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082697 CC WS Min . . . ~ CITY OF SHOREWOOD WORK SESSION MEETING TUESDA Y, AUGUST 26, 1997 COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:30 P.M. MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Dahlberg called the meeting to order at 7:38 p.m. A. Roll Call Present: Mayor Dahlberg; Councilmembers Garfunkel, McCarty (arrived at 8:27 p.m.) and Stover; Administrator Hurm; Engineer Larry Brown; Planning Director Brad Nielsen and Finance Director AI Rolek Absent: Councilmember O'Neill B. Review Agenda The agenda was approved as presented. 2. DISCUSSION REGARDING 1998 MUNICIPAL OPERATING BUDGET Administrator Hurm noted the city tax rate for 1998, prior to changes by the Legislature, would have been 16.929 percent. The city tax rate for 1998 after changes which were made by the Legislature will be 18.295 percent. With respect to property taxes, Finance Director Rolek explained the state utilizes a formula and determines the taxable value of a property. For 1997, for the fIrst $72,000 in value on a homestead property, 1 percent of the value was determined to be the taxable value. For any amount in excess of the $72,000, 2 percent of the value was determined to be the taxable value. This would result in a total tax capacity for tax value. That amount is then applied to the tax rate which is achieved by dividing the tax levy by the total value in the city. This would result in the total amount of taxes which are levied on a particular property. For 1998, the Legislature has shifted the multipliers and has developed a formula in which 1 percent of the fIrst $75,000 was used as opposed to $72,000. Any amount in excess of $75,000 was applied at a 1.85 percent rate as opposed to a 2 percent rate. This causes the taxable amount to decrease. This is not of much benefIt to lower value properties, but the high value properties would receive the majority of the benefIt. With respect to total tax capacity, Rolek explained in 1997, the City's total tax capacity was approximately $9.7 million. Prior to the legislative changes, the City's tax capacity would have been approximately $10.5 million for 1998. After the legislative changes, the City's tax capacity will be approximately $9.7 million. Rolek pointed out there is a shortfall between the general fund budget revenues and anticipated expenditures. He explained the City has targeted approximately 50 percent of the annual budget as a fund balance fIgure. The bulk of the revenues are received two times per years, generally at six month revenues. In order to make it through that six month period of time, there needs to be sufficient fund balance available to sustain the City's operations. It was the recommendation of the auditors that a 35 to 40 percent fund balance would be appropriate. Currently the fund balance is CITY COUNCIL WORK SESSION MINUTES AUGUST 26, 1997 - PAGE 2 . approximately 60 percent of the operating budget. Councilmember Stover recalled the diffIcult fInancial times which the City has endured which resulted in the establishing of a fund balance. (Councilmember McCarty arrived at 8:27 p.m.) Councilmember Stover felt another reason to maintain a fund balance would be to cover expenses which were not anticipated. Mayor Dahlberg questioned whether it would be considered unorthodox to maintain funds in the general fund budget with the knowledge it may be accumulating more than would be required. Rolek explained the funds are designated for working capital purposes. Hurm pointed out in the past six years, the City has never budgeted for an increase in the fund balance. Rolek stated it would not be considered unusual or unorthodox to have a fund balance. He explained there are differing schools of thought relative to how large the fund balance should be. Mayor Dahlberg pointed out it is all a matter of degree. Councilmember Stover pointed the auditor would be more nervous if the fund were too low. Hurm commented he is very comfortable with the general fund balance and felt it will provide sufficient funds to get through the low times in the coming year. Even though the City is very conservative, the $71,000 defIcit can be budgeted to reduce the fund balance. Councilmembers McCarty and Stover noted they are comfortable with the fund balance. Dept. 58 - Police Department Hurm felt the objectives for this department had been accomplished and suggested new objectives be determined. It was the consensus of the Council that one objective would be to increase the street patrol time. . Dept. 59 - Fire Department Dept. 60 - Protective Inspection Rolek noted one of the larger items in this category to be animal control and the Council will be addressing this issue in the near future. Mayor Dahlberg questioned the increase of approximately $3,000 for staffing. Rolek stated there is anticipated a 3 percent increase in staff salaries. This fIgure also includes an increase of approximately 7 percent in health insurance costs. It was noted the police contract has been negotiated and the ASCME contract will be negotiated. Hurm noted funds have not been allocated