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HomeMy WebLinkAboutMINUTES-1994-01-08-1994ITY COUNCIL Of EVJ Jrl� V � CQ IV January 8, 199Y A SPECIAL MEETING of the Evanston City Council was held on Saturday, January 8, 1994, at 9:19 A.M. in the City Council Chamber to consider the 1994-1995 City of Evanston Budget. ROLL CALL - PRESENTt Alderman Newman Alderman Rent Alderman Drummer Alderman Moran Alderman Guthrie Alderman Engelman Alderman Heydemann Alderman Holsman A Quorum being present. ABSENT: Alderman Feldman City Clerk Rirsten F. Davie announced that, in the absence of Mayor Morton, nominations for the election of a Mayor pro tem were in order and that, in accordance with Council Rule 15.7, Alderman Drummer was first on the list of aldermen by seniority to serve as Mayor pro tem. Alderman Moran nominated Alderman Drummer. Seconded by Alderman Engelman. Motion carried. No nays.. PRESIDING: Mayor pro tem Dennis R. Drummer BUDGET OVERVIEW: Mayor Pro tem Drummer welcomed the Council to the first budget review session and asked for a motion to go into a Committee of the Whole. Alderman Rent so moved. Seconded by Alderman Moran. The Council convened as a Committee of the Whole at 9:21 A.M. City Manager Anderson called Council's attention to scheduled budget review sessions and said that he would respond to any question that required a brief answer, but that any questions requiring a detailed answer, or more information, would be responded to in a budget memo. He began his presentation by highlighting the major events, accomplishments and changes that had taken place in the City during the past year, as detailed in his budget message to the Council, and their impact on City operations. He reviewed the City's Budget Policy, its impact on operations and noted staff had been asked to do more with less, but no City service had been reduced or eliminated. He also noted that this budget had eliminated reliance on one-time revenues and that the City was not asking for any increase in the property tax levy. Beginning his discussion of the proposed 1994-1995 FY Budget, he highlighted the major elements of his budget message, including certain staff reorganization, including both elimination and addition of positions, a recommendation for a 4% wage and salary increase and a continued commitment to ongoing infrastructure needs as detailed in the Capital Improvement program. A video tape copy of this meeting has been made part of the permanent record and is available in the City Clerk's office. a21 2 January 8, 1994 REVIEW OF FUNDSs Finance Director Shonk noted that the part of the General Fund supported by property taxes had been sharply reduced and that portion was being funded by the new 1/4% sales tax and a proposed extension of the Natural Gas Tax on large users who purchase out-of-state natural gas and an extension of the Telecommunications Tax to cover interstate telephone calls. In response to a question from Alderman Newman, he said that estimates on what that tax will generate are based on our extrapolation of the experiences Chicago and Wilmette have had with this tax. Alderman Newman requested a budget memo on what the bases were for our projections of the Telecommunications Tax. Mr. Shonk noted that the Debt Service Fund is projected to increase by about $500,000 to cover library notes, existing debt and the Capital Improvement— Program. Increased Water Fund expenditures are expected to be supported by a 17% increase in Evanston water rates and a 25% increase in Skokie water rates. Sewer charges will also be raised to cover the Long Range Sewer Improvement Program. In response to a question from Alderman Newman, City Manager Anderson explained that transfers from the Water Fund to the General Fund are to reimburse the General Fund for overhead expenditures paid for by the General Fund, but billed to the Water Fund. Alderman Newman requested a budget memo outlining the breakdown of water and sewer charges, how they will affect water customers in a cumulative way and how those charges compare to other cities. In response to Alderman Heydemann, City Manager Anderson explained that the City has approximately seven more years to go in the Long Range Sewer Project and has contracted for about $60 million of the $140 million it is expected to cost. The steepest increases in sewer rates will be in place by the fifth year and will rise more gently after that. Alderman Drummer noted that Council had made a special effort to inform the community about the sewer project and its cost and did not receive negative comments from citizens. In response to a question from Alderman Engelman, City Manager Anderson clarified that the proposed 17% increase in rates is only for water. Director of Public Works Barber further clarified that water rates and sewer rates are both based on water usage. In response to a further question from Alderman Engelman, Mr. Barber explained that a proposal to base sewer rates on the amount of impervious surface on a property had been dropped because a study showed that it would substantially raise the rates to industrial customers without a significant savings to residential users. City Manager Anderson noted that there would be a significant increase in expenditures in the Fleet Services Fund to replace capital equipment and would be funded by the sale of bonds. He explained that much of the large equipment has gone beyond its useful life and could pose a potential safety hazard for its operators. In response to a question from Alderman Newman, he clarified that purchases would be almost entirely large equipment, for which we have no dealers in Evanston. City Manager Anderson explained that he was recommending the establishment of an Insurance Fund to better manage and control expenditures related to general liability and Worker's Compensation claims. He noted that it had previously been carried as a debt and felt it was better to engage in advance planning and slowly build reserves rather than having to bond when the City had to pay out large settlements. I 3 RSVIE�i OF EZPSNDITIIRS BY PUMS: January 8, 1994 City Manager Anderson pointed out that on the page