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HomeMy WebLinkAboutBudget/Finance Committee Minutes 12.19.2017 MINUTES BUDGET/FINANCE C4MMITTEE DECEMBER 19,2017 5:35 P.M. COUNCIL CONFERENCE ROOM i MEMBERS PRESENT: Emelie Eatan Chuck Dickerson Doug Poehls Tam Nelson ; UTHERS PRESENT: Bethany Keeler Mayor Mark Mace Chief Brent Peters i Richard Klase � Chairman Eaton called the regular meeting of the BudgetfFinance Committee ta order at 5:35 p.m. There was na public present. The next scheduled meeting will be January 2, 201$ at 5:35 p.m. All new and current Committee members are requested to be in attendance. There was a discussion with Fire Chief Brent Peters regarding an email he had sent to the Committee dated November 24, 2Q 17. Chairwoman Eaton presented Chief Peters with a packet of information, � including a mema responding to each questian. Chairwoman Eatan briefly read through each response to Chief Peters questians. Chief Peters asked if he wasn't reprimanded then what was that memo about? Chairwoman Eaton explained that the Corniruttee is not able ta reprimand staff but they are able to hand out policies. The Cammittee instructed the Chief an his purchasing policy. Chief Peters stated that he did have two grants that were sent to the CAO and City Attorney via email and that he received na response back from either of them. The BNSF grant is now expired and they cannat receive it. Doug Poehis stated that there needs to be sorne steps in place regarding grant applications. He recomrnended that all ernails regarding grants be CC'd ta the ClerkfTreasurer as she can get the grants on the Budget-Finance Comrnittee agendas. Tom Nelson asked why there was no reply frarn the CAO or City Attarney regarding the grants and why we do not have a standaxd operating procedure in place for grant applications. Doug asked if a procedure on grants applications could be included in the purchasing policy. Chairwoman Eaton stated that she did a grant once for the Tree Baard Committee and she was at City Hall working with the Clerk/Treasurer, Shirley Ewan. Ernelie stated that the ClerklTreasurer was very helpful in helping her get the grant completed. Bethany stated that she just helped the current Tree Board Comrnittee get a grant far Arbar Day 2018. Doug stated that Chief Peters has a grant writer so how does he get the ak for the grant writer to work on grant applications? Tom asked why there was no standard operating procedure for grant applications. Ernelie asked how the departments are informed of the procedure for grant applications. Doug asked if someone should sit down with the department heads and inform them of the procedure for grant applications. Chief Feters stated that he knew the Comrnittee was short an time and wanted to apologize. He stated that he tries his best ta take care of the needs of the City. The cornmand truck, from 2Q11,that is included in the packet went through proper channels for approval. He needs to know how to appraach things and without clear guidance we are in the situation we are in now. The Chief stated that he halds his subordinates accountable and requires they present things to hirn first. He stated that he was never told to limit spending by the farmer CAO. He was also never told by the former CAO that purchases over$1,000.00 require a signature priar to purchase. He was trying to work within his guidelines but he needs better guidance. Bethany stated that the merna that was provided to him on September 19, 2017 was his guideline and that he wasn't adhering to it. Two af his purchases that he just made were naw audit findings because he wasn't foilowing his purchasing 1 policy. Emelie stated that the Fire Chief needed to work with the Clerk/Treasurer and include her in the signature process,per his memo. Brent stated that he felt him and the Clerk/Treasurer work very well together. Emelie stated that she wants the Fire Chief to please accept the current memo and previous memo as nothing has changed regarding his purchasing policy. Chief handed out a packet to the Committee and thanked everyone for their time. Chuck stated that he felt it would be a good idea to give the Chief's packets to the new committee members. The minutes of the December 5, 2017 meeting were presented. Doug made a motion to approve the minutes, Chuck seconded, a11 in favor, motion passed. The Mayor has reviewed and signed the November journal vouchers. Doug made a motion to approve the August journal voucher, Chuck seconded, all in favor, 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, all in favor, motion passed. 