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2013-07-15 CC Minutes SpecialJ^-110 Nbertville Small Town Uvin9 . BigCie Ufa. V ALBERTVILLE CITY COUNCIL WORKSHOP CITY HALL COUNCIL CHAMBERS Monday, July 15, 2013 ADOPTED MINUTES 1. CALL TO ORDER The meeting began at 7:48 p.m. Present: Mayor Jillian Hendrickson and Council members Rob Olson, Larry Sorensen, John Vetsch and Dan Wagner Absent: None Others Present: City Administrator/Engineer-PWD Adam Nafstad, Finance Director Tina Lannes, City Clerk Kimberly Olson, and Samara Postuma 2. PRELIMINARY BUDGET CALENDAR Nafstad reviewed the proposed workshop dates of August 12 and 19, stating the preliminary budget must be adopted at the September 3 City Council meeting. Sorensen stated the Fire Relief Association would like to come to the first of the upcoming budget work sessions and confirmed that would be the August 12 meeting. 3. BUDGET DISCUSSION Lannes provided an overview of the budget process, stating the preliminary budget is due by September 15 and the general levy can only be decreased, not increased, after that. The final budget is due by December 15, 2013, so the budget will need City Council approval at the December 2 City Council meeting. Vetsch stated stormwater improvements for the recent flooding areas will be a big item to discuss — he stated he was not aware the flooded area extended as far as it did. Nafstad suggested they focus on two main infrastructure projects in 2014: stormwater improvements to 54t' Avenue NE and Barthel Industrial Drive NEarea and 571h Street NE street improvements to coincide with the Church of St. Albert's improvement plans. Olson inquired about funding the stormwater improvements and Nafstad replied the stormwater improvement project will have a significant impact on reserve funds. City of Albertville Page 2 of 3 City Council Workshop Minutes Meeting of July 15, 2013 Lannes reported that Albertville is slated to receive Local Government Aid (LGA) funds this year and will receive the official notification in August. She stated that staff recommends that any and all LGA received should pay back the SAC fund. She explained that putting LGA funds into operations would be a risk to the City if they should not receive the full amount or no longer receive it in the years to come. She stated they will be looking at the enterprise fund rates this fall. Lannes reported the City has a three percent levy limit imposed on them and it is due to the LGA they will be receiving. She stated that staff is proposing to present Council the three percent levy limit for operations for the preliminary 2014 budget. The debt levy is in addition to operations levy and is not part of the levy limit. The City is bound by the debt payment schedule. Lannes stated the numbers in her budget are very fluid as she must estimate increases in items such as fuel, insurance, cost of living increases, and materials. Actual figures for some of these items will be verified in August. Clerk Olson reported the City's voting precinct is beyond recommended capacity. Staff recommends splitting the City into two voting precincts rather than one. There will be some additional upfront costs and staff would need to find a suitable location for another precinct, but there would be much less congestion for voters and would be easier on election judges and staff. Nafstad reported they are looking at overall room rental policies. He stated the City Hall building is used heavily by non-profit groups and they consist of about 75% of the rentals. The City does not gain revenue by its rental fees. The time associated with room rentals is nearly equivalent to one full-time position. There are equipment replacement needs and costs associated with upkeep of the room and equipment. Olson stated surrounding cities charge a fairly nominal fee to their non -profits and Nafstad stated they are not looking to make money, but to offset the costs associated with having a building and rooms available for rental. Council suggested coming back with a proposed rental rate schedule. Nafstad inquired if there were items Council would like to see in the budget. Hendrickson suggested possible lobbying. Olson would like to have a lobbyist group present their services to the City Council to see if the Council would like to pursue using those services Albertville's community needs. Nafstad stated they are still researching Wads. Vetsch inquired about River Rider transportation service. Nafstad replied that Albertville's share of the combined multi -city cost is not big enough to warrant adding it as a line item in the budget. Sorensen inquired about fiber connections for communications. Nafstad stated there are funds in the City Hall capital reserves and he would recommend that the STMA Ice Arena fund their M:\City Council\Council Minutes\2013 Minutes\M 07 15 2013 CC Workshop Minutes.doc City of Albertville City Council Workshop Minutes Meeting of July 15, 2013 Page 3 of 3 portion of the fiber connections to their building. Lannes stated that it could be a loan to help the STMA Ice Arena budget. Hendrickson inquired if there was enough for website support and two annual newsletter the City will produce. Lannes replied she increased the budget for these items. She added that she also added funds to replace the City's computers on a regular basis. 4. ADJOURNMENT Motioned by Sorensen, seconded by Hendrickson, to adjourn the meeting at 9: 06 p.m. Ayes: Hendrickson, Olson, Sorensen, Vetsch and Wagner. Nays: None. Absent: None. MOTION DECLARED CARRIED. Respe fully submitted, imberl . Olson, ity Clerk M:\Public Data\City Council\Council Minutes\2013 Minutes\M 07 15 2013 CC Workshop Minutes.doc