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HomeMy WebLinkAbout1992 02-27 FTFM. MINUTES OF THE PROCEEDINGS OF THE FINANCIAL TASK FORCE OF THE CITY OF BROOKLYN CENTER FEBRUARY 27, 1992 C BARN - EARLE BROWN HERITAGE CENTER Chair Kelly opened the meeting at 7:05 p.m. Present at roll call were Chair Kelly, members Escher, Boran, Christensen, Boyd, Peppin, and Council Liaison Pedlar. Also present were Mayor Paulson, Finance Director Holmlund, Planning and Inspections Director Warren, Manager Splinter and two citizens. There was a motion by Escher and second by Boyd to approve the minutes of the February 13, 1992, and January 22, 1992, meetings were approved. The motion passed unanimously. Chair Kelly stated he received a call from Mayor Paulson who asked to appear on the agenda to explain the proposal for a Communications Coordinator for the City of Brooklyn Center. Mayor Paulson stated the purpose of this position was basically three- fold: first to improve and enhance the identity of Brooklyn Center, second to provide information to the citizens and to the public and third to improve citizen and community involvement in Brooklyn Center government. He then proceeded to review the job description • stating there was professional input from a variety of sources in developing this description. The major aspects of the job description would involve working on communications in the area of newsletter, newspaper, and cable T.V. This position would serve as a volunteer coordinator, assist in handling complaints, advising staff on external and internal communications and coordinate marketing with the Tourism Bureau, Heritage Center, North Metro Mayors, and the Chamber of Commerce. The position would also assist in providing publicity help for the Earle Brown Days. It would also provide assistance to the Mayor and Council as a liaison with staff and he envisioned it as being a free floating position working with staff and elected officials. He stated the initial costs of the position for 1992 would be in the area of $53,510 and that included salary and equipment and the annual ongoing costs would probably be in the area of $40,000 to $45,000. Mayor Paulson asked the Task Force to recommend approval of the position to the City Council. Councilmember Pedlar stated he concurred with the concept of the communications position and goals of it but he questioned approval of it at this time as he believed it should be placed into the prioritization process along with all other proposals and existing services. Member Peppin stated with the State budget shortfalls and the concern over dollars he questioned the position at this time and 2-27-92 -1- especially the constituent services portion of the position. He didn't believe the position should be in direct support of the Mayor, Council or elected officials. He concurred with Councilmember Pedlar the concept was good but he had concerns about the timing and portions of the job. Members Christensen concurred with Mr. Peppin stated the timing for him was a problem and it should go through the regular prioritization process which means all the dollars must come together and choices must be made among all items in the budget. Other members expressed concerns that this position might have too many bosses to be effective. Member Boran stated he was not capable of reacting to this recommendation at this time because he couldn't compare it with other services which may have a higher, lower or similar value. Mr. Peppin believed we should look at all the expenditures, including this position, as a part of the prioritization process. Chair Kelly stated it was his understanding the current funding was a Council allocation or set aside in the contingency fund. He stated in reviewing the proposed financial policies and existing policies it appears the contingency fund should be used for surprise or unanticipated events or situations. This position didn't appear to be a "surprise" and he questioned how this position would be financed in 1993 if the contingency fund was used in 1992. Member Boyd reviewed for the membership, quoting out of the proposed financial policies, the contingency fund should not be used for this type of purpose under the quoted policy. Member Escher stated he believed the Task Force should add this proposal to the regular prioritization process and not give the Task Force approval or blessing at this time. Member Boran asked Mayor Paulson if he believed this position had a higher value than the aquatics director, the domestic intervention program director and the canine unit. Mayor Paulson responded by saying he believed the communications position had a higher value than the aquatics position and a lesser value than the domestic abuse intervention position and the canine position. Mr. Boran further stated he believed it would be premature of the Task Force to consider this communication position at this time. Councilmember Pedlar stated it was clear the Financial Task Force's charge was to prioritize services and programs. It is difficult for him to talk about cutting police and other services when you are considering funding positions such as this. Mayor Paulson asked the Task Force to consider recommending filling the position as soon as possible and then let the position go through the 2-27-92 -2- • prioritization