HomeMy WebLinkAboutBudget/Finance Committee Minutes 12.15.2015 MINUTES
BUDGET/FINANCE COMMITTEE
DECEMBER 15,2015 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Emelie Eaton Chuck Dickerson
OTHERS PRESENT: Shirley Ewan Mayor Mark Mace
CAO Heidi Jensen Judge Jean Kerr
Sheri Phillips Sam Painter via Skype
Chairman Eaton called the regular meeting of the Budget/Finance Committee to order at 5:38 p.m. There was no public
present.
Chairman Eaton asked that we change the agenda around to accommodate the Judge and Sheri at the beginning of the
meeting rather that under"Other". She also requested,that agenda item#11 "Schedule Next Regular Meeting"be
permanently moved up to number 2.
Heidi stated that the Judge and Sheri were present to discuss"Collection Activity"through the court system,Heidi, Sam
and the Judge have met previously to discuss the City's concerns. The Judge is here to discuss with Budget Finance
why she does not want to send the outstanding debt to collections. The City has a different opinion and would like the
debt cleared off the books for auditing purposes.
Judge Kerr stated that she has been resistant to placing people in collection,as many of her defendants have turned their
lives around and she doesn't feel right in placing them under collection. She does take their driver's license and follows
up with warrants when necessary. Heidi stated that the problem with leaving that large of an amount(close to $350,000)
skews the City's receivables and many of the accounts are old or uncollectable. The Judge stated that she has looked into
turning some accounts to the State Collection Service where they will put a lien on any tax refunds due the defendants.
The Judge stated that this is a free service to the City. She has called other communities to see where they place their bad
debt accounts for collection. She is interested in one out of Missoula. Sam stated that he has checked with other entities
and many of them set a policy in regards to collection and, if an individual is not making regular payments on their time
pay or fine,they are turned to collection and written off the City's books. Emelie stated that she would like to see three
things researched before the Committee meets again with the Judge. The three items are 1)more information on what is
applicable;2)the auditor's opinion on the large receivable and what to do with the accounts; and 3)the possibility of
setting policy on old receivables and how to handle them. Emelie would like these three things researched and to meet
again with the Court at the January 19th Budget/Finance meeting.
The minutes of the December 1,2015 meeting were presented. Chuck made a motion to approve the minutes as
presented, seconded by the Mayor,motion passed.
The Utility Billing adjustments were reviewed by the Committee. Shirley stated there were no unusual adjustments.
The Mayor has reviewed and signed the November journal voucher. Chuck made a motion to approve the November
journal voucher and the utility billing adjustments. The motion was seconded by the Mayor. All in favor,motion passed.
The monthly financial statements were reviewed by the Committee. Shirley stated that 42% 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. Emelie asked why the Street Department's cash was in the hole. Shirley stated that is where
the project on Pennsylvania and Eighth was funded and that taxes and assessments came in today and it should be out of
deficit next month. The Mayor made a motion to accept the financial statements, seconded by Chuck. Motion passed.
There were no Purchase Requisitions presented to the Committee.
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The Comp/Overtime report for PPE 12/06/15 was reviewed by the Committee.
The Payroll Register for PPE 12/06/15 totaling$212,841.36 was reviewed by the Committee. Chuck made a motion to
recommend approval of the payroll register to the Council,the Mayor seconded the motion. Motion passed.
Clerk/Treasurer's Comments:
Overtime for Public Works in Sun Haven Shirley said the overtime was in regards to placing a new large meter in at
the trailer court. One large meter measures the entire court's usage.
Update on the$.02 Gas Tax Proposal Heidi stated that she has visited with Commissioner Kennedy in regards to the
additional gas tax. Commissioner Kennedy stated that the subject has been tabled at this time,but he will notify the City
of the joint City/County meeting where it could be discussed. That date has not been set,but she will update the
Committee when it happens.
Mayor's Comments:
Update from the Mayor's List Serve the Mayor has not heard anything back from other Mayors in regards to Court
Collections in their Towns/Cities.
The Mayor has been asked by a Council member about combining committees. The Mayor has decided that he will
appoint a committee to determine which committees can be combined or abandoned.
Other:
Shirley mentioned that the Local Government Center and MMIA will have their annual regional training on January 28th,
2016 from 9:00 a.m.to 4:00 p.m. She would like to know if any of the Council would like to attend.
For the Next Agenda:
Heidi will contact Sam in regards to tonight's meeting and will report back to the Committee at the January 5th meeting.
The next regular Budget/Finance meeting will be on Tuesday,January 5,2016 at 5:30 p.m.
The meeting adjourned at 6:30 p.m.
Respectfully submitted,
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Shirley Ewan,City Clerk/Treasurer
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