HomeMy WebLinkAbout7. General Fund Revenues and Expense Summary Discussion & Requested Initiatives 32
August 17, 2012
To: Mayor and City Councii
From: Julie A. Linnihan, Finance Director
Subject: 2013 Preliminary Budget Overview
Action Requested: Review and discussion of the status of the 2013 preliminary budget.After review of
the final departmental requests, Council will need to consider the requests,as well as determine the
preliminary Property Tax Levy.
Overview: As Council continues to review the preliminary budget information,the attached General
fund summary of revenues, expenditures and fund transfers can provide guidance for decisions that will
be required prior to the adoption of the preliminary levy and budget.
• The summary sheet maintains the levy at the 2012 level.The amount estimated for Fiscal
Disparities has increased this revenue source. Staff will continue to update the County
information when received.
• Licenses and permits reflect slightly increased rates, as staff will be updating the fee schedule to
revise these fees for 2013 to more accurately reflect cost coverage for service. It has been
several years since this has been updated.
• Intergovernmental revenues still include the Municipal State Aid revenue for crack fill and seal
coat. As discussed during the Capital Improvement Fund (CIF) presentation, Engineering staff
has requested that these fund be pulled from the General fund, and placed in the Capital fund.
This would reduce the General fund revenues by slightly under$400,000 for 2013.
• Charges for Service now include the revenues received from SPUC for electric and water service.
These were historically recorded in Transfers, but due to accounting standard changes in the
2011 audit,these revenues are now classified as "Charges". Prior years have also been adjusted
to reflect this classification change.
• Interest income has been reduced to reflect the on-going reduction in interest rates that is
expected to continue into 2014.
• Transfers into the General fund reflect a transfer from the CIF for interdepartmental charges.
Transfers out of the General fund reflect$500,000 to the CIF to initiate funding for the projects,
as well as$150,000 to the EDA fund per their recent request for facade program funding.
• The current preliminary budget has the city reducing general fund fund balance by$180,031.
The initiatives that have been requested,for personnel additions as well as project additions
have not been added to the initial 2013 budget. The approved additions will require additional
tax levy funding or use of existing fund balance.
33
2013 PRELIMINARY BUDGET
GENERAL FUND SUMMARY
GENERALFUND GENERALFUND GENERALFUND GENERALFUND
Actual Actual Budget Preliminary Budget
2010 2011 2012 2013
Property Taxes � 13,554,931.62� 14,279,016.22 13,407,920.00� 13,962,000.00
Tax Increments 2,074.88 0.00 0.00 0.00
Special Assessments 28,988.14 21,905.73 11,000.00 11,000.00
Licenses and Permits 1,303,896.02 1,225,560.50 1,275,300.00 1,316,700.00
Intergovernmental 828,905.56 796,075.18 619,760.00 755,500.00
Charges for Services 3,844,681.96 3,879,116.69 3,890,630.00 3,776,300.00
Fines and Forfeitures 423,746.32 357,249.16 436,000.00 425,000.00
Interest Income 316,086.53 274,745.73 409,000.00 225,000.00
OYher 104,610.88 122,731.76 71,400.00 83,500.00
Total Revenues 20,�07,921.)1 20,956,400.97 20,121,010.00 20,5�5,000.00
General Government (2,960,229.12) (2,713,537.13) (3,272,307.00) (3,322,335.00)
Public Safety (8,953,172.94) (9,401,911.10) (9,667,231.00) (9,728,238.00)
Public Works (2,632,924.55) (2,602,097.93) (2,868,352.00) (2,883,328.00)
Park and Recreation (4,075,919.58) (3,856,866.73) (3,992,289.00) (4,026,130.00)
Unallocated (70,019.01) (61,339.00) (225,000.00) (225,000.00)
Interest 0.00 0.00 0.00 0.00
CapitalOutlav (32,>65.13) (39,190.50) (95,500.00) 0.00
Total Expenditures (18,72d,830.33) (18,674,9�2.39) (20,120,679.00) (20,18�,031.00)
