The URL can be used to link to this page

Home My WebLink AboutCity Council Packet 08-28-2018 Special Special Council Meeting 1 of 1 August 28, 2018 CITY OF PLYMOUTH AGENDA SPECIAL COUNCIL MEETING AUGUST 28, 2018, 5:30 p.m. MEDICINE LAKE CONFERENCE ROOM 1. CALL TO ORDER 2. TOPICS A. Follow-up 2019 Budget items B. 2019-2023 Capital Improvement Plan C. Set future Study Sessions 3. ADJOURN SPECIAL COUNCIL MEETING August 28, 2018 Agenda Number: 2A To: Dave Callister, City Manager Prepared by: Jodi Bursheim, Finance Manager Item: 2019 Budget Follow Up (Meeting 2) The City Council met in a Study Session on August 21 and completed a preliminary review of the proposed 2019 Budget. At that meeting, staff presented a budget that maintained City services, adjusted for growth where necessary, and was balanced with a 5.5% General property tax levy increase in 2019. Council requested additional information in certain areas which this memo provides. Allocations: A summary of allocations is attached (Attachment 1). Generally, allocations are calculated based on factors that are specific to the allocating fund. As mentioned in the previous budget meeting, allocation methodologies are being revisited to determine if the calculations are maintaining adequate fund levels and are appropriately allocated to each area. Staff plans to bring forward adjusted allocations in the next biennial budget process (2020-2021). - Allocations for Information Technology are driven by various categories such as telephone, mobile phones, copiers, printers, and computers. Department specific software and hardware are allocated based on the benefiting department. All departments receive an allocation for the overall overhead cost. Generally, departments experiencing large increases in this allocation are adding software, hardware, or staff. - Allocations for Facilities Management are generally divided by square footage. These allocations are designed to cover building operations and generally any unexpended funds are swept into the Facilities Fund – which is available to cover larger capital repairs. Staff has begun tracking expense by each building to further refine the allocation methodology in the future. - Allocations for General Fund Administrative are charged to enterprise funds and the transit fund for support from City Administration and Administrative Services. Generally, funds that do not receive levy support. The 2017 budget was the first time we used administrative allocations for the General Fund to recoup cost. Prior to this adjustment, portions of personnel expense were directly charged to enterprise operations – which made tracking and employee reporting unclear and cumbersome. Additionally, recurring transfers were made to recover costs. The administration allocation process attempts to streamline this process, however, the methodology will be refined in the future. - Allocations for Central Equipment (fleet) are for all equipment, regardless of funding source. Departments make the initial purchase with their specific budgets and then the department pays a portion of the replacement cost into the Central Equipment fund, based on useful life. The total allocation includes this replacement ratio and an overhead cost to support the division. - Allocations for Risk Management (OH and Premium) are charged for overhead and insurance premiums charged to the City based on number of employees, specific equipment, or property assigned to each area. - Allocations for Risk Management (Claims) are charged back to each department for specific claim loss incurred. Fund Descriptions and cash balances: A summary of all funds, a brief description of its purpose, and cash balances are attached. (Attachment 2). Resource Planning Fund: A report is attached (Attachment 3) detailing each designation within this fund. Page 1 FTE Report: A report detailing staffing levels is attached (Attachment 4). Risk Management: At Tuesday’s budget meeting, there was discussion regarding whether the budgeted amounts for auto physical damage were for claims or