HomeMy WebLinkAboutWK - October 24, 2023A C I T Y N LID5 60 •A
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1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
City Council Workshop
Tuesday, October 24, 2023
City Hall — Conference Rooms A & B
1. Call to Order— 6:00 p.m.
2. Discuss Pine Hills North Building — Engineering
3. Discuss Tree Lighting — Engineering
4. Discuss Memorandum of Understanding for Roadway, Trail & Drainage & Utility
Easements/23-12A, Crosstown Blvd. NW Trail & 23-13, WM & SS Improvements —
Engineering
5. Discuss Roundabout Median Treatment Options/23-18, Nightingale St. NW & Crosstown
Blvd. NW Roundabout & 23-19, Nightingale St. NW & Veterans Memorial Blvd. NW
Roundabout - Engineering
6. September 2023 Community Center Update - Administration
7. 2024 Budget Development Discussion/Update — Administration
8. Discuss Community Survey—Administration
9. Other Topics
10. Adjournment
ANLI 5 6 W
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1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763)755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO: Mayor and Council Members
CC: Jim Dickinson, City Administra
David D. Berkowitz, Director o b 'c orks/City Engineer
FROM: Jason Baumunk, Parks & Streets Operations Manager
SUBJECT: Discuss Pine Hills North Building - Engineering
DATE: October 24, 2023
INTRODUCTION
The City Council is requested to discuss the Pine Hills North multi-purpose building including
the new recommendation location from the Park & Recreation Commission.
DISCUSSION
Attached is the recommendation for the building type and proposed new location from the Park
& Recreation Commission for the multi-purpose building at Pine Hills North. The building is
identified on the Master Plan as having concessions, restrooms, storage, and an integrated group
picnic shelter. The location is shown to be on the west side of the north parking lot. (Map
attached) Also shown on the map is the proposed location by the Park & Recreation
Commission.
The recommendation by the Park & Recreation Commission is to construct the shelter on the
north/northwest side of the south parking lot. The discussion focused on who the users will be
for the shelter, which are expected to be mostly residents reserving the shelter for events such as
graduation and birthday parties. This location allows for parking that does not interfere with
sporting events, provides options for parking food trucks without blocking traffic, better
visibility from the street to deter vandalism, and more options for space around the building for
yard games.
The use of the shelter for sporting events was also discussed. The concern was whether the
shelter would even be used by those attending sporting events. Soccer, who is the primary user of
the athletic fields, have no interest in running concessions out of the building. Also, at the
original proposed location, it is possibly too far from the fields for spectators to use the shelter to
watch the events.
If the focus of the shelter is to be primarily for private events, the direction from the Park &
Recreation Commission would be to provide restrooms facilities with the reservation of the
shelter, not open to for public use during park hours.
Staff recommends that City Council members take a trip to the park and review the site before
the meeting.
Mayor and Council Members
October 24, 2023
Page 2 of 2
BUDGETIMPACT
Funding for this this project comes from Park Dedication Funds.
COUNCIL ACTION
The City Council is requested to review the Park & Recreation Commission's recommendations
and give staff directions on location of the shelter, design, and optional items included in the
quote.
Respectfully submitted,
�.,-PZ- ac k3
ov Jason Baumunk
Attachments Location Map w/Proposed Location, ine Hills NorthMas r Plan, Quote and
Floorplan, Park & Recreation Commission Minutes (8/17/23, 9/7/23)
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City of Andover
Attn: Jason Baumunk
1785 Crosstown Blvd. NW
Andover, MN 55304
Phone: 763-7675178
Fax:N/A
j.baumunk@andovermn.gov
Minnesota / Wisconsin Playground
5101 Highway 55, Suite 6000
Golden Valley, Minnesota 55422
Ph. 800-622-5425 1763-546-7787
Fax 763-546-5050 1 harian@mnwiplay.com
CONSULTANT. HARLAN LEHMAN
Pine Hills Park
PAC Cedar Forest Products - Parkaire Activity Center -
3060 30'x 60'W/ 26'x 32' Enclosed
8' Eave Height 3:12 Roof Pilch
30PSF Live Load & 90 MPH Wind Speed
Kiln Dried Cedar, Double T&G, Nominal 4" x 8" Exterior Walls
Glulam Port Orford Cedar Columns w/ Metal Base Shoes & Anchor Bolts
Zinc Plated Fasteners, Powder Coat Steel Plates
Roof Decking Shall Consist of 2" x 6" Nominal #1 SYP Single T&G w/ V -Joint
2" x 8" Cedar Fascia
30 Year Architectural Grade Shingle Package and Roofing Felt
Primed 18 ga. Metal Exterior Door(s) & 16 ga. Metal Frame(s) - Field Painting Required,
Hardware Included
Interior Walls are 2" x 6" Site Built Construction w. FRP Panels in Restroom Area
1'" x 4" S4S Cedar Trim & Pre -built, Louvered Red Cedar Vents
Metal Roll -up Concession Window
AO Cedar Forest Products - Add Option - MR 29 Ga Metal Roof
AO Cedar Forest Products - Ad Option - VCP Vitreous China Plumbing Fixture Package
AO Cedar Forest Products - Add Option - EFP Electrical Fixture Package
AO Cedar Forest Products - Add Option - GO 12'W x 8'H Panel Garage Door
AO Cedar Forest Products - Ad Option - CUS 3-0 Metal Door Between Concession & Storage
ENG Cedar Forest Products - Engineering STamped & Certified Drawings
Comments
Electricity & Plumbing to be brought into building by City
Does not include Permits
08/31/2023
Quote #
104225-01-01
Ship to Zip 55304
$120,476.00 $120,476.00
$6,210.00 $6,210.00
$8,268.00 $8,268.00
$7,624.00 $7,624.00
$5,178.00 $5,178.00
$3,653.00 $3,653.00
$1,600.00 $1,600.00
Sub Total $153,009.00
Freight $8,960.00
This quotation is subject to current Minnesota/Wisconsin Playground (MWP) policies as well as the following terms and conditions. Our quotation is
based on shipment of all items at one time to a single destination, unless noted, and changes are subject to price adjustment. Purchases in excess
of $1,000.00 to be supported by your written purchase order made out to MinnesotafWisconsin Playground.
Each quote is handled on a per order/project basis. Unless along -term agreement is in place between purchaser and MWP, terms and conditions
of this quotation shall be as outlined herein with no other requirements applicable.
Any changes made to product and/or services after initial order(s) has/have been received by MWP will result in production and/or schedule time
frame modifications. Please contact your regional representative to receive a revised schedule for your order/project.
Page 1 of 3
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Regular Andover Park & Recreation Commission Meeting
Minutes —August 17, 2023
Page 2
Mr. Baumunk stated there is an available grant from Gametime. It is a 100% match grant
of anything over $75,000. There are some sale item playgrounds that could be brought
down to the $75,000 mark. He will ask The City Council at their meeting on Tuesday to
get approval to apply.
DISCUSS PINE HILLS NORTH MULTIPURPOSE BUILDING
Mr. Baumunk explained that this item is in regard to the initial footprint of the building.
Mr. Baumunk explained the logistics of the building, including the covered shelter on the
right side, the service area for events in the center, and storage for soccer in the back. Mr.
Baumunk updated that the building will be cedar -sided and he is recommending a steel
roof. Mr. Baumunk stated that the cost for something like the sketch show, building -wise,
is $134,000, and $54,000 for the metal roof.
Commissioner Shafto asked if the storage could be made a little smaller and the concession
area a little bigger. Mr. Baumunk updated that the storage has to be a certain size to fit the
soccer association's trailer.
Commissioner Stenzel asked about having the capability to have food trucks due to the
high demand.
The Commission discussed placements, prices, and logistics of porta potties. Mr. Baumunk
updated that the associations pay for the porta potties, except for the one at Sunshine Park,
the City pays for that one.
Vice Chairperson Strombeck asked if the City Council can be invited to see the topography
and all the other stuff at the building site so they can visually see for themselves and answer
some of the questions they may have.
ADJOURNMENT OF WORKSHOP MEETING
Motion by Stenzel, seconded by Lindahl, to adjourn the workshop meeting at 7:11 p.m.
Motion carried on a 6 -ayes, 0 -nays, 0 -absent vote.
Respectfully Submitted,
Lilian Rokosz, Recording Secretary
TimeSaver Off Site Secretarial, Inc.
PARKAND RECREATION COMMISSION WORKSHOP MEETING
SEPTEMBER, 2023
MINUTES
The Workshop Meeting of the Andover Park and Recreation Commission was called to
order by Chairperson Widmyer on September 7, 2023, 6:00 p.m. at Pine Hills North Park,
3535 1615` Ave NW, Andover, Minnesota.
