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HomeMy WebLinkAboutItem 09March 21, 2011 Proposed Action Resolution Amending 2011 Budget Staff recommends adoption of the following motion: Move to approve the Resolution Amending the 2011Budgets. Approval of the Resolution will result in adoption of budget amendments discussed at the February 28 work session. Overview At the January work sessions, the Council directed staff to submit a potential list of budget adjustments. The Lists were presented to and discussed at the February City Council work session. The attached Resolution reflects the adjustment as directed by a consensus of the Council. A detailed explanation of the adjustments is attached to the respective exhibits. Primary Issues to Consider • Affected Fund. Funds recommended to be adjusted include: • Exhibit A: General Fund • Exhibit B: Communications Fund • Exhibit C: Environmental Resources Fund • Exhibit D: Equipment Fund • Exhibit E: Liquor Fund • Exhibit F: Utility Fund Supporting Information Dennis eller, Fin Item No. Financial Impact: $ $132,322 budgeted: yes Source: Various Related Documents (CIP, ERP, etc.): Notes: ATTEST: Charlene Friedges, City Clerk CITY OF LAKEVILLE RESOLUTION NO. RESOLUTION AMENDING THE 2011 BUDGETS NOW THEREFORE, BE IT RESOLVED that the 2011 General Fund, Communications Fund, Environmental Resources Fund, Equipment Fund, Liquor Fund, and Utility Fund are hereby approved and amended for the fiscal year ending December 31, 2011 as per Exhibits A, B, C, D, E, and F, respectively as attached hereto. APPROVED AND Amended by the Lakeville City Council this 21st day of March, 2011. CITY OF LAKEVILLE, MINNESOTA Mark Bellows, Mayor Exhibit A 2011 GENERAL FUND BUDGET 2011 2011 ADOPTED AMENDED BUDGET ADJUST BUDGET NOTES Revenues General property taxes $ 16,145,897 $ - $ 16,145,897 Licenses and permits 1,131,081 - 1,131,081 Intergovernmental revenue 961,415 - 961,415 Charges for services 1,221,772 - 1,221,772 Court fines 294,026 - 294,026 Investment income 125,175 - 125,175 Miscellaneous 81,707 4,332 86,039 1 Total revenues 19,961,073 4,332 19,965,405 Expenditures Mayor and Council 109,245 (16,537) 92,708 2 Committees and Commissions 84,991 (500) 84,491 3 City administration 324,397 (901) 323,496 4 City Clerk 115,569 (601) 114,968 5 Legal 65,132 - 65,132 Planning 355,776 (3,996) 351,780 6 Community and economic development 271,643 (601) 271,042 7 Inspection 940,930 (8,003) 932,927 8 General government facilities 502,975 (4,701) 498,274 9 Finance 570,747 - 570,747 Information systems 468,698 (6,943) 461,755 10 Human resources 305,390 (901) 304,489 11 Insurance 289,532 - 289,532 Police 8,503,589 27,982 8,531,571 12 Fire 1,313,579 (13,404) 1,300,175 13 Engineering 759,688 (3,933) 755,755 14 Streets 2,445,319 - 2,445,319 Parks 2,160,919 (1,610) 2,159,309 15 Recreation 599,531 (1,802) 597,729 15 Arts Center 440,600 (601) 439,999 15 Other 211,864 211,864 Total expenditures 20,840,114 (37,052) 20,803,062 Other financing sources Transfers from other funds Net change in fund balance Fund balance, January 1 Fund balance, December 31 655,652 23,650 679,302 12 (223,389) 65,034 (158,355) 8,615,197 8,615,197 $ 8,391,808 $ 65,034 $ 8,456,842 General Fund Notes Program and services Impact of program or service reduction or elimination Effective April 1, 2011 Council Member Salary Donation Revenues The Police Department Records Technician ($27,982) to be hired effective July 1, 2011. Financing to be provided by a donation by Council Member Matt Little ($4,332) and a Liquor Fund transfer ($23,650). 2 Drop Membership - Metro Cities Miscellaneous ayor and Council Reduction in advocacy at Met Council and TAB 12,287 Reduced from $1,350 to $500 per Council Member. 4,250 3 Dues and subscriptions for Parks, Recreation and Natural Resource Committee Committees and Commissions 1 Spring bus tour 4 Microsoft upgrade City Administration Purchase deferred contingent upon outcome of comparison with open systems. 5 Microsoft upgrade Clerk Purchase deferred contin upon outcome of comparison with open systems. Microsoft upgrade Capital outlay - equipment Operations adjustments Purchase deferred contingent upon outcome of comparison open systems. ith the transfer of sign administration to the Police Departments CSO, safety equipment acquisition can be eliminated. 7 Microsoft upgrade Community and Economic Development Purchase deferred contingent upon outcome of compatiso with open systems. Exhibit A (Cont .) 4,332 500 901 601 1,201 370 3liminate 100% of meeting expenses. 