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HomeMy WebLinkAboutMinutes MINUTES OF THE LONG RANGE FINANCE COMMITTEE July 11, 2012 ROOM 406 The regular meeting of the Long Range Finance Committee was held on Wednesday, July 11, 2012, in Room 406, at Oshkosh City Hall, 215 Church Avenue. The meeting was called to order by Chair Harold Buchholz, at 5:18 p.m. Members Present: Harold Buchholz, Jeffrey Thoms, Bryan Schulz, Jeff Herzig, Doug Pearson, and Matt Lauritch. Members Absent: Deb Allison-Aasby, Tom Pech Jr., and Jason Hirschberg Staff Present: Peggy Steeno-Finance Director, and Lori Burns–Administrative Assistant I.INTRODUCTION OF NEW MEMBER (~5:20 – 5:25) Chair Buchholz introduced new member Matt Lauritch. Matt shared his background and interests, as well as why he wanted to serve on the committee. Each of the members also provided brief introductions for the benefit of the new member. II.APPROVAL OF JUNE 6, 2012 MINUTES No discussion/changes. Motion by Schulz, Second by Pearson, to approve the Committee Meeting Minutes of June 6, 2012. Motion passed unanimously. III.CITIZEN INPUT None IV.INFORMATION SHARING/HOUSEKEEPING ITEMS (~5:25 – 5:40)  Follow-up regarding Chapter 12, Purchasing Ordinance Staff reported that Council approved the update ordinance on June 26, 2012. The Council’s discussion leading up to approval included the following: (1) Professional Services and the $75,000 City Manager Authority (an amendment was proposed to change this to $50,000, however it died for lack of a second), (2) Change Orders, (3) Budget Authority, (4) In-House Staffing vs. Outsourcing, and (5) Serial Purchasing. The majority of these items were discussed in detail by the Long Range Finance Committee during consideration of the same. Council member Pech led the discussion with Council relaying the thought of the Committee as this item was considered at the Committee level. The next step in the process is for the Purchasing Division to update all City Employees on the new ordinance.  Follow-up regarding the Fees Policy The City Manager implemented this Policy in the beginning of 2011. The utility fees are being reviewed annually, per the policy. Ambulance fees are currently being reviewed. And, the policy is getting departments to look at all of their fees on a regular basis. As rates increase, staff will bring details of the impacts back to the committee for review.  Terms of Committee Members Staff distributed the updated Committee Listing. It will be brought back to the Committee as soon as the new member’s information is updated.  Feedback on Distribution of the Monthly Meeting Packets Staff request feedback on how the packets are being sent out and if the Committee is okay with how it is being done (email or U.S. mail hard copy when the packet is bigger). Members would like it to stay the way it is for now.  Results of 2012 Budget Survey Conducted by UW-Oshkosh Staff reviewed the presentation that the University provided to the City Manager upon completion of the survey. While there is a lot of good information in the survey, the Committee concluded that there was not anything specific that the Committee needs to take on at this point in regard to the survey. The Committee agreed that the survey should be used as a planning tool for the City. In addition, the City should try to communicate the results in a simple message to the constituent. Staff will pass this information on to the City Manager. This item is considered closed for the current year. V.COMPARISON OF CITY OF OSHKOSH SPENDING (BY FUNCTION) TO THE SPENDING OF OTHER WI COMMUNITIES (~5:40 –7:00)  At 6:45, motion by Schulz to extend the meeting until 7:00, second by Thoms. Motion passed unanimously, with Member Pearson excused at 6:45. Discussion continued from previous meetings on how / what to report to Council now that this information has been collected and analyzed per the Council’s request. Staff outlined the changes/updates that have been made since the Committee last discussed and outlined a process to get the information to Council. The Committee will be completing the report for Council at the August meeting. The report will include: (1) a cover memo explaining the process and the major findings of the analysis, (2) a few charts/graphs that will illustrate the results and the key information, (3) an offer to meet with the Council should they be interested in discussing this item in detail with the committee. By way of details, the Committee discussed including the following in the report to Council: (1) Delivery of Services – Cost/Capita, (2) Debt Load, (3) Levy Details, (4) Financial Planning (Modeling), and (5) Past/Future Trends. There was some discussion on the availability of 2011 data, and staff explained that the information comes from a report that Communities have until 7/31 to submit. However staff will see if any of the 2011 information can be obtained. Staff will also send an email to Committee members after the meeting to give the members a chance to submit any additional ideas on what should be presented to Council. VI.DISCUSS PRIORITIES / TOPICS FOR FUTURE MEETINGS  Comparison of City of Oshkosh Spending (By Function) to the Spending of Other WI Communities (Council Suggestion) – wrap up and get report to Council.  2013 Budget Items – Staff to provide new format of departmental pages and a short brainstorming session on what information could be included in the insert to be mailed with the 2012 tax bills. VII.ADJOURNMENT (7:05 pm) Motion by Schulz, Second by Thoms, to adjourn. Motion passed unanimously. Meeting adjourned at 7:05 p.m.