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HomeMy WebLinkAbout1979 09-17 CCM Special 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 SESSION SEPTEMBER 17, 1979 CITY HALL CALL TO ORDER The Brooklyn Center City Council met for a special budget meeting and was called to order by Mayor Dean Nyquist at 7:00 p.m. ROLL CALL Mayor Dean Nyquist, Councilmembers Tony Kuefler, Bill Fignar, and Gene Lhotka. Also present was City Manager Gerald Splinter, Director of Finance Paul Holmlund and Administrative Assistant Tom Bublitz. Mayor Nyquist noted that Councilmember Scott would be late and was excused. The Director of Finance made a presentation outlining certain highlights of the 1980 City Budget. He noted that the total 1980 Proposed Budget was $5,150,827, and that the total 1979 Budget was $4,875,819, which is a $275,010 increase over the 1979 Budget. He added that in terms of percentage increase the 1980 Proposed Budget is a 5.64% increase over the 1979 Budget. He also explained that the capital outlay expenses in the Proposed 1980 Budget are $311,577 and that the capital outlay expenses in the 1979 Budget were $478,573 which means that the capital outlay expenses proposed in the 1980 Budget are $166,996 less that the 1979 Budget. The Director of Finance noted that the 1980 Budget, excluding capital outlay, is $4,839,252, and that the 1979 Budget, excluding capital outlay, was $4,397,246. The Director of Finance noted that state and local aids have increased for the 1980 Budget and that this also means that the levy limit decreases in the 1980 Budget. Mayor Nyquist asked whether or not the increase in state aids and the reduction in the levy limit is a dollar for dollar match. The Director of Finance explained that it was a dollar for dollar match and that it was designed in this manner. The Director of Finance noted the assessed value formula changes adopted by the State Legislature. He explained that the changes involved an increased amount which could be homesteaded, and a decrease in the percentage amount assessed from 20% to 18 %. The Director of Finance noted that the 1980 estimated mill rate is 17.178, and that the 1979 mill rate for the City was 17.565, which means a 2.2% decrease in the mill rate for 1980. He also noted that, in terms of the City taxes on homesteaded property a decrease of 27.7% is estimated for 1980. The City Manager introduced the 1980 Proposed City Budget and reviewed the City's estimated revenue for 1980. The Director of Finance noted that the City has revised its fine schedules to be in line with other cities. Council - member Kuefler inquired whether there was anything that could be provided which would track the operating dollars in the Budget for the last five years. The Director of Finance explained that this was possible and the computer printout of the operating costs for the last five years would be provided to Council members. Mayor Nyquist reconvened the Special Budget Meeting. 9-17-79 -1- DEPARTMENTAL APPROPRIATIONS Councilmember Kuefler asked how the $921 paid to the Hennepin County Human Services Council is determined. The City Manager explained that this figure represents 33� per capita. Councilmember Kuefler asked whether or not there was a possibility of a group rate for the subscrip- tion to the National League of Cities Weekly, explaining that the current charge is $70 per year and that he felt this was a rather excessive cost although the Weekly was an excellent source of information. The City Manager stated that he would research this matter and determine whether or not there were any group rates available. Mayor Nyquist questioned what the professional services costs implied for the Charter Commission. The Director of Finance explained that this involved secretarial costs. CITY MANAGER'S DEPARTMENT Councilmember Kuefler questioned the increase in the amount in the City Manager's Budget related to the use of personal automobiles. The City Manager explained that this amount relates to mileage allowances and that the Council must set this rate. He also explained that this figure in the 1980 Budget reflects an anticipated increase in the mileage allowance in 1980. The Director of Finance explained that this figure reflects an anticipated 224 per mile allowance in 1980 and that the allowance is now 18� per mile except for City Building Inspectors and Appraisers who receive 20� per mile. Councilmember Lhotka noted the requested amount for professional services in the City Manager's Budget was $500 and that the recommended amount was $1,500 and requested an explanation for the rather large increase in pro- fessional services. The City Manager explained that there will be two elections in 1980 and that the election judges are paid out of the professional services. He noted that the elections were the presidential primary and a general election. He 'also noted the possibility of a special election in 1980 and explained that he would verify this item with the City Clerk to determine whether or not it had been submitted in the original Budget request. GOVERNMENT BUILDINGS The City Manager noted the changes in utility costs projected for City buildings in 1980. He explained that energy saving measures will be undertaken in 1980 including replacing the doors at the City fire stations to prevent heat loss. Councilmember Fignar made an inquiry regarding the size of the site at 69th and Dupont. The City Manager explained that the site was between four and four and one -half acres. Councilmember Fignar asked whether or not we plan to phase out this site in the future. The City Manager explained that the City has two wells on this site and it is being reserved for a possible, future water treatment facility. Councilmember Fignar then asked about the site on 68th and Willow Lane. The City Manager explained this site is being reserved for the same reason as the 69th and Dupont site. Councilmember Lhotka questioned what is being recommended for City buildings in 1980. The City Manager explained that the insulation of the City Hall and Community Center was performed by the City's maintenance crew and that this has interfered with their normal workload. He stated that we will look at the energy audit before we continue any in-house-insulating. He explained that the in -house insulation project had interfered with other custodial duties which had fallen behind as a result of the time spent on insulating. He noted that the staff would be looking closer at special in -house projects in the future in terms of their effect on workload. .. .. >yy: yam' ¢..;; -� .