HomeMy WebLinkAbout08/25/1993 TENTATIVE AGENDA
SHAKOPEE, MINNESOTA
COMMITTEE OF THE WHOLE August 25, 1993
LOCATION: City Hall, 129 Holmes Street South
City Council Chambers
Mayor Gary Laurent presiding
1] Roll Call at 5 :30 p.m.
The next deadline for Council action is the certification
to the County Auditor of the proposed maximum tax levy
and public hearing dates by September 15, 1993 . Council
is also supposed to adopt a proposed budget by that date.
The HRA must also certify its proposed maximum levy to
the County Auditor.
2] Capital Equipment List
3] HRA Tax Levy & Budget
4] 1994 Tax Levy & Budget Hearing Dates
5] 1994 Debt Service Tax Levy
6] General Fund - Fund Balance
General Fund Tax Levy & Budget
7] 1994 Budget Utility Rates
8] Underground Fuel Storage Tank Replacement
9] Internal Service Fund
D,QMp10] Equipment (HVAC) Maintenance Sinking Fund
11] Capital Projects Fund not included - C. I . P. not completed
12] Other Business :
a.
b.
c .
13] Adjourn
Dennis R. Kraft
City Administrator
TO: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: Capital Equipment List Follow Up
DATE: August 3, 1993
The following items were discussed and status is as follows for the 5 year list.
1. Inspection truck. Small truck for second building inspector was deleted
in favor of using a cycled down squad car.
2. Fire Dept personnel/utility vehicle. The police dept has reviewed their
need and determined that a full size "suburban" is needed for them. They
would accept a new one and turn down the 1987 to the fire dept.
The fire dept recommends a suburban vs a "S10 Blazer" or full size
"Blazer". They would accept the 1987 from the police dept. The 1987 in
the police dept has been used sparingly and has about 12,000 miles on it.
A side note to the issue is that if the Fire Department buys a new
vehicle, part of the cost would be shared by the townships. If the Police
Department buys a new one and cycles the old one to the Fire Department,
the townships would not share in the cost.
3. Street grader. Drop grader for 1994. With the current grader performance
and maintenance record, there does not seem to be a good reason to
exercise the buy back option.
4. Shop sweeper. Drop sweeper.
5. Park tractor. Memo attached.
6. Park utility trailer. Cost estimate of trailer has been revised downward
to $3,800 which is below the threshold amount for inclusion on the five
year list.
7. Storm Drainage Fund. Move sweeper and screener to 1995.
8. Fuel tank replacement. This is in the 5 year list for 1997 but during the
insurance package discussion, earlier replacement was considered.
Attached is a separate memo.
Council needs to discuss the issues of a vehicle for the Fire Department, the
repalcement park tractor and the fuel tank replacement and give staff direction.
other94\celmemo2
MEMO TO: GREGG VOXLAND, FINANCE DIRECTOR
FROM: DAVE HUTTON, PUBLIC WORKS DIRECTOR
SUBJECT: CAPITAL EQUIPMENT LIST /� '4N-
DATE: JULY 23 , 1993
At the June 2, 1993 Committee of the Whole Meeting, the City
Council requested additional information on two equipment requests
from the Park Department.
1. Utility Trailer
The original request was for an estimated cost of $10, 000. 00.
Staff has reviewed the need for this item as well as looking at
more specific information on a trailer, such as type, size, etc. ,
including investigating the purchase of a used trailer. Staff has
determined that the specific trailer needed to serve the
department's need would cost around $3 , 500 - $3 , 800. At this time,
staff would like to delete this item from the Capital Equipment
List and add it into the Operating Budget for a total cost of
$3 , 800. 00.
2 . Tractor
The request by staff was for a new tractor to replace an existing
tractor. The total estimated cost of the request was $32, 000,
which included $25, 000 for the tractor and $7 , 000 for a sweeper
attachment. Upon further investigation of suppliers for this
equipment, the size of tractor desired would cost around $20, 000.
A brief description of the existing park tractors and uses may be
beneficial to the discussion.
Currently, the Park Department has 3 Ford tractors - two 1710
tractors and one 1910 tractor. All 3 have 3-point hitches.
The two smaller tractors (1710) were purchased in 1985 for $7500
each. These tractors are used mainly for mowing, utilizing a pull
behind mower. Attached are the annual maintenance costs and hours
used per year for each mower tractor. In addition, these mowers
use the following attachments: slit seeders, rock rake, and power
broom for sweeping leaves.
The larger tractor (1910) was purchased in 1984 for $9500. This
tractor is utilized more extensively and is the main tractor used
by the Park Department. This tractor is used for dragging all
ballfields, dragging the sand at the pool, sweeping the ice skating
and hockey rinks, shaving rinks, sweeping sidewalks and
miscellaneous landscaping functions. Typically, during the ice
skating season, the shaver is attached behind the tractor using the
3 point hitch and the broom attached to the front. This tractor
also pulls the attachments listed above for the small tractors.
While this larger tractor is more versatile and used more
regularly, there are some problems with it. First, it is really
too small a tractor to be used for sweeping and shaving the rinks,
sweeping sidewalks, etc. The tractor does not steer very well with
the sweeper attachment on it. Also, it does break down quite
frequently and when it is down, none of the functions used by this
tractor can be accomplished because the other 2 tractors are too
small to provide a good backup to the large tractor. As shown on
the attached list, the department has spent more in maintenance
costs than what it was purchased for. Therefore, staff is
requesting permission to replace this tractor.
Staff proposes to purchase a larger tractor (2210 or something
similar) along with a sweeper for an estimated cost of $27, 000.
