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Home My WebLink About05-21-07 Item 2B, 2008 Prelim Budget Discussion ~ /],\~HILLS MEMORANDUM DATE: May 16, 2007 Agenda Item 2.B. TO: Honorable Mayor and City Council Sue Iverson, Finance Director .~ Schawn Johnson, Assistant City Administrator.sq.:) FROM: SUBJECT: 2008 Preliminary Budget Discussion BACKGROUND: The City staff is in the process of developing a Preliminary 2008 Budget. As we progress forward and take the necessary steps, staff needs general direction and guidance from the Council with regards to changes for the coming year. Once again, there are no levy limits for 2008. The City is not under any legislative restrictions with regards to establishing a levy. As you may recall, there were no levy limits for 2005, 2006, and 2007. A number of Ramsey County cities opted for double digit increases. A number of cities took advantage of the "no levy limit" to make up for the loss of LGA and to undertake new projects. The City Council was prudent and limited the levy increase to 4% from prior years as they established levies for 2005,2006, and 2007. In 2006 during the legislative session, there was discussion about "Turbo Tax" that would have restricted the cities from increasing the levy amount from prior year. If this was to become law, cities would not have been able to increase the levy, unless a vote was taken. Fortunately, this discussion did not re-appear this year. DISCUSSION: Preliminarily, staff has identified a number of factors that will influence the 2008 Budget. Some are identified as follows: · Tax Levy - what is the Council's comfort level? Last year was a 6% increase. Al % levy increase translates to approximately $25,000. Council may wish to consider a higher percent increase from prior years so that the excess amount can be contributed to Parks, Public Safety Capital, or Utility Funds. Memo 2008 Budget Memo 2 · In talking with the fmancial advisors, staff, and looking at the current asset and equipment list, one ofthe areas which we need to address is setting up reserves for equipment replacement. Weare currently setting aside reserves for public safety equipment, but none has been set aside for public works equipment replacement, technology - such as computers, etc. Staff would recommend that we set up some sort of reserve for equipment replacement and major building repairs. · Another area where staff sees a need is in park funding. Park dedication fees are generally limited to capital improvements not general repair and maintenance items and they are not a steady stream of income. In looking at the financial plan, staff sees a need to set up a reserve for park improvements. This fund would then be a funding source for items which are included in the CIP. · Overall budget increases - preferences/limits? · Salaries and Benefits. Last year, the Council authorized a 2.75% increase for steps/COLA increases. This was also the rate increase agreed by the labor union for 2006 and 2007. The labor agreement expires on December 31, 2007. A new agreement needs to be negotiated. For several years, the Council budgeted a 3% increase for COLA. Staff has sent out a survey to gather information on what other cities have used over the last three years. The average increase for cities on the survey were 3% - 2007, 2.9% - 2006, and 2.85% - 2005. This information is attached for your review. The current compensation study will show us the market rates; future COLA increases will determine if we stay current with the market or fall behind. · Increase in employee benefits costs (health and dental). We do not yet have preliminary numbers for these costs yet, but will be getting these in the next few months. Our insurance broker is going out to market to price rates and get quotes. We will compare this information to our current coverage and discuss with council at a future date. Until we get the actual numbers, a 15% increase will be used. The current City contribution towards health and dental is $615 per month. Over the past few years, the Council had approved budgeting for 50% of the increase in premium. In other words, the City equally shared the rate increase with the employees. Last year the Council approved budgeting for 50% of the increase, but also added