Finance Committee

FINANCE COMMITTEE JANUARY 28, 2020 MINUTES CALL TO ORDER The regular monthly meeting of the City of Clarksville Finance Committee was called to order by Chairman Jeff Burkhart on Tuesday, January 28, 2020, at 3:30 p.m. in the City Hall Conference Room, 1 Public Square, Clarksville, Tennessee. ATTENDANCE PRESENT: Jeff Burkhart, Tim Chandler, Valerie Guzman, Jeff Henley, Stacey Streetman ADOPTION OF MINUTES Councilman Henley made a motion to adopt the December 23, 2019 minutes as presented. The motion was seconded by Councillady Guzman. A voice vote was taken; the motion passed without objection. PURCHASING DEPARTMENT Director of Purchasing Camille Thomas presented the monthly bid summary and noted vendor interest had increased since bids were now being posted on a national data base. Ms. Thomas reported award of the following professional service contracts: ● Recreation - Chlorine and Air Sampling Testing at the New Providence Pool from GHP Environmental and Architecture in the amount of $2,970.00. ● Recreation/Project Management - Boundary & Topographic Survey of 1004 Franklin Street from McKay-Burchett & Co. in an amount not to exceed $1,500.00.  ● Recreation/Project Management - Design Services for the Improvements at Pettus Park from Moore Engineering in the amount of $25,000.00. ● Street Department - Design Services for the 4th Street and College Street Signal from KCI Technologies, LLC in the amount of $14,675.00. ● Street Department - Design Services for a New Retaining Wall for the Riverview Cemetery from K & S Engineering in the amount of $1,500.00. ● Street Department - Intersection Improvements at Ted Crozier Blvd./Dunlop Lane, Allen Rd./Tiny Town Rd. and Glendale Dr./Ashland City Rd. from Civil-Site Clarksville, PLLC in the amount of $79,750.00. ● Gas &Water - Fee Increase for Additional Flow Monitoring Services from ADS Environmental Services (1st Contract Renewal) in the amount of $58,200.00. ● Gas &Water - Tower Climber Training from Honeywell/Miller Training in the amount of $7,969.50. ● Project Management - Boundary & Topographic Survey of the Frost Morn Property from McKay-Burchett & Co. in an amount not to exceed $6,500.00. Ms. Thomas also reported sales of surplus property on ​GovDeals.com ​during December 2019 in the amount of $​38,896.00. GENERAL FUND REPORT Chief Financial Officer Laurie Matta said revenues had exceeded expenditures by $769,000 during the first six months of FY20, $9.1 million more than the previous year. She said revenue collections were 3% ahead of projections with 48% of budgeted revenues already collected, including $17.4 million in property taxes. Local Option Sales Tax collections were 1.8% more than the previous year with a total of $5.9 million; $ 1.4 million for the General Fund, $72,000 for the Road Fund, and $7.4 million for schools. Ms. Matta said $2.7 million of $30.2 million invested had been spent on capital projects during the current fiscal year. The audited beginning FY20 Fund Balance was $28.2 million or 27% of expenditures. There was no grant activity during December. Ms. Matta said she would research smaller investment options because the LGIP rate had increased. Mayor Pitts said the General Fund audit was completed on time and with no findings. DEPARTMENT OF ELECTRICITY REPORT CDE Chief Financial Officer David Johns said repairs to the electrical plant following the November storms totaled $3 million for which the department would be requesting reimbursement from FEMA. The Electric Division had earned $6.4 million through  December and the Broadband cash balance had reached $5.8 million with a net income of $433,000. Christy Batts said Broadband was selling more services to existing customers. CITY ATTORNEY REPORT City Attorney Lance Baker reported payment of the following legal expenditures: ● Bradley Arant, ​Kimberly Black v. City​ - $4,633.00 ● Bass Berry & Sims,​ Environmental Matters​ - 180.97 Mr. Baker noted the Tennessee River Keepers showed no interest in settling prior to their filing of a lawsuit against the City. COMMITTEE ACTION No committee action was required. RESIDENTIAL PLUMBING FEE ORDINANCE 54-2019-20 ​(First Reading) Amending the Official