In reviewing the usage of the 3 existing tractors, it is quite
apparent that the 2 smaller tractors are not essential to the
department's operation. Therefore, staff would also propose to
trade in the two smaller tractors and retain the 1910 tractor to
assist in the workloads and provide backup to the new tractor.
This would in effect reduce our tractor fleet from three to two,
yet provide equal or improved levels of service. Because of the
lower number of hours on the smaller tractors, staff feels that the
City could get a very good trade-in value on them.
An alternative would be to trade in 1910 and keep the two smaller
tractors (or also trade in one of the smaller tractors with 1910) .
The disadvantage to this is that 1910 can perform many more
functions than can the smaller tractors, plus 1910 has a cab on it
making it availabe for cold weather work which the two small
tractors cannot do. Staff does not recommend this alternative.
I would be more than happy to provide you or the City Council with
a tour of the Public Works facility to visually inspect our
existing tractors and to answer any additional questions.
VEHICLE # 131
1985 Ford 1710 Utility Tractor
Purchased 4/13/85
Cost $7, 500. 00
Year Maintenance Cost Hours
1993 $ 174 . 93 50
1992 0 70
1991 308. 68 49
1990 0 52
1989 5.80 24
1988 142 .90 46
1987 19. 35 138
1986 239. 67 200
TOTAL $ 891. 33 629
VEHICLE # 132
1985 Ford 1710 Utility Tractor
Purchased 4/13/85
Cost $7, 500. 00
Year Maintenance Cost Hours
1993 $ 81. 34 41
1992 266. 32 17
1991 33 .50 80
1990 0 17
1989 95. 66 39
1988 27. 69 93
1987 85.76 153
1986 534. 65 160
TOTAL $ 1, 249.20 600
VEHICLE # 134
1984 Ford 1910 4 Wheel Drive Utility Tractor
Purchased 3-3-84
Cost $9, 500. 00
Year Maintenance Cost Hours Used
1993 $ 3249. 66 194
1992 614 .44 99
1991 284 . 64 141
1990 455.73 252
1989 157. 24 352
1988 307. 12 289
1987 126. 08 255
1986 1152 . 08 350
1985 202 .78 304
TOTAL $10, 255.84 2236
* 3
TO: Dennis Kraft, HRA Director
FROM: Gregg Voxland, Finance Director
RE: 1994 Tax Levy Resolution
DATE: August 12 , 1993
Introduction and Background
Attached is Resolution Number 93-1 which requests the Shakopee
City Council to consent to the tax levy for the HRA. The levy is
the same as last year which is $31,930. The amount cetified to the
county this year is after reductions for HACA for a certified levy
of $26, 616.
Action
Offer Resolution Number 93-1, A resolution requesting the
Shakopee City Council to consent to the levy of a special tax by the
Housing and Redevelopment Authority in and for the City of Shakopee,
and move its adoption.
RESOLUTION NO. 93-1
A RESOLUTION REQUESTING THE SHAKOPEE CITY COUNCIL TO CONSENT
TO THE LEVY OF A SPECIAL TAX BY THE HOUSING AND
REDEVELOPMENT AUTHORITY IN AND FOR THE CITY OF SHAKOPEE
WHEREAS, the Housing and Redevelopment Authority in and for the City of
Shakopee was created pursuant to Minnesota Statutes, Section 462.411 et seq. , as
amended, and
WHEREAS, Minnesota Statutes 1965, Section 462.545 designates all the
territory within the area of operation of the authority as a taxing district for
the purpose of levying and collecting a special benefit tax, and
WHEREAS, Section 462.545 states that the governing body of the municipality
must give its consent to such a tax levy.
NOW, THEREFORE, BE IT RESOLVED BY THE HOUSING AND REDEVLOPMENT AUTHORITY OF
THE CITY OF SHAKOPEE, MINNESOTA, that the Housing and Redevelopment Authority
hereby requests the City Council of the City of Shakopee to consent to the special
tax levy of $31,930 less HACA state aid in the amount of $5,314 for a net levy to
be certified of $26,616 payable 1994 by the Housing and Redevlopment Authority in
and for the City of Shakopee.
Adopted in session of the Shakopee Housing and Redevelopment
Authority of the City of Shakopee, Minnesota, held this day of
, 1993.
Chairman
ATTEST:
Executive Director
Approved as to form
City Attorney
TO: Dennis Kraft, HRA Director
FROM: Gregg Voxland, Finance Director
RE: 1994 Budget Adoption Resolution
DATE: August 12, 1993
Introduction and Background
Attached is Resolution Number 93-2 which adopts the Shakopee HRA General Fund
budget for 1994. The HRA should discuss and make changes as they deem necessary.
Action Requested
Offer Resolution Number 93-2, a resolution adopting a General Fund Budget for
1994 and move its adoption.
RESOLUTION NO. 93-2
A RESOLUTION ADOPTING A GENERAL FUND
BUDGET FOR 1994
WHEREAS, the By-Laws of the Housing and Redevelopment Authority in and for the
City of Shakopee provides that a budget be prepared on an annual basis.
NOW, THEREFORE, BE IT RESOLVED, that the attached General Fund Budget be
approved for 1994 with total appropriations in the amount of $64,870.
Adopted in session of the Housing and Redevelopment Authority in and
for the City of Shakopee, Minnesota, held this day of , 1993.
Chairman of the Housing Authority
ATTEST:
Executive Director
Approved as to form
City Attorney
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TO: Mayor and Council
FROM: Dennis R. Kraft, City Administrator
Gregg Voxland, Finance Director
RE: 1994 HRA Tax Levy Consent Resolution No. 3852
DATE: August 12 , 1993
Introduction
Attached is Resolution Number 3852 which consents to the HRA tax
levy.
