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AGENDA
CITY COUNCIL WORKSHOP
August 11, 2014
6:30 p.m.
Conference Room 170
1. CALL TO ORDER
2. APPROVE AGENDA
3. DRAFT 2015 BUDGET REVIEW
4. POLICE DEPARTMENT STAFFING
5. CITY ADMINISTRATOR UPDATE
6. ADJOURN
PUBLIC INFORMATION STATEMENT
Council workshops are conducted as an informal work session.All discussions shall be considered fact-finding,hypothetical and unofficial
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.
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430 Third Street
I Farmington,Minnesota
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TO: Mayor, Council and City Administrator
FROM: Robin Hanson, Finance Director
SUBJECT: Draft 2015 Budgets
DATE: August 11, 2014
INTRODUCTION:
Attached for your review are the summary pages for the 2015 budgets—General Fund(Exh A),
Debt Service Funds (Exh B), Special Revenue Funds (Exh C), Capital Projects Funds(Exh D)
and Enterprise Funds (Exh E).
These budgets were developed with the intent of continuing to provide the core General Fund
services,paying the city's scheduled debt obligations, continuing to fund the long-term fmancial
planning pieces you have previously put in place and to support your 2014 Strategic Plan.
The purpose of this review is to provide the council one more opportunity to review the draft
budgets before you are asked to approve the preliminary levy on Tuesday, September 2, 2014.
DISCUSSION:
During your June workshop staff reviewed the initial draft of the 2015 General Fund budget
which included a proposed 6.61%net tax levy increase. Since then staff has worked to further
refine the budget. The latest draft includes a proposed 4.97%net tax levy increase as is
summarized in the table below.
Original August 4,2014
2015 Revised
2014 Proposed Revisions to 2015 Proposed
Budget Budget Initial Draft Budget
Revenues $2,931,776 $3,043,207 $11,000 $3,054,207
Expenditures $10,969,831 $11,544,695 ($132,491) $11,412,204
Fiscal Disparities
(assumed to be the same as 2014) $2,253,199 $2,253,199 $0 $2,253,199
General Fund Levy $5,784,856 $6,248,289 ($143,491) 6,104,798
Debt Levy $2,943,000 $3,059,728 $0 $3,059,728
Farmington Net Tax Levy $8,730,856 $9,308,017 ($143,391) $9,164,526
6.61% 4.97%
The more significant changes to the draft budget were: 1) an increase to the investment interest
revenue budget of$5,000,2) an increase to various recreational and Rambling River Center
revenue line items totaling $6,000, 3) a decrease in the administration reserve line item of
$25,000, 4) deletion of$10,000 in proposed security enhancements to the police department
building, 5) a net reduction in `transfers out' of$87,000 and 6) combined net reductions across
the various budget line items of$10,391.
The$87,000 net reduction in `transfers out' consisted of 1)a$5,000 transfer in from the IT Fund
to cover a portion of the increased investment in technology,2)a$45,000 reduction in funds
needed for the Fire CIP (city is going to repurpose the second SRO vehicle to be a chief's
vehicle), 3) a$45,000 reduction in the Capital Equipment Fund related to delaying the purchase
of a replacement commercial inspector vehicle until 2016 (existing vehicle will then be
repurposed to be the 4th chiefs vehicle), and 4)the deletion of approximately$2,000 from the
building maintenance fund transfers.
The 2015 fiscal disparities amount will not be known until late August. For now,the amount
included in the 2015 and 2016 budgets is the same as the 2014 budget.
Transfers Out
The following table summarizes the net transfers out reflected in the August 11, 2014 revised
2015 General Fund Budget. The Transfers Out line item is comprised of two parts: General Fund
(non-LGA items) and LGA items. The General Fund(non-LGA items) are listed in the first
table,while the proposed LGA funded items are listed in the second table.
Summary of General Fund (non-LGA) Uses
Description Amount Strategic Plan Alignment
EDA $40,000 Economic Development and Operations and Finance
Arena $20,000 Operations and Finance—Long-term Financial Plan
Fire CIP—Funding towards 1 Brush Truck $25,000 Operations and Finance—Long-term Financial Plan
Capital Equipment Fund—2 Squads $83,000 Operations and Finance—Long-term Financial Plan
Sealcoating $350,000 Operations and Finance—Long-term Financial Plan
Trail Maintenance $30,000 Operations and Finance—Long-term Financial Plan
Building Maintenance $15,000 Operations and Finance—Long-term Financial Plan
Total $563,000
Summary of Proposed LGA Uses
Description Amount Strategic Plan Alignment
Customer Survey&Strategic Planning* $25,000 Communication and Engagement
Assessments Related to Hotel Parcel $50,000 Economic Development
Fire CIP $30,000 Operations and Finance—Long Term Financial Plan
Streets&Equipment CIP $82,707 Operations and Finance—Long Term Financial Plan
These funds would be used to pay for: $82,300 Application of Technology
• A new software tool and redesign of the
City's website,
• the costs associated with updating the
City's remaining computers to the same
operating system and Office suite
software,
• Point of Sale software for the pool,*
• the purchase of Accounts Payable
automation software,and
• online employment application
software.
