Finance Committee Meeting Minutes




Date: Wednesday, August 31, 2016
Time: 1:00 p.m.
Place: City Hall Council Chambers
ROLL CALL:
Barfield Present
Canada Absent
McManus Present
Short Present

Moved by Alderman David McManus and Second by Alderman Charles Barfield to approve the minutes of the previous meeting held on 8-17-2016;
Motion Carried:
Barfield Yea
Canada Absent
McManus Yea
Short Yea

Moved by Alderman Chuck Short and Second by Alderman Charles Barfield to recommend to the full Council to take action on the 2016/2017 Annual Budget Resolution and Appropriations Ordinance;
Motion Carried:
Barfield Yea
Canada Absent
McManus Yea
Short Yea

Moved by Alderman Chuck Short and Second by Alderman Charles Barfield to adjourn; TIME 1:10
MOTION CARRIED
Barfield Yea McManus Yea
Canada Absent Short Yea



















Date: Wednesday, August 10, 2016
Time: 1:17 p.m.
Place: City Hall Council Chambers
ROLL CALL:
Barfield Present
Canada Present
McManus Present
Short Present

Moved by Alderman David McManus and Second by Alderman Chuck Short to approve the minutes of the previous meeting held on 3-23-2016;
Motion Carried:
Barfield Yea
Canada Yea
McManus Yea
Short Yea

Corporate Counsel started the discussion of our Mutual Medical Insurance contract ending this year. We are insured as a TPA, third party administration, and can go out for bids for that part or the whole insurance package. A traditional plan will raise the costs like we had when we were with Blue Cross Blue Shield. Mutual Medical has saved the city major costs by shifting costs elsewhere. We have four plans that allow us to have huge savings. The consensus was to stay with Mutual Medical Insurance; no motion was made to go out for bids.


Tricia Suttles, CFO, presented the budget to discuss and approve. The next meeting will be held Wednesday, August 17th, 2016.

*No motions were made from today’s meeting.




Moved by Alderman Charles Barfield and Second by Alderman David McManus to adjourn; TIME 2:10
MOTION CARRIED
Barfield Yea
Canada Yea
McManus Yea
Short Yea









Date: Wednesday, March 23, 2016
Time: 2:00 p.m.
Place: City Hall Council Chambers
ROLL CALL:
Barfield Present
Mizell Absent
Carrell Present
McManus Present

Moved by Alderman Charles Barfield and Second by Alderman David McManus to approve the minutes of the previous meeting held on 2-16-2016;
Motion Carried:
Barfield Yea
Mizell Absent
Carrell Yea
McManus Yea

Tricia Suttles, CFO, has asked for the following motion to hire an actuary to calculate other post-employment benefits liability.

Moved by Alderman William Carrell and Second by Alderman David McManus to recommend to the full Council to take action to fire an actuary to calculate other post-employment benefits liability in accordance with Governmental Accounting Standards in the amount of $3,530;
MOTION CARRIED:
Barfield Yea
Mizell Absent
Carrell Yea
McManus Yea

Moved by Alderman Charles Barfield and Second by Alderman David McManus to adjourn; TIME 2:05
MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
McManus Yea

















Date: Monday, December 14th, 2015
Time: 6:30 p.m.
Place: City Hall Council Chambers
ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
McManus Present

Moved by Alderman David McManus and Second by Alderman Jerry Mizell to approve the minutes of the previous meeting held on November 19th, 2015;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
McManus Yea

Jeremy Billington representing Mutual Medical handed out the renewal health care plans and gave a presentation on the 2016 Health Care with the City. The Claims and Fixed Costs Summary gave an overview of the savings of 2015 and
recommended we choose Renewal C in the amount of $62,500.00. He added in closing we have seen a 4 year savings since we chose to be self-insured with his company, Mutual Medical.

Moved by Alderman Jerry Mizell and Second by Alderman David McManus to recommend to the full Council to take action to accept the 2016 renewal with Mutual Medical going with Plan C in the amount of $62,500.00;
MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
McManus Yea


Alderman McManus reiterated this is money that originated from the state.

Moved by Alderman David McManus and Second by Alderman Jerry Mizell to recommend to the full Council to take action on a CDAP Loan to Adron and Leeann Henley for Super City Antiques;
MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
McManus Yea

Moved by Alderman Charles Barfield and Second by Alderman David McManus to adjourn; TIME 6:45
MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
McManus Yea






Date: Thursday, September 3rd, 2015
Time: 2:35 p.m.
Place: City Hall Council Chambers
ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
McManus Present



Corporate Counsel gave a brief update to the Committee that we have liquid cash to last until the end of October of this year and are looking at investments/CD with early maturity rates. Another option is to establish a line of credit instead of getting into investments. We as a City have a credit rating of “A” with S&P and an “AA” rating with insurance. Kristy Stephenson, the City Treasurer is exploring all the options available.

Moved by Alderman Charles Barfield and Second by Alderman David McManus to adjourn; TIME 2:50
MOTION CARRIED
Barfield Yea
Mizell Absent * left the meeting right before it was adjourned
Carrell Yea
McManus Yea




Date: Thursday, July 30th, 2015
Time: 1:00 p.m.
Place: City Hall Council Chambers
ROLL CALL:
Barfield Present
Mizell Absent
Carrell Present
McManus Present

Moved by Alderman David McManus and Second by Alderman Charles Barfield to approve the minutes of the previous meeting held on July 15th, 2015;
Motion Carried:
Barfield Yea
Mizell Absent
Carrell Yea
McManus Yea


Moved by Alderman Charles Barfield and Second by Alderman David McManus to recommend to the full Council to take action on 2.25% wage increase all non-bargaining employees;
MOTION CARRIED:
Barfield Yea
Mizell Absent
Carrell Yea
McManus Yea


Tricia Suttles, CFO stated the budget is ready to take to Council to be passed since the Library has presented their new budget.

