Minutes - 1996 - City Council - 08/20/1996 - Regular EAGLE CITY COUNCIL MEETING
Special Meeting Minutes
AUGUST 20, 1996
1. CALL TO ORDER: Mayor Bower called to order the special Council meeting
(Workshop) on the FY 1997 budget for the City of Eagle at 7:06 p.m.
2. ROLL CALL:
The following members were present: RICK YZAGUIRRE, MORGAN MASNER,
NANCY MERRILL. BASTIAN is absent. Quorum is present.
3. PLEDGE OF ALLEGIANCE: Omitted
4. NEW BUSINESS:
Mayor Bower: Discussion of open for public hearing,
Merrill: Moved to continue and keep this hearing open for public comment,
seconded by Yzaguirre. Vote ensued, ALI AYE, MOTION CARRIES ....
Masner: Asked if copies were made available. Wished to allow public input first.
Yzaguirre: Clarification on specific issues within the budget, Strategic annual
goals, etc. Recommend Mayor's explanation first, then take public testimony.
Merrill: Wishes to receive public testimony first.
Yzaguirre: Budget never officially presented by the Mayor. Difficult to comment
until official presentation is done.
Mayor: Defers to Council decision.
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Yzaguirre: Council prioritized strategic annual goals, Mayor assigned dollar
amount, Mayor should explain logic behind the numbers.
M~yd~ Talk t° ,ssd~s brought before the council by public. Items will be
;ii;; e~Plaine~ ~i[~t; 'i~en;~llow public comment as it is brought forth.
Explanation of Strategic Annual Goals (SAG's). Issues were identified that
required completion with a one year period. Council weighted the goals in
relation to priority and use of resources available (legally required and resources
available) benefit to the community, alternative cost, (negative impact on
community for not doing this). List developed through a number of different
meetings. List was pared down to specific items of importance, then prioritized.
Council directed Mayor to carry out prioritized goals (assign staff with current
resources or seek outside resources) all was reflected in this FY 1997 budget
as SAGs. Budget allocation was not based on priority (#1 doesn't equal highest
cost, etc.). Collection of outside resources (charging of city attorney time toward
goal possible). Purpose is to job cost each annual goal.
Downtown plan under another goal (legal cost of $2000). Development of
parks, explanation of fees. Development of a capital improvement plan.
Regarding capital improvement plan, consultation David Eberle PhD, provided
study on development (obtain copy from Mayor). Budgeted complete project for
completion of the goal.
River and pathway set back ordinance. Similar but not as detailed. Highly
contentious.
Expanded road and street grid. Unsure of funding need. Rather than budgeting
for nothing, allow for some that city attorney can bill to.
River ordinance. Complex issue involving a I~(g,9,;~mb~[ oflpeoBle, iili'
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NOTE: All charges associated with each project will receive the appropriate
costs of completing the goal.
M~nY ~th" pr°JectS may require additional expertise from outside the city staff,
proje~te~ ~ ~ ~mi~al amount.
Enhance the city administrative capacity. Put money into this item. City Clerk
and Mayor discussions, statutory requirements for minutes taken at the P&Z.
Minutes require 2X the amount of time required for the meeting to complete.
Court reporter or transcriptionist to take minutes at P&Z or special committee
minutes. Payment of city staff for a very high rate currently to perform same
function.
City Hall and the Library. Requested stand-alone library building, recognize the
need to perform a bond and all associated costs and legal requirements. City
hall is the same way for new construction or relocation. For example, designs
require an architect.
Impact area study. Ranked number 8 on list. Ranked fairly Iow. Rather place
nominal amount into this account for possible use. If unused, it would carry
forward.
Written and Electronic communications. Best way to implement e-mail for
remote access (in order to improve communications) is through an Internet
connection v. City-developed system.
Masner: Does the City Clerk recommend e-mail as a communication method for
this city?
City Clerk: Yes, a very effective method for communication. Explanation of
Internet and communications benefits for counci! a~d staff, make or buy tools.
Not cost effective to make when the costs ~i bu~i~g ~o Ib~ Giowing
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numbers of people using the Internet for two purposes: Communication, and
Research. In the opinion of the City Clerk, the benefits cannot be overstated.
Working in consultation with Computerland.
M~s~er: ~hi~ ~umes that all users have the equipment available to them.
This is intended to improve communications, if this can be done for $2,000, that
is wonderful, however, this requires in-home computer technologies. This further
assumes that all council members have computers at home.
Mayor Bower: Clarifies that all on the Council do, in fact, have computers in their
homes. Considers this a fair assumption. Further, this was a Phase II plan with
Computerland.
Merrill: Virus or hacker contamination of disk space, is this an issue? (To the
City Clerk)
City Clerk: Yes this is an issue. Discussion of security issues in downloading
from the Internet. Inoculation and security programs are available to deal with
this issue.
Mayor: Concludes presentation on SAG's. Opened proceedings to public
hearing (from the sign-in roster).
City Clerk: Motion unaddressed to open public hearing.
