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MINUTES OF THE BUDGET COMMITTEE MEETING
SEPTEMBER 1, 2022
CALL TO ORDER
The Budget Committee Meeting of September 1, 2022 was convened at 5:30 P.M. by
Councilmember Jon Hensley, Finance Committee Chair.
ROLL CALL
The following Council Members were present when the meeting convened:
Present: Deeken, Fitzwater, Hensley, Lester, Schreiber, Spencer, Spicer, Ward
Absent: Kemna and Wiseman
COMMITTEE DISCUSSION OF BUDGET
Councilmember Wiseman arrived at 5:32 p.m.
Chairman Hensley opened the floor for discussion. He made a motion to adopt his
proposed spending and modification of budget adjustments (see the following attachments).
One of the uses Hensley proposed was for a Police Department Sr. Mgmt Analyst/Grants
Manager. Councilmember Schreiber suggested that position be shared by Fire and PD.
Councilmember Lester suggested hiring a planner for this position since most of the grant
expertise is currently within Planning and Protective Services. In that instance, PD and Fire
would provide the planner with input on the grant needs and applications. Councilmember
Spencer said he is hesitant of hiring another planner at this time until the Evergreen Salary
Study and Organizational Review Study are complete.
Councilmember Lester asked Chairman Hensley why he was proposing certain vehicles be
eliminated from the Mayor’s budget. Chairm an Hensley indicated that his overall goal with
all the adjustments was to create a strategic reserve amount.
Councilmember Fitzwater asked Chairman Hensley to go over how the amount was derived
for the strategic reserve. After doing so, Councilmember Fitzwater indicated that he was
comfortable with the amount.
Chairman Hensley renewed his motion to adopt the proposed spending and modification of
budget adjustments. Councilmember Fitzwater seconded the motion. The motion passed by
the following roll-call vote:
Aye: Deeken, Fitzwater, Hensley, Schreiber, Spencer, Spicer, Ward, Wiseman
Nay: Lester
Absent: Kemna
Councilmember Fitzwater left the meeting at 6:17 P.M.
Councilmember Spencer asked Shiela Pearre, Director of Finance and I.T. to explain how
City departments are allocated their Administrative Chargeback Fee. Ms. Pearre said the
Parks and Recreation Department is charged 5% of the Parks Sales Tax collected for the
previous 12 months. The remaining departments are charged their percentage of total
operating expenses of the last audited fiscal year.
MINUTES OF THE BUDGET COMMITTEE MEETING
SEPTEMBER 1, 2022
Councilmember Spencer motioned to make the formula for Administrative Chargeback Fees
consistent across all City departments including the Parks and Recreation Department. The
difference of the Parks and Recreation chargeback fees was added to the Parks Parking lot
($270,960). Councilmember Lester said if the Parks and Recreation chargeback fee was
going to be adjusted, Park’s line items of services they provide to other City departments
should also be adjusted.
Councilmember Spencer then addressed his concern with the Public Safety Sales Tax. He
said he wasn’t aware that pension costs would come out of the Public Safety Sales Tax
fund.
PUBLIC COMMENTS
There were no public comments at this time.
OTHER BUSINESS
Chairman Hensley announced the next Budget Committee meeting, scheduled for
September 8 at 5:30 P.M. The next City Council meeting is September 6 at 6:00 P.M.
ADJOURNMENT
The meeting adjourned at 6:32 P.M.
