BAY MINETTE — Budget and finances were once again the topic of discussion at the Bay Minette City Council's regular work session Monday night.

After a nearly four-hour special-called meeting Sept. 14, during which city department heads presented their individual budgets, City Clerk Rita Findley and Finance Officer Joe Landenwhich  were asked to present theirs at this week's meeting.

One of the biggest cuts was to the employee safety recognition fund, which was cut in half from $10,000.

"This is for things like employee awards, recognition dinners and the annual pool party we have," Findley said. "I've already had two people tell me they will probably retire this year. I think it's important to those people who have worked for us for 20 years."

Findley said the decrease did not hurt the fund too much, as last year's fund still has $3,000 in it that will roll over to the 2009-10 budget.

Other budget decreases included $5,000 in public officials insurance, $500 in the cost of legal ads and $1,500 in the cost of advertising public hearings, $2,500 in expenses for the planning commission, $2,000 in municipal elections costs and a decrease in gas and water for the Civic Center, which saw a $5,000 savings from last year.

However, there were some increases as well: City attorney retainer fee increased from $10,000 to $15,000; South Alabama Regional Planning Commission membership fees increased from $12,000 to $15,000; building liability insurance premiums are now $91,000 as compared to last year's $86,000; and Alabama League of Municipalities and other city memberships also increased from $4,000 to $4,500.

Overall, Findley reduced last year's budget by $9,000. She only requested two capital items — a copier ($8,000) and achievier shelving, storage shelves akin to what is used in a doctor's office.

"We need a new copier because this one is eight years old,” she said. “I'd like to get one that networks. Right now everyone has their own printer and the cartridges are a big part of our supply cost.

“I can get eight cartons — there's 10 cartridges per carton — and they are gone in no time flat. That equals about $5,000 each year."

Findley said she wants to find an alternative to printing packets as well. "I do packets for the council, packets for the planning commission, packets for the airport authority, you name it, I do it," she said. "We need to find another way because of the amount of paper we're using."

The filing system, which would cost about $25,000, would be for “general administration and finance,” she said.

"If we had that we could find files in a few minutes instead of spending all day looking for them."

The finance department's budget increased by just over $2,700. Landenwhich said the increase was because of an increase in personnel expenses.

"I cut $2,000 from office supplies and only budgeted $2,000 for travel — that's a couple of local trips and one big trip per year," he said.

The funds dedicated for appropriations (funds given to different organizations for community services) had decreased as well.

“There have been a couple of changes to appropriations,” Landenwhich said. “The Volunteers of America, we cut a little bit there. Rotary, we reduced that and the one time employee raise," he said.

He explained that the one-time raise is actually a kind of Christmas bonus. "That's the gift cards we give to the employees around Christmas each year. That's been reduced.

"We won't be able to do as much as we have in the past, but we will be able to do something," he said.

With all departments having presented their respective budgets, Bay Minette Mayor Jamie Tillery announced there would be a special-called meeting Sept. 28 at 5 p.m. to discuss and approve the 2009-2010 budget.

The budget would then be reviewed every three months and adjusted if necessary, she said.

Fireworks in danger?

In keeping with budget requests, Neil Covington of the Rotary Club approached the council about the amount of funds dedicated to the club for the annual fireworks show.

"I understand this year you've only budgeted $1,000. We've been $2,000 short the last two years, and that's with the city's help. This year we are not going to be able to absorb that cost," Covington said.

"In order to have the fireworks show again, we're here to see if you can pledge more," he asked.

"Last year you agreed to pay half, up to $4,000. We ask that you do the same this year," he said.

District 2 Councilman Mike Phillips asked if the club does any fundraisers for the fireworks show, to which Covington responded no.

"All of our fundraisers are earmarked for everything else we do, the community programs," he said.

Though the fireworks show does not take place until July, Covington said the contract with the supplier has to be signed by the first of January.

"It was $9,800 last year and they go up every year," Covington said.

District 1 Councilman Danleigh Corbett asked if the organization could wait until the end of December before getting an answer from the council.

Other business

Bay Minette Fire Chief Phil Bryars also approached the council about a funding request, one to erect a small building to house the new communications equipment.

"The Sheriff's Department has agreed to pay half of the $6,000 cost," he said. "But we need to put in the other $3,000. We need to begin on this because we will have communications equipment and no building."

Internal expenditures were another source of concern for Phillips, who noted that last month more than $2,000 worth of purchase orders had been spent at Wal-Mart.

"We need department heads to start writing up itemized lists of purchases made at Wal-Mart," he said. "The receipt is hard to read and doesn't really give a clear picture of what was purchased."

After a year of negotiations and research, the city has come to an agreement with the Bay Minette Municipal Airport Authority.

"As State of Alabama statutes affirm, the Airport Authority has the jurisdiction to operate and maintain certain aspects of the airport through its own financial planning and budgeting, in particular the rental of the T-hangers," Tillery said. "The Airport Authority acts for the City of Bay Minette's best interest representing its authority in many matters at the Bay Minette Municipal Airport.

"It is not the sole authority, but works in tandem with the mayor and council," she said.

City attorney Scotty Lewis explained to the council the resolution regarding the lease was just to formalize an agreement already in place. Lewis said because the city owns the hangers, it would be the beneficiary of the insurance policy.

The council called an executive session at the end of the work session to discuss pending litigation.