HomeMy WebLinkAboutBudget/Finance Committee Minutes 01.20.2004 MINUTES
BUDGET/FINANCE COMMITTEE
JANUARY 20, 2004 5:00 P.M.
COUNCIL CHAMBERS
MEMBERS PRESENT: Chairman Gay Easton Mayor Ken Olson
Mark Mace
OTHERS PRESENT: Mary Embleton
The regular meeting of the Budget/Finance Committee was called to order by Chairman
Gay Easton at 5:10 p.m.
No public attended the meeting to offer public comment.
The minutes of the January 5, 2004 Budget/Finance regular meeting were approved via
motion by Ken, seconded by Mark, and passed unanimously.
I)eeember Journal Vouchers #333-338 were reviewed by the mayor and approved. Utility
Billing adjustments for l)eeember, 2003 were reviewed by the committee and approved.
The l)eeember 2003 Financial Statements were reviewed by the committee. The
committee recommends approval of the statements by the council.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Contribution to senior citizens center - council $ 1,000.00
Contribution to senior helping hands - council $ 1,000.00
Six-month participation - air pollution $ 1,333.50
COMPREHENSIVE INSURANCE FUND:
Deductible for wrongful termination claim - mayor $ 1,500.00
FEDERAL EOUITABLE SHARING FUND:
Equipment for second police motorcycle lease -police $ 2,339.78
CAPITAL PROJECTS FUND:
Fencing for newly acquired cemetery land - cemetery $ 1,251.45
WATER FUND:
Deductible for water damage claim - system $ 1,500.00
SEWER FUND:
55 gal drum of lift station degreaser - system $ 1,265.00
The committee reviewed the Comp/OT reports for PPE 1/4/04. Mary stated that she had
misrepresented the HIDTA grant at the last meeting: the overtime will be reimbursed.
Budget/Finance Committee
January 20, 2004
Page 2
The Payroll Register for PPE 1/4/04 totaling $127,326.35 was reviewed by the committee.
The committee recommends approval o£the register by the council.
The draft response to the Auditor's remarks was reviewed and approved by the
committee. Ivlary was instructed to take it to the January 27th workshop.
The Budget Timeline was reviewed, and Mary reported that the budget worksheets are to
be returned to the clerk for data input by February 18th.
The issue of claiming overtime by an employee who attended the Labor Management
committee meeting will be brought up at the next Labor Management meeting. Overtime
should not have been allowed since the meetings are concluded by 3:30.
More information will be gathered and presented at the nex~ meeting, regarding the
backup services proposal by Black Mountain Software. Technical Edge is reviewing
the proposal. The auditors recommended the $130 option plus the $20 option.
Ken told the committee that he will contact Brent again to request clarification on the
Aeeounting Policies and Proeeduros manual format.
Under Other: Mary told the committee that she will be bringing resolutions forward to
transfer the Storm Sewer monies and the Expendable Grant monies to close those funds,
as per the auditor's recommendations. Discussion followed. Mary was instructed to
bring hack the history of the Expendable grant monies, and the letter and progress report
to the Charlotte Martin foundation. Also, Ken told the committee that he should have the
committee assignments formalized by the first of February.
The next regular Budget/Finance meeting will be held on Monday, February 2nd at 5:00
p.m. Gay will not be here, so Mark will chair the meeting.
For Next Agenda: Budget Timeline; Black Mountain data backup service information,
status of Accounting Policies and Procedures Manual, information regarding Storm
Sewer and Expendable Grant (soccer field improvements) transfers.
The meeting adjourned at 5:39 p.m.
Clerk/Treasurer