Moved by Alderman Charles Barfield and Second by Alderman David McManus to recommend to the full Council to take action on the 2015-2016 Budget Resolution and Appropriations Ordinance;
MOTION CARRIED:
Barfield Yea
Mizell Absent
Carrell Abstain
McManus Yea

Corporate Counsel informed the Committee the bids were opened and only one bid had all the credentials that FEMA required for bidding. Discussion was to continue to go out for bids again since the difference was approximately $100,000. The motion was tabled for further discussion and to hear back from FEMA.

Moved by Alderman William Carrell and Second by Alderman David McManus to recommend to the full Council to table the bids received for demolition of the flooded houses purchased with FEMA funds;
MOTION CARRIED:
Barfield Yea
Mizell Absent
Carrell Yea
McManus Yea


Chief Masse came before the Committee to give an update on the auction. He was pleased with the outcome and felt we made good money since it was at no cost to the City. The money will go in the General Fund in the approximate amount of $15,000 for unclaimed property and surplus items. The seized car sold will go in the drug fund he added. He also wanted to make aware his budget called for a car but is requesting a truck instead.
Moved by Alderman Charles Barfield and Second by Alderman David McManus to adjourn; TIME 1:29
MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
McManus Yea









Date: Wednesday, July 15th, 2015
Time: 1:00 p.m.
Place: City Hall Council Chambers
ROLL CALL:
Barfield Present
Mizell Absent
Carrell Present
McManus Present

Moved by Alderman David McManus and Second by Alderman Charles Barfield to approve the minutes of the previous meeting held on July 1st, 2015;
Motion Carried:
Barfield Yea
Mizell Absent
Carrell Yea
McManus Yea


Moved by Alderman Charles Barfield and Second by Alderman David McManus to recommend to the full Council to take action on all non-bargaining employees giving a 2.25% wage increase;
MOTION CARRIED:
Barfield Yea
Mizell Absent
Carrell Yea
McManus Yea


The Metropolis Pubic Library board was represented by Carrie Stapleton and Jim Haley asking for the Committee to accept the Library’s budget as presented. There was more discussion and disagreements as to the wage increase still in the budget. Most of the Alderman present felt they should accept the same as all the other non-bargaining employees wage increase of 2.25%. They voiced their opposition saying accept the wage increase of 2.25% or become their own entity. The Library has its own board members which makes them stand alone by state statue and would accept all responsibilities such as insurance, accounts receivable and accounts payable and legal counsel. Another meeting is being held after the Library Board meets to discuss the options as presented to them.

The following motion was passed by Committee members but opposed by other Alderman present.

Moved by Alderman William Carrell and Second by Alderman David McManus to recommend to the full Council to take action on the proposed Library budget as presented;
MOTION CARRIED:
Barfield Nay
Mizell Absent
Carrell Yea
McManus Yea

Moved by Alderman David McManus and Second by Alderman Charles Barfield to adjourn; TIME 2:00
MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
McManus Yea






Date: Wednesday, July 1ST, 2015
Time: 1:00 p.m.
Place: City Hall Council Chambers
ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
McManus Present

Moved by Alderman David McManus and Second by Alderman Jerry Mizell to approve the minutes of the previous meeting held on June 17th, 2015;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
McManus Yea


The Metropolis Pubic Library board and employees came before Committee to give a history report of our Library and to present their budget showing wage increases. Jim Haley a member on the board passed out material featuring their past and upcoming events. He also passed out the proposed wage scale causing huge discussion. The consensus was to treat all non-bargaining the same and to give the wage increase of the Operating Engineers 318 contract; 2.25 %.

No motions were made take to Council from today’s meeting.




Moved by Alderman William Carrell and Second by Alderman David McManus to recommend to the full Council to take action on the proposed Library wage increase and budget;
MOTION CARRIED
Barfield Nay
Mizell Nay
Carrell Yea
McManus Yea
MOTION TIED:


Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to adjourn; TIME 2:30
MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
McManus Yea


















Date: Friday, December 5th, 2014
Time: 11:00 p.m.
Place: City Hall Council Chambers
ROLL CALL:
Barfield Present
Mizell Present
Carrell Absent
Midnight Present

Moved by Alderman Robert Midnight and Second by Alderman Jerry Mizell to approve the minutes of the previous meeting held on October 8th, 2014;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Absent
Midnight Yea
David Andreas and Jerry Billington representing Mutual Medical came before the Committee to discuss the annual fixed cost, claims cost & plan cost summary sheet for the 2015 Health Care Plan. David went over the information and a motion was made to continue the current stop loss level of $57,500.

Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to make a motion to take action on health insurance renewal with Mutual Medical to continue current stop loss level of $57,500 plan;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Absent
Midnight Yea

CFO Tricia Suttles went over the worksheets for the Tax Levy assessed 2014 and paid in 2015.
Moved by Alderman Robert Midnight and Second by Alderman Jerry Mizell to make a motion to take action on 2014-2015 Tax Levy;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Absent
Midnight Yea

Tricia also gave out the information to discuss the funding Police and Fire Pensions for Deficit in Tax Levy for the fiscal year ending June 30th, 2015 as of December 5th, 2015. She went over the actuarial figures and a motion was made to accept the funding as recommended by the actuary.

Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to make a motion to take action to fund the Police Pension in the amount of $175,733 and the Fire Pension in the amount of $149,069 for the deficit in the tax levy, to be funded in equal installments over a period of 7 months;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Absent
Midnight Yea

Moved by Alderman Charles Barfield and Second by Alderman Robert Midnight to adjourn; TIME 12:13
MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Absent
Midnight Yea















Date: Wednesday, October 8th, 2014
Time: 1:00 p.m.
Place: City Hall Council Chambers
ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to approve the minutes of the previous meeting held on September 3rd, 2014;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to take action on increasing the Mayor’s spending authority in the amount of not exceeding $3,500;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea
Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to adjourn; TIME 1:08
MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea


Date: Wednesday, October 8th, 2014
Time: 1:00 p.m.
Place: City Hall Council Chambers
ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to approve the minutes of the previous meeting held on September 3rd, 2014;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to take action on increasing the Mayor’s spending authority in the amount of not exceeding $3,500;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea
Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to adjourn; TIME 1:08
MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea





Date: Wednesday, September 3rd, 2014
Time: 1:00 p.m.
Place: City Hall Council Chambers
ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Robert Midnight and Second by Alderman Jerry Mizell to approve the minutes of the previous meeting held on August 26th, 2014
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

CFO Tricia Suttles came before the Committee with the 2014-2015 budget to go over and discuss. The meeting continued the discussion where or if cuts need to be made. There will be a first reading on Monday night at Council September 8th, 2014. It was the consensus of the Committee that we approve the budget as is and will have to meet again in the coming months to start discussing ways to cut costs for next year’s budget. Clyde Wills came before the Committee saying Southern Most Tourism wants to meet and offer ideas how to come together. He asked who would be the best contact for that meeting. He also stated for the Committee to keep in mind that the state will reimburse 40% of advertising.
Corporate Counsel wanted to bring before the Committee to discuss the issues with the reconstruction of Harrah’s. There has been meetings and phone calls trying to work out the detail changes. The Tax Assessor lowered the assessed valuation of the property, which is reducing the amount of real estate taxes they pay. This reduction equates to a savings for them of almost $220,000 a year, which was close to our original offer of $250,000. They will realize the savings over several years, which is a bigger benefit to them than our initial offer. Since the imposed sales business tax vote was declined that stopped a way of having money upfront. The consensus was to take the $250,000 off the table and continue to work out other ways to work together.

Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to adjourn; TIME 2:05
MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea







Date: Monday, December 30rth, 2013
Time: 1:00 p.m.
Place: City Hall Council Chambers

ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present


Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to approve the minutes of the previous meeting held on December 3rd, 2013;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

CFO Tricia Suttles came before the Committee going over and discussing the next 3 motions. The first motion discussed was the Library’s budget and their request for more money. Our gaming continues to go down annually and the Library has always been given 1 ½ % to operate out of this fund. Their payroll is met from the property taxes we receive but they have already spent the money in their appropriated budget. They are asking for $90,000 each quarter till the new budget is in place.
Tricia also handed out the actuarial valuation report for the Metropolis Police Fund, the Gaming Revenue Comparisons and the Funding Police & Fire Pensions for Deficit in Tax Levy sheets to review and discuss.

Moved by Alderman Robert Midnight and Second by Alderman Charles Barfield to recommend to the full Council to take action on Library budget to make transfers to the Library for operating expenses, as needed, for the next 2 quarters ending March 31st, 2014 and June 30th, 2014 in the amount of not to exceed $90,000 each quarter;
MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to recommend to the full Council to take action on funding the Police Pension for the deficit in the tax levy in the amount of $146,972;
MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to recommend to the full Council to take action on funding the Fire Pension for the deficit in the tax levy in the amount of $66,730;
MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to adjourn; TIME 1:47
MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea



Date: Tuesday, December 3rd, 2013
Time: 1:00 p.m.
Place: City Hall Council Chambers

ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present


Moved by Alderman Charles Barfield and Second by Alderman Robert Midnight to approve the minutes of the previous meeting held on September 11th, 2013 as presented;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Jeremy Billington and David Andres representing Mutual Medical came before the Committee to ask for a 3 year renewal contract and to go over the 2014 Health Care Plan. They went over the Claims and Fixed Costs Summary sheet. The City has saved money again this year with Mutual Medical; the consensus was to renew the 3 year contract and the stop loss coverage with Symetra for 2014 with a stop loss per claim deductible of $57,500.

Alderman Mizell left the meeting at 1:30

Moved by Alderman Robert Midnight and Second by Alderman Charles Barfield to recommend to the full Council to take action to approve a 3 year contract to administer health insurance plan with Mutual Medical and to renew to stop loss coverage with Symetra for 2014 with a stop loss per claim deductible of $57,500;
MOTION CARRIED:
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea

Keith Davis came before the Committee asking for a desktop printer system to issue ID cards and a Repeater Radio. He left the quotes to look over and asked for a motion for Monday night Council.

Recess for 15 minutes to open the Carter/Crestview project bids:

Moved by Alderman Charles Barfield and Second by Alderman Robert Midnight to into Executive Session for items listed on agenda;
MOTION CARRIED: TIME 2:15
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea

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


Moved by Alderman Robert Midnight and Second by Alderman William Carrell to adjourn; TIME 2:52
MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea


















Date: Wednesday, September 11th, 2013
Time: 1:00 p.m.
Place: City Hall Council Chambers

ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present


Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to approve the minutes of the previous meeting held on September 5th, 2013 as presented;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


CFO Trisha Suttles brought before the Committee the 2013/2014 budget to discuss. Continual discussion of budgets per departments was discussed and a motion was given for closed session to discuss payroll. Fire Chief Jason Morris, 911 Director Keith Davis and Police Chief Harry Masse came before the Committee to explain their budget requests after the Police and Fire Committee was canceled due to lack of a quorum.
Moved by Alderman Robert Midnight and Second by Alderman Jerry Mizell to into Executive Session for items listed on agenda;
MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Alderman Mizell left the meeting at 3:00.

Moved by Alderman Charles Barfield and Second by Alderman Robert Midnight to approve the minutes of the Executive Session and that they remain closed;
MOTION CARRIED:
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea

Moved by Alderman Charles Barfield and Second by Alderman Robert Midnight to recommend to the full Council to take action on the 2013-2014 budget and appropriations ordinance;
MOTION CARRIED:
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea
Moved by Alderman Robert Midnight and Second by Alderman William Carrell to adjourn; TIME 3:37
MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea











Date: Tuesday, July 30th, 2013
Time: 1:55 p.m.
Place: City Hall Council Chambers

ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present


Moved by Alderman Robert Midnight and Second by Alderman William Carrell to approve the minutes of the previous meeting held on June 4th, 2013 as presented;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


David Andreas and Jeremy Billington representing Mutual Medical came before the Committee to go over a Claims and Fixed Cost Summary for the past six months. David used the initial 2013 Health Care Plan the city chose using their projected costs for the comparison. He went over each line of the hand out sheets with the Committee explaining where we are saving by choosing this plan and where the rising costs stem from. At this point we are saving what Mutual Medical has projected we would.



Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to make a motion to action on 2013-2014 After School Program Proposal in the amount of $23,000.00;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Trisha Suttles told the Committee she is working on the budget but informed them gaming is down about 10% so we will need to keep that in mind when we begin discussion.


Moved by Alderman Charles Barfield and Second by Alderman Jerry Mizell to adjourn; TIME 2:41
MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea









Date: Tuesday, June 4th, 2013
Time: 1:00 p.m.
Place: City Hall Council Chambers

ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Absent


Moved by Alderman Jerry Mizell and Second by Alderman William Carrell to approve the minutes of the previous meeting held on May 21st, 2013 as presented;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Absent

Trisha Suttles came before the Committee to discuss the following annual motions; she handed out information and the cost for funding the 2 pensions. These two items were already budgeted. She also gave out a comparison sheet showing the Gaming Revenue totals from years 2006 to current.



Moved by Alderman William Carrell and Second by Alderman Jerry Mizell to make a motion to take to full Council to take action on funding the Police Pension for the deficit in the Tax Levy in the amount of $37,167.00;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Absent

Moved by Alderman William Carrell and Second by Alderman Jerry Mizell to make a motion to take to full Council to take action on funding the Fire Pension for the deficit in the Tax Levy in the amount of $53,574.00;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Absent

Recess: Time 1:07
ROLL CALL:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Absent




BACK IN: TIME 2:31
ROLL CALL:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Absent

Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to make a motion to take to go into Executive Session for items listed on agenda; TIME 2:33
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Absent

Moved by Alderman Charles Barfield and Second by Alderman Jerry Mizell to make a motion to approve the minutes of the Executive Session and that they remain closed;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Absent



Moved by Alderman Charles Barfield and Second by Alderman William Carrell to adjourn; TIME 3:08
MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea

















Date: Tuesday, May 21st, 2013
Time: 2:30 p.m.
Place: City Hall Council Chambers

ROLL CALL:
Barfield Present
Mizell Absent
Carrell Present
Midnight Present


Moved by Alderman Robert Midnight and Second by Alderman William Carrell to approve the minutes of the previous meeting held on April 23rd, 2013 as presented;
Motion Carried:
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea



Alderman Barfield asked to approve the request from Southern Illinois Tourism Network (SITN) they discussed in the last meeting. They have come to the Council 2 years ago requesting funding in the amount of $23,000.00. Alderman Midnight questioned if the money was in the budget for the existing year or do we wait till the next fiscal year’s budget. It was the consensus of the Committee to bring back the motion after SITN meets with the Metropolis Area Tourism Commission (MATC).The money will come out of Motel Hotel Tax when we do approve the motion.

Moved by Alderman Charles Barfield and Second by Alderman William Carrell to adjourn; TIME 2:52
MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea












Date: Tuesday, April 23rd, 2013
Time: 1:30 p.m.
Place: City Hall Council Chambers

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 16th, 2013 as presented;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

A presentation was made by Southern Illinois Tourism Network (SITN) to request funding for the not-for-profit tourism bureau. They have come to the Council 2 years ago requesting funding and received $23,000.00. In the past two years they have met many challenges and overcame the difficult and discouraging roadblocks yet kept their goals in site. They gave out information showing where Metropolis was promoted and stated they will continue to promote tourism for our area. We ask you to show your support with a financial assistance of $23,000. We will be eligible to apply for the LTCB (Local Tourism and Convention Bureau program) funding through the Illinois Office of Tourism in March of next year. This will increase and strengthen the impact of communication, cooperation and added value for dollars spent for local tourism development and promotion throughout Southern Illinois.


Moved by Alderman Jerry Mizell and Second by Alderman William Carrell to adjourn; TIME 2:10
MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea













Date: Tuesday, March 19th, 2013
Time: 2:17 p.m.
Place: City Hall Council Chambers


ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to approve the minutes of the previous meeting held on January 8th, 2013 as presented;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Moved by Alderman William Carrell and Seconded by Alderman Robert Midnight to go into Executive Session for the reasons listed on the agenda: TIME 2:18
MOTION CARRIED
Charles Barfield Yea
Jerry Mizell Yea
William Carrell Yea
Robert Midnight Yea





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






Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to adjourn; TIME 3:11
MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea


















Date: Tuesday, January 8th, 2013
Time: 12:45 p.m.
Place: City Hall Council Chambers


ROLL CALL:
Barfield Present
Mizell Absent
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 December 5th, 2012 as presented;
Motion Carried:
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea


CFO Trisha Suttles came before the Committee to present the bid received for the new computers from Kemper Technology Consulting in the amount of $46,028.32. She informed the Committee we are keeping the monitors but need new computers for upgrades our system is requiring to operate. This was already approved and appropriated in the budget. Discussion of adding the program to accept credit cards and all were in consensus to come back with the quote for Council.




Moved by Alderman Charles Barfeild and Second by Alderman Robert Midnight to recommend to the full Council to take action on the bid for new computers for City Hall and Mapping and Zoning;
Motion Carried:
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea


Moved by Alderman Robert Midnight and Second by Alderman William Carrell to adjourn; TIME 1:55
MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea














Date: Wednesday, December 5th, 2012
Time: 2:15 p.m.
Place: City Hall Council Chambers


ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Robert Midnight and Second by Alderman Jerry Mizell to approve the minutes of the previous meeting held on October 2nd, 2012 as presented;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


CFO Trisha Suttles came before the Committee to present the Tax Levy for the 2012-2013 year and to go over the Gaming Revenue Comparisons.




Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to recommend to the full Council to take action on the 2012-2013 Tax Levy Ordinance;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Moved by Alderman William Carrell and Second by Alderman Robert Midnight to adjourn; TIME 2:22
MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


















Date: Tuesday, October 2nd, 2012
Time: 1:00 p.m.
Place: City Hall Council Chambers


ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Charles Barfield and Second by Alderman William Carrell to approve the minutes of the previous meeting held on August 30th, 2012 as presented;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Jerry Caudle and Engineer Jeff Litherland came before the Committee asking to proceed with the Airport for the Taxi Way Extension Grant, explaining the funds have already been appropriated in the budget. The cost for the City will be $6,200.00; the project will be in 2 phases.





Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to recommend to the full Council to take action on Airport Taxi Way extension Grant:
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

The Mayor presented information he was given from Gene Crippen on a new drug card the City has an option to offer. While all the Committee members thought a good idea, still feels we need to have him make a presentation in another meeting.

Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to adjourn; TIME 1:32
MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea
















Date: Thursday, August 30th, 2012
Time: 1:00 p.m.
Place: City Hall Council Chambers


ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Charles Barfield and Second by Alderman William Carrell to approve the minutes of the previous meeting held on August 23rd 2012 as presented;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea



Trisha Suttles, the Mayor and the Committee members continued to work on the annual 2012-1213 Budgeted Project Worksheets. Discussing all the departments in the City and the budget they will need to run that area successfully.


Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to adjourn; TIME 2:43
MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


















Date: Thursday, August 23rd, 2012
Time: 12:00 p.m.
Place: City Hall Council Chambers


ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Robert Midnight and Second by Alderman Charles Barfield to approve the minutes of the previous meeting held on August 16th 2012 as presented;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea



Trisha Suttles, Kristi Stephenson, Corporate Counsel and the Committee members continued to work on the annual 2012-1213 Budgeted Project Worksheets. Discussing all the departments in the City and the budget they will need to run that area successfully. We will pick up again on August 30th, 2012 at 1:00 p.m.



Moved by Alderman Robert Midnight and Second by Alderman Jerry Mizell to adjourn; TIME 2:19
MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Date: Wednesday, June 6th, 2012
Time: 1:00 p.m.
Place: City Hall Council Chambers

ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to approve the minutes of the previous meeting held on 5-30-2012 as presented;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Trisha Suttles gave each Committee member the Funding Police & Fire Pensions for Deficit in Tax Levy information to go over and make a motion to approve. This is a formality done every year. The Police Pension is $165,000 with $115,000 paid from property taxes and the City will fund the $50,000 and the Fire Fund is $137,000 with $75,000 paid from property taxes and the City will fund $62,000. The portion of what the City has to fund has gone considerably down this year. There was a change in the law recently and now the funding is 90% instead of 100% for our part. They also gave 8 more years to amortize to help Cities who couldn’t afford to pay their portion.
Alderman Midnight asked where legislation is to exempt us from PTEL and the Mayor informed them he had spoken with Representative Phelps and will keep us informed how the bill is going. We need it to pass before December that is when we do our tax levy. The Committee went over the Loan Performance and Gaming Revenue stats. Trisha is starting to work on the City’s budget and will have a meeting to discuss that.
Moved by Alderman Charles Barfield and Second by Alderman William Carrell to recommend to the full Council to take action on the Police & Fire Pension request to be included in the City’s Tax Levy Ordinance for Fiscal Year July 1st, 2012 –June 30, 2013;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Moved by Alderman William Carrell and Second by Alderman Charles Barfield to recommend to the full Council to take action on funding the Police & Fire Pensions for deficit in the tax levy Police $50,000 and Fire $62,000;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea



Moved by Alderman Charles Barfield and Second by Alderman William Carrell to adjourn;
MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea



















Date: Wednesday, May 30th, 2012
Time: 2:16p.m.
Place: City Hall Council Chambers

ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to approve the minutes of the previous meeting held on 1-17-2012 as presented;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


David Andres and Jeremy Billington with Mutual Medical came before the Committee to discuss savings and status of plan. They handed out a Performance Analysis and a Claims and Fixed Costs Summary sheet. The handouts were explained in detail and discussed ways to continue to save. The information was on a 4 month analysis and showed a savings from the former Blue Cross/Blue Shield of $236,000 David told the Committee there was an approximate savings of $130,000 just moving 17 spouses over to different plans. Mutual Medical felt the drug costs could be lower by just using the Medco by Mail service. The percentage of users was at 6% and they would like to see it around 20%. It was the consensus of all present an Insurance meeting should schedule at 3:30 to allow anyone who has questions or concerns.



Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to adjourn TIME 3:29
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea












Date: Tuesday, January 17th, 2012
Time: 2:43p.m.
Place: City Hall Council Chambers

ROLL CALL:
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to approve the minutes of the previous meeting held on 12-7-2012 as presented;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Chief of Police Mike Worthen handed out quotes for fixing the 2010 Charger for the Committee to review. Two estimates were given from each bidder using a replaced Complete or replaced Long Block. After discussion a motion was made to have the car fixed.




Moved by Alderman Jerry Mizell Second by Alderman Charles Barfield to recommend to the full Council to take action on repairs to 2010 Charger Police Car in the amount of $4,937.23 with C&W Automotive Inc;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Moved by Alderman Robert Midnight Second by Alderman Jerry Mizell to go into Executive Session for items listed on agenda;
MOTION CARRIED: TIME 2:55
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

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




Moved by Alderman Jerry Mizell Second by Alderman Charles Barfield to recommend to the full Council to accept a recommendation for early separation incentive for one employee in the Police Department;
Motion Carried:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to adjourn TIME 3:26
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea



















Date: Wednesday, December 08-2010
Time: 1:00 p.m.
Place: City Hall Council Chambers

Present:
Alderpersons Charles Barfield, Jerry Mizell, William Carrell, Robert Midnight, David McManus, Nathan Anderson, with Alderman David Daughtery and Kim Brown absent. Also present were CFO Patricia Suttles, City Clerk Brenda Westbrooks, Jan Adams, Mayor Billy McDaniel, Attorney Rick Abell, Karen Arnold /Curt Carius (representing Maverick insurance) channel 3 news media

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 meetings held on September 08, 2010 as presented: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea



Health insurance with BCBS

Karen Arnold and Curt Carius presented information and answered all questions concerning the 2011 BCBS insurance. The renewal is up 7.3%.


Moved by Alderman Robert Midnight and Seconded by Alderman William Carrell to recommend to the full Council to approve the city’s health insurance renewal with BCBS with a 7.3% increase ($2,469,002.00): MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea










Tax Levy for 2010-2011
CFO Patricia Suttles went over the 2010-2011 Tax Levy Ordinance
She prepared for the council’s approval.