an additional plan with a deductible at a lower cost. This plan was available to employees with the same City contribution as the co-pay plan, as they were taking on more of the risk, but participation in the plan would reduce city overall costs. One employee has taken advantage of the plan to date, but it is a new plan and further education to employees on how the plan works is planned. Would this be an appropriate formula to continue to use for budget purposes? . Update the five year CIP. · As a step in creating a quality budget document, performance measures/service indicators need to be established for each department. Some of these may come about as a result of the community survey as areas that the Council would like to improve. Goals and objectives also need to be established for each department. These would need to be established in 2008, then in subsequent years actual performance can be tracked to show progress against these goals. This would provide Council and the public another tool to evaluate city services. Staff has attached examples of performance measures/service indicators and objectives/goals for departments. Staff would appreciate input from the Council on this matter. Memo 2008 Budget Memo 3 We are in the process of updating the five year CIP and will incorporate the updates in the 2008 Budget. 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Oisnatchers3% Chaska 13,721 Columbia Hei~hts 18,882 3.00% 3.00% 3_00% 3.00% 3.00% Coon Ranjds 58,991 3.00% 3.00% 3.00% 3.00% 3.00% Cotta~e Grove 28,706 2.50% 2.50% 2.50% 2.50% 2.50% , C--Ial 23,703 Ea^an 65,000 Eden Prairie 44,189 pronosinn3%forall Edina 46,841 3.00% Pro osinn3%forall Faribaul! 6,574 Fafmin"'on 21,000 2.50% 2.50% 2.50% 2.50% 2_50% Fef-usFalls Fridle" 28,104 Fire"'3% Pronosinn3%forall Forest Lake 3.00% 3.00% 3.00% 3.00% 3.00% GoldenVaUe" 20,947 3.0% 3.0% 3.0% Hastinns 21,600 3.00% Honkins 2.5% January 2.5% January 1% January 2.5%Ja~,~,ary 16.536 l%Jul" July 1%July 1%Jul lnverGroveH his 29,000 2% 2% January 2% January 2% January January 2% January lakeville 53,693 1%Julv 1% July 1% July 1% Jul;" 1%Julv Unolalces 12,266 3.00% Ma leGrove 49,14{1 Ma lewood 36,000 3.0"1. 3.0.!c 3.0. 3.00(, 3.0"1. Mendola Heinhts 10,636 Minnea oIlS We do market adjuslments as well. Sergeant & 4gersare 3-year Minnetonka 52,200 contracts Mounds View 12.552 New Bri""hton 22.328 2%Jan 1% 2%Jan 1% 2%Jan 1% NewHo e 21.651 July Julv July Northfield 15.000 No. 51-Paul 12,809 Oakdale 23.000 Oak Grove PJ'-outh 57,391 3%' 3.00% 3_00% 3.00% 'We made significant structural changes to the salary schedule. Ramse" 20,000 3,00% 3.00% 3.00% 3.00% 3_00% Red Win"" 16.000 2.50% 2.50% 2.50% 2.50% 2_50% 3% January 3% January 3% January January 3% January Richfield 34.310 5% JUhl .5% July .5% July 5%Jul .5% Julv 3% Januarv&.5% July= Fire Robbinsdale 14.255 2%Jan/l%Julv 2%Jan:I%Julv 2%Jan;1%Julv 2% Jan;lO[' 2% Jan;lo/oJul" Rosemount 15.400 Roseville 33.674 3.00% 3.00% 3.00% 3.00% 3_00% Rochesler SI.Anthon" 8,012 3.00% Pro"osin" 3% for all SlCloud 50.143 Sl. louis Parlo:. 43.641 StMichael 10.264 3.00% St.Paul 2.50% 2.50% 2.50% 2.50% Sava 23.000 Shako"ee 26.800 Shoreview 25,957 3.00% 3.00% 3.00% No Police or Fire. So. Sl. Paul 20,396 S"rin"lakeParlo:. 6.628 3.00% 3.00% 3.00% 3_00% 3.00% Stillwater 16,500 3.00% 3.00% 3.00% 3.00% 3.00% Pollee was arbitra~on award;Mana ersUnit3% Two Harbors WestSI.Paul 19.332 Woodbu"" 48.000 3_00% 3.00% Pronosinn3%forall ~'!~,~9~~__ 2.88% 2.88% 2.90% 2.~8'1'0: . 2,!!<!o/~c -- ------- -----.---- ~ .----- O~ -.-------- -_.- ... ...... n --------.- - -....._-- ~._.._-~ ------..-- AAokaCountv 300,000 2% 2% 2% NfA 8enlonCoun'" BeltramiCounlv CarverCounl OakotaCounlv Freeborn Count Henn"ninCoun'h, 1.116,000 . . " j 1 1 "-----;- ~ ! I , I I , I' ;. : . :.' I' ~ - 1 0_ ~-=i ~~ ~~ ~~ .&~ ~~ , o ~~ oC< ~-=i ~~ m o o " . o o < ;-; o " ~ ~ .; ~ o ; o o o > ~ < g~ ~ 0 ~~ :;,~ N"l ~ o . ~3 N~ ~ o o ~-5 N~ g~ ~ 0 ~~ ~~ o g g ~ > J o o ~ ~ < z ~ M ~~ ;fi~ ~~ , o o ~ ~ o ~ ~ g ~ < z ~ " o ~ < z 00 N o ci . o '" :; r o . o " . o .. m > 0' 0" ~, ~:'l :i3 ~, ~~ o . 00 :Ii . 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N~ ~i u. -e> g ~~ Om z. , " , o f: * o f: ~ ~ , " , N , o g ~ ~ ~ 5 c ~ ~ 8 g 'e 0: U ~ : ~ ~ i: '" ;; * i- * * 0 8 g oj N ;; * * ~ * N 0 0 g 0 oj N ;; ~ * 8 ~ ~ "' ~ * ~ ;; ~ . * * 0 g 0 ..; N ;; * * 0 0 0 ..; g 0 g ~ M ~ ~ ~ g j ~ C ~ ~ C g " % 0 w " 0 ~ 0 u g 0 u C z u u u u C 5 .