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HomeMy WebLinkAbout1993-04-27 Council Minutes - Budget Work SessionP iI • r 0 KENAI CITY COUNCIL WORK SESSION APRIL 27, 1993 KENAI SENIOR CITIZENS CENTER 6s00 P.M. Monfor, Bookey, Williams, McComsey, Swarner, Measles and Smalley. Freas, Howard, Brown, Kornelis, McGillivray, Ernst, Graves, Morris, Burnett, DeForest, and Porter. MLIC PREBEN'1'= Sue Carter, Ron Malston, Ethel Claussen. DISCUSSION- 8- Brown referred to a memorandum distributed which shows changes made to the budget by Council at the previous budget work session. The notes from that work session were also distributed to council. Williams stated he was in Juneau last week. Williams stated he discussed the courthouse, Thompson Park project, and the possibility of a receiving funding next year to build a new animal shelter. Williams suggested council authorize eight percent (8%), or $25,000 for the design of a new facility. Next year, place the animal control shelter project on the Capital Improvement List. If the funding is made available, the design work will have already be completed. The CIP list will also include a request for $650,000 for the Thompson Park project. Williams also suggested money can be added for the well house if needed. Brown stated the budget already reflects $24,000 for design of a new shelter. Brown requested council take a consensus vote after each item in order that it will be easier for Freas and he to determine what the changes are. CONSENSUS VOTES Swarner thinks the design needs to be ready, and Smalley concurred. Nonfor said okay. MaComsey stated he objected, but also stated it wouldn't do any good. Williams suggested the shelter be designed with the idea in mind that it is a regional complex, used by out -of -Kenai persons. KENAI CITY COUNCIL WORK SESSION APRIL 271 1993 PAGE 2 Williams also suggested the shelter be designed to last 50 years and so that additional kennels may be added as needed. Kornelis stated they have already begun compiling drawings. Williams requested before the shelter is in its final concept, ' statistical data and projections be presented to council in order that they can understand fully the need for the shelter. AERIAL TRUCKS Williams stated he does not believe this is the proper truck and needs to be reviewed. Burnett stated he reviewed the item further. Burnett stated the 80 ft. truck can be purchased for the same amount of money as in the budget. The 80 ft. truck will definitely serve Kenai for the next twenty years. Burnett added there are 17 buildings in Kenai needing the gallons/minute amount of water this truck can provide. Smalley asked if other equipment can be modified to serve the purpose. Burnett stated the equipment now flows 3,500 g.p.m. and the engine is 22 years old. The engineer has been down for two weeks. The engine is not reliable, plus it does not serve the rescue needs required. The department needs overhead protection to protect the personnel. Williams stated the truck will cost $425,000. Williams stated the truck could be purchased now but not make the first payment for a year. Then the payment could be the entire cost in cash or a pay plan. Brown stated the interest rate would be six percent with this company on a five-year term. Monfor questioned since this particular truck is needed to protect the congregate housing, could some of the portion of rent money placed in the General Fund be used to help pay for the truck. Brown stated the extra'rental money now goes to the General Fund and could help pay for it. Williams asked Kornelis how much capital money will be left in the congregate housing project. Kornelis stated it is hard to tell at this point due to possible claims. Kornelis stated it should be known in a year. Williams suggested to proceed with the bid and take delivery and not pay for the truck until July 1 next year. By then there may be a better understanding of the money available from the congregate housing project. Williams added if it appears there will be capital money left, a request can be made to have it reappropriated. KENAI CITY COUNCIL WORK SESSION APRIL 27, 1993 PAGE 3 Smalley asked if there is a market for he thatthe trade-in Qiused truck. Burnett stated he received information this at value is not worth it. He will advertise it. Smalley asked if a used aerial truck couldsameamountof money be peett stated a used truck would cost almost and then there will be extra costs for required tests. Burnett stated this particular truck is not a twenty-year rig, but a thirty-year rig. McComsey asked what the amount of interest hwouldbe if the worked it truck is paid for in five