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HomeMy WebLinkAbout08.22.11 Work Session Minutes Council Budget Workshop Minutes August 22, 2011 Mayor Larson called the workshop to order at 5 :00 p.m. Present: Absent: Also Present: Larson, Bartholomay, Donnelly, Fogarty, May None Kevin Schorzman, Interim City Administrator; Cynthia Muller, Executive Assistant MOTION by Fogarty, second by Bartholomay to approve the agenda. APIF, MOTION CARRIED. The purpose ofthe workshop was for staff to have another discussion with Council on the budget as staffhas developed a long term plan for eliminating the debt. It became apparent the levels discussed at the July 27, workshop will not work long term. In order for the plan to work there will have to be some levy increases in the future. The purpose is to reduce the debt over time so the money we are using now to make debt payments can be used for items within the City in the future. The plan staff has developed does accomplish this. The City will not have to bond past 2025 and we would be able to pay cash for reconstruction type projects and fIre trucks. It also puts us in a position to increase the fund balance. There have been other changes since the last workshop that have to do with the market value homestead credit. In the past, the City would receive the City money for MVHC. As the City no longer receives that money, we would have to increase the levy by that amount so we could make the budget number. The State has created two categories of the average value home. The non-homesteaded property has taxes based on the value of the home. If the property is homesteaded, the taxes are based on a reduced amount of the value and the City collects less. That shift has a noticeable impact for next year. Approximately 80% of the properties in Farmington are homesteaded. At the previous workshop, Council had agreed on a tax increase of $164/property. Because of the MVHC that becomes $80.90 for homesteaded property and $292.90 for non-homesteaded. If the levy remains the same in 2012 as 2011, taxes for homesteaded properties would go down $41.50 and non-homesteaded would go up $147.50. This shift is based on the State's formula for MVHC. The homesteaded properties are residential homes and do not generate income. Non-homesteaded properties have the ability to generate income for the owner. Councilmember May noted it costs you money to own a rental property. Interim City Administrator Schorzman noted staff had estimated a $55 increase in 2014 to make the plan work. With the MVHC formula in 2014 the increase is $52.80 for homestead and $62.80 for non-homestead. There are also increases for 2015,2016,2018,2020,2022, and 2023. Ifthings are pushed out into the future to make it look good on paper, and it falls apart before it is planned to be fIXed, the only option Council will have is to incur debt. With staffs plan from 2012 - 2015 we will pay $17.4 million on debt payments; 2016 - 2030 we will pay $48.1 17 Council Workshop Minutes August 22, 2011 Page 2 million, and in 2031 - 2045 we will pay $14.9 million in debt payments. The plan eliminates debt in 2045. After 2023, taxes will not need to be increased to make this happen. Councilmember May stated to do everything at once, she would rather discuss how to ease into this even if it takes the plan out farther. She asked what happened at the last workshop that Council said yes to everything. Interim City Administrator Schorzman stated it does not cost any more or less money to build a mile of road no matter what the property is. Councilmember Bartholomay stated we have to do something by 2016, as LMC has stated halfthe cities will be bankrupt. Staff stated we are going half way with the initial increase and the other half over the next 12 years. The only way to get out of debt is to pay the bills and save money so you don't incur any more debt. If you have to borrow money to do things because you did not plan for them, that will increase taxes as well. Councilmember May stated we are selling a philosophy and felt we should spend the next year selling that philosophy with a tax increase and do it the next year. Mayor Larson noted we will pay $1.3 million in bond interest in 2012. Interim City Administrator Schorzman stated we cannot delay the road projects long enough to get out of debt. We will have a problem we have to fIX. Councilmember Donnelly noted this plan is 15 years out. We have no idea what Farmington will look like by then. Staff does not anticipate the population of Farmington being much more than 3,000 more than it is now so growth was not built into the plan. This plan will have to be revisited each year. Councilmember May felt Council has been on board with the street rehabilitation, but when adding it to all these other things, we have to scale back or look at cuts to offset these additions. The number is too big. Councilmember Fogarty stated at the last workshop we agreed this