summarizing each fund, notes at the bottom explained any variation from the previous year and noted that in most funds, variations were due to the proposed 4% increase in wages in salaries. He responded to questions in the following program elements: CITY COUNCIL - 100: Alderman Newman requested that a breakdown of salaries, position by position be provided to Council. In response to Alderman Newman, City Clerk Davis clarified that the hours of the Aldermanic Secretary had increased from .5 to .8 because she had assumed additional responsibilities handling the Mayor's correspondence and other staff functions and noted that Mayor Morton keeps more extensive office hours than did the previous mayor. In response to a question from Alderman Heydemann about how to reduce the Council's copying charges, City Manager Anderson said that in conjunction with the ongoing computer upgrade in the City, it is hoped that within the next eighteen months it will be possible to send agendas and memos to the Council electronically and, if they need a hard copy, they can print it out on their own printer. The City does not yet have E-Mail or the ability of someone from outside the Civic Center to tie into the network. CITY MANAGER'S OFFICE - 110: In this fund savings were due to the elimination of one Assistant City Manager position and giving the City Manager an auto allowance instead of a City car. In response to a question from Alderman Newman, he clarified that the Assistant to the City Manager/Cable position was in another fund. LEGAL ADMINISTRATION - 130: Alderman Newman requested a budget memo on litigation costs that would include the settlement cost for each claim and the legal fees associated with that claim. He said that he wanted to know what the City was spending its money on and with what results. City Manager Anderson also suggested that such a report could be provided on a quarterly basis and could include a report on labor negotiations and arbitration. In response to Alderman Engelman, City Manager Anderson clarified that for the new Insurance Fund, he was proposing that the City would look at its estimated exposure each year and set aside reserves to cover it. He pointed out that reserves set aside for claims that take a number of years to settle, would also earn interest. HUMAN RESOURCES - 140: In response to questions from Alderman Engelman, Director of Human Resources, Judith Witt, said that medical insurance costs are expected to rise 10-15%. City Manager Anderson noted that the City is undergoing a comprehensive review of its medical insurance programs and is discussing joining with the two school districts to form a large insurance pool which may generate more favorable rates. In response to Alderman Kent's question as to whether there was an appeals process for part-time workers, Ms. Witt said they were not covered by Civil Service, but that if they were terminated for cause, they could appeal to her, but if they were let go because a position was eliminated, there was no appeal. 0 MO, 4 January 8, 1994 EMPLOYMENT AND EOUAL OPPORTUNITY - 142: ■ In response to a question from Alderman Engelman, Ms. Witt explained that the proposed hiring of six new policemen had not yet begun, but that there was a viable eligible list from which they could still draw applicants. HOUSING CODE COMPLIANCE - 331: In response to questions from Alderman Engelman, City Manager Anderson said that there is a permit backlog due to the pilot project in the Southeast area. Staff has determined that zoning inspections can be cut back and property inspectors are instruced to note zoning violations. In response to a question from Alderman Newman, Director of Building and Property Services Wolinski said that an additional housing inspector would cost about. $42,000. Alderman Newman said that he would like that to be put on the table. POLICE ADMINISTRATION - 400: In response to questions from Alderman Newman, Chief Cooper said that the process of hiring six new officers has not yet begun, because the City does not yet know if it will receive the federal grant to fund them. He said that the grant would be for a maximum of three years, then the City would have to find the funding for the officers. In response to several questions from aldermen, Chief Cooper explained that the preliminary budget had been prepared prior to his taking the position as Chief. He was in the process of reorganizing the department along the concept of community policing with the help of an internal committee. He responded to a number of questions regarding reallocation of personnel and promised budget memos on the following questions: 1) why there was a significant decrease in the number of juveniles arrested, but an substantial increase in the number of Juvenile Court referrals; 2) why there was a reassignment of budget costs from the Youth Services Bureau to Victim Services; 3) why the number of surveillances done by the Tactical Bureau dropped from 50 to 30; and 4) what type of training was being done in the Police Department, especially sensitivity training for patrol officers. Chief Cooper and Alderman Drummer discussed the Foot Patrol, what their role was, how they were evaluated and whether the officers could be more effective on foot or on bikes. Chief Cooper said what he would like to see was all 154 officers in the department performing foot patrol -like activities. FIRE DEPARTMENT - 501: In response to a question from Alderman Engelman, City Manager Anderson clarified that the results of the current fire arbitration would be retroactive, but, regardless of the outcome, the net effect on the budget would be the same. TREE PLANTING - 707: In response to Alderman Drummer's question, Director of Parks, Recreation and Forestry Wirth said that the City was handling most tree planting and removal in house. REFUSE COLLECTION AND DISPOSAL - 970: In response to several questions, Director of Public Works Barber said that the SWANCC Transfer Station is expected to begin receiving garbage around February 1, 1994, and the cost will be $8-$10 more per ton, but it will save two hours per round-trip in transport time. 5)4 5 January 8, 1994 