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Home My WebLink AboutCouncil Budget Review Minutes - April 30, 2021 Mayor Jerry Merrill Council Members: Christopher Mann Jordan Busby Mikel Walker Tisha Flora Brad Wolfe Bryanna Johnson City Staff: Stephen Zollinger – City Attorney Matt Nielson – Finance Officer Keith Davidson – Public Works Director Alan Parkinson – Planning & Zoning Administrator Scott Johnson – Economic Development Director Deborah Lovejoy – City Clerk Finance Officer Nielson reviewed some Line/Items of the Airport Budget with city staff and Oversight Council Members. Discussion regarding the purchase of equipment such as: Case Magnum 180 Cut Tractor estimated cost of $240,000 Snowbrooms $17,000 Snowblower and accessories $30,000 Finance Officer Nielson reviewed some Line/Items of Cultural Arts Department Budget. Dan North retired as band director for the Madison High School, he presented the proposal of creating a community band. The community band would not conflict with the Tabernacle Orchestra. Council President Busby asked about the type of funding the community band is seeking. They would need about $1,500 for music, $1,500 to purchase some of the instruments and funds to maintain the instruments. A supply budget of about $1000 to purchase music. Council Member Flora asked about the amount of funds the Tabernacle Orchestra is allocated. Finance Officer Nielson said about $5,000 per year. Discussion regarding funding for the Community Band. The contribution could be funded from the General Fund. The other option could be to have the program funded from the Arts Promulgation Fund. Finance Officer Nielson reviewed the proposed Romance and Capital Planning. Discussion regarding the remodel of the Tabernacle and Request for Proposal. Finance Officer Nielson asked about leaving the $95,000 in the budget and redraft the Tabernacle Capital Improvement Plan. The Replace Soffit/FACIA to the Masonry Repointing on the Tabernacle needs to be completed. Finance Officer Nielson reviewed some Line/Items of the Budget for the Golf Budget with city staff and Oversight Council Members. Finance Officer Nielson said he will mainly focus on the forecast for Fiscal Year 2022. The Legacy Golf Course Revenues were reviewed. The revenues in cart rentals and Buddy Pass have increased. He said the daily play at Legacy has also increased. Finance Officer Nielson mentioned there was an increase in revenues in the season passes, senior passes, and college passes. Finance Officer Nielson reviewed the revenues received for the restaurant lease and the winter recreation lease shown in the report above. He asked Golf Pro Garn if people have signed up for the Operation 36 golf lessons. Golf Pro Garn replied about 14 people have signed up; however, they have not paid for the lessons. Finance Officer Nielson said the county has approved the extra funds for the deck at Teton Lakes. Finance Officer Nielson reviewed the Legacy Golf Course Expenses. The cost in fertalizer will be over budget and continue to increase each year. The capital expenses were reviewed. Finance Officer Nielson reviewed the Personnel Expenses for Teton Lakes. Finance Officer Nielson asked if there will be a savings in the pumping power due to the canal. Grounds Manager McFarland said their may be some savings. Finance Officer Nielson reviewed the debt service for course construction revenues and expenses. Council Member Mann said the carpet in the club house needs to be replaced before the year 2025. Discussion regarding the cost of sand. The cost would be an extra $9,000 for the current fiscal year with a 50% split between the city and county. Finance Officer Nielson reviewed some Line/Items of the Public Works Department with city staff and Oversight Council Members. Finance Officer Nieslon expalined the Building Maintenance is split in the areas the work is being completed. Discussion regarding the expnese line for uniforms. Public Works Director Davidson explained empoyee Max Egbert is the Building Maintenance Coordiantor meaning the work he can not complete is sub-contracted . The increase is the building maintenance fund is mainly in the benefits and ICRIMP insurance section. Finance Officer Nieslon reviewed the Engineering Budget and explained the process of allocating the time worked for the engineers to generate an hourly rate based on the projects completed. The operational expenses are marginal. Discussion regarding vehicles accident claims. Public Works Director Davidson asked for the Travel and Training Budget be increase from $1,800 to $2,000. Finance Officer Nielson reviewed the Shop Budget. The Worman’s Compensation Claims Surcharge has increased substantially. He increased the budget on the heat and lights. Discussion regarding the Shop Remodel Capital Item. The roof, raint gutters and icegards need to be replaced. Finance Officer Nielson explained the GIS Department is requesting to return to the staff level before Boonie Moore retired. Council Member Flora said she was under the impression that some of the resposibilites associated with this position were given to other departments. Public Works Director Davidson said the GIS Department is behind on the change in owership as the parcels transfer. The cost of the new employee would be a 50/50 split between the city and county. Council Member Busby asked if the GIS Department is requesting a full time or part time position. Public Works Director Davidson said the GIS Department Head would have a better understanding of the work load for the new GIS postions. Finance Officer Nielson reveiwed the Sanitation Department Budget. The revenues totals are an estimated amount. Finance Officer Nielson said the tipping fees continue to increase every year due to the growth of the city. There may be some changes with the recycling contract. The repairs expense account