The URL can be used to link to this page

Home My WebLink About1995-08-22 CC Packet Special Meeting e e AGENDA CITY OF STILLWATER CITY COUNCIL August 22, 1995 SPECIAL MEETING 5:00 p.m. CALL TO ORDER ROLL CALL 1. Review of 1996 Budget Requests 2. Other Business ADJOURNMENT e CITY COORDINATOR 1996 BUDGET REVIEW COMMENTS TO THE CITY COUNCIL: Accompanying your budget worksheets are a variety of documents supporting or explaining the 1996 budget requests. I have reviewed the budget requests with each of the Department Heads (except the Library Director). This memo summarizes the budget requests and proposed operations for 1996. I the hope this and the other information provided to you helps you in understanding the 1996 budget and City operations. Diane will be providing you with other information related to the budget including a summary of the expenditures by department including comparative data from prior years. Diane will also be providing you with information related to revenues and tax levy requirements. The budget worksheets do not include Capital Outlay costs at this time. C/O items were not included in order to focus on the normal operational costs. Further C/O items are usually bonded for and decisions on C/O items can usually be made separate from the operational costs. However, a list of requested C/O items are included in the packet for your review and preliminary consideration. I should also point out that some of the C/O items may (could) be included in the building expansion/remodeling project. This can be determined as we go thru the expansion and remodeling process. For your further information the budget worksheets contain 6 columns of numbers. The Council should focus on the 1996 Requested and 1996 recommended columns. The requested column is what is being requested by each department. The recommended column is the level of fmancing that I believe should be provided. Some of the recommendations involve adjustments to "over estimates)) I believe the Department head made or adjustments based on what I believe the Council will have to make to pare the budget to an acceptable level. At this time I do not if that "acceptable" level has been reached. This is a determination the Council will have to make based on your idea of adequate staffing levels and the level of service you wish to provide. However, I do know that the budget as it exists will probably have to be reduced somewhere in order to match expenditures with revenues in order to keep the tax levy at a reasonable level. Part of the problem at this time is the fact that the City has not received certain information from the County or other governmental agencies that tell us what our revenues will be or what our tax capacity will is. Therefore staff will probably have to "rework" the budget before the Council can adopt it. e Finally, the budget includes many other funds that are not described in this memo such as the Debt Service Funds, Trust Funds, Capital Improvement Funds, Local Improvement Funds and some Special Revenue Funds. These Funds and their purpose, etc., will be explained to you during the budget process. If you have any questions about the budget please feel free to call Diane or myself. Mayor and Council The budget requests for 1996 equal the budget for 1995. Salary increases cannot take place during 1996 because Minnesota Statutes require that salary increases, when approved by the Council, must become effective in the year following the next election. e If the Council determines that a special project or program directly related to the function of the Mayor and Council is needed (such as the legislative consulting work performed by Mr. Cain) then this could be included in this budget. Elections The City conducts elections every two years (on even years). The budget for 1996 is similar to the 1994 budget except for COLA. AdministrationlFinance The 1996 budget includes the separation of the Administration and Finance Departments. These two functions have always been combined for budgetary purposes in the . However, the two departments serve a different function and I believe it is time to set up separate budgets for each function. An attempt was made to properly "allocate" the expenditures to each department. There may be some areas, such as office supplies, postage, printing and publishing, etc., which will need to be looked at the end of the 1996 year to determine the appropriate budget for each department. The Finance budget includes a new position- Asst. Finance Director and the Admin budget includes a new position- Asst. Administrator. Law/City Attorney This budget is for the legal services provided by the City Attorney and in some cases, other law firms or counsel. The budget reflects a "business as usual" year of operation. Plant - City Hall The 1996 budget anticipates that the City Hall expansion/remodeling will be substantially complete by mid year. The Library and City Hall are presently maintained by one person. This individual incurs overtime on a regular basis in order to maintain both facilities. The expansion of City Hall will require at least an additional '12 time person. The budget reflects this requirement. Due to the fact that some items will be repaired or replaced during the expansion and remodeling project the budget for certain expenditures such as building repair charges have been held to a minimum or reduced. e e Police The 1996 budget includes a request for one additional Patrol Officer and an additional Investigator position. The net increase in personnel would be one employee because the Investigator position would be filled by a current employee. The remainder of the budget would reflect a "business as usual" year of operation. Fire The 1996 budget includes a new line item-Fire Education. The Fire Education program involves visiting elementary schools to provide grade school children education on fire prevention. The expenditures are primarily supplies and materials. Although the budget does not include any significant increase in expenditure over the 1995 budget, the department will need to continue to conduct at least two inspections of all commercial buildings. The department will also be equipping and training for water rescue activities. The department will also have to continue the inspection of fire hydrants as well as fuel tanks. Building Inspection The 1996 budget reflects a "business as usual" year of operation. Obviously the expenditures (and related revenues) depends on the building activity which is affected by the economy and other factors. Therefore the budget is an estimate of the building related activity for 1996. Civil Defense The 1996 budget reflects a decrease in part time salaries due to not replacing the Civil Defense Director position which became vacant in 1995. I believe this program can be administered by the Police Dept personnel like in most metro area cities. Public Works-General (Engineering) No significant changes are anticipated for 1996. The budget does include a request for $20,000 to continue the environmental study (phase II) of the old dump site on Myrtle Street. However, the budget also includes a reduction in consulting engineering services of $20,000 from 1995. Public Works-Street Ie The budget includes a slight increase for seal coating expenditures ($5000) over 1995. The sealcoating work is a major element of a good pavement management program and will hopefully keep the more costly repairs/reconstruct projects to a minimum ( Note that the 1996 sealcoating budget is below the actual expenditure for 1994). The 1996 budget also includes an increase in salaries for temporary laborer/maintenance workers. A starting salary of $7.50 per hr with $.25 annual increases to a max of $8.50 per hr. Otherwise the budget reflects a "business as usual" year of operation. Public Works-Equipment Maintenance Shop The "City Garage" provides maintenance/repair activities for city vehicles and equipment. A "business as usual" year of operations is anticipated. e Planning The budget includes a request for $30,000 for Other Professional Services to conduct studies or to develop certain plans including the following: 1) $3500 for So. Hill Historic structure study 2) $10,000 for McKusick Lake Park/Walkway plan 3) $10,000 for Traffic plan 4) $5000 for a neighborhood plan During 1995 the City Council authorized additional work related to the Comp plan. The cost of this work ($15,000 for Fiscal Impact Analysis and $3500 to develop cost estimates for trunk sewer and water utilities in the projected growth areas). It should be understood that the 1996 budget does not include any "carry over" of the Comp plan work or any other study approved by the Council in 1995. Nor does the 1996 budget include any additional studies related to the Comp plan that may be necessary to complete the plan. Otherwise, the 1996 budget reflects a "business as usual" year of operation. Library The 1996 budget (including Plant- Library) has not changed significantly from 1995 and somewhat reflects a "business as usual" year of operation. The budget does include a request for additional part time personnel (about $15,000). These personnel would work less that 14 hours per week and would not be eligible for City benefits. There appears to be an overall decrease in expenditures for the Library operations due to a change in the insurance allocation for the Library operations. However, there is also an increase in the Plant-Library expenditures due to the insurance allocation. Note: A "business as usual" year of operation means that a department will not be expanding its operations or implementing new services or programs. In other words the department will be operating at the same level (including staffing) as the prior year. e e MEMORANDUM FR: Mayor and City Council C\ Diane Deblon, Finance Director)r;f1 August 18, 1995 TO: DA: RE: 1996 BUDGET Attached is the department head meeting schedule and various worksheets and schedules relating to the 1996 budget. Some general information on the 1996 budget: Revenues Property tax increase is estimated at 3 percent (excluding the building project). Liquor, beer and wine licenses have not increased, but the city council should consider increasing these license fees. LGA increase is $61,650 HACA decrease is $33,925 Engineering charges increase is $43,500 Interest income increase is $35,000 Expenditures A 3 percent increase for wages No change in health insurance ($350/month) The Chamber of Commerce requests are not included, the city council may want to consider the lodging tax which is expressly for tourism promotion and would provide a permanent source of funding. The 1996 request column of the budget worksheets reflects each departments' request including additional personnel and programs, etc. The 1996 recommended column has been reduced to 1995 level of operations with additional request for personnel and programs essentially eliminateCl. From the recap sheet, the recommended surplus is only $29,798 which is the amount of revenue left to allocate and/or fund any of the department's requests. The property tax "estimates" are a best guess at this time, the county expects to have final valuations by August 25. As you review the information submitted, feel free to contact the department head or myself with any questions you may have. e e I. CITY OF STILLWATER MEMORANDUM TO: Department Heads, Mayor and City Council- F.Y.I. FROM: Diane Deblon, Finance Director /JJ{J DATE: August 16, 1995 SUBJECT: 1996 Budget meeting with City Council The following schedule of meetings has been arranged for Tuesday, August 22, 1995 to discuss 1996 Budget requests with the City Council. Members of the City Council may call you prior to the Tuesday meetings to