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HomeMy WebLinkAbout1987-08-11 spec 357 MINUTES OF THE SPECIAL MEETING OF THE CITY COMMISSION BOZEMAN, MONT ANA August 11, 1987 ************************ Th"e Commission of the City of Bozeman met in special session in the Conference Room, Municipal Building, August 11,1987, at 2:00 p.m. Present were Mayor Mathre, Commissioner I Jordan, Commissioner Stiff, Commissioner Martel, Commissioner Vant Hull, City Manager Wysocki and Clerk of the Commission Sullivan. Signing of Notice of Special Meeting The Mayor requested that each of the Commissioners sign the Notice of Special Commission Meeting. It was moved by Commissioner Vant Hull, seconded by Commissioner Stiff, 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 Stiff, Commissioner Martel, Commissioner Jordan and Mayor Mathre; those voting No, none. Work Session - Fiscal Year 1987-88 Budget Mayor Mathre stated the purpose of this special Commission meeting is to review the City Manager's recommendations for the budget for Fiscal Year 1987-88. The Commission continued to review the City Manager's recommendations for the budget, as follows. The City Manager noted that the Commission had reviewed through Page 53 during the last work session. The Commission began reviewing the various General Fund budget units as contained in I the City Manager's recommendations. Swim Center. The City Manager stated that the amount for "repair and maintenance of buildings" is substantially lower this year because the boiler was redone last year. He noted that "contracted services" includes monies for a contracted swim instructor. Commissioner Martel asked if there is any way to determine whether the fees charged for the swimming program cover the costs involved. Director of Finance Gamradt stated that the fees charged are placed back in the General Fund but not back into the budget unit. The City Manager stated the Recreation Office is to be keeping track of the various pro- grams and whether they break even, with the goal being that overall the programs are on a break- even basis. Commissioner Martel noted that the Swim Center has lost money every year; and the City should be trying to find ways to make that up. He reminded the Commissioners that, in addition to subsidizing the operations, the City is also paying principal and interest on the bonds for the facility as well as appropriating a substantial amount for repair of the structure. City Manager Wysocki reminded the Commission that the gap between expenditures for op- erations and revenues from those operations has slowly decreased over the years, with that gap now being approximately $20,000. Bogert Pool. This budget unit also includes monies under "contracted services" for a con- tracted instructor. The City Manager noted that this pool does break even, and in fact has shown a profit in recent years. I Band. The City Manager stated the numbers contained in this budget unit are those - which were proposed by the Band Board. He then distributed to the Commission the proposal for organization and operation of the band and the Band Board which was attached to the budget request. Commissioner Vant Hull noted her continuing concern that she feels this program should become at least partially self-sufficient. Commissioner Martel expressed concern about singling out one cultural program. Mayor Mathre stated that Helena has developed a "Band Aid Society," which generates pri- vate funding rather than City funding. 08-11-87 Special 358 Commissioner Jordan suggested that a donation basket could possibly be placed at each concert, noting that people may not be aware that the City does provide funding for this func- tion. Senior Citizens' Center. The City Manager stated that a maintenance agreement for the elevator is included in this budget unit. Parks and Playgrounds. The City Manager indicated the salaries have been reduced to include only one-half full-time equivalent for part-time summer employees. He then noted that I "repair and maintenance--other" includes monies for repair and maintenance of the sprinkler systems. He stated that the amount budgeted under "water and sewer" has been increased only slightly because some of the parks have been metered; and the costs are less through the meter- ing than through the per-acre rate established by the Public Service Commission. Commissioner Stiff asked if wells are included in the Capital Improvement Program; and the City Manager indicated one well is included. Th'e City Manager then noted that the Bureau of Outdoor Recreation funds for develop- ment of Jarrett Park may be available in April 1988; and if they are, the Commission will be asked for authorization to expend $9,000 in Parkland Trust Fund monies, as previously agreed. City Manager Wysocki noted that under "rents and leases" in this budget unit, as well as the following budget unit, monies have been included for purchase of a tractor/mower on a three-year lease/purchase basis. He reminded the Commission that the bids received were much lower than anticipated during the budgeting process; and there were adequate monies