HomeMy WebLinkAboutBudget/Finance Committee Minutes 11.03.2003 MIiNUTES
BUDGET/FINANCE COMMITTEE
NOVEMBER 3, 2003 5:00 P.M.
COUNCIL CHAMBERS
MEMBERS PRESENT: Chairman Ken Olson Mark Mace
Bud Johnson Gay Easton
OTHERS PRESENT: Mary Embleton
The Budget/Finance Committee meeting was called to order by Chairman Olson at 5:04
p.nx There was no public in attendance.
The minutes of the October 21, 2003 regular meeting were approved as corrected.
October claims totaling $131,232.30 were reviewed and the committee unanimously
recommends approval by the council.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
1-year subscription to National Fire Codes - fire & building $ 580.50
1 lot children's books- library $ 555.60
STREET MAINTENANCE FUND:
35 ton Ice Slicer $ 3,325.00
30 ton UPM asphalt for colder weather $ 2,400.00
The Comp/OT reports were reviewed for pay period ending 10/26/03. The
clerk/treasurer's overtime will be reflected on future reports.
The Payroll Register for PPE 10/26/03 for $93,650.52 was reviewed and the committee
unanimously recommends approval by council. This mount is less than the previous
payroll because of fewer deductions due to it being the th'trd payroll of the month.
Mary reported briefly on the CDBG workshop she recently attended with Larry McCann
and representatives fi~m Morrison Maierle (engineers) and Montana Engineering and
Administration (grant administrators). The workshop was mandatory for recipients of
CDBG monies for projects. Laurel's project will be for sewer line and manhole
replacements, and requires a city match of $268,000, Since the sewer bond has been paid
oS the sewer bond reserve ($75,000) and the debt service set-aside ($5,300/mo) will
be available as match, if the city so chooses. The remainder will come fi:om other sewer
reserves, such as the Replacement/Depreciation reserve. Mary was instructed to prepare
figures for the council workshop on November 25th.
Budget/Finance Committee
November 3, 2003
Page 2.
The committee worked on a drat~ of the Budget Timeline for FY 2004-05. Discussion
included asking for input and feedback t~om department heads during the meeting on
November 4t~; splitting the budget process imo preparation of operation and maintenance
budgets, and project budgets. Projects or goals need to be determined by the council, and
Chairman Olson would like to set a date for the council to meet and set priorities/goals.
This issue will be discussed further at the November 11t~ council workshop. The
committee set a tentative date of June 22, 2004 to adopt the appropriations portion of the
budget. Mary will research what impact the adoption of portions of the budget on
different dates has on the public hearing process. Discussion continued with the effect
year-end reporting has on the budget process. A tentative date of July 27, 2004 for a
year-end report to council was set. One of the last items on the timeline will be a date for
goal-setting by the council in the fall of 2004. Mary was instructed to complete a draft
timeline for the November 11th workshop.
Under other issues, Mary reported to the committee that Alec Hansen of the Montana
League of Cities and Towns called her on Friday, October 31st. He informed Mary that
the League reached a settlement with Northwestern Energy regarding the energy supply
contract breach. Cities and towns in the pool will receive a total of $750,000 and school
districts will also receive the same amount. The League will put this money into 6-month
CD's, and then cash them in the spring, after the bankruptcy proceedings are complete.
Laurel's portion will be about $34,652. Bud asked why the city should wait until spring
to receive the settlement money. Discussion followed. Mary was instructed to get
clarification from the League.
Chairman Oison stated that Judge Kerr's request for a pay increase will be discussed at
the November 11th workshop. Mayor Johnson stated that one option the city may
consider is changing the judge's payment method from an "elected official" to an
"elected employee". More information on this issue and the options will be discussed at
the workshop.
The next meeting will be on Monday, November 17* at 5:00 p.m. On the agenda will be
the Budget Timeline, which will be on-going, and the Year-end Report and possible CIP
department savings distributions.
The meeting adjourned at 6:25 p.m.
Respectfi~lly Submitted,
Clerk/Treasurer