HomeMy WebLinkAbout08-10-16 CCJWfI€: ('I T N, O1
LAKE ELMO Our Mission is to Provide Quality Public Services
in a Fiscally Responsible Manner White Preserving
the City's Open .Space Character
City of Labe Elmo
3800 Laverne Avenue North
joint Finance Committee and City Council Work Shop
Wednesday, August 18, 2016 5:00-6: Q P.M.
City Council Chambers
AGENDA
A. CALL TO ORDER
B. PRESENTATION OF 2017 PRELIMINARY GENERAL FUND BUDGET
C. ADJOURN
***Note: query effort will be made to accommodate person or persons that need special considerations to attend this
meeting due to a health condition or disability. Please contact the Lake Elmo City Clerk if you are in need of
special accommodations,
Posted / ll i
City of Lake Elmo
Updated 8.5.16
The Capital Improvement Plan threshold is $25,000 and all expenses below that level are included in the
departmental operational budgets.
M
The annual CIP process was enhanced to include detailed explanations justifying proposed Capital
Expenditures. Multiple meetings were held with the Finance Committee to discuss the proposed items a
arrive at a final recommendation for the City Council , s consideration. I
M191M
The preliminary budget reflects a projected net shortfall of expenses Over revenues of approximately $175k
fbt the General Fund budget. This is primarily a result of the $150k necessary for 3M litigation and the $55k
increase in the street repair initiative for the full depth patching cornponent,
For the past 3 years the Council direction was to keep the tax rate flat and that growth should be paying for
growth. For N 17, the debt service component of the levy is increasing $2 t Ok over 2016, the Library Levy is
projected to remain the same and the preliminary General FuM Levy expenses are coming in at $175k over
projected revenue.
Staffrecommends would recommend utilizing the following funds to cover some or all of the following one-
time expenses as follows:
• $150k in 3M legal-- fund from excess fund balance reserves
• The $100k in consulting fees to prepare the required updated Comp Plan due in 2018 - fund from
excess fund balance reserves
• The $23k for the new Building Department S-10 purchase -fund from vehicle fund
If"the City Council approves funding 2017 General Fund Expenses of $175k, the Debt t Service component
increase of the Levy will be funded by the % taxable market growth increase,resulting in no tax increase.
It is projected that 2016 will come in well above S300k in net income for the year. The incremental
unbudgeted revenuefor the I project lone i are incremental 30k which i why staff is
recommending the use of the reserves. The 2016 excess will also be added to reserves at the end of the year.
OTHER REVENUE:
Based on the current build out trends, the City Building Official and Finance Director recommend:a using a
residential build out number of 234 for 2017. This represents a 1 % increase over the projected residential
build out for 2016 in addition to 10 buildouts anticipated for the Legends Development. There are three
commercial properties discussing some development ideas, however it is the Planning Director and Building
Official recommendation to budget minimal commercial activity in 2017 as there are no firm proposals or
concept plans at this point in time,
In 2017, the building official has recommended a new income category be added called "Fire
Sprinkler/Alarm Permits" due to a new state requirement. This will allow the City to track this revenue
separate from other revenue.
Cell tower lease revenue is currently being recognized as income to the water fund since the antenna's are on
the water towers; some of which were designed specifically to allow for cell triers to be installed.
Discussion was had surrounding whether this revenue belongs in the Water fund or the General Fund as is
done by some other Cities, Staff recominends continuing to recognize this revenue in the Water Fund its has
been clone historically by the City:
Each department was asked to identify their staffing needs based on known projects, the one year
moratorium and a 234 residential build out assumption for 2017. This build Out number represents a 1 %
increase over the project build outs for 2016 of 202.
Staffing changes anticipated for the 2017 budget are as follows,
Building, + I.O FTE
Fire: +.5 FTE (convert existing part-time admin position to full-time)
:Net impact is an increase of 1.51~TE's in the General Fund for 2017.
