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08/27/1996
TENTATIVE AGENDA SHAKOPEE, MINNESOTA CITY COUNCIL TUESDAY, AUGUST 27, 1996 Mayor Jeff Henderson presiding ADJOURNED REGULAR SESSION: 1] Roll Call at 4:00 P.M. 2] Effective Date of Acting Community Development Director Pay 3] Other Business: a] b] 4] Adjourn BUDGET WORKSESSION: 1] Roll Call following the adj.reg.session 2] 1997 Budget input from Jackson and Louisville Townships 3] 1997 Budget continued from August 13, 1996 (bring budget materials from 8/13 meeting) 4] Next meeting date 5] Adjourn Mark McNeill City Administrator C914- 02- CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Acting Community Development Director Pay DATE: August 22, 1996 INTRODUCTION: The Council is asked to affirm the effective date for the interim increase in pay for the Acting Community Development Director. BACKGROUND: The attached memo was included in your packet when Michael Leek was appointed as Acting Community Development Director at the Council meeting on August 20th. One issue for which there is some miscommunication on my part was when this would take effect. I had been told by other staff members that the standard practice for increased pay was for that to be effective after he had been in the newly appointed position for 30 days. Michael's information from Paul Bilotta that he shared with me following the meeting was that the increase took effect immediately(at least in Paul's two acting positions). By virtue of the fact that we hope to have this position filled within 60-90 days, an increase in pay for Michael Leek effective August 21st is asked to be considered at the Special Meeting on August 27th. BUDGET IMPACT: The net increase in pay for the 30 days in question is $274.50, plus benefits. RECOMMENDED ACTION: I recommend that Michael Leek's increase in salary to $47,735 be effective August 21st. ACTION REQUIRED: If the Council concurs, a motion to that effect should be made. Mark McNeill City Administrator MM:tw i v 'U ✓�l. CITY OF SHAKOPEE I Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Appointment - Acting Community Development Director DATE: August 15, 1996 INTRODUCTION: The Council is asked to appoint Michael Leek as Acting Community Development Director. BACKGROUND: The resignation of Paul Bilotta has left the Community Development Department without a Director. As such, a interim should be appointed. N ichael Leek, Planner II has been with the City for approximately 3 months. He is the logical one to serve as the Community Development Director. COMPENSATION CONSIDERATIONS: The recent past practice has been to increase the pay of the individual who is the interim to the bottom step of the acting position, if that is an increase. This takes effect after the individual has served in the promoted capacity for 30 days. Michael Leek is currently paid $39,500. The Council will recall that the Community Development Director pay to be advertised has been upgraded from that at 96 points, to one of 113 points. Step 1 of the new range is $49,945; the old range was $42,431. I suggest that step 4 of the old range ($47,735)be authorized. From a financial standpoint, it is intended that the Community Development Director position will be filled fairly soon; therefore, the impact to the City should be minimal; however, Michael Leek does need to be recognized for the additional responsibility. Note that this was also the same pay that Mr. Bilotta was receiving annually. RECOMMENDATION: I recommend that Michael Leek be appointed as Acting Community Development Director, effective August 21st at an annual rate of pay of$47,735, during the time that he is serving in the interim capacity. ACTION REQUIRED: If Council concurs, it should, by motion, designate Michael Leek as Acting Community Development Director, at the pay range recommended. illwAhLtk Mark McNeill City Administrator MM:tw cu CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Planner I Hire DATE: August 27, 1996 INTRODUCTION: The Council is asked to authorize the hiring of Jared Andrews as Planner I. BACKGROUND: Council previously authorized the advertisement for the filling of a Planner I position. Through Scott County Personnel, a list of ten semi-finalists was provided. That was narrowed to three finalists who were interviewed. After completing that process, staff made a tentative offer to Jared Andrews. Mr. Andrews is currently the City Planner for Hiawatha, Iowa, a suburb of Cedar Rapids. He also has internship experience with the City of Peoria, Illinois, and Plymouth, Minnesota. He demonstrates a good knowledge of metropolitan area development issues, and a wide variety of background knowledge. He has a Bachelors Degree in Community and Regional Planning from Iowa State University, and has completed 12 credit hours of graduate work in Planning. BUDGET IMPACT: Mr. Andrews would begin at the Step 1 salary of$32,933. As this is not a department head level position, no moving allowance or other expenses were negotiated. Mr. Andrews was extended the offer contingent upon his successful passage of a pre-employment physical, and Council authorization. He plans to begin Monday, September 23rd. RECOMMENDATION: We recommend that Jared Andrews be hired as Planner I for the City of Shakopee. This is an "add" to the August 27th meeting so that he may give his current employer as much advance notice as possible. ACTION REQUIRED: If the Council concurs, it should, by motion, affirm the hiring of Jared Andrews as Planner I at Step 1 of the Planner I position pay range, effective September 23, 1996. Mark McNeill City Administrator MM:tw CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: August 27th Budget Review Meeting DATE: August 23, 1996 The August 27th City Council worksession will begin at 4:00 PM. The order of consideration is as follows: a] Meet with Township officials(Mark Huge, Mark McQuillan) (45 minutes) b] Mark McQuillan-Parks&Recreation c] Michael Leek\Mark McNeill - Community Development/EDA d] Bruce Loney-Public Works e] Judy Cox- City Clerk f] Gregg Voxland -Finance, General g] Mark McNeill - Administration, Legal Box lunches will be served approximately 5:30 PM. Vud2 ltfuLau Mark McNeill City Administrator MM:tw rJ' FIRE SERVICE AGREEMENT This agreement, made and entered into this //1a day of ) , 1994, by and between the City of Shakopee, a municipal corporation in Scott County, Minnesota, with offices located at 129 S. Holmes St . , Shakopee, MN 55379, hereinafter referred to as the "City" , and the Township of Jackson, a governmental subdivision in Scott Count , lyi g adja ent to the City of Shakopee, with offices at 10.6ri/ , herei ' fter referred to as the "Township" . WHEREAS, the Township deems it advisable to have available for the benefit of its residents, services of the Fire Department of the City, and WHEREAS, pursuant to law, the electors of the Township have provided a fund for such services, and WHEREAS, the City has authorized its Mayor, City Administrator, and City Clerk to enter into a contract with the Township for the purpose of furnishing such fire services . NOW, THEREFORE, IT IS MUTUALLY AGREED BY AND BETWEEN THE CITY OF SHAKOPEE AND THE TOWNSHIP OF JACKSON AS FOLLOWS: 1 . That the Fire Department of the City will answer any and all fire calls for any area within the Township. Unless otherwise engaged or prevented by reasons or causes beyond control of the City and its Fire Department, the Fire Department will respond to such calls with suitable fire- fighting apparatus manned by at least three members of the Shakopee Fire Department who will render assistance in the saving and preservation of life and property within the Township during the life of this contract . 2 . In consideration of these services, the Township will pay a stand-by fee to the City for such services each year during the life of this contract . The stand-by fee shall be the Township' s proportionate share of the costs of operating the City' s Fire Department for that calendar year. Such costs will include the costs included in the City' s General Fund Budget including officer salaries and the cost of operation and maintenance of a second fire station (but not the cost of acquiring the land or constructing the fire station) , less any firefighter salaries to be paid for actual fire calls, less any expenses for motor fuels and lubricants and less the ambulance subsidy. The stand-by fee will be determined on the basis of each participating governmental unit' s assessed valuation, including mobile homes, before the fiscal disparities contribution and before tax increment adjustments . The stand-by fee for each unit shall be that unit' s percentage share times the total costs as described above . The stand-by fee for each year will be adjusted to reflect actual costs of operation for the prior year. 3 . The Township also will pay to the City a call-out fee which shall be determined by multiplying the Fire Department hourly billing rate times the average number of fire call hours of service provided to the Township over the previous three years . Each call is a minimum of one hour and the length of the call increases in one hour increments. The hourly billing rate for 1994 shall be $196 . 00 per hour and is designed to recover the variable cost of fuel and hourly wages . The hourly rate is subject to future adjustment by the City. 4 . The Township will pay the total fee in two equal installments . The total fee for each year will be determined in February by the City' s Treasurer and notice of the total fee will be mailed to the Township along with a copy of the City' s Fire Department Budget. The first payment shall be due 30 days after invoice or on July 1 of each year, whichever is later. The second payment also shall be due 30 days after invoice, or on December 1 of each year, whichever is later. If payment is not made by such date, this contract shall automatically be null and void on the following day. 5 . It is mutually understood that at times weather and road conditions can and will interfere with the rendering of fire services, and the Fire Department also could be previously engaged, and in which event failure to furnish the service described herein shall not be taken to be a breach of this agreement, nor shall the City be liable on account of such failure to provide fire service . 