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Home My WebLink About2007-09-05 PACKET 03.B$PE�:�/��.. ME�T�NG � • � � COTTAGE GROVE CITY COUNCIL �Uiy 2s, 200� CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota held a special meeting on Wednesday, July 25, 2007, at the Cottage Grove City Hall, 7516 80 Street South. Mayor Shiely called the meeting to order at 6:30 p.m. ROLL CALL Present: Absent: Mayor Sandy Shiely Council Member Mark Grossklaus Council Member Fred Luden Councii Member Myron Bailey (Arrived Late) Council Member Pat Rice Also Present: Ryan Schroeder, City Administrator Caron Stransky, City Clerk Ron Hedberg, Finance/Admin Svs Director Brenda Peper, Financial Analyst Mayor Shiely presided over the meeting. SPECIAL MEETING - 2007 BUDGET REVIEW Mayor Shiely noted that this is the first of two special meetings scheduled to discuss the 2008 Recommended Budget. The second meeting is August 15, 2007. A third date is set aside for August 22, 2007 in case work is not completed. Following the Council workshops, it is anticipated that the preliminary levy will be adopted at the September 5 Regular Council meeting. Finance/Admin Svs Director Ron Hedberg noted that the preliminary General Fund budget recommended by the City Administrator is balanced and reflects a gross levy increase of 3.06% with an operational levy increase of 0.99%. The recommended budget projects a 2.2% market value growth. Hedberg briefly reviewed the General Fund revenues and expenditure summary by department covering the five-year period of 2004 Actual through the 2008 recommended budget, and distributed a summary of the General Fund cost per household by department. The Council then proceeded to review individual budgets. Special Meeting July 25, 2007 Cottage Grove City Council Page 2 PUBLIC SAFETY Emerqency Management Public Safety Director Craig Woolery and Fire Chief Bob Byeriy presented the Emergency Management budget. Byerly presented Council a report on the 11 outdoor warning sirens instailed throughout the City, which in cooperation with Washington County Emergency Management, alerts all cities of potential natural, terroristic or a technological disaster. Discussion followed on Siren #9 Iocated at 61 Marine & Sports, the annual maintenance and upkeep of the warning sirens, the Washington County telephone warning system, and the feasibility of moving sirens to eliminate the overlap of coverage. Byerly noted the Emergency Management budget includes a budget addition of $1,000 to cover the 800 MHz Washington County radio service fee for five (5) radios. Animal Control Woolery presented the Animal Control budget noting that in 2007 the City Cierk's offered and sold 2007, 2008 and 2009 licenses. Approximateiy 900 pet owners elected to purchase two and/or three year licenses. Woolery noted that the recommended budget includes one-third of the department's request of $3,600 for additional CSO coverage seven (7) days per week or $1,200. There was discussion on how the Finance Department would track the revenue for the multiple year licenses sold. Police Protection Woolery presented the Police Protection budget and reviewed the proposed expenses, cost saving reports given to Council prior to the actual closing of the communications center, and the revisions they made to those reports to reflect actual costs/savings which have or will occur with current information from Washington County. In summary, the 2006 transition expenses totaled $39,000; the 2007 net savings of $273,962; and the 2008 estimated net savings totai $368,437. Woolery then reviewed the handout from Washington on the 800 MHz radio system projected cost participation policy and a synopsis of "Failure to Dispatch a Call" for the period June 26, 2006 through July 24, 2007. Woolery then reviewed the major objectives for 2008, impact measures, outcome measures, current staffing, capital outlay, and budget additions. He noted that additional funding is needed for the purchase of four (4) tasers ($4,000) increased firearms ammunition costs ($9,200) and in-squad mobile camera systems ($98,737). City Administrator Ryan Schroeder recommended that the tasers, increased ammunition costs, and squad cameras be purchased through the Forfeiture Fund, noting that squad cameras were in the 2007 Forfeiture budget. Mayor Shiely stated she would like to see the "cost per househoid" included in the public safety, ambulance, golf course and ice arena budgets. Special Meeting July 25, 2007 Coftage Grove City Council Page 3 Fire Department Byerly reviewed the proposed Fire Protection budget and the mandated IS300 and IS4Q0 training not in the proposed budget. Byerly stated he is checking into in- house training to keep the costs down. Further, the department has begun to training police investigators on fire investigation and the purchase of a fire tanker will be delayed. Mayor Shieiy asked for the number of fire/medical calis broken down by fire station, asking for more data from the Fire Chief. Forfeiture/Seizures Fund Woolery noted that the City collects an average of $40,000 per year in DWI and Felony forFeitures. He noted that squad cameras would cost $98,000 and Council consensus was to utilize this as the funding source. The actuai fund balance for the year ending 2006 is $71,126. Woolery explained that the server will cost $20,000 and they could start equipping a few cars each