for a forester and the Council will need to decide whether or not funds should be allocated for a part time forester. Councilmember Stover commented since commencing the tree protection policy, the motivation and goals have been good, but that perhaps the Council is somewhat over regulating what the policy could dictate if it were to go to its ultimate conclusion. This issue should be discussed prior to making a decision whether funds should be budgeted for a forester. Councilmember Garfunkel noted wetland delineation specialists and other professionals could also be considered in this regard. Councilmember Stover noted when a developer utilizes these services, they must also bear the cost. . CITY COUNCIL WORK SESSION MINUTES AUGUST 26, 1997 - PAGE 3 Dept. No. 51 - Mayor and Council . Rolek explained dollars were budgeted in previous years for a survey as well as a team building and strategic planning. This planning did not take place and therefore those dollars were taken out which resulted in a decreased budget for 1998. Rolek noted Hennepin County Fair can be deducted from the charges and fees since this donation is no longer made. . Councilmember Garfunkel questioned why Christmas Lake Milfoil is included in support services of the Council budget. Hurm explained it is a special determination by the Council. Mayor Dahlberg asked about the budget for the appreciation function for City volunteers and staff. Rolek explained the budget in 1997 was $1,800 and for 1998, $2,300 is budgeted. The fee of $4,100 for the League of Minnesota Cities was discussed and Councilmember McCarty noted the assistance which can be obtained from the League is invaluable. Councilmember Stover requested the donation of $1,000 to the Excelsior Fireworks be deleted from the budget. She noted this is a donation of tax funds to benefit the Excelsior Chamber of Commerce and she did not feel this to be the responsibility of Shorewood. Mayor Dahlberg was in agreement. Councilmember McCarty was not in favor of deleting this item given the number of Shorewood residents who attend the fireworks. Mayor Dahlberg stated he respects Councilmember McCarty's opinion, but felt it to be an inappropriate expenditure. Councilmember Garfunkel was in agreement with Councilmember McCarty that this is a goodwill type gesture. Councilmember O'Neill's input will be sought on this matter. Mayor Dahlberg suggested the fee for the Minnesota Mayors' Association in the amount of $20 be . deleted from the budget. Hurm suggested deleting two objectives for the Mayor and Council which include meeting with the Cooperative Services Study Task Force semi-annually, since that group is no longer in existence, and the follow up to the Comprehensive Plan update and undertaking a city vision process. :Rolek noted next year is election year and election judges will need to be budgeted for two elections. Dept. No. 54 - Finance Hurm would like to work on a multi element year on the budget and felt this could be added as an objective. Dept. No. 55 - Legal Services Rolek explained it is anticipated the legal services will increase. Hurm noted Attorney Dean has submitted a report relative to measures which can be taken to reduce legal fees such as not requiring his attendance at every staff meeting. Total legal services are approximately $70,000. Of that amount, the auditor is approximately $6,000 and the assessor is approximately $48,000. Mediation services are included at approximately $1,000. . CITY COUNCIL WORK SESSION MINUTES AUGUST 26, 1997 - PAGE 4 Dept. No. 56 - Planning and Zoning . Technical support relative to the housing study accounts for much of the increase in support services. In addition, software has been ordered to allow the City to produce computer generated maps. The Highway 7 corridor improvement study will cost approximately $7,500, although approximately $4,000 will be reimbursed to the City through a grant. Dept. No. 57 - Municipal Building - City Hall This budget item includes software and hardware support for computer services as well as maintenance on all office equipment and purchase of office supplies. Support services includes $60,000 which represents the total insurance for the City. Councilmember Stover inquired relative to special assessments on city owned property. Rolek explained the City owns various pieces of property such as a lot on Church Road and part of the improvements were assessed to this property. Dept. No. 61 - City Engineer . Councilmember Garfunkel noted support services has increased considerably. Engineer Brown explained he has worked considerably more hours. Additional tasks and projects have been passed on to Phil Tipka who provides engineering support services which would account for approximately 50 percent of the cost and another 50 percent would go to other types of support provided by OSM and WSB. It was pointed out Mr. Tipka's hours on Watten Ponds are charged back to the developer. Dept. No. 62 - Public Works Service Rolek explained there is a transfer to the equipment replacement fund. For 1997 there was a $109,000 transfer and for 1998, the Capital