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07-12-10 CC WS AgP1'0: CRY COUKIc11 t+'Rt:bM: Br iara fleck, , City Administrator DA'FE: June 30 2010 titJIt,11 +C" ': 2011 thud etDraft #2 The City Council discussed the initial budget draft at the June 28 City Council meeting and provided some comments and questions. This draft includes the following adjustments based on these comments. Revenue I altered the revenue projections to in the following way: 1. I provided for a 2% increase over the 2010 base levy (levy less special levy). This provides approximately $81,500 more in tax revenue. 2. 1 adjusted building permit revenue up from $60,000 to $70,000. 3. 1 adjusted most other non -tax revenue to the 2010 budget amounts. 4. 1 provide for a $40,000 transfer from the Liquor Fund and a $30,000 transfer from the Public Facilities fund to cover the cost of proposed signage at three entry points into Shorewood and a monument sign at city hall. 5. 1 added a revenue line for the Southshore Community Center The anticipated revenue for 2011 is $5,283,095 or .43% greater than the 2010 budget. Again, interest income has declined significantly in the past few years and we anticipate this revenue stream to remain low for the near future. The following page details the revenue projections. Expenditures The projected expenditures remain relatively the same as in the first iteration. The major changes include a reallocation of labor in Public Works based on the last 1 /2 year of 2009 and readjustment in labor for elections. The readjustment of the labor moved a few more dollars out of the general fund and into the storm water fund. The rest of the labor dollars were redistributed throughout the public works accounts. I added an expenditure line for the Southshore Community Center and also have it listed as a separate item and account. I did not include an increase in the programmed transfers to the various improvement funds. I believe the Council needs to review the overall CIP program and the related balance in each fund and then address the issue of increasing or decreasing the transfers. With the changes to the police budget and other adjustments to labor allocations, total expenditure in the General Fund operating budget comes to $5,410,924, which is (0.4 %) less than the 2010 budget. Even with the reduction in the General Fund Operating budget and slight increase to the revenue, to balance the budget in the current form will require use of $127,829 in reserves, cuts, additional revenue, additional transfers, etc. The attachment following the revenue is a summary detail of the expenditures by department showing labor costs, operating costs, capital, and where appropriate transfers. Staffing Considerations There are no staffing changes proposed in the 2011 budget. As stated above, we reallocated time in the public works department based on actual time worked during the last six (6) months of 2009 and the first six (6) months of 2010. This reallocation resulted in a bit more time going to the enterprise funds. Other staffing allocations and time did not change. Improvement Funds The improvement funds support the city's capital improvement programs related to public facilities, parks, local roads, and other infrastructure and also provide the necessary capital for technology and equipment purchases. The funding for these budgets comes through transfers from the General Fund Operating Budget. I attached the capital improvement plan for Equipment Replacement, Local Roads, Parks, and Public Facilities. The attachments show the funding source, projects by year, and year -end balance over the next 10 years (2010 — 2019). The Equipment Fund