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City Council Agenda Packet 11-12-1996 SpecialAGENDA SPECIAL MEETING - MONTICELLO CITY COUNCIL Tuesday, November 19, 1996 - 6 p.m. Mayor: Brad Fyle Council Members: Shirley Anderson, Clint Herbst, Brian Stumpf, Tom Perrault Call to order. Review proposed 1997 budget. Adjournment. Special Council Agenda - 11/12/96 7-T r7m Mr. a rry =.. A RF.F .RF.NC . AND BACKGROUND: As you will recall, the 1997 proposed budget and preliminary tax levy was set by the Council on September 9 that included a proposed maximum tax levy of $3,059,880. This amount was anticipated to be a 3'% increase in the tax capacity rate and would actually generate an additional $137,000 over the taxes collected in 1996. Since the September budget workshop, the County Assessor has finalized the market values and tax capacity values for establishing next year's tax capacity rate, and our value increased slightly to $16,071,789. This tax capacity value based on our preliminary tax levy of $3,059,880 would amount to a 2.86'% increase over the 1996 tax capacity rate rather than the 3'% that had originally been projected. Based on the discussion at our first workshop session, the summary worksheets enclosed with the agenda outline some of the changes that had been discussed at the first meeting. While there are not major changes to the budget, a few additional capital outlay items are noted that were discussed, including: Partial Chelsea Road realignment cost $150,000.00 Partial County Rd 118/I-94 interchange cost $105,450.00 Future City Hall expansion - partial $100,000.00 MCP matching contribution - downtown revitalization project $35,000.00 The above capital expenditures were added to the budget and are projected to be funded from the capital outlay fund. The option selected for the preliminary tax levy provided additional funds that enabled the above items to be included in next year's budget. As you will note, most of the additional expenditures are for major projects that the City will be facing in the upcoming years and do not necessarily cover the entire cost of a particular project but provide a beginning funding source for these improvements. In regard to the sewer fund, an anticipated OSHA reimbursement for the boom anti -fall device was eliminated for $1,850, and the bioaolids farm improvement (Bohanon farm) was increased to $10,000 from $6,000 in the original budget. These items do not have any effect on our tsar levy but were modified based on the discussion at the first workshop session. Finally, the fire department budget reallocated $2,700 from capital outlay expenditures to salaries to reflect the recently -adopted salary schedule for various officers. The total fire department budget will not change, only a reallocation within each line item. Special Council Agenda - 11/12/88 i The purpose of this second workshop session should be to again review the `+ budget in general and especially in regard to specific capital outlay expenditures if changes are going to made before the actual public hearing on December 4. As I noted earlier, the maximum tax levy we can propose should amount to approximately an 2.86% increase, which seems very reasonable in light of the current cost of living projections. Unless the Council members have a specific concern on a particular item included in the budget proposal, it may be well to simply propose the same budget originally adopted in September at the public hearing. If after further discussion an additional workshop is deemed necessary, the Council can simply schedule another meeting date prior to December 4. A ALTERNATIVE ACTIONS: 1. Modify or adjust the budget as necessary based on Council discussion. C STAFF RECOMMENDATION: None. D. SUPPORTING DATA; Budget summary sheets as preliminarily adopted in September 1996. D CAPITAL OUTLAY ITEMS 1997 BUDGET FUND/ FUNDING DRP�NT jTEM AMOI SQ1110E Data Processing Software updates $ 1,600 General Fund Building