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Home My WebLink AboutCity Council Minutes 09-28-1972 Speciala r SPECIAL COUNCIL MEETING SEPTEMBER 28, 1972 A special meeting of the Plymouth Village 'ouncil was called to order by Mayor Wilde at 7:00 p.m. ii! the Council ChiImbers of the Public Works Build- ing, 14900 Twenty-third Avenut North, Plymouth, on September 28, 1972. PRES!NT: Mayor Hilde, Councilmen Hunt, Spaeth, Seibold and Neils, Manager Willis and Finance Director Richer P BSENT : Nene REVIEW OF PROPOSED 1973 VILLAGE BUDGETS The CoMncil re -commenced its review of the proposed Village budget. The Manager indicated that eight area su4urban communi- ties and the Vo -Tech people were investi jating the con- struction of a Fire Training Center 3t the Vo -Tech site, The estimated cost of this facility would be 570,000 of which the eight or ,more communities would Le obligated for approximately $35,O01). If this plar materializes, the Village's share woule be somevihere in the range of 411500. These; funds are not in the budget because at this time it `s not known what will occir in this program. Che CoVnc;i l directed that the general tuiid accounts for public works administ.rat.on arid enginerr%tiy be combined as tire) have been in the pt:st and further that the pro- posed pasition of a new civic engineer be deleted, In reviewing the stM^:,et de,,jartment :ud et, the Council decided to doiete twe existing mairtel,ance positions for the 1973 budget. The Fsnince Directrr• Indicated that in 1972 approximately 80% of the budgeted street slilaries were spent in street depaAtment fun:tens with the bal- ance beins charged to oth4tr ac.tivitles end funds, Follow- ing i lengthy discussion rn this maiAer, .,he Council de- c•ld,d to delete 20% from :he adjusted street department regular salary budget, relFlecting the assumed cost allo- cation of work to other ai:tivities aod funds and allocated monies in those activities a0 funds for such cost disvb tri lbuti an, The staff poi rued out that one year's exper i ft ence with this charge was not adequate and that if it aKeirs that thebse p ejections on char jes to other activ- iti_s and funds did nnti, held up, additional appropriations would have to be made the regular salaries account of the street department budget. FIRE DEPARTMENT WIR;! ADMI11I- 5l',RATION B E'NGINEERI':G TREET DEPARTMENT i MICU'! I.S SPECIAL COUNCIL MEETING SEPTEMBER 28, 1972 A special meeting of the Plymouth Village 'ouncil was called to order by Mayor Wilde at 7:00 p.m. ii! the Council ChiImbers of the Public Works Build- ing, 14900 Twenty-third Avenut North, Plymouth, on September 28, 1972. PRES!NT: Mayor Hilde, Councilmen Hunt, Spaeth, Seibold and Neils, Manager Willis and Finance Director Richer P BSENT : Nene REVIEW OF PROPOSED 1973 VILLAGE BUDGETS The CoMncil re -commenced its review of the proposed Village budget. The Manager indicated that eight area su4urban communi- ties and the Vo -Tech people were investi jating the con- struction of a Fire Training Center 3t the Vo -Tech site, The estimated cost of this facility would be 570,000 of which the eight or ,more communities would Le obligated for approximately $35,O01). If this plar materializes, the Village's share woule be somevihere in the range of 411500. These; funds are not in the budget because at this time it `s not known what will occir in this program. Che CoVnc;i l directed that the general tuiid accounts for public works administ.rat.on arid enginerr%tiy be combined as tire) have been in the pt:st and further that the pro- posed pasition of a new civic engineer be deleted, In reviewing the stM^:,et de,,jartment :ud et, the Council decided to doiete twe existing mairtel,ance positions for the 1973 budget. The Fsnince Directrr• Indicated that in 1972 approximately 80% of the budgeted street slilaries were spent in street depaAtment fun:tens with the bal- ance beins charged to oth4tr ac.tivitles end funds, Follow- ing i lengthy discussion rn this maiAer, .,he Council de- c•ld,d to delete 20% from :he adjusted street department regular salary budget, relFlecting the assumed cost allo- cation of work to other ai:tivities aod funds and allocated monies in those activities a0 funds for such cost disvb tri lbuti an, The staff poi rued out that one year's exper i ft ence with this charge was not adequate and that if it aKeirs that thebse p ejections on char jes to other activ- iti_s and funds did nnti, held up, additional appropriations would have to be made the regular salaries account of the street department budget. FIRE DEPARTMENT WIR;! ADMI11I- 5l',RATION B E'NGINEERI':G TREET DEPARTMENT 0 U t, Special tounc,ll Meeting. Septemborr, 28. 