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City Council Agenda Packet 08-31-1998 Special e- . . AG NDA SPECIAL MEETING - MO TICELLO CITY COUNCIL Monday, Augu t 31, 1998 ~ 5 p.m. Mayor: Bill Fair Council Members: Clint Herbst, Brian Stumpf, Roger Carlson, Bruce Thielen 1. Call to order. 2. Workshop and discussion regarding 1999 municipal budget. 3. Adjournment. . ~ , , , -" ~ . ~ , ME 0 RE: Budget workshop - August 31, 1998 - p.m. Review of 1999 proposed preliminary udget Enclosed you will find summary worksheets outlining the proposed 1999 city budget and resulting tax levy. The worksheets are again summarized at this po'nt for Council review, with the exception of the general fund, which has more detailed breakdowns by department. Along with the general summaries by funds, a summary was prepared which outlines some f the capital outlay expenditures that staff is proposing for 1999. The attached budget summary, along with our new 5- ear capital improvement program, will be the focus of our first workshop session. As noted in the C P memo, most of the proposed expenditures in the CIP are also included in the proposed 1999 budget an tax levy. While the attached summaries are intended to give you an overview of the general expen itures and revenues by major categories, funds, and departments, additional detail is available on a lin item basis in a computer-generated worksheet if anyone would like a copy. In past years, the Council as focused more on the summary for establishing the preliminary budget, and it is assumed that addition 1 discussion will occur in future workshop sessions that can be held prior to a final budget being a opted in early December. ~.. ....'.._~..."'~.. ~ MONTICELLO Office of the City Administrator 250 East Broadway Monticello, MN 55362-9245 Phone: (612) 295-2711 Metro: (612) 333-5739 TO: Mayor and Council Members FROM: Rick Wolfsteller, City Administra As you may have noticed, the 1999 budget shows subs antial increases in both revenues and expenditures over prior years. The preliminary tax levy being propo ed totals $4,802,407 compared to $3,883,013 for 1998. This is a $919,000 (23%) increase over the doll s collected for 1998. The proposed tax levy is the maximum allowed under state statutes, as all cities e again under levy limits. To summarize, for . 1999, our overall levy limitation after the deduction of tate aids (HACA) is $3,137,555. To this amount, we are allowed to add any tax levies we need to cover ur debt service payments, for which 1999 DATE: August 28, 1998 . I . . Memo Mayor and Council Budget Workshop August 28, 1998 Page 2 amounts to $1,664,852, which brings us to the $4,80 ,407 proposed levy. This debt service levy is $566,045 higher than the amount levied in 1998 and is due to additional debt service requirements for the 1994 G.O. Refunding Bond levy of $134,000 that w s paid for by liquor store reserves last year, and the addition of approximately $362,000 in anticipated d bt service for the new community center facility. The balance of the tax levy increase amounting to $353,349 is the result of increases in various funds and departments because of growth and/or inflation and or start-up operating costs associated with the community center. While the actual dollars needed to operate the city n xt year have increased, we can only estimate what the tax capacity rate would be by assuming that our t capacity values are the same as last year. The Wright County Assessor has not been able to provid additional information on what our new tax capacity value might be for next year, although I do ow that our overall market value has increased by $27,000,000 with over $13,000,000 of this amount bing new construction. The tax capacity value is determined by percentages being applied to various classes of property such as residential and commercial to arrive at a tax capacity value for our c ty. With the recent state legislative action that will be reducing the commercial and industrial tax capaci y values by another 10%, the County Assessor is uncertain as to what our new tax capacity value for t e city might be, so all of our assumptions at this point are based on our values from taxes payable in 1 98. While most of the capital outlay items that are listed n the attached worksheets that require tax levies to fund the purchase are included in the 1999 proposed evy, it should be noted that there are approximately $500,000 of items listed under the library fund and e onomic development categories that do not yet have a funding source. In other words, if any of these ite s are to be included in the 1999 budget, funding would have to be provided by cutting other items or eas of the proposed budget or utilizing reserve funds to fund these purchases. As an added note, I'v also included a list of capital outlay fund items that were previously budgeted and committed for various xpenditures. This list indicates that approximately $1,000,000 of expenditures have not been made from the capital outlay fund that will technically use up any