continues to increase. Finance Officer Nielson reviewed the Street Department Budget. In the operation revenues for streets the Franchise Fees Account continue to increase from Rocky Mountain Power. An estimated $57,000 will be received in grant funds. Discussion regarding taxes collected for city streets. He reviewed the operation expenses for streets. The hired work has increased because a professional company will be hired to complete the stripping of all of the city streets. The work can be completed at a much faster rate by the company. The $120,000 budgeted for equipment repairs is only for parts it does not include the labor. Discussion regarding hired out snow removal. They purcahsed a sand bagging machine so that they don’t have to store sand bags taking up much needed storage room. Public Works Director Davidson expalined the forcasted amount of $360,000 for Fiscal Year 2022 to purchase an excavator for jobs that need a longer reach. The Barney Dairy Park will have a lot of work to complete and a trackhoe will be needed. Discussion regarding the grant for the East Parkway Corridor. The project is estimated to cost about six million dollars the grant is only for three million dollars. There was discussion regarding property taxes. The street repair fund revenues were reviewed. Finance Officer Nielson reviewed the new street construction revenues. Finance Officer Nielson reviewed the Wastewater Budget. Discussion regarding the capacity in the sewer line the City of Sugar and Teton use. Public Works Director Davidson explained the process used to determine the usage of wastewater. Finance Officer Nieslon reviewed the Wastewater personnel expenses. Wastewater Foreman Jared Gunderson requested one new position. There are serveral employees reaching the age of retirement and he would like to have the new employee begin training and certification from the person close to retirement. There are currently six full time employees working at the wastewater treatment plant. Finance Officer Nielson reviewed the capital expenses for the treatment plant. Discussion regarding Asset Security. Finance Officer Nielson reviewed the Wastewater Collection Budget. The forecasted amount in reserves for wastewater are healthy. The current bond payment will cease in about four years. Finance Officer Nielson reviwed the Water Budget. The water revenues were reviewed. The DEQ Loan will be completed this year. The Water Department has a request to add a new full time position. Water Foreman Chuck said general the department has up to four part-time seasonal employees; however, this year there have no applicants to fill these positions. Disscussion regarding over grown grass around the water meters causing additional work. Finance Officer Nielson reviewed some Line/Items of the Budget for the Emergency Services with city staff and Oversight Council Members. Finance Officer Nielson reviewed the Emergency Services Department Reconciliation as of 5/12/2021 Finance Officer Nielson reviewed the Fire Department Shop Charges Report. Finance Officer Nielson reviewed some Line/Items of the Budget for the Legacy Flight Museum with city staff and Oversight Council Members. Discussion regarding the Air Show. There are about 11 donors and the board has collected $50,000 in donations to host the Air Show. They also discussed lighting issues out in front of the building. The parking lot needs better lighting as well. Finance Officer Nielson reviewed some Line/Items of the Budget for Mayor and Council – Mayor’s Youth Advisory Board with city staff and Oversight Council Members. Discussion regarding adding the Mayor’s Youth Advisory Board budget back to the Mayor and Council’s budget. They discussed replacing the chairs that City Council members use. The number of golf carts needed for City Council to ride in for the 4th of July Parade was also discussed. Finance Officer Nielson reviewed some Line/Items of the Budget for Customer Service Department with city staff and Oversight Council Members. Finance Officer Nielson reviewed some Line/Items of the Budget for Information Technology with city staff and Oversight Council Members. Discussion regarding adding a full-time position. If the full-time position is approved the part-time wages budget would be decreased to about $30,000. Finance Officer Nielson mentioned hiring a third party to monitor the security cameras instead of using the Police Department. Finance Officer Nielson reviewed some Line/Items of the Budget for Human Resources with city staff and Oversight Council Members. Human Resources Director Hill said her workload is increasing and will soon need to hire an assistant. She also requested a universal badge printer so that other HR personnel have access to the printer. Finance Officer Nielson mentioned the purchase of a new city check printer. The current check printer has been in operation for 16 years. Finance Officer Nielson reviewed some Line/Items of the Budget for Financial Management/Investments with city staff and Oversight Council Members. Discussion regarding the overtime accrued in the Finance Department. Finance Officer said most of the overtime is accrued by three positions due to training with the financial software. Finance Officer Nielson reviewed some Line/Items of the Budget for Legal Department with city staff and Oversight Council Members. Discussion regarding the Legal Departments Personnel Budget. There will a slight increase in personnel to be able to keep the current arrangement with the two part-time attorneys. Finance Officer Nielson reviewed some Line/Items of the Budget for Police Administration Division with city staff and Oversight Council Members. Police Chief Turman reviewed the Rexburg Police Department call workload from 2014 – 2016. The 2021 call load is up until May 15th. Police Chief Turman explained the need to add a civilian