years. Brown stated ehad not out. Brown added that it won't save any money. from future stated the only justification would be the benefit taxpayers. Brown stated no money will be saved by buying the truck on time. Brown added that he has not looked �ltoithoutbut penalty�sbut provision to pay off a time plan early without Burnett stated it interest would still be paid onthe l will take a year to build the vehicle. The payment on the lease purchase would not be due until one year after delivery, or in two years. Williams asked council if they were comfortable to have administration put the truck out bid. Williams minds.added 8urnettthey can change authorize the payment, and then their stated when the bid is awarded, the lease -purchase agreement entto will have to be signed. Brown guessed the truckbp id without an appropriation in this budget. Brown stated there will be an interest clause notfrom readthe thetime leasef delivery or when bid. Brown stated he has purchase agreement. Brown stated he has only seenasummary, but will get a copy of the agreement and ragain* CON8EN80ss PROCEED. GgIiTLRAT_O � Williams stated he spoke with tedstory he will haveregarding engineers power shortages, etc. Story sta check it out. Williams stated does Williamswant statedspend wants more $85,000 to purchase the generator. • of a justification. . KENAI CITY COUNCIL WORK SESSION APRIL 27, 1993 PAGE 4 DeForest stated she has many power fluctuations at the library as well. Kornelis is to get in touch with HEA and have them investigate the matter. CONSENSUS: NO PURCHASE OF GENERATOR. - I X__. x_-1 c..._ Burnett stated there will be a 30% cut in overtime pay with the fire marshal position filled. CONSENSUS: KEEP THE POSITION IN. McComsey asked if there are more rules and regulations. Burnett stated yes, they need someone to do the inspections. Williams spoke about state revenue sharing and municipal assistance. Brown stated he discussed that in his memorandum on Page 3. Brown added he spoke with Navarre's office and asked if the Governor can do a line -item veto on the revenue sharing and municipal assistance. The answer was yes. Brown stated he believes the Governor has 30 days in which to do it. Brown added, it's a judgement call. That's why he chose cutting the amount by 15%; it was in the middle. Swarner asked if the departments were charging enough for permit fees (inspections, water and sewer, etc.) Kornelis stated they are less than other places. Swarner suggested they revisit the fees and Kornelis agreed. Kornelis stated he has already discussed the amounts with others and have found that most communities charge more. Kornelis stated the water hook-up fee is $50.00 and the building permit fees depend upon the value of the building. The building permit fees are based on the building code. Williams stated he had been in city hall a number of times last week and tried to use all the phones. Williams stated he did not find any problem with any that he used. Freas stated replacement parts cannot be obtained or replacement telephones for the present system. Kornelis added his phone does not work correctly, as well as others in his department. • Swarner stated she did not like the expenditure, but knows there is a problem with the phones. • • • KENAI CITY COUNCIL WORK SESSION APRIL 27, 1993 PAGE 5 CONSENTSUS$ LEAVE THR PRONE SYSTEM IN. Smalley asked about an outright purchase. Brown stated he had not looked into it. This is a lease -purchase where one-half of the rental goes to the purchase. Measles stated that the purchase of a new system would cost approximately $50,000. Brown stated he could work up the numbers. The lease/purchase is like that of the Public Safety building. . _��:!k _i CONSENSUS: STAYS IN. Agreed at previous work session to leave it in. PUZO L RFCREATIO LMPLO SS s Council authorized the increase at the previous work session. CONGR MN RM-1xa WILIT=SS t Monfor stated there are many of the congregate housing renters that use the Senior Center facilities every day. Monfor would like some of the extra rental money which is placed in the. General Fund to be used to pay for the utilities for the Senior Center. Utilities are now paid with grants. Grants are becoming harder to get. Porter stated $11,000 for utilities have come from grants and the remaining from the General Fund. Brown stated the Senior Center costs are paid through different funds than the General Fund. Money cannot be put in the General Fund to be used to pay Senior Center costs in another fund. Porter stated she is estimating utilities for next year to be' $15,600. Monfor stated she would like to earmark some of the money to pay for utilities