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HomeMy WebLinkAbout2010-05-24 Council Packet - Work SessionREMINDER: BUDGET WORK SESSION MONDAY, MAY 24, 2010 6:00 R.M. KENAI COUNCIL CHAMBERS REMINDER: BUDGET WORK SESSION MONDAY, MAY 24, 2010 6 :00 P.M. KENAI COUNCIL CHAMBERS *A LIGHT MEAL WILL BE PROVIDED PACKET ITEMS INCLUDED: BUDGET WORK SESSION MAY 24, 2010 6:00 P.M. KENAI CITY COUNCIL CHAMBERS a. 5/19/2010 T. Eubank Memorandum /Proposed Changes to FY2011 Draft Budget b. 4/19/2010 Budget Work Session Notes c. 4/20/2010 Budget Work Session Notes d. "Analysis of Council Work Session Directions /Discussions for FY 2011 General Fund Budget" prepared by R. Koch at request of Council. e. 5/21/2010 C. Freas Memorandum /Memorandum with requested additional information related to request to upgrade the Deputy Clerk position to a Range 9F (currently a Range 7) and be a full -time Deputy Clerk position in the Office of the City Clerk. f. Kenai Peninsula Food Bank Distribution Information (Submitted by Council Member Smalley). g. 3/30/2010 Kenai Senior Center Members /Petition Related to Benefits to Credit Card Use at Senior Center. i f From: Date: Re: KENAI, ALASKA To: Rick Koch, City Manager Terry Eubank, Finance Director May 19, 2010 Proposed changes to the FY2011 Draft Budget issued March 29, 2009. Since issuance of the FY2011 Draft Budget on March 29 a few changes have been made by the administration and a few changes have been directed by the Council as a result of Budget Work Sessions held on April 19 and 20 The total impact on the Draft Budget is a decrease in total expenditures of $79,618. The following is a list by fund of the proposed changes and their financial impact on each fund: SALARY SCHEDULE The incorrect salary schedule was included in the Draft Budget. Attached is the correct salary schedule adjusted for the proposed 1.100 cost of living allowance. There is no financial i to the Budget as all personnel amounts were calculated using the correct amounts. GENERAL FUND "WI/aye with a Past, Gi y with a Future FINANCE DEPARTMENT 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 Telephone: 907 283 -7535 ext 221 FAX: 907 283 -3014 Health Care Premiums All Departments Health Insurance premiums were originally projected to increase 15.00 Renewal rates were received on May 11, 2010 with premiums increasing only 6.80 The result is a reduction in total General Fund Expenditures by $78,915. $74,453 represents the reduction in health care premiums of General Fund Departments and $4,462 is a reduction in the amount necessary to fund the Senior Special Revenue Funds of the City. Legislative Council directed the administration to add $3,500 to Miscellaneous for the City of Kenai 50 Anniversary Celebration. Land Administration $15,000 for a Citywide Trail Study was inadvertently included in the budget twice. The Study was included in the Land Administration, Professional Services Account and also in the Parks Department, Professional Services Account. Elimination of this duplication will result in a decrease of $15,000 in total General Fund Expenditures. Non Departmental Subsequent to issuing the Draft Budget, the City received final billing from the City's Bond Counsel in connection with the issuance of the Library Expansion Bonds. The final invoice was $305 less than estimated making that amount available for debt service in FY2011 and reducing the transfer required by the General Fund for debt service. The effect will be a decrease of $305 in total General Fund Expenditures. The expenditure amount for PERS relief was incorrectly recorded in the Draft Budget. The actual amount is $71 higher than presented in the Draft Budget. The effect will be an increase of $71 in total General Fund Expenditures. Council directed the administration to increase the pay range for the Senior Center Director Position. This increase results in an increase to the General Fund transfer necessary to fund the City's Senior Programs of $2,137. PERS on behalf revenue was inadvertently omitted from the prior budget draft in the Senior Title III Fund. Inclusion of this funding reduces the General Fund transfer necessary to the fund by $9,540. Police During preparation of the personnel budget for FY201.1, one Seasonal Employment Officer was inadvertently omitted from the budget. The cost of this position with benefits is $7,846. The effect will be an increase of $7,846 in total General Fund Expenditures. Streets Department The Equipment Replacement Fund payment for the Elgin Street Sweeper purchased in 2008 was mistakenly omitted from the Draft Budget. The annual payment for this piece of equipment is $7,608 and will increase total General. Fund Expenditures by that amount. Total impact on the General Fund by these changes will be a decrease in total expenditures by $82,598. WATER SEWER SPECIAL REVENUE FUND Health Care Premiums All Departments Health Insurance premiums were originally projected to increase 15.00 Renewal rates were received on May 11, 2010 with premiums increasing only 6.80 The result is a reduction in total Water Sewer Special Revenue Fund Expenditures by $6,548. AIRPORT SPECIAL REVENUE FUND Health Care Premiums All Departments Health Insurance premiums were originally projected to increase 15.00 Renewal rates were received on May 11, 2010 with premiums increasing only 6.80 The result is a