9.2. SR 08-19-2013 City of
Elk=' Request for Action
River
To Item Number
Mayor and City Council 9.2
Agenda Section Meeting Date Prepared by
Work Session August 19, 2013 Tim Simon, Finance Director
Item Description Reviewed by
2014 Budget Cal Portner, City Administrator
Reviewed by
Click here to enter text.
Action Requested
Continue 2014 budget discussion.
Background/Discussion
Following is an overview of the Fire and Building Safety and Contingency budgets.
Attached are the department-requested budget worksheets for those departments along with the
proposed 2014 department/division goals. Let staff know if you would like more detail.
Fire and Building Safety Budgets (requested
Building Safety—The Building Safety Personal Services is adjusted for a personnel request to add a second
part-time permit technician position (16 hours) with an offsetting reduction of removing a vacant
inspector position from the 2014 preliminary budget. Operating Supplies increases to add tablets to the
inspector vehicles for access to data and updating data on permits. The Dues and Subscriptions line item
increases for ProPhoenix ICC codes.
Code Enforcement—The budget remains consistent with 2013.
Fire Administration—The Fire Administration budget includes the positions of Fire Chief and
Administrative Assistant. A personnel request for a Deputy Chief position starting July 1, 2014,is
included in the 2014 preliminary budget. The Otber Professional Services line item includes RMS consulting,
which the Chief will review at the meeting. The Operating Supplies fine item decreases as the 2013 budget
included $20,000 for replacing key boxes. The Conference and Scboolr line item increases for tuition
reimbursement and national conference. Two capital items are listed on the Capital Outlay Request
worksbeet.
Fire Operations—The Fire Operations budget includes the volunteer paid on can fire firefighters. Prior
to the reorganization,this budget included the Fire Marshall and Fire Prevention Specialist position,
which are now in the Building Safety budget. A personnel request for additional hours for fire academy
and fire instruction ($12,850) has been included in the preliminary 2014 budget. The Uniform Allowance
line item adjusts slightly for new firefighter uniforms. The Operating Supplies line item increases for a
rotation of structural firefighter PPE equipment replacement. This was previously replaced by a grant
and this would start replacing a few sets a year. Also, Operating Supplies line item increases for training
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N:\Public Bodies\Agenda Packets\08-19-2013\x9.3 sr budgetmemo£docx Na U R E
props, equipment, and communications equipment. The Conferences and Schools line item changes due to
firefighter certification and officer development classes.
Emergency Management—The Personal Services decreases based on all the Fire Chiefs time is included
in the Fire Administration budget. The Operating Supplies in for continued replacement and supply
costs for ID &access supplies. The Conference and School includes funds for additional training classes for
staff. Two capital items are listed on the Capital Outlay Request worksheet.
Safety—The Safety budget includes all the city-wide training including supplies. No significant changes
from 2013 other than reallocating funds from Professional Services to Travel, Conferences, and Schools for safety
training classes versus consulting. The Safety budget is funded via our Insurance Reserve Fund which we
have historically received a dividend for liability insurance and recently workers compensation. We
continue to expect the dividend to cover our Safety budget.
Contingency—The Council Contingency budget includes $50,000 for unexpected items that may come
up during the year. Based on our review of the Mayor and Council budget,we included the $2,500 that
the city typically reimburses for program expenses in the miscellaneous budget line item. Therefore,
Council discussed reducing the Contingency budget to $47,500. I have included this as an adjustment on
the budget summary worksheet. This Contingency budget also includes an employee turnover rate,in
2013 it was .5% and in reviewing potential retirement and staff turnover we are proposing to increase to
1% for 2014.
General Fund Update
An update on the overall General Fund revenue and expenditures will be provided. In early September,
we should get the preliminary Net Tax Capacity (NTC) number from the County. In addition,we should
get levy limit information from the Department of Revenue in September. We will then run tax impacts
to residential and industrial/commercial properties.