� * - Transfers ln 244,400.00 122,400.00 222,�00.00 100,000.00
* -Proceeds from Sale of Assets 6,000.00 0.00 0.00 0.00
* -Transfers Out (4,396,000.00) (2,137,394.00) 0.00 (650,000.00)
Total Othcr Financing Sources (Uscs) (4,14�,600.00) (2,014,994.00) 222,400.00 (��0,000.00)
'" - �3eginning Fwld �3alance 11,�OZ,281.�9 9,037,729.58 0.00 0.00
Total Ending Fund Balance 9,039,773.17 9,304,194.16 222,731.00 (180,031.00)
Page 1 of 1
34
Personnel and Project Budget Initiative Requests Compared to Levy
2013 Preliminary Budget
2012 Tax Levy $ 12,976,991
Personnel Budget Requests:
% of
Position Full Year Cost Levy
Economic Development Specialist $ 86,057 0.7%
Public Relations/Social Media Coordinator (.5 time) $ 32,300 0.2%
Cominunication Coordinator to Full Tiine $ 35,000 0.3%
Grants Writer (.5 time) $ 25,530 0.2%
Recreation Facilities Maintenance Manager $ 66,284 0.5%
Human Resources Technician $ 67,600 0.5%
6- Paid-On-Call Firefighters $ 79,348 0.6%
4- Full Time Firefighters $ 247,962 1.9%
Natural Resources Technician $ 68,701 0.5°/o
Crime Prevention Specialist $ 62,151 0.5%
$ 770,932 5.9%
Project Budget Requests:
Project Full Year Cost
Feasibility Studies $ 100,000 0.8%
Neighborhood Festivals $ 20,000 0.2%
Downtown Flower Baskets $ 13,000 0.1%
Centralized Recycling $ 50,000 0.4%
Security System CameraUpgrade $ 16,500 0.1%
$ 199,500 1.5%
$ 970,432 7.5%
ersonnel and Project Budget Initiative Requests
�13 Preliminary Budget
ersonnel Budget Requests:
Start Date Estimated Full Year
osition Division/Department 2013 Cost Cost
�onomic Development Specialist 19 - EDA 3/1/2013 $ 72,146 $ 86,057
ablic Relations/Social Media Coordinator (.5 time) 12 - Communications 1/1/2013 $ 32,300 $ 32,300
ommunication Coordinator to Full Time 12 - Communications 1/1/2013 $ 35,000 $ 35,000
rants Writer(.5 time) 12 - Administration 6/1/2013 $ 14,968 $ 25,530
ecreation Facilities Maintenance Manager 67 - Recreation 3/1/2013 $ 55,570 $ 66,284
uman Resources Technician 12 - Payroll 1/1/2013 $ 67,600 $ 67,600
� Paid-On-Call Firefighters 32 - Fire 7/1/2013 $ 40,000 $ 79,348
� Full Time Firefighters 32 - Fire 7/1/2013 $ 125,000 $ 247,962
atural Resources Technician 66 -Natural Resources 3/1/2013 $ 57,596 $ 68,701
rime Prevention Specialist 31 - Police 1/1/2013 $ 62,151 $ 62,151
$ 562,331 $ 770,932
roject Budget Requests:
Estimated
roject Division/Department 2013 Cost
°asibility Studies 11 - Mayor& Council $ 100,000
eighborhood Festivals 11 - Mayor& Council $ 20,000
owntown Flower Baskets 11 - Mayor& Council $ 13,000
entralized Recycling 42 - Public Works $ 50,000
:curity System Camera Upgrade 67 - Recreation $ 16,500
$ 199,500
Total $ 761,831 $ 770,932
W
�
36
City of Shakopee
Budget Personnel Request Form
2013 Budget
Department: Administration Prepared By: Mark McNeill, City
Administrator
Position Request for: Economic Development Specialist
Description Details of This position would be responsible for the full-time marketing f the City's
Request: economic development program, and would act as the City's liaison for
prospective commercial/industrial development. The position, in
conjunction with the Shakopee Chamber of Commerce, EDAC and SCALE
TED initiative, would promote the development of tax base and job creation
in Shako ee.
Pay Grade Estimate Pay Grade 8 $59,684 to $74,543
Date of Implementation 3/1/2012
Additional Information Total first year ersonnel costs, assuming 3/1/13 hire, is $72,146
Date Submitted 7/20/2012 Date Reviewed:
37
City of Shakopee
Budget Personnel Request Form
2013 Budget
Department: Administration Prepared By: Mark McNeill, City
Administrator
Position Request for: Public Relations/Social Media Coordinator (.5 time)
Description Details of This half time position would be responsible for monitoring the City's
Request: social media sites (Twitter, Facebook)by sending messages, and
responding to inquiries and comments. It would also be responsible for the
roactive sendin of the Ci media messa e to various news outlets.
