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HomeMy Public PortalAboutCouncil Minutes 2000 08/05MINUTES McCall City Council Special Meeting Thursday, August 5, 2000 Table of Contents Call To Order and Roll Call Business Adjournment Page 1 of 7 August 5, 2000 City Council Minutes CALL TO ORDER AND ROLL CALL Mayor Muller called the special meeting of the McCall City Council to order at 9:05am. Ms. Arp, Mr. Muller, Mr. Eimers, and Mr. Venable answered roll call. A quorum was present. City staff members present were City Manager Robert Strope, City Clerk Cathleen Koch, and City Treasurer Ashley Royal. It was noted that Mr. Colton would be about a half hour late. BUSINESS AB 00-80 Fiscal -Year 2000 Budget Amendment Mr. Strope presented the budget amendment for the current year. He explained that there would not be an increase in the appropriation. The Recreation Department is still showing an overrun, but will have a reduction in their payroll budget. Mr. Eimers asked if capital or depreciation was showing. Mr. Royal stated that capital was showing. The Golf Department is over $300,000 in the negative, but is catching up quickly because they are reaching the end of the season. Mr. Strope explained that the $30,000 in legal expenses caused the Golf Department to have a $40,000 deficit. Mr. Eimers said that Mr. Robertson was supposed to work on the Golf Fund. He would like Mr. Strope to focus on the deficit problem. Ms. Arp asked why lift station 11 had not been done yet. Mr. Strope said that it's not ready, but believes it's in the budget for the ensuing year. Mr. Eimers pointed out that the revenue in the water fund should be $1.6 million and not $1.4 million, which would result in a gain for the fund, not a loss. Mr. Eimers moved to approve the amended budget with the changes in the water fund revenues being close to $1.6 million and not $1.4 million. Mr. Muller seconded the motion. At a roll call vote, Mr. Eimers, Mr. Muller, Ms. Arp and Mr. Venable voted aye. The motion carried. Ms. Arp moved to adopt Resolution 00-16. Mr. Eimers seconded the motion. At a roll call vote, Mr. Eimers, Mr. Muller, Ms. Arp and Mr. Venable voted aye. The motion carried. Mr. Eimers stated that the Recreation Department overran their budget this year. He stated that they would not be overrunning their budget for the coming year. Mr. Strope confirmed that it would not happen. Page 2 of 7 August 5, 2000 City Council Minutes Mr. Colton arrived at 9:25 am. AB 00-81 Fiscal -Year 2001 Budget Workshop Mr. Strope presented an overview on slides of the drafted budget for fiscal year 2001. He pointed out that if Council does not include the property tax increase in the tentative budget, then their hands would be tied if they decide more funds are needed after the public hearing. He also stated that the property tax numbers were estimates. Any changes were not projected to be significant. The recommended budget for fiscal year 2001 still requires some expenditure reductions. The tentative budget will be set at this meeting with formal approval expected at the August 10th Council meeting. Mr. Strope pointed out a summary sheet of changes showing what was requested and what was put in the budget. Ms. Arp asked if a cost of living allowance, merit, and insurance increases was included in the budget. Mr. Strope said that a 3% COLA, 5% merit, and 12% benefit increase was included in the budget figures. Ms. Arp said that the City needed to look at health benefit changes. Mr. Muller said the only choices would be higher deductibles or a different provider. Mr. Strope is reviewing the insurance benefits. Mr. Colton asked if the City spent the entire self-insurance fund. Mr. Strope said that the City budgeted $11,000 last year and only spent $8,000. Mr. Colton suggested possibly raising the deductible and using the self-insurance fund. Recreation Department Mr. Strope said that the Recreation Department's budget shows a reduction in items so that the staff is not decreased. He explained that any self sustaining program could be brought to Council during the year. Mr. Muller asked if the fees must cover the cost of the program. Mr. Strope confirmed that was accurate. Ms. Arp asked how the City decides what is subsidized. Mr. Eimers said that the first year a program for the Recreation Department would not be subsidized. Ms. Arp asked why staffing was down from $111,000 to $83,000. Mr. Strope stated that seasonal employees would be eliminated. Ms. Arp asked how the teams would be funded. Mr. Peckham recommended a parents committee taking over softball and little league with the City's equipment. Bob Peckham would still run the adult softball league because it's easier to run. Little League takes more time and effort. Mr. Colton asked what the requested budget would have done for the Recreation Department instead of the recommended budget. Mr. Strope stated what programs would be funded with the budget. Page 3 of 7 August 5, 2000 City Council Minutes Ms. Arp would like increased programs for the community. Mr. Eimers wants a balanced budget. Ms. Arp was concerned that kids would be excluded from programs if parents were running the programs. Mr. Peckham believes that the parents involved would allow all kids to play. Ms. Arp said that Council has the option of putting more money in the budget with property taxes. Ms. Arp also pointed out that utilities were budgeted for $3,400 this year and only at $2,800 next year. Mr. Strope stated that if a department overruns in one area, they will under run in another. Ms. Arp asked how the City could avoid funding the Pump -out Station. Mr. Peckham said that it wasn't put back in his budget. Library Ms. Arp asked why the utilities were down for the library. Gloria Cantrell stated that a new furnace was built and the bills should decrease. Ms. Arp questioned where the cleaning and custodial charges were put into the budget. Mr. Strope stated that the expenditures are in the City Manager budget. Ms. Arp asked where the City stood on the Library expansion. Ms. Cantrell pointed out that $100 had been allocated for advertising. Council recessed at 11:30pm. The meeting reconvened at 11:50pm. Police Department Mr. Strope explained that he is unhappy with the cellular phone service throughout the City. He will be looking into possibilities. The Police Department is showing a large increase in automobile maintenance. They wanted to buy more cars, but there's not enough money in the budget. Ms. Arp said that she was concerned with not rotating the cars. The City will fall behind if they don't