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HomeMy WebLinkAboutBudget/Finance Committee Minutes 09.15.2003MINUTES BUDGET/FINANCE COMMITTEE SEPTEMBER 15, 2003 5:00 P.M. COUNCII, CHAMBERS MEMBERS PRESENT: Chairman Ken Olson Mazk Mace Dan Meazs Bud Johnson OTHERS PRESENT: Mary Embleton The regular meeting of the Budget/Finance Committee was called to order by Chairman Ken Olson at 5:12 p.m. No public attended the meeting to offer public comment. The minutes for the September 2, 2003 Budget/Finance regulaz meeting were approved as presented. Jane Journal Vouchers #300A, 300B, and 300C; Year-end Journal Vouchers #YEA301 - YEA305; August Jonrnal Vouchers #306-310, and Utility Billing adjustments for August, 2003 were reviewed by the committee with Mary explaining the entries in detail. Lengthy discussion followed, including the need to re-evaluate the distribution of the 2003- 04 mills. Also, the final adjustment on the Cenex raw water bill is reflected in the UB adjustments. The August 2003 Financial Statements were reviewed by the committee. Discussion regarding the June Water operating cash amount, and other fund trends, followed. The conunittee recommends approval ofthe statements by the council. The following purchase requisitions were reviewed and approved: GENERAL FUND: 6 registrations for League conference -council, mayor, C/T, DPW $ 540.00 WATER FUND: Registration for League conference -plant $ 90.00 Chlorine -plant $ 828.13 *Replace hydrant at 5'" & 1~` Ave. -system $ 1,554.65 SEWER FUND: Repair Elm Street Lift Station $ 4,500.00 (*Did not have a department authorized signature.) The committee reviewed the Comp/OT reports for PPE 8/31/03. Comments were made regarding the DUI Task Force grant, and the extra hours on the Police Department report. The state requested extra patrols for Labor Day. Bud mentioned a change in call-out pay. Budget/Finance Committee September 15, 2003 Page 2 The Payroll Register for PPE 8!31/03 totaling $119,349.27 was reviewed and the committee recommends approval by the council. Mary presented the Budget Changes that have come forth since the Final Budget Document was presented on 8/19/03. A resolution to adopt the final budget has been prepared for the September 16s' council meeting. The changes on the attached list aze resuhs of the recent audit, and recent grant awazds. After discussion, the committee recommends that the council adopt the Final Budget as presented on 8/19/03, and then the changes will be brought forward as Budget Amendments at a later time. This will allow for the timely submission of the budget document to the state, as well as allow time to prepare a presentation to the council describing the changes. The presentation is scheduled for the September 30s' workshop. Other issues discussed by the committee included: The grant for new body armor vests for the police department was reviewed by the committee and forwarded to the September 30`" workshop. Development of the next year's Budget Schedule will be on the next Budget/Finance agenda. Discussion will include development of a better method to communicate "Changes in the Preliminary Budget", such as in an Excel format. Bud distributed the Draft Schedule of Findings from the audit for committee review. Administrative charges from the enterprise funds to the General Fund will be reseazched and options analyzed for presentation to council. Also, the council will be provided with a status report regarding audit comments. Chairman Olson recommends that future meetings of the committee be scheduled for Mondays to allow more time for discussion. The next Budget/Finance meeting will be held on Monday, October 6"' at 5:00 p.m. The meeting adjourned at 7:32 p.m Respectfully Submitted, Mary K. Em eton Clerk/Treasurer LISTING OF NEEDED CHANGES TO BUDGET DOCUMENT PRESENTED ON 8/19/03 AS OF 9/15/03 Introduction: The Final Budget document presented on 8/19!03 was not formally adopted by resolution by the council. The tax/assessment resolutions were adopted, but that does not formally adopt the budget as a whole. The City can do one oftwo things: Pass resolution #R03-99 tomorrow night which adopts the document presented on 8/19, and then amend it later with the changes below; OR wait to adopt the Final Budget after fixing it fast. Both options require additional public hearings, which need to have notices published for two weeks. This would put the adoption of either the Final Budget, or the Amended Final Budget on October 7"'. The following changes need to be made to the Budget: 1. Need to move appropriations of $40,301 from Comprehensive Insurance Fund (#2190) to General Fund (#1000) for Workers Compensation costs - as per auditor recommendation a. Will need to adjust mills in both funds also, and adjust the HB 124 revenues 2. Need to add COPS SRO Grant to General Fund budget -revenues and appropriations. 3. Need to add CDBG Grant to Sewer revenues, and make sure the 3 projects covered by the grant are in appropriations. 4. Need to re-appropriate the new garbage truck (as per auditors instructions). 5. Need to consider a Judgement mill levy. 6. Need to come up with an alternative for the Fire Department. 7. Need to work on Administrative Charges explanation and presentation.