HomeMy WebLinkAboutBudget/Finance Committee Minutes 03.15.2004MEMBERS PRESENT:
OTHERS PRESENT:
MINUTES
BUDGET/FINANCE COMMITTEE
MARCH 15, 2004 5:00 P.M.
COUNCIL CHAMBERS
Chairman Mark Mace
Dan Mears
Bud Johnson
Mayor Ken Olson
Kate Stevenson
Mary Embleton
Scott Wilm
The regular meeting of the Budget/Finance Committee was called to order by Chairman
Mark Mace at 5:06 p.m.
There was no public comment.
Scott Wilm, 1a Assistant Fire Chief, attended the meeting to explain the fire department's
request for 33 sets of bunker gear, estimated to cost around $46,138. The proposal
includes funding this purchase with an Intercap loan, which has a 2.75% interest rate.
The debt service will come from the clothing appropriation that was usually budgeted.
Scott emphasized that this is a safety issue. The department has already purchased 2 new
sets of gear, and with the purchase of 33 more, they will have a total of 35 complete new
bunker gear sets. The average life of this gear is 10 years. Discussion followed. This is
a capital request that was included on the CIP list that was rated by department heads, but
it has not yet received approval from the council, and a budget amendment will be needed
for this year. The General Fund can incur debt up to $2.4 million, and at present, has
debt of $48,000. The Budget/Finance Committee recommends to council to proceed with
this purchase. This is another step in the developmem of the CIP process and the
committee feels it is a success story. The request will be used as a tool and example to
other departments. The mayor will bring this process to the council workshop on March
30t~.
The minutes oftbe March 1, 2004 Budget/Finance regular meeting were approved as
presented.
February Journal Vouchers #345-350 were reviewed by the mayor and approved.
Utility Billing adjustments for February 2004 were reviewed by the committee and
approved.
The February 2004 Financial Statements were reviewed by the committee. The committee
recommends approval of the statements by the council. Mary reviewed portions of the cash
report to show the committee that the Expendable Grant fund and Storm Sewer fund have
been closed out and the money transferred to the appropriate funds. Also, it was shown that
the $268,000 match for the CDBG grant in the sewer fund was set up as a separate cash line
item, and that the dollars were transferred fxom the bond reserve cash, the improvements
cash, and operating cash. The quarterly report will be presented at the April 20th council
meeting.
Budget/Finance Committee
March 15, 2004
Page 2
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Upgrade cemetery program from DOS to Windows - clerk/treas.
2 sets of international building code books - building dept.
Travel & training costs for Denver school - building dept.
$ 1,600.00
$ 572.99
$ 1,782.50
SEWER FUND:
Replace trash pump - plant $ 1,498.80
Replace flame arrestor - plant $ 1,200.00
Environmental study of elevator railroad lease property - system $ 1,470.18'
*(The committee questioned why this is coming out of sewer funds - mayor will check)
SOLID WASTE FUND:
Insurance deductible for collision with garbage truck - collection
$ 500.00
The committee reviewed the Comp/OT reports for PPE 2/29/04. Discussion was held
regarding the water plant generator.
The Payroll Register for PPE 2/29/04 totaling $122,486.77 was reviewed by the committee.
The committee recommends approval of the register by the council.
Cost to benefit analysis of police department scheduling change - Mary presented a spread
sheet on the overtime in the police department from March 2002 through March 2003, and
then from March 2003 through March 2004. The comparison is for hours, and not dollars.
Discussion followed. The committee would like the HIDTA and DUI Task Force overtime
hours identified. The committee will continue tracking the comparison of the overtime, by
pay period, last year to current year. Mary will also prepare a December 2002 to December
2003 comparison.
The Budget Timeline was reviewed, and the majority of the committee would like to
schedule the preliminary budget meetings for 5:30 instead of 7:00, as requested by many
department heads. The schedule will be revised and distributed tomorrow at the
department head meeting. The Airport Authofity's presentation, which is done as a
courtesy, will be scheduled for a council meeting in May.
No progress has been made on clarification of the Accounting Policies and Procedures
manual format.
There were no Other issues.
The next regular Budget/Finance meeting will be held on Monday, April 5t~ at 5:00 p.m.
The first Preliminary Budget meeting will be on Wednesday, March 17th at 5:30 p.m.
Budget/Finance Committee
March 15, 2004
Page 3
For Next Agenda: Cost-to-benefit analysis of the police department scheduling change
Budget Timeline; status of Accounting Policies and Procedures Manual.
The meeting adjourned at 6:06 p.n~
Respectfully Submitted,
Clerk/Treasurer