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Home My WebLink About07.26.10 Work Session Packet City of Farmington 430 Third Street Farmmgton,~55024 Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promisingfuture. AGENDA CITY COUNCIL WORKSHOP July 26, 2010 6:30 P.M. CITY COUNCIL CHAMBERS 1. CALL TO ORDER 2. APPROVE AGENDA 3. 2011 BUDGET DISCUSSION 4. ADJOURN PUBliC INFORMATION STATEMENT Council workshops are conducted as an iriformal work session. all discussions shall be consideredfact-flnding, hypothetical and unofficial critical thinking exercises. which do not reflect an official public position. Council work session outcomes should not be constnled 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 aformal expression of the Clty's position on any given matter. TABLE OF CONTENTS Introduction Memo Administration Department Legislative Control Historical Preservation Administration Communications City Hall Community Development Human ResourceslInformation Technology Department Human Resources Information Technology Finance Department Police Department Police Administration Police Patrol Police Investigations Fire Department Engineering Department Engineering Planning Building Inspections Natural Resources Municipal Services Department Street Maintenance Services Snow Removal Services Parks and Recreation Department Park Maintenance Recreation Programs Park and Recreation Administration Property Tax Impact Chapter 1 2 3 4 5 6 7 8 9 10 City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ciJarmington.mn.us TO: Mayor and Council Members FROM: Peter Herlofsky, City Administrator Teresa Walters, Finance Director SUBJECT: Budget Work Session DATE: July 26,2010 BUDGET PROCESS Staffwas asked to show department budgets with a 2% decrease, a 5% decrease, a 2% increase, and a 5% increase. The enclosed budgets include the changes as well as the impact of these changes. The following information provides the results of these changes: 2% decrease 5% decrease 2% Increase 5% Increase (179,474) (422,094) 177,886 433,606 Due to state mandates, not every department had the ability to reduce their budget by 2% and 5%; however, some departments offered more than a 2% reduction. In order to cut a program or line item, the entire program or item needed to be cut which caused the reductions to be higher than 2%. With the increases, the departments only asked for what was needed and may not have asked for the full 2% and 5%. No changes were made to the Fire Department budget. REVIEW At the last meeting, staff presented council with a budget that reflected a 3.9% increase. The budget as presented resulted in less than 1 % or a .32% increase to the general levy and a 14.86% increase in the debt service levy. In 2010, Council approved bonding for the Walnut Street Reconstruction Project and the Ice Arena renovation. In addition to the new bonds, staff also explained to Council the issue with Vermillion River Crossing. In 2011, the debt principal payment is proposed to increase from $359,941 in 2010 to 534,091 in 2011. This is an increase of$174,150. However, since we only levied $77,200 in 2010, we will need to increase the levy by $454,091 (534,091 - 80,000 [SAD to cover the debt payment. This will sti11leave a deficit balance of approximately $269,000 in this fund. The amount needed to cover the deficit and the increase in bond payment is $723,091. This increase' brought the debt service levy to 46.83%. Staff proposed a plan that included a transfer of $300,000 from the Capital Acquisition fund, borrow 162,600 from the same fund, and utilize the equipment note levy set to end in 2012. In addition to this, staff showed council how they could reduce the new bond issue debt payments this year by utilizing cash from other funds. This brought the proposed levy to a 3.9% increase. UPDATED INFORMATION: WHAT HAPPENED SINCE OUR MEETING 1. The Minnesota Department of Revenue calculated our Market Value Homestead Credit (MVC) Reduction for 2010 at $415,051. In 2010 we levied $350,000 as a special levy to make up for the reduction in 2009. This levy was described as a "Capital Special Levy" and placed into the Capital Acquisition fund budget. In 2011, we anticipate the same reduction to our MVC; therefore, we will be increasing our "Capital Special Levy" from $350,000 to $415,051. This is a pass-through to the State. 2. The proposed transfer of $300,000 needed to cover the deficit in the debt service fund was set to come from the Capital Acquisition fund. As a result of the MVC reduction, we no longer have these funds available to us and therefore, need to find other options to pay the increased debt payment and eliminate the deficit. 3. In our attempt to reduce the General Fund levy, we chose to pay for the police vehicles out of the Capital Acquisition fund. Also as a result of the MVC reduction, we can no longer pay for the police vehicles from the Capital Acquisition fund. The vehicles have been moved back to the General Fund. RESULTS OF UPDATED CHANGES As a result of adding the police vehicles ($54,000) and the additional Market Value Homestead Credit ($65,051), the General Levy has increased to 2.27%. Levy Use 2010 Levy 2011 Levy Difference General Fund $ 5,694,448 $ 5,840,396 $ 145,948 2.56% MVC - State Levy 350,000 415,051 65,051 18.59% Fire Relief Levy 195,584 126,000 (69,584) -35.58% General Levy Total $ 6,240,032 $ 6,381,447 $ 141,415 2.27% PROPERTY TAX IMPACT The property tax impact of the 2% and 5% decrease, and the 2% and 5% increase is shown on the