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Hastings Citv Council Communication Hastings Citv Council Communication Date: February 23, 2018 To: Honorable Mayor Dave Tossava, Members of the Hastings City Council, City Attorney and Administrative Staff From: Jeff Mansfield, City Manager Subject: Information - February 26, 2018 Regular Meeting of the Hastings City Council Items on the agenda for Monday night's regular meeting of the City Council include: Formal Presentations and Requests Stephanie Lehman, interim Director for Barry County Central Dispatch, will be in attendance on Monday night to meet the City Council. The Hastings Rotary and Kiwanis Clubs have submitted a proposal to operate the concession stand at the Thornapple Plaza again this year. The service clubs have also requested permission to sell beer and wine at the Plaza on 24 event dates this year (the Clubs can each obtain 12 one day licenses). Representatives from the service clubs will be on hand Monday night to explain their proposals I requests and answer any questions you may have. Our staff has no questions or concerns related to these requests. The Hastings Rotary Club has requested permission to hold their Whiffle Ball Tournament in Fish Hatchery Park again this year. Our staff has no questions or concerns related to this event. A draft resolution providing the necessary stays of the ordinance is enclosed. The Council would also need to grant permission allowing fund raising activities in the Park. 1 Flex-fab has requested permission to hold their 5K Run I Walk again this year. Our staff has no questions or concerns related to this event. We have typically provided limited traffic control for the event with our on-duty officer(s). The American Cancer Society has asked for permission to hold their Relay for Life event in Tyden Park once again this year. Our staff has no questions or concerns related to this request. A draft resolution providing the necessary stays of the code has been prepared for Council's consideration. Recommendations from Other Boards The Cable Access Committee has requested approval for the purchase of a camera and related equipment. Please note that the Council would also need to approve the related budget amendment to accommodate the purchase (see Agenda Item 12). Resolutions Jerry has prepared a draft resolution reflecting a number of proposed budget amendments to accommodate changes in expenditures stemming from operational considerations during the fiscal year to date. Jerry has also prepared a memorandum explaining the proposed amendments to the budget, as well as explaining the projected year end fund balances following these requested amendments. We (staff) have had a number of lengthy conversations regarding the best format for presentation of these budget amendment requests and the supporting documentation to the City Council in light of the evolving requirements related to financial accountability. We expect to improve our presentation in the months ahead. It is pretty obvious that the various agencies (GASB, Treasury, auditors, etc.) want municipal budgets to be a living , evolving documents reflecting changes in the availability, allocation and use of the City's resources throughout the course of the year. As you heard in their presentation this year, our auditors want to see the budget amended to reflect §.!1 material changes in the City's financial condition, including greater revenues than anticipated, reduced expenditures in all funds (in addition to increased expenditures which have typically prompted budget amendments), and fund accountability at what previously would have been considered the sub-fund level. While these changes are great for transparency and accountability, they do make for a lot more budget amendments throughout the course of the fiscal year. But they also prompt lots of opportunities for the staff and the City Council to review and discuss where the City stands financially (which is clearly the intent). With the above comments in mind, I would ask that you please note Jerry's comments that the projected impact on the various fund balances resulting from the proposed budget amendments are pretty "one-sided" at this time. These budget requests are to allow for expenditures that were not anticipated when the budget was originally developed, so they have an adverse impact on the fund balances (i.e. decrease in the fund balance). However there are also areas in the 2 budget (in fact most areas by far) where we underspend budgeted line accounts. These have a positive impact on the fund balance, offsetting the increased expenditures prompting the budget requests. We will focus on reporting these changes in the coming weeks. Bids, Contracts, Agreements and Sales Lee Hays has prepared a recommendation for the purchase of several pumps at the Wastewater Treatment Plant. These pumps are included in the Capital Improvement Plan in the current budget. City Manager's Report Chief