Kearns Community Council
Workshop
Monday---August 27, 2007
Conference Room At KOPFC
Chuck McDowell---Charles Henderson---Al Peterson---Debby Conner
Kevin Lundy---Paula Larsen---Kathy Larrabee---2 Open Seats
6:25 PM Workshop Began
Call To Order---Chuck McDowell, Chairman
Roll Call Of Members---Seven council members in attendance, two open council seats
Letter For Unified Sheriff---Debby suggested that we make the changes in verbiage from we, representing the whole council, instead of I, representing one person. Charles stated that all five council would be in partnership on the same letter. This letter, once signed, will be send to County Councilman Jim Bradley. ***Motion by Paula to make changes in verbiage as Debby stated, then approve letter to be signed and sent on. 2nd by Kathy. Chuck called for vote. 4 votes yes, 0 votes no. Motion passed. Paula requested signed copy for minutes.
Letter For Mayor Nordfelt---Debby suggested same verbiage be changed, if need be, as in letter for sheriff. ***Motion by Paula, same as letter for sheriff. 2nd by Debby. Chuck called for vote. 4 yes, 0 no. Motion passed. Paula requested copy for minutes.
Temporary Treasurer---Chuck suggested that instead of electing a temporary treasurer now, wait till we fill the two open seats. Chuck said he would just continue till that time as temp treasurer since he has been working with TJ already in getting the financials prepared. Paula suggested that Charles become interim treasurer. Since Charles is chairman of the FOC he cannot be KCC treasurer. Al stated that the chair or vice-chair should not be temp treasurer, but that we do need to elect a temp treasurer ASAP because we are already in violation of our bylaws in this area. ***Motion by Kathy to nominate Kevin as Treasurer and Debby as Public Safety Chair. 2nd by Paula. Both parties accepted nominations. Chuck called for vote. 6 yes, 0 no, motion passed. Charles stated that the FOC committee will be ready to review 3rd quarter financials when quarter ends the end of September. They have set their meetings to be the 3rd Thursday following the end of the quarters. Chuck and Charles had discussion as to whether this is good to set a hard date on this. Chuck suggested not doing so because it may be something that ends up creating more of a problem. Charles stated should not be any problems. If date needs to be extended at the time then can do so. Chuck mentioned that the assumed hard and fast deadline was 90 days after the close of the quarter. That is based on the fact that the County requires annual financials to be submitted no later than the end of the year. Chuck qualified that remark by saying that the “spirit of the law” would dictate the 3 week deadline that Charles had mentioned was best policy, but not as a dictated rule. Chuck asked if any member wanted to make a motion to set hard fast post quarter deadline for submission of financials other than the 90 day assumed deadline. Although some council members voiced opinion that 90 days was way to long, no motion was made. Parlimentarian Al Peterson shared that committees are allowed to set their own date for their meetings.
Open Seats---Paula read the nominees for the two open council seats as follows,
Western Hills---Brett Helsten and Ruby Martinez. At Large---Mary Villanueva, Tom Blockovich, and Andrea Boone. Chuck said that Roki Buttars also is interested. He will tell her to get her letter of intent in ASAP. Nominations are still open till 9-4-07 through the end of new business.
Special Project Budget---Chuck reported between Hometown Night, Float, and Parade we may go over budget by about $1700.00 plus there were still receipts coming in from Kevin and Debby which he approximated at an additional $500.00 He stated this was in part to not having any accurate control on spending because previous treasurer TJ Dubach was un-able to give us ongoing reports. Chuck stated he has asked Bev Uipi from the county how this should be best handled. He will let the council know at the 9-4-07 executive meeting.
Sound System---Kevin reported he is in the final negotiations with the company on how payment will be made. Kevin prefers to give them a credit card number for shipping it then follow up with check payment. That way it is more secure. Kevin also reported we have a rebate coming back from the previous purchase of our printer bought for Hometown Night. Chuck asked Kevin when the Council could expect to receive the system. Kevin said that he would deliver the system after arriving at the most secure means of assuring delivery from an untested vendor. Chuck asked if it was unreasonable to ask that the sound system be delivered no later than the end of September. Kevin replied that was a reasonable deadline.
Tree Project---Kevin reported that he has had one request so far from West Kearns for trees under this project. Council had discussion on best method of delivering trees, Kevin stated he will deliver trees with council help. He will be going over to West Kearns to look over the area with them for the trees.
Treasury Report---Line Item Report---Chuck reported that he and TJ spend a lot of time going over financials getting them straight and put in an order. There was no previous order to them. He reported they now are current and 99% accurate. Chuck states there may be some information they put in the wrong place, but can correct. Post Mortem Meeting---Tabled till 9-4-07 meeting. Status Q2 Financials---Chuck reported he has forwarded all the financial information for the second quarter to the FOC for review. County Budget---This is due to the county by 9-4-07. Paula asked Chuck if the county would extend this date for us since the council has not had time to discuss. Chuck said he thought they might, but would check with them and ask. Therefore in lieu of time this discussion was tabled till our 9-4-07 meeting.
Webmaster---Chuck presented the webmaster contract, with previous corrections, to the council stating this is only a month to month contract. Asked council to review and give input back to him. If council agrees and no input is received then will proceed with the contract as is at our 9-4-07 meeting.
Newsletter---Tabled.
Jargon Circle---Tabled.