City of Englewood, Colorado Budget Advisory Committee, 29 Aug 2023

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From YouTube: Budget Advisory Committee Meeting 20230829 171952 Meeting Recording

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Agenda HTML: https://englewoodgov.civicweb.net/filepro/documents/166925?handle=F8F3A0381C804A5593C929F28BFB3569
Agenda PDF: https://englewoodgov.civicweb.net/filepro/documents/166924?handle=B6E9F770DCDF4AC0853424C71603F3F3

1. Chair Lesage approved the agenda on August 8, 2023 via email.

2. Call to Order

3. Approval of Minutes

a. Motion to approve the Budget Advisory Commitee Meeting Minutes - July 25, 2023

4. New Business

Debrief the Study Session for the 2023 BAC Annual Report - All Members

2023-2024 Meeting Schedule - All Members Englewood Outcomes: Infrastructure & Transportation, Safety, Neighborhoods, Local Economy, Sustainability, Community Wellbeing and Governance Any changes t...

5. Member's Choice

Next Meeting: September 26, 2023

6. Adjournment

Agenda HTML: https://englewoodgov.civicweb.net/filepro/documents/166925?handle=F8F3A0381C804A5593C929F28BFB3569
Agenda PDF: https://englewoodgov.civicweb.net/filepro/documents/166924?handle=B6E9F770DCDF4AC0853424C71603F3F3

A

A

Call to order budget advisory committee meeting August the 29th 2023 um to start off I'd like to take attendance.

B

Suzanne Dirksen.

C

Is present Jenny Nolan budget administrator president.

D

Jackie little Financial director.

E

And financial analyst Tim.

F

E

Deputy city manager.

F

uh Gina BAC president.

A

Peter eckel budget advisory committee, Vice chair I'm, sitting in place of Bill of sage tonight.

A

Anybody online.

B

Sean Lewis city manager.

A

Thank you, Sean moving forward motion to approve last month's meeting minutes.

B

A

In a second, please great approved um are all in favor, I should say: bye, bye,.

F

A

Anyone disapprove okay moving forward, um I am going to reference Bill's notes, which he was very gracious to provide and um I'll start there and please interject. um If you would like to make a comment. um First off the presentation to city council was well received. I've heard that, from more than one person, multiple members uh agreed in the budget advisory committee to having more understanding and involvement in larger initiatives such as the city center, which I think will be a big topic for us coming up.

A

Also, the reserve policy or technically I believe it's called the fund balance policy, which I'll I may ask Jackie and Jenny to comment on here shortly.

A

um We also need to formally request that city council provide recommendations for next year and Bill did mention he's happy to write a memo, but I think we would like to discuss that, and maybe we can at least take some notes today, which I'll write on the board here and get going on. That Bill's notes were this and we can open the discussion um his initials. His initial thought is for recommendations of where they would need to see the budget committee budget advisory committee involvement and what outcome they would like to see.

A

I.E City Center the fund balance policy. Etc also do we need to submit our request prior to the November election or afterwards and I don't know if that's something we need to know from you, Jenny or um I, don't know if that's relevant, okay.

C

So you know it may not hurt to wait till after afterwards. Let everybody kind of get settled in understood.

C

Because I don't know that would be my guess: yeah that makes sense. I think.

A

Okay, so maybe we just open with uh some topic ideas and then we'll wait to get the council's approval until after the November 7th election.

C

And we can, you know, start drafting our outline for that memo and.

G

A

um What are y'all's thoughts on City Center and the fund balance policy or some other items that we should take some notes on. Thank you. What are our thoughts about those topics or what yes and I'm going to title this.

A

Recommendations for next year.

G

B

um I'll just say that.

B

You were standing.

G

B

G

B

Yeah I guess I would like to hear from from what they would like to hear from us, because we can speak to anything but we're not going to speak to everything so In The Same Spirit of us asking directors. How can we advocate for you in your departments, um our ask of counsel is and what ways would you like to hear from the back more strongly than in others.

G

B

We're running the city center, we could probably have a whole meeting on that. No I agree. Yeah.

G

A

Any other I agree any other questions for Council, or do we have a direct uh ask of them foreign.

F

Well, you know, with the city center discussion I think that's probably the biggest thing on the board as far as like how broad the topic could be, but I would want to know, um and again this kind of Falls after probably November uh what what does.

