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HomeMy WebLinkAboutBudget/Finance Committee Minutes 01.21.2014 MINUTES BUDGET/FINANCE COMMITTEE JANUARY 21, 2014 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Mark Mace Doug Poehls Tom Nelson Emelie Eaton OTHERS PRESENT: Shirley Ewan Rick Herr Co- Chairman Doug Poehls called the regular meeting of the Budget/Finance Committee to order at 5:37 p.m. There was one individual present from the public, Rick Herr. The minutes of the January 7, 2014 meeting were presented and approved via motion by Emelie, seconded by Tom, and passed unanimously. The Utility Billing adjustments were reviewed by the Committee. Shirley stated that the adjustments have one unusual adjustment. The City received one payment through an ACH that was then applied to the water bill through the adjustments. The Mayor has reviewed the December journal vouchers. Emelie made a motion to approve the Utility Billing adjustments and the December journal voucher. The motion was seconded by Tom. All in favor, motion passed. The December quarterly financial statements were reviewed by the Committee. The bank reconciliation was reviewed first. Fifty percent of the year has expired and revenues are at 32% received and expenditures are at 33% expended. Shirley then went through the memo to the Committee showing the funds that are over in revenues and higher than 50% in expenditures. She then went through the capital outlay that has been spent this fiscal quarter. Rick Herr inquired about the irrigation system to the cemetery and whether this would include a sprinkler system at the cemetery. He has heard that sprinkler systems that use water out of the ditch plug easily. Doug stated that this is only the piping to the cemetery. The sprinkler system would not be installed until later and this would be a larger system than used on home lawns and should not have the same problems. 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 1/5/14 was reviewed by the Committee. Shirley stated that there were 2 holidays in this pay period, consequently the overtime for the police department is high. There were no questions. The Payroll Register for PPE 1/5/14 totaling $187,890.10 was reviewed by the Committee. Motion was made by Tom, seconded by Emelie to recommend Council's approval of the payroll register. Motion passed unanimously. 1 Budget/Finance Committee January 21, 2014 Clerk/Treasurer's Comments: Shirley let the Committee know that the Auditors were here 3 days last week and the audit went quite well. There is still a write -up for the lack of a Planning agreement with the County and there seems to be some difficulty with the fire and police departments following the purchasing policy. The accounts receivable write -up with the court has been removed. The City is now booking the receivables and a monthly report is being generated by the court for accounting. Shirley also recommended that we sign a contract with Olness and Associates for the next three years, as their contract is over this year. If the council chooses, we will go back out for bid, but Olness and Associates has offered to continue with the same fee as the last three years. They were the low bid last time we went out to bid three years ago. Mayor's Comments: The Mayor told the Committee that 10 years will have passed in 2015 since the City last had a Local Government Review Study and the City is required to place a ballot issue to the public as to whether they would like another one to be done. If the public chooses to review the government, the City will need to appoint or elect at least 3 individuals to do the review. The committee will require one Council person as an ex- officio member also. The ballot issue will need to go on the June ballot. The Mayor mentioned that the February 19 goal setting session will be changed to Saturday, March 1, 2014. The Mayor needs to know if the date is OK with the majority of the Council members. Emelie asked if suggestions for the meeting should be handed in ahead of time. Mark stated that would be a good idea, so Dan Clark will know where to head with the meeting. Other: The East Main lift station should be placed under Mayor's comments for the next meeting. The Mayor mentioned that the Park Maintenance District could be placed on the ballot with the Government Review Study in June, if the Committee is able to get the inventory of the parks done by then. The Committee is looking for a civic group to do the inventory, i.e. Girl Scouts, Boy Scouts or a group from the High School. The Mayor and Peaks to Plains feel that the residents would be more supportive of a district if the parks were inventoried first. He believes that the new Park Board will make this happen. For the Next Agenda: Discussion East Main Lift Station. The next regular Budget/Finance meeting will be on Tuesday, February 4, 2014, at 5:30 p.m. The meeting adjourned at 6:25 p.m. Respectfully submitted, Shirley Ewan, City Clerk/Treasurer 2