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HomeMy WebLinkAboutSP August 16, 1990 ~J.;:;;':::':':."':'~ (fA) ~~_......;/ ............-- !' 7:30 P.M. o .u CITY of ANDOVER Special City Council Meeting August 16, 1990 Call to Order 3. Adjourn @.. ..~ ....~" .~.\:::.. '?,'C' u U CITY OF ANDOVER REQUEST FOR COUNCIL ACTION August 14, 1990 ITEM NO. t DATE ORIGINATING DEPARTMENT Public Works BY: Frank Stone FOR AGENDA SECTION NO. We had 61 applications for a non-permanent employee. We picked out five of the most favorable applicants to interview. They were Alfred Lumppio, Christian Jones, LuAnn Darveaux, Mike Novack and Ken Staloch. Out of these five, we selected LuAnn Darveaux. Although all applicants were good, LuAnn showed a lot of experience in all areas, from having worked with us winter and summer as a part-time employee for the past three years, and is a very dependable person. She is also with the Andover Fire Department. I would recommend hiring LuAnn Darveaux for the non-permanent Public Works employee at $8.78 per hour from 8/20/90 to 12/31/90. COUNCIL ACTION MOTION BY TO SECOND BY /Ii t. \p fA'..' ,~r\ ~. (?-. .~:"'."j u U CITY OF ANDOVER REQUEST FOR COUNCIL ACTION August 16, 1990 DATE AGENDA SECTION NO. ORIGINATING DEPARTMENT Finance :~f~I FOR BY)~ I ~TJM 2. Budget Work Session Howard Koolick BY: Finance Director REQUEST The Andover City Council is requested to review the 1991 General Fund Budget and budgets for the Debt Service Funds. BACKGROUND GENERAL FUND 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 Water and Sewer Funds and the Special Revenue Funds. COUNCIL ACTION MOTION BY TO SECOND BY Special City cour~l Meeting August 16, 1990 Budget Work Session ESTIMATED REVENUES o 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 Current Ad Valorem Taxes Homestead and Agri- cultural Credit Aid Equalization Aid Total Amount 101.31010 101.33402 101.33425 $1,026,643 285,000 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: 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: Special City cour~l Meeting August 16, 1990 Budget Work Session o 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 categories: Personal Services, Supplies, Purchased Services and Other Current Expenditures, Capital Outlay, and Other Costs. Each category is discussed below. Personal Services - Expenditures in this category 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 insurance benefit approved as part of the 1990 union contract was included. Special City cour~l Meeting August 16, 1990 Budget. Work Session o Su~plies - Expenditures include office supplies, repair and ma1ntenance 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 category. 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 Account Code Data processing 101.41920.580 City Hall Building 101.41960.510 Street and Highways 101.43100.530 101.43100.581 101.43100.581 Street Lights Billed 101.43190.530 Park and Recreation 101.45200.530 Amount Description Copier Lease Payments Taxes-Laptuta Prop. Exercise Option - Laptuta Prop. Class V for streets Cracksealing Seal coating $ 3,900 850 5,270 9,000 30,000 51,364 8,000 Installation costs amortized over 5 yrs. by AEC billed quarterly 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 cour~l Meeting August 16, 1990 Budget Work Session o 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: Xenia/157th Avenue area Barnes Rolling Oaks 2nd addition Hawkridge, Countryview Estates and Verdin Acres Moore's Estates/158th Avenue $1,500 1,100 2,300 1,000 5,900 The estimated $6,000 for requests in 1991 was deleted from the budget. 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. The amount included in the 1991 budget is slightly smaller than last year. 6. Recycling - Currently 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. Special City Council Meeting August 16, 1990 (') Budget Work Sessiun o After completing the budget, Jeff Kieffer and Todd Haas approached me about funding approximately $10,000 in 1991 for planning for Kelsey Park. This amount would be reimbursed from a grant which would be received in 1992. Potential funding sources are to have them include this request in their 1991 capital budget, use park dedication fees or loan the funds from the PIR fund. The loan would be repaid from the grant and the resolution authorizing the loan would include the method of repayment should the City not receive the grant. The loan from the PIR fund is my recommendation since it does not penalize park development in 1991 for an item that will occur in 1992 and be partially funded by the State of Minnesota. DEBT SERVICE FUNDS Once again the City Council is being asked to set formal debt service fund budgets. These budgets are similar to last year, with the following exceptions: 1. An estimate of the bonds to be issued to refinance the 1988 temporary bonds is included. 