~ z ~ u " ~ u 2 0 ~ ~ I C . ! 0 0 ~ ~ 0 . ~ U 0 0 ~ " U ~ ~ U .C E . ~ ~ 8 . 0 . > ~ " " . ~ . , , ~ 6 0 oc " w w " ~ ~ ~ w ~ COUNCIL PROGRAM DESCRIPTION The City Council is the legislative body of the City of Kirksville and has the power to make and enforce all laws and regulations with respect to municipal affairs, subject only to the limitations and restrictions of the Revised Statutes of Missouri. The Council will focus on four areas during the 2007 year: 1) economic development efforts to increase job opportunities; 2) quality of life issues; 3) fiscal responsibility and efficiency in government; and 4) protection of City-owned assets. OBJECTIVES/GOALS . Continue to formulate and establish policies that will ensure accomplishment of the City Council's annual goals. . Work to establish positive relations with the community through open communication. . Establish City-wide goals and objectives for the City Manager to implement through active participation in monthly meetings and an annual goal-setting retreat. . Continue to review the benefits of establishing a charter community. . Stay informed of changes and improvements in municipal government that will allow the best use of resources through active attendance at the annual Missouri Municipal League conference ($3,000). HIGHLIGHTS/SIGNIFICANT CHANGES There are no real significant changes shown in this budget. The City has four more years of lease payments for the fire and police stations. The budget includes an additional $5,200 for the City's membership fee to the North Missouri Regional Planning Commission. This charge was previously in thG Economic Development budget. The General Fund continues to subsidize the Aquatic Center ($114.000) and the Airport ($90,000). -74 - . . . . . . . . . . . . . . . ADMINISTRATION PROGRAM DESCRIPTION The City Council appoints the City Manager to direct the delivery of municipal services. The City Manager's Office is responsible for providing the City Council with information and implementing municipal policies. This involves administrative decision making; provision of basic administrative support; direction and guidance for ail City departments, programs and projects; and managing public records. It is the goal of Administration to provide effective leadership and direction for coordination of City operations and development. OBJECTIVESIGOALS . Maintain existing and foster additional relationships with other community organizations, identifying ways in which to work together to improve service to the community. . Continue to identify and develop long-term infrastructure needs for the community to ensure the protection of the City's assets. . Continue to work on economic development both within the City offices and through support of K- REDI. . Continue to assess operational practices to determine their efficiency and cost/benefit of continuing each versus the impact on services expected by citizens. . Keep the Mayor and Council informed of municipal matters through the publication of a newsletteL . Provide public information through a variety of methods. including media interviews, press releases or direct mailings. . Serve as the City.s representative in ail official meetings including those with key agency personnel and visits with state and local legislators. HIGHLlGHTSISIGNIFICANT CHANGES Travel expenses include one trip to Washington D.C. for the City Manager or other senior staff person for City business. The cost of codification for the City Ordinances has increased slightly as has telephone costs. - 78 0 I I . I I I I I I I . I I I I I I I I HUMAN RESOURCES AOMINISTRA TION PROGRAM DESCRIPTION The Human Resources Director is charged with planning. coordinating and administering the human services programs of the City. In addition to benefit and policy management, the Human Resource Director is charged with protecting the dignity of individuals, honoring their right to fair consideration in all aspects of employment and in the pursuit of a rewarding career without regard to race, sex. religion, age, disability or national origin. Human Resources must foster and apply management practices and