HomeMy WebLinkAboutCCWkspAgneda_09Oct7Falcon Heights City Council Workshop City Hall 2077 W. Larpenteur Ave Falcon Heights MN 55113 Workshop Agenda October 7, 2009 6:30 p.m. 1. 2010 Enterprise and Special Revenue Funds Budget
2. Ramsey County Election Services Contract Discussion ?
WKSP 1 10/7/09 TO: Mayor Lindstrom, Council members Harris, Kuettel, Long, and Mercer-Taylor FROM: Justin Miller, City Administrator Re: 2009 Enterprise and Special Revenue Fund Budgets
Explanation: The City of Falcon Heights has several enterprise and special revenue funds. The proposed 2010 budgets and rate structures are discussed below: Sanitary Sewer Rates paid
into this fund pay for our sanitary sewer infrastructure as well as fees we are charged by the Metropolitan Council Environmental Services (MCES) to treat wastewater produced in our
city. For 2010, MCES will be increasing our rates by roughly 14%. Staff is recommending that a greater percentage of staff compensation be allocated to this account to better reflect
responsibilities and to ease pressure on the general fund. Further, staff recommends that any scheduled transfer to offset deficits in the 2009 and 2010 general fund budgets come from
this fund because of tax-exempt properties paying sanitary sewer charges, where they do not pay into other funds. The proposed rate for 2010 is $55.50/quarter ($18.50/month), a $2.50/month
increase over the 2009 rate. Anything less that this new rate will result in the fund not covering expenses for 2010. The attached chart shows that even with a $2.50/month increase to
$18.50/month, our rate is still in the lower quarter of rates in the metropolitan area. Storm Sewer Rates collected in this fund pay for the storm sewer infrastructure, which conveys
our stormwater to area lakes, rivers and streams. Payments to suppliers are decreasing due to the fact that we now use existing staff and equipment to sweep our streets. Staff is recommending
no change in the storm sewer rates for 2010 ($16.75/quarter. $5.58/month). Keeping this rate constant will most likely lower our position as compared to other cities’ rates in the metropolitan
area (chart attached). Streetlight Utility New in 2010 is a proposed streetlight utility. These expenses have historically been paid out of the general fund, but due to budget pressures
staff is proposing
to move these costs into a separate fund. The money collected in this fund will be used to pay for electricity and routine maintenance expenses associated with the streetlights that
are in place throughout the community. The fee would appear as a separate charge on water bills provided by St. Paul Regional Water Services. This fee can be structured in numerous ways,
and below are two examples: Example #1 Monthly Rate Annual Revenue Residential Customers (1180 accounts) $2.00/month flat fee $28,320 Commercial Accounts (55 accounts) $18/month flat
fee $11,880 Total Revenue $40,200 Example #2 Monthly Rate Annual Revenue Residential Customers (1180 accounts) $2.00/month flat fee $28,320 Commercial Accounts (56,934 lineal feet of
street frontage) $.02/lineal foot of frontage $13,664 Total Revenue $41,984 Water Fund This fund pays for improvements to the city’s water distribution system that are our responsibility,
such as hydrant replacements. The rates were increased for the first time in many years in 2009, and staff is proposing no change for 2010 (6% of overall water bill). Rate Summary 2009
Rate Proposed 2010 Rate Impact Sanitary Sewer $48/quarter $16/month $54/quarter $18/month $6/quarter increase $2/month increase Storm Sewer $16.75/quarter $5.58/month $16.75/quarter
$5.58/month $0/quarter increase $0/month increase Streetlight Utility N/A $2/month $24 annual fee Water Utility 6% of water bill 6% of water bill $0 increase
Other Funds: Park Programs This fund is responsible for the park and recreation programs that the city offers. Reflected in the budget is an increase in revenues due to increased program
fees. Fees are evaluated each year to ensure that our rates are similar to programs in neighboring cities. Community Garden The revenues in this fund derive from plot rental fees that
gardeners are charged each year. The proposed fee for 2010 is unchanged ($25). Recycling This fund is used to pay Waste Management for recycling services provided in the city. Revenues
generated from grants and quarterly billings are deposited into this account. 2010 is the final year of the Waste Management contract, and it is expected that rates will increase in
2011 due to the fact that our existing contract’s price has remained flat for at least five years. Community/Economic Development In the case of special projects that require outside
consultant assistance, this fund is used. No major projects are anticipated at this time, but money is budgeted out of the fund’s reserves in case the need arises. Citizen Corps Grants
These funds track the revenues and expenses associated with the grants we receive to conduct our CERT activities. One grant expires in March 2010, and another one expires in March 2011.