Pay Grade Estimate Grade 7
Date of Implementation 1/1/2013
Additional Information Annual ersonnel costs of this half-time position is $32,300
Date Submitted 7/20/2012 Date Reviewed:
38
City of Shakopee
Budget Personnel Request Form
2013 Budget
Department: Administration Prepared By: Kris Wilson
Request for: Increase Communications Coordinator to full-time
Description Details of Communications Coordinator position is currently authorized at 25 hours
Request: per week. In order to conduct more pro-active communications activities,
the position needs to be full-time. The additional hours will also be key to
the timely roll-out of a new website and the surrounding tools & features.
Pay Grade Estimate Position would remain in Grade 6.
Date of Implementation 1-Jan-12
Additional Information Total cost would be $35,000 (an additional $24,000 in wages and $11,000
Specific to this Request in benefits.)
Date Submitted 8/14/2012 Date Reviewed:
39
City of Shakopee
Budget Personnel Request Form
2013 Budget
Department: Administration Prepared By: Mark McNeill, City
Administrator
Position Request for: Grants Writer(.5 time)
Description Details of Currently,the City's departments are responsible for researching and writing
Request: grants on their own--recent examples are Police, Parks, Recreation, and
Natural Resources, Engineering, and the Community Development
Departments. This position would provide for a half-time specialist who
would wark with the departments, and research further opportunities for
seeking grants from other levels of government, and other sources.
Pay Grade Estimate $14,968 would be the 2013 wage
Date of Implementation 6/1/2013
Additional Information Even in an era of reduced grant opportunities, it is hoped that this position
will more than pay for itself via the obtaining of grant funds. Note that
some of these grants may require local matches, but those may be decided
upon individually.
Date Submitted 7/20/2012 Date Reviewed:
40
City of Shakopee
Budget Personnel Request Form
2013 Budget
Department: Parks, Recreation, and Natural Prepared By: Mark McNeill, City
Resources Administrator
Position Request for: Recreation Facilities Maintenance Manager
Description Details of Maintenance of the current recreation facilities (Community Center and
Request: Youth Building) are currently provided by the Facilities Maintenance
Division,which has responsibility to oversee seven other city buildings.
Funding of this position will add a position, and will shift the
responsibility for the planning and maintenance of the HVAC and
building maintenanceof the Recreation Buildings to a position which will
be under the supervision of the Parks, Recreation, and Natural Resources
Director. The addition resource will lead to a higher level of maintenance
standards than are what currently are able to be provided with the existing
Pay Grade Estimate Grade Level 5 $45,577 to $56,792
Date of Implementation 3/1/2013
Additional Information Total first year ersonnel costs, assuming 3/1/13 hiring, is $55,570
Date Submitted 7/20/2012 Date Reviewed:
41
City of Shakopee
Budget Personnel Request Form
2013 Budget
Department: Administration Prepared By: Kris Wilson
Position Request for: HR Technician
Description Details of The Administration Department lacks the staff to keep up with necessary and
Request: desired HR tasks. Regulatory compliance items are falling through the
cracks, current employees are not being well served -- particularly in the areas
of training/development and performance evaluation. Other Admin. Dept.
Pay Grade Estimate Grade 6-wages and benefits for the requested position would be $67,600.
Date of Implementation 1/1/2013
Additional Information Total cost for wages and benefits for the requested position would be
$67,600. The city spends $12.4 million dollars on wages and benefits (61.5%
of total expenditures). This is huge investment that warrants additional staff
resources to serve and support. Conversly, the lack of proper personnel
administration creates a significant liability for the City.
Date Submitted 8/14/2012 Date Reviewed:
42
City of Shakopee
Budget Personnel Request Form
2013 Budget
Department: Fire Prepared By: Rick Coleman
Request for: 6- Paid-on-call firefighters
Description Details of Hire 6 Paid-on-call firefighters to increase staffing levels for the construction
Request: and opening of station 3 in 2016/2017
Pay Grade Estimate Wage and benefits for 6 Paid-on-call firefighters $40,000 for a half a year in
2013
Date of Implementation 7/1/2013
Additional Information Hiring addition paid-on-call staff has to start in 2013 to be ready with trained
staff for the opening of station 3 in 2016/2017. Total estimate cost for a full
year $80,000
Date Submitted Date Reviewed:
43
City of Shakopee
Budget Personnel Request Form
2013 Budget
Department: Fire Prepared By: Rick Coleman �
Request for: 4- Full time firefighters
Description Details of Hire 4 full time firefighters Monday- Friday (40 hours). These
Request: positions would provide for daytime response which is currently not
able to be provided by part time responders in a timely manner.
