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HomeMy WebLinkAbout08-15-22-WSAGENDA ITEMS Water Quality BMP Analysis Bridget Osborn, HR Green MEMO.PDF ATTACHMENT A.PDF CDBG Arden Manor Park Improvements Update John Morast, HR Green MEMO.PDF ATTACHMENT A.PDF City -Wide Speed Limit John Morast, HR Green MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Water Efficiency Grant Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF State Of The City Update Grace Arel, Communications Coordinator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Lake Johanna Trail Study David Swearingen, Public Works Director/City Engineer MEMO.PDF 2023 Preliminary General Fund Budget Gayle Bauman, Finance Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Council Tracker Dave Perrault, City Administrator MEMO.PDF COUNCIL/STAFF COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Fran Holmes Steve Scott David Radziej City Council Work Session Agenda August 15, 2022 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: 1.E. Documents: 1.F. Documents: 1.G. Documents: 1.H. Documents: 2. AGENDA ITEMSWater Quality BMP AnalysisBridget Osborn, HR GreenMEMO.PDFATTACHMENT A.PDFCDBG Arden Manor Park Improvements UpdateJohn Morast, HR GreenMEMO.PDFATTACHMENT A.PDFCity-Wide Speed LimitJohn Morast, HR GreenMEMO.PDFATTACHMENT A.PDFATTACHMENT B.PDF Water Efficiency Grant Dave Perrault, City Administrator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF State Of The City Update Grace Arel, Communications Coordinator MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Lake Johanna Trail Study David Swearingen, Public Works Director/City Engineer MEMO.PDF 2023 Preliminary General Fund Budget Gayle Bauman, Finance Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF Council Tracker Dave Perrault, City Administrator MEMO.PDF COUNCIL/STAFF COMMENTS ADJOURN Mayor:David GrantCouncilmembers:Brenda HoldenFran HolmesSteve ScottDavid Radziej City Council Work Session Agenda August 15, 2022 5:00 p.m. City Hall Address:1245 W Highway 96Arden Hills MN 55112Phone:651 -792 -7800Website:www.cityofardenhills.orgCity 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: 1.E. Documents: 1.F. Documents: 1.G. Documents: 1.H. Documents: 2. Page 1 of 2 AGENDA ITEM – 1A MEMORANDUM DATE: August 15, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Bridget Osborn, Project Engineer – HR Green David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: Little Johanna Lake and Pike Lake Stormwater BMP Retrofit Analysis Budgeted Amount: Actual Amount: Funding Source: $0 $16,600 Surface Water Mgmt Fund, City of New Brighton Council Should Consider Little Johanna Lake and Pike Lake Stormwater BMP Retrofit Analysis. Background The proposed stormwater study is to analyze the subwatersheds of Little Johanna Lake and Pike Lake for potential targeted locations of specific water quality best management practices (BMP). The analysis will serve to assist the City of Arden Hills in implementing targeted and prioritized practices to help meet waste load allocations (WLA) for these lakes, which is a required by the MS4 Permit. Discussion The proposed scope of work will develop guidance to watershed management staff in implementing targeted, measurable and prioritized water quality BMPs within the watershed’s developed areas in order to meet MS4 requirements. This study will also serve as the planning tool needed to apply for future grant funding. Page 2 of 2 Budget Impact The fee for services will be based on a time and material basis (Not to exceed $16,600) and include the following tasks: 1. Data Gathering 2. Desktop Analysis 3. Field Reconnaissance 4. Analysis 5. Technical Memorandum Deliverables will include a final Memorandum with retrofit recommendations and preliminary costs. This study will be used to support grant opportunities through the Minnesota Board of Water and Soil Resources, Clean Water Fund Program. The City of New Brighton has expressed an interest in partnering on this project. It is currently estimated that they may cover 25% of the cost of this analysis. Our Surface Water Management Fund will need to cover the remaining cost with fund balance. Attachments Attachment A - Water Quality BMP Analysis Presentation Water Quality BMP Analysis August 15, 2022 –Council Presentation Presented by: Bridget Osborn, PE, CFM –HR Green Project Manager Arden Hills needs to analyze the subwatersheds of Little Johanna Lake and Pike Lake for potential targeted locations of specific water quality best management practices (BMP). Background 8/11/2022 2 BMPs can be categorized into the following categories: •Storage practices •ponds; underground retention;green infrastructure design. •Vegetative practices •buffers; channels;wetlands. •Filtration/Infiltration practices •filtering; infiltration; rain gardens; porous pavement Goals •To assist the City of Arden Hills in implementing targeted and prioritized practices to help meet waste load allocations goals for these lakes per MS4 requirements. •To develop guidance for watershed management staff in implementing targeted, measurable and prioritized water quality BMPs within the watershed’s developed areas. •This study will be used to support grant opportunities through the Minnesota Board of Water and Soil Resources, Clean Water Fund Program. ►Data Collection ►One-hour virtual kickoff meeting with the City of Arden Hills and the City of New Brighton. ►Acquiring data from the City of Arden Hills and assembly into project MXD and database. ►Desktop Analysis ►Provide pipeshed delineation and hydrologic characterization of the target subwatersheds within the City. ►Perform an initial retrofit screening for candidate locations including reviewing publicly owned parcels, open space and end-of-pipe locations. ►Create a field reconnaissance map book of areas to perform a site visit. Scope of Work ►Field Reconnaissance ►Perform a field verification of acquired base data and desktop-identified potential BMP locations. ►Verify characteristics of candidate locations. ►Identify site specific BMP strategies for each candidate location. ►Identify survey needs to fill pertinent data gaps of candidate locations and create an exhibit for each. Scope of Work ►Analysis ►Select retrofit alternatives to evaluate. ►Model existing conditions and retrofit alternatives using P8 water quality modeling software. ►Compile an opinion of probable costs for modeled retrofit alternatives. ►Calculate 30-year present-day value estimates for modeled retrofit alternatives. ►Rank alternatives based on the parameters set by the City of Arden Hills, City of New Brighton, and HR Green at the kick-off meeting. Scope of Work ►Technical Memorandum ►Compile a draft analysis memo. ►Host a one-hour virtual draft report discussion with the City of Arden Hills. ►Prepare a final analysis memo incorporating one round of comments from the City of Arden Hills. Scope of Work 8/11/2022 8 Thank you! Q&A Page 1 of 2 AGENDA ITEM – 1B MEMORANDUM DATE: August 15, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: John Morast, Project Engineer – HR Green David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: CDBG Arden Manor Park Improvements Update Budgeted Amount: Actual Amount: Funding Source: $249,700 $TBD CDBG Funds, PIR – Parks, Potential RCWD Grant Council Should Consider Arden Manor Project update and how to move forward with the project. Background Arden Manor Park playground facilities were installed back in 1999, and are in a state of deterioration and in need of replacement. The grassy field area is prone to flooding, impacting the use of the fields. The Arden Manor area is eligible for Community Development Block Grant (CDBG) funding. In March 2021, the City applied for $189,700 in Community Development Block Grant (CDBG) funding for various improvements at Arden Manor Park. Improvements included playground facilities, regrading to improve drainage, site ADA accessibility, and picnic shelter. In December of 2021, the City was awarded the CDBG grant. Discussion The project is an important project for the Council and residents. HR Green was brought on board to work with the City, Ramsey County and Arden Manor residents to identify, plan and design project improvements. For the initial activities, the site was surveyed, and we worked with the Rice Creek Watershed District (RCWD) in applying for another grant for stormwater improvements. The site was surveyed, and a preliminary storm plan was developed for the grant application. The grant was not awarded based on the wetland classification of the pond and Page 2 of 2 additional stormwater modeling requirements to evaluate downstream flows. RCWD has indicated a desire to partner in other ways. The site is located within the TCAAP South Plume, and increasing grading depth increases the likelihood that groundwater contamination could be detected during construction. In an effort to prepare for potential groundwater issues, additional coordination began with Ramsey County and the RCWD for additional partnership on project and possible funding. From our previous modeling, it was observed adding volume to the pond does not make a large impact to reducing high water levels in the pond. To help more accurately identify on-site stormwater improvement needs and ways to reduce impacts to Arden Manor Park, a more extensive stormwater analysis with additional upstream modelling would be necessary. RCWD agrees the equitable preference would be to include detention measures upstream to reduce the flooding rather than remove the only greenspace in the neighborhood. These would likely increase the original project scope and project costs above the original anticipated CDBG project costs. RCWD could be a funding partner for the increased, upstream stormwater analysis and Ramsey County CDBG indicated increased on-site project costs would be eligible for a new CDBG grant cycle, with a larger grant, if improvements cannot be constructed by Spring of 2023. If the City desires, they can continue with the CDBG project and include minor stormwater or grading adjustment along with the proposed park improvements. Additional funding would be needed to implement upstream stormwater improvements. Budget Impact Upstream stormwater study/analysis - estimated about $30,000 range - Anticipated RCWD partnership, with some additional funding Additional stormwater and site grading improvements to Arden Manor Park - TBD – pending results of stormwater study / analysis - Anticipated CDBG participation and new increased grant amount Attachments Attachment A - Arden Manor Update Presentation ARDEN HILLS ARDEN MANOR PROJECT UPDATE August 15, 2022 –Council Presentation Presented by: John Morast, PE and Bridget Osborn, PE, CFM 8/11/2022 1 Project Title Location CDBG Application Underserved Neighborhood Outdated Play Structure Drainage/Flooding Issues Shelter Under Utilized/Non-Compliant Public Input/Involvement Sport court 8/11/2022 2 Project Title Location Arden Manor Project Scope Survey RCWD Grant Application Public Involvement Site Improvements Alternatives and Preferences Site Design Construction 8/11/2022 3 Project Title Location RCWD Stormwater Discussions 8/11/2022 4 RCWD Grant Application Preliminary Ideas/Designs Off -Site Stormwater TCAAP stormwater flow Site Stormwater Significant inflow Increased retention/pond size Increased outflow Project Title Location TCAAP South Plume (OU3) 8/11/2022 5 Geotechnical and environmental concerns Increased pond depth, increased excavation risk Groundwater depth Look into additional partnering Ramsey County CDBG –larger site scope Environmental Response