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HomeMy WebLinkAbout10-06-2014 WS MinutesMeeting of: COLUMBIA HEIGHTS CITY COUNCIL Date of Meeting: October 6, 2014 Time of Meeting: 7:00 PM Location of Meeting: CONFERENCE ROOM 1 Purpose of Meeting: WORK SESSION CALL TO ORDER/ROLL CALL The meeting was called to order at 7:15 PM Present: Mayor Peterson, Council Member Nawrocki, Council Member Schmitt, Council Member Williams, City Manager Walt Fehst, Finance Director Joseph Kloiber, HR Director/Assistant to the City Manager Kelli Bourgeois, Chief of Police Scott Nadeau, Fire Chief Gary Gorman, Library Director Renee Dougherty, Community Development Director Joe Hogeboom, Assistant Community Development Director Loren Wickham, and City Clerk/Council Secretary Katie Bruno Finance Director Joe Kloiber provided follow up information regarding liquor operations. Net income from operations was explained as the gross sales, less the cost of goods, less operation costs. Historical data was shared noting stores were owned since 2008. In 2003-2006 rented locations sales were low, it was noted this was before housing crises. There has been a steady rise since 2009. Kloiber pointed out that the net income from operations in 2012 and 2013 almost doubled what it was in rental operations, noting Rainbow foods still open then as well. Data was shared comparing Columbia Heights to the state average, noting they were pretty much in line with. Wine sales have been lost due to the opening of a new wine store in area. Director Kloiber suggested taking steps now to assure success in coming years, will likely do so in 2015. General Government Director Kloiber reported that personnel costs have been moved to new line item, Building Maintenance and Labor. Councilmember Williams inquired about LED lighting, noting rates are increasing from Excel energy. Kloiber indicated that Eric Hansen is doing an analysis; however there is nothing budgeted in 2015 budget for lighting changes. Councilmember Schmitt commented that the Community Development Department did an amazing job in updating their space, suggesting we need to take care of the space. Director Kloiber reported a 2.4% reduction overall. Partially due to turnover in the Department. It was indicated this budget has an excess because of unforeseen issues that may arise. Various options were suggested including moving funds to a capital account, establishing a scheduled replacement schedule, or have an understanding that there may be budget amendments requested. City Manager Fehst commented that City Hall is underutilized; suggesting looking at plan for the area, selling the land, and build somewhere else, after the library is built. Regarding the Recognition and Special Events Budget; Director Kloiber reported we have not updated the City Newsletter agreement in many years, and we may want to consider upgrades to the Newsletter, including some color publications. Kloiber stated that there is no budget for the parade group and their events, and there is a $300 increase for gas for the parade vehicle. Community Development Community Development Director Joe Hogeboom explained there are three primary functions of the Community Development Department; including Economic Development, Planning & Zoning, and Building Inspections. Two primary funds serve the CD departments. Fund 201 receives all revenue through licensing and permitting. In 2015 expenses are expected to increase about 16%, and revenue to increase about 11%. Fund 204 is the Economic Development Authority fund. In 2015 expenses are expected to decrease by about 15%, revenue decrease by 6%. Overall there is a 3.81% decrease from 2014. Hogeboom reported major changes are due to the re-introduction of planner position, although slightly offset by the reduction of expert & professional services. Additional changes include reductions in both the Director and Assistant Director salaries; as they are both new in their positions. Director Hogeboom stated that he would like to re-evaluate how salaries are being allocated between the two funds. Councilmember Nawrocki questioned the big jump in protected inspections. Director Hogeboom stated the increase was due to the creation of the Associate Planner position. Director Hogeboom reported the department is anticipating a $30,000 reduction in Expert & Professional Services. Additional reductions are planned in boards and commissions, as there are many free training events for commissioners, as well as looking for grant opportunities. Councilmember Schmitt stated she thinks it is important for planning and zoning commissioners to receive adequate training. Police Chief of Police Scott Nadeau reported the budget includes an additional $40,000 for technology related services, including a new Public Safety Data system, with assistance from Anoka County. Also Two Factor Authentication through Metro INet, a federal mandate. Another mandate requires squad car data be encrypted. Director Nadeau clarified that these are estimated costs. Chief Nadeau reported the department has done a trial with body worn cameras. The process to replace vehicles camera would be costly, as well as required updates to the server. The body worn cameras cost about $600 each, when the cameras are on the charger base they are simultaneously being downloaded to a three year data storage system through Taser. Chief Nadeau is proposing the addition of a fifth sergeant, and the elimination of two corporals, reporting that the current structure is not ideal. The department currently has four sergeants, and would like to add additional to provide for supervision, particularly on weekends. Councilmember Nawrocki asked for the difference in salary between Sergeant and Corporal. Director Nadeau estimated about 10%. Manager Fehst stated that the current Sergeants are extremely more accountable than in the past. Director Nadeau reported that in 2016, the department will be looking a radio replacement, probably through the County, to obtain encrypted radios. Fire Fire Chief Gary Gorman explained that the proposed budget show a little over a 4% increase, due partially to mandated items; including PERA and workman’s compensation increases. Because it was recently decided to share operational costs associated with the maintenance costs of the public safety building there were changes in the cost associated. Chief Gorman reported the costs have substantially decreased because of the geo thermal additions. Chief Gorman reported they are in the process of purchasing a fire truck for just under $400,000. 