answer any questions. The focus of the 1996 Budget discussions should be any increase in service level, personnel or programs over and above current 1995 operations. Tuesday, August 5:00 - 6:00 6:00 - 6:45 6:45 - 7:15 7:15 - 8:15 8:15 - 8:45 8:45 - 9:00 9:00 - 9:30 9:30 - 10:00 Klayton Eckles Tim Thomsen Steve Russell Don Beberg George Ness Allen Zepper Diane Deblon Nile Kriesel Wednesday, August 23rd 5:00 - 5:30 5:30 - 5:45 5:45 - 6:00 Lynn Bertalmio Dave Magnuson Modi Weldon Deoartments Public W orkslEngineering, Street, Shop, Signs & Lighting, WMO's, sewer, storm sewer Parks, Lily Lake Planning Police, Civil Defense, DARE, Parking Fire Inspections Finance Administration, Special events, Mayor & City Council, Plant/City Hall, Solid Waste Deoartments Library Legal Elections City of Stillwater Property Tax "Estimates" e Notes: Current Debt Service Levies $910,013 Outstanding Bond Issues 1996 Capital Outlay Levy $62,000 Based on 1996 Recommended Capital Outlay Total Debt Serivce Levies $972,013 General Levy $2,187,839 Grand Total Levy $3,159,852 1996 Estimated Tax Capacity Rate = 31.641% (excluding Building Levy) (3% increase over 1995) Building Estimated Market Value Proposed 1996 Levy Actutal 1995 Levy $3,500,000 1995 Net Tax 1 year 1 year $ Increase 25 years Homestead Residential Capcacity 31.641% 30.719% 2.872% $40,000 $400 $126.56 $122.88 $3.69 $11.49 $50,000 $500 $158.21 $153.60 $4.61 $14.36 $70,000 $700 $221.49 $215.03 $6.45 $20.10 $90,000 $1,080 $341.72 $331.77 $9.96 $31.02 $100,000 $1,280 $405.00 $393.20 $11.80 $36.76 $125,000 $1,780 $563.21 $546.80 $16.41 $51.12 $150,000 $2,280 $721.41 $700.39 $21.02 $65.48 $200,000 $3,280 $1,037.82 $1,007.58 $30.24 $94.20 $250,000 $4,280 $1,354.23 $1,314.77 $39.46 $122.92 $300,000 $5,280 $1,670.64 $1,621.96 $48.68 $151.64 $350,000 $6,280 $1,987.05 $1,929.15 $57.90 $180.36 $400,000 $7,280 $2,303.46 $2,236.34 $67.12 $209.08 Apartments (1-3 units) $50,000 $1,150 $363.87 $353.27 $10.60 $33.03 $75,000 $1,725 $545.81 $529.90 $15.90 $49.54 $100,000 $2,300 $727.74 $706.54 $21.21 $66.06 $200,000 $4,600 $1,455.49 $1,413.07 $42.41 $132.11 Apartments (4+ units) $100,000 $3,400 $1,075.79 $1,044.45 $31.35 $97.65 $500,000 $17,000 $5,378.97 $5,222.23 $156.74 $488.24 $750,000 $25,500 $8,068.46 $7,833.35 $235.11 $732.36 $1,000,000 $34,000 $10,757.94 $10,444.46 $313.48 $976.48 $2,500,000 $85,000 $26,894.85 $26,111.15 $783.70 $2,441.20 Commericalllndustrial $50,000 $1,500 $474.62 $460.79 $13.83 $43.08 $75,000 $2,250 $711.92 $691.18 $20.75 $64.62 $100,000 $3,000 $949.23 $921.57 $27.66 $86.16 $200,000 $7,600 $2,404.72 $2,334.64 $70.07 $218.27 e $500,000 $21,400 $6,771.17 $6,573.87 $197.31 $614.61 $1,000,000 $44,400 $14,048.60 $13,639.24 $409.37 $1,275.17 $2,500,000 $113,400 $35,880.89 $34,835.35 $1,045.55 $3,256.85 e ie 1996 DEBT SERVICE LEVY FUND # NAME AMOUNT 305 1990A C.O. Bonds $382,253 306 1993C C.O. Bonds 281,379 308 19940 C.O. Bonds 24,080 320 1988A C.O. Bonds 109,006 360 1986A C.O. Bonds 113,295 Total $910,013 CANCEL DEBT SERVICE LEVIES 501 503 517 518 1987C Imp. Bonds 1986A Imp. Bonds 1994A Imp. Bonds 1994B Imp. Bonds $8,673 4,515 135,222 56,035 1996 CAPITAL OUTLAY PAGE 1 1996 CAPITAL OUTLAY PAGE 2 1996 CAPITAL OUTLAY Requested Recommended PARKS e Tractor and mower $7,000.00 $7,000.00 Flail mower $2,500.00 $2,500.00 Truck $20,000.00 $20,000.00 Storage Building at Parks Department $12,000.00 $0.00 Meadowlark Park basketball and tennis court $3,500.00 $3,500.00 Horseshoe pits at Northland Park $10,000.00 $0.00 Benson Park $35,000.00 $35,000.00 New Playground Equipment $60,000.00 $30,000.00 TOTAL $150,000.00 $98,000.00 LILY LAKE Remodel locker rooms 3 and 4 at arena $15,000.00 $8,000.00 Skid steer loader at arena $12,000.00 $12,000.00 Swimming dock & (2) lifeguard stands $6,200.00 $0.00 TOTAL $33,200.00 $20,000.00 SUBTOTAL (GENERAL, LIBRARY, PARKS AND LILY LAKE) $918,360.00 $678,895.00 Addition to Bldg. & Remodeling $3,850,000.00 $3,850,000.00 TOTAL CAPITAL OUTLAY FOR BONDING $4,768,360.00 $4,528,895.00 SEWER DEPARTMENT - Paid by Sewer Fund Repair Lily Lake Lift Station $30,000.00 $30,000.00 Repair Echo Lane Lift Station $10,000.00 $10,000.00 Update Lift Station Wiring $10,000.00 $10,000.00 Machinery and Equipment $10,000.00 $10,000.00 TOTAL $60,000.00 $60,000.00 GRAND TOTAL CAPITAL OUTLAY $4,828,360.00 $4,588,895.00 e PAGE 3 e e -- - RECAP OF FUNDS 1996 Recommended Eurn:l Revenue Expenditure Surplus/Deficit General $ 5,325,551 $ 5,222,950 $ 102,601 Library 563,705 584,203 (20,498) Parks 303,792 356,097 (52,035) Total (property tax funded) 29,798 Enterprise Funds (Self-supporting) Sewer 1,465,000 1,474,203 (9,203) Storm Sewer 150,000. 33,500 116,500 Solid Waste 1,241 ,155 1,237,800 3,355 Parking 46,000 67,398 (20,739) Lily Lake 18,500 26,757 (8,257) e 1994 Actual Mavor and Council Personnel Services & Charaes Miscellaneous _..-Iota I Operatina Capital Outlay Elections Personnel Supplies Services & Charaes Miscellaneous 45,088 43,074 5.539 93,701 o 9,020 494 2,320 52 -=-c-.--- __Total Operatina -. _ C~tal OutlaL f!!!!nce Personnel Supplies. Services & Charaes Miscellaneous 11886 o -, TotalOperat!!:!g ~ital Outla}' ~!1istratlon Personnel Supplies Services & Charges 371,290 11,300 113,835 29,157 525,582 14,102 Miscellaneous Total Opera!!r!a Capital Outlav 1995 Budaet 46,177 8,400 6.500 61,077 o o o 376,787 11,100 122,725 :H.1OO 544,712 o 1996 Budget Recommended 48,647 48,090 6.500 103,237 o o o o Q 9,200 525 2,500 60 o o 12,285 o 236,662 3,250 63,620 U5Q o 305,882 o o 224,069 8,800 89,030 28.8QQ 350,699 o 48,647 48,090 6..5QQ 103,237 o 9.200 525 2,500 60 12,285 o 192,021 3,250 46,620 U5Q 244,241 176,938 8,800 79,180 28.8QQ 293,718 o 1995 1996 ~ ReQuested Recommended 1995 1996 OJ:. Requested Recommended 2,470 39,690 Q 42,160 o 9,200 525 2,500 60 12,285 o 236,662 3,250 63,620 U5Q o 305,882 o (152,718 (2,300 (33,695 (5.3001 (194,013 o 2,470 39,690 o 61,077 o 9,200 525 2,500 60 12,285 o 192,021 3,250 46,620 U5Q 244,241 (199,849 (2,300 (43,545 l5..3QQ) (250,994 o 5.35% 472.50% Q..QQ.% 103,237 0.00% o 0.00% -40.53% -20.72% -27.46% -1554% -35.62% . 1QQR o --.-- ....- ---- 5.35% 472.50% 1996 - $38,000 for LeQislative Associates 0.00% 103,237 0.00% 0.00% --1-------- --- 1996 is an election vear -~--~ --'-- ----- -- Request 1 FT. Asst. to Finance Director .--- --~-- ReQuest $15,000 for Professional Services -- - 1----- -- -53.04% ReQuest 1 F.T. Admin. Assistant -20.72% -35.48% ReQuest $6,900 for recodification -15.54% -46.08% .. _=--=J --=-=~~~1 -.--.. -c." ----I -------~ -+~--3 . +----j --- -j---- -- - . I-..-------~._-- e e 1994 1995 1996 Budget 1995 1996 1995 1996 Adu.aJ. Buda.et Recommended 'I: In,. 1....."',.\ o/^ , nn Reauested Recommended Requested Recommended ---- City Attorney Personnel 44,679 46,063 56,202 56,172 10,139 10,109 22.01% 21.95% Supplies 2,108 2,900 3,000 2,900 100 0 3.45% 0.00% Services & Charoes 111,136 115,545 117,595 115,595 2,050 50 1.77% 0.04% Miscellaneous 1AIZ 50Q 50Q 50Q Q Q ~ ~ Total Operating 159,400 165,008 177,297 175,167 12,289 10,159 7.45% 6.16% Plant/Citv Hall Personnel 18,092 13,906 13,921 25,231 15 11,325 0.11% 81.44% Recommendf1/2\P.T. Janitor Supplies 4,465 4,750 4,750 4,750 0 0 0.00% 0.00% Services & Charges 73,164 52,500 49,200 46,100 (3,300 (6,400 -6.29% -12.19% Recommend decrease of $3,100 for Blda. reoairs Miscellaneous 492 650. 55.0. 55.0. L1QQ; (100 -1538% -1538% Total Operating 96,213 71,806 68,421 76,631 73,385 4,825 -4.71% 6.72% Caoital Outlav 2,473 0 0 0 0 0 -- Police Personnel 1,076,225 1,155,638 1,237,559 1,210,259 81,921 54,621 7.09% 4.73% Reauest for 1 F.T. Patrol & 1 Investigator Promotion Supplies 30,319 34,983 37,466 34,843 2,483 (140 7.10% -0.40% Request $2,000 Increase in Auto Fuel Services & Charoes 96,561 152,176 155,577 148,006 3,401 (4,170 2.23% -2.74% Reauest $2,500 Increase for Vehicle Reoair Miscellaneous 35Jl55 3M68 35.J.3a ~ 1.4ZO llSJ. 4.3Z% 2..2.9.%. Y.S.B. recommend is 3% Increase Total Operating 1,238,160 1,376,465 1,465,740 1,427,546 89,275 51,081 6.49% 3.71% -- Capital Outlav 62,991 0 0 0 0 0 --- ---- .----.-- 2 e e . 1994 1995 1996 Budget 1995 1996 1995 1996 Actl.I.al Budget Recommended ~~ ~ 01.. ~ nn iC1QR & ReQuested Recommended ReQuested Recommended Fire Personnel 499,540 474,912 483,979 480,479 9,067 5,567 1.91% 1.17% ReQuest O.T., F.T. $6,816 & P.T. Increase $2,000 Supplies 11 572 11,800 16,650 11,800 4850 0 41.10% 0.00% Reauest $2,500 - fire education, $1,000 - safety eQuipment, $1,350 - SUD lies Services & Charaes 127,978 134,467 144,537 139,337 10,070 4,870 7.49% 3.62% ReQuest $1,500 sem/conf., $7,000 vehicle repairs Miscellaneous 3.S34 6.3Q.Q 6.35Q 6.35Q 50. 50. Q.19%. Q.19%. Total Operating 642,924 627,479 651,516 637,966 24,037 10,487 3.83% 1.67% Capital Outlay 26,462 0 0 0 0 0 Inspection Personnel 90,654 110,967 118,814 118,814 7,847 7,847 7.07% 7.07% Supplies 2,778 2,450 2,650 2,450 200 0 8.16% 0.00% Services & Charges 19,248 22,020 25,420 24,870 3,400 2,850 15.44% 12.94% Recommend $1,400 meals, housina, sem/conf., $500 uniforms Miscellaneous 3.1Z8 ZOO 850. 850. 150. 150. ~ ~ Total Ooeratina 115,858 136,137 147,734 146,984 11,597 10,847 8.52% 7.97% Capital Outlay 5,592 0 0 0 0 0 Civil Defense Personnel 2,041 3,364 3,364 0 0 (3,364 0.00% -100.00% Recommend Eliminate Salary Supplies 0 50 50 50 0 0 0.00% 0.00% Services & Charaes 1,658 1,915 1,215 1,215 (700 (700 -36.55% -36.55% Miscellaneous B92 1D.Q 1D.Q 1D.Q .0 Q 0JlQ% 0JlQ% JotalOperatina 4,591 5,429 4,729 1,365 (700 (4,064 -12.89% -74.86% Capital Outlay 14,419 0 0 City Enaineer Personnel 90,191 114,006 120,584 118,345 6,578 4,339 5.77% 3.81% ReQuest $2,000 for O.T. - F.T. Supplies 1,934 4,000 4,500 4,500 500 500 12.50% 12.50% Services & Charaes 31,458 39,925 41,950 41,950 2,025 2,025 5.07% 5.07% Miscellaneous 2.81.3 82Q 82Q 82Q Q Q 0.00% Q.OQo/ll o_______ _ Total Operating 126,456 158,751 167,854 165,615 9,103 6,864 5.73% 4.32% Capital Outlay 6,974 0 0 0.00% 0.00% Street Personnel 262,150 302,041 298,617 293,454 (3,424 (8,587 -1.13% -2.84% ReQuest $7,000 Increase for P.T., Recommend 3,060 ~!!~. 62,869 76,600 76,600 76,600 0 0 0.00% 0.00% ..-.- ---------- ..Se~ices ~.~t!~!9.~ 161,108 133,711 138,711 138,711 5,000 5,O,!Q. 3.74% 3.74% ~~commend $5,000 Increase for sealcoa!!!!9.. ------..-- - Miscellaneous 1.OfiI 3JIDQ :tQQQ .---a]OO. Q Q ----000% . Q.oO% "-.- --'-~"--------_. ------~-- .._--- Total Operatina 487,194 515,352 516,928 511,765 1,576 (3,587 0.31% -0.70% 3 - e 1994 1995 1996 Budaet 1995 1996 1995 1996 -- Actu.al. Budget Recommended --~ % 100R R. Reauested Recommended Requested Recommended Capital Outlay 43,796 0 0 Equip Malnt Shop Personnel 88,004 85,650 88,338 88,338 2,688 2,688 3.14% 3.14% Supplies 9,959 9,500 10,500 10,500 1,000 1,000 10.53% 10.53% $1,000 net increase for supplies Services & Charaes 30,059 22,285 23,918 23,918 1,633 1,633 7.33% 7.33% Miscellaneous 1.Q5. Q Q Q Q Q Q.QQ% Q.QQ% TotalOperatina 128,127 117 ,435 122,756 122,756 5,321 5,321 4.53% 4.53% 1----- Capital Outlay 3,952 0 0 0.00% 0.00% Planning Personnel 150,541 140,187 133,975 133,975 (6,212 (6,212 -4.43% -4.43% Supplies 3,751 3,250 3,750 3,750 500 500 15.38% 15.38% -- Services & Charaes 30,279 43,102 50,852 38,302 7,750 (4,800 17.98% -11.14% Reauest $30,000 Inc. for prof. servic., $3,600 car allow. .--- ----_._~.- Miscellaneous 1.538 1.25Q 1.25Q 1.25Q Q Q l1.O.O.%. l1.O.O.%. -. Total Operatina 186,109 187,789 189,827 177,277 2,038 (10,512 1.09% -5.60% Capital Outlay 926 0 0 Sians & Liahtlna Supplies 10,006 8,000 10,000 10,000 2,000 2,000 25.00% 25.00% Recommend $2,000 Increase for supplies Services & Chames 133,800 131 500 131,500 132,500 0 1,000 0.00% 0.76% Recommend $1,000 Increase for elec. Miscellaneous Q Q Q Q Q Q 0.00% 0.00% TotalOperatina 143,806 139,500 141,500 142,500 2,000 3,000 1.43% 2.15% Capital Outlay 0 0 0 0.00% 0.00% Unallocated Personnel 66,070 50,600 76,800 76,800 26,200 26,200 51.78% 51.78% Increase to Actual Services & Charaes 675 2,000 2,000 2,000 0 0 0.00% 0.00% --,,_-"-'-~~--'---' Miscellaneous 5..1A2 5.OOQ 5.OOQ 5.OOQ Q Q l1.O.O.