6 . The duty to provide service is to the public generally and not to specific groups or individuals . 7 . Firefighting tactics are within sole discretion of the Fire Chief and Firefighters. 8 . The Township for itself and its inhabitants will defend, indemnify, and hold the City harmless from any and all claims, actions or causes of action that might or could arise by virtue of the terms of this agreement and any failure, omission or malfunction hereunder. 9 . This contract shall continue in force and effect until terminated by either party upon advance written notice . The City shall give five years' notice prior to terminating this contract; the Township shall give one year' s notice prior to terminating this contract . 10 . This contract shall be reviewed on an annual basis by both parties and may be amended 4n writing by mutual consent . FIRE SERVICE AGREEMENT CW)T is agreement, made and entered into this day of , 1994, by and between the City of Shakopee, a municipal corporation in Scott County, Minnesota, with offices located at 129 S . Holmes St . , Shakopee, MN 55379, hereinafter referred to as the "City" , and the Township of Louisville, a governmental subdivision in Scott County, lying adjacent to the City of Shakopee, with offices at 956 West 150th Street, Shakopee, MN 55379, hereinafter referred to as the "Township" . WHEREAS, the Township deems it advisable to have available for the benefit of its residents, services of the Fire Department of the City, and WHEREAS, pursuant to law, the electors of the Township have provided a fund for such services, and WHEREAS, the City has authorized its Mayor, City Administrator, and City Clerk to enter into a contract with the Township for the purpose of furnishing such fire services. NOW, THEREFORE, IT IS MUTUALLY AGREED BY AND BETWEEN THE CITY OF SHAKOPEE AND THE TOWNSHIP OF LOUISVILLE AS FOLLOWS : 1 . That the Fire Department of the City will answer any and all fire calls for any area within the Township. Unless otherwise engaged or prevented by reasons or causes beyond control of the City and its Fire Department, the Fire Department will respond to such calls with suitable fire- fighting apparatus manned by at least three members of the Shakopee Fire Department who will render assistance in the saving and preservation of life and property within the Township during the life of this contract . 2 . In consideration of these services, the Township will pay a stand-by fee to the City for such services each year during the life of this contract . The stand-by fee shall be the Township' s proportionate share of the costs of operating the City' s Fire Department for that calendar year. Such costs will include the costs included in the City' s General Fund Budget including officer salaries and the cost of operation and maintenance of a second fire station (but not the cost of acquiring the land or constructing the fire station) , less any firefighter salaries to be paid for actual fire calls, less any expenses for motor fuels and lubricants and less the ambulance subsidy. The stand-by fee will be determined on the basis of each participating governmental unit' s assessed valuation, including mobile homes, before the fiscal disparities contribution and before tax increment adjustments . The stand-by fee for each unit shall be that unit' s percentage share times the total costs as described above . The stand-by fee for each year will be adjusted to reflect actual costs of operation for the prior year. 3 . The Township also will pay to the City a call-out fee. Each call is a minimum of one hour and the length of the call increases in one hour increments . The hourly billing rate for 1994 shall be $196 . 00 per hour and is designed to recover the variable cost of fuel and hourly wages. The hourly rate is subject to future adjustment by the City. The Township also shall pay a $10 . 00 service fee for each fire call . 4 . The Township will pay the total fee in two equal installments . The total fee for each year will be determined in February by the City' s Treasurer and notice of the total fee will be mailed to the Township along with a copy of the City' s Fire Department Budget . The first payment shall be due 30 days after invoice or on July 1 of each year, whichever is later. The second payment also shall be due 30 days after invoice, or on December 1 of each year, whichever is later. If payment is not made by such date, this contract shall automatically be null and void on the following day. 5 . It is mutually understood that at times weather and road conditions can and will interfere with the rendering of fire services, and the Fire Department also could be previously engaged, and in which event failure to furnish the service described herein shall not be taken to be a breach of this agreement, nor shall the City be liable on account of such failure to provide fire service. 6 . The duty to provide service is to the public generally and not to specific groups or individuals . 7 . Firefighting tactics are within sole discretion of the Fire Chief and Firefighters . 8 . The Township for itself and its inhabitants will defend, indemnify, and hold the City harmless from any and all claims, actions or causes of action that might or could arise by virtue of the terms of this agreement and any failure, omission or malfunction hereunder. 9 . This contract shall continue in force and effect until terminated by either party upon advance written notice. The City shall give five years' notice prior to terminating this contract ; the Township shall give one year' s notice prior to terminating this contract . 10 . This contract shall be reviewed on an annual basis by both parties and may be amended in writing by mutual consent . 2 Executed the date and year first above written. The Township of Louisville The City of Shakopee is/d��y By (Y.(?au,u4-1- Chairman Mayor=J i By `��,-�� By ' C1 City A minis r r By lu . i City erlc [KFIRESRV] 3 Executed the date and year first above written. The Township of Jackson The City of Shakopee - V1.)-2e,(2 )(64 By /2A►P. '6 Wite74) BY .s ._ Chairman Mayo By 0 414) By AL d 11 Jerk City Admini r-tor BygyCity Jer (KFIRESRV) 3 Attachment#1 ADMINISTRATIVE POLICY NO. 238 Jackson Township Recreation Contribution Policy 1. In 1995, Jackson Township will pay the City $10.00 for each recreation activity that their residents participated in between January 1, 1995 and July 31, 1995. Jackson Township will be invoiced by the City accordingly. 2. Effective August 15. 1995 and continuing through December 31, 1997 1998, Jackson Township will pay the City of Shakopee $40.00 for rich recreation activity that their residents ages 3-8 j.and over _ : • - •-• _ _ _•.;. •. will be directly assessed a $21.00 non- resident activity fee at the time of program registration. 3. _-- Beginning August 15, 1995 and continuing through December 31, 1997 1998, Jackson Township will pay to the City of Shakopee $21.00 for each Jackson Township participant age 4-7- 15 and under who participates in A City recreation program. The Township will be invoiced by the City accordingly. 4. By February 15th of each year the City will send Jackson Township officials a list of recreation program participants indicating what activities they participated in during the previous year and send an invoice for the appropriate amount. 5. The Jackson Township contribution policy outlined herein shall remain in effect through December 31, 1997 1998. Attachment 42 RESOLUTION NO. 4283 A RESOLUTION AMENDING RESOLUTION NO. 4143 ADOPTING THE 1995 FEE SCHEDULE WHEREAS, the City Council has adopted a Fee Schedule for the fiscal year, and WHEREAS, changing conditions and circumstances warrant amending the Fee Schedule. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA,that the 1995 Fee Schedule is hereby amended by adding the following: The non-resident fee of$21.00 per participant for Jackson Township residents (Ages 15 and under)will be covered by the Jackson Town Board effective August 15, 1995. Adopted in regular session of the City Council of the City of Shakopee, Minnesota,held this 5th day of September, 1995. Mayor of the City of Shakopee Al IJST: City Clerk Approved as to form: City Attorney r City Shakopee Projected Fire Service Shared Costs 8/5/96 Print date 8/7/96 1995 1995 1996 1997 Budget Actual Budget Est. Budget Personnel 167,280 141,965 164,970 178,630 Supplies&Services(w/o ambul) 228,460 204,043 253,700 270,360 Capital(w/o big trucks) 14,500 11,740 0 0 Subtotal 410,240 357,748 418,670 448,990 Less Fuel (3,200) (2,968) (3,300) (4,000) Less pre 95 truck rent (125,760) (125,760) (140,994) (125,762) Less Total Wages (111,000) (111,000) (109,100) (122120) Plus Officer Salary 16,420 16,420 16,420 16,420 Subtotal 186,700 134,440 181,696 213,528 Add 1993 ladder(1994 Aerial) 109,755 109,755 109,755 109,755 Interest 26,341 26,341 19,756 13,171 Add 1992 pumper 45,000 45,000 45,000 0 Interest 5,400 5,400 2,700 0 373,196 320,936 358,907 336,454 Add prior budget overage 0 0 Less prior budget underspent (15,991) (52,260) 0 Total to allocate 357,205 320,936 306,647 336,454 City standby fee 328,433 295,085 283,460 311,013 Jackson standby fee 13,827 12,423 9,925 10,889 Louisville standby fee 14,945 13,428 13,262 14,551 City share of value 91.95% 91.95% 92.44% 92.44% Jackson share of value 3.87% 3.87% 3.24% 3.24% Louisville share of value 4.18% 4.18% 4.32% 4.32% City Value 14,787,822 14,787,822 15,568,580 15,568,580 Jackson Value 622,561 622,561 545,101 545,101 Louisville Value 672,925 672,925 728,400 728,400 16,083,308 16,083,308 16,842,081 16,842,081 CITY OF SHAKOPEE 1996 GENERAL FUND BUDGET DIVISION: FIRE ACTIVITY: Activity includes fire prevention, inspection, training, fire fighting hazardous material response and water and high level rescue. Maintenance