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Home My WebLink AboutSP July 31, 1990 .~) ~) -"\ ) /9\ CITY of ANDOVER Special City Council Meeting July 31, 1990 7:30 P.M. Call to Order 1. Accept Resignation/Utility Billing Clerk 2. Accept Resignation/Receptionist_Sec. 3. Budget Work Session 4. Adjourn .,~ , " 'J CITY OF ANDOVER REQUEST FOR COUNCIL ACTION July 31, 1990 DATE ORIGINATING DEPARTMENT Finance Howard Koolick ~ Finance Director BY: AP,P~ROV.ED FOR AGE ~~'t\ BY: If-J () AGENDA SECTION NO. ITEM Accept Resignationl NO. utility Billing Clerk till I. REQUEST The Andover City Council is requested accept the resignation of Debbie Sta1boerger, the City's Utility Billing Clerk, and authorize staff to advertise for a replacement. BACKGROUND Attached are Debbie's letter of resignation and a memo which was sent to City employees notifying them of Debbie's departure. COUNCIL ACTION SECOND BY MOTION BY " . ----' TO '0 ' ~-) ; ',~ ;; '. 1f-IQ-4o tll~ Keo \'l~ ] 3JWo) i , I: ...__ " .' .1" .' , 8~ CITY of ANDOVER 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (612) 755-5100 MEMORANDUM TO: COPIES TO: FROM: DATE: REFERENCE: All Ci ty Staff Honorable Mayor and City Council Howard Koolick, Finance Director July 27, 1990 Resiqnation of Debbie Stalboerqer For those of you who may not already know, Debbie Stalboerger has decided to resign her position as utility Billing Clerk for the City. Debbie is pregnant and has decided to leave work to spend more time with her children. While at home she will be proyiding daycare services for a neighbor's two children. . o Speaking for the Finance Staff, we appreciate Debbie's hard work over the last 2 years. We will certainly miss her sense of humor as well as her understanding of the utility billing operation. Debbie's official last day will be Friday August 3. Details of an appropriate send-off will follow. Congratulations Debbie, and thank you for your contributions to the City of Andover. '~ ~J ," "- "J CITY OF ANDOVER REQUEST FOR COUNCIL ACTION DATE Julv 31. 1990 AGENDA SECTION NO. ORIGINATING DEPARTMENT Administration APPR,<?Vf 0 ~OR AGENQ',\' ITEM NO. Accept Resignation 0< V. Volk ~\, BY: VIjJ / BY: The city Council is requested to accept the resignation of Helena Hoger, effective August 24, 1990. Helena is leaving the city to move out of the state. Council is also requested to authorize staff to advertise for a replacement for Helena. Attached is a copy of Helena's letter of resignation. COUNCIL ACTION MOTION BY .' "- "-/ TO SECOND BY I: ~.J !i he51 \qqo 1.1 I!\:l ~ A-o ~ ~)#.~ ~ C6 l:~.~ z.~1, Iqqo I \L u.W.L b2.. ~~ nJj I.;~ (U)~/~ ~~t~ . I: ~j 06 JJncbl-LQ./\. , I ii~ O--Ytn ~CJ~rl~' 30 .t&.~~06 '-.. l: --.A Labct.m 0- . ; , , i ;.j i ~ ~ ~ ~~~ wC:-~j'~ I,;:~~C~~~~~ . \'jC0n CLfJ-'~ AhoJ- ,~ fuf CO ~ Vff'-J../'Y)j !!r~ OJId: 0-lgJ .h~ f~~~ mlL/1.J .... !i LV0n~4.1 ~. 't1'u ~(J T\lU)(Fn I: ~~ ~ Q., \L ~~ k<-u CLnJ I:i~ O0rYl' ~ -tu ..,.o~ .*ho..:t \,:~ WCL() ii ~ cD +ho.1 P~D. :'i ! : ~ i~tVll~ ~ ~r+~ I.!~o(\~ o@3~ ~hClt ~ l.iY~, ,.: i I lij 0 . !i~L..\ ~' .~~ J . .. I: IL,--,,,-, / i ! ~ i o , \ '-~ CITY OF ANDOVER REQUEST FOR COUNCIL ACTION DATE "T" 1 Y ':11. 1 99 Q Finance i- APPR,<;>W:i FOR AGEN, ~\ !fV~ BY: / / AGENDA SECTION NO. ORIGINATING DEPARTMENT ITEM NQ 1990 General ..:3 Funn ,.., -'. Howard Koolick BY: "'; n; .- REQUEST The Andover City Council is requested to review the 1990 General Fund Budget. BACKGROUND The 1990 General Fund Budget was prepared by the Finance Director based on requests by all department heads. These requests were compiled by the Finance Director and amended to the point where estimated revenues equaled estimated expenditures. The computer print-outs which were included with this item are the results of this process. / "- '-.