The URL can be used to link to this page

Home My WebLink About08-19-24-SWSPUBLIC INQUIRIES/INFORMATIONAL This is an opportunity for citizens to respectfully bring to the Council ’s attention any items which are relevant to the City. In addressing the Council, you must first state your name and address for the record. Comments shall be limited to three (3) minutes or less. Written documents or other materials should be handed to the City Clerk for distribution to the Council prior to or during the meeting. Council will generally not respond at the same meeting where an issue is initially raised by a member of the public but the Council may refer the issue to staff for further research and possible report or action at a future Council meeting. RESPONSE TO PUBLIC INQUIRIES AGENDA ITEMS Public Works Staffing Discussion David Swearingen, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 2025 Preliminary 2025 General Fund Budget Joua Yang Finance Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF COUNCIL/STAFF COMMENTS ADJOURN Mayor: David Grant Councilmembers: Brenda Holden Emily Rousseau Tena Monson Tom Fabel Special City Council Work Session Agenda August 19, 2024 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. Members of the public may attend a meeting in -person at City Hall or they may view the meeting remotely on the City ’s website using the below link. Meetings are also broadcast on Cable Channel 16 for those that live in Arden Hills. https://cityofardenhills.org/320/Watch - City -Meetings This meeting will be streamed live on local Cable Channel 16 and available for playback on our website. CALL TO ORDER 1. 2. 3. 3.A. Documents: 3.B. Documents: 4. PUBLIC INQUIRIES/INFORMATIONALThis is an opportunity for citizens to respectfully bring to the Council ’s attention any items which are relevant to the City. In addressing the Council, you must first state your name and address for the record. Comments shall be limited to three (3) minutes or less. Written documents or other materials should be handed to the City Clerk for distribution to the Council prior to or during the meeting. Council will generally not respond at the same meeting where an issue is initially raised by a member of the public but the Council may refer the issue to staff for further research and possible report or action at a future Council meeting.RESPONSE TO PUBLIC INQUIRIES AGENDA ITEMS Public Works Staffing Discussion David Swearingen, Public Works Director/City Engineer MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF 2025 Preliminary 2025 General Fund Budget Joua Yang Finance Director MEMO.PDF ATTACHMENT A.PDF ATTACHMENT B.PDF ATTACHMENT C.PDF ATTACHMENT D.PDF COUNCIL/STAFF COMMENTS ADJOURN Mayor:David GrantCouncilmembers:Brenda HoldenEmily RousseauTena MonsonTom Fabel Special City Council Work Session AgendaAugust 19, 2024 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.Members of the public may attend a meeting in -person at City Hall or they may view the meeting remotely on the City ’s website using the below link. Meetings are also broadcast on Cable Channel 16 for those that live in Arden Hills.https://cityofardenhills.org/320/Watch -City -MeetingsThis meeting will be streamed live on local Cable Channel 16 and available for playback on our website.CALL TO ORDER1.2. 3. 3.A. Documents: 3.B. Documents: 4. Page 1 of 3 AGENDA ITEM – 3A MEMORANDUM DATE: August 19, 2024 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator FROM: David Swearingen, P.E. Public Works Director / City Engineer SUBJECT: Proposed Public Work Department Organizational Chart Budgeted Amount: Actual Amount: Funding Source: $0 $138,278.21 (Phase 1) 72% General Fund $113,304.07 (Phase 2) 28% Enterprise Funds Council Should Consider • The proposed modifications to the Public Work Department Organizational Chart • Direction for staff to implement Phase 1 in 2025 Background This item is the proposed modified organizational structure and staffing changes related to the Public Works Department that the Public Works Director/City Engineer is requesting as a “needs now” to perform City business more effectively at the level of service that is demanded. On July 18, 2024 this item was presented to the Personnel Committee, the recommendations were to bring Phase 1 to Council for consideration to implement in 2025 and Phase 2 and Phase 3 would be considered at a later time if/when Phase 1 was up and running to Staff’s satisfaction. Attachment A shows the “needs now” organizational chart as a whole and is followed with color coded proposed phasing. The phasing is not labeled with an exact timeline but it is anticipated it would be implemented year after year, 2025 for Phase 1 and 2026 for Phase 2. Another page in Attachment A and below in the Budget Impact section is the estimated budget for Phase 1 and Phase 2, these have been updated by the Finance Director. Phase 3 is dependent upon a signed Development Agreement for Rice Creek Commons, strategy for this can be discussed further at the meeting. Also provided, as only a reference, are the “current” PW org chart and what is anticipated for TCAAP “full-build” PW Org Chart. Page 2 of 3 Attachment B is a compilation of Public Works organizational charts from surrounding cities relatable in population size. Certain elements from these were used in developing the proposed org chart for Arden Hills to fit the City’s needs. Primary duties of the Parks and Recreation Manager: • Parks capital project planning, budgeting and implementation • Natural Resources management • Forestry • Manages Parks maintenance policies • Rain gardens • Volunteer Coordination • Grant management • PTRC staff liaison • Manages Recreation program and staff • Parks development • Maintain relationships and coordinates with surrounding agencies Primary duties of the Maintenance Lead: • Lead the day-to-day activities • Plan work within their division from week-to-week • Implement division tasks outlined in the Public Works Maintenance Plan • Quality control • Assists in the preparation of the Public Works Maintenance Plan The Maintenance Lead position will allow for more detailed maintenance/repair information to be prepared for each division to put us in a “proactive” maintenance state and get us away from being “reactive”. To manage labor force needs, the Maintenance Leads, PW Superintendent, Assistant PW Director, Public Works Director/City Engineer and Parks and Recreation Manager will all meet weekly to discuss scheduling and determine what labor force is needed to accomplish activities outlined in the Public Works Maintenance Plan (Attachment C) and other project or City function coordination needs. All Maintenance Workers and all Maintenance Leads are still required to be cross-trained and supplement labor needs in all divisions. At this time, there are no proposed changes to the existing Fleet Lead position as it is written within the MOU through the union contract. For the consultant services, the Public Works Director/City Engineer is recommending the City select a primary consultant to provide engineering and specialty services. The advantage of a primary consultant is the availability of a deep bench with a broad depth of specialized personnel in various categories related to City functions. This direct resource would be more efficient instead of having City staff manage multiple consultants if they need to coordinate on related projects. It is intended that the PW Director/City Engineer would be the direct manager of the consultant but services would be available to other City Departments as well. Page 3 of 3 Discussion The Public Works Director/City Engineer is proposing that Phase 1 be implemented starting January 2, 2025. Looking at the CIP for 2025, there are many Parks related projects and there have been recent discussions by Council of conducting a Parks Master Plan. It would be ideal to have the Parks and Recreation Manager position in place at the beginning of 2025 to coordinate and manage those processes. If staff receives direction for the proposed timing of this position, recruitment will need to begin in September 2024. For the Maintenance Lead positions, due to the cycle of the Public Works Maintenance Plan and this position being a new function to the existing maintenance team, it’s expected to take some time to develop and train the staff to their new roles. Ideally this would be initiated at the beginning of 2025 prior to projects that start up when temperatures allow. For the consultant services, if directed, staff will engage with a desired firm and develop a Professional Services Agreement contract to have approved by Council at a future meeting with an effective date of January 2, 2025. Budget Impact Attachments Attachment A – Arden Hills Public Works Organizational Chart Attachment B – Surrounding Cities PW Org Charts Attachment C – 2024 Public Works Maintenance Plan Public Works Director/City Engineer PW Superintendent PW Maintenance Workers (x5 FTE’s) Recreation Program Coordinator PW Office Support Arden Hills Proposed (needs now) Public Works Org. Chart Asst. PW Director Fleet Lead (working) Parks & Recreation Manager Street Lead (working) Utilities Lead (working) Parks Lead (working) PW Maintenance Apprentice (Contingent on RCC DA) Consultant Services •Natural Resources mgmt. •Parks Strategic Planning •Forestry •Water Resources –MS4 mgmt. •GIS Services •Planning/Development Engineering •General Engineering services Seasonals (x8) Recreation Intern (x2) Attachment A Public Works Director/City Engineer PW Superintendent PW Maintenance Workers (x5 FTE’s) Recreation Program Coordinator PW Office Support Arden Hills Proposed (needs now) Public Works Org. Chart Asst. PW Director Fleet Lead (working) Parks & Recreation Manager Utilities Lead (working) Parks Lead (working) Consultant Services •Parks Strategic Planning •Water Resources –MS4 mgmt. •GIS Services •Planning/Development Engineering •General Engineering services Seasonals (x8) Recreation Intern (x2) Phase 1 Public Works Director/City Engineer PW Superintendent PW Maintenance Workers (x5 FTE’s) Recreation Program Coordinator PW Office Support Arden Hills Proposed (needs now) Public Works Org. Chart Asst. PW Director Fleet Lead (working) Parks & Recreation Manager Street Lead (working) Utilities Lead (working) Parks Lead (working) Consultant Services •Natural Resources mgmt. •Parks Strategic Planning •Forestry •Water Resources –MS4 mgmt. •GIS Services •Planning/Development Engineering •General Engineering services Seasonals (x8) Recreation Intern (x2) Phase 2 Public Works Director/City Engineer PW Superintendent PW Maintenance Workers (x5 FTE’s) Recreation Program Coordinator PW Office Support Arden Hills Proposed (needs now) Public Works Org. Chart Asst. PW Director Fleet Lead (working) Parks & Recreation Manager Street Lead (working) Utilities Lead (working) Parks Lead (working) PW Maintenance Apprentice (Contingent on RCC DA) Consultant Services •Natural Resources mgmt. •Parks Strategic Planning •Forestry •Water Resources –MS4 mgmt. •GIS Services •Planning/Development Engineering •General Engineering services Seasonals (x8) Recreation Intern (x2) Phase 3 Phasing budget needs •Maintenance Lead “proposed” rate range = $38.72 -$44.89 •Current Maintenance Worker top step = $36.19/hr •Parks & Recreation Manager (proposed Grade 14) = $100,230.20 (Top Step) •Consultants = $11,130 increase ($78,870 existing) Public Works Director/City Engineer PW Superintendent PW Maintenance Workers (x7 FTE’s) Recreation Supervisor Office Support Current City of Arden Hills PW Org. Chart Asst. PW Director Fleet Lead (working) Consultant Services –As approved by City Council Seasonals (x8) Recreation Intern (x2) Public Works Director/City Engineer PW Superintendent PW Maintenance Workers (x8 FTE’s) Recreation Programmer PW Office Support Arden Hills Proposed (TCAAP) Public Works Org. Chart Deputy PW Director Fleet Lead (working) Parks & Recreation Coordinator Street Lead (working) Utilities Lead (working) Parks Lead (working) PW Seasonals (x12) Consultant Services •Water Resources –MS4 mgmt. •GIS Services •Planning/Development Engineering •General Engineering services Senior Engineering Tech Parks & Rec. Director Natural Resources Specialist Engineering Intern Recreation Intern (x2) Administrative Assistant to the PW/PR Directors 01/07/16 TBS City Administrator Police Chief City Clerk Community Development Director Pks Lead PW Supt Pks Maint Pks Maint City of Mendota Heights Organizational Chart 2022 Rec Program Coordinator Contract Svc Attorneys Planner Consultants Director PW Assistant City Administrator Sts Lead Sts Maint Sts Maint Sts Maint Util Lead Mechanic Senior Engineering Tech Facilities Manager Finance Director Fire Chief Seasonal Parks Seasonal Utility Accounting Clerk Utility Billing Clerk Office Support Assistants Parks and Recreation Manager Communications Coordinator Office Support Assistant Deputy Clerk/ Fire Department Secretary Asst. City Engineer Natural Resources Coordinator / City Engineer Pop. - 11,492 Attachment B PW/PR Director Engineering Division Engineering Tech GIS Specialist NEW Position Storm Water Tech PW/PR Assistant or Deputy Director New Position Public Works Working Forman Park Division Parks Senior Worker (1) Parks Worker Seasonal Workers (4 summer – 1 fall) Streets Division Streets Senior Worker (1) Streets Seasonal Workers (2) Vehicle and Equipment Maintenance Mechanic Utility Division Senior Utility Worker (1) Water Division (1) Sanitary Sewer Open Sanitary Sewer Forestry Arborist Seasonal Worker (1) Storm Water Seasonal Worker (1) Recreation Superintendent Event Center Manager/ Program Coordinator Program Coordinator Event Center Staff Park Program, Seasonal and Part Time Staff Front Desk Lead Front Desk Staff New Position Facility Supervisor (if Community Center is Expanded) Facility Maintenance Custodian Contracted Cleaning Building Contracts (HVAC, Fire, Alarms, Roofing etc..) Front Office Assistant (PT) Administrative Assistant to the Public Works Director City of Mounds View Public Works/Park and Recreation Org Chart 2023 Pop. 12,603 Consultant is the City Engineer - Stantec Vadnais Heights Pop. - 12,713 Engineering contracted - SEH City Engineer Rec. asst.Rec. Coord. Public Services Director Park Maintenance Supervisor Park Maintenance Workers (5) Street Maintenance Supervisor Street Lead Street Maintenance Workers (7) Utility Maintenance Supervisor Utility Lead Utility Maintenance Workers (5) Mechanics (2)PS Technician (2) Office Assistant Asst. Public Services Director Park & Recreation is contracted and Community Ed. runs Rec programs Bolton & Menk provides Engineering services - City Engineer Pop. - 13,033 City of Waconia Victoria – pop. 10,546 PW Director Utilities Superintendent Parks & Rec. Director Parks & Rec. Manager Rec. Programmers Rec. Admin Contract Engineering Utility Operators X 3 Street/Storm Lead Parks Maint. Lead Street/Storm Operators X 2 Parks Maint. Operators x 3 Public Works Organizational Chart Residents Mayor & City Council City Administrator Public Works Director Streets Lead Worker Utilities Lead Worker Parks Lead Worker 8 Full Time Workers & Seasonal Workers Mechanic Public Works SƵƉĞƌǀŝƐŽƌ Administrative Assistant Engineering Technicians Population 16,408 City Engineer is a consultant -WSB Parks/Rec is a separate department, Parks Planner position is under Community Development Joe Steele - Streets/Fleet Supervisor Matt Mallory - Parks Maintenance II Ryan Anderson - PW Maintenance I Chris Utech - PW Maintenance I Jim Mayer - PW Apprentice Scott Heaton - PW Maintenance II City of Little Canada - pop. 10,261 Department of Public Works Organizational Flow Chart Chris Heineman - City Administrator Bill Dircks - Public Works Director Steve Anderson - Parks & Recreation Director Recreation Coordinator Recreation Coordinator (.25 FTE) Eningeering Contracted - Bolton & Menk Derek Anderson - Parks SupervisorAlex Evenson - Utilities Supervisor 1RUWK%UDQFK2UJDQL]DWLRQ&KDUW 1RUWK%UDQFK: /&RPPLVVLRQ &RQWUDFW &LW\RI1RUWK%UDQFK &LW\&RXQFLO &LW\$GPLQLVWUDWRU 3XEOLF:RUNV'LUHFWRU )LQDQFH'LUHFWRU ,7'LUHFWRU *HQHUDWLRQ /HDG 3XEOLF:RUNV $GPLQLVWUDWLYH 6SHFLDOLVW :DWHU /HDG 8WLOLW\ %LOOLQJ &OHUN 8WLOLW\ )LQDQFH 0DQDJHU :DVWHZDWHU /HDG 3XEOLF :RUNV 0DLQWHQDQFH, 6WDII :DWHU 2SHUDWRU $FFRXQWDQW $FFRXQW&OHUN :DVWHZDWHU 2SHUDWRU Pop. - 11,113 CD Director Parks & GIS Director Engineering Services Contracted Public Works Director Contracted - City Engineer & Asst. City Engineer Asst. Public Works Director Lead Operator Operator 1 Operator 2 Operator 3 8 Total 4 - Seasonals Engineering Intern Lake Elmo – pop. 13,449 - Currently working on adding Parks specific maint. Staff - No Rec. department PUBLIC WORKS MAINTENANCE PLAN 2024 Prepared by: Jeff Frid March 8, 2024 $WWDFKPHQW& Table of Contents Page # Parks Maintenance Plan 1 – 12 Streets Maintenance Plan 13 – 16 Water Distribution Maintenance Plan 17 – 24 Sanitary Sewer Maintenance Plan 25 – 33 Surface Water Maintenance Plan 34 – 41 1 2024 Parks Maintenance Plan Maintaining the City Parks and city owned property is outlined in the Parks Maintenance Policy (Parks MP, last revised 2010) and outlines four levels of service. Some of the maintenance and techniques have deviated since the last revision to this policy, to create a more efficient work flow, utilization of current PW equipment, staffing, and products on the market. Public Works utilizes four types of labor resources that will be referenced in the 2024 Plan. See below, the types and abbreviations used in the plan. • Full Time Public Works Staff (FTE) • Seasonal part time Staff (SPT) • MN Corrections Work Crew (ICWC) • Volunteer Organizations/Groups/Individuals (VOL) Routine park maintenance based on the level of service each park is assigned in the Parks MP, will receive routine mowing, trimming, trash pickup, and snow plowing paved trails, (excluding minimum maintenance trails) and misc. maintenance. Road side sidewalks plowing is completed in conjunction with street plowing, see snow plow policy for details. Cummings trail maintenance (map below) will include paving the red highlighted trail. This section of trail has been identified to pave over the existing trail or reclaim and pave in some areas. Removal of dead/ diseased trees and trees that either need to be trimmed or removed as preventative maintenance will be completed prior to the trail project. Restoration of green space disturbed by the project will take place after the paving is complete. Park benches within the work area will be assessed for repair or replacement needs as part of this project. 