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11/02/2000
TENTATIVE AGENDA CITY OF SHAKOPEE REGULAR ADJOURNED SESSION SHAKOPEE, MINNESOTA NOVEMBER 2, 2000 LOCATION: 129 Holmes Street South Mayor Jon Brekke presiding 11 Roll Call at 5:00 p.m. 2] Pledge of Allegiance 3] Approval of Agenda 4] Review of FY 2001 Budget Issues (Voxland, McNeill) A. Equipment List B. CIP Issues C. General Fund Summary D. Sewer and Storm Funds and Rates E. Employees Health Insurance Options (on table) F. Overall Review 5] New Business A. Discussion of Consulting Engineer Services (Loney) 6] Other Business 7] Adjourn to November 6, 2000 PPARK RESERVE FUND SUMMARY NOVEMBER 2, 2 BALANCE DECEMBER 31, 1999 $1,620,067.05 REVENUES COLLECTED O1 /01 /00 — 10/3 1/00 $ 560.907.50 TOTAL $2,180,974.55 PARK EVIPROVEMENT EXPENDITURES (2000) $ 385.361.91 CURRENT BALANCE AS OF 10/31/00 $1,795,612.64 PENDING EXPENDITURES (2000) Play Equipment $ 40,000.00 MnDot Parcel 75 Assessments $136,250.00 $ 176,250.00 UNRECORDED REVENUES $ 50,000.00 (These are revenues that were recently received but not posted in the Object Report as of October 31, 2000) CITY OF SHAKOPEE Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJ: 11/2/2000 Budget Work Session DATE: October 30, 2000 Introduction & Background In this agenda packet there are a number of documents to be reviewed. Staff would like to be sure that documents reflect Council's direction on the budget. Also, staff would like the Council to review and indicate amendments or changes to: • Equipment list • C.I.P • General Fund Summary More details forth coming for the hearing on December 4 The information in the CIP for municipal buildings was not updated. Updated information will be on the table. New subjects are the utility funds budget and rates determination. Sewer rates are recommended to stay the same of the base rate, decrease from $1.74/1,000g. to $1.70/1,000g. Rahr's partial withdrawal from the city system has a significant effect on the costs and the revenues. Wet versus dry years also have an effect on the amount flow processed by MCES due to infiltration and inflow into the system. It is planned to make a large payment on the Chaska Interceptor debt about December 1, 2000 using TIF funds. Storm rates are recommended to increase 4% versus the 5% increase last year. Trunk fees would be increased to reflect the inflation in construction costs. Actual rate changes will be done by the resolution adopting the 2001 Fee Schedule which will come before Council soon. . CITY OF SHAKOPEE, MINNESOTA 2001 BUDGET INTERNAL SERVICE EQUIPMENT FUND BUDGET SUMMARY 5 -19 1998 1999 2000 2001 Actual Actual Budget Proposed Revenue Miscellaneous Rentals $ 407,760 $ 489,312 $ 523,100 $ 541,760 Sale of Assets 9,362 13,712 8,000 8,000 Interest 126,350 109,164 51,870 81,390 Total Revenue 543,472 612,188 582,970 631,150 Expenditures Capital Equipment 873,712 359,630 517,000 685,000 Total Expenditures 873,712 359,630 517,000 685,000 Excess (deficiency) of Revenues over Expenditures $ (330,240) $ 252,558 $ 65,970 $ (53,850) Cash Balance December 31 $ 1,225,386 $ 1,423,881 $ 1,489,851 $ 1,436,001 5 -19 CITY OF SHAKOPEE Budget 2001 EQUIPMENT LIST Interest is calculated @5.5% of previous years ending balance. Estimated Rental Rates for years beyond 2001 are based on a weighted average of actual rental rate increases from prior years. (10.92 %) Estimated Accumulated Depreciation is based on a weighted average of actual increases in Accumulated Depreciation from prior years. (16.12 %) The rental rates for 2001 are based on already calculated rental rates for the year. 5 -20 2001 2002 2003 2004 2005 EQUIPMENT FUND Projected Cash Balance 1/1/01 $ 1,479,873 $ $ $ $ Rentals 541,760 600,920 666,540 739,330 820,070 Sale of Assets 8,000 12,000 12,000 12,000 12,000 Interest 81,390 78,430 66,820 54,170 73,290 Total Revenue 631,150 691,350 745,360 805,500 905,360 Expenditures per List 685,000 902,380 975,420 457,880 298,880 Excess (Deficiency) (53,850) (211,030) (230,060) 347,620 606,480 Cash Balance Available 12/31 $ 1,426,023 $ 1,214,993 $ 984,933 $ 1,332,553 $ 1,939,033 Cash Loan to Blocks 3 & 4 830,000 790,000 750,000 710,000 665,000 Fund Balance 12/31 $ 2,256,023 $ 2,004,993 $ 1,734,933 $ 2,042,553 $ 2,604,033 Block 3 & 4 Note Payments $ 35,000 $ 40,000 $ 40,000 $ 40,000 $ 45,000 Accumulated depreciation 12/31 2,011,029 2,335,207 2,711,642 3,148,759 3,656,339 Interest is calculated @5.5% of previous years ending balance. Estimated Rental Rates for years beyond 2001 are based on a weighted average of actual rental rate increases from prior years. (10.92 %) Estimated Accumulated Depreciation is based on a weighted average of actual increases in Accumulated Depreciation from prior years. (16.12 %) The rental rates for 2001 are based on already calculated rental rates for the year. 5 -20 Police Marked Patrol Cars Marked 4 Wheel Drive Automobiles (unmarked) Fire Truck - Pumper Zodiac Boat Medium Rescue Truck - Telesquirt Utility /Personnel Vehicle One Ton 4x4 With Grass Pak Engineering Pickup Truck 4X4 Street Single Axle Dump Truck/Equip Loader Pick -up Truck Tanker Snow Blower /Loader Park Single Axle Dump Truck Pick -up Truck 4x4 Pick -up Truck 4x2 Large Mower Small Tractor Sewer Fund Eductor Storm Drainage Fund Leaf Collection System Street Sweeper Recreation Fund Mini -Van Ice Resurfacer Building Inspector Truck 2001 2002 2003 2004 2005 $ 96,000 $ 98,880 $ 65,920 $ 98,880 $ 98,880 45,000 19,500 19,500 400,000 210,000 500,000 50,000 38,000 19,000 100,000 105,000 105,000 140,000 30,000 13,000 42,000 19,000 110,000 95,000 70,000 100,000 30,000 30,000 85,000 35,000 45,000 45,000 120,000 22,000 19,000 110,000 35,000 55,000 $ 685,000 $ 902,380 $ 975,420 $ 457,880 $ 298,880 5 -21 Police 2001: 3 Patrol Cars ($96,000). Replace one patrol car purchased in 1997. Increase squad car fleet with two additional squads. Mechanics Comments: The vehicle to be replaced meets the replacement guidelines. It has fair body condition, engine, and drive train with 90,000 miles. 2002: 3 Patrol Cars ($98,880). Replace one patrol car purchased in 1998. Increase squad car fleet with two additional squads. Unmarked Car ($19,500). Unmarked Administrative Vehicle. 2003: 2 Patrol Cars ($65,920). Replace two patrol cars purchased in 1999. Unmarked Car ($19,500). Unmarked Administrative Vehicle. 2004: 3 Patrol Cars ($98,880). Replace three patrol cars purchased in 2000. Marked 4 Wheel Drive Police Vehicle ($45,000). 2005: 3 Patrol Cars ($98,880). Replace three patrol cars purchased in 2001. Fire 2001: Medium Rescue ($210,000). This unit would replace the 1993 Chevrolet Step Van (light equipment #9511). This unit was purchased with donations in 1993 to house the department's dive rescue, high level rescue, confined space rescue and hazardous material equipment. This unit is not large enough and heavy enough to do the job that we are asking it to do. The use of this truck and its equipment is ever increasing. This has become a safety concern as well as space and capacity needs. 2002: Truck - Pumper ($400,000). This unit will replace the current 1974 Mack Fire Truck. This pumper also acts as our large capacity foam system for hazardous materials /flammable liquid fires. This unit will be 28 years old and its dependability is questionable. Mechanics Comments: Transmission, brakes and clutch needs work. It is difficult to get parts for the water pumping system due to its age. Truck is out of date and needs to be replaced. 5_22 2003: Truck - Telesquirt ($500,000) . This unit will replace the 1985 pumper #9522. We moved this out from the 1999 budget. This truck would be the first due unit from the new Station 3. One Ton 4x4 with Grass Pak ($50,000). This unit will replace the current 1990 Ford 4x4 pick -up with grass pak. This unit is for fighting grass fires, towing the rescue boat, and hauling hoses and equipment. 