Commissioners Present: Chair Jake Widmyer, Vice Chairperson Tracy Strombeck,
Commissioners Kristin Lackie, Jim Lindahl, Sophia
Newton, Liza Shafto, Shane Stenzel
Commissioners Absent:
Also Present: Parks & Streets Operations Manager Jason Baumunk
EVEULATE POSSIBLE LOCATIONS FOR PINE HILLS NORTH SHELTER
The Parks & Recreation Commission members met on site at Pine Hills North to evaluate
potential locations for the proposed shelter. After walking the site, the consensus of the
group was a location just north of the south parking lot. This space would allow it to have
plenty of space around it for things such as yard games and possibly food trucks.
Commissioner Stenzel stated that he sees many events where people are having food trucks
come in for it, so planning space for that would be a good idea.
ADJOURNMENT OF WORKSHOP MEETING
Motion by Stenzel, seconded by Lindahl, to adjourn the workshop meeting at 7:00 p.m.
Motion carried on a 7 -ayes, 0 -nays, 0 -absent vote.
Respectfully Submitted,
Jason Baumunk
Parks & Streets Operations Manager
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO:
Mayor and Council Members \
CC:
Jim Dickinson, City Administr
David D. Berkowitz, Director o ubl
FROM:
Jason Baumunk, Parks & Streets On
SUBJECT:
Discuss Tree Lighting - Engineering
DATE:
October 24, 2023
Works/City Engineer_Obi3
Manager
INTRODUCTION
The City Council is requested to discuss the tree lighting option that has been recommended by
the Park & Recreation Commission.
DISCUSSION
Staff requested direction from the Park & Recreation Commission for what their goals were
going forward for tree lighting (location/ceremony), both short term plans, and long-term goals.
The Andover Lions Club was invited to the meeting as well to discuss involvement in the event.
It was the consensus of the Park & Recreation Commission to plant an evergreen tree in the open
space in front of City Hall, between the building and Crosstown Blvd, to light each year. Along
with the tree, the group discussed an annual lighting ceremony consisting of things such as a
bonfire, hot chocolate and smores, contacting the schools about having choir groups to sing, food
trucks, and tying the event to activities at the City Hall outdoor ice rinks if ice and weather
conditions permit.
Members of the Lions Club brought the idea to their board, and they are interested in partnering
with the City to help put on this event. A committee will be formed to plan the event for this year
if the Council wants to move forward with this plan. It should be noted, there are storm sewer
improvements happening in the area this fall, and the site will be in rough condition going into
this winter. It was discussed to plant the tree this year, light it, and plan for a bigger event in
2024.
BUDGETIMPACT
Budget for this would come from the Parks and Recreation budget for Parks Programming as
identified by the City Council and possible donations.
COUNCIL ACTION
The City Council is requested to give staff input and directions on the tree lighting.
Respectfully submitted,
Jason Baumunk
1685 CROSSTOWN
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO: Mayor and Council Members
CC: Jim Dickinson, City Administrator
(763) 755-5100
FROM: David D. Berkowitz, Director o5--Y<"ublic�Works/City Engineer
SUBJECT: Discuss Memorandum of Understanding for Roadway, Trail & Drainage &
Utility Easements/23-12A, Crosstown Blvd. NW Trail & 23-13, WM & SS
Improvements - Engineering
DATE: October 24, 2023
INTRODUCTION
The City Council is requested to discuss Memorandum of Understanding (MOU) for Roadway,
Trail & Drainage & Utility Easements, Projects 23-12A, Crosstown Blvd. NW Trail & 23-13,
WM & SS Improvements
DISCUSSION
Attached are the MOUs for easement acquisition to extend sanitary sewer and water east across
the railroad tracks on the south side of Crosstown Boulevard NW. The sanitary sewer is planned
to be extended to Sycamore Street NW and the water main will be constructed to Prairie Road
NW and 157th Avenue NW then north along Crosstown to Miller's Woods 4th Addition and
south down Prairie Road.
Property owners at 888, 928 and 968 Crosstown Boulevard NW have agreed to provide easement
for roadway, trail and drainage & utility purposes along their property and are shown on the
attached exhibits.
If directed by the City Council, the MOUs will be executed and formally approved, then
easement documents will be prepared for signatures and recorded with Anoka County. Once
recorded, payments will be made for the easements.
BUDGETIMPACT
The approximate $90,000 (exact amount to be determined with final legal description) in
easement acquisition compensation will be funded by the Sanitary Sewer and Water Trunk
Funds.
ACTION REQUIRED
The City Council is requested to discuss Memorandum of Understanding for Roadway, Trail &
Drainage & Utility Easements, Projects 23-12A, Crosstown Blvd. NW Trail & 23-13, WM & SS
Improvements and if they are acceptable they will be brought to the November 8th regular
scheduled City Council meeting for formal approval.
QDaRes ectfully submitted,
D. Berkowitz
Attachments: MOUs✓
MEMORANDUM OF UNDERSTANDING BY AND BETWEEN THE CITY OF
ANDOVER AND PROPERTY OWNER OF UNPLATTED PROPERTY, PH)
23-32-24-11-0007,888 CROSSTOWN BOULEVARD NW
THIS MEMORANDUM OF UNDERSTANDING ("Agreement") is entered into by and
between the City of Andover, a Minnesota Municipal Corporation with its principal place of
business located at 1685 Crosstown Boulevard NW, Andover, Minnesota 55304 ("City") Zachary
Akers, residing at 888 Crosstown Boulevard NW Andover, Minnesota 55304 ("Property Owner"),
and is effective as of the date last signed by a party to this Agreement.
WHEREAS, Property Owner is the fee owner of real property located in the City of
Andover, County of Anoka, State of Minnesota, PID 23-32-24-11-0007 and commonly known as
888 Crosstown Boulevard NW and shown on the attached Easement Exhibit B3 (hereinafter the
"Property").
WHEREAS, in order to facilitate the construction of a pedestrian trail, water main and
sanitary sewer located adjacent and on the said Property, the parties to this Agreement desire to
memorialize their understanding of easement compensation, responsibilities and obligations to be
observed by each party hereto.
NOW, THEREFORE, the parties hereto agree, understand and intend this Agreement to
constitute a written agreement between the parties hereto relative to responsibilities and obligations
of the parties pertaining to trail construction located adjacent and on the Property as follows:
Property Owner agrees to:
Provide a Roadway/Trail/ Drainage & Utility Easement to the City on, over and across
the Property, in a location and in a size as shown on the attached Exhibit B3, with said
Easement to be later legally described and identified by a survey; and
City agrees to:
1. Compensate the Property Owner $2.50 per square foot for that portion of the easement
highlighted in yellow on the attached Exhibit B3 with the easement's legal description
and the total compensable easement's square footage to be as determined by a survey of
the easement area.
2. Remove up to 5 dead trees that are within 5 feet south of the said easement.
3. Plant up to five (5), 2 inch in diameter by 6 foot in height trees of species and placed in
locations mutually agreeable to the parties.
IN WITNESS WHEREOF, the parties have hereunto set their hands as of the date opposite their
signatures.
PROPERT OWNER
Dated: 2023 By:
Zachary Akers
CITY OF ANDOVER
Dated: 12023 By:
Jim Dickinson, City Administrator
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CROSSTOWN BLVD. N.W.
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213224110007
HERS LV WRY B
888 CROSSTOWN BLVD
COMPENSABLE EASEMENT AREA 14436 S.F.
(APPROX. TOTAL 23263 S.F. EASEMENT AREA)
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EXHIBIT B3
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PROPOSED EASEMENT 888 CROSSTOWN BLVD. N.W.
s
MEMORANDUM OF UNDERSTANDING BY AND BETWEEN THE CITY OF
ANDOVER AND PROPERTY OWNER OF UNPLATTED PROPERTY, PID
23-32-24-11-0010,928 CROSSTOWN BOULEVARD NW
THIS MEMORANDUM OF UNDERSTANDING ("Agreement") is entered into by and
between the City of Andover, a Minnesota Municipal Corporation with its principal place of
business located at 1685 Crosstown Boulevard NW, Andover, Minnesota 55304 ("City") Brandon
Riedel and Tamera Peterson, residing at 928 Crosstown Boulevard NW Andover, Minnesota
55304 ("Property Owner"), and is effective as of the date last signed by a party to this Agreement.
WHEREAS, Property Owner is the fee owner of real property located in the City of
Andover, County of Anoka, State of Minnesota, PID 23-32-24-11-0010 and commonly known as
928 Crosstown Boulevard NW and shown on the attached Easement Exhibit B2 (hereinafter the
"Property").
WHEREAS, in order to facilitate the construction of a pedestrian trail, water main and
sanitary sewer located adjacent and on the said Property, the parties to this Agreement desire to
memorialize their understanding of easement compensation, responsibilities and obligations to be
observed by each parry hereto.