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 Requisitions presented to the committee. Claims entered through 12/15/2017,totaling $185,598.35 were presented to the Committee. Emelie went through both the claims detail and the check register for verification. Emelie asked a few questions regarding the claims, which were answered by the Clerk/Treasurer. Doug made a motion to approve the claims, Tom seconded the motion, all in favor, motion passed. The Comp/0vertime report for PPE 12/03/17 was reviewed by the Committee. The Payroll Register for PPE 12/03/17 totaling $211,189.88 was reviewed by the Committee. Doug made a motion to recommend approval of the payroll register to the Council, Tom seconded the motion, motion passed. Clerk/Treasurer's Comments: Bethany stated that she would present the Enterprise reserve totals and the audit findings at the next meeting as they were running short on time. Mayor Comments: The Mayor stated that they had completed the first round of interviews for the CAO position. There were seven applicants, of which five were interviewed. T'here would be two selected to go onto a second set of interviewers. The position was open until filled. Other: For the Next Agenda: Enterprise Fund Reserves, Audit Findings, Meals/Maintenance Discussion, Image Trend Invoice The meeting adjourned at 6:23 p.m. e lly submitted, B eeler, City Clerk/Treasurer 2 CITY HALL 115 W. lst. St. PUB WORDS: 628-4796 PWD FAX: 628-2241 WATER OFFICE: 628-7431 WTR FAX: 628-2289 MAYOR: 628-8456 Cityof Laurel P.O.• Laurel, Montana 14 DEPARTMENT December 19, 2017 To: Brent Peters From: Budget -Finance Committee Subject: Response to questions emailed from Chief Peters on November 20, 2017 (see attached) Question 9 1. Where did it come from that SCUBA gear was being purchased? This was simply a misstatement by Doug Poehls. Instead of referencing an expenditure for "Rescue West Suits" he said "SCUBA gear". The reference to SCUBA gear has never appeared in the minutes except as a quote of Doug's verbal misstatement at the September 19, 2017 meeting. Question 2. 2. Why was there no questioning or investigation before a reprimand was issued? It is the understanding of the Budget and Finance committee that you have been involved in many discussions regarding spending prior to the Budget and Finance Committee questioning your expenditures. It is the Committee's understanding that Heidi had attempted to instruct you on several occasions and she had, in fact, stood up for you when the committee raised questions, stating that you had been told to limit spending. The committee is aware these discussions date back to at least December, 2011 regarding the purchase and subsequent attempt to accessorize an F150. Please see the attached documents which include, in age order, a 2011 letter sent to you from CAO Jensen regarding accessories for an F150; the minutes of the January 3, 2017 Budget and Finance Committee meeting where Committee members questioned a $3,762.25 claim to Witmer on behalf of the Fire Department; the January 17, 2017 Budget and Finance Committee minutes where Heidi gave an update on the investigation regarding the Witmer claims; the minutes of the February 7, 2017 Budget and Finance Committee meeting where you were present to explain the Witmer purchases and the September 19, 2017 minutes where you were also present to explain a series of purchases that had come to light and discuss the Fire and Ambulance department entering into contracts in the form of grants. Question 3 3. Is it my understanding that the purchase of safety equipment is not a priority for protecting the responders or victims? The committee does not know precisely what you understand but we do think this is a completely preposterous statement. The City always puts safety first. However, certain purchases have come to us City of Laurel is an EEO Employer Equal Housing Opportunity as being excessive and were questioned regarding how many fire department volunteers were adequately trained to use equipment. Question 4Why was / reprimanded/nfront ofanother Department Head? The Budget and Finance Department does not reprimand