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HomeMy WebLinkAboutBudget/Finance Committee Minutes 06.19.1990 M I N U T E S 0 Budget/Finance COMMITTEE DATE June 19, 1990_TIME 4:30 p.m. PLACE OF MEETING City Hall A. Members present: Chairman Donna Kilpatrick -Don Hackmann , Bruce Teeters , Bob Gauthier, Norman Orr B. Other's present: Dave Michael 6 D.L. McGillen A quorum (3 or more) present the following action was taken by the committee: Discussion regarding a maintenance contract with the State of Montana for the maintenance of the BARS Accounting System in the amount of $1,000 for fiscal year 1990-91. Don reported that he thought this was too expensive for the benefit gained. The committee recommended not to enter into a contract at this time. The committee approved a purchase requisition for 2 tires • for fire truck #2 in the amount of $395 and a purchase requisition for 25 cases of computer paper (about 1 year's supply) in the amount of $1,217. Darrell McGillen reported that there is a need to replace the coaxial cable at the FAP. The new radios are not working properly due to moisture/water in the-=conduit. The conduit may need to be repaired or replaced also. The estimated cost is approximately $500. Discussion regarding the repairing and/or replacing the coaxial cable and conduit for the ambulance and police department at the same time. Total cost for all three departments is estimated to be between $1,500 to $2,000. The committee recommended that the repairs and/or replacement be done this fiscal year. Meeting adjourned at 4:54 p.m. Respectfully submitted, Don Hackmann, City Clerk ?o • ?1 V DEPARTMENT OF COMMERCE LOCAL GOVERNMENT ASSISTANCE DIVISION LOCAL GOVERNMENT SERVICES BUREAU STAN STEPHEN, GOVERNOR CAPITOL STATION rw ? STATE OF MONTANA (406) 444-3010 HELENA, MONTANA 59620 June 13, 1990 TO: County Commissioners, County Clerk & Recorders, County Treasurers, and Mayor/Council, City/Town er?k/Treasurers FROM: James M. Courtney, Systems Section Supervisor DOC/Local Government Services Bureau RE: Maintenance Contracts for the fiscal year ending June 30, 1991 Enclosed is a copy of the maintenance contract for the fiscal year ending June 30, 1991. Our contract services and rates are unchanged from the previous year. Our emphasis for the coming year will be the accounting policy update and the 1991 Legislative Review. The accounting policy update is necessary due to mandatory changes in the accounting and reporting standards. The purpose of the contract is to insure the availability of our Bureau as a resource to your entity in the maintenance of the uniform Budgetary, Accounting, and Reporting System (BARS). If you wish to contract with our Bureau, please sign the enclosed contract and return it to our office as soon as possible. We will then sign our portion of it and return the original to your entity. We look forward to working with all of you. Thank you. "AN EOUAL OPPORFUNfTY EMPLOYER" puwmNWaiYWhT ,µ . MAINTENANCE CONTRACT This Contract is entered into by the County or City/Town of Montana, herein referred to as the "Entity" and the State Department of Commerce, Local Government Assistance Division, Local Government Services Bureau, herein referred to as the "Department". The Entity and the Department mutually agree as follows: 1. PURPOSE. The purpose of this Contract is to insure the availability of the Department as a resource to the Entity in the maintenance of its uniform Budgetary, Accounting and Reporting System (BARS). 2. SCOPE OF SERVICES. The Department offers to the Entity the following options for maintenance of their accounting system: PLEASE CHECK ONE: • / / OPTION A: ON-SITE ASSISTANCE The Department will guarantee a timely response to the Entity's request for assistance with BARS related problems. The assistance will be provided by telephone, correspondence or on-site as needed. The Department will provide the following services for Entities opting for this contract: 1. Accounting assistance on a timely basis 2. Annual Report desk review 3. Budget desk review 4. Area Workshops 5. BARS revisions and updates 6. Individualized Enterprise Fund Accounting Workshops (mandated changes for 1990-91 FY) 7. Individualized Budgeting Workshop for budget process of 1991-92 8. Legislative Review. OPTION B: AREA WORKSHOPS The Department will guarantee a timely response to the Entity's request for assistance with BARS related problems. The assistance will be provided by telephone or correspondence. The Department will also provide area workshops and a review of BARS manual revisions and updates. Requested on-site assistance will be at a reduced rate of $20.00. • Additional services such as computer conversion accounting assistance, specialized schooling and fixed asset inventories which do not fall within the scope of the contract are available at a reduced rate of $20.00 per hour to entities with contracts. Those entities that do not purchase a maintenance contract will be charged for any requested on-site assistance at a rate of 830.00 per hour. Attendance at any area workshop will be charged at $125.00 for the first person and $75.00 for any additional person(s). 3. COMPENSATION AND METHOD OF PAYMENT. Department the following amount: The Entity agrees to pay the County City/Town / / Option A: On-Site Assistance / / Option B: Area Workshops 81,500.00 $1,000.00 $ 500.00 $ 400.00 Payment in full is due and payable 30 days from the date this ID contract is executed by either party. 4. PERIOD COVERED. This contract covers the 1990-91 fiscal year. 5. LIAISON. the Department. is the Entity's liaison with 6. INDEPENDENT CONTRACTOR. The Department is an independent Contractor and as such is not an employee of the Entity for the purpose of coverage by the Workers' Compensation laws, tax withholding, retirement system withholding or FICA. 7. TERMINATION. Either party may terminate.this Contract upon two weeks advance written notice. In the event of such termination'the Department agrees to refund to the Entity a prorata portion of the original contract amount, less the cost of any services provided prior to such notice. 8. MODIFICATION. This Contract contains the the parties, and no statements, promises, either party, or agents of either party, w . the written Contract, are valid or binding. enlarged, modified, or altered except upon by other parties hereto. entire agreement between or inducements made by ?iich are not contained in This Contract may not be written agreement signed r • 9. CONSTRUCTION AND VENUE. This Contract will be construed under and governed by the laws of the State of Montana. In the event of litigation concerning it, venue is the First Judicial District in and for the County of Lewis and Clark, State of Montana. IN WITNESS WHEREOF, the Entity and Department have executed this Contract on the date first above written: ENTITY: MONTANA BY: Authorized Representative L DEPARTMENT OF COMMERCE LOCAL GOVERNMENT ASSISTANCE DIVISION LOCAL GOVERNMENT SERVICES BUREAU Date BY: Date Authorized Representative