New lights at the Rambling River Center* $6,600 Operations and Finance-RETAP recommendation
Total $276,607
*Amounts are included in General Fund.
Historical Preservation—Council requested additional information about the city's Historical
Preservation expenditures, specifically its consulting services. The annual cost for this service is
estimated to be$7,100. A detailed listing of the services provided is included as Exhibit F.
Debt Service Funds Levy
There have been no changes to the Debt Service Funds initial draft budget. The budget provides
funding for scheduled debt principal and interest repayment obligations, as well as ongoing
trustee, assessments, arbitrage and post-issuance compliance fees related to the city's debt. It also
continues to strengthen the cash flows as the city continues to work toward full compliance with
the 105%funding requirement and provides funding for the city's portion of the 195th Street
Reconstruction project.
Special Revenue Funds
With the exception of the Park Improvement Fund the Special Revenue Funds budgets are the
same as those you reviewed during your July workshop.
After the receipt of the first half taxes,the Park Improvement Fund revenues were updated to
better reflect the 2015 and 2016 special assessment projections. This resulted in a decrease of
$11,877 in 2015 and $24,700 in 2016. In addition, as council directed,the 2015 and 2016 park
construction costs were exchanged.
Capital Project Funds
The Capital Project Funds budgets are the same as those you reviewed during your July
workshop.
Staff would like to request that the proceeds from the sale of assets this year(2014)be captured
in either the Fire Capital Projects or General Capital Equipment Fund. Where the funds are
recorded would depend on the underlying vehicle being sold. For example, if it is a fire vehicle
being sold,then the net proceeds, if any, would be recorded in the Fire Capital Projects Fund.
Enterprise Funds
With the exception of the Streetlight Fund the Enterprise Funds budgets are the same as those
you reviewed during your July workshop.
The revised Streetlight Fund budget includes a$20,000 expenditure in the 2015 budget to
provide funds for a test area for LCD replacement lights.
Staff is developing long-term financial projections and a rate study for the Sewer and Storm
Water Funds, similar to what was prepared for the Water Fund in 2013. The results of these
projections and various fee recommendations will be reviewed with you in a workshop later this
fall.
Projected Budgeted Fund Balances
The final table in your packet(Exhibit G)provides a recap of the historical (2011,2012 and
2013) fund balances for each fund, actual 6/30/2014 fund balance, and the projected(2014, 2015
and 2016)fund balances for each of the funds included in this budget packet. The budgeted fund
balance projections were computed by adding the budgeted net change in 2014, 2015 and 2016
to the actual 12/31/2013 fund balance.
Additional Notes
Assuming the 2015 fiscal disparities monies are the same as the amount to be received in 2014,
the City's levy would need to increase 4.02%to fund increased human resource costs and
budgeted debt service needs. These are items that you have already approved in 2013 and 2014.
The estimated increase to the average residential homeowner's property taxes (assumes an
estimated market value of$197,416)would be $35.69.
The estimated market value(EMV) for next year increased from$179,338 to $197,416, an
increase of 10.08%.
The additional .95% included in the City's draft budget,totaling a 4.97% increase, is estimated
to cost the average homeowner an additional $9.86, for a total projected increase of$45.55 on
the average residential home.
The attached budgets do not provide any funding for a new ladder truck, any recommendations
made in the Aquatics Feasibility Study or any Ice for Tigers funding requests.
BUDGET IMPACT:
All information is related to the development of the 2015 city budget and tax levy. The 2016
projected budget numbers have had minimal review; they are a work in progress.
ACTION REQUESTED:
At this point staff is looking for specific direction on further revisions, if any,the council would
like to have made to the draft budgets.
Department heads will be in attendance at the work session to answer any questions you may
have or provide additional insight into their proposed budgets.
