City of McIntyre
October 1, 2012
Mayor Horne called meeting to order, Council member Eugene Moore led in prayer.
Present were Mayor Vicki Horne, Council members, Vickie Mixon, Rico Myrick, John Carswell, Katherine Scott and Eugene Moore, also present were Clerk Pamela Roberts, Chief Wayne Amerson, City Attorney David McRee and Administrative Assistant Takita Anderson.
Minutes from the September 17, 2012 council meeting were presented. Motion to approve minutes as presented was made by Myrick, seconded by Carswell, no opposition, motion carried.
Minutes from the September 17, 2012 executive session were presented. Motion to approve minutes as presented was made by Scott, seconded by Carswell, no opposition motion carried.
Mayor Horne addressed agenda and noted the first item of business was the adoption of the 2012 millage rate.
Motion to approve the adoption of the millage rate at 2.973 was made by Myrick, seconded by Scott, no opposition, motion carried.
Second item of business addressed from the Agenda was the adoption of the Resolution for the update to the Service Delivery Strategy Plan. Clerk Roberts explained that the city of Gordon had been servicing areas outside of their limits, but that the maps that were with strategy plan did not show these areas as part of the plan. The update to the plan would include these areas. Scott asked what was the Service Delivery Strategy Plan. Mayor Horne asked if David could explain it. McRee said that the Regional Commission put the Service Delivery Strategy Plan together and that the plan spells out what services each city provides to their area. McRee said that it is an agreement that includes each city, and that each city must agree to the plan, and if there were any updates or changes to the plan then the cities must approve those updates and or changes by way of resolution.
Motion to adopt the resolution for the updates to the Service Deliver Status was made by Mixon, seconded by Moore, no opposition motion carried.
Clerk Roberts presented application for Alcohol by the Drink and Beer and Wine licenses, from Jessica McCormick, DBA, VIP Sports Club to council stating that she had received both applications back with the publisher’s affidavit, along with criminal background history. Mayor Horne asked what source did we use for background histories. Clerk said that the applicant made the request to the LEC in Irwinton. Mayor Horne said that she knew when she applied for her RN license that they did a background
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October 1, 2012
on her that showed everything and anything. Chief Amerson said that they use the NCIS which is a national database system and the GCIC system which was the state of Georgia’s database system and that it showed everything. Mayor Horne said yes but what about the items that had been expunged. McRee said that once you have items expunged, they are no longer on your record, because records have been sealed. Mayor Horne said that one of her concerns was if Ms. McCormick was doing it for someone else. Amerson said that if that were the case then Ms. McCormick would be the one held responsible. Carswell said that he knew of another system, the ESA2010, that could pull things up on histories, even the expunged items, Amerson said that there was really no way to be certain, but that he had spoken with a gentleman that he thought was Mr. McCormick, and explained to him that they would be patrolling, and inspecting and that if they crossed the line that they would be brought before council. Carswell said that they needed to know that there would be zero tolerance and that no one is allowed to be standing around outside. Mayor Horne said that she didn’t want it to seem like they were harassing them, but that she didn’t want a lot of trouble. Carswell made motion to approve the Alcohol by the Drink and the Beer and Wine license for Jessica McCormick, seconding was Rico Myrick, voting for the motion were, Carswell, Scott, Myrick, opposing the motion were Mixon and Moore, motion carried.
Mayor Horne addressed the next issue on the agenda concerning the submission for sidewalk bids for city hall. Clerk explained that Spence Basinger had already submitted the letter to Kathy Ross explaining what would be done at city hall to meet compliance with USDA’s letter of condition concerning the requirements on city hall having a entry way for those with disabilities. Scott made motion that we submit the advertising for installation of sidewalks, seconded by Mixon, no opposition, motion carried.
Mayor Horne said that with no other discussions, she would start with Wayne concerning the 2013 Budget.
Amerson reported that he had nothing special in his budget, that he had put $2,500 in the capital expenditures for emergencies, and that the only other increase we may see is salaries that included raises at 4%. Amerson explained how he averaged the salaries and added a little some so that he wouldn’t be running as close as he has been. Amerson went over several items of his budget where you may see a slight increase, such as the amounts paid out from fines to different agencies, he explained that these were estimates and could only give those based on the years past expenditures in those areas, explaining they were based on funds collected from citations.
Mayor moved on to Moore, and stated that he had talked about his at the last meeting. Moore said that since then they had looked at it again and reduced the capital to $1,000, in case we have to replace something, and left paving at $15,000 explaining that now we
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October 1, 2012
had LMIG, which is a grant that we will get from DOT for paving, and that our portion of the grant was $9,700 and some dollars and change, and what we have to do is submit a priority list of what we wanted paved and list the mileage, cost and everything, and that he was working with Macon Asphalt getting a price on paving Main Street from railroad tracks to 441, and is hoping the $15,000 in paving and the $9,000 will be enough to do that. Moore said that he kept beautification at $10,000.
