9.2. SR 10-21-2013 City of
Elk=' Request for Action
River
To Item Number
Mayor and City Council 9.2
Agenda Section Meeting Date Prepared by
Worksession October 21, 2013 Tim Simon, Finance Director
Item Description Reviewed by
2014 Budget Cal Portner, City Administrator
Reviewed by
Action Requested
Continue 2014 budget discussions.
Background/Discussion
Following is an overview of the Wastewater Enterprise Fund and an update on the General Fund budget.
Wastewater Enterprise Fund Budget:
As part of the updated long-range plan, staff recommends a 3%utility rate adjustment for 2014 which is
consistent with prior year projections. Capital improvement and maintenance projects will be discussed
in detail. Staff has also updated the long-range financial model for the Wastewater Fund which is
attached and incorporates the expansion of the facility. Please refer to the summary sheet attached.
Administration—The only significant operating change is in the Personal Services line item. Time
allocation was requested to be changed to 100% Chief Operator and 50%Lead Operator salary allocation
to the Administration Budget. Staff recommends calling in the remaining two years of the outstanding
series 2005B bonds on February 1, 2014,using funds on hand in the Wastewater Fund.
Plant—Time allocation in the Personal Services line item was changed to 50%Lead Operator and 100% of
the Operator positions, for ease of time entry with the new timekeeping software. The Operating Supplies
line item continues to include ferric chloride which will be needed for the new permit requirements.
Modification to the existing wastewater treatment facility is currently estimated at$12,619,000 and is
included in the Capital Outlay line item. The following chart shows the proposed funding sources.
Revenues
State of MN Grant $3,000,000
Trunk Funds $1,000,000
Sewer Fund $3,000,000
Revenue bonds (15 yr.) $5,619,000
Total $12,619,000
Expenditures $12,619,000
Laboratory—No significant changes except the time reallocation.
P a w E A E U s r
NaA f RE]
Operations—Equipment Repair and Maintenance Services line item decreases. Our 2013 sanitary main
televising confirms there is no need for a slip line project in 2014. Time reallocation is the only
significant change.
Lift Stations—The Equipment Repair and Maintenance Services line item decreases as in 2013 several control
panel replacements at City Hall,Westwood,and Evans lift stations,generator for Evans,replacing pumps
1 &2 at Highway 10 station were completed. In 2014 the only control panel replacement which is
scheduled is at Meadowvale lift station.
Financial model—Staff will review in detail the long range financial plan for the Wastewater Fund.
General Fund Update—We will review some updates to revenues and expenditures since our last
review. On September 3rd, our General Fund revenues exceeded expenditures by$65,189; based on
some updated numbers our General Fund revenue currently exceeds our expenditures by$84,501.
The tax rate is estimated to decrease from 50.37% to 48.83% based on the net tax capacity provided by
Sherburne County. Our tax levy (total taxes collected) will decrease $246,530 or (2.42%) from last year.
Again these communities can decrease but not increase the levy in December.
c1tv %change
Becker 9.93%
Big Lake 9.22%
Dayton 1.51%
Elk River -2.42%
Nowthen 7.00%
Otsego 5.98
Princeton -1.46%
Ramsey 9.07%
Rogers 6.62%
St. Michael 2.99%
Next meeting—Nov. 4, review 2014-18 CIP, General Fund and Storm Water Fund.
Financial Impact
N/A
Attachments
• Wastewater Department request goals and worksheets
• Wastewater 2014-2018 Capital Improvement Plan
• Wastewater Fund financial projections
• General Fund tax levy summary
• General Fund tax rate calculation
• General Fund personal services
• General Fund budget worksheet
• Capital Outlay breakout
• General Fund tax impacts
N:\Public Bodies\Agenda Packets\10-21-2013\Final\In Laserfiche\x9.2 sr budget.docx
Department Performance Measures & Goals for 201
Department: Wastewater
Completed by:
Date: 10ctober 14, 2013
Performance Measure 2012 Actual 2013 Estimated 2014 Projected
Miles of line cleaned 40 miles 40 miles 42 miles
Grease reduction NA NA pea traps in 3 restaurants
Permit Compliance 100% 100% 100%
Biosolid reuse&solid level 100%applied/3%solid 100%applied/4%applied 100%(applied or GRE)&10%solid
Preventative Maint for lift stations 21 20 21
Inflow phosphorus levels 6-7 mg/I 6-7 mg/I 5-6 mg/I
Related Vision Statement Goal
Goal Objectives? Resources Required Other Comments
Maintain clean sewer lines 40 miles annually Jet truck/public notice process
Reduce grease in lines Public outreach(restaurants&residents) Program&educational material Seek grants for pea traps
Maintain permit compliance 100%compliance Protocol&documentation
Reuse biosolids 100%reuse of biosolids Agreement w/GRE Adequate acreage for city needs
Biannual PM's for lift stations 21 lift stations per cycle Schedule,equipment&supplies does not include major repairs
Reduce P levels of inflow 3%annually Sample data;landuse info,etc. may require indepth research
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Capital Improvement Plan 2014 thru 2018
