The ambitious innovation has resulted in verbal reports at council meetings, although as previously reported in Plainfield Plaintalker, they are a bit hard to follow as they often refer to issues that may need context in order for the average listener to grasp the issues. Written reports are supposed to be available on request in the City Clerk's office and to be posted on the city's web site. So far the latter has not happened.
Plaintalker II obtained the May report from Administration & Finance Committee Chairman Adrian Mapp. It addresses 11 issues. Plaintalker's notes are in blue.
May's Finance and Administration Committee Report
The Finance and Administration Committee met on April 27, 2010, present were Council President McWilliams, City Administrator Bibi Taylor, Corporation Counsel Dan Williamson and me, Chair of the Committee.
1. The committee requested an update on the CFO search and was told that the DLGS extended the deadline for filling the position to July 19, 2010. The committee requested copies of all correspondence to and from the DLGS regarding the CFO position. (This refers to the lack of a chief finance officer, a statutory position, since December 2007. The state Division of Local Government Services has insisted the city must have a permanent CFO in place.)
2. The committee discussed the process for dealing with the defeated BOE budget and proposed a special joint meeting with the BOE for Thursday May 06 to discuss the budget. The committee recommends having a resolution on an amended BOE budget ready for a vote at the regular council meeting scheduled for May 10, 2010. (This occurred on May 10.)
3. The committee also discussed the idea of mandating a change in the City's external auditors every X number of years as per the Office of the State Comptroller (OSC). Plainfield has had the same auditing firm for decades. This is a discussion that should be taken up by the full governing body.
4. The committee recommends changing the city code to require the formal approval of the Bills List by the governing body on a monthly basis; this is standard in almost all of the state's 566 Such a change would add more transparency and would assist the council in better exercising its financial fiduciary responsibility.
5. The committee requested all details on the request by the administration to pay an additional $287,000 to the developer of the senior center for what has been described as add-ons. The request was for itemized billings that would list the add-ons and the cost for each add-on plus who authorized said add-ons. The committee was made aware of a lease that was entered into by the city and an adjacent property owner for addition outdoor space for the senior center. No lease was approved by the council. (Action still pending)
6. The committee requested the bifurcation of the resolution transferring title to the senior center from the request for payment of the add-ons.
7. The committee discussed the need to change the table of organization for the PPD and the administration asked that this be postponed until after Director Helwig returns from vacation. (Need more details)
8. The committee again discussed the need for IT and Media to become a division that conforms to the department/division structure required by the Charter and the Code. The committee previously recommended having these two functional areas folded into one under the Director of Administration and Finance. (Mayor Sharon Robinson-Briggs wants IT and Media to report directly to her)
9. The City Administrator promised a budget status report to the council by Monday that includes the current fund and the capital fund. (Both the May 3 and May 10 meetings were largely taken up with the Queen City Baseball League issue. Plaintalker's notes do not reflect such a report, but maybe I missed it.)
10. The committee recommends moving the responsibility for economic development from under the Director of DPW to a Deputy City Administrator who would be in charge of economic development. This realignment would give economic development the focus that it needs. (That was the plan under Mayor Albert T. McWilliams. Since 2006, the Robinson-Briggs administration has left the deputy city administrator post unfilled.)
11. The committee strongly recommends filling the vacant position of Director, Administration and Finance. (City Administrator Bibi Taylor was also acting director of Administration & Finance through January. No action since then.) The committee also requested a status update on the MOU entered into by the City with the DLGS as a condition of the extra-ordinary aid that went into the FY2010 budget. (The Memorandum of Understanding was tied to acceptance of $250,000 in extraordinary state aid and imposed many spending constraints.)
3. The committee also discussed the idea of mandating a change in the City's external auditors every X number of years as per the Office of the State Comptroller (OSC). Plainfield has had the same auditing firm for decades. This is a discussion that should be taken up by the full governing body.
4. The committee recommends changing the city code to require the formal approval of the Bills List by the governing body on a monthly basis; this is standard in almost all of the state's 566 Such a change would add more transparency and would assist the council in better exercising its financial fiduciary responsibility.
5. The committee requested all details on the request by the administration to pay an additional $287,000 to the developer of the senior center for what has been described as add-ons. The request was for itemized billings that would list the add-ons and the cost for each add-on plus who authorized said add-ons. The committee was made aware of a lease that was entered into by the city and an adjacent property owner for addition outdoor space for the senior center. No lease was approved by the council. (Action still pending)
6. The committee requested the bifurcation of the resolution transferring title to the senior center from the request for payment of the add-ons.
7. The committee discussed the need to change the table of organization for the PPD and the administration asked that this be postponed until after Director Helwig returns from vacation. (Need more details)
8. The committee again discussed the need for IT and Media to become a division that conforms to the department/division structure required by the Charter and the Code. The committee previously recommended having these two functional areas folded into one under the Director of Administration and Finance. (Mayor Sharon Robinson-Briggs wants IT and Media to report directly to her)
9. The City Administrator promised a budget status report to the council by Monday that includes the current fund and the capital fund. (Both the May 3 and May 10 meetings were largely taken up with the Queen City Baseball League issue. Plaintalker's notes do not reflect such a report, but maybe I missed it.)
10. The committee recommends moving the responsibility for economic development from under the Director of DPW to a Deputy City Administrator who would be in charge of economic development. This realignment would give economic development the focus that it needs. (That was the plan under Mayor Albert T. McWilliams. Since 2006, the Robinson-Briggs administration has left the deputy city administrator post unfilled.)
11. The committee strongly recommends filling the vacant position of Director, Administration and Finance. (City Administrator Bibi Taylor was also acting director of Administration & Finance through January. No action since then.) The committee also requested a status update on the MOU entered into by the City with the DLGS as a condition of the extra-ordinary aid that went into the FY2010 budget. (The Memorandum of Understanding was tied to acceptance of $250,000 in extraordinary state aid and imposed many spending constraints.)
So readers, what do you think about the committee system? Would you like to see all reports posted as soon as possible online?
--Bernice Paglia
Reports are fine, but I want a city council to find solutions. It is easy to play Monday Morning Quarterback. Any report should have recommendations.
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