HomeMy WebLinkAbout06/02/1993 TENTATIVE AGENDA
SHAKOPEE, MINNESOTA
COMMITTEE OF THE WHOLE JUNE 2 , 1993
LOCATION: City Hall, 129 Holmes Street South
Community Room, lower level, use northeast entrance
Mayor Gary Laurent presiding
1] Roll Call at 5: 00 p.m.
2] Murphy's Landing - verbal report by Council Liaison Lynch
3] 1994 Budget - handout will be distributed at June 1st council
meeting
4 ] Other Business:
5] Adjourn
Dennis R. Kraft
City Administrator
MEMO TO: Honorable Mayor and Council
FROM: Dennis R. Kraft, City Administrator
RE: 1994 Budget Discussion
DATE: June 1, 1993
Attached are materials for the first budget discussion for the 1994
Budget . I would like the Council to have a general discussion on
the amount of tax levy for 1994 and also to discuss general service
levels that the City provides residents of the community. If there
are other items that the Council would like to discuss such as a
City newsletter this would be the time to do that .
The attached material includes background information on the
budget, the five year equipment list, the debt service fund budget,
the special revenue fund budget, and a budget calendar.
If there are other items that Councilmembers would like discussed
at this meeting and if background material is needed for those
items please contact me prior to the meeting.
All department heads will be at the budget meeting and will be
available to discuss the operations of their departments should
Councilmembers have questions about programs or operations.
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TO: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: 1994 Tentative Budget Calendar
DATE: April 5, 1993
April 6 Department Heads receive budget worksheets.
April 30 Budget requests due back to Finance
May 25 Council work session - General Fund rough draft of expenditure
August: 1 City receives notice from State of LCA amount
August 10 Council work session
Sept I Set Public Hearing dates - budget in total
City receives notice from State of HACA amount
Certify proposed levy to County
Sept 10 Budget worksession
November 10 County mail tax/levy/budget hearing notice statements
November 30 Certify special assessment to the county
December _ County hearing on tax levy/budget
December _ Public hearing on tax levy/budget
December 28 Deadline for certifing tax levy to county.
Deadline for certifing truth in taxation compliance to state
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TO: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: Internal Service Fund
DATE: May 28, 1993
Introduction
One of the recommendations of the auditors is to establish an internal
service fund for capital equipment.
Background
There are concerns that the state will look at the fund balances of cities
in an effort to reduce the state's costs. The rational will be that cities need
less funds or relief from the state because of the size of the fund balances.
This is what transpired with school districts. The first place the state will
look at is the General Fund and the second place will be the Special Revenue
Funds.
The Special Revenue Fund with the biggest fund balance is the Capital
Equipment Revolving Fund (CEF) . One thing Council can do is to create an
internal service fund (ISF) for capital equipment. The fund would function like
a business that buys or owns equipment and rents it to others (operating
departments) . This would remove the fund balance from the Special Revenue Fund
Type and establish a new internal service fund type.
The effect on the various departments would be that they would no longer
budget to buy such equipment as a capital expenditure out of their departmental
budget. Instead they would budget to "rent" such equipment from the ISF. Large
fluctuations in departmental budgets from year to year due to such equipment
purchases would be eliminated.
The current minimum cost for equipment to included in the CEF is $5,000.
Due to the type of equipment bought in the $5,000 - $10,000 range and the effort
to account for such equipment in an ISF, I am recommending that Council raise the
minimum from $5,000 to at least $10,000.
Alternatively, The criteria for the equipment in the ISF could be by type
of equipment such as vehicles and mobile equipment which includes things like
loaders, graders, large mowers, etc. Both raising the minimum or defining the
type of equipment would result in some increase in the amount of general fund
money used to buy smaller equipment.
Alternatives
1. Status Quo.
2. Set up a CEF based on current criteria.
3. Set up a CEF based on a larger dollar amount.
4. Set up a CEF based on type of equipment.
Recommendation
Alternative number 4. This accomplished the majority of desires results
without the administrative cost and effort of dealing with the "small stuff".
Action
Move to direct staff to proceed with establishing an internal service fund
for the purchase of vehicles, mobile equipment and other larger type equipment.
memo:\internal