HomeMy WebLinkAbout2.B.-2.G. 2008 Budget Update
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CITY OF SHAKOPEE
Memorandum
TO: Mayor and Council
Mark McNeill, City Administrator
FROM: Gregg Voxland, Finance Director
SUBJ: 2008 Budget Update
DATE: November 14, 2007
Introduction
Council discussion and direction on several items for the 2008 budget
is requested.
Background
(28) General Fund
A. 2007 budget status;
Councilor Menden asked about the "under-spend" status for 2007.
Based on the follow data, it appears that the "under-spend" may be
less than anticipated in the budget which was 4% and may be 1 to 2%.
Therefore, Council should consider reducing the under-spend factor
built into the 2008 budget.
YTD 9/30 12/31
2004 66% 95%
2005 65% 92%
2006 65% 93%
2007 70%
B. 2008 changes. See attachment 2BB. with the exception of
reducing a building inspector position, the changes selected by
council at the last budget meeting have been incorporated plus
refinement of revenue for permits and changes in the budget amounts
for insurance.
c. The Springsted model was updated for "unbillable" time (breaks,
training, counter time, etc.) in the Inspection division and time
for inspections based on the new protocols. This resulted in the
model indicating that a reduction in the number of inspectors was
not supported.
D. Funding for roofing management program. See attached memo 2BD.
E. Items listed as "one time" with funding from MVHC or fund balance
are listed below. The first half of 2007 MVCH has been received in
the amount of $260,296. Should any of these items be built into the
2008 budget?
Fire Dept anniversary
IT back up plan
10,000
56,000
Library noise/solar mitigation
Green/Energy initiatives
Fire Station 51 parking lot
Fire Station 51 concrete apron
Comm. Center painting
Comm. Center Parking lot
Comm. Center carpet
Comm. Center point of sale equip
Subtotal
46,000
50,000
15,000
50,000
55,000
25,000
20,000
20,400
347,400
F. Billing for Fire Calls was brought up
year for consideration during the budget
a 2005 memo from the League of Minnesota
for fire calls.
last year and again this
process. Attached (2BF) is
Cities concerning billing
Several items to consider are raised in the memo, particularly on
page 4.
o Billing when the owner did not call for service.
o Certifying for collection with taxes.
o Uniform rates for fees.
o Is charging a fee the best choice for residents.
o Collecting the fee when insurance does not pay, failure
to do so may be insurance fraud.
G. Taxes as a percent of revenue. See attachment 2BG. Taxes as a
percent of revenue have gone from 50% in 2003 to 75% in 2008. Over
the long term, where does Council want that percentage to be?
H. The estimated tax rate used for the TNT notices for Shakopee is
31.828, down slightly from the target of 31.939.
I. Fire Dept. wages for non-fulltime personnel may need to be
revised upward. The amount spent in 2004 was $204,321, 2005
$249,070, 2006 $226,760 and through October 2007 $258,937 while the
2007 budget is $232,800.
PT wage Calls $ per call
2004 $204,321 479 $426
2005 249,070 539 462
2006 226,760 486 466
2007 258,937 519 499 YTD
The amount requested for 2008 was $253,500 including the SCBA
Coordinator.
(2C) Utility Funds
Attached (2C) are the Sewer and Storm Fund budgets for 2008.
are similar to 2007 and the projects were included in the CIP
reviewed earlier. Rates are proposed to remain unchanged for
They
list
2008.
(2D) Park Reserve Fund
See attachment 2D.
MSA 394 "Cash payments received must be used only for the
acquisition and development or improvement of parks, recreational
facilities, playgrounds, trails, wetlands, or open space based on
the approved park systems plan. Cash payments must not be used for
ongoing operation or maintenance of parks, recreational facilities,
playgrounds, trails, wetlands, or open space."
A. Staff time: Council previously directed
charged to projects at 1.3 times the wage.
charged to projects at 2.5 times the wage.
that staff time be
Engineering time is
. Does Council want to stay at 1.3 times the wage?
. Does this apply to just the Landscape Designer or all non-
engineering staff?
B. Preliminary project staff time: Park projects typically have a
longer lead time to get to the point of actually having a project to
design. At what point should staff time be charged to a project?
Until just recently, staff time was not charged to projects. An
example is the dog park. Staff time is spent on this concept but it
is advance time trying to find a location etc., not designing and
administering the "bricks and mortar" part.
c. Park signage/naming: this was included in the CIP for Park
Reserve funding but seems it would be better funded from the
Recreation Fund - fund balance.
