HomeMy WebLinkAbout11-22-1983 Special ` ^ � COIIDICII, WORICSHOP MID][JPES
November 22, 1983
The meeting ooa�¢nenced at 7:40 p.m.
ATPII�IDAt�CE
Those in attendance included Mayor Roegner, Councilman Iarson, Counci��^
Hitchoock, Councilaan Colbucn, CounciLoan Rtsle, Co�cilman Craig, and
Counoilpe.sson Wisner. Also in attendance were Pat Burns, Pete Whittal, Ann
Strosnider, and Robin Wohlhueter.
DLSCI]SSIQd
Dan Risle: Dan indicated the purposed of this meeting being called was to have
some questions that we felt aould not wait until Deo�ber 18 or 19 regarding the
budget. There aze a lot of ooncerns that we have with one being the ending fimd
6alanoe of 7983 of $1.2 million and how a�ears that the beginning fimd balanoe
of $750,000 with a discrepency of $450,000 to $500,000 balance.
He stated that a�ther oonoern was of the revenues meeting expectations for next
year and that manpower charts appear to be top heavy in soane azeas.
imn Craiq: Craig stated that he was very alarmed with the fact that the 1981
Ea�di.ng Cash Balance of $1 million and this year would be $1.2 million and is
$750,000. He stated that if tl�is trend was oontinued the City wvuld be broke.
His ooncerns oentered azound the fact that there needed to be s�e action in
modifying the budget to oorrect its deficiencies, and to take action this yeaz
to maximize the ending cash balance.
Another azea of cuncern was there are too many chiefs and not enough indians. He
stated that our btr3get was adopted by job title. Ebr example the Fire Department
ratio was 2.9 to Chiefs, Lieutenants, and etc., and in the Parks Departr�nt the
ratio was 2.0. The overall average for the entire City was a ratio of 4.0. So
there vras a situation of fois employees for every Supervisor or Department Head.
He stated that in 1979 - 1980 we had a riwnber of activities which supported
�loyees pay. We have beoome deficient, spending more money than inooane. The
budget needed to be modified, and there were detail problems in various depart-
tdents.
Gene Colbisn: FIis main ooncern was expenditures exoeeding revenues. Idevenues
need to be oonsidered before a program expansion was oonsidered. He stated tliat
current reven� projectio�s are under what was estimated. There were tw+o points
that he felt needed to be made: 1.) What are the true revenues; and 2.) What
can we expect for 1983 as far as revenue projection. If there was not enough
money, then ae have to make cuts.
Lewis Fiitchoock: He stated that his main ooncern was spending more that is
being taken in. Another cvncern was the gambling tax projectians. Where are
they a�ing from?
I� Craig: We cannot do anything until you know what the actual ino�e will be.
We need to establish in broad parametezs for the Mayor a budget with an F�ding
Cash Balance of higher than $1.2 million. Craig .stated that the City of Aubucn
this pear sold fire bonds at the lowest interest rate in five years and he would
like bo see the 12 - 138 interest rate r�ain at that at the end of next year.
Also he wanted Go v,ork towazd an objective of having a different ratio
� Nuncil Workshop November 22, 1983
Page Ztno
of et�loyee opposed to supervisors, flatten out the manaqement structise,and w�rk
toward not as many middle managers. He also would like to see 1984 goals being
tracked manthly next yeaz.
Do� Rurle: R�sle wanted to see a cut of the n�m�ber of chiefs and v,nuld like to
see an actual cutting of both salazies and middle managers.
Linda_Wisner: Wisner said that the mi�le manager �+ras not cut, that awtally
the low person was cut and middle manager was kept. Managers would still make
as much as what he started with. So the actual cut was not U�at much.
Ron Craiq: we essentially have a baseline bud9et with no program im�rove�ents.
Dor� Rurle: In sane of the m growth areas there appear to be program, ing�rove-
ments. These program improvements ap�ear hidden and oo�r�e up in various
azeas. It should be like last year's budget where it grew in one area, salazy.
