 and to the republic for which it stands, one nation under God, indivisible with liberty and justice for all. Okay. If we could have a motion to approve the minutes of our July 13th meeting. Move to approve minutes. Second. Second. All right, we have a motion in second. Is there the, who's the second? Was that you? Give it to tree. Okay. Is there any other discussion? Is there none all in favor. Stay. Aye. Aye. Okay. Thank you. I'm going to have to unmute and any opposed? Chair votes aye. The minutes are approved. We have Chuck joining us. We're going to 3.1, which is a resolution submitting financial trends monitoring analysis from 2015 through 2019. Who would like to take this? I guess I can take it, Mary-Lynn. These are the financial trends for 2020 monitoring and analysis. This is something that's been provided by the city administrator in the past years, so we thought it would be good for the committee to read and review. As you can see on page 4, obviously you can see a lot of the trends are saying very favorable. Again, this is mainly just for review for upcoming tax, tax revenue and the spending that we have coming up. Any questions? All right. I know that Jim Warren had wanted to know where the information came from, and that's going to be a pretty good question. Do we know who compiled this? It looks pretty official to me. I think Marty got back to me, and I think he said that Daryl was working on this with his assistant at the time, and I believe it came from audit to data. This is Marty. There was some discussion that maybe Noah had provided some information. Is that true, Marty? This was one of the projects Daryl had been working on, and he did have Noah, the intern, compiling a lot of the data. We did have 2019 draft financials available for him to pull for the current information, but previous years would have come out of the audited financial statements. As Todd alluded to before, the numbers are favorable, but this would just become one of those where do we find good value in this report versus other reports and trying to determine what the right metrics are to give you a clear and timely picture over all of the city's financial position would be how I'd want to approach this going forward. I guess my question is to any committee members or Todd, do you remember seeing a document like this before? I mean, has this compiled year over year? I believe this is a trend analysis that has been started. I don't think it was much before I arrived, and I think this was one of Daryl's newer reports that he started to pull together data. Todd, have you had a chance to look at it? Yeah, I believe that it's basically just giving us an overview of the past five years, and as we continue to move forward, we'll be able to add to it. It's just to give the council and the committee a better feeling of where we are and how things have been fluctuating. Obviously, 2020 is going to be a unique situation for all of the trends, and as we've heard, a lot of the groups are probably going to end up looking at 2020 as more of a skip over a year when it comes to trending. Go ahead. As a newbie, I really like the report because it gave me a helicopter view. It gave me, I really appreciate trend lines. If you give me a number in the middle of nothing, it means not a whole lot. So I would like it going forward because it's high enough overview, and it would send a warning signal if there were trouble, so I appreciated it. Thank you. Any other questions or comments? One thing that I think we've gotten periodically since I've been on the committee, but I can't say lately that something that might be helpful would be kind of like how we're running on the budget for the various departments, maybe quarterly or at least semi-annually, to let us know if we're meeting our targets budget-wise, are we over under anything we have to look out for for the rest of the year, that type of thing would also be helpful, I think. That's why I was kind of asking at the end of the first quarter and at the end of the second quarter for information on our revenue streams. I know our revenue streams are going to be nowhere near what they were in 19, but to it give us at least some kind of an idea where we were standing so that we don't get a shock at the end of the third quarter going into finalizing the budget. You may remember Jim that we did ask Nancy Busk to do that, and she did it briefly. She would do quarterly reports. It's not that the information wasn't accurate, but I think certainly we need to be striving for the kind of reports that any of us who serve on non-profit organizations would expect from our financial folks on a monthly or quarterly basis. I understand now that that's difficult and Nancy's system was quite bespoke and so as we're moving into a more standardized kind of reporting, it's my understanding as well that the information is a little hard to get, but I think that we clearly need to have that information available. Any other comments or questions? Hearing none, I would ask for a motion to receive and forward the document to council. That was Trey, is there a second? I'll second it, Warren. Seconded by Jim. Any other questions or comments? Hearing none, all in favor, state aye. Any opposed? Chair votes aye. The motion passes. Okie dokie, we're going to move on to 3.2, which is an ordinance amended in section 82-33 of the municipal code to modify the Department of Finance table of organizations. And Marty, are you going to take that, Todd? Yeah, I can start. Todd probably will add to it and possibly even Vicki, but as the changes that were made to section 82-33 where City Administrator has a bit more autonomy to be able to add positions when needed, this was a identified area of support that's needed for the finance department with the awareness of policies and procedures lacking, which were identified in the CLA assessment, the audit findings that have occurred, and the action plan that was put together with that, the SKA's, as I call them, skills, knowledge, and abilities. I stole that acronym from a very intelligent individual that certainly I'm going to use it frequently. Finance department is definitely in need of some growth and training and knowledge along those same lines. We have technology shortfalls both on the software side, but also on the training and implementation of what we need to do to become more efficient. Functioning in an AS-400 legacy system and Munis is not ideal to get off that AS-400 is going to take not only software conversion time, but training and resources to be able to put modules such as park and rec into place or project management into place or our loans, which business and personal loans are being tracked on spreadsheets AS-400 and sort of reconciled into our ERP Munis, which it needs to all get into Munis so that it can be using the efficiencies built into the software to reconcile automatically and then not spending a lot of staff time kind of chasing the dollar. The capital assets are a significant undertaking that are all being done on very archaic inefficient spreadsheets creating significant amount of staff time at year end to try to bring them close awareness of inaccuracies definitely