9.1. SR 07-20-2015
Request for Action
To Item Number
Mayor and City Council 9.1
Agenda Section Meeting Date Prepared by
WorksessionJuly 20, 2015Tim Simon, Finance Director
Item Description Reviewed by
2016 Budget Cal Portner, City Administrator
Reviewed by
Action Requested
Continue 2016 budget discussion
Background/Discussion
Following is an overview of the Community Operations and Development, Planning, Environmental,
Energy City, Landfill, Finance, Information Technology and Building Maintenance budgets.
Attached are the preliminary budget worksheets for those departments along with the proposed 2016
department/division goals. Let staff know if you would like more detail.
Community Operations and Development Budgets:
Community Operations and Development – With the 2015 reorganization, the Deputy Director
position was eliminated from the Community Operations and Development budget and a Planning
Manager position was added to the Planning budget thus creating the decrease in Personal Services
compared to prior year’s budget. Travel, Conferences and Schools decreased based on attending the Urban
Land Institute fall conference in 2015 and not in 2016.
Planning – The Personal Services increased due to Planning Manager position as described above.
Operating Supplies increase due to a computer replacement. The remaining is consistent with 2015.
Environmental – The Environmental Technician position is allocated among the following budgets
based on the table below.
2015 2016
Environmental Tech. Environmental Tech.
Environmental 38% 30%
Energy City 8% 30%
Landfill 10% 10%
Garbage 39% 30%
Storm Water 5% 0%
Total 100% 100%
The Operating Supplies increases for wetland/shoreland/floodplain buffer signs and supplies ($2,500).
Contractual Services increases for Lake Orono fecal testing ($1,000).
Energy City – Personal Services is adjusted to reflect anticipated staff time allocation related to the
Environmental Tech position. (breakout above). The Operating Supplies increases for additional promotion
materials/supplies related to Energy City and potential grant match for solar panels ($1,500). The
remaining line items are consistent with last year.
Landfill Fund – The Landfill Fund is a Special Revenue Fund restricted for landfill abatement and other
mitigation programs such as clean-up day events. Operating Supplies decreased due to some grant funds
offsetting the Fix-it Program expenses. The remaining line items are consistent with last year.
Finance Budgets:
Finance – Other Professional Services include the Sherburne County assessing contract. Travel, Conference, and
Schools reflects national conference attendance and eliminating the state conference in 2016. Credit Card
Fees are adjusted to reflect additional charges as more transactions are being completed by credit cards.
Information Technology – Operating Supplies increased for additional wireless access points. Travel,
Conferences, and Schools decreased to account for tuition reimbursement. As part of the CIP a number of
hardware/software replacements are outlined on the capital outlay request summary sheet. Those were
planned and would be funded out of the Capital Outlay Reserve Fund.
Building Maintenance –Overall, the 2016 budget remains consistent with 2015 with a few adjustments.
Utilities increase to accurately reflect increase costs of natural gas. Building Repair & Maintenance reflects
additional costs for HVAC and chiller repair and maintenance as the systems are becoming older.
General Fund Update
An update on the preliminary General Fund revenue and expenditures will be provided as we review the
department’s goals and requests.
Last year, the City Council reviewed a concept 2016 budget as part of the 2015 budget process. The
current preliminary budget currently is 0.27 percent or $37,400 different than the concept budget last
year. The difference can be attributed to just a few items including:
Leadership team training
Utility costs and fuel
Additional self-bailout rope/hardware and training props
Additional RMS consulting for reports
Fire Department Honor Guard uniform allowance
Woodchips for playground safety
Additional contractual services in park maintenance for prairie burns, tree grinding, and athletic
field top dressing
Financial Impact
N/A
Attachments
Department Worksheets
Capital Outlay summary sheet (General Fund departments)
General Fund summary
Tax levy breakout
Personnel sheet summary
N:\\Public Bodies\\Agenda Packets\\07-20-2015\\Final\\x9.1 sr budgetmemo0720.docx
Division Performance Measures & Goals for 2016
Division: I Comm Operations & Dev.
Com feted by: JSuzanne Fischer
Date: I May 28, 2015
1. Training Hours/FTE
2. Improvements Implemented
3. Streamline Processes (electronic
permits; electronic Planning Comm.