2004: Utility /Personnel Vehicle ($42,000). This unit will replace the current 1994 Chevrolet 3/4 ton Suburban which is used for officer response to incidents, personnel transportation (fires, training, meetings, etc.) Zodiac Boat ($13,000). This will replace the 1994 Zodiac boat. This inflatable boat with motor is used for open water and ice rescue with the motor removed. 2005: No Anticipated Purchases 2006: No Anticipated Purchases Engineering 2001: Truck ($19,000). This would replace the 1991 inspectors vehicle (PW# 3302, 1991 Chev S10). It is anticipated that due to the mileage and maintenance costs, this vehicle will need replacing by then. The department will continue to monitor this situation annually and adjust the equipment list accordingly. Replacement of this vehicle is for a 4- wheel drive extended cab pick -up truck. Currently, the City is using 2 -wheel drive small pick -up trucks, and these vehicles have difficulties accessing and traveling on development job sites. Many times staff inspectors have to walk considerable distances to observe the construction work being done. Staff believes that this is not a cost effective use of time, particularly when the engineering inspectors are assigned several project sites. To meet the inspection needs of the department, a third 4- wheel drive vehicle is being requested for the Project Coordinator, who must access all jobs while coordinating the inspection programs for the City. This request is being made due to the amount of construction activity in the MUSA area south of T.H. 169. The Engineering Department does the inspecting and grading of utilities and streets before a gravel street is constructed. 5 -23 It is imperative that good vehicles be provided in order for the City to inspect the number of projects and developments that are occurring. Mechanics Comments: The vehicle to be replaced meets the replacement guidelines. It has fair body condition, good engine and drive train with 33,000 miles. Truck ($19,000) . See comments under 2001 replacement truck. This truck would be a new truck for an additional Project Inspector. 2002: Truck ($19,000). See comments under 2001. This truck would also replace an existing truck that will be 10 years old (PW# 3300, 1992 GMC Sonoma). It is anticipated that due to age, mileage, and maintenance costs, this vehicle will need to be replaced. The department will continue to monitor this situation annually and adjust the equipment list accordingly. Replacement of this vehicle is for a 4 -wheel drive extended cab pick -up truck. 2004: Truck ($19,000). See comments under 2001 replacement truck. This truck would also replace an existing truck that will be 10 years old (PW# 304, 1994 Chev S10). Street 2001: Single Axle Dump Truck /Equipment ($100,000). Ordered. Snow Blower /Loader ($70,000). Replacement for 1987 root snow blower which is beyond the guidelines for replacement. This blower is used to load snow from downtown as well as other areas. Mechanics Comments: The equipment to be replaced meets the replacement guidelines. It has fair body condition, drive line, engine, main frame and a poor auger with 540 very hard hours. 2002: Single Axle Dump Truck /Equipment ($105,000). Replacement for Truck #108 if the condition warrants replacement. Loader/ Equipment ($140,000) Replacement for Loader #119, which will meet the guidelines of 6,000 hours at this time. 5 -24 2003: Single Axle Dump Truck /Equipment ($105,000). This will be an addition to the fleet to maintain service levels for growth of the City. Pick -up Truck ($30,000). To replace retired Truck #110 which will be 15 years old at this time. This truck will become a permanent addition to the fleet. 2004: Single Axle Dump Truck ($110,000). This will be an addition to the fleet if the City's growth warrants it. Tanker ($95,000). Replace existing tanker which will be 18 years old at this time, if warranted. 2005: Single Axle Dump Truck /Equipment ($110,000). Replace existing Truck #103 which will meet the replacement guidelines. Park Maintenance 2001: Single Axle Dump Truck /Equipment Hydraulics for Universal Boxes ($100,000) . This will be an addition to the fleet. This truck will be utilized by the Street, Park and Storm Sewer Departments. The truck will replace retired 1989 Truck #109 which is still used by the Street Department for plowing and sanding. Retired 1983 1 -ton stake truck which is still used by the Park Department for hauling equipment and will be set up to utilize the leaf collection system to reduce the hours on the street sweeper for fall leaf clean -up. This truck will also be used by the mechanics to haul vehicles and equipment from the field that need repair. Pick -up Truck 4x4 ($30,000). This will be an addition to the fleet. Due to an increase in personnel and the need for trailer equipment due to increased growth. The Park Department is requesting an additional pick -up truck. 2002: Pick -up Truck ($30,000). This will replace retired 1988 Pick -up Truck #112 and will become a permanent addition to the fleet. 2003: Large Mower ($85,000). Due to increased.park acreage, this may be warranted at this time. 5-25 2004: Small Tractor ($35,000). Replace existing 1994 tractor which will meet the replacement guidelines. 2005: Small Tractor ($35,000). Replace existing 1995 tractor which will meet the replacement guidelines. Sewer Fund 2002: Eductor ($45,000). Replaces existing 1984 I.M.E. eductor which is beyond the replacement guidelines. Storm Drainage Fund 2002: Leaf Collection System ($45,000). This unit will be used to vacuum leaves and debris from curb and catch basins to reduce the wear and tear and hours on the street sweeper. 2003: Street Sweeper ($120,000). This will replace the existing street sweeper which meets the guidelines for replacement. Due to the increase in road miles, this sweeper is accumulating an excessive amount of hours. with the ability to now rent an additional sweeper for spring clean -up and the purchase of a leaf collection system, we believe we can reduce the hours and maintain the 8 year replacement guideline. Park and Recreation 2001: Mini -Van ($22,000). Park and Recreation Staff are required to use their personal vehicle for conducting day -to -day business of the department. This includes transporting recreation program supplies to program sites throughout the city; transporting Community Center, Ice Arena, and pool equipment and supplies; making frequent trips to City Hall; and occasionally attending professional meetings throughout the metropolitan area. In most cases, staff vehicles are not practical for hauling larger equipment and supplies, and cause wear and tear that is not covered in the gas allowance. 2005: Ice Resurfacer ($55,000). Typical life of an ice resurfacer is ten years. The current unit was put in operation in 1995. Several factors can affect the life expectancy of - a resurfacer, including year -round verses winter only use, condition of the water being used to resurface, and the maintenance program. In this case, the resurfacer has been used year- round, the hardness of the water being used has 5 -26 promoted premature corrosion, and a documented maintenance program for the unit was not started until 2000. Building 2001: Inspectors Truck (19,000). This would be a new insure availability of a vehicle for the new Fir position, and free up the administration car for staff use. vehicle to Fire Inspector other City 5 -27 CITY OF SHAKOPEE Vehicle File VEHICLE NUMBER........ 1 Department............ 31 2 License ............... Pol' 3 Description ........... �,` 4 Type .................. 