OPENING Mayor Hellar called the special workshop of the city council to order on Friday, June 26, 2009 at 5:30 p.m. in the council chambers at City Hall, 1123 Lake.
ROLL CALL Council members Boge, Newton, Snedden, Logan, Reuter and O’Hara were present.
BUDGET WORKSHOP
Councilman Boge announced that the CPI was prevalent as it’s based on the economy. He stated that the CPI for 2008 was -1/2%, 4% for 2007, and 3.34% for 2006.
PLANNING DEPARTMENT
Planning Director Jeremy Grimm suggested cutting the Professional Services IHA project of $7,500 as it has not been utilized. He suggested striking the entire amount for this budget as urban renewal can provide the funding for affordable housing plans and any other work needed for the program. He also recommended cutting $500 to $750 from his photocopies budget. He explained to Councilwoman Logan that budget item Professional Services – water review was for the fees collected for applying for the water boundary expansion to pay for the review and studies when the funds were collected and wasn’t for expenditures. He said his planning department works with public works department to administer the applications. Councilwoman Newton felt this item should be budgeted under the public works water department. There was a consensus to cut $750 from Planning Department photocopies.
Jeremy Grimm explained the IHA project would have a match when applied for a grant and the funds would be allocated for a consultant. He said the scope of the project was to conduct the housing study with the intent to proceed with additional grant funding with the Bonner Community Housing Association. Councilman Reuter commented that this was a poor study from the grant funding and wouldn’t help with the affordable housing cause. Mayor Hellar concurred. Jeremy Grimm noted it was a discretionary item and described it as an affordable housing project fund. Councilman O’Hara asked if the urban renewal agency could be involved with a 50/50 split for the project. Councilwoman Newton didn’t feel $7,500 was enough to conduct another needs assessment. Mayor Hellar stated there was no need to do another needs assessment. Councilwoman Logan and Councilman Snedden concurred. Councilwoman Newton suggested removing this item until there was better focus. There was a consensus to eliminate the IHA project in the amount of $7,500.
Jeremy Grimm explained to Councilman O’Hara that professional services in the amount of $5,000 was used for outside consultants for surveying, appraisals, analysis, land use research or professional consulting. He stated to date he has utilized $5,000 for the GIS base layer map work. Councilwoman Newton asked why this wasn’t used from the GIS budget. Jeremy Grimm said it’s a stop gap measure for funding for outside professional expertise for an appraisal or disputed property lines. He explained the GIS budget is for funding the base map and parcel layers with specific applications for GIS use for a planning aspect. He said if the funds weren’t provided, there would be no funds to hire a professional consultant. He said he would keep city council up to date with expenditures and would be more willing to move the funds around as he felt this line item was important for his department. He explained the GEM grant in the amount of $50,000 was for the airport for an economic study with no match. He said the only grant with a match is the $4,000 Various Possible Grant. He said the Economic Stimulus Grant is a Federal Grant to be used for the bio-mass generation grant which is due this winter for a project generating heat and electricity using waste product from the McFarland Pole yard. He told Councilman Boge the funds spent so far for the Planning Commission was $228, the Historic Preservation Commission spent $5.20, Arts Commission spent $3.62 and the Pedestrian Advisory Committee and Bicycle Advisory Committee has not spent any money to date. Councilman Reuter noted that the Bicycle Advisory Committee volunteers their personal funds when needed. He suggested combining all the committee/commission line items. Councilwoman Logan disagreed and felt it was important to have them separated. There was a consensus to approve the changes to the Planning Department budget.
URBAN FORESTRY BUDGET
Jeremy Grimm explained $10,000 under special department supplies was for the street trees for the neighborwood program. Councilwoman Logan loved the program and hoped to increase this budget for years to come. Councilman Reuter concurred. Jeremy Grimm said they would need to add $9,300 to special department supplies in order to retain the entire program. Councilman Reuter suggested adding $5,300 to that budget. Councilwoman Newton noted public education is required before a citizen receives a tree. Mayor Hellar suggested suspending the program for one year rather than cut training and continued education for staff. Jeremy Grimm added city council could direct a fixed amount for trees and that the funds could be re-directed. Councilwoman Newton said the current budget would allow 100 trees to be planted from now until September. She agreed with the mayor to suspend this project for one year. Councilman Reuter pointed out this would be a way for citizens to feel good about the city during hard times and is a good program for the benefit it yields. He stressed the need to respect the time the volunteers have spent on this program.
