Finance Committee

FINANCE COMMITTEE MARCH 23, 2021 MINUTES PUBLIC MEETING CALL TO ORDER The public meeting of the City of Clarksville Finance Committee was called to order by Chairperson Stacey Streetman on Tuesday, March 23, 2021, at 4:30 p.m. in the City Hall Conference Room, 1 Public Square, Clarksville, Tennessee. This meeting was conducted in person and via Zoom. ATTENDANCE IN PERSON: Travis Holleman, Jason Knight, Wallace Redd, Stacey Streetman VIA ZOOM: Karen Reynolds APPROVAL OF ELECTRONIC MEETING In order to comply with the technical aspects of the Governor’s Executive Order regarding holding open meetings in a forum other than in the open and in public, the Finance Committee determines that meeting electronically is necessary to protect the health, safety, and welfare of its citizens due to the COVID-19 outbreak. Councilperson Knight made a motion to approve the electronic meeting. The motion was seconded by Councilperson Holleman. The following vote was recorded: AYE: Holleman, Knight, Redd, Reynolds, Streetman The motion to approve the electronic meeting unanimously passed. MINUTES Councilperson Holleman made a motion to adopt the February 23rd minutes as presented. The motion was seconded by Councilperson Redd. The following vote was recorded: AYE: Holleman, Knight, Redd, Reynolds, Streetman The motion to adopt the February 23rd minutes as presented unanimously passed. PURCHASING DEPARTMENT REPORT Director of Purchasing Camille Thomas presented the monthly bid summary and reported award of the following professional service contracts: ● Gas & Water - Fee increase for the design of the Main Complex Fire & Security System Replacement from WBW Engineering, Inc. in the amount of $12,340.00 for a total contracted cost of $26,350.00. ● Finance, Gas & Water & Transit - GASB OPEB Actuarial Services from Findley in an amount not to exceed $15,000.00. ● Project Management - Renovation & New Construction Economic Feasibility Study for Post Demolition of the Frosty Morn Building from Powell Architecture in the amount of $3,000.00. ● Fire - Preliminary Geotechnical Investigation of the Fire Admin/Training Building from ECS Southeast in the amount of $8,300.00. Ms. Thomas reported sales of surplus property on GovDeals.com for the month of February 2021 in the amount of $21,751.88. GENERAL GOVERNMENT REPORT Chief Financial Officer Laurie Matta said 73% of FY21 budgeted revenues had already been collected and noted spending was 94% less than the previous year. Departments were $9.2 million under budget. Sales tax collection was 9% more than FY20. Local Option Sales Taxes generated $2 million for the General Fund, $108,000 for the Road Improvement Fund, and $7.4 million for schools. The estimated Fund Balance was $43.9 million or 39% of budgeted expenditures. DEPARTMENT OF ELECTRICITY REPORT CDE Chief Financial Officer David Johns said the Broadband Division cash reached $6.2 million and noted the interdivisional loan would be paid in full by June 30, 2021. The Broadband net income was $3.7 million. Operating revenues totaled $2.1 million. Christy Batts said the division had a good subscriber month. Mr. Johns said the Electric Division year-to-date earnings totaled $10.9 million resulting from higher power usage and said electric operating revenues were up 10.5%. SOLAR FARM PROJECT CDE General Manager Brian Taylor shared a video announcing a solar farm project. He said Tennessee Valley Authority is the sole provider and regulator of their electric power. He said TVA was making efforts to become carbon-free. Mr. Taylor said 59% of the power currently purchased from TVA is already carbon-free. He said this 30-year partnership will allow CDE to purchase from other sources at 8 cents/kwh as opposed to 4.4 cents/kwh from TVA. He noted the solar farm would be constructed on an undevelopable portion of the Exit 8 property. CITY ATTORNEY REPORT City Attorney Lance Baker reported payment of the following legal expenditures: ● Burr Forman, TN River Keepers v. City - $3,431.00 ● Burr Forman, 1880 Ashland City Rd Claim - $3,930.50 ● Bradley Arant, Kimberly Black v. City - $406.00 ● Bradley Arant, Jeff Robinson v. City - $20,926.90 ● Klein Solomon, Ethics Complaint matters (March)- $8,722.50 ● Klein Solomon, Ethics Complaint matters (Feb) - $6,960.00 HUMAN RESOURCES NEW POSITION Approval to add Administrative Support Assistant position for Human Resources - not to exceed $9,000 for balance of FY21 with total annual cost, including salary and benefits, not to exceed $49,914 Human Resources Director Will Wyatt said this new employee would perform general clerical duties at the entry pay level. Councilperson Knight made a motion to approve this position. The motion was seconded by Councilperson Holleman. The following vote was recorded: AYE: Holleman, Knight, Redd, Reynolds, Streetman The motion to approve this new position for Human Resources unanimously passed. JUNETEENTH HOLIDAY FUNDING ORDINANCE 74-2020-21 (First Reading) Amending the Operating Budget for FY21 for Governmental Funds to add funding to support the Juneteenth