Fund –groundwater issues Rice Creek Watershed District Larger stormwater footprint/requirements Project Title Location Agency Coordination/Funding Ramsey County CDBG Environmental Response Fund Rice Creek Watershed District Increased stormwater requirements Area drainage study 8/11/2022 6 Project Title Location Next Steps Work with RCWD on addition funding of larger stormwater study –new grant application Work with CDBG on Grant Current grant –under scoped, underfunded Updated scope and costs for next grant cycle Stormwater Study Grant Applications Public Involvement on Park Facilities Park Design/Construction 8/11/2022 7 QUESTIONS 8/11/2022 8 Page 1 of 3 AGENDA ITEM – 1C MEMORANDUM DATE: August 15, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: HR Green - John Morast David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: Speed Limits Budgeted Amount: Actual Amount: Funding Source: $0 $3,900 General Fund Street Maintenance Council Should Consider • Implementing a city-wide speed limit reduced to 25 MPH. • Timing of implementation if staff is directed to move forward. Background Minnesota Statute 169.14 Speed Limits, Zones; Radar regulates highway and roadway speeds in Minnesota. Subdivision 2 sets maximum speed limits on a variety of within a Municipality, such as 10 mph in alleys, 30 mph in urban districts, and 25 mph on residential roadways, if adopted by the road authority. In August 2019, the Minnesota Legislature changed the Statutes governing speed limits on city streets. The changes allow cities to establish speed on roads under the City’s jurisdiction, other than the statutory limits, without conducting an engineering and traffic investigation. Any speed limit changes must be implemented in a consistent and understandable manner. “The city must erect appropriate signs to display the speed limit. A city that uses the authority under this subdivision must develop procedures to set speed limits based on the city's safety, engineering, and traffic analysis. At a minimum, the safety, engineering, and traffic analysis must consider national urban speed limit guidance and studies, local traffic crashes, and methods to effectively communicate the change to the public.” City Council has discussed speed limit changes on various roads, and for a city-wide reduction on City owned and maintained streets, for a speed limit reduction from 30 MPH to 25 MPH. Page 2 of 3 Discussion The project has been ongoing developing a map of streets for potential speed limit reductions. Engineering reviews and discussions have been ongoing to help identify applicable streets, signage, locations and processes to potentially reduce speed limits. Coordination Speed limits have been discussed with City Council, staff, Ramsey County Engineering and Sheriff, City Attorney and Prosecutor to ensure proper sign locations from engineering, legal and enforcement perspectives. Final coordination efforts on sign placement with adjacent cities and Ramsey County Traffic Engineering to ensure “sign pollution” and conflicting messages are eliminated will take place if a decision is made to move forward. Sign Locations/Sign Inventory/Speed Limit Lamp Local City streets and MSA streets are eligible for speed limit reductions by the Council. Signs locations were reviewed and 25, 30, 35 and 40 MPH sign locations have been placed on the speed limit map. The Arden Hills MSA roads are shown on the speed limit maps as the thicker dashed lines. Citywide Speed Limit Sign/Communications/Code Speed limit locations other than the “default” speed limit are signed, currently speeds other than 30 MPH. If a city-wide speed limit is reduced to 25 MPH, the default 30 MPH speed limit signs would be replaced with 25 MPH signs or removed as applicable. Signs and locations have been discussed. For cost and consistent messaging, the 25 MPH speed limit sign, with an “unless otherwise posted” placard appropriately placed seem to be the most applicable signs to use. Communications with the public can continue with public hearing(s) at the Planning Commission and/or City Council levels, providing information to residents on the City website, email, City-wide emails, postings at City facilities, etc. and to the motoring public with “traffic change ahead” signs once implemented. Next steps: • Finalize coordination with County, field verify sign locations and message to public • Finalize any necessary Code changes, Council actions, public hearing date(s) and order signing • Council actions and sign installation Budget Impact Signing Materials - $3,900 Replace 23 existing 30 MPH signs with 25 MPH signs. Seven existing 25 MPH signs will be reused (and remain on the sign replacement schedule) and 16 new 25 MPH signs will be needed. New City-wide 25 MPH entrance signs will be needed (up to 29 new signs). Reuse 7 existing 25 MPH signs $ 0.00 New 25 MPH signs (16) $ 1,300 New City-wide 25 MPH signs (29) $ 2,600 Page 3 of 3 These purchases will be coded to Maintenance Materials in the Street Maintenance Budget. This budget line item is not sufficient to cover the entire cost of the signs but there should be sufficient funds in other line items to make up the difference. Attachments Attachment A - Speed Limit Sign Map Attachment B - Speed Limit Sign Examples STOWE AVE L A K E V A L E N TI N E R D RED FOX RD GREY FOX RD INGERSON RDROUND LAKE RD WAMBL E DRSIEMS CTSNELLING AVE NCOLLEEN AVE GLEN PAUL AVE TILLER LN H A M LINEVENUS AVE T H O M D R ARDEN VIEW DR GLENARDEN RDCHATHAM AVEAMBLE RD NOBLE RD GRAMSIE RD ARDEN PL GRANT RD OAK AVE EDGEWATER AVE JERROLD AVE DUNLAP ST NHARRIET AVE FLORAL DR W GLENVIEW AVE GATEWAY BLVD W Y N C R E S T CARLTON DR F O R E S T L N PRIOR AVE NCUMMINGS PARK DR ROYAL LN KATIE LN PINE TREE DRFAIRVIEW AVE NRIDGEWOOD RDCRYS TAL AVE PLEASANT DRARDEN OA KS DR V A L E N T I N E A V E BENTON WAYINDIAN OAKS TRL SKILESLNBRI ARBECKMAN AVE LA METTI L N M C C R A C K E N L N KEITHSON DRASBURY AVE NNURSERY HILL LN BUSSARD CT DAWN CIR W JAMES AVEJANET CT CANNONGLENHILL RDNORMA AVEA R D ENVIEWCTR O Y KATIE CT GL ENARDENCTRIDGEWOOD CTKARTH LAKE CI RGALE CIRMCCLUNG DR WYNCREST LNS A N D E E N R D PARKSHORE DR EIDE CIR NORTH-WOODS DRNURSERY HILL CT C U M M I N G S L NVALENTINE CTINGERSON CT C O L L E E N C T G LE N VIE W C T HUNTERS CT SHORELINELNPASCAL AVE NLAKE LN NCONNELL Y AVE THOM CT AMBLE CIRCHATHAM CTCOLLEEN CIRROLLING HILLS RDARDEN OAKS CTNORMA CIRI NDI AN PLEDGEWATER AVENORMAAVE TILLER LNSNELLING AVE NDUNLAP ST NARDENP L S K IL E S L N FAIRVIEW AVE NHAMLINE AVE NG L E N H I L L R D WYNRIDGE PLEASANT CIR ARDEN INDIAN OAKS CT JAMES CIRDELLVIEW AVEDELLVIEW AVEDELLWOOD STGATEWAY CT VALENTINE CREST RD BRUEBERR Y LN BRIARKNOLL CIR DELLWOOD AVELAMETTI CIRWALDEN PLWEDGEWOOD CIR INDIAN OAKS CIR C H A T H A M CIR L A K E J O H A N N A B LV D LAKE JOHANNA BLVDRIDGEEDGEWATER AVEFAIRVIEW AVE NFERNWOOD STSNELLING AVE NSHORELINELNK A T IE LN COUNTY ROAD D W SHOREWOODDR LAKE LN COUNTY ROAD E W LAKEJOH A N N A BLVD GLEN PAUL AVECLEVELAND AVE NNEW BRI GHTON RDNEW BRIGHTON RDHUDSON RDTHOM DRCLEVELAND AVE NBRIGHTON WAYNEW BRIGHTON RDINTERSTATE 35WCOUNTY ROAD E2 W C O U N T Y R O A D E 2 WLAKEVIEWCT C H A T H A M A V E SIEMS CTARDEN PL GLE N ARDENRDOLD SNELLINGARDEN OAKS DRSNELLING AVE NBETHEL DROLD HIGHWAY 10OLD SNELLINGVENUS AVEINTERSTATE 35WLAKE VALENTINE RDROUNDLAKERDW O L D H I G H WA Y 1 0 INTERSTATE 694 INTERSTATE 694 H I G H WA Y 1 0 KNOLL DR VISTA CTDAWN CIR E C OLLEEN A V E ARDENVIEWDR COUNTY ROAD F W INNOVATION WAY (Private)FERNWOOD STPLEASANT DR A M B L E D R LEXINGTON AVE NLEXINGTON AVE ND R CT BOSTON SCIENTIFIC DR (Private)BETHEL DRBETHEL DR COUNTY ROAD E W LEXINGTON AVE NBENTON WAYAVE INGERSON RD AVE NWOOD RDCOUNTY ROAD E HAMLINE AVE NHAMLINE AVE NPrivateKATIE LNAL HILLS DRTony Schmidt Regional Park Crepeau Nature Preserve Hazelnut Park Ingerson Park Freeway Park Tony Schmidt Regional Park Sampson Park Lindey's Park Charles Perry Park Tony Schmidt Regional Park Valentine Park Floral Park Royal Hills Park Cummings Park Johanna Marsh Arden Oaks Park Community Gardens Lake Josephine Lake Johanna Valentine Lake Round Lake Karth Lake!? !? !? !? !? !?!? !?!?!?!? !? !? !?!? !? !? !? !? !? Sources: Esri, HERE, Garmin, USGS, Intermap, INCREMENT P, NRCan, Esri Japan, METI, Esri China (Hong Kong), Esri Korea, Esri (Thailand), NGCC, (c) OpenStreetMap contributors, and the GIS User Community City of Arden Hills Speed Limit Signs Ü Document Path: P:\GIS_Data\PDF_Maps\SpeedLimits and SpeedSigns.mxdLegend !?Proposed City Wide Speed Limit: 25MPH State Aid Roads SPEED LIMIT 25 SPEED LIMIT 30 SPEED LIMIT 35 SPEED LIMIT 40 0 0.25 0.50.125 Miles 2550 University Avenue West | Suite 400N | St. Paul, MN 55114 Main 651.644.4389 + Fax 651.644.9446 HRGREEN.COM Speed Limit Signage  MUTCD Compliance 25 MPH Speed Limit  MUTCD Compliance 25 MPH Speed Limit Sign  MUTCD Compliance Traffic Control Change  MUTCD Compliance Integrated Speed Limit Sign Page 1 of 2 AGENDA ITEM – 1D MEMORANDUM DATE: August 15, 2022 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Water Efficiency Grant Program Budgeted Amount: Actual Amount: Funding Source: N/A Est. $5,000 Water Fund For Council Consideration The City Council may consider providing Staff direction on pursuing a future Water Efficiency Grant Program opportunity should it become available. Background Council recently asked Staff to bring back for discussion Met Council’s Water Efficiency Grant Program. This was also previously discussed in 2019 and at that time, Council decided not to move forward with the program and cited it would be an additional burden on Staff and lack of overall interest from the public. The current program runs through 2022, and it is unlikely that the City would be able to participate this year. Should the Met Council open up the program for another three-year funding round, the City could pursue the program. Staff has reached out to Met Council to see if they are expecting additional funding, or what the future of the program may be, but have yet to receive a response. The grant currently operates as a match. The Met Council provides 75 percent of the funding and the City would need to match the remaining 25 percent. The cities are able to structure the grant to fit their needs, but the funds must be used to lower the cost of purchase and installation of products that reduce water use, for example, low flow toilets, Energy Star-labeled washing machines, and WaterSense irrigation controllers. The City must establish proper controls and tracking mechanisms to ensure that the grant requirements are being complied with. Page 2 of 2 If the Council is interested in participating in a future program, it will need to decide: • The amount it is willing to make available to each grantee ($50 - $200 is similar to other cities) • How much it wants to apply for from Met Council – a total program amount of $20,000 would mean $15,000 from Met Council and $5,000 from the City • Would the grant be limited to one type of item i.e. smart controller or low flow toilet Budget Impact There is not currently a budget amount set aside for this program, but Staff could work an amount into future budget years should Council want to proceed. Attachment Attachment A: August 2019 Memo on Water Efficiency Grant Program Attachment B: Met Council Program Description Page 1 of 1 AGENDA ITEM – 1B MEMORANDUM DATE: August 19, 2019 TO: Honorable Mayor and City Councilmembers FROM: Dave Perrault, City Administrator SUBJECT: Met Council Grant Opportunity Budgeted Amount: Actual Amount: Funding Source: N/A $5,000 Water Fund For Council Consideration The City Council may consider providing further direction on