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Session today's Finance Committee meeting. 00:00:00
Gentlemen, take a look at the minutes from our last meeting and if there's a motion to adopt those, we'll entertain that motion to 00:00:02
approve. Mr. Chairman, all in favor, say aye. 00:00:07
New business item number one. 00:00:13
Authorization to select Mauldin and Jenkins for annual external audit services miss standridge. 00:00:16
Good afternoon. 00:00:23
Um. This item number one is UM. We released an RFQ for our annual audit services. It's been five years since we've done so. We had 00:00:24
two responses. 00:00:29
One of them was Malden and Jenkins and also that has done our our audit for the past five years and so we graded all of the 00:00:35
responses and are selecting Malden and Jenkins for that service. 00:00:41
And two responses. 00:00:48
Excellent. I think that go ahead Carly, I was going to say you know one thing that. 00:00:51
It's very difficult. 00:00:57
To find a firm. 00:01:00
That does governmental counting. 00:01:01
And does it well. 00:01:04
And yes, they are the leading, they're the leading governmental audit firm in the Southeastern region. They do the most 00:01:05
governments. They also have expanded their services within the state of Alabama because sometimes state law will be a big, you 00:01:12
know, piece of that of the kinks in the in the cogs as well. 00:01:18
And so they've even expanded their Alabama practice. 00:01:25
And. 00:01:28
City of Huntsville now uses them. Jefferson County now uses them as well. 00:01:29
They provide excellent service to us up until now. 00:01:34
And they even provide us excellent service ancillary wise whenever we have issues that come up, new pronouncements that we're 00:01:38
having to implement throughout the year. 00:01:42
They provide us excellent advice and our extremely responsive is our normal. 00:01:46
In a normal year or whatever off, what's our fee? 00:01:52
16170. 00:01:55
Excellent. That satisfies my concern over the rotation of it. So we, I think we gave one extra year because of a personnel 00:01:58
shortage and now we put it out for an RFQ. 00:02:04
Gotten responses and recommendations. So I want to make a motion all in favor, say aye, aye. 00:02:10
Item number two, Budget for General Fund Budget Revision #21 Miss Standridge. This one is a little bit lengthy. It has three 00:02:17
different parts to it, so bear with me for one second. 00:02:22
The first part is. 00:02:28
Um. 00:02:29
Recording abandoned property revenue that Municipal Court will do periodic searches for. 00:02:30
And then putting that abandoned property revenue into it, also into an expenditure line item for them to be able to upgrade their 00:02:37
intercom system with in municipal courts cashier's office, which currently is inoperable. 00:02:42
Which is currently inoperable, yes. The cashier's office, the cashier's office in Municipal Court. So when somebody, you know, 00:02:50
gets a parking ticket and they need to come and pay it, they'll come up to the window and basically they're yelling in between the 00:02:57
window because the intercom system is not working appropriately. So this investment will help, will reinvest that system. 00:03:04
All right. 00:03:11
Is there a third part? So, so that's the first part. The second part is recognizing insurance proceeds. 00:03:13
That we have received for certain. Um. 00:03:19
Accidents that have happened around town, one of the one of the major ones really being at fire station number one, I don't know 00:03:22
if you remember when a car ran into fire station #1 and then we had to do some repairs on the building. That's an example of what 00:03:28
we're doing here. So we are recognizing the insurance proceeds and then also recognizing the expenses. 00:03:34
For those repairs that need to be done. 00:03:41
The. 00:03:44
Those will be both within CFG and then also in T dot. 00:03:46
So we got 75 in in insurance. 00:03:52
Proceeds and we had costs of 61 and 14, yes Sir. 00:03:56
OK. 00:04:01
The third item here is going to be UM. 00:04:02
If you will recall what Mr. Green briefed you on in projects committee with the gas system, the fueling system, so this is going 00:04:05
