HomeMy WebLinkAboutCCMinutes_2004_11_16 285
Brookings City Council
Tuesday, November 16, 2004
The Brookings City Council held a planning meeting on Tuesday,November 16, 2004 at 5:30
p.m., at City Hall with the following members present: Mayor Scott Munsterman, Council
Members Tom Bezdichek, Tom Bozied, Tim Reed, Julie Whaley, Doris Roden, arid Mike
McClemans. City Manager Alan Lanning, City Attorney Steve Britzman, and City Clerk Shari
Thornes were also present.
Mavor's Ad Hoc Promotional Committee Report. The committee report was rescheduled to
December 7, 2004.
Highway 14 Pronosal. Deb Garbers, CVB Director, requested Council endorsement of a plan
to designate Highway 14 from the Minnesota border to Pierre as a scenic byway. The State
Department of Transportation(DOT) requires signed statements from all affected cities to be
included in an application. The designation would provide exposure to our community with no
added costs. The DOT would also provide signage at no expense. Gaxbers said she could use the
designation in other promotional efforts to gain matching funds. Council action on a resolution
was scheduled for November 23.
Bud�et Reserve. Alan Lanning, City Manager,recommended a simplified and less restrictive
target reserve formula. Budget fluctuations and added capital assets has caused the city to be
out of compliance with the current policies.
The current policy, Governance and Ends Policy: Ends Policy 1:Financial Stability,
Guideline C, states the following:
"...With respect to reserve funds the City Manager's overall budgetary goal will be to present a
budget that allows for reasonable reserve creating options for the Council. The City Manager
may not bypass Council judgment to allow budgeting that:
1. Lowers the General Fund below the following:
a. Cash flow monies equal to I3%of total general fund expenditures;
b. Emergency reserve equal to S% of general fund expenditures;
c. A reserve for future capital needs of 2% of the value of general fund
buildings and structures with an annual set aside of S%of the reserve
need;
The funds identified in "b" above may be used at the Council's discretion to address
temporary cash flow shortages, emergencies, unanticipated economic downturns, and
one-time opportunities. They provide flexibility to respond to unexpected opportunities
that may help the City achieve its goals.
2. Lowers the following funds below the following:
a. The Industrial Development fund—a cash flow reserve of I S%of
expenditures and a capital reserve funded with all revenue excluding the
General Fund transfer;
b. The Special Assessment fund-an analysis will be conducted offuture needs
and a reserve based on that analysis will be targeted;
c. The Storm Drainage fund-a cash flow reserve of SD%of annual revenues
and a capital reserve based on the capital improvement plan with a
minimum of I00%of annual revenues.
Council options for further reserves include:
a. Transfer to increase the reserve of another fund that is not at the
establi.shed target;
b. To finance un funded necessities of the previous year's budget reductions;
c. To pay off debt with a portion of the reserve;
d. To finance the expansion of City services;
e. To offer property tax, or other tax relief. ... "
With respect to Guideline C (1),he recommended a single undesignated, standardized target
reserve, within the following operational time frames. This broader target reserve would allow
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more flexibility and be less restrictive�when dealing with emergencies, as monies are not
specifically earmarked and could be used to address any current emergency or project. Also,
because we derive a great deal of our cash flow from sales and property tax and those are for the
most part, consistent, the reserve requirement couid be less. Additionally, the utilities and
hospital are operating separately with their own reserves, reducing our need to meet large
expenses due to failure or emergency. While the city would be out of compliance, even with the
3 month reserve target, 3 months would be our minimum goal and a level to work toward. This
type of reserve structure would also make reporting and understanding our reserve situation
much easier.
Lanning said the City doesn't need this large of a reserve (6 months). A three month(25%)
general fund reserve should be adequate. The Council noted that Mike Williams, former City
Manager, identified separate reserve lines for cash flow, emergency, and future capital. Lanning
said the reserve is needed for emergencies. We also need an active capital improvement
replacement program. The calculation needs to be simplified.
