Finance Committee

FINANCE COMMITTEE JULY 27, 2021 MINUTES CALL TO ORDER The regular monthly meeting of the City of Clarksville Finance Committee was called to order by Chairperson Stacey Streetman on Tuesday, July 27, 2021, at 4:30 p.m. in the City Hall Conference Room, 106 Public Square, Clarksville, Tennessee. ATTENDANCE PRESENT: Travis Holleman, Wallace Redd, Karen Reynolds, Stacey Streetman NOTE: Former Councilperson Jason Knight resigned from the City Council on July 27, 2021 MINUTES Councilperson Redd made a motion to adopt the minutes for meetings held June 22 and July 22 as presented. The motion was seconded by Councilperson Holleman. A voice vote was taken; the motion passed without objection. PURCHASING On behalf of Director of Purchasing Camille Thomas, who was attending a conference, Chief Financial Officer Laurie Matta presented the bid summary and reported award of the following professional service contracts: ● Project Management - Replacement Design and Construction Administration for the Replacement of the Boiler at City Hall from APW Engineering, LLC in the amount of $19,875.00. ● Project Management - Preliminary Architectural Design Services for Various Grant Applications from Powell Architecture in the amount of $40,262.50. ● Project Management - Update of the Economic Impact Study for the Performing Arts Center from Randall Gross Development Economics in the amount of $28,986.00.  ● Recreation - Geotechnical Investigation for the Athletic Complex Road Design from ECS in the amount of $2,000.00. ● Recreation - Geotechnical Investigation (required by the Street Dept.) for the Athletic Complex Road from ECS in the amount of $10,000.00. ● Street Dept. - Whitfield Road Improvements Design from Gresham Smith & Partners in the amount of $87,000.00. Ms. Matta reported sales of surplus property on GovDeals.com during the month of June in the amount of $55,368.88. GENERAL GOVERNMENT Chief Financial Officer Laurie Matta said according to preliminary year-end figures, revenues were exceeding expenditures by $3.8 million. She said 100% of budgeted revenues, plus $200,000, had been collected by June 30, 2021. 97% of billed property taxes had been collected and all departments ended the year under budget. Current sales tax collection was 12% more than the previous year with $8.2 million Local Option Sales Taxes collected; $2 million for the General Fund, $100,000 for the Road Improvement Fund, and $6.4 million for schools. Capital project spending totaled $17.3 million of $52.3 million invested. The department had recently applied for a Tennessee Department of Agriculture grant for downtown tree replacement. DEPARTMENT OF ELECTRICITY CDE Chief Financial Officer David Johns said the Broadband Division ended the month with cash of $5 million which was $2.8 million less than the previous month because of the final interdivisional loan payment. Broadband showed $2.2 million in operating revenue with a net income of $416,000. Mr. Johns said the Electric Division plant activity was normal, but was showing a $1 million loss due to late billing and purchase of power. CITY ATTORNEY City Attorney Lance Baker reported payment of the following legal expenditures: ● Marks, Shell & Maness, Urban Farms $962.50 ● Bradley Arant, Employment matters, $315.00 ● Bradley Arant, Kimberly Black v. City, $12,646.00 Mr. Baker said this case was in the appeal stage. ● Bradley Arant, Robinson v. City, $13,739.85 Mr. Baker said the parties were still working on a settlement. ● Klein Solomon Mills, Ethics Complaint, $6,725.00 ● Burr Forman, Tennessee Riverkeepers, $513.50 Mr. Baker said this settlement proposal would be presented to the City Council for approval. HOUSING & COMMUNITY DEVELOPMENT Housing & Community Development Director Dennis Newburn requested a new position of Administrative Support Specialist and said it would replace a position previously eliminated and that no new funds were required. Councilman Holleman made a motion to approve this request. The motion was seconded by Councilperson Redd. A voice vote was taken; the motion passed without objection. SHORT TERM RENTALS ORDINANCE 109-2020-21 (First Reading) Amending the Official Code relative to Short Term Rentals (exemption for individual owners) This ordinance was postponed on June 22, 2021. Councilperson Redd, Sponsor, made a motion to postpone action to the next regular committee meeting. The motion was seconded by Councilperson Holleman. A voice vote was taken; the motion passed without objection. Mr. Baker reminded members of the City Code provision that states legislation reviewed by committees must be forwarded to the City Council within 45 days of initial presentation. Councilperson Redd made a motion to