HomeMy WebLinkAbout2009-05-14 Budget Committee MinutesBUDGET COMMITTEE MEETING
MAY 14, 2009-PAGE 1 of 3
Budget Committee Meeting
Minutes
May 14, 2009 6:00 PM
Civic Center Council Chambers, 1175 East Main Street
CALL TO ORDER
The Citizen's Budget Committee meeting was called to order at 6:03 pm May 14, 2009 in
Council Chambers at 1175 East Main Street, Ashland Oregon.
ROLL CALL
Mayor Stromberg was present. Committee members Chapman, Douma, Everson,
Heimann, Jackson, Lemhouse, Navickas, Silbiger, Thompson, and Voisin were present.
Boenheim, Gregorio and Slattery were absent.
PUBLIC INPUT
None.
Lemhouse stated it was rewarding experience to be on the Budget Committee and
appreciated the hard work of the staff this year. He suggested that next year
Subcommittees for grant meetings should be the entire Committee in order to save
getting into situations like this year. (lemhouse left at 6: 05)
BUDGET WRAP UP
Mr. Tuneberg discussed the Schedule of Resources, the revisions made from May 13,
2009, and the FY 2009-10 Summary of Changes (see attached).
The Committee discussed how to format the meeting.
The Committee discussed whether or not the study sessions were useful. Some felt that
the study sessions were very useful. By having the study sessions it left plenty of time
for discussion in the regular budget meetings. The meetings were helpful in the budget
process. The Committee stated that some presentations were more effective then others.
The Committee agreed that Parks and Public Safety study sessions were very useful.
Ms. Bennett discussed ways to improve the study sessions. She stated that during the
study sessions there was not a lot of discussion and was hoping that more dialogue would
have taken place. The Committee suggested that it would be great to have more
information to be able to make decisions and what questions to ask. For example what
issues each department is dealing with.
BUDGET COMMITTEE MEETING
MAY 14, 2009-PAGE 2 of 3
The Committee stated that the assumptions and budget instructions are something that
should be focused on so the Committee and figure out options. Ms. Bennett stated that
Council would like to be the ones that define the instructions. She stated the budget will
be based on assumptions.
Ms. Bennett stated her concern about the front process; instructions to staff need to be
clear at the beginning and not late in the process otherwise conflicts may arise.
The Committee discussed the Council and Budget Committee responsibilities.
Ms. Bennett stated that the Budget process is an 8 month process and would like to know
if the Committee would like to keep doing the study session meetings. The Committee
stated that the meetings were difficult to attend due to weather and holiday season. The
Committee stated that the meetings were useful but feels it is the Councils responsibility
to deal with the Parks issue. The Committee would like to look at resources and find a
way to shorten the 8 month long budget process.
The Committee stated the study sessions helped because the departments told the
Committee what they do and it left more time to deliberate.
Some felt having study sessions got redundant. It was effective in helping the budget
committee members to see the realities the Council face but hope there is a way to
consolidate it.
The Committee discussed the PowerPoint presentations. Some felt that PowerPoint's
were a waste of time. Departments should be able to tell the story of what it is they are
doing and what the key issues are without having to use a PowerPoint. Ms. Bennett stated
that the PowerPoint's are a way to share the numbers with people who are watching at
home. Suggestions were made to shorten the presentations.
The Committee stated that the PowerPoint presentations and various items did not need
to be printed out. It seems like a waste of paper, others like to refer back to the packets.
Ms. Bennett stated that if the Committee would like electronic forms of various items that
it can be done by contacting Melissa Huhtala prior to the meeting. Mr. Tuneberg stated
that it is consumptive, however, it is difficult trying to accommodate for all learning
styles for departments, committee members, and citizens.
Ms. Bennett questioned the few who thought the presentations were better this year. The
Committee responded that the presentations seemed much more focused on information
that was important, more informative, and shorter.
The Committee discussed the matrix analysis. The Committee stated the matrix analysis
started out in the right direction. The matrix became unclear of how to prioritize. The
matrix should only have one primary. For example the primary reason we need drinking
water is to live. The Committee stated that it was a good tool and is still an evolving
process.