The preliminary 2014 tax levy is as follows:
Actual Estimate
2013 2014 Difference
General Fund 9,203,085 9,203,085 Library 63,100 63,100 -
Surface Water Management 50,000 50,000 -
Debt Service 643,497 371,459 (272,038)
Economic Development Tax Abatement 216,083 187,987 (28,096)
Total 10,175,765 9,875,631 (300,134)
A quick summary of the changes from 2013—2014 preliminary General Fund expenditure budget prior
to adjustments is below:
2013 Adopted Budget $12,836,950
COLA 150,000
Staff adjustments (personal sheet 165,050
Seal coat* moved to pavement mgmt. fund 397,000
Sales Tax exemption (81,050)
Inflation/Exp. Adjustments <1% 123,400
2014 Preliminary Budget $12,797,350
*_ $292,000 in state-aid maintenance revenue will follow to the pavement management fund.
N:\Public Bodies\Agenda Packets\08-19-2013\x9.3 sr budgetmemo£docx
Financial Impact
N/A
Attachments
• Department requested budget worksheets
• Budget summary (General Fund)
• Personal service requests spreadsheet
• Capital outlay requests (General Fund)
• Tax levy breakout
• Updated budget schedule
N:\Public Bodies\Agenda Packets\08-19-2013\x9.3 sr budgetmemo£docx
Department Performance Measures & Goals for 2014
Department: Building Safety
Completed by: Bob Ru recht
Date: June 17, 2013
Performance Measure 2012 Actual 2013 Estimated 2014 Projected
New Residential permits 36 45 55
Total All Permits 1,683 1,850 2,100
Total Inspections 5,128 6,200 6,800
Elk River Fire Inspections(Newly
initiated) 13 45 40
Otsego Fire Inspections(Newly
Initiated) N/A 40 40
Related Vision Statement Goal
Goal Objective(s) Resources Required Other Comments
To remain timely,efficient and To administer the building,fire and city codes Existing staff
professional with plan review, effectively as the building industry recovers
inspections and the issuing of permits from the previous downturn and requires
more staff time.
To effectively and efficiently conduct Fire Inspections of existing buildings are an Existing Staff
fire inspections on existing buildings effective and essential way to prevent
in Elk River and in the ERFD hazordus situations and protect both the
coverage area in Otsego. building occupants and the first responders
To continue the residetial rental Rental licensing is an effective way to help Existing Staff
license program and follow up on maintain neighborhoods,aesthetically,as
reported un-licensed properties. well assuring tenants of the reasonable
expectation of clean and safe living.
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Department Performance Measures & Goals for 2014
Department: Code Enforcement
Completed by: T. John Cunningham
Date: August 14, 2013
Performance Measure 2012 Actual 2013 Estimated 2014 Projected
Related Vision Statement Goal
Goal Objective(s) Resources Required Other Comments
Continue enforcement of city
ordinances to keep Elk River an
attractive and enjoyable place to live
and work.
Address citizen complaints in a
timely and efficient manner.
Integrate code enforcement cases
into fire department's records
management system.
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Department Performance Measures & Goals for 2014
Department: Fire Administration
Completed by: T. John Cunningham
Date: jJune 10, 2013
Performance Measure 2012 Actual 2013 Estimated 2014 Projected
Respond to emergency incidents in
an efficient and timely manner 356 responses;average time 6:51 425 responses;average time:6:50 450 responses
Maintain adequate paid-on-call
staffing 38 on-call firefighters 37 on-call firefighters 45 on-call firefighters
Related Vision Statement Goal
Goal Objective(s) Resources Required Other Comments
Address staffing challenges within ERFD 2013-2017:Goal 1A-1,2,3,4,5&6 Hire deputy chief,increase admin.
