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112309 CC WS Min5755 COUNTRY CLUB TOAD COUNCIL CHAMBERS 5:1.5 P.M. MINUTES 1. CONVENE CITE' COUNCIL WORD SESSION Mayor Lizee called the meeting to order at 5:15 P.M. A. Roll Call Present. Mayor Lizee; Councilmembers Bailey (arrived at 5:32 P.M.), Turgeou, Woodruff and Zerby; Administrator Heck; Finance Director Burton; Planning Director Nielsen; and Engineer Landini Absent: None B. Review Agenda Mayor Lizee requested the Executive Session be made a separate meeting. Item 3 and Item 4 would therefore be removed from the agenda. After conclusion of this work session, which will be no later then 6:45 P.M., Council will convene in an executive session to discuss the City's negotiations with Local 224, Council 5, of the American Federation of State, County and Municipal Employees, AFL -CIO labor union (the union representing the City's Public Works employees). Lizee moved, Zerby seconded, approving the agenda as amended. Motion passed 510. 2. 2010 BUDGET Director Burton stated the meeting packet for this work session contained a copy of the proposed 2010 General Fund Operating Budget, updated 2010 Enterprise Budgets and the 2010 — 2014 Capital Improvement Program (CIP). She noted Council had adopted a resolution setting the proposed 2010 General Fund Operating Budget and approving the proposed property tax levy collectable in 2010 during its August 24, 2009, meeting. It was certified to Hennepin County prior to September 15` She explained the 2010 General Fund Operating Budget included in the packet reflects year -to -date actual amounts through October 2009. She stated just prior to this meeting she had distributed to Council a copy of responses to questions Councihnember Woodruff had asked of Staff regarding the budgets. Burton suggested Council first discuss the three specific items regarding the 2010 General Fund Operating Budget which she identified in her cover memo. The items are as follows. 1. The final disposition of the $70,704 contingency line item in the Mayor and Council budget. This contingency line item was established with the adoption of the maximum allowable levy. The $24,000 plaeeholder in the Administration budget for potential performance pay increases for non -union employees in 2010. There is no longer a standard cost of living adjustment component to the salary structure for 2010 as there has been in the past. Council should decide if it wishes to include, exclude, or change the amount. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES November 23, 2009 Page 2 of 9 Councilmember Woodruff stated from his personal perspective he would tike to adopt a 2010 General Fund Operating Budget with a tax levy that is either close to or at a zero percent increase over 2009. This budget would have to be reduced by $103,546 to achieve a zero percent increase. Eliminating the contingency line item and the performance pay placeholder would account for $94,704 of that amount. In response to a comment from Councilmember Turgeon, Director Burton explained when Council set the proposed 2010 General Fund Operating Budget on August 24 it set the amount to be the maximum allowable levy because the levy amount could be decreased during future discussions but it could not be increased. Burton explained the allowable levy increase is based on the proposed certified budget for the previous year not the adopted budget for the previous year. Councilmember Turgeon stated she supported eliminating the contingency line item and the performance pay placeholder. Councilmember Zerby stated it was his recollection that Council had previously discussed transferring finds into the General Fund from the Liquor Fund to help achieve a zero percent levy increase. He also recollected Council set a proposed budget reflecting a maximum levy increase in case Council later determined additional funds would be needed. He thought it had been Council's goal to adopt a 2010 General Fund Operating Budget with close to a zero percent levy increase. He agreed with removing the contingency and performance pay line items in order to get closer to achieving the goal. Director Burton stated if the contingency and performance pay line items were removed from the budget approximately $8,800 in additional reductions, or a fraction of a percent of the levy, are required to achieve the zero percent increase. Councilmember Woodruff stated he was confident reductions totaling that amount could be identified if Council wants to achieve a true zero percent increase, but maybe an increase very close to zero was adequate. In response to a comment from Councilmember Turgeon, Councilmember Woodruff stated the $50,000 2009 transfer identified above has nothing to do with the 2010 General Fund Operating Budget. Mayor Liz6e asked if that could limit the City in any way. Director Burton suggested Council consider the transfer separately and not as part of the levy discussion. Burton asked Administrator Heck if he had any recommendations for reducing this Budget by an additional approximate $8,800. Heck stated in response to Liz6e's question the City is held harmless under the levy limit statute. That is, the City is not held to a certain percent increase based on the adopted levy for the previous year; it's based on the eligible levy for the previous year. Woodruff commented that it's not a use it or lose it situation. Councilmember Zerby stated the proposed 2010 General Fund Operating Budget includes a $10,000 transfer into the General Fund from the Liquor Fund. He suggested increasing that to approximately $18,800 in order to achieve a zero percent levy increase. Councilmember