of station and equipment on a 24-hour basis in order to insure the safety and protection of the City of Shakopee and Jackson and Louisville Townships. OBJECT DESCRIPTION: Description of lines items: Salaries - Temp 44 Fire Fighters. Supplies: No increase over 1996 for basic supplies. Includes Fire Fighting foam, radios $3,000, SCBA tanks $6,000, hazmat suits $3,500, hose $3,000, dive gear $2,000, high angle rescue ropes and fire fighter protective clothing $5,000. Equip. Maintenance: Increased by $3,500 to provide maintenance on aging SCBA (air Parks) , Tires $3,000. Rentals: Equipment Rental $146,400. CITY OF SHAKOPEE 1997 BUDGET Division Budget Object 12/31/94 12/31/95 12/31/96 Y-T-O DEPARTMENT PROPOSED Code Description ACTUAL ACTUAL BUDGET 06/30/96 REQUEST BUDGET as====a========SLS========================SSSS== =26W112=ZZZZZZ ===a===a=a== =====aaaaaaa ======aa=a=a =====a==a=aaa ======SSSS==a DIVISION 32 - FIRE 4101 WAGES FT REG 2,865 1,936 2,120 10 2,120 4102 OVERTIME-FT 911 2,306 2,000 619 2,000 4110 WAGES - TEMP 90,295 85,599 107,100 27,102 118,000 4121 PERA 169 190 180 28 180 4122 FICA 1,595 1,559 2,180 440 2,330 4124 FIRE PENSION 43,407 43,400 42,390 0 47,500 4151 WORKERS COMPENSATION 9,459 6,975 9,000 4,902 6,500 PERSONNEL SERVICES 148,701 141,965 164,970 33,101 178,630 4210 OPERATING SUPPLIES 10,980 12,652 33,550 20,236 35,550 4222 MOTOR FUELS & LUBRICANTS 3.035 2,968 3,300 1,711 4,000 4230 BUILDING MAINT 1.566 5,211 5,000 2.243 5,500 4240 EQUIPMENT MAINTENANCE 15,648 8,346 19,000 8,756 22,500 4310 PROFESSIONAL SERVICES 30,547 4,880 3,000 1,137 3,000 4320 POSTAGE 0 0 100 0 100 4321 TELEPHONE 1,730 1,664 2,160 719 2,660 4330 TRAVEL/SUBSISTENCE 1,257 4,815 2,200 6,235 4,000 4350 PRINTING/PUBLISHING 135 0 650 0 650 4360 INSURANCE 18,672 20,319 22,000 0 22,000 4380 UTILITY SERVICE 9,448 10,807 9,240 5,930 12,500 4390 CONFERENCE/SCHOOL/TRAINING 7,986 6,155 11,000 4,284 10,000 4410 RENTALS 0 125,916 141,000 70,500 146,400 4433 DUES 195 265 1,000 0 1,000 4435 SUBSCRIPTIONS/PUBLICATIONS 187 45 500 20 500 SUPPLIES & SERVICES 101,386 204,043 253,700 121,770 270,360 4550 EQUIPMENT 597,270 11,740 0 2,765 0 CAPITAL EXPENDITURES 597,270 11,740 0 2,765 0 TOTAL FIRE DIVISION 847,357 357,748 418,670 157,637 448,990 sans:::: ===sass:: gss=ssasaas sa==ss=g=ssms CITY OF SNAKOPEE PROGRAM BUDGET WORKSHEET FOR THE YEAR ENDING 12/31/97 PROGRAM PROGRAM 321 324 MGT FIRE STATION NO. 2 TOTAL ================= == ss sssss s=assssSSSOss=ssssssstsssssssa ============================ Sassssssssisssnnssssssssssssss FIRE 4101 WAGES FT REG 2,120 0 2,120 4102 OVERTIME-FT 2,000 0 2,000 4110 WAGES - TEMP 118,000 0 118,000 4121 PERA 180 0 180 4122 FICA 2,330 0 2,330 4124 FIRE PENSION 47,500 0 47,500 4151 WORKERS COMPENSATION 6,500 0 6,500 Total PERSONNEL SERVICES $178,630 SO $178,630 4210 OPERATING SUPPLIES 33,550 2,000 35,550 4222 MOTOR FUELS & LUBRICANTS 4,000 0 4,000 4230 BUILDING MAINT 5,000 500 5,500 4240 EQUIPMENT MAINTENANCE 22,500 0 22,500 4310 PROFESSIONAL SERVICES 3,000 0 3,000 4320 POSTAGE 100 0 100 4321 TELEPHONE 2,160 500 2,660 4330 TRAVEL/SUBSISTENCE 4,000 0 4,000 4350 PRINTING/PUBLISHING 650 0 650 4360 INSURANCE 22,000 0 22,000 4380 UTILITY SERVICE 10,500 2,000 12,500 4390 CONFERENCE/SCHOOL/TRAINING 10,000 0 10,000 4410 RENTALS 146,400 0 146,400 4433 DUES 1,000 0 1,000 4435 SUBSCRIPTIONS/PUBLICATIONS 500 0 500 Total SUPPLIES & SERVICES 5265,360 $5,000 $270,360 TOTAL FIRE $443,990 $5,000 $448,990 ..sass 1997 1998 1999 2000 2001 Police Marked Patrol Cars 25,660 25,770 53,280 55,100 28,500 Automobiles (unmarked) 13,900 14,400 16,200 Fire Truck- Pumper 300,000 300,000 Truck-Telesquirt 350,000 Hover Craft 22,000 Utility/Personnel Vehicle 40,000 Engineering Pickup Truck 14,000 15,000 16,000 Street Single Axle Dump Truck/equip 75,000 80,000 1 Ton Pickup with Plow 20,000 Steamer 40,000 Front End Loader 120,000 Diesel-powered sidewalk plow 65,000 Snow Blower (for loader) 55,000 Park Large Tractor Mower(ieJake) 70,000 Garbage Truck 1 1/2 Ton 50,000 Bucket Truck 40,000 Small Mower w/cab and attachments 30,000 Sewer Fund 1 Ton Pickup with plow 30,000 Eductor 50,000 Storm Drainage Fund Tractor Loader/Backhoe 60,000 954,560 454,170 285,280 305,100 145,700 Fire 1997: Truck - pumper (300,000) . This is an addition to station 2 due to area growth and demand. The estimated cost of this unit has been increased from $260,000 to $300,000 this year to reflect cost increases. It is intended to purchase this unit late in the year and purchase the new pumper scheduled in 1998 together. This should reduce cost and give staff a truck with similar operating controls and maintenance parts. This unit will replace the 1973 Mack pumper. Truck - Telesquirt (350,000) . This truck was on the 1996 budget but cannot be delivered until 1997. 1998: Truck - pumper (300,000) . This is an addition to station 2 due to area growth and demand. The estimated cost of this unit has been increased from $260,000 to $300,000 this year to reflect cost increases. 1999: Hover Craft (22,000) . This will replace our present unit that will be 15 years old. It was purchased used and several years old. Improvements in hover craft design that are already available, will make the replacement unit more versatile, maneuverable, useable, and safer. The estimated cost of this unit has been increased from $20,000 to $22,000 this year to reflect cost increases. 2000: Utility/Personnel Vehicle (40,000) . This unit will be used for personnel transportation (fires, training, meetings etc. ) and also used to transport equipment and maintenance items between stations. In severe weather or other emergencies it will be used as a second officer/command vehicle. The estimated cost of this unit has been increased from $35,000 to $40,000 this year to reflect cost increases. CITY OF SHAKOPEE Memorandum To: Mayor and City Council Mark McNeill, City Administrator From: Mark McQuillan,Parks and Recreation Director Re: 1997 Parks and Recreation Budget Proposal Date: August 20, 1996 INTRODUCTION Attached to this memo is the Parks and Recreation Department's 1997 Budget Proposal. BACKGROUND Attachment A - The Budget Worksheets from the excel file. For the ease of comparison, I also included the 1996 Operating Budget for the Parks and Recreation Department. Page 1. 1996 Operating Budget Page 2. 1997 Proposed Operating Budget Page 3. Performa Operating Statement Page 4. Recreation Fund- Cash Page 5. Wage Projections for Staff Page 6. Projected Cost Analysis(shows projected revenues, expenditures, net cash flow and cost recovery rate). Attachment B-This is a narative report of major changes made to the budget. This includes: Page 7. Section 1 is an explanation of new Program Numbers (0754& 0755) Page 8. Section 2 is a breakdown of time spent of full-time staff in each program Pages 8-9-10. Section 3 is an explanation of revenues and expenses. Attachment C-The Activity/Discription Sheet. Page 11. An Actvity Discription of the Parks and Recreation Division Mark J. McQuillan Parks and Recreation Director 1997 BUDGET PROPOSAL FOR PARKS AND RECREATION FIRST DRAFT Program Program Program Program 750 751 752 753 Other Objec Description Benefits General Rec. Pool Ice Arena Total Progr Operating Revenue 3470 Memberships 12,500 22.000 12,500 47,000 3471 Daily Admissions 7,140 23,000 7,140 37,280 3471 Punch Card Purchases 2.500 2,500 5,000 3472 Lessons 10,000 3,000 13,000 3474 Ice Rental - Prime 110,000 110,000 7820 3477 Gymnastics 14,400 • 14,400 7800 3477 Youth Activities 37,650 37,650 7858 3478 Aerobics 25,000 25,000 7854 3478 Intramural Basketball 1,200 1,200 7855 3478 Intramural Volleyball 1,200 1,200 7850 3478 Adult Activities 39,500 39,500 3479 Concession Stand 9.000 7,500 16,500 3480 Vending Contract • 2.770 2,770 5,540 3480 Vending Machines 2.500 2.500 5,000 '1489 Township Contributions 4,350 4,350 - 3490 Other Rec. Fees 8,500 8,500 3491 Arena Advertising 5,000 5,000 3620 Skate Sharpening 1,000 1,000 3620 Pay Phones 500 500 1,000 3622 Cable Access Rental • 7,200 7.200 .3622 Rentals • 2,700 18.000 20,700 3622 Meeting Room Rental 500 500 3623 Contributions 2.000 2.000 Total Operating Revenue - 181,110 55,000 172,410 408,520 Operating Expenses 4101 Wages FT-Reg. - 152.510 5,860 45,620 203,990 4110 Wages-Temporary - 72,460 58,600 22,420 153,480 4121 PERA - 6,830 260 2,040 9,130 4122 FICA - 17,210 450 5,210 22,870 4131 Health & Life 20,530 20,530 4151 Workers Comp 11,760 11,760 4170 Compensated Absences 7,000 7.000 42,1,1 deratingSuplies • 18,500 7,250 8,000 33.750 4222 Motor Fuels & Lub. 2.500 15,000 7,500 25,000 4240 Equipment Maintenance 1,500 5,000 2,000 8,500 4250 Merchandise 5,000 5,000 10,000 4310 Professional Services - - 7,000 3,000 2,000 12,000 4320 Postage - - 2.250 250 2.500 4321 Telephone - 1,500 500 500 2,500 4330 Travel/Subsistence - 1,050 150 250 1,450 4340 Advertising - - 300 300 4350 Printing/Publishing • - 5,000 1,000 1,500 7,500 4360 Insurance - 10,500 6,000 7,500 24,000 4380 Utilities 30,000 12.000 55,000 97,000 4390 Conference/SchooUTraini - 1.050 300 250 1.600 4410 Rentals 300 300 600 4433 Dues - 700 700 4435 Subscnptions/Publication - 400 300 700 4438 Sales Tax 3,000 3.000 Total Expenses S 39.290 $ 331.260 S 123.670 $ 165.640 $ 659,860 Operating Cash Flow (39,290) (150.150) (68,670) 6,770 (251,340) Page 1 Program Program Program Program Program Program 750 751 752 753 754 755 Other Objec Description Benefits General Rec Pool Ice Arena Civic Center Park Admin. Total Progr Operating Revenue 3470 Memberships - 25,000 12,500 12,500 50.00: 3471 Daily Admissions - 20,000 15,000 35.00: 3471 Punch Card Purchases - 5,000 5,00: 3472 Lessons - 15,000 1,000 16,000 3474 Ice Rental- Prime - 205,000 205,000 Non-resident Fee 3,000 3,00C 3477 Youth Activities - 40,000 21000. 