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HomeMy WebLinkAbout1989-08-02 ., ;0 . MINUTES OF THE SPECIAL MEETING OF THE CITY COMMISSION BOZEMAN, MONT ANA August 2, 1989 ***************************** The Commission of the City of Bozeman met .in regular session in the Conference Room, Municipal Building, August 2, 1989, at 8:30 a.m. Present were Mayor Stiff, Com- missioner Hawks, Commissioner Vant Hull, Commissioner Martel, Commissioner Goehrung, City Manager Wysocki and Clerk of the Commission Sullivan. 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 Com- mission Meeting. It was moved by Commissioner Vant Hull, seconded by ,Commissioner Martel, that the Commission waive the Commissioners' salaries for this meeting as established in Ordi- nance No. 1267. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Vant Hull, Commissioner Martel, Commissioner Goehrung, Commissioner Hawks and Mayor Stiff; those voting No, none. Work Session - Budget for Fiscal Year 1989-90 City Manager Wysocki reminded the Commission that at Monday's meeting, Commis- sioner Hawks questioned the $20,000 contribution from the County, as I isted on the summary of special revenue fund revenues. He stated that research revealed that the amount should be $10,000, which changes the sub-total to $78,813 and the total to $668,614. He noted these changes do not impact the overall budget recommendations as presented. The City Manager then expressed concern that none of the $10,000 has been transmitted to the City to .date, although $5,000 was to be from last year's budget. The Commission then reviewed the individual budget units, as follows. Financial Administration. The City Manager reminded the Commission that salaries for several of the Finance Department employees were being charged to the various enter- prise funds in past years. He noted that each year, one employee has been transferred from the enterprise funds to this budget unit, thus placing these costs in the General Fund. He indicated that. since most of the Finance Department employees spend a portion of their time working on enterprise fund issues, a portion of that cost is then billed back to the appropriate fund. The City Manager noted this approach more accurately reflects the actual operations of the City. 08-02-89 Special ~--- .;.. -'~.~ .' -: ~~t~~i~~i'~:..t~ ':':,:' ;:, ,J_ . . - 2 - The amount budgeted under Contracted Services is for hiring of a part-time com- puter programmer. This amount has been decreased because it is difficult to find someone qualified to do the work who is willing to do so on a limited basis. The City Manager not- ed that a programmer could possibly be hired to do a specific task, if one were available on a limited basis. The City Manager then indicated that the amount listed under Rents and Leases re- flects the final payment on the IBM System/38 computer. He then suggested that in future years, possibly a portion of the monies under this item could be utilized to retain a com- puter programmer to do some of the programming. I n response to a question from Commissioner Martel, Administrative Services Direc- tor Gamradt Indicated most of the financial statements and data are on the computer. He noted one program which could be very helpful is a position control system, which would provide a departmental listing of each position, the FTE, the individual (s) serving in that position, and the amounts charged to that position each month. He stated this information is helpful in budgeting as well as monitoring the various operations; however, it would take six to eight months to write such a program due to its complexity. He suggested this is one area where a contracted computer programmer could be helpful. Administrative Services Director Gamradt indicated that purchase of a cash register with light pen capabilities, at a cost of $10,000 to $15,000, could be beneficial. He noted this would eliminate errors in entering the information into the cash register, as well as during data entry, since the information would be transferred from the magnetic ink cod- ing on the bill directly into the computer. Engineering. The amount budgeted under Repair and Maintenance of Equipment has been increased to more accurately reflect the costs incurred. The City Manager reminded the Commission that the vehicles operated under this activity are quite old and require maintenance. There are no major changes in this budget unit. In response to a question from Commissioner Vant Hull, the City Manager indicated that the City has agreed to maintain the Farmer's Canal within city limits; and the gauging equipment is in need of calibration. City Court. The amount budgeted for salaries includes the addition of a one- quarter position. This provides three full-time persons in addition to the City Judge. The amounts budgeted under Contracted Services and Other reflect substantial increases, due to the increase in jury trials. The City Manager noted that these line items cover the costs of the Public Defender, who serves as court-appointed counsel, and the jurors and witnesses. City Manager Wysocki then stated that the State law now provides that city courts / may handle civi I matters. He indicated that the Justice of the Peace Court is now reaching > 08-02-89 Special } . . - 3 - its capacity; and civil cases are now being referred to City Court. He stated that no ad- ditional monies have been included in the budget for this activity, since the costs are not known at this time. He suggested this issue should be carefully monitored and various alternatives pursued during the fiscal year. Library. The City Manager noted that the amount budgeted under salaries reflects a 9 percent increase. He stated this increase is to cover the costs of increasing two po- sitions which are currently