9.2. SR 07-18-2016City of
Elk -
River
Request for Action
To
Item Number
Mayor and City Council
9.2
Agenda Section
Meeting Date
Prepared by
Work Session
July 18, 2016
Lori Ziemer, Interim Finance Director
Item Description
Reviewed by
2017 Budget
Cal Portner, City Administrator
Reviewed by
Total
Action Requested
Continue 2017 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 2017
department/division goals. Let staff know if you would like more detail.
Community Operations and Development Budgets:
Community Operations and Development — The 2017 budget is consistent with 2016.
Planning —The Operating Supplies line item decreased due to a computer replacement in 2016. Travel,
Conferences and Schools increased due to the attendance of a national conference in 2017. The remaining
line items are consistent with 2016.
Environmental — The Environmental Technician position is allocated among the following budgets
based on the table below.
The Personal Services is adjusted to reflect the above staff time allocation of the Environmental Technician.
The Oce Supplies line item increase is for a computer replacement. The Operating Supplies in is for a
wetland/shoreland/floodplain buffer rebate program ($5,000). Contractual Services line item increases for a
wetland bank feasibility study ($10,000).
2016
Environmental Tech.
2017
Environmental Tech.
Environmental
45%
30%
Energy City
15%
30%
Landfill
10%
10%
Garbage
30%
30%
Total
100%
100%
The Personal Services is adjusted to reflect the above staff time allocation of the Environmental Technician.
The Oce Supplies line item increase is for a computer replacement. The Operating Supplies in is for a
wetland/shoreland/floodplain buffer rebate program ($5,000). Contractual Services line item increases for a
wetland bank feasibility study ($10,000).
Energy City — Personal Services line item is adjusted to reflect the staff time allocation of the
Environmental Technician (breakout above). The Operating Supplies decrease is related to a solar panel
grant match in 2016. Other Professional Services increase is for the sustainable communities projects with the
University of St. Thomas. Travel, Conferences dam' Schools increased for travel costs related to the Climate -
Smart Municipalities program.
Landfill Fund —The Landfill Fund is a Special Revenue Fund restricted for landfill abatement and other
mitigation programs such as clean-up day events. Personal Services line item is adjusted to reflect the staff
time allocation of the Environmental Technician. Operating Supplies decreased due to some grant funds
offsetting the fix -it clinic program expenses. Other Professional Services decreased due to offsetting
reimbursements by Landfill and GRE for consulting services.
Finance Budgets:
Finance — The Audit Fees line item increased due to projected proposals for a new audit contract. Other
Professional Services increase is for the GASB 45 actuarial study that is required every three years. Equipment
Repair &Maintenance decreased due to the migration from the current timekeeping software to the new
HRIS timekeeping.
Information Technology —The Operating Supplies line item increased for software upgrades. Travel,
Conferences, and Schools line item was increased for additional IT -specific courses. Equipment Repair d�
Maintenance increased due to the phone and security system maintenance contract. As part of the Capital
Improvement Plan a number of hardware/ software replacements are outlined on the Capital Outlay
Request summary sheet. Those have been planned and would be funded out of the Capital Outlay
Reserve Fund.
Building Maintenance —Operating Supplies increased for two computer replacements and appliances for
city hall break room. Building Repair d� Maintenance increased for the replacement of the exterior awnings
on city hall.
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.
Financial Impact
N/A
Attachments
■ Department Worksheets
■ Capital Outlay summary sheet (General Fund departments)
■ General Fund summary
■ Tax levy breakout
■ Personnel sheet summary
Division Performance Measures & Goals for 2017
Division: COD
Completed by: S. Fischer
Date: 5.20.2016
Perf Measure
2015 Actual
2016 Estimated
2017 Prc
1. Training HourslFTE
6.8
10
14
2. Implement Process
NIA
3
5
Improvements
Promote a safe and healthy work
environment for employees; ensure staff is
3. Safety Program Events
4
12 (Right to Know, CPR, MMUA)
15
4, Outreach activities
6
7
8
Division Goal
Goal objective
1. Employee Development
Implement on-going training programs to
further develop employees
Streamline processes; implement new
2. Lean Processes
methods to allow employees to work more
efficiently.
Promote a safe and healthy work
environment for employees; ensure staff is
3. Safe Work Environment
fully trained and knowledgeable of safety
regulations and use of PPE
Coord i natelpa rtici pate in school and
community events to increase public
4. Public Outreach
awareness of department activities
(environmental, stormwater, public works,
WW tours, etc.)
