HomeMy WebLinkAboutBudget/Finance Committee Minutes 10.17.2017 MINUTES
BUDGET/FINANCE COMMITTEE
OCTOBER 17,2017 5:35 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Chuck Dickerson Doug Poehls Tom Nelson
OTHERS PRESENT: Bethany Keeler via Phone Mayor Mark Mace
Brittney Moorman
Tom 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 November 7, 2017 at 5:35 p.m.
The minutes of the August 5, 2017 meeting were presented. Doug made a motion to approve the
minutes, Chuck seconded,motion passed.
Utility Billing Adjustments and Journal Vouchers for September have been moved to the next i
Budget/Finance meeting on November 7, 2017.
The monthly financial statements were reviewed by the Committee. Bethany briefly walked the
committee through the reports. Tom made a motion to accept the financial statements, seconded by
Doug,motion passed.
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A Purchase Requisition for a copier for the court was presented to the committee. Doug made a ,I
motion to approve the purchase requisition, seconded by Chuck, motion passed.
Claims entered through 10/16/2017,totaling $228,455.59 were presented to the Committee. Tom
went through both the claims detail and the check register for verification. Tom questioned why two
vendors were lumped together. Bethany stated that the reported is sorted alphabetically. The system
lumps like items together, because both vendors are miscellaneous vendors they were lumped together. �
Both reports clearly indicate there were two separate checks cut and separate accounting codes
associated with each vendor. Tom made a motion to approve the claims, Doug seconded the motion, ;
a11 in favor, motion passed.
The Comp/Overtime report for PPE 10/08/17 was reviewed by the Committee. There were no
comments or questions regarding the Comp/Overtime report. ;
The Payroll Register for PPE 10/08/17 totaling $184,931.46 was reviewed by the Committee. Chuck II
noticed a typographical error on the Budget/Finance and City Council Agendas. The correct total is
$184,931.16. Budget/Finance Committee recommended the error be amended and approved during
Council.
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Clerk/Treasurer's Comments:
Bethany contacted Kevan Bryan regarding the Fire District#7 contracted amount. She received a
response, from Mr. Bryan, stating Fire District#7 is currently assessing the maximum amount allowed
per the State. The difference between the contracted amount and the assessments is $27,785.00. The
Budget/Finance Committee requested Bethany contact Mr. Bryan and ask who Eugene Eckhardt is, as
he is who signed the contract. They also want to know why the contract was signed if they could not
assess for that amount. They would also like to know how and when the district is going to pay the
difference of the contract.
Bethany looked into both SID No. 114 and SID No. 118 she cannot find where these are similar.
Bethany ran a report for the cash reserves for the Enterprise Funds. She would like to do more research
on how Black Mountain calculated these figures as the Water Funds seems higher than expected. This
item will be placed on the next agenda.
Bethany requested the hauling fees from Kelly, she has not received these yet as Kelly is working on
training Carrie. This item will be placed on the next agenda.
Bethany stated the auditors were in last week and completed 10 percent of the audit. They showed
Bethany how to close out the fiscal year properly. There will be some year-end journal entries to
present to the Committee. The auditors will be back in December to complete the audit. The auditors
will also need to complete a federal audit because of the intake project.
The audit findings will be presented sometime in January.
Mayor Comments: The Mayor had no comments.
Other:
Bethany contacted Karen regarding the fire extinguishers in city vehicles. All City vehicles do have
fire extinguishers inside them.
Tom questioned if the City decal's their vehicles that a fire extinguisher is inside. Doug stated that
inter-state needs to be decaled but intra-state does not.
The Roomba demonstration has been moved to the next agenda when Emelie is present.
For the Next Agenda: Enterprise Cash Reserves, hauling fees, year-end journal entries, Roomba
demonstration, Fire District#7,Utility Billings, and Journal Vouchers.
The meeting adjourned at 6:19 p.m.
Res ectfully submitted,
Bethany Keeler, City Clerk/Treasurer
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