HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.17.2004 MINUTES
BUDGET/FINANCE COMaMITTEE
FEBRUARY 17, 2004 5:00 P.M.
COUNCIL CHAMBERS
MEMBERS PRESENT: Chairman Mark Mace Mayor Ken Olson
Gay Easton Dan Mears
Kate Stevenson Bud Johnson
OTHERS PRESENT: Mary Embleton
The regular meeting of the Budget/Finance Committee was called to order by Chairman
Mark Mace at 5:07 p.n~
Public comment was given by Bud Johnson regarding his hopes that the community is
able to address the underpass issue.
The minutes of the February 2, 2004 Budget/Finance regular meeting were approved as
presented.
January Journal Vouchers #339-344 were reviewed by the mayor and approved.
Utility Billing adjustments for January, 2004 were reviewed by the committee and
approved.
The January 2004 Financial Statements were reviewed by the committee. The committee
recommends approval of the statements by the council. Mary reported that she will be
preparing another draw from SRF for the water intake project totaling about $200,000. The
city has drawn down nearly all the loan funding for the project.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Public defense for Carey - court $ 1,006.58
Public defense for Clincher - court $ 613.47
Public defense for Murray - court $ 616.55
Cloth'mg allowance for new officer - police $ 540.00
. Fire gear for new fire fighter - fire $ 1,257.80
FEDERAL EOUITABLE SHARING FUND:
5 new Dell computers - police $ 7,272.65
WATER FUND:
12 meters and repair supplies - system $ 1,257.34
SEWER FUND:
Replace valves, f~ttings, and pipe - plant $ 8,890.00
TV and locate line on Railroad St., clean line Washington St. - system $ 1,042.00
Budget/Finance Committee
February 17, 2004
Page 2
The committee reviewed the Comp/OT reports for PPE 2/1/04. Lengthy discussion
followed regarding the overtime, and the change in the scheduling in the police department
fi.om 8 hours/day to 8.5 hours/day. The committee suggests that a discussion with the police
depurtmem needs to take place to review the new schedule and the dollars associated with it
in order to evaluate whether the change benefits the city. It was also suggested that a
comparison to last year be reviewed. Mayor Olson stated that he had been given a report by
the police department on the 8.5-hour schedule vs. overtime, and he will bring the
information b~ek to the next Budget/Finance meeting. This information will help evaluate
the cost-to-benefit issue.
The Payroll Register for PPE 2/1/04 totaling $122,821.71 was reviewed by the committee.
The committee recommends approval of the register by the council.
The Budget Timeline was reviewed, and Mary reported that the budget worksheets for
operating and maintenance are to be returned to the clerk for data input by February 18th
(tomorrow). The capital outlay request forms can be turned in later, once the CIP policy
is adopted. The mayor stated that he will be presenting his list of recommendations to the
council at the 2/24 workshop, so that the council may take formal action at the 3/2
council meeting for the current fiscal year. This action will then help determine budget
requests for 2004-2005. Mary told the committee that she will put the timeline into an
electronic format, rather than the manual version that is currently being used.
No progress has been made on clarification of the Accounting Policies and Procedures
manual format.
Mary told the committee that steps are being taken to begin the Records Management
disposal process, once the council adopts the retention schedule at the council meeting
later tonight. The initial focus will be on the Old Council Chambers area. Mary
presented a labor cost of $985 fi.om Kelly Services for two people for one week. Records
storage cost is 23¢ per box per month, but at this point, it is not known how many boxes
will need to be stored, More will be known, once work begins on the clean-up of the
upstairs area. Mayor Olson told the committee of some of the options being discussed
regarding moving the court to the upstairs area. The direction is not clear at this time,
and other options are being discussed. The committee approved Mary's request to go
ahead with the first phase of the project to begin reviewing the records and preparing
them for disposal or storage. She was instructed to bring a storage estimate to the next
meeting.
There were no Other issues.
The next regular Budget/Finance meeting will be held on Monday, March Ia at 5:00 p.m.
Budget/Finance Committee
February 17, 2004
Page 3
For Next Agenda: Budget Timeline; status of Accounting Policies and Procedures
Manual; cost-to-benefit analysis of the police department scheduling change; records
storage estimates.
The meeting adjourned at 5:48 p.m.
Respectfully Submitted,
Clerk/Treasurer