reduction in total Airport Special Revenue Fund Expenditures by $5,010. Terminal Central Administrative Charges were overstated by $300 in the Draft Budget. The effect will be a decrease in total fund expenditures by $300. Airfield Central Administrative Charges were overstated by $1,100 in the Draft Budget. The effect will be a decrease in total fund expenditures by $1,100. Administration Central Administrative Charges were overstated by $200 in the Draft Budget. The effect will be a decrease in total fund expenditures by $200. Other Buildings Areas Council directed the Administration to decrease Repair and Maintenance by $7,500 and increase Machinery Equipment for the replacement rather than repair of the Float Plane Basin fueling station. The result is a net increase of $12,500. Total impact on the Airport Special Revenue Fund by these changes will be an increase in total expenditures by $5,890. SENIOR CITIZEN TITLE III GRANT SPECIAL REVENUE FUND Health Care Premiums All Departments Health Insurance premiums were originally projected to increase 15.00 Renewal rates were received on May 11, 2010 with premiums increasing only 6.80 The result is a reduction in total Senior Citizen Title III Grant Special Revenue Fund Expenditures by $3,414. Council directed the administration to increase the pay range for the Senior Center Director Position. The result is an increase in payroll and benefits of $1,864. Total impact on the Senior Citizen Title III Grant Special Revenue Fund by these changes will be a decrease in total expenditures by $1,550. SENIOR CITIZEN SPECIAL REVENUE FUND Health Care Premiums Health Insurance premiums were originally projected to increase 15.00 Renewal rates were received on May 11, 2010 with premiums increasing only 6.80 The result is a reduction in total Senior Citizen Special. Revenue Fund Expenditures by $1,048. Council directed the administration to increase the pay range for the Senior Center Director Position. The result is an increase in payroll and benefits of $286. Total impact on the Senior Citizen Special Revenue Fund by these changes will be a decrease in total expenditures by $762. CONGREGATE HOUSING ENTERPRISE FUND Health Insurance premiums were originally projected to increase 15.00 Renewal rates were received on May 11, 2010 with premiums increasing only 6.80 The result is a reduction in total Congregate Housing Enterprise Fund Expenditures by $339. Insurance was overstated by $200 in the Draft Budget. The result will be a decrease in fund expenditures by $200. Council directed the administration to increase the pay range for the Senior Center Director Position. This increase results in an increase in payroll and benefits of $717. Total impact on the Congregate Housing Enterprise Fund by these changes will be an increase in total expenditures by $178. CAPITAL PROJECT MANAGEMENT INTERNAL SERVICE FUND Health Insurance premiums were originally projected to increase 15.00 Renewal rates were received on May 11, 2010 with premiums increasing only 6.80 The result is a reduction in total Capital Project Management Internal Service Fund Expenditures by $970. Revenue from State of Alaska PERS relief was understated by $3,755 in the Fund. The result will be an increase in fund revenue by $3,755. The expenditure for leave was mistakenly calculated using the modified accrual basis of accounting. This method is used for all other funds of the City that have personnel costs. The correct method for an enterprise fund is full accrual The result of this change is an increase in leave expenditures and associated benefits by $6,742. The result will be an increase in Fund expenditures by $6,742. Total impact on the Capital Project Management Fund is an increase in revenues by $3,755 and an increase in expenditures of $5,772 or a net change of $2,017. A net change of $2,017 equates to a change in billing rate from $85.52 per hour to $86.69 per hour for the Fund's services. As a result of the billing rate increase, the overall charge for services increased $2,017. Council present: Council absent: Staff present: Also present: INTRODUCTION The work session was opened at approximately 6:00 p.m. with a brief statement from City Manager Koch, noting there was a mill rate reduction of .15 in the proposed budget; currently there was a General Fund surplus of approximately $200,000; the draft budget did not include three firefighter positions (and application for grant funding had been submitted that would pay for the positions for two years if grant funding was not awarded, the budget would need to be increased by approximately 5275,000 5300,000, leading to a 570,000 deficit); and, there was a 15% increase in health care included. OVERVIEW Finance Director Eubank presented an overview of the draft budget, provided a handout of his presentation and a memorandum indicating changes from the FY 2010 budget, etc. BREAK TAKEN: 7:14 p.m. BACK TO ORDER: 7:23 p.m. BUDGET REVIEW KENAI CITY COUNCIL BUDGET WORK SESSION APRIL 19, 2010 KENAI COUNCIL CHAMBERS 6:00 P.M. MAYOR PAT PORTER, PRESIDING NOTES P. Porter, B. Eldridge, J. Moore, M. Boyle, R. Molloy, H. Smalley and R. Marquis None City Clerk C. Freas, W. Ogle, M. Bondurant, R. Craig, M. Joiner, B. Frates, G. Sandahl, M. Tilly, R. Koch, T. Eubank, K. Stearns Student Representatives M. Johnson and H. Coffman Council reviewed the City Manager's