5.4. SR 08-08-2011ITEM 5.4.
MEMORANDUM
TO: Mayor and City Council
FROM: Tim Simon, Finance Director
DATE: August 9, 201 I
SUBJECT: 2012 Budget Discussion
Tonight we will continue our budget review with the Ice Arena budget. Attached is the
department requested budget worksheets for this department along with the proposed 2012
department/division goals. If you would like more detail than what's provided, please let me
know.
We just received our 2012 local government aid notice and our amount for 2012 is zero.
Ice Arena (rec~uestedl:
Rich Czech (Ice Arena Manager) will be present at the meeting to review the requested 2012
Ice Arena budget. You will notice the transfer from the General Fund goes down
significantly in 2012. The main change in the revenues is the additional ice rental revenue
from additional ice sales and ice rate change. This will be consistent with the 2010 actual ice
rental revenue. The expenditures remain consistent with last year, with the major difference
being capital outlay. The 2012 capital outlay includes floor scrubber and Zamboni battery.
In addition, see attached memo from Rich and Lauren about the upcoming retirement of
Case Hayward and how they propose to reallocate the time and budget.
Revenues
I have attached the preliminary 2012 other revenues to review. These revenues are reviewed
yearly and updated for anticipated revenue. You will notice that the majority of revenues for
the general fund remain consistent with last year. A few additional changes are noted for
plumbing/heating permits with the number of potential commercial projects this has
increased for 2012. Also, the contribution from ERMU is expected to increase as the fleet
committee has been working hard to adjust purchases from the equipment replacement fund
to allow more to fund general fund operations. As part of additional budget adjustments
this amount may still be adjusted as the fleet committee is in final discussions on fleet
purchases.
Tax Lew
I have included three sample levy breakouts so you can see the overall tax levy at three
different levels that tie to our 2012 budget summary sheet.
N:\I'ublic Bodies\City Council\Finance\Tim\2071\budgetmemo0809.docx
Percentage Change (NTC) -6.0% -6.0% -6.0%
2011 2012 2012 2012
NTC 24,303,844 22,845,613 ' 22,845,613 22,845,613
Tax Rate 45.72% ..45.72% . 47.18% 48.6%'
Levy
'General Fund 9,665,436 ' 9,064,409 ' 9,398,098 ' 9,731,786
PERA 93,077 `
. -
Li b ra ry 100
63,
........... 63,100 ', 63,100 63,100
Storm Water 50,000 50,000 ' 50,000 _50,000
'Debt 813,525 839,001 839,001 839,001
'Tax abatement 427,253 428,504 428,504 428,504
$ 11,112, 391 $ 10,445,014 $ 10,778,703 $ 11,112,391
In addition, I will present on the overhead various tax rates and the impacts on different
home values.
NextNext Ste>as
We will continue budget discussions on August 155` with the 2012-2016 equipment
replacement fund, storm water management follow-up and discussion on preliminary
maximum 2012 tax levies. The month of September will include further budget discussions
including the enterprise funds and the capital improvement plan.
Attachments•
Department of Revenue spreadsheet for 2012 LGA
General Fund Revenue Breakout
2012 Capital Outlay breakout -requested
2011 Capital Outlay breakout
2012 Position requests/unfilled spreadsheet
2012 Budget Summary
N:\Public Bodies\City Council\Finance\Tim\2011 \budgetmemo0809.docx
Ice Arena
2012 Goals
Work with Arena Commission and Council to develop a timeline for the Arena renovation.
^ Complete vessel replacements and valves for both ice plants to comply with ASME
standards.
^ Hire personnel that will fulfill the needs of the Arena and monitor the progress of new staff
members.
MEMORANDUM
K1V~~'
TO: Mayor and City Council
FROM: Lauren Wipper, Human Resource Representative
Rich Czech, Ice Arena Manager
DATE: August 8, 201 I
SUBJECT: Proposal to Redesign Position due to Retirement
We have received notice from Case Hayward, Ice Arena Maintenance Worker, that he will be
retiring this fall. The position of Ice Arena Maintenance Worker includes working with the
Park Maintenance Division during the summer. Mr. Hayward is retiring at the end of this
year's mowing season.