2. The revenues and expenditures for the certificates of indebtedness includes only those certificates issued to date. If Council intends to issue certificates this year, these numbers will need to be adjusted. Council will need to provide direction on the amount that will be issued. 3. Two bond issues include budgeted transfers to the PIR fund. Both bonds final maturities are in 1991. The amount is an estimate of funds remaining after all bond payments are made. 4. A budget has been established for the debt service portion of the Fire Station Construction Bonds. The amount shown as bond proceeds is an estimate of the portion that will be directed towards paying the debt. The remainder will be put in a construction fund to pay for construction. The amount shown as issuance costs is simply an estimate of legal, bond counsel and other costs. REQUEST FOR COUNCIL ACTION The Andover City Council is requested to review these budgets and provide the Finance Director with direction regarding desired changes. Council is also asked to schedule an additional meeting if they feel it is necessary to review the requested changes. o () JULY 27, 1990 PAYABLE 1991 LEVY LIMIT CALCULATION FOR THE CITY OF ANDOVER 1. PAYABLE 1990 ADJUSTED LEVY LIMIT BASE: * 2. INFLATION ADJUSTMENT, 3. INFLATION ADJUSTED 1991 LEVY LIMIT BASE (lX2): 4. ADJUSTMENT FOR GROWTH IN POPULATION OR HOUSEHOLDS (USES ONE-HALF OF THE GREATER OF THE FOLLOWING RATIOS) $ $ POPULATION HOUSEHOLDS A. 1989 B. 1988 C. RATIO (1989/1988) D. ADJUSTMENT FOR GROWTH: ** 5. POPULATION/HOUSEHOLD ADJUSTED 1991 LEVY LIMIT BASE (3X4D): 14,646 13,086 1.119 4,172 3,810 1. 095 $ 6. ADJUSTMENT FOR RECENT ANNEXATION A. 1989 POPULATION OF ANNEXED AREA B. 1989 POPULATION OF CITY EXCLUDING ANNEXED AREA C. RATIO (6A/6B) D. ADJUSTMENT FOR ANNEXATION(1.0+6C) o 14,646 .000 1. 000 7. RECENT ANNEXATION ADJUSTED 1991 LEVY LIMIT BASE (5X6D): 8. REFERENDUM LEVY LIMIT BASE ADJUSTMENTS, 9. LEVY LIMIT BASE ADJUSTMENT FOR 100% OF 1990 AID REDUCTION: 10. FINAL ADJUSTED 1991 LEVY LIMIT BASE (7+8-9), 11. 1991 STATE PAID AIDS: A. 1991 LOCAL GOVERNMENT AID: B. 1991 TACONITE AID, C. CITY DISTRIBUTION OF EXCESS TAX INCREMENT TAXES, *** D. TOTAL (11A+11B+11C): 12. PAYABLE 1991 LEVY LIMITATION (10-11C): $ $ $ $ $ $ $ $ $ * FINAL ADJUSTED 1990 LEVY LIMIT BASE FROM LINE 9 OF THE CITY OR TOWN'S PAYABLE 1990 LEVY LIMIT NOTICE. ** USES ONE-HALF OF THE GREATER OF THE TWO RATIOS. IF THE RATIO IS LESS THAN 1.000, IT HAS BEEN CHANGED TO THE NUMBER 1.000. *** DISTRIBUTED UNDER M.S. 469.177, SUBD. 9. 1,364,316 1. 03 1,405,245 1. 060 1,489,560 . 1,489,560 o 22,516 1,467,044 102,829 o o 102,829 1,364,215 o () CITY OF ANDOVER ITEMS DELETED FROM PRELIMINARY BUDGET REQUESTS GENERAL FUND BUDGET YEAR 1991 City Council Department Item Amount Office Supplies (201) $ Professional Services - Peach and Associates Minutes (301) $ Publications (353) $ Mayor Dues in North Metro Mayor's Association (433) Administration $ 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) $ $ $ $ $ Financial Administration Office Supplies (201) Transportation (330) Dues for American Institute of CPA's (433) Dues for Minnesota Society of CPA's (433) Audi ting Annual Audit Fee (301) Assessing Anuual Assessing Fee (301) Ordinance Enforcement (41614) Attorney Planning and Zoning Office Supplies (201) Commissioner attendance at training seminar (433) Data Processing Paper, copier and computer supplies (201) City Hall Improvements (530) Carpet for offices in older portion of building Natural Gas (383) Miscellaneous Improvements to Building (530) Equipment (580) Fire Station Page 1 200 300 290 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 o (J CITY OF ANDOVER ITEMS DELETED FROM PRELIMINARY BUDGET REQUESTS GENERAL FUND BUDGET YEAR 1991 Department Public Works Building Item Insurance (360) Repair outside of building and paint (530) Replace Air Conditioning and Heating (530) Natural Gas (383) Senior Citizen Center Equipment Building Finish Cement Floor and Plywood walls, ceiling and paint (530) Automatic door opener (580) Engineering Geographic information system (580) Personal computer to run GIS software (580) Office supplies (201) Operating supplies (210) Gas (212) Fire Protection Contribution to relief assoc. for new firefighters (124) $ Worker's Compensation Ins.(151)$ 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) $ Rescue Service Protective Inspection 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 o u CITY OF ANDOVER ITEMS DELETED FROM PRELIMINARY BUDGET REQUESTS GENERAL FUND BUDGET YEAR 1991 Department Item Amount 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 Fees to Animal Control (310) $ 700 Repair/Maint labor on streets $ 1,000 Seal coating (581) $ 28,636 Crack sealing hot torch/wand $ 10,000 Asphalt hot box (580) $ 25,000 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) $ 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) $ 6,000 1,000 4,500 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 LO '" Z ::l lL LL! 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