permit software 6,000 General Fund Equipment: Printer stand 125 General Fund Personal computer (big dept) 3,000 General Fund Main frame computer updating- AS/400lease for months 9,180 General Fund Less: Maintenance agreement savings (3"926) General Fund TOTAL DATA PROCESSING E 14,880 Building Two (2) cellular phones $ 1,000 General Fund Inspections Building inspection vehicle 14,000 General Fund Office furniture: Desk 400 General Fund Drafting table 250 General Fund Chair 250 General Fund Bookcase 300 General Fund Office partition or remodeling 600 General Fund TOTAL BUILDING INSPECTIONS $ 16,800 Economic Development MCP matching contribution $ 36,000 Capital Outlay Downtown revitalization prof. Public Works OfFice equipment: Administration Filing cabinets $ 1,000 General Fund Calculator 160 General Fund TOTAL PUBLIC WORKS ADMIN. $ 1,150 Parking Lots Parking lot improvements - overlay $ 30,000 Capital Outlay Refuse Carte and bins $ 16,000 General Fund PW Inspections New 4 -wheel drive vehicle $ 20,000 Capital Outlay Parka Troo planting program $ 16,000 General Fund Picnic tables (10) 4,000 General Fund Bridgo Park • security camera 2,600 General Fund Play structure improvements 10,000 Capital Outlay River park enhancements 20,000 Capital Outlay Pathway improvements: Riverroad Platy to Middle Schl 15,000 Capital Outlay Ellison Park to Mississippi Dr. 30,000 Capital Outlay D CAPITAL OUTLAY ITEMS 1997 BULLET FUND/ FUNDING DEPARTMENT ITEM AMOUNT SOURCE Parks cont... Meadow Oak Park - Outlot A: Concession building 12,000 Capital Outlay Parking lot 13,000 Capital Outlay Basketball court 2,000 Capital Outlay Prairie Creek Park development 9. moo Capital Outlay TOTAL PARRS $126,000 Streets 1/3 of small loader & trailer $ 20,000 General Fund Paint striper 4,700 General Fund Less: trade-in (1-500) General Fund 3,200 Repair intersections: 77-3 street prgj - various locations 10,000 General Fund 185 CFM air compressor 12,250 General Fund Sealcoating 27,500 General Fund Chelsea Rd. realignment - partial 160,000 Capital Outlay Co. Rd. 118/1.94 interchange - partial 105.450 Capital Outlay TOTAL STREETS $328,400 Snow/Ice Second 44 of plow hookup for loader $ 6,600 General Fund Snowblower 70.000 General Fund TOTAL SNOWIICE 8 76,500 Water Refurbish well 02 $ 10,000 Gopher State One Call computer software 1 --goo TOTAL WATER $ 11,300 Sewer Boom anti -fall device $ 3,700 Sewer Fund U4 of now jetrodder/vac 26,000 Capital Outlay Biosollds farm improvements 10"000 Sewer Fund TOTAL SEWER $ 38,700 Library Copy machine $ 4.000 Capital Outlay Personal computer 2,000 Capital Outlay Parking lot overlay 4,000 Capital Outlay Parking lot overlay 000 Library Fund TOTAL LIBRARY $ 11,000 9 �. FUND/ nF.pAR FNT Fire City Hall CAPITAL OUTLAY ITEMS 1997 BUDGET ITEM Unallocated/unspecified Office partition furniture Future city hall expansion - partial TOTAL CITY HALL Deputy Registrar Space heater FUNDING AMQIJN MURCE $ 5,300 $ 3,000 100, $103,000 $ 200 General Fund Capital Outlay General Fund k GENERAL FUND SUMMARY 1997 BUDGET ;iwipQ11 a IBM IM 1Z Current Ad Valorem $2,143,730 $2,137,625 Penalty/Interest 1,000 100 Tax Increments -Kmart MAN 96.050 1.irnnare P H $2,243,830 $2,223,775 and rmiM - .ainraa Liquor 25,150 24,900 Beer 1,660 1,030 Set Ups 326 325 I.i Par,*itt� Noe_B 8 27,025 $ 26,255 oars and - .a'naaa Building Permits 110,000 150,000 Variances/Conditional Uses 2,500 2,500 Dog Licenses 150 125 Others 3.600 5.050 $ 116,260 $ 157,676 In nr ,gy rvneaW Fire Department Aid 32,685 34,900 Police Department Aid 22,000 25,000 State Highway Aid 40.000 41.000 $ 94,685 $ 1001900 Chess for Se viers General Government 1,000 1,000 Public Safety (Township Contract) 59,600 60,970 Streets - C.S.A.H. Mtnc. 6,800 6,600 Deputy Registrar 100,000 105,000 Other 350 650 Subdivision Fees 1,000 61000 Special Processing Fee (Garbage) 12,000 15,000 Recycling Incentive 8,000 12,000 Inspection Fees 4,000 6,000 Garbage Cart Rental 4.500 -A nn0 $ 196,250 $ 217,220 Ei= Animal Impoundment 16.000 18.000 $ 16,000 8 18,000 Mla Ilnnro .a Rnv n .a Interest on Investments 62,060 103,525 Sale of Property 275 350 Other & Rental of Property 112n0 13 500 Rn1V.nda li..