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HomeMy WebLinkAboutBudget/Finance Committee Minutes 10.15.2013 MINUTES BUDGET/FINANCE COMMITTEE OCTOBER 15, 2013 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Mark Mace Tom Nelson 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 October 1, 2013 meeting were presented and amended to state that the next regular Budget/Finance meeting will be October 15 not October 22, motion was made by Emelie, seconded by Tom, to pass the minutes with the correction of the date. Motion passed unanimously. The Utility Billing adjustments were reviewed by the Committee. Shirley stated that there were no unusual adjustments last month. The Mayor has reviewed the September journal voucher. Emelie made a motion to approve the Utility Billing adjustments and the September journal voucher. The motion was seconded by Tom. All in favor, motion passed. The September fmancial statements were reviewed by the Committee. Twenty -five percent of the year has expired and revenues are at 13% received and expenditures are at 13% expended. Shirley briefly went over the quarter end report with the Committee explaining why some funds are over on their revenues and why others are over on expenditures. At this time, all funds are within their budgetary authority on expenditures. The quarter's capital expenditures were explained in the next 2 pages of the report. The last portion of the quarterly report shows new employee status within the City and the positions that are currently vacant. The Committee then went through the charts and graphs that were included in their packet. The first graph showed where the major funds stand compared to the same time last year. The second chart showed what percentage each fund has received and spent out of that fund. The last graphs included the trend of the major funds at this time in the budgetary cycle. Motion was made by Emelie to approve the financial statements, seconded by Tom. Motion passed. There were no Purchase Requisitions presented to the Committee. The Comp /OT Report for PPE 9/29/13 was reviewed by the Committee. The Payroll Register for PPE 9/29/13 totaling $179,320.10 was reviewed by the Committee. Motion was made by Emelie, seconded by Tom to recommend Council's approval of the payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: Shirley included, in the packet, the expenditures that have been spent out of the Expendable Grant Fund. The total spent to date is $212,003.80, with revenues at $422,714.54. The total balance available is $210,710.74. Of that amount, $90,956.28 is available for the north bank of the river (water plant) and $119,754.46 is 1 Budget/Finance Committee October 15, 2013 available for the south bank (Riverside Park). The total cost of the 2011 flood, to date, is $506,276.61. This includes the weir, the extended ditch, the sediment removal and engineering, as well as other expenditures. Tom asked if the $212,003.80 used in the Expendable Grant Fund was part of the total. Shirley stated that it is. The new expenditures for the bank stabilization will be expended out of the Emergency/Disaster Fund rather than the Expendable Grant Fund, as FEMA requires the grant money to be placed in that fund. Mayor's Comments: The Mayor distributed a memo from Heidi regarding the Elm Avenue Lift Station and the odor emitting from it. At this time, several alternatives have been tried and other solutions are being investigated. The cost of some of the methods are quite expensive. If the Council wishes to consider any of these, Kurt will have Great West continue with the process of finding a permanent solution to the odor. The Mayor apologized for not having the west interchange map at tonight's meeting. He has been told that Corey McIlvain is working out of town and he has the maps. The Mayor will retrieve these as soon as Corey returns and will present the design and location of the west interchange at that time. Other: Tom let the Mayor and the Committee know that Dan Clark from the Local Government Center was not at the League Conference, so he did not have an opportunity to visit with him in regards to a Council retreat. The Mayor stated that he would try to arrange a retreat in which the Council could focus on goal setting for the City. The Mayor went over the goals that were set at the last retreat and where the City stands at this time. Several of the 9 goals are currently being met or have already been addressed. The current goals that are being met are the Bulk Water Station and the Park Maintenance District. The goal completed is the Library roof. The goals that still need to be met are the Safety District, the Water Reservoir, Spray Park and the Tennis Courts. The Mayor mentioned that another spot is being considered for the bulk water station, if a reasonable agreement cannot be met with the railroad. The area being considered is the City owned easement behind Helena Chemical. When the bulk water station is built and producing revenue, the Mayor would like to see that revenue restricted for a future water reservoir. The Mayor informed the Committee that next Wednesday a focus group would be meeting to determine what the park by the Crossings should and could be used for. The focus group will be determining whether the park should be used for tennis courts, a dog park, a spray park, a skateboard park or a combination of several of the choices. The focus group will be a group of individuals that have a stake in the choices that are made. Next Agenda: West Interchange. The next regular Budget/Finance meeting will be on Tuesday, November 5, 2013, at 5:30 p.m. The meeting adjourned at 6:24 p.m. Respectfully submitt , JIL kuL( L�.�CL,L,v Shirley Ewan, City Clerk/Treasurer 2