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HomeMy WebLinkAboutBudget/Finance Committee Minutes 03.20.2012 MINUTES BUDGET/FINANCE COMMITTEE March 20, 2012 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Mark Mace Chuck Dickerson Emelie Eaton OTHERS PRESENT: Shirley Ewan Kat Stokes Chairman Mark Mace called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m. Kat Stokes was present to represent the public. The minutes of the March 6, 2012 meeting were presented and approved via motion by Chuck, seconded by Emelie, and passed unanimously. The Utility Billing adjustments were reviewed by the Committee. Shirley mentioned that some residents had paid the overcharge in January and they were being credited in February, which is . the reason the adjustments were so many. Emelie made a motion to approve the adjustments, seconded by Chuck, motion passed. The Mayor has been ill therefore the February journal voucher has not been approved. Shirley will put it on the next agenda for his approval. The February fmancial statements were reviewed by the Committee. Shirley went through the financials and stated that 67% of the year has lapsed but only 44% of the revenues have been collected and 35% of the authorized expenditures have been spent. She noted that the reason this is skewed is due to the fact that the Sewer Fund is applying for the $6.5 million loan and has not received it as of the date of the financials. Shirley did say that the loan application has been submitted to DNRC. Other than the sewer loan, all of the departments seem to be within their budgeted range. Shirley mentioned that the SE 4th St chip seal program will take place this spring and that there will be enough revenue to use $100,000 on pothole repair. Other spring projects may have to be postponed due to the amount of money that was used on the 3' Ave, 5 -8` Street project last summer. 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 March 4, 2012 were reviewed by the Committee. Shirley noted that there was a holiday last month, which caused the Police overtime to be higher than usual. Chuck inquired as to whether the reserve training overtime would be paid back. Shirley stated that it would not, as the reserves are budgeted out of the Police Training Fund and there is no payroll spent out of that fund other than workers' compensation for the reserves. The only other budgeted items are supplies. Mark inquired as to what DRE callout — Agency Assist was all about. Shirley does not really know, but will check with the Police Chief to find out. 1 Budget/Finance Committee March 20, 2012 Chuck asked why there were Roman numerals behind the overtime hours on the public works overtime. Shirley told the committee that represented which shift they were working. The Payroll Register for PPE 3/04/12 totaling $188,306.10 was reviewed by the Committee. Motion was made by Emelie, seconded by Chuck, to recommend Council's approval of the payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: Budget Calendar: Shirley informed the Committee that she does not have anything to discuss in regards to the calendar, as the Mayor has been ill and she has not gone over it with him. She did state that only 4 budgets have been submitted and she is still waiting for the rest. Mayor's Comments: The Mayor was not present. Other: Kurt gave Shirley some Cemetery irrigation option sheets to hand out to the committee members. Tom Nelson was to report to the Committee about the options, but he was not present. Mark explained the options to the Committee and requested the City go forward with the bidding process, as this has been brought up for years with no action. Shirley stated that there are funds available that could be used for the project and that the Cemetery does have $90,000 left in their capital cash. Chuck made a motion to recommend to the Council that the City goes forward with the project and that it be placed on the next workshop agenda, Emelie seconded. All in favor, motion passed. Shirley informed the Committee that the Sewer ARRA Project loan has been closed. Staff, as well as the engineer, feels that the odor problem at the lift stations will be an easy fix and the Sewer Fund will be able to fund what needs to be done. The amount that was released back to DNRC was $66,236. The funds needed to be released due to the fact that they cannot be used on the WWTP (new) project and DNRC would not accept a new loan application without first closing this loan. The Committee feels that, although staff has the authority to do such things, the Council should have a say in the matter prior to the release of the funds. All they are asking is that staff keeps them in the loop. Shirley will let staff know. For the Next Agenda: Chip sealing on SE 4'' Street. Resolution to transfer Riverside Park revenues to CIP. The next regular Budget/Finance meeting will be on Tuesday, April 3, 2012, at 5:30 p.m. The meeting adjourned at 6:05 p.m. Respectfully submitted, Shirley Ewan, City Clerk/Treasurer 2