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HomeMy WebLinkAboutBudget/Finance Committee Minutes 03.17.2015 MINUTES BUDGET/FINANCE COMMITTEE MARCH 17,2015 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Tom Nelson Doug Poehls Chuck Dickerson Emelie Eaton OTHERS PRESENT: Shirley Ewan Mayor Mark Mace Heidi Jensen Rick Musson Chairman Eaton called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m. The minutes of the February 17 and March 3,2015 meetings were presented and approved via motion by Doug, seconded by Tom,and passed unanimously. The Utility Billing adjustments were reviewed by the Committee. Shirley stated there were no unusual adjustments. The Mayor has reviewed and signed the February journal voucher. Tom made a motion to approve the Utility Billing adjustments and the February journal voucher. The motion was seconded by Doug. All in favor,motion passed. The financial statements were reviewed by the Committee. Shirley stated that 67%of the year has passed and the City is at 38% revenue collected and 31% of authorized expenditures spent. Shirley then proceeded through the quarterly report with the bank reconciliation and the graphs showing where funds are currently. Motion was made by Tom to approve the financial statements, seconded by Doug. Motion passed. There were 4 Purchase Requisitions presented to the Committee. The first 2 were presented by Chief Musson. He would like to purchase 2 vehicles from Bison Ford in Great Falls. Bison Ford currently has the State contract. Bison Ford came in with the lowest bid at$29,798.44 per vehicle. The second contender was Laurel Ford at$31,370.44. The best part of buying from Bison Ford is that they will install all of the equipment,where other dealers are unable to. The vehicles need to be sent to 2-3 other places for the installation. The 2 vehicles that will be purchased are 2016 Ford Utility Police Interceptors with all-wheel drive. Chuck inquired as to whether any of the equipment from the old cars would transfer to the new vehicles. Rick stated that it would not, as that equipment is worn out or outdated. Chuck asked if the Police Department was going to produce a rotation plan for future vehicles. Rick stated that only if the Safety Mill Levy passes. Heidi interjected,that as to the Safety Mill Levy, she has checked on private companies in regards to support for the passage of the mill and the marketing companies charge between$100,000-$150,000 for their service and the City is unable to pay any of this amount. Doug made a motion to accept the bid from Bison Ford for the 2 new police vehicles,Tom seconded,motion passed. Rick thanked the Committee and will get the vehicles ordered. The cars will be purchased out of the CIP Fund and Federal Equitable Sharing Chief's second purchase order is for furniture for dispatch. The Chief was unable to come up with a second quote on the furniture as the closest place that sells Watson furniture is Washington and they will not install the furniture or hook up the electronics. The quote that was received from Industrial Communication and Electronics is for$18,460.00 and they will set up the furniture and electronics. The furniture has been budgeted for. Tom made a motion to accept the bid from Industrial Communication and Electronics,Chuck seconded, all in favor,motion passed. The third purchase requisition was presented by CAO Jensen. Heidi stated that the air conditioner upstairs started on fire last year and needs to be replaced. She has had three different companies in to give her a quote on replacing the air conditioner as well as fixing the air flow problem upstairs. Her office stays extremely cold while the other side of the building is extremely hot. The only company that came up with a plan to change the air flow through duct work was Central Heating and Cooling. Their quote was the highest of the 3 but they were the only company that stated that they can address and fix the air flow problem. Therefore, she would like the Committee to accept the bid from Central Heating and Cooling. Their bid is $20,708. Each office would have a separate thermostat that would regulate the temperature. Doug asked if there would still be enough money to fix the roof. Shirley stated that there would. Tom inquired if there 1 was a maintenance agreement for this building. Heidi stated City Hall uses Encode if there is a problem. The Police have a contract with them and City Hall piggybacks off that contract. Doug made a motion to accept the quote from Central Heating and Cooling in the amount of$20,708,Chuck seconded the motion,all in favor,motion passed. The fourth purchase requisition was presented by Shirley and is for the wireless microphones in the Council Chambers. She has obtained three quotes and the quote from ComTech was not the lowest bid. The lowest quote came in from Industrial Communication in the amount of$4,100,but they will not return her calls. She was on hold for 61/2 minutes today and no one ever picked up,therefore she would like to accept the next lowest quote. They will replace the 12 microphones in the chamber and install the receivers for them. The quote is for$5,724. Shirley mentioned that this will run the line item for supplies over but the City Hall budget would not be overspent,just the one line item.Doug made a motion to accept the quote from ComTech for the wireless microphones in the amount of$5,724,Tom seconded, all in favor,motion passed. The Comp/Overtime report for PPE 3/15/15 was reviewed. There were no questions. The Payroll Register for PPE 3/15/15 totaling$179,306.49 was reviewed by the Committee. Doug made a motion to recommend Council's approval of the payroll register,seconded by Tom. Motion passed unanimously. Back pay Payroll Register for Union 316 in the amount of$41,037.56 was reviewed by the Committee. Motion was made by Tom, seconded by Doug to recommend Council's approval of the back pay payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: Nothing at this time. Mayor's Comments: The Mayor mentioned that he received an e-mail from Mike Ferguson from the Billings Gazette in regards to the Safety Mill Levy proposal. Mr.Ferguson has interviewed Jan and would like some information from the Mayor as well as the other two departments that would benefit from the mill levy. Doug stated that Monday he will request that the mill levy be set at$75,000 more than what was decided at the last EMS meeting. This would insure 3 new police officers rather than 2. This will guarantee that no officer will be on his own at night. Doug requested that Shirley recalculate the mill levy for$419,000 on a$100,000, $170,000 and a$200,000 valued home. Other: Heidi requested that the committee discuss the lease agreement that will come before the Council this evening. The Committee has read her memo and Doug proposed that he make a motion this evening on charging the Laurel Dodgers $750/year, $500/year for the Little League and$250 each for the concession stand for the first 2 years and$900/year for the Dodgers and$750/year for the Little League and$250 each for the concession stand for the following 3 years. If this is unacceptable to the 2 groups,they need to find another venue. Due to the time constraint,the other items will be moved to the next meeting. For the Next Agenda: Light District discussion. Sidewalk Program. The next regular Budget/Finance meeting will be on Tuesday,April 7,2015 at 5:30 p.m. The meeting adjourned at 6:30 p.m. Respectfully submitted, juLui LCU-OCO-Li Shirley Ewan,City Clerk/Treasurer 2