BUDGET COMMITTEE MEETING
MAY 14, 2009-PAGE 3 of 3
The Committee questioned whether or not the Budget Committee or Council should be
debating priorities. It was decided that Council should debate the priorities.
The Committee stated outcome base performance data would be great to have. Ms.
Bennett stated that outcome base performance data is very expensive. For example the
City has 10-14 actual structure fires a year; the problem is you cannot tell you how bad
the fires will actually be. There are too many variables that come into play and do not
have that kind of data.
The Committee questioned if there was a previous stage in the analysis with more
possible alternative reductions. Ms. Bennett answered that the Budget instructions were
to take the same cut in every department in the general fund that was taken in December.
The issue with Fire is they have trimmed in the last 2 years to the point where they only
have essential training and they need to buy equipment to comply with federal standards.
The Fire Department was not able to cut the 3% without making additional reductions in
FTE.
The Committee continued to discuss the budget process. The Committee felt that in the
presentations questions were asked too soon in future the presentation should be finished
before questions are asked that way it won't derail the process.
The Committee stated it would be beneficial for the Committee to prepare for questioning
before meetings.
The Committee discussed the importance of having Council Goals. The Committee
stated that having a visioning process would be helpful.
The Committee and Staff thanked each other for all the hard work put into the process
this year.
ADJOURNMENT
This meeting adjourned at 8:11 PM.
Respectfully Submitted,
Melissa Huhtala
PROPERTYTAX SUMMARY
Esflnnated
Amount
Unused,
Approved
Esfirnated
"rax
Authorized
Authority
Levy
Esthmated
Current Year
Rat'e
20,09.10
(unallocated)'"
2009-10
Uncollectible
Taxes
2009-10
Permainiont
Genef a[ F und, Opo ahonci
$ 3,946,000
$ 3,861,761
$ 263,061
$ 3,598,700
9Z,45
(",oneraFund, Teas incdogy Fee,
350,,000
350,Cx,)O
13,400
336,600
01750
Rarks Fund
4,283,000
4, 1 B8,7 39
280,439
3,908,300
200,28
8,579,000
178,9,10
8,400,500
556,900
. ..
7,EA3,600
........
4,1973
Local Opfloin Lee es.-
AsMand Ubirary
376,393
376,393
21,305
355,088
0, 1 tl"),)O
Bonded Debt
2000 F: bod & Hre StMion Buds
167,506
167'5(k
9,481
158,025
0,0837
2005 (30 Bonds
232,379
232,379
13, 154
219,225
O'l M
356,885
. .... .........
399,PA5
22,635
.......
377,250
0 1998
To ta
-1--l-78,500,
4 -58 7
'Unused wMonly befom
uni(xA[ectNe and
discounts
�' ��i,iance1Adi�niils,tration,\Budget\,2009-20 IMProperty Tax Summary approved 5_13 FY 10As 5/14/2009
Clity of AsMand
&p4i, AAkdaylo"WO
RESOURCE SUMMARY
2010
Staff
Committee
20110
Revisions,
Revisions
ovtl
Revenuec
raxes
$ �7,9435055
2d4,000
�8,157,5505
Uceinisesand Permis
l
612,,50
612,50
VMerqoveuunentM Rem"wes
4,112,459
1,285,000
5,397,458
Charges for Ser*es
36,363,575
36,363,,575
Sysims Devebprrtlent Charges
78,450
76,450
Anes and Forh",fliures
142,000
142,000
Assssinent PaymenN
218,110
218,110
intereson hwestmems
375,3(")0
375,300
Miscellaneous Revenues
364,,815
364,815
Total Re�venuies
60,210,763
1,285,OW—"
Tl-4-,O-0--O"—'-""-'-61,7-09",-76-3-
MZM=
WwWq CapitA Cara"over
19,351,053
ail 1,053
Offm Fhaindinq Scmimes
965,600
965,600
Inleifund Loan
800,00
80,000
Operating I rarnsfer IIn
298,546
2 1 5,N)()n. 513,546
Total Budgetairy Resouirces
20,695,199
2115,,000 20,9110,199
TMA Resources
80,905,9b .... $ 1�285�0100 $ 429,000 $ 82,,61191,,962
. . . .. .....
