11/16/1993 - City Council Special AGENDA
SPECIAL CITY COUNCIL MEETING
Tuesday
November 16, 1993
5:30 p.m.
Eagan Municipal Center Building Lunchroom
I. ROLL CALL & ADOPTION OF AGENDA
II. REVIEW DRAFT 1994 PUBLIC ENTERPRISE FUND BUDGET
Petits — 3a
III. REVIEW/DISCUSSION DRAFT 1994 GENERAL FUND
OPERATING BUDGET
a9t_S 33- sC
IV. OTHER BUSINESS
V. ADJOURNMENT
Special Note: This special City Council meeting will be suspended at 6:30 p.m. at which
time the regular City Council meeting will be convened. Immediately following adjourn-
ment of the regular meeting, the special meeting will be reconvened. If necessary, the
special City Council meeting will be continued until 5:00 p.m., November 17.
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: NOVEMBER 12, 1993
SUBJECT: SPECIAL CITY COUNCIL MEETING
A Special City Council meeting is scheduled for Tuesday, November 16, 1993, at 5:30 p.m.
in the lunchroom of the Municipal Center building. The purpose of the meeting is to
receive the draft 1994 public enterprise fund budget and continue reviewing the draft
general fund operating budget. At the last regular City Council meeting, it was the
Council's goal to meet for one hour preceding the regular City Council meeting and,
assuming an early adjournment, the City Council will reconvene and continue the budget
workshop immediately following adjournment of the regular meeting. If additional time is
necessary for reviewing the budgets, the special City Council meeting will be carried over
to Wednesday, November 17, beginning at 5:00 p.m. This reflects action that was taken by
the City Council at their last regular meeting held on Tuesday, November 2.
Enclosed for City Council review is a copy of a memo entitled, "Public Enterprise Budget"
and a second memo entitled, "Draft 1994 General Fund Budget Memo #2."
The purpose of the meeting on Tuesday is to further review the operating budget for 1994
and finalize any changes in anticipation of the truth-in-taxation hearings and a final budget
adoption during December. As a reminder, please bring your budget work book that was
distributed during August. 1993. If any member of the City Council needs another copy,
please free to contact this office and a copy will be made in advance of Tuesday's meeting.
City Administrator
Attachments
TLH vmd
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: NOVEMBER 12, 1993
SUBJECT: PUBLIC ENTERPRISE FUND BUDGET
The Public Enterprise Fund Budget, consisting of water, sanitary
sewer, storm drainage and street lighting is being presented for
City Council consideration. This part of the draft 1994 budget
pertains specifically to Public Enterprise Fund operations and
there is no reliance on property taxes. However, the same
philosophy applies to public enterprise funds as the general fund
and that is to provide a high level of service at the most
efficient cost to the consumer/customer. In the case of the Public
Enterprise Fund, every effort is made through a fiscally
responsible budgeting process to control user fee increases.
Discussion regarding the Public Enterprise Fund budget is divided
into the four (4) different divisions.
WATER UTILITY
The water utility is responsible for 15, 000+ connections and an
infrastructure that consists of 275 miles of water trunk and
lateral mains, 17 wells, 2 pumping stations, 5 reservoirs and two
(2) water treatment plants.
The 1994 budget submittal does not include a request for any
additional regular full-time utility maintenance employees. With
the addition of one employee during 1993, staff is confident that
the demands for customer needs for providing a potable water supply
will be maintained.
Consistent with the City's philosophy to utilize temporary
maintenance personnel, when appropriate, a program to hire students
to work for a period of approximately three months to assist in
performing routine maintenance needs that can best be performed
only during seasonal peak periods will be continued. The 1994
request also includes three temporary/seasonal maintenance
personnel similar to previous years. By utilizing these positions,
they result in a full-time equivalent (FTE) of 1. 5 employees.
These individuals will assist in the routine hydrant flushing
program, gate valve operation and other annual maintenance
requirement of the many wells, treatment plant facilities, pressure
reducing stations, etc. Also included in the draft 1994 budget is
a request for one temporary seasonal student to perform data entry
for the new Hanson Software Management System.
The City is privatizing the turf restoration and repair work which
amounts to a decrease of $7, 500 from the 1993 budgetary
expenditure. With the introduction of the SCADA System there is an
I
increase of $10,000 for repair parts and $6,000 for computer
software support. There are also increases projected for the meter
reading contract for services due to new customers, an increase of
$14 , 000 for engineering services to allow preparation of a system/
operations audit, organizational study and a user rate study. This
represents 50% of an expenditure to be shared with the sanitary
sewer utility.
Other significant increases are for system repair for an increase
of $89,400, as requested as a result of identifying specific
renewal and replacement system capital improvements. Also, $18, 000
is budgeted for new water meters based on the projected number of
building permits to be purchased during 1994.
The capital outlay request consists of the following:
(2) air blowers at $800 each $1, 600
(1) snow blower/trailer 2, 000
(2) 486 computers at $4,500 each 9,000
(1) GA - 52 locator 850
(1) cut off saw 600
(5) chairs and shelving units 1,200
Total $15,200
Also included in the budget is the following capital outlay
previously considered in the Five Year (1993-1997) CIP:
1. 1/2 ton pick up (replacement) $16, 000
2. Four door sedan (replacement)
1/2 of total cost with sanitary sewer 6,750
Total $22,750
Q
Enclosed on pages 3 through -1 are the budget worksheets for the
water utility.
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SANITARY SEWER UTILITY
The sanitary sewer system utility serves 14,700 connections and is
responsible for 235 miles of trunk and lateral mains. There are
also 10 sanitary sewer lift stations that require ongoing service
and maintenance. The actual treatment of the sanitary sewer waste
product is handled by the Metropolitan Waste Control Commission at
the Seneca Waste Water Treatment Plant facility.
Like the water utility, there are no additional requests for full-
time utility maintenance employees for the sanitary sewer division.
The temporary maintenance personnel for the sanitary sewer utility
is structured the same as presented under temporary maintenance
personnel for the water utility budget.
It should be restated that certain expenditures are shared equally
between water and sewer that involve both operating expenses and
capital. An example is under professional engineering services
where an amount equal to $25, 000 is proposed for the preparation of
a systems/operations audit, organizational study and a user rate
study.
There are a few increases proposed for 1994, such as utility system
repair where additional contractual services will be necessary to
repair the existing system. There is an increase from $19, 525
estimated for system repair. There is also an additional $2, 000
requested for the rental of specialty short term construction
equipment such as a cement mixer, bobcat grout pump anticipated for
1994.
The MWCC fees are estimated at $2, 530,260. The 1993 budget was
$2,341,000. The increase of $189,260 is based on established
billing from the MWCC after crediting allocated credits. The
increase represents a $108, 100 flow increase, MWCC rate increase of
$40,350 and a credit reduction of $40, 670 or, again, the total
increase is $189,120.
The total capital outlay for the sanitary sewer utility is proposed
as follows:
(3) 30' suction hoses at $500 each $1, 500
(6) 300' discharge hose at $700 each 4,200
(2) Confined space blowers at $800 each 1, 600
(3) Gas detectors at $1,900 each 5,700
(7) SCADA Upgrade at $6,000 each 42,000
Cabinets and shelving 500
Total $55,500
Also included in the budget is the following capital outlay
previously considered in the five year (1993 - 1997) CIP:
1. Construction Trailer $4,500
2. Four door sedan (replacement)
1/2 total cost with water 6,700
3. Easement Jetter 13 ,000
Total $24,200
Enclosed on pages la through Ro are the budget worksheets for the
sanitary sewer utility.
II
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STREETLIGHTING
The streetlighting budget reflects primarily the cost for energy
for neighborhood lights, community intersection lights and certain
traffic signals. Also included in the budget are administrative
costs transferred to the General Fund and minor costs of repair to
the system. The total budget is increasing by 2.4% to $280,700.