G e n e ral Fund Adjustments-Summa r~
USES AMOUNT
1. Replace Compost Se rv ices Co ntrac t Fu nd i ng $82,321
2. Replace Econo m ic Deve lo pme nt Fu nd in g $35,000
3. PO Sr. M gmt Analyst I Grants M anage r $73,096.80
$190,418
SOURCES AMOUNT
1. 30% red u ctions in ce rtain Admi nistratio n bu dget lin es-Ex. A $25,326.00
2. In d ivid ual reductio ns in certai n Ge nera l Fund budget lines -Ex. B $165,093
$190,418.00
SALES TAX G GLEANED FU N DS
USE AMOUNT NOTES
1. Strateg ic Reserve f o r
deliberate app lica ti on t o
long t erm p ri o ri t ies
(Infr astructu re, economic
deve lop m e nt, ve h icl e
rep laceme nt, etc.) $1,457,520.00
Re lat ed to Counc i lwo m an
2. FY22 Cap ita l Proj ects Wise m an 's pend in g
reimbursement to Genera l Fund $300,000 proposa l.
3 . PW-Stormwat er Mate ri als
(MAYOR) $200,000
4. City Hall Soffit Re pl aceme nt
(MAYOR) $85,000
5. 2 PW Cent ral Ma inte nance ~,00 tSJ imi nates 1 fro m Mayo r 's
Ve hicl es {MAYOR) ~ proposa l
El i mi nates 2 from Mayor's
6. 2 PW Street Ve hicl es (MAYOR) $160,000 proposal
7. 1 Street Sweeper (MAYOR) $250,000
8. Fi re Dep t . Annual Fleet
Rep lacement Fu nd $250,000
Adds 3 ve hi cles to
9. Po li ce Departme nt-8 Po li ce Mayor's o ri gianl pr oposa l
Veh icles $379,280 of 5 ve hic les
10. Fi re Departme nt -Ba ll istic
Protection $30,200
A reduction of $55,000
from Councilman Lester's
pending proposal. If
additional funds are
necessary to make the
cams purchase, could be
11. Police Department-Local taken from the Sales Tax
Grant Matching Funds $445,000 G reserve.
12. I.T. Storage Array $275,000
SALES TAX G TOTAL $3,900,000.00
ARPA Additional Allocations
USE AMOUNT NOTES
1. Police Department Locker
Room Renovation 220,635
Councilwoman Ward's
2. Demolitions 80,000 pending proposal
3. Fire Department Shift
Supervisor Vehicle 67,456
Councilwoman Ward's
4. PW Concrete Core Drill 4,000 pending proposal
Councilwoman Ward's
5. PW Replacement Street Lights 12,000 pending proposal
(I believe this would leave
approximately $70,909 in
TOTAL 384,091 allocable ARPA funds.)
EXHIBIT A -30% reductions in certain Administration budget lines
PAGE BUDGET DESCRIPTION CURRENT AMOUNT Reduction New Amount
24 Mayor & Council Office Supplies 2050 615 1435
28 City Administrator Office Supplies 750 225 525
30 City Attorney Office Supplies 1500 450 1050
30 City Attorney Dues & Pubs. 10,000 3000 7000
30 City Attorney Professional Services 10,000 3000 7000
32 Municipal Court Office Supplies 2500 750 1750
32 Municipal Court Training & Ed. 2500 750 1750
34 Human Resources Operational Supplies 800 240 560
34 Human Resources Dues & Pubs. 1,000 300 700
34 Human Resources Training & Ed. 5,220 1566 3654
34 Human Resources Professional Services 3,000 900 2100
45 Finance Postage 10,000 3000 7000
45 Finance Office Supplies 1,500 450 1050
45 Finance Operational Supplies 4,300 1290 3010
45 Finance Dues & Pubs. 2,300 690 1610
45 Finance Training & Ed. 7,000 2100 4900
47 Non-Departmental Awards Program 6,000 1800 4200
48 Non-Departmental Misc. Other Op. Exp. 4,000 1200 2800
