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Home My WebLink About2024-05-30 City Council Minutes - Budget WorkshopCALDWELL 4 is CITY OF CALDWELL CALDWELL CITY COUNCIL BUDGET WORKSHOP . FY-2025 LOCATION: Caldwell Police Department Community Room 110 South 51h 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 Hall 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 para participar en la reunion debe contactar al Vendedor de Ciudad en 411 Blaine St. o Ilame a #455-4666 antes de la reunion. BOOK 65 PAGE 101 CALDWELL CITY COUNCIL BUDGET WORKSHOP MINUTES May 30, 2024 4:00 pm Mayor Wagoner opened the meeting at 4:00 pm at the Caldwell Police Department Community Room. Present in person: Mayor Wagoner, Councilor Doty, Councilor Stadick, Councilor Register, Councilor Dittenber, Councilor Allgood, and Councilor Williams. Councilor Register raised questions regarding the future of the SRO positions with the Caldwell School District in light of the recent school bond failure. Mayor Wagoner reported that an update report would be provided at a future budget workshop with the Caldwell Police Department. PRESENTATION #1: MAYOR'S OFFICE Mayor Wagoner provided a handout categorizing proposed budget items: • Mayor's Office Employee Outreach • Mayor's Office Community Outreach • City Council Community Outreach DISCUSSION BY COUNCIL MEMBERS: • Funding source for the July 4" Celebration. • Increase budget with expenses associated with community outreach and employee recognition events. Concern expressed with the increase of overall proposed expenditures. • Discussion regarding the duties and responsibilities of the Chief of Staff position being proposed. RECOMMENDATIONS: • Research combining the Mayor's & City Council Community Outreach budget. • The number of community events at parks/subdivisions with the Mayor.'Council. Appointed Official could be reduced and: or eliminate food truck dinner items for those who attend. • Requested donations by community organizations be considered individually by Council before approval. Such requests should be researched on an item -by -item consideration. What is the return on investment to the community from the organization? The Finance Director reported that a spreadsheet of community donations would be provided to the Council Members before the next budget workshop. • Provide the job descriptions for the Mayor's Assistant, Community Outreach Coordinator, and the Public Information Officer to the Council Members before the next budget workshop session. PRESENTATION #2: LIBRARY A handout was distributed by Lacey Forst regarding goals and comparison statistics associated with other Idaho libraries. Goals: • Goal #1: Strengthen the library's financial sustainability. • Goal #2: Enhance the library's community engagement efforts. • Goals #3. Expand the library's marketing activities to reach a broader audience in the community and increase library users. • Goals 44: Meet community demand for technology resources and skill development. Personnel Requests: • Looking to add full-time Youth Services Assistant: $74,601.00 Future Plans for Fxpansion of Facilities: • Working with a local architect for future expansion plans for library facilities. Public input will be sought. PRESENTATION 93: PARKS & RECREATION A PowerPoint was presented by Juii McCoy, Parks & Recreation Director. PARKS DEPARTMENT- REQUESTS • Adding of two parks maintenance workers • Adding of one administrative position • Adding pool staff -- seasonal • Upgrades to playgrounds: $500,000 • Impact Fee Proposals: o Lincoln Road Park: ($3.5 million) o Mini Park at Fire Station No. 3 Parcel: ($600,000) o Lighting at Griffith Park/Wolfe Field: ($600,000) BOOK 65 PAGE 102 CEMETERY DEPARTMENT - REQUESTS & GOALS • Niche walls will be installed under the FY24 budget. • FY25: No request for additional employees. • Future years will include an expansion of plots and potentially the development of a memorial arboretum. GOLF DEPARTMENT REQUESTS & GOALS • Proposed staff position: Golf Manager • Upgrade the GPS system for autonomous mowers at Purple Sage Golf Course. • Cart path repaving at Purple Sage Golf Course. CALDWELL EVENTS CENTER • Master Plan currently being formulated will assist with the best and highest use of the facilities. • No additional