6.5. SR 07-09-2012REQUEST FOR ACTION
TO ITEM NUMBER
~Iavor and Cirn Council 6.~
AGENDA SECTION MEETING DATE PREPARED BY
~Crork Session ulv 9, 2012 Cal Portner, City administrator
ITEM DESCRIPTION REVIEWED By
2013 Budget Discussion
REVIEWED BY
ACTION REQUESTED
Bunn 2013 budget review process.
BACKGROUND/DISCUSSION
This meeting begins the 2013 budget review process. Over the past t<vo months, staff has carefully
reviewed their historical department e~penditl~res, current and planned workloads, Council and division
goals as well as projected inflationary increases for goods and sei~Tices. Upon completion of each budget,
the respective department directors and division managers met with the city administrator, finance
director and finance staff to review each line item of their budget and to ezplain all material changes from
previous expenditures and revenue.
attached is a proposed calendar of planned budget meetings. The goal is to have a preliminar~T budget
established and a preliminaL-~- levy- approved before September 13, 2012.
ATTACHMENTS
^ 2013 Department Budget Schedule
^ Memo from Finance Director Tim Simon
ID-Ct1011 Motion by Second by Vote
Follow Up
rawEnlo ar
N:',Public Bodies City C~>unal'~,Council RC ~. agenda Pacbet u~-09-3013 ,Cal Budget Coy-ecdoc~: ~~~~
2013 Department Budget Schedule
Date Departments
July 9th Engineering
HR
Bldg Maint.
Legal
Finance
IT
Contigency
July 16th Recreation Admin
Recreation Programming
Park Maintenance
Activity Center
Library
Pinewood
Administration
Cable T.V.
Mayor & Council
August 6th Police
Ice Arena
2013 General Fund Revenues
August 13th Streets
Community Development
August 20th Fire
Equipment Replacement Fund
MEMORANDUM
River
TO: Mayor and City Council
FROM: Tim Simon, Finance Director
DATE: July 9, 2012
SUBJECT: 2013 Budget Discussion
Follo~Ting is an o~Tet-~Tiew of the Engineering, Human Resources, Building ~1laintenance,
Legal, Finance, Information Technology, and Contingenc~r Budgets. attached are the
department requested budget worksheets for those departments along with the proposed
2013 department/di~Tision goals. In the budget discussion we will go through the goals and
attached budget sheets. If you would like more detail than what's pro~-ided, please let me
know.
In addition, a summary of the 2013 requested General Fund ezpenditl~res and re~renues is
attached. This will be adjusted and updated o~-er the nett few months. ~t this point it is
based on the same total le~-~~ from the 2012 budget.
Engineering -The o~-erall Engineering Budget ezpendit«res are consistent with last year.
The personal ser~-ice does include the engineering tech II position, which is currenthr being
ad~-ertised. This tech position is included in Council Contingenc~r for 2012 and will be
allocated out once tilled. ~'e do ha~-e re~renue (engineering sei-~-ices reimbursement) which
offsets the time the cit< engineer and engineering tech II work on projects.
Human Resources -The Office Supplies Budget changes due to the anticipated
replacement of the tiro computers per IT's recommendation. ~o Capital Outlai~ requests
for 2013. Last wear's Capital Outlai~ request was for a Tiler Output Processing Soft are. ~t
the end of the budget process, the payroll clerk salary and related expenditures will be cross-
walked into the Finance Budget.
Building Maintenance (City Hall) -The personal sei-~ ices changed to more easily reflect
the building maintenance/cleaning time that had pre~Tiousl~ been allocated out to the ~Tarious
other General Fund Budgets. There are no additional personnel, just a reallocation of time
into one budget. ~ ou will see corresponding decreases in other General Fund Budgets.
The Operaring Budget remains consistent with the 2012 budget. The utilit<- costs ha~-e been
reduced due to the maintenance di~-ision continually adjusting and fiindingwa~s to operate
N: ~~. Pubhc Bodie s ~. Citp (;~ xuial ~~. Counal RC ~',_~genda Paget ~. (1"-09-3012 ~~.6. ~ budgehneinof 1 ~ 09.doc~
our buildings as efficienthr as possible. Our commitment to pre~-entati~-e maintenance has
kept our capital replacement needs to a minimum.
Legal -This budget cow ers the prosecuting attorney sei-~rices and the city attorney sei-~rices.
The amount is consistent with the prior gear budget.