61,000 7800 3478 Aerobics - 10,000 10,000 7858 3478 Adult Activities - 41,000 3,000: 44,000 7854 3479 Concession Stand - 9,000 7,500 16,500 7855 3480 Vending Contract - 2,770 2,770 5,540 7850 3480 Vending Machines - 2,500 2,500 5,000 3489 Township Contributions • 4,350 4,350 3490 Other Rec. Fees - 8,500 8,500 3491 Arena Advertising - 5,000 5,000 3620 Skate Sharpening - 1,500 1,500 3620 Pay Phones - 500 500 1,000 3622 Cable Access Rental - 7,200 7,200 3622 Rentals - 2.700 10,000 3,000 15,700 3622 Meeting Room Rental - 500 500 3623 Contributions - 2,000 2.000 Total Operating Revenue - 102.050 74,270 248,270 77,200 - 501,790 Operating Expenses 0.4 0.05 0.15 0.25 0.15 4101 Wages FT-Reg. - 75,120 9,390 28,170 46,950 28,170 187,800 4102 Wages FT-OT 4110 Wages-Temporary - 15,000 58,600 24,760 59,560 157,920 4121 PERA - 3,370 420 1,260 2,100 1,260 8,410 4122 FICA - 6,890 5,200 4,050 8,150 2,160 26,450 4131 Health & Life 22,300 22,300 4151 Workers Comp 12,000 12,000 4170 Compensated Absences 7,000 7,000 Total Personnel $ 41,300 $ 100,380 $ 73,610 $ 58,240 $ 116,760 $ 31,590 $ 421,880 4210 Operating Supplies • 15,000 7,250 6,000 4,000 32,250 4222 Motor Fuels&Lub. 1,500 7,500 9,000 4240 Equipment Maintenance - 500 4,000 3,000 1,000 8,500 4250 Merchandise - 5,000 500 500 6,000 4310 Professional Services 7,000 2,500 1,000 25,000 5,000 40,500 4320 Postage - 3,000 250 3,250 4321 Telephone - 1,500 500 2,000 2,000 6,000 4330 Travel/Subsistence - 1,050 150 100 100 1,400 4340 Advertising - 100 1,000 1,100 4350 Printing/Publishing - 5,000 1,500 6,500 4360 Insurance - 10,500 2,500 150 9,000 22,150 4380 Utilities 10,000 62,000 34,000 106,000 4390 Conference/Sch00UTraini - 1,100 300 500 1,900 4410 Rentals - 300 6,850 7,150 4433 Dues - 750 100 850 Music in the Parks 3000 3,000 4435 Subscriptions/Publication - 200 200 400 4438 Sales Tax 1,000 2,000 3,000 Total Supplies& Servic $ - $ 48,900 $ 34,800 $ 90,650 $ 79,600 $ 5,000 $ 258,950 . 4550 Capital Expenditures - - 2,100 10,000 12,100 1,5-6,99b P ,ap 59,3aa /49,ago Ice/go _ x, 40 34,390 6v,920 CITY OF SHAKOPEE, MINNESOTA PROFORMA OPERATING STATEMENT- RECREATION FUND For the Year Ending December 31, 1997 1995 1996 1997 Actual Est. Est. Operating Revenue Memberships &Admissions 160 89,280 90,000 Activities 131,950 131,000 Concessions 27,040 27,040 Rentals 138,400 228,400 Fees 15,500 19,000 Miscellaneous 3,409 • Contributions 6.350 6.350, Total Operating Revenue 3,569 408,520 501,790 Operating Expense 4101 FT Salaries 6,720 203,990 187,800 4102 Wages- Overtime 124 4110 PT Salaries 2,100 153,480 157,920 4140 PERA 299 9,130 8,410 4141 FICA 684 22,870 26,450 4150 Health & Life 20,530 22,300. 4151 Workcomp 11,760 12,000 4170 Compensated Absences 469 7,000 7,000 4210 Supplies 463 33,750 32,250 4222 Motor Fuels&Lub. 25,000 9,000 4232 Equip. Maint. 8,500 8,500 4250 Merchandise 10,000 6,000 4310 Professional Serv. 2,661 12,000 40,500 4320 Postage 2,500 3,250 4321 Telephone 2,500 6,000 4330 Travel/Subsistence 1.450 1,400 4340 Advertising 300 1,100 4350 Printing &Repro 506 7,500 6,500 4360 Insurance 24,000 22,150 4380 Utilities 6,390 97,000 106,000 4390 Conference/SchooUTrain 1,600 1,900 4410 Rents 600 7,150 4420 Depreciation 80,000 120,000 4433 Dues 700 850 Music in the Parks 3,000 4435 Subscriptions/Publication 700 400 4438 Sales Tax 3,000 3,000 Total Expense 20,416 739,860 800,830 Operating Income (16,847) (331,340) (299,040) Interest Income 443 Net Income (16,404) 331,340 (299,040) Page 3 , - ' 1 CITY OF SHAKOPEE, MINNESOTA Refuse Fund Operating Cash Budget For the Year Ending December 31, 1997 1994 1995 1996 1997' • Actual Actual Est. Est. Operating Revenue Service Charges $511,763 $544,936 $550,000 $596,000 Interest Income 0 892 o o 511,763 545.828 550,000 590,000 , Operating Expense 4101 FT Salaries 1,851 2,164 2,600 ' 2,600 4102 FT Overtime 210 390 0 0 4121 PERA 92 115 120 120 • 4122 FICA 155 192 200 200 4151 Workcomp o 0 160 160 4210 Supplies 8,325 0 200 200 4310 Professional Serv. 10,061 13,635 16,000 18,000 4330 Travel/Subsistence 72 0 100 100 ' 4340 Advertising 1,393 2.066 1,500 11500 4350 Printing & Repro 602 44 1,000 1,000 4360 Insurance 0 100 100 250 4380 Utility Service 500,991 525,790 525,000 560,000 4390 Conferences 0 0 100 100 4433 Dues&Subscr. 0 0 150 150 4438 Sales Tax 903 870 1,000 1,000 4550 Capital Equip Total Disbursements 524.656 545.366 548.230 585,380 Net Cash Flow ($12.893) $462 $1.770 $4,620 =cm > < SIM Cash Balance $7,743 $9,513 $14,133 • •. ' • Wage Projections 1997 Budget 97 pay with 7.65% 4.48% 1997 1.5% Pavplan Title/Description step COL inc. FICA PERA • Non-union Director 4 $ 45,423 $ 3,475 $ 2,035 Non-union Facility Manager/Assist. 3 41,852 3,202 1,875 Non-union Rec/Arts Supervisor 7 36,383 2,783 1,630 Clerical Clerk Typist II 3 26,167 2,002 1,172 Clerical Customer Service Rep. 3 25,197 1,928 1.129 charge in park maint. 7,310 559 327 Charge in Govt. Bldgs 5,470 418 245 $ 187,802 $ 14,367 $ 8,414 Staff is proposing to upgrade the two Clerk/Typist I positions in the Parks and Recreation Dept.. The duties and responsibilities of one Clerk/Typist are similar to those carried out by a Clerk/Typist II position. The other Clerk/Typist is involved in duties that are similar to those of a Customer Service Rep. Many of her functions are similar to those done by the Customer Service Rep at City Hall. The proposed upgrades would not take effect until further review by management and union negotiations. 1996 Wage Scale Current: Clerk/Typist I Step 4 $11.9304 per hour Proposed: Clerk/Typist II Step 3 $12.394 per hour (Step 4) $13.7716 Proposed: Customer Service Rep. Step 3 $11.9351 per hour (Step 4) $13.2613 Page 5 Pojected population 97 13,500 1997 1997 Net Percentage Subsidy Budgeted Budgeted Revenues/of Expense per Program Expenses Revenues Expenses Earned capita Benefits 41,300 (41,300) 3.06 General Rec. 149,280 102,050 (47,230) 68.36% 3.50 Pool 108,410 74,270 (34,140) 68.51% 2.53 Ice Arena 150,990 248,270 97,280 164.43% (7.21) Civic Center 206,360 77,200 (129,160) 37.41% 9.57 Park Admin. 36,590 (36,590) 2.71 Net Subsid 14.16 250 000 c ..,,#.,•.,2., A.vk.�{c��� :ikx222::i:222:ii:22'2{;{::Jisis2#:•.':#::;£:Y::k:a�i:ss:2:'.•:�;:tJ��$::-�E :?:.}::},;..}::::,}:r•.:;2}}}}:•;•<:.}}.::ti•}:k{:}:;n••}�5}sktikk :. := ' ?£%''<t:?•:-::::.,-:.•.k;,- iY'k �t �:k2f' .}kkkk..,..;.}..:::.,};:?L .,;.2..,#..,.t..k :,,{,o> ,,,i,t. zY`,` .,,.}v�ti,•{t ,k•2�-Ya`y. t..,2 •tt y,�-,,��• �Ja ,G$:•k•:�ti:ittt•:::•n„tom.,•::.t}: •,Y £'^Y' ... +} . ::.kx• a t t k: •di222:•:?;?.;:::•:::::::.:::. .:..:•:::•}:vii{}{;k;:2;r`.:.:}:•}}•+: � .,•:. i titititi :{ ,2 ,,2 J Y;••:ilii2•:22,..•.,•:::••.,,�E:Eii;<•}•;•}}}:•'}iiii.$n.:.r::'` } 't#: £• •„.:F.,..,-.4 2°13' 00�� -.w .:k,..,,., k}t}Y y•.{.,1. {.,•,�-•:.k�v.:-..,...,,.......r. '•;S:i'w�r�: :kik?{:iY;:�hzik;o;::y...::.: .,..k}>+{.•::.,•::::•.::,•::::::•�•.:{•:-.,,,, `k s.::•22v '•3�`'• •o-�c'�•. x 2� •:;;fjk ,rSx?n::ik-.v{{.:v::<{•}::i•.v.}•}: :fw.�+ ..................... `.tikk,Wt.:...P. v}.v.}}Y•.nx;. :'}•?•}:t4!{:^$#:;tib{:1,,? %::::...,:::]:::•: 1; . ii :ti#. ,..:::*• .v» if }� r.::x t :-:'kms y�� :tit}.�t,,,,,;.tt:••.}+,:::.y....... ;.ti:k,.,,,ktit•: „-.k{. {:: \,v. :2•:{, •::.J#Y`kii: }$.;:ik�:kik•}>:„{{`.•};ik:k$..:,$,�?;`.2i ;u;$$;£t't;;: •.:-.�.}• •...x. J."•$kYfa##•.. :.,rj-, ..}. �{.: :fin. ..;:{.. k:::.. v..}}.. ::i{iiy$:;;:$;:;2.;:2.:}:;•.t••;�:;?$�#$$;:$rir<$##v:,vA. .,Y'�., 150,000 �:•. • - ':• } } vlk4'.�c :(:?:.::..}}....}.:;.}.,}.. iiiiil"::`:kn,•:::::::::::. ' .t:{.. C'^C:- ' +> J '+•t• '.` k ® cies <a: .til•... .v:.-Y� K•:.. :L V'r}iv �n:ti•:''ikiiiii:k:k<kkkkiti tiikti k•:v:}:L;:,+.,v,:;:k::$:::i<k fi:''$i i::,k'{� :vv}n <. . ,�^�: ,t2 ■Revenues .rr:. r•?�:•}xiikk}:•+,x;:.. }:2G^'>:;•�:K<'c.. , x.;y#}h. ,.t{...+.. r.:n: n t, .: :#t .. d°tiY}y:. �:/ /:� �:S n p( F-iL{:tiIXt • •i} ry:}i: ...{v.;:';�':}•-.ik'}�: n2... h}. ...nv:w••.v , }•?n,xv}•.r$•} v:....:...........' r.: .v :::*::::::::::::::::.:§e::::::::.::::: }, .... vvx.t ..{': :w::ixv ..;Q.,?,?i{�.k•:Siv 1 W VW x }h} 2`} , fi}:j;:•;h;;.$tix' ':.:V.4•.,i:i ':tip' h{$: r }i< k fit ti� .k{v!ii. {.;`. ..�::2£�: k+2!:.:k#'•^i;�•:... ,}:;2;:}';.}2}ki£ : ,` ,kKY,. ,lC•:::+$ ; :0 ✓ , --:: 50,000 l • k } ......... Benefits General Rec. Pool Ice Arena Civic Center Park Admin. Total estimated costs recovery rate for Department: 72.41% Page 6 ATTACHMENT B Section I-New Program Numbers The 1996 Budget shows four Program Divisions. They are: Bennefits(0750), General Recreation(0751), Pool (0752), and Ice Arena(0753). The 1996 General Rec Program (0751) includes a large portion of the Community Center's operations. The City Council expressed a desire to separate the operational costs of the Community Center from the rest of the parks and recreation's programs. Staff has added two new Program numbers in the 1997 Budget. They are: 0754 Civic Center and 0755 Parks and Recreation Administration. Below is a general definition of each Program Division. PROGRAM DEFINITIONS * 750 - Benefits Includes Health and Life Insurance, Workman's Compensation and Compensated Absences. * 755 - Park&Rec Administration Is the management of the department which includes: park planning and development, Community Center,Recreation Programs, preparation and supervision of the budget,public relations, providing professional advice to the Parks and Recreation Advisory Board and City Council, inter-departmental communications and committees, and staff training. (Many of these functions were handled by the former Community Services Director.) * 751 - General Recreation Includes the planning, organizing, staffing, directing and controlling a year round recreation program. This includes youth and adult sports,playgrounds activities,trips and tours and special events:Activities within this program budget are generally not held at the community center. * 752 -Pool Include the functions and operations at the outdoor municipal pool. The pool includes two waterslides,concession stand, shelter,bathhouse and pump house. Lessons are included in this budget. * 753 - Community Center Ice Arena Includes the functions and operations in the Community Center's ice arena. This budget includes ice rental, skating lessons, special events and part-time personnel. * 754-Community Center Civic Center Includes the functions and operations in the Community Center's civic center area. This would include all activities occurring in the gymnasium,walking track, gymnastics/aerobics room, locker rooms, cardiovascular and strength