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HomeMy WebLinkAbout09-11-97 Personnel & Finance Comsat** **port: Personnel and Finance Committee go the Common touiuf' of t1jt QCfti of 6outb nb: The September 11, 1997 meeting of the Personnel and Finance Committee was called to order by its Chairperson, Council Member Sean Coleman at 3:00 p.m. in the council informal meeting room. Persons in attendance included Council Members: Kelly, Pfeifer, Coleman Varner, and Broden; Cathy Roemer, Tom Skarbek,Carl Littrell, Jack Dillon, Sam Hensley,Rahmon Johnson, Kellie Pickett, Matt Chlebowski, Al Miller, Sandy Saunders and Kathleen Cekanski-Farrand. PUBLIC WORKS GENERAL FUNDS ENGINEERING DEPARTMENT FUND NO. 101-0602 1997 Expenses: $ 5.089.089 1998 Expenses: $ 5.716.978 Carl Littrell, acting City Engineer, introduced his staff to the Committee and then began by reviewing the Major Changes from 1997 of the proposed public works budget. Council President Kelly inquired into the East Wayne Street Historic District Lighting project. It was noted that it would be part of the capital budget projected at $ 100,000. Mr.Littrell noted that the overall public works budget reflects 9 % increase most of which is due to the water rate increase. Discussion of various public works projects then took place. It was noted that the Lincolnway/Ironwood project is going to bids in December. COMMUNICATIONS BUREAU FUND NO. 101-0604 1997: Expenses: $ 248.842 1998: Expenses: $250.679, Matt Chlebowski and Al Miller then reviewed the proposed Communications Bureau budget. This bureau will become part of Central Services in the hope of eliminating alot of the administrative duties and making more of that time available for providing repair service time. New intercom head set systems have been installed for the fire department which provide hearing protection and interface with two-way radios. The 911 Dispatch Center is the top priority for repairs. The average time to fix a portable radio is 5-10 minutes. The last of the old radios (over 15 years old) are in the process of being replaced for the police department. All of the new police squad cars are now in service. Personnel and Finance Committee September 11, 1997 Page 2 It was noted that the console is capable of 10 channels with 9 currently in use. This is a definite need in the capital budget in light of changing technologies. It is anticipated that the new lap top computers for the police vehicles will not be installed until early 1998. An update to the Council on this topic was requested once the bid package is accepting both to training and use of the computers as well as the timetable for installation. Council Member Coleman suggested that the members of the Labor/Management Committee, the Public Safety Chairperson and the Personnel and Finance Chairperson be kept informed. MOTOR VEHICLE HIGHWAY FUND NO. 202 STREET DEPARTMENT 1997 Revenues: $ 2.657.901 1997 Expenditures: $ 3.301.212 1998 Revenues: $ 2.984.400 1998 Expenditures: $ 3.452.363 Sam Hensley then reviewed the major changes anticipated for 1998 and the handouts. He noted that personnel reflects the 3 % salary increase. The state gasoline guidelines of 102% of the 1996 actual receipts generate the income for this fund. In 1996 2,300 blocks of alleys were addressed, in 1997, between 2,000 to 2,100 will be addressed. Local Road and Street (LRS) monies are used for street department materials (part of the capital budget in January), whereas operating, maintenance and personnel costs are from the motor vehicle highway (MVH) account. NO construction expenses are paid from MVH only maintenance. Mr. Hensley noted that the gap in financing affects asphalt. He stated that at current funding rates it would take 12 go 13 years to pave the entire city. The city will be using a "rejuvenator" material from the state of Utah to potentially add life to the pavement. It is anticipated that the normal life is 10-12 years, with the rejuenator added to go to 12 to 15 years. The first streets to have this will be Jacob and Sunnyside. No crack sealing has been done this year, with it to begin after Project Releaf. People will be hired from the Homeless Shelter, Hope Rescue and other agencies for Project Releaf at $ 6.25 to $ 6.50 per hour. Project Releaf will begin on October 27th in the SW quadrant. Mr. Hensley noted that the Street Department has used aid recipients from the Portage Township Trustee's office since 1988 with limited success. The city has been more successful in using individuals from the DuComb Center,the SLAP Program of the County Jail and the privately run Riverside Corrections Center. He noted that often it is the DuComb Center individuals who are shoveling sidewalks downtown. In response to a question raised by Council Member Broden, it was noted that the shortfall in the MVH fund is adjusted by the actual computation of 102% formula. President Kelly and Council Members Coleman and Pfeifer suggested that Mr. Hensley prepare a written update on the personnel utilized