last 4 pages of this packet. CITY OF FARMINGTON, MN ANNUAL BUDGET GENERAL FUND FUND SUMMARY REVENUES General Property Taxes 6,689,874 6,747,049 7,194,035 7,270,399 7,270,399 76,364 1.1% Licenses & permits 360,068 376,183 316,005 411,455 411,455 95,450 30.2% Fines & Forfeitures 75,522 67,155 100,000 70,000 70,000 (30,000) -30.0% Interest 218,602 288,555 282,271 250,000 250,000 (32,271) -11.4% Intergovernmental 596,056 423,939 407,140 405,590 405,590 (1,550) -0.4% Charges for services 579,067 584,932 600,500 574,626 574,626 (25,874) -4.3% Miscellaneous 63 255 108,653 65 000 69 000 69,000 4000 6.2% Total Operating Revenue 8 582,444 8,596 466 8,964 951 9,051 070 9051,070 86119 1.0% Transfers in: EDA 48,000 0.0% Liquor Operations 61,000 66,300 70,007 70,007 3,707 5.6% Sewer 61,000 66,300 70,007 70,007 3,707 5.6% Storm Water 61,000 66,300 70,007 70,007 3,707 5.6% Refuse 61,000 66,300 70,007 70,007 3,707 5.6% Water 61,000 319,980 66 300 70 007 70 007 3707 5.6% Total Transfers In 353 000 319980 331,500 350 035 350 035 18535 5.6% Total Revenue 8,935,444 8,916,446 9,296,451 9,401,105 9,401,105 104,654 1.1% EXPENDITURES Administration 915,194 1,033,871 1,130,445 1,131,837 1,131,837 1,392 0.1% Human Resources 243,521 250,883 262,540 264,084 264,084 1,544 0.6% Finance 501,008 538,794 459,103 490,593 490,593 31,490 6.9% Police 3,437,188 3,602,620 3,762,227 3,924,512 3,924,512 162,285 4.3% Fire 778,870 677,986 800,109 667,515 667,515 (132,594) -16.6% Engineering 895,799 838,652 926,269 953,640 953,640 27,371 3.0% Municipal Services 904,469 847,658 797,095 823,683 823,683 26,588 3.3% Parks & recreation 1 203 254 864,400 983,663 1,000,241 1 000,241 16578 1.7% Total Expenditures 8 879 303 8 654,864 9121,451 9,256,105 9256105 134,654 1.5% Transfers out: Recreation operating 100,000 141,215 175,000 145,000 1A5,OOO (30,000) -17.1% Arena Debt service Total transfers out 100,000 141 215 175000 145 000 145 000 -17.1% Total Expenditures 8 979,303 8 796 079 9 296,451 9,401 105 9401 105 104654 1.1% Excess(Deficiency) of Revenues and other financing sources over Expenditures (43,859) 120,367 0.0% Fund Balance beginning of 2,139686 2 095,827 2 095 827 2 095 827 2 095 827 0.0% Fund Balance end of year 2,095 827 2216,194 2,095 827 2,095 827 2,095,827 0.0% ~ ~ :!: ::J !!!. !z ; w C il; In ~ a: u ~ C z <C VI z o 6 ::J C l:! !z W i c z o ~ II) Z i ~ E ! 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C lEI ;f 11 Co"t: GlfHl ~ ~o.iilo. ? , Police AdmiJtistration , , Desc. 2010 Percent 95to 98% 102% 105% Total Wa2es 550,283 66.3 52 ,768 539,277 561,288 577,797 -27 ,515 -11,006 + 11,006 +27,515 Services/Supplies 279,295 32.7 26 ,330 273,709 284,880 293,259 : -1~ ,965 -5,586 +5,586 + 13,965 Total 829,578 ,100 78~ ,099 812,968 846,169 871,056 , -411,479 -16,610 + 16,610 +41,479 I I I I Police ~Ol I Desc. 2010 Percent 95~ 98% 102% 105% Total Wa2es 1,816,893 77.28 1,726,048 1,780,555 , -90, ~45 -36,338 , Supplies 126,100 5,.36 119 795 123,758 128,622 132,405 -6,3 )5 -2,522 +2,522 +6,305 Services 353,845 15 336 152 346,768 360,092 371,537 , -17,093 - 7,077 +7,077 + 17,693 Capital Outlay 54,000 2.3 51,3 00 52,920 55,080 56,700 . -2,7 )0 -1,080 + 1,080 +2,700 I Total 2,350,838 lOO 2,23 3,296 2,303,821 2,397,854 2,468,379 I -11 ~,542 -47,017 +47,017 + 117,542 Total W/O 533,945 22.72 -26, p98 -10,679 + 10,679 +26,698 Wa2es , I ~- ----- I - . i I I : I Police Invesp,gations . Desc. 2010 ] ercent 950;: 98% 102% 105% Total Waees 713,821 96 678 129 699,544 i , -35, )92 -14,277 I Supplies , 11,980 t5 11,3 81 11,740 12,219 12,579 I -591; -241 +241 +599 Services I 18,032 2.5 17,1 30 17,691 18,392 18,933 i : -90" -341 +341 +902 Total 743,833 100 706 641 728,956 758,709 781,024 -37, H2 -14,877 + 14,877 +37,912 TotaIW/<!> 30,012 4 -1,5pl -582 +582 + 1,501 Wa~es i i I Desc. 2010 :Percent 95~ 98% 102% 105% Total I I I I Wa~es I 3,080,997 :78.5 2,9~ 6,947 3,019,377 3,142,616 3,235,046 i t -15 ,050 -61,620 +61,620 + 154,050 I Services/Supplies 848,152 :21.5 805 744 831,188 865,115 880,059 -42 408 -16,964 + 16,964 +42,408 Total 3,929,149 100 3,7 2,691 3,850,566 4,007,731 4,125,606 , -19~,458 78,583 +78,583 +196,458 I I i , I 201~ Total pO~ice Budget I I u~ 3l ~ .E ~ It) I .E ~ ~ I 't> ~ It) 3l ~ Gl 't> 0 ~ E ~ ,g 3l ~ ~ ' ~ co .E "I ~ 0 It) III ~ ~ ' is "I .E ~ ~ ~ 3l ~ ~ ~ ' ~ ~ co ::::l "I 0 ~ ~ !z 0 It) .... 3l ~ ~ , ~ ~ ~ .... 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CD 0 B '~ en c'l en WI- N .., ~ ! :!!::z l:; r-- a ~ en::l ~ ~ '(j ::l '2 1lI :s :!: CD ~ Municipal Services/Streets Items. 2011 Percent 95% 98% 102% 105% Total Personal 469,244 76% 445,782 459,859 478,629 492,706 Services -23,462 -9,385 9,385 23,462 Supplies 74,030 12% 70,329 72,549 75,511 77,732 -3,702 -1 ,481 1 ,481 3,702 Services 75,305 12% 71,540 73,799 76,811 79,070 -3,765 -1,506 1,506 3,765 Total 618,579 100% 587,650 606,207 630,951 649,508 WlWages -30,929 -12,372 12,372 30,929 Total W/O 141,868 146,348 152,322 156,802 Wages 149,335 24% -7,467 -2,987 2,987 7,467 95% minimal blacktopping for seal coating, pot hole repairs, dustcoating, alley and gravel road maintenance, traffic sign replacement and possibly no street stripping, Also can not hire the budgeted part-time employee ($14,993) 98% not hire budgeted part-time employee ($14,993). prr helps blacktop, paint hydrants and a number of other misc duties (have not filled in the past 3 years due to budget issue) 102% could do more blacktopping and alley/gravel road repairs and maintenance 105% same as 2% increase anything over would that would go back to general fund do not have the employees or time to use that amount Municipal Services/Snow Items. 