Mayor: Clarified that Merrill motions to open for public hearing, Yzaguirre
second. Vote ensued. ALL AYE, MOTION CARRIES ....
Open meeting to public comment on FY 1997 budget, first member in the
audience came forward.
Gary West came forward and presented com~!~t: GWy W..VVest: 275 Harvey,
Eagle. Came forward and presented comment :~a~ii~ li~e~ ~111 eagi~ are~ since
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1974. Employed by MK. Served on Meridian school board serving in many
leadership positions. A number of questions and concerns on the budget.
~Pologize in advance for his lack of understanding on the structure.
In §u~m~ fa~[~i~n, ~resented on page 4 proposed expenditures and revenues.
Personnel is 30% more than current FY 1996 budget, questions reasons for
increase (expects more like 4-5% increases) would like further explanation.
Contract labor and services. $354,0007 questions need for expenditure for
what we are getting in return.
Capital outlay, the amount budgeted boggles his mind. Not to spend without
first going the public first, such as with a bond issue for public comment before
spending. Allow future citizens to pay their fair share. Plan for spending
accumulated funds.
Look at $1.5 million in general fund, half of which is cio and SAG's. And that
personnel is 30% more that year before. Would like to know the plans. Library
fund and water fund, he understands.
Proposed revenue, carry over, why is this here as proposed revenue unless we
wish to spend it this year. Property tax increase 20% over FY 1995. Other
sources of revenue. $1,497,000, apparent miscalculation of the total. By a wild
stretch of imagination might be able to rationalize 1/3 of that amount. Tables in
the back (spreadsheets). Revenue by Fund....usage fee/municipal water, went
away....Iook on other pages, jumps again into 1996, then goes away....$150,000
disappears. FY 1996- 1997, missing figures, needs explanation. Expenditures
by fund...Increase in personnel expenses $354,000 total.
Mayor: Explains that 10/12ths of year is presented.
Mr. West: Then that makes it worse.. CIO bu~get~;:$400,000 and again this
year. What is the basis for that? CIO adds u~it° about h~i[~f th~bud~et.
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Barbara Montgomery came forward and presented comment: Barbara
Montgomery, 1509 N. Ellington in Eagle, City Clerk and Treasurer for past 12
Ybars...reviewed corrected copy than the original. Would like to see a break
~wn °f ~rsO~nel. ~raining, why $6,000 in training? Assets available for city
cl~rk~ h~i~i~ ~i~e~:~i~ity clerks, computer training? What is this?
Telecommunications: why is this a separate item when compared to SAG's.
Contract/Mass Transit? What is this? Grants, budgeted for grants....no way to
use it this year....SBA grant, discontinued, other grants, tree inventory grant
(paperwork on fall), biggest problem has to do with the strategic goals. Why
budget for items already in the budget...legal fees are legal fees, don't break
it down by line item. Consultant separate? Mix and match causes confusion.
CIO all for a new building or extension of existing building, must be budgeted
for, must be taken to the voters. Consultation may be necessary on downtown
development plan. Development of parks, impact fees? Impact fee ordinance
plus existing legal staff. Why create from anew when ordinances may be
borrowed from local city. Boise river ordinance may be updated and customized
for use in Eagle. Expanding road and street grid? Enhance existing P&Z.
Budgeting for part-time help, why is additional help needed when it was
completed without additional personnel in the past?
Impact study? Council agreed, ACHD had no problem. Study is unnecessary.
This is a done deal, finalization is all that is needed. Is improvement of
communications same as telecommunication? Nothing in budgets for franchise
fees. Franchises are not taxes, rather, associated with the user. Cablevision
users pay the fee. Power, water, etc. Use the additional revenue available under
the franchise fee. Ordinance calls for fee, complications with boundaries can
be solved.
Explain MOU with City of Eagle, United Water, trail creek and Lexington hills.
Use of pipes in Lexington hills? Cert ficat on is necessary. Knows the $150,000
is due the city. $15,000 due elsewhere.
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Trash franchise due to the attorneys? Utilization of trash franchise. Nothing is
budgeted. Title 4, chapter 2 of code calls for fees and licenses for trash haulers.
Should be reinstated.
s~mma~h ~i~n ~ay of potential revenue sources with more dependance
on property taxes. Current budget is too high and should be reduced.
Mayor: No additional members of audience wished to comment, declare public
comment portion of this hearing closed. Continued public comment until next
week (August 29, 1996).
Masner: Thank two comments from public (Gary and Barbara). Spent a lot of
time on this and are obviously concerned about several areas. Revenue side
first. Why weren't franchise fees included and with $150,000 water fee?
Mayor: Franchise fees are a tax, 100% pass through to the users. With
$100,000 budgeted.
Masner: Council in the past have debated in the past, a decision was that they
wished to include such fees. Why have these fees been arbitrarily pulled?
