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10/08/2013 - City Council SpecialSPECIAL CITY COUNCIL MEETING TUESDAY OCTOBER 8, 2013 5:30 P.M. EAGAN ROOM - EAGAN MUNICIPAL CENTER AGENDA ROLL CALL AND ADOPTION OF THE AGENDA II. VISITORS TO BE HEARD III. 2014 ENTERPRISE FUND BUDGETS (WATER, SANITARY SEWER, STREET LIGHTING, STORM DRAINAGE, AND WATER QUALITY CIVIC ARENA, CASCADE BAY, COMMUNITY CENTER, AND ACCESSEAGAN /FIBER INFRASTRUCTURE) IV. 2014 EAGAN CONVENTION AND VISITORS BUREAU BUDGET AND ANNUAL UPDATE ON ECVB PROGRAMMING (-02 V. 2014 E -TV BUDGET VI. OTHER BUSINESS VII. ADJOURNMENT Agenda Information Memo October 8, 2013 Special City Council Meeting III. 2014 ENTERPRISE FUND BUDGETS (WATER, SEWER, SANITARY SEWER, STREET LIGHTING, STORM DRAINAGE, WATER QUALITY, CIVIC ARENA, CASCADE BAY, COMMUNITY CENTER and ACCESSEAGAN /FIBER INFRASTRUCTURE) DIRECTION TO BE CONSIDERED: To provide direction to staff regarding the proposed 2014 enterprise fund budgets for: • Public Utilities (Water, Sanitary Sewer, Street Lighting, Storm Drainage and Water Quality) • Civic Arena • Cascade Bay • Community Center o AccessEagan /Fiber Infrastructure To direct that the budgets be placed on a future City Council meeting Consent Agenda for formal ratification, or studied further. GENERAL INFORMATION • By definition, enterprise funds are established to account for self- supporting activities with revenues primarily from user fees at rates set by the City Council. • The Budget Team —City Administrator Osberg, Finance Director Pepper, and Assistant Finance Director Feldman —met with Public Works Director Matthys and Utilities Superintendent Eaton (Public Utilities budgets), Parks and Recreation Director Johnson (Civic Arena, Cascade Bay and Community Center), and Communications Director Garrison and IT Manager Cook (AccessEagan) to review and discuss the respective proposals and operating issues. • Staff responsible for these budgets will be available at the meeting to expand on policy issues and respond to questions. • 2014 highlights for each operating budget are included in the detail pages in the usual budget book format. Additional comments about each fund are noted below: PUBLIC UTILITIES (Water, Sanitary Sewer, Street Lighting, Storm Drainage and Water Quality) • In 2011, the first full year under the City's tiered water rate structure, incremental revenue on upper -tier water sales amounted to $335,000, or 7% of total water sales. In 2012, with a drier summer, the incremental revenue was $508,000, or 10% of the total. • Water consumption in 2011 and 2012 was, on average, 5.5% below consumption for the four - year period 2006 -09. (2010 was excluded as we changed the rates in the middle of that year.) • Springsted, our water rate study consultant, expected that the tiered structure would be revenue- neutral. In other words, Springsted estimated the incremental revenue from the higher tier would approximate the reduced revenue resulting from lower consumption due to conservation efforts. With the inconsistency of water volume sales from year to year due to weather, it will be difficult to determine the dollar impact of users' conservation efforts until we have several more years of history, but preliminarily, Springsted's expected results appear to be happening. 0 Agenda Information Memo October 8, 2013 Special City Council Meeting The City participates in an annual utilities rate survey by AE2S, an engineering consulting firm. In the 2013 survey, Eagan's combined rates for water, wastewater and stormwater ranked 3rd lowest among the 34 Twin Cities metro communities responding to the survey. Survey results are shown on page �) User rates for the utilities are approved annually with the Fee Schedule adoption in December. An internal review of utilities rates using Springsted's model is currently underway. Rate increases assumed for the 2014 budget, which are consistent with Springsted's original recommendations, are as follows: o Water: no increase • Sanitary sewer: 6.0 • Street lighting: 3.85% • Storm drainage /water quality: 4.25% Utilities budget information is on the following pages: • High level revenue and expense: �4 • Revenue detail for all utilities: 5 • Water: Cp through kl • Sanitary sewer: —L� through V.0 • Street lighting: ��l through l? • Storm drainage: _� through J,,( • Water quality: through _a'I CIVIC ARENA • At the September 3 Council meeting, the Council approved a revision to the terms of the internal debt due from the Civic Arena fund to the Public Utilities fund, converting it to interest - free and adjusting the principal payment each year to a variable amount, depending on results of Civic Arena operations. The full annual principal repayment amount under the original terms of the interfund loan is included in the balanced budget proposal. • At the same meeting, the Council authorized a transfer of $405,000 from the General Fund balance to cover $350,000 in upcoming roof replacement costs and a $55,000 deficit cash position. • In the past, the Civic Arena budget has been approved at an August special Council meeting to coincide with the schools' and hockey associations' budget process; however, those entities have pushed their budget process closer to year -end, so early adoption of the Civic Arena budget is no longer necessary. • Civic Arena revenue and expense budget information is on pages c%5 through �3 . CASCADE BAY The revised financing arrangement implemented in 2011, which essentially eliminated annual debt service payments, has improved the operations outlook. The Council's action at its September 3 meeting authorizing a transfer of $827,200 from the General Fund balance covered funding needs for the capital Renewal & Replacement account. Cascade Bay revenue and expense budget information is on pages 3q through HD . Agenda Information Memo October 8, 2013 Special City Council Meeting COMMUNITY CENTER • The Community Center continues to serve Eagan's residents and businesses as a fitness center and event and meeting facility. 2013 marks the Community Center's 10th anniversary. • From the Community Center's inception, it was recognized that fee revenues from operations would be insufficient to cover operating expenses. The budget has always been balanced by way of a transfer of antenna lease revenues from the Public Utilities fund. • The 2014 levy for the Community Center bonds, which is excluded from the operating budget, is about $1.1 million. The bonds will be paid off in 2021. • The first phase of reorganization of full -time staff due to attrition will occur in 2014. • Community Center revenue and expense budget information is on pages W through 9(,0 . ACCESSEAGAN /FIBER INFRASTRUCTURE • The proposed 2014 AccessEagan /Fiber Infrastructure fund budget is similar to the 2013 budget. Staff had planned to see end -users on the network earlier in 2013, but start -up was delayed until now to work out agreements with carrier /providers and to resolve connectivity out to the Internet. • Pro forma estimates prepared by the City's consultant, Design Nine, show operations turning profitable within two years of the first revenues coming in. Pro formal were reviewed by the Finance Committee in 2012. • AccessEagan revenue and expense budget information is on pages y� through • A memo from Director Garrison to Administrator Osberg, attached on pages � through , provides an AccessEagan status update and identifies key policy questions that have a bearing on operations going forward. im I I I Cottage Grove, Brooklyn Park, Now Brighton, Mounds View, Minnetonka, Oakdale, Eden Prairie, Spring Lake Park, Apple Valley, Plymouth, Ramsey, Fridley, Hopkins, Farmington, Richfield, St. Louis Park Inver Grove Heights, 0 Edina, Prior Lake, Forest Lake, Columbia Heights, Victoria, Falcon Heights, Robbinsdale, Mahtomedl, West St. Paul, North St Paul, Waconla, Minneapolis, Now Hope, Mound, TOTAL UTILITY RATES BY METRO/STATE The following graphs depict combined typical monthly residential water, wastewater, and stormwater utility bills for those municipalities who responded to the survey separated by Minneapolis/St. Paul Metro Area and State. MINNEAPOLIS/ST. PAUL METRO AREA MN# $28.43 ■ Water MN $31.21 MN <= -$32.10 N Wastewater MN -'-1 $33.48 Fi Stormwater MN $33.53 MN $35.90 MN $36.33 MN $36.40 MNI W1 $37.36' '-1 $37.53 M -M $38.32 M $38.60 MN -J $39.65 MN $40.50 MN 1111111 $40i97 MN 7'7911 $41.f05 MN $41.30 MN $45.93 MN $47.83 MN -----1$48.10 MN 7- ;1$48.70 MN $50.44 MN1!1 'A 52.56 MN IM 1 $53.57 MN $64.61 YIN $56.56 MN $60.88 � $61.53 N 1 $62.66 )AN WT-77-JNI $66.52 111N g l $68.92 MN $69.90 knN 177`771 $81.93 $0.00 $24.00 $48.00 $72.00 $96.00 $120.00 -- ---- ---- (opyright @ 2013 AE2S • All Rights Reserved 3 2013 North (eflirol Utility Role Survey I Poge 27 Maple Grove, White Bear Lake, Minnetonka, Oakdale, Eden Prairie, Spring Lake Park, Apple Valley, Plymouth, Ramsey, Fridley, Hopkins, Farmington, Richfield, St. Louis Park Inver Grove Heights, 0 Edina, Prior Lake, Forest Lake, Columbia Heights, Victoria, Falcon Heights, Robbinsdale, Mahtomedl, West St. Paul, North St Paul, Waconla, Minneapolis, Now Hope, Mound, TOTAL UTILITY RATES BY METRO/STATE The following graphs depict combined typical monthly residential water, wastewater, and stormwater utility bills for those municipalities who responded to the survey separated by Minneapolis/St. Paul Metro Area and State. MINNEAPOLIS/ST. PAUL METRO AREA MN# $28.43 ■ Water MN $31.21 MN <= -$32.10 N Wastewater MN -'-1 $33.48 Fi Stormwater MN $33.53 MN $35.90 MN $36.33 MN $36.40 MNI W1 $37.36' '-1 $37.53 M -M $38.32 M $38.60 MN -J $39.65 MN $40.50 MN 1111111 $40i97 MN 7'7911 $41.f05 MN $41.30 MN $45.93 MN $47.83 MN -----1$48.10 MN 7- ;1$48.70 MN $50.44 MN1!1 'A 52.56 MN IM 1 $53.57 MN $64.61 YIN $56.56 MN $60.88 � $61.53 N 1 $62.66 )AN WT-77-JNI $66.52 111N g l $68.92 MN $69.90 knN 177`771 $81.93 $0.00 $24.00 $48.00 $72.00 $96.00 $120.00 -- ---- ---- (opyright @ 2013 AE2S • All Rights Reserved 3 2013 North (eflirol Utility Role Survey I Poge 27 Farmington, Richfield, St. Louis Park Inver Grove Heights, 0 Edina, Prior Lake, Forest Lake, Columbia Heights, Victoria, Falcon Heights, Robbinsdale, Mahtomedl, West St. Paul, North St Paul, Waconla, Minneapolis, Now Hope, Mound, TOTAL UTILITY RATES BY METRO/STATE The following graphs depict combined typical monthly residential water, wastewater, and stormwater utility bills for those municipalities who responded to the survey separated by Minneapolis/St. Paul Metro Area and State. MINNEAPOLIS/ST. PAUL METRO AREA MN# $28.43 ■ Water MN $31.21 MN <= -$32.10 N Wastewater MN -'-1 $33.48 Fi Stormwater MN $33.53 MN $35.90 MN $36.33 MN $36.40 MNI W1 $37.36' '-1 $37.53 M -M $38.32 M $38.60 MN -J $39.65 MN $40.50 MN 1111111 $40i97 MN 7'7911 $41.f05 MN $41.30 MN $45.93 MN $47.83 MN -----1$48.10 MN 7- ;1$48.70 MN $50.44 MN1!1 'A 52.56 MN IM 1 $53.57 MN $64.61 YIN $56.56 MN $60.88 � $61.53 N 1 $62.66 )AN WT-77-JNI $66.52 111N g l $68.92 MN $69.90 knN 177`771 $81.93 $0.00 $24.00 $48.00 $72.00 $96.00 $120.00 -- ---- ---- (opyright @ 2013 AE2S • All Rights Reserved 3 2013 North (eflirol Utility Role Survey I Poge 27 Robbinsdale, Mahtomedl, West St. Paul, North St Paul, Waconla, Minneapolis, Now Hope, Mound, TOTAL UTILITY RATES BY METRO/STATE The following graphs depict combined typical monthly residential water, wastewater, and stormwater utility bills for those municipalities who responded to the survey separated by Minneapolis/St. Paul Metro Area and State. MINNEAPOLIS/ST. PAUL METRO AREA MN# $28.43 ■ Water MN $31.21 MN <= -$32.10 N Wastewater MN -'-1 $33.48 Fi Stormwater MN $33.53 MN $35.90 MN $36.33 MN $36.40 MNI W1 $37.36' '-1 $37.53 M -M $38.32 M $38.60 MN -J $39.65 MN $40.50 MN 1111111 $40i97 MN 7'7911 $41.f05 MN $41.30 MN $45.93 MN $47.83 MN -----1$48.10 MN 7- ;1$48.70 MN $50.44 MN1!1 'A 52.56 MN IM 1 $53.57 MN $64.61 YIN $56.56 MN $60.88 � $61.53 N 1 $62.66 )AN WT-77-JNI $66.52 111N g l $68.92 MN $69.90 knN 177`771 $81.93 $0.00 $24.00 $48.00 $72.00 $96.00 $120.00 -- ---- ---- (opyright @ 2013 AE2S • All Rights Reserved 3 2013 North (eflirol Utility Role Survey I Poge 27 $0.00 $24.00 $48.00 $72.00 $96.00 $120.00 -- ---- ---- (opyright @ 2013 AE2S • All Rights Reserved 3 2013 North (eflirol Utility Role Survey I Poge 27 40k City of Ea o 2014 Proposed Budget Operating Budget IN I Revenues: Service charges Connection permits Meter sales Other Total revenues Operating expenses: Personal services Supplies, repairs, maint. Other services & charges Merchandise for resale Capital equipment MCES disposal charges Total operating exp* Net operating cash inflow (outflow) Public Utilities Fund 2014 Budget Revenue and Expense Summary *Excluding depreciation expense Other non - departmental revenues: Interest income Connection charges Antenna lease revenue (excludes ECC allocation) Other Total - non -dept revenue Net cash inflow (outflow) TOTALS $ 13,105,000 9,000 20,000 2,295,200 580,100 4,119, 500 39,900 128,500 4,611,600 $ 11,774,800 1,414, 000 100,000 350,000 645,500 $ 2,567,700 Sanitary Street Storm Water Water Sewer Lighting Drainage Quality $4,469,000 $ 6,590,000 $ 634,000 $ 532,000 $ 880,000 4,000 5,000 - - - 20,000 - - 11,800 3,000 - - 40,000 $ 4,504,800 $ 6,598,000 $ 634,000 $ 532,000 $ 920,000 1,253,400 559,700 - 99,000 383,100 422,000 75,500 - 13,700 68,900 2,331,500 739,600 618,700 194,500 235,200 39,900 - - - - 20,100 100,000 8,400 - 4,611,600 - - - $ 4,066,900 $ 6,086,400 $ 618,700 $ 307,200 $ 695,600 437,900 511,600 15,300 224,800 r 224,400 *Excluding depreciation expense Other non - departmental revenues: Interest income Connection charges Antenna lease revenue (excludes ECC allocation) Other Total - non -dept revenue Net cash inflow (outflow) TOTALS $ 13,105,000 9,000 20,000 2,295,200 580,100 4,119, 500 39,900 128,500 4,611,600 $ 11,774,800 1,414, 000 100,000 350,000 645,500 $ 2,567,700 Detail of Revenues Actual Actual Budget Budget Acct 2011 2012 2013 2014 DEPARTMENTAL: Water 4505 Water Service Fees $ 4,956,842 $ 5,194,591 $ 4,439,000 $ 4,439,000 4506 Water Service Penalties 30,950 27,040 32,000 30,000 4507 Water Connection Permits 3,943 6,860 3,000 4,000 4509 Sale of Meters 19,491 46,364 15,000 20,000 4511 Sale of Property 2,334 9,205 2,000 2,000 4512 Water Turn Off /On Fee 9,528 8,811 9,000 9,000 4521 Constr Meter Permits 720 880 800 800 5,023,808 5,293,751 4,500,800 4,504,800 Sanitary Sewer 4530 Sanitary Sewer Service Fees 5,623,241 5,842,483 6,321,000 6,565,000 4531 Sanitary Sewer Penalties 26,817 24,690 27,000 25,000 4532 San Sewer Connection Permits 4,950 7,755 4,000 5,000 4534 1/1 Surcharge - Non - inspection 47,850 42,350 25,000 3,000 5,702,858 5,917,278 6,377,000 6,598,000 Street Lights 4550 Neighborhood Light Svc Fees 359,957 375,636 388,000 405,000 4551 Neighbrhd /Comm Lt Penalties 2,907 2,670 3,000 3,000 4560 Community Light Service Fees 201,773 209,922 218,000 226,000 564,637 588,228 609,000 634,000 Storm Drainage /Water Quality 4540 Storm Drainage Service Fees 1,315,087 1,269,489 1,429,000 1,408,000 4541 Storm Drainage Penalties 4,443 4,057 4,500 4,000 4226 Developer Escrow Relmbursmt 23,220 31,030 10,000 30,000 4672 Water Quality Dedication Fees - 10,790 - 10,000 1,342,750 1,315,366 1,443,500 1,452,000 NON - DEPARTMENTAL: 4031 Assmt Penalties and Interest 5,501 4,209 5,000 4,000 4140 State Grants 121,378 203,931 - - 4160 State PERA Aid 4,442 4,442 4,400 4,400 4228 Eng / Financial Information 180 586 200 200 4242 Maint Equipment and Personnel 14,871 8,529 10,000 10,000 4243 Manual Reading -Ded Bill Meters 600 610 600 600 4610 Interest on Investments 312,687 11,624 150,000 50,000 4612 Interest on Assessments 66,087 52,726 60,000 50,000 4613 Interest on Interfund Receivable 84,872 83,822 - - 4615 Change in Fair Value of Inv (123,888) 112,610 - - 4617 Antenna Lease Admn Fees - 27,500 2,000 2,000 4618 Site Survey / Eng Applic Review 1,000 6,500 1,000 1,000 4619 Antenna Lease Landscape Escow - 10,000 5,000 5,000 4620 Antenna Site Rent (excludes ECC) 479,630 525,849' 602,000 645,500 4658 Vehicle Sales 15,310 955 - - 4675 Wetlands ConservAppl Fee - - - 4680 Connection Charge - -Water 89,790 199,049 50,000 200,000 4685 Conn Chg-- Water Treatmt Plant 119,486 188,121 80,000 150,000 4691 Other Revenue 99 717 1,000 1,000 4822 Other Reimbursements 98,714 46,079 20,000 30,000 1,290,759 1,487,859 991,200 1,153,700 GRANDTOTAL $ 13.924.812 L-14 $ 13.921.500 $ 14.342.500 City of Ea it 2014 Proposed Budget Operating Budget Public Utilities — Water (61) Responsible Manager: Jon Eaton, Superintendent of Utilities PURPOSE & DESCRIPTION The purpose of the Public Utilities — Water Department is to: • Produce, treat, store and distribute safe and clean potable water for the City of Eagan. • Continuously monitor the quality of the drinking water supply and maintain compliance to all State and Federal requirements. • Provide skilled and trained personnel to operate and maintain the water supply/ treatment /storage /distribution, sewer collection, and storm drainage conveyance systems. The Public Utilities — Water Department is responsible for the following functions: • Inspect and maintain the water distribution system, including point -of -use metering. • Inspect and maintain the storm water conveyance system and assist with natural resources water quality objectives. • Supply and treat all potable water needed within the City including sampling, testing and chemical treatment to assure water