are being recognized within the audit process. So there's just projects upon projects and much of it is foundational and or historic and so it's trying to develop what's going to be a good process going forward without all the tools yet in place and in order to accomplish all of these different areas of need the awareness and assessment of of CLA saying it's difficult to probably accomplish all of that with the existing structure make up and staff would be difficult. So the need and discussion that has taken place with myself Todd and Vicki this account in three is you know something that we discussed we've already revised all the other job position responsibilities which will be communicated and working with the staff to bring together a longer term plan and making sure that we can be held accountable to those those tasks all getting done. I would appreciate your thoughts before we open for questions. Yep, no, thank you. Thank you chair as you guys as the committee should know obviously according to section 82 the city administrator does have the the ability to make changes to the table of organization the reason we're bringing it forward though is it's it's my responsibility as well as our department heads to find ways to make improvements and in the short period of time that I've been in this position working with Marty and Vicki looking at the human human resources department as well as the finance department it has been determined significantly that before we can actually make improvements within these departments whether it's through job descriptions job processes and training we need additional horsepower in that department. I'm not going to go into depth on the deficiencies and things like that because you guys have read the report there's also additional information that was not covered in the report and I'm asking for support of the committee and the council that we are allowed to fill this position so that we can address the additional changes that need to be done within this area of focus. Presently we've already met or we are meeting with different people within this department just like it was done in the human resource department and what will happen is these the employees will be looking at their job descriptions the changes the cross training that's going to be addressed we will be identifying any training needs and while this is happening we're looking to bring in an accountant three so that we can speed things up as far as training deficiencies and in positions and processes and basically as I call it start filling the holes in the boat so that we can get reporting done quickly and accurately because we all know that there's been some deficiencies so I'm again asking that this this position be supported by the committee and the council so that we can expedite expedite the improvements that are needed and again as an example AS 400 if we stay on the course that we're on it'll be you know three to five years before we get off of it by bringing in this this position it also it allows us more horsepower to get off of these systems and get them on to munis very quickly. If you have any questions please let me know. Questions for either Todd or Marty? Jim? Thank you. I'm looking at the document now we're going to be deleting the accounts payable purchasing assistance is that eliminating the position of the person that recently retired? Yeah, thank you Alderbaran. The accounts payable assistant retirement was a component of this kind of I guess restructure between HR and finance the position was filled as a office services admin services clerk two we had previously had an admin services clerk one created about probably about a year ago and we felt creating another admin services clerk two whose emphasis was on accounts payable and some of the purchasing related items it gave us a little bit better structure and succession planning so to speak and coverage clarity that position now they'll reports through human resources both the office service or admin services clerk positions do and then all the accountants now report through finance so one used to be on HR and we kind of group them so that they'd all be within either finance or HR so office or admin services clerks are HR and accountants are finance is that is that clerk two in the salary range of F as in Frank as the as the as the one we're deleting Vicki informs me that that is a salary grade E as an elephant okay and then the the new position which I support but just asking a question about the salary under under Emma's and Mary the range on that is from 64,147 and the maximum on that on that M is 86,819 I suppose where we start on that on that salary range Emma's gonna depend on the on the candidate that we interview for that position or do we usually try to start in Q2 or Q3 or what's our thinking on that Jim this is Vicki Schneider I can speak to that the policy for the city has been to bring in individuals generally in quartile one and again assessing the the individuals assets and their experience that that could be that person could be brought in at a higher quartile that discussion is meant to be had with human resources and with the city administrators so that that's not it's not a unilateral one-person decision to make that okay so it looks like it looks like we'll be picking up additional salary in the HR department but then is it going to be somewhat lesser about a wash because there's about a there's about a $20,000 difference actually $25,000 difference between F as in Frank and M so this is an additional position for the finance department so with the AP purchasing clerk that person did move over that level F went to a pay grade E and that person had that position is moved over all right thank you sure Mary Lynn I look then for a motion to recommend to the council amending that was me Mary Lynn I just wanted to add one more comment if it's okay thank you thank you chair I just to kind of expand on Alderborn's questions one of the tasks that Vicki and I are undertaking is while we're looking at job descriptions and processes we will be coming to the finance and personnel group in the near future because we will be reviewing all of the pay scales throughout all of the departments that's one of our goals to achieve this year so we're looking to make sure that everything is within basically the guidelines of the minute municipalities and make sure that the then the number of categories are accurate to what the job description and position are thank you any other questions comments then a motion to recommend to the council with the finance table what finance department table of organization be amended support so moved don't move board second Marcus very good is there any further discussions hearing none all in favor state aye aye aye aye any opposed share votes aye motion passes I notice I know rather our next meeting is August 10th do we have any quorum issues I suppose with nobody going anywhere anyhow anytime that's not as much of a problem as it used to be could I have a motion to adjourn so moved second all right we have a motion in second all in favor state aye aye aye any opposed share votes aye we are adjourned thank you all