the Met Council’s grant opportunity for water efficiency. Background The City Council has expressed an interest in future grant opportunities, especially with the Metropolitan Council. Met Council recently rolled out information regarding their upcoming Water Efficiency Grant Program (see Attachment A). The Met Council is providing up to $50,000 for municipalities that supply water to support technical and behavioral changes that improve municipal water use efficiency. There is a City cost element to the program, the Met Council would fund 75 percent of qualifying rebates, and the City would fund the remaining 25 percent (this does not account for staff time associated with processing applications and payments). Examples of qualifying water efficiency devices would be: •Toilet replacement with a US EPA WaterSense labeled toilet •Irrigation controller replacement with a US EPA WaterSense labeled controller •Clothes washing machine replacement with an US DOE Energy Star labeled clothes washing machine •Irrigation spray sprinkler body replacement with a US EPA WaterSense labeled spray sprinkler body 1 Page 2 of 2 • Irrigation system audit by an Irrigation Professional certified by a US EPA WaterSense program Generally, other cities provide between $50 to $200 in qualifying rebates to residents. If Council would like the City pursue this opportunity, Staff could work with other cities to create similarly styled programs (the City of Plymouth has been provided as an example). One option to consider is whether the City would provide rebates for all the above-mentioned devices, or limit the options, for example, only providing it for irrigation controllers. Budget Impact There is a City match to this grant program of 25 percent; if the City were to provide a total of $20,000 in grant money, the Met Council would be responsible for $15,000 and the City would be responsible for $5,000 (this does not include staff time for processing applications and other grant related work). The projected $5,000 in City money is not currently budgeted in the current year or upcoming budget. Attachment Attachment A: Grant Program Overview Attachment B: City of Plymouth Water Efficiency Rebate Program 2 1 Metropolitan Council Water Efficiency Grant Program Overview The Metropolitan Council (Council) will implement a water efficiency grant program effective September 30, 2019 to June 30, 2022. Grants will be awarded on a competitive basis to municipalities that manage municipal water systems. The Council will provide 75% of the program cost; the municipality must provide the remaining 25%. Municipalities will use the combined Council and municipality funds to run their own grant or rebate programs. Grants will be made available in amounts with a minimum of $2,000 and a maximum of $50,000. Grantees will be required to provide estimated water savings achieved through this program for Clean Water, Land & Legacy Amendment reporting purposes. Legislative Directive - Minnesota 2019 Session Law $375,000 the first year and $375,000 the second year are for the water demand reduction grant program to encourage municipalities in the metropolitan area to implement measures to reduce water demand to ensure the reliability and protection of drinking water supplies. Fiscal year 2020 appropriations are available until June 30, 2021, and fiscal year 2021 appropriations are available until June 30, 2022. Grant Program Goal The goal of the water efficiency grant program is to support technical and behavioral changes that improve municipal water use efficiency in the seven-county metropolitan area. Critical Points to Remember x The applying municipality must be a water supplier x New construction and new developments are not eligible x Funds are for rebates or grants only; consulting and city staff time are ineligible x Combined Council and municipality funds cannot pay for 100% of an eligible activity’s cost x A portion of each eligible activity’s cost must be paid by the property owner x Grant recipients must display the Clean Water, Land and Legacy Amendment logo and the Metropolitan Council logo on program-related web pages and paper communications Grant Program Structure: Administration and Funding The Water Efficiency Grant Program will be administered by Metropolitan Council Environmental Services (MCES) and will be funded with $750,000 appropriated by the 2019 Minnesota Legislature. Grant applications will be reviewed and ranked by the MCES Water Supply Planning Unit staff. Grants are only for water efficiency programs offering rebates or grants to property owners who are customers of the municipal water supply system and who replace specified water using devices with approved devices that use substantially less water. 3 2 Grants will be awarded to municipalities in amounts ranging from $2,000 to $50,000 for providing rebates or grants to property owners. Municipalities will be responsible for the design and operation of their rebate or grant program and its details. Grant payments to the municipality will be for 75% of approved program amounts. The municipality must provide the remaining 25% of the program cost. Municipality rebates or grants are eligible for reimbursement on device replacements conducted September 30, 2019 through June 30, 2022. Here is an example showing the grant funding design: Eligibility Per legislative language, the grant program is limited to municipalities in the seven-county metropolitan area. Municipalities eligible per above must apply to participate and, if approved, sign a standard Council Grant Agreement, before any eligible rebates or grants can be submitted for reimbursement. Agreements shall require that municipalities: x Entirely pass through grants received (as is being done by MCES) x Verify purchase of devices to receive grants x Retain records and cooperate with any audits x Conduct all communications with property owners and ensure all written communications to property owners include both the Clean Water, Land and Legacy Amendment and the Metropolitan Council’s logo x Provide quantitative information for state reporting purposes Eligible water efficiency devices consist of the following: x Toilet replacement with a US EPA WaterSense labeled toilet x Irrigation controller replacement with a US EPA WaterSense labeled controller x Clothes washing machine replacement with an US DOE Energy Star labeled clothes washing machine x Irrigation spray sprinkler body replacement with a US EPA WaterSense labeled spray sprinkler body x Irrigation system audit by an Irrigation Professional certified by a US EPA WaterSense program Expenses eligible for reimbursement are the out-of-pocket cost of the device and its installation only, not to include any owner labor costs. In addition, new construction and new developments are ineligible, as this program is intended as a current infrastructure replacement program. Application Process x Applicants must be municipal water suppliers x Municipalities will submit MCES supplied application form by September 30, 2019. Required information includes: o the municipality’s rebate or grant program design and work plan o proposed examples of communications to property owners o requested total grant amount o estimated annual amount of water saved by the applying municipality 4 3 x Application form is available at: https://metrocouncil.org/Wastewater-Water/Funding- Finance/Available-Funding-Grants.aspx x Submit competed application to: brian.davis@metc.state.mn.us x Metropolitan Council will notify municipalities of grant awards and provide grant agreements by December 2, 2019. Proposal Selection Criteria In the event that funds requested exceed funds available, the following criteria will be used to determine the amount granted to a given municipality: x Municipalities that are supplied 100% with groundwater x Municipalities with identified water supply issues in Master Water Supply Plan Community Profiles or Local Water Supply Plans x Municipalities’ ratio of peak monthly water use to winter monthly water use x Municipalities’ average residential per capita water use x The order in which applications are received and until grant funds are completely committed Funding Process and Reporting Requirements x Utilizing forms provided by MCES, the following information must be reported on a quarterly basis: o Number, type and amount of rebates or grants provided to property owners, along with each property address o Estimated annual gallons of water saved per device installation o Municipality matching funds disbursed o Number of unmet funding requests from property owners, if any x Upon review and confirmation of the above information, MCES will process a grant payment in the amount of 75% of approved total rebates or grants for the reporting period. x MCES will provide confirmation of grant balances available upon request and reserves the right to amend grant agreements, in collaboration with grantee municipality, if quarterly reporting indicates rebate or grant programs will not fully utilize grant awards within the grant period. Qualified Activities x Toilet replacement with a US EPA WaterSense labeled toilet: http://www.epa.gov/WaterSense/product_search.html x Irrigation controller replacement with a US EPA WaterSense labeled controller: https://www.epa.gov/watersense/product-search x Clothes washing machine replacement with an US DOE Energy Star labeled clothes washing machine: https://www.energystar.gov/productfinder/product/certified-clothes-washers/results x Irrigation spray sprinkler body replacement with a US EPA WaterSense labeled spray sprinkler body https://www.epa.gov/watersense/product-search x Irrigation system audit by an Irrigation Professionals certified by a US EPA WaterSense program https://www.epa.gov/watersense/find-pro 5 4 Reporting Example Community Property Street Address Property Type Device ReplacedCost per Device# of DevicesRebate or Grant per DeviceEst. Annual Water (Gal) Saved Per DeviceTotal Rebate or GrantMunicipality ContributionEligible Grant AmountAnytown 652 Silvis StResidentialClothes Washer $624.60 1 $150.00 3,000 $150.00 $37.50 $112.50Anytown 1952 Ingram WayResidential Irrigation Controller $199.99 1 $100.00 8,800 $100.00 $25.00 $75.00Anytown 630 Gibbons AveResidentialClothes Washer $599.90 1 $150.00 3,000 $150.00 $37.50 $112.50Anytown 4424 Barriger BlvdResidentialToilet$168.00 1 $50.00 4,000 $50.00 $12.50 $37.50 6 Water Efficiency Rebate Program Program Now Closed City of Plymouth Water Efficiency Rebate Program is no longer accepting applications for 2019. The program offers rebates to residential and commercial property owners who complete water efficiency improvement projects. What qualifies for a rebate? Rebates will be given for replacing old, inefficient irrigation controllers or sprinkler heads. All property owners who are customers of the municipal water supply could be eligible. Property owners should look for the WaterSense certification from the Environmental Protection Agency. WaterSense Irrigation Controllers Rebates will be awarded for the cost of the item, up to $200 for residential customers and $500 for commercial customers. WaterSense Sprinkler Heads Rebates will be awarded for the cost of the items, up to $100 for residential customers and $200 for commercial customers – minimum of 10. Apply for a rebate Rebate funds are limited and will be issued to qualified applicants on a first-come, first-served basis until Nov. 30, 2019 or until fund are exhausted, whichever comes first. Devices must have been purchased after April 1, 2019 to qualify for a rebate. Payment will be issued upon successful completion of work and submission of payment request form, accompanied by original receipts for expenses. Rebate payments are only for equipment costs – labor charges do not qualify. To confirm rebate eligibility of devices before purchasing or for more information, contact Senior Engineering Technician Ben Scharenbroich. Rebates are not guaranteed. Rebates help save water Water usage in Plymouth is twice as high during the summer than in the winter, largely because of lawn Page 1 of 3Water Efficiency Rebate Program | City of Plymouth, MN 8/14/2019https://www.plymouthmn.gov/departments/administrative-services-/communications/envir... 