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City Council Minutes 08-23-2004 WorkshopMINUTES BUDGET WORKSHOP Monday, August 23, 2004 - 5:30 p.m. Members Present: Roger Carlson, Glen Posusta, Brian Stumpf and Bruce Thielen. Members Absent: Robbie Smith 1. Call to order. Mayor Thielen called the budget workshop to order at 5:30 p.m. 2. Review of preliminary 2005 budget and tax levy. City Administrator, Rick Wolfsteller provided the background information on the preliminary 2005 budget. He noted that this year the City is not restricted by levy limits. In 2004, the City levied $6,900,000 but only collected $6,600,000. The difference being the homestead credit in 2004 was retained by the state. In 2005 the City should receive the approximate $280,000 of homestead credit. The proposed tax levy is 1 V2% more than last year and the levy amount is $104,000 more than in 2004. Rick Wolfsteller indicated he tried to keep the increase to 1 1/2% which means that no Truth in Taxation hearing would be required. He added that with the increase in market values and allowing for inflation, property taxes would be lower even though the levy increased by 1 1/2%. The City's total market value is estimated to increase by $800,000 to approximately $11,900,000. Rick Wolfsteller added that the 1-94/CSAH 18 interchange project was not included in the budget nor was the acquisition of right-of-way from Denny Hecker in order to extend Chelsea Road to County Road 39. Bruce Thielen asked about the bond fund. Rick Wolfsteller indicated he had reduced the bond levy by $700,000. There were five bond funds that were paid off that had accumulated surplus funds. These surplus funds, however, can only be used against other bonded debt. He added that he did not recommend that all the bond fund surplus be used. He also added that there would be some revenue from the sale of the Jefferson Commons (Remmele) property that could be used for bonded debt payments.. Rick Wolfsteller addressed the approximate $27,000,000 in reserves noting that most of the reserves were allotted for a specific use. The Council reviewed the trunk fund summary sheet. It was noted there is not sufficient monies in the trunk funds to cover the projects budgeted for construction that would need to utilize trunk funds. Rick Wolfsteller pointed out that the trunk fees have increased about 4% annually to reflect cost of living increases. However, as noted in the recent comprehensive water study, the overall rates need to be reviewed and adjusted, if necessary, in order to be able to properly fund trunk improvements. John Simola provided information on the current water rates and indicated that the City would be looking at these rates as well as rates for sprinkling use when they looked at increasing the fees. Rick Wolfsteller indicated there was approximately $5,000,000 in trunk fund reserves, Budget Workshop Minutes - 8/23/04 $8,000,000-$9,000,000 bond fund reserves and approximately $6,000,000 in general fund reserves. He pointed out since the City does not collect any tax revenue until July the reserve in the general fund is used to operate the City until they receive the tax settlement. The Council reviewed the worksheets for the various departments. Rick Wolfsteller stated that engineer and legal costs incurred are being charged back to the developments. Glen Posusta asked about the law enforcement budget. Rick Wolfsteller responded that there was no increase of hours proposed for 2005 but the hourly rate set by the Sheriff s Department accounted for the budget increase. He also noted that funds were included to cover the strategic planning study the Council was proposing and partial funding for election equipment to fulfill the HAVA requirements for the 2006 election. Rick Wolfsteller informed the Council that because of the new GASB 34 regulation, depreciation figures were being shown in the budget. Brian Stumpf asked about what is all covered under the civil defense budget. Rick Wolfsteller replied that includes 15% of Gary Anderson's (Civil Defense Director) salary and benefits, cost of sirens and training. Brian Stumpf asked specifically about the City's civil defense plan and suggested the City look at updating the plan. In the review of the Public Works budget, it was noted that $15,000 was budgeted for code enforcement. Bruce Thielen asked about the 1/2 person that was budgeted for 2004. Rick Wolfsteller responded that the Building Department had an intern in place. Brian Stumpf questioned the budgeting for a motor grader. John Simola stated that the present one is 22 years old and should be replaced. He added that the grader's use is somewhat limited and even though they have had some major repairs it could probably go another year or two. If a different grader was purchased it would most likely be a used one as is the current grader. 