2 Trail/ Park tree trimming and diseased tree removal This work will be focused at Chatham Open Space, Freeway Park and Arden Oaks Parks this year. Removal of buckthorn and other invasive will be completed as time and recourses allow. A map will be created for the Chatham Open-Space removals along with a 2025 replanting plan. Chatham Open Space has many locations along the trail system that will require contracted tree trimming or full removals. PW only targets trees along the trail system that are a potential hazard to life or private property. Add Woodchips to “Natural” Trails. Volunteer or ICWC potential projects at- • Crepeau Nature Preserve • Floral Woodland Trail • RC open space trail north of County Rd E2 • Chatham open space trail specific locations • Trail extension near Old Hwy 10 & County Rd E2 Open Space Arden Oaks and Freeway Parks • Complete a full tree inspection, tree removals and recommendation of a tree planting plan for the 2025 Park Improvement project. • Rain garden assessment at Freeway Park and create a plan for needs. • Freeway Park warming house exterior repairs, repainting, and roof inspection. Complete as needed roof repairs. • Remove guardrail at lower area of Freeway Park 3 Perennial gardens on-going maintenance, which includes weeding, re-planting and mulching will be completed, as needed, at the 22 garden locations shown on the map below. A combination of labor is utilized as available. • Split daylilies from Highway 96 gardens and re-plant to fill gardens around the city as needed. Irrigation system maintenance is started in the spring and winterized in the fall. During spring startup, PW FTE’s test each system is operating properly and make any repairs as needed. Throughout the summer months, the irrigation systems need to be periodically checked for efficient watering and adjusted as needed. Listed below are the parks and city-owned property maintained by PW: • City Hall • Highway 96 median gardens (between Highway 10 and Lexington Ave) • Cummings Park • Perry Park • Hazelnut Park • Triangle monument sign property An improvement to the Perry Dog Park can be made, if time allows, to tap-off of the existing irrigation system to supply a water source for public use while the dog park is open. Create a plan and cost estimates for a permanently installed irrigation system along Lake Shore Place. Spot Planting replacement and addition of irrigation to Lake Shore Place landscaping. Our PW Tree Inspector completed an inspection of the landscaping in 2023. There is a total of 35 arborvitae bushes that run along the east side of the roadway. Of the 35, 17 were determined in need of replacement. With the condition of the soils, and location the bushes are planted, irrigation is necessary to ensure proper growth. Highway 96 median and City Hall perennial gardens are scheduled for spot plant replacement or infill from dead plants. 4 Softball in-field grading and maintenance work to be completed spring timeframe by FTE’s. Field lighting, fencing, dugouts, bases, base boxes, trash/recycling receptacles and field signage will be inspected and repaired as needed. Ongoing maintenance, field preparation prior to practices and games is completed by SPT Staff. The park location and number of fields is listed below. • Cummings Park (1 field) • Royal Park (1 field) • Floral Park (1 field) o Evaluate for outfield drain tile installation in 2025. Discharge collected water into the 2024 PMP surface water improvements. • Perry Park (3 fields) • Hazelnut Park (1 field) Athletic field striping and setup is completed for soccer and soft ball fields and is completed at the following parks throughout the spring, summer, and fall. This includes the initial field layout and soccer goal setup completed by FTE’s. • Royal Park (foul lines) • Cummings Park (foul lines, 2 adult soccer fields, 1 youth soccer field) • Floral Park (foul lines) • Perry Parks foul lines, 3 fields) • Hazelnut Park (foul lines, 2 adult soccer fields) • Valentine Hills Elementary running track Lake Shore Place ROW shrub replacement 5 Weed control, aeration and fertilization of city-owned property is completed at the locations shown on the map below. PW staff completes that work throughout the city, annually, using a concentrated liquid herbicide and a slow release granular fertilizer. This project is typically completed in early summer. 6 Tree and miscellaneous watering is completed with tree bags during the first 2-3 years after planting. New trees that were planted in 2022 will receive tree bags and fertilized on a routine basis throughout the growing season. The majority of new trees were planted along Highway 96. In an effort to establish grass within PW project areas, the tanker will be used for that purpose. Other park plantings may also be watered using the tanker truck depending on seasonal rainfall. Tree mulching “top dressing “will be completed around all trees located along Highway 96 ROW between Highway 10 and Lexington Ave. Diseased tree removal at Freeway and Arden Oaks Parks. A tree contractor will remove trees larger than 12”. All stumps located in green/mowed spaces will be ground and restored. The Floral Park tree planting plan is still underway. The process for tree inspection and the rating system used by our 3 PW licensed tree inspectors is the same for both proactive and reactive (resident requested) tree inspections. Using a mobile GIS application, our inspector uses guidelines and reviews research from the MN Department of Agriculture and personal experience to assess the overall health of each tree on both private and public property. Ultimately, during the inspection we are looking for trees that are a health safety hazard or trees that are diseased and have the potential of spreading the disease to surrounding trees. PW understands the importance of habitat dead trees provide to wildlife. Floral and Cummings Park Tree Planting Plan A tree re-planting plan was developed by our tree inspector for Floral and Cummings Parks for infill after removing EAB infected ash trees. The 2023 Maintenance plan identified a significant number of EAB ash tree removals at Cummings and Floral Parks. • Cummings recommendations o 2 sugar maples, 1 crimson king maple, 2 pagoda dogwood, 2 swamp white oak • Floral recommendations o 3 crimson king maple, 2 Norway pine The EAB policy states all ash trees removed will be replaced. We believe the original intent for that statement was to replace trees in open park spaces and not necessarily deep woods. Although, in seeing the number of trees to be removed we recommend replacing a percentage rather than a 1 to 1 replacement. The location, and quantity of new trees planted, direction is desired from the PTRC and City Council. 7 Cummings Park Floral Park 8 Buckthorn and invasive species removal are generally completed by the ICWC and/or VOL’s groups, with the assistance of FTE’s. The highlighted areas on the maps of Cummings, Floral, and Chatham Open Space indicate where invasive plants can be removed (as time, resources and ICWC availability allow) in 2024. The zones were chosen based on work completed in 2020-2023. Note: Chatham Open Space had significant amounts of buckthorn removed by volunteers and the goat grazing project in 2023. Goat grazing in the Chatham Open Space is also planned for June 2024. Public Works will coordinate removals alongside goat grazing project within the highlighted areas. 9 Hockey board preventative maintenance will include pressure washing and sealing the boards with a clear sealer at Hazelnut Park. This project can be completed by volunteers with the assistance of FTE’s. The Hazelnut Park hockey rink is highlighted below. Play structure wood fiber/mulch maintenance will be completed based on the spring playground inspection measurements of mulch depth. Monthly play structure inspections are completed during the spring, summer, and fall months. During inspections, damaged or vandalized equipment will be replaced and the structure is checked for overall safety. Arden Oaks and Freeway Parks will have mulch replaced as part of the improvement project in 2025. A full replacement of the play structure fiber mulch is scheduled for every 10 years as a guideline. Valentine Park and Royal Hills Park are proposed for this year. The map below outlines all play structures citywide. 10 Park Building maintenance – monthly inspections, and project details below. • Cummings Pavilion o Full replacement of the south furnace. (The north furnace was replaced February 2024) o Pressure wash concrete patio, sidewalks, picnic tables, and exterior of the building. o Replace furnace and water fountain filters. o Contract to clean HVAC duct system. o Sanitize and deodorize interior rubber flooring. • Perry Pavilion o Pressure wash concrete patio/ sidewalks, picnic tables, and exterior of the building. o Replace the men restroom door and frame. o Full roof replacement will be scheduled in spring of 2024. o Paint walls in the restrooms and kitchen. o Open the building and turn on plumbing in the spring. Winterize plumbing in the fall. • Perry Warming House o Inspect roof. o Sanitize and deodorize interior rubber flooring. • Freeway Warming House o Roof inspection o Pressure wash exterior. Spot replacement of the siding, soffits, fascia and paint exterior. o Sanitize and deodorize interior rubber flooring. • Floral Park Ball Field Drain Tile o A plan for installation, including budget amount to be added to the 2025 budget. Hard Court maintenance at each location below- • Cummings Park, double tennis court and attached basketball court. o Install tennis nets, remove debris, crack fill courts (contractor). • Arden Manor Park, basketball court o Reconstruction potentially in 2024 • Royal Park, tennis and basketball court o Install tennis nets, remove debris, crack fill (contractor). • Floral Park, tennis and basketball court o Reconstructed in 2023, play surface striping to be installed 2024 by contractor. • Hazelnut Park, tennis and basketball court o Install tennis nets, remove debris o Scheduled for 2025 pavement rehabilitation • Arden Oaks, basketball court o Install tennis nets, remove debris, crack fill (contractor). o Scheduled for 2025 pavement rehabilitation • Freeway Park, basketball court o Scheduled for pavement rehabilitation in 2025. • Ingerson Park, basketball court o Pressure wash and crack fill court (contractor) 11 Pleasure and hockey rink maintenance typically begins in November to build ice, with the goal of having a solid ice base in time for the holiday season. Prior to establishing ice, PW staff completes the below items to prepare for skating season. • Coordinate delivery and electrical connection to Hazelnut skating rink. • Inspects, cleans, and delivers needed supplies to the warming houses. • Inspect and repair rink lighting, damaged hockey boards, back stops, and grade inside the rink if needed. • Gather quantities and budget numbers for a full replacement of the hockey boards at Perry Park. The hockey boards are approaching the end of useful life and can be considered for full replacement in 2025 pending Council approval. Once ice is established, PW cleans and floods the ice daily, Monday – Friday. PW coordinates with the Recreation Manager to ensure the warming houses are staffed with attendants during rink hours. Hazelnut Park Sledding Hill – Added in 2023, Public Works will continue to maintain this space for sledding activities in the winter months. Maintenance includes brush/tall grass cutting and removal of woody vegetation. PTRC-Inspired Projects • Per Council direction, at the March 11, 2024 Work Session, PW will coordinate the installation of automatic door locks at Perry Pavilion restrooms. The management of this newly installed system will be evaluated for efficiency and maintenance needs. Potential Volunteer projects: • Park bench cleaning • Buckthorn removal, small plant pulling. • Install sealer on gaga ball pits. Hazelnut, Cummings, Arden Manor, Floral. • CNP natural wood chip installation on trails • Weed/ replant as needed gardens at Johanna Marsh Park. • Weed play structure mulch • Replace one tree at South Shore Park Citywide municipal trail inspections – Public Works will inspect the entire City trail system and update the condition ratings to assist in planning for maintenance repairs and rehabilitation schedule. 12 Miscellaneous Carryover Projects from 2023 • Install new Floral Park sign at the Royal entrance, this will be completed once the Floral Park Improvements project is complete. • Perry Pavilion interior painting project and roof replacement was not completed. • Perennial gardens plant infill as needed. • Park bench inspection and maintenance within Cummings and Floral Parks. • Perry Pavilion roof replacement by contractor spring 2024. The City Council approved replacing with a steel roofing product. 13 2024 Streets Maintenance Plan The map below outlines the Coon Rapids JPA project for 2024 14 Pothole Patching – Public Works fills potholes citywide twice annually. Operations begin as temperatures start to rise at the end of winter and potholes begin to form. In the early weeks, Public Works will use a “cold-mix” type of fill material to fill in severe potholes until bituminous plants open (usually late March/early April) and we can purchase “hot-mix” material. The next full citywide pothole patching operations will happen in the fall to prepare for winter plowing. Throughout the summer months Public Works will address potholes as they are noticed or reported. Spot mill and patching will be completed by PW staff within the orange highlighted streets on the map below. This work is in preparation for the 2025 seal coating/crack filling maintenance project. The projected 6-year street maintenance cycle is primarily for sealcoat and crack filling maintenance planning. 15 Mill and Pave Operations – The map below outlines the streets recommended for large area patching operations (stop gap maintenance) in 2024. The paving operations on Lake Valentine Rd, Red Fox Rd and Grey Fox Rd are proposed to be contracted due to the higher volume of traffic and traffic control needs. The trail segment at Cummings Park will be paved by PW staff. 16 Street Sweeping – Public Works performs street sweeping operations citywide twice annually. Operations occur in the spring typically as the snow has melted away from the curb line and again in the fall towards the end of leaves falling. Sweeping occurs as needed during the summer months primarily as a result of storm damage. Street sweeping is a large contributor of improved water quality and also included in our MS4 permitting process. If time allows, Public Works will perform an additional round of sweeping in the fall within areas of heavy foliage. • Create a map of the heavy foliage areas. Snow and Ice Control – Review the Snow Plowing Policy as attached. Vegetation Removal – Right-of-Way (ROW) tree trimming or tree removal if needed. This includes tree limbs that could damage street maintenance equipment, public safety related trimming, and trees blocking street signage. ROW ground cover mowing is completed along city owned boulevards and utility easements to keep vegetation from growing over the roadway. Attention is also given as needed to intersections where sight lines and motorist/ pedestrian safety is a factor. Street Signage- The MUTCD requires cities to follow retro reflectivity guidelines per our adopted policy. The city chose the replacement method- “Expected Sign Life. The installation date is labeled or recorded when a sign is installed, so that the age of any given sign is known. The age of the sign is compared to the expected sign life. The expected sign life is based on the experience of sign retro reflectivity degradation in the City. Signs older than the expected life will be replaced.” Staff will utilize our current data to prioritize a small sign replacement project for 2024. In addition, a replacement project will be created for 2025. Pavement Markings – Street striping and symbols are maintained every other year. This work is typically coordinated with Ramsey County and/or the JPA Coon Rapids project. An assessment of street symbols will be completed in 2024 and added to the 2025 street maintenance plan. Streets with striping and symbols within a PMP area are generally completed as part of the PMP contract. Replace the split rail fencing along the Siems Court retaining walls. 17 2024 Water Distribution Maintenance Plan Hydrant Servicing Area, Servicing hydrants includes- oiling the top operating nut, nozzle section (where applicable), and nozzle threads/ caps. Checking for proper hydrant operation, flushing the hydrant, inspecting the hydrant flag, and exercising the isolation gate valve. Note: Approximately 20% of the hydrants from the 2023 service area were not serviced. These hydrants are north of 694 and east of State Highway 10. These hydrants will be added to the 2024 servicing area. Dead End Hydrant Flushing is complete citywide in conjunction with the hydrant servicing each year. This flushing is necessary to remove stagnant water from the watermain system. The stagnant water can give off an odor and have a discoloration if not flushed annually. Gate Valve/ Curb Stop repairs needed are outlined below- • 4353 Arden View Ct, curb box top damage and A-1 casting replacement in the private driveway. • 4343 Arden View Ct, curb box top damage and A-1 casting replacement in the private driveway. • 1201 Cummings Park Dr, gate valve top section replacement in the roadway. • 4100 Hamline Ave (Boston Scientific) service gate valve replacement due to valve not holding when in the off position. PW is recommending relocating the gate valve within the boulevard/ out of the roadway, and abandon the current service valve until removal can be added to a future road project. 18 2024 PMP watermain replacement will require PW assistance with utility locating, watermain shut downs, and misc. contractor assistance as needed per the onsite inspector. 2026 PMP watermain inspections - Public Works will be inspecting all watermain elements within the 2026 PMP corridor to determine needs while developing and budgeting for that project. The 2026 PMP is located around the Karth Lake neighborhood (inspection maps not currently created). 2021 PMP remaining Public Works items • Review existing hydrants prior to the 2021 PMP improvements and upgrade with hydrant mod kits as necessary. • Raise hydrant GV boxes that are buried. Citywide Watermain Condition Assessment – Public Works/Engineering need to create a citywide watermain management plan to assist in future project planning, budgeting and to be proactive in preventing watermain breaks which results in loss of service to the residents. Hydrant Painting, targeting corroded hydrants with paint failure. Hydrant coating assessment will be done during 2024 hydrant servicing and added to the 2025 PW Annual Work Plan. PW staff will begin painting in 2024 within the area indicated below that was assessed in 2023. 