staff. The CAO orMayor reprimand staff. The Budget and Finance Department instructed you regarding purchases you were in charge of. Bethany Keeler is the City of Laurel Clerk/Treasurer. As such she is present at all Budget and Finance meetings, takes notes, provides clarification, documents decisions and follows the instructions of the committee. It was well within reason for her to be present while the committee shared its decision with you. All city staff should be capable of working with each other and recognize Bethany is the staff member most informed nnfinancial issues. Question 5. What is going to happen with the BNOFgrant? This is not something that the Budget and Finance Committee is involved with under normal circumstances. Since you inquired of the Committee, the Committee inquired of the CAO. We were told the Fire Department received a check which has not been submitted to the Clerk Treasurer and that the original documentation has not been submitted to the City Attorney for review. We recommend you discuss this with the Clerk Treasurer and/or CAO. Question 6. What's the status onthe other grant ? This is not something that has come before the Budget and Finance Committee. If you are following the proper procedure for submitting grant requests you can inquire of the Clerk Treasurertofind out the ataduo . //� ` Question 7Why was my stipend increase denied? The Budget and Finance Committee does not respond to individual requests for increases. This would have been a staff issue and would have been responded to in writing by the Mayor. If you have lost your response you can request another copy from the Mayor. |nsummary, the questions you have submitted have been reviewed bvthe Budget and Finance Committee and only serve to reinforce the Committee's decision to have Fire and Ambulance expenses the [/revimvvedinadv�nmaby procedure regarding financial issues, the connection between budgeted expenses and present expenditures, and the fact that the Fire and Ambulance Department budget is a part of the whole of the City budget. Despite instructions tocurtail your unnecessary spending, you have submitted several unnecessary and excessive expenditures. The committee strongly urges you to work with other staff and seek information and clarification. It is the Committee's decision to keep the restrictions on spending in place for the foreseeable future. CITY HALL 115 West In Street Public Works: 6284796 FAX: 628-2241 Water Office: 628-7431 December 9, 2011 Brent Peters Fire Chief 215 West First Street Laurel, MT 59044 Re: Command Vehicle Dear Brent: 0 1 P. 0. Bog 10 Laurel, Montana 59044 On December 8, 2011 a request was made by you for accessories costing approximately $3,900for the 2007 Ford F-150 purchased December 7, 2011 as a command vehicle for the Laurel Fire Department The costs for accessories were not discussed prior to the purchase of the vehicle, and the budget was specifically designated for the vehicle purchase only. The established standard for requests such as this is to provide all relevant information prior to making such a large and expensive purchase. I was never informed of the additional costs that you would be seeking to spend once the vehicle was purchased. With the requests for approval I received from you on December 8, 2011 there is no justification for the need, or attached estimates for the topper or slide out bedliner. Expense requests are not approved without them. At this time, I will not be approving them as the vehicle purchased does have 4 -doors, and items are able to be stored in the back seat securely. The truck came equipped with a bedliner. Regarding the request of lights on the pick-up, I understand the need for these, however I did specifically ask you to make a comparison with the state procurement process and what was available at Industrial Communications. That has not been presented at this time. I am still seeking documentation prior to approval. As the Chief Administrative Officer requests of this nature must be approved through me. Once again, at this time approval is being denied due to lack of documentation and procedure. Sincerely, Heidi len Chief Administrative Officer cc: City Mayor City of Laurel is an EEO Employer Equal Housing Opportunity -"R LAUREL VOLUNTEER DEPARTMENT 215 West 14 Street - Laurel • Montana - 59044 - CAO Heidi Jensen This is