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1995-14965-Minutes for Meeting May 11,1984 Recorded 5/31/1984,4. 9s-14965 VOL 53 mu -123 DESCHUTES COUNTY BUDGET COMMITTEE MINUTES MAY 11, 1984 !984 MAY 31 pq 4: 21 ?4ARY S'U'B FcNHO I O r Chairman Ron MacKenzie called the meeting to oeoAl' Cies P.M. Other Budget Committee members present were: Commission Chairman Abe Young, Commissioner Larry Tuttle, Commissioner Lois Prante, and Jack Tate. Eileen Donaldson was absent. Other County Commissioner Tuttle reviewed the Budget Officer's Contributions recommendation. He noted the postage line amount was set to maintain current postage levels plus a contingency in case of a rise in postage rates. The telephone line was set at $125,000 in the event that the County were to have to purchase a new phone system due to the phone company divestiture. New systems are being looked at, possibly systems that would be in operated jointly with COCC and the City of Bend. Commissioner Tuttle indicated that Midstate representative Barbara Bagg may not be able to attend this meeting, so he briefly went over their budget. He noted that last year the County had cut funding for their secretarial position due to the County's levy failure. Because the county is still operating without the levy, reinstatement of that funding is not proposed. However, if the county provides a $1200 contribution, it will provide the local match for other funding sources as well as the county dues. His recommendation favored this. Commissioner Tuttle briefly explained the purpose of the other line items in this fund. These were routine expenditures. Senior Programs Commissioner Tuttle explained that last year Senior contributions were cut due to the levy failure. A contribution of $26,750 was proposed, which reflected a 6% increase above last year. That amount was used because they did not have the budget proposal at the time the budget was run. Since that time they have received the budget proposal from the United Senior Citizens of Bend (USCB) which seeks an amount of $37,930. This provides $31,930 for Dial -a -Ride and $6,000 for debt retirement. Representatives of OSCB present were Howard Balderstone, Dorothy Cummings and Grace Saunders. Mr. Balderstone spoke briefly about the transportation program. He noted that COCOA has applied for funding for four new buses which will expand the transportation program to LaPine and Sisters on a once -a -week basis. One bus is due for EYP, iiE DESCHUTES COUNTY BUDGET COMMITTEE: PAGE 1 t VOL 53 �xE124 replacement at this time. With regard to debt retirement, they now have $23,000 outstanding on a $40,000 property. The loan is at 9% interest. BUDGET NOTE: Change page 40, line 22, United Senior Citizens of Bend, from $26,750 to $37,930. MOTION: PRANTE moved for tentative approval of the United Senior Citizens of Bend budget of $37,930. YOUNG: Second. It was noted that $6,000 of this was for debt retirement. This was the amount requested. VOTE: UNANIMOUS APPROVAL. This additional funding is possible through the use of cash carry over funds. Line 18, Redmond Council of Seniors, was for $5,000. This is an increase over their request of $4,300 for the purchase of a freezer that was delayed last year because of the county cutbacks. MOTION: TUTTLE moved to fund Redmond Council of Seniors at a level of $5,000, an addition of $700. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. BUDGET NOTE: Page 40, line 18, Redmond Council of Seniors, should be changed from $4300 to $5000. Line 23, Redmond Meals on Wheels was budgeted at $1850, not knowing what their request would be. They requested $1800, Commissioner Tuttle recommended allowing the the $1850. MOTION: PRANTE so moved. YOUNG: Second. VOTE: UNANIMOUS APPROVAL. Line 20, Redmond Senior Transportation, is recommended at $7500. Commissioner Tuttle went over the COCOA proposal Mr. Schmidt had brought in. On the last page of the document was a breakdown of what money was necessary that was not obtainable through grants. Commissioner Tuttle recommended funding of the Redmond Senior Transportation program at $9769 as well as funding of the Sisters and LaPine transportation programs. There was some discussion on whether or not separate vans should be purchased for Sisters and LaPine or whether it would be more cost effective to share one. It was decided to approve the fund (to be paid out of DESCHUTES COUNTY BUDGET COMMITTEE: PAGE 2 vat 53 �xE 125 contingency at a later date) contingent upon development of a Senior Transportation Plan indicating how vans would be assigned and whether all four vans are necessary. MOTION: TUTTLE moved that they approve the request for the Redmond program at $9800 and that they make a