There is some adjustment between line items as the billing is
refined, although no significant change in total. Included in
account number 4390 are the following installations as previously
considered in the five year (1993 - 1997) CIP:
DESCRIPTION LOCATION TYPE EST COST
TH 55 & Lawrence Ave. SE corner New $3, 000
TH 13 @ Meadowview Rd. NW corner New 3, 000
Pilot Knob & Ranier Ln. SE corner New 2, 500
Pilot Knob & Eagan Ave. SE corner New 2 , 500
TH 13 @ Alexander Rd. NW corner New 3 , 000
Total $14, 000
Enclosed page 1g is a copy of the budget worksheet for the
streetlighting utility.
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STORM DRAINAGE UTILITY
The storm drainage utility is managed by Rich Brasch, Water
Resource Coordinator and Superintendent of Utilities Wayne Schwanz,
under the direct supervision of the Director of Parks and
Recreation. The storm water utility system serves over 14, 000
direct billings and is responsible for 159 miles of storm water
utility lines and 22 lift stations. Over 350 ponds and wetlands
are part of the City's storm sewer system. In addition, at least
double that number - over 700 - wetlands are subject to regulation.
There are no new personnel being requested for the storm water
utility. Specific increases for mobil equipment repair which
includes the street sweeper, a $14,700 increase for herbicide,
alum/iron treatments, harvesting, etc. , for general lake and pond
treatment for water quality - alum/Fe treatments for Schwanz and/or
Carlson Lake. There is also an increase of $2, 000 for signs that
provide water quality information and general lake information. An
increase of $10, 000 is for professional services that will allow
the City to begin a diagnostic study of Fish Lake and Lemay Lake.
The budget continues to emphasize education and proposes an
increase of $8,733 for general printing and binding which include
$2,000 for a second printing of the fishing guide, $6, 000 for water
quality brochures and a stenciling door hanger and spring reminder.
The most significant budget increase is for utility system repair
in the amount of $52,200. An itemization of utility system repair
proposed for 1994 consists of the following:
Carlson Lake lift station control panel $13,500
Delta removal (sedimentation) 10, 000
System rehabilitation (man-hole repair, etc. ) 10, 000
LP-40 and BP-9 25, 000
AP-3 over flow swale (2nd outlet) 10, 000
Miscellaneous 5,000
$73, 500
This is the first year of a 10 year rehabilitation program with
funding coming from the user fees.
There are some reductions proposed in the area of motor fuels and
professional services. The contractual services budget is reduced
from $15,080 to $9,600. Contractual services anticipated are
televising storm sewer, educational programming/media presentation,
completion of wetlands inventory, and public education materials
consisting of design layout.
It should be noted that the storm water utility budget, created in
1990 is divided into three categories: 1) operational, 2)
renewal and replacement and 3) capital improvement and refinement.
Currently, all dedicated funds from development are placed into the
capital portion. Quarterly billing revenues are divided with 55%
to the operational portion, 15% to renewal and replacement and 30%
to expansion and modification (capital) .
1 '
The capital outlay anticipated for the storm water utility is as
follows:
(3) Runoff sampler parts at $200 each $ 600
(1) Laptop computer 3,000
(1) Portable flow meter 3,000
(1) Portable aerator for Blackhawk Lake 20, 000
(1) Boat mountable weed cutter & access. 5.500
Total Capital Outlay $32, 100
Enclosed on pages A t through :.5 are the budget worksheets for the
storm drainage utility.
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P-5
PUBLIC ENTERPRISE FUND
Enclosed on page D 1 is a copy of the comparative summary
expenditures.
The following table illustrates the personal services component
excluding temporary or seasonal positions previously discussed.
Personnel 1991 1992 1993 1994
Water
Water Maintenance Supervisor 1 1 1 1
Maintenance Workers 7 7 8 8
Sewer
Sewer Maintenance Supervisor 1 1 1 1
Maintenance Workers 6 6 7 7
Storm Drainage
Water Quality Coordinator 1 1 1 1
Water Resources Technician 1 1
Clerical Technician .5 . 5 .5 . 5
16.5 16.5 19. 5 19. 5
Other administrative and supervisory personnel related to the public
utilities are budgeted in the Public Works/Engineering Department of
the General Fund. Maintenance facility clerical personnel are budgeted
in the Central Services Maintenance Department and utility billing
personnel are budgeted in the Finance/City Clerk Department, both in
the General Fund.
PUBLIC UTILITIES - COMPARATIVE SUMMARY OF EXPENDITURES
ACTUAL ACTUAL BUDGET BUDGET
1991 1992 1993 1994
OPERATIONS
WATER
Personal Services $ 319,946 $ 354,793 $ 404,400 $ 412,600
Parts & Supplies 180,504 167,714 274,100 278,800
Services & Other Charges 705,796 778,555 957,400 1,013,250
SANITARY SEWER
Personal Services 246,905 256,076 347,600 348,900
Parts & Supplies 31,237 36,386 38,900 41,000
Services & Other Charges 196,886 217,372 243,100 280,300
MWCC Service Charge 2,092,806 2,281,443 2,341,000 2,530,300
STREET LIGHTING
Services & Other Charges 129,309 234,118 274,100 280,700
STORM DRAINAGE
Personal Services 55,892 76,870 96,000 110,900
Parts & Supplies 37,375 35,257 19,100 43,300
Services & Other Charges 182,372 187,583 123,300 156,100
TOTAL OPERATING EXPEND.
BEFORE DEPRECIATION $ 4,179,028 $ 4,626,167 $ 5,119,000 $ 5,496,150
NON-OPERATIONS
WATER
Capital Outlay * * 143,150 37,950
Special Assessments 4,532 0 10,000 0
Land - Supply & Stor. * * 30,000 0
Construction - Supply & Stor. * * 300,000 30,000
Renewal & Replacement 159,500 207,500
Debt Service - Principal 250,000 250,000 350,000 650,000
Debt Service - Interest 1,080,742 1,066,102 1,027,800 997,700
Purchase of Meters * * 112,000 130,000
Inter-Fund Transfers 506,536 30,436 450,000 0
SANITARY SEWER
Capital Outlay * * 68,150 79,700
Renewal & Replacement 0 0
Inter-Fund Transfers 227,901 0 450,000 0
STORM DRAINAGE
Renewal & Replacement 41,500 93,700
Capital Impr/Refinement 90,700 65,000
Capital Outlay * * 157,200 32,100
Inter-Fund Transfers 41,471 0 0 0
TOTAL OPERATING &
NON-OPERATING EXPEND.
BEFORE DEPRECIATION $ 6,290,210 $ 5,972,705 $ 8,509,000 $ 7,819,800
DEPRECIATION EXPENSE 1,244,627 1,297,633 1,275,000 1,350,000
TOTAL INCL. DEPRECIATION $ 7,534,837 $ 7,270,338 $ 9,784,000 $ 9,169,800
*Expenditures Recorded in Fixed Assets at Year End
ari
REVENUES
Revenue estimation in the public utility fund becomes very complicated,
especially as it relates to water. The user fees are dedicated to a
number of different expenses and/or reserve obligations including
current operations, debt service, supply and storage improvements,
system renewal and replacement and capital outlay items. Some of these
items are also funded in part from other revenue sources such as
connection charges and interest earnings.
Enclosed on pages 71 and 3O is a copy of the detailed line item
revenue projects for each utility division. Total revenues are
estimated to be $8, 158,000 for 1994. Enclosed on page III is a
comparative summary of all revenues as well as a listing of dedicated
revenues which are not available to finance current operations. Those
dedicated revenues total $2,831,985, leaving a balance of $5, 326, 015 to
cover current expenditures.
The revenue estimates are based on 1993 rates which will be analyzed in
more detail prior to January 1, 1994. Given the increase to the MWCC
treatment costs, for example, the rates will need to be carefully
reviewed.