an authorization request for the following. Slide out bed from Truck Specialties Office (406) 628 4911 - Fax (406) 628 2185 December 8, 2011 QTY ITEM PRICE EACH TOTAL COST LINE NUMBER 1 CG Pro Bed slide 1259.00 1259.00 4000-240-420400-943 4000-240-420400-943 4000-240-420400-943 4000-240-420400-943 4000-240-420400-943 4000-240-420400-943 TOTAL $1259.00 Priced a Bed Slide from Northland Auto in Billings and the same as what the request is $1330.00. Brent Peters Chief, Laurel Fire Department Approval Date LAUREL VOLUNTEER'VFIRE DEPARTMENT 215 West l' Street - laurel - Montana - 59044 - CAO Heidi Jensen This is an authorization request for the following. Office (406) 628-4911- Fax (406) 628 2185 December 8, 2011 Purchase Emergency lighting from Lonestar. This is the same lighting quoted from Industrial Communication with a slight change in the light bar. QTY ITEM PRICE EACH TOTAL COST LINE NUMBER 1 14g4t Bar Fed. S' LPX 1095.00 1095.00 4000-240-420400-943 1 PA640 Siren 363.75 363.75 4000-240-420400-943 1 Siren M?eaker 155.00 155.00 4000-240-420400-943 4 Whelen Vertex lights 72.99 291.96 4000-240-420400-943 4000-240-420400-943 Shi and Handling 4000-240-420400-943 TOTAL I $1905.7F 4000-240-420400-945-1 Industrial Communications cost for these parts are $3459.10. Industrial Communications will do the install. See separate request. Brent Peters Chief, Laurel Fire Department Approval Date LAUREL VOLUN DEPARTMENT 215 West 1` Street - Laurel - Montana - 59044 - CAO Heidi Jensen This is an authorization request for the following. Install of Emergency lighting, siren and radio. Office (406) 628-4911- Fax (406) 628 2185 December 8, 2011 QTY ITEM PRICE EACH. TOTAL COST LINE NUMBER I bar 176.00 176.00 4000-240-420400-943 Under dash install 112.00 112.00 4000-240-420400-943 Flashers 88.00 176.00 4000-240-420400-943 Siren 175.00 175.00 4000-240-420400-943 Misc partr. 75.00 75.00 4000-240-420400-943 Radio Mount 22.00 22.00 4000-240-420400-943 1 TOTAL 1 $736.00 Brent Peters Chief, Laurel Fire Department Approval Date l a'Js TRIAL e eunrla�i4 TlO1ti1S 201 Erie Di iv►e, Billings MT 59101 e EaCg`+'7",QNlCS JNa ay s4zfp Laurel, MT .W 406-860-0782 Install Tech. Trevor Krueger Phone Ext 406-259-1212 Cellular n1a Page 1 ModelQty Description Sale Price TOTAL RE: Commarmi Velride equipment install $0.00 1 Install Ughtbar, Install $176.00 $176:00 1 Install Underdash, Install $112.00 $112.00 2 Install Flashers, Install $88.00 $176.00 1 Install Siren, Install $175.00 $175.00 $0.00 1 Lightbar Federal Signal 53" Legend - all red $2,281.90 $2,281.90 1 Siren Federal Signal PA640 siren controller $449.40 $449.46 1 Siren Speaker Federal Signal Dynamax 10OW with bracket $230.80 $230.80 1 Radio Mount Wedge Mount $22.00 $22.00 4 Lights Whelan Vertex lights - red $118.75 $475.00 1 Mise. Parts Fuse blocks, fees, connectors, wing, etc. $75.00 >$75.00 *****PRICING SUBJECT TO CHANGE PER CUSTOMER NEEDS. $0.00 $0.66 $0.00 $0.00 $0.00 $0.00 $0.06 $0,00 SYSTEM TOTAL $0.00 $4,173.911 Page 1 . i �Y/ # LAUREL it ♦'` � �, DEPARTMENT il, 2I est 1` meet -Laurel - Montana - 39044 - CAO Heidi Jensen This is an authorization request for the following. Topper for New Command from Northland Auto. Office (406) 628-4911- Fax (406) 628 2185 December 8, 2011 QTY ITEM PRICE EACH TOTAL COST LINE NUMBER Unicover Topper 1924.00 1924.00 4000-240-420400-943 4000-240-420400-943 4000-240-420400-943 4000-240-420400-943 4000-240-420400-943 4000-240-420400-943 TOTAL 1924.00 Priced a topper from Rocky Toppers in Billings and the same as what the request is $2065.00 Brent Peters Chief, Laurel Fire Department Approval Date Held! Jensen From: Brent Peters Sent: Wednesday, December 07, 20115:20 PM To: Heidi Jensen Subject: Command Vehicle M I have researched manufacture built Command vehicles. Several of them and the cost range from $50,000 to $80,000. These vehicles come with everything on them. Lights, sirens, storage, everything. These vehicles are definitely out of question to what the City wanted to approve. We were in need for a new Command vehicle and considering the guidance that we had I think we did a great job. However, vehicles do not come equipped if you don't buy them that way. You have to turn them into a Command truck or Brush truck or Support Vehicle. Unfortunately that does cost money. We am trying to keep the costs to a minimum and doing a lot of research to find