from the excess rent funds. Monfor added the Senior Connection purchases many things for the Center so that the City does not have to bear the cost. Monfor added the United Way grant is shrinking due to have to share the amounts with other centers. Monfor stated it is a city -owned building. There is revenue from people using the building. Monfor asked how the extra rent money can be used to pay the utilities. KENAI CITY APRIL 27, PAGE 6 COUNCIL WORK SESSION 1993 Brown stated people now living at congregate housing were using the Center before the housing was built. Porter stated she expects a cut of funds from United Way and the OAC as well (approximately $9,000). Porter stated she is asking the City to pay the utilities for the Center like all the other city -owned buildings. Porter added Brown did approve another employee and they get busier all the time. Porter added to maintain the programs at the Center, they needed another employee. The Senior Connection is paying for one-half of the cost of that employee. C0NSEN8981 MAKE A LINE ITEM IN THE BUDGET FOR UTILITIES AT THE SENIOR CENTER. lJ ; _ AIA4. __ i_ �z Williams stated $180,000 is needed for a new telemetry system, including at least $10,000 for an exploratory well, and $97,000 for other capital items. Williams suggested the hook-up rates for water and sewer be raised to $100 each. Williams also proposed a 10% rate increase for water and sewer rates. Swarner and Monfor objected. Kornelis stated a new sewer cleaning truck will cost $240,000, There is $150,000 in the budget and he has received a price of $182,000 for a 1992 demonstration model. Kornelis estimated the need at $200,000. Swarner asked if the present truck will be usable for this season. Kornelis stated the tank leaks. It takes a year for a new truck to be built. Kornelis stated if it is bid in July, it will be next summer before it is received. This is a heavily used piece of equipment. Brown stated the balance of the fund to be $690;000. Williams stated they are calling for nearly $400,000, i.e. $1,193,000 v. $1,197,000. Estimations for 1993 and 1994 are $1,193,000 and $1,197,000. Williams stated the fund will be broke in two years. Monfor asked if the truck needed to be paid for before it is built. Williams suggested either increase the revenue by 10% or eliminate the telemetry system. KENAI CITY COUNCIL WORK SESSION APRIL 27, 1993 PAGE 7 Williams stated he would prefer raising the rates now and hold off on the telemetry system until the bid is let for the system. If they hold off on the telemetry system, they will have two years to raise the cash or instead of asking for $580,000 on the CIP list ask for $1,000,000 to include the telemetry system. Monfor stated she has spoken with a number of Thompson Park people and they are now concerned about the assessments for the property. Monfor stated she believed another town meeting is needed prior to getting the money. Williams stated they were told what their assessments would be. Monfor stated the property values have raised since then. Williams stated the property is not being assessed on the basis of the cost of the trunk line. Monfor stated she told them that, but they still want a dollar amount. Kornelis stated the 25% (assessment) includes improvements on the lots. Brown stated the law is the assessed value is 25% of the fair market value after inclusion of the �`' improvements. Monfor stated that is why the property owners are becoming concerned. Williams stated the whole thing needs to be reviewed. Measles stated if the property owners do not want to pay the assessed cost, the city should not spend the money. It was determined that council should revisit the project as to the cost to the people based on these discussions. Williams again stated he believed the water and sewer charges are needing to be raised by ten percent, which will pay for the telemetry system for next year. Kornelis stated the $185,000 is for more than the telemetry system. The telemetry system is $75,000. The remaining costs are for level sensor transducers and repair of panels. They cannot get parts to replace faulty ones. Some of the panels are in bad shape. Williams asked if the panels could be replaced this year and the telemetry system next year. Kornelis stated they could be, however, the cost will be more. Measles suggested raising the water and sewer rates to $50.00 including sales tax. Williams stated that could not be done due to different costs for metered premises. Williams stated a 10% increase will raise $240,000. 0 Williams suggested adding in $10,000 for an exploratory well. KENAI CITY COUNCIL WORK SESSION APRIL 27, 1993 PAGE 8 CONSENSUS: RAISING OF WATER AND SEWER RATES: 10% RAISE - OKAY FROM BOOKEYv MCCOMSEY, WILLIAMS. 