12.1 SR 11-21-2011MEMORANDUM
.~...-~.
Elk
River
TO: Mayor and City Council
FROM: Cal Portner, City Administrator
DATE: November 21, 201 I
SUBJECT: 2012 General Fund Discussion
ITEM 12.1
The Council has held 10 General Fund Budget/Levy discussions since June 13, 2011, and
met on four other occasions to discuss other non-General Fund budgets.
In September, the Council approved for certification to Sherburne County a preliminary tax
levy at the same level as 2011. The Council also set December 5, 2011, as the date for a
public meeting to discuss the budget and to subsequently approve the final budget.
This is the final scheduled meeting to discuss the General Fund Budget unless further
direction is provided this evening.
Following is the anticipated process for this evening:
1) Review/Update Current Budget Status
2) Review Latest County Data and Tax Impacts
3) Review and Get Direction on Personnel Vacancies and Requests
4) Discuss and Get Direction for Final Levy and Budget
Department staff will be at the meeting to answer questions as needed.
POMERE~ Br
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Budget Discussion Nov 21.docx
MEMORANDUM
.~:~.1.
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
Tim Simon, Finance Director
November 21, 201 I
2012 Budget Discussions (General Fund)
2012 Revenue and Expenditure Update
On October 17, 2011, when we reviewed the updated 2012 General Fund revenue budget
based on the zero percent change in the overall tax levy the amount was $12,598,446. We
are now able to eliminate the negative amount for the eliminated Market Value Homestead
Credit since the Legislature enacted the new Market Value Exclusion program. This
increases general fund revenue to $12,898,450. The expenditure amount prior to any
adjustment and after the 2% Cost of Living Adjustment (COLA), is $12,738,700 which is the
same as last month. With the same levy as last year, this results in a positive amount of
$159,750 in the General Fund.
2012 Position Requests
Vacant/Requested positions (attachment #1) shows all vacant and requested positions. The
only positions in the preliminary 2012 budget are the vacant police officer and engineer tech
positions. The city administrator will review the Vacant/Requested positions attachment
and the two memos from Human Resources with recommendations for position
classification adjustments for Council discussion. The budget currently has an adjustment
proposed to increase the Council Contingency line item for. positions. Staff recommends
holding specific position additions or funding a particular vacancy until the city administrator
has had ample time to consider organizational needs. At that time, we propose to bring a
request to the Council for consideration and approval.
Net Tax Capacity Update
As you recall, based on the information provided by Sherburne County, our overall Net Tax
Capacity (NTC) will decrease 11.07%. 5.66% of this 11.07% is related to values and another
5.41 % relates to the Market Value Exclusion calculation. The following table compares NTC
changes for Sherburne County cities from 2011 to 2012.
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Comparison of NTC changes fox Sherburne County cities from 201.1 to 2012
2012 Preliminary % in
2011 Net Tax Capacity Net Tax Capacity change -
Ciry Values Values decrease
Becker 14,954,800 14,486,754 -3.13%
Big Lake 7,546,161 6,569,611 -12.94%
Clear Lake 454,778 403,247 -11.33%
Elk River 24,303,844 21,612,212 -11.07%
Zimmerman 3,373,637 2,800,412 -16.99%
Source: Sherburne County Auditor
Proposed 2012 Tax Rates (Sherburne County
The Sherburne County Auditor has provided the proposed 2012 tax rates for Sherburne
County (Attachment #5) based on the maximum levies approved in September. Below is a
summary:
2011 2012
Ciry Actual Proposed
Becker 29.729 30.816
Big Lake 43.652 53.168
Clear Lake 70.869 75.01
Elk River 45.723 51.425
East St.
Cloud 41.305 42.578
Princeton 72.542 85.991
Zimmerman 36.001 43.016
Tax Levy Discussion
On September 12, 2011, the Council adopted a maximum tax levy of $11,112,391, which
includes no additional tax revenue in 2012 from the 2011 levy amount. Based on that levy,
and the elimination of the negative market value credit loss of $300,000 (negative revenue),
we have a positive amount of $159,750 prior to any adjustments.