9-O
PUBLIC UTILITIES - DETAIL OF REVENUE
ACTUAL ACTUAL BUDGET BUDGET
1991 1992 1993 1994
DEPARTMENTAL REVENUES:
WATER:
3711 Water Service Fees $ 2,161,449 $ 2,388,142 $ 2,665,000 $ 2,600,000
3712 Water Service Penalties 27,919 30,011 29,300 28,600
3713 Water Connection Permits 10,665 10,980 8,600 30,000
3714 Water Service Taps 100 100 200 200
3716 Sale of Meters 81,768 85,017 107,500 95,250
3718 Sale of Property-Other 6,867 13,212 0 0
3719 Water Turn On/Off Fees 8,065 8,517 8,000 9,000
3720 Collection Fees 12,110 11,820 10,000 10,000
3721 Const Meter Permits 40 30 0 0
3722 Acct Dep Not Refunded 2 4 0 0
Sub-Total $ 2,308,985 $ 2,547,833 $ 2,828,600 $ 2,773,050
SANITARY SEWER:
3741 San Sewer Service Fees $ 2,587,399 $ 2,673,215 $ 2,900,000 $ 3,025,000
3742 San Sewer Sery Penalties 33,707 36,233 31,900 33,300
3743 San Sewer Conn Permits 10,695 10,965 8,600 30,000
3744 San Sewer Service Taps 100 200 200 200
Sub-Total $ 2,631,901 $ 2,720,613 $ 2,940,700 $ 3,088,500
STREET LIGHTING
3771 Street Light Sery Fees $ 118,019 $ 131,521 $ 121,600 $ 150,100
3772 Street Light Penalty 1,362 1,464 2,500 2,850
3775 Community Lights 0 105,973 125,900 135,800
Sub-Total $ 119,381 $ 238,958 $ 250,000 $ 288,750
STORM DRAINAGE
3761 Storm Drainage Sery Fee $ 442,868 $ 450,336 $ 500,000 $ 540,000
3762 Storm Drainage Penalty 4,968 5,490 5,000 5,400
Bldg Permit Surcharge 0 0 0
$ 447,836 $ 455,826 $ 505,000 $ 545,400
I
PUBLIC UTILITIES - DETAIL OF REVENUE (Cont.)
ACTUAL ACTUAL BUDGET BUDGET
1991 1992 1993 1994
NON-DEPARTMENTAL
3016 Penalties & Int - Assmt $ 1,111 $ 1,351 $ 0 $ 0
3340 State Grant-Water Quality 11,761 17,684 0 0
3428 Eng Sign/Light Admin 0 14,641 0 15,000
3442 Maint Equip & Personnel 4,328 3,689 4,000 4,000
3810 Interest on Investments 1,451,585 1,147,924 1,000,000 855,000
3812 Interest on Assessments 52,749 48,322 50,000 33,800
3814 Interest on MWCC 20,386 18,456 18,000 15,000
3822 Equipment Rent 0 0 200 0
3840 Sale of City Property 0 2,016 0 0
3850 Contributions & Donation 0 0 0 0
3858 Water Quality Dedication 32,048 93,741 20,000 30,000
3865 Conn Chg - Water 516,013 673,008 387,500 347,500
3868 Conn Chg - W.T.P. 269,304 310,320 162,000 162,000
3880 Other Revenue 382 4,949 0 0
3920 Other Reimbursements 0 0 0 0
$ 2,359,667 $ 2,336,101 $ 1,641,700 $ 1,462,300
GRAND TOTAL REVENUES $ 7,867,770 $ 8,299,331 $ 8,166,000 $ 8,158,000
I
30
PUBLIC UTILITIES - COMPARATIVE SUMMARY OF REVENUE
ACTUAL ACTUAL BUDGET BUDGET
1991 1992 1993 1994
Service Fees:
Water $ 2,161,449 $ 2,388,142 $ 2,665,000 $ 2,600,000
Sanitary Sewer 2,587,399 2,673,215 2,900,000 3,025,000
Street Lighting 118,019 237,494 247,500 285,900
Storm Drainage 442,868 450,336 500,000 540,000
Connection Permits 21,360 21,945 17,200 60,000
Service Penalties 67,965 73,198 68,700 70,150
Street Lighting - County Reimb. 0 14,641 0 15,000
Other Operating Revenue 33,097 45,888 22,600 23,400
Sale of Meters 81,768 85,017 107,500 95,250
Interest on Investments 1,451,585 1,147,924 1,000,000 855,000
Interest - Other 73,134 66,778 68,000 48,800
Connection Charges:
*Water Supply & Storage 516,013 673,008 387,500 347,500
*Water Treatment Plant 269,304 310,320 162,000 162,000
Water Quality Dedication 32,048 93,741 20,000 30,000
Water Quality State Grant 11,761 17,684 0 0
TOTAL REVENUE $ 7,867,770 $ 8,299,331 $ 8,166,000 $ 8,158,000
DEDICATED REVENUE
Services Fees:
Water Supply & Storage $ 40,467 $ 46,814 $ 44,600 $ 45,880
Water Renewal & Repl 144,522 234,070 227,000 233,425
San Sewer Renewal & Repl 104,478 97,837 110,200 105,085
Storm Sewer Renewal & Repl 111,035 110,136 75,000 81,000
Storm Sewer Exp & Mod 177,656 180,423 150,000 162,000
W. T. P. Debt Service 599,198 831,584 737,700 764,885
Capital Outlay 178,104 185,483 236,800 236,860
Connection Charges:
Water Supply & Storage 516,013 673,008 387,500 347,500
Water Treatment Plant 269,304 310,320 162,000 162,000
Interest Earnings:
W.T.P. Debt Service 397,001 337,406 200,000 200,750
W.T.P. Construction 269,304 23,070 0 0
Renewal & Repl 309,300 285,400 216,750 249,850
Water Qual Exp & Mod 20,900 32,746 28,750 27,500
Water Supply & Storage 161,692 173,664 130,000 185,250
Water Quality Dedication 32,048 93,741 20,000 30,000
TOTAL DEDICATED REVENUE $ 3,331,022 $ 3,615,702 $ 2,726,300 $ 2,831,985
REVENUE AVAILABLE
FOR OPERATIONS $ 4,536,748 $ 4,683,629 $ 5,439,700 $ 5,326,015
* Reclassified as contributions in fund equity portion of annual financial report
31
SUMMARY
Since there are no significant changes from the 1993 budget, the
discussion regarding the 1994 Public Enterprise Fund Budget can
probably be completed at one meeting. In the event there are
additional questions or more discussion is appropriate, extra meetings
can be scheduled. The Public Enterprise Fund Budget is not a part of
the truth in taxation hearing process and is, therefore, not subject to
the same requirements as the general fund budget. Director of Public
Works Colbert will be available at the November 16 meeting, to answer
specific questions.
City Administrato
3a
MEMO
_city of eagan
TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: NOVEMBER 12, 1993
SUBJECT: DRAFT 1994 GENERAL FUND BUDGET/MEMO #2
Background
The draft 1994 general fund budget, a 178 page document, was submitted for City
Council review at an August 31 special meeting. The purpose of that meeting was to
consider: 1) the proposed property tax levy for payable 1994; 2) a proposed 1994
budget; and 3) set public hearing and continuation hearing dates for truth-in-taxation for
the month of December. The budget work session the evening of August 31 was lengthy,
allowing the City Council to analyze expenditures and revenues alike and raise certain
public policy questions.
Official action was taken by the City Council at the September 7 regular City Council
meeting authorizing the proposed property tax levy for payable 1994 as presented at an
estimated 8%tax capacity rate increase and a proposed 1994 budget for the general fund
in the amount of $13,633,100. Public hearing and continuation hearing dates were set
for Tuesday, December 7, Wednesday, December 15 and Thursday, December 16.
Meeting Purpose
The purpose of the meeting on November 16 and possibly November 17 is to further
consider public policy issues relative to the proposed general fund budget. As a
reminder, the tax levy can be decreased but cannot be increased since the original
September 15 certification. However, to the extent it does not require an increase to the
overall tax levy, the budget can be changed at this work session and through the public
hearing process in December. It is anticipated that the community will begin receiving
truth-in-taxation notices sometime between November 10 and November 24. Any
changes that are anticipated for the 1994 general fund budget should be given
consideration at these work sessions so the budget can be modified for the truth-in-
taxation hearings and the appropriate presentation materials can be developed.
