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HomeMy WebLinkAboutBudget/Finance Committee Minutes 10.21.2008MINUTES BUDGET/FINANCE COMMITTEE OCTOBER 21, 2008 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Chairman Mark Mace Kate Hart Mayor Ken Olson Doug Poehls OTHERS PRESENT: Bill Sheridan Mary Embleton Chairman Mark Mace called the regular meeting of the Budget/Finance Committee to order at 5:31 p.m. There was no public in attendance. The minutes of the October 7, 2008 meeting were presented and approved via motion by Doug, seconded by Kate, and passed unanimously. September Journal Vouchers #812-816 have been reviewed and approved by the mayor. Utility Billing adjustments for September 2008 were also reviewed by the mayor. Mary reported that the entries were all typical. The documents were approved via motion by Kate, seconded by Doug, and passed unanimously. The September 2008 Preliminary Financial Statements were reviewed by the committee. Mary stated that the General Fund is at 23% with 25% of the year expired. The General Fund is over $356,000 into reserves. Mary also reviewed the negative cash figures and explained that the revenues had not been received yet to offset the expenses. Mayor Olson asked about the court closing on Friday. Bill spoke regarding the status of the police department's budget. He will meet with Mary to review in detail. Kate asked about the cost of the snow event of last week. Bill stated he researched the possible emergency assistance from the state, but it appeared the event did not rise to the level of "emergency" per the state's requirements, which included the city levying 2 mills on the property owners. More discussion followed, including the statement that Kurt is looking into a grant from DNRC for additional funding for tree trimming and replacement. The overtime costs will be in the next Comp/OT report. Motion by Doug, seconded by Kate, to recommend approval of the September Financial Statements to the council. Motion passed unanimously. The following purchase requisitions were reviewed and approved via motion by Doug, seconded by Kate: STREET MAINTENANCE FUND: 32-33 tons of Ice Slicer $ 4,600.00 SEWER FUND: 2 new pumps for sewer plant $ 8,228.00 Replace boiler controls at sewer plant $ 2,682.80 SOLID WASTE FUND: 8 new Duraseal tires - collection $ 3,065.44 The committee stated they liked the narrative explanations from Kurt. Budget/Finance Committee October 21, 2008 Page 2 The committee reviewed the Comp/OT reports for PPE 10/5/08. The Payroll Register for PPE 10/5/08 totaling $144,062.44 was reviewed by the committee. Motion by Kate, seconded by Doug, to recommend council approval of the payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: Wellness Program - Mary reported that this is a new program offered by MMIA through the Employee Benefits Program. It is scheduled for October 28-29 at the Firehall. The city's volunteers from the fire, ambulance and police reserve program asked if they could participate. Since they are not covered by the health plan, the cost for each blood screening would be $70. The volunteers are asking if the city would pay for this. Mary stated that if all 60 volunteers participated, the city's cost would be $4,200. Department heads also asked about paying the shift workers to attend the program. Mary stated that this could cost the city up to $460, depending on how many voluntarily participate in the program Mark stated that the purpose of a wellness program is not only for the benefit of the employees, but also for the benefit of the insurance program as a whole. He asked if the participation by volunteers would affect the insurance program. Mayor Olson stated that it is a benefit to every employee and their health, even for volunteers. More discussion followed, including some concerns. The general consensus was that the advantages outweigh the cost. Mayor Olson directed CAO Bill Sheridan to do more research and make a recommdation. Administrative Cost Allocation - Mary stated that she worked with Miral Gamradt today to finish the draft proposal. It will be sent to the mayor and CAO for review. An update will be given at the next Budget/Finance meeting. Mayor's Comments: TIFD update - Mayor Olson stated that the Urban Renewal Agency ordinance is on tonight's agenda. A resolution will be presented at the next council workshop listing the mayor's recommendations, but all possible authority that can be given to the agency will also be included. Once that is adopted by the council, the city will then advertise for board members. His goal is to have the agency formed by the holidays. Purchase and Procurement Policy - No progress has been made. A meeting will be held next Tuesday to complete the revisions. Chief Administrative Officer Comments: Impact Fees Feasibility Stud u ate - No progress has been made. Bill stated that these fees will be needed when the city experiences real growth impact. The proposed interstate exchange on the west end of Laurel may trigger the need. Storm Water Project & S. 1 ' Ave. overlay u ate -Bill stated this project is going well and is on schedule. The contract lost a small but expensive piece of equipment. The project is nearly half finished. The change order for the installation of 2 fire hydrants is on tonight's agenda. West Main Sidewalk SID & overlay - Bill reported that the MDOT will now recognize this project as being from I' Ave. to 8h Ave. The right-of-way issues are being resolved. A Budget/Finance Committee October 21, 2008 Page 2 meeting was held with MDOT recently. CTEP funding may be used for a portion of the sidewalk improvements, along with an SID. Wastewater Plant upgrade relimin en ineerin r rt - Bill told the committee that the city is meeting with Morrison Maierle this week. Other - Mark expressed his sadness at the recent passing of Gay Easton. He stated that they will fill the seat, but not his shoes. Mayor Olson reported on the status of the DEQ's inquiries of the old landfill by the river. This matter has been given to the city attorney, who sent the city's response last Friday. A possible funding deadline was October 18th. The next regular Budget/Finance meeting will be Tuesday, November 4th at 5:30 p.m. The meeting adjourned at 6:26 p.m. Respectfully Submitted, Mary K, 11mbleton City Clerk/Treasurer