D. Inter-fund loan: the inter-fund loan has not been recorded yet.
The cash balance of the fund went into the negative in June. When
first considered, it was a five year loan. When the park CIP was
presented for 2008 it was extended to 10 years. If the loan goes
past 5 years, I recommend that Council re-examine the timing of
projects or allocate additional funding to the Park Reserve Fund to
keep the loan at 5 years or less. The MN State Auditor's model
policy for inter-fund loans lists repayment in terms of days, not
years.
It is proposed to borrow money from the Sewer Fund at 5.0% interest
effective June 2007 in the amount of $2,000,000. For a 5 year term,
the annual payment would be $462,000 and interest would total
$310,000 but for a 10 year term, the annual payment would be
$259,000 and interest would total $590,000.
(2E) Recreation staffing - landscape designer
See attachment 2E
(2F) Building Fund
Council has viewed the Building Fund projects with the CIP. See
attachment 2F. Does Council wish to give direction to staff for work
plans for 2008 on the following;
Acquisition of sites for fire station 4 and 5
Fire station 51 addition
Construction timing for fire station 3
(2G) Equipment Fund
Attachment 2G is the equipment memo from previous budget presentations.
1. I would recommend that replacement of the inspector's truck for
Building be stricken and the unassigned truck from Engineering
will be assigned to Inspections. If Council decided to replace
it, the replacement be a more fuel efficient vehicle. The trucks
get 10 to 15 mpg while a small car is rated at 26 to 29 mpg.
2. The acquisition of a 12 passenger van for recreation should be
eliminated based on the insufficient justification for the need
of such a fuel inefficient vehicle.
Park Division has requested retaining two trucks formerly assigned
to Engineering/Inspections staff for seasonal use. The increased
use of seasonal staffing has resulted in the need for additional
vehicles.
Action
Discuss and give staff direction.
N
Gregg voxland
Finance Director
H:\Finance\budget\
2. ~B
1 2 3
Tax Rate Tax Rate Tax Rate
31.938 31.938 31.938
Levy increase 12.18% 12.18% 12.18%
SUMMARY GENERAL FUND - 2008
GF Total Revenue 15,563,060 15,588,060 15,588,060
(612,000) Less Building Revenues
Transfer In 1,740,000 1,740,000 1,740,000
Total Revenue & Transfers 17.303.060 1 7.328.060 16.716.060
GF Expend 17,307,640 17.412,760 17.412,760
(820,540) Less Building Expenditures
Options to cut
Engineering charge to sewers (30,000) Inc. Inc.
Engineering position (60,000) Inc. Inc.
Engineering position
Building Inspection position (80,000)
Recreation position (40,000) Inc. Inc.
Admin Office Service position (30,000) Inc. Inc.
Unemployment 21,000 Inc. Inc.
Fire pension (90,000) Inc. Inc.
Options to add
Fire Chief 100,000 Inc. Inc.
SCBA coordinators 3,500 Inc. Inc.
Park building "rent" 112,000 Inc. Inc.
police officers (2) (part year) 64,500 Inc. Inc.
Home Town Messenger 24,000 Inc. Inc.
Insurance 60,000 Inc. Inc.
Roofing program 30,140 30,140 30,140
Huber Park Assessments 21,560 21,560 21,560
Fire Pay 50,000
EDA Transfer out 26,000 26,000 26,000
Recreation Transfer out 1,099,000 1,120,010 1,120,010
Total Expenditures and Transfers 18,427,640 18,610,470 17,789,930
Net surplus (deficit) (1,124,580) (1,282.410) (1,073,870)
Funding From Fund Balance
800 MZH 456,000 456,000 456,000
Entrance monument 25,000 25,000 25,000
4% underspend 692,306 696,510 696,510
Net surplus (deficit) 48,726 (104,900) 103,640
11/15/2007 9:11 AM
~BD
CITY OF SHAKOPEE
Memorondum
TO: Mayor and Council
Mark McNeill, City Administrator
FROM: Gregg Voxland, Finance Director
SUBJ: Roof Preventive Maintenance
DATE: November 14, 2007
Introduction
The city has been approached to implement a preventative/long term
maintenance program for roofing, similar to the maintenance program for
streets.
Background
After the 2008 budget was assembled, Tremco met with city staff to
propose a preventative/long term maintenance program for roofing.
offered case studies to show long term savings on roof maintenance
replacement by extending the life of roofing materials.
They
and
Phase one would cost $30,139.20 comprised of diagnostics $14,364.28,
repair work to reach a startup standard of $6,491.72 and one year leak
response of $9,283.20. This proposal is good until 12/22/07. They
would repair any leaks for one year for that fixed price. They would
examine the roofing in detail and establish and maintain a database on
the roofs.
The next phase is to develop a plan of action for each building
consisting of maintenance, renovation or replacement. Work would be
staged based on Council's timing and/or funding level. The goal is to
get the most value out of the roofing dollar and keep roofing materials
in good condition as opposed to waiting until failure and replacement.