organization ERFD 2013-2017:Goal 2A-1,2&3 asst,hours,increase POC staffing
Develop policies and procedures ERFD 2013-2017:Goal 3-2,3,4 and 5 Adequate full-time staffing and POC
department-wide officer engagement
Begin development of in-house ERFD 2013-2017:Goal 4A-1,2,3,7&9 Adequate full-time staffing and POC
training program and academy firefighter engagement
Complete transition to new RMS, ERFD 2013-2017:Goal 8 Adequate full-time staffing;funds to
evaluate future records options hire consultant as-needed
Update city emergency response Staff time and availability Emergency Management
and preparadeness plans
Conduct city NIMS/ICS training and Staff time and availability;asst.from Emergency Management
exercise juris.partners
Implement customer satisfaction and ERFD 2013-2017:Goal 5B Department-wide
feedback program j
i
Continue to evaluate programs& City:evaluate programs and services Impact on staff
services department-wide
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CITY OF ELK RIVER
Requested budget analysis snap shot(General Fund) a b
Maximum
2013 YTD 2014 2014 %of
Adopted 08/14/2013 Requested Requested budget
General Fund Revenues:
Property taxes 9,203,100 4,567,142 9,203,100 9,256,689 72.3%
All Other Revenues 3,433,850 2,187,758 3,550,650 3,550,650 27.7%
Total General Revenues 12,636,950 6,754,900 12,753,750 12,807,339 100.00%
General Fund Expenditures
General Government:
Mayor&Council 151,500 66,520 150,550 150,550 1.18%
Cable TV 87,550 49,679 92,700 92,700 0.72%
Administrative Services 588,250 337,805 589,050 589,050 4.60%
Human Resources 96,350 60,085 96,000 96,000 0.75%
Elections - - 38,750 38,750 0.30%
Finance 540,450 349,060 555,900 555,900 4.34%
Information Technology 296,700 172,481 266,100 266,100 2.08%
Legal 228,000 119,089 218,000 218,000 1.70%
Community Development 213,800 154,601 325,350 325,350 2.54%
Planning 236,700 89,759 138,250 138,250 1.08%
City Hall Maintenance 517,350 299,612 544,900 544,900 4.26%
Energy City 31,450 9,992 16,550 16,550 0.13%
Contingency* 8,400 287 (45,000) (45,000) -0.35%
Total General Government 2,996,500 1,708,970 2,987,100 2,987,100 23.3%
Public Safety:
Police 4,370,300 2,384,361 4,502,200 4,502,200 35.18%
Fire 668,250 342,358 786,800 786,800 6.15%
Code Enforcement 85,050 49,218 88,600 88,600 0.69%
Building Safety 663,600 357,859 621,950 621,950 4.86%
Environmental 52,350 15,569 15,000 15,000 0.12%
Total Public Safety 5,839,550 3,149,365 6,014,550 6,014,550 47.00%
Public Works:
Street Maintenance** 1,530,200 716,670 1,252,950 1,252,950 9.79%
Snow Removal 285,700 189,155 277,750 277,750 2.17%
Equipment Services 252,750 133,935 185,500 185,500 1.45%
Engineering 173,350 110,459 166,850 166,850 1.30%
Total Public Works 2,242,000 1,150,219 1,883,050 1,883,050 14.71%
Culture&Recreation:
Parks Maintenance 807,450 468,655 927,350 927,350 7.25%
Recreation 718,600 393,500 731,950 731,950 5.72%
Sr.Citizen Programs 188,050 111,415 193,350 193,350 1.51%
Total Culture&Recreation 1,714,100 973,570 1,852,650 1,852,650 14.48%
Transfers Out 44,800 - 60,000 60,000 0.47%
Total General Fund Expenditures 12,836,950 6,982,124 12,797,350 12,797,350 100.00%
