MINUTES

Regular Meeting of the

Crawfordville City Council

City Hall

January 3, 2017

Mayor Stewart welcomed those in attendance and called the meeting to order at 7:00 p.m. by leading the Pledge of Allegiance. Council members present were Ms. Valeria Bowman, Vivian Stewart, Josephine Chapman and Mr. Dorsey Cooper.

APPROVAL OF MINUTES:

The Mayor asked if there were any additions or corrections to the minutes of the December 6, 2016 regular meeting. Ms. Vivian Stewart made the motion to accept the minutes. The motion was seconded by Ms. Valeria Bowman. Those in favor signified by saying “aye”. The minutes were approved unanimously.

PUBLIC REQUESTS:

Mr. Tim Rhodes addressed the Council concerning his desire to place a new single wide mobile home on 397 MLK Drive. This is a location where a mobile home previously sat. After some discussion the City Council approved this request unanimously.

FINANCIAL REPORT:

Mayor Stewart presented the financial report.

OLD BUSINESS:

Mayor Stewart gave an update on the dead tree on Sharon Road. Mr. Powers brought a survey of his property to city hall and Mayor Stewart is checking with the DOT regarding removal.

Mr. Dorsey has offered to lend his post driver to the City to install new street sign post.

NEW BUSINESS:

Mayor Stewart discussed the resolution to amend the 2016 budget. After discussion it was postponed to next month’s meeting at which the city’s accountant, Steve Albertson, will attend and go over the resolution along with adjustment figures and answer any questions the council may have.

Mayor’s Report:

Mayor Stewart discussed the Mayor’s report.

ADJOURN:

Council member, Ms. Josephine Chapman made motion to adjourn, Ms. Vivian Stewart seconded it. The meeting was adjourned at 7:44 PM.

Respectfully Submitted,

Wanda Dingler

City Clerk


 

 

 

 

 

 

 

 

October 4, 2016

Mayor Stewart welcomed those in attendance and called the meeting to order at 7:00 p.m. by leading the Pledge of Allegiance. Council members present were: Vice Mayor Ms. Vivian Stewart, Ms. Valeria Bowman, Ms. Josephine Chapman and Mr. Dorsey Cooper.

APPROVAL OF MINUTES:

The Mayor asked if there were any additions or corrections to the minutes of the September 6, 2016 regular meeting. Ms Vivian Stewart requested two (2) corrections be made. The minutes were approved with the corrections.

PUBLIC REQUESTS:

None

FINANCIAL REPORT:

Mayor Stewart presented the financial report.

OLD BUSINESS:

No Old Business

NEW BUSINESS:

Mr. Dorsey Cooper asked about leveling pavement in front of GYM on park street. Mr. Cooper also commented on the clean city trucks and good job Billy Milton is doing keeping the weeds cut near his hardware store.

Ms. Vivian Stewart asked about closure of section of Commerce Street for “Trunk or Treat”.

Mayor Stewart approved.

Mayor’s Report:

Mayor Stewart discussed the Mayor’s report.

Paving is completed on MLK Jr. Drive and Old Sandy Cross Road.

Sidewalk has been repaired in front of Dollar General Store to accommodate wheel chairs.

Mayor reported a small fresh water leak at sewer plant.

No Budget increases at this time.

Christmas decorations for Broad Street will be ones previously used. Some bulb replacement needed.

Ms. Vivian Stewart is in charge of nativity scene.

ADJOURN:

Council member, Ms. Stewart made motion to adjourn, Ms. Chapman seconded it. The meeting was adjourned at 7:25 PM.

Respectfully Submitted,

Wanda Dingler

City Clerk

 

 

MINUTES

Regular Meeting of the

Crawfordville City Council

City Hall

August 2, 2016

Mayor Stewart welcomed those in attendance and called the meeting to order at 7:00 p.m. by leading the Pledge of Allegiance.  Council members present were: Vice Mayor Ms. Vivian Stewart, Ms. Valeria Bowman, Ms. Josephine Chapman and Mr. Dorsey Cooper.

APPROVAL OF MINUTES:

The Mayor asked if there were any additions or corrections to the minutes of the July 5, 2016 regular meeting. Ms Josephine Chapman made the motion to accept the minutes.  The motion was seconded by Mr. Dorsey Cooper. Those in favor signified by saying “aye”.  The minutes were approved unanimously.

