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City Council - 10/26/1989 EDEN PRAIRIE CITY COUNCIL APPROVED MINUTES THURSDAY , OCTOBER 26 , 1989 7 : 30 P. M . CITY COUNCIL CHAMBERS 7600 Executive Drive COUNCIL MEMBERS : Mayor Gary Peterson, Richard Anderson , Jean Harris , Patricia Pidcock, and Douglas Tenpas CITY COUNCIL STAFF , City Manager Carl J . Jull ie , Assistant to the City Manager Craig Dawson, Finance Director John D. Frane , and § Recording Secretary Barb Malinski PLEDGE OF ALLEGIANCE ROLL CALL : All members present. I . APPROVAL OF AGENDA AND OTHER ITEMS OF BI.TSINSSS MOTION: Anderson moved , Pidcock seconded , to approve the agenda with the following additions : II . D. Moderator for Landfill Meetings, November 6 & 8 II . E. Communication from City Manager Motion carried unanimously. II . NEW BUSINESS A. Resolution Supporting Funding for H.O. M . E. and South} Hennepin Human Services Coun;il in 1990. Hennepin County Budget (Resolution No. 89-209 ) Harris explained the Resolution spoke for the City' s support of continued funding for the human services councils, specifically South Hennepin. She said this was a joint powers agency established by the cities of Eden Prairie , Bloomington , Edina, and Richfield. MOTION Harris moved , Pidcock seconded, the adoption of the Resolution Supporting Funding for H.O. M. E. and South Hennepin Human Services Council in 1990 Hennepin County Budget ( Resolution 89-209 ) . Motion passed unanimously. i City Council !Minutes October 26 , 1989 { Tenpas suggested if the other cities didn ' t approve this financing , Eden Prairie should direct its $ 11 ,000 contribution to specific programs within the City. Harris informed the Council the Board of SHHSC decided to bring in an organization specialist to do an in-depth study of its mission. Tenpas would like Council to be informed if one of the cities chose not to continue participation in SHHSC. B . Discussion of 1990 Proposed General Fund and debt Levy Budstet Peterson suggested that Council set another meeting to make decisions can budget . Pidcock said she did not want . anything approved at this time . Harris suggested Jullie go through the budget and she did not see any need to make decisions until a future meeting. Jullie explained that the tax base figure was not available . Tenpas would prefer to have dollar amounts listed rather than percentages in the budgeted areas . Jullie pointed out that the City's growth n estimated market value for 1990 is $269 million, which is 13,4 percent of the tax base . Tenpas inquired if it was due to inflation or construction. Jullie said it was both--new construction amounted to 7 .8 percent of that figure ( over 50 percent ) and inflation was 5 . 6 percent . This information is available through the assessment records. Tenpas requested a copy of this information. Peterson asked about comparative inflation figures for each class of property. Jullie began on page 1 of the 199D Eden Prairie budget proposal . Tax levies were the dollar amounts needed to support the General Fund used for day-to-day operations ( operating fund ) . In 1989 , there wasn' t any tax levy on equipment certificates. A substantial tax base increase had been anticipated for 1990, so the levy was deferred as long as possible ; an $800 , 000 levy in 1990 would keep up with that fund. The bottom line on tax levies shows quite a wide percentage difference. Tenpas inquired if there were rules and documentation explaining the certificates. Overall debt service levies would be up $600 , 000 from 1989 . a Page 2 - Revenue Sources The proposed revenue from non-tax sources is lower than 1989 , an example being transition aid . The transition aid is similar to the homestead credit aid . In 1987 the homestead credit was $644 , 000 and it would have been $994 , 000 in 1989 . Harris asked where the "lost" revenue of $99.1 , 000 showed or. the proposal. After considerable 2 City- Council 'Minutes October 26 , 1089 discussion , it was decided that staff would provide further information. Permits and fees shored a large change because the revenue anticipated from building permits had not been realized for several years . Cable TV was higher because the franchise fee increased after Rogers Cable Systems sold its operation . Pidcock questioned why court fine revenue was going down . Frane replied the amount of money was shared and now other agencies are taking z larger portion of the revenue . Page 3 - Revenues { Pidcock questioned actual TZF Administration in 1988 of $200 , 000 and the 1989 estimated of $ 1 0, 000 . Jullie said that the staff