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HomeMy WebLinkAboutMinutes MINUTES OF THE LONG RANGE FINANCE COMMITTEE June 6, 2012 ROOM 406 The regular meeting of the Long Range Finance Committee was held on Wednesday, June 6, 2012, in Room 406, at Oshkosh City Hall, 215 Church Avenue. The meeting was called to order by Chair Harold Buchholz, at 5:00 p.m. Members Present: Harold Buchholz, Jeffrey Thoms, Bryan Schulz, Jason Hirschberg, Jeff Herzig, and Tom Pech Jr. Members Absent: Deb Allison-Aasby and Doug Pearson Staff Present: Peggy Steeno-Finance Director, and Lori Burns–Administrative Assistant Guest Present: Lynn Lorenson-City Attorney I.APPROVAL OF MAY 2, 2012 MINUTES No discussion/changes. Motion by Thoms, Second by Hirschberg, to approve the Committee Meeting Minutes of May 2, 2012. Motion passed unanimously. II.CITIZEN INPUT None III.INFORMATION SHARING/HOUSEKEEPING ITEMS (~5:02 – 5:13)  Terms of Committee Members Staff distributed the list of current members and their terms. Staff noted that the term of Committee member Don Simons was completed on 6/1/2012, and Mr. Simons declined reappointment due to him not being available during the meeting times due to changes in his residential status. There will be a new Committee member th appointed by the Mayor at the June 12 Council Meeting. All members present were okay with their information on the list as presented.  Results of 2012 Budget Survey Conducted by UW-Oshkosh Staff distributed copies of the results along with a copy of City Manager Rohloff’s newsletter article regarding the survey. Committee members will review the results and if they have questions or would like further information, they will notify staff and staff will prepare for this at the July meeting. If there are in depth questions, or if there is detailed information requested, staff will invite Karl Nollenberger to a future meeting to discuss the survey results in greater detail. Otherwise, the Committee will review briefly at the July meeting to see if there is anything for the Committee to review/act on regarding the survey. IV.CONSIDER MEETING DATE AND START TIME Out of courtesy to the members, the Mayor and Council have asked each Committee to consider the meeting dates and start times periodically (annually) to make sure that they are still viable for the majority. After some discussion, members decided to stay with the current day of the month, first Wednesday, for the meeting date. The members did change the start time of the meeting to 5:15 pm for future meetings, but kept the goal of 1 ½ hour meeting duration, so the meetings will go from 5:15 – 6:45. V.RESCHEDULE OR CANCEL MEETING SCHEDULED ON JULY 4, 2012 thth Due to the holiday on July 4, members decided to change that meeting to July 11, with a start time of 5:15. In addition to the date change, the room will change also due to an th already scheduled meeting in the regular room. The July 11 meeting will be held in room 404, directly adjacent to Council Chambers. VI.SELECT CHAIR AND VICE CHAIR (ANNUAL APPOINTMENTS) (~5:13-5:15) Pech moved for unanimous consent for Chair Buchholz and Vice-Chair Thoms to remain Chair and Vice-Chair for one additional year. Chair Buchholz initiated a self imposed limit of one more term only so that other members have the chance to serve in that capacity, and Vice-Chair Thoms concurred. Motion by Thoms, Second by Hirschberg, to appoint Buchholz as the Chair and Thoms as the Vice-Chair for one additional year, through June 30, 2013. Motion passed unanimously. VII.REVIEW OF PURCHASING ORDINANCE (~5:15 – 6:35) Staff started the discussion by providing an updated document of all the changes made nd since the Committee last reviewed the document at the May 2 meeting. Items discussed in detail were: (1) Section 12-8(G) Payments to Vendors, (2) Bid Errors, (3) Section 12- 4 Budget Overdrafts, (4) the $25,000 threshold for purchases, (5) Multi-Year Agreements, (6) reports to Council regarding change orders, (7) Tie Bids, (8) Competitive Purchasing, (9) Sole Source, Commodities and Used or Surplus Equipment, (10) Emergency Purchases, (11) Cooperative Purchasing, (12) Professional Services, and (13) the Annual Report to Council regarding the aggregate purchases made over $300K. After substantial discussion on the suggested revisions and a few more minor changes, the Committee made a motion to forward the ordinance on to Council for their consideration and action. Staff will send the updated draft along to Committee members th in advance of the July 11 agenda. Motion by Pech, Second by Hirschberg, to recommend the updated ordinance to Council for passage. Motion passed unanimously. VIII.TOPICS FOR THE JUNE MEETING A.Discussion of the Comparison of City of Oshkosh Spending (By Function) to the Spending of Other Communities B.2012 Budget Survey Conducted by UW-Oshkosh IX.ADJOURNMENT (~6:40) Motion by Herzig, Second by Schulz, to adjourn. Motion passed unanimously. Meeting adjourned at 6:40 p.m.