HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.19.2013 MINUTES
BUDGET/FINANCE COMMITTEE
FEBRUARY 19, 2013 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Doug Poehls Tom Nelson
Emelie Eaton Mark Mace
OTHERS PRESENT: Mayor Olson Cathy Gabrian
Chairman Mark Mace 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 February 5, 2013 meeting were presented and approved via motion by Doug,
seconded by Emelie, and passed unanimously.
The Utility Billing adjustments for January 2013 were reviewed by the Committee.
The Mayor has reviewed and approved the January journal voucher. Doug made a motion to
approve the utility billing adjustments and the journal voucher for January, seconded by Tom. All
in favor, motion passed.
The January financial statements were reviewed by the Committee. It was questioned why the
revenues were so high in fund 3502- SID #112. The Mayor explained that many of the businesses
in this SID paid off their portion, instead of spreading it out over the term of the SID.
Motion was made by Emelie to approve the financial statements, seconded by Doug. Motion
passed.
There were no purchase requisitions.
The Comp /OT reports for PPE 2/3/13 were reviewed by the Committee. The overtime was high
due to a holiday and a water leak.
The Payroll Register for PPE 2/03/13 totaling $175,037.30 was reviewed by the Committee.
Motion was made by Doug, seconded by Emelie, to recommend Council's approval of the payroll
register. Motion passed unanimously.
Clerk/Treasurer's Comments:
In Shirley's absence, the explanation of the journal voucher will be done at the next meeting.
Mayor's Comments: None
Emelie inquired about small service contract projects and whether they affect the budget.
Mayor Olson responded regarding the water project that we are looking at on Cottonwood and 5
Avenue. Shirley has been putting money aside and the city has tasked Great West Engineering to
give us a road map to finish the four inch lines in town. When Great West came back and identified
areas that can be designated small projects, they found two likely candidates. The city has the
ability, because Shirley was prudent, to combine sewer debts into one and free up sewer money. In
1
Budget/Finance Committee
February 19, 2013
addition, the money collected on the utility bills, designated as Capital Improvements, also goes into
this fund.
The project is for replacement of water and sewer lines, new street and curb and gutter. We are
trying to create SID #114, which is sidewalk replacement at a cost of $12 per month for 15 years
and will tie into this project. If the residents do not want SID #114, the rest of the project can still
go forward.
Mayor Olson said we hope to do a street maintenance project every other year in addition to our
regular projects. Glendive has a person who is equivalent to our CAO who has taken different
projects and had them pre - engineered. When funding becomes available, they look for a project to
fit the funding. The Mayor said it should be staff that does this process and they will bring it to
council, not the other way around.
Emelie asked the question and it was clarified that we have Great West Engineering on retainer and
when there is a project; staff goes to council and asks them to allow the cost to have it engineered.
Mayor Olson said there are criteria by which the projects are chosen. The Cottonwood project was
chosen in part because of the fire hydrant situation in the area.
Doug said people need to understand that if a project requires the SID and the residents do not want
it, then that project needs to drop to the bottom of the project list and it may be a long time until it
gets done.
Mark said when an area gets these improvements; it will increase their property values.
The total cost of this project will be divided by the number of property owners and everyone will
pay the same amount, regardless of whether they are having their entire sidewalk replaced or just a
small portion of it. Everyone benefits from it. SID #114 is only property owners in the two blocks
on Cottonwood and three blocks on 5` Avenue. By combining them, it saves dollars on bond
council and other expenses involved in starting an SID.
Mayor Olson said he will force Resolution No. 13 -13 to tonight's council meeting.
For the Next Agenda:
Explanation of journal vouchers by the Clerk/Treasurer.
The next regular Budget/Finance meeting will be on Tuesday March 5, 2013, at 5:30 p.m.
The meeting adjourned at 6:22 p.m.
Respectfully submitted,
Cathy Gabrian, Deputy Clerk
2