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Home My WebLink About05/27/2003 FINANCE COMMITTEE May 27, 2003 4:10 p.m. Council Chambers Members present: Chairperson Jordan, Hurley. Members absent: Getty. Moved by Hurley, seconded by Jordan that the Agenda, as proposed, be approved. Ayes: Two. Absent: Getty. Motion carried. Moved by Hurley, seconded by Jordan that the Minutes of May 19, 2003, as proposed, be approved. Ayes: Getty. Motion carried. The request of the Police Chief for authorization to purchase five desk top computers, 10 laptop computers, five AC adapters, one power point projector, two HP laser jet color printers, two HP mobile printers, three in-car MDC mount scanners and printers and three Panasonic in-car computers at a total cost of$52,375.00 was reviewed. The Police Department was awarded a Small Rural Communities Methamphetamine grant in the amount of$222,222.00 from the U.S. Department of Justice, Office of Community Oriented Policing Services. Included in the grant award is $94,000.00 for the purchase of equipment, including computer equipment. Moved by Hurley, seconded by Jordan that said request be approved. Ayes: Two. Absent: Getty. Motion carried. The request of the Associate Engineer for authorization to purchase a new desktop computer at a cost of $1,813.00 and one laptop computer at a cost of $1,916.00 was reviewed. The new desktop computer will replace the computer that is currently running the pavement management system. The new laptop computer will be used in the field to put inspection information on city streets into the pavement management system and replaces the existing laptop which is five years old. The Computer Technical Review Committee reviewed and approved the purchase of said equipment on May 14, 2003. Moved by Hurley, seconded by Jordan that said request be approved. Ayes: Two. Absent: Getty. Motion carried. The request of the City Clerk for authorization to seek Requests for Proposals for cell phones for city departments was reviewed. The current contract with Verizon expires at the end of the month. The contract with Verizon is for 48 digital cell phone users at a cost of$34.02 per month per user with a total of 18,000 minutes. The package includes Call Waiting, Caller ID, Voice Mail and free long distance calls to anywhere in the U.S. if calling from Black Hawk, Bremer, Linn, Dubuque, Jones and Johnson counties. The proposals will be brought back to the Finance Committee before the contract is submitted to the full council. Councilperson Hurley asked that a memo be sent to Department Heads asking for justification of the number of cell phones for each department. Moved by Hurley, seconded by Jordan that said request be approved. Ayes: Two. Absent: Getty. Motion carried. The request of the City Clerk for authorization to seek joint bids with Black Hawk County for office supplies was reviewed. The current vendor is Matt Parrott & Sons, and it has been a number of years since Black Hawk County and the City formally bid the office supplies. The bid document will contain a bid/order list of over 125 everyday items such as paper, pencils, pens, staples, etc. In addition, the bidders will be asked to extend a flat rate discount on all catalogue items not specifically included on the bid/order list. The agreement would be for two years, with the option of extending for additional years if mutually agreed to by all parties. Councilperson Hurley stated that there was an article in the Cityscape regarding a joint purchasing program called U.S. Communities. Councilperson Hurley asked the City Clerk to include the U.S. Communities vendor in the bid process. A recommendation on the bids will be brought back to the Finance Committee. Moved by Hurley, seconded by Jordan that said request be approved. Ayes: Two. Absent: Getty. Motion carried. The amendment to a travel request for the Airport Director to attend 75th Annual American Association of Airport Executives in Los Angeles, California on April 26-May 1, 2003, for an additional cost of$667.92. The additional cost is for the purchase of insurance for a rental car and for lodging. Councilperson Hurley stated that all Department Heads need to be reminded to familiarize themselves with the city's travel policy. 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Ayes: Two. Absent: Getty. Motion carried. Moved by Hurley, seconded by Jordan that the request of the Airport Director for pre- authorization to expend $250.00 for future catering services as needed for travel agents meeting be approved. Prior to a vote on the above motion, the following comments were heard. Councilperson Hurley stated he would like to table this item as the council needs to talk about these types of items. Brad Hagen, Airport Director, reported that a group of travel officials are holding monthly meetings during their lunch hour, and he feels if people are meeting during their lunch hour, then it is fair to provide them lunch. Mr. Hagen stated that Mayor Rooff agreed that we should furnish them lunch. Mr. Hagen suggested that one-half the costs be paid using DOT grant funds. Councilperson Hurley stated he is concerned that this could open up a Pandora box, and the city has a financial situation that we don't know how that will end. Michelle Weidner, Chief Financial Officer, stated that the city has never paid for lunches in the past except specific cases where people pay a fee to attend classes. Councilperson Hurley stated the Finance Committee needs to talk with Mayor Rooff. Moved by Hurley, seconded by Jordan that the request of the Airport Director for pre- authorization to expend $250.00 for future catering services as needed for travel agents meeting be tabled. Ayes: Two. Absent: Getty. Motion carried. Moved by Hurley, seconded by Jordan that Bills Payment, as contained in Schedule AP640, dated May 27, 2003, pp. 1-59, in the amount of$9,706,915.35, be received, placed on file and approved and forwarded to the full council for approval. Ayes: Two. Absent: Getty. Motion carried. With no further business before the committee, it was moved by Hurley, seconded by Jordan that the meeting be adjourned at 4:47 p.m. Ayes: Two. Absent: Getty. Motion carried. Nancy Eckert City Clerk