HomeMy WebLinkAbout2015-05-21 Budget Committee MinutesBudget Committee Meeting
Minutes
May 21, 2015 6:00pm
Civic Center Council Chambers, 1175 East Main Street
CALL TO ORDER
The Chair called the meeting to order at 6:00pm
II. ROLL CALL
Present:
David Runkel
John Stromberg
Greg Lemhouse
Rich Rosenthal
Pam Marsh
Mike Morris
Carol Voisin
Stefani Seffinger
Mary Cody
Traci Darrow
Garrett Furuichi
William Gates
Pamela Lucas
Shaun Moran
Other Attendees:
Dave Kanner Budget Officer/City Administrator
Lee Tuneberg Finance Director
Kristy Blackman Administrative Assistant
The Chair outlined the duties of the Citizens Budget Committee (CBC).
III. APPROVAL OF MINUTES
M/S
Lucas/Voisin
That the minutes of the following meetings be approved as presented and/or amended.
May 7, 2015 Budget Committee Meeting
May 11, 2015 Budget Committee Meeting
May 14, 2015 Budget Committee Meeting
All ayes
MOTION APPROVED
IV. PUBLIC INPUT
The following members of the public appeared in support of the proposed Solar Farm.
• Donna Swanson
863 plum ridge drive
Ashland OR
• Coeli Dwivedi
557 Fordyce
Ashland OR
• Bruce Fiero Owner of Willpower Electric
209 Samuel Lane Loop
Ashland OR
• Jeff Sharp
553 Fordyce St
Ashland OR
• Huelz Gutcheon
2253 Hwy 99
Ashland OR
The following members of the public appeared in support of the proposed SOU Grant.
• Lisa Garcia Hanson — representing SOU
4140 Barbara Jean Way
Medford
• Michele Zundel —Ashland High School Principal.
107 Granite St
Ashland
V. DISCUSSION ISSUES FOR BUDGET COMMITTEE
A. PROPOSED CHANGES TO PARKS & RECREATION BUDGET (FROM 5/14/15 PARKS
COMMISSION MEMO)
M/S
Stromberg/Marsh
To approve the budget changes as
presented.
Roll Call Vote
Runkel -
Yes
Seffinger -
Yes
Stromberg -
Yes
Cody -
Yes
Lemhouse -
Yes
Darrow -
Yes
Rosenthal -
No
Furuichi -
Yes
Marsh -
Yes
Gates -
Yes
Morris -
Yes
Lucas -
Yes
Voisin -
Yes
Moran -
Yes
13Yes —1 No
MOTION PASSED
The Chair requested the committee go on record to commend the parks department for initiating
the proposed audit.
B. COUNCIL ACTION ON FUNDING FOR ASHLAND FOREST RESILIENCY (AFR)
(INFORMATION ONLY)
Kanner noted that the proposed budget included revenue from increasing the city's permanent
tax rate to its maximum amount which was to fund Ashland Forest Resiliency (AFR) work. At the
moment the city is assessing 8.920 below the maximum tax rate. On May 19, 2015, the City
Council agreed to a new water bill charge based on meter size that will generate $175,000 per
year which will be sufficient to fund the AFR work. He noted that the agenda reflects the current
tax rate, not the increased tax rate.
C. ADD PACKAGES (INCLUDING DISCUSSION OF GENERAL FUND UNAPPROPRIATED
FUND BALANCE)
1. FIVE ADD PACKAGES RECOMMENDED BY BUDGET OFFICER (PAGE 1-9)
M/S
Lemhouse/Marsh
To approve of the ad package for Fire Adapted Communities Coordinator
increase from .6 to 1.0 FTE at the cost of $28,000 per year from the general
fund.
Roll call vote
14-0
MOTION APPROVED
Tuneberg handed out summary at Stromberg's request, of end of year fund balances in
comparison to targeted end of year fund balance as well as revenue streams for proposed
FTE's. It was agreed to add this to the agenda after the ECTS Grant allocations.
M/S
Vision/Morris
To replace cardiac defibrillators at $66,000 per year using a $330,000 loan from
the equipment fund which would be repaid over five years.