1 5 Odometer -Start of Year 100 Odometer -Last Posted 86,222 6 In Site Vehicle File? y 7 Key Number............ 971 8 Status ................ 1 ACTIVE Average MPG........... Fuel Used (YTD) ....... Fuel Cost (YTD) ....... Fluids Used (YTD) ..... Fluids Cost (YTD) ..... Total Cost (YTD) ...... 9.7 8,866.900 $7,925.75 0.000 $0.00 $7,925.75 6/22/99 5 -28 VEHICLE EVALUATION FORM Public Works Department - Equipment Maintenance Section Unit# 971 Serial #2FALF71VVXVX1518A7 Dept. Police Year 1997 Make Fond K4oda| Crown Victoria Vehicle Description Squad Ca SpecialEqpt/Attachmonts Primary Use Patrol Car Current Mileage 90j000 Last year Miles 60,0X00 Avg. Annual Miles 22,500 Purchase Price Est Replacement Cont Estimated. Avg. Life YPAR ANALYSIS OF UNIT Annual Operating Costs 343.26 Cumulative Operating Costs 3432.69 Annual CPM or CPH Life to Date CPM or CPH Avg. CPM/CPH for Vehicle Class % Downtime -Annually %Downtime by Class Scale of 1 to 10, 10 -Being like new, 1 -Being very poor Body: 5 Drive Train: 4.5 Prepared L y: Gene Jeurissen evalform Hours: Hours: Hours: (includes special oquipj (includes special equip.) Engine: 4.5 Reviewed b CITY OF SHAKOPEE 622/99 Vehicle File VEHICLE NUMBER........ E 1 Department............ 30 2 License ............. 302 3 Description ......... 4 Type .................. 5 Odometer -Start of Year 6,121 Odometer -Last Posted 6,121 6 In Site Vehicle File? Y 7 Rey Number............ 302 8 Status ................ 1 ACTIVE Fuel Used (YTD) .... ... 0.000 Fuel Cost (YTD) ....... $0.00 Fluids Used (YTD) ..... 0.000 Fluids Cost (YTD) ..... $0.00 Total Cost (YTD) ...... $0.00 Average MPG....... 0.0 Enter: 1 -8 update line F find record D delete Esc exit Option: 5 -30 VEHICLE EVALUATION FORM Public Works Department - Equipment Maintenance Section Unit # 302 Year 1991 Vehicle Description Special Eqpt/Attachments Primary Use Current Mileage Last year Miles Avg. Annual Miles Purchase Price Est. Replacement Cost Estimated, Avg. Life Serial # 1GCCS14AOM0189495 Dept. Engineering Make Chevrolet Model S10 Pick -Up 33,000 25,000 3,300 Inspection Truck Hours: Hours: Hours: (includes special equip.) (includes special equip.) Annual Operating Costs 160.00 Cumulative Operating Costs 1587.65 Annual CPM or CPH Life to Date CPM or CPH Avg. CPM /CPH for Vehicle Class % Downtime - Annuall %Downtime - Cumulative %Downtime by Class Scale of 1 to 10, 10 -Being like new, 1 -Being very poor Body: 5 Drive Train: 6 Prepared b y: Gene Jeurissen evalform Engine: 6 Reviewed by: 5 -31 CITY OF SHAKOPEE Vehicle File VEHICLE NUMBER ........ $'' 1 Department............ 42 2 License ............... 2059 3 Description........... 87 ROOT 4 Type .................. 4 6/22/99 5 Odometer -Start of Year 230 Odometer -Last Posted 527 6 In Site Vehicle File? Y 7 Key Number............ 118 8 Status ................ 1 ACTIVE Average MPG........... Fuel Used (YTD) ....... Fuel Cost (YTD) ....... Fluids Used (YTD) ..... Fluids Cost (YTD) ..... Total Cost (YTD) ...... 0.3 925.400 $767.20 0.000 $0.00 $767.20 5 -32 VEHICLE EVALUATION FORM Public Works Department - Equipment Maintenance Section Unit # 118 Year 1987 Vehicle Description Special Eqpt/Attachments Primary Use Current Mileage Last year Miles Avg. Annual Miles Purchase Price Est. Replacement Cost Estimated, Avg. Life .. Dept. Street Model Blowing Snow Hours: 540.0 Hours: 525.0 Hours: 38.6 (includes special equip.) (includes special equip.) ANALYSIS OF UNIT Annual Operating Costs 226.39 Cumulative Operating Costs 3169.30 Annual CPM or CPH Life to Date CPM or CPH Avg. CPM /CPH for Vehicle Class % Downtime - Annuall %Downtime - Cumulative %Downtime by Class ,�icaie of 1 to 1 u , 1 U - tieing We new 1 - tieing very poor C - - Main Frame: 4 Auger /Blower: 3 Drive Line: 5 Engine: 5 Prepared t y: Gene Jeurissen evalform Serial # Make Root Root Snow Blower This machine has done a lot of work for the City. The 540 Hrs. are very hard working hours. 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C 0 v-- ca > O N fn C O` N >. O V U a- C C C O O O C) w O i EL N_ O O O O w ca t6 w W C N O 3 M 0— N t6 l4 6 C O O C fn N - M co a) C lU �$ �$ Oi N co (n (n CO v U) N r N N 0 7 - O U > -� O O O a)_= O U a) �` C O 0 0 0 CL r �- O L O -J Tf 0 0 0 0 0 c N v) U V 1 5 W U) N co C` C N— W N a) C -.M (6 i. X O (D w Z U U �" W 2 W O W _ O U R O Co c6 m C C C cD O (1) .� U) lJJ ® W N> 2 l6 ca N O rO+ d d� a) a) �D O F_' W c6 m O C IL LL LL J U Z Z Z Z Z d W lL. W m Q' (D W M Z Z W W > 0. W X w W '1. . To: Mayor and City Council Mark McNeill, City Administrator From: Mark McQuillan, Natural Resource Director Subject: Adjustments to Parks Five Year Capital Improvement Program Date: October 30, 2000 INTRODUCTION Prior to its adoption, the City Council is asked to make adjustments to the 2001 Parks Five Year Capital Improvement Program. BACKGROUND The 2000 Parks CIP identifies 10 acres of Mr. Gene Hauer's land to be acquired for youth soccer fields (adjacent to Sun Path School). The City and Mr. Hauer agreed to go through the condemnation process to determine the value of Mr. Huaer's 10 acres. However, the condemnation proceedings with Mr. Hauer won't commence until January of 2001 The Pheasant Run Development is dedicating six (6) acres to the City south of Mr. Hauer's property to be part of the soccer complex. The developer informally stated he would sell the City the four (4) remaining acres at the same price as Mr. Hauer's property. RECOMMENDATION Staff is recommending adjusting the CIP to reflect the purchase of Mr. Hauer's and Mr. Ames' (Pheasant Run) properties to be shown in year 2001 (approximately $850,000.00). Staff is also recommending the Tahpah Park Parking Lot Project be moved up from year 2002 to year 2001. The City recently received a $50,000 grant for the acquisition of 10 acres adjacent to the park (west). A provision of the grant requires the City do some development on the property by year 2001. The parking lot project will affect the newly acquired land. Projects Year 2001 Cost Funding Source Land Acquisition (Soccer Fields) $850,000 Park Reserve Lions Park Parking Lot Project $250,000 General Fund Tahpah Park Parking Lot Project $200,000 Park Reserve Muenchow Fields Irrigation $ 25,000 Park Reserve Skate Park $ 80,000 Park Reserve Southbridge Parks & Trails $100,000 Park Reserve Huber Park Outdoor Theater $ 11,000 Donations Murphy's Landing $190.000 Donations /Grant $1,706,000 Budget Impact on Park Reserve Fund. $1,255,000 ACTION REQUESTED Make adjustment to 2001 Parks CIP. ; 14r 9 `° Mark J. "— uillan Natural Resource Director 0 W H LLJ �LD> 7 N r y ti ,f xQu S n o-, < c, F L i a m -0 Pa.�c K or Q r.8, OLD ren cL I ?