projected balance we have available in that fund. Likewise, the liquor store reserve balance is estimated to be about $130,000 at the end of 1998. T e liquor store reserves will not likely grow significantly in future years, as we have tentatively e arked $200,000 annually over the next 20 years to cover a portion of the debt service requirements fo the new community center bond. One of the items I had listed as being unfunded at this time on the capital outlay list was the MCP matching contribution request of$51,750. The MCP s requesting $42,500 for general MCP fund-raising purposes and an additional $9,250 to pay for half of a arketing identity study. Some information about this marketing identity program is included for your r view. The placement of this request in the unfunded category was not meant to lead the Council 0 eliminate funding of the MCP, but it just means that I had reached the maximum tax levy allowed. T s, with other funding requests, was simply added at the end of the list for the Council's consideration. s an additional note, I have asked the MCP to prepare for the Council a financial report for the past w years that provides a summary of their assets, liabilities, and an accounting of their revenues and ex enditures to date. Since the City Council has been . 2..- . . Memo Mayor and Council Budget Workshop August 28, 1998 Page 3 providing funds on a matching basis with other pled es or contributions and the request has risen from $35,000 to $52,000 for next year, I thought the Co il would want to know the MCP's total revenues and expenditures. I'm sure the Council recognizes t at with the Chamber of Commerce's recent request for funding by the City of banners in the downtown ea, we may see additional funding requests from other organizations in the future. Some of the main reasons for the proposed levy incr ase for 1999 are as follows: 1. Debt levy up $566,045 because of: a. $134,000 levy for I 994A G.O. Refunding Bond that was paid for last year by using liquor fund reserves. b. $361,925 levy used as an esti ate for the first year ofthe debt service requirements for the communi y center bond. Estimated debt payment is $573,175 for the $6.9 million bond, with $200,000 coming from the liquor store earnings and $11,250 from HRA TIF re enues. . c. $91,147 additional levy above ount used in 1998 for the wastewater treatment plant debt. The debt levy will ow be $632,294, with $450,000 being transferred from the sewer access fund wh re the sewer hookup revenues were accounted for. 2. Expanding park department budget (n w separate fund). Capital outlay items were $315,000, while the proposal for 1999 is $423,000, or a $108,000 increase. The overall park budget is up approximately $150, 00 over last year because of the greater emphasis being placed on park development and the need for an additional employee. 3. Police contract proposal is to increase overage by an additional 4 hours per day, which would amount to a $46,305 increase fo the additional coverage. In addition to the above categories noted, the balance f the budget increases relate to overall general department adjustments, which may have included st fflng adjustments. From a personnel standpoint, the 1999 budget includes at this time funding for the Howing: 1. Planner Technician position 2. One new public works department em loyee for the parks department Although most of the capital outlay items being propo ed are supported by property taxes as the primary funding source, it should be noted that some expendit res are proposed to be taken from reserves that have accumulated. For example, $450,000 is propose to be used for a portion of the debt service requirement for the wastewater treatment plant and wi I be taken from the sewer access fund. Also from -3 . Memo Mayor and Council Budget Workshop August 28, 1998 Page 4 this fund is the proposed use of $144,000 for the pot ntial purchase of the home and 2 acres adjacent to our biosolids farm site (Bohanon farm). Finally, $108,000 constituting the balance of the funding required for the purchase of a new jet/vac truck for e sewer department. In regard to the tree fund, the $37,000 budget is also being proposed to be carried y the tree fund reserves rather than through an additional tax levy for 1999. The proposed debt levy of $1 ,664,852 is based on 0 current obligation and the proposed debt service requirements of a new community center facility. T is budget does not currently have any funds included for future bond issues that the City may still yet sell this fall for various improvements projects that are either underway or contemplated to begin so n. For example, the City will be financing the 8t. Henry's 7th Street improvement project for $1,16 ,000 and has already been financing other miscellaneous improvements such as the Methodis esurrection Church sanitary sewer extension. Rusty Fifield of Ehlers & Associates is currently analyzing ur financing needs for these projects, which will also include the feasibility of issuing bonds for the Ci