Code relative to residential new construction plumbing permit fee Building & Codes Interim Director David Smith said this proposed change would streamline payments for new residential construction by creating a flat fee. The recommendation of the Public Safety Committee was for approval. Councilman Henley made a motion to forward this ordinance to the City Council with a recommendation of approval. The motion was seconded by Councilman Chandler. A voice vote was taken; the motion passed without objection. EAST MONTGOMERY UTILITY DISTRICT RESOLUTION 41-2019-20 ​Authorizing an interlocal agreement with East Montgomery Utility District for sanitary sewerage services Gas & Water General Manager Marks Riggins said this agreement would allow developers to extend gravity sewer into the utility district service area. The recommendation of the Gas & Water Committee was for approval. Councilman Henley made a motion to forward this ordinance to the City Council with a recommendation of approval. The motion was seconded by Councillady Streetman. A voice vote was taken; the motion passed without objection. TODD COUNTY FISCAL COURT AGREEMENT RESOLUTION 42-2019-20 ​Authorizing an interlocal agreement with Todd County Fiscal Court for natural gas infrastructure Mr. Riggins said the City will have four representatives (Councillady ​Valerie Guzman, Suzanne Langford, Troy Jones, and Mark Riggins) ​on this board and noted that Todd County will own the gas lines and the City of Clarksville will be the end customer. The recommendation of the Gas & Water Committee was for approval. Councillady Guzman made a motion to forward this resolution to the City Council with a recommendation of approval. The motion was seconded by Councilman Chandler. A voice vote was taken; the motion passed without objection. POLICE DISTRICT 3 PRECINCT ORDINANCE 55-2019-20 ​(First Reading) Accepting donation of property from the Industrial Development Board and Montgomery County Commission for Police District 3 Project Manager David Smith said the IDB had agreed to donate .13 acres of land in the Industrial Park needed to build Police District 3 next to Fire Station 12. The recommendation of the Public Safety Committee was for approval. Councilman Henley made a motion to forward this ordinance to the City Council with a recommendation of approval. The motion was seconded by Councilman Chandler. A voice vote was taken; the motion passed without objection. K-9 DONATION RESOLUTION 39-2019-20 ​Authorizing retirement of Patrol Service Dog Leonidas from the K-9 Unit and further authorizing donation of same to Police Officer Gary Mefford Police Chief Al Ansley said this service dog had been part of the K-9 Unit for nine years and had suffered a severe spinal injury. The recommendation of the Public Safety Committee was for approval. Councillady Guzman made a motion to forward this resolution to the City Council with a recommendation of approval. The motion was seconded by Councillady Streetman. A voice vote was taken; the motion passed without objection. POLICE-APSU AGREEMENT RESOLUTION 40-2019-20 Authorizing a Mutual Aid Agreement with Austin Peay State University for police services  Chief Ansley said this agreement would give the university police access to the CPD radio frequency at no cost to the City. The recommendation of the Public Safety Committee was for approval. Councilman Henley made a motion to forward this resolution to the City Council with a recommendation of approval. The motion was seconded by Councillady Guzman. A voice vote was taken; the motion passed without objection. OPEN ROADS POLICY RESOLUTION 43-2019-20 ​Authorizing an Interlocal Agreement with the Tennessee Department of Safety and Homeland Security Chief Ansley said this resolution would renew the 2015 agreement to clear and keep state roadways open after a vehicle crash. Councilman Henley made a motion to forward this resolution to the City Council with a recommendation of approval. The motion was seconded by Councillady Streetman. A voice vote was taken; the motion passed without objection. PUBLIC COMMENTS There were no public comments. ADJOURNMENT The meeting was adjourned at 4:08 p.m. ADOPTED: February 25, 2020