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HomeMy WebLinkAbout1993 11-01 CCM Special Work Session i MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER IN THE COUNTY t; OF HENNEPIN AND THE STATE OF MINNESOTA SPECIAL WORK SESSION NOVEMBER 1, 1993 CITY HALL COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council met in special session and was called to order by Mayor Pro Tern Rosene at 7:05 p.m. ROLL CALL Mayor Pro Tem Rosene and Councilmembers Celia Scott and Kristen Mann. Mayor Paulson arrived at 7:07 p.m. Councilmember Barb Kalligher was excused from tonight's meeting. Also present were City Manager Gerald Splinter, Finance Director Charlie Hansen, and Council Secretary Carla Wirth. REPORT ON RFP FOR CIVIL LAW SERVICES The City Manager reported the RFP for civil law services has been finalized as directed by Council action on October 25, 1993, and will be published in the November 3, 1993, issue of the Brooklyn Center Sun -Post He added notices will also be published in the Finance and Commerce and Law & Politics He explained it will not be included in the Bench & Bar since the next issue does not begin until early December. He further explained copies of the RFP will be sent directly to 16 law firms listed as providing civil law services in the 1993 legal fees survey. Mayor Paulson arrived at 7:07 p.m. The City Manager informed the Council the agreement will allow them the ability to seek special legal counsel for special matters. Mayor Paulson questioned the interview process. The City Manager recommended the same process be used as when the Auditor and Prosecuting Attorney were hired. He explained staff recommended two or three for the Council to choose from and also provided details from the interview process. Mayor Paulson stated perhaps the Council should be part of the selection process. The City Manager stated the Council approved the selection process at the previous meeting; however, if they want to change the process, this item could be placed on the next agenda. 11/1/93 _ 1 _ There was a motion by Councilmember Rosene and seconded by Mayor Paulson to place the issue of the review committee for civil law services on the November 8, 1993, Council agenda for further discussion. The motion passed unanimously. DISCUSSION OF PROPOSED NOVEMBER TOWN MEETING ON CRIME AND VIDEO TAPING FOR DOCUMENTARY PROGRAM The City Manager explained Mayor Paulson had asked this item be included on the agenda to discuss presenting a video tape, "Community and Family Violence Prevention" at the upcoming town meeting. Mayor Paulson explained there have been four town meetings, two with residents and two with youth. He suggested presenting the video tape to generate ideas at a town meeting followed by input from the audience on ways the City can address these issues. He further suggested the meeting end with the Council convening to discuss how these issues can be addressed and /or incorporated into the 1994 budget. Mayor Paulson pointed out this will bring a closure to the town meetings that residents have attended and allow them to realize the impact of their input. Dan Reiva, RTV Producers, reviewed his production with the Council, explaining its objective is to raise awareness of the interrelated issues surrounding the subject of community and family violence and to express the point of view of the population at risk. Mr. Reiva explained Brooklyn Center and other first -tier suburbs are now facing several issues usually associated with the inner -city, and the video provides residents with an opportunity to express their concerns and priorities. He added the video documentary program explores the work of several social service organizations, presents voices from the population at risk, and integrates responses from the mainstream community. He asserted this will result in one of the most effective town meetings to be held. Mayor Paulson stated this project was funded by a documentary grant secured from the Department of Education. Mr. Reiva suggested the town meeting be held on November 18 from 7 to 9 p.m. at Earle Brown Elementary School. Councilmember Scott asked if the documentary video accurately portrays families at risk without the risk of being discriminatory. Mr. Reiva assured the Council the video includes a diverse mixture of participants. Councilmember Scott stated she is unable to attend on November 18 and expressed concern about having a budget meeting in conjunction with a town meeting. Mayor Paulson suggested the first hour of the town meeting comprise showing the video and taking residents' input, and the second hour the Council can discuss this input and how it can be addressed and its impact on the 1994 budget. 