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9. SR 09-04-2007Item # 9 MEMORANDUM TO: Mayor and City Council FROM: Lori Johnson, City Administrator DATE: September 4, 2007 SUBJECT: Budget Discussions At last Monday's budget woxksession, we reviewed the tax levy, General Fund and select special revenue fund budgets. The Council made several decisions during the discussion and asked for more information on several items. Attached are responses to several of your questions along with tax levy information. Additional information will be presented at the meeting. The changes requested by Council came to $152,700. Since the County Assessor's estimated net tax capacity (NTC) increase fax exceeded the original estimate, the proposed budget can be funded well within the estmated NTC assuming the same tax rate as last year. The higher than expected NTC means the Council has an oppoxmtuty to decrease the tax rate and still fund the proposed budget. The attached levy data shows how much tax revenue is available to the General Fund depending upon the percentage increase in NTC. We will go over this in more detail at the meeting. Further, there were questions about some of the proposed expenditures. The need fox a new front end loader was questioned including whether this was a planned purchase. Attached is the five year street equipment capital improvement plan from prior years that included this purchase for 2008. The 1985 front end loader that is proposed to be replaced has over double the recommended number of hours of use and is nearly 22 yeazs old as researched by the Public Works Director. Another item questioned was the training budget in the Recreation department. Attached is a memo from Pazks and Recreation Director Bill Maertz explaining his request. Environmental Administrator Rebecca Haug is scheduled to give an update on the Energy Expo and the Energy City Commission three yeaz plan at the September 10 meeting. However, she just completed hex summary and feels that the cost to put on the Energy Expo in 2008 could be reduced by $15,000. Again, we will discuss all of these and your other questions in detail at the meeting. Finally, please bring your budget packet from last week's worksession to the meeting on Monday. As you know, the proposed maximum levy needs to be approved at the September 10 meeting so direction from the Counal on the levy will be requested on September 4. This will allow time to prepare the resolution fox adoption on September 10. PRELIMINARY LEW AND TAX RATE DATA (Based on estimatetl NTC) FOR TAXES PAYABLE 2008 Net Lary General Fund $ - 9,226,150.0 10,848,111 Library 78,350 Surface Water Mgmt. 100,000 Ciry Special Assessments 18,286 1994 Storm Sevrer Bonds 117,380 2005 Improvement Bonds 69,900 2005 Certificate of Indebtedness 155,478 2006 Cenificate o! Indebtedness 95,869 2007 CerO6cete of Indebletlness 712,226 Public Safety Lease Rav. Bonds 834,x40 2007 Improvement Bonds 122,864.+ Economic Development Tax Abatement 97,166 $ 1,821,981 Increase over AvaB. For 2007 General Fund General Funtl Tolal Levy Percent NTC Levy Tex Rate Tax Levy Tax Levy Increase Levy Increase Final NTC -March 2007 22,681,722 9,757,057 43.058% 8,263,032 9,757,057 5%NTC Increase 2007 Tax Rate 23,794,BD8 117,245,093 43.056% 8,823,132 380,100 488,035.58 5.00% 6% NTC Increase 2007 Taz Rate 24,027,425 10,342,685 43.1758% 8,720,704 457,672 585,607.89 8.00% 7%NTC Increase 2007 Tax Rate 24,248,043 10,440,237 43.056% 6,818,278 555,244 683,180.20 7.00% 6 % NTC Increase 2007 Tax Rate 24,474,860 10,537,610 43.056% 8,915,849 652,817 780,752.51 6.00% 9%NTC Increase 2007 Tax Rate 24,701,277 10,635,382 43.056Wo 9,013,421 750,389 878,324.82 9.00% 10%NTC Increase 2007 Tax Rate 24,927,894 10,732,954 43.056% 9,110,993 847,961 975,897.13 10.00% County Estimate 8127108 2007 Tax Rate 25,302,506 10,894,247 43.056 % 9,272,288 7,009,254 7,737,189.98 17.66% 8/30/2007 Tax NTC 1 8127107 Council meeting Department 8,300 Code Enforcement Officer to 314 time starting March/April Building (43 weeks at 30 hrs/wk & medical for employee & child or spouse @ 75%) (30,000) Energy Coordinator Energy City (may add back if it can be supported by donations, grants, etc.) (20,000) Brick Block survey (HPC) Mayor & Council (4,DOD) laptops for Council dias Mayor & Council (20,000) time tracking software Human Resources (30,000) Contingency to $60,000 (1/2% of total budget) Contingency (5,000) consulting experts Park Maintenance (49,000) tractor/loader/snow blower -possibly purchase plow for truck Park Maintenance (3,000) Project Management training Recreation (152,700) Total change in budget S:IFINANCE\BUDGET\Budget Folders by Year12008 budgetslCouncil revisions Capital Improvement Plan 2005 rhrtt 2009 City of Elk River, Minnesota Project p ST-03 Project Name Heavy Equipment Replacement :avy Equipment replacements & additions as f 03 -front end loader with plow and wing 03 - H.D. snow plow for loader 04 -sidewalk plow (not purchased) OS -sweeper 07 -skid loader 35k; rubber tired roller 25k 08 -front end loader 175K; mini backhce 40k 09 -grader 150k 10 -sweeper I1 -skid loader 13 -front end loader 200k; skid loader SOk 14 -sweeper Justification ContaM Sheet Supt Department