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HomeMy WebLinkAboutBudget/Finance Committee Minutes 05.19.2009MINUTES BUDGET/FINANCE COMMITTEE MAY 19, 2009 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Chairman Kate Hart Mark Mace Mayor Ken Olson Doug Poehls Chuck Dickerson OTHERS PRESENT: Mary Embleton Chairman Kate Hart called the regular meeting of the Budget/Finance Committee to order at 5:38 p.m. There was no public in attendance. The minutes of the May 5, 2009 meeting were presented and approved via motion by Doug, seconded by Chuck, and passed unanimously. April Journal Vouchers #847-851 and Utility Billing adjustments for April 2009 were reviewed. Mayor Olson stated that the newly approved Administrative Charges and Rental Fees were included in the vouchers. Mary reported that all other entries are typical for the month. Motion by Doug, seconded by Chuck, to approve the journal vouchers and UB adjustments. Motion passed unanimously. The April 2009 Financial Statements were reviewed by the committee. Mary stated that the funds are at acceptable levels with 83% of the year expired. The General Fund is $341,414 into reserves. Mary reviewed the cash balances for the month, noting the Water Fund Operating Cash account was lower than normal, due to the fact that the on-going project costs at the Water Plant have not been reimbursed by SRF. A draw down request will be submitted this week. The committee discussed the ARR.A discretionary funding, and the irrigation ditch mitigation project associated with that funding. Mary explained the decrease in cash for the Building Fund: this fund is now included in the new Administrative Charges formula, and one year's worth of accounting was posted in one month. Motion by Chuck, seconded by Doug, to recommend approval of the April Financial Statements to the council. Motion passed unanimously. There were no purchase requisitions presented. The committee reviewed the Comp/OT reports for PPE 5/3/09. The committee discussed the overtime paid during the city-wide clean-up. The Payroll Register for PPE 5/3/09 totaling $145,464.0 was reviewed by the committee. Motion by Mark, seconded by Doug, to recommend council approval of the payroll registers. Motion passed unanimously. Clerk/Treasurer's Comments: Budget rocess - Mary reported that she is still waiting for the public works budgets to be turned in. The Library is considering extending their hours and hiring another part-time employee. Mayor Olson updated the committee on the meeting last week with the county commissioners, during which the Library funding was discussed. Library Director Nancy Schmidt will meet with Bill Cochran of Parmly Library to discuss the issue of county funding for the Laurel Public Library. Legislative update - Mary reported on the Montana League of Cities and Towns District 11 meeting she attended today. She briefed the committee on several new laws that could benefit the city. She will distribute the information from that meeting to the council. Budget/Finance Committee May 19, 2009 Mayor's Comments: TIFD update - Mayor Olson attended the LURA meeting on Monday. The agency is considering supporting the possible extension of water and sewer lines to the south side of East Main Street prior to the 2002 Turn Lane Project. This would enable the development of Railroad leased land. The agency is working on a survey, and they will have a guest speaker in 2 weeks. Chief Administrative Officer Comments: Bill Sheridan was on vacation, so Mayor Olson asked if the committee had any questions. Impact Fees Feasibility Study update - No discussion. Storm Water Project & S. 1" Ave. overlay update - The MDOT asked for a deficiency to be fixed by the contractor, and then the Storm Water project will be complete. The 2002 Turn Lane project will be let in May. The millings from this project, if available, will be used to resurface Alder Ave. If the millings are not available, Kurt will have the city's millings processed for roughly $5/ton. Doug mentioned that the Airport Authority may be looking for millings. Chuck asked if some could be used on the north side of the walking bridge. West Main Sidewalk SID & overlay - No discussion. Wastewater Plant Upgrade relimina engineering r ort - Mary stated that all information has been submitted to DEQ to meet start up requirements. Mayor Olson reported that staff is still working on a possible land purchase to relocate one of the lift stations. Morrison Maierle needs to know where to design the lift station, as their final design needs to be submitted to DEQ by the end of June. Other --- The committee discussed the 8d' Ave. project meeting which was held last week. The meeting focused on the utilities portion of the project, which may start this fall. It was stated at that meeting that the MDOT usually needs 3 months to do final review of all the plans before it goes out for bid. The city was informed that the water and sewer portion of the project is estimated at $703,362. The funding source for the storm water portion of the project needs to be clarified and confirmed. The next regular Budget/Finance meeting will be Tuesday, June 2°d at 5:30 p.m. For next agenda: Remove Legislative Update and bring Park Maintenance District back up. The meeting adjourned at 6:18 p.m. Respectfully Submitted, Mary K. mbleton City Clerk/Treasurer 2