MINUTES
FINANCE COMMITTEE
MEMBERS: Chairman John VanderLeest,
Tom Weber, and Steven Deneys
OTHERS
PRESENT: Dawn Foeller, Julie Van Oss,
Chad Weininger, Allison Swanson
1. Roll Call.
Roll call was
taken and all were present, except for Ald. Theisen,
who was excused.
2. Approval of the
Agenda.
A motion was
made by Ald. Weber, seconded by Ald. Deneys, and
carried to approve the agenda.
3. Approval of the minutes of the Finance
Committee meeting of August 11, 2009.
A
motion was made by Ald. Deneys, seconded by Ald.
Weber, and carried to approve the minutes of the Finance Committee meeting of
August 11, 2009.
4. Request by Ald. DeWane
to have the Finance Director discuss with Robert W. Baird & Company, the
City’s financial advisors, the ability for the City to restructure any of the
City’s debt to reduce the burden on the City taxpayer.
Finance
Director Dawn Foeller summarized the item per a memorandum received from Robert
W. Baird & Company that addressed the City’s existing debt and the ongoing
monitoring of refunding opportunities.
Baird will
continue to monitor the City’s existing debt and the interest rate environment
and provide periodic updates regarding refunding opportunities.
A motion was
made by Ald. Weber, seconded by Ald. Deneys, and
carried to receive and place on file.
5. Request by Ald. DeWane
to have the Finance Director discuss the impact of the Younkers litigation on
the City’s debt structure and how administration plans to handle it.
Finance
Director Dawn Foeller discussed per a memo she had drafted for the members of
the committee. See attachment following
the minutes for detail.
A motion was
made by Ald. Deneys, seconded by Ald. Weber, and
carried to receive and place on file.
6. Request by the City Clerk to consider and
possibly approve a proposal to provide countywide Election Day support to all
32 Brown County Municipalities.
City Clerk
Chad Weininger explained that E.S. & S. had provided free Election Day
support to all municipalities in Brown County, excluding Green Bay, but will
now charge a fee for such a service. The
City has provided its own Election Day support since the inception of the Eagle
Voting Machines. We have four people
responsible for fixing the machines when a malfunction occurs. We would provide this same support
countywide, which is a favorable option for these municipalities given our
close proximity, as opposed to contracting with E.S. & S.
The City
Clerk would charge $31.17 per Eagle and AutoMark machine which is considerably
less than E.S. & S.’s proposal. This
opportunity would also allow City staff to train the municipalities on their
own machine to make them more self-sufficient.
A motion was
made by Ald. Weber, seconded by Ald. Deneys, and
carried to approve the proposal by the City Clerk to provide countywide
Election Day support to all 32 Brown County Municipalities.
7. Request by Ald. Wery
to review and clarify the Council’s previous request for a financial audit of BID
districts.
Finance
Director Dawn Foeller spoke to this item on behalf of Ald. Wery. She discussed with City Attorney Allison
Swanson, and it is a required under state statute that all BID districts have a
financial audit done by an independent certified audit firm.
A motion was
made by Ald Weber, seconded by Ald. Deneys, and carried to receive and place on file.
8. Request by Ald. VanderLeest
for an update on paper/printing reductions for all City departments.
Finance
Director Dawn Foeller explained the Printing Department has started to
consolidate and analyze all print jobs and look at other options to utilize technology
and electronic formats to reduce paper usage.
City
Clerk Chad Weininger described a reduction plan with regard to moving toward a
more electronic distribution of Friday Mail as opposed to hard copies. This would help reduce cost and also create a
more open and accessible method for the public and media outlets. Additionally, each department will be asked
to investigate ways in which they can save paper.
A
motion was made by Ald. Deneys, seconded by Ald. Weber,
and carried to hold the item and for the Finance Director to review with each
department their efforts of reducing paper and report back to the committee.
9. Report of the Purchasing Agent:
a. Request
approval to award purchase of one used Mini-Van to the Police Department to Holz Motors for the amount of $14,899.
Purchasing
Agent Julie Van Oss explained that they received two quotes from Broadway Ashland. However, both quotes were not compliant with
the specification requirements of under 30,000 miles
and/or model year 2007 or newer. The
quote the City received from Holz Motors was within
those specifications, so the City will be purchasing a 2007 Dodge Grand Caravan
for $14,899.
A motion was
made by Ald. Deneys, seconded by Ald. Weber, and
carried to approve the award of one used Mini-Van for the Police Department to Holz Motors for the amount of $14,899.
b. Report
of the Print/Mail Department equipment analysis, needs, recommendation.
A
report was given about the need for equipment replacement, and the committee
decided to hold the item for two weeks pending further investigation into
additional options.
To hold the Print/Mail Department
equipment analysis, needs, and recommendation.
10. Request by the Finance Director to consolidate
the mailing services for police into the Print/Mail Department.
Purchasing
Agent Julie Van Oss and Finance Director Dawn Foeller outlined reasons why
consolidating would be the logical and most cost-effective choice as opposed to
appropriating funds to continue the lease of a mail meter machine at full
postage rates. The City
‘s centralized mail department has discounted rates and an agreement with
United Mailing Services to pick up and prep the mail prior to delivery to the
US Post Office. Consolidating will save
the City approximately $3,364 in 2010, thus making this recommendation a more
efficient use of City funds.
A motion was
made by Ald. Weber, seconded by Ald. Deneys, and
carried to approve a reduction in funding for postage for the Police Department
and transfer those funds to the Print Department as a result of consolidating
the mailing services for police into the Print/Mail Department.
2009 Contingency Fund
$62,130.00
1).
THIS MEETING IS AUDIO TAPED: THE AUDIO OF THIS MEETING & MINUTES
ARE AVAILABLE ON LINE AT
2). ACCESSIBILITY:
Any person wishing to attend who, because of a disability, requires special
accommodation should contact the City Safety Manager at 448-3125 at least 48
hours before the scheduled meeting time so that arrangements can be made.
3). QUORUM: 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.
4). REPRESENTATION: The
party requesting the communication, or their representative should be present
at this meeting.