33
Additional Information - Activity Based Costing
Included in the original budget document (pages 16-17c) was information covering the
expenditure side of the activity based costing allocation for the proposed 1994 operating
budget. City Councilmembers expressed an interest in seeing the relationship between
the service program costs and revenue estimates. Programs in which increased
expenditures would increase revenues were of particular interest as were the revenue
implications if certain other service program costs were reduced.
Enclosed on page 1,(e is a copy of the general fund revenue distribution by major
revenue classification to each general fund service program. For example, the very first
program of Information/Communication with an allocated total cost of$210,197 is funded
by $72,800 of program revenues, $50,640 in transfers, $3,145 of the interest allocation
and $83,612 of taxes. Taxes were used as the balancing revenue source to complete the
funding in all programs. Every program, except Protective Inspection, requires tax
support at the projected expenditures levels. This is a very busy page in terms of
numbers, however staff believes it illustrates some interesting relationships and is worth
some explanation and discussion at the meeting. Also enclosed on pages 31 through
39 is the percentage allocation of each line item revenue source which was summarized
on the previous page.
As was the case with the expenditure allocations, there were a number of assumptions
made in the revenue distribution. These assumptions could be challenged, although the
concept or theory is probably okay and if applied consistently, should reveal certain
trends.
Additional Information - Five Year General Fund Projections
Both the staff and City Council have expressed concern about the long-term implications
�Y 9 P
of increasing expenditures, the City's reliance on development related revenues and the
resulting pressure on the ad valorem tax levy. The City has been able to maintain the
status of a low tax, low aid City through cost effective expenditure levels for basic services
and through the utilization of development related revenues as a funding source. As the
City moves through its growth cycle, those development related revenues will decrease
and unless there is a corresponding reduction in expenditures, there will be added
pressure on the tax levy to maintain a constant level of services.
Enclosed on page 40 is a projected 5 year general fund budget based on the
assumption that total expenditures would increase by 3% with no new personnel. Using
the proposed 1994 budget as the base, the budget will increase to $15,344,170 for the
year 1998. A 3%budget increase and no new personnel are both optimistic assumptions
based on perceived community expectations for services and the City's history.
The revenue to balance the budget at these levels is projected to come more and more
from the tax levy with the percentage increasing from 76.2% in proposed 1994 to 81.8%
in 1998. Page 41 shows line item projections for each revenue account. Development
related revenue is projected to decrease from $1,264,800 or 9.3% of the proposed 1994
budget to $590,720 or 3.8% of the projected 1998 budget. This page notes the six (6)
line items which are expected to decline as development slows. Projected development
revenue was based on available land and an expected rate of development.
The overall impact on taxes, which also includes debt service, the equipment revolving
fund, the major street fund and currently, an allocation for abatements and adjustments,
has not been reviewed at this time. In other words, the tax implications are related only
to general fund operations at this point. HACA was maintained for all five (5) years at the
1994 level which also may prove to be optimistic as the State continues to reallocate
and/or reduce aids.
35
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REVENUE ALLOCATION TO SERVICE PROGRAMS KD2: REVALLC
REVENUE BUDGET DEPT
FUND TYPE ACCT DESC 1994 % PROGRAM ALLOCATION NO.
GF Taxes 3011 Ad Valorem Taxes-Current 8,182,300
GF Taxes 3015 Fiscal Disparities 825,600
GF Taxes 3347 Homestead Credit 1,379,600 *
10,387,500
GF License 3110 Liquor 7,040 10% Finance/City Clerk-External 5
GF License 3110 Liquor 31,680 45% Police Patrol 11
GF License 3110 Liquor 31,680 45% Police Investigation 11
GF License 3111 Beer 740 10% Finance/City Clerk-External 5
GF License 3111 Beer 3,330 45% Police Patrol 11
GF License 3111 Beer 3,330 45% Police Investigation 11
GF License 3112 Cigarette 200 10% Finance/City Clerk-External 5
GF License 3112 Cigarette 900 45% Police Patrol 11
GF License 3112 Cigarette 900 45% Police Investigation 11
GF License 3114 Tree Maint Contractor 200 100% Forestry 32
GF License 3115 Garbage & Rubish Hauling 280 10% Finance/City Clerk-External 5
GF License 3115 Garbage & Rubish Hauling 1,680 60% Street Structural Naint 22
GF License 3115 Garbage & Rubish Hauling 840 30% Protective Inspection 7
GF License 3117 Dog 1,750 10% Finance/City Clerk-External 5
GF License 3117 Dog 15,750 90% Animal Control 11
GF License 3118 Amusement 200 10% Finance/City Clerk-External 5
GF License 3118 Amusement 900 45% Police Patrol 11
GF License 3118 Amusement 900 45% Police Investigation 11
GF License 3119 Pet Shop 30 10% Finance/City Clerk-External 5
GF License 3119 Pet Shop 270 90% Animal Control 11
GF License 3120 Massage Therapist 10 10% Finance/City Clerk-External 5
GF License 3120 Massage Therapist 90 90% Police Investigation 11
GF License 3130 Other 20 10% Finance/City Clerk-External 5
GF License 3130 Other 180 90% Police Investigation 11
102,900
GF Permit 3210 Building 500,000 100% Protective Inspection 7
GF Permit 3211 Electrical 100,000 100% Protective Inspection 7
GF Permit 3212 Plumbing 27,000 100% Protective Inspection 7
GF Permit 3213 Mechanical 36,000 100% Protective Inspection 7
GF Permit 3214 Sign 8,800 100% Zoning Code Enforcement 7
GF Permit 3215 Trailer 100 100% Finance/City Clerk-External 5
GF Permit 3219 Excavating 2,500 100% Development Mgmt 21
GF Permit 3220 Condition Use/Special Permit 3,500 100% Zoning Code Enforcement 7
GF Permit 3222 Utility 500 100% Development Mgmt 21
GF Permit 3224 Public ROW Construction 500 100% Development Mgmt 21
GF Permit 3225 Solicitors 40 10% Finance/City Clerk-External 5
GF Permit 3225 Solicitors 360 90% Police Investigation 11
GF Permit 3226 Service Stations 210 10% Finance/City Clerk-External 5
GF Permit 3226 Service Stations 1,890 90% Zoning Code Enforcement 7
GF Permit 3227 Dance Hall 30 10% Finance/City Clerk-External 5
GF Permit 3227 Dance Hall 270 90% Police Patrol 11
GF Permit 3228 Public Util Maint Vehicle 200 100% Parks & Trail Maint 31
GF Permit 3230 Other 100 100% Finance/City Clerk-External 5
682,000
REVENUE ALLOCATION TO SERVICE PROGRAMS KD2: REVALLC
REVENUE BUDGET DEPT
FUND TYPE ACCT DESC 1994 % PROGRAM ALLOCATION NO.
