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HomeMy WebLinkAboutBudget/Finance Committee Minutes 11.15.2016 MINUTES BUDGET/FINANCE COMMITTEE NOVEMBER 15,2016 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Chuck Dickerson Doug Poehls OTHERS PRESENT: Shirley Ewan Mayor Mark Mace Heidi Jensen Kurt Markegard Rick Musson Chairman Eaton called the regular meeting of the Budget/Finance Committee to order at 5:31 p.m. There was no public present. The next scheduled meeting will be December 6, 2016 at 5:30 p.m. The minutes of the November 1, 2016 meeting were presented. Doug made a motion to approve the minutes as presented, seconded by Chuck, motion passed. The Utility Billing adjustments were reviewed by the Committee. Shirley noted that there was nothing unusual about the adjustments. Chuck made a motion to approve the UB adjustments, Doug seconded, motion passed. The Mayor has reviewed and signed the October journal voucher. Chuck made a motion to approve the October journal voucher, Doug seconded, motion passed. The monthly financial statements were reviewed by the Committee. Shirley stated that 33% of the new fiscal year has expired and the City is at 11% revenue collected and 14% of authorized expenditures spent. She then went briefly through the report. Doug did ask if the extension on tax payments to December 15th was going to have any impact on the city. The only impact was going to be receiving the money later than expected. The real issue is the $70,000.00 shortage due to the recalculation of Northwestern Energy's taxes. We were not allowed to recertify the City mill values. Doug made a motion to accept the financial statements, seconded by Chuck, motion passed. There were two Purchase Requisitions presented to the Committee by Rick Musson. The first one is for a new logging recorder to be purchased using the CIP fund. The current logging recorder has come to the end of its life cycle and needs to be replaced. The logging recorder records 911 calls and radio transmissions. It's a vital piece of equipment as it preserves all communications between the public to dispatch and from officer to officer. Rick brought in a quote from Industrial Communications & Electronics, in the amount of$16,994.00. Chuck asked about any service agreements and Rick stated that it does come with a 1 year warranty. Doug asked if there were any funds available in the 911 fund and there are none available at this time. Rick mentioned that the City needs to look at updating all of its 911 equipment soon. The equipment is outdated and not produced any longer, so it makes replacing equipment very hard. Heidi Jensen and Rick have been talking about updating all of the 911 and phone systems. Rick stated that it would take approximately $165,000.00 to replace the 911 equipment. Chuck asked if this recorder would work with updated 911 equipment. Rick assured the 1 committee that this logging recorder would be compatible with any updated 911 equipment. The second purchase requisition is for an 8000 VA Watt UPS with a second external battery. The UPS is a battery backup in case of a power outage. The current backup has been failing and needs replacement. The cost for the UPS is $9,800.00 from ACE Electric, which is a savings of$11,600.00 from the Warren Electric quote. Chuck made a motion to recommend approval of both purchase requisitions, Doug seconded the motion, motion passed. The Comp/Overtime report for PPE 11/06/16 was reviewed by the Committee. There were no questions. The Payroll Register for PPE11/06/16 totaling $183,855.70 was reviewed by the Committee. Chuck made a motion to recommend approval of the payroll register to the Council, Doug seconded the motion, motion passed. Clerk/Treasurer's Comments: FEMA Money Update: Bethany stated that her last communication with Tim Thennis was an email received on 11/14/2016. Tim stated that the $2,468,338.35 should be deposited on 11/14/2016 or 11/15/2016. Heidi stated that she spoke to Kelly McCarthy and if the money isn't received by Friday the 18th, FEMA will get involved regarding the payment. November 28th Audit Prep: Bethany stated that all requested documents have been sent to Curt Wyss of Olness &Associates, PC. Curt and his audit team will be in the office beginning Monday, the 28th of November. Mayor's Comments: The Mayor was not present and Vice President Doug had no comments. Other: Update from Kurt on the East Side Lift Station: Kurt reported that the pressurized line from Village Subdivision carries waste to the lift station. During the hot months, bacteria growth is accelerated and this creates excessive H2S gas. This gas then mixes with the moisture in the lines and creates sulfuric acid and this acid is slowly dissolving the concrete lines and manholes. The line could be extended past Elm, but this wouldn't solve the problem. Carbon filters could be installed, but the containers would need to be emptied weekly at a cost of$1,000.00 each time. This solution would be too costly to the City. There is EPA documentation regarding solutions to this problem; however, there is nobody locally that has the proper knowledge or has implemented a successful solution. Kurt provided two letters, one from KU and one from Great West, regarding personnel that they feel could help with this solution. The City would have to go out for bid on the job and would need to advertise for qualifications. For the Next Agenda: Update on FEMA money The meeting adjourned at 6:17 p.m. Respectfully submitted, Bethany eler, City Clerk/Treasurer 2