HomeMy WebLinkAboutBudget/Finance Committee Minutes 03.20.2007 MINUTES
BUDGET/FINANCE COMMITTEE
MARCH 20, 2007 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT:
Chairman Mark Mace
Kate Hart
Gay Easton
Doug Poehls
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.rn~
There was no public in attendance.
The minutes of the March 6, 2007 Budget/Finance regular meeting were approved as presented, via
motion by Doug, seconded by Kate, and passed unanimously.
February Journal Vouchers #637-641 were reviewed by the mayor. Mary explained JV ~641 which
accounts for the CIP transfers that were approved by the council. She also explained JV #640 which
accounts for the continued Johnson Controls Project. Utility Billing adjustments for February 2007
were reviewed by the committee. Mary told the committee that there were no unusual adjustments. The
documents were approved via motion by Kate, seconded by Doug, and passed unanimously.
The February 2007 Financial Statements were reviewed by the committee. Mary stated that the General
Fund expenditures were at 69% of budget with only 66% of the year expired, so that is cause for some
concen~ Also, the water fund and solid waste funds are running at a deficit, as was budgeted. Mary will call
the state again regarding the status of the CTEP money that still hasn't been received yet. The Street
Maintenance Fund shows a cash balance of $110,232, so the transfer to the Special Projects Fund (g4001)
won't occur until June when the second half of the maintenance revenue is received. Mark questioned the
Gas Tax Fund, which has a cash balance of $142,834. It was explained that this fund can be used for
maintaining the streets, and that revenue is received monthly. There was discussion on how the revenues are
allocated to the city, and that this revenue stream has not increased much, even though the miles of streets the
city has to maintain has increased. Motion by Doug, seconded by Kate, to recommend approval of the
February Financial Statements to the council. Motion passed unanimously.
The following purchase requisitions were presented for approval:
BUILDING CODE ENFORCEMENT FUND:
Work station for building inspector's office
STREET MAINTENANCE FUND:
Dura-Patcher trailer machine
$ 3,686.50
$49,700.00
CAPITAL PROJECTS FUND:
1998 Ford Expedition - Ambulance QRU vehicle
John Deere 1435 series commercial mower - Parks
$ 7,990.00
$15,120.00
BudgetJFinance Committee
March 20, 2007
The committee questioned the completeness of the submitted requisitions, and noted that not all of them
met the requirement to have at least two quotes. The committee may start rejecting the requests if they
are not complete. Mayor Olson will emphasize this to the department heads. They discussed the request
for the work station, and it was explained that there is only one quote, and it is a really good deal They
discussed the Dura-Patcher, especially the cash flow status of the Street Maintenance Fund vs. the
political reasons for the need for this machine at this time to patch the streets beginning this spring. It was
also noted that the quote is very close to thc $50,000 bidding requirement threshold. They also discussed
the QRU (quick response unit) request for the ambulance. All four requests were approved.
The committee reviewed the Comp/OT reports for PPE 3/11/07. The committee discussed comp time
regulations and pay-outs for union and non-union employees.
The Payroll Register for PPE 3/11/07 totaling $133,900.05 was reviewed by the committee. Motion by
Kate, seconded by Doug, to recommend council approval of the payroll register. Motion passed
unanimously.
Clerk/Treasurer's Comments:
Drat~ ofMD&A - Mary had prepared a draft of this document, and the auditors have reviewed it. There will
be some revisions of the figures, and then it will be sent to the state to be included with the city's Annual
Financial Report.
Draft of response to audit findings - Mary has prepared the responses, but, the final audit hasn't been issued
yet, so there is still time. The final audit should he received very soon, and then thc city will publish a notice
in the paper that the audit is available for inspection by the public. The 30-day response period will also
begin when the final audit is received. This will be put on the next agenda.
GARVEE bonds - Mary had nothin~ new to report on this for the 8th Ave. project.
Budget vrocess - The D .e~0artment Heads were reminded that their budget worksheets are due back in the
Clerk's office on April 6~".
Administrative Assistant to the Mayor eomment~:
Main Street Water Line Replacement - Since Perry was sick, the mayor reported that the project has two
punch list items remaining, both requiring asphalt, so they should be finished soon. The one-year
warranty begins at Substantial Completion for the majority of the project, but the warranty will begin on
the punch list items when the city has accepted them as being completed.
Sewer Trunk Line Replacement - Mayor Oison stated that he was informed by DPU Larry McCann that
COP Construction had some unresolved issues with CHS. The final walk-through may be scheduled for
this week. There was no news regarding the Interstate crossing.
8~ Avenue Project funding - The state hasn't authorized the design changes that the city submitted on
February 15t~ for narrowing the street.
Imoact Fees - Mayor Olson reported that he will have more information atier this weekend's retreat with
Dr. Ken Weaver and Judy Mathre.
Mayor Comments: Cable TV Franchise - Mayor Olson reviewed the drait ordinance that City Attorney
Sam Painter had prepared: page 23 shows the 5% of gross revenue provision; page 31 spells out the
termination language, which has been tested in Missoula; page 40 outlines a Board which reviews certain
programming, and that came from Bozeman's ordinance. The corcauittee discussed the possibility of
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Budget/Finance Committee
March 20, 2007
including language regarding additional services, such as microwave towers, later on. Motion by Doug,
seconded by Kate, to introduce this ordinance at the next council workshop, March 27t~. Motion passed
unanimously.
The next regular Budget/Finance meeting will be held on Tuesday, April 3r~, 2007 at 5:30 p.m.
The next agenda will be the same as this one, minus the MD&A and Cable TV Franchise.
The meeting adjourned at 6:18 p.m.
Resl~Ot fully Submitted,
Clerk/Treasurer