HomeMy WebLinkAboutBudget/Finance Committee Minutes 03.16.2010MINUTES
BUDGET/FINANCE COMMITTEE
MARCH 16, 2010 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Mark Mace Doug Poehls
Mayor Ken Olson
OTHERS PRESENT: Mary Embleton Bill Sheridan
Acting chairman Mark Mace called the regular meeting of the Budget/Finance Committee to order at
5:36 p.m. There was no public in attendance.
The minutes of the March 2, 2010 meeting were presented and approved via motion by Doug,
seconded by Mark, and passed unanimously.
February Journal Vouchers #936-940 and Utility Billing adjustments for February 2010 were
reviewed. Mary explained that all were typical, except for the entries for refunding the 1997 water
revenue bond. Motion by Doug, seconded by Mark, to approve the journal vouchers and UB
adjustments. Motion passed unanimously.
The February 2010 Financial Statements were reviewed and discussed. The General Fund is
$250,000 into reserves. 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 fund has enough cash for February. A large building permit fee was received last week,
so the fund should be solvent through March and April. Mayor Olson stated that he and Bill have
given direction to staff to review any options for this fund. Mary reviewed some of the negative cash
balances, and stated that information was finally received from the police department in order to
request reimbursement for the COPS grant. Motion by Doug, seconded by Mark, to recommend
approval of the February Financial Statements to the council. Motion passed unanimously. Mayor
Olson again stated his appreciation for the enhancements to the graphs.
There were no purchase requisitions presented.
The committee reviewed the Comp/OT reports for PPE 3/7/10. There were no holidays.
The Payroll Register for PPE 3/7/10 totaling $162,623.98 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 stated that Public Works Director Kurt Markegard will be getting
information and figures together for a journal adjustment for the past several years' work. After this
is done, regular adjustments will be made. Mary also thanked Kurt for his efforts on getting figures
for the donated infrastructure.
Auditor's comments - A meeting with the mayor, CAO and city attorney was held today to discuss
the city's statements to the auditor's findings regarding the rental fees, Davis-Bacon wages, and the
Planning Interlocal agreement. A meeting with Brent Olness is scheduled for this Friday. The final
audit will be issued by March 3 1st and staff would like to see some draft comments removed.
Budget/Finance Committee
March 16, 2010
Mayor's Comments:
TIFD update - Mayor Olson stated that staff is looking at the cost to put water and sewer to the south
side of West Main Street. He has asked public works staff to try to fund the difference since LURA
has not recommended fully funding the project.
Intake lids - cost recovery? Mayor Olson has discussed this with the city attorney and CAO. Sam
will draft a demand letter to HKM.
Chief Administrative Officer Comments:
Impact Fees Feasibility Study - the next step - Bill reported that he has been working on this issue
and has reviewed some recent subdivisions. He didn't realize that Elena Subdivision was designed
for condos as well as single family residences. Bill suggested an "economic development officer"
position. There are contractors looking to build condos, and the city needs to look for ways to market
new development.
West Main Sidewalk. SID & overlay - Bill distributed a list of road work planned for this season, and
discussed West Main specifically. The resolution of intent to create the SID will be pulled tonight
since more work is needed, mainly details on funding and costs. It should be ready for the next
workshop.
Wastewater Plant Upgrade project - Bill stated that Great West Engineering is working on the plans.
He reviewed the first meeting with Black & Veach. There has been discussion with the engineers
regarding the feasibility of completely removing the RBC's and changing to the oxidation ditches, as
that would be the best solution. However, options will be given in the plans.
Other - Mary reported that she has talked to the HOME program administrators in Helena, and was
told that the rules have changed: an entity now has to be a "certified lender". More information will
be forthcoming, but it was requested by Helena that the city send them the HOME program income
funds. This would require action by the city council.
The next regular Budget/Finance meeting will be Tuesday, April 6"' at 5:30 p.m.
For next agenda: Remove water insurance, add Budget to Clerk/Treasurer's comments.
The meeting adjourned at 6:16 p.m.
Res ectfully Submitted, ,
Mary K. Embleton
City Clerk/Treasurer
2