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WS 2010 08 23 CHANHASSEN CITY COUNCIL WORK SESSION AUGUST 23, 2010 Mayor Furlong called the work session to order at 5:00 p.m. COUNCIL MEMBERS PRESENT: Mayor Furlong, Councilman Litsey, Councilwoman Ernst, Councilwoman Tjornhom, and Councilman McDonald STAFF PRESENT: Todd Gerhardt, Laurie Hokkanen, Kate Aanenson, Paul Oehme, Todd Hoffman, Greg Sticha, Richard Rice, Commander Jeff Enevold, Sgt. Peter Anderley, and Chief Roger Smallback 2011 BUDGET PRESENTATIONS BY DEPARTMENT. Greg Sticha reviewed the three budget scenarios being submitted to council for their review, noting that a number of factors can change by the end of the year: Scenario 1 - 1.18% increase Scenario 2 - 0% increase Scenario 3 - 0.97% decrease Council members discussed projected versus budgeted revenue numbers, the amount of money associated with the unknown percentages in the different scenarios, and the catastrophic fund. Detailed Individual Fund Presentations: Legislative 1110 - Laurie Hokkanen reviewed the details for this department noting there were no significant changes from 2010 to 2011. Councilman Litsey and Mayor Furlong asked for clarification of what was included in the potential cost reduction of $1,000. After discussion of The Connection costs and ways to save money, Councilman McDonald suggested putting The Connection on the city’s web site and sending out postcards as a way to save money. Todd Gerhardt and Todd Hoffman explained how the Park and Rec programs would be the most affected. Administration Budget 1120 - Laurie Hokkanen reviewed the details for this department noting there were no significant changes. Potential cost reductions of $2,700 could be seen in contractual services. Councilman McDonald reiterated the use of the city’s web site as a cost savings measure. Council and staff discussed options for making the City more paperless. Councilwoman Tjornhom asked for clarification of health insurance costs. Laurie Hokkanen stated she will provide a breakdown of insurance savings since switching to the Preferred One health savings plan and specific costs associated with the city’s portion. Finance 1130 - Greg Sticha reviewed the details for this department noting there were no significant changes being proposed. A potential cost reduction of $2,000 could be seen in contractual services. Council discussed the audit costs. City Council Work Session - August 23, 2010 Legal 1140 - Laurie Hokkanen reviewed the details for this department noting a slight reduction which reflects actual spending due to a decrease in development. A potential cost reduction of $3,000 could be seen in contractual services. Councilman McDonald asked for a break down of the city attorney and prosecution contracts. Council felt it would be worthwhile reviewing the prosecution contract versus using the County Attorney’s office. Property Assessment 1150 - Laurie Hokkanen explained that the City contracts with Carver and Hennepin County and that there would be a slight increase in the per parcel rate and a small increase in the number of parcels being assessed. No potential cost reductions were identified. Councilwoman Tjornhom asked about the cost difference between using the County versus private sector versus in-house employees. (Councilman Litsey left the work session at this point.) MIS 1160 - Richard Rice reviewed the details for this department noting increases in various software maintenance fees and a potential cost reduction of $1,500 in contractual services. Councilman McDonald asked if there were any substantial increases projected for software upgrade costs in the future. Mayor Furlong asked about training costs, internet (webinars) versus travel and training costs. Councilwoman Ernst asked about cross training of staff members. (The City Council took a short break at this point in the work session.) Fire Department 1220 - Chief Roger Smallback reviewed the details for this budget. Laurie Hokkanen reviewed the results of the citizen survey regarding the fire department noting overall favorable responses. Chief Smallback explained the changes in increased personal service to reflect increased call volumes and an increase in contributions for retirement. He reviewed a potential cost savings of $11,000 in materials and supplies and contractual services including a reduction in the contribution for retirement from $30,000 to $20,000. Greg Sticha discussed the amount needed now and in the future for the retirement fund. Councilwoman Ernst asked for clarification of what was included in the $11,000 potential cost savings. Police Administration 1210 - Todd Gerhardt reviewed the policing benchmarks from 2006 through 2009. Mayor Furlong asked about trends and if the current number of officers is adequate to handle the work load. Commander Enevold explained how the work load formula is used by the County and that the staffing levels include the school liaison officer and investigative detective. Commander Enevold then presented the 2011 police plan noting that the Sheriff’s Department was not recommending any staffing level changes for 2011 but would like to discuss an increase in staffing levels in 3 to 5 years. City Hall 1170 - Laurie Hokkanen explained how utility costs had not increased as much as anticipated so costs have been adjusted to reflect actual spending. There were no significant changes in this fund with potential cost reductions in materials and supplies and contractual services. 