NOW, THEREFORE, the parties hereto agree, understand and intend this Agreement to
constitute a written agreement between the parties hereto relative to responsibilities and obligations
of the parties pertaining to trail construction located adjacent and on the Property as follows:
Property Owner agrees to:
Provide a Roadway/ frail/ Drainage & Utility Easement to the City on, over and across
the Property, in a location and in a size as shown on the attached Exhibit B2, with said
Easement to be later legally described and identified by a survey; and
City agrees to:
1. Compensate the Property Owner $2.50 per square foot for that portion of the easement
highlighted in yellow on the attached Exhibit B2 with the easement's legal description
and the total compensable easement's square footage to be as determined by a survey of
the easement area.
2. Remove up to 5 dead trees that are within 5 feet south of the said easement.
3. Plant up to five (5), 2 inch in diameter by 6 foot in height trees of species and placed in
locations mutually agreeable to the parties.
IN WITNESS WHEREOF, the parties have hereunto set their hands as of the date opposite their
signatures.
PROPERT OWNER
Dated: 12023 By:
Brandon Riedel
Tamera Peterson
CITY OF ANDOVER
Dated: 2023 By:
Jim Dickinson, City Administrator
-- -- -- --�t IIS-- -- -- --
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CROSSTOWN BLVD. N.W.
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23 2.1 ,qq0010
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920 CRO
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COMPENSABLE EASEMENT AREA 11355 S.F.
(APPROX. TOTAL 18098 S.F. EASEMENT AREA)
EXHIBIT B2
PROPOSED EASEMENT 928 CROSSTOWN BLVD. N.W.
2
i
MEMORANDUM OF UNDERSTANDING BY AND BETWEEN THE CITY OF
ANDOVER AND PROPERTY OWNER OF UNPLATTED PROPERTY, PID
23-32-24-11-0009,968 CROSSTOWN BOULEVARD NW
THIS MEMORANDUM OF UNDERSTANDING ("Agreement") is entered into by and
between the City of Andover, a Minnesota Municipal Corporation with its principal place of
business located at 1685 Crosstown Boulevard NW, Andover, Minnesota 55304 ("City") Alice
Stephens, residing at 968 Crosstown Boulevard NW Andover, Minnesota 55304 ("Property
Owner"), and is effective as of the date last signed by a parry to this Agreement.
WHEREAS, Property Owner is the fee owner of real property located in the City of
Andover, County of Anoka, State of Minnesota, PID 23-32-24-11-0009 and commonly known as
968 Crosstown Boulevard NW and shown on the attached Easement Exhibit B1 (hereinafter the
"Property").
WHEREAS, in order to facilitate the construction of a pedestrian trail, water main and
sanitary sewer located adjacent and on the said Property, the parties to this Agreement desire to
memorialize their understanding of easement compensation, responsibilities and obligations to be
observed by each party hereto.
NOW, THEREFORE, the parties hereto agree, understand and intend this Agreement to
constitute a written agreement between the parties hereto relative to responsibilities and obligations
of the parties pertaining to trail construction located adjacent and on the Property as follows:
Property Owner agrees to:
1. Provide a Roadway/Trail/ Drainage & Utility Easement to the City on, over and across
the Property, in a location and in a size as shown on the attached Exhibit Bl, with said
Easement to be later legally described and identified by a survey; and
City agrees to:
1. Compensate the Property Owner $2.50 per square foot for that portion of the easement
highlighted in yellow on the attached Exhibit B1 with the easement's legal description
and the total compensable easement's square footage to be as determined by a survey of
the easement area.
2. Remove up to 5 dead trees that are within 5 feet south of the said easement.
3. Plant up to five (5), 2 inch in diameter by 6 foot in height trees of species and placed in
locations mutually agreeable to the parties.
IN WITNESS WHEREOF, the parties have hereunto set their hands as of the date opposite their
signatures.
PROPERT OWNER
Dated: 2023 By:
Alice Stephens
CITY OF ANDOVER
Dated: 12023 By:
Jim Dickinson, City Administrator
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STEPNENS, ALICE M
968 CROSSTOWN BLVD
COMPENSABLE EASEMENT AREA 10240 S.F.
(APPROX. TOTAL 16859 S.F. EASEMENT AREA)
o 20 ao
C I T Y O F EXHIBIT B1 1
DOVE PROPOSED EASEMENT 968 CROSSTOWN BLVD. N.W. 5
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO: Mayor and Council Members
CC: Jim Dickinson, City Administra
FROM: David D. Berkowitz, Director of Publi Works/City Engineer
SUBJECT: Discuss Roundabout Median Treatment Options/23-18, Nightingale St. NW
& Crosstown Blvd. NW Roundabout & 23-19, Nightingale St. NW &
Veterans Memorial Blvd. NW Roundabout - Engineering
DATE: January 24, 2023
INTRODUCTION
The City Council is requested to discuss roundabout median treatment options for projects 23-18,
Nightingale St. NW & Crosstown Blvd. NW Roundabout & 23-19, Nightingale St. NW &
Veterans Memorial Blvd. NW Roundabout.
DISCUSSION
The focus for this review and discussion is on the concrete color for the truck apron and the
landscape treatments in the middle of the median. Refer to the attached pictures for examples.
ACTION REQUIRED
The City Council is requested to discuss roundabout median treatment options for projects 23-18,
Nightingale St. NW & Crosstown Blvd. NW Roundabout & 23-19, Nightingale St. NW &
Veterans Memorial Blvd. NW Roundabout and direct staff on how to proceed with the design
treatments for the medians.
Respectfully submitted,
David D. Berkowitz
Attachment: Pictures of Truck Apron Concrete Colors and Median Landscape Treatments
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1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO: Mayor and Councilmembers
FROM: Jim Dickinson, City Administrator
SUBJECT: September 2023 Community Cent(
DATE: October 24, 2023
INTRODUCTION:
Attached for Council review is the Andover Community Center (ACC) Budget Summary Report
for Budget Year 2022 and Budget Year 2023. The reports reflect activity through September 2023
with comparative data to September 2022.
September 2023 Financials
Coming off 2020 imposed COVID restrictions shutting down the entire facility mid-March of
2020, the facility was allowed to reopen in a restricted capacity early January 2021. The ACC
operated at near full capacity for close to twelve months in 2021 and did operate at full capacity
throughout 2022.
2023 Revenues are in line when compared to 2022.2023 ice rental is comparable to 2022 versus
in 2021 when the Sports Complex ice was not converted to turf and ice rentals filled that space.
The 2023 Miscellaneous Revenue budget is significantly higher than 2022 primarily due to the
YMCA reimbursement for shared capital outlay expenses. The 2023 expenses are in line compared
with 2022, the percentage of total expenditure budget differs primarily due to planned Capital
Outlay in 2023.
It is anticipated that 2023 activities will be comparable to the previous year as we proceed through
the year, although we still will have some variability in staffing since it took until April of last year
(2022) to be fully staffed.
The 2023 Capital Outlay line item is for a high volume/output water heater replacement and
dehumidification system replacement.
Also provided is an ACC historical perspective of actual costs dating back to 2016. This is the
report previously provided to the former ACC Advisory Commission. This report also provides
history on debt service payments and the property tax levy assigned to debt and operations.
OCTOBER/NOVEMBER 2023 FACILITY UPDATE:
Please refer to the attached ACC Facility Update for upcoming events and monthly Walking Track
activity through September. Summer events were steady, but activity has now picked up as we
enter the Fall/Winter season.
PROGRAMS/ACTIVITIES UPDATE -
ACC staff has been busy as we switch gears into the busy fall/winter season. There is a big event
the weekend of October 20-22, the MN Hockey Tier One Girls National Invitational. Eight (8)
teams from Minnesota along with sixteen (16) teams from all over the United States, including
Boston, Chicago, Detroit, Philadelphia, Wisconsin, Arizona, North Dakota, California, etc.
Pickleball transition to indoors has been a bit slow with the nice weather, we are hopeful to see
them back as the cooler weather sets in. Also keep in mind, there are more and more dedicated
pickleball facilities popping up all over the metro which may entice some of our current users.
ACC has been offering pickleball lessons and skills and drills sessions for the last month and
have introduced our new activity punch cards.
Fall programs are strong. Skating Lessons and Indoor Soccer both have well over one hundred
(100) participants each.
High School Hockey will start in November with the first games later in the month.
The Recreational Facilities Manager will be present at the workshop to discuss a software change
coming next summer. Direction will be sought regarding the free resident passes that ACC
currently offers as those reset come January 1" of each year. See attached data reports for
resident passes, 2023 YTD & Estimate October 2023 — March 2024 (ACC busy season).
ACTION REQUESTED
Informational. The Council is requested to receive the staff report and attached reports.