employee to handle the finger printing, evidence, etc. for the department. This position was left vacant when Lieutenant Foster retired. The operation expenditures were reviewed. The dispatch services continue to increase and due to incidents the insurance premimus. Discussion regarding the cost to lease the police vehicles comparied owning the vehicle. Finance Officer Nielson reviewed some Line/Items of the Budget for Police Patrol Division with city staff and Oversight Council Members. Discussion regarding the need to add one new police officer. The university creates an additional workload. The benefits increased; however, he lowered the overtime. Finance Officer Nielson reviewed the operations for the police patrol division. Finance Officer Nielson reviewed some Line/Items of the Budget for Police Division with city staff and Oversight Council Members. Police Chief Turman indicated the additonal cost in investigation travel is due to Vallow/Daybell case. Finance Officer Nielson reviewed some Line/Items of the Budget for Community Policing Division with city staff and Oversight Council Members. Colin Erikson mentioned one of the main funding sources for community policing is obtain grant funds. If the grants are not awarded to them then it effects the budget. He requested the travel and training to not be decreased. H wasn’t able to attend much training class due to the Covid-19 pandemic; however, he will be using those funds to attended some training classes this year. Finance Officer Nielson reviewed the D.A.R.E. Fund. Erickson said he prefers to have a three year contingency for the Shop with the Cop Program. The programs is one of the best programs in the state. Finance Officer Nielson reviewed the Police Animal Shelter personnel and operation expenses. Finance Officer Nielson reviewed some Line/Items of the Budget for Economic Development Department with city staff and Oversight Council Members. Discussion regarding the Research Business Development Center (RBDC) and Regional Economic Development for Eastern Idaho (REDI). Economic Development Director mentioned he is working on different programs the High 5 grant will potential fund. Discussion regarding the subsidy of the entrepreneurial programs. Finance Officer Nielson reviewed some Line/Items of the Budget for Planning and Zoning Department with city staff and Oversight Council Members. Finance Officer Nielson indicated the Planning and Zoning Department will be moved to the General Fund. This will eliminate the yearly budget transfer from the General Fund. There are a total of four employees in this personnel budget. Finance Officer Nielson reviewed some Line/Items of the Budget for the Building Safety Department with city staff and Oversight Council Members. Building Official Bret Stoddard expressed his concerns with the overall budget for the Building Department given that it is fee based. The cost of building materials may slow down development causing shortages in his department. Discussion regarding remodeling the south side of the City Hall Building to accommodate the Building and Planning and Zoning Departments. Finance Officer Nielson said he would increase the budget from about $5,000 to $12,000 for the cost to remodel the building and for furnishings. Finance Officer Nielson reviewed some Line/Items of the Budget for the GIS Department with city staff and Oversight Council Members. GIS Director Cole Hibbard explained the reasons he is requesting a new position for the GIS Department. There is a lot of information and applications on the parcel view that need to be updated. Discussion regarding the amount of time the GIS Departments works for the City/County and surrounding cities. Finance Officer Nielson reviewed some Line/Items of the Budget for the Parks Department with city staff and Oversight Council Members. Finance Officer Nielson said the personnel expenses includes a new full-time position. There was an increase in the insurance fund due to several accidents. Discussion regarding the travel and training fund. Parks Director McInnes recommended additional funds be added to the account. The account was increased by $14,000. There was discussion regarding the funds set aside for the park’s storage shop. Finance Officer Nielson asked if the operation expenses for the quad be kept separate or kept in the park’s operation account. Discussion about Parks and Street projects in the North Highway Urban Renewal District. Finance Officer Nielson reviewed the Parks CIP/Trails budget. The $225,000 grants funds were added twice one of them needs to be removed. Council Member Flora said she understands parks do not generally generate revenues; however, they are a vital part of a community and she believes the park are under serviced. Discussion regarding using funds for the State’s Care Act to purchase playground equipment for the Nature Park. Finance Officer reviewed Park Construction Fund Revenue. Finance Officer Nielson reviewed some Line/Items of the Budget for the Rexburg Rapids with city staff and Oversight Council Members. Rexburg Rapids Manger Maegan Scholes mentioned the issues she is having with keeping personnel on their second and third season due to the rate in pay. The rate pay is minimum wage at $7.25. She would prefer to increase the pay for returning lifeguards and senior lifeguards. Finance Officer Nielson reviewed some Line/Items of the Budget for the Recreation Department with city staff and Oversight Council Members. Discussion regarding a study to gather information regarding the cost for a recreation center. The recreation programs were reviewed. Finance Officer Nielson reviewed the carousel expenditures. Discussion regarding synthetic ice for an ice-skating rink. APPROVED: ________________________________ Jerry Merrill, Mayor Attest: _______________________________ Marianna Gonzalez, Deputy City Clerk