Packets; joint inspections, etc.)
4. Permit compliance (NPDES,
FOG, WCA, Construction BMPs)
ion Goal
1. Quality Workforce
2. Lean Operational Processes
3. Effective Policies
4. Environmental Stability
2014 Actual
6.8
N/A
N/A
N/A
Related Vision Statement
2015 Estimated
10
3
2
Finalize priority compliance
standards in each area.
12
5
3
90%
Develop and retain quality employees; build leadership and professional
Planning & Positioning
skills within the workforce; implement training and development programs
to achieve COD goals; apply accountability standards at all levels
Reduce the number of steps in service processes; implement new
Planning & Positioning
methods to allow divisions to collectively work more efficiently; provide
cost-effective and responsible internal/external services
i.e. Sec. 78-187 User charge for metered and nonmetered users; (deduct
Innovation
meters); Snow & Ice Control Policy; Sec. 58-37 Placement of Containers;
overall streamlining of CUP options & variances
Protect water quality by reducing pollution at its source, wastewater
Planning & Positioning
treatment, low impact development practices, FOG and stormwater
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Division Performance Measures & Goals for 2016
Division: Planning
Com leted b Z. Carlton 8 C. Leesebe
Date: Ma 28, 2015
Case file applications (Exclude Plats)
Plats/subdivisions
Inquiries
Site Visits
Building Permit Reviews (zoning)
Brochure and Participate in Middle
School History Fair
Design, install, and manage the
installation of key landscape projects
identified by staff and CIP
Review Commercial and Industrial
Design Standards
Complete comprehensive plans
Complete comprehensive plans
2014
2015 Estimated
80
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85
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2,800
2,800
150
160
165
219
250
275
Related Vision Statement
ce, txpana, ana Diversity Public Publish hard copies of walking tour for display in city hall and include
and Outreach access to a digital copy on the city's website. Have
three commissioners and staff participate in Salk Middle School History
Improve, Revitalize, and Invest in Identify key locations for improvement. CIP includes $30,000 for
etscaping improvements.
Improve, Revitalize, and Invest in Review design standards for C-1, C-2, C-3, 1-1, 1-2, 1-3, and SP zoning
etscaping districts. Compare with peer cities and approved project precedence.
Prepare ordinance amendments as necessary.
Implement FAST zoning Identify key areas that need to be changed to reflect the approved and
upcoming changes to the FAST
Adhere to plans and studies Have worksessions with boards and commissions to discuss the
importance of adhering to developed plans and understand the possible
long term consequences of altering the plans.
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Division: lEnvironmental
Com feted by: Kristin Mroz
Date: May 27, 2015
Performance Measure
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Division Performance Measures & Goals for 2016
Division: Enerqy Cit
Com feted b 77 Kristin Mroz
Date: May 27, 2015
Performance Measure 1 2014 Actual 1 2015 Estimated 1 2016
Energy City Tours
Energy City High 5 awards
Related Vision Statement
Division Goal
Continue to advance with Energy EC Action Plan/ VAST E6
City Action Plan
Placement of sustainable practices in EC Action Plan At/ VAST B9
public areas
25
10
in July
signage and explanation of various city owned facilities in public areas
You may see the lights off because we are using natural light; Counter
Is with _ recycled material; etc.)