quality that meets or exceeds State and Federal health standards. Inspect and maintain storage facilities, wells, and pressure control stations. • Respond to customer needs on a daily basis and be available on a 24/7 basis for emergencies. • Assist other departments when needed. PERFORMANCE INDICATORS Description Water main breaks /Service Leaks Gallons of safe drinking water produced per day per capita MN Dept. of Health samples collected Backflow preventers tested Meter service calls Customer service calls Hydrants flushed Hyd ra nts pa i nted Locates performed E 2011 2012 2013 2014 Actual Actual Estimate Target 8 18 8 8 126 121 130 130 840 840 840 840 691 560 600 600 2,308 2,595 2,500 2,500 3,146 3,866 3,800 3,800 3,367 2,041 2,500 2,500 833 300 300 300 7,123 9,531 8,400 8,400 City of Ea Ali 2014 Proposed Budget Operating Budget Public Utilities — Water (61) Responsible Manager: Jon Eaton, Superintendent of Utilities that were previously set aside for that purpose. HIGHLIGHTS & CHANGES Overview: The proposed 2014 Water Utility operating budget shows an overall increase of $339,600, or 9.1% from the 2013 budget. The majority of the increase (94 %) comes in two areas; the correction of the Public Utility Administration fee and alignment of historical actual expenditures with the budget. While not included in the operating budget, capital improvements totaling $2,484,000 are discussed in Highlights 5 and 6. The capital projects are funded by renewal /replacement dollars Highlight /Change 1: The Public Utility Administration fee ( #6505) is a reimbursement to the General Fund of utility - related expenses paid out of the General fund, including salaries /benefits of the Utility Billing clerks, a portion of the Public Works Director's salary /benefits, and a prorated portion of administrative overhead costs. In 2013, the correct amount of revenue was budgeted in (and appropriately transferred to) the General Fund, but the corresponding expense budgeted in the Utilities Fund was inadvertently shown as the 2012 amount, which explains the large budget increase in the current year. Financial Impact: Increase of $115,600 over the 2013 budget Service Level Impact: None Highlight /Change 2: The City is updating the Minnesota Department of Health (MDH) required Wellhead Protection Plan. In addition, antenna lease expenses (recovered thru the lease fees), and better alignment of paid professional services based on historical balances (budget versus actual). Financial Impact: $17,000 for Wellhead Protection plan. $36,100 increase in other Professional Services ( #6310) over 2013 budget, for a total increase of $53,100. Service Level Impact: None Highlight /Change 3: Infrastructure expenses are rising due to the age of the potable water system. An increase in Utility System Repair Parts & Supplies ( #6260), Buildings Operations & Repair ( #6427), and Utility System Repairs by Others ( #6432) aligns the budgeted expense with the actual expense based on historical balances. Financial Impact: $150,200 increase from 2013 budget. Service Level Impact: None Highlight /Change 4: Electrical and natural gas market pricing continue to hold steady and warmer temperatures have reduced the demand for these utilities. The net effect has been significantly reduced utility expenditures. The budget uses a three -year actual expense average to determine the future budgeted expense. Financial Impact: Net decrease of $44,200 over the 2013 budget Service Level Impact: None Highlight /Change 5: The 5 -year Utility initiative to update infrastructure (due to age and wear) was discussed and approved through the CIP process. These include municipal well rehabilitations, chemical feed changes, reservoir rehabilitations, controls & monitoring updates, a new meter change out program, and the central maintenance campus backup power generator and switchgear. Financial Impact: $1,884,000 for various renewal /replacement projects in 2014 Service Level Impact Improvements maintain service level and automate some portions of water production. I City ofEap 2014 Proposed Budget Operating Budget Public Utilities — Water (61) Responsible Manager: Jon Eaton, Superintendent of Utilities Highlight /Change 6: As outlined in the Public Works CIP, a new well in the north water supply field is planned in connection with the development of the Lockheed - Martin site. The new well will be constructed if the Lockheed - Martin property develops. Improvements in the Parkview area (Ultra High Zone) include a pressure sustaining station similar to the one in the Fairway Hills area. Financial Impact: $500,000 for the well and $100,000 for Fairway Hills pressure sustaining station. Service Level Impact: Improvements allow for business and residential expansion. In addition, the change will increase operating pressures for the Parkview neighborhood, allowing more booster pumps to be removed. Highlight /Change 7: Add a GIS Technician, a full -time permanent employee, to replace Senior GIS Technician who moved to the IT Division becoming the City -wide GIS coordinator. Financial Impact: The overall result is a $32,000 decrease in personnel expense by moving to a lower grade position and less tenured employee. Service Level Impact: None EXPENSE SUMMARY Capital (budget only) - - Depreciation Expense $ 2,186,817 $ 2,226,437 f Budget 2013 $ 1,209,200 366,100 2,088,000 43,900 20,100 $ 3,727,300 $ 1,352,400 2,158,000 Budget 2014 $ 1,253,400 422,000 2,331,500 39,900 20,100 $ 4,066,900 $ 2,484,000 2,210,000 Actual Actual Expenses 2011 2012 Personal Services $ 1,114,235 $ 1,145,784 Parts and Supplies 374,891 368,208 Services and Other Charges 2,312,668 2,205,410 Capital Outlay 7,963 13,697 Merchandise for Resale 8,687 - Total Operating Expenses $ 3,818,444 $ 3,733,099 Capital (budget only) - - Depreciation Expense $ 2,186,817 $ 2,226,437 f Budget 2013 $ 1,209,200 366,100 2,088,000 43,900 20,100 $ 3,727,300 $ 1,352,400 2,158,000 Budget 2014 $ 1,253,400 422,000 2,331,500 39,900 20,100 $ 4,066,900 $ 2,484,000 2,210,000 City ofEa o 2014 Proposed Budget Operating Budget Public Utilities — Water (61) Responsible Manager; Jon Eaton, Superintendent of Utilities POSITION INVENTORY Personnel 2011 2012 2013 2014 Hours Superintendent 0.67 0.67 0.67 0.67 1,394 Water Production /Treatment Supervisor 1 1 1 1 2,080 Utility Field Operations Supervisor 0.33 0.33 0.33 0.33 686 Administrative Assistant (System Analyst) 1 1 1 1 2,080 Senior GIS Technician 0.8 0.8 1 0 - GISTechnician 1 1 1 2 4,160 Utilities Inspector 1 1 1 1 2,080 System Maintenance Workers 3 3 3 3 6,240 Water Treatment /Production Workers 4 4 4 4 8,320 Utility Technician 0.5 0.5 0.5 0.5 1,040 Total 13.30 13.30 13.50 13.50 28,080 2014 WORK PLAN Activity Routine 1 Water Administration 2 Water Field Operation /Repair 3 Erosion control 4 GIS /GPSAdministration 5 Treatment Plant /Production 6 Emergency call outs I City of Ea ill 2014 Proposed Budget Operating Budget Public Utilities -Water (61) Responsible Manager: Jon Eaton, Superintendent of Utilities LINE ITEM DETAIL 0 Actual Actual Budget Budget Acct PERSONAL SERVICES 2011 2012 2013 2014 6110 SALARIES AND WAGES- REGULAR $ 805,073 $ 841,292 $ 822,400 $ 851,400 6112 OVERTIME - REGULAR 12,502 10,995 52,100 54,100 6130 SALARIES AND WAGES- TEMPORARY 9,234 10,868 29,900 30,600 6131 OVERTIME - TEMPORARY - - - 6142 PERA- COORDINATED 58,569 62,484 63,400 65,600 6144 FICA 58,410 62,799 69,200 71,600 6151 HEALTH INSURANCE 123,312 127,452 150,400 157,700 6152 LIFE 18,044 1,639 - - 6154 DISABILITY - LONG TERM 2,980 3,031 - - 6155 WORKERS COMPENSATION 27,752 25,956 21,800 22,400 6157 RETIREE HEALTH INSURANCE FUNDING 1640 (732) - - TOTAL PERSONAL SERVICES 1,114,235 1,145,784 1,209,200 1,253,400 PARTS & SUPPLIES 6210 OFFICE SUPPLIES $ 3,803 $ 3,993 $ 1,500 $ 3,000 6211 OFFICE PRINTED MATERIAL /FORMS 66 130 - - 6212 OFFICE SMALL EQUIPMENT 160 634 - - 6215 REFERENCE MATERIALS 244 - 200 300 6220 OPERATING SUPPLIES- GENERAL 2,770 8,483 2,000 3,000 6222 MEDICAL /RESCUE /SAFETY SUPPLIES 5,587 2,273 3,500 3,500 6223 BUILDING /CLEANING SUPPLIES 5,853 3,914 4,000 4,000 6224 CLOTHING /PERSONAL EQUIPMENT 3,245 3,876 4,000 4,000 6230 REPAIR /MAINTENANCE SUPPLIES- GENERAL 1,130 3,759 5,000 5,000 6231 MOBILE EQUIP REPAIR PARTS 3,674 1,903 3,600 3,600 6232 SMALL EQUI PM ENT REPAI R PARTS 21 388 300 300 6233 BUILDING REPAI R SUPPLI ES 9,179 12,669 5,000 10,000 6234 FIELD /OTHEREQUI PM ENT REPAIR 498 - - - 6235 FUEL, LUBRICANTS, ADDITIVES 20,130 18,522 25,300 25,300 6240 SMALLTOOLS 2,319 4,069 500 2,000 6244 CHEMICALS & CHEMICAL PRODUCTS 137,388 98,148 113,100 112,000 6250 LANDSCAPE MATERIAL & SUPPLIES 681 - 2,900 2,000 6255 STREET REPAIR SUPPLIES 19,948 4,329 20,000 15,000 6257 SIGNS & STRIPING MATERIAL 551 - 500 500 6260 UTILITYSYSTEM PARTS /SUPPLIES 92,856 81,318 62,800 106,000 6270 COMPUTER SOFTWARE 64,789 119,800 111,900 122,500 TOTAL PARTS & SUPPLIES 374,891 368,208 366,100 422,000 SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES- GENERAL $ 171,293 $ 121,602 $ 83,200 $ 136,300 6311 LEGAL 374 - - - 6314 AUDITING 6,400 6,000 7,000 7,000 6315 FINANCIAL NON -AUDIT 500 - - - 6323 TESTING SERVICES 8,319 646 2,000 10,000 6346 POSTAGE 15,615 9,076 3,100 3,100 6347 TELEPHONE SERVICE & LINE CHG 24,826 24,579 25,000 25,000 6351 PAGER SERVICE FEES 508 413 - - 6352 TELEPHONE CIRCUITS 3,124 1,524 3,200 3,200 6353 PERSONAL AUTO /PARKING 146 10 100 100 6354 CAR WASHES 49 - - - 6355 CELLULAR TELEPHONE SERVICE 3,097 3,899 3,700 3,700 6356 ONE CALL SERVICE FEE 5,241 6,043 6,000 6,300 6357 ADVERTISING /PUBLICATIONS - - 100 100 6358 EMPLOYMENT ADVERTISING 100 100 6359 LEGAL NOTICE PUBLICATION - - 100 100 6370 GENERAL PRINTING AND BINDING 4,761 1,311 3,700 3,700 0 city of Ea SCI 2014 Proposed Budget Operating Budget IN Public Utilities - Water (61) Responsible Manager; Jon Eaton, Superintendent of Utilities LINE ITEM DETAIL (CONT'D) DEPRECIATION 6488 DEPRECIATION EXPENSE 2,186,817 2,226,437 2,158,000 2,158,000 Actual Actual Budget Budget SERVICES & OTHER CHARGES 2011 2012 2013 2014 6385 INSURANCE $ 79,600 $ 79,600 $ 79,600 $ 79,600 6409 ELECTRICITY - WELLS /BOOSTER STN 727,373 717,068 778,500 752,100 6410 NATURAL GAS SERVICE 92,336 66,690 98,900 81,100 6425 MOBILE EQUIPMENT REPAIR LABOR 92,336 95 500 500 6426 SMALL EQUIPMENT REPAIR 144 - - - 6427 BLDG OPERATIONS /REPAIR -LABOR 833 18,272 2,000 25,000 6428 FIELD / OTHFR EQUIPMENT REPAIR -LABOR - 189 - - 6429 STREET REPAI R-LABO R - 27,266 1,000 10,000 6432 UTILITYSYSTEM REPAIR -LABOR 194,585 179,199 16,000 100,000 6457 MACHINERY &EQUIPMENT- RENTAL 690 77 - 1,000 6476 CONFERENCES AND SCHOOLS 10,788 13,261 12,000 11,900 6477 LOCAL MEETING EXPENSE 631 66 200 200 6478 TUITION AND BOOK REIMBURSEMENT 1,625 640 - - 6479 DUES AND SUBSCRIPTIONS 4,152 1,379 11,800 12,300 6480 LICENSES, PERMITS AND TAXES 10,132 45,424 54,700 54,700 6482 AWARDS, JUDGEMENTS AND LOSSES - - - - 6487 VISA /MC BANK CHARGES 2,772 2,046 3,600 3,600 6505 PUBLIC UTILITYADMIN FEE 779,900 784,800 784,800 900,400 6506 TRANSFER FOR CENTRAL SVCS 46,100 46,300 46,300 50,100 6535 OTHER CONTRACTUAL SERVICES 5,756 32,317 38,500 22,600 6537 JANITORIAL SERVICE 9,672 8,866 - 4,900 6539 WASTE REMOVAL/SANITATION SERV 2,258 85 500 800 6569 MAINTENANCE CONTRACTS 6,733 6,667 10,900 11,100 6575 MCES DISPOSAL CHARGES 10,900 10,900 OTHER SERVICES AND CHARGES 2,312,668 2,205,410 2,088,000 2,331,500 CAPITAL OUTLAY 6631 SPECIAL ASSESSMENTS ON CITY PROPERTY - - - - 6660 OFFICE FURNISHINGS & EQUIPMENT - 113 - - 6670 OTHER EQUIPMENT 7,963 13,533 18,900 9,900 6680 MOBILE EQUIPMENT 51 25,000 30,000 CAPITALOUTLAY 7,963 13,697 43,900 39,900 MERCHANDISE FOR RESALE 6855 MERCHANDISE FOR RESALE 8,687 20,100 20,100 MERCHANDISE FOR RESALE 8,687 20,100 20,100 TOTAL WATER DEPARTMENT $ 3,818,444 $ 3,733,099 $ 3,727,300 $ 4,066,900 9,11% CAPITAL /CONSTRUCTION PROJECTS 6630 RENEWAL & REPLACEMENT - - 442,400 884,000 6700 CONSTRUCTION PROJECTS 1,892 910,000 1,600,000 1,892 1,352,400 2,484,000 DEPRECIATION 6488 DEPRECIATION EXPENSE 2,186,817 2,226,437 2,158,000 2,158,000 City of Ea n 2014 Proposed Budget Operating Budget Public Utilities — Sewer (62) Responsible Manager: Jon Eaton, Superintendent of Utilities PURPOSE & DESCRIPTION The purpose of the Public Utilities — Sewer Department is to: • Provide uninterrupted sanitary sewer conveyance services for the City. • Meet all State and Federal standards in waste water management. • Provide skilled and trained personnel to operate and maintain the water distribution system, sewer collection /conveyance, and storm drainage conveyance systems. The Public Utilities — Sewer Department is responsible for the following functions: • Maintain sanitary sewer collection and conveyance system including pipes, manholes, and lift stations. • Report to all State and Federal agencies required by law. • To inspect and maintain the waste water collection system and ensure its sanitary conveyance to the Metropolitan Treatment Facility at Seneca. • To inspect and maintain the storm water conveyance system and assist with natural resources water quality objectives. • Respond to customer needs on a daily basis and be available on a 24/7 basis for emergencies. • Assist other departments as directed. PERFORMANCE INDICATORS la 2011 2012 2013 2014 Description Actual Actual Estimate Target Televised sewer pipe, in feet 185,448 86,916 200,000 200,000 Sewer pi pe j etted, i n mi l es 49 284 150 150 Sewer pi pe rel i ned, i n feet 4,432 6,000 5,000 5,000 New sewer service accounts 44 6 40 40 la City of Ea p 2014 Proposed Budget Operating Budget Public Utilities — Sewer (62) Responsible Manager: Jon Eaton, Superintendent of Utilities HIGHLIGHTS & CHANGES Overview: The proposed 2014 Sewer budget shows an overall increase of $49,700 or 0.8% from the 2013 budget. A significant increase in MCES expenses was offset by the decrease in the Inflow & Infiltration program (I &I). Capital projects funded by renewal /replacement dollars were approved as part of the Public Works CIP. Select projects are noted below in Highlight 5. Highlight /Change 1: The MCES Wastewater Disposal charges ( #6575) are projected to increase 5.7% from 2013. The fees are established by MCES and allocated to cities for sewage treatment based on their proportionate share of the metro wide total flows. Eagan's estimated sanitary flow of 2,153.2 MG of the total regional flow of 85,999.27 MG calculates to a proportionate share of about 2.5% of the $184,188,000 MWC (MCES) budget. Financial Impact: Increase $248,600 from 2013 budget Service Level Impact: None Highlight /Change 2: An increase in the Public Utility Administration fee ( #6505) corrects a fund calculation error in 2013 budget and aligns the fee to recover administration actual associated expenditures. Financial Impact: Increase of $55,000 over the 2013 budget Service Level Impact: None Highlight /Change 3: The Mobile Equipment ( #6680) line item decreased by $140,000. The major piece of equipment purchased in 2013 was the sewer televising vehicle and equipment (vehicle #214). The 2014 budget line item should represent a normal budget amount. Financial Impact: Decrease of $140,000 over the 2013 budget Service Level Impact: None Highlight /Change 4: The Inflow & Infiltration program is expected to be substantially complete in 2013. The budget line items for private mitigation ( #6440) and public ( #6441) have dropped by $167,000 accounting for a majority of the projected budget decrease. Financial Impact: Net decrease of $167,000 over the 2013 budget Service Level Impact: None Highlight /Change 5: The 5 -year Utility initiative to update infrastructure (due to age and wear) was discussed and approved through the CIP process. Projects include Denmark lift station improvement, sewer lining, and SCADA renewal. Financial Impact: $835,000 in 2014 Service Level Impact: Improvements maintain service level and automate some portions of sewerage system l3 City of Eapil 2014 Proposed Budget Operating Budget Public Utilities — Sewer (62) Responsible Manager: Jon Eaton, Superintendent of Utilities EXPENSE SUMMARY POSITION INVENTORY Personnel Superintendent Utilities Operations Supervisor System Maintenance Workers Utility Technician Total 2014 WORK PLAN 2011 Actual Actual Budget Budget Expense 2011 2012 2013 2014 Personal Services $ 515,015 $ 554,484 $ 566,500 $ 559,700 Parts and Supplies 91,085 61,443 64,100 75,500 Services and Other Charges 5,783,025 5,315,117 5,166,100 5,351,200 Capital Outlay 195 - 240,000 100,000 Transfer Out - - - - Total $ 6,389,320 $ 5,931,044 $ 6,036,700 $ 6,086,400 Capital /Construction Projects - - $ 510,000 $ 835,000 Depreciation Expense $ 696,895 $ 702,198 689,000 704,000 POSITION INVENTORY Personnel Superintendent Utilities Operations Supervisor System Maintenance Workers Utility Technician Total 2014 WORK PLAN 2011 2012 2013 2014 Hours 0.33 0.33 0.33 0.33 686 0.67 0.67 0.67 0.67 1,387 4 4 4 4 8,320 0.5 0.5 0.5 0.5 1,040 5.50 5.50 5150 5.50 11,433 Activity Routine 1 Sanitary sewer administration 2 Sanitary sewer field operation /repair maintenance 3 1 & I mitigation 4 Emergency ca I I outs `1- My of Ea pil 2014 Proposed Budget Operating Budget Public Utilities - Sewer (62) Responsible Manager: Jon Eaton, Superintendent of Utilities E LINE ITEM DETAIL Actual Actual Budget Budget Acct PERSONAL SERVICES 2011 2012 2013 2014 6110 SALARI ES AND WAGES-REGULAR $ 354,138 $ 388,734 $ 337,900 $ 354,300 6112 OVERTIME - REGULAR 9,522 7,063 21,100 21,900 6130 SALARIES