8.0. SR 11-25-1996ITEM 8.
.ty of
iver
MEMORANDUM
TO:
Mayor & City Council
FROM:
DATE:
SUBJECT:
Pat Klaers, City Administ4cp. gbr ~
~7~1~ ~~
November 25, 1996 ~~)~
Budget Worksession
A worksession of the City Council to discuss the proposed 1997 budget and
tax levy and to review miscellaneous budget related issues has been
scheduled for Monday, November 25, 1996. One of the major purposes of this
worksession is to produce a balanced budget that can be presented to the
public at the Truth and Taxation public hearing which is scheduled for
December 2, 1996. This Truth in Taxation (budget and tax levy) public
hearing is also scheduled to be continued until December 16, 1996, if
necessary. Please note that the City Council cannot adopt the municipal
budget and tax levy resolution at the same meeting when a public hearing is
held. Accordingly, if the public hearing on December 2 is continued until
December 16 in order to receive additional input from the public, then the
city budget and tax levy will have to be considered and adopted at a special
meeting later in the week of December 16 or on December 23, 1996. On the
other hand, if the December 2 public hearing is not continued, then the city
budget and tax levy will be considered for adoption at the December 16, 1996,
meeting.
The agenda for this budget worksession on 11/25/96 looks something like the
following:
Consider steps to close the 1997 General Fund Budget gap and
discuss the proposed 1997 tax rate, personal services,
equipment, and other items related to the budget.
2. Review and consider the non General Fund 1997 budgets.
3. Consider the 1997 pay resolution for non organized employees.
4. Update on personnel projects.
Consider two CIP projects...the city contribution to the ice arena
construction project and the city funding of the recreation fields
on the Cass property.
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
Budget Worksession Memo
November 25, 1996
Page 2
1997 BUDGET GAP
At the last budget worksession on September 9, the City Council reviewed
the 1997 budget gap of $75,400. This gap between requested expenditures
and available revenues is fairly typical and, in fact, we are often wrestling
with a larger budget gap. In order to remind everyone as to how we got to
this point, attached for your review are the September revenues summary
and detail pages, the September expenditures summary and detail pages, the
September 9, 1996, Council minutes, and my memo dated 9/4/96 to the City
Council for the September 9 meeting.
At the 11/25 worksession I will be recommending to the City Council that
$89,000 in adjustments from Page 2 and 3 of my memo be made. This is
$13,600 more than the budget gap and I am then recommending that this
amount be added to the City Council Contingency Fund. As noted in my
9/4/96 memo, the City Council Contingency Fund needs some additional
monies in order to provide adequate flexibility for the City Council for
unexpected 1997 expenditures. Staff will be prepared to review the
recommended budget changes and the rationale behind adding these funds to
the contingency on Monday.
I am not sure if all of the $89,000 in adjustments will be approved by the City
Council, or if the difference between the adjustments and the current budget
gap will be added to the City Council Contingency Fund, or if the City
Council will want to further reduce the budget in order to lessen the tax levy
increase; but I do know that the City Council Contingency Fund is very tight.
The Contingency Fund includes funds for the personnel wage cost of living
adjustments (COLA) and funds for all additional new employees. All new
employees are subject to further Council approval in 1997. The City Council
Contingency budget as discussed in September, is proposed in the amount of
$193,500. This is the same amount as what was included in the adopted
1996 budget. The COLA adjustments for the General Fund non union
employees is estimated to be in the $46,000 range if a 3 percent adjustment
is approved by the City Council. Additionally, it is estimated that
approximately $120,000 will be spent on new employees. A rough list of the
desired positions for 1997 are outlined on Page 2 of my 9/4/96 memo. This
amount could be less if some of the proposed additions or changes are not
authorized until some time after the first part of the year. Nonetheless, we
can expect at least $100,000 to be spent on additional employment services in
1997 and when this amount is combined with the COLA amount, the balance
in the City Council Contingency Fund for true contingency expenditures
becomes very small and is somewhere in the range of I percent of the budget.
This is not very much flexibility for the City Council and is the basis for my
desire to add more monies to the 1997 City Council Contingency Fund.
Budget Worksession Memo
November 25, 1996
Page 3
If the budget gap of $75,400 is closed, the City Council will be looking at a 3
percent increase in the city tax rate. The city tax rate would go from 24.033
to approximately 24.765. This would generate approximately $87,700 worth
of additional tax revenue above the increased tax revenue that is already
generated by the growth in the city's net tax capacity. If an individual's
property value did not increase, and if there was no change in the county or
school tax rate, then the city's 3 percent increase in the tax rate would
translate to a less than I percent impact on the individual's tax statement.
(The city is about 23 percent of the total tax bill.) However, we do know that
the county and school are both estimating to increase their tax rate by about
3% percent and we also know that a school bond issue has been approved.
(This school bond issue impact on the taxes will not show up on the Truth in
Taxation notice.) Staff is comfortable recommending to the City Council a
tax rate change of 3 percent from 24.033 to 24.765 for 1997. If the City
Council desires to reduce the $87,700 city increase that is generated by the 3
percent tax rate increase, then we will have to seriously look at the
additional employees that are being proposed.
NON GENERAL FUND 1997 BUDGETS
Three non general fund budgets, the enterprise fund budgets, were approved
by the City Council on November 18, 1996. These budgets, the liquor store
budget, the garbage collection program budget, and the wastewater
treatment systems budget, are not attached as you have recently reviewed
and approved this material.
The EDA and HRA budgets were distributed to the City Council at the
8/26/96 worksession. These budgets and tax levies were approved by the City
Council at the 9/9/96 meeting. These two budgets and tax levy resolutions
are attached for your information.
The sanitary landfill (distributed on 9/9), the ice arena (distributed on 8/26),
and the equipment reserve (distributed on 8/26) budgets have no impact on
the city tax levy. These budgets are again attached for your review...All of
the landfill expenses are financed by the landfill surcharge. Expenditures
must relate to waste abatement activities. The budget includes 13 percent of
the building and zoning administrator's time to monitor compliance at the
landfill, expenses for police services to monitor garbage truck traffic
throughout the city, and legal and environmental expenses to ensure
compliance at the landfill with local, state, and federal laws. The legal and
environmental services are estimated to decrease in 1997 as compared to the
adopted 1996 budget, but compares favorably to the actual expenses in 1994
Budget Worksession Memo
November 25, 1996
Page 4
and 1995... The ice arena budget is taken directly from the information that
was provided to the banks when the bonds for this project were sold. This
information that was provided to the banks was based on the Marquette
financial feasibility study that was adjusted and accepted by the City
Council. It is estimated that there will be sufficient revenues to meet the
operating expenses and to make the bond payment. The vast majority of the
operating revenue comes from ice rental, admissions to events, sign rentals
(advertisement), concessions, and vending machines. The expenses are
mainly for employees, utilities, insurance, and building maintenance and
repair items. Unfortunately when we begin preparation of the 1998 budget
next summer, we will still have limited information on actual revenues and
expenditures as we will have only been the owner of the facility for six
months or so. A true financial picture won't be put together until the 1999
budget when we will have actual expenses for one complete year to review
and evaluate... The total expenses estimated to come out of the equipment
reserve are shown on the capital outlay page. As noted in the discussion on
balancing the general fund budget, a couple of adjustments are being
recommended whereby some general fund expenditures are being shifted to
the equipment reserve category. Please note that the police digital
computers, the two sirens, the dump box (and truck accessories), and the
reserve for the fire department pumper are all being financed with the
balance of the utilities contribution that is not going into the general fund.
The remaining equipment reserve expenditures will come from either
designated or undesignated reserves. The actual expenditures will require
further Council approval in 1997. Once approved by the City Council, this
equipment reserve information will be put into the appropriate budget
format.
The equipment certificate, special assessment, library, and surface water
management/development fund budgets do have an impact on the tax levy. A
maximum amount for these operations were included in the proposed
maximum levy resolution that the City Council approved on 9/9/96. All of
these budgets were discussed and reviewed at either the 8/26 or 9/9 budget
worksessions. These budgets are again attached for your review...The
equipment certificate program is also shown on the capital outlay page. The
amount proposed is similar to past years and includes mainly police
expenditures plus one street department expense. This is similar to the
proposal from 1996 when $76,000 worth of police expenses and $31,950 worth
of street/park equipment was approved. Once the City Council approves the
1997 program, this information will be put into the appropriate budget
format...The city special assessment payments for 1997 are down slightly
from the 1996 level. The expenses are for the same projects and nothing new
was added to the list for 1997...The library budget is proposed to increase by
$4,350. Most of this increase is in the capital outlay budget. This 1997
Budget Worksession Memo
November 25, 1996
Page 5
furniture request is for two study tables for the main library area. The rest
of the budget is very similar to previous years. The library expansion project
debt is financed partly by tax revenues and partly by the landfill surcharge
that the City Council has designated for this project... Please note that all of
the revenues to cover expenses for the equipment certificate, special
assessment and library budgets come from taxes.
The surface water management/development fund tax levy that was
approved in the September 9 maximum tax levy resolution is the same 2.25
percent as previous years. This 2.25 percent equals $294,100 in 1997. A
draft of the surface water management (SWM) budget is attached for your
review. Some of the total SWM tax levy (approximately $110,000 per year) is
applied to the 1994 SWM bond. The balance due for principal and interest
for this SWM bond is about $1.45 million. Also, the City Council has just
recently approved the finances for the SWM components of the Main/Evans,
Westwood, Fresno, and Western Area Phase II projects. The cost for these
projects (approximately $700,000) is between $125,000 and $165,000 per year
for five years beginning in 1997. Unlike the 1994 bonded debt that shows up
in the SWM budget, these tax revenues will be separated out into a
development fund line item on the tax levy resolution. The balance of the
1997 SWM funds are anticipated to be applied toward the 185th frontage road
project (Joplin intersection area). Additional SWM funds should be available
in 1997 if impact fees on new developments are collected. If additional
monies are available, we will also look at the Ditch 28 situation. The City
Council can also consider an internal loan to finance this or other projects.
Other SWM projects on the horizon include work on the east side of Highway
169 around and south of County Road 12, the correction of a problem in the
old core village area (near the 4th and Norfolk area), and development related
projects in other parts of the community.
After discussion and review as desired by the City Council, staff will be
recommending that the City Council approved the sanitary landfill, ice
arena, equipment reserve, equipment certificate, special assessment, library,
and surface water management budgets.
1997 PAY RESOLUTION FOR NON ORGANIZED EMPLOYEES
UPDATE ON PERSONNEL PROJECTS
Under a separate memo, Assistant City Administrator Lori Johnson will
summarize the staff recommendations on these issues and provide additional
back up material.
Budget Worksession Memo
November 25, 1996
Page 6
CIP PROJECTS...ICE ARENA AND RECREATION FIELDS
The city committed to financing $50,000 of the ice arena project with the
understanding that over a short period of time Youth Hockey would repay the
city for this up front investment. While the city cannot technically loan
organizations money, we do have full confidence that this city investment
into the project will be recaptured. The internal source of funds for this
$50,000 expenditure is recommended to be the city self-insurance fund. If
this money is needed for self-insurance purposes before the ice arena
investment is recaptured, then staff will present the Council with different
options for this expense.
In addition to the expenditure noted above, the city also committed $50,000
toward the ice arena project. This city expenditure will not be recaptured
and was going to be the last contribution to the project if needed. It is clear
at this point that all $50,000 from the city will be needed. It is recommended
that the source of funds for the city contribution to the project be 50 percent
from the city capital projects reserve and 50 percent from the city
equipment/infrastructure reserve that is undesignated.
It should be noted that the ice arena project is still on schedule but may be
slightly delayed by a few days in being opened to the public. At this time it
still looks like it will be open by the weekend for the January 17, 18, 19,
Youth Hockey Tournament and the January 18 school game. The ice arena
project is a "bare bones" facility, and as such, does not have some of the
building components that some people would say make the project fully
completed. We are still on budget, but the contingency fund is very tight and
if "value added" changes are desired by the Council, the city is going to have
to increase its donation/contribution to the project above the $50,000 level
noted in the preceding paragraph. The source of any additional city funding
for value added components to the project would be the same... 50 percent
from the city capital projects reserve and 50 percent from the city
equipment/infrastructure reserve that is undesignated.
Approximately $200,000 is needed for the development of the four field
recreation complex on the Cass property. This is being viewed as Phase I
(also "bare bones") of the recreation field complex. Approximately $60,000 of
this expenditure is scheduled to come from city park dedication funds. The
balance, approximately $140,000, has to be funded from other city sources.
Some of this money will be repaid to the city over the next six years. Boy's
youth baseball and girl's youth softball are each contributing $5,000 per year
for the next six years for the development of these fields. As this money is
received it will go back into the fund that the city uses to finance the balance
Budget Worksession Memo
November 25, 1996
Page 7
of the project. This $140,000 balance will be needed in 1997 as the project
moves forward. It is recommended that the city sell the 14 acre lot that is
being platted along Jarvis Street for part of this expense. The remaining
unfunded cost for the fields, estimated to be under $100,000, can come from
the 1997 NSP contribution to the city. As noted above, $60,000 of this NSP
contribution will be recaptured from the youth organizations over the next
six years. Additionally, if more lots are sold, this revenue can also go back
into the NSP fund. This NSP fund was also the source of money for the
acquisition of the land (approximately $220,000).
In summary, for the development of the Cass fields, it is recommended that
the city use $60,000 from city park dedication monies, sell a residential lot
for more than $40,000, and use NSP funding of approximately $100,000.
Contributions from youth organizations for these fields will go back into the
NSP fund.
Staff hopes that the City Council can balance the proposed 1997 budget at
this 11/25/96 worksession and that we will be able to address a number of
other financial and personnel related issues at this worksession. It should be
noted that the final budget numbers are being put together only a few days
before the Truth in Taxation public hearing. Accordingly, very little
narrative information will be available by the December 2, 1996, public
hearing. All of the data and budget figures will be available for public
review, but the narrative explaining each department, the changes from
1996, and anything else about the departmental activities will not be
available.
