Finance Committee Meeting Minutes

DATE: Wednesday, June 23, 2010
TIME: 2:00 p.m. (2:07 p.m.)
PLACE: City Hall Council Chambers

PRESENT:
Alderpersons: Charles Barfield, Jerry Mizell, William Carrell, Robert Midnight, Kimberly Brown and David McManus with Aldermen David Daugherty and Nathan Anderson both absent. Also present were Mayor Billy McDaniel, Corporate Counsel Rick Abell, CFO Patricia Suttles, Tera Temple, Jim & Judy Penrod, Karen Arnold, Bobby & Sherry Arnold, Ted Luebshaw, Rick Parmer, Bob Griffey, Beth Clanahan, Mike Worthen, Andy Clarke, City Clerk Brenda Westbrooks, and Rick Lane & Dan Hanson with Bulldog Waste System.

ROLL CALL
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman William Carrell and Second by Alderman Robert Midnight to approve the minutes of the previous meeting held on May 25, 2010 as presented: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Health Insurance
Committee Chairman Charles Barfield asked Karen Arnold to come before the Committee today to give a report on what Blue Cross/Blue Shield has to offer in way of Medicare Supplemental Insurance.
Ms. Arnold went over the attached handouts that she provided the Committee.
Several of the Aldermen pointed out that there are several retirees present today that are concerned with insurance changes but they wanted to make it clear that the proposed changes discussed by the Independent Insurance Committee were directed at Elected Official and not retirees.
Several of the Alderpersons stressed that they will do their best to see that their retiree coverage continues.
Jim Penrod and Beth Clanahan both spoke to the Committee in favor of the Council not changing retiree insurance.
Alderman William Carrell read information regarding insurance from the Department of Labor that he felt reinforced the fact that since there has been a promise of insurance coverage for retirees up through 1986 the City has to honor that.

Solid Waste Practices & Rates
Rick Lane and Dan Hanson with Bulldog Systems stated that Ordinance 07-15 was passed by the County stating that all solid waste
Picked up in Massac County is to go through the transfer station. However the County is not enforcing it. They asked the City to pass a similar ordinance which would give the City enforcement rights. They said that without it they can’t make the transfer station work.

Mr. Lane also asked for a commercial franchise agreement with the City which would allow them to be able to do residential pickups cheaper. Mr. Hanson stated that they can do the commercial cheaper for the businesses in a franchise than they can on an individual basis.
Mr. Lane said they have done all they can do to make the transfer station work but now need the City’s help.
Mr. Lane also reported that they have always passed EPA inspections but this time they had a couple of pumps go out so they had a violation and had to get engineers involved to solve the issue. The total cost for the pumps and electrical was $6,700 with $2,231.00 for engineering cost. They asked for reimbursement of these amounts.

Moved by Alderman Charles Barfield and Second by Alderman Robert Midnight to recommend to the full Council to approve payment of cost of 2 new trash pumps and engineering fees associated with EPA violation at the Transfer Station as listed:
Cost for Pumps $6,700
Engineering fees $2,231
MOTON CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


The Committee was informed that they failed to pass the residential rates in Bulldogs new proposal so they were asked to do so.

Moved by Alderman Charles Barfield and Second by Alderman Jerry Mizell to recommend to the full Council to approve residential rates as presented by Bulldog: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Economic Developer’s Incentive Pay
Alderman Midnight said that he just wanted everyone to be aware that incentive pay for Andy Clarke for the Port District as well as for Connie Smith’s business will be in the bills at the next Council meeting for approval. They are both going and he is entitled to his pay.

Mr. Midnight also informed everyone that Mr. Miller with EPA will be here this week for a visit on the Old Laidlaw property.

Andy Clarke did say that the proposal for the new facility in the Sports Park would be brought up at Monday’s Council Meeting that the paper work should be in to Rick Abell by this Friday.

Funding of Tax Levies – Police & Fire Pensions for fiscal year ending June 30, 2010
CFO Patricia Suttles told the Committee that as they all know, this time each year they have to fund the Police and Fire Pensions due to the shortage in property taxes due to the PTELL. The City hires an actuary to give us an estimate of what the funded amount should be and we also get an estimate from the Department of Insurance who are usually pretty conservative. The City then funds the difference between the highest estimated amount and the actual amount of property taxes received. Those estimates and differences are as follows:

Police Pension Fund - $145,000
Illinois Dept. of Insurance $223,360
Tepfer Consulting Group $267,432
Actual Property Taxes received $122,160
Difference to be funded by City $145,272

Fire Pension Fund $89,000
Tepfer Consulting Group $159,653
Illinois Dept. of Insurance $169,198
Actual Property Taxes received $ 79,985
Difference to be funded by City $ 89,213

Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to recommend to the full Council to approve funding of Police Pension and Fire Pension Funds for fiscal year ending June 30, 2010 as presented (Police Pension $145,000 / Fire Pension Fund $89,000): MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea





Funding Postemployment Benefit Plan
CFO Patricia Suttles informed the Committee that due to new rules (GASB Statement No. 43 & 45 Disclosure Information) we will now be required to book future cost of health insurance coverage for present and potential retirees.
The City’s liability over the next 30 years is 8.3 million dollars with the annual contribution being $556,000. We have paid out $442,000 of that cost this year leaving an unfunded liability of $114,000 which will have to be on our financial statement.
Mrs. Suttles gave the following options to the Committee:
1. Do nothing and continue to pay as we go
2. Set up a trust
3. Set up a special fund and fund it each year
She said that if we do set up a fund and as our retirees go down in number then we could use the excess money to go toward insurance premiums.
The consensus is to wait a year and see where we are, then address it again at that time. Mrs. Suttles said he would like to see them fund it but she does understand.

Engaging TWS Actuary to provide GASB 45 Valuation
Patricia Suttles told the Committee that we had to hire TWS Actuary to provide the GASB 45 Valuation which she just told them about and the initial cost to do that was $2,500. The good news is that for updates it will only cost $250.00 and the Mayor can handle that under his spending authority provided the Council is ok with that.
Committee ok with Mayor handling this cost under his spending authority.

New Truck for Fire Chief
During the last thunder storm a large tree fell on the Fire Chief’s truck totaling the vehicle. Mayor McDaniel did seek quotes for a replacement for the Fire Chief and the lowest quote was from Frank Farmer Chevrolet for $30,999.

Moved by Alderman Charles Barfield and Second by Alderman Jerry Mizell to recommend to the full Council to accept the low quote from Frank Farmer Chevrolet in the amount of $30,999 for a new pickup for the Fire Chief: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Amended Appropriations Ordinance for fiscal year ending June 30, 2009
CFO Patricia Suttles, as part of an annual process, provided copies of a proposed amended appropriations ordinance for fiscal year ending June 30, 2009 for the Council’s consideration and approval.

Moved by Alderman William Carrell and Second by Alderman Robert Midnight to recommend to the full Council to approve the Amended Appropriations Ordinance for fiscal year ending June 30, 2009 as presented: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Consultant Cost
Mayor McDaniel told the Committee that he would once again have on the Council agenda to approve contract with Carolyn Brown Hodge. He said that she is willing to do it for $2,000 a month instead of $2,500 if she is given a 6 month contract. Mayor said he would like to see us do the 6 month contract and explained some of the things she has been very helpful with not only for the City but the community as well.
Mayor McDaniel suggested that we not renew Mr. Boykin’s contract at this time. He is more on the federal level which we don’t need at present and Carolyn is more on the State level.
It was pointed out that Mr. Boykin’s firm is very expensive that we have spent over $60,000 this year and that we should send him a letter letting him know that we very much appreciate his past help and will certainly seek his help in the future if needed but at present we can’t afford to keep him on a month to month basis.

County Funding
It was brought up that we need to go ahead and put on Monday night’s council agenda to go ahead and make the July payment to the County since we don’t have a new budget in place yet.

Port District/City Council
Mr. Abell said that he has talked with some of the members of the Port District and they would definitely like to meet with the City Council during a committee meeting some time.
The consensus was to set a meeting date and move forward.


Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to adjourn: MOTION CARRIED – TIME: 4:23 P.M.
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea











DATE: Tuesday, May 25, 2010
TIME: 1:00 p.m.
PLACE: City Hall Council Chambers

PRESENT:
Alderpersons Charles Barfield, Jerry Mizell, William Carrell, Robert Midnight, Kimberly Brown, David McManus, and Nathan Anderson with Alderman David Daugherty absent. Also present were Mayor Billy McDaniel, Corporate Counsel Rick Abell, CFO Patricia Suttles, City Clerk Brenda Westbrooks, Treasurer Kristy Stephenson, Independent Insurance Committee members; Jeff Crippen, Tom Pullen, Dr. Richard Trampe, Diane Grimes, and Cheryl Waltmon with Thomas Reed absent.

