Loading...
HomeMy WebLinkAbout08/06/1998 Council Minutes• • • Council Budget Work Session August 6, 1998 COUNCIL BUDGET WORK SESSION MINUTES DATE TIME STARTED TIME ENDED MEMBERS PRESENT MEMBERS ABSENT : August 6, 1998 : 9:00 a.m. : 2:00 p.m. : Bergeson, Dahl, Sullivan Lyden, Neal Staff members present: Chief of Police/Interim City Administrator, David Pecchia; Community Development Director, Brian Wessel; City Engineer, David Ahrens, Building Official, Pete Kluegel; Assistant to the City Administrator, Dan Tesch; Parks and Playground Director, Rick DeGardner, Parks Lead Person, Mike Hof an; Recreation Supervisor, Barry Bernstein; Police Officer Kent Strege, Office Manager, Renee Kaulfuss; Finance Director, Mary Vaske, Marilyn Anderson. Chief Pecchia explained that a balanced General Fund for 199as bee prepared for Council consideration. Packets containing details of th budget were given to the Council and staff. Ms. Vaske presented an overview of Chief Pecchia what he expected to ae maintain current services. a ` most important City reso oposed 1999 budget. Mayor Sullivan asked ash with the budget. Chief Pecchia responded, rowth" budget. The proposal is to invest in the el. Ms. Vaske was as explained estimates. pers ojected building permit revenue was based on. She es in 1999. All revenues are based on very conservative xF ADMINISTRATION DEPARTMENT, DAN TESCH The Administration Department developed a mission statement expressing support for not only residents but for department heads and staff. Mr. Tesch outlined the changes and/or additions to the Administration Department budget as follows: - additional dollars for staff education and recognition - a full-time human resources person to assist Mr. Tesch - a laptop computer. Mr. Tesch's computer will be used by the human resource person, the new lap top computer will be used by Mr. Tesch Mr. Tesch was asked to explain what his personal focus would be and what the focus of the human resources person would be. The human resources position would be a full-time position focusing on human resources. Mr. Tesch's position would focus on Page 1 Council Budget Work Session August 6, 1998 communications such as the web -site, continued training, Council and Administrator support and special projects. Questions from Council: Temporary Agency? Mr. Tesch is foreseeing a need for temporary help to keep residents and staff updated during the move to the new buildings $6,000 in Council budget? For employee and volunteer recognition. Additional dollars in office supplies? To update the stationary and other supplies using the new address and telephone numbers at the new buildings Council Member Bergeson noted that when the budget is changed, it becomes the base for the next years budget. Expenditures such as just noted in office supplies . d to be tracked so that they do not become part of the base budget for the ye Department heads were asked to direct all employees to take ad itageo 1 cal education and training. It was noted that the travel/tuition item in the budget al ° -- ncludes membership fees for professional organizations; Mayor Sullivan said that she sees a real difference between a human resources person and a communications person. She would suptorttwo-(2)part time positions. Council Member Bergeson sked hat fter the Council goes through all the presentations today, then discuss hiri additio al personnel. CABLE TV DA There is no ha" this budget. Some additional cable equipment is needed and handled in the technical budget. SENIOR CITIZENS DEPARTMENT, DAN TESCH Previously, this department was handled outside of the General Fund budget but now is included. The senior coordinator has prepared a list of items that should be considered. Items listed such as a broken window will be considered in the Government Buildings budget. It was noted that the Lino Lakes Senior Center serves seniors living in other communities. It was suggested that the City look at requesting Community Development Block Grant funds from those other communities. ENGINEERING DEPARTMENT, DAVE AHRENS The following presentation was made: Page 2 • • • Council Budget Work Session August 6, 1998 - The professional services items contains $8,000 for enhancement to the GIS data base. - Consultants services items are used to pay for feasibility studies etc. The funding for these items included the cost of the Transportation Plan which is to be included in the Comprehensive Plan. The Transportation Plan will be completed by the end of 1999 therefore the decrease in this item. - The Municipal Attorney item was transferred to the City Attorney's budget. - City Engineer's salary split between this budget and the Sewer and Water Utility budget. GOVERNMENT BUILDINGS DEPARTMENT, DAVE AHRENS/TOM DEWOLFE This department contains maintenance expenses for all city buildings. The new city hall and police building will be in operation for about one-half 1999. The cost of insurance for the new buildings was estimated. Insurance quotations will be availa. the end of August. The janitor's service contract ends December 31st. Tom DeWolis""preparing a schedule for maintenance. The new buildings have a boiler heating systeri Talks are being conducted with Centennial School to share their services. If this does not happen, the City will hire a boiler experienced person. The new janitorial service contract will contain information regarding the move to the new buildings. Capital Outlay includes: - 2 -way base radio station - $3,600 for copie - $5,000 for exist - $3,000 fo�, A requirements ilding all enputer