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HomeMy WebLinkAboutBudget/Finance Committee Minutes 05.01.2012 MINUTES BUDGET/FINANCE COMMITTEE May 1, 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 Mayor, Ken Olson Kurt Markegard 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. Chuck requested the agenda be switched, so Kurt could be excused after his statement. The purchase requisitions were moved to the start of the meeting, as well as Clerk/Treasurer's comments regarding the regional garbage increases. There were two purchase requisitions presented to the committee. Kurt presented his purchase requisition requesting fifty 300 - gallon garbage containers. He had 2 quotes attached and requested the City purchase from Rotanic's Manufacturing Inc., as they were the lowest bid. Kurt stated that the City has 20 left from last year but would like to have 50 additional cans for the future, while the prices are low. The price of the cans is $14,800. Doug made a motion to accept the requisition for the purchase of 50 new containers from Rotanic's Mfg. Inc., Emelie seconded the motion, all in favor, motion passed. The second purchase requisition is for a certification permit from the DEQ to start the Riverside Park bank stabilization process. Shirley stated that the Army Corps approved the project and now the permits need to be gotten from the State. This is the first permit that needs to be obtained prior to going out for bid for the rebuilding of the bank. The Mayor updated the Committee on the process that would be taken to begin the project and that the boat ramp would be rebuilt after the project was done. Chuck made a motion to approve the purchase requisition in the amount of $9,632, Doug seconded, all in favor, motion passed. Clerk/Treasurer Comments 7C, Regional Garbage increases: Shirley stated that she checked on the cost of garbage/ton this year and the City is currently paying $18.00 /ton. The cost last year was $16.80 /ton with an increase of $1.20 /ton this year. Shirley stated that she feels the current charge is quite reasonable. The new contract with Billings is due in June of this year. The new contract will come before the Council in June. The minutes of the April 17, 2012 meeting were presented and approved via motion by Doug, seconded by Emelie, and passed unanimously. Doug made a motion to approve the claims, in the amount of $322,571.81 for Council consent; Chuck seconded the motion, all in favor, motion passed. The Comp /OT reports for PPE 4/15/2012 were reviewed. There were no questions. The Payroll Register for PPE 4/15/12 totaling $186,964.94 was reviewed by the Committee. Motion was made by Doug, seconded by Chuck to recommend council approval of the payroll register. Motion passed. Clerk/Treasurer's Comments: Liability for the General Fund for Accrued Vacation and Sick Leave: Shirley stated that the liability for the General Fund is $237,331 and is not budgeted. Doug suggested we look at the age and amount of years that each General Fund employee has and take a percentage of that and include it in the budget for next year. The Mayor mentioned that the General Fund budget is currently $406,000 off of balancing and he's not sure the General Fund can budget anything more at this time. As the budget stands now, he would be 1 Budget/Finance Committee May 1,2012 more inclined to cut hours of current employees if the budget cannot be cut by department heads. Doug stated that we could start with $50,000 and at least it would show an effort in addressing the aging employee's retirement pay out. Emelie asked what the Mayor meant by being $406,000 off at this time. The Mayor stated that the revenues for next year are $406,000 less than the department heads requested at this time. Mark reiterated that this is why a Park Maintenance District is so important. Shirley stated that she could put in $50,000 and take it out of reserves. If it's not used, it will return to the reserves at the end of the year. Kat inquired as to why it was off so much. The Mayor stated that it starts off this way every year and the department heads meet with the Mayor, Heidi and Shirley and see what their priorities are and then cut the items that are not priorities. The budget always starts out with more expenditures than revenues. The Mayor then explained the importance of cash reserves to Kat. Kat Stokes inquired about annexation and impact fees for water and sewer users outside of the City limits. There was discussion in regards to annexing and impact fees. Budget Update: Shirley let the Committee know that Heidi, Mayor and she are meeting with department heads in the next 2 weeks to discuss their priorities and the reasons for their budgeting. After the 3 have met with the department heads and removed the fluff from department budgets, Shirley will develop a calendar for the Council to meet with each department head to discuss their budgets. Mayor's Comments: Nothing other than the work has started the East Main sidewalk project. Other: Emelie inquired as to how the O'Reilly's construction was going. Shirley mentioned that the contractor requested a business license application today. The Mayor will keep the Committee up to date as the development begins. For next agenda: Garbage Contract with Billings. Chip sealing of SE 4 Street. The next regular Budget/Finance meeting will be Tuesday, May 15th, at 5:30 p.m. The meeting adjourned at 6:27 p.m. Respectfully submitted, Shirley Ewan, Clerk/Treasurer 2