the best deals. There are things that we sacrifice on and then there are things that we need to install in order for it to serve its purpose. We sacrificed a new vehicle for a used one. It probably saved us about $11,000 to $15,000 by doing so. Lights, siren, lettering, storage are all things we need. Brent Peters Fire Chief Laurel Fire Dept. 406-628-4911 (office) 406-860-0782 (cell) Heidi Jensen From: Heidi Jensen Sent: Monday, August 15, 20113:40 PM To: Brent Peters; City Mayor Subject: RE: Brent - I have placed four vehicle options in your box. They are auctions ending this week. Most of the vehicles are available to look at in Billings. If you are unavailable to look at them please let me know and I will make arrangements for it to be done. If the vehicle is truly unsafe, discontinue use until arrangements with the maintenance superintendent to have it looked by the City mechanic, can be made. I will leave it up to you to make the arrangements as soon as possible. Thanks Heidi From: Brent Peters Sent: Monday, August 15, 20111:22 PM To: City Mayor; Heidi Jensen Subject: I will need to start looking at repairs to be done to the Command Yukon. There is a shimmy in the front end that is becoming a concern. It has been identified that serious replacement and repairs are needed on the front end and suspention. The air conditioning need work too. I'll submit a request. I don't feel that we can continue to operate this vehicle much longer while waiting to determine the need for a new vehicle. Brent Sent from my Android phone with K-9 Mail. Please excuse my brevity. To: Brent Peters Cc: City Mayor Subject: RE: Surplus 011a Your desire for a new command vehicle is not going unnoticed. However, I do feel that there are many available resources out there that you have now viewed yourself with vehicle options. I am not sure what you wanted me to view on the website you provided as there are many vehicles available. If there was something on there please let me know. Find something economical that will fit your needs and present it to me. I am disappointed the opportunity with the local vehicle has passed. Are there any other options on the GSA website that are local and would fit your needs? I understand you are busy at the refinery right now and have volunteered my services to go and look at or make arrangements for vehicles. 1 will continue to extend the offer of assistance where we can. Heidi From: Brent Peters Sent: Thursday, September 01, 201112:53 PM To: Heidi Jensen Subject: Fwd: Surplus Heidi,. Here is the website for the State and Federal surplus. Governments can purchase these before they hit the auction. Unfortunately the vehicle I was interested in will be going to Ebay auction, listing State and Federal Auction. I can not express enough the need for a new Command vehicle. Although there is a problem convincing the need for this vehicle, the events this week is another justification as to the need. Command and Control plays a key role on situations such as this. For a Command to be mobile and able to access all areas on a fire this size is important. We need to remember that our decisions with the Fire Department affects those in our districts also. We need to be able to serve them also. If needed, I will present this to the Budget and Finance Committee. Thank you Brent Sent from my Android phone with K-9 Mail. Please excuse my brevity. idavennonablm.aov wrote: hftD://www.oreaonsurr)ius.com/DAS/SSD/SURPLS/docs/blmfr)s.htm James Davenport, Supply Tech. State Fleet Manager BLM, Montana State Office Phone:(406) 896-5192 Fax (406) 896-5020 E-mail: jdaven�blm.gov rrom. Tien Jensen Heidi Jensen MINUTES BUDGET/FINANCE COMMITTEE JANUARY 3, 2017 5:30 P.M. CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Chuck Dickerson Doug Poehls Tom Nelson OTHERS PRESENT: Bethany Keeler Mark Mace Heidi Jensen Vice President Tom Nelson called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m. There was no public in attendance. The next regular Budget/Finance meeting will be Tuesday, January 17, 2017 at 5:35 p.m. The minutes of the December 20, 2016 meeting were reviewed. Tom Nelson made the statement that on the December 20, 2016 minutes it stated that Kurt Markegard sent an email, regarding the dumping station, and Tom did not receive a copy of the email. The Clerk/Treasurer apologized for the omission and has since