Information Technology -The personal sei-~-ices changed due to a request for some part-
time help to address problems more quickhr and allow more time doing pre~rentati~-e
measures. This will also allow the IT manager more time to strategically plan IT needs.
Operating supplies increased due to the replacement of the forensic workstation. The
Equipment Repair and Maintenance line item has increased due to HP ser~-er maintenance
renewal ($10,000), hapersk~ ~iius protection ($3,900), which is e~Ter~ three wears, and
Dropboz annual reneR~al. Capital Outlay includes funds to deploy a campus wireless
netts ork.
Finance -The requested budget remains consistent with prior years. The only notable
changes would be an increase in professional ser~-ices for the Sherbui-~~e Countt~ assessing
contract. The County board appro~-ed a rate increase and they anticipate the amount to be
X33,300 for 2013.
Council Contingency -Council contingency is anricipated the same as 2012 which was
$0,000 for operations.
Next Stens
~,re will continue budget discussions on Juhr 16 with the Parks and Recreation and
administration budgets.
Attachments
^ 2013 General Fund requested budget by category
^ 20I3 Position requests/unfilled spreadsheet
N: ~~. Pubhc Bodie s ~. Citp (;~ xuial ~~. Counal RC ~',_~genda Paget ~. (1"-09-3012 ~~.6. ~ budgehneinof 1 ~ 09.doc~
Engineering
2013 Goals
Finalize unfinished developments -Eagles l~farsh 2"`', Woods at Hillside 4`h &
Hillside Estates 10`~
• Implement Pavement Management Plan - 2013 Street Improvement
• Continue support of other departments:
GIS 1~Iapping Updates
Comp Plan Updates
Stormwater Permit
WWTF Permit
Effluent Reuse project
Trail Pavement Management
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2013 Goals
• Explore inno~-ative ways to streamline processes. Research new technologies to
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• Perform benchmark study of the citjT's compensation plan.
• Succession planning to prepare for retirements.
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2013 Goals
• Continue to keep facilities clean.
• Keep up with maintenance requests.
• Impro~-e building operation and efficiency-.
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Information Technology
2013 Goals
• Implement a managed wireless network.
• Create a fiber optic roll out plan.
• Select and implement a new phone system,
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Finance
2013 Goals
• Review and update all financial policies.
• Increase technolog~~ for process development.
• Continued long-term financial planning.
• Continue Cr1FR and Budget sward recognition.
• Ensure compliance with state and federal laws.
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CITY OF ELK RIVER
2013 BUDGET
GENERAL FUND REVENUES and EXPENDITURES
2011 2012 2013
Description Actual BUDGET Requested % Change
REVENUES
GENERAL TAXES $ 9,660,847 $ 9,212,200 $ 9,387,150 1.90%
LICENSES AND PERMITS 432,874 412,650 553,400 34.11%
INTERGOVERNMENTAL REVENUE 535,085 542,450 540,000 -0.45%
CHARGES FOR SERVICES 579,875 650,350 687,000 5.64%
FINES AND FORFEITS 126,832 132,500 127,200 -4.00%
OTHER REVENUE 195,927 200,150 197,500 -1.32%
OPERATING TRANSFER IN 784,500 1,161,600 1,185,550 2.06%
FUND BALANCE RESERVES - 366,150 369,100 0.81%
TOTAL REVENUE
EXPENDITURES
PERSONAL SERVICES
SUPPLIES
OTHER CHARGES AND SERVICES
CAPITAL OUTLAY
OPERATING TRANSFER OUT
TOTAL EXPENDITURES
$ 12,315,940 $ 12,678,050 $ 13,046,900 2.91%
$ 8,687,272 $ 9,036,750 $ 9,461,100 4.70%
1,042,653 1,081,150 1,111,300 2.79%
2,030,347 2,397,550 2,314,300 -3.47%
119,562 122,100 112,900 -7.53%
147,166 40,500 47,300 16.79%
$ 12,027,000 $ 12,678,050 $ 13,046,900 2.91%
CITY OF ELK RIVER
2013 BUDGET
GENERAL FUND REVENUES
DESCRIPTION 2011
ACTUAL 2012
BUDGET 2013
REQUESTED
Change
Taxes
Ad Valorem 9,577,099 9,142,200 9,303,150 1.76%
Gravel 83,748 70,000 84,000 20.00%
Total Taxes 9,660,847 9,212,200 9,387,150 1.90%
License 8~ Permits
Liquor 55,105 53,000 56,500 6.60%
Amusement 1,470 1,000 1,000 0.00%
Cigarette 2,812 3,000 3,000 0.00%
Apartment 24,990 17,000 25,000 47.06%
Mining 21,095 20,000 21,000 5.00%
Garbage Hauler 1,875 2,100 1,900 -9.52%
Other Business 16,405 17,000 17,000 0.00%
NPDES Permit 2,005 2,500 2,500 0.00%
Building Permit 157,093 153,000 220,000 43.79%
Plumbing/Heating Permit 131,702 129,150 190,000 47.12%
Permit Surcharge 1,650 400 500 25.00%
Electric Permit 475 - - #DIV/0!
