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4.1. SR 09-08-2014 City of Elk=' Request for Action River To Item Number Mayor and City Council 4.1 Agenda Section Meeting Date Prepared by Worksession September 8, 2014 Tim Simon, Finance Director Item Description Reviewed by 2015 Budget Discussion Cal Portner, City Administrator Reviewed by Action Requested Continue 2015 budget discussion. Background/Discussion Following is an overview of the Garbage,Municipal Liquor and Wastewater Enterprise 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. Enterprise Budgets (proposed Garbage—This fund accounts for the garbage collection service for the city and the city-wide organics program. No rate increase is recommended for the 2015 and 2016 budget. Grant revenue is down since it was a one-time start up grant for the organics program in 2012. The Contractual Services line item is updated yearly based on customer container choices and new customers. In addition,the hauler contracts in 2016 will increase 3% as they increase in the even numbered year only. Included is a one page summary of the Garbage budget for 2015 and 2016. 2014 2015 Environmental Tech. Environmental Tech. Environmental 38% 38% Energy City 8% 8% Landfill 10% 10% Garbage 39% 39% Storm Water 5% 5% Total 100% 100% Municipal Liquor—We will review the cash flow analysis of the Liquor Fund for the next several years. Northbound and Westbound liquor store Operating Supplies increases for upgrade of the register software. Overall, Northbound and Westbound liquor store expenditures are consistent with 2014. In 2016, the Capital Outlay expense includes a roof replacement at Northbound. In the cash flow analysis in 2016 we do anticipate adding an assistant manager at Westbound which is why Personal Services increases. Wastewater—We will review the 2015 requested budget and the anticipated capital improvement projects for the next couple of years. As part of the updated long-range plan, staff recommends a 3% P a w E R E 1 6 Y Template Updated 4/14 INIM UREI utility rate adjustment for 2015 which is consistent with prior year projections when we issued the sewer revenue bonds in 2014. Staff has also updated the long-range financial model for the Wastewater fund which is attached and incorporates the costs of the facility expansion. The only significant operating change in the personal services line item is the request for an additional seasonal jetting crew assistant to help with summer workload. The operating supplies line item decreases due to anticipated use of ferric chloride which will be needed for the new permit requirements. In addition,it is anticipated the amount of chemicals used in the lab will decrease due to using a professional service starting in 2015. Decrease in Other Services and Charges is related to the number of lift station / control panel replacements needed in 2015 is lower than 2014. Capital Outlay includes an anticipated draw schedule for the expansion. The jet truck and a pickup replacement were reviewed during fleet presentation. Per Council direction,the jet truck will be purchased in 2014 to avoid cost increases in 2015. Staff will review in detail the long-range financial plan for the Wastewater Fund. The projection was reviewed with S&P during our recent bond issue and they felt comfortable with our long-range plan. General Fund Update During our review of the levy change on August 18,2014,we had a preliminary levy change of 2.93%, since then, staff adjusted for fuel and a few minor updates bringing the levy change to 2.56 percent (prior to storm water change). A quick summary of the changes from 2014—2015 proposed General Fund expenditure budget prior to adjustments is below: 2014 Adopted Budget $12,870,500 COLA 2% or by union contract 147,105 Staff