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HomeMy WebLinkAbout02.26.2009COUNCIL WORK SESSION February 26, 2009 8:15 a.m. Council Chambers Mayor Tim Hurley called the meeting to order at 8:30 a.m. Members present: Cole, Hart, Greenwood, Steve Schmitt, Welper, Reggie Schmitt. Members absent: Getty. Moved by Reggie Schmitt, seconded by Steve Schmitt that the Agenda, as proposed, be approved. Ayes: Six. Absent: Getty. Motion carried. Mayor Hurley reviewed the Building Inspection Department Budget with the following recommendations. Building Inspections: Increase Line Item 1111 (Sal -Regular) in the amount of $25,000.00 with $3,575 benefits (1/3 yr new bldg off.) Decrease Line Item 1111 (Sal -Regular) in the amount of $6,123.00 Decrease Line Item 3261 (Build Permits) in the amount of $75,000.00 Decrease Line Item 1114 (Time & Half) in the amount of $1,103.00 Decrease Line Item 1117 (Double Time) in the amount of $326.00 Decrease Line Item 1344 (Telephone) in the amount of $1,720.00 Decrease Line Item 1520 (Comp Software) in the amount of $10,000.00 Mayor Hurley made no changes to the Code Enforcement Budget. Mayor Hurley noted that $25,000.00 was added to the budget to allow hiring a Building Official four months early to bring the person up to speed on the Building Department and Code Enforcement before Mr. Cutwright's retirement. Councilperson Greenwood asked about the Code Enforcement monthly reports council used to receive. Lou Cutwright, Building Official/Maintenance Administrator, responded that once the new code enforcement officer starts, he will start submitting monthly reports to council and overlay the reports with the GIS system. The report will show a neighborhood with junk cars and homes and four months later do the same thing to see the impact on the neighborhood. Moved by Reggie Schmitt, seconded by Hart to move the Building Inspection and Code Enforcement Budgets, with Mayor Hurley's recommendations, to the master budget. Ayes: Six. Absent: Getty. Motion carried. Mayor Hurley reviewed the Fire Rescue, Ambulance and Regional Training Center Budgets with the following recommendations. Fire Rescue: Decrease Decrease Decrease Decrease Decrease Decrease Decrease Decrease Decrease Decrease Decrease Decrease Line Item 1128 (Retire Pay) in the amount of $25,000.00 Line Item 1114 (Time & Half) in the amount of $25,000.00 Line Item 1117 (Double Time) in the amount of $1,000.00 Line Item 1371 (Bldg Maint) in the amount of $1,000.00 Line Item 1130 (Emple Benefit Reimb) in the amount of $2,000.00 Line Item 1390 (Dispatch) in the amount of $6,210.00 Line Item 1400 (Utility) in the amount of $6,000.00 Line Item 1533 (Fuel) in the amount of $1,000.00 Line Item 1537 (Hort Supplies) in the amount of $200.00 Line item 1555 (Minor Equip) in the amount of $300.00 Line Item 1569 (Vehicle Parts) in the amount of $3,000.00 Line Item 1579 (Wearing Apparel) in the amount of $1,500.00 Council Work Session February 26, 2009 Page 2 Increase Line Item 3415 (Comm Life Safety Insp) in the amount of $15,000.00 Increase Line Item 3416 (False Alarms) in the amount of $3,000.00 Increase Line Item 3420 (Housing Life Safety Insp) in the amount of $18,000.00 Mayor Hurley noted that reducing Time & Half might result in rolling shutdowns, but this budget will allow the city to keep the employees will have. Mayor Hurley commented that facilities maintenance is installing energy efficient boilers and the energy rates seem to have stabilized which is why he is comfortable reducing the utility line item. Mayor Hurley stated that he has increased the life safety inspection revenue as he feels it is time to implement the self - inspection program and the fees. Ambulance: Increase Line Item 3414 (Ambulance Fee) in the amount of $50,000.00 Decrease Line Item 1114 (Time & Half) in the amount of $2,500.00 Decrease Line Item 1130 (Emplye Benefit Reimb) in the amount of $500.00 Decrease Line Item 1571 (Equip Parts) in the amount of $750.00 Decrease Line Item 1569 (Vehicle Parts) in the amount of $6,000.00 Decrease Line Item 1311 (Acctg & Clerical Service) in the amount of $24,000.00 Decrease Line Item 1551 (Med/Lab Supp) in the amount of $12,500.00 Councilperson Greenwood asked if we are billing Medicare allowable. Doug