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HomeMy WebLinkAbout2020-05-19 CC Budget Workshop 1010. CALDWELL IDAHO r CITY OF CALDWELL Upcoming City Council Special Meetings 2020 BUDGET WORKSHOPS Date/Location Time Agenda Items Tuesday 6:00 p.m. Visioning May 5, 2020 WORKSHOP Caldwell Police Department Budget Discussion Community Room 110 South 5th Ave. Tuesday 6:00 p.m. WORKSHOP May 19, 2020 Budget Discussion Caldwell Police Department Community Room 110 South 5th Ave Tuesday 6:00 p.m. WORKSHOP June 2, 2020 Budget Discussion Caldwell Police Department Community Room 110 South 5th Ave Tuesday 6:00 p.m. WORKSHOP June 23, 2020 Budget Discussion Caldwell Police Department Community Room 110 South 5th Ave Tuesday 6:00 p.m. WORKSHOP July 7, 2020 Budget Discussion Street Department Conference Room 1311 North 3rd Avenue Tuesday 6:00 p.m. WORKSHOP July 14, 2020 Budget Discussion Location to be Announced 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 (lame a#455-4656 antes de la reunion. • POSTED: 3-30-2020 BOOK 61 PAGE 61 CALDWELL CITY COUNCIL BUDGET WORKSHOP MINUTES May 19,2020 6:00 P.M. Zoom Meeting Mayor Nancolas opened the meeting at 6:00 p.m.at the Caldwell Police Department Community Room. Council Members present via Zoom: Callsen. Pollard,McGee,Allgood,Wagoner,and Hopper Staff present in person: Monica Jones,Carol Mitchell,Brent Orton,and Debbie Geyer Staff present via Zoom: Lacey Welt,Denise Milburn,Rachelle Casselberry,and Alyssa Battaglia The Mayor explained that the proposed budgets presented tonight would not include any property tax increases. The budget workshop to be held on June 2nd will include wage information from the Human Resource Director. PRESENTATION#1: LIBRARY BUDGET—LACEY WELT • Review of FY 2019 Highlights: There has been an increase in the number of patrons due to participation from citizens in outlying areas such as Greenleaf, Wilder, Homedale, etc. The mobile makerspace has been utilized this past year. The circulation desk has been remodeled. More programming and outreach programs have become active. • 2021 Strategic Plan: Working to establish a library foundation and long-term fundraiser plans. • Proposed Expenditures: Implement dedicated quiet space and replace and update signage throughout the library. • Materials&Resources: Expand electronic offerings,e-contacts,virtual programming and collections. • Staffing Needs: Technology services such as tech tutor, laptop checkout,and mobile hotspots. • Outreach public service: Consider public service staffing models. PRESENTATION#2: CEC,GOLF,RECREATION,IT AND FINANCE CALDWELL EVENT CENTER(CEC): Carol Mitchell reported that no requests for capital budget expenditures within the proposed CEC budget. The amount of$17,000 has been transferred to the new capital fund for Simplot Stadium and Wolfe Fund. No events or activities have been held at the Caldwell Event Center for the past three months. CEC Coordinator,Juan Avila,has rescheduled the majority of those events within the current calendar year. The fund balance shown on the budget analysis sheet will be used for ICRMP premium insurance and health coverage premiums. GOLF: Carol Mitchell presented the analysis report. Cart path improvements have been allotted in the amount of$20,000 within the proposed budget. An internal loan payment is being made to the Cemetery Perpetual Fund for the acquisition of carts at Purple Sage. This is the second year of payments of a five-year loan period. Discussion was held concerning the need for a decrease of supplemental income for the Golf Department. Carol referenced personnel changes at the two golf courses in preparation for training a new golf superintendent when Ken Wheeler retires in two years. Brett Williams reported that before the COVID-19 crisis,revenue was up and since the reopening,there has been a steady group of golfers with a notable increase of green fee revenue. There will be a slight loss in overall revenue this year due to the cancellation of tournaments. Discussion was held regarding the sale of season passes versus daily green fee passes. It was noted that Purple Sage Golf Course grounds are in excellent condition and new customers have returned due to the condition of the course. RECREATION: Carol Mitchell reported that there is no request for capital expenditures within the proposed budget. A new recreation/park shop facility is being proposed. No wage changes in the department are being proposed. The Recreation Department will provide the budget allocations to furnish the new facility. Any possible fund balance will go towards the construction of a new swimming pool. INFORMATION TECHNOLOGY: Carol Mitchell reported that there has been ongoing discussion with City Council regarding the need for an additional IT employee. This employee would assist Jose with the increase of technology needs. The analysis report indicates wage increases for this new position. It was noted that Orion Systems continues to assist the IT Department and has not proposed an increase of rates. An administration allocation will be calculated for the new position. FINANCE: Carol Mitchell reported that the current shared position with Finance Department and Human Resources will be redirected to a full-time HR position. No funding has been allocated within the proposed budget to replace this position. The training budget has been modified this year due to the cancellation of conferences this year due to the COVID crisis. Dedicated training funds have been rolled over to the new budget cycle. The proposed training is required for staff certification purposes. CAPITAL FUND NO. 56: Carol Mitchell stated that Fund No. 56 has been established