HomeMy WebLinkAboutBudget/Finance Committee Minutes 11.18.2002MEMBERS PRESENT:
MINUTES
BUDGET/FINANCE COMMITTEE
NOVEMBER 18, 2002 5:00 P.M.
COUNCI~ CHAMBERS
Chairman Ken Olson
Mark Mace
Bud Johnson
OTHERS PRESENT:
Mary Embleton
The regular meeting of the Budget/Finance Committee was called to order by Chairman
Ken Olson at 5:15 p.m.
The minutes for'the November 4, 2002 Budget/Finance regular meeting were approved
as presented.
October Journal Vouchers #243 - 247 were approved.
The committee reviewed the October, 2002 Financial Statements, and recommend
approval of the statemems to council. Discussion was held regarding e-mailing the reports,
which will be attempted in the next week.
The following purchase requisitions were reviewed and approved:
GENERAL FLrND:
Maintenance contract for copier - 'A court, '~ attorney
6 tires for Care I - ambulance
$ 726.00
$ 612.72
EXPENDABLE GRANT FUND (Soccer Fieldl:
Bathroom facility building
$ 27,344.13
WATER FUND:
Repair hydraulic lif~ On W-13 - water system
$ 3,000.00
The committee reviewed the Comp/OT reports for PPE 11/10/02.
The Payroll Register for PPE 11/10/02 totaling $I 13,160.25 was reviewed and the
committee recommends approval by the council.
Mary reported that no response has been received yet from the DOR in Helena regarding the
declining value of the city's mill. She will continue to contact Helena for some answers.
Mary informed the committee that Bill Leonard from Midwest Assistance Program (MAP)
will meet with Larry and her tomorrow to review the Water Intake Project financial stares.
Budget/Finance Committee
November 18, 2002
Page 2
He assisted the city with the last sewer rate increase, and is very knowledgeable. He will be
able to help analyze the water fund' s fiscal status, and help determine the proper rate increase
needed, if the council decides to go forward with the project. He will also be able to give the
city some options, such as grants, etc. Mary went on to explain the method the DNRC uses
to calculate loan coverage requkements, and reviewed the November 7t~ and November 12t~
letters from Anna Miller of the DNRC.
A Budget Transfer resolution for the Water Fund was presented to the committee for
consideration. Mary explained that it was only transferring appropriations within the
Water Fund, and does not effect the Water Fund budget overall. The resolution proposes
moving appropriation from the water plant constmctinn line item (956), and meter
reading system line item (941) into a new line item (925), which is strictly for the Water
Intake Project. Discussion followed, and some concern was voiced over the possibility of
limiting the city's capital options by re-appropriating the meter reading system funds to
the intake project.
Mary then informed the committee that the city court is going to receive new software
called Full Conn. The State Supreme Court is providing the financing and the training
for this soft-ware, to enable courts of lower jurisdiction to provide better records and
accounting. The judge informed Mary last week that she will need to set up a separate
checking account to accommodate the new program. Mary has voiced her concerns to
the judge, mayor, and auditor that this change will affect the functions of her office, the
court office, and the audit. The auditors are very pleased with the internal controls in
place now between the court and the city, and they would like it to remain in place. If the
changes were to occur, the court will be responsible for the flow of the court monies, and
would issue only one check per month to the city for the fines and surcharges it collects.
Mary has had several discussions with Judge Kerr, but has not been informed of the final
direction the court will take.
Mark asked about the cemetery perpetual care fund, and the status of the changes in the
ordinance. The mended ordinance is on the agenda for Tuesday night, and will need to
be amended to specifically repeal Ordinance g407 to remove it from the deeds.
Discussion followed. At°ter the new ordinance goes into effect, the intended use of the
funds for the cemetery will be clearer.
· ' ' r 2nd
The next Budget/Finance meeting will be held on Monday, Decembe at 5:00 p.m.
The committee will set 5:00 p.m. as their new meeting times, rather than 7:00 p.m. The
meeting adjourned at 6:05 p.m.
Respectfully Submitted,
Mary K. Embleton
Clerk/Treasurer