1,639,766.55 Tax Levy
1,131,500.00 Less Bond Levy
508,266.55 Net Levy (5%)
Patricia is expecting to receive 1.2% (489,872.14)

Moved by Alderman Jerry Mizell and Seconded by Robert Midnight to recommend to the full Council to approve Tax Levy Ordinance for fiscal year beginning July 1, 2010 and ending June 30, 2011 as presented by CFO: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Southernmost Tourism
Mayor Billy McDaniels said the Tourism board is requesting their annual $25,000 from the city and will put on the next agenda for the council for approval: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea



Moved by Alderman Jerry Mizell and Seconded by Alderman Charles Barfield to adjourn: TIME 1:58

Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea
























Date: Wednesday, November 9th, 2011
Time: 1:00p.m.
Place: City Hall Council Chambers

Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Charles Barfield and Second by Alderman Robert Midnight to approve the minutes of the previous meeting held on 11-2-011 as presented;
MOTION CARREIED;
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Corporate Counsel had given each Committee member Staffing Comparison sheets from the surrounding towns while working on our budget for the Committee. The comparison sheets showed staffing levels on a full and part time basis. We have had the luxury of the gaming revenue but as the economy slowed down so did the income from Harrahs. We have to keep that in mind while ideas for budget cuts are being sought out. Some of the towns shared a dispatcher between the City and County and found a savings. There were only 3 or 4 with a full staff Fire Department while other towns had only volunteer fire fighters. Insurance has played a huge part in every town’s budget. Corporate has spent several hours speaking to each on insurance and policies, along with staffing. There are many solutions to saving money on the insurance, by putting the retirees, Medicare age, and the staff in different categories and policies. As the Committee continued to go over the stats of each town verses ours they all have come to realize insurance is still our biggest problem. We are on a month to month policy with Maverick Insurance, and are getting new options from them. We will continue to shop to save the City money. Saving money is saving jobs. All Libraries surveyed are operated at least six days per week.
Ken Kovac came before the Committee sharing his ideas saying reducing staff is not the answer, you can't get the job done, but instead suggesting the City and the County governments merge into one body.

Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to go into Executive Session for items listed on agenda;
MOTION CARRIED: TIME 1:35
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea

Committee back in session 3:58
Moved by William Carrell and Second by Alderman Robert Midnight to approve the minutes of the Executive Session and that they remain closed; MOTION CARRIED:
Barfield Yea
Mizell Absent (had to go to work)
Carrell Yea
Midnight Yea



A Financial meeting was set for November 23rd, 2011

Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to adjourn TIME 4:03
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea






Date: Wednesday, June 22nd, 2011
Time: 1:45 p.m.
Place: City Hall Council Chambers

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 meetings held on June 01, 2011 as presented: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea
.
Moved by Alderman William Carrell and Seconded by Alderman Jerry Mizell recommend to the full Council to approve the action on the Police & Fire Pension requests to be included in the City’s Tax Levy Ordinance for Fiscal year July 1, 2011-June 30th, 2012;
MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Travis Akin came before the Committee representing SI Business Solutions with a proposed tourism plan for Metropolis. The business is located at Marion, Illinois with a newly launched web site www.sibizsolutions.com. He stated he could give Metropolis new exposure through this main street project. Mr. Akins stated he would promote the area year around, not just advertizing scheduled events.
Sheryl Durham Director of the Scenic By-Way and Norma Turok came before the council to educate them of the great things that are accomplished for the area through the By-Way and the grants that are specifically received in our county. The Committee was given a handout to look over promoting the new SITN organization.
Southernmost Tourism was also present to be considered for the funding motion.

Moved by Alderman Jerry Mizell and Seconded by Alderman Robert Midnight recommend to the full Council to approve the action on the direction of tourism activities;
MOTION CARRIED:
Barfield Nay
Mizell Yea
Carrell Nay
Midnight Yea


Moved by Alderman Jerry Mizell and Seconded by Alderman Robert Midnight recommend to the full Council to approve the action on the purchase of 5 desk top computers for the Police Department from R.&M Computer Service of Metropolis in the amount of $4,099.50;
MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea
Chief Mike Worthen added to the Committee there was money in the budget for this.

Moved by Alderman Jerry Mizell and Seconded by Alderman William Carrell to adjourn: MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea











Date: Wednesday, June 1st, 2011
Time: 4:00 p.m.
Place: City Hall Council Chambers

Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to approve the minutes of the previous meetings held on March 16, 2011 as presented: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea
A copy of all the bids was given to the Committee to look over and take action on.
Moved by Alderman Robert Midnight and Seconded by Alderman Jerry Mizell recommend to the full Council to approve the action on securing financial audit services for fiscal years 2011-2013 with Fick, Eggemeyer & Williamson in the amount of $118,500.00;
MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea




Clyde Wills came before the Committee to ask how this will affect the Chamber of Commerce if we didn’t vote to renew the contract. He wondered if this would kill the Southernmost Tourism Committee. Clyde asked the Committee to think of the repercussions if we voted not to accept the contract with them.


Moved by Alderman Charles Barfield and Seconded by Alderman William Carrell to recommend to the full Council to take action on the direction of tourism activities and vote no to renew contract that expires on June 30th, 2011;
MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea



Moved by Alderman Robert Midnight and Seconded by Alderman Charles Barfield to recommend to the full Council to take action on the old utility accounts that need to be written off in the amount of $66,707.14;
MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Moved by Alderman Jerry Mizell and Seconded by Alderman Charles Barfield to recommend to the full Council to take action on the funding Police & Fire Pensions for deficit in tax levy;
MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea




Moved by Alderman Charles Barfield and Seconded by Alderman Jerry Mizell to recommend going into Executive Session for items listed on agenda: TIME 4:27
MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Moved by Alderman Charles Barfield and Seconded by Alderman Jerry Mizell to approve the minutes to the Executive Session and they remain closed:
MOTION CARRIED: TIME 5:06
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Moved by Alderman Jerry Mizell and Seconded by Alderman Richard Corzine to adjourn: MOTION CARRIED:
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea









Date: Wednesday March 16th, 2011
Time: 2:03 p.m.
Place: City Hall Council Chambers

Roll Call
Barfield Present
Mizell Present
Carrell Present
Midnight Present



Committee Chairman Alderman Charles Barfield took a consensus of the Committee on the fringe benefits issue. All the Committee felt there was a need to look further into the matter and no action was taken at this time. All Aldermen has information given to them to review before the Committee meets again.



