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HomeMy WebLinkAboutBudget/Finance Committee Minutes 07.15.2014 MINUTES BUDGET/FINANCE COMMITTEE JULY 15, 2014 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Doug Poehls Tom Nelson OTHERS PRESENT: Shirley Ewan Mayor Mark Mace Co- chairman Nelson called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m. There was no public present. The minutes of the July 1, 2014 meeting were presented and approved via motion by Doug seconded by Mark, and passed unanimously. The Utility Billing adjustments were reviewed by the Committee. Shirley stated there were no unusual adjustments. The Mayor has reviewed and signed the June journal voucher. Doug made a motion to approve the Utility Billing adjustments and the June journal voucher. The motion was seconded by Mark. All in favor, motion passed. The quarterly financial statements were reviewed by the Committee. The bank reconciliation was reviewed first. One hundred percent of the year has expired and revenues are at 72% received and expenditures are at 64% expended. Shirley stated the City is still paying claims from the FY 13 -14 and these will be backed into last year through journal vouchers. The same holds true of receipts that are for last fiscal year. Shirley informed the Committee that all of the capital expenditures for this quarter are in the memo and asked that the Committee review these when they have a chance. The Committee then reviewed the graphs and Shirley explained that the sewer department has not received the reimbursement from DNRC for the last 2 draws on the loan. It appears that the sewer department is out of cash, but the only money placed on the graph is the operating cash. The Sewer Fund currently has $2.7 million in cash. The operating cash will be replenished when the DNRC money arrives and will be backed into FY 13 -14. There were no questions. Motion was made by Doug to approve the financial statements, seconded by Mark. Motion passed. There was one Purchase Requisition presented to the Committee. The requisition is for 2 copy machines. The City has received 2 bids and staff is recommending the 2 machines be purchased through Terrell's. Both proposals came in at the exact same amount, but the Kyocera machine has a few more bells and whistles than the Toshiba. One of the machines will be placed upstairs and the other in the office downstairs. The items have been budgeted at $14,000 each and the bids came in at $9,000 each. The other bid was received from Advanced Office Solutions. Shirley stated that the old Toshiba will be placed in the conference room. There were no questions. Doug made a motion to approve the purchase through Terrell's, Mark seconded. Motion passed. The Comp /OT Report for PPE 7/6/14 was reviewed by the Committee. The overtime for the police department was high due to street dances, DEA and the holiday. Doug mentioned that the clean-up after the 4 could have been done with 1 employee and the use of the inmate program to handle the rest of the clean-up. It would have only required 1 employee to supervise and the inmates could have done the rest. There was no further discussion and no questions. 1 Budget/Finance Committee July 15, 2014 The Payroll Register for PPE 7/6/14 totaling $201,889.42 was reviewed by the Committee. Shirley stated that the payroll is higher this pay period due to the payout of "saved holiday comps" for the police department. Motion was made by Doug, seconded by Mark to recommend Council's approval of the payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: Shirley mentioned that the negotiating team will meet again tomorrow with Union 316. The teams have met 4 times now and whatever is on the table will be all that is negotiated. Shirley mentioned to the Committee that she has received at least 4 phone calls in regards to keeping the fire siren. The phone calls that she received were in favor of not removing the siren as it is a part of Laurel's history. Doug mentioned that he has also received several calls in regards to keeping the siren up and running. Doug stated that he needs to find out what the insurance will cover in regards to placement of the siren and if it will require a certified tower or can any tower be placed at the city shop to accommodate the siren. The city shop has been the last desired place to set the tower. Shirley said that she will check with MMIA and see what kind of structure they will cover. If the tower needs a certified tower, the cost will be around $30,000 per Doug. If the City were able to get a Safety Mill Levy in place, part of the money could be used to build the tower. Doug inquired as to whether Shirley could come up with some information as to the process in placing a safety mill levy on a future ballot. The EMS committee will be meeting on Monday night and he would like to get some information to the Committee. Shirley said she will get what she can. The Mayor also will see what he can get from the City of Billings, as they are starting the safety mill process. The Mayor stated that it needs to be broken down as to how much per month, what amount the request will be and for what. Mayor's Comments: The Mayor had no further comments. Other: Tom inquired as to how the budget process will move forward in regards to the Judge's increase in her salary. He realizes that her request has been placed in the budget and asked if the amount would be adjusted if the Council does not agree to the entire amounst. Shirley stated that it will be adjusted prior to passing the final budget in September. All adjustments from the Management Budget will be shown to the Council prior to passing the final budget. Tom stated that the decision for the increase will be decided on the last workshop in July and the resolution for her wage will be passed on August 5, 2014. For the Next Agenda: Union 316 update. Update on the Septic System Hauling Project. The next regular Budget/Finance meeting will be on Tuesday, August 5, 2014, at 5:30 p.m. The meeting adjourned at 6:23 p.m. Respectfully submitted, „ LcaLL) Shirley Ewan, City Clerk/Treasurer 2