11/1/93 -2- Councilmember Mann stated a town meeting to discuss social issues and including budget input is a good idea, but she is concerned about calling it a Council meeting. She further stated she would not want residents to think it is an official City budget meeting. The City Manager agreed if the word budget" is included in the definition of the meeting, people will be present to discuss broader budgeting issues. Council consensus was reached to direct staff to schedule a council Crime Safety Forum on November 18, 1993, 7 to 9 p.m. at Earle Brown Elementary School Activity Room. CONTINUED REVIEW (2ND SESSION) OF 1994 PROPOSED BUDGET Police = Unit 131 The primary function of the police department is to enforce federal, state, and municipal laws within the City of Brooklyn Center. In addition to enforcing laws, the Brooklyn Center Police Department provides many programs and services to the community. The City Manager reported the 1994 police department proposed budget overall reflects an 11.6% increase which is concentrated in three areas: the request for additional manpower (1 police officer January 1; one police officer July 1; 1 public safety dispatcher May 1), the transfer from public works division of vehicle maintenance, fuel and fixed costs of the police fleet. He added the increased operating budget includes the request of such items as MDTs (Mobile Digital Terminals), anticipated turnover replacement costs, necessary equipment purchases, and increases in the At -Risk Youth Outreach and Domestic Intervention Programs. He pointed out the non - personnel portion of the 1994 proposed operating budget reflects an 87.4% increase, 73.4% is the result of the transfer from public works division of vehicle maintenance. Councilmember Rosene asked why staff is proposing to start police officers at staggered times throughout the year. The City Manager explained this provides the ability to incorporate two officers and a dispatcher within one year with the amount of money originally allocated for two police officers. He added it is also easier to handle training if the start of personnel is staggered. It was noted the Police Chief is currently looking into filing for Federal funds for a police officer; however, this would only provide start -up money. Councilmember Rosene asked when the officer would be on the street. The City Manager estimated three to six months from the starting date and February of 1995 before they are independently on the streets. Councilmember Scott commented on Federal and State programs that provide reimbursement of funds for purchasing bullet -proof vests. The City Manager stated he will check into both of these possibilities. 11/1/93 - 3 - The Council briefly discussed the need to replace portable radios, their cost and life expectancy. With regard to the camcorder, the Finance Director explained it will be shared between four departments. It was also noted six squad cars were requested but five are included in the budget. Fire = Unit 132 The Brooklyn Center Fire Department is charged with the responsibility of providing fire protection, emergency life saving services, and conducting fire prevention activities. The City Manager reported the level of services to be offered by the Fire Department in 1994 are comparable to those offered in 1993. Personal services is increasing slightly to reflect a request for an increase in benefits and City contributions to the Fire Department Relief Association. Capital outlay requests are mostly replacements for fire equipment which has worn out, and a request for a mini -van to replace the Chief's car is included in the Central Garage Fund. With regard to the Central Garage budget, the City Manager pointed out the individual allocation to each department is not precise in the 1994 budget, but by the end of the year staff will know more and be able to be more precise in the 1995 budget. He reviewed the types of equipment included in the budget and provided a brief explanation of each. Mayor Paulson questioned the need to purchase two $1,500 couches. The City Manager explained these were commercial -grade couches to replace the existing furniture which is 12 years old. Mayor Paulson commented this seems quite expensive. The City Manager stated he will get more information about this particular purchase. The Council discussed the radar unit and asked if it makes a difference. The City Manager reported staff receives a favorable response from residents on the street where the radar sign is in use. He added it is a very good educational device to alert drivers of their speed. Community Development = Unit 133 The Community Development Department is responsible for community planning, administration of the zoning and sign ordinances, administration and enforcement of the housing/building maintenance ordinances, administration of various housing subsidy and grant programs participated in by the City, the administration of business retention and economic development programs, and administration of the Earle Brown Heritage Center. The Finance Director pointed out the 1994 budget anticipates a vigorous code enforcement effort directed at problem properties and potential increase in legal costs. He recommended an additional $10,000 is requested for this activity. He also stated $4,000 is requested for Community