4.7. SR 12-16-2002River
MEMORANDUM
TO:
FROM:
Mayor and City Council
Lori Johnson, Finance Director
DATE:
December 16, 2002
SUBJECT: Consider Budget Amendments
Item 4.7.
Attached for your review and consideration are the 2002 General Fund Budget
Amendments. Budget amendments are presented to the Council each December in
accordance with the Financial Management Plan. The sections of the Financial Management
Plan relating to budget amendments are as follows:
6.3.1
6.3.2
The budget shall be adjusted as needed to recognize
significant deviations from original budget expectations.
The Council shall consider budget amendments each
December. Budget amendments are intended to recognize
changes made by the Council during the year, to reflect
major revenue and expenditure deviations from budgeted
amounts, and to consider year-end budget requests. Budget
amendments are not intended to create a budget that
matches budgeted revenues and expenditures to actual
revenues and expenditures.
Administrative budget amendments may be made
throughout the year by Department Heads to adjust line
item budgets within their depaxm~ent as long as the total
departmental budget does not change. These line item
budget changes exclude personal service and capital outlay
categories. Administrative budget amendments must be
requested in writing and approved by the City
Administrator and Finance Director.
Adminsitrative budget amendments have not been included in the attachment since they are
simply transfers from one budget category to another within the same department.
The amendments attached include requests for two new purchases; all of the other items
have either been approved by the Council during the year or are adjustments to reflect
significant variances from the budgeted amount. The two new budget requests are both
public safety related. Attached is a memo from Assistant Police Chief Jeff Beahen
requesting a change in the weapons used by the department. While the request requires an
initial investment of approximately $7,550, it will result in an annual savings of
approximately $2,250 in 2003 and $5,000 thereafter. Funds for this purchase are requested
to be transferred from the patrol personal service budget which is under budget due to
military leave for an officer. The other request is from Fire Chief Bruce West for a LCD
projector. This projector will be used for training so that the other projector can be used in
the Emergency Operations Center. The $3,750 for this purchase would come from the
Contingency budget.
As you can see, the budget amendments do not increase the total budget. Although building
and related permit revenues have exceeded the budget, fine revenue is far below the budget
offsetting other revenues increases. Last year building permit related revenues exceeded the
budget by $380,000 and plan check fees exceeded the budget by $115,000. This year
building permit revenues are over budget by approximately $80,000, but plan fees are at the
budgeted level. This is why it is important to not overestimate building and planning
revenues during the budget process. We don't want to become too reliant on revenues that
are subject to significant fluctuation due to economic conditions. On the expenditure side,
department heads have been watching their budgets very closley because of the changes in
the economy and possible aid cuts due to the State deficit. As a result, projected year end
expenditures in total are within the original budgeted amounts.
Action Requested
The Council is asked to consider the 2002 General Fund Budget Amendments as attached.
CITY OF ELK RIVER
2002 BUDGET AMENDMENT DETAIL
Intergovernmental Revenue
Charges for Services
Licenses & Permits
Fines
Transfers In
TOTAL REVENUE AMENDMENTS
REVENUES
Line Item
State Grants
Sewer Inspection Fees
Building Permits
Plumbing & Heating Permits
Court Fines
Street Reserve
Capital Outlay Reserve
De.~cription
COPS, Crime Prevention & other
Comprehensive Plan
Dept.
Detail Total
30,000
15,000
60,000
20,000
(95,000)
(45,000)
15,000
$ 30,000
15,000
80,000
{95,000)
(30,000)
Department
Cable TV
Administration
Finance
Planning
Police
Fi re
Emergency Preparedness
Streets
Engineering
Recreation
Contingency
Transfers Out
EXPENDITURES
Line Item
Operating Supplies
Operating Supplies
Personal Services
Office supplies
Professional Services
Personal Services
Operating Supplies
Professional Services
Capital Outlay
Operating Supplies
Capital Outlay
Office Supplies
Engineering Fees
Operating Supplies
Dept.