Pay Grade Estimate Wage and benefits for 4 firefighters $125,000 for a half a year in 2013
Date of Implementation 7/1/2013
Additional Information Total estimate cost far a full year $250,000
Date Submitted � Date Reviewed:
44
City of Shakopee
Budget Personnel Request Form
2013 Budget
Department: Parks, Recreation&Natural Prepared By: Jamie Polley, Director of
Resources Parks, Recreation&Natural
Request for: Natural Resources Technician
Description Details of The City had made a large commitment to managing and protecting the
City's natural resources. In the absence of the Natural Resources
position the Parks, Recreation&Natural Resources Director spends
approximately 20% of her time on natural resource related tasks and
responsibilities. The time commitment and limited abilities has
impacted natural resource projects as well as recreation management.
Many tasks that are important to managing and protecting the City's
natural resources are either not completed or completed with less
knowledge and resources. Some of the items that are currently not
completed include: * Updating the Natural Resources Section of the
Comprehensive Plan and Natural Resources Design Criteria,
*Administering the Shade Tree Disease Control and Prevention on
Private and Public Property, *Updating the Natural Resources
Inventory(Minnesota Land Cover Classification System), *Reviewing,
Administering, Enforcing and Managing Conservation Easements to
Address Encroachments, *Applying for MnDNR Forest Stewardship
Grants, *Coordinating Buckthorn Management in Parks and
Conservation Easements, *Preparing Current Public Education
Information Handouts at City Hall and on Website, *Coordinating
Public Tree and Raingarden Workshops , *Coordinating the Arbor Day
Tree Sale, *Parks and Recreation Classes, etc.
Pay Grade Estimate Grade Leve16 $51,196 to $63,995
Date of Implementation 3/1/2013
Additional Information
Date Submitted 7/23/2012 Date Reviewed:
45
City of Shakopee
Budget Personnel Request Form
2013 Budget
Department: Police Prepared By: Chief Tate
Request for: Crime Prevention Specialist(civilian)
Description Details of The department seeks to civilianize the Multi-housing/Crime
Request: prevention position with a non-sworn, Crime Prevention Specialist.
Officers have typically been assigned to this position for a three-year
term. It has been our experience that officers rarely serve their three-
year term, and typically ask to be transferred prior to serving three
years. This has resulted in instability for this essential position over the
years. It is expensive to train officers for this position, which requires
multiple certifications.
The Crime Prevention Unit needs to remain consistent. Training a
person to become a crime prevention officer takes a lot of time and
money;therefore, we would like to limit the turnover in this position.
We are looking for a civilian who specializes in Crime Prevention
programs and has no interest in becoming a police officer.
. Pay Grade Estimate Grade Leve14- $62,151
Date of Implementation First Quarter 2013
Additional Information By using a civilian instead of a sworn officer, we anticipate a
substantial cost savings for the City long-term. This is becoming a
common practice in law enforcement, and I believe a talented applicant
pool exists to fill this position. Additionally, by adding a civilian we
would be able to transfer our sworn officer back to patrol,thus adding
to our street patrol numbers. Our last staffing analysis showed the
department short approximately five officers. This will allow the
department to utilize our street crimes unit more often as well as
possibly assigning that officer as a traffic unit.
This move will enhance our service to the community, is a better use of
current skill sets, will enable the department to operate more efficiently,
and is more cost effective than adding a sworn officer.
Date Submitted 6/29/2012 Date Reviewed:
46
City of Shakopee
Project Budget Request Form
2013 Budget
Department Mayor and Counci10111 Prepared By: Mark McNeill, City
Administrator
Project Name Feasibility Studies
Description Details of This would provide funding for three feasibility studies: 1) $10,000 for
Request: archeological studies at west of Memorial Park,to determine where
excavations for other improvements (i.e.; the undergrounding of
utilities,or future park shelters) could take place; 2) $80,000-$100,000
for the study of a "No Whistle Zone" along the downtown 2nd Avenue
rail corridor
Estimated Cost of Request $90,000-$110,000 �
Departments Benefitting or Mayor and Council
Cost Sharing
Potential Revenue and General Fund
Source of Revenue to Fund
Date of Implementation 1/1/2013
Additional notes for It is estimated that in order to fully implement a "No Whistle" zone, rail
discussion crossings which are not to be closed will need to be reconstructed with
full crossing arms. There are 10 crossings between Marschall Road and
Rahr malting. The estimated cost per crossing is $200,000.
