12-02-86 Finance Comm MinutesDecember 2, 1986 PUBLIC WORKS/FINANCE COMMITTEES 3:30 P.M.
Chairmen Ruiz and Palmer and Councilman Schindler in attendance. Mayor
Kennedy, DPW Hammer, Street Superintendent Brady, Chief Stefanie and Clerk
Halver also present.
SAND SPREADER BIDS - After reviewing the Public Works Department
recommendation the Committee approved award to the lowest bidder, Hall -Perry
of Great Falls, for a Henderson sand spreader. This spreader is the same
as that used by the Highway Department and they highly recommend it. Arrival
time should be approximately two weeks.
WIDENING OF SUNNYVIEW LANE - A letter has been received from Kalispell
Regional Hospital regarding the widening of Sunnyview Lane. DPW Hammer stated
that he agrees that the street should be widened, but questions who should
pay for it. Apparently the hospital has agreed to fund the project. Other
Committee members felt that since it would benefit a commercial development
the hospital should pay. C. Palmer interjected that the hospital is a non-profit
organization and whatever profits are realized are used for improvements.
C. Ruiz pointed out that doctors have free use of the hospital and money is
made there. DPW Hammer pointed out that the street had been rebuilt at, City
expense three years ago and he wished they had expressed this idea at that
time. He felt that perhaps the hospital should provide the materials and
the City do the work. City residents are served by the street. The Committee
asked the Mayor and DPW Hammer to meet with the hospital to work out an agreeable
solution. C. Palmer asked that the hospital provide a layout of the existing
road and it's problems.
GARBAGE REFUND/ADJUSTMENT POLICY - The City Clerk is in need of a policy
for handling refund and adjustment requests. C. Ruiz stated that he preferred
to take each one individually, having the person requesting bring in all back
records to the Committee. Clerk Halver said there are two situations: 1)
Those that are improperly classed, and 2) Errors from the practice of counting
containers in the alley and charging accordingly. It is this second area
that a policy is needed: residents claim they were wrongfully charged but
there is no way to prove it one way or the other. The consensus of the discussion
was that residents get tax bills once a year and if they let it go for eight
years there wasn't much the City could do - that we should deal with only
1 year for refunds where nothing concrete could be proved. C. Ruiz asked
DPW Hammer to respond to the particular letter.
WORK DONE OUTSIDE CITY SHOP - C. Palmer asked about the $1300 bill from
Roy Stanley for work that should have been performed by the City Shop. He
also expressed appreciation for the Street Superintendent's comments on the
invoices. He asked.what was needed to solve this situation and said to take
care of the problem. DPW Hammer pointed out that because the budget in the
Central Garage was cut by April or May the shop may be running out of funds.
For this reason it is important that work not be sent out. C. Palmer asked
DPW Hammer to refresh his memory on why the Council felt that the shop could
manage on the budget it has. DPW Hammer expjained that the original budget
was $133,000. He requested that he be allowed to hire a third mechanic, and
to do that he would use $30,000 from the inventory line item. In the end
the Council vetoed the third mechanic, and at the same time didn't put back
the $30,000 in inventory. He stated again that it is imperative that the
Police and Fire Departments not send vehicles out - they must go through the
shop first.
PUBLIC WORKS/FINANCE COMMITTEES
December 2, 1986
10 Page 2
C. Palmer asked Clerk Halver to attach the priority list of items to
be addressed by the Finance Committee to the minutes.
C. Palmer also asked the Mayor to request Department Head input on ways
to improve the budgets: where each department stands presently, changes
that need to be made for next year and any problems that need work.
DPW Hammer stated that it was a good year for the Council to consider
a capital improvement program because there will no longer be Revenue Sharing.
He pointed out that such a program was initiated, but in order to make the
money untouchable except for capital improvements the State law says it must
be set aside in a particular way. Clerk Halver said the City couldn't do
that and still have a 5%/year increase in the general fund budget. DPW Hammer
said the Council could solve alot of the confusion and bickering by setting
a priority list and following it. Clerk Halver is to research what needs
to be done to set the money aside and the rules and regulations governing
such an action.
There was a short discussion of 1105 and it's effects upon the City.
Clerk Halver pointed out that it stated "IF the legislature doesn't address"
then a freeze would go into effect, so theCity will have to wait and see.
Action should be taken before time for the City to set the budget. He also
said the law allows a 5% increase regardless of taxation.
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KALISPELL \ UNFINISHED /
FINANCE COMMITTEE
;
1. MALL AGREEMENTS/UNFINISHED AND FINISHED CONTRACTS
RELATING TO CONSTRUCTION
2. GARY'S MEMO/PACK CONTRACT NOT SIGNED TIMELY-5TH AVE.
'3.~CfTY INSURANCE/WHAT HAPPENED AT BUDGET TIME
4" TELEPHONE BID/ WHAT ARE WE DOING IN TRYING TO CUT COST -
WHAT WAS THE BID FROM ALTEL
5. GAS CARDS AND SHOP BUILDING/ WHERE ARE~WE
6. COUNCIL PRESIDENT/ANNUALLY?-AND DUTIES
7. STEP/ TRANSFER TO POLICE DEPT.
S. DOG CATCHER/ FUNDING AND CORRECTION OF BUDGET
7. COPY MACHINE/ COST AND/OR REPLACEMENT
10. SIGN SHOP/ ?
x
11^ FLOW AND PIE CHART OF CITY OPERATION
12. INTERNAL RESPONSIBILITY OF ALL REPORTING AND OPERATION
OF BOOKKEEPING
13. REVENUE SHARING/ FINISH UP
14. REVIEW BUDGET/ ie> CITY SHOP
15. HEALTH DEPT.
16. FRDO/ BUDGET
17. REVIEW TlF DEPT.
18. CHECK OUT COMPUTER COST AND SYSTEM
19, POLICY OF POLICE DEPT. CARS PICKING UP EMPLOYEES AND
DEPT. HEADS TAKING CITY CARS HOME
20. EMPLOYEE REVIEW/ DEPT. HEAD REVIEW
21. AMBULANCE WRITE OFF
22. COMPTIME-COMFTIME-COMPTIME/ POLICY AND HOW SHOWN ON
BOOKS