MINUTES

FINANCE COMMITTEE

Tuesday, December 9, 2008

City Hall, Room 604

5:30 p.m.

MEMBERS PRESENT: Chairman John VanderLeest, Vice Chairman Tony Theisen, Tom Weber, and Steven Deneys

MEMBERS EXCUSED: None

OTHERS PRESENT: Doug Daul, Chief Roemer, Steve Peggs, Julie Van Oss, Mark Delaski, and Others

1. Roll Call.

Roll Call was taken, and 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.

3. Approval of the minutes of the Finance Committee meeting of November 11, 2008.

A motion was made by Ald. Deneys, seconded by Ald. Weber, and carried to approve the minutes of the Finance Committee meeting of November 11, 2008.

4. Request by Ald. VanderLeest to review all postage costs for each department and to report back on ways to reduce costs.

Purchasing Agent Julie Van Oss presented data on the total City expense for postage. The members had a long discussion on various ways to automate renewal licensing by capturing email addresses and sending only electronic renewal notices, as well as ACH payments to vendors and payroll direct deposits. Mr. Daul pointed out that the City has a committee to look at green initiatives and said that committee may be the appropriate body to study this issue.

A motion was made by Ald. Thiesen, seconded by Ald. Deneys, and carried to refer the item to the Sustainable Green Bay Committee to find ways to reduce postage.

5. Report of the Purchasing Agent:

a. Purchase of Computer Network Equipment from CDWG for $16,721.

IT Director Mark Delaski explained that this upgrade was necessary because of the fiber optic project. Because of the short life expectancy of the server, it was not included in the bond issue, but rather is being purchased through the IT capital equipment fund. Mr. Weber pointed out that this purchase should have been detailed out when the bond issue was proposed.

A motion was made by Ald. Weber, seconded by Ald. Deneys, and carried to approve the request of the Purchasing Agent to purchase Computer Network Equipment from CDWG for $16,721.

b. Purchase of two Fire Engines from Custom Fire for $729,554.

Division Chief Peggs and Chief Roemer presented information to the Committee regarding the specifications for this vehicle. The Mayor and Council had approved $375,000 for the purchase of an engine in the 2008 bonding program. Bonds were never issued for this purpose in 2008 because it was known that the procurement process would extend into 2009. Chief Roemer was going to request another engine in 2009, and by buying the two together, he could save significant money. The City will get the cost benefit of buying three vehicles as the Village of Bellevue is also buying a vehicle under this bid. The Chief discussed several upgrade options that will add $10,650 per unit. The total per unit cost is $364,777. Mr. Daul pointed out that approval of this purchase is also approved for 2009 bonding for fire trucks in the amount of $729,544.

A motion was made by Ald. Deneys, seconded by Ald. Theisen, and carried to approve the purchase of two Fire Engines from Custom Fire with the additional options.

6. Request by the Finance Director for additional approval level for temporary help.

Mr. Daul discussed the status of the Clerk/Treasurer’s office and the expenses from the Presidential Election. He pointed that close to 20% of the votes cast in the election were absentee ballots and handled by the Clerk’s office. Additionally, the Department is now entering 10,000 new voter registration applications. There has been one vacancy and one person on sick leave since early October. The overtime costs have mounted as staff has had to work long hours and Saturdays. Mr. Daul stated that the expense of conducting elections will go up each even numbered year. He asked for continued temporary assistance through the end of January. Mr. Daul told the Committee that as of yesterday all overtime has been cancelled. The staff should now be able to complete the remainder of the work by Christmas during regular hours.

A motion was made by Ald. Weber, seconded by Ald. Theisen, and carried to approve the request by the Finance Director for temporary help to the end of January.

7. Request by the Finance Director to use $10,000 from Contingency for 2010 census expenses.

Mr. Daul stated that the next census has begun. He suggested that the City set aside funds each of the next three years for costs associated with educating our constituents on the importance of an accurate census. Mr. Daul discussed this with Planning Director Rob Strong, and Mr. Strong feels he can provide an allocation of CDBG funds for targeted areas in the 2010 program. Mr. Daul will segregate the current request and return it to the general fund if other sources of revenue can be obtained to cover these costs.

A motion was made by Ald. Deneys, seconded by Ald.Theisen, and carried to approve the request by the Finance Director to use $10,000 from Contingency for 2010 census expenses.

A motion to adjourn was made by Ald. Deneys and seconded by Ald. Theisen. Motion carried, and the meeting adjourned at 7:50 p.m.

2008 CONTINGENCY FUND

$66,946.52

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.