Attachments
CITY OF ANDOVER
Community Center Budget Summary Totals
Budget Year 2023
REVENUES
l
2022
I
I
2023
Budget
Sep YTD
% Bud
Audit
Budget
Sep YTD
%Bud
70%
Charges for services
97,100
66,972
69%
96,433
91,850
86,104
94%
Ice Rental
$ 729,000
S 445,400
61% $
794,232
$ 794,000
$ 463,672
58%
Turf Rental
50,000
18,553
da
18,553
25,000
19,971
80%
Track
2,500
3,580
n/a
5,871
3,000
5,580
Na
Fieldhouse Rental
240,000
212,308
88%
287,696
255,000
230,906
91%
Proshop
13,000
7,724
59%
11,978
13,000
10,389
80%
Vending
15,000
15,305
102%
20,978
16,000
13,369
84%
Advertising
63,000
82,248
131%
99,436
75,000
99,484
133%
Total Charges for services
1,112,500
785,118
71%
1,238,744
1,181,000
843,371
71%
Miscellaneous
182,000
149,127
82%
239,090
389,268
195,544
50%
Tmosfers out
(300,000)
(300,000)
100%
(300,000
(300,000)
(300,000)
100%
Total revenues
1,294,500
934,245
72%
_1,477,834
1,570,268
1,038,915
66%
1 2022 1 1 2023
EXPENDITURES
Budget Sep YTD %Bud Audit Budget Sep YTD %Bud
Current:
Salaries &benefits
770,110
585,276
76%
809,007
875,369
608,940
70%
Departmental
97,100
66,972
69%
96,433
91,850
86,104
94%
Operating
603,233
374,098
62%
597,663
679,647
421,881
62%
Professional services
248,525
119,169
48%
179,690
248,725
133,245
54%
Capital outlay
42,000
37,358
Na
37,358
374,601
0%
Current
1,760,968
1,182,873
67%
1,720,151
2,270,192
1,250,170
55%
Revenue over(order) expense
(466,468)
(248,628)
53%
(242,317)
(699,924)
(211,255)
30%
Other financing sources (uses)
General Property Tax levy
155,000
$1,815
53%
154,614
155,000
81,700
53%
Investment income
-
213
Na
(21,173)
3,000
4,973
da
Rental/Lease Pymt
638,000
635,415
100%
624,508
638,000
639,780
100%
Tmosfers out
(300,000)
(300,000)
100%
(300,000
(300,000)
(300,000)
100%
Total financing sources (uses)
493,000
417,443
85%
457,949
496,000
426,453
86%
Net increase (decrease) in
fundbalance
$ 26,532
$ 168,815
636%
$ 215,632
$ (203,924) $
215.198
-106%
CITY OF ANDOVER, MINNESOTA
Andover Community Center / YMCA Historical Comparison
2017
2018
2019
2020
2021
2022
2023
2023
2024
Actual
Actual
Actual
Actual
Actual
Actual
Budget
Sep -YTD
Budget
Revenues:
Charges for services
Ice Rental
$
392,828
$
435,716
$
442,995
$
361,796
$
823,856
$ 794,232
$ 794,000
$ 463,672
$ 809,000
Turf Rental
-
-
-
-
3,782
18,553
25,000
19,971
22,000
Track
-
-
301
3,950
5,871
3,000
5,580
5,000
Fieldhouse Rental
215,089
218,667
220,225
133,126
220,527
287,696
255,000
230,906
265,000
Freshet,
9,247
8,606
9,680
4,394
9,606
11,978
13,000
10,389
14,000
Vending
9,182
7,470
8,427
6,148
7,763
20,978
16,000
13,369
18,000
Advertising
38,819
34,000
40,850
81000
84,700
99,436
75,000
99,484
80,000
Charges for services
665,165
704,459
722,177
513,765
1,154,184
1,238,744
1,181,000
843,371
1,213,000
Miscellaneous
136,149
142,768
131,386
110,781
134,072
239,090
389,268
195,544
188,068
Total revenues
801,314
847,227
853,563
624,546
1,288,256
1,477,834
1,570,268
1,038,915
1,401,068
Expenditures:
Current:
Salaries& benefits
481,926
501,108
533,044
503,842
692,742
809,007
875,369
608,940
901,193
Departmental
65,612
76,448
66,570
74,809
82,655
96,433
91,850
86,104
92,350
Operating
364,242
352,067
330,084
345,588
515,308
597,663
679,647
421,881
717,967
Professional services
125,034
104,076
77,818
129,261
85,130
179,690
248,725
133,245
249,400
Capital outlay
4,900
11,442
39,888
100,000
37,358
374,601
Current
1,041,714
1,045,141
1,047 404
1,153,500
1,375,835
1,720,151
2270,192
1,250,170
1,960,910
Revenue over under ex enditures
240,400
197,914
193,841
528,954
87,579
242,317
699,924
211,255
559,842
Other financing sources (uses)
General Property Tax Levy
-
-
-
-
154,534
154,614
155,000
81,700
155,000
Investment income
2,779
5,780
16,107
6,793
2,817
(21,173)
3,000
4,973
3,000
Rental/Lease Pymt
641,691
637,150
636,803
635,629
635,026
624,508
638,000
639,780
638,000
Transfers out
(300,000)
(300,000)
(300,000)
(300,000)
(300,000)
(300,000)
(300,000)
(300,000)
(300,000)
Total financing sources(uses)
344,470
342,930
352,910
342,422
492,377
457,949
496,000
426,453
496,000
Net increase (decrease) in fund balance
104,070
145,016
159,069
(186,532)
404,798
215,632
(203,924)
215,198
$ (63,842)
Prior Period Adjustment
-
-
-
-
125,200
-
-
-
Fund balance(deficit)- January 1
136,459
240,529
385,545
544,614
358,082
888,080
1,103,712
1,103,712
Fund balance(deficit)- December 31
$
240,529
$
385,545
$
544,614
$
358,082
$
888,080
$ 1,103,712
$ 899,788
$ 1,318,910
Fund Balance Detail:
FB - Replac Res for Common Space
$
179,283
$
173,560
$
200,606
$
190,067
$
216,790
$ 216,790
$ 81,790
$ 81,790
FB - Unassigned
61,246
211,985
344,008
168,015
671,290
886,922
817,998
1,237,120
$
240,529
$
385,545
$
544,614
$
358,082
$
888,080
$ 1,103,712
$ 899,788
$ 1,318,910
Debt Service Payments
2012C GO Abatement Bonds (11 +I)
$
1,213,731
$
1,211,481
$
1,208,931
$
1,215,981
$
1,212,631
$ 1,213,931
$ 1,209,281
$ 1,209,281
$ 1,313,000 Final 2031
2019A GO Abatement Bonds (P+1)
-
-
-
590,150
819,725
1,109,775
1,106,900
1,106,900
1,107,650 Final 2039
1,211,481
$
1,208,931
$
1 806,131
$
2,032,356
$ 2,323 706
$ 2,316,181
$ 2,316,181
$ 2,420,650
Property Tax Levy
2012C GO Abatement Bonds
$
974,418
$
972,055
$
969,378
$
976,780
$
973,263
$ 974,628
$ 969,745
$ 969,745
$ 973,650
2019A GO Abatement Bonds
-
-
-
1,001,090
976,966
1,014,065
1,028,782
1,028,782
1,028,783
Community Center Operations
-
-
-
-
155,000
155,000
155,000
155,000
155,000
$
974,418
$
972,055
$
969,378
$
1,977,870
$
2,105,229
$ 2,143,693
$ 2,153,527
$ 2,153.527
$ 2,157,433
ANDVER
COMMUNITY CENTER
OCT-NOV 2023
Oct 7 —
Fall Indoor Soccer Program begins
Oct 20-22 — Girls Hockey NITTournament
Oct 30
— AHS Girls Hockey season start
Nov 3 —
Dancin Feet Dance School — Recital
Nov 10-12
— AHYHA Girls Youth Tournament
Nov 12
— MN Premiere Volleyball Tryouts
Nov 14
— AHS Girl vs. Benilde/SM
Nov 17
— AHS Girls vs Moorehead
Nov 18
— AHS Girl vs. Minnetonka
Nov 28
— AHS Girls vs Holy Family
Nov 30
— AHS Boys vs. Armstrong
Track check in is required, Monday—Friday, 6:30am-4:30pm.