GF Int-Govt 3351 Police Town Aid 184,000 80% Police Patrol 11
3351 Police Town Aid 46,000 20% Police Investigation 11
GF lnt-Govt 3352 Police Training Aid 12,000 80% Police Patrol 11
3352 Police Training Aid 3,000 20% Police Investigation 11
245,000
GF Sery Chg 3411 Variance Fees 1,500 100% toning Code Enforcement 7
GF Sery Chg 3412 Platting Fees 6,800 100% Planning 7
GF Sery Chg 3413 Rezoning Fees 6,200 100% Zoning Code Enforcement 7
GF Sery Chg 3415 Returned Check Fee 700 100% Financial Services/External 5
GF Sery Chg 3417 Dog Pickup & Impound Fee 5,500 100% Animal Control 11
GF Sery Chg 3419 Burglar Alarm Fees 9,600 100% Public Safety Dispatch 11
GF Sery Chg 3420 Vacation Proceedings 3,000 100% Development Mgmt 21
GF Sery Chg 3421 Public Safety Fees 9,000 90% Police Investigation 11
GF Sery Chg 3421 Public Safety Fees 1,000 10% Fire Prevention/Invest. 12
GF Sery Chg 3422 Plan Checks 325,000 100% Protective Inspection 7
GF Sery Chg 3425 Assessment Search 2,500 100% Financial Services/External 5
GF Sery Chg 3426 Developer Escrow Reimb 10,350 75% Development Mgmt 21
GF Sery Chg 3426 Developer Escrow Reimb 3,450 25% Planning 7
GF Sery Chg 3427 Engineering Service 89,500 100% Infrastructure Mgmt 21
GF Sery Chg 3428 Engineering Sign/Lt Admn 5,300 100% Infrastructure Mgmt 21
GF Sery Chg 3430 Print Material/Other Fees 3,000 30% Public Assistance Eng. 21
GF Sery Chg 3430 Print Material/Other Fees 3,000 30% Zoning Code Enforcement 7
GF Sery Chg 3430 Print Material/Other Fees 4,000 40% Finance/City Clerk-External 5
GF Sery Chg 3435 Police Security Fees 8,000 100% Police Patrol 11
GF Sery Chg 3436 Police Service to School Dist 39,800 100% Police Patrol 11
GF Sery Chg 3437 MDT Technical Support 4,000 100% Police Patrol 11
GF Sery Chg 3438 Police Dispatch 26,800 100% Public Safety Dispatch 11
GF Sery Chg 3442 Maint Equip & Pers Chrg 2,000 100% Street Structural Maint 22
GF Sery Chg 3445 Permit Surchage 1,000 100% Financial Services/External 5
GF Sery Chg 3446 Admin Fee on SAC 4,200 100% Financial Services/External 5
GF Sery Chg 3460 Investment Mgmt Fee 68,000 100% Financial Services/External 5
643,200
GF Rec Chg 3500 Rec Program Fees 213,800 100% Recreational Services 31
GF Rec Chg 3580 Concession Sales 13,000 100% Recreational Services 31
GF Rec Chg 3581 Tree Sales 15,000 100% Forestry Services 32
GF Rec Chg 3582 Merchandise Sates 1,000 100% Recreational Services 31
242,800
GF Fines 3610 Court Fines & Forfeits 135,000 100% Police Investigation 11
135,000
GF Other 3810 Interest on Investments 191,000 100% **
GF Other 3821 Building Rent 22,500 100% Infrastructure Mgmt 21
GF Other 3821 Building Rent 7,200 100% Parks & Trail Maint 31
GF Other 3824 Athletic Field Rent 4,000 100% Parks & Trail Maint 31
GF Other 3825 Park Shelter Rent 8,000 100% Parks & Trail Maint 31
38
REVENUE ALLOCATION TO SERVICE PROGRAMS KD2: REVALLC
REVENUE BUDGET DEPT
FUND TYPE ACCT DESC 1994 % PROGRAM ALLOCATION NO.
GF Other 3840 Sale of City Property 3,500 100% Financial Services/External 5
GF Other 3880 Other Revenue 3,000 100% Financial Services/External 5
239,200
GF Prog Rev 3910 Project Administration 75,000 50% Financial Services/External 5
GF Prog Rev 3910 Project Administration 75,000 50% Development Mgmt 21
GF Prog Rev 3911 Cent Sery Mnt - Pub Util 137,700 a
GF Prog Rev 3912 Water Administration 221,600 a
GF Prog Rev 3913 Sewer Administration 110,600 a
GF Prog Rev 3915 Street Light Admin 27,900 a
GF Prog Rev 3916 Storm Drainage Admin 41,700 a
GF Prog Rev 3918 Cable TV 72,800 98% Information/Communication 2
GF Prog Rev 3918 Cable TV 1,600 2% Financial Services/External 5
GF Prog Rev 3919 Drug Task Force Reimb 50,000 100% Police Investigation 11
GF Prog Rev 3920 Other Reimbursement 1,500 100% Financial Services/External 5
815,400
GF Transfer 3980 Cable Franchise Fees 50,640 76% Information/Communication 2
GF Transfer 3980 Cable Franchise Fees 15,960 24% Recycling/Solid Waste 2
GF Transfer 3980 MSA Maintenance (Major St) 63,500 100% Street Structural Maint 22
GF Transfer 3980 Transp Plan (Major St) 10,000 100% Infrastructure Mgmt 21
140,100
13,633,100
a Total 539,500, allocated as:
70,605 Financial Services/External 5
113,524 Inter-Dept to Utility Fd
355,371 Support Program Costs to Utility Fd
** Interest; allocated based on
budget expenditure total
* Taxes; Allocated to balance
revenues and expenditures
3°I
D2:5YEAR 27-Oct-93
GENERAL FUND - 5 YEAR BUDGET PROJECTION
CATAGORY 1993 1994 1995 1996 1997 1998
PROJECTED EXPENDITURES: *
PERSONAL SERVICES 9,090,400 9,785,600 10,079,170 10,381,545 10,692,990 11,013,780
PARTS & SUPPLIES 916,300 963,700 992,610 1,022,390 1,053,060 1,084,650
SERVICES & OTHER CHARGES 2,246,200 2,456,750 2,530,450 2,606,365 2,684,555 2,765,090
CAPITAL OUTLAY 129,200 293,050 301,840 310,895 320,220 329,830
OTHER 71,500 134,000 138,020 142,160 146,425 150,820
TOTAL EXPENDITURES 12,453,600 13,633,100 14,042,090 14,463,355 14,897,250 15,344,170
PROJECTED REVENUES:
NON-TAX REVENUES 3,044,900 3,245,600 3,032,035 2,908,895 2,834,085 2,795,840
TAX REVENUE ** 9,408,700 10,387,500 11,010,055 11,554,460 12,063,165 12,548,330
TOTAL REVENUES 12,453,600 13,633,100 14,042,090 14,463,355 14,897,250 15,344,170
Taxes - % of Total 75.6% 76.2% 78.4% 79.9% 81.0% 81.8%
* Expenditures reflect annual 3% increase (1995 - 1998); no new personnel included.
** Tax Revenue includes Ad Valorem Taxes, Fiscal Disparities, & HACA
4D
D2:5YEAR 27-Oct-93
PROJECTED REVENUE - GENERAL FUND
CATAGORY 1993 1994 1995 1996 1997 1998
PROPERTY TAXES
Ad Valorem Taxes 7,372,300 8,182,300 8,804,855 9,349,260 9,857,965 10,343,130
Fiscal Disparities 771,300 825,600 825,600 825,600 825,600 825,600
MCA 1,265,100 1,379,600 1,379,600 1,379,600 1,379,600 1,379,600
PROPERTY TAXES - TOTAL 9,408,700 10,387,500 11,010,055 11,554,460 12,063,165 12,548,330
LICENSES - TOTAL 94,800 102,900 102,900 102,900 102,900 102,900
PERMITS
Building ** 500,000 500,000 331,740 279,705 250,665 237,825
Elec/Plbg/Mech ** 163,000 163,000 138,000 125,400 118,200 114,600
Other Permits 17,900 19,000 19,570 20,150 20,750 21,370
PERMITS - TOTAL 680,900 682,000 489,310 425,255 389,615 373,795
INTER-GOVT - TOTAL 225,000 245,000 252,350 259,920 267,720 275,750
CHARGES FOR SERVICES
Plan Check/SAC Adm/Surcharge ** 330,200 330,200 219,930 185,570 166,400 157,950
Platting/Zoning ** 9,800 13,000 13,000 13,000 13,000 13,000
Eng Sery/Escrow/St Lt&Sign ** 79,800 108,600 90,190 91,000 19,000 19,000
Investment Mgmnt Fee 64,000 68,000 70,000 72,100 74,250 76,480
Other Charges 63,400 123,400 127,100 130,900 134,800 138,840
CHARGES FOR SERVICES - TOTAL 547,200 643,200 520,220 492,570 407,450 405,270
REC CHARGES - TOTAL 232,000 242,800 250,080 257,580 265,300 273,260
FINES & FORFEITS - TOTAL 150,000 135,000 139,050 143,220 147,520 151,950
OTHER REVENUE
Interest 160,000 191,000 196,730 202,630 208,710 214,970
Other 48,300 48,200 49,650 51,140 52,675 54,255
OTHER REVENUE - TOTAL 208,300 239,200 246,380 253,770 261,385 269,225
PROGRAM REVENUES
Project Admin ** 148,200 150,000 212,380 129,735 122,930 48,345
Public Util Transf 528,300 539,500 555,685 572,355 589,525 607,210
Other Reimb 118,400 125,900 129,680 133,570 137,580 141,710
PROGRAM REVENUES - TOTAL 794,900 815,400 897,745 835,660 850,035 797,265
TRANSFERS
MSA/Cable 111,800 130,100 134,000 138,020 142,160 146,425
Other Transfers 0 10,000 0 0 0 0
TRANSFERS - TOTAL 111,800 140,100 134,000 138,020 142,160 146,425
TOTAL REVENUE 12,453,600 13,633,100 14,042,090 14,463,355 14,897,250 15,344,170
=_ _ _____ _________== ==____ _ =__
Public Policy Considerations
A number of public policy matters requiring additional discussion were either raised at the
previous special City Council meeting or have subsequently been identified. Those items,
along with additional material, are as follows:
1) What is the appropriate budgeting allocation and presentation for the City's
contribution to the Volunteer Firefighter Relief Association? Enclosed on pages !y
and 45 is a copy of a memo written by Finance Director/City Clerk VanOverbeke
providing a summary of the background and issues. Pages yb through 49 include
additional pension information as presented by the Volunteer Relief Association.