2011 Percent 95% 1 98% 102% 105%1 Total Personal 59,404 29% 56,434 58,216 60,592 62,374 Services -2,970 -1 , 188 1,188 2,970 Supplies 120,000 59% 114,000 117,600 122,400 126,000 -6,000 -2,400 2,400 6,000 Services 25,700 13% 24,415 25,186 26,214 26,985 -1,285 -514 514 1,285 Total 205,104 100% 194,849 201,002 209,206 215,359 WlWages -10,255 -4,102 4,102 ' 10,255 Total W/O 138415 142786 148614 152985 Wages 145,700 71% -7,285 -2,914 2,914 7,285 It is very hard to predict what will happen, we are going on averages of past years events, basically we can be over budget or under budget staying at the requested 2011 amount. There is a snow plow policy that has to be followed, if council decided to change the policy we could still be over/under the budgeted amount depending the type of winter we encounter I Cll Cll i N : l!l ~. .... Cll Cll Cll ~~ .... on ~ en .., .., l.> .., .: .5 .., ~ ,.e 0 fa ll) I .... Ii> II) :!l I 18 Cll ~ ~ .., .., Cll II) ~ N on en ~ .... l.> .5 .5 ~ ,.e N '-i i ~ ~ i N i~ Cll Cll Cll .... e ~ en e :!. lil~ 'tl "0 ~ ,.e 0 fa ll) I ~ ~ Ii) <0 I ~ .... Cll III ~ Cll I .., Cll ~ ~ e en en Gl .... lil ~ 'tl 0 "0 ~ E ,.e N ,g '-i I co co .., .., ~ ~. .... II) l:3 .... .., co .... ~ ~ ~ ci ci ~ [::;j ll) co. ~ .... ll) I N II) !:: l:; ~ ll) .... ~ r-- .., N .... r-: ci fi ci co .., ~ N N .5 CD N CO. ~ .... iii N ~ ~ i N N ll) Cll II) r-- Cll ~ ~ .., .., .., .... ..; ~ ~ ci to) .... Cll ll) W ~ CO ll) .... Cll Q :;) N 0 ili !!l. ~ !z 0 ~ ll) w I ~ co ~ .... ll) I ~ co ~ to) 0 .... 2!!: If .... ~ ui N ci .... w CO .... ll) II) ~ 0 N 0 CD .... N Cll ~ ~ 0 12 In N ~ l- I- .... .... 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Gl ~e 0- ra 0:: 0:: 0- Z 0 ~ B 8 c 1Il 0:: i: ld il'15 ~ 0:: w I- co ~ ll) CD Cll 0::", Z Z Cll Cll Cll Cll C ollC CiS co ~ co ~ co ~ ~~ :;) .... .... .... :;) CI) ra ~ O-..c: Q) .Q ~i 2011 Park Mainteanance Budget 2% Budaet Reduction ($12,491) 2011 2011 Requested Reduction Revised Account Budget Amount Budaet ImDact No painting of foul lines for ballflelds and lines for flag football; cut purchase of agllme which Is the material used for ballfield Infields, no grass seed purchased, no protective netting for ballflelds, no 6250 wood fiber for playground safety surfacing, reduce the amount of Other fertilizer and herbicides purchased, which will decrease the quality Supplies 40,800 -12,491 28,309 of turf In the parks and ballflelds -$12,491 5% Budget Reduction ($31,229) 2011 2011 Requested Reduction RevIsed Account Budaet Amount Budget ImDact warming houses not open for outdoor Ice season; reduce number of seasonal staff hired In summer causing the folllowlng to occur: reduction In mowing; less repairs being made to park facilities and playgrounds; slower response time to removing graffiti and 6120 repairing vandalism; maintenance of landscaped ares In parks Part-time and right of ways will be reduced causing them to be more Salaries 31,304 -13,638 17,666 unsightly with weeds No painting of foul lines for ballflelds and lines for flag football; cut purchase of agllme which Is the material used for ballfield Infields, no grass seed purchased, no protective netting for ballflelds, no 6250 wood fiber for playground safety surfacing reduce the amount of Other fertilizer and herbicides purchased, which will decrease the quality Supplies 40,800 -12,491 28,309 of turf In the parks and ballflelds terminate lease of skldster Which Is used In majority of maintenance work In the summer Involving use of equipment and 6555 will also reduce our equipment for snow removal In the winter as Equipment this piece of equipment Is used to remove snow on rinks, Rental 19,500 -5,100 14,400 sidewalks, trails and parking lots -$31,229 , 2% Budget Increase $12,491 2011 2011 Requested Increase Revised i Account Budget Amount Budget Impact 3% salary Increases for full time and seasonal staff members; Personel seasonal staff members have not seen an Increase since the Services 389,743 11,691 401,434 2008 budget 6250 ! Other Supplies 40,800 800 41,600 purchase more fertilizer and herbicides for the parks $12,491 2011 Park Mainteanance Budget 1 I I -I I 1 5% Budaet Increase $31,229 2011 2011 Requested Increase Revised Account Budaet Amount Budaet Impact 3% salary Increases for full time and seasonal staff members; Personel seasonal staff members have not seen an Increase since the Services 389,743 11,692 401,435 2008 budget 6250 Other Supplies 40,800 800 41,600 purchase additional fertilizer and herbicides for the parks 6950 Capital Outlay Machinery & purchase new trailer to haul mowers and equipment to mow and Equipment 0 18,737 18,737 maintain parks and trails $31,229 2011 Recreation Programs Budget 2% Reduction ($2,367) 2011 Requested 2011 Revised Account Budget Reduction Amount Budget Impact 6120 eliminate puppet wagon program and tots Part-Time and tikes programs completely which will Salaries 37,375 -1,367 36,008 also reduce revenues 6401 Professional reduce programs, which will also reduce Services 35,000 -1,000 34,000 revenues -$2,367 5% Reduction ($5,919) 2011 Requested 2011 Revised Account Budget Reduction Amount Budget Impact 6120 Part-Time eliminate puppet wagon program and tots Salaries 37,375 -1,367 36,008 and tikes programs completely 6401 Professional reduce programs, which will also reduce Services 35,000 -1,000 34,000 revenues 6570 purchase no new equipment for recreation Program programs and use existing equipment for an Expense 35,000 -3,552 $31,448 additional year -$5,919 .' 