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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 r ity Plymouth Adding Quality to Life September 2011 Modified on 08119111 Page 3 1 2 3 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 Modified on 08119111 Page 3 City of Plymouth Adding Quality to Life October 2011 Modified on 08119111 Center Page 4 1 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 Modified on 08119111 Center Page 4 City of Plymouth Adding Quality to Life November 2011 Modified on 08119111 Page 5 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 Page 5