near full-time to full-time status as well as the costs of raising the salaries of some of the employees nearer to 96 percent of the wage scale. He reminded the Commission that the wage scale which accompanies the job classification is slowly being implemented, with this year's effort to bring all employees to 96 percent of the scale, with a maximum increase established. He noted that many of those in the library were well be- low the level set on the scale; therefore, the budget has increased inordinately over the past few years to bring them Into a comparative level with the rest of the employees. The City Manager then stated that the monies budgeted under this item included a 4 percent increase for the Director, which is the same as other employees received, although the Board of Trustees had requested he be given a merit increase as well. City Manager Wysocki stated that the amount budgeted under Repair and Mainte- nance of Buildings will not be adequate to cover actual costs, since the air conditioning compressor was just replaced at a cost of $6,000 to $7,000. He suggested that the amount budgeted be left as it is, recognizing that a budget amendment will be necessary later in the year. The City Manager then reminded the Commission that the Library Board of Trustees is an administrative board, which may determine the manner in which monies are spent, as long as the totals for salaries, operations and capital are not exceeded. He noted that any adjustments in salary may be made, as long as a position is left open long enough to accu- mulate the necessary funds to do so. Following discussion, the Commissioners concurred that the requested $1,500 merit pay not be funded. Mrs. Karen Vinton, member of the Library Board of Trustees, stated the Board feels that the Director deserves the requested increase; and his salary would not be out of line on the wage scale. She noted the Board wishes to retain the Director, and has some concern that he may relocate to obtain a better salary. In response to a question from Mayor Stiff, Mrs. Beverly Knapp, member of the Board, indicated that the Board made promises to pursue salary increases when Mr. Cottrell was hired; but those requests have not been approved. She noted the agreement for those wage increases was documented. She then stated this library is extremely well run, because of Mr. Cottrell's direction and the hard work of the staff and volunteers. 08-02-89 Special - '>~ . - 4 - City Manager Wysocki noted that at Monday's meeting, Commissioner Vant Hull had raised the question about earmarking the revenues from fines and forfeitures for the li- brary, rather than having them receipted into the General Fund. He then distributed to the Commission a sheet revealing the estimated direct revenues and the anticipated expen- ditures for Fiscal Years 1988-89 and 1989-90. He noted that for Fiscal Year 1989-90, the sheet reveals $52,500 in direct revenues and $406,288 in expenditures, including debt ser- vice. He stated that if the debt service is subtracted, the result Is $223,413, which is being paid from the City's General Fund. Commissioner Vant Hull noted that the State statute allows a City to levy up to sev- en mills for a library district; and the City will be contributing slightly over nine mills under the proposed budget. The City Manager noted that in the past, the Library Board of Trustees has made the conscious decision to not pursue a library district, recognizing that the City's contri- bution at the present time exceeds that allowed through a district. He stated they have realized that the City returns more than its fines and forfeitures to the library each year. Commissioner Vant Hull noted that the County may levy up to five mills for li- braries; and at the present time, they levy one and one-half mills. Commissioner Goehrung noted salaries will always be an issue. He then asked if the City has any merit standards at this time. The City Manager responded the City does not. He then indicated that until the salaries of all general employees are relative within the City's wage scale, such standards will probably not be developed. He noted that the scale does contain a maximum dollar amount for each grade; and any merit raises to be given must remain within that scale. Police. The salaries portion of this budget unit includes monies for the negotiated increases as well as increasing the part-time dispatcher position so the parking control of- ficer may serve full-time in that capacity. The City Manager reminded the Commission this is in response to their goals, noting it should provide better patrolling of the handicapped parking stalls. He then noted that the former Assistant Chief has retired; and Captain Boyer was promoted to Assistant Chief, leaving the Captain position open. He indicated this new structure will be monitored; and if it appears more personnel are needed, au- thorization to acquire an entry level officer will be sought. Mayor Stiff asked if a neighborhood watch program should be considered, asking if it would have any budgetary impacts. The City Manager indicated a neighborhood watch is done strictly on a volunteer basis, with no budgetary impacts to the City. He noted Lieutenant Connor was in charge of the previous program; but there was little publiC interest. The Commissioners stated an interest in developing a neighborhood watch program 08-02-89 Special "'~. '",.,- . . - 5 - and suggested Lieutenant Connor be asked to pursue the issue once again. Commissioner Vant Hull stated she feels law enforcement, particularly for speeding, should be increased. She noted that the 1984 Police Department annual report shows 22 patrolling officers, while the 1988 report reflects only 20 patrolling officers. She also in- dicated the number of speeding tickets