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HomeMy WebLinkAbout2002 08-22 Special Meridian City Council Special Meeting August 22, 2002 The Special Meeting of the Meridian City Council was called to order at 6:30 P.M. on Thursday, August 22, 2002, by Mayor Robert Corrie. Members Present: Mayor Robert Corrie, Keith Bird, Bill Nary, Cherie McCandless, Tammy de Weerd. Others Present: Stacy Kilchenmann, Kenny Bowers, Mike Worley, Pauline Skeggs, Tom Kuntz, Reta Cunningham, Anita Overlin, Nick Wollen, and Will Berg. Item 1. Roll-call Attendance: X Tammy de Weerd X Bill Nary X Cherie McCandless X Keith Bird X Mayor Robert Corrie Corrie: At the time of 6:30, I will open the City Council Special Meeting on Thursday, August 22, 2002 in the City Council Chambers. I will ask the City Clerk to give us a roll call attendance please. Item 2. Adoption of the Agenda: Corrie: Before we adopt the agenda this evening I would like to thank the Department Heads, that are here this evening. Your interest is really appreciated. De Weerd: They want to make sure we don’t change it. Corrie: It seems like I hear an echo of what I was about to say. Council, the adoption of the agenda is the second on the item – on the agenda. Bird: Mr. Mayor. Corrie: Mr. Bird. Bird: I move we adopt the agenda as noted on the published paper. McCandless: Second. Corrie: Okay, motion has been made and second to adopt the agenda on the paper. Bird: On the published paper. Corrie: Public paper. Bird: Published. Meridian City Council Special Meeting August 22, 2002 Page 2 of 11 Corrie: Or on the published paper, all right whatever is on this purple sheet of paper in front of me. De Weerd: Do we want to say all ayes? Bird: On the agenda? Corrie: Well I will get to that right now. You notice I’m not trying to hurry this time through. All in favor in the adoption of the agenda say aye. Opposed no, all ayes, motion carried. MOTION CARRIED: ALL AYES Item 3. Public Hearing on 2002 / 2003 Fiscal Year Budget: Corrie: The second item is a Public Hearing on the 2002 / 2003 Fiscal Year Budget. At this time I will open the Public Hearing on the 2002 / 2003 Fiscal Year Budget and I will entertain a motion to close the – all right we would first like to hear from Stacy Kilchenmann to give us a run down and a presentation on our budget. Kilchenmann: Okay. I will go really quickly but we are going to look at pictures. Originally, I was going to start out and show how we had started to weave the Strategic Plan into our budget process so maybe at some point in time if we give some kind of presentation with the Strategic Plan we can use – we already have a presentation ready. I start with a mission, our functions which we all know. Budget definitions that everybody here knows. This is what the city as a whole looks like. If we take the whole city and all funds you can see kind of – it’s kind of interesting to see the balance, the large portion being the utility service fees. If we look at the city as a whole, the distribution of resources, you can see that we’re pretty even between personnel, operation, and then the chunk – the capital. It’s interesting the red is the amount that we keep carrying forward, projects that we don’t complete in the year they’re budgeted. This is if when we start because we actually budget by fund. We take each of the three funds and we put them on a graph – we put them on a bar graph side by side. You can see the difference between the enterprise fund with the blue being the amount of revenue we have to spend each year compared to the general fund and how out of proportioned that looks. I’ll email you all this presentation too. I just have a definition of the enterprise fund with their mission, which everybody knows, and their vision. It’s interesting how their vision will tie into the enhancements that they requested which you all remember the geographic needs assessment, the stormwater permit consultant, the staff engineer and then there are tech needs. We go into the utilities. I have a dual stretcher that’s the same for both of them. They have the side on operation and maintaining the existing structure and they also have the build out to increase service area and capacity. They both have the same type of revenue to support the same type of operation. If you look at the revenue and you just take the utility revenue it kind of gives you a picture of what it’s going to look like. Sewer sales are larger and water sales and how that breaks down. You remember they changed the rates this summer so if we took the rate change and I used my trend analysis and Brad’s model you can see water sales should start to level out while sewer sales will increase. That was his Meridian City Council Special Meeting August 22, 2002 Page 3 of 11 goal that’s what he wanted to achieve. The Strategic Plan, their