�N. Po 710" 49. A 0 a QL IL RAFT Copy 11 11 I City of Shakopee, Minnesota Capital improvements are defined as those projects which require the expenditure of public funds for the acquisition, construction or replacement of the infrastructure necessary for a community. Typical capital improvement projects include streets and highways; water and sewer facilities; parks, trails and open space, and various types of public buildings. A capital improvement program is a listing of proposed public projects according to a schedule of priorities over a five year period. Developing a capital improvement program provides many significant benefits such as: o An effective way to plan, budget, and coordinate the operation and capital efforts of city departments. o A coherent development program that will increase opportunities to obtain funding from outside sources such as the state and federal government. o Public support for capital commitments that should help attract private investment. o Improved chances to receive favorable bond ratings by giving evidence of effective management. A capital improvement plan is a list of the projects scheduled for the upcoming fiscal year and subsequent four years. Projects which are scheduled in the first year of the 5 -year capital improvement plan are included in the annual budget in the appropriate funds such as the Capital Improvement Fund, various capital projects funds and the enterprise funds. , The Shakopee City Council annually adopts a 5-year Capital Improvement Plan (CIP). The CIP is prepared by City staff. It is then reviewed by the Planning Commission for conformance with the goals in the Comprehensive Plan. Then it is submitted to the City Council for approval. The 5 -year program is utilized by staff for long range planning and budgeting purposes and programming projects. The projects have been organized into one of the following five project categories: A. Streets and Highway Projects B. Sanitary Sewer Projects C. Stormwater Drainage Projects D. Parks Projects E. Municipal Building Projects 7 -1 The City of Shakopee will be faced with financing various capital improvement projects, both large and small, during the foreseeable future. To assist in planning the projects, consideration must be given to the financial resources available. It is obvious that just as the projects are various types, such as public buildings, utility projects and park improvement projects, there are a number of ways to finance the projects. All sources are not necessarily desirable or available in each case; but the most common sources of funding and those identified in the preparation of this capital improvements program are as follows: 1. General Fund The General Fund is used to account for revenues and expenditures necessary to carry out the basic functions of City government. These basic functions include police and fire protection, planning, administration, etc. Appropriations are made from this fund annually. 2. Special Revenue Fund Special Revenue Funds are used to account for the proceeds of specific revenue sources designated to finance particular activities as required by law or administrative regulation. Established in 1984, the Transit Fund accounts for the operations of the van pool and dial -a -ride services provided by the City after opting out of the Metropolitan Transit Commission's service. Economic Development Authority Fund is the general operating fund and accounts for the activities of that body. 3. Debt Service Fund These funds are maintained to account for the accumulation and disbursement of money needed for interest and debt redemption requirements of the general obligation bond issues. Primary revenues sources are property tax, special assessments and tax increments. Provisions are made within the City's general property tax levy to provide sufficient money to meet these requirements. Debt Service Funds are not available for any other use until the related bonds are paid off or fully funded. 4. Capital Project Funds Capital Project Funds are established to account for the construction of major capital facilities. Projects resources are a combination of several revenue sources such as bond proceeds, interfund transfers, intergovernmental revenue, grants, etc. These funds 7-2 provide the means for administrators to ensure that designated revenues are appropriately utilized. Additional funds can come from other governmental agencies such as the Metropolitan Council, Scott County, the State of Minnesota, and the federal government in the form of grants or loans. Donations from local civic groups have provided a significant amount of park improvements in the City. Several organizations have annual programs in which they wish to help improve the community's facilities. Park land dedication is another significant source in this funding category. 5. Enterprise Funds The Enterprise Funds are maintained to account for the operation of the electric, water, sanitary sewer, storm drainage and refuse collection systems and recreational activities (except for park maintenance). Since the operation of these systems is primarily financed by user charges and are self - supporting, they are accounted for in a manner similar to private business. 6. Internal Service Fund (Building Fund) The City has two Internal Service Funds; Equipment and Building. Planning for the Equipment fund is included separately in the budget. The building fund is part of the CIP. The Internal Service Funds are used to retain funds for the eventual purchase of large pieces of Equipment or Buildings. The user departments are charged rent for the purchase of the items, and these funds will be used to replace the items in the future. Following is a projection of financial resources available from on-going funds including the Park Reserve, Capital Improvement, Annual Improvement (primarily special assessment projects), Building Fund, Sanitary Sewer, Storm Drainage Funds and future state aid and tax increment. Next is a projection of the debt service tax levy needed to support the projects listed in the CIP with prior years history. Following that is a listing of the projects by project type with more detailed information on costs. Finally, the same project data is shown sorted by funding source. 7 -3 E L O L a. 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(n M. § § / k k� §� ��2 % %® 2 a J k� U. k' ® k k k/ a c c o c e e e e e_ a® « o ■ E o°© .WtE c @ § e@ �� ©��§J�����o�– w ® 2 2 �u 3 °U. —so 7a ƒ f� �k . �k 001 --CL 20�kk/ �I x�J£w E � � I 7 -109 R 7 -110 r C; O O O cm tl IL :7 E 7 -111 F r 0 0 CM cs 7 -112 m 0 0 CM r 0 0 N a 7 -113 R 7 -114 m 0 0 r r 0 0 r a 7 -115 fa N N I 7 -116 r m o w oN M e r N ® V co a _ Go ® C C a N C C g Q U 3 ® p a f" O CD ® ® O T U V c W O O O_ O_ G co g O O C ® O 22 m T p r T T O T a = q y ® N T P T U ca C F E N Qo M Q M q U a- •� 9 O w® :3 ®s l U® CA 40 N U m to M D 0 �+ YI ® W J) ww® 1� U a � e N t ®� N C O V V mx q Li C � N 1 O ? Y■ m 0 Y Co U- C 7 3 W C ®o ® LL 7 7 LL L ILLL LLa i o LL . .- O m Lj F" O C 7 O ® ® LL m =W a ®C g � � ®® _Ws� ® ® AA AEE -j® Q T ®r ® QT b®^ 0 usenf- Y � m QT ® C WJc� d ui U c!)Cj a t7 Owl �ag4p vi vs V 1 Q 7 -116 m CD 0 r r 0 0 n F] 7 -117 7 -118 1 co Cl CM B r H 7 -119 co 0 r 0 0 n m 0 a . T 7 -120 B 0 N p O h .i� O d Q. V 7 -121 _ ,0 - O • •, 1 as Ps Q �� .o ��� an IAm o � �.00..�.o °•'Tsa �' a� ��oo �- ac • E , - ° 1� . •. Ewa. n �� Fio 41•4 - `r . ( n %� ►�C� e rar gal 0 N p O h .i� O d Q. V 7 -121 m 0 0 cV r 0 0 sa v . o L T 7 -122 m 0 0 r m r 0 0 r 0 7 -123 m CD 0 n 0 r cm IL A, IE 7 -124 to CD N r 0 0 N Q � g r -too o V 7-125 � N � tp N b r ti r E c L m c n- ® U Z O m Z � m m ® d a � U C m T U 0 t m C O V r C m p -23U r -too o V 7-125 L� , C CITY OF SHAKOPEE 2000 GENERAL FUND BUDGET SUMMARY Revenue Taxes Special Assessments Licenses and Permits Intergovernmental Charges for Service Fines and Forfeits Miscellaneous Total Revenue Expenditures General Government Public Safety Public Works Recreation Miscellaneous Total Expenditures Excess (deficiency) Revenues over Expenditures Other Sources Other Uses Excess (deficiency) Revenues & Other Sources Over Expenditures & Other Uses Residual Equity Transfer Fund Balance December 31 1998 1999 2000 2001 Actual Actual Estimate Estimate $3,102,353 $3,318,114 $3,353,740 $3,803,945 1,182,851 1,875,506 1,176,250 2,571,880 1,368,529 859,684 1,011,100 1,106,280 1,294,739 1,913,702 1,315,450 1,756,450 99,140 148,835 95,000 130,000 413,991 335,088 365,600 315,000 7,461,603 8,450,929 7,317,140 9,683,555 1,605,783 2,039,286 2,106,130 2,420,570 2,396,551 2,884,155 3,307,650 3,681,050 1,549,421 1,436,401 1,602,740 1,735,400 390,557 458,417 535,430 667,100 413,064 109,182 209,900 751,878 6,355,376 6,927,441 7,761,850 9,255,998 1,106,227 1,523,488 (444,710) 427,557 