SOURCE OF FUNDS
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
GENERAL PROPERTY TAX
INTERGOVERNMENTAL REVENUES
CHARGES FOR SERVICES
FINES AND FORFEITS
LICENSES & PERMITS
OTHER REVENUES
TRANSFERS
TOTAL
$1,520,021 $1,801,547 $2,128,500 $2,465,g00
g24,685 g41,211 909,750 1,043,800
375,878 392,941 396,050 350,200
76,370 73,058 75,000 77,000
244,018 287,446 232,750 265,000
148,799 157,605 125,700 138,900
258,650 297,600 227,000 155,950
$3,548,421 $3,951,408 $4,094,750 $4,496,750
SOURCE OF FUNDS
GENERAL PROPERTY TAX
INTERGOVERNMENTAL REVENUES
CHARGES FOR SERVICES
FINES & FORFEITS
LICENSES & PERMITS
OTHER REVENUES
TRANSFERS
TOTAL
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
$1,520,021 $1,801,547 $2,128,500 $2,465,900
924,685 941,211 909,750 1,015,700
375,878 392,941 396,050 350,200
76,370 73,058 75,000 77,000
244,018 287,446 232,750 265,000
148,799 157,605 125,700 138,900
258,650 297,600 227,000 184,050
$3,548,421 $3,951,408 $4,094,750 $4,496,750
GENERAL PROPERTY TAX
Ad Valorem Tax
INTERGOVERNMENTAL REVENUES
Local Government Aid
HACA
Local Performance Aid
Police Relief
Gravel Tax
Urban Street Maintenance
Cops Fast Grant
Police Training Reimbursement
CHARGES FOR SERVICES
GENERAL GOVERNMENT
Administrative Project Fees
Plan Check Fees
Planning & Zoning Fees
Sewer Inspection Fees
Miscellaneous Sales
Assessment Searches
PUBLIC SAFETY
School Liaison
Police Contract
Police Contribution (NSP & Landfill)
Impound Fees
Fire Calls & Contracts
PUBLIC WORKS
Street Services
RECREATION
Recreation Fees
......................................... $2,465,900
227,600
499,400
14,950
99,000
39,500
28,000
101,750
5,500
20,000
90,000
13,500
500
1,500
5,500
50,000
5,000
39,500
800
64,000
2,000
......................................... '48,900
$2,465,900
1,015,700
SOURCE OFFUNDS
Softball League Fees
FINES & FORFEITS
Court Fines
LICENSES & PERMITS
PERMITS
Building Permits
Building Permit Surcharge
Plumbing & Heating Permits
Contractor License Surcharge
LICENSES
Dog
Cigarette
Liquor
Amusement
Gas Fitters
Garbage Haulers
Mineral Extraction
Apartment Licenses
Other Business
OTHER REVENUE
Interest
Landfill Surcharge
Contribution-Municipal Utilities
Contribution-Guardian Angels
Refunds & Reimbursements
TRANSFERS
Liquor
Equip & Program Rsrv (Municipal Serv.) .........................................
Street Reserve
Sewer
Economic Development Authority .........................................
Housing & Redevelopment Authority .........................................
9,000
350,200
77,000
77,000
170,000
800
35,000
3,700
1,000
500
24,500
1,850
1,500
550
9,800
12,700
3,100
265,000
45,000
11,200
78,000
3,7OO
1,000
138,900
118,450
28,100
30,000
6,000
1,000
500
184,050
TOTAL $4,496,750
APPROPRIATIONS SUMMARY
1994 1995 1996 1997
Actual Actual Adopted Proposed
MAYOR & COUNCIL
ADMINISTRATION & FINANCE
ECONOMIC DEVELOPMENT
ELECTIONS
LEGAL
ENGINEERING
BUILDING & ZONING
SUSTAINABLE CITY
PLANNING -
PLANNING COMMISSION
DATA PROCESSING
GOVERNMENT BUILDINGS
POLICE
POLICE RESERVE
FIRE
EMERGENCY PREPAREDNESS
STREE.TS = ~
EQUIPMENT REPAIR & MAINT.
SNOW REMOVAL
STREET LIGHTING
SHADE TREE
PARKS
RECREATION
SR. CITIZEN PROGRAMS
CONTINGENCY
TOTAL
62,983 69,227 75,500
382,008 431,966 464,450
38,371 35,512 34,800
11,287 7,500 23,300
42,404 52,414 47,500
26,131 33,440 30,000
237,233 257,139 273,200
114,709 129,082 144,200'
3,139 6,211 6,450
19,889 21,724 21,300
95,962 99,551 101,150
1,299,970 1,378,641 1,449,600
16,696 26,570 21,750
301,624 253,318 245,950
10,731 8,383 8,400
438,570 404,153 422,600
78,957 94,898 96,400
60,445 66,962 82,550
890 1,085 '1,500'
5,585 6,188 11,600
104,625 122,663 139,200
118,050 134,068 162,850
31,387 35,494 37,000
7,442 14,555 193,500
3,509,088 3,690,744 4,094,750
83,800
502,050
31,550
19,500
55,000
35,000
314,350
30,200
177,900
6,800
38,050
108,000
1,628,600
24,600
280,550
13,550
464,850
100,100
100,050
1,500
11,600
140,750
171,000
39,300
193,500
4,572,150
MA YOR & COUNCIL
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
1994 1995
ACTUAL ACTUAL
$29,531 $35,849
393 503
33,059 32,875
0 0
1996
ADOPTED
$36,300
1,600
36,40O
1,200
1997
PROPOSED
$36,45O
3,250
38,600
5,500
62,983 69,227 75,500 83,800
.PERSONAL SERVICES
Regular Pay
Part Time Pay
Employee Pensions .
EmPloyee Insurance
SUPPLIES
Office Supplies
OTHER SERVICES & CHARGES
Other Professional Services
Postage
Conferences & Schools
Printing & Publishing
Insurance
Dues & Subscriptions
Miscellaneous Programs
CAPITAL OUTLAY
Furniture & Equipment
EXPENDITURE ANALYSIS
1,500
30,300
3,550
1,100
$36,450
3,250
3,250
3,800
1,000
1,550
12,500
8,500
7,350
3,900
38,600
5,500
5,500
$83,800
ADMINIS TRA TION/FINANCE
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
PERSONAL SERVICES
Regular Pay
Overtime Pay
Employee Pensions
Employee Insurance
SUPPLIES AND CHARGES
Office Supplies
Motor Fuels & Lubricants
OTHER SERVICES & CHARGES
Audit
Other Professional Services
Telephone
Postage
Conferences & Schools
Printing & Publishing
Insurance
Equipment Repair & Maintenance
Dues & Subscriptions
Miscellaneous
CAPITAL OUTLAY
Reserve for Equipment
Equipment*
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
$305,359 $357,400 $397,250 $423,400
5,995 7,135 5,800 7,200
63,250 59,294 61,400 63,450
7,404 8,137 - 8,000
$382,008 $431,966 $464,450 $502,050
EXPENDITURE ANALYSIS
$347,150
2,700
37,650
35,900
$423,400
7,000
2OO
7,200
11,000
15,200
4,200
3,000
10,500
3,000
5,500
4,650
2,800
3,600
63,450
8,000
0 8,000
$502,050
*See Equipment Reserve Budget
ECONOMIC DEVELOPMENT
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
TOTAL
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
35,588 $ 30,845 $ 31,700 $ 28,450
29 0 0 0
2,754 4,667 3,100 3,100
38,371 $ 35,512 $ 34,800 $ 31,550
PERSONAL SERVICES
Regular Salaries
Employee Pensions
Employee Insurance
SUPPLIES
OTHER SERVICES & CHARGES
Conferences & Schools
Dues & Subscriptions
EXPENDITURE ANALYSIS
.................................... $ 23,850
....................................2,550
....................................2,050
0
28,450
0
....................................2,700
....................................400
3,100
$ 31,550
ELECTiONS
PERSONAL SERVICES
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
$7,503
$0 $10,500 $0
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
2,185 0 5,000 0
1,599 0 2,300 0
0 7,500 5,500 19,500
$11,287 $7,500 $23,300 $19,500
PERSONAL SERVICES
Part Time Pay
Employee Pensions
Employee Insurance.
SUPPLIES
Operating Supplies
OTHER CHARGES & SERVICES
Other Professional Services
Postage
Printing & Publishing
Conferences & Schools
CAPITAL OUTLAY
Reserve for Future
Reserve for Equipment
EXPENDITURE ANALYSIS
$0
0
O-
$0
0 0
0
0
0
0 0
7,000
12,500
19,500
$19,500
LEGAL
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
TOTAL
$0 $0 $0 $0
0 0 0 0
42,404 52,414 47,500 55,000
$42,404 $52,414 $47,500 $55,000
EXPENDITURE ANALYSIS
PERSONAL SERVICES
0 0
SUPPLIES
OTHER SERVICES & CHARGES
Other Professional Services
55,000
55,000
$55,000
0
ENGINEERING
1994 1995 1996 1997
--- ACTUAL ACTUAL ADOPTED
PERSONAL SERVICES ~ PROPOSED
SUPPLIES $0 $0 $0 $0
0 0 0 0
OTHER SERVICES & CHARGES 26,131 33,440 30,000
TOTAL 35,000
----- _. $26,131 $33,440 $30,000 $35,000
EXPENDITURE ANALYSIS
OTHER SERVICES & CHARGES
Other Professional Services
35,0O0
35,000
$35,000
BUILDING & ZONING
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
$214,887 $233,582 $253,600 $285,850
6,101 6,673 6,250 7,000
15,195 14,627 13,350 16,500
1,050 2,257 0 5,000
$237,233 $257,139 8273,200 8314,350
PERSONAL SERVICES
Regular Pay
Overtime Pay
-Employee Pensions
Employee Insurance
SUPPLIES
Office Supplies
Motor Fuels & Lubricants
Auto Repair Supplies
Uniform Allowance
OTHER SERVICES & CHARGES
Telephone
Postage
Conferences & Schools
Printing & Publishing
Insurance
Repair & Maintenance
Dues & Subscriptions
Miscellaneous
cAPITAL OUTLAY
Equipment
EXPENDITURE ANALYSIS
............................................. 8230,700
............................................. 1,000
· ............. : .... '..;.; .... ; ....... ;;.~ .....' ' :24,750
............................................. 29,400
8285;850
3,700
1,800
900
600
7,000
2,500
800
5,650
400
1,750
3,500
900
1,000
16,500
5,000 5,000
8314,350
SUSTAINABLE CITY ENERGY SHOWCASE
PERSONAL 5FRVICES
1994 1995 1996
ACTUAL ACTUAL ADOPTED
1997
PROPOSED
$25,450
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
5OO
4,250
0
$0 $0
$0 $30,200
PERSONAL SERVICES
Regular Pay
Employee Pensions
Employee Insurance
EXPENDITURE ANALYSIS
$22,200
2,4O0
850
$25,450
SUPPLIES
Office Supplies
500 500
OTHER SERVICES & CHARGES
Telephone
Postage
Conferences & Schools
Printing & Publishing
CAPITAL OUTLAY
Equipment
500
250
1,500
2,0OO 4,25O
0 0
$30,200
+ PLANNING
PERSONAL SERVICES
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
$97,365 $110,751 $128,800 $159,250
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
1,975 2,013 1,900 2,000
15,369 16,318 13,500 16,650
0 0 0 0
$114,709 $129,082 $144,200 $177,900
PERSONAL SERVICES
Regular Pay
Overtime Pay
Employee Pensions
Employee Insurance
SUPPLIES
Office Supplies
Motor Fuels & Lubricants
OTHER SERVICES & CHARGES
Other Professional Services
Telephone
Postage
Conferences & Schools
Printing & Publishing
Insurance
Repair & Maintenance
Dues & Subscriptions
CAPITAL OUTLAY
Equipment*
See Equipment Reserve Budget
EXPENDITURE ANALYSIS
$127,100
2,400
13,850
15,900 $159,250
1,900
100 2,000
3,500
2,850
1,000
3,600
3,500
800
800
600
16,650
0 0
$177,900
PLANNING COMMISSION
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
PERSONAL SERVICES
OTHER SERVICES & CHARGES
TOTAL
$0 $946 $1,050 $1,500
3,139 5,265 5,400 5,300
$3,139 $6,211 $6,450 $6,800
EXPENDITURE ANALYSIS
PERSONAL SERVICES
Regular Pay
Overtime Pay
Employee Pensions
Employee Insurance
$9O0
400
150
: '50'
$1,500
OTHER SERVICES & CHARGES
Postage
Conferences & Schools
Insurance
Dues & Subscriptions
200
4,500
35O
250 5,300
$6,800
DA TA PROCESSING
SUPPLIES
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
$4,499 $5,839 $4,500 $5,500-
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
13,890 15,885 16,800 18,550
1,500 0 0 14,000
$19,889 $21,724 $21,300 $38,050
EXPENDITURE ANALYSIS
SUPPLIES
Operating Supplies
OTHER SERVICES & CHARGES
Other Professional Services
Conferences & Schools
Insurance
Equipment Repair & Maintenance
CAPITAL OUTLAY
Reserve for Equipment
$5,500 $5,500.