Background
State law provides that the city must consent to the levy of a
tax by the HRA. Accordingly, the attached resolution is provided for
Council action.
Action
Offer Resolution Number 3852 , A Resolution Consenting To The
Levy Of A Special Tax By The Housing And Redevelopment Authority In
And For The City Of Shakopee, and move its adoption.
RESOLUTION NO. 3852
A RESOLUTION CONSENTING TO THE LEVY OF A SPECIAL
TAX BY THE HOUSING AND REDEVELOPMENT AUTHORITY IN AND
FOR THE CITY OF SHAKOPEE
WHEREAS, the Housing and Redevelopment Authority in and for the City of
Shakopee was created pursuant to Minnesota Statutes, Section 462.411 et. seq. , as
amended, and
WHEREAS, Minnesota Statutes 1965, Section 462.545 designates all the
territory within the area of operation of the authority a taxing district for the
purpose of levying and collecting a special benefit tax, and
WHEREAS, Section 462.545 states the governing body of the municipality must
give its consent to such a tax levy.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE,
MINNESOTA, that the City Council consents to and joins in a special tax levy of
$26,616 by the Housing and Redevelopment Authority in and for the City of Shakopee
for taxes payable in 1994.
Adopted in session of the City Council of the City of Shakopee,
Minnesota held this day of , 1993.
Mayor of the City of Shakopee
ATTEST:
City Clerk
Approved as to form
•
City Attorney
TO: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: 1994 Tax Levy & Budget Hearing Dates
DATE: August 18, 1993
Introduction/Background
Council needs to set the dates for the public hearing date and the continuation
date for the 1994 tax levy and budget. The adoption of the levy and the budget
can not occur on the initial hearing date. If there is not a continuation of the
initial hearing, the hearing for the adoption can occur on the continuation date.
The dates need to be certified to the County Auditor by September 15th. The
possible choices for the hearing and the continuation hearing are;
Initial Continuation
11/30 12/7, 12/8, 12/10, 12,11, 12/15, 12/16
12/3 12/10, 12,11, 12/15, 12/16, 12/17, 12/18
12/4 12/10, 12,11, 12/15, 12/16, 12/17, 12/18
12/8 12/15, 12/16, 12/17, 12/18
12/10 12/16, 12/17, 12/18
The most likely dates eliminating regular Council meeting dates, Fridays and
Saturdays are:
11/30 12/8, 12/15, 12/16
12/8 12/15, 12/16
Action
Move to set the public hearing on the 1993/94 tax levy and 1994 budget on
and the continuation hearing on
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*5
TO: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: 1994 Debt Service Tax Levy
DATE: August 18, 1993
Introduction/Background
The following levies are set for pay 1994 unless Council acts to change them;
1986A Improvement $ 36,114
1986B Improvement 33,839
1987A Improvement 779
1988A Improvement 16,684
1990A Improvement 136,465
1991A Improvement 13,172
1992A Improvement 33,629
Total 270,682
It is recommended that the below listed levies be canceled because they are
unnecessary;
1986A Improvement $ 36,114
1987A Improvement 779
1988A Improvement 16,684
Total 53,577
The 1982A Improvement fund and the 1985A Improvement fund will be
substantially closed as of 12/31/93. It is anticipated that there will be about
$21,000 available out of the 1985A fund for transfer to another fund.
It is recommended that the 1986A and the 1987A bond issues be called for
redemption on 2/1/94 due to having funds available to accomplish the call and the
interest rates the city is paying on the bonds. The 1987A issue may require a
small transfer in to finance the call. Final amounts will be known after the
second half tax settlement and the posting of interest earnings.
Action Requested
Move to direct staff to take the approporiate steps to cancell the pay 94 tax
levies for the 1986A Improvement Fund $36,114, 1987A Improvement Fund $779 and
the 1988A Improvement Fund $16,684.
Move direct staff to take the appropriate steps to call the 1986A and 1987A
Improvement bond issues on 2/1/94.
:other94\memo0818
,
Year 1986A 1986B 1987A 1988A 1990A 1991A 1992A
Of Improve- Improve- Improve- Improve- Improve- Improve- Improve-
Levy ment Bonds ment Bonds ment Bonds ment Bonds ment Bonds ment Bonds ment Bonds Total
1993 $36,114 $33,839 $779 $16,684 $136,465 $13,172 $33,629 270,682
1994 33,896 32,092 1,784 17,332 137,729 39,086 33,747 295,666
1995 35,511 2,653 17,805 133,409 40,234 25,024 254,636
1996 3,351 18,107 134,340 41,018 26,723 223,539
1997 3,828 9,622 134,940 41,615 22,825 212,830
1998 11,282 135,209 41,937 24,088 212,516
1999 140,415 41,982 25,014 207,411
2000 142,134 41,847 25,605 209,586
2001 36,495 20,778 57,273
2002 23,011 23,011
$70,010 $101,442 $12,395 $90,832 $1,094,641 $337,386 $260,444 $1,967,150
iirc)
TO: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: 1994 General Fund Budget/Tax Levy
DATE: August 19, 1993
Introduction
Several issues are presented for continuation on the 1994 budget deliberations.
Background
General Fund - Fund Balance
The 1/1/94 General Fund - fund balance was $1,728,205 which is 28.9% of the
originally adopted 1994 General Fund expenditure appropriation. Councils target
is 15%. The dollar amount of the difference of 13.9% is $831,583.
Of the $831,583, $202,676 was to have been transferred to various debt
service funds in 1992 in lieu of the specific debt service levy. The transfer
was not made in 1992. Subtracting the $202,676 from the $831,583 leaves
$628,907.
