MINUTES
FINANCE COMMITTEE
MEMBERS: Chairman John VanderLeest,
Tony Theisen, Tom Weber, and Steven Deneys
OTHERS PRESENT: Dawn Foeller, Bill Landvatter,
Alderman DeWane
1. Roll Call.
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 October 13, 2009.
A motion was made by Ald. Deneys,
seconded by Ald. Theisen, and carried to approve the
minutes.
4. Request by Ald. DeWane
for a report of what was done with the savings of $1.5 million that was taken
from the 2009 Fire Department Budget and that this information be presented at
the next Council meeting.
Finance Director Dawn Foeller compared the
Fire Department Budget from 2008 with 2009 and noted a reduction of
$828,000. She explained that money is budgeted
according to the needs and priorities of all departments rather than specific
line items. For example, technology was
implemented at the Police Department.
Additionally, there was an increase in the Department of Public Works,
specifically salt, tipping fees, and street lighting. Park, Recreation, and Forestry saw an
increase in the cost of fuel. The Fire
Department was also in need of equipment replacement.
A motion was made by Ald. Deneys,
seconded by Ald. Weber, and carried to receive and place on file.
5. Report
of the Purchasing Agent:
Dawn Foeller
spoke on behalf of Purchasing Agent, Julie Van Oss, who could not be
present. She explained that a Request For Proposal (RFP) was conducted and the selection process
came down to three vendors. There were
four individuals from the City involved in evaluating the proposals. The process included walkthroughs of each
facility and a scoring evaluation of each proposal. The City asked for a three year contract with
two additional one year periods with The Konop
Companies to provide vending services to all facilities at City Hall, Transit,
Police, and the City’s garages. The Konop Companies has provided vending machine services to
the City for many years, and there is no cost to the City for the vending
services offered.
A motion was
made by Ald. Theisen, seconded by Ald. Weber, and
carried to receive and place on file the recommendation of the Purchasing Agent
and the review committee to award a 3 year contract with The Konop Companies.
6. Report YTD City operations financial
condition
Dawn Foeller
summarized the City’s status through September.
Expenses are being controlled very well, but we are falling short in revenues,
primarily in interest income, building permits, and land sales. Therefore, the City is running very close to
budget for 2009, with a possibility of overall expenditures exceeding revenues.
A motion was
made by Ald. Theisen, seconded by Ald. Deneys, and carried to receive and place on file.
7. Report
of Overtime
Dawn Foeller reiterated the City’s attention
to controlling expenses across all departments, particularly in overtime. It is currently $712,422 under budget for
overtime.
Ald. Weber drew attention to the Park,
Recreation, and Forestry Department being over budget in salaries and under
budget in overtime. Parks Director, Bill
Landvatter, explained that there are two vacancies in
the department, but provided an example of how the overtime in Forestry is a
result of higher emergency situations requiring the overtime of its
workforce. Therefore, it is
circumstantial and not easily budgeted for.
A motion was made by Ald. Deneys,
seconded by Ald. Weber, and carried to receive and place on file.
A motion to adjourn was made by Ald. Deneys, seconded by Ald. Weber, and carried. The meeting adjourned at 6:02 p.m.