adjustments (personal sheet 152,650 Overlays (moved to pavement mgmt. fund) (40,000) Health Insurance/Pension changes era 123,300 Inflation/Exp. Adjustments <1% 67,395 2015 Proposed Budget $13,320,950 Financial Impact N/A Attachments • Department Worksheets • General Fund summary • General Fund Revenues/Expenditure summary • Capital Outlay summary sheet (General Fund departments) • Personnel sheet summary • Tax levy breakout • Tax rate estimate • Tax impact trends N:\Public Bodies\Agenda Packets\09-08-2014\Final\x4.1 sr budgetmemo09O8.docx Department Performance Measures & Goals for 2015 Department: Garba ge/CD Dept Completed b Kristin Mroz Date: ISeptember 4, 2014 Performance Measure 2013 Actual 2014 Projected 2015 Projected Residential Recycling fibers(tons) 980.25 1034.88 1080 containers(tons)(glass,plastic, metal) 346 693.5 750 %participation 84% 85% 86% organics participation 413 370 400 #of trash accounts 6600 6621 6630 #of Recycling Rebates 0 0 0 Business Recycling Events 0 0 0 "Get Caught Recycling"Program 0 0 0 Related Vision Statement Goal Goal Objective(s) Resources Required Other Comments Continue to promote the organics Community Development: The state's waste Staff time,Money for advertising This program promotes the city's recycling program hierarchy places organics close to the top brand of being"Powered by Nature" and Elk River is one of the few communities and Energy City Action Plan D1,D2, outside the metro area with an organics and D3 program Encourage recycling and composting Innovation:This program promotes recycling Staff time and resources,Money to This program promotes the city's at community events and creating compost. buy recycling and compost bins and brand of being"Powered by Nature" create signage. and Energy City Action Plan D5 Purchase 15 new solar trash and Planning and Positioning:This purchase will Money to purchase the compactors This program promotes the city's recycling compactors for City owned benefit the community in the long run by and staff time to place them in the brand of being"Powered by Nature" property using less resources and educating the correct locations and Energy City Action Plan D4 community. City of Elk River Garbage Fund Revised Actual Actual Actual Budget 2011 2012 2013 2014F 2015F 2016F Operating Revenues: Charges for services 1,287,667 1,279,607 1,272,297 1,291,000 1,302,000 1,328,000 Delinquency collections 10,839 11,540 10,034 10,000 12,000 12,000 Grants 34,659 23,440 - - - - Other 11,509 11,773 2,807 2,300 3,500 a 3,500 Total operating revenues 1,344,674 1,326,360 1,285,138 1,303,300 1,317,500 1,343,500 Operating Expenses: Personal services 33,791 54,678 19,811 27,500 26,650 28,250 Supplies 32,311 4,262 7,077 5,000 5,900 5,900 Contractual services 1,238,136 1,217,947 1,224,532 1,281,450 1,315,250 1,339,750 Total operating expenses 1,304,238 1,276,887 1,251,420 1,313,950 1,347,800 1,373,900 Operating Income (loss) 40,436 49,473 33,718 (10,650) (30,300) (30,400) Investment income 8,005 5,730 (25,161) 5,500 6,250 6,250 Transfer in (out) 18,330 (4,120) (11,755) (28,750) (29,350) (30,700) Change in net assets 66,771 51,083 (3,198) (33,900) (53,400) (54,850) Beginning net assets 500,819 567,590 618,673 615,475 581,575 528,175 Ending net assets 567,590 618,673 615,475 581,575 528,175 473,325 Fund Cash Position Beginning cash 467,670 540,516 591,503 606,857 579,957 533,557 Cash flow: Operating income (loss) 40,436 49,473 33,718 (10,650) (30,300) (30,400) Change in rev/exp acounts 6,744 (1,418) 19,122 7,000 7,000 5,000 Investment income 7,336 7,052 (25,731) 5,500 6,250 6,250 Transfers 18,330 (4,120) (11,755) (28,750) (29,350) (30,700) Ending cash 540,516 591,503 606,857 579,957 533,557 483,707 0 0 o a o 0 0 0 0 0 0 0 0 0 o A r' a o In In In N o WF o o N N 0 o In m o o m WF O a N N