%. l1.O.O.%. - -- --- Total Operating 71,887 57,600 83,800 83,800 26,200 26,200 45.49% 45.49% Capital Outlav 0 0 0 0.00% 0.00% TOTAL OPERATING - GENERAL F 4,031,894 4,164,540 4,510,205 4,322,853 39,783 (67,011 0.96% -1.61% --- ~._---~._-----~~ -- ......- --.------.-.......- . ..--------.------..-----.1------ -- -. ----~--- ~fers 0 7,500 7,500 7,500 0 0 0.00% 0.00% ---.--- ~r1sfer Out - Special Events .- .-------- 4 e e 1994 1995 1996 Budaet 1995 1996 1995 1996 Actual Budget Recommended OI- l nn .R. Reauested Recommended Requested Recommended Transfer Out - DARE 1,000 1,000 2,000 1,000 1,000 0 100.00% 0.00% Transfer Out - Brown's Creek 0 0 0 2,500 0 2,500 Recommend $2,500 Transfer Out - Library Fund 517,862 544,705 544,705 544,705 0 0 0.00% 0.00% Transfer Out - Park Fund 290,315 289,392 289,392 289,392 0 0 0.00% 0.00% Transfer :Out - Storm Sewer 35,000 Transfer Out - Solid Waste Fund 62,000 55,000 55,000 55,000 0 0 0.00% 0.00% Transfer Out - Parkina Fund 4,782 0 0 Transfer Out - Lily lake Fund 13,833 0 0 Total Transfers 924,792 897,597 898,597 900,097 1,000 2,500 0.11% 0.28% SUBTOTAL (X-FERS & OPERATIN 4,956,686 5,062,137 5,408,802 5,222,950 40,783 (64,511 0.81% -1.27% - -- ----- -- -- _m -_._------~.- ---------- .--~ - -..- ---_.._-~-_..- --.--.--..------- -.- 5 e e 1994 1995 1996 BudQet 1995-1996 1995-1996 Actual Sine. ( nF!r.) % Inc. (nF!r. ) nn 1 Q9R 00""0.,+., LIBRARY FUND Reauested Recommended Reauested Recommended -- Revenues Charges for Services 5,058 7,500 7,500 7,500 0 0 0.00% 0.00% Book Sales 1,656 3.,500 3,500 3,500 0 0 0.00% 0.00% Miscellaneous 6,028 8,000 8,000 8,000 0 0 0.00% 0.00% 517,862 544.705 544,705 544,705 Q Q M.O.% Q..QQ% TotalOperatinQ 530,604 563,705 563,705 563,705 0 0 0.00% 0.00% Capital Outlay Bonds 7,728 0 0 Grand Total 538,332 563,705 563,705 563,705 0 0 0.00% 0.00% Libra~~erations Personnel 338,624 363,093 392,218 385,569 29,125 22,476 8.02% 6.19% Supplies 83,974 84,640 86,685 86,230 2,045 1,590 2.42% 1.88% Services & Charaes 39,873 47,565 34,950 33,750 (12,615 (13,815 -26.52% -29.04% $9,615 Insurance moved to Library Plant Micellaneous U6.6 2A5Q 2MQ 2..51D 6Q 6Q 2A5.% ~ TotalOperatina 465,837 497,748 516,363 508,059 18,615 10,311 3.74% 2.07% Capital Outlay 2,304 0 0 Library Plant Personnel 22,311 21,732 23,204 23,204 1,472 1,472 6.77% 6.77% Supplies 2,963 4,275 4,275 4,275 0 0 0.00% 0.00% Services & Charaes 37,587 37,750 46,665 46,465 8,915 8,715 23.62% 23.09% $9615 Insurance from operations -- Miscellaneous U2.1 2.2..Q.O. 2.2QQ 2.2OQ Q M.O.% QJlQ% 10,187 15.75% 15.44% -_._._--~-_.- Total Operating 64,782 65,957 76,344 76,144 10,387 -~ - Capital Outlay 5,424 0 0 Total Operating for Library Operations & Plant 530,619 563,705 592,707 584,203 29,002 20,498 5.14% 3.64% ~------_._- 1 e e 1994 1995 1996 Budget 1995-1996 1995-1996 ~ RllnnAt ~ . ~I Recommended $ Inc. I'..... ~, % Inc. fllQI"\ on 1996 C",,.,,,Q<>+<> PARK FUND Reauested Recommended Requested Recommended Revenue Trust Income. 6,768 5,000 7,000 7,000 2,000 0.00% 40.00% Miscellaneous 14,037 6,OdO 7,400 7,400 1,400 1 ,400 23.33% 23.33% General Fund Transfer 290,315 289,392 289,392 289,392 Q Q 0.00% 0.00% Total Operating 311,120 300,392 303,792 303,792 1,400 3,400 0.47% 1.13% Grand Total 386,588 300,392 303,792 303,792 1,400 3,400 0.47% 1.13% Parks Expendures Personnel 248,463 235,910 295,753 264,215 59,843 28,305 25.37% 12.00% Add 1 F.T. Laborer Supplies 20,665 25,550 26,650 25,550 1,100 0 4.31% 0.00% Services & Charaes 31 ,762 43,032 63,132 62,932 20,100 19,900 46.71% 46.24% Request $20,000 for Park plan Miscellaneous 7,771 MOO M5-Q MOO 50 Q 1.47% 0.00% Schulenberg & Sunrise Park Total Operating 308,661 307,892 388,985 356,097 81 ,093 48,205 26.34% 15.66% Grand Total 390,329 307,892 388,985 356,097 81 ,093 48,205 26.34% 15.66% 1 e e 1994 1995 1996 Budaet 1995 1996 1995 1996 AmuaI Bud.a.ef Recommended $ Inc. ~, % Inc. I in",,., . on 100A Reauested Recommended Reauested Recommended SEWER FUND Revenues Service CharQes 1,269,577 1,275,000 1,310,000 1,310,000 35,000 35,000 2.75% 2.75% Other CharQes 169,886 85,000. 105,000 105,000 20,000 20,000 23.53% 23.53% Interest Income 50044 42000 50000 50000 8,000 8,000 19.05% 19.05% Miscellaneous uoa Q Q Q Q Q Total Ooeratina 1,492,815 1,402,000 1,465,000 1,465,000 63,000 63,000 4.49% 4.49% Expenses Personnel 187,835 209,777 216,404 216,404 6,627 6,627 3.16% 3.16% Suoolies 6,280 6,500 6,500 6,500 0 0 0.00% 0.00% Services & Charaes 1,206.644 1,165,714 1,227,299 1 ,227,299 61,585 61,585 (5.28% (5.28% Recommend 3.5% Increase for MWCC Miscellaneous 3,662 0 0 0 0 0 Deoreciation 21,623 23,700 24,000 24,000 300 300 1.27% 1.27% Transfer Out 1L15.1 H.,.1S.1 0. 0. (1 L.15.1 (11..15.1 :100,00%. -10.0..00% TotalOoeratinQ 1,443,195 1,422,842 1,474,203 1,474,203 51,361 51,361 3.61% 3.61% ---.-.--------.-. .-.---..---- Capital Outlav 0 0 60,000 60,000 60,000 60,000 0.00% 0.00% 1 e e 1994 1995 1996 Budget 1995- 1996 1995 1996 Ac1u.al g;lnt" inc.t"\ % Inc. IfDAr.\ . nn 1996 Reauested Recommended Reauested Recommended 1994 1995 1996 Budget 1995 1996 1995 1996 Ac1u.al Slnc. (nAr. \ % Inc. ImAr.\ on 1996 ReQuested Recommended ReQuested Recommended STORM SEWER FUND (NEW) Revenue Service Charge 0 0 150,000 150.000 150.000 150,000 Reauest new servo charae to beain 1-1-96 Transfer In 35.000 Q Q Q Q Q TotalOoeratina 35.000 0 150,000 150.000 150.000 150,000 Expenses Services and Charges 0 0 33,500 33.500 33,500 33.500 Reauest Inventory of Storm Sewers 1 e e . 1994 1995 1996 Budaet 1995 1996 1995. 1996 Ac1u.a.l ... Recommended $ Inc. lOee) % Inc. libee) on 1996 Reauested Recommended Reauested Recommended PARKING FUND Revenues Permits 13,234 15,000 15,000 15,000 0 0 0.00% 0.00% Parkina Tickets 9,394 12,000 12,000 12,000 0 0 0.00% 0.00% Parking Fines 9,381 24,000 15,000 15,000 (9,000 (9,000 -37.50% -37.50% Interest 6,436 4,000 4,000 4,000 0 0 0.00% 0.00% Miscellaneous 0 2,500 0 0 (2,500 (2,500 -100.00% -100.00% General Fund Transfer U.82 Q Q Q Q Q Total 43,227 57,500 46,000 46,000 (11,500 (11,500 -20.00% -20.00% Expenses ._-,--~--_._- Personnel 28,103 35,358 35,014 35,014 (344 (344 -0.97% -0.97% Supplies 165 700 700 700 0 0 0.00% 0.00% Services & Charges 27,338 31,126 30,875 30,875 -(251 (251 -0.81% -0.81% Miscellaneous 266 15Q 15.Q 15Q Q Q Q.QQ% Q.QQ% Total Qperatina 55,872 67,334 66,739 66,739 (595 (595 -1.06% -0.88% 1 e e 1994 1995 1996 Budaet 1995 1996 1995 1996 Actu.al Burl(]f~t Recommended $ Inc. IfDec) % Inc. I (nec) nn 1 AAA Reauested Recommended Reauested Recommended SOLID WASTE FUND Revenues Services & Charges 1,072,007 1 ;009,000 1,129,500 1,129,500 120,500 120,500 11.94% 11.94% Recommend 3% increase in garbaae fee Other 3,254 0 0 100.00% General Fund Transfers 62,000 55,000 55,000 55,000 0 0 0.00% 0.00% Recyclina Grant Z2..Q.QZ 5UQI 56M5 56M5 ,,, nl:'" {? n",?, ::3..5.Q.%. ::3..5.Q.%. Total Operating 1,209,268 1,122,707 1,241,155 1 ,241 ,155 118,448 118,448 10.55% 10.55% Expenses Supplies 638 2,700 2,700 2,700 0 0 0.00% 0.00% Services & Charges 1205386 1,209,665 1,235,100 1,235,100 25,435 0 2.10% 0.00% Miscellaneous Q Q Q Q 0 Q Depreciation 4958 0 0 0 0 0 Total Operating 1,206,024 1,212,365 1,237,800 1,237,800 25,435 0 2.11% 0.00% 1 e e " '" These sheets are supporting documentation received for 1996 BUDGET REQUESTS e CITY OF STILLWATER MEMO DATE: JULY 18, 1995 FROM: KLA YTON ECKLES, CITY ENGINEER ILe/ TO: CITY COUNCIL RE: PUBLIC WORKS/CITY ENGINEER BUDGET DISCUSSION The City Public Works function is split into three separate divisions. These divisions are the street/storm sewer division, the sanitary sewer division and the equipment maintenance division. The streets, curb and gutter, ditches, storm sewer, parking lots, snow removal and tree removal. The sewer division monitors and maintains lift stations, cleans and repairs sewer lines and manholes, responds to emergencies, assists residents with sewer blockages and assists in plowing. The equipment maintenance division maintains all public works vehicles and equipment, performs some maintenance on administrative, police, and fire vehicles, fabricates new equipment, and maintains the public works garage. Public Works has over 20 pieces of equipment and these must be continually updated and replaced. For 1996 I have included a tractor back hoe in the capital outlay to replace the oldest loader, also in capital outlay additional lift station improvements are contemplated. The Engineering Department is closely related to Public Works. It provides direction and support to Public Works and responds to citizen concerns or problems that relate to city Public Works. The Engineering Department also coordinates design and construction of new improvements and the rehabilitation of old infrastructure. This involves the review of plans prepared by outside consultants and preparation of plans in house. Engineering also provides technical' support to the Planning Department, the Building Department and Administration. e ~ D ---('. , \ \ ~ -'\ ~i (J \\"" \ \0 PARKS CAPITAL OUTLAY 1996 · ~e full time person - see attached work schedule \-~ c/o Machinery 53.00 - $7,000 Replace 1992 Kubota - has over 2,000 hours on it and is wearing out - tractor and mower deck c/o machinery 53.00 - $2,500 Replace 10 year old Flail mower - used to mow rough areas in the City c/o Automotive 53.02 - $20,000 Replace 1987 Dodge pickup - the '87 Dodge is rusted out an in bad shape. c/o Other 52.00 - $12,000 Storage building at Parks Department We have a lot of machinery and trucks that stay out year around and are getting weather damaged. This past year we rented two storage sheds at the cost of $2,112 and we still cannot get all of the equipment in. In the next two years, we can expect to replace over $60,000 in machinery and trucks. c/o Redo Meadowlark Park - basketball and tennis area tar is in bad shape over 14 years old - $3,500. c/o 52.00 Rebuild horse shoe pits at Northland Park - in need of major repair - $10,000. C/O Benson Park 52.00 - $35,000 - Picnic area - drinking fountain - restrooms - tree and shrub planting - volleyball court - sod and seed c/o 52.00 - $60,000 for new playground equipment in parks that the Parks and Recreation Board decide on. ......-,,; Arena - 1996 C/O C/O remodel locker rooms 3 and 4 - $15,000. C/O machinery replace 12 year old skid steer loader - $12,000 Beach - 1996 C/O C/O replace swimming dock and two lifeguard stands on beach and new float markers for swimming area - $6,200 e r ,. t." 8J;wroximate labor Hours Per Day for Routine Park Maintenance from April 1st to October 31st: T otallabor hours per day 5 4 7 12 ~ 31 e Clean parks and restrooms Ballfield maintenance large area mowing Weedwhip and trimming Routine equipment maintenance l{ _ full-time and 2 part-time persons = 48 tota/labor hours per day This leaves only 17 labor hours per day to do new construction, equipment repair, flowers, seeding, painting, tree and hedge trimming, vandal repairs, watering, raking, sweeping, fertilizing, weed control, sidewalk and steps maintenance, special events, lumberjack Days, Music In The Park, Art Fairs, fireworks, Wild West Days, March of Dimes, United Way, public complaints, park buildings and shop maintenance. There are men off work for vacation, compo time and sick leave. Duties In the Winter (November 1st to March 31st) - 4 people . Plow parking lots _ Maintain about 6 miles of sidewalks and walking paths - City Hall walks, Ubrary steps and walks, Main Street steps, W~lard Street steps, Chestnut Street steps, laurel Street Steps - clear off ice, snow and sand Cut dead trees in parks and City park land Make, flood and sweep 10 skating rinks Rebuild and repair equipment - picnic tables, ber.1ches and summer equipment . ....