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HomeMy WebLinkAboutBudget/Finance Committee Minutes 03.19.2013 MINUTES BUDGET/FINANCE COMMITTEE MARCH 19, 2013 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Doug Poehls Tom Nelson Emelie Eaton Mark Mace OTHERS PRESENT: Shirley Ewan Mayor Olson 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 March 5, 2013 meeting were presented and approved via motion by Tom, seconded by Emelie, 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 February journal voucher. Emelie made a motion to approve the Utility Billing adjustments and the February journal voucher, seconded by Tom. All in favor, motion passed. The February financial statements were reviewed by the Committee. Shirley stated that 67% of the fiscal year has expired and the revenues are at 46% collected and the expenditures are at 39% spent. She then went on to explain the bank statement to the Committee and showed how the bank statement should match up with the Black Mountain System. If the two don't match, it means that something has been posted wrong or not posted. February's bank balance matches the system correctly. The Committee went through the graphs of the prominent funds and the Actual Revenues vs. the Actual Expenditures. Shirley explained that the Emergency Mill Fund is at 394% collected due to the FEMA money being received and required to be placed in the Emergency Fund which levies 2 mills. Doug inquired as to why the large spike in revenue in the Sewer Fund. The Mayor stated that is when the loan payment came in from the TIFD. Motion was made by Emelie to approve the financial statements, seconded by Tom. Motion passed. The Comp /OT reports for PPE 3/03/13 were reviewed by the Committee. Shirley stated there was 1 holiday on this payroll. Doug inquired as to how employees are chosen for drug testing. Shirley stated that every drug testing name is in the pot at the beginning of the quarter and three people are drawn out. There's a possibility that the same person may be drawn for several months in a row. Emelie inquired about the holiday worked at the water and sewer plants and which employees work where. Shirley stated that J Volmer, Riddle and Johnson work at the water plant and Defines & R.O.Volmer work at the sewer plant. The water plant is manned 24 hours /day. The Payroll Register for PPE 3/03/13 totaling $177,950.21 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. 1 Budget/Finance Committee March 19, 2013 Clerk/Treasurer's Comments: Budget Update Shirley stated that the budget process is on schedule; during the rest of March, Department Heads will go over their budgets with the Mayor, CAO and Clerk/Treasurer. The Mayor, Heidi and Shirley have reviewed the General Fund and Special Revenue Funds thus far. There are going to be some problems with the Capital Outlay Fund, as the requests are at 1.4 million and need to be cut. The Mayor stated that he was not present at the General Fund review with Heidi and Shirley. The Council will see the budgets during the month of April. Doug requested that Shirley resend the Council budget because he thinks he deleted it. Shirley stated that she will resend it in the morning. Mayor's Comments: Work being done by Knife River The Mayor informed the Committee that the work being done in the river by Knife River was for the Williston Basin Pipeline. They are required to remove pipe from the river. He mentioned that Donnes Inc is in the river now, working on the sedimentary and ditch diversion work ordered by the City. The sediment is being hauled up to City property by the Transfer Station. The engineer from Great West is determining whether or not a cattle guard will be required at the mouth of the diversion ditch to accommodate ice flow problems. The City has until May 10 to remove the weir from the river. Other: Nothing For the Next Agenda: Doug would like discussion on the Park Maintenance District and the Billie Riddle donation. The Lighting District for South Laurel Business District will be discussed. The next regular Budget/Finance meeting will be on Tuesday, April 2, 2013, at 5:30 p.m. The meeting adjourned at 6:25 p.m. Respectfully submitted, j 4, (4 (t ti 4-0 � Shirley Ewan, City Clerk/Treasurer 2