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Approved Minutes - 04-26-2017 City of Lake Oswego Budget Committee Meeting Minutes of April 26, 2017 Page 1 of 4 CITY OF LAKE OSWEGO Budget Committee Meeting Minutes April 26, 2017 Members present: Kent Studebaker, Mayor Joe Buck Jeff Gudman Theresa Kohlhoff John LaMotte Jackie Manz Skip O’Neill Kathleen Taylor, Chair Scott Havens, Vice Chair David Beckett David Berg Steve Dodds Maulin Patel Members excused: Gerry Good Staff Present: Scott Lazenby, City Manager; Jordan Wheeler, Deputy City Manager; Shawn Cross, Finance Director; Megan Phelan, Assistant City Manager; Brad Stevens, Assistant Finance Director; Kam Frederickson, Budget Analyst; David Powell, City Attorney; Larry Goff, Fire Chief; Ivan Anderholm, Parks Director; Erica Rooney, City Engineer; Anthony Hooper, Public Works Director; Bill Baars, Library Director; and Chip Larouche, Chief Technology Officer The Budget Committee meeting was taped and is online with supporting information. To view additional discussion, click on any online Interactive Agenda item in color to go to that point on the video. 1. Call to Order and Roll Call Taylor called the meeting to order at 6:04 p.m. in the Council Chambers of City Hall 2. Approval of Budget Committee meeting minutes for March 23, 2017 Gudman moved to approve the Minutes of March 23, 2017. Manz seconded the motion and it passed by unanimous voice vote. 3. Public Comment (3 minutes each) Kasey Holwerda, 316 Northpoint Rd., chair of the Historic Resources Advisory Board (HRAB) stated that it is the 150-year anniversary of the Iron Furnace in George Rogers Park. Their board and the Lake Oswego Preservation Society feel there should be a celebration. They are requesting $5,000 from the city to help support an Oregon Iron Jubilee event. City of Lake Oswego Budget Committee Meeting Minutes of April 26, 2017 Page 2 of 4 Rick Nys, 13554 Rogers Road., Chairman of the Transportation Advisory Board (TAB), provided TAB’s list of proposed priorities for the 2017-18 budget for pedestrian and bike path projects and he briefly went over the three projects. Michael Anders, 6 Cellini Court, representing the Lake Oswego Youth Sports Coalition stated that at the last Budget Committee meeting the coalition requested that the city resurface Waluga Fields with all-weather surface (turf) for baseball and other youth sports to use year round. He provided a handout which described the benefits of youth athletics to the city. Scott Bullard, 14130 Taylors Crest Ln. co-chair of the Parks Board and Natural Resources Advisory Board came back to the committee to reiterate asking for support for two critical projects: Re-turfing Hazelia Field $650,000, and replacing Roehr Pathway $300,000. Bullard stated that the Parks Board has recently completed a new CIP list. 4. Budget Message and Summary Lazenby stated that staff prepared the budget to try and meet the goals of the City Council. Most of the allocation decisions are in the General Fund where the majority of property taxes are received. Some of the sources of general revenues are Property Taxes, State Shared Revenues, and Hotel/Motel Tax and he noted that general revenue does not include department revenue, such as parks and recreation fees that are dedicated to specific uses. He presented a visual showing how money flows in and out continuously and how revenues were allocated to departments... the largest being Police and Fire. Lazenby stated that at this point the city should be able to provide the current level of service with the allocations shown. Lazenby’s presentation slides recapped general revenues and the net ongoing available funds in the General Fund for 2017-18 of about $2.422 million, after allocating funds to departments and transferring $2 million annually to the Street Fund for pavement preservation. Berg commented that Lazenby presented a great summary. Berg stated that in the past, before the Operations Center was funded, the city had set aside funds for PERS reserve and asked Lazenby when the city may need to do that again. Lazenby stated that the $2.4 million of available ongoing funds in his presentation is there as long as the city does not add ongoing programs/services that put a demand on the city’s budget — though he noted that the PERS funding gap shrinks in about 6 years. Lazenby’s next slide showed funding in addition to the net available General Fund revenues ($2.422 million) for 2017-18 as budgeted to use on priority projects: $158,000 General Fund surplus carryover from the prior year; and $670,000 that had been set aside in the capital reserve fund for City Hall from general fund departments. This yields $3.25 million that is enough to cover the Parks project for the Hazelia Field turf $650,000, and additional funding for street pavement preservation of $2.6 million. He noted that these projects could occur across fiscal years. City of Lake Oswego Budget Committee Meeting Minutes of April 26, 2017 Page 3 of 4 Lazenby stated that available General Funds projected for 2018-19 is about $2.3 million and the budgeted uses includes: $660,000 additional for pavement preservation; $840,000 to fund portion of all-weather turf for the Waluga Field project (in