Health Service in Community Development, which is a $6,000 reduction from 11/1/93 - 4 - the 1993 budget. It was noted the budget also includes microfilming plans received in order to address the storage space problems of this department. Emergency Preparedness = Unit 134 The function of Emergency Preparedness in Brooklyn Center is to prepare the community to meet manmade or natural disaster emergencies. The Emergency Preparedness organization consists of the operational departments of the City trained and prepared to meet emergency requirements with assistance from other government agencies and volunteers as may be needed. The City Manager reported the level of services to be offered in 1994 are comparable to those offered in 1993. He pointed out operating costs are increased and there is a request for additional training funds. It was noted the capital outlay request is for a meteorological instrument to measure the wind and temperature during a hazardous materials incident. He explained the Fire Department is in charge of this function and this type of equipment will provide localized knowledge for use when making a judgment on the need to vacate areas of potential contamination. Animal Control = Unit 135 The primary function of animal control is to provide enforcement of the animal ordinances of Brooklyn Center. This enforcement is provided by the Brooklyn Center Police Department. The City Manager reported the 1994 animal control budget overall reflects a 35% increase which is concentrated in one area; contractual services. He explained the police department contracts through a joint powers agreement with P.U.P.S. for the kenneling, impounding, and disposal of animals. In response to Councilmember Scott's question, the City Manager explained the amount budgeted in 1993 was really a "guess" and the amount proposed in the 1994 budget is based on the costs experienced the previous year. He added the charges are based on the number of animals collected. Councilmember Scott asked if the City should become more active with licensing animals so their owners can be identified and required to cover charges. The City Manager explained license fees have been kept lower to encourage pet owners to vaccinate and license their pet. Councilmember Scott suggested more publicity be done in the spring about the vaccine program so residents remember to take advantage of it. 11/1/93 -5 - En ineering = Unit 141 The Engineering Division of the Public Works Department is responsible for all engineering related to the design, construction, and maintenance and operation of the physical facilities of the City, in addition to the calculations and spreading of special assessments for improvement projects. In response to Councilmember Rosene's question, the Finance Director explained the ArcInfo /Arc View will replace the U1tiMap which generates geographical maps. The City Manager added the new system fully interfaces with the existing one. The Council briefly discussed the automobiles used by City personnel. The City Manager explained they are used squad cars with very low value due to the mileage. The Finance Director further explained using a vehicle marked as City owned provides assurance to residents that the driver is actually a City employee conducting City business. Councilmember Mann stated she has received comments from residents about the "fleet" of City -owned cars. The Finance Director explained the resale of the used squad cars is about $1,000 each so it costs the City very little to keep them for several more years. The City Manager explained when the City paid mileage to employees it was a constant problem because of damage to their cars, requests for higher mileage rates, etc. Street Maintenance = Unit 142 The Street Maintenance Division of the Public Works Department is charged with the responsibility of maintaining all City streets, snow and ice removal, and street and traffic sign installation and maintenance. The City Manager reported the 1994 street maintenance budget anticipates few changes in the level of service provided in previous years. The amount budgeted for street maintenance materials has been reduced to reflect the move toward combining miscellaneous sidewalk repairs into an improvement project funded from Local State Aid fund, and to adjust unit prices for current trends. He pointed out the main change is with the Central Garage. Mayor Paulson requested an organizational chart for employees within each department. The City Manager stated he will supply this information for Council's review. Vehicle Maintenance = Unit 143 The Vehicle Maintenance Division of the Public Works Department is under the immediate supervision of the Public Works Superintendent and is responsible for the maintenance and repair of all City machinery and automotive equipment. The City Manager explained the 1994 vehicle maintenance budget is being replaced by the Central Garage internal service fund. 11/1/93 -6- Traffic Signals = Unit 144 This account provides funds