equipment areas,wrestling/multi-purpose room, Rotary Meeting room, office area and leased areas such as the Family Net and Cable Access Studio and part-time staff personnel. Page 7 Section II-Time Spent Breakdown According to Program Budget Below is an estimated breakdown of staff's time in the various program divisions. The 1997 Budget will reflect the total percentage of time fulltime staff spends with that program. The totals are shown at the bottom of the table. TIME SPENT BREAKDOWN ACCORDING TO PROGRAM BUDGET Park Adm. Gen. Rec. Pool Ice Arena Civic Center Benefit Salaries: 755 751 752 753 754 750 MARK 65% 20% 05% 05% 05% ---- RON 05% 15% 40% 40% ---- SHERRY 75% 05% --- 20% ---- JUDY 40% 10% 25% 25% ---- BARB 50% 10% 10% 30% ---- BUDGET%: 15% 40% 05% 15% 25% (Percentages are shown on the Operating Expenses line) Section III- Explanation of Revenues and Expenses and Major Expense Items Revenues DEPARTMENT REVENUES & ICE RENTALS In 1997, staff anticipates revenues for the Parks and Recreation Department to increase by $93,270 (19%). Ice rentals will account for 72%or$67,170 of the additional income. The 1996 Budget reflects a 6 month operation for the ice arena. The 1997 Budget will reflect a 10-11 month operation for the ice arena. Staff expects an overall increase in participation for all recreation programs and there may be increases in fees as well. Expenses UTILITIES Based on the first six months of operation, utilities will be slightly higher than what was budgeted for 1996. Staff is recommending an increase in the utility account from $85,000 to $96,000 for 1997. PROFESSIONAL SERVICES In 1996, a total of$12,000 was budgeted for professional services. (General Rec $7,000, Pool $3,000 and Ice Arena$2,000.) Staff expenses in professional services will exceed $21,000 by the end of the year. Computer services, cleaning services and bussing for trips are charged to professional services. Staff recommends increasing the professional services budget from$12,000 to $40,500 for 1997. This account will include the above services plus, maintenance contracts for the Community Center's heating and cooling systems and a park consultant for new parks. Page 8 PART-TIME PERSONNEL By expanding the hours of the ice arena,personnel costs will increase. However, the additional costs will be off-set by the additional revenue. Staff is also budgeting to open the Civic Center an hour earlier during the winter months. This will require adding a part-time in the mornings to open the facility. CAPITAL EXPENDITURES The $12,100 for capital expenditures includes a computer,two cardiovascular excercise machines and two pieces of strength equipment. PC Computer • The computer will be place in the office of the ice arena for scheduling purposes. The computer will be networked on the Community Center's file server. Estimated cost: $1100. Benefit: The computer will provide ice arena supervisors with a current listing of ice rentals and allow them to schedule available ice hours on evenings and weekends. Cardiovascular Equipment • Stairmaster Spinnaker Recumbent Bike. Est. Cost. $2,100 • Stairmaster Free Climber. Est. Cost$2,500 Benefit: An expanding membership base will have a tremendous impact on existing cardiovascular equipment. In order to reduse the waiting time during peak use hours, staff is recommending two more pieces of equipment. The two pieces of equipment being recommended are: Cybex Strength Equipment • Fly Machine Est Cost$2,800 • Multi-Hip Est. Cost$2,500 Benefit: The Community Center has a basic strength circuit arrangment. Body toning and improved strengthing are popular conditioning methods for personal fitness programs. Operators of fitness facilities need to upgrade and replace their equipment to retain and attract new members. The fitness program is targeted to adults who have the income to sustain this kind of operation. Without an adequate supply of useful and purposeful equipment, the fitness program will struggle. Unfortunately,the cardiovascular equipment and strength machines are located in separated rooms. Long range plans should include an area(room)that will encompass all the equipment. Page 9 MUSIC IN THE PARKS This is a new program being proposed for the first time. It is an activity involving outdoor band concerts in the parks during the summer months. The $3000 will be augmented with donations and grants. There is no revenue generated by this activity. The program is totally subsidized by other actvities in the enterprize fund. RECREATION PROGRAMS SUPPORTED BY TAXES AND OTHER PROGRAMS Music in the Parks, Warming House Attendants, Playground Special Events, Civic Center, Pool, Parks and Recreation Administration. Page 10 ATTACHMENT C Activity/Discrpition Sheet CITY OF SHAKOPEE 1997 Enterprise Fund Budget DIVISION: PARKS AND RECREATION ACTIVITY: Activity includes the administration of a year round comprehensive recreation, parks and leisure services program. The operations include the management of youth and adult activities, special events,public relations, volunteers, parks, trails and special facilities such as the outdoor pool, cummunity center, communty youth building and athletic complexes. OBJECT DISCRIPTION:,Discription of line items: Salaries: Director, Facility Manager/Asst. Director, Recreation/Arts Supervisor, Customer Service and Facility Scheduler. Salaries -PT Temp: Pool (35 ), Instructors(10),Actvity Leaders (15 ), Building Coordinators (13 ), Rinks Attendants (12 ). Supplies: Recreation supplies, office supplies, cleaning supplies, flowers, propane for ice resurfacer, & miscellaneous equipment. Professional services: Computer services, cleaning contract(Community Center), maintenance contract (heating & cooling systems), transportation for trips and tours, entertainers for playground events and park consultant. Utilities: Ice arena, Civic Center and Community Youth Building. Printing/Publishing: Publication of three brochures with Community Education. Music in the Parks: Three to four summer band concerts in the parks. Page 11 Wage Projections 1997 Budget • 97 pay with 7.65% 4.48% 1997 1.5% Pavplan Title/Description step COL, inc. FICA PERA • Non-union Director 4 $ 45,423 $ 3,475 $ 2,035 Non-union Facility Manager/Assist. 3 41,852 3,202 1,875 Non-union Rec/Arts Supervisor 7 36,383 2,783 1,630 Clerical Clerk Typist 0 3 26,167 2,002 1,172 • Clerical Customer Service Rep. 3 25,197 1,928 1,129 charge in park maint. 7,310 559 327 Charge in Govt. Bldgs 5,470 418 245 $ 187,802 $ 14,367 $ 8,414 Staff is proposing to upgrade the two Clerk/Typist I positions in the Parks and Recreation Dept.. The duties and responsibilities of one Clerk/Typist are similar to those carried out by a Clerk/Typist II position. The other Clerk/Typist is involved in duties that are similar to those of a Customer Service Rep. Many of her functions are similar to those done by the Customer Service Rep at City Hall. The proposed upgrades would not take effect until further review by management and union negotiations. 1996 Wage Scale Current: Clerk/Typist I Step 4 $11.9304 per hour Proposed: Clerk/Typist II Step 3 $12.394 per hour (Step 4) $13.7716 Proposed: Customer Service Rep. Step 3 $11.9351 per hour (Step 4) $13.2613 • Page 5 MEMO TO: Paul Bilotta, Acting City Administrator FROM: Fulton Schleisman, Building Official RE: 1997 Budget • DATE: July 2, 1996 The former Assistant City Administrator did not solicit budgetary input from Building Department staff during the last 3 years . Requests for staffing and equipment, submitted by the Building Official, did not typically advance beyond his office. Therefore, below please find a list of items Building Department staff needs to provide service to the public: (most of these were submitted earlier, as recently as January 31, 1996) 1 . Staffing With the recent addition of Steve Thorp we can keep up with work loads if as averaged the past few years . 2 . Vehicles We understand the decision made by City Council regarding cycled down squad cars . We have not seen any administrative plan to follow through on this directive . 3 . Communication Equipment a. A small cellular phone to provide a communication link between inspector, contractor, designer, SPUC, etc. and when out of City radio range. b. Improvement in the existing 2 way radio system. c. Direct outside line (s) to the Building Department Secretary. 4 . Computers a. Hardware and software for all employees comparable to that furnished to other City employees . b. Adequate time/funding for training and implementation. 5. Code Books, Publications Increase previous years entry by 30% to accommodate new employee . 6. Schools, Seminars, Conferences Increase previous years entry by 40% to accommodate new employee and additional flexibility of all employees to pursue professional advancement. FS/jms MEMO TO: Barry A. Stock Acting City Administrator FROM: Fulton Schleisman Building Official RE: Building Department Vehicles DATE: April 22, 1996 As you know, the current and expected workload will demand the highest- level of reliability from our vehicles . As noted in previous memos, the Building Department is in need of upgrading our vehicle situation. Therefore, I am proposing the following: 1 . Now. Order or purchase a new 4 wheel drive truck (specifications attached) to fulfill the requirements of conducting inspections in all weather and terrain conditions; to be assigned to Building Official . Current Building Inspector to continue driving existing 1990 Ford LTD (squad car) . New Building Inspector to be assigned existing 1989 Chevrolet S-10 Pickup. 2 . 1997 . Budget for and purchase a new 4 wheel drive truck, similar to specifications attached, to replace 1990 LTD. 3. 