2) Is it necessary for the City to purchase Hewlett Packard computer equipment when
other less expensive options are available? Enclosed on pages SD and 51 is a
copy of a memo written by MIS Coordinator Peterson explaining the rationale for
current computer and related equipment purchases.
3) What amount of money is allocated in the proposed 1994 budget to combat the oak
wilt problem and is it an adequate amount? Enclosed on page 52 is a memo from
Administrative Intern Pruitt providing additional estimated costs.
4) The Police Department budget requires an adjustment for the School Resource
Officer assigned to Blackhawk Middle School and Metcalf Junior High School.
Assuming an August 1, 1994 start and a school year (1994-1995) contribution of
$6,250 available to finance this position during 1994 from each school district, an
additional $5,000 would need to be financed from other City revenues in 1994
($17,500- $12,500). Enclosed on page SA is a copy of a memo from Chief of Police
Geagan covering this request.
5) The Fire Department budget is proposed to be increased by an additional $9,450 to
provide the desired level of Hazmat training and to purchase related equipment. The
original memo requesting the allocation was included in the previous budget
document (pages 108-110). A clarification of the request has resulted in this change.
6) What is the appropriate level for capital outlay in the general fund operating budget?
The 1993 budget included an appropriation of $129,200 while the proposed 1994
budget appropriation is $293,050. This amounts to an increase of $163,850 or
126.8%. Enclosed on pages 54 through 58 is a capital outlay breakdown by
department as prepared by Administrative Intern Pruitt.
7) The proposed budget for personal services includes an appropriation for all
scheduled step increases, contract settlements currently in place and a 2.5%increase
to all other positions. Is this an appropriate amount to carry in the proposed budget?
8) Adjustments in the Community Development Department personnel to the 1993 level
and employee classification would reduce the budget by $66,400. Retention of an
4a
appropriation for the 1 time clerical position would change that reduction to $51,600
and would provide some time for Community Development Director Reichert to more
fully analyze departmental needs.
9) The elimination of the proposed k time building maintenance worker in Central
Services Maintenance would reduce the budget by an additional $16,600. This
reduction, along with$4,800 from Community Development, relate to a postponement
of the hiring of additional building maintenance personnel until such time as the total
concept can be studied comprehensively.
L3
"�jt 'wg�y yay.R
ti
lit MEMO
—city of eagan
MEMO TO: CITY ADMINISTRATOR HEDGES
FROM: FINANCE DIRECTOR/CITY CLERK VANOVERBEKE
DATE: NOVEMBER 4, 1993
SUBJECT: FIRE DEPARTMENT RELIEF ASSOCIATION BUDGET REQUEST
The officers of the Relief Association have submitted a budget request of $194,833 for
pension funding for the 1994 budget. This request is estimated and is predicated on a
change to the pension level which was agreed to in August of 1990, covering the years
1991, 1992 and 1993.
The current pension is $3,375 per year of service while the budget request is based on
changing that to $4,225 per year of service. The budget request also includes a change
to pay for partial years of service in whole months and an extension of the death benefit
to non-vested members. The actuarial report which will define the actual cost of these
changes has not yet been completed.
As you recall, the previous City increase to $3,375 was in excess of the maximum of
$3,000 provided for in State Law. During the 1993 legislative session, a stepped increase
in the maximum lump sum service pension from$3,000 per year of service was approved
as follows:
• $3,375 as of May 25, 1993
• $3,500 as of January 1, 1994
• $3,750 as of January 1, 1995; and
• $4,000 as of January 1, 1996.
Representative Pawlenty was instrumental in getting this change approved, especially in
solving the Eagan overpayment problem created by the previous agreement. In putting
together the original draft budget, the City contribution remained consistent with the 1993
appropriation at $91,800. A contingency of $107,000 was also placed in the proposed
1994 budget.
yy
FIRE DEPT. RELIEF ASSOC.
NOVEMBER 4, 1993
PAGE TWO
There are basically three (3) issues that the City council should be aware of and provide
direction in preparation of the budget:
1. What sort of commitment to a pension increase should be reflected
in the 1994 budget and how should it be reflected, i.e. in the
department line item or in the contingency.
2. Should consideration be given to budgeting for a pension increase
that exceeds the amount allowed by law.
3. What is the appropriate level of the contingency and are there needs
beyond the fire relief pension.
Attached is the original from Mark Sportelli which provides the background and rationale
for the budget request.
Please let me know if you would like to discuss this matter or if you would like any
additional information.
Fina Director/City Clerk
Attachment
EJV/jeh
L/5
(2)
Eagan Fire Department Relief Association
To: Tom Hedges, Eagan City Administrator
From: Mark Sportelli, EFD Relief Association
Date: November 10, 1993
Re: Proposed 1994 Pension Changes
Please find the following two attachments, for your
consideration:
1. Proposed Benefit Changes, effective 1/1/94
2 . Supporting Actuarial Valuation, as of 1/1/94
CC: Dale Nelson, EFD Chief
144'
3795 Pilot Knob Road • Eagan, Minnesota 55122 • (612) 681-4770
hal I •
0
Eagan Fire Department Relief Association
Proposed Benefit Changes
November 10, 1993
A. Benefit changes - to be effective as of 1/1/94 .
Item 1: Monthly pension to change from $22 . 50/month per
year of service to $28. 17/month per year of
service. Optional lump sum benefit to change from
$3375 per year of service to $4225 per year of
service.
Item 2: For members choosing the optional lump sum pension
benefit, pay for partial years of service (whole
months) . Currently, only whole years of service
are considered.
Item 3: Add a death benefit for active members with less
than 5 years of service, according to:
1 year but less than 2 : pay $4225 times 1 times 24% = $1, 014
2 years but less than 3 : pay $4225 times 2 times 28% = 2 , 366
3 years but less than 4: pay $4225 times 3 times 32% = 4, 056
4 years but less than 5: pay $4225 times 4 times 36% = 6, 084
B. Costs of benefit changes.
Item 1: $20,757 per year, calculated as follows -
Annual pension contribution for 1994 $240, 070
Plus administrative costs 8, 500
Less State aid for 1994 -123 , 407
Less City pension and admin. costs for 1993 -104 ,406
Total difference between 1993 and 1994 20,757
Item 2: $9,048 per year.
Item 3: $99 per year.
C. Summary
The total cost to the City of the three benefit changes is
$29 ,904 per year.
The last benefit changes were made 3 years ago, in 1991.
The changes proposed here are understood to be effective for
the next 3 years.
y11
3795 Pilot Knob Road • Eagan, Minnesota 55122 • (612) 681-4770
Please be advised that special State legislation will have
to be obtained to accommodate the lump sum benefit increase
(State law only allows $3500 per year of service for 1994) .
We need to obtain City approval for this pension change ASAP
so that we can begin to draft special legislation for the
next legislative session. (The monthly benefit change to
$28. 17 is permitted by current State law and no special
legislation is needed for this benefit change) .
