Loading...
HomeMy WebLinkAbout1993 05-11 FCA• fincomm\agenda2 AGENDA BROOKLYN CENTER FINANCIAL COMMISSION May 11, 1993 City Hall Council Chambers 1. Call to order: 7:30 P.M. 2. Roll call. 3. Approval of Minutes: April 19, 1993. 4. Discussion of expanding Financial Commission membership. 5. Capital Expenditure Policy. This is a special meeting called so that Council Liaison Dave Rosene and City Manager Gerald Splinter can be present to participate in the discussion. 6. Adjournment: 9:00 P.M. • 0 • MINUTES OF THE PROCEEDINGS OF THE FINANCIAL COMMISSION OF THE CITY OF BROOKLYN CENTER APRIL 19, 1993 BROOKLYN CENTER CITY HALL, CONFERENCE ROOM B CALL TO ORDER Chair Donn Escher called the meeting to order at 7:00 P.M. in the City Hall Conference Room B. ROLL CALL Present at roll call were Chair Donn Escher, Commissioners, Viola Kanatz, Ron Christensen, Ulyssess Boyd and Denis Kelly. Also present were Finance Director Charlie Hansen and Ned Storla. Commissioner Pat Boran arrived at 7:45 P.M. APPROVAL OF MINUTES - MARCH 8, 1993 There was a motion by Commissioner Denis Kelly and seconded by Commissioner Ulyssess Boyd to approve the minutes of the March 8, 1993 meeting as submitted. The motion passed unanimously. CO-OP NORTHWEST FUNDING REOUEST Charlie Hansen presented this funding request which had been referred to the Commission by the City Council. It is for additional funding for the year 1993 to an organization that the City is already a member of and providing funding for in the budget. The Council's instructions are for the Commission to report back a recommendation on this request and to develop criteria to use in evaluating future requests. Commissioner Ron Christensen related his experience with the CO-OP Northwest from his position with the school district and noted that the request had already been endorsed by City Manager Gerald Splinter and the Human Rights and Resources Commission. Chair Donn Escher expressed the feeling that this request is entirely within the policy making rights of the City Council, because the program is already part of the City budget, and needn't be reviewed by the Commission. He suggested that a subcommittee be named to develop the criteria the Council requested to evaluate future requests. Commissioner Vi Kanatz spoke in favor of the entire Commission participating in the development of criteria. A discussion of possible criteria followed, including the items listed below: 1. Evaluate what will be done with the..r-equested_money.. 2. The request should be recommended by at least one. Commission. 3. Is the request for a new or existing function? 4. Is there outside grant money available which will multiply the effect of City money? 5. Does it create an ongoing demand for funding in future . budgets? • 6. Could the request have been foreseen and included in the regular budget process? 7. Can funds be found else ware in the budget? It was decided to hold further discussion of criteria over to the next commission meeting and turn back to the immediate request. Commissioner Ron Christensen made and Commissioner Vi Kanatz seconded the following motion: That the CO-OP Northwest request be returned to the City Council without a recommendation since it is a policy decision for the City Council to augment the present budget for this program, and that the Commission will develop criteria for the evaluation of future requests. The motion passed unanimously. 5 City Manager Gerald Splinter arrived from the Board of Equalization meeting at this time. Commissioner Pat Boran offered an amendment to the just passed motion to refer the City Council to Financial Policies for the use of the contingency account which state that it be for unforeseen and nonrecurring uses. Commissioner Denis Kelly seconded the motion. The amendment passed unanimously. The motion as amended passed unanimously. SURVEY OF SEVERANCE POLICIES FOR LAID-OFF EMPLOYEES • Commissioners Ron Christensen and Vi Kanatz expressed concern over their assignment to a subcommittee to draft a severance policy. After a discussion of the feelings that various Commissioners have toward severance and a decision that the scope of the assignment is to review and comment on the policy which the City Council adopted in December"1992, they accepted the assignment. REPORT ON DEVELOPMENTS IN CITY FINANCES Finance Director Charlie Hansen presented a,General Fund Balance Sheet as of December 31, 1992 and an updated calculation of the Adequate General Fund Balance Policy Formula. The adequate fund balance formula showed an improvement from the 1991 deficiency of $890,225 to a 1992 deficiency of $555,922. This is primarily due to the elimination of the use of transfers from fund balance in the budget. The auditors are recommending that the-City switch to an internal service fund to account for its vehicle purchases and maintenance costs. 