needs to be done. She does not want to do a $100 increase over the next three years. She is very comfortable with why they are making the decision and explaining it to residents why there is one big hit in one year. Mayor Larson asked what we shouldn't do. Councilmember May stated there have been no discussions about any cuts whether its staff or other things. She does not understand why we are adding staff other than for Finance. Interim City Administrator Schorzman stated regarding the $50,000 for two part-time administrative staff that was added because at the July 5, workshop Council said that should be a decision for the new City Administrator. It was included in the preliminary budget with the understanding it will come out ifhe does not think it is appropriate. Councilmember May stated she will not agree on a number now she will not vote yes on later. Staff stated over 12 years homesteaded properties will increase $250 and non-homesteaded will increase $495. Councilmember Donnelly asked if we spread it out more and still come up with $495, how does that hurt us? Staff replied as far as roads, at two years we will have nothing carried over. Between 2012 - 2013 we will have used $800,000. The next year we will have to bond and carry over $405,000. The next year the carryover would be $100,000. That number gets close to $2 million some years, but it gets used up in later years. There are not a lot of years early on where we are not using what we have planned. If you try to make this better on paper and move a project out further, if we have to do the project sooner we will have to bond for the entire amount. The other large item other than roads is equipment replacement. We have a lot of equipment that needs to be replaced and we are using that money up every year with one exception and that is the fIre trucks. Interim City Administrator Schorzman explained fiscal disparities. We have $1.3 million in fiscal disparities for the preliminary budget. The number the County is giving us is $2 million, so there is a $700,000 difference of one time money that Council had said should be used to wipe 18 Council Workshop Minutes August 22, 2011 Page 3 out the EDA deficit. That can be accomplished and there will be money left over for other things. It can also be used to eliminate the pool and the Rambling River Center deficit. It could be used to eliminate the debt at the ice arena, but staff suggested not doing that completely and recommended putting $150,000 towards the ice arena debt. A portion could also be set aside for the purchase ofa fife truck which will be needed in 2014 or 2015. By doing that we could pay cash for it. If we do not set money aside, then we will have to incur debt to purchase a fire truck. Staff encouraged Council to not use the money to reduce the levy because it is one time money. Councilmember Donnelly stated this is only moving money and makes the general fund look better. We already spent the money and provided the services. It makes the City look better on paper, but does not make a better City. Staffreplied external debt carries interest; internal debt does not. That is why he suggested using it for a fire truck. The last fIre truck we bought we paid for it for five years and paid $90,000 in interest. Councilmember Fogarty would like to see $200,000 of fiscal disparities money go towards the EDA. That would give the EDA $25,000 to pay other expenses otherwise we would be at zero. The rest could be used for the fire truck. Councilmember Donnelly noted we are planning to 2023, there will be 10 different Councils by then. We cannot count on that. Mayor Larson noted the list contains $20,000 for building maintenance and called attention to the ice arena needing $1.1 million in repairs. Since 1976 no one had put money away for building maintenance now we had to bond for the $1.1 million. If small amounts would have been put away over the years, we would not be having this discussion. Councilmember Fogarty stated ifwe are putting $15,000 away for trail maintenance and $25,000 for park redevelopment we are setting future Councils up for success and also for criticism. It is our job to educate not only the public on what we are doing, but also our successors. They need to understand the goal. Mayor Larson stated when looking at $400,000 for street rehabilitation, $350,000 for seal coating, $150,000 for equipment replacement, etc. it feels like it is piling on. Councilmember May added that is already on top of a very high tax rate; we are not starting with the lowest taxes around. She does not disagree with any of it, it is just too much. She was not sure she agreed with putting money towards a fIre truck as we were talking about a joint powers agreement and transferring in and out of funds. Mayor Larson and Councilmember May agreed with putting money towards the pool and Rambling River Center deficits and moving them to the general fund. Mayor Larson liked