20% RAISE - OKAY FROM SWARNBR, SMALLEY AND MEASLES. NO - MMONFOR, 20% raise in water and surer rates, including money for exploratory well. Discussion followed regarding the drilling of an exploratory well. Measles suggested drilling a test bore in an existing well. Kornelis stated he has heard the farmer well driller went through clear water and went deeper because he was being paid by the linear foot. Kornelis suggested drilling an exploratory well next to the existing well house and monitor it closely and test all the levels of water as they go through it. Williams stated the council has agreed to raise the water and sewer rates 20% and drill a test well. Williams asked about the procedure for the telemetry system. CONSENSUS: BOOKEY SUGGESTED TO WAIT UNTIL NEST YEAR. KORNSLIB STATED THEY HAVE LIFT STATIONS GOING DOWN ALL THE TIME. WILLIAMS STATED IF SOMETHING NEEDS TO 92 REPLACED IN THE MEANTIMBp COME AND SEE THE COUNCIL, HOLD OFF ON THE TELEMETRY SYSTEM. 1980 Debt: Brown stated he believes the Council wants to do this as the interest rate is 8% and $220,000 will pay off the debt in full. Brown added he has a draft ordinance ready. Brown stated to realize that $220,000 is a large amount of money and it comes out of the General Fund balance. CONSENSUS: OKAY, Lease Caps: Brown stated a change is in the budget for the General Fund payment to the airport for leases. Kenai Bicentennial Visitors i Cultural Center: Ron Malston made an update presentation for the KBVCC (a copy is attached). Carter stated their budget is $130,000 and $75,000 comes from the City of Kenai. Carter added the Board is asking for an additional $208000 in order that they will have another full year to pursue funding. KENAI CITY COUNCIL WORK SESSION APRIL 27, 1993 PAGE 9 Monfor stated she was concerned about the $5,000 removed as the Bureau donation. Monfor stated that money is used to promote bringing conventions here. Monfor added they don't care about the $3,000 for supplies, Bookey added the Bureau cannot continue on with what they are doing without the $5,000. Williams requested the $5,000 be put back in to boost the amount to $88,000. CONSENSUS: POT THE $5,000 BACK IN. Measles asked that the $5,000 be placed in with the Visitor Center budget. Kenai Peninsula Cauauss Williams requested the Caucus dues be added by in. Williams stated the Caucus President, John Torgerson, while in Juneau, lobbies for the Caucus as well as for the Assembly. Smalley stated the Council would have to rescind their former action. Measles stated if they approve this in the budget, they are not approving it to be spent until January. Williams stated the majority of the Caucus' work went into getting the AML conference in Kenai. Swarner stated she did not believe it was the Caucus, but the work of the Assembly to get AML here. Measles stated if the Assembly and others are doing their jobs, they don't need the Caucus. Measles stated he felt that last year and will next year. McComsey stated he thought the Caucus was good when it began, but now believes they are mostly interested in "I, I, I..." Williams suggested putting the $1,00o for dues in for 1994 and he will bring Torgerson and Underkofler to council to talk about the Caucus. Measles stated he does not want to hear from them. Measles added that if the Williams, as mayor, cannot convince the council, people from Soldotna will not be able to convince them. Swarner stated she did not want to hear from them either. Williams stated the Caucus did a resolution in support of congregate housing. Swarner stated they did not lobby for it. Williams stated the resolution was lobbying. They don't know if it helped or not. CONSENSUS: NO CONS EN6U8. • KENAI CITY COUNCIL WORK SESSION APRIL 27. 1993 PAGE 10 Lobbyists Williams asked fo Williams stated Reed has been regarding the animal shelter corporation for the ice rink. manager, they need someone in etc. CONSENSUS: LEAVE IN, r the lobbyist to be left in. very involved this year in and working through the Pepsi Swarner stated with the new city Juneau to introduce him around, Christmas Party: Swarner stated it should be left in. Brown stated there is no money. : CONSENSUS: LEAVE IT IN. Peninsula Winter Dames: Monfor requested it be taken out. Smalley agreed, but requested that $100 be donated to the Kenai Alternative High School for their graduation party. CONSENSUS: REDUCE THE PENINSULA WINTER GAMES TO 200; GIVE $ ALTERNATIVE SCHOOL $100 FOR GRADUATION PARTY; AND GIVE ALPAR AN ADDITIONAL $1000 RAISING THEIR DONATION TO $500. AML Conference: Williams stated in