HomeMy WebLinkAbout1984-12-02 Minutes303
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MINUTES OF A CITY BOARD OF DIRECTORS RETREAT
The City Board of Directors held their annual Retreat on Sunday, December
2, 1984 at 8:30 A.M. in Room 326 at City Hall, 113 West Mountain Street,
Fayetteville, Arkansas.
PRESENT: Mayor Noland; Directors Bumpass, Johnson, Lancaster, Martin,
Orton and Sharp; Director -Elect Hess; City Manager Grimes,
Assistant City Manager McWethy, City Attorney McCord, City
Clerk Kennedy, Finance Director Linebaugh, Personnel Officer
Crumpler, members of the press and others
NEEDS
Which Major Streets Should We Re -Dot
The following major streets or parts thereof were pinpointed by Directors
as those moat dangerous or moat in need of work:
North Street (alongside Washington Regional Medical Center)
School Street (in front of City Hospital)
Old Wire Road (dangerous)
Township Street (extension to Highway 265)
Rockwood Trail or Manor Drive (extension to Highway 265)
Maple Street (near the University)
Drake Street (extension)
Director Martin emphasized that the staff should take a leading role
in presenting the Board with their recommendations on what streets
need to be re -done and Martin expressed concerns that the Board is
making decisions or recommendations that staff is being paid to make.
Director Orton asked that there be a priority list and an overall
plan for streets which are unpaved. Orton expressed concern also
regarding decision-making which she stated should be done by the staff
and she emphasized that the Board should stop at the policy -decision
stage.
Mayor Noland stressed that railroad crossings are one of Fayetteville's
biggest problems. City Manager Grimes noted that the railroad is
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prepared to begin removing all tracks on Dickson Street with the exception
of the main line.
Mayor Noland introduced the possibility of the City employing- its
own civil engineer either within the Street Department or• for the
City in general. Noland pointed out the fact that there is about
$90,000 in the budget for engineering services next year.
City Manager Grimes reported that the Highway Department plans on
working on ,the Gregg Street project in 1985 and on the North Street
project in 1986. Grimes recommended there be more employees and equipment
W within the Street Department to work on streets which have had to
CO remain on a waiting list for a long time.
Q
Which parks should receive the greatest emphasis?
Director Orton stated she thought the Parks and Recreation Advisory
Board should determine what parks should receive the greatest emphasis
although the Board could set the criteria and the areas of emphasis
within the parks.
Director Bumpass asked that more money be spent on parks in -northeast
Fayetteville.
Mayor Noland predicted a second swimming pool may be needed for the
City and more emphasis should be given to the area north toward Lake
Fayetteville and in the southern part of the City.
Director Martin suggested the Parks and Recreation Advisory Board
should hold public meetings which the Board would attend and the PRAB
should make recommendations to the Board before the goals 'are set,
instead of after they are set.
Is our present allocation of funds a proper allocation?
Director Lancaster commented that any funds left after salaries are
paid should be allocated to public works.
Director Orton n6ted that drainage projects should be a high priority.
Director Martin emphasized the need for the City to set long-range
goals, perhaps for a five-year period, and that every decision the
Board makes should be seen in light of that long-term plan. The Mayor
suggested the community should be invited to contribute their input
on these goals. The Mayor suggested each Board member compile a list
of goals to be.brought to a regular. Board meeting. City Manager Grimes
offered to have the staff draft a'form for this'purpose.
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Does the Board aunt to revise the sales tax revenue allocation?
310.1 The majority of the Directors commented that the Board should review
its allocation of sales tax revenues. Several directors suggested
the City should be building up a fund of reserves.
310.2
Dickson Street Renovation
Directors Sharp and Orton commented that the Dickston Street renovation
should be a self-help project, with encouragement from the City.
310.3 Director Bumpass reported applications have been submitted to two
other sources in an attempt to obtain funding for this project.
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Procedures/Policies
Director Orton asked if there was an overall plan concerning the use
of computers and asked if the City was being extravagant in that area.
Director Bumpass emphasized that the City should be more frugal in
its spending. Director -Elect Jeremy Hess commented that he was in
favor of the City's getting the most for its money but that "the cheapest
route" is not always the beat and cautioned that the City should not
purchase less expensive equipment that will end up costing more in
the years ahead.
Orton suggested taking a look at the City's take-home policy and personal
use of City vehicles.
Orton emphasized the need for changing the City's ordinances concerning
zoning notification, and private streets within a large scale development.
Director Sharp suggested the Planning Commission should be encouraged
to continue work on a landscape ordinance.
310.8 Lancaster commented that the City needs to work harder on "clean-up"
of the City.