19 Hydrant Winterizing Red Top hydrants (43 hydrants citywide) are hydrants that have a plug at the elbow below grade. The reason for the plug is normally because of a high level of ground water. The result of not checking a plugged hydrant is the possibility of the barrel staying “wet” not draining, then freezing during the winter months. A frozen hydrant barrel can cause damage to the hydrant and cause it to be inoperable for use in the winter months. Green Top hydrants (40 hydrants citywide) are similar to red top hydrants in the need to check for ground water in the hydrant barrel, but these hydrants are not plugged. The ground water seeps into the barrel and can cause the barrel to freeze during the winter months. PW staff measures the amount of ground water in the barrel and adds the appropriate amount of a food grade anti-freeze. Like red tops hydrants, if this process isn’t completed annually before the winter months the hydrant barrel could freeze, damaging the hydrant and making it inoperable for use in the winter months. Hydrant Winterizing Map 20 Hydrant road salt protection (red plastic bags) are generally installed in late fall and removed early spring along County roads and higher volume city streets where more road salt is used for deicing during the winter months. Hydrant Vegetation trimming is completed generally along government areas that no not receive any mowing and easements. This is completed on an as needed basis to aid in fire department use and as a general maintenance practice. Hydrants on private property are the responsibility of the home owners. Hydrant Snow Removal (along city property) Staff will assess and develop a map for implementation in 2024. Water Monitoring and Sampling is required by the MDH. On a monthly basis, 10 predetermined sample sites are visited and a water sample is collected to test for Bacteria and Chlorine Residual. These samples are coordinated through Pace Analytical and results are submitted on the city’s behalf to MDH. Additional sampling is collected quarterly by PW staff and submitted directly to the MDH. The MDH also requires annual, the Consumer Confidence Report be mailed to property owners in July. This information is gathered by and mailed with the utility bill sent by the Utility Billing Department. Every 3 years, the MDH requires Lead and Copper sampling from 20 locations citywide. This process was last completed in 2022. Lead/Copper Rule Inventory - All Public Water Systems must complete and submit to the state a lead service line inventory by October 16, 2024. Public Works will be assisting by gathering data and performing site inspections as-needed. Booster Station Routine Maintenance and Inspections are completed as follows- • Daily- checking pump run times. This aids in diagnosing any pump related issues proactively. • Monthly- greasing pumps • Monthly- Inspection and test run the diesel-powered standby generator and auto transfer switch. The key items inspected are, fluid levels, starting battery, battery charging system, coolant circulator (assists in cold weather starting), fuel level, and the overall condition of the site/ enclosure. Ensuring the equipment is secure and ready for emergency service. • Perform condition assessments to determine any future rehabilitation needs. • Prepare 2025 Capital Project needs 21 Water Tower Maintenance and Inspection. Shown below is a routine list of items to be completed at each water tower. • Daily inspection of telemetry readings (tower levels). Intrusion alarms on tower entry doors are also monitored. • Grounds maintenance, mowing, trimming, tree trimming and snow plowing. • Repairs and painting are needed to the wood fence at the North Tower. This will be coordinated with the Cell Provider per the lease agreement. • Current guidelines recommend a full inspection (float down inspection) of the tower structure, coatings, and OSHA safety requirements every 5 years. This includes draining the tower to roughly 50% and completing a thorough inspection of the wet area. The remainder of the tower, referred to as the dry area is also inspected. Both our towers are with steel, corrosion is a large concern. Correcting the coating/ paint early prevents costly future repairs. o The North Tower repainting project, final warranty repairs were completed in 2021. The next float down inspection is expected in 2026. o The evaluation completed by BSI for the South Water Tower was review and recommendations were presented to Council for spot paint repairs and security additions. PW staff will coordinate as needed with a contractor on this project. Water Distribution Repairs and Restoration to be complete at the following locations- • Harriet Ave (approx. 50’ west of east Benton Way access) – restoration of a 10’ x 10’ asphalt patch. • 4421 Arden View Ct – Small asphalt patch and soft scape restoration. • 1134 Hunters Ct - Restoration will include a 10’x20’ asphalt patch. • Harriet Ave (approx. 200’ west of the east Benton Way access) – This restoration will be larger due to the severity of the water leak. We will replace asphalt from the curb to centerline by 20’ long. Gate Valve Exercising to be completed on valves that were installed in 2003 and newer. The process of gate valve exercising is important for the overall functionality of our water distribution system. PW staff ensures that the valve box is clean of debris, accessible to operate and the valve fully opens and closes without leaking. Operating the valve also removes deposits that build up along the gate guides. Exercising valves is a proactive method to ensure the valves will function properly when needed during emergency watermain repairs. • Update current gate valve history map, last update was done in 2013. Emergency Water Distribution System Repairs are not something we schedule, but it’s important to note in the annual work plan. In 2022 PW staff responded to 9 emergency repairs and 3 repairs that were able to be scheduled shortly after identifying the problem. Excavations uses staff time both before and after the actual repair. Many factors are taken into consideration such as- assessing public safety, property loss, staffing, equipment needs, time of day, weather conditions, property owner needs, and public notification. 22 Water Distribution related appointments or emergency response throughout the year. • Water OFF/ON Contractors and property owners notify PW as the utility operator to shut city water service off to building, sites throughout the year. This can be for either emergency or scheduled repairs on the buildings plumbing or private watermain system within a larger campus. • Water meter service and new installations are the responsibility of PW and are generally scheduled by the contractor or property owner. As the city’s water meter reading equipment ages, so does the functionality of the equipment. PW works with Utility Billing to schedule service appointments with accounts that are intermittently or no longer sending a reading. Our vendor (Badger) has provided a solution to upgrade existing equipment on an as needed basis to cellular end points (meter reading equipment). The installation and programming of the updated equipment (located inside of the property or building) is performed by PW staff. • Flow testing is conducted by contractor or engineering firm onsite to take measurements of actual water flows. This is usually done for the purposes of fire suppression design within a building. PW coordinates this work and operates the appropriate hydrant, or hydrants, identified by the PW Superintendent and the project engineer. • Private water service inspections are completed by PW staff and are prompted by a utility repair permit. • Gopher State One Call (GSOC) Utility Locating is mandated by law and completed during the normal work week. There are cases where an “emergency” locate is needed, PW on-call staff respond outside of normal work hours. o PW staff are responsible for locating and marking city-owned watermain, sanitary sewer, storm sewer, irrigation, electric, and/or fiber optic lines. o In 2022, PW received 1,930 GSOC Utility Locate request tickets. 23 • Emergency City Interconnect are located in 3 locations. The below map indicates 2 connections to the City of Shoreview and 1 connection to the City of New Brighton. Maintenance of the interconnect is performed every 3 years. o Prepare improvements for the New Brighton interconnect, coordinate with the City of New Brighton. Plan for work to be performed in 2025. o Review condition and assess plan for the northern Shoreview interconnect. o Perform maintenance on southern Shoreview interconnect, coordinate with Shoreview. 24 • Pressure Reducing Valves (PRV) are located at each of the water meter structures that supply water to the private water system within the Arden Manor property. PRV’s are scheduled for routine maintenance every 5 years. The PRV’s were installed in 2019 and are due for preventative maintenance in 2024. The location of the PRV’s are shown on the map below. 25 2024 Sanitary Sewer Maintenance Plan The 2024 sewer cleaning and televising will be located within the south west third of the city. Per the city’s sewer maintenance policy and guidelines provided by the LMC, below are the cleaning and televising intervals. • VCP clean or televise every 3 years. Root cut with hydraulic attachment and proofer as needed. Televising will be saved on the cities network drive and can determine if cleaning or root cutting is needed within a VCP mainline. Any mainline cleaning data is saved in the field to the cities GIS database through a mobile application. • CIP and RCP will be televised and determined if hydraulic cleaning and or root cutting is needed. • PVC and CIPP clean and spot televise every 5 years. Dead ends can be flushed using the tanker to “quick dump”. This will be recorded as the mainline is “clean” up to 2 Line segments downstream. • The city is divided in one-third sections. For example, in 2024 PW staff will complete the south west third of the city. This cycles cleaning and televising efforts on a 3-year cycle to clean all VCP (Category 2 sewer mains). While working in the south west third, PW staff also assess category 1 and 3 for cleaning needs. 26 Televising Trailer Equipment: 27 Jet-Vac Equipment: 28 Sanitary Sewer Manhole Inspections are completed within the third of the city that is being cleaned each year. Below are a few items that Staff are looking for during a manhole inspection. Through inspection activities, a report is prepared annually to evaluate maintenance activities and goals for future projects. • Adjusting rings, mortar, or any other concrete repairs needs. • Evidence of inflow and infiltration (I and I) • Tree root intrusion and the overall condition of the structure. Annual Sanitary Sewer Cleaning- • The below 4 maps outline the sanitary sewer segments (shown in green) that PW cleans on an annual basis due to excessive buildup, low flow, or flat grade that causes the line to require additional service each year. 29 Sanitary Sewer Lift Stations Preventative Maintenance (14 stations)- • Daily lift station checks by PW Staff. Performed in the spring and fall each year- Clean wet wells, remove grease, solids, and organics from floats, transducers, pumps, rails, walls and floors. Remove pumps and inspect tolerances, vlutes, impellers, flush valves (where applicable) motor oil or coolant levels and quality. Create a plan for any part replacement needs as needed during inspection and make needed repairs. Test all alarms and verify the monitoring system is functioning properly. Inspect the control panel and report any issues in overall condition and functionality. Lift Station Location Maps 30 Sanitary Manhole Rings replacement, reset casting and pave. (casting and lid replacement if needed) • MH A-165 (replace adjusting rings and casting) • MH 13-008 (buried under asphalt patch) • MH A-264 (Fix issue with cover) • MH A-282 (Cover under seal coat) • MH A-247A (Replace cracked casting) • MH A-211 (Remove and address tree roots in structure) • MH A-263 (Address infiltration above upstream pipe) • MH A-047 (Plastic ring at casting is deformed) • Manhole inspections process, sanitary manholes will be inspected within the 2024 sewer cleaning area in conjunction with televising or cleaning mainlines. Identified structures needing repairs will be added to the 2025 PW Maintenance Plan. • PMP Projects • Grey Fox Rd/Dunlap St. MH 8-222 • Prioritize the Red Fox/Grey Fox area per the below map sanitary and storm sewer repairs as this work was not completed in 2023. This work will be done prior to the “stop gap” paving project within this area. 31 Preventative Maintenance mud MH adjusting rings within the below structures- • MH 5-027 • MH A-188 • MH A-166 • MH A-168 • MH A-158 • MH A-157 • MH A-138 • MH A-137 • MH A-105 • MH A-106 (also check for lid replacement needed) • MH 13-021 (PMP scheduled for 2026. Mud rings for now.) Lift Station 5 Forcemain and valve vault improvements Staff is working with Bolton & Menk to design and coordinate construction, rerouting the forcemain for lift station 5. The new location will follow County Rd E west to the Elmer Anderson trail and discharge into a rebuilt manhole at Stowe Ave and New Brighten Rd. Lift Station 2 Improvements The lift station improvements include pump replacement, guide rails, wet well plumbing, and floats/ transducer replacement. Mainline Tree Root Treatment We will be combining a small list from 2023 to the 2024 list for a contractor to complete chemical root treatment. This process aids in tree root growth, stunting the growth for a period of time. In addition, our crew saves time by reducing the need to hydraulically cut the roots from the pipes. 2026 PMP sanitary sewer inspections - Public Works will be inspecting all sanitary sewer elements within the 2026 PMP corridor to determine needs while developing and budgeting for that project. The 2026 PMP is located around the Karth Lake neighborhood (inspection maps not currently created). 32 Sanitary Sewer Lining in 2024. The map below shows the proposed segments to be lined due to the condition of the existing 8-inch VCP pipe and numerous locations of tree root intrusion. 33 Manhole Inflow and Infiltration (I&I) was identified within the below manholes located on the east side of State Highway 10. This ditch south of Highway 96 is usually very wet. The City Engineer will review options to seal the structures. Some potential options are grouting, epoxy coatings, excavate and wrap/ seal from the outside of the structure. • MH A-244 • MH A-243 • MH A-242 • MH A-241 Other candidates for MH sealing without excavation- • MH A-211 (minor roots in MH) Private sewer service inspections are completed by PW staff. Each inspection is triggered by a utility repair permit. Gopher State One Call (GSOC) Utility Locating is mandated by law and completed during the normal work week. There are cases where an “emergency” locate is needed, PW on-call Staff respond outside of normal work hours. • PW staff are responsible for locating and marking city-owned watermains, sanitary sewers, storm sewers, irrigation structures, electric and fiber optic lines. • In 2023, PW received 2,146 GSOC Utility Locate tickets. 34 2024 Surface Water Maintenance Plan Public Works Surface Water maintenance ensures the existing infrastructure and BMPs (Best Management Practices) function properly by providing adequate drainage to prevent flooding and debris capture to promote water quality. Through inspections by Public Works staff performed in the fall of 2023, repairs needed are reported on the plan sheets attached. To perform inspections and plan for 2025 repairs, there will be the occasional need to remove/clear vegetation and trees within easement areas. Notices will be sent to affected properties providing them information of what the work is for and a timeline of activities. BMP’s include: • Rain Gardens • Detention or Retention Ponds • Grit Chambers • Infiltration Basins • Swales/Open Ditches (vegetated) • Collection system – Catch basin, sewer mains • Underground Storage Facilities 35 Rain Gardens – Typical maintenance activities include, pruning (spring/fall), replacing plants, adding mulch, pulling weeds, removing sediment, removing trash and inspection. Per the Municipal Separate Storm Sewer System (MS4) Permit, inspection of rain gardens should occur annually. Public Works needs to develop an updated rain garden location map and create a plan for future maintenance. Current maintenance is ordered “as-needed”, addressed with the Street Maintenance Plan areas or at rain gardens in highly visible areas. Surface Water Ponds – Maintenance activities include removal of excessive vegetation, removal of trash/debris and removal of sedimentation or dredging. Adequate access must be provided for inspection, maintenance, and landscaping upkeep, including appropriate access needs for equipment and vehicles for when more extensive repairs are required. Primary issues we look for during inspections is clogging of the inlets and outlet, weir structure condition, erosion and gulley formation, sedimentation build up and undercut of adjacent roadways or trails. Per the MS4 Permit, inspection of surface water ponds should occur once with each permit cycle which is typically 5 years. Public Works needs to develop an updated surface water pond map and create a plan for future maintenance and rehabilitation projects. Currently, pond maintenance and rehabilitation is included in the City’s PMP projects. Outfall condition Inspection – Following the MS4 Permit, the City is required to inspect every municipal outfall (outlet/inlet) once with each permit cycle which is typically 5 years. Arden Hills currently has 439 outfalls inventoried so we will inspect roughly 90 structures each year. Through inspection, a report is created to address condition, repairs needed, odor detection or inflow & infiltration concerns. Grit Chambers – Public Works inspects and cleans every grit chamber annually. Grit chambers can be in the form of a baffled structure, separated tanks or a simple sump style. It is important to clean these structures more frequently as they are an important factor in promoting water quality by separating sediment and other debris before reaching our water bodies. These are also typically installed directly upstream from ponds to help reduce prolong the time needed for costly dredging activities. Public Works is currently updating inventory of existing grit chamber structures. Open Ditches & infiltration basins follow the same maintenance activities. Inspection for repairs or erosion issues, remove debris and vegetation removal. Catch Basins – Public Works conducts full structure inspections every 5 years to address any repair needs. Issues to look for are inflow & infiltration, settling of surrounding pavement or curb, cracking of interior structure concrete, drain tile cleaning and any blockage with flow. Storm sewer mainlines – Inspection via televising camera is conducted on an as-needed basis. Full inspections are completed prior to Pavement Management Program (PMP) projects to identify any structural repairs needed. Grading and Erosion Control Permit management – Following City Ordinance Chapter 15 (Erosion and Sediment Control) along with MS4 requirements, construction site inspections are conducted for all land disturbance activities for both residential projects and developments as defined within the ordinance. These inspections ensure that the permit holder is staying in compliance with what is required for erosion control and helps promote water quality. Gopher State One Call locates for structures, sewer main along both City and County roads. 