F

What is the goal? um What are we wanting to achieve for the city center? uh Economically, financially, um specifically I, I uh I think there's a whole lot of things that we could throw at a dartboard and say: hey I, think this I think that, but you know um what are we trying to achieve for the city center and I think that priority is going to come from the voters through the city council.

A

Agreed from the budget committee standpoint is there anything we should be concerned with that we should be advising on I mean, isn't there a land lease for this property? That is long-term, or do we own the ground here.

C

You know what we own part of it, but we also l, r and some other yeah.

E

So I think one I got familiar with being one environmental foundation and you've.

B

I might be new to Jay.

E

Yeah and I can yeah.

B

E

The please correct me Jackie, if I get any of this wrong, but in November of 1999 and get that point, Cinderella city was no longer here, I think there was maybe an automotive place and a strip mall um in 1999. The city created this entity. It's a non-profit called the old environmental, Foundation or Eve, and.

H

It was essentially created.

E

To protect the city from environmental liability, which could have been the result of activities at the strip, mall I think there was a Chevron station at one point and then a JCPenney Automotive when when this was a mall, and so it's kind of unique was it is kind of a unique structure in that, even though it's an independent non-profit, it's run by the city, so its directors are appointed by the city council and they have to be sitting in Poland, so it's I'm currently on it, as is Jackie, and then Christina, Hunter, LR, director of parks, Rec library and golf um basically, the money that we get comes from a common area, maintenance agreement or a camp, and there are multiple parties to the camp.

E

But there are four voting members and so they're l r, which is a real estate company that owns like 24-hour fitness and like that block, basically going there. That's one of them. Walmart is the second one, although they're part of the canvas much smaller, because a lot of the space they they own themselves, but there's a part of the.

H

E

Outside their store, that is part of it and then finally, Art Walk City the apartment, building apartment, complex.

A

What what's that name when we're.

E

Done Art Walk studio so.

A

E

And and then the city and.

A

E

The city yeah right um so basically, we run through the cam there's a maintenance director, if is the maintenance director, so that means for the last 24 years. It's not the city, that's maintained everything from the fountain to the holiday lights and holiday tree to um you know, signage that you see to snow removal, ice removal, Landscaping um Council, has wanted youth to be dissolved, and so we're working on the dissolution. On this eve has resigned. The eve board has resigned as the maintenance manager.

E

We have to give 90-day notice, so that's effective on November 2nd, and today we had a meeting of the camp. So the four voting members were invited. Walmart did not come the other three were there and they voted to make the city the maintenance director at the same time count yeah. So at the same time, Council has been moving forward with a dissolution there's a pending contract between the city and geef.

E

The eve board did not execute on their side today we're meeting on next next Wednesday and hopefully will then and then there's a few other wrap-up things. We need to do um like a letter to the Secretary of State's office, a letter to the IRS and then hopefully, by this fall, we'll be disincorporated and then the city will um become the maintenance director I think almost certainly the city will contract with a third party to be the property manager.

E

We do have long-standing relationships through Eve, with some pretty large companies that do things like snow removal and Landscaping I see their their trucks all around the metro area, so in the next month or so we'll work on a plan of what that's.

I

Going to look like we're.

E

Going to present that plan to the cam to get their buying in early October and then by early November, we'll be.

E

um And hopefully, at that point there won't be any well, there won't be any liabilities right effects.

D

Yeah we yeah, we talk a book for a shield, but.

G

The corporate Shield yeah.

D

But uh but you think about it once the Eve is dissolved, the eve does not have any assets. So what are you going to look after, and also um so also the the Eve attorney is going to talk to the City attorney about this agreement.

A

And just unclear Eve's being that's what attorney used.

D

As an Inglewood environmental, Foundation, okay.

A

D

A

That is specifically.

D

Eef um I I would say that the Redevelopment there's a brown lease agreement.

A

That's what I understood.

D

A

And that's a Major Impact.

D

A

So once were the property or the maintenance, director or manager, does that change our engagement with the ground lease or the.

D

A

D

If you still exists, the E4 member have to agree about this ground lease agreement and any potential Redevelopment master plan. But once Eve dissolved, the responsibility will revert back to the city.

A

Which is a month or two away.

E

November 2nd is the official date for the maintenance.

D

Director yeah, but Eve still exists.