{enhurarmrnea $ 73,635 $ 117,375 dnd IDC Reimbursement 2,000 0 Other Reimbursements 12 000 16.000 $ 14,000 $ 15,000 TOTAL GENERAL FUND REVENUE $2,780,575 $2.876,200 GENF'UNDRSUM, W40 0-1 GENERAL FUND SUbEWARY 1987 BUDGET EXPENDITURES Im im Mayor and Council $ 30,226 E 30,425 Administration 237,365 236,000 Finance 99.320 100,990 Insurance 66,000 63,470 Audit 13,500 13,b00 Legal 27,300 28,000 Planning & Zoning 72,935 109,885 Inspections -Bldg, Official 156,240 163,903 Assessing 13,625 15,900 Deputy Registrar 94,895 98,666 City Hall 54,700 34,880 Computer 38,020 35,260 Elections 6.125 0 TOTAL GENERAL GOVERNMENT $ 909,260 S 930,980 Law Enforcement S 302,810 $ 329,475 Fire 133,475 140,565 Civil Defense 8,740 8,710 Animal Control 36"600 94 100 TOTAL PUBLIC SAFETY S 480,525 $ 508,860 Inspection $ 42,340 S 43,540 Admin. & Engineering 116,260 126,090 Streets & Alleys 345,430 308,325 Snow & lee 27,810 97,710 Street Lighting & Parking Lots 65,750 62,760 Shop & Garage 73,360 37,050 Refuse Collection 288 270 121666 TOTAL PUBLIC WORKS S 957,210 $ 987,020 Senior Citizens Center $ 55,000 S 37,000 YMCA/Community Ed. 25,000 25,000 infbnnation Center/Museum 1.740 1"690 TOTAL HEALTH & WELFARE $ 81,740 $ 63,690 Parke & RecJCemetery 111 205,480 S M 410 TOTAL PARKS & RECREATION $ 205,480 $ 242,410 Community Development A IUA70 d,..121M TOTAL COMMUNITY DEVELOPMENT $ 136,870 $ 124,250 Mise•-Severence Benefits a ONO a it O00 TOTAL MISCELLANEOUS S 91600 $ 11,000 TOTAL GENERAL FUND EXPENDITURES $2,780,575 $2,876,200 OENFUNDESUM: 0l&99 E FUN� General Library Transportation Shade Tree UDAG OAA RRA EDA SCERG CMIF Debt Service Liquor Water Sower Capital Imp. Water Access Storm Sewer Access Sewer Access TOTAL 1997 BUDGET SUNEKARY (Approx. 2Aft increase in levy dollars) 189.2 BEYENIIE $2,876,200 EYMNI)IDIRES $2,876,200 32,295 32,295 69,635 69,635 6,900 20,725 12,840 59,000 1,600 1,600 515,960 596,000 215,740 202,120 5,555 124,000 120 0 1,499,090 1,688,973 1,828,650 1,643,350 218,305 418,740•• 563,800 969,435• 579,948 579,950 74,900 10,000 25,000 0 $8,728.958 $9,292.023 • includes $414,255 Depreciation -contributed assets sewer •• includes $200,435 Depreciation --contributed assets water BUD097ASUM: 1 LAW 1885 RF.VENIIR F"FNDITIiRES $2,780,575 $2,780,575 32,295 32,295 70,243 70,322 20,385 20,385 11,120 0 1,700 1,700 508,040 321,727 117,445 202,120 7,805 0 195 0 1,759,511 1,566,430 1,675,750 1,622,240 192,950 384,850 522,260 926,655 375,027 610,962 82,080 20,500 0 0 $8,350,481 $8,888,781 f k— SUMMARY DEBT SERVICE FUNDS 1997 BUDGET FORECAST REVENUE Iy Mfi Current ad valorem: 605,022 651,187 Interest: 91,780 63,248 Special asmt.-county: 506,788 730,229 Transfer in—tai increment: 295.600 214.880 TOTALREVENUE Alimm ld Jou ►p► r pq►►r ♦►p►• r►►►s r r►►s ►►• rr r r r• u s s►►sr►♦q►rss►rsp►rs►srrrr►ssrrr e r r s r►►►►s ■ EXPENDITURES Principal: 1,180,000 950,000 Interest: 488,291 597,782 Paying agent fees: 8,182 9,543 Interest exp.: 14.600 9.126 TOTAL u' A ba W a a JRES DEMERV.8M WWW 1997 SUMMARY OF LEVY INCREASESIDECREASES PROPOSED BY FUNDS (OPTION C) General fund levy is up $1,317. Some of the increases or decreases by department are as follows: Planning & Zoning - Up $36,950 due to the addition of a new full-time position or funds for additional outside consulting service. LY Hall - Down $20,000 because of lower building maintenance and repair costs. Iaw ,. forcem n - Up $20,600 to cover hourly contract increase ($13,700) and to fund additional 200 hours of coverage ($6,900). R ,il ing Inas ctiona - Up $7,650. The budget includes funding for a part-time secretary to help out in this department. Budget also includes $14,000 for another building inspection vehicle. Streets - Down $37,000 because of a lower capital outlay equipment budget. Snowfice - Up $70,000 to cover cost of new