WKSP 2 10/7/09 TO: Mayor Lindstrom, Council members Harris, Kuettel, Long, and Mercer-Taylor FROM: Justin Miller, City Administrator Re: Ramsey County Election Contract Discussion Explanation:
Falcon Heights election duties have historically fallen under the responsibility of the deputy city clerk position. As with all of the services we provide, opportunities for partnerships
with neighboring agencies are always investigated to see what kind of efficiencies and savings can be found. With the current vacancy in the full-time deputy clerk position (most of
those duties are being filled admirably by Recreation Supervisor Lisa Abernathy at this time), staff recently approached Ramsey County about handling our election duties in future years.
Attached to this report is a draft contract that Ramsey County Election Services has prepared. It is a three year contract which would cover the state and federal elections in 2010 and
2012, and the municipal and school district election in 2011. It would in effect take all election related duties away from city staff and instead be managed through Ramsey County. Their
office currently performs these duties for the City of St. Paul, and schools districts in St. Paul, Roseville and Mounds View. The cost for this contract in 2010 would be $19,500. The
proposed 2010 city budget has $12,432 allocated, which includes equipment maintenance, election judge wages, and 10% of the deputy clerk’s salary. This salary allocation is probably
low, especially during the years where we have state and federal elections. If structured correctly, this move could actually save the city money. In lieu of having a full-time deputy
clerk perform election duties, we could instead hire a part-time deputy clerk who would not demand as much in salary and would also not be benefit-eligible. The breakdown follows: Current
Staffing Level Proposed Staffing Level Full Time Deputy City Clerk $60,000 -Part Time Deputy City Clerk (30 hrs/week) -$34,000 Election expenses $8,000 $19,500 Total $68,000 $53,500
Difference (savings) $14,500 In order to provide for this in the 2010 budget, and to allow Ramsey County opportunity to make appropriate plans, staff is looking for guidance from the
city council at this time.
CONTRACT BETWEEN RAMSEY COUNTY AND THE CITY OF FALCON HEIGHTS FOR ELECTION SERVICES This is a contract between the County of Ramsey (“County”) and the City of Falcon Heights (“City”)
for the provision of election services by Ramsey County. 1. Duration of Contract This contract will be in effect for the period beginning on January 1, 2010 and ending on December 31,
2012. 2. Contract Renewal and Termination This contract may be renewed for an additional four years by written consent of the County and City. An amendment to this contract for renewal
must be executed by all parties no later than June 1, 2012. This contract may be terminated by either of the parties by written notice to the other party no later than June 1 of any
year, effective on January 1 of the following year. Upon termination of this contract, the city-owned voting equipment, election supplies and related materials will be returned to the
City. 3. County Responsibilities Except as otherwise provided in this contract, the County will provide all services, equipment, and supplies as required to perform, on behalf of the
City, all election-related duties of the City under the Minnesota election law and other relevant state and federal laws. These duties will include but are not limited to: ? Recruitment,
training, and supervision of staff to carry out the duties specified in this contract; ? Annual inspection of polling places to verify compliance with all state and federal accessibility
requirements; ? Recruitment, training, and assignment of election judges;
? Payment of election judges' salaries in an amount determined by the Ramsey County Board of Commissioners; ? Operation, maintenance, testing, demonstration, storage, and technical support
for voting systems; ? Maintenance, storage, and replacement of voting stations for each polling place and for absentee voting purposes; ? Preparation and transportation of voting systems,
voting stations, and other election materials to and from each polling place; ? Providing election forms, supplies, and other related materials for each polling place; ? Conducting preliminary
tests and public accuracy tests of voting systems; ? Programming, layout and printing of ballots for City elections; ? Compilation and reporting of election results and election statistics
for dissemination to the appropriate canvassing boards and the public; ? Providing election-related information on the County web site; ? Conducting recounts for City offices and ballot
questions; ? Preparing, posting, and publishing election notices; ? Providing Providing information and assistance on election laws and procedures to City officials, candidates, the
news media, and the general public; ? Administering absentee voting; ? Administering campaign financial reporting and economic disclosure activities; ? Performing duties of candidate
filing officer, including acceptance of affidavits of candidacy and petitions; ? Analyzing proposed state and federal laws on election-related matters to determine impact on the City;
? Maintaining a database and preparing maps of election district and precinct boundaries; ? Providing technical assistance to the City Council in redrawing precinct boundaries as required;
? Retaining election records for at least 22 months following each election; and ? Retaining permanent archive of election results. 4. City Responsibilities The City will perform the
following election-related responsibilities: ? Conduct official canvass of election results following each City election; ? Provide the title and text of City questions to be placed
on the ballot; ? Provide final approval for polling place locations; and ? Designate a person who will be the principal contact for the City. 5. Office Space and Equipment Storage 1.1
The County will provide suitable office and warehouse space to conduct all election-related activities and for storage of election equipment and supplies or will make the appropriate
arrangements with the City for storage of election equipment and supplies. 6. Upgrading or Replacing Voting Systems The County will assess the need to upgrade or replace the voting systems
used for state, County, and City elections held on and after January 1, 2011. The County will provide the City with an estimate of the cost of upgrading or replacing the voting systems
no later than March 1, 2011 if adoption of a replacement voting system is either required by law or otherwise deemed necessary by the County. The cost of upgrading or replacing voting
systems is not included in this contract and will be the subject of a separate agreement.