E

Would still exists? Okay, um we don't have a timeline on that, but hopefully it will be in the fall and.

A

That again is including Eleanor Walmart ad books at Art, Walk City and the City of pinkwood yeah.

A

G

A

This position of being the maintenance director does it give us any Leverage in terms of making decisions on City Center.

I

E

I mean it would make it it would just be that there wouldn't be another board or party to go to in terms of you know, for example, if we wanted to just do. These are all small scale things, but you know improvements in terms of landscaping. A road layout or signage I mean those wouldn't need to go through a another board anymore. The city could just do that. So it's helpful.

B

I heard two things regarding liability when you're describing if you talked about it being established to alleviate any environmental liability and then later we asked a question to Jackie about liabilities which tells me it might be Financial with respect to a balance sheet. Am I mixing up my terms or are we.

B

E

Should say, too, that the environmental liabilities have been studied? We did a last September. Actually, we did a study to basically show that there were really wasn't any remaining impact.

A

So and so I'm going to call this a low, a risk on the environmental side right and the financial side is we don't have any physical asset or financial asset? What is our liability.

D

Well, it is a balance sheet and very very low liability have assets, you have cash, you have fixed assets, they will all be, will be transferred to the city and.

A

G

A

With Eleanor Walmart.

A

These three also have a similar liability on their own term, foreign.

C

They have their own property yeah.

A

So I was at a low risk, Financial level yep, that's fair. um What what is that number financially potentially.

D

That's our discussion. We really don't see the what a financial liability for.

D

Thief will not have the the assets, it will be all owned by the City and we just added assets to our insurance, because Eve has his own insurance policy, but now just add it and the risk will be just at the same level as risks. Other cities, properties.

A

So not a serious outline yeah.

A

What's the term with the ground lease roughly.

D

Roughly it's as long as 75.

A

It's a 50-year crisis.

D

A

Was 75. 20, 75 or.

E

D

I, don't remember all the details.

D

C

But usually ground leases are long.

G

C

A

I'm in a buyout of this may not even exist, but it could.

A

So I think that's something we should get it so right. Any other thoughts on that picture.

A

Going to research, yeah, yeah, no I, think we need to quantify yeah right because this to me until we really know what our term of potentially buying or exiting this or maybe we're stuck in it until 20, 50 or.

D

Whatever, as a department presentation, we can go through the same process last year or you want to highlight few topics of your interests like we can have a Community Development to talk about.

C

The Grande.

D

Even EDTA, with their bonding 70 million capacity, so we can do the presentation, based on departments or based on topics when.

B

At some point in time we talked about meeting with or hearing from the Downtown Development Authority.

A

H

A

If we decided to key Center here.

B

The Edda is.

B

A larger geographical area right yeah, no for your whiteboard.

C

What all right, like the Medical, District, South, Broadway, yeah, City, Center,.

A

When, when are when, are we uh in terms of occupying this space? When does this expire for us? On the current term? We we own the property okay, so it's we're purely on the ground. That's all we're subject to.

A

So we should probably quantify or qualify the valuation of the property too, because we could sell our well if we were going to move right.

E

A

Just wondering I haven't looked.

E

That closely but I'm wondering if the initial assessments of that include I.

B

Think there is a real.

E

Estate evaluation of what the property is, that was done as part of the initial assessment of what the first um Master development yeah. Thank you.

E

I think the assessment actually found that this is the most valuable property in the whole Development Area.

A

It would seems to me, like it's a really valuable property which the city could continue to occupy right or could potentially be sold.

E

I mean it's a council decision as part of the vision aim for the long-term use of this entire space.

B

And if it's sold There's an opportunity, cost.

F

And far out, but go ahead just to clarify uh this article from 2021, that's discussing the EDF. It appears that we have, as of this year, 52 years left on that, like.

A

Awesome thanks. That's great.

E

That would sound great.

E

A

Years remaining: okay, okay! So we're at we'll call it 50. Okay,.

A

Any other ideas and what opportunities do we have? You know we can get in the liabilities in a different session.

A

Or detractors, but certainly real estate has value yeah. Certainly staying here has value. We have this nice facility right, so there's a cost to move, let's say, and that probably includes moving our people. It's a real estate, um maybe an opportunity. That too is do we utilize all this space.

A

Maybe the city folks.

B

Can talk to them, yeah I.

A

B

There's a shift in our culture right well,.

