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HomeMy WebLinkAboutBudget/Finance Committee Minutes 04.03.2012 MINUTES BUDGET/FINANCE COMMITTEE April 3, 2012 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Mark Mace, Chairman Doug Poehls Chuck Dickerson Emelie Eaton OTHERS PRESENT: Shirley Ewan Kat Stokes Chairman Mace called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m. There was one individual for the public in attendance. The minutes of the March 20, 2012 meeting were presented and approved via motion by Doug, seconded by Chuck, and passed unanimously. Doug made a motion to approve the claims, in the amount of $172,317.46 for Council consent; Emelie seconded the motion, all in favor, motion passed. There were no purchase requisitions presented to the committee. The Comp /OT reports for PPE 3/18/2012 were reviewed. There were no questions. The Payroll Register for PPE 3/18/12 totaling $164,028.64 was reviewed by the Committee. Motion was made by Doug, seconded by Emelie to recommend council approval of the payroll register. Motion passed. The February journal voucher #1004 was reviewed and signed by the Mayor and approved via motion by Doug, seconded by Chuck, motion passed. Clerk/Treasurer's Comments: Answers to Committee Questions: Shirley stated that she had talked to the Police Chief and found that DRRE — Agency Assist on the overtime sheets refers to Patrolman Huertas. He has been trained in drug recognition and is considered a "Drug Recognition Employee ". Due to the time and expense of the course, not all police officers are trained in this field; therefore, they sign an agreement to offer their services to other agencies when requested, thus the officer's overtime last month. Total Back -Pay to Local 316 - $11,946.63 Shirley stated that this was the amount that was paid out to the union after the agreement was signed. Mark asked how much each individual received. Shirley said she believed there are about 21 members that received the raise, so around $550 each. Shirley will check to make sure how many members there are. Budget Update Shirley said that not all of the budgets have been turned in to her, so she is not ready to start presenting them to the Council. Chuck inquired as to when they were due. Shirley stated that they were due on March 13 The Mayor stated that management is requiring a lot more itemization this year, therefore some staff members are spending more time calculating what they will need. The Mayor let the Committee know that, although the budget is a required item, it is only a road map for the year. The Mayor stated that the Committee needs to be aware of an unfunded mandate in retirees' payout. Currently, there is a 32 -year veteran of the City will be retiring in 2 weeks and the payout for Bob Mann has not been budgeted. Shirley stated that this coming year she would like to budget for retirees that may be leaving the City after many years of service in the City. Emelie asked what happens if no one wants the position that is being 1 Budget/Finance Committee April 3, 2012 vacated. The Mayor said that if that happens, the City will go out of the City ranks to find an individual. If we are unable to find someone, DEQ will provide us with temporary help until we are able to train someone. The Mayor also let the Committee know that there will be additional training required to run the new processes after the updates to the Sewer Treatment Plant are done.. Mayor's Comments: Chip Sealing of SE 4 Street The Mayor knows that the chip sealing will be done this spring, but is not sure when. He will let the Committee know after he speaks to Kurt and Heidi. Resolution to Transfer Riverside Park Revenue to CIP The Mayor is curious as to what money the Committee is referring. Doug and Mark both stated that it is the money that has come in from Exxon and Williston Basin. The Mayor stated that currently all of that money is restricted to the Parks, in the General Fund. Shirley stated that there is currently $190,000 restricted. Mark said that originally the concern was in regards to the $15,000 that Exxon paid for the easement lease at Riverside Park, but now he is interested in all the money that came in after the flooding. The Mayor stated that before the money is allocated, the City needs to have an assessment done to determine if all of the money should be spent at Riverside Park. Chuck would like to see the money used to clean up Riverside Park, especially the garbage behind the berm. Doug inquired as to whether the money should be used for the levee at Riverside Park. Mark would like the Committee to keep in mind that next year the City would like to go for a Park Maintenance District. Mark is wondering if the scrap metal would be salvageable and possibly someone would be willing to clean up the area to retrieve the salvage. Emelie asked if the May 5 cleanup will be addressed at Riverside Park. The Mayor stated that it would not, as it is only for town and alleys. The Mayor stated that Tom and Bruce will be addressing issues at Riverside Park and the Committee should probably wait for their recommendations. The Mayor feels that the City needs a master plan for the parks before it is determined what to do with the money. The Mayor mentioned that the Federal Government has fined Exxon $1.6 million to use as cleanup for the oil spill and possibly the City could apply for some of that money. Mark stated that the money will be divvied up in $50,000 increments and the City will need more than that to rebuild the levee. Mark also let the Committee know that Exxon will be replacing the trees that they removed. Chuck mentioned that he heard that the City can pass an Emergency Resolution and get the levee done without bidding for it. The Mayor stated that he also talked with John Ostlund in regards to an Emergency Resolution and he has referred the matter to Sam for his recommendation. Right now the City needs to wait for Spencer Gray, at Senator Baucus' office, to hear back from the Army Corps to see what they are willing to do. The City should hear within the next 2 weeks. The purpose of the Emergency Resolution would be to bypass going out to bid, but the company chosen would still have to provide the City with qualifications to do the project. Other: The Mayor mentioned that the Cemetery recommendation will not come before the Council again until the project has gone out for bid. After the City is sure of the cost, then the Council will determine if there is enough money in the CIP Fund to fund the project, or if there are other more demanding needs for the City. For next agenda: The Riverside Park Revenue will be moved to the bottom of the agenda and be reviewed again in July 2012, after it is determined what will be done with the levee at Riverside. Chip sealing on SE 4` Street. 2 Budget/Finance Committee April 3, 2012 The next regular Budget/Finance meeting will be Tuesday, April 17th, at 5:30 p.m. The meeting adjourned at 6:30 p.m. Respectfully submitted, C('CL«J Shirley Ewan, Clerk/Treasurer 3