suggested changes in staffing which were included in his budget memo. IT manager w/ salaries and benefits no objection Animal Control /seasonal employee no objection Streets /Airport /Reclassification of lead operator no objection Library Director /Range increase no objection Senior Center Director /Range increase request by mayor /no objection Planning Zoning, Administrative Assistant II /Reclassification to Range 10 Qualification Pay /Certified Municipal Clerk designation no objection COUNCIL BUDGET WORK SESSION APRIL 19, 2010 PAGE 2 City Manager /Reclassify Administrative Assistant III to "Assistant to the City Manager no objection Police /Extend seasonal officer position no objection Request was made to include change of Deputy Clerk position to full time more information /justification was requested. Review of department budgets: Clerk No change. Visitor Center No changes. Legislative Revisit Economic Diversity Ad Add $3,500 for 50th anniversary events no objection Request to add $5,000 Food Bank donation denied Legal No change. City Manager No changes. Finance No change. Land Administration No changes. Non- Departmental No changes. Planning Zoning No changes. Safety No changes. Police No changes. Fire No changes. Communications No changes. Animal Control No changes. Public Works Administration No changes. Shop No changes. Streets No changes. COUNCIL BUDGET WORK SESSION APRIL 19, 2010 PAGE 3 Buildings Request to include $90,000 in the budget for a wind turbine project (grant funds could be acquired). Comments included waiting to see if the firefighter positions would be grant funded; support for including a project, but not site specific; a project to debate; support, with data to support it; and, discuss further at next work session after receiving additional information. No changes (discussion to follow regarding wind turbine project inclusion) Street Lighting No changes. Library No changes. Recreation No changes. Parks No changes. Request to include funding for a comprehensive study of city parks (requested by Parks Recreation Commission), including pocket parks, neighborhood parks, retirement of parks, etc. Comments included: Funding was included to work with the public and Commission to develop a large playground, but was not site specific. A park comprehensive plan could be done by staff. Suggestion to have an employee certified to install playground equipment better liability protection for the city. Beautification Suggestion to move the $300 noted for brochure and put into purchase of flowers no objections. No changes. Boating No changes. Water /Sewer Water No changes. Water /Sewer Sewer No changes. Wastewater Treatment Plant No changes. Airport No changes. COUNCIL BUDGET WORK SESSION APRIL 19, 2010 PAGE 4 Terminal Discussion took place related to request of Airport Commission to have the fuel dispensing system at the float plane basin upgraded at a cost of $25,000 no objections. Concern there was not sufficient qualified personnel for snow removal in the winter months. It would require a permanent part -time seasonal position for winter months at a cost of $43,000 with benefits and would save $9,200 of overtime The position would be full -time during the winter months. Item to be revisited at the April 20, 2010 budget work session. The work session ended at 9:00 p.m. Notes prepared by: 0..s Carol L. Freas, City Clerk Attached are the following items: KENAI CITY COUNCIL BUDGET WORK SESSION APRIL 20, 2010 KENAI CITY COUNCIL CHAMBERS LAYDOWN INFORMATION 4/19/2010 Budget Work Session Notes Deputy City Clerk Position Reclassification Information Wind Turbine Project Alaska Energy Authority Weather Station Wind Resource Summary for Kenai, AK article and email of Nadia Daggett, Alaska Wind Industries Alaskan Wind Industries Information Packet Continued review of department budgets: Streets, etc. o changes. Capital Management No changes. Permanent Funds No changes. KENAI CITY COUNCIL BUDGET WORK SESSION APRIL 20, 2010 KENAI CITY COUNCIL CHAMBERS 6:00 P.M. MAYOR PAT PORTER, PRESIDING Council present: R. Molloy, M. Boyle, R. Marquis, J. Moore, B. Eldridge, P. Porter Council absent: H. Smalley Staff present: C. Freas, M. Bondurant, E. Hicks, R. Craig, K. Stearns, K. Lyon, B. Frates, W. Ogle, M. Joiner, T. Eubank, R. Koch, M. Tilly, and G. Sandahl The work session began at 6:00 p.m., continuing from the April 19, 2010 work session. Airport snow removal comments: No additional staff needed. Can be handled in house using staff from Concern expressed using staff from other departments could be a detriment to that department. It would not be a detriment to the other department. Concern taking resources away from staff on Streets would degrade the services in subdivisions. Would not degrade service to the streets, job sharing can be done with other departments as well, and by winter, will work out internal policies. Float Plane Basin fuel dispensing system comments: April 19 comments noted it would not be a significant amount to replace the system this year, however hoped to find a concessionaire. Change Replace the fuel dispensing system at the Float Plane Basin (estimated cost of $12,500). Debt Service Funds No changes. Council was asked if there would be objections to investigating putting the General Fund Permanent Fund into an investment vehicle. There were no objections stated. Building