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Home My WebLink About2024-05-23 Budget WorkshopCALDWELL 41° r CITY OF CALDWELL CALDWELL CITY COUNCIL BUDGET WORKSHOP FY-2025 LOCATION: Caldwell Police Department Community Room 110 South 5th Avenue Caldwell City Hall 205 South 6th Avenue DATE TIME/LOCATION AGENDA ITEMS Thursday 4:00 p.m. WORKSHOP May 23, 2024 CPD Community Room Budget Discussion Thursday 4:00 p.m. WORKSHOP May 30, 2024 CPD Community Room Budget Discussion Thursday 4:00 p.m. WORKSHOP June 20, 2024 City Hail Budget Discussion Tuesday 4:00 p.m. WORKSHOP June 25, 2024 City Hall Budget Discussion Any person needing special accommodations to participate in the meeting should contact the City Clerk at 411 Blaine Street or call #455-4656 prior to the meeting. Cualquier persona necesitando comodidades especiales pars participar en la reunion debe contactar al Vendedor de Ciudad en 411 Blaine St. o Ilame a #4554656 antes de la reunion. BOOK 65 PAGE 99 CALDWELL CITY COUNCIL BUDGET WORKSHOP MINUTES May 23, 2024 4:00 pm Council President Doty opened the meeting at 4:00 pm at the Caldwell Police Department Community Room. Present: Mayor Wagoner, Councilor Doty, Councilor Stadick, Councilor Dittenber, Councilor Allgood, and Councilor Williams. Absent: Councilor Register. 0 PRESENTATION #I: FINANCE BUDGET — RAELYNN NORTH & RACHELLE CASTLEBERRY Handouts were provided to Council. Rachelie Castleberry began with a summary of accomplishments over the past year: • Implementation of new budget software —Open Gov —streamlining processes and increasing transparency across the board Implementation of new purchasing software and transition to fully digital RFP proposals Paperless payroll system for all departments by the end of Fiscal Year 2024. Completion of new Financial Policy Goals for 2025: • Undergoing RFP for a purchasing card vendor; implementation to begin June 2024 • Policy & Procedures updates, including purchasing policy, travel policy and fixed asset policy • Implement new grant tracking software to be used by all departments receiving grants • Part-time A'P Specialist request. • Increased cost for cell phones, travel and meeting, and rotating replacement of staff computers • Overall budget reduction from FY2024 PRESENTATION 42: FINANCE DIRECTOR, RAELYNN NORTH: PowerPoint A PowerPoint was presented by Ms. North outlining the process that has been used in budget planning. She noted that some of the revenue numbers will not be confirmed until the July timeframe and have been estimated on the low side. Expenses have been estimated on the higher side. Once the actual numbers are in place, the budget will show the real-time information rather than estimates. 0 Ms. North commented on the need for additional positions and provided an overview of how the new positions would impact the general fund. She noted that some positions are fee -based thereby not funded through the General Fund. Employee pay increase COLA (Cost of living allowance) budgeted 40}0' increase. Councilors are in agreement that some portion of raises should be based on performance. Evaluation system (through Human Resources) will be in place by August Ist Class & compensation study helped even out most differences in compensation Spanish speaking certification pay Employee Health Trust: Cost increase last year of 6%; another increase projected for August 2024 City Hall increased R&M cost at Nancolas Center: • Increased cost for utilities • Security services added for public meetings at City Hall Cost Allocation Plan (Enterprise Funds) • These funds receive no general funds; their only revenue is from system user fees (water::sewersanitationlstreet lighting); water fees will need another increase. • The funds collected can only be used to assist in the fund or indirectly through an overhead cost such as the cost allocation plan. This was previously called administrative allocation. It was redesigned based on data that can be updated annually and allocates equitably to the enterprise funding sources. • This is a proposed base on the budget and will be reconciled at the end of the year based on actual costs • This is a best practice and makes it equitable and ensures no overcharging of the enterprise fund Enterprise Fund Sources • User fees: water:sewer sanitation.'street lighting; however, water fees will need another increase • Installation fees • Septic fees Capital Fund One Time Projects • City-wide Strategic Plan (consultant) • Airport Equipment • City Match on Wolfe Field lease • Park Machinery • Upgrades to 602 Cleveland parking lot • Playground equipment at Memorial and Luby parks BOOK 65 PAGE 100 • Public Art • IT Switch and Fiber • Start-up pool costs PRESENTATION 43: HUMAN RESOURCES — SHELLI BOGGIE Ms. Boggie opened her presentation with an overview of the HR mission and areas of responsibility. She outlined the goals and accomplishments of the last year, including coordination of the Classification and Compensation Project. This allowed creation of new pay schedules and creation of new job families. • Workforce Data as of 5/23/2024 shows 406 employees, with 34 current full-time vacancies. Ms. Boggie also highlighted average wages and average longevity for full-time employees, and reasons for separation • Employee Accidents/Worker compensation/Leave!Management • Employee Benefits • Goals & Budget: o Finalize Lexipol policies & procedure o Tuition reimbursement program o Bilingual Spanish-speaking assessments and premium pay o Summer Intern Program The council members agreed to move the Mayor's Office budget presentation to the next meeting on May 30, 2024. The workshop dismissed at 7:24 p.m. NLXT WORKSHOP: Thursday, May 30, 2024 in the CPD Community Room. APPROVED AS WRITTEN THIS 4th DAY OF June, 2024. ayor Wagoner Councilor ty Councilor Stadick ' Councilor Re gist it ms Councilor Al ood Councilor Dittenber ATTEST: Debbie Geyer, City Clerk