HomeMy WebLinkAbout07-17-17-WSAGENDA ITEMS
State Fair Parking
Sue Polka, Public Works Director/City Engineer
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
Simple Recycling
Matthew Bachler, Senior Planner
MEMO.PDF
ATTACHMENT A.PDF
Preliminary General Fund Budget
Dave Perrault, Interim Director of Finance and Administrative Services
MEMO.PDF
ATTACHMENT A.PDF
ATTACHMENT B.PDF
Budget Amendment
Dave Perrault, Interim Director of Finance and Administrative Services
MEMO.PDF
COUNCIL/STAFF COMMENTS
ADJOURN
Mayor:
David Grant
Councilmembers:
Brenda Holden
Fran Holmes
Dave McClung
Steve Scott
City Council
Work Session Agenda
July 17, 2017
5:00 p.m.
City Hall
Address:
1245 W Highway 96
Arden Hills MN 55112
Phone:
651 -792 -7800
Website :
www.cityofardenhills.org
City Vision
Arden Hills is a strong community that values its unique environmental setting, strong residential
neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our
long -standing tradition as a desirable City in which to live, work, and play.
CALL TO ORDER
1.
1.A.
Documents:
1.B.
Documents:
1.C.
Documents:
1.D.
Documents:
2.
AGENDA ITEMSState Fair ParkingSue Polka, Public Works Director/City Engineer MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFSimple RecyclingMatthew Bachler, Senior Planner MEMO.PDFATTACHMENT A.PDFPreliminary General Fund BudgetDave Perrault, Interim Director of Finance and Administrative Services MEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDFBudget AmendmentDave Perrault, Interim Director of Finance and Administrative Services
MEMO.PDF
COUNCIL/STAFF COMMENTS
ADJOURN
Mayor:David Grant Councilmembers:Brenda Holden Fran HolmesDave McClungSteve Scott City Council Work Session Agenda July 17, 2017 5:00 p.m. City Hall Address:1245 W Highway 96 Arden Hills MN 55112 Phone:651 -792 -7800 Website : www.cityofardenhills.org City VisionArden Hills is a strong community that values its unique environmental setting, strong residential neighborhoods, vital business community, well -maintained infrastructure, fiscal soundness, and our long -standing tradition as a desirable City in which to live, work, and play.CALL TO ORDER1.1.A.Documents:1.B.Documents:1.C.Documents:1.D.
Documents:
2.
Page 1 of 2
AGENDA ITEM – 1A
MEMORANDUM
DATE: July 17, 2017
TO: Honorable Mayor and City Councilmembers
William S. Joynes, Sr., City Administrator
FROM: Sue Polka, Public Works Director/City Engineer
SUBJECT: State Fair Parking Update
Requested Action
Review updated State Fair parking restrictions.
Background
During the City Council meeting on June 29, 2015, the Council approved Ordinance 2015-005 in
Planning Case 15-011 for an amendment to Chapter 8 – Traffic and Motor Vehicles, Section
800.03 of the City Code, in order to include temporary parking restrictions. The amendment
permitted the City Administrator or designee to restrict parking on City streets for up to thirty
(30) days. The approved temporary parking restrictions include, but are not limited to, no
parking, 2 hour parking, and parking on one side of the street. The amendment to the Code
assists the City’s Public Works Department and the County Sheriff when addressing parking
concerns identified in residential areas for special events such as the State Fair.
Discussion
At the direction of the City Administrator, Public Works staff posted the state fair parking
restrictions in 2015 and 2016 as shown on Attachment A. The signs were placed in two
neighborhoods. The first neighborhood was Harriet Avenue and Benton Way. No parking was
posted at both intersections of Harriet Avenue and Benton Way. The second neighborhood that
had temporary no parking signs posted in 2015 was the Beckman Avenue/Jerold Avenue area.
In this area no parking was posted along the north side of Beckman Avenue from Lake Johanna
Boulevard to New Brighton Road. No parking was also posted at the intersections where Jerrold
Avenue, Edgewater Avenue and Glen Paul Avenue intersect with Prior Avenue. Also the east
end of Jerrold Avenue, Edgewater Avenue and Glen Paul Avenue were marked with no parking
where they intersect with New Brighton Road. The north side of Edgewater Avenue from New
Page 2 of 2
Brighton Road to the west end was posted no parking. The south side of Jerrold Avenue from
New Brighton Road to Prior Avenue was also posted no parking.
In October of 2016, the Council discussed the State Fair parking restrictions and provided staff
with direction to add additional no parking along the west and south side of Pine Tree Drive and
Harriet Lane and one side of Benton Way (Attachment B). The no parking in the
Beckman/Jerrold area was also expanded to include the south side of the Jerrold Avenue cul-de-
sac, the east side of Prior Avenue and both sides of Prior Avenue north of Jerrold Avenue
(Attachment B).
Attachments
A. Exhibit – 2015/16 State Fair Parking Restrictions
B. Exhibit – Proposed 2017 State Fair Parking Restrictions
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Prepared by:City of Arden Hills4/14/16
Data Sources and Contacts:* Ramsey County GIS Base Map (4/30/12)* City of Arden Hills
DISCLAIMER:This map is neither a legally recorded map nor a survey and is not intended to be used as one. This map is a compilation of records,information and data located in various city, county, state and federal offices and other sources regarding the area shown, and is tobe used for reference purposes only. The City does not warrant that the Geographic Information System (GIS) Data used to preparethis map are error free, and the City does not represent that the GIS Data can be used for navigational, tracking or any other purposerequiring exacting measurement of distance or direction or precision in the depiction of geographic features. If errors or discrepanciesare found please contact 651-792-7044. The preceding disclaimer is provided pursuant to Minnesota Statutes §466.03, Subd. 21 (2000),and the user of this map acknowledges that the City shall not be liable for any damages, and expressly waives all claims, and agrees todefend, indemnify, and hold harmless the City from any and all claims brought by User, its employees or agents, or third parties whicharise out of the user's access or use of data provided.
Beckman / Jerrold Area µ
0 370 740185 Feet
Legend
Temporary No Parking
State Fair
2016
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Prepared by:City of Arden Hills4/14/16
Data S ources an d Co ntacts:* Ramsey County GIS Base M ap (4/30/1 2)* City of Ard en Hills
DISCLAIM ER:This map is neither a legally recorded map nor a survey and is not intended to be used as one. This m ap is a com pilation of records,information and data located in various city, county, state and federal offices and other sources regarding the area show n, and is tobe used for reference purposes only. The City does not warrant that the Geographic Information System (GIS) Data used to preparethis map are error free, and the C ity does not represent that the GIS Data can be used for navigational, tracking or any other purposerequiring exacting measurement of distance or direction or precision in the depiction of geographic features. If errors or discrepanciesare found please contact 651-792-7044. The preceding disclaimer is provided pursuant to Minnesota Statutes §466.03, Subd. 21 (2000),and the user of this map acknowledges that the City shall not be liable for any damages, and expressly waives all claims, and agrees todefend, indem nify, and hold harmless the City from any and all claims brought by U ser, its em ployees or agents, or third parties whicharise out of the user's access or use of data provided.
Harriet / Benton Way Area µ
0 280 560140 Feet
Legend
Temporary No Parking
State Fair
Proposed 2017
Page 1 of 1
DATE: July 17, 2017
TO: Honorable Mayor and City Councilmembers
William S. Joynes, Sr., City Administrator
FROM: Matthew Bachler, Senior Planner
SUBJECT: Simple Recycling Draft Services Agreement
Background
The City Council met with a representative of Simple Recycling at their Work Session on May
15, 2017. Simple Recycling provides municipal curbside collection of clothing and housewares.
The company is currently expanding in Minnesota and now operates in the cities of Brooklyn
Center, New Hope, Crystal, Brooklyn Park, St. Louis Park, and Shoreview. Following their
discussion at the Work Session, the City Council directed staff to work with Simple Recycling
on a draft services agreement.
Discussion
A draft of the services agreement with Simple Recycling for an initial term of four years is
included in Attachment A. The City Attorney has reviewed the current draft. A few key
provisions of the contract include:
• Collection services would be provided at no cost to the City or residents. The City would
receive a contract fee of one cent per pound of gross receipts of collected materials.
• Simple Recycling would administer the entire program including the distribution of
collection bags to residents.
• The collection schedule would coincide with existing recycling collection dates of
Tuesdays for properties south of I-694 and Wednesday for properties north of I-694.
• Simple Recycling would be required to use a cargo van or similar vehicle for collection.
Based on the feedback received from the City Council, staff will work with Simple Recycling on
a final version of the contract for City Council consideration. Collection services would
commence approximately 8 to 12 weeks after the services agreement is signed.
Attachments
A. Draft Services Agreement with Simple Recycling for Collection of Soft Recyclables
AGENDA ITEM – 1B
MEMORANDUM
AGREEMENT FOR COLLECTION OF SOFT RECYCLABLES
This Agreement for the Collection of Soft Recyclables (“Agreement”) is made and
entered into this___ day of _________, 20____, (the “Date of Execution”) by and between the
City of Arden Hills, a municipal corporation with an address at 1245 West Highway 96, Arden
Hills, MN 55112 (herein referred to as “CITY”), and Great Lakes Recycling, Inc. d/b/a Simple
Recycling, an Ohio corporation with a business address at 5425 Naiman Parkway, Solon, OH
44139 (together which with its successors and assigns, herein referred to as "Contractor").
W I T N E S S E T H:
WHEREAS, Contractor is skilled and experienced in the collection and efficient
recycling and disposition of Soft Recyclables; and
WHEREAS, CITY desires to limit and restrict the quantity of Soft Recyclables which are
deposited in the landfill; and
WHEREAS, CITY has selected Contractor to collect, identify, haul, recycle and/or
dispose of Soft Recyclables in the CITY’S Service Area; and
WHEREAS, Contractor can provide such services and is in the business of and has the
expertise, experience, resources and capability to perform the collecting, identifying, packaging,
hauling, recycling and/or disposing of Soft Recyclables; and
Now, THEREFORE, in consideration of the premises and material promises set forth
below and other consideration the receipt and sufficiency of which is hereby acknowledged by
the parties, Contractor and CITY (herein collectively called the “Parties”) hereby agree as
follows:
1. Term. This Agreement shall begin upon the Date of Execution and continue for an
initial term of four (4) years (the “Initial Term”). At the end of the Initial Term CITY has the
right to renew for an additional four (4) year term upon mutual agreement (each such term an
“Extension Term” and collectively, the “Term”). During the Term, Contractor shall have the
sole and exclusive rights to pick up Soft Recyclables in the CITY’S Service Area through
municipal contracted pick up.
2. Contractor’s Program Commencement. During the Term, Contractor agrees to
begin providing program services on a date no later than the ____ day of ______________,
20___or; the Date of Commencement will be no later than twelve (12) months from the Date of
Execution of this Agreement. On the Date of Commencement, Contractor agrees to furnish all
labor, equipment, tools, and services required and necessary for the collection and disposal of
Soft Recyclables within CITY and provide qualified supervisory personnel to direct the activities
of Contractor under this Agreement.
