HomeMy WebLinkAbout03.25.13 Work Session Packet City of Farmington Mission Statement
430 Third Street Through teamwork and cooperation,
Farmington,MN 55024 the City of Farmington provides quality
services that preserve our proud past and
foster a promising future.
AGENDA
CITY COUNCIL WORKSHOP
March 25,2013
5:00 p.m.
City Hall Conference Room
1. CALL TO ORDER
2. APPROVE AGENDA
3. 2013 GOAL SETTING/STRATEGIC PLANNING
4. PRIVATE CAPITAL PROJECTS FUND DISCUSSION
5. CITY ADMINISTRATOR UPDATE
6. ADJOURN
This meeting must adjourn by 6:25 p.m. to allow for members to attend the regular EDA meeting
scheduled for 6:30 p.m.
PUBLIC INFORMATION STATEMENT
Council workshops are conducted as an informal work session,all discussions shall be considered fact-finding hypothetical and unofficial
icial
critical thinking exercises,which do not reflect an official public position.
Council work session outcomes should not be construed by the attending public and/or reporting media as the articulation of a formal City policy
position. Only official Council action normally taken at a regularly scheduled Council meeting should be considered as a formal expression of
the City's position on any given matter.
4 .,m` City of Farmington
� iy;0 430 Third Street
r'< �x y Farmington,Minnesota.
10 651.280.6800•Fax 651.280.6899
""`° wwwei.f'armington.mnus
DATE: March 25, 2013
TO: Mayor and City Councilmembers
FROM: David J. McKnight, City Administrator
SUBJECT: Strategic Plan/2014 Budget Information
At your City Council work session on March 11, 2013 you asked me to perform two
tasks. These tasks included:
1. Group your potential strategic plan items into similar topics and propose a
timeline for the plan for review on March 25, 2013.
2. Bring forward a very rough draft look at the 2014 budget that shows the potential
impact of different items, including operational costs and a capital improvement
plan.
Strategic Plan
Attached to this memo for your review is my proposal for your strategic plan items. I
have grouped the projects we talked about into five larger strategies:
1. Ensure the Long Term Financial Health of the City
•
2. Position the City for Future Economic Development
3. Review the Use and Efficiency of City Facilities
4. Maintain the Long Term Viability of City Liquor Operations
5. Communication with Residents
Underneath each of these strategies are specific projects and goals that the City
Council has discussed in the first three work sessions. This is my attempt at moving
your ideas into similar groups and proposing timelines for the goals. The City Council
should feel free to adjust, add or amend this proposed plan and schedule as you see fit.
Once you agree on a plan I will take each of the tasks listed and develop a work plan
and progress report similar to the one shared with you recently from the City of Edina.
2014 Draft General Fund Budget
The other task you asked me to complete was a very broad look at the 2014 general
fund budget. The approach I took and the numbers you see here are not set in stone.
1
To refresh your memory and to show you the approach I took on this task the 2013
general fund budget is broken down into the following sections
Total General Fund Budget
Personnel $7,202,290
Supplies $ 677,050
Other Services $2,194,313
Transfers $ 435,000
TOTAL $10,569,653
•
To estimate the 2014 budget I increased the personnel costs in each individual budget
to what I estimated may be in place once we have negotiated union contracts for wages
and benefits.
I did not increase the supplies, other services or transfers portions of budgets at this
time. This is an important point to remember since I am certain there will be
significant proposed increases in at least one department for equipment in 2014.
At this point the draft 2014 budget totals $10,774,029. This is a $205,376 increase over
2013. The biggest reason for this increase is the potential HR increases in each
budget. I also discovered one significant cost that we have not been including in our
budget, totaling $38,000 that I have included in the estimated costs for 2014.
Revenues for 2014 have decreased $40,950from $1,466,100 in 2013 to$1,425,150 in
2014. The two biggest factors in this reduction are the elimination of the one-time
revenue with the sale of the former Rambling River Center building that the City Council
used in 2013 to maintain the tax levy and a$10,000 reduction in anticipated interest
income in the general fund.