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Director Martin expressed concern that the City get the most out of
its resources (vehicles and employees) and that the City work toward
building the morale of the staff and being fair to the taxpayers.
Bumpass commented that the City government nees to become more a part
of industrial development of clean industries. Bumpass suggested
Fayetteville Open Channel programs on the Industrial Park. City Manager
Grimes pointed out that industrial development has been structured
the way it is (through the Chamber of Commerce committee) because
some new industries don't wish to publicize themselves during their
first two years.
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December 2, 1984
Weaknesses/How to correct them
Mayor Noland -emphasized the need to make it easier for citizens to
communicate with the City; that they should not have to feel they
"have to fight City Hall".
Director Johnson, referring particularly to the Wage Study, commented
that the Board should have some direct personal contact with the employees
n on a regular basis. Director Lancaster noted that, according to the
City Manager system of government, the only contact the Board should
have with the employees is through the channel of the City Manager's
office.
Q
Class 3 Fire Rating
Director Lancaster raised questions about the cost of moving toward
a Class 3 Fire Rating, if it would lower insurance rates, how many
other cities have such a rating, and of what benefit it would be for
the City. Director Orton noted that the Management Letter pointed
out the City, for its size, has a lot of fire stations.
The City's image in the community
Director Johnson suggested the City could point out things it is trying
to improve and should solicit feedback, as a way of improving the
City's image in the community.'
Director Sharp commented that the calendar (Report To The People)
is a step in the right direction, as far as the City's image.
Director Lancaster suggested the City erect signs which would show
how money has been spent.
Director Orton commented that the City's relationship with the University
of Arkansas could be better and she stated that the•City has no coor—
dination with the University as far as planning is concerned.
Orton noted that "people are alienated" because they misunderstand
a lot of things and that the media, specifically television, could
be used a lot more.
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Director—Elect Hess commented that the City should attempt to become 311.9
more visible in the community.
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Meeting with community groups for input
December 2, 1984
312.1 Director Orton suggested, if there is a meeting with community groups,
it should not be limited to civic groups but should include organizations
of different sectors of the community and of different income levels.
PAY PLAN
312.2 Director Johnson explained that the staff had been asked to review
a sampling of employees' projected salary status in order to show
the Board how the implementation of the Pay Plan would affect a sample
of employees. The Board was presented with three examples, each of
which showed in detail a change in current salary from a proposed
4% cost of living increase in January, and that amount which would
be received for satisfactory performance (movement to the next step)
on the anniversary date in 1985. The examples also showed the monetary
benefits to the employee from the proposed change in benefits (additional
dependent coverage, additional life insurance, and holiday, longevity
or educational incentive pay where applicable). Director Johnson
suggested such a summary be prepared for every employee to sign.
312.3 McCord pointed out that the PARA consultant recommended an amount
of holiday pay, for police and fire employees, in addition to that
required by statute. McCord commented that the Board should not imply
that the City is not paying the statutory requirement of holiday pay.
McCord explained the lower court ruled in the past that the City is
paying the statutory requirement in holiday pay but that this issue
is in litigation again. McCord explained the statutory requirement
is that the City pay for all legally required holidays at a regular
rate of pay.
312.4 Director Bumpass asked what method would be used to determine whether
a employee moves to the next step on his anniversary date. City Manager
Grimes explained the step movement would be based on satisfactory
performance by the employee, that if performance has not been satisfctory,
on the anniversity date the department head has the discretion to
keep the employee at the present step for a certain period of time
until performance improves. Grimes, in answer to questions from the
directors, explained that performance evaluations are currently being
used.
312.5 Johnson noted the proposed educational benefit is only for police
and fire employees. Grimes noted that the City presently has a policy
for all departments wherein employees may take a job-related course
and an agreement is drawn up whereby if a grade of "A" is received,
the employee is reimbursed tuition costs by 100%, and for lower grades,
a lower percentage of reimbursement is offered.
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Finance Director Linebaugh
the Pay Plan in 1985:
$198,412
41,600
4,600
93,773
$338,385
- 46,887
December 2, 1984
reported on the total cost to implement
$291,498
18,000
21,600
21,392
(-16,025)
$336,465
4% increase
Longevity
Educational incentive
Anniversary step adjustments
Half of Anniversity adjustments
based on average anniversary
date of July
Additional 1985 salary increases
including longevity & educational
Increase health insurance premium
Increase in life insurance coverage
Holidays for police and fire
Uniform savings for police/fire
1985 COMPENSATION INCREASE
Director Johnson noted that, although the study showed that 62 employees
would receive no salary increase in 1985 (this was based on the 1984
matrix), with the 4% adjustment to the matrix for 1985, it now appears
that 25 employees will not receive an increase, although they will
receive longevity pay.
