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Home My WebLink AboutWK - February 26, 2013• F 1685 CROSSTOWN BOULtVARD N.W. • ANUUVLR, MINNEbUTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV City Council Workshop Tuesday, February 26, 2013 Conference Rooms A & B 1. Call to Order— 6:00 p.m. 2. WDE Update — MPCA - Planning 3. Joint Meeting with Open Space Advisory Commission - Planning 4. Update of Nightingale Reconstruction - Engineering 5. Discuss Utility Billing Service -Administration 6. Discuss 2012 -2013 City Council Goals and Values Progress Report - Administration 7. Pre -Audit Year End 2012 General Fund Budget Progress Report -Administration 8. January 2013 City Investments Review —Administration 9. Discuss 2014 Budget Development Guidelines - Administration 10. Other Topics 11. Adjournment C I T Y O F NDOVE 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US TO: Mayor and Councilmembers CC: Jim Dickinson, City Administrator FROM: David L. Carlberg, Community Development Director SUBJECT: WDE Update - MPCA DATE: February 26, 2013 INTRODUCTION Minnesota Pollution Control Agency (MPCA) representatives will provide an update to the City Council on recent activities at the Waste Disposal Engineering (WDE) Site. Respectfully submitted, Z-% j '-/' C.S� David L. Carlberg C I T Y O F NDOVER'- 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US TO: Mayor and Councilmembers CC: Jim Dickinson, City Administrator FROM: David L. Carlberg, Community Development Director SUBJECT: Joint Meeting with Open Space Advisory Commission DATE: February 26, 2013 INTRODUCTION The City Council and the Open Space Advisory Commission will meet jointly to discuss the goals of the Open Space Program as well as recent property negotiation activities. Respectfully submitted, David L. Carlberg A,L,Y O F 6 ^�o 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.AN DOVE RMN.GOV TO: Mayor and Council Members CC: Jim Dickinson, City Administrator FROM: David D. Berkowitz, Director of Public Works / City Engineer SUBJECT: Update of Nightingale Street NW Reconstruction /12 -28 - Engineering DATE: February 26, 2013 INTRODUCTION The City Council is requested to discuss the design layout for the proposed Nightingale Street NW Reconstruction, Project 12 -28. DISCUSSION As the Nightingale Street reconstruction design progresses staff will keep the City Council up to date on the progress. There are two items that staff is looking for direction. The first is trail construction limits and the added cost due to wetland impacts and the requested trail limits. The second item is the intersection at 150th Lane and the challenges to construct a by -pass lane. The layout along with estimated costs will be presented at the meeting. ACTION REQUIRED The City Council is requested to review and discuss the design layout presented by staff. Respectfully submitted, (J";0 0. r David D. Berkowitz A,L6 Y O F 6 j0!j 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.AN DOVER. MN.US TO: Mayor and Councilmembers CC: Jim Dickinson, City Administrator / Finance Directo FROM: Lee Brezinka, Assistant Finance Director SUBJECT: Utility Billing Services DATE: February 26, 2013 INTRODUCTION As you are aware, Connexus Energy will no longer be providing utility billing services for the City of Andover effective July 2013. They have decided to focus solely on their core business — delivering electricity to the north metro. Connexus Energy has provided billing services for the City for over 18 years and it has been a valuable partnership. DISCUSSION With Connexus Energy no longer providing billing services, Finance and Administration have had multiple discussions and have come up with two options: 1 — find another organization that provides similar services or 2 — bring utility billing in -house and manage it ourselves. Option 1: Continue Outsourcing Utility Billing There is a organization that provides billing services similar to Connexus and are currently providing services for Ramsey, Cottage Grove, Forest Lake, Savage and Isanti. They are able to present bills monthly and quarterly and would provide meter reading, bill presentation, remittance processing and a call center. Based on estimates, the conversion/start up fee would be $47,000 and an annual fee (based on number of accounts) of $126,000. Option 2: Bring Utility Billing In -House In order to bring utility billing in- house; we would need to hire two utility clerks, purchase the utility billing and meter reading interface from Springbrook software, contract for meter reading services, and pay for bill printing and postage. Based on estimates, the conversion/start up fee would be $55,000 and an annual fee of $170,000. In 2012, billing services with Connexus Energy cost the City $143,951. BUDGET IMPACT This service is funded through the General Fund and Enterprise Funds. ACTION REQUESTED The Andover City Council is requested to direct staff with which option to proceed with. Respectfully submitted, �.