[.g.r,'rC ,.. � Scitr .n=-. ..a _ �� v ..+vu. , zi axk r „ - ,, n 4 t.''"' - zV.S e.,v.Y�. 4✓ ` . ' 9 -17 -79 -2- POLICE DEPARTMENT The City Manager noted the Police Department's Budget request for two ' community service officers and to replace some of the part -time clerical staff with full -time personnel. He referred the Council to a memo relating to the Police Department clerical staff and noted the high turnover rate of part -time clerical personnel in the department. Councilmember Scott arrived at 8:10 p.m. Councilmember Fignar asked whether the hiring of full -time clerks is pro - posed. The City Manager explained it is proposed that two full -time clerks would be hired in the Police Department and that they would advertise for these positions January 1, 1980. Mayor Nyquist then asked how many part- time clerical persons are currently working in the Police Department. The Director of Finance explained there were four part - -time clerical positions currently in the department. Councilmember Kuefler then inquired how many total part -time clerical hours are currently being used in the Police Depart- ment. The City Manager explained that the total hours of part -time clerical staff for 1979 was 138. Councilmember Kuefler recognized the problem of turnover with the part -time staff but questioned whether or not the City could afford to convert the part -time staff to full -time clerical positions while increasing the total number of clerical hours by supplementing the full -time staff with part -time clerical staff. The City Manager explained that the original Budget request was for three full -time clerical positions and that greater detail on separating the costs of this proposal can be provided to the Council: The Director of Finance noted that the proposal for full -time clerical positions in 1980 would increase the Police Depart- ment clerical Budget over 1979 by approximately one - third. Mayor Nyquist questioned whether or not any turnover would be anticipated with a full- time clerical staff in the Police Department. The City Manager explained other metropolitan police departments have not had a problem in this area. Councilmember Scott noted that the District #281 schools are having similar turnover problems with part -time clerical staff. Councilmember Lhotka inquired as to the benefits for part -time clerical staff. The City Manager explained that currently, part -time clerical positions in the Police Department do not receive any fringe benefits. Councilmember Kuefler asked whether he could obtain a line item breakdown of cost items for the Police and Fire Departments. The City Manager explained this could be obtained and would be presented at the next Council meeting. Councilmember Kuefler also questioned the response times for 1978 as presented in the Police Department report on community service officers as compared with the response time for 1978 presented in the Police Department's Annual Report. The City Manager responded by explaining that this was due to differing methods of calculations used in computing response times in the two reports and that the calculations in the 1978 Annual Report were in error. The City Manager referred the Council to a memo on Police Department staffing over the past few years. Councilmember Fignar noted that the calls for service have doubled over the past few years and that the Police Department staff has not kept pace with the increase in the calls for service. The City Manager noted that the Police Department administrative staff has indi- cated that the calls for service have increased but that the calls related to serious crimes are down over past years. He added that sworn officers are not required for all types of service calls. He noted that the Police Department offers many types of services on a 24 -hour basis and that many of these calls are not related to serious crime but are related to service type needs. Councilmember Fignar questioned why the number of calls has 9 -26 -79 -3- doubled over the past years while the City's population has decreased. The City Manager indicated that people are calling the Police Department more and that people are more aware of the types of services provided by the Police Department. He added that officers are generally readily avail - able to residents and that people seem to have an increasing faith in the service provided by the Police Department. He also added that the volume of traffic passing through Brooklyn Center is very high and seems to be increasing, and that the number of retail stores have also increased in the City. Councilmember Fignar asked whether or not the CSO would take the pressure off the sworn officers. The City Manager explained that the department has to respond to all types of calls and that the cost of a CSO responding to a service type call is far less than a sworn officer. Councilmember Kuefler then asked whether or not CSO's were nonunion employees in other metropolitan cities. The City Manager explained that the CSO was a nonunion position in other metropolitan cities also. The Director of Finance referred Council members to a chart which compared the cost of a sworn officer after four years to the cost of a CSO after four years and noted the estimated savings of $8,865. Councilmember Kuefler referred to page