o o N N D a N O N N M A A m m N N n n 0 0 N O a A O O a o o� a e o rn F H A OI If1 N � V m m In in r i a n n r 0 N o 0 0 0 0 0 0 o a o 0 0 o a o 0 R O � Ifi N 0 0 ICS I o m e � rn to N W F o V > H W rl N N N ❑ E C4 CI N w R cR7 I(1 Irl n r N VY m r IA I/1 �I P O H H Ira In n r O D va In to m O5 In PI H N ul Ui N N O� ly F RC O N N N N V N i N r r OV m VI N � N O O P N N W Ip py m m m m a s rn N N P n r N N rn H O r r o o sm W w o n ra r r m w o f N N r-i H 1p w N N m ly N u N N m a > � N L q O V ti a' m 0.4 V I ro O C7 Y m � E w 0 > a m c o a q z a -N .a m G H ro A1� m m a a u u s a d d G H m m a a > u N -.i m N q ro m C Y 4� E roE v 7 al u m v C A q H W A U q W a 9 Sr m m m yj m N rt a 7 u N o N A R q Y ro N m o m m m Y H V Y G m H U V E+ u .-I U > v a b "� aros H 0 o H a H m w y .-I t� m q N V m 1-I m N -.1 N H m m N m to W M v m w v r W I C r+l ,C rl g m ro ro E m u q m ,G G V a H Ao H m m o co al 0 0 o N a F H N o H m o o U pi R o Y a m m 0 16 bl N m N Y N m ro o w y 0', o 6 y o C7 -CI II o m ,,.�] a1 N l.a IH a m ,7 trl II Gi F b E F E w E f�., a m C m o tN° 5 a H u if aH J a N E m In F C I E a OH m 0 V II C H m 0 m H m EQ-I p F,, ro F x!o u o sa aa) ii o F4 E N s O . 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Increased pressure on prices from national retailers like Target and Total Wine will make this difficult. Continue to promote value of Liquor Operation to our community. Train Assilant Manager and Lead Clerks for possible promotion in the future. Capital Improvement Plan 2015 thru 2019 Department Liquor Fund City of Elk River, Minnesota Contact liquor Store Manager Type Maintenance Project# LS-01 Useful Life 20 years Project Name I'1#prtll1l4U1if1 BU11[Iltl MalDtt`1aanC£' Category Building Maintenance Priority n/a Description of replacement at Northbound Liquor Store Justification The original roof from 1997 is starting to experience several leaks a year. We continue to perform minor roof patches,but frequency seems to be increasing. Expenditures 2015 2016 2017 2018 2019 Total Building Maintenance 100,000 100,000 Total 100,000 100,000 Funding Sources 2015 2016 2017 2018 2019 Total Liquor Fund 100,000 100,000 To tal 100,000 100,000 2015-2019 CAPITAL IMPROVEMENT PLAN Pale 1 M O V c0 c2 M r,-, r 0 0 O O O 0 O V V c0 co 00 O O N � c0 N 2m M O O -N M N � r r V co V c0 r O O r O O r O o0 ( ' ' ' ' c0 Lq ! r ' 00 c0 O c0 00 r LL V O V N N LO N O co O c0 N N O. T CO V V O V c0 co O V O V 00 N co N c0 r LO LO N M O co O r r r N C T r G c0 N r 0 00 M LO N r r O 00 r N r LO r LO c0 0 00 N ■ r LO N r r V O O V M 00 00 co O 00 Lo co LO O 00 O 00 LO L V N L r c0 V V V co r co co r c0 c0 r O ' 0 0 r V O r M Lq M ' ' ' ' M O o0 ! O ' 00 O O O L r LL co r LO LO N CO N Lo V V O N O 00 O LO co 0 o n r 0 r c0 N M N V M V V r 00 V M V M r M N r N 0 0 0 0 O N r 0 O O V N r N r O O r N rLO r LO LO 0 O N 000 O O 00000 0 O O O O O O O Lo Lo 00 LO LO O 00 LO 0 0 0 LO LO O O LO LO LO O LO 00 co LO O c0 r O ' 0 0 M o0 M O V 'M. 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WWWWWW C7 ® IV ri Q II N n i W W VI II m N U u u � II II II II II II P d H W II O q� N II N II N m cv a n N n N 't7 • 17 II t]'. d H N Qi II d YI W E N U d r u n E H m H R n v u W ra II II IYi C7 m � II II Q II II W G C7 W p m o n m IV Q R o N ii III O p, W o f o rn n h n F a 0 C4 H r� p II U IG II n Ir n d N II h II N cp II fV II N N II 'S 11 N + II II N � VCI N II H II O E d W II O� II N V 4' W II N II fl II m II N II II II II II N W C IH-1 0 e L Tfi+� H 54' ppppW W � C p CL W a a N 14 rl I!