PUBLIC REQUESTS:

Mrs. Jackie Butts asked to address the council.  Mrs. Butts gave a very detailed report regarding the County and City website and how the website was formed and how it is currently maintained.

FINANCIAL REPORT:

Mayor Stewart presented the financial report.

OLD BUSINESS:

No Old Business

NEW BUSINESS

Mr. Cooper addressed the idea of annexing the water system outside the city limits such as across HWY 20 to the old truck stop area. A discussion followed concerning the cost and limitations of doing a project of this similarity.

Several fox have been sighted in the city at different locations.

Jackie Butts spoke about Christmas in the Park and the possibility of decorating the lamp posts on Broad Street.

Kay Stewart presented the new framed photograph of Mayor Stewart which will be hung in the hallway of City Hall along with past Mayors.

Mr. Cooper discussed repainting the A.H. Stephens mural on side of building at Broad and Monument Streets.

Small sink hole at Commerce and MLK Jr. is being addressed.

Mayor Stewart asked Council about obtaining a second city attorney if and when needed.  Council agreed.

Mayor Stewart discussed the Springfield Community issue concerning storage of ammonium nitrate.  The City Council all agreed that this was not in the best interest of the county or city.

Mayor’s Report:

Mayor Stewart discussed the Mayor’s report which is attached and made a part of this document.

ADJOURN:

Respectfully Submitted,

Wanda Dingler

City Clerk

 

MINUTES

Regular Meeting of the Crawfordville City Council

City Hall

July 5, 2016

Mayor Stewart welcomed those in attendance and called the meeting to order at 7:00 p.m. by leading the Pledge of Allegiance.  Council members present were: Vice Mayor Ms. Vivian Stewart, Ms. Valeria Bowman, Ms. Josephine Chapman and Mr. Dorsey Cooper.

Mayor Stewart welcomed Mr. Butch Whiddon, Baird & Company, CPAs, LLC,  auditor of our annual state audit.  Mr. Whiddon greeted council and reviewed the audit results for 2015.  The audit went well and only 2 issues were noted and they were 1) segregation of duties.  This is due to the small staff and we have overcome this with outside accountant overseeing our books once a month.  2) Account transactions not being correctly recorded prior to the audit. This was due to account transactions reported by the accounting department not being the same as the transactions on the billing system.  Now we are providing all account transactions directly from the billing system.  The City of Crawfordville audit received the highest opinion from Baird & Company.

APPROVAL OF MINUTES:

The Mayor asked if there were any additions or corrections to the minutes of the June 7, 2016 regular meeting. Ms. Stewart asked that the minutes reflect that she was the council person who asked about the pavement on MLK, Jr. Dr.  Mr. Cooper made the motion to accept the minutes with the correction.  The motion was seconded by Ms. Chapman.  Those in favor signified by saying “aye”.  The minutes were approved unanimously with the correction.

PUBLIC REQUESTS:

No Public Request

FINANCIAL REPORT:

The financial report has been postponed until the August meeting.

OLD BUSINESS:

No Old Business

NEW BUSINESS

Ms. Jackie Denson, Director Labor Day Festival, addressed the Mayor and Council regarding the procedures required by the state to acquire permit for the state road closing and detour route.  There was a discussion as to how this has been handled in the past.  Ms. Stewart asked Ms. Denson to get the proper paperwork required together and the Mayor and Council would address it.  Ms. Denson will get back with us.

MAYOR’S REPORT:

The Mayor’s Report is ATTACHED HERETO AND MADE A PART OF THIS DOCUMENT.

ADJOURN:

Respectfully Submitted,

Wanda Dingler

City Clerk

 

Mayor’s Report

July 5, 2016

This is a continuation of ongoing reports to keep the citizens of

Crawfordville informed as to the happenings in the City. You are most welcome to come by City Hall at any time to express concerns and suggested solutions.

AUDIT – The required yearly audit conducted by Baird & Company has just been completed. The complete audit is available in City Hall.