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Division: Landfill
Com feted b : Kristin Mroz
Date: Wuly 13, 2015
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Division Performance Measures & Goals for 2016
Division: Finance
Com leted b : ITim Simon
Date: I May 21, 2015
2014 Actual 1 2015 Estimated 1 2016
City Bond Rating I AA, I AA+ I AA+
Accounts payable disbursements 1 4822 1 4850 1 4850
Average rate of return 1 1,43% 1 1.50% 1 1.55%
ACH bill pay- recurring vendors
10 1 15
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Division Goal
to include interview rooms and five
cameras in squads
Upgrade to a new release of
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Performance Measure 2014 Actual 2015 Estimated
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Work order requests 874 1000
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2016 CAPITAL OUTLAY
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
Mayor & Council Community Survey 20,000 20,000 20,000
20,000
Police Arbitrator Interview Room 34,500 34,500
34,500 34,500
Building Maintenance LED parking lot lights replacement 10,000 10,000 - -
10,000 10,000
Administration Cubicle modification 18,000 18,000
18,000 18,000
Security Camera Storage 10,000 10,000
Enterprise backup system 15,000 15,000
Mobile Computer mgmt. 15,000 15,000
Arbitrator Storage 20,000 20,000
Fiber Network 10,000 10,000
IT Microsoft refresh 96,000 96,000
166,000 166,000
Streets/Snow removal/Fleet Truck Mounted Message Board 12,000 - 12,000
12,000 12,000
Fire Backup Generator replacement Station #1 40,000 - 40,000
SCBA air packs 40,000 40,000
Thermal Image Ladder #1 11,000 - 11,000
91,000 91,000
Subtotal General Fund Departments 351,500 - - - 331,500 - - 20,000 351,500
Note: Vehicle and equipment replacement for non-enterprise funds will be reviewed with the 2016-2020
equipment replacement fund.
CITY OF ELK RIVER
Requested budget analysis snap shot (General Fund)
2015 YTD 2016 % of %
Adopted (06/30)Preliminary budget change
General Fund Revenues:
Property taxes 9,420,750 3,428,900 9,813,900 71.1%4.2%
All Other Revenues 3,892,050 1,202,934 3,997,500 28.9%2.7%
Total General Revenues 13,312,800 4,631,834 13,811,400 100.00%3.75%
General Fund Expenditures
General Government:
Mayor & Council 141,050 68,014 145,850 1.06%3.40%
Cable TV 108,400 44,312 109,700 0.79%1.20%
Administrative Services 600,000 263,874 607,900 4.40%1.32%
Human Resources 161,750 62,782 178,400 1.29%10.29%
Elections 13,350 8,803 20,500 0.15%53.56%
Finance 567,450 310,663 583,550 4.23%2.84%
Information Technology 332,150 169,216 346,350 2.51%4.28%
Legal 217,600 84,520 214,600 1.55%-1.38%
Community Development 339,600 155,742 213,750 1.55%-37.06%
Planning 195,550 87,888 297,400 2.15%52.08%
City Hall Maintenance 569,200 263,640 584,400 4.23%2.67%
Energy City 10,100 2,832 28,700 0.21%184.16%
Contingency (95,000)- (95,000)-0.69%0.00%
Total General Government 3,161,200 1,522,286 3,236,100 23.4%2.4%
Public Safety:
Police 4,803,200 1,947,937 4,931,250 35.70%2.67%
Fire 817,350 334,334 898,950 6.51%9.98%
Code Enforcement 89,300 40,601 92,600 0.67%3.70%
Building Safety 628,950 289,701 652,250 4.72%3.70%
Environmental 30,150 13,785 30,200 0.22%0.17%
Total Public Safety 6,368,950 2,626,358 6,605,250 47.82%3.71%
Public Works:
Street Maintenance 1,187,300 594,797 1,279,700 9.27%7.78%
Snow Removal 297,550 182,795 307,100 2.22%3.21%
Equipment Services 196,550 97,117 196,500 1.42%-0.03%
Engineering 219,550 94,919 217,950 1.58%-0.73%
Total Public Works 1,900,950 969,628 2,001,250 14.49%5.28%
Culture & Recreation:
Parks Maintenance 967,150 425,667 1,027,700 7.44%6.26%
Recreation 698,950 280,668 713,400 5.17%2.07%
Sr. Citizen Programs 215,600 88,055 227,700 1.65%5.61%
Total Culture & Recreation 1,881,700 794,390 1,968,800 14.25%4.63%
Transfers Out 0 - - 0.00%#DIV/0!
