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03-23-13 Council Retreat MtgCity of Shorewood Council Staff Retreat March 23, 2013 South Lake Police Department Emergency Operating Center, Building Basement 8:00 AM Continental Breakfast Available 8:30 AM Introductions and Retreat Objectives Issues for Review: Community Survey Results Financial Landscape 2014 — 2021 General Fund CIP — Enterprise Funds Fiscal Pressures Storm Water Pond Maintenance General Fund Stability Council Options The Water Fund, a Closer Look 12:00 Noon Lunch Engineering Services Direction 5795 Country Club Road Direction Mayor's Plan Council / Staff Communications Adjourn C ity of Shorewood Council /Staff Retreat March 2312013 Issues for Review • Review of Community Survey Results • Overall Financial Picture /Council Funding Decisions • Future Directions - Budget • Engineer Staffing Direction • Country Club House Direction • Mayor's Vision • Communications Il% Prepared by: • NATIONAL RESEARCH C E N T E R INC. v 0 v 0 v U L Overall Quality of Life National Research Center, Inc. Benchma E .cellent 51% Good Services Provided in Shorewood National Research Center, Inc. Overall Quality of Services Good Overall, how would you rate 63% the quality of services provided in the City of Shorewood? Above the National and OIL Small City Benchmarks National Research Center, Inc. Percent of respondents 17% Fair 14% ►r City and Special District Services Fire district's response to calls Street lighting lalq4r F - Public schools Shorewood parks .............. 4AM Highest rated Lowest rated Street Street maintenance/ resurfacing NA repair (i.e., filling potholes) M** Percent "excellent" or "good" = Compared to the National benchmark = Compared to the Small City benchmark National Research Center, Inc. Fire district services overall C�1�/ Cable television la4 City Water User Ratings of Aspects of City Water Dependability of service oil A 0 �S Quality taste of water) ��� eG\y Qis l �p`I �r Cost • ed S Reasons for Not Having City Water 00 'N I \s �y� e'� a'� ,ay V40 X,e d No connection Too expensive to connect Some other reason ire Concerned about City water quality National Research Center, Inc. 7% Percent "excellent" or "good" Percent of respondents 78% Percent "excellent" or "good" Percent of respondents Potential Improvements and Initiatives National Research Center, Inc. ortance of Potential Imr)rc : on] WH Vre 1 15? M NWO Road improvements (i.e., reconstruction, resurfacing) Environmental improvements (i.e., diseased trees, lake water quality) Expand trails and walkways Municipal drinking water system improvements (i.e., expansion, additional treatment) Programs for seniors and older adults Lights on ball fields at Freeman Park New recreational /Community Center programs Updated skate park facilities Quality of Life & Community 0 • Community Safety Sense of Community • City Employees Communication with Residents City & Special District Place to Retire Services The Financial Landscape 2014 thru 2021 Financial Projections — Based on the Following Assumptions • No increase in tax levy over 2013 (since 2009) • General Fund Reserve used to support yearly budgets • No fee increases • No utility rate increases • 2% inflation in expenditures each year • Current service levels are maintained — No new employees, services, equipment, or facilities • Expenditures based on approved 2013 budget and CIP through 2021 General Fund 23% of Total Cash 7,000,000 6,000,000 5,000,000 4,000,000 3,000,000 2,000,000 1,000,000 2013 2014 2015 2016 2017 2018 2019 2020 2 (1,000,000) • Expenditures • Fund Balance 55% Target CIP - Enterprise Funds Healthy Least Healthy mmmm 5,000,000 � 111 111 3,000,000 2,000,000 1,000,000 Water 25% of Total Cash 2013 2014 2015 2016 2017 2018 2019 2020 2021 ■ Expenditures ■ Fund Balance 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 (500,000) Sewer 23% of Total Cash 2017 2018 2019 2020 2021 ■ Expenditures ■ Fund Balance 1,600,000 1,400,000 1,200,000 1,000,000 800,000 600,000 400,000 200,000 (200,000) Street Reconstruction 10% of Total Cash 2020 2021 ■ Expenditures ■ Fund Balance 250,000 200,000 150,000 100,000 50,000 (50,000) Recycling 1% of Total Cash 2014 2015 2016 2017 2018 2019 2020 2021 ■ Expenditures ■ Fund Balance 150,000 100,000 50,000 (50,000) (100,000) Southshore