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HomeMy WebLinkAboutBudget/Finance Committee Minutes 09.19.2017 MINUTES BUDGET/FINANCE COMMITTEE SEPTEMBER 19,2017 5:35 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Chuck Dickerson Doug Poehls Tom Nelson OTHERS PRESENT: Bethany Keeler Mayor Mark Mace Heidi Jensen Brent Peters Chairman Eaton called the regular meeting of the Budget/Finance Committee to order at 5:35 p.m. There was no public present. The next scheduled meeting will be October 3, 2017 at 5:35 p.m. There was a discussion with Fire Chief Brent Peters regarding EMS expenditures. Committee President Emelie Eaton handed out the attached memo. Doug stated that some of the purchases in question were SCUBA Gear, Wet Suits, Sparky the Dog Costume and new linoleum for the Ambulance bathrooms. Fire Chief stated that the costume was budgeted for and used for Fire Prevention and Fire Safety through the City. Doug stated that all purchases over$1,000 need signatures on the PO prior to purchase. Doug also stated that there was an issue with EMS personnel signing a grant application. Fire Chief stated that it was a non-match grant and he wasn't aware that a grant was a contract. Heidi stated that contracts are covered under the purchasing policy and the City Attorney has recommended this be followed. Bethany stated that only the Mayor and the CAO can sign for the City and enter into contracts. The Fire Chief stated that if the committee recommends that the EMS department not spend any money without prior authorization,he would follow it as his hands are tied. Heidi stated that all grants are reviewed by the City Attorney for legal wording. Brent asked the Mayor if he had any direction on these topics. The Mayor stated that the EMS department is the only department with this problem. Fire Chief stated that in the past he was not aware that grants were contracts and he didn't realize his purchases were an issue. All the purchases he makes are for the safety and betterment of the City and its citizens. It was his understanding that as long as the items were budgeted for there wasn't an issue. Doug stated that all purchases need prior approval for now. Brent handed out the attached sheet listing what the Fire Department does for the City. Mark asked if any certifications were required for diving. Brent stated that no certifications are required, however, the Fire Department does not do swift water rescue at this time. The minutes of the August 5, 2017 meeting were presented. Tom made a motion to approve the minutes, Doug seconded, motion passed. The Mayor has reviewed and signed the August journal vouchers. Doug made a motion to approve the August journal voucher, Tom seconded, motion passed. The Utility Billing adjustments were reviewed by the Committee. Bethany noted that there was nothing unusual about the adjustments. Doug made a motion to approve the UB adjustments, Tom seconded, motion passed. 1 The monthly financial statements were reviewed by the Committee. Bethany briefly walked the committee through the reports. Doug made a motion to accept the financial statements, seconded by Chuck, motion passed. There were no Purchase Requisition presented to the committee. Claims entered through 09/15/2017, totaling$174,669.49 were presented to the Committee. Chairmen Eaton went through both the claims detail and the check register for verification. Tom made a motion to approve the claims, Chuck seconded the motion, all in favor,motion passed. The Comp/Overtime report for PPE 09/10/17 was reviewed by the Committee. There were no comments or questions regarding the Comp/Overtime report. The Payroll Register for PPE 09/10/17 totaling $181,908.03 was reviewed by the Committee. Chuck made a motion to recommend approval of the payroll register to the Council, Doug seconded the motion, motion passed. Clerk/Treasurer's Comments: Bethany requested that the discussion regarding SID No. 114 VS SID No. 118 be moved to the next meeting. Mayor Comments: The Mayor had no comments. Other: Heidi requested that the discussion regarding fire extinguishers in City vehicles be moved to the next meeting. For the Next Agenda: SID No. 114 versus SID No. 118, Fire Extinguishers in City vehicles and Fire District No. 7 letter. The meeting adjourned at 6:28 p.m. Res sect ,submitted, 410 Bethan . - ler, City Clerk/Treasurer 2 CITY HALL 115 W.1sT ST. City Of Laurel ADMIN:628-8456 IG�III�IL� WATER OFC.:628-7431 P.O.Box 10 d � COURT:628-1964 _ . FAX 628-2241 Laurel,Montana 59044 Budget Finance Committee MEMORANDUM TO: Brent Peters, Fire Chief FROM: Budget Finance DATE: September 19, 2017 RE: Notice of Restriction of Purchases Upon discussion and review of your department's recent purchases, charges and grant applications prepared and submitted by the ambulance,the Committee has determined it is appropriate to immediately restrict your department's ability to spend or encumber City Funds until further notice. Further, any