HomeMy WebLinkAboutBudget/Finance Committee Minutes 11.19.2001MEMBERS PRESENT:
MINUTES
BUDGET/FINANCE COMMITTEE
NOVEMBER 19, 2001 7:00 P.M.
DPW OFFICE
Chairman Bud Johnson
Mark Mace
Gay Easton
Chuck Rod#ers
OTHERS PRESENT:
Mary Embleton Larry McCann
Vicki Ross, ComSense, Inc.
The regular meeting of the Budget/Finance Committee was called to order by Chairman
Bud Johnson at 7:00 p.m.
The minutes for the November 5, 2001 Budget/Finance regular meeting were approved
as presented.
Vicki Ross of Com Sense, Inc. reviewed all of the recommendations she found during her
audit. For recommendation #11-01 and 16-01, Vicki proposed getting a 4x8 card rather than
a 2x4 card in order to get additional ports to utilize the two internet lines that are no longer
needed for the interact connections for public works and city attorney. These lines are better
utilized as out-going lines for the public works department and the court. Vicki will adjust
her fee based on whichever card we choose. The committee decided to wait on
recommendation #14-01, the Qwest Centrex 21 5-year contract, until more information can
be obtained and until it can be compared to McLeod's proposal. This discount would apply
only to the fiat rate lines, and not to the measured lines. Vicki also recommended that the
city go shopping for a long distance cartier. Irfitiai inquiries to Touch America indicated that
their rate would be 6.4¢ - 6.9¢ per minute on all out-going calls. Currently, AT&T charges
8¢ per minute for out of state calls, and 14¢ per minute for in-state calls. Discussion was also
held on recommendation #17-01 regarding the phone line used to activate the fire siren. The
committee agreed to take her three options under consideration, and she agreed to adjust her
fee to a flat $300. The committee thanked Vicki for her assistance in helping the city save
money.
Mary presented a request from the IRS to provide access to federal tax materials for our
citizens. Discussion was held on the lack of display space and the additional time it may take
from the office. The committee instructed Maxy to decline the request, but to suggest that the
public library may be a viable alternative location.
Alec Hanson of the Montana League of Cities and Towns sent the city a letter requesting the
city to sign an Agency Agreement to continue participation in the Energy Supply Program.
The current program expires 6/30/2002, but the letter requested that the city consider a
commitment now in order to take advantage of the markets at this time. Discussion
followed. The committee intends to renew, but needs to know from Alee the need to commit
6 months prior to the end of the current contract. Mary will contact him for clarification.
Budget/Finance Committee
November 19, 2001
Page 2
The October Journal Voucher~ #166-170 were reviewed and approved.
The committee reviewed the October Financial Statements and recommend to council that
they be approved.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Recondition and replace pool pump beatings & motor $ 550.00
Rebuild pool pump $ 1,400.00
WATER FUND:
Sidewalk, curb & gutter repair due to curb box repair $ 600.00
The committee reviewed the Comp/OT reports for PPE 11/11/01.
The Payroll Register for PPE 11/11/01 totaling $108,653.58 was reviewed and approved by
the committee.
Mary reminded the committee about the program offered by AFLAC called Info One. The
committee needs to determine what time frame to designate for the reports, and she
recommended the calendar year. Brief discussion followed, and the committee agreed on the
calendar year, with the reports to go out in January or February to the employees.
Larry presented a draft Request for Proposals for computer network administration. He
explained to the committee that this document will be reviewed by representatives from the
City of Billings, the State, and Black Mountain Software. The revised version will then have
final review by the department heads prior to advertisement. A walk-through will be part of
the proposal process. Jim Guy from the City of Billings has agreed to sit on the interview
panel.
The meeting adjourned at 8:40 p.m. The next regular Budget/Finance Committee
meeting will be Monday, December 3, 2001 at 7:00 p.m.
Respectfully Submitted,
Mary K. Embleton
Clerk/Treasurer