HomeMy WebLinkAboutCity Council Minutes 09-04-2001 SpecialAdopted Minutes
Special Council Meeting
September 4, 2001
A Special Meeting of the Plymouth City Council was called to order by Mayor Tierney at
7:00 p.m. in the Public Safety Training Room, 3400 Plymouth Boulevard, on September
4, 2001.
COUNCIL PRESENT: Mayor Tierney, Councilmembers Harstad, Slavik, Hewitt, Stein,
Black, and Johnson.
ABSENT: None.
STAFF PRESENT: City Manager Johnson, Assistant City Manager Ahrens, Park and
Recreation Director Blank, Community Development Director Hurlburt, Public Works
Director Faulkner, Finance Director Hahn, Finance Office Supervisor Leitner, Fire Chief
Kline, Acting Police Chief Twaddle, and Office Support Representative Sanderson.
City Manager Johnson stated the Council needs to decide the amount of the preliminary
tax levy and budget. He reviewed with the Council additional information in response to
questions asked at the August 29 budget session.
1. Can we include the calculation on tiered water rates on the utility bills?
City Manager Johnson responded the answer is not at this time. Staff would have to
customize the software in order to do it and that would cost an undetermined amount of
money. Staff will investigate.
2. How many ACH (Automated Clearing House) utility customers do we have?
City Manager Johnson stated that the City currently has 19,450 utility customers, of
which 2,901 use the ACH payment option.
3. Is there need for an Economic Development Program?
City Manager Johnson said that staff does not feel as though that position is needed for
the 2002 budget. Community Development Director Hurlburt listed what an EDP would
include. She noted that by the year 2020, Plymouth will create 14,000 jobs, which would
result in 64,000 jobs.
Councilmember Harstad asked for clarification on the last paragraph in the memo.
Community Development Director Hurlburt said that if the City were to enact an
economic development program, a full-time person should be hired to manage it.
Councilmember Harstad agreed that this year is not the right time to make this
adjustment.
Adopted City Council Minutes
Special Meeting of September 4, 2001
Page 2 of 7
Councilmember Johnson feels that the market is doing just fine promoting Plymouth as a
wonderful place to live and work.
Mayor Tierney reminded Council that this has been a topic of discussion a number of
years ago. She, too feels as though the position is not warranted at this time.
4. Review the budget for Web page redesign and E -government.
City Manager Johnson said that the Council had approved $25,000 in the 2001 budget fox
Web page redesign. However, the project was delayed due to the projected budget
shortfall. Staff is recommending that they proceed with Web page redesign immediately,
therefore reducing next year's budget by $25,000.
City Manager Johnson stated that E -government would need another $125,000, of which
95,000 would be to upgrade our Oracle operating system.
Councilmember Johnson encouraged councitmembers to review the demo of the Web for
Cities product on the League's website.
5. What is the amount of bus fares collected and who gets them? What is the
current fare amount shown in the transit budget?
City Manager Johnson stated that fares are collected by the two service providers (Metro
Transit and Laidlaw Transit). He also answered questions from Council on this issue.
6. Is there any funding liability for CrimNet?
City Manager Johnson responded no.
7. Review allocations of $2,000 for Charter Commission.
City Manager Johnson said that state statute entitles the Charter Commission to spend
1,500 a year. Staff is recommending that the 2002 budget line item for the Charter
Commission be reduced by $500 from $2,000 to $1,500.
8. Provide additional information on human service funding requests, including the
City's funding policy.
City Manager Johnson said that a breakdown of the human service agencies was
included. He said that staff recommends that they wait a couple of months before
deciding allocations. He stated that there are some cities that are withdrawing from the
Home Free program. Discussion was held on this issue. He said that Council should take
into consideration staying with the CICC. Even though they are not a direct provider of
service, they are a school-community collaborative.
Adopted City Council Minutes
Special Meeting of September 4, 2001
Page 3 of 7
Acting Police Chief Twaddle reviewed with the Council the primary uses for these
agencies.