BUDGET NOTE that they will fund the Sisters and LaPine transportation programs at not more than $8200 at such time as COCOA or another designated agency provides us with the development of a transportation program. PRANTE: Second. It was noted that this is not a line item at this time. VOTE: UNANIMOUS APPROVAL. With regard to the Insurance Fund line in the Other County Contributions budget, it was noted that Mike Maier would make a presentation on this at a later date. CORA/ Transient Warren Klug and Kathy Cody of CORA gave a presen- Room Tax Fund tation of CORA's proposed budget. He had prepared a booklet outlining CORA activities which he passed to all the budget committee members. He briefly outlined that information. He discussed trade shows attended, promotions, advertisements and noted they are developing a film location manual. They have also developed an Air Service Task Force which is currently negotiating with PSA for air service to Redmond. He went over the statistical data contained in the report, noting they expect to collect $550,000 in room tax receipts, of which CORA expects to receive $110,000 for a total operating budet of $156,000. These figures are higher than the Budget Officer's recommendations. It was noted that the budget estimates have in the past been consistently lower than the actual amounts collected. CORA only collects the amount budgeted, which means in the past they have actually received somewhat less than 20%. Commissioner Tuttle stated that he would be willing to accept CORA's estimate and make any necessary adjustments later in the year if it appeared that they were falling short of projected revenues. BUDGET NOTE: It was agreed to change line 2 to $550,000 and line 5 to $110,000. MOTION: PRANTE so moved. YOUNG: Second. VOTE: UNANIMOUS APPROVAL. DESCHUTES COUNTY BUDGET COMMITTEE: PAGE 3 vat 53 wc_426 Midstate Conser- Barbara Bagg, Chairman of Midstate Soil and Water vation District Conservation District, was present. She noted that Midstate would be updating its plan and went over general district activities. She handed out a newsprinted copy of their recent supplement to the Redmond Spokesman. This is published each year in conjuction with their annual report. MOTION: PRANTE moved to approve $1200 for printing expenses. YOUNG: Second. VOTE: UNANIMOUS APPROVAL. Road Fund Neil Hudson, Director of Public Works, and Dave Hoerning, County Engineer, were present. Mr. Hudson stated they anticipate additional forest receipts this year. There was some discussion on how forest receipt revenues are projected. Budgeted for this year is $2.9 million in forest receipts, which Mr. Hudson felt may be a little high. The schools will get $1 million of that. There was some discussion regarding dispersal of federal mineral lease receipts. Mr. Hudson had written $50,000 of this as revenue into the Road fund budget, with the other $88,000 to go to the ESD. Commissioner Tuttle stated it was his understanding that this money could not be divided, that the ESD would get the whole amount. There was some further discussion on this point, it was agreed that a definitive answer would be obtained outside the meeting. BUDGET NOTE: Find out whether federal mineral lease receipts can be split. Mr. Hudson stated that the budget was fairly tight with a good contigency fund. If budgetary problems arise during the course of the year, they can cut back on projects. Some projects won't be initiated until later in the year, which is why they are budgeted at relatively low amounts. He went through the line items individually indicating any changes from last year's budget. This information was also contained in the budget narrative. There was some discussion regarding the LaPine Rec Road and Day Road projects in LaPine. The project will begin in two weeks with the preliminary plans, the entire project is expected to take up to 365 working days. This project (being done in conjuction with the State) was budgeted at $170,000 but since that time the bids have been received and the low bidder was $135,000. DESCHUTES COUNTY BUDGET COMMITTEE: PAGE 4 vol, 53 pAcv. 127 BUDGET NOTE: In the transfer category, Mr. Hudson noted that the line 1, page 60, Building Equipment and Reserve transfer, should be increased from $160,000 to $173,000 to reflect $13,000 for bike trails. This $13,000 should be reflected in a new line titled "Bike Trails" under the Transfers from Road Department category in the Road Building & Equipment budget (page 61). There was some further discussion on the bike path money. Mr. Hudson would like to build up this money in the reserve fund until they have enough to complete a bike path project. Budget corrections were outlined as follows: BUDGET NOTE: Page 57, line 12, Allowance for Overtime, should be $31,000 instead of the $16,0000 shown. Line 15, SAIF, should be $39,502, no amount appears currently. These corrections bring the total Personnel Services category to $1,713,337 rather than the $1,671,825 shown. It was noted that the amount budgeted for the LaPine Rec Road could be reduced by about $40,000 because the bid received was lower than their estimate. It was mentioned that the additional money allocated may be used to work on the South end of the road instead. MOTION: YOUNG moved to tentatively approve the Road Budget with the changes noted. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. The Road Building Equipment and Reserve Fund was discussed. Mr. Hudson noted a group of pickups will be replaced for $66,000 (the line is titled "trucks"). They also intent to replace a loader, roller and buy some new snowplows. This category will also have the addition of the $13,000 bike path line. MOTION: YOUNG moved for tentative approval of the Reserve Fund as modified. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. On pages 65 and 66 were Road Improvement Funds for Hayes Avenue and Boyd Acres Road. Mr. Hudson stated that these funds are being zeroed out because they were not completed within the prescribed time frame. Boyd Acres Road has been refunded and Hayes Ave. will be. DESCHUTES COUNTY BUDGET COMMITTEE: PAGE 5 va 53 rAA28 Surveyor's The Surveyor's budget was then discussed. Mr. Budget Hoerning stated that they had dropped off the portion that the General Fund should pay on the Health Insurance which should be $400. BUDGET NOTE: $400 should be placed in line 8, Health Insurance. This increases the total budget amount to $9360. Mr. Hoerning requested that his travel line be reduced from $400 to $150 so that his salary could be restored to its original level before the General Fund cutbacks. This would help him by placing his salary at a higher range and step. $7468 in that line would enable him to do that. $6728 is currently budgeted. Commissioner Tuttle suggested establishing the Surveyor salary at $7500. MOTION: TUTTLE moved to establish the Surveyor's 1984/85 salary at $7500 and make the appropriate adjustments for retirement and Social Security and reduce the travel line to $150 as proposed by the Surveyor. PRANTE: Second. VOTE: APPROVAL (MacKenzie absent at time of vote) BUDGET NOTE: Page 32, line 5, Surveyor, should be changed from $6728 to $7500, with the appropriate adjustments in retirement and Social Security added. Line 11, Travel, should be reduced from $400 to $150. Mr. MacKenzie returned to the meeting at this time after leaving momentarily. Solid Waste Next the Solid Waste budget was discussed. Mr. Budget Hudson stated that the Solid Waste Advisory Committee was in favor of this budget. This budget is predicated on not raising dump fees. He noted that next year they will replace some equipment, as they did this year. The Solid Waste Advisory Committee is also recommending incentives for recycling at the recycling facility that will be going in at Knott pit. They want to make available a $.50 rebate when an individual recycles a certain quantity of material. This would amount to a $20,000 to $30,000 reduction in revenues. The committee may be making a formal request to the Board on this at a later time. Mr. Hudson indicated that the fee amount indicated was conservative and the actual revenue will probably be higher. DESCHUTES COUNTY BUDGET COMMITTEE: PAGE 6 va 53 g129 Roy Wickersham, the Solid Waste supervisor, is retiring at the end of June and they will replace him with a more technically trained person, which may require a higher budgeted salary in this position. He went through the line items as outlined in the budget narrative. There is a new line in the Materials and Services category for DEQ fees. Under capital outlay is line for building relocation. This is for buildings at the landfill that will be moved to the exit road, which will be used for entrance and exit. The will obliterate the existing entrance road. The recycling station will also be on this entrance/exit road. They will be replacing a track loader and a lowboy trailer. MOTION: YOUNG moved to tentatively approve. PRANTE: Second. VOTE: UNANIMOUS APPROVAL. There was some discussion on the proposed elected officials salary increase. The criteria to be used for determining an appropriate increase was discussed. Commissioner Young left the meeting at 4:40 P.M. Being no further business, the meeting was adjourned at 4:57 P.M. DESCHUTES COUNTY BOARD OF COMMISSIONERS ALBERT A. YOUNG, HAIR '';C 1LOISRISTOW PRANTE, COMMISSIONER IV LAURENCE A. TUTTL OMMISSIONER /ss DESCHUTES COUNTY BUDGET COMMITTEE: PAGE 7