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HomeMy WebLinkAboutBudget/Finance Committee Minutes 01.20.2009MINUTES BUDGET/FINANCE COMMITTEE JANUARY 20, 2009 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: OTHERS PRESENT: Chairman Kate Hart Doug Poehls Mary Embleton Chuck Dickerson Mayor Ken Olson Bill Sheridan Chairman Kate Hart called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m. There was no public in attendance. The minutes of the January 6, 2009 meeting were presented and approved via motion by Chuck, seconded by Doug, and passed unanimously. Mayor Olson explained that he and CAO Bill Sheridan will review the December Journal Vouchers #829-833. Utility Billing adjustments for December 2008 were also reviewed. Mary reported that the entries are all typical for the month. Motion by Doug, seconded by Chuck to approve the journal vouchers and UB adjustments. Motion passed unanimously. The December 2008 Financial Statements were reviewed by the committee. Mary stated that the General Fund has $26,254.50 more revenue than expenditures for the 6-month period. The TIFD fund has received over $124,745 in property taxes, which is closer to initial projections of $250,000 per year. A portion of this will be used to begin to pay back the water and sewer funds for the storm water project. A resolution will be prepared soon outlining the terms of the internal loan. The Building Fund is over $21,000 into reserves, and special assessment funds Light District #3 and Sweeping are also into reserves. These funds will be monitored to see if increases in assessments will be necessary for the next budget. Mary also reviewed the negative cash figures and explained their particular circumstances. The water and sewer operating cash balances have been substantially reduced due to the Storm Water Project, but are still at acceptable levels. Overall, the city's financial status is good. Discussion followed. Motion by Chuck, seconded by Doug, to recommend approval of the December Financial Statements to the council. Motion passed unanimously. There was one purchase requisition presented: WATER FUND: 600 ft. heat tape and accessories for highway bridge waterline -system $6,015.00 Discussion was held regarding the need for water year-round at Riverside Park, which included fire prevention, wells, irrigation, and alternatives for the pipe. Bill will do further research. The committee reviewed the Comp/OT reports for PPE 1/11/09 which included the New Year's Day holiday. Budget/Finance Committee January 20, 2009 The Payroll Register for PPE 1/11/09 totaling $141,851.42 was reviewed by the committee. Motion by Doug, seconded by Chuck, to recommend council approval of the payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: Auditor's Schedule of Findings - Mary stated that she and Bill met with Brent Olness on January 9th for the audit exit conference. The eleven findings were reviewed and discussed at that meeting. Mary distributed a draft of the responses to the findings for the committee to review. They will be discussed at the next meeting. Mayor Olson asked regarding the court's response to #08-4 and Mary stated that she had talked with Judge Kerr. It appears that the Supreme Court is unable to implement software to address time payments, and that if the court clerks are to provide it by hand, it would be very time-consuming. When the final audit is issued, the city has 30 days to prepare the response and send it to the state. Administrative Cost Allocation - Mary stated that they have not met yet to review the draft proposal, but will do so soon. Mayor's Comments: TIFD u 12date - Mayor Olson stated that he has 6 applicants for the 5 positions on the Laurel Urban Renewal Agency. He will present his recommendations at the next council workshop. Chuck stated that the majority of the applicants appear to be well qualified. Chief Administrative Officer Comments: Impact Fees Feasibility Stud update - Bill reported that Carson Bise will attend the council workshop on February 241h to present the study. Storm Water Project & S. I" Ave. overlay u ate -There is roughly 5% of the work left to finish this project, and the contractors will do so as soon as weather permits. West Main Sidewalk SID & overla - This project is scheduled for 2010. The easements will be finished soon with two of the three property owners. The third owner is negotiating with the city on conditions for allowing the easement. Chuck asked if the city has the option of invoking eminent domain if necessary. Wastewater Plant Upgrade relimin engineering r rt - Bill stated that the city needs to move forward with the project as soon as possible. There are at least three components of the project which can be worked on immediately: the new water line to the plant, the upgrades/replacement of the two lift stations, and the improvement to the head works. These are all in the original scope of work for the project. He recommended moving forward with these issues now, and postponing the interstate crossing, the activated sludge, and the UV treatment process to a later date. The issue will be on the next workshop agenda. Discussion followed. Chuck stated that the city has no other choice but to move forward with a $750,000 grant at stake. Bill stated that the city needs to make contact with the state agencies and direct the engineering firm accordingly. Chuck stated that the information presented at last week's workshop was invaluable, but he does not recommend putting the crossing project in front of the grant project. Bill reported that a representative from the 2 Budget/Finance Committee January 20, 2009 DEQ was here last Thursday to work on the city's discharge permit, and he recommended the UV treatment. Mayor Olson explained activated sludge and oxidation ditches. Mary stated that the work on the RBC's was also included in the original scope of the project, but that council recently took action to change that aspect of the project to activated sludge. Other -None. The next regular Budget/Finance meeting will be Tuesday, February 3rd at 5:30 p.m. For next agenda: Review of Draft response to Auditor's Schedule of Findings. The meeting adjourned at 6:15 p.m. Respectfully Submitted, Mary Embleton City Clerk/Treasurer 3