Department Sewer Department
City Of Elk River, Minnesota Contact Chief Wastewater Operator
__.___ . -------- _..
Type Improvement
Project# WW-02 Useful Life 15 years
Project Name Lift Station Rehabilitation
� Category Utilities
Priority n/a I
Description
2014,2016&2018 Rehab oldest lift stations this is a ongoing maintenance item,
Justification
Preventative maintenance on our oldest lift stations.
i
i
i
Expenditures 2014 2015 2016 2017 2015 Total
Construction/Maintenance 50,000 60,000 60,000 170,000
Total 50,000 60,000 60,000 170,000
Funding Sources 2014 2015 2016 2017 2018 Total
Sewer Fund 50,000 60,000 60,000 170,000
Total 50,000 60,000 60,000 170,000
2014-2018 CAPITAL IMPROVEMENT PLAN Page 1
i
Capital Improvement Plan 2014 thru 2018
Department Sewer Department
City Of Elk River, Minnesota Contact Chief Wastewater Operator
Type Equipment
Project# ww-03 Useful Life 10 years
Project Name JetNaeuum truck
Category Heavy Equipment
Priority n/a
i
i
Description
Replace the current Jet/Vac truck for the sewer division i
i
Justification
In 2015 the sewer division jet/vac truck will be 12 years old and have reached its planned replacement age, Given the miles of sewer lines that
need to be cleaned each year it is important to have dependable equipment for the sewer division to perform one of its key functions.
Expenditures 2014 2015 2016 2017 2018 Total
Equipment 400,000 400,000
Total 400,000 400,000
Funding Sources 2014 2015 2016 2017 2018 Total
Sewer Fund 400,000 400,000
Total 400,000 400,000
2014-2018 CAPITAL IMPRO VEMENT PLAN Page 2
Capital Improvement Plan 2014 thru 2018
Department Sewer Department
City of Elk River, Minnesota Contact Chief Wastewater Operator
-----.- ..........- - -- --................... ...................
Type Vehicle
Project H WW-06
Useful Life 10 years
Project Name Vehicle Replacement Category Vehicles
..........
Priority n/a
Description
2015-pickup replacement
2016- 1-ton with hoist replacement
2018-pickup replacement
Justification
Annual replacement of vehicles after approximately 10 years and is adjusted based on maintenance costs and condition of vehicles,
Expenditures 2014 2015 2016 2017 2018 Total
Vehicles 30,000 70,000 35,000 135,000
Total 30,000 70,000 35,000 135,000
Funding Sources 2014 2015 2016 2017 2018 Total
Sewer Fund 30,000 70,000 35,000 135,000
Total 30,000 70,000 35,000 135,000
2014-2018 CAPITAL IMPROVEMENT PLAN Page 3
i
Capital Improvement Plan 2014 thru 2018
Department Sewer Department
City of Elk River, Minnesota Contact Chief Wastewater Operator
Project# WW-1J Type Equipment
Useful Life 10 years
Project Name Replace Generators
___..__ _..._._..._ Category Equipment
Priority n/a
I
Description
Replace 5 mobile generators.
Justification
Expenditures 2014 2015 2016 2017 2018 Total
Equipment 110,000 110,000
Total 110,000 110,000
Funding Sources 2014 2015 2016 2017 2018 Total
Sewer Fund 110,000 110,000
Total 110,000 110,000
I
i
2014-2018 CAPITAL IMPROVEMENT PLAN Page 4
Capital Improvement Plan 2014 thru 2018
Department Sewer Department
City of Elk River, Minnesota Contact Engineer
.... _ _ ........
Type Improvement
Project# ww-17 Useful Life Unassigned
Project Name Plant Expansion Master Plan
Category Plant Expansion
Priority n/a
Description
Modification to the existing WWTF. These modifications will increase the treatment capacity and meet the limits of our MPCA discharge permit,
The improvements are currently being designed according to growth projections,permit requirements and findings of the approved Facility Plan.
Justification
In addition to the increased flow projections expected as the City grows,treatment limits of our reissued MPCA permit continue to require
additional equipment and treatment processes to meet the MPCA requirements.
