Loading...
HomeMy WebLinkAboutBudget/Finance Committee Minutes 12.06.2005 MINUTES BUDGET/FINANCE COMMITTEE DECEMBER 6, 2005 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Chairman Mark Mace Doug Poehls Kate Stevenson Gay Easton Ken Olson OTHERS PRESENT: Mary Embleton The Budget/Finance Committee meeting was called to order at 5:32 p.n~, by Chairman Mark Mace. There was no public in attendance. The minutes of the November 15, 2005 meeting were approved via motion by Kate, seconded by Doug, and passed unanimously. Year-er~d Journal Vouchers #YEAS04, YEAS05, and YEAS06 were presented. Mary explained that these were correetious that were discovered through the preparation of the annual report, and the field audit process. The mayor had reviewed them prior to the meeting, and approved them. Motion by Doug, seconded by Kate to approve the journal vouchers as presented. Motion passed unanimously. November claims totaling $203,794.86 were reviewed. Motion by Doug, seconded by Kate to recommend approval of the claims bythe council. Motion passed unanimously. The following purchase requisition was reviewed and approved: STREET MAINTENANCE FUND: 35 ton of Ice Slicer for street sanding $ 4,200.00 The Comp/OT reports were reviewed for pay period ending 11/20/05. This included the Veterans' Day holiday. The Payroll Register for PPE 11/20/05 totaling $130,078.76 was reviewed. Motion by Doug, seconded by Kate, recommending council approval of the payroll register. Motion passed unanimously. Accounting Policies and Procedures: Mary reported that some progress was done, but it was still listed on the auditor's Schedule of Findings for FY 2005. Mayor Olson stated that some ovc~ime may be needed to work on this, and that he will work with staffon getting this accomplished. Budget/Finance Committee December 6, 2005 Page 2. Upcoming Projects: Park Maintenance District - The timeline for development of the district was referenced and discussed. Mayor Olson wanted to bring both the pool and the parks together to present them at the same time to the public. The pool presentation was done at the last workshop, which recommended the issuance ora GO bond for the pool, but it would not be enough for the whole pool project. There has been discussion with staffon the 1 C/square foot assessment, but that may be too much to ask the taxpayers, if coupled with the GO bond. Public Works Director Steve Klotz will present an 8-year plan at ~A¢/square foot assessment for the parks at the December 13th workshop. Kate asked about the current operation and maintenance costs for the pool that is now funded by the General Fund. The mayor stated that Steve's presentation of the 8-year plan will address the operation and maintenance of the parks and pool, as well as planned impmvaments to the parks. There was discussion regarding the use of cable TV to educate the public on this issue and other city issues. Perry has talked to the cable TV company and a tentative time slot is on Mondays from 6:30 to 7:00, but the schedule can be revised. SID #111/E First St - The SID bonds are scheduled to be ready for sale in December or January. Mary will work with Perry on this. Mark stated that he met with Dabi Meling ofMorrison Maierle, and she asked how the project is being perceived by the public. This will be discussed at tonight's council meeting. Web site development: Mayor Oison stated that he will get this going soon by setting up a meeting with Technical Edge consulting and staffto come up with options and the costs associated with those options. Draft Audit for FYE 6/30/2005: Mary reported that the audit went very smoothly this year. Copies of the dra~ audit were distributed to the committee prior to the meeting. Mary reviewed the Schedule of Findings, which had seven points, six of which were recommendations that had been on prior audits. The seventh one deals with the need for an Interlocal Agreement with Yellowstone County for the City County Planning Board. A document search has been requested with the Secretary of State's office and the county Clerk & Recorder's office. As far as the cancelled documents issue is concerned, Mary recommended that the auditor's suggestion of having the administrative assistant review the cancelled documents was a good idea. She and Perry had an exit interview with Brent Olness that went very well. During the interview, Brent explained that they would like to issue the final audit within 30 days. That means that the MD&A needs to be completed by then in order for them to issue the final audit. Then, the city has 30 days from the final audit to respond to the Schedule of Findings. Brent requested that the city forward a copy of the response sent to the State Department of Administration to Olness and Associates as well. Other issues: Doug mentioned that the city needs a "big box store" ordinance. Mm'T proposed several dates to present the financial reports to the council. She will meet with the mayor to finalize them, and then put them on the Budget/Finance Committee agendas. Budget/Finance Committee December 6, 2005 Page 3. The next regular meeting will be on Tuesday, December 20tu at 5:30 p.m. For next agenda: 10-year cash flows preparation for the council's January retreat. The meeting adjourned at 6:14 p.m. Respectfully Submitted, Mary~IC mbleton Clerk/Treasurer