1. Call to Order. The workshop session of the Council of the City of Rogers was called to order by Mayor Bunting on Tuesday, October 23, 2012 6:00 p.m. at Rogers Community Center, 21201 Memorial Drive, Rogers, MN, 55374.
Council present: Rob Bell, Jay Bunting, Rick Ihli, and Maureen Stanley.
Member excused: Don Hall.
Staff present: Jeffrey Beahen, Police Chief; Gary Buysse, Liquor Operations Manager; Stacy Doboszenski, Assistant City Administrator; Brad Feist, Fire Chief; Steve Stahmer, City Administrator; John Seifert, Public Works Supt.; and Lisa Wieland, Finance Director.
Administrator Stahmer opened the meeting explaining the items that are to be reviewed during the workshop session.
Personal Services Budget (handout & review of proposed changes from 2012 to 2013)
Administrator Stahmer reviewed the summary 2013 personnel services budget with Council highlighting the following:
• Hiring of a Planner for ¾ of the year – Ihli questioned if the position was recommend being split between two departments. Stahmer explained how the planner and code enforcement officer work together. Bell asked the average number of hours per week we utilize Steve Grittman. Bunting talked about hiring more than just a planning person, but someone with development experience.
• Fire Technician and Police Administrative Assistant – both full-time positions. Stahmer stated in 2008 moving into 2009; those two administrative positions were combined into one. Stahmer discussed moving into commercial inspections (fire). Stahmer also discussed the salary increase compared to an administrative assistant.
Wieland stated the clerical position that was formerly Hassan are the funds being allocated toward these two positions. Stahmer stated we do have needs administratively across the city, but they weren't needed in the former capacity.
Chief Feist addressed the Council regarding the fire technician position. Feist stated inspections are one area which has been lacking. Feist also addressed having more than one person at the department during the day. Feist commented on the growth of commercial/industrial properties and the moving in/out of commercial tenants. The goal is to inspect all City buildings every two to three years and all buildings housing chemicals will be inspected annually.
Bunting asked about the possibility of selling the service to surrounding communities. Feist agreed and will be looking at future fire contracts to possibly include inspection services. Stahmer talked about getting the employee on and getting our own program up and running and then look at the possibility of providing fire inspections to other communities. Wieland stated the revenues have not been offset at this time for any revenue this position might bring in. Bell questioned what examples of walk-in needs would be. Feist stated plans for inspection is one example. Bell stated then it's mainly inspection related issues. Being efficient for the public and having that representation. Ihli asked if other communities have that; representation during the day within the department. Feist stated Elk River, Maple Grove, Plymouth; St. Michael has part-time.
Jakel stated back when we brought the full-time Chief on that was part of the expectation. Jakel discussed having more fees for commercial/industrial and don't want to make it a fee burden City and asked staff/council to be cognizant of not being a fee burden community. Jakel reiterated when Feist was hired, it was thought he would do the inspections, but time is not allowing with other Chief duties.
Feist stated he is not trying to target commercial/industrial fees. He wants the owners to welcome the fire department in the businesses.
Chief Beahen then addressed the Council regarding the part-time to full-time administrative assistant position. Beahen also stated he supports Chief Feist with the fire inspection program. Beahen stated the inspectors proactively prevent major incidents from occurring. Beahen also discussed walk-in traffic. Beahen stated the Capt. and himself spend far too much time doing administrative work with 14 agencies to be reported to. The next position will relieve the stress from the Capt. and Chief. Other communities including those smaller than us have at least two clerical staff in their departments. No questions from Council.
• PW HEO new hire; assumed as part of the Hassan budgeted items and was hired in October. Seifert provided history on the number of full-time and part-time FTE's in Hassan. They were between 1.8 and 2.0 FTE's. The HEO has filled it with an equal 1.0 FTE.
• Park/RAC laborer - look at a shared position (1/2 time in parks); staff has looked at having the person shared between the RAC and Parks when they are at their busiest times.
• .30 FTE Part Time Parks – would be seasonal part-time positions adjusting up during heavy times. Stanley asked if there is a new hire being proposed at .3 or just increasing hours. Seifert stated adding hours to the part-time pool.
• Mechanic; Seifert stated he wants to bring this forward as a cost-saving measure to hold things lateral. Line item budgets were reduced to accommodate this position. Seifert spoke on the amount of the equipment and the aging equipment. Bunting stated Councilmember Hall will be discussing this position in the future. Seifert continued to discuss how the position will be utilized. Jakel asked if Corcoran or other communities have their own mechanic. Corcoran is outsourced, Elk River is in-house, Big Lake is in-house. There was discussion regarding sharing the mechanics position with other communities.
• .20 FTE added to the recreational program for the senior programming. Moving the position to a ½ time position. Seifert stated both the contractual dollars were increased as well as the personnel services budget.
• Finance AP/Payroll; Stahmer discussed pre-2009 staffing levels and the resignation of the part-time position last December. Wieland discussed internal controls; example of having the HR person also doing the payroll duties. The accountant is entering all invoices and doing bank reconciliations. Also the UB Clerk is the receipts clerk. Having the position unfilled was a temporary situation. Deadlines are being met, however some things are not functioning the way normal finance departments function. Wieland stated the most complaints are from developers who want to know their escrow balances.
Stanley asked the number of FTE's that are being proposed. Wieland stated almost 6; then explained how the former Hassan staffing levels were not included prior to this budget. In her calculations the actual increase is closer to $120,000. These positions are not being approved with the personnel services budget, but would come before the Council for individual approval. Doboszenski clarified that only the full-time benefit eligible positions are brought back before the Council for approval; not the part-time positions.
Stahmer discussed the 1.5% increase in the salary plan across the board including the health insurance.
Stahmer and Doboszenski discussed the .25 FTE summer intern position in administration.
Finally, Stahmer discussed having the Public Safety Task Force look at increasing membership to 39 paid on-call firefighters.
Wieland stated the Line Item Budgets are available and were handed out to the Council along with the Summary Budget and Enterprise budgets.
Wieland stated the future 2013 Budget Workshop will include review of the following:
• Review of Line Item Budget
• Financial Management Plan (focus on 5 years) presented and discussed
• City Council 2013 budget adjustments discussed for implementation into final budget
• Overview of 2013 budget/levy impacts
• Enterprise Fund Budgets
Council discussed having the next workshop start at 5:00 p.m.
Bell moved, Stanley seconded a motion to adjourn the budget workshop at 6:55 p.m. Motion carried 4-0.
Assistant City Administrator/Clerk