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HomeMy WebLinkAboutBudget/Finance Committee Minutes 06.21.2011 MINUTES BUDGET/FINANCE COMMITTEE June 21, 2011 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Mark Mace, Chairman Chuck Dickerson — 6:00 p.m. Doug Poehls OTHERS PRESENT: Shirley Ewan Mayor Ken Olson Tom Nelson Chuck Rodgers Chairman Mark Mace called the regular meeting of the Budget/Finance Committee to order at 5:35 p.m. There was no public in attendance. The minutes of the June 7, 2011 meeting were presented and approved via motion by Doug, seconded by Tom, and passed unanimously. The Utility Billing adjustments were reviewed by the Committee. There was one unusual adjustment on Laurel High School's bill. They had a water meter register $17,847.87 of water charges. The meter was not hooked up to any water supply so the amount has been deducted from their bill. Doug made a motion to approve the adjustments, seconded by Tom, motion passed. The Mayor approved and signed the May journal voucher. Doug made a motion to approve the journal voucher, seconded by Tom, motion passed. The May financial statements were reviewed by the Committee. Shirley explained the cash reconciliation to the committee and let them know that the General Fund expenditures are at 82% while the revenues are at 74 %. The taxes have come in since the end of May and the expenditures are currently under the revenues received. Shirley went through the charts with the committee to show how the major funds are doing. Planning and Gas Tax still have negative cash balances while the others are doing fine in terms of cash. There were no questions. Doug made a motion to approve the financial report, seconded by Tom, motion passed. There were no purchase requisitions presented to the Committee. The Comp /OT reports for PPE May 29, 2011 and June 12, 2011 were reviewed by the Committee. The Payroll Register for PPE 5/29/11 totaling $166,469.46 and PPE 6/12/11 totaling $160,420.10 were reviewed by the Committee. Motion was made by Doug, seconded by Tom, to recommend Council's approval of the payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: 1 Budget /Finance Committee June 21, 2011 Shirley let the Committee know that the next budget workshop would be next Tuesday at 5:30 p.m. (June 28 The budgets that will be covered are the City Shop, Gas Tax, Street Maintenance and several small funds. Mayor's Comments: Public Works Union Update: The Mayor informed the Committee that the next meeting will be on June 30 and will be the last date that any changes can be brought forward on the agreement. The Mayor mentioned to the Committee that the Public Works Director is trying to get a training program started through the union. This entails employees being able to get their certificates prior to bidding on a new position that requires a license. The incentive will be an increase of $.10- .15/hour to maintain the license plus the possibility of them receiving the next opening that requires that certification. The Mayor stated that he will have more to report at the July 5 meeting. Park Maintenance Districts: Elena Park Maintenance District is still moving forward. The Mayor will report back to the Committee in 2 weeks or through e-mail as the plan develops. Other: Emelie (during a Council workshop) inquired as to how the SRO's are panning out with the School District. The Mayor will meet with the Superintendent of Schools next Wednesday to try and resolve the $2,750 difference in the amount asked for this year vs. the amount asked for in the 2010 -2011 budget. The Mayor stated that are several options need to be weighed by the Council. Two of the options are: 1. The City eats the increase and makes the division somewhere around 68% to the School District and 32% to the City. Currently 70/30 split. 2. Pull the officers if neither side can come to an agreement. This could cause layoffs of some officers and the possibility of losing the COPS funding, as well as paying back the amount already received. Mark asked if the School would be willing to reinstate the SRO if the protested taxes were paid. The Mayor stated that, if the program is pulled, he doesn't really want the headache of trying to set it back up again. The Mayor let the Committee know that neither principals at the schools were aware that the School Board was leaning towards not funding the program. The Mayor said that if layoffs occur, the Council has to decide which program to close, DEA, COPS or SRO or all of them. There also needs to be consideration of keeping enough officers on duty to cover the night shift with at least 2 officers. The Mayor discussed the budget concerning the Legal services the City has through Elk River Law Office. Currently, the City is paying $97,000 /year for legal services and prosecution through the City Court. Sam is willing to look at lowering his costs to the City in order for the City to hire a prosecutor for the court system. Sam is recommending that he work 25 hours per month and anything over those 25 hours will be charged on an hourly basis. 2 Budget/Finance Committee June 21, 2011 The Attorney would be available via Skype during times when he is needed at the City Office. The Mayor has ordered web cameras for the City to try out to see if this can lower the legal fees. This problem will also be coming to the Council for their review during the budgeting process. For the Next Agenda: The Mayor will report back to the Committee in regards to the SRO program in the schools and the plan for the City Attorney/Prosecutor fees. The next regular Budget/Finance meeting will be on Tuesday, July 5, 2011, at 5:30 p.m. The meeting adjourned at 6:27 p.m. Respectfully submitted, )1--/Et_ y c-OCL; Shirley Ewan, City Clerk/Treasurer 3