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HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.07.2017 MINUTES BUDGET/FINANCE COMMITTEE FEBRUARY 7,2017 5:35 P.M. CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Chuck Dickerson Doug Poehls Tom Nelson OTHERS PRESENT: Bethany Keeler Mark Mace Heidi Jensen Brent Peters,Fire Chief Chairwoman Emelie Eaton called the regular meeting of the Budget/Finance Committee to order at 5:39 p.m. There was no public in attendance. The next regular Budget/Finance meeting will be Tuesday,February 21, 2017 at 5:35 p.m. The minutes of the January 17,2017 meeting were reviewed. Chuck made a motion to approve the minutes,Doug seconded the motion. Motion passed unanimously. Claims totaling$430,611.04 were presented to the committee. Bethany stated that there were two large dollar claims,both for Great West Engineering. The December claim, in the amount of$117,583.29,was submitted late by the vendor. The late submission caused the claim to be approved and paid in January. The January claim totaled$56,362.63. Doug made a motion to approve the claims,Chuck seconded the motion,all in favor,motion passed. No purchase requisitions were presented to the Committee. The Comp/OT report for PPE 01/15/17 was reviewed by the Committee. Emelie asked about the City Planner attending the Laurel School District Meeting. Heidi explained that this meeting was in regards to a growth plan, so the City Planner needed to attend. The Payroll Register for PPE 01/15/17 totaling$170,274.57 was reviewed by the Committee. Doug made a motion to recommend Council approval of the payroll register, seconded by Chuck.Motion passed. Clerk/Treasurer Comments: Bethany explained that all 2017-2018 budget worksheets were sent out to all department, and are due back by February 17th. The CIP meeting will be held on February 17th at 10:00 a.m. Bethany presented dumping station revenues for January, which totaled$317.42. Mayor's Comments: The Mayor asked that everyone sharpen their pencil when working through their budgets. Other: Brent Peters attended the meeting to discuss Witmer purchases. Heidi explained that she had a good discussion with Brent and Bethany regarding purchases made through the General Fund. It helped to establish a clear description of what purchases are allowable through the fund. The line item in the 2017- 2018 budget will state"Purchases from Donations"and will no longer have the word"appreciation" 1 Budget/Finance Committee December 6,2016 attached to it. Doug asked Brent how much money he has received in donations. Brent stated that he has received$3,000 for the Fire Department since July 2016. For the past three years,Brent has purchased items to show appreciation for his employees from the donations. Items purchased in the past have been equipment purchases,which can be used in the line of duty. These items are allowable per MCA,and are approved through the budget process. Brent stated that he takes his budgets very seriously and he will continue to use these donation funds for equipment purchases only. Heidi will ensure that all department heads are aware of which purchases are allowable and which are not. Bethany stated that this has been a good learning experience for everyone involved. Brent thanked Heidi and Bethany for working with him to help gain clarification on the subject. Doug made a motion to approve the Witmer claims,which were previously excluded from approval on 01/03/2017. Chuck seconded the motion,motion passed. Heidi asked that all correspondence or questions relating to Human Resources be passed along to her, as she is the HR Department Head. Tom stated that he received communication from Dennis Lenz, from HD 53,requesting more information on the 25%match. Great West is getting additional information together for Heidi and the Mayor. The Legislature is busy with current issues, and does not have enough time to devote to this issue. Dennis would like to see the actual documentation which shows the State agreeing to pay the 25%match. Schweitzer requested President Obama to declare a State of Emergency in 2011. The FEMA documentation explained how to write a disaster letter,and stated the State had to enact its current Emergency Plan. The current Public Assistance Administrative Plan had to be a part of each Emergency Plan per Code of Federal Regulations(44 CFR 206.207-CFR 206.208). The Public Assistance Administrative Plan states the position of the State on how they handle the 25%match. Attachment 3 Section C.b.1 states"The State will participate in the 25% State/Local cost share of the Public Assistance Program". Attachment 3 Section C.b.1.(a)"Before the state will participate in the 25% State/Local cost share of the Public Assistance Program,(44 CFR,Part,206, Subparts C and G through I)or the Fire Management Assistance Grant Program, (44 CFR,Part 204, Subparts A through E),Public Law 93-288, as amended,the political subdivision must levy and/or commit an amount equal to the proceeds of the 2 mill emergency levy(section 10-3-405,MCA)". The City did commit 2 mills to the Emergency Fund. The Stafford Act does not specify how the 25%match will be handled but does state that every State is required to have its State Public Assistance Administrative Plan on file with FEMA. The State of Montana clearly states that they either pay all of the match,or none of the match. Dennis is on the Appropriation Committee,along with Mrs. Balance,and she agrees that the State should have to pay the 25%match. The State has also set a precedent because it has always paid the 25%match, and the Intake is the only project to not receive the 25%match. For next agenda: Update from Kurt regarding the dumping station revenues The meeting adjourned at 6:20 p.m. Respectfully submitted, '& Bethany Keeler,Clerk/Treasurer 2