continue to rotate the vehicles. Mr. Muller asked if the vehicles could be maintained in-house instead of outsourcing the maintenance cheaper. Council would like to see the vehicles put back in the budget. Mr. Strope will try to get the Police Department at least one additional vehicle. Ms. Arp asked why overtime was being projected if the Police Department has an additional officer instead of an SRO. Jim Kangas said that incidents have increased in the community and the detectives have been patrolling. The Police Department is hoping that with two extra patrolmen they can take vacations and reduce overtime. The Police Department also lost $55,000 in revenue by giving up the SRO position. Mr. Colton pointed out that additional property taxes would help fund an additional vehicle for the Police Department. Mr. Eimers said that money may already be available in the budget. Page 4 of 7 August 5, 2000 City Council Minutes Golf Course Department Council asked about the significant increase in marketing at the Golf Course. Mr. Eimers stated that if the City spends more money on marketing, then the City should also receive additional revenue. Council would like to break even at the Golf Course next year. Mr. Strope is not sure that the Golf Fund can be balanced. He is concerned that the vast majority of equipment at the Golf Course has been fully depreciated. Mr. Eimers asked when the Clubhouse and irrigation system would be paid off. Mr. Strope said that it would be 20 years. Mr. Strope stated that the contracts and fee structure needed to be looked at closely. Council endorsed Dan Pillard's authority to oversee the contracts. Parks Department The Parks Department will be taking over the weed control from Valley County. Ms. Arp asked what the County was doing in reference to other cities such as Cascade and what McCall gets for their taxes. Mr. Pillard pointed out that the City would receive a grant from the County for equipment for specialized work that can be used on the Golf Course. Mr. Colton would like the Merry Go Round in the park fixed. Mr. Pillard said that it's already being worked on. Airport Mr. Strope stated that a plan was in place to cover the Airport deficit. He pointed out that the Airport Manager's salary was not included in the Public Works Department for the next year. Ms. Arp asked how the percentages for property taxes were calculated. Mr. Strope stated that he worked backwards to get the percentage. Mr. Rowe said that tie down and fuel flowage fees were hard to predict. He was conservative in his estimate. He also stated that he was considering an advanced 20- year payment from a hanger in order to finance paving at the Airport. Council recessed at 12:25pm. The meeting reconvened at 12:35pm. Streets Department Mr. Strope began by saying money was not available for Mission Street overlaying. Ms. Arp pointed out that if the City does not do the overlaying, then it loses something it already invested in. Stibnite and Fairway were included in the budget for overlaying of $50,000. Mr. Colton pointed out that other areas were more of a priority than Fairway. Mr. Strope will look at the budget to see what can be done instead of Fairway. Page 5 of 7 August 5, 2000 City Council Minutes Public Works Department No questions from Council. Water Department Mr. Eimers stated publicly what a wonderful job Mr. Keating and his staff was doing. Council asked when Wisehart was to be paid off. Mr. Royal responded with November of 2001 for $86,000 to $87,000. Sewer Department Mr. Strope stated that he was not sure $645,000 in revenue was accurate for connection fees. Lift Station 11 will carry forward $90,000. Mr. Strope will do additional work in the Sewer Fund. It may have a deficit balance. St. Clair does not have a good schedule for J-Ditch. J-U-B Engineers has issued a letter to St. Clair saying they are withholding payment until they receive an acceptable schedule. Mr. Strope has scheduled a meeting with George Wagner to discuss. More equipment is being brought in next week. Mr. Bieter reviewed the drafted letter to St. Clair and said that it is acceptable. Finance Department Some confusion may have resulted from the City Clerk being pulled out of the Finance Department's budget. The receptionist will be retained until the end of October. Ms. Arp believes that the position should be dedicated and not combined with finance. She asked if the significant functions could be completed with the Treasurer and 2 or 3 staff members. Computer support has been moved to a staff position. Software and support has been a problem in the Finance Department. Staff has had to redo work because of the problems. City Clerk Department A sound system for Council has been included in the budget. The Receptionist position is included in the un-financed requirements list. Community Development Department Mr. Strope stated that he wanted to publicly commend Lindley Kirkpatrick for getting him on board and up to speed. Page 6 of 7 August 5, 2000 City Council Minutes Ms. Arp asked if there was a grant available for a City Parcel Map. Mr. Kirkpatrick said that a map is needed. The City needs accurate maps to plan for improvements. Ms. Arp asked why parking was more important than a map. Mr. Kirkpatrick explained that parking is an investment and a map is for operations. City Manager Department Mr. Strope explained that he cut the public relations portion from his budget. He had planned to include money for town hall meetings, refreshments and awards. Council would like a newsletter. Mr. Strope will find money in the budget to create a newsletter. Mayor and Council Department Council was glad that the Contingency was in their budget and not the City Manager's budget. Ms. Arp believes that it's more acceptable to the public in the Council budget. GENERAL DISCUSSION FOR BUDGET WORKSHOP Mr. Strope said that he would like Council's endorsement of the Un-financed Requirements List. Council agreed to endorse the list. Council requested Mr. Strope to reevaluate the City's insurance. It may be a possibility to go back to ICRMP. Mr. Strope stated that $35,000 in expenditure reductions would have to be identified. He will also identify as many dollars as possible in the Golf and Sewer Funds, but it may not be possible to balance the budget. ADJOURNMENT Without further business, Ms. Arp moved to adjourn. Mr. Muller seconded the motion. All Council Members voted aye. The motion carried. The Council adjourned at 2:00pm. ATTEST: Cathleen A. Koch, it lerk All n Muller, Mayor Page 7 of 7 August 5, 2000 City Council Minutes