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HomeMy WebLinkAboutBudget/Finance Committee Minutes 11.21.2006 MINUTES BUDGET/FINANCE COMMITTEE NOVEMBER 21, 2006 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Chairman Mark Mace (5:40) Doug Poehls Kate Hart Mayor Ken Olson OTHERS PRESENT: Mary Embleton Mark Richards Acting chairperson Kate Hart called the regular meeting of the Budget/Finance Committee to order at 5:37 p.m. There was no public in attendance. The minutes of the November 8, 2006 Budget/Finance reg~hr meeting were approved as presented, via motion by Doug, seconded by Kate, and passed unanimously. October Journal Vouchers #618-621 were reviewed by the mayor. Utility Billing adjustments for October 2006 were reviewed by the committee. Both were approved via motion by Doug, seconded by Kate, and passed unanimously. The October 2006 Financial Statements were reviewed by the committee. Mary stated that the General Fund is nearly $400,000 into resowes which is typical for this time of year. Most other funds' revenues and expenses appear to be within acceptable parameters with 1/3 of the year expired. One exception is the SID #111 fund, and that is a timing issue. Mary will review to ensure correctness. The following funds showed negative cash balances: Street Maintenance - is $125,000 short; CTEP - a draw needs to be prepared. Both of those funds are tied to the East First Street project. Motion by Doug, seconded by Mark to recommend approval of the October Financial Statements to the council. Motion passed unanimously. The following purchase requisitions were presented for approval: GENERAL FUND: Special assessments on city property - general Survey of land purchase - cemetery $16,350.00 $ 4,286.50 GAS TAX FUND: Survey of lands for portion of E. Maryland and Alder $ 1,500.00 SOLID WASTE FUND: 30 300-gal master containers - collection $ 7,850.00 The committee reviewed the Comp/OT reports for PPE 11/5/06. There was no report from the Public Utilities Department. Perry told the committee that some depm'tments don't think this report is needed by the Budget/Finance committee, and that it creates extra work for the department heads. The report functions as a "check and balance" document for payroll processing purposes. Mayor Olson stated that this will be dealt with further on the administrative level, and it will be mandated that they will be done. The committee stated that they use the report for oversight and overtime reimbursements. Budget/Finance Committee November 21, 2006 The Payroll Registers for PPE 10/22/06 totaling $139,868.87, for 10/31/06 totaling $1,536.21, and for PPE 11/5/06 totaling $138,325.83 were reviewed by the committee. Mary apologized again for the mix-up on the payroll registers. Motion by Doug, seconded by Mark to recommend council approval of the payroll registers' amounts. Motion passed unanimously. Clerk/Treasurer's Comments: Mary distributed the Final Budget workbook document, and pointed out some of the pages containing historical information and recommended that the charts be compared to last year's book. Administrative Assistant to the Mayor comments: East First Street - Perry told the committee this project is finished except for painting. The city should have the final dollar figures on Monday. Both Morrison Maierle and .ITL have been notified of the need for these numbers. Main Street Water Line Replacement - The project is done and they are working on the punchlist. Perry reported that there will be a couple of changes coming forward, not huge, but necessary. The committee asked about the contaminated soil issue and asked why the state backed away. The city addressed the contamination in the trench only. There will be 2 temporary trenches that will be patched: the contractor will patch the one on 5tu and the city will do the one on 1~t. Sewer Trunk Line Replacement - The pipe has been delivered already, and they are working on it. 8t~ Avenue Project - Steve bas some information and sent it to Perry, but he hasn't had a chance to review it yet. The costs have been going up on this project. A "Plan in Hand" meeting was held recently. Bruce Barrett of MDT wants a meeting soon with Commissioner Kennedy and city reps, i.e. the mayor, administrative assistant to the mayor, the public works director, and the city planner. GARVEE bonds may apply to this project, according to Mae Nan of Dorsey & Whitney. CIP - Perry stated that this is just about finished. The department heads have rated and sorted through the requests. Perry is going through and revising them and will identify funding sources. Then it will be presented to the full council. The process was developed by Dr. Ken Weaver, but the city needs to evaluate it. The mayor likes the fact of department heads rating the requests. The committee asked if the council has any rating guidelines. Perry will have a finished product in two weeks. Mary stated that the city needs to have a mechanism in place to fund replacement of buildings. Mayor Comments: Mayor Olson stated that City Planner Mark Richards will present information on Impact Fees. Mark presented an outline, which is attached to these minutes, and explained that it allows for about 18 months for %viggle room". He needs to research the statutes, and there were questions raised about how the upcoming legislative session may effect these statutes. He wants to find out if districts, such as a planning district, can be used to impose these fees. He and Perry will be using the City of Bozeman as a model and will meet with them next week. It would be beneficial to learn fi.om their experience. He outlines the steps and emphasized that this is a "moving target". The next regular Budget/Finance meeting will be held on Tuesday, December 5, 2006 at 5:30 p.m. The next agenda will be the same as this one, and will include a report back on 8* Ave. The meeting adjourned at 6:20p. m. Respectfully Submitted, Clerk/Treasurer / 2 DEVELOPMENT AND IMPLEMENTATION OF AN IMPACT FEE PROGRAM FOR THE CITY OF LAUREL, MONTANA AN ACTION OUTLINE Mark Richards & Perry Asher Fact Finding Phase o Consultation with the City of Bozeman regoxding their Request For Proposals on development of a tailored facilities plan. o Find out what in hind sight they missed o Outline our RFP to address Larrrel's needs. Decision Making Phase o Presentation to the Council on findings, needs, timeframe and costs. o Request for City funding for development of RFP, publishing and consultant selection. Implementation Phase o Development of RFP. o RetaM Consultant, develop project timeline. o Develop the City of Laurel facility plan based on input from proposals received and the selected project proponent. o Review of scope o£ review and modify it with information from the selected consultant. o Initiation of project. Duration expected...Eight months o Findings submitted to the Council and the establishment of an impact fee advisory fee board. Ordinance Development o Recommendations of the Board submitted to the Council for review and preliminary draft Ordinance development o Public hearings on proposed Ordinances. o Amend The City of Laurel Municipal code o Initiate fee schedule. o Estimated time frame...18 months from project initiation.