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HomeMy WebLinkAbout11-16-1998sp SPECIAL CITY COUNCIL MEETING 1999 BUDGET WORKSHOP NOVEMBER 16, 1998 5:30 PM Auburn City Hall Council Work Area Minutes I. INTRODUCTION Mayor Booth called the special meeting of the Auburn City Council to order at 5:30 p.m. in the Council Work Area of Auburn City Hall. Mayor Booth and the following members of the City Council were present: Jeanne Barber, Sue Singer, Pete Lewis, Trish Borden, Fred Poe, Gene Cerino and Rich Wagner. Staff members present included: Finance Director Diane L. Supler, Assistant Finance Director Shelley Coleman, Financial Operations Manager Sherri Crawford, City Attorney Michael J. Reynolds, Assistant City Attorney Judy Ausman, Police Chief Dave Purdy, Fire Chief Bob Johnson, Planning Director Paul Krauss, Personnel Director Brenda Heineman, Public Works Director Christine Engler, Parks and Recreation Director Dick Deal, City Clerk Danielle Daskam, and Deputy City Clerk Cathy Richardson. II. 1999 BUDGET REVIEW Mayor Booth explained the purpose of the meeting is to review the 1999 Preliminary Budget. Finance Director Supler referred to and distributed an interoffice memorandum dated November 12, 1998 that was included with the budget package provided to the Councilmembers. Ms. Supler stated that the memorandum contains minor modifications, which have been incorporated into Ordinance No. 5181. Item one addresses an increase in the ending 1997 fund balance in the amount of $115,000. Ms. Supler explained that it is likely that software for a new permit system will not be purchased until the first quarter of 1999. Alternatives for the current Tidemark Special Meeting of the City Council November 16, 1998 Page 2 system are being researched. It is anticipated that a contract award will occur in January or February of 1999. The Tidemark product is being replaced as it is no longer supported by the vendor and is not Year 2000 compliant. Due to weather conditions, the additional repairs on the City Hall atrium are to be completed in 1999. Ms. Supler stated that the Y2K appropriation has been reduced from $1,000,000 to $500,000. The balance of $500,000 has been budgeted as a transfer to the Capital Projects Fund. No appropriations for those funds have been made at this time. Councilmember Lewis requested clarification of how these funds will be spent. Ms. Supler responded that appropriation of these funds will require Council approval. Discussion followed regarding the Capital Projects Funds and the Capital Improvement Projects. Ms. Supler stated that budget changes reflected in Ordinance No. 5181 will be incorporated into the budget document. Ms. Supler reviewed the increase in the Airport Fund for the re-roofing project. Proposals have been presented to the Municipal Services Committee. They will work with the Financing Team after the 1998 data is available. A possible bond sale on this particular fund will be considered depending on the financial condition of the bond market. Ms. Supler explained that the $4,000 shown in item number four will be used for an actuarial study in early 1999. This information will be used for the annual report and for review by the auditors. The actuarial study generally occurs every two years. Ms. Supler stated that program improvements under item number five reflect additional funding for the Court Clerk. It is anticipated that the workload for the Court Clerk position may increase due to the impound changes. An evaluation of the fund balance will be completed prior to implementation of the program improvement. The Millennium Commemoration is also an item that will be recommended upon evaluation of fund balance and revenues, for funding in 1999. Mayor Booth stated that this contract position is currently funded through the Historical Society. Special Meeting of the City Council November 16, 1998 Page 3 In response to a question from Councilmember Wagner, Ms. Supler explained the ending fund balance of $1.7 million. Discussion followed regarding the present and future funding for the Curator position. Parks and Recreation Director Dick Deal explained that this position has been on an irregular part time basis. The Historical Society is evaluating their budget at this time and they should know within a few weeks if this position will continue after the first of the year. The Curator coordinates tours with the school district, daycare centers, senior centers, and other groups that come through the museum. It has proved to be a valuable position. In response to questions from Councilmember Borden, Ms. Supler stated that all program improvements, including the Curator position, will be evaluated after the first of the year. When the final budget is submitted to Council for approval, all the modifications discussed at the workshop and special meeting will be reflected. Mayor Booth responded to a question from Councilmember Lewis with regard to program improvements. Mayor Booth stated that program improvements are an increase in obligations and are held until cash flow is determined. Ms. Supler referred Councilmember Lewis to page 200 of the preliminary budget and stated that the Court Clerk and Curator positions and the Millennium Commemoration are additional program improvements that will be reflected in the final budget. Any item over $10,000 is considered a program improvement. In response to questions from Councilmember Poe, Personnel Director Heineman stated that there are three police department position vacancies. In addition, there are two new positions in the 1999 budget under program improvements. Mayor Booth clarified that other cities in the surrounding areas were also advertising for the same types of positions, which created a shortfall of candidates. In response to questions from Councilmembers Poe and Cerino, Mayor Booth stated that budgeted positions, or program improvements, are not filled until revenue is ascertained. In response to questions from Councilmember Borden, Mr. Deal stated that funds for Late Nights have been budgeted for three nights per month for the first half of 1999. Finding sufficient staffing to expand to four nights a week has been a problem in the past. Additional grant funds are anticipated to enable the City to continue the program for the duration of 1999. It may be necessary for the City Special Meeting of the City Council November 16, 1998 Page 4 to supplement any grant funds received to proceed with the program. A mid-year budget adjustment would be made at that time. Councilmember Barber suggested the service organizations be approached to assist in chaperoning the Late Nights. Councilmember Lewis expressed ap~eciation to the Finance Department for the prompt response regarding budget m6difications. Discussion followed regarding the Capital Facilities Plan priorities, projects, and expenditures, III. ADJOURNMENT There being no further business to come before the Council this evening, the meeting adjourned at 6:22 p.m. Approved on the//~ day of ~ ,1998 Charles A. Booth, Mayor Danielle Daskam, City Clerk