network Mr. DeWolfe as a ed why the roof on the old storage building has not been repaired. He explained at it is an old metal building. In the future he would like to replace that building. It does not make sense to put dollars into a building that may be replaced. STREETS, DAVE AHRENS This budget has remained almost exactly as the 1998 budget except for an increase in salaries as outlined in the union contract. Capital Outlay Items: - Skidster and trailer. This item is shared with the Parks Department. It is a versatile and very important item - 1 ton 4x4 dump truck with plow. Truck will be used for pulling trailers, plowing snow, hauling landscape material. Mr. DeWolfe outlined plow routes and equipment needed Page 3 Council Budget Work Session August 6, 1998 to cover the City. He noted that one plow will have to be dedicated to the public buildings once the new complex opens. Park personnel and equipment are also used for snow plowing. When all City streets are plowed, the Park personnel and equipment are used for plowing rinks and trails. Mayor Sullivan referred to the Street Budget and noted that the City, in the past, has been negligent in maintaining and upgrading some streets. She felt that the City could start putting aside dollars now to rectify this situation. However, these dollars could not be spent until the City obtained voter approval. Ms. Vaske suggested allocating some of the year end fund balances for road reconstruction. FLEET BUDGET, DAVE AHRENS The goal of this budget is to maintain the fleet. Items for discussion: - Additional dollars were added to the fuels budget to maintain the additional streets and vehicles. Mr. DeWolfe noted that he keeps records of fuel costs per vehicle and can document the need for an increase in this area. - Additional dollars were added to professional services. City peri onnl"does not possess the expertise and equipment to do certain types of repair work The budget originally contained a request for another full-time fleet mechanic. This request has been changed to a half -time -Seasonal mechanic. Mr. DeWolfe reviewed a list of Cit ed vehicles and equipment and described the Y vehicles that will be sold at auction either in September of this year or early in 1999. PARKS DEPAR , RICK DEGARDNER/MIKE HOFFMAN This departmen ()jetting a 0% growth for 1999. There is a slight increase in salaries for the part -tie seasonal help so that the City can compete with other employers such as McDonalds. The budget reflects a slight increase due to the additional facilities at the Centennial Middle School. Some park equipment will be replaced. The travel and tuition item also contains a slight increase. Overall, the budget is proposed to be the same as the 1998 budget. It was noted that with the creation of the Environmental Department, one truck was taken from the Parks Department leaving one truck for Mr. DeGardner, Barry Bernstein and Liz Bursack. This budget also projects that one person become trained as a playground expert. Dollars have been included in the budget for this training. Page 4 Council Budget Work Session August 6, 1998 • New requests include: • • - Upgrade the status of Mr. Hoffman from Lead Person to Parks Supervisor because he has additional responsibilities - Additional maintenance supplies due to the addition of some baseball/soccer fields It was noted that a record number of participants have signed up for the fall recreation season. Council Member Bergeson noted that phosphorus in fertilizer is a concern that has caused citizen groups to look at how much is being used by golf courses and other users of fertilizer. It would be embarrassing if they find that the City is using more than the golf courses. Mike explained that the City uses a very small percentage and only fertilizes active play areas. Mayor Sullivan asked if the senior recreation program could be moved to the Parks and Recreation Department. Discussion followed with the result that the; seniorprograms will be continue as they currently are. PARK BOARD, RICK DEGARDNER Members of this board are not City employees therefore, all personnel services have been eliminated from this budget. The budgetconsists ol'the following: - Office supplies, $100 - Postage, $120 - Stipend, $4,500 r the Par Board members - Insurance, $200 - Contract ' ' rices,. $2,000. This is used to pay TimeSavers. Although Sandie Wood attends th eet s, she is not paid overtime. RECREATION DEPARTMENT, RICK DEGARDNER/BARRY BERNSTEIN The major adjustment to this budget is in part-time salaries. The warming house program was expanded and as noted when discussing the Parks Department, part-time salaries were increased to attract older more mature youth workers. If the staff is not qualified, the children do not have a good playground experience. In an effort to attract college age instructors, salaries are proposed to increase to $8.00 per hours. Another concern with high school age workers is that 15 year olds cannot work beyond 7:00 p.m. on week days. The second change in this budget is a proposal to upgrade Ms. Bursack's position form a part-time to a full-time programmer/supervisor. This would off opportunities for additional programming. She is needed full-time in the summer and parent/child classes, teen programs and other programs residents ask for could be organized by Ms. Bursack. Page 5 Council Budget Work Session August 6, 1998 It was noted that all park programs with the exception of the performance in the parks and scholarship programs are supported by fees collected from participants. Salaries