HomeMy WebLinkAboutMINUTES Town Board Study Session Budget Meeting 10-06-2006 Town of Estes Park, Larimer County, Colorado, October 6, 2006
Minutes of a Regular meeting of the TOWN BOARD BUDGET STUDY
SESSION of the Town of Estes Park, Larimer County, Colorado. Meeting
held at Town Hall in said Town of Estes Park on the 6th day of October,
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 8:35 a.m.
2007 & 2008 BUDGET PRESENTATION – GENERAL FUND
Town Administrator Repola presented an overview of the budgeting process. In July,
Dept. Heads were instructed to update their 2006 budget and produced a two-year
budget for 2007/2008; however, only the 2007 budget will be adopted in November.
The primary metrics are the fund balances in the General, Light & Power and Water
funds as well as the impact on the Capital Improvement Plan. The target fund balance
for the General Fund is 30% of annual budgeted expenditures and the utility fund
balance targets are 25% of operating expenses plus one year’s depreciation. Dept.
Heads will present their respective budgets and outline any significant increases in the
department’s budget for the next two years.
Finance Officer McFarland stated the personnel costs and payroll are the largest cost
centers when compared to expenditures. Staff is predicting a 4.3% increase in the
current staff expenditures including Cost of Living Adjustment (COLA), merit, bonus and
CML salary adjustments. Health insurance is predicted to increase 11%; however, if a
dual plan is offered, the increase could be less. Workmen’s compensation will increase
5% and the Town will pay an additional .5% to PERA next year. Employee assistance
plan will increase approximately 2%.
GENERAL FUND. Each fund was reviewed and requests for additional information is
noted below:
Legislative – Miscellaneous professional services include an update to the
comprehensive plan, citizen survey and any unforeseen projects. The
comprehensive plan shall be increased to $20,000. The training budget has
been increased due to the rising cost of travel and includes 9 out-of-state
conferences, 7 in-state conferences and money for miscellaneous trainings.
Award funds shall be removed from the catering and special circumstances
line item and a separate award line item shall be created. The Citizen
Information Academy will become a line item under the training budget.
Judicial – Judicial salaries are increased every 2 years by ordinance and have
traditionally been increased by 5%. The next increase would be considered
during the 2008 budget. The assistant judge is paid an hourly rate and no
retainer is paid. The O&M will be updated to include $1,000 left out of the
proposed budgets for 2007/2008.
Executive – The 2006 professional services decreased due to a change in
staffing levels; however, the 2007 & 2008 budgets will increase due to the
addition of a Deputy Administrator. O&M is down for 2006. A copier purchase
has been included in the 2008 budget. Legal services will be allocated to the
appropriate departments, decreasing the budget line item for the executive
Town Board Budget Study Session – October 6, 2006 – Page 2
budget. All Town Board legal expenses would continue to be included in the
executive budget. The 2007 budget includes hiring a Human Resources
consultant to evaluate the Town’s current system and provide assistance in
developing new processes and components for an organization the size of the
Town. The pay study budgeted for 2006 will not be completed and could be
added in 2008 or 2009.
Finance – Revenues include financial services provided to the Estes Valley
Recreation and Parks District and the Library. Personnel increases are due
to the reallocation of salaries with corresponding decreases in Light and
Power and Water funds. These reallocations along with a transfer from these
2 funds, based on net income instead of gross income, will provide a healthier
bottom line for the utilities for the bond market. Staff will confirm when the
last RFP for audit services was performed. Trustee Blackhurst requested
staff provide a list of all account numbers.
Mayor Baudek announced a 5-minute recess at 10:00 a.m., and the meeting was
reconvened at 10:05 a.m.
Police – Due to the recent vacancies in communications, the department is
restructuring the department into three divisions (Police, Communications and
Community Services) to become more efficient and cost effective.
Communications and records would move under the supervision of an
administrative sergeant, an exempt position. A fourth sergeant position would
be added with a three-year rotation in responsibilities. This would expose
future leaders of the department to all aspects of the organization. The
addition of a sergeant position would not increase the overall personnel
expense due to the elimination of the 2 communication positions. A
Community Services division would be created to address those areas that
are not basic police services such as school resource officer, restorative
justice, community resource officers, in town code enforcement and animal
control. Amanda Nagl/ Restorative Justice Director would be appointed as a
civilian director to oversee this division of the department. A Drug Task Force
Investigator will start January 1, 2007 and will be assigned to the Larimer
County Drug Force with a five-year rotation. The Police will be fully staffed
with patrol officers as of the end of this year. Revenues remain steady with a
slight increase due to event coverage at the Budweiser Event Center. The
event center reimburses the Town in full for overtime paid to the officers that
work events. O&M increases significantly for maintenance contracts in 2008
due to the wireless citation package purchased to reduce records
management. A sign directing citizens and tourists to the Police
Department will be added to the government building account.
Education fees, uniforms and equipment increased in 2006 with the addition
of training and outfitting the new officers; therefore, there will be a
corresponding decrease in 2007/2008. Two vehicles will be replaced in both
2007 and 2008.
Police Communications – Providing personnel services for a new director
hired by LETA with all expenses directly reimbursed to the Town. LETA
revenues should be updated to reflect the reimbursement. Discussion
followed on how best to footnote these pass through services. Staff will
review accounting options for the LETA pass through and follow up at a
future meeting. The supervisor position and communication manager has
been eliminated and an administrative sergeant overseeing communications
and records has been added. A master communication dispatcher position
has been created to provide advancement within the department. Move the
replacement of the second floor sliding door to the communications
center to the governmental buildings budget and complete the project in
2007. No capital expenditures anticipated for 2007/2008 and all
communication equipment is replaced by LETA.
Town Board Budget Study Session – October 6, 2006 – Page 3
Community Services – Personnel includes 3 FTEs and 3 seasonal
employees. Staff will provide a single spreadsheet that shows all 3
police funds to provide a clear picture of the department’s overall
budget.
Fire – Reviewed the scope of services of the department. Revenues include
grant funds for the purchase of mobile data terminals for the fire trucks and a
separate grant for a thermal imaging camera. Personnel levels would
increase with the approval of a training officer to be added mid year 2007 and
an increase of the ¾ secretary to full time in 2008. The training officer would
maintain the training records, provide quality training, increase the availability
of training to the volunteers and respond to calls. This position would also be
available to step in when the Chief is not available. O&M contains funds for
the replacement of personal safety equipment. Capital includes funds for a
statue to be placed in front of the fire station commemorating the 100th year
anniversary of the volunteer fire department. The Board agreed that the
volunteers should not be asked to fundraise for the statue; therefore,
the Town should purchase the statue. Equipment to be replaced includes
fire hose, hydrant flow tester, thermal imaging camera and the replacement of
the type 6 (mini pumper) engine that is contingent upon the passage of the
fire district.
The next Budget Study Session is scheduled October 13th, 8:30 a.m. – 11:30 a.m.
There being no further business, Mayor Baudek adjourned the meeting at 12:04 p.m.
Jackie Williamson, Town Clerk