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HomeMy WebLinkAbout1997-01-27 Council Minutes - Work Session• KENAI CITY COUNCIL WORK SESSION JAWUARY 27,1997 KENAI CITY COUNCIL CHAMBERS COUNCIL PRESENT: Williams, Measles, Bookey, Bannock, Smalley, Swarner and Moore. STAFF PRESENT: Freas, Graves, Semmens, Porter, Morris, Kornelis, DeForest, Ross, Frates, Burnett and La Shot. OTHERS PRESENT: V. CO'Reilly, C. Monfor, B. Peters and Clarion Representative. The work session began at approximately 7:15 p.m. Discussion was in regard to the city manager search and an overview of the budget process for the coming fiscal year. Williams also reported briefly on his trip to Juneau "to attend an Alaska Conference of Mayors nleeting. Because the meeting was held on January 20, 1997 (Martin Luther King Holiday), the capital was very quiet. However, it gave people time to visit with their legislators. Williams noted AML was going ahead with their ten -point plan for legislative action. AML's biggest internal concern was the unfunded liability in regard to • PERS which has grown to $960,000. At this time, it appeared JIA may be making a low, no interest loan to pay some of that owed, with a long-term pay out. The payment of that amount owed could be completed in approximately ten years. Williams added, every municipality who was a member of AML during the time the PERS accumulation took place, could be liable for part of what is owed. Swarner asked if AML was planning to raise its dues and Williams answered no, AML's fiscal health was good. At this time, they had a $445,000 fund balance. EXECUTIVE SESSION: Mayor Williams requested a 20 minute executive session be held during the work session and explained the purpose of the executive session would be to discuss internal feelings and mechanics of council to deal with the coming budget sessions and working with each other. Smalley questioned the legality of holding an executive session during a work session. Attorney Graves stated he thought it would be okay to have an executive session during a work session, although he was not familiar with the particular subject to be discussed other than council matters in order to render an opinion of whether the subject would be covered by the Open Meetings Act (COMA). Graves reported those subjects covered by the OMA: matters having an adverse effect on the finances of the city; that tend to prejudice the reputation and character of another; and those by law, charter, or ordinance, required to be confidential (personnel matter or attorney -client). Smalley stated he didn't think an executive session should be held if the topic did not I{ENAI CITY COUNCIL WORK SESSION 7ANUARY 27.1997 PAGE 2 Smalley stated he didn't think an executive session should be held if the topic did not meet one of the criteria. Williams suggested, council could, after returning from the session, report what took place to the general public. He added, he thought it would be better if they could discuss his concerns in private first. Williams asked if there were any objections. Swarner stated she would not object. Bookey stated he didn't object and was curious as what Williams wanted to discuss. Smalley stated he did not believe the topic met the OMA criteria and would not attend. Bannock asked if Williams' concerns met any of the criteria and Williams assured him there were personality questions involved but they were council personalities. Bannock didn't object and neither did Moore. Measles stated he had concerns about the legalities of the session and would not attend. Williams stated he would be open to discuss the matter upon their return. He wanted to talk about interpersonal matters between the mayor and councilmembers. Swarner noted she had some legal concerns (with holding the session) but to wait until the February 5 ID council meeting would mean not all councilmembers would be there. Graves stated a majority vote was needed. Smalley questioned whether a vote could be taken in a work session. Williams stated he would take full responsibility for the session and felt the purpose met the criteria. The Clarion representative questioned which provision would cover the purpose and Williams answered, "matters which would tend to prejudice the character of an individual..." Bookey stated he felt Williams' purpose for the session fell under the umbrella of that clause. Williams again -assured council the purpose of the session had to do only with council interpersonal relationships, not city personnel. EXECUTIVE SESSION BEGAN: 7:25 P.M. (except Measles and Smalley) RETURN FROM EXECUTIVE SESSION: 7:29 P.M. Williams stated no executive session was held and no discussion took place. CITY MANAGER_ SEARCH: City Manager Ross referred to information forwarded to council for review from the work session held on January 13, i.e. notes from the session; revised essay questions, etc. Ross noted the scoring form was included on which those applicants who were requested to furnish additional information were listed in alphabetical order. KENAI CITY COUNCIL WORK SESSION JANUARY 27, 1997 PAGE 3 • suggested how to approach and conduct preliminary background and candidate interviews. Ross reported a binder would be available by the end of the week with the resumes and additional information included. He suggested council complete the screening of the applicants by the middle of February. At that time, an additional work session could be held to review the scoring and determine finalists from that part of the process. Ross suggested the future work session be scheduled when all members of council could be in attendance as they would be deciding on whom they would have background checks done. Upon completion of background checks, council could then decide whether they want to have on -site reviews. At that work session, they could also hone the interview questions. A work session date was discussed and council found there was no date in February at which all could attend. Thursday, March 6, 1997 was chosen as a work session date. The work session is to be held in the council chambers and begin at 7:00 p.m. It was noted the Parks & Recreation Commission meeting would have to be rescheduled to another site. Moore asked what the purpose was for applicants having to sign releases. Ross explained it was a good practice to have the releases signed in order to contact references and if visiting the applicant's town, to ask questions of the police chief, newspaper, etc. No changes were made to the sample interview questions or preliminary