vision it has a little sound effect. That’s as close as we get to singing. Their budget enhancement’s 1.7 million dollars. They have the well technician. The biggest chunk of that is in construction costs from four different wells that are all in different construction phases. Their water rights acquisition consultant and a big chunk in water line extensions, the system upgrade, chemistry analysis and then just some minor office and computer needs. Wastewater and their Strategic Plan and their vision, their budget enhancement is almost the same at 1.6 million. Most of that in construction, the air flotation thickener, and the Black Cat Trunk. They have also the safety consultant, pre-design costs. If we just take the enterprise fund and we look at their division of resources that’s how they break out between personnel costs, capital costs and operating costs. You can see they have a piece of pie left over that they can add to their fund balance. At both revenues on the enterprise fund and the general fund site are almost the same it’s kind of interesting. If we take each department and we stack it side by side that’s kind of how they look like. That’s how it looks in 2003 as compared to 2002. 2002 the color and the New Year is then white. We’re just slightly increasing the budget base. In special services, that’s P&Z, Code Enforcement, and Building Department. There mission which is very lengthy and very impressive if you read that word for word. Their challenges, which you identified and came up with Shari’s much desired budget enhancements. First, one off is for Planner II and then her vehicle replacement and that’s Shari right there. This is if you look at the piece that each department adds to the revenue as opposed to their expenses you can see the Building Department with the bright yellow being the revenue. The Building Department carries the Special Services fund so they are really financed by the special services. Building Department is financing the special services fund. They are adding that chunk to the capital improvement fund or should add that in 2003. Here’s their budget that the two year comparison just a little increase in the budget base with the addition of those new positions. We get to the general fund, the different revenue sources, and what we use them for. This is just our challenge from our Strategic Plan and how that kind of ties into our whole budget process. The graph showing the increase in our growth compared to surrounding cities. This is what the general fund revenue looks like when we just look at that by itself you can see the huge percentage that is dependant on property tax. Really, the state revenue sharing is another tax source so if you take those two together that’s the bulk of where our revenue comes from. Again, the same argument a different way to look at it but how our levy rate is calculated always looking for a way to try to explain and illustrate how that works. This is the – we take the prior year budget times 1.3 percent, divided by the net market value which means that as that denominator increases obviously the results of the mathematical equation goes down. We have to add in the prior year levy rate time’s new construction role. For Meridian that has averaged about 10 percent of our property tax over the last 10 years has been because of that new construction. This is a really fun slide and I can explain it. It just shows that if you mathematically compute it you can see your one what the levy rate compared to levy rate on the bottom your two. Your two is lower and then a way that’s much easier to follow is if we look at it that way. That’s in (inaudible) of our future. Then we – into the Fire Department and the services they provided and their mission statement and their challenges. Their challenges again, if you read their challenges and then compare those to their enhancements there’s a nice tie in. Their total enhancements are only 329,000 because the rural fire is going to pay for the Fire Station Number 3. This is the Meridian City Council Special Meeting August 22, 2002 Page 4 of 11 only one that’s changed since our original budget hearing because we’re actually – the rural fire is paying more then we originally anticipated. This one’s a little different. That’s how their budget compares. You can see in 2003, the base is increasing and that will – if we had analyzed that and added the whole cost of the Firefighters for the whole year of course that would have been greater even in that. The Police Department and the services, all the various services that they provide – De Weerd: -- nice pictures. Bird: Beautiful pictures. Kilchenmann: -- and their mission statement. I love their mission statement because it’s only one sentence and it’s easy to read and right to the point. Their challenges that they