Council has some discretion in how to use the $628,907. Council may keep
it in the General Fund. Council may use it to "buy down" the 93/94 tax levy.
Council may transfer it to the CIF, which is the usual course of action and it
should be noted that the CIF does not have any substantial regular source of
revenue. Previously Council made a transfer to the Capital Equipment Fund.
Another option is to transfer money to debt service funds to either permanently
delete some debt levies or to fund the pay 94 levies by transfer in 93 and levy
the replacement amount into the General Fund as was the intent last year. Other
options are any legal use of governmental funds.
Tax Base Growth
After discussing the issue with the Chief Deputy County Assessor, an
estimate of the tax base growth due to new construction available to support new
tax levies is about 2.5%
Net Tax Levy
The attached sheet A shows the estimate of the tax levy amounts compared
to last year.
other94\memo0819
A
City of Shakopee
Pay 94 tax levy
92/93 93/94 Change
General Fund 2,912,275 2,912,275
Est. Value growth 72,807
Total General Fund 2,912,275 2,985,082 72,807
Debt Service
1986A Imp 32,646 *36114
1986B Imp 29,877 33,839
1987A Imp 5,281 *779
1988A Imp *15920 *16684
1990A Imp 134,872 136,465
1991A Imp 0 13,172
1992A Imp 33,629
1993B Imp
Total Debt Service 202,676 217,105 14,429
Total Levy 3,114,951 3,202,187 87,236
HACA (417,230) (449,839) (32,609)
Fiscal Disp Dist (318,380) (318,000) 380
Net Levy to spread 2,379,341 2,434,348
Allowance for Uncoll. (21,711) (64,044) (42,333)
Budget Amount 2,357,630 2,370,304 12,674
General Fund 2,357,630 2,153,199
Debt Service Funds 0 217,105
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MEMO TO: Dennis R. Kraft, City Administrator
FROM: Lindberg S . Ekola, City Planner
RE: 1994 Budgetary Considerations - Planning Department
DATE: August 19, 1993
1994 BUDGETARY CONSIDERATIONS:
The draft 1994 Planning Department Budget presented at the June 23 ,
1993 Committee of the Whole meeting was developed with the premise
of not exceeding the 1993 budget amount of $293 , 510 . An increase
in Personal Services (top half of the budget) with a corresponding
decrease in Supplies/Services was proposed in order to adequately
cover required increase costs and proposed personal services
changes .
Increases In Personal Services :
There will be an increase of approximately $700 in benefit costs
(i .e. PERA, FICA, Health and Life) in the 1994 Planning budget .
These cost increases cannot be avoided without a reduction in the
number of planning staff .
The following are proposed changes to the Personal Services portion
of the budget, which staff is recommending for approval with the
1994 budget :
1 . Job classification change - Clerk/Typist II to Secretary.
Cost Impact : +$1, 100 to Personal Services
Rational : Currently there are three staff members providing
for the Planning, Engineering, and Building Department
clerical/secretarial needs. Two of these staff members are
classified as Secretaries . The Planning Department staff
member is classified as a Clerk/Typist II . These three staff
members are expected to back each other up for sick leave,
vacations, etc . It is staff' s opinion that the clerical
duties of these three positions are essentially the same.
Having a lower job classification for the Planning Department
adds tensions and administrative problems.
2 . Increase Recording Secretary
Cost Impact : +$400
Rational : Based on the number of Planning Commission meetings
in 1994 and associated workloads to prepare minutes, staff
estimates that an additional $400 is needed to adequately
budget for this workload.
3 . 1994 Summer - Fall Intern
Cost Impact : +$2, 300
Rational : After the University of Minnesota Intern completes
her internship with the City, the Planning Department wishes
to continue a part-time internship to assist in various
projects . The position would be part-time with no full time
benefits . There are a tremendous number of detailed tasks
which need to be completed for both the current planning and
long range planning efforts . Many of these efforts need to be
undertaken prior to further actions by senior staff or
department heads . For example, with the Chaska Interceptor
Project, a large amount of senior staff time was put into the
calculating of areas of vacant land within the city. Much of
this work was well within the ability of a planning intern.
Previous budgets have included an intern position. For the
minimal amount expended, interns can provide a good deal of
productivity for the Planning Department .
Decrease In Professional Services
In order to cover the above noted increases in personal services,
the professional services half of the budget was reduced from the
1993 budget . In the 1993 planning budget, the City Council
approved the budgeting of $50, 000 for four long range planning
studies including the Downtown Plan, County Road 17/Bypass Area
Plan, the East Shakopee Transportation Plan, and a City Wide
Traffic Control Plan. The Supplies/Services budget would be
reduced by approximately $5000 in the Professional Services line
item. This would reduce the $50, 000 for long range plans to
$45, 000 .
The reduction of professional services by $5, 000 was the only way
to provide for the increases in personal services while still
maintaining the same 1993 planning budget amount .
Staff strongly believes that the budgeting for long range planning
efforts are essential for the City of Shakopee. Staff had
originally proposed $67, 500 for long range planning professional
services with the 1993 budget but that amount was reduced to
$50, 000 in the budgetary process .
In the 1993 budget process, staff proposed several planning studies
in 1994 and 1995 . Attached is an updated overview of the long
range planning efforts which have been specified in the
comprehensive planning process.
The impact of not preparing plans to guide a growing community like
Shakopee can have tremendous cost impacts on future budgets . Staff
strongly recommends that budgeting for long range planning efforts
continue beyond the 1993 appropriation.