Staff Revislonit:
CERT Gant 24,000
BETC ki Sveem fnor (vanM 81,000
kV,)rt gmt uua CapitN irnpr. 1,125,000
CDBG Grant IlWerngOvernmc,,rnM 55 000
1 285,000
Mport grant firoim AirVA Fund to CapitM hrnprov Fund 150,000
CommiHae Revisions:
Transier in to Reserve from Stred
215,000
Increase Pmperty rw
2 Hre,,fightefs
175,000
CE R r Coordinator
77,000
,5 Mice Ck',A
'32,000
Less OT br Firip
IL ,
429,000
Gfi,naaice\Ad�nilinish�,,atfo�niitB�,�dget\20091-201Ct\udget corwimittee changesIO.As 5/1412. 3019
City of Ashland
Hscal Year 2009.2010 Summairy of Changes
2010
Stall comirniftep
2'01 10
Proposed
RevWonis RevWons
Approved
GENERAL FUND
Adn,minWrM"i Depwigne"t
201,Mk)
101,590
UbTary
355,088
AdgniNr&Mk,xi Departnimni Mur6cipa[ (�rAjd
419924
4114,024
Adiminu ,slyaWe Servkxs "kwiJ Servicin ("r"wis
d 0,342
120,342
AdmW(ivatNeSenkms
51n,Nx)
S?0,000
45,000
45,000
AdnimustrMw, Servires BaM
51,619
5(,619
PO4re 0 epartmo,"t �t
5,427,435
3�,0010
5,4 59,435
Bre and Rmuc IDerairbimNit
4,903,705
182,WQ
5,0M,705
Publk Woft - (", onxftry C)Msbn
310,10")
310,305
4'4mrouiMy Dnedopme,11L ° Hanning Omsion
1,21 363
1,214,363
Comirriunly DevOqunuil - Builkhng DMskn
656,331
656,331
Tuvusfr,�s
Soo
5W
CoMmgenq
000CRI
400,W
Ewfini,j Hint Balance
1,308,508
24,M)
1,332,508
TOTAL GENERAL FUND
8,r,9dw,110
24, OW 214,000
16,228, 7 0
CO,MIMUNrTY DEVELOPMENT BLOCK GRANT FUND
pemmm SmOms
3A,000
38,000
MilMals and Ser0imm
1100,950
unlUtY
455,958
Endiing Furd Bahnx,
TOTAL CDIBG FUND
418,9W
55,0100
493,91 AI
RESERVE FUND
DamsIm
Endiiing Fund Bakarm
2 t 5XXX)
215"DW
TTAL RESERVE FUND
215,(X)0
215, 000
STREET FUND
PuWc Wfoks - shmi ()Perafions
4, 1 C43, 2 58
12,NX)
4, 118,258
Pubfic� ffiwks, . S�mv WaWf Operafiluas
620,878
620,81B
Putbo Wo ks, Traimp(xIatkn SDC's
561,400
561,400
Pubvic Mots . Moll WAem SI)C's
274,(00
274,000
Public Wrxks - 11, (w�al llapm n'11mnt ItDu „trucLs
I uWi,098
196,098
New DeM
Transhn
215,(4)()
215,000
Cmfiry gmry
88,00()
w)jxm)
E"Wifq Fund BaWnw,
1,593,363
69,00) (21V,00)
n,44 7,363
TOTAL STREET FUND
1,439,991
81,000 -
7,520,90?
AIRPORT FUND
MaMi'As "mid 'Sol"Wic ps
78,750
C,'"IPOA OudDy
('1wy)c')
DieW ScMcc
38,537
38,!W
Interhoid Win
80,M)o
810,000
c(MAIrgency
5"(W
5"CH)o
Ending Fund KiWoce
9,024
9,024
TOTAL AIRPORT FUND
361,311
.. ..............
(150,000)
211,311
CAPITAL IMPROVEMENT$ FUND
1"'"ewX4 ser*es
18 d "905
181,q)IJ
MateiflaN wid 'Scivkv,".
