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HomeMy WebLinkAbout1998-06-11 Minutes, City Commission -~_.._- -..- ,,------ MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA June 11, 1998 ***************************** . The Commission of the City of Bozeman met in special session in the Conference Room, Bozeman Professional Building, Thursday, June 11, 1998, at 6:30 p.m. Present were Mayor Stiff, Commissioner Smiley, Commissioner Rudberg, Commissioner Frost, Commissioner Youngman, City Manager Johnson, Assistant City Manager Brey, Administrative Services Director Gamradt and Clerk of the Commission Sullivan. Signing of Notice of Special Meeting Each Commissioner, in turn, signed the Notice of Special Meeting. Work Session - Review of City Manager's Budget Recommendations for FY1998-99 This is the fourth in a series of work sessions on the City Manager's budget . recommendations for Fiscal Year 1998-1999. The Commission continued its review of the individual budget units, as follows. Building Maintenance. City Manager Johnson gave a brief overview of this budget, as contained on Pages C-34 through C-35. He stated that .3 FTE has been moved to this budget unit because of the amount of time Special Projects Coordinator James Goehrung spends in this area, particularly with the remodeling projects being undertaken and the recent acquisition of the Professional Building, which includes leased spaces. Special Projects Coordinator Goehrung stated that the acquisition of the Professional Building has resulted in a change in operations because of the tenants' expectations. He then indicated his intent to bid out some of the services provided, including elevator, maintenance and snow removal, to see if there is a financial benefit from combining those services for all . the buildings under one contract. He then noted that no workload indicators have been provided in this year's budget because there is no track record. He recognized that it would be nice to have nice lawns and nice plantings around the City facilities, but there is not adequate money in this budget to cover those costs; rather, the monies budgeted will continue the current level of maintenance. 06-11-98 Special - 2 - Commissioner Frost stated he feels minimal upkeep of the lawn should be provided, but no special plantings. Responding to Commissioner Rudberg, the Special Projects Coordinator stated that the Lindley Park Center, Swim Center and Bogert Pool are included in the various recreation . budgets. He then stated that the building at Beall Park is leased to the Beall Park Arts Center, and they are responsible for maintenance of the building and returning it to the City in the same condition as when it was leased. Housing Revolving loan Fund. City Manager Johnson highlighted this budget, as contained on Pages D-34 through D-35. He stated that about a year ago, the Commission approved increasing the amount paid to the Human Resource Development Council for administration of this program to $1,200 per month, but did not identify the source from which those fees would be paid. Administrative Services Director Gamradt stated that the City is allowed to expend up to 18 percent of the balance of the fund plus any project income received for administrative fees. He noted that in this instance, that is $12,000 per year, while the amount to be paid to . HRDC annually is $14,400. He then recommended that the Commission expend the maximum possible for administrative fees from this fund, with the balance being paid from the General Fund. He recognized the validity of the concern voiced by HRDC that, with a few years, the paying of administrative fees from this fund could prevent it from growing; however, he stated it is always staff's recommendation that restricted dollars be expended first, with the unrestricted General Fund dollars being used when no other source is available. Responding to Commissioner Rudberg, the Administrative Services Director stated that the administrative fees paid to Gallatin Development Corporation for administering the economic development program are paid from that revolving fund. Responding to questions from Commissioner Rudberg, the City Manager stated that the estimated revenues to this fund will be $19,159 this year. . Mr. Jeff Rupp, Executive Director of the Human Resource Development Council, stated that, as administrator of HRDC, he recognizes his organization has a right to bill $1,200 per month for administering the housing program on behalf of the City but, as administrator of the City's housing fund, he cannot justify billing that amount because he recognizes that it will simply deplete the balance in the fund under the current funding mechanism. He then noted 06-11-98 Special ~ 3 - the City Manager has suggested that HRDC begin billing for reviewing applications on behalf of developers in an attempt to offset some of their costs, and he plans to begin that process in the near future. The Administrative Services Director cautioned that if the Commission wishes to . expend General Fund monies for administration of this program, it must also find the revenues to cover those costs. Commissioner Youngman suggested that it would be helpful to know what items are covered under the contract with HRDC and how much time it takes to complete those duties. Economic Development Revolving Loan Fund. The Special Projects Coordinator briefly highlighted this budget unit, as found on Pages 0-36 through 0-37. He noted this fund carries a fairly high balance because it has seen limited activity until recently. He stated that one of the loans from this fund is currently in default, and the legal staff is taking steps