Linebaugh reported that, at the last committee meeting, the differentials
between each pay step were not sufficiently clarified and it was understood
that there was a 5% differential between each pay step. In actuality,
Linebaugh explained, the 5% is calculated on Step A in each pay grade,
Step A being multiplied by 5%, 10%, 15%, 20%, 25% and 30%, maintaining
a 30% differential between the minimum and maximum in each pay grade.
Linebaugh pointed out that, in the first year of implementation, employees
will start out in between steps and, on their anniversary date, will
only move to the next step, so that the amount of increase on the
anniversary date will average anywhere between 1% and 4%. Linebaugh
noted that the estimated cost of step raises ($46,887) applies to
1985 only.
Linebaugh stressed that the savings on uniforms ($16,025) will not
really be shown this year because of first-year costs to start the
program.
Linebaugh noted that information was prepared (and distributed to
Board members) to show how the implementation would affect each and
every employee.
Linebaugh asked if the Board would wish to consider having the educational
benefit apply to all employees rather than only to police and fire
employees. Grimes commented that, in administrative positions where
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a degree is required and salary is commensurate, the educational benefit
should not apply but that, for secretarial or clerical positions,
he would recommend applying the educational benefit. Grimes commented
that the City encourages employees, particularly those in the secretarial
field, to enroll in courses to learn shorthand. Director Orton noted
that some job classifications evidently do not receive extra credit
for having skills such as shorthand. Johnson stated she did not
think individual positions should be considered now but that, after
the Pay Plan is in place, a system could be set up to review a position
if necessary.
Director Bumpass suggested calculating what the affect of implementing
this Pay Plan would be over the next five years, based only on present
employees, and how that cost related to total revenues. Linebaugh
estimated that the cost of moving every employee "up to their step"
would be approximately $750,000 plus five years of cost -of -living
increases. Linebaugh estimated that 1984 revenues (less pledges towards
bond issues) would total about $19 million; that the $336,465 compensation
costs would be about 1.8% of those revenues. It was emphasized by
Mr. Grimes that any plan that is approved must be subject to available
revenues.
Director Bumpass asked if any of the local employers who contributed
data to the survey had been furnished a copy of the results. Linebaugh
stated that the consultant was to have mailed copies to 25 local employers
who responded to the survey.
Director Orton asked the City Manager if he felt the results of the
survey were fair to the employees and the taxpayers. Grimes commented
that he thought the study was fair in the long term but that initially
there will be some inequities perceived. Director Martin asked about
employee reaction to the study. Grimes responded that reactions were
mixed but that employees overall think it is a good package. Martin
stated that in response to a request he made, he had received no feedback
from employees, other than one letter. Lancaster noted that he had
received some comments regarding benefits, all of which are addressed
in the plan.
Martin commented that the Plan is excellent and should be implemented
but that there are some problems in implentation--(1) that some long-time
employees will receive no increase in base pay; (2) that some employees
will be placed at a step in the pay plan that does not reflect their
years of tenure; and (3) that the implementation of the bonus program
is not proposed to begin until 1986. Martin proposed (for the first
year) giving an across-the-board bonus increase (without regard to
performance standards) to those employees described as being above -
maximum. Martin also proposed implementing an adjustment equal to
1/2 of the way from present pay grade to the pay grade reflecting
years of tenure, for those employees whose tenure is not reflected
in the pay step to which they have been assigned.
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December 2, 1984
Director Orton pointed out that the reason for the delay in the imple-
mentation of the bonus program was because of the necessity.of training
the supervisors on how to implement the bonus program. Director Johnson
commented that additional benefits might mean more to the employees
than an increase in pay and that extra funds should be spent on training
supervisors rather than on additional salary increases.
An employee in the audience questioned why employees are not placed
In at a step which reflects years of experience. Director Sharp explained
that the. consultant had pointed out.that.half of the employees would
not be placed at the step which would reflect their tenure.had the
W City been using the step system. Sharp also noted the consultant
CO had.estimated it would cost from $500,000, to $750,000.to place 'all
a employees at the step which.would reflect their years of,xenure.
Director •Bumpass noted that the City had raised salaries over the 315.3
years at a rate much higher.than.that of incoming revenue....
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Director -Elect Hess proposed that the stafflower the entry level
for one .year only, by 4% or 5%, thus .putting. a little.more distance
between new employees and employees with several years of experience.
After further discussion, Director Johnson asked the Finance Director
to calculate the cost of placing the number, of employees (below the
pay step of their tenure) up to the step which would reflect their
years of tenure.
CITIZEN COMMITTEES
Jim McCord listed those City committees which are not provided for
by statute: .
