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10/14/2014 - City Council SpecialSPECIAL CITY COUNCIL MEETING TUESDAY OCTOBER 14, 2014 5:30 P.M. EAGAN ROOM -EAGAN MUNICIPAL CENTER AGENDA I. ROLL CALL AND ADOPTION OF THE AGENDA II. VISITORS TO BE HEARD III. 2015 EAGAN CONVENTION AND VISITORS BUREAU BUDGET AND ANNUAL UPDATE ON ECVB PROGRAMMING IV. 2015 ENTERPRISE FUNDS BUDGETS (WATER, SANITARY SEWER, STREET LIGHTING, STORM DRAINAGE, WATER QUALITY, CIVIC ARENA, CASCADE BAY, COMMUNITY CENTER, AND ACCESSEAGAN /FIBER INFRASTRUCTURE) V. OTHER BUSINESS VI. ADJOURNMENT Agenda Information Memo October 14, 2014, Special Eagan City Council Meeting III. 2015 Eagan Convention and Visitors Bureau Budget Action To Be Considered: To hear an overview of the 2015 marketing priorities and receive the Board- adopted 2015 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 2015 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 examined and approved by the ECVB's Board of Directors during their September 25 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 2015 ECVB budget features a 13.31% increase over FY 2014. The increase is driven by the anticipation of a strong sleep and fly promotion, and the addition of a new hotel in Eagan next summer, the Hilton Home2 Suites catering to the group tours and shoppers traveling to Twin Cities Premium Outlets. The trends point to continued growth in hotel occupancy and average daily rates generated by leisure travel to Eagan. ➢ The ECVB will be investing a record amount —more than $520,000 combined in the advertising and promotion Eagan as a preferred destination for leisure travelers, group tours, meetings and sports tournaments. In addition to promoting Eagan's major attractions, hotels and restaurants to a 12 -state region, the Canadian market will remain a major target market for the Bureau. ➢ The ECVB will once again play an active role in spearheading promotional efforts for Eagan's July 4th 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 2015. ➢ Communications Director Garrison and ECVB President & CEO Brent Cory will make a very brief presentation and be available to answer any questions relative to the ECVB's 2015 budget. Attachments: (1) 111.-1 2015 ECVB Budget Eagan Convention and Visitors Bureau Proposed 2015 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: • Attract visitors to stay in Eagan hotels, eat in Eagan restaurants, and visit Eagan attractions. • Promote Eagan as a significant 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, webs ite/I nternet 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: As a result of Twin Cities Premium Outlets opening this past summer, Eagan has and will continue to have high value as a destination attraction. The ECVB is leveraging that news and retail exposure with record amount of advertising dollars allocated for sales and branding efforts to Eagan's immediate feeder markets. Eagan is already benefiting from a significant influx of Canadian travelers. In late 2014 and in FY 2015 there are increased investments for radio, television, digital and print campaigns. Beginning with leisure travel, messages will target the greater MN, IA, ND, SD, WI and Canadian markets, but will expand in 2015 to include CO, IL, IN, KS, MI, MO, MT, NE, and WY. Travelers in 2013 2014 2015 Description Actual Estimate Estimate Amount of lodging tax generated $771,910 $782,843 $815,000 Qualified leads generated through 78,264 95,000 105,000 advertising /promotional /sales efforts HIGHLIGHTS & CHANGES Overview: As a result of Twin Cities Premium Outlets opening this past summer, Eagan has and will continue to have high value as a destination attraction. The ECVB is leveraging that news and retail exposure with record amount of advertising dollars allocated for sales and branding efforts to Eagan's immediate feeder markets. Eagan is already benefiting from a significant influx of Canadian travelers. In late 2014 and in FY 2015 there are increased investments for radio, television, digital and print campaigns. Beginning with leisure travel, messages will target the greater MN, IA, ND, SD, WI and Canadian markets, but will expand in 2015 to include CO, IL, IN, KS, MI, MO, MT, NE, and WY. Travelers in those markets will see or hear radio, television, print, social media, and billboard messages using creative partnerships and improved search engine optimatization. Group tour and sports will also see increased marketing efforts. Highlight/Change 1: ($370,125) During 2015, the Eagan CVB will be investing a record $370,125 in media buys focused on attracting visitor to Eagan's amenities, hotels, restaurants and attractions. This brand ever will touch a 14 state region (plus one Canadian province), the most extensive reach ever. HighlighVChange 2: ($25,000) The Eagan CVB will continue playing an active role in promoting Eagan's July 4`" 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 2015 and beyond. Highlight/Change 3: ($20,000) A new PR campaign aimed at securing coverage in regional /national magazines and newspapers, on travel shows and on radio /television broadcast outlets will tout Eagan's story. Special emphasis will be placed on inviting travel writers, talk show hosts and bloggers to visit Eagan community, with the goal of their growing third party endorsements spreading the news about all that Eagan has to offer. Highlight/Change 4: ($20,000) Direct sales efforts will be broadened to specifically attract shoppers, and not just vacationers, into our region with Eagan as a prime destination to shop, stay and dine. Marketing presence at top performing vacation shows will be retained, but new this year will be trade show marketing efforts aimed at women's expos. Highlight/Change 5: ($45,000) For the first time in ECVB's history, it will be producing a four - color, magazine -style vacation guide showcasing Eagan's many amenities. collateral materials front which are designed to give Eagan a truly major league destination look and feel. A brand new destination map featuring all of Eagan's amenities on one side combined with a comprehensive map of all 106 Twin Cities Premium Outlets stores on the other will be produced. In addition to being a user - friendly reference piece, the destination map will also conveniently educate shoppers on what Eagan has to offer and where they can stay, dine or visit while here. 