Loading...
HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.01.2011 MINUTES BUDGET/FINANCE COMMITTEE February 1, 2011 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 Kenneth Olson Rick Musson 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. The minutes of the January 18, 2011 meeting were presented and approved via motion by Chuck, seconded by Doug, and passed unanimously. Chuck made a motion to approve the claims, in the amount of $284,838.72, for Council consent; Doug seconded the motion, all in favor, motion passed. There were two purchase requisitions presented to the committee by Rick Musson. The first purchase requisition was for Bullberry Systems, Inc. for E9 -1 -1 Mapped ALI Software. Rick stated that he has 2 bids for the mapping software and Bullberry came in at $17,200 and GeoComm came in at $21,295. Rick prefers the Bullberry mapping as it was designed to work with the Swift program that the dispatch/police already have. Rick explained that through this system, dispatch as well as the police, in their cars, are able to find addresses fast. Eventually he would like to put GPS systems in police, ambulance and fire vehicles to watch where and when incidents occur. Chuck asked what the time frame would be before it was in use and what the annual contract would cover. Rick stated that as soon as it was installed, it would be usable and the annual contract would update the system each year as new streets and addresses were added. Kate asked if this would be paid for out of E911 funding. Rick stated that it would. The second purchase requisition is for Encode Corporation for installing an exhaust fan and ductwork in the ambulance bay. This will activate automatically when the door is opened to the bay. The Emergency Services Committee has approved the purchase of this system due to the exhaust fumes in the building when vehicles are started. Chuck asked if this would function with the new addition on to the FAP building. Rick assured him it would. Mark explained that the addition would have its own exhaust system but would be connected to this one. Doug made a motion to approve both purchase requisitions, Chuck seconded, all in favor, motion passed.. The Comp /OT reports for PPE 1/23/2011 were reviewed. 1 Budget/Finance Committee February 1, 2011 The Payroll Register for PPE 1/23/11 totaling $163,557.15 was reviewed by the Committee. Motion was made by Doug, seconded by Chuck to recommend council approval of the payroll register. Motion passed. Clerk/Treasurer's Comments: 2nd Quarter Financial Review: Shirley went over the 2 quarter financial review. She stated that the budget was looking good except for a few line items. Revenues collected to Dec 31, 2010 are at 35% and expenditures at 28 %. She explained to the committee that while the Federal Equitable Sharing fund has received 257% of budgeted revenue, the Police Department will no longer be receiving insurance money from the State as they are now members of MPORS (Montana Police Officers Retirement System) and therefore have lost the insurance funds from the State. Consequently, the Police Training Fund will not be receiving any revenues this year, but some of the revenue from the Equitable Sharing Fund may be used for training. GASB 45 Shirley explained GASB 45, which pertains to medical insurance benefits. Individuals that retire prior to being 65, are able to remain on the City's insurance, although they are responsible for paying their own premiums. In order to calculate when an individual may retire (all employees), the City needs to determine the liability that may or may not occur and book this liability. This will be done by an actuarial. Do to the complication of the process and the time it takes to arrive at the liability amount, Shirley is requesting that the City have this done professionally. The auditors have referred a company to the City that will do the actuarial study for around $5,000. Shirley let the committee know how the costs will be divided amongst the departments. The cost will be divided by number of employees in each department. Doug made a motion to direct the clerk/treasurer to begin the process of hiring the company for the actuarial study, Mark seconded, all in favor, motion carried. Mayor's Comments: TIFD Update: The Mayor stated that the LURA committee has added Bill Kampfer to their committee as a non- voting advisor /secretary. Mr. Kampfer does not live in Laurel but is interested in the welfare of the City of Laurel. The committee also has one other non - resident on the committee, Steve Zier. The Mayor let the committee know that LURA is going to be coming to the Council for a request of sending out an RFP for an architect/engineer /contractor to help them with technical questions and concerns they have while implementing the facade, technical design program. Police Labor Union: The Mayor let the Committee know that the negotiating team and police union will meet once again on March 3, 2011. The mediator will meet with the two groups at that time and hopefully come to a compromise. Water Meters The water meters are still an issue and February 15 Neptune will be here to try to resolve the problem. Doug inquired as to whether this was a cost savings under the Johnson Controls contract, being it has cost so much to get the meters working. 2 Budget/Finance Committee February 1, 2011 Other: Budget Process: The Mayor went over the upcoming budget process that he would like to incorporate for the 2011- 2012 budget. Shirley distributed the budgets to the department heads today and is requesting they be returned by March 15, 2011. The Mayor would then like the committee to start meeting with the department heads on the extra Tuesday to discuss each department's proposed budget. The proposed scheduled dates would begin on March 22 & 29, April 12 & 26 and on into May if necessary. The Mayor stated that he would invite all of the council to the meetings. Doug would like the meetings to start at 5:30 rather than 5:00 which the Mayor proposed. For next agenda: The committee decided that the Police Union can be moved down to Future Meetings until March. The next regular Budget/Finance meeting will be Tuesday, February 15 at 5:30 p.m. The meeting adjourned at 6:17 p.m. Respectfully submitted, Shirley Ewan, Clerk/Treasurer 3