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HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.15.2005 MINUTES BUDGET/FINANCE COMMITTEE FEBRUARY 15, 2005 5:00 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Chairman Mark Mace Kate Stevenson Mayor Ken Olson Gay Easton Doug Poehls OTHERS PRESENT: Mary Embleton Terry Ruff Chairman Mark Mace called the regular meeting of the Budget/Finance Committee to order at 5:08 p.m. There was no public in attendance. The minutes of the February 1, 2005 Budget/Finance regular meeting were approved as presented, via motion by Kate, seconded by Doug, and passed tmanimously. January Journal Vouchers #433-437 were reviewed by the mayor. Utility Billing adjustments for January 2005 were reviewed by the committee and approved. Mary explained the Payroll Journal Voucher # PR50103, which was to correct an error in posting January insurance liability checks along with the first payroll in February. This voucher was also approved by the mayor. The January 2005 Financial Statements were reviewed by the committee. Mary stated that most areas were normal for this time of year. The committee discussed the Local Government Study Commission fund, which is already over budget due to the attendance of all the commissioners at the workshop in Bozeman. A transfer of $500 from the General Fund to the LGSC Fund was done in order to put it in a positive cash position. A budget amendment will be done to correct the revenues. Mary also explained some of the negative cash items on the cash report. Motion by Doug, seconded by Kate, to recommend approval of the financial statements to council. Motion passed unanimously. The following purchase requisitions were presented for approval: GENERAL FUND: Repair and replace fallen insulation in roof of building - FAP Install 6 lights in fire bay area - FAP Buy-out of uniform contract - Shop, Cemetery, Parks $ 12,824.00 $ 2,585.OO $ 397.04 STREET MAINTENANCE FUND: Buy-out of uniform contract $ 264.72 GAS TAX FUND: Buy-outofuniformcon~a~ $ 132.36 Budget/Finance Committee February 15, 2005 Page 2 WATER FUND: Buy-out of uniform contract - plant Buy-out of uniform contract- system $ 753.78 $ 264.72 SEWER FUND: Buy-out of uniform contract - plant Buy-out of un/form contract - system Activated needles - system $ 898.98 $ 264.72 $ 1,517.42 SOLID WASTE FUND: Buy-out of uniform contract - collection $ 397.08 Fire Chief Terry Ruff explained the request for insulation in the attic in the FAP. This will help with the safety concern of ice, and help with the heating of the building. Terry also explained the lighting request. The committee reviewed the Comp/OT reports for PPE 1/30/05. The Payroll Register for PPE 1/30/05 totaling $123,084.60 was reviewed by the committee. Mary stated that this is the first register to contain the firemen pay. Motion by Doug, seconded by Kate to recommend cotmcil approval of the register. Motion passed unanimously. Mary suggested postponing discussion of the Cost Analysis for the Police Department 8½- hour shifts to a future meeting. A special meeting was scheduled for March 9 at 5:00 p.m., and Chief Musson will be invited to attend. Mary reported on the progress of the Accounting Policies and Procedures. With current Utility Billing Clerk Jeanette Koch retiring in May, it is critical that these procedures are done. Jeanette has been diligently working on updating and completing her procedures to prepare for training a new clerk. Ken updated the committee on the following projects: Park Maintenance District - there will be no election for this spring. However, with the possible funding source of CDBG Rehab money for new playground equipment, the city will also attempt to begin educating the public. Mary explained that the council and mayor need to revise the program income plan. A draft will be presented at the March 8th workshop. Then at the following council meeting, a public hearing needs to be scheduled for April 5th. After the public hearing, the council can approve the revised program income plan. SID #111 - Nathan is working on the bond sale, and the city will be meeting with Yellowstone Bank to see if they would like to be the paying agent. Solid Waste Rate Increase - Steve has started meeting with the 22 commercial clients who would be highly impacted by the proposed rate increase. The public hearing will be scheduled for mid-March. Budget/Finance Committee February 15, 2005 Page 3 Mary told the committee that Technical Edge Consulting offered to have the city sign up for a block of hours, and they would bill as used. Mary recommended that the city sign up for 80 hours for the year, at $93/hour. At the end of the year, the city's usage will be reviewed and any difference would be billed accordingly. Sam has reviewed the contract. The committee agreed to forward the matter to the February 22nd workshop. The committee discussed the American Linen contract buy-out. The city attorney listed two options: continue with the contract for uniforms for another year, or buy out the contract for $3,373.40. The mayor recommended the buy-out. The committee agreed by virtue of approving the purchase requisition. Under Other issues, Mary distributed a revised Budget Calendar, which was developed by Nathan. It includes additional meetings for the department heads and administrative assistant to meet with the mayor and council on the budget cuts. Nathan met with the department heads on Friday to review the schedule, and explain the need for the cuts, as the preliminary requests for the General Fund are $250,000 more than the revenues. Mary will distribute the calendar to the remainder of the council. Mary also reported that she has done additional research on a new recording machine. The committee will be updated at the next meeting. Mary presented a flyer from Morrison-Maierie Systems, which offers web system services. She explained that Black Mountain Software recommends this company to cities for networking and hardware management services. Discussion followed regarding the city's need to complete and update the city's website. The high school has offered assistance. The mayor would like to form a committee. This will be discussed further at future meetings. The next regular Budget/Finance meeting will be held on Tuesday, March 1st at 5:00 p.m. The special meeting to discuss the 8½-hour shifts will be on March 9th at 5:00 p.m. For Next Agenda: Cost Analysis for the 8½-hour shifts; Accounting Policies and Procedures; Upcoming Projects: Park Maintenance District, SID #111, Solid Waste Rate Increase; Recording Machine; and Web Site Development. The meeting adjourned at 6:00 p.m. Respectfully Submitted, Clerk/Treasurer