HomeMy WebLinkAboutCity Council Packet 08-23-2011 SpecialCITY OF PLYMOUTH
AGENDA
SPECIAL COUNCIL MEETING
August 23, 2011, 5:30 p.m.
MEDICINE LAKE CONFERENCE ROOM
1. CALL TO ORDER
2. TOPICS
A. Discuss 2012-2016 Capital Improvement Program
B. Discuss 2012/2013 Budget
C. Set Future Study Sessions
3. ADJOURN
Special Council Meeting 1 of 1 August 23, 2011
rp)City of
Plymouth
Agenda 2ANumber:
Adding Quality to Life
To: Laurie Ahrens, City Manager
SPECIAL
COUNCIL MEETING Prepared by: Cal Portner, Administrative Services Director
August 23, 2011 Reviewed by:
Item: Capital Improvement Program and Budget Review
1. ACTION REQUESTED:
Review the 2012-2016 Capital Improvement Program and budget adjustments and provide staff
direction.
2. BACKGROUND:
The Council has met on two occasions to review the preliminary budget. This meeting was
scheduled to discuss changes to the Capital Improvement Program (CIP) and further discussion
on the budget was added to the agenda.
The council was provided a copy of the 2012-2016 CIP with their budget books. Please bring
your books and Draft CIP to the meeting.
Attached is a memo with responses to questions posed at the August 16 budget meeting. A draft
analysis of the levy impact on property taxes will be provided if the information is available
from the county.
The preliminary levy must be approved and certified to the county by September 15 of each
year. The Council is scheduled to approve the preliminary levy at the regular Council meeting
scheduled for September 13.
There are no further budget meetings scheduled before September 13, but the Council has set
aside September 6 as a potential date for continued budget discussions if needed.
3. BUDGET IMPACT:
N/A
4. ATTACHMENTS:
Budget meeting response
Page 1
City of
qF Plymouth Memo
Date: August 18, 2011
To: Laurie Ahrens, City Manager
From: Cal Portner, Administrative Services Director
Subject: Budget questions/response
At the August 16, 2011, budget meeting a number of questions were asked requiring further staff review. The
following is in response to those questions.
1. Fire Operations —account 6050.100 (benefits social security) —explain why there would bean increase of
62.4%.
Social Securityfor 2012 is budgeted at $19,500. This reflects a 13% increase over 2010 actual costs.
The increase is due to moving the Public Safety Education Specialistfrom a 50/50 split between Police
and Fire to 80% in Fire Ops and the 1 % increase to temporary wages. The change will be reflected in
the next version of the budget book.
2. Fire Duty Crew Division— accounts 6050 (benefits) and 6050.100 (benefits social security) —explain
why there are increases of 68.3% and 164.2% respectively.
A newly requested Fire Captain position was inadvertently included in the 2012 budget. Theposition
was removedprior to the budget going to Council; however, the benefits ($10, 000 in health insurance)
were not deducted. This correction will be reflected in the next version ofthe budget.
Transit Expenditure — account 7000 (dues and subscriptions) — determine whether the dues and
subscriptions are cost effective and mandatory.
Staffis reviewing transit dues and subscriptions and will provide recommendations to Council.
4. A report on the maintenance costs and issues at Station 73 transit facility.
Regarding professional services, a structural engineer was hired in 2010 to do core, particle and
hammer tests on the concrete. The $30,000 was a carryoverfrom 2010 in case more work was required.
There was no needforfurther services ofthis type and the budget can be decreased to $5, 000 to
accommodate other professional services neededfor transit and at the transitfacilities.
The report came backfine exceptfor water leakage and corrosion induced deterioration. A copy ofthat
report is available ifthe need remains. Following is an excerptfrom the report'sfindings:
Page 2
RECOMMENDED REPAIR
We mc:ommend the following repairs to reduce water leakage and
subsequent corrasion induced concrete deterioration, reduce the extent
of future repairs, and to extend the: service life of the parking facilily.
Sealant at precast double tee joints
Random cracks in precast double tee merribars
Concrete curb damage
Cast -in-place pour strip deterioration
Wom traffic topping membrane
Traffic tapping installation alcmg interior curbs
Column connection pockets that are unsound
Precast panel lift loop patches
Floor drain riser connections
Loose electrical accessible door operator button junction box
Replace chainlink bottom [once bar.