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Division Performance Measures & Goals for 2017
Division: 1PIanning
Completed b Zack Carlton
Date: May 27, 2016 I
Performance Measure 2015 Actual ! 2016 Estimatec
Case file applications (Exclude Plats)
115
120
130
Platslsubdivisions
9
12
15
Building Permit Reviews (zoning)
235
250
275
Respond to all phone calls and emails
70%
95%
95%
with 24 hours
Conference
Design, install, and manage the
Identify key locations for improvement. CIP includes
Increase number of applications
$80,000 for beautification improvements.
identified by staff and CIP
deemed complete within 5 business
80%
80%
90%
days to 100%
Planning department review of building
90%
95%
100%
permits done wfin two business days
Review CUPS on an ongoing basis to
ensure continued compliance with
10%
15%
33% (whin last 3 years)
conditions and city ordinances.
Related Vision Statement
Division Goal
Goal/Objective
Comments
Further develop zoning enforcement Program is being developed in 2016 Establish a
program. Focus on CUP, IUP, Plat, Site standard procedure to address any violations to
Plan, and Signage compliance. ensure consistent customer service.
Continue worksessions with beards and commissions
Complete comprehensive plans
to discuss the importance of adhering to developed
plans and understand the possible long term
consequences of altering the plans.
Encourage participation in continuing education
(SLUC, APA, ULI, etc.) and promote certification
Employee Development and Retention
through professional organizations (AICP).
Attendance at State and National Planning
Conference
Design, install, and manage the
Identify key locations for improvement. CIP includes
installation of key landscape projects
$80,000 for beautification improvements.
identified by staff and CIP
Further develop zoning enforcement Program is being developed in 2016 Establish a
program. Focus on CUP, IUP, Plat, Site standard procedure to address any violations to
Plan, and Signage compliance. ensure consistent customer service.
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Division Performance Measures & Goals for 2017
Division: Environment
Completed by: Kristin Mroz
Date: May 27, 2016
Related Vision Statement
Division Goal Goal/Objective Comments
Lake Orono Management Plan B12 - Inject/preserve nature in visable ways Work with Lake Orono Improvement Association an management plan,
education, and outreach. Assisted by Sherburne Soil and Water
Conservation District.
Increase water buffer strips C9 - Improve water quality. When employing Incentize with buffer strip rebates. In conjunction with State Buffer Law (S.F.
BMP, consider aesthetic component. 2503).
Wetland Bank Feasibility Study D4 - Conservation improvement programs: Study opportunity to expand wetland bank credits in Elk River to use for city
technology, rebates, audits, design project and/or sell when available.
assistance
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Division Performance Measures & Goals for 2017
Division: Energy City
Completed by: Kristin Mroz
Date: May 27, 2416
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Division Performance Measures & Goals for 2017
Division: Landfill
Completed by: Kristin Mroz
Date: May 27, 2016
Performance Measure 2015 Actual 2016 Estimated Actual 2017 Projected
Number of participants for Clean Up
Day 466 431 450
Number of participants at Fix It Clinic 143 (2 events)8 (1 event) 120 (1 event)
% fixed by weight 83.8 92 90
% foxed by Rem 83.1 90 90
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Division: Finance
Completed by Lori Ziemer
Date: June 3, 2016
Division Goal I Goal Objective I Comments
Enhance the transparency of public finances Continued participation in CAFR & Budget
award programs
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federal/state laws and GASB statements
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transparent financial policies/procedures to financial policies
maintain integrity of the financial system
Evaluate current procedures where
efficiency improvements can be made
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Evaluate the financial management system
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Division Performance Measures & Goals for 2017
Division: IT
Completed by: Bob Pearson
Date: June 1, 2016
Performance Measure 1 2015 Actual 1 2016 Estimated f 2017 Proiected
Number of Physical Servers
8
8
8
Number of Virtual Servers
27
28
30
Number of Desktop PCs
170
182
182
Number of Laptops
30
38
38
Number of Desk Phones
290
290
290
Number of Cell Phones
125
125
125
Number of data cards
27
52
52
Number of Tabiets
37
49
50
Number of Wireless Access Points
17
21
24
ERMU Desktop PCs
18
20
20
ERMU Laptops
25
25
25
ERMU Tablets
5
9
9
Related Vision Statement
Division Goal
Goal/Objective
Comments
Maintain seamless, transparent,
Upgrade virtual servers to a more current
stable and efficient operation of
operating system.
information technology.
