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03-04-88 Finance Comm MinutesFinance & Administration 4:00 March 4, 1988 •_ The meeting was attended by Councilwoman Robinson, Councilman Gunnerscai, ClerVTreasurer Halver, City Accountant Robertson, Building official Kerzman and Building Inspector Elkins. 1. Building Department Computer Request Building official Keen presented his request for permission to transfer budget from the department's salary budget to a capital outlay budget in order to purchase a camputer system. He explained the salary money is available because the departtent has operated with one less employee since Wes Lewis resigned as Building Official. He estimated at least $10,652 is now available and the system they are requesting to purchase would cost $8,337. Kerzman and Building Inspector Elkins explained the proposed system. After discussion, the committee decided to wait on a decision until they have an opportunity to look at the Building Department budget and have all ca[mittee members present. 2. Establish Capital Projects Fund City Accountant Robertson explained she is requesting the establishment of the Capital Projects Fund primarily as a housekeeping action to meet the requirements of Governmental Accounting Procedures. • Councilwoman Robinson moved the cammi.ttee recommend approval to the council and Councilman Gunnerson agreed. • 3. Funding Policy for SID Revolving Fund Administrative Fee Policy for SID and Sidewalk and Curb Projects City Accountant Robertson explained the two policies being requested. The charges would be paid by the users of the programs. Halver explained the administrative fee is intended to cover the indirbct costs provided by the city administration in establishing and administering the projects. The revolving fund policy would assess 5% to each SID project and provide funding by actual users, otherwise the Revolving Fund would be financed by a transfer from the General Fund or a levy against all taxpayers of the city. Councilman Gunnerson moved both policies be recaimended to the council and Councilwoman Robinson agreed. 4. Discussion of Central Supply Policy Clerk/Treasurer Halver reviewed his memo requesting the budgeting and purchasing of office supplies be charged to each department for the supplies they use. - 1 - Finance & Administration 4:00 March 4, 1988 0 He also was requesting consideration of making volume purchases through School District #5. The committee agreed that each department should be responsible for budgeting and purchasing their office supplies. The City should participate in group ordering with the school district where it is practical and there are cost savings. They requested the Clerk/Treasurer work out the details and be prepared to iuplenent the policy in next year's budget. They also suggested the Clerk/Treasurer ask for bids from the local suppliers on some of the large volume purchases. 5. Budget Transfers for Salary Settlements Clerk/Treasurer Halver explained the transfers cover all the salary settlements for the fiscal year and would transfer the funds from unallocated costs to the individual salary line items so those budget line items would not be overdrawn. The committee agreed to recommend the transfers to the council. The formal meeting adjourned at 5:00 and Councilwoman Pobinson stayed and reviewed claims. - 2 - 9