March 1, 2016

[0:00:01] welcome everyone I'm now calling this meeting to order please stand with us for our imitation led by Alderman Gallagher and then please remain standing for our Pledge of Allegiance led to Alderman first Heavenly Father Lord we thank you for the opportunity to meet together Lord we thank you for giving us wisdom to make good decisions Lord we pray that you would be with us as we go throughout this meeting we thank you for the blessing for putting your hand over the city of South Naples I pledge allegiance to the flag of the United States of America and to the Republic for which it stands one nation under God indivisible with the liberty and justice for all okay first on our agenda this evening is approval of minutes from the February 16 2016 meeting this may our move we approved the minutes of the regular meeting of February 16 2016 with any admissions releases operations second we have a motion of honor and pain the second Alderman Brooks is there any discussion hearing none roll call again yes yes yes yes and that motion carries next on our agendas is our financial update Mr Chris Wilson hey mayor boy you've got these packets in front of you this is going to be a brief synopsis of where we are to date and our major Revenue funds you've also got a year-to-date budget and uh yes also I'm just looking at it and going in order on page two um you'll see where we are through February on property tax our budgeted plan which is the Blue Line you see in front of you due date through

[0:02:03] February we were budgeted to bring in 14.975 million in property tax we brought in 15.049 so we're right on Target and just for reference that blue line the budgeted plan is a historical line of going back 10 years of each month as a percentage of the total budget so that's why you see the February month January February March one will get the majority about 80 of our property tax comes in those three months is when the mortgage companies pay so right online in property tax uh page three your second largest Revenue stream sales tax now this is interesting because you see February which is December sales which Christmas sales as we know and you'll see the Blue Line budgeted dust Spike and then it will drop down in March we are budgeted plan for February was 1.4 million we brought in 1.665. that spike is going to be due to the fact that as of right now we are still getting money from tanker the rebate program part is not kicked in yet and believe the mayor updated you guys on that for discussion as to reasons why that project to date we had budgeted 5.6 million to bring in through February we have brought in 6.27 so we continue to Trend well in property taxes but I would caution you though again because that's the tanker when they start the rebate program those will be revenues that do not get they will go to the station UA program but again our budget amount for this year we budgeted the decrease we'd actually budgeted 13.275 but right now we're on Pace for a little over 15 million uh next slide creates four tourism tags you'll see um we continue to exceed our budgeted projections on on that Revenue stream as well and you'll see July August and September despite there and that's due obviously to the hotel bookings and the restaurants once fall season starts we budgeted through February to receive 494 000 we've received 728 000. here today Slide Five water sales those are just

[0:04:09] through January and there's a little discrepancy on that budget plan but the October and September equalize out each fiscal year so um the September plan really shouldn't be that high and October should be a little bit higher but um you can see there as well we are seeing Revenue projections and page six on sanitation that one is equalized per month because it simply number of users times 12 a month so it's a flat rate throughout the year but we are and that could be you know as more people come into homes which is looking forecast for uh we are seeing that in the revenues there so that's a revenue stream for this year um the next page kind of goes over the highlights of our unaudited numbers for 15. the next board meeting we will we should have our audit prepared it's due by March 31st so you will have it before then looking at where we are now though on unaudited numbers for 15 you'll see I go back to 12 on this one spreadsheet showing to some of the highlights um our net assets are up from 85 million to 89 million the the increase in governmental expenses and that's just the terminology which includes basically all General funds and some Capital Improvement projects um in the audit that increase from 45 million to 50 million is due to the increase in public infrastructure you know that when the millage transferred from sanitation to general fund the board designated it for overlay Street ditch beautification that's where that increase is going to be Public Safety continues to be our major expenditure going from 21.3 million to 22.1 million dollars annually and of course you'll notice the total Capital debt that's debt itemized is due in more than one year decreased from 88.7 million down to 83 million think about this is going to be the final line that the unassigned fund balance of 5.9 the target per policy was 12 of your general fund operating costs 42 million 12 percent within 5 million a