y's share of the Highway 25 improvement project that is scheduled for next spring. Although the city I vy requirements for these issues have not yet been determined, I just wanted to note that they are not yet included in any of the budget figures you have before you and will likely result in some form of a ta levy in 1999 or 2000 for the City's share. . As I noted in the capital improvement program docu ent, there are additional projects and improvements anticipated in future years that will need to have bette cost estimates developed. It is strongly recommended that our City Engineer review the antic'pated infrastructure improvements we'll have to do to support continued development for determining wether our current acreage charges for sewer and water are sufficient to cover these costs. Our current ee of$I,250/acre for sewer and $625/acre for water were established many years ago, and I think it woul be wise to find out sooner rather than later whether we have sufficient funds to cover the trunk system im rovements. Although I realize this budget document is a lot to di est in one workshop, we will need to establish a preliminary tax levy by September 15. As always, ou preliminary levy cannot be increased but can always be lowered after future workshops. Since it a pears that even with the maximum levy proposed at $4,802,407 that there are still other capital improve ent requests that are not funded in this budget, it may make sense to propose the preliminary levy at th maximum allowed to give the Council more time to review other options. If a decision can be made on delaying or eliminating specific items being proposed that would allow the budget to be lowered n w, a budget levy can be established that is lower than the maximum. This will be a Council decision t at needs to be addressed before the 15th. One iast item related to the preliminary budget is the stablishment of our public hearing date for considering the final budget. This is the first year that cities have first choice on setting up a date for a . hearing, and we could actually set December 14 as the public hearing date, which is our regular Council meeting night. Unfortunately, there is still a requirem nt that the official budget cannot be adopted at the initial public hearing and must take place at least one ay later at another special meeting. As a result, we cannot eliminate a separate meeting, and it may th ref ore be just as easy to continue with our past f . . . Memo Mayor and Council Budget Workshop August 28, 1998 Page 5 practice of holding the initial public hearing on the ednesday night before our regular Council meeting, allowing us to adopt the final budget at the regular C uncil meeting. If we follow the same procedure as last year, the meeting would be held on Wednesday, ecember 9, at 5 p.m., with the final adoption on December 14. This date needs to be certified to the C unty Auditor prior to September 15, along with our preliminary budget numbers. After the first workshop session, if the Council is read to set a preliminary 1999 budget and levy, a resolution could be adopted. Additional workshops c uld then be held after this date up until the public hearing date selected in December. s- REVENUE AND E PENDITURE SUMMARY 199 BUDGET . 1999 1998 fllli12 REVENUE EXPENDITU REVENUE EXPENDITURES General $ 3,364,500 $ 3,364,500 $3,259,995 $ 3,259,995 Park 732,680 732,680 0 0 Library 32,295 32,295 32,295 32,295 Transportation 74,900 74,900 72,030 72,030 Shade Tree 8,160 37,735 8,550 71,430 Community Center 516,650 516,650 0 0 UDAG 8,370 0 4,690 0 OAA 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 Imp. 85,180 51,800 591,676 590,000 Water Access 104,400 0 80,720 65,000 Storm Sewer Access 181,450 0 80,560 40,000 Sewer Access 405.780 702.000 324.440 0 TOTAL $12,577,244 $13,785,731 $9,849,651 $ 9,906,772 . * includes $1,206,080 Depreciation--contributed assets ewer * * includes $212,245 Depreciation--contributed assets w ter KAREN\OFFICE\BUDGET\99BUDGET: 8/27/98 GENERAL UND SUMMARY 1999 B UDGET . EXPENDITURES 1998 1999 Mayor and Council $ 32,450 $ 34,550 Administration 306,575 300,750 Finance 102,080 132,880 Insurance 63,915 67,390 Audit 13,500 13,500 Legal 47,500 51,675 Planning & Zoning 166,085 213,750 Inspections.-Bldg. Official 153,415 190,470 Assessing 16,550 19,700 Deputy Registrar 108,820 I 18,380 City Hall 44, I 85 37,025 Computer 75,575 86,100 Elections 5.600 0 TOTAL GENERAL GOVERNMENT $ 1,136,250 $1,266,170 Law Enforcement $ 333,325 $ 390,875 Fire 172,210 185,120 Civil Defense 9,345 9,620 Animal Control 38.050 40.675 TOTAL PUBLIC SAFETY $ 552,930 $ 626,290 Inspection $ 90,775 $ 103,965 . Public Works Admin. 133,140 128,480 Streets & Alleys 325,550 378,940 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 TOTAL PUBLIC WORKS $ 978,835 $1,233,855 Senior Citizens Center $ 37,000 $ 37,000 YMCA/Community Ed. 25,000 25,000 Information Center/Museum 1.695 1.695 TOTAL HEALTH & WELFARE $ 63,695 $ 63,695 Parks & Rec./Cemetery $ 358.240 $ o (now separate fund) TOTAL PARKS & RECREATION $ 358,240 $ 0 Community Development $ 159.045 $ 164.490 TOTAL COMMUNITY DEVELOPMENT $ 159,045 $ 164,490 Misc.