year. Community Watch Fund Woolery noted that the recommended budget does not include an additional 414 hours for the Community Watch Coordinator he requested. There was discussion of whether there should be more emphasis on National Night Out neighborhood parties versus the single event. The Director noted his preference for the neighborhood parties. Cottage Grove EMS Fund Woolery and the EMS Coordinator Jeff Sedlacek presented the recommended EMS budget noting the department has gone to a paperless system that validates our ambulance runs and downloads information to the State. The recommended budget includes funding of $33,000 for electronic notebooks. Sedlacek noted they are reclassifying the "no transport" to ALS Tier 1 with no mileage, to receive Medicare versus Medicaid reimbursement. Woolery reviewed the $30,000 budget addition included in the recommended budget for the Part-time Paramedic Pilot Program. Eguipment Replacement Ron Hedberg reviewed the Equipment Replacement Schedule for the Public Safety Department noting the replacement of a police investigation vehicle (unit 342) will be postponed until 2009, not replace the tanker truck (unit 3129), allocate funding to replace the pumper (unit 3145) over two years (2011 and 2012), and reduce the funding to $15,000 to replace grass rig equipment. GENERAL GOVERNMENT The City Administrator reviewed the General Government recommended budget additions: Special Meeting July 25, 2007 Cotfage Grove Ciry Councit Page 4 $10,000 Shift from Community/Employee Programs to the Public Safety Department for the YSB/Strawberry Fest. The community programs, i.e. Fireworks Dispiay Match would continue to be funded from Gambling Contributions. $28,800 MIS upgrades Internet) (Upgrade document imaging and Add T-1 Iine for $10,000 GASB 45 Actuarial Services moved to Self-Insurance Fund. Citv Clerk and Elections Schroeder noted the City Clerk recommended budget for 2008 will decrease due to the 2008 elections which reflect an additional recommended $72,590 expense. Charitable Gambling Fund Schroeder noted that this fund would be restricted to the Fourth of July Fireworks Display Match and other community programs. He suggested that the Council discuss this further in a future workshop session. Ceiebration Fund Schroeder noted that this fund previously accounted for the annual Cottage Grove Strawberry Fest revenues and expenditures. No funding is included from the City as a transfer from the Charitable Gambling Fund. Self Insurance Fund Hedberg reviewed the Self Insurance budget noting the existing fund balance of approximateiy $1.8 miiiion was set up to serve as an excess Iiability account and to pay insurance premiums and losses. The City Administrator indicated that the tort liability limit in 2009 would increase to $1.5 million so it is important that the City maintain the existing fund balance. Mavor/Council Schroeder noted that the 2008 budget will inciude a budget carryover of funds for a community survey, approved in the 2007 budget. Economic Development Schroeder highiighted the proposed budget noting that no monies are earmarked for the EDA Trust Fund. Administration/Personnel Schroeder noted that the budget inciudes apportioned wages and the capital purchase of miscellaneous equipment. Leqal/Assessinq Schroeder noted that the budget includes funds for the Washington County assessing services and includes a small reduction in general legal service with Kennedy & Graven. Special Meetrng July 25, 2007 Cottage Grove City Council Page 5 Community Proqrams The City Council discussed the City Administrator's recommendation to eliminate or reduce the publication of the Cottage Grove Reports. Mayor Shieiy noted that there are approximately 330 residents who do not receive a monthly utility bill and would benefit from receiving the Cottage Grove Reports. Citv Hall Buildinq Maintenance The City Administrator noted that the budget includes funding of the City Hall phones, postage meter, utilities, maintenance and repairs and includes apportioned public works employee for building maintenance. In 2008 the City will consider appointing a person at each building site to trouble shoot minor problems. Finance Hedberg noted that the budget includes apportioned wages and the capital purchase of miscellaneous equipment. Manaaement Information Svstems Hedberg noted that the budget includes two part-time employees with outside contracts averaging $4,800 per year for high level or unique issues, and all IT and office equipment purchases. Propertv Taxes and Bonded Debt Hedberg reviewed the bonded debt report and detailed the Municipai Building fund. Debt service funds were closed into this fund in 1990's to pay for the City Hall remodeiing and there is $2.4 million currently in this fund. Hedberg stated he would like to create the new fund. Mayor Shiely noted she would like to discuss the following topic further: 1. Forfeiture Fund for purchase of cameras, tasers, and ammunition 2. Pubiic Safety support staff 3. Fire Station #3 — Value of land and cost of operations 4. National Night Out 5. Delay purchase of grass truck to 2010 6. Donation to Youth Service Bureau and community programs 7. Community Survey 8. Cottage Grove Reports Mayor Shiely noted that the next budget meeting is August 15, 2007 at 6:00 p.m. The special meeting adjourned at 10:15 p.m. Respectfully submitted, Caron M. Stransky City Clerk