~ ".'" e 3 ~~ \ e 1996 Operations Budget Justification CAPITAL OUTLAY Accou n1;:.~_umber 4060.. 53.00 ':'t!.9..9.J:Li..n~_r..y.__.9...ng._..!;.9y. i f.?.m.~t.f1_t..~.~.. ~__:;?...}..1_Q.Q..."_Q.Q. A new "P.C." for the Sergeants office. Even tho they have access to the Washington County system, they have needs for a P.C. with packaged programs that are not available thru that system. ~_;2...2...?O_Q_-,,-Q.Q. The department is in need of new (5) shotguns for the patrol cars. The ones we have are 10-12 years old and parts are not readily available anymore when repairs are needed. They have folding stocks which operate with difficulty at this time. Some of them have quite a bit of the finish worn off and they have a few minor rust spots on them. There should be a slight sale/trade-in value, maybe $150.00 each. ~-4JJ_Q_Q..-,,_QQ We would li ke to start "standardizi ng" the departments handguns. This price should allow for the purchase of the first 5, complete with holsters etc.. We currently carry .357 magnum revolvers or 9mm automatics. Some are City owned and some are owned by the officers. ~~...L~.Q.Q_-"..QQ This money is for the purchase of 10 protective vests for the officers. The ones they are currently wearing are outdated according to the manufacturer and possibly will not protect the officer any longer. Starting July 1, 1995 the State of Minnesota will reimburse us for 50% of the cost. All that is required is that the PAID invoice is submitted to them! $l~~QQ~_~Q. When we went to the Washington County records system we had to purchase computer work stations. We did not order enough at the time of the installation and as a result I was just informed that we are using one that belongs to Washington County. I want to purchase 1 new work station so we can give the "loaner" back to them. (This was not included in the "5 Year (1996-2000) Capitol Outlay" program). ie $4~9~_.OQ This expenditure would be for the vehicle equipment and installation on squad cars (7) to change the lights on the traffic semaphores for emergency vehicles when the officers are on an emergency run. We are requesting a "tag along" with the Stillwater Fire Department. They are requesting the installation of the units on the traffic semaphores and the mobile units for their trucks. (Due to this just coming up, it was not included in the "5 Year (1996-2000) Capitol Outlay" program). ~J..J_Q_Q.Q..."_Q_Q. Sales tax for Capi tol Outlay. (No tax on the protective vests). CAPITOL OUTLAY (Account Number 4060 continued) 53.02 :~.e'-!J..:t9JltQ.tj,_y_~_':" $~_~.2.Z?,_~_.-,,_Q.Q. This is for 2 mar ked squad cars to replace 2, 1994 Chevrolet squads that will be retired from our fleet. (These are the 2 squad cars that I received Council permission to keep on order, to be delivered in the Spring of 1996 ) . ~Z~..Q._,,_.Q_Q. Graphics for the above 2 mar ked squad cars. n_.2_~.Q.Q._.O_Q Money needed to change over the emergency equipment from the old squad cars to the new ones. ~..lQ_..2..Q.Q.Q_.,,-.Q..Q_ New unmar ked squad car for the I nvestigators to replace a 1988 Pontiac 6000. ~~~~Q9~QQ Sales tax for the Graphics and the unmarked squad car. There is no specific time during the year when the capitol outlay purchases have to be made (and the money paid out), except for the 2 squad cars and the items that go with them. They will be here in March/April 1996. If the other purchases have to be made in conjunction with money coming into the City we can/will do so. , e e ~ .. e 1996 Personnel Budget Justification 1 NEW UNIFORMED POLICE OFFICER - v1'1..hW }';^L-e I . t' i:" ,..:f -Jiar-u 1 ADDITIONAL INVESTIGATORS POSITION - ~/LlF/r\rt":f:cDY1~ ~ GLl' > \/..-.' (}J./)' / ,- / /... The reason for the new hire is that we have a great need for an additional Investigator. (The new officer would then allow us to promote one of the current patrol officers to the investigative position). At this time investigative cases are looked at on a priority basis and those that don't get "on the list" just don't get looked at due to a lack of time to do so. More of our incidents that require investigations require longer periods of time to be spent on them which makes the case load a bit worse. We also are getting involved in more incidents that require investigative follow-up. Some is being done by the uniformed officers. Our juvenile officer is the departments lead D.A.R.E. officer and will have to start teaching again this year. She also spends about half of her time in the Stillwater Area Schools during the school year. If we were to get the new position, it would be used to help take part of the load off of the adult and juvenile investigators and fill in when those 2 officers are off on vacation, training, sick etc. 95-31L e e e , S~ ';Vte '2)_ '8~ tJ/ ~ ~ 111. 'Jteu. ?c:u eM4 4070-37.02 1,200.00 no increase requested 4070-37.07 3,000.00 reduction in request due to reduced number of agreements 4070-40.00 1,500.00 reduction due to reduced memberships provided 4070-40.01 500.00 no increase requested 4070-40.02 350.00 increased usage and pricing 4070-40.99 4,000.00 increased costs and usage not covered in other categories 4070-21.08 2,500.00 New category Fire Education cost of public handout materials CAPITOL OUTLAY ITEMS Pierce Lance Pumper estimated cost if ordered before September 1995 326,000.00 This item is to replace Engine 6108. Engine 8 was originally bought at the time when the first out engine company only responded to fire calls at a rate of 150 calls per year. Since then the Fire Department has realized an increase of at least triple the requests for services. 1994 calls increased to 588 and just during this years first six months we have responded to 316 calls.Ifthis trend continues we will be well over 600 calls for 1995. Since obtaining an ISO rating of 3 the Fire Department is also performing 2 inspections of each commercial buisness per year (approx 590 licensed buisnesses) and 2 fire hydrant inspections per year (over 700 hydrants). In performing these requirements the first run pumpers are the only vehicles that can be used by the crews as they have to remain prpeared to answer any call immediatly. All of the three pumpers in the station have had increased repair costs due to the rise in services requested, but Engine 8 has suffered the most. Our line item for vehicle repair is already 109% over the alloted monies in our budget..This comes to about $2000.00 per month in repair costs. Our truck research committee has surveyed and researched other manufacturers as well as the one presently used and have discovered that our present fleet is not adeqate for our present and futre needs. Engine 8 ~oes not have the compartments to handle the equipment necessary for an emergency respone to any call. Its crew capacity is only 2. The truck is no 10ngerNFPA 1901 compliant. This truck needs replacement as soon as posible just to meet our present needs as well a our ever increasing trends for future service. Safety is also a real concern at this time. All of our front 216 ~ ~ SIMa. Stttt(Q4(e1r, '>>e'1t 55()K2 (612) 439-612() (612) 439-131K (612) 439-1313 fu (612) 439-()456 S~ ttu z;~ '8~~~ IJetnge 111. '1te44,. 'JiM 8"4 line trucks, which are Ford commercial chassis, have had their breaking system redone because of failure during emergency response. The breaking system that Ford is using in its commercial chassis for fire response vehicles is not holding up under this type of service. This is becomming a rather large concern because of the liabilities that could be suffered by the City if an accident and or inuries even death should occur because of this problem. A vehicle that is engineered from the ground up and designed for emergency response should be the item of choice. Our research has shown that for a vehicle that would meet our needs a commercial chassis will cost the same or more depending if there is equipment provided so that the vehicle is responese ready on delivery. Pierce was the only company that could provide for all our needs and fully equiped. COpy MACHINE Estimated cost $2,500.00 This item is a replacement for the copy machine that was purchased about three years ago. That unit broke down and could not be fixed and was sold at City Auction. The Police Department also donated one to us but that one was also sold at Auction because it could no longer be repaired. COMPUTER Estimated cost $2,500.00 This is also an item to replace two units that were hand-me-downs from the Police. These units were out dated when we got them and quickly ran down enough that parts and service were not available. These units were also Auctioned. CONVERT EMERGENCY GENERATOR TO NATURAL GAS FUEL $1,500.00 At present the generator is fueled by a portable gasoline tank. This was because the underground fuel tanks had to be removed by Federal and State Regulations. The gasoline fuel emits fumes into the enclosed area of the shop and with a hot running engine of the generator this is not a safe condition. The Uniform Fire Code regulates the storage and use of fuels inside a structure. This situation was only a temporary situation that was allowed until an alternative safe solution was found. Natural gas is far safer and will be piped directly to the generator which can be converted. . OVERHEAD DOOR CLOSERS Estimated cost $3000.00 216 ~ 'J~ SNet. StittcV4~ ?le1t 550F2 (612) 439-6120 (612) 439-131F (612) 439-1313 fu (612) 439-0456 , e e \ S~ 7itte ZJ~ ~~D/~ ~ 1fI. ~. 'JUte ~ At present the large overhead doors are only operated manually. When a vehicle leaves on an emergency the doors remain open until station responding personnel arrive. The average time of station response is 3 to 4 minutes. During the winter months or times of heating this causes the entire heating system to be activated causing a tremendouse loss of energy. These units would close the doors when the response vehicle clears and energy would be saved. This would reduce significantly the electric and heating costs to the City. It would also add to the security of the building during the absence of the on duty crew. e COMBINATION LOCKS FOR SERVICE DOORS Estimated cost $500.00 This item is requested to upgrade the security of the station during the times when the crew is out for fire response, Inspections, diagraming, and hydrant inspections. The present average time period the crew is out has been 4 to 6 hours a day for seven days a week. Presently the staion cannot be locked so it is open so that anyone can enter and leave and not be detected. 5 3M OPTICOM UNITS Estimated cost $3000.00 The 3M Opticom unit regulates traffic signal lights for the SAFE passage of emergency vehicles. The City has added several traffic signals and with the traffic loads that are at the intersections our personnel are noticing it to be incrasingly difficult to manage passage through them safely. These units would greatly reduce the probability of vehicle accidents and also the Cities' liability should one occur. f LJ~VJ L' rn ,A',. r n w, .j"--t ---\ ~ ( I(\,~' 1\ Or, '.\ \.\.; t 1 .'fJ-'<'J '_ I ') "i ( A-~ -.Jd, I.() \j 'J CJ J ... e 216 ~ 'JtuPfd,~. SutUMtcr- 1Ie'1t 550K2 (612) 439-6120 (612) 439-131K (612) 439-1313 ~ (612) 439-0456 e MEMORANDUM TO: Mayor and City Council ~~ FROM: Diane Deblon, Finance Director DATE: August 15, 1995 SUBJECT: Finance Department The Finance Department provides fiscal support functions for all departments of the City of Stillwater including: payroll and benefits, accounts payable, accounts receivable, fixed asset accounting, cash management and investment of City funds, bond issues, special assessment accounting, utility billing, tax increment financing, insurance, purchasing and miscellaneous. These support functions ultimately culminate in the preparation of the City Budget and the audited annual fmancial report (for which the City has received the national GFOA certificate of excellence for the past 5 years). 