rescind the previous vote. The motion was seconded by Councilperson Holleman. A voice vote was taken; the motion passed without objection. Councilperson Redd made a motion to forward this ordinance to the City Council with a recommendation of approval. The motion was seconded by Councilperson Holleman. A voice vote was taken; Councilperson Streetman voted “nay.” The motion passed. DEBT REIMBURSEMENT RESOLUTION 8-2021-22 Declaring intent of the City of Clarksville to reimburse itself not to exceed $7,500,000 for certain expenditures with proceeds from general obligation bonds, notes, or other debt obligations to be issued by the City Ms. Matta said this resolution declares the City’s intent to reimburse itself if expenses are incurred prior to the bond issue. Councilperson Redd made a motion to forward this resolution to the City Council with a recommendation of approval. The motion was seconded by Councilperson Holleman. A voice vote was taken; the motion passed without objection. INFORMATION TECHNOLOGY CODIFICATION ORDINANCE 3-2021-22 (First Reading) Amending the Official Code to establish responsibilities for the Department of Information Technology and the Chief Information Officer, and establishing regulations for acquisition of technology resources Director of Information Technology Amie Wilson said this addition to the City Code would establish guidelines and responsibilities for the IT Department and noted the department was currently using the policies included. Councilperson Holleman made a motion to forward this ordinance to the City Council with a  recommendation of approval. The motion was seconded by Councilperosn Redd. A voice vote was taken; the motion passed without objection. MT. OLIVE SOCIETY MONUMENT DONATION RESOLUTION 5-2021-22 Authorizing a Memorandum of Understanding with Mt. Olive Cemetery Historical Preservation Society and accepting donation of the United States Colored Troops Monument The Parks & Recreation Committee recommended approval of this resolution. Director of Parks & Recreation Jennifer Letourneau said if accepted, the monument would be placed at Fort Defiance Park at no cost to the City.. Councilperson Redd made a motion to forward this resolution to the City Council with a recommendation of approval. The motion was seconded by Councilperson Holleman. A voice vote was taken; the motion passed without objection. COMBAT VETERANS MEMORIAL WALL DONATION RESOLUTION 6-2021-22 Authorizing a Memorandum of Understanding with Combat Veterans Motorcycle Association pertaining to a memorial wall at Patriots Park The Parks & Recreation Committee recommended approval of this resolution. Ms. Letourneau said the memorial wall honoring soldiers who had fallen since 911 would be placed at no cost to the City. Councilperson Redd made a motion to forward this resolution to the City Council with a recommendation of approval. The motion was seconded by Councilperson Holleman. A voice vote was taken; the motion passed without objection. HANDLE WITH CARE PROGRAM RESOLUTION 1-2021-22 Authorizing an interlocal agreement between Clarksville Police, Clarksville Fire Rescue, Montgomery County Sheriff, Montgomery County Volunteer Fire Service, Montgomery County Emergency Medical Services, and Clarksville-Montgomery County Schools for the Handle With Care Pilot Program The Public Safety Committee recommended approval of this resolution. Police Chief David Crockarell said this agreement would allow the school system to be aware of students who have experienced recent trauma so that appropriate actions can be taken without disruption to classes. Councilperson Redd made a motion to forward this resolution to the City Council with a recommendation of approval. The motion was seconded by Councilperson Holleman. A voice vote was taken; the motion passed without objection. WHITFIELD-NEEDMORE INTERSECTION PROPERTY EXCHANGE ORDINANCE 5-2021-22 (First Reading) Authorizing an agreement for purchase of an easement right-of-way for the Whitfield Road-Needmore Road intersection improvements and to convey city property in exchange therefore  Street Department Engineer Chris Cowan said this major intersection improvement project significantly impacted two private properties and explained this agreement would allow the City to transfer unused property to the private property owner who donated right-of-way land for the project. Councilperson Redd made a motion to forward this resolution to the City Council with a recommendation of approval. The motion was seconded by Councilperson Holleman. A voice vote was taken; the motion passed without objection. PUBLIC COMMENTS There were no public comments. ADJOURNMENT The meeting was adjourned at 5:05 p.m. ADOPTED: August 24, 2021