HomeMy WebLinkAboutBudget/Finance Committee Minutes 10.20.2015 MINUTES
BUDGET/FINANCE COMMITTEE
OCTOBER 20,2015 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Emelie Eaton Chuck Dickerson
Doug Poehls Tom Nelson
OTHERS PRESENT: Shirley Ewan Mayor Mark Mace
CAO Heidi Jensen
Chairman Eaton called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m.
The minutes of the October 6,2015 meeting were presented. Tom made a motion to approve the minutes as presented,
seconded by Doug,motion passed.
The Utility Billing adjustments were reviewed by the Committee.No unusual adjustments were made. Doug made a
motion to approve the Utility Billing Adjustments, seconded by Tom. Motion passed.
The Mayor has reviewed and signed the September journal voucher. Doug made a motion to approve the September
journal voucher. The motion was seconded by Tom. All in favor,motion passed.
The quarterly financial statements were reviewed by the Committee. Shirley stated that 25% of the fiscal year has
expired and the City is at 13%revenue collected and 14%of authorized expenditures spent. Shirley then went through the
report with the Committee and stated that the City has spent over $1.6 million on capital equipment and projects since
July 1St of this year. Emelie and Chuck were interested in why the striping on SE 4th has not been done. Heidi stated that
the project had gone out to bid and the City did not receive any bids. She let the Committee know how the crosswalks and
striping was designed and that the City will probably go back out to bid in January to see if there is any interest from
contractors. Shirley stated that the project may need to be broken out in two different quotes, as stripers are not
necessarily cement workers. The design calls for raised crosswalks in the center of the turn lane. Doug made a motion to
accept the financial statements, seconded by Tom. Motion passed.
There were no Purchase Requisitions presented to the Committee.
The Comp/Overtime report for PPE 10/11/15 was reviewed. There were no questions or comments.
The Payroll Register for PPE 10/11/15 totaling$168,485.67 was reviewed by the Committee. Shirley explained that the
payroll clerk is training another employee to do the payroll and the signature page was not marked. Emelie stated that the
Committee will not approve the payroll this time,but will add it onto the next meeting agenda, after the signature page is
located. Shirley apologized for the error and will make sure it is marked properly next time.
Clerk/Treasurer's Comments:
July 4"'Costs Shirley stated that she has added up the overtime,fuel charges,garbage charges and other costs that she
was able to locate and reported that the total costs for the 4th of July expenditures came to $3,076.57. She reiterated that
this does not cover the expenditures for setting up for the event,as it was done on regular hours by the Public Works
Department. Shirley recommends with the overtime costs and identifiable costs being as low as they are that the
Committee agree not to bill the Firemen's Association. The Committee agreed. Chuck made a motion not to charge the
Firemen's Association for the additional costs associated with the 4th of July event, Tom seconded. All in favor,motion
passed. The Committee will make sure this is passed on to the Council.
At this time, Shirley informed the Committee that the Safety Mill Levy public meeting will be after the Council meeting
and that she has contacted the Department of Revenue this afternoon to make sure the calculation used in the brochure
was correct. She found that the brochure sent out by the City had some errors,due to the re-evaluation of the property
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done by the Department of Revenue. The total amount of mills necessary to arrive at the$926,000 is 124.03 mills rather
than 136.16 mills. This will cause the amount owing by residents to be less than expected. Doug requested Shirley attend
the meeting to let the residents know.
Mayor's Comments:
The Mayor had nothing to report at this time.
Other:
Heidi informed the Committee that she has not heard back from the County Commissioners in regards to the Ridge Drive
property. Commission Kennedy is willing to deed the property to the City, Commissioner Osterlund feels the City needs
to purchase the property,thus the Commissioners have sent the request to Scott Turner to have the property valued. She
will let the Committee know when she hears back from them.
Heidi reported that the Personnel Policy Manual is finished and will be sent to MMIA for review and then back to the
Council for their approval. The Committee wanted to know if the Volunteer Firemen get a copy of the manual. Shirley
stated that,besides the employees,only the Volunteer Ambulance attendants receive a copy. The Committee feels that the
Volunteer Fire Department should also get a copy of the manual, so they will be aware of what is and is not acceptable in
the City. Shirley will let the Payroll Clerk know that copies need to go to the Fire Department also.
Heidi requested everyone be at the next workshop. Adam Schafer,from the Governor's Office,and Anna Miller, from
DNRC,will be here to offer options and answer questions in regards to the Water Intake Project.
The Committee would like several items taken off the Future Meetings List. These include WWTP Project, Sewer Septic
Hauling Service and Charging Fire Assoc. for July 4th costs. These items have been addressed and no longer need their
attention. Shirley will remove the items.
For the Next Agenda:
Nothing additional has been added to the agenda for the next meeting.
The next regular Budget/Finance meeting will be on Tuesday,November 3,2015 at 5:30 p.m.
The meeting adjourned at 6:24 p.m.
Respectfully submitted,
..�6.00-fi,(__)
Shirley Ewan,City Clerk/Treasurer
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