Finance Committee - Special Meeting

go ahead and call this uh Finance committing to order uh roll call please mayor here vice mayor Jord here counc Harris coun Harris yes councel Ellis here councelor day here councel sto councel H you have a form all right at this motion is there at this time is there motion to allow uh Mr Harris to participate remotely so move all right motion has been made by vice mayor Joiner and seconded by councel Ellis uh Mr Harris for the record can you state where you're conducting the meeting from and the purpose you're requesting to participate remotely Mr Harris yeah can you state where you're conducting the meeting from and the reason why you're asking to participate remotely I heard home for medical reasons okay home for medical reasons all right seeing no lights for discussion roll call please vice mayor Joiner yes mayor Parton yes councelor Ellis yes councelor day yes motion passes 4 to Z all right Miss Jordan good evening mayor vice mayor members of council this is the January finance committee review [Music] meeting so we want to start with the Citywide budget to actuals for January Citywide revenues for January are trending 1.13% or 2.5 million higher

25 versus 24 expenses are trended 28% higher or 2.3 million for 25 versus 24 any questions on the slide Citywide I've also always put comments on the side for you for everyone in case you have any additional questions okay general fund budget actuals for January general fund for January is trending 6% or 1.3 million lower in revenues for 25 versus 24 decrease comes from PSC and personal property remember we did extend the penalties and interest due date to March 15 so we should see those numbers come in a lot more for February when we do the February finings committee meeting we should see an increase in those numbers okay expenses for 25 are trending 1.5 or 3.8 million higher then 24 the next key due date for the city is will be June any questions on the general okay Enterprise fund budget to actuals for January Enterprise fund for January is trending 2.7% or 2.3 million higher in revenues for 25 versus 24 expens es for 25 are trending 12% or 2.1 million less than expenses in 2024 revenues show reflection of ontime billing versus last year and expenses decrease of 60% stems from the reduction of emergency repairs compared to last year is that the oxygen plan last yes

ma'am okay any questions on Enterprise schools schools for January is trending 72% or 1.2 million higher in revenues for 25 versus 24 expenses are trending 11% or 1.7 million higher in 25 versus 24 I'm sorry Mr Harris did you have a question sir Mr Harris uh coun uh vice mayor Jinan yeah with regard to the um to the way the expenses are trending higher than the revenues um is there a real reason that you know or does will normally this kind of tend to level out or did they give you any reason for which one are we talking about well you know like because the you know the um hiring revenues but you know 1.2 million hiring revenues but expenses are 1.7 million so it's a little bit of a shortfall there yes any any comments based off of the trend analysis is going to be on the right hand side for instance for schools there's an unrecorded expense that hasn't been recorded as of yet I see the next yes ma'am so any increases and decreases will be noted on the comments for each uh section yes ma'am okay departmental budget to actuals for January majority of the Departments are in line for where we should be and trending on Trend um there are several that aren't the city manager budget but that's due to the RBG Consultants invoices Economic Development um Enterprise Zone payments that will balance out at the end of the fiscal

year these are lumpsum payments that um $200,000 that get put into a one specific month but when you B balance a budget Al together for the end of the year it should even itself out we have the marina that comes from repairs and utilities and the sewer comes from additional repairs okay data integrators are utility collections for January is at 99 roughly 99% um versus last month in December was 94 and November was 88% accounts payable and Debt Service total number of invoices processed for January was 1,269 invoices total amount process was $4.2 million and then The Debt Service payments was for US Bank and $215,000 so we are paying our debt on time okay this is our midyear savings allocation discussion the following highlights the midyear salary Savings review and request allocation of savings to the various expenses that require additional funding for the general fund there was a $23,000 salary savings we are requesting that those savings be used towards a forensic audit and attorney fees for various process issues and including grievances um attorneys such as Sans Anderson and VSA for the Enterprise fund there was roughly 339,000 in savings and we would like to use that towards the rat study for HRW to include Davenport and raap Tillis as well as the Fourth Amendment attorney fees for Hudson Andrew and CK uh question for you um yesam yes sir

sorry uh under the Enterprise section M have we looked at um you how much well I guess my first question is uh do we know where we are with the queenan pump station project um Dr maner they have no I don't I need to okay ask um water how far they've gotten to with that okay only reason that I'm asking is I read an article today during lunch um that was talking about um uh different generators like backup generators and different um Motors that are used in uh pump stations and the forecast is looking like it's you know going up you anywhere between uh 10 and 15 % and I know we had already approved money we budgeted money we funded the project but I don't know if we're going to need any extra money for any of those um uh inflationary costs that are coming um and then the other question is uh do we have yet a uh and I know Allen is meeting with uh DEQ I think in two days um provided you know he can with you know the snow and everything about the um notice a violation does has he come up with like a preliminary cost of what we're like the immediate investment before anything else is done no he came up with how he plans on to um fix those issue but he hasn't allocated a cost to those yet okay um and I think his discussion is going to lead to that a lot of the cost um was was taken care of part of um Capital plans they were already outlined in the capital project for last last year's budget so a lot of those costs are already taken care of okay all right yeah if you don't mind

