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HomeMy WebLinkAbout2004-08-04 MINUTESSPECIAL MEETING COTTAGE GROVE CITY COUNCIL August4,2004 CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota held a regular meeting on Wednesday, August 4, 2004, at the Cottage Grove City Hall, 7516 80 Street South. Mayor Sandy Shiely called the meeting to order at 6:30 p.m. ROLL CALL Present: Mayor Sandy Shiely Council Member Cheryl Kohls Council Member Pat Rice Council Member Jim Wolcott Council Member Mark Grossklaus Also Present: Ryan Schroeder, City Administrator Ron Hedberg, Finance/Administrative Services Director Caron Stransky, City Clerk Brenda Peper, Financial Analyst Mayor Shiely presided over the meeting. Mayor Shiely announced that the purpose of the special meeting was to review the City Administrator's recommended 2005 Budget. Finance/Administrative Services Director Ron Hedberg highlighted the proposed General Fund Revenues and Expenditures, Property and Tax Capacity. The 2005 Administrator's budget includes $408,724 shortage with the budget additions recommended. These budget additions recommended by the City Administrator total $825,474. This means, to balance the budget, $408,724 will need to be cut from the budget or the tax levy increased. The City Council proceeded to discuss the Golf Course, Public Safety, City Clerk, Mayor and Council, Economic Development, Administration, and Finance/MIS budgets. GOLF COURSE Bruce Anderson, Sue O'Connell, and Dennis Neitz of the River Oaks Golf Course were in attendance to present their budgets. Mr. Anderson highlighted the recommended capital outlay items for the maintenance and clubhouse operations totaling $67,000. He noted that year-to_date, golf operations are down six percent (6%) and the food and beverage operations are down 18 percent. Anderson attributed the decrease in the cold, wet weather this year, along with the Highway 61/Wakota Bridge construction project and a saturation of golf courses in the area. 2004 budget expenses, however, are down 17 percent. Special Meeting — August 4, 2004 Cottage Grove Ciry Council Page 2 of 5 Council briefly discussed whether or not the clubhouse should allow outside caterers to cater food for special events, i.e. golf tournaments. Currently, all catering at River Oaks is handled by City staff. Two exceptions include Tinucci's and Armark who have been granted special permission to cater the Cretin Durham Hall Golf Course (Tinucci's) and the Youth Service Bureau Golf Tournament (Armark). Staff recommended that the customer be given the opportunity to choose a caterer. If an outside caterer is selected, an up-charge could be charged for use of City equipment. In 2003 there were 11 outside catering events held at the Clubhouse. Council authorized the Golf Course Staff to look into offering outside catering and to submit a proposal at a later date for further review and consideration. PUBLIC SAFETY Bob Byerly and Cathy Neuenfeldt representing the Fire Division, attendees, presented the Fire Protection and Emergency Management proposed budgets. Mr. Byerly highlighted the proposed Fire budget and budget additions and capital outlay/equipment requests. Council briefly discussed the budget addition to purchase a vehicle stabilization kit for $5,200 and an extrication/cutting tool for $8,324. Byerly noted that the vehicle stabilization kit is a new piece of equipment they would probably utilize only 2-3 times per year. Mr. Byerly informed the Council that the part-time firefighters were not opposed to the hiring of EMT's, a budget addition in the EMS Budget, as long as they will not cut into the existing calls they receive. The Council then reviewed the Emergency Management budget and the recommendation to replace the civil defense siren in Old Cottage Grove at Lamar and Upper 74` Street. Byerly explained that a needs analysis currently underway. He commented that no grants are currently a4ailable to fund the siren but he agreed to continue to research potential grant opportunities. Byerly noted that the needs analysis would highlight what areas of the City dc not currently have coverage at this time. John Mickelson and Craig Woolery representing the Police Division, attendees, presented the Animal Control, Police Protection, Forfeiture, Community Watch, and the Cottage Grove EMS bddgets. There was brief discussion on why the cost per household for animal control increased from $1.83 in 2002 to $3.38 projected in 2005. Staff noted that the increase was due to the agreement the City has with the Park Grove Pet Hospital for impound services. The Police Protection budget was reviewed and the Council discussed: . Changes in the DARE and SRO Programs held in the schools. . Continue to use the diversionary program via contract for collection of worthless checks. Special Meeting — August 4, 2004 Cottage Grove City Council Page 3 of 5 . The new cost sharing formula to maintain the narcotics officer position. . Continuing the crime free multi-family housing program. • Transition away from Dakota County to Washington County for records, MDC, and radio services (800 MHZ) and future capital expenditures. The 2005 budget includes $100,000 to begin funding the radio system. Washington County is looking to purchase the new system in 2007 or 2008. Mickelson