10.1. SR 07-16-2012~a~t~:tif REQUEST FOR ACTION
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River
TO ITEM NUMBER
Ma or and Ci Council 10.1
AGENDA SECTION MEETING DATE PREPARED BY
Work Session ul 16, 2012 Tim Simon, Finance Director
ITEM DESCRIPTION REVIEWED By
2013 Budget Discussions Cal Portner, Ci Administrator
REVIEWED BY
ACTION REQUESTED
Continue 2013 budget discussions
BACKGROUND/DISCUSSION
Following is an overview of the Parks and Recreation and Administration budgets.
Attached are the department requested budget worksheets for those departments along with the
proposed 2013 department/division goals. Let me know if you would like more detail than what's
provided.
Park and Recreation Budgets (rec~ueste~•
Two of the park and recreation budgets, Pinewood and Ice Arena, are not part of the General Fund but
are tied to the General Fund if a transfer in is needed to balance operations. Rich Czech will present the
Ice Arena budget at an upcoming meeting, but Pinewood will be reviewed tonight. In addition, we will
review the Library budget for 2013.
Recreation -The recreation division is broken into three budgets: administration, programs, and
concessions. Recreation revenues offset approximately 21 % of the costs of the recreation administration
and programming budgets, which includes $17,400 in sponsorships. The recreation administration
personal services budget decreases slightly from the 2012 amended budget due to the removal of the
building maintenance allocation. The recreation administration operating supplies increases due to
computer replacements.
The recreation program budget is consistent with the 2012 budget.
The concessions expenditure budget is zero in 2013 due to a contract arrangement.
Park Maintenance -There are no operating changes proposed for the park maintenance division.
However, Operating Supplies increase for ball diamond ag lime, boulevard maintenance, and playground
repairs. In addition, one park maintenance employee has a snow plow route and has been allocated 90%
park maintenance and 10% snow removal budget. The Equipment Rental line item decreases since park
maintenance will no longer have to rent the office trailer once the public works building project is
complete.
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N:\Public Bodies\Ciry Council\Council RCA\Agenda Packet\07-16-2012\budgetstaffreport07162.docx AU.
Activity Center -The Personal Services expenditures at this time remain consistent with 2012 as the
park and recreation director is currently evaluating staffing levels. The operating budget for providing
senior programs remains consistent with last year's budget although the total budget is proposed to
decrease in 2013 due mainly to capital outlay requests that were budgeted in 2012.
Pinewood -The Pinewood revenues budget is adjusted to correlate with historical trends. The
Operating Expenditures are projected to decrease from 2012. The Building Repair and Maintenance line
item does include funds to replace the split rail fence. Pinewood does have two equipment replacements
(capital outlay) that will be evaluated and included in the Equipment Replacement Fund when presented
to the Council in August. Included in your packet is a one page summary of the revenues and
expenditures.
Library -Mick Stoffers will present the requested 2013 library budget. We have not heard what our
Maintenance of Effort will be for 2013, but we are not expecting a significant change. The overall budget
does decrease from 2012; the main change is within operating supplies for some new chairs in the
community room and front desk. No additional tax levy is expected for this budget in 2013.
General Government Budgets (requested)•
Administration Services -The Office Supplies increases for two computer replacements in 2013.
Professional services decreased due to a request to upgrade the city website. If the upgrade does not
happen then the current maintenance contract would be put back in this line item.
Cable TV -Office Supplies decreased due to the replacement of a computer in 2012. Equipment Repair
and Maintenance decreased for Internet circuit and aone-time firewall purchase in 2012.
Elections - No estimated costs for 2013.
Mayor & Council -Professional Services increases fox City Code update and website annual
maintenance. Dues and subscriptions continue to include the League of Minnesota Cities membership
and Historical Society. The Insurance line item includes the liability insurance for the city. Due to the
increased deductible last year, this line item has decreased. The Miscellaneous line item includes the same
items as last year including employee recognition event, volunteer recognition event, and ipad 4G
connection for Council. Capital outlay request is for a city website upgrade.
