
email requesting additional funding for the library and advised he was not in favor of budgeting
additional funding at this time due to the fact that key positions are not filled along with a
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reduction in spending on books and services provided. Councilor Whaley continued by noting
the valuable resource the library is providing the community and requested the City to require
certain information from the Library. Mr. Whaley noted the City appointed positions on the
Library stating these positions should be looking out for the interest of the City. Mayor Gillespie
noted the Library is part of the City’s audit and that could give insight into how money is spent
as well as noted the state laws give the library’s discretion on the spending on money on library
purposes. Mr. Oakley advised the Library’s audit it typically towards the end of the calendar
year and then their financials are added into the government wide financial statements of the
City’s audit which is due by the end of March. Mr. Oakley advised the funding is disbursed
quarterly but there is no contract for services that requires specific reporting. Mr. Oakley noted
the budget was a roadmap and the Council could direct finance to hold the future
disbursements if the audit. Mayor Gillespie noted other community initiatives have contracts
that have requirements for funding. Councilor Whaley noted he was not in favor of defunding
the library just having accountability. Mayor Gillespie advised a summary of the audit can be
sent to the Council once received on the Library. Council President Pro Tempore Strichik
inquired if Autauga County followed the same procedures on funding the library. Mr. Oakley
advised Autauga County does provide funding to the library but he was unsure of the process.
Mayor Gillespie noted the age of the library building and the need for future repairs explaining
the City owns the land the library is on but the building was a joint venture with the City, County
and Federal funds.
There was no discussion on the Transfers budget tab.
There was no discussion on the Gas Tax Fund budget tab.
There was no discussion on the Capital Projects budget tab.
On the Wastewater Fund budget tab, Councilor Whaley inquired about the Autauga Creek
Wastewater Treatment plant upgrade and the amount only being for the engineering costs. Mr.
Oakley advised the full project would be budgeted in potentially 2026, when it was to the point
for construction and is estimated to be around 28 million for the debit services but that some
grant funds may be available.
On the Sanitation Fund budget tab, Councilor Whaley inquired about the number of employees
from last year to this year and thanked Mr. Simpson for being invited the Sanitation forum
where he learned a lot of good information. Mr. Oakley advised the number was decreased by
three at the request of the department and noted issued with hiring. Mr. Simpson noted the
more automated vehicles and processes for the reduction request in employees stating they
no longer have employees on the backs of trucks which also benefits the City on Workman’s
Compensation claims. Mr. Simpson also noted the efforts and method of promoting up Service
Maintenance Works to get their CDL licenses to increase the number of drivers.
There was no discussion on the Judicial Fund budget tab.
There was no discussion on the Debt Service Fund budget tab.
Council President Boone opened the floor for closing comments from the Council and Mayor.
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Councilor Chambers thanked everyone for all of the work on the budget.
Councilor Merrick thanked everyone for being at the Work Session and the Department Heads
for their work on the budget. He also congratulated Mr. Anderson on his upcoming retirement.
Councilor Whaley thanked the Department Heads and City employees for their work on the
budgeting process noting his work with several departments during his tenure with the City
giving him a different perspective of the budget.
Council President Boone thanked all for attending the Work Session and being available to
answer the Council’s questions.
Mayor Gillespie thanked the citizens for attending and Department Heads and employees for
working on the budget.
With no further discussion, Council President Boone motioned to adjourn the meeting and
Council President Pro Tempore Strichik seconded the motion. The Work Session was
adjourned at 7:02 p.m.
APPROVED:
Paula G. Barlow
City Clerk
Lora Lee Boone, President
Prattville City Council