to be the annual maintenance contract for that gas voice system where then putting the maintenance contracts from Mr. Green's 00:04:11
operations into IT's maintenance contract. 00:04:18
The maintenance is 17 grand, the annual maintenance on a $42,000 system. 00:04:25
Could you? Where did the people live? 00:04:38
And don't understand it, right? No. Yes, Sir, you understand that, correct? 00:04:41
That is, that is incorrect. e-mail for an annual licensing amount every three years. 00:04:44
Any questions or comments? 00:04:50
So we're, I mean, according to what he said, this is the system we need to use understanding. 00:04:55
I will. You know, why is that expensive? I mean, other than it is what it is. As the council reviewed the maintenance contract 00:05:01
budget for IT this morning, you've seen the totality of all of the maintenance contracts for software. 00:05:08
There are a number of software systems that have very little upfront investment, but they will have high annual licensing 00:05:14
requirements. 00:05:18
And this just happens to be one of them. 00:05:23
OK. I'll I would hope our. 00:05:28
Financial folks or. 00:05:31
Constantly assessing that there's obviously some benefit. 00:05:33
We get from knowing down to a. 00:05:38
Announce. 00:05:41
Yes, Sir, to find detail, I can tell you that. So Mr. Moore and I actually did a decent review during our last budget cycle about 00:05:43
some of the software packages that we have and then the costing of those and some of them actually got removed by Mr. Moores deep 00:05:49
dive review on them. Yes, we're constantly going through all of the software packages we have, how they're being used, if there's 00:05:54
duplication of services. 00:06:00
And Mr. Foster does an excellent job of keeping us involved in that as well. Alright, so then what we should expect that if we're 00:06:06
paying 42 for the software and? 00:06:10
17 for the annual maintenance. 00:06:15
Somewhere in there we've calculated that we're benefiting more than 60,000. 00:06:18
From the use of the system, or that the use of this system gives more value than possibly the use of another system at a cheaper 00:06:25
price? Yes Sir. 00:06:29
I think between the three of us, between my office, Mr. Moore's office and then Mr. Foster's office, I think there's a good 00:06:35
synergy with review of software and also during the last budget cycle. 00:06:41
We really kind of hammered home that this is going to be a focus because maintenance contract. 00:06:47
Amounts are so exorbitant and do nothing but grow. 00:06:51
Exponentially every year. 00:06:55
Off the top of my head, we cut. 00:06:57
200,000 + 200 maybe a little bit more out of this year and I expect more to come during this fiscal year. Some things rotate out 00:07:00
that don't. 00:07:04
They don't need to be renewed and then frankly, if our staff members aren't going to be using it, we're just going to cut it. 00:07:10
OK. 00:07:15
Good. Glad to hear gentlemen. Any other questions or comments? 00:07:17
Motion approved. 00:07:20
Second, all in favor, say aye, aye, OK, that item is approved, item number 3. 00:07:22
General Fund Reserve for Future Improvements Budget Revision #12 Miss Standridge So there are two parts to this one. The first one 00:07:29
is the. 00:07:33
For the Athlinks storm drainage item there, Ohh, so now I get answered the question, I'll let Mr. Gardner get by yes. 00:07:37
So, yeah, Mr. Gardner, what he briefed you on the actual contract and projects committee, This is the financial piece of it. We 00:07:46
are. 00:07:50
Closing out the ESD parking lot project that had a savings of about 110,000 and then we're using contingency for that as well. 00:07:55
OK. And what does that take our contingency down to? 00:08:05
It's about 30 grand 30. 00:08:08
I don't like it either. 00:08:12
You can make a budget revision with the revenue numbers. 00:08:16
Better. 00:08:19
Well, this is in there. This is an RFI, so this isn't in the general fund. This this would be. 00:08:20
This the the contingency in the yeah. 00:08:25
We should. 00:08:30
OK, so. 00:08:32
110 out of the parking lot leftover, 102 out of contingency. 00:08:34
That comes up with the 200. 00:08:38
They need to. 00:08:41
Keep filling up the sinkhole. 00:08:42
Yes, Sir. 00:08:44
Gentlemen, any other questions or comments? 00:08:45
Second all in favor, say aye, aye. 00:08:48
