CITY COUNCIL BUDGET RETREAT
THURSDAY, APRIL 27, 2023
AQUAPLEX
1702 NORTH FOURTH ST
8:30 A.M.
THURSDAY, APRIL 27, 2023
AQUAPLEX
1702 NORTH FOURTH ST
8:30 A.M.
MINUTES
1.
Call to Order
Mayor Daggett called the Budget Retreat of the Flagstaff City Council held April 27, 2023, to order at 8:32 a.m.
Mayor Daggett called the Budget Retreat of the Flagstaff City Council held April 27, 2023, to order at 8:32 a.m.
NOTICE OF OPTION TO RECESS INTO EXECUTIVE SESSION
Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the City Council and to the general public that, at this work session, the City Council may vote to go into executive session, which will not be open to the public, for legal advice and discussion with the City’s attorneys for legal advice on any item listed on the following agenda, pursuant to A.R.S. §38-431.03(A)(3).
2.
Roll Call
| NOTE: One or more Councilmembers may be in attendance telephonically or by other technological means. |
| PRESENT: MAYOR DAGGETT VICE MAYOR ASLAN (arrived at 8:35 a.m.) COUNCILMEMBER HARRIS (arrived at 8:44 a.m.) COUNCILMEMBER HOUSE (arrived at 8:35 a.m.) COUNCILMEMBER MATTHEWS COUNCILMEMBER MCCARTHY COUNCILMEMBER SWEET |
ABSENT: |
Others present: City Manager Greg Clifton; City Attorney Sterling Solomon.
3.
Pledge of Allegiance, Mission Statement, and Land Acknowledgement
The Council and audience recited the pledge of allegiance, Councilmember Matthews read the Mission Statement of the City of Flagstaff, and Councilmember McCarthy read the Land Acknowledgement.
The Council and audience recited the pledge of allegiance, Councilmember Matthews read the Mission Statement of the City of Flagstaff, and Councilmember McCarthy read the Land Acknowledgement.
MISSION STATEMENT
The mission of the City of Flagstaff is to protect and enhance the quality of life for all.
LAND ACKNOWLEDGEMENT
The Flagstaff City Council humbly acknowledges the ancestral homelands of this area’s Indigenous nations and original stewards. These lands, still inhabited by Native descendants, border mountains sacred to Indigenous peoples. We honor them, their legacies, their traditions, and their continued contributions. We celebrate their past, present, and future generations who will forever know this place as home.
4.
City Council FY 2023-24 Budget Retreat
Mr. Clifton offered some opening remarks and introduced Katie Wittekind who facilitated the retreat.
A PowerPoint presentation was presented that covered the following:
BUDGET RETREAT APRIL 27TH AND 28TH, 2023
WELCOME AND OVERVIEW
Assistant Finance Director Heidi Derryberry continued the presentation.
RETREAT PROTOCOL
AGENDA – DAY 1
AGENDA – DAY 2
BUDGET TIMELINE AND APPROACH
BUDGET TIMELINE
BUDGET APPROACH
COLOR OF MONEY
Management Services Director Rick Tadder continued the presentation.
REVENUE UPDATE
REVENUE UPDATE – GENERAL FUND
Human Resources and Risk Management Director Randy Tracy continued the presentation.
INVESTING IN EMPLOYEES
STAFFING INCREASES
RECLASSIFICATIONS
STAFFING HISTORY (FULL-TIME EQUIVALENTS)
FY 2023-2024 PROPOSED BUDGET BY CATEGORY
GENERAL FUND EXPENDITURE BUDGET
RETENTION TRENDS – TURNOVER COMPARISON
RETENTION TRENDS – EXIT INTERVIEW SUMMARY
ATTRACTION TRENDS
Council discussed the following:
RECRUITMENT EFFORTS
Mr. Tracy continued the presentation.
BUDGET APPROACH
Council and staff discussed the transition to Pay for Performance.
COMPENSATION AND BENEFITS
BENEFIT RECOMMENDATIONS
COMPENSATION RECOMMENDATIONS
TOTAL EMPLOYEE INVESTMENT
A break was held from 10:18 a.m. through 10:37 a.m.
EAC Co-Chair Jared Wotasik continued the presentation.