to recoup as much as possible. Commissioner Frost requested information on the contracts being administered by the Gallatin Development Corporation and the amount of time expended on them. . Community Transportation Enhancement Program. The Special Projects Coordinator reported a fairly high level of frustration over how slow these monies have become available to local communities. He then cautioned that the City has a deadline of October 1998 to spend $108,000 in these funds, with no viable project identified. He then stated that under the new program, the number of categories in which these funds may be expended is being reduced from eleven to three; and the State will assume responsibility for oversight of the projects and take an administrative charge for that oversight. Highway Safety. Special Projects Coordinator James Goehrung reminded the Commission that 26 high accident intersections were identified in 1993, and those intersections have now been addressed. He stated that the last 3 % years' accident records are currently being reviewed to identify the highest accident intersections, in preparation for . making application for grant monies to address the five most dangerous intersections; and the appropriation for those monies is found on Pages 0-20 through 0-21. Recreation. Swim Center. Bogert Pool. The City Manager briefly highlighted these budget units, as found on Pages C-36 through C-47. He stated that very slight increases have been sought in these budgets, reflecting Recreation Superintendent Harkin's efforts to continue 06-11-98 Special --------- ---------- --- -- - 4 - taking good care of these City facilities while being very conservative. He then indicated that the dehumidifiers at the Swim Center wear out and rust out, and replacement of those dehumidifiers is to be accomplished over the next several years. He then indicated that, with restructuring of the staffing at Bogert Pool, .1 FTE is required in this year's budget to meet the demands of that facility. . Recreation Superintendent Sue Harkin and Recreation Manager Mary Boling highlighted these budget units. The Recreation Superintendent reviewed the philosophy of her department, stating that the programs are designed to improve the quality of life in Bozeman and help to build a feeling of community. She noted that the department assesses the needs of the community and then determines if that activity can be provided by an existing group, possibly with some assistance from the Department, or if the Recreation Department needs to provide the activity. She stated that programs for kids are offered when school is not in session, and pre-school programs are offered year round. The Recreation Superintendent stated that when a group approaches her about the need for facilities for a specific activity, she asks them to come back with a proposal for . funding of that facility. She also noted that she has taken steps to convince her staff that changes can be made and the facilities can be maintained without significant increases in funding. She then indicated that her department is operated under management teams, which draws more people into the management and operation of the department. The Recreation Superintendent addressed the performance measures which have been included in the budget, noting that it was very difficult to develop them for this year's budget and she anticipates they will improve next year. She stated that continual training of her staff is extremely important, and customer service has been identified as extremely critical. She noted that the 17 to 20-year-old lifeguards must be adequately trained to not only ensure the safety of the swimmers but to do so with the necessary customer service skills, and thanked the City Manager for providing training opportunities which assist in this process. . City Manager Johnson stated he is maintaining a three-ring binder of public comments he has received on City employees, and the Recreation section is one of the larger sections in that binder. The Recreation Superintendent stated that she feels it is important to provide an open environment that encourages people to forward their complaints, noting that once those 06-11-98 Special .._u__ - 5 - complaints are received, they can be addressed. She indicated that addressing those complaints has led to some revisions in the lobby area, including the installation of a smaller desk and some changes in staff duties and routines. She also noted that the installation of a patio in front of the Swim Center, at an estimated cost of $2,000, has resulted in a more . attractive facility as well as an area where people wait for sessions. Responding to the City Manager, the Recreation Superintendent acknowledged that her department tries to provide as many programs as possible at the Swim Center to meet the different needs of the community. She stated that the recreation programs, however, are designed to fill in where non-profit organizations and organized programs fail to meet the needs. Responding to Mayor Stiff, the Recreation Superintendent stated that the development of Bronken Park is moving slower than originally anticipated, due in large part to the fact that the volunteers are not used to the process that must be followed for development in a wetlands area. She then indicated that the earliest the site can be developed is next spring, or possibly next fall. Responding to Commissioner Frost, Recreation Superintendent Sue Harkin stated that . the Recreation Director usually attends a national school every year or every other year. She had also requested monies for the Swim Center Manager to attend a national aquatics school, and