forwarded the email directly to all council members, and the Mayor. Doug made a motion to approve the minutes, Chuck seconded the motion. Motion passed unanimously. Claims totaling $934,167.32 were presented to the committee. Bethany stated that the claim for US Bank, totaling 390,898.05 was for payment of multiple loans. Tom asked what loans were paid and Bethany stated that SRF, WRF, and SID loans were due at year end. Committee members questioned a claim to Witmer, totaling $3,762.25. The question was raised if the items purchased were equipment or gifts. The Clerk/Treasurer stated that the CAO and City Attorney were already working on the rules and regulations surrounding those purchases. Until the rules and regulations are sorted out by the CAO and City Attorney the committee removed the claim from approval and will consider for payment at the next meeting. Doug made a motion to approve the claims, with the exception of the Witmer claim. Chuck seconded the motion, all in favor, motion passed. No purchase requisitions were presented to the Committee. The Comp/OT report for PPE'12/18/16 was reviewed by the Committee. The question was raised as to whether or not Monica Salo could get comp time being a part time employee. Heidi will look into the question and update at the next meeting. The Payroll Register for PPE 12/18/16 totaling $181,872.58 was reviewed by the Committee. Tom made a motion to recommend Council approval of the payroll register, seconded by Doug. Motion passed. Clerk/Treasurer Comments: Bethany gave a review of the audit findings from the 2015-2016 fiscal year audit. No additional questions were raised by the committee. Mayor's Comments: The Mayor had no comments Budget/Finance Committee December 6, 2016 Other: Emelie asked if the Budget/Finance meetings could be moved to a start time of 5:35 p.m. The committee members agreed that would be fine. Starting January 17, 2017 the Budget/Finance meetings will begin at 5:35 p.m. Bethany stated that she has asked for the spreadsheet, created by Sheri, to track outstanding time pays from the Court. She has yet to receive any answer back from Judge Kerr. Emelie stated that since Sheri and Monica are City employees, Heidi needs to request the information from them directly with a "by this date" on the request. The Mayor instructed Heidi that at his request she is to ask for the spreadsheet and include a "by this date" on the correspondence. The Budget/Finance committee and the Mayor want to see the aging of these outstanding time pays. Tom stated that he received communication from Nathan at Steve Daines' office regarding a response from FEMA, to the 25% match on the intake project. Nathan said that FEMA doesn't have a preference for who pays the 25% match. It could be the State or the City that provides the 25% match. For next agenda: Update from Kurt regarding the dumping station revenues Update from Heidi regarding purchasing policy, claims and spreadsheet Update from Tom regarding the appropriation committee The meeting adjourned at 6:20 p.m. Respectfully submitted, Bethany Keeler, Clerk/Treasurer iA MINUTES BUDGET/FINANCE COMMITTEE JANUARY 17, 2017 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Chuck Dickerson Doug Poehls OTHERS PRESENT: Bethany Keeler Mark Mace, Mayor Heidi Jensen Chairman Eaton called the regular meeting of the Budget/Finance Committee to order at 5:34 p.m. There was no public present. The next scheduled meeting will be February 7, 2017 at 5:35 p.m. The minutes of the January 3, 2017 meeting were presented. Doug made a motion to approve the minutes as presented, seconded by Chuck, motion passed. The Mayor has reviewed and signed the December journal voucher. Chuck made a motion to approve the December journal voucher, Doug seconded, motion passed. The Utility Billing adjustments were reviewed by the Committee. Bethany noted that there was nothing unusual about the adjustments. Chuck made a motion to approve the UB adjustments, Doug seconded, motion passed. The monthly financial statements were reviewed by the Committee. Bethany stated that 50% of the new fiscal year has expired and the City is at 34% revenue collected and 26% of authorized expenditures spent. She then went briefly through the report. It was noted that most, but not all, of the first half of tax revenues had been received. The Planning Department's