There are nine buildings covered under the proposal totaling 227,448
square feet. Tremco is a vendor covered by a National Joint Powers
Alliance (Minnesota based) contract. Shakopee would need to join that
organization to utilize the contract.
The City of Rochester was contacted as a reference and started with
Tremco a year ago and reported all positive results.
Action
Move to accept the proposal from Tremco for a roofing maintenance
program with a cost of $30,139.20 for phase one.
Gregg Voxland
Finance Director
2BF
LMC
League of Minnesota Cities
145 University Avenue West, st. Paul, MN 55103-2044
(651) 281-1200 . (800) 925-1122
Fax: (651) 281-1299 . TOD: (651) 281-1290
www.lmnc.org
~ of Minnuota Citi".
Citiu prorruding ~""
CHARGING FOR FIRE CALLS
November 2005
Authoritv to Charge for Fire Calls
For many years, the authority to charge for fire calls has been unclear. However, in 2003,
the Minnesota Legislature passed legislation giving cities express authority to impose fees for
emergency services, including fire protection. A city's ability to charge fire fees involves an
interplay between three statutes. Minn. Stat. S 415.01, subd. 2, allows cities to charge for
emergency services by passing an ordinance that specifies the amount and manner of the charge.
The exact text is as follows:
A city may exercise the power under sections 366.011 and 366.012 relating to
charges for emergency services only if the city adopts an ordinance authorizing
the manner and amount of charging for those services.
Minn. Stat. SS 366.011 and 366.012 apply to towns. Under Minn. Stat. S 366.011, a town can
impose fees for fire protection services provided by or contracted for by the town. If the charge
is not paid, the town can use any means available to private parties to collect it or may certify the
unpaid charge with the county auditor for collection with taxes to any real property within the
state. Minn. Stat. S 366.012 explains the process for certifying charges with the county auditor.
By its terms, Minn. Stat. S 415.01, subd. 2 give cities these same powers.
In 2005, the Legislature amended Minn. Stat. SS 366.011 and 366.012 to specifically give
towns, and thereby cities, the authority to certify the unpaid charge to the auditor of any county
in the state in which the person who received fire protection services owns real property. The
AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER
county auditor is responsible for remitting to the city all charges collected on behalf of the city.
Therefore, a city can certify unpaid fees regardless of where the property is located in the state.
An important note to remember is that fire services generally include not only fire
fighting, but first responders as well. Any ordinance authorizing fire service charges should
define fire services broadly enough to include both of these activities.
Contractual Issues in Collecting Charges
While this law clarifies a long-standing question about city authority, collecting these
fees may be complicated in some situations by a 1959 Attorney General opinion that applied
contract law to the provision of fire services; the opinion stated that there should be a request for
service before the city has an enforceable claim against the property for reimbursement. 1 When
a homeowner calls the city for services, the homeowner likely agrees to pay the fee, especially if
the city publicizes that it charges a fee.
The situation is less clear if someone other than the property owner contacts the fire
department. Ignoring such fires could be dangerous to nearby property and persons; accordingly,
for public safety reasons a fire department would generally not stand by while a building burns.
Even in these situations, a city could avoid contractual problems by using implied contract
theory. The elements of an implied contract are (1) a benefit conferred by one party to another
(2) appreciation of that benefit by the receiving party and (3) acceptance of that benefit when
retention without payment is inequitab1e.2 Most citizens have an expectation of fire service if a
city has a fire department. Moreover, a city can show in the vast majority of cases that
preventing property from burning down is a benefit to the property owner.
lA.G. Op. 688-a (Oct. 6, 19S9).
2 8 Dunnell Minn. Digest, Contracts ~ 2.0Sa (Sth ed. 2003).
2
Providing Service to Property Outside of the City
Many cities contract with towns or other cities to provide fire protection, requiring the
city fire department to provide service outside of the city. These contracts typically authorize
cities to bill the recipient of the fire protection service who lives outside the city. Cities have the
authority to use any means available to private parties to collect unpaid charges, regardless of
where the property is located.3 Minn. Stat. S 415.01, subd. 2, also gives cities the ability to
certify for collection with taxes the unpaid fire charges on property located outside of city limits
that is anywhere within the state. This statute states that cities may exercise the "power under
sections 366.011 and 366.012 relating to charges for emergency services.,,4 One of these powers
is certifying unpaid fire charges. With the 2005 amendment, the Legislature did not limit a city's
authority to certify unpaid charges to property within a city's borders.