36 2026 PMP Stormwater Inspections – Public Works will be inspecting all stormwater elements within the 2026 PMP corridor to determine needs while developing and budgeting for that project. The 2026 PMP is located around the Karth Lake neighborhood (inspection maps not currently created). Culvert Rehabilitation at Chatham Open Space – Through inspections, Public Works has identified 4 culverts within the Chatham Open Space that are in need of rehabilitation. The amount of work is substantial and will require planning and budgeting over 2024 to plan for the work to be done in 2025. Carryover Projects from 2023 (Priority scheduling for spring/early summer for these projects) • Catch basin repairs, and surface water repairs identified with a check mark have been completed. The other items are remaining and will need to be completed spring of 2024 prior to the large area patching project. This also includes some sanitary sewer manhole casting adjustments. 37 • The map below outlines the projects related to the 2024 PMP that PW was unable to complete in 2023. The two areas circled in black are possible contractor projects that would be coordinated through PW. The other project on the map to be completed by PW spring/early summer of 2024. 38 • The pond located at Cummings Park Dr and Lexington Ave was identified as needed the below work done, sediment removal and outfall maintenance that was not completed in 2023. • Parkshore Dr catch basins to be mudded. See the map below. 39 • The map below outlines the catch basins that need mudding, locate and expose a manhole, and coordinate pond sediment testing with the ARMY for possible future dredging. The outfall vegetation removal was completed by ICWC in 2023. Surface water field inspection maps aid PW in completing the maintenance work in an organized fashion. The maps below include the inspection results gathered in 2023, and are the proposed work plan for surface water maintenance to be completed in 2024. • PW will review the missing SAFL baffle within the CB on Glenview Ave that discharges to Valentine Park. 40 41 Page 1 of 4 AGENDA ITEM – 3B MEMORANDUM DATE: August 19, 2024 TO: Honorable Mayor and City Councilmembers Jessica Jagoe, Interim City Administrator FROM: Joua Yang, Finance Director SUBJECT: Preliminary 2025-2029 Capital Improvement Plan (CIP) Preliminary 2025 General Fund Budget Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Council Should Consider Provide feedback on the Preliminary 2025-2029 CIP Plan. Provide feedback on the Preliminary General Fund budget for the 2025 fiscal year. Background – CIP Plan Annually, the City prepares a five (5) year Capital Improvement Plan for budgeting and forecasting. The focus of the CIP is on the maintenance and protection of the City’s existing assets, redevelopment, and investment in new initiatives. The CIP is part of the budget process, but it is not a budget, it is a plan, and one that changes often. The CIP does not commit the Council to the proposed projects, nor implement the assumptions made during the preparation; however, this is the basis for the 2025 Budget as we continue with its preparation. At the July 22, 2024 Special Work Session, Council discussed the preliminary CIP at length (Attachment A) and today will be a continuation of that discussion. Since that initial discussion, staff has made updates to various components of the CIP Plan, per Attachments B, that will be discussed further. Background – General Fund Budget 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 2025 fiscal year. Each department provided their respective forecasts for this budget. The proposed 2025 budget is $6,701,270, an increase of $580,349 or 9.5%. For the purpose of this discussion, there is a 13.9% or $740,349 tax levy increase reflected in the budget, all for the General Fund. As presented, the General Fund Budget is underfunded by $249,062 ($182,070 + $66,992), which is more than the budget shortfall projected in the 2024 budget of $182,070. This practice is not sustainable in the long term. A tax levy increase of 17.4% or $922,419 would be needed to Page 2 of 4 balance the budget in 2025. The table below shows the amount the General Fund Budget is underfunded at different tax levy increase amounts. Tax Levy Increase Underfunded Amount 5% $656,872 10% $391,324 13.9% $182,070 17.4% $0 The preliminary 2025 property value data has not yet been provided by Ramsey County so no projections can be made on our local tax rate at this time. Wages and Benefits The 2025 preliminary budget is currently being prepared which assumes a 3.0% wage adjustment for all staff and a 4% market adjustment (for non-union employees) in anticipation of the compensation study that will be completed yet this year. Below is a table showing the recent history of approved COLA’s. Year Non Union IUOE Union 2024 2023 3.00% 3.00% 3.00% 3.00% 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 10.0% increase assumed for health, a 4.0% increase for dental, and a 0.0% increase for life insurance premiums. The number of positions included in the budget remains unchanged from 2024. Public Safety 2025 budget information was received from Ramsey County and the Lake Johanna Fire Department for public safety. POLICE The police contract is expected to increase by 8.8% or $140,058 for 2025. Information provided by Ramsey County on this increase is as follows: The major cost drivers include: • Labor contracts and increased costs related to employee health insurance. • Increased costs related to county fees for insurance and administrative overhead/indirect costs. DISPATCH Dispatch costs will be increasing by 4.5% or $3,180 for 2025. Page 3 of 4 FIRE The fire operating costs are expected to rise by 8.7% or $72,391 for 2025. This is mainly due to the addition of 6 full time captains; step, COLA, and market adjustments; and an increase in repairs and maintenance, all of which Arden Hills’ cost share portion is 24.2%. The $740,349 tax levy increase being proposed for the General Fund is $524,720 more than the increase needed to cover police and fire services, which makes up 29.1% of the proposed levy increase or $215,629. General Overview There are no significant projects included in the 2025 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 2024 budget. A summary of the major changes in the 2025 budget is as follows: The table below shows the original adopted budget for the General Fund compared to the final audited numbers from 2014 - 2023. As you can see, the City has performed better than the budget for all the years shown. Reasons for this difference include conservative budgeting, which includes not budgeting 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. Description Effect on Levy Transfer to Cable Fund 50,000 4% Market Adjustment 51,801 Step Increases and Position Changes 53,866 3% COLA Adjustments 49,734 Insurance/Work Comp Benefits 25,459 180,860 Increase in RamCo Sheriff 140,058 Increase in LJFD 72,391 Election Services 21,450 RamCo Facility Maintenance Facility - Rent 6,032 One-Time Comp Study Charge (17,500) Street Maintenance Program 105,000 Permit Software Conversion 60,000 Net changes in other GF Budget Areas (37,942) 580,349 Personnel Costs Total Costs 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 2025 proposed levy and public meeting date need to be set prior to the end of September 2024. Direction is needed from the City Council on the following items: • Current wage and benefit assumptions include a 3% COLA for both union and non-union staff, a 4% market adjustment for non-union staff, 10% health insurance and 4% dental insurance increases. Should any of these assumptions be changed? • This preliminary budget does not include any significant building projects for 2025. Should a building project be added? • This preliminary budget contains a 13.9% levy increase. Is another work session needed to further discuss the preliminary levy increase? Attachments A. Preliminary 2025-2029 CIP Budget Memo & PowerPoint Presentation B. 2025-2029 CIP Changes (since 7/22/2024 Meeting) C. Preliminary 2025 General Fund Budget PowerPoint Presentation D. Preliminary 2025 General Fund Budget Original Operating Transfers Year Budget Activity Out 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) 2022 (140,000) 298,955 (102,540) 2023 (160,760) 9,461 (171,140) Page 1 of 4 AGENDA ITEM – 3B MEMORANDUM DATE: July 22, 2024 TO: Honorable Mayor and City Councilmembers Dave Perrault, City Administrator FROM: Joua Yang, Finance Director SUBJECT: 2025 – 2029 Capital Improvement Plan (CIP) Budgeted Amount: Actual Amount: Funding Source: N/A N/A Various Council Should Consider Provide feedback to staff on Preliminary 2025 – 2029 CIP Plan. Background Annually, the City prepares a five (5) year Capital Improvement Plan for budgeting and forecasting. The focus of the CIP is on the maintenance and protection of the City’s existing assets, redevelopment, and investment in new initiatives. The CIP is part of the budget process, but it is not a budget, it is a plan, and one that changes often. The CIP does not commit the council to the proposed projects, nor implement the assumptions made during the preparation; however, this is the basis for the 2025 Budget as we continue with its preparation. The city has a finite amount of resources, so prioritizing and then being able to finance projects is crucial for ensuring the city’s long-term sustainability and being responsible stewards of the city’s investments. Staff has been working on completing a comprehensive study of the City’s current and future needs for infrastructure projects to better estimate project costs and ensure more accurate forecasting of available fund balances. Discussion A preliminary plan has been prepared and is attached which includes a summary of projects, detailed project sheets, sources of funds, and estimated fund balances (since the operating budgets have not yet been completed, these fund balances are estimated operating costs). Information is included on street and park projects going out ten (10) years even though our CIP is only for five years. Please note that project timelines are subject to change and that the current timeline is City Staff’s best estimate. The 2024-2028 CIP was a $28.0 Million plan, while the proposed 2025-2029 CIP is listed for $29.8 Million in expenditures. This is a 6.4% increase from the previous year’s program or $1,792,519. Attachment A Page 2 of 4 The largest increases are in Parks, Public Safety, and Sewer, with the largest decrease in Street due to the timing of biennial PMP street projects. PIR Fund • The city has about $60 million of streets and trails (based on 29.42 miles of city streets). Estimating the useful life of these assets at 40 years would require an investment of about $1.5 million annually. The current funding sources which consists of the tax levy, Municipal State Aid and special assessments account for about $1.0M on average per year for 2025- 2029. This gap in the CIP fluctuates from year-to-year, but will need to be addressed over time. • A property tax levy of $250,000 is being proposed for 2025, which is unchanged from 2024. Based on potential projects, this amount should be increased in future years to ensure there is appropriate funding to meet future project expenditures. • The city has been able to self-finance the special assessment portion thus far. However, with the cost of these projects increasing, the City may need to eventually look into bonding for the special assessment portion of street projects. Current projections include prepayments of special assessments, which is based on a 5-year historical collection rate. • There is not sufficient MSA funds to cover the projects included in the CIP for the next 10 years. Based on current projections, our MSA fund will be short by $3.36 million at the end of 2033 and won’t be positive again until 2044. • There is a definite need to stay on top of street improvement projects to ensure streets reach their useful lives and don’t require costly premature full reconstructions. Several areas of the city are reaching those crucial ages where significant outlay is needed to ensure the long-term vitality of the streets. • Projects were programmed to get the City on a schedule of completing a major street reconstruction project every other year. • The 3 types of street improvement projects being considered based on condition are: o Resurfacing is the milling of the top 1.5 to 2 inch surface layer of street pavement and overlaying the street with a new bituminous surface layer. o Full Depth Reclamation involves spot repair of existing curb, milling or reclaiming the full depth of existing bituminous pavement, blending milled material with underlying aggregate material and installing a new bituminous pavement section. o Reconstruction involves removal and replacement of larger quantities of existing curb, installing underlying subgrade correction materials, new aggregate base and a new bituminous pavement section. • Future PMP projects included in the CIP (2030 and beyond) assume Full Depth Reclamation will be required. Costs will decrease if Resurfacing is required and increase if Reconstruction is required. Public Safety Capital Equipment Fund • The fund is currently being used to account for capital expenditures made by the Lake Johanna Fire Department. • The assumption being used for this CIP is that debt service on the new fire station will begin in 2025 at $375,000 per year. • Engine/ladder truck replacements are scheduled for 2027. • The current $170,000 tax levy does not support the needs of this fund. The City will need to determine if the City will 1) move forward with implementing a franchise fee and/or 2) increase the tax levy to support the new fire station and anticipated future expenditures. A Page 3 of 4 franchise fee proposal of $375,000 per year and a property tax levy of $220,000 per year, an increase of $50,000 over 2024, is being provided to show appropriate funding levels in order to meet future project expenditures. • The one-time Public Safety Aid of $433,084 was received in 2023 and is accounted for in the fund balance. Equipment & Building Replacement Fund • The current plan includes replacing the City Hall roof in 2025, replacing the City Hall air handlers in 2028, and updating the City Hall building in 2029-2030. • The current $100,000 tax levy does not support the needs of this fund. A property tax levy of $210,000 is being proposed for 2025, which is an increase of $110,000 per year from 2024. This change will ensure there is appropriate funding to meet future expenditures. Utility Funds • Public Works staff continues to evaluate the condition of City utilities throughout the community. The majority of street projects currently include a minimum amount for isolated utility repairs but these amounts could increase as locations are identified where broader water, sanitary sewer and drainage replacement is needed. • For the Sewer Fund, no I&I grant funds have been included in the plan as the amounts are unpredictable. • Rate increase assumptions are as follows:  Water – 2025-2033 (2%)  Sewer – 2025-2033 (3%)  Storm – 2025-2033 (3%) Council Direction Staff is seeking direction from the City Council regarding the following items: 2025 Projects As we review the 2025 projects, does the Council have any questions, comments or concerns about including them during budget preparation? 2025 Property Tax Levy The levies for the Equipment/Building Replacement ($100,000) and Public Safety Capital ($170,000) funds are currently proposed to increase in this plan. What increases, if any, should staff assume? 2025 Rate Increases - Enterprise Funds A rate study was completed in 2018. Annually, staff performs a review to ensure rates are at an appropriate level in order to meet future anticipated expenditures. Rate increase assumptions are proposed in 2025 and in future years in order to maintain a positive fund balance across the three funds. What changes, if any, should staff assume? Local Government Aid (LGA) The omnibus tax bill includes an $80 million annual increase in local government aid. Arden Hills received $121,471 of LGA in 2024 and is expected to receive $122,592 in 2025. Staff recommends that these funds are not used for general operations (the state has unallotted LGA in the past) but instead direct them toward capital projects. They are included in the PIR Fund in Page 4 of 4 this plan. Does the Council have any change to where these funds are directed? CIP Funding Update – Franchise Fees or Levy Increase Included in this budget are franchise fee assumptions of $375,000 annually, estimated to start in 2025 to offset debt service for the new fire station. Does the Council want staff to move forward with next steps towards implementing a franchise fee? And if so, what specific details should staff consider (i.e. revenue target, rate class fee structure)? Additional Funding Mechanisms There are additional funding mechanisms available to cities to take some of the burden off of the property tax levy. Options such as Local Sales Taxes can bring in monies from exempt properties and non-property owners. During the 2023 legislative session, a moratorium was placed on local sales tax authorizations through the 2025 legislative session. Does the Council want staff to begin exploring additional funding mechanisms such as Local Sales Tax? Budget Impact The Council should review the estimated fund balances and funding sources with special attention given to the Equipment/Building Replacement and Public Safety Capital Funds. When considering what tax levy increases are needed to support the capital funds, it should be noted that preliminary results of department submissions and other assumptions have the General Fund expenditures increasing by $502,771, which would equate to a 9.5% levy increase. This is without taking into account any changes to the revenue budget from 2024. Attachment C gives a preliminary snapshot of the increases being considered for the General Fund. Attachments Attachment A: PowerPoint Overview of Capital Improvement Plan Attachment B: Capital Improvement Plan Attachment C: Preliminary expenditure increases for 2025 General Fund Budget Attachment D: Equipment Replacement Guidelines Preliminary 2025-2029 Capital Improvement Plan Budget July 22, 2024 1 Summary of Capital Improvement Plan Expenditures The above table shows the City of Arden Hills’ estimated costs for capital projects and equipment for the next five years broken down by department. Department 2025 2026 2027 2028 2029 Total Economic Development 270,000 0 40,000 0 0 310,000 Government Buildings 220,000 50,000 50,000 270,000 250,000 840,000 Parks Department 1,370,000 4,730,000 1,170,000 1,750,000 285,000 9,305,000 Public Safety Department 475,412 614,451 806,903 576,367 530,651 3,003,784 Sewer Department 1,325,000 185,000 840,000 0 860,000 3,210,000 Street Department 0 2,485,000 0 4,395,000 0 6,880,000 Surface Water Department 0 0 0 0 0 0 Water Department 1,796,500 1,132,000 295,000 20,000 0 3,243,500 Equipment 737,170 544,000 869,320 580,405 256,470 2,987,365 Total 6,194,082 9,740,451 4,071,223 7,591,772 2,182,121 29,779,649 CIP Expenditures by Year Changes from Prior Year CIP Expenditures The above table shows the differences between the 2024-2028 CIP and the 2025-2029 CIP by department. The largest changes stem from updates to cost assumptions for Park projects, LJFD new fire station revenue & debt payment assumptions, and updates to the timing of PMP project expenditures. 