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HomeMy WebLinkAboutBudget/Finance Committee Minutes 04.17.2012 MINUTES BUDGET/FINANCE COMMITTEE April 17, 2012 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Mark Mace Chuck Dickerson Doug Poehls 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. No public comment was heard. The minutes of the April 3, 2012 meeting were presented and approved via motion by Chuck, seconded by Doug, and passed unanimously. The Utility Billing adjustments were signed by the Committee at the last meeting. Shirley noted that there was $230 in adjustments, none of which were unordinary. The Mayor has reviewed and approved the March journal voucher. Chuck made a motion to approve the Utility Billing adjustments as well as the March journal voucher, seconded by Doug. All in favor, motion passed. The third quarter fmancial statements were reviewed by the Committee. Shirley went through the financial report and stated that 75% of the year has lapsed with 48% of the revenues collected and 38% of the authorized expenditures have been spent. Shirley briefly went through the third quarter review with the Committee noting that the Energy Efficiency Grant, the CTEP Grant and SID #110 Funds have been closed. The FAP addition has cost $413,887 thus far and there are still some bills outstanding. The resolution for the loan from the Solid Waste Department will be presented to the Council after the last claims have been paid. Chuck inquired as to whether the loan could go through the Council now and be amended if the costs are more than what the loan requires. The Mayor stated that it would be best to wait until all the claims have been paid and just do one resolution without amending it at a later time. Mark inquired as to whether the 1% increase in this year's expenditures over last year's included the retro pay to the union. Shirley stated that it did. Mark asked if the regional costs for the solid waste have gone up or when they will be going up. Shirley stated that she is not sure but thinks they have already gone up. She will check to make sure. Motion was made by Chuck to approve the financial statements, seconded by Doug. Motion passed. There were no purchase requisitions presented to the Committee. 1 Budget/Finance Committee April 17, 2012 Review of employee leave reports for the prior quarter. The last quarter reports were reviewed by the Committee. Shirley mentioned that these amounts are not budgeted. When a person leaves the City, they are owed '/ of their sick leave and the rest of the vacation, comp time, etc., in its entirety. She would like to see the City budget a certain amount each year for the General Fund rather than take the hit all at once, as several of the employees in the City are reaching retirement age. The Committee agreed that this would be a good idea. Doug would like a report of how much the liability is just for the General Fund in order to determine how much to set aside. The Comp /OT reports for PPE April 1, 2012 were reviewed by the Committee. Doug inquired as to what social host overtime was. Shirley explained that the City receives a grant from United Way to educate and promote non - drinking amongst minors. This was one of those events. The Payroll Register for PPE 4/01/12 totaling $171,452.59 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. Clerk/Treasurer's Comments: Budget Update: Shirley stated that she is still waiting for a few budgets, but they are slowly trickling in. Mayor Olson, Heidi and Shirley meet on Mondays of each week for 2 hours to go through the budgets and make recommendations. The Mayor mentioned the possibility that some personnel may need to be cut to meet the shortfalls in revenues in the General Fund. The group will continue to meet on Mondays until they are ready to present the budget to the Committee. Update of the disbursement of back -pay for Local 316: Shirley handed out sheets to the Committee showing how much each individual received in back -pay, noting that the $.15/hr for the certifications was included in the back -pay. The increase ranged from $275 to $1,197 in retro pay, depending on the position. 2n Quarter News Letter: Shirley handed out a copy of the newsletter that will be going out to the residents next week with the utility bills. She noted that the color wasn't very bright but will be better from the printers. Kat Stokes noted that Scot's name was spelled wrong; he spells his name with one t not 2. Mayor's Comments: Chip sealing on SE 4 Street: The Mayor stated that the SE 4 Street will be chip sealed as soon as the weather permits. The temperature has to be at 60 degrees both day and night. Mark noted that the plants that produce the oil are not even open yet. As soon as the plants open, the City will go out to bid for the chip sealing. Other: The Mayor informed the Committee that the negotiating committee has met with Local 303 to set down the ground rules for negotiations. The next meeting with the union will be on April 23` and the Council is welcome to attend any of the meetings. Doug inquired as to how the wastewater treatment project is coming along. The Mayor stated that they are still in the design process and he will keep the Council informed as to how it is going. 2 Budget/Finance Committee April 17, 2012 For the Next Agenda: Nothing new has been requested. The next regular Budget /Finance meeting will be on Tuesday, May 1, 2012, at 5:30 p.m. The meeting adjourned at 6:20 p.m. Respectfully submitted, A CC c� 4 Shirley Ewan, City Clerk/Treasurer 3