7 watering. The program was established to encourage water conservation in Plymouth and reduce the demand on the municipal water supply. City staff is hopeful that property owners in Plymouth will take advantage of the incentive to install water-efficient irrigation controllers. 2018 Water Usage in Plymouth 2018 Rebate Recap Residential and commercial property owners have invested more than $47,900 in upgrading the water efficiency of homes and businesses through the Water Efficiency Rebate Program. In 2018, the City of Plymouth funded $31,581 in program rebates. The program, which initially began in 2016, has been a success. Here are the results from 2018: (WaterSense Devices) Devices Installed People Benefited Estimated Gallons Saved Annually Estimated Gallons Saved Per Device Rebates Funded Residential Irrigation Controller 135 478 6,787,000 50,274 $25,359.99 Commercial Irrigation Controller 16 1,205 3,080,000 192,500 $6,051.83 20 5 25,500 1,275 $170 Page 2 of 3Water Efficiency Rebate Program | City of Plymouth, MN 8/14/2019https://www.plymouthmn.gov/departments/administrative-services-/communications/envir... 8 (WaterSense Devices) Devices Installed People Benefited Estimated Gallons Saved Annually Estimated Gallons Saved Per Device Rebates Funded Residential Irrigation Sprinkler Heads Commercial Irrigation Sprinkler Heads 0 0 0 0 $0 Totals 171 1,688 9,892,500 57,850 $31,581.82 Contact Ben Scharenbroich, Senior Engineering Technician City Hall | 3400 Plymouth Blvd. | Plymouth, MN 55447-1482 P 763-509-5527 | F 763-509-5510 | bscharenbroich@plymouthmn.gov Page 3 of 3Water Efficiency Rebate Program | City of Plymouth, MN 8/14/2019https://www.plymouthmn.gov/departments/administrative-services-/communications/envir... 9 BUDGET $1,287,100 SCHEDULE 2015 - 2017, and 2019 - 2022 WATER EFFICIENCY GRANT PROGRAM SUMMARY The Metropolitan Council was awarded $500,000 from Minnesota Clean Water, Land and Legacy Amendment funds for a Water Efficiency Grant Program during the 2015 - 2017 biennium. A second award of $750,000 has been made for the 2019 - 2022 period. Grants are awarded on a competitive basis to metro area communities that manage municipal water systems. Council grants cover 75% of the program cost; each participating municipality provides the remaining 25% as a match. Communities use the funds to lower the cost of purchase and installation of products that reduce water use, including EPA WaterSense-labeled low-flow toilets, Energy Star-labeled washing machines, and WaterSense-labeled irrigation controllers, and WaterSense Partner-certified irrigation system audits. Nineteen communities participated in the 2015 - 2017 program, including Brooklyn Park, Chanhassen, Circle Pines, Cottage Grove, Eagan, Eden Prairie, Forest Lake, Fridley, Hugo, Mahtomedi, New Brighton, Newport, Plymouth, Shakopee, Victoria, White Bear Lake, White Bear Township, and Woodbury. Forty communities are participating in the 2019 - 2022 program, including Apple Valley, Bayport, Bloomington, Brooklyn Center, Brooklyn Park, Burnsville, Chanhassen, Chaska, Cottage Grove, Dayton, Eagan, Eden Prairie, Farmington, Forest Lake, Fridley, Hopkins, Hugo, Lake Elmo, Lakeville, Mahtomedi, Minnetonka, New Brighton, North St. Paul, Oakdale, Plymouth, Prior Lake, Ramsey, Robbinsdale, Rosemount, Roseville, Savage, the Shakopee Public Utilities Commission, Shoreview, Shorewood, St. Anthony, St. Louis Park, Victoria, White Bear Lake, White Bear Township, and Woodbury. OUTCOMES OF THE 2015 - 2017 PROGRAM Metropolitan Council Water Efficiency Grant Program Executive Summary (PDF) 4,514 devices were replaced, including 2,380 toilets, 1,190 irrigation controllers, 940 clothes washers, and 4 irrigation system audits. Approximately 52,000,000 gallons per year will be saved each year by these replacements. This includes 29,800,000 gallons per year from toilets, 18,000,000 gallons per year from irrigation controllers, 4,200,000 gallons per year from clothes washers, and 59,000 gallons per year from irrigation system audits. The average amount of water saved annually per device is approximately 12,200 gallons per year from toilets, 15,000 gallons per year from irrigation controllers, 4,300 gallons per year from clothes washers, and 14,800 gallons per year from irrigation system audits. Page 1 of 3 AGENDA ITEM – 1E MEMORANDUM DATE: August 15, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Grace Arel, Communications Coordinator SUBJECT: State of the City Address Budgeted Amount: Actual Amount: Funding Source: $1,000 $1,718.38 EDA Fund Council Should Consider The Mayor and City Council are asked to consider the following matters regarding State of the City events: Background The City Council has decided to host an in-person State of the City event, with a recording that will be shared afterwards, on Thursday, September 15 from 7:30-9:00AM at Boston Scientific in Building 3, adjacent to their patio. Refreshments will be catered by Boston Scientific’s in-house catering company, Eurest; the estimated cost of catering a continental breakfast can be found in Attachment A. NineNorth will record, edit, and post a recording of the event online; their estimate is included in Attachment B. The presentation’s topics, corresponding staff contacts, and Council presenters are outlined in the table on page two of this memo, as determined at the July 18 Work Session. The SOTC presentation will conclude with a “Breakout Q&A Session” in which representatives from each city department and the City Council answer questions on a one-to-one basis, each at their own table/corner of the room, and organized by topic (City Council, TCAAP, Public Works/Parks and Trails, Finance, Communications). Page 2 of 3 SLIDE # TOPIC PRESENTER STAFF CONTACT 1-2 Introduction Mayor Grant Grace 3-5 TCAAP (Overview, Timeline, Current Situation) Dave P. 6-10 Community and Commercial Development (New and In-progress Construction) Councilmember Holmes Jessica 11 Building Department Activity Steve Thorp 12 Public Safety – RCSO Councilmember Radziej Dave P. 13 Public Safety – LJFD 14 2022 Infrastructure Projects Councilmember Holden David S. 15 2022 PMP 16 St. Paul Regional Water Treatment Facility 17 Trails in Arden Hills Councilmember Scott David S. 18 Red Bulls & BTYR Dave P. 19 Ordinance Changes Dave P. & Jessica 20-22 Financial Slides (General Fund, ARPA, Property Taxes) Mayor Grant Gayle 23 Looking Forward Dave P. 24 Dismissal to Breakout Q&A Session N/A Discussion At the previous work session, Council directed Staff to make a number of changes to the presentation; those edits can be seen in the latest version, which will be shared electronically with Council prior to the August work session. The City Council may want to consider adding additional topics or removing topics as they see fit. We hope to finalize the presentation slides at this evening’s meeting. After the slides are finalized, Staff and Councilmembers will need to work together to create a script for each presenter. Grace will assist with that process in whatever capacity is needed (i.e. editing, copywriting, etc.). On the day of the event, staff recommends the usage of the city’s a-frame/sandwich board signs as wayfinding guides to reduce confusion while navigating Boston Scientific’s campus. The cost of each printed sign is approximately $21 each, with the approximate signage cost coming to $140. We request that the Council review Attachments A and B and offer their approval or denial of the costs therein, noting that the estimated cost currently exceeds the originally budgeted amount. More information regarding the Budget Impact is discussed below. Page 3 of 3 Finally, the Council may want to consider the timing of the next State of the City event in 2023. In previous years, the Council has discussed moving the annual event earlier in the year to March or April. City staff would like to offer this for consideration today so the change could be accommodated if it were to move forward. Budget Impact The budget for the State of the City is $1,000. The current estimated cost comes to $1,718.38, including NineNorth, catering, and signage. It may be worth noting that the City is permitted to bring in outside food for the event and will not be charged for the room rental, even if the City does not use Eurest’s catering services. There is a sufficient balance in the fund to cover the overage. Attachments • Attachment A: Estimate from Eurest, Boston Scientific’s onsite catering company • Attachment B: NineNorth Invoice with estimate for the State of the City event Back Cancel Continue Cart Order Details Order Summary Order Name: SOTC Customer Information First Name:Grace Last Name:Arel Department:City of Arden Hills Email:garel@cityofardenhills.org Phone:6517927817 I Accept the Terms & Conditions: (/)Yes Delivery / Pickup Information Select Location:Boston Scientific at Arden Hills Method:On Site Delivery Delivery Contact:Grace Arel Type of Order:Breakfast Delivery Phone:7638980428 Building:3 Floor:1 Room # / Name:Red and White Pine Do You Require China?:No Event Information Guest Count:65 Pick-up/ Delivery Date:Thursday, 9/15/2022 Food Delivery Time:7:00 AM Event Start Time:7:30 AM Event End Time:9:15 AM Food Clean-up Time:9:30 AM Description Quantity Unit Price Balance continental assorted pastries, fresh sliced fruit, bottled water and regular coffee continental bottled water regular coffee 65 $10.00 $650.00 Product Cost:$650.00 Tax $46.31 Balance:$696.31 Payment Method Boston Scientific at Arden Hills4100 Hamline Ave.Arden Hills, MN 55112651-581-9081 Admin Sign In (https://bsc-ardenhills.catertrax.com/sho Boston Scientific at Arden Hills North Suburban Access Corporation (Dba NineNorth) 2670 Arthur street Roseville, Minnesota 55113 United States 6517927512 tdomke@ninenorth.org www.ninenorth.org 6517927515 Grace Arel City of Arden Hills 651-792-7817 garel@cityofardenhills.org 651-792-7817 Estimate Number 1023 Date July 29, 2022 Estimate JOB NAME 2022 Arden Hills State of the City Address JOB DESCRIPTION City presentation on Sept. 15 at Boston Scientific USAGE LICENSE Subject to the terms and conditions below, ( Tim ) the creator of the work ('Work') referenced in this document ( 1023 ) hereby grants to City of Little Canada defined herein ('Client') an Exclusive license to use the Work Worldwide. This license shall be valid for An Unlimited Time and shall cover publication of the Work in the following media only: Unlimited Media. Any other use of the Work by the Client shall require a separately negotiated license. ESTIMATE TERMS Estimate is valid for 14 days from the date of issue. A purchase order or signed estimate and 50% of the estimate total is due upon booking. Job cancellation within 72 hours = 25% of fees, plus all incurred expenses. Job cancellation within 48 hours = 50% of fees, plus all incurred expenses. Job cancellation within 24 hours = 100% of fees, plus all incurred expenses. Final billing will reflect actual expenses. All rights