snowblower. Sho Carr, - Down $36,000 because of lower capital outlay request. Refuse Coil etinn - Up $35,000 primarily due to payment of sales tax on disposal of refuse, minor contract increases, and general growth of residential homes. Parks - Up $37,000. Budget includes additional $5,000 for weed control and $25,000 more for part-time summer help. Sefor67. n C n e - Down $18,000 due to lower building maintenance budget. The net increase in expenditures proposed above amounts to $96,200. The difference of $94,900 between the increase in expenditures and the tax levy increase of only $1,300 is covered by additional non -tax revenue increases in such areas as building permit fees ($40,000), interest earnings ($42,000), and other miscellaneous revenue item increases. LF.VY.9UM, WSW 0 Tax Tax '88/Payable 1989 TAR LEVY SUMKARY 14.283 62,198,008 '89/Payable 1990 1997 BUDGET 16.187 2,588,108 '90/Payable 1991 ALL FUNDS 16.511 2,506,132 '91/Payable 1992 (2,86')(0 increase in tax rate) 16.492 2,558,554 '92/Payable 1993 15,490,500 Net Payable" 2,526,216 Adjusted Levy Before 15,154,786 1997 Adjusted 2,652,527 Levy HACA Adj. 15,586,930 Levy After �}ypd iavahle 1996 EWable 1997 HACA DaludU v ILACA General $1,966,209 $2,137,625 $170,099 $1,967,526 Library 31,095 31,095 0 31,095 Transportation 15,590 15,854 1,250 14,604 Shade Tree 12,038 0 0 0 OAA 1,196 11055 78 977 HRA 17,497 14,060 1,094 12,966 Debt Service 597,270 605,022 47,447 557,575 Capital Imp. Revolving 281.905 61b.678 40-441 476.137 TOTAL $2,922,800 $3,320,289 $260,409 63,059,880• Net Certified Levy Increase - $137,080 (+4.69% in dollars) Payable 1989 Tax Capacity Rete ..... 14.283 Payable 1990 Tan Capacity Rate ..... 16.187 Payable 1991 Tan Capacity Rate ..... 15.511 Payable 1992 Tax Capacity Rate ..... 16.492 Payable 1993 Tax Capacity Rate .... , 16.313 Payable 1994 Tax Capacity Rate .... , 17.527 Payable 1995 Tax Capacity Rate ..... 18.228 Payable 1998 Tax Capacity Rate ..... 18.509 Est. Payable 1997 Tax Capacity Rate. 19.039 (2.86%) iaca A in tax rate Tax Tax '88/Payable 1989 8 15,405,139 14.283 62,198,008 '89/Payable 1990 15,873,242 16.187 2,588,108 '90/Payable 1991 18,161,043 16.511 2,506,132 '91/Payable 1992 15,513,574 16.492 2,558,554 '92/Payable 1993 15,490,500 16.308 2,526,216 '93/Payable 1994 15,154,786 17.527 2,652,527 '94/Payable 1995 15,586,930 18.228 2,841,185 '95/Payable 1996 15,792,922 18.509 2,922,800 '98/Payablo1997(est.) 16,071,789 19.039 3,059,880 • Actual levy collected from taxpayem-balance received from state in HACA aid payments ($260,409 is est. State Aid for 1997). •• Did not deduct HACA from library levy, but deducted library portion of HACA from general fund levy. TAXLMCSM: 11096 T SUMMARY OF PROJECTED REVENUES, EXPENDITURES AND FUND BALANCES (CASH 8 DIVESTMENTS) PROJREV: 111106188 PROJECTED 1997 1997 PROJECTED BALANCE PROJECTED PROJECTED BALANCE am 12Q1/96 REVENUE FXPFNnMIRFR ]2/3]197 General $2,558,725 $2,876,200 52,878200 $2,558,725 Library $7,975 $32285 $32295 $7,875 Tree $141,870 $6.900 520,725 51271145 OAA $10,530 $1,600 $1,600 $10,530 Water $148,320 $218,305 $218,305 $148,320 Water Access $276,615 $74,900 $10,ODD 5341,515 Sewer $110,405 $563,800 $555,180 $119,025 Sewer Access $342,455 $202,420 $0 $544,875 Transportation $1,100 $69,635 $69,835 $1,100 Liquor S210,9D0 $1,828,650 $1,643,350 $396200 Capital Outlay Revolving $541.000 $579,948 $579,950 $540,998 HRA $122,675 $515,960 S598,0DD $42,835 UDAG $158,620 $12,840 559,000 $112,460 EDA $137200 $215,740 $202,120 5150,820 SCERG $121,540 $5,555 $124,000 53,095 CMIF $300 $120 $0 $420 Storm Sewer Access SII 525,000 S0 525.000 SUBTOTALS $4.890.030 $7,228,868 $6,988,360 $5,131,638 Debt SeMce General Obligation Bonds $786,945 $284,061 $338,875 $732,131 Special Assessment Bonds $1,944267 $916,679 $1,035,085 $1,825,861 Tax Increment Bonds 9339,382 5288 350 5315.013 93" 710 SUBTOTALS, $3,070,594 $1,499,090 $1,688,873 82,880.711 TOTALS $7,960,624 $8,728,958 $8,877,333 $8,012249 PROJREV: 111106188