A

We're just going to put that up here, I'm just going to call it space utilization, unless somebody has a better term.

B

A

Real estate, okay,.

A

I'm going to say, utility, that's: okay, yeah what other opportunities Maybe by staying or leaving.

G

A

And we can leave it at that. Yeah.

A

When do we have to make this decision.

I

A

When, when does the city need to make.

D

This team means monthly to talk about the review elements. Plant um I just received the meeting minutes from last Thursday.

D

It's just changing: okay,.

A

So I've known at the moment.

A

Foreign I guess what I'm trying to get is what's driving us to have to make this decision soon.

B

A

Or is it just something that we're discussing and I know? It's been a topic for some time before we.

B

A

Give this input in a timely manner.

A

You can open item in one particular Associated deadlines.

C

Mentioned that we're happy to get the right staff in front of the BAC on community.

A

Developments: okay, I think we should take advantage of that. It's not.

A

That would be helpful, so maybe we should leave this one where it is unless anybody wants to add anything.

G

I

A

That's okay, and maybe we have some more opportunities that on both sides of those.

C

That we can identify James just indicated, he'd be interested in um having a meeting with the Redevelopment down our Edda, the Angola downtown development authorities.

A

We should do that thanks chance: okay, so stats for staff to present and then Edda Authority, okay. So what is the thing? What downtown.

D

C

Englewood Downtown Development Authority.

A

Is it worthwhile.

D

Worthwhile yeah combined.

G

A

All right, so we should do that. We should make that one of our s and maybe it's its own, meaning I'll. Let bill s to decide on that.

A

Okay, so can we move on to the next topic uh on this one? Just the fun Reserve policy, and this one I think is pretty open at the moment. Yeah um I'll, let Jackie or Jenny share, but I believe that um it's technically we've been using the term Reserve policy, but the fund balance policy, which would reference and unassigned fund balance capital projects and an emergency fund and I know. City council has talked about this before yeah.

C

Jackie mentioned they did update this last August, so we updated some language around how the unassigned fund balance could be used. Let me just read that section: real, quick and.

G

C

Can share this document with you guys.

D

But I'm not sure if mayor Pro, tem board is when, when he was referring to reserve policy, I wonder if he was referring to the unrestricted Reserve policy.

G

C

D

That's a two different things: absolutely okay,.

C

That's where we need clarify clarification from city council What, specifically.

G

C

Think we updated unassigned fund balance last August, so it's basically working time. Operational requests such as feasibility studies, pilot project programs, capital projects, annual operating deficited, extraordinary events, what we experienced in 2008 with the housing and all the financial crisis, culture and then the language around it unrestricted and that's basically a ratcheting and sliding a policy for this particular Reserve, the lowest week we have set it.

C

Off of operating Revenue right now, we're we're just calculating that at 16.7 percent for approximately two months, yeah.

G

C

In the middle okay,.

A

A

So there's there's a range sounds like we're right about in the middle and borrowing some.

B

It's always going to change based on our equivalent climate.

G

B

I feel that it Reserve policy whether restricts are unrestricted. We.

H

Should always have.

B

Our eye on it, it doesn't mean we need to change anything but I, just think as our economic climate changes and a cyclical fashion. The back should always have our own policy and make sure that it's doing what it should be.

F

And this is for sorry, the unrestricted Reserve policy.

C

Fund balance policy- well, it's this is all part of the fund. Balance preserves within the, so your fund balance is basically the difference between your assets and your life.

D

The further breakdown the.

G

D

To Reserve or on the science fund, balance.

C

D

They have some.

C

Category yep, so the unassigned is what council can then appropriate in terms of your expenditures or if you need a budget supplemental and draw from the unassigned fund balance, you.

F

Know the sign is what we're talking about here in 12 to 20. Wellness.

C

I know that this is the unrestricted Reserve. It is that range okay,.

A

But it includes that plus an extra capital projects and uh what was the other one.

C

-Time pilot projects I mean you can use yeah. You can basically use these funds, for you know one time: um expenditures.

A

Do we have a metric um of what other cities hold that total balance to be.

C

um We've yeah we've we've put together a a council presentation. We can give you that information we're looking at Littleton surrounding jurisdictions.

C

Denver so I mean it, it ranges.

C

You could have up to between about two months or one more.

D

Things that use it on the side, font balance a few other local governments have more flexibility. They don't break down. Is a one-time more recurring.