from the Trustee, the DuComb Center, the SLAP program and Riverside Correction Center for the formal budget hearing so that that information could be made public. Mr. Hensley noted that he cannot continue to provide personnel for Kathy Dempsey's Department. Mr.Littrell noted that MVH monies can only be used on public Personnel and Finance Committee September 11, 1997 Page 3 rights of ways and not cutting vacant lots. The City Controller noted that the two (2) requested Operator II's for Kathy Dempsey are now reflected in the Solid Waste budget. : IL h u A EMI J\ , • 11 his 1997: $443,025 1998: $ 451.509 It was noted that a preventive maintenance program is in place, however the buildings are in dire repair. It was further noted that the capital budgets should address these concerns. WATERWORKS FUND NO. 620 1997 Revenue: $ 7.692.553 1997 Expenditures: $ 5.995.186 1998 Revenue: $10.993.400 1998 Expenditures: $ 6.288.514 John Stancati and Sandy Saunders then made the presentation on the 1998 Waterworks budget. It was noted that the City may not realize the full impact of the water rate increase. If the URC approves it effective January 1st, a 42.9% increase in revenue would be projected. However, the review process may delay the increase with the possibility of the rate being revised further by the URC. It was noted that this Department like all other City Departments in 1997 overbudgeted the health insurance premium account lines. City departments budgeted at full-family coverage instead of at actuals (single/dependent). A request by department and the total dollar amount of the over-budgeting in insurance was requested. It was noted that the$22.5 million bond issue has a 15 year maturity with the first payment to begin in January 1998. The Clay lease/purchase will be paid off in 2001. Discussion of changing the surcharge from 20% to 50% is anticipated. In response to a question raised by Council Member Varner it was noted that 4,000 feet of new water mains are installed each year. The Committee also reviewed Clay Water. WATER LEAK INSURANCE FUND NO. 644 1997 Revenues: $ --0- 1997 Expenditures: $-0- 1998 Revenues: $ 508.400 1998 Expenditures: $ 499.164 It was noted that the revenue should exceed expenditures by approximately $ 10,000. Personnel and Finance Committee September 11, 1997 Page 4 SOLID WASTE FUND NOS. 610 AND 611 1997 Revenues: $ 3.176.322 1997 Expenditures: $ 3.090.976 1998 Revenues: $ 2.807.669 1998 Expenditures: $ 2.810.848 Mr. Jack Dillon then reviewed and highlighted the Division of Environmental Services programs and reviewed the handouts provided to the Committee. He noted that he is attempting to hold the sewage rates at current status to the end of this century. He noted that seven(7)people for the Code Enforcement Department are paid out of solid waste. He noted that he has requested that tipping fee reimbursement be sought from the Code Enforcement to help off-set these fees. He noted his concern that there has not been a replacement of large vehicles. A packer costs $ 100,000 with one for each of the residential routes, 3-4 in reserve and 4-6 for yard pickups. He noted by taking the trash to Michigan,that despite periodic fines of up to$2,000 for being overweight,that the City is saving$500,000 each year.The Michigan rate is$3,60 per cubic year less than Prairie View. Mr. Dillon projected a $200,000 surplus by the end of the year. He noted that New Energy a/k/a Corn Energy output has been significantly reduced. He suggested more innovative incentive programs as part of the Teamster package next year. BURUEA OF WASTEWATER FUND NOS. 641 & 649 1997 Revenue: $ 12.561.438 1998 Expenditures: $2.167.801 1998 Revenue: $ 12.113.000 1998 Expenditures: $ 2.344.829 The 1997 capital budget of$7 million dollars for capital projects has not all been completed. Mr. Dillon noted that a cash reserve of$ 4 million dollars and$ 1 million in the sinking fund is providing this bureau with a sound financial footings. However, federal regulations addressing combined sewer overflows will be forthcoming. Storm water management studies are ongoing. Mr. Dillon noted that the St. Joseph River is not polluted but it is dirty due to its turbulent nature. Mr. Dillon suggested that better reward systems be considered for Teamster employees that would reward the innovative and ambitious employees rather than providing the same hourly rate increase for all employees. CLAY SEWAGE FUND NOS. 650&652 1997 Revenues: $ 621.000 1997 Expenditures: $ 544.198 1998 Revenues: $ 609,000 1998 Expenditures: $ 544.200 SEWER REPAIR/INSURANCE FUND NO. 640 1997 Revenues: $ 454.362 1997 Expenditures: $ 372.605 1998 Revenues: $ 582.106 1998 Expenditures: $ 372.446, It was noted that the monthly increase from$.71 to$.94 will be reflected. Personnel and Finance Committee September 11, 1997 Page 5 There being no further business to come before the Committee,the meeting was adjourned at 6:10 p.m. Respectfully submitted, Sean Coleman,Chairperson Personnel and Finance Committee Attachments