Agenda Packets - 1999/10/04 - Laserfiche WebLink

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would be worth staying up on. Their needs drive the department and while the formula works to Mounds View's advantage now, we are becoming proportionately smaller. I don't see any immediate concern,just possible problems being adjacent to one of the fastest growing cities in the state. The building inspections agreement also seems to be working well with the Fire Department and Nyle, Bruce and I will be meeting when Bruce gets back on adjustments for this year's work. Departmental Operating Issues Perhaps the most significant effort of the coming year will be the continued software transition and electronic filing efforts. We continue to press this issue internally, but seem to be able to move only so fast. Currently, two efforts will be needed, one, determining a process that will convert current hard copy, micro fiche and electronic files into a useable and up to date computer filing system. This month we will have an office demonstration of such a system and hopefully find it affordable. Having this system in place will infinitely cut down on the amount of time needed to find something, as long as we have a system that is comprehendible. The second area is to make use of the web site for more interactive use for residents and City Hall. Bruce is working with Roseville's staff on this and we may see something useful before the end of the year. I think considering melding this with the Cable TV committee and staff would also be a good idea. The ability to better coordinate the simple communications issues we have had some trouble with would be positive. Some discussion with the Cable TV committee on their role would be needed, as well as appropriate use of cable TV funds. Other departmental issues are going to include some community development issues that the Council is aware of and working on. Tax increment and staffing will be addressed as well. Currently, the housing inspector position is open. With some reconfiguring to make the position more inspection oriented, our recruitment effort has bombed out with only a weak pool of seven applicants. With the upcoming departure of Kevin Carroll, Rick Jopke and I will be discussing options prior to the meeting on Monday. Contingency The City typically will budget a contingency amount that acts as a buffer against budget shortfalls or funds to be used for unanticipated expenditures. The amount generally has been in the $40-50K area. I will not have an estimate for the Council of any anticipated budget surplus, but this line item also acts in that capacity and allows the City to grow its general fund reserve at a modest rate. The policy question ultimately becomes how much should the city have in its general fund reserve, whether enough is being set aside for future capital expenses and the proportion of designated versus undesignated reserve funds. While staff's projections have shown that long term trends use up general fund reserves, I would expect that actions would be take by a council prior to ever reaching a critical point, meaning expenses and revenues in the general fund would typically balance over time. We can discuss this in general at the work session, but I will likely need Bruce for any specific issues. I realize I went on a bit on the personnel side of the budget equation,probably because it is the most difficult and ongoing expensive part of the budget. Maybe this can bring some clarity to making budget decisions for 2000. See you Monday.