deductibles. It has been confirmed that the budgeted amounts related to general liability, property and auto physical damage are for deductibles. The budget reflects $310,000 for these line items. In reviewing the aggregate deductibles for these lines of coverage, which is a total of $260,000, the budget can be reduced by $50,000 to reflect this maximum amount. Staff was also asked where our auto physical damage/collision claims are generated. So far in 2018, we have had 34 auto physical damage claims. The majority of those claims were generated in the Police and Public Works Departments. Eighty-five percent of all 2018 auto physical damage claims were $3,000 or less. Of the remaining claims, four will reach the $20,000 per occurrence deductible, which means we will reach our $60,000 aggregate deductible. Also, we are seeking reimbursement for one of the claims. Additional detail will be provided in the 2018 year-end claims report or upon request. Transit: Council inquired if the current revenue trend shows that we will be close to what is reflected in the budget. Current trends show that revenue will be within 95% of the budgeted $1.2 million fare revenue. ACCOUNT January February March April May June July Actual 2018 Jan - July Fare Revenue Passenger Fare Types Fixed Route Fares - Cards $86,294.44 $83,273.30 $90,187.88 $87,222.40 $91,878.82 $86,639.16 $83,493.80 Fixed Route Fares - Cash $2,503.88 $3,709.33 $3,200.94 $5,395.81 $4,095.89 $4,373.82 $4,749.58 Dial-A-Ride Fares - Cards $6,030.00 $3,180.00 $2,880.00 $3,150.00 $2,796.00 $3,390.00 $2,040.00 Dial-A-Ride Fares - Cash $1,783.91 $1,586.13 $1,882.60 $1,566.57 $1,795.98 $2,022.89 $1,812.50 TOTAL REVENUE $96,612.23 $91,748.76 $98,151.42 $97,334.78 $100,566.69 $96,425.87 $92,095.88 Monthly Average $96,133.66 Annualized $1,153,603.94 Parks and Recreation Athletic Association: Staff researched further information on Athletic Associations as requested by City Council on August 21, 2018. The data collected is referenced in the charts below. ATHLETIC ASSOCIATON REGISTRATION FEES CHARGED/SEASON (Recreation-Competitive Programs) Fusion Soccer Club $190 - $2,000 Plymouth Wayzata Youth Baseball Association $135 - $475 Plymouth New Hope Little League $160 - $225 Armstrong Cooper Baseball $265 - $450 Armstrong Cooper Youth Football Association $50 - $200 Armstrong Cooper Youth Lacrosse Association $200 - $350 Wayzata Football Association $85 - $290 Wayzata Lacrosse Association $200 - $625 Plymouth Wayzata Youth Softball Association $100 - $150 Page 2 CITY COMPARISON – ASSOCIATION FEES City Charge for Practices/Games Charge for Tournaments Yearly Participant Fee Yearly Revenue (Approximately) Maple Grove No Yes - $5,000 Golden Valley No No $7/Residents $11/Non-Residents $12,500 Edina No No $12 $89,000 Eden Prairie No Yes - $25,000 Bloomington No No - $0 St Louis Park No Yes $12 $14,000 Brooklyn Park No No $2/Resident $5/Non-Resident $8,000 Minnetonka Yes Yes - $28,000 Eagan Yes Yes - Response not received Page 3 Page 1 Budget Amended 2015 Budget Adopted 2016 Budget Amended 2017 Budget Adopted 2018 Budget Concept 2019 Budget Amended - Adopted Variance $ 2017-2018 Budget Amended - Adopted Variance % 2017-2018 Budget Adopted - Proposed Variance $ 2018-2019 Budget Adopted - Proposed Variance % 2018-2019 1,699,162 2,173,177 2,381,102 2,526,802 2,571,027 145,700 6.1%44,225 1.8% 970,346 713,200 553,490 549,107 636,789 (4,383)-0.8%87,682 16.0% -948,521 976,977 1,006,286 1,036,475 29,309 3.0%30,189 3.0% 1,874,198 1,747,078 1,799,491 1,853,475 1,909,079 53,984 3.0%55,604 3.0% 3,151,574 3,252,980 3,350,572 3,451,089 3,554,622 100,517 3.0%103,533 3.0% $7,695,280 $8,834,956 $9,061,632 $9,386,759 $9,707,992 $325,127 3.6%$321,233 3.4% 15%3%4%3% 1,648,051 2,173,177 2,381,102 2,526,802 2,571,027 145,700 6.1%44,225 1.8% 1,874,198 1,747,078 1,799,491 1,853,475 1,909,079 53,984 3.0%55,604 3.0% -948,521 976,977 1,006,286 1,036,475 29,309 3.0%30,189 3.0% 3,139,138 3,252,980 3,350,572 3,451,089 3,554,622 100,517 3.0%103,533 3.0% 121,500 98,500 98,500 98,500 98,500 -0.0%-0.0% 592,550 249,012 