The plan is to implement City-approved changes as of 1/1/94 ,
but not to exceed current State maximums. Then, after
special legislation is obtained, the remainder of the City-
approved changes would be implemented.
The Pension Committee, chaired by Mark Sportelli, will be
available to meet with you at your earliest convenience to
discuss this proposal. Mark's home telephone number is 452-
5253 .
///K7 ,
lc --:— ,
f ---) e e 7 e
Mark Sportelli, President
Eagan Fire Department Relief Association
1.16
SENT BY: 11- 9-93 : 9:54469 : WYITT CO. 612 681 4777:T 4/
11/9/93 Table 2
Proposed Benefit Level •$28.17
EAGAN VOLUNTEER FIRE DEPARTMENT
RELIEF ASSOCIATION
--- Plan Improvements— both plan
Credit Pay Cost of improvements
Months of Death Ben both plan &S28.17
$28.17 benefit Service for<5 yrs improvements Benefit
1. Accrued Liability
a.Active Members 2,399,009 54,288 (422) 53,777 2,452,786
b. Retired Members 16.785 0 0 0 16,785
c.Widows 0 0 0 0 0
d. Terminated Members Entitled 0 0 0 0 0
to Deferred Benefits 95,789 0 0 0 95,789
e. Children Receiving Benefits 0 0 0 0 0
f. Total 2,511.583 54.286 (422) 53,777 2,565,360
2. Valuation Assets 1,917,213 0 0 0 1,917,213
3. Unfunded Accrued Liability 594,370 54,286 (422) 53,777 648,147
(1 -2)
4. Amortization Payment for 46,333 4,149 0 4,110 50,442
Unfunded Accrued Liability
5. Annual Normal Cost 182,308 4,469 94 4,572 186,878
6. Annual Contribution Payable
as of January 1, 1994 (4 + 5) 228,639 8,818 94 8,882 237,320
7. Annual Contribution Payable
as of December 31, 1994 (8' 1.05) 240,070 9,048 99 9,118 249,186
8. Estimated Administrative Expenses
9. Annual Contribution Payable
as of December 31, 1994(7 + 8)
yq
MEMO TO: DIRECTOR OF FINANCE VANOVERBERE
FROM: MIS COORDINATOR PETERSON
DATE: NOVEMBER 4, 1993
SUBJECT: PURCHASE OF COMPUTER EQUIPMENT
This memo is intended to furnish you with information, per your
request, regarding the purchase of computer equipment for the City
of Eagan.
I decide on the equipment purchased in conjunction with the staff
at the LOGIS group (our mainframe computer consortium) and the
additional LOGIS group comprised of MIS coordinators from each of
the cities participating in LOGIS. Of course, I also use my own
judgment and expertise regarding individual purchases.
The City utilizes joint purchase agreements under the LOGIS group,
Hennipin County or State of Minnesota.
The purchase of computer equipment for a large operation like the
City of Eagan differs greatly from the purchase of a computer for
one's home or private use. Basically, the City of Eagan purchases
IBM compatible Hewlett Packard equipment from an established dealer
or dealers for a number of reasons. These include:
1. Reliability -- The equipment is quality equipment and, in the
long run, requires less maintenance or replacement than
"cheaper" equipment. Most computers at the City are in
constant use and need to be in order to serve our customers.
2. Service -- We are guaranteed service within four hours if a
computer malfunctions. We do not have replacement computers
at the City for use during the one to two day service period
required from places like PC Xpress and PC Tailors. Also, if
a portion of our network goes down, we need to get the network
back up and running as quickly as possible. In addition,
replacement parts are always in stock with our dealers and we
do not have to wait for orders to be filled as occurs at other
dealers as mentioned above.
3. Compatibility -- All our equipment is compatible with each
other and replacement parts are dependable and not "off"
brands.
4. Support -- The Hewlett Packard equipment is supported not only
by our vendor but also by LOGIS. Therefore, installation and
continued operation is simple and reliable.
5. Vendor longevity -- It is fairly safe to assume our vendor
will be there when we need it and this is not always true with
"mom and pop" type shops.
SO
6. Cost savings -- I shop around and deal for quality equipment
at cost savings.
As a point of reference, Brooklyn Center, Minnetonka, and Coon
Rapids have dealt in the past with PC Xpress and are now switching
to our vendors because of the points mentioned above.
If you need further information, please contact me.
�IN � ► takriSO r)
MIS C •or•inator
gI
Apr
':pals
MEMO
_city of eagan
TO: CITY ADMINISTRATOR HEDGES
FROM: ADMINISTRATIVE INTERN PRUITT
DATE: NOVEMBER 4, 1993
SUBJECT: OAK WILT
Following the October Budget Meeting, research on the Oak Wilt Control
Program has been completed. In a memo, written by Superintendent of Parks, John
Vondelinde, and Supervisor of Forestry Gregg Hove, Oak Wilt was described as a fungal
disease, usually transmitted via beetles entering the crown of a tree. Upon infecting
healthy trees, the fungal disease produces substances which block water conducting
vessels of the tree, causing the tree to wilt and eventually die. Oak wilt fungus requires
fresh tree wounds for entry points to infect a tree. To effectively manage Oak Wilt
disease, prevention, thourgh education, identification and control measures must be
addressed.
To control the spread of Oak Wilt, removal of infected trees from nearby
healthy similar species is paramount. Removal of the diseased tree, root graft disruption,
and proper disposal of diseased trees are required steps in tree removal.
For the 1994 Budget, $9,000 has been allocated for Oak Wilt Control. Jeff
Perry, a seasonal tree inspector, has been hired to identify diseased trees on both public
and private properties. For 1993, 20 cases of Oak Wilt were found on public properties,
and 87 cases were found on private property.
Director of Parks Vraa, developed a three year plan to combat Oak Wilt,
which was estimated between $125,000 and $200,000. Once critical program costs are
settled, a simple Oak Wilt Control Program, Ken Vraa estimates, would cost $30,00 to
$40,000 per year.
Should you require additional research in the area, I would be happy to
investigate further.
52
police department
PATRICK GEAGAN
Chief of Police
RICHARD SWANSON
Captain Administration&Investigation
city of ooc�on JAMES SEWALD
Captain Patrol
3830 PILOT KNOB ROAD THOMAS EGAN
EAGAN,MINNESOTA 55122-1897 Mayor
PHONE:(612)681-4700
TDD:(612)454-8535 PATRICIA AWADA
FAX:(612)681-4738 SHAWN HUNTER
SANDRA A. MASIN
THEODORE WACHTER
Council Members
THOMAS HEDGES
City Administrator
November 2, 1993
E.J.VCtyOekRBEKE
TO: TOM HEDGES, CITY ADMINISTRATOR
FROM: PAT GEAGAN, CHIEF OF POLICE
SUBJECT: 1994 BUDGET
At a recent meeting, the Eagan City Council expressed continued
interest in assigning one officer to both Black Hawk Hills and
Metcalf Junior High Schools as School Resource Officer. As you are
aware, the Burnsville-Eagan/Savage School Board expressed their
support for that program. The principal at Black Hawk Hills is
also very interested and is going to discuss it with his School
Board.
The budget I submitted to ou does not include funds for
Y this
position. It would cost the City of Eagan approximately $12 , 500
from September, 1994 through January, 1995. The School Districts
would be expected to fund $12,500 for the balance of that year.
I am requesting that you adjust our 1994 Budget accordingly.
1SW-
Patrick J. Geagan
Chief of Police
PJG:lb
53
THE LONE OAK TREE . . . THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY
Equal Opportunity/Affirmative Action Employer
f
�qf��p IWflP"Yr
1n
1;1;
MEMO
_city of eagan
TO: ADMINISTRATOR HEDGES
DIRECTOR OF FINANCE VANOVERBEKE
FROM: ADMINISTRATIVE INTERN PRUITT
DATE: OCTOBER 29, 1993
SUBJECT: CAPITAL OUTLAY BY DEPARTMENT BREAKDOWN
As directed, I have prepared a breakdown by department, of capital outlay
expenditures. I have also verified if there are discrepancies between breakdown of
equipment costs and capital outlay 1994 figures for each department. The Police
Department did result in a change. As did the forestry department. The forestry
department did not have any line item expenditures of equipment listed, but now the
budget will contain such line items, relating to the capital outlay expenses.