2 City Council Work Session - August 23, 2010 Elections 1180 Laurie Hokkanen explained how there were no elections scheduled for 2011 but the City budgets one-half of the election costs each year. No significant changes and no potential cost reductions were identified. Library 1190 - Laurie Hokkanen noted utility costs did not increase as much as anticipated and costs had been adjusted to reflect actual spending. There is a potential cost reduction of $2,000 in contractual services. Community Service 1260 - Laurie Hokkanen explained there was a reduction in repair and maintenance costs due to the fact that the vehicle had been replaced in 2010. She noted a potential cost reductions of $1,000 in materials and supplies and contractual services. Engineering 1310 - Paul Oehme reviewed the details for this budget noting there were no significant changes being proposed and no potential cost savings identified. Street Maintenance 1320 - Paul Oehme reviewed the details for this budget noting a decrease in materials and supplies and contracts due to past experience with a potential cost savings of $6,000 in contractual services. City Garage 1370 - Paul Oehme reviewed the details for this department noting a decrease in the fuel budget with potential cost savings of $11,400 from materials and supplies and contractual services. Mayor Furlong asked about the joint fuel purchase agreement with the State and associated cost savings. Councilwoman Ernst asked about the time line for committing to and signing the contract with the State for the joint fuel agreement. Greg Sticha explained that the actual utility costs for the new public works building were coming in lower than expected and how the City is looking at ways to cut costs for the old public works building. Council discussed potential cost savings associated with street lights. Planning Commission 1410 - Kate Aanenson reviewed the details for this department noting there were no significant changes identified and no potential cost savings Planning Administration 1420 - Kate Aanenson reviewed the details for this department noting that feedback from the citizen survey overall was favorable. No significant changes were proposed with a potential cost reduction of $1,500 in contractual services. Senior Commission 1430 - Kate Aanenson reviewed details and citizen survey feedback for this department. There were no significant changes with a potential cost reduction of $1,000 in contractual services. Code Enforcement 1250 - Kate Aanenson reviewed the details for this department noting all inspectors are cross trained. Councilwoman Ernst asked if there was enough work for two inspectors to keep busy. Kate Aanenson explained that there is a lot of remodel work being done at this time. Significant changes include a decrease in books, periodicals, printing and publishing and potential cost reductions of $5,000 in contractual services. Councilman McDonald asked for clarification of what’s included under code enforcement. 3 City Council Work Session - August 23, 2010 (Councilman Litsey returned to the work session at this point.) Park and Rec Commission 1510 - Todd Hoffman reviewed the details for this department noting there were no significant changes or potential cost reductions identified. Park and Rec Administration 1520 - Todd Hoffman reviewed details for this department and citizen survey feedback. Significant changes included the elimination of printing the park and trail map and potential cost reduction of $2,700 in contractual services. Mayor Furlong asked about possible cost savings associated with having maps available online versus doing a mass mailing. Staff stated they will look at potential cost savings for printing and distribution of these maps. Recreation Center 1530 - Todd Hoffman reviewed the details for this department noting there were no significant changes or potential cost reductions identified. Mayor Furlong asked about actual costs for materials and supplies. Councilman McDonald asked about revenue from the Rec Center and the possibility of increasing fees for certain groups. He asked for a copy of the City’s fee schedule and how that relates to the school district and county’s policies regarding their facilities. Councilwoman Ernst asked about capacity numbers. No significant changes or potential costs reduction were identified. Lake Ann Park Operations 1540 - Todd Hoffman reviewed the details for this department noting there were no significant changes with potential cost reductions of $6,200 for personal services and materials and supplies. Park Maintenance 1550 - Todd Hoffman reviewed the details for this department. Todd Gerhardt explained that there was a pinch in the spring and fall when the seasonal park maintenance staff are not employed. Councilman McDonald asked what planning is being done for Emerald Ash Borer disease control. Mayor Furlong asked for a review of the boulevard tree replacement policy as a part of the Council’s strategic planning process. Todd Gerhardt suggested that could be an item of review for the Environmental Commission. No significant changes were identified with a potential cost reduction of $4,600 in materials & supplies and contractual services. Councilman McDonald asked about the potential of delaying projects to help cut costs. Senior Citizen Center 1560 - Todd Hoffman reviewed the details for this department noting there were no significant changes proposed with a potential cost reduction of $600 in materials and supplies. Todd Gerhardt noted that Susan Bill is doing a great job as Senior Center Coordinator and asked that the City Council look at increasing her hours in the future. Recreation Programs 1600 - Todd Hoffman reviewed the details of this department noting there were no significant changes and a potential cost reduction of $4,100 in contractual services. Mayor Furlong asked how revenues relate to expenses for the different recreation programs. Self Supporting Programs 1700 - Todd Hoffman reviewed the details for this department noting there were no significant changes and a potential cost savings of $400 in materials and supplies. 4 City Council Work Session - August 23, 2010 Recreation Sports 1800 - Todd Hoffman reviewed the details for this department noting a positive growth in this and the self supporting programs. He noted a potential cost savings of $500 for materials and supplies. This concluded the detailed presentations. Greg Sticha reminded the council that they could discuss this further in the work session prior to setting the preliminary levy amount at their th September 13 meeting. Council members congratulated staff on a great presentation. Mayor Furlong suggested that in future presentations revenues be associated with department expenses. Mayor Furlong adjourned the work session at 9:35 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim 5