Description Detail Total
Computer(s) $ 3,000 $ 3,000
Computer(s) 3,000 3,000
IT Coordinator 15,000
Computer(s) 3,000 18,000
Comprehensive Plan 27,350 27,350
Transfer to Operating Supplies (7,550)
Transfer from Personal Services 7,550
Transfer from Capital Outlay 3,300
Transtar to Professional Services (3,300)
Computer(s) 2,000 2,000
LCD Projector 3,750 3,750
Computer(s) 2,550 2,550
Transportation and GIS 33,000 33,000
Computer(s) 3,000 3,000
(80,650) (80,650)
$ (15,000) (15,000)
See Contingency allocations listed below
Government Buildings Reserve IT Coordinator
TOTAL EXPENDITURE AMENDMENTS
12/13/02;Bgtamend.xls Page 1
CITY OF ELK RIVER
Note: All budget amendments listed above have been approved by the Council with the exception of those
marked with an asterick. Those are new requests that require Council approval.
COUNCIL CONTINGENCY ACTIVITY SUMMARY
Adopted Contin_eenc.v Budget
Council Approved Expenditures
Rivers of Hope
lSD 728 Community Ed.
Boys & Girls Club
Boys & Girls Club
Ehlers & Associates
Braun Intertec
Lake Orono Improvement Assn.
The Canada Goose Project
Subtotal
Contribution
Community Recreation
Safety Awareness Program
Gym Rental
Key Financial Strategies Plan
Lake Orono Sampling
Stock Lake with Sunfish
Goose Removal
Council Approved Allocation; to other Department;
Various Departments Operating Supplies
Computers (requested in 2003 budget approved for 2002 purchase)
Emergency Preparedness LCD Projector
Planning Hoisington Koegler - Comprehensive Plan
Engineering HRGreen - Transportation Plan and GIS
Total Allocations
BALANCE AVAILABLE IN CONTINGENCY
$ 95,000
3,000
1,OOO
5,000
15,000
72O
5O7
1,000
1,300
82,473
16,550
3,750
27,350
33,000
80,650
$ 1,823
12/13/O2;Bgtamend.xls Page 2
Police Department
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Mayor & City Council
Assistant Chief Jeffrey Beahen
11-15-02
Budget Amendment
The police department is requesting an amendment to the 2002 budget to be used to
restructure the current departmental weapons inventory. Because the department did not
hire the drug enforcement officer and the wage of Officer Besser was not utilized all year
due to his military leave, we are certain that our current budget will allow this latest request.
BACKGROUND: The police department has always been blessed with a budget and
schedule that allowed us to purchase a variety of departmental weapons for patrol and
SWAT use. When the department was smaller, training and inventory of this armament was
fairly simple and inexpensive.
Over time, this inventory has had a more negative impact on our yearly budget then our
yearly increases authorized by the City Council can support. The most significant increase
has been the cost of ammunition - as we have had to purchase a dozen different types of
ammunition to not only equip each weapon, but to have on hand for training purposes as
well.
We are mandated by the state to train and qualify with each weapon at least once a year, with
an additional training session required during cold weather. This ends up being a minimum
of ten (10) training sessions and twenty (20) different types of ammunition.
There was a time when utilizing this many types of weapon delivery systems was both
practical and economically feasible. We don't feel this is the case and we need to take action
now to accommodate our budgets in the future.
We had requested $2,250 in our 2003 budget for a new MP-5 and vehicle mount. That can
be removed from our 2003 budget if this request is granted.
CURRENT WEAPONS:
We currently have the following weapons in our inventory.
Individual Officer Sidearm: Purchased by each individual officer via their annual uniform
allowance. Department provides practice ammunition and duty ammunition each year. The
weapon is used for personal protection and close quarter combat situations the officer may
encounter while on-duty.
Beretta 12 ga. Model 1201FP Shotgun: Department weapon. Uses either 00 buck or slug,
used for medium distances or shots up to 100 yards. Used in situations involving multiple
suspects or situations where a slug offers greater penetration. Requires significant training
for patrol officers - most choose not to use the weapon due to significant recoil issues.
Cannot be used where there is concern that 00 buck rounds might miss part of the intended
target. Being eliminated by many departments as a liability.