I have also increased the debt levy by$79,199 to a total of$2,800,000. This will
provide some available funds in case we discover any funding issues with the city's
debt payments for 2014. If we do not find any issues this increase can be removed
from the draft budget.
I have increased the transfer from the enterprise funds that we started in 2013 by
$22,032 to cover potential increased costs for labor as mentioned above.
Finally, I included the $125,000 first year cost for the capital improvement plan.
Taking all of this into consideration, the draft 2014 tax levy, with all of these changes, is
$8,994,475. This represents a 5.0%, or$428,493, increase over 2013. Following is a
breakdown of the potential increase:
Increased Expenditures $205,376
Reduced Revenue $ 40,950
2
2
Increased Debt Service Levy $ 79,199
Added CIP Costs $125,000
Increased Transfer Revenue ($22,032)
TOTAL $428,493
This information is for review only. I am not proposing any budgets or tax levies at this
time. This information is for the purpose of a work session discussion and any media
stories or discussion outside of the work session would be premature.
It is important to note that there are no dollars included in this draft for any costs related
to a second sheet of ice or specific economic development incentives. The EDA budget
is assumed to be funded at the same level as 2013.
I have attached the front of the normal budget process to hopefully help you follow the
potential changes for 2014 that are mentioned in the memo. One item of note is that I
left the amount of fiscal disparities at the same level the city received in 2013.
This information is provided to help you have discussions about various strategies and
the 2014 budget. Any direction you can provide staff will be extremely helpful in
developing both of these items.
If you have questions or need additional information please let me know. Thank you for
your time on this important matter.
•
3
3
CITY OF FARMINGTON
2014 BUDGET BREAKDOWN
BUDGET AND TAX LEVY SUMMARY
EXPENDITURES 2013 2014 %CHANGE 2015 %CHANGE
ADMINISTRATION $921,778 $851,044 -7.67% $0 -100.00%
HR/IT $188,166 $249,951 32.84% $0 -100.00%
FINANCE $509,597 • $544,783 6.90% $0 -100.00%
POLICE $4,010,417 $4,146,020 3.38% $0 -100.00%
FIRE $805,504 $903,996 12.23% $0 -100.00%
ENGINEERING $1,155,832 $1,155,480 -0.03% $0 -100.00%
MUNICIPAL SERVICES $1,262,851 $1,232,099 -2.44% $0 -100.00%
PARKS/RECREATION $1,279,508 $1,275,656 -0.30% $0 -100.00%
TRANSFERS $435,000 $415,000 -4.60% $0 -100.00%
TOTAL EXPENDITURES $10,568,653 $10,774,029 1.94% $0 -100.00%
REVENUES 2013 2014 %CHANGE 2015 %CHANGE
LICENSES/PERMITS $381,550 $388,650 1.86% $0 -100.00%
FINES/FORFEITURES $62,800 $62,800 0.00% $0 -100.00%
INTEREST $60,000 $50,000 -16.67% $40,000 -20.00%
INTERGOVERNMENTAL $407,600 $407,200 -0.10% $0 -100.00%
CHARGES FOR SERVICES $521,650 $490,000 -6.07% $75,000 -84.69%
MISCELLANEOUS $32,500 $26,500 -18.46% $0 -100.00%
TOTAL REVENUES $1,466,100 $1,425,150 -2.79% $115,000 -91.93%
TRANSFER REVENUES
FUND REVENUES $1,064,498 $1,086,530 2.07% $0 -100.00%
GENERAL FUND BUDGET $10,568,653 $10,774,029 1.94% $0 -100.00%
GENERAL FUND REVENUES - - $1,466,100 - $1,425,150 -2.79% $115,000 -91.93%
TRANSFERS OUT - $1,064,498 - $1,086,530 2.07% $0 -100.00%
FISCAL DISPARITIES - $2,195,874 - $2,195,874 0.00% $2,195,874 0.00%
SUB TOTAL $5,842,181 $6,066,475 3.84% -$2,310,874 -138.09%
DEBT + $2,720,801 + $2,800,000 2.91% + $2,900,000 3.57%
AG CREDIT + $3,000 + $3,000 0.00% + $0 -100.00%
RESERVE + $0 + $0 #DIV/OI + $0 #DIV/0I
CIP LEVY + $0 + $125,000 #DIV/0I + $0 -100.00%
ICE ARENA LEVY + $2 + $2 #DIV/OI + $2 #DIV/0I
NET TAX LEVY $8,565,982 $8,994,475 $589,126
5.00% -93.45%
$428,493 -$8,405,349
3/20/20/;
•
N
CO
0
cw
r.
