HomeMy WebLinkAboutBudget/Finance Committee Minutes 01.02.2013 MINUTES
BUDGET/FINANCE COMMITTEE
JANUARY 2, 2013 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT:
Mark Mace Tom Nelson
Emelie Eaton Doug Poehls
OTHERS PRESENT: Shirley Ewan Mayor Ken Olson
Chairman Mace called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m. There was no
public in attendance.
The minutes of the December 18, 2012 meeting were presented and approved via motion by Doug, seconded by
Tom, and passed unanimously.
Doug made a motion to approve the claims, in the amount of $503,825.90 for Council consent; Shirley informed
the Committee that the claims are higher than usual due to debt service payments due in December. Emelie
seconded the motion, all in favor, motion passed.
There were no purchase requisitions presented to the Committee.
The Comp /OT reports for PPE 12/23/2012 were reviewed by the Committee. There were no questions.
The Payroll Register for PPE 12/23/12 totaling $165,620.31 was reviewed by the Committee. Motion was made
by Doug, seconded by Emelie, to recommend council approval of the payroll register. Motion passed.
Clerk/Treasurer Comments:
City Audit
Shirley informed the Committee that the audit was done and we got rid of rid of two write ups but still continue to
have the write up regardin the Purchasing Policy not being followed by staff. Heidi plans on meeting with
department heads on the 8` to reiterate the fact that it is not being followed and there will be consequences for
employees that do not follow the policy. The Committee would like to be updated on this matter, as they are
willing to send out a memo to departments in regards to the policy if the CAO is unable to get the point across to all
of the employees. Other than that, the continued write -ups pertain to the Interlocal Agreement with the County in
regards to a planning contract, City Judge not balancing time pays with the finance department, and segregation of
duties and financial statement preparation. No new write -ups were received this year.
Shirley has finished the MD &A (Management Discussion and Analysis) for the audit and the Mayor will review
this with the Council at the Budget Workshop scheduled for January 22, 2013.
The audit went smoothly this year.
Police Officers' Overtime
Shirley had forgotten to check with the Police Chief about the overtime officers had while attending training in
Billings. She has since that time inquired as to what training was received. Yellowstone County Attorney met with
the officers to inform them of the legal updates, policy and procedures and what is expected of law enforcement
officials.
Mayor's Comments:
January 22, 2013 Budget Workshop
The Mayor informed the Committee that he will be going through the MD &A at the workshop and would still like
to have any questions or information the Council would like to review at the workshop. He would like the Council
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Budget/Finance Committee
January 2, 2013
to prepare any goals that they would like the City to aim for in future years. The goals and the budgeting for these
goals will be discussed. The Mayor will also ask the department heads to write up their department goals.
Other:
The Mayor informed the Committee that on January 3, 2013, the negotiating committee will be meeting with the
Local 303 with a different mediator per the Union's request. The meeting is scheduled for most of the day.
Interviewing for a new prosecutor will also happen on the 3`
Tom inquired about the Neptune water meters and how that was coming. The Mayor stated that Heidi has officially
gotten into the mix and has requested they contact her. Emelie asked exactly what was happening when the meters
failed. The Mayor explained about the mechanical failure and how the meter reader is able to determine if it is not
working.
For next agenda:
Discussion of January 22nd, workshop will be addressed further at the next B/F meeting.
Doug would like the Purchasing Policy follow -up to be placed on the Future Meetings list.
The next regular Budget/Finance meeting will be Tuesday, January 15 at 5:30 p.m.
The meeting adjourned at 6:25 p.m.
Respectfully submitted,
t(Cet
Shirley Ewan, Clerk/Treasurer
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