292,311 151,924 154,607 (140,387)-48.0%2,683 1.8% 377,796 464,188 261,179 397,183 482,182 136,004 52.1%84,999 21.4% $7,753,233 $8,933,456 $9,160,132 $9,485,259 $9,806,492 $325,127 3.5%$321,233 3.4% 15%3%4%3% ** Increase is due to a new administration allocation that replaced scheduled transfers from the proprietary funds. GL Account Budget Proposed 2019 City of Plymouth Allocations 9000.111 - Allocations - Risk Mgmt - Claims 482,182 Total Revenues 4380.101 - Allocation Charges - IT Overhead 2,571,027 4380.110 - Allocation Charges - Risk Management 636,789 4380.300 - Allocation Charges - General Fund Administrative 1,036,475 4380.302 - Allocation Charges - Facilities Management 1,909,079 4380.303 - Allocation Charges - Central Equipment 3,554,622 Total $9,707,992 $9,806,492 0% 0% Expenses 9000.101 - Allocations - Information Technology 2,571,027 9000.102 - Allocations - Facilities Management 1,909,079 9000.103 - Allocations - General Fund Administrative 1,036,475 9000.107 - Allocations - Central Equipment 3,554,622 9000.109 - Allocations - 800 MHz Radios 98,500 9000.110 - Allocations - Risk Mgmt - OH, Premium 154,607 Attachment 1 Page 4 Fund #(s)Fund Name Purpose 7/31/2018 Cash Balance 100 General The General Fund accounts for resources devoted to financing the general services such as general government, economic development, parks and recreation, public safety, public service and public works. $18,959,294 200 Recreation To finance the recreational programs offered to citizens of Plymouth and other participants.$897,059 210 Parkers Lake Cemetery Maintenance Revenues derived from the sale of cemetery lots are receipted into this fund and are used to finance cemetery maintenance.$141,717 220 Transit System Revenues from Minnesota Vehicle Excise Tax and fares and expenditures for the Plymouth Metro link system are accounted for in this fund.$8,668,215 230 Community Development To assist with financing the costs of community development functions. $57,028 234 Economic Development To encourage economic development by supplementing conventional financing sources available to existing and new businesses.$91,707 240 Lawful Gambling Funds received from gambling operations in the City and proceeds support Music in Plymouth. $28,649 250 Community Development Block Grant Receives and expends the City's allocation of the Federal Community Development Block Grant program funds. Primary beneficiaries from the activities of this fund are persons of low and moderate income. $115,904 312/314/315 General Obligation Bonds Accumulation of resources for payment of general obligation bonds.$987,208 303/304 Special Assessment Bonds Accumulation of resources for the payment of special assessment bonds.$0 308/310 Tax Increment Bonds Accumulation of resources for payment of tax increment bonds.$993,923 400 General Capital Projects Funding and construction costs related to the City's buildings and park improvements. $6,261,011 401 Minnesota State Aid The City's allocation of the state collected highway user tax. $382,649 404 Community Improvement Accumulation of resources for funding of capital projects that are allowed by ordinance. $5,328,516 405 Park Replacement Accumulation of resources for major repairs and replacement of the City's park facilities and trails. $3,419,936 406 Street Replacement Accumulation of resources for major street replacement and repair. Dedicated levy dollars and franchise fees provide funding. $18,600,938 407 Project Administration To fund pre-project costs or contingencies.$534,350 408 Park Construction Accumulation of funds that are received from land developers and are used for the acquisition and development of park land.$6,819,491 409 Capital Improvement Accumulation of resources for capital improvements such as building construction without the need to issue bonds.$3,274,233 413/417 Improvement Projects Revenue and expenditures incurred in the construction of Streets.$5,057,271 422/423/424/425/426/427/428/429/432/433 Tax Increment Projects Revenue and expenditures incurred in the construction of public development within the City.