Maximum
2011 2012 Difference
General Fund 9 758 5 3 9,728,746 (29 767)
__ ~~ ~.... ~ ._, , .1 _.. ......~ _ .._~_ ....... ...~.._ .._. _. ~ _ .. _...
;Library 63,100 63,100 ' -
Surface Water Management 50,000 50,000 ' -
;DebtServlce 813,525 ' .842,041 28,516
_e _~_. _ ..___. - ~ . . _ ,._._. .. _ ~ _.. _._... _
Economic Development Tax Abatement 427,253 ; 428,504 , 1,251
11.112.391 ~ 11.112, 391 ~ -
General fund tax levy worksheet (Attachment #2) starts with the maximum levy and
proposes adjustments fox 2012. Some adjustments are administrative updates. If all of the
C:\Users\jjohnson\AppData\Local\Microsoft\Windows\Temporary Internet
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adjustments axe accepted the levy could be reduced by $586,580 or 5.5%, resulting in a tax
rate of 48.70%. Since over 70% of our tax base is in residential (Attachment #4). The
majority of residential homestead properties would see a decrease in the city portion of the
property tax bill. See tax impact estimates (Attachment #3) for a sample of actual properties
in Elk River.
Attachments•
1. Vacant/Requested Positions
2. General Fund Tax Levy Worksheet
3. Tax Impact Estimates
4. Elk River Market Value by Class
5. 2012 Proposed Tax Rates (Sherburne County)
6. 2012 Appropriations Summary (General Fund)
7. 2012 Revenue Summary (General Fund)
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ATTACHMENT 1 VACANT/REQUESTED POSITIONS
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ATTACHMENT 2 GENERAL FUND TAX LEVY WORKSHEET
Tax Levy (General Fund)
$ 9,728,7s0 09/12/2011
Revenues Expenditures Difference
Maximum adopted levv $ 12,898,450 $ 12,738,700 $ 159,750
(Discussion Items)
Admin (ICMA/Training/MCMA)
Personal Services Changes
Admin (City Admin. Contract)
Parks Admin
Fire Admin (admin asst)
Overtime (Parks)
Credit Card Fees
Payoff Ice Arena Bonds 12/01/11
Positions (unfilled/vacant) (4)
Fund Balance (41.5%)
ERRP contribution (Assigned fund balance) (1)
Health Insurance City Contrib. (5%to 3%)
Cola 1%Jan & 1%July
Other expenditures (2)
Fuel Savings ($3.75 to $3.25) (3)
2012 Proposed
2011 Adopted
cha
Revenues Expenditures
3,150
12, 650
(1,750)
(18,700)
7,600
5,000
(111,650) Transfer out reduced
150,000 Increase contingency
339,630
26,500
(15,000)
(28,000)
(21,000)
(43,000)
$ 13,264,580 12,678,000 $ 586,580
$ 12,163,450 $ 12,500,050 $ (336,600)
9.05% 1.42%
Notes
1=Must be used to offset the Cost of premiums to employees.
2=Miscellaneous expenditures adjustments for changes since preliminary requests (Gravel, Bldg improv etc)
3=Latest indications are that we will find out early December on our fuel price.
4=Not designated for any specific position, City administrator will evaluate and make recommendations tothe City Council
Staff is researching alternative revenue sources for Building Inspections and Recreation programming
ATTACHMENT 3 TAX IMPACT ESTIMATES
Residental Impact Estimates
(same tax rate as 201145.72%)
Property Value
2011 2012 Value
Change Tax Capacity
2011 2012
167,500 157,200 -6.15% 1,675 1,34:
190,100 177,700 -6.52% 1,901 1,56!
227,700 214,000 -6.02% 2,277 1,96f
268,500 253,700 -5.51% 2,685 2,39:
385,100 366,100 -4.93% 3,851 3,61!
45.72 45.720
Tax Capacity Rate
2011 2012
765.91 613.14
869.14 715.30
1,041.04 896.20
1,227.58 1,094.05
1,760.68 1,654.19
MV
Credit
2011 MV
Exclsion
2012
Total Estimated Tax
2011 2012
`
;dollar
change
`Percent
than e
$ (72.12) 23,092 $ 693.69 $ 613.14 $ (80.54) -11.61%
$ (65.51) 21,247 $ 803.63 $ 715.30 $ (8833) -10.99%
$ (54.49) 17,980 $ 986.55 $ 896,20 $ (90.35) -9.16%
$ (42-55) 14,407 $ 1,185.04 5 1,094.05 $ (90.99) -7.68%
$ (g,qp) 4,291 $ 1,752.28 $ 1,654.19 $ (98.00 -5.60%
(tax rate 48.70°0
Property Value
2011 2012 Value
Change Tax Capacity
2011 2012
167,500 157,200 -6.15% 1,675 1,34]
190,100 177,700 -6.52% 1,901 1,565
227,700 214,000 -6.02% 2,277 1,96(
268,500 253,700 -5.51% 2,685 2,39:
385,100 366,100 -4.93% 3,851 3,61E
(same total tax levy as 2011, tax rate of 51.40%)
Property Value
2011 2012 Value
Change Tax Capacity
2011 2012
167,500 157,200 -6.159. 1 ~~ %~ 1,34:
190,100 177,700 -6.52":, -.-._ 156!