that is the item that was deleted from funding. She then indicated that the amount budgeted for travel and training is adequate. Responding to the Assistant City Manager, Recreation Superintendent Harkin stated that the County has been contributing $4,000 toward the recreation programs so that the County residents would not be charged an additional fee to participate. She stated that this year, the County has not made that payment, thus opening up the door for negotiating for an increased County contribution. Responding to Commissioner Rudberg, the Recreation Superintendent stated the new health program for City employees is administered through a committee comprised of . representatives from each building who meet on a regular basis to determine what types of activities should be provided under this program; and she serves as the coordinator for the program. Recreation Superintendent Sue Harkin stated that Bogert Pool is one of the few outdoor pools in the state that breaks even or makes money, and the Swim Center is now 06-11-98 Special n.._n___...._____ ___ -.-----... - 6 - operating close to a break even level. She then stressed the importance of ensuring that these facilities, as well as all other recreational facilities, are well maintained because of the liabilities involved with damaged or broken items. The Recreation Superintendent noted that the Lindley Park Center is rented out . through the Recreation Department, and the employees monitor it and clean it as necessary. She indicated that the facility is rented out almost every night it is available, and it is now generating enough revenues to cover its expenses. She then suggested that if the Beall Park Arts Center leaves the building at Beall Park, it should be made available for recreational programs and rentals like the Lindley Park Center because the demand for this type of facility is so great. Commissioner Stiff noted that approximately 50 percent of the users of the recreation programs are county residents, yet the County has been contributing only $4,000 toward this $128,000 budget. He noted this does not seem to be fair or equitable. He further noted that the capital costs of these facilities are not included in the operating budgets, so the costs to the City are really even higher. . At City Manager Johnson's request, Recreation Superintendent Harkin addressed the need for a new swimming pool. She noted that Bogert Pool is full during the summer, and it is beginning to develop some structural problems. She also noted that parking at Bogert Pool is becoming increasingly congested, particularly when other activities in the park generate traffic, and the construction of a new outdoor pool could alleviate many of those problems. City Manager Johnson stated that the new employee health promotion program is beginning very slowly. He recognized that health risks are very predictable and very preventable, and the health promotion program is designed to address those risks. The Recreation Superintendent stated that the School's program was even slower in starting that the City's program has been. She stated that, of the 300 employees, 55 responded indicated an interest in participating in the latest contest, and 32 of those turned in . forms indicating they had completed the program they had identified. She then indicated that during the upcoming fiscal year, a health fair will be offered to employees, and she anticipates that 75 employees will take advantage of it. library, City Manager Johnson briefly reviewed this budget, as found on Pages C-56 through C-59, which reflects a 3-percent increase over last year's budget. He stated that 06-11-98 Special - 7 - several issues were not funded, including requests for a computer technician, a new .4 FTE librarian, additional substitutes, additional shelving, an additional $3,000 in repair and maintenance funds, additional monies for travel and schools, additional monies for new books, a microform reader/printer and an information desk. . Mr. Ron Farmer, Chair of the Library Board of Trustees, characterized the Library's budget requests as conservative, particularly in light of the continued growth in the number of patrons served. He then stated that the Library Board and staff are actively involved in identifying the best way to expand the building which houses the Library, to provide space for the book collection and other services which the patrons are requesting. He noted that the existing building, which was constructed in 1981, was designed to house 80,000 books, and it currently houses 76,000 volumes. Mr. Farmer noted that the Library serves a high percentage of rural patrons. He indicated that representatives from the libraries throughout the county have formed a committee and have met on a regular basis over the past seven or eight months in an attempt to identify whether there is any interest in creating a county-wide library system. He stated . that since the committee found no interest in a county~wide library system, the Library Board has determined that expansion of the existing building seems to be the best alternative because they like the current location. He recognized that this will require expansion of the parking area as well, and the Board is currently exploring the neighborhood to determine if any properties may be for sale in the next couple of years. He then indicated that Jerry Bancroft, member of the Library Board, has agreed to use the skills of his students to create a preliminary design for what the building might look like, particularly if it is expanded across the creek. He noted that the Library Foundation is also looking at alternatives for raising funds