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HomeMy WebLinkAboutMINUTES Town Board Study Session Budget Meeting 10-30-2003 Town of Estes Park, Larimer County, Colorado, October 30, 2003 Minutes of a Regular meeting of the TOWN BOARD BUDGET STUDY SESSION of the Town of Estes Park, Larimer County, Colorado. Meeting held in the Municipal Building in said Town of Estes Park on the 30th day of October, 2003. Committee: Mayor Baudek, Trustees Barker, Doylen, Gillette, Habecker, Jeffrey-Clark, Newsom Attending: All Also Attending: Town Administrator Widmer, Assistant Town Administrator Repola, Finance Officer Brandjord, Directors Kilsdonk, Linnane, Pickering, Mgr. Hinze, and Clerk O’Connor Absent: None Mayor Baudek called the meeting to order at 6:36 p.m. 2004 BUDGET PRESENTATION – GENERAL FUND AND RELATED FUNDS. Assistant Town Administrator Repola gave an overview of the budget process, adding that the 2004 Budget is based on new Governmental Accounting Standards Board (GASB)-34 accounting practices. Assumptions for 2004 budget include: 1. Based on the adjusted sales tax revenue figure for 2003, the 2004 Budget assumes a 1.8% increase. 2. Salaries include a 1.8% increase at this time. The compensation study is 90% complete and the final report will supply additional information. 3. Health Insurance includes a 10% increase at this time. Finance Officer Brandjord and the Employee Insurance Team are reviewing proposals. 4. Department Heads were requested to reduce their budgets by 5% and in most cases the reduction was provided. Ass’t. Administrator Repola and Finance Officer Brandjord presented the following funds, noting items of interest: GENERAL FUND.  Revenue, expenditures & fund balance. Staff confirmed that figures contained under the 2003 Estimate column are the most up to date estimate available at this time.  EPURA Revenues and Transfers to and from the Town. Finance Officer Brandjord presented an outline detailing significant changes in the budgeting process of EPURA pledged revenues and the transfer of excess funds to the Town.  Legislative. Mayor Baudek reported that the Sister City Committee has announced that Monte Verde, Costa Rica has been selected as the Town’s Sister City.  Judicial: The Budget includes a 10% increase for the Municipal Judge and Court Clerk. Historically, these salaries are increased every 2 yrs. (5/yr.). Revenues are down, most likely due in part to the Restorative Justice Program. Data was gathered on the Court Clerk two years ago; however, Town Board Budget Study Session – October 30, 2003 – Page 2 staff is uncertain whether these two salaries are within the market rate at this time. Concerning benefits, the Town is not expending benefits at the same pace as fulltime employees; these employees are taking advantage of dental and vision insurance. Consensus: retain the proposed 10% salary increase in the Judicial Fund.  Executive. The newsletter, annual report, and computer replacement are included.  Liquor Occupation Tax – Fee Increase. Clerk O’Connor presented research information for the increase of the Liquor Occupation Tax. With the exception of the Brew Pub License whose increase is being proposed at 40%, all remaining licenses are proposed to increase 20%. The most recent fee increase occurred in August, 1997. A determination on this fee increase is expected at the upcoming Budget Study Session November 4th.  Elections. The next regular Town election is scheduled in April, 2004, and Clerk O’Connor is proposing election judges be hired to manage every day operations during the 2-week early voting period. The April election is budgeted at $6,615. In preparation for a Coordinated Election in November, 2004 for the proposed Fire District, the budget includes and additional $3,500.  Finance. At the employee’s request, one fulltime position is being staffed as a “job share” position. Discussions are underway for a half-time position, however, with the job share position, there is no net increase in staffing levels. Ass’t. Repola added that with personnel changes at the Senior Center, he expects that he will share HR processing with Finance.  Community Development. Economic development funds were formerly expensed in this account; however, this particular item will be relocated under the newly formed Economic Development Fund. Although the Bldg. Dept. recently experienced a retirement, the position has not been filled, and the Dept. is attempting to manage full operation with current staffing levels.  Development Application Fee Increase. In a memorandum dated September 25th, Director Joseph reviewed research data for a proposal to increase said application fees that would bring associated fees more in line with associated costs. Implementation of the fee increase could take place over a 2-yr. period – 50% effective January 2004, with the collection of 100% beginning January 2005. A “Minimum Time Demand Chart” dated October 1st was distributed. The budget includes a $5,000 expenditure for “Com Viz” software; however, the expenditure is contingent upon approval of the fee increase.  Discussion followed on the proposed application fee for a variance—from $50 to $350 and extenuating circumstances thereof. Trustee Barker stated that, for the record, the Comprehensive Plan is more restrictive, i.e. requirements for open space (community good), less densities, and the like, and if the community values aspects that cost the landowner, the community should pay for them. Consensus: A determination on this fee increase is expected at the upcoming Budget Study Session November 4th.  Buildings. Property insurance is the driving force behind this fund increase.  Employee benefits: This line item has been adjusted to contain employee Town Board Budget Study Session – October 30, 2003 – Page 3 incentive expenses in one fund in lieu of allocating to all departments. One employee has participated in the Home Ownership Program--$750 cost to the Town.  