Provide for innovation by taking
Evaluate software upgrades utilizing cloud
advantage of new technology.
technology
Strategically plan for collaboration to
Assist departments in evaluating their
take advantage of economies of
technology needs.
scale
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Division Performance Measures & Goals for 2017
Division: Building Maintanence
Com feted b : Gary Lore
Date: 5/18/2016
Division Goal
Maintain a clean, safe and
professional environment in all city
buildings
Maximize building efricency and
operations
Related Vision Statement
Goal/Obiective
Prioritize, schedule and complete submitted
work order requests in a timely manner.
Continue to implement re -commissioning
recommendations and replace old failing
equipment with new more efficient types
Maximize the useful fife of building f Perform scheduled preventative maintenanc
systems ion city facilities and equipment
Comments
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C7
2017 CAPITAL OUTLAY
Funding Source
Requested Capital Outlay Gov't Department
Department Item Amount Reserve Bldg Fund Total
Police Taser replacement 17,000 17,000
Mobile computers (2) 22,000 22,000
Radar/camera replacements (3) 40,000 40,000
79,000 79,000 79,000
Administration Election equipment -City contribution 15,600 15,_60.0
15,600 15,600
IT Server Virtualization Upgrade 15,000 15,000
Virtual Desktop Upgrade for EOC 15,000 15,000
Microsoft Server Operating System Upgrade 26,000 26,000
Fiber Network 10,000 10,000
66,000 66,000 66,000
Building Safety Reception desk redesign 10,500 10,500
10,500 10,500
Streets Safety tri -pod (confined space) 10,000 10,000
Equip. Maintenance Tire changer 11,500 11,500
Tire balancer/lift 12,000 12,000
Snow Removel Plow wing 15,000 15,000
48,500 48,500 48,500
Senior Center Curtition 20,000 20,000
20,000 20,000
Fire Thermal Image Ladder #1 10,000 10,000
Mobile computers 10,000 10,000
Emerg, Mgmt Radio base station 18,000 18,000
38,000 38,000 38,000
General Fund Departments 277,600 247,100 30,500 277,600
CITY OF ELK RIVER
Requested budget analysis snap shot (General Fund)
General Fund Revenues:
Property taxes
All Other Revenues
Total General Revenues
General Fund Expenditures
General Government:
Mayor & Council
Cable TV
Administrative Services
Human Resources
Elections
Finance
Information Technology
Legal
Community Development
Planning
City Hall Maintenance
Energy City
Contingency
Total General Government
Public Safety:
Police
Fire
Code Enforcement
Building Safety
Environmental
Total Public Safety
Public Works:
Street Maintenance
Snow Removal
Equipment Services
Engineering
Total Public Works
Culture & Recreation:
Parks Maintenance
Recreation
Sr. Citizen Programs
Total Culture & Recreation
Total General Fund Expenditures
2016 YTD 2017 % of %
Adopted [06/30] Preliminary budget change
9,596,850
3,482,142
10,235,600
70.6%
6.7%
4,287,950
1,317,992
4,270,150
29.4%
-0.451.
13,884,800
4,800,134
14,505,750
100.00%
4.47%
145,850
52,308
148,800
1.03%
2.02%
109,700
43,165
110,800
0.76%
1.00%
605,500
260,622
593,350
4.09%
-2.01%
178,400
72,436
233,700
1.61%
31.00%
20,500
6,959
6,600
0,05%
-67.80%
583,550
333,350
598,350
4.12%
2.54%
346,350
160,993
387,900
2.67%
12.00%
214,600
93,305
220,000
1.52%
2.52%
213,750
97,221
222,400
1.53%
4.05%
297,400
114,400
296,700
2.05%
-0.24%
623,650
276,050
653,100
