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City Council Agenda Packet 10-26-1998 Special . -. AGEND SPECIAL MEETING - MONTI ELLO CITY COUNCIL Monday, October 26, 1 98 ~ 5:30 p.m. Mayor: Bill Fair Council Members: Clint Herbst, Brian Stumpf, Ro er Carlson, Bruce Thielen 1. Call to order. 2. 1999 Budget Workshop. 3. Adjournment. . Special Council Agenda - 10/26/98 ...-.. ....... 2. 1999 Bud1:et Workshop. (R.W.) A. REFE OUND: At our fIrst budget workshop session, the Co ncil adopted a preliminary tax levy at the maximum allowed totaling $4,802,470. This proposed levy was $919,394 higher than the levy for 1998. Of the increase, $566,000 wa related to the payment of debt issues, with the balance of $353,349 attributable to vario s program increases, including overall inflation adjustments. The direction of the C uncil after the fIrst workshop was to have the staff attempt to reduce this $353,000 non debt portion of the levy increase by approximately one-third so that the non-debt portion of the increase would be about 6%. At our second budget workshop session, I P sented to the Council a revised budget that proposed a reduction in our tax levy of $117,682, bringing the new levy to $4,684,725. This $117,000 reduction was a one-third cu of the non-debt portion of the original levy increase per direction of the Council. The s vings were primarily achieved by reducing or delaying various purchases within the p ks department and street department that totaled $95,000. In addition, the budget m difIcation also included additional funding for a part-time person in the fInance departmen that added $17,925 to our original budget Also added was an amount of $35,000 to c ntinue funding of a matching contribution to the MCr. In addition to the above reducti ns and increases to the budget, I also was able to come up with approximately $67,000 in additional revenue sources that included a higher esrimate from building permit fees, dditional state aids for homestead credit, and an estimated $50,000 in revenue from gar age fees that will be charged to mobile homes and apartment buildings. The net result 0 these additions and rednctions still resulted in a $117,000 cut in our tax levy as suggeste by the Council. As you will recall, during our discussions he Council asked that I continue to look for additional cuts in our budget that would s ill reduce our tax levy by an additional $67,000. This amount was arrived at by oting that actual cuts or delays had not occurred in our budget for the total reduction of $117,000 but was accomplished by also including some additional revenue in the calculatio . While I thought the original goal of the Council was to reduce the tax levy by $1 7,000, which was accomplished, reducing our tax levy further by another $67,000 can c rtainly be accomplished by further cuts or use of reserve funds rather than funding by a tax levy. The budget summary documents include with this agenda item propose a reduction in our tax levies of an additional $67,000, ringing the proposed levy to a new total of $4,617,725. This amounts to a $734,71 increase in dollars over the 1998 levy and is actually a $168,667 increase in levy req irements related to non-debt portion of the budget. In other words, the original $5 6,000 of our increase has to do with debt requirements, including the proposed c mmunity center debt obligation. The non-debt . . Special Council Agenda - 10/26/98 . portion ofthe levy noW is proposed to be ap roximately a 4.3% increase over the 1998 levy. This percentage was originally 9% in t e first budget workshop and was reduced to 6% at our last workshop session. The additi nal $67,000 reduction brings it down to 4.3%. To arrive at the $67,000 tax levy reduction, 35,000 are actual cuts in budget items that were eliminated or delayed from the 1999 b dget. Also eliminated was $32,000 from the tax levy requirement but is proposed to rem in within the budget by utilizing general and tree fund reserves to fund the items. I've en losed a summary sheet that outlines the various items that were either eliminated or re proposed to be funded through reserves to accomplish the additional $67,000 tax levy djustment. One item