HomeMy WebLinkAboutBudget/Finance Committee Minutes 12.18.2012 MINUTES
BUDGET/FINANCE COMMITTEE
DECEMBER 18, 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 December 4, 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 there were no
unusual adjustments.
The Mayor has reviewed and approved the November journal voucher. Emelie made a motion to
approve the Utility Billing adjustments and the October journal voucher, seconded by Tom. All in
favor, motion passed.
The November financial statements were reviewed by the Committee. Shirley went through the
financial report stating that the Actual Revenues vs. Actual Expenditures report shows that 42% of
the year has expired and the City is at 28% collection of revenues and 26% expenditures. Shirley
explained the expenditures and revenues that are over 50% and the reason for each fund's overage.
She noted that the graphs for the General Fund had a large influx of revenue. She explained that
was the entire tax collection and it has not been divided up amongst the taxing funds because the
County had not sent the division report as of the end of November. The amount was $700,000 of
which $353,000 will go to the Street Maintenance Fund. This amount will bring the fund out of the
negative cash balance. Shirley also explained that the graphs for water and sewer only show the
operating cash, not the total cash in the two funds. There were no questions from the Committee.
Motion was made by Tom to approve the financial statements, seconded by Doug. Motion passed.
There were no purchase requisitions presented to the Committee.
The Comp /OT reports for PPE 12/09/12 was reviewed by the Committee. Shirley apologized for
not finding the answer to Doug's question from last time and will find out what kind of training the
police received last pay period.
The Payroll Register for PPE 12/11/12 totaling $200,791.77 was reviewed by the Committee.
Shirley noted that the reason the payroll was so high was because of the comp time payouts this
month. Motion was made by Emelie, seconded by Tom, to recommend Council's approval of the
payroll register. Motion passed unanimously.
Clerk/Treasurer's Comments:
The Clerk requested that the Budget Finance meeting be moved to January 2, 2013 rather than
January 1, 2013. The consensus of the group was this is OK.
1
Budget/Finance Committee
December 18, 2012
Mayor's Comments:
Budget Process Workshop Update
The Mayor briefly went through what would be discussed at this workshop. Doug requested a
rough draft with timelines for the budget process and possibly looking at what is given to the
department heads when the budget process begins.
The Mayor will provide information as to where the revenues come from in the Special Revenue
funds and how it is determined as to what the revenues can be spent on.
The Mayor would like to make the budget process as transparent as possible to the Legislative staff
and the public.
The purpose of the workshop is to educate the new Council members and reiterate the budget to the
rest of the Council.
Tom would like to go through the annexation process and what can be done with reserves. The
Mayor will find information on this and whether it is cost effective to annex the properties.
A rough draft of the workshop agenda will be provided to the Council in early January.
Other:
The Mayor informed the Committee that the Small Water Projects committee is currently working
on the 5 Ave and Cottonwood water /sewer line /street projects and is determining if it would be
worthy of doing the sidewalks as a SID. Doug asked about East Railroad and Southwest 4 Street,
where the Cenex employees are destroying the street. The Mayor would like to consider both of
those projects in future meetings.
For the Next Agenda:
Budget Process Workshop.
The next regular Budget/Finance meeting will be on Wednesday, January 2, 2013, at 5:30 p.m.
The meeting adjourned at 6:15 p.m.
Respectfully submitted,
L u) L)
Lc/
Shirley Ewan, City Clerk/Treasurer
2