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3. Collection Procedures. During the Term and after the Date of Commencement,
Contractor shall collect all acceptable Soft Recyclables set-out for recycling and collection by
Residential Customers in approved Containers. The decision of what is an "acceptable" Soft
Recyclable shall be made in the sole reasonable discretion of Contractor and will be
communicated to the CITY and its residents through joint marketing efforts. However, in no
event shall Contractor be required to accept any Excluded Items (excluded items include, but are
not limited to the following items: garbage, hazardous waste, carpet, newspapers, mattresses,
large furniture, large appliances, yard waste) and in no event shall Contractor provide service to
Commercial Customers. Contractor shall not be responsible for collecting Soft Recyclables
which have fallen or been placed Curbside but are not in a Container. Contractor agrees to
operate collection vehicles in such a manner to prevent materials from being blown from the
vehicle. If at any time during collection and transport, Soft Recyclables are spilled onto a street,
sidewalk, or private property, Contractor shall clean up and place in the collection vehicle all
Soft Recyclables before the vehicle proceeds to the next stop on the collection route or shall
promptly make all other reasonably necessary arrangements for the immediate clean-up of
spilled Soft Recyclables. Contractor agrees to remove and dispose of all Soft Recyclables at no
cost to CITY.
During the term of this Agreement, if requested by the City, Contractor shall provide
services for collection of Soft Recyclables at any City sponsored citywide clean-up events, and
will provide sufficient containers, vehicles and personnel to effectively provide these services.
4. Ownership. Soft Recyclables set out for collection on the regularly scheduled
collection day belong to and remain the responsibility of the property owner or tenant from the
time of its set-out until handled by the Contractor. Soft Recyclables physically collected by
Contractor shall be deemed acceptable Soft Recyclables for the purposes of its obligations under
this Agreement.
6. Set Out Procedures. Residents shall place Soft Recyclables into Containers and place
Containers at Curbside for collection. Overflow material shall be placed adjacent to the
Container(s) in plastic bags or other easily handled container. Soft Recyclables shall not be set
out in tied bundles. Contractor must collect all Soft Recyclables that are set out in this manner
and are placed within seven (7) feet of the Curbside. Containers shall be placed in a manner that
will not interfere with or endanger the movement of vehicles or pedestrians. When construction
work is being performed in the right-of-way, Containers shall be placed as close as practicable to
an access point for the collection vehicle. Contractor may decline to collect any Soft
Recyclables not set out in accordance with this paragraph.
7. Contamination and Improper Set Out. If Contractor encounters any improperly
packaged Soft Recyclables or other contaminants in the Container, Contractor may leave those
materials in the Container or remove them from the Container and leave them Curbside.
Contractor must place a tag on the contaminant(s) that is not collected, collect the acceptable
items, and leave contaminants at Curbside.
7. Collection Schedule. Contractor shall divide the Service Area into collection areas to
coincide with existing CITY recycling collection dates. Collections shall be made from Service
Recipients on a regular schedule in accordance with the existing CITY recycling pickup schedule
for households in buildings with one to four housing units; however, Contractor reserves the
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right to alter the frequency of the scheduled pickups on an as needed basis with approval from
the CITY.
Collection of all Soft Recyclables from all curbside locations shall not start before 7:00 a.m. or
continue after 6:00 p.m. according to City Ordinance. Exceptions to collection hours shall be
effected only by prior permission of the City.
Contractor shall not be required to perform any service under this Agreement on
Holidays. When a holiday falls on the day that recyclables should normally be collected, each
subsequent collection day will be delayed one day. For example, if July 4 is on Tuesday, regular
collection services that week will be Wednesday and Thursday. Contractor may interrupt the
regular schedule and quality of service because of street repairs, snow or other closures of public
routes, which in Contractor's sole reasonable discretion makes the pick-up of the Soft
Recyclables from a Service Recipient impracticable under the circumstances. Contractor will
communicate any interruption to the CITY.
8. Collection Vehicles. Contractor shall be required to use a cargo van or similar vehicle
for collection. The vehicle bodies shall have the Contractor’s name and telephone number
painted in letters of contrasting color, at least four (4) inches high or easily readable under
normal conditions. In addition, all Collection vehicles used in performance of the Contract shall:
a. Be duly licensed and inspected by the State of Minnesota;
b. Operate within the weight allowed by Federal and Minnesota Statues and local
road weight limits;
c. Be Minnesota Department of Transportation-compliant at all times; and
d. Be kept clean and as free from offensive odors as possible.
9. Missed Collections and Complaints. Service Recipients shall be instructed by CITY
to report missed collections and complaints to Contractor. The Program Brochure and other
program information shall include contact information for the Contractor to facilitate
communication from Service Recipients. Contractor shall give prompt and courteous attention
to all reported missed collections and complaints.
10. Inventory of Containers. During the term of this Agreement, Contractor shall
purchase (at its sole cost) and maintain an inventory of acceptable and approved Containers for
distribution to Service Recipients. Prior to commencement of service under this Agreement,
Contractor shall provide new Containers to each Service Recipient. Containers shall initially be
delivered to Service Recipients with an informational brochure on the recycling collection
program described herein that is produced and printed by the contractor and approved by CITY,
which approval shall not be unreasonably withheld (the “Program Brochure”).
11. Contractor’s Fee. Contractor shall pay to CITY a contract fee of One Cent ($0.01)
per pound of gross receipts of Soft Recyclables in the CITY. Payments shall be made to CITY
not more than thirty (30) days following the close of each calendar month during the term of this
Agreement. Weight shall be collected and documented upon completion of each collection day.
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12. Publication Information and Education Program. CITY shall provide public
information in the normal course to inform Service Recipients of this recycling program. The
content and timing of CITY public information shall be coordinated with and approved by
Contractor. Contractor may prepare and distribute its own promotional materials subject to
CITY approval, which approval shall not be unreasonably withheld. Contractor shall participate
in CITY directed promotion and education efforts as outlined below:
a. Contractor shall provide City with 100 program flyers at the commencement of
the Contract, and annually thereafter to be placed at City Hall. The flyers shall be
delivered to the City no later than January 31 of each year.
b. During the course of the routine recycling pick up, provide and distribute notices
regarding rejected materials and proper set out procedures.
c. Training of employees to deal courteously with customers on the telephone and
on-route to promote the collection service and explain proper material preparation.
d. Coordinate with CITY for distribution of written promotional and instructional
materials directly to Service Recipients.
e. Be available a minimum of two times per year to participate in promoting the
collection service at an area fair, neighborhood association program, school, or
community event.
f. Provide advice to CITY on promotion and education material content and
presentation.
13. Telephone and Customer Service. Contractor shall maintain and staff a local toll-
free telephone number where complaints of Service Recipients shall be received, recorded and
handled by Contractor, between the hours of 9:00 AM and 4:30 PM Monday through Friday,
excluding Holidays. Typically, all "call backs" shall be attempted a minimum of one time prior
to 6:00 p.m. on the day of the call. If the caller is not contacted on the first attempt, Contractor
shall make subsequent attempts on the next working day after the original call. Contractor shall
make a minimum of three (3) attempts within twenty-four (24) hours of the receipt of the call.
All attempts to contact the caller shall be recorded on a log kept by Contractor.
14. Marketing and Disposition of Recyclable Material. Contractor shall be solely
responsible for the marketing and sale of collected Soft Recyclables, and shall be solely
responsible for the storage and disposition of the Soft Recyclables in the event it is unable to sell
the Soft Recyclables in a timely manner.
15. Insurance. During the term of this Agreement Contractor agrees to keep in force,
with an insurance company licensed to transact business in STATE, an "occurrence basis"
insurance policy or policies indemnifying, defending and saving harmless CITY from all
damages (except for damages caused by CITY's own negligence, willful misconduct or failure)
which may be occasioned to any person, firm, or corporation, whether damages are by reason of
any willful or negligent act or acts on part of Contractor, its agents or employees, with limits no
less than:
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a. General Liability: Two Million and no/100 Dollars ($2,000,000.00) combined single
limit per occurrence for bodily injury, personal injury, and property damage. City must be
named as Additional Insured.
b. Vehicle Liability: Two Million and no/100 Dollars ($2,000,000.00) combined single
limit per accident for bodily injury and property damage.
c. Worker's Compensation/Industrial Insurance: Limits as required by the State of
Minnesota.
The general liability provisions in automobile liability policies are to contain, or be
endorsed to contain, the following provisions:
(i) CITY, its officers, officials, employees, and volunteers are to be covered
as insureds as respects: liability arising out of activities performed by or on behalf
of Contractor; products and completed operations of Contractor; premises owned,
occupied, or used by Contractor; or automobiles owned, leased, hired, or
borrowed by Contractor.
(ii) Contractor's insurance coverage shall be primary insurance as CITY, its
officers, officials, employees, and volunteers. Any insurance or self-insurance
maintained by CITY, its officers, officials, employees, or volunteers shall be in
excess of Contractor's insurance and shall not contribute with it.
(iii) Any failure to comply with reporting provisions of the policy shall not
affect coverage provided to CITY, its officers, officials, employees, or volunteers.
(iv) Contractor's insurance shall apply separate to each insured against whom
claim is made or suit is brought, except with respect to the limits of the insurer's
liability.
(v) Each insurance policy required by this clause shall be endorsed to state
that coverage shall not be suspended, voided, canceled by either party, nor
reduced in coverage or in limits except after thirty (30) days' prior written notice
has been given to CITY.
16. Indemnification and Hold Harmless. Except for CITY'S own negligence, willful
misconduct or failures, Contractor shall save, keep, and hold harmless CITY, its officers, agents,
employees, and volunteers from all damages, costs, or expenses in law or equity that may at any
time arise or be set up because of damages to property or personal injury received by reason of or
in the course of performing work which may be occasioned by any willful or negligent act or
omission of Contractor, any of Contractor's employees, or any subcontractor. In the event of
liability for damages arising out of bodily injury to persons or damages to property caused by or
resulting from the concurrent negligence of Contractor and CITY, its members, officers,
employees, and agents, Contractor's liability hereunder shall be only to the extent of Contractor's
negligence. The provisions of this paragraph shall survive the expiration or termination of this
Agreement.
17. Compliance with Law. Contractor agrees to comply with all published ordinances,
laws, rules, and regulations, together with amendments thereto, of the STATE, the United States
of America, or CITY pertaining to the services to be performed hereunder.
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18. Taxes. Contractor agrees to save CITY harmless from any and all taxes or
assessments of any kind or nature levied by any political subdivision upon Contractor by reason
of services rendered for Soft Recyclables and disposal for CITY.
19. Employee Conduct. All Contractor personnel must maintain a courteous and
respectful attitude toward the public at all times. At no time may they solicit, request or receive
gratuities of any kind. Contractor must direct its employees to avoid loud and/or profane
language at all times during the performance of duties. Any employee of Contractor who
engages in misconduct or is incompetent or negligent in the proper performance of duties or is
disorderly, dishonest, intoxicated, or discourteous must be removed from service under this
contract by Contractor.
20. Monthly Reports. Contractor shall provide monthly project status reports. These
reports will be due within fifteen (15) days of the close of the month being reported. At a
minimum, the reports shall include detailed data to allow analysis of collection and processing
efficiencies including pounds of Soft Recyclables collected in the prior month and the payment
of the required fee to CITY.
21. Inspections. Upon reasonable advanced request to Contractor, CITY may inspect the
facilities, equipment and operations of Contractor to assure itself of the appearance and
compliance with provisions of this Agreement. Upon reasonable advance request, CITY may
review the records kept on the Soft Recyclables collected under the terms of this Agreement to
test and validate the weights claimed. CITY agrees to notify Contractor, in writing, at least forty-
eight (48) hours prior to any such inspection and shall indicate the reasonable basis for
requesting the inspection.
