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07-23-12 CC WS MinCITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, JULY 23, 2012 MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Liz6e called the meeting to order at 6:00 P.M 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 P.M. A. Roll Call Present. Mayor Lizde; Couneilmembers Hotvet, Woodruff and Zerby; Interim Administrator Joynes; Finance Director DeJong; Planning Director Nielsen; Director of Public Works Brown; and Engineer Landini Absent: Councilmember Siakel B. Review Agenda Zerby moved, Woodruff seconded, approving the agenda as presented. Motion passed 4/0. 2. 2013 BUDGET DISCUSSION Interim Administrator Joynes noted the meeting packet contains a copy of a memorandum from him titled Budget Overview [for the 2013 Operating Budget] and dated July 20, 2012. Since that was written some of the 2013 Operating Budget (the Budget) numbers have been adjusted. He noted a copy of a 2013 Budget PowerPoint was placed at the dais this evening and it contains the adjusted budget numbers. Joynes explained the high level draft of the 2013 Operating Budget presented during Council's July 9, 2012, work session reflected a zero percent increase in the tax levy. It also reflected expenses exceeded revenues by approximately $143,000. To balance the Budget an approximate 3 percent increase in the property tax levy would be required without any other changes. Joynes reviewed the assumptions used when creating this draft of the Budget. There are no changes in service levels or staffing levels planned. The non -tax revenues are projected to be down slightly. An inflation factor of 1.7 percent for goods and services, not personnel, was factored in. Budgets for police and fire have been preliminarily set. The 2012/ 2013 contract with Local 224, Council 5, of the American Federation of State, County and Municipal Employees (AFSCME), AFL -CIO labor union (the union representing the City's Public Works employees) reflects a 1 percent salary adjustment increase in 2013 and a $25 increase in the contribution the City makes for the health benefits for those employees. The Budget has includes $20,000 for non -union salary and benefit increases. It mirrors the increase for the union personnel. The version of the budget discussed on July 9"' reflected some of that increase in the department budgets' line items. The increase has been taken out of those line items and is reflected in one line item. Joynes noted that the City has not levied an increase in property taxes since 2009. Over the last four years since the recession hit the budget has increased a total of approximately 1.2 percent. There was a zero percent increase in 2011 and 2012 when compared to the 2010 operating budget. He then noted this CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 23, 2012 Page 2 of 7 version of the Budget assumes the use of $87,134 in General Fund reserves. The same amount budgeted for use in 2012. After the budget numbers have been refined, requested expenditures exceed revenues by approximately $107,500. That amount has to be funded to maintain the current level of service. Joynes reviewed the major changes between the draft 2013 operating Budget and the adopted 2012 Operating Budget. He explained there is a $30,860 increase in funding for the police services and a $28,031 increase in funding for fire services. As noted on July 9 " there is $26,400 increase in the transfer amount into the Southshore Community Center (SSCC) fund for operations. The transfer amount into the fund for street maintenance increased 3 percent (or $22,500). The amount for non -union salary and benefit increases is $20,000. The $14,815 budget for a City -wide survey in 2012 has been taken out of the 2013 budget. There is a reduction of $5,442 in other miscellaneous. Joynes explained the City's General Fund Balance Policy adopted in 2007 requires a reserve level of 55 — 60 percent of the next year's budgeted expenses. The Policy stipulates reserve funds in excess of 60 percent can be used for specific one -time projects, acquisitions, transfers to capital funds, or up to 3 percent for tax relief. That is 3 percent of the percentage over the reserve policy level. Based on the way the Policy stipulates the Fund Balance be calculated, at the end of 2011 the City had a Balance of 65.1 percent. If the level were calculated the way the Office of the State Auditor (OSA) recommends the Balance would be 77 percent. The difference in the two approaches is the City calculates the level before transfers are made to Capital Funds; the GSA's method calculates it after transfers are made. Joynes then explained that based on the method the City currently used to calculate the level of reserves the