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HomeMy WebLinkAbout1993 11-29 CCM Special Work Session 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 NOVEMBER 29, 1993 CITY HALL COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council met in special session and was called to order by Mayor Todd Paulson at 7:03 p.m. ROLL CALL Mayor Todd Paulson and Councilmembers Dave Rosene, Celia Scott, and Kristen Mann. Councilmember Barb Kalligher arrived at 7:16 p.m. Also present were City Manager Gerald Splinter, Finance Director Charlie Hansen, City Assessor Mark Parish, and Council Secretary Carla Wirth. PRESENTATION BY DAN REIVA - VIDEO PRODUCTION FOR DOCUMENTARY PROGRAM The City Manager reported Dan Reiva is prepared to present his video production for the Council's review. Dan Reiva, RTV Producers, explained his video presentation was shown at a recent town meeting at which about twelve people attended. He reported this resulted in providing a motivator for discussion of the issues surrounding community and family violence. He clarified the video is a "work in progress" which he hopes to expand in length after receiving feedback and responses from those who view it. He added they also hope to use a character generator to identify who is talking in the video. The Council then viewed the 15 minute video presentation prepared by Mr. Reiva. Councilmember Kalligher arrived at 7:16 p.m. Mr. Reiva reported he would like the video to also address the issue of low- income housing. Councilmember Mann expressed her concern society is deteriorating and Brooklyn Center, as a community, needs to do determine what can be accomplished in a cost effective manner. 11/29/93 - 1 - come from families at risk. He added these people have expressed concerns about the safety of their children, the potential their children could be the perpetrators of crimes and violence, and their ability to parent their children to avoid these problems. Mr. Reiva informed the Council about lighter sentences which are being issued combined with community service work rather than prison sentences. Councilmember Scott commented the video presentation jumps around a bit which makes it difficult to find the common thread of families at risk. She suggested Mr. Reiva include all ages, including elementary and middle school aged children. The City Manager agreed Point Northwest would be a good source. Councilmember Scott suggested the younger population be interviewed to determine why I 'l they run away and what is missing in their lives. She indicated support for community service with first -time offenders but felt repeat offenders should not be given lighter sentences in lieu of public service. She suggested Mr. Reiva also interview public school teachers to get a broader point of view. Mr. Reiva stated another message from interviews is the existence of racial tension and its influence on the younger population. Councilmember Mann stated she feels the video presentation, overall, presents a very negative view and she would like to see more balance. Mr. Reiva stated he does not feel it was negative, but responsive of concerns based on interviews and written input from the town meetings. Councilmember Rosene stated he appreciated the upbeat tone at the end of the video but added he felt even more upbeat about Brooklyn Center than the video presented. The City Manager commented on the number of incidents of crime when comparing 400 apartment units and 400 single - family residential homes. He explained depending on their location, the numbers may actually be very close. Councilmember Rosene stated it is his impression that some residents, after viewing the video presentation, may feel more pessimism towards Brooklyn Center than is warranted. Mayor Paulson stated some video clips identified Brooklyn Center but others were from outside of the City. He suggested the presentation separate out what is gong on in Los Angeles, what is facing Brooklyn Center, and can be done to address these concerns. Mr. Reiva stated he plans to show the video to different policy making groups and political groups interested in crime issues. After receiving feedback from these groups and conducting further interviews, he will revamp the presentation into broadcast length (30 f 11/29/93 -2- minutes). He added his goal is to see the video used as a tool for discussion with Human Rights Commissions, Legislative committees, lobbying groups, etc. Mayor Paulson thanked Mr. Reiva for presenting the video. CONTINUED REVIEW OF 1994 PROPOSED BUDGET The City Manager explained Council's stated goal at the last meeting was to reduce expenditures in the 1994 proposed General Fund Debt Service and EDA/HRA Budgets to achieve a zero increase over 1993 expenditures, requiring reductions of $156,535 in the 1994 proposed Budget. He reviewed a list of potential budget reductions totaling $162,651, noting he has not yet been able to review this list with the Fire Chief. He pointed out the $50,000 reduction in Workers' Compensation Insurance costs which he attributed to the efforts of the employee Safety Committee and raised awareness from first -line supervisors. The Council reviewed each of the proposed reductions with staff. Councilmember Mann suggested drug confiscation funds be used to purchase the photocopier feeder, paper shredder, and D.A.R.E. van back seat for the Police Department. The Finance Director stated that account currently has a balance of $22,000 which could be used to cover the three items suggested by Councilmember Mann. In response to Councilmember Kalligher's question, the Finance Director explained the Police