..................................... 3,900
..................................... 1,000
..................................... 450
..................................... 13,200
18,550
14,000
14,000
$38,050
GO VERNMENT BUILDINGS
PERSONAL SERVICES
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
SO SO SO SO
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
7,249 6,198 6,000 6,750
51,513 55,547 57,950 60,050
37,200 37,806 37,200 41,200
S95,962 S99,551 S101,150 $108,000
EXPENDITURE ANALYSIS
PERSONAL SERVICES
SO SO
SUPPLIES
Operating Supplies
6,750
6,750
OTHER SERVICES & CHARGES
Rug Service
Cleaning Contracts
Equip Repair & Maint Contract
Utilities
Building Repair & Maintenance
Insurance
CAPITAL OUTLAY
Transfer Out - Building Debt
Building
1,450
28,000
6,500
13,OO0
2,100
9,000
60,050
37,200
4,OOO
41,200
S 108,000
POLICE
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
$1,114,222 $1,196,629 81,277,250 81,437,700
61,282 58,365 74,250 88,100
90,556 91,819 91,650 100,300
33,910 31,828 6,450 2,500
81,299,970 $1,378,641 81,449,600 81,628,600
PERSONAL SERVICES
Regular Pay
Overtime Pay
Part Time Pay
Employee Pensions
Employee Insurance
SUPPLIES
+
Office Supplies
Operating Supplies
Motor Fuels & Lubricants
Auto Repair Supplies
Uniform Allowance
OTHER SERVICES & CHARGES
Animal Control
Other Professional Services
Telephone
Postage
Conferences & Schools
Printing & Publishing
Auto Repair & Maintenance
Equipment/Other Repair & Maintenance
Insurance
Dues & Subscriptions
Licenses & Taxes
Miscellaneous
CAPITAL OUTLAY +
Equipment*
EXPENDITURE ANALYSIS
*See Equipment Certificate and Equipment Reserve Budgets
81,115,200
30,000
9,000
i36,000
147,500
81,437,700
7,000
33,500
28,000
6,000
13,600
88,100
4,000
2,500
12,000
1,800
18,200
1,000
10,600
23,550
22,000
650
1,000
3,000
100,300
2,500 2,500
$1,628,600
POLICE RESERVE
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
$8,023 $4,786 $9,050 $7,050
4,796 6,937 8,550 12,900
633 2,525 4,150 4,650
3,244 12,322 0 0
$16,696 $26,570 $21,750 $24,600
PERSONAL SERVICES
Part Time Pay
Contract Pay
Employee Pensions
Employee Insurance
SUPPLIES
Uniform Allowance
Operating Supplies
OTHER SERVICES & CHARGES
Other Professional Services
Conferences & Schools
Printing & Publishing
CAPITAL OUTLAY
Equipment
EXPENDITURE ANALYSIS
$3,600
1,000
350
2,100
$7,050
6,800
6,100
12,900
2,450
2,100
100
4,650
0 0
+ . $24,600
FIRE
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
1994
ACTUAL
~130,071
21,539
71,660
78,354
$301,624
1995
ACTUAL
9138,468
22,434
66,840
25,576
$253,318
1996
ADOPTED
9144,150
22,250
38,150
41,400
$245,950
1997
PROPOSED
9167,250
29,200
42,700
41,400
$280,550
EXPENDITURE ANALYSIS
PERSONAL SERVICES
Regular Pay (90%)
Part Time Pay - Inspections
Part Time Pay
Employee Pensions (90%)
Relief Assn Pension
Employee Insurance (90%)
SUPPLIES
Office Supplies
Motor Fuels & Lubricants
Chemicals
Uniform Allowance
Operating Supplies
OTHER SERVICES & CHARGES
Other Professional Services
Telephone
Postage
Conferences & Schools
Printing & Publishing
Insurance
Utilities
Building Repair & Maintenance
Equipment Repair & Maintenance
Cleaning Contract
Dues & Subscriptions
CAPITAL OUTLAY
Building
Equipment*
*See Equipment Reserve Budget
$46,350
10,000
66,750
11,500
17,500
15,150
$167,250
55O
2,000
1,000
4OO
25,250
29,200
3,000
9OO
4OO
8,500
8OO
13,000
7,000
1,500
5,500
550
1,550
42,700
28,400
13,000 41,400
9280,550.
EMERGENCY PREPAREDNESS
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
$5,336 $5,645 $5,850 $6,250
2,603 101 150 2,100
1,145 1,137 2,400 5,200
1,647 1,500 0 0
0,731 $8,383 $8,400 $13,550
PERSONAL SERVICES
Regular Pay (10%)
Employee Pensions (10 %)
Employee Insurance (10%)
SUPPLIES
Operating Supplies
-F
OTHER SERVICES & CHARGES
Conferences & Schools
Telephone '
Printing & Publishing
Equipment Repair & Maintenance
Utilities
Insurance
Dues & Subscriptions
CAPITAL OUTLAY
Equipment*
*See Equipment Reserve Budget
EXPENDITURE ANALYSIS
$5,150
600
500
$6,250
2,100
2,100
5OO
750
2OO
2,000
1,5O0
150
100
0
5,200
0
$13,550
STREETS & RELA TED DEPARTMENTS
PERSONAL SERVICES
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
$371,178 $381,208 $435,450 $466,950
111,527 139,473 134,100 143,750
191,712 158,564 179,800 196,200
19~350 21r807 14~600 10,450
$693,767 $701,052 $763,950 $817,350
PERSONAL SERVICES
EXPENDITURE ANALYSIS
Regular Pay
Overtime Pay
'Part Time Pay
Employee Pensions
Employee Insurance
SUPPLIES
..................................... $319,700.
..................................... 27,200
..................................... 16,850
..................................... 38,100
..................................... 65,100
$466,950
Operating Supplies
Motor Fuels & Lubricants
Small Tools ~-
Repair & Maintenance Supplies
Street Signs
Street Maintenance Supplies
OTHER SERVICES & CHARGES
..................................... 49,850
..................................... 20,500
..................................... 1,200
..................................... 19,200
..................................... 8,000
..................................... 45,000
143,750
Cleaning Contract
Snow Removal Contract
Telephone
Postage
Conferences & Schools
Printing & Publishing
Seal Coat
Street Overlays
Street Painting
.. Building Rent
Equipment Rent
Other Rent
Uniform Allowance
Utilities
Insurance
Dues & Subscriptions
Licenses & Taxes
+
CAPITAL OUTLAY
..................................... 1,000
..................................... 17,000
..................................... 4,000
..................................... 100
..................................... 3,900
..................................... 500
..................................... 40,000
..................................... 21,500
..................................... 5,000
..................................... 37,100
..................................... 6,700
..................................... 10,000
..................................... 7,000
..................................... 13,500
..................................... 27,850
..................................... 300
196,200
Reserve for Future
Equipment* ..................................... 3,000
..................................... 7,450 10,450
$817,350
*See Equipment Certificate & Equipment Reserve Budgets ~'
Note: Summary includes Streets, Equipment Repair, Snow Removal, Shade Tree & Parks
$TREET$
PERSONAL SERVICES
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
$226,122 $218,083 $215,000 $238,500
SUPPLIES
OTHER SERVICES & C,[-IARGES
CAPITAL OUTLAY
TOTAL
50,387 56,676 64,400 69,500
151,696 125,321 143,200 149,400
10,365 4,073 0 7,450
$438,570 $404,153 $422,600 $464,850
EXPENDITURE ANALYSIS
PERSONAL SERVICES
Regular Pay (53%)
Overtime Pay
Part Time Pay
Employee Pensions (53%)
Employee Insurance (53%)
SUPPLIES
Operating Supplies
Motor Fuels & Lubricants
Street Signs
Street Maintenance Supplies
OTHER SERVICES & CHARGES
Cleaning Contract
Telephone
Postage
Conferences & Schools
Printing & Publishing
Seal Coat
Street Overlays
Street Painting
Building Rent
Equipment Rent
Uniform Allowance
Utilities
Insurance
Dues & Subscriptions
Licenses & Taxes
CAPITAL OUTLAY
Equipment*
*See Equipment CertifiCate and Equipment Reserve Budgets
$168,800
6,000
· · 8,450
20,400
34,850
$238,500
12,500
18,000
8,000
31,000
69,500
1,000
1,700
100
3,000
400
40,000
21,500
5,000
37,100
2,500
7,000
5,300
23,750
300
750
149,400
7,450 7,450
$464,850
EQUIPMENT REPAIR & MAINTENANCE
'PERSONAL SERVICES
1994 1995 1996
ACTUAL ACTUAL ADOPTED
/;38,855 /;51,588 /;63,100
1997
PROPOSED
$64,700
SUPPLIES
OTHER SERVICES & CHARGES
TOTAL
30,459 39,459 27,200
9,643 3,851 6,100
$78,957 $94,898 $96,400
29,200
6,200
$100,100
PERSONAL SERVICES
Regular Pay (15%)
Overtime Pay
Employee Pensions (15%)
Employee Insurance (15%)
SUPPLIES
Operating Supplies
Small Tools
Repair & Maintenance Supplies
OTHER SERVICES & CHARGES
Equipment Repair & Maintenance
Equipment Rent
EXPENDITURE ANALYSIS
$47,750
1,35O
5,750
9,850
$64,.700
12,000
1,200
16,000
29,200
6,000
200 6,200
$100,100
t-
SNOW REMO VA L
PERSONAL SERVICES
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
$47,844 $43,525 $62,450 $70,750
11,106 20,002 16,000 17,200
1,495 3,435 4,100 12,100
$60,445 $66,962 $82,550 $100,050
SUPPLIES
OTHER SERVICES & CHARGES
TOTAL
PERSONAL SERVICES
Regular Pay (10%) +
Overtime Pay
Part Time Pay
Employee Pensions (10%)
Employe~ Insurance (10%) ·
SUPPLIES
Street Maintenance Supplies
Repair & Maintenance Supplies
OTHER SERVICES & CHARGES
Snow Removal Contract
Insurance
EXPENDITURE ANALYSIS
..................................... $36,250
..................................... 19,850
..................................... 4,200
..... ~'. .................................. 3,850 ....
................ '. ................... 6,600
$70,750
14,000
3,200
17,200
11,000
1,100
12,100
$100,050
STREET LIGNTING
'~ERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
TOTAL
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
$0 $0 $0 $0~
0 0 0 0
890 1,085 1,500 1,500
$890 $1,085 $1,500 $1,500
OTHER SERVICES & CHARGES
Utilities
EXPENDITURE ANALYSIS
$1,500 $1,500
$1,500
SHADE TREE
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
TOTAL
8375 ~4,E;99 64,100 64,250
3,603 1,099 5,500 5,350
1,607 390 2,000 2,000
$5,585 $6,188 $11,600 $11,600
PERSONAL SERVICES
Regular Pay (1%)
Employee Pensions (1%)
Employee Insurance (1%)
SUPPLIES
Operating Supplies
OTHER SERVICES & CHARGES
Equipment Rent
EXPENDITURE ANALYSIS
$3,200
4OO
650
$4,250
5,350 5,350
2,000 2,000
$11,600
PARKS
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
$57,982 $63,313 $90,800 $88,750
15,972 22,237 21,000 22,500
27,271 25,567 24,400 26,500
3,400 11,546 3,000 3,000
$104,625 $122,663 $139,200 $140,750
PERSONAL SERVICES
Regular Pay (20%)
Part Time Pay
Employee Pensions (20%) ....
Employee Insurance (20%)
1-
SUPPLIES
Operating Supplies
Motor Fuels & Lubricants
OTHER SERVICES & CHARGES
Telephone
Conferences & Schools
Printing & Publishing
Insurance
Utilities
Equipment Rent
Other Rent
CAPITAL OUTLAY
Reserve for Future
Equipment*
*See Equipment Reserve Budget
EXPENDITURE ANALYSIS
$63,700
4,200
7,700
13,150
86,75o''
20,000
2,500
22,500
2,300
9OO
100
3,000
8,200
2,000
10,000
26,500
3,000
0 3,000
$140,750
RECREATION
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
PERSONAL SERVICES+
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
$38,218 $38,043 $15,200 $13,500
7,540 19,915 14,200 10,200
62,592 66,110 123,450 137,300
9,700 10,000 10,000 10,000
$118,050 $134,068 $162,850 $171,000
PERSONAL SERVICES
Part Time Pay
Employee Pensions
Employee. Insurance
SUPPLIES
Field Maintenance & Supplies
Softball Field Supplies
Ice Rink
OTHER SERVICES & CHARGES
Community Rec Progra~ns
Community Rec Admin. Fees
Youth Initiatives
Other Cultural Activities
Telephone
Utilities
Other Rent
Conferences & Schools
CAPITAL OUTLAY
Equipment*
Ice Arena
*See Equipment Reserve Budget
EXPENDITURE ANALYSIS
.................... : ................ $12,500
.................. ' ................... 800
................................... :.. 200
..................................... 3,500
..................................... 6,500
..................................... 200
..................................... 52,250
..................................... 49,700
..................................... 20,000
..................................... 7,000
..................................... 1,000
..................................... 1,300
..................................... 5,550
..................................... 500
..................................... 10,000
$13,500
10,200
137,300
10,000
$171,000
SR. CITIZEN PROGRAMS
?ER$0NAL SERVICES
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
$27,574 $30,730 831,g~0 ~33,700
SUPPLIES
OTHER SERVICES & CHARGES
TOTAL
299 943 400 400
3,514 3,821 4,650 5,200
$31,387 $35,494 $37,000 $39,300
PERSONAL SERVICES
Regular Pay
Employee Pensions
Employee Insurance
SUPPLIES
Operating Supplies
OTHER SERVICES & CHARGES
Programming
Telephone
Postage
Conferences & Schools
Printing & Publishing
Dues & Subscriptions
EXPENDITURE ANALYSIS
..................................... $27,250
..................................... 2,950
..................................... 3,500 $33,700
40O 40O
2,400
50
100
2,400
20O
50 5,200
$39,300
CONTINGENCY
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
PERSONAL SERVICES
SUPPLIES
-OTHER SERVICES & CHARGES
TOTAL +
$0 $0 $0 $0
0 0 0 0
7,442 14,555 193,500 193,500
$7,442 $14,555 $193,500 $193,500
EXPENDITURE ANALYSIS
OTHER SERVICES & CHARGES
Miscellaneous
..................................... ;¢193,500 $193,500
$ 193,500
.Department
Item
1997 CAPITAL OUTLAY
General
Fund
Fundin~l Source
Equipment Equipment Department
Certificate Reserve Total
Mayor & Council
Elections
Administration
Building & Zoning
Planning
Data Processing
Government Bldg.
Police
Fire
Emergency Prep.
Streets
Parks
Recreation
Council Chambers Computer Presentation Package
Reserve for Optical Scanner
Reserve for Copy Machine
Car
Microfiche Reader, Pdnter & Cabinet
Computer
Copy Machine
Engineering Copier
Reserve for Hardware and Software
Building Debt
Window Film/Coverings
Fax
Files
3 Squads & 1 Investigator Car
Squad Setups
Stdpe & Stripping Squads
2 Mobile Digital Computers
1 Mobile Radio
2 Portable Radios
Van Payment
Deck Guns
Reserve for Pumper
Building Debt
2 Sirens, Poles & Setup
Sign Maker
Overhead Hoist
Dump Box, Hydraulics, Plow & Wing
Dump Box, Hydraulics, Plow & Wing
Turf Sprayer
Leaf Blower
Reserve for Future
Ice Arena Reserve
Oak Knoll Bleachers
$ 5,500
12,500
8,000
2,500
2,5OO
14,000
37,200
4,000
1,000
1,500
13,000
28,400
3,750
3,700
3,000
10,000
$150,550
79,000
5,500
2,000
2,000
2,500
20,000
$111,000
12,500
4,000
4,400
20,000
4,000
24,000
26,800
18,000
2,700
3,700
3,400
$123,500
$ 5,500
12,500
24,500
5,000
4,4O0
14,000
41,200
113,500
69,400
26,800
45,450
9,400
13,400
$385,O5O
8/21/96 10:09 PM
Special City Council Meeting
September 9, 1996
Page 5
9.1.