2016 plans include the refurbish of Engine 1, to allow for another ten years of service. Staffing is tight to complete inspection and license applications are increasing. The department will look at staffing options. Councilmember Schmitt asked for an update on the recent twelve on-call firefighters. Chief Gorman explained this group seems responsible, and hopes they will stay around. Councilmember Nawrocki asked if they have the number they want. Gorman explained with the 12, they will have about 30. Manager Fehst explained there a variety of ways to staff a fire department, noting the Fire Department has taken on a substantial work load. Manger Fehst complimented Chief Gorman on a successful recruitment of paid on call firefighters. Cable HR Director/Assistant to the City Manager Kelli Bourgeois reported that the cable budget increased by $1,500, primarily due to $600 for editing software, hardware and software updates and about $400 for NATO membership. Legal Services are unchanged; the City will likely be negotiating a new franchise agreement with Comcast. Manager Fehst commented that the last time the franchise was written, the legal fees were excessive. To answer Councilmember Nawrocki’s request of ways to reduce the budget by 3.5%, Bourgeois stated that in order to reduce the budget, she would propose a reduction in the interns time to produce meetings; noting this is not an ideal situation. Administration City Manager HR Director/Assistant to the City Manager Kelli Bourgeois reported an increase of $940 to training and education and an increase of $8,892 to contingencies. There is a decrease of $4000 reflective of the salary difference from the former HR Director. To answer Councilmember Nawrocki’s request of ways to reduce the budget by 3.5%, the only possibility would be in holding off the replacement for the retiring Administrative Assistant. Assessing HR Director Bourgeois reported a $217 increase to PERA, and any reduction would breech our contact with Anoka Co. Legal Services HR Director Bourgeois reported legal fees have been consistent for a number of years. To answer Councilmember Nawrocki’s request of ways to reduce the budget by 3.5%, the amount of $6,000 would come from the “attorney fees-other”. This is the labor attorney fees, HR Director Bourgeois would caution against this, as all six labor contracts are expiring in 2014 and would expect to spend some in negotiations. Councilmember Schmitt asked if Tami Diehm could serve as the City’ Attorney when her term on the Council is up. Manager Fehst recalled a policy regarding the hiring back of an employee or council member. HR Director Bourgeois stated the charter indicates that as long as the budget wasn’t created during her tenure as a councilmember, she would not fall into the exclusion. Councilmember Nawrocki suggested bidding for legal services; others expressed satisfaction with current Attorney. Manager Fehst stated the current City Attorney has a history with the City, and is experienced. There has been only one increase in the hourly rate of 1%. At the request of the council, HR Director Bourgeois stated she will provide information from similar cities. Councilmember Nawrocki reported he is happy with Barna Guzy, having no question about their qualifications, he questions if we are getting the best price. Manager Fehst suggested that being that we have been in line with comparable cities he would not recommend requesting bids. Mayor Council City Clerk Katie Bruno reported the Mayor/Council budget increased by $248 for 2015. There was an additional $2,000 to training and education, and $2,000 to out of state travel. Manager Fehst stated these funds were added to allow proper training for councilmembers. Councilmember Schmitt commented that she supports this, especially since we will be having a new councilmember in 2015. Decreases include the abandonment of Agenda Manager for $1,100. To answer Councilmember Nawrocki’s request of ways to reduce the budget by 3.5%, Ms. Bruno suggested removing the $2,000 for training and education, as the $2,000 added for out of state travel. Councilmember Schmitt asked why the regular employee budget has decreased form 2012 and 2013. Director Kloiber suggested it may have been from insurance costs, he will look into it. City Clerk City Clerk Katie Bruno reported the City Clerk Budget has decreased by $49,697, primarily because there will not be an election in 2015. Councilmember Schmitt asked what the plan is in the event the School District holds a special election. Ms. Bruno stated the school district would pay for a large portion of the special election, if necessary we would request a budget amendment. Library Library Director Renee Dougherty defined the library’s purpose; explaining that the library supplies basic information to anyone who enters the building. Councilmember Nawrocki asked about the IS support for the library. Director Kloiber explained the IS time is divided amongst all of the city departments. Director Kloiber suggested looking at how IS is allocated to the user departments at a future time. Department needs have changed throughout the organization; everyone is supported by IS in varied aspects. Councilmember Schmitt commented that many area residents may not have a home computer and use the computer lab at the library. Director Dougherty reported the proposed 2015 budget has a 2.9% increase. The increases are due to increases in insurance, salaries, and a 10% increase in IS support. Director Dougherty reported the library has lost a $12,000 grant from the school district. $3800 has been added back into the budget in order to continue to add summer programs. Councilmember Schmitt asked if the staff computers were repurposed for the library. Director Dougherty explained they were too old. Manager Fehst complimented Director Dougherty on her ability to remain neutral through the process of the library referendum question. Councilmember Schmitt suggested getting one Apple (Mac) for the library, as many students use them at school. Director Dougherty stated that the software they have supports the PC environment. Councilmember Nawrocki suggested the council keep in mind the per capita cost for the library, as Columbia Heights is significantly higher than other Anoka County libraries. Meeting adjourned at 9:17 PM.