not specifically granted in writing, including copyright, remain the exclusive property of CTV North Suburbs. Core Cities 3 Pre-production - GL 401001 @ 50.00 each 2-site checks (one completed) powerpoint slide preparation & any additional graphic prep 150.00 1 Camera/Tripod @ 125.00 each 125.00 1 Wirecast Laptop (Switching & Recording) @ 250.00 each 250.00 2 Videographer @ 50.00 each/hour for 3 hours 300.00 Post-production Editing per hour- GL 401001 @ 50.00 /hour for 1.5 hours 75.00 Audio Feed @ 9.46 /hour for 3 hours Secure audio needs depending on second technical visit prior to event.28.38 Core Cities Total 928.38 Expenses Total 928.38 Sub Total 928.38 Total (USD)928.38 AGENDA ITEM – 1F MEMORANDUM DATE: TO: August 15, 2022 Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: David Swearingen, Public Works Director/City Engineer SUBJECT: Lake Johanna Blvd Trail Study Update Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A A verbal update will be provided at the August 15, 2022 City Council work session. Page 1 of 4 AGENDA ITEM – 1G MEMORANDUM DATE: August 15, 2022 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Gayle Bauman, Finance Director 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 to review and provide feedback to the attached preliminary General Fund budget for the 2023 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 2023 fiscal year. Each department provided their respective forecasts for this budget. The proposed 2023 budget is $5,509,580, an increase of $270,070 or 5.2%. For the purpose of this discussion, there is a 5% ($223,630) tax levy increase reflected in the budget, $173,630 for the General Fund and $50,000 for the Public Safety Capital Fund. There is currently no additional tax levy included to fund any of the LJFD staffing models. As presented, the General Fund Budget is underfunded by $161,330, which is more than the budget shortfall projected in the 2022 budget of $140,000 (as noted later in the memo, the City generally budgets a deficit each year but then comes in under budget). This practice is not sustainable in the long term. A tax levy increase of 8.6% would be needed to balance the budget in 2023. The table below shows the amount the General Fund Budget is underfunded at different tax levy increase amounts. Tax Levy Increase Underfunded Amount 3% $250,780 4% $206,050 5% $161,330 8.6% $0 The preliminary 2023 property value data has not yet been provided by Ramsey County so no projections can be made on our local tax rate. Page 2 of 4 Wages and Benefits The 2023 preliminary budget is currently being prepared assuming a 3.0% wage adjustment for all staff. Below is a table showing the recent history of approved COLA’s. Year Non Union IUOE Union 2022 3.00% 3.00% + addition of Fleet Lead 2021 2.00% 3.00% 2020 3.00% Market adjustment; minimum increase was 5.80% 2019 2.50% 2.50% 2018 2.10% 2.25% There is a 6.5% increase assumed for health, a 3% increase for dental and a 0.0% increase for life insurance premiums. The number of positions included in the budget is remaining the same. There are changes to some of the wage allocations, the City Planner was promoted to the Community Development Director and the City Clerk was promoted to the Assistant to the City Administrator. Public Safety 2023 budget information was received from Ramsey County and Lake Johanna Fire Department for public safety. POLICE The police contract is expected to rise by 4.0%, or $56,150 for 2023. Information provided by Ramsey County on this increase is as follows: The major cost drivers include: • Personnel costs, including a one-time market adjustment for each job classification and a 2.25% cost of living adjustment. • An increase in Information Services fees due to budget increases and an increase in the percentage charged to contract communities. • Increases in county fleet rates and gasoline prices. • $100,000 contingency funding which will be returned at year end if it is not needed. Our portion is about $12,790. DISPATCH Dispatch costs will be increasing by 11.2%, or $6,930. This is mainly due to an error that was discovered in 2020 in the way report queries undercounted medical calls in previous years for cities served by Allina. This means an increase in call counts and an increase in cost sharing for the years 2021 - 2023. The impact of this shift will happen over a three-year period (2021-2023) as the use of a three-year rolling average of call counts smooths out variability in annual call fluctuations. FIRE The fire costs are expected to rise by 7.8%, or $54,510 for 2023. This is mainly due to increased wages for full time staff ($33,750), part time staff ($87,700), training ($38,250), clothing ($13,680), IT services ($16,650) and fuel/supplies ($19,100), all of which Arden Hills’ cost share portion is 24.9%. These numbers do not take into account any of the new staffing models. The $173,630 tax levy increase being proposed for the General Fund is $56,040 more than the increase needed to cover police and fire services ($117,590). Page 3 of 4 General Overview There are no significant projects included in the 2023 budget which would affect the permit revenue. The permit revenue included reflects only the estimated recurring “base” amount, similar to what was included in the 2022 budget. A summary of the major changes in the 2023 budget is as follows: The table below shows the original adopted budget for the General Fund compared with the final audited numbers from 2012 - 2021. As you can see, the City has come in better than the budget for all the years shown. Reasons for this difference include conservative budgeting and we don’t budget for position vacancies. Please note that the 2020 actuals include revenue from the CARES Act in the amount of $459,614, and this was a one-time occurrence. The Transfers Out column shows the funds that were transferred to cover capital projects within the City. Original Operating Transfers Year Budget Activity Out 2012 - 324,538 (124,955) 2013 (16,100) 44,795 (30,000) 2014 (185,402) 142,649 (162,417) 2015 (58,305) 736,465 2016 (160,326) 427,521 (565,121) 2017 (195,955) 694,505 2018 (237,225) 101,055 (400,000) 2019 (186,970) 235,217 (360,000) 2020 (121,590) 642,918 (478,000) 2021 (90,720) 337,316 (548,000) Description Effect on Levy Increase use of fund balance (21,330) Increase in MSA maintenance aid (17,490) Increase in interest earnings (23,000) Increase in RamCo Sheriff 56,150 Increase in RamCo Dispatch 6,930 Increase in LJFD 54,510 Increase in building utility and rental costs 16,710 Increase in street maintenance supplies and other charges 12,100 3.0% COLA 42,740 Increase in insurance benefits 8,590 Step increases and position/allocation changes 58,320 Net changes in other GF budget areas (20,600) 173,630 Page 4 of 4 Discussion Staff is respectfully requesting the City Council to review the preliminary budget and provide feedback for future budget meetings. The 2023 proposed levy and public meeting date need to be set prior to the end of September 2022. Direction is needed from the City Council on the following items: • Current wage and benefit assumptions include a 3% COLA, 6.5% health insurance and 3% dental insurance increase. Should any of these assumptions be changed? • This preliminary budget does not include any significant building projects for 2023. Should one be added? • The LJFD staffing models project 2023 tax levy increases needed of either $75,000 or $125,000. Should the preliminary max levy be increased to account for one of these amounts? • Any thoughts on where the proceeds from the sale of the Ridgewood property should go? Best suited for one-time priorities and not ongoing operations. • This preliminary budget contains a 5% levy increase. Is another work session needed to further discuss this issue? Attachments A. Preliminary 2023 General Fund Budget PowerPoint Presentation B. Preliminary 2023 General Fund Budget Preliminary 2023 General Fund Budget PRESENTED TO ARDEN HILLS CITY COUNCIL AUGUST 15, 2022 1 Overall General Fund Budget Summary 2020 2021 7/31/2022 2022 2023 $ Increase % Increase Actual Actual YTD Budget Budget (Decrease) (Decrease) REVENUES Taxes 3,629,818$ 3,763,386$ 2,004,277$ 3,858,370$ 4,056,020$ 197,650$ 5.1% Special assessments 4,759 4,514 - 1,510 3,350 1,840 121.9% Licenses and permits 431,628 752,531 546,397 504,800 511,730 6,930 1.4% Intergovernmental 629,432 160,279 109,514 158,250 173,770 15,520 9.8% Charges for services 356,626 605,738 365,549 519,510 524,350 4,840 0.9% Fines & forfeits 13,581 21,500 9,141 23,750 23,190 (560) -2.4% Investment earnings 101,743 (13,315) 19,484 19,500 42,500 23,000 117.9% Miscellaneous 61,955 9,958 5,039 13,820 13,340 (480) -3.5% TOTAL REVENUES 5,229,541$ 5,304,591$ 3,059,402$ 5,099,510$ 5,348,250$ 248,740$ 4.9% EXPENDITURES General government 927,325$ 1,014,278$ 645,804$ 1,205,820$ 1,288,740$ 82,920$ 6.9% Public safety 2,435,771 2,708,136 1,731,088 2,510,670 2,647,330 136,660 5.4% Public works 675,740 618,235 385,652 759,040 793,630 34,590 4.6% Parks & recreation 547,788 626,626 387,919 763,980 779,880 15,900 2.1% Transfers out 478,000 548,000 102,540 - - - N/A TOTAL EXPENDITURES 5,064,623$ 5,515,275$ 3,253,003$ 5,239,510$ 5,509,580$ 270,070$ 5.2% NET CHANGE IN FUND BALANCE 164,918$ (210,684)$ (193,601)$ (140,000)$ (161,330)$ (21,330)$ 15.2% 2 Revenues by Source 2023 Amount Over(Under) % Change Over Budget 2022 Budget 2022 Budget Property Taxes 4,048,120$ 197,270$ 5.1% Other Taxes 11,250 2,220 24.6% Licenses and Permits 511,730 6,930 1.4% Intergovernmental 173,770 15,520 9.8% Charges for Services 524,350 4,840 0.9% Fines and Forfeits 23,190 (560) -2.4% Investment Earnings 42,500 23,000 117.9% Miscellaneous 13,340 (480) -3.5% TOTAL REVENUES 5,348,250$ 248,740$ 4.9% 3 General Fund Revenues 4 Expenditures by Department 2023 Amount Over(Under) % Change Over B udget 2022 Budget 2022 Budget General Government 1,288,740$ 82,920$ 6.9% Public Safety 2,647,330 136,660 5.4% Public Works 793,630 34,590 4.6% Parks & Recreation 779,880 15,900 2.1% TOTAL EXPENDITURES 5,509,580$ 270,070$ 5.2% 5 Expenditures by Type 2023 Amount Over(Under) % Change Over Budget 2022 Budget 2022 Budget Personnel Services 1,838,650$ 114,330$ 6.6% Supplies & Materials 149,900 8,750 6.2% Other Services & Charges 3,521,030 146,990 4.4% TOTAL EXPENDITURES 5,509,580$ 270,070$ 5.2% 6 General Fund Expenditures 7 Personnel Services 3.0% COLA 42,740 Increase in insurance benefits 8,590 Step increases and position/allocation changes 58,320 Work Comp 4,680 114,330 2022 2023 A mount Over(Under) % Change Over Budget Budget 2022 Budget 2022 Budget General Government 627,420$ 682,990$ 55,570$ 8.9% Public Safety 289,160 301,840 12,680 4.4% Public Works 319,070 341,560 22,490 7.0% Parks & Recreation 488,670 512,260 23,590 4.8% TOTAL EXPENDITURES 1,724,320$ 1,838,650$ 114,330$ 6.6% 8 Personnel FTE’s There were some small allocation changes. 