11-16-2015 Council Special Work Session Minutes

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COUNCIL SPECIAL WORK SESSION November 16, 2015 APPROVED Within the Streets Department item, Director DeGardner explained a $20,000 increase proposed for street work; in his judgment it is an important increase, along with an additional temporary position to focus on maintenance along county right/of/way. No reductions were directed. The council reviewed the Office Equipment Fund with a balance of approximately $250,000 and an annual appropriation as well. The mayor suggested that with such a large balance, that may be overfunded. Administrator Karlson explained that there is the need to replace equipment and while some of that activity was delayed due to staff time constraints, there will be movement now and the funds are needed for projects like the meeting room upgrades, a phone system overdue to be upgraded, copier replacement and computer replacement. The council discussed reducing either the balance or the annual appropriation. The council concurred that the annual appropriation of $25,000 would not be included in 2016. Comprehensive Plan Funding was reviewed. Community Development Director Grochala explained plans to provide budgeted funds for the next few years in preparation of that plan work. No reduction was authorized. The mayor asked if there will be any change in the valuation projection. It is currently under one percent. Finance Director Cotton said it would most likely remain flat or decrease slightly due to valuation reductions. The General Fund contingency was discussed. Mayor Reinert suggested that it is funded at a level not normally required so he suggests cutting the $100,000 by half. Community Development Director Grochala pointed out that next year the city would normally be funding a city survey from that source (precedes the Comprehensive Plan). The $50,000 reduction was authorized. Council Member Rafferty asked about temporary employment line items that show up throughout the budget. Public Services Director DeGardner explained how temporaries are used within the environmental (tree work), solid waste (inter position offset by grant revenue), streets (seasonal street patching mainly), fleet (seasonal mechanic), parks (seasonal park maintenance workers) and recreation departments. That seasonal staff is a bargain for the city considering the wages paid. A recap of the status of the budget adjustments was attempted. The Finance Director explained that in order for the city to reach the tax capacity rate of 45.9%, the change in revenues or expenditures must total $1,011,590. Of that the debt service levy that the council has decided to fund from the CBF in the amount of $311,092 can be subtracted, for a new figure of $696,000. The mayor said from that comes $62,000 identified earlier, $75,000 from parks, office equipment fund $25,000, $50,000 each from two contingencies. The city fund reserve was discussed and the Finance Director projected the percentage at the end of 2015 would be 50% and 51% going through 2016. The mayor suggested appropriating $100,000 from the fund reserve. Council Member Roeser brought up the 2