Woodruff stated he would be in support of that increase. Mayor Liz6e stated she agreed that a zero percent increase is just a number. She explained that the majority of this Council gave direction to the Excelsior Fire District (EFD) and the South Lake Minnetonka Police Department (SLMPD) to hold their 2010 budget increases to zero percent. The recommended changes to the 2010 General Fund Operating Budget will help achieve the zero percent tax levy increase goal for this Council. Mayor Liz6e suggested Council discuss the scheduled 2009 year -end $50,000 transfer to the Public Facilities Fund from the General Fund. She asked Administrator Heck if he and the city administrators /manager of the EFD and SLMPD joint powers member cities have had the Opportunity to start to prepare a long -term care and maintenance plan for the public safety facilities as well as a plan for financing that. Heck indicated they had not met yet to discuss that. Liz6e asked Heck if he thought it would be beneficial to allocate the scheduled transfer to the public safety facilities. Heck stated if Council agrees there should be money set aside by the City for that purpose as well as other jointly owned facilities such as the Southshore Community Center (SSC) then there should be a line item in the budget for that. Councilmember Woodruff stated there is a balance in the Public Facilities Fund and lie asked what the balance is. He coarnmented that the funds were not designated for any specific purpose. Director Burton stated the year -to -date balance is approximately $226,000. Woodruff stated until there is an understanding of what the needs are for the public facilities he did not think it prudent to add another $50,000 to the fund. He suggested the $50,000 remain in the General Fund until the needs are identified. He stated that anytime during the year Council can decide by resolution that it wants to transfer money without affecting the tax levy. Mayor Liz6e stated she could support leaving the $50,000 in the General Fund. She asked that by the end of the first quarter in 2010 the city administrators and manager provide the member cities' councils with an update on capital improvement needs for the public facilities. Councilmember Bailey stated lie agreed there should be a maintenance study done and a decision made about what level of reserves is needed before additional funds are transferred to the Public Facilities Fund. He indicated he would not be surprised if it was determined the City needed $226,000 or even Councilmember Turgeon stated she agreed with Councilmember Bailey's comments. She then stated the long -term care and maintenance plan is supposed to be presented to the joint powers organization governing boards prior to it being presented to the member cities' councils. Therefore, she thought the first quarter deadline may be too optimistic as the EFD Board meets every other month and the SLMPD Coordinating Committee meets quarterly. She thought the administrative group should be able to have a recommendation ready for the governing boards by the end of March. Mayor Lizee stated the governing boards could call a special meeting if necessary. She explained the EFD Board's next meeting is scheduled for January 27, 2010, and it has another one scheduled for March. Turgeon stated she did not want to rush the process. Lizee stated the need for this plan has been discussed by the SLMPD Chief, the EFD Chief and the city administrators/manager over the last few years. Lizee indicated she thought the timeline was achievable and necessary. Councilmember Zerby stated he is surprised that the long -term care and maintenance needs were not addressed when the facilities were constructed. He then stated this issue needs to be resolved, and that it should be done sooner versus later. Director Burton stated during Council's November 9"' budget work session Council had specific questions about the Parks CIP. She then stated it is her understanding that the Park Commission took the opportunity to discuss the Parks CIP during its November 10`' meeting and the Parks CIP included in the meeting packet for this evening reflects its recommended priorities. She clarified the CIP is a planning document and each project identified in the CIP must be approved by Council before it moves forward. Councilmember Woodruff stated he was the Council liaison at the November 10` Park Commission meeting. During that meeting there was discussion about the $120,000 budgeted amount for the Manor Park shelter. He explained that amount was a very high estimate and the Park Commission expected the cost to be significantly less then that. Because the Commission didn't have an estimate they estimated on the high side. Councilmember Turgeon stated the budget reflects an expense of $12,000 in 2010 and 2012 for tot lot equipment. It's her recollection that the Park Commission thought that is an exorbitant amount of money for tot lot equipment. Administrator Heck explained the Park Commission decided to move the $12,000 which was originally earmarked for tot equipment for Cathcart Park in 2010 to the line item for tot equipment for all parks. It also decided to move the $12,000 originally earmarked for bleachers in Cathcart Park in 2013 to the line item for tot equipment for all parks in 2012. Councilmember Zerby stated that for a number of the CIPs the budgets are the largest in 2010 and then they drop off substantially. For example, the Parks CIP for 2010 is $218,800 and it decreases to $22,000 in 2013. He thought that maybe the spend rate should be averaged out over the years. Councilmember Woodruff stated he agreed with