--Severence Benefits $ I 1.000 $ 10.000 . TOTAL MISCELLANEOUS $ 11,000 $ 10,000 TOTAL GENERAL FUND EXPENDITURES $3,259,995 $3,364,500 7 KARENIOFFICEIBUDGEnGENFUNDE.SUM: 8/27/98 . Parks Fund $100 $732,680 $732,680 $100 General $2,953,900 $3,364,500 $3,364,500 $2,953,900 Library $2,475 $32,295 $32,295 $2,475 Tree $107,555 $8,160 $37,735 $77,980 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 $702,000 $1,044,280 Transportation $100 $74,900 $74,900 $100 Liquor $132,375 $2,080,675 $1,998,570 $214,480 Capital Outlay Revolving $877,300 $85,180 $51,800 $910,680 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 PROJECT D REVENUES, EXPENDITURES AND FUND BALANC S (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 . KARENIEXCELIBUDGEnPROJREV98.XLS: 8/27/98 r . . 1999 CAPITAL UTLA Y ITEMS Deputy Registrar Desk divider Humidifier Fireproof file cabinet Bathroom cabinet Fax machine Copier $500 $200 $800 $200 $400 $2,500 $4,600 General General General General General General General General General General General General . 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 KARENIEXCELIBUDGET\CAPITAL OUTLAVXLS; 8/27/98 9 Page 1 . Sealcoating program $27,500 General (1/2) of used water truck replacement $10,000 General Chop saw with wheels $2,200 General Large tamper $2,300 General Replacement snowplow tru k $95,000 General Cement mixer $1,000 General Portable air compressor $1,000 General $139,000 Bleachers & goals (4) Landscape rake & levelor b r for skid loader Sod cutter (1/2) of used water truck Balance of fencing for Hillsi e Cemetery ($39,500 less '94 budget of $9,500 & '98 b dget of $1 0,000) $20,000 General Adopt-a-park program $5,000 General Community celebrations fun ing $5,000 General Purchase portion of Emmeri h south 20 acres for park land $30,000 General Play structure improvement - ADA improvements $50,000 General Prairie Creek Park improve ents $7,000 General Klein Farms Park improvem nts $23,000 General . (1/3) of lighting NSP ballfield ($40,000 budgeted in '98) $20,000 General Survey existing parks $7,500 General Monument signs for parks (3 $10,000 General River Mill Park improvement $80,000 General Bridge Park enhancements $20,000 General Pathway - Mississippi Dr. to lIison Park $15,000 General Pathway - Meadow Oak to Middle School $10,000 General Pathway - River Road Plaza Middle School $25,000 General Pathway - Mississippi Dr. thr ugh 'MNTP $40,000 General Soccer field development $30,000 General $422,500 . TOTAL $144,000 $43,000 $8,800 $195,800 Sewer Access Fund Reserves Capital Outlay Capital Outlay WWTP House & 2 acres adjacent to b osolids site New 1-ton truck & plow 4 x 4 utility vehicle KARENIEXCELIBUDGET\CAPITAL OUTLAy.xLS: 8/27/98 10 Page 2 . . . THE FOLLOWING ITEMS ARE UNFUNDED AT THIS TI Library New roof Exterior wall replacement Window replacement HV AC & lighting repairs TOTAL $25,000 $75,000 $15,000 $25,000 $140,000 ?? ?? ?? ?? Matching contribution of H park land acquisition Downtown/riverfront land cquisition MCP matching contributio Scattered housing progra (matching grant funds) Central MN Initiative Fund ontribution request (1/2) TOTAL Economic Development KARENIEXCELIBUDGETlCAPITAL OUTLAY.XLS: 8/27/9B $75,000 $35,000 $51,750 $200,000 $4,750 $366,500 ?? ?? ?? ?? ?? II Page 3 . CAPITAL UTLAY FUND ITEMS BUDGETED FOR OR COMMITTED BUT NOT SPENT YET Jet rodder - partial (1/4) fundin River Park enhancements Pathways - River Road to Midd e School Pathways - Ellison Park to Mis issippi Drive Concession building - Meadow ak Park Parking lot - Meadow Oak (1/3) Basketball court Future industrial park land acqu sition (1 st year) $25,000 $20,000 $15,000 $30,000 $12,000 $13,000 $2,000 $75,000 1998 Jet rodder/vac (1/3) $50,000 . Funding for land acquisition along river $35,000 Future industrial park land acqui ition (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 reafignm nt (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 . KARENIEXCElIBUDGEnNOTSPENT.XlS: 8/27/98 J~ . . . TAXLE YSUMMARY 199 BUDGET A L FUNDS . Net Payable Net Payable ] 998 Adjusted Levy Before ] 999 Adjusted Levy After HACA Adj. Levy After Fund Deducting HACA Payable ] 999 HACA Deducting HACA Parks $ 0 $ 722,680 $ 0 $ 722,680 General 2,208,793 2,478,875 258,955 2,219,920 Library 3] ,095 31,095 0 3],095 Transportation 16,612 1 7,460 0 17,460 Shade Tree 0 0 0 0 OAA 2,175 7,000 0 7,000 HRA 14,795 15,295 0 15,295 Debt Service 1,098,807 ] ,302,927 0 1,302,927 Capital Imp. Revolving 510,736 ]3,480 0 13,480 Community Center 0 472.550* 0 472.550 TOTAL $3,883,013 $5,06],362 $258,955 $4,802,407 Net Levy Increase to Cover Debt ~ $56 ,045 Net Levy Increase for Non-debt Portion f Budget - $353,349 Net Certified Levy Increase - $9] 9,394 . Payable 1989 Tax Capacity Rate. . . . .. ] 4.283 Payable 1990 Tax Capacity Rate. . . . .. 16. ] 87 Payable ]99] Tax Capacity Rate. . . . .. 15.511 Payable 1992 Tax Capacity Rate. . . . .. ] 6.492 Payable 1993 Tax Capacity Rate. . . . .. 