7. Special Elections The City will pay all costs for any municipal primary that is authorized by the City subsequent to the adoption of this contract. The County will conduct all special
elections required by law during the term of this contract. The costs of all special elections that are not held concurrently with a regularly scheduled state, County or City election
will be paid separately from payments for regularly scheduled elections under this contract. The City will pay all costs of any City special election that is not conducted on the date
of a regularly scheduled City, County, or state election. The City will also pay all costs applicable to the City of any state special election that is not conducted on the date of a
regularly scheduled City or state election.
8. School District Elections The County will make available the City voting equipment, polling places, election supplies and election judges to Independent School District 623 as needed
to conduct any primary, general or special election of the school district. 9. Insurance During the term of this contract, the County and City will maintain, through commercially available
insurance or on a self-insured basis, property insurance coverage on the voting equipment each owns, for the repair or replacement of the voting equipment if damaged or stolen. Each
party shall be responsible for any deductible under its respective policy. Each party hereby waives and releases the other party, its employees, agents, officials, and officers from
all claims, liability, and causes of action for loss, damage to or destruction of the other party’s property resulting from fire or other perils covered in the standard property insurance
coverage maintained by the party. Furthermore, each party agrees that it will look to its own property insurance for reimbursement for any loss and shall have no rights of subrogation
against the other party. 10. Indemnification Each party to this contract will defend, hold harmless, and indemnify the other party, its officials, agents, and employees from any liability,
loss, and damage it may suffer as a result of demands, claims, judgments, or costs including, but not limited to, attorneys’ fees and disbursements, arising out of or related to the
indemnifying party’s performance or failure of performance under this contract. This provision shall not be construed nor operate as a waiver of any applicable limits of or exceptions
to liability set by law. This provision will survive the termination of this contract. 11. Legal Representation The Ramsey County Attorney’s Office will advise and represent the County
in all election-related matters, except that the Falcon Heights City Attorney will advise the County on any election-related matter applying to the Falcon Heights municipal code.
12. Election Costs and Payments Except for 2010, payments to cover the costs incurred by the County in the performance of the provisions of this contract for regularly scheduled elections
will be made by the City in eight equal quarterly amounts for each two-year budget period, for a total of 12 quarterly payments during the initial term of the contract, based on invoices
submitted by the County. Payments will be due on March 31, June 30, September 30 and December 31 of each year. Payments in 2010 shall be made quarterly as outlined above. The cost of
election services for the 2010 budget period will be $19,500. The County will provide the cost for the 2011-2012 budget period to the City no later than April 1, 2010. The County will
base the cost for the 2011-2012 budget period on the actual cost for the previous similar election years, adjusted as necessary by the County to account for the following factors: 1)
estimated voter turnout; 2) labor contracts and agreements for non-represented employees approved approved by the Ramsey County Board of Commissioners; 3) changes in the Consumer Price
Index for the Minneapolis-Saint Paul metropolitan area, as determined by the U.S. Bureau of Labor Statistics for the previous two-year period; 4) changes in state, federal, County or
City legal requirements; and 5)
other factors having a significant impact on election costs. The County will submit an invoice payable within 30 days of receipt to the City for all costs incurred by the County to conduct
a special election. 13. Data Practices All data created, collected, received, maintained, or disseminated for any purpose in the course of this contract is governed by the Minnesota
Government Data Practices Act, any other applicable statute, or any rules adopted to implement the Act or statute, as well as federal statutes and regulations on data privacy. 14. Alteration
The provisions of this contract may be altered only by mutual written consent of the County and City. Any alteration, variation, modification, or waiver of the provisions of this contract
shall be valid only after it has been reduced to writing and duly signed by all parties. Any alterations must be approved no later than June 1 of any year for implementation on January
1 of the following year. 15. Entire Agreement This contract shall constitute the entire entire agreement between the parties and shall supersede all prior oral and written negotiations.
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IN WITNESS THEREOF, the parties have subscribed their names as of the last date written below. RAMSEY COUNTY CITY OF FALCON HEIGHTS By: _____________________________ By: _______________________
Julie Kleinschmidt Peter Lindstrom Ramsey County Manager Mayor Date: ________________________ Date: _____________________ Approval recommended: Approval recommended: By: _____________________________
By: _______________________ Mark Oswald, Director Justin Miller Property Records and Revenue Department City Administrator Approved as to form and insurance: By: ____________________________
By: _______________________ Assistant County Attorney City Attorney Funds are available: By: ____________________________ By: _______________________ Budgeting and Accounting Finance
Director