HomeMy WebLinkAbout1992 03-26 FTFM• MINUTES OF THE PROCEEDINGS OF THE FINANCIAL TASK FORCE
OF THE CITY OF BROOKLYN CENTER
MARCH 26, 1992
Chair Kelly opened the meeting at 7:07 p.m. in the C-Barn at the
Earle Brown Heritage Center.
Present at roll call were Chair Kelly, Boyd, Members Peppin, Boran,
Kanatz, and Escher. Member Christensen arrived at 7:35 p.m.
There was a motion by Member Kanatz and seconded by Member Boran to
approve the previous Task Force minutes dated March 12, 1992.
Chair Kelly reported on a discussion over the last weekend he had
with Mayor Paulson regarding the Council's consideration of a
communications coordinator position. Mayor Paulson had placed on
the agenda for Council consideration the establishment of the
position and financing it out of contingency funds. Chair Kelly
explained in a lengthy conversation, he extracted a commitment from
the Mayor to remove the item from the agenda for consideration as
the Task Force believed it was critical that this position be
considered as a part of the prioritization process of the Task
Force. Members concurred in the original Task Force recommendation
that this position must be placed in the prioritization process and
be considered as a priority along with all others. Some of the
• members expressed concern if the Council further considered this
position outside of the process, they would consider resigning from
the Task Force. Chair Kelly reported Mayor Paulson did indeed
remove the consideration of the communications coordinator position
from last Monday's City Council meeting.
Chair Kelly invited Arnie Mavis, Park & Recreation Director to make
a presentation regarding the operation of the recreation
department. City Manager Splinter explained the recreation
department was not specifically responsible for and supervised park
maintenance. There was a special arrangement between the
supervisors of the public works crews and Mr. Mavis in which he
worked directly with them to coordinate the recreation program
needs with park maintenance personnel. If there is a conflict
between the needs of the park & recreation department and the needs
of park maintenance, then Sy Knapp, Public Works Director and Mr.
Mavis work together to prioritize and accommodate the conflicts.
This process has been in effect for about five to six years and has
worked out well for both recreation programs and park maintenance.
Mr. Mavis presented the organization of the recreation department
by explaining the organization chart and number of employees
involved. He explained there was a department head, himself, three
program supervisors, one aquatic supervisor, and one full-time
secretary. The remaining personnel involved part-time employees,
such as secretaries, building supervisors, life guards, class room
and program instructors, and other part-time employees. The part-
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. time payroll for the recreation program and public works who do
park maintenance runs approximately 200 to 250 people. This
shrinks down to between 100 to 150 people during the fall, winter,
and spring portions of the year hitting a peak in the summer. Mr.
Mavis presented by season reports indicating the percentage of time
spent by the three program supervisors and the aquatic supervisor
on the various activities throughout the four seasons of the year.
He also presented information on a program basis regarding
expenses. Members questioned the costs relating to the Dudley soft
ball tournament and questioned if it was self-supporting. Manager
Splinter and Mr. Mavis explained that the Dudley program was
completely self-supporting and the funding left over after paying
expenses was paid to the Crime Prevention Fund for services
rendered by volunteers during the tournament. These payments
ranged from a high of $3,500 to a low of $1,500 over the past few
years. There was significant discussion regarding the amount of
tax money being used to support various programs such as the senior
program, skating, band, and various other programs. The Task Force
concurred the tradition of supporting the administration of these
various programs and park recreation activities through tax dollars
may have to change and be supported more by fees. Mr. Mavis
indicated he had included this as a part of his prioritization
recommendations. He stated that early in his career he worked for
the YMCA and all of their programs had to be run on this basis and
create fees on the basis they paid for the administration as well
as the direct costs of the various programs. There was significant
• discussion among the membership about the feasibility of somehow
tying in the cost of maintenance parks to some of these recreation
programs, and they agreed that maybe it would be difficult. They
believed there was still need to examine further cost recovery
through user fees. Other members stated there had to be some use
of tax money in these areas, but there had to be more user fees now
and in the future rather than less. Chair Kelly thanked Mr. Mavis
for his presentation and Mr. Mavis stated that if any of the
members had any questions after reviewing the materials presented
please do not hesitate to give him a call.
Chair Kelly requested Finance Director Holmlund to review modify
language under the proposed financial policies. Mr. Holmlund
reviewed the modified language proposals relating to fund balances
and use of reserves, and the minimum assessment agreement on tax
increment financing projects. There was extensive discussion among
the members regarding various alternatives and there understanding
of the fund balance policy wording and existing processes. Member
Boran believed the budget should be balanced as to current revenue
and current expenses, and if fund balances were to be used for
programs, they be designated separately and specifically for
funding out of fund balances. His theory was if the fund balances
diminish and the programs funded by fund balances should be
diminished and eliminated. Members Christensen and Kanatz
expressed the need for more flexibility for the Manager and City
Council present and review the budget and use fund balances. Mr.
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• Holmlund presented a modified wording of the proposed language and
extensive discussion among the members ensued. Manager Splinter
was asked for his reaction to the modified language, and he stated
he would like to have time between now and the next meeting to
review and evaluate it. Chair Kelly requested the staff to present
modified language with examples and scenarios in the use of fund
balance in both a deficit balance situation and a positive balance
situation for Task Force Consideration at their next meeting.
Staff agreed they would provide this.
Member Peppin stated he wished to have additional discussions
regarding page three on the financial policies No. 9 as it relates
to the policy for funding recreation programs. Chair Kelly
indicated at the next meeting when the staff brings back modified
financial policy wording, they would go through the whole financial
policies and review any suggestions or modifications members have.
Chair Kelly reminded the members of the Task Force that the
meetings for April would be on April 9 and 23.
Chair Kelly adjourned the meeting at 9:55 p.m.
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