Wastewater Treatment Advisory Committee (by EPA requirement)
Parks and Recreation Advisory Board (by Ordinance)
Industrial Park Committee. - .I
City Hospital Board (provided for under the ,deed by which, the
. property was donated)
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McCord listed the remaini-ng committees which are providedfor.by statute: 315.7
Advertising and Promotion Commission
Board of Adjustment
Board of Housing and Construction Appeals
Civil Service Commission
Electrical Licensing Board
Fayetteville Housing Authority Board of Commissioners
Firemen's Relief and Pension Fund Board
Historic District Commission
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Library Board of Trustees
Northwest Arkansas Regional Planning Commission
Planning Commission
Police Pension Fund Board
Public Facilities Board
December 2, 1984
316.1 McCord explained that each committee is appointed by the Fayetteville
Board of Directors, with the exception of those whose members are
prescribed by statute. Except for the City Hospital Board, the Regional
Planning Commission, the Library Board of Trustees and the Pension
Fund Boards, McCord explained that no other committees administer
funds. McCord noted that the Advertising and Promotion Commission
controls the expenditure of the HMR Tax and that the Fayetteville
Housing Authority Board, by statute, makes recommendations to appoint
successor members. McCord noted that the boards are independent and
decisions are appealable to the courts. Jeremy Hess commented that
his main concern is that boards or commissions which handle money
not overstep any of their bounds by making contracts without prior
approval of the City Board. McCord explained that the boards operate
as separate entities but cannot contract for services without approval
from the City (except for "truly independent" boards such as the Housing
Authority). Director Martin noted the City Board should take a more
active interest, perhaps by receiving periodic reports. Hess suggested
there be a yearly report so that the City Board could have more up-to-date
knowledge.
316.2 Director Orton commented that the Board does not know whether new
appointees are attending meetings on a regular basis or what "talent"
might be lacking in the make-up of certain boards or committees.
Orton asked that more information be provided on these items.
316.3 Director Orton suggested citizens from all parts of the City be encouraged
to apply for appointment on various boards and commissions. Bumpass
noted that, overall, there has been less interest.
316.4 Hess asked what the function of the Parks and Recreation Department
is and why the Parks and Recreation Advisory Board was formed. It
was clarified that the department's function is the upkeep, maintenance
and operation of the parks and recreational facilities in the City.
Mayor Noland explained that the Youth Center operation is concerned
only with activities within the Center itself. The Mayor explained
the PRAB's function involves planning and development of new parks.
316.5 Director Orton expressed concerns that new appointees might not be
receiving any orientation. The City Attorney suggested it would be
good policy to provide new appointees with a copy of the applicable
statutes explaining the function of the board or commission and a
copy of any applicable legal opinions. Assistant City Manager McWethy
explained that Planning Commissioners, for example, are to receive
a copy of the Code of Ordinances, Planning Commission Bylaws and a
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December 2, 1984
booklet called "So You're The New Planning Commissioner". McWethy
suggested it might be helpful to back up the selection. process by
one month so that new appointees have more time to become acquainted
by attending one or two meetings before actually beginning to serve
on the various boards or commissions.
Director Johnson listed the number of vacancies currently due to be
filled on various boards and commissions:
1 City Hospital Board
2 Parks and Recreation Advisory Board (appointed by City)
2 Parks and Recreation Advisory Board (apointed by Youth Center
Board)
3 Planning Commission
1 Public Facilities Board (not appointed or confirmed by City)
7 Arts Center'Board
1 Housing Authority Board (confirmed or not confirmed by City)
Johnson noted the deadline for submitting application is December
7th. In answer to questions from the Directors, McWethy reported
that eight applications had been received for Arts Center Board vacancies,
three applications had been received for Planning Commission vacancies
and two new applications had been received for the PRAB vacancies.
McWethy explained advertising is placed in the local newspaper and
on'Warner Cable's "keyboard crawl" but he noted that six of the eight
applications he received for the Arts Center Board came in because
of an article that appeared in The Grapevine.
McWethy explained that he keeps applications on file for one year.
Director Lancaster asked if applicants are notified every time they
are rejected for an appointment. McWethy explained that, although
a letter is sent each time, usually an applicant is not rejected more
than once or twice in the space of one year. McWethy explained that
the policy, in the case of applications which have been'kept on file,
has been to call an applicant to determine if he or she is still inter-
ested, only if polling of Directors has shown substantial interest
in that applicant.
Director Martin suggested letters be sent to civic clubs notifying
them that positions are open. Hess suggested public service announcements
be made over the radio.