Kanner pointed out that there is a possibility the city could receive a grant for these and if
they do, the money would remain as a non appropriated fund balance.
Roll call vote
14-0
MOTION APPROVED
M/S
Lemhouse/Seffinger
That a vehicle be purchased for the deputy chief for a onetime cost of $30,000
which will be partially offset by elimination of car allowance.
Roll call vote
14-0
MOTION APPROVED
M/S
Seffinger/Morris
To replace taser conducted energy weapons, cameras, and support equipment
at a onetime cost of $40,000.
Roll call vote
14-0
MOTION APPROVED
M/S
Rose nth al/Lem house
To approve the ad package for Parks and Recreation for operating expenses
for the Grove.
Roll call vote
14-0
MOTION APPROVED
2. SOLAR FARM PROPOSED BY COUNCILOR VOISIN
M/S
Voisin/Gates
Move to accept the ad package asking that $75,000 from Economic Development
funds be reallocated to the Conservation Division for the purpose of developing and
implementing an RFP for a solar park on the Imperatice property.
Runkel moved to amend the motion to allocate up to $75,000 for the city to develop a
master plan for the use of the property with the possibility of the use of a solar park.
No second.
AMENDMENT FAILED.
Roll call vote
Runkel -
No
Seffinger -
No
Stromberg -
No
Cody -
Yes
Lemhouse -
No
Darrow -
No
Rosenthal -
No
Furuichi -
Yes
Marsh -
No
Gates -
Yes
Morris -
No
Lucas -
No
Voisin - Yes Moran - Yes
5Yes —9No
MOTION FAILS
3. SCHOLARSHIP FUND PROPOSED BY COUNCILOR LEMHOUSE
M/S
Lemhouse/Stromberg
That the City of Ashland allocates $50,000 annually for a scholarship that would be
awarded to qualifying students that graduate from Ashland High School and enroll in
Southern Oregon University.
Roll call vote
Runkel -
Yes
Seffinger -
No
Stromberg -
No
Cody -
No
Lemhouse -
Yes
Darrow -
No
Rosenthal -
Yes
Furuichi -
Yes
Marsh -
No
Gates -
No
Morris -
No
Lucas -
No
Voisin -
No
Moran -
Yes
5Yes —9No
MOTION FAILS
4. ADD PACKAGES NOT RECOMMENDED BY BUDGET OFFICER (PAGE 1-10)
(1) Approval of the replacement of Administrative Services financial software
system at an ongoing cost of $100,000 per year for 10 years from the
general fund.
Not moved.
(2) Approval of the addition of .8 FTE clerical staff in the Fire Department at an
ongoing cost of $89,854 from the general fund.
Not moved.
(3) Approval of the addition of 1.0 FTE to sworn personnel in the Fire
Department at an ongoing cost of $316,000 from the general fund.
Not moved.
(4) M/S
Voisin/Darrow
To approve the purchase of an aerial ladder truck for the fire department at
a onetime cost of $1,000,000.
Voisin expressed the need for this truck. Would like to see this paid for with the
remaining 8.920 of property tax.
Darrow agreed it is needed but doesn't agree with the funding source.
Roll call vote
Runkel -
No
Seffinger -
No
Stromberg -
No
Cody -
No
Lemhouse -
No
Darrow -
No
Rosenthal -
No
Furuichi -
No
Marsh -
No
Gates -
No
Morris -
No
Lucas -
No
Voisin - Yes Moran - No
1 Yes — 13 No
MOTION FAILED
(5) M/S
Stromberg/Voisin
To approve funding for Ashland is Ready citizen emergency preparedness
workshops at an ongoing cost of $18,000 per year from the general fund.
Stromberg believes the issue of citizen's preparedness is underestimated. Thinks
this is a good start and could be expanded upon.
Voisin agrees and appreciates what comes out of the workshops.
Rosenthal asked what the funding source would be. Stromberg said he was
unsure.