[0:06:12] little over 5 million you're a 5.9 on audited so you have exceeded your fund balance capacity and you look at historically fund balance last year 3.7 this year 5.9 sums up again we get the audit in it will be presented for y'all's adoption any questions any idea when they're going to apply for debate program can we have any idea or do we have any idea how long we can expect this it's all it's their call it's a double edged it's good and bad the more they delay of whatever their process is we recoup the sales tax but again it's pushing the goal line and the Finish down the road but with these numbers though you know the estimate was five to six years made it we'll hit it with those numbers great oh yeah yeah so is there there's no liability to us for them to come back and say I know the mayor's job information about that your first question uh as to when uh at this time they are in talks with MBA because what they they were never told they could do this but what they wanted to do is when the original stores in Tang are open and sales tax revenue started uh being generated they wanted to go ahead and start the rebate program then but then they also wanted to construct the out parcel buildings which are all part of phase one that y'all approved and so they wanted to go ahead and start receiving the rebate before they constructed the out parcels and then when the out Parcels were completed they wanted to add that to it and then apply that to the rebate as well well the state of Mississippi and MDA has told them you can't have it both ways you got them you got to pick and choose you can only start the rebate when the project is over when it's complete so they have the choice to either forego the out parcels and start collecting now or wait till the out Parcels are constructed then make their final you know turning their final paperwork to start receiving it at this point they're

[0:08:13] not happy with the answer they made that very clear they but so they haven't made a decision on what they're going to do yet my thought is there's no way they're going to leave four or five million dollars on the table because it's already been approved in the relay for the outposts so I think that they're going to go ahead and build the out parcels and then make the application which would be sometime late this year so it's again like Chris uh started to start said the city's in a strange we're not normally in this situation but we're going to no no lose situation I mean it's good for us both ways I mean as soon as the rebate starts it will start paying that back but until then at money's hours I I do have a question that may be incorrect here but if I remember correctly I thought the out Parcels were not subject to the reason now the out partials are important phase yeah they applied for the total yeah it was 115 million dollar total project and everything in that PID for the first one yeah and the out Parcels are Construction um but again I'm not again I'm not I don't want to speak for them but it just appears to me that they're probably going to wait you know because I know that the state of Mississippi has been very clear that you're not going to have it both ways you've got to pick one of the other so my thought is they're not going to leave four or five million dollars on the table they're going to go ahead and close that in the rebate program so that I think they'll wait until the valve parses are constructed and the only negative about that is if forward decided to do a budget and then we can reflect that money is kind of a consonant which I would highly recommend not doing because that's consider it one-time money until you know to not get off our budget plan because you don't want to estimate that going forward when Mike Mayer said come whenever they certify it certainly and that's fine uh what I've mentioned to y'all earlier uh I would suggest let a few more it's hard to gauge now because

[0:10:15] we had December which is a spike month anyway so I think about a led a few more few more months go by that we can kind of get it engage on you know what's Tanger money and what's our normal money before we do anything but no that money would be something that we would use for a one-time thing because obviously when the rebate program begins that money's going away so we want to be real cautious with that but but the main purpose of my thing was to let you know that that's we're talking about FY 16 money you know there were some questions that that was grouped in with f515 numbers uh all that we're talking about about the rebate is for the fy16 numbers has nothing to do with the numbers that Chris just gave you but once they certify we'll be able to pull reports from dor Department of Revenue on what is actually going to the state for the Relay program we can't do that right now I mean they've got one month collection okay and I have um in addition to that I mean that's the way it was presented to us in 2013 but since then I have made calls I've spoke with MDA and they have confirmed that no money goes to the rebate until after they receive the paperwork so none of the dollars I think there was some fear among somebody that we might have to you know get in a bad situation we have to send money back or something like that right and I did confirm that's not the case yeah do we want to consider restricting that to go straight to the to the to the excess that we have now and then use it whenever we need it it's really you know like Chris said once they apply for the rebate get the rebate rebate stop oh yeah I mean I would think that we would put that in reserve and just yeah because it's definitely going to be a one-time thing whatever the you know we all decide to use the money on would be a one-time expenditure so I would just say let let several months and then you realize let's get some hits some data yeah and kind of find out what the total is going to be right because you know when you have Christmas it's hard to gauge that because Christmas song is going to be