9.3.
9,4.
9.5.
Consider City Council Participation in Elk River Homecominq Parade
All the Councilmembers expressed their intent to participate in the 1996 Elk River
Homecoming Parade.
Westwood Area Sewer Availability
COUNCILMEMBER DIETZ MOVED TO AUTHORIZE STAFF TO MAIL CERTIFIED LEYrERS TO
PROPERTY OWNERS IN THE WESTWOOD SUBDIVISION WHO HAVE NOT HOOKED UP
TO CITY SEWER, THAT THEY MUST BE HOOKED UP OR HAVE PAID THE $1,300 SEWER
AVAILABILITY CHARGES BY OCTOBER 1, 1996. THOSE PROPERTY OWNERS WHO
HAVE NOT MADE ARRANGEMENTS WITH THE CITY TO HOOKUP OR PAY THE FEE BY
OCTOBER 1, 1996, WILL BE NOTIFIED THE PAYMENT IS OVERDUE AND WILL BE
CERTIFIED TO SHERBURNE COUNTY. THE ENTIRE AMOUNT OF $1,300 WILL BE ASSESSED
ON THE PROPERTY OWNER'S NEXT YEAR'S TAX STATEMENT. COUNClLMEMBER
FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0.
The City Attorney will present the Council with some minor ordinance
amendments which will clarify this process.
Nuisance Issues
It was the consensus of the Councilmembers that Peter Beck draft an ordinance
amendment for their review which addresses nuisances such as lawns not being
mowed and snow removal issues which would allow the city the authority to
declare the nuisance, issue a citation, go in and do the necessary work, and then
assess the property owner for the costs.
Main Street Dam Brid,qe
Peter Beck indicated that in researching the issue of whether or not a fence
should be placed above the concrete wall on the south side of fhe Orono Dam
Bridge, it is his opinion the city would not have any more or less liability if a fence
was installed or not. He felt this issue would be a discretionary decision of the City
Council.
COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE STAFF TO RESEARCH THE COST
OF PLACING SOME TYPE OF COLORED FENCING, APPROXIMATELY 3 - 4 FEET IN
HEIGHT, ABOVE THE EXISTING CONCRETE BARRIER ON THE SOUTH SIDE OF THE
ORONO DAM BRIDGE, TO ADDRESS SAFETY CONCERNS. COUNClLMEMBER FARBER
SECONDED THE MOTION. THE MOTION CARRIED 3-2. MAYOR DUlTSMAN AND
COUNClLMEMBER DIET'Z OPPOSED.
Continue Discussion on 1997 Budaet
The City Administrator and Assistant City Administrator discussed the budget issues
that need to be reviewed by the City Council in order for the proposed maximum
levy and budget is to be approved prior to the September 16, 1996, deadline.
The September 4, 1996, memo from the City Administrator to the City Council
regarding the 1997 budget Was reviewed. The Council reviewed the personnel
issues associated with the 1997 budget and the amount of funds available for
Special City Council Meeting
September 9, 1996
Page 6
wage adjustments and new employees. The list of options for budget
adjustments in order to eliminate the current $75,400 gap was reviewed. Debate
took place regarding the need to adjust the budget by up to another $87,700 in
order to achieve a city tax rate increase of less than 3 percent. The Council
indicated a consensus that the city should set the tax levy at the amount
proposed on 8/26/96 with the understanding that it could be reduced in
December if a smaller tax rate increase is deemed appropriate. The Mayor
reviewed his concerns regarding economic development and the need to
establish a city development fund to help in the industrial economic
development area. The Council requested another budget worksession to be set
up for November 24, 1996, prior to the Truth in Taxation public hearings on the
budget. It is anticipated that the $75,400 in budget adjustments would be made
at that time and discussion would take place regarding any potential city tax
rate change.
The 1997 HRA tax levy resolution, the 1997 EDA tax levy resolution, and the debt
service levy adjustments were distributed to the City Council.
COUNCILMEMBER FARBER MOVED TO CALL A CITY TRUTH IN TAXATION PUBLIC
HEARING FOR REVIEW OF THE PROPOSED 1997 TAX LEVY AND BUDGET FOR
-DECEMBER 2, 1996, WITH A CONTINUATION DATE OF DECEMSER 16, 1996.
COUNClLMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0.
COUNCILMEMBER HOLMGREN MOVED:TO~/~DOPT RESOLUTION ~6,80; A~RESOLUTION-.~ '~
APPROVING THE 1997TAX:LEVY FOR ECONOMiC-DEVELOPMENT ?URPOSES'FOR TEtE . .
ELK. RIVER ECONOMIC-DEVELOPMENT AUTHORITY~ COUNCILMEMr~ER SCHEEL 7':
SECONDED THE MOTION. TttE MOTION CARRIED 5:0..
COUNClLMEMBER HOLMGREN MOVED TO ADOPT RESOLUTION 96-79, A RESOLUTION
APPROVING THE HOUSING AND REDEVELOPMENT AUTHORITY 1997 TAX LEVY.
COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5~0.
COUNCILMEMBER FARBER MOVED TO ADJUST THE DEBT LEVIES AS RECOMMENDED
BY ASSISTANT CITY ADMINISTF, ATOR LORI JOHNSON. COUNCILMEMBER DIETZ
SECONDED THE MOTION. THE MOTION CARRIED 5-0.
COUNClLMEMBER HOLMGREN MOVED TO ADOPT RESOLUTION 96-81, A RESOLUTION
AUTHORIZING THE PROPOSED MAXIMUM TAX LEVY FOR CALENDAR YEAR 1997.
COUNCILMEMBER SCHEEL SECONDED THE MOTION. THE MOTION CARRIEr) 5-0.
The City Administrator reviewed some of the capital improvement program
activities that have been moving forward in 1996. The administrator reviewed the
need for the city to identify its source of funds for the contribution to the ice
arena project, the need to identify the source of funds for lhe city's contribution
to the construction of the youth recreation fields on the Cass property, and the
finances of the liquor store as it relates to the pending needs for amew
Northbound store and a Westbound site. After discussion on these issues, the
Council requested that these items be brought back for further review on
November 24, 1996. The administrator noted that he would also be planning to
discuss'the city fee schedule at that meeting as directed by the City Council last
year. Finally, the administrator noted that it may be appropriate to discuss the
surface water management program prior to this November 24 meeting in order
'ity of
iver
MEMORANDUM
ITEH 8.
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
Pat Klaers, City Admin~tr~tor
September 4, 1996
1997 Budget
The next City Council worksessions on the 1997 budget are scheduled for September 9
and 11. At the end of the first worksession on August 26, 1996, all of the general fund
revenues and expenditures were presented and reviewed. As discussed on 8/26/96, the
current "budget gap" is $75,400.
This budget gap amount of $75,400 assumed that the city will increase its property tax
revenue in the 1997 general fund by $337,400. This is the same amount that the general
fund tax revenue increased last year and required an approximately 15 percent growth
in the city's net tax capacity (NTC) in order for there to be no change in the city's tax
rate.
On Friday, August 30, 1996, city staff was advised by county officials that the city NTC
is estimated to increase by 12.09 percent. This means that a city tax rate increase will
be necessary in order for the city to obtain the amount of general fund tax revenues that
was discussed at the budget worksession. To generate this amount of tax revenue would
require a 3 percent increase in the city tax rate. The city tax rate would go from 24.033
percent to 24.765 percent. In spite of the city having a low total tax rate when compared
to similar communities, any type of tax rate increase must be looked at carefully. If the
city is to experience no city tax rate change for 1997, an additional $87,700 will have to
be cut from the tax revenues and proposed expenditures.
While tax revenues received a fair amount of discussion at the 8/26/96 worksession, the
other important element of the 1997 budget, personnel additions, did not receive much
discussion. Personnel additions and wage increases are in the City Council contingency
fund. The city tends to make the funding of personnel from the contingency fund "work
out" because new employees are usually hired throughout the year and not all at the
beginning of the year. The 1996 adopted and 1997 proposed Council contingency funds
are both $193,500.
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
Mayor and City Council
Budget Memo
August 29, 1996
2
The proposed personnel for 1997 that needs to be discussed by the City Council includes
the following:
· Mechanic - $38,000
· Seasonal PT Park Ranger - $2,500
· Seasonal PT Park Maintenance - $4,500
· Additional PT Fire Inspection Hours - $5,000
· Changing Police Office Service Worker (OSW) from PT to FT - $12,000
· Police Services- $56,500
· PT Administrative OSW - $10,000
These positions, and two other full time positions, are noted in my 8/26/96 budget memo
to the Council. As the Council knows, just because new personnel are funded through
the contingency fund and these positions are being considered, all new positions need
further review and approval by the Council at a future date. Nonetheless, if the
aforementioned positions are approved by the City Council, this equals $128,500 in
annual (1997) expenses. Combined with the contingency expense of wage increases for
the non-union general fund employees, which is estimated at $46,000, the Council is left
with a very small amount of money for true contingency expenditures. However, the
Council can obtain more flexibility in contingency expenses if, for example, the mechanic
is hired during the summer and the change in status of the Police OSW does not take
place until the summer. Even with using this delayed hiring approach to provide more
flexibility for the City Council, it would be very desirable ff the Council contingency fund
could be increased in the 1997 budget.
We currently have a budget gap of $75,400 between the proposed expenditures and the
available revenues. This is based on a NTC growth of approximately 12 percent and a 3
percent increase in the city tax rate. The following hst of possible budget adjustments is
offered for your review. This list is fairly short because staff already made a number of
adjustments in the revenues and expenditures in order to achieve the $75,400 gap that
we are now evaluating.
· Add $25,000 in revenues for school liaison services and requests continued school
participation in this program for the third officer which serves as the secondary
DARE officer.
· Add $5,000 in street reserve transfers.
· Add $5,000 in liquor store transfers.
· Cut $11,500 from the Planning budget by delaying the hiring of the Planning intern
that is scheduled for 1996; but which has not been approved by the Council. The
entire 1997 salary for this position is in the Planning budget and we could save
$11.500 in this budget by delaying the hiring of this employee until June, 1997.
· Cut $2,300 from the City Council budget by changing the City Newsletter from 6
times a year to 4 times a year.
Mayor and City Council
Budget Memo
August 29, 1996
3
· Cut $5,500 from the City Council budget by deleting the purchase of the City Council
Chambers computer software and presentation package...or move this expense to the
equipment reserve or certificate budget.
· Cut 0-$8,000 from the Administration budget by putting less funds into the reserves
for the copy machine that is anticipated to be needed in 1998.
· Cut 0-$4,000 from the Government Buildings budget by moving the window coverings
expense to either equipment reserves or certificates.
· Cut 0-$2,000 from the street painting (striping) program.
· Cut 0-$2,000 from the snow plowing contract.
Cut 0-$3,000 from the youth initiative proposal.
· Cut 0-$2,000 by reducing the Ice Arena Reserve allocation.
· Cut 0-$1,000 from the Recreation budget in the Cultural Activities hne item (the
proposed budget included the contribution for the Community Theater increasing
from $1,000 to $2,000).
· Direct staffto identify $15,000 in smaller miscellaneous cuts and revenue additions
throughout the general fund budgets.
If the City Council desires that the budget be further reduced by up to $87,700 in order
for the city tax rate change to be somewhere between 0 and 3 percent, then more
dramatic budget adjustment steps will need to be taken. One possibility would be to not
hire the mechanic and other positions and to reduce the City Council Contingency fund.
Another possibility is to move even more of the general fund capital outlay items to the
equipment reserves or the three (or five) year equipment certificate payment plan.
Additionally, the Council could look at keeping the surface water management (SWM)
levy at the same level as last year and moving the proposed additional tax revenues into
the general fund budget. However, more SWM projects are anticipated in the next few
years for helping to improve parts of the county ditch system that the city would take
over (especially ditch 28) and to help address pending surface water needs for
development on the east side of Highway 169.
The main purpose of these September worksessions is to close the budget gap and to
discuss the tax revenue issue. It should be noted that what the City Council needs to
certify to the County by September 16, 1996, is the proposed maximum levy and that this
amount can be decreased, but can not be increased, in December when we have our
pubhc hearing on the 1997 budget and levy.
At the September budget worksession, the City Council should consider:
A motion approving the EDA tax levy resolution
A motion approving the HRA tax levy resolution
A motion to adjust the debt levies per the recommendation of the Assistant City
Administrator (Lori will have a handout and make a presentation on these
adjustments at the worksession)
Mayor and City Council
Budget Memo
August 29, 1996
4
· A motion approving the general city tax levy resolution (this resolution also approves
the proposed maximum budget)
· A motion calhng for the city truth in taxation pubhc hearing on the tax levy and
budget for December 2, 1996, with a continuation date of December 9, 1996.
During the budget process, the council always reviews a number of non-general fund
budgets and programs. The revenues for a number of these budgets are incorporated
into the tax levy resolution. The revenues for the library budget, special assessments,
equipment certificates and the surface water management (SWM) program are part of
the tax levy resolution. The library budget and special assessment budget were
distributed at the last worksession. The equipment certificate amount is identified in
the capital outlay page that was distributed with the 8/26/96 budget memo. The SWM
levy is established at 2.25% of the NTC. The currently proposed levy amount that is in
the levy resolution is consistent with this past City Council direction. The city will need
to discuss status of the SWM program, but this can be done at a future meeting.
