HomeMy WebLinkAboutBudget/Finance Committee Minutes 09.07.2004 MINUTES
BUDGET/FINANCE COMMITTEE
SEPTEMBER 7, 2004 5:00 P.M.
COUNCIL CHAMBERS
MEMBERS PRESENT:
Chairman Mark Mace
Kate Stevenson
Mayor Ken Olson
Gay Easton
Doug PoeMs
OTHERS PRESENT:
Mary Embleton
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 minutes of the August 16, 2004 regular meeting were approved via motion by Doug,
seconded by Kate, and passed unanimously.
August claims totaling $514,896.64 were reviewed and the committee unanimously
recommends approval by the council. Mary stated that over $200,000.00 was for CDBG
Sewer Project payments, and there were payments for the new water/sewer service truck,
insurance premiums, and replacement of stolen tools fi'om the shop break-in. The
remainder was for regular claims.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
New Dell server to replace old one - clerk/treasurer
*Lock replacement and re-keying - shop
*Lock replacement and re-keying - parks
$ 3,100.00
$ 4,177.00
$ 318.00
STREET MAINTENANCE FUND:
*Wacker BS600 vibratory rammer
Asphalt, curb, gutter, alley approaches 6th St./1a & 2"d Ave.
Curb & gutter on N% of 1st Ave by Town Square
$ 2,375.00
$24,50O.O0
$ 4,964.00
WATER FUND:
Rework computer controls - plant
Replace 3 chlorine controls damaged by lightning - plant
Service box for new track (split w/sewer) - system
Equip new service track w/tools (split w/sewer) - system
*Replace stolen radio - system
* Lock replacement and re-keying - system
$
$
$
$
$
$
1,914.00
8,109.00
3,500.00
5,000.00
394.00
999.00
SEWER FUND:
* Lock replacemem and re-keying - plant
*Replace stolen radios (2) - system
$ 4,810.00
$ 1,082.00
Budget/Finance Committee
September 7, 2004
Page 2.
SEWER FUND (continued):
Radio for new service track - system
Service box for new track (split w/water) - system
Equip new service track w/tools (split w/water) - system
*To repair/replace items damaged/stolen in the city shop break-in.
$ 624.00
$ 3,500.00
$ 5,00O.00
The Comp/OT reports were reviewed for pay periods ending 8/15/04 and 8/29/04.
The Payroll Re~sters for PPE 8/15/04 totaling $126,808.95 and PPE 8/29/04 totaling
$125,145.13 were reviewed. The committee recommends council approval.
Budget Timeline - Mary explained to the committee that the timeline will be based upon
the direction council sets after hearing Nathan's proposals at the Sept. 15th special
meeting.
GASB 34 update - Norm Klein spent all day on August 24th working with Mary on the
numerous spread sheets he designed to comply with the new Annual Financial repotting
requirements. A lot of work was done, but a lot more is needed to be completed, and
Mary will cominue working on this project.
Accounting Policies and Procedures - No new progress has been made.
Mission Statement - This is scheduled for the Sept. 21~ meeting.
Computer problems - Mary reported that a suspected hacker got into the network,
possibly through the utility billing clerk's machine, and deleted the Finance program,
Payroll program, and one file in the Utility Billing program. Luckily, a tracking system
was activated on the server about two weeks before this incident, as there was suspicion
that something was going on with the computers. All oftbe programs were restored fi-om
backups, and things are back to normal. Access to the server has been limited to certain
times of the day in order to increase security. A new server is needed with better security
programming to protect the city's data, and the committee approved the purchase
requisition earlier in the meeting.
Schedule FY2004 Report - Mary was instructed to bring the draft report to the
committee on September 21~ for review, and then will present the final report to council
in October.
Budget/Finance Committee
September 7, 2004
Page 3.
Under other issues, discussion was hem regarding the need to develop 2-5 year budget
projections. Also discussed were the upcoming city auction (Sept. 11th) and travel plans
to attend the League conference in Kalispell nero month (flying is cheaper than driving).
The nxayor also announced that there will be a Special Council Meeting held tonight right
after the regular council meeting to address the issue of replacing a culvert on Alder Ave.
by Town & Country Co-op, who will partner with the city for the costs of replacing said
culvert.
The next meeting will be on Tuesday, September 21st at 5:00 p.m. The mayor stated that
this change in scheduling (from Mondays to Tuesdays) is not s~ in stone, and may
change flit is found that there is not enough time for Budget/Finance Committee business
to be completed on the same nights as the council meetings.
On the agenda will be: the Budget Timeline, GASB 34 update, Accounting Policies and
Procedures, and Mission Statement.
The meeting adjourned at 5:46 p.m.
Respectfully Submitted,
Clerk/Treasurer