Finance Committee Agenda and Packet 2025 04 17

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City Council Finance Committee Meeting Minutes March 20, 2025 Page 3of6 Councilmember Cooperman asked for clarification on the amount of time it takes to submit a check request. The Director of Finance described the check request process. Councilmember Cooperman asked for clarification on what a "rush" request is. The Interim Accounting Supervisor described reasons for rush check requests. Councilmember Cooperman asked if there is anything Council could actively do about bills on the warrant list. The Interim Accounting Manager described how councilmembers could have items pulled prior to payment. Councilmember Cooperman asked which of the benefits listed in the proposed procedural changes would contribute most to cost savings. The Director of Finance responded that check requests require a lot of administrative time. Also, the bi-weekly check runs create a larger burden on finance staff than having a regular weekly check run. The City Manager commented that staff hear from vendors regularly about the timeliness of payments due to the current process. Councilmember Hamlington commented that this change needs to be communicated to the community so any residents who track this process will know where to look for them. Councilmember Hoefner requested that staff send an email to council when warrant batches are posted as part of the new processes. Councilmember Cooperman asked if this change requires an ordinance by Council. The Director of Finance responded that council approval is not required, and the Finance Department will take the Committee's suggestions on communications and implement them as part of the procedural improvement. Public Comments: Councilmember Kern agreed with Councilmember Hamlington's comment to ensure communication. She expressed support for this procedural improvement. Marshall Fire Plan Review and Permit Fee Options: The Interim City Manager presented the Marshall Fire Plan Review and Permit Fee Options to the committee. The presentation was included in the meeting packet. Staff requested guidance from the Committee on whether to pursue 3rd party reconciliation and if the committee would like to pursue a rebate/refund. If the committee would like to pursue a rebate/refund, staff requested guidance on the eligibility criteria. The Committee asked staff to determine what the rough estimate looks like and bring it back to Finance Committee at a future meeting. Councilmember Hoefner commented that this is important, but there's not a particular rush to get it on the next meeting agenda. 5/69