HomeMy WebLinkAboutCity Council Packet 05-22-1988 SpecialDATE:
TO:
FROM:
SUBJECT
CITY OF PLYMOUTH
3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55447
TELEPHONE (612) 559-2800
MEMO
May 19, 1988
Mayor & City Council
James G. Willis, City Manager
1989/90 CITY COUNCIL BUDGET PRIORITIES
A,_ - ,
l WVAtij
1. ACTION REQUESTED: It is recommended that the City Council review the
memo and the attached data in preparations for our Monday 5:30 p.m.
study/dinner meeting on budget priorities. If you would like addi-
tional information or data to be available at the meeting, please
contact me prior to the meeting and I will try to put it together.
2. BACKGROUND: One of the primary responsibilities of the City Manager
under our form of government is to annually prepare and submit to the
City Council his recommendations for the ensuing year in the form of a
budget. The budget document is essentially a plan to allocate
resources to achieve community objectives. Generally we have approach-
ed budgeting in Plymouth in a straight -forward fashion: that is,
carrying forward those programs which have previously been established
by the Council, incrementally increasing them to reflect growth in
population or cost pressures. The budget also contains recommendations
for new activities, programs and, of course, personnel.
One of the chief responsibilities of the City Council is to review the
City Manager's budget document and to adopt the budget as the fiscal
plan for the community for the ensuing year.
During the past two years, the Council has indicated a desire to meet
and discuss budgetary priorities. This effort is desired by the
Council to assist them in establishing, at least in a preliminary way,
their own priorities for the budget. For your information, I am
enclosing a copy of the Council's priorities which guided you and your
budget deliberations last year.
POINTS TO PONDER. I want to set forth a few general points which I
think might be useful for the Council to consider as it deliberates its
own budget priorities for 1989/90.
1) The legislature has established a four percent increase in levy
limit for taxes payable in 1989. Because we are continuing to
grow, we will be able to increase our levy limit capacity more than
those communities which are not experiencing growth. However,
1989/90 CITY COUNCIL BUDGET PRIORITIES
May 19, 1988
Page 2
our levy for 1988 established the base of our levy limit. The
legislature also continued the elimination of most other special
levies which had previously been authorized.
In 1989, I anticipate a modest slowdown in the national and state
economies. This may have some affect on various of our develop-
mentally sensitive revenue sources, such as building permits, plan
check fees, platting fees, etc. As a category, these revenue
sources represent 15 percent of our 1988 operating budget revenues.
2) Personnel. City departments are presently preparing their budget
requests including new personnel. In 1988, we increased our
permanent full time employment from 137 to 147. I do not expect to
recommend as many new employees in 1989. The Public Safety
Director has already indicated to me that he will be requesting
five persons.
To the extent the Council wants us to continue to deal heavily with
citizens who have problems on wide-ranging types of matters, we
will require personnel to accommodate those needs. I think it is
appropriate for the Council to consider, as part of its budgetary
priorities, a discussion on the scope of public service activities
which we become engaged in, by choice or otherwise, and whether or
not the Council would wish to try to redirect some of those
resources.
3) Developmental Issues. The Public Safety Department has previously
demonstrated statistically that public safety calls for service
increase with increased residential density. A look at the City's
Land Use Guide Plan indicates that a substantial amount of land yet
to be developed is in LA -3 and 4 land use categories. As this land
begins to develop, the Council can expect to see requests for
higher density in accordance with the land use classifications.
On the other hand, some developers will seek to develop LA -2, 3 and
4 guided properties in lower densities because that is what is
hot" and selling at the time. There is little question that the
current trend is for single family detached housing. The Council
should consider whether it desires to encourage that trend by
amending the Land Use Guide Plan to, over time, reduce the number
of acres of land guided for higher densities.
The Plymouth Development Council continues to talk about the need
to reduce lot sizes. The PUD ordinance has been effectively used
by developers to reduce single family detached lot sizes. This has
been an issue which does not go away. Some developers, e.g. Marlin
Grant and Larry Laukka, favor smaller lots. This issue is going to
continue and may, in fact, accelerate as developers move in to the
higher guided land categories with the next extension of trunk
utilities. I'll have a map indicating the land use categories and
the extension of trunk utilities available for review at the meet-
ing.
1989/90 CITY COUNCIL BUDGET PRIORITIES
May 19, 1988
Page 3
While the budgetary consequences of today's land use decisions may
not be apparent for several years, the Council needs to be
cognizant of the fact that the costs will over time become
apparent.
Any ideas you may have regarding changes in service levels (including
new snowplowing routes!) will help the meeting achieve some positive
results.