'This would provide better .cost accounting, s- d `tran~~at nn - ^-1nterna1- ^e ._fund. T%e - aro ~nrri ad abrn,t the mxa o t v has 10 qa-mack rte!':-' The . Mayor and Council are intere tedh nc switchi ng from a department line item budget to a program budget. This will be accomplished over a two year period. Two memos from the City Assessor Mark Parish were presented. These explain the losses the City expects to incur in 1993 from abatements of property taxes by the tax court. Ned Storla was able to expand upon these because of • his experience with the Brooklyn Park Assessing department. • • City Manager Gerald Splinter left to return to the Board of Equalization meeting at this time. FUTURE MEETINGS The joint meeting with the City discuss the 1994 budget process. meeting is set for Monday, May 17. Council is set for May 3rd to The next regular Commission CAPITAL EXPENDITURE POLICY Chair Donn Escher noted that he had received the minutes of a City Council Special Work Session on March 15, 1993, which-describe the presentation of a 1993 proposed capital improvements schedule. Finance Director Charlie Hansen explained that the staff has been developing long range capital improvement plans for several years, and the current year's projects were brought before the City council for review. Commissioner Pat Boran moved that the Commission respectfully request that no expenditures be made from the Capital Improvements Fund by the City Council, until it has reviewed and considered the Capital Expenditure Policy currently being finalized by the Financial Commission. Commissioner Ulyssess Boyd seconded the motion. Commissioners Boran, Boyd, Escher and Kelly voted in favor of the motion and Commissioner Kanatz voted against it. The motion passed. It was noted that there is a pressing need to schedule a meeting at which Council Liaison Dave Rosene and City Manager Gerald Splinter can be present to take part in the discussion of this issue. Finance Director Charlie Hansen was instructed to try to arrange such a meeting even if it must be on some other night than the meetings already scheduled. ADJOURNMENT There was a motion by Commissioner Pat Boran and seconded by commissioner viola Kanatz to adjourn the meeting. The motion passed unanimously. The meeting adjourned at 9:10 P.M. 0 • MEMORANDUM TO: Gerald G. Splinter, City Manager FROM: Sharon Knutson, Administrative Assistant/Deputy City Clerk DATE: April 2, 1993 SUBJECT: COMPOSITION OF COMMISSIONS Subdivision 5 of the enabling resolutions for the Brooklyn Center advisory commissions sets the size of membership of the commissions. Following is the current composition for each of the commissions: DRUG • AWARENESS Chair plus eight (8) members. FINANCIAL Chair plus six (6) members. HOUSING Chair plus eight (8) members. HUMAN RIGHTS & RESOURCES Chair plus six (6) members. PARK & RECREATION Chair plus six (6) members. PLANNING Chair plus six (6) members. . a. 0 0 fincomm\capexp CITY OF BROOKLYN CENTER CAPITAL IMPROVEMENTS FUND EXPENDITURE POLICY SPENDING LIMITATION/FUND BALANCE REQUIREMENT: a.) Planned Expenditures: If the proposed capital expenditure is in excess of $209,009 $100,000, it must have been included in the five year capital improvements plan for at least two years. By a 4/5 vote. the Citv Council may wave the two vear requirement in order to respond to emergencies or unforeseen obbortunities. Additionally, the five year capital improvements plan must be approved by the City Council at a public hearing on an annual basis. c.) Fund Balance Reauirements: 1. At all times the unrestricted portion of the Capital Improvements Fund's fund balance must be at least 25% of the General Fixed Asset group of accounts. • 2. The next three years of expenditures in the ten year Capital Improvements Program, identified as being funded from the Capital Improvements Fund's fund balance, must not exceed the unrestricted portion of the Capital Improvements Fund's fund balance. c.) Fund Balance Reauirements: 1. Projects may not be approved for construction, which would reduce the unrestricted portion of the Capital Improvements Fund's fund balance below at least 25% of the General Fixed Asset group of accounts. 2. The ten year Capital Improvements Program may not include expenditures identified as being funded from the Capital Improvements Fund's fund balance, which, when offset against projected interest earnings of the fund, would reduce the unrestricted portion of the Capital Improvements Fund's fund balance below at least 25% of the projected balance of the General Fixed Asset group of accounts. 0 • • • budget\calendar CITY OF BROOKLYN CENTER 1994 BUDGET CALENDAR May 10, 1993 Monday City Council discusses elements of Capital Improvements Program (C.I.P.). MAY 18, 1993 TUESDAY Preliminary 1994 Operating Budget conference for City Manager with city department and division heads, 8:30 a.m., Council Chambers. June 1, 1993 Thursday City Manager presents 1994 Operating Budget issues. JUNE 7, 1993 MONDAY City Council Town Meeting - 1994 Operating Budget. June 14, 1993 Monday 1994 Operating Budget requests due from all departments for submission to the Finance Director. June 23, 1993 Wednesday Consolidated 1994 Operating Budget requests forwarded from the Finance Director to the City Manager. June 24 through July 9 Manager consults as necessary with individual department and division heads as 1994 Operating Budget document is shaped. June/July 1993 City Commissions make preliminary recommendations on Capital Improvements Program (C.I.P.) components. AUGUST 6, 1993 FRIDAY Preliminary 1994 Operating Budget is delivered to the City Council members. ALL DATES AFTER AUGUST '6 ARE 'TENTATIVE UNTIL THE LEGISLATIVE SESSION HAS ENDED AUGUST 16, 1993 MONDAY Joint