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HomeMy WebLinkAbout03/15/1988 ~ RECORD OF PROCEEDINGS M illutes of Dublin City Council Special Meeting natio I .9ri~ Mcetillg National Graphics Corp., Cols., O. Form No. 1097~" Hcld March 15, 1988 19 The Special Meeting of the Dublin City Council was called to order by Mayor Michael L. Close on Tuesday, March 15, 1988 at 7:30 P.M. Mr. Jankowski led the Pledge of Allegiance. Members of Council present were: Mr. Amorose, Mayor Close, Mr. Jankowski, Ms. Maurer, Mr. Rozanski, Mr. Strip and Mr. Sutphen. Members of Staff present were: Mr. Hansley, Mr. Bowman, Mr. Harding, Mr. Johnson, Ms. Jordan, Lt. Vance, and Mr. Willis. Ms. Prushing arrived a little later. Purpose of Meeting - Discussion of 1988 Budget Mayor Close indicated that, procedurally, Council would discuss the budget for each department in turn, allowing members of Council to ask questions of department heads. He reported that since Lt. Vance had another meeting that Council would discuss first the budget for the Division of Police. Police Division, Department of Safety, pages 34, 35 1. Reduction in liability insurance and bonding. 1988 budget total (line 2360) to be reduced from $31,000 to $21,000. $10,000 vehicle insurance being shown under miscellaneous accounts, the $15,000 shown in the police budget being for false arrest insurance ($13,400) and now shown elsewhere. The "bonding" portion of the $21,000 under line 2360 is for medical testing - blood and urine tests with the Ohio Department of Health ($1,680); recruits' physicals and psychologicals ($4,000). 2. Increase in cost for vehicle maintenance from $28,224 to $50,000. Perhaps should be a reduction in cost since the department has several new cruisers. Noted that $21,600 is for gas and oil. Suggested that item 2430 be called Vehicle Operation or Vehicle Vehicle Operational Maintenance. 3. Increase in uniform costs from $15,893 to $50,000 (item 2140). The initial outlay for uniforms for new patrol officers will be $7,200. Dry cleaning costs will be approximately $21,500. The dry cleaning allowance last year was probably shown in a different account in last year's budget. The difference between the $40,000 and $50,000 would be the cost of the Police Agreement/Contract. Mayor Close suggested that perhaps the budgeted amounts from the previous year as well as the actual amount spent spent be indicated in the budget. Elsewhere in the budget is a civilian position for a person to serve as bailiff, probation officer, etc. It was anticipated at the goal setting retreat that that position would also serve the function of taking some of the load off the detective bureau as far as juvenile functions. Does the department still need to increase the number of officers? The new position will relieve 50% of Detective Sedlock's duties. A full-time person would not be gained, but would really be gaining only 1/2 an officer. The Division has committed to a minimum of three officers per shift per 24 hour period. I il I I RECORD OF PROCEEDINGS M illutcs of Dublin City Council Special Meeting ~~.b Meet ing National Graphics Corp., Cols., O. Form No. 1097 ",,;f~, 1I clc/ March 15, 1988 19 Page Two Discussion regarding additional officer. Mayor Close and Mr. Hansley feeling that it would be better to absorb the officers already hired into the system effectively rather than hiring an additional officer or officers at the present time. Ms. Maurer and Mr. Sutphen supported hiring an additional officer. Council decided to discuss the budget this evening and wait until the Council meeting on March 21, 1988 for a vote. City Council, page 1, 2 Pointed out that the Mayor's salary of $6,000 comes out of the Mayor's Court section of the budget. Discussion ensued regarding professional training for Clerk and members of Council. Expense of $10,000 estimated. Ms. Maurer pointed out that with the complexity, number, and types of issues that will be confronting Dublin in the near future that perhaps members of Council as well as Senior Staff avail themselves of the opportunity to attend a media-type seminar offered by Hameroff/ Milenthal/Spence, Inc. Mr. STrip indicated that he felt that such a seminar might be worth- while, but that perhaps members of Council should assume a personal responsibility for attendance and cost of same rather than use public funds. City Manager and Administrative Offices, page 3,4 Department of Finance, page 5, 6 Regarding item 234A, Appraisal Services, a new budgeted amount. Pointed out that this is part of the change to GAAP accounting which will be required. Travel expenses for training previously have appeared under employee benefits. It has been only in the last couple of years that Council has been encouraging training for employees, being virtually non-existent prior to 1987. Division of Taxation, page 7, 8 In both the Finance Department and Department of Taxation there has been appropriated $5,000 each for a work station and computer terminal Bed tax to be tracked monthly by Finance Department. The proposed Franklin County bed tax would take Dublin's total tax to 10% but would not change the City of Dublin's 6% tax. Department of Law, page 9, 10 Add $15,000 to 234A, Contract Legal Services, for payment of a portion of the legal fees as regards the merger. Total of $35,000 instead of $20,000. Mr. Smith still to provide a contract for approval; City still being billed at previous rate. RECORD OF PROCEEDINGS M illutcs of Dublin City Council Special Meeting ~~tbs Mcetillg National Graphics Corp., Cols., O. Form No. 1097~" II elel T March 15,. 