HomeMy WebLinkAboutBudget/Finance Committee Minutes 10.20.2009MINUTES
BUDGET/FINANCE COMMITTEE
OCTOBER 20, 2009 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Kate Hart Doug Poehls
Mark Mace Mayor Ken Olson
OTHERS PRESENT: Mary Embleton Bill Sheridan
Chairwoman Kate Hart called the regular meeting of the Budget/Finance Committee to order at 5:30
P.m. There was no public in attendance.
The minutes of the October 6, 2009 meeting were presented and approved via motion by Mark,
seconded by Doug, and passed unanimously.
June Journal Voucher #868, September Journal Vouchers #910-914 and Utility Billing
adjustments for September 2009 were reviewed. Mary reported that the June JV was needed to
reconcile the Federal Equitable Sharing funds as per the Annual Report prepared by Travis Pitts. The
September JV's included the merging of the Fire and Ambulance departments under Fire, thus
eliminating the department code for Ambulance (#270). All other entries are typical for the month.
Motion by Mark, seconded by Doug, to approve the journal vouchers and UB adjustments. Motion
passed unanimously.
The July, August, and September 2009 Financial Statements, which could be presented now that
the Budget was finalized last week, were reviewed and discussed. Mary reviewed the negative cash
balances and explained the reasons for them. The Sweeping District fund was discussed at length,
with it being proposed that the fund be merged with Street Maintenance next fiscal year. Motion by
Doug, seconded by Mark, to recommend approval of the July, August, and September Financial
Statements to the council. Motion passed unanimously.
There were no purchase requisitions presented.
The committee reviewed the Comp/OT reports for PPE 10/4/09.
The Payroll Register for PPE 10/4/09 totaling $158,489.14 was reviewed by the committee.
Motion by Mark, seconded by Doug, to recommend council approval of the payroll register. Motion
passed unanimously.
Clerk/Treasurer's Comments:
Budget process - Mary reported that the budget was adopted on October 15`h, so now she is working
on preparing the State Budget Document. As she was reviewing the adopted budget, she noticed
some minor issues that were not completed in this budget, so they will be brought forward at a later
date as a budget amendment. Also, Mary has been working with the county to electronically transmit
the Special Assessments to the county.
Water line insurance fund - There was no new information to report on this issue.
Mayor's Comments:
TlFD update - Mayor Olson stated that he had been contacted by Shirley McDermott, chair of
LURA, and that agency needs to make a financial report to the council. He will research and meet
with her again to come up with an appropriate format. Bill reported that LURA has asked the city for
help for clerical duties, as well as city staff and city council member assistance. Discussion followed.
Budget/Finance Committee
October 20, 2009
Chief Administrative Officer Comments:
Impact Fees Feasibility Study, update - Bill reported that he has been working on this issue.
Storm Water Project & S. 16t Ave. overly update - This project is completed, so it will be removed
from this agenda.
West Main Sidewalk SID . & overlay - This project is scheduled for next year, so the city needs to get
the water and sewer line extensions completed prior to this project. We also need to ensure the right-
of-way issues have been addressed.
Wastewater Plant Upgrade proiect - This project was recently bid and awarded to Engineered
Structures, Inc. (ESI) out of Boise, Idaho. The bids came in lower than expected. There will be a
pre-construction meeting on November P and Mayor Olson signed the Notice of Award today. Bill
informed the committee of a letter from DEQ that stated their concern that the water line replacement
from the water plant to the sewer plant is part of this project.
Other - The committee discussed the various projects occurring in the city, especially the MDOT
projects and the traffic back-up problems with the shut-down of the East Laurel exit at the same time
as the closure of the underpass. There are also issues with the quality of work being performed by the
state's general contractor, Riverside Sand & Gravel.
The next regular Budget/Finance meeting will be Tuesday, November P at 5:30 p.m.
For next agenda: In addition to the change mentioned earlier, Mayor Olson asked that the Intake Lids
be moved up from the Future Meetings list, and that a Storm Water District be added to the Future
Meeting list.
The meeting adjourned at 6:15 p.m.
Respectfully Submitted,
Mary K. mbleton
City Clerk/Treasurer
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