City Council/Finance Commission meeting. August 1993 City Council holds work sessions to review Capital Improvements Program. August 19, 1993 Thursday County must notify City of the public hearing dates selected by school districts. Sept 1, 1993 Department of Revenue is to certify Local Government Aid amounts. SEPTEMBER 1993 City Council approves C.I.P. SEPT 9, 1993 Last day for adoption of the Preliminary 1994 Operating Budget and the Preliminary tax levy by the City Council. Sept 14, 1993 Certify preliminary 1994 Operating Budget and preliminary tax levy to the County. City must also inform the County of City budget public hearing dates. Nov 10 - Nov 23, 1993 County must mail individual property tax notices to each property owner. Nov 29 - Dec 20, 1993 Public hearings on the 1994 Operating Budget to be held. Exact dates will be determined after school districts set their hearings. December 7, 1993 Tuesday All counties to hold budget public hearings. December 20, 1993 Monday Last day for the adoption of the final 1994 Operating Budget by the City Council. 0 December 27, 1993 Monday Last day to certify final tax levy and final 1994 Operating Budget to the County. 0 • MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA SPECIAL WORK SESSION MAY 3, 1993 CITY HALL COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council met in special work session and was called to order by Mayor Todd Paulson at 7:05 p.m. ROLL CALL Mayor Todd Paulson, Councilmembers Celia Scott, Dave Rosene, and Kristen Mann. Also present were City Manager Gerald Splinter; Director of Finance Charlie Hansen; Director of Public Works Sy Knapp; Financial Commissioners Donn Escher, Vi Kanatz and Denis Kelly; and Council Secretary Nancy Berg. Inner-Ring Suburban Community Funding Needs The City Manager presented the Inner-Ring Suburban Community Funding Needs report. He explained he had prepared a draft report as suggested by Representative Carruthers; and he asked for the Council's thoughts on the subject. Councilmember Scott stated she had found it interesting to talk to other councilmembers from other community's who also agreed the outer suburbs were not providing moderate- income housing. She also stated all inner-ring suburbs were having the same problems and reiterated the Legislature must be convinced. Councilmember Rosene asked where the contribution for fiscal disparities came from. The City. Manager answered the fiscal disparities came from a transfer of commercial/industrial taxable value from new commercial development to low commercial/industrial value communities. Oranizational Evaluation Process The City Manager presented the organizational evaluation process. He explained the Council had approved the document and generally approved the process. He further explained the process had not been discussed by the Financial Commission at length, but the commission would be discussing it at their next meeting. He also stated the Financial Commission would be doing initial work on Area 1 and staff would be working on Areas 2 and 3 and then staff and the Commission would get together for further discussion. • 5/3/93 - 1 - • Donn Escher, Chair of the Financial Commission, asked if the Commission would have access to outside help. The City Manager answered it might be possible to do a pilot in one department and then provide the information to the other departments. Mr. Escher suggested staff provide the Commission with a time table. The City Manager agreed staff would provide a time table. Denis Kelly asked if the data provided the Commission would include comparisons to other cities. The City Manager answered yes, Item 1 and 2 would contain considerable comparative data. Mr. Escher stated the same program in different cities may seem identical, but there might be one or two factors that make the program different. He further stated the Commission would need to know if staff believed a city's program should be viewed differently than Brooklyn Center's program. The City Manager agreed this would be provided as well as some secondary information. Capital Improvement Program Process for The City Manager presented the Capital explained Council would be provided for outlay. 1993 Improvement Program Process for 1993. He the first time a listing of EDA and all capital The Director of Public Works explained the Council would be getting more input from each department. He also stated the Park and Recreation Commission was preparing information for the Council which covered all park facilities. He explained this was the first time since the 1980 park bond referendum staff had taken a really good look at the needs for the park system. He further explained the Public Works Department would be reviewing all of the City's needs including community development, the Earle Brown Heritage Center, City Hall, and the Community Center. Councilmember Scott asked staff provide an explanation page with each table. The City Manager agreed to provide a detailed summary page. Mayor Paulson asked when staff provided recommendations, what procedure would staff follow to define. The City Manager answered staff would be attempting to put a dollar value with each suggestion. Mayor Paulson agreed he would like that procedure and would also like to set a policy on each matter. The City Manager