08-28-17 CC WS Mtg Agenda CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
CITY COUNCIL WORK SESSION COUNCIL CHAMBERS
MONDAY,AUGUST 28,2017 5:30 P.M.
AGENDA
1. CONVENE CITY COUNCIL WORK SESSION
A. Roll Call
Mayor Zerby
Johnson
Labadie
Siakel
Sundberg
B. Review Agenda
ATTACHMENTS
1. 2018 Budget City Administrator memo
2. CIP City Administrator memo
ADJOURN
#1
MEETING TYPE
City of Shorewood Council Meeting Item WORK SESSION
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Proposed 2018 budget
Meeting Date: August 28, 2017
Prepared by: Greg Lerud, City Administrator
Reviewed by: Joe Rigdon, Interim Finance Director
Attachments: Draft 2018 general fund budget, and explanation of large differences between 2017
budget and 2018 proposed budget
Background: Department heads received the budget prep work in early July, and I have met with each
of them about their 2018 requests. The attached documents represent staff's preliminary
recommendations for funding next year's city operations. The overall levy is proposed to increase 2.9%
over 2017, and once staff receives next year's property valuation from Hennepin County,we will
prepare an analysis of the effect of that levy increase on the 2018 tax rate. This draft calls for using
$174,097 of general fund reserves,which is consistent with prior years.
Given the short time period at the August 14 work session,there was only one question and that was
the FTE cost of a new Public Works light utility operator. The finance director sent this:
$52,832 Wages
$3,962 PERA
$4,042 Social security/Medicare
$4,168 Worker's Compensation Insurance
$12,960 Employee insurance (assumed full family)
$77,964 Total
This amount is presented in the budget as 90% in Public Works, and 10% in Snow and Ice.
If you have other questions, or if you need additional information, please let me know before the
meeting and we will have it there for you.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
Dept. Line item Difference Reason
(in $)
Council Misc. Services/Cont. (60,000) Nothing has been charged to this line item since prior to 2015. The City should not have
contingency funds this large in a general fund line item.
Admin Full time regular (23,277) The lower number is not reflective of any specific item, but rather bringing the budget
in line with what the expenditures have been
Election This is a new department. Election costs were typically charged in Admin and we have
moved the expenditures to its own department since it is not an annual expense
Finance Full time regular (62,667) Reflects that the Finance Director position is a contracted position
Contractual Svcs. 83,000 Reflects that the Finance Director position is a contracted position; 70% in finance and
30% in utilities
Planning Employee Ins. City (7,674) New employee
Contractual Svcs. (85,400) Reflect comp plan update being completed in 2017
Municipal Bldg. Some of the line items have a significant percentage (above 10%) but dollar amounts
are relatively small and just reflect normal increases
Police Contractual Svcs. 55,880 Operating budget increases 57,083, and debt service decreases$1,023, resulting in
overall 4.0% increase in city's share of SLMPD's budget.
Fire Contractual Svcs. (3,671) There was an 18,798 decrease in the city's share of the operating budget, and a $15,307
increase in the debt service, resulting in an overall decrease of$3,671 in the city's
share of the EDF budget
Protective
Insepctions Contractual Svcs. 6,000 Reflects true costs of MNSPECT cost for inspection to city.
Public Works Full-time Regular 88,864 Reflects cost of additional public works employee salary(90% is allocated in PW and
10% in snow and ice control
Part-time (40,000) City has not charged any costs to this line item, and has had difficulty finding summer
workers, so decision was made to use these funds toward hiring another full time PW
employee.
General Supplies (74,000) Amount reflects actual past charges
Road Maintenance 75,000 This line item shows past expenses, but no budget for the line item. Proposed amount
should be sufficient to cover expenses.
Contractual Svcs. 75,000 Tree management program
Ice and Snow Full-time Regular 6,634 Most of increase is due to 10%of new employee wage being allocated here
Supplies (4,000) Budget is reduced to reflect trend of lower expenses for salt and sand
Transfers out CH debt service (9,018) Refunded the City Hall lease revenue in 2017—reflects lower annual debt service
Street& PW Equp (30,000) Reflects$15,000 increase in each reserve. This increase is anticipated to continue each
year
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MEETING TYPE
City of Shorewood Council Meeting Item WORK SESSION
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Title/Subject: Capital Improvement Budgets
Meeting Date: August 28, 2017
Prepared by: Greg Lerud, City Administrator
Reviewed by: Larry Brown, Public Works Director and Joe Rigdon, Interim Finance Director, Marie
Darling, Planning Director
Attachments: Street, Equipment, Parks CIPs
Background:
Street CIP. Based on the discussion at the August 14 work session where information was presented
about the street CIP, it was the council's direction that staff comes back to the August 28 work session
agenda with a preliminary CIP that takes into account the new factors discussed on the 14th. Staff
reviewed the existing schedule of streets and compared that with resources available and proposes the
schedule on the attachment.
This schedule is very similar to the street maintenance schedule previously approved by the council.
Roads that were originally scheduled as reconstruct remain reconstruct. However,those roads that
were in the old plan as mill and overlay have been changed to reclaim. There is the possibility that some
of those roads could go back to mill and overlay, but given the results of the pavement corings done for
the roads on this year's schedule, we preferred to err on the more expensive option.