tax revenues had been received on January 11 h, so that revenue had not been posted at the time the financial reports were ran. This explains why the Planning Department's cash is lower than. expected. The monthly revenue for the Gas Tax had been posted twice into November causing the revenues to look greater in November and less in December. The Water Fund's revenues decreased significantly due to no funds received from FEMA reimbursements. The Sewer Fund's expenses increased by over $200,000 due to debt service payments. Emelie asked why the Solid Waste Fund's revenue increased by almost $100,000 in October? Bethany said that she would look into that and report back at the next Budget Finance meeting. Chuck made a motion to accept the financial statements, seconded by Doug, motion passed. There were no Purchase Requisitions. The Comp/Overtime report for PPE 01/01/17 was reviewed by the Committee. There were no questions regarding the Comp/Overtime report. The Payroll Register for PPE 01101117 totaling $196,208.17 was reviewed by the Committee. Doug made a motion to recommend approval of the payroll register to the Council, Chuck seconded the motion, motion passed. Clerk/Treasurer's Comments: SID iib: All 1099's and W2's are complete. Bethany stated that Kelly Strecker worked really hard on getting out the W2's. Court Time Pays: Bethany did receive a paper copy of the court's time pays spreadsheet. Heidi stated that there were no dates on the sheet so you could not get an accurate aging. The committee would like to see an accurate aging report of all outstanding time pays. Heidi was instructed by the committee and the Mayor to email Judge Kerr with her request and a date that the committee wants the information by. December Dumping Fees: The dumping station revenues for December totaled $488.48. Mayor's Comments: The Mayor had no comments. Other: Update from Kurt on the Dumping Station: Kurt was not at the meeting due to being ill. Update from Tom Nelson on the appropriation hearing: Tom was not at the meeting due to travel. Update from Heidi regarding purchasing policy and Witmer claims: Heidi had not received information back from the City Attorney regarding the Witmer claims. Heidi will have the information by the next Budget Finance meeting and has requested that the Fire Chief attend the next meeting. For the Next Agenda: Purchasing Policy and Witmer Claims Discussion The meeting adjourned at 6:24 p.m. Re submitted, Bethany eeler, City Clerk/Treasurer 2 MINUTES BUDGET/FINANCE COMMITTEE FEBRUARY 7, 2017 5:35 P.M. CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Chuck Dickerson Doug Poehls Tom Nelson OTHERS PRESENT: Bethany Keeler Mark Mace Heidi Jensen Brent Peters, Fire Chief Chairwoman Emelie Eaton called the regular meeting of the Budget/Finance Committee to order at 5:39 p.m. There was no public in attendance. The next regular Budget/Finance meeting will be Tuesday, February 21, 2017 at 5:35 p.m. The minutes of the January 17, 2017 meeting were reviewed. Chuck made a motion to approve the minutes, Doug seconded the motion. Motion passed unanimously. Claims totaling $430,611.04 were presented to the committee. Bethany stated that there were two large dollar claims, both for Great West Engineering. The December claim, in the amount of $117,583.29, was submitted late by the vendor. The late submission caused the claim to be approved and paid in January. The January claim totaled $56,362.63. Doug made a motion to approve the claims, Chuck seconded the motion, all in favor, motion passed. No purchase requisitions were presented to the Committee. The Comp/OT report for PPE 01/15/17 was reviewed by the Committee. Emelie asked about the City Planner attending the Laurel School District Meeting. Heidi explained that this meeting was in regards to a growth plan, so the City Planner needed to attend. The Payroll Register for PPE 01/15/17 totaling $170,274.57 was reviewed by the Committee. Doug made a motion to recommend Council approval of the payroll register, seconded by Chuck. Motion passed. Clerk/Treasurer Comments: Bethany explained that all 2017-2018 budget worksheets were sent out to all department, and are due back by February 17''. The CIP meeting will be held on February 17'i' at 10:00 a.m. Bethany presented dumping station revenues for January, which totaled $317.42. Mayor's Comments: The