Finance Committee
FINANCE COMMITTEE MEETING
AUGUST 7, 2006
There was a discussion regarding the fuel used by the police vehicles.
There is monitoring of the spending every month, and the budget can be adjusted accordingly if needed. An example given was the situation with vehicles being taken home, and that being rescinded when the price of gas went up.
Alderman Ruth was asked if she had any information regarding a new tractor for the City. She relayed information on what she had come up with. The $250,000 capital outlay for the streets is for paving the roads and also for the cost of the tractor.
Discussion was then held regarding the wish list from the school. Uniforms and a golf cart were mentioned. Mr. Niec has asked the State to be on the look out for a golf cart.
The City should have $83,000 left over after the year is over.
More discussion was held regarding the uniforms and golf cart for the school. The City will contribute money for the uniforms and a blocking sled. There will be money left over to help the school after they have raised money for things themselves. The idea was mentioned for the school to ask businesses to contribute to the cost of a golf cart. The cost of uniforms and blocking sled is $8890.
The City will contribute money for the equipment, a hand-held dummy, and the blocking sled.
There is a solid road crew of four men. The year was finished with $65,652, with up to ten workers at one time. Appropriation for the previous year was $60,000. Discussion was held to lower the amount to $65,000 for the current year. There will probably be only 3 men during the winter.
The corrected budget was discussed. The total of available funds is $1,589,000. The total of expenditures is $1,495,000. There is a $94,000 surplus. There will be an advertisement on the budget in the Tennessean on August 10. A notice will be in the Robertson County Times prior to the second meeting.
After the final reading, a resolution will be made for $10,000 for computers and $8890 for the football program at the school.
Motion was made to present the board on August 14, and seconded. The motion passed unanimously.
Coopertown Finance Committee
Minutes
JULY 27, 2006
The Committee reviewed the Minutes. There was a brief discussion regarding a discrepancy in the 2006-2007 proposal.
Mr. Niec stated that last’s year retirement, workman’s compensation and unemployment insurance were lumped together under City Hall General Fund. City Hall, the Police Department and the street crew were all lumped into one under City Hall. To get an accurate picture, they need to be separated. A figure of 0.795% was used. There are more categories this year than last. All permits (whether beer, building, driveway) were lumped together.
A question was raised that according to the figures, the City is in the hole. On the first page, there is $1,578, 00 in revenue.
Mr. Niec discussed the sales tax money coming in and the fact that it will likely go up.
The estimated state sales tax is $240,000. The actual figures should be higher.
Mr. Niec stated he and Ralph left several areas open. He was asked when a complete budget would be available, and he said the following week, with the latest figures.
There was discussion regarding the revenue and expenditure figures.
There was discussion regarding a vehicle that has 168,000 miles on it and the possible cost of repairing it.
There was discussion regarding the number of police officers. It was stated that Officer Burgess has expressed he is not interested in the chief’s position, since he has a full-time job. The City has received several resumes and phone calls. The same salary ($36,000.00 yearly), plus a car to take home will be offered. There was discussion regarding the hiring process of a new chief.
Mr. Niec discussed the work process on the budget proposal, including the breaking down of City Hall, the Police Department and the street crew. These were lumped together in the past.
It was recommended that the budget proposal be set aside and another meeting be held.
There was discussion regarding the City looking into purchasing a tractor.
Monday, August 7, 2006 at 6 p.m. was mentioned as the next meeting date. The possibility of meeting on August 10, if needed, also was discussed. A Special Board Meeting is already set for August 14, 2006.
Alderman Ruth is looking into purchasing a tractor through a state contract. Purchasing a tractor would cost between $13,000 and $15,000. There was discussion regarding the leasing cost of a tractor. The prospect of purchasing a used surplus tractor was mentioned. The Committee looked over different tractors and the purchase price of them.
There was a recommendation by the Finance Committee to purchase a tractor. Everyone was in agreement.
Motion was made to accept all the Minutes.
Discussion was held regarding the different tractors, especially the New Holland.
The issue of the storage of the new tractor was also discussed. Mr. Niec mentioned that there was not enough room for the pickup trucks, a new tractor and the attachments for the tractor.
There was discussion about having Board meetings at the Middle School.
Coopertown Finance Committee
MEETING MINUTES
JUNE 22, 2006
The special guest is Mr. Ralph Cross from MTAS, who is to help with the budget. Mr. Frost discussed the purpose of the budget, procedures, financial reports, proposed budget, amended budget, etc. There was discussion regarding the amount spent in the budget and the amount of revenue brought in.
Property taxes in other cities was discussed.
There was discussion of the last five meetings. Mr. Niec and Mr. Cross have been putting all the numbers in the ordinance so the Committee could look at it. The first meeting on this will probably be at the end of July.
Another revenue statement was done. The City has taken in $231,528.00 more than anticipated, with a possible total of $240,000 to $250,000.