Roll call vote:
Runkel - Yes Seffinger - Yes
Stromberg - Yes Cody - Yes
Lemhouse - No Darrow - Yes
Rosenthal - Yes Furuichi - Yes
Marsh - Yes Gates - No
Morris - Yes Lucas - Yes
Voisin - Yes Moran - Yes
12Yes —2No
MOTION APPROVED
(6) Fire Department Remote Automated Weather Station at a onetime cost of
$26, 000.
Not Moved.
(7) Fire Department Replacement of hydraulic rescue equipment at a onetime
cost of $84,000.
Not Moved.
(8) M/S
Furuichi/Voisin
To approve training of current fire personnel at a cost of $16,000 per year to
be funded from unappropriated general fund balance.
Furuichi believes this is important training and a small investment in safety.
Voisin believes this is beneficial to public and staff.
Roll call vote:
Runkel - Yes Seffinger - Yes
Stromberg - Yes Cody - Yes
Lemhouse - No Darrow - Yes
Rosenthal - Yes Furuichi - Yes
Marsh - No Gates - Yes
Morris - Yes Lucas - Yes
Voisin - Yes Moran - No
11Yes -3No
MOTION APPROVED
(9) Provide new fiber connection to City Hall at a cost of $15,000 from the
general fund.
Moved Stromberg, no second.
(10) Replacement of city phone system at a cost of $236,062 from central
service fund.
Not Moved.
(11) Add one FTE Park technician — Roving at a cost of $144,900 per year using
general fund transfer.
Not Moved.
(12) M/S
Seffinger/Rosenthal
To add one FTE park tech — trails at a cost of $144,900 per year using
general fund transfer.
Seffinger noted that maintenance of the trails has sometimes been on an
overtime basis. The trails are important to the watershed, public safety and fire
safety.
Rosenthal see it as an investment in emerging outdoor business. This is an asset.
Runkel - No Seffinger - Yes
Stromberg - No Cody - Yes
Lemhouse - No Darrow - No
Rosenthal - Yes Furuichi - Yes
Marsh - No Gates - No
Morris - No Lucas - Yes
Voisin - Yes Moran - No
6 Yes - 8 No
MOTION FAILED
(13) Police Department ad one FTE to sworn personnel at a cost of $200,000
from the general fund.
Not Moved.
(14) M/S
Stromberg/Furuichi
To approve additional Cadets for summer patrol funded from the general
fund at a cost of $30,000.
Roll call vote:
Runkel - Yes
Seffinger -
Yes
Stromberg - Yes
Cody -
No
Lemhouse - Yes
Darrow -
Yes
Rosenthal - Yes
Furuichi -
Yes
Marsh - Yes
Gates -
Yes
Morris - Yes
Lucas -
Yes
Voisin - Yes
Moran -
Yes
13Yes -1 No
MOTION APPROVED
D. PERS RESERVE TRANSFERS OUT OF INSURANCE FUND FOR ONE-TIME
EXPENDITURES (PAGE 1-12)
Project Cost Budgeted
(1) Health Benefits Fund $500,000 Health Benefits Fund
Reserve
(2) Climate Change and $120,000 Central Services
Energy Action Plan Fund/Administration
Runkel moved to reduce the amount to $20,000 and reserve the remaining
$100,000 and reserve the remaining as a cushion.
No second.
(3) System and Network $232,000 Central Services Fund/Information
Upgrades Technology
(4) Voicemail upgrade $65,000 Central Services Fund/Information
Technology
(5) City Hall and Facilities $200,000
Master Plan study
M/S
Marsh/Moran
To reduce the amount to $100,000.
Marsh doesn't believe that it isn't necessary at this time to complete the entire study.
Moran agreed.
Stromberg recommended the original motion be amended to include direction for the
staff to prioritize uses for the $100,000.
M/S
Marsh/Moran
To reduce the amount from $200,000 to $100,000 for the City Hall and Facilities
Master Plan Study and to direct staff to prioritize uses for those funds.
