HomeMy WebLinkAboutBudget/Finance Committee Minutes 04.02.2001MEMBERS PRESENT:
OTHERS PRESENT:
MINUTES
BUDGET/FINANCE COMMITTEE
APRIL 2, 2001 7:00 P.M.
DPW OFFICE
Chairman Bud Johnson
Chuck Rodgers
Mark Mace
Gay Easton
Ken Olson
Gary Temple
Larry McCann
Mary Embleton
The minutes for the March 19, 2001 meeting were reviewed. Motion by Mark, seconded
by Ken to approve the minutes as presented. Motion passed unanimously.
Mary reported that she had contacted Oiness & Associates several times to find out the
status of the final Audit Report for FY 2000. The firm finally called her back stating
they needed the attorney letter. Matt then prepared the letter, and the final report was
sent to the city. We now have 30 days to prepare the response to the findings for the
Dept. of Commerce, then the notice oftbe audit will be published in the Outlook. The
committee instructed Mary to have a draft of the responses by the next regular meeting
on April 17th. Mary then reported that she would have to attend the full week of Institute
from May 6-11 in order to get the educational credits needed to become a Certified
Municipal Treasurer. She would possibly have to attend the full Institute for the next
three years. She told the committee that she is in the process of applying for certification
with the International Institute of Municipal Clerks to become a Certified Municipal
Clerk. A budget workshop was held at the last Department Head meeting on March
20th. The department heads were informed that they needed to cut 5% fi.om last year's
budget to begin the process. Each department head will then meet with Mary to complete
their preliminary budgets prior to their respective meeting with the committee. Mary also
mentioned that the "Big Bill" in Helena could affect $500,000 oftbe $2,000,000 General
Fund revenue. The SAMSID program has been ordered firom Black Mountain Software,
and conversion has begun. Mary also told the committee that Intemap has lowered their
interest rates fi.om 5.6% to 4.75%. Bud asked about the request made by Fire Chief Jim
Stevens at the last meeting regarding the $13,000 of unanticipated revenue fi.om fire
equipment rentals to be transferred to the Capital Projects Fund. Discussion followed.
Mary explained that the maximum allowed to be transferred fi.om the General Fund to
Capital Projects Fund is 10% of the tax-levied revenues, which would equal roughly
$40,000. It didn't matter when the transfers occur, but they usually happen at the end of
the fiscal year. The $13,000 would be part of the 10%. Bud suggested that the $13,000
be placed in a restricted cash account in the General Fund to be used for a grant match
later. Mary will research the matter further and report back to the next meeting.
Budget/Finance Committee
April 2, 2001
Page 2
Larry had written a letter to the committee regarding the DNRC and CDBG grants that the
city currently has pending. He explained that the city was ready to apply for a CDBG
planning grant for the CIP, but was told that since the city already has one pending, we
cannot apply for another. Larry recommends using money in the current budget for the CIP
by using $20,000 for the space study plus the $15,000 budgeted for the CIP grant mate& He
further recommends using the $10,000 fi-om DNRC and the $7,500 from CDBG towards a
wastewater facilities plan which could cost $35,000 - $40,000. Motion by Gay, seconded by
Mark to accept the recommendations and move forward with both projects. Motion passed
unanimously.
Larry reported that he met with Pat Murtaugh today, and he is making good progress on
the Lighting District project. The city needs to correct the 3 annexations that did not
have resolutions to be sent to the county for the tax rolls, before the district boundaries
are set. Pat should have his information ready in two weeks
The committee discussed travel expense policy. Mary presented a dra:~ ordinance and
resolution for consideration. She also suggested that the policy be revised to include
more specific regulations. Bud would like clarification on the use of personal vehicles
vs. city vehicles for travel on city business. The MMIA will be contacted. The mayor
and Mary will meet again to make revisions and bring it all back to the next meeting.
The Claims for March, 2001 totaling $145,001.48 were reviewed. The committee
recommends to council that these claims be approved.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Court-appointed representation - court
New typewriter for council secretary - clerk/treasurer
Lightbar for new police car - police
Regrout walls and cracks - pool
Pour 5" concrete slab in bottom- pool
Pour 4" concrete slab for kiddie pool
Fill in overflow with concrete - pool
Paint the pool
Lettering for pool
$ 607.50
710.00
879.98
8,896.00
19,998.00
3,896.00
4,786.00
9,965.00
946.00
SWEEPING FUND:
New pickup and gutter brooms for sweeper $1,039.00
Budget/Fimmce Committee
April 2, 2001
Page 3
CAPITAL PROJECTS FUND:
New gutter (261.5') at cemetery
$4,511.00
WATER FUND:
Repair curb box at 17 7th Ave. - water system
$ 620.00
The committee reviewed the Comp/OT reports for PPE 3/18/01.
The Payroll Register for PPE 3/18/01 totaling $95,065.71 was reviewed and approved by
the committee.
Bud asked the members of the committee to have a special meeting on the sidewalk project,
but this would not be a Budget/Finance meeting. After brief discussion, a date of Thursday,
April 5t~ at 5:00 p.m. was set.
The meeting adjourned at 8:07 p.m. The next regular Budget/Finance Committee
meeting will be Monday, April 16, 2001 at 7:00 p.m. The first Budget session is
scheduled for Wednesday, April 11, 2001 at 7:00 p.m. in the Old Council Chambers.
Respectfully Submitted,
Mary IC L~blet~n
Clerk/Treasurer