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06-19-2007 City Council Study Session PacketCity of Grand Island Tuesday, June 19, 2007 Study Session Packet City Council:Mayor: Margaret Hornady City Administrator: Vacant City Clerk: RaNae Edwards T u 7:00:00 PM Council Chambers - City Hall 100 East First Street Tom Brown Larry Carney John Gericke Peg Gilbert Joyce Haase Robert Meyer Mitchell Nickerson Scott Walker Fred Whitesides Jose Zapata Call to Order City of Grand Island City Council A - SUBMITTAL OF REQUESTS FOR FUTURE ITEMS Individuals who have appropriate items for City Council consideration should complete the Request for Future Agenda Items form located at the Information Booth. If the issue can be handled administratively without Council action, notification will be provided. If the item is scheduled for a meeting or study session, notification of the date will be given. B - RESERVE TIME TO SPEAK ON AGENDA ITEMS This is an opportunity for individuals wishing to provide input on any of tonight's agenda items to reserve time to speak. Please come forward, state your name and address, and the Agenda topic on which you will be speaking. MAYOR COMMUNICATION This is an opportunity for the Mayor to comment on current events, activities, and issues of interest to the community. Call to Order Pledge of Allegiance Roll Call Invocation - Pastor Charles Greggory, First Baptist Church, 811 West 10th Street This is an open meeting of the Grand Island City Council. The City of Grand Island abides by the Open Meetings Act in conducting business. A copy of the Open Meetings Act is displayed in the back of this room as required by state law. The City Council may vote to go into Closed Session on any agenda item as allowed by state law. City of Grand Island City Council Item -1 Review of Budget Process Attached is the 2007/2008 Budget Preparation Schedule. City Finance Director David Springer will review the processes of the 2007/2008 budget. Tuesday, June 19, 2007 Study Session City of Grand Island Staff Contact: David Springer City of Grand Island City Council Item -2 Review of 2007/2008 Outside Agencies Funding Requests Tuesday, June 19, 2007 Study Session City of Grand Island Staff Contact: David Springer City of Grand Island City Council Council Agenda Memo From: Dave Springer, Finance Director Meeting: June 19, 2007 Subject: Approve 2007-2008 Funding for Outside Agencies Item #’s: 2 Presenter(s): Dave Springer, Finance Director Background To some extent, the City has made contributions to Outside Agencies for over a decade. There is no clear history as to how this began, but one suspects they were brought forward by councilpersons, Mayors or Administrators who were sympathetic to an agencies stated mission. Council has requested staff to formulate criteria by which Outside Agencies would be measured before funding requests would even be considered. Attached are potential guidelines as formulated by the City’s Legal Department for council consideration. Also attached is a summary of those agencies that have submitted funding requests for fiscal 2008 and staff’s recommendation. If the above funding guidelines were to be adopted by council, these recommendations might be subject to change. Discussion This evening, the intent is to reach a definitive policy to qualify an Outside Agency for possible funding, to review those requests in such a light, and then provide staff with funding levels for those agencies which qualify. Outside Agencies have been notified of this meeting but no presentation has been requested, as their submittals are fairly detailed. Conclusion This item is presented to the City Council in a Study Session to allow for any questions to be answered and to create a greater understanding of the issue at hand. It is the intent of City Administration to bring this issue to a future council meeting. INTEROFFICE MEMORANDUM TO: DAVID SPRINGER FROM: WESLEY D. NESPOR SUBJECT: FUNDS TO NON-PROFITS FOR PUBLIC PURPOSES DATE: 6/15/2007 CC: RANAE EDWARDS The Nebraska Constitution prohibits lending or giving credit in aid of any individual, association, or corporation. Courts have held this to mean lending credit which is not used for a public purpose. What constitutes a public purpose must be decided on a case by case basis focusing on the object sought to be accomplished and the degree and manner in which that object affects the public welfare. Unsolicited requests for money should be from non-profit entities because for- profit companies should go through the competitive bid/proposal process. Suggested guidelines 1 Council should prepare a written statement of the public purpose and how the entity will accomplish it. This is absolutely necessary because the Supreme Court has stated repeatedly that “it is for the Legislature (city council) to decide in the first instance what is and what is not a public purpose…”. State v. Cornell, 53 Neb. 556. 