AND WAGES- TEMPORARY 12,414 19,845 29,900 30,600 6131 OVERTIME - TEMPORARY - 97 29,900 - 6142 PERA - COORDINATED 27,035 28,648 26,000 27,300 6144 FICA 26,618 29,533 29,700 31,100 6151 HEALTH INSURANCE 68,494 63,520 68,600 70,000 6152 LIFE 702 791 - - 6154 DISABILITY - LONGTERM 1,268 1,451 - - 6155 WORKERS COMPENSATION 15,496 15,183 23,400 24,500 6157 RETIREE INSURANCE FUNDING (672) (381) - - TOTAL PERSONAL SERVICES 515,015 554,484 566,500 559,700 PARTS & SUPPLIES 6210 OFFICE SUPPLI ES $ 433 $ 1,907 $ 1,500 $ 2,000 6212 OFFICE SMALL EQUIPMENT - 151 - - 6215 REFERENCE MATERIALS - 200 200 6220 OPERATING SUPPLIES - GENERAL 545 212 - - 6222 MEDICAL /RESCUE /SAFETY SUPPLIES 451 391 1,900 1,900 6223 BUILDING /CLEANING SUPPLIES 454 - 300 300 6224 CLOTHING /PERSONAL EQUIPMENT 1,728 2,143 2,300 2,300 6230 REPAIR /MAINTENANCE SUPPLIES- GENERAL 294 2,503 500 2,500 6231 MOBILE EQUIP REPAIR PARTS 4,690 11,680 2,300 11,600 6232 SMALL EQUIPMENT REPAIR PARTS - 80 300 300 6233 BUILDING REPAIR SUPPLIES 52 - - 6234 FIELD /OTHER EQUIPMENT REPAIR - 169 - - 6235 FUEL, LUBRICANTS, ADDITIVES 23,570 29,810 29,900 29,900 6240 SMALLTOOLS - 2,036 400 2,000 6250 LANDSCAPE MATERIALS & SUPPLIES 2,400 2,000 2,000 6255 STREET REPAIR SUPPLIES - - 1,000 1,000 6257 SIGNS & STRIPING MATERIAL 385 - - - 6260 UTILITY SYSTEM PARTS /SUPPLIES 35,711 7,873 21,500 19,500 6270 COMPUTER SOFTWARE 22,823 36 - - TOTAL PARTS & SUPPLI ES 91,085 61,443 64,100 75,500 SERVICES & OTHER CHARGES 6310 PROFESSI ONAL SERVI CES-GENERAL 789,055 94,209 29,400 79,800 6314 AUDITING 6,400 6,000 7,000 7,000 6346 POSTAGE 15,824 8,844 3,100 3,100 6347 TELEPHONE SERVICE & LINE CHG 7,185 7,435 7,000 7,200 6351 PAGER SERVICE FEES 377 306 - - 6352 TELEPHONE CIRCUITS 3,870 3,743 4,000 4,000 6353 PERSONAL AUTO /PARKING - - 100 100 6355 CELLULAR TELEPHONE SERVICE 2,214 3,550 2,000 2,000 6356 ONE CALL SERVI CE FEES 4,662 6,303 6,000 6,300 6357 ADVERTISING /PUBLICATIONS - - 100 100 6358 EMPLOYMENT ADVERTISI NG 100 100 6370 GENERAL PRINTING AND BINDING - - - - 6385 INSURANCE 14,100 14,100 14,100 14,100 6405 ELECTRICITY 1,210 981 - - E City of Eapit 2014 Proposed Budget Operating Budget Public Utilities - Sewer (62) Responsible Manager: Jon Eaton, Superintendent of Utilities LINE ITEM DETAIL (CONT'D) 6408 ELECTRICITY -LIFT STATIONS 6425 MOBILE EQUIPMENT REPAIR LABOR 6429 STREET REPAIR -LABOR 6430 COMMUNICATION SYSTEM RPR -LABOR 6432 UTI LI TY SYSTEM REPAIR -LABOR 6440 1/1 MITIGATION -SUMP PUMP 6441 1/1 MITIGATION -OTHER 6457 MACHINERY AND EQUIPMENT 6476 CONFERENCES AND SCHOOLS 6477 LOCAL M EETI NG EXPENSES 6478 TUITION AND BOOK REIMBURSEMENT 6479 DUES AND SUBSCRIPTIONS 6480 LICENSES, PERMITS AND TAXES 6487 VISA /MC BANK CHARGES 6505 PUBLIC UTILITY ADMIN FEE 6506 TRANSFER FOR CENTRAL SVCS 6535 OTHER CONTRACTUAL SERVICES 6537 CLEANING CONTRACTUAL SERVICES 6539 WASTE REMOVAL /SANITATION SERVICES 6569 MAINTENANCE CONTRACTS 6575 MCES DISPOSAL CHARGES SERVICES & OTHER CHARGES CAPITAL OUTLAY 6640 MACHINERY /EQUIPMENT 6670 OTHER EQUIPMENT 6680 MOBILEEQUIPMENT CAPITAL OUTLAY TRANSFER OUT 6805 TRANSFER OUT TRANSFER OUT TOTAL SEWER DEPARTMENT CAPITAL /CONSTRUCTION PROJECTS 6630 RENEWAL & REPLACEMENT (BUDGET ONLY) 6700 CONSTRUCTION PROJECTS DEPRECIATION 6488 DEPRECIATION EXPENSE Actual Actual Budget Budget 2011 2012 2013 2014 24,359 23,566 28,300 26,600 310 1,645 1,000 1,000 - 1,000 5,000 1,571 30,250 13,500 28,500 66,258 453,290 150,000 20,000 (405) 35,365 100,000 63,000 - 999 1,000 1,000 135 2,732 4,400 6,500 - - 200 200 41 16 - - 75 306 200 500 2,772 2,046 2,400 2,400 370,800 373,100 373,100 428,100 23,100 23,200 23,200 25,000 56 13,998 30,000 900 - - - 4,900 420 42 400 700 891 1,734 1,500 1,500 4,447,745 4,207,357 4,363,000 4,611,600 5,783,025 5,315,117 5,166,100 5,351,200 195 - - - - - 240,000 100,000 195 - 240,000 100,000 $ 6,389,320 $ 5,931,044 $ 6,036,700 $ 6,086,400 0,8% - 510,000 $ 835,000 32,781 - $ - $ 696,895 $ 702,198 $ 689,000 $ 704,000 �( *City of E8 o 2014 Proposed Budget Operating Budget Public Utilities — Street Lighting (63) Responsible Manager: Tim Plath, Transportation and Operations Engineer PURPOSE & DESCRIPTION The purpose of the Public Utilities — Street Lighting Department is to: • Provide adequate lighting for public safety on city streets and at signalized intersections within the City of Eagan. • Provide the electrical power for the traffic control signals within the City of Eagan. • Coordinate the maintenance of the street lighting system for optimal performance. • Administer the maintenance of the traffic control signals' operation and infrastructure. The Public Utilities — Street Lighting Department is responsible for the following functions: • Coordinate the installation of street lights on all streets within City jurisdiction, both private developments and public improvements. • Address maintenance needs of the street lighting system & traffic control signals within the City, including light replacement, pole repair /refurbishment. • Provide field surveying, preparation of feasibility studies, reports and staff support at Council meetings for public improvements for street lights. • Manage the reimbursement of electrical services for street lighting and traffic signals. • Update Capital Improvement Program for the City's street light and traffic control signals. • Coordinate /present Public Hearings /Final Assessment Hearings for City improvements for street lights. PERFORMANCE INDICATORS �1 2012 Actual 334 21 2 69 0 2013 Estimate 341 40 9 69 0 2014 Target 374 0 12 69 0 2011 Description Actual Street I i ghts ma i nta i ned (c i ty- owned) 313 New streetlights installed (city- owned) 0 Upgrade existing street lights (utility- owned) 4 Traffic signals (city, county & state) 69 New traffic signals installed (city, county &state) 0 �1 2012 Actual 334 21 2 69 0 2013 Estimate 341 40 9 69 0 2014 Target 374 0 12 69 0 �� 2014 Proposed Budget Operating Budget City p Public Utilities - Street Lighting (63) Responsible Manager: Tim Plath, Transportation and Operations Engineer Expenditure by Category HIGHLIGHTS & CHANGES Overview: The proposed Street Lighting budget shows a slight increase of $700 or 0.1 %, due to increased energy costs and installations of new street lights. Highlight /Change 1: Electricity for Street Lights ( #6406) is expected to be up 1.7% over the 2013 budget, while Signal Lights ( #6407) power is down 11.3% from the 2013 budget. Financial Impact: Combined increase of $5,700 over the 2013 budget Service Level Impact: None Highlight /Change 2: Cost estimates for Utility System Street Light ( #6411) upgrades and new major Intersection installations are increased based on the Capital Improvement Plan for 2014. Financial Impact: Increase $3,000 over the 2013 budget Service Level Impact: None Highlight /Change 3: Utility System Repair /Labor ( #6432) shows a contingency decrease based on historical repair costs. Financial Impact: Decrease of $8,000 over the 2013 budget Service Level Impact: None LINE ITEM DETAIL Actual Actual Budget Budget Acct PARTS & SUPPLIES 2011 2012 2013 2014 6310 PROFESSIONAL SERVICES - GENERAL - 1,109 5,000 5,000 6406 ELECTRICITY - STREETLIGHTS 413,111 418,291 474,300 482,300 6407 ELECTRICITY - SIGNAL LIGHTS 17,883 15,694 20,300 18,000 6411 UTILITY SYSTEM STREETLIGHT INSTALLATIONS - 5,065 24,000 27,000 6432 UTILITY SYSTEM REPAIR -LABOR 22,706 10,836 48,800 40,800 6505 PUBLIC UTILITYADMIN FEE 38,400 38,600 38,600 38,600 6535 OTHER CONTRACTUAL SERVICES 1,571 4,697 7,000 7,000 OTHER SERVICES AND CHARGES 493,670 494,292 618,000 618,700 TOTAL STREET LIGHTING DEPARTMENT $ 493,670 $ 494,292 $ 618;000 $ 618,700 0.11 6488 DEPRECIATION EXPENSE $ 12,797 $ 12,797 $ 12,800 $ 12,800 6P) City ofEa all 2014 Proposed Budget Operating Budget Public Utilities — Storm Drainage (64) Responsible Manager; Jon Eaton, Superintendent of Utilities PURPOSE & DESCRIPTION The purpose of the Public Utilities — Storm Drainage Department is to: • Maintain the City's collection and conveyance system for excess surface water runoff. The Public Utilities — Storm Drainage Department is responsible for the following functions: • Inspect and maintain drainage system consisting of pipes, ponds and pumping stations. • Maintain the inlets and outlets for ponds including the removal of any erosion /siltation that restricts the flow or limits ponding capacities. • Respond to emergency pumping station alarms or resident calls during major peak events. • Assist with Water Quality programs and objectives as necessary to meet Federal, State, and City standards and reporting requirements. PERFORMANCE INDICATORS Description Televised storm pipes, in miles Drainage complaints received Construction inspections performed Ponds inspected Control structures checked 2011 Actual 7,321 42 51 198 98 9 2012 2013 2014 Actual Estimate Target 0 5,500 5,500 0 0 0 54 50 50 195 150 150 84 84 84 City 0a pil 2014 Proposed Budget Operating Budget Public Utilities — Storm Drainage (64) Responsible Manager: Jon Eaton, Superintendent of Utilities HIGHLIGHTS & CHANGES Overview: The proposed 2014 Storm Drainage operating budget shows an overall increase of $8,500, or 2.9% from the 2013 budget. The operations portion of the budget is essentially unchanged; projected capital construction costs account for a majority of the increase. Renewal and replacement capital projects were approved with the Public Works CIP and are discussed in Highlight 3 below. Highlight /Change 1: Infrastructure expenses are rising due to the age of the storm water system. An increase in Professional Services ( #6310) and Utility System Repairs by Others ( #6432) aligns the budgeted expense with the actual expense based on historical balances. Financial Impact: $16,000 increase from 2013 budget. Service Level Impact: None Highlight /Change 2: Electrical and natural gas market pricing continue to hold steady and warmer temperatures have reduced the demand for these utilities. The net effect has been significantly reduced utility expenditures. The budget uses a three -year actual expense average to determine the future budgeted expense. Financial Impact: Net decrease of $20,800 over the 2013 budget Service Level Impact: None Highlight /Change 3: The Capital Renewal & Replacement ( #6630) line item has decreased to cover projected renewal & replacement projects. The Utility initiative to update infrastructure (due to age and wear) was discussed and approved through the CIP process. Projects include delta removal, SCADA renewal and general storm water infrastructure maintenance. Financial Impact: $90,000 in 2014 Service Level Impact: None City of Ea o 2014 Proposed Budget Operating Budget Public Utilities — Storm Drainage (64) Responsible Manager: Jon Eaton, Superintendent of Utilities EXPENDITURE SUMMARY Expenditure Personal Services Parts and Supplies Services and Other Charges Capital Outlay Transfers Out Total Capital Construction /Projects Depreciation Expense POSITION INVENTORY Actual Actual Budget Budget 2011 2012 2013 2014 $ 90,585 $ 91,249 $ 90,500 $ 99,000 4,157 4,586 13,400 13,700 196,954 155,808 194,800 194,500 $ 291,696 $ 251,643 $ 298,700 $ 307,200 - - $ 340,000 $ 90,000 $ 1,024,218 $ 1,038,862 1,022,000 1,035,000 Personnel 2011 System Maintenance Workers 0.5 Total 0.5 2014 WORK PLAN Activity Routine 1 Inspection /clean -up of structures 2 Li ftstation maintenance 3 Weed harvesting 4 Water quality support 5 Aeration 6 Storm response 2012 2013 2014 Hours 0.5 1 1 2,080 0.5 1.0 1.0 2,080 a\ City of 8 p 2014 Proposed Budget Operating Budget Public Utilities - Storm Drainage (64) Responsible Manager: Jon Eaton, Superintendent of Utilities LINE ITEM DETAIL ad Actual Actual Budget Budget Acct PERSONAL SERVICES 2011 2012 2013 2014 6110 SALARI ES AND WAGES - REGULAR $ 58,114 $ 61,462 $ 53,400 $ 57,600 6112 OVERTIME- REGULAR 484 151 1,200 1,300 6130 SALARI ES AND WAGES- TEMPORARY 8,800 7,736 12,200 12,500 6131 OVERTI ME- TEMPORARY - - - - 6142 PERA- COORDINATED 4,158 4,352 3,800 4,300 6144 FICA 4,574 4,845 5,100 5,500 6151 HEALTH INSURANCE 11,440 9,983 11,200 13,200 6152 LIFE 122 121 - - 6154 DISABILITY - LONGTERM 225 222 - - 6155 WORKERS COMPENSATION 2,444 2,253 3,600 4,600 6157 RETIREE HEALTH INSURANCE 222 124 TOTAL PERSONAL SERVICES 90,585 91,249 90,500 99,000 PARTS & SUPPLIES 6210 OFFICE SUPPLIES - - 400 500 6220 OPERATING SUPPLIES- GENERAL - - 6222 MEDICAL /RESCUE /SAFETY SUPPLIES - - 300 300 6224 CLOTHING /PERSONAL EQUIPMENT 400 425 500 500 6230 REPAIR /MAINTENANCE SUPPLIES- GENERAL 15 - 300 300 6231 MOBILE EQUIPMENT REPAIR PARTS - 100 100 6232 SMALL EQUIPMENT REPAIR PARTS 200 200 6234 FIELD /OTHER EQUIPMENT REPAIR - - 6235 FUELS, LUBRICANTS, ADDITIVES 300 300 6240 SMALLTOOLS - 300 500 6250 LANDSCAPE MATERIAL & SUPPLIES 274 34 2,000 2,000 6255 STREET REPAIR SUPPLIES - - 1,000 1,000 6260 UTILITY SYSTEM PARTS /SUPPLIES 3,469 4,127 8,000 8,000 TOTAL PARTS & SUPPLIES 4,157 4,586 13,400 13,700 SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES- GENERAL 10,758 1,120 - 5,000 6357 ADVERTISING /PUBLICATIONS - - 100 100 6358 EMPLOYMENT ADVERTISING - - 100 100 6385 INSURANCE 3,900 3,900 3,900 3,900 6408 ELECTRICITY -LIFT STATIONS 128,787 92,943 138,800 118,000 6428 FIELD /OTHER EQUIPMENT REPAI R-LABOR - 7 - - 6432 UTILITY SYSTEM REPAIR -LABOR 27,574 30,402 25,000 36,000 6457 MACHINERY AND EQUIPMENT 230 1,312 500 1,000 6476 CONFERENCES AND SCHOOLS 105 325 200 400 6480 LICENSES, PERMITS AND TAXES - 99 - - 6505 PUBLIC UTILITY ADMIN FEE 25,600 25,700 25,700 29,500 6539 WASTE REMOVAL /SANITATION SERVICE - - - 500 6569 MAI NTENANCE CONTRACTS - 500 OTHER SERVICES AND CHARGES 196,954 155,808 194,800 194,500 CAPITAL OUTLAY 6640 MACHINERY /EQUIPMENT - - - - 6680 MOBILE EQUIPMENT CAP I TAL OUTLAY - - - TOTAL STORM DRAINAGE DEPARTMENT $ 291,696 $ 251,643 $ 298,700 $ 307,200 2,8`% CAPITAL CONSTRUCTION /PROJECTS 6630 OTHER IMPROVEMENTS $ 340,000 $ 90,000 6700 CONSTRUCTION PROJECTS - $ 2,001 5,000 20,000 DEPRECIATION 6488 DEPRECIATION EXPENSE $ 1,024,218 $ 1,038,862 $ 1,022,000 $ 1,035,000 ad City ofEapa 2014 Proposed Budget Operating Budget Public Utilities — Water Quality (65) Responsible Manager: Eric Macbeth, Water Resource Coordinator The Public Utilities — Water Quality Department is responsible for the following _mom functions; • Direct implementation of Eagan Water Quality Management Plan. , 4_ • Ensure City compliance with Minnesota Wetland Conservation Act rules • Coordinate City compliance with Minnesota storm -water discharge permit and impaired water regulations. • Monitor and manage water resources and other land use activities directly or indirectly affecting water resources. • Educate community about land and water issues relating to water quality, lakes, and wetlands. • Coordinate among city, county, state, and federal entities to protect and improve water resources. PERFORMANCE INDICATORS a-11 2011 2012 2013 2014 Description Actual Actual Estimate Target Lakes, wetlands monitored in long -term program 15 14 12 14 Lakes aerated in wi nter for fi s heri es 12 1 13 13 Lakes monitored for fish populations 3 3 4 2 Loads of aquatic plants removed from lakes 68 71 70 70 Lakes of study /planning efforts 2 2 12 12 Climb Theatre performances in K -12 schools 4 4 4 4 Youth Fishing Program participants 89 7 75 75 Rain gardens /stormwater infiltration structures installer 9 6 0 0 Biennial LakeFest attendees off year 250 off year 300 a-11 City ofE u 2014 Proposed Budget Operating Budget Public Utilities —Water Quality (65) Responsible Manager: Eric Macbeth, Water Resource Coordinator HIGHLIGHTS & CHANGES Overview: The proposed Water Quality budget is up $51,700, or 8.0 %, from 2013. The increase is primarily due to two significant contingency items addressing requirements from the Gun Club Lake Watershed Management Organiza- tion and Minnesota Pollution Control Agency. Highlight /Change 1: The first contingency is proposed to engage a consultant to help update Eagan's comprehensive water resources management plan (adopted in 2007). The Gun Club Lake Watershed Management Plan is expected to be updated in mid -2014. Under State Rules, the City will be required to update its plan within two years. Financial Impact: $20,000 increase over 2013 budget Service Level Impact: None Highlight /Change 2: The second contingency is proposed to engage a consultant to assist the City to meet potential increased requirements related to its storm water management programs. The City will receive coverage in 2014 from the MN Pollution Control Agency through its NPDES /SDS permit program for municipal separate storm sewer systems. Financial Impact: $25,000 increase over the 2013 budget Service Level Impact: None Highlight /Change 3: Supplies, Repairs, and Maintenance expenses are proposed to be increased primarily due to purchase of landscaping to replace and infill existing plants within the right -of -way of Denmark Avenue, north of Wescott Road and south of Duckwood Drive. Financial Impact: $4,200 increase over the 2013 budget Service Level Impact: None Highlight /Change 4: Watershed Management Assessment expenses are proposed to be increased through a shift of public education programs (grades K -3) by Climb Theatre from the Water Quality budget to the Gun Club Lake Watershed Management Organization budget. Financial Impact: $3,300 increase over the 2013 budget Service Level Impact: None all City of Ea p 2014 Proposed Budget Operating Budget Public Utilities - Water Quality (65) Responsible Manager: Eric