Community Services Funding: All applicants were notified that funding was not guaranteed in 2004, and the majority of applicants were reduced 5%.  JANCO. Under the Housing line item, JANCO may opt out of their Stanley Ave. Employee Housing Agreement. This will reduce low income and seasonal housing units.  Partners: Mayor Baudek requested and received approval to increase the budget of $3,000 in 2003 to $5,000 for a new tutoring program that would be beneficial to the community. With budget cuts, the tutor is no longer on staff and perhaps this item should be reduced to $3,000.  PaCK. This item was not reduced 5% and stands at $7,500.  Kreative Kids: The original budget request for 2004 was $5,000 and with the 5% cut, the amount is $4,750. Trustee Jeffrey-Clark requested this line item be increased. Staff will confirm this agency’s actual 2003 and 2004 budget requests, and consensus was reached that a determination on the possibility of replacing the 5% budget allocation is expected at the upcoming Budget Study Session November 4th.  Food Tax. This line item has been reduced pursuant to current trends.  Human Services. Reduced 5%.  Radio Reading Service. A new applicant ($250) and the request was not reduced.  School District. Discussion followed on the childcare program for School District and Town employees; the exclusivity of same; prior funding from the Mayor’s Contingency; and the child care issue as a whole.  Advertising. With the possibility of discontinuing the June Rodeo Series, promotion of this event has been omitted in this fund. Discussion included: annexation, increasing the business licensee fee, consideration that advertising should be increased during low economic times, the newly-formed Convention & Visitors Bureau, and confirmation that the national campaign is firm, and that the regional campaign may be adjusted. Consensus: A determination on this fund is expected at the upcoming Budget Study Session November 4th.  Public Safety. The number of personnel is down slightly; 6 seasonal CSOs have been budgeted in lieu of 3, and this number is up for discussion; grant revenues are significant; the Restorative Justice work schedule has been increased; a patrol vehicle is included, a video camera omitted, and the replacement of 7 ballistic vests has been included. Consensus: remove the asterisk for the ballistic vests.  Communications. Discussion on Enhanced 911 and a cost analysis of the inter-agency use of the facilities is underway.  Fire. The copy machine is proposed with a 50/50 cost share with the EPVFD; contributions for replacement of the dive truck (also a 50/50 cost share with the EPVFD) are not as high as anticipated and the Dept. is seeking corporate sponsors. Town Board Budget Study Session – October 30, 2003 – Page 4  Protective Inspection (Building Dept.). A laptop for the field has been included; staffing costs are down.  Engineering. Funding for Methane gas and landfill monitoring continues.  Streets & Highways. Although due for replacement, the G75 vehicle is not included in the budget due to low operation cost; and brief discussion on the rental of sand screen equipment.  Sanitation. Funding is included for portable toilets for Performance Park. Bruce Grant/Estes Park Citizens for Recycling (EPCR), briefed the Trustees on his proposal for a commercial cardboard recycling project presented to the Public Works Committee 10/16/03. In summary, a $17,000 one-time investment is needed, 100 subscribers must participate, and 45 businesses have already agreed to a cost-neutral plan. Discussion followed on site specifics (inside floor space), electricity, etc. Consensus: include the $17,000 funding level contingent upon site details.  Parks. Continuing the Bobcat exchange program, and a one-ton vehicle replacement has been omitted.  Business Development. Includes $5,000 for the Intercept Study (50/50 cost share w/EPURA).  Group Sales/Marketing. Includes a 4% increase.  Contingencies and Transfers. Staff distributed a current worksheet and reported that the fund is not yet finalized. The transfer of $1.3 Million is the primary source of revenue for the Community Reinvestment Fund.  Community Reinvestment. The Bond Park Master Plan figure is an estimate and may not occur until 2005. Consensus: an asterisk be added to the Bond Park Project for submittal to the Public Works Committee; Public Works Dir. Linnane is to provide additional information on the Elk Repellant System for the upcoming Budget Study Session November 4th. Trustee Doylen noted her concern that the fund balance not be depleted, replacing funding future opportunities.  Museum. The majority of a funding request for a copier is contained in the Sr. Center Fund. No change in personnel level in the foreseeable future. The Friends Board continues to provide funding support.  Special Events. Due to the lack of attendance (revenues) from the June Rodeo Series, this event was reviewed and omitted. Discussion followed on reducing the number of weeks from 4, and the substitution of other events. Town Administrator Widmer reported on a funding request ($10,000) from the Estes Park Music Festival for a performance at Performance Park on July 5th by the Colorado Music Festival Orchestra. The Festival is seeking underwriters, and the Town could provide the final $2,500. Consensus: Special Events Mgr. Hinze will provide the cost estimate for a 2-week Summer Rodeo Series to occur the final two weeks in June, and $2,500 for the Music Festival as specified above. The remaining funds carried over to the November 4th Budget Study Session: Town Board Budget Study Session – October 30, 2003 – Page 5 Conference Center Conservation Trust Senior Center Larimer County Open Space Park Entrance Estates & Debt Service Building Authority. Town Board budget decisions will be requested following conclusion of the presentation of the aforementioned Funds and the Enterprise Funds and Other Funds Meeting on November 4th. There being no further business, Chairman adjourned the meeting at 9:49 p.m. Vickie O’Connor, CMC, Town Clerk