HomeMy WebLinkAboutBudget/Finance Committee Minutes 05.03.2004 MINUTES
BUDGET/FINANCE COMMITTEE
MAY 3, 2004 5:00 P.M.
COUNCIL CHAMBERS
MEMBERS PRESENT:
Chairman Mark Mace
Kate Stevenson
Gay Easton
Bud Johnson
OTHERS PRESENT:
Mary Embleton
Doug PoeMs
The Budget/Finance Committee meeting was called to order at 5:05 p.m., by Chairman
Mark Mace. There was no public in attendance.
The minutea of the April 19, 2004 regular meeting, and the April 7t~, 8th, 14th, and 15th
preliminary budget meetings were approved as corrected via motion by Gay, seconded by
Kate, and passed unanimously.
April claims totaling $128,665.18 were reviewed and the committee unanimously
recommends approval by the council.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Registrations for Elected Officials workshop - council
Environmental testing in court building - city hall building
Repairs to police car - police
Test 50 air bottles - fire
Fire prevention training material - fire
4 helmets with face shields - fire
Annual hose test - fire
Concrete border for tree at Ponderosa Park - parks
$ 525.00
$ 1,053.32
$ 598.35
$ 1,500.00
$ 600.00
$ 506.57
$ 1,500.00
$ 700.00
STREET MAINTENANCE FUND:
Grader blades and bolts
$ 563.20
POLICE TRAINING FUND:
Travel and training expenses for dispatch training conference
$ 860.76
GAS TAX FUND:
30 tons cold mix asphalt for street patching
$ 1,081.88
SEWER FUND:
Absorbant supplies to clean up MRL diesel fuel spill - plant
$ 1,500.00
SOLID WASTE FUND:
Fix transmission on G-10 - collection $ 2,066.52
Budget/Finance Committee
May 3, 2004
Page 2.
The Comp/OT reports were reviewed for pay period ending 4/25/04.
The Payroll Register for PPE 4/25/04 totaling $93,067.39 was reviewed. The mount is
less than usual, as this is a third payroll in the month, and does not contain the semi-
monthly deductions. The committee recommends council approval.
Development of Mission Statement for Budget/Finance Committee - Mark had
obtained some information fi~om the intemet, regarding samples and formats to develop
mission statements. The committee agrees that there is a need to frame out what the
duties and roles are of thc various committees and boards. Mary had distributed
information on the City of Bozeman's board and committees as examples. Lengthy
discussion followed, including: Need to develop a city-wide statement, set by the council
(Gay to bring to table); Develop a statement for each committee/board; Prepare a
handbook for each committee/board member. A question was asked whether the council
should review the committees. The committee felt that the city-wide statement should be
developed first, followed by the committees. Thc need to have a good facilitator to get
the process going was also discussed. This matter will be put on future agendas, to be
addressed after the budget.
Cost-to-Benefit analysis of police department scheduling change - There hasn't been
time to devote to this issue, due to budget preparations and other issues.
Budget Timeline - The preliminary budget is scheduled to be presented at the workshop
on May 11th. (NOTE: This was changed to May 19th at a special meeting.)
Accounting Policies and Procedures manual format - Nothing new to report. Perhaps
some ideas will be obtained at the upcoming clerk's institute later this week.
Under other issues, Mary reported to the committee that she will be on two panels at the
clerk's institute this week in Billings: one on election procedures, and one on developing
a CIP.
The next meeting will be on Monday, May 17t~ at 5:00 p.n~ On the agenda will be:
Cost-to-benefrr analysis of police department schedule change; the Budget Timeline -
process al~er the preliminary budget meetings; Accounting Policies and Procedures
manual format clarification.
The meeting adjourned at 5:55 p.n~
Respectfully Submitted,
Clerk/Treasurer