3 Department 2023-2027 CIP 2024-2028 CIP 2025-2029 CIP Difference Economic Development 310,000 310,000 310,000 0 Government Buildings 400,000 630,000 840,000 210,000 Parks Department 3,651,700 7,535,000 9,305,000 1,770,000 Public Safety Department 1,616,580 2,309,710 3,003,784 694,074 Sewer Department 1,940,000 2,657,500 3,210,000 552,500 Street Department 4,622,000 8,721,100 6,880,000 (1,841,100) Surface Water Department 1,030,000 0 0 0 Technology 0 0 0 0 Water Department 2,340,000 2,757,500 3,243,500 486,000 Equipment 1,486,000 3,066,320 2,987,365 (78,955) Total 17,396,280 27,987,130 29,779,649 1,792,519 Changes by Department Projects in 2025 4 Department Project Fund Source Amount Gateway Signs EDA 270,000$ Economic Development 270,000 Hard Court Rehabilitation Capital Improvement/Grants 540,000 Park Shelter Replacements Capital Improvement 170,000 Playground Structure Replacement Capital Improvement 300,000 Cummings Park Roof Maintenance Capital Improvement 45,000 Hazelnut Park Parking Lot Improvements Capital Improvement 315,000 Parks Department 1,370,000$ LJFD Rescue/Command/Utility Vehicle Replacement Public Safety 26,840 LJFD General Equipment Public Safety 56,956 LJFD Station Capital Public Safety 16,616 LJFD New Station Public Safety 375,000 Public Safety 475,412$ Lift Station Rehabilitation Sewer 910,000 Sewer Lining/Rehabilitation Sewer 415,000 Sanitary Sewer Department 1,325,000$ Water Meter Replacement Water 525,000 Water Tower Maintenance Water 250,000 Trunk Water Main Improvements - Roseville Water 900,000 Water System Model Update Water 41,500 Booster Station Improvements Water 80,000 Water Department 1,796,500$ Total Project Expenditures 5,236,912$ Projects shifted from 2024 to 2025: •Arden Manor & Hazelnut Courts •Water Meter Replacement •Water Tower Maintenance Equipment in 2025 5 Department Project Fund Source Amount Trade-In Net Amount Trade in Program Toro Z Mowers #473 & #474 Equipment/Building Replacement 45,000 15,000 30,000 Replace 2012 Int'l Plow Wing Truck #115 Equipment/Building Replacement 180,170 30,000 150,170 Replace 1993 Case 621 Loader #103 Equipment/Building Replacement 300,000 25,000 275,000 Replace 2020 Bobcat Toolcat #461 Equipment/Building Replacement 80,000 25,000 55,000 Replace 2013 Ford F-450 Plow/Dump Truck #318 Equipment/Building Replacement 132,000 25,000 107,000 Equipment 737,170 120,000 617,170 City Hall Maintenance Equipment/Building Replacement 50,000 - 50,000 City Hall Roof Equipment/Building Replacement 170,000 - 170,000 Government Buildings 220,000 - 220,000 Total Equipment Expenditures 957,170 120,000 837,170 Expenditures shifted from 2024 to 2025: •Trade in Program Toro Z Mowers #473 & #474 No other major changes from the 2024-2028 CIP. Slight updates to cost assumptions to better reflect replacement costs in 2025. BASELINE Estimated Ending Fund Balance by Year CIP Fund •Includes Old Highway 10 (est. 2026) and Lake Johanna trails (est. 2028) –Old Highway 10 Trail: Total Project Cost $4.1M; $1.3M City Share –Lake Johanna Trail: Total Project cost $9.5M; $2.0M City Share Public Safety Fund •Includes new fire station starting in 2025 •No additional revenues source to offset new fire station bonding –Need further direction from Council Enterprise Funds •Water revenue increase set to 2% •Sewer & Surface water revenue increase set to 3% 6 Fund 2025 2026 2027 2028 2029 Capital Improvement Fund 2,490,889 251,981 152,934 (2,723,983)(2,060,363) Economic Development Fund 479,770 493,948 465,552 474,503 480,724 Equipment Building Replacement Fund 165,362 165,862 (124,108)(398,838)(480,308) Public Safety Capital Fund (9,116)(453,567)(1,090,470)(1,496,837)(1,857,488) Sanitary Sewer Fund 89,836 278,147 122,569 331,492 454,930 Surface Water Fund 518,426 434,773 865,831 212,040 553,855 Water Fund 2,024,836 1,190,292 1,152,424 1,301,174 1,685,266 BASELINE Net Fund Surplus (Deficit) by Year PROPOSED Estimated Ending Fund Balance by Year 7 Equipment Building Replacement Fund •Levy proposal of $210,000 (+$110,000) annually •Delay gateway sign project & transfer levy from EDA ($100,000) for 3 years to supplement Equipment Fund? Public Safety Fund •Assumes franchise fee revenue source to offset new fire station bonding ($375,000 annually) •Levy proposal of $220,000 (+$50,000) annually A $160,000 levy increase would mean a 3% increase to a $5M levy budget Fund 2025 2026 2027 2028 2029 Capital Improvement Fund 2,490,889 251,981 152,934 (2,723,983)(2,060,363) Economic Development Fund 479,770 493,948 465,552 474,503 480,724 Equipment Building Replacement Fund 275,362 385,862 205,892 41,162 69,692 Public Safety Capital Fund 415,884 396,433 184,530 203,163 267,512 Sanitary Sewer Fund 89,836 278,147 122,569 331,492 454,930 Surface Water Fund 518,426 434,773 865,831 212,040 553,855 Water Fund 2,024,836 1,190,292 1,152,424 1,301,174 1,685,266 PROPOSED Net Fund Surplus (Deficit) by Year MSA Summary 8 MSA funds can only be used on Municipal State Aid Streets. With an estimated $315,000 annual allocation, City projects should be wholly funded by the beginning of 2044. Year MSA Allocation Projects Balance Projects 2024 315,000 1,027,105 1,974,155 Roundabout & MVHS Trail 2025 315,000 700,000 2,359,155 Old Highway 10 Trail, Lake Valentine to Hwy 96 2026 315,000 100,000 2,144,155 2026 PMP 2027 315,000 - 1,829,155 2028 315,000 1,790,000 3,304,155 2028 PMP + Lake Johanna Blvd Trail ($1.49M) 2029 315,000 - 2,989,155 2030 315,000 500,000 3,174,155 2030 PMP 2031 315,000 - 2,859,155 2032 315,000 500,000 3,044,155 2032 PMP 2033 315,000 3,359,155 CIP Funding Update •May 13 City Council Work Session –April 20th Open House survey results shared with Council –Staff shared analysis regarding impact to property owners •Anticipated Capital Funding Gap estimated to be $525K annually based on preliminary 2025-2029 CIP Budget •Additional Council Direction Needed –Does Council want to move forward with a levy increase? –Does Council want to move forward with implementing a Franchise Fee? 9 CIP Funding Update –Cont’d –Does Council want to move forward with implementing a Franchise Fee? •A separate public hearing is not required •Where should these funds be directed to? –Should this go towards the Public Safety Capital Fund –or- –Should this go towards the new fire station only –or- –Something else? •Timeline –Levy Increase: Set Preliminary 2025 levy at end of Sep 2024 –Franchise Fees: Adopt ordinance with Xcel Energy by Oct 1, 2024 for 2025 Implementation 10 Council Considerations •Questions, comments or concerns about the projects for 2025? •Levy increases are needed for Equipment purchases and the Public Safety LJFD new station. What increases, if any, should staff assume? •Enterprise Funds –Rate increases are reviewed annually, what changes, if any, should staff assume? •Fund Balances •Is there a minimum fund balance Council would like staff to target when reviewing annually? •Explore additional funding mechanisms? 11 Rate Increase.Change from 3% to 9% -$787,158 over 5 years ($148,265 in 2025), to cover the MetCouncil Wastewater increase of $100,000 in 2025 ($900K to $1,000,000) and project changes. The following years assume a 3% increase to both revenue and expenditures -Should this be adjusted to reflect future anticipated increases (estimated at 4-6%)? • ARPA. $136,436 remaining funding to be used in 2024• Operating Expenses. Increase of ($560,111) over 5 years; ($100,000) in 2025, for MetCouncil Wastewater Charge • 2025: From $415,000 to $475,000 (increase of $60,000)○ 2027: From $580,000 to $695,000 (increase of $115,000)○ Project Changes. Sewer Lining/Rehabilitation ($175,000) - expenditure changes due to updated pricing assumptions • Sanitary Sewer Fund -+188,483 Change in Fund Balance Moved from 2025 to 2026 and From $41,500 to $42,750 (increase of $1,250)○ Project Changes. Water System Model Update - expenditure change• Water Fund -($1,250) Change in Fund Balance Operating Expenses.$17,026 increase/year based on historical trend• Surface Water Fund -($85,130) Change in Fund Balance Grants. Hardcourt Rehabilitation ($10,000)• Parks Master Plan. ($75,000)• Hazelnut Park - $12,000 over 3 years or $4,000/year (2025-2027)○ Chatham NRMB - $26,125 over 5 years or $5,225/year (2025-2029)○ Hazelnut Park/Chatham NRMB, Floral Park. ($38,125)over 5 years• Parks-PIR Fund -($123,125) Change in Fund Balance Trade in Program Toro Z Mowers #473 & #474 - increase of ($3,000) in 2025 and decrease of $46,350 in 2028 ○ Emergency Generator Replacement Schedule - delayed expenditures by one year (from 2025-2028 to 2026-2029) ○ Replace 2013 Ford F-450 Plow/Dump Truck #318 - increase of ($3,000) in 2025○ Replace 2018 Toro Large Area Mower #457 - increase of ($5,000)○ Project Changes. • Equipment Fund -+$35,350 Levy set back to $200,000 in 2028 a ($40,000) total reduction (2028-2029)○ Levy Increase. $120,000 or $40,000 increase/year from 2024-2027, to help offset future captain salaries, to be transferred to Operating Budget in future years • Charitable Gambling Increase. $150,000 over 6 years (2024-2029)• 2027: Transfer $160,000 (2024-2027) to General Fund to cover 4 years of captain salaries○ 2028 - 2029: Transfer $100,000 to General Fund to cover 2 years of captain salaries○ Allocation Change from 24.4% to 24.2% equates to -$9,252 reduction over 5 years○ Expenditure Increase. $250,748• Public Safety Fund -+$19,252 Change in Fund Balance Charges for Services: 50% increase - PLACEHOLDER - New RFP in 2024 - $233,730 from $155,820 in 2024 • Recycling Costs: 50% increase - PLACEHOLDER - New RFP in 2024 - $162,225 from $108,150 in 2024• Does Council want to make any changes to these assumptions?• Recycling Fund 2025-2029 CIP Changes (since 7/22/2024 Meeting) Budget Page 1 Attachment B EDA levy transfer (2025-2028)- $100K/year or $300K total to Equipment/Building Replacement Fund, no impact to Levy ○ CIP• 2 Maintenance Leads (promotions), 1 Parks & Rec Manager, Consultants ($11K increase)□ Phase 1: $138K (Salary + Benefits) 1 Maintenance Lead (promotion), 1 Maintenance Worker (new)□ Phase 2: $113K (Salary + Benefits) Public Works Staffing - Operating Budget Changes -($252,000) overall impact to Levy○ Operational• Pending Items Budget Page 2 Preliminary 2025-2029 Capital Improvement Plan Budget August 19, 2024 1 Summary of Capital Improvement Plan Expenditures The above table shows the City of Arden Hills’ estimated costs for capital projects and equipment for the next five years broken down by department. Department 2025 2026 2027 2028 2029 Total Economic Development 270,000 0 40,000 0 0 310,000 Government Buildings 220,000 50,000 50,000 270,000 250,000 840,000 Parks Department 1,454,225 4,739,225 1,179,225 1,755,225 290,225 9,418,125 Public Safety Department 474,590 612,488 963,363 621,716 582,375 3,254,532 Sewer Department 1,385,000 185,000 955,000 0 860,000 3,385,000 Street Department 0 2,485,000 0 4,395,000 0 6,880,000 Surface Water Department 0 0 0 0 0 0 Water Department 1,755,000 1,174,750 295,000 20,000 0 3,244,750 Equipment 743,170 399,000 864,820 529,420 415,605 2,952,015 Total 6,301,985 9,645,463 4,347,408 7,591,361 2,398,205 30,284,422 CIP Expenditures by Year Changes from Prior Year CIP Expenditures The above table shows the differences between the 2024-2028 CIP and the 2025-2029 CIP by department. The largest changes stem from updates to cost assumptions for Park projects, LJFD new fire station revenue & debt payment assumptions, and updates to the timing of PMP project expenditures. 3 Department 2023-2027 CIP 2024-2028 CIP 2025-2029 CIP Difference Economic Development 310,000 310,000 310,000 0 Government Buildings 400,000 630,000 840,000 210,000 Parks Department 3,651,700 7,535,000 9,418,125 1,883,125 Public Safety Department 1,616,580 2,309,710 3,254,532 944,822 Sewer Department 1,940,000 2,657,500 3,385,000 727,500 Street Department 4,622,000 8,721,100 6,880,000 (1,841,100) Surface Water Department 1,030,000 0 0 0 Technology 0 0 0 0 Water Department 2,340,000 2,757,500 3,244,750 487,250 Equipment 1,486,000 3,066,320 2,952,015 (114,305) Total 17,396,280 27,987,130 30,284,422 2,297,292 Changes by Department Projects in 2025 4 Projects shifted from 2024 to 2025: •Arden Manor & Hazelnut Courts •Water Meter Replacement •Water Tower Maintenance Projects highlighted in yellow updated since the 7/22/2024 Special Work Session Department Project Fund Source Amount Gateway Signs EDA 270,000$ Economic Development 270,000 Hard Court Rehabilitation Capital Improvement/Grants 540,000 Park Shelter Replacements Capital Improvement 170,000 Playground Structure Replacement Capital Improvement 300,000 Cummings Park Roof Maintenance Capital Improvement 45,000 Hazelnut Park Parking Lot Improvements Capital Improvement 315,000 Parks Master Plan Capital Improvement 75,000 Hazelnut Park & Chatham NRMB Capital Improvement 4,000 Floral Park NRMB Capital Improvement 5,225 Parks Department 1,454,225$ LJFD Rescue/Command/Utility Vehicle Replacement Public Safety 26,620 LJFD General Equipment Public Safety 56,489 LJFD Station Capital Public Safety 16,480 LJFD New Station Public Safety 375,000 Public Safety 474,590$ Lift Station Rehabilitation Sewer 910,000 Sewer Lining/Rehabilitation Sewer 475,000 Sanitary Sewer Department 1,385,000$ Water Meter Replacement Water 525,000 Water Tower Maintenance Water 250,000 Trunk Water Main Improvements - Roseville Water 900,000 Booster Station Improvements Water 80,000 Water Department 1,755,000$ Total Project Expenditures 5,338,815$ Equipment in 2025 5 Expenditures shifted from 2024 to 2025: •Trade in Program Toro Z Mowers #473 & #474 No other major changes from the 2024-2028 CIP. Slight updates to cost assumptions to better reflect replacement costs in 2025. Department Project Fund Source Amount Trade-In Net Amount Trade in Program Toro Z Mowers #473 & #474 Equipment/Building Replacement 48,000 15,000 33,000 Replace 2012 Int'l Plow Wing Truck #115 Equipment/Building Replacement 180,170 30,000 150,170 Replace 1993 Case 621 Loader #103 Equipment/Building Replacement 300,000 25,000 275,000 Replace 2020 Bobcat Toolcat #461 Equipment/Building Replacement 80,000 25,000 55,000 Replace 2013 Ford F-450 Plow/Dump Truck #318 Equipment/Building Replacement 135,000 25,000 110,000 Equipment 743,170 120,000 623,170 City Hall Maintenance Equipment/Building Replacement 50,000 - 50,000 City Hall Roof Equipment/Building Replacement 170,000 - 170,000 Government Buildings 220,000 - 220,000 Total Equipment Expenditures 963,170 120,000 843,170 Equipment in 2025 BASELINE Estimated Ending Fund Balance by Year CIP Fund •Includes Old Highway 10 (est. 2026) and Lake Johanna trails (est. 2028) –Old Highway 10 Trail: Total Project Cost $4.1M; $1.3M City Share –Lake Johanna Trail: Total Project cost $9.5M; $2.0M City Share Public Safety Fund •Includes new fire station starting in 2025 •No additional revenues source to offset new fire station bonding –Need further direction from Council Enterprise Funds •Water revenue increase set to 2% •Sewer revenue increased from 3% to 9% in 2025, 3% in subsequent years •Surface water revenue increase set to 3% 6 Fund 2025 2026 2027 2028 2029 Capital Improvement Fund 2,396,663 148,529 40,256 (2,841,887)(2,183,493) Economic Development Fund 479,770 493,948 465,552 474,503 480,724 Equipment Building Replacement Fund 159,362 159,862 (129,958)(278,878)(442,416) Public Safety Capital Fund 81,706 (335,782)(944,144)(1,323,861)(1,658,236) Sanitary Sewer Fund 209,487 587,312 217,581 548,402 643,413 Surface Water Fund 502,392 402,223 816,269 144,957 468,725 Water Fund 2,066,336 1,189,042 1,300,524 1,299,774 1,683,866 BASELINE Net Fund Surplus (Deficit) by Year PROPOSED Estimated Ending Fund Balance by Year 7 Equipment Building Replacement Fund •Levy proposal of $210,000 (+$110,000) annually •Delay gateway sign project & transfer levy from EDA ($100,000) for 3 years to supplement Equipment Fund? Public Safety Fund •Assumes franchise fee revenue source to offset new fire station bonding ($375,000 annually) •Levy proposal of $260,000 (+$90,000) annually; $40,000 to offset captain salaries A $160,000 levy increase would mean a 3% increase to a $5M levy budget Fund 2025 2026 2027 2028 2029 Capital Improvement Fund 2,396,663 148,529 40,256 (2,841,887)(2,183,493) Economic Development Fund 479,770 493,948 465,552 474,503 480,724 Equipment Building Replacement Fund 269,362 379,862 200,042 161,122 107,584 Public Safety Capital Fund 546,706 594,218 290,856 269,139 286,764 Sanitary Sewer Fund 209,487 587,312 217,581 548,402 643,413 Surface Water Fund 502,392 402,223 816,269 144,957 468,725 Water Fund 2,066,336 1,189,042 1,300,524 1,299,774 1,683,866 PROPOSED Net Fund Surplus (Deficit) by Year MSA Summary 8 MSA funds can only be used on Municipal State Aid Streets. With an estimated $315,000 annual allocation, City projects should be wholly funded by the beginning of 2044. Year MSA Allocation Projects Balance Projects 2024 315,000 1,027,105 1,974,155 Roundabout & MVHS Trail 2025 315,000 700,000 2,359,155 Old Highway 10 Trail, Lake Valentine to Hwy 96 2026 315,000 100,000 2,144,155 2026 PMP 2027 315,000 - 1,829,155 2028 315,000 1,790,000 3,304,155 2028 PMP + Lake Johanna Blvd Trail ($1.49M) 2029 315,000 - 2,989,155 2030 315,000 500,000 3,174,155 2030 PMP 2031 315,000 - 2,859,155 2032 315,000 500,000 3,044,155 2032 PMP 2033 315,000 3,359,155 CIP Funding Update •May 13 City Council Work Session –April 20th Open House survey results shared with Council –Staff shared analysis regarding impact to property owners •Anticipated Capital Funding Gap estimated to be $575K annually based on preliminary 2025-2029 CIP Budget •Additional Council Direction Needed –Does Council want to move forward with implementing a Franchise Fee? –If so, what should Staff anticipate for an implementation date? 9 CIP Funding Update –Cont’d –Does Council want to move forward with implementing a Franchise Fee? •A separate public hearing is not required •Where should these funds be directed to? –Should this go towards the Public Safety Capital Fund –or- –Should this go towards the new fire station only –or- –Something else? •Timeline –Levy Increase: Set Preliminary 2025 levy at end of Sep 2024 –Franchise Fees: Adopt ordinance with Xcel Energy by Oct 1, 2024 for 2025 Implementation 10 Council Considerations •Questions, comments or concerns about the projects for 2025? •Levy increases are needed for Equipment purchases and the Public Safety LJFD new station. What increases, if any, should staff assume? •Enterprise Funds –Rate increases are reviewed annually, what changes, if any, should staff assume? •Fund Balances •Is there a minimum fund balance Council would like staff to target when reviewing annually? •Explore additional funding mechanisms? 