City Council

APPROVED 05/20/2024 SPECIAL BUDGET WORKSHOP MINUTES MAY 6, 2024 THE SPECIAL BUDGET WORKSHOP OF THE RICHMOND CITY COUNCIL WAS CALLED TO ORDER AT 5:30 P.M., ON MONDAY, MAY 6, 2024, BY MAYOR RIX. ROLL CALL Present: Allen, LaFore, Misteravich, Reindel, Rix, Schultz, Warn Absent: None Others: City Manager Moore, City Clerk, City Treasurer Hatfield, Police Chief Costello, Cable Coordinator Robbins, Fire Chief Treend, Recreation Director VanHove Visitors: None AUDIENCE PARTICIPATION None received. ADOPTION OF AGENDA Motion by Warn, seconded by Schultz, to adopt the Agenda as presented. All yeas Motion passes ITEMS FOR CONSIDERATION Review of the proposed FY2024-25 Budget began with: 206-ALL Fire Department – An additional $30K in revenue was submitted for the fire equipment grant which is available again this year. This includes purchases on behalf of the two (2) townships as well. There is a pay rate increase from $18 to $20 per run noted in the budget. This is the first increase in approximately eight (8) years. A meeting is scheduled with Fosters for potential interest in purchasing the neighboring property. COUNCIL WAS IN GENERAL AGREEMENT WITH THE BUDGET AS PRESENTED. CCBudgetWorkshop: 05/06/2024 Page 1 of 5  APPROVED 05/20/2024 101-103 Cable Television Committee – A decrease in revenue due to the loss of cable subscribers. The budget includes $7K for equipment upgrades including the Tricaster video switcher for the recording of the Council Meetings. The Equipment acquisition line item will include the construction of a new façade for the production set. COUNCIL WAS IN GENERAL AGREEMENT WITH THE BUDGET AS PRESENTED. 101-301 Police Department – Funds have been allocated for one additional candidate from the reserve officers to attend the Police Academy should there be a suitable candidate. A portion of this budget, as well as the communications budget, will be used for computer/monitor replacement. This will be the last year for a vehicle purchase; two (2) will go to auction soon. Council requested administration assess if one of the auction vehicles is in better condition than the current vehicle the DPW Director is using. Council emphasized the use of a functioning rooftop light bar to be utilized in work zones. Due to safety concern, Council requested administration contact other communities to determine how they handle student and pedestrian crossings and report back to Council on the findings. Ammunition was just ordered and will be recycled through with the practice ammo. There currently is a six (6) month lead time in acquiring duty ammunition. COUNCIL WAS IN GENERAL AGREEMENT WITH THE BUDGET AS PRESENTED. 101-315 Traffic and Safety – There has been difficulty acquiring reliable school crossing guards. It was suggested to include a help wanted notification in the water bill mailing and the City newsletter. Council requested Administration look at sample rates of other community crossing guards with the possibility of increasing the pay rate for this position. Administration will provide a recommendation on a wage increase. COUNCIL WAS IN GENERAL AGREEMENT WITH THE BUDGET AS PRESENTED. 101-325 Communications – Funding to replace two old computers and monitors in dispatch are included in the budget. Dispatchers are now being sent to communication school and new hires to a structured field training course. Handheld radios will need to be replaced within the next three (3) to five (5) years to incorporate the new encryption requirement. It will cost approximately $6K per radio. COUNCIL WAS IN GENERAL AGREEMENT WITH THE BUDGET AS PRESENTED. CCBudgetWorkshop: 05/06/2024 Page 2 of 5  APPROVED 05/20/2024 101-426 Emergency Preparedness –Maintenance for the sirens; All are currently functioning. COUNCIL WAS IN GENERAL AGREEMENT WITH THE BUDGET AS PRESENTED. 101-326 Code Enforcement – Violation letters were sent out last week and will continue this week for overgrown grass. It was suggested that residents be informed, via the newsletter, that no clippings or debris should be blown into the roadway. A violation letter for this issue will also be drafted. COUNCIL WAS IN GENERAL AGREEMENT WITH THE BUDGET AS PRESENTED. 