EMPLOYEE ADVISORY COMMITTEE
INPUT ON COMPENSATION/BENEFITS
IMPACT OF INFLATION, MARKET TRENDS, AND MINIMUM WAGE
PAY FOR PERFORMANCE
BENEFITS
Finance Director Brandi Suda continued the presentation.
NEW BUDGET APPROPRIATIONS
SUMMARY – TOTAL BUDGET REQUESTS
EMPLOYEE INVESTMENTS – GENERAL FUND
INFRASTRUCTURE – GENERAL FUND
SUMMARY – GENERAL FUND
TOTAL BUDGET REQUESTS – ALL FUNDS
OPERATING REQUESTS BY QUARTILE
RECOMMENDATIONS BY QUARTILE
REQUESTS AND RECOMMENDATIONS
Fire Chief Mark Gaillard and Water Services Director Shannon Jones continued the presentation.
QUARTILE 1 – MOST ALIGNED
Sustainability Director Nicole Antonopoulos and Police Chief Dan Musselman continued the presentation.
QUARTILE 2 – MORE ALIGNED
A break was held from 11:28 a.m. through 12:02 p.m.
Public Works Director Scott Overton continued the presentation.
QUARTILE 3 – LESS ALIGNED
Council and staff discussed security measures for city facilities.
Mr. Tracy continued the presentation.
QUARTILE 4 – LEAST ALIGNED
Mr. Tadder continued the presentation.
SERVICE PARTNER CONTRACTS
There was discussion about the agreement with High Country Humane and Council gave direction to extend the contract.
There was discussion about Flagstaff Shelter Services and Council gave direction to enter into a long-term contract with them.
Ms. Antonopoulos continued the presentation.
CARBON NEUTRALITY PLAN
Capital Improvement and Engineering Director Paul Mood continued the presentation.
CAPITAL IMPROVEMENT PROGRAM
Mr. Clifton continued the presentation.
CAPITAL RETREAT FOLLOW-UP
Senior Deputy City Manager Shannon Anderson continued the presentation.
KEY COMMUNITY PRIORITIES
KEY COMMUNITY PRIORITIES – FY 2022-2023 BASE BUDGET
The Leadership Team collectively presented on the Key Community Priorities.
HIGH PERFORMING GOVERNANCE
SAFE AND HEALTHY COMMUNITY
INCLUSIVE AND ENGAGED COMMUNITY
SUSTAINABLE, INNOVATIVE INFRASTRUCTURE
DAY 1 WRAP UP
Ms. Wittekind and Mr. Clifton provided some closing comments and words of appreciation to all those involved in preparing for and presenting at the retreat.
Councilmember Harris asked for more information on the community priorities and objectives. She stated that it would be good to share that information with the community. Management Analyst Chris Rhode stated that the community priorities were developed at the height of the pandemic and there was not an opportunity to go out and do public outreach. Council will be revisiting the priorities and objectives later in the year and that will include a significant public outreach effort. More information will be presented later in the retreat about that process.
Council expressed their gratitude to staff for their work and time put into preparing the information and putting it into a format that is understandable.
A PowerPoint presentation was presented that covered the following:
BUDGET RETREAT APRIL 27TH AND 28TH, 2023
WELCOME AND OVERVIEW
Assistant Finance Director Heidi Derryberry continued the presentation.
RETREAT PROTOCOL
AGENDA – DAY 1
AGENDA – DAY 2
BUDGET TIMELINE AND APPROACH
BUDGET TIMELINE
BUDGET APPROACH
COLOR OF MONEY
Management Services Director Rick Tadder continued the presentation.
REVENUE UPDATE
REVENUE UPDATE – GENERAL FUND
Human Resources and Risk Management Director Randy Tracy continued the presentation.
INVESTING IN EMPLOYEES
STAFFING INCREASES
RECLASSIFICATIONS
STAFFING HISTORY (FULL-TIME EQUIVALENTS)
FY 2023-2024 PROPOSED BUDGET BY CATEGORY
GENERAL FUND EXPENDITURE BUDGET
RETENTION TRENDS – TURNOVER COMPARISON
RETENTION TRENDS – EXIT INTERVIEW SUMMARY
ATTRACTION TRENDS
Council discussed the following:
- Investment in advancement and training opportunities.