merit principles which motivate employees to develop their full capability as competent, productive members of the organization. Human Resources endeavors to ensure that full and early consideration is given to the human aspects of management plans. OBJECTIVES/GOALS . Meet with employees on site to hear questions regarding benefit changes, policy changes and personnel issues to improve communications, dispel rumors and improve employee relations. . Provide in-house training for supervisors on personnel issues to improve employee/management relations and to review updates to the Administrative Policy manual and the Employee Handbook. . Enforce and manage City, State and Federal requirements in relation to Human Resources. . Assist department heads with personnel recruitment, retention, discipline and termination. . Update and recommend changes to the pay plan to ensure market comparability and to retain qualified and experienced staffing throughout the City government workforce. HIGHLIGHTS/SIGNIFICANT CHANGES Monies in the amount of $15,000 have been budgeted for travel and training for City-wide training needs. The primary focus is on offering supervisory and/or customer service training courses and also to allow for training for more specific needs. - 80- . . . . . . II II . . . . . . . . . . . ECONOMIC DEVELOPMENT ADMINISTRATION PROGRAM DESCRIPTION This division performs a variety of administrative functions relating to business retention, small business attraction and manufacturing base attraction through the support of K-REDI. In addition, this division serves as the public information office for the City_ This division is headed by the Assistant City Manager who also oversees Municipal Court. General staff support is provided to the City Manager. OBJECTIVESIGOALS . Continue to provide support ($100,000) and assistance to K-REDI to attract additional manufacturing/industrial jobs to the community_ . Develop a program for small business attraction. . Work with the Downtown Partners and T1F Commission to plan for the implementation of recommendations from the Downtown design standards_ . Continue to strengthen relationships with key business and industry personnel_ . Work with the Chamber of Commerce to coordinate the first year of the lodging tax and tourism advisory board. . Administer grants received by the City and continue to identify grant resources that can be used to offset the costs of identified infrastructure improvement projects and community development projects that are approved by the City Council. . Continue to work with the Telecommunications Commission and the Telecommunications Community Resource Center (TCRC) to improve and expand services to Kirksville residents. . Carry out duties of the Public Information office including: improving the City's website, informing the public through press releases and other City publications ($12,200); and updating cable channel 3 and promoting its availability to the public. HIGHLlGHTSISIGNIFICANT CHANGES Voters approved in 2006 a lodging tax, which will be collected beginning in January 2007. This division will work with the Kirksville Chamber of Commerce on establishing a tourism advisory board in early 2007 and to get tourism activities underway later in the year. The City's annual membership in the Regional Planning Commission ($5,200) was moved from this budget to the Council (10-01) budget for 2007. - 82- II . .. . . . . . . .. .. III .. III . . PUBLIC WORKS/STREET AND PARK MAINTENANCE 'ROGRAM DESCRIPTION fhis division is responsible for maintenance ,of streets and alleys. parks, signs. traffic light maintenance, striping raffle areas, street repair and patching. street sweeping, curb and gutter maintenance, storm drainage projects and ;now removal. The division also provides a facility at W. Burton Streetfor the disposal of brush and provides ongoing naintenance of the old landfill site. :)BJECTlVES/GOALS . Complete drainage area at North Park Complex and Emmett Street. + Within budget constraints, clean, clear and improve care of Forrest L1eweliyn Cemetery. . Continue review of snow/ice control operations to reduce overall cost while enhancing public safety and minimizing adverse environmental impact. . Improve landscaping and facilities in Brashear.and