50 ?liminate 100% of miscellaneous expenses 200 Professional services reduced for County Recorder fees. 500 Reduction in operation supplies 1,675 601 General Fund Notes Exhibit A (ConO Note Program and services Impact of program or service reduction or elimination Effective April 1, 201 urinate issuance of permit's on line requiring contractors and residents to come to City Hall for routine permits. As an option, City Council to consider a user fee for on- ine payments Purchase deferred contingent upon outcome of comparison ith open systems. Office supplies. Hold off buying large item office 600 supplies until 2012. corms printing. Delay purchase of permit stock until 500 2012. Operating Supplies. Delay buying new code books until 600 2012. otor Fuels. Reduce budget to reflect purchasing 1 000 economical vehicles. Equipment Parts. Reduce 2011 budget to $1000. 1,000 Miscellaneous expenses 100 Computer Supplies. 2010 actual: $151. Reduce 2011 300 budget to $200. Microsoft upgrade 9 "Welcome Packet" Employment applications Operations adjustments General Government Facilities Purchase deferred contingent upon outcome of em orison with open systems. Postal delivery of Welcome Packet - eliminated. Approximately 900 "Welcome Packets" are sent out each year to new residents. The packets contain Resident Guidebook, Park and Rec information, City utility and water conservation information, voter registration application, Dakota County information and other topical information. Instead of mailing the information, new residents can obtain the information from the City web -site or picking it up at City Hall during normal business hours. Notifications to employment applicants. The City of Lakeville, like other business, sends rejection letters to persons who have applied for employment with the City of Lakeville. If the practice is discontinued, the applicants would receive an email notification or visit the web -site for such information. Staff to research joint venture with Chamber of Commerce. 1,500 2,403 901 1,500 600 Reduction in operating supplies 1,700 Note Program and services I Impact of program or service reduction or elimination Effective April 1, 2011 General Fund Notes I0 Track -IT annual support maintenance Cellular Air Card IT I.,aptop Express Meter License Monitoring software Fleet International annual maintenance Net Tracker annual maintenance Speed Shift annual support and maintenance Vet iPic annual support and maintenance Pervasive software annual maintenance Quark Express annual maintenance Front Page amoral maintenance Software replaced by Spice Works. IT staff has been working with an open source application to replace Track - IT Used to access network while working in remote area of facilities without network connectivity. Most facilities are covered and impact on operations is negligible. Recent upgrade to Class application now monitors license usage. Net Tracker has become problematic with providing accurate web site statistics. Switched to AWStats which is maintained and supported by in house staff Current Police budget includes funding for Police Officer Scheduling Software (POSS) which will replace this application. Current support agreement expires on 07-31-11 and will not be renewed as Police are no longer using the application. Upgrade to SQL version of the CounterPoint application no longer uses this software. 11 Microsoft upgrade Human Resources Purchase deferred contingent upon outcome of comparison with open systems. Exhibit A (corn .) 1,320 1,137 113 Software replaced by CarteGraph mid 2011 695 348 180 2,011 530 InDesign application provides this functionality 422 InDesign application provides this functionality 187 901 General Fund Notes 12 Records Technician Transfer from Liquor Fund Police The Police Department Records Technician ($27,982) to be hired effective July 1, 2011. Financing to be provided by a donation by Council Member Matt Little ($4,332) and a Liquor Fund transfer ($23,650). 13 Operations adjustments Operations adjustments Assistant Fire Chief Pay Assistant Training Officer Position Public Information Officer position change Waste disposal. Reduce Fire Station 3 waste costs by reducing to a 90 gallon service verses a one yard dumpster. Reduce Fire Station 4 waste costs by reducing to a 90 gallon service verses a one yard dumpster. Assistant Fire Chief is not filled currently with a change in department command structure. The duties and responsibilities have been reassigned to the three district chief positions. The Assistant Fire Chief position will not be filled currently but will be a position to be filled as a fulitime position when department training, operation, and budget demonstrate the need. Position Currently not filled/ Position is not being filled with change in department organization duties reassigned to Station Lieutenants Public Information Officer position was reduced to On Call Bost with a reduction in pay scale to an engineer level. 