Macbeth, Water Resource Coordinator EXPENDITURE SUMMARY Expenditure Personal Services Parts and Supplies Services and Other Charges Capital Outlay Other Total Depreciation Expense POSITION INVENTORY Personnel Water Resources Manager Water Resources Coordinator Water Resources Specialist Water Resources Technician System Maint Worker Operations Support Specialist Clerical Technician Total 2014 WORK PLAN Actual 3US,U3 / 81,979 258,567 27,893 8,100 $ 681,576 $ 116,930 v 1 1 1 0.5 0.5 4.a Actual 2012 $ 306,454 36,962 150,677 480,212 3,080 $ 977,385 $ 117,485 Budget .3bL,LUU 64,700 210,200 3,200 3,600 $ 643,900 $ 112,000 Budget 7A7 A �2i3,1UU 68,900 235,200 4,800 3,600 $ 695,600 $ 56,000 2012 2013 2014 Hours 0 0 1 2,080 1 1 0 - 1 1 1 2,080 1 1 1 2,080 0.5 0 0 - 0.5 1 1 2,080 0.5 0 0 - 4.5 4.0 4.0 8,320 Activit Routine 1 Program administration/staff supervision/operations &clerical support 2 Monitor & managewater resources and relevant land use activities 3 Monitor /coordinate required TMDLimplementation plans 4 Enhance recreational fishing; assess ecological conditions 5 Manage grant projects /initiate new proposals 6 Public education /involvement 7 Public relations /customer service 8 Interagency coordination/partnerships 9 Professional development /training 10 Coordinate required Stormwater Pollution Prevention Plan r air City of Eapil 2014 Proposed Budget Operating Budget Acct PERSONAL SERVICES 6110 SALARIES AND WAGES- REGULAR 6112 OVERTIME- REGULAR 6130 SALARI ES AND WAGES-TEMPORARY 6131 OVERTI ME- TEMPORARY 6142 PERA - COORDINATED 6144 FICA 6151 HEALTH INSURANCE 6152 LIFE 6154 DISABILITY - LONGTERM 6155 WORKERS COMPENSATION 6157 RETIREE INSURANCE FUNDING TOTAL PERSONAL SERVICES PARTS & SUPPLIES 6210 OFFICE SUPPLI ES 6215 REFERENCE MATERIALS 6220 OPERATING SUPPLIES - GENERAL 6222 MEDICAL /RESCUE /SAFETY SUPPLIES 6224 CLOTHING/PERSONAL EQUI PMENT 6226 PUBLIC SAFETY SUPPLIES 6227 RECREATION EQUIPMENT /SUPPLIES 6230 REPAIR /MAINTENANCE SUPPLIES- GENERAL 6231 MOBILE EQUIP REPAIR PARTS 6232 SMALLEQUIPMENT REPAIR PARTS 6234 FIELD /OTHER EQUIPMENTREPAIR 6235 FUEL, LUBRICANTS, ADDITIVES 6240 SMALLTOOLS 6244 CHEMICALS & CHEMICAL PRODUCTS 6250 LANDSCAPE MATERIAL & SUPPLIES 6257 SIGNS & STRIPING MATERIAL 6260 UTILITY SYSTEM PARTS / SUPPLIES 6270 COMPUTER SOFTWARE TOTAL PARTS & SUPPLI ES Public Utilities - Water Quality (65) Responsible Manager; Eric Macbeth, Water Resources Coordinator LINE ITEM DETAIL Actual Actual Budget Budget 2011 2012 2013 2014 $ 223,909 $ 223,330 $ 264,500 $ 279,900 7,557 13,606 8,000 8,100 29 - - - 16,303 16,499 19,200 20,300 17,224 16,872 20,800 22,000 34,816 31,331 44,500 47,300 436 423 - - 825 814 - - 4,519 3,964 5,200 5,500 (581) (385) - - 305,037 306,454 362,200 383,100 - 80 100 100 63 64 100 100 1,302 2,939 1,800 2,100 - 1,644 100 100 190 337 300 300 - 1,600 10,299 9,288 13,600 9,900 1,276 229 Soo 500 649 491 600 300 10,379 8,886 13,400 13,900 186 294 200 300 33,962 8,675 32,000 34,000 15,400 1,115 1,000 5,000 1,170 683 1,000 600 7,103 1,584 - 653 - 100 81,979 36,962 64,700 68,900 .l I City of Eap 2014 Proposed Budget Operating Budget Public Utilities - Water Quality (65) Responsible Manager; Eric Macbeth, Water Resources Coordinator LINE ITEM DETAIL (CONT'D) OTHER 6860 COSTSHARING PAYMENTS OTHER TOTAL WATER QUALITY DEPARTMENT 8,100 3,080 3,600 3,600 8,100 3,080 3,600 3,600 $ 681,576 $ 977,385 $ 643,900 $ 695,600 8,03% 6488 DEPRECIATION EXPENSE $ 116,930 $ 117,485 $ 112,000 $ 56,000 j Actual Actual Budget Budget SERVICES & OTHER CHARGES 2011 2012 2013 2014 6310 PROFESSIONAL SERVICES- GENERAL 124,393 10,912 73,000 92,600 6323 TESTI NG SERVICES 14,090 22,513 18,100 21,800 6328 SPECIAL EVENTS /ADMISSION FEES - 1,271 - 2,000 6346 POSTAGE - 5 - - 6353 PERSONAL AUTO /PARKING 131 51 100 100 6354 CAR WASHES - 67 - - 6355 CELLULAR TELEPHONE SERVICE 1,066 1,244 1,500 1,900 6359 LEGAL NOTICE PUBLICATION - - 100 100 6370 GENERAL PRINTING AND BINDING 1,872 - 500 2,000 6385 INSURANCE 8,000 8,000 8,000 8,000 6405 ELECTRICITY 3,464 769 2,200 2,300 6425 MOBILE EQUIPMENT REPAIR -LABOR - - 100 100 6426 SMALL EQUIPMENT REPAIR -LABOR 237 200 100 6457 MACHINERYAND EQUIPMENT 277 200 100 6475 MISCELLANEOUS 108 - 100 100 6476 CONFERENCES AND SCHOOLS 1,939 2,296 2,900 2,200 6477 LOCAL MEETING EXPENSES 5 31 100 100 6479 DUES AND SUBSCRI PTIONS 300 3,882 300 400 6480 LICENSES, PERMITS AND TAXES 332 608 600 600 6495 WATERSHED MANAGEMENTASSESSMNT 33,053 33,048 33,100 36,400 6505 PUBLIC UTILITYADMIN FEE 63,900 64,300 64,300 64,300 6535 OTHER CO NTRACTUAL SERVI CES 5,400 1,680 4,800 - 6538 TOWING CHARGES - - - - OTHER SERVICES AND CHARGES 258,567 150,677 210,200 235,200 Acct CAPITAL OUTLAY 6640 MACHINERY /EQUIPMENT 3,233 177 - - 6660 OFFICE FURNISHINGS & EQUIPMENT 1,429 1,687 - - 6670 OTHER EQUIPMENT - 1,965 3,200 4,800 6700 CONTRUCTION PROJECTS 23,232 476,383 - - CAPITALOUTLAY 27,893 480,212 3,200 4,800 OTHER 6860 COSTSHARING PAYMENTS OTHER TOTAL WATER QUALITY DEPARTMENT 8,100 3,080 3,600 3,600 8,100 3,080 3,600 3,600 $ 681,576 $ 977,385 $ 643,900 $ 695,600 8,03% 6488 DEPRECIATION EXPENSE $ 116,930 $ 117,485 $ 112,000 $ 56,000 j .. City of EaP 2014 Proposed Budget Operating Budget Civic Arena Responsible Manager: Cherryl Mesko, Superintendent of Operations PURPOSE & DESCRIPTION The purpose of the Civic Arena is to: • Provide a positive environment for residents and guests of all ages to gather. • Encourage and help build a sense of community through a wide range of recreational and social opportunities. • Provide a high level of service, accessibility and professionalism to expand revenue options to ensure the viability of this resource to the community. The Civic Arena is responsible for the following functions: • Provide a wide variety of ice and dry floor related recreational opportunities for the public to enjoy. • Capture a high level of revenue to offset operational costs, debt repayment and expand the retained earnings capacity to accommodate future growth and expansion. • Protect the city's community investment by maintaining the integrity and value of the building and its amenities. • Create a welcoming atmosphere and solicit input from users to best determine how to meet existing needs and identify future growth opportunities. • On -going analysis of existing operation and research to find ways to expand the opportunities offered year round in order to maximize the capital investment. PERFORMANCE INDICATORS as 2011 2012 2013 2014 Description Actual Actual Estimate Target Participants in skate school program 1,696 1,760 1,800 1,800 Summer hockey rental hours (June 1 -Aug 31) 819 755 800 800 Ad u It I eague team registrations 44 60 44 50 Dry floor events 7 6 6 6 Prime ice rental hours (Oct 15 -March 15) 3,182 2,933 3,100 3,000 as 2014 Proposed Budget Operating Budget Civic Arena Responsible Manager: Cherryl Mesko, Superintendent of Operations HIGHLIGHTS & CHANGES Overview: The 2014 budget is up $15,000 or 1.4 %, from 2013 due primarily to staffing costs. The budget also reflects the first phase of re- organization of full time staff to prepare for department -wide reorganization that will occur in 2014 due to attrition. The budget reflects more accurate utility costs associated with the geothermal construction as well as costs and revenues associated with the hockey school operating out of the mezzanine. This budget also includes a $5 increase in the prime -time hourly ice rates to remain competitive with other area ice rinks. Non -prime and off -peak ice rates are unchanged. Highlight /Change 1: This budget reflects the elimination of an interest payment ($82,600 based on 2012 amount) and an increase in Renewal and Replacement from $59,600 to $120,200 to reflect capital replacement costs based on 2013 costs. The principal payment of $99,400 remains in the budget. Financial Impact: $22,000 net decrease from 2013 Service Level Impact: Will increase the care and service of remaining equipment in the building to ensure full operation of building for users. Highlight /Change 2: Capital Equipment allocation. Generally there is a $10,000 amount allocated each year for capital equipment. There are no items specifically identified for replacement at this time based on previous funding constraints, however as the year evolves there will likely be expenditures approved in this category. Financial Impact: No increase from 2013. Service Level Impact: Items requested will enhance the care and service in the building. Highlight /Change 3: Changes to the hockey school operating in Civic Arena. As Northern Educate plans to expand into three additional ice arenas in the Twin Cities for the 2013/14 school year, the number of students at the Eagan Civic Arena is expected to drop from the prior year. While the numbers for 2013/14 have been reduced significantly from the 93 at the end of the 2012/13 school year, they are back to numbers similar to when the school opened in 2011. It is expected that the numbers will grow and that the Eagan Civic Arena will remain a key marketing location for the school. Although daytime ice rental has been reduced, there are increased opportunities for room rentals and additional ice rental that was not available when the school operated at full capacity in the building. Financial Impact: Facility ice rental decreased approximately $10,000 in anticipation of reduced ice rental. Service Level Impact: Additional opportunities for groups, other than Northern Educate, to rent space at the arena. X19 2014 Proposed Budget Operating Budget City of Eapn Civic Arena Responsible Manager: Cherryl Mesko, Superintendent of Operations EXPENDITURE SUMMARY Expenditure Personal Services Parts and Supplies Services and Other Charges Capital Outlay Merchandisefor Resale Debt Servi c Reservefor Renewal & Replacement Total Depreciation Expense POSITION INVENTORY- CIVIC ARENA Personnel Campus Facilities Manager Campus Facilities Operations Coordinator Campus Facilities Maintenance Coordinator Custodian Campus Facilities Operations Coordinator Clerical Technician Skating School Coordinator Total 2011 2012 2013 Proposed Actual Actual Budget Budget 2011 2012 2013 2014 $ 490,140 $ 498,905 $ 463,100 $ 493,200 47,301 47,572 48,500 49,000 225,968 230,246 233,700 236,100 18,172 22,174 1,700 1,700 40,187 45,952 41,000 45,000 183,424 183,373 182,000 99,400 - - 69,600 130,200 $ 1,005,191 $ 1,028,222 $ 1,039,600 $ 1,054,600 $ 428,687 $ 423,731 $ - $ - 2011 2012 2013 2014 Hours 0.67 0.67 0.67 0.67 1,394 0.33 0.33 0.33 0.33 686 0.50 0.50 0.50 0.50 1,040 0.50 0.50 0.50 0.50 1,040 0.67 0.67 0.67 0.67 1,394 0.20 0.20 0.20 0.20 416 1.00 1.00 1.00 1.00 2,080 3.87 3.87 3.87 3.87 8,050 The Civic Arena and Cascade Bay share a number of staff. The Cascade Bay staff complement is shown below: POSITION INVENTORY- CASCADE BAY Personnel 2011 2012 2013 2014 Hours Campus Facilities Manager 0.33 0.33 0.33 0.33 686 Campus Facilities Operations Coordinator 0.67 0.67 0.67 0.67 1,394 Campus Facilities Maintenance Coordinator 0.50 0.50 0.50 0.50 1,040 Custodian 0.50 0.50 0.50 0.50 1,040 Campus Facilities Operations Coordinator 0.33 0.33 0.33 0.33 686 Clerical Technician 0.40 0.40 0.40 0.40 832 Total 2.73 2.73 2.73 2.73 5,678 J� 2014 Proposed Budget Operating Budget City of Eapo Civic Arena Responsible Manager: Cherryl Mesko, Superintendent of Operations Activit Routine 1 Respond to public comments or requests via phone or in person 2 Daily maintenance of ice and cleaning of building 3 Manage the building infrastructure to ensure efficient, safe and clean environment 4 Develop promotional materials for facility 5 Recruit, hire,traln and supervise temporary and part time employees 6 Providework direction to ensure high level of customer servicels maintained 7 Manage staff scheduIIng and training to meet the demands of the building 8 Provide support to the day -to -d a y concessions operation 9 Establish and manage skate school program and auxiIIiary events 10 Provide inputand directions pertainingto policies, budgetand general operation of CA 11 Develop and managecapital improvements and long range planning 12 Develop and manage poIicies& procedures that best meet the needs of the community 2014 WORK PLAN REVENUE SUMMARY 81 Actual Actual Budget Budget Acct REVENUES 2011 2012 2013 2014 4304 OTHER REVENUE $ 4,847 $ 12,243 $ - $ - 4305 EQUI PMENT RENTAL 8,976 9,309 9,000 9,500 4310 PARK PROGRAM REVENUE NON -TAX 125,584 123,319 124,700 129,000 4311 PARK PROGRAM REVENUE 127,829 122,431 117,000 126,000 4312 CONCESSION SALES 62,279 60,962 64,000 64,000 4314 MERCHANDISE SALES - TAXABLE 8,017 7,707 8,000 8,100 4315 MERCHANDISE SALES - NON TAXABLE 992 1,748 - 1,000 4316 GROUP SALES - TAXABLE - 98 - - 4320 MARKETING REVENUE 16,533 14,224 19,400 17,000 4321 MEMBERSHIPS - TAXABLE - 32 - - 4322 VENDING (CITY OWNED) 12,634 15,081 14,000 14,000 4323 VENDING (VENDORS) 4,060 4,185 6,000 4,000 4324 ROOM RENTAL 8,672 9,699 11,400 11,000 4325 ROOM RENTAL NON -TAX 9,068 4,872 6,000 6,000 4326 FACILITY /ICE RENTAL 127,017 172,041 183,500 174,000 4327 FACILITY RENTAL NON -TAX 467,569 469,942 476,600 491,000 TOTAL CIVIC ARENA REVENUES $ 984,077 $ 1,027,893 $ 1,039,600 $ 1,054,600 1.44 81 2014 Proposed Budget Operating Budget City of Eap Civic Arena Responsible Manager: Cherryl Mesko, Superintendent of Operations EXPENSES DETAIL Continued on next page p Actual Actual Budget Budget Acct PERSONAL SERVICES 2011 2012 2013 2014 6110 SALARIES AND WAGES - REGULAR $ 220,927 $ 212,042 $ 208,200 $ 224,700 6112 OVERTIME -- REGULAR - 124 - 500 6130 SALARI ES AND WAGES-TEMPORARY 164,168 184,607 162,000 166,000 6131 OVERTIME - TEMPORARY - - - - 6142 PERA- COORDINATED 23,895 24,613 15,100 16,300 6144 FICA 27,409 29,119 28,300 29,900 6151 HEALTH INSURANCE 44,331 40,591 44,000 50,000 6152 LIFE INSURANCE 435 427 - - 6154 DISABILITY - LONGTERM 774 765 - - 6155 WORKERS COMPENSATION 8,507 6,747 5,500 5,800 6157 RETIREE HEALTH INSURANCE (306) (130) - - TOTAL PERSONAL SERVICES 490,140 498,905 463,100 493,200 PARTS & SUPPLIES 6210 OFFICE SUPPLIES 661 373 400 400 6211 OFFICE PRINTED MATERIAL/FORMS 71 - - - 6220 OPERATING SUPPLIES - GENERAL 17,842 18,394 18,000 18,500 6222 MEDICAL/RESCUE /SAFETY SUPPLIES 256 525 500 500 6223 BUILDING /CLEANING SUPPLIES 4,771 4,265 6,000 6,000 6224 CLOTHING /PERSONAL EQUIPMENT 503 1,516 900 900 6230 REPAI R /MAI NTENANCE SUPP -GENL 15,404 14,779 16,000 15,000 6233 BUI LDI NG REPAI R SUPPLI ES 5,625 6,627 5,000 6,000 6235 FUEL, LUBRICANTS, ADDITIVES 6 - 100 100 6240 SMALLTOOLS 269 16 300 300 6241 SHOP MATERIALS 919 46 300 300 6244 CHEMICALS & CHEMICAL PRODUCTS 976 1,031 1,000 1,000 TOTAL PARTS & SUPPLI ES 47,301 47,572 48,500 49,000 SERVICES &OTHER CHARGES 6310 PROFESSIONAL SERVICES- GENERAL - - 100 100 6314 AUDITING 900 800 900 900 6327 SPORTING EVENTOFFICIALS - - - - 6346 POSTAGE 235 242 300 300 6347 TELEPHONE SERVICE & LINE CHG 1,311 1,147 2,000 2,000 6348 MATRIX SERVICE & REPAIR - - 200 200 6353 PERSONAL AUTO /PARKING 29 16 200 200 6355 CELLULAR TELEPHONE SERVICE 676 618 700 700 6357 GENERAL ADVERTISING 5,417 3,185 6,300 6,300 6370 GENERAL PRINTING AND BINDING 1,799 1,265 1,800 1,500 6385 INSURANCE 7,800 7,800 7,800 7,800 6405 ELECTRICITY 130,814 139,355 135,000 133,500 6410 NATURAL GAS SERVICE 6,644 6,168 6,800 5,900 6457 MACHI NERY AND EQUI PMENT 3,706 3,623 4,000 4,000 Continued on next page p 2014 Proposed Budget Operating Budget City ofEap 6475 MISCELLANEOUS 6476 CONFERENCES AND SCHOOLS 6477 LOCAL MEETING EXPENSES 6479 DUES AND SUBSCRIPTIONS 6480 LICENSES, PERMITS AND TAXES 6483 DISPOSALOF PROPERTY 6487 VISA /MC BANK CHARGES 6535 OTHER CONTRACTUAL SERVICES 6539 WASTE REMOVAL/SANITATION SERV 6569 MAINTENANCE CONTRACTS SERVICES AND OTHER CHARGES CAPITAL OUTLAY 6630 OTHER IMPROVEMENTS 6640 MACHINERY/ EQUIPMENT 6660 OFFICE FURNISHINGS & EQUIPMENT 6670 OTHER EQUIPMENT CAP I TAL OUTLAY MERCHANDISE FOR RESALE 6855 MERCHANDISE FOR RESALE MERCHANDISE FOR RESALE Civic Arena Responsible Manager: Cherry] Mesko, Superintendent of Operations EXPENSES DETAIL (CONT'D) Actual Actual Budget Budget 2011 2012 2013 2014 $ 14 $ 172' $ - $ - 165 185 1,000 900 14 - 100 100 996 1,163 1,000 1,000 636 657 700 1,000 5,878 10,315 6,000 9,000 17,158 11,616 15,000 15,900 3,724 3,928 3,700 4,000 38,053 37,991 40,100 40,800 225,968 230,246 233,700 236,100 - 1,055 1,657 - - - 4,499 2,528 1,700 1,700 12,016 18,591 - - 18,172 22,174 1,700 1,700 - 40,187 45,952 41,000 45,000 40,187 45,952 41,000 45,000 )6 DEBT SERVICE 6491 INTEREST 86,324 85,273 82,600 - 6490 PRINCIPAL 97,100 98,100 99,400 99,400 6492 PAYING AGENT /BOND DESTRCTN FEE - - - - TOTAL DEBT SERVICE 183,424 183,373 182,000 99,400 6810 CAPITAL EQUIPMENT ALLOCATION - - 10,000 10,000 RESERVE FOR RENEWAL& REPLACEMENT 59,600 120,200 - 69,600 130,200 TOTAL CIVIC ARENA $ 1,005,191 $ 1,028,222 $ 1,039,600 $ 1,054,600 1.44% )6 * Citj of Eap 2014 Proposed Budget Operating Budget Aquatic Facility - Cascade Bay Responsible Manager: Cherryl Mesko, Superintendent of Operations PURPOSE & DESCRIPTION The purpose of the Aquatic Facility is to: • Provide a positive environment for residents and guests of all ages to gather. • Encourage and help build a sense of community through a range of recreational and social opportunities. • Provide a high level of service accessibility and professionalism to expand revenue options to ensure the viability of this resource to the community. The Aquatic Facility is responsible for the following functions: • Provide a wide variety of water - related recreational opportunities for