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10.4. SR 08-04-2014 City of Elk Request for Action River To Item Number Mayor and City Council 10.4 Agenda Section Meeting Date Prepared by Work Session August 4, 2014 Tim Simon, Finance Director Item Description Reviewed by 2015 Budget Cal Portner, City Administrator Reviewed by Action Requested Continue 2015 budget discussion. Background/Discussion Following is an overview of the Mayor&Council, Cable TV,Administration, Human Resources,Legal, Library,Park Maintenance,and Street Maintenance budgets. Attached are the proposed budget worksheets for those departments along with the proposed 2015 department/division goals. Let staff know if you would like more detail. General Fund Update An update on the overall General Fund revenue and expenditures will be provided. Administration Budgets: Mayor & Council—Dues and Subscriptions continue to include memberships for the League of Minnesota Cities and Historical Society. The Insurance line item includes the liability insurance for the city. The League changed the premium allocation method and more is included in the public safety budget. The Miscellaneous line item includes the same items as last year including employee recognition event,volunteer recognition event,and iPad 4G connection for Council. One additional event included in this line item is $15,000 for the Independence Day fireworks. In 2016, Otber Professional Services includes funds for a Community Survey. Cable TV—No significant changes to the Cable TV budget for 2015 &2016, other than the personal services request for additional hours for the part-time cable caster position. These additional hours would be offset by cable franchise fee revenue. Administration—The overall 2015 Administration budget expenditures are consistent with last year. The only significant change is a reduction in Equipment Repair and Maintenance for the copier leases which are now included in the Information Technology budget. In 2016, the Administration budget includes additional funds in Otber Professional Services for a website refresher. Elections—Last year during the budget review we discussed starting to budget every year about half the amount so we don't have the significant changes every other year. The average the last couple elections is $39,000 so we will budget$14,500 per year. We will include a line item for 2015 and similar amount for P a w E R E U 6 Y NaA f RE] 2016. The City Clerk is requesting the purchase of Modus Election Software ($8,800) in 2015 and ($6,500) in 2016. Also in 2016 a request for electronic poll books ($16,000). Human Resources—Personal Services is adjusted for a request for a Human Resources Technician starting in 2015. Office Supplies includes supplies and equipment related to the new position request. Included on the Capital Outlay summary attachment is a request for Human Resource Information System (HRIS) software which is used for on-line applications, automated performance evaluations, training tracking, assigned equipment,and applicant tracking among other applications that help automate many aspects of HR that is now kept track of in multiple locations. The 2016 budget includes leadership training in the Conference and Scbools line item. Legal The budget includes prosecuting attorney, city attorney and miscellaneous legal work outside the retainers. The preliminary budget is consistent with last year. Parks and Recreation Budgets: Library—William Hollerich,Branch Manager will present the Library budget. The Library Fund is a Special Revenue Fund in which a separate tax levy exists. We have not heard what our Maintenance of Effort will be for 2015,but we are not expecting a significant change. The overall budget does remain consistent with 2014. Operating Supplies line item does increase slightly in 2015 for a floor scrubbing machine as recommended by the building maintenance staff. No additional tax levy is expected for this budget in 2015, as some of the costs in the past have historically been under budget. Parks Maintenance— Utilities line item increases for the Oak Knoll well irrigation. When the ponds dry up and the well is insufficient,the school