MINUTES
FINANCE COMMITTEE MEETING
5:30 P.M.
MEMBERS PRESENT: Chairman John VanderLeest, Vice Chairman Tom
Weber, Fred Graves, and David Nelson
MEMBERS EXCUSED: None
OTHERS PRESENT: Doug Daul, Dawn Foeller, Jerry Hanson, Mark
Delaski, John Rogers, Linda Dupuis, Rick Jurkanis, Recording Secretary Ginny
Mamrosh, and others
1. Roll Call.
Chairman
VanderLeest called the meeting to order.
Roll call was taken, and all were present.
2. Approval of the Agenda.
A
motion was made by Ald. Nelson and seconded by Ald. Weber to approve the
agenda. Motion carried.
3. Approval of the minutes of the Finance
Committee meeting of March 14, 2006.
A motion was made by Ald.
Weber and seconded by Ald. Nelson to approve the minutes of the Finance
Committee meeting of March 14, 2006.
Motion carried.
4. Request by the City Attorney to submit the
quarterly report of the Claims Committee.
A motion was made by Ald.
Weber and seconded by Ald. Nelson to receive and place on file the quarterly
report of the Claims Committee. The
motion carried.
5. Request by the City Assessor to adjust the
personal property taxes for Account #6364.
Finance Director Doug Daul
explained that when this property was transferred, there was confusion over
where to mail the Statement of Personal Property form. The Assessor’s office uses these completed
forms to fairly assess the value of personal property. When the statement was not returned, its
value was determined by doomage, whereby the Assessor’s office sets these
values on its own. The City later
assessed the property for its actual worth based on amounts on the forms had
they been returned, and is waiving $721.87 from the amount determined by
doomage.
A motion was made by Ald.
Graves, seconded by Ald. Nelson, and carried to approve the request by the City
assessor to adjust the personal property taxes for Account #6364 in the amount
of $721.87.
6. Report of the Purchasing Agent:
a. Computer software upgrade for Planning from
ERSI, Inc. for $15,862.
Purchasing Agent Linda
Dupuis said this is an upgrade to software already being used and maintained by
both the City and County. Each uses
different formats that require conversion, and this update will address those
problems. This is State pricing, and
she has not heard of any problems with the vendor.
A motion was made by Ald.
Weber, seconded by Ald. Nelson and carried to approve the computer software
upgrade for Planning from ERSI, Inc., for $15,862.
b. Computer laptop equipment for Police from
Zones, Inc. for $11,173.
Ms. Dupuis explained that
the low vendor was not selected because the company quoted equipment having a
slower processor, a smaller hard drive, and no DVD writer. It was not a comparable unit and would not
be able to handle the large documents used by the Police Dept. for training
purposes. IT Director Mark Delaski said
this equipment costs about $100 more than the City’s standard system.
A motion was made by Ald.
Nelson, seconded by Ald. Weber and carried to approve computer laptop equipment
for Police from Zones, Inc. for $11,173.
c. Police vehicles (12) from Ewald, Hartford
Ford, Mercury, LLC for $255,876.
Ms. Dupuis said pricing on
these vehicles has varied only slightly over the last 5 years. The 2006 price is $21,394, an increase of
only $52 from last year. The price in
2002 was higher, at $23,124. These
amounts reflect State of Wisconsin and VALUE pricing, where the City bids in
volume with other communities across the state. Police Business Mgr. Rick Jurkanis said between 11 and 13 of the
department’s 36 black and white squads are replaced each year, on a 3-year
basis. Any that are in relatively good
condition are sent to auction, where they bring around $4,000 per unit. Some can be used by supervisors or as
unmarked cars, but 12 are sent to auction every year.
Mr. Daul said the
Committee is not being asked to approve funding for this purchase tonight. Capital reserve and carryover requests will
be presented at the next meeting, and if funding is approved, the vehicles will
be purchased off this State contract.
Ald. VanderLeest asked if other departments could use any of these cars,
but Ms. Dupuis said full size automobiles such as these Crown Victorias are purchased
for and used by the Police Department only.
A motion was made by Ald.
Graves, seconded by Ald. Nelson and carried to approve Police vehicles (12)
from Ewald, Hartford Ford, Mercury, LLC for $255,876.
d. Records imaging services for Police
Department from Integrated Imaging Services for $33,000.
Ms. Dupuis said this
carryover request is also contingent upon Council approval, and that the
Committee is being asked to approve the contract at this time. They had approved microfilm conversion of
records from 1994, 1996, and 1999 at an earlier meeting, and this request is
for 2000, 2001, and 2002. Mr. Jurkanis
said that previous to 2000, all records were microfilmed, but said they would
like to image rather than microfilm starting with 2000 because the majority of
requests come for more recent information.
By putting the records on CDs, they will be saved on their own server to
allow access from many different work-stations. This will make the process much more efficient. He said these police reports are hard paper
documents that must be scanned and moved to CDs.
