HomeMy WebLinkAboutBudget/Finance Committee Minutes 12.20.2016 MINUTES
BUDGET/FINANCE COMMITTEE
DECEMBER 20,2016 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Emelie Eaton Chuck Dickerson
OTHERS PRESENT: Bethany Keeler Mark Mace, Mayor
Chairman Eaton called the regular meeting of the Budget/Finance Committee to order at 5:40 p.m.
There was no public present.
The next scheduled meeting will be January 3, 2017 at 5:30 p.m.
The minutes of the December 6, 2016 meeting were presented. The mayor made a motion to approve
the minutes as presented, seconded by Emelie, motion passed.
The Mayor has reviewed and signed the November journal voucher. The mayor made a motion to
approve the November journal voucher, Emelie seconded, motion passed.
The Utility Billing adjustments were reviewed by the Committee. Bethany noted that there was
nothing unusual about the adjustments. The mayor made a motion to approve the UB adjustments,
Emelie seconded, motion passed.
The monthly financial statements were reviewed by the Committee. Bethany stated that 42% of the
new fiscal year has expired and the City is at 29% revenue collected and 23% of authorized
expenditures spent. She then went briefly through the report. It was noted that the first half of tax
revenues had not been received at the time these reports were run and printed. This explains why the
General Fund's cash is lower than expected. The Planning Department's cash is low at this time due to
the invoices paid to CTA for assistance on the Laurel Subdivision regulations. A portion of these costs
are being reimbursed through the Community Development Block Grant. Noel is currently in the
process of getting the reimbursement request sent over to the CDBG for approval. The Water Fund's
cash increased significantly due to receipt of the intake loan funds and FEMA reimbursements. Chuck
made a motion to accept the financial statements, seconded by the Mayor, motion passed.
There were no Purchase Requisitions.
The Comp/Overtime report for PPE 12/04/16 was reviewed by the Committee. There were again
questions regarding comp time for the Court. The question was asked if Sheryl was in need of
assistance due to comp time being worked for the past 5 weeks. The council wanted to know why
CAO approves of this time. The Clerk/Treasurer explained that Sheryl does not directly report to the
CAO. The question was asked as to why the CAO is not directing city employees. The Mayor is
going to investigate the matter further and report back at the next Budget/Finance meeting.
The Payroll Register for PPE 12/04/16 totaling $205,300.16 was reviewed by the Committee. The
Mayor made a motion to recommend approval of the payroll register to the Council, Chuck seconded
the motion,motion passed.
Clerk/Treasurer's Comments:
SID 118: Bethany stated the process of approving and financing SID 118 had begun. SID 118 is for
the mill and overlay of S. Washington Ave.
Mayor's Comments:
The Mayor had no comments.
Other:
Update from Kurt on the Dumping Station: Kurt sent out an email answering questions the
committee had regarding the dumping station. Kurt explained that they could extend hours if we
manned the station and that would require overtime each day. We could also have one employee come
in later than the other, allowing the station to remain open longer. This option would have to be agreed
upon by the union. The haulers cannot access the dumping station after hours because of the locked
gate. The DEQ approved the dumping station with the condition that a city employee would be present
during dumping. Kurt will draft a letter and send it out to the licensed companies within Yellowstone
County. The letter will contain the days and hours of operation in hopes that this will encourage
continued usage of the dumping station.
Update from Heidi regarding Shervl's weekend work: The judge did respond to Heidi's inquiry
regarding Sheryl working on the weekend. The email response was handed out to the committee for
review.
For the Next Agenda:
Update from the Mayor on employee comp/OT
Emelie would like to move the start time of the Budget/Finance meeting back to 5:35 p.m.
The meeting adjourned at 6:15 p.m.
Res.-ctfully submitted,
Bethan -ler, City Clerk/Treasurer
2