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HomeMy WebLinkAboutBudget/Finance Committee Minutes 01.17.2012 MINUTES BUDGET/FINANCE COMMITTEE January 17, 2012 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Mark Mace Chuck Dickerson Emelie Eaton Doug Poehls 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 January 3, 2012 meeting were presented and approved via motion by Doug, seconded by Chuck, and passed unanimously. The Utility Billing adjustments were reviewed by the Committee. There were 3 bankruptcy accounts that were written off. Doug made a motion to approve the adjustments, seconded by Chuck, motion passed. The Mayor approved and signed the December journal voucher. The December financial statements were reviewed by the Committee. Shirley went through the synopsis of what has taken place in the first half of the year. She noted that the City has collected 38% of anticipated revenues and has spent 28% of budgeted expenditures. She also pointed out that the SID 113 expenditure was taken out of the Street Maintenance Fund and explained that she has moved it to the proper fund #4001 (Capital Projects, Street /Sidewalks). The Street Maintenance now has a positive cash balance of $186,154. Shirley informed the Committee that the FAP addition loan will not be originated until the actual cost of the FAP has been expended. The original cost of the addition was to be $360,000 but with the change orders it will probably be closer to $400,000. The Mayor explained that several items were left out of the original bid i.e. the gas and electric installation. Then the roof problem and now rain gutters will need to be installed. The chip board was put in with the rough side on the outside rather than towards the interior of the building. The exhaust system has been changed to hook into the fire departments system at an additional $12- $18,000. Needless to say the building has had some problems. Emelie inquired as to why High Plains was chosen. The Mayor stated that the reason for choosing them was that they are inclined to construct buildings that are energy efficient. Emelie asked if this addition will be energy efficient. The Mayor stated that the building will be LLED certified when it is done. Chuck inquired as to whether the doors were an additional problem as they are 10 foot rather than 12 foot. The Mayor stated that the doors were an oversight on the City's part, and by the time it was discovered, there was no way of changing the height. Motion was made by Doug to approve the financial statement, seconded by Chuck. Motion passed. 1 Budget/Finance Committee January 17, 2012 There were no purchase requisitions presented to the Committee. The Comp /OT reports for PPE January 8, 2012 were reviewed by the Committee. Doug inquired as to what the problem was with the Village lift station that caused 2 call outs. The Mayor stated that the switch kept tripping and all that needed to be done was to switch it back on. Doug asked why that took 2.5 hours. The Mayor is not sure if the employee had other things to do or not. He will get an answer for Doug. The Payroll Register for PPE 1/08/12 totaling $172,631.02 was reviewed by the Committee. Motion was made by Doug, seconded by Emelie, to recommend Council's approval of the payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: Combining Sick Leave and Vacation Leave: Shirley informed the Committee that she contacted the Department of Labor in regards to combining the two leaves. She was told that it is possible, but has to be cleared with both unions and the non -union personnel prior to starting the process. Shirley was told that, if the City is serious about combining the two, we need to consult the attorney about the process. Chuck feels it may be to the employee's advantage to combine the two. The consensus of the Committee is to leave it the way it is at this time. Mayor's Comments: Public Works Union Update: The Mayor stated that 5 things that the Union had concerns with have all been ironed out. He has told the Union that they need to vote for the proposal or decline it, but let the City know one way or the other. The Mayor feels the City is at an impasse at this time and will not change the proposal. Park Maintenance Districts: The Mayor stated that the question of a Park Maintenance District will go out to the citizens when the newsletter is sent with their water bills. He would like to move this subject to the Future Meetings list until we hear back from the public. Mark mentioned that the Park Board has several sheets of signatures supporting a Spray Park. Mark also stated that a 5 -year plan has not been turned in to the Park Board. Storm Water District: The Mayor has not had a chance to research this item with Debbie Meling and will report back to the Committee as soon as he contacts her. Mark stated that he has told Debbie to expect a call from the Mayor. Wastewater Plant Upgrade Project Report: The Council has received the 3 alternatives to the upgrades. The Mayor is inclined to go with the proprietary alternative, as it will make use of some the existing buildings and will be more cost effective in the long run. 2 Budget/Finance Committee January 17, 2012 Other: Shirley went over the budget amendment that will be presented to the Council this evening. She explained the purpose of the amendment and why the funds were over the authorized budget. The Mayor let the Committee know that some Department Heads have asked that the $300 limit be lifted on prior authorization of purchases. It was stated that just because the department has the budget authority, it does not mean that they can buy whatever they want. The Mayor would like to see the $300 limit stay. For the Next Agenda: The next regular Budget/Finance meeting will be on Tuesday, February 7, 2012, at 5:30 p.m. The meeting adjourned at 6:25 p.m. Respectfully submitted, ( t ((( (- Shirley Ewan, City Clerk/Treasurer 3