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HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.21.2012 MINUTES BUDGET/FINANCE COMMITTEE February 21, 2012 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Mark Mace Chuck Dickerson Doug Poehls OTHERS PRESENT: Shirley Ewan Mayor Ken Olson Kat Stokes Chairman Mark Mace called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m. There was one individual from the public in attendance. The minutes of the February 7, 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 several sheets of adjustments, as all residents were charged $5.17 too much on their January bill. The adjustments showed up on the new bills. Chuck made a motion to approve the adjustments, seconded by Doug, motion passed. The Mayor approved and signed the January journal voucher. The January financial statements were reviewed by the Committee. Shirley stated that 40% of revenues have been received and 32% of expenditures spent. The City percentages at this time could be 58% for both revenues and expenditures. Doug inquired as the Street Department had a negative $271,674 on the right hand of the spreadsheet. Shirley stated that is the difference in revenues vs. expenditures and that the amount shows how much of the reserves the fund has used since the beginning of the year. Shirley mentioned some of the funds have used all of their budget authority, i.e. the Comp Insurance. The insurance payment was made at the beginning of the year and the revenues will follow as taxes are collected. Shirley mentioned that the Solid Waste Fund has ordered a new garbage truck, which will delete their reserve by $250,000, and that the General Fund will be bringing forward a loan request for the FAP costs, in the form of a resolution. Currently not all of the FAP costs have been received so the resolution will not be necessary until the FAP addition is closed. Motion was made by Chuck to approve the financial statements, seconded by Doug. Motion passed. There were no purchase requisitions presented to the Committee. The Comp /OT reports for PPE January 5, 2012 were reviewed by the Committee. There were no questions. The Payroll Register for PPE 2/5/12 totaling $171,457.50 was reviewed by the Committee. Motion was made by Doug, seconded by Chuck, to recommend Council's approval of the payroll register. Motion passed unanimously. 1 Budget/Finance Committee February 21, 2012 Clerk/Treasurer's Comments: Wastewater Treatment Plant Overtime Shirley noted that there is $9,152 built into the budget for overtime for the Wastewater Treatment Plant. Mark stated that maybe he did not make himself clear at the last meeting, but he is wondering if there is enough money budgeted for the wastewater plant after the design is done and the project begins there. Shirley is not sure if the City will have any overtime during the construction of the upgrades, but will check with Chad to see if we need to budget for overtime in the next budget year. Shirley mentioned that currently 2 employees at the water plant and the sewer plant may need extended time oft due to illness, and there may be some overtime now, due to their conditions. Shirley stated that the budgets have been distributed to the Department Heads and will be receiving them back around the 15 of March. The Mayor, Heidi and Shirley will go over the budgets with the Department Heads prior to bringing them to the Council. Mayor Olson would like to set up the workshops, like last year, where each department head came before the Council with their budgets and explained what they were requesting. Mayor's Comments: Public Works Union Update: The Mayor stated that the final vote on the 316 Union Contract proposal will be tonight. The Mayor also mentioned that he had Shirley move the other 2 items down below on the agenda, as there is nothing further to report at this time. He will put the Park Maintenance District up for discussion after the Park Board meets on Thursday. Mark will be able to report on the Park Board's meeting at the next Budget/Finance meeting. Tomorrow a letter will be sent to 303 union to start negotiations for the Police Union. Other: Shirley inquired as to whether the Committee had any feedback on the pamphlets that went out with last month's water bills. She has not heard anything back, but a few of the Department Heads have. Shirley is wondering if the worth of the pamphlet supersedes the additional cost of the newsletter. The Committee members stated that they have gotten some feedback and it all seemed positive. The Committee feels that it is worth the additional cost. Discussion was held on a dog park and where one could be placed. Chuck mentioned that garbage containers need to be placed at Murray Park as many people walk their dogs up there and they need to clean up after them. The Mayor mentioned that the Riverside Park comment period is up and the City should hear back from the Corp within 30 days. Mark showed the Committee an example of information he received from the City of Billings that states his entire wage, which includes ancillaries and insurance. He is wondering if the City of Laurel would mind doing something on that order for their employees. It was decided that the best way would be on a calendar year rather than a fiscal year. Shirley will try and come up with a form and see if she and the payroll clerk can accomplish a similar form. 2 Budget/Finance Committee February 21, 2012 For the Next Agenda: The Park Maintenance District will be discussed and the Committee would like to find out if anything has been done in regards to the smell at the Elm lift station. The next regular Budget/Finance meeting will be on Tuesday, March 6, 2012, at 5:30 p.m. The meeting adjourned at 6:10 p.m. Respectfully submitted, acct (Lcz_1 Shirley Ewan, City Clerk/Treasurer 3