1987 was the first year the City received an unqualified audit opinion and the City has continued to receive an unqualified opinion for all succeeding financial statement years due to the application of required accounting principles for governmental accounting. The G.A.S.B. (Governmental Accounting Standards Board) was created in 1984 to regulate the issuance of governmental financial reports and has issued 28 required statements, to date. The implementation of all statements is required and takes continuing review and effort to maintain compliance for the City's fmancial statements. The Finance Department also must continue to maintain compliance with numerous on-going state and federal law changes regarding property taxes, TIF, sales tax, payroll and benefits, bond issuance, etc. Due to the increased workload, the Finance Department is requesting an additional full time person to assist in the Finance Department. Based on the 1980-1987 workload, two full-time positions were added in the Finance Department. There have been no personnel additions in the 1988-1994 time period. The supporting documentation for the position is attached. e e e CASH AND INVESTMENTS 20 5 20 5 15 15 10 10 o o YEARS YEARS NOTE: 48.8% INCREASE OVER 1980 - 1987 NUMBER OF SPECIAL ASSESSMENT CERTIFICATIONS 1200 1200 1100 1100 1000 1000 900 900 800 800 700 700 600 600 soo soo e 1989 1993 1994 1990 1991 1992 YEARS NOTE: 83% INCREASE OVER 1980 - 1987 e e e ACCOUNTS PAYABLE Number of Checks Issued 3000 2600 2600 ~ ;>. .... .~ ~ ~ ij 2400 ij 2400 = = 0 0 2200 2200 2800 2000 1800 1980 1986 1987 1981 1982 1983 1984 Year HISS 3000 2800 2000 1800 1988 1989 1990 1991 Year 1992 1993 1994 NOTE: 20.63% increase over 1980 - 1987 4000 3S00 ~ 'S =3000 ~ o 2500 2000 PAYROLL Number of Checks Issued .. 1980 1981 1983 1984 Year 1985 1986 1987 1982 e ~ '.;:l = 3000 ~ 4000 3S00 2500 2000 1990 1988 1989 1991 Year ,... 1992 1993 1994 NOTE: 21.87% increase over 1980 - 1987 e 18 e-.a '::2 a = . gJ e e UTiliTY BilliNG Quantity Billed 20 19 17 16 15 1982 1984 1985 Year 1987 1986 1983 18 e-.a '::2 :I = . ~ ~ O~ 17 20 19 16 15 1988 1989 1990 1991 Year 1992 1993 1994 NOTE: 29.09% Increase over 1982-1987 REVENUE Number of Receipts Issued 8 7 6 6 . . "0 "0 a a . . ;; s ;; 5 0 0 ..c:l ..c:l E-< E-< <4 3 2 1981 1982 1983 1984 1985 1986 1987 e 8 7 <4 3 2 1988 1990 1992 1993 1994 1989 1991 NOTE: 47.33% Increase over 1981-1987 e 1. FINANCE DEPARTMENT WORK PROGRAM _ ~ /Vole x JST/tJ6 'K - D f!.. {aiGl W /'v,; tl P>R.I 0 ~ TD JCfg9 Required Reporting - Every Year A. State . ~ . . ir. . if. . ;r. l: . . . . "ic. ic. . it. 'W'. ~. . e Budget - worksheets, revenues, expenditures, tax levy, debt levy, fmal document Audited Annual Financial Report - accruals at year-end for all funds and account groups, write report and statistical sectio~ fmal document Designation of Depositories Summary Budget Data Report Summary Financial Report Solid Waste Management Report Local Road and Bridge Bond Report Property Tax Levy Report Certification of Truth in Taxation Report Lobbying Expenditures Report Unclaimed Property Report Diesel Fuel Purchases Report Financial Health Profile Report Required Surveys (CORE, MWCC) TIP District Indebtedness Report for each district Summary Budget for Publication Summary Financial Report for Publication Truth in Taxation Publication TIF Financial Report for each district Payment to School District for TIF District # 1 and #4 Building Surcharge Report B. County 1t · Proposed Tax Levy Report · Final Tax Levy Report * · Certification of Truth in Taxation · Outstanding Indebtedness Report 'tt · Certification of Development Activity for TlF Payroll and Benefits (7 different union groups) · 90 payrolls year (Bi-weekly, semi-monthly, monthly, Water Board, backpay, longevity and holiday) , · PERA, FICA, MEDICARE, State tax - Minnesota and Wisconsin, Federal tax, savings, union dues, health insurance, life insurance, Deferred Compensation - PEBSCO and ICMA, Flexible benefit reoorts 1C ,*. Leave Time Reporting (sick, vacation and comp.) for all different employee groups tPersormel Policy, Managers, Teamsters, AFSCME - City, AFSCME - Library, 49'ers and Firefighters) used and balances reports · Wages and longevity changes pursuant to each employee group contract and Citv Council resolutions J · Setting up new hires tFull-Time and Part-Time and Seasonal) · W-2's and Year-End Reporting 2. e .. 3. e . Reconcile pa~Toll checking Review FLSA and COBRA tor compliance ~. Accounts Pavable J . Process payments tor bills three times per month (Library and two City Council meetings) . Purchase orders and approval matched with invoices · Reconcile cash and regular checking · 1099's and Year End Reporting ")C · Sales/Use Tax Report monthly 4. Accounts Receivable · Genera te misc. billings (police, Special Assessment, leases, Engineering, garbage bags, legal, etc.) · Receipt payments 5. ~ Fixed Assets t( · Additions, deletions, numbering, location, cost, depreciation reports 6. Cash and Investments (all City funds and Library Trust - $10 million average) · Cash balance card . Investment transactions (purchase and sale) · Bond payments . . Bond proceeds, tax settlement and State aid investment · Cash needs projections ie 7. Bond Issues . Future Tax Levies Report Bond Payment Schedule Report for all debt New bond issue recommendations, provide infonnation to consultant for prospectus, discuss with Moody's for rating Cash Flows Schedule Moody's update for outstanding issues IRS reimbursement regulations resolutions . . . . *. 8. Special Assessments (S.A.) (1150 in 1994) and Local Improvement Projects (18 in 1994) - Finance Only Area Of Responsibility Not Including Administration Portion · Provide printout of taxpayer and fee owner for each parcel with hook-up to Washington County . Detennine total costs to be included in special assessment roll preparation . Prepare resolutions for each Locall.mprovement project - order preparation of special assessment roll, determining costs and adopting special assessment roll · Prepare individual parcel specific notices with special assessment amounts for each project · Listing of special assessment parcels and amount report to Washington County . Collection of special assessment payments for outstanding balances . Update special assessment receivables tor all prior years and current year . Special Assessment searches for property sales 9. . ~ Insurance 10. 11. Agreements and Contracts · Fire Contract cost allocation, recommendation and execution of new contracts Desch TIP payment for project costs Target/CUB TIP payment for bonds Desch parking lot payment Annexation of Township property schedule and payment CUBlLumberman Building payments CUB/Jr. High TIF payment for bonds CUB/Jr. High TIF payment tor project costs Zinunerman TIP payment for project costs U.B.C. .project costs Lily Lake Ice Arena rental Cooperative agreements for Local Improvement projects Paradeau land sale Lind land purchase t: 'k. ~. ~. I: t. . *. ~. · Maintain project files of all costs charged to project · MSA and Water Board cost sharing of projects . w~ Adm.lt\, Liability insurance application RFP's for health insurance (pEIP) Worker's Compo insurance application and wage projection by classification Review insurance loss runs for liability and Worker's Compo Allocation of Worker's Compo insurance and liability insurance schedule Misc. liability claims and deductible Worker's Compo claims for individuals receiving City paycheck e . . . . . . . Purchasing . Capital Outlay and supplies · Petty Cash Fund 12. Utility Billing (5800 Accounts) · Sewer billing to all City accounts quarterly , . *. Garage billing to all residential accounts quarterly ) aJ.J.., ~ vwv.JIJi - ~ · Processing payments on account · Payments to Junker Sanitation and Junker Recyc~ '* · Adjustments to accounts for doc~ented problems V · Changes and additions to rates (i.e., July assessment and new recycling charge) · Certification list to Washington County of all unpaid accounts · MWCC meetings for budget and changes · Maple Island sewer rates Miscellaneous · Maintenance contracts on copiers, PC's and peripherals · Fuel allocation and usage and changes '* · Gas Tax Receivable Report .y · Petrofund applications · HV AC backup tor building · Trustee on Fire Relief Association · System 36 moditications and problems 13. e '" e Stillwater Public Library 1996 Budget Request The Stillwater Public Library is an important community resource providing services, collections of materials, and access to resources to serve residents' needs for information, recreation, life long learning and personal enrichment. The library provides reference and referral, community programming for children and adults, interlibrary loan, and readers' advisory services. The library also offers collections of books, periodicals, CDs, audiocassettes, videocassettes, and multimedia kits. The library shares an automated system with the Washington County Library, the Bayport Public Library, and the Forest Lake Public Library. This system covers the functions of circulation, acquisitions, and cataloging of library materials and also serves as the library's public access catalog. In 1994, the library added reference services on CD ROMs. In 1995, we will be providing full text access to 650 periodicals, indexing to 1500 periodicals, and selected access to Internet resources through our automated system. The library has an active children's department. In addition to weekly story times and the summer reading program, the children's librarian works with Early Childhood Family Education, the Youth Service Bureau, and Headstart to introduce reading and children's books to children and their families. She also visits every third and fifth grade class room in the Stillwater schools once a year to introduce the library and describe its services. Circulation and reference transactions are presently increasing over 4% per year. Attendance at children's programs jumped by 23% from 1993 to 1994. Since 1984, circulation of materials has grown by 51 %, the number of reference questions answered has grown by 49%, and attendance at children's programs has grown by 63%. Our staffing level is presently inadequate to handle this growth in usage combined with the time it requires to introduce the public to the wealth of information that is provided by new technologies. Our 1996 budget request includes the following additions to staff: /13 hrs/wk of Shelver classification ./ 8 hrs/wk of Circulation Assistant I classification /10 hrs/wk of Reference Associate classification All of these positions would be part time positions of less than 14 hrs/wk. The library is also requesting 3% increases in all library material budgets to offset, at least in part, increased purchase prices and usage. e ,. Stillwater Public Library 1996 Capital Budget Request e Library Services Item Est. Cost Date Paperback Spinner. $540 1/96 A spinner is a shelving and display unit for paperback books. We presently have more adult paper backs than we have room on our two existing spinners. Photocopier 3800 5/96 The office photocopier which we are presently using is almost ten years old and is requiring frequent repair. The quality of copies has deteriorated in the past year. 3 PAC terminals w / license 790 each 1/96 We plan to replace three antiquated public access..... terminals to terminals with VT 100 emulation to allow access at those sites to the data bases that are available through the Internet and our automated system. With each terminal, we must purchase a license from the automated system vendor. 