101-265 Buildings and Grounds CHPD – Two (2) computers in City Hall will be replaced. This cycle will continue for the next couple of years until all the computers have been replaced. COUNCIL WAS IN GENERAL AGREEMENT WITH THE BUDGET AS PRESENTED. The Budget Workshop Meeting recessed at 6:52 p.m. for the Regular Council meeting. The Budget Workshop Meeting reconvened at 7:24 p.m. 508 – All Recreation Department –There was concern regarding the tentative landscape plan at the Aud. This pertains to the selection of foliage and lack of warranty. The mayor will acquire feedback from Weigands Nursery. Substitutions might be necessary for heartier and more colorful plants. Consideration of installing a port-a-john enclosure at Gierk Park was noted. This item may be added to the 6 year capital plan as long as it is accessible for clean out. Council requested independent contractors be considered for the construction and installation of the new pavilion at Beebe Park. Suppliers of the upcoming splash pad are currently fielding questions. This will be presented at the first meeting in June. The recreation director will be transitioned from part-time to full time. This will meet the need for more recreational offerings for the community. The community center will be open Monday through Friday with the exception of days with limited staffing. More night and weekend hours may be an option for additional programming. Council will consider the CDBG funding to remain within the community to support the senior coordinator programming. CCBudgetWorkshop: 05/06/2024 Page 3 of 5  APPROVED 05/20/2024 It was suggested that the opening of the Beebe Park restroom facilities be noted on social media. COUNCIL WAS IN GENERAL AGREEMENT WITH THE BUDGET AS PRESENTED. 101-101 City Council – The consensus agreed that all departmental reports on the consent agenda will be sent out to Councilors electronically in an effort to save on paper. The revenue and expense report, as well as the remainder of items in the packet will remain in hard format. COUNCIL WAS IN GENERAL AGREEMENT WITH THE BUDGET AS PRESENTED. 101-191 Elections – The elections budget was increased due to the implementation of Proposal 2022-2 which approved nine (9) days of early in-person voting for State and Federal elections. The Clerk was paid election overtime for the additional required hours due to this implementation. Approximately $18K in election related expenses were submitted to the State for reimbursement. The Clerk has applied for a non-profit marketing bulk mail permit that will allow the mailing of election related materials to be sent out at a much cheaper rate. COUNCIL WAS IN GENERAL AGREEMENT WITH THE BUDGET AS PRESENTED. 101-210 Legal Services – COUNCIL WAS IN GENERAL AGREEMENT WITH THE BUDGET AS PRESENTED. 101-210 City Clerk – Attendance of Clerk Institute is included in the budget. This will be the last year of the three (3) year requirement before becoming a Certified Municipal Clerk. The Deputy Clerk’s membership to the MAMC is included in this budget. Council is pleased with the performance of the new clerk. COUNCIL WAS IN GENERAL AGREEMENT WITH THE BUDGET AS PRESENTED. APPENDIX – Six Year Capital Outlay Plan – An inventory of the aging signage throughout the city will be conducted and signs replaced accordingly. Further discussion is required for the need of either a fountain/monument or artwork in the center of the Trail Park. The EDC is researching and documenting how other communities are implementing murals in their communities. Future discussions are needed with the school in conjunction with the parking lot development at the Aud as well as conversations with the owner of the property behind the recently renovated parking lot project CCBudgetWorkshop: 05/06/2024 Page 4 of 5  APPROVED 05/20/2024 The consensus of Council is pleased with the presentation of the FY2024-25 budget. Administration will send a memo incorporating a summary of all the budget changes prior to its presentation to City Council. CITY MANAGER COMMENTS Administration has received a five (5) year contract proposal from Priority. The proposal would continue current services with a four (4) percent increase annually over the next five (5) years. This is a much lower rate for refuse collection and disposal than the current provider (Waste Management). GFL has yet to send a proposal. COUNCIL COMMENTS None. ADJOURNMENT Motion by Misteravich seconded by Allen, to adjourn the Special Budget Workshop at 8:36 p.m. All yeas Motion passes Respectfully submitted: Heather L. McCallister City Clerk CCBudgetWorkshop: 05/06/2024 Page 5 of 5