The other non-general fund programs include the EDA and HRA budgets (distributed on
8/26/96), the equipment reserve budget (also outlined on the capital outlay page), the
landfill budget and the ice arena budget. The ice arena information was distributed at
the 8/26/96 meeting and this information came directly from the adjusted Marquette
study as previously accepted by the City Council. The landfill budget is very straight
forward, contains about 13% of the Building/Zoning Administrator's time and is
decreasing for 1997. The equipment reserve, landfill and ice arena programs do not
have any impact on the city tax levy.
At the end of the budget review, and as time allows, I would like to review with the City
Council the status of some additional capital improvement program items that have been
moving forward this summer. Many of these items were discussed in my 8/5/96 memo
that was previously distributed. My current concerns include the funding of the
recreation fields project and the city contribution to the ice arena project.
Attachments:
· Source of Funds (note the LGA decrease for TIF loss and the corresponding transfer
in for municipal services)
· Appropriations Summary (same document as reviewed on 8/26/96)
· Capital Outlay Page (same document as reviewed on 8/26/96)
· 1997 Tax Levy Resolution (same general fund amount as discussed on 8/26/96)
· Sanitary Landfill Project
s:\council\budmm829.doc
RESOLUTION 96 -
A RESOLUTION FOR THE CITY OF ELK RIVER
a RESOLUTION AUTHORIZING THE FINAL TAX LEVY
FOR CALENDAR YEAR 1997
WHEREAS, the Elk River City Council has review the City's anticipated
expenditures for all funds in 1997; and,
WHEREAS, The Elk River City Council has considered projected revenues for
all funds in 1997; and,
WHEREAS, revenues from sources other than property taxes are not sufficient
to meet anticipated expenditures of all funds.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River that
the general Fund Budget in the amount of $ is hereby adopted.
BE IT FURTHER RESOLVED by the City Council of the City of Elk River that the
following amounts are to be levied as property taxes payable in 1997
HACA
Gross Levy Reduction
General Fund $ 2,965,300
Library 54,950
Dam Loan 32,572
Surface Water Management 169,100
Development Fund 125,000
City Special Assessments 33,577
1989 Fire Equipment 68,586
1993 Certificate of Indebtedness 13,000
1994 Certificate of Indebtedness 24,393
1995 Certificate of Indebtedness 26,327
1996 Certificate of Indebtedness 26,250
1997 Certificate of Indebtedness 31,000
$ 499,396
9,254
5,486
28,479
21,052
5,655
11,551
2,189
4,108
4,434
4,421
5,221
Net Levy
$ 2,465,904
45,696
27,086
140 621
103 948
27 922
57 035
10811
20 285
21 893
21 829
25 779
TOTAL $3,570,055 $ 601,246 $2,968,809
Passed and adopted by the City Council of the City of Elk River this
day of December, 1996.
ATTEST:
Henry A. Duitsman, Mayor
Sandra A. Thackeray, City Clerk
RESOLUTION 96-
A RESOLUTION FOR THE CITY OF ELK RIVER
A RESOLUTION AUTHORIZING THE PROPOSED MAXIMUM TAX LEVY
FOR CALENDAR YEAR 1997
WHEREAS, the Elk River City Council has review the City's anticipated
expenditures for all funds in 1997; and,
WHEREAS, The Elk' River City Council has considered projected revenues for
all funds in 1997; and,
WHEREAS, revenues from sources other than property taxes are not sufficient
to meet anticipated expenditures of all funds.
NOW, THEREFO.~E, BE IT RESOLVED by the City Council of the Cit, y of Elk River that
the proposed General fund Budget in the amount of
is hereby adopted.
BE IT FURTHER RESOLVED by the City Council of the City of Elk River that the
following amounts are the maximum to be levied as property taxes
payable in 1997.
General Fund
Library
Dam Loan
SWM/Development Fund
City Special Assessments
1989 Fire Equipment
1993 Certificate of Indebtedness
1994 Certificate of Indebtedness
1995 Certificate of Indebtedness
1996 Certificate of Indebtedness
1997 Certificate of Indebtedness
HACA
Gross Levy Reduction Net Levy
$ 2,965,300 $ 499,397 $2,465 903
54,950 9,254 45 896
32,572 5,486 27 086
294,100 49,530 244 570
33,577 5,655 27 922
68,586 11,551 57 035
13,000 2,189 10 811
24,393 4,108 20 285
26,327 4,434 21 893
26,250 4,421 21 829
31,000 5,221 25 779
TOTAL $ 3,570,055 $ 601,246 $2,968,809
Passed and adopted by the City Council of the City of Elk River this ¢ ~ '
day of September, 1996.
ATTEST:
Henry A. Duitsman, Mayor
Sandra A. Thackeray, City Clerk
City
1995 Population
7 County Metro
Andover
Anoka
Chanhassen
Chaska
Hastings
Lino Lakes
Mendota Heights
Moundsview
N. St. Paul
Prior Lake
Ramsey
Rosemount
Savage
Shakopee
Stillwater
Vadnais Heights
White Bear Lake Twp.
20.497
17.533
15,231
14.000
16.392
13 097
10 757
12 561
12,813
13,129
15,805
11,721
14,444
13,752
15,649
12,342
10,529
eCities Experiencing Modest/Rapid Growth
Non Metro
Fairmount
Fairbault
Fergas Falls
Hutchinson
Marsh~l]
New Vim
N. Mankato
Northfield
Willmar
Worthington
11.340
18727
12,874
12 505
12 331
13 628
11 340
15,667
18,688
10,260
Average Total
Tax Rate
for 1996
116.97
123.99
151.31
138.73
125.20
128.43
111.38
136.95
130.29
144.53
115.31
126.02
148.97
140.08
133.92
127.42
125.17
117.41
134.43
120.92
142.80
118.43
125.44
125.72
112.33
131.88
122.29
Becker 1,453 75.01
Big Lake 3,800 113.53
Otsego 6,116 122.22
Rogers 1,264 118.12
Zimmerman 1,865 104.10
ELK RIVER 13,286
Source: September 1996 League of MN Cities Magazine
s:kadmin \citypop.doc
103.50
t
The 1996 property tax burden
Property taxes for average homeowners in the Twin Cities rose by an average
$148, or 7.5 percent, in 1996. For nonmetro commumties, property taxes rose
by an average $61, or 65 percent, according to the Citizens League and Min-
nesota Taxpayers Association study,
Taxes
on a $105,000
home
1996 tax, Rank* Perce~t
(In ~lors) · change in
Anoka County
Andovor .,.. ' 'Sl,653'i.i 86
32%
67 3.7%
· 79 . 62%
101 5.6%
64 -1,5%
82 -13-3%
103 -12,3%
84 3.5%
72 55%
51 5.1%
96 5,8%
55 -2*4%
104 -162%
34 0.4%
85
61 68%
; 37. 45%
Anoka 1,756
Bb~ne 1,699
Burns Twp. 1,551
Circle mnes 1,773
Columbia Htm 1,670
Columbu~ Twp. ', 1,4~
C~ R~ 1,662
~ .' ~ 1,728
F~ey · 1~28
~ ~e - 1~91
~o ~ 1~10
~ T~." ~ 1,467
O~ ~ove 1,916
R~ *:' :' ·1,662
~rlng~e P~ 1,784
~er ~un~
~a 1,914
W~ 2~83
10
36
9
2
Watertovm ;...'. 1.961. : 21
Dakota County
Burnside
Farmlngton
Invor ~'ow Nts~
Mendota Ht~
Rosmm~mt
Sou~ St. Paul
West St. Paul
Hennepln County
Brooklyn Center
Brooklyn Park · '
C~arnplin
Dayto~
Ed~a
Gotde~ Yalley
Independence
Maple Grove
Medina
Mbmeapo~
Mlnnetonka
Mkme~lsta
Mound
New Hope ....
Orono
-01%
-02%
-31%
-5*1%
1,777 63 *42%
1,718 74 . 5.7%
1.915 35 -1.2%
1,728 71 "-3~8%
1.709 77 -7J3%
1.593 95 -75.%
1.578 98 -22%
1,935 28 72%
1.621 92 -15*1%
1.633 91 -15%
73 -22%
20 ~o_'~,
4 ". 6~o%
57 1.4%
66 "-1.4%
1.719
1,964
2.113
1,799
1,766
1875
1.904
1853
1.936
1`826
2I)05
1,975
1.999
1,852
2,027
1.649
2,039
1.941
1~44
1`889
1`832
1.702
Plymouth 1`836
RIcMiekl '*?' .*'*T'*i 1955 ~*': 23
RobblnsdaJe 1`852 45
st. Antimony 2D58
St. LoubPark .:,:-: 1,934
Wayzata 1,952
Ramsay County
Azden*Hlas 1,784
Falcoa Haig]its 1.935
I. auderdab '. ~: 2~79
Rank' Parce~t
change in
ta~ '95-96
13 O.4%
3O -7.4%
39 -3~%
. 59 -2.4%
90 -3.3%
52 -7,3%
22 0.1%
56 -2.4%
5 0.7%
68 -7.4%
65 -9.5%
70 -7.4%
1~6 tax,
(tn doaars)
Little Clmada 2*032
Ma~ 1.933
Mounds View
New Brighton 1,785
Nod~ O~ks 1,648
Nort~ St. Paul 1~26
Rosevale 1,955
Shorev~ew 1,608
St. Paul 25.13
Vadna~ Helg/ff~ 1,751
W'nEe Bear Lake 1,770
Wt~te Bear TWP, 1,729
Scott County '
Belle Prairie 1,973
Credit River Twp. 1,663
Joedau 2~19
New MarketTwp. 1~19
New Prague 2280
Prk~ La~e 2,09
Savage 2,111
S~mkopee 1,929
Spring Lake TWP. 1,683
Washington County
Aftoa ** ' 1,559
Bayport 1,923
Cott~e ~oye
Forest I.~ ~ 1.559
F(west Lake Twp. 1.390
Grant Twp. 1,651
Hugo 1.651
Lake Elrno 1,738
Matm~ned 1883
May Twp. 1.600
New Scamla Twp. 1.561
Newport 1~86
Oak Park Ht~ 1.713
Oakdale 1.789
St. Paul Park 1.602
Stl]lwatar 1`848
.W, Lake~md TWP. 1'4~4
woo~ury 1.673
Nonmetro cities
1996
(In
Albert Lea $1'736
AJexa~drla 1.749
Aus~ 1.729
Bendd.Ii 2.009
Brained 1,613
Buffak) 1.608
Delano 1.468
Du~th 1.974
~ Rlve~ 1,483
Fergus Falls 1.670
Grand Rapk~s 1:590
Hlbblng 1.973
Hutcl~mon 1.973
International Falls 1.643
Mar~ato 1,674
Marshafl 1,634
Mm'ltlcdlo :1,566
Mom'head 1,873
~ 1,862
Northfleld 1.663
Red ~ 1,501
Rochester 1.760
st. Ctoud 1,727
Waseca 1~93
W111mar 1~85
Wlnona 1,694
Wor'd'~gto~ 1.688
19 -122%
83 -6.9%
15 -115%
54 -10.2%
I ' -0.1%
2 7 -7.5%
' 6 '-82%
31. -8,5%
80 -7.4%
99
32 -35*%
75 ' -7.4%
100 -5~%
· 105 -101)%
88 -42%
87 -8.4%
69 -0.6%
42 -~2%
94 -7.1%
97 -7.5%
41
76 °22%
58 -5.8%
93 -7.8%
47 1-3%
102 01%
81 .88%
43 -1'5% Rank* Percent
38 4 ~F~-, change In
44 -1.1% tax, '95-96
26--- 2.4% 72
53 3.8% · 68 -6.0%
16 -O2% 73 .8`8%
18 -19% 22
17 -12% lO0
46 .48% 101 -2.4%
14 6,3% 121
89 -317Y~ 28 .0-3%
25 0.4% 86 .4.9%
4~ 2-9% 104
40 2.5% 29 -0.7%
50 -12% 30 -3.6%
78 -3-3% 93 -1.6%
3 . .:4.7% 84 -1.0%
49 11.5% 95 1.9%
0.7% 107
-1.3% 51 *21)%
33 -0-°% 55 -0.6%
11 9.9% 88 -1JD%
24 115*% 66 -1.5%
74 -1.2%
47 -6.5%
60 -2.4% 48 0.1%
27 0.1% 78 -1.7%
8 02% 80 2.6%
Rank is hjgh (1) to Iow (105~Jjo metro area, and high (l~to Iow (129) in nonm.._.._.etro areas.
S6~ce: Citizen's League and M~ innesota TaxDa~rs~ociation
Friday, October 18, 1996
Copyright 1996 Star Tribune
Volume XV/Number 197
ECONOMIC DEVELOPMENT AUTHORITY
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
TRANSFERS OUT
TOTAL
33,659 $ 40,144 $ 42,850 $ 46,600
819 1,159 800 800
105,371 39,961 45,350 45,350
1,000 1,000 1,000 1,000
140,849 $ 82,264 $ 90,000 $ 93,750
EXPENDITURE ANALYSIS
PERSONAL SERVICES
Regular Salaries
Part Time Salaries
Over Time
Employee Pensions (50%)
Employee Insurance (50%)
SUPPLIES
Office Supplies
OTHER SERVICES & CHARGES
Economic Development Consultant
Legal
Advertising
Marketing
Printing/Newsletter
Postage
Telephone ....................................
Miscellaneous(Chamber of Commerce) ....................................
Development Activities ....................................
Insurance ....................................
TRANSFERS OUT
General Fund
25,500
12,600
4OO
4,O00
4,100
46,600
800 800
1,000
1,000
17,000
2,000
6,000
4,500
800
6,000
6,55O
500
45,350
1,000 1,000
93,750
RESOLUTION 96 -
A RESOLUTION FOR THE CITY OF ELK RIVER
A RESOLUTION APPROVING THE 1997 TAX LEVY FOR ECONOMIC
DEVELOPMENT PURPOSES FOR THE ELK R1-VER ECONOMIC
D EVE LO P ME NT AUTH O RITY
WHEREAS,
the City Council of the City of Elk River has received a request
from the Economic Development Authority to levy a tax for the
benefit of the Authority in the amount of .01813% of taxable
market value of taxable property in the City for the year of
1997; and,
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Elk River as follows: The City Council of the City of Elk River
proposes that a tax in the amount of .01813% of the taxable
market value in the City less Homestead and Agricultural
Credit Aids of $12,065.00 be levied in the year 1997 for the
benefit of the City of Elk River Economic Development
Authority to be used for Economic Development Authority
purposes as provided under Minnesota Statute 469.090 et.seq.
