HomeMy WebLinkAboutBudget/Finance Committee Minutes 12.01.2003 MINUTES
BUDGET/FINANCE COMMITTEE
DECEMBER 1, 2003 5:00 P.M.
COUNCIL CHAMBERS
MEMBERS PRESENT: Chairman Ken Olson Mark Mace
Bud Johnson (5:15) Gay Easton
OTHERS PRESENT: Mary Embleton
The Budget/Finance Committee meeting was called to order by Chairman Olson at 5:06
p.m~ There was no public in attendance.
The minutes of the November 17, 2003 regular meeting were approved as presented.
November claims totaling $154,696.40 were reviewed and the committee unanimously
recommends approval by the council. Discussion was held regarding the draft
purchasing policy, and when it will be completed. The matter will be brought up at the
department head meeting tomorrow.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Professional services - mayor $ 2,503.00
Mold cleanup in court building - general fund building $ 2,743.93
4 squad suits - ambulance $ 516.00
WATER FUND:
2 new chlorine regulators - plant $ 5,000.00
500-hour service for 310SG backhoe - system $ 530.63
The Comp/OT reports were reviewed for pay period ending 11/23/03. Bud
recommended a format to show that overtime/comp time was approved prior to it being
worked. The matter will be brought to the department head meeting.
The Payroll Registers for PPE 11/9/03 totaling $117,530.04 and for PPE 11/23/03
totaling $121,283.42 were reviewed. The register for the 11/9/03 pay period was tabled
last meeting due to problems with the printers; however, the council approved it at the
November 18a meeting, as it was not removed ~om the Consent Agenda. The
committee recommends council approval of the registers. Mary informed the committee
that a union member asked her about the timing of the comp time pay-out this year. The
pay date would be December 26t~ as per the contract. Bud stated that if the union wanted
it earlier this year, then a formal request needs to be made, as it was last year.
Budget/Finance Committee
December 1, 2003
Page 2.
The committee reviewed the Auditor's Remarks: 3-1. Permission Control Groups - The
committee recommends that no deletions are allowed on the system, and that cross
training needs a higher priority; 3-2. Administrative Expenses - Research other cities that
use the direct cost method; 3-3. Funding of Enterprise Replacement and Depreciation -
Larry and Mary will review and make recommendations. Bud stated that the 1997 water
rate increase included $100,000 for replacement, but the transfers were never done; 3-4.
City Court - The court must decide how to respond; 3-5. Expenditure Testing - Some
function corrections have been made, and discussion followed regarding the importance
of issuing a purchase order number at the time an order is placed. The committee will
review the remaining points oftbe remarks at the next meeting.
Mary stated that the worksheets will be distributed by December 12t~, as per the Budget
Timeline. The "TBD's" (to be determined) dates will be jointly set by the department
heads, mayor, and council.
The committee discussed the Year-end Report, and the department savings concept for
transferring money to the CIP fund (g4000). After lengthy discussion, the committee
agreed that them was a $6,000 loss in the General Fund cash position, so them was no
funding available to transfer to the CIP, regardless of any department savings. The
committee would like to have the clerk/treasurer present a Year End Report to the council
similar to the Mid-Year Budget Review. The matter will be discussed further at the next
committee meeting.
Mary presented two proposals for telephone service: WCS Telecom for long distance
only, and McLeod USA for both local and long distance. After review and discussion,
the committee decided not to pursue the matter further, and remain with the current
service at this time.
Under other issues, Mary asked how the structure of the committee is going to change
with the mayor's announcement of resignation. The committee will consider this
question, and discuss it further at the next meeting.
The next meeting will be on Monday, December 154 at 5:00 p.l~ On the agenda will be
the Auditor's Remarks (finish), the Budget Timeline, the Year-end Report to Council,
and Budget/Finance Committee changes.
The meeting adjourned at 6:45 p.m.
Respectfully Submitted,
Mary KOEmbleton, Clerk/Treasurer