that was reduced to accomplish this reduction was leaving the CP matching contribution at $35,000, which was the same amount the City contributed t e last two years. As you may recall, the MCP had requested this amount be increas d by $7,250 to $42,500 plus an additional $9,250 to fund a separate community identi y and marketing strategies study. At this time, the proposed budget only has $35,00 for the MCP; and ifthe Council's desire is to fund the higher amount as requested, either additional projects or line items will need to be eliminated from our budget or simply ut lize more reserve funds for this category. . With the additional cuts as proposed, a fe items continue to remain unfunded at this time in the area of economic development elated issues. The City's matching contribution along with the HRA toward p tting away funds for our future industrial park has been reduced to $25,000 in the budget rather than $75,000 in the past. Likewise, continuation of the City's participation wi h the HRA in acquiring land in the downtown/riverfront area is not included i this budget, which was $35,000 last year. As I noted earlier, the MCP contribution requ st had been $16,750 more than what is now included in the budget, and the last item at is not funded would be any funding of a scattered housing program. Lastly, I beli e everyone is aware that the library will soon need various repairs, and the Library Bo d is interested in beginning to look at how the building could possibly be expanded in th future and what the cost might be to do so. Along this line, the City may want to hav an architect or construction management firm do some preliminary estimates on how th building could be expanded and funding for this type of a study is also not specificall included in this budget. It is likely that these types of expenditures will have to be tak n from reserves or delayed until a future budget year. The initial public hearing for adoption 0 our final 1999 budget and tax levy will be held on Wednesday, December 9, at 5 p.m. I the Council is comfortable with the proposed budget as modified, we will simply prep e further budget documents for this hearing based on the modified budget and tax Ie y, or the Council may want to make further adjustments or modifications and contin e with additional workshops prior to the December 9 meeting. . Special Council Agenda - 10/26/98 . B. ALTERNATIVE ACTIONS: 1. Accept the proposed 1999 tax levy d budget as modified. 2. Council could make additional adju tments to the budget and tax levy. C. STAFF RECOMMENDATION: The budget and tax levy as modified will a tually result in a tax levy that is $226,000 less than the maximum allowed by the Departm nt of Revenue. Of the $168,667 non-debt portion of the levy increase, the Council sh uld remember that over half of this amount relates to increases because of the commun ty center operating budget, which results in various programs and inflation adjustment being very limited when comparing the balance of the budget. I believe the budget as proposed is reasonable considering the new projects and programs that have been provi ed when taking into account that the majority of our increase relates to debt-related item. The actual effect of our budget on the average taxpayer is still unknown, as it is ery likely that the School District's tax impact may again be reduced because of addition I state aids, and the overall net increase to an average home owner may still be minimal. . D. SUPPORTING DATA: Budget summary and capital improvemen program budget. . . . . Special Council Agenda - 10/26/98 Library Fundin~ Request. (R.W.) After this agenda item had been completed, I met ith Librarian Marge Bauer to discuss what might be forthcoming on building expansion plans at the library and remodeling and repair of the existing structure. I noted to Marge that we had c ently only allocated $20,000 in our budget to do minor repairs to the building and then no fun ing had been allocated for expansion plans or major rehab work. Marge noted that she recently ecame aware of news articles that indicated there are class action lawsuits throughout the COUll ry relating to synthetic styrofoam stucco