A

Can you explain that, in terms of they have more flexibility for.

D

Example, I talked to another staff. Member of another local government bless our online fund balance. We have 5 million hour on our policy, is the 5 million can only be used one-time operating request s other local governments, they can say you're on assigned fund balance can be used for recurring and one time as long as you maintain a certain threshold, understood, okay, I feel we are more.

A

We are more strict.

D

But I think that this is because we we adopted the concept of structurally balance the budget. That's in our finance policies, that's the that's! A concept created by government and finance, Officers Association.

A

Typically, in England.

G

A

D

Generally speaking,.

D

Government agencies.

A

Well, I have some homework to do there. This is something we definitely should discuss.

C

At length I think- and this is definitely a the good clarifying question to the city council in terms of because they have they have talked about this policy, so to get a little bit more clarification as to what they're looking for from the back would be helpful, so that you're not spinning your wheels.

C

Unless you have you know after after I, send you the information. You have your own direction that you want to take. That's.

A

A

John Tim anything else on this uh on the front of balance.

A

For fund Reserve, no, it's awesome.

G

A

Anyway, we could probably have two separate meetings over both of these, but okay, so.

G

Those are two major.

A

Things we need to consider for next year, uh starting post-election right. Okay,.

B

I'd like to really wrap my head around the city center.

A

Yeah, how long have we been in this location? I mean I, remember when it was Central City since.

C

A

Okay, all right, let's move on I, don't want to keep us uh longer than you need on this, but there's a lot open. There I think next on Bill's notes uh following through. Do we have any questions or changes uh to the questions we gear toward the staff, presentations and I'll read his notes and then we can discuss uh the only change. I thought I was thought of was for information regarding key initiatives such as the examples we discussed while prepping our presentation to council. There are likely some.

A

Oh, there is likely some overlap in the discussion in the council request for recommendations, including housing, City, Center, diversity, energy audit, possibly others um also discussion points from our meeting presentation, prep meeting um request for more visibility. What is what is progress or what is the progress? The investment made? Are we getting a return on our investment um I'll? Stop there and then I'll read the rest of his notes.

B

So what questions are we asking them now, an overview of their current budget and operations, right um risks and challenges they're facing how much was returned to the fund balance at.

A

B

The prior fiscal year, yeah, let's go down.

A

I've called the staff presentations is that okay, yeah, hey look at your screen.

A

I said overview yeah.

B

So a budget overview um we had, they compare the prior fiscal year budget to the current facility budget to actuals. um We.

F

Also have them in the agenda and the sessions.

B

Oh there, it is yes, thank you.

B

Yeah so I like what Bill typed about.

B

The energy audit.

B

You know and in recent meetings- and we just might want to chime in here, but we we.

G

B

Talked about metrics and what is the return on investment in any budget line? Item right.

A

Yes, I feel, like that's I kind of, was hoping that we could I thought that was going to be an easier part of our report and I think we had a great report.

A

It would be nice if we could add that to this next year's report and I think it's challenging to understand and quantify or metrics to that.

B

And it's not going to be uniform from Department to Department either.

A

A

That's a big ball.

A

And maybe that's some well anyways I I have to put some more thought to that, and so I've been thinking about it for a year and a half yeah.

B

B

Ask from each department like we actually think about what we're going to ask of Public Works utilities.

B

Each department, um in terms of metrics.

A

We kind of rambled I just know that no I think what are we asking for from each department in terms of management, so.

E

Each department has a suite of metrics and they vary depending on the size of the department, their anesthesia plan. Some of them are more built out than others, but we could easily provide you with those and the data that we have towards them, which.

A

Bac relationship.

B

Yeah, you could and should start with that part.

E

Peter I think James is a standout. Oh James go ahead.

H

Hey guys I hope, there's not too much background noise here, I'm at the Seattle airport right now between flights, but um I know we touched on this during our or in our annual report. But you know there is the issue of a possible.

H

um You know, proposal coming out of parks, recreation and golf um and I think you know we. We had the presentation this past year and I kind of thought. It was the limousine plan, so to speak, and I was kind of wondering if it's possible to hear back from them on okay, if we can't get all of this. What are you know? What are the top priorities?

H

um You know not only in terms of a possible initiative, but also in terms of us prioritizing things next year, as the back.