lowering the $1.3 million in interest. We have $38 million in debt. Interim City Administrator Schorzman stated if the trail maintenance and park redevelopment survive the discussion, he recommended switching the numbers as $25,000 could be better spent maintaining the trails. Councilmember Fogarty would be in favor of combining the two because we have a great Park and Rec Commission that gives us recommendations. Councilmember Bartholomay felt Council needs to have more discussion on the list amounting to a 3% increase in taxes. Interim City Administrator Schorzman explained because of reducing the amount of interest revenue, staff took $120,000 out ofthe interest income and shifted it over as income from the levy and then the overall levy was reduced by the amount ofMVHC. So there was a $380,000 shift downwards on the total preliminary levy. Councilmember Fogarty stated the only way we can build an ice arena fund other than to levy for it, the biggest users are the school district and the hockey association and they are not limited to Farmington, is to charge a fee per athlete similar to what the school district does. This could be 19 Council Workshop Minutes August 22,2011 Page 4 used to pay down the capital debt and start a fund. The people using it should be paying more than the people who don't use it. Parks and Recreation Director Distad has been discussing with the Park and Rec Commission a long term fmancing plan for Park and Rec. He has been waiting for the new City Administrator to discuss this with Council. Councilmember Fogarty stated hockey sign-up starts in a couple weeks and if this will change in the fee schedule for January 1, she would like to inform them this is being considered. The fee would be imposed on the association who would pass it on to the athletes. We have been criticized for charging fees and not putting money aside. For them to pay for the future, they have to pay now. Council reviewed the list of3% increases. Councilmember May stated we are looking at a Rambling River Center that is losing money. We knew when we approved the project that it would be a struggle. How long do we dig the hole deeper? Maybe we need to look at how it is managed or staffed. Mayor Larson stated a plan will be brought to Council for membership and fundraising. Staff stated that is part ofthe overall Parks and Rec fmancing plan. There is time between the preliminary and fmal budget to make changes. Councilmember May stated that truly is philosophy. In her time on the Council we set the preliminary budget and that becomes the number. She cannot vote yes on this number. The total amount of increases with the MVHC shift is $1.1 million. Staff stated the salaries on the list are for steps or contractual obligations. There are also assumptions on benefits and the cost. That will be determined in negotiations between now and the fmal budget. More citywide training is included as that is something employees value. Police salaries and benefits are contracted. Councilmember May stated unless we shrink the force. Councilmember Fogarty stated at the end ofthe year it may be less ifwe do not have a school resource officer for half the year. The Fire department is more than the Police department and Councilmember Fogarty noted it is because we had to take $48,000 out of the general fund for the pension. Councilmember May asked about eliminating the Natural Resources department. Councilmember Fogarty noted that is State mandated work. We would not be able to get a permit, get a well drilled, and that position covers unfunded mandates. Interim City Administrator Schorzman agreed that position takes care of State mandates. Some of the work is necessary even without the mandates. We need to make sure things going into the ponds are appropriate. We need to make sure that we are keeping up on the sediment level, etc. Even though a lot is tied to the mandate, we would do some of it ourselves. Councilmember Bartholomay asked ifwe can combine that with another position. Councilmember May asked if the work can be done by interns if it is run by specific programs. Staff stated that job is becoming more technical as the permitting evolves. A lot of the things are maintaining an inventory of what we need to do where and reporting to the State on what was done. It would be not effective or efficient for an intern to do. Councilmember Fogarty stated the permit is what allows us to discharge water into the waterways. Staff added the Vermillion River Watershed also has a lot of rules we need to follow. Ifwe do not have someone here taking care ofthat end, they will take over the permitting authority and we will be at their mercy. As long as we are following the rules, it maintains the control at the City level. You cannot build in a lot of efficiencies by combining it or using an intern. Councilmember Bartholomay agreed it is too specialized. 