NEWBERN BOARD OF MAYOR AND ALDERMEN

Date: June 19, 2016

The Newbern Board of Mayor and Aldermen met in regular session in the Board Meeting Room at the Newbern Municipal Building. Mayor Olen K. Parker presiding. Aldermen present were Vice Mayor John Flatt, Robert Hart, Justin Wright, Daniel Watson, Kirby Ogden and Bradley Rogers. Also present were City Recorder Jason Roberts, Office Manager Cindy Reed, Chief of Operations Jim Richards and Police Chief Red Barnes.

CALL TO ORDER AND APPROVAL OF MINUTES

Mayor Parker called the meeting to order and asked Alderman Watson to lead the board in prayer. Mayor Parker asked if the Board of Mayor and Aldermen had reviewed the minutes from last month’s meeting. Alderman Hart made a motion to approve the minutes and was seconded by Alderman Ogden. All voted aye and the minutes were approved.

VISITORS AND VISITOR BUSINESS

JEFF GRIFFIN with the Moose Lodge requested permission to place wreaths at the cemetery in honor of the veterans through a program called Wreaths Across America. Alderman Hart made a motion to approve the program and was seconded by Alderman Flatt.

JEFF HARRISON addressed the board concerning property condemnations. Mr. Harrison stated that he had a property that was scheduled for condemnation and was concerned about his driveway and trees. Street Supervisor Steve Dodds stated that the drive was not on the removal list.

OLD BUSINESS

BUDGET DISCUSSION

Mayor Olen Parker addressed the board and asked if any Alderman had any questions concerning the budget proposals discussed at the public hearing. A motion was made by Alderman Wright to dispense Ordinance 17-01 with reading and was seconded by Alderman Watson. A motion was made by Alderman Hart to dispense with reading Ordinance 17-02 with reading and was seconded by Alderman Watson. A motion was made by Alderman Ogden to dispense with reading Resolution 17-03 and was seconded by Alderman Watson. All voted aye and the motion carried.

FENCING

A motion was made Alderman Flatt to approve the low bid of Weakley Co. Fence for the erection of a fence at the City Shop building and was seconded by Alderman Hart. All voted aye and the motion carried.

DEPARTMENT REPORTS

NEWBERN HISTORICAL SOCIETY

NONE

POLICE DEPARTMENT REPORT

Chief of Operations Jim Richards requested permission to hire part time dispatcher Myra West. Alderman Hart made a motion to approve the hire and was seconded by Alderman Wright. Police Chief Red Barnes addressed the board with an update on the new police vehicles. Chief Barnes also requested permission to hire Cranston Fisk as a new officer. Alderman Hart made a motion to approve the new hire and was seconded by Alderman Ogden.

PUBLIC WORKS

Monthly status reports were presented to the Alderman prior to the meeting.

FIRE DEPARTMENT

Chief Cottrell presented an insurance quote for fireman on workers comp. Recorder Roberts was charged with looking into the policy.

PLANNING COMMISSION

NONE

VMS

Lance Smith addressed the board and stated that all is well.

ATTORNEY BILL

A motion was made by Alderman Wright to approve the attorney’s bill and was seconded by Alderman Flatt. All voted aye and the motion carried.

LIBRARY

NONE

NEW BUSINESS

HOLLAND CONDEMNATION

Ellen Holland addressed the board and requested an extension on her condemnation. Mrs. Holland stated that she had several inquiries and wanted three months to attempt to facilitate the sale. A motion was made by Alderman Flat to approve the extension and was seconded by Alderman Watson. All voted aye and the motion carried.

DELBERT WEBB CONDEMNATION

Mayor Parker stated that Delbert Webb had requested an extension on his property. Mayor Parker stated that much work had been done to the structure and was ongoing. A motion was made by Alderman Wright and seconded by Alderman Flatt to grant the three month extension. All voted aye and the motion carried.

CITY RETIREMENT PLAN

Recorder Roberts was directed to solicit options on changes to the City’s Retirement plan.

COLA RAISES

A motion was made by Alderman Flatt to approve 3% raises for employees of the City. The motion was seconded by alderman Hart. All voted aye and the motion carried.

BAD DEBT WRITE OFF

Recorder Roberts presented the annual bad debt write off for the City. Recorder Roberts stated that the debt must be written off annually but collection efforts would continue. A motion was made by Alderman Hart to approve the write off and was seconded by Alderman Watson. All voted aye and the motion carried.

CLOSING REMARKS

NONE

MAYOR’S REPORT

A copy of Mayor Parker’s report is attached as exhibit A.

ADJOURNMENT

Mayor Parker led the meeting in the Pledge of Allegiance and adjourned the meeting by acclamation.