-/ The format of the budget has changed from prior years as the City begins using the capability of its new computer system. The reports show 1988 and 1989 actual revenues/expenditures and 1990 data thru the date indicated. On this report, all data is through June 30, 1990. The last three columns show the 1990 revised budget, the 1991 preliminary budget and the 1991 amended budget. The preliminary budget represents the requests of all departments and original revenue estimates. The 1991 amended budget is the balanced budget after items were removed or revised. A listing of all items changes in the requested budgets is attached. At a future meeting, the City Council will be presented the budgets for the Special Revenue Funds, Debt Service Funds and Water and Sewer Funds. COUNCIL ACTION I MOTION BY , '/ TO SECOND BY Special city Council Meeting July 31, 1990 1991 Budget ~~ ESTIMATED REVENUES The City's levy limit has increased by $125,072 from $1,239,143 to $1,364,215. This increase represents a 10.09% increase in our levy limit. This amount is represented on the budget as follows: Description Account Code Amount Current Ad Valorem Taxes Homestead and Agri- cultural Credit Aid Equilization Aid Total 101.31010 101.33402 101.33425 $ 975,643 336,000 52,572 $1,364,215 Despite the increase in the levy limit, estimated revenues are budgeted to increase only 4.73%. There are three main reasons for this fact. First is a projected decrease in revenues generated from construction. These revenues include the following: ,- -" ,-J Building Permits Contractor Licenses Heating Permits Plumbing Permits Septic Systems Septic Pumping Septic Repair Sanitary Sewer Certificate of Occupancy Plan Check Fees Sewer Administration SAC Retainage 101.32210 101.32160 101.32211 101.32212 101.32213 101.32214 101.32215 101.32216 101.32219 101.34104 101.34109 101.34951 Second, the State has frozen the level of Local Government Aid (101.33401) at the 1990 level less the aid cut in 1990. Third, interest earnings (101.36210) are projected to be down based on decreasing cash balances and previous years history. The transfer from the administrative trust fund (101.39203) merits a short discussion. You will recall that in completing the budget last year, the City opted to change the method of amortizing the administrative and assessing charges from a straight-line basis to a percentage of paid assessments basis. Estimates of the 1991 transfer were approximately 45,000. Estimates of the 1990 transfer were approximately $202,000. To more smoothly implement this accounting change and prevent wide budget fluctuations, an additional 45,000 from the 1990 transfer was included in the 1991 budget. The following is a summary of this transfer: :J Special city Council Meeting July 31, 1990 1991 Budget .~~ 1990 Transfer 1991 Budgeted Transfer Amount based on estimate of assessments paid Amount budgeted in 1990 Anticipated transfer in excess of 1990 budgeted amount Aid cut by state in 1990 to be funded by additional transfer Additional amount to be budgeted in 1991 $202,000 135,173 $ 45,000 66,827 22,516 Total (45,000) (689 ) 45,000 90,000 A second revenue source that merits discussion is the municipal state aid maintenance funds (101.33418). In previous years this amount was split between the General Fund and the State Aid Street Fund. The first $22,600 was put in the General Fund and the remainder was put in the State Aid Street Fund. This procedure was used to accumulate money for paying interest on state aid bonds. However, the State sends separate money for principal and interest on state aid bonds. Therefore, the money received for /\ maintenance is now being put total in the General Fund to support ,~ the street maintenance. GENERAL FUND EXPENDITURES Expenditures can be broken down into 5 main catagories: Personal Services, Supplies, Purchased Services and Other Current Expenditures, Capital Outlay, and Other Costs. Each catagory is discussed below. Personal Services - Expenditures in this catagory include salaries and benefits. They are shown in each department with object codes (the last three digits of the account code) of 100-199. The 1991 budget includes no new full-time staff. Fifteen new firefighters are included under Fire Protection. Public works had requested two new employees, a full-time secretary and part-time parks coordinator. All of these positions were deleted from the budget. In addition, the student receptionist has been deleted since we have operated without one for such a long period of time and feel this position is not needed. Salary increases were scaled back from four percent to three percent to balance the budget. As far as benefits are concerned, no