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 Marketing Coordinator 1 1 1 1 2,080 Total 2015 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. Eagan Convention & Visitors Bureau Proposed 2015 Budget INCOME Lodging tax Other Utilization of reserves Total Income EXPENSES Personnel Other Office Marketing Travel & Entertainment Total Expenses Net income 2012 2013 2014 2015 Actual Actual Budget Budget $ 782,843 $ 843,379 $ 866,250 $ 1,020,000 12,674 11,711 8,000 8,900 125,000 100,000 100,000 75,000 920,517 955,090 974,250 1,103,900 266,647 285,699 289,225 298,500 138,000 139,917 131,000 146,500 11,460 11,098 8,000 8,000 453,635 471,981 512,525 609,900 20,043 25,904 33,500 41,000 889,785 934,599 974,250 1,103,900 $ 30,732 $ 20,491 $ - $ - Eagan Convention & Visitors Bureau Proposed 2015 Budget (Utilizing $75, 000 in Undesignated Reserves for Marketing Expenses) EXPENSES Personnel Expenses Salaries 225,446 241,062 240,225 248,500 Health Insurance 2012 2013 2014 2015 Change Payroll Expenses (FICA, FUTA, etc.) Actual Actual Budget Budget '14 to'15 INCOME 2,284 3,843 7,000 7,500 Tax Income $ 782,843 $ 846,048 $ 866,250 $ 1,020,000 3.21% Interest Income 7,932 5,686 1,000 900 Explore MN Tourism Coop 4,742 - 7,000 8,000 Utilization of Undesignated Reserves 125,000 100,000 100,000 75,000 Total Income 920,517 951,734 974,250 1,103,900 13.31% EXPENSES Personnel Expenses Salaries 225,446 241,062 240,225 248,500 Health Insurance 19,767 21,767 22,000 22,000 Payroll Expenses (FICA, FUTA, etc.) 19,150 19,027 20,000 20,500 SIMPLE Matching Funds 2,284 3,843 7,000 7,500 Subtotal 266,647 285,699 289,225 298,500 3.21% Other Expenses Accounting 20,102 20,090 16,000 20,000 Annual Meeting /Awards Program 4,860 7,428 5,500 7,000 Auto Expenses 1,746 1,183 1;500 2,000 Contract Labor 18,626 14,662 16,000 21,000 Depreciation 11,369 11,400 10,000 10,000 Donations - 471 500 1,000 Dues /Subscriptions 10,083 9,135 7,000 8,500 Education /Training 9,688 14,659 12,500 12,500 Equipment Lease 684 1,008 1,000 1,500 Equipment Maintenance 5,685 6,952 5,500 6,000 Insurance 4,361 4,860 5,000 5,500 Legal Fees 3,904 1,000 2,000 2,500 Meetings 4,496 4,166 4,000 5,000 Office Supplies /Equipment 11,460 11,099 8,000 8,000 Rent 33,258 33,983 32,500 33,000 Telephone 9,138 6,920 12,000 11,000 Subtotal 149,460 149,016 139,000 154,500 11.15% Marketing Expenses Advertising 268,848 293,483 318,125 370,125 FAM 1,007 14 2,500 5,000 Fulfillment House Services 4,270 5,997 5,500 6,000 News letter /e- newsletter - 4,239 1,000 1,500 Postage 9,254 6,257 10,000 10,000 Promotion 108,864 106,496 122,125 150,275 Research 21,994 10,373 15,000 17,500 Telecommunications Services 5,370 5,843 6,000 6,500 Trade Show 18,570 22;649 16,275 20,000 Website /Mobile Technology 15,458 16,630 16,000 23,000 Subtotal 453,635 471,981 512,525 609,900 19% Travel & Entertainment Transportation 7,205 9,587 15,000 17,500 Entertainment 139 1;803 2,500 3,500 Meals 2,349 3,613 4,000 5,000 Lodging 10,350 10,901 12,000 15,000 Subtotal 20,043 25,904 33,500 41,000 Total Expenses 889,785 932,600 974,250 1,103,900 13.31% Net Income $ 30,732 $ 19,134 $ - $ - Agenda Information Memo October 14, 2014 Special City Council Workshop IV. 2015 Enterprise Fund Budgets (Water, Sanitary Sewer, Street Lighting, Storm Drainage, Water Quality, Civic Arena, Cascade Bay, Community Center And Accesseagan /Fiber Infrastructure) Direction For Consideration: To provide direction to staff regarding the proposed 2015 enterprise fund budgets for: • Public Utilities (Water, Sanitary Sewer, Street Lighting, Storm Drainage and Water Quality) • Civic Arena • Cascade Bay • Community Center • AccessEagan /Fiber Infrastructure To direct that the budgets be placed on a future City Council meeting Consent Agenda for formal ratification, or studied further. Facts: 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, Assistant City Administrator Miller, Finance Director Pepper, and Assistant Finance Director Feldman —met with the following responsible budget managers to review and discuss the respective budget proposals and operating issues: o Public Utilities Budgets - Public Works Director Matthys, Transportation Operations Engineer Plath, Utilities Superintendent Eaton, and Water Resources Manager Macbeth o Civic Arena and Cascade Bay - Parks and Recreation Director Johnson, Facilities Manager Vaughan o Community Center- Parks and Recreation Director Johnson, Community Center Manager o AccessEagan - Communications Director Garrison and IT Manager Cook to review and discuss the respective proposals and operating issues. ➢ Staff responsible for these budgets will be available (except for Parks and Recreation Director Johnson) at the meeting to expand on policy issues and respond to questions. ➢ 2015 highlights