HomeMy WebLinkAboutCity Council Minutes 10-27-2009 SpecialAdopted Minutes
Special Council, Meeting
October 27, 2009
Mayor Slavik called a Special Meeting of the Plymouth City Council to order at 5:00 p.m. in the
Medicine Lake Conference Room, 3400 Plymouth Boulevard, on October 27, 2009.
COUNCIL PRESENT: Mayor Slavik, Councilmembers Black, Murdock, Stein, Willis, Johnson,
and Bildsoe.
ABSENT: None.
STA IFn PRESENT• City Manager Ahrens, Administrative Services Director Portner, Comm>>nityLJ1ll111VL1. V1L 1
Development Director Juetten, Park Director Blank, Superintendent of Recreation Evans,
Superintendent of Parks Peterson, Fire Chief Kline, Public Works Director Cote, Police Chief
Goldstein, Finance Manager Bursheim, Accounting Supervisor Mastey, and City Clerk Engdahl.
2010/2011 Budget
City Manager Ahrens stated the preliminary budget adopted by the Council on September 8
eliminated the proposed $100,000 in athletic field maintenance fees. She provided a handout that
contained a list of proposed expenditure reductions in that amount. Park Director Blank stated
that eliminating a seasonal park maintenance position is on the list that City Manager Ahrens
referred to, and if one to possibly two seasonal positions would be eliminated, there would be an
impact to the extent of the field maintenance. He stated staff would still groom and line the
playfields, but there would be an issue for the extra maintenance calls that staff receives and
likely no tournament servies.
Councilmember Stein stated if the $100,000 in revenue from participation fees isn't received, the
Council would be penalizing neighborhood parks and other areas. Therefore, the athletic
associations need to present to the City a proposal to generate $100,000 in value in the
maintenance area or be advised the cuts will be made in that area.
Councilmember Willis agreed with Councilmember Stein's comments.
Superintendent of Parks Peterson cautioned the Council in allowing athletic associations to
perform all maintenance on the playfields as there could be damage.
Councilmember Bildsoe stated he somewhat agrees with Councilmembers Stein and Willis. He
noted one other item that has caught his attention is not funding the Fire Department's duty crew
on Sundays. He stated this $50,000 expenditure is a safety and priority issue.
Adopted Minutes 1 of 5 Special Meeting of October 27, 2009
Mayor Slavik asked if the $100,000 can come out of the park maintenance budget. Park Director
Blank stated that is very difficult, and he presented a handout to the Council that showed an
approximate expenditure of $564,350 for maintenance by the City for athletic fields. This figure
is half of the maintenance budget for seven months of the year. Staff feels the maintenance for
the weekend tournaments is discretionary.
Councilmember Murdock stated she agrees with Councilmembers Willis and Stein's comments.
She stated it is reasonable to request that the athletic associations pay a fee to cover a portion of
the cost of the maintenance. She stated that she could support elimination of a park maintenance
seasonal employee, reduce athletic playfield lighting, and eliminate park sealcoating.
Councilmember Willis stated he doesn't support any of the cuts listed on the handout that staff
provided this evening as the park user fees weren't going to be that big of a burden, and if those
fees aren't imposed, the burden would just be shifted to someone else.
Councilmember Black stated she doesn't view the proposed $100,000 list of cuts on the handout
as a hardship.
Councilmember Willis disagreed and stated the elimination of park sealcoating contributes to the
City's assets deteriorating.
City Manager Ahrens added at this time, she recommends not making any more position
1 eliminations. Many positions have been eliminated for 2010, layoffs are occurring, and
departments need an opportunity to adjust to the new workloads and service levels.
Councilmember Bildsoe asked what measures would be taken if the City and the police unions
can't reach an agreement on a near zero increase. Administrative Services Director Portner
replied if the final agreements include an increase, the Council would need to look at further
reductions in the general fund budget.
Councilmember Johnson asked how the City will end this fiscal year. Administrative Services
Director Portner replied revenues are on target and expenditures are slightly under budget. There
could be a surplus of $500,000.
Councilmember Johnson asked if those surplus funds could be used for the 2010 budget. City
Manager Ahrens replied the City needs to meet the 40% cash balance first. In previous years,
surplus funds were transferred to the street reconstruction fund. Staff has tried to make the
budget sustainable on its own each year without any short-term fixes.
Councilmember Bildsoe cautioned the Council in being careful in not making the cuts too deep
from the budget as he doesn't want the Council to cut services that are the very reason people
want to live in Plymouth.
A discussion was held on benefits for City employees; for example, what how much is paid by
employees for their health insurance and the City's contribution to PERA. City Manager Ahrens
Adopted Minutes 2 of 5 Special Meeting of October 27, 2009
stated it's important that the non -represented employees not fall behind with benefits, as two of
the unions are receiving a two percent pay increase in 2010, but the non -represented employees
are receiving no pay increase. Councilmember Black, who is a State employee, compared the
benefits that State employees receive to the benefits that City employees receive.
