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HomeMy WebLinkAboutBudget/Finance Committee Minutes 12.02.2008CITY OF LAUREL BUDGET/FINANCE COMMITTEE MINUTES DECEMBER 2, 2008 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Chairman Mark Mace Kate Hart Doug Poehls Mayor Ken Olson OTHERS PRESENT: Mary Embleton Bill Sheridan Chuck Dickerson The Budget/Finance Committee meeting was called to order at 5:35 p.m., by Chairman Mark Mace. There was no public in attendance. The minutes of the November 18, 2008 meeting were reviewed and approved via motion by Doug, seconded by Kate, and passed unanimously. November claims totaling $847,195.87 were reviewed. Mary stated that this includes the second payment to contractors for the South Laurel Storm Water Project in the amount of $562,415.33. This leaves a balance of $284,780.54 in payment of operating expenses. Motion by Doug, seconded by Kate, to recommend approval of the claims by the council. Motion passed unanimously. Mayor Olson asked that the approval of June Journal Vouchers #760-761, the Year-end Journal Vouchers #YEA805-YEA811, and the July Journal Voucher #805A be postponed to the next meeting. He will meet with the CAO and the clerk/treasurer on Wednesday to review. The following purchase requisitions were reviewed and approved via motion by Kate, seconded by Doug, and passed unanimously: WATER FUND: Repair backhoe - system $ 2,987.85 Parts for installing 2 fire hydrants on 1$` Ave. S. - system $ 5,341.08 The Comp/OT reports were reviewed for pay period ending 11/16/08, which includes 2 holidays: Election Day and Veterans Day. Some of the overtime on Veterans Day was work performed for the Yellowstone County Veterans Cemetery dedication ceremony. The Payroll Register for PPE 11/16/08 totaling $145,847.70 was reviewed. Motion by Kate, seconded by Doug, to recommend council approval of the payroll register. Motion passed unanimously. Clerk/ Treasurer Comments: Auditor's Schedule of Findings - Mary reported that the audit went well this year. The findings will be reviewed tomorrow with the mayor and CAO. A copy will be distributed to the committee for the next meeting. Administrative Charges Allocation/Rental Allocation - Mary reported that the auditors reviewed the draft report and had some comments. This will also be reviewed on Wednesday. Budget/Finance Committee December 2, 2008 Mayor's Comments: TIFD update - Mayor Olson reported that Shirley McDermott has been the only applicant for the Urban Renewal Agency. The deadline is December 5th, and there will be an ad in the paper again tomorrow. There has been no update from the Department of Revenue regarding the taxable value of the district, and Mayor Olson stated that it looked as though there will be only $211,000 in revenues this year. However, he is actively involving staff in preparing a proposal for a city- wide Storm Water Maintenance District. Kate asked if a study is needed for this. A study had been done on the south side of town a few years ago. Discussion followed. Mark asked about the 8`h Ave. plan and how far west that would go. The proposed interstate exchange project on the west side of town will impact storm water management. He further stated that there is a natural division of storm water flow (east and west) at 8th Ave. Purchase and Procurement Policy - This is on the agenda tonight, with revisions to raise the minimum from $1,500 to $5,000 and allowing the mayor to sign small service contracts under $5,000 without council approval. Discussion followed regarding annual contracts for small projects. Chief Administrative Officer Comments: impact Fees Feasibility Study update -- Bill said he will spend time with the consultant and the clerk/treasurer on this issue. Mary sent information on water, sewer, and streets to TischlerBise this week. Storm Water Project & S. 1st Ave, overlay update -- Bill reported that 90% of the work is completed on 1st Ave. S. However, there are people upset with the project on the SE 4th portion: there were issues with dust blowing last week and mud this week, especially impacting the two car dealerships. The city needs to educate the property owners that they need to hook into the storm water system themselves, and that they need to pay for a new street through an SID. The property owners think that the TIF district will pay for all of this. COP Construction and Great West Engineering will meet with property owners regarding the dust and other project issues. Mayor Olson asked Bill to explain why the storm water inlets are done on 1" Ave. S. and not on SE 4th. Bill explained that the MDOT project deemed it necessary to have stub-outs completed before the paving is done this spring. He also stated that SE 4th will be cleaned up and patch- paved before the project in completed. Bill informed the committee that a gas utility line was ruptured on Sunday, and that the police and fire departments responded very well. Mayor Olson commented that the declaration of blight was the reason for the Urban Renewal District, not the development of the properties along SE 4th. West Main Sidewalk SID & overlay - This project, from 1st to 8`h Ave., is scheduled for construction by MDOT in 2010. Wastewater Plant U ade preliminary engineering T Mort - Morrison Maierle did a presentation on this last week, and will do another one next week. Bill called the DEQ regarding the discharge permit issue, and a meeting is scheduled for December 120h. This project should move forward and the $750,000 TSEP grant start-up conditions will be met. Other issues: Doug asked about a letter received from the Library Board chair Gail Bryce regarding the issue of setting compensation for library employees. Mayor Olson stated that the Library Board can set the compensation for the library staff as per LMC. But, they must stay within their budget set by the council. Mary stated that the LMC also provides that the council sets the compensation for all city employees, so there appears to be a conflict in the ordinances. 2 Budget/Finance Committee December 2, 2008 Bill stated that School District 7 asked if the city wanted the caboose located on school property, and that the district would pay something to get rid of it. One suggestion was to move it to Riverside Park, so Bill asked if this should be referred to the Park Board. Discussion followed. Kate stated that it would be very expensive to move the caboose, and so she would like to see it used for something like a concession stand at Thomson Park. Doug suggested asking Ken Miller to store it near the Chamber of Commerce's box car near his furniture store. Mayor Olson stated that he would like to see it put on the south side of E. Main across from the Owl Diner as part of the Streetscape Plan. Chuck suggested the empty lot on the comer owned by Yellowstone Bank. Bill will check on these issues and will contact the railroad to see if they will help move it. The next regular meeting will be on Tuesday, December 16,' at 5:30 p.m. For next agenda: Audit report. The meeting adjourned at 6:24 p.m. Respectfully submitted, Mary K. mbleton Clerk/Treasurer