and city switch to municipal water for irrigating the ball fields. Contractual Services decreases for horticulture and tree services since recent hires have experience in that area. Equipment Parts line item increases to align more with historical trends. Streets Budgets: Streets—The Streets Department Personal Services is budgeted 80%in Streets and 20%in Snow Removal. This also remains consistent for the 2015 budget. The actuals vary based on the snow events in a given year. Operating Supplies decreased based on the amount of crack filler material in inventory. For 2015,we have created a line item Equipment Parts and reallocated the amount from Operating Supplies for easier tracking and consistent with other city departments. The Street Signs budget decreased due to our aggressive plan in prior years of getting ready for the new FHWA sign standards. Contractual Services line item decreases with the removal of the overlay contract which is in the Pavement Management Fund and will be funded by the franchise fee and state-aid maintenance allocation per City Engineer recommendation. On the Capital Outlay summary sheet you will see a request to replace some CO & NO2 sensors and the woodshop build out. Snow Removal—The budget remains consistent with 2014. Operating Supplies increases for additional road salt and cost increases. Equipment Maintenance An amount has been included in Personal Services for additional overtime ($2,300) for equipment maintenance. The superintendent has moved some stock inventory items from the streets budget to the equipment services budget since they are related to city-wide equipment service. Fuels and Lubes was reallocated from the street maintenance budget. Financial Impact N/A Attachments • Department Worksheets • Tax levy breakout • Capital Outlay summary sheet (General Fund departments) • Personnel sheet summary • General Fund summary • Updated Budget Schedule Division Performance Measures & Goals for 2015 Division: Mayor& Council Completed by: Tina Allard, City Clerk Date: May 30, 2014 Performance Measure 2013 Actual 2014 Estimated 2015 Projected Regular Meetings 28 24 24 Closed Meetings 9 8 5 Special Meetings 5 3 5 Total 42 37 34 Related Vision Statement Division Goal Goal/Objective Comments 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 a pro-business atmosphere that provides incentives and other opportunities for new and existing business growth Planning and Positioning:Employ resources toward long range benefit to the community 0 0 0 0 o a a o 0 0 0 0 0 0 0 0 0 P O O O N O N O O O O O O N N O O N W E �C+ VI W 04 N N M rl N O M M d' W N W N a N O � ❑ N � a a m a a a a o o o o a o 0 o a o 0 0 0 0 O O O N O N 0 0 O O O O N N O O N q N Oi P N N P n n P M N r �n o n w o W E N W Q 0 O ri N f'1 ri •-1 o Y'i C1 r1 W r w N N O 0 PG N O ❑ G N a m a o N P m h c a o n o P w h o w n N N N m n N rn n n .1 P �a m o rn N m E P m o P o N o n E N n N M N P N 0 N O O O O O a 0 0 0 0 0 0 0 0 0 0 O z F O O O N O N O O O O O O O N N O SLF 'T., W. W U' P P N N N N O N ] to 'A N U W N U M P d' ri m N w C9 E p m DG m .] W TA ❑ W W O a rl 'J m ri N N h N W P b m N d' E �2 ri m U �C N N P m N N N N M h b N 4� N O E M C" rl N N P rY m ve O N O U R y x H m � m o i➢ U •N W m 0 0 4 b1 a E a d C m O U d V Gl U U dl d W E GD V W aJ H .N H U m u1 b .-1 .� s, m •.� m a a a q N W .� a) I si b H 9 N to dd N m b N v U V H w H U i4 5 flf V H H W U 1 7q 1� RSr -H W •N d 11 `✓ N 0 W U K N W H N p w U O � 0 a E m a a O H , W ,5 3 -� O H q 11 �7 N 'L �! qH C rl rl FI ri ri E GI .i H Vk .a rf ri .i ri ri rl � � H O W ou E CL E n o m X m o 0 0 0 0 � o u o 0 0 0 0 0 o rtr Elk Memorandum River To: Mayor and City Council From: Tina Allard, City Clerk Date; May 30, 2014 Subject: Visioning Plan and City Community Survey In the Council adopted Visioning Plan there are two Action Steps (under the Innovation and Community Development goals) listing a community survey as tasks. The tasks state: "The city.should ealaGlish a metric gstemfor the evacuation of ci f programs;eliminate services no longer available as once ryas;and mi im programs for three testy; 1) Regzrired f mandated/core service;2)Qmakty of life;3)Service teat others protide." By