52 I.T. Training & Ed. 10,000 3000 7000
Total $84,420 25326
EXHIBIT B-Individual reductions in certain General Fund budget lines
PAGE BUDGET DESCRIPTION CURRENT AMOUN REDUCTION NEWAMOUNl
24 Mayor & Council Sa lary-Elected Officials 65,925 6,592.50 59,333
56 Po li ce Gas 218,700 35,000 183,700
57 Police Professio n al Services 1 7,000 1,000 16,000
146 Fire Gas 72,900 15,000 57,900
146 Fire Training & Ed. 35,000 3,000 32 ,000
163 PPS (Admin) Gas 17,000 6 ,000 11,000
163 PPS (Admin) Profess iona l Services 4,000 2,000 2,000
189 PPS (Bldg. Regs) Dues & Publications 3,000 1,000 2,000
189 PPS (Bldg. Regs) Training & Ed . 6,000 2,000 4 ,000
191 PW (Central Maint.) Office Supp li es 1,500 500 1,000
191 PW (Centra l Maint.) Sma ll Tools 7,000 2,000 5,000
191 PW (Central Maint.) Operational Supp li es 7,000 2,000 5,000
191 PW (Central Maint.) Tra ining & Ed. 2,000 500 1,500
192 PW (Central Maint.) Veh . & Equip . Parts Etc. 62 5,000 60,000 565,000
196 PW (Admin .) Training & Ed . 3,000 1,000 2,000
198 PW (Engineering) Dues & Publications 4,000 1,000 3,000
198 PW (Engineering) Training & Ed . 3,00 0 1,000 2,000
200 PW (Streets) Advertising 1,000 500 500
200 PW (Streets) Chemicals 300,000 10,000 290,000
200 PW (S treets) Professional Services 16,000 3 ,000 13,000
201 PW (Streets) Repairs -Stop/ Street Li g h 40,000 10,000 30,000
201 PW (Streets) Clothing 15,000 2,000 13 ,0 00
TOTAL REDUCTIONS 165,092.50
FY23 Proposed Revenue Budget $ 36,967,982.11 Revenue minus Expenses
FY23 Proposed Expense Budget $ 36,697,022.11 $ 270,960.00
Revenue Changes Proposed Comments
1 Federal Grants - ARPA $ 384,091.00 10-100-430012
2 Additional Parks admin chargeback fee $ 270,960.00 10-100-440010
3
4
5
Total Revenue Changes $ 655,051.00
Expense Changes Proposed Comments
1 Mayor & Council - office supplies $ (615.00)10-110-513010
2 City Administrator - office supplies $ (225.00)10-140-513010
3 City Attorney - office supplies $ (450.00)10-150-513010
4 City Attorney - dues & pubs $ (3,000.00)10-150-520030
5 City Attorney - prof services $ (3,000.00)10-150-522020
6 Municipal Court - office supplies $ (750.00)10-160-513010
7 Municipal Court - training & educ $ (750.00)10-160-520070
8 Human Resources - oper supplies $ (240.00)10-170-517010
9 Human Resources - dues & pubs $ (300.00)10-170-520030
10 Human Resources - training & educ $ (1,566.00)10-170-520070
11 Human Resources - prof services $ (900.00)10-170-522020
12 Finance - postage $ (3,000.00)10-180-511020
13 Finance - office supplies $ (450.00)10-180-513010
14 Finance - oper supplies $ (1,290.00)10-180-517010
15 Finance - dues & pubs $ (690.00)10-180-520030
16 Finance - training & educ $ (2,100.00)10-180-520070
17 Non-departmental - awards program $ (1,800.00)10-185-503010
18 Non-departmental - misc $ (1,200.00)10-185-550010
19 ITS - training & educ $ (3,000.00)10-190-520070
20 Mayor & Council - salary-elected official $ (6,592.50)10-110-501010
21 Police - gas $ (35,000.00)10-300-514010
22 Police - prof services $ (1,000.00)10-300-522020
23 Fire - gas $ (15,000.00)10-400-514010