1988 19 Page Three Last year contract legal services were budgeted at $60,000; actual cost came to $75,000 because of additional services required due to initiatives, referendums, etc. later in year. Mayor Close suggested consideration be given to possibility of full-time Law Director for purposes of planning for 1989. Regarding suggestion of providing legal services to merger commission it was decided that it would probably have a negative effect at this time. Mayor's Court, page 11, 12 Number of items higher budgeted amounts because a different type of accounting was started last year. Looking at a social worker type of professional for probation officer/ bailiff. Department of Planning and Development, page 13, 14 Rents and Leases, 2330, be reduced from $29,300 to $15,200; Planning Department's portion of building lease. Total cost of building lease to City for year is $45,400. Traffic Engineering Services, 234A, traffic studies required, for example, for zoning cases or plans review. Item not specifically budgeted for previously. A new Administrative Clerk to be hired solely for the Planning Department, Planning Commission. Discussion regarding possible need for additional personnel at the top level in Planning Department. Discussion regarding the fact that top level in department are putting in a lot of hours, etc. Type of person needed, job responsi- bilities discussed; a mid-level planner in the salary range of $28,000 to $36,000/year a possibility. If work load continues to about May, then Planner and Council to consider addition of person. Regarding budgeted amount of $97,500 in 1988 budget for Zoning Code Revisions/Master Plan. Approximately $20,000 earmarked for printing of Master Plan document. Area plans for northeast quadrant as well as southwest quadrant, as well as code revisions on contract. Mr. Rozanski had a question regarding the variation in percentages for employee benefits; is there a formula that is used? Mr. Harding said that normally that figure is .03 for workman's compensa- tion and .1395 for PERS. Mayor Close suggested that department heads contact Mr. Harding for personnel costs. Certain departments hire a number of part-time people, and as a result not having to pay health benefits, PERS, etc. Ms. Prushing said that the workman's comp was a lump sum deduction from the real estate tax settlement; they deduct it. Bureau of Lands and Buildings, page 15, 16 Mr. Harding suggested reducing item 2360 from $50,000 to $15,000. The $35,000 would be moved to page 18, Miscellaneous Accounts, 07-7G-2360, Insurance, bringing that total from $65,000 to $100,000. Adding the $35,000 there would allow the City, if the opportunity arises, to increase limits on certain types of insurance. The City's general liability right now has no deductible. RECORD OF PROCEEDINGS Minutes of Dublin City Council Special Meeting Mectillg national National Graphics Corp., Cols., O. Form No. 1097 ~ graP-!1K:S 11 cld March 15,1988 H) Page Four Mr. Strip pointed out that more and more businesses are starting to self-insure the first $30,000, $50,000. Discussion regarding Mr. Sheldon's contract payoff. Deferred until later in the meeting (ordinance and contract to be located and made available) for further discussion. Ms. Maurer felt that $25,000, line 2340, Municipal Building Expansion/ Renovation was a small amount. Several suggestions as regards microphones, movement of dais, possibility of a podium were discussed. Mr. Hansley felt that with the current plans that the $25,000 would be adequate. Add $10,000 to account 231A for purchase of additional park land. Miscellaneous Accounts, page 17, 18 With regard to the increase in cost for Refuse Collection and Disposal that contract was rebid, and hence the increase. Add $35,000 to 07-7G-2360 to offset change on page 16. Reserve for Contingencies/Transfers, page 19, 20 Some question as to whether $50,000 was adequate for Contingencies. Add $40,000 to 2300 to cover cost of emergency repair to traffic signal. Division of Maintenance ( Street Maintenance Program), page 21, 22 Some members of Council wondered if the $25,000 allocated for repair contracts was not rather low. Mr. Willis pointed out that crosswalk painting and new signals are in the capital improvements budget. It was also pointed out that this would not cover major reconstruction such as that planned for S.R. 161, etc. Maintenance Department hopeful, with new facility, to do more things in-house such as street sweeping, signage, painting, etc. Will be working with the school's mechanic on vehicle repairs. Division of Maintenance ( Highway Maintenance Program), page 23, 24 Division of Cemeteries, page 25, 26 Discussion regarding $35,000 for stone fence construction at cemetery. Approximately 280 feet will be put in. Will be getting additional quotes. There will also be a gate and continuation of the roadway. The Cemetery Commission has requested a general upgrading of the cemetery; repair foundations, fix stones, etc. Division of Parks and Recreation (Bureau of Recreation), page 27, 28 Sarah MCClelland will