Maintenance Schedule Comments included: The city manager would be making some changes on the schedule in the near future; repairs were needed on all the city facilities; the purchase of asset KENAI CITY COUNCIL BUDGET WORK SESSION APRIL 20, 2010 PAGE 2 management system software was anticipated to assist in capturing all the cit assets; and, the software would automate the replacement schedule, etc. No changes. Senior Center New windows for the solarium were intended to be purchased from the current budget. No changes. Multipurpose Facility No changes. Recreation Center Comments included: Many repairs were needed, i.e. restrooms, walls, dirty, Teen Center repairs, etc. Concern there will be operational issues and regular monthly inspections may need to be planned. No changes. Street /Road Improvements comments included: Koch will make a list of the road condition survey available to Council. A work session would be held later in the year related to lighting projects (Central Heights and Mumson's Subdivision). No changes. Training Facility Comment included: Carpet in the staff area was needing to be replaced; Administration was investigating replacing the carpet with a different covering; and, Koch would provide an answer of how the replacement would be addressed before the budget goes before Council for consideration. Equipment Schedule Comments included: Desire to change how the amounts are collected; structure it so the true replacement costs (or 90 are captured. There is no inflation proofing for the Fund and it was not self sustaining as it is currently. No changes. Wind Turbine Information distributed to Council Members. Comments included: No S.N.A.P. program would be available through HEA. $90,000 would fund a project; grants are available for a portion of a project; and, pay back could take 7.5 years or less. KENAI CITY COUNCIL BUDGET WORK SESSION APRIL 20, 2010 PAGE 3 Changes No on adding Interest in moving ahead with including $90,000 in the budget for a project. Interest in including 520,000 for a study; depending on what study provides, then consider a. project and location for project. Favor to conduct a study first. No one at the table was qualified to discuss wind turbine projects; the report was biased; concern the Visitor Center site would be a tourist attraction; and, interest in funding a study first. A study would take a couple of months to get back from contractor. Support for exploring wind generated power. An 82' height would require a variance. The City needs to rely on expertise of someone with expertise to review the information and make a recommendation. Supports the concept and supports putting funds in the budget for a project at a later time based on a qualified engineering study. Funding for a study was included in the draft budget. The idea is being fiscally responsible; it was not a tourist attraction; and, Council makes a lot of decisions for which they are not qualified. 90,000 for a wind project. Senior Center Budget Comments included: In the future, more and more General Fund monies will be put in the Senior Center budget and that will be dangerous. Belief there was more to do that would be income producing. Administration was prepared investigate it. Building Repair Maintenance Comments included: Concern with 550,000 amount. Want to include enough to cover costs. Old Town Study Comments included: Legislative Budget Comments included: Suggestion Council consider having computers at the dais and do less paper packets, etc. for use by Council and commissions /committees. Administration was requested to investigate the issue. City Attorney should be included in the discussions as doing so could implicate lots of public record issues. The Clerk and IT person should be involved in the discussions. Daubenspeck Fund Comments included: Change references in the budget to identify Daubenspeck Fund. Administration would be investigating how to make it a fund on its own. With all the improvements provided by monies from the Daubenspeck donation, felt naming a park should be considered, i.e. the new soccer fields. KENAI CITY COUNCIL BUDGET WORK SESSION APRIL 20, 2010 PAGE 4 Suggestion to include $40,000 in the budget to have a study or plan done for development of Old Town. Reestablish the Townsite Historic Committee concurrently and include discussion /review of a study as one of its goals and objectives. BREAK TAKEN: 7:06 P.M. BACK TO ORDER: 7:12 P.M. awarded. Notes prepared by: Carol L. Freas, City Clerk Suggestion to wait until after it is learned whether the firefighter grant is Update of budget changes. Full -Time Deputy Clerk Position Request Additional information provided as requested. Comments included: Review of Clerk's justification for need to redirect the full -time split position to full time in the Clerk's Department. Scenario offered of replacing the split position in the Finance Department with a part -time, no benefits position. Request rejected by manager was based on his observation of Clerk's Office and he did not believe a full -time position was warranted. Should there be a Deputy Clerk. A half -time position without benefits would be hard to keep filled; the Finance portion of the position currently fills in for two others in the department; if approved, would need two full -time positions. Request to consider both positions. Request