Streets Type Equipment UsefW Life 20 years Category Heavy Equipment Priority 3lmpottaM Eapenttitures 2005 2006 2007 2005 2009 Total Equipment 175,000 60,000 215,000 150,000 600,000 'pptaj 175,000 60,000 215,000 150,000 600,000 Funtting Sources 2005 2006 2007 2008 2009 Total Equipment Certificates 175,000 fi0,000 215,000 150,000 600,000 'pptaj 175,000 fi0,000 215,000 150,000 600,000 1005 CIP Draft 3/30/05 Page 96 of 99 ver MEMORANDUM TO: Mayor and City Council FROM: Bill Maertz, Parks and Recreation Director DATE: September 4, 2007 SUBJECT: Recreation Training Budget The draft 2008 recreation budget included $3,000 for the Recreation Administrative Coordinator to pursue a Project Management Certificate through the University of Minnesota College of Continuing Education. This program is certified by the Project Management Institute (PMI), the leading provider of project management programs. Attached please find the Recreation Administrative Coordinator position description. This position performs a project management tole within the parks and recreation department. Currently, Tonya Love is coordinating the library move, library furniture, and shelving purchase, and the potential renovation of the Lions Paxk band shell Staff budgeted $3,000 based on 2007 pricing and book prices. The program has been revised fox 2008 and the current cost is $1890 with course materials included, therefore the recreation training budget could be reduced by $1,110. ATTACHMENTS: Course Description: Project Management Certificate Position Description: Recreation Administrative Coordinator City of Elk River Recreation Administrative Coordinator Position Description Department/Division: Immediate Supervisor: Park and Recreation/Recreation Recreation Mana ex Pay Grade: FLSA Status: Last Updated: (date) Non-Exem t 9/2006 Positions Supervised: Assists in su ervision of xo ammin staff. Position Summary The Recreation Administrative Coordinator is responsible fox assisting with the project management fox Parks and Recreation, handling deposits and financial reporting far the Recreation Division and Pinewood Golf Course, and assisting in the scheduling and coordination of programming opportunities. Essential Functions 1. Designs, plans, organizes, and administers recreational programs and activities. A. Reserves facilities for programs and activities. B. Manages program fee structure to cover costs and assure affordability. C. Assures adequate staffing and supplies for programs and activities. D. Interviews, hires and trains programming staff fox sports activities and special events. E. Prepares program descriptions for all promotional material. F. Actively promotes and publicizes programs offered. G. Assists with the coordinating of marketing fox these activities. H. Works various programs as needed. 2. Performs support services fox recreation facilities. A. Locates and reserves facilities and athletic fields. B. Coordinates schedules to assure proper scheduling and payment procedures. C. Assists with the scheduling and coordinating arrangements fox activities, meetings, programs, etc. D. Sets up and maintains meeting/activity spaces. Performs financial duties for the Recreation Division and Pinewood Golf Course. A. Processes cash and check deposits, credit card transactions, and refunds. B. Runs deposit reports as needed. 4. Performs project management for Parks and Recreation. A. Assists in the management of various parks and recreation projects. B. Works with contractors to assure project is on time and on budget. C. Seeks and applies fox grant opportunities. 5. Performs communication activities. A. Types/word processes information. B. Performs public speaking, presentations, and community training. C. Composes, edits, and proofreads material. Page 1 G. Performs back-up office duties. A. Receives and routes calls and visitors. B. Answers routine questions. C. Greets the public. D. Provides information, explanation, and assistance for departmental services, programs, policies, and procedures. E. Registers participants in recreational programs. Performs other essential job duties. A. Regular and timely work attendance. B. Provides back up support to other clerical staff. C. Follows all safety procedures. D. Participates in safety training. Required Knowledge, Skills, and Abilities ^ Skilled in interpersonal and public relation skills. ^ Ability to work as a team member. ^ Skilled in paying attention to detail. ^ Ability to adapt to and introduce change. ^ Ability to present a positive and professional image of the City to the public. ^ Ability to read, write, and comprehend basic instruction. ^ Ability to work independently. ^ Knowledge of program development and management prindples and techniques. ^ Knowledge of the practical application of activity skills such as crafrs, creative expression, sports, and group leadership. ^ Skilled in developing, promoting, and managing programs that attract participants and contribute to their well-being. ^ Ability to relate to all ages. ^ Ability to motivate people. ^ Ability to maintain a cheerful, positive attitude, Minimum Qualifications ^ High school degree, General Education Diploma, or equivalent. ^ Five yeazs