for rental revenue associated with Simplot Stadium and Wolfe Field. There have already been inquiries for tournaments at the facilities, including evening athletic events. A new fee schedule will be proposed by the Caldwell Event Center and the Recreation Department for games and tournaments on these fields.A similar capital fund will be established for TVCC. COUNCIL COMMENTS: Councilman Hopper expressed appreciation to the Finance Director for the new capital fund accounts assisting with accurately tracking expenditures and revenues. BOOK 61 PAGE 62 PRESENTATION#3: ECONOMIC DEVELOPMENT Steve Fultz expressed appreciation for the expertise and energy that Steven Jenkins has brought to the department since his employment last year. Mr. Fultz outlined the proposed increase allocated for departmental software, advertising, and marketing upgrades. Such expenditures will assist with business promotion efforts within the community. Travel is being restricted but allowance has been made for teleconference trainings. Certification training for Steve Jenkins has also been included. The overall budget has been reduced from the previous year. Ms. Mitchell reported that the Urban Renewal Agency will continue to support Economic Development for an additional two year period. The General Fund also supplements the Economic Development Department. PRESENTATION#4: CITY CLERK • Debbie Geyer reported that the City Clerk Department has allocated funding for required staff certification training. • Allowance has been made for additional software to manage boards/commissions/committees. These funds were previously approved within the current budget and,therefore,have been rolled over. • The purchase of software to update the website for ADA compliance issues has been allocated. • Laptops will be purchased in partnership with the Planning & Zoning Department for use by all committees/boards/commissions with meetings to be held within the CPD Community Room. All agendas will be created and linked electronically through the City Clerk Department and the Planning & Zoning Department thus centralizing the agenda management process. PRESENTATION#4: HUMAN RESOURCES • Monica Jones reported that a personnel change is being proposed with the HR Department assuming the full wage of the staff member currently shared with the Finance Department. There is also an allowance for a new desk for this position. PRESENTATION#5: FIRE • Mark provided an overview of the CFD budget noting that 79% of the budget pertains to employee wages and benefits. • Labor negotiations will take place next year. The labor contract allows for an increase this year: three (3%) percent wage increases for the firefighters and five (5%) percent increase for longevity. The budget report reflects the wage increases. • An update report was provided concerning the progress on Fire Station#3. November is the anticipated move in date. • New thermal imaging equipment is being proposed. Carol Mitchell provided an explanation of Capital Fund #51 which contains shared revenues with CPD and CFD. She also noted that$500,000 has been budgeted for the Safety Services Impact Fees account,noting that this is a conservative projection. Mark Wendelsdorf is working with the County Commissioners regarding implementing impact fees. PRESENTATION#6: PLANNING&ZONING • Jerome Mapp outlined his budget proposal. • All staff members within the department have remained very busy during the COVID-19 crisis. • The proposed budget allows for an additional associate planner to increase efficiency and accomplish additional reviews/updates of code and practices within the department. Various chapters within the City Code will up updated within the next year. • The Planning&Zoning fees are being reviewed in comparison with surrounding communities. • The Mayor's recent Executive Order currently allows administrative review of design standards. • Code enforcement issues continue to be reported. Abatement funding was increased to allow for the demand. • Increases for legal advertising and mailings are needed due to the volume of land-use applications. • The software maintenance and service has increased due to the paperless application/permit software implemented during the COVID-19 crisis. • Travel&Meeting is needed for training of staff regarding state laws and procedures. Carol reported that the building permit revenue will be adjusted at the year-end for balancing the Planning & Zoning budget. PRESENTATION#7: MAYOR AND CITY COUNCIL • The Mayor Nancolas outlined the contents of the Mayor and City Council budgets, noting that the budgets have basically remained the same. • The Mayor reported on the letter received from Republic Services regarding a check received in the amount of $56,000.00. The funds relate to federal alternative fuel credit monies. Council may appropriate the funds to the current budget or the FY-2021 budget. COMMENTS FROM COUNCIL MEMBERS • Each City Council member complimented the department heads for their concise presentations along with the thorough supporting documentation. • Councilman Hopper commented that he is hopeful that the funding resources will allow for completion of pertinent public improvement projects. • Councilman Wagoner expressed appreciation for the departments preparing conservative budgets, noting the possibility that all city budgets statewide will be scrutinized by the legislators in their upcoming session. COMMENTS FROM STAFF Carol Mitchell noted that the next workshop will be held on June 2nd in the CPD Community Room. Zoom will be used, if requested,by Council Members to the City Clerk. 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