maintains a reasonably balance for the entire period ending in the 10`" year with an estimated $305,811 balance. Reallocating the planned purchases may allow lowering the planned transfer and allocating those funds to a different fund. The Local Street Reconstruction Fund remains solvent using the current transfer level and anticipating local maintenance money from the state in the amount of $60,000 until the end of 2014. At this point, the fund enters a deficit situation. To avoid the deficit, the Council will need to borrow or substantially increase the transfer. Staff suggests the Council add to the transfer amount incrementally over time and /or use the balance from another fund to provide an additional infusion of dollars. The Park Improvement Fund under the proposed program enters a deficit situation at the end of 2012. The Park Commission took the direction of the Council at the joint meeting and prepared a CIP plan that addresses current and future needs, e.g. tennis court reconstruction as well as incorporates parts of the study completed by TKDA. The program appears to be sound, just not financially feasible given current levels of funding. Staff suggests the Council ask the Park commission to refine the CIP by identifying the critical components and spreading the program out a few more years, similar to the road program. The Council may need to consider increasing the planned transfer and /or consider internal borrowing or using excess balance from another fund. The Public Facilities Fund is adequately funded at this point and can support the planned expenditures for 2010 and 2011. At this point, staff has not identified any public facilities needs beyond 2011. One possible option is to consider park shelters public facilities and take dollars from the public facilities fund to cover the cost of rehabilitation of these buildings. This may provide some relief to the Park Improvement Fund. Also, there are no dollars allocated to the Community Center. If the Council chooses to continue to operate the Center beyond 2012, consideration should be given to including capital maintenance items in this budget for the Center. Decisions 1. Levy — the current draft proposes a levy 2% greater than the 2010 levy. The other option is to levy to the maximum allowable and "capture" the levy authority left on the table from 2009 and 2010. Based on what I can make of the prior budget documents, the city could levy a total of approximately $4,310,408, an increase of about $151,800 or 3.65 %. The actual allowable levy will not be known until I receive information from the department of Revenue. 2. Transfers — as the discussion above illustrates, to support capital programs as currently proposed, additional dollars are required. Roads and parks have been a priority for the Council over the past few years. In order to continue with the program additional funds are necessary to ensure sustainability. Another alternative is to refine the projects so they fit into the funds available. 3. Use of Fund Balance — I did not include a formal use of fund balance as part of the budget. Essentially, the deficit shown between revenue and expenses is the amount covered by use of fund balance, other revenue, cuts, transfers from other funds, etc. The 2010 budget includes a planned use of $160,000 in General Fund balances. I anticipate the city will use more than that to cover losses in revenue. 