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HomeMy WebLinkAboutBudget/Finance Committee Minutes 06.17.2008MINUTES BUDGET/FINANCE COMMITTEE JUNE 17, 200$ 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Chairman Mazk Mace Doug Poehls Mayor Ken Olson Kate Hart Gay Easton OTHERS PRESENT: Mary Embleton Rick Musson Chairman Mazk Mace called the regular meeting of the Budget/Finance Committee to order at 5:32 p.m. There was no public in attendance. The minutes of the June 3, 2008 Budget/Finance regulaz meeting were presented and approved via motion by Doug, seconded by Kate, and passed unanimously. May Journal Vouchers #745-74$ were reviewed and approved by the mayor. Utility Billing adjustments for May 200$ were reviewed by the committee. Mary stated that there are typical adjustments this month. The documents were approved via motion by Kate, seconded by Doug, and passed unanimously. The May 200$ Financial Statements were reviewed by the committee. Mary stated that figures aze in line with 91% ofthe yeaz complete. With the General Fund showing $455,750 into reserves, Mary stated that this is the `bottom line cash reserve" amount discussed at the CIP meeting on Saturday. The committee discussed the negative cash balances in several funds, which will be cured in June. Mary stated that the tax collections were received this week, and totaled over $630,000. The Planning Department may need to adopt new types of fees for services provided. The Street Maintenance Fund has money to do some work this construction season. Mayor Olson reported that DPW Bill Sheridan and Chad Hanson of Great West are bringing a plan forwazd soon for street work. He also stated that he is trying to set up a meeting with Dan McGee to see if he will sponsor legislation to allow cities to pledge street maintenance assessment money for debt repayment. Motion by Doug, seconded by Kate, to recommend approval of the May Financial Statements to the council. Motion passed unanimously. The following purchase requisitions were presented for approval: GENERAL FUND: Purchase 1200 -1500 gal. elliptical tank -Fire dept. $ 4,000.00 10 new tires -Fire dept. $ 4,150.00 Mobile radio for command vehicle -Fire dept. $ 3,560.00 The committee approved these requests. Chief Rick Musson addressed the committee. Resulting from a power outage last week, the department lost power due to a failed UFS. He needs to replace this and get a new emergency generator as well. The dispatch area had to bypass the UPS when it failed, and it was discovered that the current generator is not big enough to keep dispatch running. In addition, the closet housing all of this equipment is too hot. Rick contacted Becker Electric as they were the vendor who installed all ofthe new 9-1-1 equipment. Their proposal is as follows: BudgetlFinance Committee June 17, 2008 UPS (battery backup) $15,200 18 kw generator $11,750 Air conditioner 8 375 TOTAL: $35,325 Rick stated that there aze 9-1-1 funds available to pay for this, and these aze eligible expenses for the 9-1- 1 program, but they will need to get official approval from Helena. Doug asked about a second quote, as per city policy. Discussion followed. Motian by Kate, seconded by Doug that the Budget/Finance Committee approves the work contingent on an attempt to obtain a second quote, and authorizes the mayor to approve the final vendor. Motion passed unanimously. The committee reviewed the Comp/OT reports for PPE 6/1/08, which contained the Memorial Day holiday. The Payroll Register for PPE 6/1/08 totaling $147,655.04 was reviewed by the committee. Motion by Doug, seconded by Kate, to recommend council approval of the paymll register. Motion passed unanimously. Clerlc/Treasurer's Comments: Resolution to transfer Riverside Pazk revenues to CIP -The mayor and clerk/treasurer were not able to meet yet to establish a time line priority for this project, due to the mayor's work schedule. Dan McGee has been contacted to provide a quite to survey the pazk. Budget progress update--The committee met last Wednesday to review the Court, Parks, and Pool budgets. This Wednesday will be Police, Fire, and remaining Public Works departments within the General Fund. Mayor's comments: Impact Fees -Mayor Olson has not contacted Cazson Bise. He will have something scheduled before the next committee meeting. CIP progress -The final report has been issued, and Mayor Olson stated he is very happy with the product. This will be a working document, and some revisions may already be necessary as an opportunity to purchase a brush truck is possible in the very neaz future with a lazge savings to the city. TIFD update -Mayor Olson is preparing an ad for afive-member committee to advise the council on TIFD projects. He will require that they be residents of the community. There is a resolution on tonight's agenda establishing the storm water project as the city's first priority for the TIFD. Storm Water Pro~ect & S. 1~ Ave. overla -Great West is already doing work on this project. Owners of pazking lots will be made awaze of the project, and MDT is awaze of the city's desire to include sidewalk, curb and gutter on the west side of S. 1 S~ Ave., and support this additional work. The city proposes using CTEP funds for this, with the match coming from the property owners via an SID. Mark expressed concern about the lot owners and the expense they may have to improve their lots to get the surface water to the storm water system. Discussion followed as to what is the property owners' responsibility vs. what is the city's responsibility. West Main Sidewalk SID & overlay -The city will use the same philosophy for the sidewalk as with the E. 1~ Street and S. 1~ Ave. projects, using CTEP funding and SID for match. The city will also ask the MDT to 2 Budget/Finance Committee June 17, 2008 include the 2 blocks of 16L to 3`~ on West Main in the total overlay project, so that it will be from 1 S` to 8`}` on West Main. Other -Mayor Olson stated that Laurel Ford is offering the city a new 550 chassis at a discounted price since the cab has a small dent in it. The price is $31,000, and the truck would fit the needs of the Fire Department for aheavy-duty brush truck. DNRC has been contacted, and they will provide the equipment for free. The CIP contains this item in year three at a cast of $130,000. Mary will fmd the funding for this item. The committee stated that this makes sense. Mayor Olson reported that the task force discussed the Purchase and Procurement Folicy at length prior to the department head meeting today. They will bring forward a revision to the policy, maintaining a deliberative process and keeping safeguards in place, while making it more flexible and efficient. This will be brought before the committee soon. The next regular Budget/Finance meeting will be held on Tuesday, July 18Y, 2008 at 5:30 p.m. For next agenda: Add Purchase and Procurement Policy under Mayor's Comments. The meeting adjourned at 6:21 p.m. Respectfully Submitted, Mary K. mbleton, Clerk/Treasurer 3