City has $3,648,177 (65.1 percent) in General Fund reserves. The amount in excess over the 60 percent level is $274,036. The Policy states that when the 60 percent level is exceeded Council should consider using the excess in increments. The Policy stipulates that 3 percent of the 5.1 percent (the amount over 60 percent or $159,707) could be used for tax relief. The draft 2013 Budget assumes a use of $87,134. That means an additional $72,573 in reserves could be used for tax relief. If the $72,573 were used the budget deficit (expenditures in excess of revenues) would be reduced from $107,534 to $34,961. Joynes reviewed a couple of options for increasing revenues. He explained the budget reflects transferring $40,000 in cellular antennae revenue (which goes into the Water Fund) into the General Fund. The City receives approximately $150,000 in cellular antennae revenue each year. Therefore, another $110,000 could be transferred into the General Fund. A lot of cities choose to do that. It is up to Council's discretion as to where to direct the revenue. The City currently transfers funds from the City's Enterprise Funds to the General Fund for support provided by City personnel; primarily Public Works Department personnel and Finance Department personnel. It is common practice that the transfer includes a percentage of other support personnel as well as an overhead factor for the use of the building, space, record keeping and so forth. The City does not include the cost for administrative overhead in the transfer. The City could legitimately transfer an additional $25,000 and still be well within the accepted standard for supporting the Enterprise operations. The revenues from building permits and inspections could comfortably be increased by $10,000 — $15,000 for 2013 based on 2011 actual fees received. Joynes stated expenditures could also be reduced to balance the budget through staff, program and service reductions. If Council chooses to pursue that Staff asks that Council tell them what reductions it would like to make and then Staff will provide the supporting cost data and operational impacts for the reductions. Joynes stated Staff asked Council how it wants to proceed. He noted the revenue enhancements just discussed add up to approximately $220,000. He reiterated that the budget is predicated on the assumption that there are no changes in service levels. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 23, 2012 Page 3 of 7 Joynes stated the balance in the Sewer Fund is around $3.5 million. That balance is appropriate based on the maintenance and capital requirements identified for the foreseeable future. Staff does not recommend diverting any funds from there unless there is a change in the maintenance and capital requirements. Joynes then stated there is an approximate $3.5 million balance in the Water Fund. He then stated at some point there will be discussion about extending the City's water system. It is his understanding Council has discussed the possibility of subsidizing connection fees for property owners if the system if watermain is extended to around 1,400 properties. The current cost estimate is $20,000 per connection. The total connection cost for 1,400 connections is $28 million. A portion of the Water Fund balance could be used to subsidize connections. No more than 10 percent of the connections could be subsidized with the existing 'fund balance. If a decision is made not to subsidize connections then the $3.5 million balance is probably more than what would be needed to support maintenance and capital needs of the City's water system. Therefore, the cellular antennae revenue could easily be put into the General Fund in 2013. Council's decision on what to do with the revenue could significantly impact the available funds for the Operating Budget. Joynes explained the budget detail included in the meeting packet included 2009 — 2011 adopted budget amounts as well as actual amounts; the 2012 adopted budget amounts; the 2012 year -to -date actual amounts; what the departments requested for 2013; and the percent and dollar change when compared to the 2012 budget amounts. Mayor Lizde asked Director DeJong if there is anything he wanted to add. DeJong stated that he and Interim Administrator Joynes reviewed the budget information extensively and he thought the information is complete. Lizde thanked Staff for the presentation and for providing options for balancing the 2013 Budget. Councilmember Zerby thanked Staff for providing detail information and for providing several alternatives. He stated he supports a continued use of some of the cellular antennae revenue and increasing revenues from building permits and inspections. Ile also supports using some amount of General