227,700 214,000 -6.02e. _,_,, .1,96(
268,500 253,700 -S.SlSa [,663 2,39:
365,100 366,100 -4.93% 3,851 3,61!
45.72 48.70
Tax Capacity Rate
2011 2012
765.81 653.11
869.14 761.93
1,041.04 954.62
1, 227.58 1,165.36
1, 760.68 1,762.01
45,72 51:425
Tax Capacity Rat®
2011 2012
765.81 689. 65
869.14 804. 56
1,041.04 1,008.03
1,227.58 1,230. 56
1,76o.6s 1,860. 60
MV
Credit
2011 MV
Ezcl:lslan
2012
Total Estimated Tax
2011 2012
Dollar
Chan a
Percent
change
$ (72.12) 23,092 $ 693.69 $ 653.11 $ (40.58) -5.85%
$ (6551) 21,247 $ 803.63 $ 761.93 $ (41.70) -5.19%
$ (54.49) 17,980 $ 986.55 $ 954.62 $ (31.93) -3.24%
$ (42.55) 14,407 $ 1,185.04 $ 1,165.36 $ (19.68) -1.66%
$ (g-qp) 4,291 $ 1,752.28 $ 1,762,01 $ 9.73 0.56%
MV MV
Credit Exclusion
2011 25}'12
Total Estimated Tax
2011 2012
' 4ollar
~chanye
Percen[
change
$ (72.12) 23,092 $ 693.69 $ 689.65 $ F4.U3 ) '0.58". ~,
$ (65.51) 21,247 $ 803.63 $ 804.56 $ 0.93 0.12'%.'I
$ (54.49) 17,980 $ 986.55 $ 1,008.03 $ '_1.48 2.18%
$ (42.55) 14,407 $ 1,185.04 $ 1,23056 ~ _.:._ 3.84%
$ (8,40) 4,291 $ 1,752.28 $ 1,860,60 $ _ 6.18%
C/I property 45.72% 45.72%
Property Value Value Tax Ca pacity Total Estimate Tax Dollar Percent
2011 2012 Change 2011 2012 2011 2012 change change
1,172,200 1,148,400 -2.03% 22.694 22,218 10,375.70 10,158.07 $ (217.63) -2.10%
1,330,000 1,301,000 -2.18% 25,850 25,270 11,818.62 11,553.44 $ (265.18) -2.24%
1,808,000 1,768,600 -2.18% 35,410 34,622 16,189.45 15,829.18 $ (360.27) -2.23%
5,096,700 4,983,800 -2.22% 101,184 98,926 46,261.32 45,228.97 $ (1,032.36) -2.23%
45.72% 48.70%
Property Value Value Tax Ca pacity Total Estimate Tax Dollar Percent
2011 2012 Change 2011 2012 2011 2012 change change
1,172,200 1,148,400 -2.03% 22,694 22,218 10,375.70 10,820.85 $ 445.16 4.29%
1,330,000 1,301,000 -2.18% 25,850 25,270 11,818.62 12,307.27 $ 488.65 4.13%
1,808,000 1,768,600 -2.18% 35,410 34,622 16,189.45 16,861.98 $ 672.53 4.15%
5,096,700 4,983,800 -2.22% 101,184 98,926 46,261.32 48,180.02 $ 1,918.69 4.15%
45.72% 51.43%
Property Value Value Tax Ca pacity Total Estimate Tax Dollar Percent
2011 2012 Change 2011 2012 2011 2012 change change
1,172,200 1,148,400 -2.03% 22,694 22,218 10,375.70 11,425.61 $ 1,049.91 10.12%
1,330,000 1,301,000 -2.18% 25,850 25,270 11,818.62 12,995.10 $ 1,176.48 9.95%
1,808,000 1,768,600 -2.18% 35,410 34,622 16,189.45 17,804.36 $ 1,614.91 9.98%
5,096,700 4,983,800 -2.22% 101,184 98,926 46,261.32 50,872.70 $ 4,611.37 9.97%
r ~ ATTACHMENT 4 ELK RIrVER MARKET VALUE BY CLASS
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ATTACHMENT 5 2012 PROPOSED TAX RATES (SHERBURNE COUNTY