Assistant City Manager Ahrens told Council that if they would like additional
information on some of these agencies, they could invite them to speak at a regular
Council meeting.
9. Review the impact of the supermajority vote requirement. Does it apply to the
preliminary levy adoption in September? What levy rate is assumed if the Council
fails to adopt the budget by a supermajority vote?
City Manager Johnson stated that the supermajority vote does not apply to the September
adoption, but it does apply to the December vote. He also told the Council that the levy
from the previous year is adopted if they fail to adopt a levy.
10. Provide an update on road analysis.
City Manager Johnson said that the new Civil Engineer will provide an update later this
year.
11. Review the roadway landscaping budget.
City Manager Johnson said that staff has reduced this budget from last years from
65,000 down to $57,000.
12. Can the Council lower the City Council salaries?
City Manager Johnson stated not at this time. It needs to be done before an election and
take effect following the election.
13. Review budget for various festivals.
City Manager Johnson said that staff provided a breakdown of all of the city festivals and
that the festivals do not have much of an impact on the budget because it shows that the
majority make a profit. This is not including Music in Plymouth, which costs $25,000
paid to the Civic League.
14. Are new positions covered by facility revenue?
City Manager Johnson stated that the only new full-time position for next year is the
Plymouth Creek Center's maintenance worker. The Plymouth Creek Center is projected
to increase its revenue by $60,000, which would nearly cover the position. He stated that
the Section 8 position is fully covered by the federal funds. The Fire Department position
and the Public Works Manager position do not have offsetting revenues.
15. Review Council conferences and seminar budget.
City Manager Johnson shared information with the Council.
Adopted City Council Minutes
Special Meeting of September 4, 2001
Page 4 of 7
16. Review budget for recognition events.
City Manager Johnson shared the breakdown of the recognition events. He stated that
staff has recommended reducing the employee events from three to two. Council
discussed if there were ways to cut more by possibly combining some of the events.
17. Review budget for staff training and conferences.
City Manager Johnson suggested that if Council would like to cut this line item, to cut
from the $52,762 in conferences/seminars due to legal matters from the other forms of
training. He also stated that conferences and training are about 1% of the budget, which
is lower than industry standard.
18. Review budget for subscriptions and memberships.
City Manager Johnson stated that $24,850 is allocated towards subscriptions and
memberships. He said that they are typically for professional memberships to keep
employees up to date on information.
Councilmember Black asked if contracts said that the City would pay these fees. City
Manager Johnson responded that the memberships vary.
19. Review budget for cell phones.
City Manager Johnson showed the breakdown of cell phone use and amounts from
certain departments. He said that cell phones increase efficiency. Community
Development Director Hurlburt agreed and said that the inspectors are in the field and it
is also a safety device. Staff feels this amount is acceptable.
20. Review budget for mileage.
City Manager Johnson stated that when an employee uses his/her own vehicle for city
business, then they submit a reimbursement form to the City for payment. The
employees receive 34.5 cents per mile. He said that employees check for pool cars prior
to using their own cars.
21. Review budget for sealcoating.
City Manager Johnson stated that engineering and street maintenance staff feel that
sealcoating is effective. It is hard to demonstrate whether it is effective. Public Works
Director Faulkner added that sealcoating and crack filling are generally done at the same
time. He stated that you get a better seal coat when cracks are filled too.
Councilmember Johnson feels that the Council needs to trust the City's street department
to make the right choices. Mayor Tierney concurred.
Adopted City Council Minutes
Special Meeting of September 4, 2001
Page 5 of 7
22. Publish notice of December budget hearing in local paper.
City Manager Johnson stated that the Council decided at the August 29 budget session to
issue a news release in early December announcing the budget hearing.
City Manager Johnson stated that the total amount of adjustments would be $65,500.
Councilmember Johnson stated that currently the Council is working with a 7.1 %
spending increase compared to 6.7% from last year. She asked Finance Director Hahn
what the percentage would be if the Council adopted staff's recommendations.