discussions regarding the AML Conference coming to Kenai, it was decided that funds normally spent for transportation to the conference in Juneau instead go to the support of bringing the conference to Kenai. Homer, Seward, Soldotna, etc. have agreed to $6,000. Williams stated the amount budgeted is only $4,000. Freas stated she based her estimate for travel to Anchorage for the conference. Williams suggested boosting the $4,000 to $6,000. Swarner stated to leave it at $40000 and take the rest out from somewhere else. CONSENSUS: ?????? -- SMALLEY STATED TO CHANGE TEE HIGURB#, BUT THAT DOES NOT MEAN THAT IS WHAT THEY WILL BPEND. MEASLES STATED TO TAKE IT OUT OF MISCELLANEOUS. RDC: CONSENSUS: TAKE IT OUT. Discussion went back to the legislative transportation. Brown asked if council was leaving transportation alone. Brown also asked if Kenai is committed to $6,000 to AML. Williams stated council said to leave the amount at $4,000. Brown asked if $4,000 is to be moved from transportation to miscellaneous. . KENAI CITY COUNCIL WORK SESSION APRIL 27, 1993 PAGE 11 Brown stated the $4,000 can be transferred by resolution later or done now. Williams stated to leave as it is now and transfer it out if it is needed. Attorneys CONSENSUS: NO CHANGES. City Manager: Swarner suggested some things they must think about, i.e. a car, new carpet for his office. Smalley suggested maybe a computer. Measles suggested waiting until after speaking with the candidates. Brown discussed the car use with Council. Brown stated the city has not been following the IRS regulations. Brown stated the city vehicle is to be used for city business only. Any other use, the user is to keep a log and is then to be taxed on the fair market value of the vehicle. On Brighton's car, they were taxing him for $3.00 per day. Brown stated he should have been taxed $3,000 a year. Discussion followed regarding the use of city vehicles v. car allowance. Williams suggested all city vehicles be auctioned. Measles stated there is only the city manager's vehicle that falls into the category Brown was discussing. The City Engineer, Parks & Recreation, Public Works, etc. vehicles can be parked at the shop at night. Brown added fire and police vehicles are an exception. Ernst's truck is left at the airport. Brown stated a car allowance is cleaner. Brown suggested they negotiate the salary with the new city manager and the car allowance is one of the bargaining chips. Porter stated that if that happens, she will have to find more money to fund her car use for the Center. Swarner stated she would have to park the car at night and use her own vehicle to and from work. Measles stated the city manager's vehicle is the only personal use vehicle. Williams stated a policy should be instituted for charging for personal use. Brown stated if the vehicle is used only for commuting, it can be $3.00 per day. McGillivray asked if he was called out at night, would he have to drive his personal vehicle to the shop, pick up his truck to drive to the Recreation Center, and then drive back to the shop to pick up his personal vehicle? Graves stated private business does that all the time. • KENAI CITY COUNCIL WORK SESSION APRIL 27, 1993 PAGE 12 Kornelis stated he needs to be in radio contact with dispatchers all the time. Swarner stated he could use a portable radio.. Measles stated to Brown to get the city legal. Brown stated we are legal if the vehicle is used for commuting. He is addressing the issue if they want to purchase the city manager a vehicle and if they do, let him know he will be taxed heavily on it. Williams stated to do it right up front. Williams stated it is cleaner to give a car allowance. Finances Swarner questioned the cost for computer hardware. Brown stated it is maintenance costs. CONSENSUSs NO CNANaBB. City Clerks Swarner questioned the computer costs at $500. Freas stated that amount is for repair and maintenance. Swarner questioned the $650 for AML costs. Freas stated she based that +� amount on travel to Anchorage for the conference. Williams questioned the leave time amounts listed in the budget. Brown explained them. CONSENSUS: NO CBANGES. Non -Departmental: CONSENSUS: NO CBANGg. Planning 6 Sonings CONSENSUS: NO CnNGE. Polices Swarner asked why the miscellaneous amount was raised. Morris stated it was for the cost of training. Amounts paid by the state are being eliminated. It costs appropriately $5,0o0 per officer for training. Morris added there are 16 positions in the police department. One sergeant position has not yet been filled. McComsey questioned the need for the position. Brown stated he believes the position gets out in the public and talks with the kids. The position has a lot of visibility and is a valued position. Morris added the position is assigned all the child abuse cases, the D.A.R.E. program, and works with both high school and grade schools. Smalley stated he has seen this is position promote a real good attitude between the department and the school. 