in last year's budget as well as this year's budget to cover the entire amount without incurring any financing charges. Commissioner Stiff expressed concern about budgeting the purchase of capital equipment through "rents and leases" in the operating portion of the budget, noting that it would be more appropriate to budget such items under the capital improvement program. Commissioner Martel asked why budget amendments resulting in a wash have been shown in the various budget units. Director of Finance Gamradt stated that the overhead costs for supply were budgeted I under "other II in the past; and during this past fiscal year they have been moved to "depart- menta I allocations. II He noted this change has been made to more accurately reflect the costs in the various line items. Cemetery. The reduction in salaries in this budget unit is a reflection in the decrease of part-time help. Commissioner Stiff asked if a well is anticipated for irrigation of the cemetery. The City Manager stated not at the present time. He reminded the Commissioners that Mr. Custer is working on a geological determination of where a well might be drilled; and the staff has asked him to review Lindley Park and the cemetery for possible drilling of a well in the future. Library. Commissioner Vant Hull asked how valid the Library Board's request is for an increase in the Director's salary. She also noted that she had requested a listing of all division head salaries at yesterday's meeting. City Manager Wysocki distributed copies of the listing of all division head salaries along with copies of the pay plan schedule to the Commissioners. He noted that during this year's negotiations, it was agreed to begin implementation of the pay plan which had been established, with the goal being to bring all employees to 90 percent of the 18-month pay schedule if pos- sible, with a maximum annual raise of $1,200. He indicated that the current plan is to raise all salaries to 100 percent of the 18-month scale in three years., recognizing that those numbers are 1984-1985 dollar amounts. He noted the objective is first to bring the salaries for the various positions into relativity, then work toward parity. I The City Manager then noted that a substantial increase has been shown under salaries, since many of the salaries in that area were the scale shown and therefore subject to the $1,200 maximum increase per employee. Commissioner Stiff noted that the pay scale seems to negate the Library Board's concern about the salary for the Director's position. He also indicated he feels that the classification plan was well worth the investment. Commissioner Jordan stated support for implementation of the employee classification plan and the accompanying pay schedule, noting it establishes a logical and consistent basis of pay for the employees. 08-11-87 Special 359 City Manager Wysocki stated that the amount shown under "other" is for the purchase of library books. Commissioner Stiff asked if County funding is to be at the J.e.v,e.l anticipated. He a I so asked how delinquencies in property taxes affect that budget unit. The City Manager stated that this budget anticipates $41,000 in County funding; and a recent letter from the County indicates the amount will be around $42,000. He then indicated that delinquencies in the payment of taxes has no effect on the budget unit, since those monies are receipted into the General Fund rather than into a library fund. Emergency Preparedness. The amounts budgeted cover the costs for the telephone lines as well as electrical charges for the two civil defense sirens. Annual Audit. This is the General Fund portion of the audit costs for the fiscal year just completed. The remainder of the $41,000 amount bid is contained in the various enterprise funds. Snow Removal. This budget unit shows the anticipated costs for the sidewalk snow re- moval program. The City Manager noted that these costs can vary substantially, depending upon the winter. Commissioner Martel asked what the difference was between revenues and expenditures during last fiscal year. City Manager Wysocki stated that as of May 31, 1987, the City had received just over $4,000 in revenues and expended over $6,200. He noted that many of the charges for this pro- gram have been placed on special assessments and have, subsequently, been certified as delin- quent to the County. Commissioner Vant Hull suggested that the sidewalk snow removal ordinance be placed on the agenda in the near future for review. Mayor Mathre requested that it be placed on the August 24 agenda for discussion. Zoning and Community Development. The City Manager stated this is a new budget unit, being spl it out from the planning functions. He reminded the Commission that the zoning, plan- I ning and building inspection functions have all been combined under the Planning Director; and the budget units for these three items is basically equal to the combined budget units for building inspection and planning in last year's budget. He noted that the salaries have been split differently; however, the total is basically the same as last