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CITY COUNCIL WORK SESSION December 2, 2013 DRAFT 2 Reinert suggested that generally h e’s seen a contingency below $100,000 and that is 45 appropriate since the city’s budget is well planned. 46 47 Council Member O’Donnell and Mayor Reinert suggested that they are comfortable with 48 s ome reduction to the contingency but want to be conservative in view of the still 49 uncertain economy; a contingency in the range of $100,000 to $75,000 would be 50 acceptable. 51 52 Council Member Roeser suggested reducing the contingen cy from $145,000 to $100,00 0, 53 and t hat the $45,000 reduction go toward a reduction in the tax levy. The council 54 concurred. 55 56 Administrator Karlson updated the council on the status of the ECFE wing of the city 57 complex. The re is a couple interested in using it for a day care center under a ten year 58 lease. That proposal is moving ah ead well at this point and would generat e additional 59 revenue. S taff is recommending that, if that revenue occurs, it be dedicated to upkeep of 60 the whole civic facility. There are upkeep issues arising within the complex such as 61 carpeting buckling. The Mayor concurred with the concept , noting that the council will 62 expect an update as that lease process moves forward. 63 64 Administrator Karlson explained that in 2013 the city did hire someone to assist with the 65 Blue Heron Days organization, on a part -time temporary basis. The cost of that is in the 66 range of $5,000 and he is suggesting that will happen again in 2014 and again it would be 67 funded from contingency. As well, there were secretarial servic es provided to the 68 Charter Commission and they were funded from contingen cy. In 2014, the cost of 69 services for four meetings would be about $1,000 funded through contingency. 70 71 Administrator Karlson noted a request from the Charter Commission in the pac ket, 72 seeking use of unused 2013 budgeted funds to pay for past attorney fees related to their 73 response to a 2009 audit of the Commission. He noted advice from the pas t that explains 74 that those accrued attorney fees (on the audit response) are not an elig ible expense under 75 state statute. The council concurred that the city cannot authorize city funds as requested 76 by the Charter Commission. Administrator Karlson noted again the matter of funding for 77 minute services for the Charter Commission and that the council will be acting on that on 78 December 9. To clarify the action , draft minutes would be ha ndled in the same manner 79 as draft minutes of the council (that are posted in the next council packet). Mayor 80 Reinert clarified that the cost of the minute se rvices will not be deducted from the Charter 81 Commission’s regular annual budget of $1,500 but will be paid by the city. He would 82 like a communication to all commission members explaining the council’s response to 83 the Chair Lyden’s communication on this ma tter. 84 85 2. Advisory Board Appointments – Mayor Reinert noted that the Planning and Zoning 86 Board and Economic Development Advisory Committee do not have sufficient applicants 87 to fill openings. The city will continue to receive applications for those two. Regarding 88