for the warming house attendants and playground attendants are funded by the General Fund. Chief Pecchia explained that he and Mr. DeGardner have discussed increasing program fees and/or cutting programs but decided that if the City is increasing taxes, the citizens would be unhappy if programs were cut or fees increased. Mr. DeGardner felt that the Recreation Department offers quality programs but needs quality staff. Mr. DeGardner was asked what area he would cut if cuts were needed. He said he would pursue grants rather than cut anything. It was noted that some families have several children participating in recreation programs. Scholarships and a sliding scale fee is offered to keep the programs affordable. The City does not advertise this benefit. Park Dedication Fund - The current Park Dedication Funddance-is 11,,000 of which $243,000 is designated for various park improvements. The P :rk Board reviews this fund annually to determine how the fund should be used. It was noted that 1 the City reduces the housing starts as indicated in the Comprehensive Placa this fund -will be negatively impacted. It was noted that Park Dedication nding could be.'greatly increased with economic development. Mr. DeGardner explained that Funding for acquisition of source. not be a park referendum this year or next. mplex site will have to come from another Council and staff ljreak'10:35 a.m. ENVIRO WESSEL ORESTRY AND SOLID WASTE DEPARTMENT, BRAIN The changes proposed to these budgets include: - Full-time clerical support person whose time would be divided equally each department - Support person in the field - TimeSavers to take minutes for the Environmental Board - $30,000 to complete the second half of the Environmental Study. (Half of this would be funded through Community Development Block Grant Funds) - Forestry Department, $25,000 for new trees is funded by developers. It was noted that 10% of the salary for the Solid Waste coordinator comes from Anoka County through a grant. Page 6 • • Council Budget Work Session August 6, 1998 Mr. Wessel explained that clerical support for these departments will be resolved when all departments are united in the new facility. He was asked to make sure that these departments have an appropriate level of staff support. A Solid Waste Committee whose members are Mayor Sullivan, Al DeMotts and John Landers has met once or twice. This committee has asked that a purpose or direction for the committee be drafted. Staff is not directed by this committee. If this committee has not met, Council should think about disbanding the committee. It was noted that the newly created Environmental Board has not received a stipend yet. Ms. Vaske is collecting information from the members such as social security numbers so that checks can be issued. BUILDING INSPECTIONS, PETE KLUEGEL This department has experienced some difficult times this year because of extra work created by the storms in May and June and the need to refund,the Sewerr � lability Charges (SAC). Currently, one clerical person spends hal f he me in t "t department. This person is required to attend specific computer training clasp s ocomply with reporting requirements. Other expenditure requests include $2,400 for computer software for the Building Inspection program. The electrical inspector is a.coniracted person. He receives 80% of the electrical permit fees collected The City some "realizes income from this contract. In addition, the electrical inspector av able to City staff when needed. COMMUNITY .I E LOPMENT DEPARTMENT, BRIAN WESSEL Mr. Wesse projecting t 1998. brief five (5) history of the plan for this department. He is ta on -personnel budget costs will remain about the same as for The 1998 budget included a senior planner. This person should be hired before the first of the year. The planner will assume many of the responsibilities now provided by Northwest Associated Consultants (NAC). This will reduce the consultants budget. Mary Kay Wyland will be a support person in Community Development. Mr. Wessel noted that the City received a $220,000 Livable Communities Grant from the Metropolitan Council. This money is being used for consultants for the Town Center. Brian was asked if the City "messes up" with Metropolitan Council, will this grant be affected. Mr. Wessel said yes and noted that the City will collect approximately $40,000 of this grant during 1998. • Mr. Wessel noted that the street lights in the Village are special lights and will cost more than normal. Page 7 Council Budget Work Session August 6, 1998 There has been a request to upgrade identification signs for the City. Five (5) signs are needed and each will cost approximately $5,000. The signs could be funded over time. Mayor Sullivan supported the entry signs and asked if they could be funded from the Livable Communities Grant. Mr. Wessel said yes but the street lights could not be funded. Mayor Sullivan asked for an accounting of expenditures from the Livable Communities Grant money. She expressed concern that these expenditures not become part of the base for budget expenditures in the year 2000. Mayor Sullivan noted that Al Brixius has been an instrumental consultant throughout the entire Comprehensive Plan update process. His insight should be used when ordinances that support the Comprehensive Plan are drafted. Travel and Tuition - Mayor Sullivan said that she believes in helping exp loyees that need to maintain professionalism. However, the City does not have o pa a for eweassociation membership or training program. In the past, people