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HomeMy WebLinkAboutBudget/Finance Committee Minutes 08.02.2011 MINUTES BUDGET/FINANCE COMMITTEE August 2, 2011 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Mark Mace, Chairman Chuck Dickerson Tom Nelson Doug Poehls OTHERS PRESENT: Shirley Ewan Mayor Kenneth Olson Emelie Eaton Chairman Mace called the regular meeting of the Budget/Finance Committee to order at 5:31 p.m. There was no public in attendance. The minutes of the July 19, 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 $361,392.70, for Council consent; Doug seconded the motion, all in favor, motion passed. There were no purchase requisitions presented to the committee. The Comp /OT reports for PPE 7/24/2011 were reviewed. The Payroll Register for PPE 7/24/11 totaling $134,278.26 was reviewed by the Committee. Motion was made by Doug, seconded by Tom to recommend council approval of the payroll register. Motion passed. Clerk/Treasurer's Comments: Budget Process Shirley stated that the mill values came in and the mill value has gone up $88 /mill. She and the Mayor are still meeting with Department Heads to try to cut another $59,000, in the General Fund. It may not be possible to achieve the entire cut of $59,000 but another $30,000 should be possible. The Mayor stated that's a large improvement over last year where the Council authorized the budget to use $259,000 from reserves. It is also possible that each department will not use their entire budget so it may just come in at the end of 2012 with a total balance of revenues and expenditures. The current reserves are at 22 %, due to the department heads not using their entire budgets this past year. The prior year's reserves were at 19 %. Chuck stated that he wants to see the City balance the budget upfront. The Budget/Finance Committee voted on the request, from the Mayor, to agree to a balanced budget and he would like to see it adhered to. Mark stated that revenues may not balance with expenditures but it's darn close, compared to last year. Doug reiterated that the City cannot continue to use reserves to balance the budget, but being the reserves have gone up to 22 %, maybe we should use reserves for the additional $30,000 needed. He would like to see the reserves stay in the 20's though. Shirley presented the proposed budget dates for the preliminary budget as well as the final. The proposed dates are August 16 the preliminary budget will be submitted to the Council. August 30 Public Hearing will be held at a Special Meeting. The final budget will be submitted to the Council on September 6 The committee was agreeable to the dates. Questions Regarding the Volmers Shirley let the committee know that there are indeed, 3 Volmers working for the City, John V., Robert D., and Robert O. John V. works at the Water Plant as a plant operator, Robert D. and Robert O. work at the Wastewater Treatment Plant as plant operators. Chuck requested that if they work overtime will they please put their first 2 initials on the time sheet. Last OT schedule looked like the same guy was claiming overtime for the same hours. Shirley will let the department head know. 1 Budget/Finance Committee August 2, 2011 Mayor's Comments: Local 316 Union Update The union has counter offered the City's last offer with $.60/hour for year 1 and meets back at the table next year. They want to see what the economy is going to do and they felt that $.60/hour is justified, as the Police Union received $600 in flex medical plus their raise. The Mayor has told the Union that the flex medical, for the Police, is for 1 year only and the $.60 would be forever. The City countered their proposal with $.25 for year 1 and 2 and $.30 for year 3. The Certified Training Program would be created and those employees holding certificates would receive $.10/hr, as long as their certificates were current. The City would also like to see the contract language cleaned up. The Union agreed to the Certified Training Program but still asked for the $.60/hr with retro pay and a 1 year contract. The City will consider their offer and get back to them. Park Maintenance District: Heidi is still working on this, but the County website has been down and she has been unable to obtain the properties' descriptions and size. Until the County can get their website back up and running, this will have to be put on hold. Other: Chuck inquired as to when Heidi will be the CAO and not hold both positions. The Mayor stated that he and Heidi plan on going to Lewistown to visit with Kevin Myre, that was the Police Chie/CAO for some time, to see how the transition went there. He is now just the City Manger. Chuck stated that the City still needs another planner or CAO and he would not want her to burn out prior to replacing one position. The Mayor said that Heidi would like a 5 year contract if she were to take the position full time. Both parties would want a 30 -day notice clause in the contract. Tom stated that he would like to see the issue solved also as he feels Heidi is too valuable to lose. The Mayor stated that he is still dealing with ExxonMobil and the easement issue. The contract should be ready to sign by August 16` One proposal has already been delivered to the City but the attachments were not included, which are needed. ExxonMobil has offered $500 /day while they are working at the Park, but the Mayor feels that it should be $1,000 /day. The ExxonMobil representative will take the offer back to their people. There will be a Special Meeting next Tuesday to address the contract. The contract states that the Oil Company will be out of the Park by December 1, 2011. Doug inquired as to how the SE 4 Street SID is progressing. The Mayor stated that the letters have gone out and the property owners have 15 days to protest. The Public Hearing will be on August 16, 2011 and the Resolution to Create the District will happen after the public hearing. For next agenda: The next regular Budget/Finance meeting will be Tuesday, July 19, at 5:30 p.m. The meeting adjourned at 6:17 p.m. Respectfully submitted, Shirley Ewan, Clerk/Treasurer 2