for each operating budget are included in the detail pages in the usual budget book format. Additional notable comments about each fund are noted below: PUBLIC UTILTIES (Water, Sanitary Sewer, Street Lighting, Storm Drainage and Water Quality) ➢ The City participates in an annual utilities rate survey by AE2S, an engineering consulting firm. In the 2014 survey, Eagan's combined rates for water, wastewater and stormwater ranked 3rd lowest among the 32 Twin Cities metro communities responding to the survey. Survey results are included in the attachments. ➢ User rates for the utilities are approved annually with the Fee Schedule adoption in December. An internal rate study of utilities rates based on Springsted's 20 year model has been completed. The following rate increases are proposed as a result of study: • Water: 3.80% • Sanitary sewer: 3.25% • Street lighting: 3.00% • Storm drainage /water quality: 4.25% CIVIC ARENA ➢ In 2013, 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. A partial payment of the annual principal repayment amount under the original terms of the interfund loan is included in the balanced budget proposal. ➢ Comparable rates are included in the attachment for review and analysis. The Council will be asked to adopt all rates when the City -wide fee schedule is adopted in December. CASCADE BAY ➢ 2015 will be the 17th year that Cascade Bay will be operational. Total attendance for the facility amounts to just over 2M patrons or an average of 127,000 per year. In 2014, attendance fell to a low point of 94,608 in part due to cooler weather. In contrast, the facility's best year was in 2001 with 168,109 patrons. COMMUNITY CENTER ➢ The Community Center continues to serve Eagan's residents and businesses as a fitness center and event and meeting facility. 2013 marked 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. ➢ Proposed 2015 -2016 rental rate structures are included in the attachments for review and analysis. The Council will be asked to adopt all rates when the City -wide fee schedule is adopted in December. ➢ The 2015 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 occurred in 2014 and resulted in an essentially budget neutral impact for the 2015 budget. ACCESSEAGAN /FIBER INFRASTRUCTURE ➢ The proposed 2015 AccessEagan /Fiber Infrastructure fund budget is similar to the 2014 budget. Staff had planned to see end -users on the network earlier in 2013, but start -up was delayed until the end of 2014 to work out agreements with carrier /providers and to resolve connectivity out to the Internet. The 2015 budget includes an increase in revenue for the leasing of fiber. ➢ On July 10, 2014, the Finance Committee reviewed and acknowledged an updated pro forma financial statement. The pro forma projected the operation to generate enough income to pay back the City's investment and become cash flow positive in 2019. ➢ The City's total investment in the fiber infrastructure system is expected to be at $2.1 million by the end of 2014. ➢ On September 16, 2014, the City Council authorized an additional $1 million of antenna lease revenues to finance system improvements. This transfer was made in 2014 and brings the total contribution of antenna lease revenue to $2 million. In addition, and to cover any future investment, the City Council also authorized an additional use of antenna lease revenues up to $600,000. Attachments: (2) IV -1 Metro Utility Rate Survey Results IV -2 2015 Enterprise Fund Budgets WIN [EAPOLIS/ST. PAUL METRO AREA Maple Grove, MN# $7.63 White Bear Lake, MN# $8.41 Cottage Grove, MN# $9.83 Eagan, MN# $9.93 Farmington, MN# � 1 $10.90 Plymouth, MN# $11.66 Minnetonka, MN# $12.53 Mounds View, MN# $12.73 Oakdale, MN# $13.05 Hopkins, MN# $1313 Apple Valley, MN# $1316 Brooklyn Park, MN# Fg-77, $13.43 Fridley, MNff T $13.89 Eden Prairie, MN# VE $15.62 Chaska, MN# $15.76 Anoka, MN# $15.81 Bloomington, MN# $15.89 Ramsey, MN# $16,17 Spring Lake Park, MN# $18.65 Richfield, MN# $21.04 Mahtomedi, MN# $21.91 Waconia, MN# F-- -�V $22.03 Prior Lake, MN# $22.43 West St. Paul, MN *" ft, 7i- =< $2232 Robbinsdale, MN# $2236 North St Paul, MN# VE%-'� $23.79 Falcon Heights, MN*' y= $24.03 Orono, MN# Minneapolis, MN' Golden Valley, MN *" Columbia Heights, MN*' Mound, MN# $0.00 $13.00 $26.00 �ko nos- tnAEUSIK Fl-,1.1 LIA $29.48 $29.66 $30.08 $31.46 $39.01 $39.00 $52.00 TYPICAL MONTHLY RESIDENTIAL WATER UTILITY BILL ($) $65.00 6.1 Brooklyn Park, MN* Maple Grove, MN* Farmington, MN* Golden Valley, MN* Cottage Grove, MN* Spring Lake Park, MN* Eagan, MN* Columbia Heights, MN* Eden Prairie, MN* Apple Valley, MN* Mounds View, MN* Ramsey, MN* White Bear Lake, MN* Richfield, MN* Plymouth, MN* Oakdale, MN* Prior Lake, MN* Minnetonka, MN* Hopkins, MN* Anoka, MN* Falcon Heights, MN* Bloomington, MN* Fridley, MN* Minneapolis, MN* Robbinsdale, MN* Chaska, MN* West St. Paul, MN* North St Paul, MN* Waconia, MN* Mahtomedi, MN* Mound, MN* Orono, MN* T - -- $18.00 $18.40 i $19.20 1 $19.48 _ - , $19.65; $19.67 Bk _ _ $19.75 $20.16 `1 $20.42 ,:1 W-19% MWT =- -- $21.39 -= $21.91 - $22.26 -- -' $22:80 - - - -- - $23.34 - - -- $23.72 _ _ $23.84 - - - - - $24.42 - ] $24.52 $24.60 $24.65 - - $24.66 ,.: 01 r- -- = ? $26.40 -- - - - - =- $27.88 $28.58 -1 $28.84 $29.45 - top $35.52 $36.25 IEE T $38.16 - j $38.73 _ $38.98 41.96 5-1101TIN -0 -, lw _ SN..