AGENDA #6
February 25, 2004
Offices of the Mayor and Town Council
Initial Budget Presentation to the Mayor and Town Council
2004-2005
I. Mission Statement
The primary mission of the Mayor and Town Council, as the governing body of the Town, is to adopt and provide for the execution of such ordinances, rules, and regulations as may be necessary or appropriate to protect health, life or property, or to preserve or promote the comfort, convenience, security, good order, better government, or the general welfare of the Town or its citizens.
II. Brief Services Description
The Mayor and Town Council make policy decisions regarding Town services and other governmental responsibilities of the Town. Most policy decisions occur through adoption of the annual budget, capital improvements program and other ordinances and resolutions.
III. Departmental Revenue Estimates
The Offices of the Mayor and Town Council do not generate revenue.
IV. Departmental Base Budget Cost Estimates
Mayor’s Office
|
CATEGORY |
2003-2004 Original Budget |
Requested 2004-2005 Budget |
|
Personnel |
74,816 |
78,160 |
|
Operations |
14,273 |
14,557 |
|
Capital Equipment |
-- |
-- |
|
TOTAL |
89,089 |
92,717 |
Key Budget Issues
· There are no significant changes in the budget request for the Mayor’s Office, although a 7% rate increase expected for telephones is reflected in the Operations budget.
Town Council
|
CATEGORY |
2003-2004 Original Budget |
Requested 2004-2005 Budget |
|
Personnel |
126,982 |
107,185 |
|
Operations |
90,673 |
94,736 |
|
Capital Equipment |
-- |
-- |
|
TOTAL |
217,655 |
201,921 |
Key Budget Issues
· The Town Council’s budget reflects an overall decrease of 7.23%, primarily due to the reduction in funds budgeted for health insurance for all Council members.
V. Proposed Additions or Reductions
· No further additions or reductions are proposed for the Mayor and Town Council.
February 25, 2004
Town Manager’s Office
Initial Budget Presentation to the Mayor and Town Council
2004-2005
I. Mission Statement
The primary mission of the Town Manager’s Office is to assure that the laws of the State and the ordinances, resolutions, and regulations of the Council are faithfully executed.
II. Brief Services Description
· Attend all meetings of the Town Council and recommend for adoption such measures as shall be deemed expedient.
· Make reports to the Council from time to time upon the affairs of the Town, and keep the Council fully advised of the Town’s financial condition and its future financial needs.
· Recommend a budget and capital improvements program in accordance with the schedule adopted by the Town Council.
· Provide comprehensive and clear staff reports on all items placed on the Council’s agenda.
· Provide, as administrative head of Town government, for the supervision of all work of department heads, officers and employees of the Town.
III. Department Revenue Estimates
The Manager’s Office does not directly generate revenue.
IV. Departmental Base Budget Cost Estimates
|
CATEGORY |
2003-2004 Original Budget |
Requested 2004-2005 Budget |
|
Personnel |
567,416 |
589,258 |
|
Operations |
89,063 |
89,156 |
|
Capital Equipment |
-- |
-- |
|
TOTAL |
656,509 |
678,414 |
Key Budget Issues
· The Manager’s proposed operating budget reflects an increase of just .1%. Although a small increase is reflected for advertising and professional dues to cover projected rate increases, we note that funds budgeted in the current year for maintenance and repair of equipment in the Council Chamber has been transferred to the Town Clerk’s Budget.
V. Programs Going Well
· Coordination of Town emergency response services.
· Staff support for Town Council committees.
· Response to service and information requests of citizens and the Town Council.
· General management of daily operations of the Town.
VI. Programs That Could Be Improved
· Town information services. We expect to fill the Town Information Officer position by April.
VII. Proposed Additions or Reductions
· We propose to add funds for a temporary part-time Administrative Clerk to assist with special projects and provide additional staffing in the Manager’s Office. This position would primarily assist the Deputy Town Manager and the Assistant Town Manager with clerical tasks associated with particular projects or programs.
· No other additions are recommended in the Manager’s budget.
February 25, 2004
Office of the Town Clerk
Initial Budget Presentation to the Mayor and Town Council
2004-2005
I. Mission Statement
The primary mission of the Town Clerk’s Office is to maintain the official archive of the Town Council and its actions, and to assist in the open and full sharing of information regarding issues before the Town Council with the Council, Town staff, citizens, or other governmental jurisdictions who may be interested in or affected by a proposed action or decision.
II. Brief Services Description
· Produce and distribute Town Council agenda materials to the Mayor, Town Council and staff, as well as to the media and interested citizens.
· Attend all meetings of the Town Council, prepare and archive minutes of Town Council meetings.
· Maintain the Town Code of Ordinances.
· Oversee advisory board appointments, including recruitment, determination of eligibility of applicants, and term expirations.
· Oversee support staff for the Town’s four administrative divisions.
· Oversee the Town’s central archives of vital and important Town records.
· Monitor Town services, activities, and programs of the Town to assure compliance with the Americans with Disabilities Act.
III. Departmental Revenue Estimates
The Clerk’s Office does not directly generate revenue.
IV. Departmental Base Budget Cost Estimates
|
CATEGORY |
2003-2004 Original Budget |
Requested 2004-2005 Budget |
|
Personnel |
221,155 |
242,607 |
|
Operations |
112,381 |
97,396 |
|
Capital Equipment |
-- |
-- |
|
TOTAL |
333,536 |
340,003 |
Key Budget Issues
· A reduction of 13.3% is reflected in the Town Clerk’s operating budget, due primarily to the reduction in the Professional Services line item to remove funds budgeted for the 2003 election. Election expenses will be included in the budget request for 2005-2006 for the election in November 2005.
· An increase of 60% is shown in the Maintenance and Repair line item, due to the transfer from the Manager’s budget of funds to provide maintenance and repair to Council Chamber equipment, and for increases in maintenance agreements for office equipment.
V. Programs Going Well
· The preparation of Council minutes.
· The Town Code of Ordinances continues to be updated and published on schedule. Code revisions are included in the Code within two days of adoption.
· Council agenda packets prepared and delivered as scheduled.
· Agenda materials are posted on the Town’s website no later than noon on Friday after a Wednesday packet; many times by late Thursday afternoon.
VI. Programs That Could Be Improved
· Response to requests for archive materials and other records located in the Clerk’s Office. Because of limited staff time available, we occasionally are not able to fill requests the same day they are received.
· Expand the use of the Town’s website to better inform citizens of services and opportunities.
VII. Proposed Additions or Reductions
· We propose to add funds for a part-time Administrative Clerk, using a high school vocational student for 10 hours per week to assist in continual updating of the Town archives, Minutes indexing, activities associated with creating electronic records, and other related activities.
· No other additions are recommended in the Town Clerk’s budget.