B

Results would answer part of that question right in terms of priorities.

A

And they do and I know we referenced those some in our report so I think that's something we need to spend some time on. We do only have 12 meetings a year.

G

A

I agree and thanks James.

A

I feel like if, if this is something we want to do, the ROI I mean there are other things, but obviously we have to tie the Strategic plan and you know we should be reviewing what these Department metrics are in the meeting before and I think that only takes five or ten minutes right yeah and if it's beyond that, then we're doing too much and I feel like the Departments present. What we want to see and hear and I think we also get pretty good feedback from them.

A

So I'd like to add that to our prospectus. When do we start our first environment meeting January, then.

G

We start this year.

A

Yeah, what do we have next month.

C

Whatever you guys are, that's one.

B

Of our agenda items tonight, let's.

A

Move through the agenda: okay, okay, so um some of these updates, maybe just periodic check-ins, with the deputy city manager and city manager and versus us, going directly back to the Departments.

B

A

Yes, he's I think what Bill's saying is: should we put push these through uh yeah, Tim and Sean, or do we specifically send through Jenny if you have the Departments present or provide some feedback during the presentation? If we have upfront questions, I guess.

A

As we see sure.

B

Oh I see so I think how I'm interpreting that is like we might meet with a particular Department next month, September, but there's always some kind of change as time goes by. So what Department the presentation we get next month? It's not going to hold true six or eight months from now, especially when we're building our annual report. So how do we follow up.

G

B

Say we meet with Parks and Rec next month? How do we follow up with them again in six or eight months to get current information.

A

Well, we have last year's- or this year's meeting notes, so we can look at those but yeah, but yeah and without putting and Bill did mention without putting on new stress yeah.

B

Yeah and that came up with the wiffy alone, I. Think of that. As a specific example like that came up in one of our meetings we talked about you know: do we want to bring that back to council and Council had made a decision on it even before our annual report? It might be misrepresenting that history, but something along those lines where we meet, but things change over time and information becomes obsolete by the time we go back to council yeah.

F

Is there a department that is a little bit more static in their operations that we can meet with next month, and we.

C

Have started with our government-based yeah departments and.

E

G

One of the interesting.

E

Thing is we Council approved the creation of the new department, the city clerk's office, starting in 2024. So one idea that always they could be one of your Stephanie, my not like that I'm suggesting this, but they could potentially be one of your first ones to kind of hear about their plans as the city's newest department and there's a lot of change. That's happened in the last year with some of the services they've added or taking offense, but it's also pretty I. Think.

I

I think they would be able.

E

To put together a pretty solid presentation relatively quickly,.

B

Okay, yeah, because, as you're sharing this, my initial reaction is well. It's a pretty small Department. However, as you go into say that they change their scope, they probably would be worthwhile or it could be a joint meeting with the city. Man.

E

Ager yeah I do as I'm thinking about the clerk and Deputy clerk are going to be out. September 25th I won't be here, so I could probably do October, though at a city manager's office I could always go first, try to not go first. If you want us to.

C

We just we had you and the city attorney's office last last year, together.

E

This is obviously the community's decision, but I mean maybe you could do us in the city attorney's office again soon in September and then the.

G

E

Could be a carve out in October.

B

E

Some other point.

B

Maybe half the clerk's office for the HR hr's presentations are usually pretty short too.

A

Starting in September yeah I mean I can't believe it.

B

So yeah City Furniture would be September.

G

B

Is a department.

B

A

So and great idea, by the way.

B

We always have lots of questions that should be its own meeting right. What's up, I was saying we always have questions lots of questions for finance, so Finance should have there.

A

A

I mean it sounds like this meeting. We need to decide on who we're going to talk with next week.

B

Yeah so I'm I'm, just going to propose in September city manager and HR October is City. Clerk and November is finance and you said City attorney right.

C

The three city managers office, City attorneys in HR and those three together in September.

C

Second, that.

E

Awesome so thank you. Thank you.

C

And then maybe.

A

All in favor, yes,.

C

Okay, that's a good idea.

B

Okay, so uit after the first city.

A

I think is this okay to get us through November and does that work with Finance for November.

B

I'm good with this, and then we change you there any thoughts about upcoming meetings.

B

Okay, I'm good with that, and then we can think.

C

About should we kind of outline the rest.

A

Sure I'm just going to put December December.

C

And then January.

