HomeMy WebLinkAboutBudget/Finance Committee Minutes 08.16.2011 MINUTES
BUDGET/FINANCE COMMITTEE
AUGUST 16, 2011 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Mark Mace, Chairman Chuck Dickerson
Emelie Eaton
OTHERS PRESENT: Shirley Ewan Mayor Ken Olson
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 June 7, 2011 meeting were presented and approved via motion by Chuck,
seconded by Emelie, and passed unanimously.
The Utility Billing adjustments were reviewed by the Committee. There were no unusual
adjustments last month. Chuck made a motion to approve the adjustments, seconded by Emelie,
motion passed.
The Mayor approved and signed the July journal voucher. Chuck made a motion to approve the
journal voucher, seconded by Emelie, motion passed.
The July fmancial statements were reviewed by the Committee. Being this is the first month of
the new budget year, there were no questions. The Revenues for the month of July have come in
at 5 %, while the expenditures are at 4 %, city -wide. Motion was made by Emelie to approve the
financial statement, seconded by Chuck. Motion passed.
There were no purchase requisitions presented to the Committee.
The Comp /OT reports for PPE August 7, 2011 were reviewed by the Committee. Shirley
explained to the committee that the overtime with stars at the left of the name would be
reimbursed to the City. This pertains to the police overtime only. Chuck inquired as to why the
swimming pool overtime was on the planner's overtime sheet. Shirley stated that it was added
there to save paper. The amount was expensed out of the Parks Dept.
The Payroll Register for PPE 8/7/11 totaling $173,624.79 was reviewed by the Committee.
Motion was made by Chuck, seconded by Emelie, to recommend Council's approval of the
payroll register. Motion passed unanimously.
Clerk/Treasurer's Comments:
Overview of the Preliminary Budget:
Shirley stated that the budget will be presented to the Council at the meeting later this evening.
She recommended that the budget message be read by the committee and to be sure to let her
know if there were any questions regarding the message or the budget. Chuck inquired about the
new prosecutor and how the funds were divided. The Mayor explained that the new prosecutor
will be paid $54,000 per year, which leaves $43,000 for Sam's services. The new prosecutor
will begin on September 6, 2011.
1
Budget/Finance Committee
August 16, 2011
Shirley apologized to the committee for not getting the expenditures to balance with the revenues
and explained to the committee how every budget was looked at seriously and many cuts were
incorporated in the budget. She also mentioned that reserves have gone from 19% last year to
25% this year and the Mayor, Heidi and herself felt that to cut the budget more would not be the
wise thing to do. Shirley told the committee that part of the overage of expenditures was due to
the fact that $95,000 will be transferred to the CIP Fund.
Mayor's Comments:
Public Works Union Update:
The Mayor stated that the City will be meeting with the Union again, on August 18 with what
he hopes will be,the final offer from the City. Currently, the Union is requesting $.60/hour with
a one -year contract. The Mayor is adamant about a 3 -year contract. The Police Union contract
comes up again at the end of the calendar year and he does not want staff to be put through
negotiations every year. Chuck stated that it sounds like the Unions are trying to control the
City. The Unions shouldn't be controlling the City as that is the Council's job.
The Mayor will keep the committee informed as to how Thursday's meeting goes.
Park Maintenance Districts:
The Mayor stated that Sam Robertus has not gotten back to Heidi with an estimate as to how
much it will cost to do the SID. If he does not get back soon, the City will try to find a new
contractor for an estimate. Consequently, the project is at a standstill.
Other:
Shirley mentioned to the committee that she was informed today from MDOT that the Eighth
Avenue project and the West Main Sidewalk (SID) are done, but will not be closed out for
another 90 days. The reason for the additional 90 days is due to the warranty on the crack
sealing. Shirley was told that the cost of the sidewalks should not go up more than a few dollars,
if it goes up at all. Therefore, it should be possible to get SID #112 on the assessment rolls this
year.
For the Next Agenda:
Continuation of the same.
The next regular Budget/Finance meeting will be on Tuesday, September 6, 2011, at 5:30 p.m.
The meeting adjourned at 6:15 p.m.
Respectfully submitted,
� y
Shirley Ewan, City Clerk/Treasurer
2