� Lee Brezi a A,0 Y O F 6 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US TO: Mayor and Council Members FROM: Jim Dickinson, City Administrator SUBJECT: 2012 -2013 City Council Goals and Values Progress Report DATE: February 26, 2013 INTRODUCTION On June 5, 2015 the City Council adopted the attached City of Andover 2012 -2013 Goals and Values. The values and goals were summarized into the following categories: 1. Fiscal 2. Commercial/Residential Development/Redevelopment 3. Collaboration 4. Service Delivery 5. Livability/Image DISCUSSION The attached City of Andover 2012 -2013 Goals and Values contain progress report segments that have been updated to date. The Council will be asked if the attached Goals and Values document is still fairly inclusive and relay to staff if acceptable progress is being made. ACTION REQUESTED Receive a brief presentation, review and discuss the progress being made on the 2012 -2013 Council Goals and Values, and provide direction to staff. City of Andover 2012 -2013 Goals and Values Fiscal Values: Statement: The City recognizes the following fiscal values as the basis for delivering current and future services to the residents of Andover. 1. Assure city financial stability through cost effective services. 2. Focus spending on community needs; wants need to be supported by new or redirected sustainable revenues. 3. Explore new revenue streams. 4. Don't commit dollars today that will commit the City to unsustainable future expenses. Progress Report: • The 2011&2012 budgets completed the year with both positive revenue and expenditure variances. The 2013 Budget was developed with specific guidelines that were adopted by the City Council and is being implemented following Administrative directives consistent with the adopted Fiscal Values. • Looking forward to 2014 the City Council will again consider adopting specific guidelines for the budget development; those guidelines will have the Council and City Staff continually analyze services. • The annual Capital Improvement Plan (CIP) development process evaluates current and future infrastructure improvements extensively to assure long term financial sustainability. City of Andover 2012 -2013 Goals and Values Commercial/Residential Development/Redevelopment Goals: Value statement: The City wants to be supportive of those invested in or wanting to be invested in our community. 1. Review TIF district expirations; discuss future planning and options available which may include the creation of new TIF Districts. 2. Facilitate upgrades or redevelopment of blighted or underdeveloped commercial /industrial parcels. 3. Help stimulate business growth in Andover through more business friendly municipal costs, regulations and support programs. 4. Develop a business outreach plan to improve City relationships with the business community. 5. Analyze existing commercial areas to determine if expansion is feasible and seek out new areas to serve the community. 6. Continually evaluate how to meet sewer /water and street needs of any proposed development and redevelopment projects. 7. Review City development processes to help reduce unnecessary steps, time delays and development costs. Progress Report. • The TIF districts status is reviewed periodically with the EDA. The EDA has started the process of acquiring blighted properties making way for future redevelopment options. • The City Council has eased signage restrictions, reduced commercial water utility connection charges, initiated and completed a retail market analysis, and created an additional TIF District to facility the Arbor Oaks senior housing project. • The City Council approved for 2012 & 2013 a pilot project for residential developers where the fixed fees, along with park dedication & trail fees, are collected at the time of building permit and variable fees be collected at time of final plat. The collection process is outlined in the development contract for each plat, and the developer signs an assessment agreement in the event the lots are not built on within two years the City would assess the fees to the lots not yet built on. • City Staff has increased involvement with the local chambers of commerce and is continually making efforts to get out and visit business owners to determine their needs. The Anoka Area Chamber and Metro North Chamber relationships are positive. • Relative to evaluating sewer /water needs of proposed development, the primary involvement has been offering municipal service at the time of reconstruction of roadways. The City was successful in securing CDBG grants to make water service available to two previously un- serviced neighborhoods. City of Andover 2012 -2013 Goals and Values Collaboration Goals: Value statement: The City is supportive of collaboration efforts that are cost - effective and improve efficiency in delivering services. 1. Rethink how we deliver existing basic city services and seek lower cost with increased productivity. 2. New collaboration opportunities must be a win -win for the participating cities. 3. Continue to work on developing working relationships with: school district, county, and adjoining cities; the goal being to reduce costs, improve delivery of services, and be as efficient as possible. 