HomeMy WebLinkAboutBudget/Finance Committee Minutes 10.16.2012 MINUTES
BUDGET/FINANCE COMMITTEE
OCTOBER 16, 2012 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Doug Poehls Tom Nelson
Emelie Eaton
OTHERS PRESENT: Shirley Ewan Mayor Olson
Co- Chairman Doug Poehls called the regular meeting of the Budget/Finance Committee to order at
5:30 p.m. There was no one from the public present.
The minutes of the October 2, 2012 meeting were presented and approved via motion by Emelie,
seconded by Tom, and passed unanimously.
The Utility Billing adjustments were reviewed by the Committee. Shirley noted that assessments
were charged off to the tax bills and that Big Sky Properties, Inc. has filed bankruptcy. Big Sky
Properties bill in the amount of $1,020.94 has been written off.
The Mayor has reviewed and approved the September journal voucher. Shirley noted that $60.00
of the cash error last month has been found, but there is still $22.90 that is not accounted for.
Emelie made a motion to approve the Utility Billing adjustments and the September journal
voucher, seconded by Tom. All in favor, motion passed.
The September fmancial statements were reviewed by the Committee. Shirley went through the
fmancial report stating that she has also graphed where the City stood at this same time last year.
Shirley went through the Comparison of this fiscal year versus the same time period last fiscal year
and noted that revenues m water and sewer are higher this year, as the capital surcharge and
increase in the cost of water and sewer charges has increased the revenue. Shirley also noted that
the solid waste expenses are higher this year as the City just bought a garbage truck. Other than
those mentioned, the City is approximately at the same place as this time last year in revenues and
expenditures.
The Actual Revenues vs. Actual Expenditures report shows that 25% of the year has expired and the
City is at 16% collection of revenues and 16% expenditures. Shirley told the Committee that the
Street Maintenance Fund has expended all of its cash at this time and will not be receiving
assessments until the end of November. The cash was expended for the road work done by
Hardrives Construction.
Motion was made by Emelie to approve the financial statements, seconded by Tom. Motion passed.
There was one purchase requisition presented to the Committee. The purchase is for a new Chevy 1
ton truck in the amount of $29,273. Three bids have been received from Fichtner Chevrolet,
$29,273, Laurel Ford, $31,625, and Lithia Dodge, $38,395. The Public Works Director would like
to buy the truck from Fichtner Chevrolet. Tom made a motion to approve the purchase, Emelie
seconded, motion passed.
The Comp /OT reports for PPE 10/5/12 was reviewed by the Committee. Doug inquired as to
what the STEP overtime was for. The Mayor explained that this is for the grant money accepted
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Budget/Finance Committee
October 16, 2012
from the Montana Department of Transportation. The grant pays for overtime expended for officers
to patrol for Driving Under the Influence traffic. There were no other questions.
The Payroll Register for PPE 10/5/12 totaling $173,392.24 was reviewed by the Committee.
Motion was made by Emelie, seconded by Tom, to recommend Council's approval of the payroll
register. Motion passed unanimously.
Clerk/Treasurer's Comments:
Shirley let the Committee know that she has just finished the year end report for the Federal
Equitable Sharing program and that the fund has $108,000 available for purchases for the police
department.
Shirley mentioned that she is also filling out the application for revalidation for Medicare for the
ambulance services. This revalidation has to be done every three years.
Mayor's Comments:
The Mayor had nothing.
Other:
Doug inquired as to how the Police Union negotiations are coming along. The Mayor stated that
mediation will begin on Monday, October 22 at 9:30 a.m.
Shirley asked if the Committee was ready to address any of the issues at the bottom of the agenda.
The Mayor asked the Committee to read or reread the budgeting cycle in their Montana Municipal
Officials Handbook prior to setting up a workshop on budgeting, so one of the issues can be
addressed. This will address one of the issues located at the bottom of the agenda.
For the Next Agenda:
Doug asked for an update on the lift stations, especially the Elm Street lift station. He has had a few
complaints about the smell again. Tom stated that he has also.
The next regular Budget/Finance meeting will be on Monday, November 6, 2012, at 5:30 p.m.
The meeting adjourned at 6:05 p.m.
Respectfully submitted,
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Shirley Ewan, City Clerk/Treasurer
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