for cost infouuation to fund both positions. The projected revenue was an estimate and conservative. Suggestion to wait a year and add both positions or take money from other areas of the budget and balance. Suggested to wait until September when it will be known if the two firefighter positions are funded by grant and then have a budget review. Request to see the impact, including more information from Administration of costs to the budget if both positions are added (adding one full -time position and moving the full -time split position to full time in Clerk's Department). Include the Airport position in the cost information. Additional cost information to be provided to Council prior to the budget ordinance coming forward. Suggestion to hold another budget work session. Suggestion to hold another work session later. The work session ended at 7:54 p.m. Shared Deputy Clerk Dept. Ass't II Current Financial Impact FUND BALANCE FOR GENERAL FUND Deputy Clerk, 1/2 Time (7AA) Salary-GF FY2011 FY2012 Projected FY2013 Projected FY2014 Projected Manager's Proposed FY11 GF Budget* 219,585 52,234 (222,225) (283,734) Dept. Ass't II, 1/4 Time (7M) Benefits W &S 7,336.00 Sub -Total General Fund 129,918.00 Council Directed Changes 59,494.00 Sub -Total Water Sewer Fund 19,335.00 Increase Senior Director to Pay Range 18 1 (2,150) (2,215) (2,281)1 (2,349) Increase for 50th Anniversary Celebration L$ (3,500) (3,605) (3,713) (3,824) Council Directed Change in Fund Balance I 213,935 46,414 J (228,219) (289,907) Fire Fighter Positions (3) 1 (277,446) (285 769) I Change to General Fund Balance (63,511) (239,355) (228,219)1 (289,907) Create Full -Time Deputy Clerk Change Finance Dept Assistant 1I to full time (70,424) (72,537)1 (74,713) (76,954) Change to General Fund Balance (133,935) (311,892)1 (302,932)1 (366,861) Shared Deputy Clerk Dept. Ass't II Current Financial Impact Amount Deputy Clerk, 1/2 Time (7AA) Salary-GF 25,190.00 Deputy Clerk, 1/2 Time (7AA) Benefits -GF 14,969.00 Dept. Ass't II, 1/4 Time (7AA) Salary-GF 11,999.00 Dept. Ass't II, 1/4 Time (7AA) Benefits -GF 7,336.00 Dept. Ass't II, 1/4 Time (7AA) Salary W &S 11,999.00 Dept. Ass't II, 1/4 Time (7M) Benefits W &S 7,336.00 Sub -Total General Fund 129,918.00 Sub -Total General Fund 59,494.00 Sub -Total Water Sewer Fund 19,335.00 Full -Time Deputy Clerk Dept. Ass't II Financial Impacts Amount Deputy Clerk, Full -Time (9F) Salary-GF 49,608.00 Deputy Clerk, Full -Time (9F) Benefits -GF 29,829.00 Dept. Asst II, 3/4 Time(7C) Salary -GF 31,498.00 Dept. Asst II, 3/4 Time (7C) Benefits -GF 18,983.00 Dept. Asst Ii, 1/4 Time (7C) Salary W &S 10,500.00 Dept. Asst II, 1/4 Time (7C) Benefits W &S 6,438.00 Sub -Total General Fund 129,918.00 Sub -Total Water Sewer Fund 16,938.00 Net Budget Change It Full -I ime Deputy Clerk Full -Time Dept. Ass't II Replace Shared Deputy Clerk/Dept. Asst II Amount General Fund 70,424.00 Water Sewer Fund (2,397.00) Analysis of Council Work Session Directions /Discussions for FY 2011 General Fund Budget Includes changes per Finance Director Memo Dated 4/8/10 **Amount based upon Deputy Clerk at Range 9F and Finance position at Range 7C. Page 1 of 1 2008 Meetings City Clerk Involvement No. Council, including work sessions and special meetings City Clerk's Office generally collected, assembled, copied, and provided packets; caused public notices; uploaded to City webpage; attended all; recorded and generated minutes /notes; necessary follow -up processed 31 Planning Zoning Commission City Clerk's Office uploaded packet to City webpage; attended all; recorded and generated minutes. 22 Commissions /Committees City Clerk's Office collected, assembled, copied and provided packets; caused public notice; uploaded to City webpage; generated meeting summaries from Department Staff notes. 55 Cemetery Task Force City Clerk's Office collected, assembled, copied and provided packets; caused public notice; uploaded to City webpage; generated meeting summaries from Department Staff notes. 1. Staff Meetings City Clerk's Office attended and provided draft agenda to staff; subsequently provided draft agenda to Council. 24 filet yof KENA ALASKA TO: Mayor /Council Members FROM: Carol L. Freas, City Clerk DATE: May 21, 2010 RE: REQUESTED ADDITIONAL INFORMATION Information requested was: Clerk's involvement /Number of meetings Staffing in other Clerk offices Village with a Past, Gi with a Future" 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 Telephone: (907) 283 -7535 Fax: (907) 283 -3014 www.ci.kenai.ak.us MEMO NDUM At the April 21, 2010 council meeting, additional information was requested related to the FY11 budget and including a full -time Deputy Clerk to the Clerk's Department, reclassifying the current full -time shared position (50/50 to Finance and City Clerk). 2009 Meetings City Clerk's Office generally collected, assembled, copied, and provided packets; uploaded to City webpage; prepared and posted meeting notices, advertisements, etc.; attended all; recorded and generated minutes /notes; necessa folio w- u..rocessed.. 33 Council (including Work Sessions and special meetings) Planning Zoning Commission City Clerk's Office uploaded packet to City webpage; posted meeting notices; attended all; recorded and venerated minutes. 