Mixon asked if we were going to have better insect control next year. Moore said that they have sprayed pretty regular this year, saying that we did have some issues in the beginning but since completing the necessary repairs, they have been spraying regular.
Mayor Horne asked the Clerk to get council a copy of the employees salary and insurance cost.
Carswell reported that salaries for the recreation dept would be reduced to $12,000. Carswell said that he hadn’t budgeted anything for Gas, oil and supplies, but did pencil in $300.00 for this expense. Increases in the budget were in repairs and maintenance because of the improvements that needed to be done at the concessions stand. Carswell said that he put $2,500 in the machine rent and contract labor. Carswell increased the May Day to $6,000 to include some things the Mayor had talked about and Events to $6,000 to include the events like the back to school party and reduced capital by $3,000.00 to make up the increase in repairs. Carswell stated that the overall budget increased by $5,300.00
Mixon asked if she could ask a question. Mixon asked what did he mean by back to school. Carswell said that they had a back to school party at the park this year, giving out supplies and things. Mixon said that she didn’t know that they had done anything this year, and that no one brought it before council. Carswell said that it had been brought up a couple of times. Mayor Horne said that she and Scott had contributed their personal money to buy supplies and that Moore had cooked. Carswell said that he had asked about anyone wanting to donate uniforms and things, and that it was brought up at the table, explaining that we even had a donation point here at city hall. Mixon said that all she knew about was the uniforms, and didn’t know anything about school supplies. Mayor said that we had been doing that for several years and Mixon said yes but no one mentioned it this year. Mayor said that yes it had been discussed. Carswell said that they had used a lot of the old stuff from years past. Conversation ensued concerning whether or not it had been explained to council.
Clerk reported proposed budgets for the Water Department and Administration departments. Clerk Roberts explained that Rico had discussed a 3% raise for the water
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October 1, 2012
department and the possibility of making Mark full time. Clerk explained that salaries did include some overtime, but if the city did bring Mark in fulltime that maybe some of the
overtime could be stopped. Clerk explained the increase in group insurance. Mayor Horne said that she understood that when we hired full time employees that they weren’t offered group insurance. Clerk explained that was dependent coverage that we didn’t offer. Mayor Horne said that it would still be $20,000. Clerk explained that it would be $727, roughly $1400 per month, and then you had dental, short term, long term and a life insurance policy on each person which usually averaged about $60 per employee, added to the cost of medical came to be around 19,000 and some. Clerk explained that she had left the water bills the same as last year, but hopefully when we get onto the QS1 system that cost would go down. Clerk explained that she did increase the telephone due to the approval of Mark receiving a city phone. Clerk Roberts explained the increases in chemicals, gas and travel and training. Clerk suggested, but hadn’t spoken with Rico about it, decreasing the travel and training some by letting the guys us the city truck to go to the conferences. Clerk explained that on capital outlays we had $50,000, but it was possible and if agreeable with council that we use SPLOST funds to build the new water building. With doing so it would decrease the overall budget for the water department. Clerk Roberts explained that she could only estimate the revenue from the water department and that we may or may not have increased the rates enough to cover the budget. Mayor Horne agreed that she didn’t want to increase rates again. Myrick commented on how difficult it was trying to get someone to bid on the water building. Moore asked about contacting Piping Services. Moore said that after talking with several local electricians, it was suggested that everything be run, and let Motorola come and hook up the system, Mayor suggested contacting Macon and call others about doing the work. Mayor asked what we were going to do with the Crawford bid; Myrick said that he would rather have two bids. Moore asked about contacting Hilton Nelson. Moore agreed to contact Hilton Nelson.
Clerk Roberts went over the budget for the Administration explaining the possibility of hiring Takita full time, how that would increase the salaries. Clerk Roberts explained increases in Group Insurance, Travel and Training for Council, decreases in miscellaneous, postage, explaining the increase in computer maintenance was for the service contract with Register Systems. Clerk gave explanations to those items listed in the Administration budget. Clerk stated that the rent to the railroad went up, but left it a $400. Scott asked what the rent was for and clerk explained that it was for the public works building. Roberts said that the contribution to the human society had gone up by $1,000 stating that there were members of Paws and Claws who had approached Ms. Mixon asking that the City of McIntyre help them with the payment to Dr. Dennards.
Mayor Horne asked about the library contribution, Roberts explained that would show on a separate line item.
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October 1, 2012
Mayor asked how much had we given Paws and Claws and clerk responded that they had given them $2,500, Mayor Horne said that she thought they had given more than that, Clerk said no, that they had voted to not give anything, but later came back with the $2,500.
Ms. Martin had asked how much had we given the library. Clerk responded that they were given $17,000.
Mayor Horne said that she had heard the talk about hiring some full time, but that we needed to make sure that we knew what we were doing with all this, before we get things up and running. Mayor Horne said that is why she wanted everyone to look at the salaries and things, and know that with those increases a projected $110,000, would be spent in health cost per year.