Expenditures 2014 2015 2016 2017 2018 Total
Construction/Maintenance 12,619,000 12,619,000
Total 12,619,000 12,619,000
Funding Sources 2014 2015 2016 2017 2018 Total
Sewer Fund 3,000,000 3,000,000
State grants 3,000,000 3,000,000
Trunk Utility Fund 1,000,000 1,000,000
Utility Revenue Bonds 5,619,000 5,619,000
Total 12,619,000 12,619,000
II
i
2014-2018 CAPITAL IMPROVEMENT PLAN Page 5
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CITY OF ELK RIVER
Requested budget analysis snap shot(General Fund)
2013 YTD 2014 %of
Adopted 09/30/2013 Requested budget
General Fund Revenues:
Property taxes 9,203,100 4,568,867 9,256,689 72.2%
All Other Revenues 3,433,850 2,538,941 3,562,800 27.8%
Total General Revenues 12,636,950 7,107,808 12,819,489 100.00%
General Fund Expenditures
General Government:
Mayor&Council 151,500 99,651 150,550 1.18%
Cable TV 87,550 61,774 92,700 0.73%
Administrative Services 588,250 423,472 588,300 4.61%
Human Resources 96,350 76,588 95,850 0.75%
Elections - - 38,750 0.30%
Finance 540,450 414,753 555,250 4.35%
Information Technology 296,700 202,382 265,800 2.08%
Legal 228,000 140,431 218,000 1.71%
Community Development 213,800 200,001 325,150 2.55%
Planning 236,700 110,130 137,850 1.08%
City Hall Maintenance 517,350 368,121 544,250 4.27%
Energy City 31,450 12,281 16,550 0.13%
Contingency* 8,400 351 (47,500) -0.37%
Total General Government 2,996,500 2,109,935 2,981,500 23.4%
Public Safety:
Police 4,370,300 2,925,997 4,487,850 35.19%
Fire 668,250 404,852 787,700 6.18%
Code Enforcement 85,050 61,334 88,600 0.69%
Building Safety 663,600 445,654 616,600 4.83%
Environmental 52,350 18,685 15,000 0.12%
Total Public Safety 5,839,550 3,856,522 5,995,750 47.01%
Public Works:
Street Maintenance** 1,530,200 1,271,331 1,238,050 9.71%
Snow Removal 285,700 189,155 277,300 2.17%
Equipment Services 252,750 166,751 183,850 1.44%
Engineering 173,350 138,667 166,850 1.31%
Total Public Works 2,242,000 1,765,904 1,866,050 14.63%
Culture&Recreation:
Parks Maintenance 807,450 582,354 926,900 7.27%
Recreation 718,600 493,435 730,950 5.73%
Sr.Citizen Programs 188,050 136,480 193,200 1.51%
Total Culture&Recreation 1,714,100 1,212,269 1,851,050 14.51%
Transfers Out 44,800 - 59,950 0.47%
Total General Fund Expenditures 12,836,950 8,944,630 12,754,300 100.00%
General Fund Gap Before Adjustments: (200,000) (1,836,822) 65,189 As of last budget review
Revenue Adjustments
School Liason Contract 24,312
ERMU-shared services(IT position PT to FT) 31,000
Misc revenue adjustments 15,000
Expenditure Adjustments
Graphic design services (5,000)
Health Insurance Adjustment-City contribution
Financial model update/software (5,000)
Tree Inspections(park budget discussion) (10,000)
IT position PT to FT (31,000)
Projected Total Budget Gap After Adjustments (200,000) (1,836,822) 84,501
Notes:
Total Tax Levy of$9,929,235
*=Contigency is$48,500 less employee turnover rate.5%(2013)1%(2014)
**=Sealcoating contract moved to pavement management fund(franchise fee)
N:\Departments\Finance\Finance\BUDGET\Budget Folders by Year\2014 budgets\2014 Summary Budget
Tax Levy(General Fund)
$ 9,256,689
Revenues Expenditures Difference
2014 Preliminary Budget $ 12,807,389 $ 12,797,350 $ 10,039
Adjustments (Discussion Items) Revenues Expenditures
Transfer-In(EDA/H RA staff allocation) 12,100
Police State Aid 10,000
Misc revenue adjustments 5,000
Health Insurance adjustment-City contribution -
Workers Comp Insurance(1) (25,850)
Contingency(4th of July in budget) (2,500)
Fuel-currently at$3.25 average -
Contractual services(tree inspections) 10,000
Street Office Assistants(pay grade 3) - (14,700)
School Liason Contract(2) 24,312 -
Graphic Design Services - 5,000
Financial model update/software 5,000
Salary survey/position classification - -
ERMU shared services(IT pos.PT to FT) 31,000 31,000
2014 Proposed $ 12,889,801 $ 12,805,300 $ 84,501
2013 Adopted $ 12,636,950 $ 12,836,950 $ (200,000)
change 2.00% -0.25%
N otes
(1)=workers comp modifier dropped to.82 from 1.02.
