HomeMy WebLinkAboutCity Council Committees - Operations Committee - 07/05/2017Operations Committee
Minutes
Approved July 18, 2017
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Date: July 5, 2017
Time: 4:02 p.m.
Place: Chambers East
Attending: Bill Boyce, Les Thomas and Dana Ralph, Chair
Agenda:
1. Call to Order.
2. Roll Call.
3. Changes to the Agenda.
There were no changes to the agenda.
4. Approval of Check Summary Reports dated 6/01/2017 thru
6/15/2017.
B. Boyce moved to approve the check summary report dated 6/01/2017 thru
6/15/2017. L. Thomas seconded the motion, which passed 3-0.
5. Approval of Meeting Minutes dated June 20, 2017.
L. Thomas moved to approve the Operations Committee meeting minutes
dated June 20, 2017. B. Boyce seconded the motion, which passed 3-0.
6. ShoWare Europay, MasterCard and Visa (EMV) Chip Card Readers -
Recommend.
Information Technology (IT) Director Mike Carrington and Project
Manager/Business Analyst Annette Pape asked members to approve the Elavon
agreement. The agreement will tie together the previously approved upgrade
to ShoWare’s point-of-sale system, with credit card EMV chip card readers. The
Elavon system will provide a solution that ensures regulatory compliance as
well as meets the finance department’s compliance requirements for any
devices that take bankcard transactions.
Because transaction fees are dependent to the type of credit card used and the
amount of the transaction, it is difficult to pinpoint an exact cost. It is expected
that the annual contract cost will exceed $65,000 and the cost will be absorbed
by ShoWare’s operator, SMG. The budget impact to the City is $144 per year
plus a one-time annual fee.
Due to the point-of-sale system installation constraints, this request was on
the July 5 council meeting consent calendar.
Operations Committee
Minutes
Approved July 18, 2017
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B. Boyce moved to recommend Council to authorize the Mayor to sign all
necessary documents to enter an agreement with Elavon to provide EMV chip
card readers related to bankcard transactions, subject to final terms and
conditions acceptable to the Information Technology Director and the City
Attorney. L. Thomas seconded the motion, which passed 3-0.
7. May Financial Report – Information Only.
Finance Director Aaron BeMiller reported an overall positive budget variance of
$2.2 million. The 2017 budget reflects an expected use of $2.4 million of fund
balance, including $2 million for Parks capital projects. The budgeted use of
fund balance is offset by the positive budget variance of $2.2 million, reducing
the estimated actual use of fund balance to $226,000. General Fund Reserves
are estimated to end the year at $16.8 million, or 17.6 percent.
The following highlights were reported:
Revenues are estimated to end the year at nearly $1.4 million (1.5 percent)
higher than budgeted.
Expenditures through April show all departments are remaining fairly close to
budget with an overall favorable budget variance of $816,000 or 0.8 percent.
8. Director’s Report – Information Only.
Mr. BeMiller updated members on two items:
State Auditor’s Office (SAO) audit: there was an difference of opinion
between the city and auditor about how the City and Public Facilities
District (PFD) recorded the 2016 PFD bond refunding. The atypical
transaction generated different opinions within the SAO as well.
Position Classification and update: finance’s customer service section
was authorized to hire an accounting tech for 2017. This position
provides analysis and auditing of integrity reports. So far, the account
tech has discovered that over $10,000 could be refunded to customer
due to reoccurring overpayments of utilities, and an error was
discovered in how adult family homes were being billed due to a 2011
rule change from commercial to residential billing.
9. Adjournment.
The meeting was adjourned at 4:28 p.m. by D. Ralph.
J. Hays
Jennifer Hays
Operations Committee Secretary