Director Johnson asked for discussion concerning ecouragement of new
appointees rather than re -appointment of long-standing members of
citizen committees. Johnson pointed out that it is difficult to encourage
new applicants for certain positions when they know that the same
person will be re -appointed every time. Director Orton pointed out
that some long-standing appointees are the hardest -working members
and provide good perspective on the committees: Orton suggested the
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December 2, 1984
318.1 possibility of limiting the number of terms which could be served
consecutively, but that after being off for a term, the member could
be eligible for re -appointment.
BOARD COMMITTEES
318.2 Director Orton asked for discussion regarding whether there is still
a need for the following Board committees:
Solid Waste
Wastewater Treatment
Police & Fire
318.3 Director Bumpass (Chairman of Police and Fire Committee) commented
that, as Chairman of the Police and Fire Committee, he doesmeet with
the Police Pension Board. Bumpass noted that all budget and capital
requests from the Police and Fire Departments go through city management
before going to the Board as a whole and that the Police and Fire
Committee has not been asked to review certain items. Director Orton
suggested the Solid Waste, Wastewater Treatment and Police and Fire
committees might be dropped until such time as they would need to
become active. City Manager Grimes explained that, by statute, the
Chairman of the Police and Fire Committee must serve as a City Board
representative on the Police Pension Board, so that it is necessary
for that committee to be in existence.
318.4 Director Johnson commented that the Solid Waste Committee should remain
in existence until the Board is sure that committee is no longer needed.
318.5 Director Orton expressed a preference that items not appear on the
agenda until they have been reviewed by the appropriate committee.
Orton also commented that she likes the policy of notifying all Board
members of committee meetings.
318.6 Mayor Noland noted that the Wastewater Treatment Committee wasformed
as a citizen advisory committee. McWethy commented that this committee
may have been required to be kept in existence by the EPA.
318.7 Director Martin asked for discussion concerning any new committees
which should be formed Mayor Noland suggested the formation of an
"ad hoc" Personnel Committee which he noted may not need to be a standing
committee, but could be used to study a particular issue, such as
fringe benefits. Regarding the implementation of the bonus system,
Director Lancaster stated he would like copies of department heads'
justification for granting bonus pay. Mayor Noland suggested that
the Board, between now and January, consider the formation of a Personnel
Committee for 1985 to review such matters as the Management Letter
and the Performance Audit.
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MUNICIPAL TV
Dallas TV Conference
December 2, 1984
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Director Orton presented a report on a conference she attended in 319.1
Dallas relating to the municipal use of television.
ID Concerning other cities' use of television, Orton reported that the 319.2
most frequent use of television was in the area of information about
city services, secondly in the televising of city council meetings
and then in the areas of entertainment, special events, in-house training,
police and fire safety messages, cultural entertainment, youth and
senior center programs, housing inspections, city jobs available,
Q training tapes, bi-weekly talk shows, neighborhood news, town -sponsored
events, live call-in, etc. Orton commented that most programming
is done on the same basis as Open Channel's programming, where the
individual or department would plan the script but get technical assistance
from Open Channel.
Fayetteville's Use of Television
Director Orton commented that television is a resource the City is
not using as much as it could. Orton commented specifically that
citizens don't know how many parks the City has and a program on parks
would give the City some feedback. Orton noted also that citizens
have many questions about the city government which could be answered
on television, perhaps using the format of a call-in program. Mayor
Noland suggested there be some coverage of the Wastewater Treatment
Plant project (in the way of progress reporting) and the Solid Waste
project. Noland also suggested taping a program on the construction
of the new control tower at the Airport. Director Orton suggested
the City do a documentary program on its activities during the year
when the calendar is not published. Mayor Noland asked that Board
members compile a list of suggestions for televising programs on Open
Channel. Jeremy Hess commented that some programs might be taped,
not just for televising on Open Channel, but also for use in places
such as the City Library and City Hall.
Policies relating to TV
319.3
Director Orton noted that there are certain standard policies relating 319.4
to the use of equipment which are for the protection of the equipment:
That only trained people use the equipment
That new users have experienced supervision
That a record be kept on the use of the equipment
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That there be no drinking, eating or smoking where equipment
is in use
320.1 Mayor Noland asked for discussion on continuing to hire Open Channel
personnel or hiring part-time labor to take care of television needs
for the City. Director Orton stated she thought City staff should
decide what programming would be best to have and that for one year
the City employees could work with the more experienced Open Channel
staff. Director Johnson stated she thought the City should continue
to use Open Channel staff for editing and expertise. Director Johnson
stressed that, if the City does use the services of Open Channel,
there should be something in writing concerning the costs to the City.
320.2 Assistant City Manager McWethy asked the Board if they wished to pay
Open Channel the new rates they have been billing the City for televising
Board meetings. McWethy explained the rates previously were $10 per
hour per person and FOC now proposes to charge $15 per hour for the
editor, $12 per hour for a character generator operator and $10 per
hour after 10:00 P.M. for the staff person ready to throw the switch
at the FOC office. Director Orton commented that set-up and break -down
time should be considered in addition to air time in the billing.