Agaefig:
The City of Lake Elmo is a member of the SWWC Co-op who last year issued a minimum o % and a
maximum of`17% rate increases for the 2016 plan year. The 2017 projected increase/decrease is net yet
available, however our insurance broker feels the increase will be l fi% for health insurance and a %
increase in dental insurance to maintain the same level of coverage,
Work Comp rates are estimated to increase by % f 75t1 . Historically, as a result of participating in the
League of MN program, most years an annual dividend refund has been received, However, there was no
change incorporated into the 2017 budget to be conservative.
Department `tment overviews:
Mayor and`o t ci :
Included in dues and subscriptions are the following:
League of MN Cities = $8,437 (3% increase over 2 16
Metro Cities Association = $3,622
I
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The 2017 budget reflects moving the Communication and IT functions back to the Administrative
department where they had been in the past:
No longer hawing dedicated staff for the Communication function will result in the following changes
• No newsletters being produced
• Media relations moved back to the City Administrator
• Parks Commission coordination moved to the City planner
s _ Updates to website and fresh moved to the Program Support staff position
sEvent coordination no longer being; dome
• Administrative work moved hack to the administrative staff
The 2117 IT costs quoted by the City of Roseville were projected to increase by 25%. As a result of this
projected increase 'which brings the 5 year increase to 21 %, staff suggested going out for RFP to see if the
costs are reasonable or if there is a less costly alternative.
In 2017, 15 k in 3 I litigation fees have been included.
kwofim
In 2017 there will be no election activity other-: than the required annual machine testing.
'
The current staff(Finance Director and part -titre accountant) has been able to keep up with the moderate
workload increase related to development. With the use of the summer intern, dedicated to compiling the
budget, the retain function that has been a burden has been removed from the Finance Director.
n 2018 the City will be required to complete a mgrjor amendment to the Comprehensive plan (Due
12i + 1 1 ). In order to meet this deadline, it was anticipated that work would need to commence in 2016 to
meet the submission deadline to the Met Council in 2018. The new Planning Director r did not feel it was
efficient to perform car on this in 2016 due to the uncertainty surrounding the moratorium, As a result, the
contractor set -vices budgeted in 2016 have been shifted to 2017, other than the support set -vices provided by
Sambatek (Beer azola). due to the technical nature and complexity of the work that needs to be performed
for the Comprehensive plan, external resources will need to be utilized (as was done with previous updates):
Contractor services of 10 k are reflected in the 2017 budget for these services. Similar to ` 007, staff will
be applying for a grant to cover as much of the expense as possible,
As a result of the one year moratorium the expenses reflect the engineering workload continuing to b
prim-,61y related to developer work which is recoverable through developer escrow offset, vase engineering
costs are consistent with 2016,
Qtym: _-
Due to the copier volume and the clear: ors -going need., lease expenses for a second sharp copier identical to
the one on the North building has been incorporated in the 2017 budget for City Hall, The current sharp
copier was leased, however, based on the history the City has had on copiers it has purchased and maintained
well, staff is proposing that the new copier be purchased.
fit an effort to secure the buildings, staff is proposing implementing a swipe card key systern for after Dour
access to the building, This will allow knowledge of who is entering the building and when. This system
can also be used for timecard tracking t some future date:
The 2017 budget reflects $5,000 to make improvements to the City Hall bathrooms:
The Facility lease for the Brookfield Building increases effective October 1, 2016. 2017 reflects the first full
year at the increased rate:
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Washington County provided their initial estimate for 2017 based on the current level of support and the
additional new development coverage needed:: In follow up discussions between the City Administrator and
the WA Cty Sheriff; it was determined that an additional 14TE would need to be added in 2017, This is due
to the change:in nature of law enforcement coverage as well as the number of new homes built in 115/201 d.
As a result, there is a 27% increase in the Law Enforcement contract from 2016 to 2017.
