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HomeMy WebLinkAboutBudget/Finance Committee Minutes 07.21.2015 MINUTES BUDGET/FINANCE COMMITTEE JULY 21,2015 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 July 7, 2015 meeting were presented and approved via motion by Doug, seconded by Chuck,and passed unanimously. The Utility Billing adjustments were reviewed by the Committee. There were no unusual adjustments. The Mayor has reviewed and signed the June journal voucher. Doug made a motion to approve the Utility Billing adjustments and the June journal voucher. The motion was seconded by Chuck. All in favor,motion passed. The quarterly financial statements were reviewed by the Committee. Shirley stated that the fiscal year is over and the City is at 57%revenue collected and 48% of authorized expenditures spent. Shirley mentioned that the expenditures have not all been paid, so the expenditures will probably end up equaling the amount of revenues that have been received. She stated that the capital expenditures have been described in the memo from her and if there any questions, please contact her. After reviewing the graphs, Emelie asked why the Garbage Fund needed the reserves as high as they are. Doug stated that they need the reserve to purchase new garbage trucks every couple of years. He also believes that the reserves are being held to purchase property from the County up on Ridgeway Drive. The Committee would like Shirley to find out what became of that idea and if the property is still for sale by the County and report back to them. Emelie stated that she will bring it up at the next Public Works Committee meeting. Motion was made by Tom to approve the financial statements, seconded by Doug. Motion passed. There were no Purchase Requisitions presented to the Committee. The Comp/Overtime report for PPE 7/5/15 was reviewed. After reviewing the comp reports,Emelie questioned the overtime that was spent during the 4th and if it is possible to bill the Fire Association for City services. She realizes that this has not been done previously,but the City is doing a service for the Association and they should be responsible for the additional burden that their fireworks display puts on the City. Tom mentioned that the paper kept referring to the Laurel Fire Department when the Laurel Fire Association actually puts on the show,and they should help pay for some of the costs of putting on the performance. The City should be reimbursed or charge a flat fee for all of the services provided. Shirley will find out if we can offset the costs by charging the Fire Association for part of the costs. The Payroll Register for PPE 7/5/15 totaling$212,956.95 was reviewed by the Committee. Doug made a motion to recommend Council's approval of the payroll register,seconded by Chuck. Motion passed unanimously. Clerk/Treasurer's Comments: Pony Tails while on Police Reserve Duty-Chuck Shirley inquired about the pony tails that were worn on reserve duty and there does not seem to be any dress/appearance code addressing pony tails in the police policy and procedures. Status of Planning Position Shirley reported that the position has not been filled at this time. The City has interviewed 2 possible applicants twice,but there is definitely a lack of experience in both applicants. Monica Plecker and Judy Goldsby sat in on the second interviews with the 2 possible applicants. Heidi would like to re-advertise for the position. 1 Status of General Fund Reserves Shirley stated that the General Fund's reserves are at 18%with the current budget. The General Fund will be using$387,823 in reserves in the 15-16 budget. She noted that the Health Insurance transfer has not been done, so the ending reserve may be closer to 20-24%after all the outstanding claims and transfers have been done. She will keep the Committee informed. Mayor's Comments: The Mayor has just met with Heidi and reported that the party that had decided to sell the City an easement and 1 acre of land for the intake pipeline have withdrawn their offer. Sam will need to send letters to the owners of the properties that we are trying to get easements on. The City may have to go back to the engineers to work another angle on delivering the water to the City. He reported that the progress with the State accepting their share of the cost of the intake is going nowhere. Other: Sewer Septic Hauling System Shirley reported that the system is completed. The rates still need to be considered. Kurt has recommended the same rates as Billings. The rate structure will need to be adopted by the Council. Emelie stated that Public Works has been approached in regards to cleaning and maintaining Nutting Drain for $15,000/year. The topic will be discussed at the next Public Works Committee meeting. For the Next Agenda: Public Works building on Ridgeway Drive. Firemen's Association accepting part of the cost of clean-up, overtime, etc. during the 4th of July fireworks display. The next regular Budget/Finance meeting will be on Tuesday,August 4, 2015 at 5:30 p.m. The meeting adjourned at 6:25 p.m. Respectfully submitted, 1.06 Shirley Ewan, City Clerk/Treasurer it 2