Bud Larson: I am Chairman of the Finance Coarenittee and did not know about this
meeting until 6:00 p.m. tonight with a note in my box. He wanted to know why
was not aalled like everyone else. He stated that he was unhappy about the so
called secret meetings he felt were going on.
Bod stated that he r,ould like specifics � the items being discussed. Such as
personnel cuts, name it, cuts where? 1�► (;raig uses Parks for example, when in
fact the programs our people manage in Itecreation aze self-supporting.
MaYOi Roe4ner: la�egner �aondered why the Finance Director was being exclu3ed
fraan these questions when he was the one that oould answer most of the q�stions
that were being raised. With the example of Parks and the exception of Chapman,
Deal, Sallee, and Fre�nire, the supEivisors su�ervise programs and wlunteers,
not people. Tt�re had not been aie manag�rtent position added without Council
approval with the exceptia� of Will Spenaer who will be leaving at the end of
December. We maintain less staff than twv years ago. Where are the accisacy of
yots figures o�ning fran? No staff has been added without Council approval.
The Oouncil approved all the differen�s such as "S�amner Youth F�loyment" which
had to oome out of the "Ending Cash Balanoe".
Don Kurle: I have had a hard ti�ae getting information from the Finance
Cortm�ittee and finding out where the fur�ds are at. During budget is the one time
I can obtain information.
I� Craiq: .The budget does mt reflect what we want. The Council was assured
we were at o�a objective of $1.2 million Ending Cash Balance, either that or
there was a misimderstanding. We have to determine haa to awid getting
situations where we will rot have any money in the spring. We only want an
increase that reflects wages and benefits for employees. There should be no
increase except for the absolute essentials, such as gas, electricity, and etc.
We need to change our manag�t ratio. Titles are i.mportant because we pay by
titles. An example is the Price Waterhouse Stu�y oonc]ucted last year which oan-
pares job titles with different Cities. If a job title has supervisor next to
it, it means m�re money. The survey was based on job titles which has a ¢eeping
effect in government.
� Cbuncil Workshop November 22, 1983
Page Three
Gene cblburn: We need to estimate our inooane for 1984.
Pon Craig: We need to devote the next meeting � inoome, the set figures. We
need to have general directions for the neat meeting: 1.) In�ne for the City;
2.) What are F.ndin9 Cash Balanoe will be; and 3.) The budget for 1984.
Gene Oolburn: The key factor is inoo�ne. I have sane mncerns on these reports,
there has to be sa� predictions and track reoords to follaa so that we can
anticipate and then subtract.
Lewi.s Hitchoock: (This statement was directed to Bud Larson, Chairman of the
Finance Ooc�ittee) . Would you oonsider c3irectly looking at the 1984 budget in
a different aspect than was presznted?
Bud Iarson: Would have to maae fr�n sanewhere else. You aze saying that you do
not believe the Finan� Director. Bur] statec] that the estimated reven�re for the
gambling tax rras $ll0,000 and not the $8,000 figure. Mr. xitchoock had stated
earlier.
7lewis Hitch�ck: Gene Colbucn had the report and that was where the figures
ca� from.
Mayor Roegner: The report did not reflect the 4th quarter. This is mt a short
fall. t�en you add in property taxes, sales taxes, and others we will receive
before the first of the year.
Don Rurle: Will we make up an additional 108 in the 4th quarter?
Mayor Roegner• Yes
Gene Colburn: This was as of Noy�nber 17. With oomparisons with actuals there
still seems to be a short fall, and if that is not the case, that's good.
Mavor Roe4ner: As faz as management verses supervisors we r�eed to look as the
picture in the last 10 years. Mayor Roegner noted that there are management
positions that were vacanted, and were still vacant. Information woul.d be pro-
vided at the Deoeud�er 6 meeting.
