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HomeMy WebLinkAboutBudget/Finance Committee Minutes 09.05.2017 MINUTES BUDGET/FINANCE COMMITTEE SEPTEMBER 5,2017 5:35 P.M. CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Tom Nelson Chuck Dickerson Doug Poehls OTHERS PRESENT: Mark Mace Bethany Keeler Judge Jean Kerr Chief Brent Peters Heidi Jensen Chairwoman Emelie Eaton called the regular meeting of the Budget/Finance Committee to order at 5:35 p.m. The next regular Budget/Finance meeting will be on Tuesday, September 19,2017 at 5:35 p.m. The minutes of the August 1,2017 meeting were reviewed. Doug made a motion to approve the minutes, Tom seconded the motion,all in favor,motion passed. The minutes of the August 15,2017 meeting were reviewed. Doug made a motion to approve the minutes,Tom seconded the motion,all in favor,motion passed. Claims entered through 09/01/2017 and totaling$217,993.73 were presented to the committee. Emelie reviewed both the Claims Detail Register and the Check Register to ensure accuracy. Doug made a motion to approve the claims,Tom seconded the motion,all in favor,motion passed. A purchase requisition was presented to the committee by Fire Chief Brent Peters. The purchase requisition was for a BullEx Fire Extinguisher Training System. Brent stated that this system allows the fire department to train individuals on the safe and proper usage of a fire extinguisher. They expect to get all City personnel trained in the near future and hope to be able to train other businesses. Brent is currently unsure how much the City could charge for training services or the legalities of it,but he will be looking into it. Doug asked if this was a part of the approved CIP budget. Heidi stated that this was an approved CIP purchase. Brent stated that this training device could help keep businesses in compliance with OSHA. Tom asked how businesses are staying compliant with OSHA now. Brent stated that he is unsure how businesses stay compliant with OSHA now. Chuck stated that the Chamber could be a good resource for getting word out regarding this device. Brent stated that this will help educate the community and should pay for itself over time. Heidi stated that BullEx is the only company that currently supplies this product,which is why there are no other quotes attached to the purchase requisition. Chuck asked if the training of the City staff would occur during working hours so that no overtime happens. Heidi stated that it would only happen during scheduled working hours for City staff. Brent explained that the device is portable and can be taken to any location in the City. The purchase requisition was signed and approved by the Committee. The Comp/OT report for PPE 08/13/17 and Comp/OT report for PPE 08/27/17 were reviewed by the Committee. Chuck asked if the travel for Karen Courtney to Denver was for training. Heidi explained that she traveled to Denver on a Sunday and had the option to take Friday off. Due to Karen's workload,she chose to work the Friday as OT. The Payroll Registers for PPE 08/13/17 totaling$182,131.74 and PPE 08/27/17 totaling$190,917.43 were reviewed by the Committee. Tom made a motion to recommend Council approval of the payroll registers, seconded by Chuck,all in favor,motion passed. • Clerk/Treasurer Comments: The clerk stated that she did not have the information ready to discuss SID 114 vs. SID 118. She will bring the information to the next meeting. 1 The fiscal year 2016-2017 audit will be October 10-12th Mayor's Comments: The Mayor stated that he would like to see the City Council and City Staff continue to work together. We are one unit doing the same thing. Other:Heidi stated that,with the audit coming,she had a question regarding the Crime Victims Fund. The fiscal year 2015-2016 audit stated that the funds associated with the Crime Victims Fund need to be returned. She asked that the Budget/Finance Committee make a recommendation regarding what to do with the funds. She is concerned what will happen if the City doesn't comply with the audit finding. Doug asked Judge Kerr if we currently have a crime victims program in place. The Judge stated that we have a program set up with the Gateway House,however;Georgette did not want to do anything with them. The Judge asked if we could send back half of the money and keep the other half. Heidi stated that the audit says the funds haven't been used for such a long time that the funds need to be returned to the State. Doug asked if we could speak with the State about the funds and how we would return them. Heidi stated that she would make some calls to the State and report back to the committee. The Judge stated that the County is not giving the City an advocate unless it is a felony case. Chairwoman Eaton handed out a memo regarding the Judge's request for a pay increase. She stated that she would like to discuss the wage matrix that is currently in place. Doug stated that the wage matrix is fine for the upcoming election and this matrix would set the wage for the next four years. The City is paying the position,not the person. Doug asked if the Committee felt that the job is such that it needs an increase or should we hold the wage. Emelie asked if a new Judge would start out at the year one wage. Doug stated that a newly-elected Judge would be expected to do the same job as the current Judge,so why should they make less money. Emelie stated that they should do away with the matrix and the position should be paid at the current wage. Doug stated that the wage could be reviewed prior to an election cycle. Tom stated that he believed the current ordinance states that the council sets the Judge's pay. The Judge stated that it is a resolution that sets her wage and not an ordinance. Emelie stated that the matrix was also done by a resolution. Heidi stated that they could change the current resolution or do away with the resolution regarding setting the Judge's wages. Tom agreed that the council should set the Judge's wages. Doug stated that the council could change the wage at any time but felt it best to set it for four years prior to an election. Heidi asked the committee what they wanted to do. Emelie stated that no raise will be given at this time and it should be left as is. Doug stated that the budget should be left as it is and that is the baseline. There should be a resolution done prior to the election setting the wage for the next four years. The Judge's wage should now be set until 2020,when the next election happens. The Judge asked if she would be receiving the$500 for filing fees associated with the election. Doug asked if any other elected official gets reimbursed for filing fees. Heidi answered that no other elected officials get reimbursed. Emelie reiterated that the wage stays as is and would like to review the resolution to remove the wage matrix prior to it going to council. Heidi would get the resolution together for the committee to review. For next agenda: The Code Enforcement Officer will check the City vehicles for fire extinguishers. The meeting adjourned at 6:23 p.m. Respectfully submitted, Bethany Keeler,Clerk/Treasurer 2