Fund reserves because the level in the fund balance is higher than what the General Fund Balance Policy stipulates. Councilmember Woodruff noted he agrees with Councilmember Zerby. He stated he does not think it is necessary to direct the cellular antennas revenue into the Water Fund, and he thought some or all of the revenue could be drawn down. He expressed he was pleased to be provided with revenue enhancement suggestions. He stated it is his understanding that in the past staff time costs have been booked into the Enterprise Funds; it is not a transfer. Director DeJong stated that is correct. Woodruff stated some combination of Staff's recommendations would be great. Councilmember Hotvet stated that although using General Fund reserves to balance the Budget is not her ideal use of the fund balance it is there for a rainy day and the current economic climate could be considered a rainy day. She expressed her support to balance the budget with General Fund reserves rather than trying to do so using various sources. Mayor Lizde noted cellular antennae revenue has been going into the Water Fund for some time to help pay for some of the maintenance of the Water Towers. She expressed concern that diverting all of the revenue could result in a shortage of funds needed to maintain the Towers and the Water System. Director Brown stated based on the balance in the Water Fetid he thought the long -term capital needs could be funded. Brown noted the issue of funding constraints will come up when it comes time to expand the Water System. Brown stated cellular antennae revenue does make it easier on the Water CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 23, 2012 Page 4 of 7 Fund. If the Water Fund were to stay the way it is today, there is enough funding to adequately maintain the Water System. Mayor Liz& stated she supports maintaining some level of balance in the Water Fund. She also supports investing in expanding the City's Water System according to the 20 -Year Water Plan which is coordinated with the 20 -Year Pavement Improvement Plan. She expressed that she does not want to kick the expansion of utilities down the road. She stated she is pleased to hear about the option to increase revenues from building permits and inspections because the economy is starting to come back. Councilmember Zerby stated he thought he heard that the $20,000 for salary adjustments for non -union personnel had been removed. He asked that it be restored because he did not think it would be fair for non -union personnel to not get the benefit of salary increases when public safety and public works personnel are going to. Interim Administrator Joynes clarified the Budget still includes a one line item for that rather than spread out among department budgets. Councilmember Woodruff stated there is a $40,000 line item expenditure in the City Council budget and it is his understanding that $20,000 of it is for the salary increases. He asked if that is correct. Director DeJong explained that $40,000 is the operating transfer to SSCC, and Line Item 440 Miscellaneous Services in the Council Budget in the amount of $20,000 is for the salary adjustments. DeJong stated the amount of salary increases budgeted for union personnel may be less than needed because there is not a dollar amount in the budget. It was based on the 1.7 percent inflationary factor during the July 9 " budget discussion. Councilmember Woodruff stated he spoke with Interim Administrator Joynes earlier in the day and he expressed concern to him that Council has not been provided with the balances for the various funds related to general operations (e.g., Equipment Replacement Fund, Municipal Buildings Fund, and Street Maintenance Fund). Council has typically discussed if those types funds are adequately funded. He asked if the Equipment Replacement Fund is part of the General Fund undesignated reserves. Director DeJong responded it is not. Director DeJong explained that in 2011 Council and Staff discussed in detail a 20 -Year Financial Management Plan (IMP). The IMP indicated there were transfers from the General Fund into those funds on an annual basis. That was also laid out against the Capital Improvement Program (CIP) which showed capital expenditures over a 10 -year period. The fund balances in the individual funds were adequate when the 2012 Budget was approved at the end of 2011. Councilmember Woodruff asked Director DeJong if he was telling Council that in the draft 2013 General Fund Budget has adequate transfers into the individual funds to maintain the plan reviewed in 2011. DeJong stated he is not aware of anything that will significantly change things. DeJong noted the only area that will be significantly underfunded is roadway improvement, noting