14 Microsoft upgrade Operations adjustments Engineeringi; Exhibit A (Cont .) Program and services Impact of program orservice reduction or I Effective elimination April 1, 2011 (27,982) 23,650 355 355 7,610 3,803 1,281 Purchase deferred contingent upon outcome of comparison 2,403 with open systems. Car washes is 100% eliminated. 50 Print Public Information 850 Office Supplies reduced by 30% 300 Miscellaneous expenses 100% eliminated. 100 Safety supplies used by inspectors in the field will be 100 100% eliminated. Protective clothing for field inspections will be 100% 130 eliminated. Program and services Impact of program or service reduction or I Effective elimination April 1, 2011 15 Microsoft upgrade Operations adjustments , Recreation and Arts Center Grand Total General Fund Notes Purchase deferred contingent upon outcome of comparison with open systems. (Recreations) Purchase deferred contingent upon outcome of comparison with open systems. (Arts) MPSA (MN Park Supervisors Assoc.) & MSTMA (MN Sports Turf Managers Assoc.) No dues required this year as the two groups merged. Professional Services were used for survey questions. No surveys are proposed in 2011 or 2012. Exhibit A (Cont .) 1,802 601 I15 Office supplies 500 Forms / printing 25 Computer supplies 250 Print public information 220 500 $ 65,034 2011 COMMUNICATIONS FUND BUDGET Exhibit B 2011 2011 ADOPTED AMENDED BUDGET ADJUST BUDGET NOTES Revenues Franchise fee $ 582,215 $ - $ 582,215 State -aid pensions 516 516 Charges for services 12,000 12,000 Investment income 3,338 - 3,338 Total Revenues 598,069 - 598,069 Expenditures Personnel services 316,847 316,847 Commodities 9,216 9,216 Other charges and services 81,505 (3,078) 78,427 2 Capital outlay 21,281 (1,502) 19,779 1 Total Expenditures 428,849 (4,580) 424,269 Transfers Transfer to General Fund (42,551) - (42,551) Transfer to Compensation Liability Fund (14,456) - (14,456) Total Transfers (57,007) - (57,007) Net Change in Fund Balance 112,213 4,580 116,793 Fund Balance, January 1 663,555 - 663,555 Fund Balance, December 31 $ 775,768 $ 4,580 $ 780,348 Note Program and services Impact of program or service reduction or I Effective elimination April 1,2011 2 Microsoft upgrade Home cable TV service for Telecommunications Commission members Grand Total Communications Fund Notes Exhibit B (Cont.) Purchase deferred contingent upon outcome of comparison with open systems. City no longer provides this service. Reduction represents budget $(3,400) less actual expenses incurred 3,078 thin 3/31/2011. $ 1,502 $ 4,580 Exhibit C 2011 ENVIRONMENTAL RESOURCES FUND BUDGET Revenues Intergovernmental revenue State -aid pensions Dakota County Landfill Abatement grant Surface water fees Investment income Total Revenues 2011 2011 ADOPTED AMENDED BUDGET ADJUST BUDGET NOTES $ 292 $ $ 292 41,900 41,900 667,895 667,895 2,010 2,010 712,097 712,097 Expenditures Personnel services 203,740 203,740 Commodities 29,760 29,760 Other charges and services 419,844 419,844 Capital outlay 3,947 (601) 3,346 1 Total Expenditures 657,291 (601) 656,690 Transfers Transfer from Liquor Fund 976 976 Transfer to General Fund (151,991) (151,991) Transfer to Compensation Liability Fund (810) (810) Transfer to Utility Fund Water Operation (Utility billing admin) (26,248) (26,248) Sanitary Sewer Operation (Utility billing admin) (16,460) (16,460) Sanitary Sewer Operation (vactor overhead) (2,236) - (2,236) Total Transfers (196,769) - (196,769) Net Change in Fund Balance (141,963) 601 (141,362) Fund Balance, January 1 500,565 500,565 Fund Balance, December 31 $ 358,602 $ 601 $ 359,203 Note Environmental Resources Fund Notes Program and services Microsoft upgrade Grand Total Impact of program or service reduction or elimination Purchase deferred contingent upon outcome of $ comparison with open systems. Exhibit C (Cont,) Effective April 1, 7011 601 $ 601 Expenditures Information systems Police Fire Streets Parks Total Expenditures Revenues General property taxes $ 554,377 $ - $ 554,377 ALF Ambulance distribution 39,628 39,628 Investment income 5,000 5,000 