Zerby's comment. Woodruff then stated if the $120,000 for the Manor Park shelter were taken out of the 2010 Parks CIP it would be $98,000. Woodruff noted that project was to have been done in 2009 for an estimated cost of $50,000. It has now been pushed out to 2010 for a cost of $120,000. Zerby stated the purchase of consistent signage for all of the parks has been pushed out to 2011 from 2010 with the estimated amount to be $30,000. Zerby commented 75 percent of the budget is being moved around. Administrator Heck explained that some of what appears to be front loading of projects is partially the result of projects being delayed. He stated the goal is to complete the 2010 capital projects in 2010. CITY OF SHO + W OD WORK SESSION MEETING MlelurES November 23, 2009 Page 5 of 9 Councilmember Zerby stated at some point he would like Staff to prepare CIP that contained future year projections as well as previous year actual expenditures. He commented that based on his experience front loading of projects has always been a problem. He suggested that from an accounting perspective a I0 -year average may be more valuable in trying to level out expenditures. Councilmember Turgeon stated the 2009 Parks CIP anticipated expenditures of $147,000 and to date $16,000 has been spent. She suggested there should be some way to identify projects that are carried forward from prior years. Councilmember Zerby clarified that as a taxpayer he has no issue with deferring capital projects if they are not as important as originally thought. He explained that in meeting notes he read the Park Commission was encouraged to spend funds on projects in the CIP. Councilmember Turgeon stated from her vantage point the projects were not carried forward because of a change in priority; they were carried forward because they did not get done. Zerby stated sometimes "the eyes are bigger then the stomach" when it comes to scheduling projects. Projects can end up being much larger then originally thought. Mayor Lizee stated that a list of r projects that are carried forward to the next year would be of benefit. Lizee then stated she recalls that during a joint meeting of the Council and the Park Commission last winter some Councilmembers challenged the Commission to spend funds on projects identified in the CIP. Also, in recent Park Commission meeting minutes there is indication that the Commission was again challenged by some Councilmembers to spend funds in the Parks budget. In response to a comment by Councilmember Turgeon, Administrator Heck explained the Park Commission decided to leave the Cathcart Park 2011 capital improvement projects for the rinks in the CIP. The Commission wants to proceed with installing some type of ice rink in Freeman Park. If that takes some of the use away from the ice rink in Cathcart Park then maybe some of the improvements may not have to be made. The Commission wanted to keep the projects as a plaeeholder. Councilmember Woodruff stated the sources and uses of funds spreadsheet for the Park Fund indicates it will have a small negative balance by the end of 2011. He suggested Council discuss how to address this in 2010. He thought there should be a positive balance in the Fund of around $50,000. He clarified he was not suggesting the Parks CIP be changed. Councilmember Bailey stated if the $120,000 for the Manor Park Shelter is really a significantly high estimate then there shouldn't be an issue. If it's not then there will be an issue. He indicated the $120,000 estimate bothered him, commenting a small house could be built in the Park for that amount of money. He noted the 2009 estimate had been $50,000 and now it's more then double that amount. If the cost were in the $50,000 range he would not have a problem with that. Councilmember Turgeon stated the amount of improvements being discussed appears to be escalating. Councilmember Zerb� stated when Council last discussed the Manor Park shelter preliminary design during its October 26 meeting, Council directed the Park Commission to form a committee to work with Staff and the residents to determine what the needs of the shelter are. That has not occurred. There was also discussion about the need for a warming house should Manor Pond continue to be used as an ice rink in the winter months. The project has not been defined. He noted the cost to install bathrooms in Freeman Park was very costly. He stated he has issues with having public bathrooms in the City's parks because the City doesn't have anyone to monitor the facilities or lock the doors in the evening, noting that the bathroom at Freeman Park had been vandalized earlier in the year. There are a lot of questions about the shelter. CITY OF S OREWOOD WORK SESSION 1 EE`rING MINUTES November° 23, 2009 Page 6 of 9 Mayor L,iz& stated the $120,000 for the shelter is just a placeholder in the CIP just as is the $90,000 in 2010 in the Stormwater CIP for dredging of Manor Pond. The projects still need to be approved. Councilmember Turgeon stated the expected uses of the Manor Park shelter need to be better defined. She then stated it's her understanding that some of the improvements are needed so Minnetonka Community Education (MCE) can provide more programming in the Park. She noted the City does not make any money off of MCE provided programs. She expressed concern that once a capital project is included in a CIP then it's often considered a given that it will be done and for the amount identified in the CIP. Director Burton recapped it's her understanding that Staff needs to determine both the financial feasibility of capital projects and the ability of Staff to complete the projects