Roll call vote:
Runkel -
Yes
Seffinger -
Yes
Stromberg -
Yes
Cody -
No
Lemhouse -
Yes
Darrow -
No
Rosenthal -
No
Furuichi -
Yes
Marsh -
Yes
Gates -
Yes
Morris -
Yes
Lucas -
No
Voisin -
No
Moran -
Yes
9Yes —5No
MOTION APPROVED
(6) Iron Mike repair and $37,500
restoration
(7) Other uses to be $52,000
determined
M/S Rosenthal/Morris
That the $52,500 be used to fund a performance audit for the Parks & Recreation for
parks.
Moran proposed the committee adopts a motion to have a performance audit for
Ashland Fiber Network (AFN)
There was no second to the motion.
Roll call vote
Runkel -
Yes
Seffinger -
Yes
Stromberg -
Yes
Cody -
Yes
Lemhouse -
Yes
Darrow -
Yes
Rosenthal -
Yes
Furuichi -
Yes
Marsh -
Yes
Gates -
Yes
Morris -
Absent
Lucas -
Yes
Voisin -
Yes
Moran -
Yes
13 Yes — 1 Absent
MOTION APPROVED
TOTAL $1,207,000
Recess — 8.40PM
Reconvene — 8.50PM
VI. APPROVAL OF GRANT PROCESS AND ALLOCATIONS
Gates questioned the increase in the allocation granted to the Chamber of Commerce.
Committee clarified that this amount is allocated by the City Council and that the substantial
return from this is available for viewing in the Chambers annual report. It was agreed via a
request from Cody, that the committee would be supplied with this report.
M/S
Voisin/Rosenthal
That the Economic Cultural Tourism & Sustainability grants allocations as
recommended by the Budget Subcommittee be approved as presented.
ALL AYES
Gates requested an addition to the agenda in the form of a question to Tuneberg regarding
the water plan of 2012 for the water treatment plant and its use. He asked if the city can
afford to spend $8,000,000 on a redundant facility.
Faught spoke to the importance of this new plant and noted that AWAC spend a lot of time
studying this issue. He noted there are several reasons beyond capacity & sustainability that
require the city to build a new plant including, time frame of replacement if the plant is
disabled or severely damaged, poor location and ageing infrastructure.
VII. MOTION TO APPROVE THE BIENNIAL 2015-2017 BUDGET
A. Motion to approve transfers out of reserve fund as part of the 2015-17 budget.
M/S
Marsh/Lemhouse
That we amend the recommendation and take a loan for AFN from the equipment fund
instead of the reserve fund.
M/S
Marsh/Lemhouse
To amend the amendment to include the amount $300,000.
M/S
Voisin/Moran
To include in the amended motion that $25,000 of the $300,000 be used for a
performance audit of Ashland Fiber Network.
Kanner noted that if the loan is taken out of the equipment fund and forgiven, as originally
intended, it will affect all other funds and that it would not affect other funds if it were to be
taken from the reserve fund and forgiven. He also pointed out that it was not feasible to
conduct a performance audit for $25,000. Lastly he noted that leaving AFN with $275,000
would not be enough for their intended upgrades.
Marsh offered to withdraw her original amendment with the guarantee that there will be
funds in the reserve fund. Marsh asked what the fall back position was. Kanner was
unwilling to answer. Based on claims experience, he does not believe it will be a problem.
He was not prepared to give an answer as to a fallback position but worst case scenario
was that it would have to be re submitted to council.
Darrow asked what how much money AFN required. Kanner stated $400,000 for this phase.
Marsh withdrew her original amended motion rendering subsequent amendments
void.
M/S
Marsh/Furuichi
To approve a transfer out of the reserve fund to include $400,000 interfund loan to the
Ashland Fiber Network and a $450,000 to the Health Benefits fund.
Roll call vote:
Runkel -
No
Seffinger -
Yes
Stromberg -
Yes
Cody -
No
Lemhouse -
Yes
Darrow -
Yes
Rosenthal -
Yes
Furuichi -
No
Marsh -
Yes
Gates -
Yes
Morris -
Yes
Lucas -
Yes
Voisin -
No
Moran -
No
9Yes —5No
MOTION APPROVED
B. Motion to approve the Budget (as adjusted) and convey it to Council for adoption.
M/S
Lemhouse/Stromberg
Motion to approve the Budget (as adjusted) and convey it to Council for adoption.
