HomeMy WebLinkAboutBudget/Finance Committee Minutes 03.05.2001MEMBERS PRESENT:
OTHERS PRESENT:
MINUTES
BUDGET/FINANCE COMMITTEE
MARCH 5, 2001 7:00 P.M.
DPW OFFICE
Chairman Bud Johnson
Chuck Rodgers
Mark Mace
Gay Easton
Ken Olson
Gary Temple
Mary Embleton
The minutes for the February 20, 2001 meeting were approved via motion by Ken,
seconded by Gay, and passed unanimously.
Mary distributed copies of proposed budget worksheets that she developed as a result of
her meeting with Dick Larsen. The worksheets were for salary and wages, and for capital
outlay requests. She explained that the office personnel and public works personnel will
be allocated between different departments by the departmem heads using estimates
based on prior years. These sheets will he reviewed by Dick Larsen later in the week,
and Mary will present the final product at the next meeting. Mary asked for input fi:om
the committee on the format for financial reports. After discussion, the committee
asked for the cash, revenue, and expense spreadsheet and line graph for the General,
Street Maintenance, Gas Tax, and Enterprise Funds. The monthly reports to council will
consist of the cash report and the spreadsheet with revenues and expenses for the month,
YTD, and budget to actual. The committee wiil make a final determ/rmfion at the next
meeting. Mary then told the committee about the annual Elected Official's Workshop
in Billings on May 9-11. Also included with the brochure on the workshops was an
advertisement on a new publication from the Local Govemmem Center called
"Montana's Local Government Review". After discussion, Mary was instructed to order
4 copies.
Copies of Pat Murtaugh's proposal of $5,650 for reviewing and verifying each property
record in the existing districts, preparing a spreadsheet for the new Lighting Districts,
and set up the proposed storm drain SID, were distributed and discussed. Mary proposed
to incorporate the purchase ofa SID management program from Black Mountain for
$11,900 for all of the districts, including Street Maintenance, SID #I 10, Sweeping, and
any new districts currently under development. She suggested converting the database
from the state directly into the program and work fi:om there, rather than converting to a
spreadsheet and then the program. After lengthy discussion, the committee recommends
accepting Mr. Murtaugh's proposal and going forward with the Lighting District project.
A comract and resolution will be prepared for the next council meeting. The program
purchase can be addressed at a later th-ne. Mary also presented a copy of the resolution
used by the City of Conrad to redefine their lighting districts as a model for our project.
Copies will also be obtained of the procedure, notice, and resolution used by the City of
Hardin, which recently completed restructure of their lighting districts.
Budget/Finance Committee
March 5, 2001
Page 2
The committee discussed travel expense reimbursement (refer to November 6, 2000
Budget/Finance minutes). The committee recommends that travel expense
reimbursemem be le~ in ordinance, but the rates be set by resolution. Suggestions for
allowable rates will be reviewed and brought back to the next meeting for
recommendation.
There was no update given on the proposed investment policy. Chuck and Mary will
meet and bring back final recommendations for the next meeting.
The claims for February 2001 totaling $85,448.45 were reviewed. The committee
recommends to council that the February claims be approved.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Public defense ofParemeau - city court
Secondary containment pans for oil storage - shop
$ 731.00
1,440.00
SOLID WASTE FUND:
January dumping fees
$4,522.10
The committee reviewed the Comp/OT reports for PPE 2/18/01.
The Payroll Register for PPE 2/18/01 totaling $92,561.01 was reviewed and approved by
the committee.
Ken gave an update on the soccer field project. A grant application was sent to the
Charlotte Y Martin foundation for $20,000 for a restroom facility at the field. It is going
through final committee. Bud reported that the Drug & Alcohol Task Force would like to
apply for a grant to be shared between SD#7 and the city for $35,000 with a 30% matel~
The focus of the grant is to do a survey. March 234 is the grant application deadline.
The meeting adjourned at 8:21 p.m. The next regular Budget/Finance Committee
meeting will be Monday, March 19, 2001 at 7:00 p.m.
Respectfully Submitted,