became aware of a legal interpretation which would permit this level of revenue . Tenpas asked if the School Liaison officer position had shared funding by the City and school . Tenpas questioned what was included in the $100, 000 miscellaneous item. Jullie said easements along Highway 5 were an example that cost $70 , 000 . Page 5 - Legislative Jullie stated the Suburban Rate Authority request should be $1 , 400 rather than $14 ,000 . The total request for the Department is $ 76 , 000 . The figure for recording secretaries ' had increased because proper accounting had not been done for all the meetings . Page 6 - Elections Jullie explained the increase in Full-Time Employees is due to the election year. Page 7 - Administration Tenpas questioned mileage figures as they occurred throughout the budget. Jullie said the mileage reimbursement is $ .25 per mile and the department heads have a $200 monthly allowance fee. Tenpas questioned the mileage for all departments and would like further information. Tenpas requested some procedural changes in the mileage allowance and Peterson asked for rationale . Page 8 - assessing Department Harris questioned the Overtime increase. Jullie explained the deadline established by Hennepin County for submission of assessments and the Board of Review time required substantial effort of staff . Pidcock asked how many assessors the City has . Jullie said there are 6--one of which works •1 out of 5 days permanently, Pidcock asked for clarification on the total number of parcels appraisers completed. 3 City Council Minutes October 26 , 1989 c Page 9 - Inspections , Safety , and Facilities Tenpas commented that if building activity is falling , the number of permits and inspections should also be decreasing. Jullie explained that staff is following up on work . Tenpas asked if an inspection safety facilities projection could be done for 1990 . Page 10 - Safety Tenpas inquired .hat the $4 , 000 was for Training . Jullie said these funds are for seminars . Tenpas would like information on how much money was spent for safety training for 1989 . E Page 11 - Facilities Tenpas asked if the City had investigated contracting custodial service . Tenpas raised concern about the increase in the custodial staff and Jullie explained the increase was for service provided in part: and maintenance shelters . Park 12 - Park administration and Planning Tenpas wanted information on the two Park Planners. Jullie stated the City did have one park planner and was sending out work which was not cost efficient . ) Page 13 - Park Maintenance Jullie further explained the increased tasks will require additional personal services . Anderson asked if it was possible to go with seasonal part-time workers . Peterson thought the ParI:s, Recreation, and Natural Resources Director should answer these questions at a future meeting . Tenpas questioned the matter of the total cost spent on uniforms ( including police ) for the City . He would also like a breakdown of 4230-Repair and Maintenance Supplies . Page 14 - Parks Maintenance Capital Outlay Anderson questioned if the asterisked items should be included in the general budget because the referendum had failed . Harris thought the trails and bypass lanes are safety issues . Tenpas agreed . Tenpas thought bike paths and capital equipment could be discussed at a future meeting . Peterson commented the Director may be able to review the section for trails , list them, estimate costs , and recommend priorities . Page 15 - Natural Resources Tenpas questioned what was performed by the people listed under park maintenance . Jullie said these are park maintenance staff who spend their time in such activities 4 City Council Minutes October 26 , 1989 as tree removal and trimming ; their time is .shown in this budget for accounting purposes . Page 16 - Recreation Administration Tenpas requested detail on 4390-Copier Lease and *Iaintenaiice . Anderson would like to see rite Hall and the parks become more visible recyclers. Peterson a-greed the Council could demonstrate to the community that the City is taking recycling seriously. Tenpas suggested assigning it to the haste management commission. Page 18 - Beaches , Marina , Concessions Tenpas questioned the $600 mileage figure and asked for 4 information on it . Page 19 - Organized Athletics Anderson questioned 4415-Awards . Jullie explained the revenue fees offset the awards . Tenpas wondered why revenues did not equal proposed expenses . Peterson questioned raising fees and getting the rationale from Bob Lambert . Page 22 - Adaptive Recreation Tenpas