process. Councilmember Pedlar stated in response to Mayor Paulson's inquiry that he didn't believe it was a good idea to hire a person now and put the position into the prioritization process which could lead to dismissal if it shouldn't make it through the process. Mr. Christensen stated he was not ready to recommend this matter this evening. Chair Kelly stated the Council and staff should consider sharing this type of position with Brooklyn Park or possibly contracting part time for these services or possibly some other type of joint effort. Chair Kelly acknowledged the presence of two citizens and asked if they wished to comment. The first citizen stated that he thanked the Council, or this committee or whoever for getting the Council meetings on cable T.V. He stated it was his understanding Minnetonka did away with this position and he was concerned that with cutbacks in other areas it was difficult to understand how you could add this position at this time. The second citizen inquired as to how this position activity could be coordinated with existing work. Later in the meeting, as he was leaving, he stated he believed the city's finances were in good hands with this Task Force, as it was doing a good job and he was impressed. Member Escher stated the City should consider using a contractual arrangement to avoid an employee/employer relationship for this type of activity. • There was a motion by member Escher and second by member Christensen that the Financial Task Force refer the concept of the Communications Coordinator position as outlined by Mayor Paulson back to the City Council with the recommendation this position be considered by the Financial Task Force as a part of the City Council's Financial and Service Prioritization Process dated 1/7/92. The motion passed unanimously. Chair Kelly introduced Ron Warren, Director of Planning and Inspections and Mr. Warren made a presentation to the Task Force regarding the activities, functions, expenditures and revenue sources for the department of Planning and Inspections. Written materials were submitted to the Task Force for review and consideration. Members Escher and Boran questioned Mr. Warren after the presentation regarding various aspects of the statistics for planning commission applications and building permit applications. It appears there is a decreasing volume in these areas. Mr. Warren stated these figures were developed for his review within his department and they may not completely match the exact ones in the financial system but they are used for his internal review and they indicate lower volumes over the last few years. He stated the types of inspections now being done by the department are of a smaller nature in terms of project size and cost but they consume more time because they involve a lot of do it yourself type projects. In these projects the building inspector • 2-27-92 -3- • ends up to be somewhat of a consulting service in assisting citizens in making deck expansions or room expansions, or basement remodelings, etc. One question the Council and Task Force will be addressing is that traditionally many of these type of services (inspections on small home projects) have been paid for through taxes and higher fees on non-residential projects. Now because of tight budgets we might consider paying for these inspections through increased fees to cover the actual cost. Chair Kelly thanked Mr. Warren for his presentation and apologized for the lateness of this matter on the agenda and stated if any of the Task Force members had any questions could they call. Mr. Warren stated any time any of the members have any questions about the materials presented or about his department, they could give himself or the City Manager a call. Chair Kelly stated the Task Force should consider when they want to set the March meetings and noted on a preliminary basis the Task Force had approved March 12 and 26. After discussion in which some of the members indicated they would not be able to be present for the March 12 meeting it was consensus that the meeting dates for March should be the 12th and the 26th and the location would be the C-Barn at the Heritage Center and that the Financial Reserve and other policies discussion should be on the March 26th meeting because that is when the most members are assured of being present. Manager Splinter asked if the Task Force would spend some time at • an upcoming meeting discussing what types of information or the manner in which it could be presented would be useful for them during the prioritization process. After discussion member Boran stated it would help if there could be some information of the 90% remaining portion of the prioritization as well as the obvious detail that will be in the proposed 10% cut section. After discussion it was agreed that members should contact Manager Splinter if they have any specific suggestions and it would be placed as a discussion item at their next meeting. Manager Splinter said the staff will also be trying to get some kind of comparative data on expenditures levels and measurements which would allow the Task Force to compare Brooklyn Center to other communities. There was a motion by Escher and second by Peppin to adjourn the meeting. The motion passed unanimously. The meeting was adjourned at 9;34 p.m. 0 2-27-92 -4-