surveying residents, businesses, and community organizations, there is a better understanding of the needs and desires of the community and the city is better able to allocate resources to address these priorities. The survey acts as a planning tool and performance metrics program. By monitoring the city's performance over the long-term, Council can determine if service is improving or declining, and whether resources need to be adjusted in particular areas. When the city budget is prepared, the Council can use the performance metrics from the survey to evaluate what the city is getting for the money it spends, rather than simply how much it's spending. The city uses the measures to try to determine whether it is providing the community good value for the tax dollars they pay. Council should discuss the value of a community survey program in Elk River. If a survey program is implemented staff would recommend establishing an ongoing survey program in the budget every 3-5 years. If the Council feels a community survey is not needed at this tithe, the task should be removed from the Visioning Plan. P0IMERER B1 C:\Users\tsirnon\AppData\Local\N ticrosaFt\Windovvs\'1•emporary lntcmet Fiics'Content.Outlook\70NQQY72\Surveti- INAMPE1 Mem Memo(2).does Division Performance Measures & Goals for 2015 Division: Cable Completed by: Tina Allard, City Clerk Date: 5-29-14 Performance Measure 2013 Actual 2014 Estimated 2015 Projected Number of In-House productions 61 62 65 Number of On Demand web views 4,300 6,500 7,000 Total number of On Air productions 195 210 210 Related Vision Statement Division Goal Goal/Objective Comments Convert equipment and productions Meets Cable Commission goals City currently has standard definition equipment.Standard definition to High Definition formatting. equipment is becoming obsolete and difficult to find.The department needs to be ready for the high definition transition when Charter Communications decides to switch all of it's programming to this format. Utilize additional hours of cable Innovation&Community Deveiopment: See memo.This goal would be removed if additional staff time is not operator position for events, allocated. production trailer,and on location Action Step:Enhance Communications by shoots. shifting more talking to online. Produce and promote live coverage Witih equipment upgrades completed at the Elk River Arena,there is now of off site productions. opportunity to provide live coverage of hockey and football games. 0 0 0 o p o p p O p p n p p p N N N O N O N N N O O N N N N O ❑ M V� d O N N M N d N m N Q h W E 1p fl! W M M1 lO N d P !n N N d N N C N O 3 ❑ ri d a 0.'i A CL 0 0 0 0 0 0 O O O p 0 0 0 6 p N O O 111 N O N O N N N N N N O ❑ N 1D a 4T N R� M d h h M d N P W E u'1 0 �+. 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Records Management Policy Mandated program Records management has grown considerably and is no longer only an Implementation administration dept function.The newly adopted policy establishes records coordinators in each department who assists in maintaining city records for their departments.In-depth long-term training program would be established to assist coordinators with records retention. Internal system and procedures need to be developed to handle documents currently not listed in the State Record Retention Schedule. Assist other departments in getting This goal would most iikely occur only if staff can get a volunteer on board their records into the city electronic to assist with scanning documents. management system(Laserfiche) Begin utilizing Communications Planning&Position goal in the Vis#oning Staff has begun work on a communications template to be completed in Template Toot across all Plan-Task under the Action Step for 2014.Staff would train staff on it's purpose and value and assist departments.Provide training to completing comprehensive plans.Actual departments m the marketing and public education campaigns via use of departments for use of the template. task is to complete a communication plan, the template. Move toward electronic business Create online forms,such as in some city licensing,that can be submitted process. electronically by the public.Move licensing storage into the city electronic records management system 1Laserfiche).Work toward accepting and utilzing e-signatures. 