ROLL CALL
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Jerry Mizell and Second by Alderman William Carrell to approve the minutes of the previous meeting held on May 4, 2010 as presented: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Independent Insurance Committee Presentation

This committee was appointed by Mayor McDaniel a while back with a recommendation from the Council for him to do so. The committee was formed to look at the City’s Health Insurance and to bring back recommendations to the Council. They have done just that and are here today to present their final findings and recommendations.
First of all Mr. Jeff Crippen who has been in the insurance business for many years made it clear to everyone that the board is an advisory committee and here to help the city not to hurt anyone. He said that their recommendations are for the future.
The committee recommended the following:
1. Remove the Aldermen and City Treasurer from the employee group on 12/31/10 (savings of $160,396.52)
2. Insure Retirees under age 65 on the same basis as active employees (saving $11,952.00)
3. Stop paying personal Medicare Premiums (saving $21,216.00)
4. Move Retirees over age 65 to a Medicare Supplement Policy (saving $65,910.72)
5. Incorporate “partial self-insurance” features into the plan on the next bidding process (saving possibly 4-6%)
6. Adopt a written plan in regards to the Employee Group Health Policy that defines:
a. Who may participate in the plan?
b. How much the city will pay for the employee?
c. How much the city will pay towards dependent coverage?
d. What clearly defines retirement eligibility?
e. How much the city will pay in a retirement statues for retiree and dependents?
f. At what time benefits will terminate in retirement for retiree and dependents?
g. What status a survivor of a retiree would have under the plan?
h. Declare the plan may be modified at anytime in the future.

A copy of their findings and recommendations is attached to these minutes.

The Independent Insurance Committee members left the meeting and it was stated that another Finance Committee meeting would be needed to discuss and recommend to the full Council any changes as recommended by Mr. Crippen and his committee.

Moved by Alderman Robert Midnight and Second by Alderman William Carrell to adjourn: MOTION CARRIED – TIME: 2:28 P.M.
Barfield Yea
Mizell Absent (had to leave by 2:00 p.m.)
Carrell Yea
Midnight Yea












DATE: Tuesday, May 4, 2010
TIME: 1:00 p.m.
PLACE: City Hall Council Chambers

PRESENT:
Alderpersons Charles Barfield, Jerry Mizell, William Carrell, Robert Midnight, Kimberly Brown, Nathan Anderson and David McManus with Alderman David Daugherty absent. Also present were Mayor Billy McDaniel, CFO Patricia Suttles, Attorney Rick Abell, Attorney Josh Stratemeyer, Jeff Crippen, Tom Pullen, Kristy Stephenson, Tera Temple, Elmer Pullen, Pat Long, Calvin Owens, and City Clerk Brenda Westbrooks.

ROLL CALL
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Jerry Mizell and Second by Alderman William Carrell to approve the minutes of the previous meeting held on April 7, 2010 as presented: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Moved by Alderman William Carrell and Second by Alderman Robert Midnight to go into Executive Session for items listed on the agenda: MOTION CARRIED – TIME: 1:02 P.M.
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Meeting brought back to order in open session around 2:13 p.m.

Moved by Alderman Jerry Mizell and Second by Alderman William Carrell to approve the minutes of the Executive Session and that they are to remain closed: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Scholarship Program

Alderman Midnight told the Committee that the Scholarship Committee met a couple of weeks ago and they have determined that their committee was set up to totally handle this program. So now basically all they need the City to do is to set the dollar limit and the Committee will handle everything else.
Alderman Midnight did say that there is money that is returned to the City where people change and do not attend college after all and he asked if that money could be tracked in future and made available for the Committee to help in full filling all qualifying requests for scholarships. He asked that if possible this be started July 1st of this year.
Tricia Suttles made note of this and it was agreed that the money would be accounted for in the future and made available for the committee.

Moved by Alderman Robert Midnight and Second by Alderman Jerry Mizell to recommend to the full Council that the City set the dollar limit for scholarships and the Scholarship Committee handle everything else: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Equal Opportunity Plan
Mr. Abell pointed out that while applying for a grant under ARRA for the Police Department, an EEOP or Equal Employment Opportunity Plan has to be adopted.
Mr. Abell said a study was done on both the City and the Police and Fire Departments to show any underutilization. He said the Police and Fire Departments do show underutilization, however, they hire through a testing process so it is difficult to assign any significance to levels of underutilization.
Mr. Abell provided everyone with copies of EEOP documents for the City and one for the Police Department stating that consistent with previous motions, resolutions, and ordinances of the City Council, and in accordance with federal, state, and local laws , the City of Metropolis, Illinois, is committed to maintaining a workforce and workplace that is free of unlawful discrimination on the basis of race, color, national origin, sex, religion, disability, age, sexual orientation or preference, marital or family status, or political affiliation.
The Police Department document states the Metropolis Fire and Police Commission, consistent with the foregoing policy statement and with federal and state laws, has adopted policies, rules, and procedures to maintain a fire department and police department in the City of Metropolis, Illinois that is free of unlawful discrimination.
Mr. Abell said this would be on the next Council agenda for approval.

