HomeMy WebLinkAboutBudget/Finance Committee Minutes 05.17.2005 MINUTES
BUDGET/FINANCE COMMITTEE
MAY 17, 2005 5:00 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT:
Chairman Mark Mace
Kate Stevenson
Gay Easton (5:15)
Doug Poehls
OTHERS PRESENT:
Mary Embleton
Chairman Mark Mace called the' regular meeting of the Budget/Finance Committee to
order at 5:09 p.m.
There was no public in attendance.
The minutes of the May 3, 2005 Budget/Finance regular meeting were approved as
presented, via motion by Doug, seconded by Kate, and passed unanimously.
April Journal Vouchers #449-453 were reviewed by the mayor. Utility Billing
adjustments for April 2005 were reviewed by the committee and approved. The mayor
also reviewed Year End Adjustment Journal Voucher #YEA404.
The April 2005 Financial Statements were reviewed by the committee. Mary stated that
most areas were normal for this time of year. The General Fund is $303,000 into reserves.
The HOME Fund (#2940) shows a negative cash balance due to not all reimbursements from
the state being received by the end of the month. The Special Project Fund (#4001 for the
East First Street Project) also shows a negative cash balance of $143,000 which is all
engineering costs. Discussion followed regarding engineering contracts and change orders.
The committee recommends approval of the financial statements to council.
The following purchase requisition was presented for approval:
WATER FUND:
Repair street at 5th and Main caused by water leak - system
Upsize Ironhurse Subdv water line from 8" to 12" - system
$ 2,786.00
$ 9,729.50
SEWER FUND:
Upsize Ironhorse Subdv sewer line from 8" to 15" - system
$14,870.90
The committee reviewed the Comp/OT reports for PPE 5/8/05.
The Payroll Register for PPE 5/8/05 totaling $123,496.50 was reviewed by the committee.
Motion by Doug, seconded by Kate to recommend council approval of the register. Motion
passed unanimously.
Mary reported there was no progress on the Accounting Policies and Procedures.
Budget/Finance Committee
May 17, 2005
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Mary updated the committee on the following projects: Park Maintenance District -the
new playground equipment bid will be awarded tonight. There will be funds left in the
CDBG Rehab Fund (#2942) to do the information kiosk. SID #111 - the bond will be
put out for bids next spring. The water and sewer lines are scheduled to be put in this
summer/fall. Solid Waste Rate Increase - The public hearing is scheduled for tonight's
council meeting, and then formal adoption of the resolution for the new rates is scheduled
for a Special Meeting on May 31st, prior to the council workshop.
The Budget Calendar was reviewed. The preliminary budget is scheduled for tomorrow
night (May 18th) at a special council workshop. Nathan will be here for the presentation.
Mary explained that Norm Klein was out of town this week, but will help her make the
corrections to the assets for the Annual Report once he retums. After that is done, the
MD&A can be completed, and the final audit can be issued. Discussion followed
regarding auditors. Mary stated that it was announced at the Institute that 40 entities in
this region had still not submitted their Annual Reports to Helena. By law, those entities
are in violation, and their state funding could be withheld.
The Web Site Task Force has not met yet. The Local Government Center has submitted
the application for the grant at the end of the month. We should know in about 6 months
if the grant is awarded.
Under Other issues, Mary informed the committee that John Oakes has resigned his
council seat. This means that the council has 30 days to appoint a new member, and also
that there are 5 seats up for this election. Discussion followed. Mary also presented the
Quarterly Report for the city's finances as of March 31, 2005. This will be scheduled for
the May 31 st workshop.
The next regular BudgetJFinance meeting will be held on Tuesday, June 7th at 5:00 p.m.
For Next Agenda: Accounting Policies and Procedures; Upcoming Projects: Park
Maintenance District, SID #111, Solid Waste Rate Increase; and Web Site Development.
The meeting adjourned at 5:52 p.m.
Respectfully Submitted,
Mary K. Embleton
Clerk/Treasurer