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BUSINESS LICENSES AN TOTAL LICENSES & PERMITS INTERGOVERNMENTAL FEDERAL GRANTS - COMMUNITY LEVEL FEMA STORM DISASTER AID LOCAL GOVERNMENT AID NACA MK> VALUE CREDITAID FEMA AID MUNICIPAL STATE AID FOR STREET STATE SNOW REMOVAL /STORM DISAS METRO COUNCIL COMM DRY PtANNIN TOTAL INTERGOVERNMENTAL CHARGES FOR SERVICES CHARGES FOR SERVICES CITY HALL RENT ZONING AND SUBDIVISION FEES PASS -THRU CHARGES SALE OF COPIES SPECIAL ASSESSMENT SEARCHES ENGINEERING CHARGES TO OTHER F ELECTION FILING FEES PARK FEES & RENTALS F' aK DONATIONS U?FSCENT BEACH REIMBURSEMENTS /O )OAL CHARGES FOR SERVICES FINES& FORFEITURES FINES & FORFEITS TOTAL FINES & FORFEITURES MISCELLANEOUS REVENUE INTEREST EARNINGS CONTRIBUTIONS AND DONATIONS FR REFUNDS & REIMBURSEMENTS POP MACHINE REVENUE DRY HYDRANT CHARGES CELLULAR ANTENNA REVENUE MISCELLANEOUS REVENUE CONCESSIONS /VENDING TOTAL MISCELLANEOUS REVENUE TRANSFERS TRANSFERS FROM ENTERPRISE FUND TRANSFERS FROM OTHER FUNDS TOTAL TRANSFERS Southshore Center Revenue TOTAL REVENUES Actual 2007 Actual 2008 Actual 2009 Budget 2010 To Date 2010 Projected Year End Draft 2011 Percent Increase Dollar Increase 3,618,401 3,845,122 3,899,749 4,158,672 - 4,005,500 4,241,845 2.00% 83,173 44,961 64,719 62,141 - - 30,000 - 0.00% - 108,244 117,683 123,858 - - - - 0.00% - 561,135 555,078 617,620 617,620 3,300 617,620 616,000 (975) - 4,332,741 4,582,602 4,703,368 4,776,292 - 4,653,120 4,857,845 1.71% 81,553 14,743 8,510 8,320 8,820 810 8,320 8,300 -5.90% (520) 1,000 750 1,000 1,000 - 1,000 1,000 0.00% - 570 540 630 450 120 450 450 0.00% - 2,620 1,980 1,020 500 600 1,000 1,000 100.00% 500 2,739 3,244 3,555 1,000 440 2,500 3,100 210.00% 2,100 179,772 144,445 97,651 90,000 41,056 65,000 70,000 - 22.22% (20,000) 51,665 32,233 12,336 - 8,002 9,000 - 0,00% - 3,288 3,667 3,321 3,500 1,595 3,500 3,300 -5.71% (200) 75 50 50 - 25 25 25 0.00% 25 ' - - 1,000 - - - 100.00% (1,000) 256,472 195,419 127,883 106,270 52,648 90,795 87,175 17.97% (19,095) 32,995 15,206 189 - - - - 4,751 4,751 4,751 5,000 - 4,750 4,500 58,155 58,198 61,471 60,000 32,324 64,650 60,000 95,901 78,155 66,411 65,000 32,324 69,400 64,500 3,789 10,279 7,493 9,000 5,850 7,000 6,000 9,320 7,013 5,738 4,500 2,784 3,300 4,500 - (975) - - 950 1,000 - 1,365 4,166 913 1,000 538 650 1,000 1,425 505 110 500 90 150 150 560 605 34,360 29,160 50,819 50,753 77,777 53,369 77,777 53,369 0.00% 0.00% 0.00% 0,00% 0.00% 10.00% 0.00% O.OD% 0.00% -0.77% 0.00% - 33.33% 0.00% 0.00% 0.00% - 70.00% 0.00% 0.00% 0.00% - 19.35% 0.00% - 19.40% -9.09% .9.09% (500) (500) (3,000) (350) 425 (6,000) (8,925) (5,000) (5,000) 257,924 161,860 58,624 95,000 21,094 63,000 45,000 - 52.63% (50,000) 1,785 3,135 820 - - - 0.00% - 9,561 5,368 11,349 10,000 - - - - 100.00% (10,000) 8 - - - 0.00% - 3,527 4,216 3,332 3,500 50 3,300 3,500 0.00% - - - - - - - 0.00% - 12,488 1,948 8,236 17,000 6,090 7,050 6,500 - 61.76% (10,500) 1,400 - 394 2,500 - 300 400 - 84.00% (2,100) 286,685 176,535 82,755 128,000 27,234 73,650 55,400 56.72% (72,600) 40,000 40,000 40,000 18,842 - 18,842 40,000 112.29% 21,158 - - - 20,000 15,715 30,000 50.00% 10,000 40,000 40,000 40,000 38,842 - 34,557 70,000 80.22% 31,158 - - 36,639 44,930 24,590 52,390 61,100 5,140,395 5,176,833 5,151,673 5,260,334 188,434 5,068,112 5,283,095 0.43% 22,761 325 - 27,070 31,000 41,649 46,000 52,968 55,000 52,968 55,000 75 100 25,800 27,000 36,087 39,200 15,551 55,000 15,551 55,000 425 25,000 37,075 50,000 50,000 DRAFT BUDGET JULY 12, 2010 WORK SESSION Actual Actual Actual Budget To Date Projected Draft Percent Dollar 2007 2008 2009 2010 2010 Year End 2011 Increase Increase EXPENDITURES .'ITV COUNCIL I- rsonnel 16,794 16,255 16,794 16,794 6,997 16,794 16,800 0.04% 6 Materials and Supplies 1,402 2,478 3,064 1,200 419 1,200 1,300 8.33% 100 Support Services and Charges 45,123 50,988 46,157 46,200 11,648 44,000 65,809 42.44% 19,609 Capital - - Total City Council 63,319 69,721 - 