CITY OF ST. PETERS BOARD OF ALDERMEN FY 19 BUDGET WORK SESSION MEETING MINUTES OF JUNE 5, 2018 The FY 19 Budget Work Session meeting was called to order at approximately 4:30 p.m. at the St. Peters Justice Center, 1020 Grand Teton Drive, Aldermen Conference Room. The following were present: Mayor Len Pagano; Board President Shea; Alderman Thomas; Alderman Barclay; Alderman Hollingsworth; Alderman Bateman; Alderman Violet; Alderman Aytes; Russ Batzel, City Administrator; Beth French, Director of Finance; Erin Gardner, Financial Analyst; Cathy Pratt, Staff Support Services Manager; Rick Oloteo, Recreation and Cultural Services Manager; Dave Kuppler, Health and Environmental Services Manager; Bill Malach, Water Environment Services Manager; Burt Benesek, Transportation Development Services Manager; Jeff Hutsler, Parks & Golf Services Manager; Dan Emrick, Superintendent of Golf Operations; Jeff Finkelstein, Chief of Police; and Patty Smith, City Clerk. Alderman Reitmeyer was absent. BUDGET OVERVIEW - BATZEL City Administrator Batzel thanked staff and the members of the Board of Aldermen who attended the departmental meetings in April; and provided the following CIP & Budget Overview slideshow:
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Page 3 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 FUND PROJECTIONS GARDNER Ms. Gardner explained the following Fund Projections:
Page 4 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Mr. Batzel explained that the City will be closing out the Old Town Levee TIF, which is coming to its end; and the St. Peters Lakeside Redevelopment TIF is retiring early. Mr. Batzel recapped on the voter approved Local Parks and Stormwater Fund and its purpose. GROUP BUDGETS & CIP REVIEW SSS Group Pratt Ms. Pratt discussed the 2018-2019 Medical Renewal recommendations presented at the Pre-Budget Work Session and recounted the plan and premium changes, which saves the City approximately $300,000 on the active employee cost; and rebalances us to the 80% 20% target and adds a retiree child(ren) option. This was presented to the City s Insurance Committee and will be presented to employees prior to open enrollment. Ms. Pratt explained a new full-time position for an Event Marketing & Sales Specialist who shall be based at the new Golf & Banquet facility and assist with marketing & sales of all city facilities. Significant discussion was held concerning this position and its main focus; suggesting the initial focus should be on the marketing of the Golf and Banquet Center. Use of the website for Golf and Banquet center costs and pricing was also suggested.
Page 5 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Ms. Pratt discussed the addition of a new full-time Purchasing Clerk position and explained the position need and function. Ms. Pratt stated there are no other changes in Personnel Staff Support Services; and that FY17 /FY18 Accomplishments will bring some future licensing changes with code updates to include modifications to C-4 zoning to support the Mall.
Page 6 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Ms. Pratt presented FY19 Projects/Major Capital for SSS. Discussion was held regarding the applicant tracking software at $16K per year (budgeted estimate) for Human Resources applications. Staff was asked to do research and go back to Board of Aldermen with more information which would include actual cost.
Page 7 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Document imaging $15K per year starting in FY20. Ms. Pratt explained that in FY20, each group will move to electronic storage. Ms. Pratt explained the following CIP changes. Ms. Pratt reviewed the following Budget line items under Governmental. After brief discussion, Alderman Hollingsworth moved and Alderman Thomas seconded the motion to increase the $15,000 proposed increase by an additional $20,000, making the Celebrate budget for FY19 $200,000. The motion was approved and Mayor Pagano put the motion to a roll call vote as follows: Alderman Bateman, yes; Alderman Reitmeyer, absent; Alderman Thomas, yes; Alderman Hollingsworth, yes; Board President Shea, yes; Alderman Violet, yes; Alderman Barclay, no; Alderman Aytes, yes. Vote passed: 6 yes, 1 no, 1 absent.
Page 8 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Ms. Pratt presented the following Budget Line Item Review and explained the asphalt overlay is for the parking lot at City Hall. Ms. Pratt explained there was nothing budgeted for FY19 with the following item. The decrease in the two slides below was related to a one-time study in FY18 adjusted from actual requests for FY19.
Page 9 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Ms. Pratt stated the Cable Station Building Generator $100K item is being eliminated from the unfunded list. MPS Group Finkelstein Chief Finkelstein informed there are no changes to MPS Personnel. Discussion was held on Rangers salary and benefits, which is in the Local Parks & Stormwater (LPSW) Fund, and why it was moved from the General Fund. Mr. Batzel suggested possibly using Use Tax dollars in the future and Mayor asked if there is a way to move the Rangers salary and benefits from LPSW Fund to the General Fund.