Respectfully submitted,
Robin Hanson, Finance Director
c '4 A-
City of Farmington
Budget and Tax Levy
2014 Final,2015 Proposed and 2016 Proposed
2015 Budget% 2016 Budget
Company 2014 Budget Proposed Proposed
Budget Change Budget Change /o
R evenues
f Licenses and Permits 417,873 483,2201 15.64% 483,220 0.00%
Intergovernmental Revenue 680,891 755,8571 11.01% 755,857 0.00%
Charge for Service 585,100 558,950; (4.47)% 557,350 (0.29)%
Fines and Forfeitures 70,800 72,000 1.69% 72,000 0.00%
Investment Interest 55,000 20,000 (63.64)% _ _ _ 9,440 (52.80)%
Miscellaneous 35,500 40,000 12.68% 39,500 (1.25)%
Transfers in - — 1,086,612 1,124,180, 3.46% 1,822,840 62.15%
Total Revenues 2,931,776, 3,054,2071 4.18% 3,740,207 22.46%
Expenditures
Administration - - 858,5721 849,877 (1.01)% 966,793 13.76%
Human Resource 251,726 263,3441, 4.62% 278,757 5.85%
Finance and Risk Mgmt 562,154 614,019 9.23% 650,918 6.01%
Police 4,072,639 4,103,572 0.76% 4,230,209 3.09%
Fire 1,121,266 961,717 (14.23)% 1,111,985 15.62%
' Engineering 1,155,773 1,227,310 6.19% 1,268,712 3.37%
Municipal Services 1,234,907 1,289,684' 4.44% 1,352,646 4.88%
Parks and Recreation 1,222,215 1,276,674 4.46% 1,999,609 56.63%
Perm Levy Adj(2015&2016)and 1/3 Delq Exp(2016) 30,000 73,000 143.33%
Transfers Out 490,579 796,0071 62.26% 910,000 14.32%
Total Expenditures 10,969,831 11,412,204 4.03% 12,842,629 12.53%
Revenues Over(Under)Expenditures (8,038,055) (8,357,997) 3.98% (9,102,422) 8.91%
'Fiscal Disparities 2,253,199, 2,253,199 0.00% 2,253,199 0.00%
General Fund Levy 5,784,856 6,104,798; 5.53% 6,849,223 12.19%
Debt Levy 1
Debt Levy-Bonds 2,823,000 2,939,728 4.13% 3,071,848 4.49%
, Debt Levy-Fire Truck 120,000 120,0001 0.00% 120,000 0.00%
Total Debt Levy 2,943,000 3,059,728 1 3.97% 3,191,848 4.32%
Ag Credit 3,000 (100.00)%
Farmington Net Tax Levy 8,730,856 9,164,526 4.97% 10,041,071 9.56%
1
Location: Documents\FARMINGTON\Budget 2015-2016\1 General Fund Budget Summary Page
8/1/2014 1:50:41 PM
EAA A9
Debt Service Funds Summary
*Includes Fund 3005 (formerly 86A)as placeholder for Fire Truck loan and Fund 3093 as Placeholder for
2015A 195th St Bond Issue
2013 Actual, 2014 Final, 2015 Proposed, 2016 Proposed
December YTD December December December
Company Actual YTD Budget YTD Budget YTD Budget
2013 2014 Entry 2015 Entry 2016
Revenues
Property Taxes(i.e.Debt Levy) 2,600,801 2,943,000 3,059,7281 3,191,848
Special Assessments 543,122 239,041 489,607, 466,818
Deferred Assessments(VRC) 23,539, 331,598
Total Revenues 3,167,463 3,513,639 3,549,335 3,658,666
Expenditures
Principal Repayment 7,444,4241 2,473,156 3,082,8191 4,527,474
Interest on Debt 1,218,973 1,078,212 973,822 990,716
Debt-Fiscal Charges 33,853' 60,608 28,1621 28,593
Total Expenditures 8,697,251 3,611,976 4,084,803 5,546,783
Other Financing Sources
Bond Proceeds 6,860,000 14,250' 4,290,000
Transfers In 4,242,466 639,860 826,140 1,626,552
Transfers Out (1,618,800) (202,000) (4,437,000) (102,000)
Total Transfers 9,483,666 452,1101 679,140 1,524,552
Change In Fund Balance 3,953,8781 353,773 143,672 (363,565)
8/1/2014 1:52:33 PM Page 1 of 1
Special Revenue Funds Budget Summary
2013 Actual,2014 Final,2015 Proposed and 2016 Proposed
December YTD December YTD December YTD December YTD
Company Actual Budget Budget Entry Budget Entry
2013 2014 2015 2016
Revenues
EDA(2000) 132,2581 2,050' 750 750
TIF-City Center(2050) 129,725 135,000 137,120 2,120
TIF-Eagles(2051) 0 14,000 190 190
Police Donations&Forfeitures(2100) 13,415 5,000 5,060 5,060
Park Improvement Fund(2300) 86,621 52,860 21,193 9,157
Ice Arena(2500) 279,692 285,100 289,860 295,360
Total Revenues 641,710 494,010 454,173 312,637
Expenditures
EDA(2000) 68,255' 42,013 42,070 42,459
