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HomeMy WebLinkAbout2002-04-10 Council Minutes - Budget Work SessionBUDGET WORK SESSION APRIL 10, 2002 6:00 P.M. CITY COUNCIL CHAMBERS MAYOR JOHN J. WILLIAMS, PRESIDING Council Present: Porter, Jackman, Bookey, Williams, Bannock, Swarner, Moore Staff Present: Freas, Morris, Graves, Feltman, Craig, Cronkhite, Walden, Lockwood, Kornelis, Nyren, Kebschull, Wannamaker, Kopp, Frates, Jankowska, Wichman, Baisden, McNair, Snow, Semmens Others: R. Ross, E. DeForest Clerk: Williams referred back to the Clerk's budget and discussion followed regarding the request of and additional four hours a week for the department assistant. Williams requested a three-month time management report of the contract secretary, office assistant, and clerk and if that report shows a need, council could re-evaluate the request of additional hours. The matter was discussed further and concerns were stated as four additional hours was more time and cost; that the part-time position would go full time in the future and that was not the original thought; coverage of the office and ability for the Clerk to be out of the for lunch, meetings, and user friendliness of the office should be a consideration. Range Changes/Title Changes: Council also reviewed information distributed by Finance Director Semmens regarding range change and additional hours requested in the draft budget. It was explained there were no actual added positions and there was no place in the budget document to list the changes. It was also noted, some code changes would be required for title changes, etc. and the ordinance would be introduced at the May 1 council meeting. It was also noted, there would be an increase to the budget for Fire Department overtime. ACTION: INCLUDE DELINEATED RANGE CHANGE INFORMATION IN THE BUDGET DOCUMENT, General Concerns: Bannock discussed his concern of travel costs city-wide and suggested travel and transportation be reviewed and stated he wanted to justify costs as much as possible. Bookey stated he would like definition of the expenses in the budget document and wants it to be consistent throughout the document. Swarner suggested reducing the City Manager travel from $8,000 to $6,000. It was noted, $3,000 in that budget goes to the city manager's car allowance which is in her contract. A lengthy discussion followed regarding the need for council to review policies in many aspects. BUDGET WORK SESSION APRIL 10, 2002 PAGE 2 ACTION: REDUCE CITY MANAGER TRAVEL BUDGET $1,000. Fire Department: Because the Department would be manning the SRE building beginning July on a daily basis, their overtime costs will be enhanced. No addition of personnel will be made. Chief Walden stated he thought it prudent to add $15,000 as a request as it would give the council a more realistic budget, although it is difficult to estimate what the exact amount of overtime would be required. Discussion followed regarding the utilities at the Public Safety Building it was noted they are split about even between fire and police. ACTION: APPROVE THE $15,000., NO OTHER CHANGES. Police: Because of his upcoming retirement, Morris explained the Police Department salaries and benefits were reduced. Additionally, there were some reductions in the operating costs and communications were increased for long distance phone calls, etc. He noted there was one officer position in the department that had not yet been filled. ACTION: NO CHANGES. Communications: Morris reported the total budget was increased $7, 100 which was mostly salaries and insurance and other than that, the budget was about the same. ACTION: NO CHANGES. Animal Control: Morris explained 250 additional hours were included for the part-time Animal Control Officer which will allow for someone to be at the Shelter. ACTION: NO CHANGES. BREAK TAKEN: 8:22 P.M. BACK TO ORDER: 8:45 P.M. Planning & Zoning: La Shot reported there were small increases in advertising and salaries. He also noted the costs for development of the Comprehensive Plan were included in a capital project. Costs were included for computer replacement which was on the three-year cycle. The old computers are then given to other departments to use. BUDGET WORK SESSION APRIL 10, 2002 PAGE 3 Discussion followed regarding the travel budget and who would be traveling, etc. Porter stated she didn't want council deciding who should travel and where, but was okay with taking a 10-20% reduction in all the budgets. It was also noted a digital camera was included in the budget to replace the old one which no longer works and is used by the Building Official for code investigations, etc. ACTION: NO CHANGES. Public Works Administration: La Shot reviewed this budget with council and noted it was increased overall