Furuichi pointed out that he would like to see a performance audit for AFN and asked
Tuneberg what the ending fund balance (EFB) was before the committee went on to
approve the budget.
Tuneberg offered revised numbers and said that he would send out the exact figures to the
committee the following day. He explained that the general EFB $262,360 plus contingency
would be around the million dollar range and that this is about 50% as per policy
requirements.
Roll call vote
Runkel -
Yes
Seffinger -
Yes
Stromberg -
Yes
Cody -
Yes
Lemhouse -
Yes
Darrow -
Yes
Rosenthal -
Yes
Furuichi -
Yes
Marsh -
Yes
Gates -
No
Morris -
Yes
Lucas -
Yes
Voisin -
Yes
Moran -
Yes
13Yes —1 No
MOTION APPROVED
M/S
Voisin/Stromberg
I move that the City of Ashland budget committee approve property taxes for
operating purposes of $4.1973 per $1000 of assessed value for 2015-16 and $4.1973
per $1000 of assessed value for 2016-17, approve property taxes for the payment of
the 2005 general obligation bond principal and interest of $296,460 for 2015-16 and
$295,650 for 2016-17, approve property taxes for the payment of the 2011 fire station
#2 general obligation bond principal and interest of $216,851 for 2015-16 and $219,659
for 2016-17.
Kanner recommended amending the motion to include setting the levy for the local library
levy at $0.
M/S
Garret/Voisin
To amend the motion to include setting the levy for the local library levy at $0.
M/S
Voisin/Stromberg
I move that the City of Ashland budget committee approve property taxes for
operating purposes of $4.1973 per $1000 of assessed value for 2015-16 and $4.1973
per $1000 of assessed value for 2016-17, approve property taxes for the payment of
the 2005 general obligation bond principal and interest of $296,460 for 2015-16 and
$295,650 for 2016-17, approve property taxes for the payment of the 2011 fire station
#2 general obligation bond principal and interest of $216,851 for 2015-16 and $219,659
for 2016-17 and establish the levy for the local library at $0.
Roll call vote:
LTX
A
Runkel -
Stromberg -
Lemhouse -
Rosenthal -
Marsh -
Morris -
Voisin -
MOTION APPROVED
WRAP UP
Yes
Seffinger -
Yes
Yes
Cody -
Yes
Yes
Darrow -
Yes
Yes
Furuichi -
Yes
Yes
Gates -
Yes
Yes
Lucas -
Yes
Yes
Moran -
Yes
Debrief - What worked, what didn't, what would you like to do differently?
• Gates - while he appreciates being part of the process he thought it was long and
complicated - would like to see Public Works first on the agenda, thinks more information
could be presented.
• Moran - thanked committee and noted that the process was rewarding and expressed he
was concerned about increasing costs of employment. Gates agreed with the statement
regarding employment and believes that the cost of employees needs to be looked at.
• Lemhouse - thanked the chair and gave appreciation to the committee as a whole.
• Furuichi - would like to see a more in depth look into things and would like to see
subcommittees created to discuss capital projects etc. Noted that he is concerned about
underestimations.
• Lucas - finds the biennial budget difficult. Would like to see the city move back to a 1 year
budget.
• Darrow - thanked the committee and staff for their input to the document.
• Cody - appreciates the quarterly reports.
• Voisin - agrees with Lucas and would like to see a budget committee study session and
look at pros and cons to make a decision about shifting back to an annual budget. Would
also like to see a process whereby members can respond to quarterly financial reports as
well as reports on the state of the marijuana tax.
• Marsh — would like to see the chair sit with staff and schedule meetings for off year
meetings.
• Morris — would like to put an end to council sponsored ad packages.
B. Biennial Budget — Are there suggestions for specific issues the Budget Committee would
like to discuss in off-year meetings?
• AFN
• Public works
• Capital projects
o Success rate
o Are they on time
o How do costs rise
Planning session
More discussion of budget message
ECTS grants process
Kanner outlined subcommittee rules.
C. Other Issues and Suggestions from the Committee
IX. ADJOURNMENT
The meeting was adjourned at 10:01 pm