Date: February 17, 2014

NEWBERN BOARD OF MAYOR AND ALDERMEN

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, Police Chief Doug Robertson and Chief of Operations Jim Richards.

CALL TO ORDER AND APPROVAL OF MINUTES

Mayor Parker called the meeting to order and led 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

None

OLD BUSINESS

AUDIT

Kevin Howell with ATACPA presented the Annual Audit for the 2013-14 Fiscal Year. Mr. Howell presented an unqualified report. Mr. Howell stated that the financial position of the city was strong with net positions increasing across the board. A motion was made by Alderman Flatt to approve the Audit presentation and was seconded by Alderman Wright. All voted aye and the motion carried.

GAS DEPARTMENT

Mayor Parker stated that the board requested a turn on fee be formulated for customers who voluntarily elect to disconnect their service during the summer months. This recommendation to eliminate the free turn off and turn on program came from the rate consultant hired by the city. Mayor Parker stated that the fee proposed would be 6 months of base charges and then the standard reconnect charge. This would equate to $107.00 in the City and $135.00 in the rural. If approved the fee would begin in the fall of 2015. A motion was made by Alderman Hart to approve the fee and was seconded by Alderman Rogers. All voted aye and the motion carried.

DEPARTMENT REPORTS

NEWBERN HISTORICAL SOCIETY

None

POLICE DEPARTMENT REPORT

Police Chief Doug Robertson addressed the board and presented the monthly stats for his department.

PUBLIC WORKS

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

FIRE DEPARTMENT

Doug Tyler addressed the board and stated that the responded to 17 drills and calls.

PLANNING COMMISSION

Recorder Roberts addressed the board and stated that the planning commission met in called session and approved the changing of zoning regulation concerning road construction criteria. A plat on the Church grove subdivision was also discussed and approved. Recorder Roberts also stated that the board discussed two items not listed on the agenda in an effort to assist citizens who had questions but no formal action was taken.

VMS

None

ATTORNEY BILL

None

NEW BUSINESS

RESOLUTION

Recorder Roberts read a resolution approving the application for a CDBG grant for $500,000 and requiring the City to approve providing the remaining $500,000 through alternate means. Alderman Flatt questioned the impact area and the potential cost. After some discussion a motion was made by Alderman Hart to approve the resolution and was seconded by Alderman Watson. All voted aye and the resolution was approved.

INSURANCE DISCUSSION

Mayor Parker addressed the board and stated that the City was facing two options concerning the Administration of its property, liability and workers comp coverages. The options available were to bid out the agent portion or take the administration in house. The City pays approximately $25,000.00 in commission fees to the local agent for the administration of its TML insurance coverage. Representatives of Southern Dutchman and White and Associates were in attendance and were allowed to address the board. John Uitendaal and Larry White both spoke on behalf of the importance of having an agent. After much discussion a motion was made by Alderman Rogers to table the matter until further information could be gathered and was seconded by Alderman Hart. All voted aye and the motion carried.

INCLEMENT WEATHER POLICY

Mayor Parker addressed the board and stated the need for an inclement weather policy. The city has endured ice storms and other dangerous weather situations in the past years that brought to light that the city has no policies in place in regards to weather and employee safety. After much discussion the issue was tabled by acclamation.

MAYOR’S REPORT

A copy of Mayor Parker’s report is attached as exhibit A. See page 13

ADJOURNMENT

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