22. Meetings and Communications. In order to minimize misunderstanding and to
provide thereafter a forum for discussing and resolving any issues that may arise, the parties
agree to meet on a regular basis and hereby adopt communications procedures as follows:
Meetings After Collection Begins. After Collections begin, meetings shall be held no
less frequently than a quarterly basis, unless otherwise mutually agreed, between
representatives of the parties. Such meetings will be held for the purpose of reviewing
and discussing day-to-day operations, promotion, public information and public relations,
and may be carried out by telephone
Designation of Representatives. Each party shall send at least one representative to each
meeting. CITY shall send to each meeting at least one staff member with operation
expertise. Each party shall designate one, and only one, representative as its Lead
Representative. If a party sends only one representative to any meeting, that person shall
be conclusively presumed to be its Lead Representative.
23. Compliance with Laws and Regulations. Contractor agrees that, in performance of
work and services under this contract, Contractor will qualify under and comply with any and all
applicable federal, State and local laws and regulations now in effect, or hereafter enacted during
the Term, which are applicable to Contractor, its employees, agents or subcontractors, if any,
with respect to the work and services described herein.
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24. Termination and Breach. Either party may terminate this Agreement without cause upon
one hundred eighty (180) days written notice. In the event of a breach of the terms and
conditions of this Agreement by either Party hereunder, the non-breaching Party may elect to
terminate this Agreement by providing the defaulting Party with a written notice of such default,
and allowing the breaching Party a period of thirty (30) days from and after the date of such
notice to cure the breach complained of to the satisfaction of the non-breaching Party. In the
event said breach is not cured within the thirty (30) day period, this Agreement shall be
terminated (for-cause) as of the last day of the period.
a. In the event CITY elects to terminate this Agreement without cause, CITY shall
pay those demobilization and closeout costs shown by Contractor to the CITY with
reasonable certainty within thirty (30) days of termination. In the event CITY
terminates this Agreement for Contractor’s uncured breach, Contractor agrees to
furnish services under this Agreement until such time as another Soft Recyclables
collection and disposal contractor can be selected by CITY, in CITY’s sole discretion,
and CITY shall not be required to pay any of Contractor’s demobilization and
closeout costs.
b. In the event Contractor elects to terminate this Agreement without cause,
Contractor shall continue to provide service for the full period of the one hundred
eighty (180) days’ notice, while cooperating fully with CITY in transition to a new
entity to perform recycling of Soft Recyclables. In the event Contractor terminates
this Agreement because of CITY’s uncured breach, CITY shall pay those
demobilization and closeout costs shown by Contractor to the CITY with reasonable
certainty within thirty (30) days of termination.
25. Severability. Should one or more of the provisions of this Agreement be held by any
court to be invalid, void or unenforceable, the remaining provisions shall nevertheless remain
and continue in full force and effect, provided that the continuation of such remaining provisions
does not materially change the original intent of this Agreement.
26. Independent Contractor Status. In the performance of services pursuant to this
Agreement, Contractor shall be an independent contractor and not an officer, agent, servant or
employee of CITY. Contractor shall have exclusive control over the details of the service and
work performed and over all persons performing such service and work. Contractor shall be
solely responsible for the acts and omissions of its officers, agents, employees, Contractors and
subcontractors, if any. Neither Contractor nor its officers, agents, employees or subcontractors
shall obtain any right to retirement benefits, Workers’ Compensation benefits, or any other
benefits which accrue to CITY employees and Contractor expressly waives and claim it may
have or acquire to such benefits.
27. No Assignment. This Agreement, or any interest herein, shall not be transferred,
sold, nor assigned by either Party to any person, firm, or corporation, without the prior written
consent of the other Party.
28. Data Practices and Audit. Contractor will have access to data collected or
maintained by CITY to the extent necessary to perform Contractor's obligations under this
contract. Contractor agrees to maintain all data obtained from CITY in the same manner as CITY
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is required under the Minnesota Government Data Practices Act, Minn. Stat. Chap. 13 (the
"Act"). Contractor will not release or disclose the contents of data classified as not public to any
person except at the written direction of CITY. Contractor acknowledges that, pursuant to Minn.
Stat. § 13.05, subdivision 11, all of the data created, collected, received, stored, used,
maintained, or disseminated by the Contractor in performing this agreement is subject to the
requirements of the Act and that the Contractor must comply with the Act as if it were a
government entity. Contractor agrees to defend and indemnify CITY from any claim, liability,
damage or loss asserted against CITY as a result of Contractor's failure to comply with the
requirements of the Act or this contract. Upon termination of this contract, Contractor agrees to
return data to CITY, as requested by CITY. Contractor shall provide access to the City and its
auditors, or to state auditors, to the books, records, documents, and accounting procedures and
practices that are relevant to this Agreement, to the extent required by State law.
29. Choice of Law. This Agreement shall be governed by and interpreted in accordance
with the laws of the State of Minnesota.
30. Definitions.
a. Commercial Customer: The term "Commercial Customer" means non-residential
customers, including businesses, public or private schools, institutions, governmental
agencies and all other users of commercial-type Garbage collection services.
b. Container: The term “Container” means a bag, supplied by Contractor for use by the
Residential Customer to set out Soft Recyclables.
c. Curb or Curbside: The words "Curb" or "Curbside" relate to the homeowners'
property, within five (5) feet of the Public Street or Private Road without blocking
sidewalks, driveways or on-street parking. If circumstances preclude, a Curbside shall be
considered a placement suitable to the resident, convenient to Contractor's equipment,
and mutually agreed to by CITY and Contractor.
d. Excluded Items: The term “Excluded Items” means Garbage, Hazardous Waste,
large furniture, large appliances such as refrigerators, stoves, washers and dryers,
magazines, newspapers, car seats, cribs, mattresses, paint, tires, cleaners, etc. and any
item heavier than fifty (50) pounds.
e. Garbage: The term “Garbage” means all putrescrible and non-putrescrible solid and
semi-solid wastes, including, but not limited to, rubbish, ashes, industrial wastes, grass,
yard debris, leaves, swill, demolition and construction wastes, dead animals piles of
debris, car parts, construction or demolition debris, any item that would be considered
Hazardous Waste, or stumps.
f. Hazardous Waste: The term "Hazardous Waste" means any hazardous, toxic or
dangerous waste, substance or material, or contaminant, pollutant or chemical, known or
unknown, defined or identified as such in any existing or future local, state or federal law,
statute, code, ordinance, rule, regulation, guideline, decree or order relating to human
health or the environment or environmental conditions, including but not limited to any
substance that is defined as hazardous by 4 0 C .F .R. Part 2 61 and regulated as
hazardous waste by the United States Environmental Protection Agency under Subtitle C
of the Resource Conservation and Recovery Act ("RCRA") of 1976, 42 U.S.C. § 6901 et
seq., as amended by the Hazardous and Solid Waste Amendments ("HSWA") of 1984;
the Toxic Substances Control Act, 15 U.S.C. § 2601 et seq.; or any other federal statute
or regulation governing the treatment, storage, handling or disposal of waste imposing
9
special handling or disposal requirements similar to those required by Subtitle C of
RCRA or any Minnesota statute or regulation governing the treatment, storage, handling
or disposal of wastes and imposing special handling requirements similar to those
required by federal law.
g. Holiday: The term “Holiday” means the following days: New Year’s Day, Martin
Luther King’s Day, President’s Day, Memorial Day, Independence Day, Labor Day,
Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day, unless otherwise
specified by the CITY recycling holiday schedule.
h. Residential Customer: The term “Residential Customer” means and individual or
individuals residing in a living space rented, leased or owned.
i. Service Area: The term "Service Area" means the municipal corporate limits of CITY
plus, if necessary, one or more adjacent municipalities within a forty (40) mile radius
with a minimum of forty thousand (40,000) households and be scalable to a minimum of
one hundred thousand (100,000) households within a forty (40) mile radius, based on the
municipalities’ collection censuses. The Service Area will encompass all of CITY’S
trash and recycling collection area, as it may be amended from time to time.
j. Service Recipients: The term “Service Recipients” means Residential Customers of
CITY in the Service Area.
k. Soft Recyclable: The term “Soft Recyclable” means items of an individual weight
less than fifty (50) pounds and can be carried by one person. Soft Recyclables include
primarily men’s, women’s and children’s clothing as well as items such as jewelry, shoes,
purses, hats, toys, pictures, mirrors, blankets, drapes and curtains, pillows, rags, sewing
scraps, sleeping bags, small furniture, small appliances, irons, radios and audio
equipment, cameras, lamps, hairdryers, tools, toasters, microwaves, coffee makers,
silverware, dishes, pots and pans, glasses and the like. The definition of Soft Recyclable
is subject to modification in the discretion of Contractor based upon experience gained
during the term of this Agreement.
IN WITNESS WHEREOF, the parties have executed and delivered this Agreement as of
the Date of Execution first written above.
CITY
By:
Its: ____________________________________
Great Lakes Recycling, Inc. d/b/a Simple
Recycling
By: _______________________________
Adam Winfield, President
Page 1 of 2
AGENDA ITEM – 1C
MEMORANDUM
DATE: July 17, 2017
TO: Honorable Mayor and City Councilmembers
William S. Joynes, Sr., City Administrator
FROM: Dave Perrault, Interim Director of Finance and Administrative Services
SUBJECT: Preliminary General Fund Budget
Budgeted Amount: Actual Amount: Funding Source:
N/A N/A N/A
Council Should Consider
Staff is requesting City Council review and provide feedback to the attached preliminary General
Fund budget for the 2018 fiscal year.
Background
Annually, City Staff prepares and submits a preliminary budget to the City Council for review
and feedback. Attached to this memo is the City’s Preliminary General Fund budget for the
2018 fiscal year. Each department provided their respective forecasts for both revenues and
expenditures for this budget.
Please note, Ramsey County has not held their Finance Director meeting yet, this normally
occurs in August. Following this meeting, the Finance Department will have a better
understanding of how the property tax levy will be affected by changing market conditions and
residential home values. For the purpose of this discussion, tax levy has remained unchanged
from the prior year.
The preliminary budget shows revenues decreasing by 1.81 percent and expenditures increasing
1.94 percent, leaving a budget shortfall of approximately $352,000. This shortfall is primarily
due to increased public safety costs, increased budgeted transfers, prior year budgeted deficits,
Page 2 of 2
and adjusting estimates to more closely align to historical trends. Please see the attached
PowerPoint and budget book for a more detailed explanation.
Discussion
Staff is respectfully requesting the City Council review the preliminary budget and provide
feedback for future budget work sessions. The City Council will see an updated budget before
September when the City Council will set the preliminary levy and the Truth in Taxation date.
