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HomeMy WebLinkAboutBudget/Finance Committee Minutes 11.18.2014 MINUTES BUDGET/FINANCE COMMITTEE NOVEMBER 18,2014 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Doug Poehls Chuck Dickerson Emelie Eaton OTHERS PRESENT: Shirley Ewan Mayor Mark Mace Marcia Hafner Committee member Poehls called the regular meeting of the Budget/Finance Committee to order at 5:37 p.m. There was one individual representing the public present. Marcia Hafner from the Chamber of Commerce was present to answer questions regarding a purchase requisition previously presented to the Committee by Heidi Jensen. Prior to the Committee agreeing to the bid,they had questions that needed to be answered. Doug opened the purchase requisition for a new roof at the Chamber. It has been determined that the entire roof will be redone in steel,the color of the roof will be chocolate brown,the facia will not be replaced as it is still in good shape,and the bid does include haul away of the old roofing material. Marcia will get back to the Committee in regards to the gauge of steel being used and the warranty period on the new roof, as she was unaware of these items being sought after by the Committee. Marcia mentioned that the gutters are not being replaced at this time but will need to be replaced in the near future. Chuck moved to approve the purchase requisition in the amount of$7,485 with Marstaeller Construction, seconded by Doug. All in favor,motion passed. Emelie arrived during this discussion and proceeded to run the balance of the meeting. The minutes of the November 4,2014 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 October journal voucher. Doug made a motion to approve the Utility Billing adjustments and the October journal voucher. The motion was seconded by Chuck. All in favor,motion passed. The �nancial statements were reviewed by the Committee. The bank reconciliation was reviewed first. Thirty-three percent of the year has expired and revenues are at 16%received and expenditures are at 17%expended. The revenues vs. expenditures were then reviewed, Shirley stated that all of the funds are within the parameters of budget authority. One noted high expenditure is in the 911 Fund and is due to the fact that the Industrial Communication contract was paid. This contract covers the entire year. Doug inquired about the Public Defender Fund. Shirley stated that this fund is a pass through fund. The Court charges individuals that are fined through the court system and a portion of the fine collected is transferred to the state for public defenders' salaries. Motion was made by Doug to approve the financial statements, seconded by Chuck. Motion passed. There was one Purchase Requisition presented to the Committee. This was a requisition that was not approved last meeting, as more information was required. The requisition is for the window coverings in City Hall. The bid is for insulated shades on 16 windows in the building, upstairs and down. The purpose of the shades is to maintain a reasonable temperature in the building during the winter cold and summer heat. After the Committee read Heidi's explanation and questions answered from last meeting,the Committee approved the requisition with a motion from Doug and a second from Chuck. The bid will go to Murray Floar and Window Coverings in the amount of$5,770.75. The Comp/Overtime reports for PPE 11/09/14 were reviewed. T'here were no questions. The Payroll Register for PPE 11/09/14 totaling$176,343.75 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. 1 Budget/Finance Committee November 18,2014 Clerk/Treasurer's Comments: Shirley mentioned that she is still closing the books from FY 13-14. She is just about finished and will send the information on to the Auditors. Mayor's Comments: Mayor Mace let the group know that there will be an Emergency Resolution on the agenda tonight in regards to the water intake. The water supply through the intake was stopped for 6 hours last night. The intake is on top of the river currently and the ice and height of the intake is prohibiting water from flowing into the intake. Doug inquired as to whether we could trench. Mayor Mace said that there is too much sediment to remove and the cost would be enormous. At this time, the refinery is using potable water for their operation,which is quite expensive. Chuck asked if the refinery is helping at this point. Kurt has been in touch with them and explained what is going on. One temporary possibility is trenching to the old intalce and getting water through that intake. Meanwhile public works is trying to get a pump to deliver raw water directly into the plant for processing. The Mayor mentioned that this may cause a fast track for the engineering and installation of the 3 mile upriver intake project. The emergency will be discussed further at tonight's Council meeting. Other: Emelie is curious as to why the Council or at least the Budget/Finance Committee was not informed about the purchase of a river boat. Richard Herr found about it when a constituent asked why the City required the purchase of a boat. The Mayor stated that the information that he was given was that FEMA will be reimbursing the City for the boat. Emelie feels that the lack of communication is putting the Council members in a very precarious situation with their constituents and she would like to discuss this at the next Council workshop. Doug stated that this is the first he's heard of the boat. Shirley informed the Committee that Brent has bought a Jon Boat for water rescue. When the PO crossed her desk today, it was the first she had heard about the boat. The boat was not specifically budgeted for,but he has budget authority available under emergency equipment. Chuck informed the Committee that he has recently discovered that the City is not charging for water testing for individuals outside of the City and wonders why that's happening. He knows for a fact that, if they were to have their water tested in Billings or any other place,the individuals would be charged. For the Next Agenda: Nothing new has been placed on the agenda for next time. The next regular Budget/Finance meeting will be on Tuesday,December 2,2014, at 5:30 p.m. The meeting adjourned at 6:28 p.m. Respectfully submitted, � �� r 1 �� L t� �.�� r (,�-`�C?�-� Shirley Ewan, City Clerk/Treasurer 2