HomeMy WebLinkAboutBudget/Finance Committee Minutes 06.03.2008CITY OF LAUREL
BUDGET/FINANCE COMMITTEE MINUTES
JiJNE 3, 200$ 5:30 P.M.
COUNCII. CONFERENCE ROOM
MEMBERS PRESENT: Chairman Mark Mace Kate Hart
Gay Easton Daug Poehls
Mayor Ken Olson
OTHERS PRESENT: Mary Embletan
The Budget/Finance Committee meeting was called to order at 5:33 p.m., by Chairman Mark
Mace. There was no public in attendance.
The minutes of the May 20, 2008 meeting were reviewed and approved via motion by Doug,
seconded by Kate, and passed unanimously.
May claims totaling $184,917.15 were reviewed. Mayor Olson stated that a claim for service
work on the fire department vehicles would be discussed with the fire chief. It does not appear to
be in compliance with the Purchase and Procurement Policy as the total work performed is over
$1,500. The mayor met today with staffand discussed revisions to the Purchase and Procurement
Folicy, and should have a completed product by the end of June. Mary stated that the $1,500
limit may be too low, so part of the discussion is to determine a reasonable amount to increase the
limit, as well as how to make the policy more user-friendly. Motion by Doug, seconded by Kate,
to recommend approval of the claims by the council. Motion passed unanimously.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Supplement #6 of the Laurel Municipal Code codification -attorney $ 4,682.65
Purchase 1999 GMC Yukon from Belgrade for command vehicle -fire dept. $ 3,000.00
Mayor Olson explained the fire department's request for a command vehicle. Currently, Fire
Chief Scott Wilco uses his personal vehicle to investigate the site of a potential fire call, in order
to assess the situation. This will be paid out as an expense, using Fire Department Donations
cash to pay for the vehicle. Motion by Kate, seconded by Doug to approve the purchase
requisitions. Motion passed unanimously.
The Camp/OT reports were reviewed for pay period ending 5/18/O8.
The Payroll Register for PPE 5/18/08 totaling $137,911.14 was reviewed. Motion by Doug,
seconded by Kate, to recommend council approval of the payroll register. Motion passed
unanimously.
Clerh/Treasurer Comments:
Riverside Park revenues transfer to CIP -There was no progress made on this issue, as Mary has
been busy with multiple other projects.
Bud et rocess -Meetings with the committee and department heads began last week with
review of the General, Council, and Mayor departments. The Library, Ambulance and
Clerk/Treasurer budgets will be reviewed tomorrow. These will continue every Wednesday
through July god
Budget/Finance Committee
June 3, 2008
Mayor's Connments:
CIP -Mayor Olson reported that the meeting to present the draft CIP report is scheduled for
Saturday, June 7"' at 8:00 am. An agenda will be prepared, and an attempt will be made to
schedule the fire department first. Breakfast and lunch will be provided. This will be a good
opportunity for department heads to present their requests to the council.
Im a~ c~ -Mayor Olson hasn't had a chance to contact Carson Bise as other projects have
taken priority. A conference call will be scheduled soon.
TIFD -This issue has taken up a majority of the time lately. The storm water project has become
high priority due to the planned overlay project of 1St Ave. S. by the Montana Department of
Transportation next spring. The city needs to install the storm water system and replace the
sewer main this fall. Staff is also working on plans to install curb, gutter and sidewalk along the
west side of 1St Ave. S. using SID and CTEP funding. This was done on the E. 1St St. project and
staff will work on this same concept for the sidewalk SID on W. Main from 3rd to 8d' streets.
Mayor Olson stated he is pleased with the teamwork exhibited by the Director of Public Warks,
Great West Engineering, and the Clerk/Treasurer. Doug asked if we can use TIFD money and
borrow from ourselves. Mark asked about the sewer line replacement and about private lots tying
into the new storm water system. Discussion followed.
Purchase and Procurement Polic - A committee consisting of the mayor, city attorney, director
of public works, and the clerk/treasurer has been reviewing this policy. Issues being discussed
include: increasing the $1,500 cap, on-going annual service contracts, and combining small
projects of similar nature, i.e. concrete work, asphalt work, remodeling, into one annual contract.
Mayor Olson stated that the committee is mindful of keeping safeguards and internal controls
intact.
Other issues: Mayor Olson asked the committee for guidance on the priority of the Riverside
Park revenues issue. Kate stated she would like to see some progress soon. The mayor and
clerk/treasurer will discuss and try to come up with a time line.
The committee also discussed the need to include the overlay of W. Main from 1St to 3`d Ave. in
the upcoming MDT project. It doesn't make sense to exclude these two blocks, and have new
overlay on both sides of this area.
The next regular meeting will be on Tuesday, June l7d' at 5:30 p.m.
For next agenda: same as this meeting, and add the Storm Water Project and the West Main SID
under the mayor's comments.
The meeting adjourned at 6:15 p.m.
Respectfully Submitted,
Mary K. E bleton
Clerk/Treasurer
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