HomeMy WebLinkAboutBudget/Finance Committee Minutes 01.06.2009CITY OF LAUREL
BUDGET/FINANCE COMMITTEE MINUTES
JANUARY 6, 2009 5:30 P.M.
COUNCIL, CONFERENCE ROOM
MEMBERS PRESENT: Chairman Kate Hart Mark Mace
Doug Poehls Chuck Dickerson
Mayor Ken Olson
OTHERS PRESENT: Mary Embleton Bill Sheridan
The Budget/Finance Committee meeting was called to order at 5:35 p.m., by Chairman Kate Hart.
There was no public in attendance.
The minutes of the December 16, 2008 meeting were reviewed and approved via motion by
Mark, seconded by Doug, and passed unanimously.
December claims totaling $1,045,947.86 were reviewed. Mary stated that this includes the third
payment to contractors for the South Laurel Storm Water Project in the amount of $519,323.12,
engineering totaling $54,109.77 for the various projects, and $333,477.50 in debt service
payments. This leaves a balance of $139,037.47 in payment of operating expenses. Motion by
Mark, seconded by Doug, to recommend approval of the claims by the council. Motion passed
unanimously.
Mayor Olson met with Bill and Mary to review June Journal Vouchers #760-761, the Year-end
Journal Vouchers #YEA809,-YEA811, and the July Journal Voucher #805A. They have been
signed by the mayor. The committee approved the journal vouchers via motion by Mark,
seconded by Doug, and passed unanimously.
The following purchase requisition was reviewed and approved via motion by Doug, seconded
by Mark, and passed unanimously:
STREET MAINTENANCE FUND:
32 to 35 tons Ice Slicer $ 5,000.00
This will further deplete the line item for sand and gravel, but the fund itself is fine, and a budget
transfer will take care of the line item.
The Comp/OT reports were reviewed for pay periods ending 12/14/08 (no holidays) and
12/28/08, (includes 1 holiday). Discussion followed regarding the frozen meters, water line
breaks, and the CHS fire event on Christmas Day.
The Payroll Registers for PPE 12/14/08 totaling $153,063.49, which included the retroactive pay
increase for non-union employees, and PPE 12/28/08 totaling $146,357.13 were reviewed.
Motion by Doug, seconded by Mark, to recommend council approval of both payroll registers.
Motion passed unanimously.
Clerk/Treasurer Comments:
Auditor's Schedule of Findings - Mary presented a draft of the Management Discussion and
Analysis report, which is part of the Annual Financial Report. Bill will review the report. If it is
acceptable, then it will be sent to the state and the auditors. Olness and Assoc. can then issue
Budget/Finance Committee
January 6, 2009
their final audit report. The city will have 30 days from receipt of the final audit report to respond
to the findings. Draft responses to the findings will be prepared soon.
Administrative Charges Allocation/Rental Allocation - Mary reported that there hasn't been time
for the mayor and CAO to meet with her on this issue.
Mayor's Comments:
T_IFD update - Mayor Olson reported that the city has received 8 applications for the Urban
Renewal Agency, but 4 were not city residents, so are ineligible. The deadline has been extended
to January 12a', and there will be an ad in the paper again tomorrow. The non-city residents can
be non-voting members. Discussion followed. Mary read a memo from the Department of
Revenue regarding the taxable value of the district: the DOR is waiting for values from MRL,
and will keep us informed when those values are received. A meeting will then be scheduled to
review the revised value of the district.
Mayor Olson then spoke on staffing and how many projects are "on the board", and how busy
everyone is. Mark asked regarding a study on staffing levels. Discussion followed with the
committee voicing concerns regarding burn-out, retirements, additional requirements such as the
Veteran's Cemetery. Mark asked about the status of the supervisor positions. Bill stated he still
believes the positions are exempt from overtime, but more information is being obtained. The
state Department of Labor sent a letter outlining that an exempt position should have 80% time
spent on management, and 20% time spent on "hands-on" duties.
Chief Administrative Officer Comments:
Impact- Fees Feasibility Study update - Bill stated that he had no new information. Mary reported
that she received a phone call from Carson Bise today. They discussed the water and sewer
portion, and it is Carson's understanding that the city's system development fees appear adequate
at this time. As to including the streets in the study, Carson said that it would be feasible only if
the city is going into the road-building business to increase capacity, etc. At this point, he feels
the report is complete, and offered to come out and do a presentation to the council, for an
additional fee. Discussion followed. The committee would like to know what the cost would be
for Carson to come to Laurel and do a presentation, and what the city would benefit from his
presentation. Mary will bring this information back to the committee.
Storm Water Project & S. I' Ave. overly update - Bill reported that 90% of the work is
completed on 1 at Ave. S. However, there are additional costs due to a paving miscalculation.
Great West asked to transfer $80,000 of their budget from engineering to the construction budget.
The change order for COP Construction for $107,000+, as well as the task order amendment from
Great West is on the council agenda for tonight. Bill further reported that the contractor has
corrected some issues, such as the dust. He also hopes that the property owners SE 4th will do
their tie-ins to the storm water. The property owners will also need to participate in an SID to do
improvements to the street.
West Main Sidewalk SID & overlay - The easements from property owners needed for this
project are nearly complete.
Wastewater Plant Upgrade preliminary engineering report - Morrison Maierle did a presentation
on this last week, and there is a resolution on tonight's agenda to change the scope of the project
to include activated sludge. Bill suggested that the potential problem with the I-90 crossing and
the proposed mains under the railroad should go to the Federal Stimulus Package as projects. He
will prepare a letter requesting these be included on the list.
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Budget/Finance Committee
January 6, 2009
Other issues: Mark stated the City of Billings may increase their solid waste rates soon, but
wondered if Laurel's rates should be raised considering our impact on the methane generation
proposal.
The next regular meeting will be on Tuesday, January 20th at 5:30 p.m.
For next agenda: Same.
The meeting adjourned at 6:26 p.m.
Respectfully submitted,
Mary K. rbleton
Clerk/Treasurer
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