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 � vl o m1 o u1 vl 0 0 0 0 0 0 0 N o 0 0 0 o v1 In q r 10 m r1 m ,-I o rn N N 1n H m h m In N rr m 0 W E W N O [p7 d n O P ❑ m N � W D' Ob W O O O O O O O O O O O o o o 0 0 0 o o 0 o 0 0 O 0 0 0 0 O N O N 0 0 0 0 0 Ill O O o Ill o o Ill Q H a1 N 10 n C o W 0 0 N 1 m 1 m 0 N O O 1 1 W E 111 m w rl F N ID 1p m N P m .-I .d o P N b N W ul ti O Oq a n O P Q m In w a w W a N P m r � 01 r m m .a m � in o r a r rl H N Q l+l 1 In 1 m 01 N 1 1p 1p Ill w M 111 P N tll w N E '.� W 05 N N N m N h N N N H n ID Ill N P m a 0 N o 0 o O 0 m 0 0 0 0 O o o 0 0 0 0 o 0 0 0 0 O E E In o 0 o m In v1 In o in u/ o 0 0 0 0 0 0 o In In 0 z W ry W m 1 o b r W N N 11 0 tT m a n P r n o 14 U [1G h �' m N m e-1 ri ri ri .-i N l0 Ol � '.] (A M N 111 � U 111 D1 d� rl O N m P N Ill tl1 111 r lO m o P N q� 1p n N ri 4 W rf O ID P m P T O 1p 1p [� M Ol N O P tll W r P m m m e-i M N O N N h n N Ov N N IO P 1p ,D m .1 Ti m O� d� P eM 01 O 7 W n O E P N a1 m 111 �-1 N r W m Iil .i C C N IP1 N h m m 10 l E N R m ri r H w G a � H x w a w w a +> r h O 0 Vl m T N O m OI N m m tf1 h 1!i N m n h r P N O M' n d rl .h lD m P O 111 1!1 e-i' m tp In t11 M +]' <]' ri rl N P, r., ?+ R O n U m P P E R H V U R if1 lD O O O N O m r N N P m F o m o m .-I 0 o N 4 0 O h N m C+ O m pl r1 II'i M m M m 1p 10 N m IIS �o N h m N N P N ri � � M M Ifl m N P p1 N W lD m .-I .a b o r m n 1n r� rI w �a ri m m n O F O m n N N r-f r-I N Ill N [! 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Completed by: Rodney 5chreifels Date: May 31, 2014 Performance Measure 2013 Actual 2014 Estimated 2015 Projected City Parks maintained 44 44 44 Athletic Fields maintained 17 17 17 Playgrounds maintained 18 18 18 Miles of paved trails maintained 31 31 32 Miles of grass trail maintained 11 11 11 Miles of mtn.bike trails maintained 8 8 8 Acreage mowed-parks,blvds, medians,etc. 251 251 251 City building grounds maintained 2 2 2 Park acres maintained 1180 1180 1180 Related Vision Statement Division Goal Goal/Objective Comments Continue to maintain athletic fields at Evaluate turf needs on a regular basis and a high standard. adjust through proper irrigation,fertilizer,and weed control. Continue to improve on safety and Step up inspections and repairs. maint.throughout the park and trail system. Continue to improve and maintain Support Elk River's Beautification goal and landscapes and irrigation. look for innovations to improve and reduce water needed for irrigation. Continue to maintain park amenities Through education and research maim.Staff to gain the longest life expectancy will come up with innovative plans to fit the possible. budget. Develop a parks maintenance plan Establish an outline for maintenance Plan outline includes the following:Levels of maintenance,park inventory, personnel to follow:and to justify and frequent tasks and procedures and tree and athletic field care. forecast future needs o v o O v v 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N 4 4 N 0 Ll 0 0 u1 N O O N O N O O N N O O O N O O N N m Q l[� LL� ry m m O N M h 1P m b 0 0 N N m r1 N g b h 0 N M r3 W F O M N .-I m d' N m m <n to N m � cqr O ] ❑ a' 6n N .i m W a R7 a O O O O O a 0 0 0 a 0 0 0 0 0 O O O O O O o o o o o o O O O N N O O O N N O O N O 611 0 0 0 N O O O N O N N N Q m to N N g m cp M P1 K@ b 4 0 N rl ri M N O I[1 h 0 II� h h W F ri O CJ Q' O �➢ m N �D N N P O� N N N P rl r-1 rl N m N o W ❑ a� 6n N N s ry O W [9 d ❑ k] r-I (V U6 N R h 1 rl r-I N1 m N d� CV O Rt if1 P P 61 N m N O N N 4D F F'aC B M W t'1 rl N V' m rl M @ F Ol F N rl ri N m N O W P N q N 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O O O O o v o 0 0 0 a a H F W c7 (a o 69 m o m 6L m N .7 Ot 6P M N 6D r-I O P Q+ r1 V� N M ri N c-I N h r+l � U N M i!] n h M n rY O M N N ry O1 m O N O M O O r M 1p 1p m O 01 6 V' w� 06 m V� N 111 M 6D VO O'� lfl O m M r N N .7 N d• M1 N �B N h 10 N O N N m m P m eel N m 64 P N O� m. m , . . . �' N O E m M aD t0 M N N O rn N P K? 