issued in 1988 was only slightly higher than the number issued in 1984. Mayor Stiff asked if more police officers are needed, given the size of the communi- ty. The City Manager responded that the type and amount of activity must be con- sidered as well as the population of a community. He suggested at this time, it may not be necessary to increase the size of the police force. He then indicated he just recently received the results of a survey compiled by the City of Missoula; however, he must get additional information before determining the actual comparisons. Fire. The amount budgeted under Contracted Services is for physical examinations for those fi refighters who operate the Haz Mat van. The City Manager noted those fire- fighters are to receive a physical every two years as well as after an incident, to ensure the materials handled have not caused any phYSical problems. Building Inspection. The City Manager indicated one retirement is anticipated in this budget unit during the fiscal year. He noted there are no major changes in op- erations. Commissioner Hawks asked if legal activities centering around issuance of building permits should be budgeted under this budget unit. He suggested this would more accu- rately reflect the costs Incurred for the budget unit. The City Manager indicated that costs for all legal activities are reflected in the City Attorney's budget. Administrative Services Director Gamradt indicated that payment of claims as a re- sult of legal action are paid through the Comprehensive Insurance Fund, which is funded through a separate mill levy. He noted this fund covers the costs resulting from legal actions for all General Fund activities. Streets. The City Manager reminded the Commission that this budget unit must be considered in conjunction with the Gas Tax budget unit, which follows immediately. He indicated that the salaries are split between the Street and Gas Tax budget units. City Manager Wysocki noted the amount budgeted for Operating Supplies has been increased to cover the costs of purchasing additional gravel and sand; and the City will continue to purchase salt for mixing purposes. In response to a question from Commissioner Vant Hull, the City Manager indicated that with using less salt last year, application of the sand/salt mixture was required more 08-02-89 Special . . - 6 - frequently. He noted that the sand was picked up twice during the winter; however, that requires dewinterizing and winterizing the street sweepers each time. He further indicated there was more overtime paid this past fiscal year, due in part to the fact it was a normal winter and partly because more trips were needed to spread sand. Commissioner Vant Hull noted the problem with dust pollution this spring because of all the sand on the streets. The City Manager reminded the Commission that this is a by- product of using more sand and less salt; and they were aware of that issue before making the decision to use less salt. Commissioner Vant Hull asked If a tree maintenance program would be funded through this budget unit. City Manager Wysocki indicated a tree maintenance program would be placed under its own budget unit so the expenditures can be identified and the appropriate assessments made to the various property owners. He then stated there may be one or several tree maintenance districts created. Commissioner Vant Hull then stated a news article in the Nation's Cities Weekly re- ferred to a program under which 1 million disease-resistant elm trees will be given away by the year 2000. She suggested that may be a means of acquiring such trees, noting she obtained one through a pilot program about five years ago. She noted it was a seedling at the time she planted it; and it now stands about ten feet tall. The City Manager indicated the staff will pursue that avenue. He suggested that if the trees are seedlings, it may be appropriate to place them in a nursery for about five years before planting them on publiC properties. City Manager Wysocki then stated the amount budgeted under Other includes the $2,000 paid annually through a judgment concerning the Walton Ditch. He noted this was formerly budgeted under the Water Fund; however, this is more appropriate since it per- tains to storm drainage. Gas Tax. The amounts budgeted under the operating portion of the budget are those which will be utilized to fund this year's street improvements. The City Manager reminded the Commission that bids for these projects were opened on Monday; and those bids exceed the amount of monies avai lable. Commissioner Hawks noted that Gas Tax monies may be utilized for construction of streets and asked when it may be possible to begin using the monies in this manner. The City Manager responded that these monies can be utilized for construction at the time another source of funding can be found for salaries in the Street bUdget unit. He suggested that the creation of street maintenance districts could provide the needed source of funding, reminding the Commission that those monies may be utilized for con- struction and maintenance of streets only. He then noted that combining of this budget 08-02-89 Special ;:~ ,;::ti . - \,.' , ,~, ' 7 - unit and the one above reveal; that USe costs of street operations is approximately $500,000 each year. The City Manager reminded the Commission that next week's regular Commission meeting is scheduled to begin at 1 :00 p.m. He noted the next work session on the budget for Fiscal Year 1989-90 is scheduled to begin immediately after the regular business has been completed; and he anticipated that may be as early as 2: 00 p. m. Adjournment - 10:50 a.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 Hawks, Commissioner Vant Hull and Mayor Stiff; those voting No, none. -, 08-02-89 Special