you because I think what some of it's going to end up telling us and again um I'm not an attorney I don't you know pretend to be one but it looked like there were some issues on the sewer collection side um so I think you know we might end up having to do some more Pump Station work um so yeah if we can get some you know costs on that cuz I think that that expensive I'm sorry it could be rather expensive yeah and we might end up I'm not saying that you know these all right here you 100% we have to do um you know in fund all this this just might have to be something else that we have to you know look at um if freezing uh funds elsewhere in order to pay for somebody's extras yeah and so I can just off you know Davenport we're looking at 75 and Ral till is 49 um as you know I guess you would say invoices instead of not really invoices but u a quote projected a projected cost and how about that how about the um well so it's 400 it's $410 an hour and so there's no way to know right okay but yeah if you just don't mind getting us that information on the on the nov in the queen an Pump Station that'd be great go ahead all right that's it for the presentation so for February we'll go over a review of the fiscal year 24 acfr our meeting with David was canceled Friday and of course city was closed Monday the last conversations we had with Mr Foley was that he has pretty much received everything he needs from the city for our side he's waiting on school information that uhy is providing for Vanessa so with regard so do you think we are on track I mean I know you probably can't say but obviously we're looking at trying to have this buttoned up by the end of March yes ma'am what what are your instincts how you think will be there as long as the schools can

provide the information that he's requested um I sent another email last week to ask them to go ahead and provide them David the information and sent them the link to drop so they can drop the files into it um uhy did provide majority of stuff for the city but what he didn't we just decided to do it ourselves so that we can just kind of push this along so that's kind of what we've been doing anything that Janelle or Jessica can send to us we would be glad to send it today save it or help them whatever they need help with but we're just trying to push this stuff down the road and trying to get it completed they I mean yes oh yes absolutely fantastic right thank you if you don't mind can you send me uh what you need from uhy cuz I have no problem sending um Jack rean a email well it's for provided I sent for school for a list of all the items from school I sent that last not this past Frid with Friday before last so he still hasn't gotten that from over a week ago it's two weeks now yes okay do you guys mind just so that way it's freshen my emails I don't have to go looking for it um because I'll I'll send him an email and then that way we can try to you know speed this long cuz that's unacceptable you know a whole week and but all right thanks um and do we have an update on the forensic audit they should start in March the begin of March we've already signed the contract with them so we're moving forward it should start in March okay the next report will be from the treasurer however she is not here today due to a family emergency but everyone has received their report if there are any questions please email Miss bowling Maya bowling and she will definitely respond okay okay all right well are there any uh other questions for Miss Jordan or Dr

maner um Mr Mayor yeah before we end today U just would like um for the council to give me the okay in in light of inclement weather to um close the city for tomorrow yeah you need a vote I need a vote you need a vote okay is there a motion to close the city tomorrow due to inclement weather second all right motion's been made by Council to day and seconded by vice mayor Joiner is there any discussion seeing no lights roll call please vice mayor Joiner yes councelor Harris mayor partner yes councelor Ellis yes councelor day yes motion passes 5 Z okay oh I got one more thing I promise I'll call for adjournment one more bit of information to go along with the pump station and the sewer collection system um can you get um a revise I know we had um and this is you know more for you Charles um we had already you know put together a lot of information together on the um you know budget requests with the state for the river walk and all the marina improvements can we get a um you know updated um you know revised quote or not quote but just budget pricing for the actual um finishing of the Riverwalk uh because I think Virginia American water is looking at buying a piece of property down there um near the pump station for their project and then also for the lay down yard and it might be a good time if we can you know get the money together to let's move this you know show on the roads and then that way we can coordinate it with their construction and then we don't have to worry about um dual syncing uh not dual syncing I'm sorry um trying to you know end up you know working around their construction

schedule we could actually like do it in parallel together okay if we get them yeah if we can get the funds together and tomorrow is the I think they're supposed to make the final decisions on the 20th correct yeah okay um so that's Thursday yeah Thursday is when they will make the final budget budget and we have received back from several um Senate offices um you know thanks for our submissions for several Senators have been back in touch okay shall we shall see we shall see all right is there a motion to adjourn all right all in favor say I I any opposed all right thank you