were nt to �ses that were less than important to the City. She supported spending tuition ollars to get staff up to where they should be. POLICE DEPARTMENT, DAVE PECC KAULFUSS STREGE/RENEE Although substantial changes' forested for this department such as the part-time clerical position becoming full -gine, every effort was made to prepare a budget that would be approximate she as the 1998 budget. Increases in areas such as personnel were bat by cuts in other areas. All equipm tes ares outlined in the Certificates of Indebtedness. The move to the new Police building will require substantial supplies. Staff is looking at grants to pay for community policing issues and looking at Anoka County to bond and pay for the new county records management program. If the county records management program is approved, the City will be required to pay Anoka County a portion of the costs to pay for participation in the program. The City costs would be paid over a period of several years. Certificates of Indebtedness include expenditures for a computer server and four (4) laptop computers, window blinds for the new building, break room furnishings, copier, shelving, file cabinets and three (3) squad cars. There is the possibility for using the Chief's car as a squad car. Other technology needs for the new police building include cameras, TV's and a generator. Chief Pecchia explained that when all costs resulting from the storms has been Page 8 • • • Council Budget Work Session August 6, 1998 submitted to FEMA for reimbursement, there will be approximately $100,000 left to help pay for a new generator. He will also be soliciting funds for this item. Other expenses associated with the new building include, lockers, fiber optics system that will be compatible with the Centennial School District system, shelving for the records room and computers that will be compatible with the new fiber optic system. Mayor Sullivan felt the direction of the Police Department should be continuing to build community. Chief Pecchia explained that the full-time Community Service Officer (CSO) has resigned. An officer has been assigned to crime prevention which includes the Neighborhood Watch program. The focus will be on precinct officers. Additional funding for the Neighborhood Watch program is included in the budget. There will be more and more articles in the paper to get positive things going. Mayor Sullivan said that she would like to see more assistance from the Police Department and more supportof=the Neighborhood Watch program. Council Member Bergeson noted that several police officers last few years as part of the Clinton COPS program. At so officers will run out. Ms. Vaske explained that this has bee the 1999 budget. Chief Pecchia said that he has also been re programs to supplement the budget. He statedtthat the 1999- a "no growth" budget. ired in the dmgor these gid" and addressed in arching other grant lice Department budget is Chief Pecchia explained that in previous years, he had requested additional officers. At this time, the Police Department is My staffed. There are two (2) officers on duty 24 hours a day. There is an occasion" when there is only one officer on duty and that is because an officerYis schooler in or on vacation. T____ felt that the the best that it has ever een Council an a'30 minute lunch break. FINANCE DEPARTMENT, MARY VASKE Assessor - Anoka County is contracted to provide this service. Elections - Ms. Anderson explained that salary costs are reduced because there should be only one election during 1999. She is projecting a 50 cents per hour increase in salaries. This will place Lino Lakes in a position to double the rebate that the County will offer in election year 2000. Since this is a City election, office supply costs will be increased to reflect the cost of ballots. Advertising costs will increase because the City will pay for the publication of sample ballots and other advertising requirements. Page 9 Council Budget Work Session August 6, 1998 Capital Outlay is increased to include $8,000 for a new Acu-Vote tabulating machine. This same amount was budgeted in 1996 and 1997. Shortly after the year 2000, Anoka County will be upgrading their vote tabulating equipment and all municipalities will be required to purchase upgraded Acu-vote machines. This capital outlay request was stricken from both the 1996 and 1996 final budgets. The total cost to upgrade the Acu- vote machines will be about $35,000. This budget reflects the need to address a growing voter population. Charter Commission, Dan Tesch - Last year the Charter Commission chairman prepared the budget. The 1999 budget remains at the same level. Mayor Sullivan noted that the Commission has been discussing some wording changes in the Charter document. If changes are approved by the Charter Commission, they will have to be placed on the November ballot. This will require the expenditure of some dollars. Planning and Zoning Board, Brian Wessel - This budget is the same budget. The Travel and Tuition portion of the budget is used to provide` new members to become fully acquainted with their responsi the 1998 ities for Sewer & Water Departments, Dave Ahrens are not part of the General Fund operating budge In 1998, $125,000 of Water Department "revenue ske:-, These two (2) departments eir budgets are addressed separately. sed to retro -fit hydrants with isolation valves and install a 10 inchtraw water line from Well House No. 1 south to Birch Street in the Lakes Additionarea. The Sale of water income is increasing because more homes and