HomeMy WebLinkAboutMINUTES Town Board Study Session Budget Meeting 11-10-2006 Town of Estes Park, Larimer County, Colorado, November 10, 2006
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 10th day of
November, 2006.
Committee: Mayor Baudek, Trustees Blackhurst, Eisenlauer, Homeier,
Levine, Newsom and Pinkham
Attending: All
Also Attending: Town Administrator Repola, Finance Officer McFarland,
Clerk Williamson
Absent: None
Mayor Baudek called the meeting to order at 9:35 a.m.
2007/2008 BUDGET PRESENTATION – ALL FUNDS.
GENERAL DISCUSSION
Administrator Repola stated the executive summary of the budget has been updated
with changes recommended from previous budget sessions. Finance Officer McFarland
reviewed each account. 2008 the total expenses will be 31% of the expenses of the
General Fund balance.
Discussion regarding the budget and how you balance the budget. They discussed that
personnel is budgeted at 100% and the Town has never hit 100% they traditionally hit
93% which will make the budget balance. Fund balance will not decrease if this is what
happens in 2007.
Randy the trend line for personnel will not change however the ending fund balance
expenses as a percentage of General Fund balance will be 41%. We are going to look
at were we are in regards to other mountain communities are we above or below the
average on the personnel costs.
Blackhurst we need to have philosophical discussion on how we growth our revenues
for the Town and the business community.
Pinkham – we tend to go through this sequentially and look at each department. We
need to have the Town Board Study session have a philosophy of were we want to go
and the performance goes for the departments can relate to what the Town Board goals
are. All supervisors are on the same page when doing performance reviews and how
people are compensating. Homeier the department heads did not have a clear picture
of what the goals are of the Town Board. Pinkham we do not want to micro-managed
but the managements needs to know what the Board expects from the departments.
Setting parameters and policy on where we are going.
Comp plan increased to 20,000. Pride awards moved to own account and CIA as well.
Judicial – extend expenses to 2007 and 2008 of 1,000 a year. No changes to 1300 &
1400, 1500 – Finance being reallocated over time from utilities to general funds, 1600 –
no changes,
1700 – O&M included the police sign, second floor door moved out of the police section
1800 – Randy this is were the picnic and Christmas party and we have an employee
housing assistance out of this program that matches saving funds. We have discussed
Town Board Budget Study Session – November 10, 2006 – Page 2
a housing stipend wants to look at this during the compensation study. Phased out a
Christmas cash bonus last year and we did the logo items in lieu of the cash bonus in
2006.
1900 – Community Service fund – no changes.
Summary page for the police department – 3 divisions
2100 – Randy cut 2 vehicles in both 2007 & 2008. Blackhurst would like staff to
look at vehicle depreciation and replacement schedule.
2155 – Communications – 1 contract person was removed to accurately reflect
the personnel costs. The funds come out of the personnel line item if there is a need to
use a contractor. We are receiving a 3% for taking care of the LETA pass through.
2175 – We are not going to do any reorganization until after discussions can be held
this spring. The Mayor would like to request the school pay for half of the SRO. Staff
will follow up with the school.
2200 – Fire - the personnel have been asterisk (secretary and training officer). The
Trustees would like the statue to be a community effort and would like the asterisk and
come back to the committee. This should be a recognition of the effort of our
volunteers. Randy this is a thank you for those that are doing it now and have done it in
the past. We might ask the committee to help us raise the funds. The community
should be involved and support the fire department. Scott stated we do miniatures for
the firefighters as well. Will come back to the public safety committee.
Training officer – it is a back up to the chief as well of training. Pinkham if it is really
training can we draw on the resources in the valley and at a minimum explorer the
options. Blackhurst would also like us to look at contracting. This position would be a
volunteer coordinator to manage the training, firefighter, overseeing maintenance of
building, etc. The workload would demand the position at one time. We should discuss
at the committee level to discuss the 5 year plan for personnel of the fire department.
We could discuss what the next full time person should be. Blackhurst – how has the
chief’s job changed to require an additional full time personnel. He does not think the
committee has heard what has changed to require an additional personnel. Randy we
need to discuss cost recovery outside of the town limits. Chuck would like the
department heads to bring to the committee level the need for additional staff or change
of the FTE level to committee prior to the budget. Pinkham if managers are doing
clerical duties – we need to make sure allocation of duties are being done by the correct
staff member. Budget for a full time secretary in 2007 and pull out training officer. The
pumper truck has been removed from the budget.
2300 – revenues were adjusted
2400 – no changes
3100 – no changes – street sweeper – not replace it at a significant costs with half the
capacity, look at a different style of sweeper. Chuck does not think we should delay it
but looking at an alternatives – Blackhurst agrees, Newsom thinks we need to spend
the money to get the right equipment. Asterisk the item and bring it back to the
committee and any savings will go back to fund balance. Dave will come back to the
committee with his recommendation and what is necessary.
3200 – department will be merged into 3100.
