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HomeMy WebLinkAbout1977 09-15 CCM Special Session MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL f OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA SPECIAL SESSION SEPTEMBER 15 , 1977 CITY HALL Call to Order -The Brooklyn Center City Council met in special session, and was called to order by Mayor Philip Cohen at 7:30 p.m. Roll Call Mayor Philip Cohen, Councilmen Maurice Britts, Tony Kuefler, Bill Fignar, Gene Lhotka. Also present were Acting City Manager James Merila, Director of Finance Paul Holmlund, and Administrative Assistants Ronald Warren and Mary Harty. 1978 Budget Hearing Mayor Cohen reconvened the budget hearing and suggested that the Council consider adjourning this session at approxi- mately 10 :00 or 10 :30 p.m. He stated that it was anticipated that the Council could review all of the department budgets with the exception of police, fire and emergency preparedness this evening, and that these departmental budgets would be reviewed at the scheduled September 19 budget hearing or the September 21 budget hearing if need be. The Acting City Manager stated that the City Council, at its September 12 budget hearing, had reviewed estimated revenues and appropriations and expenditures, and inquired of the City Council if they had any questions on that section of the pro posed 1978 budget. Councilman Kuefler stated that the revenue section of the proposed budget comprehends an approximate 25% increase in licenses, permits, and charges for services and commented that he thought it would be beneficial to get some kind of City Council consensus about the acceptance of this idea. He further stated that if the revenue section of the budget is accepted as proposed, the Council is in essence agreeing to the concept of increasing the various fees. The Acting City Manager stated that the proposed revenue section of the budget anticipates an approximate 25% across the board increase in various licenses, permits, and charges for service with the exception that the liquor license fee is not recommended to be changed nor is the rental dwelling license fee, which was adopted by the City Council within the last two years. He pointed out that the actual amounts of the increases for particular licenses, permits or charges for service will be developed and these specific increases will be brought to the City Council for their consideration later this year. Mayor Cohen commented that a fee increase might well mean a use decrease and inquired if this idea had boen anticipated. The Acting City Manager responded that this had been a consideration. Councilman Kuefler stated that the Council should at least generally agree that they are inclined to raise these fees. He added that he realizes that this will probably not be done prior to December of this year. The Acting City Manager stated that it might be possible to have some figures relating to these proposed increases for next week's budget hearings. 1 -1- 9 -15 -77 Mayor Cohen recognized Mr. Donald Poss, 3212 65th Avenue North, who stated that he is aware that the City Council will on Monday evening, September 19, discuss the pass ibl' ity of reducing liquor license fees. He stated that he would be unable to attend that meeting to express his feelings on the subject and wished to do so now. He stated that the City in the past has operated under the policy of utilizing user fees as much as possible rather than property tax dollars He explained that in his former position of City Manager he was well aware that liquor licenses were affordable. He further stated that any reduction in the liquor license fee should be looked at in terms of it resulting in a shift in taxes to the property taxpayer, in that a reduction in the liquor license fee would amount to a reduction in revenue which would have to correspond to an increase in property taxes. He stated that he hoped that the Council would not lower the present liquor license fee and succumb to various "political semantics" that are used in an attempt to lower these fees. He pointed out that these fees are an important item and are necessary in the control aspects of liquor licensing. Councilman Britts requested Mr. Poss to clarify what he meant by the term "political semantics ". Mr. Poss responded by stating that he was referring to comments often made in the central city that liquor license fees are too high and they, thus, hurt business. He stated that he did not feel the liquor license fees were too high or that businesses were being hurt because of them, and added that he would hate to see this city become a victim to these "political semantics". Councilman Britts stated that he was not in favor of reviewing the liquor license fees at this time in that he thought this matter could be held in abeyance for future deliberation. The Acting City Manager stated that he had recently received a letter from two of the liquor license holders that had requested the City Council to consider a liquor license fee reduction in November, 1976. He stated that at that time the Council had stated that it would further review the request at a later date and to this date there has been no response to the inquiry. He added that he, therefore, felt it would be appropriate to discuss the matter during budget deliberations He further stated that it would be his recommendation not to reduce the present liquor license fees and further recommended that if there is serious consideration to do so, there should be a detailed analysis and study of the subject prior to any reduction of the fees He added