HomeMy WebLinkAboutBudget/Finance Committee Minutes 11.05.2001MEMBERS PRESENT:
MINUTES
BUDGET/FINANCE COMMITTEE
NOVEMBER 5, 2001 7:00 P.M.
DPW OFFICE
Chairman Bud Johnson
Chuck Rodgers
Mark Mace
Gay Easton
Ken Olson
OTHERS PRESENT:
Larry McCann
Mary Embleton
The Budget/Finance Committee meeting was called to order by Chairman Johnson at
7:00 p.m.
The minutes of the October 15~ meeting were approved as corrected.
Mary explained that no decision had been made at the October 1a meeting regarding the
two proposals to revise the enterprise funds budgets (no rate increase and six-month
rate increase). And due to her absence at the October 15th meeting, no decision was made
at that meeting as the committee had some questions on the figures presented in the draft
budget amendment resolution. Therefore, Mary asked for direction. Discussion
followed. Motion by Gay, seconded by Ken to leave the Enterprise Fund budgets as they
were approved in August, until Larry completes his proposal. The motion passed
unanimously. Mary then presented a proposal from the Shrine Circus asking for
advertising, either through sponsoring a page of their color book, or purchasing circus
tickets that are then given to children. The committee told Mary that the city will not
participate as the city does not budget public funds for this type of activity. Next, Mary
reviewed the work being done by ComSense, Inc. on the telephone system. So far, over
$3,000 in annual savings has been found. Some of the recommendations, such as the
Centrex 21 proposal, the fire siren proposal, and the extra lines are still under study.
Discussion followed. Motion by Bud, seconded by Mark, that any substantial changes
that could be considered part of the Capital Improvements Plan, be considered as part of
that plan rather than part of this telephone audit. The motion passed unanimously.
The October claims totaling $486,191.79 were reviewed and the committee recommends
approval by the council.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Representative of counsel - court
Representative of counsel - court
Installation of Norton Anti-ms corp. package - clerk/treas.
Portion of ice melt supply - bldg maim. & P.D.
$ 1,020.00
$ 601.41
$ 1,250.00
200.00
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November 5, 2001
Page 2,
STREET MAINTENANCE DISTRICT:
200 ton sand & chips
250 ton l½ in. road material
Replace street - Colorado Ave. (from sewer line replacement)
½ of pavement management sofi3vare
Portion of ice melt supply
$ 1,500.00
$ 1,500.00
$ 27,466.25
$ 413.50
$ 200.00
GAS TAX FUND:
½ of pavement management software
4 barrels crack seal oil
Portion of ice melt supply
$ 413.50
$ 600.00
$ 200.00
WATER FUND:
4 drams cat-floc chemical - plant
Clean intake alley & install winter suction line - plant
1 emergency curb box repair - system
2 emergency curb box repairs - system
Curb box repair project 08-01 - system
$ 1,820.00
$ 1,600.00
$ 1,625.00
$ 1,100.00
$ 3,410.00
There was some discussion regarding the additional $27,500 for street repair for the
Colorado Ave. sewer line replacement project. The bid with AME, Inc. was for $22,000
and the work came in under the bid at $18,499.50. Mary explained that a resolution
approving the change order for the additional work needs to be approved by the council.
Discussion followed. The committee instructed Mary to issue a manual check for the
contracted amount of $18,499.50, and then issue the remaining payment of $27,466.25
after the resolution approving the additional work is passed at the November 20~h council
meeting.
The Comp/OT reports were reviewed for pay periods ending 10/14/01 and 10/28/01.
Ken questioned 2 hours for an Emergency Services meeting that did not meet due to lack
ora quorum. City policy allows for a minimum of two hours for a call out.
The Payroll Registers for PPE 10/14/01 totaling $107,883.82 and for PPE 10/28/01
totaling $105,417.78 were reviewed and approved.
Mary updated the committee on the status of data recovery necessitated by the system
crash on October 15th. The Black Mountain programs and data were recovered
immediately because of secondary data backup done every night. The ambulance
program was recoverable back to October 9th, and various other personal files were able
to be replaced or restored. The biggest loss was the LaserFiche documents. However,
Mary has sent the old backup tapes from April, and the backup software disk to United
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November 5, 2001
Page 3.
Micro Data in hopes of recovering at least through April of 2001. This event led to
discussions regarding the need for a Network Administrator for the city. The city's
network has grown faster than anyone's technical expertise, and so Mary had asked a
representative from Connect Telephone and Computers to come and review the system
and give suggestions. Larry reported that two representatives from the City of Billings IT
department came last week and reviewed the system as well, and offered to help. The
other department heads are interested in this idea, and will meet soon to discuss needs for
their respective departments. A request for proposal needs to be drafted and sent out to
prospective providers. Other cities, such as Livingston and Whitefish, will be contacted
to see how they manage their networks.
The meeting adjourned at 8:07 p.m. The next meeting is scheduled for November 19th at
7:00 p.m.
Respectfully Submitted,
-
Clerk/Treasurer