HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.05.2013 MINUTES
BUDGET/FINANCE COMMITTEE
FEBRUARY 5, 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 January 15, 2013 meeting were presented and approved via motion by Doug, seconded by
Emelie, and passed unanimously.
Emelie made a motion to approve the claims, in the amount of $307,262.20 for Council consent. Doug seconded
the motion, all in favor, motion passed.
There were 2 purchase requisitions presented to the Committee. The first requisition was from Police Chief
Musson. He would like to purchase 14 new Glock guns with night sights. All quotes were for the same amount
and the Chief has chosen to purchase the guns from Gunarama out of Spokane. The purchase will be made with
Federal Equitable Sharing funds. The guns that the police are using now will be distributed to the reserves. The
guns will be returned to the City when and if a reserve leaves the reserve unit. Doug made a motion to approve the
purchase, Tom seconded. Shirley will let the Chief know that he may order the guns.
The 2 " purchase requisition was from Public Works Director Markegard. He would like to purchase 2 new 40
yard roll off containers for the solid waste department. Three quotes were sought, but only 2 vendors responded.
Kurt has chosen the containers from Solid Waste Systems. The 2 containers that will be replaced were destroyed
by fire from disposal of hot materials. MMIA has given the City $5,000 depreciated value for the containers.
Doug made a motion to approve the purchase, Emelie seconded. Shirley will inform Kurt that he may order the
new containers.
The Comp /OT reports for PPE 1/20/13 were reviewed by the Committee. There were no questions.
The Payroll Register for PPE 1/20/13 totaling $167,602.30 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:
Exit Interview with Auditors
Shirley informed the Committee that she and Heidi met with Brent Olness for the exit interview. They went
through the write -ups from the audit. Brent informed us that there is not much we can do about some of the write -
ups, i.e. segregation of duties, but he recommended that we rewrite the purchasing policy to make it easier to
follow. The policy is too complicated. Brent suggested getting Quick Books application to resolve the Court
balancing issues each month.
Shirley inquired as to how the auditors would respond to passing the budget prior to receiving the mill values.
Brent stated that it is possible, but to pass the budget as a management tool, rather than as the final budget. The
City needs to know what mill values are prior to submitting the budget to the State. The Mayor stated that several
cities in Montana are now doing this and he would like the City of Laurel to have the budget done by July l He
feels that it would be a benefit to the department heads to know what they have to work with at the beginning of the
fiscal year. The hope is that projects will get done earlier in the budget season if the department knows that their
budgets have been approved.
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Budget/Finance Committee
February 5, 2013
Mark inquired as to whether this will now be policy. Shirley stated that we should see how the first year goes prior
to setting it into policy.
Mayor's Comments:
Sewer Plant Update (budget)
The Mayor informed the Committee that he will have Chad from Great West update the Council on the progress
within the next couple of weeks. The Mayor stated that Hal has left Great West and Chad is now the primary
contact on the project.
Other:
The Mayor informed the Committee that the City held the pre -bid meeting with contractors today in regards to the
sedimentary removal from the river. Five contractors showed up for the meeting. The contractors are interested as
to how they should bid the removal, whether by truck load or by how much has been unloaded at the site across
from the container site. The contractors have been informed that the permitting has been done. February 19 will
be the bid opening. Tom inquired as to whether any of the sediment can be used by the City. The Mayor stated
that it can be used, but not sold or deposited back into the river. The Mayor suggested that the City set aside some
funds each year to have the money available for dredging the river as needed, rather than waiting for another event
such as flooding. The City could then submit the bills to FEMA and if they accepted, all the better for the City. If
they didn't, the work would still have been done as it was needed.
The Mayor let the Committee know that the Local 303 union members would not ratify the mediated proposed
agreement. They have countered with a different proposal and are still willing to mediate. If mediation fails and
both sides have given their best and final offer and it has not been agreed by both parties, the proposals will go to
arbitration. The Mayor believes that the Union is still willing to negotiate at this time.
For next agenda:
The next regular Budget/Finance meeting will be Tuesday, February 19 at 5:30 p.m.
The meeting adjourned at 6:15 p.m.
Respectfully submitted,
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Shirley Ewan, Clerk/Treasurer
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