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06-24-86 Finance Comm Minutesr' June 211, 1986 Finance & Administration The committee met in the City Hall training room at 4:00 PM. Mayor Kennedy, • Chairman Palmer, Councilmen Nystul and Ruiz, Clerk/Treasurer Halver, DPW Hammer, and Roger Hopkins attended. Clerk/Treasurer Halver passed out summaries of budget progress to date and reviewed them with the committee. He reported the preliminary budget requests amount to 4.08% above last year. The salary amounts used were the actual costs this year. Mayor Kennedy presented his recommendations and ideas. Halver requested the Finance committee plan on approving some claims about July 15 to close out the fiscal year. The committee asked Mayor Kennedy to review all License Revenues and present some recommendations. They asked he work with the Gambling Commission on Gambling fees. The committee will recommend to the council that the city pay its bills twice a month. This will even out the Accounts Payable work load, pay vendors more promptly and allow the City to take advantage of prompt payment discounts. Councilman Nystul requested the Mayor assign Insurance to a Council Committee and make the City Clerk the City's liason person. Public Works Director Hammar reviewed some of his budget proposals. He • reported the Garbage fund is paying 1/2 of the dog catcher costs and they no longer need his services because the new containers are- dog -proof. The council will have to determine what to do about this. Hammer also reviewed his request to use The Tax Increment District to fund street improvements in that 100 block area. Councilman Nystul requested Hammer prepare a brief paragraph narative describing the programs and requests for each of his budgets. Mayor Kennedy was requested to bring his staffing recommendations for the City Judge's office to the next council meeting. The meeting adjourned at 5:25 Mayor/City Clerk Recommendations (1) Remodel Water Building - Rearrange Clerk's Office Personnel • See Diagram A. Counter -Cashier All monies received at this counter. Personnel: Move Kathy to Fire Department 1/4 day ambulance billing (Computer terminal to Fire Department) 1/4 day Fire Department Secretary 1/2 day City Judge Secretary Add one person: Cashier and pick up Kathy's Water Department function. Cashier would be 1/2 Water/Sewer, 1/2 Parking Regulation [This would be Sandra Haupt from Parking (Police ➢epartment)] NET: -0- extra people; saving 1/2 secretary to Judge salary, $7,200.00. (2) Move all parking related activities to Clerk's Office City Clerk would be in charge of this department. Includes: Almarie 1/3 Allen Bardwell Sandra Haupt, 1/2 in office (cashiering and Parking Regulation matters) 1/2 meter maid (backup) • Still funded from Parking Regulation No change in money Serious complaints about parking referred to Judge. NET: -0- people (3) Police Department Part time dispatcher? Can present people (secretaries) cover? See Option 2 OPTION 1. A. Discontinue unlocking cars. (4) Judge's Office 1. Make Judge full time - better control. Add 1/2 secretary salary to Judge's salary NET: No change in budget. Net result of above: 1. Save 1/2 of salary of Secretary to Judge, $7,200.00. 2. No change -1- • Other ideas: - Hire one person, purchasing agent/minute taker. • • Also serve as floating secretary to fill in whenever necessary. - Raise license fees - Possibly eliminate vehicle for the following and give auto allowance: Police Chief Assistant Police Cheif Director of Public works Fire Chief? Savings: Maintenance, Insurance, Auto - Pay claims twice a month - Set policy for Mayor or designated official to approve emergency claims that must be paid between Finance Committee review and Council approval. ma • • CITY OF KALISPELL DON HALVER, CLERK/TREASURER TO: Finance Committee DATE: June 24, 1986 SUBJECT: Budgeting progress report I have provided you with a packet containing the narratives provided to date from department heads. There is also a computer printout showing the line item budget requests for the general fund and some other funds. I have also provided a memo for the Revenue Sharing requests I have received so far. In the general fund budget I have posted salary requests based on the actual salary costs for this year. The present general fund requests amount to an increase of 4.08 % over last year's budget. I need to know who should do the budgeting for the Council. The Tax Increment Committee is meeting tomorrow morning to look at the initial requests for that program. The Comprehensive Insurance Budget cannot be set until we get some insurance coverage, but whatever we get will be more expensive. We have been advised by the State Local Government Services Division (the auditors) that we should pay unemployment and worker's comp from this fund so this will result in transfering of costs from the General Fund to the here. The Health Insurance rates should be provided by Bill Smithers this week. Retirement will only change in proportion to salary changes. This week I will be able to run a budget status report (after payroll) and see how much money we have left to pay bills. I intend to analyze all bills to make sure there are sufficient funds to pay them. I would recommend the Finance Committee ask Council permission to make an additional review of claims and pay the year end bills about July 15. I don't know right now if we really need to do that but we should be prepared. We should have the taxable valuation from the County Assessor the first week of July. • • 0 CITY OF KALISPELL DON HALVER, CLERK/TREASURER TO: Mayor and Finance Committee DATE: SUBJECT: Revenue Sharing requests for 86-87 410550-CLERK/TREASURER 949-CAPITAL OUTLAY TYPEWRITER FOR MARKIE 5 DRAWER LATERAL FILE FOR LANDA 2 DRAWER LEGAL FILE FOR DON 410580-COMPUTER & COPIER 949-CAPITAL OUTLAY COMPUTER MEMORY WORD PROCESSING SOFTWARE UPDATE 411230-CITY HALL 949-CAPITAL OUTLAY PORTABLE HIGH LIFT PLATFORM June 24, 1986 850 850 300 7,500 125 7,500 420140-CRIME CONTROL 944-VEHICLES 1 PATROL CAR & 1 DETECTIVE CAR 18,000 2 "STEP" VANS 26,000 949-CAPITAL OUTLAY RADIO EQUIPMENT UP to 5,000 PHOTOCOPY MACHINE 3,500 2 TYPEWRITERS 2,100 There are some items in Marty's narrative that may wind up in Revenue Sharing, however I didn't post them here at present because they didn't fit the historical pattern of the City's use of Revenue Sharing, 420400-FIRE PREVENTION 949-CAPITAL OUTLAY 2 30 MINUTE BREATHING APPARATUS 2,740 HOSE 1,160 10 PERSONAL DISTRESS DEVICES 1,500 VIDEO MONITOR 600 TV TABLE/CABINET 350 1 SET OF 86 FIRE CODES 482 CERTIFICATION OF LADDER TRUCK 1,000 Pieter Drent is still working on his Revenue Sharing request. Total requested so far: Estimated money available $ 79,557 $ 106,385