16.313 Payable 1994 Tax Capacity Rate. . . . .. 17.527 Payable] 995 Tax Capacity Rate. . . . . . . 18.228 Payable ] 996 Tax Capacity Rate. . . . . . . 18.509 Payable 1997 Tax Capacity Rate. . . ... .19.136 Payable 1998 Tax Capacity Rate. . . . . . .27.00] Est. Payable 1999 Tax Capacity Rate ...33.3] 9 Tax Capacity Value Rate Tax Levy '88/Payable ] 989 $ 15,405,139 14.283 $2,198,008 '89/Payable 1990 15,873,242 ] 6.187 2,568,106 '90lPayab Ie 1991 16,161,043 15.511 2,506,132 '911Payable 1992 15,513,574 16.492 2,558,554 '92/Payable 1993 15,490,500 16.308 2,526,216 '93/Payable 1994 ] 5, 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 ] 4,4] 3,597 7.001 3,883,013 . '98/Payable 1999 (est.) 14,413,597 3.319 4,802,407 *Community center levy includes $361,925 for debt servic . KAREN\OFFICE\BUDGET\99BUDGET: 8/27/98 :;r . . . LEVY LIMIT OMPARISONS 1997, 1 98, & 1999 1997 1998 1999 General Levy (Limit) $2,769,6 7 $3,100,714 $3,486,280 Add: Debt Levy + 1,098,807 + 1,664,852 Subtract: State Aids (HACA) - 316.508 - 348.725 PROPOSED LEVY $3,883,013 $4,802,407 1997 99 1999 Increase* Non-debt Related Levy $2,454,858 $2, 84,206 $3,137,555 $353,349 * This amounts to a 12.7% increase in dollars to be ollected to fund normal increases and for additional programs or services roposed. LEVYLlMT.COM: 11/18/97 If ---" ~ ...Jt W' t/) t/) LU Z o LU .... m OLUQ) ...JOC? irl~~ OU.N i=0~ Z....- OZO :iLU~ u.:Eo OWW ......, ><(0 ........0::: -t/)a.. 00- w Z m :E o o ,~ -- ~----"'--------rr 1il .!: ~ Q) ~ Q) :J CD :sO..... i6 e:: a. .- CD '0 Q) CD e:: :J CD [to"""" 1il ,!: CO ~'OCD Q) '(ij CD :sa...... Iii e:: a. '- CO '0 '0 CD e:: .- CD '1:: ClI ..... a. 0.. 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Monticello Communi Partners PO Box 984 Monticello MN 55362 295~0999 Fax: 612-295-0997 August 28, 1998 To: Rick Wolfsteller, Monticello City Administ ator From: Rita Ulrich, MCP Director ~ Re: Budqet request for 1999 A proposal is attached for a project to develop a Community Identity and Marketing Strategies for Monticello for the City Council's consideratio in its 1999 budget. We are requesting $9250 from the City Council. The total project budget i $18,670. As we discussed on the phone, MCP would also like to request a matching grant from the city in the amount of $42,500 for 1999. We will hav information available regarding this request and will also be present at Monday's City Counci meeting to answer any questions. Thank you for your consideration. cc: Barb Esse, MCP Chairman 17 . . . Monticello Community artners PO Box 984 Monticello MN 55362 295~0999 Fax: 612-295-0997 Developing a Community Identity an Marketing Strategies for Monticello A Proposal to the ity of Monticello for Co-Spon orship with Monticello Com unity Partners Septem er 1998 /~ . Executive Summary . . Monticello Community Partners proposes to dev lop a marketing identity for Monticello through a process of public participation and consensus- uilding on what we want our town to be known for. This process will be led by a (volunteer) proj ct team and guided by a consultant with a remarkable track record of bringing national reco nition to a small town-recognition which has in turn generated significant economic developm nt for the town. The project will be staffed by a graduate intern. The project will run for approximately three mont s and will cost a total of $18,670. MCP is requesting $9,250.00 from the City of Monticello 0 cover the direct cost of the consultant's time. MCP is also requesting financial participati n from the Housing and Redevelopment Authority ($1,500) and a grant from the Central innesota Initiative Fund ($1,500). The remaining project costs, plus administrative over ead, will be covered by MCP. Statement of Need Visual signs of revitalization are appearing in Mo ticello's downtown area and the Downtown and Riverfront Revitalization Plan is significantly head of its anticipated schedule. The next two years will see many changes that we had ex ected would take 5 to 10 years to emerge. However, without a healthy and growing busines climate, our revitalization program will not have the staying power we all seek. Long term revitalization, with a vital and expandi g business climate, requires pedestrian as well as vehicle traffic through Monticello's busine s district. To generate this traffic, we need to market the city, including to our own citizens. It is time to focus efforts on getting people to come to our downtown. Through a project of community workshops, the owntown and Riverfront Revitalization Plan established that the people of Monticello want th ir city to retain the best of its small town attributes. This project addresses a specific need in the recommendations of the Revitalization Plan. Strategy 1 a (page 4:25) calls for creating a variety of reasons for people to come downtown. It is also consistent with the City of M nticello's community vision, adopted in September 1997. Item LA. I. states that "the ima e of our city will be as a friendly, thriving and proud community that has retained its