REPORT

Mayor and Council May 26th,

Finance Committee

The Finance Committee met at the City Hall on Thursday,
May 25th, 1978. The following items were discussed:
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1. Purchase of Photocopiers

The 1978 Budget includes an amount of $10,800. for the purchase
of three photocopiers for the City Hall.

In the past we have leased photocopy equipment and, in the
case of the machine used by the Recreation Department and the Engineering
Department, the equipment is‘not adequate and the costs of operation on
a lease basis are excessive. We have one large Xerox machine that is used
for our high volume production, Council meeting Agendas, Minutes, etc.,
however; the cost of using this machine for individual copies is high and
we supplement the large machine with smaller machines in the Recreation,
Treasury and Engineering Departments. The Treasurer submitted a summary
to Council during Budget discussions indicating that if three smaller
machines’ were purchased rather than leased, savings of approximately
$6,000. could be achieved over a four year period, with an additional
Saving of $4,000. per year after that time.

Ten Bids have been received for the purchase of the photocopiers
and the Treasurer has recommended the Bid submitted by Townline Office
Equipment for the purchase of one Canon NP50 and two Canon NP70 photocopiers
at a total price of $10,518.11. This is not the lowest Bid, however,
it is the lowest Bid for a machine that meets the City's requirements,
after viewing the various models offered. The Finance Committee has
considered this submission and recommends their purchase.

2. ' Expenses to Conferences

The Finance Committee was asked by Council to consider a policy
for sending persons other than Council members or employees to Conferences.
The Finance Committee has discussed this question and feels that there should
be a definite limit to attendance at these kind of events, other than by
City employees or Council members. The Committee took into consideration
the fact that most functions that the City is involved in, that is, Recreation,
Library, Public Safety, etc., are covered by a Council Committee with Aldermen
acting on the ‘Committee. The Finance Committee felt that if we were to
extend the financing of outside people to these conferences, it could
involve quite an extensive group, including the Amateur Athletic Association
and other sports groups, Senior Citizens Association, Friends of the Library,
etc. It was noted that the Amateur Athletic Association cannot use City
funds for financing travel to -conventions.

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The Committee feels that a policy should be adopted by the Council
that only Council members or Staff members are authorized to attend functions
on behalf of the City.