ADMINISTRATION
*Computer Table/Administration $ 200
*Computer Table/Intern $ 150
*2 Computers 0$3,525 $7050
Total $7,400
DATA PROCESSING
*Hewlett Packard Lap Top
Computer 4-8 mb RAM 3.5 DD
120 MB HD $3,000
*HP Scanner $1,000
*Used HP 700192 Terminal $ 100
Memory U
*Printer 1
e ry rades P9 $ ,000
*Computer Tables $ 300
*Flow Chart Software $1,000
*Microsoft Windows W/Mouse $2,900
*Lotus 1-2-3 $1,700
*Graphics Software $ 900
*Wordperfect Windows $2,900
*Desk Top Publishing $ 900
Total $15,700
54
MEMO TO HEDGES AND VANOVERBEKE
OCTOBER 29, 1993
PAGE TWO
FINANCE
*1 Used Duplexing Copier $6,500
*1 Check Signer/Check Protector $2,000
*Typewriter, Calculator, Bookshelf $1,000
*1 HP Vectra Personal Computer and
Laser Printer $6,500
Total $17,000
COMMUNITY DEVELOPMENT
*Clerical Desk and Chair $ 700
*Multi-Line Telephone $ 400
*4 Portable 2-Way Radio Charges
and Cases $4,800
*MSA Mini-Guard Portable Alarm $2,500
*35 mm Camera $ 200
*Video Camera $1,000
*35 mm Camera with date feature $ 200
*Personal computer $4,500
*Personal computer/New part-time
Clerical $4,500
Total $18,800
CABLE
*Inscriber CG/W VGA Board $2,900
*Targa Plus $2,500
*UPS 500 Watt Surge Protector $1,150
*Production Chair $ 450
*VGA Computer Monitor $ 300
*Phone Extension $ 200
Total $7,500
POLICE
*1 canopy for Range $11,000
*1 Hewlett Packard PC & Software $ 4,000
*1 Hewlett Packard PC & Software $ 4,000
*1 Memory Upgrade for HP Laser
Jet Printer $ 300
*1 Electronic Cash Register $ 320
*1 Floor Safe w/Drop Slot $ 450
*1 Kitchen Compact Ice Maker $ 350
*35 Magnasync 24-hour Logging Tapes
@ $58.50 $ 2,050
*2 Ergonomically Correct Chairs
Model 453-5331A @ $540 $ 1,080
*1 Microwave $ 400
*1 Nordic Track $ 600
55
MEMO TO HEDGES AND VANOVERBEKE
OCTOBER 29, 1993
PAGE THREE
(Police Continued...)
*1 Remington 870 Shotgun $ 200
*1 Benelli Shotgun & Accessories $ 1,000
*1 Computer w/Assorted Software $ 3,500
*2 Radar Units @ $1,800 $ 3,600
*1 Hewlett Packard Laser Jet Series 4 $ 1,700
*Software for HP Vectra PC Mod
48633 & HP Laser Jet Series 4 $ 3,500
*1 Auxiliary L.P. Heater for
Surveillance Van $ 1,000
*3 Auxiliary Batteries for
Surveillance Van @ $200 $ 600
*1 Voice Guard System for
Surveillance Van $ 1,215
*2 Warning Sirens @ $15,000 $30,000
*2 Full Size Patrol Cars Cad $14,300 $28,600
Total $103,965 * Used $104,000 in Total
FIRE
*Office Furniture/Equipment $ 456
*Other Improvements/Building Mtnce. $1,000
*Echo Roof Chain Saw $1,600
3,000 ft. 21/2 inch fire hose
10, 100 foot links $6,000
H.P.Scan Jet Scanner $ 695
*Laser jet Postscript Printer $2,899
*Internal FAX Modem $1,950
*5 Portable Radios (@$700 $3,500
Total $22,100
ENGINEERING
*2 Office Chairs $ 600
*1 Computer table $ 400
*1 HP4861586 PC $5.900
Total $6,900
STREET DEPARTMENT
*8 1/2 foot Plow for Unit #105 $2,400
*4 Yard Bucket $6,000
*Replacement Sander for Unit #110 $2,200
Total $10,600
54'
MEMO TO HEDGES AND VANOVERBEKE
OCTOBER 29, 1993
PAGE FOUR
CENTRAL SERVICES
*AC for West Side of Maintenance
Facility $2,500
*Modify South Storage door $2,000
*6 Bins for Materials @ $1,000 $6,000
*Open Downspouts for Existing
Building, 12 @ $100 $1,200
*Water Cooler $ 650
*Personal Computer $4,500
*Anti-Freeze Recycler ,$3.000
Total $19,850
PARKS
*Park Improvements $25,000
*Steel Plan File 10 Drawer $ 1,100
*Computer Terminal $ 4,000
*Terminal X for Work Station/
Enginering Computer Ald Design
System $13,500
*Mowers, Trimmers, Blowers $ 1,800
*1 Core Aerator $ 4,800
*Replacement Triflex Deck for
Groundmaster 3500 $ 3.500
Total $53,700
FORESTRY
*One area Capital Outlay Funds are used for includes replacement of trees that have
died from the previous planting season. Superintendent of Parks Vondelinde explained
that 700-1000 new trees are planted per year. Depending on the season, 20-50 trees
may require replacements the next growing season.
* Superintendent of Parks Vondelinde did not have a list of projects that would be
completed next year with the Capital Outlay funds. He stated Capital Outlay was a line
item the City Council had approved for the last several years to take advantage of
opportunistic circumstances allowing the City the ability to landscape that may not have
been unable to have been constructed otherwise. Specifically, he recounted that 1993
funds were utilized to create plantings for Skyhill Park Central, landscaping located next
to the Pavilion area in Thomas Lake Park, and landscaping for the Lakeside Park Trail.
For O'Leary Park, the availability to complete the 1993 project was driven by the two
opportunities that arose. One opportunity was the purchase of 95 trees for only $5 per
tree, retail value $95-$110 per tree. Secondly, the Tree Trust's donation of time to plant
the trees. Funds for 1993 were utilized to match the donation the Lutheran Brotherhood
provided for the Thomas Lake Park project as well.
Total $9,500
�1
MEMO TO HEDGES AND VANOVERBEKE
OCTOBER 29, 1993
PAGE FIVE
Should you desire a list of projected Forestry projects for 1994, John
Vondelinde stated he would be more than happy to provide such a list. However, he
wanted the Council to be aware that several of the projects discussed above would have
not been projected the year before. Simply, the funds have been consistently available
for opportunistic events for the City.
GRAND TOTAL $293.050
‘8
Summary
The previously distributed budget was balanced at $13,633,100, including a $107,000
contingency. That budget necessitated a tax increase estimated to be 8% assuming no
change in property valuation. It is now estimated that the truth-in-taxation notices will
show an increase of 8.3% due to additional valuation changes.
Again, the purpose of the November 16 and November 17 meetings is to come to a final
conclusion on how the budget will be presented for the truth-in-taxation hearings.
Perhaps, it would be appropriate to utilize an approach of deciding the appropriate total
budget, how much should be left in contingency and then addressing the policy issues
on a revenue neutral basis. Assuming, for example, that more of a commitment to oak
wilt were desired, some other program would need to be reduced.
This approach could be summarized in the following table:
August 31, 1993 Truth-in-Taxation
General Fund Proposed Budget Suggested Changes Presentation
Operations $13,233,050 + - ?
Capital Outlay 293,050 + - ?
Contingency 107,000 + -
Total $13,633,100
Estimated Tax Capacity Rate 22.115% ? ?
Tax Capacity Rate Increase 8.3% ? ?
There is any number of other approaches which could also be used to reach the objective
of the scheduled meeting dates.
City Administrator
Attachments
TLH/vmd
gcl