5. Water Revenue Budget — account 4620 (contributions -capital) — explain the figure.
The number was estimated by the utilities superintendant after consultingfinance. Development is
projected to decline and thefigures were adjusted to reflect projections. Thefigure is difficult to
estimate as project completion timing varies greatly each year.
Explanation ofcapital contribution: The amount reflected in this account is the portion ofan
improvement project that is for water improvements. Project revenue and expenses are initially
accumulated in a projectfund. The revenue sources can befrom Utility Trunk (contributionsfrom
developers), street reconstruction, assessments, etc. Once the project is completed, the water
improvement portion is transferred into the Water Fund as a capital contribution. The asset and
corresponding depreciation also reside in the Water Fund.
6. Water Expense Budget — account 7000 (Professional Services) — Show what makes up the services line
item. Also, determine whether all the dues and subscriptions are cost effective and mandatory.
Thefollowing is a list ifservices that make up the Professional Services budget:
Leak Detection 12%
SCADA 31%
County Permits 2%
Pagers 1%
Annual Water Quality Report 5%
Hydrant Painting 18%
Other Misc. 31%
7. Water Expense Budget — account 7017 (laundry services) — explain why there is an 8.3% increase.
We are completing a deeper analysis of the laundry service expenditures at the time of this memo.
Information will beprovidedfor at the meeting.
Page 3
8. Water Resources Revenue Budget — provide a comparison of contracting for street sweeping versus
having a city employee doing the sweeping and figuring in the cost of equipment maintenance.
Staff considered the existing cost ofcontractingfor street sweeping services versus the cost ofadding
an employee andfound a payoffto be three years by adding anew employee and equipment. The
additional staffwould also aid the snow plowing pool.
An alternative would be to remove the staffand equipment addition from this budget, add back the
contractual services amountfor street sweeping andfurther analyze the benefit ofdoing the street
sweeping in-house by conducting a pilotproject.
9. Sewer Revenue Budget —account 4330.203 (utility charges sewer area charges) —verify whether those
funds should go to the trunk fund and not the operating fund.
The charges are receivedfor the trunk system construction andfollowing the Utility TrunkAnalysis, it
wasfound the funds should be directed to the Trunk Expansion Fund.
10. Ice Center Revenue Budget — account 4360.114 (items for resale concessions) — provide a footnote for
this item as it has been reclassified from account 4350.115.
The line item was changed because General Services items are not taxable. Thefood that is sold as
concessions is taxable and they needed to be splitfor reportingpurposes.
Unfortunately, due to software constraints and internal controls, there is no way to "re -class" history to
a new account number. The software does notprovide an audit trail to show the change history. Staff
will manually track and annotatefuture budget worksheets for historical comparison.
11. Public Facilities Revenue Budget — account 4380.302 (allocation charges facilities management) —
provide history on this line item.
Thefacilities report was previously providedfor review. Ifyou wish another copy, one can be provided.
12. Information Technology Revenue Budget — account 4900.660 (transfers in resource planning) — explain
what the 2012 budgeted amount of $56,535 is.
This is a transfer of the remainingfunds related to 800 MHz radios for Police and Fire that were
accumulated in the Resource Planning Fund. The radio's are now only reflected in the IT budget and
allocated back out to Police and Fire.
13. IT Allocations — provide a list of equipment allocations (phones, computers, etc.).
The IT allocation report was sent by email and a hardcopy will be available for Council at the meeting.
14. Increase Music in Plymouth contribution.
The donation for Music in Plymouth was increased to $50, 000 in the 2012 budget. Thefinal
disbursement amount will be at the Council's discretion to be determined at a later date. page 4
rp)City of
Plymouth
Adding Quaky to Life
SPECIAL
COUNCIL MEETING
August 23, 2011
Agenda 2CNumber: v
To: Mayor and City Council
Prepared by: Laurie Ahrens, City Manager
Item: Set Future Study Sessions
1. ACTION REQUESTED:
Review the list of pending study session items and schedule dates as desired. Calendars are
attached for your use.