members and non - members. • Capture a high level of revenue to offset operational costs and expand the retained earnings capacity to accommodate future growth and expansion. • Protect the City's community investment by maintaining the integrity and value of the building and its amenities. • Create a welcoming atmosphere and solicit input from users to best determine how to meet existing needs and identify future growth opportunities. • On an ongoing basis, analyze existing operations and research ways to expand the recreational opportunities beyond the three -month pool season in order to maximize the capital investment. PERFORMANCE INDICATORS 2011 2012 2013 2014 Description Actual Actual Actual Target Season passes sold 2,734 2,673 2,535 3,500 Total attendance 121,055 120,061 110,589 125,000 Group admissions 21,836 18,673 15,867 22,000 Days facility is open 89 90 89 89 Rounds of golf 3,980 4,488 4,867 4,500 Private rentals 10 9 8 10 4111 W� 2014 Proposed Budget Operating Budget Aquatic Facility — Cascade Bay Responsible Manager: Cherryl Mesko, Superintendent of Operations HIGHLIGHTS &CHANGES Overview: The 2014 operating budget represents a status quo budget with minimal changes from 2013. The 2014 budget reflects a 2.4% increase in operating expenses due primarily to staffing costs. The budget also reflects the first phase of reorganization of full - time staff to prepare for department -wide reorganization that will occur in 2014 due to attrition. The focus for 2014 will be to maintain Cascade Bay's reputation as a safe and family friendly facility with a targeted focus on maintaining or increasing groups and season passes for a guaranteed revenue stream. The solicitation of additional groups sometimes has a negative impact to daily visitors, however. Enhancing events like Saturday Night Lights when the park is open until 10 p.m. and Monday Fun Days in 2014 will continue to build on the message that Cascade Bay is much more than a place to swim. The growing success of private rental opportunities and community partnerships will continue with the idea to keep people coming back in anticipation of their next experience. Growth in early morning activities is expected to continue to grow with the focus of providing physical activities for people to participate in before the park opens in the morning. Highlight /Change 1: Review of focused changes made or continued in 2013: Listed below are programs or initiatives that continued in 2013 along with a recap of their operation: • Debit /gift card Staff implemented a debit /gift card in 2011 where guests could put a specific cash value on a card that could be used for any purchases at Cascade Bay during the summer. Dollars could be added to the card at any time and this type of card also carries forward for future purchases at Cascade Bay. This enhancement was well received and the use expanded from. The program also exists at the Civic Arena. Wise Swim School Partnership The third year partnership with Wise Swim School was very successful. The partnership was designed to offer high quality swim lessons during times when portions of Cascade Bay were available and underused. Wise Swim School cross marketed the lessons to their existing swim school participants and Cascade Bay marketed the Wise Swim School as providing instructors for the summer program. Participants registered through Wise and Cascade Bay rented underused space and times to their instructors. This program was again successful with approximately 100 swim lesson participants. Birthday Parties and Groups Both birthday parties and groups saw a slight uptick in 2013. Cascade Bay is still the water park of choice for most groups when other local water facilities were surveyed about their group numbers. While trying to maintain the volume and integrity of groups is a high priority, it is also one of the biggest service issues expressed during the summer. When people pay admission to enter Cascade Bay, there is a preference expressed to not have to share the space with groups. 36 City o ��n 2014 Proposed Budget Operating Budget ... Aquatic Facility — Cascade Bay Responsible Manager: Cherry] Mesko, Superintendent of Operations Season Pass Sales Season pass sales were up slightly again in 2013. It would appear that most people choose to visit a water facility based first on the weather on any given day coupled with a desire to have variety in their activity. Cascade Bay season passes continue to be a great value but people seem to be hesitant to part with what seems to be a big expenditure before they know if or how often they will use it. The expansion of the Cardio Pass for early morning fitness activities was the boost to the season pass sales. • Punrh Cards Punch cards offered only to season pass holders for reduced admissions were very successful again in 2013. The punch cards offered 10 admissions for $50 but could only be used in conjunction with a season pass holder. Season pass holders continue to comment positively about this benefit. This offering will continue during the 2014 season. Highlight /Change 2: Due to the significant deterioration and inefficiency of the mechanical building (boilers, sand filters, etc.) and in conjunction with enhancements that will be required due to I &I requirements, it will be important to identify what work, if any, can be completed in this area before the park opens in 2014. Financial Impact: To be determined Service Level Impact: Key components necessary to maintain the integrity of the waterpark. 30 41� W1 of Eap 2014 Proposed Budget Operating Budget Acct REVENUES 4160 STATE P ERA AID 4304 OTHER REVENUE - NON TAX 4310/11 PARK PROGRAM REVENUE 4312/13 CONCESSION SALES 4314/15 MERCHANDISE SALES 4316/17 GROUP SALES 4318/19 DAILYADMISSIONS 4320 MARKETING REVENUE (COKE) 4321 MEMBERSHIPS 4322/23 VENDING 4326/27 FACILITY RENTAL 4331 TRANSIT TAX EXEMPT REVENUE 4610 I NTEREST I NCOME 4822 OTHER REVENUE -cash short /over TOTAL AQUATIC FACILITY REVENUES Aquatic Facility - Cascade Bay Responsible Manager: Cherryl Mesko, Superintendent of Operations REVENUE ESTIMATES Actual Actual Budget Budget 2011 2012 2013 2014 $ 404 $ 404 $ 400 $ 400 370 880 - 600 29,438 31,508 24,900 27,000 195,902 211,762 200,000 208,000 14,002 13,187 14,500 11,300 119,480 118,030 124,300 121,500 521,982 534,488 526,000 540,000 - 1,311 - - 123,001 138,936 139,000 145,600 1,406 428 2,000 1,000 13,859 13,923 11,000 12,000 1,050 - - - 915 332 850 (204) - - $ 1,022,658 $ 1,064,985 $ 1,042,100 $ 1,067,400 EXPENDITURE SUMMARY J� Budget 2014 $ 621,500 89,700 195,500 1,800 89,000 69,900 $ 1,067,400 $ 308,000 Actual Actual Budget Expenditure 2011 2012 2013 Personal Services $ 509,572 $ 543,550 $ 595,600 Parts and Supplies 78,080 72,180 95,800 Services and Other Charges 166,522 169,290 194,200 Capital Outlay 8,296 3,043 6,600 Merchandise for Resale 59,369 91,709 80,000 Debt Service 149,788 - - Replenish Operating Cash - - 81,300 Res ervefor Renewal & Replace. 67,100 69,900 69,900 Total $ 1,068,726 $ 949,672 $ 1,123,400 Depreciation Expense $ 322,568 $ 318,395 $ 308,000 J� Budget 2014 $ 621,500 89,700 195,500 1,800 89,000 69,900 $ 1,067,400 $ 308,000 2014 Proposed Budget Operating Budget My of Eapa Aquatic Facility - Cascade Bay Responsible Manager: Cherryl Mesko, Superintendent of Operations CASCADE BAY POSITION INVENTORY Personnel 2011 2012 2013 2014 Hours Campus Facilities Manager 0.33 0,33 0.33 0.33 686 Campus Facilities Operations Coordinator 0.67 0.67 0.67 0.67 1,394 Campus Facilities Maintenance Coordinator 0.50 0.50 0.50 0.50 1,040 Custodian 0.50 0.50 0,50 0.50 1,040 Campus Facilities Operations Coordinator 0.33 0.33 0.33 0.33 686 Clerical Technician 0.40 0.40 0,40 0.40 832 Total 2.73 2.73 2.73 2.73 5,678 Cascade Bay and the Civic Arena share a number of staff. The Civic Arena staff complement is shown below: CIVIC ARENA POSITION INVENTORY Personnel 2011 2012 2013 2014 Hours Campus Facilities Manager 0.67 0.67 0.67 0.67 1,394 Campus Facilities Operations Coordinator 0.33 0.33 0.33 0.33 686 Campus Facilities Maintenance Coordinator 0.50 0.50 0.50 0.50 1,040 Custodian 0.50 0.50 0.50 0.50 1,040 Campus Facilities Operations Coordinator 0.67 0.67 0.67 0.67 1,394 Clerical Technician 0.20 0.20 0.20 0.20 416 Skating School Coordinator 1.00 1.00 1.00 1.00 2,080 Total 3.87 3.87 3.87 3.87 8,050 2014 WORK PLAN Activit Routine 1 Respond to public comments or requests via phone or in person 2 Daily mainenance and cleaning of building and pool 3 Manage the building infrastructure to ensure efficient, safe and clean environment 4 Develop promotional materials for seasonal facility 5 Recruit, hire, train and supervise temporary and parttime employees 6 Provide work direction to ensure high level of customer service is maintained 7 Develop long range plans and strategies for expanded service 8 Manage staff scheduling and training to meetthe demands of the building E0 *-, icy of Eap 2014 Proposed Budget Operating Budget Aquatic Facility - Cascade Bay Responsible Manager: Cherryl Mesko, Superintendent of Operations LINE ITEM DETAIL 39 Actual Actual Budget Budget Acct PERSONAL SERVICES 2011 2012 2013 2014 6110 SALARIES AND WAGES - REGULAR 91,951 105,393 $ 151,500 $ 162,500 6112 SALARI ES AND WAGES-OVERTI ME - - - - 6130 SALARIES AND WAGES- TEMPORARY 343,410 362,230 350;000 355,000 6131 OVERTIME -- TEMPORARY - - - - 6142 PERA- COORDINATED 6,772 7,808 11,000 11,800 6144 FICA 32,385 34,460 38,400 39,600 6151 HEALTH INSURANCE 22,113 17,828 26,300 33,600 6152 LIFE INSURANCE 205 208 - - 6154 DISABILITY - LONGTERM 371 384 - - 6155 WORKERS COMPENSATION 12,379 15,251 18,400 19,000 6157 RETIREE INSURANCE FUNDING 13 (12) - - TOTAL PERSONAL SERVICES 509,572 543,550 595,600 621,500 PARTS & SUPPLIES 6210 OFFICESUPPLIES 371 278 500 500 6211 OFFICE PRINTED MATERIAL /FORMS 258 618 700 700 6212 OFFICE SMALL EQUIPMENT - - 100 100 6215 REFERENCE MATERIALS - (1,960) 1,000 1,000 6220 OPERATING SUPPLIES - GENERAL 7,568 8,451 9,000 8,000 6222 MEDICAL /RESCUE /SAFETY SUPPLIES 1,929 3,153 2,800 2,000 6223 BUILDING /CLEANING SUPPLIES 5,040 5,531 5,500 5,500 6224 CLOTHI NG/P ERSONAL EQUI PMENT 2,819 3,041 3,000 2,500 6230 REPAI R /MAI NTENANCE SUPP -GENL 4,244 3,219 5,000 5,000 6231 MOBILE EQUIPMENT REPAIR PARTS 26 - 300 300 6232 SMALL EQUI PM ENT REPAIR PARTS 310 79 1,000 500 6233 BUI LDI NG REPAI R SUP PLI ES 1,784 2,582 3,000 3,300 6235 FUEL, LUBRICANTS, ADDITIVES - - 100 100 6236 POOL REPAIR SUPPLIES 111 687 5,000 3,000 6240 SMALLTOOLS - 300 300 6243 HEATING OIL, PROPANE AND OTHER FUELS 678 389 900 900 6244 CHEMICALS & CHEMICAL PRODUCTS 52,646 44,695 54,000 54,000 6257 SIGNS & STRIPING MATERIALS 296 1,417 3,000 2,000 6270 COMPUTER SOFTWARE - - 600 - TOTAL PARTS & SUP PLI ES 78,080 72,180 95,800 89,700 SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES 956 2,732 7,500 6,000 6314 AUDITING 1,100 1,000 1,000 1,000 6346 POSTAGE 2,999 3,267 3,000 3,000 6347 TELEPHONE SERVICE & LINE CHG 998 588 1,300 1,000 6348 MATRIX SERVICE AND REPAIR - - 800 800 6353 PERSONAL AUTO /PARKING 25 - 200 200 6355 CELLULAR TELEPHONE SERVICE 674 636 1,000 1,000 6357 ADVERTISING /PUBLICITY /PROMOTION 2,566 846 6,000 4,000 6370 GENERAL PRINTING AND BINDING 1,007 802 2,500 1,000 6385 INSURANCE 28,800 28,800 29,500 29,500 6405 ELECTRICITY 45,697 43,745 48,000 48,000 39 City o �a��ll 2014 Proposed Budget Operating Budget . Aquatic Facility - Cascade Bay Responsible Manager: Cherryl Mesko, Superintendent of Operations LINE ITEM DETAIL (CONT'D) TOTAL AQUATIC FACILITY 6488 DEPRECIATION & AMORTIZATION $ 1,068,726 $ 949,672 $ 1,042,100 $ 1,067,400 2.43 $ 322,568 $ 318,395 $ 308,000 $ 308,000 IN Actual Actual Budget Budget Acct 2011 2012 2013 2014 6410 NATURAL GAS SERVI CE 40,595 33,735 $ 40,000 $ 38,000 6424 POOL REPAIR/ LABOR 685 15,615 10,000 17,000 6426 SMALL EQUIPMENT REPAI R LABOR 233 215 500 500 6427 BUILDING OPERATIONS REPAIR LABOR 1,038 329 1,500 1,000 6475 MISCELLANEOUS - 228 100 100 6476 CONFERENCES AND SCHOOLS 69 - 500 700 6477 LOCAL MEETING EXPENSES - 96 100 100 6479 DUES AND SUBSCRIPTIONS 155 172 300 300 6480 LICENSES, PERMITS AND TAXES 1,602 1,579 1,700 1,600 6487 VISA/MC BANK CHARGES 12,489 11,612 13,000 13,000 6515 INTERNAL EXPENSES (I NTERFUND) - 169 - - 6535 OTHER CONTRACTUAL SERVICES 13,301 11,732 13,000 14,000 6539 WASTE REMOVAL /SANITATION SERV 3,451 2,598 3,700 3,500 6563 LANDSCAPING 2,140 4,554 4,000 4,500 6569 MAINTENANCE CONTRACTS 5,941 4,240 51000 5,700 OTHER SERVICES AND CHARGES 166,522 169,290 194,200 195,500 CAPITAL OUTLAY 6630 OTHER IMPROVEMENTS 786 - 1,000 - 6640 MACHINERY /EQUIPMENT - - 600 - 6650 FURNITURE & FIXTURES - - - - 6660 OFFICE FURNISHINGS & EQUIPMENT 2,692 2,024 - 1,800 6670 OTHER EQUIPMENT 4,818 1,019 5,000 - 6700 CONSTRUCTION PROJECTS - - - - CAPITAL OUTLAY 8,296 3,043 6,600 1,800 MERCHANDISE FOR RESALE 6855 MERCHANDISE FOR RESALE 89,369 91,709 80,000 89,000 MERCHANDISE FOR RESALE 89,369 91,709 80,000 89,000 DEBT SERVICE 6490 PRINCIPAL 110,000 - - - 6494 INTEREST ON INTERFUND PAYABLE 39,788 - TOTALDEBTSERVICE 149,788 - - REPLENISH OPERATING CASH - 81,300 - - RESERVE FOR RENEWAL & REPLACEMENT 67,100 69,900 69,900 69,900 TOTAL AQUATIC FACILITY 6488 DEPRECIATION & AMORTIZATION $ 1,068,726 $ 949,672 $ 1,042,100 $ 1,067,400 2.43 $ 322,568 $ 318,395 $ 308,000 $ 308,000 IN 2014,Proposed Budget Community Center Responsible Manager: Cherry] Mesko, Superintendent of Operations PURPOSE & DESCRIPTION The purpose of the Community Center is to: • Provide a positive environment for residents and guests of all ages to gather. • Encourage and help build a sense of community through a wide range of recreational and social opportunities. • Promote health and wellness in the community. • Maintain a high level of service, accessibility and professionalism to expand revenue options to ensure the viability of this resource to the community. Operating Budget The Community Center is responsible for the following functions: • Facilitate a wide variety of programs and classes for members and non - members. • Market and operate a wide range of meeting spaces and rental opportunities for the community, • Capture a high level of revenues to best offset the operational costs of the building. • Protect the City's community investment by maintaining the integrity and value of the building and its amenities, • Operate and maintain a quality fitness center and wellness programs. • Provide space, programming and opportunities for all ages. • Create a welcoming atmosphere and solicit input from users to best determine how to meet existing needs and identify future growth opportunities, PERFORMANCE INDICATORS 41 2011 2012 2013 2014 Description Actual Actual Estimate Target Groups in the Blast 79 51 80 60 Birthday parties 316 336 340 350 Meetings 953 986 960 990 Open gym program participants (POG /$3open /BB & VB open) 23,516 24,654 25,000 25,000 Memberships -year round 1,783 1,675 1,750 1,700 Persona I Training hours 1,324 1,400 1,450 Weddings 83 85 87 87 Average attendance in building per day 1,320 1,195 1,350 1,250 41 2014 Proposed Budget Operating Budget City of Eap Community Center Responsible Manager: Cherry] Mesko, Superintendent of Operations Expenditure by Category HIGHLIGHTS & CHANGES Overview: The 2014 Community Center operating expenditure budget is up $48,700, or 2.9 %, from 2013. The budget reflects the long -term objective of staffing the building to provide the level of service that the public demands during peak and non -peak times. The budget also reflects the first phase of re- organization of full time staff to prepare for department wide reorganization that will occur in 2014 due to attrition. The focus for 2014 will be to monitor and develop additional opportunities for revenue generation. Monitoring will also continue with the Wescott Library concessions operation to ensure that it is covering its costs of operation. Maintaining a high level of direct service contact to meet a growing demand for service and space from the public will continue to remain a priority. Highlight /Change 1: 6130, 6220, 6855 & 4312 — The inclusion of the Wescott Library coffee shop will see anticipated revenue of $38,000, which will be offset by staffing costs, merchandise for resale and miscellaneous operating supplies. Financial Impact: Net increase to 6130 (Temporary salaries /wages) equals $23,000 Net increase to 6220 (Operating supplies - general) equals $5,000 Net increase to 6855 (Merchandise for resale) equals $10,000. Net increase to 4312 (Concessions sales) equals $38,000 Service Level Impact: The pilot program in 2013 demonstrated the ability to continue to operate this service in the Wescott Library as part of a broader partnership with the Friends of the Library and Dakota County, Highlight /Change 2: 6410 - Natural Gas costs are changed based on the actual from 2012 and the trend in 2013. Natural gas costs have been declining and the estimate better represents actual costs. Financial Impact: $15,000 decrease to Natural Gas. Service Level Impact: Continue to maintain a comfortable building for guests. Highlight /Change 3: 6670 — Other Equipment. Capital items that enhance service or rentals and provide new opportunities for revenue are budgeted. Items include adding window shades to the Oasis and Lone Oak Rooms ($6.000), update the cabinets in the Oasis for better use of counter space and to add much needed storage in this room ($4,000) and ceiling fans for the fitness center and aerobic studio ($3,100). Financial Impact: $5,400 increase from 2013 Service Level Impact: Provide services based on needs expressed by current renters. Most items will provide a higher level of service and opportunity for expanded programming and rental. Highlight /Change 4: R &R projects are reviewed annually to make sure they are accurate and appropriately scheduled. Several items scheduled for 2014 have been pushed to later years because they are in good condition. The remaining items are scheduled for replacement. Financial Impact: The R &R items to be replaced this year are: burnisher for finishing floors ($2,000), AED ($2,000), spin bikes ($15,000), elliptical machines ($49,000), treadmills ($42,000), and Nustep equipment ($13,000). Service Level Impact: The visual and functional operation of the building is maintained and rental opportunities are enhanced. Li a 2014 Proposed Budget Operating Budget City of Eap Community Center Responsible Manager: Cherry] Mesko, Superintendent of Operations REVENUE SUMMARY Acct REVENUES 4304 PERSONAL TRAINERS 4305/4306 EQUIPMENT RENTAL 4310/4311 PARK PROGRAM REVENUE 4312/4313 CONCESSION SALES 4314/4315 MERCHANDISE SALES 4316/4317 GROUP SALES 4318 DAILYADMISSIONS 4320 MARKETING REVENUE (COKE) 4321 MEMBERSHIPS 4322/23 VENDING (VENDORS) 4324/25 ROOM RENTALS 4326/27 FACILITY RENTAL 4328 CONTRACT REVENUE 4329 PASSPORT PROCESSI NG 4621 ECVB RENT 4840 INTERNAL REVENUE OTHER REVENUE SUBTOTAL OTHER FUNDING SOURCES TRANSFER I N- ANTENNA LEASE REVENUE SUBTOTAL TOTAL REVENUES EXPENDITURE SUMMARY Actual Actual Budget Budget 2011 2012 2013 2014 $ 61,031 $ 69,388 $ 75,000 $ 80,000 17,208 20,154 26,000 29;800 9,289 8,991 10,000 11,000 73,715 72,622 75,000 110,000 1,916 1,671 1,000 1,500 45,966 35,224 50,300 40,000 102,678 104,081 111,500 105,000 - 462 - 500 596,845 584,576 600,000 610,000 7,496 6,746 9,000 8,000 273,700 259,992 340,000 340,000 (597) 1,137 1,500 1,000 79,455 88,832 95,000 95,500 12,585 13,578 12,700 14,000 55,535 55,662 - - 12,135 110 6,000 3,000 1,348,958 1,323,226 1,413,000 1,449,300 286,753 304,072 298,100 310,500 286,753 304,072 298,100 310,500 $ 1,635,711 $ 1,627,298 $ 1,711,100 $ 1,759,800 2J Actual Actual Budget Budget Expenditure 2011 2012 2013 2014 Personal Services $ 1,018,825 $ 1,084,737 $ 1,049,100 $ 1,141,900 Parts and Supplies 61,812 59,162 61,600 57,600 Services and Other Charges 334,995 271,677 385,300 341,700 Capital Outlay 15,774 25,374 20,100 16,800 Contstruction Projects - - - - Merchandise for Resale 35,554 34,470 37,000 43,800 Reservefor Renewal & Replace. 