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Home My WebLink AboutCC 09-18-1989 MINUTES OF THE ARDEN HILLS COUNCIL WORKSESSION MEETING MONDAY, SEPTEMBER 18, 1989, 4:30 P.M. - CITY HALL CALL TO ORDER Pursuant to due call and notice thereof, Mayor Sather called the meeting to order at 4:30 p.m. . ROLL CALL The roll being called the following members were present: Mayor Thomas Sather, Councilmembers Nancy Hansen, Paul Malone and Thomas Mahowald. Councilmember Growe arrived at 4:35 p.m. Also present: Public Works Supervisor Daniel Winkel, Park Director John Buckley, Clerk Administrator Gary Berger, Senior Accountant Jane Lund, Accounting Clerk Darlene Scott and Deputy Clerk Catherine Iago. ADOPT AGENDA Malone moved, seconded by Mahowald, that Council adopt the 9-18-89 Agenda as submitted. Motion carried. (4-0) FALL CLEANUP; JOINT ARDEN HILL/SHOREVIEW Council was referred to a memorandum from the Clerk Administrator dated 9-13-89, relative to Arden Hills residents participation in Shoreview's Fall Cleanup Day on October 7. Councilmembers Malone and Hansen expressed concern that residents would not have sufficient time to prepare for the October 7 cleanup day and there is not enough time to publicize the data. Mayor Sather favored participation on an experimental basis; suggested the City would be able to receive newspaper and Cable TV coverage of the joint effort. . Malone moved, seconded by Mahowald, that Council defer joint participation in a fall cleanup day with the City of Shoreview, due to lack of sufficient time to publish notification for Arden Hills residents, and direct the Public Works Supervisor to review and prepare a plan for Arden Hills residents to actively participate in a fall cleanup day in 1990. Motion carried. (Malone, Mahowald, Growe voting in favor; Sather and Hansen opposed) (3-2) 1990 BUDGET DISCUSSION REVENUES Clerk Administrator Berger reviewed the following: "Summary Comparison of Revenues with Revenues of Prior Years" tfDetailed Comparison of Revenues with Revenues of Prior Yearsll by funds; General Fund, Special Fund, and Debt Service & Utility Fund "Summary Comparison of Expenditures with Expenditures of Prior Years". Berger referred Council to the "Proposed Means of Financing the 1900 Budget" and noted the budget overage of $86,178.00. He submitted a recommendation for proposed deletion of certain budgeted items in order to obtain a balanced budget for 1990. Council and staff discussed the 5-year Capital Improvement Plan. The Clerk Administrator explained the alternative methods which could be utilized to achieve a balanced budget; deleting certain items to reduce expenditures or transfer funds from the Public Improvement Revolving Fund to balance the budget. Council discussed utilization of Certificates of Indebtedness for capital . improvements or bonding. The Clerk Administrator advised the legislators will be meeting to discuss truth in taxation laws and the levy limits may have to be recalculated; noted he has utilized the lower figures for the levy in his budget calculations. Minutes of the Arden Hills Council Worksession, 9-18-89 Page 2 . BUDGET (Cont'd) Mayor Sather explained in 1988 the Council used the interest from the PIR fund to balance the budget; commented that it is preferable to maintain excess funds in the PIR fund, however, the majority of the monies are tax revenue and should be utilized to provide services for residents. Councilmember Mahowald questioned if the deficit figure included the additional staffing the Clerk Administrator is requesting for 1990. Berger advised it does not include the amount for proposed 1990 staffing. PROP'D 1990 ADD'L STAFF Clerk Administrator Berger outlined the proposed staffing requests for 1990; Accountant, Planner and Park Program Supervisor. Berger indicated the Planner position would be funded in part by fees charged to planning applicants and the current costs for a Planning consultant would equal the salary for an in-house Planner. He explained the Program Supervisor position would provide an expanded program schedule for residents of the city; other communities offer more programs and charge Arden Hills residents a non-resident fee. Berger stated the Accountant position would provide him more time to become involved in governmental activities and keep informed on issues affecting the day-to-day operation of the city; it would also provide time for administrative involvement in negotiations/discussions with developers for Round Lake business area, Kern Milling representatives and promote pro-active rather than reactive responses. . Councilmembers did not favor hiring an in-house Planner at this time; possibly in the future when the Round Lake area and redevelopment plans are underway. Councilmembers suggested utilizing a part-time