1972 Page Twb 1 The _Covocil indicated its desire to consider contracting) for sealcoating and larger street maintenance, e.g. Dunkirk Lane ,tylpe projects, and indicated thetr desire to inclurie in the 1974 capital improvement program such a proposal: For thepresent it is assumed that the Village will sea,l"R coat in 1973, although this too may be let to privato contractors. C A generol discussion ensued concerning,the Village 140nager' control of the various budgets, whether -this should bb total budget, category or line item. The Council indicates/ that I during 1973 while we are continuint to refine our acotounting procedures that budgetary control\ by the staff wi th,i h ,udget- ary categories would be accepted, provided that the Council received monthly reports as to the l in#t item expen dl,;tures. The Councll and staff discussed the method whereby we might wish to plan for the Village's future, inciuJing budgeting and budget execution. The Mayor suggested that we set up six item's to review at a subsequent meeting to be held early in 1973:1 Objectives, (2) Planning, (3) Strategies, (4) Budget, (5; Plan of Implementatioh, and 6) Implementation and Management. MOTION was made by Councilman Neils, seconded by Council- man Hunt, directing the Manager to prepare a pian and program for this total activity for Council review and approval before any ex,pendttures are incurrad. KP1tion carried, five ayes. The Council deleted any reference to planning for the new Village Nall facilities until such time is addi- tional ground work has baen done on development of the proposed shopping centt1r, The Councildid agree to in- clud,t within the budget an anneal report and three quarterly newsletters as a mear s of 1,ipeking to improve communications with our citizens. 70o Courcil indicated that it would set general guidelines i or the type of material to be included in the newsletters, e.g, expla- nation of new Council policies and Villager programs, the staff discussed with the Council its proposal to convert existing meters to a standard meter and furticer to provide remote reading devices far all meters not presently so equipped. The Manager wits directed to pre% pare a policy concerning this matter than the Council might consider at a future time. Tho staff revommended that the Council consider cumbining but.h the water and sanitary sewer funds for general publi+: budgetary display GOAL SETTING ENVIRONMENTAL PROTECTION OTHER CHARGES UNCLASSIFIED WATER FUND ft 0 r I Special Council Meeting!- September 28.'-1972 Page,;Three because this, would be consistent with the,method which we have prepared for our bond financing and twirty-yeer pro- jections. Internal accounting will still be segregated with respect to fund,activities. The Council agreed this was the policy they wished to follow. The Council decidedthat it could not; totally ,resolve SANITARY SEWER 10D these budgetary requestsbecause the Metropolitan Sewer Board bill was not yet known and,'therefore, the amount of general ad valorem levy required to) -=finance the debt service of the Village -Is Metropol i tan, &,awer Board bill could rot be determined. The Council indicated its desire to undertake improve- PARK DEVELOPKENT FUND ment of Village park lands during 1973; however, felt that a director should be on board to provide his input. Council did approvw'a $38,190 contribution for park de- velopment from the General Fund -- Parks, but upheld the approval of any al`loc'ation of park dedication funds for any specific projects. In reviewing this budget the Council reduced the con- CENTRAL EQUIPMENT FUND tingency to $99935. Council also indicated that it de- sired co discuss a Village -wide policy for the reimburse- ment of Pm, loyees for th use of their private vehicles, both with respect to dir:ct mileage payment and/or monthly automobile allowance. Council also suggested that the Manager investigate the contracting of certain Village park maintenance operations to private parties and direct- ed that no monies appropriated for the purchase of such maintenance equipment be expended until that alternative had been explored. Council briefly discussed the xerox account which was XEROX ACCOUNT previously reviewed at the September :6 meeting and decided not to create a xerox account as such, rather adjust the individual budgets to reflect the anticipated costs to be incurred for the use of the xerox equipment and supplies. 9 Mayor Hilde adjourned the meeting at 1:45 a.m. Sandra L. Haugen Village Clerk