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ATTACHMENT 6
APPROPRIATIONS SUMMARY (General Fund)
2009 2010 2011 2011 2012 % of % $$ 2011
ACTUAL ACTUAL ADOPTED AMENDED Preliminary Total Chan a Increase % ofTotal
General Govemment
MAYOR 8 COUNCIL $ 154,894 $ 152,891 $ 177,800 $ 177,800 $ 172,250 1.35% -3.12% $ (5,550) 1.42%
CABLE TV 68,737 71,027 77,800 77,800 86,800 0.68% 11.57% 9,000 0.62%
ADMINISTRATION 449,684 464,493 473,650 473,650 470,700 3.70% -0.62% (2,950) 3.79%
HUMAN RESOURCES 142,744 148,826 150,750 150,750 166,950 1.31 % 10.75% 16,200 1.21
ELECTIONS - 30,283 - - 38,050 0.30% #DIV/0! 38,050 0.00%
FINANCE 437,571 445,122 454,700 454,700 459,950 3.61% 1.15% 5,250 3.64%
INFORMATION TECHNOLOGY 248,260 285,211 266,600 266,600 246,700 1.94% -7.46% (19,900) 2.13%
LEGAL 213,210 222,952 240,000 240,000 228,000 1.79% -5.00% (12,000) 1.92%
COMMUNITY DEVELOPMENT 102,487 66,643 67,100 67,100 69,350 0.54% 3.35% 2,250 0.54%
PLANNING 294,984 299,609 303,550 303,550 305,500 2.40% 0.64% 1,950 2.43%
BUILDING MAINTENANCE 260,953 281,614 300,850 300,850 305,200 2.40% 1.45% 4,350 2.41
CONTINGENCY 6,434 10,766 75,000 75,000 50,000 0.39% -33.33% (25,000) 0.60%
ENERGY CITY 41,729 72,194 51650 51650 50900 0.40% -145% (750) 041%
General Govemment 2,421,687 2,551,631 2,639,450 2,639,450 2,650,350 20.81 % 0.41 % 10,900 21.12%
Public Safety
POLICE 3,999,708 4,192,403 4,288,650 4,288,650 4,449,250 34.93% 3.74% $ 160,600 34.31
FIRE 622,588 623,834 774,450 774,450 764,050 6.00% -1.34% (10,400) 6.20%
EMERGENCY MANAGEMENT 26,852 29,064 107,400 107,400 103,900 0.82% -3.26% (3,500) 0.86%
BUILDING SAFETY 560,986 453,741 465,200 465,200 476,400 3.74% 2.41 % 11,200 3.72%
ENVIRONMENTAL 70,897 52.762 56 950 56 950 48 950 0.38 % -14.05 % (8 000) 0 46
Public Safety 5,281,031 5,351,804 5,692,650 5,692,650 5,842,550 45.86% 2.63% 149,900 45.54%
Public Works
STREETS 1,276,703 1,286,247 1,524,450 1,524,450 1,543,150 12.11% 1.23% $ 18,700 12.20%
SNOW REMOVAL 205,707 285,975 262,850 262,850 288,650 2.27% 9.82% 25,800 2.10%
EOUIPMENTSERVICES 238,461 223,592 245,950 245,950 248,350 1.95% 0.98% 2,400 1.97%
ENGINEERING 107,137 91,387 177 800 177 800 175 550 1.38% -1.27% (2 250) 1 42
Public Works 1,828,008 1,887,201 2,211,050 2,211,050 2,255,700 17.71% 2.02% 44,650 17.69%
Culture ii Recreation
PARK MAINTENANCE 728,358 791,996 790,350 790,350 813,100 6.38% 2.88% $ 22,750 6.32%
RECREATION 722,825 674,228 756,900 756,900 798,100 6.27% 5.44% 41,200 6.06%
SR. CITIZEN PROGRAMS 187,583 190,491 204,450 204 450 226 750 1.78 % 10.91 % 22 300 164
Cukure & Recreation 1,638,766 1,656,715 1,751 700 1 751 700 1 837 950 14.43 % 4.92 % 86 250 14.01
