HomeMy WebLinkAbout06-09-04 Public Works, Property Vacation & Personnel & Finance e
Joint Meeting of the Public Works and Property Vacation Committee
and the Personnel and Finance Committee
The June 9, 2004 joint meeting of the Public Works and Property Vacation Committee and the
Personnel and Finance Committee was called to order by Public Works and Property Vacation
Committee Chairperson,Dr. David Varner at 4:00 p.m. in the Council Informal Meeting Room.
Persons in attendance included Council Members Puzzello and Varner;Mayor Stephen Luecke,
City Attorney Charles Leone,Public Works Director Gary Gilot,Community&Economic
Development Director Sharon Kendall, and Council Attorney Kathleen Cekanski-Farrand.
Dr. Varner noted that the joint committee was called to continue the discussions on Bill No.
32-04"Truth in Spending Bill" which was the topic of the joint committee meeting on June 2,
2004. He noted that he hoped that the proposed ordinance would standardize procedures so that
they would be followed on a regular and consistent basis. He further noted that preliminary
revisions have been drafted in the draft substitute bill(copy attached)which was prepared to
address some of the major concerns raised by the City Attorney.
Mr.Leone noted that the many of the revisions address some of the concerns which he raised.
He noted that the City Controller was not present,but that it was his understanding that many of
the provisions in the proposed ordinance are already being done and that the ordinance would be
in effect codification of those procedures. Mr. Leone stated that there may be more work on the
part of department heads and in particular the Department of Administration and Finance,
however if the Council needs the information for its deliberative process,they will work with the
Council.
Mayor Luecke stated that one of the end results would be having a summary of all revenues in
one location,to which Dr. Varner concurred.
Mr. Gilot questioned whether the formality of the process was necessary in light of the fact that
the Department of Administration and Finance continues to win awards for its reporting
procedures.
Dr. Varner stated that the procedures would assure that information is presented.
Council Member Puzzello stated that the proposed ordinance would improve not only the
Council's understanding but the general public's understanding of the budget and the
appropriation process.
Dr. Varner then suggested that the draft substitute bill be reviewed on a page by page basis. The
Council Attorney noted that she has attempted to insert in parenthesis following any new
language from the language in the original filing. She added that the proposed separation of
duties of the Department of Administration and Finance has been done with the new language
added to current Sec. 2-87, as suggested by Mr. Leone
Mayor Luecke noted that items(1)-(4)on page 3 regarding budget summaries and major changes
should be expected by the Council since it is information used as a tool for departments as part
i.
Joint Meeting of the Public Works and Property Vacation Committee
and the Personnel and Finance Committee
of the performance based budget process. The Mayor noted that the performance based budget
information is not widely distributed,but is used by the individual departments.
Mr. Gilot noted that much of the information requested on page 3 results in better bond ratings.
He noted that Mr. 011ett has repeatedly suggested that the city focus on 5-6 indicators which
could be used for year to year comparisons,however this has not been done to date.
Council Member Puzzello voiced concern that since the May tax bills have not been paid and
that residents will be asked to make two (2)payments very close to one another this Fall,that it
is very important to spell out in detail the budgetary procedures utilized by the city.
Mayor Luecke stated that at best there are"educated guesses"as to the amount of taxes that will
be paid, since the real unknown is the appeal process. He noted that the collection rate last year
was 99%.
The first amendment proposed during the committee meeting was on page 4,paragraph(d)
addressing the"proposed budget information"which is to be"timely posted on the City's
website prior to the commencement of the Personnel and Finance Committee meetings on he
proposed budget". Dr. Varner noted that currently information on the web goes back two(2)
years. It was suggested that the City of Fort Wayne website on their budget be considered as
one possible standard to be considered by the Administration.
Much discussion then took place on proposed paragraph(e)on page 4 addressing:
(1)An economic impact statement
(2)A statement of goals and objectives; and
(3)A cost/benefit analysis
which has been in effect in the City of Ann Arbor for several years.
Mayor Luecke and Mr. Gilot suggested that perhaps the analysis be considered for new
programs and new recommendations rather than justifying for example why police cars are
necessary.
Council Member Puzzello added that if more help is needed in order to carry out a department's
objectives(new equipment,new computers or software, etc)that this would be the area where
the department would justify their requests.
Dr. Varner stated that in the interest of accountability and the city doing its due diligence,
especially in light of the current tax situation, that this information would be very helpful. He
further suggested that if forms could be developed for better standardization in this area,that he
would welcome that. Dr. Varner requested the Council Attorney to check her information in this
area to see if there were any forms available.
June 9,2004 Page 2
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Joint Meeting of the Public Works and Property Vacation Committee
and the Personnel and Finance Committee
Ms. Kendall noted that in the area of community service there may not be a dollar benefit,but
that there would be an overall benefit to the community. Mr. Gilot pointed to the repairs to the
dam as an example.
Dr. Varner noted that at the end of a project of that type there should be an explanation of the
actual costs,noting that there is mis-information in the public with regard to the costs for the
Scottsdale mall project replacement. He noted that he recalled that$6 million was the amount
quoted for demolition.
Mr. Gilot stated that there were also state limits in light of the STIFF regulations,demolition
costs,and electric lines which had to be relocated.
Dr. Varner asked that there be an"honest cost of the dollars spent"on such projects, so that the
public did not run with just rumors of costs.
Mayor Luecke then asked for more information for the capital improvement plan information set
forth on page 5. It was suggested that perhaps Priority 1 be amended to"Urgent and Essential".
The Council Attorney noted that she believed that much of that information came from
procedures in effect in Ann Arbor. She added that Council President White has stressed the need
for each cost center's or department's annual reports(which are addressed on page 6,paragraph
(9)to the budgetary process.
Discussion continued on the substitute bill up to Sec. 2-88 on page 6. Dr. Vamer thanked
everyone for their input and suggested that the next joint committee meeting be held on June 16,
2004 at 3 p.m.
There being no further business to come before the joint committee,Dr. Varner adjourned the
meeting at 5:10 pm.
Respectfully submitted,
Dr. David Varner, Chairperson
Public Works and Property Vacation Committee
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Attachment
June 9,2004 Page 3