5200 – personnel levels have been allocated correctly and place next to the FTE the
number of FTEs.
Town Board Budget Study Session – November 10, 2006 – Page 3
5600 – Transportation – gave more explanation of the shuttle contract. Community
Development committee will hear the route selection. Blackhurst stated to offset the
cost of the shuttles with advertisement. Randy this would be done by the CVB and
funds would come into the General Fund or the CVB to minimize the amount of
transfers to the CVB in the future. Macdonald does not have a problem with
advertisement on the buses.
5820 – CVB – 222-2700 – the 2700 account has been merged with 5500. Tours and
development account 222-2700 was removed.
9000 – no change
11:43 – break – 10:52
Community Reinvestment – CVB landscaping has been moved to this fund and out of
CVB fund – 25,000 and 50,000 curb and gutter. Asterisk both. Site prep for the theatre
has been added at 600,000 and asterisk. Pickering this is the first phase and it will not
be a finished product. Repola we will come back to committee with what the 25,000 can
complete – finish the islands that surround the building. We can work with the tree
board to continue plantings. John and Dorla would like to see it done. Discussed the
river stabilizations and a lot of money is going to be needed to address what the cost
would be and a plan. Bob Goehring thinks that 20,000 could provide some plans and
perhaps drawings. Staff will add 20,000 to the 2007 to do a study for the stabilization of
the bank. Homeier – how critical is the situation. Public Works could keep an eye on it
and PW could place some rock in that area to help it from eroding further. We will get a
study started sooner than later to determine what needs to be done. Riverbank
stabilization.
Museum – merge the hydro plant into the museum fund.
Conservation trust fund – no changes.
Senior fund – no changes
Open space – 400,000 added for the purchase of Hermit Park. And this item will come
back directly to the board for final approval. Dry Gulch trail – partnership with the
county and this item would come back to committee before any action would take
place.
CVB Fund – 2000 – no changed, 2600 – correction of 3 FTE which is 2 part time and 2
full time. New admin clerk that was formerly a contractor and there will be an increase
in benefits - job description will be produced and the FTE will be renamed. Staff will
determine whether or not this can be recovered from the architect because he left it off
the drawings. Staff will determine with Greg White whether or not we can obtain this
from the architect for his error. Trustees would like to see 2 handicap doors entrances.
We will asterisk and rename building remodel and come back to committee for
discussion. Staff will have the architect come to committee as well to discuss the issue.
Blackhurst did not hear the justification of the need for 2 FTEs. Pickering stated the
new person would focus on removing the gap between the transfer and revenues. They
think they can growth substantially by bringing on one person that can growth the
revenues. Chuck – the contract person is not fulfilling it is easier to get rid of the
contractor versus an employee. We are going to have to increase our revenues. The 2
half time positions are to absorb the growth of the visitor base. We are just shifting the
focus and effort.
2800 –
Town Board Budget Study Session – November 10, 2006 – Page 4
5500 – 5820 account has been absorbed into this account.
5800 – 21,000 a year through 2008.
303/404 – Park Entrance Estates – talk with attorney – we are going to put back into the
property – plan for it and do it in 2008. By the end of 2008 it will be done.
502 – no changes
503 – no changes – revenues reflect the rate changes or the change in demand.
605 – no changes
606 – medical fund – minor changes to the percentage and
612- fleet maintenance - personnel changes and FTE allocations.
625 – IT – data processing - $14,000 each year
Steve reviewed what would happen if we start using the vehicle replacement fund the
fund would go negative in 2011. Steve will review this process in 2007 and make a
recommendation to when the fund can be used with the current funding and whether or
not to raise the rate. We treat it as a transfer out of the GF and it might be more
relevant to expense it to each department as we do IT. What are the numbers and start
expensing it. Blackhurst there should be a relationship of the vehicle replacement and
depreciation of the vehicles.
Fire Pension- acturail studies noted.
710 – police pension – no changes
Theatre Fund – no changes
Personnel distribution – will appear in the final document. Adding a line for the
seasonal employees separate from the full time employees.
What percentage is charged to each department as FTEs.
General discussion
We will have the 2007 line item along with the revised 2007 column.
PINE KNOLL APARTMENT:
We have had discussions about the town purchasing 2 units. We currently have 6 units
that the town rents to employees at 90% occupancy. If not, we could rent out to other
agencies. There has been interest in other agencies in the area which would be market
rate. 140,000 – 145,000 range. Affordable housing level are not filled at the higher
rental level – section 8.
Homeier – thanked staff for their effort and appreciate the work that has gone into the
budget.
Meeting last night the developer of KingSoopers – if they are successful in securing the
land necessary the property at Lexington Lane and Hwy 7 would need to be rezoned
from RM to CO for the moving of the lumberyard. They close on the property the 1st
quarter of 2007.
Town Board Budget Study Session – November 10, 2006 – Page 5
There being no further business, Mayor Baudek adjourned the meeting at 11:30 a.m.
Jackie Williamson, Town Clerk