OK. Item is approved. What are we on #4? And I'm sorry, I had another item. Ohh, yeah, I'm, I'm sorry. 00:08:52
Continue. 00:09:00
The second item on this or the B item on this is really just clean up of the store of the neighborhood drainage conglomeration of 00:09:01
projects. 00:09:06
They're basically just closing out the Academy Drive Stone River item that had 188,000 of savings. 00:09:11
Um, And then they're putting it back and and the Woodridge Rd. one and they're just putting it back into the neighborhood storm 00:09:17
drainage and CMP lining appropriations set aside. 00:09:22
They'll create new projects off of that within neighborhood drainage and new storm drainage projects with those. Ohh pick me, pick 00:09:26
me. 00:09:31
Alright, so we'll be coming to you in the near future with. 00:09:38
Recommendation. 00:09:41
So we we we had a 188 leftover out of Academy Drive. Yes Sir. 00:09:43
22 Out of Woodridge. 00:09:48
And then the CMP lining project. 00:09:51
We're just putting that we're putting the clothes out amounts back into the CMP lining kind of savings bucket, OK And what's the 00:09:54
1700? 00:09:59
Just the breakdown between the two projects had one piece that was one piece that was CMP lining and so we're breaking them out 00:10:06
proportionately. 00:10:11
Alright. Is there a motion to approve and include that with the first part? All in favor, say aye. 00:10:15
OK. Thank you. 00:10:23
Clark, we appreciate your tolerance and patience on that one. 00:10:25
Sorry about that. 00:10:30
Well, item number. 00:10:31
For water and sewer reserve for future improvements. Budget Revision #6. 00:10:32
Yes Sir. This is the item for the SRF administration contract with TTL that is going to be paid out of the 10 year plan save up 00:10:37
and then creation of the SRF administration line with four TO. 00:10:43
About $60,000 for that, the creation of that line. We did not have that line existing. 00:10:50
173,000 already in that one. So we're adding 60,000 to it. OK. Sorry, you're right. Motion question second all in favor, say aye, 00:10:57
aye. 00:11:02
The item is approved. 00:11:07
Item number. 00:11:10
5/20/18 Drinking water SRF budget revision #8. 00:11:12
Yes, Sir. This is just close out of the water tank improvements at the VA project. There was 143,000 left in that project that was 00:11:17
not that was unspent after completion of that project. And then we're putting the rest of that into the only other item approved 00:11:23
project under the 2018 SRF. 00:11:28
Which is the Edlab raw water upgrade phase one? 00:11:33
So close out of the VA tank. 00:11:37
Increase of the product for Ed Love, OK. 00:11:39
Motion to approve second. 00:11:42
All in favor. Say aye. Aye. All right. You're on the roll. Miss Standridge. Item number six. 00:11:44
Resolution authorizing application for the FY23. 00:11:49
Edward Byrne, Memorial Justice Assistance. 00:11:53
Grant. 00:11:57
You guys. 00:11:58
I talked a lot this morning. 00:11:59
Yes, Sir. We apply for this Jack Grant annually and so this is just application for the 2023 year. We are basically quote UN quote 00:12:03
entitled to a certain amount that we put towards one patrol vehicle and then we also do application for the counties portion as 00:12:09
well. We are the responsible individual for it, but we do. 00:12:16
Allow for the entitlement of the county to flow through us. 00:12:24
So the amount that we have for the city of Tuscaloosa is 45,644 like I mentioned that will go towards a patrol vehicle and then 00:12:27
the. 00:12:31
Tuscaloosa County Commission Chair is 18,563 that will go towards NDSU. 00:12:36
Yeah. Is this going towards one of our new? 00:12:41
Dodge Charger patrol vehicles. This will be a completely new thing of something we've already got. No, it will be a new vehicle 00:12:45
with no relief. 00:12:48
They've always been. They've never been denied that. 00:12:52
No, Sir. Is it it? We're basically entitled to it. We just have to apply for it. 00:12:55
Questions. 00:13:00
2nd. 00:13:02
All in favor, Say aye. 00:13:03
Aye item is approved. 00:13:05
Is there any more business to be brought before Finance Committee? 00:13:07
Not is there a motion to adjourn. All in favor say aye. All right, finance is adjourned. 00:13:11