- Creating a positive work environment.
- Lack of staffing and increased workloads.
- Diversity and inclusion within the organization.
- Implementation of stay interviews in addition to exit interviews.
- Partnering with other organizations to help with the trailing spouse issue.
- The impact of Council on staff and organizational culture.
- The landscape of declined offers.
RECRUITMENT EFFORTS
Mr. Tracy continued the presentation.
BUDGET APPROACH
Council and staff discussed the transition to Pay for Performance.
COMPENSATION AND BENEFITS
BENEFIT RECOMMENDATIONS
COMPENSATION RECOMMENDATIONS
TOTAL EMPLOYEE INVESTMENT
A break was held from 10:18 a.m. through 10:37 a.m.
EAC Co-Chair Jared Wotasik continued the presentation.
EMPLOYEE ADVISORY COMMITTEE
INPUT ON COMPENSATION/BENEFITS
IMPACT OF INFLATION, MARKET TRENDS, AND MINIMUM WAGE
PAY FOR PERFORMANCE
BENEFITS
Finance Director Brandi Suda continued the presentation.
NEW BUDGET APPROPRIATIONS
SUMMARY – TOTAL BUDGET REQUESTS
EMPLOYEE INVESTMENTS – GENERAL FUND
INFRASTRUCTURE – GENERAL FUND
SUMMARY – GENERAL FUND
TOTAL BUDGET REQUESTS – ALL FUNDS
OPERATING REQUESTS BY QUARTILE
RECOMMENDATIONS BY QUARTILE
REQUESTS AND RECOMMENDATIONS
Fire Chief Mark Gaillard and Water Services Director Shannon Jones continued the presentation.
QUARTILE 1 – MOST ALIGNED
Sustainability Director Nicole Antonopoulos and Police Chief Dan Musselman continued the presentation.
QUARTILE 2 – MORE ALIGNED
A break was held from 11:28 a.m. through 12:02 p.m.
Public Works Director Scott Overton continued the presentation.
QUARTILE 3 – LESS ALIGNED
Council and staff discussed security measures for city facilities.
Mr. Tracy continued the presentation.
QUARTILE 4 – LEAST ALIGNED
Mr. Tadder continued the presentation.
SERVICE PARTNER CONTRACTS
There was discussion about the agreement with High Country Humane and Council gave direction to extend the contract.
There was discussion about Flagstaff Shelter Services and Council gave direction to enter into a long-term contract with them.
Ms. Antonopoulos continued the presentation.
CARBON NEUTRALITY PLAN
Capital Improvement and Engineering Director Paul Mood continued the presentation.
CAPITAL IMPROVEMENT PROGRAM
Mr. Clifton continued the presentation.
CAPITAL RETREAT FOLLOW-UP
Senior Deputy City Manager Shannon Anderson continued the presentation.
KEY COMMUNITY PRIORITIES
KEY COMMUNITY PRIORITIES – FY 2022-2023 BASE BUDGET
The Leadership Team collectively presented on the Key Community Priorities.
HIGH PERFORMING GOVERNANCE
SAFE AND HEALTHY COMMUNITY
INCLUSIVE AND ENGAGED COMMUNITY
SUSTAINABLE, INNOVATIVE INFRASTRUCTURE
DAY 1 WRAP UP
Ms. Wittekind and Mr. Clifton provided some closing comments and words of appreciation to all those involved in preparing for and presenting at the retreat.
Councilmember Harris asked for more information on the community priorities and objectives. She stated that it would be good to share that information with the community. Management Analyst Chris Rhode stated that the community priorities were developed at the height of the pandemic and there was not an opportunity to go out and do public outreach. Council will be revisiting the priorities and objectives later in the year and that will include a significant public outreach effort. More information will be presented later in the retreat about that process.
Council expressed their gratitude to staff for their work and time put into preparing the information and putting it into a format that is understandable.
5.
Public Comment
None
None
6.
Adjournment
Day 1 of the Budget Retreat of the Flagstaff City Council held April 27, 2023, adjourned at 2:0 p.m.
Day 1 of the Budget Retreat of the Flagstaff City Council held April 27, 2023, adjourned at 2:0 p.m.
___________________________________ MAYOR |
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| ATTEST: |
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| _________________________________ CITY CLERK |