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Q H m 1s1 N@ N 6t} N N N N +fi 4J N N N N � dS N N N N N N N N N N N iQ ri a O V' m O P W V' d• T W P P P O P P P P O N P P P P P P P P P P P O 1-1 O m F -+ E m m o Q o v N v o N .w m p, r v 41 o o g q o q v q 0 D o v o a U v v o v v o v o v Division Performance Measures & Goals for 2015 Division: Streets Completed by: Mark Thompson Date: 06.092014 Performance Measure 2013 Actual 2014 Projected 2015 Projected Miles of sealcoat prep {street prioritization, cracksealing and velocity 14.4 5.2 miles 6 miles patching double sealcoat application 2.1 2-3 miles 2 -3 miles Trap rock sealcoat application none 2 -3 miles 2 -3 miles crack seal miles city staff none 10 miles 12.5 miles crack seal miles contracted 20.4 20 miles 20 miles Division Goal Related Vision Stmt Resources Required Other Comments Goal/Objective utilize velocity patching Maintain pavement condition index of Beautification; traffic crackseal with state spec. equip. continue mill and 80 or higher calming rubberized sealants patch methods under sealcoat areas as needed. continue the use of double sealing Beautification; traffic efforts to correct premature techniques on specific streets Trial calming specific rock and sealcoat failures use of Trap rock on specific streets application methods Beautification; traffic aggressive crackseal program with city calming proper sealants and keep water from entering and contracted personell application methods street base materials Beautification; traffic paint stripe streets 1 entire city each calming assist traffic control with year paint/ beads bright traffic markings Beautification; traffic identify required areas for calming painting, discontinue paitning paint arrows and x-walks each year paint 1 beads some X-walks Provide consistent & expanded signage Beautification, traffic Materials and workforce in the community control Beautification; improve sweeping to keep sediment Implement street maintenance water quality from entering storm drain standards a ui ment and workforce systems 0 0 0 0 0 0 4 0 0 O O O O d 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O a O m 1f1 o N all V1 0 o P O P 0 0 0 0 O O O O 111 �i O Q O P O O 111 � 1r1 V1 U1 W H H m W m d� O a[ m O m 1D M N m r N N b M O !D d1 S 01 M lt1 1p r N W N O [C[}7} N d. 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O W m O F N F 0. H h m W U W ❑ ❑ E, W W lo H N iJ N u N M d, 0 r m 01 R N 01 .-I 1p -A o1 .-I N .i a•. .-I rn .-I T 01 N r m h O O va yl O O O N H N N .-I m r-i N N m w w O O O H H m N > N N N N N N N m N N N N N (] a m m M m m M m v V[ V v � d U N / m u w m m v w w -H m 0 0 0 0 0 0 0 o m o 0 0 0 o ri > 0 0 0 0 0 0 0 0 0 o a1 0 0 0 0 0 a 0 U m ri coG4 IC N N CV N N N N N N N N N N F, C14 N N N N N N N N N N N N N N O N T T . N 'Z, H b m M M T M M M M � aY M M M M M C w m m m m M m m A R E -� H FH E o th m Z O w d' w w W w O .-I d' w w w d' O N d� c T c^ T v1 d1 d" V' d[ W W O y a O O M v W m .� 1e W N ['1 .i [ti .i .1 .� ri .-1 CL.i E .-I .-0 r1 .G .1 .i .� [11 .i r1 r1 [11 r1 r1 r1 .i .i r1 r1 04 r1 >4 a o o O O P O Q O O O Q O O A-1 O O O O O Q d 0 4 0 Q 0 0 0 0 !d O m w m m . a s U Division Performance Measures&Goals for 2015 Division: snow removal Cam feted b . Mark Thompson Date: June 11,2014 Performance Measure 2013 Actual 20141stimatcci 2015 Projected hours to remove majority of snow following snow-event 24 hours from end of storm 24 hours from end of storm 24 hours from end of storm miles of streets plowed 151 151 151 cul-de-sacs plowed 220 22" 220 #parking lots plowed 20 20 20 tons of salt/chemicals 1100 tons reg.road salt 400 800 tons treated salt 9lHl tons treated salt tons treated salt 1000 tons 500 tons reg road salt 500 tons reg road salt salt/sand mix 500 tons salt/sand mix 500 tons salt/sand mix Related Vision Statement Division Goal Gnal/Objective Comments maintain safe driving; safer continue use of brining efforts,salt controllers installed in conditions upon city streets trucks assist with proper amounts of salt useage,use during winter season temperature sensors in trucks to assist in decisions for correct application nic:thods. a 0 a a a a a a a o 0 0 0 0 rn a o 0 0 In In o 0 0 o a N ❑ a s N 10 N 1 1T 1p H1 1f N W F W 0 W 'Iri O r-I 4i N W h d' ICi 11'1 O W *'I O qU' R N O la ❑ � � a to w a P a o P a a 0 0 In o P a vl o 0 0 0 0 a o ❑ W O o m C W rn m Ill lf1 m W F Ii I W W N O r-f 01 N n n O lfl I[i 4D a w a m o 0 m m N en m E r h o o m 1O N ICi N 02 d' h h R 41 1p E ❑ 01 r O W .1 Irr W r tO m N N N m m W ql i R w 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N E E u1 o u1 0 In o o In o o u1 m 0 L L 1 m w m r W C7 ❑ -i o a+ w 1v o, In m o, m n I U W Ot ICi N N r-I IF1 d' 111 h h b 10 W � a 1/1 P +�1 m rn ttl 10 h 1I1 0 o al yi a O ri li7 Gi N O E-I m dl ri m b N h 1G W N ri W dl ei W N U [h m lO N N rl .i a > H W � p m d4 W a w W ❑ W In m a .