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HomeMy WebLinkAboutBudget/Finance Committee Minutes 08.17.2010 MINUTES BUDGET/FINANCE COMMITTEE August 17, 2010 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Kate Hart,Chairman Mark Mace, Co-Chairman Chuck Dickerson OTHERS PRESENT: Shirley Ewan Bill Sheridan Chairman Kate Hart called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m. There was no public in attendance. Per Bill Sheridan's request,Bart Haskell from Technical Edge Consulting gave a short presentation on the need for a new server for the City Offices. Mr.Haskell went back through his proposal that was given to the City in April of 2010. He stated that the price would be around$20,000 with an additional$245/month storage back up fee if the City chose to keep their records off premise and backed up by a third party. The Committee was in agreement that this proposal should be considered in the 10-11 budget process. The Committee directed staff to go out for a second proposal also. Jean Kerr, City Judge,presented the Committee with a request to change her % time employee to a full time employee. City Clerk has calculated the amount that the General Fund budget would increase by moving this clerk to a full time position. The change in expenditures would between $9,000 and$11,000(depending on the wage). The Judge is requesting that, if the Council approves this change, this employee receive the same pay as the other clerk as their duties are the same. The Judge stated that during union negotiations the% time employee received less pay due to the fact that she was not a full time employee. The Committee will consider the proposal during the budgeting process. The minutes of the August 3, 2010 meeting were presented and approved via motion by Chuck, seconded by Mark,and passed unanimously. The Utility Billing adjustments were reviewed by the Committee at the meeting on August P. The July financial statements were reviewed by the Committee. There were no unusual occurrences during the month. Chuck made a motion to approve the financial statements, Mark seconded. Motion passed. There was one purchase requisition presented to the Committee from Kurt Markegard for a new lawn mower for the Cemetery. Due to the fact that the budget has not passed, he is requesting purchase of the mower prior to budget adoption. Shirley stated that the mower has been budgeted in the current budget in the amount of$8,000. The requisition is for$6,609. Chuck noticed that the quantity on mulching blades states(2)and underneath the wording it states 3 blades. He would like Shirley to find out which one is correct. Committee agreed to allow the purchase prior to budget adoption. The Comp/OT reports for July PPE August 8th were reviewed. Chuck made a motion to approve the overtime and Mark seconded, motion passed. 1 Budget/Finance Committee August 17,2010 The Payroll Register for PPE 8/8/10 totaling$175,813.52 was reviewed by the committee. Motion was made by Mark, seconded by Chuck, to recommend council approval of the payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: Budget process: Shirley presented the budget to the Committee and asked if they had time to go over it, and if not, would they please skim the changes and question her on anything they did not understand or were concerned with. The Committee agreed to do so. Shirley will have the additional changes made by the Mayor, CAO and Clerk/Treasurer at the next meeting.. Shirley explained Norm Klein's(Olness and Associates)proposed removal of the Airport Authority out of the General Mills and consider them their own levying authority. Years ago this was added to the General Mills and has never been removed. The removal will give the Airport Authority the ability to receive the incremental increases through the floating mills without affecting the General Mills increase. The Committee felt that this would be fine with them. Shirley also stated that the General Fund reserves are at 14%this year and she will be changing the levied amounts from some milled funds (with the Mayor's permission)to make sure the General Fund has enough cash to cover expenditures until the taxes are received in December. Due to the fact that all of the adjustments and changes have not been done Shirley requested that the Committee meet again on August 24`h at 5:30 p.m. to review the proposed budget. The Committee agreed that would be fine with them. Mayor's Comments: TIFD update: Bill stated that the Tax Increment District will be receiving approximately$280,000 in tax revenue this fiscal year. Bill mentioned that Laure has been invited to an upcoming meeting in Billings regarding Tax Increment Finance Districts. Bill will let the Committee know the date of the meeting. Chief Administrative Officer Comments: West Main Sidewalk SID& overlay: Bill stated that the project is coming along. Wastewater Plant Upgrade project: The project is still not completed but is ready for close out. Police Labor Union: Bill stated that the Union and City met with the mediator looking for direction from her to settle this contract. Her recommendation is that the City look at other small towns adjacent to larger cities and sees what the average policeman earns compared to the City of Laurel and negotiate from that point. East Main Project The East Main project is completed per Montana Department of Transportation. Several streets have been built with millings and the pothole project should start soon. Chuck requested the City start earlier on this pothole problem next year and not wait until this late in the season. Sewer Lift Stations—East Main Bill stated that the City still has concerns in regards to the Elm Avenue Lift Station as the smell in that location has not diminished. The City will not sign off on the project until the problem is solved. There is a definite concern regarding safety for the citizens as the smell is from gas fumes. Chuck 2 Budget/Finance Committee August 17,2010 suggested that Bill draft a letter and have the Council sign it stating that Morrison-Maierle correct the problem immediately before the City will close out the project. Bill felt this was a good idea. Cast Iron Water Mains The breakage of water mains in front of the Catholic Church on P Street has caused water pressure problems with the Senior Home north of that area. At this point there is not enough pressure to support the fire department should a fire break out. The City will be dealing with the problem immediately. The mains in this area are all cast iron. Revenues for Improvements to Riverside Park Bill stated that the Army Corp of Engineers has been to Laurel to check the embankment along Riverside Park. At this time they are unable to help the City because no one can verify the ownership of the bank off of the Yellowstone River. Currently, there is additional stimulus money available that could be used to support this project but ownership has to be proven prior to the City receiving any funds. City employees are looking amongst old records to determine if the bank is City property and if it is feasible to list the buildings next to the bank as historical buildings to get assistance through that avenue. Chuck suggested that the City, this winter, start putting up a retaining wall along the bank and he's sure the owners would show up if there truly were owners of the bank. He's curious as to why the Corp did not consider the embankment part of the Federal river bank system. Other: The Budget/Finance Committee will hold a special meeting on August 24'h,2010 at 5:30 p.m.to discuss budget issues only. The next regular Budget/Finance meeting will be Tuesday, September 7t', at 5:30 p.m. For next agenda: Special meeting agenda, 2010-2011 budget. The meeting adjourned at 5:17 p.m. Respectfully submitted,, n ( ` Shirley Ewan, Temporary City Clerk/Treasurer 3