Different Rate Structures
Fire departments often respond to car fires, sometimes to non-residents of the city, or to
another entity covered by a fire protection contract. Cities have inquired whether they can
charge higher rates for these calls. Unequal fees implicate several constitutional concerns. The
Supreme Court ruled in Mem 'I Hosp. v. Maricopa County, that denial of "basic necessities of
life" impedes the constitutional right to travel. 5 Fire protection might be a basic necessity and
unequal charges may be a form of denying this basic necessity. Additionally, higher taxes and
more stringent licensing requirements imposed on non-residents have run afoul of both the
Constitution's equal protection and commerce clauses.6 Because of the possible constitutional
3 Minn. Stat. g g 366.011,415.01, subd. 2.
4 Minn. Stat. S 415.01, subd. 2.
5 Mem 'I Hasp. v. Maricopa County, 415 U.S. 250 (1974) (denying non-residents free non-emergency medical care
violated the right to travel).
6 Metro. Life Ins. Co. v, Ward, 470 U.S. 869 (1985) (taxing non-residents at higher rate than residents violated equal
protection clause); State v. Kalla, 672 N.W.2d 1 (Minn. Ct. App. 2003) (charging higher state license fee to non-
residents violated commerce clause); 9 McQuillin, Municipal Corporations, S 26.48 (3rd ed. Revised 1995).
3
implications resulting from different rates, it is probably preferable to have a uniform policy
when charging for fire calls.
Policy Considerations
Since this law was enacted, several cities have passed ordinances charging fire fees and
more are considering this option. Aside from the concerns mentioned above, cities should
consider the following issues before charging fire protection fees. First, the city should consider
whether charging fire fees is the best choice. Some citizens may argue that the mechanisms for
collecting and enforcing property taxes are already in place and that paying for fire services out
of general revenue may be a better option than charging for fire calls.
Second, the city should decide whether it is prepared to collect charges when the fee is
not covered by insurance. Some insurance policies will only pay ifthe property owner has an
obligation to the city. If the city only collects fees in limited instances, the insurance company
could argue that the property owner does not really have an obligation to the city. Furthermore,
if the city aggressively attempts to collect fees from persons having insurance but looks the other
way for persons not having insurance, the city could be committing insurance fraud.
Third, ifthe city decides to charge fire fees, the statutes do not limit the amount of fees a
city may charge. However, as is usually true for city fees, the fee should be reasonably related to
the city's cost in providing the service.
Finally, keep in mind that all fire fee collections belong to the city, not the fire relief
association or fire department, and should be deposited in the city's accounts.
Model Ordinances
. Ordinance A: This is the basic model ordinance. The city will use all
practical and reasonable means to collect the unpaid charge and may certify
4
the amount to the auditor in any county in which the service recipient owns
real property.
. Ordinance B: The city charges the town or other city, rather than the
individual, for fire services pursuant to a Fire Protection Contract. The fees
would have to be specified in the Contract.
5
ORDINANCE NO.
AN ORDINANCE ESTABLISHING FEES
FOR EMERGENCY PROTECTION FIRE SERVICES
[Ordinance A: The basic model ordinance.]
THE CITY COUNCIL OF THE CITY OF
ORDAIN:
, MINNESOTA DOES
SECTION ONE: PURPOSES AND INTENT
This ordinance is adopted for the purpose of authorizing the City of to
charge for fire service as authorized by Minn. Stat. SS 366.011, 366.012, and 415.01.
SECTION TWO: DEFINITIONS
(A) "Fire service" means any deployment of fire fighting personnel and/or equipment to
extinguish a fire or perform any preventative measure in an effort to protect equipment,
life, or property in an area threatened by fire. It also includes the deployment of fire
fighting personnel and/or equipment to provide fire suppression, rescue, extrication, and
any other services related to fire and rescue as may occasionally occur.
(B) "Fire service charge" means the charge imposed by the City for receiving fire service.
(C) "Motor vehicle" means any self-propelled vehicle designed and originally manufactured
to operate primarily upon public roads and highways, and not operated exclusively upon
railroad tracks. It includes semi trailers. It does not include snowmobiles, manufactured
homes, all terrain vehicles, or park trailers.
(D) "Fire protection contract" means a contract between the City and a town or other city for
the City to provide fire service.
(E) "Mutual aid agreement" means an agreement between, the City and a town or other city
for the City's fire department to provide assistance to the fire department of a town or
other city.
SECTION THREE: P ARTlES AFFECTED
(A) Owners of property within the City who receive fire service.
(B) Anyone who receives fire service as a result of a motor vehicle accident or fire within the
City.
(C) Owners of property in towns or cities to which the City provides fire service pursuant to
a fire protection contract.
SECTION FOUR: RATES
[insert rate schedule]
SECTION FIVE: BILLING AND COLLECTION
(A) Parties requesting and receiving fire services may be billed directly by the City.