grants submitted in the name of the City by your department must be approved by either the Mayor or CAO prior to submission. Please be advised that you are no longer authorized to spend/purchase any items, equipment, or property,without the CAO or Mayor's prior approval. If neither the CAO nor Mayor are available,the City Clerk/Treasurer may authorize expenditures that appear proper, necessary, and in compliance with the City's Procurement Policy. Any violations of this restriction may result in disciplinary proceedings pursuant to City Policy. As you have been previously advised, the City Budget is extremely tight and not expected to improve in the near future. The CAO has advised all department heads to limit expenditures for only those items deemed absolutely necessary. Our review of your department's recent expenditures shows a complete lack of cooperation on behalf of your department. Finally, please obtain and review a copy of the City's Purchasing and Procurement Policy. As a department head, you are required to know, understand and comply with the policy. If you need training we recommend you meet with the CAO, Mayor and City Clerk to obtain appropriate training to assist you with compliance issues. Water Rescue Access waterways to rescue stranded victims or body recovery. This includes the Yellowstone and Clark Fork Rivers, canals and ditches, and ponds. Conduct Search and Rescue operations. Cold Water/ Ice Rescue Access freezing water conditions and unstable ice to rescue victims submerged and body recovery. Extrications Rescue victims entrapped in automobiles, machinery, farm equipment, buildings, and trenches. Hazmat Enter hazmat situation to mitigate and control hazards from railway spill, chemical storage spills, vehicle hazards etc. Service Calls Assist the public with alarm activations, gas leaks, Carbon Monoxide problems, etc.. Assist on Medical Assist medical personnel with CPR, patient movement, ambulance driving, patient care. Public Safety Assist with traffic control, escorts, and search of missing persons. Support other Agencies Police Department Public Works DEA Government Public Education and Fire Prevention Conduct area Fire Prevention activities throughout the year. This includes school tours 5- 6 times a year, tours to groups, Safety Day, Open house and several other public educations events. Investigations Investigate all fires for cause and origin and determine if arson was committed. For whatever reason, the image of the fire department is such that many people believe that the only job responsibility of fire fighters is to extinguish fires. The reality is that the organization has evolved so that they provide a wide variety of emergency services that include not only fire suppression, but emergency medical services, hazardous materials response and mitigation, special rescue situations (extrication, rope rescue, and water rescue), fire prevention and education, natural disasters and emergency management. These activities also include inspection and code enforcement (normally), plan review for construction projects, fire and arson investigation, and public fire safety education. These operations provide a perspective as to how busy the fire department can be, which affects the amount of time, resources, and personnel to available to support volunteer groups. The main purpose or duties of firefighters is to help protect the public in emergency situations. Structure Firefighting Conduct all levels of Structure Firefighting to include entry and attack, ventilation, salvage, overhaul, and investigation. A structure fire is a fire involving the structural components of various types of residential, commercial or industrial buildings. Residential buildings range from single-family detached homes and townhouses to apartments and tower blocks, or various commercial buildings ranging from offices to shopping malls. This is in contrast to "room and contents"fires, chimney fires, vehicle fires, wildfires or other outdoor fires. Wildland Firefighting Initial attack, extended operations, Incident Command, Air Operations, clear cutting, and prevention A wildfire or wildland fire is a fire in an area of combustible vegetation that occurs in the countryside or rural area. Depending on the type of vegetation where it occurs, a wildfire can also be classified more specifically as a brush fire, bush fire, desert fire, forest fire, grass fire, hill fire, peat fire, vegetation fire, or veld fire. Industrial Firefighting Support and backup CHS Refinery Fire Brigade. Conduct frontal attack, isolation operations, and cooling operations. Aircraft Fire/ Rescue Operations Respond to aircraft emergencies at the Laurel Airport. Car, Railroad and Misc. Firefighting Extinguish, isolate hazards, and investigate Rope Rescue Conduct high and low angle rescue operations from any situation Confined Space Rescue Access and rescue personnel in a confined enclosure. Air supported and unsupported (inert).