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Session today's Finance Committee meeting. 00:00:00
Gentlemen, take a look at the minutes from our last meeting and if there's a motion to adopt those, we'll entertain that motion to 00:00:02
approve. Mr. Chairman, all in favor, say aye. 00:00:07
New business item number one. 00:00:13
Authorization to select Mauldin and Jenkins for annual external audit services miss standridge. 00:00:16
Good afternoon. 00:00:23
Um. This item number one is UM. We released an RFQ for our annual audit services. It's been five years since we've done so. We had 00:00:24
two responses. 00:00:29
One of them was Malden and Jenkins and also that has done our our audit for the past five years and so we graded all of the 00:00:35
responses and are selecting Malden and Jenkins for that service. 00:00:41
And two responses. 00:00:48
Excellent. I think that go ahead Carly, I was going to say you know one thing that. 00:00:51
It's very difficult. 00:00:57
To find a firm. 00:01:00
That does governmental counting. 00:01:01
And does it well. 00:01:04
And yes, they are the leading, they're the leading governmental audit firm in the Southeastern region. They do the most 00:01:05
governments. They also have expanded their services within the state of Alabama because sometimes state law will be a big, you 00:01:12
know, piece of that of the kinks in the in the cogs as well. 00:01:18
And so they've even expanded their Alabama practice. 00:01:25
And. 00:01:28
City of Huntsville now uses them. Jefferson County now uses them as well. 00:01:29
They provide excellent service to us up until now. 00:01:34
And they even provide us excellent service ancillary wise whenever we have issues that come up, new pronouncements that we're 00:01:38
having to implement throughout the year. 00:01:42
They provide us excellent advice and our extremely responsive is our normal. 00:01:46
In a normal year or whatever off, what's our fee? 00:01:52
16170. 00:01:55
Excellent. That satisfies my concern over the rotation of it. So we, I think we gave one extra year because of a personnel 00:01:58
shortage and now we put it out for an RFQ. 00:02:04
Gotten responses and recommendations. So I want to make a motion all in favor, say aye, aye. 00:02:10
Item number two, Budget for General Fund Budget Revision #21 Miss Standridge. This one is a little bit lengthy. It has three 00:02:17
different parts to it, so bear with me for one second. 00:02:22
The first part is. 00:02:28
Um. 00:02:29
Recording abandoned property revenue that Municipal Court will do periodic searches for. 00:02:30
And then putting that abandoned property revenue into it, also into an expenditure line item for them to be able to upgrade their 00:02:37
intercom system with in municipal courts cashier's office, which currently is inoperable. 00:02:42
Which is currently inoperable, yes. The cashier's office, the cashier's office in Municipal Court. So when somebody, you know, 00:02:50
gets a parking ticket and they need to come and pay it, they'll come up to the window and basically they're yelling in between the 00:02:57
window because the intercom system is not working appropriately. So this investment will help, will reinvest that system. 00:03:04
All right. 00:03:11
Is there a third part? So, so that's the first part. The second part is recognizing insurance proceeds. 00:03:13
That we have received for certain. Um. 00:03:19
Accidents that have happened around town, one of the one of the major ones really being at fire station number one, I don't know 00:03:22
if you remember when a car ran into fire station #1 and then we had to do some repairs on the building. That's an example of what 00:03:28
we're doing here. So we are recognizing the insurance proceeds and then also recognizing the expenses. 00:03:34
For those repairs that need to be done. 00:03:41
The. 00:03:44
Those will be both within CFG and then also in T dot. 00:03:46
So we got 75 in in insurance. 00:03:52
Proceeds and we had costs of 61 and 14, yes Sir. 00:03:56
OK. 00:04:01
The third item here is going to be UM. 00:04:02
If you will recall what Mr. Green briefed you on in projects committee with the gas system, the fueling system, so this is going 00:04:05
to be the annual maintenance contract for that gas voice system where then putting the maintenance contracts from Mr. Green's 00:04:11