-d m o m In rn n n m m m 7 7 m N 0 In m In m 0 In o1 a1 N N r r•+. O � o w I-� .� � o rn m .� In �o �0 1v w o a N E a u R ri .-1 V1 rn If1 N W N © P m N 17 1D O m [� N I[1 ID h d� dl N o f W N E w o o u1 R m v .ti ti RI a. a alrta E y a w Cl u N bt L 4 6 H 40i C ro -.Ui N N ?v ro -M a1 ro ro M w a1 E ro 4 m W iS R H '1. Q7 4 0 H s 41 N a' U 'd W H N 0 o1a 11 (� m Q1 a w a w H 3 ro o m u 0 3 r W I}1 rl W i ]y u H N m v m n m m q m o m 0 I/J H yl dl yl d� VI CI VI dl H y' a U .-I VI a O .r d } vmj o o al o 0 0 0 o W o cn ? 0 al U m O m r�1 m m rl m r] m m H O m o W E E N z m N ro m M w a r 1 E E b 1 H E P U O a' w a el a .M •r w 0 Iti w 0 H 41 c O O n o 0 W a w a u a I� a 0 a 0 a a 0 a 0 ro o ,� w H H N N N ,ti N w H o Ti Division Performance Measures & Goals for 2015 Division: Equipment Services Completed by: Mark Thompson Date: June 11, 2014 Performance Measure 2013Actual 2014 To Date 2014 projected 201513rojected misc.services completed 60 39 65 65 light duty services 407 _'?8 415 415 heavy duty services 69 63 85 Related Vision Statement Division Goal Goal/Objective Comments provide quality service and repair,, safety keep mechanic training a priont� for entire city fleet in a timely manner provide quality service and repairs safety track repairs and costs through automated for outside agencies in a timely software manner Keep a proactive I'M schedule 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o Q a o rn o N o a N N o o N a N Q Q N N r1 q N a m h m m m 1 o W F W a Q •-I ri N d d IA FL 0 0 0 0 0 0 0 0 0 0 o 0 o Q Q Q N W H N O Gp Gi N O G i4^ PO d N m N ti F � ri P M b N m m O fT r# 01 I I F N m rl I-E m I P N Q N cro 0 0 0 0 0 0 0 o a o a o Q o o a E E- 14 7 m AG q a 'wy'y W `J W N ri O P P o O {ti .-I 00 O a n h dl N o a ry �L p, ti p ti ti o, N o v o .-i In a N ry o [y fu O F rp rl N N P EIS O N V� r-I N N N H rn u a W N N m N r-1 b N o r-I m P O N O N m r P I"1 P cn m �v m 90 m .i m O m h 4 W ri O W O W .4 U V -rt m � H W W N W a G W -H W W PL 44 41 IC b a. 1) 11 TI b � ,qaa vai p, R •10 q U W 0 10 a N U IV .4 b1 a� U a PC W V 4i 4) u u R R m N -� i4 E $4 V 0) �n -A m (u W ? N -A N N 11 > +, v m .-I k W k +! U N . N W 11 " N W c4 O u 4) w 4 ,N 3G 4) N H -'r N > -.1 w -H h Cn 41 U 'd W f4 c0 N v A 14 a -a 9 W 41 ? W H 41 9 O `0 CL G U $a bl C N 0 Nq rX O L4 W 2' H �. O W H w b {N W O W C F •-i r-1 .-I .i .-I .-I .i .-I ,7 W .-I 'i .-I 41 H N H aa N Z v H 10 m m m m m m m Q w in rn m � m m m m R N t'� AI m P v vl a+ P w w E ti a w w H P P P O N r o W A W 41 0 0 0 0 0 0 0 o 0 o u o 0 0 41 .� W a N ly r-I r-I r-r N N to N N N O r♦ .-r .a U B C1 City of Elk River Levied Estimate Tax Levy Breakout Pay 2014 Pay 2015 1 General Fund 9,181,289 9,491,950 3.38% 2 Library 63,100 63,100 0.00% 3 Storm Water 50,000 50,000 0.00% 4 General Property Tax Levy 9,294,389 9,605,050 3.34% 5 Special Levies 6 City Special Assessments 5,293 4,221 -20.25% 9 2010 G.O. Capital Improvement Plan Bonds 366,166 372,886 1.84% 10 Economic Development Tax Abatement 187,987 160,511 -14.62% 11 Total Levy 9,853,835 10,142,668 2.93% 12 13 General Fund Portion Change 310,661 14 Percentage 3.38% 15 16 Total Dollar Change 288,833 17 %Change 2.93% Note:After fuel adjustment later this year, percentage would be 2.68%overall. 