Councilman Boge requested a dollar amount for next year’s budget by excluding each employee’s work week by two hours per week excluding the fire department, but not reduce wages. He said based on his calculations, this would provide a total savings of $191,360 per year. Councilwoman Logan suggested leaving the special department supplies budget at $10,000 and to keep the entire Urban Forestry budget at $20,700. Councilman Reuter and Councilman O’Hara concurred. Council members Boge and Snedden were undecided.
PARKS AND RECREATION DEPARTMENT BUDGET
Parks and Recreation Director Kim Woodruff stated that government buildings decreased 3.7% with a savings of $6,885, an increase in parks and grounds of .85% of $5,117, increase of .5% for Memorial Field of $326, zero increase for Parks Structures and a decrease of 9.6% for the Community Hall Budget with a savings of $2,220. He stressed the lifeguard program provides a safe venue for families at City Beach. He noted the State of Idaho has cut lifeguards from their program due to the economic situation. He stated it costs the city $70,000 to upkeep Memorial Field with $35,000 received from fees. He said the field is used by the school district and Festival at Sandpoint. He said the city could either retain their ownership of the field and raise their fees or create a partnership with the school district. He noted that the city owns the property and structures but that there were concerns with the grandstands and lights. He explained the field is a special use venue and has a contract with the Festival at Sandpoint on an annual basis to maintain the field during their event. Councilman Reuter stated that he didn’t want to make any cuts for Memorial Field even though he was aware the city was subsidizing the school district for use of the field.
Kim Woodruff explained to Councilwoman Newton the increase for equipment rental from $300 to $3,000 was the cost for snow removal at city hall. He explained to Councilman Reuter the $1,000 increase in R&M buildings and grounds was based on actual figures for this fiscal year and went over budget used for emergency repairs, elevator inspections, fire extinguishers, carpet cleaning, fire sprinkler inspections, mats for city hall, and heating and cooling contract for city hall. He noted that he removed the expense for installation of new carpet for city hall. He explained the funds not expended are used as beginning cash for the next fiscal year. Mayor Hellar pointed out she informed department heads to save and not spend the funds unless necessary in order to have money in reserves. Councilwoman Newton suggested cutting the equipment rental budget to $300 as Mr. Woodruff shouldn’t be charged for snow removal with a consensus from council. She commented that the public works department doesn’t charge for snow removals for other areas of city property. Councilwoman Newton proposed cutting $3,000 from special projects which was for the purchase of holiday lights with no consensus from city council. Councilwoman Logan suggested purchasing LED lights. Councilman O’Hara volunteered to donate the lights to the city. Councilman Boge felt it important to have the lights as Sandpoint is a resort town.
Councilwoman Newton noted that salaries and benefits line increased significantly since 2006 under Parks and Grounds. Kim Woodruff explained there was a shift between recreation and parks ground budget for wages between 2006-2007. He said professional services-comp plan in the amount of $25,000 was a place holder in case the $30,000 budgeted for this year wasn’t spent. He stated that the budget for fuel and Parks and Grounds special department supplies were based on actual. Councilwoman Logan requested that Mr. Woodruff provide the actual figures he has spent for special department supplies to date. He explained the reason for the $2,000 decrease in R&M buildings and grounds was because he intended to communicate with the urban renewal agency to see if they would fund the purchase for the pilings for City Beach swimming area. Councilwoman Newton commented that there would be less revenue for the Community Hall as Bonner County now has the facilities to use for their meetings. Kim Woodruff stated he would not be asking for any proposed increase in fees for marina fees. He felt the city’s money would be wasted in the cost to install boat washing stations at City Beach and Memorial Field. He said it should be the State’s responsibility as they are receiving the funds to operate the stations they intend to set up. He suggested waiting a year before the city provides the funding for the boat wash stations. Councilwoman Logan stated that she has communicated with Kate Wilson, Program Coordinator of the Pend Oreille Basin Commission, with the possibility of receiving a grant for setting up a boat wash station at City Beach.