year's. He noted that a portion of the monies listed under "advertising" in this budget unit will need to be transferred to the Building Inspection budget unit to cover the advertising costs for the Board of Adjustment. The Commission then reviewed the budget units contained under the Special Revenue Funds portion of the City Manager's recommendations, as follows: Planning. The City Manager noted that this function is funded through a special levy not to exceed two mills. He indicated that under this new format, only planning activities are listed in this budget unit. He also noted that since this is the first year for this new format, there is no historical data upon which to base the budgetary figures. Comprehensive Insurance. This budget unit covers the premiums for liability insurance, as well as vehicle and property insurance, public officials' liability and fire insurance, for the upcoming year. I n addition, an amount has been budgeted to cover the $2,500 deductible per incident that is not covered by insurance. Health Insurance. The City has received a 16 percent increase in premiums for health/ medical/dental insurance this year. Also, the mix of insurance coverages for the employees varies from year to year, resulting in fluctuation in the premiums paid. Commissioner Jordan asked how much of last year's premiums paid was spent on City em- ployees. I Director of Finance Gamradt stated that last year the City received a summary of the total premiums paid and total demands, including the amounts paid for medical services and adminis- tration. He noted that the summary indicated that 87.7 percent of the premiums were used to cover the associated costs. Commissioner Jordan noted that he feels the City should consider a different program when it seems feasible. Commissioner Martel asked if an "experience" factor is applied in determining the in- surance rates or if every groups' insurance activity affects the City's rates. 08-11-87 Special 360 The City Manager noted that the insurance rates are based on a three-year history, but he is not sure that just the City's experience is taken into consideration. Commissioner Stiff asked if the League has considered offering this type of insurance program. City Manager Wysocki stated that the MMIA Board has discussed this option but has deter- mined it has enough to administer at the present time without adding this program. He noted ,- that at the time medical insurance is not readily available to City employees through another source at a reasonable rate, the MMIA will probably reconsider its position. Public Employees' Retirement. This is a State-administered program, with the City's con- tribution rate remaining basically the same as last year's. Police Retirement. Same as the above budget unit. Fi refig hters' Reti rement. Same as the above budget units. Fire Truck. This is the second year of a two-year special voted mill levy. The amount budgeted will cover the remainder of the original purchase price of the truck as well as the additional equipment which has been purchased to put that truck into operation. The Commission next reviewed the budget units contained under the Debt Service Funds portion of the recommendations, as follows: Recreation Facility G.O. Bonds. The City Manager noted these bonds will be paid off in January 1994. Senior Center G. O. Bonds. These bonds will be paid off in October 1987; so this is the final year for this special mill levy. Library G. O. Bonds. These bonds will be paid off in January 2000. The Commission reviewed the two budget units contained under the I nternal Service Funds portion of the City Manager's recommendations, as follows: Supply. The Director of Finance stated that the line item for operation supplies has been reduced substantially this year. He noted that a procedural change has been made so that now only items actually placed in supply before being charged out to specific departments are in- cluded, providing a more real istic view of the operation. I The City Manager noted that, since this is not a General Fund operation, depreciation is included in the budget. Vehicle Maintenance. This budget unit shows the costs of repair and maintenance to the City's vehicles. The City Manager indicated that the parts and mechanic's time plus adminis- trative costs are charged back to the various departments. Commissioner Martel suggested the amount charged under this program has been compared to the amount charged in local garages, noting that if the amounts differ too widely, the de- partments may take their vehicles to an outside business to be serviced. The final work session on the budget will be held next Monday afternoon during the regu- lar Commission meeting. Adjournment - 4:35 p.m. There being no further business to come before the Commission at this time, it was moved by ,Commissioner Jordan, seconded by Commissioner Martel, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Jordan, Commissioner Martel, Commissioner Stiff, Commissioner Vant Hull and Mayor Mathre; those voting No, none. JUDITH A. MATHRE, Mayor I ATTEST: Clerk of the Commission 08-11-87 Special