Passed and adopted by the City Council of the City of Elk River, Minnesota
this day of ,1996.
Henry A. Duitsman, Mayor
ATTEST:
Sandra A. Thackeray, City Clerk
HOUSING & REDEVELOPMENT AUTHORITY
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TRANSFERS OUT
TOTAL
10,659 $ 25,975 $ 67,500 $ 67,500
53,115 39,423
500 500 500 500
64,274 $ 65,898 $ 68,000 $ 68,000
OTHER SERVICES & CHARGES
Postage
Reserve for Future Projects
Repay King & Main Loan
Sidewalk Replacement-!Project
Riverfront '
TRANSFERS OUT
General Fund
EXPENDITURE ANALYSIS
5OO
37,000
15,O00
15,O00 $ 67,500
500 500
68,000
RESOLUTION 96 ~
A RESOLUTION FOR THE CITY OF ELK RIVER
A RESOLUTION APPROVING THE HOUSING AND
REDEVELOPMENT AUTHORITY 1997 TAX LEVY
WHEREAS,
the Housing and Redevelopment Authority in and for the City
of Elk River has passed Resolution 96-1 authorizing a levy of
.0131% of the taxable market value of the City for various
redevelopment activities; and,
WHEREAS, the City Council of the City of Elk river has consented to this
levy.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Elk River that the Housing and Redevelopment Authority in
an d for th e City of Elk River certify a levy of. 0131% of th e
taxable market less Homestead and Agricultural Aids of
$5,608.00 to the County Auditor.
Passed and adopted by the City Council of the City of Elk River, Minnesota
this .. day of ., 1996.
Henry A. Duitsman, Mayor
ATTEST:
Sm~dra A. Thackeray, City Clerk
SANITARY LANDFILL
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TRANSFERS OUT
TOTAL
$5,491 $13,063 $8,350 $8,450
31 8,8O5
30,924 33,380 51,500 35,750
19,461 1,736
20,950 20,950 19,750 19,750
$76,857 $77,934 $79,600 $63,950
PERSONAL SERVICES
Regular Salaries
Employee Pensions
Employee Insurance
SUPPLIES
Operating Supplies
OTHER SERVICES & CHARGES
Legal Services
Other Professional Services
Postage
Printing & Publishing
CAPITAL OUTLAY
EXPENDITURE ANALYSIS
..................................... $7,400
..................................... 800
..................................... 250
..................................... 15,000
..................................... 20,000
..................................... 250
..................................... 500
0
$8,450
0
35,750
TRANSFERS OUT
General Fund Police Services
19,750
19,750
$63,950
ICE ARENA
CHARGES FOR SERVICES
OTHER REVENUES
TOTAL
1994
ACTUAL
1995
ACTUAL
1996
ADOPTED
1997
PROPOSED
466,116
1,500
$0
$0 $467,615
CHARGES FOR SERVICES
Ice Rental
Admissions
Sign Rental
Other Rental
Concessions
Vending Machines
Skate Sharpening
364,715
30,000
20,0O0
6,000
20,400
20,000
5,000
$466,115
OTHER REVENUE
Pay Phone Commissions
TOTAL
1,500
1,500
467,615
1994
ACTUAL
1995
ACTUAL
1996
ADOPTED
1997
PROPOSED
PERSONAL SERVICES
SUPPLIES
OTHER SERVICES AND CHARGES
DEBT SERVICE
TOTAL
$84,400
4,000
161,000
199,600
$0 $0
9449,000
PERSONAL SERVICES
Regular Salaries
Part Time Salaries
Employee Pensions
Employee Insurance
SUPPLIES
Operating Supplies
OTHER SERVICES & CHARGES
Other Professional Services
Building Repair & Maintenance
Equipment Repair & Maintenance
Insurance
Utilities
Miscellaneous (Dry Floor Events)
DEBT SERVICE
Principal
Interest
Fees
EXPENDITURE ANALYSIS
935,000
34,400
7,500
7,500
984,400
4,000
4,000
4,000
39,000
6,000
20,000
90,000
2,000
161,000
40,000
159,600
199,600
9 449,000
.Department
Item
1997 CAPITAL OUTLAY
General
Fund
Funding Source
Equipment Equipment Department
Certificate Reserve Total
Mayor & Council
Elections
Administration
Building & Zoning
Planning
Data Processing
Government Bldg.
Police
Fire
Emergency Prep.
Streets
Parks
Recreation
Council Chambers Computer Presentation Package
Reserve for Optical Scanner
Reserve for Copy Machine
Car
Microfiche Reader, Pdnter & Cabinet
Computer
Copy Machine
Engineering Copier
Reserve for Hardware and Software
Building Debt
Window Film/CoveringS
Fax
Files
3 Squads & 1 Investigator Car
Squad Setups
Stdpe & Stripping Squads
2 Mobile Digital Computers
1 Mobile Radio
2 Portable Radios
Van Payment
Deck Guns
Reserve for Pumper
Building Debt
2 Sirens, Poles & Setup
Sign Maker
Overhead Hoist
Dump Box, Hydraulics, Plow & Wing
Dump Box, Hydraulics, Plow & Wing
Turf Sprayer
Leaf Blower
Reserve for Future
Ice Arena Reserve
Oak Knoll Bleachers
$ 5,500
12,500
8,000
2,500
2,500
14,000
37,200
4,000
1,000
1,500
13,000
28,400
3,750
3,700
3,000
10,000
$150,550
79,000
5,500
2,000
2,000
2,500
20,000
$111,000
12,500
4,000
4,400
20,000
4,000
24,000
26,800
18,000
2,700
3,700
3,400
$123,500
$ 5,500
12,500
24,500
5,000
4,400.
14,000
41,200
113,500
69,400
26,800
45,450
9,400
13,40O
$ 385,050
8/21/96 10:09 PM
CITY SPECIAL ASSESSMENTS PAYMENTS
Payable 1997
Parcel No.
Location Proiect
Amount Due
75-129-2400
75-525-0305
75-132-1205
75-132-1300
75-132-2400
Meadowvale Park
Softball Complex
Orono Park
Orono Park
Orono Park Expansion
Meadowvale Trunk
1992 Westem Area
1992 Western Area
1992 Westem Area
1992 Western Area
13,497
6,688
904
7,911
4,577
LEVY FOR TAXES PAYABLE IN 1997
$ 33,577
LIBRARY
PERSONAL SERVICES
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
$3,441 $3,550 $3,800 $4,250
SUPPLIES
OTHER SERVICES & CHARGES
CAPITAL OUTLAY
TOTAL
815 2,650 2,850 3,500
20,716 32,203 32,950 33,850
130,000 44,894 11,000 13,350
$154,972 $83,297 $50,600 $54,950
PERSONAL SERVICES
Regular Salaries (1%)
Employee Pensions (1%)
Employee Insurance (1%)
SUPPLIES
Office Supplies ~'
Operating Supplies
Repair & Maintenance Supplies
OTHER SERVICES & CHARGES
Programming
Cleaning
Utilities
Postage
Printing & Publishing
Repair & Maintenance
Insurance
Conferences & Schools
Dues & Subscriptions
CAPITAL OUTLAY
Furniture & Fixtures
Building Debt
EXPENDITURE ANALYSIS
..................................... $3,200
..................................... 400
"~ .......... ~ ....................... 650
$4,250
..................................... 200
..................................... 3,150
..................................... 150 3,500
..................................... 5,000
..................................... 11,100
..................................... 7,000
..................................... 650
..................................... 4,400
.................................... 5,000
..................................... 500
..................................... 150
33,850
2,350
11,000
13,350
$54,950
SURFACE WA TER MANAGEMENT
Revenues
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
GENERAL PROPERTY TAX
INTERGOVTL REVENUES
CHARGES FOR SERVICES
OTHER REVENUES
TOTAL
$0 $161,961 $ 196,800 $ 169,100
45,618 44,500 28,500
27,780 25,530 -
8,014 -
$ 35,794 $ 233,109 $ 241,300 $ 197,600
GENERAL PROPERTY TAX
Ad Valorem Tax
$.t69:-ro'O $ .t.6.gv1 o
INTERGOVNMTL REVENUES
HACA
28,500
28,500
EXPENDITURE ANALYSIS
DEBT SERVICE
OTHER PROJECTS
TRANSFERS OUT
TOTAL
1994 1995 1996
ACTUAL ACTUAL ADOPTED
$0 $114,402 $118,600
30,463 864,410 72,700
- 50,000
$30,463 $978,812 $241,300
1997
PROPOSED
$109,500
DEBT SERVICE*
Principal
Interest
Fees & Other
$55,000
53,500
1,000
$109,500
OTHER PROJECTS
Storm Drainage Pr~ects**
_88;-t00
TRANSFERS OUT
Capital Projects Fund**
* Total Principal and Interest outstanding on 12/31/1996 is $1.430,500.
**This should also be used to eliminate a fund deficit of approximately $50,000.
***All amounts due to other funds were repaid in 1996.
SURFACE WA TER MANAGEMENT
Revenues
1994 1995 1996 1997
ACTUAL ACTUAL ADOPTED PROPOSED
GENERAL PROPERTY TAX
INTERGOVTL REVENUES
CHARGES FOR SERVICES
OTHER REVENUES
TOTAL
$0 $161,961 $196,800 $140,600
45,618 44,500 28,500
27,780 25,530 -
8,014 -
$35,794 $233,109 $241,300 $169,100
GENERAL PROPERTY TAX
Ad Valorem Tax
INTERGOVNMTL REVENUES
HACA
Note:
Impact Fees are not included.
EXPENDITURE ANALYSIS
1994 1995
ACTUAL' ACTUAL
$140,600 $140,600
28,500 28,500
$169,100
1996 1997
ADOPTED PROPOSED
DEBT SERVICE $0 $114,402
OTHER PROJECTS 30,463 864,410
TRANSFERS OUT
TOTAL
$118,600 $109,500
72,700 59,600
50,000
$30,463 $978,812 $241,300 $169,100
DEBT SERVICE*
Principal ..................................... $55,000
Interest ..................................... 53,500
Fees & Other
..................................... 1,000
$109,500
OTHER PROJECTS
Storm Drainage Projects**
..................................... 59,600
59,600
TRANSFERS OUT
Capital Projects Fund***
$169,100
* Total Principal and Interest outstanding on 12/31/1996 is $1,430,500.
**This should also be used to eliminate a fund deficit of approximately $50,000.
***All amounts due to other funds were repaid in 1996.
ity of
MEMORANDUM
iver
Mayor & City Council
FROM:
Lori Johnson, Asst. City Administrator/
Finance Director
DATE:
November 25, 1996
SUBJECT: Pay Resolution and Update on
Personnel Projects
There are numerous personnel and pay issues which need to be addressed.
Some of these items require Council approval and others are merely updates.
Some of the items I would like to present for review include the following:
· Family and Medical Leave Act Policy
· Emergency Closing Policy
· Data Privacy Issues
· Performance Review Update
· Comparable Worth Update and Adjustments
· Pay Resolution and Exhibits
I will give you some background on each of these items in this memo and
attach the appropriate items for your review. Some of the narrative may be
rather brief; however, I will be prepared to discuss the items in detail at
Monday's meeting.
Family and Medical Leave Act Policy
Both Federal and State law require that leaves be given to certain employees
for specific medical and parental reasons. Although the city has been
complying with the related laws and the leave has been used by several
employees, the city has not had a formal policy. This policy attempts to
address all of the issues relating to requests for leave and clarifies that
employees must first use available paid leave time prior to taking unpaid
leave.
This policy closely follows the laws relating to family and medical leave.
There is very little discretionary authority retained by the city in relation to
these leaves. The city's personnel attorney has reviewed the policy and found
that it complies with all the legal requirements of the family and medical
leave act.
13065 Orono Parkway ® P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
Action Requested
The City Council is asked to review and act on the policy as presented.
Emergency Closing Policy
In the past there have been several instances in which employees have either
not been able to make it to work or left work early due to weather conditions.
Although several internal memos have been drafted regarding snow day
policies, the city has not had a formal emergency closing policy. Attached are
both the Sherburne County Emergency Closing Policy and a draft City of Elk
River Emergency Closing Policy.
The city's policy closely follows the Sherburne County Policy. Basically, the
policy indicates that the safety of employees is important, however, the city
will try to remain open in all emergency situations. Employees who are not
able to report during an emergency or request authorization to leave early,
will be required to use vacation or compensatory time to make up for the lost
time, or if none is available, the leave will be unpaid.
Action Requested
The Council is asked to review and take action on the emergency policy as
presented.
Data Privacy
There are numerous situations in which city employees are asked to provide
information to the public. The State's Data Privacy Law is very complex and
the consequences of releasing private data to the public can be severe. In an
attempt to better educate the employees and to provide an easy to read
document for reference, I have contacted the city attorney and requested
assistance in this project. Peter has indicated that he will work with another
attorney to provide a manual and two training sessions on this topic to all
city employees. The cost for the manual and the training is approximately
$2,000. Although this cost may seem slightly high, it is very insignificant in
comparison to the cost which may be incurred if data is released or withheld
improperly.
Action Requested
The Council is asked to approve an expenditure in the amount of $2,000 from
the Council Contingency for the development of a City Data Privacy Manual
and two training sessions for all relevant city employees.
Performance Evaluation System
In 1995, the city contracted with the League of Minnesota Cities to assist in
both development of new job descriptions to meet ADA requirements and to
assist in the performance evaluation process, and also to develop the city's
performance evaluation system. Due to a change in personnel and the
elimination of one personnel consultant position at the League, our project
was put on hold by the League for six months. At this point the job
descriptions have all been revised and are in draft form. Many of them are
very close to being in final form. The employees have all met with the
League's personnel specialist to discuss the process and reason for the
implementation for the performance evaluation system. The next step in the
process is to develop the evaluation form. This part of the process should be
completed by the end of the year.
The final step would be to provide training to the department heads so each
department head provides reviews which are fair and accurate
representations of their employees' performance. In that regard the city will
need to contract with someone to provide training. I have several options
regarding the training which ! will be prepared to discuss at Monday's
meeting.