businesses are; ycoming on-line. Salary expenditures are down. Seasonal employees help with rot e nx mtenance in both the Water and Sewer Departments. In 1998, the inspection of the sewer' a professional service to complete an inflow and infiltration eines. TV cameras were used to determine if there was infiltration es. Contracted services includes funding for fire hydrant repair and for a shelter over lift station No. 4 near Sunrise Park. A water supply study was completed in 1998. Additional dollars were added to the advertising budget to promote conservation of water. Contracted Services includes funding for replacement of older water meters. Older meters slow down and do not register accurate water usage. Replacement of water meters will begin in the Lakes Addition area. It is possible that when new water meters are installed, installers may find that some homeowners have connected their sump pumps to the sewer system. This is illegal and must be corrected. Page 10 • • Council Budget Work Session August 6, 1998 Currently, the Capital Outlay area of the Water Department contains funding for a booster station. This is needed to increase water pressure in the Woodridge Estate and Fox Trace areas so those areas can be disconnected from the Shoreview water system. It was noted that there are no dollars in the Planning and Zoning budget for subscriptions and dues. Brian explained that he prefers to put the dollars in the Community Development budget and not the Planning and Zoning Board budget. Mr. DeGardner was asked to conduct an inservice for new Park Board members. Mr. Wessel was asked if his budget included dollars necessary to draft new ordinances that will support the updated Comprehensive Plan. He said yes. REVENUE, MARY VASKE Property taxes fund most of the city services. The levy limit set by the' I'ax Increment Financing (TIF), State Aid for Roads, and the C?>S int will` ' be reduced. in the near future. In 1997, the City staff conducted a survey comparison ofes charged by the City. Lino Lakes fees are lower on average. The survey included non -business license and permit fees, underground utility permit fees, charges for slices, aerial mapping fees and police report fees. Other suggested areas o look for revenue included reimbursement from snowmobile groups for police services and common space in the Fire Hall. Additional areas o revenue ude municipal fines, investments, Cable TV franchise, administration charges for sell bonds and investment charges for Ms. Vaske's work on investmen gs Other sources of income are expected to remain constant. Ms. Vaskeasked if the new computer software will be completely paid in 1998. She P p Y explained thahe new hardware is already installed. The new software will be up and running in 1999. The new system will be transferred to the new building. The old server will be used for storage. The tax capacity rate is projected to be 38.832. There was discussion about reducing that rate. Ms. Vaske noted that there are funds for emergency funding of the fire hall bonds. These funds could be used to help reduce the levy. Discussion regarding the use of franchise fees followed. It was noted that Mr. Schumacher had promised these fees would be used for road reconstruction. Mayor Sullivan felt that the funds should be used for whatever is deemed necessary. • Mr. Wessel suggested preparing a five (5) year budget which would show that costs would be controlled in the future. That might make the 1999 increase appealing. He also Page 11 Council Budget Work Session August 6, 1998 noted that tax revenues from commercial/industrial growth should be coming on-line in the near future. Ms. Vaske noted that the school district taxes are going down because the school districts are getting more state dollars. She also noted that if a property owners taxes increase by 12% or more, the tax payer can file for a tax rebate. Council Member Bergeson noted that the City portion of taxes will go up approximately 24%. He asked why the City is now looking at a 24% increase in tax capacity when a bare bones budget is proposed? Ms. Vaske explained because of the need to budget for the payment of the civic complex bonds. Mayor Sullivan noted that Council was always told that the civic complex would not increase taxes. Mr. Wessel explained that is true in the long range. Staff was asked to look at all possible areas to increase revenues 1 an to bring the tax capacity down to the same level as in 1998. Council was asked x be prep red to announce an action plan to reduce the levy at the same time the19 budget' is announce. Chief Pecchia was asked to determine whether anymoxe ga'franchise fees can be realized. Discussion followed regarding the neeo„get accurate reports from the Circle Pines gas utility. Chief Pecchia felt a liaison is needed. He also suggested that the City look to NSP and Minnegasco for addi ronal franchise fees. Pete noted that the State is in the process of adopting a new build' ode. If the City adopts this code, the City will realize additional building It was noted that licenses. Addition Yd a moratorium on the issuance of additional liquor oulde realized in this area. The propos 1999 bu et and 1999 levy just presented will be adopted at the August 24, 1998 Counc,,rteetmg. A "reworked" budget will be presented at the next Council work session. The deed for a five (5) year General Fund financial plan was again noted. The meeting was adjourned at 2:00 p.m. These minutes were considered, corrected and approved at on May 10, 1999. ar Council meeting held Page 12 , Mayor