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Home My WebLink About07/01/2002 FINANCE COMMITTEE July 1, 2002 2:30 p.m. Council Chambers Members present: Chairperson Jordan, Hurley, Getty. Moved by Getty, seconded by Hurley that the Agenda, as proposed, be approved. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that the Minutes of June 24, 2002, as proposed, be approved. Ayes: Three. Motion carried. The Services Agreement with the City Attorney was reviewed. The agreement is with James Walsh to provide legal services on an as-needed basis for the city and its related entities for the period starting July 1, 2002 until terminated by the parties for the following rates: Retainage $1,500.00 Monthly Hourly $95.00 Per Hour The retainer payment is intended as a minimum payment (hourly charges will be in addition to the retainer amount) to assure continued service and availability with the understanding that the City Attorney and all members of his private law firm are conflicted out of any representation of other parties in any situation in which they represent the city. Short phone calls and consultations (less than '/a hour each) and attendance at regularly scheduled city council meetings are also included in the retainer charge and will be handled without additional charges for the city for those items only. Moved by Hurley, seconded by Getty that said agreement be approved. Prior to a vote on the motion, the following comments were heard. Michelle Weidner, Chief Financial Officer, stated that the City Attorney's budget was reduced during the budget hearing and may have to be revisited. Councilperson Getty stated that he has a problem with the retainer increasing 50 percent, and he feels the City Attorney's salary should have been increased each year rather than one big jump. Ms. Weidner reported that the City Attorney's budget goes over budget each year, and that is why he tried to increase the FY03 Budget. Ms. Weidner stated that any invoices submitted by Mr. Walsh in June are not paid until July. Councilperson Clark stated that the council has discussed hiring another full time attorney and not have the expense of the monthly retainer. Ms. Weidner stated that the City Attorney's office has one full-time Assistant City Attorney who handles traffic court, code enforcement issues and other daily matters. Moved by Getty that the retainer for the City Attorney be set at $1,000.00 per month. The motion died for a lack of a second. Councilperson Berry suggested that rather than change the amount suggested in the agreement that the council talk to Mr. Walsh. Councilperson Hurley asked if the city decides to hire another full-time attorney in December could the city get out of the contract, and Ms. Weidner responded there is no time limit specified in the contract. Following comments a vote was taken on the original motion with the following result. Ayes: Two. Nays: Getty Motion carried. Michelle Weidner, Chief Financial Officer, discussed the auto allowance and cell phone allowance for the Mayor. For many years, the city has paid an auto allowance of$175 per month to the Mayor in lieu of reimbursing him for actual mileage. The city has also provided a cell phone for the Mayor's use so that he can be reached while out of the office and traveling, particularly in the event of emergencies. It has been recommended by the auditors that the council take formal action to approve the auto allowance annually. 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Credit cards may be used in paying for travel expenses; however, the city's travel guidelines still apply to all such credit card payments, including the use of travel authorization and per diem amounts. Employees cannot use city credit cards to obtain cash advances for any reason. Employees cannot use city credit cards for personal expenses even if the intent is to reimburse the city later. Before receiving a credit card, employees will sign a "credit cardholder use agreement. Department Heads are responsible for ensuring that payment vouchers with appropriate supporting documentation are provided to the Finance Department prior to the due date for payment. Moved by Hurley, seconded by Getty that the credit card policy be approved. Prior to a vote on the above motion, the following comments were heard. Ms. Weidner stated that employees will be required to sign an agreement that if documentation is not received, the amount will be deducted from payroll. Credit cards will be checked out of the Finance Department, except for the Police Department. Councilperson Hurley asked how will we know the expenditure is for a public purpose. Ms. Weidner responded that travel requests are signed by the mayor and must be turned in along with plane itinerary. Ms. Weidner stated that the Finance Department has six credit cards for use by departments and the Police Department has a number of credit cards. Councilperson Berry stated she does not agree with employees having to use their personal credit cards and we could use vendor purchase orders. Councilperson Getty stated that when the use of credit cards was implemented years ago it was for the Police Department to use when picking up people. Councilperson Getty stated he does not feel the city should have credit cards for employees to use, except for the Police Department. Councilperson Hurley stated that some employees would not have the cash to pay for travel expenses. Councilperson Hurley suggested approving the credit card policy and then look at a more extensive or less extensive policy, and maybe look at a travel agent for the city. Mayor Rooff stated that all the policies have been discussed by Hogan Hansen, and they recommended that the policies be adopted. Following discussion a vote was taken on the above motion with the following result. Ayes: Two. Nays: Getty. Motion carried. Moved by Hurley, seconded by Getty that the travel policy be approved. Prior to a vote on the above motion, the following comments were heard. Michelle Weidner, Chief Financial Officer, reviewed the travel policy. The policy is set up differently than the current policy. The policy clarifies who is covered, addresses who my travel for the city, meal reimbursement and use of personal vehicle. A personal vehicle may be used if a city vehicle is not available and individuals will be reimbursed at 25 cents per mile. Ms. Weidner reported that the current mileage rate approved by the IRS is .365 per mile. Travel expense reimbursements for the mayor and council must be approved by a member of the Finance Committee in addition to Finance Department approval. Generally, personal phone calls will not be reimbursed by the city. Councilperson Jordan suggested increasing the mileage reimbursed to IRS approved rate. Councilperson Clark asked if employees are compensated for travel time. Ms. Weidner responded that the city must follow FALSA laws, but that is not as clear for police and fire employees. Following comments a vote was taken on the above motion with the following result. Ayes: Three. Motion carried. Moved by Getty, seconded by Hurley that the travel request for two School Resource Officers to attend 13111 Annual D.A.R.E. Association Training Conference in Carroll, Iowa on July 13-16, 2002, with costs not to exceed $734.85, be approved. Ayes: Three. 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