Moved by Alderman Robert Midnight and Second by Alderman William Carrell to recommend to the full Council to adopt Resolution approving (EEOP) Equal Employment Opportunity Plans for the City of Metropolis: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea




Not on Agenda but discussed:

(Port Authority)
Kristy Stephenson informed the Committee that the Port Authority Board met last evening and that the City will be receiving a formal letter asking for $175,000 to help them get started. She said they have had 4 contacts already. Kristy stressed that they want it to be a loan and not a grant that they want to pay it back to the City. She said the money would be used for the following:

Transportation assessment engineering study, including recommendations on adding a rail line into the County ($50,000 - $75,000)

Legal/Lobbying services (assist with grant applications and submission, specifically TIGER II grants with DOT and RBEG/RBOG grants US Dept. of Ag) – ($35,000 - $50,000)

Website design ($5,000)

Insurance and surety bonds ($5,000)

Travel to three (3) specific conferences with seminars on port finance and Director training) ($10,000 - $15,000)

Administrative needs (including dues to join the necessary association, business cards, letterhead etc...)

At this time they do not need office space and will continue to use the resources available through Richard Kruger’s law office and Kristy’s office (to some extent).

The Committee discussed ways of funding the Port Authority’s needs. Using Rural Development was discussed but dismissed. Kristy said she would rather they not do that, that she didn’t want to get caught up in any issues.
It was also discussed using revolving loan fund money, but in order to do that it would be necessary to lift the moratorium that was placed on it then put it back on. It was quickly decided that this would not be the thing to do.
The final consensus was to do an intergovernmental agreement with the Port Authority Board.
Kristy said the letter would be in their Council packet for the next council meeting for consideration.

(Concrete Person)
Mayor McDaniel said that as it has been for a while all our concrete people windup bidding off the street department to another department and they are all in the water department at present. Mayor McDaniel said that we have a lot of concrete work on roads and sidewalks to be done and he asked for permission to hire a temporary employee for 120 days at $10 an hour to get some of this work done.
The consensus was to have this put on the next council agenda for approval.
Meanwhile the Mayor said he would be talking with the union to see if there is a better solution that could be worked out between the city and the union.
(O.T. for Special Events)
Mayor McDaniel asked the Councilpersons if they would be in favor of the Police Chief authorizing overtime for the City’s special events, in particular, the Superman Celebration and the Blues & Ques.
The Superman Celebration would be Thursday, Friday and Saturday in June and the Blues & Ques would be Friday and Saturday in October. He suggested using an extra officer for an 8 hour shift during these 5 days.
Everyone seemed to be in favor.

It was stressed that the City would not pay any overtime for Harrah’s events that they would have to take care of that, themselves.
Everyone seemed to agree.

Moved by Alderman Jerry Mizell and Second by Alderman William Carrell to adjourn: MOTION CARRIED – TIME: 3:20 P.M.
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea











DATE: Wednesday, April 7, 2010
TIME: 2:00 p.m. (2:21 p.m.)
PLACE: City Hall Council Chambers

PRESENT:
Aldermen Charles Barfield, Jerry Mizell, William Carrell, Robert Midnight, Kimberly Brown, Nathan Anderson, and David McManus with Alderman David Daugherty absent. Also present were City Clerk Brenda Westbrooks, Treasurer Kristy Stephenson, Charlie Eichorn, Tera Temple with the media, and Lisa Thurston and Tiffany George with Southern Five Planning. Mayor Billy McDaniel and Attorney Rick Abell were both out of town on City business.

ROLL CALL
Barfield Present
Mizell Present
Carrell Present
Midnight Present


Moved by Alderman Jerry Mizell and Second by Alderman William Carrell to approve the minutes of the previous meeting held on December 8, 2009 as presented: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea
Health Insurance Suggestions
Citizen Charlie Eichorn was present and he sent a letter to the Mayor asking that he Council consider an independent advisory board to review the City’s health insurance. He said he looked at it and sees a waste of money and believes a board can take this burden off the Council and help save the City money.
Alderman David McManus said he doesn’t believe they need another board that the decision comes back to them in the end.
Alderman Robert Midnight said he didn’t totally agree with Mr. Eichorn’s letter and doesn’t believe he understands all the things that by law bind the Council’s actions. That there are things they would like to change but can’t by law. However he felt that an advisory board might not be a bad idea.
Aldermen David McManus, Nathan Anderson, and Kim Brown all said they had other insurance and were for doing away with insurance for elected officials.
Mr. Eichorn asked to speak and he said that all he wanted to do was bring it to the Council’s attention that they can save money in some areas and that a board could take the burden off them and help make suggestions.

