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HomeMy WebLinkAboutBudget/Finance Committee Minutes 01.02.2007 CITY OF LAUREL BUDGET/FINANCE COMI~'I-I'EE MINUTES JANUARY 2, 2007 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Chairoaan Mark Mace Kate Hart Mayor Ken Olson Gay Easton Doug PoeMs OTHERS PRESENT: Mary Embleton 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 mlnutes oftheDccembes 19, 2006mecting wesereviewed. Mayor Olsonrequested the following chan~e: page 2, Administrative Assistant to the Mayor Comments, Sewer Trunk Line Replacenaent, 5 sentence: strike "...the city will no longer issue any more task orders to this company, and that...'. The revision was approved via motion by Doug, seconded by Gay, and passed unanimously. December claims totaling $569,164.25 were reviewed. Mary reported that this includes water and sewer loan payments totaling $305,842, and the final pay request for the East 1 st St. proj~t totaling $142,172.56. Motion by Kate, seeoncled by Doug to recommend approval of the claims by the council. Motion passed unanimously. The following purchase requisitions were approved by the committee: WATER FUND: Pipe freeze kit to replace service valves - water system $ 2,500.00 SEWER FUND: Pump for Elm Street Lift Station - sewer system $10,000.00 The ComlgOT reports were reviewed for pay period ending 12/17/06. The committee noted that there was only one DUI grant shift. Mayor Olson will talk to Chief Musson and bring a report back on changes in this program. The Payroll Register for PPE 12/17/06 totaling $135,128.96 was reviewed. Motion by Doug, scennded by Kate te recommend council approval of the payroll register. Motion passed unanimously. Clerk/Treasurer Comments: Mary reported that thc auditors are here this week, and she has been busy assisting them. Mary has contacted the representative at the DOT, and will try to schedule a confexence call next week to discuss GARVEE bonds and other funding possibilities for the 8~ Ave. project. Administrative Assistant to the Mayor Comments: Uocemin~, Projects: E First St: Since Perry was on vacation, Mayor Olson updated the committee. Tho'e were no changes to this project: the stop sign will be addressed, and thexe arc threc trees at the nursery, and the city will plant them in the spring. Budget/Finance Commi~ee January 2, 2007 Main Street Water Line Replacement: There was no new information on this project. Sewer Trunk Line Replacement: Mayor Olson reported that Perry will meet with Carl Anderson of Morrison Maierle tomorrow regarding Change Order #2. It may have been a premature statement regarding the engineering paying for the error resulting in Change Order #2. Mr. Anderson will be invited to the next workshop on January 9t~. 8t~ Ave. Proieet: Mayor Olsen informed the committee that the meeting on December 13a to discuss the funding of this project went well. Commi*sioner Kennedy would like to get this project done, but there is eonee~a regarding future encumbrance on future councils. More research will be done on this subject. CIP: The mayor, admini.qtrative assistant, and clerk/treasurer have scheduled a meeting for Saturday, January 13~' to draft a document to address this year's needs, as well as the future, and to provide funding for thc current year's requests. Imoact Fees: The holidays were not conducive to researching this issue, so Mark Richards had nothing new to report, according to the mayor. Mayor's comments: The mayor had nothing new to report on the Cable TV Franchise. The article in the Gazette was interesting, but the cable company uses city fight of way to provide the sermce. The committee would like to pursue this possible revenue source. The current provider pays the franchise fees in other cities, so this should not bc anything new, and their rates shouldn't go up. The committee directed Mayor O1son to meet with the city attorney to begin drafting an ordinance, and bring it to the next Budget/Finance meeting. Other issues: The committee discussed the two council vacancies. An ad for each vacancy will be in tomorrow's newspaper. The terms will be through December 31, 2007. The next regular meeting will be on Tuesday, January 16t~ at 5:30 p.m. For next agenda: Same as this one. The meeting adjourned at 6:00 p.m. Respectfully Submitted, Clerk/Treasurer 2 Budget/Finance Committee December 19, 2006 Administrative Assistant to the Mayor conm~ents: East First Street - Perry told the committee this project is finished. The stop sign will be moved, and the city still has 3 trees at the nursery. They will stay there until spring. Main Street Water Line Replacement - Perry stated that the project is finished and they are working on the punehlist. Perry reported that the trenches have been filled and patched. Some paving and repairs to a curb valve need to be addressed. Final payment will be made after the punchlist is completed. There have been only a few complaints about the inconvenience of this project. Sewer Trunk Line Replacement - Pen'y reported that this pmject is moving along. He discussed the issue with the error by Morrison Maierle regarding the depth of the ditch crossing. Perry had previously reported that the city wouldn't have to pay for itl ~ad that the engineering firm would pay for the mistake. However, Morrison Maierle argues that the cost would have been the same if the issue had been included in the original bid, and therefore the city should pay. Mayor Olson stated that tkz city ;;ill ,,~, i,~;~gar--iss~e ~ the city will be going RFP for engineering services. More discussion on the change order issue followed. Perry and Ken will do more research before bringing it 8th Avenue Pmieet- The meeting was held last week with Bill Kennedy; Larry, Steve, Gay, Ken; Perry, Bruce Barrett, and Mary. Perry said they reviewed the funding, scheduling, etc., and that he came away with a.pretty grim feeling. Mary stated that Sandy Staehl of MDT Planning called and will set up a conference call with Urban Funding. She further stated that she came away fi'om the meeting with a positive outlook, and that this project can be done. Mayor Olson reported that Bill Kennedy is a good ally, and stated thnt this could be let in 2007. The city and state will need to work with Dorsey and Whitney on bonding issues, and a history of the funding was requested from DOT. CIP - Perry told the committee that he has broken down the requests for capital into 3 catagories: Land & Buildings, Technology, and Other Equipment. He is working with Bart Haskell on a 5-year plan for technology. The equipment rating is done. The mayor will review the list; and will meet with Perry and Mary on how to fund the requests. The mayor would like to take his recommendations to the council in 30 days. Imoact Fees - Perry had nothing new to report. Mark is doing research. Mayor Comments: Cable TV Franchise - Mark Mace distributed an article from the Gazette, and the committee will review this item and discuss it next week. The next regular Budget/Finance meeting will be held on Tuesday, January 2, 2007 at 5:30 p.m. The next agenda will remove the East 1 ~t St. Project, and add GARVEE bonds. The meeting adjourned at 6:20 p.m. Respectfully Submitted, eton Clerk/Treasurer