Staff recommends that $60, 000 be budgeted for 1994 for the
preparation of the following plans :
1 . Downtown Plan Update
2 . C.R. 17/Bypass Plan
3 . Citywide Traffic Control Plan
4 . C.R. 83 Corridor Plan
1994 BUDGET
Long Range Planning
Program 175
City of Shakopee, Minnesota
August 19, 1993
INTRODUCTION:
Located on the edge of the Twin Cities metropolitan area, Shakopee
is about to experience rapid growth. The long awaited regional
transportation projects are under construction. As construction
continues more people and businesses are considering the move
across the Minnesota River due to the improved access.
BACKGROUND:
In 1988, the City of Shakopee initiated the process to update the
adopted 1980 Comprehensive Plan. A draft plan was developed over
a two year time frame and was approved by the City Council in 1991.
The review of the draft Comprehensive Plan is pending the
completion of negotiations with the Metropolitan Council and
subsequent amendments.
In developing the updated Comprehensive Plan it became apparent
that numerous detailed studies or plans would be needed. The level
of detail for these area plans or special studies was beyond the
scope of the draft 1990 Comprehensive Plan. Examples of area plans
or special studies cited in the draft 1990 Comprehensive Plan
include the following:
• Comprehensive Sanitary Sewer Plan (initiated)
• Citywide Stormwater Management Plan (Initiated)
• Zoning Ordinance Update (Initiated)
• Subdivision Regulation Update (Initiated)
• Downtown Plan
• First Avenue Corridor Plan
• Marschall Road Corridor Plan
• 1990 U. S. Census Study
• RTD District Plan Update
• East Dean Lake Area Plan
• Sidewalk/Trail Plan (Adopted)
• Traffic Control Plan
• Park Acquisition Plan
• Urban Forestry Plan
• Street Lighting Plan
Since 1991 several other area plans or special studies have been
identified by staff including:
• East Shakopee Area Transportation Plan (Initiated)
• CR 17/Bypass Interchange Area Plan
• TH 101 Bypass Noise Impact Study
DISCUSSION:
The area plans and special studies are vital to the future
development of the City. The plans and studies will provide more
guidance for the City Council, the Planning Commission and staff in
the review of development proposals. To assist the City Council in
prioritizing which planning efforts should occur when, staff has
prepared the attached tables. The tables are intended to provide
comparative information for setting the planning priorities.
Most of the costs listed in the table are preliminary estimates and
are intended to serve as a guide for discussion purposes. The
completion date column identifies when the results of the planning
effort are needed more critically to guide development. Without a
scope of services specifying the tasks involved it is difficult to
pin down costs and establish time frames to complete planning
efforts. Again, this table is a guide for discussion so that
general directions can be established by the City Council.
RECOMMENDATION:
Staff is recommending that four planning efforts be initiated in
1994 . All four projects are directly related to either the
Shakopee Bypass or the Mini Bypass. All four projects are proposed
to be prepared by a consultant.
The following is a list of these four planning efforts with
estimated costs and staff recommended priorities for 1994 :
Priority Planning Estimated
Ranking Project Cost
1 Downtown Plan $10, 000
2 CR 17/Bypass Plan $20, 000
3 Traffic Control Plan $15, 000
4 CR 83 Corridor Plan $15, 000
$60, 000
ACTION REQUESTED:
Staff requests that City Council do the following:
1. Review the Area Plans/Special Studies Prioritization
Table.
2 . Review the proposed 1994 projects.
3 . Establish a 1 to 4 priority ranking for 1994 projects.
4 . Include recommended 1994 projects in 1994 Planning
Department Budget.
5. Comment on the 1995 projects.
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MEMO TO: Dennis R. Kraft, City Administrator
FROM: Judith S. Cox, City Clerk,—
RE: 1994 Budgetary Considerati ns - City Clerk
DATE: August 23 , 1993
When Department Heads presented their 1994 budgets at the last
budget worksession, there was no discussion involving personnel
adjustments because of the pending union contract negotiations.
Since the clerical/technicians union contract has been settled, it
is now appropriate to address personnel adjustments for 1994 .
When city offices were moved to the new city hall site, a new
on line cash drawer was installed and is utilized by the city hall
receptionist. If City Council concurs that it is appropriate to
re-evaluate this position because of this added responsibility, the
personnel services portion of the City Clerk's 1994 proposed budget
should be increased approximately $2 , 500. Staff will evaluate the
position and come back to City Council with a recommendation prior
to 1994 .
467_ 04
MEMO TO: Dennis R.Kraft, City Administrator
FROM: Barry A. Stock, Assistant City Administrator/Community
Services Director
RE: 1994 Budgetary Considerations
DATE : August 19, 1993
1994 BUDGETARY CONSIDERATIONS
This past June I prepared a budgetary impact analysis that was
submitted to City Council based upon a 0o increase in budget
division totals . Several of the concerns that I noted in the June
memorandum have been dropped based upon Council input at the June
meeting.
I have obtained firmer cost figures for the items that I believe
Council should consider prior to adopting the 1994 budget .
GOVERNMENT BUILDINGS DIVISION
1 . No funding for carpet cleaning City Hall (steam cleaning) .
Cost estimate - $1000 . 00 Bldg. Maint .
Staff recommendation - Increase the Bldg. Maint . line item
within the City Hall program by $1000 . 00
2 . No funding to paint the rear portion of the former City Hall .
Cost estimate - $2000 . 00 Bldg. Maint .
Staff recommendation - Hold off on this improvement until the
fate of the former City Hall block is determined.
3 . No funding to acid treat City Hall boiler. A scale buildup
exists on the boiler walls . Removing the scale with a
acid treatment will improve the boilers efficiency. A
payback in reduced energy costs would take place over a 2
- 3 year period. If no action is taken with proper
maintenance, the situation should not get any worse.