increases in benefits was included. The additional health 1 insurance benefit approved as part of the 1990 union contract was ~~ included. '\ '------') ~J i, ) Special City Council Meeting July 31, 1990 1991 Budget Su~plies - Expenditures include office supplies, repair and ma~ntenance supplies, gasoline etc. They are shown in each department with object codes (the last three digits of the account code) of 200-299. . The amount of supply items deleted from each department is shown on the list of items deleted from preliminary budgets. Purchased Services and Other Current Expenditures - Expenditures include professional services such as attorney, auditor etc., dues and registrations, repair costs, etc. They are shown in each department with object codes (the last three digits of the account code) of 300-499. The amount of purchased services and other current expenditures deleted from each department is shown on the list of items deleted from preliminary budgets. Capital Outlay - Expenditures for land and equipment are included in this catagory. They are shown in each department with object codes of 500-599. As was the case last year, most capital outlay was deleted from the budget. The following is a listing of the capital outlay which is still in the budget: Department Data processing Account Code Amount Description Copier Lease Payments 101.41920.580 $ 3,900 City Hall Building 101.41960.510 850 5,270 Taxes-Laptuta Prop. Exercise Option - Laptuta Prop. Street and Highways 101.43100.530 101.43100.581 101.43100.581 9,000 30,000 51,364 Class IV for streets cracksealing Seal coating Street Lights Billed 101.43190.530 8,000 Installation costs amortized over 5 yrs. by AEC billed quarterly Park and Recreation 101.45200.530 57,700 Park Improvements Other Costs - Expenditures in this group include assessments on park property, the community school program and transfers to other funds. They are shown in each department with object codes of 600-800. . Special city Council Meeting July 31, 1990 1991 Budget , \ ~) There are several programs/activities which City Council has discussed over the previous year that I would like to highlight. 1. Street Signs - Account 101.43170.226 includes $5,900 for street signs petitioned for in 1990. Council has put these on hold, pending the budget. Council may wish to discuss if the City or residents requesting signs should pay for the signs. The signs requested in 1990 were in the following areas: $1,500 1,100 2,300 1,000 5,900 The estimated $6,000 for requests in 1991 was deleted from the budget. Xenia/157th Avenue area Barnes Rolling Oaks 2nd additon Hawkridge, Countryview Estates and Verdin Acres Moore's Estates/158th Avenue 2. North Metro Mayor's Association - In a meeting earlier this year, Council declined joining this organization due to financial constraints. Unfortunately, it has been deleted again. ~) 3. Street Light Installation - The budget included $1,000 for installing new street lights on county roads. During 1989, Council received requests for installing street lights which were turned down due to lack of funds. Again this year, no money is budgeted for installing street lights. 4. Merit Pay Increases - Last year while approving staff salaries, Council expressed a desire to have salary increases based on performance instead of a percentage increase for all employees. The preliminary budget included a 4% increase for all employees plus $10,000 for merit pay and comparable worth increases. This $10,000 has been deleted from the budget. 5. Contingency - The 1990 budget includes an amount for unforeseen emergencies under account 101.49200.499. There is no such amount currently budgeted for 1991. 6. Recycling - Current there is no budget for recycling. The County has been unable to give us an estimate of our funding for 1991. Once this figure is available, the budget will be amended accordingly. REQUEST FOR COUNCIL ACTION ~) The Andover City Council is requested to review the budget and provide the Finance Director with direction regarding desired changes in the budget. Council is also asked to schedule an additional meeting if they feel it is necessary to review the requested changes. CITY OF ANDOVER ITEMS DELETED FROM PRELIMINARY BUDGET REQUESTS GENERAL FUND BUDGET YEAR 1991 .' "- , "-J' Department Ci ty Council Mayor Administration Financial Administration ~J Auditing Assessing Attorney Planning and Zoning Data Processing City Hall Fire Station .