TRANSFERS 233,104 130,337 205,200 205200 152150 1.19% -25.85% (53050) 1.64%
TOTAL $ 11,402,596 $ 11,577688 $ 12,500,050 $ 12,SD0,050 $ 12,738,700 100.00% 1.91% $ 238,650 100.00%
Pereonal Other Services Capital
Services Supplies 8 Charges Outlay/7ransfers Total
2012 Percent of Total General Fund 71.27°h 9.08% 17.51 °h 2.15% 100.00°k
__ _ _.
GENERAL FUND EXPENDITURES 2009 - 2012
$7,000,000 _ -----.._.._...._...........-------
~ $e,aao,ooo
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$a,ooo,ooo
$3,000,000
$2,000,000
$1,000,000
$-
General Government Public Safety Public Works Culture & Recreation Transfers
ozone ~I
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w2011Amended '~.
d 2012 Preliminary 'I
11/17/2011
ATTACHMENT 7 2012 REVENUESUMMARY (GENERAL FUND)
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MEMORANDUM
K1VC-'~
TO: Mayor and City Council
FROM: Lauren Wipper, Human Resource Representative
DATE: November 21, 201 I
SUBJECT: Consider Adjustment for Interim Street Superintendent Duties
As you axe aware, Street Superintendent Phil Hals began Phased Retirement in March of this
year following an extended vacation. Because Phased Retirement required Mx. Hals to
reduce his work hours to 50% of full-time, Assistant Street Superintendent Mark Thompson
was assigned the day-to-day management of the street and equipment services divisions with
Mr. Hals providing assistance and backup. Mr. Hals was also provided a number of special
projects to complete during this period.
In a memo to Council dated May 2, 2011, which I became aware of only recently, I was
directed to work with Mr. Thompson to determine if an adjustment to the position
description and pay classification are warranted during this period. As Mr. Thompson has
essentially served as the superintendent, apay adjustment should be considered.
In discussion with City Administrator Cal Portner it was decided that Mr. Thompson is
currently serving in an interim position until Mr. Hals officially retires. For that reason, an
adjustment to the position description is not warranted, instead it is recommended that an
appropriate interim increase be considered to compensate Mr. Thompson for the added
duties and responsibilities during this period as opposed to a position ox pay grade change.
Mr. Thompson is currently paid at the top of pay grade 11. The top of the pay grade for the
street superintendent position, pay grade 13, is approximately 13.7% higher. When Fire
Marshal Cliff Anderson served as interim Chief in 2009, the rationale used to figure his
compensation resulted in a $640 per month adjustment. This amount is approximately equal
to a 10% increase for Mx. Thompson, which is my recommendation.
Council should also consider a retroactive pay adjustment due to the period of time Mx.
Thompson has served in this position. Had this been acted on following the May 2, 2011,
memo, a pay adjustment recommendation would have been brought to Council on May 9,
2011. It is my recommendation that any pay adjustment given to Mr. Thompson be made
retroactive to May 10, 2011.
POMERE~ 8Y
A~~~~
FINANCIAL IMPACT
Savings from the street superintendent's phased retirement will fund this request for as long
as it continues. Realizing that we have previously allocated some of this savings to the lead
worker assignment and a new laborer position, there remains sufficient funds for this
request.
N:\Public Bodies\Ciry Council\Council RCA\Agenda Packet\11-21-2011\M Thompson Interim memo (2).docx
MEMORANDUM
.~.iver
TO: Mayor and City Council
FROM: Lauren Wipper, Human Resource Representative
DATE: November 21, 201 1
SUBJECT: Personnel Requests
Assistant Building Maintenance Supervisor
I was asked to review this position due to the change in responsibility since the position was
evaluated for the pay plan study in 2006. This was a new position in 2004 end was still
evolving when it was reviewed in 2006. Based on my review, I recommend this position be
reclassified from pay grade 6 to pay grade 7. This would result in a July step increase for this
employee which would cost approximately $1,100 and is currently unbudgeted.
Requested Assistant IT Manager
A budget request was made by IT Manager Bob Pearson to change the IT Support Specialist
position to Assistant IT Manager. I reviewed the requested position and believe it should be
placed in pay grade 6; however, I believe the title of IT Specialist (omitting Support from the
current title) would be more appropriate than Assistant Manager. The IT Support Specialist
position is in pay grade 5. The funds for this change would come from part-time pay which
is currently in this budget.
PA~ERE~ BY
A~~~~