$2,587,878 412/418/420/500/520 Water Sewer Utility Funds accumulated for the operations, maintenance and constructin of the water and sanitary sewer systems. $20,519,299 421/510 Water Resources Funds accumulated for the operations of the City's surface water plan, erosion control, wetland regulations and environmental programs. $3,845,018 530 Solid Waste Management Collection services for various recyclable materials. $1,181,176 540 Ice Center Operations of the ice arena facility services. $1,090,280 550 Field House Operations of an inflatable dome.$1,176,070 600 Central Equipment Internal Service Fund -operations and maintenance of city-owned equipment. $8,798,271 610 Public Facilities Internal Service Fund - operations and maintenance of city owned-facilities. $5,999,065 620 Information Technology Internal Service Fund - operations and maintenance of the city's information technology. $5,355,291 630 Risk Management Internal Service Fund - Administers the City's property, casualty, and self-insured worker's compensation program. $6,444,843 640 Employee Benefits Internal Service Fund - Recording fund for all employee fringe benefits.$6,190,612 660 Resource Planning To account for the accumulation of resources for future projects.$3,186,932 700 Parkers Lake Cemetery Perpetual Care Fund dedicated to perpetual maintenance of the cemetery for major capital improvements. $193,843 258 HRA General General operations of the HRA.$1,787,008 254 Housing Assistance Federal grants used for low-income assistance. $580,896 Total Cash $149,555,581 City of Plymouth Funds and Cash Balances Attachment 2 Page 5 Account Dept Description Aug 2018 YTD Total 3900 Fund Balance - Unreserved/Designated 3800.105 CM Civil Defense Siren 20,299.79 3800.106 IT Records Management 317,176.73 3800.109 CM Communication Services 59,633.40 3800.110 CL Elections 147,341.04 3800.111 HR Comparable Worth 168,116.53 3800.112 PW Comprehensive Plan 218,182.77 3800.113 CO Council Televising 605,875.12 3800.116 PO DWI Forfeiture 124,250.09 3800.115 PO Crime Prevention/DARE 12,295.40 3800.118 FO Community Tree Sales & Plots 15,628.11 3800.120 ST Opticon Semaphone System 11,099.10 3800.123 PO Radio Replacement 320,683.14 3800.125 PW City Survey 22,749.40 3800.126 FI Fire Projects 139,355.49 3800.128 PM Millenium Garden 22,897.91 3800.130 PO Police Projects 68,930.42 3800.135 PO Police CFMH Class 6,499.92 3800.134 PO DEA Asset Sharing 44,635.82 USSS 1,720.18 3800.136 PO MN Safer Program 1.99 3800.137 FO Tree Preservation 688,514.88 3800.138 PO Special Investigation Unit 18,955.15 3800.139 AD Assessing 36,886.79 3800.140 PK Veterans Memorial 13,700.15 3800.141 PO Police Body Cams 101,502.66 TOTAL:3,186,931.98 FUND 660 - Resource Planning Fund Attachment 3 Page 6 Division 2016 Adopted FTE 2017 Amended FTE 2018 Adopted FTE 2019 Concept FTE 2019 Amended FTE City Manager 2.0 2.0 2.0 2.0 2.0 Economic Development 1.0 1.0 1.5 1.5 1.5 Communication Services 3.0 3.0 3.0 3.0 3.0 City Clerk 4.0 4.0 4.0 4.0 4.0 Human Resources 3.8 3.8 3.8 3.8 3.8 Finance 9.5 9.5 9.0 9.0 9.0 Assessing 0.0 0.0 0.0 0.0 0.0 Transit 0.0 0.0 1.0 1.0 1.0 Information Technology 5.8 5.8 5.8 5.8 5.8 Risk Management 0.0 0.0 0.0 0.0 0.0 CD Administration and Support 4.8 4.8 4.8 4.8 4.8 Planning 4.4 4.4 4.4 4.4 4.4 Inspections 11.9 11.9 11.9 11.9 10.0 Housing and Redevelopment 4.7 4.9 4.7 4.7 4.7 Parks & Rec Admin 4.6 4.5 4.5 4.5 4.9 Parks & Forestry 20.7 20.9 20.9 20.9 21.9 Plymouth Creek Activity Center 4.0 4.0 4.0 4.0 4.0 Recreation 6.9 7.5 7.5 7.5 7.5 Ice Center 4.2 5.4 4.4 4.4 4.4 Field House 1.0 1.0 1.0 1.0 1.0 PD Administration 11.9 12.3 12.3 12.3 13.3 Patrol 53.9 56.3 58.5 58.5 59.8 Services 22.7 22.3 22.0 22.0 22.8 Fire Operations 5.3 13.5 13.5 13.5 21.4 Duty Crew 2.5 0.0 0.0 0.0 0.0 Street Maintenance 16.5 16.6 16.6 17.6 18.0 Engineering 6.7 6.7 6.7 6.7 6.8 Water 12.4 12.5 13.5 13.8 14.1 Water Resources 7.5 7.6 7.6 7.9 8.6 Sewer 8.1 8.2 8.2 8.5 8.7 Solid Waste 1.3 0.9 0.9 0.9 1.1 Central Services - Public Facilities 2.5 2.5 2.5 2.5 3.1 Central