24 Fire - training & educ $ (3,000.00)10-400-520070
25 PPS Admin - gas $ (6,000.00)10-520-514010
26 PPS Admin - prof services $ (2,000.00)10-520-522020
27 PPS Bldg Regs - dues & pubs $ (1,000.00)10-534-520030
28 PPS Bldg Regs - training & educ $ (2,000.00)10-534-520070
29 PW CM - office supplies $ (500.00)10-535-513010
30 PW CM - small tools $ (2,000.00)10-535-514030
31 PW CM - oper supplies $ (2,000.00)10-535-517010
32 PW CM - training & educ $ (500.00)10-535-520070
33 PW CM - veh & equip parts $ (60,000.00)10-535-541010
34 PW Admin - training & educ $ (1,000.00)10-540-520070
35 PW Engineering - dues & pubs $ (1,000.00)10-541-520030
36 PW Engineering - training & educ $ (1,000.00)10-541-520070
37 PW Streets - advertising $ (500.00)10-542-511010
38 PW Streets - chemicals $ (10,000.00)10-542-514020
39 PW Streets - prof services $ (3,000.00)10-542-522020
40 PW Streets - repairs-stop/street lights $ (10,000.00)10-542-542010
41 PW Streets - clothing $ (2,000.00)10-542-546010
42 Compost services $ 82,321.70 10-532-524030
43 Economic development $ 35,000.00 10-185-527020
44 PD Sr Mgmt Analyst/Grants Manager $ 73,096.80 10-300 personnel services
45 PD locker room renovations $ 220,635.00 10-995 ARPA
46 Demolitions $ 80,000.00 10-995 ARPA
47 Fire shift supervisor vehicle $ 67,456.00 10-995 ARPA
48 Streets concrete core drill $ 4,000.00 10-995 ARPA
49 Streets replacement street lights $ 12,000.00 10-995-ARPA
50
Total Expense Changes $ 384,091.00
Adjustments $ 270,960.00
FY23-General Fund Parking Lot
FY23 Proposed Revenue Budget $ 12,924,927.62 Revenue minus Expenses
FY23 Proposed Expense Budget $ 12,924,927.62 $ -
Revenue Changes Proposed Comments
1 Transfer from (to) fund balance $ (67,500.00)21-210-495995
2 Transfer from (to) fund balance $ 270,960.00 21-210-495995
3
4
5
Total Revenue Changes $ 203,460.00
Expense Changes Proposed Comments
1 Training & educ correction - golf $ (67,500.00)21-230-520070
2 Additional Admin chargeback fee $ 270,960.00 21-210-526020
3
4
5
6
7
8
9
10
Total Expense Changes $ 203,460.00
Adjustments $ -
FY23 Parks Parking Lot
FY23 Proposed Revenue Budget $ 2,130,480.00 Revenue minus Expenses
FY23 Proposed Expense Budget $ 2,130,480.00 $ -
Revenue Changes Proposed Comments
1 Transfer From (to) Fund Balance $ 835,595.00 45-100-495995
2
3
4
5
Total Revenue Changes $ 835,595.00
Expense Changes Proposed Comments
1 Remove Fire Hose Replacement $ (100,835.00)45-990-575002
2 Remove CM light duty truck $ (46,000.00)45-990-585000
3 Remove Street 1-ton heavy duty truck $ (80,000.00)45-990-585001
4 Remove Street 1-ton heavy duty truck $ (80,000.00)45-990-585001
5 Add PD vehicle $ 47,410.00 45-990-575021
6 Add PD vehicle $ 47,410.00 45-990-575021
7 Add PD vehicle $ 47,410.00 45-990-575021
8 Add Fire ballistic protection $ 30,200.00 45-990-575002
9 Add IT data storage $ 275,000.00 45-990-578051
10 Add Fire future fleet replacement $ 250,000.00 45-990-575004
11 Add PD body camera grant matching $ 445,000.00 45-990-575019
12
13
14
15
16
17
18
19
20
Total Expense Changes $ 835,595.00
Adjustments $ -
FY23 Sales Tax G (45) Prk Lot