Mayor: Not arbitrarily pulled. If no agreement is in place, no money was
budgeted. Discussion continued on franchise fees and the process for collecting
them. This budget reflected a new philosophy for budgeting revenues and
expenditures. Revenues were included if they were considered likely to come
in this next fiscal year. Expenditures were included if it was possible they would
come in the next fiscal year. After additional discussion among the Mayor and
city staff, a balanced budget resulted. Wage and salary projections are for all
officials and staff.
Masner: Correction to Council President row~i~ot~'equal total. City Clerk will
correct. Doesn't like category of franch se fee~ u~der
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Merrill: Concurs with Masner.
~aguirre: Agree with Mayor that any form of fee on public tied to usage is a tax.
; it is or what it is called.
Mayor: Explain list of accounts and basis for categorizing revenues and
expenditures based upon generally accepted accounting principles (GAAP).
Masher: Concerned with consistency with other cities.
Merrill: Concerned with figures on personnel.
Mayor: Revenues will be addressed first, then issues relating to expenditure.
Discussion on legality of publication and budgeting.
City Attorney: Problem was that budget was published at a certain number, after
already published under a certain monetary figure. Amendments are possible
without changing (e.g., increasing) the bottom line.
Mayor: Would like a clarification. His understanding of the increase relates to
property taxation.
City Attorney: Partially correct, cannot increase property tax. Not specifically
addressed other forms of revenue. Real issue is that this is a notice problem.
Notice is out, generally, workshop is conducted before notice. If the bottom line
is increased, problem exists with the notice issue. From her comfort level,
having a budget noticed and published with a specific number, then ample
public notice was not provided.
Mayor: Does Council wish to increase additional revenue?
City Attorney: In an awkward position, not con~ oflime~ If n~tice is
reissued at least 3 days ahead of time. She ~ill de{~[mi~e. Her
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suggestion to remain at the same number (bottom line number).
~aguirre: Review preliminary budget, then make recommendations, adjusting
ndms~s at wiii the~ address the notice timing issue.
City Attorney: Notice was published, however, a procedural issue exists with the
increased bottom line.
Masher: Recommends moving ahead as if no problem exists and wait for
additional legal clarification. If council wishes to make changes, go ahead and
obtain advice later from Mr. Moore (or city attorney).
Mayor: library approval....general and library funds are separate.
NOTE: Discussion of group and with audience identified an error within the
detail report attached to the budget spreadsheet. A recess in the proceedings
identified the error due to a missed entry noting the general fund transfer to the
library fund. The City Clerk provided explanation and line-item changes on each
page of the document, correcting the error. The error was attributed to the lack
of additional proofreading resources and time available to the new city staff.
Mayor: Meeting publication date and provide information to the county by law
for the budgeting process. In the midst of preparing the budget and the
moratorium for permits, it was felt that the final budget meeting could be
changed, provided that publication would meet the statutory deadlines (7 days
apart, 2 publications). Need a recommended date for the next budget meetings.
(Sept 3, and August 27)
City Attorney: Using Valley news as a weekly publication, might change to idaho
Statesman, would be an odd solution. Conducting the Design & Review
Meeting on August 27, then budget hear ng ~n Sept. 3 might be a potential
solution.
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Merrill: Publication 7 days apart in official newspaper. Publish tomorrow and
next Wednesday, (21st pub, 28th pub, budget hearing on the 29th) have until
MOnday the 9th of September to certify the budget and file with the county, also
~abli~t~{!nal b~aget !n the paper as soon as possible thereafter.
Mayor: Discussion between the Council and the City Attorney produced a
schedule as follows:
Special meeting on August 22, 1996, at 4:00 p.m. to 6:00 p.m., and the final
meeting on August 29, 1996, at 7:00 p.m., with the results of this budget
workshop published in a corrected copy (e.g., in the newspaper and for public
perusal) as quickly as possible.
Merrill: Moved to continue budget workshop to Friday, August 23, 1996, at 4:00
p.m. to 6:00 p.m., seconded by Yzaguirre.
Mayor: Vote ensued, ALL AYE, MOTION CARRIES .....
Merrill: Recommends preparing and reviewing all questions submitted in this
meeting in preparation for the next workshop.
Mayor: City Staff will prepare corrected, updated documents for all members of
the audience and Council by August 21. Clarified meeting dates: August 23,
1996, from 4:00 p.m. to 6:00 p.m. will be a continuation of the Budget
Workshop; on Thursday, August 29, 1996, at 7:00 p.m., will be the final budget
hearing. Newspaper publication will commence Wednesday, August 21, 1996,
and August 28, 1996, in the Valley news (e.g., a corrected version). The
agenda will remain solely based on budget with the August 27, 1996, final
budget meeting canceled and moved to August 29.
Masner: Moved to adjourn workshop, Merrill"seconded.
Mayor: Vote ensued, ALL AYE, MOTION CA~hiE~.? ..
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Having no further business the Council meeting adjourned at 11:00 p.m.
Res ctful submitted:
D. KOREY LOWDER
EAGLE CITY CLERK/TREASU
MAYnaRd. BOWER
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