158,000 158,000 158,000 158,000 Total $ 1,624,961 $ 1,633,420 $ 1,711,100 $ 1,759,800 Depreciation Expense $ 561,948 $ 559,569 $ 514,000 $ 523,500 Debt Service 1,358,613 986,483 1,253,900 1,060,600 2J *_ City of Eapa 2014 Proposed Budget Operating Budget Community Center Responsible Manager: Cherryl Mesko, Superintendent of Operations POSITION INVENTORY Personnel 2011 2012 2013 2014 Hours Community Center Manager 0 0 0 1 2,080 Government Buildings Engineer 1 1 1 1 2,080 Fitness & Operations Supervisor 1 1 1 0 - Events & Operations Supervisor 1 1 1 1 2,080 Facility Operations Coordinator 1 0 0 0 - Training /Office Support Specialist 0 0.75 0.75 0.75 1,560 Lead Custodian /Maintenance 1 1 1 1 2,080 Custodial 3 3 3 3 6,240 MOD 2 2 2 2 4,160 Total 10 9.75 9.75 9.75 20,280 2014 WORK PLAN Activit Routine 1 Respond to public comments or requests via phone or in person 2 Provide support to the day -to -day fitness center 3 Daily maintenance and cleaning of building 4 Provide supportto the day -to -day concessions operation 5 Register participants in recreation programs, memberships or daily admissions 6 Setup and change room configurations to accommodate multiple events 7 Develop promotional materials for specialized uses: Blast /Rentals /Fitness 8 Manage staffscheduling and trainingto meetthedemands ofthe building 9 Recruit, hire, train and supervise temporary and part -time employees 10 Provide work direction to ensure high level of customer service is maintained 11 Manage the building infrastructure to ensure efficient, safe and clean environment 12 Establish and managefitness programs, classes and memberships 13 Coordinatethe rentals ofallavailablespaces within the building 14 Provide inputand directions pertainingto policies, budgetand general operation of ECC 15 Develop and manage capital improvements and long -range planning 16 Develop and manage policies & procedures that best meetthe needs of the community 17 Coordinate outdoor events with indoor activities qq 2014 Proposed Budget Operating Budget City of Eajan Community Center Responsible Manager: Cherryl Mesko, Superintendent of Operations LINE ITEM DETAIL � h Actual Actual Budget Budget Acct PERSONAL SERVICES 2011 2012 2013 2014 6110 SALARIES AND WAGES - REGULAR 448,482 495,616 $ 507,000 $ 543,100 6112 OVERTIME - REGULAR - - - - 6130 SALARIES AND WAGES- TEMPORARY 348,771 361,017 323,000 348,000 6131 OVERTIME-TEMPORARY - - - - 6142 PERA - COORDINATED 53,860 57,806 50,300 54,000 6144 FICA 57,891 62,177 63,500 68,200 6151 HEALTH INSURANCE 100,356 98,199 97,600 120,400 6152 LIFE INSURANCE 1,006 1,098 - - 6154 DISABILITY- LONGTERM 1,789 1,967 - - 6155 WORKERS COMPENSATION 7,327 7,077 7,500 8,000 6157 RETIREE INSURANCE FUNDING (657) (220) 200 200 TOTAL PERSONAL SERVICES 1,018,825 1,084,737 1,049,100 1,141,900 PARTS & SUPPLIES 6210 OFFICE SUPPLIES 2,069 2,340 3,000 2,300 6211 OFFICE PRINTED MATERIAL /FORMS 960 1,086 1,300 1,000 6212 OFFICE SMALL EQUIPMENT 486 427 500 500 6220 OPERATING SUPPLIES- GENERAL 12,019 10,975 6,300 7,100 6222 MEDICAL /RESCUE /SAFETY SUPPLIES 27 175 1,300 1,000 6223 BUI LDI NG/CLEANI NG SUPPLI ES 20,849 19,468 22,000 21,000 6224 CLOTHING /PERSONAL EQUIPMENT 3,934 1,172 1,800 1,800 6227 RECREATION EQUIPMENT SUPPLIES 3,941 3,817 7,100 3,600 6230 REPAIR /MAINTENANCESUPP -GENL 3,126 3,200 3,000 3,200 6232 SMALL EQUIPMENT REPAIR PARTS 2,317 3,711 3,000 4,000 6233 BUILDING REPAIRSUPPLIES 8,816 10,464 8,700 9,200 6240 SMALLTOOLS 96 123 500 500 6241 SHOP MATERIALS 556 495 600 600 6244 CHEMICALS & CHEMICAL PRODUCTS 2,403 1,215 1,300 1,300 6257 SIGNS & STRIPING MATERIAL - 379 1,100 300 6270 COMPUTER SOFTWARE 215 115 100 200 TOTAL PARTS & SUPPLI ES 61,812 59,162 61,600 57,600 SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES 1,376 1,249 1,500 1,500 6314 AUDITING 2,100 2,100 2,200 2,200 6315 FINANCIAL- NON -AUDIT - - - - 6346 POSTAGE 367 764 1,000 1,000 6347 TELEPHONE SERVICE & LINE CHG 2,377 2,946 4,500 4,000 6348 MATRIX SERVICE & REPAIR - - 500 500 6353 PERSONAL AUTO /PARKING 3 - 300 300 6355 CELLULAR TELEPHONE SERVICE 752 713 900 1,800 6357 GENERAL ADVERTISING 7,782 9,015 10,000 10,400 6370 GENERAL PRINTING AND BINDING 1,028 - 6,500 1,800 6385 INSURANCE 27,900 27,900 28,300 28,300 6405 ELECTRICITY 162,303 141,844 164,000 164,000 6410 NATURAL GAS SERVICE 65,609 26,731 70,000 55,000 � h A 2014 Proposed Budget Operating Budget Community Center Responsible Manager: Cherryl Mesko, Superintendent of Operations LINE ITEM DETAIL (CONT'D) Actual Actual Budget Budget SERVICES & OTHER CHARGES (CONT -D) 2011 2012 2013 2014 6426 SMALL EQUIPMENT REPAI R-LABOR - - $ - $ - 6475 MISCELLANEOUS 1,839 417 1;400 3,400 6476 CONFERENCES AND SCHOOLS 1,729 335 3,000 3,000 6477 LOCAL MEETING EXPENSES 68 60 500 500 6478 TUITION AND BOOK REIMBURSEMENT - - - - 6479 DUES AND SUBSCRIPTIONS 204 289 1,100 1,200 6480 LICENSES, PERMITS AND TAXES 1,718 1,640 1,800 1,700 6482 AWARDS, JUDGEMENTS, AND LOSSES 95 137 - - 6487 VISA BANK CHARGES 13,782 14,290 14,000 14,500 6535 OTHER CONTRACTUAL SERVICES 26,383 23,684 50,400 23,800 6539 WASTE REMOVAL/SANITATION SERV 7,475 4,258 9,600 9,000 6569 MAI NTENANCE CONTRACTS 10,104 13,305 13,800 13,800 OTHER SERVICES AND CHARGES 334,995 271,677 385,300 341,700 CAPITAL OUTLAY 6630 OTHER IMPROVEMENTS - 1,881 - 1,800 6640 MACHINERY /EQUIPMENT 3,391 693 1,200 - 6650 FURNITURE & FIXTURES - 10,051 9,300 - 6660 OFFICE FURNISHINGS & EQUIPMENT 2,666 2,160 1,900 1,900 6670 OTHER EQUIPMENT 9,717 10,589 7,700 13,100 CAPITALOUTLAY 15,774 25,374 20,100 16,800 CONSTRUCTION PROJECTS 6756 BUILDING & STRUCTURES - - - - CONTRUCTION PROJECTS - - - - MERCHANDISE FOR RESALE 6855 MERCHANDISE FOR RESALE 35,554 34,470 37,000 43,800 MERCHANDISE FOR RESALE 35,554 34,470 37,000 43,800 RESERVE FOR RENEWAL& REPLACEMENT 158,000 158,000 158,000 158,000 TOTAL COMMUNITY CENTER $ 1,624,961 $ 1,633,420 $ 1,711,100 $ 1,759,800 2.85% DEBT SERVICE 6490 PRINCIPAL 680,000 705,000 830,000 840,000 6491 INTEREST 678,188 281,058 236,888 220,200 6492 PAYING AGENT /BOND DESTRUCTION 425 425 400 400 TOTAL DEBT SERVICE 1,358,613 986,483 1,067,288 1,060,600 6488 DEPRECIATION & AMORTIZATION $ 561,948 $ 559,569 $ 514,000 $ 523,500 A *City of r �� aH 2014 Proposed Budget Operating Budget � AccessEagan /Fiber Infrastructure Fund (225) Responsible Managers: Tom Garrison, Director of Communications; Dianne Miller, Assistant City Administrator Dan Cook, IT Manager PURPOSE & DESCRIPTION A The purpose of the AccessEagan — (Fiber Infrastructure) operation is to: E S A A N • Respond to the City Council's goal of implementing leading technologies to support the evolving "infostructure" needs of Eagan's business community. • Support current and future needs of large and small Eagan businesses with a wide range of bandwidth options for business, commercial and institutional use through a high performance carrier class network. • Offer wholesale lit fiber open to any provider wishing to lease AccessEagan capacity to reach and serve Eagan businesses. (The City does not offer retail services.) • Ensure access in crowded rights of way to multiple carriers providing competitive services, and create additional security and redundancy to Eagan's fiber infrastructure. • The additional purpose of the Fiber Infrastructure fund is to keep track of all fiber and broadband planning investments in one place. The AccessEagan operation is responsible for the following functions: • Provide secure network bandwidth to carriers and providers for resale • Ensure and monitor on -going network operations • Continued analysis of existing operation for growth and other service opportunities • Provide all network equipment end -to -end, including customer premises equipment PERFORMANCE INDICATORS Performance indicators will be developed once AccessEagan is operational. �q 2014 Proposed Budget Operating Budget city of Eapa AccessEagan /Fiber Infrastructure Fund (225) Responsible Managers: Tom Garrison, Director of Communications; Dianne Miller, Assistant City Administrator; Dan Cook, IT Manager HIGHLIGHTS & CHANGES Overview: AccessEagan was programmed to begin its first year of operations in 2013. AccessEagan is designed to provide wholesale fiber transport service to any telecommunications carrier from its 16.2 -mile open access network. The City does not offer retail services to businesses; rather, AccessEagan will lease high- capacity circuits to carriers who then provide their services over the fiber network to end customers. Five -year financial projections show that operations will run at a deficit for the first few years, but will fully pay back the fiber investment over time. Operational costs include equipment and maintenance costs, marketing expenses, after hours support, fiber locates, and some legal and engineering support. While the vast majority of the expenses in the AccessEagan /Fiber Infrastructure Fund are for the open access network, it should be noted that the fund also accounts for inter- agency fiber lease arrangements and revenues and the City also receives revenue from separate conduit -only lease arrangements. The proposed 2014 AccessEagan budget is $60,400 higher than the 2013 approved budget, a 10.6% increase. Keep in mind, the actual expenses from 2013 will be well below the budget, primarily due to the highlighted projects coming online more slowly than forecast, and the connection to a data center having been delayed until 2014. As of August 2013, only $81,000 of the budgeted $568,400 had been used. Highlight / Change 1: Dependent upon customers signing onto the network, hire an IT Infrastructure Specialist to fill day -to -day tasks of the AccessEagan operations center. This person will be responsible for working with service providers to set up, configure and maintain new and existing customers on the network. Since this is a new position, there will be some additional startup costs associated with bringing this new position on- board: computer, desk phone, cell phone, etc. This position was originally budgeted to start July of 2013. Financial Impact: $107,300 in 2014, essentially double what was budgeted in 2013 as it is budgeted for a full year, as opposed to half a year in 2013. The additional startup costs for this position will be $2,700. Service Level Impact: Not applicable; operations haven't commenced. Highlight / Change 2: Pursuant to the City Council's two -part strategy to attract a data center hub for carriers and extend fiber infrastructure to business areas of the city, a major focus for the rest of 2013 and into 2014 will be to appropriately market the AccessEagan network and the City as a place where companies want to have their data centers located. These marketing efforts will promote AccessEagan and the City at various trade shows nationally and regionally to increase awareness of the network and the opportunities to locate their data centers within City limits. To assist in marketing to local businesses, the City will purchase an updated business list to target potential AccessEagan customers. Financial Impact: $7,300, but no change from the prior year budget, as this is still a budget for the first year of operations. Service Level Impact: Not applicable; operations haven't commenced. * Citj of Eapa 2014 Proposed Budget Operating Budget AccessEagan /Fiber Infrastructure Fund (225) Responsible Managers: Tom Garrison, Director of Communications; Dianne Miller, Assistant City Administrator; Dan Cook, IT Manager HIGHLIGHTS & CHANGES (CONT'D) Highlight / Change 3: Another major focus in 2014 will be to seek out an additional co- location space and place an additional core switch on the network. AccessEagan had plans to co- locate in the Five 9's building off of Yankee Doodle and the fiber was initially designed with that termination point in mind. With Five 9's inability to complete the purchase of the land and development of a data center on this property, AccessEagan needs to determine a new location for this secondary site. Having two core switches in separate locations strengthens the network and avoids single point of failure issues, a potential concern of customers. Staff and engineering experts recommend evaluating two Eagan locations or subsequent data center entrant to host our equipment and termination panel. Financial Impact: The facility rental will be approximately $100,000 per year and the equipment costs for installing the second core switch will be approximately $192,500. No change from the prior year budget, as this is still a budget for the first year of operations. Service Level Impact: Not applicable; operations haven't commenced. Highlight / Change 4: In previous years there have been unexpected and time - sensitive opportunities to expand and strengthen AccessEagan network within the Phase I and II deployment areas. Some of these opportunities have been one -time projects by another agency to bore under Interstate 35 -E for example, or extend the route to interested businesses next door to where AccessEagan's route ends. It is proposed that AccessEagan budget funds to capture these opportunities and increase customer base with opportunities that incentivize long -term contracts. Like any other utility or provider, Access Eagan must also pay for relocation fees, a previously unforeseen cost. These can be imposed by federal, state, county or even city projects. While these expenses are hard to predict, AccessEagan plans to work closely with Engineering to forecast these unexpected expenses on a yearly basis by reviewing federal, state, county and city projects. Financial Impact: $55,000 for network expansion; $20,000 for unexpected relocation expenses. No change from the prior year budget, as this is still a budget for the first year of operations. Service Level Impact: Not applicable; operations haven't commenced. Highlight / Change 5: AccessEagan is basing its fiber lease revenues on service providers signing up 11 new customers in 2014. These new customers are based off a conservative pro forma created by the City's fiber consultant, Design Nine, who estimates that the following services will be consumed in 2014: 1. 3 New Customers — Using 25/5 Mbps service @ $65 per month 2. 2 New Customers — Using 50/10 Mbps service @ $110 per month 3. 2 New Customers — Using 10/10 Mbps service @ $195 per month 4. 1 New Customer — Using 25/25 Mbps service @ $425 per month 5. 1 New Customer — Using 50/50 Mbps service @ $685 per month 6. 1 New Customer — Using 100/100 Mbps service @ $800 per month 7. 1 New Customer — Using 500/500 Mbps service @ $1,175 per month 8. 