LEGISLATIVE, FINANCE AND ADMINISTRATION COMMITTEE
The Legislative, Finance, and Administration Committee meeting was held on August 8, 2005, at 6:00 p.m. with Councilman Slavin presiding in the absence of Chairman Salters (arrived at 6:05 p.m.). Members present were Mr. Hogan, Mr. Shevock, and Mr. Shelton. Members of Council present were Mr. Carey, Mr. Sadusky, Mr. Ritter, Mr. Ruane, and Council President Williams. Mayor Speed was also present.
AGENDA ADDITIONS/DELETIONS
Mr. Hogan moved for approval of the agenda, seconded by Mr. Shevock and unanimously carried.
Council Training - Voting System
During the previous fiscal year, Council approved a Voting System/Meeting Management Project which authorized the purchase of an electronic voting system and speaker time display for Council meetings. It was noted that, in addition to City Council, the system could be utilized by the various committees and commission of the City as well. The current manner for voting by City Council is very antiquated and does not provide fairness for voting members, particularly those voting first and last. By having all members voting simultaneously and then displaying the results for view by all at the same time, it provides fairness to all members of City Council.
Mrs. Green, City Clerk, advised members that the City has purchased the TyBreaker from Tybrin Corporation and that the system includes nine wireless voting stations (keypads), a clerk’s station, a vote display, and a request-to-speak system. The Council Chambers now has two (2) flat screen panels to display the vote results for members, as well as the audience. She also indicated that Tybrin Corporation is in the process of developing an improved “request-to-speak” system; however, she suggested that use of the request-to-speak portion of the system be delayed until members become accustomed to the voting portion of the system.
Members conducted a few practice sessions utilizing the new voting system and as a result, changes were made to the default voting requirements (i.e. defining majority vote, etc.).
Revenue Forecasting
Mr. Slavin explained that after going through two (2) complete budget cycles, it was his feeling that there are opportunities for improving forecasting for revenues. He suggested that staff provide members of Council with Revenue Forecast Reports and that they be submitted on a quarterly basis. He suggested that the reports be reviewed by members during the first Council Meetings of the months of October, January, April, May, and June. For the first three meetings, the reports would contain information on the previous quarter and then be reviewed on a monthly basis just prior to and during the budget review.
Mr. Slavin presented an example for the report to include a table depicting the top revenue sources (76.75%) for the City, explaining that the remaining other fees, comprising of 23.25%, could be grouped together with columns to include current budgeted, current actual, current projected, and next fiscal year projected.
Mr. Hogan suggested an additional column to include a percentage for each of the quarters (25%, 50%, etc.).
Mr. Shevock noted that several fees are collected at particular times of the year, such as property taxes, and that members should consider this when reviewing the percentages of revenues collected.
Responding to Mr. Ritter, Mrs. Mitchell stated that, in addition to the water/waste water, transfers from other funds, such as the electric and water, could also be included. Responding to Mr. Ruane, Mr. Slavin stated that library fees would be included with “other fees”. Although members could request additional fees to be shown separately, his intention was to provide Council with a quick image of the City’s revenues. It was suggested that the revenues listed in the Budget Report be included in the new report.
Mr. Slavin relayed his opinion that the reports would be presented directly to Council. This would provide members the opportunity to give staff direction for developing the next year’s revenue projections.
Mr. Hogan suggested that prior to presenting it to Council, staff develop a mocked up report based on the committee discussions, utilizing real time figures, to be presented to the committee at their next meeting. Mr. Ruane suggested that staff include footnotes giving explanations for any increases or decreases for further clarification. Although he originally intended the report to include those revenues for the General Fund, based on the committee comments, Mr. Slavin stated that staff should develop such a report for Electric and Water/Wastewater as well.
Mr. Hogan moved for adjournment, seconded by Mr. Shevock and unanimously carried.
Meeting Adjourned at 6:55 P.M.
Respectfully submitted,
Timothy R. Slavin
Vice-Chairman
TRS/jg
S:ClerksOfficeAgendas&MinutesCommittee-Minutes20058-08-2005-LF&A.wpd