Attachment
A. Preliminary 2018 General Fund Budget PowerPoint Presentation
B. Preliminary 2018 General Fund Budget Book
Preliminary 2018 General Fund Budget
Finance Department
City of Arden Hills
Overall Budget Summary
Actual Actual Budget Amended YTD Preliminary % Change
FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Revenues
Taxes 3,203,004 3,260,537 3,671,390 3,671,390 461 3,649,390 -0.60%
Licenses and Permits 518,845 598,687 347,330 347,330 274,353 324,600 -6.54%
Other Intergovernmental 130,023 131,914 145,788 145,788 44,021 133,179 -8.65%
Charges for Services 686,443 700,865 573,865 573,865 167,352 564,000 -1.72%
Fines & Forfeits 32,792 31,868 36,500 36,500 4,997 34,000 -6.85%
Special Assessments 1,316 1,332 3,000 3,000 - 2,000 -33.33%
Miscellaneous 90,137 77,786 82,424 82,424 49,339 65,000 -21.14%
Transfers - - - - - - 0.00%
Total Revenues $ 4,662,559 $ 4,802,989 $ 4,860,297 $ 4,860,297 $ 540,523 $ 4,772,169 -1.81%
Expenditures by Department
Mayor & Council $ 58,130 $ 65,051 $ 66,409 $ 66,409 $ 26,310 $ 67,500 1.64%
Elections 19,438 21,137 23,000 23,000 4,682 23,000 0.00%
Administration 245,608 173,782 307,915 307,915 68,570 283,627 -7.89%
Finance & Administrative Services 162,546 172,268 185,676 185,676 77,743 177,130 -4.60%
TCAAP 139,812 242,663 187,153 187,153 44,306 167,302 -10.61%
Planning & Zoning 170,629 173,853 327,335 327,335 40,943 263,463 -19.51%
Government Buildings 219,669 233,560 241,857 241,857 85,205 273,183 12.95%
Police & Animal Services 1,083,893 1,089,185 1,179,773 1,179,773 490,896 1,225,012 3.83%
Dispatch 68,328 67,780 68,832 68,832 22,944 65,175 -5.31%
Fire Protection 459,179 495,216 514,468 514,468 257,234 544,000 5.74%
Emergency Management 2,580 2,966 13,729 13,729 (135) 10,902 -20.59%
Protective Inspections 306,299 326,360 323,578 323,578 101,743 346,185 6.99%
Street Maintenance 336,397 479,814 538,749 538,749 119,932 559,057 3.77%
Park Maintenance 325,706 346,795 441,311 441,311 126,613 434,108 -1.63%
Recreation 247,878 275,038 296,468 296,468 77,930 319,252 7.69%
Celebrating Arden Hills - - - - - - 0.00%
Reserves/Contingency - - - - - - 0.00%
Transfers 80,000 775,121 310,000 310,000 - 365,000 17.74%
Capital Outlay - - - - - - 0.00%
Total Expenditures $ 3,926,091 $ 4,940,588 $ 5,026,253 $ 5,026,253 $ 1,544,913 $ 5,123,896 1.94%
Budget Assumptions
•COLA increase of 2.5 percent – minimal impact due to staff changes and
contracting positions
•Increase in Staffing (0.5 FTE’s)
–Addition of Communications Coordinator (0.5 FTE)
–Addition of Public Works Foreman (1.0 FTE)
–Removal of Finance Analyst (1.0 FTE)
•Health benefit increase of 10 percent
•Increase in budgeted transfers by $55,000
•Increase in Police Contract (4 percent) and Fire Contract (6 percent)
•Decrease in building permit revenue (fee reduction per State of
Minnesota)
•No change to the Property Tax Levy
NOTE: previous budgeted deficit of $165,000 in 2017
Revenues
Type 2017 2018 % Change
Total General Fund Revenue 4,860,297 4,772,169 (1.8%)
Property Tax Levy 3,641,290 3,641,290 0.0%
• Property tax levy remains unchanged
•Reduced expected delinquent tax revenue based on historical trends
•State of Minnesota is reducing their building permit fee by approximately 25
percent (City may adopt same rate)
• Water antenna revenue reduced as projected number of customers decreases
Please note: It is not yet known how market conditions and home values will affect
the property tax levy.
Expenditures
Type 2017 2018 % Change
Total General Fund Expenditures 5,026,253 5,123,896 1.94%
•Increase in budgeted transfers of $55,000
•Increase in Police Contract (4%) and Fire Contract (6%)*
•Added 0.5 FTE’s (Public Works Foreman and Communications Coordinator)
•Increase in Other Services due to updated forecasting and anticipated projects
Sources of Budget Deficit
Previous Budget Shortfall (166,000)
Increase in Transfers (55,000)
Increase in Police and Fire Contracts (45,000)
Other Services and Charges (based on trends) (125,000)
Total Budget Shortfall (352,000)
*Police and Fire contracts are still being negotiated with surrounding cities and may change
Staffing
•Assumed COLA increase of 2.5 percent and benefit increase
of 10 percent
Please note: the large decrease is due to WSB contracting for open positions being moved to Other Professional Services, if
WSB services are included the difference is an approximate (1%) change.
•0.5 FTE’s were added to the budget
–Add Communications Coordinator - 0.5 FTE (General Fund Impact: 15,000)
–Add Public Works Working Foreman - 1.0 FTE (General Fund Impact: 38,000)
–Remove Finance Analyst - 1.0 FTE (General Fund Impact: (17,000))
•Total FTE’s Budgeted: 23.5
General Fund Salaries 2017 Budget 2018 Budget % Change
Total Salaries and Benefits 1,370,892 1,139,930 (17%)
General Fund Balance
Current Projections
Ending 2017 Budgeted Balance 2,476,855
2018 Revenues 4,772,169
2018 Expenditures (5,123,896)
Ending 2018 Fund Balance 2,125,128
% of Subsequent Year Expenditures* 44%
Option B
Ending 2017 Budgeted Balance 2,778,855
2018 Revenues 4,772,169
2018 Expenditures (5,123,896)
Ending 2018 Fund Balance 2,427,128
% of Subsequent Year Expenditures* 50%
*Assume transfer from FY2016 surplus is
made to the PIR Fund and all other budgeted
expenses remain the same
*Assume transfer from FY2016 surplus is
NOT made to the PIR Fund and all other
budgeted expenses remain the same
2018 Preliminary General Fund Budget
City of Arden Hills
1
General Fund Summary
2
GENERAL FUND SUMMARY
Fund Description:
The General Fund is used to account for the ordinary operations of the City, which are financed
from taxes and other general revenues, which are not accounted for in another fund. The
modified accrual basis of accounting is used in the General Fund. This is, expenditures are
recorded at the time liabilities are incurred and revenues are recorded when received. However,
compensated absences are expended “when paid” for budgetary purposes.
Budget Summary:
Total General Fund estimated revenues for 2018 are $4,772,169. The three largest revenue
sources for the City are property taxes, charges for current services, and license fees and permits.
Property taxes are the largest revenue source with 76% of the revenue, charges for current
services are 12%, license fees and permits are 7%, intergovernmental revenues are 3%, court
fines are 1% and miscellaneous revenues are 1%. The graph below illustrates the projected
revenue by type.
76%
7%3%
12%
1%1%<1%
<1%
2018 Proposed Revenues By Classification
Taxes
Licenses & Permits
Intergovernmental Revenues
Charges for Services
Interest on Investments
Fines & Forfeits
Special Assessments
Miscellaneous
3
The 2018 General Fund budget of $5,123,896 is a 1.94% increase over the City’s 2017 amended
budget. Public Safety and General Government expenditures represent the largest expenditure
areas with 43% and 24% respectively, while Park & Recreation represents 15%. These areas
account for 83% of the budgeted expenditures within the City. The remaining expenditures are
represented by Public Works at 11% and Transfers at 7%. Generally, the City does not budget
for Contingency expenses. Economic Development revenues and expenses are located in the
EDA General Fund budget. Capital Outlay expenses are located in the Capital Improvement Plan
and are not included in the General Fund. The following graph illustrates the budgeted
expenditures by department.
24%
43%
11%
15%
0% 0%
7%
0%
2018 Proposed Expenditures By Department
General Government
Public Safety
Public Works
Park & Recreation
Economic Development
Contingency
Transfers
Capital Outlay
4
The previous table summarizes the General Fund Revenues by classification and expenditures by
departments, while the table below summarizes the General Fund revenues and expenditures
both by classification.
Actual Actual Budget Amended YTD Preliminary % Change
FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Revenues
Taxes 3,203,004 3,260,537 3,671,390 3,671,390 461 3,649,390 -0.60%
Licenses and Permits 518,845 598,687 347,330 347,330 274,353 324,600 -6.54%
Other Intergovernmental 130,023 131,914 145,788 145,788 44,021 133,179 -8.65%
Charges for Services 686,443 700,865 573,865 573,865 167,352 564,000 -1.72%
Fines & Forfeits 32,792 31,868 36,500 36,500 4,997 34,000 -6.85%
Special Assessments 1,316 1,332 3,000 3,000 - 2,000 -33.33%
Miscellaneous 90,137 77,786 82,424 82,424 49,339 65,000 -21.14%
Transfers - - - - - - 0.00%
Total Revenues 4,662,559$ 4,802,989$ 4,860,297$ 4,860,297$ 540,523$ 4,772,169$ -1.81%
Expenditures by Department
Mayor & Council 58,130$ 65,051$ 66,409$ 66,409$ 26,310$ 67,500$ 1.64%
Elections 19,438 21,137 23,000 23,000 4,682 23,000 0.00%
Administration 245,608 173,782 307,915 307,915 68,570 283,627 -7.89%
Finance & Administrative Services 162,546 172,268 185,676 185,676 77,743 177,130 -4.60%
TCAAP 139,812 242,663 187,153 187,153 44,306 167,302 -10.61%
Planning & Zoning 170,629 173,853 327,335 327,335 40,943 263,463 -19.51%
Government Buildings 219,669 233,560 241,857 241,857 85,205 273,183 12.95%
Police & Animal Services 1,083,893 1,089,185 1,179,773 1,179,773 490,896 1,225,012 3.83%
Dispatch 68,328 67,780 68,832 68,832 22,944 65,175 -5.31%
Fire Protection 459,179 495,216 514,468 514,468 257,234 544,000 5.74%
Emergency Management 2,580 2,966 13,729 13,729 (135) 10,902 -20.59%
Protective Inspections 306,299 326,360 323,578 323,578 101,743 346,185 6.99%
Street Maintenance 336,397 479,814 538,749 538,749 119,932 559,057 3.77%
Park Maintenance 325,706 346,795 441,311 441,311 126,613 434,108 -1.63%
Recreation 247,878 275,038 296,468 296,468 77,930 319,252 7.69%
Celebrating Arden Hills - - - - - - 0.00%
Reserves/Contingency - - - - - - 0.00%
Transfers 80,000 775,121 310,000 310,000 - 365,000 17.74%
Capital Outlay - - - - - - 0.00%
Total Expenditures 3,926,091$ 4,940,588$ 5,026,253$ 5,026,253$ 1,544,913$ 5,123,896$ 1.94%
Fund Balance - January 1 2,345,942 3,082,410 2,944,811 2,944,811 2,944,811 2,778,855
Excess Revenue Over Expenditure 736,468 (137,599) (165,956) (165,956) (1,004,390) (351,727)
Fund Balance - December 31 3,082,410$ 2,944,811$ 2,778,855$ 2,778,855$ 1,940,421$ 2,427,128$
5
Actual Actual Budget Amended YTD Preliminary % Change
FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Revenues
Taxes
Taxes 3,203,004 3,260,537 3,671,390 3,671,390 461 3,649,390 -0.60%
Licenses and Permits 518,845 598,687 347,330 347,330 274,353 324,600 -6.54%
Other Intergovernmental 130,023 131,914 145,788 145,788 44,021 133,179 -8.65%
Charges for Services 686,443 700,865 573,865 573,865 167,352 564,000 -1.72%
Fines & Forfeits 32,792 31,868 36,500 36,500 4,997 34,000 -6.85%
Special Assessments 1,316 1,332 3,000 3,000 - 2,000 -33.33%
Miscellaneous 90,137 77,786 82,424 82,424 49,339 65,000 -21.14%
Transfers - - - - - - 0.00%
Total Revenues 4,662,559$ 4,802,989$ 4,860,297$ 4,860,297$ 540,523$ 4,772,169$ -1.81%
Expenditures by Category
Personal Services 1,328,172$ 1,150,325$ 1,543,802$ 1,543,802$ 394,324$ 1,302,701$ -15.62%
Materials and Supplies 138,501 148,694 160,284 160,284 32,334 117,846 -26.48%
Other Services and Charges 2,379,419 2,866,448 3,012,167 3,012,167 1,118,255 3,338,349 10.83%
Capital Outlay - - - - - - 0.00%
Transfers 80,000 775,121 310,000 310,000 - 365,000 17.74%
Contingency/Reserves - - - - - - 0.00%
Other Financing Uses - - - - - - 0.00%
Total Expenditures 3,926,091$ 4,940,588$ 5,026,253$ 5,026,253$ 1,544,913$ 5,123,896$ 1.94%
Fund Balance - January 1 2,345,942 3,082,410 2,944,811 2,944,811 2,944,811 2,778,855
Excess Revenue Over Expenditure 736,468 (137,599) (165,956) (165,956) (1,004,390) (351,727)
Fund Balance - December 31 3,082,410$ 2,944,811$ 2,778,855$ 2,778,855$ 1,940,421$ 2,427,128$
6
REVENUES
Activity Description
To record and maintain all general operating revenues of the City. The General Fund is used to
account for all financial resources except those required to be accounted for in another fund.