Page 10 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Chief Finkelstein explained the need of this item below and requested to use 5 vehicles cycled out at the end of the fiscal year, detailing them with equipment, and taken home by SWAT members, to increase efficiency. Mr. Batzel requested Board of Aldermen permission to move forward with this item for FY18. Alderman Barclay moved and Alderman Hollingsworth seconded the motion to approve this request, moving forward for FY18. The motion was approved and Mayor Pagano put the motion to a roll call vote as follows: Alderman Bateman, yes; Alderman Reitmeyer, absent; Alderman Thomas, yes; Alderman Hollingsworth, yes; Board President Shea, yes; Alderman Violet, yes; Alderman Barclay, yes; Alderman Aytes, yes. Vote passed: 7 yes, 0 no, 1 absent.
Page 11 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 PGS Group Hutsler Mr. Hutsler presented the following Department Highlights FY17 & FY18.
Page 12 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Mr. Hutsler explained the reclassification of two part-time Parks Service Representatives to Registration Specialists in the Personnel Parks Organizational Chart.
Page 13 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Mr. Hutsler presented the Personnel Golf Course Organization Chart and explained the new positions shown below: one full-time Parks Worker; 1 part-time Parks Service Representative; and two part-time Building Attendants (HES) who will be located solely at the Golf Course. To explain the year to year variances, Mr. Hutsler explained the following FY19 Major Capital & Projects was not in the previous year CIP: 100 Boone Hills, a shed type roof over a wash bay area for the trucks, $100,000; the location of the turf islands at City Hall to be renovated, $23,000; and the campground software for online reservations, $15,000. Mr. Hutsler also explained the gate installation and replacement project at 370 Lakeside Park and provided sample photos of an entrance gate and other smaller gates. He discussed the total cost of $30,000 for five separate gate locations. Discussion ensued regarding the purpose and style of the entrance gate. With some opposed to the entrance gate style, Alderman Hollingsworth moved and Alderman Shea seconded the motion to approve the gate replacement project at 370 Lakeside Park as presented. Mayor put the
Page 14 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 motion to a roll call vote as follows: Alderman Bateman, yes; Alderman Reitmeyer, absent; Alderman Thomas, yes; Alderman Hollingsworth, yes; Board President Shea, yes; Alderman Violet, no; Alderman Barclay, no; Alderman Aytes, yes. Vote passed: 5 yes, 2 no, 1 absent. Mr. Hustler discussed that the Old Town log cabin needed repairs estimated at $50,000. Discussion ensued to possibly move it away from the levee, while keeping it in Old Town, to satisfy the Corps of Engineers. Suggestions were made to use Old Town TIF monies, or sponsor a fundraiser; or possibly apply for grant money but must declare as historic and must rehab to certain standards. Staff requested direction on whether the Board is interested in salvaging the cabin and keeping it in Old Town, using TIF monies. Mr. Batzel recommended staff to research cost and find locations where to move the cabin, and return to the Board of Aldermen with this information.