Department minor equipment includes items which cost less than $500 such as cameras, fire extinguishers, mobile phones, etc. Councilmember Kalligher suggested the Police Chief schedule a meeting to prioritize equipment needs and discuss which items can be purchased from drug forfeiture funds. The City Manager reviewed the GIS Software function of generating maps and suggested the budgeted amount of $32,000 be reduced by $15,000 with the understanding that if it costs more, the remainder will need to come from the 1995 budget. The Finance Director explained the ArcInfo system is being considered since it has been available for a number of years and is working successfully in other locations. Councilmember Rosene pointed out the proposed reductions are $6,000 more than needed and perhaps the GIS Software should be reconsidered. Councilmember Scott complimented staff on the list of proposed reductions. She supported Councilmember Kalligher's suggestion that the Police Chief be asked to use drug forfeiture funds for purchases. She recommended funds from additional reductions be placed in the Contingency Fund so it is available in case another need arises. Councilmember Kalligher questioned the Fire Chiefs input on eliminating folding chairs and aluminum tables from the Fire Department budget. The City Manager stated these items were identified by the Fire Chief as the lowest priority items on his capital outlay list. 11/29/93 -3 - Councilmember Scott indicated support for purchasing some chairs and tables so the ones in bad condition can be replaced. She commented some chairs are in such poor repair that there may be a liability issue. Councilmember Mann agreed. Councilmember Kalligher questioned reductions of the Recreation Supervisor and Engineering Technicians. The City Manager explained if the Program Supervisor is cut the City will not be able to maintain existing recreation programs. With the Engineering Technician positions, he further explained the City has two that are field personnel and two are day -time fire fighters. Councilmember Kalligher asked if the Engineering Technicians could be utilized more so consulting fees can be reduced. The Finance Director explained they already do some work that might otherwise be handled by a consultant, and if their positions are reduced it will result in the need to hire a consulting engineer to handle even more projects. He added when initiating a project, City staff is utilized first. The City Manager reported Brooklyn Center is staffed at the same or lower level as other comparable communities. Mayor Paulson commented the Council has talked for several years about conducting a functional analysis. The City Manager commented the cost for hiring a consultant to prepare this study is $250,000. He stated staff used state and national statistics that were available for similar communities to determine whether there was a major discrepancy in the level of staffing at Brooklyn Center. He explained if the data had shown a variance staff would have made recommendations for cutting personnel, but the data did not show that type of variance. Mayor Paulson asked what level of service the City wants to provide and what it takes to provide those services. The City Manager explained this is difficult to determine until a budget is available based on activity or service. He added the Financial Commission is comfortable that staffing is not out of line to the point where a major study is warranted. Councilmembers Kalligher and Mann supported considering combination of positions when an employee leaves or retires. Councilmember Scott concurred and stated the City is offering an early retirement incentive plan which has resulted in a cost savings. Councilmember Kalligher questioned the possibility of a pay freeze for upper management. The City Manager felt this would virtually assure unionization for supervisory personnel and arbitration. The Council discussed employee salaries, classifications, and steps. The Finance Director reviewed a recent Star Tribune article quoting statistics from the U.S. Labor Department. He commented job cuts and salary freezes are the exception, not the norm. The City Manager commented the purpose of a salary is to keep competent employees and attract 11/29/93 -4- qualified people. He added providing an increase to organized employees but not unorganized employees will result in more organized groups. Mayor Paulson indicated support for looking at the possibilities for reorganization and restructuring rather than waiting until next year. He also supported a structure that provides a true negotiating process rather than having the supervisory staff rely on the same increase as received by union employees. The City Manager pointed out private enterprise can conduct salary negotiations without public disclosure and have the ability to give bonuses but this is not the case with municipalities. Mayor Paulson stated in private enterprise employees are evaluated and their salaries based on performance. He supported having the Council involved in the actual negotiation of salaries. He reported at the MTC there was a two year salary freeze for all non -union employees and they did not unionize but instead worked together and showed leadership to become part of the solution. Councilmember Rosene pointed out it is easier for private enterprise to have clearly defined goals than with a municipality. Councilmember Scott stated she feels the Council has done a good job keeping the budget down while providing a basic level of services and equipment in good repair. She added the article quoted by the Finance Director