4.50%
4.72%
16,300
5,008
33,700
0.23%
106.75%
(95,000)
0
0.00%
-100.00%
3,260,550
1,515,817
3,505,400
24.2%
7.5%
4,975,700
2,112,525
5,194,600
35.81%
4.40%
881,850
376,771
902,950
6.22%
2.39%
91,600
40,807
93,250
0.64%
1.80%
647,750
287,325
665,650
4.59%
2.76%
39,100
18,755
46,900
0.32%
19.95%
6,636,000
2,836,183
6,903,350
47.59%
4.03%
1,310,000
548,960
1,335,850
9.21%
1.97%
281,550
148,096
300,400
2.07%
6.70%
186,250
75,646
190,550
1.31%
231%
217,950
93,340
217,550
1.50%
-0.18%
1,995,750
866,042
2,044,350
14.09%
2.44%
1,038,100
392,605
1,064,750
7.34°%
2.57%
711,450
265,750
733,000
5.05°%
3.03°%
242,950
101,378
254,900
1.76%
4.92%
1,992,500
759,733
2,052,650
14.15%
3.02%
13,884,800
5,977,775
14,505,750
100.00%
4.47%
CITY OF ELK RIVER
2017 BUDGET
GENERAL FUND REVENUES
License & Permits
Liquor
2016
2017 %
DESCRIPTION
BUDGET
Proposed Change
Taxes
0%
Cigarette
Ad Valorem
9,596,850
10,235,600 7%
Gravel
127,000
130,000 2%
Total Taxes
9,723,850
10,365,600 7%
License & Permits
Liquor
67,500
67,500
0%
Amusement
1,050
1,050
0%
Cigarette
3,100
3,100
0%
Apartment
35,000
39,000
11%
Mining
23,000
23,000
0%
Garbage Hauler
1,600
1,800
13%
Other Business
12,000
12,000
0%
NPDES Permit
10,000
11,000
10%
Building Permit
385,000
385,000
0%
Plumbing/Heating Permit
92,000
95,000
3%
Permit Surcharge
300
1,000
233%
Animal License
6,500
5,500
-15%
Parking Permit
1,500
1,500
0%
Other Non Business
8,000
7,000
-13%
Total Licenses & Permits
646,550
653,450
1%
Intergovernmental Revenue
Federal Grant
1,800
-
-100%
Market Value Credit
4,000
5,000
25%
PERA Aid
14,000
14,000
0%
Police Aid
230,000
235,000
2%
Police Training Reimb.
10,000
10,000
0%
State Crime Prevention Grant
25,250
25,000
-1%
Other State Grants(vest)
3,300
-
-100%
Total Intgvtl. Revenue
288,350
289,000
fl%
Charges for Services
Planning & Zoning Fees
16,000
20,000
25%
Plan Check Fees
135,000
135,000
0%
Special Assmt. Search
500
500
0%
Sale of Maps/Copies
1,700
1,700
0%
Reimb. For Gen Govt Sery
4,500
4,500
0%
Lockout Fees
7,500
7,000
-7%
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
220,000
220,000
0%
Fire Calls
3,000
2,000
-33%
Fire Inspections
10,000
5,000
-50%
Maint. Facility Rent
14,500
13,800
-5%
Street Services
35,000
25,000
-29%
Engineering Services Reimb.
148,950
125,000
-16%
Recreation Fees
96,000
96,000
0%
Sr. Center Activities
29,000
30,000
3%
Park Fees/Bldg Rent
26,800
26,800
0%
Sewer Inspection Fee
9,000
9,000
0%
Contractor License Check
1,000
800
-20%
Total Charges for Service
891,050
854,700
-4%
Fines
Court
117,000
125,000
7%
Parking
10,000
10,000
0%
Total Fines
127,000
135,000
6%
Other Revenue
Interest Income
85,000
85,000
0%
Refunds & Reimb.
101,000
101,000
0%
Contributions
20,000
20,000
0%
Miscellaneous
7,500
6,500
-13%
Total Other Revenue
213,500
212,500
0%
Transfers In
Landfill
55,000
56,000
2%
Capital Outlay Reserve
217,950
217,950
0%
NSP/RDF Reserve
45,000
45,000
0%
Development Fund
62,600
62,600
0%
W WTS
100,000
100,000
0%
Liquor
438,950
438,950
0%
ERMU
970,450
970,450
0%
EDA
34,800
34,800
0%
HRA
24,750
24,750
0%
Garbage
45,000
45,000
0%
Total Transfers In
1,994,500
1,995,500
0%
TOTAL GENERAL FUND REVENUES $ 13,884,800 $ 14,505,750 4.5%
CITY OF ELK RIVER
2016-2017 BUDGET
GENERAL FUND EXPENDITURES
2016
2017
%
Description
BUDGET
Proposed
CHANGE
4101
FULL TIME SALARIES
7,264,050
7,510,300
3.39%
4102
OVERTIME
187,100