Councilmember Black stated she supports the proposed cut to the annual employee recognition
events. She supports purchasing coffee for the public but not the employees.
Councilmember Murdock asked if the City has considered voluntary furloughs. She stated
Hennepin County implemented voluntary furloughs which saved $5 million. Councilmember
Johnson also mentioned two weeks of forced furloughs that Anoka and Sherburne Counties are
implementing in 2010. City Manager Ahrens stated staff has considered that option. However,
it's only a one-time fix. She stated in some departments, such as the water and sewer and police,
this doesn't work as you have to backfill and pay overtime. If this type of measure would be
implemented, it would need to be non -represented employees and some office positions. If
necessary, this could be considered in mid year 2010.
Councilmember Johnson stated there are individuals present this evening that would like to
address the Council regarding funding REACH. Superintendent of Recreation Evans reported on
the staff recommendation to not participate in the REACH for Resources Consortium at a cost of
17,000. She explained that the Consortium consists of eight cities, and each city is provided
adaptive services and has the option of paying for inclusion services. Currently, the communities
of Brooklyn Park, Golden Valley, and Maple Grove will be continuing with the services in 2010,
while the cities of Crystal, New Hope, Robbinsdale, and Plymouth have chosen to drop out of the
service and rely on other agencies to provide like services. She stated residents could still
participate in the program, but they would incur a $5 service charge. There are currently 82
Plymouth residents who participate in this program at,a City cost of $17,000.
Councilmember Bildsoe asked what the $17,000 is for. Superintendent of Recreation Evans
replied the formula covers the number of participants times how many programs they participate
in. The more the programs are used, the more the City pays based on their formula. There are
program costs, as well as organization administrative costs.
Mary Jo Parker, 14625 44th Avenue North, stated that it isn't exactly correct that there are other
agencies that would provide these services if the funding level is cut. She agreed that this
program costs a lot but the residents who use this service have a number of disabilities, and the
programs are staffed according to the disability and function. If Plymouth isn't part of the
Consortium, the residents can only participate if there is room in the classes. She requested that
the Council fund $10,000 rather than the $17,000. She noted that REACH will also be
contacting the cities of Crystal, New Hope, and Robbinsdale. She stated if the funding isn't
there, REACH will need to reduce the number of employees and the programs that they offer.
At 6:53 p.m., a motion was made by Councilmember Stein and seconded by Councilmember
Willis to reconvene this meeting until after the Regular Council Meeting this evening. With all
J members voting in favor, the motion carried.
Adopted Minutes 3 of 5 Special Meeting of October 27, 2009
The Council reconvened the meeting at 7:37 p.m.
The Council continued the discussion on the REACH program. Councilmember Bildsoe
suggested reinstating $10,000 in the 2010 budget to REACH and to cut 10% from the other
social service agencies.
Motion was made by Councilmember Bildsoe and seconded by Councilmember Murdock, to
fund $10,000 for REACH in the 2010 budget and to cut 10% from the social service agencies. In
addition the REACH Program would be removed from the park and recreation budget and
moved to the social service funding in the General Fund. REACH needs to present their annual
request for funding and provide verification of the participant numbers to substantiate the
funding. With all members voting in favor, the motion carried.
The Council reopened the discussion on participation fee for athletic field maintenance.
Councilmember Stein suggested that the athletic associations could assume the task of field
painting.
Councilmember Bildsoe stated that there would be issues with the associations performing that
work as well as potential liability issues and missing equipment. He stated he is reconsidering
the participation fee since he has reviewed the maintenance costs by the City for the athletic
fields. He stated the City could either cut the service or institute the fee.
Councilmember Black stated she hears many complaints from residents complaining about fees
or an increase in their taxes. The Council could always institute the fees in 2011.
Councilmember Johnson stated one option would be to bill the athletic associations for the field
maintenance.
Park Director Blank suggested that the Council adopt one of the proposed fee schedules which
would be the easiest to manage from the staff's perspective versus tracking and billing for actual
maintenance costs.
Mayor Slavik stated she would like the opportunity to meet with the athletic associations before
this fee is reconsidered on December 8.
The Council discussed the Plymouth Creek Center senior administrative fee, and they
recommended option 1 in the staff report:
1. $8 per year for residents ($10 non-residents) for the first two groups or clubs. Additional
participation in three or more groups is charged at a rate of $4/year. Estimated cost
recovery is $10,600.
Adopted Minutes 4 of 5 Special Meeting of October 27, 2009
Discussion was held on the cost of paper photocopies versus black and white copies, and the
Council requested that wherever possible to eliminate the colored copies. In addition, the
Council requested that they receive the weekly Council Information Memorandum electronically.
Councilmember Bildsoe led the Council in a discussion regarding funding the Fire Department's
duty crew on Sundays. There wasn't a consensus of the Council to suggest cuts totaling $50,000
to fund this expenditure at this time.
Adjournment
Mayor Slavik adjourned the meeting at approxi tely
Sandra R. Engdah , City Jerk
Adopted Minutes 5 of 5 Special Meeting of October 27, 2009