C

Because remember we'll: have um they 've got your Capital review.

C

A

That may or April.

C

We don't know yeah that there will. We might have some flexibility and I would have this in April, because.

B

How quickly we but I feel like we started having those positions.

G

B

And then parks and wrap with that Bond initiative. That's.

C

A big one month.

B

Of the calendar year.

A

I feel like December is really tough, the holidays, but but yeah I think the parks and recs needs to be one of the bigger Focus points for us because of the experiment. Bond right.

B

So like sometime, the q1 I'm, just trying to think logistically like when we might want to write a memo to council for January. Okay,.

D

C

And then we can and then we can come back and just see if we'll also talk to the directors soon.

C

A

So we have a December opening, we have February, February, March and goodness I mean I. Don't have a list in front of me, but what.

C

Are the other? What would you like utilities would that be yeah? Let's do utilities.

B

And that's also what yeah.

C

You'll be worried what about Public, Works, okay, okay,.

B

March we could throw in I.T.

C

Public Safety yeah.

B

Can we do oh yeah, they should present together? Oh.

C

You know what sex city clerk, we could probably also add, maybe police in a municipal court.

C

I'm trying to think of the outcomes- let's split them out this year,.

B

Unfortunately,.

E

Needs to head out but I'll take the rest of the meeting for.

B

I

C

I'm just I'm just thinking time wise I mean those will be two relatively smaller departments.

B

Static, all right so we'll put City attorney here or.

C

A municipal court there is support. Excuse me yeah.

B

Yeah all things legal.

C

Okay, now I'm trying to think where, where can we fit in police? Could you write please I.

A

Feel like we always kind of do them a little later, but.

C

Yeah you're going to need that. uh Yes, right, yeah, possibly and.

A

Maybe we put them with it.

C

And then we also have to think about our year-end review of of the.

A

That was the last agenda item um because.

C

That's gonna, that's gonna happen around April.

D

Color review the audit of financial Council in June year early. Then we can then we can review. Please do in June, yeah, okay! Well, that's good! Okay!.

A

D

The sales use tax.

A

B

Spending I think we're gonna have to have a bonus meeting next year and that's I mean that's.

A

Okay with me, we're gonna have to put this summer up here, and maybe we have a discussion post here as.

C

Well, that's a good idea, yeah this.

A

Is November yeah? We have all the experts in the house on the same day.

A

I mean I I'm, okay with through the June bookings, but we can have some flexibility, perhaps I'd.

B

Like to see Public Safety have their own meeting and move I.T somewhere else. Okay,.

G

B

I don't know where that would be, and that might be too soon. I'm, just gonna have to be after January.

C

um Oh, we have Parks and Rec on January February is public.

A

G

A

B

A

D

A

That I wanted no.

C

A

Keep parks and recs here, I, just Parks and Rec I, just know that this is going to be quite a topic.

B

A

Not that I.T is it because that's they're all important to us great.

H

B

um I think about the discussion period, I.

G

Understand right, like a lot of.

B

These utilities is presentation, heavy public works as presentation heavy, and that is depending on the department. It generates a lot of discussion on our side, we're.

C

Missing community development- oh yeah, so that could possibly be in September and.

B

Community Development.

C

Community, oh yes,.

B

C

B

Say uh Communications to build Parks and Rec sorry I.T.

B

A

That one's getting bumped again.

B

I think so, um maybe with Public Works February and the reason I say that is because oftentimes the roles and responsibilities of parks and rec overlaps with Communications when they think of events and they're, also more outwardly facing with the community.

A

G

Do have Capital.

A

Review we could sneak something in here: yeah.

C

Yeah I think one of those meetings yeah. We could have Community Development Edda, correct.

B

So how HR still has their own meeting up here and that's usually, although.

C

They're going to be with the three they're going to be city managers.

B

A

I'm, sorry, my notes are pretty wild. Are you should have gone to medical school? Well, I started I started on that direction. Changed my mind.

A

C

Having more fun now, and we could even swap depending on how soon you want that Edda unit.

A

C

You want to have that sooner. Okay, I, don't know, I, don't know what your timeline is.

A

Well and then you did in October, because Edda is going to be a part of our topic on the city center right so but I think Community Development is.

B

It I think they should stay together. I think they need their own.

G

B

Pair needs their own meeting.