Copies of the Minutes of the first four meetings were passed out. There is around $148,000 to $160,000 in revenue that will be coming due to licenses, etc. Mayor Crosby has suggested that an additional $70,000.00 be put in under capital outlay for the police department. Mayor Crosby discussed allowing police officers to take their police vehicles home if they live within certain distance from the City. He mentioned two different incidents where it would have been helpful if the police officers had taken their vehicles home. There was a lot of discussion regarding the miles away from the city limits that is allowed. It was agreed to 10 miles from the city limits. There was also discussion regarding a police dog, which was needed several weeks prior, and the cost involved. Obtaining new police cars was also discussed.
The revenue breakdown sheets were brought to the attention of the committee. The figures on the sheets were through June 8, and have not been updated. The figures for 2006-2007 will need to be revised. Additional sales tax money will be forthcoming. Building permits were projected at $300,000 for the previous year. So far, through June 22, 2006, the figure is $263,907. The figure is expected to be larger due to the amount of homes being built.
Mayor Crosby discussed the need for an animal shelter. He has discussed with other mayors in
Updating the phone system was discussed extensively.
The next meeting will be July 6, 2006 at 6 p.m. The budget ordinance will be finalized.
COOPERTOWN FINANCE COMMITTEE
MEETING MINUTES
MAY 16, 2006
An update was given on the revenue figures for the previous day’s date. Last year’s budget was to receive in revenues $1,135,400. As of the previous day, the figure has been exceeded. The current amount collected is $1,224,657.25.
A meeting was scheduled for June 8, 2006 at 6 p.m.
Discussion was held regarding the unemployment insurance, line 147. The amount of $1,391.52 has been spent as of May 15, 2006, after the 1st quarter taxes were paid. The amount is now $2,651.74. The city’s amount has grown due to the fact that there are more people drawing unemployment. The rate paid is 3% of the first $7,000.00 in wages for each individual employee per year. There is one more quarter of taxes to be paid. With the increase, at least $6,000 needs to be budgeted, possibly $5,500.00.
Number 210. Website and other communications. There has been a new carrier to take over the website. Payment is $25.00 per month for the hosting of the website. It was discussed setting aside $750.00 for the year.
Number 211. Postage. To date, $1,281.66 has been spent. The largest cost has been for the census. Postage will be $1,000.00.
Subscriptions and Periodicals. The amount budgeted was $75.00, and $85.90 has been spent to date. The amount will be set at $100.00
Number 237. Advertising Costs. Advertising in the paper for the meetings, etc. The amount budgeted was $4,500.00. To date, $5,340.00 has been spent. The amount of $6,000.00 was set.
Utility Services. This is for the alarm. The amount budgeted was $400.00, and to date, $108.00 has been spent. The amount of $250.00 was set.
Number 241. Electricity. The amount budgeted was $2,000.00. To date, the amount spent is $2,047.00. This is electricity for the building only, not street lights. The amount of $3,000.00.
Number 245. Telephone and Cell Phone. This includes cell phones for the police department, street crews, etc. All cell phones can be replaced with $5.00 upgrades. The telephone system in city hall can be replaced for $7,000.00 with up to date recordings. The other cost would be $1,600.00 for things to be added to the system in place currently. There was discussion regarding certain areas that cannot be reached by regular police radio and cell phones. There was a question regarding the amount of $4,000.00 budgeted, but the amount went up to $14,000.00. Originally Sprint was used, and then the city switched to Nextel for safety.
Professional Services. The amount budgeted was $22,000.00. To date, the amount spent has been $53,527.00. This includes payments to the engineer for road work, etc.
Number 251. Medical Services. The amount budgeted was $250.00. None of this amount has been spent. The new drug policy will include all tests. Contract for a year is $278.00. The amount set aside is $500.00. There will be an initial drug screen for new employees.
Legal Services. The amount budgeted was $24,000.00, with only $7,616.00 spent. There was discussion regarding changing Legal Services to City Attorney only.
Data Processing Services. The budget was $3,500.00, and only $61.00 was used for W-2’s for 2005. There was discussion regarding what the $61.00 was used for. There was agreement to put the amount at $1,000.00.
Number 263. Repair and Maintenance of Office Equipment. The budget was $800.00, and $412.97 has been spent. There were changes made in software. A new monitor for the police department might be needed. The amount was set at $500.00.
Number 280. Travel. The amount budgeted was $1,500.00, and to date, $188.49 has been spent. The amount was left at $1,000.00.
Automobile Allowance. The budget amount was $1,200.00. The new amount was set at $600.00.
Number 294. Special Census. There is no need, therefore the amount is 0.
Training Expenses. The budgeted amount was $2,000.00 and to date, only $120.00 has been spent.