Mr. Hayward's retirement provides us the opportunity to evaluate staffing needs within both
divisions. After thorough consideration, we present the following:
Background
The position of Ice Arena Maintenance Worker exists primarily for the purpose of providing
night-time supervision and maintenance at the ice arena. When the City acquired the arena
in 1997, this position was called Maintenance Supervisor. In 2000, the position was changed
to include the summer mowing duty and the title was changed to Arena Night
Supervisor/Streets Crew. (Parks was part of the street division in 2000.) When the City
completed the pay plan study in 2006, the title was again changed to what it is now, Ice
Arena Maintenance Worker, however the duties of this position remained the same; arena
night supervisor during the winter and park laborer during the summer.
Considerations
Having this position transition to parks each summer creates a lack of consistency at the
arena. This position is responsible for directing the work of part-time staff and ensuring that
tasks are accomplished as directed. When this position is absent for six months of the year,
the consistency is lost.
As well, we have found that the arena duties and park duties in this position are quite
different in nature. The arena portion is responsible for overseeing the part-time employees
as well as ensuring the maintenance of the facility, customer service and resolving concerns.
This is very a high energy, think-on-your-feet-type of position. In contrast, the park portion
involves mowing lawns alone for most of the day. The two principal duties of this position
axe at different ends of a spectrum which does not bode well fox someone to excel.
A review of the number of hours that part-time staff work at the arena indicates that there is
sufficient workload for ayear-round fulltune employee. In the past two years, there were
only three two-week periods when the hours worked by part-time employees dipped below
eighty. (A fulltime employee works eighty hours every two weeks.) Those three periods
were during the months of May and June when there is less activity at the arena.
Proposal
We would like to change the title of this position to Ice Arena Lead Worker. This title better
reflects the requirement of this position to direct the work of the part-time arena staff during
the evening and maintain overall authority at the arena during that time. Our above
evaluation of this position supports removing the summer mowing function and keeping this
position at the arena year-round.
Budget Impact
We have met a number of times with Park Maintenance Supervisor, Rodney Schreifels and
Finance Director, Tim Simon to discuss the best way to manage what is necessary for both
divisions. As shown in the attached summary, we determined that it is possible to make this
position year-round at the arena without an increase in the 2012 budget and without a
reduction in the number of hours allocated to parks. Budgets beyond 2012 would need to
be adjusted fox step increases.
The funds available for this position for 2012 are $60,932. If this position were to be
fulltime, year-round at the arena, the arena part-time pay budget could be reduced by
$15,000. Including FICA, this totals $77,079 available for the requested position and
seasonal park laborer hours.
The anticipated cost for this position for 2012, including benefits, is $57,437 which leaves
$19,642 available fox parks. FICA would reduce that number by $1,396 to $18,246 which,
divided by the starting wage fora seasonal park laborer provides 1,920 hours for the parks
division. Mr. Hayward's position was budgeted for half of the year in parks which is 1,040
hours so this scenario provides an extra 880 hours to parks depending on how the funds are
utilized. Parks would have flexibility to use these additional hours anytime during the year to
assist where needed most.
If the City Council is in favor of our proposal, we will come back with a formal request at
the August 15, 2011 meeting.