H & K MP-5 Sub-machine Gun: Department weapon. Uses 9mm pistol round. Utilizes
either a 15 or a 30 round magazine offering high capacity and rapid cyclic rate of fire. Can be
fired in semi-automatic mode, burst mode or fully automatic. Offers range of up to 100
yards but is best suited for close quarter entry - specifically SWAT work or perimeter details.
Very limited in range - although classified as a rifle, it is not accurate beyond 100 yards and
has no penetration power at long distances. Very expensive to purchase and maintain. Our
current inventory is between 10-17 years old and will need to be replaced at a cost of $1,854
per weapon.
Colt or DPMS AR-15 or A-15 Rifle: Department weapon. Uses a .223 caliber round and
has a 20 round magazine. Can be used close quarters or at great distances. Utilizes a
collapsible stock to make the weapon multi-faceted for a variety of applications. Will work in
all department applications and requires less training than most long arms for patrol use.
Weapon has a stock that works in four different positions accommodating different sized
officers. Weapon price is $980.20 a weapon, or half the cost of an MP-5. We currently have
four of these weapons in our inventory.
Advantages to unifying our weapon inventory: We are suggesting that we go to one
standard shoulder fired weapon for use by all officers. This would eliminate the need to
replace the expensive MP-5's as they wear out as well as having to supply the large amount
of ammun/fion needed to train on that weapon. We would in fact be able to train each year
by buying only the handgun and ARq 5 ammunition needed to train on these two weapons
systems. Although SWAT would still need to train on the variety of weapons that they have,
we would decrease significantly the types of ammunition needed for patrol training each
year.
The simplification in our inventory also encourages our officers to be more proficient in the
weapons that they carry. It is much easier to train officers with their sidearm and one
shoulder fired weapon, versus training with the sidearm and three shoulder frred weapons.
The department firmly believes that in our current litigious surroundings, that we are better
apt to defend claims against the City when we can establish proof that our officers are highly
proficient with their weapons systems versus merely stating that we were able to qualify
them with the variety of weapons once a year. Having to train with just one shoulder fired
weapon will allow us to concentrate more thoroughly to insure that each officer is highly
skilled in the operation and deployment of the weapons that they are responsible for.
Advantages of the A-15 weapons system: The AR-15 or A-15 rifle is a fully tactical rifle
that offers ease of carry, simplicity in operation and extreme accuracy to distances up to 400
yards. It utilizes a common caliber of ammunition which not only offers substantial stopping
power, but ballistic capabilities that insure that the round will not over penetrate and
possibly strike an innocent party.
The basic sight system is integral to the weapon and is easily used by even inexperienced
officers resulting in very tight round placement. The weapon is equipped with a forearm
light and a sling, making it easier to carry and use during the hours of darkness. Our
shotguns do not currently have a light attached. Our MP-5's do, making them the previous
weapon of choice for night use or building searches.
We have also changed our response policy for active shooter incidents and our response is
directly related to the armament we carry. Columbine taught American Law Enforcement
that quick response and immediate intervention is more apt to save lives than the previous
manner of response. Prior to this change, we would respond -secure the perimeter and wait
for SWAT. Urban logic now dictates that we move and attempt to disable the threat as soon
as possible, minLmizing the loss of life and injury to innocent parties. Can Columbine
happen here in Elk River? No one at Columbine High thought it could ever happen there.
We need to be prepared to deal with the unthinkable.
Last, there have been numerous incidents over the past ten years in police services, where
the only weapon that presented the solution to the problem was the AR-15 style weapon.
The North Hollywood bank shoot-out was the most glaring example. Closer to home, the
active shooter event in Columbia Heights 18-months ago was another example of being out
gunned by a singular suspect. MP-5's were deployed but they were of no use at the distance
of 200 yards that the gunman was firing from. The shooter continued to hit officers and they
attempted to return fete - missing the suspect by 40-50 yards.
The .223 round is also capable of penetrating body armor. We are concerned that more and
more violent criminals are wearing armor during the commission of their crimes. None of
our current weapons will disable a suspect wearing armor with the exception of the four AR-
15's we have in inventory now.
SWAT inventory: We have a specially trained and proficient SWAT team in Elk River.