Ms. Dupuis said when she
originally put this item on the agenda, she intended to award it to Integrated
Imaging, but has since begun negotiating with both Integrated Imaging and Source Corp., the next lowest
vendor. She will have a best and final
offer from both companies in a week and asked for the Committee’s authorization
to award this work to the lowest acceptable vendor. Mr. Jurkanis said if there are to be any savings, they would like
to convert as many records as possible, since there are reports from 8 or 9
years waiting to be processed. He said
this request could be held for two weeks.
A motion was made by Ald.
Weber, seconded by Ald. Nelson and carried to hold for two weeks the request to
approve records imaging services for the Police Department from Integrated
Imaging Services for $33,000.
e. Ambulance vehicles (2) for Fire Dept. from
Foster Coach Sales for $226,050.
Ms. Dupuis said this
request is also contingent upon funding approval from the committee in two
weeks.
Asst. Chief John Rogers
said there are two ambulances on order from Foster Coach Sales at present, and
these would be the third and fourth units under the same contract. There are a total of six ambulances, four in
service and 2 backups, but two are 10 years old, have more than 100,000 miles
on them, and are constantly in need of repair.
Ms. Dupuis said Foster Coach has agreed to an additional discount of
$1,000 per unit with this additional order, bringing the total price to
$224,050 instead of the $226,050 requested.
An additional 5% prepay option is available. The two already on order did have the $1,000 discount, and the
additional two would have that $1,000 plus another $1,000 discount. Ms. Dupuis said this pricing is competitive,
and although purchases from a different vendor in the past were $15,000 to
$20,000 less in cost, the vehicles were not of high quality.
A motion was made by Ald.
Weber, seconded by Ald. Nelson and carried to approve ambulance vehicles (2)
for Fire Dept. from Foster Coach Sales for $224,050.
f. Fire protective clothing from Environmental
Safety Group for $35,285.
Ms. Dupuis said this
vendor had the award last year, and even though this year’s prices are higher,
the City is still getting competitive pricing.
City pricing for these garments has been very competitive and area fire
departments had requested the City make this a cooperative bid. For 2006, this pricing is cooperative and
available to any agency in Northeast Wisconsin. Mr. Rogers said the amount for this clothing has already been
budgeted.
A motion was made by Ald.
Nelson, seconded by Ald. Weber and carried to approve fire protective clothing
from Environmental Safety Group for $35,285.
g. Breathing air cylinders for the Fire
Department from Oshkosh Fire and Police Equipment for $10,800.
Ms. Dupuis said Oshkosh is
the low quote vendor for this product.
A motion was made by Ald.
Weber, seconded by Ald. Nelson and carried to approve breathing air cylinders
for the Fire Department from Oshkosh Fire and Police Equipment for $10,800.
7. Report by Finance Director on payroll implementation.
Finance Director Doug Daul said
implementation of the new payroll program has proved to be a huge endeavor,
with 1,000 employees, 19 different pay policies, and 17 union contracts
involved. ADP dedicated ten people to
the City’s needs for this process, and he and Comptroller Dawn Foeller have
worked many extra hours in getting the payroll out each week. It was necessary for Ms. Foeller to learn
three different software pieces to allow interfacing for accounting
purposes. These changes resulted in a
dip in productivity, and December and January were difficult times. Mr. Daul said productivity is back up at
present, but Telestaff, the scheduling software for the Police and Fire
Departments, has not yet been implemented.
When that software comes online, it will be a huge benefit that will
definitely streamline the procedures.
He said there were some disappointments because of the complexity of the
system, and the City ended up with a different version of what was originally
planned.
ADP had said this function could
be handled by 1½ persons, so funding for that amount was budgeted. He said it is possible that payroll can be
run with 1½ persons, but it is necessary to involve more people because of the
other functions provided by that department.
Payroll handles questions on retirement, health care and deduction
changes, as well as requests for other information. Mr. Daul said that when the staff of four was reduced by
attrition, they hoped to manage with 1½ people, but that may not be
possible. Benefits from the new system
include the backup provided by ADP and the fact that more people are familiar
now with how the payroll procedure is handled.
This knowledge has improved the documentation of the system as well as
the succession planning. He said they
are still putting in a lot of time, but are also getting a hold on the
system. Mr. Daul said work may be
distributed within the office rather than requiring overtime. Ms. Foeller said the amount of work Payroll
has done day after day without complaint is amazing, but that the process must
be improved. The person who normally performs
this function is a wonderful employee who puts in many extra hours, but that
cannot continue indefinitely.
Mr. Daul and Chad Weininger,
Asst. to the Mayor, had attended an office presentation on “lean office” by Schenck, the City’s
accounting service. He said “lean
office” is not about head count, but rather the processes involved, and whether
or not these processes are being performed efficiently. A decision was made at Senior Management to
have Schenck value-map the process as a showcase for the rest of the City. This firm, in writing, has said it can cut
50% of the time and 30% of the steps involved in the payroll process.
Ald. Graves thanked Doug and
Dawn for all their efforts.
A motion was made by Ald.
Nelson, seconded by Ald. Graves and carried to receive and place on file the
report by the Finance Director on payroll implementation.
A motion to adjourn was made by
Ald. Weber, seconded by Ald. Nelson, and carried. The meeting was adjourned.
2006 CONTINGENCY FUND
$190,950.00