explained staff would be asking Council to do that at the next Council meeting on May 10, 1993. Mayor Paulson explained the policy would lead the Council to a conclusion. Councilmember Rosene agreed an ultimate goal should be stated. Councilmember Scott asked if the Americans with Disabilities Act study provided by Julee Quarve-Peterson prioritized the most urgent changes needed to comply with the ADA. The Director of Public Works explained the ADA regulations did not give specific guidelines, • 5/3/93 -2- and there is no enforcement agency. He continued to explain the enforcement agency comes through citizen action and the court system. He also stated the study provided by Julee Quarve-Peterson did identify priority areas 1, 2 and 3. He also stated staff had a committee working on a priority listing including cost estimates. Councilmember Scott stated the guidelines for the ADA just were not there like they should be. Vi Kanatz shared with the Council a problem the City of New York had trying to provide public toilets. She explained if a City provides for one disability, another disability may be hampered. Councilmember Rosene stated it sounded like those who had disabilities could not agree, and this causes cities to try to provide for every disability which was very difficult. The City Manager agreed there was such a wide range of disabilities, it was very hard to reach an agreement. Councilmember Scott hoped the State or Federal Government would come up with some guidelines. The Director of Public Works stated Julee Quarve-Peterson had done a very good job on the study. Denis Kelly asked if staff had involved disabled persons in the study. The Public Works Director answered yes, Julee Quarve-Peterson had access to many disabled persons, 4 and she had also held a public hearing with disabled citizens in the community. 1994 Budget Calendar/Financial Commission Involvement The City Manager reviewed the 1994 Budget Calendar/Financial Commission Involvement. He explained the Council would be able to provide policy statements until June 1993. Mayor Paulson stated that would be very helpful. He further explained Council could be formulating policies while staff was working on the budget. He continued to state it would be helpful to develop a list of policies. Councilmember Scott asked for input from the Financial Commission early in the process. Mr. Kelly agreed the City really needed sound policies. Vi Kanatz stated the Financial Commission had previously been stuck on dollars rather than programs. Mayor Paulson stated it would be worthwhile for Council to take up policy-making during the summer. Councilmember Scott agreed the policies should be to the Financial Commission by July 1. Mayor Paulson stated the Financial Commission should start looking at the budget and Council would formulate the policies. Councilmember Scott stated Council, staff, and the Financial Commission would all work to keep costs down and the level of service up. • 5/3/93 -3- Mr. Escher stated it was very important the Financial Commission understand it was an . advisory commission. Mr. Kelly recommended another joint meeting between the Council and the Financial Commission in early August. The Councilmembers and City Manager agreed and the date would be set later. Mayor Paulson directed staff to come back to Council on June 1 with a list for policy- making. The City Manager agreed, but stated it would be a preliminary list. He further explained he would have a better idea after June 24. 0 Councilmember Rosene informed the Mayor and the City Manager he would be out of town the last week in July and first week in August. Mayor Paulson asked after Council received a list of the issues, would a date need to be scheduled to discuss the policies. The City Manager stated staff would set the date in the future. Mr. Kelly recommended Council get away for a weekend to discuss policies away from the chambers. He explained a different setting would provide for a more relaxed atmosphere. Mr. Escher stated he had attended the last City Council meeting. He explained the Council had discussed appointing commission members and commission sizes. He recommended the reference to religion in the commission policy be eliminated. He also disagreed with geographical representation. He explained he had been a member of the Charter Commission twice and the Commission had voted down geographical representation for elected officials. He further stated reflecting diversity on the commission was very important. Councilmember Rosene concurred with Mr. Escher and stated first and foremost the Council was looking for people who would bring the most to the City's commissions. Councilmember Rosene also stated the reference to religion should be eliminated. The City Manager explained the reference to religion was taken right out of State law and was intended to reflect a policy of not discriminating on religious preferences. Ms. Kanatz stated it had been a profitable meeting, and she liked the give and take of the Council. Councilmember Scott agreed it was nice to sit down at a meeting like this for discussion. ADJOURNMENT The Brooklyn Center City Council adjourned at 8:50 p.m. Deputy City Clerk • r Todd Paulson, Mayor Recorded and transcribed by: Nancy Berg Timesaver Off Site Secretarial 5/3/93 -4-