General Fund Gap Before Adjustments: (200,000) (227,224) (43,600) 9,989
Revenue Adjustments
Transfer-in(EDA/HRA staff alloc.) 12,100 12,100
Expenditure Adjustments
Contingency(4th of July budgeted) 2,500 2,500
Workers Comp(modif.dropped from 1.02 to.82) 25,850 25,835
Projected Total Budget Gap After Adjustments (200,000) (227,224) (3,150) 50,424
Notes:
a)Total Tax Levy of$9,875,631
b)Total Tax Levy of$9,929,235 based on estimated levy limits
*=Contigency is$50,000 less employee turnover rate.5%(2013)1%(2014)
**=Sealcoating contract moved to pavement management fund(franchise fee)
Actual Estimate Levy Limit
2013 2014 Difference 2014
General Fund 9,203,085 9,203,085 - 9,256,689
Library 63,100 63,100 - 63,100
Surface Water Management 50,000 50,000 - 50,000
Debt Service 643,497 371,459 (272,038) 371,459
Economic Development Tax Abatement 216,083 187,987 (28,096) 187,987
Total 10,175,765 9,875,631 (300,134)1 9,929,235
CITY OF ELK RIVER
2014 BUDGET
GENERAL FUND REVENUES
2013 2014 %
DESCRIPTION BUDGET REQUESTED Change
Taxes
Ad Valorem 9,203,100 9,203,100 0.00%
Gravel 84,000 125,000 48.81%
Total Taxes 9,287,100 9,328,100 0.44%
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License&Permits
Liquor 61,500 62,000 0.81%
Amusement 1,000 1,400 40.00%
Cigarette 3,000 3,000 0.00%
Apartment 25,000 27,000 8.00%
Mining 21,000 21,000 0.00%
Garbage Hauler 1,900 2,000 5.26%
Other Business 17,000 16,500 -2.94%
NPDES Permit 2,500 5,000 100.00%
Building Permit 220,000 230,000 4.55%
Plumbing/Heating Permit 190,000 190,000 0.00%
Permit Surcharge 500 2,000 300.00%
Animal License 4,500 6,000 33.33%
Parking Permit 2,000 1,500 -25.00%
Other Non Business 81500 8,500 0.00%
Total Licenses&Permits 558,400 575,900 3.13%
Intergovernmental Revenue
Federal Grant 2,300 - -100.00%
Market Value Credit - - #DIV/01
PERA Aid 14,000 14,100 0.71%
Police Aid 210,000 210,000 0.00%
Police Training Reimb. 11,100 11,400 2,70%
State Aid Street Maint. 287,600 - -100.00%
State Crime Prevention Grant 20,000 30,000 50.00%
Other State Grants(vest) 600 2,400 300.00%
Other Local Grants - - #DIV/0!
Total Intgvtl,Revenue 545,600 267,900 -50.90%
Charges for Services
Planning&Zoning Fees 15,000 12,000 -20.00%
Plan Check Fees 85,000 90,000 5.88%
Special Assmt.Search 1,000 1,000 0.00%
Sale of Maps/Copies 2,600 2,600 0.00%
Reimb. For Gen Govt Sery 4,000 4,000 0.00%
Lockout Fees 7,500 7,500 0.00%
Reimb.For Police Services 2,000 4,000 100,00%
School Liaison 75,000 75,000 0,00%
Animal Impound 3,500 3,500 0.00%
Fire Contracts 201,000 201,000 0,00%
Fire Inspections - 14,000 #DIV/0! 1st year est
Fire Calls 3,000 4,000 33.33%
Street Services 30,000 29,000 -3.33%
Engineering Services Reimb. 104,900 87,350 -16.73%
Sr.Center Activities - 15,050 ttDIV/01
Recreation Fees 126,000 125,000 -0.79%
Park Fees/Bldg Rent 23,100 23,200 0.43%
Sewer Inspection Fee 3,000 4,900 63.33%
Contractor License Check 400 400 0.00%
Total Charges for Service 687,000 703,500 2.40%
Fines
Court 115,000 110,000 -4.35%
Parking 12,000 12,000 0.00%
Ordinance Violations 200 200 0.00%
Total Fines 127,200 122,200 -3.93%
Other Revenue
Interest Income 100,000 85,000 -15.00%