Orton stated also that the FOC employee who throws the switch must
be someone with technical ability to take care of problems which may
arise. McWethy explained City employees are paid a range from $3.50
- $7.50 per hour (some are part-time minimum wage employees and some
must be paid time and one-half) to operate the cameras.
320.3 Director Johnson, with Orton concurring, asked that this matter be
referred to the Finance Committee when FOC Manager Michael Barr can
be present. City Manager Grimes commented that a breakdown of charges
should be made available before the Finance Committee meets - that
the staff requested such a breakdown from FOC but it was not furnished.
Director Lancaster commented that the Finance Committee should decide
how much money should be spent in the area of public relations. Director
Johnson emphasized the need for a contract between the City and Open
Channel to protect the interests of both and so that rates don't change
in mid -year.
FINANCIAL MATTERS
320.4 Finance Director Linebaugh presented an overview of major funds, with
the exception of Water and Sewer whose budget he explained was received
late and could not be compiled.
General land
320.5 Linebaugh reported General Fund is projected to be $40,000 below the
level maintained for fund balance.
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December 2, 1984
Fund Balance as of 1985
1985 Sales Tax
$1,491,666
< 526,000>
1985 Actual Balance Projected $ 965,368
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Linebaugh reported there are currently no General Fund Investments. 321.1
Linebaugh reported that, included in the $1,491,666 fund balance is
the undesignated 1985 sales tax revenue of $276,298 and $250,000 designated
for the communications system in 1985. Linebaugh explained that there
1J still is $410,000 in the general budget reserved for the communications
system.
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Public Works Fund
321.2
Linebaugh reported Public Works is currently $18,000 below the desired 321.3
level of fund balance which is $200,000.
Priority List
Linebaugh reported the City currently has a priority list, on all
funds, of $2,379,297, not including Water and Sewer items. Linebaugh
distributed a breakdown of department priorities for 1985, noting
that the majority of the items are from the Police, Fire, and Parks
and Recreation departments. He noted that the Street Department priorities
total $1,365,487.
Linebaugh explained there currently are two priority lists - one for
$1,022,810 in General Fund and one for $1,356,487 in Public Works
Fund, with only $1,428,233 available from the sales tax reserve to
fund the priority list. Linebaugh explained therefore that approximately
$1 million will have to be cut from the priority list requested by
department heads
Sales Tax Expenditures
Linebaugh reported that, in 1985, the ongoing Sales Tax expenditures
in General Fund total $1,269,631. Linebaugh distributed a breakdown
on this total and a Chart showing revenues and expenditures of 1%
county sales tax from 1981 to present by category. Linebaugh pointed
out that Police and Fire expenditures are below budget. Linebaugh
pointed out that, in 1985, General Fund will only have $276,298 for
extra projects. Linebaugh cautioned the Board that long term projects
are obligating sales tax money at a rapid rate. He noted that, if
the City uses up the entire $1,428,233 next year there will only be
approximately $300,000 of sales tax funds to fund new projects.
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ShopFund
December 2, 1984
322.1 Linebaugh reported the Shop Fund negative fund balance through the
end of 1984 to be $204,586. Linebaugh noted the Shop Fund is projected
to show a negative fund balance of $216,885 through 1985 and he estimated
that at the end of 1984 General Fund will have advanced the Shop Fund
$300,000 over a 2 1/2 year period. Linebaugh explained that, since
NTE has taken over the Shop, the chargeable hours have increased.
Linebaugh recommended raising the hourly rate from $14.50 to $25.00
per hour in order to be more in line with what other local shops charge.
Linebaugh noted that the raise in rates would also bring the Shop
within $12,000 of breaking even. Linebaugh explained the recommendation
is that all the funds begin to subsidize the Shop, rather than just
the General Fund.
322.2 Director Martin suggested the Shop, after raising its rates to comparable
rates in the city, continue to work on paying off the negative balance.
City Manager Grimes explained that presently the Shop is buying gas
and charging it to departments at cost without recovering any overhead.
There was some discussion concerning the possibility of raising the
price of gas which is charged to the users.
Sanitation Azad
322.3 Concerning Sanitation Fund, Linebaugh reported:
Fund Balance as of 1984 $1,347,746
Fund Balance as of 1985 $1,641,536 (projected)
322.4
322.5
322.6
Linebaugh noted the Sanitation Fund is still in good shape operationally
and he proposed there be a $1.00 increase per month as of July 1,
1985 for residential accounts, to gradually work into the rates needed
when the solid waste facility starts up.