[0:12:17] higher correct they were open those last two weeks of no that really wasn't enough to see and then you know we built an increased budget increase to 1.4 which is a spike but this is what stands the reason that we know s correct the amount is right okay any any other questions thank you sir thank you it was good thank you okay next our agenda is authorization for the rasco Road Extension design obviously this has been a heavily talked about issue the area of rasco between Sweeney Road and tolahoma is the only section that's not that's not uh where you can pass through so connecting that area would actually make rasco Road an East and West Corridor that goes all the way from Highway 51 to get well which would be huge for our city not only for transportation issues but also Public Safety you know our fire station number four is right there right now they have to make go a long way to service the homes that are east of there so if that road is cut through it would tremendously cut off time and servicing the the residences on the behind there on the east side so we've discussed it we know rasco's high on our priority list to get done there was reasons that we left it off the NPO because we didn't want to get into other expensive steps and additional right-of-ways that the federal government may require if we went that route so we're going to do it as a city street do it on our own so we would like to uh at least start doing the design at this point and go ahead and get the exact numbers and the exact layout on what it's going to take to do it so we have a proposal in the packet this evening from civil link to go ahead and start the design process to move forward with rasco Road Extension Mr Mayor I'd like to make that motion to authorize

[0:14:20] the board City to go on with the design surveying Construction extension second the runner sitting here okay we have a motion of Oliver Ferguson and second Alderman Kelly is there any discussion is this the same company on here speaking High no no see civilian s the proposed contract for design okay is there any other discussion hearing none roll call yes yes okay that motion carries all right next on our agendas MDOT contract for high mass lighting at I-55 and Church Road basically I received a contract from MDOT and this is in 2018 when the intersection is re not intersection but interchange is reworked at Church Road and Interstate 55 they have a new type of LED lighting and it's better and more cost efficient uh unfortunately MDOT now requires that the city take the responsibility for a lot of that stuff so we we don't have a choice as to who pays for it but we do have a choice to what type of lighting and its recommendation I believe of Dan Cordell I don't want to put words in his mouth but I do know that we've had issues there you know with some of our police officers who actually had a police officer get hit there at Church Road directing traffic you know because of the darkness there so is something for Public Safety and for efficiency that we

[0:16:23] would want to go with but basically I need the board's approval to allow me to sign that agreement with impot go make that motion second we have a motion motor in Gallagher and a second Alderman Ferguson is there any discussion hearing none roll call it yes yes okay no motion carries next on our agenda is a resolution authorizing refunding of combined Water and Sewer revenue bonds you did the engagement resolution this resolution is an eyeful set forth parameters of a cell of the bonds and approves all documents in connection with the issues of the bonds the contract between the new bondholders and the city and be refunding the 2006 2007 and 2009 bonds uh net resolution will allow for all those events to occurs in the bond issuance and start taking place or refunding can start taking place uh dimmick grubs is also here not heavy increase the financial questions that you might have but that's the resolution for you tonight for approval and just need the authorization for the mayor to sign the resolution and the documents associated with the resolution for the bond refunding I think they're um quite a bit of savings I can't I'll let Denver state to that but the resolution was trying to confronting resolution oh the resolution it's a it's like 300 something Pages uh resolution I'll make that motion second Alderman Brooks is there any discussion what so this is moving forward with this project

[0:18:26] right is that what we're doing here yes we're moving forward but we don't have to but the thing about the refunder we don't have to come back and do anything else this authorized to us to get in the market authorizes the fear to lock that rate down when we get it at the point you see the savings if we ratchet into market today that savings would be better markets actually come down even more than the reports you have in front of it what's the time frame well it's going to take us 30 to 45 days who's the engineering firm it's not an engineering department which is refunding existing bonds it's kind of like refinancing your house we're doing Raymond James Raymond James uh Net Present Value is 12 state law requires two percent you see on your little handout there so we're looking at savings right now somewhere around a million eight million seven ninety somewhere in that range yeah anything additional just refinishing we're not extending any maturities maturity's all stay in the same thing okay good thank you sounds good thank you any other discussion yes okay and the motion carries next on our agenda is stormwater phase two program renewal to Dan Cordell hang on tonight the this is a contract to continue the implementation of your your phase two stormwater program the ms4s now y'all currently doing these patients in-house and the basic administrative duties and the coordination is shared between y'all and all the other entities in the county this is a renewal of the contract with