two of the report on CSO officers and noted the increased use of sick leave in the Police Department. The City Manager explained a possible explanation for this is that records on sick leave are now being kept more accurately than in past years, and this is some- thing that we are attempting to emphasize to other cities when entering into joint negotiations for union contracts. He also indicated a few officers were out for a considerable period of time in 1978 due'to- serious injuries. The Director of Finance noted the City has more strictly inter- preted the definition of sick leave and its enforcement and that this should pay off in terms of fewer days lost on sick leave. Councilmember Kuefler inquired whether or not the CSO would do code enforcement work which was formerly a part of the duties in the Planning and Inspection Department. The City Manager explained this would be a duty of the CSO and that they would enforce such things as the Sign Ordinance. FIRE DEPARTMENT The City Manager explained a step van is proposed in the 1980 Fire Department Budget. He noted there are currently two vehicles in the east fire station, one station wagon and one econoline van. He noted that the step van would replace the econoline van and station wagon and indicated that the step van is particularly useful in natural disaster emergency situations. Council- member Scott questioned the Budget request for phones in the Fire Department Budget. The City Manager explained that this request was for an emergency phone to be located on the outside of each fire station so that persons can call the Fire Department if there is no one at the station. He stated that he felt this was not a justifiable expense. Councilmember Kuefler questioned whether or not any thought had been given to charging for CPR courses. The City Manager explained that the CPR courses are very popular and that currently the Fire Department personnel are not paid for teaching the courses but that the Police Department personnel are, since they teach the courses while they are on duty. Councilmember Kuefler stated he felt that charging for CPR puts a value on the course. The Administrative Assistant stated that the average CPR class ranges from 20 to 30 and that a minimum of 10 persons is required since one instructor for each 10 persons is the recommended class size. " PLANNING AND INSPECTION DEPARTMENT The City Manager stated that a code enforcement officer was requested in the Planning and Inspection Budget but is included in a separate Budget. The City Manager then showed a transparency to the Council showing the history 9 -17 -79 -4- of staffing in the Planning and Inspection Department. He indicated that from 1972 to 1979 the Planning and Inspection Department had increased from four to only five and 3/4 employees. He also noted that the request for inspections had increased from 2,082 in 1974 to 4,127 in 1978. Mayor Nyquist asked whether or not full -time clerical positions were being recommended in the Planning and Inspection Department. The Director of Finance stated that part -time salaries will be upgraded but that the Planning and Inspection Department will continue to use part -time clerical staff. RECESS The City Council recessed at 9:00 p.m. and reconvened at 9:15 p.m. PUBLIC WORKS The City Manager explained that there are no personnel changes in the Public Works Budget , for 1980. He noted that there is a request for a part -time clerical position at the maintenance shop to answer phones and order parts, etc. He stated that the capital outlay items which are related to oil sensi- tive maintenance items are increasing in cost greatly. He stated that an additional street sweeper is requested in 1980, explaining that the present sweeper is prone to breakdowns and that the old vacuum model will be used for less abrasive jobs. He explained that the request for a tandem dump is to haul salt and sand especially at major intersections. Councilmember Fignar asked for more information regarding the request for pagers. The City Manager explained that the pagers will be used for the two street foremen who will use them rather than outside speakers on their trucks. Councilmember Kuefler questioned whether the street maintenance material item in the Budget included the cost of salt. The Director of Finance stated that this did include the cost of salt and that the current cost in 1979 for salt is $18.50 per ton and the projected cost in 1980 is $21.25 per ton. The City Manager added that the volumes of material used did not change appreciably but that the cost did increase considerably. The City Manager noted that under vehicle maintenance the purchase of Chevolet Citations has reduced the fuel request for 1980. PARK AND RECREATION DEPARTMENT The City Manager explained that there was no major change in the Park and Recreation Program for 1980. He noted that there is a request for an aquatic supervisor, adding that the Park and Recreation staff has indicated that the aquatic program is stagnating and that a full -time person is neces- sary so that the program can be more fully developed and additional revenue be brought into the program. Councilmember Kuefler suggested that the Park and Recreation staff should set some goals regarding the increased revenue from the proposed full -time aquatic supervisor. He added that they should demonstrate that the program will be improved as a result of the addition of the aquatic supervisor. The Director of Finance explained that the Park and Recreation staff has indicated that the program will be improved through better use of personnel, and improved public relations. He added that the Park and Recreation staff has been reluctant to set a dollar figure on the anticipated improvements in the aquatic program. The City Manager stated that he would ask the Park and Recreation staff for a specific dollar amount related to the improvements anticipated in the aquatic program as a result of the addition of the aquatic supervisor. Councilmember Scott stated she had received calls from persons who are dissatisfied with the service received in the Community Center by Community Center employees. The Director of Finance noted that some of these people could be part -time people. 