Summary of 2012 Budget Allocation
Wage & benefits for current position:
Reduction in arena part-time wages:
FICA for part-time wages:
Available for new structure:
2012 wage and benefits for year-round arena position
Total remaining for parks:
Minus FICA:
Gross wage remaining for parks:
Divided by seasonal laborer starting wage:
Hours available for parks:
60,932.00
15,000.00
1,147.50
77,079.50
57,437.00
19,642.50
1, 395.87
18,246.63
9.50
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Elk Riverlce Arona
Revenw and Expendituro Summary
For the Period Ending June 30, 2011
~l1~• 2011 2011 2010 2009 2008
. __ Budget YTD Actual Actual Actual
REVENUES
Ice Rental 4&4,904 443,000 217,545 478,393 437,098 424,106
Recreation Programs ~, 122,850 55,023 94,688 119,288 139,706
Admissions `27s~Gtf: 22,900 17,666 22,573 18,530 23,354
Sign Rental 17;51!" 17,000 1,574 18,002 16,688 17,293
Dry Floor Events `1'P;4i1ft 14,600 11,262 17,442 16,038 9,034
Vending ` 14,9Q8 16,650 5,653 13,012 14,215 17,212
Skate Sharpening 4,3t30 4,100 2,392 4,372 4,767 4,980
Building Rent 2,600 2,600 - 2,600 2,600 2,600
Other Mdse Sales/Misc.
.3~9 1,800
- - 1,329 2,027 1,666 2,238
TOTAL ~b65s400 645,500 312,444 653,109 630,890 640,523
EXPENDITURES
Personal Service 279.@00; ~ 273,800 129,721 266,627 267,992 253,447
Other Operating Expenditures ~ 227,600 94,043 235,281 240,001 268,189
Vending Mdse for Resale 8.0t3p 9,000 1,871 6,958 6,222 7,279
Other Mdse for Resale 6U0 900 - 237 1,335 1,577
Recreation Programs 33760 B1 100 21,075 40,037 47,669 55,132
TOTAL 572,400 246,710 549,140 563,219 585,624
CONCESSIONS
Sales
Less: Product & Supplies
Salaries
Net Profit
OPERATING INCOME (LOSS)
Capital Outlay
Building Debt'
NET INCOME (LOSS)
Other Income
Contributions/Rebates
Grant Contribution
Transfers In
Capital Outlay -Liquor Fund
General Fund
Change in Fund Balance
~;~ 63,100 40,944 69,132 59,510 66,500
24?45G1 24,550 16,418 31,988 25,019 31,544
22: 22,700 10,395 17,655 16,225 24,430
15,850 14,131 19,489 18,266 10,526
7~611'~q 88,950 79,865 123,458 85,937 65,425
,
2i1,6d00 44,400 36,470 - - 100,202
201,~F00 200,800 - 199,900 198,450 201,715
~yty. ~~~ (156,250) 43,395 (76,442) (112,513) (236,492)
- - - 6,743 4,731 7,368
- - - (39,417) - -
- - - 6,961 100,202
$8,600 156,250 - 76,442 105,552 136,290
43,395 (32,674) 4,731 7,368
Cash balance of surcharge $ 6,743 $ 39,417 $ 34,686
s building debt matures on 12101/2013
08/04/2011
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MINNESOTA• REVENUE
2012 LOCAL GOVERNMENT AID NOTICE
ELK RIVER CITY OF
CITY ADMINISTRATOR
CITY HALL
13065 ORONO PKWY
ELK RIVER, MN 55330
THE 2012 CERTIFIED LGA FOR YOUR CITY IS:
July 29, 2011
$ 0
Based on Special Session Laws 2011, Chapter 7, Article 6, Section 17, following is the determination of
your 2012 local government aid. If you have any questions regarding this certification, you may contact
Larry Bewley at larry.bewley(a~state.mn.us or at (651) 556-6096.
