HomeMy WebLinkAboutBudget/Finance Committee Minutes 09.05.2006 MINUTES
BUDGET/FINANCE COMMITTEE
SEPTEMBER 5, 2006 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT:
Chairman Mark Mace
Kate Hart
Mayor Ken Oison
Gay Easton
Doug Poehls
OTHERS PRESENT:
Mary Embleton
Perry Asher
The Budget/Finance Committee meeting was called to order at 5:30 p.m., by Chairman
Mark Mace. There was no public in attendance.
The minutes of the August 15, 2006 meeting were approved via motion by Kate,
seconded by Gay, and passed unanimously.
June journal voucher #555 was reviewed by the mayor. Mary explained that she
counted the FEMA grant money twice in err, and therefore it should not have showed up
as a receivable for the budget cash available. July journal vouchers ~605-607 were also
reviewed by the mayor. Mary told the committee that these vouchers corrected the
payroll allocations for several city employees, including the administrative assistant, that
were clumged for the new fiscal year. Motion by Doug, seconded by Kate, to approve the
journal vouchers. Motion passed unanimously.
August el~im~ totaling $361,471.91 were reviewed. Mary reported that this includes
payments for the city's property and liability insurance ($154,607), repairs to the garbage
truck ($17,941.31) and Intercap loan payments ($39,487.74). Motion by Kate, seconded
by Doug to recommend approval of the claims by the council. Motion passed
unanimously.
The following purchase requisitions were approved by the committee:
STREET MAINTENANCE FUND:
Independent testing of base & surface for East 1~t St. project
$ 2,500.00
WATER FUND:
Replace turbidity meters - plant
$ 5,829.81
The Comp/OT reports were reviewed for pay periods ending 8/13/06 and 8/27/06.
The Payroll Registers for PPE 8/13/06 totaling $131,026.85 and PPE 8/27/06 totaling
$135,567.02 were reviewed. Motion by Doug, seconded by Gay, recommending council
approval of both payroll registers. Motion passed unanimously.
Budget/Finance Committee
September 5, 2006
Clerk/Treasurer Comments:
Bud,,et process: Mary reported that the preliminary budget will be presented tonight,
followed by the public hearing. The tax resolutions (approximately 10 of them) will be
prepared for the September 12th workshop. Final budget adoption is scheduled for the
September 19th council meeting. Additional work needs to be done to finalize the SID
#111 assessments, and Mary will work with Black Mountain Sot~ware on this. She also
reported that the DOR was contacted regarding the cover letter for the revised certified
mill, and was told that the letter containing language regarding the 27th Street district was
sent to all Yellowstone County entities. Gay asked how much longer SID #110 has leit.
Mary will check and bring that information back to the next meeting.
Administrative Assistant to the Mayor Comments:
Uoenmin~ Projects: E First St: Perry told the committee that the project is finishing up,
and the change orders will be presented next week. He has to consult with the engineer
on some details regarding the change orders. Mark asked about the streets adjacent to the
project that have been tom up by JTL during the project. Discussion followed regarding
who is responsible for fixing thenx Sewer Trunk Line Replacement: The bid award for
COP Construction is on tonight's ageudo. The bids came in higher than originally
budgeted, so the city will have to borrow wore money fi.om the state's SRF pregran~
The mayor had asked staffhow this increase will impact the 8th Ave. project, and other
planned projects, and staffstated that it would have little to no impact since the funding
will come from outside sources (grants and loans). Also to be considered are the two
grants (TSEP for $500,000 and DNRC for $100,000) and the city's need to stay in the
grant cycle. This project also "buys time" for the sewer plant compliance issues with
DEQ since it addresses the infiltration problem. Main Street Water Line Replacement:
The contractors will begin digging on September 18t~. Temporary water services are
being set up prior to the digging. The city will work on setting up an SID for the curb,
gutter, and sidewalk to be done next year.
CIP: Perry stated that he is working on it, and it was postponed today aider a very long
staffmeeting.
I,~n~.aet Fees: l>~ny had nothing new to report on this issue.
8 Ave. Project: Perry will check with MaeNan later this month.
Other issues: Perry reported that he is meeting with the South Laurel Business District
representatives tomorrow to develop an SID for storm sewer, curb, gutter, sidewalk and
street improvements. Pat MurtaghofME&A has developed a spread sheet to do the
calculations. Perry added a line item called "city's annual contribution". Mark asked for
clarification and Perry stated that the city would contribute roughly $30,000 to $40,000
per year fi.om the Street Maintenance Fund. Gay mentioned issues with the Italian Ditch,
and at~er discussion, the committee would like to bring this issue up to the DOT when
they are here for their public hearing. The committee also discussed the master plan for
the Entry Way Zoning. Doug asked about the coffee kiosk at Helena Chemical, and the
landscaping requirements. Who is responsible for compliance? The committee then
discussed code enforcement issues and that currently they are "complaint-driven" due to
staff's limited time. The new planner has experience in this area, and may be able to
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Budget/Finance Committee
September 5, 2006
assist. The committee also discussed hazardous properties on railroad leased land, and
the problems they pose on the health and safety of the city.
The next regular meeting will be on Tuesday, September 19th at 5:30 p.m.
For next agenda: Perry asked that the Impact Fees be moved back down to "Future
Meetings". Ken suggested that the committee appoint a task force to investigate and
research the feasibility of cable TV franchise fees. Mary gave a brief history on the issue.
The meeting adjourned at 6:20 p.m.
Respectfully Submitted, .
Clerk/Treasurer