10-23-2015 Council Special Work Session Minutes

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COUNCIL SPECIAL WORK SESSION October 23, 2015 APPROVED CITY OF LINO LAKES MINUTES DATE : October 23, 2015 TIME STARTED : 7:15 p.m. TIME ENDED : 8:05 p.m. MEMBERS PRESENT : Council Member Stoesz, Kusterman, Roeser, Rafferty and Mayor Reinert MEMBERS ABSENT : none Staff members present: City Administrator Jeff Karlson; Finance Director Sarah Cotton; Community Development Director Michael Grochala; Public Safety Director John Swenson; Public Services Director Rick DeGardner; City Clerk Julie Bartell 2016 Budget Discussion- Administrator Karlson reviewed action items accepted by the council previously that reduce the amount that would be taken from the Closed Bond Fund. He added that $658,918 is the current gap. From that amount he suggested that staff could remove the seasonal mechanic position from the budget and explained that a maintenance worker is currently assisting with those duties so the cost of duties could be shifted, saving $25,000. Also, with fuel prices significantly down, a budget reduction of $20,000 for that line item is acceptable to staff. Mayor Reinert remarked that there were two contingency reductions that are not both listed here and that represents an additional $50,000. Administrator Karlson noted that Director Swenson will be asking the council to review additional information on the Fire Department contingency. Public Safety Director Swenson distributed a document from October 24, 2015 outlining the Fire Department contingency. He has also reviewed the audio from the council discussion at that time. The basis of the $125,000 contingency is a best estimate by staff and without real flexibility. The mayor suggested that there is probably some over- estimation within that budget and that is why he feels there could be some dollars to take from there. Chief Swenson further explained that items included in the contingency are budget needs but they are basically not reoccurring and were moved to contingency at the direction of the council and were no longer listed within the department budget. Mayor Reinert discussed the Office Equipment Fund. The fund balance is $250,000 with a $25,000 annual appropriation. If that fund balance is too high, he suggests reducing the balance as well as the appropriation. Administrator Karlson remarked that he would prefer that the council review an inventory of needs for that fund before reductions occur; there are real needs for those funds now and in the immediate future. The mayor suggested an annual appropriation change to $15,000 and a reduction in the fund balance of $100,000; the council concurred. Administrator Karlson remarked that the iPads that council members use to view meeting materials will be replaced soon and he wonders if there is a preference for change. Council Member Stoesz suggested that users should be allowed more flexibility in getting 1