1. 2010 LGA after unallotments and reductions: $ 0
2. 2011 Certified LGA: $ 686,820
3. Lesser of 1 or 2: $ 0
4. Certified 2012 LGA (same as 3): $ 0
Property Tax Division Tel: 651-556-6096
Mail Station 3345 Fax: 651-556-3128
St. Paul, MN 55]46-3345 TTY: Call 711 for Minnesota Relay
An equal opportunity employer
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2012 CAPITAL OUTLAY -Requested
Funding Source
Requested General Waste Liquor Department
Department Item Amount Funtl Water Fund Fund Other Total
Human Resources Tyler Output Processing (TOP) 4,700 4,700
4,700 4,700
Emergency Mgmt Siren/radio board upgrades 69,000 69,000
69,000 69,000
ViRualization Project (Disaster Recovery) 10,900 10,900
10,900 10,900
Planning Minin area stu 50,000 50,000
50,000 50,000
Streets/Snow removal GPS salter controllers 20,000 20,000
20,000 20,000
Senior Center Database management system 7,500 7,500
Replace air conditioning units 10 000 10,000
17,500 17,500
Subtotal General Fund Departments 172,100 172,100 172,100
Ice Arena Floor scrubber
Battery for Zamboni 9,500
11,000 9,500
11,000
20,500 20,500
WWTP Replace rock around tanks 6 bldgs. with asphalt 15,000 15,000
Phosphorus Monitor 55,000 55,000
Chemical feed pumps 10,000 10,000
River Line abandonment 200,000 200,000
Slip 8" Sanitary Sewer Main 70 000 70,000
350,000 350,000
Liquor Stores HVAC 15,000 15,000
Walk-in cooler doors 25,000 25,000
Walk-in cooler refrigeration 15 000 15,000
55,000 55,000
Total $597,600 $172,100 $0 $0 $425,500 ___$597,600
Note: Vehicle and equipment replacement for non-enterprise funds will be reviewed with the 2012-2016
equipment replacement fund.
2011 CAPITAL OUTLAY -Requested (General and Special Revenue Funds)
Funding Source
Requested General Waste Liquor Depanment
Department Item Amount fund Water Fund Fund Other Total
Human Resources TOP Soflwarefimplramentation 4,450 - 4,450
Incode Kronosintertace/maintenance 2,750 - 2,750
KRONOS software 75,000 - 75,000
Incode Personnel Management Systems 15 000 - 15,000
97,200 97,200
Fire Confined Space Rescue Equipment 20,000 20,000
Thermal Imaging Camera 11 100 11 100
31,100 31,100
Emergency Mgmt Siren 16,000 16,000
Outdoor Warning Siren Radio Board Upgrade 55,750 55,750
71,750 71,750
IT In Squad video upgrade 20,000 20,000
Laserfiche Upgrade 13,000 - 13,000
Virtualization payment 10,900 10,900
SQL Server upgrade 26,000 - 26,000
69,900 69,900
Mayor and Council Laptops/Computers 7 500 7,500 _ 7,500
7500
Streets/Snow removal Bobcat lease 4,000 - 4,000
4,000 4,000
Senior Center Database management system 8,700 - 8,700
Replace carpeting 40 000 - 4.0,000
48,700 48,700
Subtotal General Fund Departments 330,150 133,750 - - 196,400 330,150
Ice Arena Bam Condenser 37,500 37,500
Cert~cation stamp (2010)
Ice Edger 6 900 6,900
44,400 44,400
Total _ $374,550 $133,750 $0 $0 $240,800 $374,550
Note: Vehicle and equipment replacement for non-enterprise funds wdl be reviewed with the 2011-2015
equipment replacement fund.