In 2016 the City sponsored a community fishing event for S 1,000 and the 2017 budget reflects continuing
this as an annual event, In 2016, the City is providing Law Enforcement coverage for the Huff and Puff
community event for $3,000 and it has been budgeted to do so again in 2017.
Ek —De all -mew
In 2017 the work -load in the Fire Department is expected to expand to the level justifying the need to upgrade
the Fire Assistant from Part-time to Full-time. The increase in the base is $34.4k; total cost for the upgrade
is $49.6k. Due to inquiries by the POC FF, and confirmation that the majority of the surrounding Cities are
doing so, 2 hours per FF are included to pay them for the time to get the required physicals (frequency
requirement is based on FF age).
There are repairs needed at both stations which were previously put on hold. Since these two buildings are
City property, regardless of where the City is heading related to the Fire hall model, some repairs need to be
made. $15.8k has been reflected under repairs and maintenance -buildings for a new sign for the front of Fire
Station #1 and replacement of a new garage door also at Station #I.
Aviwwajawww:
Staff is recommending using a new home build out number of 234 for 2017. This is based on the new
homes built through June 30th 2016 (107 = non open space new homes). Year to date build outs are runriing
at 2.5 times the number of build outs in 2015. Based on the trend to date, and that the market is staying
strong for home sales due to the record low interest rates, staff estimates that the build outs in 2016 will be
202 and that this number will increase 10% in 2017 in addition to a projected 10 new homes in the Legends
development. The 2017 budget reflects the income and expense levels necessary to perform the inspections
on that number of homes.
The workload in the building department has greatly increased due to the following:
0 Obtaining delegation authority for commercial projects licensed through the State of Minnesota. This
has resulted in $230k in revenue in 2016 which was not included in the 2016 budget.
0 Commercial activity has been steady due to growth in the 194 corridor; both in new build outs and
tenant build outs. However, the building department is recommending being conservative at 15
commercial build outs for 2017.
* As mentioned earlier, new home build outs have been very consistent for the 7 active developments.
Once the moratorium is lifted, staff believes this volume may increase even further but conservatively
projected build outs based on plats approved to date.
As a result of all the mentioned increases to the department work -load, a full-time inspector has been included
in the 2017 budget at a base of $60k; total cost of $86k.
I1 ib . W Mks:
In 2017, the new Public Works director will be completing the Right of Way permits which will save
Engineering expenses. No other significant changes are anticipated for 2017 other than staff now rein
represented by the local 49ers union.
Due to the change in the scope of the annual clean -tip day event, the cost has been increased to 1 Ok for
2017. This represents the cost for Tennis Sanitation; there is no anticipated increase in staff cost.
The street maintenance Midget (25k) is identical to 2016. The Seal Coating and Crack Seal 2017 has been
proposed by the City Engineer at $21 k (S 175k for seal coating and $35k for crack filling). Included is the
proposed continuation of the mill and overlay street program which was initiated in 2016 at the same level as
2016 ($160k). There are a number of additional streets which will benefit greatly by this program again in
2017. Lastly, the fill depth patching which was clone in 2016 is being requested again for 2117 as there are
additional streets which would benefit from this as well. This too is proposed at the same amount as 2016
(S55k:).
It was discussed with the Finance Committee to treat this as total street maintenance line item for these three
items. This would allow for some flexibility for Engineering as pricing comes in to maximize the work that
can be done in any given year (ie in 2016, since the seal coating and crack fill cane in under budget, the City
was able to do the ftill depth patching project its well as a storin sewer repair):
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The Park department expenses are projected to decrease primarily due to no longer having the allocation
from the full tine taxpayer relations position:.
Two new iteiris have been added to the parks department budget for 2017. The first is for the Environmental
Committee e ent's includes brochures and promotions) for $5,000. The other is for Lake clean. -up for
$40,000 recommended by the Enviromnental Committee, This represents a 5 % match, up to the Maximum
amount of $10,000 per lake. A match is required by the Labe Associations and, any giant amounts received
would not be included as part of the Lake Association match amounts.
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