Moved by Alderman Jerry Mizell and Seconded by Alderman Charles Barfield to adjourn: TIME 2:27

Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea















Date: Wednesday, February 2nd, 2011
Time: 1:00 p.m.
Place: City Hall Council Chambers

Present:
Alderpersons Charles Barfield, William Carrell, Robert Midnight, David McManus, Nathan Anderson, with Alderman David Daughtery and Kim Brown absent. Also present were CFO Patricia Suttles, City Clerk Jan Adams, Mayor Billy McDaniel and Corporate Council Rick Abell
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 December 08, 2010 as presented: MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea









Moved by Alderman Robert Midnight and Seconded by Alderman Charles Barfield recommend to the full Council to approve the Amended Appropriations Ordinance for the fiscal year ending June 30th, 2010; MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea

A copy was given to the Committee to look over.


Moved by Alderman Robert Midnight and Seconded by Alderman Charles Barfield to recommend to the full Council to seek proposals for 2011, 2012 and 2013 audited financial statements;
MOTION CARRIED
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea







Moved by Alderman Robert Midnight and Seconded by Alderman Charles Barfield to adjourn: TIME 1:05

Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea











DATE: Wednesday, September 8, 2010
TIME: 2:00 p.m. (2:25 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 CFO Patricia Suttles, and City Clerk Brenda Westbrooks. Mayor Billy McDaniel and Attorney Rick Abell were both out of town and unable to attend.

ROLL CALL
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to approve the minutes of the previous meetings held on August 25, 2010 and September 1, 2010 as presented: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Fiscal Year 2010-2011 Budget

The Committee reviewed the Budget Resolution and Appropriations Ordinance along with a Budget Summary for FY 2010-2011 which were prepared by Corporate Finance Officer Patricia Suttles.

There was a brief discussion of the proposed budget and Mrs. Suttles answered any questions the Council members had.
Mrs. Suttles told them that the bottom line is that if we stick to our budget we should be ok.
The consensus was to approve passage of the budget at the Council Meeting on September 27th.


Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to adjourn: MOTION CARRIED – TIME: 3:02 p.m.
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea














DATE: Wednesday, September 1, 2010
TIME: 12:00 noon
PLACE: City Hall Council Chambers

PRESENT:
Alderpersons Charles Barfield, Jerry Mizell, William Carrell, Robert Midnight, Nathan Anderson, David McManus with Alderman David Daugherty and Alderwoman Kimberly Brown both absent. Also present were Mayor Billy McDaniel, Corporate Counsel Rick Abell, CFO Patricia Suttles, Treasurer Kristy Stephenson, City Clerk Brenda Westbrooks, and Steve Vantreese from the news media along with a channel 6 camera man.

ROLL CALL
Barfield Present
Mizell Present
Carrell Present
Midnight Absent (arrived at 12:06 p.m.)



There were no minutes to be approved at this time.




Further Discussion on Fiscal Year 2010-2011 Budget

The discussion picked up with the Parks Department. With additions to Parks Department, Street Department, Wastewater Treatment and Water Department, leaves a deficit amount of approximately $650,000.


Mayor Vehicle and Insurance
There was a discussion regarding a vehicle for the Mayor and payment of his vehicle insurance.
Mayor McDaniel said he didn’t need a vehicle that he was fine using his vehicle which saves the City that money. He also said he didn’t care if the City reimbursed him for his truck insurance since he used it for City business if it was a problem.
Alderman McManus said he thought they were doing wrong by the way they are doing it and the Attorney, Rick Abell said he would research it along with talking with the Insurance Carrier (Gower Insurance) then give the Council his written opinion.
Mr. Abell did say that reimbursement expenses are fine and there shouldn’t be a problem but any extra compensation would need to be set by ordinance.



Moved by Alderman Robert Midnight and Second by Alderman Charles Barfield to go into Executive Session to discuss Department Head Salaries: MOTION CARRIED – TIME: 1:34 p.m.
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea

Around 2:50 p.m. the meeting was back to order in open session with everyone present but Alderman Jerry Mizell who had to leave around 2:00 p.m.

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

Alderman Nathan Anderson said he would like to discuss the money budgeted for the County before adjourning. He feels it should be cut and suggested cutting it 10% which would give them around $17,000 a month instead of the present $19,000.
After some discussion the general consensus was to leave it as budgeted that the savings to the City wouldn’t be great enough to help and would certainly hurt the County at the present time.

Moved by Alderman Robert Midnight and Second by Alderman Charles Barfield to adjourn: MOTION CARRIED – TIME: 3:17 P.M.
Barfield Yea
Mizell Absent
Carrell Yea
Midnight Yea














DATE: Wednesday, August 18, 2010
TIME: 12:30 p.m.
PLACE: Council Chamber in City Hall

PRESENT:
Aldermen Charles Barfield, Jerry Mizell, William Carrell, Robert Midnight, David McManus, and Nathan Anderson. Also present were Mayor Billy McDaniel, Deputy City Clerk Cherie Bush, Corporate Counsel Rick Abell, Trisha Suttles, Kristy Stephenson, and Verbal Blakey with BHM&G.

ROLL CALL
Barfield Present
Carrell Present
McManus Present
Mizell Present

Moved by Alderman Robert Midnight and Second by Alderman Charles Barfield to approve the minutes of the previous meeting held on August 11, 2010 as presented: MOTION CARRIED
Barfield Yea
Carrell Yea
McManus Yea
Mizell Yea

Committee Chairman Alderman Charles Barfield stated that we would continue the discussion on the 2010-2011 Fiscal Year Budgets starting with the General Fund.