2022 Budget 2023 Request General Government 6.09 6.12 Public Safety 2.79 2.79 Public Works 12.40 12.40 Parks & Recreation 4.35 4.32 Total 25.63 25.63 9 Supplies & Materials 2022 2023 A mount Over(Under) % Change Over Budget Budget 2022 Budget 2022 Budget General Government 28,300$ 26,800$ (1,500)$ -5.3% Public Safety 1,000 1,250 250 25.0% Public Works 50,000 55,250 5,250 10.5% Parks & Recreation 61,850 66,600 4,750 7.7% TOTAL EXPENDITURES 141,150$ 149,900$ 8,750$ 6.2% 10 Other Services & Charges 2022 2023 A mount Over(Under) % Change Over Budget Budget 2022 Budget 2022 Budget General Government 550,100$ 578,950$ 28,850$ 5.2% Public Safety 2,220,510 2,344,240 123,730 5.6% Public Works 389,970 396,820 6,850 1.8% Parks & Recreation 213,460 201,020 (12,440) -5.8% TOTAL EXPENDITURES 3,374,040$ 3,521,030$ 146,990$ 4.4% Increase in RamCo Sheriff 56,150 I ncrease in RamCo Dispatch 6,930 Increase in LJFD 54,510 117,590 11 Tax Levy History YEAR TAX LEVY % CHANGE TAX RATE % CHANGE 2013 3,191,230 3.0% 27.931% 9.3% 2014 3,257,456 2.1% 27.950% 0.1% 2015 3,359,775 3.1% 27.294% -2.3% 2016 3,478,775 3.5% 26.539% -2.8% 2017 3,641,290 4.7% 27.211% 2.5% 2018 3,786,942 4.0% 25.532% -6.2% 2019 3,938,420 4.0% 25.555% 0.1% 2020 4,135,340 5.0% 25.414% -0.6% 2021 4,280,080 3.50% 25.089% -1.3% 2022 4,472,680 4.50% 26.544% 5.8% 2023 4,696,310 5.00%Data not available 12 Proposed Tax Levy A 0.5% change in the tax levy equates to $22,360. Proposed Increase % 2020 2021 2022 2023 (Decrease)Change General Fund 3,665,340 3,760,080 3,902,680 4,076,310 173,630 4.4% EDA Fund 100,000 100,000 100,000 100,000 - 0.0% Capital Improvements Equipment/Bldg Replacement 50,000 50,000 50,000 50,000 - 0.0% PIR 250,000 250,000 250,000 250,000 - 0.0% Public Safety 70,000 120,000 170,000 220,000 50,000 29.4% Total Capital Improvements 370,000 420,000 470,000 520,000 50,000 10.6% Debt Service - - - - - N/A TOTAL LEVY 4,135,340 4,280,080 4,472,680 4,696,310 223,630 5.0% Change from previous year 5.0% 3.5% 4.5% 5.00% 13 General Fund Tax Levy Assumptions Increase use of fund balance (21,330) Increase in MSA maintenance aid (17,490) Increase in interest earnings (23,000) Increase in RamCo Sheriff 56,150 Increase in RamCo Dispatch 6,930 Increase in LJFD 54,510 Increase in building utility and rental costs 16,710 Increase in street maintenance supplies and other charges 12,100 3.0% COLA 42,740 Increase in insurance benefits 8,590 Step increases and position/allocation changes 58,320 Net changes in other GF budget areas (20,600) 173,630 14 Budgeted vs Actual Activity *2020 Operating Activity includes CARES Act revenue of $459,614. Original Operating Transfers Year Budget Activity Out 2012 - 324,538 (124,955) 2013 (16,100) 44,795 (30,000) 2014 (185,402) 142,649 (162,417) 2015 (58,305) 736,465 - 2016 (160,326) 427,521 (565,121) 2017 (195,955) 694,505 - 2018 (237,225) 101,055 (400,000) 2019 (186,970) 235,217 (360,000) 2020* (121,590) 642,918 (478,000) 2021 (90,720) 337,316 (548,000) 15 Other Funds Relying on Tax Levy Dollars EDA Fund –Proposed tax levy to remain the same at $100,000. Public Safety Capital Fund –Propose to increase the tax levy for this fund through 2025. The 2023 budget currently includes a $50,000 increase which will bring the tax levy to $220,000. Equipment/Building Replacement Fund –The plan is to develop a replacement schedule for all City equipment. Based on the results, the tax levy will be adjusted accordingly. Current levy set at $50,000. PIR Fund –More revenues will eventually be required to support City infrastructure projects. Proposed tax levy to remain the same at $250,000. 16 Council Feedback •Current wage and benefit assumptions include a 3% COLA, 6.5% health insurance and 3% dental insurance increase. Should any of these assumptions be changed? •This preliminary budget does not include any significant building projects for 2023. Should one be added? •Any thoughts on where the proceeds from the sale of the Ridgewood property should go? Best suited for one-time priorities and not ongoing operations. 17 Council Feedback The LJFD staffing models project 2023 tax levy increases needed of either $75,000 or $125,000. Should the preliminary max levy be increased to account for one of these amounts? General Fund Underfunded %Amount %Amount %Amount Amount 3.0% 134,180$ 4.7% 209,180$ 5.8% 259,180$ 250,780$ 4.0% 178,910$ 5.7% 253,910$ 6.8% 303,910$ 206,050$ 5.0% 223,630$ 6.7% 298,630$ 7.8% 348,630$ 161,330$ 8.6% 384,960$ 10.3% 459,960$ 11.4% 509,960$ -$ Levy without add'l LJFD LJFD add'l $75,000 LJFD add'l $125,000 18 Council Feedback Questions? Comments? Additional meetings? Budget format? 19 2020 2021 7/31/2022 2022 2023 $ Increase % Increase GENERAL FUND Actual Actual YTD Budget Budget (Decrease) (Decrease) REVENUES Taxes 3,629,818$   3,763,386$   2,004,277$     3,858,370$   4,056,020$   197,650$    5.1% Special assessments 4,759             4,514              ‐ 1,510             3,350             1,840           121.9% Licenses and permits 431,628         752,531         546,397          504,800         511,730         6,930           1.4% Intergovernmental 629,432         160,279         109,514          158,250         173,770         15,520         9.8% Charges for services 356,626         605,738         365,549          519,510         524,350         4,840           0.9% Fines & forfeits 13,581           21,500           9,141               23,750           23,190           (560) ‐2.4% Investment earnings 101,743         (13,315)          19,484             19,500           42,500           23,000         117.9% Miscellaneous 61,955           9,958             5,039               13,820           13,340           (480) ‐3.5% TOTAL REVENUES 5,229,541$   5,304,591$   3,059,402$     5,099,510$   5,348,250$   248,740$    4.9% EXPENDITURES Mayor & council 65,219$         67,262$         27,879$          55,070$         56,850$         1,780$         3.2% Administration 314,912         346,982         222,742          401,070         415,990         14,920         3.7% Elections 25,443           31,632           25,738             32,350           33,200           850               2.6% Finance 144,397         150,251         119,710          184,220         190,600         6,380           3.5% TCAAP 42,707           37,711           26,365             87,260           90,580           3,320           3.8% Planning & Zoning 154,972         203,759         108,845          242,010         278,060         36,050         14.9% Government Buildings 179,674         176,682         114,525          203,840         223,460         19,620         9.6% Police 1,427,395     1,376,846     828,199          1,396,130     1,453,280     57,150         4.1% Dispatch 45,578           54,283           30,904             61,810           68,740           6,930           11.2% Fire 620,986         656,401         696,675          696,670         751,180         54,510         7.8% Emergency Management 6,308             5,996             3,674               6,200             6,820             620               10.0% Protective Inspections 335,502         614,610         171,636          349,860         367,310         17,450         5.0% Street Maintenance 675,740         618,235         385,652          759,040         793,630         34,590         4.6% Recreation 168,895         141,426         108,888          234,740         236,920         2,180           0.9% Park Maintenance 378,893         485,200         279,032          529,240         542,960         13,720         2.6% Transfers out 478,000         548,000         102,540           ‐ ‐ ‐ N/A TOTAL EXPENDITURES 5,064,623$   5,515,275$   3,253,003$     5,239,510$   5,509,580$   270,070$    5.2% NET CHANGE IN FUND BALANCE 164,918$      (210,684)$     (193,601)$       (140,000)$     (161,330)$     (21,330)$     15.2% 1 2023 BUDGET ‐ GENERAL FUND ‐ SCHEDULE OF EXPENDITURES ‐ DETAIL BY FUNCTION 2020 2021 2022 2023 $ Increase % Increase Actual Actual Budget Proposed (Decrease) (Decrease) Mayor & council Personnel Expenses 37,208$         37,209$         37,220$         37,230$         10$                  0.0% Supplies and Materials 108                  ‐                      150                 150                  ‐                       0.0% Other Services and Charges 27,903           30,052           17,700           19,470           1,770               10.0% 65,219$         67,262$         55,070$         56,850$         1,780$            3.2% Administration Personnel Expenses 211,484$       219,152$       246,340$       257,490$       11,150$          4.5% Supplies and Materials 180                  ‐                      650                 650                  ‐                       0.0% Other Services and Charges 103,248         127,830         154,080         157,850         3,770               2.4% 314,912$       346,982$       401,070$       415,990$       14,920$          3.7% Elections Supplies and Materials 758$               ‐$                    ‐$                    ‐$                    ‐$                     0.0% Other Services and Charges 24,685           31,632           32,350           33,200           850                  2.6% 25,443$         31,632$         32,350$         33,200$         850$                2.6% Finance Personnel Expenses 58,488$         68,026$         73,370$         78,680$         5,310$            7.2% Supplies and Materials 8,170              10,229           18,000           16,500           (1,500)              ‐8.3% Other Services and Charges 77,738           71,996           92,850           95,420           2,570               2.8% 144,397$       150,251$       184,220$       190,600$       6,380$            3.5% TCAAP Personnel Expenses 36,316$         22,282$         36,260$         39,580$         3,320$            9.2% Supplies and Materials ‐                       ‐                       ‐                       ‐                       ‐                       0.0% Other Services and Charges 6,391              15,429           51,000           51,000           ‐                       0.0% 42,707$         37,711$         87,260$         90,580$         3,320$            3.8% Planning & Zoning Personnel Expenses 136,151$       114,783$       200,230$       233,100$       32,870$          16.4% Supplies and Materials 24                    ‐                       ‐                       ‐                       ‐                       0.0% Other Services and Charges 18,797           88,976           41,780           44,960           3,180               7.6% 154,972$       203,759$       242,010$       278,060$       36,050$          14.9% Government Buildings Personnel Expenses 34,927$         32,563$         34,000$         36,910$         2,910$            8.6% Supplies and Materials 4,347              5,057              9,500              9,500               ‐                       0.0% Other Services and Charges 140,401         139,062         160,340         177,050         16,710            10.4% 179,674$       176,682$       203,840$       223,460$       19,620$          9.6% Police Other Services and Charges 1,427,395$    1,376,846$    1,396,130$    1,453,280$    57,150$          4.1% 1,427,395$    1,376,846$    1,396,130$    1,453,280$    57,150$          4.1% Dispatch Other Services and Charges 45,578$         54,283$         61,810$         68,740$         6,930$            11.2% 45,578$         54,283$         61,810$         68,740$         6,930$            11.2% Fire Other Services and Charges 620,986$       656,401$       696,670$       751,180$       54,510$          7.8% 620,986$       656,401$       696,670$       751,180$       54,510$          7.8% Emergency Management Personnel Expenses 5,009$           5,070$           5,200$           5,270$           70$                  1.3% Supplies and Materials ‐                      ‐                      ‐                      ‐                      ‐                       0.0% Other Services and Charges 1,299              927                 1,000              1,550              550                  55.0% 6,308$           5,996$           6,200$           6,820$           620$                10.0% Protective Inspections Personnel Expenses 265,191$       195,501$       283,960$       296,570$       12,610$          4.4% Supplies and Materials 2,065              