identified and those also tie into their enhancement requests. Their total is 595,000. Those are the same as we – as arrived in the original budget meetings. That’s how they look year to year. Again, their base has slightly increased. Their total looks higher in 2002 because of the police building and the way we budget the general fund. Park's and Recreation, cool picture – and the services they provide and their mission statement which covers not only the park’s themselves but also the recreation department and their challenges. Look at Number 1, insufficient funding. These are their enhancements. The majority of which come from park impact fees. The only non- park impact fee item is the Storey Park redevelopment. If we look at park’s you see their budget base has increase just slightly and those are actually just some increases we made in some of their accounts like grounds maintenance and spraying the fertilizer. PC and (inaudible) additions are missing so everything is in the capital for them this year. That’s how they look. Administration and all those functions which and we also included all our partnerships and our dues and so forth in that in administration. One of our – some of the areas in our Strategic Plan, some of our major challenges, a lot of them really are impacted, are controlled by administration which includes the elected officials, economic development, employee development retention, fund city services within revenue limitations, information technology, internal operating efficiency and our public image in community relationships. We’ll see those addressed in our enhancements. Ours total 177,000 and just basically three of them, three positions, our community development corporation the 100-year celebration and the addition for Council to use in training and professional services. That’s how administration looks, or general fund looks as far as just PC and operations. Well a little over half is police. A quarter is fire, parks, and administration. Our capital outlay, that big chunk is still the part carry forward, Settler’s Park, a little bit of carry forward for the police station and then new capital for parks. A little bit – we’ll carry forward a little bit for fire for the portion they haven’t paid for the fire truck. That’s just kind of a year-to-year comparison of general fund. What we’ve had left to spend on enhancements and what has been taken by – portion taken by each division or each department. That is the end. Corrie: Thank you. Bird: Good job. Kilchenmann: Are we done? Meridian City Council Special Meeting August 22, 2002 Page 5 of 11 Corrie: I believe – is there anyone from the audience that would to have any input? This is a Public Hearing you’re welcome to come up, give input, and ask questions. De Weerd: Mr. Mayor. Corrie: Mrs. de Weerd. De Weerd: I guess with the money that has been kind of reallocated or that rural is taking a larger role in the capital side of Station Number 3. That does free up a little bit of money that with our desires to see a new City Hall I thought it might be appropriate to actually put a specific line item and a specific amount of funds to that now that there are some funds that are freed up by the adjustment that we’re making. It’s not changing our bottom line. I don’t know how that works within the revenue line items. Kilchenmann: The 174,000 is the total addition we’re making to the fund balance from the general fund. Bird: Mr. Mayor. Corrie: Mr. Bird. Bird: After the deal we went through with the police station by purchasing the land outright to start with I would – I for one would personally not – I mean if we need a little bit of money to do a little bit of research and stuff like that I would have no problem with that. I don’t want to go through the same, make the same mistake that we made on that police deal. It worked out okay for us but it could have delayed us a little bit, and probably did delay us a few months. I would just soon keep that in the fund balance and then if we need to have some architectural fees or something I’m sure we could move it around if we needed. If we don’t, if we go with whatever system we go a lot of the systems different things will – the people would bring in their own architectural – would pay the architectural fees for doing it. I would just soon leave the fund balance as it is and then if we need something we can always take it out of there. De Weerd: Mr. Mayor. Corrie: Mrs. de Weerd. De Weerd: I guess just to – I would agree to that as far as land purchase and that sort of thing. I think it’s time that we do send a message because of that line item that this is a priority and most likely, we already do recognize that we need to update our space study and there will be some architectural fees that just like this year were not anticipated. I know we