Refunds&Reimb. 66,500 70,000 5.26%
Contributions 25,000 15,000 -40.00%
Miscellaneous 6,000 6,000 0.00%
Total Other Revenue 1971500 176,000 -10.89%
Transfers In
Landfill 35,000 35,000 0.00%
Capital Outlay Reserve 112,900 200,000 77.15%
NSP/RDF Reserve 39,500 39,500 0.00%
Development Fund 48,600 48,600 0.00%
WWTS 100,000 100,000 0.00%
Liquor 330,000 363,000 10.00%
ERMU 500,000 725,900 45.18%
EDA 25,000 25,000 0.00%
HRA 18,150 18,150 0.00%
Garbage/Other 25,000 25,000 0.00%
Total Transfers In 1,234,150 1,580,150 28.04%
Use of Fund Balance 200,000 - -100.00%
TOTAL GENERAL FUND REVENUES $ 12,836,950 $ 12,753,750 -0.65%
CITY OF ELK RIVER
2014 BUDGET
GENERAL FUND EXPENDITURES
2013 2014 %
Description BUDGET REQUESTED CHANGE
4101 FULL TIME SALARIES 6,318,050 6,569,650 3.98%
4102 OVERTIME 179,100 180,100 0.56%
4103 PART TIME SALARIES 760,100 751,450 -1.14%
4104 PERA CONTRIBUTIONS 695,350 746,650 7.38%
4105 FICA CONTRIBUTIONS 288,750 295,600 2.37%
4106 OTHER RETIREMENT CONTRIBUTIONS 30,000 30,000 0.00%
4107 MEDICARE CONTRIBUTIONS 100,800 105,450 4.61%
4108 EMPLOYER CONTRIBUTION FOR INSURANCE 812,350 823,650 1.39%
4109 WORKERS COMPENSATION 141,700 177,550 25.30%
TOTAL PERSONAL SERVICES 9,326,200 9,680,100 3.79%
4201 OFFICE SUPPLIES 61,700 52,400 -15.07%
4212 FUELS&LUBES 276,500 273,650 -1.03%
4217 UNIFORM ALLOWANCE 48,900 53,650 9.71%
4219 OPERATING SUPPLIES 637,150 637,000 -0.02%
4221 EQUIPMENT PARTS 51,000 49,650 -2.65%
4226 STREET SIGNS 35,850 32,600 -9.07%
TOTAL SUPPLIES 1,111,100 1,098,950 -1.09%
4301 AUDIT FEES 18,300 18,450 0.82%
4304 LEGAL FEES 228,000 218,000 -4,39%
4319 PROFESSIONAL SERVICES 117,850 119,050 1.02%
4321 TELEPHONE 75,900 75,650 -0.33%
4322 POSTAGE 19,600 21,150 7.91%
4331 TRAVEL/CONFERENCES/SCHOOLS 122,000 151,750 24.39%
4334 CAR ALLOWANCE 4,800 4,800 0.00%
4349 ADVFRTISING/MARKETING 32,400 31,150 -3.86%
4359 PUBLISHING 28,850 36,000 24.78%
4361 PROPERTY/AUTO/LIABILITY INSURANCE 131,450 139,450 6.09%
4389 UTILITIES 158,300 153,950 -2.75%
4401 BLDG REPAIR/MAINT SERVICES 102,550 98,850 -3.61%
4404 EQUIP REPAIR/MAINT SERVICES 273,750 281,600 2.87%
4409 CONTRACTUAL SERVICES 541,850 222,800 -58.88%
4412 BUILDING RENT 1,600 1,650 3.13%
4415 EQUIPMENT RENTAL 21,500 22,100 2.79%
4417 UNIFORM RENTAL 7,700 7,950 3.25%
4433 DUES&SUBSCRIPTIONS 34,450 40,200 16.69%
4437 TAXES&LICENSES 450 450 0.00%
4438 CREDIT CARD FEES 8,600 7,100 -17.44%
4440 MISCELLANEOUS 62,050 64,250 3.55%
4460 EQUIPMENT REPLACEMENT CHARGE 250,000 241,950 -3.22%
TOTAL OTHER SERVICES&CHARGES 2,241,950 1,958,300 -12.65%
CAPITAL OUTLAY 112,900 - -100.00%
TRANSFER OUT 44,800 60,000 33.93%
TOTAL GENERAL FUND EXPENDITURES 12,836,950 12,797,350 -0.31%
Tax Levy(General Fund)
$ 9,203,085
Revenues Expenditures Difference
2014 Preliminary Budget $ 12,753,750 $ 12,797,350 $ (43,600)
Adjustments (Discussion Items) Revenues Expenditures
Transfer-In(EDA/HRA staff allocation) 12,100
Liability Insurance -
Workers Comp Insurance(1) (25,850)
Contingency(4th of July in budget) (2,500)
Fuel-currently at$3.25 average
Fund Balance-transfer in
I
Contractual services(tree inspections)
2014 Proposed $ 1.2,765,850 $ 12,769,000 $ (3,150)
