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HomeMy WebLinkAboutBudget/Finance Committee Minutes 10.04.2011 MINUTES BUDGET/FINANCE COMMITTEE October 4, 2011 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Mark Mace, Chairman Emelie Eaton Doug Poehls Chuck Dickerson OTHERS PRESENT: Shirley Ewan Mayor Kenneth Olson Chairman 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 September 20, 2011 meeting were presented and approved via motion by Doug, seconded by Chuck and passed unanimously. Chuck made a motion to approve the claims, in the amount of $313,585.10 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 9/18/2011 were reviewed. There were no questions. The Payroll Register for PPE 9/18/11 totaling $163,213.59 was reviewed by the Committee. Motion was made by Doug, seconded by Chuck to recommend council approval of the payroll register. Motion passed. The Committee reviewed the quarterly Employee Leave Report. There were no questions. Cleric/Treasurer's Comments: Budget Resolutions for 2010/2011 Fiscal Year Shirley stated that presently there are 3 funds that have overspent their budget authority in last year's budget. They are the Health Insurance Fund, Permissive Mill Health Insurance Fund and the Yellowstone County Veteran's Cemetery. The books are not closed for last year, so presently these are the only three. Shirley will submit a resolution to the Council at a workshop in November. Doug inquired as to how the auction went. Shirley stated that the City made around $3,000. Most everything sold except the computer equipment. Most of that has been donated to the Computer 4 Kids program, in Billings. What didn't sell or was not given away will be disposed of. Mark suggested that the balance of the computer equipment be stored in Laurel or at the Billings City storage and be given to the E -Waste system that occurs every spring of the year. That way the equipment will not go to the landfill. Shirley will check with the City of Billings to see if they have room for our computers in their storage. Mayor's Comments: Local 316 Union Update The Mayor stated that the mediator will be available on October 19 to meet with the City and the Union. Vickie Knutson will not be the mediator. Mark inquired as to how much this was going to cost the City. The Mayor stated that there is no cost for mediation, only arbitration. The cost for arbitration is around $10,000 and would be split between both parties. The Mayor stated that the Police Union negotiations will be starting up shortly after the Public Works is completed and he would like to retain Sam Painter on the negotiating committee. This would be an additional cost to the City, above and beyond his contract price as Civil Attorney. 1 Budget/Finance Committee October 4, 2011 Park Maintenance District: The Mayor and Heidi have actively been trying to get an estimate on the cost of the Elena Park Maintenance District and have contacted Jake Roth to see if he would be willing to give the City an estimate. So far, neither Heidi nor the Mayor has had much luck in getting any contractor interested. The Mayor stated that Heidi pretty much has her plate full right now and this project may not get done until a new planner is on board. Mark stated that he knows of someone that might be willing to work up the design, free of charge. He will check with the gentleman. The Mayor stated that the Park Maintenance District, along with other possible districts, will be discussed in detail at the October 15` Council retreat. Possible other districts or mill levies will be considered for the Library, Fire Department and a Safety mill levy. The consensus of the committee is that a spray park should not be included in the Park Maintenance District promotion. Once the City Attorney has determined whether the family of the Billie Riddle endowment to the City will allow for the spray park rather than using the money for a new swimming pool, then and only then will it become part of the Park Maintenance District promotion. The Mayor stated that it would probably be easier to promote the Park Maintenance District if the City had a Park Master Plan before asking the citizens to vote on supporting a Park District. Chuck suggested, being there are so many parks in the City, that possibly each Ward could have their own district and work on the parks that are in their district. Each Ward would have their own steering committee and decide what is needed in their Ward. The Mayor reiterated that the City needs a Park Master Plan prior to any districts being formed and the spray park project should proceed with donated money. Other: Emelie inquired as to the City's plan for a new planner. The Mayor stated that on November 6 the position will be advertised in the Billings Gazette and placed on the Planner's website. The applicants will be reviewed on November 23`' and will be interviewed after Thanksgiving. The Mayor mentioned that Williston Basin pipes will be pulled out of the river after December 1s of this year. They will not need a new easement for the project as they have a current easement with the City. Another line that has been vacated for 3 years also needs to be removed. The Mayor believes it belongs to Conoco. For next agenda: The Committee would like to pull up one topic each meeting from the Future Meetings list to discuss and decide if it is still worthy of discussion. The next regular Budget/Finance meeting will be Tuesday, October 18, at 5:30 p.m. The meeting adjourned at 6:24 p.m. Respectfully submitted, Shirley Ewan, Clerk/Treasurer 2