[0:20:29] new Schaefer to continue those for the next five years they they basically prorate the overall fee based off population so your yearly fee by this contract will be sixteen thousand one hundred dollars that's essentially I think it's almost the same as it has been for the past five years there is a one-time fee this year for the program renewal because the program the permit from the state has changed requires the change from documentation of how we administer that program so there is a one-time fee that you'll also share but your portion of it 6 100 for this year through that program so it's 16 one per year plus the 6100 of this year and that's bigger permanent cycle can we choose any engineering firm we want or you you can but this is something that has you're sharing this project with the four other uh all the municipalities in the county and you're getting the benefit of the overall fee being distributed according in the Neil shaker has done this since the implementation of getting up so uh and they they're doing a good job on this pretty seamless of what we see and what the state gives us for thus far so you do recommend it yes ma'am I do I'll make the motion you have a motion of alderman Flores and a second daughter in pain for any other discussion hearing none all I've ever say hi all opposed say no I just have a Mother Teresa all right next on our agenda is a resolution for Surplus property for our Police Department complete madders good evening

[0:22:31] Miss mayor to Alderman Police Department request to surplus of a 2006 Ford Crown Victoria asset number 2769 vehicle was involved in the accident was totaled and now we need to release it to the insurance company according to their procedures I'll make that motion a second we have a motion model in Ferguson second Alderman Brooks is there any discussion six any other discussion hearing that roll call okay yes yes yes yes okay and then motion carries thank you sir next on our agenda is a some Source agreement with our information technology and emergency communications Department Mr Michael Norris mayor board this sole source letter is naming RP Pro as the sole source reseller of our email archive equipment another my current email archive equipment we've reached in Hawaii Miss Maryland we've got the resolution mayor and board of alderman City South Haven authorizing single Source item purchase in the IT department we have a motion model in Brooks the second bottoman Kelly is there any discussion hearing nine uh roll call yes yes and that motion carries yes sir next on our agenda is a resolution for a lease donation of this South Haven arena for the American Cancer Society Relay

[0:24:35] For Life from here I'm going to adopt the resolution of the mayor board in Baltimore in the city of South Haven for lease donation Southaven Arena the American Cancer Society Relay for Life on May 13 2016 section we have a motion of alderman Brooks the second by Alderman Payne is there any discussion hearing none roll call yes yes okay that motion carries next on our agenda is a resolution for our South Haven rotary donation and this is basically to um purchase a table for the annual crawfish event that's held on May 6th uh it's 10 to I think it's 50 it's 50 a ticket for 10 seeds so it's a 500 donation to support the rotary the rotary is obviously a you know strictly based and Affiliated to promote business in the city of South Haven Mr Mayor I'm going to be adopt a resolution of the mayor and board involvement in the city of South Haven uh for donation of the South Haven to the southern rotary for fundraiser on May 6 2016. we have motion Monitor and pain a second by Alderman Gallagher is there any discussion can we take this out of Tourism uh I I think so Chris can we take it out of Tourism since it's promoting the city sure I don't know what that is it definitely promotes yeah I just don't want to see the yogurt yeah yeah we yeah we do that tourism accountable all right any other discussion on the donations very non-roll call yes Kelly yes yes

[0:26:43] on our agenda is our planning agenda Whitney cook yes sir we have just one minor uh application and it has a revision to block 395 in the Snowden Grove subdivision Area 14 section B specifically in the uh 55 and updated community the lot right now is 0.11 acres and it has a concrete path for a turnaround in a parking spot which was taken out of this lot and used to turn around it's no longer needed and they need the the additional 0.2 Acres or the 0.02 acres to actually make it a buildable lot that is the only change with it all the other certificates for the surrounding adjacent property owners have been placed on the plot they're all in agreement with it through the association and it's recommended for approval is this okay for with you it's fine we look at the minimums and right now with that little niche pulled out of the the back side of the lot it doesn't make a buildable off the back side so yes I might get motion exactly we have a motion valderman Ferguson and a second modern mankind is there any discussion hearing none we're welcome yes yes yes is that it well the next one's the um uh next on our gym is the bid acceptance for the intersection modernization and everything from the State Line Road just to kind of update the board again uh with our budget planning part of our revitalization efforts is to modernize our older intersections in original South Haven we have a lot of span wire a lot of real really old traffic signals in our original part of our city we realized that our Main Street pedestrian project is going to include uh replacing the span wire puts Mast

