HomeMy WebLinkAboutBudget/Finance Committee Minutes 08.21.2018MINUTES
BUDGET/FINANCE COMMITTEE
AUGUST 21, 2018 5:30 P.M.
COUNCIL CONFERENCE ROOM
MEMBERS PRESENT: Emelie Eaton Bruce McGee
Heidi Sparks Scot Stokes
OTHERS PRESENT: Bethany Langve Mayor Tom Nelson
The Chairperson called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m.
Public Input: There was no public present.
General Items:
a. The minutes of the August 7, 2018 meeting were presented. Scot made a motion to approve the
minutes as presented, seconded by Emelie, all in favor, motion passed.
b. There was one Purchase Requisition presented to the Committee for the approval of an overhaul to the
exiting City of Laurel website. Four quotes were presented to the Committee for the re -design and
overhaul of the website. The City of Laurel staff recommended the Budget Finance Committee approve
the Municode quote, totaling $8,650. The Committee agreed that something needed to be done with the
existing website but wanted to ensure that the technology used for the website wouldn't be lost over
time as technology advances. Bethany stated that all the key features of the website would be upgraded,
as those upgrades became available, for free. The Committee requested that the website be re-evaluated
annually to ensure that the City is seeing a return on the investment. There was also concern about how
much time it was going to take the City staff to update the website. Bethany stated she would pass on
these concerns to the CAO and Mayor and the website had reports that could be used to measure traffic
of certain features. If those features were not being used, they could be removed from the website.
Heidi made a motion to approve the purchase requisition for the website overhaul, seconded by Scot, all
in favor, motion passed.
c. The Mayor has reviewed and signed the July journal vouchers, including closing journal vouchers for
Fiscal Year 2018. The Committee reviewed all journal vouchers. The Committee requested that
Bethany explain the journal vouchers. Bethany gave a brief description of all journal vouchers. Scot
made a motion to approve the June journal vouchers and all closing journal vouchers for Fiscal Year
2018, Bruce seconded, all in favor, motion passed.
d. The Utility Billing adjustments were reviewed by the Committee. Bethany noted that there was
nothing unusual about the adjustments. The adjustments were reviewed by each committee member,
and a brief explanation of the Utility Billing adjustments was given by Bethany. Scot made a motion to
approve the UB adjustments, Bruce seconded, all in favor, motion passed.
e. The monthly financial statements were not presented to the Committee as the budgetary numbers for
Fiscal Year ending 2019 had not been entered fully. The data would not be complete. Bethany will
present the financial statements for June and July 2018 to the committee on September 4"'.
L Claims entered through 08/17/2018, totaling $116,304.83, were presented to the Committee. Emelie
had previously reviewed the claims detail register and check register. There were no questions from the
committee regarding the claims. Emelie made a motion to recommend approval of the claims to
Council, Scot seconded the motion, all in favor, motion passed.
g. The Comp/Overtime report for PPE 08/12/18 was reviewed by the Committee. There were no
questions regarding this Comp/Overtime report.
h. The Payroll Register for PPE 08/12/18 totaling $175,847.47 was reviewed by the Committee. Scot
made a motion to recommend approval of the payroll register to the Council, Bruce seconded the
motion, all in favor, motion passed.
New Business:
a.
Old Business:
a. The CAO has not met with the Judge regarding the Court Accounts Receivable so there is no update yet.
Other Items:
Announcements:
a. The next scheduled meeting will be September 4, 2018 at 5:30 p.m.
b. The Mayor stated that the budget process is almost complete. He will be meeting with the
Clerk/Treasurer to finalize the budget numbers. In the past the CIP fund was available to the
departments for use. This fiscal year the CIP funds will be used to purchase the VOIP system for the
City and new dispatch software for the Police Department. The Committee asked if the budget had a
second new officer budgeted. The Mayor stated that he was going to wait until Fiscal Year 2020 to see
if General Fund could handle another officer. The Mayor stated that the Emergency Disaster fund has
over $174,000 in it because the City has milled 2 mills annually since the 2011 flood. The City will not
be milling 2 mills this fiscal year. There will be a future Council meeting devoted to the LURA process
for grants. He also reminded the Committee that this year is a business year for Montana League of
Cities and Towns. He asked Chairwoman Emelie Eaton if she would be the delegate for the City. She
stated that she would be happy to do that for the City.
The meeting adjourned at 6:25 p.m.
Respectfully submitted,
surer