These revenues will be used to finance the general operating expenditures of the City.
Objectives
1. Maintain stable, constant revenue sources.
2. Maintain a low tax rate by reviewing the costs of services provided and charge
appropriately for those services.
Budget Issues
The General Fund’s main revenue source is property taxes. Property taxes made up 78% of the
2016 budget and 76% of the 2017 budget. For 2018 property taxes make up 76% of the total
General Fund revenues.
Other revenues besides property taxes were reviewed for inflation and changes to the City’s fee
schedule. However, noting that administrative charges to other funds for overhead may increase
or decrease with the budgeted expenditures of Administration, Finance and Administrative
Services and Government Buildings (In 2008, Charges for Services were increased as
administrative charges to other funds are now being charged – these fluctuate based on the
estimated expenditures in each of these departments).
For the preliminary budget, property taxes have not increase, other notable changes would be a
decline in miscellaneous charges (21%) and a decline in special assessments (33%).
Budget Summary
See next two pages.
7
This Page Intentionally Left Blank
8
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Taxes
Current Ad Valorem Taxes 3,037,146$ 3,151,450$ 3,641,290$ 3,641,290$ -$ 3,641,290 0.00%
Payments in Lieu of Taxes 168 - - - - - 0.00%
Delinquent Ad Valorem Taxes (69,825) (132,292) 22,000 22,000 - - -100.00%
Mobile Home Tax 8,251 7,271 7,500 7,500 - 7,500 0.00%
Fiscal Disparities 228,375 240,148 - - - - 0.00%
Aggregate Removal Tax - 969 600 600 461 600 0.00%
Penalties & Interest on Taxes (1,111) (7,009) - - - - 0.00%
Forfeited Tax Sales - - - - - - 0.00%
Total Taxes 3,203,004 3,260,537 3,671,390 3,671,390 461 3,649,390 -0.60%
Licenses and Permits
Liquor, On Sale & Sunday 24,770 23,560 25,000 25,000 33,174 25,000 0.00%
Liquor, Off Sale 462 778 - - 776 - 0.00%
Inspection Fees 1,422 1,106 2,000 2,000 790 1,200 -40.00%
Contractors 9,632 10,020 10,000 10,000 5,475 10,000 0.00%
Rental Regulation Fee 4,106 4,725 4,500 4,500 4,275 4,500 0.00%
Business Licenses 9,568 9,083 13,650 13,650 9,860 10,000 -26.74%
Other Business Lic/Permits - 1,439 - - 585 - 0.00%
Tobacco License 1,342 1,500 1,400 1,400 1,500 1,400 0.00%
Plan Review & Bldg Permits 287,886 394,215 200,000 200,000 94,568 180,000 -10.00%
Mechanical Permits 50,427 56,267 30,000 30,000 91,458 30,000 0.00%
Plumbing Permits 25,092 20,143 15,000 15,000 3,225 15,000 0.00%
Animal Licenses 2,058 1,906 2,500 2,500 1,189 2,000 -20.00%
Sign Permits 1,696 3,703 1,400 1,400 - 2,500 78.57%
Sign Permit Renewal 1,744 2,242 2,100 2,100 2,403 2,100 0.00%
Electrical Permits 64,264 33,462 20,000 20,000 14,449 20,000 0.00%
Utility Permit Fees - - - - - - 0.00%
Fire Suppression Permits 16,069 17,700 10,000 10,000 4,172 10,000 0.00%
Fire Permit Plan Check Fee 10,522 10,800 6,000 6,000 2,582 6,000 0.00%
Utility Permit Fees 5,205 3,484 - - 2,700 3,000 0.00%
Erosion/Grading Permit 2,370 2,448 1,680 1,680 750 1,700 1.19%
Other Nonbusiness Lic/Permits 210 105 2,100 2,100 420 200 -90.48%
Total Licenses and Permits 518,845 598,687 347,330 347,330 274,353 324,600 -6.54%
Intergovernmental Revenues
Market Value Homestead Credit - - - - - - 0.00%
Mobile Home Homestead Credit - - - - - - 0.00%
State PERA Aid 5,179 5,179 5,179 5,179 - 5,179 0.00%
Local Preformance Aid - - - - - - 0.00%
Police Aid 38,619 38,614 52,609 52,609 - 40,000 -23.97%
MSA Maintenance 86,225 88,121 88,000 88,000 44,021 88,000 0.00%
State Grants - - - - - - 0.00%
County Grants & Aids - - - - - - 0.00%
Other County Grants & Aids - - - - - - 0.00%
Other Intergovernmental 130,023 131,914 145,788 145,788 44,021 133,179 -8.65%
Charges for Services
Zoning and Subdivision Fees 272 120 300 300 295 300 0.00%
Plan Checking Fees - - - - - - 0.00%
Sale of Maps and Publications - - - - - - 0.00%
Plat & Other Fees 12,061 13,400 12,000 12,000 5,584 12,000 0.00%
Admin Chgs from other funds 16,320 19,505 22,980 22,980 - 25,000 8.79%
Admin Chgs from other funds 71,032 64,188 66,773 66,773 - 67,000 0.34%
Admin Chgs from other funds 98,185 106,654 101,782 101,782 - 100,000 -1.75%
Zoning Permit Fees 1,893 2,419 1,000 1,000 555 1,500 50.00%
Business Subsidiary App Fee - - 2,000 2,000 - - -100.00%
Water Tower Antenna Rentals 189,534 123,815 150,000 150,000 25,235 120,000 -20.00%
Other General Govt Charges 3,476 1,218 3,500 3,500 532 3,000 -14.29%
Admin Charge-Staff Time 106 636 - - - - 0.00%
Plan Check Fee 153,425 197,927 80,000 80,000 45,109 100,000 25.00%
False Alarms 720 1,980 2,000 2,000 660 2,000 0.00%
Impound Fees - - - - - - 0.00%
State Building Code Surcharges 18,795 23,599 10,000 10,000 6,939 10,000 0.00%
City Building Code Surcharges 1,285 2,078 1,000 1,000 475 1,000 0.00%
City Hall Rental - - - - - - 0.00%
Park Facility Rental Fees - - 3,230 3,230 - - -100.00%
9
Youth Program Field Use 4,787 2,966 4,000 4,000 2,378 3,000 -25.00%
Adult Program Field Use - - 1,000 1,000 - - -100.00%
Summer Playground Fees 20,825 22,862 20,800 20,800 17,100 21,000 0.96%
Summer Trip Fees 587 - - - - - 0.00%
Adult Programs 26,190 25,821 30,000 30,000 14,960 27,000 -10.00%
Youth Programs 52,699 63,442 50,000 50,000 34,755 55,000 10.00%
Adult Softball (340) - - - - - 0.00%
After School Programs 13,148 18,210 10,000 10,000 9,877 15,000 50.00%
Special Events Programs 1,442 1,278 1,500 1,500 1,072 1,200 -20.00%
Other Charges for Services - - - - - - 0.00%
Other Charges for Services - 8,748 - - 1,826 - 0.00%
Total Charges for Services 686,443 700,865 573,865 573,865 167,352 564,000 -1.72%
Fines & Forfeits
Highway Patrol Fines - - 2,000 2,000 - - -100.00%
DWI Forfeitures 135 5,333 3,000 3,000 - 3,000 0.00%
Violations Bureau 21,671 17,336 20,000 20,000 4,997 20,000 0.00%
Tobacco Fines - - - - - - 0.00%
Administrative Fines 9,000 7,160 10,800 10,800 - 9,000 -16.67%
Forfeits 1,986 2,039 700 700 - 2,000 185.71%
Total Fines & Forfeits 32,792 31,868 36,500 36,500 4,997 34,000 -6.85%
Special Assessments 1,250 1,158 3,000 3,000 - 2,000 -33.33%
Special Assessments - - - - - - 0.00%
Delinquent Sp Assessments 66 173 - - - - 0.00%
Penalties and Int Sp Assessments - - - - - - 0.00%
PrePaid Special Assessments - - - - - - 0.00%
Total Special Assessments 1,316 1,332 3,000 3,000 - 2,000 -33.33%
Miscellaneous
Interest Income 53,522 52,161 65,000 65,000 48,741 55,000 -15.38%
Contributions/Donations - - 3,600 3,600 - - -100.00%
Contributions/Donations - - - - - - 0.00%
Contributions/Donations - 1,750 - - - - 0.00%
Contributions/Donations - - - - - - 0.00%
Contributions/Donations 825 8,226 - - 100 - 0.00%
Dead Tree Removal - 2,800 - - - - 0.00%
Contributions/Donations - - - - - - 0.00%
Candidate Filing Fee - 14 - - - - 0.00%
Developer Reimbursements - - - - - - 0.00%
Developer Reimbursements - - - - - - 0.00%
Conduit Debt Application Fee 500 - - - - - 0.00%
Conduit Debt Fees 25,000 - - - - - 0.00%
Night Time Construction Waiver - - - - - - 0.00%
Miscellaneous Reimbursements 156 156 550 550 39 - -100.00%
Miscellaneous Reimbursement (1,682) 1,923 1,000 1,000 358 1,000 0.00%
Miscellaneous Reimbursement - - 3,000 3,000 - - -100.00%
Miscellaneous Reimbursement - - - - - - 0.00%
Private Street Light Reimbursements - - - - - - 0.00%
Other Miscellaneous Revenue 83 3,950 1,000 1,000 - 1,000 0.00%
Other Miscellaneous Revenue 169 - - - 101 - 0.00%
Other Miscellaneous Revenue - - - - - - 0.00%
Miscellaneous Reimbursement 11,565 6,806 8,274 8,274 - 8,000 -3.31%
Fire Inspection Reimbursement - - - - - - 0.00%
Total Miscellaneous 90,137 77,786 82,424 82,424 49,339 65,000 -21.14%
Total Operating Revenues 4,662,559 4,802,989 4,860,297 4,860,297 540,523 4,772,169 -1.81%
Other Financing Sources
Sales of General Fixed Assets - - - - - - 0.00%
Transfer - - - - - - 0.00%
Transfer - - - - - - 0.00%
Total Other Financing Sources - - - - - - 0.00%
Total General Fund Revenue 4,662,559$ 4,802,989$ 4,860,297$ 4,860,297$ 540,523$ 4,772,169$ -1.81%
10
MAYOR AND COUNCIL
Function: General Government
Supervisor: Mayor & City Council
Fund #: 101
Activity#: 41100
Activity Scope
The Mayor and City Council are responsible for the formulation of policy and the passage of
laws governing the City of Arden Hills. Members participate in various committees, as well as
direct staff, through the City Administrator, as to their overall goals for the City. This
department provides for Mayor and Council compensation, Council meetings and work sessions,
management consultants, memberships, and publishing legal notices. Funding for the City’s
newsletter is included in this budget, as is funding for the City Council Retreat Facilitator.