Page 1
Pending Study Session Topics
at least 3 Council members have approved the following study items on the list)
Discuss paperless Council packets (CC — report provided)
Meet with prosecutor for update and discuss Police Department's trends and
statistics
Update with City Manager — fall
Other requests for study session topics:
Review dangerous dog regulations/process (JW)
Discuss streamlining street lighting rates
Update on surplus City properties
Page 2
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Plymouth
Adding Quality to Life
September 2011
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4 5 111M 6 7 8 9 1.06:00 PM 7:00 PM 7:00 PM
SPECIAL COUNCIL PLANNING PARK 8 REC
MEETING COMMISSION ADVISORY
LABOR DAY Budget Study Session MEETING
IfNecessary Council Chambers PRAC)MMEEOTNG
CITY OFFICES Medicine Lake Room Council Chambers
CLOSED
11 12 13 14 15 16 177:00 PM 7:00 PM
REGULAR COUNCIL ENVIRONMENTAL
MEETING QUALITY
Council Chambers COMMITTEE
EQC) MEETING
Parkers Lake Room
18 19 20 21 7:00 PM 22 23 24 9:00 AM
6:00-9:00 PM PLYMOUTHPLANNINGOPENHOUSEFIREFIGHTERS 5KCOMMISSIONFOURSEASONSFireStation #2MEETINGMALLSTUDYMedicineLakeRoomPlymouthCreek
Center 11:30 AM
PLYMOUTH ON
7:00 PM PARADE
HRA MEETING CELEBRATION
Parkers Lake Room City Center Area
25 26 27 5:30 PM 28 29 30
SPECIAL COUNCIL
MEETING*
Medicine Lake Room
7:00 PM
REGULAR COUNCIL
MEETING
Medicine Lake Room Rosh HaShonah Joint meeting with PAC to discuss operationsBeginsatSunset
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City of
Plymouth
Adding Quality to Life
October 2011
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2 3 4 6:30 PM 5 7:00 PM 6 7 8
VOLUNTEER PLANNING
RECOGNITION COMMISSION
EVENT MEETING
Plymouth Creek Medicine Lake Room
Center
Yom Kippur
Begins at Sunset
9 10 11 12 13 14 157:00 PM 7:00 PM
7:00 PM ENVIRONMENTAL PARK £t REC 12:00-3:00 PM
REGULAR COUNCIL QUALITY ADVISORY FIRE DEPT.
COLUMBUS DAY MEETING COMMITTEE COMMISSION OPEN HOUSEObservedMedicineLakeRoomEQC) MEETING PRAC) MEETING Fire Station III
Parkers Lake Room Plymouth Ice Cente
PLYMOUTH PUBLIC
WORKS DIVISION
CLOSED
16 17 18 19 7:00 PM 20 21 22
PLANNING
COMMISSION
MEETING
Medicine Lake Room
23 24 25 26 27 28 297:00 PM 7:00 PM
REGULAR COUNCIL HRA MEETING
MEETING Parkers Lake Room
Medicine Lake Room
0 P
Halloween oek
yCreek
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City of
Plymouth
Adding Quality to Life
November 2011
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1 2 7:00 PM 3 7:00 PM 4 5
PLANNING HUMAN RIGHTS
COMMISSION COMMITTEE
MEETING MEETING
Medicine Lake Room Parkers Lake Room
6 7 8 7:00 PM 9 7:00 PM 10 11 12
REGULAR ENVIRONMENTAL
COUNCIL MEETING QUALITY VETERANS DAY
Medicine Lake Room COMMITTEE Observed
EQC) MEETING CITY OFFICES
Parkers Lake Room CLOSED
13 14 15 16 17 18 197:00 PM 7:00 PM
PLANNING HRA MEETING
COMMISSION Parkers Lake Room
MEETING
Medicine Lake Room
20 21 22 23 24 25 267:00 PM
REGULAR COUNCIL.
MEETING
Medicine Lake Room THANKSGIVING THANKSGIVING
HOLIDAY HOLIDAY
CITY OFFICES CITY OFFICES
CLOSED CLOSED
27 28 29 30
7:00 PM
PLYMOUTH
ADVISORY
COMMITTEE ON
TRANSIT (PACT)
MEETING
Medicine Lake Room
Modified on 08119111
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