2015 CAPITAL OUTLAY Funding Source Requested General Ice Waste Capital Outlay Liquor Gott Department Department Item Amount Fund Arena Water Fund Reserve Fund Bldg Fund Other Total Police Speed sign 12,000 12,000 12,000 12,000 Human Resources HRIS Software 53,000 53,000 53,000 53,000 Hardware/Enterprise switch/UPS 20,000 20,000 Barracuda email achiver 11,300 11,300 Phone system replacement 150,000 150,000 Security Camera Replacements 12,000 12,000 Laptops/Council Ipads 7,500 7,500 Fiber Network 10,000 10,000 IT Miscrosoft refresh 78,500 78,500 289,300 289,300 Woodshop buildout 30,000 30,000 Streets/Snow removal/Fleet CO&NO2 Sensors 10,000 - 10,000 40,000 40,000 Senior Center Office redesign 9,000 9,000 9,000 9,000 Fire Administration Extrication Equipment 18,000 - 18,000 Turnout Gear washer/extractor 13,000 13,000 31,000 31,000 Subtotal General Fund Departments 434,300 372,300 - 62,000 434,300 Note:Vehicle and equipment replacement for non-enterprise funds will be reviewed with the 2015.2019 equipment replacement fund. \�/ . . . . . . . . ca /\\j }\/\M } /\/\ 0 . . . . . . LL 0 \ CL ° 0 0 - 0 \)\ \ �\\/ \ \\\ tE /g : \ \\\0 cr 0 \ �\ j \ �\ f zCL \ /j 2 $ § E 8 2 8 2 ED )j r r \ / 0 ) 2) /) , \Zb/ � - 7 j)/ )\{/j/ § \ / CL <CO « «CL CL LL \ \ \ } \ \ / j \k : z SO \ k >)2 E\ \2122 -0 j \/)\> � : - ®�%«« - - \ 3200££« _ IL � _ ))»±± z _ CITY OF ELK RIVER Requested budget analysis snap shot(General Fund) 2014 YTD 2015 %of % Adopted 07/15/2014 Preliminary budget change General Fund Revenues: Property taxes 9,181,300 3,030,296 9,491,950 71.1% 3.4% All Other Revenues 3,689,200 1,294,237 3,865,550 28.9% 4.8% Total General Revenues 12,870,500 4,324,533 13,357,500 100.00% 3.78% General Fund Expenditures General Government: Mayor&Council 150,550 52,292 141,050 1.06% -6.31% Cable TV 93,000 44,743 108,400 0.81% 16.56% Administrative Services 594,000 290,705 605,650 4.53% 1.96% Human Resources 96,000 46,316 161,750 1.21% 68.49% Elections 38,750 248 13,350 0.10% -65.55% Finance 560,850 332,115 567,450 4.25% 1.18% Information Technology 297,600 139,198 332,150 2.49% 11.61% Legal 218,000 87,346 217,600 1.63% -0.18% Community Development 325,500 160,273 339,600 2.54% 4.33% Planning 192,500 92,797 195,550 1.46% 1.58% City Hall Maintenance 544,950 287,453 569,450 4.26% 4.50% Energy City 12,100 1,993 10,100 0.08% -16.53% Contingency (47,500) - (95,000) -0.71% 100.00% Total General Government 3,076,300 1,535,479 3,167,100 23.7% 3.0% Public Safety: Police 4,475,200 2,135,248 4,844,550 36.27% 8.25% Fire 788,050 316,322 819,700 6.14% 4.02% Code Enforcement 88,600 44,240 89,800 0.67% 1.35% Building Safety 617,950 295,251 628,950 4.71% 1.78% Environmental 31,800 12,413 30,150 0.23% -5.19% Total Public Safety 6,001,600 2,803,474 6,413,150 48.01% 6.86% Public Works: Street Maintenance** 1,239,750 609,964 1,187,300 8.89% -4.23% Snow Removal 277,750 244,658 296,300 2.22% 6.68% Equipment Services 184,150 97,792 196,950 1.47% 6.95% Engineering* 166,850 100,596 219,550 1.64% 31.59% Total Public Works 1,868,500 1,053,010 1,900,100 14.22% 1.69% Culture&Recreation: Parks Maintenance 938,450 420,025 957,750 7.17% 2.06% Recreation 732,000 330,437 703,800 5.27% -3.85% Sr.Citizen Programs 193,550 99,260 215,600 1.61% 11.39% Total Culture&Recreation 1,864,000 849,722 1,877,150 14.05% 0.71% Transfers Out 60,100 - - 0.00% -100.00% Total General Fund Expenditures 12,870,500 6,241,6851 13,357,500 1 100.00% 3.78% General Fund Gap Before Adjustments: - (1,917,152) - Revenue Adjustments General Fund levy adjustment (25,000) Expenditure Adjustments Fuel($3.50-$3.25) 25,000 Projected Total Budget Gap After Adjustments - (1,917,152) Notes: Total Tax Levy of$10,142,668 *=offset by increased reimbursement for services for 2015 road projects **=road maintenance items moved to pavement management fund N:\Departments\Finance\Finance\BUDGET\Budget Folders by Year\2015 budgets\2015 Summary Budget City of Elk River 2015 Budget Schedule May 8, 2014 Budget forms and instructions to department directors June 2, 2014 Department Director proposed budgets due to finance department June 2014 Staff budget meetings with City Administrator and Finance Director July 7, 2014 General budget discussion on tax levy,goals, staffing and other Policy items. July 21, 2014 Presentation of Community Development and Operations (Planning, COD, Environmental, Energy City,Landfill), Finance, Information Technology,and Building Maintenance budgets to Council August 4, 2014 Presentation of Administration, Cable TV,Mayor&Council,Legal, Human Resources, Streets, Parks