Page 15 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Mr. Hustler discussed the installation of Disc Golf at Laurel Park at the estimated cost of $10,000, for placement of baskets. After some discussion about maintenance and the location of the holes in each area, Alderman Violet moved and Alderman Thomas seconded the motion to approve this FY19 budget item in the amount of $10,000. With the motion approved, Mayor put the motion to a roll call vote as follows: Alderman Bateman, yes; Alderman Reitmeyer, absent; Alderman Thomas, yes; Alderman Hollingsworth, yes; Board President Shea, yes; Alderman Violet, no; Alderman Barclay, no; Alderman Aytes, yes. Vote passed: 5 yes, 2 no, 1 absent. Mr. Hutsler presented a City-wide Bike Sharing Service at no charge to the City. He explained how the program works and requested approval to solicit a request for proposal (RFP) to provide this service. Alderman Hollingsworth moved and Alderman Shea seconded the motion to approve staff to solicit an RFP to provide this service in the City. Further discussion was held with a request to wait a year due to concerns with the program in St. Louis. Alderman Hollingsworth called the question. Mayor put the motion
Page 16 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 to a roll call vote as follows: Alderman Bateman, yes; Alderman Reitmeyer, absent; Alderman Thomas, yes; Alderman Hollingsworth, yes; Board President Shea, yes; Alderman Violet, yes; Alderman Barclay, no; Alderman Aytes, no. Vote passed: 5 yes, 2 no, 1 absent. Mr. Hustler presented the following for information only, regarding the Dardenne Creek Blueway, where the City and St. Charles County would enter into a cooperative agreement to share costs to clear felled trees and debris from Dardenne Creek to clear passageway for recreational paddling to the County s recently acquired future park. This item will be coming to the Board for future consideration. Mr. Hutsler requested to move the Golf Course Pump House Replacement to FY19 instead of FY20 ($200,000); and Laurel Park Restroom Replacement to FY20 instead of FY19 ($250,000). Mr. Batzel explained concerns with previous temporary fixes patching the tank and would like to proceed with design, but advance to FY18 if possible. Alderman
Page 17 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Hollingsworth moved and Alderman Thomas seconded the motion to change the Golf Course Pump House Replacement to FY18 instead of FY20; and Laurel Park Restroom Replacement to FY20 instead of FY19. Mayor put the motion to a roll call vote as follows: Alderman Bateman, yes; Alderman Reitmeyer, absent; Alderman Thomas, yes; Alderman Hollingsworth, yes; Board President Shea, yes; Alderman Violet, yes; Alderman Barclay, yes; Alderman Aytes, yes. Vote passed: 7 yes, 0 no, 1 absent Mr. Hutsler presented the FY23 Additions to CIP. It was requested by Alderman Barclay to consider switching the schedule of the Laurel Park restroom replacement with the RV Park playground, and to earmark Laurel Park restroom replacement. Staff will review this request. Mr. Hutsler reviewed the Line Items for PGS/Parks and asked the Board of Aldermen if they would like to change the design of all 180 banners in the City. The consensus of the Board was to change the design.
Page 18 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Mr. Hustler reviewed the Line Items for PGS/Lakeside Park and PGS/Golf. He mentioned the increase in the golf cart rental fees, and that the golf carts are the new electric models and not the used carts.
Page 19 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Mr. Hutsler presented the Fee Changes/Additions at 370 Lakeside Park and requested Board approval of these changes as presented. He stated the demand is there for RV campground rentals, making it possible to eliminate the $5 discount for the daily winter rate. Alderman Thomas moved and Alderman Shea seconded the motion to approve all fee changes/additions for 370 Lakeside Park campground and pavilion as presented. Mayor put the motion to a roll call vote as follows: Alderman Bateman, yes; Alderman Reitmeyer, absent; Alderman Thomas, yes; Alderman Hollingsworth, yes; Board President Shea, yes; Alderman Violet, yes; Alderman Barclay, no; Alderman Aytes, yes. Vote passed: 6 yes, 1 no, 1 absent
Page 20 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Mr. Hutsler presented the Gold+ Perks Equipment Rentals and Mr. Batzel recounted the Pre-CIP Meeting and the Dynamic Training Center (DTC), stating this is not necessarily a FY19 item but it could be approved for FY18. Alderman Thomas moved and Alderman Barclay seconded the motion to approve these equipment rentals as presented for FY18. Mayor put the motion to a roll call vote as follows: Alderman Bateman, yes; Alderman Reitmeyer, absent; Alderman Thomas, yes; Alderman Hollingsworth, yes; Board President Shea, yes; Alderman Violet, yes; Alderman Barclay, yes; Alderman Aytes, yes. Vote passed: 7 yes, 0 no, 1 absent. Mr. Hutsler stated he will bring the RV pad update to Thursdays Budget Work Session. Further discussion ensued regarding funding additional RV pads. Mr. Dan Emrick presented an Updated Business Plan for the St. Peters Golf Club for FY19 and FY20. He informed that bookings (deposit and contract) will not be taken any earlier than October 1, 2019. If construction deadlines are on target, this could be adjusted to as early as June 1, 2019, but no sooner. Thus, unless a green light is given from City Administrator Batzel, no bookings taken June through September 2019.
Page 21 of 22 FY 19 Budget Work Session Minutes of June 5, 2018 Mr. Emrick explained that the following St. Peters Golf Club fees is what was used to prepare the budget. He will email out an updated packet on Wednesday, June 6 th, and stated that tonight this is just for information only; no direction is needed at this time. Mr. Hutsler presented the following Unfunded CIP Parks FY19 additions and the Unfunded CIP 370 Lakeside Park FY19 Additions. He mentioned that the final phase of 370 Lakeside Park s RV sites will be 50 pads.