Animal License 5,900 3,500 4,500 28.57%
Parking Permit 1,647 3,000 2,000 -33.33%
Other Non Business 8,650 8,000 8,500 6.25%
Total Licenses & Permits 432,874 412,650 553,400 34.11%
Intergovernmental Revenue
Federal Grant 3,061 3,000 2,300 -23.33%
PERA Aid 13,984 14,000 14,000 0.00%
Police Aid 206,770 205,000 210,000 2.44%
Police Training Reimb. 11,362 12,000 11,100 -7.50%
State Aid Street Maint. 275,485 275,450 282,000 2.38%
State Crime Prevention Grant 19,298 30,000 20,000 -33.33%
Other State Grants(vest) - 3,000 600 -80.00%
Other Local Grants 5,125 - - #DIV/0!
Total Intgvtl. Revenue 535,085 542,450 540,000 -0.45%
Charges for Services
Planning & Zoning Fees 11,545 15,000 15,000 0.00%
Plan Check Fees 44,203 41,000 85,000 107.32%
Special Assmt. Search 900 1,000 1,000 0.00%
Sale of Maps/Copies 2,685 2,500 2,600 4.00%
Reimb. For Gen Govt Serv 3,373 4,000 4,000 0.00%
Lockout Fees 7,645 7,500 7,500 0.00%
Reimb. For Police Services 9,291 2,000 2,000 0.00%
School Liaison 75,000 75,000 75,000 0.00%
Animallmpound 3,600 3,000 3,500 16.67%
Fire Contracts 193,403 199,600 201,000 0.70%
Fire Calls 3,150 4,000 3,000 -25.00%
Street Services 21,367 35,000 30,000 -14.29%
Engineering Services Reimb. 44,744 89,150 104,900 17.67%
Recreation Fees 125,862 129,000 126,000 -2.33%
Concessions 5,614 14,100 - -100.00%
Park Fees/Bldg Rent 23,828 25,100 23,100 -7.97%
Sewer Inspection Fee 3,265 3,000 3,000 0.00%
Contractor License Check 400 400 400 0.00%
Total Charges for Service 579,875 650,350 687,000 5.64%
Fines
Court 108,746 120,000 115,000 -4.17%
Parking 18,086 12,000 12,000 0.00%
Ordinance Violations - 500 200 -60.00%
Total Fines 126,832 132,500 127,200 -4.00%
Other Revenue
Interest Income 89,491 100,000 100,000 0.00%
Refunds &Reimb. 79,219 66,500 66,500 0.00%
Contributions 21,448 25,650 25,000 -2.53%
Miscellaneous 5,769 8,000 6,000 -25.00%
Total Other Revenue 195,927 200,150 197,500 -1.32%
Transfers In
Landfill 35,000 35,000 35,000 0.00%
Capital Outlay Reserve - 122,100 112,900 -7.53%
NSP/RDF Reserve 39,500 39,500 39,500 0.00%
WWTS 75,000 100,000 100,000 0.00%
Liquor 270,000 300,000 330,000 10.00%
ERMU 300,000 500,000 500,000 0.00%
EDA 25,000 25,000 25,000 0.00%
HRA 15,000 15,000 18,150 21.00%
Garbage/Other 25,000 25,000 25,000 0.00%
Total Transfers In 784,500 1,161,600 1,185,550 2.06%
Use of Fund Balance - 366,150 369,100 0.81%
TOTAL GENERAL FUND REVENUES $ 12,315,940 $ 12,678,050 $ 13,046,900 2.91%
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CITY OF ELK RIVER
2013 BUDGET
GENERAL FUND EXPENDITURES
2011 2012 2013
Description ACTUAL BUDGET REQUESTED CHANGE
4101 FULL TIME SALARIES 5,997,181 6,064,900 6,408,950 5.67%
4102 OVERTIME 157,114 167,600 175,100 4.47%