876,328 1,065,541 240,000 240,000 (1,791,309) (2,096,800) (347,110) (432,700) $191,246 $492,229 ($551,820) $234,857 $4,019,747 $4,700,338 $4,148,518 $4,383,375 v CITY OF SHAKOPEE 2001 GENERAL FUND BUDGET SUMMARY Excess (deficiency) Revenues over Expenditures 1,106,227 1,523,488 (444,710) 427,557 Other Sources 876,328 1,065,541 825,000 240,000 Other Uses (1,791,309) (2,096,800) (347,110) (432,700) Excess (deficiency) Revenues & Other Sources Over Expenditures & Other Uses $191,246 $492,229 $33,180 $234,857 Residual Equity Transfer Fund Balance December 31 $4,019,747 $4,700,338 $4,733,518 $4,968,375 1998 1999 2000 2001 Actual Actual Estimate Estimate Revenue Taxes $3,102,353 $3,318,114 $3,353,740 $3,803,945 Special Assessments Licenses and Permits 1,182,851 1,875,506 1,176,250 2,571,880 Intergovemmental 1,368,529 859,684 1,011,100 1,106,280 Charges for Service 1,294,739 1,913,702 1,315,450 1,756,450 Fines and Forfeits 99,140 148,835 95,000 130,000 Miscellaneous 413,991 335,088 365,600 315,000 Total Revenue 7,461,603 8,450,929 7,317,140 9,683,555 Expenditures General Government 1,605,783 2,039,286 2,106,130 2,420,570 Public Safety 2,396,551 2,884,155 3,307,650 3,681,050 Public Works 1,549,421 1,436,401 1,602,740 1,735,400 Recreation 390,557 458,417 535,430 667,100 Miscellaneous 413,064 109,182 209,900 751,878 Total Expenditures 6,355,376 6,927,441 7,761,850 9,255,998 Excess (deficiency) Revenues over Expenditures 1,106,227 1,523,488 (444,710) 427,557 Other Sources 876,328 1,065,541 825,000 240,000 Other Uses (1,791,309) (2,096,800) (347,110) (432,700) Excess (deficiency) Revenues & Other Sources Over Expenditures & Other Uses $191,246 $492,229 $33,180 $234,857 Residual Equity Transfer Fund Balance December 31 $4,019,747 $4,700,338 $4,733,518 $4,968,375 U 0. Receipts Service Charges Trunk Charges SAC Charges Interest Income Other Income A/R Change CITY OF SHAKOPEE, MINNESOTA SANITARY SEWER FUND Cash Budget For the Year Ending December 31, 2000 1998 1999 2000 2001 Actual Actual Est. Est. $ 2,291,926 246,791 515,932 229,908 5,073 (17,426) 3,272,204 $ 2,279,695 $ 1,642,000 $ 1,642,000 145,000 149,350 149,350 200,000 300,000 300,000 290,994 324,830 324,830 Expenditures 4101 FT Salaries 4102 FT Overtime 4110 PT Salaries 4121 PERA 4122 FICA 4151 Workcomp 4210 Supplies 4215 Materials 4222 Motor Fuels & Lub. 4240 Equip. Maint. 4245 Utility Sys. Maint. 4310 Professional Serv. 4330 Travel /Subsistence 4350 Printing & Repro 4360 Insurance 4385 MCES 4390 Conferences 4410 Rents 4550 Capital Equip 17,910 626 8 960 1,354 812 21,670 100 599 323 3,694 1,000 31,903 83 6,910 1,461,038 787 22,800 4610 Debt Service Principal & Inter 133,936 4800 Expense Charged Back 12,000 A/P changes (242,754) 1,432,419 1630 Imprvmnts /1552 Intangible Assets Chaska Interceptor 146,205 Area SS -H & D Trunk Sewer Street Reconstruction 80,683 Gorman Street Recon River District Sewer Rehabilitation Southbridge Parkway 149,500 Area SS -K Trunk Sewer Area SS -F Trunk Sewer Total Projects 376,388 Total Disbursements 1,830,477 (94,783) 2,820,906 2,416,180 30,000 1,000 500 1,610 2,410 1,090 36,610 2,500 1,500 1,000 3,000 10,000 45,000 25,000 800 500 1,340 2,010 1,120 30,770 1,000 1,500 1,000 4,000 15,000 45,000 150 7,500 1,487, 852 1,000 25,000 61,493 12,000 163,600 1,821,595 275,000 305,000 100,000 680,000 2,538,205 150 8,000 1,465,556 1,000 25,000 112,500 12,000 2,416,180 25,000 800 500 1,340 2,010 1,150 30,800 1,000 16,500 1,000 4,000 45,000 150 8,000 1,046,500 1,000 25,000 10,000 61,500 12,000 1,691,706 1,231,650 100,000 54,000 87,000 75,000 250,000 491,000 2,213,476 200,000 250,000 525,000 1.787,450 Net Cash Flow $1,441,727 $282,701 $202,704 $628,730 Cash Balance $5,859,119 $6,980,083 $7,182,787 $7,811,517 Cl) 00 O O a) M r In LO LO �p co (D O_ O LO r )- 1- 0 0 0 0 M r co 0) M M V' P- ;; O r w V CO N M O O N C M 1: C O (D (D M Q) r C r f" N r (D N O O 'V co 't I` 00 00 M M M V O LO M 00 M co In M LO O N N O O 41 M LO 1- n M N CO O O) O N LO M `-' N CO r y r N (n IO m 0 r M N r .... to N v 00 M N M (D N (D M O CD N CO N (D O O M V M r M 00 O O In '�Y M �t m M LO (() 0) 0 00 O N (D M r O M O O N CD t-- 00 M M co M M 00 (D O LO V Cl) O O M O O r N N M n �' t� 2! O O " (D (O co b 00 O O 1l r CD O M M L- )O N 00 N Ln t m co CD V r O N O M M `-' M M N (D tO �t �• r fD M fl- Cl) CD O r V cc U r) r- to W LO M Cl) N 7 M _ O M r tD ... � N d! (R d! 4} H} m 0 0 0 CD M O IO O 0 d' V O O O r LO O t ti 00 O O Lo M 0) 0 0 CO M O M V O r0 Id•ct OtOM (O co co r a) LO O NMr MONV r M N (O O r M n � O O CD O N 00 n M O 1- n O V LO CO LO M (D M LO O O N M LO 0) In 00 N N Cl) O co to 0) Cl) 1l- CD M O CM V' M `-' W) (A N r N r v IO Lo r v r M W co N _ O M r (N M w (D O N I- N O O W ar 'C O O N O) O O M co O O O CO nL N V O N O O O M M "O O N r N M h O O m co O O CO z.. CD000 V N r- O O N R 0 CM N M CL O N N r Q N = N N d 0 4�1 d E V- J 0 N M O O (D O 0 ti 0) O LO LO O y Q 0 N O�� 0 � ( O 0 ca L ) E 00 N N! V' M L) — 0 'N N N r .Q e W .� L w w LC 1&9� 1 49� 1 49.II� 't r O N ti CD M r 0 V• O_ O 000 M Cl) O 1- O O V O CD W N r- O (C co N CO co st V N(C O O N N r- 60. N co CD Cl) M N M M n t` O co M (D O CO 0 V CD M C M V N V' R M CO N co v ` CD v (D m N r O CD N O) V W M V D) O co 1` O_ O O O O d' O O O O O "T r t` N 7 LO O (O M ti O M O O Cl) O M M (D N (D M O CD N CO N (D O O M V M r O w L) m O O co N O CO O CO O M M co N st V CO O V' V (D 00 M t` w r tO M y r V M Ln V M v (D r CO O N v v U) (O co N of I dt 1 <0 II(» 7 M 0 0 0 0 0 O N O r O to d• M n • r O) O O O r r LO M N O IO 1- co (D CO M O O O (C r CO W N O'I LO O r 7 In V CO LO O CO N M V V <t O N N CD co M a' IT N N m LO O V 0) Cl) r M N v O V M r CO lO N LO LO 1` r 'Q = 4 (R VR 60. bT •= 0 0 0+ `L•- O 'f C V t ' (D CD LO O IO r O CD N O) V W M V D) O V 0 O V 0) (D co 1` > O Q) M M Lf') M M M Cl) LO 0) r O_ r co 1- M N M O 0) LO CD M r m r M O r CO r O r 00 CO a O l4 ¢ t. 0 1\ O CD CD 'V' O co ; N M O N V W h r LO O 0) O C 0) (D 0) M M (D w CC) W M O 00 0 r V ti co co (D O U N q! , I CD LO LO Q CO rn to r- vNr .~.. M VN v rst� M n T M O O vs tg 41) t vs 09. N M V co n N O M N M M M O M N do W O M r CQ Cl) 0) N n LO O M Cl) N r M r M 0 0) N O r at O > 0 0)r "IL 0qO n� MM MM rMG(D v! Or N r O �Q O m O 01--0 CO Cl) co M Cl) '' CO O LO r V N O M 7 0) W) M L (D co O ti N co N O M r M r t O V 0) LO CD !O v V LO M "It N M M LO V (N to O w 0) y al a) Qrrr v N IT LO � r = U O R N 'a (g (H f9 dT H9. fQ N N ° n m st 0)00)0 M M M0)00 MN rM N O PD N� p• r 0) (D 'cY M f` M M G M LO M r Q) M M 00 n O r CD cc) R W e O Cl) r- LO M M M CD CA co CA O CO n LO M M M N 2� 0 'O C D) 1` O) O Cv d' N W LO LO tl0 U) 1-- LO M '[t h " N M N N M O N 0) O 0) CL r M r N N N 'T LO in co N (D C L c U O Q r r r .r.. 7 v V LO r a) im a U (0 O N f6 V >` V N 6H (H (H 401 CH R 000 a) a) L N — >. U I'- N 3 n O N C U CL N� N C ? O � U la 2 C 2' 2' Cn c C m 0 W W O W 0 0 r r LL M LO W M C (n T 22 a) W M �_ j., N W c` (6 N T` (u a) y O o 2 la N f0 CA (1 U r N 7 0 U r L N 7 LL E U N N y C - O V' = fn N U CQ C al C C v C O C N O a) N L U) (- U 2 U CC C U R L N C c N U R R C6 —� 7� C C a) 3 (D (u n w- a! ` n - - ` 'LC v o m a n es- ° n La (n a N O U° i C (A N C4 R LL �? a o a) > u U a) N R F- m D> U = C x (n (D W w d D > > Q N x 'O U m °' w 0) C Q Q Q O a� m to _ O U W C . N n O N m L y C U O C Co ca U y U C Q Y M C m C L to m C U C C O C L a) U m 7 3 a C C O (�Q C w L a) O U O 7 O W a) U (p m > w U LL n x— N R n> n x— O N ai CL x n a� C m` 3(1 i m U ° n 0 X w (a �U0 U W m R a) x w m z w W m m >> 0 m a) 0 o x w W U Rwz0 ui m m U CLL�f-O Q O (n w U O m F- Q • MCES FLOW Jan Feb Mar Apr Mgy Jun Jul Aug Sep Oct Nov Dec TOTAL 1996 78.3 73.1 77.5 69.8 78.6 87.5 87.7 92.3 80.3 76.1 79.0 80.0 960.2 1997 82.8 74.8 84.9 118.3 90.4 85.8 101.9 106.0 98.8 96.8 94.4 90.0 1,124.9 