HomeMy WebLinkAboutBudget/Finance Committee Minutes 04.16.2013 MINUTES
BUDGET/FINANCE COMMITTEE
APRIL 16, 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 April 2, 2013 meeting were presented and approved via motion by Doug,
seconded by Emelie, and passed unanimously.
The Utility Billing adjustments were reviewed by the Committee. Shirley said there were a couple
of adjustments out of the ordinary, 1 being a misread on the MRL meter causing a reduction in their
bill of $1,389 and the other one being a broken pipe under a trailer. The sewer charge was removed
from that bill causing a $115 credit.
The Mayor has reviewed and approved the March journal voucher. Doug made a motion to
approve the Utility Billing adjustments and the March journal voucher, seconded by Emelie. All in
favor, motion passed.
The March financial statements were reviewed by the Committee. Shirley stated that 75% of the
fiscal year has expired and the revenues are at 50% collected and the expenditures are at 42% spent.
Shirley briefly went over the written report noting that the Sewer Fund has spent, to date, $900,115
on the design of the WWTP with a total anticipated cost of $1,618,220. Shirley noted that only 1
employee has resigned or transferred or been hired this last quarter. The 1 position that has not
been filled is the Code Enforcement/Building /Safety position. She then went through the bank
reconciliation with the Committee and the attached graphs of the larger funds. There were no
questions regarding the financial statements.
Motion was made by Doug to approve the financial statements, seconded by Emelie. Motion
passed.
There were 3 Purchase Requisitions presented to the Committee. The first requisition was for a
thermal imaging unit for the Fire Department. Two quotes were attached and the item was
budgeted. The lowest quote was from MES in the amount of $6,588. Tom inquired as to how
many they needed and what became of the other ones that had been purchased. The Mayor stated
that he believes they are trying to get a unit for each fire truck. Doug made a motion to approve the
purchase of a thermal imager, Tom seconded. All in favor motion passed.
The second Purchase Requisition is for a Mobile Data Collector for the Water Department. The
reader that the Water Department currently has is the only one working, with no backup. The other
meter reader will be sent back to the company to see if it can be repaired but can't be sent in until a
new one is received. This particular meter reader has to be purchased through Northwest Pipe as
they are the only company that handles Neptune parts. The cost of the reader is $7,500 and with the
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Budget/Finance Committee
April 16, 2013
training and laptop /tablet the cost will be $8.900. Tom made a motion to approve the purchase of
the Mobile Data Collector from Northwest Pipe, Doug seconded. All in favor, motion passed.
The 3 Purchase Requisition is for a Transportation Plan Study with Robert Peccia and Associates.
Montana Department of Transportation will be granting the City $40,000 for the Plan and the City
is providing the additional $40,000 (budgeted). The approval of this purchase requisition is
contingent on the paper work being received from MDT for their granted portion. Due to the fact
that MDT will be participating in the payment of this study, they provided a list of pre - qualified
providers. This company was one of three bidders in the selection process. Doug made a motion to
approve going forward with the Transportation Plan Study with the amount of $80,000 contingent
on MDT's approval of the grant in the amount of $40,000, Tom seconded. All in favor, motion
passed.
The Comp /OT reports for PPE 3/31/13 were reviewed by the Committee. The Committee
questioned why Mark Guy had overtime for a trial. Shirley mentioned that Mark works nights, so
he was off duty during the trial period. No other questions were asked.
The Payroll Register for PPE 3/31/13 totaling $173,842.36 was reviewed by the Committee.
Motion was made by Tom, seconded by Doug, to recommend Council's approval of the payroll
register. Motion passed unanimously.
Clerk/Treasurer's Comments:
Budget Update Shirley stated that the budget was right on schedule. All department heads have
submitted and discussed their budgets with the Mayor, the CAO and the C/T. The Police
Department has some flaws yet and has not been finalized. The Management Budget will be
presented to the Council on April 23, 2013 at the budget workshop.
Mayor's Comments:
The Mayor mentioned that registration needs to be submitted for the Council Members that are
planning to attend the Clerk's Institute in May. Council and Mayors are invited to participate May
8 9 t1i and 10 The Mayor, Mark, and Tom would like to attend. Shirley will get them registered.
Other:
Nothing
For the Next Agenda:
Nothing new.
The next regular Budget/Finance meeting will be on Tuesday, May 7, 2013, at 5:30 p.m.
The meeting adjourned at 6:15 p.m.
Respectfully submitted,
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Shirley Ewan, City Clerk/Treasurer
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