Action Requested
There is no action requested on this item at this time unless the Council
wishes to authorize the expenditure for hiring a consultant to do the
department head training.
Comparable Worth Update and Adiustments
Every three years the city is required to report its pay information to the
Department of Employee relations so that the department may determine
whether or not the city is in compliance with the pay equity law. Earlier this
year the city received notification that it is in compliance with the pay equity
law. A copy of the certification from the Department of Employee Relations
is attached for your review.
The second comparable worth issue relates to point ranking adjustments.
There are three positions which were recently reviewed by the Comparable
Worth Committee. Those positions include part time and full time liquor
clerk and the fire chief. As you may recall, the Committee indicated to the
Council earlier this year that these positions would be reviewed and
discussed in conjuction with the pay resolution. The Committee has met and
is making the following recommendations to the Council.
First, that no adjustment be made in the pay grade or pay range of the part
time liquor clerks. However, the Committee is recommending that the full
time liquor clerk position move up two pay grades to pay grade four. The
original position profiles for these positions indicated that the positions
performed similar functions, and as a result, the positions were in adjoining
pay grades. After further review and discussions with the store manager, it
was determined that the position profile for the full time clerks was not an
accurate reflection of the duties and responsibilities performed. A few of the
duties which were not included are some of the duties usually performed by
the manager or assistant manager which are the responsibility of the full
time clerks when the manager or assistant is not on duty. These types of
duties were added to the profile increasing the point ranking to 51 and the
pay grade to four which is the same as a laborer.
The other position which we are recommending be changed is fire chief. The
fire chief had only been a city employee for a month or two when he
completed a job analysis quesitonairre. The Committee felt that the original
ranking was low but it was left as is with the understanding that it would be
reviewed later. The fire chief has now reviewed the position profile and made
ajustments in accordance with the current job duties and responsibilities.
The revised position profile increases the point ranking to 100 points and pay
range 5E.
Action Requested
In summary, the Committee is recommending that the following point and
pay grade adjustments be made:
POSITION
Full time Liquor Clerk
CURRENT
RECOMMENDED
Pay Pay
PointsGrade Points Grade
43 2 51 4
Fire Chief 97 4E 100 5E
The Committee also recommends that the following pay changes be made
effective January 1, 1997.
POSITION
Step Pay Step Pay
Full time Liquor Clerk K+11 $10.85 K+11 $12.01
CURRENT
RECOMMENDED~
Fire Chief H+49 $24.24 H+49 $25.23
~ Pay increases to recommended pay grade. Recommended rates do not
include the 1997 COLA.
Pay Resolution
Attached is a copy of the pay resolution and the related exhibits. Exhibit 1
has no changes of substance, but there are a few changes to either update or
remove items which are no longer relevant.
Exhibit 2 is the proposed pay plan. The pay plan attached to this memo
includes a three percent cost of living increase. The remainder of the pay
plan remains unchanged from the previous year. As always, the Council has
the discretion to determine what cost of living increase it feels is appropriate.
There are also two other pay adjustments which the Council is asked to
review at this time. The first is for Joni Pearson who was originally hired as
a part time office service worker. Earlier this year Joni's position was
changed to a full time position. Since that time her work load has changed
from that of an office service worker which includes more functions as back
up receptionist and copier, to those of a secretary. Joni now does
considerably more typing for the administration, finance and economic
development departments. In addition, Joni handles some of the office
supply ordering and often assembles Council and other agenda packets. The
Council is asked to consider elevating Joni to a secretary position.
The other pay adjustment requested is more of a correction than an
adjustment. On May 13, 1996, Lauren Mundell started work with the city as
a payroll clerk. Lauren was hired at Step C of the pay plan even though she
had considerable experience in payroll. As it currently stands, Lauren would
not get a step increase until having been with the city for 13 months. In light
of the fact that all other employees hired since Lauren have received step
increases anywhere from six to nine months after being hired, I would
request Council consideration of increasing Lauren's pay to Step D effective
January 1, 1997. At that point she would receive increases consistent with
other city employees.
Action Requested
The City Council is asked to review, amend, as desired, and consider the pay
resolution for non union city employees for 1997. In addition, the Council is
asked to review the requested position adjustment for Joni Pearson and the
requested pay adjustment for Lauren Mundell.
CITY OF ELK RIVER
LEAVES OF ABSENCE
The City of Elk River (the City) may grant an unpaid leave of absence if justified by
illness, accident, or compelling personal reasons, or as required by law. When a leave of
absence is granted, it usually is on the premise that regular employment will resume
when the absence is no longer required. Other than leaves required by law, a leave of
absence is a privilege, not a right, and is granted at the discretion of management.
All leaves of absence must be discussed with and approved by an employee's immediate
supervisor, the Department Head and the City Administrator. Forms for requesting a
leave of absence are available from the finance department. When possible, advance
notice of a leave should be provided to an employee's Department Head so work
schedules can be adjusted accordingly.
The following Leaves of Absence are currently observed by the City. The leaves of
absence are unpaid unless otherwise indicated in the Policy.
Family and Medical Leaves
Family and Medical Leaves covers the following types of leaves of absence:
Leave of absence for personal illness (Medical Leave)
Leave of absence for the illness of a family member (Family Leave)
Leave of absence related to the birth or adoption of a child (Parental Leave)
The policy set forth below addresses the fundamentals of the City's policies regarding
these various types of leaves in accordance with the federal Family and Medical Leave
Act. Certain circumstances may require special interpretation of the policy or involve
application of laws other than the federal Family and Medical Leave Act. As it is
impossible to anticipate every circumstance which might arise under the policy,
employees are encouraged to contact the Finance Director if they believe that the policy
description below is inapplicable in whole or in part to their specific circumstances.
Unless otherwise required by law, the combined total of available leave under this policy
is 12 weeks in any 12-month period measured backward from the date an employee uses
the Family or Medical Leave. Employees must include any available paid compensatory
and vacation time in the 12-week period allowed under these policies, unless otherwise
indicated below. Employees must include any available paid sick, compensatory, and
vacation time for a Medical Leave. Employees may retain one week (40 hours) of
vacation or compensatory time if so desired. Unless otherwise required by law, no
benefits accrue during an unpaid Family or Medical Leave of Absence, although such a
leave does not constitute a break in service for purposes of eligibility for pension and
retirement benefits. Accrued vacation or other paid time off may not be used to extend a
leave of absence beyond 12 weeks.
Medical Leave of Absence
An unpaid Medical Leave of Absence will be provided in accordance with the Family and
Medical Leave Act of 1993 to any employee who has a serious health condition that
makes the employee unable to perform the functions of his or her job. A "serious health
condition" means an illness, injury, impairment, or physical or mental condition that
involves:
· inpatient care in a hospital, hospice, or residential medical care facility;
· a period of incapacity (inability to work, attend school or perform other regular daily
activities) of more than three (3) consecutive calendar days that also involves
continuing medical treatment;
· any period of incapacity due to pregnancy or prenatal care;
· any period of incapacity or treatment for such incapacity due to a chronic condition
which requires periodic treatment, continues over an extended period, and may cause
episodic rather than a continuing period of incapacity;
· any period of incapacity which is permanent or long-term due to a condition for which
treatment may not be effective but for which the individual is under the continuing
supervision of a health care provider; or
any period of absence to receive multiple treatments, including any period of recovery
therefrom, for restorative surgery after an injury or for a condition that would likely
result in a period of incapacity of more than three consecutive days in absence of the
treatment.
Accrued vacation and other paid time off may not be used to extend a medical leave of
absence beyond 12 weeks.
It is required that a medical leave of absence and a Worker's Compensation leave of
absence run concurrently.
Eligibility
To be eligible for a Medical Leave, an employee must have been employed by the
City as an employee for at least 12 months and must have at least 1250 hours of
service during the year preceding the start of the leave. Hours of service are
defined as the number of hours actually worked and do not include either paid or
unpaid leave taken by the employee during the previous 12-month period.
Prior to granting a Medical Leave, the City will require sufficient certification
from an employee's health care provider. The certification must include a
statement regarding the nature of the serious health condition, the employee's
inability to perform the functions of his or her position. Certification must be
provided, when possible, in advance or at the start of the leave. The certification
must be provided to the employee's department head on a timely basis by the
qualified employee, and must contain the following information from the health
care provider:
a. The date on which the serious health condition started;
b. The probable duration of the condition;
The appropriate medical facts which the health care provider knows about
regarding the condition;
do
For intermittent or reduced leave or for planned medical treatment, the
dates on which the treatment is expected to be given and the duration of the
treatment.
In addition, for certification to care for a spouse, child, or parent, the certification
must also provide, in addition to the information listed above, a statement by the
health care provider that the employee is needed to care for the other person, and
an estimate of the amount of time the employee will be needed to provide such
care, and, for intermittent or reduced leave, a statement by the health care
provider that the employee's reduced or intermittent leave is necessary for the cre
of the person with a serious health condition, or will assist in their recovery, and
the expected duration and schedule of the intermittent leave or reduced leave
schedule.
In addition, for certification to care for the employee's own serious health
condition, the certification must also provide, in addition to the information listed
in a-d above, a statement by the health care provider that the employee is unable
to perform the essential functions of his or her position, and, for intermittent or
reduced leave, that the intermittent or reduced leave is necessary and the
expected duration of the leave.
If the City has reason to doubt the validity of the certification, it will require the
employee to obtain a second opinion from a health care provider approved or
designated by the City. In the case of conflicting opinions, the City may require a
third opinion. The health care provider giving the third opinion shall be jointly
approved or designated by the City and the employee. The third health care
provider's opinion is final and binding.
When a Medical Leave is foreseeable based on planned medical treatment, the
employee must make a reasonable effort to schedule the treatment so as not to
disrupt the city's operations and must give the city at least 30 days' notice before
the date the leave is to begin, or, in cases where such notice is not possible, as soon
as is practicable.
When medically necessary, a Medical Leave may be taken intermittently or on a
reduced work schedule. In such cases, the city may require the employee to
temporarily transfer to an available alternative position which better
accommodates recurring periods of absence or part-time schedule, provided that
the position has equivalent pay and benefits.
The city may require periodic reporting from the employee as to their status and
intention to return to work. The city may also require periodic medical
recertifications on a reasonable basis.
Continued Insurance
The city will continue to make group insurance coverage available to eligible
employees during an approved Medical Leave of Absence. The employee is still
responsible for the usual co-payment, if any. If a Medical Leave extends beyond
the approved period, the employee becomes responsible for the full amount of their
insurance premiums with no co-payment from the city. In the event an employee
elects not to return to work upon completion of an approved unpaid leave of
absence, the city may recover from the employee the cost of any payments made to
maintain the employee's insurance coverage. If an employee is laid off during the
Medical Leave and employment is terminated, the city's responsibility to maintain
medical insurance ceases at the time of the layoff. Please contact the finance
department for additional information regarding benefit continuation.
Return to Work
As a general rule, an employee who is granted a Medical Leave under this policy
will be reinstated to the position the employee held when the leave commenced or
to an equivalent position with equivalent pay, benefits, and other terms and
conditions of employment. However, if the employee on leave is a salaried
employee who is among the highest paid 10% of the city's employees, and keeping
the job open for the employee would result in substantial economic injury to the
city, reinstatement may be denied in accordance with the Family and Medical
Leave Act of 1993.
If during the leave, the city experiences a layoff and the employee would have lost
his or her position had the employee not been on leave, the employee is not
entitled to reinstatement in the former or comparable position.
An employee returning from a Medical Leave of Absence of more than one month
should notify their immediate supervisor at least two weeks in advance of
returning to work. Upon approval of the employee's immediate supervisor, an
employee may return to part-time work at any time during the leave period. An
employee shall commence normal working hours when the leave period has ended.
As a condition of reinstatement, the city may require a certification from the
employee's health care provider that the employee is able to resume work.
Family Care Leave
The city understands the need for employees to maintain the health and security of their
families and will comply with the Family and Medical Leave Act of 1993. The city will
grant eligible employees an unpaid leave so that the employee may care for a spouse,
child, or parent who has a serious health condition or is unable to care for his or her own
hygienic or nutritional needs or safety due to medical impairment. For the definition of
"Serious Health Condition, "see Medical Leave of Absence discussed above, "Child"
includes a biological, adopted or foster child, a stepchild, legal ward or a child for whom
the employee stands in loco parents, who is under 18 years of age, or 18 years of age or
older and incapable of self care because of a mental or physical disability." Spouse" is the
legally recognized marital partner of the employee, "Parent" means the biological parent
or an individual who stands or stood in loco parentis to an employee when the employee
was a child; the term does not include in-laws. Accrued time off may not be used to
extend a family care leave beyond 12 weeks.
The city will require medical certification to support a claim for leave to care for a
seriously ill child, spouse, or parent. The certification must include an estimate of the
amount of time the employee is needed to provide care.
When the need for a Family Care Leave is foreseeable based on planned medical
treatment, the employee must give the city at least 30 days' notice before the date the
Family Care Leave is to begin. When the need for a Family Leave is unforeseeable, the
employee must provide notice as soon as practicable.
All other policies for Family Care Leave, including eligibility, continued insurance, and
return to work, are identical to those for a Medical Leave discussed above, except that no
medical certification will be required to return to work.
Parental Leave
Eligible employees will be provided an unpaid leave of absence of up to 12 work-weeks
for the birth or adoption of a child, or for the placement of a child in foster care, in
accordance with the Minnesota Parenting Leave Act and the Family and Medical Leave
Act of 1993. The Parental Leave may begin at a time designated by the employee but
must start within 12 months of the date of the birth, adoption or placement of the child.
Accrued time off may not be used to extend a Parental Leave beyond 12 weeks.
When the need for a Parental leave is foreseeable, such as the expected birth, adoption or
placement of a child, the employees must provide the city with at least 30 days' notice. If
the exact date of the birth, adoption or placement is unforeseeable, the employee must
provide notice as soon as practicable.
All other policies regarding return to work from a Parental Leave of Absence are
identical to those for a Medical Leave of Absence, except no medical certification will be
required.