Clerks Roberts said that she did give council a projected revenue amount for 2013. Clerk said that last year we did receive $739, 819.66 from franchise fees, and went over items of revenue.
Moore asked about the LOST tax, and wanted to know if that is where we stood to loose some money if we don’t pass that ordinance for tax on energy. Mayor and McRee said no, McRee said that it was a sales tax, used to roll back property tax; Mayor said this is something that is done every 15 years.
Myrick asked clerk if she said that they didn’t pay anything for health insurance or dental. Clerk Roberts said that on dental the employee didn’t pay anything for dependent care but on the medical insurance some did pay 25% of the cost and explained that beginning in 2013 if you have dependent care in medical you had to pay 75%. Ms. Martin asked if the city paid for all coverage, and clerk said no, that some employees pay a percentage of health care, that they pay 25% and that it was voted on last year, Mayor Horne asked if we had missed a year and the clerk said yes. The Mayor asked about the 50% this year, and clerk said yes that it was suppose to have been, but we didn’t so it would move to the 75% in 2013. Mayor Horne said that she thought that would be a bit much, since it was our fault it wasn’t discussed this year. Carswell said that we go back to the 50%, since it was our fault. Mixon said that it was suppose to increase by 25% each year, Mayor say yes, but we didn’t do it. Mayor said that you can’t make the employees do something that was mayor and council’s fault, and that she didn’t believe it was fair to ask them to pay 75% when it was our mistake. Carswell stated that he understood that we were trying to gradually walk them into them paying all of dependent and look at it as
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October 1, 2012
an oversight and go back to the 50% in 2013. Mayor Horne said that she didn’t want to put anyone in a hardship; Mixon said that she didn’t either, but that she knew it was put
in that every year that it came up, that it is put in place. Mayor asked Mixon who she thought was responsible for it, Mixon said that she didn’t know whom; Mayor asked if she didn’t think that the mayor and council should bear some of the responsibility. Mixon said that it didn’t matter to her. Carswell said that it would give time them extra time to prepare for the 75% in 2014 if mayor and council put it at 50% in 2013.
Mayor Horne said that she had talked to another Mayor who explained that when they put in there waste system there was an increase in the electricity cost from the pumping stations and would we see a increase in cost also. Moore said that he believed we would, and that he felt it would be a pretty good increase. Mayor said that she hadn’t thought about that, but knew it would be another increase to the water budget and didn’t remember if Rindt-McDuff had said anything. Mayor Horne asked about solar panels, and Moore said that you could use solar panels but that it would take quite a few to fun the station. Moore said that he felt like Rindt-McDuff would tell you that it would cover its cost in about 2 years. Mayor said that she didn’t believe that Rindt-McDuff had projected that in the cost. Moore said that he believe that you would have five pumping stations, and that they were going to be substantial pumps, not your 1 horse power and that Georgia Power could work up an estimate based on the horsepower. Mayor Horne said that she would contact Rindt-McDuff to get a projected cost.
Mayor Horne asked Tyrone Evans to give his report.
Evans presented council with copies of financial report from January through August for the General Fund and the Water Fund. Evans said that as he run the reports and did the analysis, one thing that came out, and that was very good at this point was that the total budget for revenues was 1,017,342, and as of August the City had collected 1,013,161, so in saying the city has collected 99% of the revenues up to the August 31st date, so if the city continues to collect, then you will have additional revenues, with 25% of the year to go. Evans then presented the expenditure, and said that one of the things he came over and looked at last week, was that all the group insurance and payroll taxes were coming in on the general fund, were actual expenditure in other departments. Evans explained that he made that adjustment to move the cost down to their departments. Evans advised mayor and council to look over to page three and explained that the total expenditures thus far were 711,644, and that what was projected for the entire budget was 1,007,770, and stated that the far right column showed that 70% of the budget had been expended, and that we are at the 75% point in the year, so that the expenditures are up under what was projected at this point in the budget. Evans said that doing other analysis that he did
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not notice anything out of the ordinary and no non-compliance, stating that supporting document was in file. Evans said that the next report was basically the same thing as reported but in the water department. Evans said that he and the clerk would be looking further into the water budget. Evans went over the revenues stating that 30,500 had been transferred into the water department by the general fund, adding the water sales and garbage collection making the total revenues as of August 2012 $ 100,834, and that the expenditures were totaling $ 108,174, and that he wanted to look closer at the water fund, but did not see anything documented that would cause it to be in non-compliance or anything like that.
Mayor Horne asked if anyone had any questions for Tyrone.
Questions from the Gallery:
Ms. Martin asked about the Mileage rate, stating that she missed out on the tax increase and wanted to know how much that would mean for everybody, and asked Mayor and Council did they have any idea how many citizens actually owned the homes that they live in, stating that there are approximately 300, and that those that owned rental property could pass some of the cost to their renters compared to those that actually owned and lived in their homes. Mayor Horne informed Ms. Martin that the City did not increase the millage rate.