202,100
8.02%
4103
PART TIME SALARIES
665,950
671,450
0.83%
4104
PERA CONTRIBUTIONS
854,900
877,400
2.63%
4105
FICA CONTRIBUTIONS
316,250
324,100
2.48%
4106
OTHER RETIREMENT CONTRIBUTIONS
30,000
30,000
0.00%
4107
MEDICARE CONTRIBUTIONS
115,150
118,950
3.30%
4108
EMPLOYER CONTRIBUTION FOR INSURANCE
966,350
993,850
2.85%
4109
WORKERS COMPENSATION
175,800
186,900
6.31%
TOTAL PERSONAL SERVICES
10,575,550
10,915,050
3.21%
4201
OFFICE SUPPLIES
44,350
44,800
1.01%
4212
FUELS & LUBES
210,700
222,200
5.46%
4217
UNIFORM ALLOWANCE
78,950
76,800
-2.72%
4219
OPERATING SUPPLIES
565,750
648,950
14.71%
4221
EQUIPMENT PARTS
110,450
116,700
5.66%
4226
STREET SIGNS
30,500
31,500
3.28%
TOTAL SUPPLIES
1,040,700
1,140,950
9.63%
4301
AUDIT FEES
20,000
22,000
10.00%
4304
LEGAL FEES
214,600
220,000
2.52%
4319
PROFESSIONAL SERVICES
118,800
118,700
-0.08%
4321
TELEPHONE
84,800
90,450
6.66%
4322
POSTAGE
20,600
20,000
-2.91%
4331
TRAVEL/CONFERENCES/SCHOOLS
185,600
189,100
1.89%
4334
CAR ALLOWANCE
4,800
4,800
0.00%
4349
ADVERTISING/MARKETING
33,200
33,200
0.00%
4359
PUBLISHING
28,700
15,600
-45.64%
4361
PROPERTY/AUTO/LIABILITY INSURANCE
155,400
157,600
1.42%
4389
UTILITIES
414,050
418,700
1.12%
4401
BLDG REPAIR/MAI NT SERVICES
132,400
146,600
10.73%
4404
EQUIP REPAIR/MAINTSERVICES
290,450
374,750
29.02%
4409
CONTRACTUAL SERVICES
181,900
223,800
23.03%
4412
BUILDING RENT
1,650
1,650
0.00%
4415
EQUIPMENT RENTAL
17,500
25,200
44.00%
4417
UNIFORM RENTAL
7,950
7,950
0.00%
4433
DUES & SUBSCRIPTIONS
42,300
51,250
21.16%
4437
TAXES & LICENSES
500
350
-30.00%
4438
CREDIT CARD FEES
9,100
9,400
3.30%
4440
MISCELLANEOUS
28,600
29,200
2.10%
4460
EQUIPMENT REPLACEMENT CHARGE
275,650
289,450
5.01%
TOTAL OTHER SERVICES & CHARGES
2,268,550
2,449,750
7.99%
TOTAL GENERAL FUND EXPENDITURES
13,664,350
14,505,750
6.16%
Note: This will be adjusted as we go thru the budget process and do updates.
6.66%
0.84
6.62%
-100.00%
0.44%
26.45%
6.64%
B C1
City of Elk River
Levied Maximum
Tax Levy Breakout (preliminary only)
Pay 2016 Pay 2017
General Fund
9,596,850
10,235,600
Library
59,400
59,900
9,656,250
10,295,500
General Property Tax Levy
Special Levies
City Special Assessments
41221
-
2010 G.O. Capital Improvement Plan Bonds
366,405
368,030
Economic Development Tax Abatement
144,857
183,178
10,171,733
10,846,708
Total Levy
General Fund Portion Change
638,750
Percentage
6.66%
Total Dollar Change
674,975
6.64%
Change
Note: This will be adjusted as we go thru the budget process and do updates.
6.66%
0.84
6.62%
-100.00%
0.44%
26.45%
6.64%
2017 BUDGET
REQUESTED POSITIONS
Cost Center
Budget
4101
Full -Time
4102
Overtime
4103
Part -Time
4104
PERA
4105
FICA
4107
Medicare
4108
Insurance
4109
Workers Comp
Total Funding Required
Additional Costs:
Uniform allowance
Equipment (car/computer, etc)
Telephone/office equipment
Training/licensing
Other
Total net cost
NOTE: THESE POSITIONS ARE NOT REFLECTED IN THE GENERAL FUND BUDGET
07114!2016
Police
Police
Fire
101-2120
101-2120
101-2320
Police Officer
Police Officer
Captain -
Safety Training
54,005
54,005
64,950
8,749
8,749
4,871
4,027
783
783
942
7,938
7,938
7,938,
1,080
1,080
312
$ 72,555
$ 72,555
$ 83,040
865
865
650
47,000
47,000
40,000
1,000
1,000
200
180
180
2,000
2,000
$ 51,045
$ 51,045
$ 40,850
$ 123,600
$ 123,600
$ 123,890
NOTE: THESE POSITIONS ARE NOT REFLECTED IN THE GENERAL FUND BUDGET
07114!2016