2011 Recreation Programs Budget 2% Budget Increase $2,367 2011 Requested 2011 Revised Account Budget Increase Amount Budget Impact 6120 3% salary increases for seasonal staff Part-Time members; seasonal staff members have not Salaries 37,375 1,211 38,586 seen an increase since the 2008 budget 6450 increase the amount of flyers and brochures Outside that can be printed to increase marketing of Printing 500 500 1,000 programs in order to increase registrations 6570 increase the amount of new equipment that Program can be purchased to replace aging Expense 35,000 656 35,656 equipment $2,36~ 5% Budget Increase $5,919 2011 Requested 2011 Revised Account Budget Increase Amount Budget Impact 6120 3% salary increases for seasonal staff Part-Time members; seasonal staff members have not Salaries 37,375 1,211 38,586 seen an increase since the 2008 budget 6401 Professional Services 35,000 1,208 36,208 increase program offerings 6450 increase the amount of flyers and brochures Outside that can be printed to increase marketing of Printing 500 1,000 1,500 programs in order to increase registrations puchase more ads in local newspapers to 6492 promote programs in order to increase Advertising 200 1,500 1,700 registrations 6570 increase the amount of new equipment that Program can be purchased to replace aging Expense 35,000 1,000 36,000 equipment $5,919 2011 Park and Recreation Administration Budget 2% Budget Reduction ($5,138) 2011 Requested Reduction 2011 Revised Account Budget Amount Budget Impact 6210 reduce the purchase of office supplies for Department staff OffIce Suoolles 700 -500 200 Includlna colored oaoer for fivers and brochures reduce the purchase of Items such as scrapers, air 6230 fresheners and other miscellaneous Items needed for City Vehicle Suoolles 250 -200 50 vehicles reduce the purchase of miscellaneous supplies needed by 6250 staff members and recognition plaques for outgoing PRAC Other Supplies 300 -200 100 members reduce the number of visits with City vehicle to parks, trails 6272 recreational facilities and recreational programs potentially Fuels 2,500 -1,000 1,500 causing a risk management Issue 6290 Uniforms 100 -100 o no clothing purchased that would Identify CItv staff 6422 no lighting of the park and recreation Informational sign on Electric 250 -250 o Denmark Avenue 6460 No NRPA memberships for City Council and PRAC Dues and Subscriptions 1,940 -788 1,152 members no MRPA memberships for PRAC members 6470 Training and reduce training opportunities, which will cause full time staff Subsistence 2,000 -1,000 1,000 members to lose certifications 6485 reduce the number of visits with personal vehicle to parks, Mileage trails and recreational facilities potentially causing a risk Reimbursement 1,800 -600 1,200 management Issue No advertisement In the Farmington Independent's 6492 Advertising 800 -500 300 Community Guide and no Community Expo handouts -$5,138 5% Reduction ($12,844) 2011 Requested Reduction 2011 RevIsed Account Budget Amount Budaet Impact 6210 reduce the purchase of office supplies for Department staff OffIce Supplies 700 -500 200 Including colored oaper for flyers and brochures reduce the purchase of Items such as scrapers, air 6230 fresheners and other miscellaneous Items needed for City Vehicle Supplies 250 -200 50 vehicles reduce the purchase of miscellaneous supplies needed by 6250 staff members and recognition plaques for outgoing PRAC Other Supplies 300 -200 100 members reduce the number of visits with City vehicle to parks, trails 6272 recreational facilities and recreational programs potentially Fuels 2,500 -1,000 1500 causlna a risk manaaement issue 2011 Park and Recreation Administration Budget 6290 Uniforms 100 -100 o no clothing Durchased that would Identify CitY staff no phones for staff members making communication with program staff very difficult especially when combined with 6412 fuel and mileage reimbursement reductions could Cell Phones 1,680 -1,680 o Dotentlallv cause a risk management Issue 6422 no lighting of the park and recreation informational sign on Electric 250 -250 o Denmark Avenue reduce program brochure from 3 to 2 brochures. Last year's budget reduction resulted In going from 4 to 3 6450 brochures a year meaning that In the past two years the Outside Printing 17,500 -6,026 11,474 brochure will have been reduced from 4 to 2 brochures 6460 No NRPA memberships for City Council and PRAC Dues and Subscriptions 1,940 -788 1,152 members no MRPA membershlDs for PRAC members 6470 Training and reduce training opportunities, which may cause full time Subsistence 2,000 -1,000 1,000 staff members to lose certifications 6485 reduce the number of visits with personal vehicle to parks, Mileage trails and recreational facilities potentially causing a risk Reimbursement 1,800 -600 1,200 management Issue No advertisement In the Farmington Independent's 6492 Advertising 800 -500 300 Community Guide and no Community Expo handouts -$12,844 2% Budget Increase $5,138 2011 Requested Increase 2011 RevIsed Account Budget Amount Budget Imeact 179,726 (excludes benefits Personnel Services amount 5,122 184,848 2.85% salarv Increase for full-time staff 6250 other Supplies 300 16 316 slight Increase for additional purchases $5,138 5% Budget Increase $12,844 2011 Requested Increase 2011 RevIsed Account Budget Amount Budget Imeact , 179,726 (excludes benefits Personnel Services amount) 5,392 184,848 3% salarv Increase for full-time staff 6250 other SUDDlles 300 16 316 slight Increase to cover emergenCY Durchases 6450 Increase to four brochures and upgrade paper quality to Outside Printing 17,500 7,000 24,500 that of the Brldae Newsletter 6492 advertise Park and Recreation services more in local Advertising 800 436 1,236 newspapers $12,844 z;- Oo CIl 0. 