background interview questions which were included in the information given to council at the work session. BUDGET OVERVIEW= \, Finance Director Semmens`"diiiscussed and reviewed the City's General Fund revenues, General Fund expenditures, dkzficits, fund balance, capital and equipment reserves, undesignated fund balance ani5budget projections for the FY97/98 budget. Semmens distributed copies of graphs to eni:ance his presentation. Semmens referred to the information included regarding COLA and health insurance projections. He noted he projected the. health insurance costs to increase from six to eight percent (approximately $30,000). \Also the City's PERS contribution would be • KENAI CITY COUNCIL WORK SESSION JANUARY 27, 1997 PAGE 4 increasing approximately 14% ($32,000). Semmens noted however, the contribution continued to be well below the average rate of 10.5% (the 6.3%). City's PERS City is paying Swarner asked if Semmens was aware of Blue Cross intentions as far as HMO's, etc. Semmens stated he thought they were probably trying to line up HMO's. Swarner suggested the City could go out to bid and choose a different provider and suggested the city discuss with Blue Cross their intentions. COMPREHENSIVE PLAN: Ross asked council if they wanted to request the Borough to set aside $30,000 in their budget to cover the costs of the city's next Comprehensive Plan update as they had done for the City of Soldotna. Council stated yes. BUILDING MAINTENANCE: • Ross stated he had requested a square foot assessment on buildingmaintenance for the e Airport and General Fund buildings. Also, he is considering requesting a fund transfer from Airport to General Fund to strengthen the maintenance budget. BUDGET -FORMA T: Ross reported he will approach department budgets by looking at the prior three years for average expenditures. He explained, because of last year's transition it would not be a good year for comparison. Also, the format of the new budget will be like those prepared in past years. CITY-WIDE COMPUTER NETWOR P A11j; Ross reported he would also be requesting a transfer of funds in the near future to contract with a consultant to investigate a network plan, records assessment network so a knowledgeable RFP may be written. COMMISSIONS. COMMITTEES AND AQMS: Ross stated he would report to council an assessment of staff time, etc. needed to staff commission/committee meetings, both minute -taking and advisory to commissions and committees. This effort would be made in order to consider whether more of the minute -taking responsibilities should be contracted out, effects of comp. time to services, . etc. • KENAI CITY COUNCIL WORK SESSION JANUARY 27, 1997 PAGE 5 CUNNINGHAM CABIN: Ross reported he had requested City Engineer La Shot to investigate the possibility of moving the cabin and what time frame would be required. Ross stated, he would like the move to be a budgeted item and include the costs in the upcoming budget for council's consideration. HUMAN RESOURCES POSITION: Smalley and Swarner noted their appreciation of the budget presentation made by Semmens. Swarner added, she strongly recommended the council consider the hiring of a Human Resources person. Ross stated that if council was interested in adding a personnel manager to staff, the position would have to be combined with other duties to make the position cost effective. One option would be to include safety with Human Resources and move the environmental/engineering technician back to what that position had been designed to do. Rd3ss added, if it was council's consensus, he would investigate the options. Swarner stated she would like the position to be combined with safety. Williams suggested the position could be combined ' p ned with an assistant city manager position, much like the apprentice position the City of Soldotna had a few years prior. He added, an assistant city manager could relieve some of the city manager burden. He suggested the cost of the position would be expensive ($60-70,000). Council requested Ross to investigate the possibilities. ANIMAL SHELTER: Ross reported to council he was considering going out for a second opinion with another architect in regard to design and cost of a new animal shelter. He added, he had concerns for the present project cost of 3,300 sf at approximately $600,000. He would be going forward with that request in a few weeks, after the proposed budgets were returned from department heads. BOR LANDS: Swarner asked what progress had been made with the lots adjacent to the golf course. Williams reported he had spent time on trying to trade lands for those lots, etc. last year. He believed nothing could be done. CAPITAL PROJECTS: Williams suggested strong consideration should be given to building a new maintenance - facility for which funding could be taken from the general fund and the airport fund (due to the use of the facility to maintain airport equipment). He also suggested a maintenance facilityand animal shelter could be ' combined as one capital project, but • KENAI CITY COUNCIL WORK SESSION JANUARY 279 1997 PAGE 6 funded through the airport fund, capital reserves and bonding a portion of the cost ($1.5 '11ion). He added, he would like to have a breakfast meeting with community business representatives to discuss the project and urge their support. He requested administration investigate the costs and financing of a full -service maintenance facility and animal shelter. Williams requested the information be brought to council in May, in order to consider placing the bonding request on the October ballot. PRESE ON: It was reported a presentation would be made at the February 5 council meeting in regard to the ARFF. ARBITRATION PANEL FINDINGS: Ross reported council could obtain a copy of the panel's findings from the City Clerk. PUBLIC COMMENTS: xplanation in regard to the $775,000 Vince O'Reilly - O'Reilly requested further e • projections and interest earned. Semmens answered, the interest was earned on the fund balances and tax payments, but largely on fund balances. Bob Peters - Peters asked if the fund balance would be spent until it was gone. Williams explained the general public would, at some time, want to pay more taxes to support the fund balance. However, council and administration work to protect the fund balance. LOBBYIST: Williams suggested foregoing hiring a lobbyist in the next budget and dedicate those monies to the Challenger project. ADJOURNMENT: • The work session ended at approximately 9:57 p.m. Notes prepared by Carol L. Freas, City Clerk s