HomeMy WebLinkAboutBudget/Finance Committee Minutes 02.11.2020Members Present:
Others Present:
Minutes of City of Laurel
Budget/Finance Committee
Tuesday, February 11, 2020
Emelie Eaton
Richard Klose
Mayor Nelson
Chief Brent Peters
Scot Stokes
Bethany Langve
The Meeting was called to order by Chair Eaton at 5:33 pm.
Public Input: Citizens may address the committee regarding any item of business that is not on the
agenda. The duration for an individual speaking under Public Input is limited to three minutes. While
all comments are welcome, the committee will not take action on any item not on the agenda.
General Items
• Review and approve the minutes of the January 28, 2020 meeting. Emelie Eaton made a
motion to approve the minutes of the January 28, 2020 Budget and Finance Committee
meeting. Richard Klose seconded the motion to approve the January 28, 2020 Budget and
Finance Committee meeting minutes, all in favor, motion passed.
• Review and approve purchase requisition from the Fire Department for the purchase of
wildland pants. The Fire Chief, Brent Peters, briefly presented the purchase requisition to the
Committee. The Committee had no questions or comments regarding the purchase
requisition. Scot Stokes made a motion to approve the purchase requisition from the Fire
Department for the purchase of wildland pants. Richard Klose seconded the purchase
requisition from the Fire Department for the purchase of wildland pants, all in favor, motion
passed.
• Review and approve purchase requisition from the Fire Department for the purchase of
NFPA Structure Fire Helmets. The Fire Chief, Brent Peters, presented the purchase
requisition to the Committee. He stated that the NFPA places a useful life on these helmets
of 10 years, and the departments current helmets are past that useful life. The Committee had
no questions or comments regarding the purchase requisition. Scot Stokes made a motion to
approve the purchase requisition from the Fire Department for the purchase of NFPA
Structure Fire Helmets. Richard Klose seconded the purchase requisition from the Fire
Department for the purchase of NFPA Structure Fire Helmets, all in favor, motion passed.
• Review and approve the January 2020 Utility Billing Adjustments. The Committee reviewed
the January 2020 utility billing adjustments and had no questions. Emelie Eaton made a
motion to approve the January 2020 Billing Adjustments. Richard Klose seconded the
motion to approve the January 2020 Billing Adjustments, all in favor, motion passed.
• Review and approve the December 2019 Month End Balance Sheet. The Committee
reviewed the December 2019 Month End Balance Sheet and had no questions. Richard
Klose made a motion to approve the December 2019 Month End Balance Sheet. Scot Stokes
seconded the motion to approve the December 2019 Month End Balance Sheet, all in favor,
motion passed.
• Review and approve the December 2019 Financial Statements. The Committee reviewed the
December 2019 Financial Statements and had no questions or comments. The
Clerk/Treasurer stated that there shouldn't be much movement on the financials until the
spring, when the other half of taxes are received, and spring projects begin. Scot Stokes
made a motion to approve the December 2019 Financial Statements. Richard Klose
seconded the motion to approve the December 2019 Financial Statements, all in favor,
motion passed.
® Review and recommend approval to Council Claims entered through 02/07/2020. Emelie
Eaton reviewed the Claims Detail report and the Check Register for accuracy. There were no
questions regarding the claims. Scot Stokes made a motion to recommend approval to
Council the claims entered through 02/07/2020, Richard Klose seconded the motion, all in
favor, motion passed.
® Review and approve Payroll Register for pay period ending 01/26/2020 totaling $167,901.42.
The two-page summary was reviewed, signed and dated. Scot Stokes made a motion to
approve the payroll register for pay period ending 01/26/2020 totaling $167,901.42. Richard
Klose seconded the motion, all in favor, motion passed.
New Business - None
Old Business — Chief Peters handed out some information regarding the meal pay/drill pay, which are
attached to these minutes. The Clerk/Treasurer stated that she had included an email from
approximately a year ago, from the Fire Chief, in the packet. She stated that the email explained what
the meal pay/drill pay was for, however as she stated at the last meeting the Fire Chief is going to be
better able to answer any questions regarding this topic than her. The Fire Chief explained that the meal
pay/drill pay has been in effect for over 40+ years. The meal pay is paid at $5.00 per Firefighter and
goes towards a monthly meal during their Wednesday trainings. The drill pay is paid at a rate of $8.50
per Firefighter and is for the monthly maintenance the Firemen provide on the vehicles and equipment.