204                 1,000              1,250              250                  25.0% Other Services and Charges 68,247           418,905         64,900           69,490           4,590               7.1% 335,502$       614,610$       349,860$       367,310$       17,450$          5.0% Street Maintenance Personnel Expenses 269,671$       263,797$       319,070$       341,560$       22,490$          7.0% Supplies and Materials 33,903           50,020           50,000           55,250           5,250               10.5% Other Services and Charges 372,166         304,418         389,970         396,820         6,850               1.8% 675,740$       618,235$       759,040$       793,630$       34,590$          4.6% Recreation Personnel Expenses 153,774$       111,452$       150,490$       156,480$       5,990$            4.0% Supplies and Materials 1,314              6,351              24,250           23,250           (1,000)              ‐4.1% Other Services and Charges 13,807           23,623           60,000           57,190           (2,810)              ‐4.7% 168,895$       141,426$       234,740$       236,920$       2,180$            0.9% Park Maintenance Personnel Expenses 259,311$       320,174$       338,180$       355,780$       17,600$          5.2% Supplies and Materials 23,786           37,554           37,600           43,350           5,750               15.3% Other Services and Charges 95,795           127,472         153,460         143,830         (9,630)              ‐6.3% 378,893$       485,200$       529,240$       542,960$       13,720$          2.6% Transfers Out 478,000$       548,000$       ‐$                    ‐$                    ‐$                     0.0% TOTAL EXPENDITURES 5,064,623$    5,515,275$    5,239,510$    5,509,580$    270,070$        5.2% 2 2022 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2022 BUDGET City Council 65,219$ 67,262$ 55,070$ 56,850$ 3.2% City Administration 314,912 346,982 401,070 415,990 3.7% Elections 25,443 31,632 32,350 33,200 2.6% Finance 144,397 150,251 184,220 190,600 3.5% TCAAP 42,707 37,711 87,260 90,580 3.8% Planning & Zoning 154,972 203,759 242,010 278,060 14.9% Government Buildings 179,674 176,682 203,840 223,460 9.6% Totals 927,325 1,014,278 1,205,820 1,288,740 6.9% Total By Classification Personnel Services 514,575 494,016 627,420 682,990 8.9% Commodities 13,586 15,286 28,300 26,800 -5.3% Contractual Services 399,163 504,976 550,100 578,950 5.2% Capital Outlay 0000 N/A Other Charges 0000 N/A Totals 927,325 1,014,278 1,205,820 1,288,740 6.9% Staffing Full-time equivalents 4.52 3.72 4.91 5.06 Expenditures CITY OF ARDEN HILLS, MINNESOTA GENERAL GOVERNMENT SUMMARY EXPENDITURE ANALYSIS 2020 2021 2023 0 200 400 600 800 1,000 1,200 1,400 ACTUAL 2020 ACTUAL 2021 BUDGET ORIGINAL 2022 BUDGET 2023Thousands 3 CITY OF ARDEN HILLS, MINNESOTA Function: General Government 101 Activity: Mayor & Council 41100 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 37,208$ 37,209$ 37,220$ 37,230$ Commodities 108 - 150 150 Contractual Services 27,903 30,052 17,700 19,470 Total 65,219$ 67,262$ 55,070$ 56,850$ Percent Change 3.1% (-18.1%) 3.2% NYFS amount included above 17,389 18,584 - - Expenditures by Classification In 2023, the Mayor and Council budget is proposed to increase by 3.2% or $1,780. The budget for NYFS was eliminated in 2022. 2023 BUDGET Fund # : Activity # : The Mayor and City Council are responsible for the formulation of policy and the passage of laws governing the City of Arden Hills. Members participate in various committees, as well as direct staff, through the City Administrator, as to their overall goals for the City. This department provides for Mayor and Council compensation, Council meetings and work sessions, management consultants and memberships. When applicable, participation in NYFS is included in this budget, as is funding for the City Council Retreat Facilitator. 1. Adopt policies and ordinances consistent with Council's position on growth, zoning and financial strategy. 2. Continue to work on the redevelopment of the TCAAP property. Creating funding sources to build reserve balances to fund future capital improvements while maintaining current City services. 66% 34% Personnel Services Commodities Contractual Services 4 CITY OF ARDEN HILLS, MINNESOTA Function: General Government 101 Activity: Administration 41300 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 211,484$ 219,152$ 246,340$ 257,490$ Commodities 180 - 650 650 Contractual Services 103,248 127,830 154,080 157,850 Total 314,912$ 346,982$ 401,070$ 415,990$ Percent Change 10.2% 15.6% 3.7% Full-Time Equivalent positions 1.93 1.86 2.08 2.09 Expenditures by Classification The 2023 Administration budget is increasing by 3.7% over 2022. The increase in personnel services is due to step, COLA and insurance benefit increases.. The increase in contractual services is mainly due to an increase in property insurance. 2023 BUDGET Fund # : Activity # : 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. 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 evaluations and long-range planning. 1. Long-range planning to maintain current City services while creating funding sources for reserves. 2. Long-range comprehensive TCAAP planning. 62% 38% Personnel Services Commodities Contractual Services 5 CITY OF ARDEN HILLS, MINNESOTA Function: General Government 101 Activity: Elections 41410 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities 758 - - - Contractual Services 24,685 31,632 32,350 33,200 Total 25,443$ 31,632$ 32,350$ 33,200$ Percent Change 24.3% 2.3% 2.6% Expenditures by Classification The Elections budget has a 2.6% increase for FY23. 2023 BUDGET Fund # : Activity # : 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. Stay current on election laws. Stay current on election laws. 100% Personnel Services Commodities Contractual Services 6 CITY OF ARDEN HILLS, MINNESOTA Function: General Government 101 Activity: Finance 41500 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 58,488$ 68,026$ 73,370$ 78,680$ Commodities 8,170 10,229 18,000 16,500 Contractual Services 77,738 71,996 92,850 95,420 Total 144,397$ 150,251$ 184,220$ 190,600$ Percent Change 4.1% 22.6% 3.5% Full-Time Equivalent positions 0.52 0.55 0.59 0.63 Expenditures by Classification This budget increased by 3.5% in 2023, or $6,380. 2023 BUDGET Fund # : Activity # : Conducts the financial affairs of the City in accordance with the Government Accounting Standards Board (GASB) and Generally Accepted Accounting Principles (GAAP). This includes protecting the assets of the City, the initiation of financial plans, investment and debt management, review and implementation of internal controls, and accounting for financial transactions including accounts payable, accounts receivable and payroll. 1. Continue working to refine the financial management plan for the City. 2. Continue to produce an Annual Comprehensive Financial Report (ACFR) and reports for the public (Popular Annual Finance Report - PAFR) that receive the GFOA's award for excellence in reporting. 3. Provide meaningful and timely financial reports and information to Council, Commissions and other City Departments. 1. Implement improved reporting procedures to inform Council, Commissions and Departments. 2. Work with other Departments to find ways to reduce costs of City operations. 3. Analyze and implement ways to reduce transaction processing and costs. 41% 9% 50% Personnel Services Commodities Contractual Services 7 CITY OF ARDEN HILLS, MINNESOTA Function: General Government 101 Activity: TCAAP 41600 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 36,316$ 22,282$ 36,260$ 39,580$ Commodities - - - - Contractual Services 6,391 15,429 51,000 51,000 Total 42,707$ 37,711$ 87,260$ 90,580$ Percent Change (-11.7%) 131.4% 3.8% Full-Time Equivalent positions 0.28 0.13 0.23 0.23 Expenditures by Classification Ramsey County purchased the property and established a Joint Development Authority (JDA) with the City. Placeholders for consultant costs have been included, and staff time has been allocated for City Administration, Community Development, and Public Works as they act as the City’s support staff to this Authority. The 2023 budget shows an increase of 3.8% due to an increase in personnel costs. 2023 BUDGET Fund # : Activity # : 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. 1. Coordination of TCAAP redevelopment planning activities while continuing to meet the needs of the City of Arden Hills. 2. Work with Ramsey County through the Joint Development Authority (JDA). 1. Economic conditions. 2. Coordinating with multiple entities/players. 44% 56% Personnel Services Commodities Contractual Services 8 CITY OF ARDEN HILLS, MINNESOTA Function: General Government 101 Activity: Planning & Zoning 41910 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 136,151$ 114,783$ 200,230$ 233,100$ Commodities 24 - - - Contractual Services 18,797 88,976 41,780 44,960 Total 154,972$ 203,759$ 242,010$ 278,060$ Percent Change 31.5% 18.8% 14.9% Full-Time Equivalent positions 1.49 0.93 1.73 1.84 Expenditures by Classification The budget for 2023 is an increase of 14.9% over the 2022 budget. The fte allocations have increased and the City Planner was promoted to the Community Development Director. 2023 BUDGET Fund # : Activity # : 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. 1. Continue to work on Rental Housing registrations. 2. Continue improvements of the City's planning process. 1. Rental Housing registrations. 2. Refine Building Permit process. 3. Research and refine an Administrative Fines process. 84% 16% Personnel Services Commodities Contractual Services 9 CITY OF ARDEN HILLS, MINNESOTA Function: General Government 101 Activity: Government Buildings 41940 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 34,927$ 32,563$ 34,000$ 36,910$ Commodities 4,347 5,057 9,500 9,500 Contractual Services 140,401 139,062 160,340 177,050 Total 179,674$ 176,682$ 203,840$ 223,460$ Percent Change (-1.7%) 15.4% 9.6% Full-Time Equivalent positions 0.31 0.26 0.28 0.28 Expenditures by Classification The 2023 budget is an increase of 9.6% from the previous year’s budget mainly due to increases in utility costs and for trash removal at the Public Works maintenance facility. 2023 BUDGET Fund # : Activity # : 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 Kirkwold Drive. The new facility was completed and occupied as of October 2004. 45% of the City’s portion of the Ramsey County maintenance facility is charged to this budget. Maintain a reputable facility to house meetings and staff. Normal maintenance and repair issues as the building (City Hall) has now been in operation since 2002. 17%4% 79% Personnel Services Commodities Contractual Services 10 2022 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2022 BUDGET Police 1,427,395$ 1,376,846$ 1,396,130$ 1,453,280$ 4.1% Dispatch 45,578 54,283 61,810 68,740 11.2% Fire 620,986 656,401 696,670 751,180 7.8% Emergency Management 6,308 5,996 6,200 6,820 10.0% Protective Inspections 335,502 614,610 349,860 367,310 5.0% Totals 2,435,771 2,708,136 2,510,670 2,647,330 5.4% Total By Classification Personnel Services 270,200 200,571 289,160 301,840 4.4% Commodities 2,065 204 1,000 1,250 25.0% Contractual Services 2,163,506 2,507,362 2,220,510 2,344,240 5.6% Capital Outlay 0000 N/A Other Charges 0000 N/A Totals 2,435,771 2,708,136 2,510,670 2,647,330 5.4% Staffing Full-time equivalents 2.66 1.85 2.79 2.79 Expenditures CITY OF ARDEN HILLS, MINNESOTA PUBLIC SAFETY SUMMARY EXPENDITURE ANALYSIS 2020 2021 2023 2,000 2,500 3,000 ACTUAL 2020 ACTUAL 2021 BUDGET ORIGINAL 2022 BUDGET 2023Thousands 11 CITY OF ARDEN HILLS, MINNESOTA Function: Public Safety 101 Activity: Police 42100 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - - - Contractual Services 1,427,395 1,376,846 1,396,130 1,453,280 Total 1,427,395$ 1,376,846$ 1,396,130$ 1,453,280$ Percent Change (-3.5%) 1.4% 4.1% Expenditures by Classification Arden Hills' portion of the Ramsey County Sheriff’s Contracting Communities 2023 budget increased 4.0% over 2022. Animal control costs and boarding are included within this budget. 