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Requested budget analysis snap shot
Scenario's
1 2 3
2010 2010 2011 YTD 2012 2012 2012
Adopted Revised Adopted 06/30/2011 Requested Requested Requested
General Fund Revenues:
Property taxes 9,467,850 9,467,850 9,758,500 3,323,541 9,064,409 9,398,098 9,731,786
MVHC Loss (estimate only) - - (221,100) - (300,000) (300,000) (300,000)
All Other Revenues 2,251,950 2,450,411 2,626,050 1,238,053 2,870,450 2,870,450 2,870,450
Total General Revenues 11,719,800 11,918,261 12,163,450 4,561,594 11,634,859 11,968,548 12,302,236
General Fund Expenditures
General Government:
Mayor & Council 167,650 167,650 177,800 69,770 172,250 172,250 172,250
Cable TV 81,650 81,650 77,800 34,480 85,500 85,500 85,500
Administrative Services 470,500 470,500 473,650 264,768 463,100 463,100 463,100
Human Resources 150,450 150,450 150,750 72,141 164,300 164,300 164,300
Elections 38,100 38,100 - - 38,050 38,050 38,050
Finance 447,400 447,400 454,700 244,519 453,300 453,300 453,300
Information Technology 303,150 303,150 266,600 113,932 243,700 243,700 243,700
Legal 234,000 234,000 240,000 114,456 228,000 228,000 228,000
Community Development 67,150 67,150 67,100 31,674 68,050 68,050 68,050
Planning 299,950 299,950 303,550 136,901 350,600 350,600 350,600
City Hall Maintenance 297,000 297,000 300,850 119,867 302,350 302,350 302,350
Energy City 51,350 95,600 51,650 19,328 56,800 56,800 56,800
Contingency 113,100 113,100 75,000 - 75,000 75,000 75,000
Total General Government 2,721,450 2,765,700 2,639,450 1,221,836 2,701,000 2,701,000 2,701,000
Public Safety:
Police 4,251,350 4,251,350 4,288,650 1,838,217 4,384,700 4,384,700 4,384,700
Fire 680,950 680,950 881,850 358,963 861,900 861,900 861,900
Building Safety 465,550 465,550 465,200 215,121 468,500 468,500 468,500
Environmental 52,200 52,200 56,950 25,420 48,300 48,300 48,300
Total Public Safety 5,450,050 5,450,050 5,692,650 2,437,721 5,763,400 5,763,400 5,763,400
Public Works:
Street Maintenance 1,336,950 1,309,400 1,524,450 462,966 1,532,450 1,532,450 1,532,450
Snow Removal 246,550 274,100 262,850 195,475 286,250 286,250 286,250
Equipment Services 246,300 246,300 245,950 101,223 244,550 244,550 244,550
Engineering 178,350 178,350 177,800 54,409 173,100 173,100 173,100
Total Public Works 2,008,150 2,008,150 2,211,050 814,073 2,236,350 2,236,350 2,236,350
Culture & Recreation:
Parks Maintenance 767,150 767,150 790,350 339,456 816,100 816,100 816,100
Recreation 730,700 737,800 756,900 302,293 785,600 785,600 785,600
Sr. Citizen Programs 203,250 203,250 204,450 89,310 224,000 224,000 224,000
Total Culture & Recreation 1,701,100 1,708,200 1,751,700 731,059 1,825,700 1,825,700 1,825,700
Transfers Out 164,050 164,050 205,200 - 135,750 135,750 135,750
Total General Fund Expenditures 12,044,800 12,096,150 12,500,050 5,204,689 12,662,200 12,662,200 12,662,200
General Fund Gap Before Adjustments: (325,000) (177,889) (336,600) (643,095) (1,027,341) (693,652) (359,964)
Use of Fund Balance (41.59'0) 325,000 177,889 336,600 - 339,630 339,630 339,630
Capital Outlay Reserve -capital items 122,100 122,100 122,100
Trunk Utilities Fund -Mining Study 50,000 50,000 50,000
Reduce contigency $75,000-$50,000 25,000 25,000 25,000
Fuel $3.75 to $3.25 43,000 43,000 43,000
Building Permit Revenue (PW building) 77,000 77,000 77,000
NTC shift from -6% to -5% (Tax Revenue) 0 0 0
Expenditure offsets 0 0 0
Projected Total Budget Gap After Adjustments - - - (643,095) (370,611) (36,922) 296,766
Notes:
1 = assumption of 6% decrease in NTC and same tax rate of 45.72%
2= assumption of 6% decrease in NTC and a tax rate of 47.18%
3=assumption of 6% decrease in NTC and no change in total levy from 2011, tax rate 48.6%
No Market Value Homestead Credit
No Local Government Aid
Fuel is starting at $3.75 in department budgets, will be adjusted as we get closer to final budget.
Does not include COLA or requested/vacant positions
N:\Departments\Finance\Finance\BUDGET\Budget Folders by Year\2012 budgets\2012 Summary Budget
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