Finance & Administration Committee

           

 

Minutes of a regular meeting of the Finance and Administration Committee of the City of O’Fallon, held at the Public Safety Building, 285 N. Seven Hills Road, O’Fallon, Illinois on August 22, 2016.

 

CALL TO ORDER: 5:30 pm

 

ROLL CALL: COMMITTEE MEMBERS: Bennett, Chairman,-Absent,  Albrecht, Drolet McCoskey, Smallheer-Absent, Roach, Kueker

NON-COMMITTEE ALDERMEN: Holden, Cozad, Meile, Gerrish, Gilreath

STAFF: Evans, Funk, Denton, Randall, Litteken, Fair, Mitchell, Gentry, Shekell, Van Hook, Cavins

GUESTS/RESIDENTS: Malare, Pitts, Dunn

      

Approval Minutes: July 25, 2016  Motion McCoskey, Second Kueker

 All Ayes. Motion carried.

     

 

Item A:  Ordinance Amending Personnel Code.   April Mitchell, HR Specialist, discussed the revisions to the personnel code for 2016.   A summary of the changes was included in the finance committee packet.  An ordinance amending the personnel code which was last revised in July, 2014 will be presented for council approval.    Motion to approve by McCoskey, Second by Roach  All Ayes.  Motion carried.

 

Item B: BoardDocs Software End-User Agreement.   IT Manager, Dan Gentry presented on an Agenda Management System, called BoardDocs.   The City recently transitioned to paperless agenda packets.  While saving time and materials the process remains time consuming and is difficult to share work and track ongoing agenda management.  Staff reviewed competing agenda management software systems, focusing on four web hosted solutions that work with a wide variety of computers and mobile devices.  The consensus selection was BoardDocs Pro which “manages every aspect of the preparation, approval and distribution of documents associated with board meetings.”  Dan stated that the annual subscription amount that was listed on the end user agreement was incorrect, as it should be $12,000.  He also stated that city attorney, Dale Funk, was reviewing the agreement.  The City Clerk’s office included a budget allocation in the FY17 IT budget.   Questions were asked including what was the cost differential between other products reviewed.  Dan said that the difference was slight.     Motion to approve by Kueker, Second by Drolet  All Ayes.  Motion carried.

 

Other Business:  Budget to Actual by Fund Summary report:  At the July 25^th Finance Committee meeting, Alderman Kueker suggested that additional reports be provided to the committee on a monthly basis.  Director of Finance proposed, if agreed by committee, to provide on a quarterly basis a budget to actual fund summary report. Staff felt that providing the report monthly would not be beneficial and would create more questions since there are too many fluctuations in what is reported.   Staff assured the aldermen that the budget is looked at on a regular basis, not only by the finance department but by the department heads as well.  After some discussion and comments, including the comment that this would be micro-managing, Alderman Albrecht asked for a show of hands to see how many Aldermen would want this additional reporting on a quarterly basis.  Of the nine alderman present, the vote was 3-6; therefore, no report will be provided on a regular basis.  

 

 Motion to Adjourn: Drolet Second McCoskey All Ayes. Motion carried.                                                        

Next Meeting:   TBD