• _ . °.. ., . -. _ $0.00 $13.00 $26.00 $39.00 $52.00 $65.00 �A aNEXUS rn> 116 Columbia Heights, MN $1.08 Fridley, MN $1.64 Oakdale, MN $1.67 Eden Prairie, MN $2.67 Brooklyn Park, MN $2.93 Eagan, MN $3:04 Mounds View, MN $3.33 Ramsey, MN $3.43 Farmington, MN $3.50 West St. Paul, MN $3.67 Richfield, MN $4.01 Cottage Grove, MN $4.20 Mahtomedi, MN $4.79 Hopkins, MN $5,00 Plymouth, MN $5.00 Chaska, MN $5.04 Apple Valley, MN $5.15 Orono, MN $5.28 Bloomington, MN $5.72 Minnetonka, MN $6.11 Prior Lake, MN $6.63 Waconia, MN $7.00 Falcon Heights, MN $7.33 Golden Valley, MN $7.33 North St Paul, MN $7.38 Anoka, MN $7.80 Robbinsdale, MN - - $7.80 Mound, MN _ _ $8.98 Minneapolis, MN - - $11.94 $0.00 $1.00 $2.00 $3.00 $4.00 $5.00 $6.00 $7.00 $8.00 $9.00 $10.00 $11.00 $12.00 $13.00 NEXUS me rmoo�im uou City of Hap 2015 Proposed Budget Operating Budget Public Utilities Fund 2015 Budget Revenue and Expense Summary *Excluding depreciation expense Other non - departmental revenues: Interest income 170,000 Connection charges 330,000 Antenna lease revenue (excludes ECC allocation) 983,546 Other 48,500 Total - non -dept revenue 1,532,046 Net cash inflow (outflow) $ 903,746 Sanitary Street Storm Water Water Sewer Lighting Drainage Quality TOTALS Revenues: Service charges $ 4,598,000 $ 6,561,000 $ 653,000 $ 554,600 $ 913,900 $ 13,280,500 Connection permits 8,000 8,000 - - - 16,000 Meter sales 40,000 - - - 40,000 Other 12,200 3,000 45,000 60,200 Total revenues $ 4,658,200 $ 6,572,000 $ 653,000 $ 554,600 $ 958,900 $ 13,396,700 Operating expenses: Personal services 1,685,500 668,700 9,000 108,800 405,900 2,877,900 Supplies, repairs, maint. 423,900 75,700 - 8,600 73,700 581,900 Other services & charges 2,137,100 637,900 661,700 192,000 223,700 3,852,400 Merchandise for resale 20,100 - - - - 20,100 Capital 988,000 992,500 90,000 7,200 2;077,700 MCES disposal charges - 4,615,000 - - - 4,615,000 Total operating exp* $ 5,254,600 $ 6,989,800 $ 670,700 $ 399,400 $ 710,500 $ 14,025,000 Net operating cash inflow (outflow) (596,400) (417,800) (17,700) 155,200 248,400 (628,300) *Excluding depreciation expense Other non - departmental revenues: Interest income 170,000 Connection charges 330,000 Antenna lease revenue (excludes ECC allocation) 983,546 Other 48,500 Total - non -dept revenue 1,532,046 Net cash inflow (outflow) $ 903,746 Aft- City �aPH 2015 Proposed Budget Operating Budget 2015 Budget PUBLIC UTILITIES ENTERPRISE FUND Detail of Revenues Actual Actual Budget Budget Acct 2012 2013 2014 2015 DEPARTMENTAL: Water 4505 Water Service Fees $ 5,194,591 $ 4,465,665 $ 4,439,000 $ 4,568,000 4506 Water Service Penalties 27,040 32,386 30,000 30,000 4507 Water Connection Permits 6,860 10,572 4,000 8,000 4509 Sale of Meters 46,364 65,764 20,000 40,000 4511 Sale of Property 9,205 5,253 2,000 2,000 4512 Water Turn Off /On Fee 8,811 14,435 9,000 9,000 4521 Constr Meter Permits 880 1,200 800 1,200 4536 Water Meter Surcharge - non -insp - 3,600 - - 5,293,751 4,598,875 4,504,800 4,658,200 Sanitary Sewer 4530 Sanitary Sewer Service Fees 5,842,483 6,002,669 6,565,000 6,536,000 4531 Sanitary Sewer Penalties 24,690 28,522 25,000 25,000 4532 San Sewer Connection Permits 7,755 11,400 5,000 8,000 4534 1/1 Surcharge - Non - inspection 42,350 51,150 3,000 3,000 4535 1/1 Surcharge - Non- correction - 10,200 5,917,278 6,103,941 6,598,000 6,572,000 Street Lights 4550 Neighborhood Light Svc Fees 375,636 394,704 405,000 417,200 4551 Neighbrhd /Comm Lt Penalties 2,670 3,038 3,000 3,000 4560 Community Light Service Fees 209,922 220,658 226,000 232,800 588,228 618,400 634,000 653,000 Storm Drainage /Water Quality 4540 Storm Drainage Service Fees 1,269,489 1,335,237 1,408,000 1,464,500 4541 Storm Drainage Penalties 4,057 4,426 4,000 4,000 4226 Developer Escrow Reimbursmt 31,030 38,590 30,000 35,000 4672 Water Quality Dedication Fees 10,790 - 10,000 10,000 1,315,366 1,378,253 1,452,000 1,513,500 NON - DEPARTMENTAL: 4031 Assmt Penalties and Interest 4,209 6,551 4,000 5,000 4140 State Grants 203,931 147,736 - - 4160 State PERA Aid 4,442 4,442 4,400 4,400 4176 County Cost Participation Agreement - 10,148 - - City of Bap 2015 Proposed Budget Operating Budget 2015 Budget PUBLIC UTILITIES ENTERPRISE FUND Detail of Revenues - cont'd Actual Actual Budget Budget Acct 2012 2013 2014 2015 4228 Eng / Financial Information 586 427 200 300 4230 Printed Material /Other Fees - 336 - - 4242 Maint Equipment and Personnel 8,529 8,983 10,000 8,900 4243 Manual Reading -Ded Bill Meters 610 610 600 600 4305 Equipment Rental - 236 - - 4610 Interest on Investments 11,624 141,265 50,000 120,000 4612 Interest on Assessments 52,726 54,955 50,000 50,000 4613 Interest on Interfund Receivable 83,822 34,721 - - 4615 Change in Fair Value of Inv 112,610 (253,060) - - 4617 Antenna Lease Admn Fees 27,500 22,500 2,000 20,000 4618 Site Survey / Eng Applic Review 6,500 4,300 1,000 4,300 4619 Antenna Lease Landscape Escow 10,000 - 5,000 5,000 4620 Antenna Site Rent (excludes ECC) 525,849" 827,621 645,500 983,546 4657 Sale of City Property - (30) - - 4658 Vehicle Sales 955 14,970 4675 Wetlands Consery Appl Fee - 100 - - 4680 Connection Charge - -Water 199,049 241,144 200,000 150,000 4685 Conn Chg- -Water Treatmt Plant 188,121 605,600 150,000 180,000 4691 Other Revenue 717 - 1,000 - 4822 Other Reimbursements 46,079 20,049 30,000 - 1,487,859 1,893,604 1,153,700 1,532,046 GRAND TOTAL $ 14.602.482 L_14 S 14.342.500 5 14.928.746 City of Hap 2015 Proposed Budget Operating Budget Public Utilities — Water (61) Responsible Manager: Jon Eaton, Superintendent of Utilities 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 2012 2013 2014 2015 Description Actual Actual Estimate Target Water main breaks /Service Leaks 18 9 8 10 Millions of gallons of safe drinking water produced 3,515 3,115 3000 3100 Residential per capita usage 90 74 75 75 MN Dept. of Health