Carter, Fire Chief, responded yes. Councilperson Steve Schmitt asked if ambulance calls are seasonal. Chief Carter responded they are somewhat weather dependent. Chief Carter noted they are not increasing ambulance fees, just saying they expect more calls. Regional Training Center: Decrease Line Item 1315 Decrease Line Item 1114 Decrease Line Item 1343 Decrease Line Item 1344 Decrease Line Item 1345 Decrease Line Item 1400 Decrease Line Item 1561 Decrease Line Item 3831 (Training Material) in the amount of $6,000.00 (Time & Half) in the amount of $6,900.00 (Postage) in the amount of $250.00 (Phone) in the amount of $1,400.00 (Travel) in the amount of $750.00 (Utility) in the amount of $1,000.00 (Office Supplies) in the amount of $300.00 (Registration Fee) in the amount of $8,842.00 Mayor Hurley explained that Pat Brockway is the only employee. Off duty firemen do the training. Chief Carter noted that a captain works with Brockway to market the Haz Mat Center. The Haz Mat provides a lot of OSHA mandated classes. Councilperson Greenwood asked if retired firefighters work at the training Center. Chief Carter responded there is currently one retired firefighter working part time, but they receive the same rate of pay. Chief Carter explained that in the inspection area, there is a firefighter, fire marshal and two retirees working part time, and they are aggressively going after the inspections and fees. Chief Carter noted that the fire marshal spends a lot of time on new buildings. Councilperson Steve Schmitt asked what Line Item 1315 (Training) is used for in the Ambulance budget. Michelle Weidner, Chief Financial Officer, responded that line item is used to train new paramedics. Councilperson Steve Schmitt noted that Line Item 3413 (Township Fire Protection) went up for three years and now is static. Mayor Hurley stated that after discussions with the townships, it was decided not to increase the fee for the fire protection services. It is revenue and if we keep raising the fee will the revenues go away. Chief Carter stated that the fee was increased 5 percent last year. Councilperson Greenwood stated he disagrees with no increase in that fee because our costs go up and we have a department ready to respond. Councilperson Greenwood stated he feels that every year the city needs to build its costs into the fee. Councilperson Steve Schmitt stated he agrees with Councilperson Greenwood as we are asking Waterloo citizens to subsidize the townships. Mayor Hurley noted that council approves the 28E agreements for the • • Council Work Session February 26, 2009 Page 3 • • services. Councilperson Steve Schmitt stated council only looks at the budget once year, and our citizens will have to pay for their service if we have to increase taxes. Mayor Hurley stated if we say this is the cost and they say no, we would have to find $32,000.00 somewhere else. Councilperson Steve Schmitt stated that Steve Jordan is running inspections more like a business and if costs and revenues don't equal, then we should not provide the service. Moved by Welper, seconded by Reggie Schmitt to move the Fire Department budget, with Mayor Hurley's recommendations, to the master budget. Mayor Hurley noted that there are monthly budget to actual reports for every department, and they are available to the council. Councilperson Reggie Schmitt stated that if we ask for another $3,000.00, we could lose $32,000.00 altogether. Councilperson Cole stated we also run the risk of them going to Cedar Falls because they don't have the equipment and we are not reimbursed for equipment or putting our guys on the line. Councilperson Cole stated this does need to be addressed, probably starting in Des Moines. Councilperson Greenwood stated there is no reason why we can't regionalize. Ayes: Six. Absent: Getty. Motion carried. Councilperson Hart now absent at 9:12 a.m. Mayor Hurley reviewed the Mayor's budget. Mayor Hurley noted that Line Item 1111 (Salaries - Regular) is for his salary, the secretary's salary and 10 percent for a person to cover when his secretary is gone. Mayor Hurley noted that the mayor's salary is frozen for FY10. Mayor Hurley explained that Line Item 1319 (Other Professional Service) is for starting a newsletter and a new billing