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HomeMy WebLinkAboutBudget/Finance Committee Minutes 11.16.2010 MINUTES BUDGET/FINANCE COMMITTEE November 16, 2010 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Mark Mace, Co- Chairman Chuck Dickerson Doug Poehls OTHERS PRESENT: Shirley Ewan Mayor Ken Olson Co- chairman Mark Mace called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m. There was no public in attendance. The minutes of the November 2, 2010 meeting were presented and approved via motion by Chuck, seconded by Doug, and passed unanimously. The Utility Billing adjustments were reviewed by the Committee. There were no unusual adjustments. Doug made a motion to approve the adjustments, seconded by Chuck, motion passed. The October journal voucher was reviewed and signed by the Mayor. The October financial statements were reviewed by the Committee. Shirley stated that the City's revenues are at 19 %, while expenditures are at 18% at the end of October. At this point there doesn't seem to be any problems with the budget. Doug made a motion to accept the financial report, Chuck seconded, motion passed. There were no purchase requisitions presented to the Committee. The Comp /OT reports for October PPE October 31st were reviewed by the Committee. The Payroll Register for PPE 10/3/10 totaling $165,738.48 and termination pay for Bill Sheridan totaling $4,434.31 was reviewed by the Committee. Motion was made by Chuck, seconded by Doug, to recommend Council's approval of the payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: Book of Projects: Shirley stated that she also would like to see this project go forward and will begin to work on it as soon as she gets the books closed for 09 -10 fiscal year. The consensus of the Committee was they also would like to see the book go forward. Shirley will set up an outline and bring it back to the Committee. Chuck mentioned that Great West Engineering has tasked most of the City's projects and should be able to help with information on City projects. Fire Disability Pension Fund: Shirley let the Committee know that the Mayor and she met with the Fire Relief Association today, and went over the need to increase the funding of the 1 Budget/Finance Committee November 16, 2010 pension fund. Shirley has contacted Susan Nicosia, the Clerk from Columbia Falls. For the past 6 years, For the past 6 years Columbia Falls has hired a company out of Oregon to do their actuarial service. Shirley has asked the Association if they would be willing to pay for 1/2 of the cost for the service. The Association will let us know after their next meeting. The cost is around $3,000. Currently the City should be putting 2.1% of the taxable valuation of the City into the relief fund. If the actuarial method is used, the amount needed in reserves will be considerably less. The Mayor stated that because the City also maintains the rural area, without being called the rural fire department, the State receives the ISO money outside of the City limits. This item will need to be taken up with Legislators, as currently the State does not see it our way. One possible way of receiving some of the ISO money would be for the City to calculate the percent of what the City covers, County -wide, in fire coverage and present it to the State in our defense. The Mayor and Shirley will keep the Committee informed as we go forward with the process. Mayor's Comments: TIFD update: The Mayor would like to see a sidewalk program developed. Discuss purchase and terms for land Yellowstone Bank is offering the City The Mayor stated that the purchase of the land will be an outright purchase rather than the $20,000 down and financing of the balance of $45,000. Management has decided to let the Water, Sewer and Solid Waste Funds purchase the land as the benefits of the land will profit these fund more than it would the General Fund. Solid Waste needs the route through the property and the Water and Sewer Funds desire to run lines through the property. This item will be deleted from future discussion. Ambulance space considerations The architect will have the preliminary plan available for the City to review on November 30, 2010. The Mayor will bring the plans to the Budget/Finance Committee at the next meeting, December 7 2010. The cost of the addition to the FAP building will be around $300,000. The City has identified $153,000 that is currently available. The balance will need to be financed if the Council is in approval. The Clerk has stated that the rates may need to be raised for Ambulance calls to fund the debt service payments for the addition. Technical Edge Server The server has been ordered through DELL Computers and Technical Edge will be installing the system. This item will be deleted from future discussions. Wastewater plant upgrade. project report Great West Engineering has met with the City regarding how to incorporate these updates. The Engineers are working on a phase -in plan and will bring it to the City when they have decided how to best phase the upgrades that are needed. Police Labor Union: The Mayor stated that the negotiating team has changed since Bill is no longer with the City. It will now consist of Sam, Ken and Shirley. The City has given the Union Negotiation Committee everything that they requested from the City. 2 Budget/Finance Committee November 16, 2010 Completion of East Main The Mayor stated that the project is completed. This item will be deleted from further discussion. Sewer Lift Stations — East Main Energy Lab has calculated the air quality in kilograms/liter, which is not what Great West Engineering requested. Therefore, Great West has to assimilate Energy Lab's tests and then will proceed with working on an acceptable method of reducing the odor and gas being released. Water meters meeting Neptune and Northwest Pipe Per Neptune, they will replace all of the meters should the average failure rate reach 15 %. Per Kurt, 35 more meters have gone out in the month of October. Kurt will be requesting that Neptune replace the balance of the meters at their expense. Rocky Mountain Internship Program The Mayor informed the Committee that the Planning Department is looking into an intern from the College to assist James in getting the bus system up and running smoothly. Chuck inquired as to why the City would only be getting one intern. The Mayor stated that right now the City would have to use only work/study individuals. To get someone to work for the City means we would probably have to increase the minimum wage amount the work/study covers. Presently, only Planning has enough funds to pay the additional amount needed to get a qualified person to assist. The intern would be paid through the Transit Grant. Chuck suggested that, rather than offer them more than minimum wage, the City could offer them a scholarship of $500 when they completed their work with the City. The Mayor stated that would still cost the City an additional $1,500 if we were to get 3 interns. Other: The next regular Budget/Finance meeting will be on Tuesday, December 7 at 5:30 p.m. The meeting adjourned at 6:07 p.m. Respectfully submitted, / 1,i_ ( L(.) 0_ Shirley Ewan, Temporary City Clerk/Treasurer 3