City Council (View All)
Council-Parks Ad Hoc Meeting
Wednesday, September 04, 2013
MINUTES FOR THE CITY COUNCIL/PARKS AND RECREATION COMMISSION
AD HOC COMMITTEE MEETING
September 4, 2013
340 S. Pioneer Street
Chair Councilor Marsh called the meeting to order at 4:12 p.m. in the Parks Office.
Councilors Rosenthal and Voisin, Parks Commissioners Seffinger and Landt were present. Staff included Parks & Recreation Director Don Robertson, City Administrator Dave Kanner and City Attorney Dave Lohman.
Approval of Minutes
The minutes of the August 7, 2013 meeting were approved as presented.
It was announced that the Joint meeting of the Council and Park Commission is scheduled for October 29 at 7 p.m. in the Council Chambers.
Review of Q&A’s
Discussion by members on the Internal Controls Policy that was approved by the Park Commission and the City Council included how the policy was developed and it identified responsibilities of the City and Park Commission. The committee questioned whether there were any other policies or documents to be included in further discussion regarding the Parks budget.
City Attorney Dave Lohman stated that this policy or any others would have no effect on the need to follow Oregon Budget Law including the Budget Officer. It was noted that policies should be respected and could be changed if necessary. Frustration by some members of the committee that the process used to change Park budgeting procedure was not an organized way for government to act. It was suggested that staff would prepare a new policy to be discussed at the joint meeting.
Potential Budget Incentives
Two options were presented to the committee:
- Assignment of budget surplus: Monies budgeted but not spent during the biennium will be added to revenues generated by the department (fees, rental income) that exceed budged amounts; the total will be evenly divided between the general fund and Parks and Recreation.
- Assignment of revenue only: Parks and Recreation will wholly retain revenue generated by the department (fee, rental income) that exceeds budgeted amounts.
Discussion by members on the proposed included:
- What would keep the Budget Committee from keeping the funds – even if incentive is adopted
- Cannot legally segregate Parks Commission
- Work to find an agreement that would stay in place into the future
- Amount of funds is unknown
- Would provide a way for Parks Department to be creative
- Consider different scenarios – incentive is reasonable alternative – need to adapt to staff changes
- Incentive for when departments are achieving and exceeding their goals
Staff explained that the Park Commission and staff could present arguments in favor of their budget to the Budget Committee but none that would be legally binding.
Committee continued to discuss the proposed incentive options and explained that this policy would be just an experiment that could provide guidelines for any other departments if it proved worthwhile.
An Option 3 was considered as the following: savings in Material & Services would be moved to Capital Improvements as this may allow more control over Material & Services. Any surplus and retention of funds would be the responsibility of staff and Park Commission.
Continued comments on options included that Option #1 may increase the independence of the Park Commission. Committee reviewed past discussion on Ending Fund Balances.
Park Commissioner Landt/Councilor Rosenthal m/s to approve incentive document as presented adding Option 3 and adding Capital Improvement Plan (CIP) to all options. Voice Vote: all AYES. Motion passed.
Review of documents created by Committee
- Funding principals
- Council/Parks Communication Memo
- Proposed Budget Process
- Confirmation of Management Responsibilities
- Recommendation on current Ending Fund Balance
- Incentive Policy
Committee discussed if there was any other short/long term revenue proposals that could be explored and members offered some suggestions as the following:
- Create new policy/agreement between City and Park Commission which would allow use of property tax for first few years but begin process of incorporating another revenue source – such as Transit Occupancy Tax (TOT
- Citizen vote for Parks dedicated revenue stream that would include Lithia Park being eligible for TOT
- Dedicated percentage of property tax to Special Revenue Fund for Parks – work toward increasing TOT by 1%