1998 . Budget for and purchase a new 4 wheel drive truck similar to specifications attached, to replace 1989 S-10 Pickup. I would hope that this procurement plan can be implemented so we can carry out our job duties in an efficient, safe, and professional manner. r Proposed Minimum Specifications For 4 Wheel Drive Truck: 1 . Chevrolet S-10, GMC Sonoma, Dodge Dakota or equal 2 . Extended Cab 3 . Automatic Transmission 4 . Air Conditioning 5. Estimated Cost - $18, 750 While the investment in these 4 wheel drive vehicles is substantially more than comparable 2 wheel drive models please note the following: 1 . While we seldom get stuck on job sites with 2 wheel drive vehicles, it is because we' re hesitant to drive in marginal soil or snow areas. When conducting 20+ inspections per day, extra walking time adds substantially to the workload. 2 . We conduct inspections in all weather, often before streets are plowed or on building sites where snowplowing is never done. Inspection vehicles are on the road every working day, regardless of road conditions. 3 . Depending on how long the trucks are kept by the City, much of the additional investment will be recovered at the time of sale or auction. FS/jms CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Budget Information- Community Development/ Legal/Administration/Mayor and Council DATE: August 26, 1996 COMMENT: LEGAL The current budget for the Legal Department is $260,000. Of that, $50,000 is allocated for the Indian Trust Law Suit, with $210,000 available for all other issues. Prosecution costs thru the SJPA are an unknown at this time. I believe a realistic annual number based on the number of cases to be opened may be $120,000. (That will be off-set by fine revenues -those have been conservatively set at $72,000 for FY 97, vs. $65,000 for the current year. It is my hope that Shakopee can get to the point where fine revenues exceed the cost of prosecution.) Of the remaining, there are some overhead costs built in to the Legal Department now; supplies and services that are committed are $10,000. There is also .5 of the Legal Secretary, which, along with fringe benefits (all of her health insurance built in to the Legal Department)would add another $23,000. Therefore, the total Legal Department overhead to remain is $33,000. The allocation available for general civil work should be seen as follows: $210,000 -$ 33,000- (supplies and services, and .5 Legal Secretary) $177,000 -$120,000 (prosecution costs) $ 57,000 available for general civil work See the attached memo regarding what other cities are paying for general civil work. My inclination at this time is to continue with the contract legal arrangement, and go out for quotes for that for a permanent status. If costs exceed what had been paid before, the in-house attorney concept can be revisited. Note that there are other legal fees being paid, for example, for Blocks 3 &4 work, lawsuits, etc. Those are items that are chargeable to projects. COMMUNITY DEVELOPMENT The budget for Community Development was put together by Barry Stock, and reviewed by Paul Bilotta and myself.. No changes are anticipated in staffing levels from what had been approved by Council previously: 1.0 Community Development Director 1.0 Economic Development Coordinator 1.0 Planner II 2.0 Planner I 5.0 Positions While it is on the agenda, there will be no discussion necessary of the EDA Budget at the meeting- this is a separate levy. Building Inspection Background memorandum from Building Official Fulton Schleisman, is attached for your information. ADMINISTRATION I have revised the budget that was prepared by Barry Stock. The major change is that instead of an Assistant City Administrator to be paid $53,039, instead to be an Administrative Assistant (listed as Administrative Aide) at $28,000. There will be further clarification on wages for this division at the worksession. The major expenditure change are professional services (up $7,000), and $17,000 for acquisition of a new copy machine for City Hall. MAYOR AND COUNCIL No major changes are anticipated in this division. The largest change will be an addition of $4,000 for postage, previously absorbed in other line items, and an increase of$5,000, for professional services. We look forward to discussing this with you at the budget worksession. Mark McNeill City Administrator MM:tw CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Legal Fees DATE: August 19, 1996 Just an update on some legal fees that you will see on upcoming claims lists: 1. Perkins Coie- Indian Trust We received two bills this week for this law firm, located in Washington D.C. They were for the following: March 3rd -May 31st $657.27 June 3rd - June 25th- $845.56 Perkins Coie represents the City on the litigation on the Indian trust land. They propose to set up a meeting to review this with the City Council when one of their attorneys is passing through the Twin Cities on September 9th. 2. Hoff Barry & Kuderer- Hentges Construction vs. City of Shakopee A bill in the amount of$1,284.04 was received for the period July 23rd - August 13th. This relates to the S.M. Hentges& Sons, Inc., vs. the City of Shakopee, in which Hentges alleges damages as a result of a contract dispute with the City. 3. Kennedy & Graven - General Municipal Counsel Billing received in the amount of$2,145.09, for the period July 15th- July 31st. This is for general legal assistance to the City. On an annual basis, that would equal approximately$47,000. 4. City Attorney Tail Insurance Also this week, I authorized a one year"tail" insurance coverage to be purchased in the amount of$1250. This had been requested by former City Attorney Karen Marty, who was concerned about exposure from potential lawsuits against her professionally, and personally(most specifically, Doug Bell) see attached. There is some question as to whether this was something that the City needed to purchase; however, after consulting with the League of Minnesota Cities insurance trust, I determined that the City is at even more exposure then is Ms. Marty if this type of coverage is not purchased. For that. reason, authorization was made-money is budgeted in the Legal Department Budget for that purpose. We will continue to monitor all of these items. Mark McNeill City Administrator MM:tw Attachment CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: FY 97 Budget-Legal Expenses DATE: August 9, 1996 A proposal of the Shakopee Legal Department budget is attached. Unless other decisions for that meeting go more quickly then I anticipate, it will likely not be discussed at the August 13th meeting. I also know that Councilor Zorn wishes to discuss the necessity of having an attorney attend City Council meetings; that should probably also be discussed at the same time as the Legal Department budget. The FY 97 Budget includes an in-house attorney, and .5 legal secretary. There has not been a decision, however, at this time on whether to go with consulting firm, or to hire to replace in- house. My inclination at this time, however, is to recommend a consulting attorney. No final decision needs to made at this time; however, for budget purposes, we must provide funding that would responsibly cover the alternatives. In comparison, budgets for surrounding communities of similar size are as follows: Savage General Legal $ 35,000 Prosecution(SJPA) $100,000 Consulting(labor, environmental) $ 10.000 $145,000 Savage also includes a line item for"reimbursables" which would be for such things as bonding for projects, etc. Note that the general legal, which includes litigation, has had the following history: 1993 - $24,000 1994 - $31,000 1995 - $35,000 , Budgeted 1996 - $37,000 Prior Lake General (including labor, litigation) Budgeted 97 $137,000 Prosecution (SJPA) $ 64.000 $201,000 The figure that was available for actual 1995 for general civil work was$132,000. Chanhassen General (including retainer) 1995 Actual $84,275 Note that Chanhassen has its prosecution work done by the County. The 1994 General Civil work amount was $74,970. If the Legal Department is not reestablished with in-house attorney, one-half the cost of the legal secretary will have to be absorbed elsewhere-the cost of her salary in the budget is approximately $16,000, plus fringe benefits. The other half of her position is already budgeted in the City Clerk's office. While final job assignments have not been determined, it is very evident that the general growth in activity within City Hall will easy absorb the other available time that this position has available. ( 1AWdk- Mark McNeill City Administrator MM:tw CC: Gregg Voxland CITY OF SHAKOPEE Memorandum TO: Mayor& City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director ° SUBJECT: 1997 Budget for Engineering and Public Works DATE: August 8, 1996 This memorandum is intended to provide additional background information in regard to the proposed budget changes for the Engineering and Public Works Departments. This memo will only address the major changes to the Engineering Division and the Street, Shop and Park Maintenance Division within the Public Works Department. The additional background for each division is as follows: Engineering Department Personnel: Personnel position changes are being recommended within the Engineering Department to better fit the job responsibilities and duties that are currently being done by employees. Currently the personnel positions of the Engineering Department are as follows: • (1) City Engineer • (1)Assistant City • (1)Engineering Tech. IV • (1)Engineering Tech. III • (2)Engineering Tech. II • (1) Secretary • (2)Engineering Interns - Temporary The City of Shakopee Engineering Department has been doing a number of projects in- house and providing 100% inspection on all improvement projects for several years. The Engineering Tech. IV position was previously classified as an Engineering Coordinator position and has been responsible for over seeing the public improvement projects and coordinating these projects with other agencies, utilities, developers and contractors on behalf of the City. Many other Cities that have the same similar set up and perform the amount of work that the City of Shakopee Engineering Department is performing will classify this position as a Project Coordinator position. It is being recommended that the Engineering Tech. IV position be reclassified to a Project Coordinator position and the point totals increase to same level