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HomeMy WebLinkAbout2003-10-23 Council Minutes - Part 1Document 5.b November 13, 2003 Agenda Prepared By: Sue Vergin, Administrator CITY OF CORCORAN COUNCIL BUDGET WORKSHOP OCTOBER 23, 2003 H:\City Hall Information\CITY GOVERNMENT\Council, Commissions & Committees\Council Information\Council Minutes\Previous Years\2003 - Need to PDF\10.23.03 Budget Workshop.doc Mayor Guenthner opened the workshop at 6:00 p.m., on October 23, 2003, at City Hall in Corcoran, MN. The purpose of the workshop was to address the City’s 2004 preliminary budget. Present were Councilors Gageby, Guenthner, Lymangood and Thomas, along with City Administrator Vergin and Public Works Superintendent Pat Meister. Councilor Bucher was excused absent. Discussed the line item budgets for the Public Works. Administrator Vergin identified the changes to this budget from 2003. Wages were increased based on a 3% increase, operating supplies were increased by $2,000 and an additional $125 was allocated to uniforms. This provides for an increase to the overall public works budget by $27,501 or 4.4%. Discussion took place on the need to look at a reserve fund for operating under when conditions arise with excessive snow and or ice during the winter months. Staff was directed to come back with a recommendation based on a worse case scenario. PW Superintendent Meister explained that during the year when the precipitation is low, the public works department can focus on other projects and does get more work done, as they are not plowing or dealing with flooding issues. Addressed allocating the excess monies that are remaining in the public works budget at year end specifically to a public works reserve. The Street Maintenance Master Plan is still in process. Administrator Vergin will check with Engineer Vander Top on its status. It is forecasted that the Street Maintenance Fund will have an excess of $30,000 by year end. This is due to projects coming in less than anticipated, but all projects had been completed. Reviewed the line item budget for the Parks Department. Administrator Vergin identified the changes from 2003. Wages were increased by 3 percent due to additional hours being added for summer help and rink attendant hours, operating supplies were increased by $3,000, repairs and maintenance were increased by $2,000 and uniforms were decreased by $450. This provides for an overall increase to the parks budget by $5,497 or 17%. Administrator Vergin provided an overview of how the Fixed Asset Inventory will be utilized. The current format the council is receiving is a spreadsheet so that they can see all of the equipment currently owned. The intent now is to create a single page for each, which will include all of the same information but will also include excessive repairs and maintenance to that piece of equipment. This will provide a clearer picture for the city when they are looking at replacement. PW Superintendent Meister reviewed the proposed capital equipment purchases for 2004 and 2005, providing a summary of what each is used for and if it was replacing a current piece of equipment. Called to Order Roll Call Public Works Budget Parks Budget Fixed Asset and Capital Equipment Purchases Document 5.b November 13, 2003 Agenda Prepared By: Sue Vergin, Administrator CITY OF CORCORAN COUNCIL BUDGET WORKSHOP OCTOBER 23, 2003 H:\City Hall Information\CITY GOVERNMENT\Council, Commissions & Committees\Council Information\Council Minutes\Previous Years\2003 - Need to PDF\10.23.03 Budget Workshop.doc Need to get a firmer quote on the tennis court resurfacing. It was suggested that we look at adding half a basketball court to the park. It was suggested that the City seek involvement from the non-profit organizations within the community to work with the City on the park improvements. Some additional discussion took place regarding the largest ticket item on the public works CIP, a Loader for $133,125. This equipment will be mainly utilized for loading material and snowplowing. This led into a brief discussion on the city’s snow plowing policy. No items were removed from the CIP plan. This plan will be presented to the Council after the Truth in Taxation hearing for formal consideration. Discussion was held on the current practices for maintenance and replacement of culverts. Staff is recommending that a policy be put in place to address who is responsible for what areas of culvert installation and maintenance. Various scenarios were addressed, with more favoring the cost of the culvert being the property owner’s responsibility and the city providing the maintenance. Staff was directed to prepare a draft policy and provide information on areas of frequent problems, how culverts are checked, and any other details or data that would be useful. This will come back before the Council in December. Addressed the ditch mowing practices. Currently ditches are mowed to reduce the height of weeds for as a safety measure. There have been some issues raised that some home owners have planted natural prairie grass or wild flowers that are then cut by the public works department. Some questions have been raised if it is appropriate to be mowing ditches in residential areas. Mayor Guenthner agreed to work with staff on the issue and bring back a recommendation at a future date. Addressed future needs. Staffing has been addressed previously, as the addition of infrastructure occurs additional staffing will be required. Also, there is a need for a new or expanded facility. The current facility is on one acre, so expansion room is limited. There was some question regarding some additional property that was to have been turned over to the city. Administrator Vergin will look into that. Mayor Guenthner suggested that the city needs to perhaps look at the big picture, an overall comprehensive plan of faculty needs, perhaps consolidating public services to property adjoining city hall. Meister expressed his concern with having public works equipment entering onto County Road 116 with the large volume of traffic. These needs will be kept on the radar as the city continues to plan for the future. Mayor Guenthner closed the meeting at 6:58 p.m. _____________________________ Susan Vergin, City Administrator Culvert Maintenance and Replacement Ditch Mowing Practices Future Needs: Staffing and Facility