03-23-13 Council-Staff Retreat MinCITY OF SHOREWOOD
CITY COUN IL / STAFF RETREAT
SATURDAY, MARCH 23, 2013
South Lake Minnetonka Public Safety Facility
Emergency Operating Center, Building Basement
MINUTES
CONVENE CITY COUNCIL / STAFF RETREAT
Mayor Zerby called the meeting to order at 8:30 AM.
Present: Mayor Zerby; Councilmembers H.otvet, Siakel, Sundberg, and Woodruff
Staff Present: Administrator Joynes, Finance Director DeJong, Director of Public Works Brown,
Planning Director Nielsen, Engineer Hornby, City Clerk Panchyshyn
Absent: None
Ilotvet moved, Woodruff seconded, approving the agenda as presented. Motion passed 510.
RETREAT OBJECTIVES
Administrator Joynes noted that today's discussion will provide staff with direction on how Council
would like to proceed over the next eight years or so to maintain a healthy fund balance in the city's
finances. There are also decisions to make with the Engineer position and the city -owned house on
Country Club Road. The Mayor also has items for discussion.
Joynes reviewed highlights from the 2011 survey and noted that the survey results provided a very
positive response to how the city is doing overall; the results portray a general attitude of the community.
The survey results indicate residents feet the quality of services is very good. Usually this implies
residents feel they are getting a fair deal on their taxes for those services. The survey results will be taken
into consideration when making funding decisions for enterprise funds and the capital improvement
program.
Joynes next reviewed the financial projections, noting that these projections are based on continuing
operations as they have been done the past five years. This includes no increase in the tax levy, using the
general fund reserve to support yearly budgets, no increase in fees or utility rates, a 2% inflation rate on
expenditures each year, and maintaining the current level. of services. He noted the expenditure figures are
based on what was approved for the 2013 budget and on the C1P through 2021. He then reviewed what
will happen to each fund balance using these assumptions.
The General Fund - This is the tax supported fund used for general operations. A 55% reserve is targeted
as indicated by current policy. Joynes noted that the general fund balance is significant at this time. As the
fund balance begins to decline, the bond rating may be in jeopardy around 2015 -2015. It shows a trend of
the fund balance declining each year to 2021. Council will need to give staff direction on how it wants to
proceed with budget options /decisions to obtain a healthy fund balance over the next eight years. The
current fund balance policy will require action by Council to adhere to that policy. Finance Director
DeJong noted that the 23% is the percent of 2012 cash.
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Water Fund - This is a very healthy fund; it has 25% of the cash value of the city. The reason this is so
healthy is because the water system has not been expanded; the rate structure for the existing system is
much richer then needed to maintain the existing system.
Sewer Fund - This fund is currently healthy, but the trend shows the fund balance declines; around 2018
the expenditures are more than fund balance.
Street Reconstruction. - This fund has spikes in expenditures depending on the projects. Overall, it is in a
little better shape than other funds. At the end of 2021, there is a little money available in this fund.
Recyclin g - This fund had a recent rate increase. Fund balance is fairly good and begins to taper off in
2017. This is only 1% of the total cash, so is a minor adjustment that is not too significant.
Southshore Center - This shows a drastic decline in fund balance, using current activity levels. This
program will be in discussion over the next few months.
Trails - Money is transferred into this fund for these projects; 2013 is for the Smithtown Trail and is based
at approximately $125 /lineal ft. The money in this budget was originally based at $6511ineal foot for
trails, which is too low; staff is using a more realistic figure of $95/lineal foot for trails from 2014 -2021. to
more accurately reflect trail project costs.
Communit y Infrastructure - This is the fund that money is transferred out of for specific projects; it shows
the 2013 funds transferred out for the Smithtown Trail. It is intended this money will be spent down for
specific projects.
Equipment - Municipal Buildings and Technology-- This fund is a bit up and down, but does begin to
decline in 2015.
Storm Water - This fund declines in 2016; the issue of what to do with storm water and ponds needs to be
discussed. This fund does not include issues such as phosphorous, coal tar, and underlying, sediment that
needs to be dredged from ponds and treated.
Park Improvement - This includes the Badger Park plan; if it is determined to modify the existing plan to
one that is less costly, that will free up money in this fund that could be used for other items.
Total Cash - This graphic depicts the decline of total cash tinder the existing trend if that trend continues
through. 2021.