2023 BUDGET Fund # : Activity # : 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 budget. Continue contracting for law enforcement and animal control services. 1. Resident concerns over police coverage and visibility. 2. Response times. 100% Personnel Services Commodities Contractual Services 12 CITY OF ARDEN HILLS, MINNESOTA Function: Public Safety 101 Activity: Dispatch 42150 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - - - Contractual Services 45,578 54,283 61,810 68,740 Total 45,578$ 54,283$ 61,810$ 68,740$ Percent Change 19.1% 13.9% 11.2% Expenditures by Classification Arden Hills' portion of the Ramsey County 911 Dispatch Department operation budget increased by 11.2%. 2023 BUDGET Fund # : Activity # : Emergency dispatch services are provided by Ramsey County. Continue contracting dispatch services. Continue to maintain service levels at a reasonable cost. 100% Personnel Services Commodities Contractual Services 13 CITY OF ARDEN HILLS, MINNESOTA Function: Public Safety 101 Activity: Fire 42200 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - - - Contractual Services 620,986 656,401 696,670 751,180 Total 620,986$ 656,401$ 696,670$ 751,180$ Percent Change 5.7% 6.1% 7.8% Expenditures by Classification Arden Hills’ portion of the Lake Johanna Fire Department operating budget increased 7.8%. This budget reflects increases to operating costs. 2023 BUDGET Fund # : Activity # : Fire protection for Arden Hills is provided by the Lake Johanna Fire Department on a contractual basis. Lake Johanna 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. Continue contracting for fire protection services. Continue to maintain service levels at a reasonable cost. 100% Personnel Services Commodities Contractual Services 14 CITY OF ARDEN HILLS, MINNESOTA Function: Public Safety 101 Activity: Emergency Management 42300 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 5,009$ 5,070$ 5,200$ 5,270$ Commodities - - - - Contractual Services 1,299 927 1,000 1,550 Total 6,308$ 5,996$ 6,200$ 6,820$ Percent Change (-4.9%) 3.4% 10.0% Full-Time Equivalent positions 0.02 0.02 0.02 0.02 Expenditures by Classification The 2023 budget is an increase of 10.0% from the 2022 budget or $620. 2023 BUDGET Fund # : Activity # : Emergency Management coordination for the City is required by the Federal Government. This department works closely with Ramsey County Department of Homeland Security, as well as the Ramsey County Sheriff and Lake Johanna Fire Department. The City contracts with a consultant to provide these services. 1. Update City's Emergency Response Policy and Procedures. 2. Train staff in emergency management procedures. Coordinate with Ramsey County’s emergency response procedures and policies. 77% 23% Personnel Services Commodities Contractual Services 15 CITY OF ARDEN HILLS, MINNESOTA Function:Public Safety 101 Activity:Protective Inspections 42400 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 265,191$ 195,501$ 283,960$ 296,570$ Commodities 2,065 204 1,000 1,250 Contractual Services 68,247 418,905 64,900 69,490 Total 335,502$ 614,610$ 349,860$ 367,310$ Percent Change 83.2% (-43.1%) 5.0% Full-Time Equivalent positions 2.64 1.83 2.77 2.77 Expenditures by Classification The 2023 operating budget is an increase of 5.0% from the previous year’s budget mainly due to step, COLA and insurance benefit increases. 2023 BUDGET Fund # : Activity # : This department is responsible for all building construction, plumbing, sewer, water and mechanical inspections within the City. Electrical inspections are contracted with an independent inspection firm. This department is also responsible for enforcement of the Zoning Code and other sections of the City Code of Ordinances. 1. Continue implementation of the building codes. 2. Continue to work on Building Permit software to produce Council reports. 1. Managing and prioritizing department workloads. 2. Keep up with rental license inspections of investor owned residential properties. 3. Continue implementation and design of new Building Permit software and reports. 81% 19% Personnel Services Commodities Contractual Services 16 2022 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2022 BUDGET Streets 675,740$ 618,235$ 759,040$ 793,630$ 4.6% Totals 675,740 618,235 759,040 793,630 4.6% Total By Classification Personnel Services 269,671 263,797 319,070 341,560 7.0% Commodities 33,903 50,020 50,000 55,250 10.5% Contractual Services 372,166 304,418 389,970 396,820 1.8% Capital Outlay 0000 N/A Other Charges 0000 N/A Totals 675,740 618,235 759,040 793,630 4.6% Staffing Full-time equivalents 2.22 2.23 2.37 2.44 Expenditures CITY OF ARDEN HILLS, MINNESOTA PUBLIC WORKS SUMMARY EXPENDITURE ANALYSIS 2020 2021 2023 0 200 400 600 800 1,000 ACTUAL 2020 ACTUAL 2021 BUDGET ORIGINAL 2022 BUDGET 2023Thousands 17 CITY OF ARDEN HILLS, MINNESOTA Function: Public Works 101 Activity: Street Maintenance 43100 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 269,671$ 263,797$ 319,070$ 341,560$ Commodities 33,903 50,020 50,000 55,250 Contractual Services 372,166 304,418 389,970 396,820 Total 675,740$ 618,235$ 759,040$ 793,630$ Percent Change (-8.5%) 22.8% 4.6% Full-Time Equivalent positions 2.22 2.23 2.37 2.44 Expenditures by Classification The 2023 operating budget is an increase of $34,590 from the previous year’s budget. Personnel service increases are due to an increase in the fte allocation, step, COLA and insurance benefit increases. Adjustments were made to supplies and contractual services based on historical analysis. 2023 BUDGET Fund # : Activity # : This department is responsible for maintaining City streets, including snowplowing, minor street repair, street signs, and street sweeping. 1. Maintain street infrastructure utilizing all available techniques including crack sealing, seal coating, patching and overlays. 2. Recommend a cost effective program for reconstructing/reclaiming street surfaces when maintenance techniques no longer provide the desired results. 3. Maintain and update equipment and vehicles. 1. Implement a capital improvement program for City infrastructure. 2. Balance the public works department needs with available funds. 3. Aging equipment. 4. Increased safety regulation for equipment and vehicles. 43% 7% 50% Personnel Services Commodities Contractual Services 18 2022 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2022 BUDGET Recreation 168,895$ 141,426$ 234,740$ 236,920$ 0.9% Parks 378,893 485,200 529,240 542,960 2.6% Totals 547,788 626,626 763,980 779,880 2.1% Total By Classification Personnel Services 413,085 431,625 488,670 512,260 4.8% Commodities 25,100 43,906 61,850 66,600 7.7% Contractual Services 109,603 151,095 213,460 201,020 -5.8% Capital Outlay 0000 N/A Other Charges 0000 N/A Totals 547,788 626,626 763,980 779,880 2.1% Staffing Full-time equivalents 4.56 4.21 4.35 4.32 Expenditures CITY OF ARDEN HILLS, MINNESOTA PARKS & RECREATION SUMMARY EXPENDITURE ANALYSIS 2020 2021 2023 0 200 400 600 800 1,000 ACTUAL 2020 ACTUAL 2021 BUDGET ORIGINAL 2022 BUDGET 2023Thousands 19 CITY OF ARDEN HILLS, MINNESOTA Function: Parks and Recreation 101 Activity: Recreation 45120 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 153,774$ 111,452$ 150,490$ 156,480$ Commodities 1,314 6,351 24,250 23,250 Contractual Services 13,807 23,623 60,000 57,190 Total 168,895$ 141,426$ 234,740$ 236,920$ Percent Change (-16.3%) 66.0% 0.9% Full-Time Equivalent positions 1.96 1.24 1.27 1.28 % of costs covered by revenue 3.5% 45.1% 44.2% 34.8% Expenditures by Classification The 2023 operating budget is an increase of 0.9% from the previous year’s budget. This is mainly due to step, COLA and insurance benefit increases. Commodities and contractual services were adjusted based on historical analysis. 2023 BUDGET Fund # : Activity # : This department provides all recreational activities to residents of Arden Hills, as well as residents from neighboring communities. To provide recreational activities to residents of Arden Hills. 1. Develop senior programming. 2. Budget constraints. 66% 10% 24% Personnel Services Commodities Contractual Services 20 CITY OF ARDEN HILLS, MINNESOTA Function: Parks and Recreation 101 Activity: Park Maintenance 45200 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 259,311$ 320,174$ 338,180$ 355,780$ Commodities 23,786 37,554 37,600 43,350 Contractual Services 95,795 127,472 153,460 143,830 Total 378,893$ 485,200$ 529,240$ 542,960$ Percent Change 28.1% 9.1% 2.6% Full-Time Equivalent positions 2.60 2.96 3.08 3.04 Expenditures by Classification The 2023 operating budget is an increase of 2.6% from the previous year’s budget. This is mainly due to an increase in overtime and supplies costs. 2023 BUDGET Fund # : Activity # : 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. 1. Continue pathway maintenance. 2. Continue implementing City's Comprehensive Park and Trails plan. 1. Other maintenance concerns coming up and not allowing completion of existing projects. 2. Budget constraints for future and existing projects. 66% 8% 26% Personnel Services Commodities Contractual Services 21 2022 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2022 BUDGET Unallocated 478,000$ 548,000$ -$ -$ N/A Totals 478,000 548,000 0 0 N/A Total By Classification Personnel Services - - - - N/A Commodities - - - - N/A Contractual Services - - - - N/A Capital Outlay - - - - N/A Other Charges 478,000 548,000 - - N/A Totals 478,000 548,000 0 0 N/A Staffing Full-time equivalents 0.00 0.00 0.00 0.00 Expenditures CITY OF ARDEN HILLS, MINNESOTA MISCELLANEOUS SUMMARY EXPENDITURE ANALYSIS 2020 2021 2023 0 100 200 300 400 500 600 ACTUAL 2020 ACTUAL 2021 BUDGET ORIGINAL 2022 BUDGET 2023Thousands 22 CITY OF ARDEN HILLS, MINNESOTA Function: Unallocated 101 Activity: Transfers 49300 Activity Scope Objectives Issues Budget Commentary 2020 2021 2022 2023 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - - - Contractual Services - - - - Other Charges 478,000 548,000 - - Total 478,000$ 548,000$ -$ -$ Percent Change 14.6% (-100.0%) 0.0% Expenditures by Classification This budget is used to account for transfers out of the General Fund to other funds of the City. $137,000 was transferred to the PIR Fund and $341,000 was transferred to the Public Safety Capital Fund in 2020. $548,000 was transferred to the PIR Fund in 2021. 2023 BUDGET Fund # : Activity # : 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. 1. To build reserves for capital equipment replacement. 2. To subsidize infrastructure improvements. Budget constraints. Personnel Services Commodities Contractual Services Other Charges 23 Page 1 of 1 AGENDA ITEM – 1H MEMORANDUM DATE: TO: FROM: August 15, 2022 Honorable Mayor and City Councilmembers Dave Perrault, City Administrator SUBJECT: Council Tracker Update Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider The Council should provide further direction on items presented on the Council Request Tracker. Background City Council will receive a verbal update on items the Council has previously directed staff to research and/or bring forward. Discussion N/A Budget Impact N/A Attachments N/A