Subcommittee Meeting of September 2, 2009 Synopsis

The subcommittee reviewed two items during it meeting of September 2, 2009. The first item was the impact of the 2011 budget cuts of $445,000 to the maintenance program for the Capitol and the Capitol facilities. Bruce Whittington of DFCM explained that within the budget are certain fixed costs that must be paid. These fixed costs include water, power, elevator maintenance and other critical elements. Bruce explained that after those are deducted there are not enough funds to provide the basic maintenance service. That the preventative maintenance would be sacrificed and that over very short time failures would occur that would cost more to repair than had been saved due to the budget cuts. The executive director presented three options for the subcommittee to discuss:
1. Request full funding of the maintenance program to $3,600,000 which is were the rate committee feels the services should be.
2. Request the same funding as this past year (FY 2010) as ongoing funding, then in FY2012 budget year request the additional funds to get back up to $3,600,000.
3. Use one-time-money from the saving generated by the Capitol Restoration. Funds available may be as much as $460,000. This will get the Maintenance program through the soft money year and then address the ongoing issues in FY2012 budget.
The subcommittee felt it was better to provide the saving to the general fund and let Executive Appropriations determine the use and then ask for ongoing funding to the FY2010 level to keep the program stable. The executive director will build the budget around that recommendation.

The subcommittee also reviewed the fees the board charges for the use of the Rotunda and other facilities on Capitol Hill. The executive director put forth two proposals:
1. Proposal one was a slight modification and clean up of the fees that the legislature approved in FY2010 budget. This proposal also included a modification of fees during the legislative session. The proposal was to continue to charge a fee but one that would be greatly reduced.
2. Proposal two was a major shift away from the previous proposal in that it recognized the use of the rotunda and the frustration that has developed around the rental rates for both the rotunda and other spaces on Capitol Hill. The proposal provides the majority of spaces other than the rotunda for no charge. It also suggests that during the legislature all spaces as a public service be provided at not charge. However there are time limitations to the use of the spaces.
The subcommittee felt that the second proposal was the better over all direction and suggested some minor modifications that improved the proposal. They recognized that in order to achieve this new direction that an reduction in dedicated credits of $60,000 will need to be made and an increase in the General Fund of $60,000 will be required. One can not exist without the other.
The executive director will prepare the proposal for the full board meeting that will occur towards the end of the month. The executive director will also need to have this item presented on the executive appropriations committee agenda so that it can be in effect come January.

Subcommittee Meeting Wednesday, September 2, 2009 at 3:00 PM

The executive director will present his recommendations to the subcommittee for their review of the office budget and the proposed fee schedule for space rental within the capitol complex.

The executive director will discuss the make up of the office budget and the newly proposed fee schedule for space rentals on Capitol Hill.

Subcommittee Meeting August 5, 2009

The Budget and Operation Subcommittee is scheduled to meet Wednesday, August 5, 2009 at 3:00 p.m. in the Capitol Board Room. The agenda will be an update on the progress of the Lions, 2011 budget review and discussion and Review, discussion of the CPB fee schedule and a review of the rule on Health Care by our attorney.

Subcommittee Meeting of May 12, 2008 Synopsis

The Budget Development and Board Operations subcommittee meet and reviewed the following:
1. Bountiful Lions Club Request – the executive director presented information regarding the recommend way of disposing of the lion such that everyone is treated fairly. These recommendations included:

· The Capitol Preservation Board is exempt from the State Surplus rules and can act independently.

· Need to have a designation of “No Historical Significance or Value” (State Historic Preservation Officer)

· Advertise in the News Paper for a week to ten days (two weekends) our out intent to offer the Lions for Sale on ebay.

· State Surplus will using their codes and accounts publish on ebay each of the four lions and any statement that we wish to make.

· Surplus recommends that we run the ebay bidding for 14 days where anyone can bid and the highest bid win the lions.

· Surplus recommends that the CPB have no minimum bid ($1.00) is enough to win. The winner would be required as stated in the advertisement to completely remove the awarded lion and all the associated items.

· It was the executive director’s recommendations that if there is any money offered for these lions that it offset the cost which surplus will incur listing these lions on line with ebay for the CPB.

· Schedule - following the board meeting (if approved), the CPB office would place the add in the news paper for 10 working days. Immediately following the new paper add Surplus would place the items for sale on ebay. Bidding would be closed within 14 calendar days. The whole process should be over with in four weeks from the Board meeting.

The Subcommittee recommends this procedure to the Board.

2. The Subcommittee reviewed the FY2010 office budget plan and the question of reduced lower fees for space during the legislative sessions. All members recognized the connection between the large amount of dedicated credits that make up the boards budget and there relationship to the fees charged for space rental. The concept of reduced fees during the Legislative session will have a negative impact on the office dedicated credit budget. During the discussion the executive director presented three options that looked at facility use fee during legislative sessions. These options included 1) No reduction in fees, 2) Reduction in fees, and 3) No fees.

Recognizing this connection the subcommittee requested that the executive director review each of the options and inform the subcommittee, at the next meeting, what additional General Fund would be needed to offset the reduction of the dedicated credits.

3. The next meeting was scheduled for Monday, June 1, 2009 at 3:00 PM. The Meeting will be held in the Capitol Board Room.

AGENDA

CAPITOL PRESERVATION BOARD JOINT SUBCOMMITTEE MEETING

Budget Development and Board Operations
Preservation, Planning and Maintenance Subcommittee


Wednesday, April 22, 2009
3:00 p.m.
Capitol Room 170
Utah State Capitol


1. Call to Order
· Approval of May 20, 2008 Meeting Minutes
2. Capitol Preservation Boards Parking Rule
3. Bountiful Lions Club Request
4. Capitol Preservation Boards Facility Use Rule
5. Capitol Preservation Board FY2010 Budget - Office Plan
6. Capitol Preservation Board FY2011 Budget
7. Close out of the Capitol Project Paperwork
8. Update on the State Office Building/Executive Building Study