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HomeMy WebLinkAboutBudget Workshop September 23, 2014JEFFERSONVILLE CITY COUNCIL BUDGET WORKSHOP Tuesday, September 23, 2014 Council Chambers The Common Council of the City of Jeffersonville met in a budget workshop on Tuesday, September 23, 2014. Council President Julius called the meeting to order at 6:00PM and members present were: Councilperson Samuel, Councilperson Sellers, Councilperson Payne, Council Vice President Gill, Councilperson Smith, Councilperson Glover, Councilperson Owen. Absent: Councilperson Zastawny_ Also present were: Council Attorney Scott Lewis, Street/Sanitation Commissioner Clark Miles, Assistant Stephanie Miller, City Engineer Andy Crouch, Assistant Becky Snelling, Vehicle Maintenance Director Bubby Vissing, Controller Amy Deering, Assistant Controller Heather Metcalf. Street/Sanitation Street Coepartment: The Council questioned the Performance Increase Pool that is in the all the department budgets_ Councilperson Glover stated that the Performance Pool was designed to leave the decision up to the department head as to how much of a raise an employee would receive based on their performance. Councilperson Smith stated that the City paid for a study and offered classes to the department heads to guide them on how to determine raises. Councilperson Samuel recalled that the determination was made to wait on giving out raises until the caps came back so that they were sure they had the money and then retro it back to the beginning of the year_ After Council discussion, it was determined to set a policy to put the Performance Increase Pool funds from all departments under the City Council and after the circuit breakers come back, release the money for raises. Councilperson Owen stated that he has no problem with placing the Performance Increase Pool funds under the City Council so long as when it's time to release that money the Council releases it as a whole to all the department heads. Vice President Gill made a motion to put all the Performance Pool line items under the City Council budget, seconded by Councilperson Payne, PASSING on a vote of 8-0_ Councilperson Samuel made a motion for all budget numbers that Council approves to be sure that the rates of pay not change from 2014 to 2015 until after the Circuit Breakers are back and then do it all on May 1s`. Also requests that Controller Deering make sure the numbers stay the same as 2014, seconded by Vice President Gill, PASSING on a vote of 8-0. Ms. Miller explained that some of Sanitation's budget is being reallocated to the Street Department's 201 Fund and that is why some of the line items look as though they have been doubled. Ms. Miller stated that Salt, Calcium, Chloride will not be available to purchase until November_ The salt that the City uses is a better type of salt for the environment, melts at a lower temperature, is denser and doesn't bounce off the road when applied. Ms. Miller stated the cheaper salt is more expensive in the long run because it is harder on the equipment. Sanitation Department: Mr. Miles stated that in Fund 44 — Sanitation, he would like to change the position of Secretary to Administrative Assistant I. Everything else stays the same. Councilperson Owen questioned $300,000 under Vehicles and Ms. Miller stated that it was for two packers (garbage trucks). Councilperson Samuel stated that the City has vehicle ordinances that haven't been followed very well and suggests moving this under the City Council budget, keep track of what they anticipate they will need and then they can come before the Council and present their requests. Councilperson Samuel made the motion to take all the capital expenditure accounts in 2015 and place them under the City Council's budget so all capital expenditures $5,000+ are approved by the Council prior to purchasing, seconded by Councilperson Smith, PASSING on a vote of 7-1. City Engineer Council informed Mr. Crouch that the Performance Increase Pool line item is being transferred to the Council's budget which was passed at tonight's meeting. Councilperson Sellers stated that she wants to be sure Mr. Andy Couch, City Enbineer, salary is listed correctly in this budget by removing 80% of his salary from the Sewer Department to the General Fund. Mr. Crouch stated that this was discussed at a Sewer Board meeting, but doesn't remember the exact percentage breakdown from Drainage, Sewer and General Fund. Councilperson Samuel asked how the PERF was calculated and Ms. Deering stated that it was 13.5% in 2014 and 14.2% in 2015 including all salaries, overtime, on-call pay, etc. Mr. Crouch noticed that his title as City Engineer and salary isn't listed on the 2015 Budget Report and Ms. Metcalf stated that it will be added. Councilperson Owen questioned the over 100% increase