Kim Woodruff noted the only increase in the Parks Memorial Field Budget was for fuel. Councilwoman Logan asked Mr. Woodruff to explain why the fuel has increased in all his budgets as there was no increase in other departments. Councilwoman Newton suggested cutting back on mowing to cut the costs for fuel and do less in preparation of the fields for the current season. Kim Woodruff explained Memorial Field has the only regulation baseball field in Bonner County. He stated there was an impact on the use of the field based on the level of turf. Councilman Reuter stated the parks master plan will define levels of service for turf. Kim Woodruff suggested not painting the lines for sports teams with the goal to cut one part-time position or to fund other sources. Councilman Boge suggested cutting fuel by $1,000 in the Memorial Field Budget. Kim Woodruff suggested looking at his fuel budget for actual use to date before it was cut.
Kim Woodruff noted there was a zero increase in the Parks Structures Budget. He noted those who use the concession stand at Memorial Field pay for the electricity only with no revenue to the city. Councilwoman Newton suggested charging a minimum fee for using the city’s structure. Kim Woodruff noted that he has been working hard to shift the fees associated with the structures on the field to the school district. Mayor Hellar raised concern if the city taxpayers should subsidize those who utilize the fields. Kim Woodruff stated the Community Hall budget was reduced by 9.6%. City Clerk Maree Peck noted that the reason for the increase of revenue from the Community Hall was because the hall has been utilized more.
Kim Woodruff said the Recreation Fund Budget decreased 2.05%. He explained that facility rental is $11,400 for the fairgrounds, $8,385 to the school district, and $12,000 for city fees that go back to the Parks Improvement Fund for grants. He explained the Recreation Fund is funded through recreation fund tax revenue and the remainder is paid to balance the budget through the general fund. He explained that the budget went down $16,000 to budget the balance as referred on Transfers In under Revenue Projections increasing the beginning cash. He explained the special project line item was only when a grant was received. He explained to Councilwoman Logan that Recreation Fund minor improvement was for the NRA grant for the shooting range with the ability to create a change to the site line. Councilman Reuter felt it necessary to keep the grant line items together. Councilwoman Newton asked what the cost would be to cut one hour for lifeguards. Kim Woodruff replied there would be a decrease of $7,827. There was a consensus of a majority of council with Councilman Boge dissenting. Mayor Hellar noted that this would go into effect next summer. Kim Woodruff stated he would review cutting hours versus reducing wages but would have the same level of service.
Kim Woodruff noted that he budgeted the Concessions Budget lower than actual. He explained capital projects are for parks improvement funds and grants. He explained to Councilwoman Newton that under the Capital Projects Budget for Memorial Field enhancements in the amount of $400,000 was for the lights and grandstand improvements but is working with a committee in order to cut this budget. He said this line item allows budget authority. He said this could be re-opened if revenue is received for these improvements. He stated playground upgrades in the amount of $58,000 was dedicated for playgrounds with $45,000 from cash and that $13,000 was from non-residential development fees. He said $190,000 is in grants for marina improvements and estimated it would cost under $10,000 for the Farmin Park bandstand and hoped the Rotary Club would assist in creating a roof. Councilwoman Newton suggested changing the title back to Parks and Recreation from Culture and Recreation in the budget narrative. Councilman Reuter noted none of Mr. Woodruff’s budget increased at a minimum with the majority decreased. He stated that if every department made the same cuts, they wouldn’t have to cut the 3%.
