HomeMy WebLinkAboutBudget/Finance Committee Minutes 01.19.2010MINUTES
BUDGET/FINANCE COMMITTEE
JANUARY 19, 2010 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Kate Hart Doug Poehls (5:35)
Mark Mace Chuck Dickerson
Mayor Ken Olson
OTHERS PRESENT: Mary Embleton Bill Sheridan
Chairwoman Kate Hart called the regular meeting of the Budget/Finance Committee to order at 5:33
p.m. There was no public in attendance.
The minutes of the January 5, 2010 meeting were presented and approved via motion by Mark,
seconded by Chuck, and passed unanimously.
December Journal Vouchers #925-930 and Utility Billing adjustments for December 2009 were
reviewed. Mary reported the December N's included the transfer of cash from the Water Line
Insurance restricted account to Water Operating. The remaining JV's and UB adjustments are typical
for the month and were reviewed and signed by Bill. Motion by Mark, seconded by Chuck, to
approve the journal vouchers and UB adjustments. Motion passed unanimously.
The December 2009 Financial Statements were reviewed and discussed. The Gcncral Fund is
$59,000 into reserves, even after the tax and entitlement revenues and insurance transfers. The trend
is showing that the General Fund may very well end up in deficit at year end, as budgeted. The
Planning Fund revenues are short due to the CHS tax protest. Building Department expenditures are
at 56%. Both funds are of concern. Mary reviewed three grant funds with negative cash balances.
Mayor Olson will issue a memo to Department Heads regarding monitoring expenditures. He stated
that the state entitlement revenue may decrease in the future. The budget process will be initiated
soon. The Sewer Project of $4.8 million is also of concern on how the city will be able to fund it
without a rate increase. Bill suggested a review of all purchases. Motion by Chuck, seconded by
Doug, to recommend approval of the December Financial Statements to the council. Motion passed
unanimously.
There were no purchase requisitions presented.
The committee reviewed the Comp/OT reports for PPE 1/10/10, which included the New Year's
Day Holiday.
The Payroll Register for PPE 1/10/10 totaling $165,200.10 was reviewed by the committee. Motion
by Doug, seconded by Mark, to recommend council approval of the payroll register. Motion passed
unanimously.
Clerk/Treasurer's Comments:
Water line insurance fund - Mary had nothing new to report. She is working on the Mid-Year Budget
Review which will be presented at next week's council workshop.
Mayor's Comments:
TIFD update - Mayor Olson met with LURA last week, and the agency is drafting a Work Plan.
Beartooth RC&D and Big Sky EDA are assisting. The agency has been discussing 3 proposals for
use of the TIFD funding, and will include them in their work plan to the council.
Budget/Finance Committee
January 19, 2010
Intake lids - cost recovery? HKM has still not been contacted, so Mayor Olson will try to do so in
the next two weeks.
Chief Administrative Officer Comments:
impact Fees Feasibility Stud --- the next st - Bill reported that he is still working on this issue.
West Main Sidewalk SID & overlay - Bill reported that the outstanding property issues have been
resolved except for 2 properties. Staff will be meeting with the MDOT on January 26`h to discuss this
project. The committee discussed Tim Casey, the intersection at 5`h Ave., and the possibility of using
CTEP assistance for the flat work.
Wastewater Plant Up ffadc project - Bill stated that not much construction is going on now chic to
weather. Mayor Olson then informed the committee that there are issues with the engineering firm on
this project (Morrison Maierle). He stated that the Budget/Finance Committee was not satisfied with
the additional fee paid for the Water and Wastewater Rate studies. The mayor has drafted a letter to
instruct Morrison Maierle to cease work on Phase 2A2 of the Wastewater Project. The city has
another firni that can complete this project. Funding includes a portion of the $750,000 TSEP grant,
city reserves, and an SRF loan for the remaining $4.9 million project. Lengthy discussion followed.
Other, - Mayor Olson reported that CHS's request for extension of services has been modified to
include the installation of a 6" and a 4" water meter, along with the installation of a sewer manhole.
If the installation of the manhole exceeds $15,000, then the city will discuss or pay the excess. Doug
asked to amend the agreement to include language regarding discussion of public utilities easements.
Mayor Olson stated that he didn't think this could be a condition of the agreement. However, Doug
wants it on record that CHS will discuss this with the city in the future, and will make that statement
during council discussion.
Mayor Olson suggested having a Council Retreat on Saturday, January 30`h. There are 5 or 6 issues
that the council needs to consider. After brief discussion, the committee stated that February 6'h
might be better.
The next regular Budget/Finance meeting will be Tuesday, February 2nd at 5:30 p.m. Chuck won't be
here.
For next agenda: Same.
The meeting adjourned at 6:28 p.m.
Res ectfully Submitted,
Mary. +Embleton
City Clerk/Treasurer
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