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Home My WebLink AboutMINUTES Administrative Committee 1993-11-18RECORD OF PROCEEDINGS I Administrative Committee November 18,1993 Committee of the Whole:Mayor H.B.Dannels,Chairman Board of Trustees Attending:Mayor Dannels,Trustees Hix,Brown, Dekker,Doylen,Gillette,Habecker Also Attending:Town Administrator Kiaphake, Assistant Town Administrator Widmer, Town Attorney White,Department Heads Linnane and Matzke,Deputy Clerk Kuehl Absent:None Chairman Dannels called the meeting to order at 2:00 P.M. 1994 ENTERPRISE FUND BUDGETS -PROPOSED Assistant Town Administrator Widmer reviewed the revenues and expenses of the Light &Power and the Water Funds,adding that the total revenues of these two funds constitute 50%of the total Town budget.Light &Power revenues increased 2.8%and expenditures increased 2.6%,causing an increase in total retained earnings. The projected Water Fund budget includes an anticipated 5%rate increase.The Water Fund revenues decreased 6.6%due partly to the $50,000 reduction in fire hydrant fees.Staff confirmed which capital outlay projects would be submitted to the Committee for further action and which projects would require pre—authorization to bid. ESTABLISH LIGHT AND POWER AND WATER FUNDS AS ENTERPRISE FUNDS - RESOLUTION Assistant Town Administrator Widmer explained that formal action is needed through resolutions to establish both the Light &Power and the Water Funds as Enterprise Funds.Many communities are executing this type of action.As the TABOR Amendment specifically exempts enterprise funds,this action would be in compliance.The Committee recommends approval of the proposed resolutions to establish Light &Power and Water Funds as Enterprise Funds. EXPENDITURE CONTROL BUDGET POLICY -RESOLUTION Because the TABOR Amendment encourages a “spend it or lose it” attitude,a resolution adopting an Expenditure Control Budget Policy is being considered.This policy would include the following: 1.OPERATING BUDGET:The operating budget for each department or division will be set each year at the past year’s level plus an allowance for inflation and growth.This budget assumes the same level and mix of services is maintained,and may be adjusted for extraordinary circumstances by the Town Administrator. 2.LINE ITEM EXPENDITURES:Within each department or division’s operating budget,the department head will be empowered to move expenditures between line items as necessary to respond to changing circumstances without prior approval from administration. 3.GENERATED:Any savings generated within a department or division’s operating budget during a calendar year shall be shown at year—end as a reserve,and may be spent by the department/division in subsequent years for any purpose consistent with the department/division mission except for additional personnel. RECORD OF PROCEEDINGS Administrative Committee November 18,1993 Committee of the Whole:Mayor H.B.Dannels,Chairman Board of Trustees Attending:Mayor Dannels,Trustees Hix,Brown, Dekker,Doylen,Gillette,Habecker Also Attending:Town Administrator Kiaphake, Assistant Town Administrator Widmer, Town Attorney White,Department Heads Linnane and Matzke,Deputy Clerk Kuehi Absent:None Chairman Dannels called the meeting to order at 2:00 P.M. 1994 ENTERPRISE FUND BUDGETS -PROPOSED Assistant Town Administrator Widmer reviewed the revenues and expenses of the Light &Power and the Water Funds,adding that the total revenues of these two funds constitute 50%of the total Town budget.Light &Power revenues increased 2.8%and expenditures increased 2.6%,causing an increase in total retained earnings. The projected Water Fund budget includes an anticipated 5%rate increase.The Water Fund revenues decreased 6.6%due partly to the $50,000 reduction in fire hydrant fees.Staff confirmed which capital outlay projects would be submitted to the Committee for further action and which projects would require pre—autliorization to bid. ESTABLISH LIGHT AND POWER AND WATER FUNDS AS ENTERPRISE FUNDS - RESOLUTION Assistant Town Administrator Widmer explained that formal action is needed through resolutions to establish both the Light &Power and the Water Funds as Enterprise Funds.Many communities are executing this type of action.As the TABOR Amendment specifically exempts enterprise funds,this action would be in compliance.The Committee recommends approval of the proposed resolutions to establish Light &Power and Water Funds as Enterprise Funds. EXPENDITURE CONTROL BUDGET POLICY -RESOLUTION Because the TABOR Amendment encourages a “spend it or lose it” attitude,a resolution adopting an Expenditure Control Budget Policy is being considered.This policy would include the following: 1.OPERATING BUDGET:The operating budget for each department or division will be set each year at the past year’s level plus an allowance for inflation and growth.This level assumes the same level and mix of services is maintained,and may be adjusted for extraordinary circumstances by the Town Administrator. 2.LINE ITEM EXPENDITURES:Within each department or division’s operating budget,the department head will be empowered to move expenditures between line items as necessary to respond to changing circumstances without prior approval from administration. 3.GENERATED:Any savings generated within a department or division’s operating budget during a calendar year shall be shown at year—end as a reserve,and may be spent by the department/division in subsequent years for any purpose consistent with the department/division mission except for additional personnel. RECORD OF PROCEEDINGS Administrative Committee,November 18,1993 —Page 2 This resolution would be in effect for two years;however,could be canceled at any time or renewed at the end of the two—year period. The Committee recommends approval of the proposed resolution adopting an Expenditure Control Budget Policy. 1994 BUDGET HIGHLIGHTS -REVIEW Town Administrator Kiaphake reviewed the 1994 budget highlights including: •General Operations. •Joint Budget Committee recommendations. •Enterprise Funds. •Miscellaneous issues: •Tabor compliance. Full Time Payroll increase of 3.5%. •E-911 and Police Dispatch responsibilities. •Marketing of Conference Center. •Street overlay program. Water contribution to General Fund. •Fire Department Facility Study. •Open space set—aside. •Housing. •Advertising. •Special Events. Contingency for Mayor and Board. Future budget considerations: •Changes in status of Joint Budget Committee Recommendations (Joint Budget Committee). •Special Events Detail Budget (Special Events Committee). Water Rate Increase (Public Works Committee). Business License changes (Administrative Committee). 1994 BUDGET -RECOMMEND APPROVAL The Committee recommends approval of the 1994 Budget.When the request for budget approval is made at the Town Board meeting, Trustee Brown requested the CACEP and Museum budgets be separated due to a conflict of interest.This would allow Trustee Brown a vote on the remainder of the budget. POLICY AGENDA -1993 OUARTERLY PROGRESS REPORT Assistant Town Administrator Widmer presented and reviewed the quarterly progress report for the Board’s 1993 Goals.Of the 18 original goals,10 have been completed.The Board was asked to consider goals to be included in the 1994 Policy Agenda.The Committee acknowledged receipt of the report. There being no further business,Chairman Dannels adjourned the meeting at 3:25 P.M. A f Tina Kuelil,Deputy Town Clerk N0V231993 IC u: TI I -.J