1998 91.3 83.4 95.7 113.1 98.4 101.7 108.2 115.9 98.6 99.7 92.5 91.9 1,190.4 1999 92.2 87.9 96.5 98.1 114.2 88.3 81.9 80.1 67.0 65.6 63.5 67.1 1,002.4 2000 67.6 63.7 64.7 65.1 72.0 77.5 81.3 84.8 74.4 70.0 70.0 70.0 861.1 MCES SEWER FLOW 140.0 - 120.0 - c 1c.0 ' x.2000 X1998 ■1999 80.0 T1 ' 1 _ I - -- i - - - Log. (1999) I Log. (1998) 40.0 - - - -- 20.0 - - - --- Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 1 I City collections 700,000 - 1 600,000 - - f 500,000 - - I I 1- 400,000 - - - - - •I • Flood 1997 f '1998 ■1999 300,000 - x-2000 I 200,000 - 100,000 - 1 2 3 4 CITY COLLECTIONS Jan Feb Mar Apr M Jun Jul Auq Sep Oct Nov Dec TOTAL 1993 122,042 67,282 64,360 123,436 75,765 67,989 132,619 82,702 75,805 152,089 80,473 71,044 1,115,606 1994 128,482 85,507 75,331 146,925 86,795 77,997 158,533 89,599 79,874 185,652 97,119 91,265 1,303,079 1995 166,866 110,077 101,629 205,599 128,747 122,476 227,679 77,164 122,981 259,958 129,578 116,989 1,769,743 1996 249,036 127,817 116,692 212,350 129,876 120,575 214,265 148,000 115,674 260,191 144,809 116,278 1,955,563 Flood 1997 207,519 151,385 125,403 213,927 144,362 136,532 204,360 159,399 130,868 268,670 160,854 152,285 2,055,564 1998 196,853 171,171 163,848 251,821 149,270 145,310 247,057 176,967 149,385 283,842 183,467 149,427 2,268,418 1999 254,717 145,895 101,656 181,775 116,686 104,502 232,015 121,618 84,196 288,800 122,296 110,741 1,864,897 2000 198,618 121,826 (392) 229,337 77,872 108,796 376,464 100,818 106,099 1,319,438 RAHR OFF LINE IN 1999 CITY OF SHAKOPEE, MINNESOTA STORM DRAINAGE FUND Cash Budget For the Year Ending December 31, 2001 1998 1999 2000 2001 Actual Actual Est. Est. Revenues User Fee $ 600,686 $ 722,252 $ 893,000 $ 893,000 Trunk Charges 489,366 863,069 450,000 450,000 Interest Income 118,551 105,878 125,000 125,000 Contributions (990) 1,208,603 1,690,209 1,468,000 1,468,000 Expenses 4100 FT Salaries 43,549 58,777 60,000 60,000 4102 FT Overtime 213 2,541 1,100 1,100 4110 PT Salaries 178 1,141 1,100 1,100 4111 PT Overtime 4121 PERA 2,267 3,176 3,160 3,160 4122 FICA 3,169 3,995 4,670 4,670 4151 Workcomp 1,308 1,046 970 1,020 Personnel 50,684 70,676 71,000 71,050 4210 Supplies 3,485 1,886 4,000 4,000 4222 Motor Fuels & Lub. 1,231 1,164 1,700 1,790 4240 Equip. Maint. 12,482 10,503 15,000 15,000 4245 Utility Sys. Maint. 21,959 97 25,000 25,000 4310 Professional Serv. 30,417 35,162 50,000 50,000 4321 Telephone 2 5 4350 Printing & Repro 83 123 200 200 4360 Insurance 6, 087 4,683 6,500 6,500 4410 Rents 25,178 33,753 30,000 35,000 4437 Property Tax/Special Assess 2,110 1,402 2,300 2,300 4550 Capital Equip 4,883 3,500 4610 Debt Service Principal & Interes 146,755 146,438 144,000 144,000 4800 Expenses Charged Back 12,000 12,000 12,000 12,000 Supplies /Services 266,672 250,716 290,700 295,790 Accounts Payable Change 191 1630 Improvements Bypass Payment 400,000 400,000 Southbridge Parkway 230,000 17TH Ave East of CR17 277,755 75,000 Annual Reconstruction 34,776 75,000 Dean's Lake Outlet 195,000 170,000 Blue Lake Drainage Imprvmnt 170,000 270,000 East Dean's Lake Collector 17th Ave. Extension Thunderhawk Outlet 150,000 150,000 Annual Storm Water 100,000 100,000 2000 Reconsrtuction 75,000 Gorman Street 121,500 Fuller 37,500 37,500 Vierling 15 - W Orchard Park 168,000 168,000 17th Ave. Extension 75,000 Fourth Ave 17 to Sarazin 50,000 Northern Shakopee Outlet 500,000 Total Projects 542,722 1,992,000 1,495,500 Total Disbursements 860,078 321,392 2,353,700 1,862,340 Net Cash Flow $ 348,525 $ 1,368,817 $ (885,700) $ (394,340) Cash Balance $ 2,159,577 $ 3,528,394 E L O L w d r y N d > E U- 4) a J > ,= OL C e, o L U) o + C cn to a to O V N r N et O 0 0 et 0 0 0 0 0 LO 0 0 0 O O O T O O O T Cl m CO ti M N N C1 t0 do LO T N 69 eF O O ' et O O O O O O O O et T O O T O O O O T N m (O (0 C) T T 69 et O O et O O O O M O O O O O T O O T O M O O C> N M (O CD CD T V- 4 It O O et O O O O O O_ O_ O CD T O O T O C" O O CY N tr (0 tD M 40% et O O O et 0 0 0 0 0 O O O O O O M M T O CD O 1` t- O N co (0 (0 `'' tr 69 et o 0 o et 0 0 0 0 0 L() o u LO o CD Cn o LO Ls et O m O CM M CO N O (O O N 00 T O N 00 O 00 O > QNN L()t►T � to (Oe}'T1- +� C)) M 1` et M CD O O) T 69 LO 0 a) et M O CD O O 'It O O LO et 0 .4 r-7 M M (O W QU N O 00 O O U T 6F} O O O a ) (C) c O co(0NetM OMOMet w M CD 0 0 0 w U 0 M 00 W O M aT etN NN 69 er0 om ,-. o0 0 o O to M_ 1` co O_ et 0 .4 r-7 O LC7 OO Nf` (O et LON NN vv O U IS N 00 O O (O O O O T u7 O LO O O O O ti O "It CO O O O O O O It O to LO M N O CO t` N eta- NN �nN et Cl) O O Lf CV T 0 0) - CO 00 O M O CD O LO O N ti Cl) ~ N T r O O O O O O O to LO (0 CD N O CO T et r OR, O ' 0 O 1 O M O 00 O N CD 0 N T- o O O to LO O O N 00 Cl) O LO T 00 Cl) 00 N (D N C) 00 v T O O O O O O LO CD et LO C14 N co T LO LO LC) co M M N et 0') O LO CO CD et CD LO 00 N CO O T 00 O Cl) ti et N CO et M N C) 00 00 to et M ti T O — Cl O I.C6::: G CD O O O w 00 O LC) O N CO LO N u' LO t et N N et OvtD T 0 o C) 0 o O O o N� C) LO N N O 0 E M O O� O U IS N M M LC) t- et (o (14 O M M 0 N 'd LO O O M et 00 N �- 1 L C) N 1 T M M I Ln O N ti M O .-. , 0 i-. 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M.1 'A' a TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Employee Health Insurance DATE: November 2, 2000 ') The Council is asked to consider issues related to employee health insurance for 2001. RXTW Ml I Health insurance rates for the past several years have increased dramatically. The notice 19% increase that the City received for next year is high, but that amount was an improvement over the 31 % increase that was experienced for this year. An employee committee made up of representatives of all departments met in September and October to review the City's health care issues. In addition, staff has met with representatives of Blue Cross to review our current situation. The Blue Cross representatives indicate that the City has been doing good things to keep costs under control: 1. By joining the Southwest Insurance Pool, the City's rates were significantly reduced — had it not been for the pool, the 19% increase this year would have been 30% increase. 2. By offering a manage care system (Triple Gold), long term costs will be able to be more readily controlled. However, there are other things that need to be addressed in order to achieve what should be the major goal concerning health care — that coverage is available for all employees, whether they take individual coverage only, or need to cover an entire family. Insurance coverage is essential for recruitment and retainment of qualified employees. Rebate for individual coverage — Approximately 12 years ago, the City began paying what was then $50 per month to each employee who did not take family coverage. The intent at that time was that that extra money would equalize benefits and could be used to purchase additional insurance, other than health. However, over the years, that "rebate" began to be treated as extra income, and over the years, grew to $207 in 1998. However, the unintended result of this practice was that many employees dropped family coverage, and opted for individual coverage only, with their dependents being picked up on a working spouse plan. Oftentimes, families had been using proportionately fewer medical services, with higher premiums being paid. The net result has been an underfnnding of the insurance pool (amount of premiums paid in vs. amount of services required). Blue Cross informs us that the City of Shakopee is one of the very few cities that is continuing to pay this "rebate" which was popular in the 1980's. The result is that the insurance premiums required to offset medical payments incurred have increased faster than they would have otherwise, in part, because of the payment for this "rebate ". Last year, the $207 was reduced to $100 per month maximum per employee. However, there would still need to be $56,000 paid out in 2001, if that practice were to continue for the 44 employees who take single coverage. That amounts to 8% to 9% of the total budget available for the payment of health insurance. Our recommendation at this time is to put all health care resources into the payment of premiums. While the individual policyholders will no longer receive the rebate per month (the net take home is taxable income, thus reducing the effective additional take home pay to $66 to $70 per month). However, it does provide the benefit of helping to preserve affordable coverage for all employees. In addition to family coverage, there are several employees who will be retiring within the next five years, and will need to pay insurance fully on their own. It is critical that as many resources as possible go into the health insurance budget. Employee Dental Insurance — This is offered as an employer sponsored plan now, but the entire cost of the premium is paid by the participating employee. There are currently approximately 28 participants. What is proposed is that individual preventative dental be offered at this time to all employees (family coverage would be available, but the additional cost would be the employee's). The total cost would be approximately $25 per employee per month. In future years, as better dental health is realized as a result of the preventative work, additional services might become more affordable. Continued Subsidy of Triple Gold — Last year, there was a desire to move employees to the Triple Gold Plan, which at that time as more expensive. Triple Gold is a managed care system (similar to an HMO), which allows the insurance company to negotiate with the health care providers more effectively. However, Blue Cross indicates that the current comprehensive plan (CCM) which is in place is also a good plan for both employees and the employer, when compared to other public entity insurance coverages. There is no need to have the City prefer one over the other. Last year, the City subsidized the extra cost for Triple Gold. The recommendation of Blue Cross is to not subsidize this year. If both family coverages are City paid at 70 %, it would mean a payment of $582.63 per month to the City, vs. $629.59 for Triple Gold. The employee cost would be $269.82 for the employee per month for Triple Gold, which would be $20.12 per month higher than the CCM plan. Other variations are available, which result in different costs for the City and employee. By eliminating the individual "rebate ", the total insurance monies available for health insurance is increased. Should it be the desire of Council, the family insurance share paid by the employee per month can be further decreased from $ 269.82 to $ 247.34 for Triple Gold, and $249.70 to $228.89 for CCM. However, the apparent amount for the City to pay would exceed 70% as a result. Other Issues — Other potential changes which might be looked at in future years to help control costs would be to increase the out of pocket maximum for employees (currently at $500 per year per individual for the comprehensive medical plan), and potential elimination of the two party coverage, leaving single and family. The FY 2001 budget does provide for sufficient monies to keep the City's share of the family coverage this year at 70% for both plans. It would also provide for sufficient funds to offer individual dental, should that be desired. I recommend that the Council approve the following insurance changes for 2001: 1. Eliminate the individual insurance rebate going to employees, and instead put all budgeted monies for insurance into the insurance program. 2. Authorize individual preventative dental for all employees. 3. Provide coverage equal to a 70% amount for both Comprehensive Major Medic_ al and Triple Gold plans, without equalizing the plans. Note that the 70% is for 2001, and may vary in the future years. 1 1 � 1m Direction to staff, for finalization at the meeting of November 6 Mark McNeill City Administrator MM:th 01 Analysis Grp Health City Cost Split Single 2 - Party Family Coverage Coverage Coverage 10100 CMM 229.37 100% $ 473.60 87% $ 473.60 68% Triple 247.86 100% 517.36 88% 529.97 70% 2 No coverage ::::. ::. ::. :..: a ... :: ......:. v:::: v:::{i::: v: :::;C�;:.:;- : :; :;:ri:t;;.:;.:;:: v %• :yv,•.i,•:it• }:it yam, y� p.p.�c j. 22zz't';.,tx,.:.a•:•.:•;:: _•::.:.,•::.,•:::;.:•: ;;.••::.:•: : :- _...•••• ::::::::: ....:::::: :.::: :1:35 .�S:J -. : V. 4Y::.'' ��C': �iiiii }}:;:'i'�i ?'r:�} ?•`+,:i:��:�} iii: �i 'i::'}�T:iii`- 'i'r'�iiii >: } �v. ................ •:: v3? 3:•:?; n'. y}: v::::. w:::: w:::::. v :::::v:::::::::::•:.;v.w::::::: ... ititi YY ::::::: :v :::::::::::::::::::: :•: :::w:::.v:.:vn•.v:. . v:::::'': isii3'•< LS}:•}:+:}?}}}? 3: 3:;{: b: 4:•: i•}:•:^ {::.a : {::•:;} v-:: S;: yi3 ;•;;v;:i• is -i:ti' ::rr:(( ♦rj� ... �}.f . #.W. -jv:: iii:: isisii:: i:: ij:: jiiiii::: a.,...: �: L .::::::::::........:..................:.. � :.:v:::::::.w:nxw:. i > il; zt?`:: isi•`.: ii:1 } iviiiiii >.:::S:T:it.} } ? }:• }Cii, ? ?X;i { } ?}:• }:•y:•zi3v zzCz i.�zJi{'vx: ?:ii:O:jv. {•: }:{ -.i -.; i:•3:;•Si:::,• }: Ly -::::: ,:• -..' ' +i: ^iiit .......... ,n. t. a.:a:...�� : :`:::ii: :i :: :::. •i } isijii: is ::L::::�::::.v ::::.........:::. :.......:.:....:..:... .. .Yf�nM TI.........��� x.. u...,. a. ax. u.-. xxt. u. n.......: xx:. w., vx: x,. ttxxu...... u.. lu } }:.`,.:•: i:•}}: 4y: G}}: 4 :v:v ?it:i:•iiii::::iiiviiiiiii: ^iri +4i }y: ?::ii. ?:4 }: .�...... `:y::j:S:j::y w.w:::::::�..: k�� :•:::::: .. ?'. - ,: -� �..:: �V. Est 2001 CMM 272.95 568.62 0.88 582.63 0.70 Triple 294.95 614.44 0.88 629.59 0.70 2 No coverage .. > >. . Difference /Emp. /Mo. 6.25 20.12 Difference Total $ 224.94 2,173.39 City Yearly Cost Split Single 2 - Party Family Coverage Coverage Coverage 10100 CMM 96,335 62,515 102,298 Triple 26,769 12,417 50,877 Single Cash Included @ 52,800 - 2 No coverage >>> >>> 351,211 }xx'�};�cxx<wcecm: uc<, .waawwcc:;!<n �w,'•c�• zzzzzzzz :;w .: }:c:•ti r ? }ri < 'z::z: is z x .t M :t K a,. x.., -: a..yyy. }• a }: :: �\ t,:1.:wa way.,,z r,• ,M •. },;yz::y • T:.: k ,::,.. Ct ? ?> L.... 2cyy??? r.?};. yy:} y}•.? yyv.:: aywyt .., }: 433:'^.i w} :- ? ?}yS }:•i33 }S:.}.,y.}...:}w .? ... 4 :.ya..... : .. •t � ,4 i •� # ��:�a„•.,atx�.tyiti {uCi�iivn N \w • kv.: y, w: tww, wyy:. •',:t:v'�ziiitiA,x•.zzz4 �j z�:ztitiitiziLv3: {Sz3,3' + �¢ :: 4<.. zz< z:; zz„ z „y.;,z.3:.�.:ti:z.'.��, \z;; . i�. r;,w,t•.,x:w„::xut<..,,:;:: #:; €'t , ,a ?S x:: w ..wx,w ,,w w w,,,,,,, „:.,.w.,,:. .�.�.�, ;° :.N;;�;;; rim;;: ;:: n- .,;.. M xz zzz waz zzz• zzzzzzzzz. ^wzzz:zzzzz: 3.:: }.zzzzzzzzzzxttzzzzazzxz -R �St `w 33 4ti {aw:• �:,`ri ",w t at � a ""^ \ ti iy�,tv`.�',•,ytwxvn :t:�xa•;.v�izztw•.2ii, 'a ' wi,i„wiixaL uttw:xt4tt, ,tttttt •.u: nt,uta„ , -\ t, t :t z;z.•:..M ti ,w..a,w::w.. ,..aa,,, . .,•.. . .azz ,.,,,- :.,w,•:.wa � v'`. ^•`. _ �: •`'. ; ;zzz:z`.t`.•ay:k`.;;:::.' .a.,:a`„ta:.....,at:.:v :.. t,.. z?' �r' zxzzz,.:,,.:., a. yyyyy :�i ?�i< ;tw.:. -- 333`�;���,.:;:•:.3�•- 3•- :t:•v.. .:: }.:�-��`_'''�<> .t,,:t �•• az vz•:., ta,•:.:,:,;,,,...,..,.,:...:., �,..... t. t.:: tw. t„ t: t. tt. t�:::.,•.:::. zzr •:.:•:..... zt .... ...................:.i „z•,:ata, . ............................... •3\k•. yhk4�....n4`:t` }333 \ \\ \tit` \ \ -y33Y ........... .................... \`:k:3 \Sh 3:h........................ .. \....:......: Est 2001 CMM 124,465 75,058 132,840 Triple 31,855 22,120 67,995 Single Cash 16,900 2 No coverage >>> >>> 471.233 97group.xls 01 Analysis Grp Health 11/2/00 10:07 AM 01 Analysis Grp Health (2) City Cost Split 485,298 Single Single 2 - Party Family Coverage Coverage Coverage Coverage 10/00 31,855 22,120 CMM CMM 229.37 100% $ 473.60 87% $ 473.60 68% Triple 247.86 100% 517.36 88% 529.97 70% 2 No coverage >>> >>> 2 No coverage Est 2001 CMM 272.95 568.62 0.88 603.44 72.5% Triple 294.95 614.44 0.88 652.07 72.5% 2 No coverage Plan difference 45.82 48.63 Ran difference 6.25 18.45 City Yearly Cost Split 485,298 Single 2 - Party Family Coverage Coverage Coverage 10/00 Triple 31,855 22,120 CMM 96,335 62,515 102,298 Triple 26,769 12,417 50,877 Single Cash 52,800 >>> >>> 2 No coverage >>> >>> 404.011 57 97group.xls 01 Analysis Grp Health (2) 11/2/00 10:08 AM 485,298 Est 2001 CMM 124,465 75,058 137,584 Triple 31,855 22,120 70,424 2 No coverage Dental 14,100 4,200 8,400 >>> >>> 488.206 57 97group.xls 01 Analysis Grp Health (2) 11/2/00 10:08 AM a c� O C!S U � a 0 0 .p o V N 5 0 0 cn U U •7 N N N �- \p N O p 7 U X U 7.... 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" YO 0 0 O O o O y O > O O O O O O O= O O O cz �O �d �C 00 [ CD \ \ Z O O , o O V O o O v y y Q) 'L7 by y O r� 'O by 'O by C:) 'O by 'O by O— 'L7 > > as... N cd N cd y U cd y N cd N U a3 U N a> '0 O • cci ° o N> O y N > O N N> O y N> O G y G�. N> O y Q. U H N O O O Q".y� as O 'C CJ N N X O X H O O Q) 00 O 5 Q 00 O is Q W O Q 00 o ' Q 00 o Q Z-i ti to •� /\ of Cc Ga aj U _ y X c V1 _ ti O • Wj7 O W g4 N ~ Y �1 2 Y ^� �• �_ rp P.4 CJ c >' y c, cc 0 5-A, CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Review of Consultant Use for Engineering Projects DATE: October 30, 2000 of At the October 17, 2000 City Council meeting, the City Council requested that staff provide alternative proposals in soliciting work for the Engineering Department on City projects. The City Engineering Department did solicit Statement of Qualifications from engineering firms for the purpose of retaining three consultants to supplement the Engineering staff workload. In March of 1996, eight firms submitted a Statement of Qualification for consideration. The City formed a selection committee consisting of the Acting City Administrator, Public Works Director and Engineering staff members to review and rank the Statement of Qualifications. The Selection Committee then selected four firms to interview for consideration of entering into contracts with the City of Shakopee. The firms selected were WSB & Associates, Inc., Bolton and Menk, Inc. and MSA Consulting Engineers, Inc. After 1996, MSA Consulting Engineers, Inc. changed their name to Howard R. Green, Inc. and has generally been the third consultant utilized by City staff. In 1996 City Council approved the recommendation by the Engineering Department and moved to pre - qualify the consulting firms of WSB & Associates, Inc., MSA Consulting Engineers, Inc. and Bolton & Menk, Inc. for a three -year contract for municipal work in the City of Shakopee. Since 1999, the City has extended these contracts on an annual basis after an annual review of service and performance by the engineering firms. Since 1996, WSB & Associates has been the main consultant for municipal engineering work utilized by City staff. In the engineering service category for general municipal engineering, traffic engineering and surface water resources, WSB & Associates was ranked number one, having the most expertise in that area. Bolton & Menk was generally regarded as the second highest ranked firm in general municipal engineering, traffic engineering and surface water resources with the ability to assist in geographic information systems and public work professional services. MSA Consulting Engineers has gone through a significant change in personnel and reorganization with the firm being purchased by Howard R. Green, Inc., and therefore the Engineering Department has not utilized this firm in any engineering work. It should be pointed out that the Engineering Department's consultant needs are for assistance in surveying, design, construction, and project management of municipal projects where staff cannot meet the time line or the expertise. Also, the engineering firms need to provide significant transportation and storm water management to City staff in analyzing and managing its transportation and storm water systems for existing and new infrastructure needs. Occasionally the City has had a need for engineering work that is beyond the expertise of the firms that have been retained by the Engineering Department. For example, TKDA has done work in the demolition project of Blocks 3 and 4 and also in the lawsuit against Union Pacific Railroad on the speed limits in downtown Shakopee. In looking at soliciting alternative proposals for engineering work, the City should be aware of how engineering projects are managed. Throughout the engineering industry, there are certain guidelines used to estimate the costs for certain tasks such as surveying, design and construction inspection. Staff reviews proposals received from the consultant retained to make sure that these costs are within standard industry practices. Sometimes selecting a low cost bid for engineering firms might not produce the overall low cost in a project. For instance, a low bid accepted for a design on a project may end up to have a design that has a higher project cost. In reviewing engineering contract work, it has always been my view that it is more important to have the service and performance of the engineering firm versus the overall cost. Not that cost is not important, but generally speaking the costs are very close to each other and there is a danger in going for bids and receiving a low bid from a firm who wants to get their "foot" in the door for further work in the City of Shakopee. Also important to a consultant is the amount of work in a City. For instance, if a consultant has a few jobs for a City he will be able to provide a more effective service and performance to that City than if a consultant has only one or two jobs. For the City of Shakopee the amount of work that has been consulted out in the past couple of years has been such that two consultants can share in that work. However, a third consultant would not have enough work to make it cost effective. For the year 2001, City staff is reviewing its project load at this time, and preliminary indications are that the Engineering staff will do the design of the following projects: • 2000 Reconstruction Project • 5 th Avenue Sidewalk Extension • Extension of Sarazin Street and Valley View Road • Vierling Drive Extension, from C.R. 15 to Orchard Park West PUD • Holmes Street Bituminous Overlay, from 10 Avenue to 3 rd Avenue. Other projects that are in the 2001 CIP are: • 4 th Avenue Reconstruction, from C.R. 17 to Sarazin Street • Pedestrian Bridges over T.H. 169 • C.R. 17 and C.R. 79 • C.R. 83 and C.R. 16 Reconstruction • Extension of 17 Avenue East or West of its current terminus From this list, staff believes that an RFP should go out over the pedestrian bridges due to the expertise needed for such a project and the fact that the City is responsible for 100% of the cost for the design of this project. Staff believes that it is in the best interest of the City at this time to extend the contracts of WSB & Associates, Inc. and Bolton & Menk, Inc. for another year and review their performance and service at the end of the year 2001. If City Council would like to provide direction to City staff on proceeding with RFP's or proceed with bids for various engineering service work, it would be appropriate to discuss this with staff at this November 2, 2000 Council workshop. ' 0 l Discuss the engineering consultant work in the City of Shakopee and provide staff direction on how to proceed with proposals for engineering work. Bruce Loney Public Works Director BL /p-p CONSULTANTS