What was on the agenda

11 items as recorded in the minutes, each with a plain-English summary of what was at issue.

1. A1Open budget workshop and set overall budget-review approach

   Opening discussion on how to conduct the 2017 budget workshop and use staff input on year-to-date receipts, capital needs, building maintenance, equipment and staffing.

   The council used the first budget workshop to frame the 2018 budget as a broad review rather than a line-by-line final decision. The mayor asked staff to identify building, equipment, facility, revenue, and staffing needs before the council returned to the numbers.

   No formal vote is shown in the transcript; minutes were not available in this bundle.

   • budget process
   • capital planning
   • staffing

   Discussion only
   0:12↗o'clock Monday June 19th 2017 budget workshop here first one of the year and I like to open it with discussion on last year when we we went through this we kind of went through some of the stuff early then we got in later in the budget cycle we we started scrutinizing differently1:50↗what don't we know that we need to anticipate as a budget overall and I think it a couple of things certainly the furnaces here the roof on them on the shed down by the ball fields the hair makeup system over in city offices and what types of things do we need to know

2. A2Building inspection contract and electronic permit process

   Discussion with Andy about the building-inspection contract, electronic forms, permit processing, printing, software, and whether the city should continue contracting or bring inspection work in-house.

   Andy told the council that, under the current percentage-based building-inspection contract, the city’s direct inspection costs were mainly printing and that electronic forms and shared files could speed service. The council discussed putting fillable forms online, using a submit button, clarifying which routine permits the building official could review without a planner, and later deciding whether to continue contracting or hire inspection staff.

   No formal vote is shown in the transcript; minutes were not available in this bundle.

   • building inspection
   • electronic permitting
   • contract services

   Discussion only
   10:30↗on the building inspections that budget line item you know that the only really thing that I want to bring to the table is you know maybe five six seven hundred dollars in printing that's really the extent of the city's liability as I see it for inspections14:44↗as we get into some of these bigger commercial opportunities that that are being talked about in the city and what does that look like from the city cost in revenue standpoint certainly as our contracted building inspector could appreciate your input on it but and the council has to make a decision to continue to work …20:01↗by the end of June certainly the middle of July if we're going to continue with this relationship I could have those documents available electronically

3. A3City facilities inventory, shed condition, and recycling/cold-storage use

   Discussion of city-owned buildings, possible facility inventory, the shed/recycling building, cold storage needs, and whether county recycling funds could help pay maintenance costs tied to recycling use.

   The council discussed creating an inventory of city buildings, including roofs, useful life, and maintenance needs. The shed/recycling building drew attention because of its condition and possible reuse or replacement, with discussion that county recycling funds might cover a proportional share of maintenance if the city documents recycling use.

   No formal vote is shown in the transcript; minutes were not available in this bundle.

   • facilities
   • cold storage
   • recycling building

   Discussion only
   3:01↗so we're Joel here I mean that's part of what want me to hear from Joel is what's happening with our buildings that the city responsible for both the public building ban the pavilion for park buildings and so what what are we anticipating from a capital improvement standpoint either replacement or refurbishment what ki…47:07↗we've been told if we can identify how much what percentage of that building is used for recycling they will cover some our maintenance cost to that percentage so we can say that building is 40 percent recycled goods in there they will cover a percentage of of maintenance cost to that building

4. A4Planning review, permit fees, and faster resident service

   Discussion of reducing residents' planning and permit costs and turnaround time by letting the building official handle routine reviews where appropriate and coordinating with the planner.

   Andy told the council that, under the current percentage-based building-inspection contract, the city’s direct inspection costs were mainly printing and that electronic forms and shared files could speed service. The council discussed putting fillable forms online, using a submit button, clarifying which routine permits the building official could review without a planner, and later deciding whether to continue contracting or hire inspection staff.

   No formal vote is shown in the transcript; minutes were not available in this bundle.

   • planning fees
   • permit turnaround
   • resident costs

   Discussion only
   17:16↗if you could could help us from your perspective so what else can we do to reduce costs to our residents that are looking to do some simple addition some simple work now I understand a complexity of a commercial building or brand new home or a major addition there are some things like to say Dex there's probably some t…24:29↗I think that's the biggest ones that people complain about is to permit fees and you know everything's being sent to the planner and it's understandable some things have to go to the engineer for review but you know if if more things can be done by the building officials that are being sent to the planner that be grate…51:41↗one of the big ones is obviously going to be like what routine activities can be handled while the building inspection process is going on it and I can really hold it all with Liz does because there's a lot of that stuff that I don't know

5. A5Code enforcement process and budget options

   Discussion of complaint handling, when code-enforcement matters should go to the planner or council, possible budgets for code enforcement, and whether seasonal help could stretch consultant dollars.

   The council discussed whether complaints should go directly to the planner, come first to council, or be triaged by staff depending on the type of violation. Andy emphasized that effective code enforcement costs money and suggested setting a defined annual budget and possibly using lower-wage seasonal help for mailings and inspections under consultant guidance.

   No formal vote is shown in the transcript; minutes were not available in this bundle.

   • code enforcement
   • complaints
   • seasonal help

   Discussion only
   1:00:10↗okay what does this do to cost residents cost taxpayers in general which is a deal or levy and where is it where's the reasonable response it may not be any different it may be some of this can be done like a dog complaint some of these things are fairly simple1:07:37↗to make sure that there's an adequate budget for code enforcement as the city has a constantly say you know what we've decided we're going to spend five thousand seven thousand ten thousand dollars a year whatever it is1:14:48↗you can take that five thousand dollars or whatever it is and stretch it a little bit further by letting me and Liz advise somebody else how to do and guide applying for that

6. A6State small-city aid, LGA, and road/bridge revenue

   Discussion of small-city aid, local government aid, and road/bridge funding expected from the state.

