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10-07-10 Town Council Minutes SNOWMASS VILLAGE TOWN COUNCIL SPECIAL MEETING MINUTES THURSDAY, OCTOBER 7, 2010 CALL TO ORDER AT 8:30 A.M. Mayor Boineau called to order the Special Meeting of the Snowmass Village Town Council on Thursday, October 7, 2010 at 8:35 a.m. Item No. 1 ROLL CALL COUNCIL MEMBERS PRESENT: Arnold Mordkin, John Wilkinson, Mayor Bill Boineau, Markey Butler, and Reed Lewis. COUNCIL MEMBERS ABSENT: All council members were present. STAFF PRESENT: Russ Forrest, Town Manager; John Dresser, Town Attorney; Hunt Walker, Public Works Director; Chris Conrad, Planning Director; Lesley Compagnone, Public Relations; Art Smythe, Chief of Police, Joe Coffey, Housing Director; Marianne Rakowski, Finance Director; Brandi Lindt, Assistant Finance Director; David Peckler, Transit Director; Rhonda B. Coxon, Town Clerk PUBLIC PRESENT: Fred Kucker, Jason Haber, Madeleine Osberger and other members of the public interested in items on today's agenda. Item No. 2 BUDGET HIGHLIGHTS Town Manager Russ Forrest reviewed the agenda which includes introduction /summary and Financial Advisory Board (FAB) recommendations. After that he noted staff will review each fund consisting of, the General Fund, RETT, Road Fund, Lottery Fund, REOP, Excise Tax, Housing Funds, Marketing Group Sales and Capital Projects. Forrest also reviewed the last two years, where we are today and the major variables that affect us. He then reviewed the guiding principles that were used in putting together the budget scenarios before the Council today. The Council also asked that staff be prepared to provide updates in December, March June, and in October or November. 10- 07 -10tc Minutes Page 2 of 3 Item No. 3 FINANCIAL ADVISORY BOARD (FAB) RECOMMENDATIONS Chairman of the FAB Fred Kucker reviewed the recommendations. First the FAB commends staff for maintaining the expenditures with the budgeted amount for 2010 during these economic times. In regards to the subsidy of the Recreation Center, the FAB recommends that Council adopt a budget that reflects the same subsidy level as the 2010 revised budget amount of $401,000. He noted that this may mean that the Recreation Center continue with a reduced staff level in order to achieve this goal. The FAB also recommends that Council direct the FAB to review the revenue /fee structure and expenditures of the Recreation Center in detail to determine if the subsidy level is set appropriately and to forward Council any recommendations based on that review. The FAB also believes that there would be a benefit to having more interaction among the Snowmass Tourism department, Rec Center staff and the FAB prior to the budget process to gain a better understanding of their financial operations and goals. Finally the FAB recommends that the Town err on the side of retaining key personnel over the next 12 -18 months by using some of the $5,000,000 fund balance in the General Fund. Item No. 4 BUDGET TRANSMITTAL AND BUDGET PRESENTATION Finance Director Marianne Rakowski reviewed the budget highlights and assumptions used by staff in producing the budget. She also reviewed the impact of the statewide ballot issues in relation to the Town's budget. Staff has prepared three budget scenarios and a best case scenario; these were explained and discussed with Council. Item No. 5 DIRECTION FROM COUNCIL ON BUDGET After a lengthy discussion on all the funds, Council provided the following tasks for staff to follow up on: 1) If the General Fund allows the fund balance to drop below $5M, there will need to be a plan to replenish it in the future back to a minimum of $5M 2) In Transportation, staff should continue to evaluate service levels looking for efficiencies in all areas including drop -off and pick -up time intervals. 3) Parks and Trails need to develop a plan for re- paving trails. 4) Parks and Trails should develop a volunteer trails program with a set schedule that can be advertised in advance of the season. 5) Parks and Trails should also develop an "Adopt -a- Trail" program for continued upkeep of the system. 6) RETT Fund: Can we afford to put $30K back into the budget for Mountain Trail maintenance this summer? 7) RETT Fund: Cut the three part -time positions from the 2011 budget unfilled /vacant in 2010. 8) Recreation Center: Continue to find ways to increase revenue. Begin with using the Public Relations Director to market the Recreation Center, then possibly use the Marketing staff. 9) FAB should review the Recreation Center budget (revenues and expenditures) in depth to help determine if the current subsidy level is reasonable and make recommendations based on this review. 10) Road Fund: Pull together all of the reserves that need to be funded for future road 10- 07 -10tc Minutes Page 3 of 3 projects and determine what the annual funding level should be and if the mill levy is enough to fund these projects. 11) Lottery Funds: Finance Department to look at what the $20K per year could be used for on an annual basis. 12) Holy Cross Enhancement Funds: Determine what type of beautification projects Holy Cross would approve for use of these funds (similar projects to the Lottery Fund example). 13) Housing Funds: Develop a Master Plan now, for future implementation of the whole Employee Housing Area. Include possible redesign of the projects with a mixture of units or unit size that most employees are looking for. Look for opportunities to change the unit mix if necessary and be sure to include any building code concerns that would need to be addressed. 14) FAB: Have the Marketing Director go through their budget prior to the budget process to give the FAB a better overall understanding of the financial picture for Snowmass Tourism. Be sure the FAB understands that the "buck stops" with Council, but that the FAB is to look at it from a financial standpoint. 15) Research the ability to receive grants to put in Wi -Fi within Snowmass Village. 16) Move forward to adopt the Modified Scenario #1 for the General Fund. Item No. 6 ADJOURNMENT At 2:05 p.m. Reed Lewis made the motion to adjourn the Special Meeting of the Snowmass Village Town Council to review the budget, on Thursday, October 7, 2010. John Wilkinson seconded the motion. The motion was approved by a vote of 5 in favor to 0 opposed. Voting Aye: Arnold Mordkin, John Wilkinson, Mayor Bill Boineau, Markey Butler, Reed Lewis Voting Nay: None. This set of minutes was approved as amended during the November 1, 2010 Town Council meeting. Submitted By, Rhonda B. Coxon, Town Clerk