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('I) u:i CO N ~ ~ ..r .,.... c ~ ..... ...... .,.... .,.... ...... m. ~ ~ ....... ~ o ('I) ('I) C"'f c ('I) ('I) C"'f o C '<t <<i ('I) ('I) ~ CilQ/ Ul Kl ~~~ .5~ ~m Cl~ .,.... 0" .,.... Q/ ~o:: c: o :;::l III E .e .5 ~ i III E o (.) : .,.... .,.... o N ~ ~ Lri m 10 10. ~ ai ('I) 10 m ........ o CO as lfl '~ ....I ~ ~ Gl 0. e a.. ~ ~ CO .,.... oj I ~ o ('I) CO Lri ..... Gig; >:p ,g~ Cll E i= 1)g Q/ ~ oe- 8 0._ !a~ SQ/ Q/S Ul_ Cll Cll I!!i o~ C ... Q/ ~ ~ _0. Cll Kl ~~ Ul Q/ =....1 o~ Gl sS c: 0 Q/- :!2i ~ la . 0. ~ ~ ~16 Q/.c: E ~ o Q/ .c:Ul c: Cll ';0 ~ 05 Q/ ~l Q/ lR .c:l:; -u 0505 ... Q/ ~S J2 ,!!,l ~ ,!!,l o.c: >-1- ;=: ...... ('I) CO ai ...... N .0 ..... ...... 0; 10 o ...... CO C ci N CO <<i ..... CO .,.... .,.... 10 o ~ 'u Cll 0. Cll () ~ I- .l!l Cll 0:: ~ Ou Cll 0. Cll () ~ City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ciJarmington.mn.us TO: Mayor and Councilmembers FROM: Peter J. Herlofsky, Jr. City Administrator SUBJECT: Supplemental Budget Workshop Item DATE: July 23,2010 Attached is supplemental information regarding the debt service levy for the July 26, Budget Workshop. If you have any questions, please let me know. submitted, I -~~Yj;1 t/ ,Jr. ;1 I ator City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.cifarmington.mn.us TO: Mayor and Council Members FROM: Peter Herlofsky, City Administrator Teresa Walters, Finance Director SUBJECT: Budget Work Session - Debt Service Levy DATE: July 26, 2010 GENERAL OBLIGATION IMPROVEMENT BOND 2006A: On June 19,2006 the City council authorized the issuance of$5.5 million in bonds to cover the Vermilion River Crossing Development (Spruce Street) and the Hill Dee project. The project did not develop as anticipated leaving the City with a bond payment that exceeded the revenue sources (levy and assessments). This caused the bond fund to have a deficit balance in 2009. The deficit balance is expected to increase to $269,000 in 2010. In addition to this, the bond payment is anticipated to increase from $359,941 in 2010 to $534,091 in 2011. In 2010 we anticipate receiving approximately $100,000 in special assessments. The 2010 levy was $77,200. The bond documents state that "Should the revenues pledged for payment of the bonds be insufficient to pay the principal and interest as the same shall become due, the City is required 0 pay maturing principal and interest from moneys on hand in any other fund of the City not pledged for another purpose and/or to levy additional taxes for this purpose upon all the taxable property of the City, without limitation as to rate or amount." See page 3 , The Principal and interest payment schedule is shown on page 4 of this document. The projected special assessments are shown on page 5. 1 The actual special assessments and levy are shown below: 2006 2007 2008 2009 2010 Actual Actual Actual Actual Budaet Revenue Taxes 97,580 23,307 21,098 77,200 Spruce St Assessment 56,343 51,131 49,627 48,123 Hill Dee Assessment 119,100 83,113 50,012 13,486 51,877 Bond proceeds 283,559 Interest 6,155 8,904 1,011 187 Total Revenue 408,814 245,940 125,461 84,398 177,200 Expenses Principal 140,000 145,000 150,000 Interest - 233,374 218,968 213,525 209,941 Total Expenses - 233,374 358,968 358,525 359,941 Revenue less expense 408,814 12,566 (233,507) (274,127) (182,741) Beginning Bal - 408,814 421,380 187,873 (86,254) Ending Balance 408,814 421,380 187,873 (86,254) (268,995) 2 necessary to cure such deficiency. Investment earnings (and losses) on amounts from time to time held in the Debt Service Account and Surplus Account shall be credited or charged to said accounts. If the aggregate balance in the Bond Fund is at any time insufficient to pay all interest and principal then due on all Bonds payable therefrom, the payment shall be made from any fund of the City which is available for that purpose, subj ect to reimbursement from the Surplus Account in the Bond Fund when the balance therein is sufficient, and the City Council covenants and agrees that it will each year levy a sufficient amount of ad valorem taxes to take care of any accumulated or anticipated deficiency, which levy is not subject to any constitutional or statutory limitation. SECTION 5. SPECIAL ASSESSMENTS. The City hereby covenants and agrees that, for the payment of the cost of the Projects, the City has done or will do and perform all acts and things necessary for the final and valid levy of special assessments in an amount not less than 20% of the cost of each of the improvements financed by the Bonds. The City estimates it will levy special assessments in the aggregate principal amount of $2,742,000. It is estimated that the principal and interest on such special assessments will be levied and collected in the years and amounts shown on Appendix I attached hereto. In the event any such assessment shall at any time be held invalid with respect to any lot or tract of land, due to any error, defect or irregularity in any action or proceeding taken or to be taken by the City or by the City Councilor by any of the officers or employees of the City, either in the making of such assessment or in the performance of any condition precedent thereto, the City hereby covenants and agrees that it will