JGW:jm
Attachment
N
Exhibit A
1988/1989
CITY COUNCIL BUDGET PRIORITIES AND OBJECTIVES
Approved 8/24/87
I. RESPONSIBILITY, ACCOUNTABILITY, PRODUCTIVITY, EFFICIENCY, BALANCE AND
COMMUNICATIONS
These six concepts should guide each department in their day-to-day
activities toward accomplishing departmental and city objectives.
Accordingly, each department head shall submit to the City Manager a
statement of how he/she will abide by and enhance each concept duringthecourseofcalendaryear1988. These lists shall be presented to the
Council no later than December 7, 1987.
II. PUBLIC SAFETY
The City Council believes that the protection of the public health,
welfare and safety is of primary importance. Accordingly, the following
goals are established:
1. Fire Station No. 3. Assure that the construction of Fire Station
No. 3 (including modification of Station No. 1 and acquisition of
new fire equipment) is completed in a timely fashion. A timetable
will be established for this project when the final plans and speci-
fications are approved.
2. Public Safety Personnel and Police Reserve. The City Council shall
continue to give first priority to personnel requests for police
officers in the Public Safety Department. The Council is sensitive
to the personnel implications associated with the continued develop-
ment and maturation, of the community. It is recognized that this
process will change resident service expectations to include protec-
tive inspection. The concept of volunteerism embodied by the Police
Reservist Program is to be fully implemented by May, 1988.
III. WATER SYSTEM
The continuous availability of safe, potable water is essential to the
continued development of the community and for public health and safety
purposes. Accordingly, the Council establishes the following objec- tives.
1. Production of Water - Assure that
tion before capacity difficulties
for construction at the Zachary
production by June 1, 1989.
2. Water Treatment. Assure that the
ing wells and 9, at the Zachary
by June 1, 1988.
future wells anticipate construc-
arise. Well 10 shall be scheduled
site commencing in 1988 to be in
new water treatment plant, includ-
site is on-line and in operation
1988/1989 CITY COUNCIL BUDGET PRIORITIES AND OBJECTIVES
Approved 8/24/87
Page two
3. Comprehensive Water Plan. The updating of the Comprehensive Water
Plan showing the water needs for ultimate community development and
reflecting at least two treatment plants and at least two well
fields shall be submitted to the Council by May 2, 1988.
IV. STREETS AND UTILITIES
The conveyance of people, public safety vehicles and products throughout
the community is essential for community development and safety. The
City Council promotes the following objectives in this regard:
1. Pavement Management Study. Utilize the results of this study to
guide thecouncil's funding of street maintenance and repair. The
Council shall undertake an initial two year program as recommended
by the Director of Public Works. This program will be prepared byShortElliottHendrickson, Inc., (SEH) and approved by the Councilfor1988and1989.
2. Infrastructure Reserve Fund. Place continuing emphasis upon build-
ing the funding necessary for infrastructure maintenance and
replacement through annual levy before October 10 each year.
3. Snowplowing. Convert one or two more private routes to City crew
response 1 ity to enhance service quality.
V. ENVIRONMENTAL
The development of the community should not take place at the expense of
the environment and the natural amenities of the community. The follow-
ing objectives must be pursued:
1. Solid Waste Recycling. The voluntary solid waste recycling program
must continue and expand through 1988. Emphasis on informing and
educating the public on the need for recycling, and the encourage-
ment of source separation recycling projects/programs will be a
primary objective in 1988 in accordance with the promotional plan
adopted by the City Council in August, 1987. The monthly recycling
tonnage goal should average 370 tons or more in 1988, representingachievementofa9% reduction in solid wastes going to landfills.
In 1989 the goal shall be 558 tons monthly, or a 13% reduction.
2. Environmental Development Standards. The City is to consistently
and aggressively enforce environmental standards for development,
including erosion control, FHA grading plans, landscaping, EIS and
EAW criteria, and traffic analysis on a continuing basis.
1988/1989 CITY COUNCIL
Approved 8/24/87
Page three
VI. PARK FACILITIES
BUDGET PRIORITIES AND OBJECTIVES
The City's park facilities are an important community resource and the
recreation program assists in improving the quality of living inPlymouth. The Council establishes the following objectives with respecttoeach:
1. Development of New Facilities. Development of new park facilities
shall continue to re-s—p—o—n-d to the needs for those facilities and the
capacity of the community to pay for such facilities. Such
development must not be at the expense of existing programs and/or
maintenance of existing facilities.
