City Council Minutes 12-20-2012 SpecialMINUTES
SPECIAL MEETING — MONTICELLO CITY COUNCIL
Thursday, December 20, 2012 - 7:30 a.m.
Academy Room - 505 Walnut Street, Monticello, MN
Present: Clint Herbst, Tom Perrault, Glen Posusta, Brian Stumpf
Absent: Lloyd Hilgart
Others: Jeff O'Neill, Wayne Oberg, Annie Zimmerman, Carolyn Becker
1. Call to Order
Mayor Herbst called the Special Meeting to order at 7:33 a.m.
2. Purpose of Meeting: Approve bill and purchase card registers
Clint Herbst noted that this meeting is held to review and approve the bills. He noted that
there are some questions related to FiberNet payments. Wayne Oberg explained that the
Finance Department processed a check for $20,000 to Mark Pultusker and is requesting
that it be held pending receipt of appropriate documentation for various invoices. He
further explained that proper documentation is required for the city to make payment on
invoices, and the auditors will also require documentation for their review of the records
during the 2012 audit. Clint Herbst noted that he and City staff will be meeting with
Mark Pultusker after the meeting adjourns to address those concerns. Wayne Oberg
complimented Accounts Payable Clerk Annie Zimmerman for her work in processing
invoices and ensuring proper documentation is in place. Wayne Oberg noted that the
work performed by Mark Pultusker is valuable to the City and they want to be flexible in
working out arrangements, but do need to get a handle on this issue.
Jeff O'Neill pointed out a contract issue they are also working out with Mark Pultusker.
The contract start date was October 1, 2012. Prior to that (in September), Mr. Pultusker
was performing work for the City that had previously been done by HBC. The contract
includes a provision for reimbursing him for additional revenues generated by work that
had been done by HBC. Mark Pultusker would like the City to reimburse him for work
done in September, which he indicated would be around $15,000. Jeff O'Neill noted that
this will also be discussed with Mark during the follow -up meeting.
As a remedy to the documentation issue with FiberNet invoices, Wayne Oberg and Annie
Zimmerman suggested that Mark Pultusker electronically forward invoices and
documentation to accounts payable when he receives it. Accounts payable staff could
then process invoices on a timely basis with adequate documentation and verification
from Mark Pultusker.
Glen Posusta asked about a payment to Kennedy & Graven for EDA expenses. Wayne
Oberg explained that Kennedy & Graven serves as a legal advisor for the EDA. These
City Council Special Meeting Minutes — December 20, 2012 Page 1
particular invoices were for work on decertification ofTIF Districts 1 -5 and 1 -19. They
are also working on adjustments that are needed for TIF District 1 -22,
Glen Posusta also questioned some of the FiberNet payments as they seemed quite high.
Finance staff pointed out that some of the invoices to FiberNet are payments on City bills
for internet and phone service. Wayne Oberg added that those city bill payments have
been made by credit card but will be switched to check payments in 2013.
There was a short discussion regarding storage of invoice records.
TOM PERRAULT MOVED TO APPROVE PAYMENT OF THE BILL AND
PURCHASE CARD REGISTERS IN THE AMOUNT OF $1,080,114.56, WITH THE
CHECK FOR MARK PULTUSKER HELD UNTIL ADEQUATE DOCUMENTATION
IS PROVIDED. CLINT HERBST SECONDED THE MOTION. MOTION CARRIED
4 -0.
3. Adjourn
TOM PERRAULT MOVED TO ADJOURN THE SPECIAL MEETING AT 8:00 A.M.
GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED 4 -0.
Recorder: Catherine M. Shuman /
Approved: January 14, 2013
/
Attest: ` �✓ t �—� r'
i y inistrator
City Council Special Meeting Minutes — December 20, 2012 Page 2