MINUTES
FINANCE COMMITTEE
MEMBERS PRESENT: Chairman John VanderLeest, Tony Theisen, Tom
Weber, and Steven Deneys
MEMBERS
EXCUSED: None
OTHERS
PRESENT: Doug Daul, Dawn Foeller, Linda Dupuis,
Mark Delaski
1. Roll Call.
Roll
Call was taken; all were present.
2. Approval of the Agenda.
A
motion was made by Ald. Deneys, seconded by Ald. Weber and carried to approve
the Agenda as presented.
3. Approval of the minutes of the Finance
Committee meeting of July 9, 2008 and August 5, 2008.
A motion was made by Ald. Deneys, seconded by Ald. Weber and carried to approve the minutes of the Finance Committee meeting of July 9, 2008 and August 5, 2008.
4. Request by the
Comptroller to present the City’s 2007 Annual Financial Report and the
Management Letter.
Comptroller Dawn Foeller introduced the 2007 CAFR and told the Committee where they could find general fund detail and summary information. Mr. Thomas Karman of Schenk Government & Not for Profit then addressed the Committee regarding the company’s opinion on the CAFR and he also reviewed the Management Letter and pointed out two issues that he feels should be addressed. Mr. Karman stated that the Police Dept. needs to shore up its maintenance of citation books. The books should be sequentially numbered and maintained. Each citation is in effect an account receivable to the City. The second area of concern is the concentration of too much responsibility in the Payroll Dept. There should be better segregation of duties, with Personnel assuming responsibility for inputting things such as new hires and pay rates. Currently Payroll enters new employees and their rates of pay and then pays them. This leaves the City vulnerable to fraud.
A motion was made by Ald. Weber, seconded by
Ald. Deneys and carried to receive and place on file the City’s 2007 Annual
Financial Report and the Management Letter.
5. Report of the Purchasing Agent:
a. Self contained breathing apparatus for the
Fire Department split award to Oshkosh Fire & Police for $51,312 and
Jefferson Fire & Safety for $9,614 for a total price of $60,926 for 2008
and an estimated $68,433 for 2009 (dependent upon funding).
A motion was made by Ald. Weber, seconded by
Ald. Deneys and carried to approve: a.
Self contained breathing apparatus for the Fire Department split award
to Oshkosh Fire & Police for $51,312 and Jefferson Fire & Safety for
$9,614 for a total price of $60,926 for 2008 and an estimated $68,433 for 2009
(dependent upon funding).
b. Purchase of eleven defibrillators (AED’s)
with accessories for the Fire Department from Phillips Medical Systems for
$26,500.
Purchasing Agent Linda Dupuis and Fire Chief Jeff Roemer appeared before Committee. Mrs. Dupuis explained that they met with the vendors for AEDs and they found that one vendor was far superior. She attempted to buy off the State Contract but found an even better deal by searching distributors. This effort resulted in a $5,000 savings for the City. Chief Roemer stated that he needs to transfer about $6,000 from Fire Prevention to help cover the cost of this purchase. The purchase is more than anticipated because batteries were not included in the initial quote request.
A motion was made by Ald. Weber, seconded by
Ald. Deneys and carried to approve: b.
Purchase of eleven defibrillators (AED’s) with accessories for the Fire
Department from Phillips Medical Systems for $28,774.85 and to transfer $6,000
from Fire Prevention to Equipment Replacement .
c. Cost to migrate Harris financials from IBM
RS6000 to Microsoft Windows server 2003 from Harris Computer Company for
$10,800.
IT Director Mark Delaski explained that he will migrate the City financial packages to a new computer and will need assistance from the software company.
A motion was made by Ald. Deneys, seconded by
Ald. Theisen and carried to approve: c.
Cost to migrate Harris financials from IBM RS6000 to Microsoft Windows
server 2003 from Harris Computer Company for $10,800.
d. IT Department: Five year contract with AT&T for Centrex
phone system upgrade, resulting in 29% reduced monthly costs ($591.30 per
month).
Mr. Delaski explained that our contract is up for
renewal and the current rates are favorable and will save the City about $600
per month.
A motion was made by Ald. Deneys, seconded by
Ald. Theisen and carried to approve: d. IT
Department: Five year contract with
AT&T for Centrex phone system upgrade, resulting in 29% reduced monthly
costs ($591.30 per month).
6. Request by Ald. VanderLeest to install school
speed limit LED blink signs on Packerland Drive, “15 MPH When Children
Present”, at a cost of $7,500 to $10,000 with a requested cost share with the
Green Bay School District.
Ald. VanderLeest updated the Committee that
he has spoken to Mike Blecha of the GBAPS Board. Mr. Blecha is attempting to get the school
district to pay for half the costs of the signs. Ald. VanderLeest explained his position on
this topic and why he is trying to get this done.
A motion was made by Ald. VanderLeest to
approve the installation of school speed limit LED blink signs on Packerland
Drive, “15 MPH When Children Present”, or other appropriate safety language at
a cost of $7,500 to $10,000 with a requested cost share with the Green Bay
School District. It was seconded by Ald.
Weber and carried.
7.
Report on Overtime.
Comptroller Foeller reviewed the various
Overtime accounts and all seem to be tracking to budget. DPW is makinig an effort to recover from the
excessive overtime that they incurred in the Spring due to all the snowfall.
A motion was made by Ald. Weber, seconded by
Ald. Deneys and carried to receive and place on file the Report on Overtime.
8. Budget Status
Report.
Comptroller Foeller presented expenditure and review reports through 7/31/08. Individual departments were identified that seemed to be high. Mrs. Foeller noted that the reports were through July but that the August insurance premium was charged to all departments, skewing the report slightly. The insurance premium is about $1,000,000 per month city-wide and particularly skews the smaller department budgets.
A motion was made by Ald. Deneys, seconded by Ald. Theisen and carried to receive and place on file the Budget Status Report.
9. Request by Ald. Nicholson for an update on
TIF debt and general obligation debt at the time when Mayor Halloin left office
to the time Mayor Jadin left office, and current.
A motion was made by Ald. Weber, seconded by
Ald. VanderLeest and carried to hold until the next meeting the request by Ald.
Nicholson for an update on TIF debt and general obligation debt at the time
when Mayor Halloin left office to the time Mayor Jadin left office, and
current.
10. Finance
Director’s Report:
Update on
voter registration drives requested by Ald. VanderLeest.
Clerk
Doug Daul reported on City efforts at voter registration this summer. He noted that the city did two drives in
conjunction with several other communities, one at Bay Park Square and the
other at Bay Beach. Interviews were done
with all the TV stations and the Press Gazette.
A
motion was made by Ald. Theisen, seconded by Ald. Deneys and carried to receive
and place on file the update on voter registration drives.
A
motion was made by Ald. Theisen and seconded by Ald. Deneys to adjourn. The meeting adjourned at 6:45 p.m.
2008 CONTINGENCY FUND
$104,427.52
Any person wishing to attend who,
because of a disability, requires special accommodation should contact the
Mayor’s office at 448-3005 at least 24 hours before the scheduled meeting time
so that arrangements can be made.
Please take notice that it
is possible that additional members of the Council may attend this committee
meeting, resulting in a majority or quorum of the Common Council. This may
constitute a meeting of the Common Council for purposes of discussion and
information gathering relative to this agenda.