HomeMy WebLinkAboutBudget/Finance Committee Minutes 06.07.2005MEMBERS PRESENT:
MINUTES
BUDGET/FINANCE COMMITTEE
June 7, 2005 $:00 P.M.
COUNCIL CONFERENCE ROOM
OTHERS PRESENT:
Chairman Mark Mace
Doug Poehls
Ken Olson (5:20)
Ca~yGabfian
Gay Easton
Kate Stevenson
Mary Embleton (5:15)
The Budget/Finance Committee meeting was called to order at 5:03 p.m., by Chairman
Mark Mace. There was no public in attendance.
The minutes of the May 17, 2005 meeting were approved via motion by Kate, seconded
by Doug, and passed unanimously.
May elalms totaling $150,331.14 were reviewed. Motion by Doug, seconded by Kate, to
recommend approval of the claims by the council. Motion passed unanimously.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
12 new chairs for council chambers - council & mayor $ 2,399.88
Utility trailer to haul mowers - Parks $ 1,990.00
CITY PARKING FUND:
Seal coat parking lot across from city hall $ 8,955.00
WATER FUND:
Gravel to back-fill water leaks - system $ 1,742.05
SOLID WASTE, FUND:
60 100-gallon carts for cans - collection $ 4,620.00
The Comp/OT reports were reviewed for pay period ending 5/22/05.
The Payroll Register for PPE 5/22/05 totaling $123,681.51 was reviewed. Motion by
Doug, seconded by Gay, to recommend council approval of the payroll register. Motion
passed unanimously.
Accounting Policies and Procedures - Mary reported that the Utility Billing portion of
these policies and procedures has been updated with the training of the new UB
Clerk/Deputy Treasurer, Kelly Rhoads. Jeanerte has done an excellent job in creating
this document.
Budget/Finance Committee
June 7, 2005
Page 2.
Upcoming Projects: Park Maintenance District - This project will need a new time
linc developed, since it was postponed one year. The playground equipment has been
ordered and will be delivered next week. The informational kiosk still needs to be done.
SED #111 - The CTEP portion of the project has been approved, and bids will go out
sooner with an option to complete the whole East First Street project this year, or shut
down for winter, with no additional mobilization costs. Solid Waste rate increase -
Done.
Web Site Development: The grant from the Local Government Center in Bozeman will
not be awarded for about 6 months. In the meantime, the department heads were asked at
their last meeting to use this time to bring what they want for their department's web
page back to the committee (Steve and Mary). It was suggested at the department head
meeting that other cities' web pages could be used as examples. Mark Mace is the
council liaison for this committee.
Audit and MD&A: The final MD&A was sent to the auditors, and final draft was
received today. The city now has 30 days to respond to the auditors' comments. The
audit opinion was again "unqualified" (clean). A notice also has to be published in the
newspaper. The responses to the comments will be drafted by Mary and Ken, and will be
brought to the next Budget/Finance meeting. Discussion followed regarding
Administrative Charges, which appears every year on the auditors' comments. Brief
discussion was also held regarding the Management's Discussion and Analysis (MD&A),
which is to be prepared by management. This first one provides a framework for
following years, when there will be more management participation in its preparation.
Under other issues, Mary reported that a change order is needed from Engineering, Inc.
for additional work done on the West Main Street water line replacement project. The
fu~n has been contacted, and the appropriate documentation will follow. Mary also
reported that she attended the TSEP work shop today, and that a draft contract will be
issued soon, for the city to review and send back for a final. Then the $500,000 grant
will be awarded for the sewer trunk line replacement project. The committee also
reviewed the future meetings items on the agenda: Nathan is working on the 10-year
cash flows; Mark has information on TIF that he would like to share; and the 2-year
budgets will be removed from the list.
The next regular meeting will be on Tuesday, June 21a at 5:00 p.m. Mark and Ken will
be absent.
The meeting adjourned at 6:00 p.m.
Respectfully Submitted,
Mary K. Embleton,Clerk/Treasurer