in overtime and Mr. Crouch stated that they had an employee who was the System Electrician who, due to some Human Resources issues, changed from a salaried position to an hourly position. Councilperson Owen questioned how the Professional Services line item is used and Mr. Crouch explained it will be used if they ever need a study or evaluation done. It's not used every year, but it's available on an as -needed basis. Vice President Gill remarked that ADA has been increased by $100,000, which was greatly needed. Mr. Crouch stated that they are going to use a portion of that money to do an entire inventory of their sidewalk system for ADA compliance. Vice President Gill explained that Mr. Crouch budgeted $20,000 in the 50/50 Fund for this year's budget, but the money was never moved into the fund. Mr. Crouch needs this money, so it was taken out of the General Fund, but moving forward Council needs to decide where his 50/50 money will come from — Cum Cap, General, or EDIT Funds. Mr. Crouch stated that this money is used on a "per -call" basis — when a resident calls complaining about their sidewalk needing repair or replacement. Council questioned why the Equipment — Street Lights is funded under Engineering Department when Chief of Staff Rick Lovan takes care of all the street lights. Vice President Gill and Councilperson Sellers stated that if this budget line item is under the Engineer's Department budget, Mr. Crouch should be in charge of the street lights. Mr. Crouch stated that he will make note of it. Vice President Gill remarked that the money is under his budget, therefore, he is responsible for it. Council requested the EDIT Fund Professional Services ($600,000) name be changed to Sidewalks. Council requested moving Electric Utility and Traffic Signals from Dept. 090-BPW to the Engineering Department. Mr. Crouch stated that they have requested in their 5 -Year Long Range Capital Improvement Plan a new bucket truck for City Electrician Jeff Johnson. Mr. Crouch stated they request one every year and it always gets cut. The Parks Department has offered to buy the old bucket truck and then a new one would be purchased for Mr. Johnson. Vice President Gill requested Mr. Crouch to attend the next Finance Committee meeting and present this request. Vehicle Maintenance Council informed Mr. Crouch that the Performance Increase Pool line item is being transferred to the Council's budget which was passed at tonight's meeting. Councilperson Owen questioned the reason for the utility budget increase in 2015 and Ms. Miller stated that utilities weren't appropriately budgeted for this year and they have already had to take $2,500 from the VM Department's Transfer Out (fuel) line item and placed it in the Natural Gas Utility line item to cover the costs and there are still three more payments left in the year. Ms. Miller stated that the Electric Utility line item is nearly depleted and they will need another $1,000 for the December 2014 electric payment. Councilperson Owen questioned why Training dollars in their budget is up 300% for 2015 and Mr. Vissing stated that they haven't used any training in the past, but will have to start training with the addition of the new Chevrolets from the Police Department. President Julius questioned the nearly 25% increase in Motor Equipment Supplies and Mr. Vissing explained that a lot of the Chevrolets are going out of warranty and they are anticipating more expenses. Councilperson Owen questioned the 30% increase in Contractual Services and Mr. Vissing explained that at this time he is doing all the maintenance and is looking to have someone else come in and help do some of the maintenance such as cleaning the restrooms. Councilperson Smith questioned how the cost is shared with the County when fuel prices rise and Mr. Vissing explained that it's based on "first in and first out". When VM Dept. gets the fuel, it's charged out with a 5% increase and when the County gets fuel, they are paying the 5% on whatever the fuel costs at that time. Mr. Vissing stated that it's averaged out. Mr. Vissing and Ms. Miller stated that Sanitation reimbursed the VM Dept. for their portion of fuel and repairs through the Transfer Out line item. Ms. Metcalf explained that in 2014 the account was inadvertently cut from the budget because they were unaware that Transfer Out was earmarked for fuel. Councilperson Samuel stated that they wouldn't have cut this from the budget if they had known it was for fuel and asked that it be renamed Transfer Out -Fuel and Ms. Metcalf agreed. Councilperson Samuel also asked that the $300,000 that was cut be put back in the budget for 2015. Councilperson Sellers made a motion to ADJOURN at 7:50pm with Councilperson Payne seconding, PASSING on a vote of 8-0. K---/ .4/4e Dennis J s, President Vicki Conlin, Clerk