Fund Balance Surplus /(Deficit) - This is a summary of the funds. It shows a deficit of $2,255,531 by
2021; this assumes using the water fund surplus of $4,813,507 to fund other items. These numbers are a
calculation based on what is believed to be appropriate reserve levels in those funds. The General Fund is
set by policy. Parks, MSA, Community Investment and Southshore Center funds show zero because
money gets transferred into those funds when there is a project. Equipment, Streets, Water, Sewer,
Recycling, and Storm Water require funds to support those operations.
Options include not using the water fund surplus, which will increase the deficit to about $6.4 million
over the next 8 years. If the water fund reserve is used to fund other projects, $2.255 million will be
needed. If the General Fund tax levy is increased 2% each year, this will provide about $3.2 million over
8 years. Sewer and Storm Water rate studies could be done to determine the rate needed to sustain those
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funds. If Badger Park improvements are made at a lower level, that will help to lower the deficit. If the
Country Club Road house is sold, that money would be available for use.
Fiscal Pressures - This includes the Southshore Center. Decisions on how to proceed with the Southshore
Center will be discussed over the next few months. Badger Park improvements and Trails are also in
discussion, and a tree replacement policy for trail projects will need to be determined. Other items include
the storm water pond maintenance and clean -up; water system expansion; technology upgrades; and
intergovernmental initiatives such as traffic control and governance, which includes consolidation of
services in the south lake area, which would require some consulting assistance.
Storm Water Pond 15 -year Maintenance .Program - This is an estimate over a 15 -year timeline, based on
the recent treatment of Silver Lake, for 52 ponds, for a total estimated cost of $3.8 million. This entire
program is not a current requirement, but it gives an idea of the level of what could be required. There are
parts of this maintenance program that will need to be done to keep systems functioning.
General Fund Stability through 2021 - Examples include a general fund tax levy increase of 1.5% for 8
years, which would provide a 40% general fund reserve (this is the state auditor's policy), and a 2%
increase would provide a 60% general fund reserve (this is the city's policy).
Council Options to Mitigate Deficits - Some options to mitigate the deficit include reductions in
personnel and programs, increase tax rates, CIP equipment and project reductions, increase fees and
service rates, change in funding mechanisms, sell the Country Club Road house, transfers or internal
loans from healthy funds to less healthy funds. It was noted that the legislature is currently discussing
allowing cities to create a street reconstruction utility fund. The philosophy behind this is that streets are a
city -wide system that everyone benefits from, so everyone should contribute to support the street system.
WATER FUND DISCUSSION
Recent History --- Joynes reviewed the history of road reconstruction projects since 2006; of the six
projects that have come forward, only one had water connections approved as part of the roadway
reconstruction project. The five others were turned. down because the residents didn't want it. The city's
funding structure is designed to support expansion of the water systern. This will likely not happen
because of the cost of city water vs. private well. The estimated cost to connect to city water per the
water plan update is $28,869. The estimated cost to construct a private well is $18,350, and this includes
maintenance costs and arsenic mitigation.
Joynes noted there is about $4 million in the water fund to expand the system, and if the system will not
be expanded, decisions need to be made about what to do with those fiends. Council could consider use of
the excess funds to fund other projects, to make loans to other funds, and Council could consider reducing
rates if the water system stays the current size and is not expanded. Joynes stated that when projects are
denied, it removes those properties from potential expansion, making future projects more expensive to
construct.
Sundberg is not in favor of reducing water fees. She is comfortable with using a portion of the water fund
reserves for other projects, such as street improvements, as she sees that many people do not want city
water.
Hotvet is in favor of keeping the water fund reserves for use on future water issues. She would like to see
water main lines placed, and options for assisting families who want to connect to city water.
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Zerby does not want to force water on people, but sees this as a long -term, 30 -year decision. It will
become more expensive to install water main and private wells over time. Zerby likes the current policy
of giving people a choice to connect. He thinks the fund based can be adjusted based on past history, and
feels that using up to 80% of the reserve funds would be ok, but wants to keep some level of funds
available for future water projects.
Woodruff believes residents would be in favor of city water, as long as they do not have to pay the
assessment. He noted the city can't afford to do this, as the build out of the entire system is around $26
million, He could support using some of the funds to help subsidize the resident's fee to connect to city
water, and this would encourage usage, which would bring more revenue to the system. At this time, the
money in that fiand is not being used to expand the system or to help subsidize the connection fee. He
indicated lie could go either way on the philosophical decision to use a portion of those funds for other
city -wide projects.