that was talked about in 2011. That is why there is a $22,500 increase in the amount transferred into that fund for 2013. He stated he anticipates doing that for a number of years going forward. Councilmember Woodruff stated for the 2012 budget the funds budgeted for non -union salary increases was placed in the Council Budget because increases were not determined until January 2012. He explained the individual department budget personnel related amounts in the 2012 adopted budget do not reflect any salary increases. If the 2012 budgeted amounts are adjusted to come up with the 2013 budget amounts the salary increases that went into effect in 2012 are not factored in. He is not sure how significant that difference is but overtime that will become a big deal. He asked Staff to see how material that difference is. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 23, 2012 Page 5 of 7 In response to a question from Councilmember Woodruff, Director DeJong stated the 2012 year -to -date actual numbers in the documents are through June. Councilmember Woodruff expressed his support for Staff's suggestion to increase the revenues for building permits and inspections. He stated there is nothing budgeted for revenues from refunds and reimbursements in 2013. Yet, the actual amounts show the City has received some in 2009 — 2011 and also in 2012 year -to -date. He asked if there is an opportunity pick up some additional revenue. Director DeJong explained basically all of the revenue received is dividends from the League of Minnesota Cities Insurance Trust (LMCIT) based on the LMCIT's performance. Woodruff suggested reducing the amount budgeted for use of General Fund reserves later in the year by any amount of dividends received. Woodruff stated he thought the Miscellaneous Revenue line item amount of $15,000 is too low. The year -to -date amount is approximately $9,700. He then stated the run rate for Administration is $474,000 for the first half of 2012. The amount budgeted for 2013 is $380,100 and the 2012 adopted budget is approximately $383,500. He asked why the 2012 run rate is so high. Director DeJong explained 90 percent of the Parks Coordinator's salary was programmed in Parks [Recreation] and 10 percent in Public Works. This year a lot of the Coordinator's time has been coded to Administration because that is where she is spending the majority of her time. That will result in a lower run rate in Parks. Woodruff stated that wouldn't account for a $90,000 difference in run rate. DeJong noted many of the membership dues are paid early on in the year. Woodruff then stated the 2012 run rate for Municipal Buildings Support Services and Charges is approximately $252,000 yet the amount budgeted for 2013 is $164,800. Director DeJong explained the 2012 year -to -date amount of $105,000 includes an insurance premium paid out at the beginning of 2012. Woodruff went on to state that in the detailed budget for Recreation the amount budgeted for revenue in 2013 . is $29,500. Yet, he doesn't find that amount in the overall revenue budget. He thought the budgeted amount is low based on the 2012lactual amount and the 2012 year -to -date amount. Director DeJong stated in the General Fund revenue detail it shows up under Charges for Services / Park Donations. DeJong noted he is trying to clarify the language. Woodruff stated the amount in Park Donations in only $29,000. DeJong stated there is $425 budgeted in 2013 in Park Fees and Rentals, noting he is off by $75. Woodruff asked why in the Council Budget the amount for Travel, Conferences and Schools was increased when the amount previously budgeted has not been spent. To date $425 has been spent in 2012 and the amount budgeted is $4,500. [The amount budgeted for 2013 is $4,500.] From his vantage point the 2013 budgeted amount can be reduced. Mayor Liz& stated there should be Council discussion before reducing the Council Budget for Travel, Conferences and Schools. Woodruff suggested Council accept the revenue enhancement suggestions made by Staff. He stated from his vantage point there is no risk in transferring from the Water Fund the remaining approximate $110,000 (the amount remaining after the already proposed $40,000 transfer) from cellular antennae revenue into the General Fund. He commented the Water Fund has $2.47 million in reserves. He asked Staff to balance the budget and review the amount budgeted for salary increase per his comments earlier. Director DeJong asked Council what level of use of reserves it is comfortable with for 2013. Does Council wants to maintain the same $87,134 level as in the 2012 Budget and programmed into the 2013 Budget? He noted that during the 2012 Budget discussions some Councilmembers indicated they were not comfortable with using much of the General Fund reserves to balance the budget. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 23, 2012 Page 6 of 7 Councilmember Zerby asked if the level of reserves budgeted for use in 2012 was based on something particular (e.g., as a percent of something). Director DeJong stated the amount was based on what was needed to balance the budget. In response to another question from Councilmember Zerby, Interim Administrator Joynes stated the Staff's recommendation on use of reserves is to follow the adopted General Fund Balance Policy. Joynes then stated based on adjustments discussed this evening Staff will incorporate them into the next revision of the 2013 Budget and adjust the level of reserves to be used accordingly. Councilmember Woodruff suggested starting with the current draft of the 2013 Budget keeping the $87,134 level of reserves, incorporating the revenue enhancement adjustments discussed earlier, and determine what level of reserves above $87,134 are needed to balance the Budget. He noted he did not think any more would be needed. He stated if some of the revenue enhancement suggestions made by Staff don't come to fruition then General Fund reserves could be used to offset them. Mayor Liz6e stated during the South Lake Minnetonka Police Department (SLMPD) Coordinating Committee meeting on July 18, 2012, the Committee accepted the proposed 2013 SLMPD Operating Budget as presented. She noted the Budget reflects a 2.6 percent increase over the adopted 2012 Budget. She stated the Committee also discussed building a capital maintenance fund for maintaining, repairing and improvement of the public safety facility. The Committee recommended budgeting a total of $10,000 for building this fund in 2013. The same thing needs to be considered for the Excelsior Fire District (FED) for the public safety facility located in Shorewood and Fire Station 2 located in the City of Deephaven. She noted the 2013 police and fire budgets have to be finalized before the City's budget can be finalized. Liz6e noted SLMPD Chief Litsey wants to present the recommended 2013 SLMPD Budget to Council. Director Brown noted that the SLMPD joint powers agreement (JPA) stipulates that the SLMPD must act on the SLMPD budget by September I". If all four member City Councils do not approve the budget then the budget is calculated based on a default stipulation in the JPA. Mayor Liz6e noted that all 2013 SLMPD budget related documents can be found on the SLMPD's website. Director DeJong stated he has not been told what the City's share of the SLMPD's debt service payment for the facility is for 2013. The capital budget information is not on the SLMPD's website. He then stated the budget includes an average for the last several years. He asked that SLMPD Chief Litsey send the information to Interim Administrator Joynes. There was Council consensus to try and schedule SLMPD Chief Litsey to make a budget presentation during the August 13` Council work session. Councilmember Hotvet stated she wants to know what the costs for feasibility studies for trail construction and actual trail construction costs are. It's prudent to have some hard cost figures. Councilmember Woodruff stated there is a $1.8 million fund reserve to fund trails. Therefore, there is no need to put the trail money in the 2013 Budget. It only has to be allocated out of the Trail Fund. Director DeJong clarified there is approximately $1.8 million in the Community Infrastructure Fund. That was going to be transferred on an as- needed basis to the Trail Fund. The transfers were included in CITY OF SHOREWOOD WORK SESSION MEETING MINUTES July 23, 2012 Page 7 of 7 the 20 -Year FMP at the full amount because there was no way to know what grants could be available to help offset the cost of trail construction. Director DeJong stated that it has been past practice to focus on the General Fund Budget and the tax levy until it is certified to Hennepin County by September 15 "'. That same practice is being followed this year. During September — November there will discussion about the detail budgets for the capital funds (e.g., the Equipment Replacement Fund, the street improvement fund, the Park Improvement Fund, and the Trail Improvement Fund) and Enterprise Operations. Councilmember Woodruff stated the last couple of years Council and Staff have done a good job with budgets. He suggested that by the end of August he would like to have what he hopes will be the final 2013 Operating Budget. 3. ADJOURN Zerby moved, Woodruff seconded, Adjourning the City Council Work Session of July 23, 2012, at 6:54 P.M. Motion passed 4/0. RESPECTFULLY SUBMITTED Christine Freeman, Recorder C tVi<tl Ch LizE e, Mayor S. 14nes, Io(erim City Administrator /Clerk