TIF-City Center(2050) 11,595 9,304 9,304
TIF-Eagles(2051) 1,657 14,000 0
Police Donations&Forfeitures(21 00) 20,449 6,500 6,500 6,500
Park Improvement Fund(2300) 128,879 80,000 70,000 200,000
Ice Arena(2500) 271,302 298,450 328,204 321,912
Total Expenditures 502,137 450,267 456,078 570,871
Transfers
Transfers In 61,380 60,000 1.50,0.00 100,0.00
Transfers Out (155,672) (74,720) 0
Total Transfers (94,292) (14,720) 150,000 100,000
Change in Fund Balance 45,281 29,023 148,095 (158,234)
8/1/2014 1:53:32 PM Page 1 of 1
Capital Projects Funds Summary
2013 Actual,2014 Final,2015 Proposed,2016 Proposed
December YTD December YTD December YTD December YTD
Company Actual Budget Budget Entry Budget Entry
2013 2014 2015 2016
Revenues
1
Sanitary Sewer Trunk(3900) 105,031 30,000 34,790 32,2901
Cable Communications Fund(4000) 184,671 115,000 173,210 j 173,210
Road and Bridge/Street Reconstruction Fund(4100) 626,523 507,200 53,1351 49,882
t
Fire Capital Projects Fund(4300) 51,000 15,0901 15,090
Storm Water Trunk(4400) 182,415 10,000 36,270 28,770
RRC&Youth Hockey Cap Proj Donations(Rec Cap Proj Fund-4500) 21,325 5,140 5,140
Private Capital Projects(4600) 14,806 50,00.0 21,990 21,990
Permanent Imp Revolving Fund(4900) 28,033 0 56.0 560
New-Gen'i Cap Equip Fund(5600) _
Maintenance Fund(5700) 0 4,180 4,1801
Total Revenues 1,213,805 712,200 344,365 331,1121
Expenditures
Sanitary Sewer Trunk 113,409 0
Cable Communications Fund 47,569 330,500 71,000 66,0001
Road and Bridge/Street Reconstruction Fund(4100) 160 0
I I
Fire Capital Projects Fund(4300) 28,248 62,500] 347,500]
t
Storm Water Trunk Fund 664 60,000 350,000j j
RRC&Youth Private Capital Projects Cap Proj Donations(Rec Cap Proj Fund-4500) 117,867 50,000 20,0001 20,000
i 1
Permanent Imp Revolving Fund 410 0 i
New-Gen'I Cap Equip Fund(5600) 165,7071 160,0001
Maintenance Fund 204,649 300,000 5,020,0001 300,000
Total Expenditures 550,917 740,500 5,696,7071 901,000;
Transfers
I Transfers In 15,638,734 632,579 5,052,7071 952,000
Transfers Out (17,486,419) (257,633) (518,633); (2,172,000)1
■ Total Transfers (1,847,685) 374,946 4,534,0741 (1,220,000)1
Change in Fund Balance (1,184,798) 346,646 (818,268); (1,789,888)
8/1/2014 1:54:13 PM Page 1 of 1
Enterprise Funds Budget Summary
2013 Final,2014 Final,2015 Proposed,2016 Proposed
December YTD December YTD December YTD December YTD
Company Actual Budget Budget Entry Budget Entry
2013 2014 2015 2016
Revenues
Liquor Stores,Net of Cost of Goods Sold(6100:6115) 1,143,196; 1,077,575 1,156,372 1,178,329
Sewer Operations(6200:6205) _ 1,897,807 1,795,750 1,803,280 1,803,280
Solid Waste(6300:6302) 2,026,028 1,867,700 1,928,430 1,925,730
Storm Water(6400:6405) 550,904; 553,500 556,350 556,350
Water(6500:6508) 1,520,561 1,699,750 1,732,312 1,740,973
Streetlights(6600:6602) 216,719 215,000 216,070 216,070
Total Revenues 7,355,215, 7,209,275 7,392,814 7,420,732
Expenditures
Liquor Stores 827,800 912,468 872,022 889,939
Sewer Operations 1,621,061• 1,824,550 2,583,724 1,885,091
Solid Waste 1,658,5491 1,707,870 1,711,408, 2,086,028
Storm Water 501,458 666,338 701,759 749,554
Water 1,406,1251 1,794,091 1,538,396 1,486,118
Streetlights 184,834 188,150 216,900 206,400
Total Expenditures 6,199,826 7,093,467 7,624,209 7,303,130
Transfers _ -
Transfers In 130,427 0
- - ----- - - ---
Transfers Out (1,495,114) (1,414,119) (1,466,687) (1,317,392)
Total Transfers (1,364,687)I (1,414,119) (1,466,687) (1,317,392)
Change In Fund Balance (209,298) (1,298,311) (1,698,082) (1,199,790)
8/1/2014 1:54:52 PM Page 1 of 1
Exhibit F
Heritage Preservation Commission Consulting Services
Mr. Vogel has been a consultant for the City's Heritage Preservation Commission since 1993.