[0:28:46] arms modern signals at Main Street and Wentworth and also Main Street and Highway 51 so we're getting help on that so we'll have to use our money for that those are the big ones there then um we're gonna we're gonna go try to go down Highway 51 hit Brookhaven Custer and rasco and those will be the only three left other than State Line Road so we felt like we would start with Stateline Airway since it's one of our most high profile intersections and this provides a benefit not only does it uh Revitalize the area and uh improve the attractiveness you know with the Mast arms instead of the span wire but also gives us benefits with ADA requirements you know and eventually if you had sidewalks it ties in so it it can enable us to get future grants you know for things showing that we do have modern uh modern intersections so basically what this is doing is putting Mast arm signals and all the controllers that are modern now at Airways and State Line and um and we budgeted 200 000 for that the bid came in at 190 so it came in good so this will be the only one that we can do I mean it is expensive to do them so we only budgeted enough to do one so only be able to do this one this year and then I'll come back to you before budget time and ask for the same amount of money to at least do one more and we'll start on 51 and go south so we know we got state line of 51 in the Main Street pedestrian project so we'll drop south of there which will be Mississippi Valley so hopefully in 2017 we'll do Mississippi Valley and then uh and then work our way down so there's only two more after that which would be Custer and Roscoe and then we'll have all of our intersections in our original part of the city we'll all be modernize so I think it's it's it's nice to you know we talk so much about our beautification and revitalization but we've actually got a plan that's working and it's within reach you know within a few years we can get that done but but that's what this one's about this is our start we'll

[0:30:48] start state-minded Airways bid came in at 190 000. Whitney feels like it was a very uh competitive price after you know doing the research with with um and hearing from others so we're asking you tonight to accept that bid so we can use that money that we budgeted for that movie okay we have a motion we have motion monitoring Kelly second the alderman Brooks is there any discussion this was the money that we budgeted for State Line yeah I think yeah good question I should clarify that we we um Chris has his own way of naming things that's what it's called but it's I like to call it intersection modernization only Vietnam any other discussion hearing none roll call yes yes okay my motion carries okay next on our agendas mayor's report let me click on update you on a few things um first of our March 15th meeting has been changed to March 22nd the reason we did that the March 15 week is the spring break week for our public schools in Southaven we had Quorum concerns and also other key people that may have some scheduling conflicts namely me so anyway we um we do have the authority to change that we will post proper notice and I want to get the word out tonight that there will be no March 15 committing that's been changed to March 22nd spring cleanup day will be April 2nd DeSoto County is really pushing a large beautification event throughout the county to get all the cities on board and encourage citizens to adopt a street or adopt an area to pick up litter and the county is going to provide all the

[0:32:52] equipment you can register and contact the County and they will give you the equipment the pickup materials and I guess safety safety clothing to wear and and the bags and so when the trash is picked up we just leave the trash on the street and the county is going to come pick all of it up so if y'all will help me get the word out encourage everyone on April 2nd which is a Saturday to um get as many people involved as possible to help us pick up trash in our city and beautify our city and all the cities in the county are going to do it to try to have a county-wide effort there will also be a dumpster that will be at Green Brook Park and this dumpster is part of their other cleanup program what they call clean out your attic and um careful with that I'm telling me if we kind of wide open but old furniture you know Wood Products things like that no hazardous chemicals but if someone's wanting to have a cleanup day there will be a dumpster available for that that the county will help with that as well in a Big River Park between April 2nd and April 9. so please help us promote that and help us beautify our city in our County um I do have a um y'all may remember last year and I just got this Friday afternoon before the agenda was sent out but the county is part of an I-69 Coalition basically this like a lobbyist group where when Interstate 69 was planned the route was planned evidently other states Lobby to get the route changed where it wouldn't go through Mississippi some were trying to redirect it through uh Texas and Arkansas were bypassed Mississippi all together so we wouldn't get the economic benefits of having that thoroughfare through our state so this Coalition was created years ago it's called the I-69 Coalition and the county participates in that the county puts in eight thousand dollars a year for that and they ask for all the cities and the county to donate 500 to that we did that last year so I'm asking you know if you

