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HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.16.2016 MINUTES BUDGET/FINANCE COMMITTEE FEBRUARY 16,2016 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Chuck Dickerson Tom Nelson Doug Poehls OTHERS PRESENT: Shirley Ewan Mayor Mark Mace Chairman Eaton called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m. There was no public present. The next scheduled meeting will be March 1,2016. The minutes of the January 19,2016 meeting were presented. Tom made a motion to approve the minutes as presented, seconded by Mark,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 January journal voucher. Tom made a motion to approve the January journal voucher and the utility billing adjustments. The motion was seconded by Mark. All in favor,motion passed. The monthly financial statements were reviewed by the Committee. Shirley stated that 58% of the fiscal year has expired and the City is at 23% revenue collected and 20% of authorized expenditures spent. Tom inquired as to whether the Planning Department was going to get their mapping system. Shirley stated that they got it and are using it. Tom made a motion to accept the financial statements, seconded by Doug. Motion passed. There were two Purchase Requisitions presented to the Committee. The first requisition was for the inclusion of a roll- off container for the Solid Waste Department. Per Kurt's note to the Committee,the City will save $1,100 on the roll-off container if it can be attached to the new roll-off truck that the department has ordered and will be delivered to the City soon. The quote is from Solid Waste Systems in the amount of$8,452. There were no questions. Tom made a motion to accept the quote and purchase the roll-off container. Doug seconded the motion, all in favor. The second requisition from Kurt is for a new lawn mower for the Parks Department. Two quotes were received,one from Kubota in the amount of$17,600 and the other in the amount of$16,720 from John Deere. The employees are requesting the Kubota rather than the John Deere, as the mowing decks hold up better and seem to be stronger. Tom made a motion to accept the quote from Kubota, seconded by Doug, all in favor,motion passed. The Comp/Overtime report for PPE 1/31/16 was reviewed by the Committee. Tom would like to know why the clerk in the court needed to work an hour overtime for jury pulling. Chuck would like to know why a Solid Waste employee received 8 hours of overtime on the 10 of January when the holiday was on the 18`h. Shirley will check on both and report at the next meeting. The Payroll Register for PPE 1/31/16 totaling$182,636.00 was reviewed by the Committee. Doug made a motion to recommend approval of the payroll register to the Council,Chuck seconded the motion. Motion passed. Clerk/Treasurer's Comments: Business Light District and Foundation Lighting Shirley stated that she has contacted Northwestern Energy and they have a new person handling the City's request. He pulled the application and stated that not much has been done and he will contact Planning for their recommendation and get the application rolling again. He will contact me as soon as he gets some answers from Planning. Shirley will report back to the Committee as soon as she gets the information. 1 Collection Policy for Court System Shirley stated that she has written a policy and has sent it to the Attorney and Heidi for their feedback. She will continue to follow up on their recommendations and forward the final draft to the Court for their preview. Mayor's Comments: The Mayor asked if the volunteers at the American Legion ball fields and the Jaycees are covered under the City's workers' compensation or are they insured at all. Shirley said that American Legion and the Jaycees are both insured and their volunteers should be covered under their insurance. If the City manages or directs volunteers,they are covered under the City's workers' comp,but the City has no control over the volunteers for the Jaycees or American Legion. The volunteers that work at the Cemetery are covered under the City's workers' comp. Chuck asked if the volunteers at the veteran's cemetery are covered under our insurance. Shirley stated that they are covered if they are working on the City's Veterans' section but not if they are working on the Federal Veterans' Cemetery. Other: Chuck inquired if it was necessary to keep the Lighting District for South Laurel Business District on the Future Meetings if it is being taken care of now. Shirley will delete it from the Future Meetings. For the Next Agenda: The Committee would like an update on the property on Ridge Drive as well as the collection policy and the lighting district. The meeting adjourned at 6:24 p.m. Respectfully submitted, t Shirley Ewan, City Clerk/Treasurer 2