1 PAC Printer 350 1/96 We plan to provide printers at most of the public access terminals so that the public may print and keep the results of their searches of our automated system and resources on the Internet. 1 CD ROM Workstation 3600 5/96 This CD ROM workstation is designated for the Children's Room. The Children's Librarian is planning to acquire a number of informational, recreational, and educational CD ROM products for children. 1 Office Computer. 3000 1/96 We have a schedule for replacing our office computers with faster machines with more . memory. In 1996, we plan to replace our oldest office computer. 2 Ergonomic adjustable terminal stands 300 each 1/96 To accommodate the differing heights of staff members and to combat complaints of neck strain, we plan to put adjustable terminal stands at the circulation desk. 2 Ergonomic adjustable counter height chairs 350 each 1/96 To accommodate the differing heights of staff members and to deal with the stress of repetitive tasks, we would replace the current counter height stools with chairs of better ergonomic design. 1 Map ~ase 800 5/96 The map collection in the St. Croix Valley Collection has outgrown its map case. We would replace it with a case which has greater capacity, is more compact, and is lockable. Building Improvements Reference Area Lighting Improvements 550 1/96 The lighting over the Information Desk and in the ready reference section e e e .~ f- ~CV~~ 2 needs improvement to reduce eye strain for staff and increase visibility for patrons. Locked A V Storage in Margaret Rivers Room 750 5/96 We need to build a locking s~orage closet in the Margaret Rivers Room to prevent theft of audiovisual equipment (one VCR has been stolen from the room) . ADA Compliance/ Remove Architectural Barriers 3000 8/96 The library has developed a schedule for compliance with the Americans with Disabilities Act. In 1996, we are scheduled to add brailled signage, improve interior railings, and replace water fountains. ... ... COMMUNITY e \!OLUNTEER SERVICE Of The St. Croix Valley Area 2300 Orleans St. W. Stillwater, MN 55082 612-439-7434 August 11, 1995 Mr. .Nile Kriesel. Administrator eity of Stillwater 216N.4thSt Stillw"ter, MN 55082 Dear Mr. Kriesel: crhis is a letter to r€quf!st cOl1tinued $Upport from the eJity of Sf:iJ/watt2Y. 9n 7 99~ th€ eJity of StiJ/wqter supported us throuqh their gCHerous donfAtiol1 of $ 77325.00. WB arB requ€Stilltg (if dOI1Qtion of $12,000.00 in 1995 due to an increase iH the l1umbarofindividuals thatwt2 are serving. We hope that you will continue w see eommunitl:J Volunteer SeNicll as a Hon -profit Clgem:y that provides importaHtS€rvices to your dtizens and is INOrthy of your - su.pport. C?ommunity Volunteer Service (evS);5 a HOH'pro!itorganiztAtion supported by voluntar{1 .contriJ,utions from individuals. busin~.ses, mUlllicipaliti(~ and foul1da tio illS. (?VS has berm proviefinq tJ1€ services of the Sel1ior eelllteY, Volunteer eentoy, C[YQY1s;portation program ~md the Holid(A't) ~ure(:le.t for individutAls and (Agencies sinc(l its inception in 1961, AJ/ of these sBrvices tAre free to the citizens of $tHlwater. erne Stillwater Senior eommunitlj eenter. a pr09rarn ot evs, is a focal point foy compreS1erfsiv€, S1it!Jk quality programG of!:i!YVice and tActivity that al1kaMce tho woll /tJaiYlf) of olrier "riults in the StillwaLer urE:r:.l, 9n 1994 there were 1000 seniors who attended Senior Center activities 18,11~ Limes. I1ctivities such as fitHess program!;, 55 Alive rirlvil19 inst:nAc.tion, parties, movies.l:>ingo, educational calsses, tax help, information and referyal. blocxJ pressure clinics, bridqe instruction, cCfrd qames, legal adw.xaCJj, awi drOppiJ1glJ1 for fri~I1f;i':;hip, snacks and coffee. ~he Senior Centt2r has a Senior Dining program. ~his is a progrc:un wl-,er€? (;1 nutritious HOOH meal is served to seniol^.3 and those with disabilities. who live 0111 fixtld iYlcomes. either Ort sit, at the center or through home delivered meals to tho~ who are homebound. e PtvlNl . PMNlif FiIJI " FaH ~ A V_ C<ontor AECEtvlNO SUPflMT r:ROM - THleT. OftOUC -'AlA UNITID WAY . i t[J1e p~ram serve~ 600 nutritious Yloon mt1als a month on site cu?d 1,100 nomtZ dtZliv12rtld meals ~ month to homebound iJ1dividuals. ptArtidpants may voluntarily dontAte money e towarc.f their metAl which goes toward the cost of the food. ev.s is rasponsible for overhead costs ~ch as the use of the kitchen tAnd dining area, utiliti(!S, supplies, the need for additiqnal Senior eenter staffing to run the progrtAm, and volul1tt1iPr tPXplEJ1St2S. t[his proqrcim needs community support! 9t has increased the evs budget by $5,000.00 per I year. . I I During 7994 St. f'.!roix Valley residents used our Volunteer crransportation program a total of 84,653 miles, 1,6?6 tn"ps servb1!] 98~ iHdividuals. Cfhese rides were given to individf"fllls who had no other wag to get to chemotheraPld and dialysis therapy, doctor fllnd other ifPortcmt appoiYitm12nts. I Stillwelter residents also receive indirect services from evs through the WUiWl!:lnOn-profit fAgencff!S; over 100, that <?VS recruits and refers voluntel:YS to. <rhiPst1 aqiPncillS St1YVt1 dtizen~ in the St. eroix Valleg and represent a broad Cf'OX SectiOl1 of human services. We also re,er people, who would like to volunteer, to these agendl2S as a way for them to make a difference in their cornYYlllmity. 9f'J 1994 <?V$s Volunteer eenter matched the time and taJeHtpf 1,685 voluHteers to need!> in their commw1ity. providiMq real solutiom; to serious social pmbll?ms. I CVS a~ has the Holiday lSureau. a food and gift program that is open during the Cnristflas season that is available tv the dtizens of Stillwater. 9n1994, ~64 families were serve~ by ~OO volunteers proviaiYlfJ food ,met gifts. I i We wo~1d like to ask (t,e city of Stillwater for a contribution of $12,000.00 fnward thrlSft free servic~ that we provide to the citizens of Stillwc::lter. We have enclosed a I€esponse Sheet for you to r~tuYrl to us to I~r us Jmow how you would like to proceed With this reque;r:. I I crnan~ you for !:lour past support and your consideration of this request. I sil1cerf/y, '[41 !l/Jrm I Katl1~ MlroYl &"""jve Direcmr ~nd: Af'nu.all€eport I I I I e e 101 West Pine Street, Stillwater, Minnesota 55082 (612) 439-8800 r!<--c;l. ~ :l/;~I 15 -qc ~:Lm Youth Service Bureau August 7, 1995 The Honorable Jay Kimble, Mayor Stillwater City Council City Hall 216 North Fourth Street Stillwater, MN 55082 Dear Mayor Kimble and Council: The St. Croix Valley Youth Service Bureau (YSB) has an established tradition of providing innovative and effective pl'Ogr8mming for children, youth and families from the greater Stillwater area. While keeping pace with the changing needs of young people for over fifteen years, we have designed o~ programs to serve as alternatives to the traditional way youth at risk are served. During this time, support from the City of Stillwater has been essential to the healthy growth and development of our program. This support and confidence has made it possible for hundreds of young people and their families to receive help in a timely and respectful manner. Many of these young people have now become healthy and contributing citizens with children of their own. We are asking that you continue your support of the YSB in 1996 at the level requested this year of $25,328. These funds will support community diversion services intended to give law enforcement quick access to programs for minor juvenile offenders who would otherwise be petitioned to court. Community based and immediately available, they provide a response that is swift and sure. As our Annual Report describes, these ''behavior specific" interventions include the parents and work with youth involved in theft and chemical use. In addition, we are now able to provide a violence intervention alternative for youth involved in assaultive behaviors. Youth may also be in need of counseling assistance and these funds will be used to offset the costs of helping those families without insurance, or other means. Sin~ January of this year the YSB and South Communities Counseling Service (SCCS) have been exploring a collaboration with the belief that working together we can more effecti~ely serve youth and their families. Currently SCCS has filled the executive director position through a contract with the YSB for my services. Our neighboring communities view this collaboration as a positive way to address the increasing needs of our youth e o Recycled Paper . Page 2 e while facing the challenge of scarce resources. By combining many similar administrative functions the Boards feel a substantial savings can be realized without compromising the unique nature and quality of our services. These anticipated savings are one reason our request has not increased for 1996. Thank you for your consideration and ongoing support. I look forward to appearing before the council to discuss our request and organizational changes in more detail. Sincerely, ~?!z Executive Director Enclosure c: Nile Kriesel, Coordinator e e e ST. CROIX VALLEY YOUTH SERVICE BUREAU 1996 COlVIMUNITY FUNDING FORMULA % of youth % of total served population contribution -- Afton 4.5 6.1 $ 4,828 Bayport 3.9 4.6 3,641 Baytown Township .8 2.2 1,742 Grant Township 2.6 8.7 6,886 Lake Elmo 10.2 13.6 10,765 Lakeland 5.9 4.6 3,641 Lakeland Shores .2 .7 554 Lake St. Croix Beach 2.0 2.5 1,979 Marine on St. Croix 1.6 1.4 1,108 May Township 3.0 5.8 4,591 Oak Park Heights 8.7 8.0 6,332 St. Mary's Point .6 1.0 791 Stillwater 49.7 32.0 25,328 Stillwater Township 4.4 4.8 3,800 West Lakeland Township 2.1 4.0 3.166 Total: $79,152 e EST. 1891 t2. . q( g /It)- T aJ,l.t.tJ '1~/ 9) +2) 1 Q 1 Serving the St. Croix Valley Area. DATE: July 21, 1995 FROM: Mayor Jay Kimble City of Stillwater ~ ~ Chris White. Executive Vice president~ ' Stillwater Area Chamber of Commerce TO: RE: . City Cooperative Funding to Support Current Tourism Funding On behalf of the Board of Directors of the Stillwater Area Chamber of Commerce, please accept the following documents in request for City Cooperative funding in the amount of $6,000.00 for 1995. We would also request that fundi~g be placed in the 1996 and 1997 budget. As the. enclosed documents confirm, tourism is a major industrv which provides major economic impact for Stillwater. We are not asking for a donation but rather economic develo~ment funding from the City to he lp supp<?rt the services the Chamber provides for this industry. "I' ( I We thank you in advance for your support. If you have any questions, or would like to set up a meeting for further discussion on this request, please call me at 439-9390. Enclosures CC: City Council Members Nile Kriesel, City Coordinator e Brick Alley Building · 423 So. Main Street. Stillwater, Minnesota 55082-5127 · (612) 439-7700, Exl. 09 ...:j.\. .i, '.".. N .:', :' .", .. ~~~LSOIl2 "JIlin_II . J.' l. I. J . l 1""= 1I11"~ I - ------ --------- _________ _________ -------..A -------- - - - - ..