City Manager Johnson stated that he did not feel as though staff's recommendations
would make that large of an impact on the percentage.
City Manager Johnson said that the state would allow the City to levy up to a 7.7%
spending increase.
Mayor Tierney stated that the Council needs to set a levy that they will not exceed. She
asked Councilmembers if they were comfortable with the staff's recommendations.
Councilmember Johnson asked if money has ever been taken out of the CIP and placed
into the operating budget. City Manager Johnson stated that in the past, no, but in a way
they are doing that currently by shifting the taxes for the capital improvement fund to the
general fund. He also stated that the Council has the option to defer some of the
spending, but then next year, they will run into problems and will be looking at a larger
percentage increase.
Councilmember Johnson stated that she is not supportive of that option. She does not
want to deal with that problem again next year.
Mayor Tierney stated that she is not too worried about the increase in percentage with the
facts and figures shown. The city is levying back the amount of lost HACA aid and that
was anticipated by the Legislature.
Councilmember Stein expressed that he does not want to see employee morale reduced
Councilmember Slavik said that she was feeling very comfortable with the numbers and
the budget until she started receiving phone calls from residents that were concerned
about their taxes being raised.
Mayor Tierney shared with the Councilmembers a letter from the Taxpayers League. She
is concerned about the negative content relating to cities and counties.
Adopted City Council Minutes
Special Meeting of September 4, 2001
Page 6 of 7
Mayor Tieney suggested that the Council possibly reconsider holding the Truth in
Taxation Hearing so that the citizens can be heard. She stated that the Council could set a
higher levy and then reduce it before the December date.
Motion was made by Councilmember Black, and seconded by Councilmember Slavik to
move the staff's recommendations and to direct staff to suggest additional reductions so
that the budget would reflect a 6.7% spending increase from last year. This would be
identical to last year's spending increase.
Finance Director Hahn stated that would require an additional reduction of $82,700.
Councilmember Stein asked where Councilmember Black was suggesting making the
cuts. Councilmember Black responded that she is comfortable with allowing staff to
propose the reductions. She had submitted ideas at the previous study session.
Mayor Tierney stated that she is not comfortable supporting the motion without knowing
the specific reductions proposed.
City Manager Johnson suggested that the Council attempt to identify reductions that
could be permanent so that it does not cause a similar increase next year.
Councilmembers Johnson and Black concurred that the reductions should be permanent
in nature.
The motion failed, with Black and Slavik voting aye, and Johnson, Stein, Harstad,
Hewitt, and Tierney voting nay.
Councilmember Slavik suggested the following areas for consideration of reduction:
human service agency contributions (freeze at last year's levels), Web page redesign,
reforestation, sealcoating, council conferences, and council meeting expense.
Motion to reconsider was made by Councilmember Johnson and seconded
Councilmember Black. Motion carried with Johnson, Black, Stein, and Slavik voting
aye; and Harstad, Hewitt, and Tierney voting nay. The main motion was again on the
table.
r was made by Councilmember Black, seconded to
amend the main motion to direct staff also recommend reductions for a 6.6% spending
increase.
Adopted City Council Minutes
Special Meeting of September 4, 2001
Page 7 of 7
The amendment carried, with Johnson, Black, Harstad, and Slavik voting aye; and Stein,
Hewitt, and Tierney voting nay. The main motion as amended carried with Johnson,
Black, Harstad, and Slavik voting aye; and Stein, Hewitt, and Tierney voting nay.
Motion was made by Councilmember
reconsider the motion. Motion failed with H
Stein, Black, Slavik, and Tierney voting nay.
d by Councilmember Hewitt, to
Hewitt voting aye; and Johnson,
The City Council set a budget study session for 5:00 p.m. on Monday, September 10, to
continue budget discussions.
Adjournment
Motion was made by Councilmember
to adjourn the meeting at 9:37 p.m.
and seconded by Councilmember Hewitt
voting in favor, the motion carried.
Office Support Representative