11 Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Replace Two 2021 Toro "Z" Lawn Mowers #473 & #474 (parks). #473 - 507 hours #474 - 482 hours These were last replaced in January 2022. Cost of 2 machines: $40,930 Trade in values: -$15,000 Net cost of 2 machines: $25,930 Parts and labor costs: #473 PM Repairs 2022 - $312.72 $115 $197.72 2023 - $1,230.12 $67 $1,163.12 2024 - $1,114 $197 $917 #474 PM Repairs 2022 - $182 $115 $67 2023 - $649.68 $67 $582.68 2024 - $1,651 $197 $1,454 Project #25-Eqo-001 Priority 3 Important Justification The trade in value of the Toro "Z" mowers is maximized if they are traded in with warranty still remaining. Due to the amount of time these pieces of equipment are used during the summer months, they are traded in on a five-year cycle. Major repair costs are under factory warranty. Note: The new models will have a 5-year / 1,500 hour warranty. Budget Impact/Other Useful Life 5 Project Name Trade in Program Toro Z Mowers #473 & #474 Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$144,914 Total2025 2026 2027 2028 2029Expenditures 48,00048,000Equip/Vehicles/Furnishings 48,000 48,000Total Total2025 2026 2027 2028 2029Funding Sources 33,00033,000Equipment/Building Replacement Fund 15,00015,000Trade-In Value 48,000 48,000Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Vehicle #103 - 1993 Case 621 Loader & Plow Total Hours 3,630 Hour gauge: 2018 - 3,073 2019 - 3,344 2020 - Not available 2021 - 3,438 2022 - 3,501 2023 - Not available 2024 - 3,630 New Loader estimate - $225,000 Frontwing/Plow - $75,000 Project #25-Eqp-001 Priority n/a Justification Vehicle will be 32 years old. This piece of equipment is used year round for loading trucks, stock pile management, and is a backup to our snow plow fleet. Also, during emergencies, it is used for clearing trees to open roadways and access utilities. Due to its age, this loader is showing deterioration and some significant corrosion. Replacement parts are hard to find and equipment is at end of life for wiring, hoses, and hyd seals. Staff recommends replacement in 2025. Parts and labor costs: PM Repairs 2019 - $1,652 2020 - $2,361 2021 - $5,150; $1,070 $4,080 2022 - $2,220; $2,220 $0 2023 - $0 2024 - $0 Annual PM to be completed soon. Duties for Loader: Snow plowing Wing back banks Bucket snow in cul-da-sacs PW shop materials handling Storm damage management Stuck equipment recovery Useful Life 20-25 Project Name Replace 1993 Case 621 Loader #103 Category Vehicles Type Equipment TCAAP No Total Project Cost:$300,000 Total2025 2026 2027 2028 2029Expenditures 300,000300,000Equip/Vehicles/Furnishings 300,000 300,000Total Total2025 2026 2027 2028 2029Funding Sources 275,000275,000Equipment/Building Replacement Fund 25,00025,000Trade-In Value 300,000 300,000Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Replace 2020 Bobcat Toolcat #461. Hours 705 Estimated auction return $25,000 Equipment may need to be replaced in 6 years. Parts & Labor Costs: PM Repairs 2023 - $1,725 $1,123 $602 2024 - $2,030 $190 $1,840 Project #25-Eqp-004 Priority 2 Very Important Justification PW currently owns 2 Toolcat's and the primary purpose is snow removal along sidewalks and park trails. During the winter months, the machines are cleaned but salt and the heavy load out on the machine equates to costly repairs and down time. The machine is also used in the summer months on a weekly basis. Equipment repair costs from 2020-2024 total - $6,934 Toolcat Duties: Daily rink cleaning/snow removal Snow removal sidewalks/trails citywide Push back snow banks Trail sweeping Fertilizing Weed management/spraying Tree removal operations PW shop material handling Street maintenance/paving Budget Impact/Other Time efficiency resulting in labor savings. Useful Life 5 Project Name Replace 2020 Bobcat Toolcat #461 Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$162,400 Total2025 2026 2027 2028 2029Expenditures 80,00080,000Equip/Vehicles/Furnishings 80,000 80,000Total Total2025 2026 2027 2028 2029Funding Sources 55,00055,000Equipment/Building Replacement Fund 25,00025,000Trade-In Value 80,000 80,000Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Replace 2013 Ford F-450 Plow/ Dump Truck. This replacement would include plow, dump body and salt spreader with related controls. Mileage 35,975 Estimated auction return $25,000 Project #25-EqpV-001 Priority 3 Important Justification This truck is used year round and a primary piece of equipment. Due to normal wear and corrosion factors, it's recommended for replacement within the recommended 12 year window. PM costs 2022 -$380; 2023 - $50; 2024 - $355 Repair costs from 2019-2024 total - $7,744 Budget Impact/Other Reduced repair and maintenance costs. Useful Life 10-12 Project Name Replace 2013 Ford F-450 Plow/Dump Truck #318 Category Vehicles Type Equipment TCAAP No Total Project Cost:$135,000 Total2025 2026 2027 2028 2029Expenditures 135,000135,000Equip/Vehicles/Furnishings 135,000 135,000Total Total2025 2026 2027 2028 2029Funding Sources 110,000110,000Equipment/Building Replacement Fund 25,00025,000Trade-In Value 135,000 135,000Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Vehicle #115 - 2012 International Plow Wing Truck Project #25-EqpV-002 Priority n/a Justification This item is a continuation for costs to build out the new plow wing truck. Budget Impact/Other Reduce repair and maintenance costs and improve reliability of our primary snow removal equipment. Useful Life 10-12 Project Name Replace 2012 Int'l Plow Wing Truck #115 Category Vehicles Type Equipment TCAAP No Total Project Cost:$180,170 Total2025 2026 2027 2028 2029Expenditures 180,170180,170Equip/Vehicles/Furnishings 180,170 180,170Total Total2025 2026 2027 2028 2029Funding Sources 150,170150,170Equipment/Building Replacement Fund 30,00030,000Trade-In Value 180,170 180,170Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Replacement of the 2018 Toro large area mower. 2024 Hours 1,690 Project #26-Eqp-001 Priority 3 Important Justification The Toro large area mower will be 8 years old in 2026. This mower is a key piece of equipment for mowing operations. To avoid downtime, staff recommends replacement prior to costly repairs. Parts and labor costs (provided by AH PW crew): 2019 - $230 2020 - $739 2021 - $260 2022 - PM: $260 2023 - PM: $125 2024 - PM: $3,650; Repairs: $2,087 Budget Impact/Other Useful Life 10-12 Project Name Replace 2018 Toro Large Area Mower #457 Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$110,000 Total2025 2026 2027 2028 2029Expenditures 110,000110,000Equip/Vehicles/Furnishings 110,000 110,000Total Total2025 2026 2027 2028 2029Funding Sources 90,00090,000Equipment/Building Replacement Fund 20,00020,000Trade-In Value 110,000 110,000Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Replace 1996 Redi-Haul trailer. Estimated auction return $1,500 Project #26-Eqp-002 Priority 3 Important Justification This trailer is used mainly within the streets department to transport the asphalt roller and other miscellaneous equipment. The trailer is also used in Parks frequently when not in Street Maintenance. 2022 - PM: $366; Repairs: $0 2023 - PM: $30; Repairs: $0 2024 - PM: $342; Repairs: $0 Budget Impact/Other Useful Life 20 Project Name Replace 1996 Redi-Haul Trailer #108 Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$18,000 Total2025 2026 2027 2028 2029Expenditures 18,00018,000Equip/Vehicles/Furnishings 18,000 18,000Total Total2025 2026 2027 2028 2029Funding Sources 16,50016,500Equipment/Building Replacement Fund 1,5001,500Trade-In Value 18,000 18,000Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Vehicle #215 - 2016 Ford F-350 Regular Cab with V-Plow and Liftgate (streets). VIN # 3941 Mileage 51,708 Project #26-EqpV-001 Priority 3 Important Justification The pickup is used year round for Public Works operations but the primary use is plowing trails, sidewalks and parking lots. Due to plowing stress and corrosion factors, staff recommends replacement at 10 years. Parts and labor costs: PM Repairs 2019 - $1,104 2020 - $ 989 2021 - $1,285 2022 - $1,408 $210 $1,198 2023 - $5,392 $120 $5,272 2024 - $ 730 $126 $ 604 Budget Impact/Other Reduce maintenance and repair costs. Useful Life 10 Project Name Replace 2016 F-350 w/V-Plow and Liftgate #215 Category Vehicles Type Equipment TCAAP No Total Project Cost:$85,000 Total2025 2026 2027 2028 2029Expenditures 85,00085,000Equip/Vehicles/Furnishings 85,000 85,000Total Total2025 2026 2027 2028 2029Funding Sources 70,00070,000Equipment/Building Replacement Fund 15,00015,000Trade-In Value 85,000 85,000Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact City Administrator 2025 2029 thru Department Equipment Description Replace 2013 Ford Escape. Mileage 65,000 Project #26-EqpV-003 Priority n/a Justification The current vehicle will be 13 years old and there is corrosion on the undercarriage. A multipurpose vehicle, like an Escape, will serve other City employees when they want to use a City vehicle to attend meetings and conferences - especially when they are out of town. Parts and labor costs: 2018 - $ 429 2019 - $1,205 2020 - $ 0 2021 - $ 530 2022 - $ 48 PM; $0 Repairs 2023 - $ 85 PM; $0 Repairs 2024 - $ 680 PM; $0 Repairs Budget Impact/Other Cost of maintenance. Useful Life 10 Project Name Replace 2013 Ford Escape #504 Category Vehicles Type Equipment TCAAP No Total Project Cost:$41,500 Total2025 2026 2027 2028 2029Expenditures 41,50041,500Equip/Vehicles/Furnishings 41,500 41,500Total Total2025 2026 2027 2028 2029Funding Sources 33,50033,500Equipment/Building Replacement Fund 8,0008,000Trade-In Value 41,500 41,500Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Replace 2000 Case 590 Super L Backhoe. Hours 3,336 Estimated auction return - $15,000 Project #27-Eqp-002 Priority 3 Important Justification This piece of equipment is used in streets, water, and miscellaneous needs department wide and around the PW Facility. Due to age and corrosion, staff recomends replacment in 2027. The backhoe will be 27 years old. Repairs costs 2019-2022 $7,956. Budget Impact/Other Useful Life 20-25 Project Name Replace 2000 Backhoe #204 Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$172,010 Total2025 2026 2027 2028 2029Expenditures 172,010172,010Equip/Vehicles/Furnishings 172,010 172,010Total Total2025 2026 2027 2028 2029Funding Sources 157,010157,010Equipment/Building Replacement Fund 15,00015,000Trade-In Value 172,010 172,010Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description The water department, sewer department, and city hall standby power (EOC) utilizes a total of 4 standby generators ranging in model years (1999- 2005). This equipment is in need of a replacement schedule. Estimated auction return is $5,000 each. Project #27-Eqp-004 Priority 2 Very Important Justification Due to the emergency needs, factors like outdated technology, parts availability, dependability, and repair costs are taken into account with the replacement plan. Additionally, stationary mount natural gas fueled generators are much more efficient and do not suffer from the reliability issues seen with diesel fueled units. PW plans to replace generators on a priority basis. Budget Impact/Other Useful Life 20-25 Project Name Emergency Generator Replacement Schedule Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$463,635 Total2025 2026 2027 2028 2029Expenditures 463,635150,000 154,500 159,135Equip/Vehicles/Furnishings 150,000 154,500 159,135 463,635Total Total2025 2026 2027 2028 2029Funding Sources 77,06877,068Equipment/Building Replacement Fund 222,067145,000 77,067Sanitary Sewer Utility Fund 15,0005,000 5,000 5,000Trade-In Value 149,500149,500Water Utility Funds 150,000 154,500 159,135 463,635Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Community Devl Dir 2025 2029 thru Department Equipment Description Replace 2009 1,500 gallon tanker truck used for watering, sweeping, dust control and rink flooding. Mileage 27,400 Project #27-EqpV-001 Priority 3 Important Justification Current vehicle will be 18 years old in 2027. Corrosion due to winter operations and availability of parts. Parts and labor costs: 2018 - $2,112 2019 - $2,618 2020 - $3,303 2021 - $2,060 2022 - $5,613 - PM: $600; Repairs $5,013 2023 - $ 323 - PM: $323; Repairs $0 2024 - TBD Duties: Watering trees/gardens Filling garden barrels Assisting with sewer cleaning operations Pressure washing water source Rink flooding Assist with street sweeping Budget Impact/Other Useful Life 10 Project Name Replace 2009 Sterling Acterra Truck #431 Category Vehicles Type Equipment TCAAP No Total Project Cost:$303,635 Total2025 2026 2027 2028 2029Expenditures 303,635144,500 159,135Equip/Vehicles/Furnishings 144,500 159,135 303,635Total Total2025 2026 2027 2028 2029Funding Sources 278,635144,500 134,135Equipment/Building Replacement Fund 25,00025,000Trade-In Value 144,500 159,135 303,635Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Vehicle #455 - 2016 Ford F-350 Crew Cab with Liftgate (parks). VIN # 3955 Mileage 55,100 Project #27-EqpV-002 Priority 4 Less Important Justification The crew cab truck is used year round for efficiency with more staff seating. Seasonal staff can utilize one truck for up to 4 people. Due to rising repair costs, the recommendation is to replace at 10-11 years. Parts and labor costs: 2019 - $ 965 2020 - $ 486 2021 - $1,200 2022 - $1,408 2023 - $ 435 Budget Impact/Other Reduce maintenance and repair costs. Useful Life 10 Project Name Replace 2016 F-350 Pickup w/Liftgate #455 Category Vehicles Type Equipment TCAAP No Total Project Cost:$84,975 Total2025 2026 2027 2028 2029Expenditures 84,97584,975Equip/Vehicles/Furnishings 84,975 84,975Total Total2025 2026 2027 2028 2029Funding Sources 74,97574,975Equipment/Building Replacement Fund 10,00010,000Trade-In Value 84,975 84,975Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Replace 2015 Ford F-450 Plow/ Dump Truck. This replacement would include plow, dump body and salt spreader with related controls. Mileage 31,300 Estimated auction return $25,000 Project #27-EqpV-003 Priority 2 Very Important Justification This truck is a primarily used year round for street route snow plowing, park maintenance, surface water repairs, and miscellaneous utility projects. A 12 year replacement cycle is recommended for reliability and maximizing return on investment. Repair costs through 2019-2023 total - $9,850 Budget Impact/Other Reduced repair and maintenance costs. Useful Life 10-12 Project Name Replace 2015 Ford F-450 Plow/Dump Truck #320 Category Vehicles Type Equipment TCAAP No Total Project Cost:$144,200 Total2025 2026 2027 2028 2029Expenditures 144,200144,200Equip/Vehicles/Furnishings 144,200 144,200Total Total2025 2026 2027 2028 2029Funding Sources 119,200119,200Equipment/Building Replacement Fund 25,00025,000Trade-In Value 144,200 144,200Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Replacement of a Bobcat Snowblower attachment used for snow removal along sidewalks, trails, parking lots, and miscellaneous snow removal needs. Estimated auction return - $2,000 Project #28-Eqp-001 Priority 3 Important Justification The attachment will be at the end of its useful life in 2028. 2019- 2023 repairs costs- $328 Budget Impact/Other Useful Life 10-12 Project Name Replace Bobcat Snowblower 84" #118 Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$9,270 Total2025 2026 2027 2028 2029Expenditures 9,2709,270Equip/Vehicles/Furnishings 9,270 9,270Total Total2025 2026 2027 2028 2029Funding Sources 7,2707,270Equipment/Building Replacement Fund 2,0002,000Trade-In Value 9,270 9,270Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Replace walk behind pavement saw. Hours- 110 Estimated auction return - $2,500 Project #28-Eqp-002 Priority 3 Important Justification This saw is used to cut asphalt and concrete for street patching and concrete repairs. In 2028, this equipment will be 19 years old and past its useful life. Repair costs between 2019- 2023- $1,300 Budget Impact/Other Useful Life 15-17 Project Name Replace 2009 Husqavarna Pavement Saw #113 Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$10,300 Total2025 2026 2027 2028 2029Expenditures 10,30010,300Equip/Vehicles/Furnishings 10,300 10,300Total Total2025 2026 2027 2028 2029Funding Sources 7,8007,800Equipment/Building Replacement Fund 2,5002,500Trade-In Value 10,300 10,300Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Replace 1998 Leroi tow behind Air Compressor. Hours 553 Estimated auction return - $1,500 Project #28-Eqp-003 Priority 3 Important Justification This piece of equipment is used for street and irrigation maintenance. In 2028, this equipment will be 30 years old and past its useful life. Repair costs between 2019- 2022- $1,250 Budget Impact/Other Useful Life 30 Project Name Replace 1998 Tow Behind Air Compressor #107 Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$36,050 Total2025 2026 2027 2028 2029Expenditures 36,05036,050Equip/Vehicles/Furnishings 36,050 36,050Total Total2025 2026 2027 2028 2029Funding Sources 34,55034,550Equipment/Building Replacement Fund 1,5001,500Trade-In Value 36,050 36,050Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Replace 2016 Stepp Asphalt Patch Trailer. Estimated auction return - $25,000 Project #28-Eqp-004 Priority 3 Important Justification The patch trailer is used for street maintenance operations. This equipment will be 12 years old in 2028, near the end of its useful life and also with a relativly high auction return. Repair costs between 2019- 2022- $4,665 Budget Impact/Other Useful Life 10-12 Project Name Replace 2016 Stepp Asphalt Patch Trailer #121 Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$77,250 Total2025 2026 2027 2028 2029Expenditures 77,25077,250Equip/Vehicles/Furnishings 77,250 77,250Total Total2025 2026 2027 2028 2029Funding Sources 52,25052,250Equipment/Building Replacement Fund 25,00025,000Trade-In Value 77,250 77,250Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Vehicle #123 - 2017 Mack Single Axle Plow Wing Dump Truck (streets) Mileage 14,200 Project #28-EqpV-001 Priority 5 Future Consideration Justification Due to long lead times for specking, ordering and taking delivery, staff recommends ordering the plow truck chassis in 2027 and doing the build out in 2028. This will provide time to take delivery of a finished truck by 2029, making the current one 12 years old. Repair costs for parts and labor: 2019 - $3,206 2020 - $4,557 2021 - $9,092 2022 - $8,443 2023 - $7,394 Budget Impact/Other Reduce repair and maintenance costs and improve reliability of our primary snow removal equipment. Useful Life 10-12 Project Name Replace 2017 Mack Plow/Wing/Dump Truck #123 Category Vehicles Type Equipment TCAAP No Total Project Cost:$350,200 Total2025 2026 2027 2028 2029Expenditures 350,200154,500 195,700Equip/Vehicles/Furnishings 154,500 195,700 350,200Total Total2025 2026 2027 2028 2029Funding Sources 315,200154,500 160,700Equipment/Building Replacement Fund 35,00035,000Trade-In Value 154,500 195,700 350,200Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Replace 2019 F-150 Extended Cab 4x4 Pickup. Mileage 23,100 Estimated auction return - $15,000 Project #28-EqpV-002 Priority 3 Important Justification The truck is used for miscellaneous use across departments within Public Works. In 2028, the truck will be 9 years old and at its useful life expected. Repair costs between 2019- 2022- $2,576 Budget Impact/Other Useful Life 8-10 Project Name Replace 2019 Ford F-150 Ext Cab w/Toolbox #601 Category Vehicles Type Equipment TCAAP Yes Total Project Cost:$46,350 Total2025 2026 2027 2028 2029Expenditures 46,35046,350Equip/Vehicles/Furnishings 46,350 46,350Total Total2025 