These eight officers are proficient in a variety of weapon systems and they train more often
than the regular patrol force. Their training, although it still consists of a variety of weapon
systems - will continue. This does not impact our budget as there are fewer officers needing
to train on this variety and they tend to specialize - having several officers being responsible
for certain systems rather than cross training everyone.
The variety is needed for this specialized team as they are called in to handle events that are
beyond the control of patrol and ones that are normally long in duration and may require
advanced skills, equipment and techniques in order to resolve the event.
We will still continue to carry 4-MP'Ss, two shotguns and a sniper rifle in the SWAT
inventory to fit their specialized needs. The MP-5's will be the newest ones from our
inventory and should last for some time once they are off patrol and used less frequently.
Proposed plan:
We are proposing to carry out the following plan to implement the changes we are
suggesting:
Value: $2,200.00
Value: $3,033.24
Trade four MP-5 weapons in to the law enforcement dealer.
Trade 14 Beretta 12 ga. shotguns in to law enforcement dealer.
Purchase 13 - DPMS A-15 dries, fully equipped.
· DPMS-PCAR .223 Carbine Rifle with collapsible stock, 16" barrel and 2-30 round
magazines $609.00
· Ambidextrous safety switch $20.00
· 3-Dot night sight $65.00
· Tactical Giles sling $32.95
· Magazine clamp $2.25
· Tactical 6-volt light $251.00
Total cost per weapon
Cost for 13-weapons
Less trade
Total cost (Amount Requested)
Additional savings 2003 budget
Total actual cost
Projected annual savings after 2003
$980.20
$12,742.60
-$5,233.24
$7,509.36
$2,250.00
$5,259.36
$5-6,000 per year
Respectfully submitted by:
Jeffrey AffB'eahen, Assistant Chief of Police
BUDGET COMPARISON
~ ~'~ ' Date: 12/13/02
~ ~ Time: 10:07nm
CITY OF ELK RIVER "~ ~' ~
~ ~ ,'~ Page: 1
.................................. ~._~ ................................................................................................................
.................... PREVIOUS YEAR ........................................... CURRENT YEAR ................
AMENDED YTD MONTH AMENDED YTD MONTH
AS OF: 12/13/02 BUDGET ACTUAL ACTUAL BUDGET ACTUAL ACTUAL
............................................................................................................................................................
Fund: 101 GENERAL FUND
Revenues
TAX TAXES
3111 Current Ad Valorem Taxes
3112 Delinquent Ad Valorem Taxes
3121 Gravel Tax
3131 Penalties/Interest
3132 Tax Forieited Land Sale
Total TAXES
LIC LICENSES & PERMITS
3211 Liquor License
3212 Amusement License
3213 Cigarette License
3214 Apartment License
3215 Gas Fitters License
3216 Mining License
3217 Garbage Hauler License
3218 Other Business License/Permit
3231 Building Permit
3232 Plumbing/Heating Permit
3233 Permit Surcharge
3234 Electric Permit
3235 Animal License
3236 Parking Permit
3237 Other Non-Business Lic/Permit
Total LICENSES & PERMITS
GOVT INTERGOVERNMENTAL REVENUE
3311 COPS Grant
3320 Low Income Housing Aid
3321 Local Government Aid
3322 Homestead Credit
3323 Local Performance Aid
3324 PERA Aid
3325 Police 2% Aid