that many factors would have to be reviewed because of the over- all ramifications of a liquor license fee reduction. Further discussion ensued relative to liquor licenses with Councilman Fignar stating that he felt it would be good for the City Council to discuss this item in order to let the citizenry know the Council's rationale for its liquor license policy and liquor license fee structure. Mayor Cohen commented that he too did not like the idea of discussing liquor license fees at this time, and added that the City Council should not have deferred the matter in November but rather should have made a decision at that time. 9 -15 -77 -2- Mr. Poss commented that it is vary difficult to quantify the costs to the City relating to liquor establishments and sub- . sequent liquor license fees. He added that the Council will have to face the hard fact that liquor license holders have done well in this City with the fee at its present high rate. He stated that based on the cost of living he would estimate that the $10,000 fee originally established by the Council is probably equivalent, based on today's prices, to a $5,000 fee. Councilman Britts stated that it is also difficult to compare the City's liquor license fee with that of the central cities' fees in that it is known that there are quite substantial under - the -table costs associated with those licenses which is not the case in Brooklyn Center. Further discussion ensued relative to liquor license fees and various licenses, fees, and charges for services. The Director of Finance commented that it is anticipated that Community Center fees would be increased by approximately 25% with memberships being increased by about 10 %. He added that further information on this subject would be forthcoming during the City Council's budget review. The Acting City Manager next proceeded with a detailed review of the proposed individual appropriations accounts. The first account reviewed was the Council's account. He stated that this account reflects the City Council salary increase adopted earlier this year by ordinance to take effect January 1, 1978. He pointed out that $25,000 for professional and consultant fees is" also requested in this account and is intended to provide $10,000 for any necessary_ special planning studies, consulting service to advisory boards and commissions as may be needed, personnel consulting services, and such other outside professional assistance as may be required. He added that the $15,000 balance is intended to finance the critical rivers planning study and portions of the comprehensive planning activity recently mandated by the Minnesota Legislature. He also reported that there has been a 21 increase in the member- ship dues for the League of Minnesota Cities and the Metropolitan League of Municipalities. The Director of Finance commented that. Social Security costs for the first time appear under personal services item in the Council's budget. He added that this is a change from past year's budgets and also explained that this is true for all of the various departmental budgets as well. The next account considered was that of the Charter Com- mission. The Acting City Manager reported that there were no major changes to this account, and that the statutory amount was recommended. The next account reviewed was that of the City Manager's Office. The Acting City Manager reported that the proposal for the City Manager's Offica budget reflects a dramatic increase in insurance costs, including Worker's Compensa- tion insurance, and anticipates inflationary based increases in the costs of postage and telephone services. He explained that many items in this account are items budgeted as lump sums for the entire City General Fund operation such as central supplies, general communications and printing. -3- 9 -15 -7I A brief discussion ensued relative to the increased cost for insurance, Workmen's Compensation, and postage and tele- phone services. The Director of Finance stated that in 1978 the City will have to seek new bids for its insurance. lie added that he is somewhat nervous about the figures in the proposed budget relating to Worker's Compensation insurance in that he is unsure of what these costs will be. He pointed out that the State Legislature has mandated that Workmen's Compensation be upgraded and that some of the considerations include a 70% increase in rates based on a 20% increase in cost. Further discussion ensued relative to. the conference and schools portion of the City Manager's operating budget. In response to an inquiry by Councilman Fignar the Acting City Manager stated that all schools and conferences attended by City staff with the exception of the police and fire depart- ment, which have their own training budgets, are included in this account. Councilman Britts referred to the police department and particularly the fire department training accounts, and stated that it seems that many of the requests have been cut out and questioned whether or not these conferences and schools were picked up in the City Manager °s budget. He commented that he felt it was important that there be training particularly for police and fire line personnel. The Acting City Manager responded that most of the schools and conferences that were cut out of the police and fire training accounts were for out - of - state conferences, primarily larger and expensive conferences, while state conference's and training courses were kept in. He pointed out that he did not feel that he, as Acting City Manager, could justify increasing the fire department training budget by