4. Seek County support on meeting the City's needs relative to transportation, in particular on how improvements to County and City infrastructure can solve traffic problems for our residents, assist existing business, and help attract new businesses. 5. Work with waste /garbage haulers to determine if a more efficient garbage collection process for the community can be achieved. Progress Report. • Administrative directives for the 2012& 2013 budget implementation stress seeking out efficient and cost effective services. • The City is pursuing collaborative opportunities with the County, School Districts, and neighboring cities. City Administration is currently working with the County to determine if the County Facility Maintenance Management System could provide efficiencies to the City. The City is also working with the County and the City of Coon Rapids to develop a regional dog park at Bunker Hills Regional Park. • The Bunker Lake Boulevard /7`h Ave reconstruction project is a good example of how the City and County can work together on transportation issues. But while some progress is being made, many other locations along County roads are in need of County participation either in the County actually doing a construction project or allowing the City or proposed development to do a construction project. Projects would include: turn - lanes, additional lanes, controlled intersections or reasonable access to a County road. City of Andover 2012 -2013 Goals and Values Service Delivery Goals: Value statement: The City is committed to providing efficient and cost - effective city services. 1. Determine if the City should reduce maintenance on parks not used or useable for cost savings; consider elimination of tot lots; focus development on larger parks and an expanded trail system. 2. Review the City relationships with the local sports associations to help provide for exceptional program delivery to the community. 3. Pursue paperless opportunities whenever possible and feasible. 4. Analyze the "administrative fine" process to reduce use of courts, increase local revenues, and improve code compliance. 5. Explore opportunities with law enforcement to improve community policing. 6. Pursue local programming during summer or school days for the community youth by effective utilization of the Community Center and the City's relationships with local service organizations. 7. Continually review our processes to reduce unnecessary or unwanted service deliveries. 8. Discuss employee salaries and the review process with the budget development process, this should include reviewing salary ranges, cost of living adjustments (COLA), longevity, and merit based pay. Progress Report. • The Park Commission along with City Staff has evaluated all City Park properties to determine future uses and improvements. Along with this process the Park Commission has invited the local sports associations and neighborhoods to participate in the process. • A task force was created to explore whether or not artificial turf is an option for the City to consider enhancing or expanding the current field offerings. A final report from this task force was presented to the Council in June. In response the City Council purchased a 39 acre parcel to meet field demand, a master plan was developed and construction is anticipated to start in 2013. • The City is currently using a paperless City Council packet and City Staff is continually encouraged to. use electronic meanings of communication to limit paper use and to make presentations. • City Administration and the City Attorney have researched administrative fines; neighboring communities have implemented administrative fines, staff is montoring to see if they are achieving measured success. • As part of the 2012 budget process the City expanded the law enforcement contract to include an additional investigator to help with investigations and to pursue community policing in current "hot spots " within the community. Service Delivery Goals (continued): • The City Council as part of the 2012 budget supported a teen after- school program with the YMCA. This program in conjunction with the Youth First program is intended to start meeting the early teen programming needs within the community. Both programs to continue in 2013. • Employee salaries are annually evaluated; comparisons are made with other comparable communities. As part of the 2013 budget development process certain positions were recommended for adjustment to remain competitive. City Administration also continues to evaluating a conversion to PTO (paid time ofJ) versus the current sick and vacation leave program. City of Andover 2012 -2013 Goals and Values Livability/Image Goals: Value statement: The City recognizes that providing quality basic & desired services enhances the quality of life of our residents. 1. Pursue preserving open space when viable and feasible opportunities are available. 2. Continue efforts along Hanson Boulevard with promoting sustainable landscape. 