Finance and Administration Committee

Meeting date: 
Monday, April 28, 2014
FINANCE AND ADMINISTRATION
MEETING MINUTES
Monday, April 28, 2014
 
Minutes of a meeting of the Finance and Administration Committee of the City of O’Fallon, held in the Mayor’s Conference Room, City Hall, 255 S. Lincoln, O’Fallon, Illinois on April 28, 2014.  Call to order by J. Albrecht  Time:  5:31 p.m.  QUORUM PRESENT
Roll Call:
Committee Members:
 
Other Alderman Present:
 
City Staff:
 
Chairman Bennett
X
Roach
X
S. Evans
X
Albrecht
X
Meile
X
Denton
X
Gerrish
X
Mouser
X
Funk
X
McCoskey
X
Hagarty
X
J. Randall
X
J.Drolet
X
True
X
 
 
 
 
 
 
 
 
Others Present:
 
 
 
 
 
G. Hilyer-Progress, V. Malare, C. Pitts
 
 
 
 
 
 
Approval Minutes: - March 24, 2014 Motion Drolet, Second McCoskey  All Ayes. Motion carried.
   
Items Requiring Council Action:  None
 
Other Business:
 
Item A: Warrant Report:  Director of Finance discussed the handling of invoices from Gifts from Individuals on the warrant.  Currently, any invoice that is submitted from Gifts for Individuals is segregated on the cover page of the warrant and voted upon individually.  Alderman John Drolet made reference at the Council Meeting that he did not feel it was necessary to do so.  Staff reviewed with Legal Counsel, and it was agreed that invoices did not need to be segregated and voted upon individually.  Therefore on any future warrant when an invoice from Gifts for Individuals is included, Alderman Drolet will recuse himself from voting on the entire warrant.
 
Item B: Update on Ameren Franchise:  Director of Finance informed committee that the Franchise Agreement is still being reviewed by legal counsel and that the 2nd Reading will more than likely be on hold at the upcoming May 5th Council Meeting.
 
Item C: Update on NWS upgrade for Utility Billing:  Director of Finance explained that the Utility Billing update was still on hold pending the completion of the software update allowing for the proration of minimum consumption.  Staff was originally informed that the software update would be released in the 2nd quarter, but has been pushed back and at this time do not know a release date.  Director of Finance told committee that the City is still holding the last payment on the entire project upgrade and will continue to do so until completed.  Several Aldermen suggested requesting additional discounts due to the inconvenience the City has had to deal with.  Questions were also asked as to what value this software update is worth and should the City forego this software update and just complete the installation.  Director of Finance said that she knew that Utility Billing Manager, Lisa Cole and Director of Engineering, Dennis Sullivan had discussed and felt it was worth the wait, but she did not know the actual dollar amount.
 
Other:  Since time was remaining, Chairman Bennett opened the floor to questions and Director of Finance addressed them.  Alderman Drolet asked about the submitted Tax Levy and it was suggested that his question be held and put on the agenda of the May Finance and Administration Committee Meeting.
 
Motion to Adjourn by Albrecht, Second, McCoskey   All Ayes. Motion Carried.                                                                                           
 
Next Meeting:   May 26, 2014 at 5:30pm
                                                                                                       
ADJOURNMENT:                             5:55p.m.                PREPARED BY:                Sandy Evans