- CIlYOFS'ilLLWAlER CHAMBER OF COMMERCE August 3, 1995 stillwater City Council c/o City Hall 216 N. 4th street stillwater, MN 55082 Attn: City Clerk For: Distribution to Council Members Dear City Council Members: As you know, the City of stillwater Chamber of Commerce is actively involved in a number of community festivals and events in 1995 including: Music on the Waterfront, Lumberjack Days, The Fall Colors Art Festival and Victorian Christmas. We are also in the planning and development stages of new events for 1996: A Taste of stillwater and the stillwater Jazz Festival. In addition, the City Chamber is committed to a variety of civic projects and improvements such as: the refurbishing and extension of Lowell park, significant street improvements, new decorative street lights, new Christmas decorations, new Patriotic displays to honor Me~orial Day, July 4th and Labor Day. We have established a permanent office in the Grand Garage which is currently staffed by volunteers six days a week. This office will allow us to better serve the stillwater community, both as a clearing house for visitor information and as a central point from which we can help formulate and guide economic and community development in participation with the locaT'tommunity and government. . We reauest that the City of stillwater consider a contribution to the city of stillwater Chamber of Commerce of $5,000.00. Such a contribution will assist in the continued growth and prosperity of the City Chamber and will support its mission statement: "To serve, enrich and promote the greater stillwater business and residential community." We.thank you for your time and consideration. ~es P. Laskin Government Relations City of Stillwater Chamber - e of Commerce P.o. BOX 516, STILLWATER, MN 55082 PHONE: 612-439-4001 FAX: 612-439-4513 e e MEMORANDUM TO: Mayor and City Council ~ FROM: Diane Deblon, Finance Director DATE: August 11, 1995 SUBJECT: Stillwater Area Chamber of Commerce Request for 1995 Funds At this time, the City of Stillwater is approximately 8 months through the 1995 Budget year with current expenditure requests exceeding original Budget for various projects, etc. previously approved by the City Council. At this time, there are not any excess funds available in the 1995 Budget to allocate to the Stillwater Area Chamber of Commerce. The request for $6,000 will be added to the 1996 Budget request ifthe City Council desires. -.I}.' f . LEGISLATIVE ASSOCIATES, INC. e Washington Office: 1101 30th Street, NW, Suite 500 Washington, D.C. 20007 (202) 625-4356 Fax (202) 625-4363 Minnesota Office: P.O. Box 2131 Stillwater, MN 55082 (612) 439-7681 Fax (612) 439-7319 August 4, 1995 Washington, D. C. - The Senate Committee on Environment and Public Works voted out a water resources development bill this week that includes an increase of $8.4 million in the authorization for the Stillwater levee project. The new $11.6 authorization will permit the appropriations committee to provide up to $8.7 million in federal funds for the reconstruction, extension, and flood wall of the levee wall system adjacent to Lowell Park. The language of the provision calls for further study of the options available to correct the problem. According to Ed Cain, Stillwater lobbyist, the study requirement has the potential of creating some delays in the construction schedule. Work on the existing levee wall is planned to commence in March, 1996. "It was not the intent of the committee to cause any delays on work already authorized and funded by Congress, and I will be meeting with staff to work out the problems before the bill goes to the floor of the Senate for action sometime after the August recess," Cain stated. "Both Senator Wellstone and Senator Grams were key to our success in getting this critical authorization increase. They and their staff worked hard on the Stillwater authorization, and personally met with the chairman and ranking members of both the full and subcommittees urging the inclusion of the provision in the bill," Cain emphasized. "And the Mayor never let them forget how important this project was to the City and all of Minnesota that enjoys the beautiful St. Croix in Stillwater." he added. The House will hold hearings on the water resources authorization bill in October, and is expected to have a bill on the floor by November of this year. Both Mayor Jay Kimble and Congressman Bill Luther are scheduled to testify before the House committee urging support of the increased authorization for the project. A conference e committee will be held to resolve the differences between the two bills, and the President is expected to sign it into law before the end of this year's session. Page 2. Water resources authorizations are traditionally enacted every other year on the even numbered years. A major disagreement in the Senate committee in 1994, resulted in the failure to achieve passage in time for action in 1995 for FY 1996 appropriations bill. A number of important projects, including the Stillwater levee repair and construction, were not eligible for funding in this year's appropriations as a result of this delay. e It has not been the inclination of Congress to increase authorizations and appropriations in this yearof budget constraints. "We are fortunate that the Congressional committees recognized and understood the crisis we are facing with a deteriorating levee. and the soil conditions of the river banks that would give very little protection in an emergency situation," Mayor Kimble stated. "This effort has had the full support of the City Council, and must continue to be the highest priority of our community," the Mayor added. The Army Corps of Engineers has completed the "Design Memorandum" which is a comprehensive study of the project, and has contracted with the Short Elliott Hendrickson firm for the development of plans and specifications for the first phase of the construction. Construction bids are scheduled to be advertised in January, 1996. e ~161l95 LEGISLATIVE ASSOCIATES, INC. e Washington Office: 1l0130th Street, NW, Suite 500 Washington, D.C. 20007 (202) 625-4356 Fax (202) 625-4363 Minnesota Office: P.O. Box 2131 Stillwater, MN 55082 (612) 439-7681 Fax (612)439-7319 August 10, 1995 To: Mayor and Council Members City of Stillwater \ ) From: Ed Cain. LA~~ Subject: Press Release and Congressional Points Memo Item One: After reading the Gazette article on the increased authorization for the Stillwater Levee Project, I want you to know what information I sent to them. Any resemblance between the two is purely accidental. Item Two: The language in the Senate authorization bill that had the potential of delaying work on the levee scheduled to start in March of 1996, may have been a blessing in disguise. As a result of the that language, I am meeting with the staff doing the Committee Report next week, for a meeting in which they have agreed to include report language that will emphasize the urgency of the project. In addition, the Chief of Staff for the Committee has indicated that it was not his intent to delay the project, and will entertain my request to include a "Manager's Amendment" when the bill gets to the Senate floor, to make it very clear to the Corps that there is to be no delay in the proposed construction schedule. I will be in Washington the week of August 14th to work on the Committee Report language, and have appointments the first week of September to work out the amendment with the Chairman. Work on the House bill will begin after the Senate bill is passed on the floor. Requests for both the Mayor and Congressman Bill Luther to testify have been made to the Chairman of the House Committee. That will likely occur in October. Call me if you have questions. e ." LEGISLATIVE ASSOCIATES, INC. - Washington Office: 1l0130th Street, NW, Suite 500 Washington, D.C. 20007 (202) 625-4356 Fax (202) 625-4363 :Minnesota Office: P.O. Box 2131 Stillwater, MN 55082 (612) 439-7681 Fax (612) 439-7319 August 9, 1995 To: Tom Yedinak, Federal Projects Director Office of Senator Rod Grams From: Ed Cain, LAI Subject: S. 640 Authorization of the Stillwater Levee Project As we have discussed, the Corps of Engineers will interpret the Stillwater provision in the Water Resources Development Act, S. 640, to mean that they must halt the current work on the repair and extension of the levee until a feasibility study is completed. We know that the intention of the committee was for the study to apply only to the flood wall phase of the project. In discussion of this problem with Dan Delich, Ann Lumas, and other committee staff, the following points are important: 1. The project was authorized in the 1992 Act for $3.2 million to "undertake the repair and construction of the flood wall system at Stillwater, Minnesota, including the extension of such system to prevent the continuous eroding of the riverfront, . . . . ." 2. While we recognized in 1992, that something needed to be done to provide flood protection, we had no specific plans at the time, consequently, we addressed it only by the use of the term "flood wall system." 3. We came to Congress for the authorization because the Corps Headquarters told us it could be as long as ten years to go through the process of the feasibility study. 4. The levee was examined by the Corps' District Office in St. Paul, the State of Minnesota Water Resources Division of the Department of Natural Resources, and a private engineering firm that did an under water inspection of the extent of the deterioration. e 5. All examinations came to the same conclusion: "One third of the lower wall of the levee was completely gone, leaving the soft underbelly of the riverfront fully exposed to the tumultuous waters of spring run-offs, and the extensive commercial and recreational traffic on the river." They indicated the washout of the riverbank could occur within two years. 6. The floods of 1993 brought another scare to the residents and merchants along the riverfront causing a half million dollars in damage to the visible structures. 7. In testimony before the House and Senate Appropriations Committees, the urgency of flood control as a factor was brought to their attention. They responded by including the following language in appropriating $2.4 million in federal funds for the project. Page 2. 8. From the FY 1994 Appropriations Report Language: "The Committee is aware of the deterioration and dangerous condition of the levee wall system that threatens the fragile riverbank, the sanitary sewer trunk line, the interstate bridge, and the commercial area of the historic downtown Stillwater, MN, and has $2,400,000 in the bill for the design, construction, expansion, and extension of the levee wall system on the St. Croix River." [Emphasis added.] 9. The A & E firm of Short Elliott Hendrickson was awarded the contract with the Corps to develop the Design Memorandum for the project in the early part of 1994. In the study of the flood control situation based on the direction s of the Appropriations Committee, they recommended an additional wall to be constructed back of the existing levee which would take advantage of the rise in elevation, and extend 2 feet above the ground, with sheet pilings to be driven 15-20 feet below the surface to prevent the seepage that has occurred in the floods of past year. This seepage makes sandbagging ineffective. 10. Increased Costs: · Soil borings determined that the sawdust and riversilt soil conditions estimated to be 20-25 in depth were as deep as 75 in certain locations. This required a different approach to the anchoring of the levee. · The floods of 1993 worsened the condition of the levee extensively, now estimating that more than half of the lower levee wall had disintegrated. · The costs of the environmental studies, design and specifications, administration costs, and the historic preservation of the structure were all underestimated. · The projected costs of $3.2 million did not include contingency costs, nor inflation at 5% per year from the 1992 authorization until the 1996 construction. · The approximately $4.5 million cost of the additional flood wall to provide the City with a fifty year flood protection program was not included in the initial estimate. 11. The reconstruction and extension of the existing levee wall system is even more critical than in 1992. The current language in S.640 is interpreted by the Army Corps of Engineers to mean that they must halt any further action on the project, and to conduct a feasitjility study --- the very delay we were trying to avoid in 1992. 