City Hall Renovation
Linebaugh recommended closing out the City Hall Renovation Fund at
the end of 1984. Linebaugh reported that Fund must pay off $766,400
in advances estimated as of the end of the year.
Uses of Sales Tax 1982-1984
Linebaugh referred to the summary, in the agenda, of the uses of sales
tax from 1982-1984, by department. Linebaugh referred also to the
list of miscellaneous revenues - he projected revenues, in total,
to go up almost 5%. Linebaugh referred to income statements through
July, 1984 showing the monthly loss on the parking deck - he noted
there was no loss for one month - April, 1984. Linebaugh noted also
the City is just now starting to pay on the principal.
1
1
December 2, 1984
City Manager Grimes reported the ATP Company is recommending the City
increase the parking deck rates and he asked the Board to consider
this recommendation as almost two levels are filled with all -day parkers.
Priority List Requests
323
323.1
City,Manager Grimes suggested the Board members placethe priority 323.2
up list requests in priority order.
LO
Mayor Noland suggested the Board should consider the idea of a "common
dispatcher", in light of the new communications system. Grimes recommended
W that not be considered until after the communications system is in
CO place.
Q Mayor Noland pointed out nearly $80,000 is shown for professional
service fees to engineers - he recommended the Board consider the
hiring of an in-house engineer for street projects. Director Johnson
suggested if this engineer could provide services for- C.D. projects,
without charging those services to the C.D. budget, this would leave
more C.D. funds available for projects. Linebaugh recommended this
suggestion be reviewed by the performance auditors as well. Noland
cautioned- Grimes against postponing a decision on hiring a common
dispatcher, noting that otherwise separate sets of dispatching equipment
will be purchased which will not be needed for one dispatching unit.
In answer to a question from Mayor Noland about a special census which
was approved by the Board to be conducted•in 1982, McWethy explained
that funds were available in last year's budget but couldn't be found
in the administration budget -- and it was not until this Fall that
they found out the funds were in the City Clerk's budget. It was
emphasized that the census .should be conducted. in -September when the
population is larger in Fayetteville., McWethy noted that, to have
a census done in September, funds must be sent to the census office
in January or•February. The Board discussed the possibility of using
City Hall office space for staff to conduct the census. At Grimes'
suggestion, it was agreed that the conducting of a census in 1985
be considered under "Other Business" at the next regular Board meeting.
Grimes stated the staff would prepare a report an.projected impact
of an increase in population on revenues received.
Director Bumpass noted the staff has reflected a 5% increase, across-
the-board, over the amount budgeted in 1984, without regard to specific
projects wanted by the Board. Director Johnson stated that less was
spent in 1984, in most cases, than the amount budgeted in 1984. Martin
suggested a review should be made of what was actually spent, compared
to what is proposed to be budgeted in 1985. Linebaugh noted this
has been done each year. Director Martin, with Johnson concurring,
stated he did not think automatic adjustments should be made to the
general budget each year without justification.
323.3
323.4
323.5
323.6
324
December 2, 1984
324.1 Grimes noted there is a request by CEMS to get on line with the new
communications system. To answer a question from Noland, Linebaugh
explained they requested purchasing equipment so that CEMS could receive
over the 800 system.
324.2 Linebaugh stated the staff will rank the priority list requests,
the Board to submit a ranking list and staff will meet with
Committee.
OTHER BUSINESS
Request from N. W. Arkamsas Regional Planning Commission
request
Finance
324.3 The Mayor noted the Northwest Arkansas Regional Planning Commission
has requested a raise in membership fees from $.55 per capita for
each member to $.75 per capita.
324.4 Director Johnson noted that the Board relies heavily on the Regional
Planning Commission's advice to the City Planning Commission. Director
Sharp noted that $10,000 was allocated in 1984 for the Update Study
which has not been completed but that Larry Wood has noted the City's
membership dues would cover that cost in 1985. It was the consensus
of the Directors that they were in favor of this request.
Municipal Court Accounts Receivable
324.5 Director Johnson reported that last February the Board asked the Municipal
Judge for a list of accounts receivable and asked him to contact those
delinquent persons by mail and if no results were received, to print
the names in the newspaper. Johnson noted that, after nine months,
the Judge has not complied with this request. Johnson reported that,
according to an update, last February the balance due from Municipal
Court's Accounts Receivable was $224,000; that as of the end of October,
the balance due, uncollected, was $336,997. Johnson noted that during
that time, the Judge has added a full-time bailiff's position and
is asking that it be funded full time in the future to collect delinquent
fines.