(2)=Contract effective 07/01/2014 billed in half year increments
CITY OF ELK RIVER
2014 BUDGET
GENERAL FUND REVENUES
2013 2014 %
DESCRIPTION BUDGET REQUESTED Change Notes
Taxes
Ad Valorem 9,203,100 9,256,700 0.58%
Gravel 84,000 125,000 48.81%
Total Taxes 9,287,100 9,381,700 1.02%
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 8,500 8,500 0.00%
Total Licenses&Permits 558,400 575,900 3.13%
Intergovernmental Revenue
Federal Grant 2,300 - -100.00%
PERA Aid 14,000 14,100 0.71%
Police Aid 210,000 220,000 4.76%
Police Training Reimb. 11,100 11,400 2.70%
State Aid Street Maint. 287,600 - -100.00% pavement mgmt.fund
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 545,600 277,900 -49.07%
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 99,300 32.40%
Animal Impound 3,500 3,500 0.00%
Fire Contracts 201,000 201,000 0.00%
Fire Inspections - 14,000 #DIV/0! 1st year estimate is$10-$14K
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 - 20,050 #DIV/0!
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 687,000 732,800 6.67%
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. 66,500 101,000 51.88%
Contributions 25,000 15,000 -40.00%
Miscellaneous 6,000 6,000 0.00%
Total Other Revenue 197,500 207,000 4.81%
Transfers In
Landfill 35,000 35,000 0.00%
Capital Outlay Reserve 112,900 200,000 77.15% 2014 use of fund balance
NSP/RDF Reserve 39,500 39,500 0.00%
Development Fund 48,600 48,600 0.00% Spectrum PILOF 4 yrs.
WWTS 100,000 100,000 0.00%
Liquor 330,000 363,000 10.00%
ERMU 500,000 725,900 45.18% LGA to equipment fund
EDA 25,000 32,250 29.00%
HRA 18,150 23,050 27.00%
Garbage/Other 25,000 25,000 0.00%
Total Transfers In 1,234,150 1,592,300 29.02%
Use of Fund Balance 200,000 - -100.00% Use of FB in Capital Outlay above
new accounting standard.
TOTAL GENERAL FUND REVENUES $ 12,836,950 $ 12,889,800 0.41%
CITY OF ELK RIVER
2014 BUDGET
GENERAL FUND EXPENDITURES
2013 2014 %
Description BUDGET REQUESTED CHANGE Notes
4101 FULL TIME SALARIES 6,318,050 6,606,900 4.57%
4102 OVERTIME 179,100 180,100 0.56%
4103 PARTTIME SALARIES 760,100 720,000 -5.28%
4104 PERA CONTRIBUTIONS 695,350 747,100 7.44%
4105 FICA CONTRIBUTIONS 288,750 295,950 2.49%
4106 OTHER RETIREMENT CONTRIBUTIONS 30,000 30,000 0.00%
4107 MEDICARE CONTRIBUTIONS 100,800 105,550 4.71%
4108 EMPLOYER CONTRIBUTION FOR INSURANCE 812,350 833,250 2.57%
4109 WORKERS COMPENSATION 141,700 151,750 7.09%
TOTAL PERSONAL SERVICES 9,326,200 9,670,600 3.69%
4201 OFFICE SUPPLIES 61,700 57,400 -6.97%
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 1,103,950 -0.64%
4301 AUDIT FEES 18,300 18,450 0.82%
4304 LEGAL FEES 228,000 218,000 -4.39%
4319 PROFESSIONAL SERVICES 117,850 124,050 5.26%
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 ADVERTISING/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/MAINTSERVICES 102,550 98,850 -3.61%
4404 EQUIP REPAIR/MAINT SERVICES 273,750 281,600 2.87%
4409 CONTRACTUAL SERVICES 541,850 232,800 -57.04% sealcoat to pavement mgmt fund
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 61,750 -0.48%
4460 EQUIPMENT REPLACEMENT CHARGE 250,000 241,950 -3.22%
TOTAL OTHER SERVICES&CHARGES 2,241,950 1,970,800 -12.09%
CAPITAL OUTLAY 112,900 - -100.00% Capital outlay fund
TRANSFER OUT 44,800 59,950 33.82%
TOTAL GENERAL FUND EXPENDITURES 12,836,950 12,805,300 -0.25%
2014 CAPITAL OUTLAY-Requested
Funding Source
Requested General Ice Waste Capital Outlay Liquor Govt Department
Department Item Amount R,nd 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 Bam(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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