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11/02/1996 City CouncilEDMONDS CITY COUNCIL APPROVED MINUTES NOVEMBER 2, 1996 The Special Edmonds City Council meeting was called to order at 11:00 a.m. by Council President Earling in the Community Services Building Conference Room, 250 5th Avenue North, Edmonds. ELECTED OFFICIALS PRESENT Barbara Fahey, Mayor (arrived at 12:10 pm) Dave Earling, Council President Tom Petruzzi, Councilmember (arrived at 11:05 am) John Nordquist, Councilmember (arrived at 11:14 am) Roger Myers, Councilmember Jim White, Councilmember (arrived at 11:10 am) Dick Van Hollebeke, Councilmember Gary Haakenson, Councilmember STAFF PRESENT Sandy Chase, City Clerk 1997 Budget Council President Earling announced this special meeting was scheduled in order to conduct a work Discussion session to discuss the 1997 Budget which was presented on Tuesday, October 29. He suggested Councilmembers discuss first impressions of the budget along with areas requiring further analysis. Councilmember Van Hollebeke referred to the first three pages of the Budget Book where it discusses the draft vision, mission, principles and goals for the City. He stated if the Council is in agreement with the goals, many are in the 1997 time line, and may need to be considered with looking at the budget. Councilmember Myers raised concern that this is in draft form and has not been adopted formally by the Council. He commented it may be premature to include it in the budget discussion at this time. Council President Earling concurred that this is in draft form, and he would prefer not to focus on this issue at this meeting. Councilmember Haakenson gave an overview of the budget process as he served on the budget review team. He stated the 1997 budget has been set at the revised 1996 budget level. The budget review team met with each department and discussed all aspects of their budgets. Mr. Haakenson described the cost centers and the format used. He indicated that after review, the most notable factor in his mind was not in the matter of expenditure, but rather the revenue sources that were provided in the 1996 budget were high. He believes the expenses are in control, however, he recommended focus be placed on the revenue projections to be sure they are accurate. Councilmember Myers expressed appreciation to Councilmember Haakenson for his work on the budget, and in particular, he wanted to recognize the efforts of Administrative Services Director Art Housler, and suggested a letter of commendation be given to him. Edmonds City Council Approved Minutes November 2, 1996 Page 1 J Councilmember White brought up instances where funds budgeted for certain items have been reallocated in order to purchase an item that was not budgeted. He noted concern and believes that those funds should not be spent if the original budgeted item was deemed not needed. Responding to questions raised by Councilmember Nordquist regarding the Council Contingency Fund, Councilmember Haakenson referred to a memorandum from the Mayor (dated November 1, 1996) contained in the Council packet. The memorandum provides additional information as to the amount of funds anticipated to be available for 1997. Councilmember Nordquist commented travel and outside training are issues of concern to him. Additional issues of concern are new equipment and new full time employees. Councilmember Haakenson pointed out that on each cost center every city employee is listed and it would indicate whether or not they are new. He believes there. may be only one or two new employees proposed for 1997. Council President Earling proposed each Councilmember at this time list the issues they would like discussed further. Council President Earling: 1. Revenue Projections. He would like to have an opportunity to reaffirm the revenue projections. 2. Tax Questions. A. . The budget assumes 106% taxes next year. B. The budget takes the City to the maximum on the EMS levy. C. It raises the issue on the 106% taxes and whether or not to backtrack to 1994 and 1995. D. 1/4 of 1% real estate tax. It has been proposed to move funds that are currently allocated to Parks & Recreation to other parts of Parks & Recreation programs. What would the impact be to the Parks program that the funds have been removed from? 3. Maintenance Funds. He would like to review Streets/Utilities/Capital Projects. 4. Process used to obtain outside requests for funding. How was the public notified? If outside entities apply for funding, they should provide a budget and a work plan as part of their application process. 5. Fire Engine. He desires an analysis of the funding options before considering going out for a bond to fund the fire engine. Councilmember Myers: 1 Trainin . Possibility of an interlocal agreement with other cities to combine training efforts. 2. Para legal. Consider the possibility of a paralegal taking over some of the work currently handled by the City Attorney in order to reduce expenses. 3. Overtime for Fire Department. Would it be more efficient to add another staff person in order to eliminate some of the overtime? Discuss the issue of volunteers. Councilmember Petruzzi: 1. Equipment Purchases. Edmonds City Council Approved Minutes November 2, 1996 Page 2 2. Travel and Training. Councilmember Nordquist: 1. He would like to make sure that each department is functioning as an economic unit. 2. Salary Ordinance. The amount of money that will be needed to meet the needs of the study when it is completed. Will there be enough revenue? Councilmember White: 1. City Attorney. Consideration of hiring an attorney in-house. Councilmembers Van Hollebeke and Haakenson did not have additional items. The City Clerk was requested to provide the above list to Administrative Services Director Art Housler in order to identify where these items are discussed in the budget book (cost centers and page numbers). The list should be broken down by department. Councilmember Petruzzi stated he has a comfort level with salaries and staffing, however, he is concerned about maintenance issues. Council President Earling requested each Councilmember by Friday, November 8, provide to staff in writing any particular areas within the budget that they would like to review. He would like to give staff an opportunity to prepare a response to the areas questioned. Councilmember Myers pointed out some inconsistencies on the cost center sheets with regard to the amount budgeted with the amounts listed on the corresponding narratives. Councilmember Haakenson suggested the Administrative Services Department review the cost centers page -by -page to correct any inconsistencies and provide replacement pages to the Council. The meeting adjourned at 1:15 p.m. ARBARA S. FAkiEY, MAYOR SANDR S. CHASE, CITY CLERK Edmonds City Council Approved Minutes November 2, 1996 Page 3