HomeMy WebLinkAbout04-12-2004 Meeting
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FINANCE & APPROPRIA nONS
COMMITTEE
COMMITTEE ROOM - April 12, 2004
2:00 P. M.
PRESENT: Hons: Bob Young, Mayor; Boyles, Chairman; Beard, Co-Chairman;
Grantham and Williams, members; Steve Shepard, Attorney; Fred Russell, Deputy.
Administrator; North Williamson, Tax Commissioners Office; Ron Crowden, Fleet
Manager; Lena Bonner, Clerk of Commission and Nancy Morawski, Deputy Clerk of
Commission.
Also Present: Hons. Sims, Smith, Colclough, Cheek and Hankerson,
Commissioners.
The Deputy Clerk: We have a request for an addition to approve the abatement of
taxes for 1634 Martin Luther King Blvd. and 1503 Chestnut Street. (Requested by
Commissioner Beard)
(No objections to adding this item)
Ms. Beard: These properties belong to Bethlehem Community Association which
is a non-profit organization, 5013C, and they have not been paying taxes.
Mr. Williams: I'd like to know a little more about this. Can we defer it until we
find out a little more about them? We could ask Mr. Williamson to check on those.
Mr. Williamson: Yes, sir, I'll do that.
CONSENT AGENDA ITEMS:
1. Consider request from RCCI to ask the Internal Auditor to audit the
Employees Benefit Fund, Petty Cash Fund, Inmate Store Fund and the
Inmate Trust Fund. (Referred from March 29 Finance)
2. Cons idler a request from the Mayor for a blanket purchase order through
December 31, 2004 for the purchase of frames for certificates and
proclamations.
6. Consider abatement of taxes on City property. (Please refer to attached list)
Mr. Williams: I move we approve items 1,2 and 6 as consent.
Mr. Grantham: Second.
Motion adopted unanimously.
3.
Approve the revision to the Fleet Replacement Policy (October 1998).
Mr. Crowden made a presentation about the revision to the policy.
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After a discussion ofthe various aspects of the policy, Mr. Grantham: I'll make
the motion that we receive the information and approve the request for the revised fleet
replacement policy.
Mr. Williams: Second.
Motion adopted unanimously.
(Discussion continues on the addendum item)
Mr. Williamson: The property at 1634 Martin Luther King Blvd. has no taxes on
it and is already indicated as being exempt. 1503 Chestnut Street has three years' back
taxes totaling $113.00.
Mr. Williams: I move to abate the taxes at 1503 Chestnut Street.
Mr. Grantham: Second.
Motion adopted unanimously.
Mr. Chairman: All right. We'll put it on consent.
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Mr. Grantham: Can this also be included on the consent agenda?
Mr. Williams: We can do that unless somebody pulls it.
4. Receive as information a report from Fleet Management regarding the
leasing of light vehicles.
Mr. Crowden gave a report on the situation ofleasing light vehicles.
Ms. Beard: I move we receive this as information.
Mr. Williams: Second.
Motion adopted unanimously.
5. Approve the refinancing of two series 1996A and 1997 Revenue Bonds with a
lower interest rate estimated at 67% of LIBOR or 3..88%.
Mr. Williams: I so move.
Mr. Grantham: Second.
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Motion adopted unanimously.
7.
Discuss the development of an internal control process. (Requested by
Commissioner Williams)
Mr. Williams: I was concerned with the problems we've having in some areas of
the government and I'd like to see some controls put in place with the internal auditor or
the administrator to prevent some problems. We don't know how many hours the
internal auditor puts in. There should be some process in place to catch some of the
problems before they happen. We're having to pay money after the fact to make
corrections.
Mr. Grantham: I think I'm hearing two things from you. One is we want a check
and balance on the internal auditor and then we'd like to be able to discover the necessary
incidents that are taking place and if we could get them ahead of time, that would be great
to have.
Mr. Shepard: We have approved the internal auditor's work schedule each year.
Mr. Chairman: In the next few weeks we're going to have a work session to meet
with the Tax Assessors Office. Could we do a little more research on this and then bring
it back as an agenda item for that session?
Mr. Williams: I move that we refer this to our work session.
Mr. Grantham: Second.
Motion adopted unanimously.
ADJOURNMENT: There being no further business, the meeting was adjourned.
Lena J. Bonner
Clerk of Commission
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FINANCE & APPROPRIATIONS
AGENDA
COMMITTEE ROOM - April 22, 2004
11:30 A. M.
1. Report ofPirst Quarter Preliminary Digest Totals.
2. Review first quarter January I-March 31,2004 fiscal year operating financial
statements and accept as information.
3. Consider abatement of tax balance on Map 131, Parce128.
4. Consider abatement of tax balance on property of Board of Education.
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FINANCE & APPROPRIATIONS
AGENDA
COMMITTEE ROOM - April 12, 2004
2:00 P. M.
I. Consider request from RCCI to ask the Internal Auditor to audit the Employees
Benefit Fund, Petty Cash Fund, Inmate Store Fund and the Inmate Trust Fund.
(Referred from March 29 Finance)
'2. Consider a request from the Mayor for a blanket purchase order through
December 31, 2004 for the purchase of frames for certificates and proclamations.
3. Approve the revision to the Fleet Replacement Policy (October 1998).
4. Receive as information a report from Fleet Management regarding the leasing of
light vehicles.
5. Approve the refinancing of two series 1996A and 1997 Revenue Bonds with a
lower interest rate estimated at 67% of LIB OR or 3.88%.
6. Consider abatement of taxes on City property. (Please refer to attached list)
7. Discuss the development of an intemal control process. (Requested by
Commissioner Williams)
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ADDENDUM
FINANCE & APPROPRIATIONS AGENDA
April 12, 2004
2:00 P. M.
ADDITION TO THE AGENDA:
1. Approve abatement of taxes for 1634 Martin Luther King Blvd. and 1503
Chestnut Street. (Requested by Commissioner Beard)
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