Objectives
1. Adopt policies and ordinances consistent with Council’s position on growth, zoning, and
financial strategy.
2. Continue to work on the redevelopment of the TCAAP property.
Issues
1. Creating funding sources to build reserve balances to fund future capital improvements
while maintaining current City services.
Measurable Workload Data
None developed at this time.
Budget Commentary
In the 2018 the Mayor and Council Budget is proposed to increase by 1.64%. Other Services
and charges increased by 3.10% due primarily to an increase in anticipated expenditures for
outside services.
11
Budget Summary
Function: General Government Department: Mayor & Council
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Personal Services 29,649 31,160 31,212 31,212 21,960 31,200 -0.04%
Materials and Supplies - 48 38 38 12 50 31.58%
Services and Charges 28,482 33,842 35,159 35,159 4,337 36,250 3.10%
Total Operating Expenses 58,130 65,051 66,409 66,409 26,310 67,500 1.64%
Capital Outlay - - - - - - 0.00%
Department Total 58,130 65,051 66,409 66,409 26,310 67,500 1.64%
Funding Source: General Fund
12
ADMINISTRATION
Function: General Government
Supervisor: City Administrator
Fund #: 101
Activity#: 41300
Activity Scope
City Administration provides the overall direction of the City, as determined by the City Council.
The City Administrator serves as Chief Administrative Officer for the City, ensuring that laws,
ordinances, and resolutions of the City Council are enforced and implemented. The
Administration Department is responsible for administering Council policies, coordinating
Council agendas, and providing support to other functional areas within the City.
The City Attorney acts as an advisor to the Council and staff on legal matters and represents the
City in the legal actions. He prepares the contracts, ordinances, legal opinions and legal
documents needed for the operation of City government.
As the City progresses further with the TCAAP Property and is partners with Ramsey County
under a Joint Development Agency (JDA), part of the Administrator’s time has been allocated to
the TCAAP department to more accurately reflect the costs of supporting this development.
Objectives
1. Assist City Council in setting policies and procedures in accordance with Council’s
position.
2. Provide direction and leadership on major city projects, budget management, oversee
performance evaluation and long-range planning.
Issues
1. Long-range planning to maintain current City services while creating funding sources for
reserves.
2. Long-range comprehensive TCAAP planning
3. Long-range comprehensive public safety planning
Measurable Workload Data
None developed at this time.
13
Budget Commentary
The 2018 Administration operating budget is decreasing by 7.89% from 2017. This is primarily
due to a reduced expenditures in Personal Services as the City is currently contracting for the
City Administrator and other Director level positions leading to a cost savings.
Budget Summary
Function: General Government Department: Administration
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Total Personal Services 163,077 83,780 197,567 197,567 27,784 116,827 -40.87%
Total Materials and Supplies 377 423 - - - 500 0.00%
Other Services and Charges 82,153 89,578 110,348 110,348 40,786 166,300 50.71%
Total Operating Expenses 245,608 173,782 307,915 307,915 68,570 283,627 -7.89%
Total Capital - - - - - - 0.00%
Department Total 245,608 173,782 307,915 307,915 68,570 283,627 -7.89%
Funding Source:General Fund
14
ELECTIONS
Function: General Government
Supervisor: City Clerk
Fund#: 101
Activity#: 41410
Activity Scope
This department covers the cost of administering all Federal, State and Municipal elections. This
includes the preparation of any and all absentee ballots, organizing the polling places, election
judges, and vote tabulations. The City contracts with Ramsey County for all the required election
services.
Objectives
1. Stay current on election laws.
Issues
1. Stay current on election laws.
Measurable Workload Data
None developed at this time.
Budget Commentary
The Elections budget has a zero percent increase for FY18.
Budget Summary
Function: General Government Department: Elections
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Personal Services - - - - - - 0.00%
Materials and Supplies - - - - - - 0.00%
Other Services and Charges 19,438 21,137 23,000 23,000 4,682 23,000 0.00%
Total Operating Expenses 19,438 21,137 23,000 23,000 4,682 23,000 0.00%
Total Capital - - - - - - 0.00%
Department Total 19,438 21,137 23,000 23,000 4,682 23,000 0.00%
Funding Source: General Fund
15
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16
FINANCE & ADMINISTRATIVE SERVICES
Function: General Government
Supervisor: Director of Finance and Administrative Services
Fund#: 101
Activity#: 41500
Activity Scope
The Finance Department conducts the financial affairs of the City of Arden Hills in accordance
with the Government Accounting Standards Board (GASB) and Generally Accepted Accounting
Principles (GAAP). This includes protecting the assets of the City, the initiation of financial
plans, investment and debt management, review and implementation of internal controls, and
accounting for every financial transaction of the City including accounts payable, accounts
receivable, payroll, and accounting control. The preparation of the annual audited financial
report and annual budget document are also facilitated through Finance.
The Finance and Administrative Services Department is responsible for coordinating Council
agendas, issuing business licenses and providing administrative support to other functional areas
within the City. Costs captured in this department include auditor fees, software maintenance,
network support fees, management of the website and audio visual equipment, office supplies
and postage.
The City Clerk’s responsibilities involve the management and retention of all official records and
documents of the City, serving as the City’s webmaster, as well as all election procedures.
Finance and Administrative Services Department staff includes the Director of Finance and
Administrative Services, Finance Analyst, Accounting Analyst, Accounting Clerk, City Clerk,
and Office Support Staff.
Objectives
1. Continue working to refine the financial management plan for the City.
2. Continue to produce a budget document in a format that received the GFOA’s
Distinguished Budget Presentation Award.
3. Continue to produce a Comprehensive Annual Financial Report (CAFR) and report for
the public (Popular Annual Financial Report – PAFR) that receives the GFOA’s award
for excellence in reporting.
4. Provide meaningful and timely financial reports and information to Council,
Commissions and other City Departments.
5. Streamline operations by providing more online services both internal and external to the
organization.
6. Conduct City elections.
7. Manage information technology and train personal.
8. Manage human resource functions and employee benefits.
17
Issues
1. Implement improved reporting procedures to inform Council, Commissions, and
Departments.
2. Work with other Departments to find ways to reduce costs of City operations.
3. Analyze and implement ways to reduce transaction processing and costs.
4. Analyze and comply with the new Health Reform Act.
5. Update and maintain Human Resource Policies and Procedures.
Measurable Workload Data
None developed at this time.
Budget Commentary
The Finance and Administrative Support Services budget includes funds to handle the financial
transactions of the City, in an efficient manner, while maintaining the highest level of internal
controls and segregation of duties. It also includes funds to manage the administrative support
and human resource functions of the City. This budget decreased by 4.60% in 2018.
Personal Services shows a decrease of 33.95% due to changes in staffing and salary adjustments.
Other Services and Charges are increasing, by 16.70%, due to a number of factors. Most of these
are due to increased use of credit cards, technology, and anticipated expenditures for outside
services
Since Administrative Support Services and Finance benefit all areas within the City, an
administrative charge was established in 2008 to recover costs from all funds based on the
support provided from this department. Various line items in Other Services and Charges were
increased or reduced in an effort to more accurately reflect expected expenditures.
Budget Summary
Function: General Government Department: Finance & Administrative Services
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Personal Services 59,612 61,677 68,176 68,176 24,275 45,030 -33.95%
Materials and Supplies 22,738 16,490 24,100 24,100 5,190 23,100 -4.15%
Other Services and Charges 80,196 94,102 93,400 93,400 48,277 109,000 16.70%
Total Operating Expenses 162,546 172,268 185,676 185,676 77,743 177,130 -4.60%
Total Capital - - - - - - 0.00%
Department Total 162,546 172,268 185,676 185,676 77,743 177,130 -4.60%
Funding Source: General Fund
18
TCAAP
Function: General Government
Supervisor: City Administrator
Fund#: 101
Activity#: 41600
Activity Scope
This department was established to account for revenue and expenditure activity related to the
City’s comprehensive re-use planning at the Twin Cities Army Ammunition Plant (TCAAP) site.
Objectives
1. Coordination of TCAAP redevelopment planning activities while continuing to meet the
needs of the City of Arden Hills.
2. Work with Ramsey County though the Joint Development Authority (JDA).
Issues
1. Economic conditions.
2. Coordinating with multiple entities//players
Measurable Workload Data
None developed at this time.
Budget Commentary
Since the City’s private development partner pulled out of the project in April of 2009, Ramsey
County purchased the property and established a Joint Development Authority (JDA) with the
City. Revenues and expenditures are for City costs and are estimated, but placeholders have
been included for consulting costs, and staff time has been allocated for the City Administrator,
Community Development Director, Associate Planner, and Public Works Director as they act as
the City’s support staff to this Authority. The 2018 budget shows a decrease of 10.61%, largely
due to staff changes, and better estimate of forecasted expenditures.
19
Budget Summary
Function: General Government Department: TCAAP
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Personal Services 92,230 61,188 120,653 120,653 16,670 87,102 -27.81%
Materials and Supplies - 555 1,000 1,000 - 1,000 0.00%
Other Services and Charges 47,582 180,920 65,500 65,500 27,635 79,200 20.92%
Total Operating Expenses 139,812 242,663 187,153 187,153 44,306 167,302 -10.61%
Capital Outlay - - - - - - 0.00%
Other Financing Uses - - - - - - 0.00%
Department Total 139,812 242,663 187,153 187,153 44,306 167,302 -10.61%
Funding Source: General Fund
20
PLANNING & ZONING
Function: General Government
Supervisor: Community Development Director
Fund#: 101
Activity#: 41910
Activity Scope
The City’s Planning and Zoning Department is responsible for all planning and zoning related
functions of the City. Activities administered by this department include requests for variances,
subdivisions, re-zonings, zoning code amendments, signs, conditional use permits, compliance
with City Ordinances, and other land use issues. The Planners work closely with Protective
Inspections, Code Enforcement, and Community Development.
The Planning Commission, consisting of seven members appointed annually by the City Council,
meets monthly to review the above requests and to make recommendations to the City Council in
an advisory capacity.
Objectives
1. Continue to work on Rental Housing registrations.
2. Continue improvements of the City’s planning process.
3. Develop zoning on the TCAAP property.
Issues
1. Rental Housing registrations
2. Refine Building Permit process
3. Research and refine an Administrative Fines process
Measurable Workload Data
None developed at this time.