material failures that are similar to the product we elieve was used on the library exterior. More information will need to be gathered, but it's possi Ie that we are not the only building owner that has experienced problems with this type of m terial, and there could be some recourse available to us through the manufacturers or throu h class action lawsuits. While I believe everyone recognizes that as the co munity grows the library facility will likely have to expand to meet that growth, ~nd we are at r near that point today. Marge intends to be at our budget workshop to request that the Counci consider authorizing some preliminary work in regard to expansion feasibility studies and also 0 have an architect or engineer review what really needs to be done to bring our building up to building standards. This could include heating and ventilation work, window replacemen , exterior stucco repairs, and possibly even a new roof. I think all these things will need to be alyzed in a study so that the Council has good information from which to make a decision in the 'uture. It was noted that we do not have currently planne as part of our budget process funding for a feasibility study, but funds could certainly be utili ed from our general or capital outlay reserves to fund a study if the Council desired. I would su gest if the Council determines in the future that a feasibility study is warranted in 1999 that t ese funds be taken from reserves rather than altering the budget ;lny further at this time. We d have the capability of increasing our tax levies by a sufficient amount to cover a feasibility study, but if the Council wishes to keep the levy where it is now proposed, the only way you an add the library feasibility study would be to delete some other project or budget item. Marge Bauer may have additional information sh will want to present to the Council at our workshop. T AX LEVY S MMARY 1999 BU GET ALL FU DS . $ 0 266,562 o o o o o o o o $266,562 Fund Net Payable 1998 Adjusted Levy After Deductini HACA HAC A Parks General Library Transportation Shade Tree OAA HRA Debt Service Capital Imp. Revolving Community Center TOTAL $ 0 2,208,793 31,095 16,612 o 2,175 14,795 1,098,807 510,736 o $3,883,013 $ 60,680 2, 66,800 31,095 17,460 o 7,000 15,295 1 302,927 10,480 472 5 0* $4 884,287 Net Levy Increase to Cover Debt - $566, 45 (14.6%) Net Levy Increase for Non-debt Portion 0 Budget - $168,667 (4.3%) Net Certified Levy Increase - $734,712 (18.9%) . Payable 1989 Tax Capacity Rate. . . . . .. 4.283 Payable 1990 Tax Capacity Rate. . . . . .. 6.187 Payable 1991 Tax Capacity Rate. . . . . .' 5.511 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 1996 Tax Capacity Rate. . . . . . . 18.509 Payable 1997 Tax Capacity Rate. . . . . . .19.136 Payable 1998 Tax Capacity Rate. . . . . . .27.001 Est. Payable 1999 Tax Capacity Rate ...35.227 Tax Capacity Value Tax Levy '88/Payable 1989 $ 15,405,139 14.283 $2,198,008 '89/Payable 1990 15,873,242 16.187 2,568,106 '90/Payable 1991 16,161,043 15.511 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 '96/Payable 1997 15,993,989 19.136 3,059,880 . '97/Payable 1998 14,413,597 27.001 3,883,013 '98/Payable 1999 (est.) 13,108,567 35.227 4,617,725 *Community center levy includes $361,925 for debt se ice. KARENIOFFICEIBUOGEn99BUOGET: 10/19/98 Net Payable 1999 Adjusted Levy After Deductin~ HACA $ 660,680 2,100,238 31,095 17,460 o 7,000 15,295 1,302,927 10,480 472.550 $4,617,725 ~fI/I REVENUE AND EXPE DITURE SUMMARY 1999 BU GET . FUND REVENUE REVENUE EXPENDITURES General $3,312,425 $3,324,425 $3,259,995 $3,259,995 Park $670,680 $670,680 $0 $0 Library $32,295 $32,295 $32,295 $32,295 Transportation $74,900 $74,900 $72,030 $72,030 Shade Tree $8,160 $67,735 $8,550 $71,430 Community Center $516,650 $516,650 $0 $0 UDAG $8,370 $0 $4,690 $0 OM $8,200 $8,200 $2,900 $2,900 HRA $419,795 $395,755 $438,800 $402,555 . EDA $41,540 $7,120 $35,880 $2,120 SCERG $6,180 $0 $5,740 $0 CMIF $140 $0 $120 $0 Debt Service $3,506,759 $3,501,331 $2,000,685 $1,816,042 Liquor $2,080,675 $1,998,570 $2,017,450 $1,892,175 Water $279,500 ..$464,380 $246,900 $425,325 Sewer $696,115 .