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HomeMy Public PortalAbout20030527minutesCITY OF JEFFERSON FINANCE COMMITTEE TUESDAY, MAY 27, 2003 MINUTES OFFICIALS STAFF John Landwehr, Mayor Rich Mays, City Administrator Clyde Angle, Councilman Steve Schlueter, Director of Finance Cliff Olsen, Councilman Bill Lockwood, Director of Parks & Recreation Richard Groner, Councilman Roy Viessman, Councilman Dave Smith, Councilman Mike Berry, Councilman Dan Klindt, Councilman Ken Ferguson, Councilman Edith Vogel, Councilman The meeting was called to order by Finance Committee Chairman Clyde Angle at 5:30 P.M. The first item was a request to approve the minutes of October 16, 2002, March 24, 2003, April 21, 2003 and May 12, 2003. A motion was m ad e by C o u n ci l m an Klindt an d s eco n d ed by C o u n ci l m an Smith an d appro v ed unanimous l y. The second item considered was the City Administrator’s memo of May 23, 2003 and Chairman Clyde Angle made a few comments and then turned to Rich Mays for additional review. Mr. Mays commented on each of the six items included in his memo. During Mr. Mays’ presentation several questions arose regarding the status of the Fireman Pension Board request for consideration to upgrade their current pension. Mr. Mays commented that the Board has received an actuarial study costing out a number of alternatives and that copies will be provided to the committee. The issue of Property Tax rates was discussed as well as the impact of reassessment on those rates. Mr. Mays and Mr. Schlueter reviewed the documents attached to the memo and several questions arose. A table reflecting the Property Tax rates going back to 1980 was reviewed with a brief explanation provided discussing the difference between the C o u n ci l Action, Hancock Limits and t h e s t a t u t o ry limits on t h e T a x Levy. The issue of a Use Tax was discussed next with Mr. Mays providing some history as to how it is calculated and collected and the basis of assessing the tax. Reference was made to the Cole County’s Use Tax and a projection by the Finance Director as to the potential revenue by the City, should we decide to place the tax on the ballot. The issue of the Road & Bridge Tax was discussed next with Mr. Mays reviewing the past meetings held with the County regarding this tax. A great deal of discussion ensued regarding the types of projects that qualify under the statutory guidelines, potential and past revenue accruing from this tax and the funds that should have been remitted by the County to the City in past years. A motion was made by Councilman Berry and seconded by Councilman Olsen to authorize Mr. Mays to seek legal counsel to determine how much money is really due the City from this County Tax as well as how far back the City is entitled to collect these funds. The motion was approved unanimously by a vote of 9 to 0. The next item reviewed was Permit Fees. A quick overview was presented to explain and justify the rate structure since it has been many years since this structure has been modified. Discussion moved to the decision to establish rates jointly with the County and a public hearing is to be held on Tuesday, June 3 at the County offices to review thisrd proposed rate structure. Councilman Groner asked several questions about the type of inspections currently being conducted as well as the compliance issue with regard to City Code. The City liability issue was also discussed. The next item discussed was the City’s Overlay Program. A brief overview was presented regarding the decision to move the cost of this program from the general fund to the one-half cent sales tax. The question was asked about the possibility of moving it back to the general fund and the hardship to the fund was explained given the current budget structure. The next item discussed was Capital Expenditures. Mr. Mays presented a brief overview of those types included in this category versus those in the one-half cent sales tax. Generally it is Mr. Mays’ goal to have the general fund budget include an amount equal to 5% of the total general fund budget. The current FY 2003 budget fell short of meeting this goal. The next item on the agenda was a discussion about the upcoming Fourth of July and Lewis and Clark events. Mr. Lockwood discussed the history of the City’s participation in these events, including the monetary contribution. Funding for these events were cut from the current year budget. In the case of the Fourth of July event, the City (Mr. Lockwood) has already been approached for a monetary contribution. A motion was made by Councilman Vogel and seconded by Councilman Olsen to instruct staff to find $5,000 in the current year budget to contribute to the cost of the Fourth of July celebration. The motion passed unanimously by an 8 to 0 vote. The fifth item on the agenda was the Police Command Center. The Police Department lists the latest estimate for the Commend Center vehicle at $175,000. Discussion ensued regarding the latest higher estimate. Mr. Mays stated that the Police Department is still researching possible funding sources from the Federal Grant for Homeland Security to other grant m o n ey. Under Other Business, there were a number of items discussed. A.The insurance requirements as specified under our current bid specifications were brought up by Councilman Groner. Discussion followed. B.The purchase of two Fire Truck Tankers that will be presented on the Council Agenda under “Bids over $25,000" was brought up by Councilman Groner. He felt the City should purchase transport trucks with portable water tanks. Discussion followed. C.The budgetary approach of Zero-Based Budgeting was brought up by Councilman Olsen including its implementation for the upcoming FY 2004 budget. At that time Councilman Angle distributed a document presenting a modified ZBB approach to incorporate into the FY 2004 budget. This modified approach called for a starting point of 80% of current year funding exclusive of capital funding. Discussion followed. Mayor Landwehr suggested, as an alternative approach, utilizing a 95% of current year budget funding level. After additional discussion, Mayor Landwehr suggested that he would meet with Mr. Mays and Mr. Schlueter to further review existing alternative approaches to be included in the structure of the FY 2004 budget. D.The next item brought up concerned the use of City services going outside the City limits (Police and Fire), compensation for these responses and existing agreements for voluntary responses. Discussion followed a brief overview of this topic by Mr. Mays. There being no further business, Councilman Dave Smith made a motion to adjourn, which was seconded by Councilman Ferguson. This was approved unanimously and adjournment took place at 8:45 P.M.