3. Determine if the Livable Communities Program is a viable program for Andover. 4. Determine if Metro Transit can be expanded into Andover. 5. Be creative in improving and adding amenity options for the residents of Andover. 6. Review recent 2010 Census data and use for planning future projects. Progress Report: The Open Space Commission continues to evaluate properties as options for the City to purchase as part of the Open Space Referendum program. Minimal development has occurred so not much activity has taken place through the development process to preserve open space. Each Open Space acquisition proposal going forward will include cost estimates on access related costs and estimates on future maintenance cost. In addition, as part of the 2013 budget development a separate budget identifying the ongoing maintenance cost related to the open space purchases is included. The City continues to monitor the past sustainable landscape plantings and continues to pursue property owners along Hanson Boulevard to expand the landscape offering. The Great River Substation landscape improvements were completed. Met Council representatives were at a past Council workshop and presented the benefits of participating in the Livable Communities Program. No decision to participate was made. Updated 2010 Census data and a recent retail market analysis are being used as a tool for economic development marketing. ILNDOVE 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US TO: Mayor and Councilmembers FROM: Jim Dickinson, City Administrator SUBJECT: Pre -Audit Year End 2012 General Fund Budget Progress DATE: February 26, 2013 (5) INTRODUCTION The City of Andover 2012 General Fund Budget was approved with total revenues of $9,263,720 and total expenditures of $9,263,720. The 2012 expenditure budget was amended to $9,878,220 acknowledging $35,000 of 2011 budget carry forwards, a $600,000 transfer to the Park Improvement Fund less $20,500 of 2012 budget carryforwards. Monthl}�rgporting of the City Budget progress to the Governing body is a recommended financial practice and often viewed positively by rating agencies. . DISCUSSION The following represents what were City Administration's directives and departmental expectations for 2012: 1. Expenditure budgets while approved, expenses are to meet with the spirit that needs are fulfilled first, expansions of service and special requests are to be reviewed with City Administration before proceeding. 2. Departments are committed to search for the best possible prices when purchasing goods and services. 3. Departments are committed to continually searching out new efficiencies and to challenge the status quo of how the City provides services. 4. Departments are committed to searching out collaborative opportunities with our neighboring government agencies to facilitate efficient and cost - effective utilization of governmental assets and personnel. 5. Departments are committed to developing effective consistent and ongoing communications with City residents, businesses and other stakeholders. Attached is the Pre -Audit Year End 2012 General Fund Budget Progress report, other documents may be distributed at the meeting. ACTION REQUESTED The Council is requested to receive a presentation and provide direction to staff. Ily submitted, < . CITY OF ANDOVER General Fund Budget Summary Totals Budget Year 2012 2011 2012 REVENUES Budget Dec YTD % Bud Final Budget Dec YTD % Bud General Property Tax $ 7,217,219 $ 7,115,936 99% $ 7,115,936 $ 7,398,782 $ 7,340,532 99% Licenses and Permits 250,080 387,206 155% 387,206 250,155 449,561 180% Intergovernmental 558,215 566,707 102% 566,707 566,103 653,720 115% Charges for Services 580,200 866,584 149% 866,584 601,150 973,605 162% Fines 105,750 99,777 940/6 99,777 100,750 97,571 97% Investment Income 65,000 130,368 201% 130,368 65,000 95,365 147% Miscellaneous 84,900 127,602 150% 127,602 84,850 149,951 177% Transfers In 196,930 196,930 100% 196,930 196,930 196,930 100% Total Revenues. $ 9,058,294 $ 9,491,110 105% $ - - - 9,491,110 $ 9,263,720 $ 9,957,235 107% 2011 2012 EXPENDITURES Budget Dec YTD % Bud Final Budget Dec YTD % Bud GENERAL GOVERNMENT Mayor and Council $ 106,956 $ 101,372 95% $ 101,372 $ 88,162 $ 83,622 95% Administration 138,157 135,523 98% 135,523 140,621 140,047 100% Newsletter 27,500 22,897 83% 22,897 25,500 22,335 88% Human Resources 36,221 31,854 88% 31,854 15,429 12,485 81% Attorney 178,300 171,062 96% 171,062 178,300 170,930 96% City Clerk 103,333 100,693 97% 100,693 103,937 101,378 98% Elections 6,750 6,398 95% 6,398 53,922 39,613 73% Finance 212,967 207,033 97% 207,033 213,522 207,338 97% Assessing 152,500 143,693 94% 143,693 152,500 143,338 94% Information Services 154,871 142,963 92% 142,963 153,560 136,025 89% Planning & Zoning 355,258 324,302 91% 324,302 338,696 318,524 94% Engineering 414,408 413,819 100% 413,819 419,688 428,960 102% Facility Management 553,739 469,476 85% 469,476 _ 564,639 420,794 75% Total General Gov, _ +2,440,960 2,271,085 93 %° 2,271,085 _ - 2,448,476 - 2,225,389 91 %'. _ PUBLICSAFETY Police Protection 2,615,407 2,615,407 100% 2,615,407 