12. Current Status of the Project: The Design Memorandum was approved in June of 1995. The 50% review for the plans and specs for phase one were completed this week, and the bid for the repair and extension of the levee wall system will be advertised in January, 1996, with construction to begin in March of 1996. We respectfully urge the Senate Committee for Environment and Public Works to amend the language in the mark-up of S. 460 so as not to delay the work on the first phase of the project, the critical repair and extension of the levee wall system. e e RINKE-NOONAN August 18, 1995 Ms. Marli Weldon Stillwater City Hall 216 North Fourth Street Stillwater, MN 55082 h1 cntl -- ~ W(LA./ ~z/1S RINKE, NOONAN, GROTE, SMOLEY, DETER, COLOMBO, _NT, VON KORFF, DEGIOVANNI, AND HOBBS, LTD. ORNEYS AT LAW Suite 700 Norwest Center Box 1497 St. Cloud, MN 56302 (612) 251-6700 Fax: (612) 656-3500 D. Michael Noonan Gerald R. Grote William A. Smoley' Kurt A. Deter Barrett L. Colombo James. L. Wiant Gerald l'v. .Von Korff ees Degiovanni Sharon G. Hobbs David J. Meyers t.3 John J. Meuers Roger C. Justin John J. Babcock Jill A. Pinkert Igor S. Lenzne" Gary R. Leistico Chad T. Jerdee Nora L. Klaphake Orrin V. Rinke of Counsel 'Admitted 10 PrKIice Law in Indiana e Property Law $ptIcia!is' Certified by the Minnesota State Bar Association 3 Admitled 10 Pr_ Law in WisconSin ~~ Dave Magnuson stillwater City Attorney P.O. Box 438 stillwater, MN 55082 NOTICE OF APPEAL Re: stillwater Planning Review Case No. 9560 st. Croix Village Townhomes Our Client: Kornovich Development, Inc. Our File No. 10492.006 Dear Ms. Weldon and Mr. Magnuson: This is a notice of appeal of action taken by the stillwater City planning commission on Monday, August 14, 1995, with regard to the above-captioned matter. We understand that the matter was tabled. I discussed this procedure with Mr. Magnuson, who told me that an appeal may be made of any action taken by the Planning Commission, to the City Council. I understand that you will place this matter on the City Council agenda. Please notify me when it is scheduled. Contact me if you have any questions. Yours very truly, By - . DJM/kh cc: Kornovich Development Co. SENT CERTIFIED MAIL - RETURN RECEIPT REQUESTED l0492.006\K0817A.DJM AUG 211995 1 i' .. 'I: . ,I 79th LEGlSLA~E I J;tenerallY accepted government accountinlt I, tion the board shall send a COpy of t.h~ l licY is involved; and (2) all exclusIve l po nc uestin the waiver. The en j ~f t e application to all persons who have; su~ion 1a. .. l d or an exclusive representative ~hall n~ ~ ld lO'Ounds for objection to the W3lver W1, \ tranSmitted to the ascencY or ,the ex~lus1Ve; ~ tt.' ;:;'''ure to do so 15 consIdered.. ~senta ve s UU1 . ~. i .f tive objects to the waiver, the board shall: :mlt the waiver may present its case for the . ~The board shall decide whether to lU8J1t a t! 11 wmlt its receipt of an asce~cy's ~sponse, . \ 0 er occurs first. If consIderation of an. ~: ':atter may be carried over to the next, submit written comments to the boird on the; th board and the altencY reQuestinl!: the ~e~ th~ outcomes desired as a result of the ~e whether those outcomes .have b~~ ~ necifY the duration of the W3lver, whic!! ~~ s~ars If the board detennines that an ~ with the terms of the ~ement, ~ ltinlt waiver requests involvinJ;t rules .or poli~es , administrative law jud~ shall appomt a ~ ~ioner of administration on the bo 11 enactment. :CLE 17 )VERNMENT I)n 256B.056, is amended by adding a subdivision ~or oses of verification, J:he valu~ of a u: . the owner 0 the remainder mterest I~tendsseu : life estate and the owner of the remaInder ~ 256B.056, is amended by adding a subdivision to INCOME. Reci ients of medical assista~c7 such income is unvarvin in amount and tImm md verify their income annually. , , , n in ze056, is amended by adding a subdiV1S10 by underline; deletions by ~ 1995 REGULAR SESSION Ch. 248, Art. 18, ~ 1 ARTICLE 18 DEADLINE FOR AGENCY ACTION Section 1. 15.99 TIME DEADLINE FOR AGENCY ACTION. Subdivision 1. DEFINITION. For purposes of this section, "~ency" means a depart- ment, aJ;tency, board, commission, or other 9:l"OUp in the executive branch of state I!:overnment; a statutory or home rule charter city, county, town, or school district; any metropolitan agency or reltional entity; and any other political subdivision of the state. SubeL 2. DEADLINE FOR RESPONSE. Except as otherwise provided in this section and notwithstandinl!: any other law to the contrary, an ~ency must approve or deny within 60 days a written request relatinJ;t to zoninJ;t, septic systems, or expansion of the metropolitan urban service area for a permit, license, or other l1:overnmental approval of an action. Failure of an al/:ency to deny a request within 60 days is approval of the request. If an al/:ency denies the request, it must state in writinl1: the reasons for the denial at the time that it denies the !:eQuest. Subd. 3. APPLICATION; EXTENSIONS. (a) The time limit in subdivision 2 beltins !!pon the al/:ency's receipt of a written request containinjl; all information required by law or ~ a previously adopted rule, ordinance, or policy of the ajl;ency. If an al/:ency receives a ~tten request that does not contain all required information, the 6O-day limit starts over ~ly if the al/:ency sends notice within ten business days of receipt of the request tellinlt the ~quester what information is missinl1:. Additions are indicated by underline; deletions by a&AkIout 1609 I~~!ra IIII e Ch. 248, Art. 18, ~ 1 79th LEGISLATURE (b) If an action relatinp; to zoninp;, septic systems, or expansion of the metropolitan urban service area requires the approval of more than one state ap;ency in the executive branch, the 6O-day period in subdivision 2 begins to run for all executive branch ap;encieson the day:a request containin~ all required infonnation is received by one state ag.ency. The ap;encl receivin~ the request must forward copies to other state ap;encies whose approval is reQuire~ (c) An ap;ency response meets the 6O-day time limit if the ap;ency can document that the response was sent within 60 days of receipt of the written request. (d) The time limit in subdivision 2 is extended if a state statute, federal law, or court order requires a process to occur before the ap;ency acts on the request, and the time periods prescribed in the state statute, federal law, or court order make it impossible to act on the request within 60 days. In cases described in this p~ph, the deadline is extended to 60 days after completion of the last process required in the applicable statute, law ~ order. Final approval of an a~ency receivin~ a request is not considered a process for p ses of this p~ph. (e) The time limit in subdivision 2 is extended if: (1) a request submitted to a state a~ency uires rior a roval of a federal en . or (2) an a lication submitted to a ci ." count., , town, school district, metropolitan or reJ?;ion entity, or other political subdivision requires prior approval of a state or federal ap;ency. In cases described in this p~ph, the deadline for ap;ency action is extended to 60 days after the required prior approval is ~ted. (f) An ap;ency may extend the timeline under this subdivision before the end of the initial 6O-day period by providinp; written notice of the extension to the applicant. The notification must state the reasons for the extension and its anticipated len~, which may not exceed 60 days unless approved by the applicant. Sec. 2. EFFECTIVE DATE. Section 1 is effective July 1, 1995, and applies to any written request submitted after that date. -- ARTICLE 19 STATE AGENCY CUSTOMER SERVICE Section 1. 15.101 CUSTOMER SERVICE. Subdivision 1. DEFINITIONS. For purposes of this section and section 15.102: (1) "business license" or "license" has the meanin~ J?;iven it in section 116J.70, subdivision 2, and also includes licenses and other forms of approval listed in section 116J.70, subdivision 2a, clauses (7) and (8), but does not include those listed in subdivision 2a, clauses (1) to (6); (2) "customer" means an individual; a small business as defined in section 645.445, but also includin~ a nonprofit corporation that otherwise meets the criteria in that section; a famil! farm, family fann corporation, or family fann Partnership as defined in section 500.241 subdivision 2; or a political subdivision as defined in section 3.881, subdivision 2; .. (3) "initial ap;ency" means the state a~ncy to which a customer submits an application for a license or inquires about submittinp; an application; and i' (4) "responsible ap;ency" means the initial a~ency or another state ap;ency that ap;rees to be desi~ated the responsible ap;ency. SubeL 2. RESPONSIBll.ITY FOR CUSTOMER NEEDS. (a) When a customer applies to a state ap;ency for a license to en~~ in activity, the ap;ency is responsible for providing the customer with infonnation the customer needs from the state to complete the application, includin~ infonnation on any other ap;ency or a~encies that must take action before the license may be W'aDted or that must issue a separate license before the customer may proceed with the activity. The employee of the initial ap;ency or responsible al/;ency who accepts the customer's application or inquiry rel1;ardinl/;. an application shall provide the . customer with the employee's name, title, and work telephone number and shall infonn the customer that the employee will be available to provide assistance and infonnation as the customer proceeds with the application and awaits the al/;ency's action on it. .610 Additions are indicated by underline; deletions by I&RkIGut 1995 REGULAR SESSION . (b) If the responsible ap;~ncy determin an application, the responsIble ap;ency sh - uired infonnation to the other ap;en ~ncY or agencies in an effort to assure the time specified in section 15.102. ic) At the request of a customer, 0e r which is not a binding contract. setting 0 the application, the time when th~ respo application, the steps the responsIble ag infonnation to any other state ag~ncy OJ; which the other ap;ency or ap;enCles ma i infonnation on the deadline for a~ency al failure to meet the deadline. The work , workinl7: days after the customer reques Sec. 2. 15.102 TIME LIMITATIOl\ - Subdivision 1. DEADLINE FOR At all state a!1;encies that must act on a cust on it within 60 days after the custorr responsible a~ncy or wit~ ~ days aft under section 15.101, subdIVISIon 2, p~ application is not completed within 60 c period specified ~ t~ s~bdivision doef any required application m. complete, co infonnation or documentation. SubeL 2. LONGER TIME LIMITS. conclusion of action on an application. . (1) the a,p;ency sta~s. in writinp; to n lll7:ainst senous and SIgnificant harm to t why, and specifies the additional time r: (2) the agency states in writinp; to the state or federal requirements. states ~ .' needed; or ': (3) an ap;ency that must take action ( 'periodically, in which case the ~en~y r: meetinl7: after receipt of the application, or (2). . SubeL 3. EXCLUSIONS. This sect more public hearinl7:S or an environme worksheet. ., SubeL 4. COMPLIANCE. When a section does not limit the ri~ht of an a~( failure of the customer to comply with Subel. 5. LIMIT ON REVIEW. A ( longer than 60 days is needed to compI ~ Sec. 3. 15.103 OTHER LAW. A state agencv action that is subject t a conflict between that section and sect Sec. 4. NO ADDITIONAL RESOU . During the biennium ending June 30, their existing complements and approp: Presented to the governor May 30, 1995. Approved June 1, 1995. Additions are indlcal