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HomeMy WebLinkAboutBudget/Finance Committee Minutes 06.20.2006 MINUTES BUDGET/FENANCE COMMITTEE JUNE 20, 2006 5:30 P.M. COUNCIL CONFERF_Z, ICE ROOM MEMBERS PRESENT: Chairman Mark Mace Doug Poehls Gay Easton Kate Hart 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. Representatives from the Fire Department were not present at this time, so the request for new extrication equipment will be addressed later in the meeting. The minutes of the June 6, 2006 Budget/Finance regular meeting were approved as presented, via motion by Doug, seconded by Kate, and passed unanimously. May Journal Vouchers 0543-547 have not yet been reviewed by the mayor since he is on vacation. However, the administrative assistant has reviewed them. Utility Billing adjustments for May 2006 were reviewed by the committee. Motion by Doug, seconded by Kate to approve the journal vouchers pending the mayor's review, and to approve the utility billing adjustments as presented. Motion passed unanimously. The May 2006 Financial Statements were reviewed by the committee. Mary informed that committee that May, and November, are the "worst looking" months as far es the General Fund is concerned. The June tax payment has been received, and will be reflected in June's financial reports. However, May shows thc General Fund reserves decreased by $378,000. The Comprehensive Insurance cash is still a negative balance, but that will be changed in June with the tax payment. More discussion followed. Motion by Kate, seconded by Doug to recommend approval of the May Financial Statements to the council. Motion passed unanimously. The following purchase requisitions were presented for approval: GENERAL FUND: Sound equipment for council chambers - GF Building Extraction equipmem - fire department Tree trimming and other services - cemetery Tree trimming and other services - parks $ 2,290.00 $15,565.00 $ 4,525.00 $ 5,075.00 SEWER FUND: Install manhole at Kiwanis Park - collection $ 3,000.00 SOLID WASTE FUND: Repairs to garbage truck involved in accident - collection $16,655.78 Budget/Finance Committee June 20, 2006 The committee postponed discussion of the extrication equipment until representatives of tho fire department arrived. Doug asked if the garbage truck repairs were covered by insurance. Perry will check. Mary asked if the requisition for the tree trimming should have been brought forward with a small service contract for council approval Mark stated that the city needs the protection of a contract in case a tree limb falls on a car, for example. If the committee decided this should have a small service contract, then it would go to workshop on June 27th and council approval would be on the July 5t~ agenda However, Mary asked if the money needed to be spent this fiscal year to maintain the Tree City designation. Perry telephoned Steve, and it was confirmed that the money needed to come out of this year's budget. Discussion followed. Motion by Doug, seconded by Kate to approve the purchase requisitions, except for the Fire Department's request for new extrication equipment, and to approve the tree service request contingent on the company providing proof of bonding and insurance before the mayor signs a contract. Motion passed unanimously. The committee reviewed the Comp/OT reports for PPE 6/4/06. The reports included overtime for the Memorial Day holiday, and for coverage of the container site on Saturday, due to a worker being out on worker's comp. The Payroll Register for PPE 6/4/06 totaling $137,491.89 was reviewed by the committee. The amount listed for the register on both the Budget and Finance agenda and the Council agenda was incorrect. Mary stated that it is possible the amount on the agendas did not include a temdnated employee's pay-out amount. The amount will be corrected at the council meeting. Motion by Doug, seconded by Kate to recommend council approval of tho corrected payroll register amount. Motion passed unanimously. Mary updated the committee on the following projects: Budget Process - Mary reported that she has entered all preliminary revenue and expenditure figures, and is currently in the process of entering each individual employee's payroll information. This is one of the last steps in preparing the preliminary budget. Special Assessment delinquency - Mary had no new information on this. At this time, Fire Chief Scott Wilm arrived at the meeting to talk to the committee about the new extrication equipment request. He explained that the Fire Department should have money lei~ in this year's budget to be able to purchase the nearly $16,000 needed for this equipment. Scott wants to leave the CIP m~ney intact, if possible, and not use it for this purpose. He had discussed this with Mary previously, and understands that this is a capital request that is not in the budget, nor in the CIP. The current extrication equipment is 10 and 20 years old, and he cannot get replacement parts anymore. This new equipment was demonstrated and is "state of the art" and decreases the time it takes to extricate by a substantial amount. Mark stated that ho has no problem with the presentation, and realizes that the new equipment would be good for the city, but he asked how can the council stay with the CIP process if exceptions continue to be made. It was suggested that the money lefi in the Fire Dept. budget could be transferred to the CIP at the end of June, and then the equipment could be budgeted in next year's CIP fund. Scott stated that he would like to be able to designate certain dollars from the fire district contracts to be funneled into the CIP fund. More discussion followed. Perry told the committee that the department heads are in the process of updati~4~ their CIP requests. Mary reminded the committee that a purchase requisition for two vehicles to be purchased with Building Department money was recently approved, and that this capital outlay was not in the budget, nor in the CIP. The committee then approved the request by signing the Purchase Requisition form~ 2 Budget/Finance Committee June 20, 2006 Perry updated the committee on the following projects: Park Maintenance District - Perry stated that the mayor wants a plan for presenting a mill levy request for park improvements with a 5-year sumet, and let the voters decide. Mary told the committee that there is a 75-day time requirement to consider when putting an issue on thc ballot. East First Street - Peny stated the paving is continuing, even though the asphalt plant went down last week. Mark stated that he was told that the majority of the paving should be completed by the end of this week. CIP - As Perry stated earlier, the department heads are bringing their new requests forward, and it will probably be 3 weeks before the updated CIP is ready to be presented to council. Impact fees - Perry had nothing new to report. Mark had some information which he gave to Perry. Other issues: None. The next regular Budget/Finance meeting will be held on Wednesday, July 5th, 2006 at 5:30 p.m. Mary will be on vacation. The next agenda will include the same items. Perry requested moving the "8t~ Avenue sidewalks and street lights" subject from thc "Future Meetings" list to his "comments" list. The meeting adjourned at 6:25 p.m. Respectfully Submitted, Clerk/Treasurer