HomeMy WebLinkAboutBudget/Finance Committee Minutes 11.17.2003 MINUTES
BUDGET/FINANCE COMMITTEE
NOVEMBER 17, 2003 5:00 P.M.
COUNCIL CHAMBERS
MEMBERS PRESENT: Chairman Ken Olson Gay Easton
Mark Mace
OTHERS PRESENT: Mary Embleton
The regular meeting of the Budget/Finance Committee was called to order by Chairman
Ken Olson at 5:10 p.n~
No public attended the meeting to offer public comment.
The minutes of the November 3, 2003 Budget/Finance regular meeting were approved as
submitted.
October Journal Vouchers #319-325 will be reviewed by the chairman at a later date, as
they are still in the mayor's possession, and were not presented at this meeting. Utility
Billing adjustments for October, 2003 were reviewed by the committee.
The October 2003 Financial Statements were reviewed by the committee. Mary reviewed
the General Fund, pointing out that the expenditures are $345,227.52 over the revenues, but
that the cash balance shows $250,983.54 of reserves being used at the end of October. This
is typical of the General Fund, and reflects the need for a substantial reserve in that fund.
The tax revenues will be received in December, along with the second quarterly payment of
the entitlement fi~om the state. Discussion followed. The committee recommends approval
of the statements by the council.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Special Assessments - council $ 5,803.99*
2004 Economic development assessment - council $ 1,400.00
Ads for police officer, legal services - clerk/treasurer $ 879.04
Environmental consulting services for court building - building $ 2,043.32
LIBRARY AID GRANT FUND:
Lasercat subscription $ 620.00
WATER FUND:
Chlorine test kits - plant $ 1,200.00
I0 Model 25 water meters - system $ 616.30
*Over budget by $304 due to the Nutting Drain District assessment additional costs of $340,
which was unknown at the time of preparing the budget.
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November 17, 2003
Page 2
SEWER FUND:
Rebuild cover to explosion proof fan - plant $ 810.00
Chlorine - plant (October) $ 828.13
Chlorine - plant (November) $ 828.13
Gas-powered eut-offsaw- system $ 2,000.00
SOLID WASTE FUND:
20300-galcans, 10 90-galeans-collection $ 4,400.00
Liability deductibles for Gauthier, Hammer - collection $ 1,389.65
Mary pointed out that some parcels owned by the city appear to be for public right of way,
and questioned why they should be assessed as city-owned parcels. After discussion, the
committee recommends that the Public Works department investigate the parcels, document
their findings, and possibly recommend corrections.
The committee reviewed the Comp/OT reports for PPE 11/9/03. Brief discussion was held
regarding the water leaks listed on the Public Works portion oftbe report.
The Payroll Register for PPE 11/9/03 totaling $117,530.57 was unavailable for review by
the committee due to problems with the printer. Mary explained that the payroll was
processed and checks were distribul~t as usual. However, a program update was installed
that created problems with the Geuicom printer, so the reports were not ready for the
committee's review. After discussion, the committee postponed their recommendation for
approval by the council of the payroll register, until the next meeting.
Mary presented a General Fund Year-end Report, showing each department's original
appropriation, final appropriation, actual expenditures, and summaries of revenues and
cash. Discussion followed. Mary asked the committee for guidance on which
appropriation to use for determination of "department savings": original compared to
actual, or amended compared to actual. Also discussed was how to ~'ansfer the savings
to the CIP fund: 10% of tax revenue and/or other sources, such as fire district revenues.
As of June 30, 2003, there was $74,000 of budget remaining (unspent) after the
amendmems. However, there was an overall change in cash position of-$6,000. The
committee will discuss this issue further at the next meeting.
The Budget Timeline was discussed, and Ken voiced eoneem regarding dates that the
department heads need to have their preliminary figures back to the clerk's office for
processing, and also when the meetings between department heads and council will
begin. Mary explained that her understanding oftbe new process would be to have the
department heads help set the deadlines, keeping in mind dates such as April 1st as when
the MMIA releases their preliminary figures for developmem of liability, property, and
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November 17, 2003
Page 3
workers' comp insurance premiums. This issue will also be placed on the next agenda
for further discussion.
Mary asked that the Telephone Service Proposals be postponed until the next meeting, as
she did not receive all the proposals that were scheduled to be presented at this meeting.
Other issues discussed by the committee included: Receipt ora letter from ME&A
regarding the CDBG grant for the sewer projects. It stated that the amendments recently
passed, including sewer fund amendments to include the project, were reviewed and
approved by the Dept. of Commerce. Also, Ken asked about the outcome of the
settlement with Northwestern Energy. Mary explained that Alee Hanson talked to Bud
about the issue.
The next regular Budget/Finance meeting will be held on Monday, December 1~t at 5:00
p.m.
For Next Agenda: Budget Timeline; Year-end Report - answer the question regarding
the use of Original appropriation vs. Amended appropriation to determine department
savings, and then how to proceed; Telephone service proposals; Payroll register
approval.
The meeting adjourned at 6:04 p.m.
Respectfully Submitted,
Clerk/Treasurer