1 New Customer — Using 1GB /1GB service @ $2,750 per month Keep in mind, these are estimates and may change depending upon the marketing plan executed, whether the network offers special promotions and /or long -term contract discounts, etc. Financial Impact: Approximately $78,500 for a full year's worth of services, based on Design Nine's customer projections above. No change from the prior year budget, as this is still a budget for the first year of operations. Service Level Impact: Not applicable; operations haven't commenced. qo� 2014 Proposed Budget Operating Budget City of Eapn AccessEagan /Fiber Infrastructure Fund (225) Responsible Managers: Tom Garrison, Director of Communications; Dianne Miller, Assistant City Administrator; Dan Cook, IT Manager EXPENDITURE SUMMARY Actual Expenditure 2011 Actual 2012 Budget 2013 Budget 2014 Personal Services $ - $ - $ 59,200 $ 107,300 Parts and Supplies - - 1,000 10,600 Services and Other Charges - 68,350 137,100 131,700 Capital Outlay - 4,148 250,000 204,200 Construction Projects - 4,061 121,100 175,000 Total $ - $ 76,559 $ 568,400 $ 628,800 Depreciation Expense $ - $ 116,860 $ 116,860 $ 125,000 POSITION INVENTORY Personnel 2011 2012 2013 2014 Hours IT infrastructure specialist (hire 1 -1 -14) 0 0 0 1 2,080 Total Activit 0.00 0.00 0.00 1.00 2,080 2014 WORK PLAN Routine 1 Develop Access Eagan policies and procedures for Operational Guide 2 Establish Access Eagan Goals, Objectives, Standards and Controls 3 Build Relationships with Service Providers, Carriers, Data Centers and Eagan Businesses 4 Establish various Agreements with Service Providers to make operations flow seemlessly 5 Hi re appropriate staff to be determined by network growth 6 Document all variances from original build out to ensure reliability and scalability 7 Update City Council on Access Eagan progress quarterly 8 Coordinate support issues with all vendors (MP Nexlevel, LOGIS, Design Nine) 9 Coordinate with internal departments to make operations flow smoothly 10 Maintain all equipment documentation for new installations of customers on the network 2014 Proposed Budget Operating Budget City ofEap Access Eagan /Fiber Infrastructure Fund (225) Responsible Managers; Tom Garrison, Director of Communications; Dianne Miller, Assistant City Administrator; Dan Cook, IT Manager REVENUE SUMMARY Acct REVENUES 4140 STATE GRANTS 4615 CHANGE IN FAIR VALUE 4622 EQUIPMENTRENT 4686 FIBER LEASE- SERVICE PROVIDERS 4687 FIBER LEASE - OTHER 4822 OTHER REFUNDS AND REIMBURSEMENTS TOTAL FIBER INFRASTRUCTURE CAPITAL PURCHASES Actual Actual Budget Budget 2011 2012 2013 2014 $ $ - $ 2,600 $ 2,600 1,124 - 5,643 - - 44,200 78,500 - 8,100 8,000 62,974 - - $ $ 69,741 $ 54,900 $ 89,100 EQUIPMENT OTDR Device (fiber testing equipment) Network Switch CONTRACTS Colocation Space CONSTRUCTION Drop Costs Relocations TOTAL J, 9,000 192,500 100,000 55,000 20,000 $ 376,500 Gay o �a��n 2014 Proposed Budget Operating Budget . AccessEagan /Fiber Infrastructure Fund (225) Responsible Managers: Tom Garrison, Director of Communications; Dianne Miller, Assistant City Administrator; Dan Cook, IT Manager Acct PERSONAL SERVICES 6110 SALARIES AND WAGES- REGULAR 6142 PERA - COORDINATED 6144 FICA 6151 HEALTH INSURANCE 6155 WORKERS COMPENSATION TOTAL PERSONAL SERVICES PARTS & SUPPLIES 6220 CLOTHING /PERSONAL EQUIPMENT PARTS & SUPPLIES SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES - GENERAL 6311 LEGAL 6312 ENGINEERING 6314 AUDITING 6346 POSTAGE 6350 LOGIS IT SERVICES 6355 CELLULAR TELEPHONE SERVICE 6475 MISCELLANEOUS 6480 LICENSES, PERMITS AND TAXES 6569 OTHER CONTRACTUAL SERVICES SERVICES & OTHER CHARGES CAPITAL OUTLAY 6660 OFFICE FURNISHINGS & EQUIPMENT 6670 OTHER EQUIPMENT CAPITAL OUTLAY CONSTRUCTION PROJECTS 6700 PROJECT- CONTRACT CONTRUCTION PROJECTS TOTAL FIBER INFRASTRUCTURE Actual Actual 2011 2012 LINE ITEM DETAIL Budget 2013 Budget 2014 $ 40,800 $ 81,100 3,000 5,900 3,100 6,200 12,000 13,600 300 500 59,200 107,300 $ $ 76,559 $ 568,400 $ 628,800 10.6 Non - personnel increase: 2.4% 6488 DEPRECIATION & AMORTIZATION $ - $ 116,860 $ 116,860 $ 125,000 5 0 1,000 10,600 - 1,000 10,600 41,823 32,800 28,000 2,170 20,600 15,600 - 15,000 17,500 1,500 500 - - 1,000 3,900 16,500 16,500 - - 800 5 501 - - 19,951 50,700 51,800 68,350 137,100 131,700 4,148 - 2,700 - 250,000 201,500 _ 4,148 250,000 204,200 4,061 121,100 175,000 _ 4,061 121,100 175,000 $ $ 76,559 $ 568,400 $ 628,800 10.6 Non - personnel increase: 2.4% 6488 DEPRECIATION & AMORTIZATION $ - $ 116,860 $ 116,860 $ 125,000 5 0 City of Eap to To: CITY ADMINISTRATOR DAVE OSBERG From: COMMUNICATIONS DIRECTOR GARRISON Date: October 3 2013 Subject: AccessEagan FIBER STATUS UPDATE AND POLICY QUESTIONS RELATED TO OPERATIONS Progress Update • City staff continue to work diligently in pursuit of the City Council's longstanding "infostructure" goal to implement leading technologies that improve broadband access in Eagan. • Following the City Council's January, 2011 resolution declaring that the extension of fiber optic infrastructure and the pursuit of colocation/data center in Eagan is "in the public interest and necessity as critical infrastructure," two phases of a more than 16 mile wholesale fiber network were approved and installed in central Eagan business districts in 2011 -12. • In 2013 initial marketing materials were developed for the network called AccessEagan. This included the AccessEagan Website, brochures and collateral materials and two videos for providers and local businesses were produced. • AccessEagan is an open access network and as such, it does not sell retail services, but makes its infrastructure available for lease to any carrier wanting to provide services to business customers in Eagan on or near the route. • Beginning in the spring and summer of 2013, three telecommunications carriers signed agreements and were approved to be providers on the AccessEagan network: Frontier, Arvig and Velocity. • Staff is in the final stages of preparing an agreement for Council approval that establishes AccessEagan as one of only two telecommunications networks to serve the new outlet mall. Multiple providers can then ride the AccessEagan connections and compete to offer services to the stores of the mall. • A public rollout and informational seminar was held by City staff and the AccessEagan providers on September 25, 2013 at the Eagan Community Center for businesses along the route which could benefit from the services. Based on leads developed at the seminar, follow -up continues by the providers to get the first customers on the network. • City staff had anticipated an earlier rollout, but because a new data center has not yet been built in Eagan, staff had to delay installation of AccessEagan's second core switch and routes out to the Internet had to be identified with the providers on the AccessEagan network. 63 • Additionally, a new fiber route by XO Communications, exiting the Twin Cities and not dependent on downtown connections near the Vikings stadium construction, is active. AccessEagan fiber is ideally positioned to connect with that new southern route. • Finally, while Five 9's Digital withdrew from the market and did not build a data center on the Yankee Doodle site it had identified, Gratus Development and Colliers International are now marketing the Eagan Preserve Data Center(s) on an even larger portion of the same property, and interest remains high in at least two other sites in Eagan for data center development or expansion. Public Policy Questions Related to Operations and 2014 Budget Assumptions As the 2014 budget was built, staff relied on what it has learned "on the ground" to do all it can, within budget constraints, to position AccessEagan for success and to respond to the market. Market action typically leads to market reaction, and there is a need beginning with the remainder of 2013 to have some flexibility to run sales or other specials to nimbly respond to fiber /telecomm pricing. Consultant advice recommends being able to offer a limited number of such specials to gain market share and attention, help give the providers on the network additional impetus to sell, and provide additional methods to get in front of end customers. Staff recommends that these specials be of limited duration and authorized at least twice a year, and geared to those deals which incentivize longer -term use of the network. 1. Does the City Council concur that market flexibility is important to the success of the network by budgeting for occasional, limited, specials? [See Budget Highlight Change #5.] Fiber builds are least expensive when a trench is open and one can share costs with another entity. In recent years several unplanned and time - sensitive opportunities have arisen concerning other agencies to share costs and strengthen the network. (A rare opportunity to bore under 35 -E for example, partnering with Dakota Electric.) As Eagan companies learn of AccessEagan, similarly, there are also time sensitive opportunities along the existing route for targeted lateral extensions. Staff recommends that an allocation be made for these contingencies, effective immediately, but with the restriction that these are done to incentivize long -term contracts or solve route challenges. Finally, AccessEagan, like any utility, must pay to relocate its facilities from the Right of Way if deemed necessary by State or local jurisdiction. Staff recommends a contingency for this, but with funds not to be spent if not necessary to do so. 2. Does Council concur with an allocation for these contingencies? Criteria will be developed for when it is appropriate to spend the budgeted contingency. [See Budget Highlight change #4.] 5!-1 Finally, in pursuit of the City Council's two endorsed initiatives (AccessEagan fiber and securing Eagan as a location for a south of the river data center /carrier hotel, consultant Andrew Cohill had previously recommended to the Finance Committee that the City may need to attend certain trade shows to market those opportunities. Two trade shows are currently attended by one or more Minnesota cities or counties marketing their data center locations. $7,300 is budgeted for 2014 to target potential customers. These costs may be lowered if we can partner with DEED and Greater MSP. 3. As an economic development strategy in pursuit of the City's goals, does it make sense in the City Council's view to attend a select number of trade shows this coming year to market the Eagan opportunity? [See Budget Highlight Change #2.] SS Agenda Information Memo October 8, 2013, Special Eagan City Council Meeting IV. 2014 EAGAN CONVENTION AND VISITORS BUREAU BUDGET ACTION TO BE CONSIDERED: To hear an overview of the 2014 marketing priorities and receive the Board - adopted 2014 ECVB budget and direct that it be placed on a future regular City Council meeting consent agenda for formal ratification. FACTS: • The Eagan CVB's 2014 budget process began early this summer, and has been reviewed by the ECVB Finance Committee which includes City of Eagan's Assistant Finance Director, Josh Feldman. The budget was also reviewed separately by City Liaison Tom Garrison. • The budget was examined and approved by the ECVB's Board of Directors during their September 26 Board meeting. Mayor Mike Maguire and City Liaison Tom Garrison were present for the Board approval. • While the ECVB Board operates independently from the City, Section 3.2 of the Operating Agreement with the City of Eagan requires the ECVB to submit its work plan and operating budget to the City Council for its "review and approval." • The 2014 ECVB budget features a 5.2% increase over FY 2013. The increase is fueled by growth in hotel occupancy and average daily rates generated by growth in leisure travel to Eagan. • With the addition of the new Paragon outlet center to the Eagan hospitality landscape, the Bureau will be dedicating a record amount of marketing dollars and sales missions to a creative campaign aimed at positioning Eagan as an unrivaled location to shop and stay. The campaign will encompass a 12 state region while also focusing on the very lucrative Canadian market. • The ECVB will also continue focusing on its core mission of promoting Eagan as a preferred destination for leisure and group travelers, meeting planners and sports tournaments. • The ECVB will once again play an active role in spearheading promotional efforts for Eagan's July 4t" Funfest, Art Festival, Market Fest and Caponi Art Park while also working with officials from Cascade Bay Waterpark and the Eagan Civic Arena on joint marketing efforts for 2014. • Communications Director Garrison and ECVB President & CEO Brent Cory will make a very brief presentation and be available to answer any questions. • If time allows, Mr. Cory will also go over some brief highlights of market research indicating the profile of the typical visitor, length of stay, etc. ATTACHMENTS: • Enclosed on pages` 9 -61 are the summary and highlighted changes of the ECVB budget. M Eagan Convention & Visitors Bureau Proposed 2014 Budget EXPENSES Personnel 2011 2012 2013 2014 Other Actual Actual Budget Budget INCOME 14,220 11,460 8,000 8,000 Lodging tax $ 771,910 $ 782,843 $ 815,000 866,250 Other 20,406 12,674 11,000 8,000 Utilization of reserves 125,000 125,000 100,000 100,000 889,785 926,000 974,250 Total Income 917,316 920,517 926,000 974,250 EXPENSES Personnel 267,322 266,647 276,000 289,225 Other 121,194 138,000 130,000 131,000 Office 14,220 11,460 8,000 8,000 Marketing 451,645 453,635 483,000 512,525 Travel & Entertainment 19,568 20,043 29,000 33,500 Total Expenses 873,949 889,785 926,000 974,250 Net income $ 43,367 $ 30,732 $ - $ - 5� Eagan Convention & Visitors Bureau Proposed 2014 Budget (Utilizing $100, 000 in Undesignated Reserves for Marketing Expenses) Net Income $ 43,367 01 $ 30,732 $ - $ 2011 2012 2013 2014 Change Actual Actual Budget Budget '13 to '14 INCOME Tax Income $ 771,910 $ 782,843 $ 815,000 $ 866,250 Interest Income 13,188 7,932 7,000 1,000 Explore MN Tourism Coop 7,218 4,742 4,000 7,000 Utilization of Undesignated Reserves 125,000 125,000 100,000 100,000 Total Income 917,316 920,517 926,000 974,250 5.2% EXPENSES Personnel Expenses Salaries 226;945 225,446 232,000 240,225 Health Insurance 17,943 19,767 20,000 22,000 Payroll Expenses (FICA, FUTA, etc.) 18,899 19,150 19,500 20,000 SIMPLE Matching Funds 3,535 2,284 6,000 7,000 Subtotal 267,322 266,647 277,500 289,225 4.2% Other Expenses Accounting 15,212 20,102 15,000 16,000 Annual Meeting 6,761 4,860 5,500 5,500 Auto Expenses 3,955 1,746 2,500 1,500 Contract Labor 9,003 18,626 15,000 16,000 Depreciation 9,178 11,369 10,000 10,000 Donations 1,183 - 1,000 500 Dues /Subscriptions 5,598 10,083 6,000 7,000 Education/Training 10,356 9,688 12;000 12,500 Equipment Lease 1,068 684 1 „000 1,000 Equipment Maintenance 6,114 5,685 5,500 5,500 Insurance 6,466 4,361 5,000 5,000 Legal Fees 495 3,904 3,500 2,000 Meetings 3,270 4,496 3,000 4,000 Office Supplies /Equipment 14,220 11,460 8,000 8,000 Rent 30,099 33,258 31,500 32,500 Telephone 12,436 9,138 12,000 12,000 Subtotal 135,414 149,460 136,500 139,000 1.8% Marketing Expenses Advertising 325,881 268,848 305,000 318,125 FAM 360 1,007 2,000 2,500 Fulfillment House Services 4,907 4,270 5,000 5,500 Newsletter /e- newsletter 1,404 - 1,000 1,000 Postage 8,926 9,254 10,000 10,000 Promotion 75;445 108,864 110,000 122,125 Research 3,352 21,994 15,000 15,000 Telecommunications Services 4,026 5,370 5,000 6,000 Trade Show 8,691 18,570 15,000 16,275 Website /Mobile Technology 18;653 15,458 15,000 16,000 Subtotal 451,645 453,635 483,000 512,525 6.1% Travel & Entertainment Transportation 6,901 7,205 13,000 15,000 Entertainment 1,756 139 2,500 2,500 Meals 2,544 2,349 3,500 4,000 Lodging 8,367 10,350 10,000 12,000 Subtotal 19,568 20,043 29,000 33,500 Total Expenses 873,949 889,785 926,000 974,250 5.2% Net Income $ 43,367 01 $ 30,732 $ - $ Eagan Convention and Visitors Bureau Proposed 2014 Budget Eagan Convention & Visitors Bureau Responsible Manager: Brent Cory, President & CEO City Liaison: Tom Garrison City Council ECVB Board Representation: Mayor Mike Maguire PURPOSE & DESCRIPTION The purpose of the Eagan Convention and Visitors Bureau is to: • Promote Eagan as a major conference, meeting and tourist destination through creative marketing and sales efforts. • Generate a greater economic impact for Eagan, thus enhancing the quality of life for all residents. The Eagan Convention and Visitors Bureau is responsible for the following functions: • Increasing travel to Eagan by individuals, tour groups and meeting attendees, as well as increasing guest visits to area hotels, attractions, restaurants and retail outlets. • Promoting Eagan through advertising, public and media relations, creative promotions and collateral, Web site /Internet initiatives, and e- commerce /direct mail campaigns. • Participating in trade shows, sales missions, targeted sales calls and familiarization tours aimed at generating leads and business prospects for Eagan. PERFORMANCE INDICATORS HIGHLIGHTS & CHANGES Overview: While Eagan has always been known for its amazing amenities, the fact that one of the largest outlet malls in the Midwest will be opening in 2014 is going to catapult an already exceptional destination onto an unparalleled level of greatness!! Never before in Eagan's hospitality history has an attraction of this magnitude been added to the landscape. So how can we collectively capitalize on what will ultimately become Eagan's "Disney World "? I'm pleased to inform you that your Eagan CVB is more than prepared to seize this "shopportunity' of a lifetime. We're preparing to unleash what will be THE most aggressive marketing and sales campaigns our organization has ever spearheaded. In addition to broadening our entire market reach from six to ten states, we're also making plans to penetrate the Canadian market on a level that no other destinations in our market will even come close to competing on. Travelers in our expanded market can look forward to seeing and hearing about Eagan through a variety of mediums, including radio, television, print, social media, search, billboard and creative partnerships. 