X X X X X X X •V
0
N O •
7
O
U
4"
U
o X X X X X X X X m
N
O
N
0
X X X X X X X X X
N
C X X X X X X X X X X X
N
r C X X X X X X X X X X X X X X X X X X X
N
Ur .
O �
CO W
D > O w
a < = o I- c
H , a 0 W W Z a
V ❑ ed U Z u4 m W Q U D cc - O Z
zW O Z CL `i > Q N p[ ❑ U
z 'W OO - W o W W = 2 LL Qc re 3 c7
zz 2 w F- WW Q Z ❑ ` V O m rid O w cc Z— W y W = O G O Z o ❑ W 0- O ❑
W UJ w J F=.. LL �" G N e[ Z O y y - W CC CO
CO W �. O W J Z z in Y U W � W UJ W a W Q O. Z 0 U F- Z U w Z
u. 0 w O Q v
CLI
Z < w
O °' u W O z W n' C7 E �- ce O Z D N G
= O n G F- tr f-. O W Z m 2 S Z O cc LL W Q l7 = ❑cm CC U O O U a N 04 2 O ❑ 'n 1- w 0 W Z LL
l7 LL W U O ILA CL Q 0 W W O 6 Z Q CG m O
7 U J Z W. = N > W N Vf z Y Z O f;, U M
N a LL Q O Z G�` W W O m—Lu 0.Z — .O U 0 a. rn > O O z p Z O m w — U — O m r R.
IL Z
V ° z > LA u. U OLL O J O LL `n m g > O W O Q d a CC til o '� O > o o a L W o o W W a
LLI W CL' CC W z
Z w
in w ❑ O w w O ❑ tJ I�— 1pl O ce
�� �� fn Q �u C7 "� Z C!
O W 0 Q 4. U U O LL W ❑ Q Wec cWc CWC W x Ltl U z W ❑
O \ W e�i Q CL Q CL ~ O �' ❑ G G G eT. F- C = w 0 Q
F- 0 o U -I Z w e w 11 w oC Z
C7 p w Z ❑ t� O �_ O �_ a w O p O w O O O O w
Z Ue Gam. L- O W J J a� u. F W —S LL LL U. u-
QQ
D CO W ❑ W ❑ vQ��. �J�..... {u..- J W LL LL U. �jW CC LL 0[ J u In
W U U, ❑ L=i. ❑ t=1. 4 N 0 O. .- ❑ 4 X z Q o0 s-I
0
LI-O O Q m U 0 W LL W X - Y Q m U Q W LL Q m U p W LL
O cNi
. N M M
U U
. 5
N
f0
0
(9
X x =U
C
0
U
U
x x x m
0
N
X X X X
X X X x X
x x X
M
m
w
N
Z
O
Fr >. z N
S
a.O p 0 . •
=
Cf W
a. a 0
o a
_—
O O O
u.
Z .j
03 O Z n Ez
• n O U C QO in
> t •
a z Uz U O p w
Z — X Q c4— Q — �n ac
F-
cj
z
a LL a
Fa z o U. M 4
Z Q w = 2 U D
U 2 U
D. m
2 H O OLL 0 h
F. 0 O
Q fL U Q CO cV
0
N
cF N
m
6
tztirkui City of Farmington
g� 430 Third Stret
,,;r Farmington,Minnesota
10 ,< 651.280.6800•Fax 651.280.6899
PRO ^ www.d.faxmington.mn.us
TO: Mayor,Council Members, City Administrator
FROM: Robin Hanson,Finance Director
SUBJECT: Private Capital Projects—Operating Transfer
DATE: March 25,2013
INTRODUCTION
The Private Capital Projects Fund accounts for the collection of engineering and administration
fees specifically related to new development in the City and is also the repository for cash
received when a developer's letter of credit is cashed or other settlement agreement is reached.
