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HomeMy WebLinkAboutMinutes MINUTES OF THE LONG RANGE FINANCE COMMITTEE May 2, 2012 ROOM 406 The regular meeting of the Long Range Finance Committee was held on Wednesday, May 2, 2012, in Room 406, at Oshkosh City Hall, 215 Church Avenue. The meeting was called to order by Chair Harold Buchholz, at 5:05 p.m. Members Present: Harold Buchholz, Jeffrey Thoms, Bryan Schulz, Doug Pearson, and Jason Hirschberg Members Absent: Don Simons, Tom Pech Jr., Jeff Herzig, and Deb Allison-Aasby Staff Present: Peggy Steeno-Finance Director, and Lori Burns–Administrative Assistant Guest Present: Lynn Lorenson-City Attorney I.APPROVAL OF MARCH 7, 2012 MINUTES No discussion/changes. Motion by Schulz, Second by Thoms, to approve the Committee Meeting Minutes of March 7, 2012. Motion passed unanimously. II.CITIZEN INPUT None III.INFORMATION SHARING/HOUSEKEEPING ITEMS (~5:08 – 5:12) Steeno explained the need to review meeting time/day based on a recommendation from Mayor Tower. He would like to make sure the Committees/Boards are considerate of volunteers’ time. Chair Buchholz asked to have this item on the June agenda, hoping all members would be present at that meeting. In addition, Steeno explained that the Chair and Vice Chair need to be voted on annually according to City policy. The current officers can be re-elected or new officers can be selected, City policy does not limit this. Also, the Mayor will be appointing Council representatives to Boards/Committees at an upcoming meeting, on either 5/22, or 6/12. This, also, is done annually. Council Members may also be reappointed or reassigned. Staff will bring a list of current appointments to the June Meeting. IV.DISCUSS THE COMPARISON OF CITY OF OSHKOSH SPENDING (BY FUNCTION) TO THE SPENDING OF OTHER WISCONSIN COMMUNITIES Held for Future Meeting V.REVIEW OF PURCHASING ORDINANCE (~5:12 – 6:30) Steeno opened the discussion by providing an overview/introduction and asking members for feedback. The background is that staff has updated the ordinance since a number of questions have arisen since the City Manager started in 2008. The updates are what will be contemplated by the Committee. The main items/questions are: (1) Is this a prudent Purchasing Ordinance, (2) Is it fair, and open, does it encourage competition, does it put the appropriate amount of authority on the City Manager, (3) format, (4) are any components missing, and (5) are there any additions the Committee would like to see. Staff also provided the ordinance that is currently in effect so that the Committee could see the changes. The City Attorney then walked the Committee through the details of the ordinance, sharing a chart that outlines the main thresholds, comparing them to those currently in place. It was explained that there weren’t many changes to Article I. It is in Article II where the biggest changes are. The main topics discussed were: (1) the designated Purchasing Agent, (2) the approval amounts that are being proposed for changes, (3) Professional Services and the difference in those compared to materials, equipment, supplies, and contractual services, (4)the interest penalty for taxes, (5) the length of agreements, (6) change orders, (7) publishing requirements, (8) the amount that requires purchase orders, (9)purchasing (credit) card purchases, (10)purchasing over the internet, (11) spending authority by individual employees, (12) purchase of commodities, (13) emergency purchases, (14) a designee for the City Manager if he is not available, (15) a threshold that could be put into place for vendors that are used repetitively, (16) vendor complaints and challenges of awarded bids, and (17) the bid process in general. The Committee asked staff to make some revisions due to language that was not clear, research some items (multi-year agreements, cooperative purchasing, professional services threshold, how the staff publishes RFP’s (requests for proposals), multi-year agreements, timeframe in which the City Manager makes his reports to Council, and reporting to Council on professional services vendors – i.e. anytime the City spends a certain amount ($300,000 was suggested) with one vendor, it reports the same to the Council Staff will complete the research and updates and bring another draft (with red-lined changes from this draft) back to the Committee at the June Meeting. Further consideration and a recommendation to Council will take place at the June Meeting. The next step in the process is to present the ordinance changes to Council. This is planned for the 6/12/12 meeting. VI.TOPICS FOR THE JUNE MEETING A.Review Meeting Time/Day th B.Reschedule the July Meeting as it falls on the 4 (holiday) C.Select a Chair/Vice Chair for the Next Year D.Purchasing Ordinance, updates/revisions/follow-ups VII.ADJOURNMENT (~6:35) Motion by Pearson, Second by Hirshberg, to adjourn. Motion passed unanimously. Meeting adjourned at 6:35 p.m.