$1,860,765 $622,020 $1,203,355 Cemetery $23,975 $37,050 $24,200 $31,550 Capital Improvement $82,180 $82,000 $591,676 $590,000 Water Access $104,400 $0 $80,720 $65,000 Storm Sewer Access $181,450 $0 $80,560 $40,000 Sanitary Sewer Access $405,780 $745,800 $324,440 $0 . · includes $1,206,080 depreciation--contributed assets sew r .. includes $212,245 depreciation--contributed assets water 01- -.. KARENIEXCELIBUDGETlREVEXSUM,XLS: 10/19/98 . GENERAL FUND SUMMARY 1999 au GET Fire Department Aid $45,000 $46,400 Police Department Aid $22,000 $18,500 . State Highway Aid $41,000 $43,000 State Aids - Other $0 $6,740 State Aids - HACA $0 $266,562 $108,000 $381,202 General Government $1 ,000 $1,500 Public Safety (Township Contract) $65,360 $67,355 Streets - CSAH maintenance $7,700 $9,000 Deputy Registrar $110,000 $115,000 Other $675 $500 Subdivision Fees $7,500 $7,500 Special Processing Fee (Garbage) $15,000 $50,000 Recycling Incentive $12,000 $7,000 Inspection Fees $25,000 $35,000 Garbage Cart Rental $8,000 $11,000 TOTAL CHARGES FOR $252,235 $303,855 . e>>,3 KARENIEXCEL IBUDGEliGENSUMRXLS: 10/19/98 . GENERAL FUN SUMMARY 1999 BU GET Mayor and Council $32,450 $34,550 Administration $306,575 $300,750 Finance $102,080 $150,805 Insurance $63,915 $67,390 Audit $13,500 $13,500 Legal $47,500 $51,675 Planning & Zoning $166,085 $213,750 Inspections--Building Official $153,415 $190,470 Assessing $16,550 $19,700 Deputy Registrar $108,820 $118,380 City Hall $44,185 $37,025 Computer $75,575 $86,100 Elections $5,600 $0 $1,136.250 $1,284.095 Law Enforcement $333,325 $390,875 Fire $172,210 $185,120 Civil Defense $9,345 $9,620 . Animal Control $38,050 $40,675 $552,930 $626,290 Inspection $90,775 $103,965 Public Works Administration $133,140 $128,480 Streets & Alleys $325,550 $320,940 Snow & Ice $60,720 $56,210 Street Lighting & Parking Lots $67,700 $86,100 Shop & Garage $37,850 $127,200 Refuse Collection $263,100 $282,960 Engineering $0 $70,000 $978,835 $1.175.855 . ~.&I KARENIEXCELIBUDGET\GENSUMEX.xLS: 10/19/98 . . . (2nd Budget SUMMARY OF PROPOSED UDGET MODIFICATIONS 1999 8 dget Added purchase of a replacement for 655 John Dee e 4x4 tractor from Year 2000 ($25,000 less $14,000 from reserves) Delayed purchase of bleachers & 4 goals until Year 000 $11,000 ($10,000) Delayed purchase of landscape rake & leveler bar ~ r skid loader until Year 2000 Added purchase of cement mixer (1/2) Added purchase of 14' cut~-pull behind mower Reduced play structure improvements Reduced Prairie Park improvements Reduced survey of parks Reduced 3 signs for parks Reduced River Mill Park improvements ($3,000) $500 $13,000 ($35,000) ($2,000) ($2,500) ($4,000) ($15,000) DITURE (LEVY) INCREASE $27,000 POSED LEVY REDUCTION $117,682 KARENIOFFICEIEXCEL IBUDGEnSUDGMODXLS: 10/19/98 ~-'S' . LAY FUND ITEMS BUDGETED F R OR COMMITTED BUT NOT SENT YET 1998 Jet radder/vac (1/3) $50,000 . Funding for land acquisition along river $35,000 Future industrial park land acquisi ion (2nd year) $75,000 Klein Farms Park $40,000 Additional ballfields - NSP Park $40,000 River Park enhancements $60,000 4th Street rink hardsurfacing $40,000 Hwy 25/Chelsea Road realignme t (partial) $125,000 1993 Sewer interceptor reserve $100,000 1994 Sewer interceptor reserve $60,000 1995 Sewer interceptor reserve $60,000 1996 Sewer interceptor reserve $80,000 Total interceptor reserve $300,000 Jet rodder - partial (1/4) funding River Park enhancements Pathways - River Road to Middle chool Pathways - Ellison Park to Missis ippi Drive Concession building - Meadow 0 k Park Parking lot - Meadow Oak (1/3) Basketball court Future industrial park land acquisi ion (1st year) $25,000 $20,000 $15,000 $30,000 $12,000 $13,000 $2,000 $75,000 . KARENIEXCELIBUDGETlNOTSPENTXLS: 10/19/98 :A~l# . Parks Fund $100 $670,680 $670,680 $100 General $2,953,900 $3,312,425 $3,324,425 $2,941,900 Library $2,475 $32,295 $32,295 $2,475 Tree $107,555 $8,160 $67,735 $47,980 OM $10,530 $8,200 $8,200 $10,530 Water $244,500 $279,500 $252,135 $271,865 Water Access $463,285 $104,400 $0 $567,685 Sewer $315,850 $696,115 $654,685 $357,280 Sewer Access $1,340,500 $405,780 $745,800 $1,000,480 Transportation $100 $74,900 $74,900 $100 Liquor $132,375 $2,080,675 $1,998,570 $214,480 Capital Outlay Revolving $877,300 $82,180 $82,000 $877,480 HRA $115,000 $419,795 $395,755 $139,040 UDAG $188,000 $8,370 $0 $196,370 EDA $385,000 $41,540 $7,120 $419,420 SCERG $151,650 $6,180 $0 $157,830 . CMIF $400 $140 $0 $540 Storm Sewer Access $151,650 $181,450 $0 $333,100 Cemetery $15,325 $23,975 $37,050 $2,250 Community Center Fund $0 $516,650 $516,650 $0 SUMMARY OF PROJECTED EVENUES, EXPENDITURES AND FUND BALANCES CASH & INVESTMENTS) Debt Service General Obligation Bonds Special Assessment Bonds Tax Increment Bonds $1,398,425 $2,299,800 $282,165 $1,359,512 $864,996 $239,400 $1,313,643 $1,308,500 $285,263 $1,444,294 $1,856,296 $236,302 . KARENIEXCEL IBUDGETlPROJREV98.xLS: 10/19/98 ~-? 1999 CAPITAL 0 TLA Y ITEMS . Deputy Registrar Desk divider Humidifier Fireproof file cabinet Bathroom cabinet Fax machine Copier $500 $200 $800 $200 $400 $2,500 $4,600 TOTAL . Data Processing AS400 printer Check signer PC - motor vehicle PC (3) - public works PC (4) - city hall Website/e-mail $3,000 $2,400 $2,500 $7,500 $10,000 $6,700 $32,100 TOTAL . KARENIEXCELIBUDGETlCAPITAL OUTLAy.xLS: 10/19/98 << >>' x/,';I " ~-r General General General General General General General General General General General General Page 1 . Sealcoating program $27,500 General (1/2) of used water truck replace $10,000 Tree Reserves Chop saw with wheels $2,200 General Large tamper $2,300 General Replacement snowplow truck (1/2 $47,500 General Cement mixer $500 General Portable air compressor $1,000 General TOTAL $91,000 14' cut--pull behind mower Parks Cement mixer Parks Sod cutter Parks (1/2) of used water truck Tree Reserves Balance of fencing for Hillside Ce etery ($51,500 less '94 budget of $9,500 & '98 budge of $10,000) $32,000 Parks Adopt~a-park program $5,000 Parks Community celebrations funding $5,000 Parks Purchase portion of Emmerich so th 20 acres for park land $30,000 Parks Play structure improvements - A A improvements $15,000 Parks Prairie Creek Park improvements $5,000 Parks Klein Farms Park improvements $23,000 Parks . (1/3) of lighting NSP ballfields ($ 0,000 budgeted in '98) $20,000 Parks Survey existing parks $5,000 Parks Monument signs for parks (3) $6,000 Parks River Mill Park improvements $65,000 Parks Bridge Park enhancements $20,000 Parks Pathway - Mississippi Dr. to Ellis n Park $15,000 Parks Pathway - Meadow Oak to Middl School $10,000 Parks Pathway - River Road Plaza to iddle School $25,000 Parks Pathway - Mississippi Dr. throug 'NWTP $40,000 Parks Soccer field development - redu ed to: $25,000 Parks Replacement for 655 John Deer 4x4 tractor ( 25,000 less $14,000 from reserves) Parks . KARENIEXCEL\BUDGETlCAPITAL OUTLAYXLS: 10/19/98 ~" Page 2 . . Economic Development Matching contribution of HRA tow rd future industrial park land acquisition - partial Downtown/riverfront land acquisiti n MCP contribution request (balanc ) Scattered housing program (mate ing grant funds) TOTAL $50,000 $35,000 $16,750 $200,000 $301,750 ?? ?? ?? ?? . ~... 10 Page 3 KARENIEXCELIBUDGEnCAPITAL OUTLAYXL$: 10/19/98 . SUMMARY OF PROPOSED BUDGE 1999 BU DDITIONAL MODI FICA TIONS GET Reduced general fund levy by taking 1/2 of cost of used water truck replacement from tree fun reserves Reduced general fund levy by funding a portion of industrial marketing program costs fro general fund reserves $10,000 . v *$35,000 in actual cuts in budget items $32,000 shifted from tax levy funding to rese . KARENIEXCELIBUDGEnBUDGMOD2.XLS: 10/19/98 .;l --'" . . I- o ZI- ...J Ww ...J :EC) ~ M~~ C i=o::go~ Z<CNO::..... 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DEBT SER ICE FUNDS 1999 BUDGE FORECAST REVENUE Current ad valorem: Interest: Special asmt--county: Transfer in--tax increment: Transfer in--liquor fund (community center bond): Transfer in--community center fund: Transfer in--sewer access fund (wwtp note): TOT AL REVENUE 1999 1,302,927 106,225 835,802 249,850 200,000 361,925 450.000 1,098, 07 95, 55 389, 38 282,985 134 000 o o $3.506.759 ******************************************** ***************************************** EXPENDITURES Principal: Interest: Paying agent fees: Interest exp.: TOTAL EXPENDITURES KAREN\OFFICE\BUDGET\99BUDGET: 10/19/98 1,37 ,000 41 ,966 ,326 ,750 2,042,455 1,430,471 8,730 19,675 42 $3.501.331 PAGE 76