20 Council Workshop Minutes August 22, 2011 Page 5 Councilmember Bartholomay stated because we have an Administrative Supervisor in the Police Department and an Administrative Sergeant, he had issues. The reason the officer was promoted to the Administrative Sergeant was because the Administrative Supervisor was going to retire, but that is not happening. Councilmember May asked if there is redundant work. Councilmember Fogarty stated we moved an officer into an administrative position to take over for someone who is not an officer. Mayor Larson added and to handle IT items. Councilmember Fogarty did not recall it being presented that way. Mayor Larson stated then one of those people needs to quit doing that job. Councilmember Fogarty stated we need to have a workshop with the Police Chief. Mayor Larson stated if there is a workshop, we need to get to work. Councilmember May stated the other issue is the SRO and we need to talk about redundancy in tasks. She does not want to micro-manage who does what, but we need to have an understanding. Mayor Larson added ifwe have two people doing the same job, we need to know why. Councilmember Fogarty suggested holding this the fIrst couple weeks after the new City Administrator starts. Councilmember Bartholomay clarified both positions do a fantastic job and their performance is great. Mayor Larson stated every year we ask City Hall for reductions, but nothing comes from Police. Councilmember Donnelly stated the only way to reduce the number is to reduce the number of officers. Councilmember May stated after some discussions with the Chief: maybe the administration can be reduced and keep the patrol the same. Councilmember Fogarty agreed that would be a great way to do it. Interim City Administrator Schorzman agreed it would be good to have the Police Chief involved in these discussions. Council will have to set the preliminary budget before these discussions occur. The general public needs to understand you set the preliminary budget, but that is not where it will stay. Interim City Administrator Schorzman stated the street rehabilitation will have the biggest affect on the budget. Mayor Larson noted the biggest items are the equipment replacement fund, seal coating, and the street rehabilitation fund. Councilmember May did not understand eliminating a position and then hiring back. It will be at least a year before we add administration staff. Mayor Larson agreed to leave the administrative positions off. Councilmember Fogarty agreed with taking it out with the understanding we will have that discussion in a year. We want the new City Administrator to evaluate the needs ofthe City. Councilmember May stated overall in the business community when things are down, you scale back your staff. When we get back into growth mode, that is when we add. As far as Finance, that was full time and staff is recommending part time help. We are in a down economy and we are trying to see about getting increases to salaries for employees that are here, but we cannot do everything at once. Mayor Larson stated the administrative staffpositions should come off the list until next year. Councilmember May asked if we can put the equipment replacement fund off until next year as that was 4th priority. Staff stated that will push the entire plan out another year. Councilmember May stated that is the plan, to do some this year and some next year. Staff stated with the equipment we are standing a better chance not having to incur debt because of the plan. Mayor Larson asked if not replacing something, are we causing increases in repair costs. Staff would stop that process before that happened and that is what we tried to do with this plan. Councilmember May suggested we say yes to the top four priorities and no to the rest. That brings the amount of the tax increase on the spreadsheet to $146 from $157. Councilmember Fogarty noted that is why we said yes to everything, because after the first four priorities, the rest 21 Council Workshop Minutes August 22, 2011 Page 6 ofthe items had a minimal effect. Councilmember May stated then we have to wait on the equipment replacement fund if we are going to set up a street rehabilitation fund and a seal coat fund. It makes sense, but the economy is not better. Councilmember Donnelly cannot argue the rationale behind this, but we cannot remedy all the prior years' problems in one shot. With the fiscal disparities money we have an opportunity to make a down payment on this plan and not harm the taxpayers. We are increasing taxes by $300 in one shot and then keep adding $20, the rest ofthe years. Councilmember Fogarty clarified he would rather raise the levy $75 for the next five years. Councilmember Donnelly felt this is not realistic. At this time, in this town, you cannot fIX everything in one shot. Councilmember Fogarty stated this is taking a measured approach and that is what we have heard for eight years. No one has the political will to do the hard things. Councilmember