This monthly maintenance saves the City of Laurel a lot of money. The Committee asked why the City
pays the association and not the Firefighters through payroll. The Chief nor the Clerk/Treasurer had an
answer to that question. The Clerk/Treasurer did state that the Auditors had mentioned this was not
unheard of in the State of Montana and was a different form of a benefit to the Firefighters. They would
like to see some form of accounting for the payment to the association, like an invoice. The
Clerk/Treasurer and Chief agreed that putting this on the Firefighters payroll would cause them to incur
taxes against it. The Chief stated that he can take the payroll option back to the Fire Association for
discussion if that is what the Committee wants him to do. The Chief commented that there has been
always been confusion regarding the department and the association. He stated, for instance the
furniture in the area the association rents belong to the association, not the City. Since the association
began the lease it purchased the items in the rooms. The chairs, tables, and appliances belong to the
association, not the City. The Committee asked if there was still a lease with the association. Chief
Peters stated that the last lease he has is dated 2003. The Fire Association has requested that a new lease
be sent to Council, and that request has been sent to the Mayor. The Committee asked when the
remodel was completed. Chief Peters stated that the remodel was completed in 2000 and the addition to
the FAP building for the Ambulance Department was done in 2011.
Chief Peters then asked if money was taken out of the General Fund reserves to pay for EMT positions,
why was the Fire Department budget cut by the Clerk/Treasurer. He stated that the budget was cut after
his meeting with the Mayor, and then recently an additional $174,000 had been removed from the Fire
Department budget. The Clerk/Treasurer asked the Mayor if he wanted her to explain the cuts to the
Chief, and the Mayor stated yes. The Clerk/Treasurer explained that the initial cuts were to provide
funding for the hiring of a Fire Chief, and three full-time EMTs. During all the discussions regarding
hiring EMTs and a Fire Chief it was mentioned several times that the wages for a Fire Chief should be
used for hiring additional EMTs, and an Ambulance Director. When the decision was made to not hire a
full-time Fire Chief, those budgeted wages were then moved to the Ambulance Department budget to
hire an Ambulance Director, since the Ambulance Director budget had been utilized to hire two
additional EMTs. The Fire Chief stated that he understood that but why was his budget cut after his
initial meeting in March with the Mayor. He stated vital line items were cut, such as radios, and he
wants to know why the Clerk/Treasurer cut his budget without consulting him. The Clerk/Treasurer
stated that while the Mayor and Chief Peters were in the same room, she wanted to make some clear.
She is not the one responsible for the budget, the Mayor is. She doesn't make decisions to cut the
budget, the Mayor does. She stated that she is tired of being blamed for decisions that are the Mayors.
She does not have final say on the budget, the Mayor does, and then Council passes the budget. The
Mayor asked the Clerk/Treasurer to get the total amount cut from the Fire Department's budget after
Chief Peters met with the Mayor is March.
Other Items
• Review the Comp/Overtime Report for pay period ending 01/26/2020. The Committee
reviewed the report and had no questions or comments.
• The Clerk/Treasurer stated that she had nothing to report at this time.
• The Mayor stated that the Rod and Gun Club had expressed being a champion for a building
at Riverside Park. The Mayor expressed concern since there is an ordinance prohibiting
discharging firearms withing City limits. He is also concerned that Council will not be open
to this after MMIAs concerns regarding shooting at the park. He is also concerned with
shooting at the park and the new campground.
Announcements —
The next Budget and Finance Meeting will be held on Tuesday January 25, 2020 at 5:30pm
Richard Klose will be reviewing claims for the next meeting
Respectfully submitted,
Bethan gv
Clerk/Treasurer
NOTE: This meeting is open to the public. This meeting is for information and discussion of the
Council for the listed workshop agenda items.
rrum: prem refers
Sent: Monday, February 12, 2018 4:24 PM
To: City Clerk <citvclerk()laurel.mt.eov>
Cc: City Mayor <citymayor@laurel.mt.Qov>; Eaton
<deaton4626@aol.com>
Subject: RE: Rejected Claim
Ok, :m not sure what n.,,r- I can clarify. There were discussions a fe•.v
months bac'r, v.,hen we v:eren't receiving checks bi•tween April and
August 201'.
Orifi pay aline'.90} is paid at a rate cf $8.50 per Firetighter per month.
This is for the monthly maintc-nance progra:r of all til equipment of
the l=ire Department. This indUdes apparatus and equiln-nert inspection
and minor repairs for ;he upkeep of equipment. Titin happens every
second Wednesday of the month to keep cur enuipf,nenz to good
operating condition and avoid break doovnn or i;.:r✓ing to replace br•Ikei:
equipment.
1feai pay {tine 223, is paid ata rate of $5,00 pei Fir erighter per month.
This is paid monthly for the volunteer Firefighters training. Since they
train every Wednesday this has always been paid and used towards a
monthly meal.
