HomeMy WebLinkAboutBudget/Finance Committee Minutes 08.02.2016 MINUTES
BUDGET/FINANCE COMMITTEE
AUGUST 2,2016 5:30 P.M.
CONFERENCE ROOM
MEMBERS PRESENT: Chuck Dickerson Doug Poehls
Tom Nelson
OTHERS PRESENT: Shirley Ewan Sheri Phillips
Jean Kerr
Co-chairman Nelson called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m.
There was no public in attendance.
The next regular Budget/Finance meeting will be Tuesday,August 16, 2016 at 5:30 p.m.
The minutes of the July 19, 2016 meeting were reviewed. Doug made a motion to approve the minutes,
Chuck seconded the motion. Motion passed unanimously.
Doug made a motion to approve the claims in the amount of$708,773.03 for Council consent. Shirley
stated that 6 large claims were paid out of that total amount. They were Great West Engineering in the
amount of$127,239 for 2 months engineering(intake, Sed Basins,etc.), Laurel Ford in the amount of
$30,127 for the truck for the Water/Sewer Supervisor,MMIA in the amount of$124,740 for fiscal year
16-17 property/liability insurance, Suntrust in the amount of$32,065 for meter/heating debt,U S Bank in
the amount of$29,461 for debt for SID 117 and Pumper Fire Truck, and Wharton Asphalt in the amount
of$94,086 for the work on SE 4th Street. Chuck seconded the motion, all in favor,motion passed.
One purchase requisition was presented to the Committee. The purchase requisition was for VisionNet
for an audio/visual system for the Court. Judge Kerr explained the system to the Committee and that the
cost has gone down, as she will be installing the system herself. The system has been budgeted in the 16-
17 Budget. This system will replace a VHS system that is no longer repairable. Chuck made a motion to
accept the request for the updated system in the amount of$5,664.51. Doug seconded. All in favor,
motion passed.
The Comp/OT report for PPE 7/17/16 was reviewed by the Committee. There were no questions.
The Payroll Register for PPE 7/17/16 totaling$182,275.55 was reviewed by the Committee. Chuck
noted that the amount on the agenda was$130,275.55. Shirley told the Committee that an error was made
on the amount. The correct amount is$182,275.55. Doug made a motion to recommend Council
approval of the payroll register, seconded by Chuck.Motion passed.
Clerk/Treasurer Comments:
Collection Policy Shirley asked Sheri,Court Clerk,to explain the new procedure to the Committee.
Sheri explained that the new collection procedure for the Court is that all time pay persons will now sign
an agreement and be given the rules for time pay accounts. After they sign the agreement,they will be
expected to make their payment on a monthly basis. If one payment is missed,they will have their
license revoked. The second month missed will cause the account to be turned over to the State for
collection. The agency at the State is SABHRS,which has the option of using any monies due to the
individual be sent to the Court prior to the individual receiving any refunds or money due them. Sherri
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Budget/Finance Committee
August 2,2016
stated that almost all of the accounts overs 10 year old have been turned to the State. The current
accounts on the books totals$115,938.24. Now that the system has been set up, it will run a lot smoother
in collecting the amounts owed. The Committee agreed that this is certainly a step forward in collecting
or writing off the old accounts.
Lighting District—SE 4th and Foundation Shirley stated that a resolution to add Foundation to the
Light District#2 is on tonight's agenda. The next step will be to sign an agreement with NorthWestern
Energy to install the light fixtures. The lights that have been requested will cost the District
$74.97/light/month. Shirley will ask NWE if there is a cheaper way to illuminate that Subdivision and get
back to the Committee. SE 4th is still in the works with NWE.
MRL Lease There is nothing new to report at this time.
Montana League of Cities and Towns Convention—Missoula Shirley stated that the convention will
be in Missoula this year and asked if any present would like to attend. Doug and Tom are interested and
requested that this be brought up at the next Council Workshop with all of the details. Shirley said she
will request it be put on the workshop.
Mayor's Comments:
The Mayor was not present. Acting Mayor Doug Poehls had nothing to report.
Other:
Update on the Tourism Grant Shirley stated that Great West is still working on the grant for
Riverside Park.
For next agenda:
Tom requested an update on the Eastside Lift Station and the Sed Basins. Shirley will let Kurt know.
The meeting adjourned at 6:05 p.m.
Respectfully submitted,
iJ ,
Shirley Ewan,Clerk/Treasurer
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