HomeMy WebLinkAbout04-25-2022 City Council Work SessionSTATE OF ALABAMA
COUNTY OF BALDWIN
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The City Council met in a Work Session
at 4:30 p.m., Fairhope Municipal Complex Council Chamber,
161 North Section Street, Fairhope , Alabama 36532,
on Monday, 25 April 2022.
Present were Council President Jimmy Conyers , Counci lmembers: Jack
Burrell , Corey Martin , and Kevin Boone, Mayor Sherry Sullivan , City Attorney
Marcus E. McDowell , and City Clerk Lisa A. Hanks. Councilmember Jay Robinson
was absent.
Counci l President Jimmy Conyers called the meeting to order at 4 :3 0 p.m.
The following topics were discussed:
• Special Projects and Grant Manager Jessica Walker addressed the City Council and
introduced Artist Bruce Larsen and Lee Turner from Fairhope Single Tax
Corporation. They introduced the Bruce Larsen Artwork Plan for Arts Alley as a Gift
from the Fairhope Single Tax Corporation to the City of Fairhope . Mr. Larsen said
the artwork will draw people to the parking garage; and give people an experience for
downtown. He said this will a historical piece from Fairhope metals ; and have
barcodes to tell where the metals came from around the Fairhope area. Ms. Larsen
presented a Power Point Presentation titled "Proposed Arts Alley Artwork" depicting
dwarf seahorses. (See attached handout) Lee Turner sai d the artwork will cost
$125,000.00 and stated other projects FSTC bas funded . Mr. Larsen stated this
artwork will be lighted and installed at Church Street entrance. Mr. Turner
commented this will be 3-D artwork for the Arts Alley .
• Mayor Sullivan and City Treasurer Kim Creech addressed the City Council regarding
the Discussion of Internal Purchasing Policy with Plans to Propose Revision. Mayor
Sullivan said these are budgeted item s already adopted being bought on either the
Alabama State Bid List or a Buying Group. She mentioned the Code of Alabama
Section 41-16-51 (b )(7) for Utilities: "The purchase of equipment, supplies , or
materials needed, used, and consumed in the normal and routine operation of any
waterworks system, sanitary sewer system, gas system, or electric system, or any two
or more thereof, that are owned by municipalities , counties, or public corporations,
boards , or authorities that are agencies, departments , or instrumentalities of
municipalities or counties and no part of the operating expenses of which system or
systems, during the then current fiscal year, have been paid from revenues derived
from taxes or from appropriations of the state, a county, or a municipality ." Mayor
Sullivan stated that for General Government the unbudgeted amount would remain at
$5,000.00; but the Utilities would be $10,000.00 for unbudgeted items . She gave
transformers as an ex ample .
Monday, 25 April 2022
Page -2-
Warehou se and Purchasing Supervisor Clint Steadham addressed the City Council
and gave multiple examples of purchasing issues. He commented we send out to four
to seven vendors to get quotes but only receive one or two back. Council President
Conyers said financials are our biggest concern for the City Council and
expenditures. Mayor Sullivan said we are spending more staff time for these
purchases; and we trust from the City Council. Council President Conyers said if this
does not work, we can tweak it. He stated this will be more efficient for staff, for City
Council, and the City.
Councilmember Burrell questioned the budget and inflated prices . He said when it is
on the State Bid List, we are supposed to get three quotes. He said if we lax on
quotes, we will get higher cost/quotes from vendors . Councilmember Burrell
commented we need to get the best price we can get for Fairhope. Mr. Steadham
explained it is the supply chain not just the prices. He explained in detail the
purchasing process for transformers. Councilmember Martin said we would like to
see what has been spent on a regular basis.
Ms. Creech explained the process for staff to purchase. She told the City Council that
a Letter of Intent to Purchase was needed prior to Council's approval. An example
was given regarding the City of Fairhope purchasing vehicles that were marked for
the City of Auburn. Councilmember Martin commented this can always be undone.
Councilmember Boone said he does not know how Fairhope is doing this with
purchases but said changes have to be made now.
Councilmember Burrell stated there will be a time when expenses will surpass
revenues. He proposed the financial report to be bi-monthly and show all unbudgeted
purchases. Ms. Creech commented that she uses the policy for all purchases.
Assistant Gas Superintendent Jeremy Little addressed the City Council and stated his
problem is inventory items because prices are only good for specific times; for
example 10 to 14 days.
Mayor Sullivan commented we need to change our language in "aid to construction"
agreements too . Council President Conyers said we need to pursue this to help staff
and purchasing; and streamline the process to save time and money. The consensus
of the City Council was to move forward with the purchasing policy and put on the
next agenda.
• City Treasurer Kim Creech presented a Power Point Presentation titled "City of
Fairhope Summary Financial Reports Six Months Ended March 31 , 2022 ." (See
attached handout) Ms. Creech briefly explained each slide and answered any
questions if needed .
Council President Conyers briefly went through the Agenda Items and who
would explain if needed.
Monday , 25 April 2022
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There being no further business to come before the City Council , the meeting
was duly adjourned at 5:55 p.m.
~eG,r,v 9===
Council President
~ City Clerk
Proposed Arts Alley Artwork
Artist Bruce Larsen
Completed Work Examples
Artist Bruce Larsen