2026 2027 2028 2029Funding Sources 31,35031,350Equipment/Building Replacement Fund 15,00015,000Trade-In Value 46,350 46,350Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Project #29-Eqp-001 Priority 4 Less Important Justification Budget Impact/Other Useful Life 10-12 Project Name Replace Snowblower 72" #468 Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$8,240 Total2025 2026 2027 2028 2029Expenditures 8,2408,240Equip/Vehicles/Furnishings 8,240 8,240Total Total2025 2026 2027 2028 2029Funding Sources 8,2408,240Equipment/Building Replacement Fund 8,240 8,240Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Project #29-Eqp-002 Priority 3 Important Justification Budget Impact/Other Useful Life Project Name Replace 2019 Bobcat Miller/Planer #129 Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$16,480 Total2025 2026 2027 2028 2029Expenditures 16,48016,480Equip/Vehicles/Furnishings 16,480 16,480Total Total2025 2026 2027 2028 2029Funding Sources 16,48016,480Equipment/Building Replacement Fund 16,480 16,480Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Project #29-Eqp-003 Priority 3 Important Justification Budget Impact/Other Useful Life 13-15 Project Name Replace 2012 Workman #445 Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$36,050 Total2025 2026 2027 2028 2029Expenditures 36,05036,050Equip/Vehicles/Furnishings 36,050 36,050Total Total2025 2026 2027 2028 2029Funding Sources 36,05036,050Equipment/Building Replacement Fund 36,050 36,050Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Project #29-Eqp-004 Priority 2 Very Important Justification Budget Impact/Other Useful Life 5 Project Name Replace 2023 Bobcat Toolcat #Category Equipment: Public Works Type Equipment TCAAP No Total Project Cost:$72,100 Total2025 2026 2027 2028 2029Expenditures 72,10072,100Equip/Vehicles/Furnishings 72,100 72,100Total Total2025 2026 2027 2028 2029Funding Sources 47,10047,100Equipment/Building Replacement Fund 25,00025,000Trade-In Value 72,100 72,100Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Project #29-EqpV-001 Priority 3 Important Justification Budget Impact/Other Useful Life 10-12 Project Name Replace 2019 Ford F-150 #602 Category Vehicles Type Equipment TCAAP Yes Total Project Cost:$46,350 Total2025 2026 2027 2028 2029Expenditures 46,35046,350Equip/Vehicles/Furnishings 46,350 46,350Total Total2025 2026 2027 2028 2029Funding Sources 46,35046,350Equipment/Building Replacement Fund 46,350 46,350Total Produced Using the Plan-It Capital Planning Software Capital Improvement Plan City of Arden Hills, Minnesota Contact Public Works Director 2025 2029 thru Department Equipment Description Project #29-EqpV-002 Priority 4 Less Important Justification Budget Impact/Other Useful Life 10 Project Name Replace 2019 Ford F-350 Crew Cab w/Tommygate Category Vehicles Type Equipment TCAAP No Total Project Cost:$77,250 Total2025 2026 2027 2028 2029Expenditures 77,25077,250Equip/Vehicles/Furnishings 77,250 77,250Total Total2025 2026 2027 2028 2029Funding Sources 77,25077,250Equipment/Building Replacement Fund 77,250 77,250Total Produced Using the Plan-It Capital Planning Software Preliminary 2025 General Fund Budget PRESENTED TO ARDEN HILLS CITY COUNCIL AUGUST 19, 2024 1 $WWDFKPHQW& Overall General Fund Budget Summary 2 2022 2023 7/26/2024 2024 2025 $ Increase % Increase Actual Actual YTD Budget Budget (Decrease)(Decrease) REVENUES Taxes 3,829,079$ 3,963,077$ 1,883,744$ 4,638,460$ 5,170,015$ 531,555$ 11.5% Special assessments - - - 3,090 - (3,090) -100.0% Licenses and permits 830,864 471,740 242,153 552,020 550,540 (1,480) -0.3% Intergovernmental 174,405 166,021 116,870 175,970 176,296 326 0.2% Charges for services 615,878 485,643 236,577 489,490 475,064 (14,426) -2.9% Fines & forfeits 22,662 24,681 14,149 19,250 17,360 (1,890) -9.8% Investment earnings (186,632) 209,901 27,718 50,000 50,000 - 0.0% Miscellaneous 215,708 31,734 21,908 10,920 13,282 2,362 21.6% TOTAL REVENUES 5,501,964$ 5,352,798$ 2,543,118$ 5,939,200$ 6,452,557$ 513,357$ 8.6% EXPENDITURES General government 1,077,032$ 1,235,531$ 822,647$ 1,492,950$ 1,655,322$ 162,372$ 10.9% Public safety 2,546,049 2,704,009 1,980,806 2,894,940 3,106,989 212,049 7.3% Public works 914,150 682,508 305,524 853,380 993,770 140,390 16.5% Parks & recreation 665,777 721,288 423,873 830,000 895,538 65,538 7.9% Transfers out 102,540 171,140 - 50,000 50,000 - 0.0% TOTAL EXPENDITURES 5,305,549$ 5,514,477$ 3,532,850$ 6,121,270$ 6,701,619$ 580,349$ 9.5% NET CHANGE IN FUND BALANCE 196,415$ (161,679)$ (989,732)$ (182,070)$ (249,062)$ (66,992)$ 36.8% Revenues by Source 3 2021 2022 2023 2024 2025 Amount Over(Under)% Change Over Actual Actual Actual Budget Budget 2024 Budget 2024 Budget Property Taxes 3,752,563$ 3,817,857$ 3,951,535$ 4,628,870$ 5,158,836$ 529,966$ 11.4% Other Taxes 15,337 11,221 11,542 12,680 11,179 (1,501)-11.8% Licenses and Permits 752,531 830,864 471,740 552,020 550,540 (1,480)-0.3% Intergovernmental 160,279 174,405 166,021 175,970 176,296 326 0.2% Charges for Services 605,738 615,878 485,643 489,490 475,064 (14,426)-2.9% Fines and Forfeits 21,500 22,662 24,681 19,250 17,360 (1,890)-9.8% Investment Earnings (13,315)(186,632)209,901 50,000 50,000 0 0.0% Miscellaneous 9,958 215,708 31,734 10,920 13,282 2,362 21.6% TOTAL REVENUES 5,304,591$ 5,501,964$ 5,352,798$ 5,939,200$ 6,452,557$ 513,357$ 8.6% General Fund Revenues 4 0.0 1.0 2.0 3.0 4.0 5.0 6.0 7.0 Actual Actual Actual Budget Budget 2021 2022 2023 2024 2025 Mi l l i o n s Expenditures by Department 5 2024 2025 Amount Over(Under)% Change Over Budget Budget 2024 Budget 2024 Budget General Government 1,492,950$ 1,655,322$ 162,372$ 10.9% Public Safety 2,894,940 3,106,989 212,049$ 7.3% Public Works 853,380 993,770 140,390$ 16.5% Parks & Recreation 830,000 895,538 65,538$ 7.9% TOTAL EXPENDITURES 6,071,270$ 6,651,619$ 580,349$ 9.6% Expenditures by Type 6 2024 2025 Amount Over(Under)% Change Over Budget Budget 2024 Budget 2024 Budget Personnel Services 2,017,310$ 2,198,170 180,860$ 9.0% Supplies & Materials 159,230 162,430 3,200 2.0% Other Services & Charges 3,894,730 4,291,019 396,289 10.2% TOTAL EXPENDITURES 6,071,270$ 6,651,619$ 580,349$ 9.6% General Fund Expenditures 7 3.5 4.0 4.5 5.0 5.5 6.0 6.5 7.0 Actual Actual Actual Budget Budget 2021 2022 2023 2024 2025 Mi l l i o n s Personnel Services 8 2024 2025 Amount Over(Under)% Change Over Budget Budget 2024 Budget 2024 Budget General Government 745,250$ 825,330$ 80,080$ 10.7% Public Safety 327,380 331,380 4,000 1.2% Public Works 381,130 419,820 38,690 10.2% Parks & Recreation 563,550 621,640 58,090 10.3% TOTAL EXPENDITURES 2,017,310$ 2,198,170$ 180,860$ 9.0% 4% Market Adjustment 51,801 29% Step increases and position/allocation changes 53,866 30% 3% COLA 49,734 27% Insurance Benefits 20,587 11% Work Comp 4,872 3% Total Changes 180,860 100% Personnel FTE’s No change over 2024 budget. 2024 Budget 2025 Request General Government 5.86 5.86 Public Safety 2.80 2.80 Public Works 12.38 12.38 Parks & Recreation 4.46 4.46 Total 25.50 25.50 9 Supplies & Materials 10 2024 2025 Amount Over(Under)% Change Over Budget Budget 2024 Budget 2024 Budget General Government 24,180$ 21,180$ (3,000)$ -12.4% Public Safety 1,250 1,250 - 0.0% Public Works 65,500 66,000 500 0.8% Parks & Recreation 68,300 74,000 5,700 8.3% TOTAL EXPENDITURES 159,230$ 162,430$ 3,200$ 2.0% Other Services & Charges 11 2024 2025 Amount Over(Under)% Change Over Budget Budget 2024 Budget 2024 Budget General Government 723,520$ 808,812$ 85,292$ 11.8% Public Safety 2,566,310 2,774,359 208,049 8.1% Public Works 406,750 507,950 101,200 24.9% Parks & Recreation 198,150 199,898 1,748 0.9% TOTAL EXPENDITURES 3,894,730$ 4,291,019$ 396,289$ 10.2% Increase in RamCo Sheriff 140,058 67% Increase in LJFD 72,391 35% Increase in RamCo Dispatch 3,180 2% Protective Inspections/Emergency Management (7,580) -4% Total Public Safety Changes 208,049 100% Tax Levy History 12 YEAR TAX LEVY % CHANGE TAX RATE % CHANGE 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 3.5%25.089%-1.3% 2022 4,472,680 4.5%26.544%5.8% 2023 4,718,680 5.5%23.632%-11.0% 2024 5,310,950 12.55%24.479%3.6% Proposed Tax Levy A 0.5% change in the tax levy equates to $26,555. 13 Proposed Increase % 2021 2022 2023 2024 2025 (Decrease)Change General Fund 3,760,080 3,902,680 4,098,680 4,650,950 5,231,299 580,349 12.5% EDA Fund 100,000 100,000 100,000 100,000 100,000 - 0.0% Capital Improvements Equipment/Bldg Replacement 50,000 50,000 50,000 270,000 210,000 (60,000) -22.2% PIR 250,000 250,000 250,000 250,000 250,000 - 0.0% Public Safety 120,000 170,000 220,000 40,000 260,000 220,000 550.0% Total Capital Improvements 420,000 470,000 520,000 560,000 720,000 160,000 28.6% Debt Service - - - - - - N/A TOTAL LEVY 4,280,080 4,472,680 4,718,680 5,310,950 6,051,299 740,349 13.94% Change from previous year 3.5%4.5%5.5%12.6%13.9% General Fund Tax Levy Assumptions 14 Description Effect on Levy Transfer to Cable Fund 50,000 4% Market Adjustment 51,801 Step Increases and Position Changes 53,866 3% COLA Adjustments 49,734 Insurance/Work Comp Benefits 25,459 180,860 Increase in RamCo Sheriff 140,058 Increase in LJFD 72,391 Election Services 21,450 RamCo Facility Maintenance Facility - Rent 6,032 One-Time Comp Study Charge (17,500) Street Maintenance Program 105,000 Permit Software Conversion 60,000 Net changes in other GF Budget Areas (37,942) 580,349 Personnel Costs Total Costs Budgeted vs Actual Activity *2020 Operating Activity includes CARES Act revenue of $459,614. 15 Original Operating Transfers Year Budget Activity Out 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) 2022 (140,000) 298,955 (102,540) 2023 (160,760) 9,461 (171,140) Other Funds Relying on Tax Levy Dollars EDA Fund –Proposed tax levy to remain the same at $100,000. Public Safety Capital Fund –Proposed tax levy set to $260,000. This includes a base levy of $220,000 and $40,000 for City share of Fire Captains. There was a one-time levy transfer of $220,000 to the Equipment/Building Replacement Fund in 2024. Equipment/Building Replacement Fund –A replacement schedule was developed for all City equipment. Based on the results, a tax levy increase of $110,000 is needed. Proposed tax levy set to $210,000. PIR Fund –The new Local Government Aid (LGA) is directed to this 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, 4% Market Adjustment, 10% health insurance and 4% dental insurance increases. Should any of these assumptions be changed? •This preliminary budget does not include any significant building projects for 2025. Should a building project be added? •This preliminary budget contains a 13.9% levy increase. Is another work session needed to further discuss the preliminary levy increase? 17 Council Feedback Questions? Comments? Additional meetings? Budget format? 18 2022 2023 7/26/2024 2024 2025 $ Increase % Increase GENERAL FUND Actual Actual YTD Budget Budget (Decrease)(Decrease) REVENUES Taxes 3,829,079$ 3,963,077$ 1,883,744$ 4,638,460$ 5,170,015$ 531,555$ 11.5% Special assessments - - - 3,090 - (3,090) -100.0% Licenses and permits 830,864 471,740 242,153 552,020 550,540 (1,480) -0.3% Intergovernmental 174,405 166,021 116,870 175,970 176,296 326 0.2% Charges for services 615,878 485,643 236,577 489,490 475,064 (14,426) -2.9% Fines & forfeits 22,662 24,681 14,149 19,250 17,360 (1,890) -9.8% Investment earnings (186,632) 209,901 27,718 50,000 50,000 - 0.0% Miscellaneous 215,708 31,734 21,908 10,920 13,282 2,362 21.6% TOTAL REVENUES 5,501,964$ 5,352,798$ 2,543,118$ 5,939,200$ 6,452,557$ 513,357$ 8.6% EXPENDITURES Mayor & Council 53,060$ 71,926$ 52,479$ 88,370$ 93,819$ 5,449$ 6.2% Administration 385,175 437,233 288,078 499,730 506,225 6,495 1.3% Elections 33,947 31,056 18,440 40,300 61,750 21,450 53.2% Finance 143,713 161,040 110,516 191,810 214,726 22,916 11.9% TCAAP 47,817 77,657 72,476 114,900 120,350 5,450 4.7% Planning & Zoning 199,219 227,805 143,255 324,940 418,490 93,550 28.8% Government Buildings 214,101 228,815 137,404 232,900 239,962 7,062 3.0% Police 1,452,262 1,491,764 923,422 1,585,240 1,725,298 140,058 8.8% Dispatch 61,808 68,737 35,197 70,390 73,570 3,180 4.5% Fire 696,675 751,177 833,933 833,930 906,321 72,391 8.7% Emergency Management 6,622 8,587 3,179 9,260 9,680 420 4.5% Protective Inspections 328,682 383,744 185,075 396,120 392,120 (4,000) -1.0% Street Maintenance 914,150 682,508 305,524 853,380 993,770 140,390 16.5% Recreation 178,808 176,655 97,361 241,970 250,358 8,388 3.5% Park Maintenance 486,969 544,634 326,511 588,030 645,180 57,150 9.7% Transfers out 102,540 171,140 - 50,000 50,000 - 0.0% TOTAL EXPENDITURES 5,305,549$ 5,514,477$ 3,532,850$ 6,121,270$ 6,701,619$ 580,349$ 9.5% NET CHANGE IN FUND BALANCE 196,415$ (161,679)$ (989,732)$ (182,070)$ (249,062)$ (66,992)$ 36.8% $WWDFKPHQW' 2025 BUDGET - GENERAL FUND - SCHEDULE OF EXPENDITURES - DETAIL BY FUNCTION 2022 2023 2024 2025 $ Increase % Increase Actual Actual Budget Proposed (Decrease)(Decrease) Mayor & council Personnel Expenses 37,225$ 37,231$ 37,240$ 41,070$ 3,830$ 10.3% Supplies and Materials - - - - - 0.0% Other Services and Charges 15,835 34,694 51,130 52,749 1,619 3.2% 53,060$ 71,926$ 88,370$ 93,819$ 5,449$ 6.2% Administration Personnel Expenses 247,988$ 264,777$ 301,980$ 318,270$ 16,290$ 5.4% Supplies and Materials - - - - - 0.0% Other Services and Charges 137,186 172,456 197,750 187,955 (9,795) -5.0% 385,175$ 437,233$ 499,730$ 506,225$ 6,495$ 1.3% Elections Supplies and Materials 68$ -$ -$ -$ -$ 0.0% Other Services and Charges 33,879 31,056 40,300 61,750 21,450 53.2% 33,947$ 31,056$ 40,300$ 61,750$ 21,450$ 53.2% Finance Personnel Expenses 62,080$ 73,619$ 84,850$ 106,350$ 21,500$ 25.3% Supplies and Materials 10,477 11,505 15,000 12,000 (3,000) -20.0% Other Services and Charges 71,156 75,916 91,960 96,376 4,416 4.8% 143,713$ 161,040$ 191,810$ 214,726$ 22,916$ 11.9% TCAAP Personnel Expenses 37,020$ 39,431$ 43,900$ 50,350$ 6,450$ 14.7% Supplies and Materials - - - - - 0.0% Other Services and Charges 10,797 38,226 71,000 70,000 (1,000) -1.4% 47,817$ 77,657$ 114,900$ 120,350$ 5,450$ 4.7% Planning & Zoning Personnel Expenses 115,217$ 190,620$ 239,180$ 270,170$ 30,990$ 13.0% Supplies and Materials - 123 - - - 0.0% Other Services and Charges 84,002 37,062 85,760 148,320 62,560 72.9% 199,219$ 227,805$ 324,940$ 418,490$ 93,550$ 28.8% Government Buildings Personnel Expenses 35,823$ 38,713$ 38,100$ 39,120$ 1,020$ 2.7% Supplies and Materials 8,056 10,786 9,180 9,180 - 0.0% Other Services and Charges 170,221 179,316 185,620 191,662 6,042 3.3% 214,101$ 228,815$ 232,900$ 239,962$ 7,062$ 3.0% Police Other Services and Charges 1,452,262$ 1,491,764$ 1,585,240$ 1,725,298$ 140,058$ 8.8% 1,452,262$ 1,491,764$ 1,585,240$ 1,725,298$ 140,058$ 8.8% Dispatch Other Services and Charges 61,808$ 68,737$ 70,390$ 73,570$ 3,180$ 4.5% 61,808$ 68,737$ 70,390$ 73,570$ 3,180$ 4.5% Fire Other Services and Charges 696,675$ 751,177$ 833,930$ 906,321$ 72,391$ 8.7% 696,675$ 751,177$ 833,930$ 906,321$ 72,391$ 8.7% Emergency Management Personnel Expenses 5,161$ 5,164$ 7,710$ 8,030$ 320$ 4.2% Supplies and Materials - - - - - 0.0% Other Services and Charges 1,461 3,423 1,550 1,650 100 6.5% 6,622$ 8,587$ 9,260$ 9,680$ 420$ 4.5% Protective Inspections Personnel Expenses 268,552$ 279,459$ 319,670$ 323,350$ 3,680$ 1.2% Supplies and Materials 1,553 662 1,250 1,250 - 0.0% Other Services and Charges 58,578 103,623 75,200 67,520 (7,680) -10.2% 328,682$ 383,744$ 396,120$ 392,120$ (4,000)$ -1.0% Street Maintenance Personnel Expenses 317,000$ 337,706$ 381,130$ 419,820$ 38,690$ 10.2% Supplies and Materials 66,755 59,540 65,500 66,000 500 0.8% Other Services and Charges 530,395 285,261 406,750 507,950 101,200 24.9% 914,150$ 682,508$ 853,380$ 993,770$ 140,390$ 16.5% Recreation Personnel Expenses 123,795$ 126,476$ 161,380$ 175,230$ 13,850$ 8.6% Supplies and Materials 14,553 15,360 23,400 22,250 (1,150) -4.9% Other Services and Charges 40,460 34,818 57,190 52,878 (4,312) -7.5% 178,808$ 176,655$ 241,970$ 250,358$ 8,388$ 3.5% Park Maintenance Personnel Expenses 347,218$ 349,403$ 402,170$ 446,410$ 44,240$ 11.0% Supplies and Materials 33,578 77,978 44,900 51,750 6,850 15.3% Other Services and Charges 106,174 117,252 140,960 147,020 6,060 4.3% 486,969$ 544,634$ 588,030$ 645,180$ 57,150$ 9.7% Transfers Out 102,540$ 171,140$ 50,000$ 50,000$ -$ 0.0% TOTAL EXPENDITURES 5,305,549$ 5,514,477$ 6,121,270$ 6,701,619$ 580,349$ 9.5% 2024 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2023 BUDGET City Council 53,060$ 71,926$ 88,370$ 93,819$ 6.2% City Administration 385,175 437,233 499,730 506,225 1.3% Elections 33,947 31,056 40,300 61,750 53.2% Finance 143,713 161,040 191,810 214,726 11.9% TCAAP 47,817 77,657 114,900 120,350 4.7% Planning & Zoning 199,219 227,805 324,940 418,490 28.8% Government Buildings 214,101 228,815 232,900 239,962 3.0% Totals 1,077,032 1,235,531 1,492,950 1,655,322 10.9% Total By Classification Personnel Services 498,334 604,961 701,350 774,980 10.5% Commodities 29,398 60,639 95,180 91,180 -4.2% Contractual Services 512,279 530,501 652,520 738,812 13.2% Capital Outlay 0 0 0 0 N/A Other Charges 0 0 0 0 N/A Totals 1,040,012 1,196,101 1,449,050 1,604,972 10.8% Staffing Full-time equivalents 3.76 4.38 4.98 5.29 Expenditures CITY OF ARDEN HILLS, MINNESOTA GENERAL GOVERNMENT SUMMARY EXPENDITURE ANALYSIS 2022 2023 2025 0 200 400 600 800 1,000 1,200 1,400 1,600 1,800 ACTUAL 2022 ACTUAL 2023 BUDGET ORIGINAL 2024 BUDGET 2025 Th o u s a n d s CITY OF ARDEN HILLS, MINNESOTA Function:General Government 101 Activity:Mayor & Council 41100 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 37,225$ 37,231$ 37,240$ 41,070$ Commodities - - - - Contractual Services 15,835 34,694 51,130 52,749 Total 53,060$ 71,926$ 88,370$ 93,819$ Percent Change 35.6% 22.9% 6.2% NYFS amount included above - 16,661 23,304 24,469 Expenditures by Classification In 2025,the Mayor and Council budget is proposed to increase by 6.2%or $5,449.The budget for NYFS was added back in 2024. 2025 BUDGET Fund # : Activity # : The Mayor and City Council are responsible for the formulation of policy and the passage of laws governing the City of Arden Hills. Members participate in various committees, as well as direct staff, through the City Administrator, as to their overall goals for the City. This department provides for Mayor and Council compensation, Council meetings and work sessions, management consultants and memberships. When applicable, participation in NYFS is included in this budget, as is funding for the City Council Retreat Facilitator. 1. Adopt policies and ordinances consistent with Council's position on growth, zoning and financial strategy. 2. Continue to work on the redevelopment of the TCAAP property. Creating funding sources to build reserve balances to fund future capital improvements while maintaining current City services. 44% 56% Personnel Services Commodities Contractual Services CITY OF ARDEN HILLS, MINNESOTA Function:General Government 101 Activity:Administration 41300 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 247,988$ 264,777$ 301,980$ 318,270$ Commodities - - - - Contractual Services 137,186 172,456 197,750 187,955 Total 385,175$ 437,233$ 499,730$ 506,225$ Percent Change 13.5% 14.3% 1.3% Full-Time Equivalent positions 2.07 2.03 2.22 2.32 Expenditures by Classification The 2025 Administration budget is increasing by 2.9% over 2024. The increase in personnel services is due to step, COLA, insurance benefit increases and an increase in fte's. The decrease in contractual services is primarily due to a one-time comp study that occurred in 2024. 