Minutes of the Hitterdal City Council
Special Meeting – Audit Exit
March 26, 2012 at 6:30 PM
Present: Mayor - Gayle Holte
Council Members: Dave Nelson, Val Johnson, Mary Lou Anderson
Absent: Jeff Schultz
Employees: Jen Ames
Others: Audrey Swenson
Mayor Holte called meeting to order at 6:35 PM
Gayle motions to adopt EDA & TIF budget for 2011 retroactive to 12-31-2011, 2nd by Dave.
Carried 4 – 0
Audrey went over the audit and reviewed different parts of the audit.
The liquor store had revenues greater than expenses.
On pages 15 & 19 there were prior year adjustments made for TIF and the Fire Truck.
On page 22 the liquor store, sewer and refuse departments were positive and the water
department was negative.
Audrey suggested looking into refinancing bonds.
We need to monitor expenses in the budgets.
Be sure to plan for long range expenses (i.e. fire truck, plow truck).
Check the budget on a monthly basis (this is a great internal control); you can always amend the budget.
The council needs to set the budget, the clerk can’t set it.
Once the budget is adopted, it can’t be changed without following the rules. It can be changed if money
comes in that wasn’t expected. A 4/5 vote can move funds from another source if not going to spend
that money.
All expenditures need to be approved by the department head. A receipt needs to be turned in with
signature/initials for each purchase.
Audrey commended Jen on her work with the budget. All bank statements from 2009 to date had to be
re-reconciled.
Father/daughter dance – Becci Dunham wanted to know if they can have a father/daughter dance at the
community center at no charge. The proceeds go to the summer recreation activities.
MMCI (Minnesota Municipal Clerks Institute) – Jen applied for a grant and received $250 towards
registration. Institute is April 23-27.
Val motions to let Jen go to Institute, 2nd by Mary Lou.
Carried 4 – 0
Flowers for the park, post office, City Hall, and Community Center were discussed. Heidi doesn’t want
to do flowers this year. Check to see if residents want to adopt a pole and see if the Lions want to
donate. Jen said she would do the flowers in front of City Hall. Jen will send out a mailing to see if any
residents would like to adopt a pole.
Charlie ordered trees from the DNR. The council thought about the following spots to plant them:
Along the north edge of the addition, the tree line of the pine trees, the park, the Community
Center, between the liquor store and the addition, by the water plant, corner by gazebo, by lake
shoreline, Developers Drive by RR tracks, and the cemetery.
May 3rd is clean-up day.
Bruce’s is out of business. Lots of junk is piling up in back. Make sure fence is off of property line.
TIF reporting – we received information from David Drown about doing our reporting this year for
$1500. See if Jen can do it this year and if there is any training she can go to.
Dave motioned to adjourn at 8:30, 2nd by Gayle.
Carried 4 – 0
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Gayle Holte - Mayor
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Jen Ames - Clerk/Treasurer