Jan —2252
Feb —2002
March — 2519
April — 1595
May — 713
June — 682
July — 741
Aug — 674
Sept — 571
Fall program numbers — Learn to Skate 137 / Indoor Soccer 118
Winter program registration opens late Oct 2023 and starts January 2024
RESIDENT PASS USE
2023 - YTD
Page 1 of 1 Membership Usage Report o« 18.2023
9:49 AM
Package: 2023 ANDOVER RESIDENT SPECIAL • 15 PASSES
Membership Usage Date: From Jan 1. 2023 through Oct 15. 2023
Padage Site: Andover Camnurity Center
Package Names % Total Entries
2023 ANDOVER RESIDENT SPECIAL • 15 PASSES • 100.00
1789
Total Entries:
1789
Total Ummided:
1789
Total voided:
0
Total Unique Members:
605
1,789 Andover Household Resident Passes Used
605 Active Households Utilizing Passes
1772 Andover Resident Accounts Created
$5 Admissions January 1- August 31= 1,645 x $5 =
$8,225.00
$7 Admissions September 1- October 15 = 144 x $7 =
$1,008.00
TOTAL YTD $9,233.00
RESIDENT PASS USE
ESTIMATE:
October 15, 2023 - March 31, 2024
Page ' of ' Membership Usage Report °C 18, 8 AM
Pad(age: 2023 ANDOVER RESIDENT SPECIAL - 15 PASSES
Membership Usage Date: Fawn Oct 16.2022 Through Mar 31, 2023
Package Site: Andover Commurity Center
Package Name y of Total Entries
2023 ANDOVER RESIDENT SPECIAL -15 PASSES- 100.00 1011
Total Entries: 1011
Total Unvolded: 1011
Total Voided: 0
Total Unique Mambnn: 366
ESTIMATE —Oct 15, 2023 —March 31, 2024.
1,011 Passes Used x $7.00 = *$7,077.00
388 Active Households Utilizing Passes
*Based on usage Oct 15, 2022 - March 31, 2023
Y 0 F
O `T . L.
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO: Mayor and Councilmembers
FROM: Jim Dickinson, City Administrator
SUBJECT: 2024 Budget Development Progress Update/Discussion
DATE: October 24, 2023
INTRODUCTION
The Council has had several reviews of the 2024 Proposed General Fund Budget that will be
supported by the 2024 Tax Levy. The Council did adopt at the September 5th regular Council
meeting the 2024 Preliminary Levy certification. This certification is the outcome of budget
workshops held with the Council over the summer. The Preliminary 2024 Budget proposes a total
property tax levy of $18,097,274: $11,731,126 (64.83%) operational levy, $3,891,710 (21.50%)
debt service levy, and $2,474,438 (13.67%) other levies.
The 2024 Proposed Property Tax Levy is estimated to increase the current City tax rate by 3.72%.
That rate will be applied to the City's growing tax base and will reflect a 6.00% increase in the
gross tax levy. The focus of the 2024 Budget and Levy is to address inflationary items, capital
replacements, an infusion of funds into the mill and overlay program and address staff retention.
The Council has the right to reduce or keep constant this levy until the final certification date of
December 28, 2023.
DISCUSSION
The following are the 2024 Budget Development guidelines adopted at the April 4a' City Council
meeting:
1) A commitment to a City Tax Capacity Rate to meet the needs of the organization and
positioning the City for long-term competitiveness using sustainable revenue sources and
operational efficiencies.
Note: The Anoka County Assessor estimated taxable market value figures for the City of
Andover reflect a 3.34 % increase in total taxable market value for 2024, last year the increase
was 23%.
2) A fiscal goal that works toward establishing the General Fund balance for working capital at
no less than 45% of planned 2024 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 2023
adopted General Fund budget.
Note: With property tax revenues making up close to 80% of the total General Fund revenues
cash flow designations approaching 50% are appropriate and recommended by the City's
auditor. The 2023 budget development exceeded this guideline for cash flow, also Emergency
Fund Balances (approximately 3% ofplanned General Fund expenditures per finance policy)
are in place to stabilize a situation, not be a complete solution. The Council did approve at the
September 5th Council meeting a $200, 000 transfer to the Central Equipment Internal Service
Fund to offset the past year's additional costs in fuel and parts due to COVID-19 and an
extended winter season. (Updated Fund Balance analysis is attached).
3) A commitment to limit the 2024 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.
Note: The adopted 2023 debt levy was 22.06% of the gross tax levy, the 25% guideline for
2024 will be attained via the structured management of the current long-term debt as an
equipment certificate is contemplated for 2024, currently set at 21.5%.
4) A comprehensive review of the condition of capital equipment to ensure that the most cost-
effective replacement schedule is followed. Equipment will be replaced based on a cost benefit
analysis rather than a year -based replacement schedule.
Note: The City Vehicle Purchasing Committee has been meeting and is performing this
analysis and will make recommendations on equipment needs to the City Council as part of
the 2024-2028 Capital Improvement Plan (CIP) developmentprocess. The 2024-2028 CIP was
adopted after a public hearing at the September 19`h Council meeting.
5) The use of long-term financial models that identify anticipated trends in community growth
and financial resources that will help designate appropriate capital resources for future City
needs. The financial models will be used in the budget planning process to ensure that key
short-term fiscal targets are in line with long-term fiscal projections.
Note: The City continually maintains various financial models to determine the long-term
impacts of present-day expenditures and financing decisions. Fiscal assumptions are based
upon a set of financial data including growth factors, tax capacity valuations, per capita
spending, fund balance reserve, and debt ratios.
6) Continued commitment to strategic planning targeted toward meeting immediate and long-
term operational, staffing, infrastructure and facility needs.
Note On May 25, 2023, and June 8, 2023, the Andover City Council and Staff Leadership Team
convened work sessions with Facilitator Phil Kern for the purpose of updating its long-term
vision, organizational values, external values, and short-term goals.
The outcome of those sessions was summarized, and the Council adopted the updated "City of
Andover Strategic Plan" at the June 20th City Council meeting. Administration will ensure
that the direction provided is integrated into department work plans and budgets.
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.
Note: Special attention will be given to fiscal values, commercial & residential development
or redevelopment, collaboration opportunities, service delivery, livability, and image of the
community.
Staffing Focus:
Consistent with the new strategic plan, the City will be prioritizing staff to assure that the City of
Andover is supported by talented and well -supported officials and that its employees operate in a
strong organizational culture providing stability, creativity, and excellence in delivery of service.
The strategic plan provides the following goals:
• Develop and implement succession plans, identifying and establishing appropriate depth
within each department and mentoring employees to gain organizational capacity.
• Implement actions related to staff retention and attraction in order to keep the City
market competitive (compensation, benefits, etc).
• Evaluate staffing and level of service for Fire, EMS, and Sheriffs Office to provide
effective fire and rescue response.
There are anticipated retirements and staff vacancies within the current and the next few years; in
response Administration/Human Resources continues to focus on succession planning, utilization
of internship opportunities, continued cross -training of staff, and/or realignment of resources.
Some realignments in 2022 added significant new responsibilities and pay adjustments were made
and continue to carry forward into 2023.
Administration did receive a new staffing requestfrom the Fire Departmentfor the 2024 budget
Deadline for submission was July 1'�
Fire Department/Fire Relief Association Pension Request:
New for the 2022 budget was to fill a full-time Assistant Chief position; that position was filled
early August 2022. The 2022 budget also contained additional funds to help meet acceptable
response times with an enhanced Duty Crew model. Administration and Fire are closely
monitoring the progress of the Duty Crew model and continue to adjust and adapt. Success of the
duty crew model is crucial as alternatives such as full-time firefighters are expensive.
The Fire Department staffing request outlines what a fulltime firefighting model would look like;
bottom line expensive, an additional $1.5 million per year for operations, plus additional capital
expenses to bring fire stations up to code for fulltime staffing (sleeping quarters). Administration
is not recommending the full-time firefighting model for the 2024 budget but does want the
Council to be aware of the cost of that model.
Administration/Human Resources are evaluating options for administrative support service
options for the Fire Department.
Council direction will also be sought regarding a 2023 Fire Relief Association Pension
contribution request. (See attached Andover Relief Association Pension Contributions)
Personnel Related Implications:
To date the following are the other projected issues facing personnel related expenses:
L The current Public Works Union contract expires December 31, 2023. Negotiations were
started in early May for a new contract A tentative two-year contract has been achieved
and the Council did approve the Public Works Union Contract (2024-2025) at the
October 31 City Council meeting. That approval provides for a $1.75 per hour market
rate adjustment and a 3% COLA for 2024 and 2025.
Human Resources has reviewed all position -based salaries and the associated benefit
package to determine if the total package is competitive with other government entities and
did present to the Council at the October 171 workshop the findings and recommended
market adjustments for various non bargaining positions. The Council did provide
direction to integrate those recommendations into the 2024 budget It should be noted
that Administration did have a placeholder in the Human Resources Budget to address
market competitiveness and the recommendations were within thatplaceholder.
2. A midyear review of the employee health plan for the 2024 Budget was conducted
with our broker on June 221d, and an increase in the renewal rates is forecasted. The
marketing of the group to various insurance carriers is being done, looking at
cooperative groups and some plan design changes.