Miscellaneous 73,625 - 73,625 Total Revenues 672,630 - 672,630 Transfers Transfer from Liquor Fund Net Increase /(Decrease) Fund Balance, January 1 Fund Balance, December 31 2011 EQUIPMENT FUND BUDGET Exhibit D 2011 2011 ADOPTED AMENDED BUDGET ADJUST BUDGET NOTES 87,407 87,407 716,328 (15,031) 701,297 1 225,279 (4,505) 220,774 2 974,601 (3,003) 971,598 3 376,097 (2,703) 373,394 4 2,379,712 (25,242) 2,354,470 685,329 685,329 (1,021,753) 25,242 (996,511) 1,579,384 1,579,384 557,631 $ 25,242 $ 582,873 Exhibit D (Coat.) Capital Projects - Equipment Fund Notes Note Program services Department 2 3 4 MS Office purchase deferred contingent upon outcome of comparison with Open Systems Grand Total Effective April 1, 2011 Police $ 15,031 Fire 4,505 Streets 3,003 Parks 2,703 $ 25,242 Sales and cost of sales Sales Cost of sales Gross profit Operating expenses Personnel services Commodities Other charges and services Total Expenditures Non - operating items Intergovernmental revenue Investment income Bond current principal Interest and bond expense Capital outlay Transfers to General Fund Special Revenue Enviro Res. Fund Debt Service: Property Taxes Fund HRA Lease Rev. Fund Capital Projects Equipment Fund Total non - operating (net) Change in working capital Working capital, January 1 Working capital, December 31 2011 LIQUOR FUND BUDGET 2011 2011 ADOPTED AMENDED BUDGET ADJUST BUDGET NOTES $14,913,405 $ 11,164, 822 3,748,583 1,313,785 57,794 847,286 2,218,865 3,900 63,600 (150,000) (178,254) (14,000) (144,950) (23,650) (168,600) 3 (976) (976) (100,000) (185, 320) (685,329) (1,391,329) 138,389 6,073,242 (23,650) Exhibit E - $14,913,405 - 11.164,822 3,748,583 1,313,785 (933) 56,861 2 (3,078) 844,208 1,4 (4,011) 2,214,854 3,900 63,600 (150, 000) (178,254) (14,000) (100,000) (185,320) (685,329) (1,414,979) (19,639) 118,750 6,073,242 $ 6,211,631 $ 1(9 $ 6,191,992 Liquor Fund Notes Exhibit E (font.) Program and services Microsoft upgrade Elimination of suckers we hand out to children Transfer to General Fund Elimination of advertisement in Chamher booklet Impact of program or service reduction or elimination Effective April 1, 2011 is mu busin 4 Grand Total Purchase deferred contingent upon outcome of omparison with open systems. This has been an on -going reward we have been ha nding out for more than 25 years. While it doesn't ncrease business, it is a manner in which we have sed to attain children's attention away from Blass The Police Department Records Technician ($27,982) to be hired effective July 1, 2011. inning to be provided by a donation by Council rber Matt Little ($4,332) and a Liquor Fund $23,650). have v ery little afteet on the Li $ 2,403 (2,403) 933 (23,650) 675 09,639) $ (2,403) Exhibit F 2011 UTILITY FUND WATER, SANITARY SEWER, AND STREET LIGHT OPERATING BUDGET 2011 2011 ADOPTED AMENDED BUDGET ADJUST BUDGET NOTES Operating revenues User charges for services $ 8,121,475 $ - $ 8,121,475 Other 204,309 - 204,309 Total operating revenues 8,325,784 8,325,784 Operating expenses Personnel services 1,548,861 1,548,861 Commodities 389,755 389,755 Other charges and services 2,842,196 2,842,196 Disposal charges 2,950,490 2,950,490 Total Expenditures 7,731,302 - 7,731,302 Operating income 594,482 - 594,482 Non - operating items Intergovernmental revenue 3,264 3,264 investment income 130,727 130,727 Capital outlay (146,979) 56,504 (90,475) 1, 2 Transfers from (to) Special Revenue Enviro. Res. Fund 44,944 44,944 General Fund (271,725) (271,725) Capital Projects Water Fund (1,200,000) (1,200,000) Total non - operating (net) (1,439,769) 56,504 (1,383,265) Change in working capital (845,287) 56,504 (788,783) Working capital, January 1 10,133,572 - 10,133,572 Working capital, December 31 $ 9,288,285 $ 56,504 $ 9,344,789 Exhibit F (font) Utility Water and Sanitary Sewer Operating Fund Capital Outlay - Building & Equipment Notes Note Factors to Consider 1 2 Water Treatment Facility (WTF) meeting room improvements Microsoft Office Upgrade Grand Total Funds are for improvements and updates to the WTF meeting room. These improvements may include ceiling tile to replace those damaged by water, carpeting to replace the 14 year old stained and worn carpeting, tables and chairs to replace the 14 year old tables and chairs, overhead lights to improve energy efficiency, and /or audio visual equipment to update the facility's capabilities. Project deferred until 2012. Purchase deferred contingent upon outcome of comparison with open systems. Effective April 1, 2011 $ 50,000 6,504 $ 56,504