HomeMy WebLinkAboutBudget/Finance Committee Minutes 09.03.2013 MINUTES
BUDGET/FINANCE COMMITTEE
SEPTEMBER 3, 2013 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Doug Poehls Mark Mace
Emelie Eaton
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 August 20, 2013 meeting were presented and approved via motion by Emelie, seconded by
Doug, and passed unanimously.
Emelie made a motion to approve the claims in the amount of $526,172.34 for Council consent. Doug seconded
the motion, all in favor, motion passed. The Mayor took the opportunity to let the Committee know that many
projects are being done this summer, which is causing the claims to be higher than usual. Two additional projects
will be coming forward in the near future. The two that he is currently aware of is rekeying the FAP building and
working on the irrigation pipeline to the cemetery.
There were three purchase requisitions presented to the Committee. All three purchase requisitions were from the
Public Works Department. The first requisition was for an excavator for small projects, including repairing water
curb boxes and water valves. The Public Works Director has obtained six quotes for the excavator. The lowest bid
was obtained from Bobcat of Big Sky Inc. The amount of the excavator is $56,594. Shirley noted that the
excavator has been budgeted for and the payment will be made from the water line insurance cash account.
The second requisition is for a trailer to haul the excavator. Three bids have been obtained for this equipment. The
lowest bid was received from J & M Trailers of Laurel in the amount of $6,550. This also was budgeted. The two
items, excavator and trailer, were budgeted for in the amount of $80,000. Total cost of both is $64,144, which is
$15,856 under budget authority.
The third requisition is for a lawn mower for the Elena Park Maintenance District. Three quotes were obtained for
the lawn mower and the lowest quote was received from Billings Kubota in the amount of $9,088. The budgeted
amount for this was $10,000. Shirley let the Committee know that this item is a rollover from last fiscal year and
that the Elena Park Maintenance District will not be assessed this year, as it was assessed last year and the grass
was not planted until this summer. The assessment will continue in the 14 -15 fiscal year.
Doug made a motion to accept all three purchase requisitions, Emelie seconded. Motion passed.
The Comp /OT reports for PPE 8/18/13 were reviewed by the Committee. Shirley let the Committee know that
she has not been receiving the reimbursement from DEA and called the main office to find out why. After 2 weeks
they have returned her call and explained that the payments have been going to Laurel, Mississippi, instead of
Laurel, Montana. They will request the payments back and forward to the City of Laurel.
The Payroll Register for PPE 8/18/13 totaling $173,665.42 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:
Shirley informed the Committee that tonight's assessment amounts have changed somewhat as the SAMSID
program has been recalculated for the exact amount that the City will be requesting to be put on the tax bills.
Mayor's Comments:
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Budget/Finance Committee
September 3, 2013
The Mayor discussed the Management Budget and the Final Budget with the Committee. He realizes that the
management budget creates additional work for staff, but would like to see it used again. He feels that there were
projects that were started because the department heads were given their budgets prior to the final budget. This
gave them the incentive to get projects started earlier this year. Mark inquired as to whether Heidi has had any
influence over getting things started and finished. Shirley stated that Heidi was a large influence on getting projects
started earlier, as some department heads need that additional boost from management.
Other:
Shirley stated that she has been looking into the lighting districts and explained that, if Cherry Hills was added to
the distric,t the boundaries would need to be modified by resolution and public hearings. She needs to know what
areas are interested in lighting their neighborhoods and how the cost of the lighting will be paid. There is some
maintenance money in the district, but she is not sure if that money can be used to put in new lights in the
redistricted boundary. At this time, she needs to know from the Council how many additional lights are being
requested and what the cost will be. The Mayor stated that this should be brought up at the next workshop in order
to get moving on it.
The Mayor would also like to see the flooding costs brought up at a workshop and how much money has been
received from FEMA. Heidi, Shirley and he met on this matter and he would like the Council to know where and
how the money has been spent. Shirley is working on an outline for the Council.
For next agenda:
Nothing additional.
The next regular Budget/Finance meeting will be Tuesday, September 17, at 5:30 p.m.
The meeting adjourned at 6:20 p.m.
Respectfully submitted,
J k L 4 Li`, 1 CL LU(L-
Shirley Ewan, Clerk/Treasurer
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