0 KENAI CITY APRIL 27, PAGE 13 COUNCIL WORK SESSION 1993 Morris stated that if this position is not filled, the priorities cannot be maintained. Brown added it could cut back on patrol and that is a high priority. Monfor stated she is not willing to cut anyone from the police department. Bookey stated he was not either. Smalley stated based on the individual running the department, the position should be filled. Williams questioned whether the position needs to be filled. Brown stated the public safety is definitely a priority. Williams stated the department needs to do a lot of public relations work as he has received many complaints about the police department. Smalley stated he has never received any complaints. Measles stated he has never received any complaints either. He has heard from people in Soldotna that the Kenai Police Department is very professional, etc. Measles asked Williams what the specific complaints were that he received. Williams stated the manner in which citations are issued to people parking in handicapped parking areas. Williams stated he believes they give selective enforcement. Williams stated he will visit with the chief personally about the other complaints he has had. Discussion continued. Measles stated that once the new city manager comes on there will be no more of council or mayor going to department heads to discuss their department's work. Williams stated he would take that under advisement. Measles stated if advisement does not work, it will be a council directive. Fire: CONSENSUB: NO CBANGB. Communication: Morris stated maintenance costs are up due to computer line charges and radio maintenance contract costs. McComsey asked if there was a dispatcher who did not do shifts at the radio. Morris explained the duties of the dispatch supervisor. Swarner questioned the $1,400 for purchase of typewriters. It was explained that the computer printers are not impact printers. Typewriters are used for various forms needed by the court, etc. CONSENSUS: NO CMNOBB. Animal Control: KENAI CITY COUNCIL WORK SESSION APRIL 27, 1993 PAGE 14 CONSENSUS: NO CBANGSB. Public Works Administration: Kornelis stated he was traveling to a construction management and claims control conferences. CONSENSUS: NO CHANGEB. Shop: Kornelis stated transportation in the department is for employees to travel to Oshkosh classes in order to maintain some of the new equipment. Williams reminded council they cut the $88,000 for the new generator. CONBENSUS: NO CHANGES4, 8treetes Brown referred to page 9 of his memorandum regarding dust control, i.e. no funding to budget for dust control. Brown added there will be a proposal for the next council meeting in regard to paving Haller, North Gill, McKinley, etc. CONBBNSUB: NO CHANG$8. Buildinges CONSENSUS: NO CNUGEB. street Lights: : NO CHANGES. Library: CONSENSUS: NO CHANGES* Museum: : NO CHANG$8. Recreation: CONBBN8O8: NO CHANGES. • 11 • KENAI CITY COUNCIL WORK SESSION APRIL 271 1993 PAGE 15 Parks: Williams discussed additional funds for a fire ring by the Chamber. Measles stated he believed they should do it, but not at the cost of $4,000. Monfor suggested that this is a project for a volunteer service organization. Bookey stated they could use his parking lot again. McGillivray described the fire ring LaShot designed. It includes a double wall so that it may be used as a flower planter in the summer. Discussion followed. Kornelis is to find out the cost for a 13' and 8' concrete culvert and how much to get them to • Kenai. They could be placed and used as a fire ring. Williams stated he had LaShot design a sidewalk at the T-33. Williams added that $6,700 has been spent to date. He has not talked with any of the veteran associations, but believes they will do the work. Williams stated he estimates the cost at $9,000. Williams stated he may come back to council and ask for $2,000. Measles stated that would be acceptable if the fire pit costs only $2,000. Beautification: Discuss at next work session. Set for Monday, May 3, 1993 at 6:00 p.m. at the Senior Center. Council scheduled a formal interview with Mr. Manninen for Thursday, at 2:00 p.m. in the Council Chambers. Williams requested department heads attend. Monfor asked after the interviews and a person has been chosen, what is the next step. Council discussed a salary