staff requests or major expenses. FACILITIES DEPARTMENT • Requesting two additional custodian positions • Implementation of an online facilities and tracking software • Implementation of the HVAC tracking to improve efficiency an operation of equipment. DISCUSSION & RECOMMENDATIONS • Winter Wonderland - Parks Department transition to put up the lights for the event. Discussion followed. • Councilor Register recommended improvements at the Whittenberger Park Dog Park and the greenbelt area. • Cash balance for Parks Impact Funds: $7 million. • Brett Williams addressed questions regarding the inventory process in place at the golf courses. • Discussion regarding the golf pro position and assistant golf pro position versus the proposed golf manager position. • Councilor Stadick encouraged Ken Wheeler to review equipment needs within the current budget year. • Councilor Register asked for a priority list from the Parks & Recreation Director before the next budget workshop. • Councilor Register requested that the city-wide organizational chart be provided to the Council Members before the next budget workshop. PRESENTATION #4: ECONOMIC DEVELOPMENT Steve Jenkins provided a summary of the departmental budget. BUDGETARY REQUESTS • Vehicle Maintenance: $I,000 • Advertising: $3,000 • Books & Subscriptions: $300 DISCUSSION & RECOMMENDATIONS • Expansion of the downtown boundaries. • Use of volunteers as patterned by neighboring communities to assist with clean-up of the downtown area. PRESENTATION #5: INFORMATION TECHNOLOGY DEPARTMENT Jose Menchaca, IT Director, presented a summary of the departmental budget. • Reduction of $60,000 in the proposed budget. • No additional staff positions being requested. • Orion will continue with IT supportive services. PRESENTATION #6: PLANNING & ZONING DEPARTMENT Robin Collins, Planning & Zoning Director, presented a summary of accomplishments/goals/mission and the departmental budget by use of a PowerPoint. '•�•�,.,,.,�� ••' 1,% 1t- ) 70 BUDGETARY REQUESTS ;`�.•••••••. .. • Operational Budget: NQmijot�expens Atcr�il'se c Software maintesance•cests have increasedllue to additional licenses required. o Increase of $7,04 pr6essi6nal'64ining a4dgeducation of planning staff. o Professional SerAc9;. *Completion ot-le historic Preservation Master Plan, City's Comprehensive Plan, and Downtown Master* ` DISCUSSION & RECOMMENDS-TIO'S ,,.,T,.•1 • Councilor Register requested the difference of allocation of attorney charges in FY-2024 vs. the proposed budget allocations in FY-2025. • Discussion followed regarding the duties of the code compliance inspector position. BOOK 65 PAGE 103 PRESENTATION #7: OFFICE OF THE CITY CLERK Debbie Geyer, City Clerk, presented information via use of a PowerPoint presentation. BUDGETARY REQUESTS: • The operational budget for the department does not include any major requests with the exception of being able to follow through with the delayed expenditure of the City Code Audit Project with the code codifier vendor - American Legal. She explained that it was not feasible to conduct the audit within the current budget year due to the ongoing efforts by the Planning & Zoning Department of a succession of text amendments. • Ms. Geyer explained the increase in the department's personnel budget due to her plans to retire within the 2025 calendar year after 24 years of service to the City of Caldwell. Funding allocations have been made in consultation with the Finance Director to cover the training period in the hiring of a new City Clerk. ACCOMPLISHMENTS.'GOALS RECOMMENDATIONS • Ms. Geyer outlined the many accomplishments and completed projects of the department in the past year. She expressed appreciation to the City Clerk Team for their outstanding commitment and work ethics and to the Mayon City Council for their ongoing support. • Move forward with the City Code Audit Project. • Continue with efforts to convert alt forms into E-forms. • Continue with efforts to translate all forms into Spanish. • Continue with cross -training efforts of the City Clerk Team. The workshop was dismissed at 8:37 p.m. APPROVED AS WRITTEN THIS 18" DAY OF June, 2024 Councilor .77, 1 ouCouncilor Stadick Councilor Dittenber ATTEST: Debbie Geyer, City Clerk 4~� Mayor Wagoner Y g Og CALp� )AN IS A low 1890 We