Moved by Alderman Robert Midnight and Second by Alderman Jerry Mizell to recommend to the full Council to authorize the Mayor to bring nominations for an independent advisory Committee back to
them for approval: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea
Southern Five Planning

Lisa Thurston and Tiffany George from Southern Five Planning were present to reinterate what they do for the City. They said they do any and all grant applications that they are asked to do and they just helped the Fire Chief do one for some equipment.
There was discussion as to whether or not they City really needed their services. Their annual fee is $2,500.
The following motion was made.

Moved by Alderman Robert Midnight and Second by Alderman Charles Barfield to approve the agreement with Southern Five Regional Planning District and Development Commission for 1 more year and pay their annual fee of $2,500: MOTION FAILED
Barfield Yea
Mizell No
Carrell No
Midnight Yea

Scholarship Program
Alderman Midnight said there would be no discussion today that the Scholarship Committee needs to meet first and they are suppose to do that next week.






Not on Agenda but discussed:

(Hotel/Motel Tax)
Treasurer Kristy Stephenson told the Committee that Holiday Inn Express over paid their tax in the amount of $16,000. She said it wasn’t anything we could have caught but they did and she is suggesting that we just give them credit each month until they are caught up.
Everyone was in agreement with the Treasurer.

(Terracon)
Alderman Midnight said that Terracon was here on the 30th of March and did ground water sampling and we should hear back on it soon. He said that there is one item left that we are required to do and that is to place an engineer barrier on the back part of the property. He said that this just required the pouring of concrete and the City may very well be able to take care of it but Terracon will be willing to help if need be. Mr. Midnight said he would be bringing more information back soon on this.


Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to adjourn: MOTION CARRIED – TIME: 3:06 p.m.
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea











DATE: Tuesday, December 8, 2009
TIME: 1:00 p.m.
PLACE: City Hall Council Chambers

PRESENT:
Aldermen Charles Barfield, Jerry Mizell, Robert Midnight, Kimberly Brown, and Nathan Anderson with Aldermen William Carrell, David Daugherty and David McManus all absent. Also present were Mayor Billy McDaniel, CFO Patricia Suttles, City Clerk Brenda Westbrooks and Tera Temple with the Metropolis Planet.

ROLL CALL
Barfield Present
Mizell Present
Carrell Absent
Midnight Present

Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to approve the minutes of the previous meeting held on October 21, 2009 as presented: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Absent
Midnight Yea



CFO Patricia Suttles provided everyone with a copy of the City’s Tax Levy Ordinance for fiscal year beginning July 1, 2009 and ending June 30, 2010. There is a copy attached to these minutes.
Mrs. Suttles went over the ordinance with the Committee. The total amount to be levied is $504,783.26.
They discussed the proposed increases in the Police and Fire Pension Funds that the City always has to do since the levy is never enough. She receives amounts proposed by the Department of Insurance as well as those from an actuary. This year they are as follows:

Department of Insurance Suggestion Actuary Suggestion
Police 87,341.60 133,323.60
Fire 94,333.51 84,687.51

The council to decide later which amount to use.


Moved by Alderman Robert Midnight and Second by Alderman Jerry Mizell to recommend to the full Council to adopt the Tax Levy Ordinance for fiscal year beginning July 1, 2009 and ending June 30, 2010 as presented by CFO Patricia Suttles: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Absent
Midnight Yea



Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to adjourn: MOTION CARRIED – TIME: 1:23 P.M.
Barfield Yea
Mizell Yea
Carrell Absent
Midnight Yea
















DATE: Wednesday, October 21, 2009
TIME: 3:00 p.m. (3:13 p.m.)
PLACE: City Hall Council Chambers

PRESENT:
Aldermen Charles Barfield, Jerry Mizell, William Carrell, Robert Midnight, Jim Brown and Nathan Anderson with Aldermen David McManus and David Daugherty both absent. Also present were Mayor Billy McDaniel, Corporate Counsel Rick Abell, City Clerk Brenda Westbrooks, Angie Shelton, Cindy Benefield Cain, Jane Baglio and Tera Temple.