For the 2023 budget, Administration at the November 1, 2022, Council meeting, recommended to
stay with the Health Partners Open Access program, the existing plan. The HSA plan offered has
higher deductibles ($6,900 single and $13,800 family) and is stacked with an HRA (Health
Reimbursement Arrangement). The HRA was originally funded utilizing premium savings that
were achieved from by continued renewal of higher deductible plans. Employees have $3,500
single and $7,000 family deductibles; but with the stacked HRA, the City will reimburse the
remainder of the deductible, if needed, to the provider up to $3,400 for single and $6,800 for family.
The plan offered is accompanied with a health spending account (HSA), originally implemented in
2006. The City does contribute annually to an employee's HSA to assist with the high deductible
out of pocket costs. That contribution is evaluated as part of the marketing of the health insurance
plans and is in place for 2023.
Administration/Finance is carrying an employee health insurance increase placeholder
in the proposed 2024 budget, while negotiations are not yet complete, it does appear the
results of the health insurance will be well within that placeholder.
Contractual Departments:
Consistent with the new strategic plan, the following goal applies to contractual departments:
• Evaluate staffing and level of service for Fire, EMS, and Sheriffs Office to provide
effective fire and rescue response.
Continue to enter into collaborative agreements and partnerships when mutually
beneficial.
The City Attorney 2023 contract reflected a 2% increase over the 2022 contract. The
proposed 2024 budget is carrying an increase placeholder for the attorney's contract.
2. The Anoka County Assessor contract is up for renewal in 2023. The County Assessor is
proposing a five-year contract renewal consistent with past renewals. Efficiencies brought
about by technological investments have assisted in keeping the contract pricing consistent
and affordable. It is anticipated that the contract renewal will be before the Council on a
September/October Council agenda.
3. The approved 2023 City of Andover Law Enforcement expenditure is budgeted at
$3,347,315 which is offset by a Police State Aid revenue budget of $126,192 and School
Liaison revenue budget of $106,465 reflecting a net tax levy impact of $3,114,658.
The 2023 Sheriff's contract provides for:
a. 72 hours per day of patrol service
b. 6 hours per day of service provided by a Community Service Officer
c. School Liaison Officers in the middle school and high school
d. 2 Patrol Investigators
e. 50% of the Crime Watch Program's coordinator position
It should be noted that the 2023 contract was the outcome of discussions with the Anoka
County Sheriff challenging the Sheriff to take into consideration efficiencies brought about
by technology investments and a detailed evaluation of reactive/proactive patrolling, and
matching staffing with historical incident call times.
Discussions with the Anoka County Sheriff were for a 2024 status quo contract The
2024 City of Andover Law Enforcement contract was approved at the September 19th
City Council meeting with expenditures budgeted at $3,739,849 (11.73% increase), offset
by a Police State Aid revenue budget of $128,104 and School Liaison revenue budget of
$110,767 reflecting a net tax levy impact of $3,500,978 (12.40% increase).
The 2024 Sheriff's contract provides for
a. 72 hours per day of patrol service
b. 6 hours per day of service provided by a Community Service Officer
C. 2 full-time Deputy Sheriffs assigned to Community Oriented Policing (working in such
areas as patrol, selected enforcement efforts, and crime prevention).
d. 2 Patrol Investigators
Please note that the Crime Watch Coordinator position will now be under the Sheriff
service umbrella.
Per contract, the Sheriff always provides the required number of deputies for all hours
contracted by the City. If the Sheriffs Office has a deputy vacancy or a deputy is injured
etc., they still provide the City with a deputy at straight time even though they may have to
fill those hours with overtime which at times may cost the Sheriff's Department additional
but is not billable per the contract.
Also as a reminder, recent legislation regarding limitations placed on School Liaison
Officers was met with a decision by the Anoka County Sheriff to not place School Liaison
Officers in Andover High School and Oak View Middle School. There currently is a push
for the Governor to call a special session to provide more clarity to the new law.
In response, Administration and the Sheriffs Office have address this in the 2024 Law
Enforcement Contract to address the School Liaison Officers indicated in italics above and
adding the following language to the contract: "In the event the Sheriff reassigns staff to
an assignment that is not in service to the municipality. The parties will come to a mutual
agreement as to a commensurate reduction in compensation to the County. "
Council Memberships and Donations/Contributions:
The following memberships/contributions are in the 2023 proposed budget:
• North Metro Mayors Association
$14,261 (GF)
■ Metro Cities
$ 9,751 (GF)
■ Mediation Services
$ 6,628 (GF)
• YMCA — Water Safety Program
$ 9,000 (GF)
• Alexandra House
$23,600 ($15,000 GF & $8,600 CG)
• Youth First (Program Funding)
$15,000 ($12,000 GF & $3,000 CG)
• NW Anoka Co. Community Consortium - JPA
$10,000 (GF)
■ Teen Center Funding (YMCA)
$26,000 ($5,600 GF & $20,400 CG)
■ Family of Promise
$ 3,000 (CG)
• Lee Carlson Central Center for Family Resources
$ 1,500 (GF)
• Senior High Parties
$ 1,000 (CG)
• Stepping Stone
$ 1,000 (CG)
• Hope for Youth
$ 1,000 (CG)
■ Andover Senior Center
$ 2,500 (GF)
Some are funded via the General Fund (GF), and those that qualify for charitable gambling
funding are done through the Charitable Gambling (CG) Special Revenue Fund
Capital Proiects Lew:
Consistent with the new strategic plan, the following goal applies to capital projects:
• Review and update street capital improvement plan, including funding and
implementation.
• Prioritize the timely replacement of equipment and commitment to necessary
maintenance of equipment and municipal facilities.
• Explore, identify gaps, and strengthen critical infrastructure.
Capital Projects Levy -The 2023 Capital Projects Levy Budget specifically designates $2,374,598
of the general tax levy to capital projects and equipment needs relating to Capital Project Outlay
($275,000), Road and Bridge ($1,619,190), Pedestrian Trail Maintenance ($110,408), Park
Projects ($15,000) and Facility Maintenance Reserve ($355,000). Specific designation of the tax
levy to anticipated City needs and priorities for transportation and trail maintenance, park projects
and equipment outlays allows the city to strategically allocate its resources and raise the public's
awareness of City spending priorities. The Road and Bridge levy is evaluated annually and along
with Capital Outlay, Pedestrian Trail Maintenance, Parks Projects, and Facility Maintenance levies
increased/decreased according to the City Council budget guidelines.
• Road and Bridge
An adjustment was made to the Road & Bridge funding formula in 2014, primarily to stop
the continual decrease in the levy that has been happening over the past few years due to
decreases in the Anoka County Assessor taxable market value figures for the City of
Andover. Based on Council discussion, consensus was to stop the decline in road funding
and evaluate annually through the adopted City Council Budget Development Guidelines.
It should be noted that in 2014, Local Government Aid (LGA) in the amount of $74,655
was used to help fund the Road & Bridge Fund. That State of Minnesota funding has gone
away, down to $0.00 in 2017, and has remained at 0.00 each year since. Future increases
in LGA or even the presence of LGA for the City of Andover based on the current State
formula are remote.
In 2021, as part of the 2022 budget process, Administration has had discussions with the
Council regarding the use of debt service levy and the Permanent Improvement Revolving
(PIR) Fund fund balance to address immediate street maintenance needs in the community
based on Engineering analysis of the street infrastructure. The Council did approve the
2022 Street Reconstruction Bonds infusing $7.33m into the Road & Bridge program to
focus on mill and overlays and reclaims of city streets.
The 2023 levy reflected a 14.87% increase to $1,619,190, that increase followed previous
Council guidelines capturing market value increases to dedicate to roads.
Administration is proposing a 2.02% increase ($32,632) to $1,651,822 for the 2024 levy.
• Pedestrian Trail Maintenance
The 2020 City of Andover Pedestrian Trail Maintenance levy was $104,040. The 2021,
2022 and 2023 budgets each included a 2% increase leading to a $110,408 levy for 2023.
Administration is again proposing a 2% increase ($2,208) to $112,616 for the 2024 levy.
• Park Improvements / Parks Repair & Replacement
This levy is an annual appropriation to be used to underwrite park improvement projects
as recommended by the Park and Recreation Commission and approved by the City
Council. This funding is intended to be a supplemental source of capital funding for park
projects that is separately identified in the City's Five -Year Capital Improvement Plan.
The 2015 levy was $61,500, but only $15,000 was levied for 2016. $46,500 of the previous
levy was re -assigned to the General Fund to focus on Park's maintenance/replacement
items. In addition to the re -assigned funds, an additional $43,500 of General Fund levy was
assigned to Parks Repair/Replacement items for a total levy of $90,000 in 2016, and that
continued for 2017. The 2018 General Fund levy assigned to Parks Repair/Replacement
items levy was increased to $100,000 for 2019, to $120,000 for 2020 & 2021, $130,000
for 2022 and $145,000 for 2023; the Parks Project levy has remained the same at $15,000.
