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HomeMy WebLinkAboutBudget/Finance Committee Minutes 11.17.2015 MINUTES BUDGET/FINANCE COMMITTEE NOVEMBER 17,2015 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Chuck Dickerson Doug Poehls 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. There were 2 firemen/EMTs present. They were only there to see what the meeting entailed. The minutes of the November 3,2015 meeting were presented. Doug made a motion to approve the minutes as presented, seconded by Chuck,motion passed. The Utility Billing adjustments were reviewed by the Committee. Shirley stated there were adjustments in the amount of $5,750.34. This amount has been added to taxes for nonpayment of water services. The Mayor has reviewed and signed the October journal vouchers. Chuck made a motion to approve the October journal vouchers and the utility billing adjustments. The motion was seconded by Doug. All in favor,motion passed. The monthly financial statements were reviewed by the Committee. Shirley stated that 33% of the fiscal year has expired and the City is at 10%revenue collected and 12%of authorized expenditures spent. Shirley then went through the report with the Committee. Chuck asked if the dump station revenues showed on the financial reports. Shirley stated that the revenues are in the totals,but are not broken out by individual revenues. Chuck requested that the quarterly amount be brought to the Committee's attention. He would like to see if the septic disposal is paying for the cost of installing it. Heidi mentioned that the security system at Kiwani's Park will be installed shortly. The system the City is looking at is larger than originally planned and will make it possible to add more security around town. The security system will be paid for out of the CIP Fund(4000). Doug made a motion to accept the financial statements, seconded by Chuck. Motion passed. There were no Purchase Requisitions presented to the Committee. The Comp/Overtime report for PPE 11/08/15 was omitted. Shirley will add it to next meeting agenda. The Payroll Register for PPE 11/08/15 totaling$182,876.05 was reviewed by the Committee. Doug made a motion to recommend approval of the payroll register to the Council, Chuck seconded the motion. Motion passed. Clerk/Treasurer's Comments: Shirley let the Committee know that SID 117 will close on November 20th and the funds will be disbursed at that time. Mayor's Comments: The Mayor had nothing to report at this time. Other: Demolition& Cleanup Proposal at Riverside Park The City has received a quote from Big Sky Steel and Salvage for removal of the scrap metal behind the berm at Riverside Park. There is currently$250,000 available for work to be done at Riverside Park. Heidi mentioned tha,t although the money is available, she would like to see a larger scale project performed with the money. Chuck stated that the money is for improvements at Riverside Park,and if it dwindles away. at least something that needs to be done will get done. He realizes that this may just be a small part of what needs to be done down there,but the metal would need to be removed no matter what is put in. He would also like to see vault 1 restrooms placed down there so the park can be used. Several items need to be addressed in the park and will be brought up at the December 3rd meeting of the Park Board. Doug asked how the collection proposal is going with the Court. Shirley stated that Heidi and Sam met with the Judge and she is not inclined to turn the accounts to collection or write them off. Doug suggested that we have her attend the December 1st meeting to find out exactly why she is in opposition to turning the accounts to collection. Doug inquired if the Mayor had talked to Dan Clark in regards to what the Council can and can't ask of the Judge. The Mayor said he had not spoken to Dan as of today's date,but would contact him before the next meeting. Doug would like to have the Attorney present also. Heidi will request the Judge's presence and will arrange to have Sam skyped in for the meeting. For the Next Agenda: Emelie is requesting discussion of the 5 listed items at the next Budget/Finance meeting. 1. Will the fire captains and stipends be removed from the current volunteers? 2. Has the City considered a"Bed Tax or Sin Tax"for additional income? 3. Are the Firemen considered Volunteers or Part Time Employees? 4. Who exactly has hiring authority in the City? Does the Council have any say in the hiring process? 5. What has happened with Emergency Services"5 year plan"or is the City staying status quo? Heidi mentioned that hiring authority does not need Council approval,the Mayor has ultimate authority over hiring. Per the City Charter employee changes and hiring is an administrative decision and does not involve the Council. Chuck stated that all the same it is unfair for the Council to find out things after the rest of the City knows and he is tired of being blindsided. The Council needs to be informed as to what is happening in the City offices. Heidi stated that it is not her plan to have the Council blindsided and if the Mayor requests an update,she is more than willing to do so. So much of what is being said around town is nothing but rumors and innuendos and no one is coming to her or the Mayor for the correct information. The next regular Budget/Finance meeting will be on Tuesday,December 1,2015 at 5:30 p.m. The meeting adjourned at 6:30 p.m. Respectfully submitted, otity 4.tu)cou Shirley Ewan,City Clerk/Treasurer 2