3326 Police Training Reimb
3327 State-Aid Street Maint
3329 State Crime Prevention Grant
3330 Other State Grants
3341 County Grant
3342 Other Local Grants
Total INTERGOVERNMENTAL REVENUE
CHGS CHARGES FOR SERVICES
3411 Admin Project Fees
3412 Planning & Zoning Fees
3413 Plan Check Fee
3415 Special Assessment Search
3416 Maps/Ordinances
3417 Copies
3418 Other General Govt Services
3430 Lockout Fees
3431 Police Services
3432 School Liaison
3433 Mobile Connection Fees
3434 Animal Impound Fee
3435 Vehicle Impound
3436 Fire Contracts
3437 Fire Calls
3451 Street Services
3461 Recreation Fees
3467 Concessions
3472 Park Use Fee
3474 Facility Use Fee
3475 Building Rent
3483 Sewer Inspection Fee
3484 Contractor License Check
Total CHARGES FOR SERVICES
FINE FINES
3510 Court Fines
3511 Parking Fines
3,835,850.00 3,784,590.08 1,882,331.16 4,163,150.00 3,785,848.81 1,804,312.38
0.00 84,004.68 16,030.81 0.00 46,703.29 10,099.49
56,300.00 54,737.13 15,845.32 54,000.00 36,624.40 0.00
0.00 26,518.70 8,112.80 0.00 4,550.30 2,577.15
0.00 16,350.95 16,350.95 0.00 0.00 0.00
3,892,150.00 3,966,201.54 1,938,671.04 4,217,150.00 3,873,726.80 1,816,989.02
42,000.00 44,656.25 0.00 44,000.00 40,895.00 0.00
2,000.00 1,485.00 375.00 1,200.00 1,485.00 0.00
2,200.00 2,600.00 700.00 2,300.00 25.00 0.00
10,650.00 12,672.00 0.00 12,500.00 15,840.00 0.00
2,200.00 5,005.00 2,100.00 2,500.00 2,450.00 0.00
11,500.00 8,830.35 0.00 13,500.00 13,595.60 0.00
1,000.00 861.00 615.00 1,000.00 315.00 0.00
7,000.00 10,550.00 1,100.00 15,000.00 23,841.00 0.00
544,200.00 631,031.04 90,899.95 389,200.00 452,176.77 0.00
238,250.00 245,231.92 10,107.27 76,300.00 98,990.56 0.00
850.00 1,573.16 -4,853.30 1,100.00 6,536.18 0.00
0.00 232.50 7.50 0.00 232.50 0.00
1,900.00 1,506.00 70.00 2,000.00 1,550.00 0.00
0.00 204.00 156.00 0.00 248.00 0.00
22,000.00 22,613.50 640.50 6,000.00 1,412.80 0.00
885,750.00 989,051.72 101,917.92 566,600.00 659,593.41 0.00
25,200.00 24,784.00 5,719.00 0.00 19,010.50 0.00
13,250.00 13,274.00 0.00 9,900.00 9,893.00 0.00
324,650.00 324,150.00 162,075.00 937,150.00 468,577.50 0.00
504,900.00 522,899.00 262,649.50 0.00 181,910.13 0.00
0.00 0.00 0.00 0.00 0.00 0.00
11,500.00 11,514.00 5,757.00 11,500.00 5,757.00 0.00
137,850.00 131,106.00 0.00 135,500.00 139,972.00 0.00
7,500.00 10,483.33 0.00 9,000.00 11,029.84 0.00
29,500.00 33,360.00 0.00 33,350.00 35,025.00 0.00
7,500.00 10,173.35 0.00 0.00 7,359.00 0.00
0.00 1,500.00 0.00 0.00 4,150.00 0.00
10,600.00 19,300.00 8,700.00 0.00 47,000.00 0.00
0.00 0.00 0.00 0.00 0.00 0.00
1,072,450.00 1,102,543.68 444,900.50
1,136,400.00 929,683.97 0.00
50,000.00 50,000.00 50,000.00 50,000.00 0.00 0.00
18,000.00 21,110.50 1,090.00 19,150.00 19,830.00 0.00
316,650.00 376,382.56 57,806.40 255,300.00 258,232.67 0.00
3,500.00 2,010.00 270.00 1,800.00 2,205.00 0.00
500.00 2,879.50 31.00 2,000.00 782.65 0.00
1,000.00 2,432.23 172.74 1,000.00 2,338.27 0.00
0.00 3,870.00 572.50 2,500.00 2,036.42 0.00
0.00 0.00 0.00 0.00 0.00 0.00
7,000.00 7,891.21 748.05 10,000.00 4,142.00 0.00
45,150.00 43,000.00 0.00 47,000.00 43,000.00 0.00
0.00 0.00 0.00 0.00 2,400.00 0.00
2,500.00 2,990.00 200.00 2,500.00 2,680.00 0.00
0.00 30.30 0.00 0.00 20.00 0.00
75,000.00 78,523.00 0.00 78,000.00 81,591.00 0.00
