fy’20 budget work session meeting minutes of may 2, … budget work... · page 5 fy’of 61 20...

CITY OF ST. PETERS BOARD OF ALDERMEN

FY’20 BUDGET WORK SESSION MEETING MINUTES OF MAY 2, 2019

The FY’20 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 Bateman; Alderman Reimer; Alderman Hollingsworth; Alderman Townsend; Alderman Violet; Alderman Trupiano; 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; Rick Struttmann, Police Captain; and Patty Smith, City Clerk. Alderman Reitmeyer was absent. Alderman Barclay arrived at the meeting in progress at approximately 4:40 p.m. Alderman Reimer left the meeting in progress around 6:30 p.m.

BUDGET OVERVIEW – BATZEL

City Administrator Batzel thanked staff and members of the Board of Aldermen who attended the departmental budget meetings in March. He then provided the following CIP & Budget Overview slideshow:

of 61 FY’20 Budget Work Session Minutes of May 2, 2019

ORGANIZATIONAL UPDATE – BATZEL

City Administrator announced two future retirements as follows: Jeff Finkelstein, Chief of Police, on September 1, 2019; and David Kuppler, Health and Environmental Services Manager, on September 30, 2019. He explained the following City organizational charts below for FY19 and FY20. FY20 includes changes with Health and Environmental Services (HES) Group as a result of the future retirement of Mr. David Kuppler. The HES group will be dissolved and staff will be reorganized into other groups; Transportation Development Services (TDS) under Burt Benesek, and Water Environment Services (WES) under Bill Malach. Generally the changes are as follows: Animal control and building attendants and repair techs will be moving into TDS; Fleet, Solid Waste, and CMPF will move under WES. Further discussion of these changes will be part of TDS and WES presentations.


FUND PROJECTIONS – GARDNER

Ms. Gardner explained the following Fund Projections: Budgeted Funds, Fund Overview Governmental Funds, Fund Overview Enterprise Funds, FY20-LPSW Fund Review.


Ms. French addressed a question regarding paying off the bonds.


GROUP BUDGETS & CIP REVIEW

SSS Group – Pratt

Ms. Pratt presented Staff Support Services (SSS) Personnel, and explained the internal operations, and the departments for which it provides its support. This Group has a lot of staff resources and our large capital and equipment purchases are in technology. The City has a lot of resources invested in software and hardware.


Ms. Pratt explained an approved position under the Golf/Banquet Center Business Plan as follows: Reorganized the reporting for this position to report directly to Ms. Pratt to support marketing of all city event facilities with primary sales focus on the golf/banquet center. This position location will physically reside at the Golf/Banquet center.

Ms. Pratt presented the following SSS FY18 & FY19 accomplishments:


Ms. Pratt discussed the following FY20 Projects/Major Capital for SSS. The phone system upgrade costs mainly consist of phone replacement; and the current phones/system was implemented in 2009. Staff looked at various existing city software for event management, but they lacked what’s needed to manage bookings, track deposits and final deposits, and marketing tools for emailing people. $11,000 is the initial and ongoing cost for the next 3 years.

Network switches are reviewed every year and end-of-life equipment is replaced with newer technology every 6 years. PC’s are replaced every 5 years if needed.


Legal notices/Advertising, for job advertising the City uses Indeed, which is free. No negative impact to job applications.

Under Capital – Land & Improvements, won’t need next year in FY’20 – this is a onetime expense.


MPS GROUP – FINKELSTEIN

Chief Finkelstein explained the need for an additional Officer to be hired to add a Detective to the Detective Bureau, as the seriousness of cases has risen. He explained that the Police Officer for the St. Charles County Regional Drug Task Force is a non-rotational position.


Chief Finkelstein recommended a placeholder in the future for new Computer Aided Dispatch/Records Management System. He mentioned that Securis acquired Pamet Systems.


HES GROUP – KUPPLER Mr. Kuppler explained the following changes:

Change 1 Office Clerk to Office Specialist

Change 1 PT Environmental Control Officer to 2 Seasonal Environmental Health Inspectors Add 2 Solid Waste Technicians Add 1 PT Building Attendant to cover vacation/time and facilities Add 1 FT Recycler contingent on O’Fallon Agreement

Mr. Kuppler explained the group’s notable accomplishments: Acceptance of City of O’Fallon recyclables and the new Web & Mobile App. He stated that they are working on the O’Fallon agreement which will include measures to cover costs, should the market go bad, covering St. Peters employees.


Mr. Kuppler confirmed that the trash collection calendar information is included in the My Hometown and other City publications, for those who do not have ability to use the web and mobile app.