SPECIAL CALLED MEETING

NEWBERN BOARD OF MAYOR AND ALDERMEN

June 24, 2016

The Newbern Board of Mayor and Aldermen met in called session at the Newbern Municipal Building. Mayor Olen K. Parker presiding. Aldermen present were Vice Mayor John Flatt, Robert Hart, Justin Wright, Daniel Watson, Kirby Ogden and Bradley Rogers. Also present were City Recorder Jason Roberts and Office Manager Cindy Reed.

CALL TO ORDER

Mayor Parker called the meeting to order and stated the purpose of the called meeting was to discuss the proposed 2016-2017 budgets for the City of Newbern. Mayor Parker asked Recorder Roberts to present the information.

BUDGET PRESENTATION

Recorder Roberts addressed the board and presented the proposed revenues and expenditures for the General Fund, Underground Utilities and Electric Department. The proposed figures were as follows:

GF

REVENUES
BUDGETED: $3,774,547
ACTUAL: $3,085,631
PROPOSED: $4,990,347 
%: 82%

EXPENSES
VARIANCE: $ 467,446
PROPOSED: $ 27,732

BUDGETED: $3,743,705
ACTUAL: $2,618,185
PROPOSED: $4,962,615  
%: 70%

SSA

REVENUES
BUDGETED: $ 90,100  
ACTUAL: $ 66,901 
PROPOSED: $ 90,100
%: 74%

EXPENSES
VARIANCE: $ 20,423
PROPOSED: $100

BUDGETED: $ 90,000
ACTUAL: $ 46,478
PROPOSED: $ 90,000
%: 52%

DRUG

REVENUES
BUDGETED: $ 6,250  
ACTUAL: $ 1,586
PROPOSED: $ 6,250  
%: 25%

EXPENSES
VARIANCE: $884
PROPOSED -

BUDGETED: $ 6,250
ACTUAL: $ 702
PROPOSED: $ 6,250  
%: 11%

WATER

REVENUES
BUDGETED: $2,283,300  
ACTUAL: $2,037,682
PROPOSED: $ 2,299,300
%: 89%

EXPENSES
VARIANCE $ 141,794
PROPOSED $ 17,500

BUDGETED: $2,258,400
ACTUAL: $1,895,888
PROPOSED: $ 2,281,800
%: 84%

GAS

REVENUES
BUDGETED: $1,667,500  
ACTUAL: $1,341,814
PROPOSED: $ 1,716,500
%: 80%

EXPENSES
VARIANCE: $ (598,428)
PROPOSED $ 8,350

BUDGETED: $1,627,650
ACTUAL: $1,940,242
PROPOSED: $1,708,150
%: 119%

RW

REVENUES
BUDGETED: $ 801,000  
ACTUAL: $ 727,235
PROPOSED:  $ 802,000
%: 91%

EXPENSES
VARIANCE: $ 46,881
PROPOSED: $ 8,100

BUDGETED: $ 799,800
ACTUAL: $ 680,354
PROPOSED: $ 793,900
%: 85%

ELECTRIC

REVENUES
BUDGETED
ACTUAL
PROPOSED
% $9,939,700 $8,425,419 $10,157,700 85%

EXPENSES
VARIANCE $ 263,652
PROPOSED $ 5,500

BUDGETED: $9,868,700
ACTUAL: $8,161,767
PROPOSED: $10,152,200
%: 83%

The board discussed each fund in detail. The proposed budgets included adjusted numbers for changes in the employees health insurance coverage. Alderman Flatt presented information of potential savings if the plan changes.

A motion was made by Alderman Flatt to increase the Salaries of Fire Chief Cottrell and Assistant Chief Cottrell in the amount of $50 per month. The motion was seconded by Alderman Hart. All voted aye and the motion carried.

A motion was made by Alderman Flatt to increase the rental fee on the Oakview building to $250.00 and Modular building to $150.00. The motion was seconded by Alderman Wright. All voted aye and the motion carried.

A motion was made by Alderman Rogers to acquire a structural inspection on the Monroe Center to determine the course of action needed on the property. The motion was seconded by Alderman Watson. All voted aye and the motion carried.

Recorder Roberts read Ordinance 17-01 which outlined the General Fund budget. A motion was made by Alderman Hart to approve the Ordinance and was seconded by Alderman Flatt. All voted aye and the motion carried.

Recorder Roberts presented Ordinance 17-02 which outlined the Water and Sewer budget and the Hillshire sewer fee. A motion was made by Alderman Wright to approve the Ordinance and was seconded by Alderman Watson. All voted aye and the motion carried.

Recorder Roberts presented Resolution 17-03 which outlined the Gas fee schedule. A motion was made by Alderman Hart to approve the Resolution and was seconded by Alderman Watson. All voted aye and the motion carried.

At the close of the meeting a motion was made by Alderman Ogden to approve the proposed budgets and was seconded by Alderman Rogers. All voted aye and the motion carried.