ATTACHMENTS
• Department Requested Budget Worksheets
• Personal Service Requests Spreadsheet
Action Motion by Second by Vote
Follow Up
N:\Public Bodies\Ciry Council\Council RCA\Agenda Packet\07-1G-201?\budgetstafEreport071G2.docx
Recreation
2013 Goals
• Research Otsego recreation opportunity.
• Enhance program opportunities at the YMCA gymnasium.
• Repurpose/maximize use of Lions Park Center.
• Evaluate major special events and programs to ensure they are consistent with our
mission.
• Implement a field use and allocation policy to prioritize and maximize the scheduling
of city parks and recreation facilities.
• Update all department policies, including recreation facility usage policies fox both
parks and facilities.
• Begin to develop a Parks and Recreation Comprehensive Plan.
• Complete the reorganization transition and coordinate opportunities for staff growth
and enhancement to effectively provide services to residents.
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Park Maintenance
2013 Goals
• Improve safety and maintenance throughout the park system.
• Continue to maintain athletic fields at the current standard.
• Improve and maintain landscaped areas.
• Continue to enhance the department by developing more processes to effectively
meet everyday challenges and needs of the parks.
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Senior Activity Center
2013 Goals
• Develop new programs and marketing strategies to increase attendance.
• Increase memberships.
• Update Activity Center office space.
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Pinewood
2013 Goals
• Increase rounds of golf.
• Maintain or increase participation in our programs such as youth leagues/lessons and
adult leagues.
• Improve cash flow.
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Account Revenue and Expenditure Summary
PIf~EWOOD'GC?t_~ CO`251r
REVENUES
Recreation Programs
Concessions
Other Mdse Sales/Misc.
Green Fees
Membership Fees
Golf Cart Rental
Advertising Fee
Tournaments Revenue
TOTAL
EXPENDITURES
2013 2012. 2011 2010 2009
Requested Budget Actual Actual Actual
17, 000 16, 500 17,145 16, 741 20,693
16, 000 16, 000 14, 757 15, 968 18, 736
3,500 3,500 3,468 5,459 5,600
110,000 120,000 91,663 106,658 115,712
17 , 000 16, 500 16, 740 13, 410 14, 250
20,000 18,500 20,029 18,377 19,518
- - - 400
5,000 5,000 5,205 5,864 7,015
188,500 196.,000 169,007 182,477 201,924
Personal Service 145,850 142,400 142,484 156,990 155,878
Other Operating Expenditures 77,950 82,1'00 67,534 59,212 57,723
Other Mdse for Resale 9,500 12,000. 7,636 11,674 13,226
TOTAL 233,300 236,500. 217,654 227,876 226,827
OPERATING INCOME (LOSS) (44,800) (40,500) (48,647) (45,399) (24,903)
Capital Outlay" - - - - -
NET INCOME (LOSS) (44,800) (40,500) (48,647) (45,399) (24,903)
Other Income/(Expense)
Cash Over - 347 - -
Principal - - (8,497) (8,496) (36,049)
Transfers In
(General Fund) 44,800 40,500 56,797 53,895 60,952
Change in Fund Balance - - - - -
Notes:
`= equipment replacement will be included in equipment replacement fund budget in August
Contract for deed payments on the course are funded out of park dedication & GRE reserve fund and therefore not included
07/11 /2012
Library
2013 Goals
• Maximize use of community room to bring in new clientele.
• Increase advertising.
• Update the collection.
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Administration
2013 Goals
• Evaluate and update the City Code.
• Create a new website that allows for more user functionality both internally and
externally and offers more features.
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Cable TV
2013 Goals
• Increase the number of business related programs.
• Review equipment inventory and remove outdated equipment.
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Mayor and Council
2013 Goals
• Innovation: Develop new programs and services to meet the needs of the
community.
• Community Development: Enhance and expand community involvement and public
participation through a variety of innovative outlets.
• Beautification: Have attractive, welcoming streetscapes at city entrances and primary
corridors. Enforce zoning ordinances.
• Opportunities: Foster apro-business atmosphere that provides incentives and other
opportunities for new and existing business growth.
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