ROLL CALL
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman William Carrell and Second by Alderman Robert Midnight to approve the minutes of the previous meeting held on October 7, 2009 as presented: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea




Contract with Southernmost Tourism Bureau
Cindy Benefield Cain who is the Executive Director of Southernmost Tourism Bureau was present to ask the City to renew their contract. They are asking for the same as last year ($50,000). She told the Committee that they serve 7 counties as well as administer the Scenic Byway. She highlighted some of the marketing she said Southernmost does for the City of Metropolis.
Alderman Charles Barfield asked Mrs. Cain if she could provide them with a figure of the money actually spent for Metropolis and she said she could not that it was all in one pot.
Alderman William Carrell told Mrs. Cain that Cheryl Durham who works for her and has also attended the Light Hope Committee meeting and is very vital to those meetings. He said that she has not been allowed to attend the last few due to the fact she was told she had to spend more time on other duties and that the Light Hope is not a tourism project. Mrs. Cain said that was true that she did discuss what her time was and should be spent on.
The committee discussed renewal of their contract but couldn’t decide on an amount. They felt $50,000 was too much and some felt $10,000 to be too little. The following votes were taken.

Moved by Alderman William Carrell recommend to the full council to renew Southernmost Tourism Bureau’s contract for $10,000 instead of the requested $50,000 amount: MOTION DIED FOR LACK OF A SECOND




Moved by Alderman Robert Midnight and Second by Alderman Charles Barfield to recommend to the full Council to renew Southernmost Tourism Bureau’s contract for $25,000 instead of the requested $50,000: TIE VOTE SO IT WAS DECIDED TO HAVE PUT ON NEXT COUNCIL AGENDA FOR A FULL VOTE OF THE COUNCIL WITH AMOUNT TO BE DETERMINED AT THAT TIME.
Barfield Yes
Mizell No
Carrell No
Midnight Yes

Moved by Alderman Charles Barfield and Second by Alderman Robert Midnight to put renewal of Southernmost Tourism Bureau contract on next Council Agenda for a full vote of the Council with amount to be determined at that time: MOTION CARRIED
Barfield Yes
Mizell Yes
Carrell Yes
Midnight Yes

Scholarship Funding Guidelines and Procedures
Alderman Robert Midnight who is on the Education Committee said that the committee is ok with things as they are and or would be ok with any changes the Council might want. He said this was on today’s agenda because Aldermen David McManus and Nathan
Anderson asked that the guidelines be examined. At present the applicant must be a Metropolis Resident and they receive up to $10,000 over 4 years or $2,500 a year.


Some possibilities discussed were:
Give say 60% to in state colleges and 40% to out of state colleges or to put a cap on the total funds.
Alderman Midnight said he understands looking at the guidelines but we have to remember to use common sense. Some of the out of state colleges are closer than some in state colleges and a lot of the students still live at home and drive back and forth which cut the cost down. He also said that some of the out of state colleges only charge in state tuition to our students.
Mayor McDaniel suggested that if a cap is desired we would need to look at what has been paid in scholarships over the past years and see if we can make a determination that way.
It was decided that there is time to discuss this further before taking any action. Mr. Midnight said he would bring it up from time to time to keep it in front of the Council in case any desired and approved changes did come about.

Metered Commercial & Industrial Water Rates
Mr. Rick Abell passed out copies of current & proposed rate schedules for water and sewer rates for everyone to review and discuss at our next meeting. Time is running out today to be able to discuss this in depth and CFO Patricia Suttles is absent today so it will give us a chance to have her at that meeting as well.
Mr. Abell did make the following comments:

Mr. Thompson at South Gate wants a water meter and is willing to pay for it. He is asking for a 4” meter.
Harrah’s doesn’t want to be metered and is willing to pay the rates which would be around a $45,000 annual increase. (It was said that we might want to re-address this next year).

Churches in the past have only been charged sewer and not water. The Committee needs to decide if they want to put a water charge on them or continue to not charge them water. Their rate would be the same as a residential charge. It was believed that we have around 30 churches in town.

The committee needs to decide if they want to continue sprinkling fees and if so the amount.

Kotter Ready Mix we left as is. They are undercharged on water but over charged on sewer so it balances out.

Mr. Abell said that we need to make decisions on this right away that we are losing money on the billing.


Scenic Byways / Jane Baglio
Jane Baglio who is President of the Ohio River Scenic Byway (ORSB) and the Gallatin County Tourism was present to ask to City of Metropolis to help them become more self sufficient and locate an office in Metropolis.
She said that they would be placing their Director Cheryl Durham, in that office. They need the space with utilities paid by the City and a $10,000 grant match for the first fiscal year to ORSB



Alderman William Carrell said that he thought it was a supper idea and would be very beneficial for the City of Metropolis to have their office here. He asked Mrs. Baglio how long it would take for them to make the move and she said they could be here within 2 months if all goes well.