B

I think we're gonna have to have a bonus meeting. I think these Capital reviews should be bonus. Meetings well, okay,.

A

So so so may we double up here and.

B

C

April one of the two yeah.

F

But what we decide today isn't written in stone.

C

All right and we have to go back to the Departments, to see if yeah.

A

Well, this gives us a guide.

F

If we have a plan, we can change.

G

B

I was just going to say: I think this is good to get us started at least into 2024.

A

And I think with this, we really need to.

C

What if we swap us with Public Works, then they're in the public safety? The only reason why I say that is because you're wanting feedback on the reserve policy, okay and then we can. We can provide that feedback.

A

Okay, so Finance in March.

C

Yeah, what do you guys think is that too soon before the audit in June I, don't I, don't think so I think that'll be good timing.

F

Mark's a good month so just because there's less happening as far as holidays and things managing.

C

Can you talk about the audit? We can talk about the reserve policy or whatever that direction is that we get from well the uh no. The audit will still have to do in June, but at least we can lay the groundwork in terms of what we're going to be looking for in terms of output from this committee great, we.

F

Should have uh should have probably put up a spreadsheet.

A

To spend my most of my days.

G

C

If you got a whiteboard Peter, will you mind sharing.

G

C

A

Of this yes, I will I will absolutely I hope. It's magical, I'm, happy to tell you uh what what it's supposed to say. It is anything else on the general. What do you guys.

C

Think does that.

B

Work um I'm going to take one more look at it and.

D

What do you think we're planning to go through this I? Don't know if James can see this? Oh all.

B

Right James all.

A

Right: okay, yeah go ahead! All.

B

Right so in September we have the city manager's office, City, attorney and HR, presenting in October. It would be the city clerk and Municipal Court November is Public Safety, Sunburst utilities and South Platte renew. So all things Peter Van, Rye um January is Parks and Rec and Communications February public works with I.T March Finance. So we can talk about the sales and use tax audit and prepare for the audit.

C

Reserve policy or whatever Direction you're, getting okay worth fun, balance.

B

April Community Development with the Edda those should be paired together. That's good! That's April, month.

D

B

And then May all things capital projects with probably a bonus meeting in there and then June audit.

C

The July will be in your report, time yeah.

C

How does that sound.

H

I'm not kidding my heads are bad enough.

A

So, okay, thank you.

A

Okay, that's great! I love! It.

B

There you go um thanks, not much better, not much neater.

A

G

A

A

His last notes were discussed plan timing of the review of the sales tax increases from last year's election. We have that on here. um What one thing I should ask is: um well, the audit will be completed again and what.

C

What um we should be completed by May and then I think we present to Council in June.

A

All right so I think that works with our schedule: okay and um what information will be provided to us and what does council and staff and us, as the committee want, as an outcome from the salesman use tax. So and maybe we pause that for right now, I, don't think my brain.

C

Knows how to answer that.

A

C

Think we'll we'll need to come back in that March meeting with some sort of outline. Some sort of idea.

C

Have you all review and that say whether or not you agree here I would like it changed.

A

Sut is what we use.

B

It sales use text.

A

Yeah, that's right. One of my favorites.

A

Any thing else that we need to talk about today.

B

I think we're good I feel good.

A

Those online any comments or concerns.

A

Okay, um Member's Choice, oh Members, Choice, so.

A

So we have a note: okay,.

C

James says he's good: oh.

A

Yeah awesome thanks: James Members Choice.

B

I, don't think I have anything, I missed the block party, so I can't really say.

A

The block party was awesome, you missed it. Yes, I took a guess at how many people were there, but I hear that we'll have accounts in an estimated account. I, don't know. uh I think Tim mentioned that they were using some new technology to estimate that number, but.

I

I thought yeah, it's called Place. Actually it makes sense, you're doing Communications and parts together. You can ask them about it when they, but it's pretty cool.

A

We'll look forward to it. Yeah.

I

A

Thought it was an awesome party, I invited my friends down from Capitol Hill and.

G

A

They approved oh well, what a joke and they showed up. 30 minutes early I, said you're. Here too early.

A

They stayed for a few hours, we'll just say that yeah yeah it was.

B

Fun I had a blast. Yeah sorry I missed it. You.

G

A

Okay, well I think um we can close the budget advisory committee meeting for August the 29th and 23.

B

Great awesome thanks thanks. Everyone.