2 There should be a contract with the entity setting forth the purposes/services and itemized costs to accomplish those purposes (Humane Society for example). 3 There should be an annual accounting of how the funds were used. (see Chase v County of Douglas, 195 Neb. 838 regarding contract and accounting as measures to ensure expenditures are being used for a public purpose). 4 Some general guidelines to use in determining if the expenditure is for a public purpose. a. Is the general public benefited or only a small group? (e.g. if funds are given to a private entity for buses, the service must be available to the entire public and not just for use by members or patrons of the entity). b. If benefits redound to individuals, are those benefits only incidental to the benefits to the general public. (e.g. funds given to the chamber of commerce to “advertise the city” may benefit the members of the chamber but that is only incidental to the broader purpose of attracting tourists and industry for the benefit of the entire community). c. Is real estate being purchased or improved which will house a private entity? Case law disapproves this practice specifically. d. Are fixed assets being purchased or human resources acquired which will be used by the entity for other purposes? (e.g. Government funds are used to pay 100% of the costs of an employee or equipment but only part of the employee’s/equipment’s time is spent or used for the public purpose). Item -3 Review of 2007/2008 Full Time Equivalent's (FTE) Requests Tuesday, June 19, 2007 Study Session City of Grand Island Staff Contact: Department Directors City of Grand Island City Council Council Agenda Memo From: Dave Springer, Finance Director Meeting: June 19, 2007 Subject: Approve 2007-2008 FTE Requests Item #’s: 3 Presenter(s): Dave Springer, Finance Director Background At the June 12 council meeting, staff was requested to provide additional information to council at a Study Session, justifying the Full Time Equivalent (FTE) requests that were presented. Attached are memos from those directors who have requested additional employees, detailing that need within their departments. Last year saw a net reduction in FTE’s, but with the city’s growth and the expansion of the City’s services and operations, some additional staffing becomes necessary. Requested are a net of 7.77 FTE’s and $251,586 in the General Fund and a net request of 12.27 FTE’s and $459,249 city-wide. Discussion Between the justification memos and the Director’s input at the study session, the goal is to provide council with sufficient information to in turn direct staff as to appropriate staffing changes for incorporation into the 2007-2008 budget. Conclusion This item is presented to the City Council in a Study Session to allow for any questions to be answered and to create a greater understanding of the issue at hand. It is the intent of City Administration to bring this issue to a future council meeting. SUMMARY OF REQUESTED FTE'S, FISCAL YEAR 2007-2008 ( Five Year Financial Impact ) PERSONAL COST Dept FTE Changes 2008-9 2009-10 2010-11 2011-12 No.Department Name Recommended Estimate Estimate Estimate Estimate GENERAL GOVERNMENT 114 Finance Less: Accounting Clerk (0.580)($16,377)($16,868)($17,374)($17,896)($18,432) PUBLIC SAFETY 223 Police Custodian 1.000 $36,307 $37,396 $38,518 $39,674 $40,864 School Crossing Guard 0.350 $5,242 $5,399 $5,561 $5,728 $5,900 Police Officer (Add in December)1.000 $44,494 $58,871 $60,637 $62,456 $64,330 Total Police Services 2.350 $86,043 $101,666 $104,716 $107,858 $111,094 226 Emergency Management Emergency Management Coordinator 1.000 $31,556 $32,503 $33,478 $34,482 $35,517 Emergency Management Clerk (1.000)($30,459)($31,373)($32,314)($33,283)($34,282) Communications Specialist 1.000 $43,648 $44,957 $46,306 $47,695 $49,126 Total Emergency Management 1.000 $44,745 $46,087 $47,470 $48,894 $50,361 COMMUNITY ENVIRONMENT & LEISURE 443 Library Library Assistant - Full Time 2.000 $81,828 $84,283 $86,811 $89,416 $92,098 Total Library 2.000 $81,828 $84,283 $86,811 $89,416 $92,098 445 Recreation Administration Recreation Coordinator (Split with Shooting Park)0.750 $14,786 $15,230 $15,686 $16,157 $16,642 448 Heartland Shooting Park Seasonal Worker 2.000 $33,586 $34,594 $35,631 $36,700 $37,801 Recreation Coordinator (Split with Recreation Dept)0.250 $6,917 $7,125 $7,338 $7,558 $7,785 2.250 40,503 34,594 35,631 36,700 37,801 PROPERTY TAX REQUIREMENT GENERAL GOVERNMENT (0.580)($16,377)($16,868)($17,374)($17,896)($18,432) PUBLIC SAFETY 3.350 $130,788 $147,754 $152,186 $156,752 $161,455 COMMUNITY ENVIRONMENT & LEISURE 5.000 $137,117 $134,106 $138,129 $142,273 $146,541 GENERAL FUND PROPERTY TAX REQUIREMENT 7.770 $251,528 $264,992 $272,941 $281,129 $289,563 ========================================== SUMMARY OF REQUESTED FTE'S, FISCAL YEAR 2007-2008 ( Five Year Financial Impact ) PERSONAL COST Dept FTE Changes 2008-9 2009-10 2010-11 2011-12 No.Department Name Recommended Estimate Estimate Estimate Estimate ENTERPRISE FUNDS 505 Sanitary Landfill Equipment Operator 1.000 $33,686 $34,697 $35,737 $36,810 $37,914 510 Golf Course Seasonal Part-Time 0.500 $10,140 $10,444 $10,758 $11,080 $11,413 Maintenance Worker II (1.000)($58,881)($60,647)($62,467)($64,341)($66,271) Total Golf Course (0.500)($48,741)($50,203)($51,709)($53,261)($54,858) 520 Electric Utility Electrical Engineer 1.000 $61,393 $63,235 $65,132 $67,086 $69,098 Wireworker II 1.000 $58,893 $60,660 $62,480 $64,354 $66,285 Lineman Apprentice 1.000 $53,540 $55,146 $56,801 $58,505 $60,260 Total Electrical Utility 3.000 $173,826 $179,041 $184,412 $189,944 $195,643 530 Sewer Utility Maintenance Mechanic I or II 1.000 $48,950 $50,419 $51,931 $53,489 $55,094 Total Sewer Utility 1.000 $48,950 $50,419 $51,931 $53,489 $55,094 TOTAL ENTERPRISE FUNDS 4.500 $207,721 $213,953 $220,371 $226,982 $233,792 TOTAL CITY 12.270 $459,249 $478,944 $493,312 $508,112 $523,355 Council Agenda Memo From: Steven P. Riehle, Public Works Director Meeting: June 19, 2007 Subject: Request for an Additional FTE Equipment Operator for the Solid Waste Division of the Public Works Department Item #’s: 3 Presenter(s): Steven P. Riehle, Public Works Director Background The division operates under rules that are regulated by the NDEQ. The Solid Waste Division of the Public Works Department operates a Transfer Station at 5050 West Old Potash Highway and a Subtitle D Landfill at 19550 West Husker Highway. The Transfer Station is located on a 32 acre site that is 3 miles west of US Highway 281 on Old Potash Highway. The 330 acre Landfill is located on Husker Highway just east of the Buffalo County line. The original construction of the landfill in 1992 was financed with bonds. The second landfill expansion project in 1998 was paid for with cash. The next expansion project at the landfill is projected to take place after the original bonds are paid off in 2011. The Solid Waste Division of the Public Works Department is an enterprise fund with disposal fees providing the financial support for the operation. The division competes with other landfills in the area for customers. Key components to maintaining the customer base and solid waste flows include customer service, hours of operation, flexibility, diversity and of course price. Disposal fees have not changed since October 2003 because competitive fees are the most important factor to maintaining the revenue stream. The volume of solid waste received peaked shortly after the Landfill opened because the Grand Island Solid Waste Landfill was one of the early Subtitle D Landfills to begin operation. As other Subtitle D Landfills opened, disposal prices and travel distance determined where the trash would go. The volumes stabilized in the early 2000’s and have steadily increased since then. The actual revenue from fees consistently exceed projections. Tipping fee revenues for the division for the last 5 years are as follows: Fiscal Year Tipping Fees (millions of dollars) 2003/2004 $2.060 2004/2005 $2.128 2005/2006 $2.300 2006/2007 $2.550 (projected) 2007/2008 $2.650 (proposed budget) Discussion The Solid Waste Division currently has 9 full time employees, 3 part-time and 3 seasonal employees. Two of the part-time employees work the scale window on weekends. One