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HomeMy WebLinkAbout1988-08-03 335 MINUTES OF THE SPECIAL MEETING OF THE CITY COMMISSION BOZEMAN, MONT ANA August 3, 1988 ************************ The Commission of the City of Bozeman met in special session in the Conference Room, Municipal Building, August 3, 1988, at 10:00 a.m. Present were Mayor Stiff, Commissioner Vant I Hull, Commissioner Martel, Commissioner Goehrung, City Manager Wysocki and Clerk of the Com- mission Sullivan. Commissioner Hawks was absent due to illness. The meeting was opened with the Pledge of Allegiance and a moment of silence. Signing of Notice of Special Meeting The Mayor requested that each of the Commissioners sign the Notice of Special Commission Meeting. He then asked if the Commissioners wished to proceed with this work session since one of the new Commissioners is absent. Following a brief discussion, the Commissioners concurred that they should proceed with this meeting. It was moved by Commissioner Vant Hull, seconded by Commissioner Martel, that the Com- mission waive the Commissioners' salaries for this meeting as established in Ordinance No. 1137. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Vant Hull, Commissioner Martel, Commissioner Goehrung and Mayor Stiff; those voting No, none. Work Session - Budget for Fiscal Year 1988-89 Mayor Stiff stated the purpose of this special Commission meeting is to review the City Manager's recommendations for the budget for Fiscal Year 1988-89. The Commission continued to review the City Manager's recommendations for the budget, as follows. City Manager Wysocki noted that the Commission had reviewed the summary sheets at the beginning of the document during the regular Commission meeting on Monday and suggested they I begin reviewing the General Fund budget units at this time. The Commission then reviewed the summary of all General Fund budget units and started on review of the individual budget units, as follows. The City Manager stated the salaries, wages and benefits line item reflects an increase due to an increase on part-time recreational employees, an equivalent of two full-time employees, a change in accounting of the salary for one individual, changes in classifications and longevity, and a two-percent wage increase. He stated the firefighters have negotiated to receive the pre- miums previously paid by the City for dental insurance; and those monies are also reflected in this line item. Commissioner Martel asked about the increase for uniforms and equipment. City Manager Wysocki indicated the police division needs to replenish its supply of uni- forms. He also stated the fire division must replace some of the uniforms and equipment for the volunteer firefighters. The City Manager stated the repair and maintenance of bui Idings has increased dramati- cally and includes monies for repair of the sidewalk and steps at the front of the Carnegie Building, repair of the shower area at Fire Station No.2, roof repair at Bogert pavilion, and replacement of carpeting and painting at the Library. Commissioner Vant Hull noted the amount being budget for gas and electric services is decreasing. Administrative Services Director Gamradt stated that in the past, the amount budgeted was based on a severe winter. He indicated that the amount budgeted has decreased in recent I years to more accurately reflect the actual costs incurred. He noted, however, if the City does incur a severe winter, there may not be adequate monies in the budget to cover the costs. Administrative Services Director Gamradt noted the amount budgeted for water and sewer services has dropped. He noted that is mainly due to the fact that some of the parks are to be irrigated through the use of wells. City Manager Wysocki reminded the Commission that items listed under the capital section of this budget are those which cost between $250 and $1,000, including office furniture, files and typewriters. 08-03-88 Special 336 The City Manager then stated the $2,500 transfer I isted is the one-time cash contribution to the historic preservation program, which is to be matched with federal grant monies admin- istered through the State. He noted that $2,500 in in-kind services are also to be provided by the City during the upcoming fiscal year. City Commission. This budget unit is shown as prepared by the Commission a couple months ago. The amount budgeted under departmental allocations has dropped dramatically due to changes in accounting. The Administrative Services Director indicated that those items which I were charged from one general fund account to another general fund account have been dropped because they were simply a recirculation of monies. He noted that only those items where trans- fers are made from one fund to another will be included in the budget. The monies appropriated under contracted services are for updating of the code as well as police services for community activities, such as the Taste of Bozeman and the Christmas Stroll. Clerk of the Commission. Telephone and telegraph service costs have dropped this year because the cost of the private system was paid off during the past fiscal year. All of the budget units reflect a similar decrease in the budgeted amount. The City Manager indicated this is one of the areas in which an increase in personnel is anticipated. He noted that monies were budgeted last year for a 3/8 time assistant. He in- dicated that the individual to fill that position was also to serve as secretary to him and the City Attorney; and she did not have time to adequately fill all three positions. He stated that the existing position is being revised to be funded one-half from his budget and one-half from the City Attorney's budget; and a new individual is to be hired to assist the Clerk of the Commis- sion. Elections. Elections are administered through the County Clerk and Recorder's office. The amount budgeted will cover one election and the ballot issue in November. City Manager. The amount budgeted under salaries, wages and benefits has decreased slightly due to reallocation of the secretary's time. The amount budgeted under contracted ser- vices has increased due to initiation of an employee awards program and an employee assistance I program. The City Manager stated that negotiations with the bargaining units resulted in the im- plementation of an employee awards program. He indicated the program is to be established, probably with quarterly awards and an "employee of the year" award. The other program to be implemented is an employee assistance program, similar to the pilot program which was started in the police division six months ago. The City Manager stated the police division budget unit re- flects costs of its program for a full year. He then indicated this program is useful in address- ing an employee's personal problems, which can make him/her a more valuable employee. He in- dicated that once the