City of Colona Finance/Administrative Committee met May 16.
Here is the minutes provided by the Committee:
Call To Order: 9:16 a.m.
Roll Call: Aldermen Holman, Swemline, Hillman were present
Staff Present: J. Legare Treasurer
K. Palmer Office Manager
R. Lack Mayor
B. Winegar Clerk
Public Comments: None.
Old Business:
The committee discussed giving paid time off for part-time employees scheduled to work 1,000 hours per year or are eligible for IMRF. The committee is going to recommend to the City Council that a part-time employee of the City who is scheduled to work 1,000 hours or more be given 24 hours of paid time off per calendar year. The PTO will be prorated after the six month probationary period is completed.
New Business:
1. The City Clerk and Office Manager have received a quote of $12k to update the City’s website. It was decided by the committee to reach out to local colleges for a programming intern who may be interested in developing a new web site for the City.
2. The City Clerk, Office Manager, and the Treasurer have looked at new software options for utility billing and general ledger. They have looked at 5 different packages and have identified the one they would like to purchase. There will be another demonstration in May to show the general ledger side of the package to the Treasurer. Anyone who would like to view the software may attend. Target date to implement use of the new software is January 2019.
3. The office manager will check with some of the other cities and develop a policy on writing off unpaid accounts.
4. The Treasurer furnished a copy of the higher cost items that were purchased but not budgeted during the current fiscal year to each committee member. Although
these items were not budgeted in FY 2017-2018, they were approved for purchase by the council during this fiscal year. This is the information which will be given to the auditor for tracking purposes.
Adjourn:
Alderman Hillman made the motion to adjourn. Alderman Swemline seconded. A voice vote of all ayes was received. Meeting adjourned at 10:16 a.m.
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