holiday This ordinance was referred to the Finance Committee by the City Council on March 4th for further review. Councilperson Streetman said the holiday was approved and funding must be put in place for FY21. Councilman Knight made a motion to send this ordinance back to the City Council with a recommendation of approval. The motion was seconded by Councilperson Holleman. The following vote was recorded:  AYE: Knight, Reynolds, Streetman NAY: Holleman, Redd The motion to send this ordinance to the City Council with a recommendation of approval passed. INTERNAL SERVICE FUND/VOTING RESTRICTIONS ORDINANCE 80-2020-21 (First Reading) Amending the Official Code relative to the Internal Service Fund This ordinance was referred to the Finance Committee by the City Council on March 4 for further review. Councilperson Knight made a motion to refer this ordinance back to the City Council with a recommendation of approval. The motion was seconded by Councilperson Holleman. Mr. Baker said this amendment should be researched relative to laws regarding voting rights. Councilperson Redd made a motion to postpone committee action to the August meeting. The motion was seconded by Councilperson Holleman. The following vote was recorded: AYE: Holleman, Knight, Redd, Reynolds, Streetman The motion to postpone committee action to the August meeting unanimously passed. BI COUNTY WASTE AGREEMENT RESOLUTION 63-2020-21 Authorizing an Interlocal Agreement with Bi County Solid Waste Management to accept biosolids from the wastewater treatment plant Gas-Water-Sewer General Manager Mark Riggins briefly explained the process of wastewater treatment and highlighted the terms of the agreement. Councilman Redd made a motion to forward this resolution to the City Council with a recommendation of approval. The motion was seconded by Councilperson Knight. The following vote was recorded: AYE: Holleman, Knight, Redd, Reynolds, Streetman The motion to forward this resolution to the City Council with a recommendation of approval unanimously passed. CARES ACT FUNDING ORDINANCE 81-2020-21 (First Reading) Amending the FY21 Housing & Community Development Budget for CARES Act Part 1 Program Funding Housing & Community Development Finance Director Deborah Johnson said this ordinance will allow for official disbursement of funds. In response to Councilperson Reynolds’ question, HCD Director Dennis Newburn said he would  investigate whether The Salvation Army discriminates against the LGBTQ community. The following vote was recorded: AYE: Holleman, Knight, Redd, Reynolds, Streetman The motion to forward this ordinance to the City Council with a recommendation of approval unanimously passed. ORDINANCE 82-2020-21 (First Reading) Amending the FY21 Housing & Community Development Budget for CARES Act Round 3 Program Funds Dennis Newburn Mrs. Johnson said this ordinance shows new allocations from the original funding program and gives the department authority to spend the funds. AYE: Holleman, Knight, Redd, Reynolds, Streetman The motion to forward this ordinance to the City Council with a recommendation of approval unanimously passed. TBI TASK FORCE MOU RESOLUTION 62-2020-21 Authorizing a Memorandum of Understanding between the City of Clarksville (Police Department) and the TBI relative to the TBI Criminal Investigation Division Task Force Councilperson Redd made a motion to forward this resolution to the City Council with a recommendation of approval. The motion was seconded by Councilperson Reynolds. Councilperson Reynolds said the Public Safety Committee recommended approval. The following vote was recorded: AYE: Holleman, Knight, Redd, Reynolds, Streetman The motion to forward this resolution to the City Council with a recommendation of approval unanimously passed. PUBLIC COMMENTS No requests for public comments were submitted. In response to Councilperson Reynolds’ question, Ms. Matta said until the Mayor presents a proposed budget to the City Council, members cannot take action on any future budget appropriations. NON-PUBLIC MEETING Mr. Baker met in a non-public meeting at 5:45 p.m. with members of the Finance Committee who were attending in person regarding the Erin Clark v. City case. PUBLIC MEETING RECONVENE The public meeting was reconvened at 5:53 p.m. Mr. Baker stated the settlement offer of former Gas & Water employee Erin Clark who was terminated for serious safety violations. Upon advice of the City Attorney, Councilperson Redd made a motion to reject the settlement offer of $75,000. The motion was seconded by Councilperson Knight. In an effort to re-state the motion in the affirmative, Councilperson Knight made a motion to amend the main motion to approve the settlement offer. The motion was seconded by Councilperson Redd. The following vote was recorded: AYE: Holleman, Knight, Redd, Streetman The amendment passed. The following vote on the main motion as amended was recorded: NAY: Holleman, Knight, Redd, Streetman The motion to approve the settlement offer failed. ADJOURNMENT The meeting was adjourned at 5:58 p.m. ADOPTED: April 27, 2021