in any one year. Burton suggested Council now discuss the various enterprise budgets. Burton explained that during its November 16 "' budget work session Council had a number of questions about the Recycling Enterprise Budget. After that meeting the City's recycling coordinator had sent Council an email responding to the questions. Burton stated to fund the City's upcoming contract for recycling services a rate increase in the amount of $2.75 per month is necessary; the new rate will be $4.50 per month and the current rate is $1.75 per month. It's her understanding that recycling participants will have the opportunity to earn gift cards and that should more then offset the cost of the increase. The updated budget for this enterprise reflects an increase in charges for service to $151,200 which will increase total revenues to $173,800. Total expenses will be approximately $172,600. Councilmember Turgeon stated the other Councilnembers had selected the upcoming single -sort program as the best recycling option and committed to it for 2010 — 2014. She explained during the November 16 "' work session there was a suggestion made regarding the City possibly subsidizing the program in 2010. She indicated she was opposed to doing that. Councilmember Woodruff stated he was okay with the Water Fund Debt Service budget as submitted, noting the Fund has approximately two years of debt service as a reserve. He suggested Council discuss this at a future date as he thought the level of reserves is excessive. Director Burton explained the City has approximately $2 million in water debt that it needs to retire. Therefore, she did not think the level of reserves is excessive for now but she agreed it should be discussed in the future. Councilmember Woodruff stated Council has discussed creating a Community Infrastructure Fund through the use of $1 million from the Sanitary Sewer Fund. He noted that he agreed with doing that. He stated the budget for the Sanitary Sewer enterprise does not reflect that. Director Burton clarified that it did. Woodruff suggested Staff create a fund sheet for the new fund. Councilmember Zerby stated the Sanitary Sewer Fund CIP reflects a capital budget of over $400,000 for 2010, approximately $200,000 in 2011 and 2012, and by 2014 it's $70,000. He suggested that be reevaluated to determine if the spend rate could be leveled out. Councilmember Woodruff explained the combined amount of $278,000 for the rehabilitation of two lift stations was carried forward; one from 2008 and one from 2009. If that amount was taken out the run rate would be leveled out some what. Zerby expressed his concern about the Staff work load to complete the identified projects. Zerby questioned if Staff would be able to successfully complete them. Woodruff noted that Director Brown had previously provided Council with a sound explanation for why the two projects were delayed, although he would have preferred they had been completed. Administrator Heck stated these two projects will be completed in 2010. CITY OIL SHOREWOOD WORK SESSION MEETING MINUTES November 23, 2009 Page 7 of 9 Director Burton explained the 2010 enterprise budget for the Stormwater Management Fund does not contemplate any transfer in but it does contemplate a stormwater utility rate increase. Another option for doing the 2010 stormwater capital projects for an approximate amount of $400,000 would be to leave the rate as is and transfer in $400,000 from the Community Infrastructure Fund and have the Stormwater Management Fund repay that internal loan with interest. Councilmember Turgeon stated she is not willing to increase the stormwater utility rate. Councilmember Woodruff stated he concurred. Councilmember Woodruff questioned why the revenues from charges for service for stormwater management are proposed to be $10,000 less in 2010 then the adopted 2009 budget yet the 2010 draft budget for stormwater includes a rate increase. He stated he would like to postpone considering a rate increase for one year. He explained the Stormwater Fund would not go negative if the 2010 projects were done without a rate increase. Councilmember Bailey stated if Council plans to complete the 2010 capital projects for stormwater some amount of rate increase is necessary to keep the cash balance at an appropriate level. Woodruff stated the $90,000 earmarked for dredging Manor Pond is very questionable from his vantage point. Woodruff explained the $90,000 is close to 25 percent of the anticipated cost of the 2010 capital projects for stormwater. Woodruff stated there shouldn't be a rate increase until it's determined one is necessary. Bailey questioned how much additional revenue a 10 percent rate increase would generate. Director Burton explained she used the utility rate study consultant's revenue numbers. Burton stated the adopted budget for revenue from charges for service in 2009 may have been too high. Councilmember Woodruff asked Director Nielsen if the number of lots in the City have been reduced since 2008 thereby reducing the amount of revenues. Nielsen stated there had not been a reduction in the number of lots. Woodruff stated based on 2008 actual charges for service revenue the 2010 budget Should be approximately $205,000 not including a rate increase, noting that would be approximately $3,000 less the proposed budget which is supposed to include a rate increase. Councilmember Zerby stated the projected total operating expense for 2010 reflects an approximate 50 percent decrease from the 2009 adopted budget. Councilmember Woodruff explained the 2009 operating expense budget for stormwater management includes the repayment of $65,000 in debt service. If that was taken out the total operating expenditures for 2009 and 2010 would be close. Director Burton explained the adopted 2009 Stormwater Management budgeted contemplated taking a $300,000 loan from the Sanitary Sewer Fund to do some of the stormwater management capital projects and the $65,000 was the corresponding debt service for that. That borrowing never occurred. The loan was intended to help fund the Lake Mary Outlet project which was eliminated by Council. Director Burton recapped that it's her understanding that Council does not want to implement a stormwater management rate increase in 2010. Councilmember Bailey stated Manor Park is somewhat of a problem from a financial perspective. He did not think there was broad Council consensus that either the Manor Park shelter project or the Manor Pond dredging project should even be done. If the rehabilitation of Manor Pond is questionable he wondered why the City would want to implement a rate increase in part to cover the cost of doing that project. Director Burton suggested Council move on to the enterprise budget for the Southshore Community Center (SSC). Mayor Liz& stated she did not consider the operation of the SSC an enterprise or a business. It's a community asset. This Council made a decision for the City to assume responsibility for managing the CITY OF SHOREWOOD WORK SESSION EE' t C MlN TES November 23, 2009 Page 8 of SSC earlier in the year. Council has many times expressed its hope that the SSC will become a breakeven operation at some point, but it's not expected to make money. She encouraged Corureil, Staff and the community to view this from the perspective that the SSC is a community asset and that Shorewood has to work with the other four member cities to prepare a plan for the future of the SSC. She stated she continues to support including this as part of the Parks budget, noting the SSC will continue to be managed outside of the parks area of responsibility in the future. Director Burton stated the SSC would not be part of the General Fund and it's not a project. She explained within municipal accounting requirements it falls under the umbrella of enterprise funds. She stated the SSC is a park -like amenity the City is sponsoring. Councilmember Turgeon stated she preferred the SSC have its own enterprise budget until a decision is made on the operation of the SSC once the City's three year trial at managing the SSC is over. If it was included with Parks it would not have its own identity. Director Burton explained the City has received a property coverage renewal notice for the SSC in the amount of $2,241; the premium for that was about $8,000 when the City assumed responsibility for operating the SSC. The League of Minnesota Cities Insurance Trust has indicated to the City that there will be some type of adjustment. Staff anticipates the adjustment could potentially be as much as $3,000 - $4,000. That adjustment will reduce the expenses for 2009. Councilmember Woodruff stated that adjustment would reduce the year -end negative cash balance to approximately $11,000 — $12,000. He then stated Council will have to determine how to fund that deficit in 2010. Councilmember Bailey stated he supported leaving this as an enterprise operation in 2010. He indicated his willingness to discuss how to fiord any 2010 deficit in mid 2010. Councilmember Zerby stated he was impressed with the revised projected negative balance for 2010 as it has been reduced significantly. He then stated he thought the other four member cities should make some financial contribution to the SSC's operation, noting residents from those cities use the SSC and those cities' councils had indicated during previous discussions about the fixture of the SSC that they would earmark fiends for that purpose. Councilmember Turgeon stated based on articles in the local paper it appears as if the Cities of Deephaven, Excelsior and Tonka Bay have all put money aside for contributions. Mayor Liz& stated in 2010 the City should work closer with the other four cities about the future of the SSC. She suggested the mayors of all five cities start a discussion about this. Councilmember Turgeon suggested all of the five cities be sent a copy of the 2009 year -end close out report. Director Burton indicated Staff would be willing to send some type of communications to the other cities asking for a contribution. Councilmember Bailey asked the discussion return to the Water Fund Enterprise Budget. He stated it appears there is agreement among the Councihnembers that as part of full roadway reconstruction projects the Water Budget include the cost for the installation of watermain where feasible. Also, the utility rate study consultant has indicated there are sufficient funds in the Water Fund to fiord that for the next 10 years. He expressed lie was agreement with that policy in general. He stated this is based on reconstructing one -half mile of roadway each year, noting the City has 50 miles of roadway. He CITY OF SHOREWOOD W ORK SESSION MEETING MINUTES Novem 23, 2009 Page 9 of 9 explained the Water Fund cash balance would be depleted much faster if the pace of roadway reconstruction was increased, noting he thought the pace should be increased. Director Burton stated the plan is for Council to discuss the City's water policy during its .January 25"' work session. This item was removed from the agenda. Woodruff moved, Zerby seconded, Adjourning the City Council Work Session of November 23, 2009, at 6:27 P.M. Motion passed 510. RESPECTFULLY SUBMITTED Christine Freeman, Recorder Christine Lizee, Mayor ATTEST Administrator /Clerk