Mayor asked that everyone sharpen their pencil when working through their budgets. Other: Brent Peters attended the meeting to discuss Witmer purchases. Heidi explained that she had a good discussion with Brent and Bethany regarding purchases made through the General Fund. It helped to establish a clear description of what purchases are allowable through the fund. The line item in the 2017- 2018 budget will state "Purchases from Donations" and will no longer have the word "appreciation" Budget/Finance Committee December 6, 2016 attached to it. Doug asked Brent how much money he has received in donations. Brent stated that he has received $3,000 for the Fire Department since July 2016. For the past three years, Brent has purchased items to show appreciation for his employees from the donations. Items purchased in the past have been equipment purchases, which can be used in the line of duty. These items are allowable per MCA, and are approved through the budget process. Brent stated that he takes his budgets very seriously and he will continue to use these donation funds for equipment purchases only. Heidi will ensure that all department heads are aware of which purchases are allowable and which are not. Bethany stated that this has been a good learning experience for everyone involved. Brent thanked Heidi and Bethany for working with him to help gain clarification on the subject. Doug made a motion to approve the Witmer claims, which were previously excluded from approval on 01/03/2017. Chuck seconded the motion, motion passed. Heidi asked that all correspondence or questions relating to Human Resources be passed along to her, as she is the HR Department Head. Tom stated that he received communication from Dennis Lenz, from HD 53, requesting more information on the 25% match. Great West is getting additional information together for Heidi and the Mayor. The Legislature is busy with current issues, and does not have enough time to devote to this issue. Dennis would like to see the actual documentation which shows the State agreeing to pay the 25% match. Schweitzer requested President Obama to declare a State of Emergency in 2011. The FEMA documentation explained how to write a disaster letter, and stated the State had to enact its current Emergency Plan. The current Public Assistance Administrative Plan had to be a part of each Emergency Plan per Code of Federal Regulations (44 CFR 206.207 -CFR 206.208). The Public Assistance Administrative Plan states the position of the State on how they handle the 25% match. Attachment 3 Section C.b. l states "The State will participate in the 25% State/Local cost share of the Public Assistance Program". Attachment 3 Section C.b. L(a) "Before the state will participate in the 25% State/Local cost share of the Public Assistance Program, (44 CFR, Part, 206, Subparts C and G through I) or the Fire Management Assistance Grant Program, (44 CFR, Part 204, Subparts A through E), Public Law 93-288, as amended, the political subdivision must levy and/or commit an amount equal to the proceeds of the 2 mill emergency levy (section 10-3-405, MCA)". The City did commit 2 mills to the Emergency Fund. The Stafford Act does not specify how the 25% match will be handled but does state that every State is required to have its State Public Assistance Administrative Plan on file with FEMA. The State of Montana clearly states that they either pay all of the match, or none of the match. Dennis is on the Appropriation Committee, along with Mrs. Balance, and she agrees that the State should have to pay the 25% match. The State has also set a precedent because it has always paid the 25% match, and the Intake is the only project to not receive the 25% match. For next agenda: Update from Kurt regarding the dumping station revenues The meeting adjourned at 6:20 p.m. Respectfully submitted, Bethany Keeler, Clerk/Treasurer 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. 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 msubmitted, Bethanler, City Clerk/Treasurer CITY HALL 115 W. 1ST ST. City Of Laurel ADMIN: 628-8456 WATER OFC.: 628-7431 P.O. Box 10 COURT: 628-1964 Laurel, Montana 59044 FAX 628-2241 TO: Brent Peters, Fire Chief FROM: Budget Finance DATE: September 19, 2017 RE: Notice of Restriction of Purchases Budget Finance Committee 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).