324.6 Director Bumpass asked if there had
revenues collected. Johnson reported
through November was $459,000, with
uncollected.
been an increase or decrease in
the total assessed from January
$306,000 collected and $152,000
324.7 Johnson noted the City is currently paying more than is allowed by
statute for the Judge's salary and reported he is requesting back
pay.
1
December 2, 1984
Director Orton suggested the Board discuss this matter with the Judge
at a regular Board meeting so the public can be informed. Orton noted
this situation has been existence since the first year the Judge was
in office. Jeremy Hess asked if a collection agency could be used
as an alternative. Linebaugh pointed out there is no better collection
system that the Municipal Court's collection system.
325
325.1
CD Linebaugh reported that, after the first notice was sent out no further 325.2
LID action was taken on those which did not respond. Linebaugh reported
that the employee who was hired to do collections has collected approxi-
mately $9,000 in fines. Linebaugh reported the Municipal Court staff
1.1.1 is to begin another letter campaign stating that, if payment is not
CO made, a warrant will be issued. Mayor Noland pointed out that this
Cr time of year is a bad choice for attempting to collect from people
and that the letter would have been more effective at some other time.
Director Orton suggested the Municipal Court 'budget should not be 325.3
increased until after 75% of collections are received.
Director Johnson reported that $9,546.21 had been collected on the
amount reported to the Board ($224,000). Linebaugh noted that his
figures show much more than that amount has actually been collected,
perhaps $40,000 or $50,000.
Director Bumpass asked what procedure was used when a police officer
picks up 'a person on a warrant for an unpaid fine. A police officer
in the audience responded that, for a failure to answer summons, the
person is allowed one phone call before being jailed; that usually
the one phone call is used to contact the Judge who issues an order
to let them go. Regarding a warrant for failure to pay, the officer
explained they try to hold them until they go before the Judge, but
when they appear before the Judge, the Judge releases them to pay
later.
Director Martin stated he thought these matters should be taken into
consideration during the budget process. It was the general consensus
that the Board's feelings should be expressed in person to the Judge.
Director Bumpass stated that the Municipal Court's function is not
to be a revenue -generating source for the City but is a means to enforce
sanctions against anti -social behavior.
Floor Plan for Police Building(
Uses of Interim City Hall
325.4
325.5
325.6
City Manager Grimes distributed copies of the proposed floor plan 325.7
for the Police Building.
Director Bumpass asked about some part of Interim City Hall which
he stated was proposed for use by police employees. Grimes explained
there had been a proposal for an exercise room and a meeting room
325.8
326
December 2, 1984
326.1 at Interim City Hall; that a downstairs portion of Interim City Hall
was to be used for property storage. Bumpass noted that he had recommended
the upstairs of Interim City Hall be used for an exercise room for
all City employees. Director Martin noted the floor plan for the
police building must be considered in relation to the proposed uses
of Interim City Hall.
Employee -Of -The Year Banquet
326.2 City Manager Grimes reported that the Employee Awards Banquet will
be held on Tuesday, December 11. Grimes reported there will be an
unspent balance of about $400 and he suggested the possibility of
giving $25 to each employee attending the banquet who does not receive
one of the three awards. Director Johnson expressed opposition to
this suggestion, stating those employees had already received a $150
award. Mayor Noland stated he would not be opposed to the suggestion
since it is to be the last year of the program. At Director Bumpass'
suggestion, it was the consensus to give turkeys to those employees
instead.
Management Letter
326.3 Director Orton asked when the Board would discuss the Management Letter
submitted by PARA. Director Johnson and City Manager Grimes stated
they wished to postpone consideration of the Management Letter until
after completion of the budget process. Director Orton asked for
general reaction to some suggestions in the Management Letter.
326.4 City Manager Grimes stated he thought some suggestions should be considered
but that some areas can be looked at the same tine as the performance
audit is being conducted.
326.5 Director Orton suggested that it might be desirable to have implemented
some of the suggestions in the Management Letter before the performance
audit is conducted, so that the performance audit could be used to
evaluate any changes that were made. Director Orton stated she did
not think the consideration of the Management Letter should be put
off for a year or so 'while waiting for another opinion.
326.6 Mayor Noland asked that this item be discussed, as a priority, after
February 15. Director Johnson asked that this item be reviewed by
a committee before it is reviewed by. the full. Board. Mayor Noland
noted that various parts of the letter would have to be addressed
by different committees. Director Orton noted that, since the letter
is an administrative matter, she would prefer to have the City Manager
bring recommendations to the Board. Mayor Noland suggested Grimes
could make recommendations to the various committees. Director Bumpass
pointed out that it was the Board which asked PARA to submit recommen-
dations through a Management Letter.
1
1
ADJOURNMENT
The retreat adjourned at about 4:20 P.M.
December 2, 1984
327
327.1