Mr. Kuppler provided the following updates: The compliance crew will be provided a golf cart to conduct compliance checks and the blue bags will be delivered in January 2020. Discussion was held regarding the compliance crew wearing safety vests; checking Code for legality of golf carts on city streets; educating Blue Cart crew when residents sign up; and include a reminder in city publications to residents about city staff looking in their trash carts.


Mr. Kuppler asked and the Board agreed with the following blue carts budget and purchase.

HES Fee Changes


Mr. Kuppler reported on the City’s current trash, recycling and yard waste fees and proposed FY 2020 fees, comparing to other cities.


Mr. Kuppler mentioned they would like a shed for solid waste; closer than ever to happen in the next 5-10 years.

A second tipping floor to accommodate smaller businesses would create efficiency, safety and speed.


WES GROUP – Malach Mr. Malach provided a slideshow of the WES Group and its services.


The following existing and proposed personnel recommendations were presented for WES.


Mr. Malach presented and explained the following project photos:


Mr. Malach commented on the increased credit card service charges below. Mr. Malach was asked to send the following charts to the Mayor and the Board of Aldermen for their information.


At 6:25 p.m. a 10 minute recess was taken prior to Item 4.e. on the agenda.


TDS GROUP – Benesek Mr. Benesek provided the following slideshow regarding TDS FY18 and FY19 Accomplishments:

The following TDS Personnel changes were presented:


Mr. Benesek commented that Salt Lick Road at the Golf & Banquet Center will be the next location to place Wayfinding signage.


General discussion was held regarding the Mid Rivers Mall Drive – St. Peters Howell Road Intersection Improvements project; and concerns were addressed by Mr. Benesek regarding this intersection and the egress from the adjacent Walmart parking lot. He stated that minor signal timing changes are needed first, and that the intersection has operational flaws needing correction. However, a Traffic Engineering Assistance Program (TEAP) study, which monitors crashes and volume during a.m. and p.m. peak hours, indicated no major structural improvements needed. Mr. Benesek stated a permanent improvement would involve adding lanes and right-of-way to improve west movement. Go after the next funding cycle.


Mr. Benesek commented on the de-icing chemicals, that there is more pavement to cover and the normal rotation is to fill the salt dome with a 2 year supply.

The vehicle replacement is already part of the CIP; these are adjustments.


Mr. Benesek explained the reason to accelerate replacement of the Bucket Truck #338 is due to its numerous repairs.


Mr. Benesek commented that the R & M Street Lights is converting the lights in Old Town to LED lighting.

Mr. Benesek pointed out that the following number of Periodic Inspections of Residential Properties should be 20800 instead of 22,460.


Mr. Benesek pointed out that 98% of the inspections had no violations.


Mr. Benesek explained the following E-Services Permit and Licensing Software schedule and commented that the Business Licensing implementation is not until September 2019 due to License renewal process happening now. The software should be up and running by the end of the year.


Mr. Benesek explained the following improvements include City Hall and City Centre main road and parking lots resurfacing; entrance improvements and island beautifications.


Mr. Benesek explained the following improvement projects and the purpose of the computerized maintenance management software for the aging City Hall, which allows for proactive maintenance, planning, and a work order system. The roof drainage improvements include repairs and aesthetic improvements on the west side of City Hall. The walls on the west end of City Hall at the Cultural Arts Center are damaged from overuse and will be replaced with art display panels. The total $180,150.00 requires a budget adjustment out of reserve.

Mr. Benesek explained FY20 City Hall Improvement Projects as follows: The stairway handrail modifications are to address safety and code; Business Licensing and Permitting offices consolidation project to provide better service and security; SSS Office and Storage Improvements is for finance, purchasing and accounts payable departments; Cultural Arts restroom expansion/remodel to accommodate more people and meet ADA standards.


Mr. Benesek briefly explained the following City Hall Unfunded projects, specifically CAC Desk improvements for more comfort and security; front door entry improvements to revolving door; drop ceiling replaced in Cultural Arts Centre.


Mr. Benesek commented that they are at the tail end of the Storm Water Bond Capital projects with 5 to 6 more projects to complete and at the $30ML mark right now.


Mr. Benesek commented that the following are $22.3ML of unfunded projects identified.


Mr. Benesek addressed questions from the Board of Aldermen. PGS GROUP – Hutsler Mr. Hutsler gave an update on the fire and flooding at the City’s golf course and flooding at 370 Lakeside Park. He presented the following slideshow regarding the Parks Department accomplishments:


Mr. Hutsler stated that the Old Town Log Cabin renovation project is in compliance with the Corps of Engineers.


Mr. Hutsler stated that there are no concerns, but that an increase in available parking at Sports Center Park is needed.