program has been implemented, the costs will be allocated to the appro- priate budget units. Mayor Stiff asked how the City can ensure participation in this type of program, noting those who need the service often don't seek it. City Manager Wysocki stated that the administrative referral option is open if an employee doesn't voluntarily seek assistance. The machinery and equipment line item includes one-half of a typewriter for the secre- tary, with the other half being in the City Attorney's budget unit. Commissioner Vant Hull asked City Manager Wysocki how much of his time is spent in public relations. The City Manager stated it depends on what type of items are placed in that category; but it is a substantial amount of time. Director of Public Works. The amount budgeted under this item is that which is attribut- I able to general fund activities. The salary for this position is split with 25 percent from this budget unit, 40 percent from water, 22 percent from sewer and 13 percent from garbage. The operations portion of this budget is very small. City Attorney. Salaries, wages and benefits has increased due to the allocation of one- half of the secretary's salary to this budget unit. Contracted services includes an amount for the Assistant Prosecutor as well as any necessary outside legal representation. Finance Administration. Salaries, wages and benefits have increased due to the realloca- tion of one clerk's salary to the general fund rather than the enterprise funds. Administrative 08-03-88 Special 337 Services Director Gamradt stated this change in accounting for employees' salaries provides a more accurate reflection of the actual costs incurred in each fund, since the costs are charged back on a prorated basis to the various enterprise funds. Mayor Stiff noted that although a transfer is made from the enterprise funds to the gen- eral fund, it is not actually a revenue. The Administrative Services Director concurred, noting that the term transfer indicates it I is simply the moving of monies from one City fund to another City fund. B rea k - 11: 1 5 to 11: 25 p. m . Mayor Stiff declared a break from 11:15 p.m. to 11:25 p.m., in accordance with Commis- sion policy established at their regular meeting of March 14, 1983. Work Session (continued) - Budget for Fiscal Year 1988-89 Finance Administration (continued). The amount budgeted under rents and leases in- cludes the payments for the IBM System/38 computer. Contracted services includes monies for contracted computer software, if someone familiar with this type of system has the time to help develop software. Engineering. Due to a revision in the duties for the positions in this division, the salaries, wages and benefits have been lowered. Travel and school is increased slightly, to allow new engineering personnel as well as the new Director of Public Works to attend seminars which will be helpful. City Court. Contracted services include monies for the court-appointed counsel as well as monies for the substitute judge. The Other line item includes monies for witnesses and jur- ors; and that line item has been decreased since not all of those monies have been expended the last two years. Police Department. The amount budgeted under salaries, wages and benefits has increas- ed substantially. This is to cover the costs of a police officer position which was eliminated I during last year's budget process and reinstated later in the year. It also covers the costs of the additional half-time secretary position, with those costs to be reimbursed from the Drug For- feiture Fund. The amount budgeted also includes two potential retirements during the fiscal year. Contracted services includes monies for a full year of the employee assistance program. An employee awards program is also included, since the police division wants a program separate from the rest of the City employees. This will be in the form of an "officer of the year" award. The line item also includes the Humane Society contract, which is approximately $22,000. Commissioner Martel asked if Drug Forfeiture monies are reflected in this budget unit. Administrative Services Director Gamradt stated that the amount to be transferred to this budget unit to cover the costs of a half-time secretary are shown under transfers from other funds on the revenue summary. He stated, however, that the Drug Forfeiture Fund is not re- flected anywhere in the budget; but it is maintained as a fund separate and apart from this budget. Fire Department. The amount budgeted under salaries, wages and benefits includes the payments made in lieu of providing dental insurance to this bargaining unit. Also, the amount budgeted for overtime has been increased because it was too low last year. Operating supplies has been increased to provide adequate monies to replenish needed suppl ies. The amount under uniforms and equipment has also been increased to accommodate the replacement of items for the volunteer firefighters. This project is to be completed over a two-year period. Water and sewer services includes a $50,000 charge for fire hydrants each year, as re- I quired by the Public Service Commission. The amount budgeted under machinery and equipment is for a roll-away tool box. City Manager Wysocki stated that the County has agreed to appropriate monies to cover a portion of the costs of operating the hazardous materials van during this fiscal year. He noted that the City and the County have appropriated monies in the past for the development of this van; and the firefighters have done the work on their own. Commissioner Martel questioned why firemen are sent in one of the fire trucks to do the fire safety inspections rather than using a regular vehicle. 08-03-88 Special 338 Commissioner Vant Hull distributed to the Commission a list of proposed fee increases and new fees. City Manager Wysocki requested that the Commission discuss this list at next week's meet- ing so the staff may address any changes in projections. He then suggested that if the Commis- sioners have any areas they feel should be changed in the budget, those items should be brought up for discussion. Mayor Stiff asked if a listing of revenues and expenditures for Fiscal Year 1988 is avail- I able. Administrative Services Director Gamradt stated that the books will not be closed until after August. He indicated that a preliminary listing could be completed and distributed, noting that some small changes will be made with the closing of the books. The next work session on the budget is to be held at 7:00 p.m. on Monday, August 8, 1988. Adjournment - 12:22 p.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Martel, seconded by Commissioner Goehrung, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Martel, Commissioner Goehrung, Commissioner Vant Hull and Mayor Stiff; those voting No, none. ALFRED M. STIFF, Mayor ATTEST: ROBIN L. SULLIVAN I Clerk of the Commission I 08-03-88 Special