Agenda spine

5 items as recorded in the packet and minutes.

1. A1Call to Order / Roll Call

   Meeting called to order at 6:00 pm; roll call and attendees noted.

   Discussion only
   p. 1↗City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)Mayor Pilon called the meeting to order at 6:00 pm. All Councilmembers were present except Councilor Reighard. Others Present: Interim City Administrator Bob Derus.

2. A2Pledge of Allegiance / Set Agenda

   Agenda set as printed with the discussion order reversed.

   Motion carried unanimously.

   Approved
   p. 1↗City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)Moved by Pilon, second by Rainville, to set the agenda as printed, but the order of the items is reversed, with the discussion of financial services coming first and the discussion of City Administrator second. Motion carried unanimously.

3. A3Discuss Retaining AEM for Financial Services

   AEM proposal reviewed and discussed; staff to make a recommendation at the next regular meeting with budget adjustments.

   No action recorded in minutes; recommendation deferred to next regular meeting.

   • AEM financial services

   Discussion only
   p. 1↗City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)Administrator Derus introduced the topic. Jean McGann, from AEM was at the meeting and went through their proposal for providing financial services to the City of Nowthen.p. 1↗City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)Derus will make a recommendation at the next regular meeting, including budget adjustments.

4. A4City Administrator Hiring Process

   Council discussed hiring approach; interim administrator leaning toward combining City Administrator and Planning roles; job description and ad to be revised and reported back in October.

   No action recorded; staff to return with revised materials.

   • City Administrator hiring

   Discussion only
   p. 2↗City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)Derus briefly introduced the items regarding City Administrator hiring. He stated that he's leaning toward combining the roles of City Admin and Planning.p. 2↗City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)Derus will revise the job description and ad and report back at the October meeting.

5. A5Adjournment

   Meeting adjourned at 7:17 PM.

   Motion carried unanimously.

   Approved
   p. 2↗City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)Moved by Rainville, second by Breyen, to adjourn at 7:17 PM. Motion carried unanimously.

Issues addressed

What this meeting did about specific topics, organized by issue rather than by document.

• Retaining AEM for financial services

  Council heard a presentation from Jean McGann of AEM on a proposal to provide financial services (controls, reporting, reconciliations, reserves/investments tracking, and state/county reporting). Members discussed audit needs, training access, audit findings, cost (quoted range), and whether to wait until a city administrator is hired; Interim Administrator Derus said he would bring a recommendation and any needed budget adjustments to the next regular meeting.

  Agenda: A3. Speakers: Derus, Jean McGann, Rainville, Breyen, Bettinger.

• City Administrator hiring process and potential combined Administrator/Planning role

  Interim Administrator Derus discussed the city administrator hiring process and said he was leaning toward combining the City Administrator and Planning roles, reasoning that with limited city services and staff the position may be less challenging than in similar-sized cities and that combining duties could be a better full-time fit and reduce the budget. Council discussed and generally agreed it could be a good approach, and Derus will revise the job description and advertisement and report back at the October meeting.

  Agenda: A4. Speakers: Derus.

Motions and votes

2 motions on the record. Split votes are highlighted.

• M1Moved by Pilon, second by Rainville, to set the agenda as printed, but the order of the items is reversed, with the discussion of financial services coming first and the discussion of City Administrator second.

  moved by Pilon, seconded by Rainville

  Passed

  Motion carried unanimously.

  p. 1↗City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)Moved by Pilon, second by Rainville, to set the agenda as printed, but the order of the items is reversed, with the discussion of financial services coming first and the discussion of City Administrator second. Motion carried unanimously.

• M2Moved by Rainville, second by Breyen, to adjourn at 7:17 PM.

  moved by Rainville, seconded by Breyen

  Passed

  Motion carried unanimously.

  p. 2↗City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)Moved by Rainville, second by Breyen, to adjourn at 7:17 PM. Motion carried unanimously.

Money discussed

Each figure links back to the document it came from. When the council voted on the amount, the motion is shown.

• F1

  Discussion estimate for AEM financial services for 2018 (around $20,000; proposal range provided).

  contract · AEM financial services · FY 2018

  $20,000

  outflow

  Council approval status: not yet on record.

  p. 1↗City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)Breyen wanted clarification that it would be around $20,000 for 2018; it's quoted at a range of $16,200 - $21,100.

• F2

  Lower end of quoted AEM financial services range for 2018.

  contract · AEM financial services · FY 2018

  $16,200

  outflow

  Council approval status: not yet on record.

  p. 1↗City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)Breyen wanted clarification that it would be around $20,000 for 2018; it's quoted at a range of $16,200 - $21,100.

• F3

  Upper end of quoted AEM financial services range for 2018.

  contract · AEM financial services · FY 2018

  $21,100

  outflow

  Council approval status: not yet on record.

  p. 1↗City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)Breyen wanted clarification that it would be around $20,000 for 2018; it's quoted at a range of $16,200 - $21,100.

• F4

  Stated increase in the 2019 budget over the current budget related to financial services discussion.

  budget · Budget change (financial services) · FY 2019

  $2,000

  outflow

  Council approval status: not yet on record.

  p. 1↗Special City Council Meeting — 2018 09-27 Special Meeting Minutes (2018-09-27)He responded that 2018 will be a little more difficult as it is around $20,000 but the 2019 budget is only an increase of $2,000 over current budget.

Memory cues and prior history

When someone tried to remember earlier business, we cross-reference the corpus and write a short related-history note.

• Breyen asked about how often state auditor comes into a city. This is a relatively rare occurrence, but it happens for sales tax and TIF.

  — Breyen

  What this is about
  Frequency of state auditor involvement in a city (including prior or periodic state auditor visits for sales tax and TIF).

  p. 1↗Special City Council Meeting — 2018 09-27 Special Meeting Minutes (2018-09-27)Breyen asked about how often state auditor comes into a city. This is a relatively rare occurrence, but it happens for sales tax and TIF.

  Partial matchWe have not matched this to a prior decision yet.

  The resolver has not run for this cue, or the search did not find a strong match in the corpus.

• McGann was asked about the current audit and whether she thought it was sufficient. She responded that it was a little unusual that it did not contain the finding "of a lack of segregation of duties."

  — McGann

  What this is about
  Reference to the current audit and what findings it did or did not include (segregation of duties).

  p. 1↗City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)McGann was asked about the current audit and whether she thought it was sufficient. She responded that it was a little unusual that it did not contain the finding "of a lack of segregation of duties."

  Partial matchWe have not matched this to a prior decision yet.

  The resolver has not run for this cue, or the search did not find a strong match in the corpus.

Sources

Every document and recording archived for this meeting.

• Document

  City Council Meeting — 2018 09-27 SP Meeting Approved Minutes (2018-09-27)

  Minutes · 2018-09-27

  2 pages

  ↗
• Document

  Special City Council Meeting — 2018 09-27 Special Meeting Minutes (2018-09-27)

  Minutes · 2018-09-27

  2 pages

  ↗
• Document

  City Council Meeting — 2018 09-27 Draft Minutes (2018-09-27)

  Minutes · 2018-09-27

  2 pages

  ↗