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HomeMy WebLinkAboutBudget/Finance Committee Minutes 11.04.2008CITY OF LAUREL BUDGET/FINANCE COMMITTEE MINUTES NOVEMBER 4, 200$ 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Chairman Mark Mace Kate Hart Mayor Ken Olson OTHERS PRESENT: Mary Embleton Bill Sheridan (6:13) The Budget/Finance Committee meeting was called to order at 5:33 p.m., by Chairman Mark Mace. There was no public in attendance. The minutes of the October 21, 2008 meeting were reviewed and approved via motion by Kate, seconded by Ken, and passed unanimously. October claims totaling $419,464.39 were reviewed. Mary stated that this includes the first payment of $280,000+ to contractors for the South Laurel Storm Water Project. Motion by Kate, seconded by Ken, to recommend approval of the claims by the council. Motion passed unanimously. The following purchase requisition was reviewed and approved: WATER FUND: Hire divers to inspect the lost intake lids - system $ 2,500.00 The Comp/OT reports were reviewed for pay period ending 10/19/08, which includes holiday overtime and overtime for the snow event, which totaled $2,150. The Payroll Register for PPE 10/19/08 totaling $143,867.04 was reviewed. Motion by Kate, seconded by Mark, to recommend council approval of the payroll register. Motion passed unanimously. Clerk/ Treasurer Comments: Administrative Char es Allocation/Rental Allocation - Mary reported that Miral Gamradt sent the draft report. The Mayor, CAO, and Clerk /Treasurer need to meet to review. Mayor Olson stated that Norm Klein reviewed it and suggested that the auditors review it prior to city adoption. It was explained that the new allocation formula will generate less revenues for the General Fund than what is currently being realized, so a street rental charge was developed. Discussion followed. Audit - Mary reported that the audit is scheduled for the week of November 171'. Mayor Olson explained that Norm Klein will be here more to assist the clerk/treasurer on a quarterly basis. This will ensure that there will be timely quarterly reports to council. Mark asked about a time management system. Discussion followed. Billings uses a program developed in Microsoft Access, and Mark uses it to properly charge his time worked to the proper project. The Mayor and CAO are looking at a similar system. Mayor's Comments: TIFD update - Mayor Olson reported that the resolution to create the Urban Renewal Agency is on tonight's agenda, so it is up to the council. Budget/Finance Committee November 4, 2008 Purchase and Procurement Policy - The committee is working hard on this, but are on opposite sides of the spectrum. Chief Administrative Officer Comments: Bill Sheridan came to the meeting late, so Mayor Olson began reporting. Impact Fees Feasibility Study update - The city needs to send information on water and sewer to TischlerBise. Mayor Olson suggested sending them word that we are still working on it. Storm Water Project & S. V Ave. overlay u to - Chad Hanson of Great West Engineering will be at the council workshop next week to give a report. West Main Sidewalk SID & overlay - Mayor Olson had no new information, but suggested that Great West could give an update on this next week also. Wastewater Plant U de preliminary engineering r ort - Mayor Olson stated that there was a power outage issue on Saturday, and Bob Mann, Sewer Plant Chief Operator, could operate only part of the plant. There are some major upgrades needed at the plant, so more engineering is needed. Mayor Olson also reported on water plant issues with CHS. Other issues: Mayor Olson stated that he and CAO Bill Sheridan met with School District 7 representatives Josh Middleton and Roger Heimbigner last night. They plan to meet every first Monday of the month. Three projects were discussed: (1) The west side of the new Middle School (Washington Ave.) has holes in their loading zone. The school has obligations for the curb and gutter, but it is too late this year to do any work. This project would be split $14,400 for the city, and $7,750 for the school. Proposals from Winkler Excavating were presented. (2) Alder Avenue - The school district is considering putting water and sewer across Alder Ave. to the soccer field they just purchased. So improvements to this street may be delayed until a decision is made. (3) The improvements to 6`h Street were discussed, but the costs are very high, so it is not feasible at this time. Mayor Olson stated that improvements to 6`h St. are key to the stabilization program for city streets from 8'h Ave. to Juniper. The school was interested in this project. They also discussed 8'h Ave., and the school district is concerned about narrowing the street around the school, and how that affects the busses. Mayor Olson explained it will be safer as it means that traffic has to slow down. Mayor Olson explained that he would like a full council before the vacancy on this committee, as well as other committee positions, are filled. The next regular meeting will be on Tuesday, November 1 Vh at 5:30 p.m. For next agenda: The fire hall mill levy request outcome will be known. There was some discussion regarding the Outlook on-line survey, and the public meeting last Thursday. At this time, CAO Bill Sheridan arrived and gave the following updates: Wastewater Plant Utagrade preliminary engineering report - Bill stated that he has received a report back from Morrison Maierle regarding wastewater collection on the east side of the city. The costs are substantial, with the biggest costs being driven by going under the railroad tracks and the interstate. More work is needed for this portion of the project, as well as the DEQ permit is still needed. He will meet with City of Lewistown representatives to discuss their plant and 2 Budget/Finance Committee November 4, 2008 permit issues, which are similar to ours. A report will be ready within the next month. Some federal assistance may be available. West Maryland and 131' St. water discharge - Bill reported that there are 4 houses that have ground water problems with basements flooding, so they discharge with water into the alley and street. It will be a hazard when it freezes. This discharge should be put into a storm water inlet, and not the sewer system. The city has one estimate from Winkler Excavation for $17,650 to install storm water piping to divert this water, and have the 4 home owners pay for the cost. Mark suggested a second estimate from Flack `n Flack Construction. He will bring this back to the committee in two weeks. There are also some homes in the area of 901 Street with similar issues. The meeting adjourned at 6:25 p.m. Respectfully submitted, 4UW4eW,4?? Mary K. mbleton Clerk/Treasurer 3