HomeMy WebLinkAboutBudget/Finance Committee Minutes 01.17.2006 MINUTES
BUDGET/FINANCE COMMITTEE
JANUARY 17, 2006 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT:
Mark Mace
Doug Poehls
Gay Easton
Ken Olson
OTHERS PRESENT:
Mary Embleton
Chairman Mark Mace called the regular meeting of the Budget/Finance Committee to
order at 5:35 p.m. There was no public in attendance.
The minutes of the January 3, 2006 Budget/Finance regular meeting were approved as
presented, via motion by Doug, seconded by Gay, and passed unanimously.
December Journal Vouchers #522-526, were reviewed by the mayor, and Mary
reported they are all typical, plus entries for the insurance funds transfers and the East
First Street transfers. Utility Billing adjustments for December 2005 were reviewed by
the committee. Mary stated that one was for a house that was being remodeled, and the
plumber requested the water to be turned on to test the plumbing, but no one requested
the water to be turned offagain. So the owner requested an adjustment, which was given,
along with an explanation to the owner of his respons~ility to keep the city office
informed in the future. Motion by Gay, seconded by Doug to appmve the journal
vouchers and utility billing adjustments as presented. Motion passed unanimously.
The December 2005 Financial Statements were reviewed by the committee. The General
Fund is $21,000 in the black. With 50% of the year expired, the General Fund expenditures
are at 47%, which is good, and the revenues are at 50%. The remaining major funds are all
under 50% of expenses. Mayor Olson asked for an estimate of how much cash will be left
from the Street Maintenance Fund atter paving East 1~t St. Motion by Doug, seconded by
Gay to recommend approval of the December Financial Statements to the council. Motion
passed unanimously.
The following purchase requisitions were presented for approval:
GENERAL FUND:
One 8' x 40' metal storage building (split with water fund)- building dept. $ 2,202.50
WATER FUND:
One 8' x 40' metal storage building (split with General fund)- system
$ 2,202.50
SOLID WASTE FUND:
Two back-up camera systems for garbage tracks - collection
$ 3,800.00
The committee approved these requisitions via motion by Doug, seconded by Gay, with
the stipulation that in the future, documentation be attached to the requisition for
information purposes, and as per the recently adopted purchasing policy. The motion
passed unanimously.
Budget/Finance Committee
January 17, 2006
Page 2.
The committee reviewed the Comp/OT reports for PPE 1/1/06. This report included
both the Christmas and New Year's holiday for some departments, such as the Police
Department. However, there was inconsistency in the Water Plant and Sewer Plant
departments: some employees claimed 12/25 and 1/1 as the holiday, while others
claimed 12/26 and 1/2/06 as the holidays. The union contract language is not entirely
clear on the matter, and this issue will be added to the file for the next negotiations. The
conmiittee discussed the matter at length.
The Payroll Register for PPE 1/1/06 totaling $133,392.29 was reviewed by the committee.
Motion by Gay, seconded by Doug to recommend council approval of the payroll register.
Motion passed unanimously.
Mary reported the deadline for completing the Accounting Policies and Procedures has
been extended to March 1~t by the mayor. She expressed her thanks, and will work with her
staffto meet this deadline.
The committee was updated on the following projects: Park Maintenance District - no
new information~ SID #111/East First Street - Mary will contact Dorsey & Whitney to
begin preparations for the sale of the bonds. She will work with Perry on this. Mark
mentioned that Debi Meling will be leaving Morrison Maierle, and will begin working
for the City of Billings on February 1st. A new engineer will be assigned to the project.
Web site development - This was discussed at the Department Head meeting this
morning, and Perry will invite Bart Haskell of Technical Edge Consulting to do a
presentation for them on Friday, January 20t~ at 9:00 a.r~ Currently the city pays about
$5,000 for GIS and other internet related services through Yellowstone County. During
discussion, the committee and mayor stated that the focus should be on developing the
web site, mthar than to try to develop a network completely separate fi'om SummitNct.
The 10-year Cash Flows will be updated and adjusted by Perry.
Mid-year Budget Review - Mary will present this at the January 31~t workshop.
Other issues: None.
The next regular Budget/Finance meeting will be held on Tuesday, February 7th, 2006 at
5:30 p.nx
The meeting adjourned at 6:20 p.nx
Mary IC ffmbleton
Clerk/Treasurer