to contribute toward the property acquisition and expansion. Ms. Brenda Davis, member of the Library Board, indicated she serves as liaison to the Foundation. She noted that the Foundation has approximately $400,000, but a majority of that . money is endowments, so only the interest is available for use. She also noted that the Foundation may not contribute toward the operations of the Library, but they do contribute through the purchase of books and computers for the patrons' use. Library Director Alice Meister stated that providing good customer service is one of the Library's performance measures, and they will be conducting surveys to see if the public 06-11-98 Special - 8 - feels that measure is being met. She characterized the Library as the City's public face, noting it is available to the public at no charge. She stated that with the amount of information available on the Internet and on CD rom, the demand for computer time and the demands on Library staff have increased dramatically. She stated that, because of the number of computers . in the Library and because of the significant amount of public demand for those computers and assistance with their operation, the proposed budget included a 3/4-time computer technician position. She suggested that, because of the lower pay for this position, it should save money in the long run because it would remove some of the demands currently place on higher-paid librarians. She then indicated that the microform reader/printer requested in the budget was to replace an old reader for which parts are no longer made. The Library Director stated that circulation of printed materials grows at the rate of 12 percent each year and the circulation of non-printed materials grew at the rate of 24 percent this past year. She then indicated that the Library's budget has included approximately 11 percent for books and non-printed items, and the amount traditionally budgeted is 15 to 20 percent. This means that, for the upcoming budget, the typical amount budgeted for those . items would be $115,000; the budget request was for $93,000; and the amount budgeted was $85,000. She reviewed the performance measures in the budget, noting that the national standards are listed as well as the figures for Bozeman. She noted that the figures indicate that Bozeman's collection is smaller than the standard and the circulation of materials is higher. She stated, as a result, people must wait for the more popular items. Library Director Meister stated that the Montana Library Association plans to forward a library district bill in the next legislative session. She also indicated that the Montana Library Association will host the next annual conference of an eleven-state region at Big Sky in June 1999. Responding to Commissioner Youngman, Library Director Meister stated the next priority item after the computer technician are the additional substitutes requested. She noted . that the number of substitutes did not increase when the number of employees was expanded from 16.5 FTE to 19.36 FTE and the hours of operation were expanded, and it is now difficult to cover vacations and sick days. Responding to Commissioner Frost, the City Manager stated the cost of the requested computer technician is $13,300 and the cost of the substitutes of $3,600. 06-11-98 Special .n __.__.__. ___ __ .-.-..-.. - 9 - Responding to Commissioner Rudberg, Library Director Alice Meister stated she works well with the Librarian at MSU, and they are making efforts not to duplicate materials between the two libraries. She then indicated that the MSU Library now has all of its materials on computer, and she can access that information from the Public Library. She also noted that, . through the interlibrary loan program for all libraries in Montana, the Public Library has access to those materials. She then stated that she is working with the library in Belgrade on developing a listing of the materials in that library, which can then be included on the BridgerNet listing. She noted that she has been pleasantly surprised at the lack of duplication of materials between the two libraries and the amount of information they have which is of particular interest to people in this area. Responding to Commissioner Rudberg, Library Director Meister stated that people have access to E-mail through the public computers. She then indicated that, because of the short access time that people have to the Internet, she has not encountered problems with children accessing inappropriate sites on the web. Responding to Mayor Stiff, Mr. Farmer suggested that if the City acquires property . for expansion of the Library during the upcoming fiscal year, monies for a down payment may be needed. He then indicated that if the proper financial arrangements are negotiated, the Foundation could then pursue fund raising activities to cover at least a portion of the purchase price. Ms. Brenda Davis cautioned that once the building is expanded, the Foundation cannot contribute toward its operational costs. She recognized that with the expansion, additional materials will be needed, and additional staff will be required to provide adequate services. She indicated that the Library Director is currently pursuing grant options to cover some of the costs of the Library. City Manager Johnson asked if the County resident usage of the Library would drop if they were required to pay a fee, and if the current size of the building and collections would . then be adequate to serve the patrons. He stressed that, with the current County contribution, the City is incurring a disproportionate amount of the expenses for this program, and efforts must be made to address that issue. Commissioner Rudberg noted that from the figures which have been presented, the 06-11-98 Special ------- ----.