operations into IT's maintenance contract. 00:04:18
The maintenance is 17 grand, the annual maintenance on a $42,000 system. 00:04:25
Could you? Where did the people live? 00:04:38
And don't understand it, right? No. Yes, Sir, you understand that, correct? 00:04:41
That is, that is incorrect. e-mail for an annual licensing amount every three years. 00:04:44
Any questions or comments? 00:04:50
So we're, I mean, according to what he said, this is the system we need to use understanding. 00:04:55
I will. You know, why is that expensive? I mean, other than it is what it is. As the council reviewed the maintenance contract 00:05:01
budget for IT this morning, you've seen the totality of all of the maintenance contracts for software. 00:05:08
There are a number of software systems that have very little upfront investment, but they will have high annual licensing 00:05:14
requirements. 00:05:18
And this just happens to be one of them. 00:05:23
OK. I'll I would hope our. 00:05:28
Financial folks or. 00:05:31
Constantly assessing that there's obviously some benefit. 00:05:33
We get from knowing down to a. 00:05:38
Announce. 00:05:41
Yes, Sir, to find detail, I can tell you that. So Mr. Moore and I actually did a decent review during our last budget cycle about 00:05:43
some of the software packages that we have and then the costing of those and some of them actually got removed by Mr. Moores deep 00:05:49
dive review on them. Yes, we're constantly going through all of the software packages we have, how they're being used, if there's 00:05:54
duplication of services. 00:06:00
And Mr. Foster does an excellent job of keeping us involved in that as well. Alright, so then what we should expect that if we're 00:06:06
paying 42 for the software and? 00:06:10
17 for the annual maintenance. 00:06:15
Somewhere in there we've calculated that we're benefiting more than 60,000. 00:06:18
From the use of the system, or that the use of this system gives more value than possibly the use of another system at a cheaper 00:06:25
price? Yes Sir. 00:06:29
I think between the three of us, between my office, Mr. Moore's office and then Mr. Foster's office, I think there's a good 00:06:35
synergy with review of software and also during the last budget cycle. 00:06:41
We really kind of hammered home that this is going to be a focus because maintenance contract. 00:06:47
Amounts are so exorbitant and do nothing but grow. 00:06:51
Exponentially every year. 00:06:55
Off the top of my head, we cut. 00:06:57
200,000 + 200 maybe a little bit more out of this year and I expect more to come during this fiscal year. Some things rotate out 00:07:00
that don't. 00:07:04
They don't need to be renewed and then frankly, if our staff members aren't going to be using it, we're just going to cut it. 00:07:10
OK. 00:07:15
Good. Glad to hear gentlemen. Any other questions or comments? 00:07:17
Motion approved. 00:07:20
Second, all in favor, say aye, aye, OK, that item is approved, item number 3. 00:07:22
General Fund Reserve for Future Improvements Budget Revision #12 Miss Standridge So there are two parts to this one. The first one 00:07:29
is the. 00:07:33
For the Athlinks storm drainage item there, Ohh, so now I get answered the question, I'll let Mr. Gardner get by yes. 00:07:37
So, yeah, Mr. Gardner, what he briefed you on the actual contract and projects committee, This is the financial piece of it. We 00:07:46
are. 00:07:50
Closing out the ESD parking lot project that had a savings of about 110,000 and then we're using contingency for that as well. 00:07:55
OK. And what does that take our contingency down to? 00:08:05
It's about 30 grand 30. 00:08:08
I don't like it either. 00:08:12
You can make a budget revision with the revenue numbers. 00:08:16
Better. 00:08:19
Well, this is in there. This is an RFI, so this isn't in the general fund. This this would be. 00:08:20
This the the contingency in the yeah. 00:08:25
We should. 00:08:30
OK, so. 00:08:32
110 out of the parking lot leftover, 102 out of contingency. 00:08:34
That comes up with the 200. 00:08:38
They need to. 00:08:41
Keep filling up the sinkhole. 00:08:42
Yes, Sir. 00:08:44
Gentlemen, any other questions or comments? 00:08:45
Second all in favor, say aye, aye. 00:08:48
