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HomeMy WebLinkAboutBudget/Finance Committee Minutes 04.19.2016 MINUTES BUDGET/FINANCE COMMITTEE APRIL 19,2016 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Tom Nelson OTHERS PRESENT: Shirley Ewan Mayor Mark Mace Heidi Jensen Kelly Strecker Kurt Markegard 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 May 3,2016. The minutes of the April 5,2016 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 March journal voucher. Tom made a motion to approve the March journal voucher and the utility billing adjustments. The motion was seconded by Mark. All in favor,motion passed. The quarterly financial statements were reviewed by the Committee. Shirley stated that 75% of the fiscal year has expired and the City is at 28% revenue collected and 24% of authorized expenditures spent. All funds are within their budgetary limits with the exception of Federal Equitable Sharing Fund,which will need a budget amendment at the end of the fiscal year. She then proceeded through the quarterly report stating what has been purchased during the last quarter and the projects which are done or near completion. The cash reconciliation and graphs were briefly reviewed. Tom inquired about the difference in the revenues and expenditures and would it be made up by the end of the year. Shirley stated that most of the difference is in the General Fund and will be made up when taxes are received in May. Tom made a motion to accept the financial statements, seconded by Mark. Motion passed. There were no Purchase Requisitions presented to the Committee. The Comp/Overtime report for PPE 4/10/16 was reviewed by the Committee. There were no questions. The Payroll Register for PPE 4/10/16 totaling$163,715.38 was reviewed by the Committee. Tom made a motion to recommend approval of the payroll register to the Council,Mark seconded the motion. Motion passed. Clerk/Treasurer's Comments: Business Light District and Foundation Lighting Shirley stated that Foundation is still in planning at NorthWestern Energy and she has not heard back from Kirk since last meeting. He is waiting for the type of lights requested on SE 4th. The fixtures have not been decided on,as the original fixtures are no longer available. Collection Policy for Court System Shirley stated that the policy is still at the Attorney's office and he will try to get to it as soon as possible. Ridge Drive Property Heidi stated that she has asked the Attorney to draw up a buy/sell agreement to present to the Yellowstone County Commissioners and will report back after this is done. Shirley mentioned that the property would be bought out of the 3 enterprise funds and used mostly by those funds. Mayor's Comments: 1 Budget/Finance Committee April 5,2016 sending the delinquent accounts to collection. She mentioned that the Judge has still not submitted her budget and has mentioned that their jail video system needs to be replaced. Lighting District—SE 4th and Foundation Shirley has been informed by NorthWestern Energy that the Foundation request is currently in planning. They are still waiting for the City to let them know what kind of lights are being requested for SE Fourth. Shirley showed the Committee what she had found for decorative lights,as NW Energy did not have the ones that LURA requested. The Mayor mentioned that he has seen the ones that he has chosen and they were not in the brochures that Shirley showed the Committee. The Mayor believes that Heidi has pictures of the ones chosen by him. Shirley will check with Heidi and then get back with NW Energy. Shirley mentioned that the property where the grain elevator was is available for lease by the Railroad. Noel has filled out the application,but the application has to have a business plan and 2 sets of site plans before the application can be submitted. The Mayor will contact Peaks to Plains to get a site plan developed. Mayor's Comments: The Mayor let the Committee know that Blake Christensen,from the Local Government Center,will be here on April 12th for the workshop to discuss how to combine committees. The meeting will start at 5:30 p.m. and dinner will be served. This meeting will be held in place of the workshop unless anyone wants something on the agenda. Chuck would like to see the property purchase put on the agenda. Other: Shirley inquired if anyone else would like to attend the Municipal Elected Officials Workshop in May. The Mayor would like to go. Shirley will get him registered. Tom Nelson,Richard Herr and the Mayor will be attending for Laurel. Tom mentioned that the lift station on the east side of town is starting to smell again. He would like a current update from Kurt as to what is going to be done and what happened to the plan to go under the highway with the sewer. For next agenda: Same items will be on the next agenda. The meeting adjourned at 6:15 p.m. Respectfully submitted, Y ICJ. w Ccqu Shirley Ewan, Clerk/Treasurer 2