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HomeMy WebLinkAboutBudget/Finance Committee Minutes 10.19.2010 MINUTES BUDGET/FINANCE COMMITTEE October 19, 2010 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Kate Hart, Chairman Mark Mace, Co- Chairman Chuck Dickerson Doug Poehls OTHERS PRESENT: Shirley Ewan Mayor Ken Olson Sam Painter Bill Sheridan Chairman Kate Hart called the regular meeting of the Budget /Finance Committee to order at 5:40 p.m. There was no public in attendance. The minutes of the October 5, 2010 meeting were presented and approved via motion by Mark, seconded by Chuck, and passed unanimously. The Utility Billing adjustments were reviewed by the Committee. Chuck made a motion to approve the adjustments, seconded by Mark, motion passed. The August journal voucher was reviewed and signed by the Mayor. The September (1 quarter) financial statements were reviewed by the Committee. Shirley stated that the City's revenues received are at 16 %, while expenditures are at 14% at the end of the P quarter. Due to the fact that the financial statements were lengthy, Shirley stated that after the Committee has had time to read the report she will be willing to answer or discuss any questions or comments. Motion was made by Chuck, seconded by Doug to approve the financial statements. There were no purchase requisitions presented to the Committee. The Comp /OT reports for September PPE October 3' were reviewed by the Committee. The Payroll Register for PPE 10/3/10 totaling $168,821.71 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: Shirley updated the Committee on the need for a budget amendment for the 2009 -2010 fiscal year. Seven funds went over their authorized budgets. Shirley explained to the Committee why the budgets were overspent. The 7 budgets that need amendments are Fund 2310 - Tax Increment District (due to debt service payment - $1,263), Fund 2501 - Sweeping District (assessments not enough to fund - $1,101), Fund 2820 — Gas Tax (8 Ave Project overage - $17,905), Fund 2850 — 911 Emergency (CJIN paid out of this fund- $43,308), Fund 2928 — Transit Grant (overage on transit study - $182), Fund 7120 — Fire Disability (clear out cash to Firemen's fund - $210) and Fund 7195 — Yellowstone County Veteran's Cemetery (increased burials - $4,556). The consensus of the Committee was to amend the budget to account for 1 Budget/Finance Committee October 19, 2010 the overages. The City Attorney and the Clerk/Treasurer will submit a resolution for the Council's approval to amend last year's budget. Mayor's Comments: TIFD update: The mayor informed the Committee that he has authorized $1,000 to Big Sky Economic Development Authority (BSEDA) for the group to study the impact of what will happen with Tax Increment Finance Districts should the legislature start taking part of the funds to fund school districts. Others that are donating to the study are Big Sky Economic Development, the Billings Downtown Assoc. as well as the Chamber of Commerce. LURA update: The mayor let the Committee know that at the last LURA meeting the Laurel Trading Post, owned by Ellen and Wally Hayes, was discussed. The asking price for the Trading Post is around $113,000. Currently there is a parking lot concern and the owners are considering chaining up the lot. Bill stated that if the right people were willing to purchase the building, he is sure that the actual cost would be less that the assessed value placed on the property by the County. Kate stated that the owners will not go lower than $100,000. The LURA group would like to purchase the building for a community center. The Mayor stated the roof of the building is good shape but there must be some structural damage, as it bows. He will keep the Committee informed. The Laundromat was also discussed as Beartooth RC & D is interested in purchasing this building and asking for help from the TIF to fix up the building. The Hurzler Hotel was discussed as to the price and whether the asking price is too high and if the owner would be willing to reduce the price. Chief Administrative Officer Comments: West Main Project 90% complete. Wastewater Plant Upgrade Bill and the Mayor need to sit down with the Department of Environmental Quality (DEQ) and discuss the City's concerns regarding mandatory updates and how to finance those updates. DEQ may have some solutions that the City can use. Police Labor Union: Sam met with the Union Representative today and between the two they have 4 contracts that don't seem to be comparable. Most unions do not have dispatchers. The City and Union will be putting together numbers and will meet in 3 weeks to discuss. The Union will be asking the City for documents pertaining to budget and other matters to show where the City stands. Sam has told them that there's not much to negotiate with. The next meeting will be with the Mediator present. Sam feels that the Union needs to be educated on how the budget works and where the money comes from. Completion of East Main Bill will be contacting Stefan Streeter to find out if the project is done and if not when it will be done. 2 Budget /Finance Committee October 19, 2010 Sewer Lift Stations — East Main The City is not comfortable with Morrison - Maierle's actions of mediating the odor problem with the lift stations and will turn the matter over to Great West Engineering for their recommendations. Bill will require that Mr. Anderson stand behind work previously done by Morrison - Maierle engineers and the City will take over the odor problem. Cast Iron Water Mains The City still needs to determine how many of these lines are being used and what can be done about them and at what cost. These lines could eventually cause major problems for the City. Other: Rocky Mountain College Internships — Bill informed the Committee that Blaire Martin from Rocky Mountain College met with the Mayor, Shirley and himself today to discuss implementing an internship with the City of Laurel. Right now the City would be considering 1 intern for the planner and 2 for the public works department. Bill will be preparing job descriptions to accommodate these positions and is looking into financial assistance to cover the cost of the interns through the work study program with the College. Chuck inquired as to whether one of the interns would be able to write grants for the planner. Bill stated that would be the type of individual the City would be looking for. The next regular Budget/Finance meeting will be on Tuesday, November 2nd, at 5:30 p.m. For next agenda: Chuck would like an update on the purchasing of the new server for the City offices. The meeting adjourned at 6:17 p.m. Respectfully submitted, ck, tc-q 4( Lt- Shirley Ewan, Temporary City Clerk/Treasurer 3