Budget Commentary
The budget for 2018 is a total decrease of 19.51% over the 2017 budget. The Personal Services
budget decreased by 55.36%, reflecting the change resulting from moving employee costs to
Other Services as a large portion of this department is staffed by outside consultants. This
change increased Other Services by approximately 21.46%.
21
Budget Summary
Function: General Government Department: Planning & Zoning
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Personal Services 149,861 111,751 174,535 174,535 13,194 77,913 -55.36%
Materials and Supplies 31 14 200 200 - 200 0.00%
Other Services and Charges 20,737 62,088 152,600 152,600 27,749 185,350 21.46%
Total Operating Expenses 170,629 173,853 327,335 327,335 40,943 263,463 -19.51%
Capital Outlay - - - - - - 0.00%
Department Total 170,629 173,853 327,335 327,335 40,943 263,463 -19.51%
Funding Source: General Fund
22
GOVERNMENT BUILDINGS
Function: General Government
Supervisor: Director of Finance and Administrative Services
Fund#: 101
Activity#: 41940
Activity Scope
This department captures all of the operation/maintenance related costs for the City Hall and
Government Building facilities.
The City entered into a contract with Ramsey County for a joint maintenance facility located just
west of City Hall off County Road 96 on Paul Kirkwood Drive. The new facility was completed
and occupied as of October, 2004. The City’s portion of the Ramsey County maintenance
facility is charged to this budget.
Objectives
1. Maintain a reputable facility to house meetings and staff.
Issues
1. Normal maintenance and repair issues as the building (City Hall) has now been in
operation for twelve years.
Measurable Workload Data
None developed at this time.
Budget Commentary
The 2018 budget is an increase of 12.95% from the previous year’s budget. This increase is
primarily due to increases in maintenances costs of the City Hall building.
23
Budget Summary
Function: General Government Department: Government Buildings
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Personal Services 25,872 22,156 39,140 39,140 22,858 37,283 -4.74%
Materials and Supplies 5,469 3,951 7,000 7,000 1,079 6,000 -14.29%
Other Services and Charges 188,328 207,453 195,717 195,717 61,267 229,900 17.47%
Total Operating Expenses 219,669 233,560 241,857 241,857 85,205 273,183 12.95%
Capital Outlay - - - - - - 0.00%
Department Total 219,669 233,560 241,857 241,857 85,205 273,183 12.95%
Funding Source: General Fund
24
POLICE AND ANIMAL CONTROL
Function: Public Safety
Supervisor: City Administrator
Fund#: 101
Activity#: 42100
Activity Scope
Law Enforcement services for Arden Hills are provided on a contractual basis with the Ramsey
County Sheriff’s Department. Animal control services are included in this contract.
Objectives
1. Continue contracting for law enforcement and animal control services through the
Ramsey County Sheriff’s Department.
Issues
1. Residents concerns over police coverage and visibility.
2. Response times.
Measurable Workload Data
None developed at this time.
Budget Commentary
Arden Hills portion of the Ramsey County Sheriff’s Contracting Communities 2018 budget
increased 3.83% over 2017, Animal control is now included as it is now provided by the Ramsey
County Sheriff’s Department. The cost of boarding animals estimated to be $2,000 to Hillcrest
Animal Hospital is also included in this budget.
Budget Summary
Function: Public Safety Department: Police and Animal Services
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Other Services and Charges 1,083,893 1,089,185 1,179,773 1,179,773 490,896 1,225,012 3.83%
Total Operating Expenses 1,083,893 1,089,185 1,179,773 1,179,773 490,896 1,225,012 3.83%
Capital Outlay - - - - - - 0.00%
Department Total 1,083,893 1,089,185 1,179,773 1,179,773 490,896 1,225,012 3.83%
Funding Source: General Fund
25
DISPATCH
Function: Public Safety
Supervisor: City Administrator
Fund#: 101
Activity#: 42100
Activity Scope
Emergency dispatch services are provided by Ramsey County.
Objectives
1. Continue contracting dispatch services though Ramsey County.
Issues
Measurable Workload Data
None developed at this time.
Budget Commentary
Arden Hills portion of the Ramsey County 911 Dispatch Department operation budget decreased
by 5.31%. Dispatch saw a significant increase in the 2014 and 2015 budget due to CAD costs,
but those costs are now leveling out and appropriately budgeted for.
Budget Summary
Function: Public Safety Department: Dispatch
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Other Services and Charges 68,328 67,780 68,832 68,832 22,944 65,175 -5.31%
Total Operating Expenses 68,328 67,780 68,832 68,832 22,944 65,175 -5.31%
Capital Outlay - - - - - - 0.00%
Department Total 68,328 67,780 68,832 68,832 22,944 65,175 -5.31%
Funding Source: General Fund
26
FIRE PROTECTION
Function: Public Safety
Supervisor: City Administrator
Fund#: 101
Activity#: 42100
Activity Scope
Fire protection for Arden Hills is provided by the Lake Johanna Volunteer Fire Department on a
contractual basis. Lake Johanna Volunteer Fire Department presently provides services to the
cities of Arden Hills, Shoreview, and North Oaks. Arden Hills pays a percentage of operating
and capital costs based on a formula approved by the Lake Johanna Fire Department and Arden
Hills City Council.
Objectives
1. Continue contracting for fire protection services through Lake Johanna Volunteer Fire
Department.
Issues
1. Continue to maintain service levels at a reasonable cost.
Measurable Workload Data
None developed at this time.
Budget Commentary
Arden Hills’s portion of the Lake Johanna Fire Department operating budget increased 5.74%.
This budget reflects increases to operating costs.
Budget Summary
Function: Public Safety Department: Fire Protection
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Other Services and Charges 459,179 495,216 514,468 514,468 257,234 544,000 5.74%
Total Operating Expenses 459,179 495,216 514,468 514,468 257,234 544,000 5.74%
Capital Outlay - - - - - - 0.00%
Department Total 459,179 495,216 514,468 514,468 257,234 544,000 5.74%
Funding Source: General Fund
27
EMERGENCY MANAGEMENT
Function: Public Safety
Supervisor: City Administrator
Fund#: 101
Activity#: 42300
Activity Scope
Emergency Management coordination for the City is required by the Federal Government. This
department works closely with Ramsey County Department of Homeland Security, as well as the
Ramsey County Sheriff and Lake Johanna Fire Department. The City contracts with a consultant
to provide these services.
Objectives
1. Update City’s Emergency Response Policy and Procedures.
2. Train staff in emergency management procedures.
Issues
1. Coordinate with Ramsey County’s emergency response procedures and policies
Measurable Workload Data
None developed at this time.
Budget Commentary
The 2018 budget is a decrease of 20.59% from the 2017 budget. This is based on historical costs
and a shifting of the emergency services.
Budget Summary
Function: Public Safety Department: Emergency Management
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Personal Services 2,146 11 2,879 2,879 6 2,840 -1.35%
Materials and Supplies - - - - - - 0.00%
Other Services and Charges 434 2,955 10,850 10,850 (141) 8,062 -25.70%
Total Operating Expenses 2,580 2,966 13,729 13,729 (135) 10,902 -20.59%
Capital Outlay - - - - - - 0.00%
Department Total 2,580 2,966 13,729 13,729 (135) 10,902 -20.59%
Funding Source: General Fund
28
PROTECTIVE INSPECTIONS
Function: Public Safety
Supervisor: Building Official
Fund#: 101
Activity#: 42400
Activity Scope
This department is responsible for all building construction, plumbing, sanitary sewer, water and
mechanical inspections within the City. Electrical inspections are contracted for by an
independent inspection firm. This department is also responsible for enforcement of the Zoning
Code and other sections of the City Code of Ordinances.
Objectives
1. Sign Ordinance.
2. Continue implementation of the building codes.
3. Continue to work on Building Permit software to produce Council reports.
Issues
1. Managing and prioritizing department workloads
2. Keep up with rental license inspections of investor owned residential properties
3. Continued implementation and design of new Building Permit software and reports
Measureable Workload Data
None developed at this time.
Budget Commentary
The 2018 operating budget is an increase of 6.99% from the previous year’s budget. This is
mainly due to projects being added to other services, such as, the scanning of prior years plans
and reviews.
29
Budget Summary
Function: Public Safety Department: Protective Inspections
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Personal Services 241,371 233,395 261,992 261,992 75,426 266,127 1.58%
Materials and Supplies 677 645 3,046 3,046 60 3,046 0.00%
Other Services and Charges 64,251 92,319 58,540 58,540 26,256 77,012 31.55%
Total Operating Expenses 306,299 326,360 323,578 323,578 101,743 346,185 6.99%
Capital Outlay - - - - - - 0.00%
Department Total 306,299 326,360 323,578 323,578 101,743 346,185 6.99%
Funding Source: General Fund
30
STREET MAINTENANCE
Function: Public Works
Supervisor: Public Works Superintendent
Fund#: 101
Activity#: 43100
Activity Scope
This department is responsible for maintaining City streets, including snowplowing, minor street
repair, street signs, and street sweeping.
Objectives
1. Maintain street infrastructure utilizing all available techniques including crack sealing,
seal coating, patching and overlays.
2. Recommend a cost effective program for reconstructing/reclaiming street surfaces when
maintenance techniques no longer provide the desired results.
3. Maintain and update equipment and vehicles.
Issues
1. Implement a capital improvement program for City infrastructure
2. Balance the public works department needs with available funds
3. Increased costs of fuel and street products due to fuel costs
4. Staffing and budgeting for unpredictable circumstances
5. Aging equipment
6. Increased safety regulation for equipment and vehicles
Measurable Workload Data
None developed at this time.
Budget Commentary
The 2018 operating budget is an increase of 3.77% from the previous year’s budget.
31
Budget Summary
Function: Public Works Department: Street Maintenance
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Personal Services 187,441 177,551 207,085 207,085 62,745 206,073 -0.49%
Materials and Supplies 65,563 67,524 72,625 72,625 17,516 25,600 -64.75%
Other Services and Charges 83,394 234,739 259,039 259,039 39,670 327,384 26.38%
Total Operating Expenses 336,397 479,814 538,749 538,749 119,932 559,057 3.77%
Capital Outlay - - - - - - 0.00%
Department Total 336,397 479,814 538,749 538,749 119,932 559,057 3.77%
Funding Source: General Fund
32
PARKS MAINTENANCE
Function: Parks and Recreation
Supervisor: Parks and Recreation Coordinator/Public Works Superintendent
Fund#: 101
Activity#: 45200
Function
This department is responsible for maintenance of City parks and trails as well as administration
of the diseased tree/forestry program. This includes maintaining and improving playground and
picnic facilities, fertilizing and mowing of grass, maintaining athletic fields, flooding and
maintenance of outdoor ice rinks, snow and ice removal, and tree preservation within the parks
system of the City. These assets of the City are extensively used by the residents, and
improvements must be made to uphold the safety, functionality, and beauty the City represents.
Objectives
1. Continue pathway maintenance.
2. Continue implementing City’s Comprehensive Park and Trails plan.
Issues
1. Other maintenance concerns coming up and not allowing completion of existing projects
2. Budget constraints for future and existing projects
Measurable Workload Data
None developed at this time.
Budget Commentary
The 2018 operating budget is a decrease of 1.63% from the previous year’s budget. This is
primarily due to a reallocation of salary expenses and contracting positions.