about three percent and included a personnel increase for the administrative assistant. He added, the largest purchase was $6,000 to replace the old blue print machine which is 21 years old. He noted, replacement of the machine would be useful in copying the old blueprints and it was a safety issue as well. Travel was included for him, Kornelis and the administrative assistant for training, meetings, certifications, etc. ACTION: NO CHANGES. Shop: La Shot noted there were increases in personnel and maintenance and operations. Discussion followed in which a request for more detailed information was made. Replacement of the current shop building was also discussed and investigation of funding. It was suggested this item be discussed at the first May council meeting. Discussion followed regarding refurbishing the cab and frame of 1982 GMC and it was noted, the refurbishing would save approximately $35,000 because a new truck would not be needed. Working 4/ 10's was also discussed and it was noted, the issue had been discussed internally and it was found the Code does not allow for a study to try different schedule options and administration was not yet ready to recommend. La Shot was asked what he would cut from the budget if he needed to and he suggested Repairs 8v Maintenance. Shop Foreman Mike Wichman suggested using the $35,000 saved from the refurbishment and use it to purchase a new broom to clean the sidewalks. ACTION: NO CHANGES. Buildings: La Shot noted, this budget fluctuates depending on what repairs and maintenance are needed. He noted repairs and maintenance decreased, personnel increased and included a range change, and re-lamping costs were included which will make the lighting more efficient. Discussion followed regarding painting the outside of buildings, etc. La Shot suggested the budget be cut to a certain amount and they could do what they can and bring the maintenance list back for review next year. BUDGET WORK SESSION APRIL 10, 2002 PAGE 4 ACTION: REDUCE BUDGET OF $126,000 BY $409000. NO OTHER CHANGES. Safe Kornelis reported an increase in repair and maintenance and funds for purchase of -a digital camera which is used for inspections of facilities, etc. Discussion followed regarding need for two digital cameras in City Hall and Planner Kebschull suggested buying one out of Non -Departmental and making it available for all the City Hall departments. ACTION. BUY ONE REALLY GOOD DIGITAL CAMERA FOR CITY HALL USE. NO OTHER CHANGES. Streets: Sidewalk snow plowing was discussed and it was noted information requested about plowing sidewalks from the middle school to downtown and along Willow and Airport Way would cost about $7,200 each time if the state does the work. Whether to do the plowing or just knocking down the berms at intersections was discussed and comments made were that if the city expands for more miles, the state will not help anymore; some council wanted to assume the cost and responsibility of doing this work; to do it four times in one year would cost approximately $30,000; knocking down berms along Frontage Road, Willow, Airport Way, Spur Highway, should be included in the work and that cost for one time was estimated to be $15,000. ACTION: ADD $15,000 FOR SNOW BERM REMOVAL (ONE TIME). NO OTHER CHANGES. Street Lighting: There had been no requests and the budget was zeroed out. ACTION: NO CHANGES. Library• Jankowska explained there was an increase in small tools for computer replacement and purchase of a new conference room table. An increase was also in communications, though she noted she had applied for a grant, but had not received notification of whether it had been awarded. Transportation would be used for training needed on a regular basis; repair and maintenance included funds for a janitor; and 20 hours were added for the summer gardener. ACTION: 20 HOURS WERE APPROVED AND NO OTHER CHANGES. RPr.rention Frates reviewed this budget and noted increases in maintenance and operation for the snack bar; professional services increased for the multipurpose facility; BUDGET WORK SESSION APRIL 10, 2002 - PAGE 5 I communications was increased for cable TV costs, multipurpose phones and cell phones. ACTION: NO CHANGES. Discussion followed as to whether this work session could be carried over to April 11. With reasonable public notice, and it was a work session and no actions could be taken, City Attorney Graves stated the work session could be continued. Public service announcements, posting on the bulletin board and webpage would be made to insure reasonable public notice. ACTION: CONTINUE WORK SESSION TO APRIL 11, 2002, BEGINNING AT 7:00 P. M. IN THE COUNCIL CHAMBERS. This work session ended at 10:10 p.m. Notes prepared by: /.,0/ -.+04,6 - 0 Carol L. Freas, City Clerk