   The council reviewed expected state aid and LGA, then walked through road maintenance costs including culverts, small tools, repair invoices, ditch mowing, fuel, and shouldering. Members also noted that a future meeting would address how to fund reconstruction through assessments, levy, bonding, or possibly a franchise fee.

   No formal vote is shown in the transcript; minutes were not available in this bundle.

   • state aid
   • LGA
   • roads

   Discussion only
   1:20:08↗the age of small city there were three of us small cities that got back since thirty nine seven whatever so as little as it was compared to what they were insinuating they're going to get last year1:21:25↗which last year was 14,000 and this here is seven yeah so for the budget next year we'll have the 27 LGA and the expected 39:7 and in addition this year for our roads we can have another two seven we expect yes

7. A7Road maintenance operating budget, equipment, and fuel

   Discussion of road and public works operating lines, including ditch mowing, culverts, small tools, equipment repairs, travel/shouldering, and fuel purchasing.

   The council reviewed expected state aid and LGA, then walked through road maintenance costs including culverts, small tools, repair invoices, ditch mowing, fuel, and shouldering. Members also noted that a future meeting would address how to fund reconstruction through assessments, levy, bonding, or possibly a franchise fee.

   No formal vote is shown in the transcript; minutes were not available in this bundle.

   • road maintenance
   • public works
   • equipment

   Discussion only
   1:23:45↗talk about rolling bridge so Joe do you have records of what it took to do is a bit small you because you have that with my average it takes four weeks in the first pass1:31:53↗well Road originally we had 5300 in culverts I'm sorry 13,000 in culverts we pudges it 8 around 5300 over I'm assuming we're done buying culverts for this year1:37:28↗in repair the maintenance we budgeted ten thousand we're already at twelve what we're bad with that event alert2:29:54↗if there's an option for some pre-buy looks like it's going to make a difference it certainly should do it

8. A8Parks, recycling, trails, and ice-rink budget lines

   Discussion of parks, trails, wood chips, recycling/refuse disposal, repairs to park equipment, restroom rental, and the ice rink/warming-house area.

   The council discussed creating an inventory of city buildings, including roofs, useful life, and maintenance needs. The shed/recycling building drew attention because of its condition and possible reuse or replacement, with discussion that county recycling funds might cover a proportional share of maintenance if the city documents recycling use.

   The council reviewed park and recycling-related operating lines, including trail wood chips, refuse disposal, mower repair, portable restroom rental, and ice-rink water and location needs. No decision was made, but staff were asked to think through which lines needed adjustment.

   No formal vote is shown in the transcript; minutes were not available in this bundle.

   • parks
   • recycling
   • ice rink

   Discussion only
   1:26:59↗we have any other trails that you got two people right now trails I'm 20 X park is that some we have to know yep your morning are we putting chips down in there anymore2:31:46↗utility services refuse disposal we're already five hundred thirty bucks over on that I'd only get worse cuz we're halfway through yet2:38:01↗and as our time I grass here last year took 44 go to water to fill it up now our time from now Parks and Rec yes however you come over you keep it in and divided it out

9. A9Fire department budget status and road reconstruction financing

   Discussion of pending fire department budget information and possible ways to fund road reconstruction, including bonding, assessments, levy, or a franchise fee.

   The council reviewed expected state aid and LGA, then walked through road maintenance costs including culverts, small tools, repair invoices, ditch mowing, fuel, and shouldering. Members also noted that a future meeting would address how to fund reconstruction through assessments, levy, bonding, or possibly a franchise fee.

   The fire department budget was not reviewed in detail because the city was still waiting for information and the fire representative could not attend the meeting.

   No formal vote is shown in the transcript; minutes were not available in this bundle.

   • fire department budget
   • road reconstruction
   • bonding

   Discussion only
   2:02:40↗we don't have in here the fire department in there yet because we're waiting for a good organism man so unfortunately I was not able to because he would be able to be here today2:03:30↗I think now that we know what gets from the state we can certainly have that discussion and the fact that we're going to be having a meeting on how we're going to fund it how much is going to be assessed how much is going to be potentially loved Eden and Maci bonded2:04:19↗I talked to Bruce Kimmel today and he would be Jubilees talk about reconstruction bonding and franchise has another way to cover top four roses

10. A10Public works staffing and employee wages

    Discussion of public works staffing levels, seasonal help, brush cutting, winter work, and possible employee raises.

    The council discussed whether current seasonal public works staffing was enough for mowing, brush cutting, trails, and winter work. A council member said the city should consider raises because employees had not had a raise since 2007.

    No formal vote is shown in the transcript; minutes were not available in this bundle.

    • staffing
    • public works
    • wages

    Discussion only
    2:06:27↗sometimes our staffing level you know you step three from a full-time employee I don't have a bunch of chumps that our nose can be counted on and they can only work so long and maybe didn't have especially get on how we want to staff that differently2:09:48↗I think we need to consider hundreds of species raise for employees - if only had been raised since 2007 that's a long time so we need to think about that how much and how we want to go about that I think our employees do a good job and deserve a raise

11. A11Next meeting and adjournment

    The next budget meeting was noted for July, and the workshop was adjourned.

    No formal vote is shown in the transcript; minutes were not available in this bundle.

    • adjournment

    No action
    2:10:41↗the next meeting is scheduled for July same bat time same bat location he's uh just a general summary of this meeting numbers seven so sign it is already meeting adjourned

Sources

Documents and recordings archived for this meeting, when available.

• Document

  City Council Budget Meeting — 2017-06-19 Budget Minutes (2017-06-19)

  Minutes · Monday, June 19, 2017

  2 pages

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• Video

  Meeting recording

  YouTube

  Transcript · 877 segments · 2:11:39

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