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HomeMy WebLinkAboutBudget/Finance Committee Minutes 09.16.2014 MINUTES BUDGET/FINANCE COMMITTEE SEPTEMBER 16, 2014 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Doug Poehls Chuck Dickerson Emelie Eaton Tom Nelson OTHERS PRESENT: Shirley Ewan Mayor Mark Mace Chairman Eaton 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 September 2, 2014 meeting were presented and approved via motion by Doug, seconded by Chuck, 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 August journal voucher. Doug made a motion to approve the Utility Billing adjustments and the August journal voucher. The motion was seconded by Tom. All in favor, motion passed. The financial statements were reviewed by the Committee. The bank reconciliation was reviewed first. Seventeen percent of the year has expired and revenues are at 7% received and expenditures are at 8% expended. 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 Sewer Fund are up considerably from last year. This is due to the sewer plant rehab. Shirley noted that the singular fund graphs show a decrease in revenues for the levied funds. This is due to the tax money received in July is being used to support the levied funds until the next tax revenue is received from the County. There were no questions. Motion was made by Doug to approve the financial statements, seconded by Chuck. Motion passed. There were no Purchase Requisitions presented to the Committee. The Comp /Overtime reports for PPE 8/31/14 were reviewed. There were no questions. The Payroll Register for PPE 8/31/14 totaling $179,353.41 was reviewed by the Committee. Motion was made by Doug, seconded by Chuck to recommend Council's approval of the payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: Union 316 Update Shirley reported that the last Union negotiations ended up in both sides deciding to go to mediation. A settlement could not be reached. Shirley mentioned that the League of Cities and Towns is asking if any of the cities /towns would like to donate to the Alec Hansen retirement. He will be at the League banquet in West Yellowstone and the committee is interested in presenting him with a gift certificate. Mark stated that Alec has been with the League for many years and has kept the City's interests moving forward. Chuck made a motion to donate $50.00 to the cause, Doug seconded. Mark will mention it to the rest of the Council this evening. 1 Budget/Finance Committee August 19, 2014 Mayor's Comments: The Mayor had nothing to report. Other: Jaycee Hall and Chamber Leases and Rental Shirley stated that she Cindy pulled all of the City leases, both current and outdated. She let the group know that only two leases are current and have agreements attached to the Resolution. The current leases are with the Rod and Gun Club and the Jaycees. The rest of the leases need to be updated or at least reviewed. Shirley has made a spreadsheet showing how each lease stands at this time. Emelie asked that Shirley put a copy of the spreadsheet in each Council member's box and it will be discussed at the September 30 workshop. Septic Hauling System Update Shirley read the memo from Chad Hanson. The memo stated "We finally received the information from the manufacturers on the proposed equipment necessary to complete the project. Scott Ritter is working on completing the electrical portion of the design, and then, the final draft plans and specifications can be submitted to the City and SRF for review and comment." Shirley informed the Committee that Kurt is looking into having the Elm Street lift station replaced with a direct flow of sewage under the highway and to the sewer plant. Kurt will be requesting the engineers design the change and to make sure there is no other cause of the odor at that lift station. Chuck informed the Committee that he will not be at Budget/Finance or Council on September 30 or October 7 2014. For the Next Agenda: Discussion of Jaycees Hall lease. The next regular Budget/Finance meeting will be on Tuesday, October 7, 2014, at 5:30 p.m. The meeting adjourned at 6:27 p.m. Respectfully submitted, / C.' L LL L.UCC Shirley Ewan, City Clerk/Treasurer 2