range. Council decided the salary could be negotiated, but their first offer will be $78,000 to start. Brown stated he would leave the city manager budget alone at this time. Council discussed travel expenses. Measles stated they offered a sliding scale to Brighton. Measles estimated a moving cost from Michigan around $16,000. Measles stated he believed the moving expenses could be a negotiable item. KENAI CITY COUNCIL WORK SESSION APRIL 27, 1993 PAGE 16 Council discussed a contract. Measles stated they started with a three-year contract with Brighton. Swarner stated there should be six-month probationary time included. Measles stated that area gets complicated. Measles stated if he leaves or fired for cause, he could be reimbursed for a portion of the moving expenses. Measles added it is hard to prove cause and would probably have to move the person back as well. Graves stated if the city pays for transportation and moving expenses here, they may have to pay to send him back if they terminate him. Measles stated if the city terminates him or he retires, the city pays. If the person terminates himself, he pays. Measles suggested a signing bonus and then no moving costs would be paid. Graves stated there is a danger if he is terminated as the court may argue the money is for moving expenses. Graves added they could argue it in court. Measles added if the person leaves for medical reasons, it is his choice. Williams suggested $10,000 moving allowance be offered for Michigan and $7,500 for Oregon. Council discussed the contract. A three-year contract was suggested. Measles stated if council did not like him after 18 months, he could be bought out. Brown stated Graves received a model ICMA contract for city managers. Graves stated a probationary clause can be in the contract and a buy-out clause. Williams stated background checks will need to be made. Williams stated he has discussed this with the newspaper and asked if they could check newspapers in both the towns. Freas was asked to call Ashley Reed regarding a computer file service that does background checks. NM SESSION BCREDULED: A work session was set for May 10, 1993 at 6:00 p.m. in the Council Chambers to decide on a hire. Graves stated the law states that the council must go into executive session when discussing personal characteristics, etc. However, an executive session must be moved into from a regular meeting. Monfor asked if council had a plan regarding background checks. Swarner stated she will be calling persons she knows and a city . KENAI CITY COUNCIL WORK SESSION APRIL 27, 1993 PAGE 17 manager group. Williams suggested paying Ashley Reed to do a background check or Emily can through the library computer. Swarner stated she will host a potluck on both Saturday, May 1 and Saturday, May 8 for the applicants. The work session adjourned at 10:22 p.m. Note tran�scrriibed and presented by: ,arol L. Freas, (5/2/93) 0 0 r^� • KENAI VISITOR & CONVENTION BUREAU REPORT TO CITY COUNCIL FY 1992.1993 MR. MAYOR & MEMBERS OF COUNCIL: It is our pleasure to present the first year operational report for the Kenai Bicentennial Visitors & Cultural Center and an update on visitor and meeting/convention activities. This report will cover the period from April 1992 through April 159 1993 and will present a synopsis of our activities. I. Since our opening in April of 1992, we have hosted over 51,431 visitors through the Center. in addition, our visitor staff has responded to 6,083 mail and telephone inquiries. Over 1,100 school children have scheduled field trips to the Center for whom our staff provide specially prepared "educational aids that assist in the teaching of Kenai's rich and diverse history. II. The Bureau has one position designated to assist and solicit meeting and convention planners. At present, we have participated in the planning process for the recently held American Legion/Western District Conference and the Moose Lodge spring conference which brought over 500 delegates into the Kenai area. in addition, we are working with the upcoming Alaska Peace Officers Association May meeting which will host over 300 persons, the Alaska Association of Fire & Arson Investigators conference the first part of May with. over 100 persons attending and the Alaska State Dental Association meeting to be held in August and anticipate an attendance of 150+. In 1994, several meetings are pending with confirmation of the Lions Club International meeting in May with 450 persons expected to attend and a confirmed meeting In August of the Alaska Rural Electric Cooperative Association with an attendance of 200. In addition, our meeting/conventlon coordinator