Following are the main services Mr. Vogel provides:
✓ Completes the Certified Local Government(CLG)Annual Report for the City's Heritage
Preservation Commission. This report gets submitted annually to the States Historic
Preservation Office and is a requirement to maintain Certified Local Government status.
✓ Provides training to staff and the HPC Members as required to maintain CLG status.
This past year workshops were held with the Commission Members and myself, one was
a"basic training"workshop where Mr. Vogel explained the role and powers of the HPC.
Additional training was provided regarding architectural styles and history this past year
as well. These training sessions are proposed to continue into this year and beyond.
✓ Mr. Vogel is a qualified historic preservation professional as outlined in the Minnesota
Certified Local Government Procedural Manual. As a qualified preservation professional
he is able to identify, evaluate,register, and provide treatment activities to historic
properties and/or buildings.
✓ He has developed and maintains the City's historic resources inventory.
✓ He has prepared a number of comprehensive surveys,with the first one being completed
in 1996. With that approximately 90%has been surveyed for architectural resources.
✓ He advises me,the HPC and if necessary the City Council on all matters related to
Heritage Preservation. He has reviewed building permits, development plans and plats if
a historic resource is known to be present.
✓ Prepares grants as needed.
✓ It is proposed that he will complete a Heritage Resource Interpretation Plan in 2014.
✓ Provides a booth at the City's Farmers' Market at least twice a year regarding various
historic preservation topics for the general public.
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off 4/y City of Farmington
430 Third Street
Farmington,Minnesota
1�0� : 651.280.6800•Fax 651.280.6899
4 pRov www.cifarmington.mn.us
TO: Mayor and Councilmember's
City Administrator
FROM: Brian Lindquist
Police Chief
SUBJECT: Officer staffing concerns
DATE: August 4,2014
INTRODUCTION/DISCUSSION
With the retirement of Officer Mincke, The Farmington Police Department will go to 23 sworn
officers. Since the demotion of Officer Mincke in January and his subsequent rescheduling to a
midnight shift, the day shift has operated short an officer. Officer Bellows, a night shift officer,
agreed to rotate to days to help cover the shortage. Several other schedule changes and offering
over-time allowed us to fill in the remaining gaps. At the completion of the school year, School
Resource Officer Van Dorn was placed in the vacated shift to help cover that shortage for the
summer.
The summer season offers its own hurdles, more officers take vacation, it is easier to accomplish
certain types of training and case and workloads tend to increase. We try to accommodate all
vacation and training requests. They've earned the time off and should'be allowed to use it. It
should also be noted that the department participates in two additional traffic enforcement
projects that are federally funded. All of these shifts tend to be over-time shifts, but nonetheless,
must be filled by officers who are already working significant hours.
Very shortly, Officer Van Dorn will be returning to the schools. Two other Officers are
expecting children and will take advantage of FMLA this fall. The second half the department is
scheduled to complete their training at Ft. McCoy this October. And several officers have put off
vacation requests,waiting for things to slow down.
ACTION REQUESTED
I would like to bring Officer Tukua back as soon as possible. He has been off since January and
will have to be brought back up to speed. He will need to be put through a modified training
program to familiarize him with the new squad computer programs, firearms instruction and
updating mandatory required training. We anticipate this to take approximately two weeks.
Officer Tukua will then be shadowed by a training officer for an additional 2 weeks to ensure he
is back to road ready. I'm fearful that any delay will result in a longer period where we as a
department would be vulnerable with no redundancy if an officer were to be injured or have an
extended illness.
Respectfully submitted,
Brian Lindquist
Chief of Police