for traffic signal maintenance and electrical power source costs. The City Manager explained the City contracts with Hennepin County to do signal maintenance. Street Lighting = Unit 145 This account provides funds for the cost of City-wide street lighting. The City Manager explained NSP does virtually all the work involved with street lighting and this budget is down slightly. Weed Control = Unit 146 This account provides for the cost of the City weed eradication program. The City Manager explained the City hires contractors to handle weed eradication and charges off the cost to the owner of the property. He added the City charges Hennepin County if they do work for them. Health Regulation and Inspection = Unit 151 This unit previously provided inspections service and environmental health programs for the City through a joint venture with the City of Crystal; however, it was decided to switch to Hennepin County for these services as of January 1, 1993. Social Services = Unit 152 This unit provides for the City's social service programs. These services include Northwest Hennepin Human Services Council, Mediation Services, Peacemaker Center, and the Senior Transportation Program. The City Manager pointed out a new request was received from Ride - With -Us Vanpooling Services, Inc., but not included in the proposed budget. Councilmember Rosene reported the Human Rights & Resources Commission has interviewed groups requesting funding and will be prioritizing their recommendation at the next meeting. He questioned the procedure if they recommend funding a group that has not been included in the 1994 budget. The City Manager stated they will have to find funding from another source or make cuts in other programming. Councilmember Rosene informed the Council the Ride- With -Us Vanpooling Services appear to provide more comprehensive services since they do not target only one group (senior citizens). In response to Mayor Paulson's questions, the City Manager reviewed the funding for CO -Op Northwest and the Cadet Program. 11/1/93 - '7 - Parks and Recreation Administration = Unit 160 The Recreation and Parks Department is responsible for the development and implementation of a program of organized recreational activities within Brooklyn Center and for developing and maintaining all municipal park property. The City Manager reviewed the personnel involved and general administrative costs of the recreation program. He pointed out if the Council goes with a program budget, general administrative costs will be allocated to individual recreational programs. Mayor Paulson questioned staff's previous recommendation to eliminate the Aquatics Supervisor. The City Manager explained he recommended one position be eliminated; however, Council determined this type of expertise was needed with the pool. Council briefly discussed the supervisor and WSI positions. The City Manager stated the City is paying competitively when compared with the YMCA and he will provide Council with salary range information. Adult Recreation Programs = Unit 161 This unit provides funds for recreation programs for adults in the City of Brooklyn Center and is designed to be entirely self- supporting through user fees. The City Manager explained most adult programs will be completely funded with user fees. The exceptions are the Senior Citizens program and Brooklyn Community Band. He added one employee spends 60% to 75% of her time on Senior programming. The Finance Director estimated the Senior programs cost $5,000 plus the cost of the employee's time. Teen Recreation Programs = Unit 162 This unit provides funds for recreation programs offered to young adults in the City of Brooklyn Center and are funded by a combination of City taxes and user fees. The City Manager reported they have held teen dances every other week but they have not been very successful yet. He added they work very closely with the school and their activities. Children's Recreation Programs = Unit 163 This unit provides for recreation programs offered to children in the City of Brooklyn Center and are funded by a combination of City taxes and user fees. The City Manager pointed out approximately 81% of the program budget is funded from user fees and 19% from taxes. Councilmember Scott relayed a comment she received from a new resident of Brooklyn Center who felt having activities during MEA time was fantastic. 