Minutes of the Centerville City Council Special Work Session held Wednesday, April, 2, 2008 at 6:00 p.m. in the Centerville City Council Chambers, 250 North Main, Centerville, Utah.
MEMBERS PRESENT
Mayor: Ronald G. Russell (excused at 8:15 p.m.)
Council Members: Justin Y. Allen
Ken Averett
Paul A. Cutler
Sherry Lyn Lindstrom
Lawrence Wright
STAFF PRESENT Steve Thacker, City Manager
Blaine Lutz, Finance Director/Assistant City Manager
Cory Snyder, Community Development Director
Randy Randall, Public Works Director
Neal Worsley, Police Chief
Delbert Dellingham, Court Supervisor
Kathy Streadbeck, Recording Secretary
DISCUSSION – Three-Year Projections by Department Heads
Steve Thacker, City Manager, explained that each department head has submitted a detailed budget for the next fiscal year (FY 2008-09). He and Blaine Lutz, Finance Director, will review the budget proposals and meet with each department head. He explained a complete proposed budget will be submitted to the City Council for review by May 6, 2008. Included in that budget will be a summary showing equipment and project requests that are over $5,000. The Council will have six (6) weeks to review the budget and make changes as needed. A public hearing will be held regarding the budget and final approval will take place in June.
Department Heads have also submitted 3-year budget projections, which are the subject of tonight’s work session.
The following is a summary of the significant budget projections/issues from each department.
Court System
Delbert Dellingham, Court Supervisor, reviewed the Justice Court’s mission statement, the state of the court, case and finance information, personnel, and capital projects. He said the court is healthy and functions efficiently, fairly, and impartially. He said the court is frequently full on court night, with standing room only. He said as case loads increase there may be a need for additional space in the future, particularly if caseload increases enough to put them into the next level of justice courts.
Councilman Averett asked if the Justice Court offers a defensive driving program. He asked if this is something that could generate revenue. He said it would be a benefit to the community and generally lowers individual’s insurance rates.
Neal Worsley, Police Chief, said a defensive driving course is offered by the State if anyone is interested in attending. Participation in the course also eliminates a number of points from an individual’s driving record. He said such a program, if offered locally, would best be on a county-wide basis.
Steve Thacker, City Manager, informed the Council that State Law (effective July 2009) will require an increase of the Judge’s salary. This is something that needs to be considered during future budget discussions. There will also be a requirement to make the Court’s computerized records system compatible with the State’s system.
Police Department
Neal Worsley, Police Chief, reviewed information containing the Police Department’s mission statement, personnel, and services. He said the community survey identified five (5) intersections of public concern. He reviewed each intersection, stating whether it needed attention or further review. He explained intersection improvements could be costly. He also reviewed the significant budget impacts for FY 2008-09, including: evidence storage and maintenance facility building, copy machine, GPS mapping system, patrol vehicles, computers/printers and office furniture. He said the Police Department does not anticipate the need for any new employees until FY 2009-10.
Councilwoman Lindstrom questioned how increased gas prices have affected the Police Department’s budget. Chief Worsley said the budget for fuel should be increased by $15,000 for FY 2008-09.
The Council and Chief Worsley discussed the increase in dispatch costs. Chief Worsley said this is an issue that is being discussed on a County level. At some point Centerville Officials may need to get involved in these discussions.
Community Development
Cory Snyder, Community Development Director, reviewed the Community Development Department’s organization, services, personnel, and proposed. Significant budget impacts included the establishment of an Economic Development Area Plan for the Shorelands Commerce Park, hiring of a part-time administrative assistant, contract building inspector costs and possibly a comprehensive General Plan update.
The Council and staff discussed the need for a General Plan update. Mr. Snyder explained that the current General Plan is about 20 years old. He explained that some of the updating can be done in house, but the use of a consultant would be beneficial. A consultant can bring expertise (from working with other communities) and strategies that would be helpful. A consultant also has the tools necessary for proper publication of the final document.
Mayor Russell said the entire General Plan can be updated at once, or it can continue to be done piece meal. He said the Council must decide if it is worth the cost. Councilman Averett said the General Plan is outdated and a complete rewrite would extend the life of the document for the next 20+ years. He believes the Council should approve the funds necessary to update the entire General Plan at one time.