Jaycee Parks. . Expand street maintenance efforts and develop crew skills in concrete pavement repair. . Improve appearance of planters in downtown ,rea. HIGHLIGHTS/SIGNIFICANT CHANGES Routine mowing operations was returned to the street and park maintenance division in an effort to improve response time and staff flexibility. Brush site is being relocated to the old landfill. Spur Pond cleaning and reconstruction finished in prior year; this project required six weeks of time which limited availability of manpower and equipment for traditional maintenance tasks. PERFORMANCE MEASUREMENT/SERVICE INDICATORS Number of loads of brush at fall clean-up 124 130 117 4,000 2,650 3,561 62 87 36 AUTHORIZED PERSONNEL Street/Park Maintenance Foreman 2 2 1 Equipment Operator II 3 3 3 Facility Maintenance Worker 1 0 0 Total 14 14 14 ..~..,",' ~ ..Ai . .J" .it .. ,t.. c.' l/'" , .... ~,("." - " V:~:';-" (-~ .- ,',- III c...., /,\'J. ~~; ... .. '" ...'''. "iT . " f,. .ill <i.,,,,,, 'W:- III ,~,"j<; ii ',I ENGINEERING PUBLIC WORKS PROGRAM DESCRIPTION Engineering provides technical engineering services to the Department of Public Works and other departments including research, field surveys, design, drafting. preparation of plans and specifications, construction inspection, contract administration and review of subdivision plats and plans. Engineering maintains the pavement inspection program and maintenance management database providing recommendations to the Director of Public Works for the Transportation Sales Tax (TST) and Southeast Tax Increment Financing (TIF) district construction programs. The division maintains and updates the base maps of the City and with the GIS Consortium. administers and maintains the City.s Geographic Information System (GIS) database. Design of projects containing unusual or special requirements are contracted out to consulting engineering firms with this division providing technical review. OBJECTIVESIGOALS . Provide effective and accurate project management and contract administration; continue project management procedures that make project status more visible to management, Council and the public. . Continue implementation of GIS program ($17,880). . Optimize the division of work between the Street Division. Utility Maintenance Division and contractors to maximize infrastructure improvements with funds available. . Complete necessary design to support 2007 construction program prior to March 30, 2007. . Update five-year plans and identify the most critical water and sewer infrastructure projects based on analysis of existing system, service requests and direct input from the public works staff. HIGHLlGHTSISIGNIFICANT CHANGES The division will support continual evaluation of the sanitary sewer system. the water system and the streets. The integration of GPS and GIS technology including mapping of existing infrastructure will be continued along with improvement of field data acquisition. PERFORMANCE MEASUREMENTlSERVICE INDICATORS Estimated construction cost of design in-house % of GIS database completed for City infrastructure $1,400K $1,413K $1,452K $3,100K 100 45 50 0 0 1 1 1 1 3 3 4 Estimated construction cost of design by consultants City Engineer Senior Engineering Technician Total UTILITY FUND/WATER DISTRIBUTION PUBLIC WORKS PROGRAM DESCRIPTION Water distribution provides customer service and maintenance to water lines, valves. fire hydrants. sewer lines and manholes. This division also installs new water mains and valves, as well as sewer lines and manholes as necessary. OBJECTIVES/GOALS . Modify distribution system flushing procedures to coincide with data collected from the chloramines process. . Continue the leak detection survey to control/reduce water loss. HIGHLIGHTS/SIGNIFICANT CHANGES There are still many water mains that break frequently and will be replaced as scheduling and funding allows. Focus will be on replacement of older water mains, as well as coordinating system flushing efforts with the Fire Department. PERFORMANCE MEASUREMENT/SERVICE INDICATORS Number of water main breaks $18.98 Average cost of water mains (12") installed in-house (perfoot) AUTHORIZED PERSONNEL Utility Maintenance Foreman 1 1 1 Equipment Operator I 1 1 1 Maintenance Worker Q. Q. Q. . . . . . . . . . I . . I