almost three times the 1977 adopted budget amount. Mayor Cohen recognized Mr. Donald Poss who stated that no two functions in City government have more or better in - service training programs than do police and fire. He added that in- service training for these functions probably exceeds any other in the north suburban area and pointed out that because this in- service training does not cost a lot, it does not necessarily mean there is a shortage of training for these functions. He added that, in fact, there is probably more training available than there is time enough to utilize it. The'Acting City Manager reviewed the fire department training request, noting the out of state conferences not recommended for inclusion in the 1978 proposed budget. He stated than there was discussions with the Fire Chief about the importance of out -of -state conferences for a few firemen verses the preferable local training of a larger number of firemen. He reported that a Vo -Tech training course for 25 members of the fire department is recommended and included in the fire department training budget. The Brooklyn Center City Council recessed at 8 :35 p.m. Recess and resumed at 9:03 p.m. In response to a question presented earlier in the meeting the Acting City Manager stated that the rental dwelling license fees in Brooklyn Center are as follows: For an apartment, meaning a building with three or more rental units the f fee i�, $15 per building plus $4 per unit .�or a two year period; For a two - family rental unit or duplex 9 -15 -77 -4- the fee is $12 for one rental unit or $18 for both rental units for a two year period; For a single family rental dwelling the fee is $12 for a two year period. Councilman Lhotka requested, for informational purposes, a comparison between Brooklyn Center rental dwelling license fees and those of other communities. The Acting City Manager responded that not many other communities license rental dwellings and that it might be difficult for comparative purposes to analyze these figures, but he would attempt to provide the information requested. The next account reviewed was that of Elections and Voter Registration. The Acting City Manager explained that the increase in the professional services portion of this account is due primarily to an anticipated election for the park bonding issue. Mayor Cohen commented that there has been some Council discussion about the need for the City Council to canvass elections other than local elections. He stated that this matter should be further explored and possibly this could be changed. The next account reviewed was that of Assessing. The Acting City Manager reported that the assessing budget contemplates the addition of one person, an appraiser, due to the increased workload of that department. He stated that the City's five year equalization program has been completed but that there is still a need to continue with the inspection and appraisal of all property within the City. He pointed out that, in fact, the law requires that the assessor visit and review each piece of property in the City at least once every four years. A brief discussion ensued relative to the LOGIS function in the Assessor's Office and the fact that mileage is provided for the use of a personal automobile for the assessor and appraiser rather than the use of a City car. Councilman Fignar, referring to the detail of personal services in the assessing function, questioned whether or not the 1978 recommended salary for the assessor contemplates a decrease over the annual salary for 1 977. The Director of Finance responded that the 1978 recommended salary is really the 1977 actual salary paid to that employee. He explained that salary adjustments for all City employees are not made by the Council until December of each year and that potential salary increases are contemplated in the Unallocated Labor portion of the budget. He added that the $22,572 figure for the 1977 assessor's salary represents the salary rate of John Nordberg, the former City assessor, and not the salary of the resent City Y assessor. The next accounts reviewed were those of Finance and the Independent Audit. During the review of these accounts the Acting City Manager and the Director of Finance briefly com- mented that the 1978 proposed budget does not include salaries for CETA employees because at the time the budget was pre - pared the City had not been informed that the CETA program would be extended. The Director of Finance stated that it is anticipated that the CETA program will be extended beyond September 30, 1977 and, if this is the case, the budget would be adjusted to reflect this fact. The Director of Finance also reviewed the management information system, LOGIS, and commented relative to its operation. -5- 9 -15 -77 The next account reviewed was that of Legal Counsel, The Acting City Manager reported that the anticipated cost for legal services during 1978 is estimated to remain at the same level as 1977. In response to a question by Councilman Lhotka; the Director of Finance stated that through August 31, 1977 $26,165 has been expended for legal counsel. Council- man Lhotka further inquired as to how the City was being charged for City Attorney fees. The Acting City Manager responded by stating that City Attorney's office submits an itemized monthly bill containing the charges for service. He reviewed a breakdown of costs for 1976. Mayor Cohen stated that the Council is charged approximately $500 a month which includes the City Attorney's services at City Council meetings and miscellaneous calls. Mayor Cohen recognized