Center 0% of Total Cash � 1 Lq- 2017— 20� 20� 20 ■ Expenditures ■ Fund Balance 1,500,000 1,000,000 500,000 (500,000) (1,000,000) (1,500,000) ( 2,000,000) Trails 0% of Total Cash ■ Expenditures ■ Fund Balance 1,400,000 1,200,000 1,000,000 :11 111 .11 111 � 11 111 200,000 Community Infrastructure 11% of Total Cash 0 0 0 0 0 0 0 0 0 • Expenditures • Fund Balance Equipment Replacement of ile 2013 2014 2015 (200,000) (400,000) (600,000) (800,000) 3% of Total Cash I am 20M 20M am I RM MEN 20M 20M 20M • Expenditures • Fund Balance Storm Water 2% of Total Cash 800,000 600,000 400,000 200,000 -Iil-d 2013 2014 2015 20 20 (200,000) (400,000) (600,000) (800,000) ■ Expenditures ■ Fund Balance :11 111 .11 111 goilitilliel 1 11 111 (200,000) (400,000) (600,000) (800,000) Park Improvement 1% of Total Cash ■ Expenditures ■ Fund Balance 16,000,000 14,000,000 12,000,000 10,000,000 8,000,000 6,000,000 4,000,000 2,000,000 Total Cash 11-1 IFIGNOIRM ■ Total Cash Fund Balance Surplus /(Deficit) Desired 12/31/2021 Fund Balance Fund Name Reserve Est Cash Surplus /Deficit 101 General Fund 3,374,000 (868,582) (4,242,582) 402Parks - (672,894) (672,894) 403Equipment 150,000 10,696 (139,304) 404Streets 500,000 182,683 (317,317) 405MSA - (232,845) (232,845) 450Community Investment - - - 490SouthShore Center - (77,655) (77,655) 601 Water 295,000 5,108, 507 4,813,507 611 Sewer 578,000 (194) (578,194) 621 Recycling 52,000 (6,674) (58,674) 631 Storm Water 64,000 (685, 573) (749, 573) Total Available 590139000 297579469 (292559531) Fiscal Pressures • Southshore Center — Upgrades — Usage — Staffing • Badger Park Improvements • Trails and Their Cost — Cost per foot — Tree Replacement P& Fiscal Pressures (continued) • Storm Water Ponds — Dredging — Environmental Clean -up — Maintenance • Water System Expansion • Technological Upgrades • Intergovernmental Initiatives — Traffic Control — Governance PR Storm Water Pond 15 Year Maintenance Program City Storm Water Ponds Total Sediment Pond Volume Area Cubic Acres Yards 52 Ponds City -wide 16.7 51,191 Average Unit Price (Excavation Restoration per CY) $75 Program Total Amount $3,839,330 Annual Amount over 15 Years $255,955 tit STORM WATER BASINS _j I f q m -41 -- 0. v --- - • ario \fie -- -- _-- -- j % .�' • wr4x--- --- fl / 11 i.l wxscran 2.9 vx • L z`p""'�Q f Bw�N a-"` nenawrave ry X�' 'I 8�y_ 8 261-01.1127 I �R52 �nx_I 1t xce " oe 8 3 .W xo I.,, .,..�. ,� °`R sr •\ • -...- / e,4, 4 19 z I d7 vn.v xvs° �. 37 21 8 l "y" u9 a '� --E n° _ _47 39 38 8 12 3, s 32- g I_�. _5 43 s�rcxrowx xv 5 122 o ncx I °-c _ - _ Z3 � w 35 " V � •36y <e X14 X48 W rn ; p�.�e.snx�•r B1+•a °�d� •ji150 x�w i°e t F°, t8 7 �t .e✓°�BS 5 9 a6 ` .erEx�rxx �g_s 31. ar 47 YSx`,L:CX= 17x \ wxvn ' - -1- ------ ` - - - -- - >--- - -- --� -- - -- - -- 16'______ w ---- ---- mre xw,xor .30 -- ---�- -- - - -- 44 _____ ____- __.- �______ _____ _____________,gas - 4--------------------------------------------- _' _ - ------ -- - -- -- -- -- -- ------ '-- --- -"'- ---'' -- Storm Water Basins 06 Storm Water Basins D InfilY tratioatio n Basin N A j -Other 0 2,900 4,000 Feet cr�y O SHORHR'000 - Wet Pand � Maplabel 1 2 3 4 5 fi 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 32 33 34 35 36 37 38 39 40 ' 41 42 43 44 45 46 47 48 49 50 51 52 Area(acres) 0.52 0.01 0.22 0.04 0.01 0.20 0.14 0.03 0.07 0.21 0.63 0.06 0.14 0.14 0.43 0.10 0.14 0.42 0.24 0.11 0.06 an 0.19 0.13 0.18 0.27 0.64 4.19 0.13 0.01 0.08 0.07 0.13 0.09 0.09 0.08 0.53 0.15 0.29 1.24 0.22 0.40 0.27 0.03 0.02 0.33 0.30 0.31 1.77 0.14 0.19 0.06111 General Fund Stability Through 2021 • General Fund Tax Levy increase of 1.5% (with other existing assumptions) in budget years 2014 through 2021 and beyond — 40% General Fund Reserve (State Auditor's calculation) • General Fund Tax Levy increase of 2.0% (with other existing assumptions) in budget years 2014 through 2021 and beyond — 60% General Fund Reserve This would not affect projected deficits in CIP and Enterprise Funds K3a 0 0 0 Council Options to Mitigate Deficits Service Reductions — Personnel and Programs Increase Tax Rates — General Fund 1.52.0% (1% increase = $50,000) CIP Reductions — Equipment &Projects Fees and Rates: — Rate Increases: Sewer, Storm Sewer, Recycling (Street Reconstruction Possibility) — General Fund Fee Structure — Franchise Fees: Electric, Gas 