Siakel is not in favor of transferring all of the money from the water fund, but would be supportive of
something more balanced. She suggested the city communicate with residents now who have a street
reconstruction /water project in, for example, 2018, to alert them to start thinking about/planning for the
water connection. By giving this advance notice, residents may be able to financially plan and budget for
this, rather than getting a notice just a few months before the project is to occur, which may not be enough
time for residents to budget for this expense. Sundberg indicated support for this as well.
Woodruff suggested the city also look at the level of satisfaction that residents on city water have with the
system, to determine if the city needs to make improvements to the water quality of the current system.
Specifics as to what issues may exist are not known, but could include items such as the need for water
softening and level of iron /odor.
Joynes recapped that he hears Council is open to using a portion of the excess water funds, but to look at
other options first, and come back to the water fund to determine the level of commitment. He proceeded
with staff Recommendations.
Staff Budget Recommendations
Joynes reviewed staff recommendations for Council to consider. He noted that all of these items would
come back to Council for decision. First is a commitment to have some level of general fund tax levy
increase over the next 8 years; a 1.5% to 2% increase would be factored into the budget discussions for
2014. Next is to look at doing sewer, storm sewer and water rate studies, and to have this information
available for the 201.4 budget discussions. He recommends Council revisit the capital improvement
projects to discuss the priority and merit of each. He also indicated there is a need to increase the transfer
of funds to equipment - building- technology this year from $58,000 to $160,000 to address safety and
liability issues and equipment needs. It is recommended to sell the Country Club Road house; this will
come back to Council for action in 2013. Joynes also recommended a review of the road improvement
standards. One last item that staff recommends is for Council to adopt a policy that states when non -
budget expenditures over $5,000 are made, the funding source is to be identified; this would assist in
tracking how those decisions impact the budget. There was consensus from Council to proceed with these
recommendations.
EnOneering Services Direction
Joynes reviewed the comparison of the types of Engineer positions from the League of Minnesota Survey,
which ranged from a full City Engineer, an Assistant Engineer, and a Project Engineer. It was noted that
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Shorewood was the only city in our population range that had a full City Engineer when Mr. Landini was
on staff; most cities use consulting engineering services, as we are currently doing with WSB &
Associates. He then reviewed the levels of Consulting Engineer positions and the services they provide.
Currently, WSB & Associates charges the city $4,000 /month for on -site general engineering services, and
infrastructure projects would be prepared through them and negotiated on a fee basis. In response to a
question from Woodruff, Joynes confirmed the assumption is that we would first go to WSB &
Associates for projects.
Hotvet noted that Excelsior and Tonka Bay also use WSB & Associates and she likes that engineering
services are currently provided to all three cities by one engineering firm. Brown noted that cast - savings
do exist when there are programs that all three cities are required to fulfill.
In. response to a question from Siakel, Jaynes indicated that Paul Hornby would be designated as our
Engineer, and someone else would be recommended as a back -up. Siakel indicated Mr. Hornby has done
a great job so far and noted the importance of having someone with good communication skills in that
position. Woodruff noted that in the past, Mr. Gurney of WSB and Associates served as the Engineer for
the city, and he also did a great job. It was noted that WSB and Associates is a highly regarded firm.
There was Council consensus to proceed with continuing engineering services with WSB and Associates,
and to bring this back to Council for approval.
Council. also agreed to spend a little time today talking about the Southshore Center after the discussion
on the Mayor's suggested priorities.
Mayor's Suggested Priorities
Mayor Zerby outlined his personal vision for service opportunities. In the area of self-service, he would
like to see the city offer more on -line services such as on -line fill -in forms and a problem - reporting
system. He would like to investigate the option of offering more services that can be paid by credit card.
This will need to be investigated and a policy established, as there are rules on the fees that are charged
for credit card payments. One other area to investigate is how an on -line GIS system can be utilized and
made accessible to residents. He would like to see expanded use of the Laserfiche system which was
recently upgraded, specifically with the Workflow module, which is not currently being utilized. In
general, he noted that we need to look at how we create the file structure and provide training for the
information that is collected, stored and retrieved.
Woodruff indicated he agrees with these productivity improvements, but wants to make sure those
residents who may not have the financial resources or ability to utilize these types of on -line services are
not left out of getting the information they need. He also noted that the federal government may have
more ADA requirements for on -line services in the future. Woodruff stated that staff needs to identify
which on -line services /projects make cost- benefit sense.
Joynes indicated staff will put together a needs assessment package of technology- related items for future
discussion.