education and/or practical experience in the field of municipal recreation. ^ Experience with Microsofr Office. ^ Valid driver's license. Preferred Qualifications ^ Bachelors Degree. ^ An understanding of and willingness to work with the public. This Position Description is not intended to be all-inclusive. It is within the City of Elk River's discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. i This Position Description does not constitute a Contract of Employment. Page 2 CNLEEBE Ci CCNTIUUINC Ea UCRTICN Prej~are, for yottrt`iatrare with a, certcf z"cate, from tie U ° f'r3~I The human factors of project management have evolved into a core competency as our work has gotten more complex and we need the ability to work well with others both inside and outside our organizatiens. Our ProjectManagementCsrtificate helps you build your competency in planning and leading initiatives to succesafial completion. To complete this certificate program, you wiA take all courses listed below The courses may be taken in any order, but must be completed within one year of your first course. Look for the PMT code whfch designates courses that apply to the Project Management Certificate program. Prnject I4lanagement L'•ottrses (30 contact hmirs-:i.tl1 d'.F,IIS) _ CEUs Mantle Offered" Project Initiation (6 hours) '~ ~Cj, jp 0.6 Feb/May/Sept Project Planning and Leading (12 hours) ~ ~`X~ • (X`1 1.2 Mar/June/Oct Project Leadership and ~ Implementation (6 hours) ~( j, ~ 0.6 April/July/Nov Project Communicating and Connecting(6hours) ~~1~5e110 0.6 May/August/Dec ~ 1`135. L~ "Month subject to change ~( ~~~ (~~ +~~ ~'~1~~•.~ For more information or to register, crontact the College of Continuing Education Information Center orvisit our Web alter g~,~ ~~ ~~~~, 0~~\~, Phone:6I2-6711-4000 _~` ~ E-maiL• Info(:%cce,taattet.a~dtt Web: u~wvtvcce.txnan.a~xln/parai; - '' The College of Contlnuing Education is approved as a provider of project management training by the Project Management Institute SM (PMl). Project Management Certificate (30 contact hours) The human factors of project management have evolved into a core competency as our work has gotten more complex and we need the ability to work well with others both inside and outside otv organlrations. Oru Project Management Certificate helps you build your competency in planning and leadinginitiatives to successful completion. Intended audience: Anyone who wants to assume project management roles or who want to increase their effectiveness in managing a variety of projects Elective component of the Management Mastery and Supervision Mastery Certificates Benefits afthis certificate: • Learn haw to get people to work for you • Identify your organization's strategies and hover your project fits into the big picture • Understand how to deal with complexity and chaos • Learn to better utilize time management and conflict resolution skills • Develop "people-reading" skills • Learn strategies for balancing concerns for task completion and people To complete this certificate program, you wig take the courses listed below The courses may be taken in any order, but must be completedwithin one yea of your fast course. Look for the PMT code which designates courses that apply to the Project Management CertiOcate program. There is a one-time $35 cex[ificate enrollment fee; see registration form on page 68 or certificate registration option on Web site to register. Project Management Certificate Courses 130 contact hours) Month Dffered* Project Initiation (6 hours) Feb/May/Sept Project Planning and Leading (12 hours) Mar/June/Dct Project Leadership end Implememetion (6 hours) April/July/Nov Project Communicating and Connecting Ili hours) May/Aug/Dec *Month subjectta change -' ~ The CnOege of Continuing Education is a Project Management Institute©(PMI) registered education provider. PMf is the world's leader in the development of SM standazdsforthepracticeofprojectmanagement.Allprojectmanagementcouxses offer one Professional Development T7nit (PDT!) for each hour of class time. Sher[aurne County A lJD6'P®R/~'REI~F ~ ~1 E'ER DIANE ARNOLD 73880 Highway i0 EIk River, MN 55330-4601 763-241-2861 p 7-800-438-0576 Q Fax 763-241-2869 August 29, 2007 Web: wwwco.sherburne.mn.us To: City Admuustrators, Clerks and Finance Officers .4nd School District Administrators and Finance Officers From: Diane Arnold Re: Preliminary 2007 Tax Values (for Proposed 2008 Tax Notices) Followin,; is the eazly Pay 2008 Net Tax Capacity and Mazket Value information for your City, Township or School District. Countywide, there is a 7.31 % increase in Net Tax Capacity and a 7.20% increase in total county Taxable Market Value. Please remember that these values may drop sliGhtly by next springy when final values are certified, due to abatements, property tax forfeitures, late homesteads and clerical corrections. Township/City/School District City of Elk River 2007 Net Tax Capacity Values RE & PP 23,448.517 Less 10% 200 KV 0 Less Caphired "I'll' 786.7y5 Tax Rate NTC 22.661.722 Taxable Market Value ?,01?.9i i.400 MV Referendum 1.973.984,00 2005 Preliminary NTC Values ?6,121,884 819,378 25.302.506 11, ~y 90~ 2.188,648-900 2,160550.950 q,4 ~ y-a .517 ~"