Cost estimate $2000 . 00 .
Staff recommendation - Increase the Equip. Maint . line item
within the City Hall program by $2000 . 00 .
4 . With the heavy rains this year we experienced flooding in
the Community Youth Building basement . The flooding was due
in part to someone plugging the sump pump outlet with rocks .
The sheetrock on the basement walls absorbed water and now
has extensive discoloration and a serious mildew problem.
It also appears that when the building was built, proper
water drainage controls were not taken to take water away
from the building. Bottom line, the building was built in
a former water basin. The building basement also always
feels damp. There are several corrective actions that should
be taken. First, several sheets of sheetrock need to be
replace . Second, there is a product on the market that will
bleach the walls to remove the mildew. After this is
applied, the walls need to be primed and repainted. Third,
gutters should be installed on each side of the building to
help take water away from the building. Finally, a
dehumidifier should be purchased to keep the building
basement dry.
Cost Estimate - 1 . Sheetrock, taping, bleach, primer,
paint supplies - $500 . 00 2 . Vinyl Gutters - $450 . 00
3 . Dehumidifier - $350 . 00
Staff recommendation - Increase the supplies line item within
the Governmental Building Division by $1300 . 00 to cover
the costs of the aforementioned improvements . I believe
we can rely on volunteers to perform the labor associated
with the basement repairs . The PW dept . employees have
the ability to install the vinyl gutters .
RECREATION DIVISION
1 . No Funding to remodel and staff Puppet Wagon as recommended by
Park & Recreation Advisory Board.
Cost Estimate - Remodel - $2000 . 00 Staff - $2000 . 00
Staff Recommendation - Increase Part-time s wages line item
within Recreation Division by $2000 . 00 to provide staffing
for Puppet Program in 1994 . We believe that we can
obtain funding from a local organization to cover costs of
remodeling.
2 . No funding for future park planning needs - comprehensive
development plan as recommended by Park & Recreation Advisory
Board.
Cost Estimate - $20, 000 - $25, 000
Staff Recommendation - Refer back to Park Board.
3 . No funding for satellites at ball fields . In previous years
Shakopee Youth Baseball/Softball Association has covered costs
associated with providing portalets at ball fields . Earlier
this year the Association requested the Park Board to pick up
costs associated with 1993 expenses and that they did not have
adequate funds to continue funding the portalets . I have
conducted an analysis of the cost of renting versus the City
acquiring and maintaining portalets . I firmly believe that
we cannot achieve any cost savings by veering from the current
rental arrangement .
Cost Estimate - $1800
(9 regular unit for 4 months . )
Staff Recommendation - Increase the professional service line
item of the Recreation Division by $1800 . 00 .
4 . No reimbursement to Shakopee Youth Baseball/Softball
Association for placing portalets at ball fields in 1993 as
recommended by Park & Recreation Advisory Board.
Cost Estimate - $1800 . 00
Staff Recommendation - Direct staff to inform the Youth
Baseball/Softball Association that the City will not be
able to reimburse the Association for 1993 costs but will
be picking up the cost of the portalets in 1994 .
5. No fundingto expand ice and skating rink hours to include
Weekday evenings enings (4 p.m. - 7 p.m. ) at Lion's, Scenic's and
Stan's Park (These three parks have Hockey and recreational
rinks) as recommended by Park & Recreation Advisory Board.
Currently five skating rinks are staffed on weekends between
1 p.m. and 7 p.m.
Cost Estimate - $1700. 00
Staff Recommendation - Increase the Temporary Salaries line
item of the Recreation Division by $1700.00.
6. No funding for computers (Recreation Supervisor and
Receptionist) . Recreation Supervisor has no computer at all
and Receptionist Computer was a hand me down from Joint Rec
arrangement (age est. @ 10+ years) . Some of receptionist
computer keys stick and cursor magically disappears and
appears. (I think its possessed! )
Cost Estimate - $1500. 00 per computer
Staff Recommendation - Increase the Capital Equipment line
item of the Recreation Division by $3000. 00.
PLANNING - COMMUNITY DEVELOPMENT COMMISSION PROGRAM
1. No funding for City newsletter as recommended by the Community
Development Commission and Park and Rec. Board.
Cost Estimate - $15, 000 - $20, 000
Staff Recommendation - Increase the Professional Services line
item of the Comm. Dev. Comm. Program - Planning Division
by $10, 000. This would allow us to get something going
in mid 94 and allow us to obtain a firmer grasp on the
cost impact for the 95 budget.
The following Divisions were discussed at our last budget meeting.
These Divisions will be able to function within the budget
parameters previously presented.
TRANSIT DIVISION
REFUSE/RECYCLING DIVISION
BUILDING DIVISION
SHAKOPEE SWIMMING POOL DIVISION
Note: The slide is in poor condition and may need to be replaced
within the next five years.
SHAKOPEE HOUSING AND REDEVELOPMENT AUTHORITY
Staff believes that the Housing and Redevelopment Authority budget
can operate at 1993 funding levels. This however does assume that
Council wishes to make no changes in terms of policy direction and
programming.
Barry/Files/bud
44-(7
TO: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: 1994 Budget - Utility Rates
DATE: August 17, 1993
Introduction
Background
Sanitary Sewer Rates
Last year Council increased the sanitary sewer rate by $.50 per month and
by $.04 per 1,000 gallons of flow. The $.50 per month was estimated to generate
$20,500 per year. The $.04 was estimated to generate $31,200 per year.