May stated we are doing that with the seal coat and the street rehabilitation. Councilmember Fogarty stated you are willing to raise taxes $146 rather than $160. That is $15. Once you hit a threshold you will not make people any more or less angry by changing it $15. Councilmember Bartholomay explained this plan to some residents and when he showed them the interest it would save, they were glad the City is planning. They know if we don't do something it will get worse. Councilmembers stated we have to market the plan and some people will still be angry. The Walnut Street project is a great example to show residents. Councilmembers Bartholomay and Fogarty were comfortable with the $157 tax increase which increases the preliminary budget by $1,290,563 or $1.1 million with the MVHC shift. Mayor Larson would be comfortable with this as a preliminary number knowing it will not be the number we use. We need to get feedback from the residents, take the new City Administrator's advice and know this will not be the number he will vote on. Councilmember Bartholomay noted there will be more savings coming. Mayor Larson agreed we are not done with the budget, but we can go with this number and listen to feedback and look at efficiencies. Council said yes to everything on the list on the spreadsheet except for the administrative positions. Councilmember Donnelly stated we didn't cut anything, we just added $310,000 more than last year and added $1.29 million. He would like to look at the fiscal disparities money to soften the blow for the flfst year. Residents don't see the pool and Rambling River Center deficits are lower, they see their taxes are higher. He agreed with the seal coating and the street rehabilitation, it is just the numbers are so high. Interim City Administrator Schorzman suggested going ahead with the plan for the roads. It does not include assessments for the rehabilitation type projects where we don't do a full reconstruct. On the reconstructs, it would be appropriate and doable with this plan to not assess the street portion like we do now. The utilities in front of homes are for those homes. However, everyone uses the street. Through this plan, you could eliminate the street portion of the assessment which would drop the $6,000 assessment down to a $4,500 assessment. Councilmember May asked as far as fiscal disparities, the pool and the Rambling River Center borrowed money from the City, so why not make that and the EDA whole and pull them into the general fund to make accounting simpler. Staff confrrmed you could wipe out the pool and the Rambling River Center and still have money for other things. Mayor Larson agreed with that idea and also Councilmember Fogarty. Councilmember May preferred the rest of the balance be used for beginning the equipment replacement fund. Staff stated the pro to doing that is it maintains the integrity of the plan moving forward as far as equipment. The con to doing that is not falling into the trap that we will be able to do this forever. Councilmember Fogarty did not 22 Council Workshop Minutes August 22, 2011 Page 7 want to do that because it is one time money. Staff stated that discussion can continue between now and December. Councilmember May felt the new City Administrator will be appreciative ofthe plan that has been laid out for the budget. Mayor Larson noted the new City Administrator has discussed paying down debt and saving money as that will make the City more attractive to businesses if we have no debt. Councilmember May noted a lot ofthe buyers are investment buyers and we have a high foreclosure rate, and we are shooting the investment buyer in the foot. Councilmembers confrrmed the workshop on the Police budget will be September 12,6:30 p.m. at City Hall. Interim City Administrator Schorzman confirmed at the September 6, Council meeting, the preliminary budget will be based on the spreadsheet minus the $50,000 for administrative staff positions and from there we will work on ideas to reduce it further. Councilmember May asked how it will be presented. Mayor Larson stated we can set the preliminary levy and use the spreadsheets to explain how we got there. Staff recommended having open house type meetings with the public before December to explain the plans to residents. Interim City Administrator Schorzman will explain the philosophy behind what we are doing and the Finance Director can explain the numbers. Councilmember Fogarty asked for Council to receive a list of projects that have been done and the interest paid on them. Councilmember May stated she will vote no, but understands the direction we are going. She wanted people to be aware we are struggling with the number. Councilmember Fogarty felt it was okay to say we are not agreeing on the number and we are working to reduce it. MOTION by Fogarty, second by Bartholomay to adjourn at 7:03 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executive Assistant 23