} it pMp d d b W N L W o ] U N H11 0 ppH w W Q la A m a H Division Performance Measures & Goals for 2015 Division: WASTEWATER Completed by: Matt Stevens Date: May 21, 2014 Performance Measure 2013 Actual 2014 Estimated 2015 Projected Number of Liftstations 21 21 21 Miles of Sanitary Sewer Main 78 78 78 Flow in Millions of Gallons/Day 1,18 1.2 1.21 Number of Employees 6 5 6 Related Vision Statement Division Goal Goal/Objective Comments W WTP upgrade Work with engineers and contractor,to Make sure that staff and contractors understand that the W WTP needs to maximize the results of the two year remain in compliance at all times. expansion, Enforce FOG's Ordinance that was Meet with restraunt owners,and managers I plan to meet with all the grease contributors in town,starling with the put into affect on May 51h 2014 to inform them of the new ordinance,and bigger producers of grease Erst expectations Glean 21 liftstations 2 timeslyear remove Grease,Grit,and clean Floats The Jet truck and two city staff will be running everyday in order to get thi also jet half the city sewer lines Approximately 40 miles worth accomplished. Continue to inspect the sanitary When the camera crew finds an area with If we can work as a team,we will beable to get the city's sewer system in sewer system heavy grease or roots,they will call the the best shape possible. jetting crew to come and remove them. Implement a preventative Hire quality flow to come in and inspect all We've upgraded almost every liftstaticn panel in the city.I now want to get maintenance program on all 21 pumps at every station on a program of replacing pumps that need to be With our new shop being Liftstations built we will have room for us to keep the old pumps as spairs. 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E o m° ao-0000Q oommasi aN Q m m� mm of li O oim mm0 m m° mN ° Eoss � yt 'y�om�UxSU 3 m t W�li mmoo coY c m �tn y cL c o > QOmmm� m 3�a¢ °JOa o c U m o c 3Eyy ems o myQp_s O ° c °' NS `6 to-o-so-sos � U ta�s.N o9 o t c c°1 m U Y= > N Q Q d ~ N N N C O O y N'O'O'O m y m O [6 [6 N ~ ty6 d C m O tQ6 y o Q�C70 Qa(no0 y oU-¢0 mz¢¢¢O� o mom Uwcn❑ U rn m_W W O O z z U H U U m W H U ­�I m m O N M !N(O I: W m 0 N M N I�W m 0 N M I(m Im W m 0 N M N(O I�W m 0 N M W m 0 N � ������� ��N N N N N N N N N M M M M M M M M M ��������� �N in N N N N N N N N(O(O(O CITY OF ELK RIVER Requested budget analysis snap shot(General Fund) 2014 YTD 2015 %of % Adopted 08/31/2014 Preliminary budget change General Fund Revenues: Property taxes 9,181,300 4,163,474 9,455,400 71.0% 3.0% All Other Revenues 3,689,200 2,226,669 3,865,550 29.0% 4.8% Total General Revenues 12,870,500 6,390,143 13,320,950 100.00% 3.50% General Fund Expenditures General Government: Mayor&Council 150,550 80,220 141,050 1.06% -6.31% Cable TV 93,000 52,611 108,400 0.81% 16.56% Administrative Services 594,000 356,000 600,000 4.50% 1.01% Human Resources 96,000 55,273 161,750 1.21% 68.49% Elections 38,750 13,688 13,350 0.10% -65.55% Finance 560,850 378,712 567,450 4.26% 1.18% Information Technology 297,600 164,419 332,150 2.49% 11.61% Legal 218,000 122,990 217,600 1.63% -0.18% Community Development 325,500 193,085 339,600 2.55% 4.33% Planning 192,500 110,065 195,550 1.47% 1.58% City Hall Maintenance 544,950 348,860 569,200 4.27% 4.45% Energy City 12,100 2,494 10,100 0.08% -16.53% Contingency (47,500) - (95,000) -0.71% 100.00% Total General Government 3,076,300 1,878,417 3,161,200 23.7% 2.8% Public Safety: Police 4,475,200 2,547,538 4,818,200 36.17% 7.66% Fire 788,050 385,906 818,950 6.15% 3.92% Code Enforcement 88,600 52,775 89,300 0.67% 0.79% Building Safety 617,950 349,347 628,950 4.72% 1.78% Environmental 31,800 15,457 30,150 0.23% -5.19% Total Public Safety 6,001,600 3,351,023 6,385,550 47.94% 6.40% Public Works: Street Maintenance** 1,239,750 769,289 1,187,300 8.91% -4.23% Snow Removal 277,750 244,658 296,300 2.22% 6.68% Equipment Services 184,150 118,084 196,950 1.48% 6.95% Engineering* 166,850 122,554 219,550 1.65% 31.59% Total Public Works 1,868,500 1,254,585 1,900,100 14.26% 1.69% Culture&Recreation: Parks Maintenance 938,450 535,929 957,150 7.19% 1.99% Recreation 732,000 428,808 701,350 5.27% -4.19% Sr.Citizen Programs 193,550 118,865 215,600 1.62% 11.39% Total Culture&Recreation 1,864,000 1,083,602 1,874,100 14.07% 0.54% Transfers Out 60,100 - - 0.00% -100.00% Total General Fund Expenditures 12,870,500 7,567,627 13,320,950 100.00% 3.50% General Fund Gap Before Adjustments: - (1,177,484) - Notes: Total Tax Levy of$10,106,118 *=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 GENERAL FUND REVENUES and EXPENDITURES 2014 2015 Description BUDGET Requested %Change REVENUES GENERALTAXES $ 9,306,300 $ 9,580,400 2.95% LICENSES AND PERMITS 575,900 599,400 4.08% INTERGOVERNMENTAL REVENUE 277,900 281,550 1.31% CHARGES FOR SERVICES 732,800 829,700 13.22% FINES AND FORFEITS 122,200 120,000 -1.80% OTHER REVENUE 207,000 217,000 4.83% OPERATING TRANSFER IN 1,648,400 1,692,900 2.70% TOTAL REVENUE $ 12,870,500 $ 13,320,950 3.50% EXPENDITURES BY DEPARTMENT General Government: Mayor&Council 150,550 141,050 -6.31% Cable TV 93,000 108,400 16.56% Administrative Services 594,000 600,000 1.01% Human Resources 96,000 161,750 68.49% Elections 38,750 13,350 -65.55% Finance 560,850 567,450 1.18% Information Technology 297,600 332,150 11.61% Legal 218,000 217,600 -0.18% Community Development 325,500 339,600 4.33% Planning 192,500 195,550 1.58% City Hall Maintenance 544,950 569,200 4.45% Energy City 12,100 10,100 -16.53% Contingency (47,500) (95,000) 100.00% Total General Government 3,076,300 3,161,200 2.76% Public Safety: Police 4,475,200 4,818,200 7.66% Fire 788,050 818,950 3.92% Code Enforcement 88,600 89,300 0.79% Building Safety 617,950 628,950 1.78% Environmental 31,800 30,150 -5.19% Total Public Safety 6,001,600 6,385,550 6.40% Public Works: Street Maintenance 1,239,750 1,187,300 -4.23% Snow Removal 277,750 296,300 6.68% Equipment Services 184,150 196,950 6.95% Engineering 166,850 219,550 31.59% Total Public Works 1,868,500 1,900,100 1.69% Culture& Recreation: Parks Maintenance 938,450 957,150 1.99% Recreation 732,000 701,350 -4.19% Sr. Citizen Programs 193,550 215,600 11.39% Total Culture& Recreation 1,864,000 1,874,100 0.54% Transfers Out 60,100 0 -100.00% Total General Fund Expenditures 12,870,500 13,320,950 3.50% 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 Tumout 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 \)\ \ �\\/ \ \\\ » ® 2 /© [ \ \ \\\\ .1 \ 0 L Z3 \ f zz& ° f _» \ , /j 2 $ \ \ \ \ § E 8 2 8 2 ED )j r r \ / 0 ) 2) /) , LL - j)/ } Q. ul /» §$In \ j J 2 a 3}f\)f * L )a«a \ - � « «CL CL LL \ / \ } \ \ \ j \k : z So CR \ a - (( - > 0 k >)2 WQ \2122 Z j \/)\\ ®� - \ 3200££« ) ) i ) ))\\\ ) )w ) B C1 City of Elk River Levied Estimate Tax Levy Breakout(without storm water change) Pay 2014 Pay 2015 1 General Fund 9,181,289 9,455,400 2.99% 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 9,568,500 2.95% 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 10,106,118 2.56% 12 13 General Fund Portion Change 274,111 14 Percentage 2.99% 15 16 Total Dollar Change 252,283 17 %Change 2.56% B C1 City of Elk River Levied Estimate Tax Levy Breakout(with storm water change) Pay 2014 Pay 2015 1 General Fund 9,181,289 9,455,400 2.99% 2 Library 63,100 63,100 0.00% 3 Storm Water 50,000 500,000 900.00% 4 General Property Tax Levy 9,294,389 10,018,500 7.79% 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 10,556,118 7.13% 12 13 General Fund Portion Change 274,111 14 Percentage 2.99% 15 16 Total Dollar Change 702,283 17 %Change 7.13% �t �t r1 r-I N N 00 00 O O C C O O L L O O fL fL E O Q Q fL 4� 4� f10 E O O vi U U LU Ca u -0 O FZ M 00 0 Ol Ol Ol r-I 111 N 111 Ol L!1 r-I O 00 c I L. aj ar ri N 6-1 N 111 � 00 00 00 00 00 W u O I. f'f1 00 Ol Ol Ol r-I M 111 Cl L(1 r-I 111 O 00 r-I L. 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