For 1992, the treatment cost for Shakopee was $900,000 for 803,000,000
gallons which computed to $1.12 per thousand gallons. For 1993, the city is
being billed $1,093,002 on an estimated flow of 910MG. The flow for the first
6 months is 431MG. Because this is a wet year, one could jump to the conclusion
that there is an inflow and infiltration problem and therefore the city will be
paying for treating flow for which the city is not billing anyone.
If the per month charge is increased by $.50 to $4.00, the revenue generate
will approximately cover the non-treatment operating costs in the 1994 budget of
$172,570.
An increase of $.16 in the flow charge would be necessary to cover the 1994
budget and not have a negative operating income. Sixteen cents would be an
increase of 13% in the flow charge.
The city's share of the Chaska inteceptor may require bonding depending on
the payment schedule and this issue will be coming before Council soon.
Storm Drainage Rates
The upper valley project is commencing its next (final?) phase. The billing
of the special benefit charge to that drainage basin has not yet started. Staff
considered recommending that billing for that project start as of 1/1/94 but
needs to give more reasearch effort into the billing structure before bringing
it to council. The existing staff in the Engineering and Finance Departments may
not be able to handle this work load in the time frame necessary for a 1/1/94
implementation. The majority of parcels involved are residential and are
currently receiving annual bills at the start of the year due to the small size
of the bill. Starting the special benefit charge for the upper valley will make
these quarterly bills. In order not to duplicate the city wide part of the
annual charge, the billing change should start in January.
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TO: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: Underground Fuel Storage Tank Replacement
DATE: August 2, 1993
Introduction
Council directed that early replacement of the underground fuel
storage tanks be explored as an alternative to paying the insurance
premium for additional coverage for fuel leaks.
Background
The city currently has five underground fuel storage tanks. They
are:
10,000 gallons - gasoline
5, 000 gallons - gasoline
5, 000 gallons - gasoline
3 , 000 gallons - diesel
500 gallons - drain oil
The 10, 000g tank originally was for leaded gasoline and the
two 5, 000g are paired for unleaded. All three are now used
for unleaded gasoline. The usage of gasoline has decreased in
recent years as more vehicles and equipment are purchased with
diesel motors and the conversion to propane fuel for higher
usage vehicles. There is usually a price break if fuel is
purchased in transport quantity which is 8, 000 8,500
gallons.
The tanks currently meet the applicable requirements but need to be
replaced by 1997 . As the tanks age, the possibility of a leak
increases. Underground tanks have to be removed within one year of
being taken out of service.
The state petrofund will pay 90% of cleanup costs and the insurance
coverage just obtained covers the remaining 10%. However, the
legislature changed the rules and now the 90% coverage just applies
to the first $250,000 of costs and then it is 75% for the balance.
The League Insurance Trust will be addressing the change in policy.
A quotation was obtained from Westside Equipment to get an idea of
the cost to install above ground tanks. Above ground tanks enable
leaks to be identified sooner and are double walled tanks or are in
containment areas to prevent the spread of leaking fuel. Depending
on the type of installation selected, the cost could range from
$55, 000 to $95, 000, plus the removal of the old tanks which would
probably be about $15, 000. The cost variance is a function of
quality, safety and appearance.
Several other cities are or have recently changed over their
storage tanks. Chanhassen is in the bid process currently.
Council could probably fund this out of the Capital Equipment Fund
if it is considered equipment, the General Fund or possibly the
Capital Improvement Fund. The new fuel charge out system purchased
by the city should not require material modifications for a tank
change out.
Alternatives
1. Replace underground tanks with new double wall steel
underground tanks.
2. Replace underground tanks with new fiberglass underground
tanks.
3 . Replace underground tanks with new above ground single wall
steel tanks.
4. Replace underground tanks with new above ground double wall
steel tanks.
5. Replace underground tanks with new above ground vaulted tanks.
6. Remove underground tanks and do not replace - utilize private
service stations.
7 . Status quo until 1997.
Recommendation
Alternative number 4 or 5. The recommendation of the vendor was
for vaulted tanks because it is the safest and least objectionable
appearance. The city's tanks are located in an area close to
residential structures. This option is also the most expensive.
Therefore, staff recommends going out for bids to replace the tanks
with options for double walled tanks and for vaulted tanks.
Action
Move to direct staff to prepare specifications and obtain bids for
the repnent of all of vaulted tanks he with an optiongtanks
above grourou
for double walled tanks.
memo\fueltank
TO: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: Internal Service Fund
DATE: August 2, 1993
Introduction
Council has begun discussion but has not taken action to put closure on the 5
Year Capital Equipment List (5 YCEL) . Council may wish to change the criteria
for items included in the list and\or the funding method.
Background
The 5 YCEL is funded by the Capital Equipment Fund. The Capital Equipment Fund
(CEF) has one reason for existing. That reason is to shelter the fund balance
from state scrutiny of the balance in the general fund. There is concern that
the state will reduce state aids or taxing ability because there is too much fund
balance on hand in the General Fund and to counter that concern, the Council has
shifted money to the CEF from the General Fund. The concern on state review has
shifted to also include the Special Revenue Fund type (includes the CEF) as well
as the General Fund.
A second reason for having a CEF sometimes given is to even out the draw on
General Fund resources or tax levy impact for large equipment purchases.
However, the general fund - fund balance, reserved or unreserved can function the
same way. Also, once the existing CEF fund balance is drawn down and either
revenues are increased or expenditures decreased to be equal, or certificates of
indebtedness are used for financing, the CEF is no longer needed to serve this
function and becomes just an administrative exercise.