Date Submitted: 7/20/2012 � Date Reviewed:
47
City of Shakopee
Project Budget Request Form
2013 Budget
Department Mayor/Council Prepared By: Mark McNeill, City
Administrator
Project Name Neighborhood Festivals
Description Details of Newcomers to Shakopee have limited opportunities to assimilate into
Request: the community to make friends or neighborhood contacts. City
assistance is proposed to help fund neighborhood celebrations, which
will help to establish a sense of identity and provide for community
connections. Applications would be screened by a committee, which
would establish eligibility criteria and amounts to be funded.
Estimated Cost of Request $20,000
Departments Benefitting or Mayor/Council
Cost Sharing
Potential Revenue and General Fund
Source of Revenue to Fund
Date of Implementation 1-May-13
Date Submitted: 7/19/2012 Date Reviewed:
Additional notes for
48
City of Shakopee
Project Budget Request Form
2013 Budget
Department Mayor/Council 011 1 Prepared By: Mark McNeill, City
Administrator
Project Name Downtown Flower Baskets
Description Details of Since the Downtown Partnership disbanded,there is no group with which
Request: to share the expenses of the downtown flower baskets. Unti12012,the
City provided the labor for the required daily waterings, and the DP paid
for the lamp pole brackets, $6,000 towards rental of the watering
vehicle("Gator"), and the flower pots themselves. If the City is to
resurrect this program itself, it will cost an estimated$13,000.
Estimated Cost of Request $13,000
Departments Benefitting or Mayor and Council
Cost Sharing
Potential Revenue and General Fund
Source of Revenue to Fund
Date of Implementation Basket assembly--3/1;
placement 5/15/13
Additional notes for
Date Submitted: 7/20/2012 Date Reviewed:
49
City of Shakopee
Project Budget Request Form
2013 Budget
Department Public Works Prepared By: Mark McNeill, City
Administrator
Project Name Recycling Materials Center
Description Details of By State law, cities must provide opportunities for the curbside pickup of
Request: residential recycling materials. However,there is no requirement for
commerical or multi-family residential pickup, and it is up to individual
properiy owners to provide for recycling. In this case, the City would
establish a centralized recycling location for C/I and multi-tenant housing.
Recyclable material could be brought to the location, and the City would
take sell the collected materials on the open market(it should be noted
that market rates for recyclable materials fluctuate significantly). It is
anticipated that the income could offset the costs of providing a
centralized collection point The location would have to be secured or
monitored, and pilfering of dropped off materials is a possibility.
Estimated Cost of Initial set-up of recycling
Request containers--$50,000.
On oin costs of
Departments Benefitting Public Works
or Cost Sharing
Potential Revenue and General Fund and Solid Waste Fund for initial set-up costs. Ongoing
Source of Revenue to costs would be offset by sale of recycled materials revenues.
Fund Project.
Date of Implementation 4/1/2013
Date Submitted: 7/20/2012 Date Reviewed:
Additional notes for An alternative would be for the City to negotiate the recycling center's
discussion operation with the City's designated garbage hauler.
50
City of Shakopee
Project Budget Request Form
2013 Budget
Department Parks, Recreation&Natural Prepared By: Jamie Polley, Director of
Resources Parks, Recreation&Natural
Project Name Security System Camera Upgrade
Description Information The current security system that is at the Community Center was installed
of Request: in 2005. The software is recommended to be updated every five years.
The current software is beginning to wear down and lose it's functionality.
Four new cameras are also being proposed to cover all of the entrances of
the Community Center. The cameras are specified to capture license
plates. The cameras are beneficial to the
Community Center by allowing the monitoring of the entire building with
minimal staff. In addition the cameras have served as a helpful tool when
there have been issues within the building however in most cases they do
not provide enough quality information or beneficial recordings to assist
the Police Department in making an arrest.
Estimated Cost of Request $ 16,500.00
Departments Benefitting or Parks, Recreation&
Cost Sharing Natural Resources
Potential Revenue and Funding Source should be the General Fund balance.
Source of Revenue to Fund
Project.
Date of Implementation 3/1/2013
Date Submitted: 7/23/2012 Date Reviewed:
Additional notes for Although the crime at the Community Center is minimal in nature, the
discussion City Council should consider if a camera system is needed.