can draw them out of a particular fund but I think if there’s a commitment from this Council to do a City Hall, I really feel strongly that that should be recognized and identified in our budget with the specific line item budget. That’s just a personal feeling. Corrie: Does anybody else have any comments? Mr. Nary. Meridian City Council Special Meeting August 22, 2002 Page 6 of 11 Nary: I was just going to say you know even if it wasn’t all that 175,000, even if it was just a portion of that – De Weerd: Oh, yes I’m not asking for that. Nary: -- I guess I would agree with Mrs. de Weerd that it’s just a priority that we’re looking for towards the future and it keeps at least at the forefront and it’s one of those things I think as the year goes by there are always unanticipated expenses that we may have to deal with. At some point, we may have to make an adjustment to this budget. I don’t see the harm necessarily taking a portion of that remainder whether it’s 75,000 or something to that – some amount to at least show that we want to keep it on the table so that we are focused that we are trying to get that accomplished in the next few years and that’s a way to do that. I guess I don’t see the harm in doing that given a small amount. Corrie: You could put that under enhancement with that particular case, yes. I like Mr. Bird said I don’t think that all of it should be done and I don’t think Mrs. de Weerd does either. You could take half of that, it might be apropo or whatever and put it in that fund and leave the others as a capital improvement fund. Kilchenmann: Mr. Mayor and Council would that be in capital? Put it in capital like in year budget or in Council budget? Bird: In the Council. Kilchenmann: In the Council budget. Corrie: I would suggest that it goes to the Council. Kilchenmann: In capital improvement right? Corrie: Yes. It doesn’t really make any much difference but I – Bird: What are we talking about 50,000? Corrie: Fifty or 75. Bird: Seventy-five, I don’t mind that. Corrie: Mrs. McCandless have you any opinion? McCandless: Well I was, having been through it all with Keith on the police building I was certainly in agreement with him but I have no objection to 50 or 75,000. Bird: I don’t either. I think that we are committed to one – to a City Hall regardless of whether they put money in there or not. Just finding the best way to buy it, or get it financed to get (inaudible). We’ve had studies and everything on it that I would say pretty close up to date but we might probably need another one. Meridian City Council Special Meeting August 22, 2002 Page 7 of 11 Corrie: Okay I suppose – it would probably be a good idea to have just kind of a motion to move that at this point. I will entertain a motion – Bird: Should we close the Public Hearing? Corrie: -- well we can but I – well, yes, we still got someone coming in. We’ll do that too. Is there anyone else that would like to issue testimony in the Public Hearing on the budget at this time? Mr. Bird I will entertain a motion for to close the Public Hearing then if there is no – Bird: Mr. Mayor. Corrie: Mr. Bird. Bird: I move we close the Public Hearing on the proposed budget for the fiscal year 2003 for the City of Meridian, Idaho. McCandless: Second. Corrie: Okay motion been made and seconded is there any further discussion? Hearing none, all those in favor of the motion say aye. All ayes, motion carried. MOTION CARRIED: ALL AYES Corrie: Since we did the discussion I would entertain a motion on the discussion we had if you’re ready. Bird: Mr. Mayor. Corrie: Mr. Bird. Bird: I would move that we put in the City Council budget, 75,000 dollars for projected new City Hall funds. McCandless: Second. De Weerd: In the Council budget. Bird: Yes. Corrie: Is there a second? Nary: She said it. Corrie: Sorry. Okay, any further discussion? Hearing none, roll call vote Mr. Berg. Roll Call: Bird, aye; Nary, aye; de Weerd, aye; McCandless, aye. Meridian City Council Special Meeting August 22, 2002 Page 8 of 11 MOTION CARRIED: ALL AYES Corrie: Okay then the end of discussion on the budget. Bird: Mr. Mayor. Corrie: Mr. Bird. Bird: I would like to make a statement to our Department Heads and all the employees of the city for a well-done job on this budget. Stacy, Reta, all of you Department Heads have done a great job. I can speak for one this is my fifth budget. It’s the cleanest, easiest budget I’ve ever went through and I think I can speak for Tammy, Cherie and Bill too that the effort you guys put forward sure made our job really easy on this. We certainly appreciate it. Corrie: I also would like to thank you. Like he said, I’ve been through 11 of these. It is the easiest and the smoothest one we’ve had. I anticipate it will get smoother every year unless we have a real recession and then we may have to be struggling