Improvement Plan calls for a transfer of $113,000 for the purchase of trucks. Dept. No. 63 - Streets and Roadways Rolek pointed out this portion of the budget would address maintenance and repair of the roadways including patching and sealcoating. Brown explained it is more desirable to maintain the roadways rather than reconstructing them, therefore the sealcoating portion of the budget was doubled to allow for better maintenance of the roadways. Funds were transferred from reconstruction and added to the seal coating fund. Mayor Dahlberg stated he would be interested to know if a study has been completed relative to preventive repair and how it extends the life of a roadway. Dept. No. 64 - Snow and Ice Removal Brown expressed concern that an increase for salt and sand is not reflected in the budget. A transfer of funds will be requested since the budget for salt/sand is down to $1,000 which is adequate for the salting/sanding necessary for one snowstorm. Brown felt it would be desirable to increase the budget $2,000. It was the consensus of the Council the 1998 budget will increase from $15,500 to $17,500. . Dept. No. 65 - Traffic ControVStreet Lights Rolek explained this budget covers the utility costs for operating traffic lights and street lights. CITY COUNCIL WORK SESSION MINUTES AUGUST 26, 1997 - PAGE 5 . Dept. No. 67 - Sanitation/Waste Removal/Weeds Mayor Dahlberg asked where the weed control is conducted and Ro1ek explained this would primarily cover weed control of the roadways. Dept. No. 68 - Tree Maintenance Brown explained the increase in supplies and materials will cover the purchase of a new chain saw. The majority of the support services is allocated for contracted tree and brush removal. These services are contracted through the Shorewood Tree Service. Mayor Dahlberg suggested there may be alternate ways to address this issue, saving the $13,000 expenditure. Dept. No. 69 - Parks and Recreation Rolek explained $6,000 is allocated under support services for contracted park planning services. In addition, playground and beach scheduling services - Minnetonka Community Services consists of $10,000 which is allocated on a yearly basis. The MCS operates, schedules and staffs the swimming beach and provides tennis programs in addition to other activities. Rolek explained there are fees which are charged to participants which become revenue, however, the actual cost to the City is approximately $10,000 per year. Mayor Dahlberg suggested a productivity status report on this particular item. Rolek stated approximately $16,000 of the $19,600 allocation for supplies and materials would be allocated to rock, black dirt, gravel, sand, fertilizers and seed for the parks. . Rolekpointed out contributions from the various sports organizations go toward the cost of maintaining the fields and it is anticipated approximately $9,000 will be received from those organizations. Dept. No. 70 - Capital Improvement Mayor Dahlberg asked for the total loan amount which was obtained relative to the senior community center. Rolek explained it is approximately $311,000. Mayor Dahlberg suggested the Council may want to consider buying down the loan at some point. Rolek noted the interest rate to be 6.22 percent and explained the City would be subject to a premium if the loan were to be paid down within the first five years of its term. Dept. No. 71 - Contingency Rolek explained the contingency fund consists of dollars which are unallocated, but available for emergency purposes or unforeseen expenses. Mayor Dahlberg asked if it would be expected the $34,000 budgeted for 1998 would be utilized. Rolek felt it would be utilized. Councilmember Stover pointed out none of the funds are spent without Council approval. Councilmember Garfunkel asked what percent of the budget makes up the contingency fund. Rolek commented it is about 1.5 percent of the budget. Mayor Dahlberg expressed concern even though the fund consists of only 1.5 percent of the budget, it could have some potential if only approximately 50 percent of it were utilized. Hurm noted the Council could be provided with documentation relative to the allocations which have been made from the contingency fund in the past. . . . . CITY COUNCIL WORK SESSION MINUTES AUGUST 26, 1997 - PAGE 6 Mayor Dahlberg asked what percent of the budget pertains to benefits. Rolek explained it is not a hard percentage. It consists of FICA which is 7.65 percent, PERA of 5.18 percent in addition to health insurance. Mayor Dahlberg requested a breakdown of the total staffmg costs. Councilmember Garfunkel would also like to see this information. Rolek explained the tax levy amount must be ready by September 15th. It was noted the levy amount can be lowered after that time, but it cannot be increased. Councilmember Garfunkel felt it would be prudent to use the maximum rate and then it can be reduced later. 3. ADJOURNMENT McCarty moved, Stover seconded to adjourn the City Council Work Session Meeting at 10:30 p.m. Motion passed 4/0. RESPECTFULLY SUBMITTED, Cheryl Wallat, Recording Secretary TimeSaver Off Site Secretarial ATTEST: rJ2u , MAYOR