POLICE DEPARTMENT BUDGET
Police Chief Mark Lockwood reviewed his proposed cuts in his department. He reported that the police department’s first quarter Uniform Crime Reporting (UCR) data for 2009 indicated the impacts of the current national, state and local economic situation and what these conditions are adding to the department’s service load. He stated total offenses increased 382.4% over the same period in 2008, total arrests increased 127.8%, with crimes against persons increasing 300%, crimes against property increased 273% and crimes against society increased 771.4% which was an indicator of the current economic distress. He reported there are six regions in the state with our region being the second most populated region in the State. He said out of 63 municipal police departments, Sandpoint rates 16th in crime and Bonner County rates 12th out of 44 counties in the State. He stressed that if this trend continues, he would have concern of what the data would demonstrate in the next quarter. He said his overall budget demonstrates a 3.7% decrease from last year and was trying to utilize technology as to how it will impact his department.
Mayor Hellar pointed out the budget for phase 3 of the video network was eliminated. Chief Lockwood noted the GPS budget was also eliminated but that both of these programs would make his department more efficient. He said $20,000 grant was received for mobile data but also applied for other grants with a zero match. He noted that mobile data can be utilized by other departments. Mayor Hellar stated that the chief could work with the public works department for cost sharing and suggested postponing this for one year in order to save $100,000 due to the current economic times. Chief Lockwood stated that he would try to phase this through other opportunities for funding.
He explained to Councilman Boge that he cut R&M auto by $3,000 because he bought new light bars for patrol cars this fiscal year but raised the budget for R&M other by $2,500 which is used for repair for in-car video systems. He noted that tapes are going digital which are sent to the courts and to the Bonner County Prosecutor’s Office. Chief Lockwood was asked to provide the information later as to why his telephone line item increased. He explained to Councilwoman Newton that Professional Services – IT increased $18,000 because the IT Systems Director is managing more digital data and connectivity for mobile data. Councilwoman Newton commented that she wanted to get information from the city treasurer as to whether the proposed salary increases from BDPA were included in the budget. Councilwoman Logan wanted information as to whether the $50,000 for Spillman for IT support was included. Chief Lockwood provided a brief overview of his department’s training and stated he would send the information to city council via e-mail.
Chief Lockwood noted that forensic support increased because he has utilized more supplies for investigations and has to change the filters for the fuming tank on a periodic basis. He noted that municipalities have the highest rate of assaults on officers and have been fortunate based on the training for his officers. He said the reason why there is a shortage in supply for firearms and ammunition is because of the war in Iraq. He stated the city purchases handguns for the police officers. Mayor Hellar commented that the officers accumulate overtime while waiting through the court system. Councilman Reuter suggested that the mayor ask the Bonner County Prosecutor to notify the city if and when court cases have been cancelled or rescheduled. Chief Lockwood said utilities is for the Bald Mountain leases which also reflects the city pays for the electricity plus the T-1 connection line is deemed as a utility. He said the grants were no match funds and were traffic grants such as for the purchase of radars and the new digital systems. He explained Capital Projects Baldy Repeater Enhancements were for access on the school districts poles for the mobile data system. He said $40,000 was provided for improvements to the sites. He said the Federal Traffic Safety Grant in the amount of $80,000 is a no match grant for e-tickets for scanning licenses and downloading into the system. He said the State Supreme Court is pushing for law enforcement agencies to use this type of system. He hoped to get the grant that he applied for in February.
He noted that the separation of the Narcotics Task Force and police department was at the request of the Bonner County Prosecutor. Councilwoman Newton felt the two should be separated. Chief Lockwood explained the revenue from fines from Bonner County could be more than $130,000 as reflected in the budget. He stated all the funds for fines go into the justice fund and a percentage is paid from Bonner County. He noted that former Bonner County Sheriff Savage pulled out of the narcotics task force about 2 ½ years ago. Councilwoman Logan suggested changing the name of Narcotics Task Force. Chief Lockwood suggested the name be changed to Narcotics Unit. He stated his department works within our borders for the Narcotics Task Force but assists Bonner County and utilize cross training with two dedicated officers. He explained municipal enforcement officer personnel training is for the car seat and animal control programs and are certified in Washington State as there is no certification in the State of Idaho. He stated they are also nationally certified. He explained to Councilman O’Hara that MEO professional services cover the contract for the animal shelters and medical aid for injured animals. Councilman Reuter requested copies of the quarterly reports on the UCR data from Chief Lockwood for Sandpoint. Councilwoman Logan referred to Bonner County’s request that the City participate in the costs for the VAST program and asked Chief Lockwood’s what his experience was with working with Bonner County’s VAST program and whether he considered them a resource. Chief Lockwood stated it depended who was the managing unit. He stated there was concern working with the prior VAST program and former Bonner County Prosecuting Attorney. He noted that Bonner County could drop one position but won’t lose the program. He felt it was a good program and does fill a need but felt it was a political question for the city council to determine. He noted that the officers have 56 hours of domestic violence training to date this fiscal year.
