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HomeMy WebLinkAbout06-05-1995 CMW ~ CITY COUNCIUMANAGER WORKSHOP OF THE CITY COUNCIL OF THE CITY OF MAPLEWOOD 5:00 p.m., Monday, June 5, 7995 Maplewood Room, City Hall MINUTES A. CALL TO ORDER - The Council/Manager meeting of the Maplewood City Council was held in the Maplewood Room, City Hall. The meeting was called to order by Mayor Bastian at 5:02 p.m. B. ROLL CALL Mayor Gary Bastian Present Councilmember Sherry Allenspach Present Councilperson Dale Carlson Present ^.ouncilperson Marv Koppen Present `3ouncilperson George Rossbach Present Others Present: City Manager Michael McGuire Assistant City Manager Gretchen Maglich Finance Director Dan Faust Director of Public Works Ken Haider. C. APPROVAL OF AGENDA. The following items were added to the agenda: I. OTHER BUSINESS 3. MIS Coordinator Mayor Bastian moved that the agenda be aoaroved as amended The motion was seconded by Councilmember Carlson and was approved. Ayes: All 1 D. WATER DEPARTMENT UPDATE City Manager McGuire presented an update on the negotiations with the St. Paul Water Utility. The negotiations are centered on the City of Maplewood as well as other municipal Water Utility customers becoming partners and co-owners of the water system. After some discussion, it was the consensus of the City Council to continue negotiations with the St. Paul Water Utility and the City of St. Paul; temporarily halt the conversion to a wholesale contract pending the outcome of the negotiations; and have staff present a 15 month interim retail contract to the Council for consideration in late June or early July. f. FIRE DEPARTMENT UPDATE Mayor Bastian moved that the Citv Council adjourn to a Closed Session to discuss contract neootiations with the Fire Departments. The motion was seconded by Councilperson Carlson and was approved. Ayes: All The meeting was recessed into Closed Session at 5:22 p.m. The City Council returned to the regular meeting from the recess at 6:16 p.m. F. COMMUNITY CENTER QUARTERLY UPDATE City Manager McGuire summarized the material presented to the City Council in the quarterly update for the Community Center operations. Mr. McGuire stated that the Springsted feasibility analysis done in 1991 did not include a budgetary line item for depreciation of equipment or the building which is used to build a cash reserve for future replacement. In the first financial reports prepared by - the City about the Community Center actual operations, the net income included depreciation, approximately $250,000 per year. Mr. McGuire recommended that future reports deal with operating income before other revenues and expenses instead of net income. Mr. McGuire also reported on nine other items including increasing membership and banquet room fees, a volunteer program, expansion of the Pro Shop, renting to a church on Sunday mornings, and new marketing ideas to _ increase memberships. Following some discussion about the Community Center's budget, Mayor Bastian moved that the following resolution be adooted• RESOLUTION N0.95-06-70 RESOLUTION AMENDING BUDGET POLICIES FOR THE COMMUNITY CENTER OPERATIONS AND AMENDING 1995 BUDGET WHEREAS, it is the intent of the City of Maplewood to operate the Community Center as a business, and WHEREAS, it is important that management have the flexibility to incur expenses as needed so that customers can be properly served, and 2 WHEREAS, the Finance Department will prepare and distribute a monthly income statement to monitor the financial transactions for the Community Center operations, and WHEREAS, Resolution 94-09-101 was adopted on September 12, 1994 which provided the following: 1. That the annual budget for the Community Center Operations Fund consist solely of a planned net income amount, and 2. That City management staff shall have the flexibility to incur expenses as needed so that customers can be properly served, and WHEREAS, Resolution 94-12-148 was adopted on December 12, 1994 which provided the following: 1. That $1,137,940 be appropriated for 1995 for the Community Center Operations Fund, and 2. That the expenses for the Community Center Operations Fund may exceed the appropriation provided that the net income for 1995 is at least $61,660, and WHEREAS, the net income for 1995 was based on financial projections that included estimated depreciation expense of $60,000 for Community Center furnishings and equipment as it was the intent to build a cash reserve to finance the replacement of these items, and WHEREAS, the net income for 1995 was based on financial projections that did not include estimated depreciation expense for the Community Center building as no estimate was available when the budget was prepared, and WHEREAS, the annual depreciation expense on the Community Center is $251,180 and $206,306 of this is for the building, and WHEREAS, it is not practical to expect Community Center operations to produce revenues sufficient to finance depreciation expense on the building, and WHEREAS, financial reports for the Community Center Operations Fund indicate the operatinu income before other revenues and expenses which is a better measurement of the financial success of the operation because this is before depreciation expense, and WHEREAS, the revised financial estimates for the Community Center Operations Fund indicate the operating income before other revenues and expenses for 1995 will be a loss of approximately $38,000 instead of income of approximately $126,660 as anticipated in the original 1995 Budget. NOW THEREFORE BE IT RESOLVED, that the financial objective be revised to focus on the operatins~ income before other revenues and expenses instead of net income, and 3 BE IT FURTHER RESOLVED, that the financial objective be set annually when the city budget is adopted, and BE IT FURTHER RESOLVED, that the budgeted 1995 operatina income before other revenues and exoenses for the Community Center Operations Fund be set at a loss of $38,000, and BE IT FURTHER RESOLVED, that the expenses for the Community Center Operations Fund may exceed the appropriation provided that the o~eratina income before other revenues and expenses for the Community Center Operations Fund does not exceed a loss of $38,000. It was seconded by Councilperson Allenspach and was approved. Ayes: All G. POLICE DEPARTMENT CAPTAIN PROMOTIONS City Manager McGuire provided the City Council with an update on the Captain's position vacancy within the Police Department. Councilperson Carlson asked the Council if this is an appropriate time to evaluate the total structure of the Department of Public Safety before an appointment is made. City Manager McGuire presented the current organizational structure and an option for a new structure which would include a Fire Chief. Following some discussion, it was the consensus of the City Council that the City Manager could make a temporary appointment of a captain until such time that a decision is made about the organizational structure of the Public Safety Department. H. CABLE TV FRANCHISE UPDATE There was no time for this report. ' I. OTHER BUSINESS 1. Update on Organized Collection Responses There was no time for this report. 2. July Council/Manager Meeting Date -July 31, 5 p.m. to 8 p.m. City Manager McGuire stated that Mayor Bastian would out of town and recommended that the meeting be changed to Monday, July 17, 5 - 8 p.m. It was the consensus of the Council that this item be placed on the June 12 meeting for formal action. 4 3. MIS Coordinator Assistant City Manager Maglich announced that a new full time MIS Coordinator, Mr. Steve Hurley, will start work with the City on Monday, June 19. Mr. Hurley is currently the MIS Coordinator for the City of Shakopee. J. FUTURE TOPICS There was no discussion about this item. K. ADJOURNMENT The meeting was adjourned at 7:08 p.m. 5