be working with a seasonal worker on the Irish park theme. Parks Department understanding that the Dublin area realtors will be assisting financially with that project. RECORD OF PROCEEDINGS Minutes of Dublin City Council Special Meeting national graP-!1K:S Mcetillg National Graphics Corp., Cols., O. Form No. 1097 ~ fl cld March 15, 1988 19 Page Five Division of Parks and Recreation (Bureau of Parks), page 29, 30 Regarding the $17,000 under 2520 for Park Maintenace Equipment; is that enough? Noted that that amount is for equipment such as trimmers, push mowers, air compressor, etc., smaller items. The larger pieces of equipment are listed in the capital improvements budget. Division of Parks and Recreation (Earlington Pool), page 31, 32 With regard to the pool concession, the department is looking at a 50% profit. Department of Public Grounds, Division of Engineering, page 33, 34 Item 2310 becomes $5,000 and the balance of the difference between $45,400 and $29,300 will show as an additional line item in Planning. Considerable discussion followed considering the proposed purchase of five vehicles ($50,000) for the Division. Currently are using old police cruisers for building and engineering inspectors. In addition some inspectors are using their personal vehicles and getting reimbursed at 21i per mile. About 12,000 miles a year is put on a vehicle. Mayor Close requested an inventory - who has the cars, who is using them, who needs them, mileage, etc. Mr. Willis noted that there is currently a list of 22 or 23 projects that will require engineering inspection this summer. Some of those are very major projects. Previously the division has hired inspectors on a temporary basis during the summer when the activity level is very high. That was paid for out of salaries and wages. This year there is a new line item, 2350, Contract Engineering Inspections, $41,700 that will allow the Division to hire additional inspectors to work during the construction period of about 5 or 6 months. Mr. Hansley reported that it has been proposed to transfer $300,000 from this fund to the General Fund. Department of Public Utilities, Division of Water, page 37, 38 Department of Public Utilities, Division of Sanitary Sewers, page 39, 40 Debt Service, Trust Funds, and Construction Funds, Page 41, 42 General Capital Improvements page 44 Ms. Jordan reported a couple of changes - Under New Park Improvements the total should be $831,000, adding a bike path at $33,000. The Coffman Park tennis courts and basketball court are scheduled to be resurfaced. Add under New Street Construction and Engineering, the Dublin Road/ Marion Street Bridge at a cost of $25,000. .,. RECORD OF PROCEEDINGS Minutes of Dublin City Council Mcetillg National Graphics Corp., Cols., O. Form No. 1097 ~ Held March 15, 1988 19 Page Six Washington Township will purchase the land for the additional fire station. That is not referenced in Dublin's budget. Mayor Close recommended that the amount under Other Projects as Determined by City Council be raised to $250,000. The Disaster Siren allocation for $87,500 was put under Other as well. Muirfield Drive extension. $875,000 was budgeted. To do the four lanes ourselves would probably be a 3 million dollar project in and of itself, depending upon how Dublin can negotiate. The City Staff has met with representatives of the developers and are working on different land uses. The developers' firm development plans are probably three years down the road. Some members of Council felt that the City's policy should be to do the four land Muirfield Drive extension right now and not wait for the developers. The Planner felt that the City should think about how to work with the private sector in accomplishing a major municipal goal. Mr. Strip suggested commiting the dollars for the necessary right-of- way acquisitions, the engineering; construction would probably not be possible in 1988 anyway. Mr. Hansley suggested letting the developer know the City budgeted to acquire the land this year and proceed on that assumption if negotia- tions break down. The developer, in that instance, loses the ability to ask for the development that he wants (perhaps apartments, e.g.) Additional discussion on how to do the Muirfield Drive extension. Staff took the approach, via the budget, of doing two lanes this year, with cooperation. Mr. Strip felt that a strong policy statement from Council regarding the project would be in order. Ms. Prushing commented that normally a City does not want to commit to more than 8 or 9 mills (our allowable is 10 mills). Mr. Jankowski said that Council needs to establish some debt limita- tions, some procedures when using long term financing, when to use notes, how much surplus to carry, etc. There was a brief discussion regarding the improvement of Tuller Road as well as Blazer Memorial Parkway. Discussion following regarding S. Sheldon's lump sum payment. Ms. Prushing's calculations are as follows: Beginning Comp Time Balance 8592.42 - 362.64 (Comp Time Used) 8229.78 4 2057.45)(21.6346 = $44,512.11 (Lump Sum Payment) Calculation (Revised) - Mayor Close and Mr. Jankowski, Jr. 8896.10 4 2224.3 303.68 362.64 80.00 1,477.73 (Comp Time (Comp Time (Holidays) x 21,6346 Used '87) Used '88) $31,970.10 meeting at 10:30 P.M. Mayor - Presiding Officer J~)I;. ~ Crerk of COU~il '