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HomeMy WebLinkAboutBudget/Finance Committee Minutes 08.19.2014 MINUTES BUDGET/FINANCE COMMITTEE AUGUST 19, 2014 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Doug Poehls Chuck Dickerson OTHERS PRESENT: Shirley Ewan Mayor Mark Mace Kurt Markegard Committee member Poehls called the regular meeting of the Budget/Finance Committee to order at 5:37 p.m. There was no public present. The minutes of the August 5, 2014 meeting were presented and approved via motion by Mark, seconded by Doug, 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 July journal voucher. Doug made a motion to approve the Utility Billing adjustments and the July journal voucher. The motion was seconded by Mark. All in favor, motion passed. The financial statements were reviewed by the Committee. The bank reconciliation was reviewed first. Eight percent of the year has expired and revenues are at 3% received and expenditures are at 3% expended. It was pointed out that the Comp Insurance Fund has spent 73% of budget authority because the premiums for the year are due by August 15 and have been paid. It was noted that the premiums this year were $80,000 less than last year due to rebates from MMIA. Shirley stated that this is for one year only and the premiums will go back up next year. MMIA reserves were getting too high and the actuaries determined that the funds could be reverted back to the cities. Shirley stated that she has graphed the last fiscal year to what had been spent and received for the same time period this fiscal year and that the revenues and expenses in the enterprise funds are up from last year. These are mostly due to projects in the sewer department and the new vehicle purchased through the water department. General Fund had lower revenues last month and expenditures are less than last fiscal year. There were no questions. Motion was made by Doug to approve the financial statements, seconded by Mark. Motion passed. There were two Purchase Requisitions presented to the Committee. The first requisition is for lab equipment for the sewer plant. Kurt stated that new equipment is needed for the sewer plant, as different testing is necessary now that the plant is being rehabbed and the City does not have the proper equipment. Three quotes have been obtained and the lowest quote is from Hach Company in the amount of $14,576.98. The other companies bidding were Midland Scientific Inc. and Northwest Scientific Inc. Shirley told the Committee that this equipment will purchased through the loan from DNRC. The second purchase requisition is for a new forklift at the sewer plant. Kurt stated that this is necessary to move around the heavy totes of chemicals and bugs needed to run the sewer plant. Three quotes were obtained for this equipment. The lowest price was from F -M Forklift at a cost of $26,526.00. The other quotes were from T &E and from Anderson Forklift, Inc. Both items have been budgeted. There were no questions. 1 Budget/Finance Committee August 19, 2014 Doug made a motion to approve the purchase of the lab equipment through Hach Company in the amount of $14,576.98 and the purchase of the forklift from F -M Forklift in the amount of $26,526.00, Mark seconded. Motion passed. The Comp /Overtime reports for PPE 8/03/14 were reviewed. There were no questions. The Payroll Register for PPE 8/03/14 totaling $185,345.39 was reviewed by the Committee. Motion was made by Doug, seconded by Mark to recommend Council's approval of the payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: Overtime at Riverside Shirley stated that the overtime at Riverside Park was due to the water line across the bridge breaking and required the overtime for Guy Rolison and Jason Shovar. Kurt stated that he and Matt were also there to help with repairs. Union 316 Update Shirley reported that the last negotiations were cancelled and the City and Union Reps will not meet again until the first part of September. Mayor's Comments: Mayor Mace let the group know that the RFQ's for engineering services have been reviewed and City staff and he will be determining tomorrow as to which firms they choose to interview. The Mayor has received a phone call from the Jaycees inquiring about opening up the campground and having the Jaycees run it during the summer months. He would like to know the Council's opinion on this and will bring it up at the next workshop. Other: Kurt mentioned that, per the last conversation with FEMA, it sounds like they will reimburse the City for the last cost of repairing the damage to the bank at Riverside Park. East Main Lift Station Kurt let the Committee know that this is still being worked on. The chemical is not working 100% of the time. Kurt stated that they need to slope the floor on the lift station or enclose the drops at the pump station. He is looking into another alternative of directional drilling from Locust to Elm and by pass the lift station completely. This drilling and bypass would get rid of the smell completely. Another alternative is to placing a UV scrubber at the lift station. He will let the Committee know which direction the engineers think will work best. Riverside Park — Water Availability - There is water available at the Jaycees building and the horseshoe pits. The restrooms will not be available this year. Septic Hauling System Kurt updated the Committee on the septic hauling system. He stated that the system will not be completed until late in October. The storage unit will be 6,000 gallons. Computers are needed for the system and grading and asphalting need to be done, as the overlay at the plant is only 1 inch thick and needs to be thicker to accommodate the trucks that will be delivering sewage to the plant. 2 Budget/Finance Committee August 19, 2014 For the Next Agenda: Discussion of Jaycees Hall. Update on the sewer plant. The next regular Budget/Finance meeting will be on Tuesday, September 2, 2014, at 5:30 p.m. The meeting adjourned at 6:25 p.m. Respectfully submitted, L U J n_ L kt / l Shirley Ewan, City Clerk/Treasurer 3