HomeMy WebLinkAboutBudget/Finance Committee Minutes 04.05.2004 MINUTES
BUDGET/FINANCE COMMITTEE
APRIL $, 2004 5:00 P.M.
COUNCIL CHAMBERS
MEMBERS PRESENT: Chairman Mark Mace Mayor Ken Olson
Kate Stevenson Bud Johnson
Gay Easton
OTHERS PRESENT: Mary Embleton
The Budget/Finance Committee meeting was called to order at 5:07 p.m., by Chairman
Mark Mace. There was no puhlle in attendance.
The minutes &the March 15, 2004 regular meeting, and the March 17t~, 18t~, and 25th
preliminary budget meetings were approved as presented.
March claims totaling $204,716.42 were reviewed and the committee unanimously
recommends approval by the council.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Postage and addressing for Voice - clerk/treasurer $ 725.00
FCC application for car-to-car - Police $ 1,075.00
Replace compressor for furnace/air system - FAP $ 1,998.00
General maintenance on building air handlers - FAP $ 789.05
STREET MAINTENANCE FUND:
300 tons 1½" mad material for streets & alleys $ 1,500.00
SWEEPING DISTRICT FUND:
Air sweepers hoses $ 550.00
POLICE TRAIN1NG FUND:
Room, meals, & equipment fee for new officer to attend academy $ 600.00
GAS TAX FUND:
Clean storm ditch fi'om Aider to eastern city limits, 7t~ St. easement $ 1,000.00
LIBRARY AID GRANT:
Membership and training costs for Virtual Reference Desk project $ 500.00
FEDERAL EQUITABLE SHARE FUND:
11 Ballistic vests (grant will reimburse about half the cost) $ 6,189.45
Budget/Finance Committee
April 5, 2OO4
Page 2.
WATER FUND:
2 drums T-floc 1410 -plant
4 drums polymer - plant
Chlorine - plant
Clean settling pond - plant
Clean and video contact basin, install safe security on access - plant
DEQ permit - plant
Clean 30" line - plant
SEWER FUND:
DEQ permit - plant
Effluent composite test - plant
Recondition blower pump - plant
Steel cylinder for water pump on jet redder- system
SOLID WASTE FUND:
40 300-gal garbage cans to replace old ones - collection
2 rear tires for backhoe - disposal
$ 910.00
$ 3,600.00
$ 828.13
$11,500.00
$ 4,000.00
$ 750.00
$ 2,960.00
$ 2,775.00
$ 600.00
$ 632.35
$ 787.91
$ 7,860.00
$ 800.00
The Comp/OT reports were reviewed for pay periods ending 3/14/04 and 3/28/04.
Discussion followed.
The Payroll Registers for PPE 3/14/04 totaling $119,792.23 and PPE 3/28/04 totaling
$120,052.11 were reviewed. The committee recommends council approval.
Cost-to-Benefit analysis of police department scheduling change - More information
will be brought to the next meeting, and will be reviewed and discussed at that time. Ken
had a phone number ora consultant who would do a comparative analysis of the 6/3 shiiL
Ken will call the police chief in Missoula first, and get some information from that
department.
Budget Timeline - Mary asked Bud for information on the format of the budget timeline
form that the committee wants to continue using. She will check on obtaining the
program called Inspiration. There is a scheduling conflict on April 8th. A meeting with
the City of Billings, Yellowstone County, and the school districts is also scheduled for
Thursday from 4:30 - 6:30. Ken recommended that the preliminary budgets stay on
schedule, and he will encourage other council members to attend the Billings meeting.
Accounting Policies and Procedures manual format - No contact has been made with
Brent Olness on the matter. Mary explained that her understanding of the manual is so
that any staff member will be able to do a function of the office using the manual. Utilky
Budget/Finance Committee
March 1, 2004
Page 2.
Billing, Payroll, and Claims are fairly complete, but Finance and Ambulance need to be
worked on. The manuals will be a work in progress.
Under other issues, Mary reported to the committee that there is a class on May 21 st in
Great Falls regarding GASB 34 and other issues, sponsored by the Montana Society of
CPA's Governmental Audit, Accounting and Financial Reporting Committee. She would
like to attend if her schedule allows. Discussion followed regarding inventory and assets
management. The city needs to establish a standard for inventorying items less than
$5,000 and the issue will be brought up at a department head meeting.
The next meeting will be on Monday, April 19t~ at 5:00 p.m. On the agenda will be:
Cost-to-benefit analysis of police department schedule change; the Budget Timeline -
process at, er the preliminary budget meetings; Accounting Policies and Procedures
manual format clarification.
The meeting adjourned at 6:00 p.m.
Respectfully Submitted,
Clerk/Treasurer