[0:34:55] I have the invoice and I'm asking you to uh authorized me to sign that and move forward with that again if that's acceptable with the board I'll make that motion attack motion moderate pain second daughter and Ferguson is there any discussion hearing none roll call them yes yes okay and that motion carries thank you and last thing I've assuming just a quick update on the senior center uh they've moved right along the senior center in our Parks Building they were putting the elevator in today so we expected the construction of the senior center will be done this week and the furniture is being delivered on March 9th so uh within just a few days the senior center is finally going to be done so excited to report to that hopefully we'll have some small event just to all get together and uh put out a woohoo so that'll be happening in the near future we're going to cut a ribbon we can't if y'all let's have some celebrations get you a big pair of scissors as we all know that's been a heavily discussed topic and uh not to hammer through all the details again but you know we were able to accomplish that for much much less money without using uh Geo bonds to finances so I think it was a great decision on behalf of all y'all in our city in general you know to put it there and if you haven't been in it yet go check it out it's really it's really nice it's really really good so um but anyway I'm excited about that I didn't tell that there are many seniors in our Forever Young program that are extremely happy so if they're happy it makes me happy too so okay that's all I have this evening next on our agenda is our citizens agenda I'm not aware that anyone signed up Friday so we'll move past that um and then next on our gym is our

[0:36:59] Personnel docket second second Alderman pain is there any discussion hearing none roll call me yes yes yes yes and that motion carries next on our agenda is our city attorney's legal update got a couple miles uh first item is a claim or a refunding of an assessment that was done for their address of 350 Plum points the assessment was done after the purchase of the property so I just did refunding the assessment in the amount of 341.80 got a motion Alderman Gallagher second daughter and Kelly is there any discussion hearing non-relical yes yes yes how about She carries correction there's 334 dollars yeah uh the next item is a contract with FedEx Imaging it's for our printer maintenance program in the course uh it's the same contract we were into at the police department the couple of chains we had to make a couple of changes to the contract that we can't legally agree to they have made those changes so do you think authorization for Chris Shelton to sign the contract with Dex Imaging for a printer maintenance for the court department so moved a second mom in Ferguson second Martin County is there any discussion

[0:39:07] hearing on Roll Call yes and that motion carries the last item is uh got the information yesterday we'll end up dropping we'll do its resolution for the mayor's signature but as part of our condemnations we file the assessments uh that on their children tax rolls under 21 1911s that code number what we're willing to do is also in addition by Helene that will be on the rolls or on the on a judgment role that way when the title search is done before an assessment's issue there is notice and so we don't have to do the refundings like other improper notice or they don't have notice so the resolution will allow for the liens to be followed on the currently condemned lots that will then be converted to Assessments in October so liens will then be canceled in December but it'll provide notice to those buyers and those on a title search of any outstanding lanes that we may have on property so to make it easier for the local real estate agents and local real estate attorneys to find those liens as well so it'll help out provide notice will help us out and we'll have our notice out there Help the People notice they're who are buying homes to know the liens so if you take care of before the assessment purpose just need authorization for the mayor to sign that resolution so many second we have a motion of alderman Kane a second Alderman Brooks is there any discussions hearing Newman roll calls yes yes yes thank you Nick okay next on our agenda is our claims document Mr Mayor and board we had a invoice removed since the original document was sent out on Friday it was an invoice to Glenn's garage and the amount of 125 dollars

[0:41:09] something that this evening they needed to pay for so uh I'm like to make a motion we approved claims docket minus invoice number 22316-2012 F-15 uh in the amount of 3 million three hundred twenty eight thousand seventy one dollars and ninety six cents including demand checks and payroll second realization vitamin pain and a second bottoman Flores is there any discussion carrying Moon roll call s yes yes yes and that motion carries okay next on our agenda um is there a motion to determine the need for executive sessions we have a motion Alderman Gallagher second Alderman kite is there any discussion hearing none all in favor say aye aye all opposed say no as habit motion carries our need this evening for executive session is litigation whether South Haven Police Department and economic development so now is our motion to declare executive session we have most modern Brooks second Alderman Ferguson any discussion hearing none all I've ever say I I almost say no ice have it motion carries the veteran board will now enter executive session absolutely

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