66,015 - 64,194 - 19,064 - 61,994 83,909 0.00% 30.71% 19,715 Administration Personnel 144,630 227,601 149,286 147,712 57,213 143,071 142,828 -3.31% (4,884) Materials and Supplies - 81 40 - Support ServicesandCharges 4,549 1,610 7,908 4,150 - 1,451 - 3,410 - 4,760 0.00% 14.70% - 610 Capital - - - 2,500 1,631 1,631 - - 100.00% (2,500) Total City Administration 149,179 229,292 157,234 154,362 60,295 148,112 147,588 -4.39% (6,774) GENERAL GOVERNMENT Personnel 192,411 177,187 219,755 181,639 80,019 189,434 225,860 24.35% 44,221 Materials and Supplies 18,753 20,049 17,861 19,975 4,724 20,500 17,900 - 10.39% (2,075) Support Services and Charges 32,116 28,733 31,506 32,305 9,710 30,400 32,350 0.14% 45 Capital 568 - 6,540 2,500 1,213 1,500 - - 100.00% (2,500) g General Government 243,848 225,969 275,662 236,419 95,666 241,834 276,110 16.79% 39,691 ELECTIONS Personnel 323 37,678 840 30,689 2,800 30,689 4,781 - 84.42% (25,908) Materials and Supplies 2,540 5,120 2,024 4,950 1,665 4,950 2,300 - 53.54% (2,650) Support Services and Charges 31 4,734 25 2,700 16 2,700 - - 100.00% (2,700) Capital - - - 600 - 600 - - 100.00% (600) Total Elections 2,894 47,532 2,889 38,939 4,481 38,939 7,081 - 81.82% (31,858) FINANCE Personnel 139,037 154,684 166,032 178,584 66,235 127,000 141,734 - 20.63% (36 Materials and Supplies 5,337 5,914 6,953 7,700 6,745 7,750 7,250 -5.84% (450) Support Services and Charges 3,082 4,053 4,799 7,500 1,312 6,800 6,575 - 12.33% (925) Capital 27,039 - 2,483 - - - - 0.00% - Total Finance 174,495 164,651 180,267 193,784 74,292 141,550 155,559 - 19.73% (38,225) "ROFESSIONAL SERVICES Dport Services and Charges 196,880 213,220 223,859 199,000 85,469 199,000 208,000 4.52% 9,000 : professional services 196,880 213,220 223,859 199,000 85,469 199,000 208,000 4.52% 9,000 PLANNING Personnel 169,865 192,979 195,475 193,605 69,508 183,263 178,376 -7,87% (15,229) Materials and Supplies 1,659 1,310 2,139 655 54 65S 6S5 0.00% - Support Services and Charges 13,331 9,986 8,989 4,700 4,462 4,700 10,630 126.17% 5,930 Capital - 2,320 - - - - - 0.00% - Total Planning 184,855 206,595 206,603 198,960 74,024 188,618 189,661 -4.67% (9,299) MUNICIPAL BUILDINGS Materials and Supplies 34,519 26,532 34,321 54,800 27,619 54,800 23,511 - 57.10% (31,289) Support Services and Charges 100,228 116,950 123,957 133,000 6,330 133,200 157,750 18.61% 24,750 Capital 23,999 - - 20,000 15,713 15,713 30,000 50.00% 10,000 Bond Payments 47,900 7,890 5,425 106,000 - 106,000 111,000 4.72% 5,000 Transfers 110,000 50,000 99,773 60,000 - 60,000 - - 100.00% (60,000) Total Municipal Buildings 316,646 201,372 263,476 373,800 49,662 369,713 322,261 - 13.79% (51,539) I :.• -E vlaterials and Supplies 59 - - - - - - 0.00% - Support Services and Charges 822,962 895,059 943,988 950,000 395,844 950,000 999,450 5.21% 49,450 Capital 249,508 244,004 232,940 230,000 114,034 230,000 230,000 0.00% - Total Police 1,072,529 1,139,063 1,176,928 1,180,000 509,878 1,180,000 1,229,450 4.19% 49,450 FIRE Support Services and Charges 291,368 319,411 323,180 315,858 161,268 315,858 329,858 4.43% 14,000 Capital 304,579 303,524 277,270 279,624 136,314 279,624 279,624 0.00% - Total Fire 595,947 622,935 600,450 595,482 297,582 595,482 609,482 2.35% 14,000 PROTECTIVE INSPECTIONS Personnel 118,167 130,391 119,185 117,943 44,544 110,257 107,596 -8.77% (10,347) Materials and Supplies 291 5 139 400 22 400 300 - 25.00% (100) Support Services and Charges 9,684 7,388 5,646 6,800 1,522 6,800 6,400 -5.88% (400) DRAFT BUDGET JULY 12, 2010 WORK SESSION Actual Actual Actual Budget To Date Projected Draft Percent Dollar 2007 2008 2009 2010 2010 Year End 2011 Increase Increase Capital - - 1,298 - - Total Protective