5Q 2012 2013 2014 Description Actual Est. Estimate Amount of lodging tax generated $782,843 $815,000 $866,250 Qualified leads generated through 76,942 85,000 95,000 advertising /promotional /sales efforts HIGHLIGHTS & CHANGES Overview: While Eagan has always been known for its amazing amenities, the fact that one of the largest outlet malls in the Midwest will be opening in 2014 is going to catapult an already exceptional destination onto an unparalleled level of greatness!! Never before in Eagan's hospitality history has an attraction of this magnitude been added to the landscape. So how can we collectively capitalize on what will ultimately become Eagan's "Disney World "? I'm pleased to inform you that your Eagan CVB is more than prepared to seize this "shopportunity' of a lifetime. We're preparing to unleash what will be THE most aggressive marketing and sales campaigns our organization has ever spearheaded. In addition to broadening our entire market reach from six to ten states, we're also making plans to penetrate the Canadian market on a level that no other destinations in our market will even come close to competing on. Travelers in our expanded market can look forward to seeing and hearing about Eagan through a variety of mediums, including radio, television, print, social media, search, billboard and creative partnerships. 5Q While we will be investing a record amount of marketing dollars and sales resources into promoting Eagan's sensational shopping offerings, we're also very proud of the fact that our other core markets - which include primarily meetings, group tour and sports will also be significantly enhanced during our 2014 marketing campaign. All of the aforementioned markets have experienced growth over the past few years, and we feel that 2014 represents the perfect opportunity to take all three major segments to a new and exciting level. Highlight/Change 1: ($318,000) 2014 will mark yet another marketing milestone for the Eagan Convention and Visitors Bureau. A record $318,125 will be invested in a wide variety of media and technology aimed at continuing the incredible promotional punch our organization has been able to sustain for the past several years. As previously mentioned, these dollars will enable us to expand our market reach, taking us from six to ten states (ND, SD, NE, KS, MN, IA, MO, WI, IL, MI). In addition to promoting Eagan as a great place for meetings, groups, sports and vacations, needless to say, the new outlet mall will be effectively and heavily promoted to our target audiences. Highlight/Change 2: ($25,000) The Eagan CVB will continue playing an active role in promoting Eagan's July 4t" Funfest, Art Festival, Market Fest and Caponi Art Park while also once again working with officials from Cascade Bay Waterpark and the Eagan Civic Arena on joint marketing efforts for 2014 and beyond. HighlightChange 3: ($15,000) As the saying goes, "image is everything." And with such a great story to share with our clients and tourists, we need to make certain Eagan is always reflected in a creative, cutting -edge way. That's why we've partnered with Eagan's very own Skyline Displays to significantly and affordably enhance our trade show booth presence. The debut of our newest trade show booth, utilizing the world's first air - powered exhibit system, is slated to take place in January of 2014. In addition to saving us tons of space, this state -of- the -art booth will no doubt give us the trailblazing image our community so richly deserves. Highlight/Change 3: ($50,000) While we feel that domestic and international airline traffic into Eagan and the rest of the Twin Cities will increase during the next five years given our new outlet mall and Mall of America's expansion, we also feel that there are countless opportunities that we can continue to capitalize on within our drive market. By expanding our regional reach to ten states, we'll be able to invest in more sales missions, sports shows and PR opportunities with local media outlets (ie: radio morning show interviews). There's no question that we have a compelling arsenal of hotels, restaurants and attractions to promote — by adding one of the Midwest's largest outlet malls into the mix, Eagan becomes that much more of a preferred destination. Highlight/Change 4: ($45,000) With an industry - leading database firmly in place helping to power the Bureau's sales and marketing efforts, it's now time to take the next step and integrate the Bureau's CRM with all of our technology. In 2014, the Bureau will be embarking upon a revolutionary approach we're dubbing "mobile first." It's no secret that mobile and tablet technology is on the rise. In fact, within four years, 87% of all devices connected to the Internet will either be tablets or smartphones. Given this, the vast majority of organizations still spend most of their resources on a traditional Web site which is then simply optimized for mobile and tablet technologies leaving a less than desirable search experience. We'll be taking a different approach by instead reconfiguring our mobile and tablet sites to custom fit their respective platforms — this concept will then be used to modify our ECVB Web site leaving our clients /travelers /stakeholders with a much more streamlined experience... all powered by our database. LQ Q POSITION INVENTORY Personnel 2011 2012 2013 2014 Hours President & CEO 1 1 1 1 2,080 Sales Director 1 1 1 1 2,080 Tourism Sales Director 1 1 1 1 2,080 Marketing Manager 1 1 1 1 2,080 Visitor Services 1 1 1 0 Marketing Coordinator N/A N/A N/A 1 2080 Total 2014 WORK PLAN Activity Routine 1. Generate and fulfill inquires from leisure, group tour, business, meeting travelers. 2. Create /distribute collateral promoting Eagan's hotels, restaurants, attractions and shopping destinations to identified markets. 3. Conduct sales missions aimed at generating increased travel /economic impact for Eagan. 4. Work closely with hospitality partners to continually keep Eagan top of mind in identified market segments. 5. Provide superior customer service to guests interested in the many amenities Eagan has to offer. U` Agenda Information Memo October 8, 2013, Special Eagan City Council Meeting V. 2014 E -TV BUDGET ACTION TO BE CONSIDERED: Review the 2014 proposed Eagan Television budget, and provide comments to staff or direct to a future City Council meeting for formal ratification. FACTS: • Eagan Television (E -TV) continues its award winning partnership for Eagan's public access studios located on Thomson Reuters' corporate campus. • Following December 31, 2013, E -TV's lease with Thomson Reuters becomes "evergreen" and automatically renews annually unless either party terminates with at least 180 days notice. • E -TV creates and facilitates public, educational and governmental programming on three different channels. • In just the last three year's E -TV's Summer Youth Video Camps have more than tripled in attendance to four sold out camps in 2013 with 96 campers. E -TV now has expanded coverage of 13 high school sports, and it recorded the entire summer music concert season at Market Fest with 12 productions, and three full length plays from local theater groups. New technology enabled live off -site coverage of the State of the City Address at the Eagan Community Center for the first time. • In 2014 the City of Eagan will enter into active negotiations with Comcast regarding a new cable franchise based on information learned from a community needs assessment to be completed in late 2013. • An emphasis of the 2014 budget request is to increase coverage for weekend and evening events and activities within the city, increase the marketing and awareness of the E -TV facilities, and successfully complete franchise negotiations with renewed focus on customer service standards. • The proposed budget represents a 4.4% decrease despite the significant costs associated with cable franchise renewal • Eagan Communications Director Tom Garrison, and Studio Supervisor Jeff Ongstad are present to give a brief overview of the past year and budget priorities in 2014. ATTACHMENTS: • Enclosed on pages are the summary and highlighted changes of the E -TV budget. M City of Ea p 2014 Proposed Budget Operating Budget E -TV (197) Responsible Manager: Tom Garrison, Director of Communications PURPOSE & DESCRIPTION Eagan Television (E -TV) creates public, educational, and government cable TV programming through a partnership of volunteers and professional staff. E -TV also provides television production equipment facilities, and channel time to televise locally - produced programming. It is cable programming by the community, for the community. PERFORMANCE INDICATORS U2) 2011 2012 2013 2014 Description Actual Actual Estimate Target Monthly Staff Program Production 10 16 24 30 Monthly Access Show Production 18 23 32 40 New Vol unteers 120 110 80 100 Outside Revenue $3,017 $11,108 $25,000 $35,000 Opportunities For Youth 12 -18 30 43 75 150 U2) City of Eap, 2014 Proposed Budget Operating Budget E -TV (197) Responsible Manager: Tom Garrison, Director of Communications HIGHLIGHTS & CHANGES Overview: The regular E -TV (Eagan Television) operational budget is flat with an actual decrease of 4.4 %. This is accomplished despite the extraordinary costs associated with the three year cable franchise renewal process that occurs only once every 10 -15 years. 2014 will be the final year of that process for Eagan. The E -TV budget is funded by non- taxpayer dollars. The sources of funding are franchise fees paid by Comcast and a small fee on local subscriber bills which supports capital equipment for Public, Educational and Governmental (PEG) public access facilities Highlight /Change 1: Even though overall Professional Services are down 49% from 2013 budgeted numbers, the attorney costs in the final year of Franchise renewal are forecast to be 50% higher than 2013 as actual negotiations with the cable company are held. It should also be noted that the big ticket item of the Needs Assessment study, which is often the most expensive as it serves as the basis for Eagan's negotiating strategy, will not be in the 2014 budget as originally planned, because there was an indentified need to initiate it in 2013 instead. That will make 2013 more expensive than forecast and 2014 less expensive. While notable as an expense, this investment helps Eagan hold the line against the erosion of millions of dollars of PEG and Franchise support Eagan has received since 1999. Financial Impact: $15,000 increase in projected legal fees. Have targeted and reduced the number of questions needed in a subscriber survey for a decrease of $10,000. Service Level Impact: Franchise negotiations will take an ever more significant amount of Director Garrison's time in 2014, but should not affect day -to -day E -TV operations. Highlight /Change 2: With the demand for more and more evening and weekend event and activity coverage, we've moved $3,500 into SALARIES AND WAGES - TEMPORARY (6130) and $500 into OVERTIME — REGULAR (6112) to pay for personnel to provide video coverage of these events. This increase is offset by decreases in other accounts. Financial Impact: $4,000 Increase in these accounts offset by $4,000 decreases in others. Service Level Impact: We will be able to cover more events and open up other events for coverage without impacting our regular daily duties. Highlight /Change 3: With the addition of the Marketing Specialist in the Communications Department, we've increased the GENERAL ADVERTISING (6357) account by $1,100 to provide additional funds to work with this position, to market the opportunities E -TV provides to even more community groups. This will allow us to continue to expand our outreach efforts to Eagan's growingly diverse population. Financial Impact: $1,100 Increase in these accounts offset by $1,100 decreases in others. Service Level Impact: This will allow us to expose the opportunities that E -TV can offer community and civic groups that may not know how to effectively use our resources. (Q ` Cif o Evan Y 2014 Proposed Budget E -TV (197) Responsible Manager; Tom Garrison, Director of Communications EXPENDITURE SUMMARY Operating Budget POSITION INVENTORY Personnel Actual Actual Budget Budget Expenditure 2011 2012 2013 2014 Personal Services $ 328,382 $ 352,552 $ 359,800 $ 375,900 Parts and Supplies 30,597 26,455 34,100 31,600 Services and Other Charges 90,597 67,116 154,800 113,800 Capital Outlay 11,082 146,819 18,400 21,600 Total $ 460,657 $ 592,942 $ 567,100 $ 542,900 POSITION INVENTORY Personnel 2011 2012 2013 2014 Hours Studio Supervisor 1 1 1 1 2,080 Client Services Coordinator 1 1 1 1 2,080 Govt Progra mmi ng Coordinator 1 1 1 1 2,080 Field Coordinator /Video Specialist 1 1 0 0 0 Videographer /Editor 0 0 1 1 2,080 Total 4 4 4 4 8,320 WORK PLAN 2014 Activi Routine r1 Supervision of PEG channels for Eagan 2 Provide and maintain public access facilities 3 Providetraining for PAfacility and equipment 4 Facilitate, organize and execute the playback of all sponsored PAshows 5 Provide coverage of community events 6 Provide coverage of all Eagan government meetings 7 Providevideo production services to City of Eagan departments 8 Providevideo production services to revenue generating clients 9 Assist Comcast customers with complaints 10 Provide video production services to Thomson Reuters in exchangefor rent bb *-- City of EaPR 2014 Proposed Budget Operating Budget E -TV (197) Responsible Manager: Tom Garrison, Director of Communications REVENUE SUMMARY CIP (PEG) Volunteer Cameras CIP (PEG) Tricaster 855 W CAPITAL PURCHASES $ 12,500 33,700 Total $ 46,200 Revenue Actual 2011 Actual 2012 Budget 2013 Budget 2014 4689 PEG fees (total) $ 351,958 $ 364,808 $ 350,000 $ 360,000 Less: PEG fees used for current year CIP - E -TV (36,305) (64,733) (74,400) (46,200) PEG fees used for current year CIP - Eagan Rm /CC (82,086) (114,300) PEG fees used (available) for future cap. exp. (196,179) 6,707 7,500 (189,300) Net PEG fees used for E -TV operations 119,474 224,696 168,800 124,500 4690 City contribution - from Cable Franchise Fees fund 330,074 353,858 368,300 383,400 4695 E -TV dubbing - 1,657 - 2,500 4699 Class fees 4,230 8,040 13,000 14,000 4696 Dub /Rental /Paid production 1,047 - 12,000 - 4697 E -TV paid production 5,831 3,497 - 13,500 4698 Community programming sponsorship - 1,194 5,000 5,000 Total Operating Revenues 460,657 592,942 567,100 542,900 CIP (PEG) Volunteer Cameras CIP (PEG) Tricaster 855 W CAPITAL PURCHASES $ 12,500 33,700 Total $ 46,200 City of ER PH 2014 Proposed Budget E -TV (197) Responsible Manager; Tom Garrison, Director of Communications LINE ITEM DETAIL Operating Budget 01 2011 2012 2013 2014 Actual Actual Budget Budget 6110 SALARIES AND WAGES- REGULAR 234,133 250,875 260,700 267,400 6112 OVERTIME - REGULAR 3,171 4,941 2,500 3,000 6130 SALARIES AND WAGES- TEMPORARY 15,721 19,881 15,000 18,500 6142 PERA - COORDINATED 17,892 19,586 20,200 20,900 6144 FICA 18,481 20,266 21,300 22,100 6151 HEALTH INSURANCE /VEBA 36,706 34,637 38,300" 42,100" 6152 LIFE 454 490 - 6154 DISABILITY - LONGTERM 858 938 - - 6155 WORKERS COMPENSATION 966 938 1,800 1,900 PERSONAL SERVICES 328,382 352,552 359,800 375,900 6210 OFFICE SUPPLI ES 300 225 500 500 6212 OFFICE SMALL EQUIPMENT 128 - 500 500 6215 REFERENCE MATERIALS 188 34 500 500 6220 OPERATING SUPPLIES - GENERAL 10,118 7,876 9,300 9,300 6224 CLOTHING /PERSONAL EQUIPMENT - - 2,000 2,000 6231 MOBILEEQUIPMENTREPAIR - PARTS 593 1,59S 3,500 2,000 6232 SMALL EQUIPMENT REPAIR- PARTS 3,650 3,479 3,500 2,500 6235 FUEL, LUBRICANTS, ADDITIVES 1,975 2,166 2,000 2,000 6270 COMPUTER SOFTWARE 13,646 11,080 12,300 12,300 PARTS & SUPPLIES 30,597 26,455 34,100 31,600 6310 PROFESSIONAL SERVICES- GENERAL 661 1,148 78,500 39,800 6311 LEGAL - 5,650 - - 6313 PLANNING - 3,618 6314 AUDITING 400 200 - - 6346 POSTAGE 43 48 500 500 6347 TELEPHONE SERVICE & LINE CHARGES - - 100 100 6353 PERSONAL AUTO /PARKING - 10 400 100 6355 CELLULAR TELEPHONE SERVICE 1,971 1,961 2,700 2,700 6357 GENERAL ADVERTISING 1,113 - 2,100 3,200 6359 LEGAL NOTICE PUBLICATION - 200 200 6370 GENERAL PRINTING AND BINDING - - 1,000 1,000 6385 INSURANCE 7,400 7,400 7,400 7,400 6405 ELECTRICITY 36,000 12,000 12,000 12,000 6425 MOBILEEQUIPMENTREPAIR - LABOR - 925 2,500 1,500 6426 SMALL EQUIPMENT REPAIR - LABOR 4,276 3,772 8,000 5,500 6457 MACHINERY& EQUIPMENT RENTAL 10,346 - 400 400 6475 MISCELLANEOUS 5,101 6,283 4,900 5,000 6476 CONFERENCES AND SCHOOLS 1,693 1,155 5,300 4,600 6477 LOCAL MEETING EXPENSES 100 140 800 800 6478 TUITION AND REIMBURSEMENTS - - - - 6479 DUES AND SUBSCRI PTI ONS 2,480 3,105 4,800 4,500 6480 LICENSES, PERMITS AND TAXES - 16 - - 6569 MAINTENANCE CONTRACTS 19,014 19,685 23,200 24,500 OTHER SERVICES AND CHARGES 90,597 67,116 154,800 113,800 6640 MACHINERY /EQUIPMENT 10,609 9,709 12,200 15,200 6660 OFFICE FURNISHINGS /EQUIPMENT 473 - 400 400 6670 OTHER EQUIPMENT - 137,110 - - 6680 MOBILE EQUIPMENT - 5,800 6,000 CAPITALOUTLAY 11,082 146,819 18,400 21,600 TOTAL E -TV 460,657 592,942 567,100 542,900 -4.3% 01