4103 PART TIME SALARIES 644,824 782,750 740,350 -5.42%
4104 PERA CONTRIBUTIONS 632,586 663,500 697,000 5.05%
4105 FICA CONTRIBUTIONS 249,718 271,650 289,900 6.72%
4106 OTHER RETIREMENT CONTRIBUTIONS 40,900 30,000 30,000 0.00%
4107 MEDICARE CONTRIBUTIONS 88,128 95,950 101,100 5.37%
4108 EMPLOYER CONTRIBUTION FOR INSURANCE 714,774 795,400 854,300 7.41%
4109 WORKERS COMPENSATION 157,855 165,000 164,400 -0.36%
4110 RE-EMPLOYMENT COMPENSATION 4,192 - - #DIV/0!
TOTAL PERSONAL SERVICES 8,687,272 9,036,750 9,461,100 4.70%
4201 OFFICE SUPPLIES 39,830 59,950 61,700 2.92%
4212 FUELS & LUBS 282,984 289,100 276,500 -4.36%
4217 UNIFORM ALLOWANCE 39,118 51,650 48,900 -5.32%
4219 OPERATING SUPPLIES 578,463 583,600 637,350 9.21%
4221 EQUIPMENT PARTS 56,128 54,000 51,000 -5.56%
4226 STREET SIGNS 42,241 35,850 35,850 0.00%
4259 OTHER MERCHANDISE FOR RESALE 3,888 7,000 - -100.00%
TOTAL SUPPLIES 1,042,653 1,081,150 1,111,300 2.79%
4301 AUDIT FEES 18,030 18,300 18,300 0.00%
4304 LEGAL FEES 271,674 228,000 228,000 0.00%
4319 PROFESSIONAL SERVICES 102,944 112,050 177,850 58.72%
4321 TELEPHONE 51,867 76,100 77,800 2.23%
4322 POSTAGE 16,017 22,600 19,600 -13.27%
4331 TRAVEL/CONFERENCES/SCHOOLS 65,823 124,950 122,000 -2.36%
4334 CAR ALLOWANCE 923 4,800 4,800 0.00%
4349 ADVERTISING/MARKETING 26,721 32,400 32,400 0.00%
4359 PUBLISHING 19,738 30,700 28,850 -6.03%
4361 PROPERTY/AUTO/LIABILITY INSURANCE 134,468 153,950 131,450 -14.62%
4389 UTILITIES 135,016 146,750 158,300 7.87%
4401 BLDG REPAIR/MAINT SERVICES 83,177 103,850 102,550 -1.25%
4404 EQUIP REPAIR/MAINT SERVICES 232,414 266,250 273,750 2.82%
4409 CONTRACTUAL SERVICES 524,309 516,800 551,850 6.78%
4412 BUILDING RENT 1,544 1,500 1,600 6.67%
4415 EQUIPMENT RENTAL 15,734 27,000 21,500 -20.37%
4417 UNIFORM RENTAL 6,893 7,700 8,150 5.84%
4433 DUES & SUBSCRIPTIONS 35,139 35,800 34,450 -3.77%
4437 TAXES & LICENSES 332 1,300 450 -65.38%
4438 CREDIT CARD FEES 4,554 9,500 8,600 -9.47%
4440 MISCELLANEOUS 33,028 227,250 62,050 -72.70%
4460 EQUIPMENT REPLACEMENT CHARGE 250,000 250,000 250,000 0.00%
#DIV/0!
TOTAL OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TRANSFER OUT
TOTAL GENERAL FUND EXPENDITURES
2,030,347 2,397,550 2,314,300
119,562 122,100 112,900
147,166 40,500 47,300
12,027,000 12,678,050 13,046,900
-3.47%
-7.53%
16.79%
2.91%
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City of Elk River
2013 Preliminary Tax Levy
Pay 2012 Pay 2013
General Fund
Library
Surface Water Management
Debt Service
Tax Abatement
Levy Levy
$ 9,142,170 $ 9,303,135
63,100
50,000
592,041
428,504
Total City Levy
$ 10,275,815
63,100
50, 000
643,497
216,083
$ 10,275,815
Change in City Tax Levy 0.00%
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