Mr. Hutsler explained the following Parks Personnel Organizational Chart: Parks Department 1) Add 3,000 PSR hours in Parks Horticulture

370 Lakeside Park 1) Change Recreation Leader to Recreation Superintendent 2) Add Full-time Registration Specialist 3) Decrease PSR Hours 1,500


Mr. Hustler explained the following Golf Club Personnel Organizational Chart: Increase Building Attendants to 2 part time (3,000 hours) instead of 1 with 1,500 hours. This was approved in the Business Plan.

Mr. Hutsler stated that City Hall turns 30years old on April 1, 2020. In an effort to prepare for this milestone, TDS & PGS are working together to make some improvements to the campus.


Mr. Hutsler informed that the Street Department will be improving the entrance roadways, parking lots, curbs and sidewalks and the Parks Department will be making improvements to the islands and landscape features. A noticeable change you will see is to the main entrance of City Centre campus. We are going to use the design features of the front patio and improve the lighting, sidewalks and crosswalks. Work on the entrance will include: Removing rosebeds Converting the island to concrete (sandstone finish and stamped concrete borders) Add three saucer planters Remove ivy beds and pear trees on sides (replacing trees with appropriate species away from street lights) Widen concrete walkway Add rectangular planters to the sidewalks Concrete the ends of island, create a pedestrian landing and provide a crosswalk


We are requesting $30,000 in FY20 for two new entrance signs (main entrance and west entrance) to finish the updates to the front of the campus.

The final area for improvements is the back patio. Currently this project is on the unfunded list for $50,000. We need to:

remove pavers from back courtyard and replace with concrete (sandstone finish with stamped concrete feature)

Remove two trees, leaving four

Add seating This project will be added to the unfunded list.


As discussed in the Pre-CIP Meeting, we have a plan to improve our inclusive playground at City Centre Park. The current playground at City Centre was opened in October 2005 and will be due for replacement in FY23. The original cost of this playground was $205,000. Since the infrastructure (restroom, parking and covered seating) is already in place, we feel $500,000 would be enough to replace the equipment with some amazing all inclusive play equipment. Playgrounds FY20 $50,000 (component replacement) FY21 $200,000 (Tot Lot or Old Town) FY22 $200,000 Moved to FY23 FY23 $300,000 changed to $500,000 FY24 $300,000 (Tot Lot or Old Town)


Also discussed in the Pre-CIP Meeting was the need for additional RV sites at 370 Lakeside Park. We couldn’t agree more. We have a plan that would enable the park to increase revenue so we would not need a subsidy from the General Fund. The first option is to construct 42 additional RV sites and a comfort station. The cost is 2 million dollars. However, it will take 30 years to pay back the loan. We will increase the unfunded list from 2 million to 2.5 million to complete this project.


Option 2 is to convert the primitive camping area to 15 premium RV sites. A comfort station would be needed so the cost is $954,000. If village is built, then move primitive camping to western part of property.

The option we think is the best is to build both. Construct 42 additional RV sites, a comfort station, and 15 Premium RV Sites. The cost is 2.5 million dollars. This would not only allow the park to sustain operations without a subsidy, we would be able to pay back the loan in 10.6 years.


This Tempest Property was discussed at the CIP meeting, which is on the far east end of the property. Conceptual Plan for this park as discussed is on the unfunded list for $5,000,000. However…

When this property is acquired, Phase 1 of development would be: Add millings parking lot and storage area for excess dirt & millings Plant trees to buffer Highway 370 and storage lot.


Line Item Review


Mr. Hutsler explained that they need a grinder pump on the shelf for replacement purposes.

Currently the cost for the generators rented for Celebrate St. Peters main stage is $4,000 per year. Investment of $25K so we don’t rent generators.


The fertilizer spreaders were lost in the fire. The Hole 1 Fairway renovation is due to years of flooding and wear and tear and will involve irrigation improvement, leveling and seed and sod.

The FY24 additions to CIP – Lakeside Park rental cabin could generate income of $125/per night rental.


The fee changes make it easier for staff to administer the fees. Estimated increase in revenue is $75,000 annually. Staff recommends staying under $50 per site. Questions on discounts or higher cost during peak times were addressed.


Golf Club construction update: May 23 is the projected open date for Golf Operations. June 21 is the projected date for final completion of the facility.

Currently, the golf course is open to the public as we operate out of a temporary trailer. The roadway for the new entrance off Salt Lick Road is open to the public. Work continues on the landscaping for the entrance. Completion goal is before 1st rental date in October 2019.


The vertical turbine pump at Golf Club is for the irrigation system; the $50K for City Centre Campus improvements is for the back patio. The $50K for the cabin at Lakeside is for FY’24.

NON-CIP FUNDS – French/Gardner Ms. Gardner reminded the Board that this information was already covered at the beginning of tonight’s meeting; and the draft FY’19 budget adjustment ordinance and draft

fy’20 budget work session meeting minutes of may 2, … budget work... · page 5 fy’of 61 20...

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