forthwith do all such further things and take all such further proceedings as shall be required by law to make such assessment a valid and binding lien upon said property. ) SECTION 6. PLEDGE OF TAXING POWERS. For the prompt and full payment of the principal of and interest on the Bonds as such payments respectively become due, the full faith, credit and lmlimited taxing powers of the City shall be and are hereby irrevocably pledged. To provide moneys for the payment of principal of and interest on the Bonds as required by Minnesota Statutes, Section 475.61, subdivision 1, there is hereby levied on all of taxable property in the City a direct, .annuaI ad valorem tax which shall be spread upon the tax rolls for collection in the years and amounts as follows, as a part of other general taxes of the City, as follows: Levv Years Collection Years Amount 2006-2020 2007-2021 See Attached Levy Computation SECTION 7. DEFEASANCE. When all of the Bonds have been discharged as provided in this section, all pledges, covenants and other rights granted by this resolution to the registered owners of the Bonds shall cease. The City may discharge its obligations with respect to any Bonds which are due on any date by depositing with the Registrar on or before that date a sum sufficient for the payment thereof in full; or, if any Bond should not be paid when due, it may nevertheless be discharged by depositing with the Registrar a sum sufficient for the payment thereof in full with interest accrued from the due date to the date of such deposit. The City may 3 INTEREST EARNINGS ON CONSTRUCTION FUND Monies in the Construction Food may be invested temporarily during construction in inves1ments permitted by Minnesota Statutes. Any interest earnings or funds remaining in the Construction Fund after all project costs have been paid must be transferred to the Bond Fund for the Bonds. DEBT SERVICE PAYMENTS FOR THE $5,500,000 GENERAL OBLIGATION IMPROVEMENT BONDS, SERIES 2006A Source of Payment The Bonds are general obligations of the City for which its full faith, credit and taxing powers are pledged without limitation as to rate or amount. The City anticip~tes that the debt service will be paid fronla combination of special assessments levied against properties benefitted by improvements rmanced by the Bonds and from ad valorem property taxes. Receipt of special assessments and collection of ad valorem taxes will be sufficient to provide not less than l05% of principal and interest on the Bonds as required by Minnesota law. ~ --~ Should the revenues pledged for payment of the Bonds be insufficient to pay the principal and interest as the same shall become due, the City is required to pay maturing principal and interest from moneys on hand in any other fund of the City not pledged for another pw:pose and/or to levy additional taxes for this purpose upon all the taxable property in the City, without limitation as to rate or amooot. A copy of the Bond Resolution will be included in the Bond Issue Summary Book which will be provided to you after the closing. Schedule of Principal and Interest Payments The Schedule of Principal and Interest Payments including respective CUSIP numbers as well as the Tax Levy Calculation follows this memorandum. Closing Memorandum for City of Farmington, Minnesota $5,500,000 General Obligation Improvement Bonds, Series 2006A 4 '~NCIPAL AND INTERE~T PAYMENT SCHEDULE City of Farmington, Minnesota Dated Date: 7/12/2006 $5,500,000 General Obligation Improvement Bonds, Series 2006A Call Date: 2/1/2013 CUSIP No. Payment Payment Total Fiscal Base: Due Date Principal Rate Interest Notations P&I Total 311297 02101/07 122,194.98 122,194.98 122,194.98 08/01/07 110,528.13 110,528.13 02101/08 140,000.00 3.900 110,528.13 250,528.13 361,056.26 F26 08/01/08 107,798.13 107,798.13 02101/09 145,000.00 3.900 107,798.13 252,798.13 360,596.26 F34 08/01/09 104,970.63 104,970.63 02101/10 150,000.00 3.900 104,970.63 254,970.63 359,941.26 F42 08/01/10 102,045.63 102,045.63 02101/11 330,000.00 3.900 102,045.63 432,045.63 534,091.26 F59 08/01/11 95,610.63 95,610.63 02101/12 350,000.00 3.900 95,610.63 445,610.63 541,221.26 F67 08/01/12 88,785.63 88,785.63 02101/13 360,000.00 3.900 88,785.63 448,785.63 537,571.26 F75 08/01/13 81,765.63 81,765.63 02101/14 375,000.00 3.900 81,765.63 456,765.63 538,531.26 F83 08/01/14 74,453.13 74,453.13 02101/15 390,000.00 3.950 74,453.13 464,453.13 538,906.26 F91 08/01/15 66,750.63 66,750.63 02101/16 410,000.00 4.000 66,750.63 476,750.63 543,501.26 G25 08/01/16 58,550.63 58,550.63 02101/17 425,000.00 4.000 58,550.63 483,550.63 542,101.26 G33 08/01/17 50,050.63 50,050.63 02101/18 445,000.00 4.050 50,050.63 495,050.63 545,101.26 G41 08/01/18 41,039.38 41,039.38 02101/19 465,000.00 4.100 41,039.38 506,039.38 547,078.76 G58 08/01/19 31,506.88 31,506.88 02101120 485,000.00 4.125 31,506,88 516,506.88 548,013.76 G66 08/01/20 21,503.75 21,503.75 02101/21 505,000.00 4.150 21,503.75 526,503.75 548,007.50 G74 08/01/21 11,025.00 11,025.00 02101/22 525,000.00 4.200 11,025.00 536,025.00 547,050.00 G82 5,500,000.00 2,214,963.86 7,714,963.86 7,714,963.86 * The following funds are available to pay the Interest payment due February 1, 2007, and to pay a portion of the Interest payments due August 1, 2007, February 1, 2008, and August 1,2008: Capitalized Interest $283,559.37 81 EHLERS & ASSOCIATES INC 5 i...c Levy Calculation For: City of Farmington, Minnesota $5,500,000 General Obligation Improvement Bonds, Series 2006A Dated Date: 7/1212006 (2) (3) (4) Levy Collect