Per Council direction at a Joint Meeting with the Park and Recreation Commission as part
of the 2023 budget development process, there was a $15,000 adjustment to these levies
for 2023. The Parks Repair/Replacement items 2023 levy was $145,000 and the Parks
Project levy at $15,000.
Again, per Council direction after a Joint Meeting with the Park and Recreation
Commission as part of the 2023 budget development process, there is a $90,000
adjustment proposed to these levies for 2024. The Parks Repair/Replacement Items levy
is proposed at $235,000 and the Parks Project levy at $15,000.
• Capital Equipment/Projects
Under the Capital Projects Levy, a levy is proposed to be designated to Capital
Equipment/Project expenditures identified through the CIP process. Through this
designation, the City, over time, will build a fund reserve to avoid cash flow "spikes" and
address a wide range of capital improvement needs such as facility maintenance projects
under a more controlled spending environment.
The 2022 levy & 2023 levy was $275,000, Administration is proposing a $25,000
increase to the $300,000 for the 2024 levy to continue to meet the needs of the CIP.
• Facility Maintenance
This was a new $50,000 levy proposed for 2018. A facility condition assessment study
identified many maintenance repairs for City facilities such as roof repairs, HVAC,
electrical panels, fire alarm systems, windows, and air quality related items (the
comprehensive listing which is proactive and reactive was shared with the Council at the
August 25`h workshop meeting). This levy was increased to $355,000 for the 2019 budget
to help address the deferred maintenance items that have been identified. Most recently for
the Public Works and Community Center buildings expansion projects within the City
Campus Master Plan materialized. The $355,000 levy is anticipated to continue at that level
into the future to address additional facility repairs.
The preliminary 2024 levy does not recommend any adjustment to the Facility
Maintenance levy. $355,000 is again proposed for the 2024 levy,
Debt Service Lew:
Annually the Finance Department conducts a detailed debt service analysis to monitor outstanding
debt and to look for early debt retirement or refinancing opportunities that will yield interest
expense savings to the city. (Staff, along with Ehlers & Associates have completed reviews to see if any
refinancing opportunities are available at this time, currently there are none; we will then continue to
monitor refunding opportunities, as markets move quickly, and calculate potential savings for each issue
that may meet parameters which may generate savings.)
The proposed 2024 Debt Service levy is as follows:
• 2012C Taxable G.O. Abatement Bonds $ 973,650 Final levy year 2031
• 2018A CIP Bonds
$
612,794
Final levy year 2043
• 2019A GO Abatement Bonds
$1,028,783
Final levy year 2039
• 2021A GO Equipment Certificates
$
174,773
Final levy year 2025
• 2021A GO Street Reconstruction
$
651,658
Final levy year 2029
• 2024 GO Equipment Certificate
$
450,000
Final levy year 2027
Total 3 891 710
ACTION REQUESTED
Council is requested to receive a presentation and provide direction to staff.
submitted,
CITY OF ANDOVER
General Fund
Revenue & Expense Summary
EXPENDITURES
Actual
Actual
Actual
Actual
Actual
Budget*
Estimate
Requested *
Budget Change (")
General Government
2018
2019
2020
2021
2022
2023
2023
2024
$
%
REVENUES
4,956,352
5,091,793
5,162,234
5,532,429
5,705,358
5,943,867
5,940,567
6,474,707
530,840
8.93%
Property Taxes
$ 8,634,130
$ 8,864,720
$ 9,303,235
$ 9,527,670
$ 9,974,141
$ 10,814,789
$ 10,811,789
$ 11,621,126
806,337
7.46%
License and Permits
562,525
855,831
892,277
891,762
972,878
573,000
701,750
617,600
44,600
7.78°/
Intergovernmental Revenues
829,861
822,129
861,178
939,174
963,290
839,907
847,176
868,657
28,750
3.42%
Charges for Current Services
888,944
1,133,160
1,070,788
1,036,850
1,295,429
839,110
954,510
897,610
58,500
6.97%
Fines and Forfeits
73,719
62,349
47,630
53,747
55,983
45,500
50,850
50,500
5,000
10.99%
Interest Income
107,560
208,957
148,974
(15,183)
(189,494)
75,000
75,000
75,000
0
0.00%
Miscellaneous Revenue
176,662
192,058
172,174
167,397
188,395
148,300
167,070
154,800
6,500
4.38%
Transfers
178,558
188,008
190,688
212,031
197,081
228,772
228,772
221,246
(7,526)
-3.29%
TOTALREVENUES
11,451,959
12,327,212
12,686,944
12,813,448
13,457,703
13,564378
13836,917
14,506,539
942,161
6.81%
EXPENDITURES
General Government
2,748,464
2,843,957
2,906,325
3,020,260
3,222,596
3,812,860
3,821,127
4,009,714
196,854
5.16%
Public Safety
4,956,352
5,091,793
5,162,234
5,532,429
5,705,358
5,943,867
5,940,567
6,474,707
530,840
8.93%
Public Warks
3,158,490
3,148,743
3,314,542
3,522,626
3,624,481
4,058,766
4,110,766
4,457,594
398,828
9.83%
Other
241,940
15,001
1,012,778
766,109
567,396
90,600
320,600
95,600
5,000
5.52%
TOTAL EXPENDITURES
11,105,246
11099,494
12,395879
12841,424
13,119,831
13,906,093
14,193,060
15,037,615
1131,522
8.14%
UNDER(OVER)BUDGET $ 346,713 $ 1,227,718 $ 291,065 $ 27,976 $ 337,872 $ 341,715 $ 356143 $ 531,076 $ 189,361
CITY OF ANDOVER
General Fund - Expenditure Budget Summary Totals - By Department
Budget Year 2024
Actual Actual Actual Actual Actual Budget* Estimate Requested* Change (')
2018 2019 2020 2021 2022 2023 2023 2024 $ %
GENERAL GOVERNMENT
Mayor and Council $
87,813 $
99,001
$ 95,519
$ 95,658
$ 95,366
$ 110,104 $
108,404
$ 112,042
1,938
1.76%
Administration
198,945
211,898
187,758
229,314
245,222
297,277
294,377
306,177
8,900
2.99%
Newsletter
17,770
24,413
22,156
22,945
24,631
30,000
29,000
36,000
6,000
20.00%
Human Resources
13,666
15,842
16,181
20,836
19,905
35,458
35,325
134,548
99,090
279.46%
Attorney
188,031
191,782
195,721
199,809
206,399
219,221
219,221
223,486
4,265
1.95%
City Clerk
149,769
160,184
166,221
175,177
184,318
196,235
196,235
205,762
9,527
4.85%
Elections
50,629
20,452
91,643
20,260
75,115
85,140
85,040
91,105
5,965
7.01%
Finance
272,851
280,199
294,501
307,009
320,729
355,854
354,304
363,597
7,743
2.18%
Assessing
149,040
149,033
154,482
128,829
131,097
161,000
150,000
161,000
0
0.00%
Information Services
171,637
169,827
187,703
185,642
226,588
242,922
242,922
250,592
7,670
3.16%
Planning & Zoning
422,983
412,282
453,133
491,395
490,576
567,673
567,673
577,132
9,459
1.67%
Engineering
527,688
561,642
566,224
594,720
649,664
741,037
741,037
752,860
11,823
1.60%
Facility Management
497,642
547,402
475,083
548,666
552,986
770,939
797,589
795,413
24,474
3.17%
Total General Gov
2,748,464
2,843,957
2,906,325
3,0209260
3,222,596
3,812,860
3,821,127
4,009,714
196,854
5.16%
PUBLICSAFETY
Police Protection
3,053,526
3,183,610
3,114,623
3287,046
3,261,423
3,347,315
3,347,315
3,739,849
392,534
11.73%
Fire Protection
1,445,167
1,391252
1,508,854
1,706,876
1,961,915
1,992,865
1,992,865
2,124,481
131,616
6.60%
Protective Inspection
436,790
493,955
519,183
519,787
464,560
559,182
559,182
564,340
5,158
0.92%
Emergency Management
18,060
18,608
17,227
15,203
12,296
33,555
32,855
35,087
1,532
4.57%
Animal Control
2,809
4,368
2,347
3,517
5,164
10,950
8,350
10,950
0
0.00%
Total Public Safety
4,956,352
5,091,793
5,162,234
5,532,429
5,705,358
5,943,867
5,940,567
6,474,707
530,840
8.93%
PUBLIC WORKS
Streets and Highways
656,194
615,450
686,978
804,392
788,330
915,356
923,356
1,003,579
88,223
9.64%
Snow and Ice Removal
599,029
703,647
496,668
540,226
752,396
774,897
774,897
905,643
130,746
16.87%
Street Signs
206,890
202,996
257,281
196,782
194,276
212,254
212,254
222,900
10.646
5.02%
Traffic Signals
33,857
26,422
23,045
33,362
28,150
44,000
41,000
44,000
0
0.00%
Street lighting
32,829
32,716
34,211
36,533
36,142
42,400
40,400
45,400
3,000
7.08%
Street Lights - Billed
142,937
145,604
152,181
156,841
158,028
180,500
175,500
182,000
1,500
0.83%
Park & Recreation
1,282,414
1,180,502
1,426,233
1,505,145
1,482,060
1,637,954
1,702,954
1,790,885
152,931
9.34%
Natural Resource Preservadm
5,158
16,831
9,821
9,738
15,932
13,398
13,398
17,039
3,641
27.18%
Recycling
199,182
224,575
228,124
239,607
169,167
238,007
227,007
246,148
8,141
3.42%
Total Public Works
3,158,490
3,148,743
39314,542
3,522,626
3,624,481
4,058,766
4,110,766
4,457,594
398,828
9.83%
OTHER 241,940 15,001 1,012,778 766,109 567,396 90,600 320,600 95,600 5,000 5.52%