samples collected 840 840 840 840 Backflow preventers tested 560 659 600 600 Meter service calls 2,595 1,444 2,500 2,500 Customer service calls 3,866 3,441 3,800 3,800 Hydrants flushed 2,041 636 600 600 Hydrants painted 300 616 600 600 Locates performed 8,367 9,132 8,400 8,400 � City of Eap 2015 Proposed Budget Operating Budget Public Utilities — Water (61) Responsible Manager: Jon Eaton, Superintendent of Utilities HIGHLIGHTS & CHANGES Highlight /Change 1: The City's independent auditor recommended we reflect personnel costs of the Utility Billing Clerk, Utility Billing /Special Assessment Accountant, GIS coordinator, and a portion of the Public Works Director's salary and benefits to the Public Utilities Fund as direct expenses, thus increasing personal services and reducing the amount reimbursed to the General Fund. The reimbursement to the General Fund of other indirect costs will now be reflected as a transfer. Financial Impact: None. Overall costs to General and Utilities Funds are unaffected by the change in accounting. Service Level Impact: None Highlight /Change 2: Add two full -time Utility Operations Maintenance Workers and related equipment to address utility operations and maintenance needs due to aging infrastructure. The primary job duty will be to proactively check water system valve operation and maintenance, not currently done except in response to problems. As time permits, proposed staff will assist with other utility tasks: private hydrant inspection (new program), meter replacement (new program), storm sewer maintenance (no current program), etc. In the winter months, proposed staff could assist with Public Works winter maintenance efforts to maintain current level of service. The vehicle and valve operating equipment is expected to have a service life of 10 -15 years. Financial Impact: Total increase of $272,500: $142,500 for personnel costs; $130,000 in start -up equipment costs. Service Level Impact: Improve utility systems operation to industry recommended standards and reduce long term system capital costs and emergency repairs. Highlight /Change 3: Add a Senior Instrumentation Technician, a full -time employee, to better maintain the Utility SCADA system and save the City money in the form of contractor expenses. Financial Impact: $77,500 increase in personnel costs. Service Level Impact: Improve water, sanitary, and storm system reliability and enhance technology for operational efficiencies. Highlight /Change 4: Two proposed projects at the South Treatment Plant not approved earlier this year with the Public Works CIP: • Fiber optic line running from the plant to the Cliff Booster Station. This will improve SCADA communications, monitoring of remote sites, and data collection ($35,000). • Starting a long -term pipe insulation project for large process piping in the plant. This would stop current unfavorable condensation; creating a safe work environment, enhancing control, and minimizing extensive electric costs due to drastic, yet ineffective, dehumidification use ($65,000). Projects totaling $688,000 were approved through the CIP process and included in this budget as well. They include municipal well rehabilitations, chemical feed changes, reservoir rehabilitations, pressure zone monitoring, controls & monitoring updates, meter change out program, and electric system updates. Financial Impact: $100,000 increase over previously approved CIP Service Level Impact: Fiber Optic line will improve water system reliability and operational efficiencies, and the long -term pipe insulation will improve worker safety while also prolonging the life of the process piping. 400 City of Eap 2015 Proposed Budget Operating Budget Public Utilities — Water (61) Responsible Manager: Jon Eaton, Superintendent of Utilities EXPENSE SUMMARY 2015 WORK PLAN Activity Routine 1 Water Administration 2 Water Field Operation /Repair 3 Erosion control 4 GIS /GPSAdministration 5 Treatment Plant /Production 6 Emergency ca I I outs Actual Actual Budget Budget Expenses 2012 2013 2014 2015 Personal Services $ 1,145,784 $ 1,348,392 $ 1,442,900 $ 1,685,500 Parts and Supplies 368,208 338,334 422,000 423,900 Services and Other Charges 2,205,410 2,180,532 2,137,600 2,137,100 Merchandise for Resale 8,687 - 20,100 20,100 Capital Outlay 15,589 241,455 2,523,900 988,000 Total Operating Expenses $ 3,743,678 $ 4,108,713 $ 6,546,500 $ 5,254,600 Depreciation Expense $ 2,226,437 $ 2,251,483 2,210,000 2,210,000 POSITION INVENTORY Personnel 2012 2013 2014 2015 Hours Superintendent 0.67 0.67 0.67 0.67 1,394 Water Product! on/Treatment Supervisor 1 1 1 1 2,080 Utility Field Operations Supervisor 0.33 0.33 0.33 0.33 686 Utilities Inspector 1 1 1 1 2,080 GISSpecialist 0.8 0.8 1 1 2,080 GIS Coordinator 0 0.61 0.61 0.61 1,269 GIS Technician 1 1 1 1 2,080 Utility Technician 0.5 0.5 0.5 0.5 1,040 Water Treatment /Production Workers 4 4 4 4 8,320 System Maintenance Workers 3 3 3 5 10,400 Administrative Assistant (System Analyst) 1 1 1 1 2,080 Public Works Director 0 0.24 0.24 0.24 499 UB/SA Accou nta nt 0 0.61 0.61 0.61 1,269 UB /SA Clerk 0 0.61 0.61 0.61 1,269 Senior Instrumentation Technician 0 0 0 1 2,080 Total 13.30 15.37 15.57 18.57 38,626 2015 WORK PLAN Activity Routine 1 Water Administration 2 Water Field Operation /Repair 3 Erosion control 4 GIS /GPSAdministration 5 Treatment Plant /Production 6 Emergency ca I I outs lfb� City of Eap 2015 Proposed Budget Operating Budget Public Utilities - Water (61) Responsible Manager: Jon Eaton, Superintendent of Utilities LINE ITEM DETAIL Actual Actual Budget Budget Acct