MINUTES
FINANCE COMMITTEE
MEMBERS: Chairman John VanderLeest,
Tony Theisen, Tom Weber, and Steven Deneys
OTHERS
PRESENT: Dawn Foeller, Julie Van Oss
1. Roll Call.
Roll call was taken and all were present.
2. Approval
of the Agenda.
A
motion was made by Ald. Theisen, seconded by Ald. Deneys, and carried to approve the agenda.
3. Approval of the minutes of the Finance
Committee meeting of September 8, 2009.
A
motion was made by Ald. Deneys, seconded by Ald.
Weber, and carried to approve the agenda.
Finance
Director Dawn Foeller made an amendment to the minutes of the Finance Committee
meeting of September 8, 2009 on behalf of Ald. VanderLeest.
Item #8 should read:
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, printing, and postage and report back to the
committee.
A
motion was made by Ald. Deneys, seconded by Ald. Theisen, and carried to approve the minutes as amended.
4. Request by the Finance Director to write off
the balance of personal property tax account 521 (Old Country Buffet) due to
the discharge of this sum in bankruptcy.
The balance to be written off is $4,441.86.
Finance
Director Dawn Foeller discussed the item with City Attorney Allison Swanson
prior to the meeting, and it was determined that writing off personal property
taxes due to bankruptcy does not need to be brought before committee in the
future.
A motion was made by Ald. Weber, seconded by
Ald. Deneys, and carried to approve.
5. Request by Ald. VanderLeest
for an update on paper/printing reductions for all City departments.
Ms.
Foeller referred to the memorandum she drafted for the committee and
highlighted several significant changes in the departments. Please see attached memo following the
minutes for specifics.
Ald.
Weber pointed out the need for improvements and enhancements to the Assessor’s
site in an effort to make it more accessible and user-friendly for the
public.
The City is trying to identify as many
possible ways to service the community with online options, keeping in mind
some processes may still require hard copies and snail mail in order to
maintain efficiency. It will continue to
investigate the ways in which it can save money while improving its services to
the public.
Ms. Foeller said she will continue to meet
with IT to prioritize and discuss the programming involved in implementing
online options.
A motion was made by Ald. Theisen,
seconded by Ald. Deneys, and carried to refer to
staff for further ideas.
6. Report of the Purchasing Agent:
a. Report of the Print/Mail Department equipment
analysis, needs, recommendation.
Purchasing
Agent Julie Van Oss provided a detailed analysis of her findings and presented
this to the members. Please see attached
documentation following the minutes for specifics.
A
motion was made by Ald. Weber, seconded by Ald. Theisen,
and carried to receive and place on file.
A
motion was made by Ald. Weber, seconded by Ald. Theisen,
and carried to adjourn.
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.