HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.02.2004 MINUTES
BUDGET/FINANCE COMMITTEE
FEBRUARY 2, 2004 5:00 P.M.
COUNCIL CHAMBERS
MEMBERS PRESENT: Chairman Mark Mace Dan Meats
Ken Olson Bud Johnson (5:15)
OTHERS PRESENT: Mary Embleton
The Budget/Finance Committee meeting was called to order by Chairman Mace at 5:12
p.m. There was no public in attendance.
The minutes of the January 20, 2004 regular meeting were approved as submitted via
motion by Ken, seconded by Dan.
January claims totaling $184,629.42 were reviewed and the committee unanimously
recommends approval by the council.
The following purehase requisitions were reviewed and approved:
GENERAL FUND:
Fee and travel for 1/17 and 1/24 workshops - council $ 1,915.22
Vest equipment for new officer - police $ 556.90
40 hours temp service - public works secretary $ 520.00
Repair welder - shop $ 572.66
Repair hoist - shop $ 676.75
WATER FUND:
Alum - plant $ 2,781.63
Nozzles and spray caps for scrap arms - plant $ 1,002.00
Repair water leaks and patch streets - system $ 2,558.25
Replace old trash pump - system $ 1,810.00
Registrations for 4 to attend MTRW conference - system $ 500.00
Dan questioned the welder repair costs, and Bud asked if the repair work done on the
shop hoist was done on-site by an independent contractor. If so, then the contractor
should have provided a certificate of workers' comp insurance. Ken will check into both
matters. Discussion then followed regarding the purchase requisition submitted to go out
for bids for a service truck for the water system. The committee recommends that a
memo to the committee would have been more appropriate than a purchase requisition.
Ken will inform Larry. The issue also involves the CIP, and policies/procedures for
purchasing capital items ~om different funds, such as General, Capital, and Enterprise.
The Comp/OT reports were reviewed for pay period ending 1/18/04. There was some
discussion regarding working on birthdays and paying overtime vs. giving the day off.
BudgeffFinance Committee
February 2, 2004
Page 2.
The Payroll Register for PPE 1/18/04 totaling $118,929.34 was reviewed. The
committee recommends council approval.
Budget Timeline - Mary stated that some department heads have begun turning in their
budgets, as the February 18th deadline approaches.
Mary recommends the $130 plus $20 per month options from Black Mountain for data
backup services. She reviewed the proposals with Technical Edge, and they concur with
the recommendations oftbe advanced services plus the archive option. The committee
agrees with the recommendation and instructed Mary to proceed.
Accounting Policies and Procedures manual format - Mary has not contacted Brent
Olness on the matter, but will continue to attempt to contact him, as will the mayor.
Mary will draf~ a resolution to elase the Storm Sewer debt service fund and transfer the
remaining monies to the General Fund. The resolution will be presented at the 2/10
workshop, and 2/17 council meeting.
Mary will also draft a resolution to elase the Expendable Grant Fund and transfer the
remaining monies to the Capital Improvement Fund for park improvements. A history of
the expenditures for the soccer field bathrooms was presented, and Mary reported that
Steve is trying to locate a copy oftbe final report that was sent to the Charlotte Martin
Foundation. The resolution to close the fund will be presented at the 2/10 workshop, and
2/17 council meeting.
Under other issues, Mary told the committee that the Service Order program is still not
operational, and that the annual maintenance fee is due soon. The history oftbe program
was reviewed, but the implementation of the program has stalled. The mayor will
address the matter. Mary reported on the progress being made on the records
management project: A resolution to adopt the state's retention schedule will be
presented at the 2/10 workshop, and 2/17 council meetings. She has also contacted Kelly
Services regarding temporary help with the project, and Baker Transfer and Storage on
costs to store records. Mark asked about disposal of public property. Discussion
followed explaining the process: Lists of surplus items are submitted by the departments;
the council declares the items surplus; the items are advertised for sale, and then sold at
public auction; unsold items are declared junk and disposed of properly. More discussion
followed regarding past practices, and possible new methods of selling the surplus, such
as e-hay. Also discussed was the best manner to sell specialized items, such as fire
equipment, ambulance equipment, and police equipment.
Budget/Finance Committee
February 2, 2004
Page 3.
The next meeting will be on Tuesday, February 17th at 5:00 p.m, since Monday, February
16~ is a holiday. On the agenda will be: the Budget Timeline; Accounting Policies and
Procedures manual.
The meeting adjourned at 6:10 p.m.
Re~.ect fully Submitted,
Clerk/Treasurer