Services - Central Equipment 4.7 4.7 4.7 4.7 5.1 252.1 262.1 264.9 266.9 280.3 1 City of Plymouth 2019 Amended Budget FTE Summary by Division Attachment 4 Page 7 SPECIAL COUNCIL MEETING August 28, 2018 Agenda Number: 2C To: Mayor and Council Prepared by: Dave Callister, City Manager Reviewed by: Item: Set Future Study Sessions Pending Study Session Topics (at least three Council members have approved the following study items on the list): None at this time. Other Council requests for Study Session Topics: None at this time. Staff’s requests for Study Sessions:  O’Brien property (suggest October 9 at 5:30 p.m.)  Body-worn cameras (suggest October 23 at 5:30 p.m.)  Board and Commission interviews (suggest December 4 at 6:00 p.m.)  Future County road projects (schedule in November) Page 1 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 30 24 25 26 27 28 29 September 2018 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000 Fax: 763-509-5060 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room 7:30 PM PLANNING COMMISSION MEETING Council Chambers SUN TUES MON WED THUR FRI SAT CHANGES ARE MADE IN RED LABOR DAY CITY OFFICES CLOSED 5:30 PM SPECIAL COUNCIL MEETING TwinWest update/Ramada redvelopment/Economic Development follow-up and Business Outreach Policy Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers 5:30 PM SPECIAL COUNCIL MEETING Use of Drones by City Staff Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers 10:30 AM - 2:00 PM Plymouth on Parade Celebration City Center Area 6:00 PM SPECIAL COUNCIL MEETING Budget and CIP if necessary Medicine Lake Room 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Medicine Lake Room 7:00 PM PARK & REC ADVISORY COMMISSION MEETING Public Works Maintenance Building 14900 23rd Ave. N. ABSENTEE VOTING BEGINS FOR GENERAL ELECTION Page 2 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 October 2018 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000 Fax: 763-509-5060 7:00 PM PLANNING COMMISSION MEETING Council Chambers 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Medicine Lake Room SUN TUES MON WED THUR FRI SAT 7:00 PM REGULAR COUNCIL MEETING Council Chambers CHANGES ARE NOTED IN RED 7:00 PM PLANNING COMMISSION MEETING Council Chambers CHA 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room 6:00 PM - 9:00 PM Halloween at the Creek Plymouth Creek Center 8:00 AM-4:30 PM ABSENTEE/DIRECT BALLOTING Council Chambers 8:00 AM-4:30 PM ABSENTEE/DIRECT BALLOTING Council Chambers Page 3 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 November 2018 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000 Fax: 763-509-5060 5:30 PM SPECIAL COUNCIL MEETING Budget and CIP if needed Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM PLANNING COMMISSION MEETING Council Chambers THANKSGIVING HOLIDAY 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers SUN TUES MON WED THUR FRI SAT THANKSGIVING HOLIDAY CITY OFFICES CLOSED CITY OFFICES CLOSED VETERANS DAY CITY OFFICES CLOSED 7:00 PM PARK & REC ADVISORY COMMISSION MEETING Plymouth Ice Center GENERAL ELECTION Polls open 7:00 AM to 8:00 PM 8:00 AM-5:00 PM ABSENTEE/DIRECT BALLOTING Council Chambers 10:00 AM-3:00 PM ABSENTEE/DIRECT BALLOTING Council Chambers 8:00 AM-4:30 PM ABSENTEE/DIRECT BALLOTING Council Chambers 8:00 AM-4:30 PM ABSENTEE/DIRECT BALLOTING Council Chambers Plymouth Arts Fair Plymouth Creek Center Plymouth Arts Fair Plymouth Creek Center Page 4 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 CHRISTMAS EVE CITY OFFICES CLOSED AT NOON 25 CHRISTMAS DAY CITY OFFICES CLOSED 26 27 28 29 December 2018 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000 Fax: 763-509-5060 7:00 PM PLANNING COMMISSION MEETING Council Chambers 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Medicine Lake Room SUN TUES MON WED THUR FRI SAT 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Council Chambers 7:00 PM CHARTER COMMISSION MEETING Medicine Lake Room 7:00 PM PLANNING COMMISSION MEETING Council Chambers 2:00 PM - 5:00 PM Old Fashioned Christmas Plymouth Creek Park 30 31 Page 5