Councilwoman Newton stated there was $32,990 to cut. She distributed a worksheet reflecting the total costs of personnel training, travel & meetings, books and publications, and dues and subscriptions for the general fund, recreation fund, and enterprise funds. She explained to Councilwoman Logan that Central Services Dues and Subscriptions in the amount of $3,400 were for AIC membership fees. She pointed out whether or not the city is a member of AIC, there is still a fee to pay to attend seminars with a minimal cost savings whether or not the city is a member. Maree Peck noted that the AIC Clerk/Treasurer seminar this fall has a fee of $390 for non-member versus $190 for those who are an AIC member. She stressed that AIC has been a valuable resource and training tool for her and suggested that department heads also have an opportunity to provide their input on this matter. She pointed out that dues and subscriptions in some departments includes required personnel training for the city to be in compliance such as DEQ rules and regulations and the finance department has to follow compliance for personnel issues. Councilman Snedden requested she provide information as to all the benefits of being a member of the AIC. Mayor Hellar noted that she has utilized AIC a few times when she needed advice on how other cities have handled a certain circumstance and that AIC lobbies and works with the legislators. She suggested looking at projects to cut as opposed to personnel training. She stressed that city council is making across the board cuts without looking at the actual function of each line item. Councilwoman Newton suggested cutting $10,000 from urban forestry, $30,000 from the fire department volunteer program, cut GIS program, lifeguards, and the newsletter. Mayor Hellar suggested suspending the urban forest project for one year in the amount of $20,700, to cut from the asphalt overlay program, contingency funds, Pine Street rebuild project, seal coat project, and the Washington Street paving although she didn’t encourage to cut from this particular program. Councilman Reuter didn’t feel it was wise to cut capital projects.
Councilwoman Newton distributed information that demonstrated that for the first time in 35 years, there will be no cost of living increase for social security next year plus the cost of Medicare was going to increase. She stressed that the elderly can’t afford any increases in their taxes. Councilman Boge didn’t feel it was right to take another 3% and didn’t support an increase in the budget. He suggested that city staff look for other ways to cut the budget. Mayor Hellar said if they took the highest amount allowed by law and applied the levy rate, it would decrease including taking the 3% increase plus new construction. Councilman Reuter agreed that everyone in the community was experiencing financial constraints but noted that quality of life needs to be maintained which makes it important that the city provide the basic level of services. He suggested taking the 3% and to keep the employees working as the city needs to continue to provide valuable services.
Mayor Hellar stated if pay for performance wages were eliminated, there would be a reduction of $26,128 reflecting a reduction of $16,965 from the general fund, reduce the interfund transfers of $4,773 with savings of $13,000 in the general fund beginning October 1st. Councilman Reuter stated he wanted to look at proposed cuts at the next meeting. He suggested a format that listed the page number, line item title and number, and the amount of the proposed cut and forward to each other in order to compare at the next meeting. Councilman Snedden said there should be a minimum to cut of $32,000 and to weigh the merits of each proposal from each council members line item by line item.
The next budget workshop was scheduled on Thursday, July 2nd from 6:00 a.m. to 9:00 a.m.
ADJOURNMENT The special workshop adjourned at 9:25 p.m.
Gretchen A. Hellar, Mayor
ATTEST:
Maree Peck, City Clerk