Employees who have been employed for the previous 12 months and have worked less
than 1,250 hours but more than 1,040 hours are eligible for six weeks of unpaid leave
under the Minnesota Parenting Leave Act. Parental Leave under the Minnesota
Parenting Leave Act must begin within six weeks of the birth, adoption, or placement of
the child in foster care, unless the child is hospitalized at birth. Employees are
responsible for all insurance premiums during such a leave. Employees have the option
of using accrued sick leave, vacation, holiday, and personal leave, although the Parental
Leave may not be extended by use of other forms of paid leave. Return to work is
administered in the same way as with other Parental Leaves.
Generally, an employee who is granted a Parental Leave under this policy will be
reinstated to the position the employee held when the leave commenced, or to an
equivalent position with equivalent pay, benefits, and other terms and conditions of
employment.
School Conferences and Sick Children
Parents of school-aged children will be provided an unpaid leave of up to a total of 16
hours during any 12-month period to attend school conferences or school-related
activities related to an employee's child provided the conferences or school-related
activities cannot be scheduled during nonwork hours. The employee may use personal or
vacation time for this purpose. The employee should notify their immediate supervisor as
far in advance as possible when time off is needed.
Employees with sick children may use their own sick days in order to care for a sick
child. The use of sick leave to take care of a child who is ill must be used in the same
manner as the employee would use the sick days policy for their own illness.
policies\leaveabs.doc
NOV-15-96 FRI 17:10 SHERBURNE COUNTY RDRIN, FRX NO, 6124418567 P, O1
39
SHERBURNE COUNTY PERSONNEL RULES AND POLICIES
(Refer to Disclaimer, Chapter 1~ Page 1)
PROCEDURE FOR EMERGENCY CLOSINGS
1)
=if adverse weather or other emergency cor{difions exist during normal business hours of
county I~acil~es, the County Administrator, in consultation with the Chairperson of the
County Board of Commissioners (if available), may declare that a state of emergency
exists. The declaration of a state of emergencywill be communicated by the County
Administrator by electronic mail to each department in the county.
2)
When a state of emergency is declared, each individual employee may determine whether
he/she will remain on the .lob or be excused. The County recognizes that the safety and
health o1' employees and employee's dependents has priority. Any employee who
determines that their safety or the safety of their dependent's may be placed In Jeopardy if
the employee remarns on the job shall be authorized to leave. Any employee so excused
must utilize vacation or compensatory time for the time missed from work. If such
employee has neither vacation or compensatory time, then the time absent shall be leave
without pay.
3)
Each Department Head shall determine whether or not that department retains sufficient
staffing levels to remain open. In the event that a Department Head chooses to cl(~se
his/her department during normal business hours, the County Administrator will be
immediately notified o1' such closing.
4)
This policy is developed with the assumption [hat a complete closlng of all county facil~es
during normal busine~ hours shall not occur· However, the County Administrator and
County l~oard Chair retain the authorfty to deviate from this policy if deemed necessary by
those authorities.
5)
This policy does not apply to those departments and employees expected to remsin on
duty during adverse weather or other emergency events.
12:6
County Board Approved 10-03-95
CITY OF ELK RIVER
EMERGENCY CLOSING POLICY
The City acknowledges that there may be adverse weather or other
emergency conditions (Emergencies) in which employees may need to be
excused from work. The City recognizes that the safety of the employees and
their dependents is the City's number one concern in an emergency. This
Emergency Closing Policy covers all employees except those employees in
departments which are expected to remain open and on duty during such
Emergencies.
If Emergencies exist during normal business hours of the City, the
City Administrator and/or the Mayor may declare that a State of
Emergency exists. The City Administrator will properly communicate
the declaration of a State of Emergency to all department heads.
When a State of Emergency is declared, each individual employee may
determine whether he or she will remain on the job or be excused. If
an employee is unable to report to work, or while at work determines
that his or her safety of the safety of his or her dependents may be
jeopardized if the employee remains on duty, such employee shall be
granted an authorized leave. Any employee with an authorized
emergency leave must utilize vacation or compensatory time for the
time missed from work. If the employee does not have vacation or
compensatory time, the emergency leave time shall be unpaid.
o
The City will make all attempts to keep its facilities open during
normal business hours even though an emergency may exist. Each
department head will notify the City Administrator immediately if
sufficient staff is not available to operate his or her department.
The City retains the right to change and deviate from this policy. Such
changes shall be approved by the City Administrator and Mayor.
N'I inncsota
[. ¢partment of
Employee
Relations
Leadership m~d parmershiI, m
hmnan rcsom'cc ?llc'l?la,i~ClllCIl!
October 1, 1996
Lori Johnson
Elk River
P.O. Box 490
13065 Orono Parkway
Elk River, ~IN 55330-0490
Dear Ms. Johnson:
Congratulations! I am very pleased to send you the enclosed notification of
compliance with the Local Government Pay Equity Act. Since the law was passed
in 1984, jurisdictions throughout Minnesota have been working diligently to
meet the requirements of the act, and I commend your hard work and commitment
to achieving compliance.
As you know, Minnesota Rules Chapter 3920 specifies the procedure and criteria
for measuring compliance, and information about your situation is enclosed.
If you have any questions about the materials or about pay equity in general,
please contact Pay Equity Coordinator, Faith Zwemke at 612-296-2653.
One of the things the rule requires is that our department notify each
jurisdiction when the next pay equity report is due. In your case, this date
is January 31, 1999, and we will be sending you forms and instructions at a
later time. Also, this notice and results of the compliance review are public
information and must be supplied upon request to any interested party.
Again, congratulations on your achievementl
Sincerely,
Wayne Simoneau
Commissioner
Enclosures
200 Centennial Office Building. · 658 Cedar St. ' St. Paul, MN 55155-1603" (612) 297-1184 · TDD (612) 297-2003
An equal opponu,,it?, emplcryer
Notice of
Pay Equity Compliance
presented to
City of Elk RiVer
for successfully meeting the requirements of the Local Government Pay Equity Act M.S.
471.991 - 471.999 and Minnesota rules Chapter 3920. This notice is a result of an
official review by the Minnesota Department of Employee Relations of your 1996 pay
equity report.
Your cooperation in complying with the local government pay equity requirements is
greatly appreciated,
October 1, 1996
Date
Wayne Simoni~au, Commissioner
RESOLUTION 96 -
A RESOLUTION OF THE CITY OF ELK RIVER
A RESOLUTION ADOPTING THE 1997 PAY PLAN FOR
NON-ORGANIZED EMPLOYEES
BE IT RESOLVED, by the City Council of the City of Elk River that the
attached Pay Plan marked Exhibit I and Exhibit 2 be approved and adopted
effective January 1, 1997.
Passed and adopted by the City Council of the City of Elk River this __
of ., 1996.
day
ATTEST:
Henry A. Duitsman, Mayor
Sandra A. Thackeray, City Clerk
o
o
CITY OF ELK RIVER
1997 COMPENSATION PLAN
EXHIBIT I
All 1996 pay ranges established by the City Council will increase by
3% on January 1, 1997. On July 1, 1997, all City employees
performing at an acceptable level will move up one step in their pay
range.
The 1997 pay ranges for City employees are listed in Exhibit 2.
The 1997 Pay Plan continues the City's efforts to comply with the Pay
Equity Law.
All police employees who are members of the Minnesota Teamsters
Public and Law Enforcement Union, Local 320, shall receive
compensation and benefits as outlined in the Master Labor Agreement
between the City and the Union and are therefore not governed by any
clauses of this resolution.
All orientation period employees shall receive increases according to
the agreement when the employee was hired.
Vacation leave shall be granted in accordance to Exhibit 3 as attached.
Holiday and sick leave shall be granted in accordance with the City's
Personnel Ordinance. All regularly scheduled, part time employees
scheduled to work an average of at least 20 hours per week shall
receive prorated vacation, holiday, and sick leave.
The City's maximum contribution for single health, single dental, and
single life benefits is $310.00 per month for the months of January
through June; the contribution increases to $325.00 per month for the
months of July through December. Any difference between the
premiums for single health, single dental and single life insurance may
be used to reduce the employee's share of the family health insurance
premium. Prorated insurance benefits will be offered to all employees
scheduled to work an average of 30 or more hours per week.
The part time Liquor Store Clerks shall be paid in accordance with the
following schedule:
Hours Step Hours Step
0 750 A 7001- 9000 G
751 -1500 B 9001-11000 H
1501-2250 C 11001-14000 I
2251-3000 D 14001-17000 J
3001-5000 E 17001-20000 K
5001-7000 F 20001 + L
10.
11.
12.
13.
All non-exempt liquor store employees will receive holiday pay at the
rate of one and one-half times their regular rate for working on the
following holidays:
After 4:30 p.m. on New Year's Eve
Saturday before Memorial Day
Friday before the 4th of July if it falls on a
Saturday or the Saturday before the 4th of July if it
falls on a Sunday
Saturday before Labor Day
Christmas Eve Day
All non-exempt liquor store employees will receive one and one-half
time their regular hourly rate for taking inventory on a Sunday or a
holiday.
When the Waste Water Treatment System Superintendent is absent
for at least one continuous eight hour period, at the discretion of the
Superintendent, one employee in the Waste Water Treatment System
Department may be appointed as the "Lead Worker." The "Lead
Worker" will receive an additional $1.20 per hour for the additional
"Lead Worker" duties and responsibilities.
The Waste Water Treatment Operators shall be paid as follows:
License Step
A-E
D F-I
C J-K
B L
Once a license has been obtained, the employee shall immediately
move to the lowest step for that license. The employee will move up
one step each July 1 until the highest step for that license has been
reached.
14.
15.
16.
17.
Snow plow operators shall be paid double time plus holiday pay for all
hours worked on holidays.
Snow plow operators shall be paid an additional one hour of pay at
their regular rate for each day they are called out prior to 6:00 a.m. to
plow snow.
Street Department employees shall be paid an additional hour of pay
at their regular rate for each day they are on call during the winter
snowplowing season.
To encourage continuing education for City employees, the City will
reimburse 75% of the tuition fee to any full time employee for
successfully completing accredited college or other classes directly
related to the employee's position with the City. Any such class must
be taken on employee time and receive written approval by the City
Administrator prior to class registration to determine if tuition
reimbursement will be made. Books required for class are not subject
to reimbursement.
18.
The City Council may make adjustments in any section of the Pay
Plan at any City Council meeting based on compliance to the Pay
Equity Law, changes in employment status, changes in work
responsibility, or based on performance incentives.
EX~' ~ 2
1997 ~ROPOSED PAY PLAN
NON-EXEMPT
PAY
POINTS GRADE A B C D E F G H
40-42 I 6.74 7.05 7.39 7.72 8.07 8.43 8.81
43-45 2 7.09 7.43 7.78 8.13 8.49 8.87 9.27
46-48 3 7.46 7.82 8.18 8.55 8.94 9.34 9.76
49-51 4 7.86 8.23 8.62 9.00 9.41 9.83 10.27
52-54 5 8.27 8.66 9.07 9.48 9.90 10.35 10.82
55-57 6 8.71 9.12 9.55 9.98 10.42 10.89 11.38
58-60 7 9~16 9.60 10.05 10.50 10.97 11.47 11.98
61-63 8 9.65 10.10 10.58 11.05 11.55 12.07 12.61
64-66 9 10.15 10.63 11.13 11.64 12.16 12.71 13.28
67-69 10 10.69 11.19 11.72 12.25 12.80 13.38 13.98
70-72 11 11.25 11.78 12.34 12.89 13.47 14.08 14.71
73-75 12 11.84 12.40 12.99 13.57 14.18 14.82 15.49
76-78 13 12.47 13.06 13.67 14.29 14.93 15.60 16.30
79-81 14 13.12 13.74 14.39 15.04 15.71 16.42 17.16
82-84 15 13.81 14.47 15.15 15.83 16.54 17.29 18.06
85-87 16 14.54 15.23 15.94 16.66 17.41 18.20 19.01
88-90 17 15.31 16.03 16.78 17.54 18.33 19.15 20.01
EXEMPT
78-82 1E
83-87 2E
88-92 3E
93-97 4E
98-102 5E
103-107 6E
108-112 7E
113-117 8E
118-122 9E
123-127 10E
128-132 11E
133-136 12E
A
16.44
17.13
17.84
18.59
19.36
21.18
22.06
22.98
23.93
24.93
25.97
27.05
9.21
9.69
10.20
10.74
11.30
11.90
12.52
13.18
13.88
14.61
15.37
16.18
17.04
17.93
18.88
19.87
20.92
9.62
10.13
10.66
11.22
11.81
12.43
13.09
13.77
14.50
15.26
16.07
16.91
17.80
18.74
19.73
20.76
21.86
10.05
10.58
11.14
11.72
12.34
12.99
13.68
14.39
15.15
15.95
16.79
17.67
18.60
19.58
20.61
21.70
22.84
STEP
C D E F G
H
21.64
22.54
23.48
24.46
25.48
27.87
29.03
30.24
31.50
32.81
34.18
35.60
17.10
17.81
18.56
19.33
20.14
22.02
22.94
23.90
24.89
25.93
27.01
28.14
17.79
18.53
19.30
20.10
20.94
22.90
23.86
24.85
25.89
26.97
28.09
29.26
18.50
19.27
20.07
20.91
21.78
23.82
24.81
25.85
26.92
28.05
29.21
30.43
19.24
20.04
20.87
21.74
22.65
24.77
25.81
26.88
28.00
29.17
30.38
31.65
20.01
20.84
21.71
22.61
23.56
25.76
26.84
27.96
29.12
30.33
31.60
32.91
20.81
21.67
22.58
23.52
24.50
26.79
27.91
29.07
30.29
31.55
32.86
34.23
10.50
11.06
11.64
12.25
12.90
13.58
14.29
15.04
15.83
16.67
17.54
18.47
19.44
20.46
21.54
22.67
23.87
I
22.51
23.44
24.42
25.44
26.50
28.98
30.19
31.45
32.76
34.12
35.54
37.02
10.98
11.56
12.16
12.80
13.48
14.19
14.93
15.72
16.55
17.42
18.33
19.30
20.32
21.38
22.51
23.69
24.94
J
23.41
24.38
25.40
26.45
27.56
30.14
31.40
32.7O
34.07
35.49
36.96
38.50
11/18/96:COMPW.XLW