PERSONAL SERVICES 2012 2013 2014 2015 6110 SALARIES AND WAGES - REGULAR $ 841,292 $ 977,565 $ 1,000,400 $ 1,166,100 6112 OVERTIME- REGULAR 10,995 20,321 54,100 55,700 6130 SALARIES AND WAGES - TEMPORARY 10,868 21,293 30,600 31,800 6131 OVERTIME - TEMPORARY - 116 - - 6142 PERA- COORDINATED 62,484 71,227 76,400 91,600 6144 FICA 62,799 72,528 83,000 95,900 6151 HEALTH INSURANCE 127,452 153,595 175,100 217,100 6152 LIFE 1,639 1,598 - - 6154 DISABILITY - LONGTERM 3,031 2,983 - - 6155 WORKERS COMPENSATION 25,956 30,087 23,300 27,300 6157 RETIREE HEALTH INSURANCE FUNDING (732) (2,921) - - TOTAL PERSONAL SERVICES 1,145,784 1,348,392 1,442,900 1,685,500 PARTS & SUPPLIES 6210 OFFI CE SUPPLI ES $ 3,993 $ 4,378 $ 3,000 $ 3,000 6211 OFFICE PRINTED MATERIAL /FORMS 130 - - - 6212 OFFI CE SMALL EQUI PMENT 634 330 - - 6215 REFERENCE MATERIALS - 85 300 300 6220 OPERATING SUPPLIES- GENERAL 8,483 2,286 3,000 3,000 6222 MEDICAL /RESCUE /SAFETY SUPPLIES 2,273 4,155 3,500 4,400 6223 BUILDING /CLEANING SUPPLIES 3,914 1,343 4,000 4,000 6224 CLOTHING /PERSONAL EQUIPMENT 3,876 4,321 4,000 5,900 6230 REPAIR /MAINTENANCE SUPPLIES- GENERAL 3,759 2,612 5,000 5,000 6231 MOBILE EQUIP REPAIR PARTS 1,903 3,214 3,600 3,600 6232 SMALL EQUIPMENT REPAIR PARTS 388 4 300 300 6233 BUI LDI NG REPAI R SUPPLI ES 12,669 14,885 10,000 10,000 6234 FIELD /OTHEREQUIPMENTREPAIR - - - - 6235 FUEL, LUBRICANTS, ADDITIVES 18,522 19,147 25,300 28,800 6240 SMALLTOOLS 4,069 3,714 2,000 2,000 6244 CHEMICALS & CHEMICAL PRODUCTS 98,148 97,762 112,000 103,000 6250 LANDSCAPE MATERIAL &SUPPLIES - - 2,000 2,000 6255 STREET REPAIR SUPPLIES 4,329 15,000 15,000 6257 SIGNS & STRIPING MATERIAL - - 500 500 6260 UTI LITY SYSTEM PARTS /SUPPLIES 81,318 117,633 106,000 111,000 6270 COMPUTER SOFTWARE 119,800 62,465 122,500 122,100 TOTAL PARTS & SUPPLIES 368,208 338,334 422,000 423,900 SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES- GENERAL $ 121,602 $ 185,813 $ 136,300 $ 130,300 6314 AUDITING 6,000 7,000 7,000 7,300 6315 FINANCIAL NON -AUDIT - - - - 6323 TESTING SERVICES 646 9,786 10,000 10,300 6346 POSTAGE 9,076 2,938 3,100 3,100 6347 TELEPHONE SERVICE & LINE CHG 24,579 23,839 25,000 26,200 6351 PAGER SERVICE FEES 413 156 - - 6352 TELEPHONE CIRCUITS 1,524 1,585 3,200 1,700 6353 PERSONAL AUTO /PARKING 10 5 100 100 6355 CELLULAR TELEPHONE SERVI CE 3,899 3,808 3,700 4,400 6356 ONE CALL SERVICE FEE 6,043 - 6,300 6,900 6357 ADVERTISING /PUBLICATIONS - 100 - 6358 EMPLOYMENT ADVERTI SI NG 100 6359 LEGAL NOTI CE PUBLI CATI ON - 100 - 6370 GENERAL PRINTING AND BINDING 1,311 3,700 3,700 LINE ITEM DETAIL (CONT'D) Actual Actual Budget Budget SERVICES & OTHER CHARGES 2012 2013 2014 2015 6385 INSURANCE $ 79,600 $ 79,600 $ 79,600 $ 79,600 6409 ELECTRICITY- WELLS /BOOSTER STN 717,068 739;402 752,100 763,400 6410 NATURAL GAS SERVICE 66,690 96,063 81,100 84,200 6425 MOBILE EQUIPMENT REPAIR LABOR 95 275 500 500 6426 SMALL EQUIPMENT REPAIR - 14 - - 6427 BLDG OPERATIONS /REPAIR -LABOR 18,272 20,905 25,000 25,000 6428 FIELD /OTHER EQUIPMENT REPAIR -LABOR 189 - - - 6429 STREET REPAIR -LABOR 27,266 - 10,000 10,000 6430 COMMUNICATION SYSTEM REPAIR - 300 - - 6432 UTILITYSYSTEM REPAIR -LABOR 179,199 161,729 100,000 115,000 6457 MACHINERY & EQUIPMENT- RENTAL 77 457 1,000 1,000 6476 CONFERENCES AND SCHOOLS 13,261 10,365 11,900 13,200 5477 LOCAL MEETI NG EXPENSE 66 49 200 200 6478 TUITION AND BOOK REIMBURSEMENT 640 - - - 6479 DUES AND SUBSCRIPTIONS 1,379 15,635 12,300 13,800 6480 LICENSES, PERMITS AND TAXES 45,424 56,387 54,700 53,600 6487 VISA /MC BANK CHARGES 2,046 3,032 3,600 3,600 6505 PUBLIC UTILITYADMIN FEE 784,800 - - - 6805 TRANSFER OUT - 692,100 756,600 723,600 6506 TRANSFER FOR CENTRAL SVCS 46,300 - - - 6535 OTHER CONTRACTUAL SERVICES 32,317 55,932 22,600 27,800 6537 JANITORIAL SERVICE 8,866 9,834 4,900 5,100 6539 WASTE REMOVAL /SANITATION SERV 85 - 800 1,100 6569 MAINTENANCE CONTRACTS 6,667 2,166 11,100 11,500 6575 MCES DISPOSAL CHARGES - 1,357 10,900 10,900 OTHER SERVICES AND CHARGES 2,205,410 2,180,532 2,137,600 2,137,100 MERCHANDISE FOR RESALE 6855 MERCHANDISE FOR RESALE 8,687 - 20,100 20,100 MERCHANDISE FOR RESALE 8,687 - 20,100 20,100 TOTAL OPERATING 3,728,089 3,867,258 4,022,600 4,266,600 6,07% CAPITAL OUTLAY 6640 MACHINERY /EQUIPMENT - 30,766 - - 6660 OFFICE FURNISHINGS & EQUIPMENT 113 - - - 6670 OTHER EQUIPMENT 13,533 5,901 9,900 10,000 6680 M 0 B I LE EQU I P M ENT 51 20,828 30,000 190,000 CAP I TAL 0 UTLAY 13,697 57,495 39,900 200,000 CAPITAL /CONSTRUCTION PROJECTS 6630 RENEWAL& REPLACEMENT - - 884,000 688,000 6700 CONSTRUCTION PROJECTS 1,892 183,960 1,600,000 100,000 1,892 183,960 2,484,000 788,000 TOTAL CAPITAL 15,589 241,455 2,523,900 988,000 - 60.8:: "! TOTAL WATER DEPARTMENT $ 3,743,678 $ 4,108,713 $ 6,546,500 $ 5,254,600 _19.73% DEPRECIATION 6488 DEPRECIATION EXPENSE 2,226,437 2,251,483 2,210,000 2,210,000 Ell ofEapo 2015 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 wastewater 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. Description Televised sewer pipe, in feet Sewer pipejetted, in miles Sewer pi pe rel i ned, i n feet New sewer service accounts PERFORMANCE INDICATORS 2012 2013 2014 2015 Actual Actual Estimate Target 158,191 67,168 80,000 100,000 95 98 95 100 7,679 7,515 7,269 7,500 6 24 40 40 City of Expo 2015 Proposed Budget Operating Budget Public Utilities — Sewer (62) Responsible Manager: Jon Eaton, Superintendent of Utilities HIGHLIGHTS & CHANGES Overview: The proposed 2015 Sewer budget shows an overall increase of $14,100, or 0.2% over the 2014 budget. MCES costs, which comprise about 75% of the operating budget, are flat from 2014 to 