95% of the grader hours is for snow removal. John Simola stated that the 1988 Fort plow truck is proposed to be replaced. This vehicle is 15 years old. One of the snow plows has been converted to a hook truck which makes it a multi-purpose vehicle since it can be used with a number of different truck bodies. Bruce Thielen suggested rather than budget for all of the truck in one year they should split over a number of years. This would be similar to how the fire department trucks are budgeted. The Council recommended that the grader be removed from the budget and that the hook truck should be budgeted in 2005 for 1/3 of $185,000. Glen Posusta questioned the number of skid loaders that were being purchased. John Simola stated that the skid loader was being shared between the Parks Department and Street Department. The other skid loader that is proposed for replacement is being sent to the WWTP. There was discussion on whether it wouldn't be more cost effective to contract the work. There was also a question on the number of trucks being budgeted. John Simola stated they are budgeting for two new trucks and one replacement truck. Brian Stumpf asked how many trucks the City currently has and was informed that there are 12 trucks. It was pointed 2 Budget Workshop Minutes - 8/23/04 out that the City has the potential to eventually expand by 8,000 acres as a result of the annexation agreement and that the City will have to add personnel and equipment to handle this. John Simola stated that the City has generally replaced large trucks after 15 years and pickup trucks after 10 years. Brian Stumpf asked if the 1994 truck would have to be replaced this year. John Simola stated it could probably go another 1-2 years. Bruce Thielen felt staff should look at the budget with the idea of cutting $300,000-$500,000. John Simola said the Council has looked more closely at the proposed equipment expenditures than they did the $29,000,000 interchange project. Glen Posusta asked about the Ellison Park restrooms budgeted at $50,000. Bruce Thielen agreed and suggested the City should look at other options such as portable units. Glen Posusta also felt for the limited amount of time the restrooms were open, it would be more practical to have portable units. Glen Posusta felt the Parks should look at whether it was feasible to have restroom shelters at small neighborhood parks such as Groveland. Bruce Thielen suggested the Council set the levy the same as 2004 and have staff work at cutting $500,000 from the proposed budget. Rick Wolfsteller stated that the Council had recommended a number of equipment cuts and wanted to know if the Council was comfortable with the additional employees proposed. Glen Posusta stated on the upcoming agenda for the regular Council meeting there was a proposal amending the park dedication fees. He questioned the establishment of small neighborhood parks and felt the focus should be on larger community parks. Bruce Thielen stated the City's Comprehensive Park plan allowed for neighborhood parks as well as community parks. Jeff O'Neill stated that 5% of the park dedication is to go toward neighborhood parks and 5% toward community parks. Rick Wolfsteller stated that a lot of the items that are being cut are coming out of the capital outlay fund but not that much of that is coming from tax levy. Rick Wolfsteller asked if the staff cuts $500,000 from the budget and if the City keeps the levy the same as last year how would they want the excess designated. Bruce Thielen felt it should be set aside for the interchange project or other projects that may come up. Glen Posusta questioned the $3500 in signs proposed in the MCC budget. Rick Wolfsteller stated that only the A list of items requested by the MCC had been included in the proposed budget. Bruce Thielen felt rather than the Council going over individual items, the staff could do additional budget cutting including the following: 1. No motor grader 2. 1/3 of the hook truck cost. Budget Workshop Minutes - 8/23/04 3. Restrooms at the parks. 4. Remaining cuts to be made by staff. Rick Wolfsteller asked about the budget amount for the library expansion which was estimated at $800,000. Bruce Thielen felt $100,000 could be cut. There was additional discussion on the library expansion and what the ultimate cost would be. Glen Posusta asked about the air handler budgeted for the MCC at $125,000. He felt this should have been covered by the original contract. Rick Wolfsteller presented information from the League of Minnesota Cities. He stated when comparing one city's taxes to another you need to look at all the factors. He cited that the City of Monticello provides garbage service to its residents, it supports the Community Center and unlike many other cities, Monticello receives very little in the way of state aids. He emphasized the need to look at all the factors that go into the City's tax structure. The Council directed that preliminary levy be the same as in 2004 and that the staff bring the revised budget back to the Council at a future meeting. The budget workshop closed at 6:45 p.m. Recording Secretary 11