22 Commission /Committees City Clerk's Office generally collected, assembled, copied and provided packets; uploaded to City webpage; prepared and posted meeting notices; generated meeting summaries from Department Staff. notes. 58 Staff Meetings City Clerk's Office attended and provided draft agenda to staff; subsequently provided draft agenda to Council. 24 Salmon Task Force City Clerk's Office generally collected, assembled, copied and provided packets; uploaded to City webpage; prepared and posted meeting notices; attended all; recorded and generated meeting summaries. 6 Cemetery Task Force City Clerk's Office generally collected, assembled, copied and provided packets; uploaded to City webpage; prepared and posted meeting notices; generated meeting summaries. 7.1 2010 Meetin• Council (including Work Sessions, Special Meetings, Board of Adjustment Hearings) (held to date and scheduled) City Clerk's Office generally collects, assembles, copies, and provides packets; uploads to City webpage; prepares and posts meeting notices, advertisements, etc.; attends all; records and generates minutes /notes; necessary follow -up processed. 37 Planning Zoning Commission (held to date and scheduled) City Clerk's Office uploads packet to City webpage; attends all; records and venerates minutes 23 MEMORANDUM /REQUESTED ADDITIONAL INFORMATION PAGE 2 OF 4 Commission /Committees (held to date and scheduled) City Clerk's Office collects, assembles, copies and provides packets; causes public notice; uploads to City webpage; generates meeting summaries from Department Staff notes. 57 Appreciation Dinner City Clerk and Deputy City Clerk attended. Collaborative Leadership Training City Clerk's Office attended and participated. City Clerk's Office attended and Town Hall Meeting •artici•ated. Clerk Office Staffing City Population Staffing City of Homer 5,435 Full time Clerk, Deputy Clerk I, Deputy Clerk II (the 1 /2 time clerical position was lost FY10) City of Seward 2,619 Full -Time Clerk, Full -Time Assistant Clerk, and Full -Time Office Assistant City of Wasilla 7,028 Full -Time Clerk and Full-Time Deputy Clerk City of Ketchikan 7,685 Full -Time Clerk, Full -Time Deputy Clerk City of Soldotna 4,061 Full -time Clerk, Deputy City Clerk (split between City Manager and City Clerk, approximately 80% Clerk -20% City Manager. Kenai Peninsula Borough 53,017 Full -time Clerk, Deputy Clerk, Borough Clerk Assistant, and 2.5 additional employees. MEMORANDUM /REQUESTED ADDITIONAL INFORMATION PAGE 3 OF 4 ADDITIONAL COMMENTS: 1. At the April 20, 2010 budget work session, a question was asked if there would be a need for as much overtime if a full -time Deputy Clerk position was provided. It was noted, i is the employee's preference of whether to be paid overtime or take compensation time. With further consideration, the work schedule could be split in order to avoid overtime hours. 2. Reasons articulated of why a part -time position in Finance is not adequate (activities, breadth of knowledge, etc.) support concerns expressed for the full -time Deputy Clerk position: The half -time position only provides limited time to become truly acquainted with the details and sheer number of various functions the Clerk's office performs. 3. Currently, due to the part -time nature of the Deputy Clerk position, task assignment is coordinated with the timeframe available, i.e. record maintenance, that while is an important and significant function of the office, can be done at any time. In contrast, it is more difficult Departments Administrative Staffing Title City Clerk .50 Administrative Assistant II City Attorney 1 Legal Administrative Assistant I City Manager 1 .50 Assistant to City Manager Department Assistant II Finance Department Planning Zoning Department 1 Administrative Assistant III Police Department 1. 1 Administrative Assistant I Administrative Assistant I Fire Department Public Works Administration 1 Administrative Assistant III Library 1 Administrative Assistant II Airport Administration /Terminal 1 Administrative Assistant II Senior Center 1 Administrative Assistant III MEMORANDUM /REQUESTED ADDITIONAL INFORMATION PAGE 4 OF 4 to assign areas such as sale of cemetery plots, maintenance of cemetery files, issuing investigator or taxicab license, and responding to public records inquiries, because these issues can arise any time of the day. 4. The position requires a lot of detailed knowledge about professional standards and legal requirements. Half -time status in the office is not advantageous to training the Deputy Clerk in all functions of the job. 5. Without familiarity of all the functions of the clerk's Office, when the Clerk is away, the Deputy is necessarily on a steep learning curve. Because the Deputy Clerk often has to perform duties or answer questions that have not come up before in her presence, she relies heavily upon the Clerk to answer questions, even when out of the office. This delays service to the public with the Clerk is not immediately available. 6. In July, during dip net season, the Deputy Clerk is assigned full time to the Finance Department, typically to count money from the fishery. During that time, the Clerk cannot take vacation, take sick leave, or engage in other professional activities outside of the office without closing the door and leaving a sign to direct the public upstairs or leave a clipboard for leaving messages in order for the Clerk to respond later. 