Pratt, Jerry Czarnecki and Dan King will provide their Department's reports on Monday night. We would ask that the City Council consider approving (in concept) the demolition of the former Moose building. See the attached memo for more information. If the Council approves this work (again, in concept) we will "flesh out" a plan for interim treatment and use of the site, and then develop a budget (including revenue sources for the work). As you will note in the memo, the DDA has agreed in concept to fund the demolition of the structure, but they too would like a plan for the interim use of the site as well as a comprehensive budget for the work. Just a quick update regarding the Hastings Dog Park. We have now compiled the responses we received over the past month or so from those who donated funds or materials to the Dog Park indicating their wishes with respect to the future use of those funds and materials. We will be meeting with a representative for the current Board of the Hastings Dog Park Companions this coming week to discuss these responses and how we can jointly honor and comply with the wishes of the donors with respect to the future use of these assets. See you Monday night! 3 City of Hastings COUNTY OF BARRY, STATE OF MICHIGAN City Council Agenda February 26, 2018 1. Regular meeting called to order at 7:00 PM. 2. Roll call. 3. Pledge to the flag. * 4. Approval of the agenda. * 5. Approval of the regular and closed session minutes of the February 12, 2018. 6. Open public discussion regarding matters not on the agenda. 7. Proclamations: (None) . ...; 8 . Public Hearings: (None). ...; 9. Formal presentations and requests: A. Presentation by Stephanie Lehman, Interim Director Barry County Central Dispatch. * B. Consider concession proposal from Hastings Rotary and Hastings Kiwanis Clubs for the Thornapple Plaza 2018 season. * c. Consider request from Hastings Rotary and Hastings Kiwanis Clubs to sell beer and wine, up to 24 dates, during the Thornapple Plaza 2018 season. * D. Consider request from Hastings Rotary Club to hold their Whiffle Ball Fundraising Tournament on Saturday, June 2, 2018 at Fish Hatchery Park and stay the necessary ordinances. Consider Resolution 2018-05 to stay the necessary ordinances for the Rotary Club's use of Fish Hatchery Park for their Whiffle Ball Tournament on Saturday, June 2, 2018, with set up on Thursday, May 31, 2018. * E. Consider request from Flexfab to hold their 10th Annual SK Run/Walk to be held June 23, 2018 at 9:00 AM. * F. Consider request from Jon Hook to hold the American Cancer Society Relay for Life on Saturday August 4, 2018 from 11:00 AM to 11:00 PM in Tyden Park, with set up on Friday, August 3, 2018. Consider Resolution 2018-03 to stay necessary ordinances for the American Council Agenda February 26, 2018 Page 1 of 3 Cancer Society's use of Tyden Park for the Relay for Life on August 3 and 4, 2018. 10. Recommendations from other Boards: * A. Consider request from the Cable Access Committee for equipment purchase. * B. City's Master Plan Update - Work Plan. ..; 11. Ordinances: (None). ..; 12. Resolutions: * A. Consider Budget Resolution 2018-04 (Amendment #7) for Fiscal Year 2017/2018. v 13 . Appointments: (None). ..; 14. Bids, Contracts, Agreements, and Sales: * A. Consider award of purchase of 1 Model C pump to Dubois Cooper in the amount of $28,364, and award purchase of 1 Lobe Pro pump to Hydro Dynamics in the amount of $20,868; to replace two pumps within the wastewater plant as recommended by Director of Public Services Hays. 15. City Manager's report: * A. Police Chief Pratt monthly report. * B. Clerk/Treasurer Czarnecki monthly report. * c. Community Development Director King monthly report. * D. Moose Building Interim Plan. 16. Consent items without individual discussion: * A. Invoices: A-1 Asphalt $8,715.50 (Street Patching). * B. Draft Minutes Barry County Board of Commissioners February 13, 2018. * c. Save the Dates- 2018 Mayor Exchange with the City of Frankenmuth. * D. Green Gables Haven January 2018 Statistics * E. Draft Minutes Barry County Board of Commissioners Committee of the Whole. * F. Event Calendars February/March 2018. * G. Draft Minutes Local Development Finance Authority (LDFA) February 22, 2018. * H. Draft Minutes Downtown Development Authority (DDA) February 19, 2018. 17. City Attorney's Report: 18. Legislative Director's Report: 19. Open Public Discussion from the Floor: 20. Mayor and Council comment: Council Agenda February 26, 2018 Page 2 of 3 21. Adjourn. * Items with enclosures . ..; Motion under agenda heading requires roll call vote. Guidelines for Public Comment Public Comments is welcomed and appreciated. Please follow these simple guidelines to ensure all have an opportunity to be heard. All comments and questions will be made through the chair. All comments will be made in a courteous and civil manner; profanity and personal attacks will not be tolerated.
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