HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.17.1997Budget and Finance Committee _
~' ~~ February 17, 1997
7 p.m.
Attending: Gay Easton, Dirk Kroll, Bud Johnson
Others: Mayor Chuck Rodgers, Steve Barlow, Laurel Outlook
The committee met to hear the report of the sub-committee which
had studied the elected treasurer position for the city.
After discussion, Bud moved, Dirk seconded that the Budget and
Finance Committee recommend to the City Council that the office of the
elected treasurer be eliminated and the duties of the treasurer be
combined with those of the City Clerk in an appointed clerk/treasurer
position. Motion carried.
The report is attached.
The meeting adjourned at 7: 30 p.m.
Rest pectfull~ubmi
OD~o'°n'n~a Gam. Kilpatrick
chairman.
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1
Report to Budget and Finance Committee
In August 1996 the Budget and Finance Committee of the Laurel City Council
met to consider the allocation of funds between the elected Treasurer's Office and the
appointed Clerk's Office and what actions should be taken if some duties of the
Treasurer's Office are being performed by members of the Clerk's staff?
The Treasurer's Office is funded as a full time elected position. Neither Montana
Code nor Laurel City Code requires the Treasurer to have specialized skills or to work
specific hours.
The City Council has assigned by ordinance the licensing function to t}te
Treasurer's Office. The Treasurer also serves on the Licensing Committee and the
Investment Committee.
The problems with this structure become apparent when the Treasurer's Office is
expected to mesh with the daily operations of the Clerks's Office:
1. No specific skills are required to hold the Treasurer's office.
2. No specific hours of work are required.
3. No specific work schedule is required.
4. When the Treasurer's work is not completed, the Clerk's Staff must complete
the duty.
5. Both the Clerks Office and the Treasurers Office must keep a set of books.
One set could be eliminated.
6. The City Council is ultimately responsible for schedules, deadlines, and reports
that may be inaccurate or untimely.
i
The Treasurer's Office primarily performs clerical work rather than setting policy. In
essence, the Treasurer is an elected office worker.
Financial management seeks to maximize the revenue and minimize the costs
from the flow of monies into and out of bank accounts. This is usually achieved by
placing the responsibility for managing the government's cash resources under the
direction of one person.
The Budget and Finance Committee should recommend the City Council
eliminate the office of elected Treasurer and the duties of the Treasurer be combined
with those of the Clerk in an appointed Clerk~I'reasurex position. Most cities and towns
in Montana are now structured in this fashion. It is advisable for the City Council to
scrutinize the function and structure of the Licensing Committee and the Investment
Committee along with the internal controls needed for this change.