Total General Fund Expenditures 13,312,800 5,912,662 13,811,400 100.00%3.75%
General Fund Gap Before Adjustments:- (1,280,828)-
Revenue Adjustments
-
-
Expenditure Adjustments
-
-
-
Projected Total Budget Gap After Adjustments - (1,280,828) -
Notes:
N:\Departments\Finance\Finance\BUDGET\Budget Folders by Year\2016 budgets\2016 Summary Budget
2015 2016 %
DESCRIPTION BUDGET Preliminary Change
Taxes
Ad Valorem 9,420,750 9,813,900 4%
Gravel 125,000 127,000 2%
Total Taxes 9,545,750 9,940,900 4%
License & Permits
Liquor 61,000 67,500 11%
Amusement 1,200 1,050 -13%
Cigarette 3,500 3,100 -11%
Apartment 30,000 35,000 17%
Mining 21,000 23,000 10%
Garbage Hauler 2,000 1,600 -20%
Other Business 11,000 12,000 9%
NPDES Permit 10,000 10,000 0%
Building Permit 350,000 350,000 0%
Plumbing/Heating Permit 92,000 92,000 0%
Permit Surcharge 2,000 300 -85%
Animal License 6,000 6,500 8%
Parking Permit 1,200 1,500 25%
Other Non Business 8,500 8,000 -6%
Total Licenses & Permits 599,400 611,550 2%
Intergovernmental Revenue
Federal Grant 3,600 1,800 -50%
Market Value Credit 4,000 4,000 0%
PERA Aid 14,100 14,000 -1%
Police Aid 225,000 230,000 2%
Police Training Reimb.11,000 10,000 -9%
State Crime Prevention Grant 25,250 25,250 0%
Other State Grants(vest)3,600 3,300 -8%
Total Intgvtl. Revenue 286,550 288,350 1%
Charges for Services
Planning & Zoning Fees 12,000 16,000 33%
Plan Check Fees 105,000 105,000 0%
Special Assmt. Search 1,000 500 -50%
Sale of Maps/Copies 2,000 1,700 -15%
Reimb. For Gen Govt Serv 4,500 4,500 0%
Lockout Fees 7,500 7,500 0%
Reimb. For Police Services 6,000 6,000 0%
School Liaison 123,600 123,600 0%
Animal Impound 3,000 3,000 0%
Fire Contracts 206,000 220,000 7%
Fire Inspections 10,000 10,000 0%
Fire Calls 3,000 3,000 0%
Maint. Facility Rent 14,100 14,500 3%
Street Services 38,900 35,000 -10%
CITY OF ELK RIVER
2016 BUDGET
GENERAL FUND REVENUES
Engineering Services Reimb.141,700 148,950 5%
Sr. Center Activities 28,000 29,000 4%
Recreation Fees 95,000 96,000 1%
Park Fees/Bldg Rent 24,400 26,800 10%
Sewer Inspection Fee 5,000 9,000 80%
Contractor License Check 500 1,000 100%
Total Charges for Service 831,200 861,050 4%
Fines
Court 115,000 117,000 2%
Parking 10,000 10,000 0%
Total Fines 125,000 127,000 2%
Other Revenue
Interest Income 85,000 85,000 0%
Refunds & Reimb.101,000 101,000 0%
Contributions 25,000 15,000 -40%
Miscellaneous 6,000 7,500 25%
Total Other Revenue 217,000 208,500 -4%
Transfers In
Landfill 53,950 55,000 2%
Capital Outlay Reserve 212,700 212,950 0%
Storm Water - 5,000 100%
NSP/RDF Reserve 39,500 45,000 14%
Development Fund 62,600 62,600 0%
WWTS 100,000 100,000 0%
Liquor 399,050 438,950 10%
ERMU 740,900 750,000 1%
EDA 32,000 34,800 9%
HRA 23,250 24,750 6%
Garbage/Other 43,950 45,000 2%
Total Transfers In 1,707,900 1,774,050 4%
TOTAL GENERAL FUND REVENUES 13,312,800$ 13,811,400$ 3.7%
2015 2016 %
Description BUDGET Preliminary CHANGE
4101 FULL TIME SALARIES 7,102,400 7,264,050 2.28%
4102 OVERTIME 187,100 187,100 0.00%
4103 PART TIME SALARIES 638,500 665,950 4.30%
4104 PERA CONTRIBUTIONS 830,300 854,900 2.96%
4105 FICA CONTRIBUTIONS 313,200 316,250 0.97%
4106 OTHER RETIREMENT CONTRIBUTIONS 30,000 30,000 0.00%
4107 MEDICARE CONTRIBUTIONS 112,150 115,100 2.63%
4108 EMPLOYER CONTRIBUTION FOR INSURANCE 927,200 977,150 5.39%
4109 WORKERS COMPENSATION 172,550 175,800 1.88%
TOTAL PERSONAL SERVICES 10,313,400 10,586,300 2.65%
4201 OFFICE SUPPLIES 55,700 50,250 -9.78%
4212 FUELS & LUBES 246,500 250,700 1.70%
4217 UNIFORM ALLOWANCE 63,200 78,950 24.92%
4219 OPERATING SUPPLIES 558,100 643,150 15.24%
4221 EQUIPMENT PARTS 116,800 117,450 0.56%