Additionally, if the party receiving fire services did not request services but a fire or
other situation exists which, at the discretion of the fire department personnel in charge
requires fire service, the party will be charged and billed. All parties will be billed
whether or not the fire service is covered by insurance. Any billable amount of the fire
6
charge not covered by a party's insurance remains a debt of the party receiving the fire
servIce.
(B) Parties billed for fire service will have _ days to pay. If the fire sf.:;rvice charge is not
paid by that time, it will be considered delinquent and the City will send a notice of
delinquency.
(C) If the fire service charge remains unpaid for 30 days after this notice of delinquency is
sent, the City will use all practical and reasonable legal means to collect the fire service
charge. The party receiving fire service shall be liable for all collection costs incurred by
the City including, but not limited to, reasonable attorney fees and court costs.
(D) If the fire service charge remains unpaid for 30 days after the notice of delinquency is
sent, the City Council may also, on or before October 15 of each year, certify the unpaid
fire service charge to the county auditor in which the recipient of the services owns real
property for collection with property taxes. The county auditor is responsible for
remitting to the city all charges collected on behalf of the city. The City must give the
property owner notice of its intent to certify the unpaid fire service charge by September
15.
(E) False alarms will [or won't] be billed as a fire call.
SECTION SIX: MUTUAL AID AGREEMENT
When the City fire department provides fire service to another fire department pursuant
to a Mutual Aid Agreement, the billing will be determined by the Mutual Aid Agreement.
SECTION SEVEN : APPLICATION OF COLLECTIONS TO BUDGET
All collected fire charges will be city funds and used to offset the expenses of the City
fire department in providing fire services.
SECTION EIGHT: EFFECTIVE DATE
The ordinance shall become effective
Passed by the Council this
day of
Mayor
Attested:
Clerk
7
ORDINANCE NO.
AN ORDINANCE ESTABLISHING FEES
FOR EMERGENCY PROTECTION FIRE SERVICES
[Ordinance B: The city charges the town or other city, rather than the individual, for fire
services, pursuant to a Fire Protection Contract.]
THE CITY COUNCIL OF THE CITY OF
ORDAIN:
, MINNESOTA DOES
SECTION ONE: PURPOSES AND INTENT
This ordinance is adopted for the purpose of authorizing the City of to
charge for fire service as authorized by Minn. Stat. 99366.011,366.012, and 415.01.
SECTION TWO: DEFINITIONS
(A) "Fire service" means any deployment of fire fighting personnel and/or equipment to
extinguish a fire or perform any preventative measure in an effort to protect equipment,
life, or property in an area threatened by fire. It also includes the deployment of fire
fighting personnel and/or equipment to provide fire suppression, rescue, extrication, and
any other services related to fire and rescue as may occasionally occur.
(B) "Fire service charge" means the charge imposed by the City for receiving fire service.
(C) "Motor vehicle" means any self-propelled vehicle designed and originally manufactured
to operate primarily upon public roads and highways, and not operated exclusively upon
railroad tracks. It includes semi trailers. It does not include snowmobiles, manufactured
homes, all terrain vehicles, or park trailers.
(D) "Fire protection contract" means a contract between the City and a town or other city for
the City to provide fire service.
(E) "Mutual aid agreement" means an agreement between the City and a town or other city
for the City's fire department to provide assistance to the fire department of a town or
other city.
SECTION THREE: PARTIES AFFECTED
(A) Owners of property within the City who receive fire service.
(B) Anyone who receives fire service as a result of a motor vehicle accident or fire within the
City.
(C) Owners of property in towns or cities to which the City provides fire service pursuant to a
fire protection contract.
SECTION FOUR: RATES
[insert rate schedule]
8
SECTION FIVE: BILLING AND COLLECTION
(A) Parties requesting and receiving fire services will be billed directly by the City of
within _ days of the fire service. Additionally, if the party receiving fire
services did not request services but a fire or other situation exists which, at the discretion
of the fire department personnel in charge requires fire service, the party will be charged
and billed. All parties will be billed whether or not the fire service is covered by
insurance. Any billable amount of the fire charge not covered by a party's insurance
remains a debt of the party receiving the fire service.
(B) Parties billed for fire service will have _ days to pay. If the fire service charge is not
paid by that time, it will be considered delinquent and the City will send a notice of
delinquency.
(C) If the fire service charge remains unpaid for 30 days after this notice of delinquency is
sent, the City will use all practical and reasonable legal means to collect the fire service
charge. The party receiving fire service shall be liable for all collection costs incurred by
the City including, but not limited to, reasonable attorney fees and court costs.
(D) lfthe fire service charge remains unpaid for 30 days after the notice of delinquency is
sent, the City Council may also, on or before October 15 of each year, certify the unpaid
fire service charge to the county auditor in which the recipient of the services owns real
property for collection with taxes. The county auditor is responsible for remitting to the
city all charges collected on behalf of the city. The City must give the property owner
notice of its intent to certify the unpaid fire service charge by September 15.