OK. Item is approved. What are we on #4? And I'm sorry, I had another item. Ohh, yeah, I'm, I'm sorry. 00:08:52
Continue. 00:09:00
The second item on this or the B item on this is really just clean up of the store of the neighborhood drainage conglomeration of 00:09:01
projects. 00:09:06
They're basically just closing out the Academy Drive Stone River item that had 188,000 of savings. 00:09:11
Um, And then they're putting it back and and the Woodridge Rd. one and they're just putting it back into the neighborhood storm 00:09:17
drainage and CMP lining appropriations set aside. 00:09:22
They'll create new projects off of that within neighborhood drainage and new storm drainage projects with those. Ohh pick me, pick 00:09:26
me. 00:09:31
Alright, so we'll be coming to you in the near future with. 00:09:38
Recommendation. 00:09:41
So we we we had a 188 leftover out of Academy Drive. Yes Sir. 00:09:43
22 Out of Woodridge. 00:09:48
And then the CMP lining project. 00:09:51
We're just putting that we're putting the clothes out amounts back into the CMP lining kind of savings bucket, OK And what's the 00:09:54
1700? 00:09:59
Just the breakdown between the two projects had one piece that was one piece that was CMP lining and so we're breaking them out 00:10:06
proportionately. 00:10:11
Alright. Is there a motion to approve and include that with the first part? All in favor, say aye. 00:10:15
OK. Thank you. 00:10:23
Clark, we appreciate your tolerance and patience on that one. 00:10:25
Sorry about that. 00:10:30
Well, item number. 00:10:31
For water and sewer reserve for future improvements. Budget Revision #6. 00:10:32
Yes Sir. This is the item for the SRF administration contract with TTL that is going to be paid out of the 10 year plan save up 00:10:37
and then creation of the SRF administration line with four TO. 00:10:43
About $60,000 for that, the creation of that line. We did not have that line existing. 00:10:50
173,000 already in that one. So we're adding 60,000 to it. OK. Sorry, you're right. Motion question second all in favor, say aye, 00:10:57
aye. 00:11:02
The item is approved. 00:11:07
Item number. 00:11:10
5/20/18 Drinking water SRF budget revision #8. 00:11:12
Yes, Sir. This is just close out of the water tank improvements at the VA project. There was 143,000 left in that project that was 00:11:17
not that was unspent after completion of that project. And then we're putting the rest of that into the only other item approved 00:11:23
project under the 2018 SRF. 00:11:28
Which is the Edlab raw water upgrade phase one? 00:11:33
So close out of the VA tank. 00:11:37
Increase of the product for Ed Love, OK. 00:11:39
Motion to approve second. 00:11:42
All in favor. Say aye. Aye. All right. You're on the roll. Miss Standridge. Item number six. 00:11:44
Resolution authorizing application for the FY23. 00:11:49
Edward Byrne, Memorial Justice Assistance. 00:11:53
Grant. 00:11:57
You guys. 00:11:58
I talked a lot this morning. 00:11:59
Yes, Sir. We apply for this Jack Grant annually and so this is just application for the 2023 year. We are basically quote UN quote 00:12:03
entitled to a certain amount that we put towards one patrol vehicle and then we also do application for the counties portion as 00:12:09
well. We are the responsible individual for it, but we do. 00:12:16
Allow for the entitlement of the county to flow through us. 00:12:24
So the amount that we have for the city of Tuscaloosa is 45,644 like I mentioned that will go towards a patrol vehicle and then 00:12:27
the. 00:12:31
Tuscaloosa County Commission Chair is 18,563 that will go towards NDSU. 00:12:36
Yeah. Is this going towards one of our new? 00:12:41
Dodge Charger patrol vehicles. This will be a completely new thing of something we've already got. No, it will be a new vehicle 00:12:45
with no relief. 00:12:48
They've always been. They've never been denied that. 00:12:52
No, Sir. Is it it? We're basically entitled to it. We just have to apply for it. 00:12:55
Questions. 00:13:00
2nd. 00:13:02
All in favor, Say aye. 00:13:03
Aye item is approved. 00:13:05
Is there any more business to be brought before Finance Committee? 00:13:07
Not is there a motion to adjourn. All in favor say aye. All right, finance is adjourned. 00:13:11
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