part-time employee is a retired equipment operator that fills in. Two of the seasonal employees staff the yard waste site. One seasonal employee helps with ground maintenance. Personnel costs are approximately 30% of the budget. A position for an Assistant Superintendent was eliminated from the division in the 2003/2004 budget. The Transfer Station is currently open 50 hours per week. Because the division has to compete and provide customer service, gate hours cannot be reduced. Work schedules have been staggered and overtime reduced as much as possible without impacting customer service. To deal with the increased volumes the equipment operators are working 48 to 49 hours per week. With the trash volumes continuing to increase, the request for an additional Equipment Operator will be easily covered with the increased revenues. Conclusion This item is presented to the City Council in a Study Session to allow for any questions to be answered and to create a greater understanding of the issue at hand. It is the intent of City Administration to bring this issue to a future council meeting. Council Agenda Memo From: Steven P. Riehle, Public Works Director Meeting: June 19, 2007 Subject: Request for an Additional FTE as a Maintenance Mechanic I/II for the Waste Water Division of the Public Works Department Item #’s: 3 Presenter(s): Steven P. Riehle, Public Works Director Background The Waste Water Division of the Public Works Department operates a sanitary sewer collection system with over 215 miles of gravity mains, 6.4 miles of force mains and 15 lift stations. The waste water treatment plant (WWTP) at 3013 East Swift Road treats approximately 12 Million Gallons per Day (MGD). The plant was originally constructed in 1964 with upgrades in 1980, 1995, 2005 and 2006. The highest measured flow through the plant was 37.8 MGD. The plant treats sewage equivalent to a population of well over 100,000 people. The plant is staffed on a 24-hour-a-day, 365 day per year basis. The Waste Water Division is an enterprise fund with sewer use fees providing the financial support for the operation. Sewer Fee revenues for the division for the last 5 years are as follows: Fiscal Year Sewer Fees (millions of dollars) 2003/2004 $8.275 2004/2005 $9.132 2005/2006 $9.504 2006/2007 $9.045 (projected) 2007/2008 $8.976 (proposed budget) Discussion The division currently has 28 full time employees, and 4 seasonal employees. Two of the seasonal employees work on flusher crews that clean the gravity collection system. One seasonal employee works on the solids and compost operations at the plant. One seasonal employee works on ground maintenance. Personnel costs are approximately 20% of the budget. The facilities are operated under rules that are regulated by the NDEQ. The WWTP has to deal with the sewage that is sent to us. The commercial and industrial sanitary sewer customers are billed according to the number of gallons they send as well as how strong the sewage is. The strength component of a sanitary sewer bill is to ensure that everyone pays fairly for the expense to treat the sewage they send to the plant. If a business is able to reduce the strength of their sewage, their bill will go down. A comprehensive review and analysis of staffing levels was performed in July 2006. The analysis compared the Waste Water division with staffing data from other facilities across the United States. The number one position recommended for the Waste Water Division was a Maintenance Mechanic I/II to keep up with the ever-increasing electrical, mechanical and computer needs of the plant. The recently completed UV project to disinfect the discharge from the plant requires substantial maintenance work. The scheduled Aerated Static Pile compost system will add to the maintenance responsibilities. The maintenance staff spend an inordinate amount of their time performing reactive work, when we’d like them to be working on preventive maintenance activities. With revenues expected to continue to increase, the request for an additional FTE as an Maintenance Mechanic I/II will be easily covered with the increased revenues. Conclusion This item is presented to the City Council in a Study Session to allow for any questions to be answered and to create a greater understanding of the issue at hand. It is the intent of City Administration to bring this issue to a future council meeting.