5.1.b. LIBSR 05-24-2016 2017/2018 CAPITAL OUTLAY REQUEST
List items with a value in excess of$10,000. (DO NOT include CIP items.)
DEPARTMENT: PREPARED BY: DATE:
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Item Requested Planned Use and Reason Needed
Budget Year(2017 or 2018)
Is this a replacement: Estimated Purchase Price
Item being replaced: Less Trade in value, if any
Expected Useful Life: Net Cost(including sales tax if applicable): $ -
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Item Requested Planned Use and Reason Needed
Budget Year(2017 or 2018)
Is this a replacement: Estimated Purchase Price
Item being replaced: Less Trade in value, if any
Expected Useful Life: Net Cost(including sales tax if applicable): $ -
---------------------------------------------------------------------------------------------------------------------------------------------
Item Requested Planned Use and Reason Needed
Budget Year(2017 or 2018)
Is this a replacement: Estimated Purchase Price
Item being replaced: Less Trade in value, if any
Expected Useful Life: Net Cost(including sales tax if applicable): $ -
* Please send to finance
Division Performance Measures & Goals for 2017
Division:
Completed by:
Date:
Performance Measure 2015 Actual 2016 Estimated 2017 Projected
Related Vision Statement
Division Goal Goal/Objective Comments
2017 -2018 BUDGET DETAIL SHEET
Dept: Library
Acct. Explanation/Detail of Supplies or Services 2014 2015 2016 BUDGET 2017 BUDGET 2018 BUDGET
No. I Actual Actual Detail Total Detail Total Detail Total
SUPPLIES
4201 Office Supplies 69 90 100
Office supplies-paper,envelopes,poster board,etc. 100
4219 Operating Supplies 13,273 7,911 14,650
Cleaning supplies 5,000
Building maint.supplies 2,500
Replace shrubs and woodchips 1,100
Flags 250
Restore rain gardens 800
Floor scrubbing machine 5,000
TOTAL SUPPLIES 13,342 8,001 14,750
OTHER SERVICES&CHARGES
4321 Telephone 1,035 1,035 1,100
Phone line 1,100
4322 Postage
4331 Conferences/Schools 614 650
MN Library Assn Conference-9 650
4359 Publishing
Advertising
4361 Insurance 1,945 2,043 2,150
Property/liability insurance 2,150
4389 Utilities 3108 26,705 29,450
Water 500
Garbage 600
Donated electric 28,350
4401 Building Repair&Maint 36,035 35,851 16,050
Security system monitoring 1,000
Heating/cooling system 4,000
Building maint.-fire extinguishers,doors,pest control,etc. 2,500
Tree replacement 2,000
Lawn maintenance 3,500
Misc.repairs and replacements 2,500
Prairie grass management 550
4404 Equipment Repair&Maint 377 14 1,000
Reader/printer 250
Self checkout 750
4405 Cleaning Services 23,640 17,842 15,000
Cleaning contract 15,000
4409 Contractual Services 11,245 10,924 11,500
Library programs 11,500
4433 Dues/Subscriptions 60 60 100
MN Library Assn 100
TOTAL OTHER SERVICES&CHARGES 106,649 94,474 77,000
CAPITAL OUTLAY
4560 Equipment 19,000
LED lights 19,000
TOTAL CAPITAL OUTLAY 19,000
TOTAL LIBRARY 119,991 102,475 110,750
5/19/2016
2017 - 2018 REVENUE DETAIL SHEET
Dept: Library
Acct. 2014 2015 2016 BUDGET
No. Explanation/Detail of Revenues Actual Actual Detail Total
Revenues
3111 Property Taxes 63,375 62,512 59,400 59,400
3322 MV Credit
3475 Building Rent
3621 Interest Income 3,895 51562 4,000 4,000
3626 Contributions - ERMU donation 29,511 241711
3628 Landfill Host Fee
3629 Miscellaneous Revenue
3910 Sale of Assets
3915 Bond Proceeds
3945 Transfers In - Utilities 28,3501 28,350
TOTAL LIBRARY 96,781 929785 91,750
City of Elk River
2017 Budget Schedule
May 9, 2016 Budget forms and instructions to department directors
June 6, 2016 Department Director proposed budgets due to finance department
June 2016 Staff budget meetings with City Administrator and Finance Director
July 5, 2016 General budget discussion on tax levy,goals, staffing and other
Policy items.