small town charm and identity. Developing a marketing identity gives us an opportunity to identify attribut s that can be built upon to create local pride and a regional identity. It outlines strategies for arketing that Without a concerted effort, Monticello is likely to ecome a bedroom community to the Twin Cities whose residents do most of their shopping 'n Maple Grove and St. Cloud. If Monticello is to retain its own identity and character in the face of suburban sprawl, we need to identify our strong points and build on them to create reason for people to spend more of their shopping, eating, entertainment and recreation dollars in to n. Proiect Description The first step in marketing Monticello is developin a lasting and quickly recognizable identity-a marketing identity. A marketing identity is what p ople think of when Monticello is mentioned. It is the image that people (residents and visitors alike) hold in their minds of our town. Developing a marketing identity gives us an oppo unity to create the image that we want 1 ,9 . . . people to have. It is an opportunity to shape the growth of Monticello by promoting projects that enhance the image we chose. And it is a way to create a draw that will bring people into the heart of our city. MCP has identified a consultant who has a prov n track record of bringing a city of 1,000 people together to achieve an extremely positive national identity. This individual is John Davis of New York Mills, MN. Mr. Davis's work has sh wn that marketing a town and building a .strong business community are closely linked. I New York Mills. Mr Davis created programs and events that drew people (visitors and more J1 sidents) to the town. Those people then generated consumer demand for restaurants, m tels, retail outlets and other support services. Industrial companies were also attracted by the xceptional quality of life that the town offered to their employees. This proposal is based on initial discussions that Mr. Davis had with eight Monticello business and civic leaders. Considerable time will be req ired on his part to develop our program. He will lead us through a series of pUblic workshops and will work from his broad base of experience in other communities. The result will be a plan that has been developed with considerable public input. The plan will offer not only a marketing identity, but also a ten-year strategy of practical implementation steps. This roject covers only the development of the plan, not the implementation of it. It will, howev r, work closely with various civic and other groups whose participation will be critical to impl menting the plan over the next decade. 2 ~ . Project Objective To create a lasting and legitimate marketing iden ity for Monticello that generates more interest in Monticello, brings more people to its downtow and riverfront district, and engenders increased demand for consumer goods and serv ces that will support our business community. Project Outline Step 1: Establish Proiect Team. Task 1.1: Identify 4-6 people to be m mbers of a project team and identify a team leader. Objectives: A) Ensure a cross section of people nd organizations are involved from earliest planning stages B) Project team coordinates the proj ct, monitors progress and reports to MCP Board, HRA and other project pa ners. . Task 1.2: Hire a part-time graduate i tern to provide administrative and research support to the project. Objectives: A) Establish scope of intern's duties i consultation with project team and consultant. B) Provide orientation to intern on th project, MCP and Monticello (if necessary). Consultant Time for Step One: Step 2: Proiect Development Task 2.1: Meeting between Project onsultant John Davis and the Project Team. Objectives: A) Review project goals and objectiv s. B) Establish project work schedule. C) Develop guidelines and desired 0 tcomes for an initial community meeting. D) Review Downtown and Riverfront evelopment Plan and define how community can work within its guidelines. Consultant Time for Step Two: One day . ,;{/ 3 . Step 3: Objectives: Task 3.1: A) Encourage wide community parti ipation in creating a new community identity. B) Brainstorm ideas for an identify. C) Identify existing attributes of the ommunity and ideas for new attributes that could be part of an ideal or future identity. D) Define perceptions of the commu ity and the current identity of Monticello. Task 3.2: The consultant will have i dividual meetings or phone interviews with selected people who are unable to attend the community meeting. Objective: A) Provide additional information an ensure that the ideas, interests and perspectives of various groups of people (such as retailers and other business and industry representatives, resi ents of newer and older neighborhoods in Monticello, and community group ) are included in the process. Consultant Time for Step 3: Fou days . Step 4: Identifv Common Themes Task 4.1: The Project Consultant wil produce a report on possible common themes for a community identity e erging