expressed concern stating at this point he was not an 800-MHZ advocate. . Budget Addition Requests Not included in the Administrator's Recommended Budget: o Budget Addition to purchase of a computer forensic program/desktop not included in the Administrator's Recommended Budget. Woolery noted that the software will cost an estimated $4,500. The software would beneficial investigating computer crimes, i.e. identity theft. o Purchase bullet resistant vests or body armor foe $6,500 for police reserve officers to protect them from projectiles, sharp objects or blunt trauma. Mickelson noted that later this year, he would be requesting that the body armor purchased and funded under the forfeiture fund. . The addition of one (1) police officer in January 2005 and one (1) police officer in October 2005. Council reviewed the Forfeiture, Community Watch and the EMS recommended revenues and expenditures and briefly discussed to potential of reducing the EMS budget, by transferring funding for the sergeanUparamedic position out of EMS budget and to add additional funding for one of the police officedparamedic positions. CITY CLERK Caron Stransky, City Clerk, attendee, presented the City Clerk, Elections, Charitable Gambling, Celebration, and Self Insurance budgets. It was suggested that rather than funding Elections every other even-numbered year, that beginning with the 2005 Budget, the City should consider funding one-half of the total estimated cost of the 2006 Elections or approximately $30,000-$35,000 each year. Council agreed to consider this suggestion further after they have had an opportunity to review the entire budget, the recommendations, and requests. Council then proceeded to discuss the gambling proceeds collected from licensed organizations operating within the City and the recommended contributions, specifically the $1,000 contribution for a carnival. The budget also recommends transferring $7,000 to the Celebration Fund for the Cottage Grove Strawberry Fest. It was suggested and then questioned whether the $1,000 contribution for the carnival should be added to the amount allocated for the Fest or whether the $1,000 contribution be removed from the budget. It was also suggested that the responsibility of organizing and funding the Fest be turned over to a non-profit organization to reduce and eventually eliminate the City's involvement. The Council agreed to consider funding the carnival ($1,000) after the entire budget, the recommendations, and requests are complete. Special Meeting — August 4, 2004 Cottage Grove City Council Page 4 of 5 MAYOR AND COUNCIL Council discussed and unanimously agreed that the $60,000 included in the budget for a community survey be removed. The Council also discussed the lack of funding for training opportunities and the possibility of increasing the Mayor and Council Member salaries. It was noted that funding to train newly elected officials should be added to the budget and that a discussion be held on whether the Mayor and Council should be reimbursed for their out of pocket expenses, i.e. mileage and parking. ADMINISTRATION Ryan Schroeder and Ron Hedberg briefly reviewed and responded to questions relating to the Administrator's Recommended Economic Development and Administration budgets. Council discussed objective #11.f in the Administration budget and amended the objective to indicate that the commuter rail line is between Minneapolis and Hasting not St. Paul and Hastings. They also agreed that the Red Rock Corridor is not receiving enough press and that an objective be added to the Administration budget. In the Personnel budget, it was noted and briefly discussed that funds are included in the 2005 recommended budget to hire a human resources specialist. Council consensus was to consider filling the position at the next Budget workshop on August 18, 2004. Administrator Schroeder indicated that Washington County Assessor's Office is interested in providing property valuation services resulting in a cost savings to the City of approximately $86,000. He indicated that the City Hall budget includes funds for a new telephone system The Council agreed to discuss at the next meeting, continuing to set aside funds for future pavement management projects. The Transfers budget transfer out $100,000. FINANCE Ron Hedberg and Ryan Schroeder, attendees, highlighted the Finance recommended 2005 budget. There was discussion relative to the budget addition of $30,000 to purchase accounting software and $8,000 to hire a clerk OJT. Due to the time, the Council decided to temporarily adjourn the meeting to September 18, 2004, at 6:30 p.m., at which time to Council will complete their review of the 2005 Recommended Budget and to consider the following: • Police Protection: Add $4,500 — Computer Forensic Software . Gambling: Delete $1,000 for carnival or raise funding to Cottage Grove Strawberry Fest . Elections: Add $30,000 to Elections for the 1996 Elections. Special Meeting — August 4, 2004 Cottage Grove City Council Page 5 of 5 . Mayor/Council: Add funds for travel and training expenses. Delete $60,000 for community survey. • Personnel: Fill human resources specialist position • Finance: Hire Clerk OJT or part-time regular employee Adjourned at 10:25 p.m. Respectfully submitted, Caron Stransky City Clerk