Total Other 241,940 15,001 1,012,778 766,109 567,396 90,600 320,600 95,600 5,000 5.52%
GRAND TOTAL $ 11,105,246 $ 11,099,494 $ 12,395,879 $ 12,841,424 $ 13,119,831 $ 13,906,093 $ 14,193,060 $ 15,037,615 1,131,522 8.14%
City of Andover
General Fund
2023 Fund Balance Analysis
1 0/1 712 0 2 3
Actual
December 31, 2022 $ 9,964,341
2023 Estimated Fund Balance Increase (Decrease) (356,143)
Projected December 31, 2023 9,608,198
Less: Snow Emergency
(100,000)
Public Safety
(100,000)
Facility Management
(100,000)
Information Technology
(100,000)
2024 Budgeted Use of Fund Balance
(531,076) *"
Economic Development
(150,000)
Fiscal Disparities Fluctuation
(300,000)
Prepaids / Inventories
(170,128)
Working Cash Flow
(7,518,808)
Estimated Balance Available for Adjustments $; _ 538,187
2023 Working Cash Flow Designation Calculation:
2024 Requested Expenditure - Preliminary Estimate $15,037,615
% of 2024 General Fund Expenditures 50.000%
$ 7,518,808
** Matches 2024 General Fund Revenue and Expense Summary
CITY OF ANDOVER
Andover Fire Fighter Relief Assocation Pension Plan
NOTE: Active Relief Members is determined at the time of city contribution request.
Throughout the year, membership changes and some members receive an allocation
based on the number of months they were active that year.
Active
Per
Relief
Active
Year
Members*
City
State
Total
Member
2020
55
$
55,000
$
194,000
$
249,000
$
4,527
2021
55
$
-
$
202,747
$
202,747
$
3,686
2022
41
$
41,000
$
219,669
$
260,669
$
6,358
2023
39
$
-
$
249,917
$
249,917
$
6,408
NOTE: Active Relief Members is determined at the time of city contribution request.
Throughout the year, membership changes and some members receive an allocation
based on the number of months they were active that year.
C I T Y 0 F^
NDOVE
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763.).755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO:
FROM:
SUBJECT:
DATE:
Mayor and Councilmembers
Jim Dickinson, City Administrator
Discuss Community Survey
October 24, 2023
INTRODUCTION
The Andover City Council as part of the 2023 budget process indicated a desire to conduct a
Community Survey to determine resident support for current city services and programs.
The Council has discussed this at previous workshops (minutes attached).
DISCUSSION
The last Community Survey was done in 2014 by The Morris Leatherman Company and prior to that
a Community Survey was done in 2006 by Decision Resources Incorporated. The same company
conducted past surveys as Decision Resources changed their company name in 2013 to The Morris
Leatherman Company.
Administration had met with Peter Leatherman from The Morris Leatherman Group to discuss
potential questions for a City of Andover Community Survey, like those asked in 2006 and 2014.
Administration has also received inquiries from the various City advisory commissions as to
whether the City would be conducting a similar survey and would like to provide input on questions
for a 2023/2024 survey.
It was discussed at the March workshop meeting, the Council would like to do a broader survey
than the scientific report provided by Morris Leatherman which only gets opinions from about four
hundred (400) residents, Administration is still exploring those options.
ACTION REQUESTED
The Council is requested to receive a brief presentation from staff and, based on discussion, provide
direction to staff on how to proceed.
y submitted,
Attachments
Andover City Council Workshop Meeting
Minutes — February 28, 2023
Page 3
value in the future and to be incorporated into an environmental study.
Mr. Janish identified the following studies as relevant: Development Scenario Planning, Traffic
Study, Sanitary Sewer System Analysis, Water System Analysis, and a Stormwater Management and
Surface Water Study. He stated staff are looking for direction from the City Council on how to
proceed. Mr. Dickinson stated the City could create a fee to recoup the cost of the studies from future
development.
Councilmember Barthel asked if the Rural Reserve would become part of the MUSA. Mr. Berkowitz
stated the land is not currently in the MUSA. Mr. Janish explained that someday in the future, the
City has identified the Rural Reserve as being developed and bringing that area into the MUSA. Mr.
Dickinson stated the Met Council has design capacity to include the Rural Reserve.
Mr. Janish stated the benefit of conducting the studies is that the City would have more control about
how the area is developed. Mr. Berkowitz explained the Land Use (Development Scenario Planning
Study) will drive development.
The City Council reached consensus to proceed with the Development Scenario Planning for the
Rural Reserve.
DISCUSS COMMUNITY SURVEY
The City Council is requested to receive a presentation from staff on a community survey and provide
direction to staff on how to proceed. Mayor Pro Tem Barthel recommended tabling the survey until
the full Council is present. He stated he is not necessarily in favor of a survey due to the cost.
Councilmember Butler stated if the Council moves forward with a survey, he recommends the
statistically valid method and in addition, allowing any resident to participate in the survey through
an online public survey.
Mr. Dickinson stated it is recommended to conduct a survey before or after the summer season. He
stated the survey is in the 2023 Budget. He is not opposed to pushing it out and moving the survey
discussion to the spring.
Mayor Pro Tem Barthel recessed the meeting at 7:30 p.m. The Council reconvened at 7:37 p.m.
PRE AUDIT DECEMBER 2022/JANUARY 2023 COMMUNITY CENTER UPDATE
The City Council is requested to receive an update on the Community Center. Mr. Dickinson
summarized the Community Center's programs and facility use. He updated the Council on usage
Andover City Council Workshop Meeting
Minutes—March 28, 2023
Page 5
with more events and education about planting trees.
RECESS AND RECONVENE
Mayor Bukkila recessed the meeting at 7:35 p.m. The meeting reconvened at 7:50 p.m
DISCUSS COMMUNITY SURVEY
The Council is requested to receive a presentation from staff about the Community Survey and to
provide direction to staff on how to proceed. Mr. Dickinson shared that a community survey has
not been done since 2014. They want to make sure all are able to participate. There is a group that
does community engagement using an online tool. He is looking at what another city is doing with
a company named Polco. The survey will likely happen in the fall.
Councilmember Butler shared they should consider including things in the survey like an initiative
around protecting the City's trees.
Councilmember Nelson asked how much the survey will cost. Mr. Dickinson shared it costs around
$26,000.
It was discussed that they would like to do a broader survey than the scientific report which only
gets opinions from about 400 residents.
2 024-202 8 CIP DEVELOPMENT DISCUSSION/ 2023 CIP PROGRESS REPORT
The Council is requested to receive a brief presentation on the staff report and provide direction to
staff on Council priorities for the 2024-2028 CIP. Mr. Dickinson shared the City needs new
equipment like a fire engine replacement, snowplow, and trail machines for plowing trails. There
is a lead time on things, so they need to be ordered now to get them by 2024. He is seeking approval
that the City can move forward with these purchases.
Mayor Bukkila asked if it is still an option to split expensive purchases in two. Mr. Dickinson
shared that yes, they plan to do that for these purchases. The supply chain for specialized parts is
becoming more difficult. They try to commonize parts, so they aren't in supply chain issues,
keeping things as standard as possible. The fire engine is a priority to get in line for soon.
Mayor Bukkila asked if Mr. Dickinson is able to work within the budget given. Mr. Dickinson said
yes but he would also look at the bond put out for purchases this year. They will work with what
they have.
Councilmember Barthel asked how much he plans to put down for the purchases. Mr. Dickinson
shared he will likely put $450,000 into the fire engine chassis.
The Council and staff discussed roads, trails, and the new equipment as being priority for the CIP