Trisha Suttles stated that since Verbal Blakey was here that we could start with the Light Department. Trisha said that the light department had a beginning balance of 2.5 million with income of 8.6 million and after the expenditures of 7.9 million the ending balance was 3.2 million. The light department was the only department not dependant on gaming revenue.
Trisha said that she had included the $300,000 for the East End Voltage Conversion and also the $66,760 for the Energy Efficient Light Replacement.
Alderman Charles Barfield asked Trisha if we are sure that we will receive the grants.
Trisha said yes that it is an IMEA Grant.

Verbal Blakey with BHM&G passed out a Total Cost Estimate for the City of Metropolis Circuit Conversions. She said that recently she and Corporate Counsel Rick Abell had looked at the energy losses and for the city you have about an 11% line loss. She said that Metropolis has a lot of street lights and that is 3-4% energy loss. She said that you will be changing out 85 of your street lights however there are 7500 in town.
Verbal expressed concerns about the capacity of the 4KV Transformers and the West substation. She said that the transformers are 40 plus years old and she believed one if not both had been used when the city purchased them. She said that their life span is a concern and the city needs to look at taking the load off of that substation.
Verbal explained that if you look at the spreadsheet there are ways that you could gradually upgrade your system and take some of the load off of the west sub by doing a transformer conversion. She said that you could do this over a period of 15 years and possibly avoid a 2 million substation.
Verbal said we would finish the Laidlaw and East Circuits ($300,000) which would help take some of the load off of the East Substation and then go over to the west sub and take some load off of it.
There was some discussion concerning how you would take the load off of the West substation with Verbal stating you would start with the airport –hospital and work circuit by circuit building a new feed.

After further discussion it was the consensus of the committee to look into doing all of the circuit conversions on Verbal’s list by looking into a bond.
Kristy Stephenson City Treasurer stated that bond rates are currently low and cheaper.
Verbal also said that because of the current down turn in the economy many of the contractors are laying off their workers and you can get more for your money; because contractors are sending in 4 crews to get the jobs done faster.
Corporate Counsel Rick Abell stated that you could do a Revenue bond series one now and then some at a later date.
Kristy Stephenson expressed some concern in have the funds available to repay the bonds.
Verbal Blakey said that you could do it in 2 Phases while Phase 1 is being constructed you could be in the Planning of Phase 2.

Kristy Stephenson stated that if we do bonds then we need to dedicate electric department revenue to pay for the electric. We cannot share surplus electric revenue.
Corporate Counsel Rick Abell stated that you cannot take department funds – not suppose to take revenue from one department to another.
Kristy Stephenson said that with the bonds you can’t move money to another fund because those funds are committed.

It was the general consensus to do the East Circuit, the Energy Efficient Lighting and relay testing; also to go with a bond issue including the Electric System Voltage Conversion, and the SCADA System.

Verbal is to get quotes for lights after we get the grant notification for the energy efficient lighting.

There was a question concerning the leaning light poles on highway 45.
Mayor Billy McDaniel stated that one of the poles was hit last week and the light crew has tied it off to another pole.
Alderman Robert Midnight stated that we need to have our crews check into putting concrete around the base of those poles. This is another sore spot with the citizens of Metropolis.
Verbal Blakey stated that the manufactured has recommended putting the poles in concrete.

Moved by Alderman Jerry Mizell and Second by Alderman Charles Barfield to adjourn Time 1:52 p.m.: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
McManus Yea












DATE: Tuesday, July 6, 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, along with Mayor Billy McDaniel, Corporate Counsel Rick Abell, CFO Patricia Suttles, Treasurer Kristy Stephenson, City Clerk Brenda Westbrooks, Judy & Jim Penrod, Beth Clanahan, Karen Arnold, Bob Griffey, Tera Temple and Steve Vantreese.

ROLL CALL
Barfield Present
Mizell Present
Carrell Present
Midnight Present

Moved by Alderman Jerry Mizell and Second by Alderman Robert Midnight to approve the minutes of the previous meeting held on June 23, 2010 as presented: MOTION CARRIED
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea


Discussion on Insurance
Chairperson, Alderman Charles Barfield opened the meeting for discussion of the Independent Advisory Committee’s recommendations regarding the City’s health insurance.
Alderman Carrell quoted from state statutes as well as from some City Resolutions and motions.
Several retirees of the City were present with concerns to any proposed changes to their insurance.
The general consensus was that no one wants to take any insurance away from anyone. It was clearly stated that the retiree insurance would be left alone for those that are already retired.
It was still not clear as to what will be done regarding insurance for the Aldermen and City Treasurer.
Mr. Rick Abell said that whatever is decided it needs to be put in ordinance form and adopted by the Council and everyone agreed.
After the discussion on insurance the retirees left the meeting.

Economic Developers invoices for incentive pay:

Mr. Andy Clarke submitted two invoices for incentive pay to the Council one on Port District and the other on American Gymnastics. They were for $5,000 each.
At last Council meeting the one on the Port District was rejected so shouldn’t have been on this agenda. The other one was questioned because she is temporarily renting the City’s Community Center to conduct her business. After some discussion the following motion was made:


Moved by Alderman Robert Midnight and Second by Alderman Charles Barfield to recommend to the full Council to approve payment of incentive pay to Mark Twain (Andy Clarke) for American Gymnastics (Connie Smith) in the amount of $5,000: TIE VOTE
Barfield Yea
Mizell Nay
Carrell Nay
Midnight Yea

Alderman Midnight said that it will go on the next Council agenda for full Council consideration without a recommendation from the Committee.

Before adjourning the meeting Alderman Robert Midnight added that the concrete is being poured at the old Laidlaw site and we should be done with that cleanup project with the Brownsfield funding soon.
CFO Tricia Suttles said halleluiah!
Mrs. Suttles has been handling that project and it has been quite an undertaking, however she has done a great job.

Moved by Alderman Robert Midnight and Second by Alderman Jerry Mizell to adjourn: MOTION CARRIED – TIME: 2:45 P.M.
Barfield Yea
Mizell Yea
Carrell Yea
Midnight Yea











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