(E) False alarms will [or won't] be billed as a fire call.
SECTION SIX: MUTUAL AID AGREEMENT
When the City fire department provides fire service to another fire department pursuant
to a Mutual Aid Agreement, the billing will be determined by the Mutual Aid Agreement.
SECTION SEVEN: BILLING PROCEDURE FOR_FIRE PROTECTION CONTRACTS WITH
TOWNS OR OTHER CITIES
When the City fire department provides fire service to another fire department pursuant
to a Fire Protection Contract, the billing will be determined by the Contract.
SECTION EIGHT: APPLICATION OF COLLECTIONS TO BUDGET
All collected fire charges will be city funds and used to offset the expenses of the City
fire department in providing fire services.
SECTION NINE: EFFECTIVE DATE
The ordinance shall become effective
Passed by the Council this
day of
Mayor
Attested:
Clerk
9
General Fund Revenues
14,000,000
12,000,000
10,000,000
8,000,000
6,000,000 iii 2004
.2005
4,000,000 02006
02007
2,000,000 .2008
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2C.
SANITARY SEWER FUND
2008 BUDGET
ACTIVITY:
Activity in this enterprise fund reflects the operations of the
Municipal Sanitary Sewer System.
OBJECT DESCRIPTION: Description of lines items:
Salaries:
Share of Public Works staff/Engineering staff including GIS
Specialist.
Supplies and Materials:
Repair and maintain
replacement, repairing
fuels, miscellaneous.
current sewer lines including; manhole
lines, GIS/CMMS software and hardware, motor
Professional Services:
Attorney, engineering consultant for projects, televising, foaming,
lining of sewer mains, Lift Station Maintenance, Gopher State One
Call, GIS/CMMS consultant.
Rentals:
Building rent and equipment rent.
Utility Service:
Capital Equipment:
Wireless lift station monitoring equipment ($8,000 and software),
extended jetter ($18,000).
Capital Improvements:
Per CIP
MCES Treatment Cost:
Metro Council Environmental Services.
Depreciation:
Includes equipment and infrastructure.
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STORM DRAINAGE FUND
2008 BUDGET
ACTIVITY:
Activity in this enterprise fund reflects the operations of the
Municipal Storm Drainage system.
OBJECT DESCRIPTION: Description of lines items:
Salaries:
Share of Public Works staff/Engineering staff including GIS.
Supplies and Services:
Materials for maintaining/repairing storm
GIS/CMMS software and hardware, motor fuels.
sewer
facilities,
Professional services:
Engineering consultant to update storm water plans, storm water
model, review of storm water utility policy and procedures and rate
study, GIS/CMMS consultant service, Gopher State One Call, small
maintenance projects.
Rentals:
Building Rental ($12,000) and equipment rental (Track Hoe $10,000).
Utility service: ($12, BOO) .
Capital Equipment:
Street Sweeper.
Capital Improvements:
Per CIP.
purchase of Right of Way Pond:
$550,000 (MNDOT payment for TH 169 ponds)
Depreciation:
Includes equipment and infrastructure.
&;
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CITY OF SHAKOPEE
MEMORANDUM
To:
Mayor & City Council
Mark McNeill, City Administrator
From:
Jamie Polley, Director of Parks, Recreation & Natural Resources
Meeting Date:
November 7,2007
Subject:
Current Staffing Levels and Needs for FY - 08
Introduction
This item is a recommendation from the Parks and Recreation Advisory Board to the
City Council to maintain the Parks and Recreation Department current staffing levels for
FY-08.
Backaround
The City Council conducted a budget workshop on August 21,2007, during which time
discussion of next year's budget for the Parks, Recreation and Natural Resources
Department was held. At this workshop staff was directed to bring reductions to the
table that would result in no increase in the tax rate for 2008. The suggestions for
reductions from this department that were brought forward included the elimination of the
Landscape Architect/Park Designer position. An alternate recommendation was to fund
the Landscape Architect/Park Designer position for six (6) months.
At the August 21, 2007 meeting City Council adopted a preliminary budget that included
the six month funding alternative. At the end of the six (6) months the park fund was to
be reevaluated to determine whether to retain the current position for the remainder of
the year.
Over the past two years the Landscape Architect/Park Designer position has participated
in a number of projects. The majority of the projects that were completed were charged
to park reserve. Many of the projects however were not charged to park reserve that
possibly should have been. The Landscape Architect/Park Designer position also does
many tasks that are charged to the general department budget including staff meetings,
development review, small community projects, and special events. The amount
budgeted in the general department budget for FY -08 for the Landscape Architect/Park
Designer position is $75,000 (includes salary and benefits).