as the Building Official position. Both of these positions have similar responsibilities in that they are responsible in seeing that the City ordinances and policies are implemented and projects are completed and acceptable to those policies and ordinances. Ray Ruuska has been with the City for 17 years and has been performing this duty for the City in this capacity for those 17 years. Essentially, Ray has been doing a Project Coordinator's work although his job duties has been classified as Engineering Tech. IV. John DeLacey has been the City's Engineering Tech. III for the past 10 years. Over these 10 years, John has increased his knowledge and experience in public works projects to a point that he is performing Engineering Tech. IV work. John is the lead CADD technician and has designed and inspected many of the public improvement projects over the last year and a half that I have been Public Works Director. It is being recommended that John DeLacey's job position be changed and salary adjusted to an Engineering Tech. IV position as currently these are the job duties he is performing. No additional full time employees were proposed in the 1997 Budget, however,there has been consideration given by Shakopee Public Utilities Commission (SPUC) in regard to the City performing inspection on watermain improvements. If an agreement can be done with SPUC in this matter, staff would propose a budge amendment, and at least one additional Engineering Tech. to assist with the additional inspection work on watermain improvements. The other major personnel was the wages for temporary employees such as Engineering Interns was increased as the per hour rate needed to attract these candidates has been increasing in the Metro area. Public Works Department Street Division Personnel: • Maintenance Foreman position changed to Public Works Supervisor • Lead person position created to assist the Public Works Supervisor in the Street Division • One additional maintenance position added to the Street Division Supplies and Services: • Public Works site landscaping of outside storage yard- $9,500.00 • New computer and software for operations for the Street, Shop and Park Divisions • Radio system upgrades • Drug testing of Public Works employees • Increased amount of utility service due to six new traffic control signals on County and State highways The major change is in the organizational structure of the Public Works Department. Currently, the Public Works Department has a maintenance foreman, 10 maintenance worker positions and two shop mechanics with the Public Works Director's time at 30% allocated for public works activities. Previously, before the Public Works Department was placed under the City Engineer, the Public Works Department had a Public Works Superintendent and Maintenance Foreman to supervise the department. Harry Pass has been with the City for over 28 years and in many of those years has been the Maintenance Foreman. When the Public Works Superintendent position was eliminated, the Maintenance Foreman position assumed many of those duties. Harry has indicated that he will be retiring at the end of this year. With his retirement, it would be an appropriate time to look at the organizational structure as the City has grown through the years and is scheduled for continued growth in the near future. Attached to this memo is an organizational chart for 1995 and proposed 1997 for the Engineering and Public Works Department. The main reasons to change the organizational structure in the Public Works Department is to provide a chain of command and supervisory personnel to perform the work in the Public Works Department. Additional supervisory personnel will provide a chain of command when the Public Works Supervisor is absent and will also provide assistance to the supervisor in carrying out the duties for a growing organization. The Public Works Department currently has 10 maintenance workers with an additional worker budgeted proposed in 1997. It is being proposed to add one permanent maintenance worker due to the increased miles of street and sewer. The last increase in personnel was 1993 and the City had approximately 74 miles of City street and 39 miles of City sewer. In 1996, the City has grown to 85 miles of street and 47 miles of sewer. Also, the City will be receiving turnbacks from Scott County and Mn/DOT totaling 4 miles. Also in the Public Works Department are seasonal employees, community service persons and sentenced to serve personnel which need coordination from the Public Works Supervisor. The Public Works Supervisor should be more involved in preparing budgets, measuring performance, scheduling work duties, purchasing of equipment, maintenance of equipment and over seeing training and safety procedures for the Public Works personnel. The other major changes in the Street Division Budget includes public works landscaping and outside storage as previously requested by Council in the CIP meetings and other increases as mentioned earlier. Shop Division Personnel: • Addition of one temporary employee from the School Employment Program to assist in cleaning of vehicles and small maintenance items Supplies and Services: • Installation of a make up air system for exhaust fume replacement • Heater for the wash bay area Park Division Personnel: • Includes change in the organizational structure as mentioned previously Supplies and Services: • Replacement of equipment such as hockey rinks&playground equipment • Additional tree planting in park areas • Electrical outlets and a water line to Community Center and ballfields in conjunction with the School district water line system This concludes the memorandum of the major changes proposed in the 1997 Budget with reasons and rationale for those changes. A further presentation will be given at the Council budget session. BL/pmp BUDGET P ! IP 1 SEJ 1 iii • !KS /ENGI O EE DING DEPA D, r:MENr: ST ! UCTU ! E PUBLIC WORKS DIRECTOR/CITY ENGINEER PUBLIC WORKS SECRETARY PUBLIC WORKS ASSISTANT SUPERVISOR/FOREMAN CITY ENGINEER STREET PARK PROJECT LEADPERSON LEADPERSON COORDINATOR TECHNICIANS MAINTENANCE MECHANICS WORKERS ENGINEERING INTERNS SEASONAL SENTENCE TO SERVE EMPLOYEES COMMUNITY SERVICE C:\DWG\PWORG 1995 Puolic Works Department Structure ,DIRECTOR PUBLIC WORKS/CITY ENGINEER Bruce Loney PUBLIC WORKS ENGINEERING SECRETARY SECRETARY Barb Potthier Pat Pennington PUBLIC WORKS FOREMAN CIVIL ENGINEER ENGINEERING Harry Pass Dave NuMMer COORDINATOR Ray Ruuska PUBLIC WORKS MECHANICS TECHNICIANS MAINTANENCE WORKERS Gene Jeurisson John DeLacey Keith WeckMan Al Koester Howard Heller Wally Lureen Mike Huber Bill Doege Joe Honerran Todd Brinkhaus Dick Cheever Glenn Heyda Pinky HuUander Bill Egan Dave Rutt TEMPORARY ENGINEERING EMPLOYEES INTERNS PROPOSED 1997 PUBLIC WORKS /ENGINEERING DEPARTMENT STRUCTURE PUBLIC WORKS DIRECTOR/CITY ENGINEER PUBLIC WORKS/ENGINEERING SECRETARY PUBLIC WORKS ASSISTANT SUPERVISOR/FOREMAN CITY ENGINEER STREET PARK MECHANICS PROJECT LEADPERSON LEADPERSON COORDINATOR MAINTENANCE TECHNICIANS WORKERS SEASONAL ENGINEERING EMPLOYEES INTERNS SENTENCE TO SERVE COMMUNITY SERVICE C:\DWG\PWORG AUG-01-96 THU 10 : 15 AM SCOTT 49 ___ P. O1 � _ SCOTT COUNTY LIBR,A.R.Y SYSTEM 111111X4.::e14-0. COURTHOUSE 428 HOLMES STREET SOUTH SHAKOPEE,MN 55379-1395 (612)4964330 JANET WILLIAMS Fax:(612)496-8583 LIBRARY DIRECTOR Internet:Janet @ Scott.lib.mn.us DATE: June 3, 1996 TO: Mayor Henderson and Members of the Shakopee City Council FROM: Janet Williams, Director Scott County Library RE: Library Improvements As you prepare the budget for the city of Shakopee for 1997, we ask that you give consideration to some improvements at your public library. There needs to be an evaluation or upgrade of the electrical wiring at the facility because we have been experiencing some problems. The telephone system which was installed in the early 1970's needs to be upgraded. This is a two-line system. There is a crack in the south wall from floor to ceiling that seems to be widening. We ask that consideration be made to repairing this. We thank you for your continued support and ask that you give consideration to the above listed expenditures in 1997. Please feel free to call if you have any questions or wish to discuss these items further. JW/dlk cc: Barb Hegfors, Shakopee librarian Post-it•Fax Note 7671 Date o. oes coiDept. s, • Cit,f l4 • Phone Moral* t0— -53 1 MOFax* • (0 .g An Equal Opportunity/Afrmative Action Employer A iQ B C D E Q G H © J R 1 ity o hakopee 8/27/96 2 Pay 96 tax levy 3 111 95/96 96/97 Change 5 General Fund Tax Levy 2,688,371 2,688,371 6 Est.Value growth 0 105,000 7 Total General Fund 2,688,371 2,793,371 105,000 3.9% 1 8 Debt Service 1 9 1986B Imp ""35511 0 i0 1990A Imp '"'133409 CNX 134340 1 it 1991A Imp 40,234 41,018 [12 1992A Imp '"'25024 CNX 26723 13 1993B Imp 14,220 21,410 i 14 1995A Imp 42,517 65,943 15 1995B Revenue '"'57000 CNX 156219 MI 1996A Imp 65,000???? 17 Fire Referendum 295115???? m Total Debt Service 96,971 128,371 31,400 Ell Changes 20 El ® Cuts 0 0 23 Total Levy 2,785,342 2,921,742 136,400 4.9% 24 Fiscal Disp Dist (291,693) (292,680) (987) EU Net Levy to spread 2,493,649 2,629,062 135,413 5.4% 27 E® Allowance for Uncoil. (55,707) (29,217) 26,489 Budget Amount 2,437,942 2,599,845 161,902 6.6% 30 ® General Fund 2,340,971 2,471,474 130,502 5.6% ® Debt Service Replacement 96,971 128,371 31,400 32% 11111 III ® SUMMARY GENERAL FUND MI 1996 1997 GF Total Revenue with above tax increase 5,736,154 6,144,509 408,355 11331 Eli, GF Expend (5,865,730) (6,230,220) (364,490) 40 Net surplus(deficit)shown (129,576) (85,711) E in DS Levy to replace transfer (96,971) (128,371) In Net surplus(deficit) (226,547) (214,082) Ea Equip Fund Designated Fund Balance draw down 162,500 162,500 m 1996 to 1998 m' Net surplus(deficit) (64,047) (51,582) gla Underspend/overbudget factor 100,000 100,000 In Net surplus(deficit) 35,953 48,418 CI 50 Subsidy for Recreation Fund 251,340 187,800 (63,540) ES ® Under spent factor has been about 5%for 1994 and 8%for 1995. ® Underspend factor for 1997 shown at$100,000 is 1.6%. b City of Shakopee 8/27/96 Pay 1996 Pay 1997 Change City Tax Levy - Gross 2, 785, 342 2, 921, 742 4 . 