HomeMy WebLinkAbout2007-08-16 - Council Minutes
CITY OF CORCORAN
CITY COUNCIL BUDGET WORKSHOP
August 16, 2007
The Corcoran City Council met on August 16, 2007, at city hall in Corcoran,
Minnesota. Present were Mayor Guenthner, Councilor Grabowski, Councilor Workshop Opened
Hudok, and Councilor Thomas. Councilor Jacobs arrived at 6:55 p.m. Also present
was Administrator Vergin, Police Chief Gormley, and Public Works Superintendent Roll Call
Pat Meister. Mayor Guenthner opened the meeting at 6:30 p.m.
MOTION
by Grabowski, seconded by Hudok, to approve the agenda as presented. Approval of Agenda
Voting Aye: Grabowski, Guenthner, Hudok and Thomas.
Follow Up to Goals and Objectives Identified by Council Goals & Objectives
Administrator Vergin provided a summary to the items that had been previously Follow Up
identified by the City Council.
1. Comprehensive Plan process and costs for 2008 - We have preliminary
budgets that were prepared by Planner Lindahl and Engineer Vander Top
while preparing the 2007 budget. Planning was set at $35,700 and
engineering was set at $30,800 (including surface water management
plan). This was a total of $66,500. The City received an interest free loan
of $40,000 to be paid back in 2009. The City has also received a grant of
$20,000 for the storm water management plan. In 2007 the City budgeted
a total of $30,000 for the comp plan, but utilized the loan to offset that
expense to the City and actually identified a positive cash flow in of
$10,000. Because our planning situation has changed and additional
discussion continues with the Council, I believe this is an area where we
will want to budget for, but note that if planning and/or engineering
services change there may be impacts to the budget that will most likely
not occur after September 13.
2. Public Works feasibility study for a facility - The City of Medina was
contacted about their recent study and was informed that they hired a firm
for $25,000 to analyze all three departments and facility needs. (City hall,
Police and Public Works). This was approximately a one year process,
which identified space, equipment and land needs, as well as where the
priorities were.
3. Discuss feasibility of funding park recreation complex facility - Park
dedication fees can be used for this purpose.
4. Financial model for conversion of current time off benefits to the proposed
PTO based on current employee database - Still in process.
5. Look at how the City spends money - Councilor Jacobs had prepared data
on planning and engineering services, and suggested that we consider
consolidation of those services including code enforcement with Gartner
Engineering, providing a monthly retainer of $12,000. Staff is compiling
data to provide a clearer comparison of the past four years expenditures as
they relate to the type and number of projects that we have seen, as well as
revenues that the city received. We are also doing comparables with other
cities similar to Corcoran.
6. Focus on gravel budget - Meister has prepared a one-page summary
indicating that the cost to the City to bring all the roads up to the required
standard would cost the city $687,792.
7. Look at an in house planner to augment the current planner - This relates
back to item #1 and item #5. The City needs to determine how they will
provide these services. Again, staff is compiling data for further review by
the council, but anticipates that any final decision will not take place until
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CITY OF CORCORAN
CITY COUNCIL BUDGET WORKSHOP
August 16, 2007
after the preliminary levy is set. Therefore the City needs to be cognizant
of that and make sure that an appropriate level of funds are set aside.
8. Address escrow monitoring and the co-mingling of funds – The
Administrator has met with the City attorney on this matter and have had
some suggestions. Anticipate that this will be addressed at a September
Council meeting – this process should not have an impact on the budget.
9. Code Enforcement Position – this depends on what happens with the
planner position.
Overview of Proposed Department Budgets Overview of Department
Budgets
Public Works: Public Works Superintendent Meister provided an overview of his
budget. Looking at increasing the gravel budget, dust control is being reduced due
to the single application now being done, included funding for bridge repairs,
asphalt maintenance is also being increased slightly.
The Council addressed the maintenance of gravel roads. It was concluded that staff
should look at a new plan for acquiring gravel. Identify the number of tons that are
needed to obtain the inches of gravel necessary on the roads, rather then a fixed
dollar amount. Bid the material in the late summer so that the amount is known
when the budget is being prepared. Look at extended bid periods, such as materials
for a two plus year period to get a better rate. Look at how that will impact,
negative or positive, the city’s cash flow. Plan should mitigate any risk to the City.
Councilor Jacobs arrived.
Briefly addressed the Shannon Lane bridge. Meister was directed to address this
further with Engineer Vander Top and bring it back to the Council at a future
council meeting.
Addressed the recent paving project that was jointly done with the City of Medina
and Corcoran on Hackamore Road. Addressed recycled shingle asphalt as an
alternative material for paving roads. Does not appear to be a good option based on
experiences from other communities.
Police Department: Chief Gormley provided an overview of his budget. Key issues
are creating a full time clerical position and the addition of one more full time
officer. There has been some shifting of line items in the budget that previously
had been identified outside of the department budget. These include room and
board for prisoners and criminal prosecution. Overall the Police department budget
is seeing a 21.5% increase. There has been a dramatic increase in fine revenues
that will help offset the increase.
Administration: Administrator Vergin provided an overview of the key changes.
The largest one being the health benefits. Proposing to shift one part time position
to a full time position and reduce the hours of another part time position. Looking
to outsource the preparation of minutes for planning commission meetings as well
as the city council. Noted that with the new building inspection services, the
allocation to the inspector will increase by approximately 57%. Overall seeing an
approximate increase in the operating budget of 10.6%.
Discussed whether the city should maintain trails during the winter months. It was
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CITY OF CORCORAN
CITY COUNCIL BUDGET WORKSHOP
August 16, 2007
the consensus that the city will not maintain trails during the winter months, and
trails will be posted notifying the public of that.
Professional Services – Discussed the option of employing someone for the
planning and engineering services, or utilizing Gartner Engineering on a retainer
based option. With one central person doing the review you can simplify the
process. Concern that concentrating the services/functions to one person may not
be the best choice. It was the consensus of the Council to have Planner Gartner to
present his proposal to the council at the next budget workshop.
Goals and Objectives – Briefly identified status of these items. Summary of Goals &
Comp Plan Cost – outline of process and costs need to be provided by staff. Objectives Status
Public Works Facility – still needs more discussion.
Park Complex Facility Feasibility Study – can be funded by park dedication fees.
PTO Financial Model – in process.
How City Spends Money – ties to other activities.
Gravel Budget – need to address further.
In-House Planner – will be part of presentation by Planner Gartner
Escrow Funds – staff will provide a presentation at the September 13 council
meeting.
Code Enforcement Position – needs further discussion on how these functions will
be carried out.
Identify Outstanding Issues Outstanding Issues
Items still remaining include revenues, planning services, comprehensive plan
budget and timeline, and benefits. Also noted that at the next workshop will hear
from Planner Gartner on his proposal.
Schedule Next Workshop Schedule Next Workshop
The budget workshop will be continued on Monday, August 27 at 6:30 p.m.
Mayor Guenthner recessed the budget workshop at 8:40 p.m. Recessed Workshop
______________________________
Susan Vergin, City Administrator
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