Public Works
Randy Randall, Public Works Director, reviewed the Public Works Department’s significant budget impacts for FY 2008-09 as provided in the information distributed to the Council prior to the meeting. He also reviewed department goals, including increasing street sweeping/cleaning and maintaining water rights; and the Council’s goals of implementing bike lanes on the Frontage Road and studying curb side recycling.
Building Expansion
Mayor Russell reported that staff has researched the possibility of expanding City Hall to accommodate growing needs for storage and office space by several departments. He reviewed four (4) options as prepared by James Glascock, Architect. Option 1: Remodel the Police Department offices by reconfiguring the halls and offices downstairs. This option would not provide additional square footage. Option 2: Add on a two-story wing to the southeast side of City Hall. This option would provide approximately 1520 square feet per level. The Justice Court offices would be moved to the main level, east of the Council Chambers. The lower level would be used for the Police Department storage and vehicle bay. This would also free up the court area downstairs for other uses. Option 3: Add on a two-story wing to the north side of City Hall. This option would only provide approximately 640 square feet per level and would not solve the Police Department’s need for storage. Option 4: Construct a separate building for the Police Department storage. This option would provide a 1,500 square-foot storage building separate from City Hall on the City Hall property.
Mayor Russell said constructing a separate storage building for the Police Department would be costly and would not solve the need for storage and office space for other departments. Option 2 would provide the necessary office space and storage for all city departments. He explained another option would be to eliminate the Justice Court alltogether, allowing the County to take on this task. He feels there are benefits to having a Justice Court in the City, but would like the Council to weigh all their options.
Steve Thacker, City Manager, also expressed favor for option 2. He explained this option would address all of the City’s needs for the future and could be fairly easily financed. However, he said if the Council is considering eliminating the Justice Court, he would not recommend the addition.
Randy Randall, Public Works Director, explained there were some ground water problems when City Hall was built. He suggested some water and soil studies be completed to ensure that option 2 is feasible. He said this would not incur a significant cost and could be done relatively quickly. He said it is possible that the water problems were remedied when the well was constructed on the City Hall property. The Council agreed that soil and groundwater studies would be appropriate and directed staff to move forward with those studies.
Neal Worsley, Police Chief, said option 2 would give the Police Department adequate room for storage; however, he said he is concerned that the basement may become a free use area. He said the Police Department is a secured area and will not allow free access. This is something that will need to be looked at more closely, if this option is approved, to designate which areas are open and which are restricted.
Councilman Cutler said option 2 seems the most appropriate. He said he feels this option would tie into City Hall better than an accessory building. Delbert Dellingham, Court Supervisor, said the Justice Court is also in favor of option 2 and sees no problem with moving up to the Council Chambers for court.
Blaine Lutz, Finance Director, said this addition, although expensive, would be cheaper now rather than later and the storage and office needs will only become more pressing. The Finance Department also has need for additional storage space.
Finance Department
Blaine Lutz, Finance Director, explained that the Finance Department does not foresee any significant changes in personnel or equipment in the next three years, other than possible software upgrades. He said maintaining quality employees with the increasing costs of benefits and wages is of high concern. The cost of health care is a major concern as industry costs increase. The City has also seen higher than average increases in recent years with regard to health care.
Administration
Steve Thacker, City Manager, said he will hire an intern this summer. He said at some point he may recommend hiring an administrative assistant/management analyst to assist him with his work load. He said he has felt overwhelmed at times, but cannot justify a new hire as of yet. He asked the City Council to consider this expenditure for the future.
Councilwoman Lindstrom said there are several significant projects in the near future. She said these projects may be significant enough to warrant a new employee. She expressed her great respect for Mr. Thacker and staff. Councilman Wright said the consideration of a new employee may be warranted if staff is feeling overwhelmed. He suggested Mr. Thacker consider a new hire more closely and encouraged him not to put if off if the need is truly there.
Mr. Thacker thanked the Council for their consideration.
Revenue & Debt
Blaine Lutz, Finance Director, reviewed the 2007 revenue structure and General Fund revenues over the past 15 years. He said revenues have grown significantly, due to sales tax. He anticipates sales tax growth will plateau over the next couple of years since commercial development is virtually built out in Centerville, unless commercial development is allowed west of I-15.
Mr. Lutz reviewed the City’s debt (City Hall; land contract/Tingey property; and water revenue bonds) and explained how those debts are being paid off. He said that Centerville has relatively low debt.
At 9:06 p.m. the meeting was adjourned.
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Marilyn Holje, City Recorder Date Approved
Kathleen Streadbeck, Recording Secretary