Pay Total Funds P&I Less: Less: Net Tax Year Year Year P&I Available (1) x 105% Spec Assmts SpecAssmts Levy Levy 2005 / 2006 / 2007 122,194.98 122,194.98 0.00 0.00 0.00 0.00 0 2006 I 2007 I 2008 361,056.26 107,576.26 266,154.00 0.00 78,913.76 187,240.24 187,300 2007 I 2008 I 2009 360,596.26 53,788.13 322,148.54 221,880.96 78,913.76 21,353.81 21,400 2008 I 2009 I 2010 359,941.26 377,938.32 221,880.96 78,913.76 77,143.60 77,200 2009 I 2010 I 2011 534,091.26 560,795.82 221,880.96 78,913.76 260,001.10 260,100 2010 I 2011 I 2012 541,221.26 568,282.32 221,880.96 78,913.76 267,487.60 267,500 2011 I 2012 I 2013 537,571.26 564,449.82 221,880.96 78,913.76 263,655.10 263,700 2012 I 2013 I 2014 538,531.26 565,457.82 221,880.96 78,913.76 264,663.10 264,700 2013 / 2014 I 2015 538,906.26 565,851.57 221,880.96 78,913.76 265,056.85 265,100 2014 I 2015 I 2016 543,501.26 570,676.32 221,880.96 78,913.76 269,881.60 269,900 2015 I 2016 I 2017 542,101.26 569,206,32 221,880.96 78,913.76 268,411.60 268,500 2016 I 2017 I 2018 545,101.26 572,356,32 221,880.96 78,913.76 271,561.60 271,600 2017 I 2018 I 2019 547,078.76 574,432.70 221,880.96 78,913.76 273,637.97 273,700 2018 I 2019 I 2020 548,013.76 575,414.45 221,880.96 78,913.76 274,619.72 274,700 2019 I 2020 I 2021 548,007.50 575,407.88 221,880.96 78,913.76 274,613.15 274,700 2020 I 2021 I 2022 547,050.00 574,402.50 221,880.96 78,913.76 273,607.77 273,700 Totals 7,714,963.86 283,559,37 7,802,974.71 3,106,333.46 1,183,706.47 3,512,934.78 3,513,800.00 (1) The following funds are available to pay the interest payment due February 1, 2007, and to pay a portion of the interest payments due August 1, 2007, February 1, 2008, and August 1, 2008: Capitalized Interest $283,559.37 (2) Projected special assessment revenue based on $2.,000,000 assessed at 6.50% (Spruce Street Project). (3) Projected special assessment revenue based on $742,000 assessed at 6,50% (Hill Dee Reconstruction). (4) Cashflowand levy needs should be reviewed annually to account for prepaid and/or delinquent assessments. . I ~A~h~E~I~ 6 UPDATED INFORMATION: WHAT HAPPENED SINCE OUR MEETING (Review from Previous memo) 1. The Minnesota Department of Revenue calculated our Market Value Homestead Credit (MVC) Reduction for 2010 at $415,051. In 2010 we levied $350,000 as a special levy to make up for the reduction in 2009. This levy was described as a "Capital Special Levy" and placed into the Capital Acquisition fund budget. In 2011, we anticipate the same reduction to our MVC; therefore, we will be increasing our "Capital Special Levy" from $350,000 to $415,051. 2. The proposed transfer of $300,000 needed to cover the deficit in the debt service fund was recommended to come from the Capital Acquisition fund. In our attempt to reduce the General Fund levy, we recommended paying for the police vehicles out of the Capital Acquisition fund. This is no longer possible since there are limited funds in the Capital.. Acquisition fund. The following options are shown below: a. Levy for the $269,000 deficit and the increase in the debt payment. b. Levy for the increase in the debt payment, borrow the $269,000 from another fund, and levy to pay back the $269,000 at 3% interest over 10 years. c. Levy for a portion of the increase in the debt payment, borrow the deficit and the remaining portion of the payment from another fund. Leyy to pay back the higher debt balance owed to the other fund. OPTIONS FOR COUNcn. CONSIDERATION 1. Levy for the increase in the bond payment and the deficit in the fund balance. This will result in a 10.96% increase to the overall levy. a. Advantage: Does not take on any new debt since we are not borrowing from another source for the deficit or increase in bond payment. b. Disadvantage: 10.96% levy increase (see the breakdown on the next page) 7 Levy Use 2010 Levy 2011 Levy Difference General Fund $ 5,694,448 $ 5,840,396 $ 145,948 2.56% MVC - State Levy 350,000 415,051 65,051 18.59% Fire Relief Levy 195,584 126,000 (69,584) -35.58% General Levy Total $ 6,240,032 $ 6,381,447 $ 141,415 2.27% Levies Allowed Above Legislative Limits G.O. Improvement - 2003A $ 249,918 $ 249,918 $ 0.00% G.O. Improvement - 2005B 200,000 200,000 0.00% G.O. Improvement - 2006A 77,200 713,545 636,345 824.28% Equipment Certificate - 2005D 167,900 162,600 (5,300) -3.16% Wastewater Treatment - 1995 60,000 60,000 0.00% Public Project Revenue - 2001A 350,000 (350,000) -100.00% Public Project Revenue - 2010A 390,000 390,000 100.00% G.O. Capital Improvement - 2005C 144,120 144,120 0.00% G.O. Capital Improvement - 2007A 733,700 733,700 0.00% Public Safety Revenue Bonds -2007 (DCe) 59,450 59,450 0.00% Street Reconstruction - 201 OC 75,000 75,000 100.00% Ice Arena Equipment Certificate - 201 OD 20,000 20,000 100.00% Total Levies Above the General Levy $ 2,042,288 $ 2,808,333 $ 766,045 37.51% Grand Total Levies $ 8,282,320 $ 9,189,780 $ 907,460 10.96% 8 c. Future Impact of 10.96% overall increase: Option 1: Levy for Debt and deficit Future Impact Loan Estimated Levy Bond Equip Note (3%) Total percent of total Year Levy Levy Levy Levy tax. increase 2011 713,545 713,545 7.68% 2012 300,000 162,600 462,600 -4.99% 2013 320,000 162,600 482,600 0.24% 2014 330,000 162,600 492,600 0.12% 2015 340,000 162,600 502,600 0.12% 2016 350,000 162,600 512,600 0.12% 2017 360,000 162,600 522,600 0.12% 2018 370,000 162,600 532,600 0.12% 2019 380,000 162,600 542,600 0.12% 2020 390,000 162,600 552,600 0.12% 2021 400,000 400,000 0.12% 2022 244,095 244,095 -1.88% 9 2. Levy for the increase in bond payment and borrow