from the first community meeting. Objectives: A) Identify themes for consideration t the next (second) community meeting. B) Make recommendations regardin possible themes. C) Prepare questions to help provok discussion and ideas for community meeting. Task 4.2: Meeting between Project onsultant and Project Team. Objectives: A) Review report and determine stra egy for developing consensus on a community identity at next community meetin . B) Review draft list of questions. Consultant Time for Step 4: Two and one-half days Step 5: . Task 5.1: Hold Second Community eeting ~~ 4 . . . Step 6: Objectives: A) Review proposed common theme and prioritize which theme (or themes) best reflects the identity and direction f r Monticello. B) Develop community consensus fo an identity. Task 5.2: Produce an interim report. Objective: A) Keep MCP, HRA and other involv d parties informed of progress to date. Task 5.3: Meeting between Project onsultant and Project Team. Objectives: A) Review interim report and plannin process. B) Evaluate progress of the project. C) Identify participants in the process for marketing Monticello's new identity. Consultant Time for Step 5: Two and one-half days. Task 6.1: Hold Marketing Strategies Objectives: A) Develop short and long term goal ,objectives and desired outcomes for marketing Monticello's new identit . B) Brainstorm ideas for creatively promoting Monticello's new identity in the short and long term. C) Identify specific, workable strategi s for marketing and promoting Monticello's new identity. Task: 6.2: Meeting between Project Consultant and Project Team. Objectives: A) Review proposed marketing strate ies. B) Review how new identity fits into ew Bridge Plan. Consultant Time for Step 6: Two nd one-half days. Step 7: Intearation Task 7.1: Meeting between Project C nsultant, Project Team, representatives of the Monticello Area Chamb r of Commerce and Merchants Committee, Ot3 5 . the Industrial Development C mmittee, the City of Monticello and other interested parties. Objectives: A) Integrate new identity, marketing trategies and any new community ideas with the Downtown and Riverfront Re italization Plan. S) Prioritize the most important com onents of the Revitalization Plan and new plans to develop a sequence of r vitalization benchmarks, including a 5-10 year timeline. C) Determine realistic implementatio steps. D) Develop a synergy between the evitalization Plan, the new community identity and marketing plan, and other ma'or city projects. Task 7.2: Produce final project repo . Objectives: A) Compile into a cohesive framewo k all the work and results to date, including the new consensus identity, marketin strategies, and related timelines, goals and objectives. S) This report could be an addendu to the Downtown and Riverfront Revitalization Plan, for possible incorporation int the Monticello Comprehensive Plan. . Task 7.3 Hold Third Community Me ting Objectives: A) Present report to the community t inform people of the results of the study, answer questions and solicit com ents. S) Revise report if needed, based up n comments from meeting. Task 7.4 Disseminate Report Objective: A) Ensure that civic groups, city offici Is and staff and other interested parties have a copy for reference. S) Solicit comments regarding adopti n of plan into the Monticello Comprehensive Plan. Consultant time for Task 7: Six d ys . ~lf 6 Budget . Step 1: Step 2: Step 3: Step 4: Step 5: . Step 6: Step 7: Intern Ex ense $ Amount $ 30.00 10.00 500.00 250.00 10.00 2000.00 540.00 300.00 100.00 710.00 1250.00 250.00 30.00 10.00 1250.00 630.00 300.00 100.00 710.00 1250.00 630.00 30.00 10.00 3000.00 630.00 300.00 100.00 710.00 3000.00 $18,670.00 $ 9,250.00 $ 6,420.00 $ 1,500.00 $ 1,500.00 Establish Team Food Supplies and Work Material Project Development John Davis - 1 day @ $500. Food, lodging, expenses Supplies and Work Material Generate Ideas for a New Commu ity Identity John Davis - 4 days @ $500 OO/day Food, lodging, expenses Community meeting food Supplies and Work Material Advertising -art and ads Identify Common Themes John Davis - 2.5 days @ $5 O.OO/day Food, lodging, expenses Workshop food Supplies and Work Material Define Marketing Concepts for Ide tity John Davis - 2.5 days @ $5 O.OO/day Food, lodging, expenses Community meeting food Supplies and Work Materials Advertising -art and ads Define Goals and Marketing Conc pts for Monticello John Davis - 2.5 days @ $5 O.OO/day Food, lodging, expenses Workshop food Supplies and Work Materials Integration John Davis - 6 days @ $500.00/day Food, lodging, expenses Community meeting food Supplies and Work Materials Advertising - art and ads Research & Administrative Suppo 20 hrs week x 12 weeks @ $ 2.00/hr plus expense allowance of $ 20.00 Estimated Total Project Cost" . City of Monticello Participation Request MCP Participation HRA Participation (requeste ) CMIF Participation (to be req ested) * Budget includes only direct project costs. Administr tive overhead will be absorbed by MCP in its operating budget. a..