HomeMy WebLinkAboutBudget/Finance Committee Minutes 05.20.2008MINUTES
BUDGET/FINANCE COMMITTEE
MAY 20, 200$ 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT:
Chairman Mark Mace
Doug Poehls
Mayor Ken Olson
Kate Hart
Gay Easton
OTHERS PRESENT:
Mary Embleton
Chairman Mark Mace called the regular meeting of the Budget/Finance Committee to order at 5:48 p.rn.
There was no public in attendance.
The minutes of the May 6, 2008 Budget/Finance regular meeting were presented and approved via
motion by Doug, seconded by Kate, and passed unanimously.
April Journal Vouchers #741-744 will be reviewed and approved by the mayor. Utility Billiug
adjustments for Apri1200$ were reviewed by the committee. Mary stated that there are normal
adjustments this month The documents were approved via motion by Kate, seconded by Doug, and
passed unanimously.
The April 2008 Financial Statements were reviewed by the committee. Mary stated that figures are in line
with 83% of the year complete. The committee discussed cash balances in several funds. Motion by Doug,
seconded by Kate, to recommend approval of the April Financial Statements to the council. Motion passed
unanimously.
The following purchase requisitions were presented for approval:
GENERAL FUND:
Repair and replace concrete where needed - FAP $ 1,850.00
STREET MAINTENANCE FUND:
8 totes of asphalt for pot hole repairs $ 6,100.00
WATER FUND:
Clean and inspect water reservoir tank -system $ 5,100.00
Trench box shield (split with sewer) -system $ S,7S0.00
SEWER FUND:
Repair piping and drain lines -plant $ 3,400.00
Upgrade sewer plant controls -plant $24,000.00
Trench box shield (split with water) -system $ S,7S0.00
Mary stated that several of these requests will need to have small service contracts to be approved by the
council.
The committee reviewed the Comp/OT reports for FPE S/4/08.
Budget/Finance Committee
May 20, 2008
The Payroll Register for PPE S/4/08 totaling $152,197.16 was reviewed by the committee. Motion by
Doug, seconded by Kate, to recommend council approval of the payroll register. Motion passed
unanimously.
Clerh/Treasurer's Comments:
Audit responses -Mary reported the respanses to the audit are ready to be sent to Helena.
Resolution to transfer Riverside Pazk revenues to CIP -Mazy apologized that she did not have the actual
costs to operate Riverside Park by this meeting. She will try to have it as soon as possible. Mayor O1san
explained that a survey of the pazk's boundaries is needed, and that possible funding for the survey has been
identified.
Budget progress update -The committee consisting of Mayor Ken Olson, Chairman Mark Mace, Director of
Public Works Bill Sheridan and Clerk/Treasurer Mary Embletan will be meeting on Wednesday to schedule
budget meetings with department heads.
Mayor's comments:
Impact Fees -Mayor Olson has not contacted Carson Bise, and will meet with the clerk/treasurer in the
morning to discuss this further.
CIP progress -Mayor Olson stated Miral Garnradt will present the draft CIP on Saturday, June 7th. The final
document will be a workable product the city can continue into the future. Dr. Ken Weaver and Judy Mathre
will help facilitate the presentation. Mira1 will send books for the council and department heads to preview.
Breakfast and lunch will be provided at the council chambers
TIFD update -The clerk/treasurer will try to get a value from the Department of Revenue to estimate
revenues coming from the district. Mayor OLson is working on putting a committee together to make
recommendations to the council on which projects should be funded with this money. He will also try to get
training for the committee.
Other -Mary reported that her office, along with the library, court, and police department, is getting
ready to offer credit/debit card payments for city utilities and fees. A conference call is scheduled for
tomorrow, and she hopes to be operational sometime in June. A convenience fee is paid by the customer
and collected by the service provider, so there is no cost to the city.
Mayor Olson reported that they discussed the Purchase and Procurement Policy at length during today's
department head meeting. He formed a task force consisting of Bill, Sam, and Mary to review and revise
the policy, keeping safeguards in place, while making the process more efficient.
The next regulaz Budget/Finance meeting will be held on Tuesday, June 3`~, 2008 at 5:30 p.m.
For next agenda: Add Purchase and Procurement Policy under Mayor's Comments.
The meeting adjourned at 6:17 p.m
Res ctfully Su 'tted
Mary K. on, lerk/Treasurer
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