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HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.15.2011 MINUTES BUDGET/FINANCE COMMITTEE February 15, 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 Ken Olson Chairman Kate Hart called the regular meeting of the Budget/Finance Committee to order at 5:37 p.m. There was no public in attendance. The minutes of the February 1, 2011 meeting were presented and approved via motion by Mark, 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 Mayor requested that the January journal voucher be reviewed by him at a later date and then he will sign. The Committee approved the request. The January fmancial statements were reviewed by the Committee. Shirley explained although there are a few line items that are over the 58% expenditure appropriation the budget, in general, is looking good. Revenues received to January 31, 2011 are at 38% and expenditures (overall) are at 31% spent. Shirley explained the cash shortages in several funds and the reasons for the shortages. The Mayor took this opportunity to explain the cash problem in the Planning Department. The previous planner received a $5,000 payout when he left the City which is leaving the cash in a larger negative balance. He explained that some of the money would be recouped when Shirley submits a pay down request for the Transit Grant. He also mentioned that Heidi Jenson would be starting on February 28 Chuck made a motion to accept the financial report, Mark seconded, motion passed. There were no purchase requisitions presented to the Committee. The Comp /OT reports for PPE January 9, 2011 were reviewed by the Committee. Chuck inquired as to why the sewer plant had overtime as he thought the plant was manned 24/7. The Mayor explained that the sewer plant is not manned 24/7 but the water plant is. The reason for the overtime was due to a power outage at the plant and the generator did not start up. 1 Budget/Finance Committee February 15, 2011 The Payroll Register for PPE 2/06/11 totaling $162,853.19 was reviewed by the Committee. Motion was made by Doug, seconded by Chuck, to recommend Council's approval of the payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: Shirley didn't have anything worthy of noting at this time. Mayor's Comments: TIFD update: The Mayor mentioned that Shirley McDermott would be bringing the RFP request to the Council on the February 22, 2011, workshop. LURA would like to hire an hourly architect /engineer to help them with the Facade and Technical Assistance programs. Water meter meeting Neptune and Northwest Pipe The Mayor stated that the City met with Neptune and Northwest Pipe representatives today. Neptune has offered to replace the balance of the meters that have not been replaced previously. They will do this change out at their expense and will have Phil Nash set up the change out procedure. They will also consider compensating the City for the additional time this will add to Kelly's position. There are 2,547 meters to change out. Over 400 have been replaced due to failures. The Mayor explained that this will also include commercial meters. Chuck asked why it took so long to come to this resolve. The Mayor said that Neptune had to have "due diligence" on their part and they fmally came to the realization that the lot of meters sold to the city were indeed faulty. The City has given them enough evidence to show that there was definitely a design flaw in this lot of meters. Kate inquired as to the time frame of the change out. The Mayor felt that it would probably begin in mid March or early April. Other: The Mayor mentioned that he and Shirley would be meeting on the 17 of February to go over the audit write ups and work on the CIP Plan and the CIP budget for next year. Brent Olness will be here on Friday the 18 for the exit interview for the audit. Hopefully, Shirley and the Mayor will have some resolution as to how we will handle the write -ups. The Council will receive the audit and comments after the review process is over. The Mayor reminded the Committee of the budget schedule. Department Heads are to have their budgets into Shirley by March 15 He will let the Council know that everyone is invited to the Budget/Finance meetings, where each budget will be explained. Chuck requested that these meetings be posted. The proposed schedule for budget meetings will be: April 12 & 19 at 5:30 p.m. May 10 & 24 at 5:30 p.m. 2 Budget/Finance Committee February 15, 2011 For the Next Agenda: The Committee would like to receive the audit findings and what the City proposes to do in regards to these findings. The water meters will be removed from the agenda. The next regular Budget/Finance meeting will be on Tuesday, March 1, 2011, at 5:30 p.m. The meeting adjourned at 6:00 p.m. Respectfully submitted, ti (Ly Shirley Ewan, City Clerk/Treasurer 3