The work to be done in 2018 includes Riviera Lane and Shorewood Lane, which were moved back from
2017. Although storm sewer is a priority,given the scope of the project, staff does not believe it is
realistic that construction can occur in 2018. As was discussed at the last work session,there may be
property that has to be either purchased or where an easement needs to be obtained, and it is staff's
opinion that 2019 is already an aggressive (but obtainable) schedule for the storm sewer project.
It is worth noting a significant difference between this CIP compared to the one previously adopted is
Strawberry Lane and West 62nd are not included. The reason for not including that work between now
and 2021 is that a trail along Strawberry has long been included in that plan, and my understanding is
that funds from the Minnetonka Country Club tax abatement were to be used to fund the trail along
Strawberry. Because of the uncertain pace of development at the MCC, it is staff's recommendation
that any projects contemplated using bonds, or tax abatement proceeds based on development of the
MCC, be postponed until more is certain about the timeline for developing the project.
PW Equipment CIP. The CIP was revised to reflect estimated inflation. PW Director Brown has reviewed
the plan and finds it meets the equipment needs for the department. There is sufficient money in the
reserve account, along with future planned transfers to cover the purchases identified in the schedule.
Mission Statement: The City of Shorewood is committed to providing residents quality public services, a
healthy environment, a variety of attractive amenities, a sustainable tax base, and sound financial
management through effective, efficient, and visionary leadership. Page 1
Parks CIP—Included with this form is a copy of the existing Parks CIP along with the parks commission
recommendations to the CIP.
SSC CIP—Staff has met twice and prepared this draft CIP. We are working on ideas to make the building
more inviting, so this plan could change depending on what improvements we recommend be done
sooner in the schedule. But we wanted you to have this as an update on our progress.
Not included with this memo, but still important, is a discussion about the trails and the priorities the
council wants to implement regarding where and when trails will be constructed. Questions to consider
regarding this issue: Will the city look primarily at the street schedule and do trails in conjunction with
those specific rights-of way? Or will trails be a separate consideration and done independently of
streets and storm sewer work? Is the plan to create trails throughout the city, or focus on trails that
connect major corridors? Council member Siakel recommended a work session to discuss trail priorities
and that is something we will plan for in the next month or so.
Options: There are many.
Recommendation/Action Requested:
1. Recommend that bituminous boring be completed on the roads scheduled through 2022, and
staff will be brining the proposal to a future meeting.
2. The council provides comments on the included CIPs.
3. The CIPs and preliminary general fund budget will be presented for approval at the September
11 City Council meeting.
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City of Shorewood, Minnesota
Capital lmprova77ent Program
2018 thru 2027
PROJECTS BY FUNDI NG SOURCE
Source # Priority 2018 2019 2020 2021 2022 2023 2024 2025
402-Park I mprovements
Freeman Plaza Table Replace-ent P0100 2 5,000
Freeman South Playground F0102 2 100,000
Equipment
Freeman Park Overlay Trails P0105 3 200,000
Cathcart Park Resurface Tennis Fla" 1 9,000 9,000 10,000
Court
Cathcart Park Hockey Boards FC201 3 150,000
Cathcart Park Playground Equipment P0202 4 100,000
Badge Park Tennis Courts P0301 2 200,000 9500 10,000
Badge Park P0302 1 375,000
Rayground/Shelter/Trail ExVBectric
Manor Park Shelter Outside F10402 3 5400
Concrete I mprovements
Silvemood Park Resurface 1/2 court P0500 1 2500 2500 3,000
Silverm ood Park Playground P0501 5 100,000
Equipment
Silverwood Park Retaining Walls P0502 5 0
Replacerent
South Shore Park Master Plan P0700 2 10,000
South Shore Park Reconstruction P0701 3 90,000
Project
402-Park Improvements Total 3863500 3153000 2953400 271,000 100,000 23,000
GRAND TOTAL 3863500 3153000 2953400 2713000 1003000 233000
SOUTHSHORE CENTER PROPOSED CAPITAL IMPROVEMENT PLAN
Aug-17
BUILDING COMPONENT/PROJECT 2017 2018 2019 2020
Roof replacement &gutters 45000
Siding
Exterior painting and caulking 2000
Doors, exterior
Windows 5000
Mechanical systems (Furnace and AC) 10,000 10000 10000
Electrical systems, 40000
Plumbing systems, plumbing fixtures 6000
Water heater 5000
Water softener 2500
Kitchen exhaust system 7500 7500 7500
Fire Suppression attic system
Retaining walls& patio 10000
Fence 1250
Interior painting&trim 6000
200 chairs for dining room 10800
Upgrade interior lighting(incl. ceiling tile) 24000
Reception counter replacement 750
Refinish Deck 1000
Grout on restroom/kitchen floors 1000
Library carpet replacement
Hallway carpet replacement
Correct heaving floor in dining room 1500
Remove wallpaper& paint library
Replace carpet inoffice/closet
Replace counter tops and sinks in li in library,
activty room, and bathrooms
Window treatments
Replace dining room carpet 16000
Replace commercial kitchen equipment 5000 5000
TOTAL 129800 43250 28500 38750
REVENUES
Existing fund balance &excess fund balance) 90000
403-Capital Equipment replacement fund 43,000 41000
Tax levy 29750 29750
BALANCE 3200 950 2200 -6800
2021 2022 2023 2024
2000
14500
5000 5000
10000 10000 10000
7500
23000
4000
2000
2000
5000
6250
1000
5000
41000 54250 17000 352550
29750 29750 29750 29800
-18050 -42550 -29800 0