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«Also Present: Mayor Sutherland, Finance Director Presley, Police Officer Smith, Police Officer Fifer, Police Chief Wright Audience: Bruce Geiselman ...»

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The Mayor asked if there could be any savings by mothballing the Bay Lodge. She stated that at this time it is a money-loser. Mr. Presley stated that it would have to be winterized, but the possibility could be reviewed. He noted that the rental paid by the non-profit organizations is used entirely to clean the building after use. Mr. Clark suggested looking at the possibility of increasing the rental rates. The Mayor stated that the loss over a year’s time is approximately $2,000. Mr. Tadych stated that overcoming that loss with fee changes should be possible. The non-profit organizations may have to pay a little more. Mr. Presley will seek detailed information from the city’s records.

Minutes of a Meeting of Finance CommitteeFebruary 1, 2012

Mr. Young discussed the money left in the Youth Activities Fund which will have to be used partially to make the needed repairs to the Bayway Cabin. Mr. Young stated that he does not want to spend $28,000 repairing the building in order to make $12,000 this year and $25,000 next year for rental income. The most Mr. Young would be comfortable spending would be $18,000 with a transfer of $10,000 back into the General Fund.

Mr. Presley noted that the other issue is that if $20,000 to repair the building is deemed too high then plans would have to be made to shut the building down and make other office space available for the Recreation Department. Mr. Young stated that if the building is going to be rented out we are probably looking at moving the Recreation Department offices. The Mayor stated that it is a matter of timing. It probably won’t be done right away because the downstairs of city hall is not ready. The Building Department will be moved first. There are other modifications that they would like to make in the lobby downstairs that would mean instead of having several points of cashiers in different buildings they would consolidate with security downstairs. Most of that work would be done in house.

Mr. Clark stated that once the cost is isolated for the Bayway Cabin the determination would have to be made as to whether it is reasonable. The Mayor stated that she has the letter of intent.

The Council would then be able to make a decision on moving the money out of the Youth Activities Fund because the lease would be required to maintain upkeep, utilities, and insurance.

Mr. Young stated that there is still a $350,000 deficit. There are some items that can be posted toward that later on in the year, and the goal would be to be able to tell the Council of the Whole how that would reduce the deficit. Mr. Young stated that he is trying to make realistic projections to give an idea of what the balance would be at year end.

Mr. Clark stated that there will be three readings of an annual appropriation ordinance, and some additional information may be known by the time we get to the second reading, hopefully regarding crossing guards and consideration of trash fees.

Mr. Young asked Mr. Clark and Mr. Tadych, if the numbers can be quantified to a reasonable degree, although not yet posted, and if that would bring us to the year end a zero balance, would they be comfortable in making a transfer out of another account. Mr. Clark stated that it may not be desirable but that would be a first step. Mr. Tadych stated that it would have to come out of various funds. Mr. Young stated that he would give Mr. Tadych and Mr. Clark some time to think about how to quantify that amount. Mr. Presley will provide additional information about clerical wages, the dollar figure for health care that could possibly be saved, crossing guards’ savings, and savings on some of the various funds.

The Mayor asked about funds in the bond retirement fund that require court approval for removal, approximately $13,000 to $19,000. Mr. Presley stated that it goes from special bond retirement to general bond retirement.

Chief Wright asked if there has been any savings in the favorable winter we have experienced so far this season. Mr. Presley stated that the difficulty is that the savings is not calculated until Minutes of a Meeting of Finance Committee February 1, 2012 December, 2012 to see if it would reduce the amount required to be transferred from the General Fund to the Street Construction Maintenance and Repair Fund.

Mr. Presley will have an ordinance ready for Monday, February 6 to reflect the fact that health care will no longer be provided for two part time employees.

Mr. Young discussed the personal vehicle use policy provided to the Finance Committee by Mr.

Presley. The individuals using city vehicles who did not live in the city will be responsible for reimbursing the city 55 cents per mile for personal or non-business miles. Commuting miles are personal miles. Emergency calls during non-business hours are not personal miles. The employee will be responsible for keeping a record of their use and reimbursing the city the first ten days following the end of the month. An alternate method of charging a flat fee for use of the vehicle will be examined and both options presented to the Finance Committee for review and ultimately presented to the Council as a whole for discussion. The Mayor cautioned the Finance Committee not to insult the employees when the discussion arrives because these are detectives and the cream of the crop of the city and they take great offense, and have taken great offense.

Mr. Tadych stated that the Environment, Safety and Community Services Committee, when he was chairman in 2010, studied the building rental fees. When fees were increased it was done so with the objective of not trying to make a lot of money but to give back to the community. If the Bay Lodge will be reviewed again as far as cost, a review of the Community House should be included in the study.

Mr. Presley will redo the actual numbers and post something in regards to savings within those individual items the Finance Committee wants left open.

Mr. Presley will provide information in the packets regarding the authorization of the repayment of the police station construction funds.

Mr. Young noted that the remaining funds will have to be studied further. Mr. Presley briefed the committee on the possibility of renting the community gym for basketball time as a nonrecreation program at the rate of $35.00 per hour as a source of additional revenue. This will reduce the amount of money needed as a transfer from the General Fund to the Parks and Recreation Fund.

Mr. Tadych asked if any significant swimming pool expenses are anticipated this year. Mr.

Presley stated that there are no expected expenses. Mr. Presley commented on the need to address the manner and building in which the pool chemicals are stored.

The next meeting of the Finance Committee will be held Monday, February 6, at 6:30 p.m.

Meeting adjourned at 8:35 a.m.

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