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HomeMy WebLinkAboutBudget/Finance Committee Minutes 04.21.2009MINUTES BUDGET/FINANCE COMMITTEE APRIL 21, 2009 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Chairman Kate Hart Mark Mace Doug Poehls Chuck Dickerson OTHERS PRESENT: Mary Ernbleton Bill Sheridan Chairman Kate Hart called the regular meeting of the Budget/Finance Committee to order at 5:33 p.m. There was no public in attendance. The minutes of the April 7, 2009 meeting were presented and approved via motion by Doug, seconded by Mark, and passed unanimously. March Journal Vouchers #843-846 and Utility Billing adjustments for March 2009 were reviewed. Mary reported that the entries are all typical for the month. Motion by Mark, seconded by Chuck, to approve the journal vouchers and UB adjustments. Motion passed unanimously. The March 2008 Financial Statements were reviewed by the committee. Mary stated that the funds are at acceptable levels with 75% of the year expired. The General Fund is $209,000 into reserves. Bill met with the Library Board and told them that there are some line items that are now over-expended. They will try to be within their budget by year-end, and if the Library budget goes over, the Board is willing to contribute from their Trust. Mary explained some of the funds' negative cash balances. The Street and Gas Tax cash balances were reviewed and there was some discussion regarding the upcoming Street Maintenance Project. Chuck asked if additional sweeping could be done in some of the more traveled streets. Mark asked about the Lighting Districts and the 8"' Avenue project. Chuck also mentioned the street lights being changed out during the 2002 Turn Lane Project. Research will be done on these issues. Motion by Doug, seconded by Chuck, to recommend approval of the March Financial Statements to the council. Motion passed unanimously. There were no purchase requisitions presented. The committee reviewed the Comp/OT reports for PPE 4/5/09. Chuck asked about the 2- hour overtime entry for a trial that was cancelled. This is allowed under the Union #303 contract. The Payroll Registers for the Union #316 retroactive pay totaling $42,298.88 and for PPE 4/5/09 totaling $145,131.28 were reviewed by the committee. Motion by Doug, seconded by Mark, to recommend council approval of the payroll registers. Motion passed unanimously. Clerk/Treasurer's Comments: Administrative Charges Allocation/Rental Allocation - Mary stated that this issue was explained at previous council workshops, and it is on tonight's council agenda. Budget/Finance Committee April 21, 2009 Budget process - Mary reported that some progress has been made, but there are still some budgets that have not yet been returned. Legislative update - The final lists for the Federal Stimulus money has been released: the city did not get any funding for the Water Project; however, the Sewer Project did receive nearly $200,000. The city needs to decide if this amount is acceptable due to the conditions that come with acceptance of the ARRA money. One of the conditions is a "buy American" clause that may be difficult to comply with on this project. The city's engineers will be consulted. The state needs to know by April 29`h if the city will accept this funding, so a special meeting may be needed. Also, the Montana League of Cities and Towns have asked for the city's support of the discretionary funding contained in HB645, which is the Stimulus Funding appropriations bill. Mayor's Comments: TIFD update - Bill and Mary attended the LURA meeting on Monday. Bill suggested the agency consider possible extension of water and sewer lines to the south side of Main Street prior to the 2002 Turn Lane Project. This would enable the development of Railroad leased land. Other figures and information was given during the meeting on Monday. Chief Administrative Officer Comments: Impact Fees Feasibility Study update - Bill asked the committee for direction, and stated that the city needs to focus on what Laurel needs in the future for growth. Storm Water Project & S. I" Ave. overlay g Nate - The project is wrapping up, weather permitting. West Main Sidewalk SID & overlay - Public Works is working on this project, which may be able to come forward in 2010, depending on the status of the many various other projects around the area, and the effect the Federal Stimulus money has on these projects. Wastewater Plant Upgrade preliminary engineering report - Bill stated that a firm from Washington DC reviewed the draft discharge permit and gave some initial comments. The city needs to respond to the draft permit by May 5`h. The city can negotiate some issues and requirements contained in the permit. Intake Lids update - Sam has issues a written request for information from the initial installation of the lids, and will begin gathering other information for investigation of possible recovery of costs to replace the lids. Other - Bill brought up the Elena Subdivision sound wall issue. The developer/owner is telling the city that he can't afford to build this wall, as required by the subdivision improvement agreement. Bill checked into the issue and received two quotes: one for $30,000 and another for $46,000. He asked the committee for direction. Does the city want to pursue construction of the wall, and then try to recover the costs from the owner? If so, does the city want to be reimbursed in the form of receiving subdivision lots as payment? Discussion followed. 2 Budget/Finance Committee April 21, 2009 The next regular Budget/Finance meeting will be Tuesday, May Sth at 5:30 p.m. Mary will be attending Institute in Billings, so Cathy Gabrian will fill in for her. For next agenda: Same. The meeting adjourned at 6:26 p.m. Respectfully /Submitted, Mary K. mbleton City Clerk/Treasurer 3