~ M'MO -- MONTICELW TO: Mayor and Council Members FROM: Rick Wolfsteller, City Administr tor DATE: August 26, 1998 RE: 1999-2003 Capital Improvement Program Presented for your review as part of our 1999 b dgeting process is a copy of our first draft of the 5 year Capital Improvement Program for the Ci of Monticello. . The CIP outlines the expected capital expendit es for 1999 that are, also part of our 1999 budget document, and the expenditures for the years 20 0-2003 are the staffs best estimates at this point in time. In some cases major expenditures for s eet, utility improvements and extensions will need further analysis to determine more accurat budget estimates, but these numbers can be further refined in the future as more information is available on the exact type of improvements that will be necessary. For example, the elP includes major street reconstruction estimates for the core city to rebuild the 1977 street project al ng with major curb and gutter, storm sewer and street improvements to the western portion ofth community (Hillcrest area). Until more engineering review is done, the estimates used i this CIP are simply that, estimates of the Administrator. Likewise, major sanitary sewer i provements to the southeast and southwest to allow for continued expansion of these areas wil need to be analyzed in the near future and again these estimates are simply those of the Administ ator and will need further refinement. As you will note, the 1999 and 2000 budgets co tain most of the capital improvement items as it is easier for staff to anticipate upcoming expend'tures in the near term versus projection of expenditures 5 years out. As this program is up ated annually, I think we will see a better estimate of capital expenditures throughout the -year projection. . With the staff being aware that major expenditur s for various sanitary sewer, water main and storm sewer trunk improvements will be necess in the future to continue our rapid growth, I believe it is important again to take a look at our anticipated overall improvement costs that will be necessary to service the current and future exation areas of our community. The current sanitary sewer acreage charge for trunk improve ents was established over 15 years ago at the current $1,250 an acre, and I believe authorizati n should be given to our City Engineer to evaluate whether this acreage charge will be suf cient to cover all of our future trunk improvements. aJe Monticello City Hall, 250 E. Broadway, PO Box] 147, Mont cello. MN 55362-9245. (612) 295-2711 . Fax: (612) 295-4404 Office of Public Works, 909 Golf Course Rd., Montie 110. MN 55362 . (6] 2) 295-3] 70. Fax: (612) 271-3272 . . . Memo 1999-2003 Capital Improvement Program August 27, 1998 Page 2 of2 The same is true for the water trunk fee, which as also recommended 15 years ago to be $ 1 ,250 an acre, but we are currently only charging $625 Will this provide sufficient revenue to cover all of our future water main trunk improvements including new wells and water towers, which we know we will be looking at in the near future. If this acreage charge needs to be adj usted to adequately reflect future cost, these charges nee to be implemented now and collected from the developments being proposed. The CIP should be viewed as another vehicle to e used by the City staff and Council to accomplish the goals and objectives that are outli ed in the city's comprehensive plan along with the downtown revitalization plan and parks com rehensive plan. The goals in each of the plans relating to housing, sanitary, water and storm se ers, public facilities, transportation, parks and open spaces can all be found in various sections fthe proposed capital expenditures. To accomplish the objectives of our comprehensive lans, there must be an orderly expenditure of funds on capital items, which this CIP program a empts to outline. A CIP is also used by the bond rating agencies to not only evaluate the CUff nt and future financial condition of a city, but to also evaluate the quality of the city's managem nt. This document will become a valuable tool for the Council and staff to use in our efforts 0 manage and control the timing and financing of the many capital improvements that will be ne ded to maintain our current level of city servIces. The process for completing the 1999-2003 CIP w s much the same as the process for the 1999 budget. Project requests were received from all d partments and included in this document after review by administration. Basically all proposed xpenditures for 1999 that will require tax levies as the primary funding source are included n the preliminary 1999 budget document. Anticipated major improvements such as the High ay 25 project or other major street and utility improvements are projected to be financed by bon ing proceeds to be repaid in future years. It is important to note that the CIP should be consi ered a planning document or guide for the future capital improvements in our city. 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