4226 STREET SIGNS 24,000 30,500 27.08%
TOTAL SUPPLIES 1,064,300 1,171,000 10.03%
4301 AUDIT FEES 19,000 20,000 5.26%
4304 LEGAL FEES 217,600 214,600 -1.38%
4319 PROFESSIONAL SERVICES 112,050 118,800 6.02%
4321 TELEPHONE 73,750 84,800 14.98%
4322 POSTAGE 21,600 20,600 -4.63%
4331 TRAVEL/CONFERENCES/SCHOOLS 153,950 185,600 20.56%
4334 CAR ALLOWANCE 4,800 4,800 0.00%
4349 ADVERTISING/MARKETING 34,700 33,200 -4.32%
4359 PUBLISHING 28,650 28,700 0.17%
4361 PROPERTY/AUTO/LIABILITY INSURANCE 148,700 155,400 4.51%
4389 UTILITIES 175,050 193,600 10.60%
4401 BLDG REPAIR/MAINT SERVICES 121,100 138,400 14.29%
4404 EQUIP REPAIR/MAINT SERVICES 303,750 290,450 -4.38%
4409 CONTRACTUAL SERVICES 164,000 181,900 10.91%
4412 BUILDING RENT 1,650 1,650 0.00%
4415 EQUIPMENT RENTAL 16,700 17,500 4.79%
4417 UNIFORM RENTAL 7,950 7,950 0.00%
4433 DUES & SUBSCRIPTIONS 41,600 42,300 1.68%
4437 TAXES & LICENSES 450 500 11.11%
4438 CREDIT CARD FEES 8,100 9,100 12.35%
4440 MISCELLANEOUS 28,800 28,600 -0.69%
4460 EQUIPMENT REPLACEMENT CHARGE 251,150 275,650 9.76%
TOTAL OTHER SERVICES & CHARGES 1,935,100 2,054,100 6.15%
CAPITAL OUTLAY - - #DIV/0!
TRANSFER OUT - - #DIV/0!
TOTAL GENERAL FUND EXPENDITURES 13,312,800 13,811,400 3.75%
CITY OF ELK RIVER
2015-2016 BUDGET
GENERAL FUND EXPENDITURES
B C1
City of Elk River Levied Maximum
Tax Levy Breakout (preliminary only)Pay 2015 Pay 2016
1 General Fund 9,420,700 9,813,900 4.17%
2 Library 63,100 59,400 -5.86%
3 General Property Tax Levy 9,483,800 9,873,300 4.11%
4 Special Levies
5 City Special Assessments 4,221 4,221 0.00%
6 Quite Zone advance - 48,201 0.00%
7 2010 G.O. Capital Improvement Plan Bonds 372,886 366,455 -1.72%
8 Economic Development Tax Abatement 156,450 144,857 -7.41%
9 Total Levy 10,017,357 10,437,034 4.19%
10
11 General Fund Portion Change 393,200
12 Percentage 4.17%
13
14 Total Dollar Change 419,677
15 % Change 4.19%
Note: This will be adjusted as we go thru the budget process and do updates.
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37
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18
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Ot
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r
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10
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3
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$
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8
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Of
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Fr
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12
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3,391
12
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To
t
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$
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8
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$ 5,426 $
ST
A
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U
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1
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No
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:
1
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A
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m
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1
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y
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.
20
1
6
B
U
D
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T
RE
Q
U
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S
T
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D
P
O
S
I
T
I
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07
/
1
6
/
2
0
1
5