2013 Adopted $ 12,636,950 $ 12,836,950 $ (200,000)
%change 1.02% -0.53%
Notes
(1)=workers comp modifier dropped to.82 from 1.02,
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2014 CAPITAL OUTLAY-Requested
Funding Source
Requested General Ice Waste Capital Outlay Liquor Gov't Department
Department Item Amount Fund Arena Water Fund Reserve Fund Bldg Fund Other Total
Administration Scanner Replacement 7,500 7,500
7,500 7,500
Community Operations Office Building Out 4,500 4,500
4,500 4,500
EOC radio communication equipment 12,000 12,000
Emergency Mgmt EOC upgrades 20,000 20,000
32,000 32,000
Replace Virtualized Server and SAN 99,000 99,000
Enterprise Backup System 15,000 15,000
Fiber Network 10,000 10,000
IT Windows Server Upgrades 11,500 11,500
135,500 135,500
Admin/Planning/Engineering Plotter 10,000 10,000
Planning Mining Study 40,000 40,000
50,000 50,000
Streets/Snow removal/Fleet Portable Brake Lathes 10,500 10,500
10,500 10,500
Fire Administration Extrication Equipment 26,000 26,000
Replace ARMER radio consollettes 12,000 12,000
38,000 38,000
Subtotal General Fund Departments 278,000 233,500 40,000 278,000
Ice Arena Membrane Over the Barn's Roof(carryover 2013) 117,000 117,000
Front entrance doors 12,350 12,350
Vertical cracks to Olympic precast 16,200 16,200
Electronic Air Quality Monitor 13,000 13,000
Dehumidifier in Barn(carryover 2013) 185,400 185,400 -
343,950 343,950
Total $621,950 $0 $343,950 $0 $233,500 $0 $40,000 $621,950
Note:Vehicle and equipment replacement for non enterprise funds will be reviewed with the 2014-2018
equipment replacement fund.
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City of Elk River
2014 Budget Schedule
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May 6, 2013 Budget forms and instructions to department directors
June 3, 2013 Department Director proposed budgets due to finance department
June 2013 Staff budget meetings with City Administrator and Finance Director
July 1, 2013 General budget discussion on tax levy,goals, staffing and other
policy items.
July 15, 2013 Presentation of Community Development and Operations, Finance,
Information Technology, and Building Maintenance budgets to
Council
August 5, 2013 Presentation of Administration, Cable TV, Mayor& Council, Police,
Legal, Human Resources, Parks Maintenance and Library budgets to
Council
August 12, 2013 Presentation of Parks and Recreation, Streets, Environmental,
Landfill budgets and Equipment Replacement Fund budgets to
Council
August 19, 2013 Presentation of Fire and Building Safety budgets to Council
September 3, 2013 Council adopts maximum property tax levy
September 9, 2013 Presentation of the Liquor, Garbage and Wastewater budgets
September 15, 2013 Certify maximum property tax levy to Sherburne County
October/November 2013 Final adjustments/budget revisions and review Capital Improvement
Plan (CIP) funds/projects
December 2, 2013 City Council adopts the final 2014 budget and property tax levy
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December 16, 2013 City Council adopts the 2014-2018 CIP
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