July 18, 2016 Presentation of Community Development and Operations (Planning,
COD, Environmental, Energy City, Landfill), Finance,Information
Technology, and Building Maintenance budgets to Council
August 1, 2016 Presentation of Administration, Cable TV,Mayor& Council,
Elections,Legal, Human Resources, Streets, Snow Removal,
Equipment Maintenance,Engineering, Parks and Recreation and
Library budgets to Council
August 8, 2016 Presentation of Police, Fire, Building Safety and Equipment
Replacement Fund (fleet committee to attend) budgets to Council
August 15, 2016 Presentation of Liquor, Garbage, Storm Water and Wastewater
budgets to Council
September 6, 2016 Council adopts EDA/HRA levies
September 12, 2016 Budget review and any remaining budget presentations
September 19, 2016 Council adopts maximum property tax levy
September 30, 2016 Certify city maximum property tax levy to Sherburne County
October/November 2016 Final adjustments/budget revisions and review Capital Improvement
Plan (CIP) funds/projects
December 5, 2016 City Council adopts the final 2017 budget and property tax levy
December 19, 2016 City Council adopts the 2017-2021 CIP
5-06-2016 12:20 PM CITY OF ELK RIVER PAGE: 1
REVENUE & EXPENSE REPORT (UNAUDITED)
AS OF: DECEMBER 31ST, 2015
211-LIBRARY
FINANCIAL SUMMARY 100.00% OF YEAR COMP.
CURRENT CURRENT YEAR TO DATE % OF BUDGET
BUDGET PERIOD ACTUAL BUDGET BALANCE
REVENUE SUMMARY
Library 98,400.00 37,216.52 92,784.59 94.29 5,615.41
TOTAL REVENUES 98,400.00 37,216.52 92,784.59 94.29 5,615.41
EXPENDITURE SUMMARY
Culture & Recreation
Library 119,400.00 10,461.59 102,475.89 85.83 16,924.11
TOTAL Culture & Recreation 119,400.00 10,461.59 102,475.89 85.83 16,924.11
TOTAL EXPENDITURES 119,400.00 10,461.59 102,475.89 85.83 16,924.11
REVENUES OVER/(UNDER) EXPENDITURES ( 21,000.00) 26,754.93 ( 9,691.30) ( 11,308.70)
5-06-2016 12:20 PM CITY OF ELK RIVER PAGE: 2
REVENUE & EXPENSE REPORT (UNAUDITED)
AS OF: DECEMBER 31ST, 2015
211-LIBRARY
100.00% OF YEAR COMP.
CURRENT CURRENT YEAR TO DATE % OF BUDGET
REVENUES BUDGET PERIOD ACTUAL BUDGET BALANCE
Library
Tames
211-3-0000-3111 Current Ad Valorem Tates 63,100.00 29,544.80 62,309.58 98.75 790.42
211-3-0000-3112 Delinquent Ad Valorem Tastes 0.00 ( 149.80) 202.91 0.00 ( 202.91)
TOTAL Tames 63,100.00 29,395.00 62,512.49 99.07 587.51
Intergovernmental Rev
Charges for Services
Other Revenue
211-3-0000-3621 Interest Income 6,400.00 528.63 5,561.60 86.90 838.40
211-3-0000-3626 Contributions 28,900.00 7,292.89 24,710.50 85.50 4,189.50
TOTAL Other Revenue 35,300.00 7,821.52 30,272.10 85.76 5,027.90
Transfers In
TOTAL Library 98,400.00 37,216.52 92,784.59 94.29 5,615.41
Library Project
---------------
Other Financing Sources
Transfers In
TOTAL REVENUE 98,400.00 37,216.52 92,784.59 94.29 5,615.41
5-06-2016 12:20 PM CITY OF ELK RIVER PAGE: 3
REVENUE & EXPENSE REPORT (UNAUDITED)
AS OF: DECEMBER 31ST, 2015
211-LIBRARY
Culture & Recreation 100.00% OF YEAR COMP.