Both these pays have beer. paid for many years, at least 20 + years.
When Fire and Ambulance were combined the CAO refused to increase
to reflect the 30 EPAT's. This could be a reason that there is a reluctant_
attitude to conduct EMS maintenance and attend EMS training every
month. I have always used these toois to influence Firefighters to
conduct maintenance and to attend the countless trainirgs. 1 do not
wish to see or the possibility of losing Firelighters dedication to
performing maintenance or training because of a refusal to pay by the
City. These are small amounts to pay have great rewards when it comes
to equipment reliability, knowledge, safety and liability.
Let me know if there's any other questions.
Bre+ItS. -Pe; rk
Fire Chief
tiHHEL FIREIEMS
215 WEST 1 ST STREET • LAUREL, MT • 59044
D OFFICE 406.628.4911 • FAx 406.628.2185
Re: Drill and Meal Pay
Drill Pay line item 190
February 11, 2020
Paid at a rate of $8.50 (current callout pay amount) per Firefighter per month. This
is an incentive for the monthly maintenance program of all the equipment of the
Fire Department. The Firefighters take one night a month to inspect, operate and
conduct minor repairs to keep all equipment and apparatus in good working
condition and help identify any major repairs that may be needed. This helps reduce
maintenance costs to the city, ensures equipment is ready to respond at a moment's
notice and improves the longevity of equipment.
Meal Pay line item 223
Paid at a rate of $5.00 per Firefighter per month. This is a monthly incentive for the
volunteer Firefighters training. Since they train every Wednesday this has always
been used towards a monthly meal on the third Wednesday of every month. Instead
of having Firefighters who train for their required 30 hour per year the Laurel
Volunteer Fire Department Firefighters spend upwards of 100- 200 hours per year
training.
Both the Drill Pay and Meal Pay are paid to the Laurel Volunteer Fire Association per
requested by the Firefighters. The Laurel Volunteer Fire Association is made up of
only Firefighters from the Laurel Volunteer Fire Department.
These two programs have been in place for 40+ years.
Brent S. Peters
Fire Chief, Laurel Fire Department
Brent (Peters
From:
Bethany Langve
Sent:
Tuesday, February 13, 2018 6:50 AM
To:
Brent Peters
Cc:
City Mayor, Eaton
Subject:
Re: Rejected Claim
Brent
Thank you
Bethany Keeler
Clerk/Treasurer
City of Laurel, Montana
On Feb 12, 2018, at 9:42 PM, Brent Peters wrote:
All the money goes to the Association and the membership decides what is spent. We pay the
Association for their services and they manage it. Same is for the annual hose testing. We pay for a
required service and the pay out the way they want.
Brent Peters
Fire Chief
Laurel Fire/ EMS
On Feb 12, 2018, at 6:21 PM, City Clerk <citvcierkRlaarel.rnt.gov> wrote:
I sent out another email correcting my mistake. I shouldn't have used the word
rejected.
Does the association pay our volunteers for maintaining the vehicles? I'm trying to
make sure I have all the questions asked that may come up at the next Budget Finance
meeting.
Bethany Keeler
Clerk/Treasurer
City of Laurel, Montana
On Feb 12, 2018, at 5:05 PM, Brent Peters <bpetersOlaurel.mt.nov> wrote:
I was just explaining as per the subject "Rejected Claim" as a precaution
of not knowing if it was in discussion to reject the claim. I thought it was
the City Clerk asking. I apologize.
The Association or other known as the Company is made up as the
Firefighters and EMTs of the Fire Department. It buys a meal every
month. The Firefighters shares that meal with the EMTs.
Brent Peters
Fire Chief
Laurel Fire/ EMS
On Feb 12, 2018, at 4:40 PM, City Clerk < , ____ :'_ _ _:"_>
wrote:
Brent
This p 3ynent Is made to the association. DoeL tl
association thein purchase ineels for every "` ednesC:ay
,raining? Does the association pay the vult;i __ers fa:
V,-Orkiiig On the equipment?
Also l viant to make somethin very clear In th is
2illail. It Is tiie)ob, If y0u vJ;ll, Of Flo i3l4dget Fi,iaiiC'?
Conirnittee to ask thus : gtt?stions. This is not 0,,e fust,
nor 1,vili it be the last clairil front all departments that
they cluestion. They are not stating they Lvill hat P:—iy
tiie claim. They are asking for clarification, nothlnu
more and nothing less. Please do not take this as a
ref LISaI to pay anything because that is not the case.