Based on the current projections of revenues and equipment purchases, the CEF
will run out of money in 1996. Some factors that can impact this situation are:
1. Raise the threshold for an item to be funded by the CEF. The current
floor is $5,000. The smaller items tend to not have a major impact on the
yearly fluctuations in expenditures. The larger items such as fire
trucks, dump trucks, graders, loaders, etc. cause the concern. Therefore,
a floor in the $20,000 to $25,000 range would be sufficient to serve the
purpose of evening out the impact on General Fund resources.
The current revenue stream for the CEF is about $200,000 per year. The
main sources are the SPUC contribution over the minimum required and
interest income. This revenue stream by its self simply does not cover the
larger purchases.
2. Similar to number 1 above, another choice is to narrow the scope of
the equipment types to be funded rather than the dollar amount
restriction. The types to be covered would be fire trucks, dump trucks,
graders, loaders, etc. Again, the revenue stream by its self will not
support these large purchases.
3. Having a CEF would serve no beneficial purpose when using certificates
of indebtedness to augment the revenue stream. The debt proceeds would be
placed in the General Fund as an other financing source and the debt
payments would come out of a debt service fund.
4. Transferring general fund - fund balance that is over the target fund
balance level to the CEF does nothing to even out the impact of purchases.
The only purpose of such an action is to shelter the fund balance from the
state. To the extent that the state looks at special revenue funds also,
such an action is fruitless.
If the state is going to look at fund balances in the special revenue funds
similar the way it may look at general fund - fund balances, and if council wants
to shelter such fund balance from the state, then it should move the fund balance
to either:
1. A debt service fund to reduce the tax levy and\or pay off bonds.
2. A capital projects fund to pay project costs or put in the CIF for
future use.
3. Set up an internal service fund for ongoing equipment purchases and
use the amount transferred in to provide set up funding and\or write down
of equipment rental costs in the general fund. This would be in line with
the 1992 auditors recommendations.
Alternatives
1. Status Quo.
2. Raise threshold for items in the 5 YECL to $10,000.
3. Raise threshold for items in the 5 YECL to $20,000.
4. Change the criteria for the 5 YECL to be for buying vehicles and major
equipment such as graders, loaders, etc.
5. Close out the CEF as a special revenue fund and establish an internal
service fund with all of the SPUC contribution going to the General Fund.
Recommendation
If Council is as concerned as the auditors about sheltering fund balances from
state overview, then the Capital Equipment Fund should be converted into an
internal service fund which is funded by the departments renting equipment from
it.
Otherwise, due to the funding levels projected for the CEF, it is recommended
that the types of items bought through the fund be restricted to vehicles and
large items of equipment.
Action Requested
Discuss and give staff direction.
budget\other94\celmem72
*10
TO: Dennis R. Kraft, City Administrator
FROM: Gregg Voxland, Finance Director
RE: Equipment Maintenance Sinking Fund
DATE: July 6, 1993
Introduction
Council indicated an interest in creating an equipment maintenance "sinking fund"
to provide for the replacement or major repair of such items as HVAC for city
buildings.
Background
Perceived pros and cons of setting up a "sinking fund" for major equipment
maintenance and repair of city buildings include:
Pro:
1. Even out budget/cost impact on General Fund.
Con:
1. Another fund or pocket for the financing of city operations is
confusing to the public and sometimes confusing to Council and staff.
2. A government entity should have the minimum number of funds needed or
required to operate. "Governmental units should establish and maintain
those funds required by law and sound financial administration. Only the
minimum number of funds consistent with legal and operating requirements
should be established, however, because unnecessary funds result in
inflexibility, undue complexity, and inefficient financial
administration." Governmental Accounting, Auditing And Financial
Reporting. GFOA 1988.
3. Council has given direction to staff to budget for the scheduled
replacement of more items before they fail and present an emergency
situation. This should reduced the need for a "sinking fund".
4. Such a fund does not have a defined source of revenue. It is
understood that funding would come from transfers in from the General Fund
which are not a "revenue source" but are instead an other financing
source. As such, classification as a special revenue fund type would not
be appropriate.
It clearly would not be a debt service fund or an enterprise fund.
Capital projects funds are defined as being for "the acquisition or
construction of major capital facilities". The cost of replacement of
building equipment is very minor compared to the cost of the building and
as such is just not within the scope of a capital projects fund type.
Internal service funds provide a service or good to other funds within a
government and charge for that service. Renting a HVAC unit over 15 or 20
years presents an administrative effort far in excess of the benefits to
be achieved. An internal service fund would not be appropriate as funding
is by transfers in.
5. Experience over the past 15 years has not shown that replacement of
building equipment caused a serious budget problem for throe general
ound.
This would be a legitimate use of the contingency appropriation
additional appropriation utilizing fund balance in the General Fund.
6. I would consider the replacement of an HVAC unit to be a maintenance
cost and therefore should be a General Fund cost.
Alternatives
1. Status quo. Replacement of HVAC units is a General Fund cost from either
annual budget appropriations, contingency or additional appropriation of
fund balance.
2. Keep costs within the general fund but increase the contingency an
additional amount for HVAC replacement.
3. Set up a "Building Equipment" capital projects fund supported by transfers
in from the general fund as determined by Council.
4. Set up a "Building Equipment" capital projects fund supported by annual
fees charged to general fund departments.
5. Set up a portion of the fund balance in the general fund as a reserve for
building equipment replacement.
6. Set up a "Building Equipment" internal service fund supported by annual
fees charged to general fund departments.
Recommendation
Alternative number 1 or 2. There has not been a budget problem in the past
because of this type of situation. The estimated costs in relation to the total
general fund budget and fund balance are minor. Based on the above information,
the benefits to be derived do not warrant another fund.
Action Requested
Move to maintain the current method of paying for building equipment maintenance
and replacement via the departments budget and/or contingency appropriation.
other94\hvacfd