Library
CURRENT CURRENT YEAR TO DATE % OF BUDGET
DEPARTMENTAL EXPENDITURES BUDGET PERIOD ACTUAL BUDGET BALANCE
Personal Services
Supplies
211-4-5600-4201 Office Supplies 100.00 0.00 90.47 90.47 9.53
211-4-5600-4219 Operating Supplies 16,200.00 165.74 7,911.26 48.83 8,288.74
TOTAL Supplies 16,300.00 165.74 8,001.73 49.09 8,298.27
Other Services & Charges
211-4-5600-4321 Telephone 1,100.00 174.03 1,034.84 94.08 65.16
211-4-5600-4322 Postage 50.00 0.00 0.00 0.00 50.00
211-4-5600-4331 Travel, Conferences & Schools 650.00 0.00 0.00 0.00 650.00
211-4-5600-4359 Publishing 750.00 0.00 0.00 0.00 750.00
211-4-5600-4361 Insurance 2,050.00 0.00 2,042.50 99.63 7.50
211-4-5600-4389 Utilities 28,450.00 7,651.09 26,705.49 93.87 1,744.51
211-4-5600-4401 Bldg Repair/Maint Services 33,950.00 786.33 35,850.73 105.60 ( 1,900.73)
211-4-5600-4404 Equip Repair/Maint Services 1,000.00 0.00 13.90 1.39 986.10
211-4-5600-4405 Cleaning Services 24,000.00 1,245.00 17,842.38 74.34 6,157.62
211-4-5600-4409 Contractual Services 11,000.00 379.40 10,924.32 99.31 75.68
211-4-5600-4433 Dues & Subscriptions 100.00 60.00 60.00 60.00 40.00
TOTAL Other Services & Charges 103,100.00 10,295.85 94,474.16 91.63 8,625.84
Capital Outlay
Transfers Out
TOTAL Library 119,400.00 10,461.59 102,475.89 85.83 16,924.11
TOTAL Culture & Recreation 119,400.00 10,461.59 102,475.89 85.83 16,924.11
TOTAL EXPENDITURES 119,400.00 10,461.59 102,475.89 85.83 16,924.11
REVENUES OVER/(UNDER) EXPENDITURES ( 21,000.00) 26,754.93 ( 9,691.30) ( 11,308.70)
City of
E11
River MEMORANDUM
TO: Department Directors and Division Managers
FROM: Lori Ziemer
DATE: May 9, 2016
SUBJECT: 2017 Budget
2017 Budget document highlights
• Property&Workers Comp. Insurance numbers will be calculated by Finance and
will be entered into your budget.
• Reminder to exclude sales tax from your expenditures (if applicable). If questions
on a particular expenditure please let me or Lori S know.
• Review trends to ensure if expenditures need to be updated for decreasing or
increasing costs. Reports can be run for several years.
• Bob Pearson (x1266) can help you determine phone costs, technology replacements,
internet applications etc.
• Gallons of fuel used reports can be obtained from streets (x1120), once you get the
gallons take the amount times $2.50 per gallon. Take an average of the last few years
as part of the analysis to determine the number of gallons you expect to use in 2017.
• Gary Lore (x1136) can help with building supplies,repairs, and related maintenance
costs.
• Review the part-time pay amounts and let Lori S. know of any changes in writing
(provide an analysis of any increase/decrease requested in PT pay).
• Personnel amounts have already been included,please review the personnel
spreadsheets. Let Lori S. know of any requested changes for overtime in writing
(provide an analysis of any increase/decrease requested in overtime pay).
• Equipment Replacement charges line item will be entered once the fleet committee
finalizes 2017-2021 equipment replacement list.
• Requests for safety-specific training and equipment need to be included in
department budgets. The citywide safety program will cover required annual training
relating to blood borne pathogens,AWAIR/right-to-know, and other broad-ranging
safety topics that impact all (or the majority of) city staff. Department or work-site
specific safety training programs need to be included in individual department
budgets. Department heads and supervisors are required to ensure that all
employees have the appropriate equipment and training to safely do their jobs in
accordance with applicable state and federal laws.
• Fill in the 2017 detail line items in the excel sheets.
The following forms are included in your packet
• 2017 budget calendar.
• 2017 personal services worksheet.
• Request for position form—for new employee additions/hours not already on your
personnel services worksheet provided (specify what year).
• Goals/Performance Measures form—please list your department/division goals and
performance measures for 2017.
• 2017 budget worksheet.
• 2017 capital outlay request form (do not include vehicle replacements and only
include items over$10,000).
Completed budgets are due by juxie litho
If you have questions about the forms or any part of the budget process,please let me or
Lori S. know.
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