7. In light of some of the functional problems with only having a half -time Deputy Clerk, there is a lot of work that becomes delayed and not addressed due to lack of support. The records project with Laserfiche has been monumental, and required a significant investment of time by the Clerk's Office to begin the process of electronic archiving and providing wonderful new form of public access to City documents. The work still continues. Advantages with having an active and viable record management program are earlier destruction of paper records; less storage space needed, cheaper document production and disclosure upon requests due to electronic searching. 8. The 2011 Budget "Authorized Personnel Staffing Table' indicates the following: 9. The Clerk's Office is the public face of the City of Kenai and the City Council. This is often the first point of contact from members of the general public who need something from the City or who are interested in something the City is doing. The City Clerk is normally the first to arrive to a meeting, work session, etc. and the last to leave. If you have any additional questions, please ask me. As always, I will be happy to help you. cif Kenai Peninsula Food Bank, Inc. Agency Pounds Out Kenai Address YTD 2009 AGENCY NAME Boys &Girls Club of the Kenai Peninsula First Baptist Church Kenai Friendship Mission Kenai Grace Brethren Church Kenai New Life Assembly of God KP Community Care Center Kenai Senior Center Kenai Seventh -Day Adventist Church Kenai United Methodist Church Kenai United Pentecostal Church Kenaitze Indian Tribe Mo Adim Messianic Fellowship Moose Pass Community Church Salvation Army Kenai The LeeShore Center Grace Communion International, Kenai TOTAL s 7386 3312 1946 10765 0 20051 10463 799 15957 173 2510 745 7298 1920 12690 10783 106,798 II Kenai City Council We, the Kenai Senior Center members feel we would greatly benefit if we were able to have the use of credit cards at the Kenai Senior Center for the services we like to contribute to. Some of our reasons are listed below. I. It would be more convenient for the residents of Vintage Point to use a credit card to pay their rent. 2. Family members wanting to purchase a gift of meals, rides or pay the rent for their family member. 3. Lunch and transportation tickets could be purchased to write a check. 4. Credit cards would limit the amount of cash handled by the staff and volunteers. 5 Many other senior centers through out the country have accepted them for years with great success. 6. Credit cards allow for larger donations to our center. 7. The senior center handles many rentals of the building and being able to accept credit cards would provide a benefit to the general public too. ew 8. More and more checks are not being f ate- for payment through out the city and the county. w (,,d r March 30,2010 1O.It would eliminate the need to bring cash to the center. RECEIVED MAY 18 2010 KENAI CITY CLERK out using cash or having 9. Credit cards could be r am d on our web site for donations. Many family members might find this a way to give back for the service their family member receives. 11. When the center has a fund raiser our bottom line could greatly increase as dona- tions could be larger. Although this is a different way of doing business at the senior center we know that the seniors would appreciate the convenience and hopefully you would recognize the value of our request. Thank you for your time and consideration. Enclosed are names of some of the members at the center who would like to see this happen. 8 9 10 11 12 13 1 2 ,4vt� c iok-0 3 3 (Re-(( '7 4 7 fPe- 742/-02/ 5- Pact Mata 6 heedi 7 8 au, n l -'07 G a- 15 �c ces 16 °c�`"- 'e �2 ?W2 /u g t cc S .4_ 9 10 11 13 14 18 19 20 1 V et ri 2 3 G. 4C °t G� (1 6 iJi), afro 49' C 8 l /o. ,r4-; 4` a Pcf 4( 15 2 1)2A, C S� f1 1 4 Fr 16 17 ;LW., 43 $4 zg-2-419-x- 1 16 SA Jo (de:, itetr 17 FY11 Sales Tax Revenue Estimate City of Kenai Taxable Sales by Calendar Quarter 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Total CY07 34,566,755 43,434,221 48,888,182.2 41,416,014 168,305,173 CY08 36,358,166 45,085,234 52,686,896 42,861,391 176,991,687 5.16% CY09 37,544,528 46,953,639 50,793,691 41,917,902 177,209,760 0.12% CY10 37,720,110 0.47% 4.14% -3.59% -2.20% FY10 $55,000,000 -t $50,000,000 $45,000,000 $40,000,000 $35,000,000 $30,000,000 2011 Esti ate �aJ 4 J c ,0- 0- 4° OJU ‹5 Ica or tO` 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Total 2007 20.54% 25.81% 29.05% 24.61% 100.00% 2008 20.54% 25.47% 29.77% 24.22% 100.00% 2009 21.19% 26.50% 28.66% 23.65% 100.00% 20% 25% 30% 25% 26,666,667 5,333,333 6,666,667 8,000,000 6,666,667 Revenue Estimate for FY10 FY11 with WalMart $800,000 Quarter Ending 30 -Sep 31 -Dec 31 -Mar 30-Jun 50,793,691 41,917,902 37,720,110 53,620,306 184,052,009 5,521,560 58,793,691 48,584,569 43,053,443 53,620,306 204,052,009 6,121,560 Note: June 2010 Quarter End Data is not available. Estimated no increase or decrease from 2009 plus Walmart estimate. t CY07 CY08 CY09 CY10 The role of the Clerk as set forth in Alaska Statutes (AS 29.20.380) The Municipal Clerk Shall: Attend meetings of the governing body and its boards and commissions as required and keep the journal; Have custody of the official municipal seal; Assure that notice and other requirements for public meetings are complied with and assure that public records are available for