may reflect the national level of pay increases but not what is taking place in Minnesota. She stated she hopes the City can avoid unionization of upper management since it usually results in higher costs. Mayor Paulson pointed out the Council has been trying to do something with the structure of management for a long time and with a union at least you know what the negotiating process involves. The City Manager stated the report indicates there are not a lot of extra positions in the City's organizations. Mayor Paulson questioned the supervision ratio. The Finance Director explained part -time positions calculated as full -time equivalents were not included since that type of data was not available from other cities to use as a comparison. He stated Brooklyn Center is not over- supervised if you include all of the data. In response to Councilmember Rosene's question, the City Manager explained Police Department Sergeants are not considered supervisors under State law and with a 24 -hour operation you establish supervision differently than if office hours are involved. He reported when compared to other communities Brooklyn Center is about the same in terms of actual supervision. He reviewed the CORE Study and how it was calculated. 11/29/93 - 5 - Councilmember Scott pointed out 9% of Police personnel in supervisory positions is considered ideal. Mayor Paulson stated this still does not address whether staff is organized internally in the best manner to deliver services. Councilmember Kalligher suggested this be addressed when someone retires or leaves employment with the City. The City Manager reported in the early 1980s the Council gave direction to staff that a position could not be rehired without providing justification. Councilmember Scott added there was a restructuring at that time. She agreed this would provide an ideal opportunity to consider restructuring of that particular department. Mayor Paulson supported developing a long -range plan rather than approaching it in an ad -hoc manner. He suggested the entire picture be studied in depth. Councilmember Scott suggested staff prepare information on employees nearing retirement so the Council knows in advance which departments are involved. She also suggested staff determine whether the early retirement plan can be modified to make it more attractive and this information be provided to Councilmembers for their review. Mayor Paulson agreed this would provide a timeline for the plan. He suggested a worksession or retreat be scheduled to address these issues and set policy for administration to follow. Councilmember Rosene concurred. The City Manager explained the State has made some changes to restrict retirement plans which staff will research and present for Council's consideration. In an effort to provide more diversity, Councilmember Rosene suggested staff, the Council, and Financial Commission prepare individual proposals which can be reviewed at a retreat. The City Assessor stated staff does have a plan in terms of prioritizing which is reviewed in the spring of each year prior to the start of the budgeting process. He explained the budget is currently at a point where further changes will directly impact personnel and services. He commented of the three governmental organizations he has worked for, Brooklyn Center is, by far, the most efficient. He added staff receives calls from residents on fixed incomes or who have lost their jobs and is sensitive to the dilemma faced by elected officials. With regard to a salary increase, he stated it is not a matter of getting the same percentage as everyone else, but is about respect and appreciation for the work done. He pointed out several years ago when a wage freeze was discussed, the cost savings was in the area of $20,000 which may not be worth it in terms of employee morale. Mayor Paulson commented a salary increase should not be expected year after year irregardless of talent and innovation coming from the position. He added there are ways 11/29/93 - 6- to cut costs without cutting services and the Council needs the help of professional staff to determine how this can be accomplished. Council consensus was reached to direct staff to take indicated action and establish a retreat when these issues can be addressed. Council consensus was also reached to direct the City Manager implement reductions to the 1994 proposed Budget as presented with remaining funds placed in the Contingency Fund, to contact the Police Chief regarding use of drug forfeiture funds, and to contact the Fire Chief to obtain input on the number of chairs and tables that absolutely must be replaced. Mayor Paulson indicated his priority would be to fund the Fire and Police Departments and community services and determine where savings can result from duties being consolidated or restructured. Councilmember Kalligher pointed out restructuring will be addressed at an upcoming retreat. Mayor Paulson stated he would like it addressed in the 1994 budget. The City Manager commented on the number of hours per week being worked by supervisory staff and pointed out they do not have enough time to cover more work so services would have to be reduced. Councilmember Scott agreed Brooklyn Center is down to a minimum staffing level and does an excellent job. ADJOURNMENT There was a motion by Councilmember Rosene and seconded by Councilmember Mann to adjourn the meeting. The motion passed unanimously. The Brooklyn Center City Council work session adjourned at 9:55 p.m. Deputy City Clerk Todd Paulson, Mayor Recorded and transcribed by: Carla Wirth TimeSaver Off Site Secretarial 11/29/93 -7-