11/1/93 -8 - General Recreation Programs - Unit 164 This unit provides funds for recreation programs not otherwise classified and are funded by a combination of City taxes and user fees. The City Manager noted skating rinks are completely subsidized with tax money. He estimated approximately 35% of the General Recreation Program budget is funded by user fees and 65% from tax money. Community Center = Unit 167 This unit provides funds for all recreation activities held in the Brooklyn Center Community Center and are funded by a combination of city taxes and user fees. The City Manager explained this budget reflects a full year in the operation of the water slide. He added the positions of Lead Custodian, Custodian, one -half of the position of Maintenance Custodian, and some part -time custodial house have been transferred from the Government Buildings budget to this budget to more accurately reflect hours worked. Parks Maintenance = Unit 169 The Parks Maintenance account provides funds for all costs of maintaining the City's parks as well as providing improvements to, and equipment for, those parks. The City Manager explained the major capital outlay item is replacement of a water tanker with a water tanker /flusher which would be used to maintain landscaping included with street improvement projects and street flushing. He added another major capital outlay is the purchase of a 16 -foot mower to replace two 72 -inch mowers, which will substantially reduce mowing time and allow substantial regular time to be dedicated to other park maintenance tasks. Councilmember Scott expressed support of the residential reforestation and asked why it was being reduced. The City Manager stated he will obtain this information for Council's review. Convention & Tourism Bureau = Unit 170 Operators of hotels and motels in Brooklyn Center collect a six percent tax on the rent charged which the City receives and forwards ninety -five percent of the first three percent to the North Metro Convention and Tourism Bureau for the purpose of marketing and promoting the City as a tourist or convention center. The City retains five percent of the first three percent to reimburse itself for the cost of administering the program, and also retains the entire second three percent to reduce the need for property taxes to support City services. The City Manager estimated $360,000 in lodging taxes will be collected in 1994 and approximately $189,000 will be retained by the City, and $171,000 will be forwarded to the North Metro Convention Bureau. 11/1/93 -9 - Mayor Paulson requested a copy of the most recent report from the North Metro Convention Bureau. Unallocated Departmental Expenses = Units 180 and 182 This unit provides for expenses which cannot be allocated directly to individual City operating departments. The Finance Director reported unallocated expenses include insurance premiums, office supplies, postage, and training budgets which are difficult to allocate to individual departments. He noted the capital outlay request is for replacing the eight year old copy machine. In response to Councilmember Mann's question, the Finance Director explained a smaller copier was purchased last year, but it is not as fast; however, it does contain features such as enlarging and reducing. He added wherever possible staff has allocated costs out to departments, but with these there is no worthwhile method to do so. The Finance Director pointed out the contingency account is about the same as it was last year. Central Garage Estimated Revenues and Appropriations The City Manager explained the Central Garage Division of the Public Works Department is responsible for the maintenance and repair of all City machinery and automotive equipment. He then reviewed vehicle and equipment purchase recommendations and provided an explanation of how a Vacter operates to clean manholes. Councilmember Rosene reported there are several storm sewer grates that are clogged with dirt and weeds need to be removed. PARKING OF COMMERCIAL VEHICLES ON RESIDENTIALLY ZONED PROPERTY Councilmember Rosene explained Council has previously discussed the possibility of parking commercial vehicles inside private residential garages and asked this matter be placed on an upcoming agenda. The City Manager indicated it will be placed on a future work session agenda. PARK & RIDE FACILITY Councilmember Rosene explained residents from 65th and Marlin Avenues have voiced concern regarding traffic from Brooklyn Park using Indiana Avenue rather than 63rd Avenue which is designed for heavier traffic levels. He reviewed issues raised by Mr. Hammerlund regarding traffic cutting through the school property and asked if staff should work with Brooklyn Park to find a solution. 11/1/93 - 10- The City Manager reviewed action taken previously by the City and School District to keep the parking lot gate closed which was objected to by the rest of the neighborhood. He added the City received many calls objecting to the gate being installed. He stated he will provide this information to the Council for their review. Councilmember Rosene asked this matter be placed on the Council's agenda as a discussion item. ADJOURNMENT There was a motion by Councilmember Mann and seconded by Councilmember Rosene to adjourn the meeting. The motion passed unanimously. The Brooklyn Center City Council work session adjourned at 9:25 p.m. A continuation of the work session will be scheduled on November 15, 1993, to continue discussion of the proposed 1994 budget. Deputy City Clerk Todd Paulson, Mayor Recorded and transcribed by: Carla Wirth Timesaver Off Site Secretarial 11/1/93