There are a number of future projects that require the expertise of a Landscape
Architect/Park Designer that are billable to the park reserve fund. The work load
available would allow for the majority of the Landscape Architect/Park Designer
position's salary to be billed back to the park reserve fund greatly reducing the funds
needed from the general department budget.
Park DeveloDment Process
The development process of parks, open space and trails has many steps and takes a
great deal of time before the project is constructed. The development process is shown
on Attachment "A"
There are a number of projects that need to have steps 1-7 in the process completed
independent of the funds available for construction. Having a Landscape Architect/Park
Designer on staff provides the City with the ability to complete steps 1-7 prior to the
construction phase,' At the time when development increases and additional funding to
construct the parks becomes available, construction can begin immediately and allow
staff more time for development review, A consultant could be hired to complete the
design of the parks at a much higher rate and would require additional staff hours to
attend the development review committee meetings, organize neighborhood meetings
and present developments and designs to the PRAB and City Council. A Landscape
Architect/Park Designer on staff knows the City's vision and goals, provides direction in
line with the City's Comprehensive Plan, understands development requirements, and is
familiar with the area landscape. A consultant is selected by providing the lowest bid
and would require time to learn each of these elements with each project.
Proiects to be ComDleted
The projects listed below are currently under construction and require construction
administration and closeout:
Providence PointelWestchester Park (large neighborhood park)
Glacier Estates (small neighborhood park)
Valley Creek Crossing (small neighborhood park)
Church Addition (small neighborhood park)
Savannah Oaks (small neighborhood park)
Lion's Park 2nd Sheet of Ice (funded in 2007 and will begin in spring of 2008)
The projects listed below are projects to be completed in 2008 (per available funding)
and require all park .development process steps listed above:
Greenfield East/Park Meadow
Off-Leash Dog Park
(large neighborhood park)
(Location TBD)'
The projects listed below are projects that are scheduled to be completed in the future.
While there is no funding available in the current Park Reserve Fund, the Landscape
Architect/Park Designer could complete the park development process steps 1-7 for the
following:
Quarry Lake Park
(Grant monies are available for this until end
of 2008; staff is working to extend dates,
and acquire public access)
Riverside Bluffs Park (East Dean Lake)
Premier/Horizon Heights Park Development
South bridge Parkway Active Park
Kilarney Hills Park Development
O'Dowd Lake Park Improvements
CR 79 Trail to O'Dowd Lake Park
Prairie Village Park
Shutrop Park Development
-.~p
The following are developments that are anticipated to submit final plat in 2008. Park
dedication fees will be received as part of the developments. Landscape Architect/Park
Designer experience will also be required when reviewing the developments:
. Bluff's at Marystown
Maple Ridge Estates
(approximately $300,000 to park reserve)
(approximately $345,000 to park reserve)
Additional anticipated projects that will require the skills of a Landscape Architect/Park
Designer include the park signage and naming program, landscaping at a future park
and ride site, park maintenance questions, and current park and City facility landscaping.
The Advisory Board discussed the basis for the recommendation of staff reductions
stemming from the decrease in development and therefore the decrease in incoming
Park Reserve Funds. On May 31, 2007 the Park Reserve Fund was anticipated to have
approximately $407,539 at the end of 2007. This amount was presented to the PRAB.
However after recalculating the amount of funds owed on current projects the Park
Reserve Fund is anticipated to have approximately $110,664 at the end of 2007. The
PRAB was asked to confirm their motion based on the new estimated Park Reserve
Fund totals.
Recommendation:
The park reserve fund balance is lower than in years past due to recent construction
projects. However, funding is available to complete parks that are currently being
developed, complete schematic designs for future parks, update the park signage,
promote the park naming program, provide expertise on development reviews, and
assist with other city projects that would otherwise hire out for landscaping assistance. It
is beneficial to the City to have a Landscape Architect/Park Designer on staff, not only
monetarily, but also to ensure that we have a person who is familiar with all aspects of
the City and putting 100% into each project to provide the City with the best parks, trails
and open spaces.
Therefore, the PRAB unanimously recommends providing funding for a full year of a
Landscape Architect/Park designer position
RelationshiD to Visionina:
The supports Goals A "Active and Healthy Community", and Goal C "Great Place for
Kids to Grow Up"
Reauested Action
If the City Council concurs, it is strongly recommended by the PRAB to maintain the
currently staffing levels for the Parks and Recreation Department including funding the
Landscape Architect/Park Designer position for a full year based on the 2008 work load.
~ ~~
II
!~ C /.
