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HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.06.2018 MINUTES BUDGET/FINANCE COMMITTEE FEBRUARY Ob,2018 5:35 P.M. C4NFERENCE ROUM MEMBERS PRESENT: Emelie Eaton Richard Klose Bruce McGee Scot Stokes (JTHERS PRESENT: Tom Nelson Bethany Keeler Chairwoman Emelie Eaton called the meeting of the BudgetlFinance Committee ta order at 5:36 p.m. The next regular Budget/Finance rneeting will be an Tuesday,February 20,2018 at 5:35 pm. Carl Jackson with KLJ was present ta talk about a cauple of task arders, invoicing and their processes. Carl explained haw the contracting process works. There is a master service agreement between I�LJ and the City of Laurei. This is a targe umbrella that cavers each individual project task order. Every praject will be assigned a specific task arder that negotiates the individual terms of each project. Cari and Kurt Markegard presented two wastewater task orders,in draft form,to the committee. To prepare a task order KLJ meets with the City employees to discuss the project. A draft task order is then prepared by KLJ and given to the City employees for cornnnent and review. A final draft is then taken to council for approval. Kurt stated that there are times where the City may go meet KLJ in their offices. Carl explained that a rnajarity of their services are billed in the overhead rates. Kurt handed out a draft task order far ihe Screw Press. Carl exptained that the task orders are detaited,so if something comes up that is not a part of the task order,a change arder would not be a surprise to anyone. Carl explained that the City should be working an a long term CIP plan. Kurt explained that a long terrn CIP plan would help budget far future years. The Digester is one praject that needs ta be on a long term CIP plan. The Digester leaks so it must be fixed in the near future. Kurt handed out two additional draft task order for H2S Remediatian and on-call services. The an-call task orders would be those emergency or odd jobs. KLJ would not proceed with any task orders without written requests. Kurt asked that Carl speak about the SED Basin project. Carl exptained that since Great West Engineering has already done all of the project engineering it would cost the City more money to have KLJ review all of the engineering and get caught up on the design. Bruce stated that time and money are our greatest advisories and we want ta save both. The Mayor stated that he had recently toured a SED Basin project that was similar to the design the City of Laurel is gaing to build. He stated that it works really well and he was impressed by it. The City can provide CHS raw water and save them a lot of money. Emelie asked why the SED Basin plans were sent to DEQ prior to the council approving the project. The Mayor stated that the plans hac!to be approved the DEQ prior to going out to bid. Emelie asked what specifically went to DEQ far approval. The Mayar explained that all af the engineering plans went to DEQ for approval. Emelie asked how we got to the point we are now with the Intake praject. Kurt stated that the Army Corps of Engineers has directed the City to do a re-survey of the wetlands to address any gains or lasses to the � wetlands. This survey must be dane in arder for the Army Corps to close out their permit. The re-survey is being requested because a cutvert was taken out and put back in during the intake construction. Emelie stated that she appreciates KLJ being transparent with the City. The Mayor stated that gaing forward he will be , ensuring that the Counczi will know what is going on and he will ensure transparency. Carl stated that the ,' Public Warks Directar will be receiving rnanthly status updates on task orders. He also stated that it will take ; some time to figure out how the City and KLJ will wark together. Scot asked who owned the culverk. The Mayor stated that the culvert is CHS's and during constrixction aur contractars took it out and put it back in. � Kurt explained that the culvert was moved approximately 100 feet and because of the move it must be re- 1 surveyed. Emelie explained that time was running out for the rest af the Budget Finance agenda and the camrnittee had to rnove on. Everyone thanked Carl and Kurt for their time. The minutes af the January Ib,2018 meeting were reviewed. Richard made a matian to approve the minutes, Bruce seconded the motion,all in favor,motion passed. Claims entered tl�rough Q2/02/2018 which tataled$234,935.19 were presented to the comrnittee. Ernelie reviewed both the Claims Detail Register and the Check Register ta ensure accuracy. There was discussion regarding the payment of claim A 17118, in the amount of$607.50. Ernelie asked what exactly the clairn was ' payment for,as there was no detailed invoicing attached. Bethany explained it was for meats and drill pay far the vatunteer firemen. Emelie stated that without knowing exactly what the Budget Finance cammittee was appraving,the claim should be put on to the next claim register,and more clarification requested The Mayor stated that he felt the claim should be paid this time,and then future claims tabled until the clarificatian was received. Bruce agreed with Chairwoman Eaton and requested that the claim be removed frorn the current approval list until clarification was received. The clairn was removed frorn the approval list. Emelie made a motion to approve the claims,as arnended,Bruce seconded the rnotion,all in favor,mation passed. No purchase requisitions was presented to the Cammittee. The CampJOT report for PPE 41J14/201$was reviewed by the Committee. The Committee had no questions. The Comp10T regort for PPE 41 f28l2Q 1$was reviewed by the Committee. The Cornmittee had no questions. The Payroll Registers for PPE Ol/14/2018 totaling$176,453.26 and PPE OI128/2018 totaling$185,805.52 were reviewed by the Committee. Scot made a motion ta recommend Councit approval of the payrall registers,seconded by Richard, all in favor,motion passed. ClerklTreasurer Commentst Bethany requested ta move her iterns to the next meeting as there was little time left. Mayor's Cornments: The Mayor stated that the TIFD would nat be sunsetting until 2022. Because of this there will be no large capitaI project done by the TIFD. Instead the TIFD wiii be looking into doing same prajects on side streets like Wyaming and Idaha. The committee is loaking at three blocks near the Railside Dinner. There is a meeting planned with KLJ to discuss the East 6�h project. Other: For next agenda: Enterprise Reserve Funds Budget Process Drill PaylMeal Pay The meeting adjaurned at 6:25 p.rn. Respectfully subrnitted, Beth eeler,Clerk/Treasurer 2