Donald Poss who stated that specific calls made to the City Attorney which are not related to a particular case the City Attorney might be working on would be subject to a specific charge. He further stated that when he was city manager, department heads and members of the staff were not authorized to contact the City Attorney's office to request various actions without the express approval of the city manager. He reported that the rate charged by the City Attorney's office is not an excessive rate and that, in many cases, the going rate is now $75 per hour where the City Attorney's office is charging approximately $45 an hour for his services. Councilman Lhotka inquired if any thought had been given to the possibility of going to a bidding system for legal services. A lengthy discussion ensued relative to legal services in general and the Councilman's question in particular. The Acting City Manager responded that in addition to the City Attorney's services the City in effect retains the entire firm for various aspects of its business. Mayor Cohen stated that by continuing with the present City Attorney we are able to take advantage of the expertise his firm has developed over the years particularly in terms of prosecutions and working with the police department. Mr. Poss commented that there is probably no more incompetence generally than in the criminal prosecutions area. He stated that large firms that land city attorney accounts tend to use their greenest and newest attorneys for prosecutions. He added that in essence the city then provides the training ground for these attorneys and the result is that prosecu- tions tend to suffer. He pointed out that prosecutions amount to approximately 60% of the business done between the Attorney's office and the City and is, in terms of the City, a substantial consideration. He further stated that the present City Attorney's office does an excellent job with the City's prosecutions. Mayor Cohen stated that he felt it was beneficial to have a local firm representing the City and that the present City Attorney is held in high regard by his peers. 9 -15 -77 -6- The Director of Finance stated that 1977 was not a normal year in terms of legal counsel expenditures. He explained that the Open Meeting lawsuit and the fire department issue consisted of 48% of the expenditures for this departments budget. Councilman Fignar stated that a successful prosecu- tion rate, which the present City Attorney's office has, is important in that a certain amount of revenue is derived from these prosecutions which can, in essence, be used to recover some of the costs of this function. Further discussion ensued relative to the Legal Counsel account with Mayor Cohen requesting that further information be provided to the Council regarding City Attorney fees such as what services are included in the $500 monthly charge by the City Attorney's office. The next account reviewed was that of Government Buildings. The Acting City Manager stated that the capital outlay portion of this account includes the purchase of materials for a lawn irrigation system for the two fire stations and municipal service garage, for remodeling an entry into the police station from the City Hall parking lot level, for insulating the City Hall, gas masks for working with swimming pool chemicals, and the replacement of minor equipment items. He added that it is recommended that an eight year old engineering survey van, previously used by the engineering department, be transferred for use by the Government Build - ings staff. He added that this will account for the approxi- mate $400 decrease in the use of personal automobiles which had been requested. A lengthy discussion ensued relative to the substantial increases in utilities such as electrical service, gas service and heating oil. Councilman Kuefler inquired if it is antici- pated that there will be more of a demand for street lights in the upcoming year due to the fact that gas lights will have to be extinguished. The Acting City Manager responded that it is possible that there will be an increased demand for street lights particularly in areas where mid block lighting might be needed. In response to a question by Councilman Britts, the Acting City Manager stated that persons wishing to have the City consider erecting street lights in their area should contact the engineering department with their request. He added that the request would be weighed with established criteria and a decision made. Councilman Kuefler supported the idea of an underground irrigation system for various City buildings, in particular the municipal liquor store and fire station located at 63rd and Brooklyn Boulevard, stating that the ground cover at that location has looked shabby in the past and it is some - what embarrassing because the City often requires busi- nesses in that area to have undergroun sprinklers. A discussion also ensued relative to plans for a new entryway for the police department off the present City Hall parking lot. The Acting City Manag.er stated that upon review it is recommended that this item be included in the 1978 proposed budget rather than using the 1977 Contingency Fund. He added that it is anticipated that the remodeling work can be handled by the City's work force. Councilman Britts inquired about handicapped access between the lower level of City Hall and the upper level of City Hall, and inquired if it -7- 9 -15 -77 i might be possible to install an elevator or some other device which might help handicapped persons to go between the two levels. The Acting City Manager stated