noted that the City paid $37 ,000 into adaptive recreation , and asked what was returned to the City in ( services . He would like a report on these expenditures . Page 23 - Historical & Cultural Commission Tenpas requested information on the historical programmer. He also questioned 4321 -Printing and Postage. Tenpas further requested Jullie to inform the Council Members in advance of announcements in the newspaper. Anderson commented that the Council should be more specific on the items . Tenpas requested this an agenda item at a regular Council meeting. k Page 28 - Police Tenpas commented on the communications center operating equipment which is valued over $300 ,000 and requested additional information on this proposed acquisition. Jullie explained E. F . Johnson wished to have a demonstration system and the City may be able to operate on such an arrangement and get the system at a less capital cost . Jullie informed the Council a line under Contractual Services should be added for License and Training , $30 , 700 . He stated this is an increase over last year. Page 29 - Civil Defense Tenpas questioned if a federal requirement stated how 5 City Council Nin11tes October 26 , 1989 close sirens are located . Jullie responded , yes . Tenpas asked where the siren budgeted for is -going . Dawson said in the West Central part of the city . Tenpas inquired how many more are needed . Dawson responded that two more were required. Page 32 - Public Ivorks/Engineering Tenpas asked for information on the computer system proposed to be purchased with state funding assistance. Anderson asked Jullie if the City has a special procedure for handling overtime. Jullie replied that each department head has the jurisdiction to authorize overtime . Anderson would like to examine, the City' s overtime policy . Peterson agreed that it would be good for the Council to review. 4 Page 33 - Streets and Drainage Pidcock inquired why the contracting mowing was not in the Parks and Recreation budget . Jullie notified the Council that these dollars began as an experiment to maintain the median in Prairie Center Drive and had proven to be cost a effective . Tenpas also requested information on the 581000 request to purchase a new telephone system for the Parks and Public Works building . Page 3.1 - Equipment Maintenance Pidcock inquired why some police car repairs were not in the public works budget . Tenpas desired a breakdown of 4386-Communication System Maintenance , 4240-Tool Supplies , and 4550-Other Equipment . a� Page 37 - Shared Services Tenpas requested additional information on Shared Services . He also inquired of the possibility of getting a total of each line item, i . e. overtime, postage , etc. , throughout the budget . ' Page 38 - Data Processing Tenpas questioned when is it prudent to own a computer system . Frane explained the City would have a system if there were a location in the City offices for it . Page 39 - Legal Counsel Tenpas asked if dollars were budgeted for landfill litigation . Jullie responded that litigation has come from reserves , although $50 , O00 is budgeted in 1990 . Harris commented some thought should be given to budgeting more for this . MOTION: Pidcock moved , Anderson seconded , to adjourn the meeting 6 Cit;: Council Minutes October 26, 1989 Cat 1 1 : 00 p. m. Anderson moved , Tenpas seconded , t.o withdraw the motion to adjourn. C . Set Date ( s ) for Future Budget Deliberation fleet inic( s ) MOTION : Pidcock moved , Harris seconded , to set the future budget r meeting on November 14 at 7 : 30 p.m. following the Joint City Council/Historical and Cultural Commission meeting which would be rescheduled to begin at 6 : 00 p . m. D. Moderator for Lan l Me.dfiletinsts . November 16 & 28 M Anderson stated that Phyllis Reha offered her services for moderator for the landfill meetings . s MOTION : Anderson moved, Peterson seconded, that the City accept the offer of Judge Reha to be moderator for the .landfill settlement proposal meetings . a Pidcock thought someone totally independent from the case would lower public emotions . Harris inquired if another moderator could be obtained. Anderson withdrew his motion. Several comments were made about the merits cif having Judge Reha or another person moderate the meeting . MOTION: Anderson moved , Peterson seconded, to secure the services of an administrative law judge to moderate the public meetings for the proposed landfill settlement . Motion passed 4-1 ( Pidcock opposed ) . MOTION: Harris moved, Pidcock seconded, to adjourn the meeting at 11 : 20 p. m. Motion passed unanimously.