33 Council Ot)tions to Mitigate Deficits (continued) • Change in Funding Mechanisms — Equipment Certificates — Bond and Assess Street Reconstruction • Sell Country Club Road House • Transferor Internal Loans from Healthy Funds — Water 4 Trails • Bake Cookies, Sell Blood ON The Water Fund 35 Water Fund Options Recent History • 2006 Wedgewood Drive - Mallard lane -Teal Circle Reconstruction Project • 36 Properties, 7 petitions • Action: Water and Road Project Approved 9 Recent History, continued • 2007 Glen Road- Manitou lane -Amlee Road Reconstruction Project • 47 Properties, 2 petitions • Action: Water and Road Project Voted Down 91h Recent History, continued • 2009 Harding Lane — Harding Circle Reconstruction Project • 14 Properties, 1 petition • Action: Denied Water, Approved Road 9V Recent History, continued • 2010 Meadowview bane- Wildrose bane Reconstruction Project • 17 Properties, 2 petitions • Action: Water Denied, Road Approved 91.01 Recent History,, continued • 2011 Star bane -Star Circle Reconstruction Project • 15 Properties, No petitions in favor • Action: Water Denied, Road Denied art Recent History, continued • 2013 Valleywood lane- Valleywood Circle Reconstruction Project • 15 Properties, 2 parcels favor water • Action: Water probably denied Road being studied Water Fund Options Fund Reserve Change Philosophy on Water Expansion Transfer Some Funds to Other CIP Funds Loans to Other Funds Reduce Rates /Use Existing Reserve up) Residential Municipal Water vs. Residential Well (Associated Costs over 10- Years, 4% Interest) Average Connection per Average Water Plan Connection per Residential Update 2013 Policy Well ($17,400) ($10,000) Construction verage Cost — Watermain $21,140 $12,149 $ Plumbing connection cost (curb box to house) $4,500 $4,500 $ verage Annual Water Use (Residential) $3,p229 $3,p229 $ Average New Residential Well $0 $0 $12,15 Operation and Maintenance LO 0 L6o200 Totalsl $$19,p8791 $18,35 43 Break for Lunch 12:00 -12:45 am Engineering Services Direction 45 CITY STAFFING City Engineer, Assistant City Engineer, Civil Engineer (City) Annual Compensation Comparison Average Position Annual Fringe Description Salary Benefits Total Notes Averaged for Cities with City Engineer population range 7,618* - (P.E.) $97,305 $29,191 $126,496 24,177 Averaged for Cities with Assistant City population range Engineer (P.E.) $81,230 $24,369 $105,599 4,115 - 231629 Averaged for Cities with City Project population range Engineer (EIT) $62,990 $18,897 $81,887 11,766 - 231629 *Note: Data from the LMC Survey with City Responses: Shorewood is the only City with a City Engineer with Population under 11,766, included above. 46 City Engineer, Assistant City Engineer, Civil Engineer (Private) Annual Compensation Comparison Position Average Fringe Description Annual Salary Benefits Total Notes Senior Engineer (Private, P.E., 10 Consulting Engineers, years Exp.) $90,150 $27,045 $117,195 Central US Project Manager (Private, P.E., Consulting Engineers, Over 6 years Exp.) $72,220 $21,666 $93,886 Central US Project Engineer (Private, P.E., Consulting Engineers, Up to 6 years Exp.) $66,310 $19,893 $86,203 Central US WA Engineering Consultant Structure • WSB Professional City Engineer — 20 Years Experience as Municipal Engineer — Continue current Contract arrangement • $4,000 /month, City Hall office hours 2 days /week • Provide general administrative engineering including MSA administration, general correspondence with staff, residents, Council, Agencies, Council meeting attendance. • Infrastructure projects prepared by City Engineer — Negotiated fee basis, authorized by Council ff. 5795 Country Club Road Continue to Rent versus Sell Estimated Net Return on Sale $ Decision on extending lease due May 1st. Me] Mayor's Suggested Priorities A"-. so Mayor's Work Smarter Improve self- service ■ credit acceptance ■ problem reporting ■ fillable forms ■ GIS information Improve int mal service ■ Implement LaserFiche workflow ■ Improve i me rnet bandwidth ■ Expand ArcGis users ■ Technology training r- Ep a d join t services ■ Financial Services utility billing, accounting ■ Public works long range equipment planning cooperation, explore jpa ■ Planning Code consolidation, transportation plan m Parrs & Rec Joint fundinglplan n i ng Council /Staff Communications