Moved by Alderman William Carrell and Second by Alderman Jerry Mizell to recommend to the full council to put on the next Council agenda the request by Jane Baglio with ORSB regarding location of an office in Metropolis: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea



Metering of New Construction
Alderman Nathan Anderson said that he would like to see all new construction have to be metered both residential and commercial.
Mr. Abell said that could be done that the present ordinance would just have to be amended.
Aldermen Jerry Mizell and the Mayor were not concerned with the residential side but thought the commercial side should be metered.

Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to adjourn: MOTION CARRIED – TIME: 4:27 P.M.
Barfield Yes
Mizell Yes
Carrell Yes
Midnight Yes








DATE: Wednesday, October 7, 2009
TIME: 1:00 p.m.
PLACE: City Hall Council Chambers


PRESENT:
Aldermen Charles Barfield, William Carrell, Robert Midnight, and Nathan Anderson along with Mayor Billy McDaniel, Attorney Rick Abell, CFO Patricia Suttles, City Clerk Brenda Westbrooks, Steve Vantreese, Lisa Gower along with other members of the Save the Massac Theater Committee, and Tourism Director Angie Shelton.



ROLL CALL
Barfield Present
Mizell Absent
Carrell Present
Midnight Present










Moved by Alderman Robert Midnight and Second by Alderman Charles Barfield to approve the minutes of the previous meetings held on: 07/28/09; 08/04-05/09; 08/20/09; 08/21/09; 08/26/09; 09/02/09; 09/09/09 as presented: MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea




Commercial Metered Rates for Water and Sewer
CFO Patricia Suttles prepared a report showing current rate schedule for metered commercial/industrial water & sewer rates as well as proposed rates. She said that the Committee needs to review them and that the minimum charge needs to be looked at. It is set at $20 for commercial but $18 for residential.
There was a brief discussion and the consensus was that the minimum should be the same as everyone else but that we probably need to discuss it further.
The boat itself is not metered and it would cost around $25,000 to do so and there is not a sewer charge for them at present.
The consensus was to set another meeting next Wednesday at 1:00 p.m. if possible to discuss this further.


Feasibility Study for Massac Theatre
Lisa Gower who is spokes person for the Save the Massac Theatre Group told the Committee that they have people wanting to give donations but they don’t feel comfortable taking their money until the feasibility study is done and they know the building can be restored as they plan to do. They have around $7,000 in funds already but the study will cost $15,000 to $20,000.
Lisa said they understand the City’s financial situation at present but just need to know if they will not be helping to pay for the study either in full or part or if at some time in the near future they can help with the cost so they know how to proceed.
They plan to have it pay for itself after renovation due to rent they will be receiving from the Chamber of Commerce and Massac Unit One who wants to rent space for an auditorium. They also plan to have public restrooms in the building which is greatly needed up town for tourism.
It was felt that this could be a true tourism project but unfortunately tourism funds are down as well at present.
Alderman Charles Barfield said that this is a very difficult time and budget year.
Alderman Robert Midnight said that if we don’t have a line item in the present budget we can’t expend money for it unless some money is found somewhere else.
Lisa was asked by Alderman William Carrell if the person they are looking at doing the feasibility study would have wording in the study regarding demolition if he finds it not feasible to do. That way if the City does pay for part of the cost we could use it without having to have another one done to be able to tear the building down.
She didn’t feel that would be a problem.


The general consensus was for Mrs. Gower to contact Mr. White, who is to do the study and see if he will provide wording for demolition as discussed as well as a definite cost for the study.
The Committee and Mayor all would like to see the group be able to have the study done and obtain ownership of the old Theatre.
Mrs. Gower is to contact Mr. White and obtain the needed information and if necessary have Mr. White present to answer questions.




Moved by Alderman Charles Barfield and Second by Alderman Robert Midnight to adjourn: MOTION CARRIED – TIME: 2:30 P.M.
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea














DATE: Wednesday, September 9, 2009
TIME: 1:00 p.m.
PLACE: City Hall Council Chambers

PRESENT:
Aldermen Charles Barfield, Jerry Mizell, William Carrell, Robert Midnight, Nathan Anderson, and Kimberly Brown with Aldermen David Daugherty and David McManus both absent. Also present were Mayor Billy McDaniel, City Clerk Brenda Westbrooks, CFO Patricia Suttles, Attorney Rick Abell, Treasurer Kristy Stephenson and Jim Hall from the news media.

ROLL CALL
Barfield Present
Mizell Present
Carrell Present
Midnight Present


No minutes at this time to approve.







Continued discussion of 2009/2010 proposed budget

Tricia Suttles provided everyone with copies of the proposed Annual Budget Resolution and Annual Appropriations Ordinance for fiscal year 2009/2010.
Everyone seemed ok with the documents as presented.