Ja~e Polley . I li.J;~
Director of P, R, and NR
Attachment A-Park Development Process
1. Development Review of a Proposed Development by Staff. The Landscape
Architect/Park Designer position plays a key role in reviewing each development
proposal to ensure the City is receiving the most useful piece of property for the
park development. The Landscape Architect/Park Designer position also assist
with identifying natural features to be preserved, trail connections, and
community accessibility. At this time this is the only position that possesses park
design knowledge. Staff determines at this stage if cash or land will be accepted
for park dedication.
2. Presentation to PRAB - Staff presents the development to the PRAB for the
recommendation to accept the cash or land as park dedication requirements.
3. Complete Plat Process - Staff works with the developer to complete the plat
process by setting grading requirements, negotiating trails, and preserving
natural features.
4. Accept Parkland and Begin Design Process - The City officially accepts the
parkland as City land and staff is directed to begin the park design process.
5. Design Process -
a. 1st Neighborhood Meeting - the Landscape Architect/Park Designer
position organizes the neighborhood meeting by setting a date, preparing
informational flyers and display boards, sending our notices, and
preparing concept designs of the park.
b. ?!d Neighborhood Meeting - the Landscape Architect/Park Designer
position organizes the meeting by sending out notices of the meeting,
organizing the information from the first meeting, preparing schematic
designs and providing additional information. The neighborhood selects a
schematic design at this meeting that will be presented to the PRAB and
City Council.
c. ~ Neighborhood Meeting - the Landscape Architect/Park Designer
position puts together playground information and works with the
neighborhood to design the playground.
6. Approval of Schematic Design - Staff presents the selected schematic design to
the PRAB for recommendation to City Council. Upon Recommendation, staff
presents the schematic design to City Council for approval of design and
approval to prepare construction drawings.
7. Prepare Construction Drawings - the Landscape Architect/Park Designer
position prepared the construction drawings and works in collaboration with
Engineering to prepare the bid packets.
8. Authorization to Bid - Staff presents the construction drawings and project
budget to the City Council for authorization to seek public bids for construction.
9. Preparation of Bid Packets - the Landscape Architect/Park Designer position
prepared plans and specifications and works in collaboration with Engineering to
finalize bid packages to be distributed to contractors.
10. Bid Opening - Staff prepares for the bid opening, tallies bid proposals and
reviews low bids to ensure bid proposals are correct and complete. Staff then
presents bid tally to the City Council for authorization to award the bid.
11. Preconstruction Meeting - Staff prepares a preconstruction meeting with
contractor to determine timelines, project details and construction documents.
12. Construction Administration - the Landscape Architect/Park Designer position
provides for the construction administration on park development projects
-.------~ -'
ensuring the work is completed per the City's standards and the project remains
within budget.
Project Closeout - Staff conducts a walk through to ensure final punch list items are
complete. Staff then ensures park dedication requirements have been met (if
applicable), prepares all documentation for final acceptance, and presents completion to
the City Council for final acceptance.
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2007 2008 2009 2010 2011 2012
Police
Marked Patrol Cars $ 68,000 $ 175,000 $ 185,000 $ 152,000 $ 78,000 $ 240,000
4x4 vehicle 50,000
Automobiles (unmarked) replace 25,000 52,000
Automobiles (unmarked) 2 add'l 50,000
Fire
Truck - Pumper 550,000
EquipmenURescue Truck
Truck - Tanker 450,000
Truck - Medium Rescue
Air boat 65,000
Aerial 1,000,000
Truck - Telesquirt
One Ton 4x4 With Grass Pak 65,000 65,000
Chiefs Truck 45,000 45,000 45,000
Building
Inspector Truck 21,000 23,000 24,000 25,000
Automobile
Engineering
Pickup Truck 4X4 22,000 48,000 25,000
Street
Loader 160,000
Loader
Single Axle Dump Truck/Equip 130,000 300,000 150,000 320,000
Hook truck 150,000
Asphalt Roller 137,000
Truck H. 4x2
Pick-up Truck 4x4 30,000 33,000 35,000 38,000
Park
Large Mower 95,000 100,000
Pick-up Truck 4x4 37,000
Pick-up 2x4 1.5T. 38,000 42,000
Bucket truck 80,000
Tractor
Skid steer 25,000
Small mower 28,000
Garbage truck 85,000
Recreation Fund
Ice Resurfacer 75,000
Van - 12 Passenger 25,000
Mini-van 28,000
Total Governmental Funds $ 725,000 $ 901,000 $ 555,000 $ 1,310,000 550,000 1,693,000
Sewer Fund
Low Pressure Jetter 130,000
Sewer Jetter/vac 250,000
Hon truck - dump box/plow 55,000
Storm Drainage Fund
Large Tractor/mower 85,000
Street Sweeper 175,000
1 Ton truck - dump box/plow 55,000
Small Track hoe 165,000