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MINUTES/FINANCE COMMITTEE
Tuesday, September 12, 1995 - 3:45 p.m.

Members present: Carpenter, Babinchak, Geller.

1. Matter of new per diem rate.
John Schmisek, city auditor, reported he had sent memo to committee informing them of change in State Code in relation to per diem rates and enclosing copy of GSA per diem rates; that the city attorney has stated that because under Home Rule can adopt its own policy; that options for committee are 1) to leave as is, 2) adopt its own policy under Home Rule, or 3) adopt State rate and follow its guidelines; and also need to determine effective date. He informed committee that City has been in line with State guidelines for in-state travel with exception of lodging which is actual cost.

*Present City policy allows the following per diem rates:
In-state: first quarter (6AM to 12PM), $3.50, second quarter (12PM to 6PM) $5.00 and third quarter (6PM to 12AM) $8.00, for total of $17.00, plus actual lodging.
Out of state: $6.00, $9.00 and $15.00 for total of $30.00 plus actual lodging.
Proposed City policy following State guidelines:
In-state: $4.00, $6.00 and $10.00 for total of $20.00 plus actual lodging.

Moved by Geller and Babinchak to change per diem rate for in-state to State guidelines with the exception of actual lodging versus the state rate, that the out of state per diem remain the same, and that the policy be effective October 1. Motion carried.

2. Matter of proposed private vehicle reimbursement policy.
Mel Carsen, city assessor, presented information to the committee (in addition to proposed policy and car expense reimbursement comparison with other cities, a breakdown of employees' reimbursement, and a listing of City vehicles by department and who assigned to, however, some departments not keeping very good track of mileage, etc.) He stated that in looking at mileage reimbursement to individuals there are only 10 or 12 (of 46 employees) who use on daily basis with significant usage. He suggested that committee might want to look at information and hold to next meeting.

Mr. Schmisek stated that in looking at listing of engineering vehicles, he would venture to say that one of those vehicles would be available for mail pickup; and also in looking at health department vehicles, there should be vehicle available for small users.

Committee asked if mileage log kept on usage by employees using City vehicles; and it was stated that departments not reporting to auditor's office on usage (as once required to do, policy

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changed 7-8 years ago). Mr. Schmisek stated that they could provide general information on mileage of vehicle when purchased and current mileage and average out.

Committee asked how allocation of City vehicles determined.
Member Geller stated there are two issues: how we allocate city cars; and establishing of reasonable reimbursement rate for use of personal cars; however, committee stated they did not want to tie issues together, but did not want to drop issue.

Committee asked if there was way to establish rate based on number of miles driven, and asked subcommittee to look at this and bring to committee. Held in committee.

Member Geller asked for information on five City vehicles from different departments re. mileage to determine whether those furnished cars driving much more or much less that those not being furnished cars.

3. Matter of 1994 abatement for George and Elizabeth Staveteig,
4568 Belmont road (Lot 38, Blk. 1, Sunbeam 3rd Resubdiv.).
Mr. Carsen reported this is townhouse property, part of Belmont Patio Homes complex and has assessor's value of $116,300. It was noted that this was filed after Board of Equalization met, and has to go through abatement process. He stated that he had talked with Mr. Staveteig who was not concerned so much with value as with level of services (private street with snow removal, etc.), and recommended that the application be denied. Moved by Geller and Babinchak to deny the application. Motion carried.

4. Matter of awarding of bids for police department Advanced
Series 36 computer.
Mr. Schmisek reviewed bids received for IBM Advanced System/36 with 90-day guarantee in the amount of $13,500 and without 90-day guarantee in the amount of $12,500 (price effective through 9/29/95) from Systems Consulting, Inc. He stated that this is replacement equipment, that maintenance on current system so high this will pay for itself.

Moved by Babinchak and Geller that we award bid to Systems
Consulting, Inc. in the amount of $13,500.00. Motion carried.

5. Matter of request for figures on tax levies and per capita
comparisons with other cities.
Mr. Schmisek distributed copies of information on estimated market values, taxable values, tax levies, total property tax levies, general fund revenues and expenditures and specific department expenditures (auditor, engineering, fire, police, health and streets) for four major cities in North Dakota and reviewed with the committee. He presented per capita figures but MINUTES/FINANCE COMMITTEE
September 12, 1995 - Page 3

stated that some cities report things somewhat differently, that department services may vary and perhaps need more research. The committee held the matter of 2 weeks to review and determine areas where they may want more information. Held for two weeks.

Meeting adjourned at 4:10 p.m..

Alice Fontaine
City Clerk

Dated: 9/12/95.