When private development related engineering and administrative fees are paid from this fund,
staff invoices the development for these costs. When a letter of credit is cashed or other type of
settlement agreement is reached,the related funds are deposited into this account.
DISCUSSION
As of December 31,2012 the Private Capital Projects Fund accounts payable balance was
$253,084. (A copy of the draft December 31, 2012 financial statements is attached for
reference.)This represents monies owed to various developments as a result of the City cashing
their letters of credit or cash received as part of a settlement agreement.As of December 31,
2012,the cash and investments balance is$202,209 which is less than the amount of money
needed to satisfy the accounts payable balance.
Part of the reason for this deficiency dates back to 2009. In June 2009 the auditors requested
staff eliminate the deficit which existed in a different fund,the 1991 Annexation Fund.At the
time the Private Capital Projects Fund had a positive fund balance of approximately the same
amount as the 1991 Annexation Fund deficit balance. So,later that year,in October,$118,476.91
in accumulated administrative fees were transferred from the Private Capital Projects Fund to the
1991 Annexation Fund to eliminate the latter fund's deficit.After the transfer,the Private Capital
Projects Account had$0 cash, approximately$80,000 in receivables and$79,000 in payables
resulting in a fund balance of approximately$1,000. It seems that at that time it was felt the
repayment of the$80,000 in outstanding accounts receivable would be sufficient to repay the
$79,000 in accounts payable.
In 2010 and 2011 the revenues and expenditures for the Private Capital Projects Fund were
break-even.
As of December 31,2012,the Private Capital Projects Fund does not have sufficient cash to pay
its remaining accounts payable balance. And while it does have approximately$53,000 in
accounts receivable staff feels approximately$16,000 of these receivables will be uncollectible.
The collection of the remaining$37,000 of accounts receivable will depend on the timing of the
7
development of the remaining lots for each development. So,the City can no longer count on
the repayment of the entire outstanding Accounts Receivable balance to pay the outstanding
accounts payable balance. As a result staff is requesting Council approve a transfer of$51,000
from the General Fund to the Private Capital Projects Fund to bring the cash and investments
balance equal to the outstanding accounts payable balance.The 2012 General Fund results are
not yet final;the auditors will be in next week. Meanwhile, due to the collection of delinquent
taxes and operating expenses being less than budgeted,preliminary indications are the General
Fund had a good year and even with the $51,000 transfer the City will still add to the General
Fund fund balance.
At some point in the future,if or when the remaining Accounts Receivable balances have
actually been collected, Council will have the opportunity to determine how to best utilize those
funds.
BUDGET IMPACT
The above transfer was not anticipated in the 2012 budget.
ACTION REQUESTED
Authorize staff,effective December 31,2012,to transfer$51,000 from the General Fund to the
Private Capital Projects Fund to bring the cash and investments balance in line with the accounts
payable balance.
Respectfully submitted,
Robin Hanson,Finance Director
8
CITY OF FARMINGTON, MINNESOTA
BALANCE SHEET
NONMAJOR CAPITAL PROJECT FUNDS
December 31, 2012 •
Private
Capital
Projects
ASSETS:
Cash and Investments $ 202,209
Receivables:
Accounts Receivable 53,038
Special Assessments- Delinquent 550
Special Assessments- Deferred 310
Total Assets $ 256,107
LIABILITIES AND FUND BALANCES:
Liabilities:
Accounts Payable $ 253,084
Deferred Revenue 859
Total Liabilities 253,943
11C,Fund Balances:
Restricted 2,164
Assigned -
2,164
Total fund balances
Total Liabilities and Fund Balances $ 256,107
9