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HomeMy WebLinkAboutBudget/Finance Committee Minutes 05.02.2006MEMBERS PRESENT: OTHERS PRESENT: MINUTES BUDGET/FINANCE COMMITTEE MAY 2, 2006 5:30 P.M. COUNCIL CONFERENCE ROOM Chairman Mark Mace Doug Poehls Mayor Ken Olson Gay Easton Kate Hart Mary Embleton The Budget/Finance Committee meeting was called to order at 5:37 p.m., by Chairman Mark Mace. There was no public in attendance. The minutes of the April 18, 2006 meeting were approved via motion by Kate, seconded by Doug, and passed unanimously. April claims totaling $185,607.50 were reviewed. Mary reported that this does not include Pay Estimate #3 for the East First Street project that she received today. There were some questions that needed answering before a manual check can be issued. Motion by Doug, seconded by Kate to recommend approval of the claims by the council. Motion passed unanimously. The following purchase requisitions were submitted, and approved: WATER FUND: Curb box repairs for E. 1~ St. project - system $ 1,581.20 SOLID WASTE FUND: Repairs to G-7 - collection $ 2,200.00 The Comp/OT reports were reviewed for pay period ending 4/23/06. Some of the shop overtime was for repairing water leaks due to a "hammer" incident caused by the refinery. Discussion followed regarding the need to det~ufine a cost recovery when these incidents happen. One option would be to require the refinery to obtain a large storage reservoir. The mayor will take this issue back to staff for discussion and recommendation. The Payroll Register for PPE 4/23/06 totaling $133,984.44 was reviewed. Motion by Kate, seconded by Doug, recommending council approval of the payroll register. Motion passed unanimously. Intercap Loan for East First Street paving: Mary stated that this is on the council agenda for tonight. She recommends council approval to proceed with the application~ Budget/Finance Committee May 2, 2006 Page 2. Budget process: M_,ar~ reported that the General Fund information had been input, using thc depamnent heads requests. Then, a meeting was held on Saturday (April 22nd) with the mayor and administrative assistant to review the initial requests. Revisions were input, and a second review was held on April 27*. The mayor and administrative assistant will meet with each of the department heads this week. Perry revised the Budget Calendar accordingly. Ken stated that some projects are in process, and will encumber future projects. An updated rate study for water, sewer and garbage will need to be done, and funding will need to be budgeted for that. Mark asked how the CIP will be incorporated into the budgeting process. Perry stated that all capital requests have been taken out of the budget at this time, and only O&M is being considered. Ken stated that the previously established CIP procoss will be used, towards the end of the budgeting process, depending on what kind of funding is available. He apologized that the CIP process has not been brought forward the last couple of years. Thc eou~ budget was discussed at length. The mayor stated that the judge is requesting a full time wage, but the position is elected. He further stated that prior to the current judge, the court business was handled in a shorter period of time by someone who had an attorney background. He explained some of the differences between a city court (what the city has now) and a municipal court (which requires the judge to be an attorney). The position has a set salary, regardless of how much time it takes to do the work. Mary told the committee that over the past few years, the work load of the court has increased, which is to be expected since there are two more police officers writing tickets. She said that it could be argued that the clerical work requires two full time positions to keep up, rather than one full time, and one part time position. And more tickets probably does require more court time, so number of cases could be used to justify increases in time, and therefore, increases in wages. This issue has been brought up in past years at budget time. Upcoming Projects: Park Maintenance District - Ken would like to have this issue on the next council workshop, to discuss the differences between a special assessment and a mill levy to support the parks. Either method should include language to sunset aRer a few years, and therefore would not provide relief to the General Fund. E First St - Perry stated that the curbs and gutters were nearly finished on the side streets, and sidewalk is starting to be poured. The side streets are graveled to grade. Work has begun on digging up East First SWeet. Mary brought up the issue of Change Orders for this project. She explained that she became aware of the changes in work when she review documents called "Field Orders". She requested clarification on when these changes become "Change Orders", which require council approval prior to being paid. Discussion followed. Mark stated that American Public Works Standards defines the difference between Field Orders, Work Directives, and Change Orders. He further stated that Billings has a process in place, and change orders are to get to the council for approval in an expedient manner. The mayor stated that discussions have already begun on this issue with star and he would like it on the May 9th workshop agenda. Budget/Finance Committee May 2, 2006 Page 3. CIP: Perry stated that this was discussed earlier during the Budget Process. Impact Fees: P~sy had nothing new to report on this issue. Other issues: Mary asked if the city would like to make a donation towards a retirement gift for Dr. Ken Weaver and Judy Mathre. After discussion, it was stated that the city would give $50. The 8a~ Ave. project was discussed, regarding future rote increases and how this project would affect a rate study. The next regular meeting will be on Tuesday, May 16th at 5:30 p.nx For next agenda: Same as this meeting. The meeting adjourned at 6:25 p.m~ Respectfully Submitted, Clerk/Treasurer