that he had received a letter regarding the use of Revenue Sharing, requesting the City to make the City Hall and other City buildings more accessible to the handicapped. He added that this possibility could be reviewed further. Mayor Cohen recognized Dolores Hastings, 5813 Aldrich Avenue North, who inquired if the City had ever given consideration to installing a chair -type device which could be used to ride up and down stairways. Mayor Cohen suggested that the Acting City Manager review possible alternatives for making the City Hall more accessible in terms of costs and various building requirements. Councilman Lhotka left the table at 9 :59 p.m. and returned at 10:00 p.m. The next account reviewed was that of the Detached Worker Program. The Acting City Manager stated u that this account's request is similar to that of 1977 and contemplates $2,500 in the form of a contract for service with the Northwest YMCA He pointed out that the Detached Worker Program is presently heavily dependent upon CETA funds. He noted that CETA funding for this program is not included in the proposed budget but if the program is extended, as anticipated, this account would also be adjusted. Councilman Kuefler stated that it was his recollection that previous budgets had appropriated more than $2,500 for a contract for service with the YMCA for the Detached Worker Program. The Acting City Manager responded that he felt that $2,500 was the previously budgeted amount but that he would review the matter and report back to the City Council. The next account reviewed was that of Planning and Inspection. The Acting City Manager reported that the 1978 proposal for Planning and Inspection comprehends no major changes in manpower or other items. He Poi nted out that the department has requested, and it is recommended, that the public service counter area be remodeled to better utilize the full area of that counter for reviewing plans and documents that are often brought into the Planning and Inspection Department. Regarding use of personal automobiles, the Acting City Manager stated that there are not enough staff cars available for use by the various inspectors and, therefore, there is a need for a mileage reimbursement. A brief discussion ensued relative to the use of staff cars and the policy for mileage reimbursement. Councilman Fignar suggested that perhaps it would be beneficial to review the use of staff cars and possibly, without adding additional cars, provide cars for various inspectors. He stated that it is somewhat beneficial for these inspectors to use a City car with City identification. 9 -15 -77 -8- The next accounts reviewed were those of Animal Control, Engineering, Street Construction and Maintenance, Vehicle Maintenance, Traffic Signals and Street Lighting. During the review of these accounts the Acting City Manager stated that a part -time clerk to help out in filing and minimum clerical duties is recommended for the Engineering Depart- ment and that a new survey van, with the old van being transferred to Government Buildings, is also recommended for the Engineering Department. Regarding the Street Con - struction and Maintenance and Vehicle Maintenance Divisions, the Acting City Manager noted that 1978 salaries for the organized employees in Local No. 49 is included in the detail of personal services due to the fact that a two year contract for these employees was executed early in 1977. He stated that Revenue Sharing funds would be used for sealcoating and that the accelerated sealcoating program is still in process with all streets not sealcoated for a six year period anticipated to be sealcoated in 1978. He pointed out that in the following year the sealcoating program would be back to a normal 17 miles per year. The Acting City Manager also reported that it is recommended that a backhoe be acquired rather than to continue to rent this piece of equipment. He pointed out that it is expected that within three to four years the costs to acquire this piece of equipment would be recovered through what normally would be expended for rental purposes. Regarding Traffic Signals, the Acting City Manager stated that nothing new was originally anticipated but in light of the recent requests for the installation of traffic signals along T.H. 169 at 66th, 69th and 73rd Avenues and the City's willingness to share in a portion of the costs for those lights, there could well be an addition to this operating budget. He also reported that it is anticipated that therewill be a request for approximately 30 street lights in 1978 and that the Lighting budget request contemplates this estimate. The next accounts reviewed were those of Weed Control, Health Regulation and Inspection, and Home Nursing. In response to an inquiry, the Director of Finance explained the joint powers arrangement between Brooklyn Center, Brooklyn Park and Crystal regarding sanitarian services and how each of the communities are charged for these services. Regarding Home Nursing the Acting City Manager stated that a State grant reduced the 1977 appropriation for this account and that a similar grant is anticipated again in 1978, and the recommended appropriation for this account comprehends this reduction. Adjournment of Motion by Councilman Kuefler and seconded by Councilman Budget Hearing Lhotka to adjourn the 1978 budget hearing until N'Londay, September 19, 1977. Voting in favor: Mayor Cohen, Council- men Britts, Kuefler, Fignar, and Lhotka. Voting against: none. The motion passed unanimously. The Brooklyn Center City Council adjourned at 10 :37 p.m. d1d& Mayor -9- 9 -15 -77