Zerby also discussed looking at expanding joint services with the other south lake cities. He thinks this
may be possible in the financial services area, which may include utility billing and accounting services;
public works equipment planning; planning functions relating to code and transportation plans, and park
and recreation planning. Zerby understands that more public discussion at the Council level in all the
cities is needed to move forward with some of these shared services.
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Joynes noted that when cities are looking at establishing a higher level of cooperation and sharing of
services, it works best when there is support from community residents, the residents need bring this to
their elected officials for discussion.
Woodruff indicated support for shared services as long as there is a benefit to all parties involved.
He noted that the opportunities for cooperative operational efficiencies that would produce service and
financial benefits could be investigated first.
Sundberg also indicated support for opportunities to cooperate with other communities on sharing
services.
There was general Council consensus and understanding that the other communities need to support
opportunities for shared services, and this was an area that could be investigated now, and that the
political governance issues will involve longer -term discussions and support from the communities
involved, as well as legislative approval.
Southshore Center Discussion
Administrator Joynes noted that Director Kristi Anderson's last day at the Center was Friday. Under the
current contract, Anderson will receive a commission payout of future booked events. In the short -term,
Park and Recreation Coordinator Twila Grout will spend the next couple of ►n.onths or so at the Center to
oversee and get a better understanding of the operations and staffing needs. Staff has talked to Drew
Kreisel, who provides custodial and room set -up services and he is willing to provide additional help, if
needed. Staff also will look at scheduling some additional support services, likely students, to be on site
when programs and events are scheduled in the evening and weekends. This person would be available to
answer questions, to make sure the building is locked and secured at the end of the event, and provide a
city presence. The scheduled bookings will be maintained without interruptions or much additional cost.
The following issues/points about the Southshore Center operations were identified by Council and staff:
• The seniors have a committee working to define what operations they want at the Center and the level
of staffing support. Their proposal will be brought to Council in 2 -3 months.
• Mrs. M has expressed an interest in expanding her educational programs and camps.
• Joey Nova's chef has expressed an interest in establishing a catering and event center.
• Recommendation to establish a group of users, residents and others who can make a recommendation
on the use of the Center, prior to 2014 budget discussions.
• Consider hiring a summer paid internship for one or two people; ex: someone from University of
Minnesota, a Parks and Recreation student. Perhaps they could also be responsible for a South Lake
Parks and Recreation website, as discussed at the recent joint cities Park Board meeting.
• Put the Soutlishore Center under the Parks umbrella.
• Some support for a "South Lake Park and Recreation Coordinator ".
• Recommendation to seek professional help from people who know what other cities have done with
their community centers; someone who can provide fresh, creative ideas. Start with a clean slate to
consider all possibilities.
• Hire an outside consulting service to assess community -wide resources /services, Interview key
players.
• Survey residents and users on desired uses.
• Contact the Minnesota Park and Recreation Association to seek input from Community Center
Directors or others who can advise us.
• TaIk to neighboring community centers to get feedback from them.
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Can we get support from other area cities? (Excelsior, Tonka Bay, Deephaven, Greenwood)
It was decided to have a work session in a month or so to continue discussion about the Southshore
Center, and to invite Twila Grout to attend the meeting in order to get her feedback on the activities and
operations at the Center during her oversight.
Council - Staff Communications
Joynes asked Council for feedback on how communications are going between Council and staff. He
stated that a general guideline is that Council may request information directly from staff, as long as it's a
non - monetary request and routine in nature. If the request requires staff time, it should go through the
Administrator, as the use of funds or staff resources needs Council approval.
Zerby indicated he appreciates a 24 -hour response during business hours, even if it is just
acknowledgement that the message has been received and staff is working on gathering information.
Council discussed various projects and expressed the need for updates on items such as the emerald ash
borer /tree survey project; traffic /speeding issues; the organics recycling program; and the Christmas Lake
boat launch inspections. Options for updates included a bi- weekly written report or verbal reports at the
Council meetings. It was decided that staff would provide more detailed verbal reports on projects at the
Council meetings.
Siakel asked how staff handles emails from residents that come to the city and that Council is copied on.
Joynes stated that staff will respond to those, and that response will go to Council. If no response is
warranted, staff will let Council know this.
ADJOURN
Woodruff moved, Hotvet seconded, Adjourning the City Council / Staff Retreat of March 23, 2013, at
1 :38 P.M. Motion passed 510.
Scott Xerby', Ma' or
ATTEST:
Jeanchyshyn, City(' ler