361,W)5
M1,905
GapRw Out;ry
258,6,90
1 fkpoo
1,40B,690
iFmnslws
278,046
278,046
coofingency
50,00()
50,000
Endbig Fund lBahame
2,012,061
125,000
2,131,061
TOTAL CAPITAL IMPROVEMENTS
4,417,607
committee Oiangesl x1s ex1p 5/14/20,09 2:44 B�W
7010 Sua1U cominAttee
2010
NaraapaaaaaartU
Approved
DEBT 'F3' U E FUNDM.m
µ � �.. _
2,390,535
Ending Fund U3aaAarnr4
G 14 tl d U3
fl„'143 '1d3
TOTAL DEBTSERVICE FUNDy
..— m., .. _.
k D,u,?�4Dt _...
309, ,U1
WATER FUND,
PuaR fic WWc4s, . Forest Lands Manaagprwaamna Uric a ii e'n
241,820
24 U,'d 20
PuuVaUk; 'WWuank„ .- WWraUrnr Supply
315,6 6
315,616
flublicWOAS
1,0781,148
1,010,74E
PitbU c WWrw ks ., W+P?;a1n a
2,406,783
2,4 U4Ud„'7d3
Puu� wd , WWorrts, . lC3cinbur rniml SCps 's
328, 0
378„M
Fl uUukc Works • hnprn rirwM S D " b
ap 16 23r3,V
266,250
Public WWr0• Dr,bt SV33.1°.s
123,446
123,446
[.Ircnu4a c 3 aarasrururraUarrur VDM':sibrwD
118,21911
178 '92
TUr^bt Seri ocs
633,5M
6'3 3,,5 d'S
Contingency ncy
1333, 000
139,000
Ending Fund D daaa" ce
837,814
837,814
TO3TAU, W7WArE-R FUN
d r u2 tl337
6,6211V3'7
WWA TF"WW'ATIC R FUND
P uUDfic Woo*s Wk'aamew ate° 4dtur<apwx) n
1,658,499
1,758,499
MAC WW00 D� - Washmater I reab nom
155,544
2, " `; 5,3u44
Pijb1C WWru6,s
121 Ftl .4
12763'X
PuU lkfl MWrDr'ks, - Uruaparuawa m wnt S DC's
560,00111
550,000
¢3rd, Serwim
7 M, 57
1,877„557
k;onfirng3r ncy
U "nr13100
150,000
End4vi Fund d aaU'a nice
__.. 3 d2pa1Ail,)
3,020,769
Tf"TP"4U�W'N�4�"TdrIC�IT'UUI�II�
�Y�4iID?�3rvW
a 7„�ia'4iP1 ?tU#�.
EILECTRIC FUND,
FUu0'1W• a81servaIt(m)r.)P1m.noi1
5131,498
504,474
U m'tiir., - Supply
a 905 04
5,905,: A
C te,d i r • I[ pC ,lrtlbKahon
5,432,68
5, 432,3881
f.aax4m- Tr art &InissDnra
1 631Q
903,60'tU
DeN 1',. rVV n
25,108
25,108
Can0rF;,',gi„"tiny' '
172,0(k�U
372,0U,k)
U vnrC¢rar3 Fwd B ah nsra
�._. 649,494
649,494
TO3TAU, ELECTRIC IFUND
13,192,481)
p1792.485
TELEC 31MMU NII ATtl N FU IIUW'UT
IT IPtl O'nn 1
1 7'rU1 ,228
1, 1202; 8
fit„, High ro praradd
387,834
387„834
t"wifr3,ganr,3r
100,0', 0
1GkB wo
Tapia" Fund11b1dm'bw'e
325,135
325,1:35
TOTAL IFU.IF WMMUINI TION IFUIND
�2533197 ....._�n. _..
_�.., 2,539,
'.'
