HomeMy WebLinkAboutBudget/Finance Committee Minutes 11.17.2009MINUTES
BUDGET/FINANCE COMMITTEE
NOVEMBER 17, 2009 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Kate Hart Doug Poehls
Mark Mace Chuck Dickerson
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. Mary asked that approval of June JV #869 be added to the
agenda.
The minutes of the November 3, 2009 meeting were presented and approved via motion by Mark,
seconded by Chuck, and passed unanimously.
June Journal Voucher #869, October Journal Vouchers #915-919 and Utility Billing
adjustments for October 2009 were reviewed. Mary reported that the June JV was needed to
correct the taxes receivable accounts which were inadvertently doubled by a February JV correction.
This completes the transaction to correct these accounts. The October N's and UB adjustments are
typical for the month. Motion by Doug, seconded by Chuck, to approve the journal vouchers and UB
adjustments. Motion passed unanimously.
The October 2009 Financial Statements were reviewed and discussed. Expenditures are on track
with 33% of the year expired. Mary reviewed the negative cash balances and explained the reasons
for them. She also explained that the MDOT is drafting an escrow agreement for the nearly $1
million city contribution to the 8`h Ave. project. Motion by Doug, seconded by Chuck, to recommend
approval of the October Financial Statements to the council. Motion passed unanimously.
There were no purchase requisitions presented.
The committee reviewed the Camp/OT reports for PPE 11/1/09.
The Payroll Register for PPE 11/1/09 totaling $165,049.25 was reviewed by the committee.
Motion by Doug, seconded by Chuck, to recommend council approval of the payroll register. Motion
passed unanimously.
Clerk/Treasurer's Comments:
Water line insurance fund - Mary reported that today was shut-off day, and more non-working curb
boxes were identified. She will be discussing the issue with Kurt soon. Mark asked about the Phase
H Water Project and if any bad valves had been discovered during the project. And if so, how they
were handled. Mary will research the issue and report back to the committee at the next meeting.
Year-end preparations - Mary told the committee that Norm Klein will be here on Thursday to assist
her with year-end closing. The Annual Financial Report is due the end of December, and the audit is
scheduled for the week of February 8'h.
Mayor's Comments:
TlFD update - Mayor Olson was absent for medical reasons. Mary reported that LURA has asked
star for advice and information on revolving funds and other issues. Sam will address those
questions. Both Sam and Mary are invited to the December 7"' LURA meeting.
Budgeainance Committee
November 17, 2009
Intake lids - cost recov ? This was discussed at the last council workshop, which was attended by
Larry Tanglen of the Laurel Outlook. He received a copy of the engineer's letter, and an article will
be in tomorrow's paper regarding the issue.
Chief Administrative Officer Comments:
Impact Fees Feasibility Study update - Bill reported that he wants to work on this issue and finish it
up before new developments come in.
Storm Water Project &_S. lst Ave. overlay update - Chuck asked about striping south of the
underpass. Bill was at an MDOT meeting last week, and representatives of MDOT stated they were
not happy with Riverside's quality of work. MDOT will make sure everything is done right before
Riverside is paid in full.
West Main Sidewalk SID & overlay - Bill reported that MDOT wants to meet with the city on both
West Main and 8"' Ave. projects going forward next year. There are still a couple of right-of-way
issues on West Main, but city staff is working on them, and will have them resolved before the
projects begin.
Wastewater Plant U ade project - This project hasn't started construction yet. There are issues
over insurance coverage requirements between Morrison Maierle and Engineered Structures, Inc. No
contract has been signed and no notice to proceed has been issued as of yet.
Other. - None.
The next regular Budget/Finance meeting will be Tuesday, December 0 at 5:30 p.m.
For next agenda: The committee requested that a meeting with the Yellowstone County Finance
Director be added to the Future Meetings list. Mary will discuss issues with reporting taxes to the
city to try to find out if there is a better way for the county to send the information she needs.
The meeting adjourned at 6:09 p.m.
Respectfully Submitted,
Mary KK.. mbleton
City Clerk/Treasurer
2