HomeMy WebLinkAboutBudget/Finance Committee Minutes 01.06.2003 MINUTES
BUDGET/FINANCE COMMITTEE
JANUARY 6, 2003 $:00 P.M.
COUNCrL CHAMBERS
MEMBERS PRESENT:
Chairman Ken Olson
Mark Mace
Gay Easton
Bud Johnson
OTHERS PRESENT:
Mary Embleton
The Budget/Finance Committee meeting was called to order by Chairman Olson at 5:15
p.m.
The minutes of the December 16, 2002 regular meeting were approved as presented.
December claims totaling $330,060.98 were reviewed and the committee unanimously
recommends approval by the council.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Public defense - court
5,000 Notice to Appear citation forms - police
Repairs to rear passenger window of 2001 Ford - police
Collision repairs to 2000 Ford - police
Restoration services for fn:e damage - shop
Restoration services for fire damage 2na phase - shop
Restoration services for fire damage 3rd phase - shop
5 metal halide lights - shop
Temporary power from fire damage - shop
Structural review & report of fire damage - shop
1 lot of children's books - library
$ 572.41
$ 1,245.00
$ 628.40
$ 3,053.11
$ 6,403.06
$ .6,225.48
$15,437.55
$ 1,100.00
$ 528.00
$ 525.00
$ 555.60
(Note: insurance deductible is $2500 for shop fire - remainder of costs will be
reimbursed by MMIA)
POLICE TRAINING FUND:
Registration, travel, meals, and uniforms for FBI Academy
$ 2,192.00
STATE GAS TAX FUND:
Portable radio
$ 476.00
WATER FUND:
Slush pump - plant
Install radio in backhoe, and portable radio - system
New fire hydrant - system
$ 609.00
$ 676.00
$ 3,000.00
Budget/Finance Committee
January 6, 2003
Page 2.
SOLID WASTE FUND:
Portion of deductible for N. Hammer collision w/grbg truck - collection $ 852.00
The Comp/OT reports were reviewed for pay period ending 12/22/02. The combined
reports totaled over $3,000.
The Payroll Register for PPE 12/22/02 totaling $110,995.39 was reviewed and the
committee unanimously recommends approval by council.
Year-end Journal Vouchers gYEA201 - YEA206 were reviewed and approved by the
committee.
The committee reviewed the draft audit report and discussed scheduling an exit
conference. Mary will contact Olness & Associates for some dates to schedule the
conference. The committee then discussed the following items contained within the
report:
Computer security issues - notify when completed
Backup issues - recommended to utilize service provided by Black Mountain
Time pay - court has to address with new computer sof'~ware
Administrative expenses - need to establish a new and clear method before
changing to a new method
· Enterprise replacement & depreciation - will address with new rates and CIP
· Pergonal use of city owned vehicles - IRS requirement
· Accounting policies & procedures - good start, but needs to be completed
· Expenditures - timing issue, and need to finish developing Purchasing Policy
· Utilky account adjustments - utility clerk prepares, and clerk/treasurer reviews
· Cemetery accounts receivable - Cathy has already prepared the list
· Page 18 references insurance coverage lacking in the event of environmental
damage - clarification will be requested from the auditors
· Log Cabin restoration - Chamber still owes their portion of the match, and after
discussion, the committee decided to grant the adjustment the Chamber requested
The committee was given an update on the Water Intake project. The DNRC has
developed a time line, which will be distributed to the council for the Jan. 14t~ workshop.
The WRDA Grant issue was discussed. Keeping the grant money in the city is the main
concern. Bud explained that the figures for borrowing $2.9 million needed to be
reviewed and compared to those at the $2.5 million. Protecting the city's eligility status
for Federal funding is a high priority. The whole issue will be explained at the January
7t~ council meeting, where the Commitment Agreement and the Reimbursement
Resolution, both for $2.9 million, are on the agenda.
Budget/Finance Committee
January 6, 2003
Page 3
anuary 28 xs the deadhne for the department heads to mm the budg~ figures in to
Mary. The next Budget Calendar deadline will then be February 11 for the
preliminary figures to go back to the department heads.
Other issues discussed included the recent notification fi'om the Dept. of Commerce that
the city's HOME grant application was unsuccessful. The letter encourages the city to
resubmit an application for the March 31~t deadline. Casey Joyce of BSEDA will attend
the HOME Grant workshop in Great Falls January 7-8; 2003. He needs to submit a
ParreOap. osal to the city outlining a scope of services he plans to provide in the housing grants
The next meet!~ng will be on Tuesday, January 21~ at 5'00 D m (which is a chanoe fi'om
the January 16 scheduled date). The meeting adjourned at 6:25 p.m.
Clerk/Treasurer