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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. 0. ajg 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