HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.07.2012 MINUTES
BUDGET/FINANCE COMMITTEE
February 7, 2012 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Mark Mace, Chairman Doug Poehls
Chuck Dickerson
OTHERS PRESENT: Mayor Kenneth Olson Cathy Gabrian
Kat Stokes
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 January 17, 2012 meeting were presented and approved, via motion by Chuck, seconded by
Ken and passed unanimously.
The January claims totaling $483,624.87 were presented for Council consent. Claims were approved, via motion
by Chuck, seconded by Ken and passed unanimously.
There were no purchase requisitions presented to the committee.
The Comp /OT reports for PPE 1/22/2012 were reviewed. Mark questioned whether additional overtime was built
into the budget with the project at the WWTP.
The Payroll Register for PPE 1/22/12 totaling $162,474.33 was reviewed by the Committee. Motion was made
by Chuck, seconded by Doug to recommend council approval of the payroll register. Motion passed.
Clerk/Treasurer's Comments:
In response to a question at the last meeting, Cathy reported that Guy Rolison had a 21/2 hour callout at Village Lift
Station because the union contract states that they will be paid for 21/2 hours if they are called out after hours. The
first time out was to find out what the problem was. The second time, he had to wait until a professional came in to
work on the transducer controls before he could restart it.
Mayor's Comments:
Local 316 Union Update
The final contract was given to Local #316. It will be on the workshop agenda February 14 and go to council for
approval on February 21S`. We received a letter of intent from Local #303 and we let them know we will not enter
negotiations for 45 days.
Storm Water District
The Mayor said he talked to Debi Meling and is waiting for an e-mail from her. He would recommend holding off
on the formation of a storm water district. He recognizes that it takes a lot of the staffs time to do it and they are
currently involved in the park maintenance district. This will be brought forward when we get more information.
Wastewater Plant Upgrade Project Report
Mayor Olson said we need to go forward with the adoption of this plan. We need to meet the state requirement for
ultra violet treatment by the summer of 2013. Great West will be working on the complete project, but will
prioritize on getting the ultra violet portion completed prior to the summer 2013 date, knowing that the entire
project will take beyond the summer of 2013 to complete. Great West created a team that met with city personnel,
including WWTP workers, and they all toured the plant. They discussed the criteria and what they feel is needed.
The staff and plant workers are in favor of the site - specific MLE alternative.
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Budget/Finance Committee
February 7, 2012
Bucket/Finance Meeting Dates
The idea had been tossed around about moving Budget/Finance to the workshop Tuesday. The Mayor said this is
premature and he would like more information. He would recommend not going forward with it, at this time.
Mayor Olson said years ago, the Budget/Finance Committee was an integral part of the budget process, hammering
out the budget with the department heads. The process has been more internal for the last few years but Heidi has
come up with a different plan. She asked the City Clerk to develop a spreadsheet for the budget process. Each
department head will be responsible for a detailed line item budget. By doing this, the city will have a detailed road
map in going forward. He asked the Budget/Finance Committee to meet on the alternate Tuesdays to deal with the
budget, in the coming months.
Cathy asked to speak in regard to changing the meeting date and the effect it would have on the accounts payable
process. She distributed a calendar showing the cyclical duties involved in processing the payables, balancing and
closing out the accounting month. It is a well oiled machine that works very well now. By moving the meeting, it
would allow only one week for the payables to be processed and this is not adequate. After seeing it on paper, the
committee agreed it would create a hardship in the process.
The next regular Budget/Finance meeting will be Tuesday, February 21, at 5:30 p.m.
The meeting adjourned at 6:24 p.m.
Respectfully submitted,
Cathy Gabrian
Deputy Clerk
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