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08/23/2005 - City Council Special MINUTES SPECIAL CITY COUNCIL MEETING AUGUST 23, 2005 5:30 P.M. EAGAN ROOM ? EAGAN MUNICIPAL CENTER City Councilmembers present: Mayor Geagan, Councilmembers Carlson, Fields and Maguire. (Councilmember Tilley was not present.) City staff present: City Administrator Hedges, Assistant to the City Administrator Miller, Director of Administrative Services VanOverbeke, Chief Financial Officer Pepper, Administrative Intern Walz, Fire Chief Kriha, Public Works Director Colbert, Communications Director Garrison, Police Chief Therkelsen, Deputy Police Chief McDonald, Police Lieutenant Pike, Superintendent of Parks Olson and Community Development Director Hohenstein. I. ROLL CALL AND AGENDA ADOPTION Mayor Geagan called the meeting to order. City Administrator Hedges noted that the City has received a request for an exemption from lawful gambling permit from Faithful Shepherd Catholic School. Mayor Geagan noted that Councilmember Tilley was ill and would not be in attendance at the meeting. Councilmember Maguire moved; Councilmember Fields seconded a motion to approve the agenda, with the addition of an item to consider the permit request of Faithful Shepard School. Aye: 3, Nay: 0 II. VISITORS TO BE HEARD There were no visitors to be heard. III. CONSIDERATION OF EXEMPTION FROM LAWFUL GAMBLING PERMIT ? FAITHFUL SHEPHERD CATHOLIC SCHOOL City Administrator Hedges introduced the item noting that Faithful Shepherd Catholic School has applied for an exemption from lawful gambling permit in order to conduct a raffle and sell pull-tabs on September 23 ? 25. Hedges added that due to State timing requirements, Faithful Shepard is seeking the permit at the August 23 Council workshop. Councilmember Carlson arrived at 5:35 p.m. Councilmember Maguire moved; Councilmember Fields seconded a motion to approve an exemption from lawful gambling permit for Faithful Shepherd Catholic School to allow them to conduct a raffle and sell pull-tabs on September 23 ? 25, 2005. Aye: 4, Nay: 0 IV. CONSIDERATION OF DRAFT 2006 GENERAL FUND BUDGET AND PROPOSED 2006 LEVY CERTIFICATION City Administrator Hedges introduced the item noting that preparation of the 2006 preliminary General Fund Budget began this past May, with departments each submitting budget requests in June. Hedges noted that formal presentations by the department directors have not been prepared; however, the department directors are prepared to respond to any questions the Council may have about the proposed departmental budgets. Hedges added that the City must certify a proposed levy to the County Auditor, adopt a proposed budget, and select dates for the initial continuation of the Truth and Taxation Hearings no later than September 15. Formal City Council action to comply with those requirements is scheduled for September 6, 2005 regular City Council meeting. City Administrator Hedges and Director of Administrative Services summarized the proposed 2006 General Fund Budget including an overview on the City market value, tax capacity, tax levy, tax rates, tax history, proposed General Fund personnel changes, various General Funds included in the levy, Truth and Taxation dates, and public policy issues needing to be addressed by the City Council. Hedges also noted that according to the most recent State Auditor?s report, Eagan continues to rank lowest in per capita spending for cities over 50,000 in population. City Administrator Hedges, while summarizing the revenue projections and proposed expenditures in the General Fund Budget, noted that the 2006 General Fund Budget is proposed to increase by 4.6 percent, which includes a contingency account. Director of Administrative Services noted that the tax capacity rate for 2006 is proposed to decrease by 5.2 percent. The City Council discussed the proposed Truth and Taxation Hearing dates. There was City Council consensus to hold the initial Truth and Taxation Hearing at the Monday, December 5, City Council meeting and the December 12 Special City Council meeting would serve as the continuation hearing if necessary. The Council then noted that final action on the budget would take place at the regular City Council meeting scheduled for December 20. The City Council discussed the proposed 2006 budget and reviewed the overviews prepared for each department. Inflationary costs such as rising fuel costs and the required increase in PERA contributions were noted. The City Council discussed the proposed Network Administrator position proposed in the Information Technology Division. The Council suggested that funding be put into the budget for the hiring of a consultant to review the current IT functions in the City in order to make a decision on staffing needs within the IT Division. The Council also requested that the outside consultant review the impact that the consolidated dispatch will have on the IT functions. The City Council discussed the increases in health insurance costs in 2006. The Council requested a copy of the joint health insurance report that was prepared through the HiPP Project. The City Council discussed the funding request for consulting services to aid the Technology Working Group. Communications Director Garrison provided an overview of the proposed consulting services. The City Council requested additional information on the request for consulting services, including responses to the following questions: 1.) How could the City recoup its costs to hire the consulting services? 2.) What services would the City receive through an allocation of $50,000? 3.) How could this service be captured through an Enterprise Budget? The City Council discussed the request for two additional Police Officers that were included in the 2006 proposed budget. Police Chief Therkelsen provided an overview of the need for the additional officers. The City Council discussed the proposal for a full-time Fire Chief. City Administrator Hedges provided an overview of the Committee process that has taken place within the Fire Department leading up to the recommendation for a full-time Chief. The City Council requested that they be provided a copy of the proposal for a full-time Chief upon completion by the Fire Department Committee. The City Council discussed the recommendation to repaint the tennis courts at Northview Park and commented on the contribution of School District 196. Superintendent of Parks Olson noted that the improvement at the tennis courts is needed, particularly since they serve as the competition courts for the City. City Administrator Hedges highlighted the revenues of the various recreational programs. Per the direction of the Council, City Administrator Hedges summarized that action will be scheduled for the September 6, 2005 regular City Council meeting to adopt the preliminary 2006 budget and certify the proposed 2006 levy. Hedges noted that the levy can be reduced after September, but cannot be increased. V. OTHER BUSINESS There was no other business. VI. ADJOURNMENT Councilmember Maguire moved; Councilmember Fields seconded a motion to adjourn at 7:150 p.m. Aye: 4, Nay: 0