addition to funding from the Tourism Fund and Parks SDCs); $300,000 for Roehr Park pathway project; and $500,000 to Capital Reserve Fund for City Hall. Lazenby shared that the Fire department receives $150,000 per year of general revenue, on top of general operations, to reserve for fire equipment and in FY18 they were able to purchase a fire truck with their reserves. LaMotte asked if fees associated with telecommunications going into the city’s right-of-way had been researched from other cities to know what they possibly would be. Wheeler said staff would provide that information when completed in a separate report to Council. Berg asked about debt information shown in the budget as to whether the city’s debt would stay within $200 million with bond issues for City Hall, the Police Station, as well as the East End and Lake Grove Urban Renewal Districts and Cross responded in the affirmative. Berg also inquired on the estimated amount for new construction taken into consideration for property taxes and Cross stated 1% of assessed value. Beckett commented that there was debt that doesn’t show in our debt schedule for the City of Portland debt for renovation of Tryon Wastewater Facility, as the city make payments to them. Taylor ask the Council members of the Committee if this budget appear to progress their Council Goals and there were various nods of acknowledgment. 5. State Shared Revenue Public Hearing Cross explained that the $450,000 revenue budgeted for State Revenue Sharing received in the General Fund is for general uses. The audience was asked and there was no public comment on use of these funds during the public hearing. 6. Public Comment (3 minutes each) Marylou Colvar, 68 Leonard St., the Lake Oswego Preservation Society, stated that the Preservation Society supported the $5,000 request from HRAB for the Oregon Iron Jubilee to celebrate the 150 year anniversary of the Oregon Iron Industry. She described some of the activities they may have at the event. Blake Bishop, 18108 Hobbit Ct., of the Lake Oswego Youth Sports Coalition as lead commissioner of the Pacer Youth Program stated he had been involved in baseball for ten years with a number of children and adults. He is in support of resurfacing the Waluga fields with turf. Brittany Weiler, 17178 Cedar Rd., a new member of the Parks Board, stated that she felt that youth sports are falling behind, but now their voice is starting to be heard. It is important that new parks fields are built right with proper surfacing. Meg Godfrey, 2 Sherwood Court., brought up that LaCross games have been canceled twice this season. She is optimistic about what she heard this evening. City of Lake Oswego Budget Committee Meeting Minutes of April 26, 2017 Page 4 of 4 7. Budget Deliberations LaMotte noted that there is $1.7 million in the 2018-19 projected budget for Waluga Fields and requested that project be moved from FY19 to FY18. Perhaps if this project was being done with similar timing as Hazelia the city could have savings. Also, Oakridge Road needs attention and would like to see that project funded and done in FY18 from Quarry Road to Boones Ferry Road. It is in the unfunded CIP Transportation list for $831,000. These two requests were added to the adjustment list for discussion at the next Budget Committee meeting to include in the FY18 budget. Others commented that If the $1.7 million Waluga project was moved to FY18, then perhaps move the $650,000 Hazelia re-turfing project to FY19. Buck commented that Woodmont Park project is listed as $3.3 million and thought it could cost less. Anderholm stated that this amount is difficult to estimate at this time. The estimated cost of this project will not be determined until later — the Master Plan with design alternatives will be done soon. Then by the end of June or early July the final plan should be completed with better cost estimates. Manz asked how the Oakridge Road Improvements project would coincide with the Boones Ferry Road project. LaMotte said something needed to be done with the curb lines, reconstruction, and there is parking issues. Rooney stated that doing that project simultaneously with the large Boones Ferry Road (BFR) project could cause extra scope and coordination with the BFR project… may delay project. She cautioned that doing those projects simultaneously and being close together could be a concern for the neighbors and more than the neighbors could handle. Gudman made a couple requests to be added to a list of adjustments for the budget: 1) Reduce the Council budget by ($5,000), then fund the Oregon Iron Jubilee for the $5,000 requested by HRAB from a proper source, whether it be Tourism or other. 2) Fund LED lighting for street light poles of $622,000 by reducing the City Hall reserve by ($622,000). Berg requested Lazenby to have Hooper provide and update of the list of LED lights for the Budget Committee. Lazenby stated that staff would bring practical options to the next meeting for doing the projects mentioned in different years than budgeted. 8. Adjournment — Taylor adjourned the meeting at 7:59 p.m. Respectfully submitted, Kam Frederickson /s/ Kam Frederickson Budget & Financial Analyst APPROVED BY THE BUDGET COMMITTEE: May 4, 2017