Bethany Keeler
Clerk/Treasurer
City of Laurel, Montana
(�06) 628-7�31 ext 2
From: Brent Peters
Sent: Monday, February 12, 2018 4:29 PM
To: City Clerk <citycierkCa�laurel.nit.�!3��>
Cc: City Mayor <cit,,nlavorrlal.irel.rr!t.r,:.>; Eaton
<deaton4626r,aol.com>
Subject: RE: Rejected Claim
O k, I'm not sure what more I can clarify. There were
discussions a few months back when we
weren't receiving checks between April and august
2017.
Drill pay (line 190) is paid at a rate of $8.50 per
Firefighter per month. This is for the monthly
maintenance program of all the equipment of the Fire
Department. This includes apparatus and equipment
inspection and minor repairs for the upkeep of
equipment. This happens every second Wednesday of
the month to keep our equipment in good operating
condition and avoid break clowns or having to replace
broken equipment.
Meal pay (line 223) is paid at a rate of $5.00 per
Firefighter per month. This is paid monthly for the
volunteer Firefighters training. Since they train every
C.ineS �: d.. i }J .. i J�:1. _� i..i-1 { t.- ---I -
'
.}r
701..- yea `. F `Jileil Fi;': ii.a :-;iT?i; ii{once
file Ci -J) refus';:1; t'3 incre S`_ tto reelect the 30 EM i•S.
T (lis cou{G oe a rea;o it ti11:i[ tL e is a rei:i-tanl La tti iii
to conduct ENIS maintenance-.?nd attend EMS training
every illonuh. i itabVe +{':':fa'}'S US -Ed dhe-se tools to
` e ce r•,. f•�Ih+e [ , r uct iai to a �' t
Itl 1 1tii .. rt:2�f�+tc, rs to o.i,_ �Li i+,a.nt..r,Gnce ai,� t1
attend the countless trainii?Zs. I do not v ish to see or
the possibility of losi;ig i irefi-sitars dedication to
t�erforn,ing niainte nailce or Irail niii5- b2 ca use of a
rcfusal'to pay by the Cit`;. These are small ai7iounts to
Ga`! Have `yr elft rewards w{i en it collies to
r
reliability kno`.`.''i .die, safety a i+Ci i{abi{ity.
Let me 11"n-c,v if there's any other -iuestions.
Fite Chief
Lain -et Fite/EATS
<imaue0ol.png>
The American flag does not fly because the wind
moves past it.....
The American flag flies from the last breath of each
military member who has died serving it.
From: City Clerk
Sent: Monday, February 12, 2018 1:10 PM
To: Brent Peters <bneters,-C,)Iaurel.int.gov>
Cc: City Mayor<citvmat,ori�laurel.mt.cov>; Eaton
<deaton4626 aol.com>
Subject: RE: Rejected Claim
Chief Peters,
I need to clarify as I misspoke in my previous
email. Your claim was not rejected. It was removed
from the approval list in order to request additional
information for clarification purposes. The claim will be
placed on the next claims approval list.
vothcwvuj Keeler
Bethany Keeler
Clerk/Treasurer
City of Laurel, Montana
3
From: City Clerk
Sent: Monday, February 12, 201811:58 AM
To: Brent Peters
Cc: City Mayor
Eaton
Subject: FW: Rejected Claim
Chief Peters,
Your me -al pay/drill pay claim, in the amount of $607.50,
,,vas rejected by the budget Finance COrnmittee. Th-ey
requested additional infOrniation on the claim and I
didn't not accurately recall vdhat this payment was for. I
recall YOI,' stating it °.Vas for the meals served during
trainin;7 and the servicin- of the Fire Depart. -hent
,.vehicles. Can you please provide me with a more in-
depth answer, as I cannot explain it?
Th YOU,
Bethany Keeler
Clerk/Treasurer
City of Laurel, Montana
(406) 628-7431 ext 2
From: City Mayor
Sent: Monday, February 12, 201811:26 AM
To: City Clerk <dtvcler; vl= urel.mt. rrf>
Subject: Re: Rejected Claim
Bethany,
Would you please have the Fire Chef provide to us
a complete accounting detail of the costs for the
drill and meal pay claim, please.
Thank you,
Tom Nelson
Laurel City Mayor
City Hall
PO Box 10
Laurel, MT. 59044-0010
406.633.3809
citymayor@Iaurel.mt.gov
4
From: City Clerk
Sent: Monday, February 12 I0189:48AK8
To: City Mayor; Eaton
Subject: Rejected Claim
Hello Mayor and Council Chair,
)arnunsure ofwho b1unotify Chief Peters that his drill
pay/meal pay claim has been rejected. Any thoughts?
Bethany Keeler
Clerk/Treasurer
City OfLaurel, Montana
(4DO)828-7431ext 2