FC050917FINANCE COMMITTEE MEETING
May 9, 2019
Elected Officials Present
Councilmember Diane Buckshnis, Chair
Councilmember Dave Teitzel
Council President Mesaros (intermittent)
Staff Present
Scott James, Finance Director
Dave Turley, Assistant Finance Director
Scott Passey, City Clerk
Jeannie Dines, Recorder
The meeting was called to order at 7:46 p.m. in Council Chambers.
Proposed Business License Renewal Late Fee Reversal Policy
Mr. Passey explained the City receives requests to waive/reverse late fees but does not currently
have a policy. The proposed policy allows staff to waive a late fee once every three years if the
account has been in good standing or the late payment was beyond the control of the customer
(circumstances are outlined in the policy). The State legislature recently passed a bill requiring cities
to partner with the Department of Revenue to administer business licenses.
Mr. Passey responded to questions and discussion followed regarding the number of requests the
City receives and the number of waivers granted, the City's utility billing late fee waiver, similar
cities'/agencies' policies, policies available on MSRC, circumstances that are considered beyond the
business owners' control, reasons waivers are requested, and businesses' responsibility to renew
their business license.
Councilmember Teitzel requested policies from three other cities.
Action: Schedule on Consent Agenda.
2. Present Draft 2018 Budget Development Calendar to Council
Mr. James reviewed a proposed 2018 draft budget calendar, commenting it was helpful to hear Council
priorities early in the budget season. Discussion followed regarding creating a Risk Management
Committee of directors to understand what is driving claims, the Council making modifications to the
CIP/CFP, department budget formats, facility condition assessment, establishing a building
maintenance budget, developing a financial plan for the City that identifies potential building expenses,
establishing policies based on a Pavement Condition Index and Facility Condition Index, establishing
policies related to long range financial planning, whether a Council budget retreat is an option, and
concern each Councilmember has different priorities.
Committee suggestions included:
• Council identifying priorities and submitting decision packages
• Rather than a Council retreat, add a check-in with the Finance Committee and/or joint meeting
with Parks, Planning & Public Works Committee to review the CIP/CFP
• Ensure each department uses the same budget format
• Fleet Manager Tom Sullivan review the Facility Condition Assessment with the Finance
Committee during the summer
• Review antiquated policies
05-09-17 Finance Committee Minutes, Page 2
Action: Add to extended agenda in August a full Council agenda item to identify priorities and request
Councilmembers submit decision packages to be included in the budget. Staff provide examples of past
Council decision packages
3. Review Council Committee Descriptions and Provide Feedback
The Finance Committee revised the committee description to read as follows:
The committee shall exercise general oversight with respect to city revenues and expenditures
via review of monthly and quarterly financial budgetary reports. The committee shall review all
City financial policies and practices. The committee shall review budget amendments prior to
being presented to Council. Annually the committee shall review audit deficiencies and
progress on correcting them.
Action: Send revised committee description to Council President Mesaros.
The meeting was adjourned at 8:52 p.m.