4.5. SR 02-14-2011Item # 4_5.
MEMORANDUM
ver
TO: Mayor and City Council
FROM: Tim Simon, Finance Director
DATE: February 14, 201 I
SUBJECT: Review of Reserve Funds
The purpose of this discussion is to provide an update to the City Council on special
revenue and capital project funds the City maintains. During the capital improvement plan
(CIP) discussions we review the majority of these funds along with revenue and expenditure
projections for the next several years (2011-2015). I have included the information in the
same foxrnat as presented at the various woxksessions in 2010. In May, prior to starting the
2012 budget we will review the 20-year forecast on the general fund. The enterprise fund
forecasts axe updated and presented with the budget.
With the implementation of governmental accounting standards board (GASB) statement
#54 we reviewed all the City's special revenue funds fox appropriate classifications and
designated purpose. I have attached the same spreadsheet we reviewed with 2009 final
numbers (Exhibit J).
Park Improvement Fund (Exhibit A)
The park improvement fund was created to provide a funding source fox replacement and
further build out of our current parks. The funding source is an annual transfer from the
municipal liquor store based on a percentage (20%) of profits after approved transfers. The
expenditures planned in 2011 are playground safety repairs/supplies, re-lamp the Orono
softball fields, and several well upgrades at various fields. The subsequent years will be
updated with the CIP based on avai]able funds.
Government Building Reserve Fund (Exhibit B)
This fund covers building construction and maintenance, landscaping, and small remodeling
projects for the municipal buildings. As discussed in the previous CIP's we established
setting aside $50,000 annually fox future building repairs such as roof ox mechanical system
replacements. Aside from routine updates and maintenance projects, the public works
facility expansion project will run through this fund. The main funding source aside from
interest earnings is the host fee.
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In addition, this fund has been dedicated to the library debt repayment and at the end of
2015 the outstanding balance of principle and interest is $2,845,553. After setting aside
funds fox emergency repairs/replacements, very few projects have been programmed into
this fund based on the estimated revenue stream and cash balance projections of $2,981,382.
Given our good maintenance program we don't anticipate any major repairs aside from the
buildings getting older.
Municipal State Aid (Exhibit C)
Attached is a forecast of our future municipal state aid allocations based on 2011 actual and
future increases of 2 percent. The Council recently increased the maintenance portion from
5% to 25% to complete more sealcoating, crack filling, and street patching.
Street Improvement Fund (Exhibit D)
This fund covers annual improvements on roads and some minor connections in the City.
Special assessment repayments axe the main funding source in the fund. The 2011 projects
and funding sources were discussed during the CIP woxksessions.
Park Dedication Fund (Exhibit E)
The park dedication fund has seen a drop in revenues in recent years as the recording of new
plats has slowed. This fund currently has two contract for deed obligations fox land
acquisition; 1) Mahnsttom property will be paid in full in 2011, 2) Pinewood golf course will
be paid in full in 2013 with a balloon payment. With the existing obligations and the
estimated revenues, no projects have been programmed in the current 5-year CIP until
revenues increase to fund obligations ox any internal loans are repaid.
GRE Reserve Fund (Exhibit F)
The GRE reserve fund receives an annual payment for hosting the RDF plant. This fund
had been used for building debt on the 1997 City hall refunding bonds which were called
and paid in full in 2009. In addition, this was identified several years ago as a funding source
to make a portion of the Pinewood contract fox deed payment. The cash forecast assumes
the RDF plant continues operation. If park dedication revenues don't increase, this fund
would be a logical choice to make an internal loan to the park dedication fund fox the other
half of the Pinewood payment.
Starting in 2010, the City received payment from GRE for hosting the peaking plant. This
amount will be received over five years in the amount of $375,000 fox a total of $1,875,000.
The amount will be coded to this fund and easily tracked as Council determines the use of
this source of revenue. Fot discussion purposes it has been listed separately from the RDF
payment.
Equipment Replacement Fund (Exhibit G)
The equipment replacement fund covers replacement of wheeled equipment and vehicles.
