HomeMy WebLinkAboutBudget/Finance Committee Minutes 11.01.2005 MINUTES
BUDGET/FINANCE COMMITTEE
NOVEMBER 1, 2005 5:00 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT:
Chairman Mark Mace (5:07) Gay Easton
Doug Poehls Ken Olson
Kate Stevenson
OTHERS PRESENT:
Mary Embleton
The Budget/Finance Committee meeting was called to order at 5:05 p.m., by Co-
Chairman Gay Easton. There was no public in attendance.
The minutes of the October 18, 2005 meeting were approved via motion by Doug,
seconded by Kate, and passed unanimously.
October claims totaling $475,852.86 were reviewed. Mary informed the committee that
this total included the first payment of over $355,000 for the construction on the East
First Street project. Motion by Kate, seconded by Doug to recommend approval of the
claims by the council. Motion passed unanimously.
The following purchase requisition was reviewed and approved:
GENERAL FUND:
2 air conditioners for court clerk and motor vehicle offices - GF building $ 1,530.00
The Comp/OT reports were reviewed for pay period ending 10/28/05. This included the
Columbus Day holiday.
The Payroll Register for PPE 10/28/05 totaling $133,707.76 was reviewed. Motion by
Doug, seconded by Kate, recommending council approval of the payroll register. Motion
passed unanimously.
Accounting Policies and Procedures: Mary reported no new progress, due to the
continuing amount of new projects that keep coming. She stated that she has discussed
this with the mayor and administrative assistant, and that she may need to come in on an
"off" day to work on this, uninterrupted. Mayor Olson stressed the importance of getting
this done, and compared the documents to having a fire extinguisher. Discussion
followed. The administration will assist Mary in setting time aside to accomplish this
project, and Perry will assist in any manner he can.
Upcoming Projects: Park Maintenance District -The timeline for development of the
district was distributed to the committee. Staffneeds to begin preparation of the
resolution of intent to create the district. Since this has been done before, the fiamework
Budget/Finance Committee
November 1, 2005
Page 2.
is already done, and simply needs to be revised, along with the CIP information. This
will be a topic at the council retreat on Nov. 18-19. SID glll/E First St - The SID
bonds are scheduled to be ready for sale in December or January. The first payment for
construction is included in October's claims. Kate asked if there were any major
surprises. The mayor told her that other than discovering the very small contingency that
was budgeted ($28,000+), there have been no major increases in the contract due to
unforeseen obstacles in the ground ($17,700). Most of the water/sewer lines construction
should be finished this week.
Other issues: Mary informed the committee regarding prices for a water cooler for the
council chambers. At~er discussion, the committee recommended to purchase a new
hot/cold dispenser for $295.00. Mary also informed the committee that her staffwould
be ready to implement the union contract retroactive raise by the end of the week, if the
contract was approved at tonight's meeting. The mayor would like to schedule Technical
Edge Consulting to give a presentation on web site development in mid-November.
The next regular meeting will be on Tuesday, November 15th. The committee will
change the meeting time to 5:30 p.m. flora now on, to better acconunodate some of the
committee members.
For next agenda: Add - Web site development.
The meeting adjourned at 5:22 p.m.
Respectfully Submitted,
Mary K. Embleton
Clerk/Treasurer