Inspections 128,142 137,784 126,268 125,143 46,088 - 117,457 114,296 0.00% -8.67% - (10,847) CITY ENGINEER Personnel 119,803 124,018 114,547 94,875 33,475 95,854 111,103 1210% 16,228 Materials and Supplies 1,485 688 742 425 33 425 425 0.00% Support Services and Charges 9,184 7,505 7,638 15,146 1,880 15,146 13,650 -9.88% (1,496) Capital 2,526 15,365 2,854 1,000 - 1,000 5,700 470.00% 4,700 Total City Engineer 132,998 147,576 125,781 111,446 35,388 112,425 130,878 17.44% 19,432 ^UBLIC WORKS SERVICES '-sonnel 292,022 295,616 279,601 295,372 108,704 261,936 184,107 - 37.67% (111,265) 1aterials and Supplies ' 70,206 77,289 58,801 71,123 25,059 71,123 68,000 -4.39% (3,123( Support Services and Charges 42,140 40,700 40,540 42,690 16,580 42,690 41,440 -2.93% (1,250) Capital 639 5,003 3,800 - 3,800 11,000 IMA7% 7,200 Transfers 200,000 175,000 175,000 100,000 - 100,000 100,000 0.00% Total Public Works SeMCes 605,007 588,605 558,945 512,985 150,343 479,549 404,547 - 21.14% (108,438) STREETSAND ROADS Personnel 87,344 100,157 69,846 95,607 37,139 95,607 113,459 18.67% 17,852 Materials and Supplies 66,260 82,993 53,1.68 85,000 9,527 85,000 85,000 0.00% Support Services and Charges 17,617 14,284 27,233 23,500 206 15,500 34,000 44.68% 10,500 Capital - Transfers 345,000 645,000 - 700,000 700,000 - 700,000 700,000 0.00 0.00% Total Streets and Roads 516,221 842,434 850,247 904,107 46,872 896,107 932,459 3.14% 28,352 SNOW AND ICE CONTROL Personnel � 33,959 33,875 35,995 40,857 26,827 40,857 56,567 38.45% 15,710 sleterials and Supplies 35,229 34,731 38,457 45,117 12,594 45,117 45,117 0.00% - - :rsport Services and Charges - - - ,: apital - - - - - 0.00% , Total Snow and ice Control 69,188 68,606 - 74,452 - 85,974 39,421 85,974 101,684 0.00% 18.27% 15,710 TRAFFIC CONTROL Personnel 356 - Materials and Supplies 4,067 2,873 - 3,412 6,000 146 6,000 - 0.00% - 100.00% (6,000( Support Services and Charges 34,853 43,664 42,291 45,049 9,943 45,049 51,850 15.10% 6,801 Total Traffic Control 39,276 46,537 45,703 51,049 10,089 51,049 51,850 1,57% 801 SANITATION /WEEDS /WASTE REMOVAL Personnel 2,668 2,005 2,764 - 3,979 4,322 2,281 0.00% 2,281 Materials and Supplies - 32 21 500 500 400 - 20.00% (100) Support Services a no Cha rges 1,791 7,698 - 4,400 - 4,400 4,400 0.00% Total Sanitation /Weeds /Waste Removal 4,459 9,735 2,785 4,900 3,979 9,222 7,081 44.51% 2,181 TREE MAINTENANCE sorrel .17,801 19,042 7,512 17,279 4,358 6,720 14,020 - 18.86% (3,259( ,.,aterials and Supplies 502 333 437 2,700 - 2,700 2,000 - 25.93% (700) Support Services and Charges 11,295 4,975 9,501 13,500 4,977 13,500 13,500 0.00% - Total Tree Maintenance 29,598 24,350 17,450 33,479 9,335 22,920 29,520 - 11.83% (3,959) PARKSAND RECREATION Personnel 126,592 139,162 147,532 160,481 62,890 144,004 185,708 15.72% 25,227 Materials and Supplies 8,836 14,810 10,094 16,300 3,931 16,300 20,800 27.61% 4,500 Support Services and Charges 55,492 75,282 109,780 92,600 32,566 96,000 92,800 0.22% 200 Capital 10,000 - - - - - - 0.00% - Transfers 15,000 15,000 45,000 42,000 - 42,000 42,000 0.00% - Total Parks and Recreation 215,920 244,254 312,406 311,381 99,387 298,304 341,308 9.61% 29,927 Southshore Center Personnel - - - - 6,467 6,550 - Materials and Supplies - - 12,241 13,200 466 1,700 - Support Services and Charges - - 55,203 43,956 24,759 55,725 68,200 'Capital - - 13,686 - - _ - s Southshore Center - - 81,131 57,156 31,691 63,975 68,200 - GENERAL FUND TOTAL EXPENDITURES 4,741,401 5,230,231 5,348,551 5,432,560 1,743,006 5,302,224 5,410,924 -0.40% (21,636) REVENUE OVER /(UNDER) EXPENDITURES 398,994 153,398) (196,878) (172,226) (1,554,572) f234,112) (127,829) - 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