2. Study of Park Usage and Maintenance Levels. A comprehensive study
of park programming, maintenance costs and user fees, by type of
program and park facility should be completed to determine whether
changes should be made to the Comprehensive Park and Trail Plan and
maintenance standards for 1988 and beyond, and possible cost
recovery measures. This study shall be presented to the Council,
following review by PRAC, by duly 25, 1988. The Council will
consider the trade-offs between usage and maintenance levels and
additional park facility construction.
3. Community Center Data Gathering. The administrative research and
data gathering activities or t e Community Center should continue
recognizing that community approval may not be sought until 1989 orbeyond. Planning must recognize community resident composition and
the changing needs of a maturing community.
4. Quality Recreation Programming. High quality recreation programming
is an ongoing objective of the City. Most programs are delivered byseasonalpersonnel. In order to ensure that high quality people are
recruited to assure excellence in programming, compensation rates
must remain competitive.
VII. STAFFING
The business of the City is to deliver services. This is accomplishedbypeopleforpeople. Accordingly, the City Council has adopted thefollowingpositions:
1. Staffing. The Council wants to assure the best value for the
personnel dollar by assuring that employees are paid appropriatelyrelativetothemarket, that temporary, part-time or seasonal
personnel arrangements are periodically analyzed to assure that such
arrangements are more cost effective than adding full-time
employees.
1988/1989 CITY COUNCIL
Approved 8/24/87
Page four
BUDGET PRIORITIES AND OBJECTIVES
2. Communications Program. The Council shall continue its commitment
to t e communication efforts undertaken with the creation of the
Communications Coordinator position and budget. The effectiveness
of our communication efforts should be measurable.
3. Pay Equity. The Council desires to continue its pay equity objec-
tives as set forth in the 1987/1988 Implementation Plan and accord-
ingly desires that this program continue to be appropriately funded.
4. Service Priorities. As the community matures, different servicelevelsanprioritiescanbeexpectedwhichmayrequireredirection
of staff resources to assure that the new service is effectivelydelivered. The addition of a Human Resources Specialist is to be
investigated for subsequent addition in 1989 or beyond.
VIII. COMMUNITY DEVELOPMENT
The Comprehensive Plan for Plymouth has been adopted to provide the
framework for ongoing development within the community. The continuing
implementation of the various planning elements is a high priority ofthisCouncil.
1. Developer Interface. The City staff is expected to work efficiently
and cooperative y with all persons seeking to develop in Plymouth. The Development Review Committee (DRC) has been established to
coordinate the various city departments as the main interface with
developers. The Planning Division shall inform all developers of
city development requirements and status of applications, and shall
process applications in an expeditious manner.
2. Permit Issuance Standards. The Building Inspection Division shall
establish reasonable time standards for the review and processing of
permit applications, plans and subsequent issuance of permits and
periodic inspections. Those standards shall account for all
required duties such as enforcement of the erosion control policyandStateBuildingCoderequirements. They shall be submitted to
the Council by February 1, 1988.
3. Interface With Homeowners. The Building Inspection Division is
increasingly call -e- upon to provide advice and assistance to
homeowners seeking information regarding construction procedures,
design criteria, and code requirements for building modifications
and additions. These contacts create a significant demand on avail-
able time of personnel within the division and especially upon non-
technical personnel in the office since technical staff are often in
the field. Reasonable assistance to citizens is deemed to be a
service to be provided, and it will be within the capabilities of
available resources.
1988/1989 CITY COUNCIL
Approved 8/24/87
Page five
BUDGET PRIORITIES AND OBJECTIVES
4. Fence Permit System. The Council has determined to establish a
fence permit system as a means of insuring that residents understandfencerequirements. The Council expects that this new permit system
will be fully implemented by March 7, 1988.
5. Senior Housing. The City Council must resolve the Senior Housingissueeti—fer to develop market rate and/or subsidized housing and todisposeorusetheseniorsiteaccordingly.
IX. CITY FACILITIES
City facilities including parks, buildings and equipment represent aninvestmentofpublicfunds. The city, as a steward of such funds, must
continually maintain satisfactory maintenance levels to extend theusefullifeofsuchinvestments, maximize usability for the purpose forwhichintendedandminimizeliabilityexposure. To accomplish this
objective the staff will:
1. Annual Inspection Efforts -- Utilize the services available through
city insurance companies/administrators to inspect all city -ownedparks, buildings and installations at least once per year to
identify appropriate repairs or steps to minimize liability exposureduetoinjury.
2. Ongoing Efforts -- At least monthly, high usage areas such as parks
shall be inspected to identify and correct deficiencies. A recordshallbemaintainedofsuchrepairsandinspections. The communityimprovementremindercardprogramwillsupplementtheseefforts.