HomeMy WebLinkAboutBudget/Finance Committee Minutes 10.17.2006 MINUTES
BUDGET/FINANCE COMMITTEE
OCTOBER 17, 2006 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT:
Chairman Mark Mace
Kate Hart
Gay Easton
Mayor Ken Olson
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.
The minutes of the October 3, 2006 Budget/Finance regular meeting were approved as presented, via
motion by Gay, seconded by Kate, and passed unanimously.
September Journal Vouchers #614-617 were reviewed by the mayor and approved via motion by Kate,
seconded by Gay, and passed unanimously. Utility Billing adjustments for September 2006 were
reviewed by the committee. Motion by Kate, seconded by Doug to approve the utility billing adjustments
as presented. Motion passed unanimously.
The September 2006 Financial Statements were reviewed by the committee. The following funds showed
negative cash balances: Comp Insurance - all premiums are pre-paid in August, and replenished throughout
the year; Street Maintenance- still waiting for the final figure from engineers so that the proper amount can
be borrowed from Intercap; CTEP - a draw needs to be prepared. Mary stated that the revenues and
expenses of the funds appear to be within acceptable parameters with 25% of the year expired. Motion by
Gay, seconded by Kate to recommend approval of the September Financial Statements to the council. Motion
passed unanimously.
The following purchase requisitions were presented for approval:
PLANNING FUND:
New computer for city planner
$ 1,853.00
STREET MAINTENANCE FUND:
35 tons of Ice Slicer for winter sanding of streets
$ 4,375.00
Motion by Gay, seconded by Kate to approve the requisitions. Motion passed unanimously.
Perry informed the department heads today that all purchase requisitions need to be turned in to him no
later than the Monday prior to the Budget/Finance Committee meetings. He will initial them.
The cowanittce reviewed the Comp/OT reports for PPE 10/8/06. The Police Department showed a lot of
overtime for the dispatchers, but they are short-handed due to a retirement, and extended sick leave. Mark
asked if there was extra activity for the police department with the construction zones in town.
The Payroll Registers for PPE 10/8/06 totaling $136,683.78, and the revision for PPE 9/24/06 totaling
$116,412.11 were reviewed by the committee. Mary explained that the revised payroll register was due to a
Bndget/Finance Committee
October 17, 2006
change in the insurance premiums for a new employee. Motion by Kate, seconded by Gay to recommend
council approval of the payroll registers' amounts. Motion passed unanimously.
Mary reported to the committee that she is doing some background work on the Cable TV franchise issue.
She met with the city attorney today, and will have information ready for the first task force meeting, which
will be scheduled upon Doug Poehls' return. Discussion followed.
Perry updated the committee on the following projects:
East First Street - this project is finished, and all the punch-list items are complete. Perry didn't call
Sttrphanie yet to obtain the final dollar figure so that Mary can apply to Intercap for the loan to finish
funding the street portion of this pwject, end so that Steve can finalize his budget for street work.
Main Street Water Line Replacement - The project is progressing quickly, but is presently delayed due
to weather. Thc asphalt plant is also a consideration for this project. Mark thought that the first section
has been tested. Mayor Olson asked if there was any incentive in the contract to work on a Saturday or
Sunday to replace a missed bad-weather day.
Sewer Trunk Line Replacement - Everything is in order, and the contractor is waiting for the pipe to
arrive. Mary asked to be notified when work begins, as the bond counsel needs a 2-3 week lead time for
closing, which should be done prior to the first draw request.
8th Avenue Project -There was nothing new on this. Perry saw Mae Nan at the convention in West
Yellowstone, but didn't g~thto talk to her very much. Mayor Olson stated that Mae Nan is planning on
being in our area on the 19 and bas arranged a tour for her of areas of the city that may be considered for
a TIF or other mechanism to improve the downtown area. Discussion followed regarding the Streetscape
project that was done for the city. Mayor Olson also mentioned that Mae Nan had suggested that a
GARVEE may be the mechanism to help fund the 8th Ave. project.
CIP - Perry stated that this is progressing. The department heads agreed to meet once a week for 3-4
hours, and they have had one meeting so far. The mayor suggested that the process be reviewed after the
project is completed to see if it can be improved.
Report on Purchase Requisition policy - Mary distributed copies of the Purchasing Policy, and they
reviewed the portion on purchase requisitions. Perry will ensure that the attachments are there.
Mayor Olson reported that he talked to the mayor of Missoula about Cable TV Franchise fees, and
introduced him to Mark. Mark then stated that Mayor Engen has directed his staffto send a draft
ordinance and contact information to us. Mark will forward the information to the task force.
The next regular Budget/Finance meeting will be held on Wednesday, November 8th, 2006 at 5:30 p.m.
The next agenda will be the same as this one.
The meetit~g adjourned at 6:13 p.m.
Respectfully Submitted,
Clerk/Treasurer
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