There are several items I would like to address in this report. The previous mayor has been reprimanded by the auditors for not having any oversight concerning the city's accounting. He has stated that no one, including the city clerk, was capable of overseeing his accounting system. No one was allowed to examine the ex mayor's computer for a number of years. After having an independent CPA evaluate the convoluted way the accounting was accomplished, the ex mayor's explanation that no one could understand  it, could actually be plausible. The accounting system is being systematically simplified, and the audit next year should take much less time, and also be less costly to the city.

The city owns an excellent utilities software package. This package can track all deposits, all write-offs, details on every customer's account, and contains many other excellent management tools. Surprisingly, it was found that this software was used primarily only for writing utility bills. Much of the pertinent customer information was hand entered into the mayor's computer, hence there was no oversight as to how and why customers were handled as they were. I am pleased to say the utilities system is now almost completely up to date, and meaningful reports are currently available to our citizens.

The city has no accounting software for city taxes. This has been somewhat frustrating at times when a customer would ask for information and it could not be found on a timely basis. There is a hand entered system in effect, but if pertinent information was not entered or was entered in the wrong location, much time would be wasted searching for up to date postings. Thankfully, our city clerk, Wanda Dingler has updated the tax bill filing system, and most of the old problems have been taken care of. We plan to have a better system in effect by next tax season, either in conjunction with the county, or proprietarily for just the city.

Financially, the city is in good condition.

DOLLAR GENERAL -  The store is now open. The grand opening was excellent, and business continues to be good. Prices here are very good, so please save time and money by supporting our newest business.

CITY STREETS AND RIGHT-OF-WAYS - Cutting and cleaning continue.

By the end of this month you should see twenty-one new or replaced street signs in place.

UTILITIES –  Many positive changes are in progress, and a full report will be forthcoming.

CITIZENS COMMITTEE – Don't forget to continue making your recommendations to the Citizens Committee.

ONGOING CRITICISM OF THE CITY - I have thus far refrained from directly answering the ongoing criticism from the ex mayor, but because of the misrepresentations, rumors, and outright untruths, I believe it is now appropriate to address certain issues:

Ex mayor's refusal to transition the city management over to the new administration. - Even though much of the city's business had not been available to anyone, including the previous city clerks, the ex mayor refused to share any information on the "secret accounting system" plus any information regarding the management of the city. This fact is verified in the minutes of the last meeting he attended. Leaving the city in this condition was costly and what I consider to be planned sabotage.  I am most happy to report that the accounting system is systematically being transitioned to a simple and straight forward system. At least three local people, including the city clerk, as well as a CPA, oversee all aspects of the city's accounting. This is what I call "open government".

Open Government Protections for the Citizens:

The city's books are now open to the public at anytime. Even the mayor's personal secret computer is available to see any report that is not prohibited by state law.

City Check Books - City check books are available for anyone to see. One major difference now is the check books are reconciled every day. Up until this year, this was not the case.

Utility Bills - Now, anyone can come into city hall and request a utility report showing all unpaid and past due utility bills. All information is available except that which is protected by state law.

Mayor's report - This report gives CURRENT information about what is happening in the city. It includes additional information that may not be available in the minutes, and gives it on a timely basis.

City Web Site - Last year I reported to the then Mayor that the information on the site could not be pulled by all computers. Nothing was done to correct this problem. I determined that the web site should be corrected or we would establish our own website, with our own control, and not be tied into Taliaferro County or the Taliaferro County Development Authority. It is interesting to note that Taliaferro County and the Development Authority do not find it important to post the information the ex mayor spoke of in the paper, even though the ex mayor is now an integral part of both organizations. Maybe they do not wish to post it because it is very old information. The financial reports are at least one month old, and the minutes are like reading an old newspaper.

The Mayor's Report is current, and if need be, it will be updated more often. The Mayor's Report, as well as the minutes are also available to everyone who can read the paper or come by city hall for a copy. The city will have an up to date web site, with all historical city business available to the citizens once we have solved the problem of some computers being unable to access all the posted information, and once we have all the passwords and total in-house control of how the site is updated. The city continues to improve.

There are additional concerns of the management of the city, but they should be addressed when the Grand Jury meets in August.

 

 

Click Here to View December 1, 2015 Minutes.

CALENDAR OF EVENTS