for sewer, garbage and water services. The size of the invoice will change to 8i/2 x 11, which will allow the city to communication with the citizens. Mayor Hurley reviewed Activity 6100 — Economic Development. This activity accounts for the second year of the pledge to support MyEntre Net. The City of Cedar Falls and UNI are also participating with funding this organization . Councilperson Greenwood asked who will be the webmaster for the new website, what is the cost, and what kind of information will be on the website. Mayor Hurley responded the company that developed the website will host it at a cost of $30.00 per month. Mayor Hurley stated he will appoint someone as webmaster, but all departments will be involved. Councilperson Cole stated she was impressed with the CodeRed program, with citizens having the option to be a part of the notification process. Councilperson Cole stated the ability to use the utility bill to communicate with the citizens is important for the community. A lot of people don't have Internet and the use of a newsletter or flyers will help to get the message out to our citizens. Councilperson Cole stated she believes the website combined with the print piece will be a tremendous help. Mayor Hurley reviewed the Youth Program and subsidy payments to programs such as the Eastside Ministerial Alliance and KBBG. It would cost about $40,000.00 for health and social services if council decides to fund those programs. Mayor Hurley reviewed the Council's budget. The council's salary is frozen for FY10. Councilperson Steve Schmitt questioned Line Item 1346 (Travel) which is proposed at $1,500.00. Travel for FY09 was budgeted at $1,000.00 and we may only use $800.00. Councilperson Steve Schmitt stated he thinks the travel expense could be reduced by $750.00. Councilperson Cole commented that it sounds like Councilperson Steve Schmitt feels council should pay for training and attending League of Cities events. Councilperson Steve Schmitt stated he personally pays when attending these events. Councilperson Reggie Schmitt stated that the city election is this November, which could bring new council members who will need to be able to attend training. Mayor Hurley noted that the League of Cities' training for new officials is not mandatory, but is very good training. Councilperson Cole now absent at 9:20 a.m. Council Work Session February 26, 2009 Page 4 Councilperson Steve Schmitt stated that a lot of the information in now on the Internet. Councilperson Greenwood stated he supports the travel because new council members will need the league training, and he feels it is money well spent. Councilperson Steve Schmitt stated that he feels so far council has only looked at Mayor Hurley's recommendations and have not helped him lower the budget, and he does not think we are getting where we need to be. Mayor Hurley stated that council and he are getting closer to the gap, and the question will be how much deeper do we want to go. Moved by Greenwood, seconded by Reggie Schmitt to move the mayor and council budgets to the master budget. Ayes: Three. Nays: Steve Schmitt. Absent: Cole, Getty Hart. Mayor Hurley called for a recess at 9:30 a.m. The council reconvened at 9:40 a.m. Members present: Greenwood, Steve Schmitt, Welper, Reggie Schmitt. Absent: Cole, Getty, Hart. Mayor Hurley discussed the Road Use Tax. The departments that are budgeting using the Road Use Tax are Street, Traffic and Engineering. The funds come from fees charged for car registrations, licenses, gasoline, etc. The funds are returned to cities on a per capita basis. Mayor Hurley stated during the initial review of these funds, there was $904,000.00 gap, but since then he has made some cuts to the requested budgets. He is in discussions with the state as to what projected revenues should be. At this time, we still have a $400,000.00 to $500,000.00 shortfall to move somewhere else or lay off people. Mayor Hurley recommended the following changes to the Traffic Department Road Use Tax Fund Budget. Decrease Line Decrease Line Decrease Line Decrease Line Decrease Line Decrease Line Decrease Line Decrease Line Decrease Line Item 1114 (Time & Half) in the amount of $1,000.00 Item 1117 (Double Time) in the amount of $500.00 