HomeMy WebLinkAboutBudget/Finance Committee Minutes 04.19.2004MEMBERS PRESENT:
OTHERS PRESENT:
MINUTES
BUDGET/FINANCE COMMITTEE
APRIL 19, 2004 5:00 P.M.
COUNCIL CHAMBERS
Chairman Mark Mace
Gay Easton
Mayor Ken Olson
Kate Stevenson
Mary Embleton
The regular meeting of the Budget/Finance Committee was called to order by Chairman
Mark Mace at 5:09 p.m.
There was no public comment.
The minutes of the April 5, 2004 Budget/Finance regular meeting, the March 31, 2004
preliminary budget meeting, and the April 1, 2004 preliminary budget meeting were
approved as presented, via motion by Gay, seconded by Ken, and passed unanimously.
March Journal Vouchers//351-356 were reviewed by the mayor and approved. Mary
explained the journal voucher transferring the cash as per the CIP resolution. Utility
Billing adjustments for March 2004 were reviewed by the committee and approved.
The March 2004 Financial Statements were reviewed by the committee. Motion by Gay,
seconded by Kate to recommend approval by council. Motion passed unanimously.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Dell computer for deputy clerk - clerk/treas. $ 1,500.00
Tuition for 6 EMT's - ambulance $ 630.00
2 K Band antennae for motorcycles - police dept. $ 4,280.00
WATER FUND:
200 gal. Floc chemical to replace use of alum - plant $13,500.00
SEWER FUND:
Check out blower motors - plant $ 503.07
The committee asked about new equipment for the two leased motorcycles.
The committee reviewed the Comp/OT reports for PPE 4/11/04. Discussion was held
regarding the HIDTA grant status. Mary will follow up on this with Rick.
The Payroll Register for PPE 4/11/04 totaling $120,446.77 was reviewed by the committee.
The committee recommends approval of the register by the council.
Budget/Finance Committee
April 19, 2004
Page 2
Cost to benefit analysis of police department scheduling change -No additional work has
been done on this issue. The mayor was unable to make the phone calls for information.
The Budget Timeline was reviewed - Mary and Nathan will finish up most of the work
on May 4tla, with the preliminary budget to be presented at workshop on May 11th. Ken
told the committee that he would like to have a "target-hased" budget for the '05-06
fiscal year, and develop guidelines to help departmem heads focus on goals set by the
council. He will bring a format for this method in the fall. Discussion followed. The
city could possibly help develop goals/mission statements for department heads.
No progress has been made on clarification of the Accounting Policies and Procedures
manual format. This will be addressed after the budget process.
Other issues - Mary reported the status of the HOME program to the committee. The
city has spent all of the old program income, and in fact, has begun spending the new
grant monies without authorization. The state has advised the city that this is not
allowed, and that the city will not be able to draw reimbursement for those funds already
spent. Additional documentation needs to be submitted and approved by the state before
the new funding is available, and Casey Joyce is responsible for completing that
paperwork. Also, there is a delinquency with one of the original grantees, and a meeting
has been scheduled for tomorrow with them and the city attorney to go over options, and
try to determine a plan of action to protect the grant.
Mayor Olson stated that the other committees are becoming active, and that he would
like to begin development of mission statements. The Budget/Finance committee will
begin this task with the next meeting. He would like to bring this concept to a council
workshop soon. Mark questioned review of rates and charges for permits, etc. Public
work. s has been in charge of reviewing a number oftbe city's charges. It will be
addressed in the fall after the budget.
The next regular Budget/Finance meeting will be held on Monday, May 3rd at 5:00 p.l~
For Next Agenda: Developmem of Mission Statemem; Cost-to-benefit analysis of the
police department scheduling change; Budget Timeline; status of Accounting Policies
and Procedures Manual.
The meeting adjourned at 6:03 p.m.
Respectfully Submitted,
Clerk/Treasurer