HomeMy WebLinkAboutBudget/Finance Committee Minutes 09.16.2002 MINUTES
BUDGET/FINANCE COMMITTEE
SEPTEMBER 16, 2002 7:00 P.M.
COUNCIL CHAMBERS
MEMBERS PRESENT: Chairman Ken Olson Gay Easton
Mark Mace Bud Johnson
OTI-~RS PRESENT: Mary Embleton
The regular meeting of the Budget/Finance Committee was called to order by Chairman
Ken Olson at 7:00 p.m.
The minutes for the September 3, 2002 Budget/Finance regular meeting were approved
as presented.
July Journal Vouchers #231 - 236 were approved.
The committee reviewed the August, 2002 Financial Statements. Motion by Mark,
seconded by Gay to recommend approval of the statements to council. Motion passed
unanimously.
The following purchase requisitions were reviewed and approved after discussion:
GENERAL FUND:
Digital camera in car - police dept (grant) $ 6,997.46
Children's books - library $ 529.60
POLICE TRAIN1NG FUND:
Travel expense for Internt'l Assoc. of Police Chiefs (Minneapolis) $ 878.86
WATER FUND:
Gateway computer- water plant $ 679.00
Chlorine - water plant $ 745.35
Rebuild kits for chlorine regulators - water plant $ 2,269.87
Registration & travel for National Rural Water conference - system $ 965.22
The committee reviewed the Comp/OT reports for PPE 9/1/02.
The Payroll Register for PPE 9/1/02 totaling $110,995.07 was reviewed and the committee
recommended approval by the council, via motion by Gay, seconded by Mark and passed
unanimously.
The committee reviewed the revenue and expenditure balances as of June ;~0, 2002 prior to
adjustments by budget transfers. Mary explained that the purpose of the budget transfers is
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September t6, 2002
Page 2
to adjust the appropriation (increase or decrease) to fit what was spent, or over spent. Two
departments went over their projected budgets last year: city court and city attorney. The
court exceeded their budget mainly due to public defense costs, and the city attorney
exceeded his budget mainly due to code review costs. Discussion then followed regarding
the status of the code review. Lexus Nexus has the bulk of the ordinances codified, but had
some questions for Matt prior to completing the printing. Mary explained that she was
instructed to hold offon sending in the ordinances to be codified back in 1999 when she was
first hired. The delay was due to the complete code review in process. It has been the city's
practice to send in the ordinances every year to be codified, but that it had been many years
since the city's last complete code review. The city will resume the practice of sending in the
ordinances for codification on an annual basis.
Mary explained that the city issued checks totaling over $400,000 for reimbursement using
the WRDA Grant. In order to do this, the total amounts for engineering, pumps, and
construction work, were broken up into 4 payments, September through December. The
checks will then be held in the vault, and given out at the appropriate time. This was the only
way to attempt to comply with all requirements in order to be able to benefit from the total
$400,000 grant.
Portions of the city ordinance regarding perpetual care funds for the cemetery were
reviewed and discussed. Changes need to be made to the ordinance; repealing some portions
and clarifying the rest. Staffwill bring forward some recommendations for the cemetery
board and the council to consider.
Mary presented an update to the committee regarding the investigation of the mill levy
value de~rease. There had been no word from the Dept. of Revenue for over two weeks,
so Mary send an e-mail to Director Kurt Aline on 9/13 asking for acknowledgement. She
received a reply sent on 9/14 that the DOR is investigating, and that an answer or
explanation will be forthcoming.
The committee reviewed information regarding the 1~ Quarter payment ofltBl24
Entitlement monies. Discussion followed. The city received $146,072.69, which is a
little higher than budgeted. The payments are on track.
The committee reviewed the calendar for October meetings. Bud presented a
recommendation from Public Works to purchase the state land next to the city shop, at a
cost of $60,000 - $70,000. The new computer for the accounts payable desk has been
received and installed. The old A/P computer has been transferred to the council
secretapj's desk, and the old council secretary computer will be transferred to the police
department. The printing problems still exist, however.
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September 16, 2002
Page 3
The proposed cemetery land purchase was updated. It was suggested that employees sent
to major seminars should prepare a report for council, stating what they learned. The
status of the Chamber of Commerce share of payment for the Log Cabin grant was
reviewed and discussed.
The meeting adjourned at 8:15 p.m. The next Budget/Finance meeting will be held on
Monday, September 30th at 7:00 p.m.
Respectfully Submitted,
Clerk/Treasurer