~ Item Amount Office Supplies (201) $ 200 Professional Services - Peach and Associates Minutes (301) $ 300 Publications (353) $ 290 Dues in North Metro Mayor's Association (433) $ Student receptionist (101) $ Office Supplies (201) $ Repair/Maint Supplies (220) $ Postage (322) $ Membership in Anoka Hennipen Legislative Organization(433) $ Membership in Anoka County Legislative Organization(433) $ Miscellaneous Dues (433) $ File Cabinet (560) $ Credenza (560) $ $ $ $ $ Office Supplies (201) Transportation (330) Dues for American Institute of CPA's (433) Dues for Minnesota Society of CPA's (433) Annual Audit Fee (301) Anuual Assessing Fee (301) Ordinance Enforcement (41614) Office Supplies (201) Commissioner attendance at training seminar (433) Paper, copier and computer supplies (201) Improvements (530) Carpet for offices in older portion of building Natural Gas (383) Miscellaneous Improvements to Building (530) Equipment (580) Page 1 3,000 3,500 500 50 100 1,000 1,000 250 170 600 600 100 100 80 $ 1,500 $ 500 $ 500 $ 200 $ 100 $ 1,000 $ 1,000 $ 1,400 $ 650 $ 450 $ 1,200 CITY OF ANDOVER ITEMS DELETED FROM PRELIMINARY BUDGET REQUESTS GENERAL FUND BUDGET YEAR 1991 ,~ '\ , 'J Department Public Works Building Senior Citizen Center Equipment Building Engineering Fire Protection ~~ Rescue Service Protective Inspection '\ : ) '-/ Item Insurance (360) Repair outside of building and paint (530) Replace Air Conditioning and Heating (530) Natural Gas (383) Finish Cement Floor and Plywood walls, ceiling and paint (530) Automatic door opener (580) Geographic information system (580) Personal computer to run GIS software (580) Office supplies (201) Operating supplies (210) Gas ( 212) Contribution to relief assoc. for new firefighters (124) $ Worker'S Compensation Ins.(15l)$ Office supplies (201) $ Training supplies (207) $ Operating supplies (210) $ Repair of Vehicle 4881 (221) $ Printing (352) $ Buildings (520) $ Improvements (530) $ Equipment (580) $ Misc. tools and replacement parts (580) $ Breathing appartus (580) $ Protective gear(580) $ Pump-can parts (580) $ Batteries (580) $ Operating supplies (210) $ printing (352) $ Uniforms (430) $ Miscellaneous Equipment (580) $ Office Supplies (201) Transportation (330) Insurance (360) Miscellaneous Office Equipment (580) Page 2 Amount $ 330 $ 4,000 $ 10,000 $ 200 $ 5,000 $ 600 $ 5,050 $ 6,000 $ 350 $ 50 $ 100 6,300 1,000 100 400 400 10,000 500 1,500 600 20,000 250 800 500 80 100 100 100 750 2,000 $ $ $ $ 300 100 100 900 CITY OF ANDOVER ITEMS DELETED FROM PRELIMINARY BUDGET REQUESTS GENERAL FUND BUDGET YEAR 1991 - -I '---/ Department Animal Control Streets and Highways Snow and Ice Removal Street Lighting Street signs () Park and Recreation Tree and Weed Control Unallocated General Public Works (Items which are spread to a number of public works departments) All Departments ,. ....., '-) Item Amount Fees to Animal Control (310) $ 700 $ 1,000 $ 28,636 $ 10,000 $ 25,000 Repair/Maint labor on streets Sealcoating (581) Crack sealing hot torch/wand Asphalt hot box (580) Repair/Maint supplies (Sand and Salt) (226) $ 750 Repair/Maint labor on vehicles $ 250 Installation of new lights $ 1,000 (530) Repair/Maint supplies - Signs Esitmated need for new signs in 1991 (226) $ Signs needed to replace old signs (226) $ Hydraulic Sign Puller (580) $ 6,000 1,000 4,500 Part-time Park and Recreation Coordinator including benefits (100's) $ Tandem Trailer for Hauling Mower (580) $ Operating Supplies (201) $ Diesel Fuel (218) $ Tree Chipper (580) $ Rental of equipment (410) $ 9,365 6,000 100 100 8,000 1,000 Worker's Compensation Ins.(151)$ 1,000 Contingency - Merit and Comp Worth pay increases including benefits (499) $ 10,000 Public Works Secretary including benefits (100s) $ 19,404 Public Works Employee including benefits (100s) $ 26,616 Bobcat (580) $ 17,000 Tractor (580) $ 25,000 Plow Truck, wing and sander(580) 50,000 2 One ton Truck plow (580) $ 48,000 Salary increases reduced from 4% to 3 % including benefits approx. $ 7,000 Page 3