7,000.00 4,650.00 -825.00 9,000.00 10,750.00 0.00
15,000.00 15,586.50 1,920.00 38,000.00 20,949.46 0.00
54,000.00 65,645.12 11,114.12 80,000.00 91,909.89 0.00
0.00 0.00 0.00 0.00 37,370.47 0.00
3,000.00 3,081.00 0.00 0.00 2,090.00 0.00
0.00 0.00 0.00 0.00 6,982.72 0.00
0.00 0.00 0.00 0.00 3,500.00 0.00
11,000.00 11,190.50 390.50 2,000.00 19,133.00 0.00
1,500.00 2,100.00 155.00 1,500.00 2~205.00 0.00
610,800.00 693,372.42 123,645.31
599,750.00 614,148.55 0.00
104,000.00 83,416.05 10,484.35 230,000.00 106,529.12 0.00
5,500.00 5,805.00 775.00 7,500.00 4,000.00 0.00
CITY OF ELK RIVER
2002 BUDGET AMENDMENT DETAIL
Intergovernmental Revenue
Charges for Services
Licenses & Permits
Fines
Transfers in
TOTAL REVENUE AMENDMENTS
REVENUES
Line Item
State Grants
Sewer inspection Fees
Building Permits
Plumbing & Heating Permits
Court Fines
Street Reserve
Capital Outlay Res~erve
Descriptiorl
COPS, Crime Prevention & other
Comprehensive Plan
Departmeqt
Cable TV
Administration
Finance
Planning
Police
Fire
Emergency Preparedness
Streets
Engineering
Recreation
Contingency
Transfers Out
EXPENDITURES
Line Item
Operating Supplies
Operating Supplies
Personal Services
Office supplies
Professional Services
' Personal Services
* Operating Sulpplies
Professional Services
Capital Outlay
Operating Su;pplies,
* Capital Outlay
Office Supplies
Engineering Fees
Operating Supplies
Description
Computer(s)
Computer(s)
IT Coordinator
Computer(s)
Comprehensive Plan
Transfer to Operating Supplies
Transfer from Personal Services
Transfer from Capital Outlay
Transter to Professional Services
Computer(s)
LCD Projector
Computer(s)
Transportation and GIS
Computer(s)
See Contingency allocations listed below
Government Buildings Reserve IT Coordinator
TOTAL EXPENDITURE AMENDMENTS
Dept.
Detail Total
30,000 $ 30,000
15,000
15,000
60,000
20,000
80,000
(95,000) (95,000)
(45,OOO)
15,000 (30,000)
Dept.
Detail Total
$ 3,000
3,000
15,000
3,000
27,350
(7,550)
7,550
3,300
(3,30O)
2,000
3,750
2,550
18,000
3,000
(65,650)
$ (15,000)
3,000
3,000
18,OO0
27,350
2,000
3,750
2,550
18,000
3,000
(65,650)
(15,000)
12/16/02;Bgtamend.xls Page I
CITY OF ELK RIVER
Note: All budget amendments listed above have been approved by the Council with the exception of those
marked with an asterick, Those are new requests that require Council approval.
COUNCIL CONTINGENCY ACTIVITY SUMMARY
Adopted Contino_enc¥ Bud_net
(~nuncil Approved Expenditures
Rivers of Hope
lSD 728 Community Ed.
Boys & Girls Club
Boys & Girls Club
Ehlers & Associates
Braun Intertec
Lake Orono Improvement Assn.
The Canada Goose Project
Subtotal
Contribution
Community Recreation
Safety Awareness Program
Gym Rental
Key Financial STrategies Plan
Lake Orono Sampling
Stock Lake with Sunrfish
Goose Remova~
Council Approved Allocations to other Departments
Various Departments Operating Supplies
Computers (requested in 2003 budget approved for 2002 purchase)
Emergency Preparedness LCD Projector
Planning Hoisington Koegler - Comprehensive Plan
Engineering HRGreen - Transportation Plan and GIS
Total Allocations
BALANCE AVAILABLE IN CONTINGENCY
95,000
3,000
1,000
5,000
15,000
72O
507
1,000
1,300
67,473
16,550
3,750
27,350
18,000
65,650
1,823
12/16/02;Bgtamend.xls Page 2