to make the dollars go together. I want to personally thank (inaudible) and all the Department Heads for their input this year on our budget. De Weerd: Mr. Mayor. Corrie: Mrs. de Weerd. De Weerd: I guess the success of the budget process this year a large part has been from all the work that you and all your staffs did on the Strategic Plan. How it was all tied together through the Strategic Plan, goals and objectives and the justification that you were able to provide on the enhancements, finding those wholes where the policies are and replacements and that sort of thing. In the past a lot of it has come from the Department Heads it’s been very noteworthy this year. I think a lot of the success has been from your whole departments and their participation in the Strategic Plan and tying your budgets together with those initiatives, goals, and objectives that you’re carrying forward. It’s certainly communicated out to us and made this a lot more Comprehensive process. It’s really exciting that we have not only a budget but also your goals and your visions in the directions your going tied to it. It’s very exciting, appreciate the process, and continue to forward motion. It’s unique. Corrie: Anyone else have anything. I would entertain a motion to accept the budget for the fiscal year 2003. Bird: Mr. Mayor. Corrie: Mr. Bird. Bird: Is that a – do we pass a resolution tonight and then – Meridian City Council Special Meeting August 22, 2002 Page 9 of 11 Berg: I would suggest to the Council to approve the budget as presented and have the attorney to prepare an ordinance for next Tuesday’s meeting to approve the annual appropriation ordinance. Then we would have enough time to get the L-2 form and submit it to the County. Bird: Mr. Mayor. Corrie: Mr. Bird. Bird: With that then I would approve the proposed budget with the change as noted 75,000 going into the Council budget and have the attorney draw up the ordinance showing such. McCandless: Second. Corrie: Motion been made and seconded. De Weerd: Mr. Mayor. Corrie: It’s been moved and seconded to approve the budget with the change. Further discussions Mrs. de Weerd. De Weerd: Just that I think when it was published we did not have the updated figures in the Fire Department. Those need to be noted as well and then the change then that would be made to the fund balance. Bird: That’s what was published tonight was the change. De Weerd: Did the one – no. Bird: Didn’t they show the change at fire? De Weerd: I don’t believe so. Corrie: Well it doesn’t have the line items in it. Nary: Mr. Mayor. Corrie: Mr. Nary. Nary: Also on a technical note too for Council as preparing the ordinance since we would likely be passing it by waving the reading rules they can include that in the title so that it’s clear what we’re going to be passing it by waving the reading rules as required by Idaho’s Code. We don’t always have it in the title, now you can include it in the title as well. Corrie: Any further discussion? Meridian City Council Special Meeting August 22, 2002 Page 10 of 11 De Weerd: No. Corrie: Roll call vote Mr. Berg. Roll Call: Bird, aye; Nary, aye; de Weerd, aye; McCandless, aye. MOTION CARRIED: ALL AYES Item 4. Executive Session as per Idaho State Code 67-2345 (1)(b) – (to consider the evaluation, dismissal or disciplining of, or to hear complaints of changes brought against a public officer, employee, staff member of : individual agent, or public school student) Corrie: I want to now have Item Number 4, which is Executive Session for the Council to go into. I will entertain a motion for the Council motion to go into Executive Session per State Code. Nary: Mr. Mayor. Corrie: Mr. Nary. Nary: I move that we enter into Executive Session as pursuant to Idaho Code 67-2345, subsection (1)(b). De Weerd: Second. Corrie: Okay, motions been made and seconded, any further discussion? Hearing none, roll call vote Mr. Berg. Roll Call: Bird, aye; Nary, aye; de Weerd, aye; McCandless, aye. MOTION CARRIED: ALL AYES Corrie: All ayes, motion is approved to go into Executive Session. (Enter at 7:03 P.M.) (Return at 8:28 P.M.) Corrie: I entertain a motion to come out of the Executive Session. Bird: So moved. McCandless: Second. Corrie: All those in favor say aye. MOTION CARRIED: ALL AYES Meridian City Council Special Meeting August 22, 2002 Page 11 of 11 Corrie: Let the record show that no final decisions were made at the Executive Session. With that, I will entertain a motion to close the regular – or excuse me the Special nd Meeting of the 22 of August. Bird: So moved. McCandless: Second. Corrie: Any further discussion? Hearing none, all those in favor say aye. MOTION CARRIED: ALL AYES MEETING ADJOURNED AT 8:30 P.M. (TAPE ON FILE OF THESE PROCEEDINGS) APPROVED: / / ROBERT D. CORRIE, MAYOR DATE ATTESTED: WILLIAM G. BERG, JR., CITY CLERK