is making personal contacts with major Industry and businesses locally, r Anchorage and In -state to work with groups and organisations to schedule their next meetings, seminars, at al In Kenai. We leave a portfolio of information that Includes data on hotel/motels, bed and breakfasts, etc. We are finding that the personal contact Is proving very successful and have many pending meetings in the planning stages. Also, this department has completed an in-depth survey of bed and breakfasts In the area which has never before been done and provides much -needed Information on the exact number of beds available in the Kenai. area. I i I . We are In the process of the design and development of a new 4-color ad. Our advertising budget for this past year was $15,000 and we had ads in the following print media: • r Anchorage Visitors Guide Alaska Magazine, November "winter travel" Issue Alaska Airlines Magazine, January Issue State of Alaska, Vacation Planner THE MILEPOST Kenai ' Peninsula Tourism Marketing Council Vacation Planner Our printing budget of $10400 allowed for the printing of 109000 KENAI brochures, the design and printing of a new "downtown area map", the up -dating and reprinting of Inserts ::. for the portfolios which are distributed to travel agencies, tout operators, travel writers, convention inquiries and caravans. We also will be reprinting the "Recreational Opportunities on the KENAI", Hand out information on the History of Kenai, Eagles, Beluga Whales and other appropriate data for the visitor to the Center. A coupon booklet is being produced to entice visitors to utilize the businesses and services in our community. IV. Per our agreement with City administration, we have matched all funds derived from the City of Kenai. Prior to July I, 1992, our organization had raised $40,000 to provide funding for all office equipment, furnishings, tables, chalrs, podium, new exhibit and display cases, et al. During the period July 1 through present time, we have raised an additional $66,000 which has been used for the purchase of audio/visual equipment, a new sound system for the Center, a new commercial fishing display, computer equipment for signage In the museum, birds/fish display, additional wall mounted display units and a native culture display that is now in process. These monies are over and above our annual operating budget of $130,000 which is funded In part by the City of Kenai and matched by the Kenai Visitor & Convention Bureau. V. This past year, our staff has been directed to complete a personnel policy manual, prepare new policies for the day -to 16 -day operation of the facility, develop goals and objectives from each department, organizational charts and job descriptions, all of which have been completed. Staff Is also preparing a schedule to be completed this spring to physically visit each bed and breakfast and lodge to familiarize themselves and better market and promote the individual facilities. V 1. In less than one year's time, we have Increased our membership to 100 and will pursue additional memberships of those businesses Involved In tourism and visitor related services. Our staff recently participated in the Anchorage Sportsmen's Show and felt that exposure was very beneficial ois - ver 2,000 visitor guides and brochures were distributed during the show and over 500 membership directories given out as specifically requested. V I I. Currently, we are in the process of soliciting additional funding from the State of Alaska In the amount of $So,000 for the construction and design of a new sign for the Center as well as a computerized reader board to assist In our efforts in providing a community calendar service for our residents and those traveling through Kenai. Our staff visited each of our legislative delegation in Juneau In March and our request was well received. The foregoing has been a brief overview of some of our activities for the past year. Though we are Increasing our FY 1993-1994 budget by almost $20,000 to accommodate additional staffing, printing and advertising needs, we are asking for no Increase of funding allocation from the City. We sincerely appreciate the City of Kenai's support of our endeavors and activities. it is our hope that we are well on our way to the development of a. strong and successful tourism Industry for Kenai. Our focus and main objective Is to promote and market Kenai In a very professional manner and it is our belief that the results of our efforts are indicative of the success of our partnership with the City of Kenai. Our Executive Director, Sue Carter, is available to respond to any of your questions or suggestions. •