- - 10 - County contributes $19 per person while the City contributes $32 per person toward operation of the Library. Insurance. Administrative Services Director Miral Gamradt briefly highlighted this budget unit, as found on Pages 0-10 and 0-11. He stated this budget covers the . comprehensive liability, workers' compensation and property insurances for the City as well as the employee health insurance program. He stated that the comprehensive liability insurance and workers' compensation insurance coverages have been through the Montana Municipal Insurance Authority, and they will begin providing property insurance this fiscal year. He noted that the City's health insurance program is operated as a self-insurance program, with Blue Cross/Blue Shield serving as administrator. He indicated that the experience in the health insurance program has been good enough that there is no increase in premiums this year and a limited vision program has been added for at least this fiscal year. Retirement. The Administrative Services Director stated that this budget unit covers the City's contributions to the Police Retirement System, Firefighters' Retirement System and Public Employees' Retirement System. He noted the percentages are established by the State . and result in fixed costs over which the City has no control. Responding to Commissioner Rudberg, Assistant City Manager Brey stated that the State contributes to the retirements for police officers and firefighters, and those contributions are not reflected in this budget. Zoning. Planning Director Andy Epple reviewed this budget, as contained on Pages C-60 through C-63. He noted that much of the work in the Planning Department is split between this budget unit and the Planning budget unit. He stated that the Planning Board has completed a work plan for next fiscal year for both activities. He then indicated that under the work plan, two of the existing planners are to be devoted to updating the master plan, with two new planners to be hired on a temporary basis to cover the day-to-day activities in the office. He stressed that this change will have no effect on the total number of FTEs in this . budget unit. He also noted that by undertaking the updating of the master plan in-house, rather than through the hiring of a consultant, the Board feels the plan will better meet the community's needs. He then indicated that the remainder of the budget is essentially the same as last year's budget, with a slight increase to cover inflationary costs. 06-11-98 Special -... -....-.......-.. - 11 - At the City Manager's request, the Planning Director addressed the performance measures included in this budget unit. He noted that, because not as much work has been completed this fiscal year as had been anticipated, some of the percentages reflected in those measures are high. He then indicated he plans to implement a user survey form, based on . fairness and timeliness, with those responses being used to determine if staff is meeting the efficiency measures. Responding to questions from Commissioner Frost, Planning Director Epple stated that Code Enforcement Officer Beall's salary is currently split, with 70 percent being paid from zoning and the remaining 30 percent being paid from building inspection. He noted that his request had included increasing the zoning portion of this position to a full-time position in light of the workload. Planning. The Planning Director briefly reviewed this budget unit, as contained on Pages D-2 through D-5. He noted that this budget is the companion to the previous budget unit, and the issues identified in that discussion are reflected in this budget as well. City Manager Johnson noted that $120,000 in this budget unit will cover the costs . of the transportation plan update, and reminded the Commission that a majority of these costs are to be covered by the State. The Planning Director noted that, as a result of the increased local contribution, the total project is now $125,000, which is the amount reflected in the revised contract from the State. He then stated that the transportation plan update will provide a good platform for the comprehensive plan update. Responding to Commissioner Frost, the Planning Director stated that with the acquisition of a new vehicle, the amount budgeted for repairs and maintenance can be decreased. Historic Preservation. The Planning Director reviewed this budget unit, as found on Pages DA8 through D-51. He characterized this as a good public relations program, noting that . it has encouraged the preservation and upgrading of several historic properties over the past few years. He stated that Historic Preservation Officer Strahn's salary is split, with 70 percent being funded through this budget and 30 percent being funded through the zoning budget. He indicated that the budget increase is due mainly to the purchase of a new computer which can be networked into the City's system. 06-11-98 Special _". .u .__..".._ - 12 - Responding to Commissioner Rudberg, Administrative Services Director Gamradt stated the County contributes $26,500 toward the planning functions of the City, which total $500,000 annually. He noted their contribution is generated by a 2.0-milllevy for this purpose. . Adjournment - 9:45 D.m. There being no further business to come before the Commission at this time, Mayor Stiff adjourned the meeting. ~-(//~~ ALFR M. STIFF, Mayor ATTEST: .......... -- --- ~ ... ~~~ ROBIN L-S-ULUVA;N Clerk of the :Commissron . . 06-11-98 Special --- ----------------.----