Supplies. The budgeted amount was $7,500.00. The amount spent to date has been $20,367.12. This includes paper, pencils, chairs, furniture, etc. There was discussion regarding the purchase of furniture being included in supplies. The amount was left at $7,500.00.
Liability Insurance. This is the payments made to TML for everything. There was discussion regarding the payments and how often they were made. This covers everyone.
Worker’s Compensation. This covers everyone, city hall employees, work crew, and police department. The amount spent so far is $7,738.00.
Capital Outlay. This would cover furniture that would need to be added for the new section.
CITY of COOPERTOWN
Minutes of
Finance Committee Meeting
May 2, 2006
In attendance for this meeting are:
Alderman Jack Long, Jr.
Cornellia Gregory
Joyce Young
Billy Clark
Larry Muhlstadt
Anne Crutcher
Mayor Danny Crosby
This meeting was utilized for discussing the budget for 2005-2006 year through May 2, 2006.
Budget for a building project is discussed as well as court-related costs and fees.
Court-related costs and fees are reviewed.
Employee benefits/budget is discussed.
The next meeting is projected for early June and date and time will be posted in the near future.
The meeting is adjourned.
CITY of COOPERTOWN
Minutes of
Finance Committee Meeting
April 4, 2006
In attendance for this meeting are:
Alderman Jack Long, Jr.
Cornellia Gregory
Joyce Young
Billy Clark
Larry Muhlstadt
Anne Crutcher
Mayor Danny Crosby
Alderman Long asks if there are any questions from the last meeting. This meeting was utilized for discussing the budget for 2005-2006 year.
Specifically the Police department budget is mentioned and discussion of whether or not they want to keep a 24-hour service. Keeping two officers at a time is emphasized and having only one patrolling at a time is dangerous to that one officer as that officer needs protection and back up.
Employee benefits and the budget details for this are briefly discussed.
Police department salaries and hourly rates are discussed.
Police vehicle expense is discussed.
The meeting is adjourned.
CITY OF COOPERTOWN
Minutes of
Finance Committee Meeting
March 23, 2006
Two new members have joined the meeting as two others are no longer able to serve. The two new members are Larry Muhlstadt and Billy Clark. The two are introduced to the rest of the committee.
In attendance for this meeting are:
Alderman Jack Long, Jr.
Cornellia Gregory
Joyce Young
Billy Clark
Larry Muhlstadt
Anne Crutcher
Mayor Danny Crosby
Mayor Danny Crosby is going to give a presentation on the highways and streets, what has been done over the last year and what he would like to do over the upcoming year. The Mayor and Ed Niec will go over the City Hall portion and discuss that as well. An apology was made to those present that the prior meeting was canceled due to inclement weather.
The meeting is now turned over to Mayor Crosby and was used to discuss the streets and roads budget, expenses, etc.
Changes Requested to the Budget:
1. Mayor Crosby requested stepping up the current employee salary allocation from $60,000 to 90,000 by next year. The reason for this is for getting the culverts replaced as soon and as quickly as possible, therefore a lot more labor would be spent.
2. Repairs and maintenance allocation for roads and streets needs to be bumped up to $100,000 for purchase of pipes and materials.
3. Mayor Crosby suggest owning a backhoe for the price of what they are paying in renting the equipment.
A brief discussion was had regarding employee benefits, savings plans and other deductions from employee paychecks.
(The tape cuts in and out on this side making it difficult to transcribe).
The next meeting date is announced, Monday April 4, 2006.
Meeting is adjourned.
CITY OF
Minutes of
Finance Committee Meeting
February 27, 2006
The meeting is called to start. Two members, Cornelia Gregory and Joyce Young are not yet present but are anticipated to attend.
This meeting is strictly the police department budget. Chief Bernard will present to the committee his goals and outline what he wants to do for the next upcoming year.
Coopertown has not had a 24-hour police department until this past year, so the numbers that were available to put together were just guesses. But, now there is a good baseline and the City knows what it can work with and operate with.
The meeting is turned over to Chief Bernard.
Chief Bernard presents his outline as follows:
1. At least two police officers on duty at any time. To do this, the two officers would need protection for themselves. It would require a total of nine police officers.
2. Possible pay rate increases, $0.50 at the end of the first year, with pay increases once a year every year there after.
(The tape consistently cuts in and out and it is difficult to follow but is lightly outlined below:
3. Badges worn on chests.
4. Presently the force has four Tasers.
5. The Chief does not want to use an SUV on the main highways.
6. All officers are outfitted.....put one at each car.....
7. Office costs.......they do not have a fax machine.
8. ........the amount of money that it would involve would not make it practical.
The Finance Committee is going to meet again on March 9, 2006. Also on March 23, 2006 at 6:00 pm. If there are any questions all are asked to contact any member up here, the Mayor, Mr. Niec or Alderman Long. There is some discussion of funds that are part of the Street Fund and will be separated at the next meeting.
Multiple discussions are going on as the meeting closes.