The fund is replenished on an annual basis through charges paid by each general fund
department through their operating budgets. The amount charged to each department is
allocated on the estimated replacements over the next 10-years and updated yearly. In
addition, the fund receives a portion of the payment in lieu of tax (PILOT) from Elk River
Municipal Utilities, interest earnings, and auction proceeds. The replacement cycle is
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continuously evaluated, based on costs and benefits over the next several years, to determine
the optimal tune to replace vehicles.
The City's fleet committee is actively involved in the long-range planning of the replacement
of the City's fleet and financial condition of the equipment replacement fund. Mark
Thompson is the current chair of the committee.
Trunk Utilities (Exhibit H)
The City maintains a trunk utility fund made up of special assessment revenue from water
and sewer improvement projects. The funds axe to be spent on certain trunk water and
sewer expansion/improvement projects. The funds may be used only fox trunk connections
and improvements in the area fox which the assessments were collected, unless there is no
further need in the existing area, they can be used in another area. These funds would be
used in lieu of having to issue bonds on future expansions. The attached exhibit breaks the
funds out by area.
Surface Water Management Fund (Exhibit I)
The fund is used fox storm water improvements in the City. The primary funding source is a
tax levy and impact fees. The MS4 requirements have been programmed into this fund.
Development Fund
The City's development fund currently has a cash balance of $364,300. This fund has been
used for development purposes (Northstar Business Paxk) in prior years and it was identified
to fund the Focused Axea Study environmental review and preliminary engineering for phase
I. The primary revenues axe any conduit bonding administrative fees and the tax abatement
repayments for economic development projects.
Capital Outlay Reserve Fund
This fund has no revenue stream other than interest income and donations. The fund has
been used to purchase the LETG police software and the IT vittualization equipment, fund
a portion of the library, and capital equipment. The undesignated cash balance as of
12/31/2010 is $1,134,780. Many 2011 capital outlay purchases were held in reserve pending
the LGA allocation, with this funding source as the backup. The total of those is $196,400.
In addition, we have the phone system replacement ($150,000) in 2013 and the vixtualization
refresh ($70,000) in 2015. This leaves a balance of approximately $718,380 to fund future
equipment and fixture needs.
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EXHIBIT A
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EXHIBIT G
CITY OF ELK RIVER
EQUIPMENT REPLACEMENT PLAN
2011-2015
INTRODUCTION AND PURPOSE
BACKGROUND
The Equipment Replacement Plan is a ten yeaz forecast of equipment replacements in the
City of Elk River. It is intended to inform and plan for the equipment needs in the next
ten yeazs, with a primary focus on the next five yeazs to align with our capital
improvement plan (CIP). The first yeaz of the plan becomes an adopted equipment
budget and will be funded out of the equipment replacement fund. The remaining nine
yeazs represent an estimate of equipment needs and funding capabilities of the City and
aze adjusted accordingly. Funding requirements vazy from yeaz to yeaz. In order to
maintain a fairly consistent levy, the ten yeaz plan is projected with a 3% inflation factor.
The cash flow requirements to fund the equipment needs in the equipment fund will
experience some ups and downs over the next ten years given the projected equipment
needs and a 3% inflation rate.
The goal for the equipment plan is to reevaluate at least annually the requested or needed
equipment and maintain financial viability of the equipment fund over the long-term.