The following items were discussed to make sure they were a part of the proposed budget:
(1) Superman Classic Basketball Shootout and the Arrow Head Show Case were both denied by the Tourism Commission at their recent meeting due to lack of funds. It was agreed that these are both worthwhile events and would like to see that they are funded.
Tricia Suttles said there is $22,500 in Miscellaneous Parks that these could be taken from (Shootout $10,000 & Arrow Head Show Case maybe $1,000).
(2) Flu Shots – Tricia said there is money in the budget for this that they cost less than $1,000 last year and it was paid from Miscellaneous.
(3) Salary Personnel raises – (Rick Abell, Pris Abell and Brenda Westbrooks declined a raise) but a 2% raise was given to the following: (Rodney Brugger, Mike Worthen, J.K. Thomas, Jackie Sawyers, Art Ducharme and Tricia Suttles).





Alderman Midnight said that if he is thinking right we need to pass the utility rate increases at the next Council Meeting in order to be able to pass the budget at the last meeting in September otherwise we will have to start over on the budget.

Mr. Abell said that Mr. Midnight’s thinking is right and that is
exactly what needs to be done and that the rate structure has to be in place for IEPA.

Mr. Abell told the Councilmen that they are no longer in line for the free money that we have taken too long so now we are only in line for 2% loan money but we have to move quickly to keep from losing it.


Alderman William Carrell said that most people don’t realize that IEPA is on the City to do water separation that Metropolis and Cairo are both polluting the river and EPA is saying we will take steps to stop this. He said that if we don’t work out rates to satisfy IEPA and we are turned over to US EPA we are done. They will say what we will do, when we will do it and what the rates will be.
Mr. Carrell said that the Council has worked hard to keep rates down and satisfy EPA.






Chamber Banquet:
Mayor McDaniel said that the annual Chamber Banquet will be held at Harrah’s again this year on October 6, 2009 with social hour beginning at 6:00 p.m. and the meal at 6:30 p.m. He asked for names of anyone wishing to attend this year. The following said they would like to attend:
Bob Midnight & Wife
Charles Barfield & Wife
Rick Abell & Wife
Kristy Stephenson & Husband
Mayor McDaniel & Wife
Jerry Mizell & Wife
David Daugherty & Wife
Nathan Anderson & Wife
William Carrell & Wife
David McManus & Wife
Kim Brown
Mayor McDaniel said that he would call and reserve a couple of tables for the City.

Moved by Alderman William Carrell and Second by Alderman Jerry Mizell to adjourn: MOTION CARRIED-TIME: 2:03 P.M.
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea






DATE: Wednesday, September 2, 2009
TIME: 2:16 p.m.
PLACE: City Hall Council Chambers



The Finance Committee was reconvened again at 2:16 p.m. on Wednesday, September 2, 2009 with the following persons present:
Aldermen Charles Barfield, Jerry Mizell, William Carrell, Robert Midnight, Kim Brown, and Nathan Anderson with Aldermen David Daugherty and David McManus both absent. Also present were Mayor Billy McDaniel, Attorney Rick Abell, CFO Patricia Suttles, and City Clerk Brenda Westbrooks. (Alderman Jerry Mizell had to leave at 2:30 p.m.)



ROLL CALL
Barfield Present
Mizell Present
Carrell Present
Midnight Present



No minutes to approve at this time.






2009/2010 Proposed Budget – continued discussion

The following items were discussed and either added or deleted from the proposed budget:

Christmas Certificates Add $10,000 and divide this amount by the
Number of names received to determine
The amount each will receive.

AMVETS Fan Distribution -0-

Spouse Abuse Center Add $8,500

Rebuilding Together Add $2,500

Massac County Historical Society Add $6,000

Massac County Intergovernmental Agreement Add $232,000

Water Treatment Plant
(Misc. Building) reduce to $10,000 from $40,000
Take out $60,000 for painting request

Tricia Suttles said we now have a deficit of over $600,000




Department Head Raises:
J.K. Thomas 2% increase
Jackie Sawyers 2% increase
Art Ducharme 2% increase
Rodney Brugger 2% increase
Mike Worthen 2% increase
Pris Abell 2% increase
Rick Abell ok with freezing his for this year
Tricia Suttles ok with freezing hers for this year
Brenda Westbrooks ok with freezing hers also

It was agreed early on that there would be no increases for any elected officials.

Tricia Suttles had to leave at 3:00 p.m.

Moved by Alderman Charles Barfield and Second by Alderman William Carrell to recess the Finance Committee meeting until Wednesday, September 9, 2009 at 1:00 p.m.
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea

Meeting recessed at 3:14 p.m.