Council Work Session
January 18, 2011
5:30pm

Meeting called to order by Mayor Harley at 5:30pm.

Present were Mayor John R. Harley, Councilman Cameron Andrews, Councilman Randall Wright, Councilman Robert Smith, Jr., City Administrator Patrick Eidson, City Attorney Rebecca Tydings.  Absent Councilman Edward Tucker Active Duty Air National Guard.

Invocation given by Councilman Smith

Pledge of Allegiance led by Councilman Andrews

Welcome extended to all by Mayor Harley

Recognition: Middle GA REACT Group and the ARES (Amateur Radio): Mayor Harley presented plagues to ARES (Amateur Radio) and Middle GA REACT Groups.

Old Business

Special Council Meeting Minutes December 15, 2010:  Mayor Harley entertained motion.  Motion made by Councilman Wright to adopt minutes as written; seconded by Councilman Andrews.  Motion carried.

New Business

2011 Budget Amendment Resolution:  City Administrator Eidson provided copy of resolution amendment to Mayor and Council for review.  City Administrator Eidson referenced Section 2.   Motion made by Councilman Smith to adopt resolution as written; seconded by Councilman Wright.  Motion carried.  See Resolution 2010-13.

FY 2010 Audit Presentation (Nichols, Cauley & Associates):  Mayor Harley recognized Marlan Nichols.  Mr. Nichols presented brief overview of FY 2010 Audit.  Mr. Nichols also provided Audit Financial Report and Management Letter for review.  City received an unqualified opinion. 

Specific sections referenced by Mr. Nichols included:  Financial Statements pg (1-2), independent auditors report.  Page 6 comparative re: change of net assets and total revenue (decline in revenue due to economic conditions).  Expenses are increasing. Page 12 referenced, protect and generate revenue and caution reserve number in today’s economy.  Page 22 notes to financial statements provided definition audit numbers/ meanings/references. Page 42 Pension Plan descriptions, basically gives actuarial assumptions on plan.   Mr. Nichols stated that he has been seeing some pressure for funding requirements, encouraged city to be cognizance of future demands. 

Marlan Nichols referenced management letter. Recommended to Governing Authority that the city have a good internal control system in place.  Putting a strong internal control in place will help protect the city.   In addition, a good internal control system will protect the integrity of the employees.  In closing, Mr. Nichols had commended the city on its continued stringent financial management.  Mr. Nichols stressed importance of segregation of duties and internal audit/checks and balances.  Mr. Nichols also commended the city for continued improvement of its financial condition.

Mr. Nichols had expressed his appreciation on the excellent management team and their ongoing help/support during the audit process.  Mayor Harley thanked Mr. Nichols for their work.

The audit report is available at the city clerk’s office for public review.

Noted in the minutes, Mayor and Council will need to formally vote to approve the FY 2010 Audit Financial Statements as presented. This will be an agenda item on the February 1, 2011, Regular Council Meeting

Library Evaluation Report: City Administrator Eidson stated that the Mayor and Council had advertised a request for proposals for architectural services to evaluate the old library site.  Selby, Boggs, and McLeese were chosen and have submitted their report.  City Administrator Eidson provided a copy of the report for review by Mayor and Council.  Patrick Eidson and Mike Brumfield met with David Selby and commented that the site was in good shape.  However, there is a need to do some work (new roof and possibly need to replace the central heating and air unit).  The building is 20 years old, would be prudent to do renovations, but only after the Mayor and Council determine the future use of the building.  The report is self explanatory. 

City Administrator Eidson to make contact with Houston County Library Marsha Christy to discuss when the building will be vacated to arrange to change over electric utilities account to City’s name.  City Administrator Eidson recommended to Mayor and Council consider allocating funds for maintenance and upkeep as well as utilities for the building.

Councilman Andrews asked if there was a fee to do study and City Administrator Eidson reminded everyone that study was free on the condition that Mr. Selby do the architectural and project management work if the City decides to renovate the building.

Comments from Audience - None

Comment from Council - Mayor Harley recognized Police Chief Andrews and welcomed him back to duty. 

Meeting adjourned at 6:09pm.

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Mayor John R. Harley

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Attest by City Clerk Krista Bedingfield

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