HomeMy WebLinkAboutBudget/Finance Committee Minutes 05.14.2001IVIF_2VIBERS PRESENT:
OTHERS PRESENT:
MINUTES
BUDGET/FINANCE COMMITTEE
May 14, 2001 7:00 P.M.
DPW OFFICE
Chairman Bud Johnson
Ken Olson
Gary Temple
Gay Easton
Chuck Rodgers
Mark Mace
Mary Embleton
Larry McCann
The minutes for the April 30, 2001 BudgeffFinance regular meeting were approved via
motion by Ken, seconded by Gay and oassed by a 6 to 0 vote.
Mary stated that she had not been able to meet with the mayor to go over the draft
response to the FY '00 audit. There has still been no word from Joe Leckie regarding
the progress of the code review. Mary received a quote from Book Publishing for
$2,000 for code review. The mayor will talk to Matt and determine a direction after the
meeting. Discussion was held regarding Employee Appreciation Day plans. Mayor
Rodgers stated that there should be two separate events: one for employees and one for
volunteers. Ken will talk to the JayCees about using their equipment and Mark will
assist. The events will be tentatively scheduled during the latter part of August. Mary
presented additional information regarding investment in STIP, telling the committee
that the City of Bozeman invests around $30 million on a regular basis. The program is
very flexible in that money can be transferred in and out very easily. Discussion
followed. Motion by Mark seconded by Ken to recommend to council that the cil~r
participate in STIP, directing Mary_ to prepare a resolution authori~in~ submission of the
Local Govemmant Particioation A~reement. The motion passed ~ously. The city
will follow past discretionary practices for the transfer of monies in and out of STIP.
Larry reported to the committee that he met last Thursday with Pat Murtaugh and Mike
Reichman of Montana Power regarding the Lighting District project. Montana Power
will provide two proposals: one for a mixture of wood and steel poles, and one for steel
poles only. Preliminary estimates, which include installation, power, and electric service,
show that the wood and steel proposal will be about $8 per resident per month, and that
the steel only proposal will be about $16. The installation process will take about 6
months. It was recommended that representatives from the city travel to Hardin to see
their recently completed lighting project. Montana Power should have finn estimates by
July 1, then the city will need to start the process of resolutions of intent, notification, and
public hearings. The estimates will be for three districts: residential, industrial, and
business districts. The business district will have the option of choosing decorative
lights, and the issue of Christmas lighting will need to be addressed. The city will meet
with the Chamber of Commerce once the figures are received from Montana Power.
Mark strongly suggested that a visit to Hardin be made in order not only to view the
lighting project, b ' ' ' '
ut also to mew Hardin s s~dewalk, storm sewer, and s~reet pavements
Budget/Finance Committee
May 14, 2001
Page 2
projects. A tentative date was set for June 12th at 7:00 p.m. Mary will contact Hardin's
clerk/treasurer, Nancy Young, who had extended the invitation to visit last week at
Institute.
Ma~ received input fi.om only one department head regarding the Travel Expense
reimbursement policy. She will continue to work on this to prepare a draft for the next
meeting.
The Financial Reports for April, 2001 were reviewed. Mary pointed out that LUFSA
has not paid the first half of their fire protection contract, and she has contacted them
accordingly. Wages for water and sewer systems are over budget at this time. The
committee recommends to council to approve the reports. At this time, the committee
began discussing the fact that their packets have been delayed by the mail. Mayor
Rodgers suggested that the council pick up their packets at City Hall. Discussion then
shifted to the agendas and preparation for the meeting. Mary pointed out several
references fi.om one of the session she attended last week titled "Effective Meeting
Techniques". Several of the ideas fi.om that session will be incorporated into procedure.
The committee reviewed and approved April Journal Vouchers #126-129.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Annual flow test for SCBA (25) units - fire dept.
Thermal imaging camera- fire dept.
**This requires a budget amendment stating that the $13,000 remaining
unanticipated revenues fi.om rental of fire equipment last summer will
purchase this equipment, and the remainder comes fi.om donations fi.om
the Tavern Association.
$ 1,250.00
$15,380.00
WATER FUND:
Cat floc and liquid alum - water treatment
Chlorine cylinder - water treatment
$ 4,800.00
$ 68O.00
WASTEWATER FUND:
Chlorine cylinder - sewer treatment $ 680.00
Budget/Finance Committee
April 30, 2001
Page 3.
SOLID WASTE FLrND:
Steering tires (2) for G-2
April dumping fees
$ 600.00
$ 5,781.25
The committee reviewed the Comp/OT reports for PPE 4/29/01.
The Payroll Register for PPE 4/29/01 totaling $93,276.60 was reviewed and approved by
the committee.
Under Other matters, Mai3, told the committee that the mayor had given his permission for
her to volunteer to be on the Education Committee for the Montana Municipal Clerks,
Treasurers, and Finance Officers' Association. This entails approximately 4 to 6 meetings
per year, usually in Bozeman with the Local Government Center (Ken & Judy) to put
together the curriculum for the Institute. The association pays for mileage and lodging.
Next, Mary recommended that the Court have a cash-on-hand bank orS100.00 so the
clerks would not have to come to the office for change. Motion by Ken, seconded by Mark,
to provide the $100 cash-on-hand bank for the court. The motion passed unanimously. A
budget amendment will be prepared for the next council meeting to dedicate the $15,000
Treasure State Endowment Program grant match from the sewer funds this year. The
funds will come fi-om reserves. An upgrade will be done in the next few weeks to the DOS
versions of Finance, Payroll, Fixed Assets, and Budget Prep. These will be upgraded to
Windows versions of the same programs at a cost of $200 for all four. Bud talked about the
CIP information he received from the Elected Officials Workshop last week. He would like
the department heads to begin developing a CIP using Bozeman's as a guide.
The meeting adjourned at 8:20 p.m. The next regular Budget/Finance Committee
meeting will be Monday, June 4, 2001 at 7:00 p.m. The next Budget work sessions are
scheduled for Wednesday May 16tu and Thursday May 17th, 2001 at 7:00 p.m. in the Old
Council Chambers.
Respectfully Submitted,
Mary K. Embleton
Clerk/Treasurer