Highlights of the 2011 proposed purchases:
Police: Three mazked squad cazs
Two unmazked squad cazs
Parks: Two mowers
Streets:. Patching Unit
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EXHIBIT H
2008 Balance 3,344,536.06
2009 Actlviy 167,577.03
Int allot
2009 Balance 3,532,115.09
2010 Activity 600,288.00
2010 Balance 4,132,403.09
NW Area
694,342.34 494,342.33
11,013.63 11,013.63
12,695.29 12,695.29
518,051.26 518,051.25
14,788.76 14,788.7`_
6,433.97 6,433.91
539,273.99 539,273.97
Western Area Eastern Area NE Area
~., wwr.r I cwwwr Water Sewer N
356,199.04 429,163.69 1,256,967.50 315,523.16
7,682.08 7,682.07 192,566.12 -128,938.00
9,090.99 10,974.21 36,414.43 4,687.29
370,972.11 417,819.97 1,485,948.05 191,272.45
10,357.79 10,357.78 118,743.35 108,743.34 136,602.67 136,602 67
4,604.51 5,532.44 19,376.43 3,62265 1,649.46 1,64946
385,934.41 463,710.19 1,624,067.83 303,638.44 138,252.13 138,252.13
12/31/2010
EXHIBIT I
0210912011
CITY OF ELK RIVER
SURFACE WATER MANAGEMENT Budget
Estimate Estimate Estimate Estimate Estimate
2011 2012 2013 2014 2015
Beginning Cash Balance 282,086 243,668 180,523 119,933 60,732
Sources of Funds
General Progeny Tax 50,000 50,000 75,000 75,000 75,000
Impact Fee 2,600 5,200 7,800 10,400 20,800
Interest 4,231 3,655 3,610 2,399 1,518
Total Sources of Funds 56,831 58,855 86,410 87,799 97,318
Expenditures
Personal 30,250 30,000 30,000 30,000 30,000
Non-Degradation study 2,000 - - - -
Supplies 10,000 10,000 10,000 10,000 10,000
Contractual services
Storm water items 6,000 15,000 15,000 15,000 15,000
MS4 requirements (pontls etc) 20,000 40,000 60,000 60,000 60,000
Equipment Rental 5,000 5,000 5,000 5,000 5,000
Dues and subscriptions 1,000 1,000 1,000 1,000 1,000
Other improvement projects 20,000 20,000 25,000 25,000 25,000
Miscellaneous 1,000 1,000 1,000 1,000 1,000
Total Surface Water Management Uses o' - 95,250 122,000 147,000 147,000 147,000
Ending Cash Balance 243,668 160,523 119,933 60,732 11,060
Page 6
EXHIBIT J
• RESOLUTION 10-,yp._
A RESOLUTION OF THE CITY OF ELK RIVER
A RESOLUTION COMMITTING SPECIFIC REVENUE SOURCES
IN SPECIAL REVENUE FUNDS
WHEREAS, The Governmental Accounting Standards Board's Statement #54 definition of
special revenue funds states that special revenue funds are used to account for and report the
proceeds of specific revenue sources that are restricted or committed to expenditures for specified
purposes other than debt service or capital projects; and,
WHEREAS, The term "proceeds of specific revenue sources" establishes that one or more
specific restricted or commnitted revenues should be the foundation for a special revenue fund and
comprise a substantial portion of the fund's revenues; and,
WHEREAS, Investment earnings and transfers from other funds do not meet the definition of a
specific revenue source; and,
WHEREAS, Council action is required to formalize the commitment of the specific revenue
sources to specified purposes.
• NOW, THEREFORE, BE IT RESOLVED by the Ciry Council of the City of Elk River that
effective November 15, 2010 the specific revenue source of each special revenue fund and the
specific purposes for which they axe committed axe as follows:
` ~ ~
„*"
,
Ci~I~tn a F'aud , . Sowttes
$ e3ftz~ ~
~+r~7
t
, a s~
Lbrary Tax levy Lbrary maintenance and unprovements
Ice arena Charges for services Ice arena operations, maintenance and
miprovements
Pinewood golfcourse Charges for services Golfcourse operators, maintenance and
intprovements
Senior crt¢ens Activ¢y fees, donations Senior cRrzen activities and programs
Micro ban Loan payments Financing for economic devebpment
projects
Devebpment Fund Tax levy, development fees Corrurtitted to promote economic
devebpment activities
Insurance reserve Insurance dividend Insurance deductbles, litigation costs
and safe ro am
u
Passed and adopted this ] 5`'' day of November 2010. .
^ 1
Steph ie Klinzing, h~a~
ATTEST:
/ ~
Tina Allard, City Cletk
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