HomeMy WebLinkAboutBudget/Finance Committee Minutes 05.17.2004MEMBERS PRESENT:
OTHERS PRESENT:
MINUTES
BUDGET/FINANCE COMMITTEE
MAY 17, 2004 5:00 P.M.
COUNCIL CHAMBERS
Chairman Mark Mace
Gay Easton
Doug Poehls
Kate Stevenson
Mary Emb~ton
The regular meeting of the Budget/Finance Committee was called to order by Chairman
Mark Mace at 5:04 p.m.
There was no public comment.
The minutes of the May 3, 2004 Budget/Finance regular meeting were approved as
presented, via motion by Doug, seconded by Gay, and passed unanimously.
April Journal Vouchers #357-361 were in the mayor's possession, and will be approved
later. Utility Billing adjustments for April 2004 were reviewed by the committee and
approved.
The April 2004 Financial Statements were reviewed by the committee. Mary showed
where there was a discrepancy in the court surcharge mounts transferred to the county, and
will review and correct in May. Otherwise, the funds are on track with the budget. The
committee recommends approval by council.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Preliminary drawing for remodel for court - city hall building
$ 652.50
COMPREHENSIVE INSURANCE FUND:
Deductible for door damage - police
$ 511.50
FEDERAL EQUITABLE SHARING FUND:
2 radios & helmets for motorcycles - police dept.
$ 5,087.50
WATER FUND:
Install security lights - plant
Certification renewal - plant
Certification renewal - system
$ 4,220.00
$ 220.00
$ 150.00
SEWER FUND:
Certification renewal - plant
Rebuild chlorine monitors - plant
Deductible for sewer backup - system
New vacuum pump - system
$ 250.00
$ 845.70
$ 1,500.00
$ 1,066.00
Budget/Finance Committee
May 17, 2004
Page 2
The committee reviewed the Comp/OT reports for PPE 5/9/04. Discussion again was held
regarding the HIDTA grant status. Mary repotted that the overtime worked under the
HIDTA grant is reimbursed to the city by the City of Billings, and that the City of Laurel
recently received a ebeck for the first quarter of 2004. By participating in this program, the
city is then included to receive money from seized assets from drug busts, and this money is
accounted for in the Federal Equitable Sharing fund #2952.
The Payroll Register for PPE 5/9/04 totaling $120,583.56 was reviewed by the committee.
Via motion by Kate, seconded by Doug, the committee recommends approval of the register
by the council.
Cost to benefit analysis of police department scheduling change - No additional work has
been done on this issue, and will not be addressed until after the budget process.
The Budget Timeline is on track - Nathan will present the preliminary budget to the
council at a special meeting on May 19t~. Public notice will be published on June 2ua and
9~h, with the public hearing to commence June 15t~, and continue until final adoption of
the budget, scheduled for July 20th.
Mary stated that she received a format at Institute, to be used to develop the Accounting
Policies and Procedures manual. This format can be used city-wide, and she will share
it with the other departments.
Mary then gave a report onthe classes she attended at the Clerk's Institute May 5-7.
Subjects included: Developing Operating Policies; Developing an Investment Policy;
Land Use Planning; Montana Election Procedures; Clerk/Treasurer to Clerk/Treasurer;
Workplace Violence; League of Cities and Towns Update; Funding Capital Replacement;
Team Building Strategies; Municipal Audit; Local Government Review in Montana; and
Risk Reduction Strategies. She participated on the panels for the election procedures and
the capital replacement classes. Mary thanked the committee and the city for allowing
her to attend. Mark asked about the Workplace Violence class, and if there is any
protocol included in our safety policies. Mary will check with AEM.
Other issues - Mary reported that the Montana League of Cities and Towns will hold
their district meetings next week. Our district, District #11, will meet in Billings on
Tuesday, May 25t~ at 9:00 a.n~ at the Billings City Hall. Mary also reported that the
MMIA has requested that the City of Laurel make adequate provisions to fund the
liability program for 2004-05. The forms will be sent as soon as the budget process
allows. There may be a district meeting for the clerk's association in early June to review
and refresh those attending on the GASB 34 process that is to be applied this fiscal year.
The next regular Budget/Finance meeting will be held on Tuesday, June 1~ at 5:00 p.m.,
since Monday, May 31st is a holiday.
Budget/Finance Committee
May 17, 2004
Page 3
For Next Agenda: Budget Timeline. (All other continuing subjects will be postponed
until after the budget process.)
The meeting adjourned at 5:40 p.m.
Respectfully Submitted,
Clerk/Treasurer