Mr. Barber and Alderman Heydemann discussed the problem of animals chewing through garbage can lids and how lids can be replaced. He noted that the City has a ten-year guarantee from the manufacturer of the refuse cans. He clarified for Alderman Rent that sanitation workers are instructed to pick up all garbage, whether it is contained in a regular container or not, and he noted that there has been a significant reduction in workers' compensation claims since the new containers have been in use. In response to questions from Alderman Holsman, he clarified that apartment buildings with more than 4 units are considered commercial properties and are handled by commercial haulers. He also stressed that each apartment building is required to have refuse containers sufficient to contain all a building's refuse between pickups. He also noted that workers report the need for special pickups and tree trimming to their supervisors. City Manager Anderson said that a discussion of the leaf pickup program has been scheduled at a future Administration and Public Works Committee meeting. RECYCLING CENTER - 985: In response to a question from Alderman Holsman, Mr. Barber said that the numbers in the Budget of recyclables processed did not look accurate to him and promised to check them. RELATIONS COMMISSION - 1002: Executive Director, Human Relations Commission Thomas responded to questions from Alderman Newman regarding HRC staff members taking over landlord -tenant complaints and clarified that it would not require an additional staff person and that the HRC was largely responsible for originating the ordinance. The skills required are mostly mediation. He noted that the City does not enforce the ordinance, but that it is a guideline for landlords and tenants to know their rights. City Manger Anderson added that calls formerly came into Building and Property Services, but those needing mediation were forwarded to the HRC. What has been done has been to change the initial contact to the HRC and any technical questions will be referred to Building and Property Services. He explained that the position of Housing Planner has been changed to two half-time positions, one in Building and Property Services and one in Planning and Zoning. They are hoping to tap people who don't want to work full-time. It will be reconsidered if the City can't find qualified individuals who are willing to work half-time. GENERAL CONTINGENCY - 1100: Alderman Newman raised several questions about the General Contingency account and requested a budget memo on how that money is allocated and spent over the. last four years. City Manager Anderson explained that part of the money in that account is used to give step increases to staff members completing probation, other raises pursuant to employment agreements, or to fund unexpected expenses. He noted that at the end of a budget year the ongoing fund balance could be either in a positive or negative position, depending on what happened with revenues. LIBRARY - 1600: City Manager Anderson pointed out that the additional expenses in this fund reflect increased costs associated with moving into the new library. He confirmed that the Bookmobile is included in this budget, but noted that preliminary discussions had taken place about possibly using that vehicle for a mobile command post for the Police Department. Alderman Holsman asked to be on record opposing that idea. 'p� 6 January 8, 1994 Mayor pro tem Drummer said that since Council had just received the pages being reviewed this morning in the packet last night, any further questions should be submitted in writing to the City Manager. ECONOMIC DEVELOPMENT FUND: Alderman Newman raised questions about allocations to Evanston Business Investment Corporation and Evanston Inventure and felt that both had been subject to a different standard of scrutiny. City Manager Anderson clarified that allocations to organizations such as Youth Organization Umbrella (YOU) and the Research Park (RPI) are somewhat different in that the City funds YOU through the Unified Budgeting process and participate as a partner with the Research Park, EBIC and Evanston Inventure. Alderman Newman requested a budget memo giving detailed expenditure breakdowns for those three entities. Alderman Engelman noted that a comprehensive review of RPI is being undertaken in the Economic Development Committee (EDC) and felt it would be more appropriate to discuss it there. He also noted that he had attended economic development workshops at the National League of Cities meeting in Orlando and everything that was suggested there was already being done in Evanston. In response to Alderman Newman, City Manager Anderson noted that RPI had developed a surplus and would be returning money equally to its funding bodies. The City will receive $81,000. Alderman Newman suggested that the EDC annually review how the money is being spent by these agencies and suggested that a review mechanism be set up. He renewed his request for a detailed accounting for these three agencies. Alderman Holsman and City Manger Anderson discussed one-time revenues and Mr. Anderson said that reliance on one-time revenues has dropped from $1.9 million to zero in the last three years. He clarified that if a one-time revenue is expected to reoccur, it could be used to stabilize property taxes, but if it is expected to happen only once, it should be used for a one-time expense, not to fund ongoing programs. City Manager Anderson noted that attachments to the budget memo were missing and would be supplied next time. He announced that there would be court hearing on the Howard Street Wall in the Daley Center on Monday, January 10, at 11:00 A.M. He asked if the Council wished to meet next Saturday, January 15, since it was a three-day weekend. The consensus of Council was to meet. Alderman Guthrie moved that Council adjourn out of the Committee of the Whole. Seconded by Alderman Heydemann. Motion carried. No nays. There being no further business to come before the Council, Mayor pro tem Drummer asked for a motion to adjourn. The Council so moved and adjourned at 12:16 P.M. KIRSTEN F. DAVIS CITY CLERK L_j