9 -27 -179 -5- Councilmember Kuefler noted a typographical error on page 93 of the Proposed City Budget where the word taxes should be replaced with the term user fees. He also noted the same typographical error on page 95 of the Proposed City Budget. Councilmember Lhotka then questioned what the salaries of temporary employees referred to on page 96 of the Proposed City Budget. The City Manager stated that these salaries are for persons running the playground programs. GENERAL RECREATION PROGRAMS Councilmember Kuefler questioned how the closing of warming houses will relate to a savings of labor. The City Manager explained that a $4,600 savings is anticipated from closing a number of the warming houses. Council - member Lhotka inquired how the lights are turned on and off at the skating rinks. The City Manager explained that they are turned on and off by the rink attendant. Councilmember Lhotka stated that he noticed that the lights were on last winter at the Grandview rink during a blizzard. The City Manager stated that he would investigate this situation and report back at the next Council meeting. COMMUNITY CENTER The City Manager explained that the installation of tile in the Community Center has worked out�well for maintenance but that it is noisy and that acoustical material is needed to buffer the noise. He also noted that the globe lights located at the rear entrance to the Community Center have been vandalized many times and that alternatives are needed to solve this problem. He also noted that the furniture located outside the Social Hall needs to be replaced. PARKS MAINTENANCE Councilmember Kuefler questioned where the Brooklane shelter building was placed in the Budget. The City Manager explained that the Brooklane shelter building was not specifically stated in the Budget but that it would be con - structed with funds from either federal revenue sharing, the capital improve- ments fund, or the bond issue. Councilmember Kuefler suggested that the Brooklane shelter building should be reflected somewhere in the 1980 Budget, adding that residents would generally like to see something stated concerning the shelter building. The City Manager explained that it was left out of the Budget because it was from a separate funding source. He added that the City staff will prepare an estimate for a replacement of the Brooklane shelter building. Mayor Nyquist questioned the $5,000 increase in temporary employees. The City Manager explained that this was due to a change in the compensation of part -time employees and added that the City is paying the part -time employees the equivalent of full -time pay for whatever category of work the part -time person is performing, rather than paying all the part -time personnel at a single rate. The Director of Finance noted that the full -time pay rates indicated in the 1980 Proposed Budget are listed at 1979 rates while the part- time salaries stated in the 1980 Proposed Budget are shown at 1980 anticipated rates. He added that the City Manager has the prerogative to set part - time rates at the prevailing rates for the positions. The City Manager noted that the current part -time rates have not attracted a great number of people to the part -time positions. Councilmember Lhotka questioned the amount requested for large trees in the Parks Maintenance Budget. The City Manager explained that these trees would be placed in Central Park and are large shade trees for the Park.'- Council - member Fignar questioned what the item listed under other improvements was for Central Park. The City Manager explained that these are items not covered 9 -17 -79 -6- by the grant for the Park. The Director of Finance noted that salaries will not be set with the adoption of the Proposed 1980 Budget. He added that the pay plan shown on page 108 of the 1980 Budget is not being presented for adoption at this.time. The City Manager-stated that the resolution setting salaries, shown on page 109 of the City Budget is not part of this Budget and that this will be accom- plished in November or December. Councilmember Kuefler asked whether the resolution adopting the City Budget was included. The City Manager stated that this resolution was contained on page 122 of the 1980 City Budget. He also noted that the preliminary calculations on the levy limits shown on page 125 are subject to change. He also added that the City Charter states that the Budget must be adopted in the first week of October. He explained that the Budget will be considered at the next Council meeting along with a federal revenue sharing hearing and that a special Budget meeting has been scheduled for next Wednesday, if it is necessary. Councilmember Kuefler inquired what the dollar amount was between the Proposed City Budget and the levy limit. The Director of Finance explained that it is about $700. Councilmember Fignar asked what cash reserve the City currently has. The City Manager explained that the cash reserve is expressed as a percentage of the total operating expenditures of the Budget. He explained that the auditors recommend that between 25% and 50% of the annual operating expendi- tures in the Budget should be the amount of cash reserve that the City maintains. He noted that the City currently has 35 %, which represents 4� months of the annual operating capital of the City. ADJOURNMENT Motion by Councilmember Scott and seconded by Councilmember Lhotka to adjourn the meeting. Voting in favor: Mayor Nyquist, Councilmembers Kuefler, Fignar, Lhotka, and Scott. Voting against: none. The motion passed unanimously. The Brooklyn Center City Council adjourned at 10:35 p.m. Clerk Mayor 9 -17 -79 -7-