Item 1130 (Emplye Benefit Reimb) in the amount of $800.00 Item 1121, 1122 (FICA, IPERS) in the amount of $329.00 Item 1345 (Travel) in the amount of $500.00 Item 1376 (Equip Repair) in the amount of $200.00 Item 1400 (Utility) in the amount of $500.00 Item 1500 series (Prof Tech) in the amount of $5,450.00 Item 2121 (Const Equip) in the amount of $5,000.00 Councilperson Steve Schmitt commented that the utility line item usage is only through December 31, 2008. Michelle Weidner, Chief Financial Officer, noted that her research was for invoices paid through January 31, 2009, but not all departments paid their December usage by the end of January. Mayor Hurley commented that of the bills paid through January 31, 2009, we used 53 percent of the total utility budget. Councilperson Greenwood asked if MidAmerican Energy bills the city for non -working street lights. Sandie Greco, Superintendent of Traffic Operations, responded that the city did receive a credit for the street lights that were out last year. Councilperson Greenwood suggested that if MidAmerican Energy is billing at 100 percent, then the city should only pay 85 to 90 percent of the invoices. Michelle Weidner, Chief Financial Officer, stated that we would need to look at the agreement we have with MidAmerican Energy as the city does not pay market rate. Moved by Reggie Schmitt, seconded by Welper to move the Traffic Department Road Use Tax Fund Budget, with Mayor Hurley's recommendations, to the master budget. Ayes: Four. Absent: Cole, Getty, Hart. Motion carried. Mayor Hurley reviewed the Street Department Road Use Tax Fund Budget and made the following recommendations. • • Council Work Session February 26, 2009 Page 5 • • Decrease Line Item 1114 (Time & Half) in the amount of $32,000.00 Decrease Line Item 1117 (Double Time) in the amount of $12,000.00 Decrease Line Item 1121, 1122 (FICA, IPERS) in the amount of $6,292.00 Decrease Line Item 1301 (Temp Services) in the amount of $2,000.00 Decrease Line Item 1400 (Utility) in the amount of $2,500.00 Decrease Line Item 1513 (Chemicals, Salt) in the amount of $30,000.00 Decrease Line Item 1533 (Fuel Exp) in the amount of $31,000.00 Decrease Line Item 1547 (Oils & Grease) in the amount of $4,000.00 Decrease Line Item 1571 (Machinery Parts) in the amount of $3,000.00 Increase Line Item 1128 (Retirement Payout) in the amount of $7,000.00 Decrease Line Item 1100 series in the amount of $21,000.00 with $11,619.00 benefits Implement Storm Water Fee of Additional Sweeping in the amount of $100,000.00 Steve Decker, Street Superintendent, reported that the price of salt increased 40 percent from $50 per ton to $70 per ton, and we ordered about 6,000 tons. Mayor Hurley noted that he is recommending that the vacant E01 position only be budgeted for one-half the year. Mayor Hurley stated that the additional $100,000.00 revenue is for a storm water fee. The storm water management ordinance allows for a fee, but the city has not implemented the fee. Part of the revenues from the storm water fees would go to the Street Department for street sweeping. Mayor Hurley stated that council will have to move quickly on implementing the fee. No properties are exempt, except government. The fee should be in the range of $2.50 to $3.00 per month for residential with a formula applied to other classes. Moved by Welper, seconded by Reggie Schmitt, to move the Street Department Road Use Tax Fund Budget, with Mayor Hurley's recommendations, to the master budget. Ayes: Four. Absent: Getty, Hart, Cole. Motion carried. Mayor Hurley reviewed the Engineering Road Use Tax Fund Budget and made the following recommendations. Decrease 1300 series in the amount of $950.00 Decrease 1500 series in the amount of $550.00 Mayor Hurley noted that over 96 percent of the Engineering Road Use Tax Budget is people. Moved by Greenwood, seconded by Reggie Schmitt to move the Engineering Road Use Tax Fund Budget, with Mayor Hurley's recommendations, to the master budget. Ayes: Four. Absent: Getty, Hart, Cole. Motion carried. With no further business before the council, it was moved by Greenwood, seconded by Reggie Schmitt that the meeting be adjourned at 10:24 a.m. Ayes: Four. Absent: Getty, Hart, Cole. Motion carried. Nancy Eckert City Clerk