9% Less Fiscal Disp. Dist. (291, 693) (292, 680) Net levy spread 2, 493, 649 2, 629, 062 5. 4% Total City Taxable Tax Capacity 11, 281, 442 12, 047, 642 6. 8% City Tax Rate 0.22458 0.21822 -2. 8% Assessor's Estimated Market Value $81, 600 $83, 200 2 . 0% Tax Capacity First $72, 000 at 1% 720 720 Balance at 2% 192 224 912 944 3. 5% City Tax Rate 22 . 458% 21. 822% City Tax $204 . 82 $206. 00 0. 6% Assessor's Estimated Market Value $94, 400 $96,200 1. 9% Tax Capacity First $72, 000 at 1% 720 720 Balance at 2% 448 484 1, 168 1, 204 3. 1% City Tax Rate 22.458% 21.822% City Tax $262.31 $262.74 0.2% Assessor's Estimated Market Value $104, 600 $105, 800 1 . 1% Tax Capacity First $72, 000 at 1% 720 720 Balance at 2% 652 676 1, 372 1, 396 1.7% City Tax Rate 22 . 458% 21.822% City Tax $308 . 12 $304. 64 -1.1% Assessor's Estimated Market Value $174, 500 $174, 000 -0.3% Tax Capacity First $72, 000 at 1% 720 720 Balance at 2% 2, 050 2, 040 2, 770 2, 760 -0.4% City Tax Rate 22.458% 21.822% City Tax $622. 09 $602 .29 -3.2% U 0 0 0 0 0 0 0 0 a) 0 0 0 0 0 0 0 0 u 0 0 0 0 0 0 0 0 � 01 rl O O N .414O Ln b rI 0 H 0 0 01 CO 0 Ln U fd ill M N H H M ri 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O 0 0 0 O 0 0 0 0 Ol 0 0 0 0 0 0 in cr 'd' M N r-i 0 Ol Ln Ol NNNNNNHH a) H H H w Ol 0 0 0 0 0 0 0 (a 0 0 0 0 0 0 o a i r 0 0 0 0 0 0 0 N (' \ H Ln Ln 0 0 0 0 Ln CO HHHHHHH Q) 0000000 O 0000000 O 0 0 0 0 0 0 0 0 S-1Lf1 0 0 0 0 0 0 Ln W al aD N lO Ln V M N tN 0 0 0 0 ro [-+ 0 o O O 0 0 0 0 0 0 0 0 4.) O O M H r-I N 0 0 0 0 0 0 0 0 0 0 0 0 0 0 '0• N 0 0 0 0 0 0 0 0'• < HNNNN LO Ln as M H N L". a) E a) 0 )a Ln E C r H \ Ol H \ r-1 M LO r CO Ol O H N M Ol \ al 01 Ol Ol O O O O 01 N Ol 01 Ol Ol O O O O ral HHHHHNNNN 0 T A B C 1 D ( E F G H I 13 City of Shakopee y Z Pay 1997 ;175 76 1997 77 Cancel) Debt Service Levies? Scheduled Adopt? 78 1990A Imp 3 of 5? $ 134,340 i 79 1991A Imp no-add'I future yr 41,018 41,018 80 1992A Imp yes 7 of 7? 26,723 81 19938 Imp no 21,410 21,410 82 1995A Imp no 65,943 65,943 83 1995B Revenue 156,219 184 1996A Imp ??? 85 $ 445,653 $ 128,371 86 87 88 89 City of Shakopee 90 General Fund Fund Balance 91 12/31/95 Fund Balance unreserved undesignated $ 2,661,051 92 Cash Flow Target @ 15%of Expenditures (1996) 879,860 93 Net available 1,781,192 94 1996 changes 95 Contribution to TIF#10 up front or start yrly in 2000 ????? G 96 Debt Service Transfer for 96/97 levy (128,371) 97 98 1,652,821 99 -1®0 Sent by: 612; 08/27/96 2:58PM;J It133;Page 4/4 Opt-Out City Example; Your Proposed Property Tax or 19g r---- -This is Not a BIII • Do Not Pay-� The amounts of property to shown below ere being proposed by your county,city or township,sat district, end metropolitan special taxing districts Ownerts); John J.and Mary A Johnson Property: Lot 1,Block 1,Spruce Acres Subd. 123 Spruce Street Sprucevtle,Minnesota 55555 The taxable market values to the right are final and are not Taxable Market Value for 1995 Taxes. $75,000 a subject for the upcoming budget hearings.They were Taxable Market Value for 1997 Taxes: $82,600 discussed at the local board of review and the county board of equalization hearings held earlier this year.The final taxable market values may reflect a reduction under the limited market value law,If the above property is a qualifying homestead,the final taxable market values may exclude Improvements you made to the property. Your county board of commissioners,your school board, referendums,legal judgments,natural disasters,and special your city edtatcll(if you live in a city over 500 population), assessments could result in Increasing these amounts. and your metropolitan special taxing districts will hold meetings soon to decide on the amount of property taxes The amounts shown below for other special taxing districts lo collect in 1997 to pay for services they provide.The -such as watershed districts-are the totals for all other county board,city council,and metropolitan special taxing special taxing districts in which your property is located. districts wit discuss their proposed budgets for 1997 and No meeting is required for these districts. the school board will discuss Its budget for the current school year. Your county commissioners,school board members,city council(If you live In a city over 600 population),and The first column of figures below shows the 1998 property metropolitan special taxing districts Invite you to attend their lax you paid to your county,school district,city or meetings at the times and places shown below to express township,metropolitan special taxing districts,and other your opinions on the proposed property tax amounts for 1997. special taxing districts. If you cannot attend the meetings,you may send your I><nents to the addresses listed below in the left hand The second column of figures below shows the total column. amounts of property tax your county,school district,city or twmship,and metropolitan special taxing districts will collect from you In 1997 if they approve the property tax amounts they are now considering Any upcoming Property Increase Your Tax Or Percent Property Tax Proposed Decrease of Increase Budget Hearing For 1998 For 1997 Over 1998 or Decrease Dates and Locations County of Spruce: $ 268.23 $ 273.86 $ 5.63 2,1% December 10, 1996 7:00 pm Spruce County Board Spruce County Courthouse 123 Spruce Street Spruceville,MN 55555 City of Spruceville: $ 159.05 $ 164 62 $ 5.57 3.5% November 29, 1996 6:30 pm Mayor's Office The city's proposed tax for 1997 Includes an amount of Sprucevite City Hall 321 Spruce Street $ 5...00 for transit services under a local levy option. Spruceville,MN 55555 The proposed tax of the Metropolitan Council for 1997 (under Metro.Spec.Tax Crisis.below),has been decreased by a similar amount as a result of the city's option. School District 123: Excess Referenda Tax: $ 10.00 5 1500 $ 5.00 50.0% December 5, 1995 7:00 pm Remaining School Tax: 5 385.61 $ 392.94 $ 7.33 1.9% Cafeteria,Spruceville-Oakville School Superintendent Consolidated High School 458 Spruce Street Sprucevipe,MN 55555 • Special Taxing Districts: Metro.Spec.Tax Diets.: $ 21.35 $ 21.99 S 0.64 3.0% December 2,1996 6:30 pm Meats Park Centre Mears Park Centre 230 East Fifth Street 230 East Fifth Street St.Paul,MN.55101 Other Spec.Taxing Diets.: $ 3.77 $ 4.08 $ 0.31 8.2% No meeting required Fiscal Disparity Tax: S 0 00 S 0.00 S 0.00 0 0% No meeting required Tax Increment Tax: 3 49.07 S 50.49 S 1.42 2.9% No meeting required • Totals(Excluding $ 897.08 $ 922.98 $ 25.90 2.9% Special Assessments) This isNntaRill vIlnNntPau__ 1 Sent by: 612; 08/27/96 2:57PM;jee #133;Page 2/4 V16 at To r co ,,Y a �as •o tMCZ 1.4 — - ' o z cls) N e ec U 0cn 5 y os O"" G !C N Q 0 ‘O. ,i1 oo N Z 2 ca N Z c:4 -- N0 0 0 d o`a+ o >t Q' q rn 0 0 V ..r .. J cl o b+4 tG I I CC X )--1w 4 69 s, 4, 4 O Cat E-I Z 00 N N o O s. o 0 Z ' ' � Vo p ov �aCs 00 o N O.Q. r. 'Q' N 00 eh O x - 2 0, N j ^� v as ry`, . L Q Er64 b9 its - 4, 4 , 4, 4, 6R sel x 0b0 O Q N o0 octi . — es!ocs cei Grl,c0 ^ N C 00 .0C C FT. ig n '1' N 00 rn W0 r N a O O Q`• o c 03 U (A _N i be N b p as X m X �, H A .7 aT F.' E- v Q a` — -a o = x 'C Q U E " V 4a. *. 4-, .5. 15 UC4 � � Q C ‘, �s x o0 a� ai E v c p c r. �— d :IS IS3 C � Ale v � .a to c�� r___ 5 Q '9 'L . ; p fII U IS i a 4' t- Q a .) c.. 5 x ti o v _ 13 CWc F tj 0 2 - V a' i- N C u 0 U •=ett ot 9 to E= ;j� x0O w E- H ts. tz4 // 3 CITY OF SHAKOPEE Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJ: Tax Levy Public Hearing DATE: August 22, 1996 Introduction Council needs to set dates for the public hearing and potential continuation date for the public hearing on the 1996/97 tax levy and budget . Assuming that Council ; • does not want to meet on Friday, Saturday or Sunday • wants to meet at the usual time • does not want to have a special meeting to adopt the tax levy • does not displace the EDA meeting of 12/11, the only practical times left are to hold the hearing on 12/4, the continuation hearing on 12/16 if needed and adopt the levy and budget at the regular meeting of 12/17 . The City can not hold its hearing when other bodies are holding their hearings (the cities are last on the list) . See attached calendar. Action Move to direct staff to prepare necessary documents to set the 1996/97 tax levy hearing on December 4th, 1996 , the continuation hearing if needed on December 16th, 1996 and the levy adoption on December 17th, 1996 . Gregg Voxland Finance Director V ti (./I Ca 1 � w �J -1 mti O w ,, Q.\ n n -< 0 F F a o c fia '-' 0 0 1. z C Pd stv a al Si Cr E ID 0 0 m Ch cv N V.iow CA o ioUc. ye d d N t—' 'CA N Y 53'a , ,-I N ,D ,O sO O 0 0 0 1 o`wa�Nv n a Oea E v O w r O.4O N U CA n O w IT b t,1 U oo r-,]5 O W T so N.-1 vi) J V.i o w M !s e .v, Qo ►.., -jam N N L?• a w L) CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: September Budget Worksession DATE: August 22, 1996 The Council previously set Tuesday, September 10th as a worksession date to deal with the budget. Depending upon the amount of work accomplished at the August 27th worksession, that September meeting may or may not be needed. One thing of which you need to be aware is that because September 10th is the date of the State primary, by State Law we may not meet between 6:00 PM and 8:00 PM. Therefore, it may make sense to change that date. In addition, I have been in contact with Don Baur of the Washington, D.C., law firm who has been monitoring Bureau of Indian Affairs Legislation. They are providing legal assistance to Mack LeFevre, Minneapolis attorney, in our suit against the tribe on the 600 acres. Mr. Baur will be returning through the Twin Cities from another location on Monday, September 9th. If available, he would be available to meet with the City Council at 6:00 PM, or later, to update us on what has been happening with the law suit. Therefore, we may wish to discuss changing the September 10th meeting date, to September 9th, with a combination of budget, and BIA legal issues on the agenda. lAAS-14a1D- Mark McNeill City Administrator MM:tw