public inspection as required by law; Manage municipal records and develop retention schedules and procedures for inventory, storage and destruction of records as necessary; Maintain an indexed file of all permanent municipal records, provide for codification of ordinances, and authenticate or certify records as necessary; Prepare agendas and agenda packets as required by the governing body; Administer all municipal elections; Assure that the municipality complies with 41.U.S.C. 1971 -1974 (Voting Rights Act of 1965 as amended); Take oaths, affirmations and acknowledgments as necessary; Act as the parliamentary advisor to the governing body or chief administrator. The governing body may combine the office of the clerk with that of the treasurer. if the offices are combined, the clerk- treasurer shall, as required of the treasurer, give bond to the municipality for the faithful performance of the duties of clerk- treasurer. Your charter may provide for other responsibilities for the clerk's position. BUDGET WORK SESSION MAY 24, 2010 ADDITIONAL INFORMATION 1. Daily Food Cost for Salad Bar from a Vendor /Breakdown of Food from Food Bank from July 2009 through May 2010. 6 Tomatoes 2 Cucumbers 1 Head Cabbage 2 lbs. Carrots 2 lbs. Zucchini 1 Doz. Oranges 1 -51b. Cottage Cheese 1- #10 Can Pickled Beets 2 Cantaloupes 3 Heads of Iceberg Lettuce 2 Romaine Lettuce Total Food Cost Personnel Cost Cook's Asst. based on 134 hr. Total Food Cost for a Year Personnel Cost for a Year Total Cost for food and personnel Daily Food Cost for Salad Bar from a Vendor Actual Costs $12.54 $2.67 $2.19 $1.80 $2.57 $7.08 $8.67 $7.61 $7.96 $5.22 $2.50 $60.81 $52.79 $15,810.60 2,745.08 $18,555.68 During the past 11 months, we have received 14,318 lbs. of food at a processing fee of $.181b. from the food bank. The break -down is as follows: Break down of food from Food Bank from July'09 thru May 2010 Meat 2,140 Produce 6,883 Dairy 4,380 Dry Goods 915 TOTAL POUNDS OF FOOD 14,318 Of the 2,140lbs. meat received from the food bank, 1,040lbs. has been chicken and turkey that was given to us at no charge under a particular program. We used around 40 pounds of meat at each day which would be equivalent to 26 days of meals for both home and congregate program. The other 1,1001bs. of meat includes pork loin, pork chops, ground beef (that we will use for the area -wide picnic in June), and "flat iron 8 oz. steaks we will use for Father's Day. The food bank has been very beneficial to us. It has allowed us to stay within our budgeted amount for food. Carol Freas From: Hal Smalley [hvsmalley ©yahoo.com] Sent: Wednesday, May 12, 2010 11:54 AM To: Carol Freas Subject: Fw: Kenai info Attachments: Kenai Carol, Could you please copy these figures for our budget meeting Monday, May 24th. They are some food bank numbers to support my attempt to place $5,000 into the city budget as a donation to the Kenai Peninsula Food Bank as a line item. It would require approval by motion each year to actually spend the money, similarly to the money to the Boys and Girls Club requiring a vote each year to appropriate the funds. Thanks.. Hal Forwarded Message From: Linda Swarner <kpfoodbanked @acsalaska.net> To: hvsmailey @yahoo.com Sent: Wed, May 12, 2010 11:20:09 AM Subject: Kenai info Hal, I attached the Kenai stats. Moose Pass is listed but they should be deleted. Sorry about that. If you have any questions, please ask. Linda Swarner Executive Director Kenai Peninsula Food Bank 33955 Community College Drive Soldotna, AK 99669 262 -3111 Serving the Kenai Peninsula for over 20 years!!! Visit our website at http:// www .kpfoodbank.orq /btn /index.htm. Ask me about Building to Nourish You can designate funds in the PICK CLICK GIVE program if you applied for your 2010 PFD online!!! Mark your calendar August 28th Annual Soup Supper Auction PUBLIC NOTICE The Kenai City Council will meet in a budget work session on Monday, May 24, 2010. The work session will be held in the Kenai City Council Chambers, located at 210 Fidalgo Avenue, Kenai and will begin at 6:00 p.m. The work session is open to the public. Contact the Kenai City Clerk's office at 210 Fidalgo Avenue, Kenai, 283 -7535, extension 231 with questions. Carol L. Frees, City Clerk 01 Publish: Friday, May 21, 2010 Denise Reece being first duly sworn, on oath deposes and says: That I am and was at all times here in this affidavit mentions, Supervisor of Legals of the Peninsula Clarion, a news- paper of general circulation and published at Kenai, Alaska, that the Council Work Session UNITED STATES OF AMERICA, STATE OF ALASKA f s s X PO #90976 PUBLISHER'S AFFIDAVIT a printed copy of which is hereto annexed was published in said paper one each and every day for 0 ri 0 successive and consecutive day in the issues on thel following dates: May 21, 2010 SUBSCRIBED AND SWORN to me before this 27th da of May 2010 NOTARY PUBLIC in favor for the State of Alaska_ My Commission expires 26- Aug -12 PUBLIC NOTICE rill meet in a budget work session The work session will be held located at 210 Fidalgo Avenue, Kenal and will begin at 6:00 p in the Kenai City Council Chambers,. The Kenai City Council Monday, May 24, 2010 The work session is open to the public. Contact the Kenai city office at 210 Fidalgo Avenue, Kenai, 283.7535, extension 231 with questions. 0253/211 Carol L. Frees, City Clerk Publish: Friday, May 21, 2010