2025 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. 63% 37% Personnel Services Commodities Contractual Services CITY OF ARDEN HILLS, MINNESOTA Function:General Government 101 Activity:Elections 41410 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities 68 - - - Contractual Services 33,879 31,056 40,300 61,750 Total 33,947$ 31,056$ 40,300$ 61,750$ Percent Change (-8.5%) 29.8% 53.2% Expenditures by Classification The Elections budget has a 53.2% increase for FY25. 2025 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 CITY OF ARDEN HILLS, MINNESOTA Function:General Government 101 Activity:Finance 41500 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 62,080$ 73,619$ 84,850$ 106,350$ Commodities 10,477 11,505 15,000 12,000 Contractual Services 71,156 75,916 91,960 96,376 Total 143,713$ 161,040$ 191,810$ 214,726$ Percent Change 12.1% 19.1% 11.9% Full-Time Equivalent positions 0.47 0.58 0.62 0.80 Expenditures by Classification This budget increased by 13.0% in 2025 or $24,906. The increase in personnel services is due to step, COLA, insurance benefit increases. 2025 BUDGET Fund # : Activity # : Conducts the financial affairs of the City in accordance with the Government Accounting Standards Board (GASB)and Generally Accepted Accounting Principles (GAAP).This includes protecting the assets of the City, the initiation of financial plans,investment and debt management,review and implementation of internal controls, and accounting for financial transactions including accounts payable, accounts receivable and payroll. 1. Continue working to refine the financial management plan for the City. 2. Continue to produce an Annual Comprehensive Financial Report (ACFR) and reports for the public (Popular Annual Finance Report - PAFR) that receive the GFOA's award for excellence in reporting. 3. Provide meaningful and timely financial reports and information to Council, Commissions and other City Departments. 1. Implement improved reporting procedures to inform Council, Commissions and Departments. 2. Work with other Departments to find ways to reduce costs of City operations. 3. Analyze and implement ways to reduce transaction processing and costs. 49% 6% 45% Personnel Services Commodities Contractual Services CITY OF ARDEN HILLS, MINNESOTA Function:General Government 101 Activity:TCAAP 41600 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 37,020$ 39,431$ 43,900$ 50,350$ Commodities - - - - Contractual Services 10,797 38,226 71,000 70,000 Total 47,817$ 77,657$ 114,900$ 120,350$ Percent Change 62.4% 48.0% 4.7% Full-Time Equivalent positions 0.23 0.23 0.25 0.27 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 2025 budget shows an increase of 4.7%. 2025 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. 42% 58% Personnel Services Commodities Contractual Services CITY OF ARDEN HILLS, MINNESOTA Function:General Government 101 Activity:Planning & Zoning 41910 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 115,217$ 190,620$ 239,180$ 270,170$ Commodities - 123 - - Contractual Services 84,002 37,062 85,760 148,320 Total 199,219$ 227,805$ 324,940$ 418,490$ Percent Change 14.3% 42.6% 28.8% Full-Time Equivalent positions 0.93 1.51 1.89 1.89 Expenditures by Classification The budget for 2025 is an increase of 28.8% over the 2024 budget. Contractual services includes $60,000 for Software Conversion for Permits, Community Development, & Code Enforcement. 2025 BUDGET Fund # : Activity # : Responsible for all planning and zoning related functions of the City. Activities administered by this department include requests for variances, subdivisions, re-zonings, zoning code amendments, signs, conditional use permits, compliance with City Ordinances and other land use issues. The Planners work closely with Protective Inspections, Code Enforcement, and Community Development. The Planning Commission, consisting of seven members appointed annually by the City Council, meets monthly to review the above requests and to make recommendations to the City Council in an advisory capacity. 1. Continue to work on Rental Housing registrations. 2. Continue improvements of the City's planning process. 1. Rental Housing registrations. 2. Refine Building Permit process. 3. Research and refine an Administrative Fines process. 65% 35% Personnel Services Commodities Contractual Services CITY OF ARDEN HILLS, MINNESOTA Function:General Government 101 Activity:Government Buildings 41940 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 35,823$ 38,713$ 38,100$ 39,120$ Commodities 8,056 10,786 9,180 9,180 Contractual Services 170,221 179,316 185,620 191,662 Total 214,101$ 228,815$ 232,900$ 239,962$ Percent Change 6.9% 1.8% 3.0% Full-Time Equivalent positions 0.28 0.27 0.26 0.28 Expenditures by Classification The 2025 budget is an increase of 3.9% from the previous year’s budget primarily due to anticipated rent increase for the Public Works maintenance facility. 2025 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. 16%4% 80% Personnel Services Commodities Contractual Services 2024 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2023 BUDGET Police 1,452,262$ 1,491,764$ 1,585,240$ 1,725,298$ 8.8% Dispatch 61,808 68,737 70,390 73,570 4.5% Fire 696,675 751,177 833,930 906,321 8.7% Emergency Management 6,622 8,587 9,260 9,680 4.5% Protective Inspections 328,682 383,744 396,120 392,120 -1.0% Totals 2,546,049 2,704,009 2,894,940 3,106,989 7.3% Total By Classification Personnel Services 1,553 662 1,250 1,250 0.0% Commodities 1,512,301 1,598,810 1,661,990 1,794,468 8.0% Contractual Services 758,483 819,914 904,320 979,891 8.4% Capital Outlay 0 0 0 0 N/A Other Charges 0 0 0 0 N/A Totals 2,272,337 2,419,387 2,567,560 2,775,609 8.1% Staffing Full-time equivalents 0.00 0.00 0.00 0.00 Expenditures CITY OF ARDEN HILLS, MINNESOTA PUBLIC SAFETY SUMMARY EXPENDITURE ANALYSIS 2022 2023 2025 0 500 1,000 1,500 2,000 2,500 3,000 3,500 ACTUAL 2022 ACTUAL 2023 BUDGET ORIGINAL 2024 BUDGET 2025 Th o u s a n d s CITY OF ARDEN HILLS, MINNESOTA Function:Public Safety 101 Activity:Police 42100 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - - - Contractual Services 1,452,262 1,491,764 1,585,240 1,725,298 Total 1,452,262$ 1,491,764$ 1,585,240$ 1,725,298$ Percent Change 2.7% 6.3% 8.8% Expenditures by Classification Arden Hills' portion of the Ramsey County Sheriff’s Contracting Communities 2025 budget increased 8.8% over 2024. Animal control costs and boarding are included within this budget. 2025 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 CITY OF ARDEN HILLS, MINNESOTA Function:Public Safety 101 Activity:Dispatch 42150 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - - - Contractual Services 61,808 68,737 70,390 73,570 Total 61,808$ 68,737$ 70,390$ 73,570$ Percent Change 11.2% 2.4% 4.5% Expenditures by Classification Arden Hills' portion of the Ramsey County 911 Dispatch Department operating budget increased by 4.5%. 2025 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 CITY OF ARDEN HILLS, MINNESOTA Function:Public Safety 101 Activity:Fire 42200 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - - - Contractual Services 696,675 751,177 833,930 906,321 Total 696,675$ 751,177$ 833,930$ 906,321$ Percent Change 7.8% 11.0% 8.7% Expenditures by Classification Arden Hills’ portion of the Lake Johanna Fire Department operating budget increased 8.7%. This budget reflects increases to operating costs. 2025 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 CITY OF ARDEN HILLS, MINNESOTA Function:Public Safety 101 Activity:Emergency Management 42300 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 5,161$ 5,164$ 7,710$ 8,030$ Commodities - - - - Contractual Services 1,461 3,423 1,550 1,650 Total 6,622$ 8,587$ 9,260$ 9,680$ Percent Change 29.7% 7.8% 4.5% Full-Time Equivalent positions 0.02 0.02 0.04 0.04 Expenditures by Classification The 2025 budget is an increase of 4.5% from the 2024 budget or $420. 2025 BUDGET Fund # : Activity # : Emergency Management coordination for the City is required by the Federal Government. This department works closely with Ramsey County Department of Homeland Security, as well as the Ramsey County Sheriff and Lake Johanna Fire Department. The City contracts with a consultant to provide these services. 1. Update City's Emergency Response Policy and Procedures. 2. Train staff in emergency management procedures. Coordinate with Ramsey County’s emergency response procedures and policies. 83% 17% Personnel Services Commodities Contractual Services CITY OF ARDEN HILLS, MINNESOTA Function:Public Safety 101 Activity:Protective Inspections 42400 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 268,552$ 279,459$ 319,670$ 323,350$ Commodities 1,553 662 1,250 1,250 Contractual Services 58,578 103,623 75,200 67,520 Total 328,682$ 383,744$ 396,120$ 392,120$ Percent Change 16.8% 3.2% (-1.0%) Full-Time Equivalent positions 2.62 2.50 2.74 2.77 Expenditures by Classification The 2025 operating budget is a decrease of -0.5% from the previous year’s budget. There is a decrease of $8,000 for electrical inspection services based on projected revenues. 2025 BUDGET Fund # : Activity # : This department is responsible for all building construction, plumbing, sewer, water and mechanical inspections within the City. Electrical inspections are contracted with an independent inspection firm. This department is also responsible for enforcement of the Zoning Code and other sections of the City Code of Ordinances. 1. Continue implementation of the building codes. 2. Continue to work on Building Permit software to produce Council reports. 1. Managing and prioritizing department workloads. 2. Keep up with rental license inspections of investor owned residential properties. 3. Continue implementation and design of new Building Permit software and reports. 83% 17% Personnel Services Commodities Contractual Services 2024 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2023 BUDGET Streets 914,150$ 682,508$ 853,380$ 993,770$ 16.5% Totals 914,150 682,508 853,380 993,770 16.5% Total By Classification Personnel Services 317,000 337,706 381,130 419,820 10.2% Commodities 66,755 59,540 65,500 66,000 0.8% Contractual Services 530,395 285,261 406,750 507,950 24.9% Capital Outlay 0 0 0 0 N/A Other Charges 0 0 0 0 N/A Totals 914,150 682,508 853,380 993,770 16.5% Staffing Full-time equivalents 2.36 2.40 2.49 2.61 Expenditures CITY OF ARDEN HILLS, MINNESOTA PUBLIC WORKS SUMMARY EXPENDITURE ANALYSIS 2022 2023 2025 0 200 400 600 800 1,000 1,200 ACTUAL 2022 ACTUAL 2023 BUDGET ORIGINAL 2024 BUDGET 2025 Th o u s a n d s CITY OF ARDEN HILLS, MINNESOTA Function:Public Works 101 Activity:Street Maintenance 43100 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 317,000$ 337,706$ 381,130$ 419,820$ Commodities 66,755 59,540 65,500 66,000 Contractual Services 530,395 285,261 406,750 507,950 Total 914,150$ 682,508$ 853,380$ 993,770$ Percent Change (-25.3%) 25.0% 16.5% Full-Time Equivalent positions 2.36 2.40 2.49 2.61 Expenditures by Classification The 2025 operating budget is an increase of $140,390 from the previous year’s budget. Personnel service increases are due to an increase in the fte allocation, step, COLA and insurance benefit increases. Adjustments were made to contractual services for sealcoating/resurfacing and in-house paving costs. 2025 BUDGET Fund # : Activity # : This department is responsible for maintaining City streets, including snowplowing, minor street repair, street signs, and street sweeping. 1. Maintain street infrastructure utilizing all available techniques including crack sealing, seal coating, patching and overlays. 2. Recommend a cost effective program for reconstructing/reclaiming street surfaces when maintenance techniques no longer provide the desired results. 3. Maintain and update equipment and vehicles. 1. Implement a capital improvement program for City infrastructure. 2. Balance the public works department needs with available funds. 3. Aging equipment. 4. Increased safety regulation for equipment and vehicles. 42% 7% 51% Personnel Services Commodities Contractual Services 2024 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2023 BUDGET Recreation 178,808$ 176,655$ 241,970$ 250,358$ 3.5% Parks 486,969 544,634 588,030 645,180 9.7% Totals 665,777 721,288 830,000 895,538 7.9% Total By Classification Personnel Services 361,770 364,763 425,570 468,660 10.1% Commodities 74,038 112,797 102,090 104,628 2.5% Contractual Services 106,174 117,252 140,960 147,020 4.3% Capital Outlay 0 0 0 0 N/A Other Charges 0 0 0 0 N/A Totals 541,982 594,812 668,620 720,308 7.7% Staffing Full-time equivalents 3.03 2.98 3.09 3.28 Expenditures CITY OF ARDEN HILLS, MINNESOTA PARKS & RECREATION SUMMARY EXPENDITURE ANALYSIS 2022 2023 2025 0 200 400 600 800 1,000 ACTUAL 2022 ACTUAL 2023 BUDGET ORIGINAL 2024 BUDGET 2025 Th o u s a n d s CITY OF ARDEN HILLS, MINNESOTA Function:Parks and Recreation 101 Activity:Recreation 45120 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 123,795$ 126,476$ 161,380$ 175,230$ Commodities 14,553 15,360 23,400 22,250 Contractual Services 40,460 34,818 57,190 52,878 Total 178,808$ 176,655$ 241,970$ 250,358$ Percent Change (-1.2%) 37.0% 3.5% Full-Time Equivalent positions 1.12 1.26 1.19 1.37 % of costs covered by revenue 44.4%37.2%30.9%27.4% Expenditures by Classification The 2025 operating budget is an increase of 9.2% from the previous year’s budget. This is mainly due to allocation, step, COLA and insurance benefit increases. 2025 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. 70% 9% 21% Personnel Services Commodities Contractual Services CITY OF ARDEN HILLS, MINNESOTA Function:Parks and Recreation 101 Activity:Park Maintenance 45200 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services 347,218$ 349,403$ 402,170$ 446,410$ Commodities 33,578 77,978 44,900 51,750 Contractual Services 106,174 117,252 140,960 147,020 Total 486,969$ 544,634$ 588,030$ 645,180$ Percent Change 11.8% 8.0% 9.7% Full-Time Equivalent positions 3.03 2.98 3.09 3.28 Expenditures by Classification The 2025 operating budget is an increase of 9.7% from the previous year’s budget. This is mainly due to allocation, step, COLA, temp wages, and insurance benefit increases. 2025 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. 69% 8% 23% Personnel Services Commodities Contractual Services 2024 PERCENT ORIGINAL OVER(UNDER) Total By Program ACTUAL ACTUAL BUDGET BUDGET 2023 BUDGET Unallocated 102,540$ 171,140$ 50,000$ 50,000$ 0.0% Totals 102,540 171,140 50,000 50,000 0.0% Total By Classification Personnel Services - - - - N/A Commodities - - - - N/A Contractual Services - - - - N/A Capital Outlay - - - - N/A Other Charges 102,540 171,140 50,000 50,000 0.0% Totals 102,540 171,140 50,000 50,000 0.0% Staffing Full-time equivalents 0.00 0.00 0.00 0.00 Expenditures CITY OF ARDEN HILLS, MINNESOTA MISCELLANEOUS SUMMARY EXPENDITURE ANALYSIS 2022 2023 2025 0 100 200 ACTUAL 2022 ACTUAL 2023 BUDGET ORIGINAL 2024 BUDGET 2025 Th o u s a n d s CITY OF ARDEN HILLS, MINNESOTA Function:Unallocated 101 Activity:Transfers 49300 Activity Scope Objectives Issues Budget Commentary 2022 2023 2024 2025 Budget Summary ACTUAL ACTUAL BUDGET BUDGET Personnel Services -$ -$ -$ -$ Commodities - - - - Contractual Services - - - - Other Charges 102,540 171,140 50,000 50,000 Total 102,540$ 171,140$ 50,000$ 50,000$ Percent Change 66.9% (-70.8%) 0.0% Expenditures by Classification This budget is used to account for transfers out of the General Fund to other funds of the City. $102,540 and $171,140 was transferred to the PIR fund in 2022 and 2023 respectively. Both the 2024 and 2025 budgets include a transfer to the Cable Fund of $50,000. 2025 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. 100% Personnel Services Commodities Contractual Services Other Charges PRELIMINARY 2025 BUDGET LEVY IMPACT Description Effect on Levy % Chg Transfer to Cable Fund 50,000 0.9% 4% Market Adjustment 51,801 Step Increases and Position Changes 53,866 3% COLA Adjustments 49,734 Insurance/Work Comp Benefits 25,459 180,860 3.4% Increase in RamCo Sheriff 140,058 Increase in LJFD 72,391 Election Services 21,450 RamCo Facility Maintenance Facility ‐ Rent 6,032 One‐Time Comp Study Charge (17,500) Street Maintenance Program 105,000 Permit Software Conversion 60,000 Net changes in other GF Budget Areas (37,942) 580,349 10.9% Equipment/Bldg Replacement (60,000) Public Safety 220,000 160,000 740,349 13.9% 249,062 989,411 18.6% Personnel Costs Total General Fund Costs Total CIP Fund Costs Total General & CIP Fund Costs Underfunded Levy Costs Total Balanced Levy Costs COMPARISON OF PROPERTY TAXES 2021 2022 2023 2024 Scenario 1 Scenario 2 Scenario 3 Scenario 4 Scenario 1 % Change Scenario 2 % Change Scenario 3 % Change Scenario 4 % Change General Fund 3,760,080 3,902,680 4,098,680 4,650,950 5,231,299 5,362,701 5,362,701 5,362,701 580,349 12.5%711,751 15.3%711,751 15.3%711,751 15.3% EDA Fund 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 - 0.0%- 0.0%- 0.0%- 0.0% Capital Improvements Equipment/Bldg Replacement 50,000 50,000 50,000 270,000 210,000 210,000 210,000 210,000 (60,000) -22.2%(60,000) -22.2%(60,000) -22.2%(60,000) -22.2% PIR 250,000 250,000 250,000 250,000 250,000 250,000 1,550,000 3,550,000 - 0.0%- 0.0%1,300,000 520.0%3,300,000 1320.0% Public Safety 120,000 170,000 220,000 40,000 260,000 635,000 635,000 635,000 220,000 550.0%595,000 1487.5%595,000 1487.5%595,000 1487.5% Total Capital Improvements 420,000 470,000 520,000 560,000 720,000 1,095,000 2,395,000 4,395,000 160,000 28.6%535,000 95.5%1,835,000 327.7%3,835,000 684.8% TOTAL LEVY 4,280,080 4,472,680 4,718,680 5,310,950 6,051,299 6,557,701 7,857,701 9,857,701 740,349 13.9%1,246,751 23.5%2,546,751 48.0%4,546,751 85.6% Change from previous year 3.5%4.5%5.5%12.6%13.9%23.5%48.0%85.6% Assumptions Scenario 1: Baseline - 3% COLA, 10% Health, 4% Dental, RamCo Police, LJFD Fire, RamCo Election Services AND CIP Levy Increase of $160K Scenario 2: Scenario 1 AND Public Works Staff ($132K), LJFD New Station ($375K) Scenario 3: Scenario 2 AND Old Hwy 10 Trail ($1.3M) Scenario 4: Scenario 3 AND Lake Johanna Blvd Trail ($2.0M) Tax Levy %Tax Levy Underfunded Total Increase Increase Amount Levy 18.6%989,411 - 6,300,361 13.9%740,349 (249,062) 6,051,299 10.0%531,095 (458,316) 5,842,045 5.0%265,548 (723,863) 5,576,498 506,402 28.2%1,495,813 - 6,806,763 23.5%1,246,751 (249,062) 6,557,701 10.0%531,095 (964,718) 5,842,045 5.0%265,548 (1,230,265) 5,576,498 1,300,000 52.6%2,795,813 - 8,106,763 (152,400) PMT Bonding: 3% Interest, 10 years, $1.3M 48.0%2,546,751 (249,062) 7,857,701 (1,523,997) COST 10.0%531,095 (2,264,718) 5,842,045 (223,997) INT 5.0%265,548 (2,530,265) 5,576,498 2,000,000 90.3%4,795,813 - 10,106,763 (234,461) PMT Bonding: 3% Interest, 10 years, $2.0M 85.6%4,546,751 (249,062) 9,857,701 (2,344,610) COST 10.0%531,095 (4,264,718) 5,842,045 (344,610) INT 5.0%265,548 (4,530,265) 5,576,498 Proposed 2025 Increase / (Decrease) over 2024 Budget S c e n a r i o 1 S c e n a r i o 3 S c e n a r i o 4 S c e n a r i o 2