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HomeMy WebLinkAboutBudget/Finance Committee Minutes 04.18.2006 MINUTES BUDGET/FINANCE COMMITTEE APRIL 18, 2006 $:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Chairman Mark Mace Kate Hah Gay Easton Ken Olson OTHERS PRESENT: Mary Embleton Chairman Mark Mace called the regular meeting of the Budget/Finance Committee to order at 5:32 p. ra. There was no public in attendance. The minutes of the April 4, 2006 Budget/Finance regular meeting were approved as presented, via motion by Gay, seconded by Kate, and passed unanimously. March Journal Vouchers g535-538 were reviewed by the mayor, and Mary reported they are all typical entries. Utility Billing adjustments for March 2006 were reviewed by the committee. Mary pointed out one adjustment for over $3900 was due to a typo error, causing a large over-bill. The other adjustments were typical. Motion by Kate, seconded by Gay to approve the journal vouchers and utility billing adjustments as presented. Motion passed unanimously. The March 2006 Financial Statements were reviewed by the committee. With 75% of the year expired, the General Fund expenditures are at 72%, which is ahead of last year's pace. General Fund revenues are at 70% for the year, which is a good sign. The General Fund is nearly $176,000 in to reserves. However, overall, the city's funds are $118,000 more revenues than expenditures. The negative cash figure in the E-911 fund is due to timing, and the fact that not all of the cash has been received for the purchase of the equipment. More discussion folloWed. Motion by Kate, seconded by Gay to recommend approval of the March Financial Statements to the council. Motion passed unanimously. The following purchase requisitions were presented for approval: GENERAL FUND: Replace carpet in council chambers - GF Building 2 Chevrolet Trail Blazers vehicles - Building Codes Dept. $ 3,843.00 $37,036.00 WATER FUND: 35 sA" water meter replacements for test - water system Replace fire hydrant at 2~d Ave. and 4* St. - water system $ 1,600.00 $ 2,000.00 Motion by Kate~ seconded by Gay to approve the requisitions. Motion passed unanimously. Mayor Olson informed the committee that the fire department was asked by the vendor to wait on purchasing the thermal imager until the vendor is able to order 3 of them. This will allow the vendor to offer additional price reductions on the units. Budget/Finance Committee April 18, 2006 Page 2. The committee reviewed the Comp/OT reports for PPE 4/9/06. The Payroll Register for PPE 4/9/06 totaling $130,024.35 was reviewed by the committee. Motion by Kate, seconded by Gay to recommend council approval of the payroll register. Motion passed unanimously. Mary updated the committee on the following projects: Intercap Loan for East First Street paving - Nothing new has developed on this issue. Mayor Olson clarified that the city is simply trying to det~tu~ne the best option for funding this portion of the project. The original plan was to borrow $330,000 from the General Fund reserves, but that would limit the city in other capital areas. So, another option is to borrow the money from Intercap at about 4% interest, and pay it back fi.om Street Maintenanco funds in 5 years. Budget Process - Mary reported that she has entered the preliminary budget data from department heads for the General Fund. This included the capital requests, totaling around $500,000 as well as leaving the Building Department in the General Fund. However, it is being recommended that the Building Department be moved out of the General Fund into its own fund for tracking purposes. The state has specific requirements on this money, and if the city has too much, then the building permit fees must be lowered. Since in the past, there has been a loss in this department, the funds have remained within the General Fund. But, due to the several large projects, Lc. the new middle school, the possibility of Wal Mart's development, and the new subdivisions, it will be better to track this money in a separate fund. A budget amendment will be forthcoming to move this out of this year's budget. The total 2006-07 preliminary budget for the General Fund at this point is $3.7 million compared to $2.8 million in the current budget. Ken, Pen'y, and Mary will meet on Saturday morning to work on the budget. GASB 45 - Mary contacted Norm Klein on this subject, and he said the state will be putting something together soon. This item will be moved back to the "Future Meetings" list until such time as the state develops some guidelines. Perry updated the committee on the following projects: Park Maintenance District - Perry reported that he has revised the allocation system, based on the meeting with the auditor last Friday. Brent had suggested some revisions: for example, the system should be based on actual expenses, and not budgeted amounts. Since the actual expense figures won't be available until sometime in July, it may be necessary to postpone implementation of this system until next year. Mayor Olson stated that he would like to meet with the Project HELP organizers sometime after they complete their playground equipment project. SID #111/East First Street - Mark suggested that the public works director be asked to schedule a tour of the project in progress. The issue will be discussed at the council meeting tonight. CIP - Perry still needs to update the old plan. Impact fees - Perry stated that he hasn't made any progress. Budget/Finance Committee April 18, 2006 Page 3. Other issues: Mary stated that the closing for the SID #111 bond issue is Thursday. It has been a pleasant learning experience, and hopes that more SID's will be formed. Mark voiced his agreement. Representatives fi.om Johnson Controls were at the city today to meet with staffregarding the Performance Contract for the automated meter reading system. Eight representatives from Texas, Denver, and Billings formed the JCl team, and they will be here for the next couple of days to begin gathering data to analyze the city's facilities and water meters. The next regular Budget/Finance meeting will be held on Tuesday, May 2"d, 2006 at 5:30 p.m. The next agenda will include the same items, with the exception of GASB 45. The meeting adjourned at 6:12 p.m. Respectfully Submitted, Mary IC~ Clerk/Treasurer