Budget Summary
Function: Parks and Recreation Department: Park Maintenance
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Personal Services 205,538 191,823 215,361 215,361 75,943 213,796 -0.73%
Materials and Supplies 24,217 37,104 36,000 36,000 644 36,100 0.28%
Other Services and Charges 95,951 117,868 189,950 189,950 50,026 184,212 -3.02%
Total Operating Expenses 325,706 346,795 441,311 441,311 126,613 434,108 -1.63%
Capital Outlay - - - - - - 0.00%
Department Total 325,706 346,795 441,311 441,311 126,613 434,108 -1.63%
Funding Source: General Fund
33
RECREATION PROGRAM
Function: Parks and Recreation
Supervisor: Park and Recreation Coordinator
Fund#: 101
Activity#: 45120
Activity Scope
This department provides all recreation activities to residents of Arden Hills, as well as residents
from neighboring communities.
Objectives
1. To provide recreation activities to residents of Arden Hills.
Issues
1. Develop Senior programming
2. Budget constraints
Measurable Workload Data
None developed at this time.
Budget Commentary
The 2018 operating budget is an increase of 7.69% from the previous year’s budget as costs have
been updated for better estimates. Note, many of these costs are pass thrus as revenue from
recreations programs helps to fund the other services and charges.
Budget Summary
Function: Parks and Recreation Department: Recreation
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Personal Services 171,377 175,833 225,202 225,202 53,462 218,510 -2.97%
Materials and Supplies 19,428 21,938 16,275 16,275 7,831 22,250 36.71%
Other Services and Charges 57,073 77,266 54,991 54,991 16,637 78,492 42.74%
Total Operating Expenses 247,878 275,038 296,468 296,468 77,930 319,252 7.69%
Total Capital - - - - - - 0.00%
Department Total 247,878 275,038 296,468 296,468 77,930 319,252 7.69%
Funding Source: General Fund
34
CELEBRATING ARDEN HILLS
Function: Parks and Recreation
Supervisor: Parks and Recreation Coordinator
Fund#: 101
Activity#: 45400
Activity Scope
This department provides all the activities and costs associated with the City-wide celebration,
“Celebrating Arden Hills” or for a significant event in a neighborhood park.
Objectives
1. To provide a City-wide celebration for all residents of Arden Hills or to provide for an
event in a neighborhood park.
Issues
1. Budget constraints
2. Economic conditions which effect donations from the business community
Measurable Workload Data
None developed at this time.
Budget Commentary
This department was created to monitor activities and funding for Celebrating Arden Hills. The
City Council has elected to forgo an event for 2014-present.
Budget Summary
Function: General Government Department: Celebrating Arden Hills
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Personal Services - - - - - - 0.00%
Materials and Supplies - - - - - - 0.00%
Other Services and Charges - - - - - - 0.00%
Total Operating Expenses - - - - - - 0.00%
Department Total - - - - - - 0.00%
Funding Source: General Fund
35
TRANSFERS TO OTHER FUNDS
Function: General Government
Supervisor: Director of Finance and Administrative Services
Fund#: 101
Activity#: 49300
Activity Scope
The transfers to other funds budget is utilized to account for the transfer of general fund revenues
to other funds within the City financial structure.
Objectives
1. To build reserves for capital equipment replacement.
2. To subsidize infrastructure improvements.
Issues
1. Budget constraints
Measurable Workload Data
None developed at this time.
Budget Commentary
2018 includes a transfer of $60,000 to fund Equipment Replacement, $90,000 to fund EDA
activities, and $215,000 to the PIR Fund.
Budget Summary
Function: General Government Department: Transfers
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Operating Transfers
Transfer to Storm Water Mgmt - - - - - - 0%
Transfer to Park Fund - - - - - - 0%
Transfer to EDA General Fund 30,000 60,000 60,000 60,000 - 90,000 50%
Transfer to Equipment Fund 50,000 50,000 50,000 50,000 - 75,000 50%
Transfer to Public Safety Capital - - - - - - 0%
Transfer to PIR - 665,121 200,000 200,000 - 200,000 0%
Transfer to Debt Service - - - - - - 0%
Department Total 80,000 775,121 310,000 310,000 - 365,000 17.74%
Funding Source: General Fund
36
RESERVES/CONTINGENCY
Function: General Government
Supervisor: Director of Finance and Administrative Services
Fund#: 101
Activity#: n/a
Activity Scope
The reserves/unallocated contingency department is utilized to budget present reserves to be used
for future expenditures and to set aside funds for unexpected occurrences or items whose costs
cannot be readily estimated.
Objectives
1. To set aside funds for unexpected occurrences.
2. Allow funding for items which costs cannot be readily estimated.
Issues
1. Budget constraints
Measurable Workload Data
None developed at this time.
Budget Commentary
This budget is to provide designated funding for unanticipated expenses. No
reserves/contingency has been budgeted for 2018.
Budget Summary
Function: General Government Department: Reserves/Contingency
Appropriation Detail
Actual Actual Budget Amended YTD Preliminary % Change
Activity FY 2015 FY 2016 FY 2017 FY2017 5/31/2017 FY 2018 17 vs 18
Reserves
Contingency - - - - - - 0.00%
Department Total - - - - - - 0.00%
General Fund
37
Staffing
The following chart shows the staffing comparison by department for the City of Arden Hills in
full-time equivalents.
Full-time Equivalents for full time employees are calculated by taking the total number of hours
worked (up to 2080) divided by 2080. Seasonal and Interns are calculated by adding up total
hours each employee worked based on departme nt the n dividing by 2080.
2015 2016 2017 2017 2018
Actual Actual Adopted Projected Proposed
Administration
Administrator 1.00 1.00 1.00 - -
FTE's 1.00 1.00 1.00 - -
Finance & Administrative Services
Finance & Administrative Director 1.00 1.00 1.00 1.00 1.00
Accounting Analyst 1.00 1.00 1.00 1.00 1.00
Finance Analyst 1.00 1.00 1.00 1.00 -
City Clerk 1.00 1.00 1.00 1.00 1.00
Deputy City Clerk 1.00 1.00 1.00 1.00 1.00
Accounting Clerk 1.00 1.00 1.00 1.00 1.00
Communications Coordinator - - - 0.50 0.50
Office Support Specialist 2.00 1.00 1.00 1.00 1.00
Customer Service Representative 1.00 1.00 1.00 1.00 1.00
FTE's 9.00 8.00 8.00 8.50 7.50
Community Development
Comm. Dev Director 1.00 1.00 1.00 - 1.00
Bldg Official 1.00 1.00 1.00 1.00 1.00
Bldg Inspector 1.00 1.00 1.00 1.00 1.00
City Planner 1.00 1.00 1.00 - -
Senior Planner 1.00 1.00 1.00 1.00 1.00
FTE's 5.00 5.00 5.00 3.00 4.00
Public Works
Public Works Director 1.00 1.00 1.00 - -
Assistant City Engineer 1.00 1.00 1.00 - -
Public Works Superintendent 1.00 1.00 1.00 1.00 1.00
Public Works Foreman - - - - 1.00
Recreation Coordinator 1.00 1.00 1.00 1.00 1.00
Recreation Programmer 1.00 1.00 1.00 1.00 1.00
PW Maint. Workers (8)8.00 8.00 8.00 8.00 8.00
FTE's 13.00 13.00 13.00 11.00 12.00
Seasonal and Interns
Public Works 1.49 2.06 2.00 2.06 2.00
Parks and Rec.1.56 2.43 2.00 2.43 2.00
Finance and Admin Intern 0.00 0.00 0.00 0.00 0.00
Engineering Intern 0.50 0.00 0.00 0.00 0.00
Community Development Intern 0.00 0.00 0.00 0.00 0.00
FTE's 3.55 4.49 4 4.49 4
Total FTE's 31.55 31.49 31.00 26.99 27.50
38
In comparison to the chart above, the chart below shows the total number of employees hired to
work for the City, that compose of the FTE’s listed above. Note in 2016 an extra employee was
added to PW Seasonal for rain garden maintenance .
Employee Benefits
The City of Arden Hills has one employee association which represents the Public Works union
employees. All other employees of the City are unrepresented. The current contract expires
December 31, 2017, and a contingency has been set up in the General Fu nd and Utility Funds.
The assumed salary and benefit increases for budgeting purposes are as follows:
Salary increases throughout the budget include step increases for employees and a 2.50% COLA
for union employees and a 2.50% COLA for non-union employees. The City pays $781.46
toward health insurance premiums and dental.
Health 10.0%
Dental 3.0%
Life 0.0%
Disability 0.0%
All of the above costs are included in the budget as presented.
2015 2016 2017 2018
Actual Actual Adopted Proposed
Full Time Employees 27 25 27 23
Part Time Employees - - - 1
Public Works Seasonal 8 8 8 8
Parks & Recreation Seasonal 36 36 36 36
Interns
Administration - - - -
Community Development - - - -
Engineering 1 - - -
Finance - - - -
Pubic Works - - - -
Total Employees 72 69 71 68
(Count includes all employees that received a pay check at any point in the year)
(Council Members were omitted)
Head Count of Total Number of Employees
39
Employee Compensation
Salaries included in this budget are based on pay grades and steps, the following salaries have
been calculated using the City’s compensation system and the each employee’s classification in
that system.
Mayor $6,100
Councilmember 5,700
Title Total Salary Payable Benefits and Other Expenses
Dir of Finance & Admin Svcs 97,201 24,378
Accounting Analyst 71,804 20,581
Accounting Clerk 64,864 19,544
City Clerk 70,639 20,407
Deputy City Clerk 55,905 18,204
Office Support Specialist 56,875 18,349
Customer Support Specialist 54,415 17,981
Communications Coordinator 27,959 9,285
Community Development Dir 109,401 26,202
Building Official 90,651 23,399
Building Inspector 77,254 21,396
Senior Planner 70,638 20,407
Superintendant of PW 77,057 21,366
PW Foreman 64,164 19,406
PW Maintenance 58,331 18,567
PW Maintenance 58,331 18,567
PW Maintenance 58,331 18,567
PW Maintenance 58,331 18,567
PW Maintenance 58,544 18,599
PW Maintenance 52,788 17,738
PW Maintenance 52,788 17,738
PW Maintenance 47,181 16,900
Recreation Coordinator 64,703 19,519
Recreation Programmer 51,248 17,508
Total Budget
for Full-Time Employees 1,549,400$ 463,175$
Page 1 of 1
AGENDA ITEM – 1D
MEMORANDUM
DATE: July 17, 2017
TO: Honorable Mayor and City Councilmembers
William S. Joynes, Sr., City Administrator
FROM: Dave Perrault, Interim Director of Finance and Administrative Services
SUBJECT: Budget Amendment
Budgeted Amount: Actual Amount: Funding Source:
$0 $302,644 General Fund
Council Should Consider
The City of Arden Hills had an unassigned General Fund Balance of 56 percent of the
subsequent year’s operating budget in 2016. The Council may choose to transfer the 6 percent
surplus, $302,644, or a different amount to the Permanent Improvement Revolving (PIR) Fund.
Background
Per the City’s Fund Balance Policy, following the annual audit a General Fund Balance in excess
of 50 percent of the subsequent year’s operating expenditures may be transferred to the PIR Fund
per the City Council’s direction.
Discussion
City Staff respectfully request the City Council discuss the transfer and provide direction to bring
forward a transfer of the full surplus, a partial amount, or no transfer at all.
Attachment
N/A