Maintenance and Library budgets to Council August 11, 2014 Presentation of Police, Engineering, Storm Water, and Equipment Replacement Fund budgets to Council August 18, 2014 Presentation of Parks and Recreation,Fire and Building Safety budgets to Council September 2, 2014 Council adopts maximum property tax levy September 8, 2014 Presentation of the Liquor, Garbage and Wastewater budgets September 15, 2014 Certify property tax levy for EDA/HRA to Sherburne County September 30, 2014 Certify city maximum property tax levy to Sherburne County October/November 2014 Final adjustments/budget revisions and review Capital Improvement Plan (CIP) funds/projects December 1, 2014 City Council adopts the final 2015 budget and property tax levy December 15, 2014 City Council adopts the 2015-2019 CIP �� •.x :3 yr._, C7� � 2014 Budget Overview City• ' ., - El ver 6 Proposed General Fund Budget ■ New for 2015 • Drug Task Force police officer • Human Resources Technician • Misc. staffing hour adjustments • General pay increase • General benefit increase • Independence Day Fireworks Proposed General Fund Budget ■ Requests denied, items removed, moved ($319,500) • P/C insurance adjustment • Copier maintenance • Parks Maint. Professional Services — trees • Streets adds — crack filler, overlay, signs, striping, salt • Contingency • RSVP Donation • Pinewood transfer 6 Proposed General Fund Budget ■ $13,357,500 ■ 3.78% over 2014 to date f 6 Proposed General Fund Budget Budget 13500000 13000000 12500000 12000000 11500000 11000000 2008 2009 2010 2011 2012 2013 2014 2015 Proposed General Fund Budget ■ Budget increase to CPI 10 8 6 4 —Budget 2 CPI 0 Q�) QP Q N� Q P -4 -6 F Apmr- 6 General Fund Tax Levy History ■ 2015 — $ 9,491 ,950 (proposed) ■ 2014 — $ 911811289 ■ 2013 — $ 912031085 ■ 2012 — $ 911421170 ■ 2011 — $ 916651436 ■ 2010 — $ 916171967 ■ 2009 — $ 914701614 f } F 4 AM- General Fund Tax Levy ■ Why has the levy stayed near historical levels? • Street Utility Fee • Paid off/down bond debt • Sales tax exemption • Decertified TIF • Abatements • Salary Vacancies • Use of GF Fund balance Surplus 6 Proposed General Fund Budget • What drives budget costs? ■ Personnel 74% of GF costs (2015) • Why is this important? ■ Zero-based budgeting process 6 Proposed General Fund Budget ■ Personnel • Changed budgeting — Vacancy rate • Staff reorganization • Comp time • Vacation policy — adjustment Dec. 2015 6 Proposed General Fund Budget • Personnel impacts • Vacancy rate — cuts I % from Personal Budgets • Staff reorganization — accountability, prioritization • Comp time — more hours worked/year • Vacation phase out — lower accruals • Results in a closer to actual budget each year 6 Proposed Budget Direction • Provide target levy rate • Direction for Storm Water Budget • Continue Review — Suggest work level changes • Staff will continue to update budget adjustments 6 Proposed Budget Direction ■ Same tax levy as 2014 • will result in average residential tax increase • will result in average C/I tax decrease • overall Tax Kate will decrease F Apmr- 6 General Fund Tax Levy History ■ 2015 — $ 9,491 ,950 (proposed) ■ 2014 — $ 911811289 ■ 2013 — $ 912031085 ■ 2012 — $ 911421170 ■ 2011 — $ 916651436 ■ 2010 — $ 916171967 ■ 2009 — $ 914701614 6 Proposed Budget Direction ■ Residence # 1 tax impact ■ 2015 - $676 ■ 2014 - $634 ■ 2013 - $627 ■ 2012 - $676 ■ 2011 - $739 ■ 2010 - $847 ■ 2009 - $898 6 Proposed Budget Direction ■ Residence #2 tax impact ■ 2015 - $708 ■ 2014 - $665 ■ 2013 - $658 ■ 2012 - $745 ■ 2011 - $804 ■ 2010 - $825 ■ 2009 - $872 6 Proposed Budget Direction ■ Residence #3 tax impact ■ 2015 - $11009 ■ 2014 - $826 ■ 2013 - $872 ■ 2012 - $933 ■ 2011 - $987 ■ 2010 - $11041 ■ 2009 - $1 ,135 6 Proposed Budget Direction ■ Residence #4 tax impact ■ 2015 - $1 ,675 ■ 2014 - $1 ,628 ■ 2013 - $11646 ■ 2012 - $11749 ■ 2011 - $1 ,918 ■ 2010 - $2,009 ■ 2009 - $2,110 6 Proposed Budget Direction ■ Residence #5 tax impact ■ 2015 - $659 ■ 2014 - $539 ■ 2013 - $555 ■ 2012 - $606 ■ 2011 - $675 ■ 2010 - $691 ■ 2009 - $738 6 Proposed Budget Direction ■ Residence #6 tax impact ■ 2015 - $1 ,111 ■ 2014 - $975 ■ 2013 - $908 ■ 2012 - $978 ■ 2011 - $1 ,039 ■ 2010 - $1 ,057 ■ 2009 - $1 ,133