CENTRAL SERVICES FUIIND
Ad"rirds#MaonDl,T^;urdrrwfut
1 °311 i'1U3
1,3'H,7'16
t3', C' allydem Swvdces, U"GMmm
3 14,5,1313
1,14a 133
AcdrrlWskahwa Ser*m I ellaarUaaaaril
1,U nd„dd''Wli
1 U"u7a1,890
City k'4en' wda r Utiwisi a
!"7 a;133
e T7,5 3W
F"aaUaV'rora'W oks Adir'lduaastraaU3rn and F nggiutovirq
1,383,370
083,370
371D
3; o nfing enu,W
169,00)
1G9,000
Ending Fund Balamm
12,531
32„"01
TOTAL CENTRALr SER W ICES FUND
T,D
aww :kf3 rar➢a, e\Adrriirnus rEltiogiV:3 uarlr et\21)09.2 'I Mtudget co D matte 101h 4u` gesl 0. Iks exp 5/ 14/20,0'9 2' 44 F)
fNSURANICIE SERVICES FUNr1
Pemvw Ser rie"
MafcviNs and "Iapxvww
4', ¢',unn1'uampdd mb
Ea'r hnq F udrud U ahr'm
TOTAL INSURANCE SEFEN"UICIES r"UIND
EOUONE4ENT FUND
rlel'srsrral servur;x%
Warr'ixrds mirl Servr,lc,s
0 a1lO0E'N d:Ouuay
Q"PonfinnOmi'
U: od¢dOr '0 Fund E akailr' ce,
TOTAL EQUIPMENT FUND
CEMETERY Trt'IUIST FUND
00,ar erpn
E ImiliradN,g F ad W kM'ab nrnr;
TOTAL CETAE: FERY TRUSTFUNICD
2016 S'E f'f Committee
20110
Plropos,ed Revisions RevWons
Approved
610,1 14D
80,1;;"AO
Cr80,803
N5$11D„W3
1 P N;0,I000E
150)o
266
1 454,199
1 Ati .d
288,120
7F6,120
515,tlX)9
511R„d.WfPi 9
334,(XV3
334,NA
4'7„0(N0
47,@Oti 40
1,32,N68
1,372,161
2,506,290
2,10521�04
2 0„rAAO 10'O,rn)
81 FUZ r''F1
PARKS AND RECREATION FUND
O'afks rDlFvu;akm
4 "E1°9,,100
1,319,1
Iir,d:nd~'radurva IIOuW,s„hart
1 1 d5,8'75
1,115,E%5
Goff Dimon on
391'd,„420
39; 8,rFDNd'U
I'1:'aetiftOn'rlpcm,y
"rd ,OW
50,tl,:UN o
Ending ICcinaddBalance
04*910
1pA"a@pAO1U
TOTAL PARKS AND NECNE110N FUND
h OS4 S16 o-
6,334 N05
"YOUTH ACTrVfT E6 U„E'VY FUND
FAaadrari,, is ,'aa'W Srsrarar:r,,v
End mg rand B abrarra
TOTAL YOUTH ACTWITIES LEVY FUND
PARKS CAT"TfA L IMPROVEMENTS FUND
9,Wsrud,aOl»$0 c;)u,pll�ay'
E rror9or'rd7 Fund nd E1,diMdar9d'e
TOTAL TANKS CAF11A IL W. FUND
TOTAL, BU DO ET
Elm Endbig Fund Balance
Tralaal, AapraroFrO'aHoias
Staff FOevrW l'ow
CEDEBG Grrpn'a1 M S
Sireil BETBETC grant bi, foam l
A it dr1 grant
2I47,2:39 2,61,239
A6l„SOU
66d9015„96 1„285„666 4,600 62„6119,96
15„344,9177 218,000 15,562,927'
65,561,035 1,0167,0 06, 4291,01010, 67,657„935
55(01fi0D
12,000
E 000,M
1,067,000
0
Moved 150,0000 out of Airport E alrkRa# to C appdO U Imp Qlpqaj
HZEMMETZ
FirefirTlfodleu°rs
f 7'"B4O0I1(0
Reduce of OT
�TQD,45 0�
faCwf" T Crr11rd1
7'7,INOO
a B'a,ake E'>,rk
32,0100:0
Transfer mA of "SNe6d Fund for R m erve
205,000
42°10' 00
G;\flinairmr;r tiAr@inTsrtiisturafioniEi'ud9 Tr 1"a0"001D 2^0'Df 0\bi,iidgeT a on,i u"nittee chanmgeslO,A 50A170%OOZE 44 PM