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HomeMy WebLinkAboutBudget/Finance Committee Minutes 06.16.2015 MINUTES BUDGET/FINANCE COMMITTEE JUNE 16,2015 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Tom Nelson Doug Poehls Chuck Dickerson Emelie Eaton OTHERS PRESENT: Shirley Ewan Mayor Mark Mace Chairman Eaton called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m. The minutes of the June 2,2015 meeting were presented and approved via motion by Doug, seconded by Tom,and passed unanimously. The Utility Billing adjustments were reviewed by the Committee. There were no unusual adjustments. The Mayor has reviewed and signed the May journal voucher. Doug made a motion to approve the Utility Billing adjustments and the May journal voucher. The motion was seconded by Tom. All in favor,motion passed. The financial statements were reviewed by the Committee. Shirley stated that 92%of the year has passed and the City is at 49% revenue collected and 41% of authorized expenditures spent. Shirley mentioned that the taxes were received today,but have not been posted. She stated that HB 124, Entitlement Share has not been received and the revenues from the Insurance Funds still need to be transferred over to the General Fund. The reserves in the General Fund will be around 16-17% by fiscal year end. Motion was made by Tom to approve the financial statements, seconded by Doug. Motion passed. There was 1 Purchase Requisition presented to the Committee. The requisition is for a new pickup for the Supervisor and will be purchased out of the Water Fund. The pickup will be purchased out of next year's budget. Laurel Ford is holding a 2014 pickup for the City that Kurt would like to purchase. After discussion, it was decided by the Committee, that while the purchase is budgeted and they would probably approve,the purchase requisition should come to the Committee after the 1St of the fiscal year. They will review the purchase requisition at the next meeting. The Comp/Overtime report for PPE 6/7/15 was reviewed. Shirley was asked to clarify the overtime on comp hours on the Solid Waste employee. Shirley will check and get back to the Committee at the next meeting. The Payroll Register for PPE 6/7/15 totaling$190,192.90 was reviewed by the Committee. Doug made a motion to recommend Council's approval of the payroll register, seconded by Tom. Motion passed unanimously. Clerk/Treasurer's Comments: Length of Time a Receivable Should be Held Shirley has checked on the time that a receivable should be held and when it should be removed from receivables and placed in collection or written off. The time for any receivable without activity should be six months maximum. The Committee would like Shirley to consult with the City Attorney and have him work on a collection policy for the City,to include ambulance claims and court fines. Status of Planning Position Shirley reported that the position has not been filled at this time. The position was offered to an individual in Billings,but they have decided not to take the job. The position has been reposted in the papers and on the internet. Mayor's Comments: The Mayor had nothing to report. 1 Other: Sewer Septic Hauling System Shirley reported that the system is about completed. The Contractor is paving the area presently and the service should be open to businesses by the first of July. Chuck asked what would be done with the revenue collected from the septic disposal. Shirley stated that it will stay in the Sewer Fund and that she has failed to budget the revenue,but will prior to the final budget being passed in September. She thanked the Committee for bringing up the revenue subject, as she and Kurt both failed to budget the revenue. East Main Lift Station Status Kurt will request a change order or new order to submit to the Council for the design of the sewer line extension under the highway and the sloping of the lift station base to help eliminate the odor from the lift station. He has not requested the change order as of today's date. Status of General Fund's Reserves Shirley stated that this has been discussed in the review of the financial statements. For the Next Agenda: Nothing new has been requested. The next regular Budget/Finance meeting will be on Tuesday,July 7, 2015 at 5:30 p.m. The meeting adjourned at 6:23 p.m. Respectfully submitted, Shirley Ewan, City Clerk/Treasurer 2