2,694,135 2,693,896 100% Fire Protection 1,077,084 974,988 91% 974,988 1,071,933 1,017,095 95% Protective Inspection 363,789 360,277 99% 360,277 363,834 354,752 98% Civil Defense 16,463 16,301 99% 16,301 16,755 14,087 84% Animal Control 9,970 11,087 111% 11,087 9,950 8,503 85% Total Public Safety 4,082,713 3,978,060 97% 3,978,060 4,156,607 4,088333 98 % PUBLIC WORKS Streets and Highways 578,050 594,293 103% 594,293 571,125 570,631 100% Snow and Ice Removal 489,315 434,602 89% 434,602 488,172 420,174 86% Street Signs 196,712 175,833 89% 175,833 196,631 170,200 87% Traffic Signals 36,000 26,569 74% 26,569 36,000 27,457 76% Street Lighting 36,400 32,317 89% 32,317 36,400 33,439 92% StreetLights - Billed 206,000 189,144 92% 189,144 206,000 195,196 95% Park & Recreation 916,832 889,178 97% 889,178 932,599 912,767 98% Recycling 122,273 109,911 _ 90% 109,911 126,210 152,642 121% Total Public Works _ - 2,581,582 - 2,451,847 95% 2,451,847 2,593,137 - 2,482,506 - 96% OTHER 45,000 30,631 68% 30,631 680,000 663,371 98% Total Other 45,000 30,631 68% 30,631 - - 680,000 .663,371 - 98 %' Total Expenditures $ -.- 9,150,255 - $ 8,731,623 95% S 8,731,623 $ '9,878,220 $ 9,459,599 96% NET INCREASE (DECREASE) $ (91,961) $.: 759,487 $ 759,487 $ '.. (614,500) _ $ - 497,636 i LNDO 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US TO: Mayor and Councilmembers FROM: Jim Dickinson, City Administrator SUBJECT: January 2013 Investment Report DATE: February 26, 2013 INTRODUCTION Summary reporting of the City Investment portfolio to the Governing body is a recommended financial practice and often viewed positively by rating agencies. Furthermore, the City of Andover Investment Policy recommends the Finance Director presents to the City Council at least quarterly the type of investments held by the City. DISCUSSION Attached is the Investment Maturities Summary for January 2013, the January 2013 Investment Detail Report, and the January 2013 Money Market Funds Report. These attachments are intended to assist with discussion in reviewing the January 2013 investments. 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N O O 01 N M Of U N 0 0 0 o e e M N 0 0 0 3 O O O O M M O O O O O V W 0 A ID O O O 0 0 N (D (R U0 � (0.1 V O O N M n a.... M O lD M y O r f� C! M r cn rn CD cn co = C Q Q Q Q U > ¢ rn m = w d t`7 th f7 M CJ M N V C f0 c+J O 0 O a° a a a a a o g m g a m N O O M Of N N N LL GJ L 0�1 M C' 00 2N i r- W M J LU 2 U —+ V) F- W 2 N W Z C } CD r- LO 00 rl N Y M C N 00 M O a) W C O L L N 3 U c L LL Y c6 2 O N Q .L c O U' C G O � c 0 O 2) U- N co LL N C/) J a CL d a M b d' a a O M N W C LL a) d Y L M a N C O ca 0 C) a w a CITY OF LNDOVE 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US TO: Mayor and Councilmembers FROM: Jim Dickinson, City Administrator SUBJECT: Discuss 2014 Budget Development Guidelines DATE: February 26, 2013 INTRODUCTION City Administration is starting to focus on the 2014 Annual Operating Budget Development process and is looking to the City Council to establish the Council's guidelines for the preparation of the 2014 Annual Operating Budget. . DISCUSSION The following are some suggested 2014 Budget Development guidelines for your consideration and could be impacted by the Councils discussion: 1) A commitment to a City Tax Capacity Rate to meet the needs of the organization and positioning the City for long -term competitiveness through the use of sustainable revenue sources and operational efficiencies. 2) Continue with the current procurement and financial plan to appropriately expend the bond proceeds generated from the successful 2006 Open Space Referendum. 3) A fiscal goal that works toward establishing the General Fund balance for working capital at no less than 45% of planned 2014 General Fund expenditures and the preservation of emergency fund balances (snow emergency, public safety, facility management & information technology) through targeting revenue enhancements or expenditure limitations in the 2013 adopted General Fund budget. 4) A commitment to limit the 2014 debt levy to no more than 25% of the gross tax levy and a commitment to a detailed city debt analysis to take advantage of alternative financing consistent with the City's adopted Debt Policy. 5) A comprehensive review of the condition of capital equipment to ensure that the most cost - effective replacement schedule is followed. Equipment will be replaced on the basis of a cost benefit analysis rather than a year based replacement schedule. 6) A team approach that encourages strategic planning to meet immediate and long -term operational, staffing, infrastructure and facility needs. 7) A management philosophy that actively supports the funding and implementation of Council policies and goals, and a commitment to being responsive to changing community conditions, concerns, and demands, and to do so in a cost effective manner. ACTION REQUIRED The Council is requested to review the aforementioned proposed Budget Development guidelines, discuss whether or not they are appropriate for developing the 2014 Annual Operating Budget. submitted, Dickinson