The Council will review proposed revisions to the policy on December 7th with potential action
on December 14th
Review 2°d Pennv qroiections and pronosed proiects. City Manager Alan Lanning provided �
the Council will detail regarding 2° penny funds, both the 25% and the 75%. The aquatic
center was added to the 75% funds for a six year term at$200,000 per year. The streetscape
project was added as a one-time expenditure of$700,000 in 2005 and the carry over of$150,000
from 2004. The fire truck lease payments are listed at $150,000 per year. The years of 2005
and 2007 will experience negative balances in the 75% category, but the following years will
produce additional fund growth. Also,the 25%will have small negative balances from 2005 to
2008 with growth beginning again in 2009. The ci�.y's ability�to engage in other large projects
will be limited;however, additional projects could be considered in 2008. Lanning suggested �
combining these reports into a single"sales tax"project report. There is no longer any need to
split the funds since the law changed allowing municipalities to spend the money as it designates.
Additionally, the ability to split the funds is increasingly difficult as the State produces a single
report. A new report would simply read Sales Tax Revenue/Projects with all funds and
expenditures jointly reported.
Lanning was instructed to speak with SDSU officials regarding the possibility of splitting
Wellness Center costs in 2006 and 2007.
Discussion of Increased Revenue Options. ;
• Sales Tax Rate of 1.9% to 2.0%. The Council agreed to take steps to raise the sales tax
rate from 1.9%to 2.0%. According to the revenue neutral requirements,the rate could
be increased on January 1, 2005 with collection commencing on July l, 2005. An
analysis of the utilities transfer and a review of a 10 year city general CIP was
recommended.
• Third B. There was consensus to move forward with the adoption of the Third B sales
tax. The Council can opt to adopt the ordinance and directly forward it to the ballot.
The Council discussed adopting it in its complete form. A complete investigation of
lodging taxes needs to be done. The Mayor said the Council needs to present a good
unified plan to the public to show how the money will be reinvested into the community °
and what it does for them.
Fire Denartment's 2003 Annual Report. Fire Chief Darrell Hartmann presented the Fire
Department's 2003 Annual Report. It was noted that the city's per capita cost for fire services is
half of the state's average. The Fire Department's total operating budget and budget per capita
has decreased, yet the cost of vehicle maintenance has doubled and calls have increased. Grant
funds are providing cash flow. The Council also discussed the future of ambulance service in
the city.
Leasing Fire Trucks. Lanning presented a 20 year fire truck replacement schedule to the ,
Council. He proposed a$500,000 expenditure in 2005, with payments of approximately �
$166,000 per year through 2010. In 2011, another payment would be made along with the lease
payment, creating an expenditure of approximately $666,000. Beginning in 2012,payments
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would increase to approximately $332,000 per year. After that,provided trade-ins and resale are
consistent with estimates,very small down payments would be required and the payment would
remain fairly constant at the $332,000 level. There was discussion regarding the merits of cash
verses lease purchases. A request was made to research local financing options. There was
consensus among the majority to proceed with the bid specification process to lease trucks per
the proposed replacement schedule.
Aquatic Center. Local donors have provided nearly two-thirds of the funds needed to
complete the project with the City making yearly payments of approximately $200,000 per year
from 2°d penny funds at no interest. The term of the payments would be 6 years, ending in 2011.
The expanded facility would require approximately $28,000 per year of additional funding.
Council adoption of a resolution approving the design phase is needed. Action was scheduled
for November 23ra
Downtown Streetscane. Lanning noted that the City has created commercial and retail centers
by interstate. Now,the City must examine measures to ensure that the downtown survives by
creating opportunities to upgrade their buildings and businesses. The city allocated$150,000 in
2004 for this project. The cost for a complete engineering analysis is $35,000. The study is also
needed to apply for grants and to answer questions from business owners.
Adiourn. A motion was made by Reed, seconded by Whaley,to adjourn. All present voted yes;
motion carried. Meeting adjourned at 9:45 p.m.
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