I� Craig: Suggested that the meeting on December 6 be restructised sliqhtly so
that ttie Mayor can present an increase of salaries and wages and still hold the
1983 levels. Have Dan provide the revenue as of December 6, and what it will be
the remainder of the year. in siam�ry, we want: 1.) Projection of revenue for
1984; 2,) Pledge factor; 3.) High/low; 4.) Estimation of ino�ee for 1984, so
that we can see what the spread is; and 5.) We need to try and change the
Personnel ratio over the next several. yeazs. Mayor to go to staff and �ne back
with better ratios. We need to estuaate our inoaoe, what our F�ding Cash
Balanoe is, ana what is left aier to �,vrk with. We do not want to spend more
maney like we did this year. We do not want to have to borrav money.
Bob Roec�ner: With the 82 - 84 expenditiue levels being different in am�unts,
lmn would like to see dollar oost levels as a maxitnun.
Ron Craiq: With one exception to that and that being in 1984 red�e the airount I
offiae supplies from 1983 level by 158.
� Council Workshop November 22, 1983
Page Eb�s
Bob Roegner: Our goal was to reduce the amount of paperwork and not office
st�lies. That is what was said and that was the goal. I��gner stated that
research would be done and a plan would be presented to the Council.
Bur] Iarson• 158 less paperwork.
Mavor R�e4ner: What is appropriate to cut? Major paperwork is generated from
the Council. R�eyner stated to Robin for the minutes of the �eting: 1.) The
Supervisor verses �oployees, what it means; 2.) Bring back sane type of plan;
and 3.) Assurances as to what projections wi.11 be handled.
Don Riule• When would these be done?
Mavor Roeqner: Deo�nber 5 or 6, but I do not know if I can. 83-84 projec-
tions, and the differenoe. There aze five Council people that had not been
through a lot of budgets.
Lewis Hitchoock: The Council people today have all been throuqh budgets.
Mayor Roegner: What I meant was that Linda t�ad seen only oertain budgets which
she had worked on where there are 6 or 7 other budqets that she had not seen.
It� had t�een through 10 budgets.
Ron Craig: What the Coimcil oontrols? Hottom line, we need to set broad objeo-
tives and see th�n through.
D� Rurle: Revenue, Wages, Ending E'und Balance and then total bur7get is
defined. We need to rearrange money a000rcling to priorities. Broad attempt to
defiae priority without much detail.
Mavor Roegner: The Council slips into administration and that makes explanation
of prograa� at a later date very difficult.
Gene Colburn: In 1982 there was a dramatic improvert�nt in presentation of
budgets instead of each lirie item as in 1981. in 1982 we moved tavard objective
and not the line item. There seems to be a probl�n with inter-oomni.ttee oo�mnun-
ciations. Gene stated that reflection of ooamnittees csas not reflected in amount
of work done by each Ca�¢nittee and that it took strategy for presentations.
Mavor R�egner: The Council was to establish goals which was the legislative end
and the admi.nistratiai would present how they would attain these goals.
Ron Craig: F�e stated that he wvuld like to hear objectives that aze wr�g fran
the Department Head. The Department Head would give them the percentage that
they can achieve and they would also give the percentage they cannot achieve.
This is what we can do.
Mayor Roegner: The doLlar amount implied the service level of 1981.
Gene Colburn: We want to be told faoe to face what cannot be done. We do rot
want the Departaent Head to say it caould saork when it would not. Can we wvrk with
more efficiency. The department head should be realistic even if it a�eant cri-
tici�n to us.
� Cotuicil Workshop November 22, 1983
Page Five
Ron Crai9: Establish objectives and carry out. The employee objective we want
'ratio increase and bring back plan and reo�ation. Our objective was to
increase that ratio.
MaYOr la�e4nerd This �uld be brought back as two different things. We can prr
sent a�e and then prese�t the othet one that wsll work.
Linda Wisner: i just want to say that i am m�d at all of you and that if the
press was not l�re i s+vuld really te].1 you.
1�DJ�A�Tf
The meeting was adjourned at 9:15 p.m.
�11.22 -4