the funds to cover the deficit ($269,000). The funds will need to be paid back and the levy will need to be increased for this additional payment as well. This will result in a 7.71 % increase in the overall levy. a Advantage: Does not include utilizing the equipment note levy set to end in 2011. Minimal impact in future years. Levy Use General Fund MVC - State Levy Fire Relief Levy General Levy Total G.O. Improvement - 2003A G.O. Improvement - 2005B G.O. Improvement - 2006A Equipment Certificate - 2005D Wastewater Treatment - 1995 Public Project Revenue - 2001A Public Project Revenue - 2010A G.O. Capital Improvement - 2005C G.O. Capital Improvement - 2007A Public Safety Revenue Bonds -2007 (DCe) Street Recons1Iuction - 2010C Ice Arena Equipment Certificate - 201 OD Total Levies Above the General Levy Grand Total Levies 2010 Levy 2011 Levy $ 5,694,448 350,000 195,584 $ 5,840,396 415,051 126,000 $ 6,240,032 $ 6,381,447 Levies Allowed Above Legislative Limits $ 249,918 $ 249,918 200,000 200,000 77,200 444,545 167,900 162,600 60,000 60,000 350,000 144,120 733,700 59,450 390,000 144,120 733,700 59,450 75,000 20,000 $ 2,042,288 $ 2,539,333 $ 8,282,320 $ 8,920,780 10 Difference $ 145,948 65,051 (69,584) $ 141,415 $ 367,345 (5,300) (350,000) 390,000 75,000 20,000 $ 497,045 $ 638,460 2.56% 18.59% -35.58% 2.27% 0.00% 0.00% 475.84% -3.16% 0.00% -100.00% 100.00% 0.00% 0.00% 0.00% 100.00% 100.00% 24.34% 7.71% b. Disadvantage: New debt issue: $269,000 (Borrow from other funds). c. Future impact of7.71 % increase Option 2: Levy for Debt and deficit Future Impact Loan Estimated Levy Bond Equip (3%) Total percent of total Year Levy Note Levy Levy Levy tax increase 2011 444,545 444,545 4.44% 2012 460,000 31,336 491,336 0.19% 2013 465,000 31,336 496,336 0.06% 2014 470,000 31,336 501,336 0.06% 2015 480,000 31,336 511,336 0.12% 2016 490,000 31,336 521,336 0.12% 2017 500,000 31,336 531,336 0.12% 2018 510,000 31,336 541,336 0.12% 2019 520,000 31,336 551,336 0.12% 2020 530,000 31,336 561,336 0.12% 2021 540,000 31,336 571,336 0.12% 2022 300,000 31,336 331,336 -2.90% 11 3. Keep the debt service schedule as previously proposed, Borrow the $462,600 ($300,000 needed to cover the deficit in 2010 and $162,600 needed to cover the debt payment in 2011), pay it back over 10 years. In 2012, this would utilize the equipment debt levy set to end in 2011. Future levy increases would include the scheduled increases proposed at the last meeting as well as an annual payment of$53,889 (10 years at 3%) to cover the amount borrowed. This would maintain the overall levy at 5.37%. a. Advantage: Lower overall levy increase in 2011. (See the breakdown below). Levy Use General Fund MVC - State Levy Fire Relief Levy General Levy Total G.O. Improvement - 2003A G.O. Improvement - 2005B G.O. Improvement - 2006A Equipment Certificate - 2005D Wastewater Treatment - 1995 Public Project Revenue - 2001A Public Project Revenue - 2010A G.O. Capital Improvement - 2005C G.O. Capital Improvement - 2007 A Public Safety Revenue Bonds -2007 (DCC) Street Reconstruction - 20 lOC Ice Arena Equipment Certificate - 201 OD Total Levies Above the General Levy Grand Total Levies 2010 Levy 2011 Levy $ 5,694,448 350,000 195,584 $ 5,840,396 415,051 126,000 $ 6,240,032 $ 6,381,447 Levies Allowed Above Legislative Limits $ 249,918 $ 249,918 200,000 200,000 77,200 251,000 167,900 162,600 60,000 60,000 350,000 144,120 733,700 59,450 390,000 144,120 733,700 59,450 75,000 20,000 $ 2,042,288 $ 2,345,788 $ 8,282,320 $ 8,727,235 12 Difference $ 145,948 65,051 (69,584) $ 141,415 $ 173,800 (5,300) (350,000) 390,000 75,000 20,000 $ 303,500 $ 444,915 2.56% 18.59% -35.58% 2.27% 0.00% 0.00% 225.13% -3.16% 0.00% -100.00% 100.00% 0.00% 0.00% 0.00% 100.00% 100.00% 14.86% 5.37% b. Disadvantage: New debt issue: $462,600. Utilizes the equipment note levy. Higher amount paid for debt due to interest. This option also increases the levy in 2012. We will also have increases in the Walnut Street and Arena Debt payments next in 2012. c. Future impact of overall 5.37% increase (Shown below) Option 3: Maintain levy increase Future Impact Loan Estimated Levy Bond Equip Note (3%) Total percent of total Year Levy Levy Levy Levy tax. increase 2011 251,000 251,000 2.10% 2012 300,000 162,600 53,889 516,489 3.21% 2013 320,000 162,600 53,889 536,489 0.24% 2014 330,000 162,600 53,889 546,489 0.12% 2015 340,000 162,600 53,889 556,489 0.12% 2016 350,000 162,600 53,889 566,489 0.12% 2017 360,000 162,600 53,889 576,489 0.12% 2018 370,000 162,600 53,889 586,489 0.12% 2019 380,000 162,600 53,889 596,489 0.12% 2020 390,000 162,600 53,889 606,489 0.12% 2021 400,000 53,889 453,889 0.12% 2022 420,000 420,000 0.24% Disadvantal!:es of all oDtions The options listed above include utilizing cash balances from other funds to pay Vermillion River, Walnut Street, and Arena debt payments. The cash will be replenished (through taxes), leaving a positive cash and fund balance at year end. 13 Fire Budget 2011 2% Cuts; $13,350 2 Paid on call personnel; Per member Salary 1634.00 Training Turn Out Gear Uniforms Break down 1139.00 1700.00 600.00 Total per member; 5073.00 Pension benefits would be reduced due to lower numbers, cost? Roughly 2 members short, 50 personnel 5% Cuts $33,375 Same break down, 5 personnel short, we currently sit at 47 active members. 2% Addition $13,350 Add to training budget 6500.00 Add to Station 1 updates $6500.00 5% Addition $33,375 Several options Chief's Vehicle $33,375 Option 2 Training $10,000 Equipment and Supplies $3,375 Station 1 Updates $20,000