accountant during busy times, such as budget preparation, rather than hire a full-time accountant. It was suggested that the Clerk Administrator provide Council with a more detailed job description and salary/benefit proposal for their review. Council concurred that a Park Program Supervisor would provide a wider range of programs to residents of the city; questioned to what extent the revenue from the new programs would offset costs for this position. Park Director Buckley projected approximately $5,000-7,000.00 additional revenue would be received with the expanded program schedule. Mahowald moved, seconded by Hansen, that Council approve the new position of Park Program Supervisor in1990, and directed staff to provide a proposal for increased program fee revenue to offset 50 percent of the salary ($10,275.00) for this position and the salary be set at $20,800.00 annually, with and additional $750.00 for mileage/automobile expense. Motion carried unanimously. (5-0) Councilrnember Hansen questioned why a new police vehicle was not purchased, as scheduled in the 1989 Contract with Ramsey County. . Mayor Sather noted that the monies were spent on repairs to the existing police vehicle. Council directed the Clerk Administrator to contact Commander Bergeron and request the following information: 1. Record of Mileage Fund and 2. Vehicle Expenditure Sheet. . . . Minutes of the Arden Hills Council Worksession, 9-18-89 Page 3 BUDGET (Cont'd) Councilmember Malone noted the budget overage amount is $96,953.00; suggested several capital items could be purchased through Certificates of Indebtedness or bonding and several of the items recommended for deletion by the Clerk Administrator could remain in the budget. He commented the other alternative would be to transfer $100,000 from the PIR fund interest to accommodate the capital purchases. Public Works Supervisor Winkel advised Council there are funds remaining in the 1988 Pavement Management Plan budget, since some streets scheduled for overlay were held out of the plan; requested the funds be utilized to allow the Engineer to update the pavement management plan for a three year period. Council concurred to direct Engineer Maurer to update and project the pavement management plan through 1993. Mahowald moved, seconded by Growe, that Council approve the following 1990 Budget Revisions, as outlined below: GENERAL FUND Delete: Council Salaries Administration: 7 Desks Planning & Zoning Gen'l Streets (Pro-rated Vehicle) Park Maint (Trailer, Lawn Vac/Sweeper) $ 3,380.00 3,600.00 2,000.00 4,830.00 14,000.00 Add: Toro Mower (New Equipment) Water Meters Park Program Director (Full-Time) Travel/Mileage Expense 12,950.00 2,000.00 20,800.00 750.00 (New Position) NOTE: Park Program Director position to be 50% funded by program fees in the amount of $10,275.00, as outlined by the Park Director. UTILITY FUND Delete: Water Utility (Pro-rated Share New Vehicle) Sewer Utility (Pro-rated Share New Vehicle) 4,830.00 4,830.00 NOTE: The above pro-rated amounts will be funded under a Certificate of Indebtedness. OTHER ITEMS TO BE FUNDED BY CERTIFICATE OF INDEBTEDNESS OR BOND: CAPITAL OUTLAY 1. Salt/Sand Spreader (New Vehicle) 2. GMC Tank Truck (Replacement Vehicle) 3. Dodge Pickup Truck (Replacement Vehicle) 4. Work Master (New Equipment) 5. Pick-up Truck (New Vehicle) 6. Park Trailer, Lawn Vac/Sweeper (New Equipment) 1,800.00 50,000.00 12,500.00 9,600.00 14,500.00 14,000.00 PIR FUND REVISIONS Transfer Transfer Hamline for Development/Redevelopment funds from PIR for Semaphore at to service Hamline Ave. Imprmnt funds from PIR 1989 Budgeted Ave/Highway 96 34,500.00 Debt 60,000.00 . . . Minutes of the Arden Hills Council Worksession, 9-18-89 Page 4 BUDGET (Cont'd) Council further agreed to continue to apply SAC (Sewer) Availability Charge) funds to service the Water Utility Debt for the Water Tower in 1990 and directed the Clerk Administrator to determine if TIF funds can be utilized to service the Round Lake Sewer Interceptor Debt. Motion carried unanimously. (5-0) Mahowald moved, seconded by Growe, that Council create a new revenue line in the amount of $10,000.00 from anticipated funds received as a refund from the 1988 LJVFD budgeted funds and expend that amount as follows: 1. Computerization of City Maps 2. Retain Temporary Records Intern 3. Purchase Fax Machine 4. Design City Logo $ 3,000.00 5,000.00 1,000.00 1,000.00 Motion carried. (Mahowald, Growe, Malone and Sather voting in favor; Hansen opposed) (4-1) Clerk Administrator Berger stated he would include the budget revisions in the final document as outlined by Council. ADJOURN Growe moved, seconded by Mahowald, that the meeting be adjourned at 9:00 p.m. Motion carried unanimously. (5-0) GarY&~er~ Clerk Administrator 4u~ Thomas R. Sather Mayor