2015. Capital projects funded by renewal /replacement accounts were approved as part of the Public Works CIP. Select projects are noted below in Highlight 3. Highlight /Change 1: The MCES Wastewater Disposal charges ( #6575) are projected to increase by 0.1% from 2014. A metro wide 3.5% fee increase from MCES was offset by Eagan's wastewater flow reductions (mostly from the I &I program). The fees are established by MCES and allocated to cities for sewage treatment based on their proportionate share of the metro wide total flow. Eagan's sanitary flow of 2214.1 MG, as compared to the total regional flow of 91494.9 MG, calculates to a proportionate share of about 2.4% of the $191,710,000 MWC (MCES) budget. Financial Impact: Increase $3,400 Service Level Impact: None Highlight /Change 2: As with the Water division, the City's independent auditor recommended we add direct personnel costs of the Utility Billing Clerk, Utility Billing /Special Assessment Accountant, GIS coordinator, and a portion of the Public Works Director's salary and benefits to the Public Utilities Fund, thus increasing the personnel expenses and reducing the amount reimbursed to the General Fund. Indirect costs are still reflected in the respectful departments of the General Fund and reimbursed from the Utilities Fund via a transfer out. Financial Impact: None Service Level Impact: None Highlight /Change 3: The 5 -year CIP plan to update infrastructure was discussed and approved through the CIP process. Projects include the new Witham lift station, sewer lining, and SCADA renewal. Financial Impact: Increase of $67,500 from 2014 level. Service Level Impact: Improvements maintain service level and automate some portions of sewage system. _._ . . Expenditure by Category t x and Other Parts and gs 21 Capital Supplies 81% x Outlay 1% t' 1% Personal g Transfer Services Out 11% Highlight /Change 1: The MCES Wastewater Disposal charges ( #6575) are projected to increase by 0.1% from 2014. A metro wide 3.5% fee increase from MCES was offset by Eagan's wastewater flow reductions (mostly from the I &I program). The fees are established by MCES and allocated to cities for sewage treatment based on their proportionate share of the metro wide total flow. Eagan's sanitary flow of 2214.1 MG, as compared to the total regional flow of 91494.9 MG, calculates to a proportionate share of about 2.4% of the $191,710,000 MWC (MCES) budget. Financial Impact: Increase $3,400 Service Level Impact: None Highlight /Change 2: As with the Water division, the City's independent auditor recommended we add direct personnel costs of the Utility Billing Clerk, Utility Billing /Special Assessment Accountant, GIS coordinator, and a portion of the Public Works Director's salary and benefits to the Public Utilities Fund, thus increasing the personnel expenses and reducing the amount reimbursed to the General Fund. Indirect costs are still reflected in the respectful departments of the General Fund and reimbursed from the Utilities Fund via a transfer out. Financial Impact: None Service Level Impact: None Highlight /Change 3: The 5 -year CIP plan to update infrastructure was discussed and approved through the CIP process. Projects include the new Witham lift station, sewer lining, and SCADA renewal. Financial Impact: Increase of $67,500 from 2014 level. Service Level Impact: Improvements maintain service level and automate some portions of sewage system. Expense Personal Services Parts and Supplies Services and Other Charges Capital Outlay Transfer Out Total Depreciation Expense Personnel Superi ntendent Utilities Operations Supervisor Utility Technician System Maintenance Workers Public Works Director GIS Coordinator UB /SA Cl erk UB /SA Accounta nt Total EXPENSE SUMMARY Actual Actual Budget Budget 61,443 47,472 75,500 75,700 5,315,117 4,910,567 4,898,100 4,908,900 32,781 677,916 935,000 .992,500 - 329,100 360,000 344,000 $ 5,963,825 $ 6,591,856 $ 6,918,200 $ 6,989,800 $ 702,198 $ 760,590 704,000 704,000 POSITION INVENTORY 2012 2013 2014 2015 Hours 0.33 0.33 0.33 0.33 686 0.67 0.67 0.67 0.67 1,387 0.5 0.5 0.5 0.5 1,040 4 4 4 4 8,320 0 0.12 0.12 0.12 250 0 0.29 0.29 0.29 603 0 0.29 0.29 0.29 603 0 0.29 0.29 0.29 603 5.50 6.49 6.49 6.49 13492 2015 WORK PLAN Activit Routine 1 Sa nita ry sewer admi nistrati on 2 Sa nita ry sewer fiel d operati on/repai r mai ntena nce 3 1 & I mitigation 4 Emergency call outs 410� City of Expo 2015 Proposed Budget Operating Budget Public Utilities - Sewer (62) Responsible Manager: Jon Eaton, Superintendent of Utilities LINE ITEM DETAIL Actual Actual Budget Budget Acct PERSONAL SERVICES 2012 2013 2014 2015 6110 SALARIES AND WAGES- REGULAR $ 388,734 $ 453,807 $ 425,000 $ 434,800 6112 OVERTIME- REGULAR 7,063 7,435 21,900 22,500 6130 SALARIES AND WAGES- TEMPORARY 19,845 7,119 30,600 31,800 6131 OVERTIME - TEMPORARY 97 - - 6142 PERA- COORDINATED 28,648 32,938 32,400 34,300 6144 FICA 29,533 33,180 36,500 37,400 6151 HEALTH INSURANCE 63,520 74,874 78,300 82,400 6152 LIFE 791 745 - 6154 DISABILITY- LONGTERM 1,451 1,378 - - 6155 WORKERS COMPENSATION 15,183 16,627 24,900 25,500 6157 RETIREE INSURANCE FUNDING (381) (1,302) - TOTAL PERSONAL SERVICES 554,484 626,801 649,600 668,700 PARTS & SUPPLIES 6210 OFFICE SUPPLIES $ 1,907 $ 1,386 $ 2,000 $ 2,000 6212 OFFICE SMALL EQUIPMENT 151 - - - 6215 REFERENCE MATERIALS - - 200 200 6220 OPERATING SUPPLIES - GENERAL 212 - - - 6222 MEDICAL/RESCUE/SAFETY SUPPLI ES 391 466 1,900 1,900 6223 BUILDING /CLEANING SUPPLIES - - 300 300 6224 CLOTH I NG/P ERSONAL EQUI P M ENT 2,143 1,983 2,300 2,500 6230 REPAIR /MAINTENANCE SUPPLIES- GENERAL 2,503 585 2,500 2,500 6231 MO BI LE EQUI P REPAI R PARTS 11,680 4,996 11,600 11,600 6232 SMALL EQUI P M ENT REPAI R PARTS 80 31 300 300 6233 BUI LDI NG REPAI R SUPPLI ES 52 - - - 6234 FIELD /OTHER EQUIPMENT REPAIR 169 - - - 6235 FUEL, LUBRICANTS, ADDITIVES 29,810 28,479 29,900 29,900 6240 SMALLTOOLS 2,036 149 2,000 2,000 6250 LANDSCAPE MATERIALS & SUPPLIES 2,400 - 2,000 2,000 6255 STREET REPAIR SUPPLIES - - 1,000 1,000 6260 UTILITY SYSTEM PARTS /SUPPLIES 7,873 9,397 19,500 19,500 6270 COMPUTER SOFTWARE 36 - - TOTAL PARTS & SUP PLI ES 61,443 47,472 75,500 75,700 SERVICES & OTHER CHARGES 6310 PROFESSIONALSERVICES- GENERAL 94,209 17,523 79,800 80,800 6314 AUDITING 6,000 7,000 7,000 7,300 6346 POSTAGE 8,844 2,834 3,100 3,100 6347 TELEPHONE SERVICE & LINE CHG 7,435 7,043 7,200 7,600 6351 PAGER SERVICE FEES 306 - - - 6352 TELEPHONE CIRCUITS 3,743 3,870 4,000 4,200 6353 PERSONAL AUTO /PARKING - - 100 100 6355 CELLULAR TELEPHONE SERVICE 3,550 2,444 2,000 2,800 6356 ONE CALL SERVICE FEES 6,303 13,754 6,300 6,900 6357 ADVERTISING /PUBLICATIONS - 100 100 6358 EMPLOYMENT ADVERTISI NG - 100 100 6359 LEGAL NOTICE PUBLICATION - 190 - - 6385 INSURANCE 14,100 14,100 14,100 14,100 6405 ELECTRICITY 981 1,030 - - 6408 ELECTRICITY -LIFT STATIONS 6425 MOBILE EQUIPMENT REPAIR LABOR 6429 STREET REPAI R-LABO R 6432 UTI LITY SYSTEM REPAIR -LABOR 6440 1/1 MITIGATION - SUMP PUMP 6441 1/1 MITIGATION - OTHER 6457 MACHINERY AND EQUIPMENT 6476 CONFERENCES AND SCHOOLS 6477 LOCAL MEETING EXPENSES 6479 DUES AND SUBSCRIPTIONS 6480 LICENSES, PERMITS AND TAXES 6487 VISA /MC BANK CHARGES 6505 PUBLIC UTILITYADMIN FEE 6506 TRANSFER FOR CENTRAL SVCS 6805 TRANSFER OUT 6535 OTHER CONTRACTUAL SERVICES 6537 CLEANING CONTRACTUAL SERVICES 6539 WASTE REMOVAL /SANITATION SERVICES 6569 MAINTENANCE CONTRACTS 6575 MCES DISPOSAL CHARGES SERVICES & OTHER CHARGES TOTAL OPERATING CAPITAL OUTLAY 6670 OTHER EQUIPMENT 6680 MOBILEEQUIPMENT CAPITAL O UTLAY CAPITAL /CONSTRUCTION PROJECTS 6630 RENEWAL & REPLACEMENT (BUDGET ONLY) 6700 CONSTRUCTION PROJECTS TOTAL CAPITAL TOTAL SEWER DEPARTMENT DEPRECIATION 6488 DEPRECIATION EXPENSE 5,931,044 5,913,940 5,983,200 5,997,300 0,2% 241 - - 207,832 100,000 90,000 208,073 100,000 90,000 - - 835,000 902,500 32,781 469,843 - - 32,781 469,843 835,000 902,500 32,781 677,916 935,000 992,500 6,1% $ 5,963,825 $ 6,591,856 $ 6,918,200 $ 61989,800 1,0`r> $ 702,198 $ 760,590 $ 704,000 $ 704,000 LINE ITEM DETAIL (CONT'D) Actual Actual Budget Budget 2012 2013 2014 2015 23,566 24,836 26,600 27,800 1,645 11,983 1,000 1,000 - - 5,000 5,000 30,250 39,805 28,500 28,500 453,290 369,855 20,000 20,000 35,365 896 63,000 63,000 999 - 1,000 1,000 2,732 3,355 6,500 6,700 - - 200 200 16 41 - 1,100 306 224 500 500 2,046 3,032 2,400 2,400 373,100 - - - 23,200 - - - - 329,100 360,000 344,000 13,998 20,430 900 2,000 - - 4,900 5,100 42 - 700 1,000 1,734 321 1,500 1,500 4,207,357 4,366,001 4,611,600 4,615,000 5,315,117 5,239,667 5,258,100 5,252,900 5,931,044 5,913,940 5,983,200 5,997,300 0,2% 241 - - 207,832 100,000 90,000 208,073 100,000 90,000 - - 835,000 902,500 32,781 469,843 - - 32,781 469,843 835,000 902,500 32,781 677,916 935,000 992,500 6,1% $ 5,963,825 $ 6,591,856 $ 6,918,200 $ 61989,800 1,0`r> $ 702,198 $ 760,590 $ 704,000 $ 704,000 Citylof Hap 2015 Proposed Budget Operating Budget Public Utilities — Street Lighting (63) Responsible Manager: Tim Plath, Transportation 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 Description Street lights maintained (city- owned) New street lights installed (city- owned) Upgrade existing street lights (utility- owned) Traffic signals (city, county & state) New traffic signals installed (city, county & state) 2012 2013 2014 2015 Actual Actual Estimate Target 313 334 367 370 0 33 0 0 4 0 9 12 69 69 69 69 0 0 0 0 City of Ha p 2015 Proposed Budget Operating Budget Public Utilities — Street Lighting (63) Responsible Manager: Tim Plath, Transportation Operations Engineer HIGHLIGHTS & CHANGES Overview: The proposed Street Lighting budget shows an increase of $44,000, or 7.0 %, due to increased energy and repair costs as well as installations of new street lights. Highlight /change 1: Electricity for Street Lights ( #6406) is expected to be up $17,500 or 3.6% over the 2014 budget, while Signal Lights ( #6407) power is expected to be up $2,200 or 12.2% from the 2014 budget. Financial Impact: Combined increase of $19,700 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 2015. Financial Impact: Increase $9,000 Service Level Impact: None Highlight /Change 3: Utility System Repair /Labor ( #6432) shows a contingency increase based on historical repair costs. Financial Impact: Increase of $17,300 Service Level Impact: None Cl(j of Eap 2015 Proposed Budget Operating Budget Public Utilities — Street Lighting (63) Responsible Manager: Tim Plath, Transportation Operations Engineer EXPENSE SUMMARY POSITION INVENTORY Personnel Actual Actual Budget Budget Expenditure 2012 2013 2014 2015 Personal Services - 8,900 9,300 9,000 Parts and Supplies - 191 - - Services and Other Charges 494,292 535,820 617,400 661,700 Total $ 494,292 $ 544,911 $ 626,700 $ 670,700 Depreciation Expense $ 12,797 $ 12,797 $ 12,800 $ 12,800 POSITION INVENTORY Personnel 2012 2013 2014 2015 Hours Public Works Director 0 0.01 0.01 0.01 21 UB /SAAccountant 0 0.03 0.03 0.03 62 UB /SA Cl erk 0 0.03 0.03 0.03 62 GIS Coordinator 0 0.03 0.03 0.03 62 Total 0.00 0.10 0.10 0.10 208 2015 WORK PLAN Activity Routine 1 Coordinate the installation of street lights on City streets through private developments or public improvements 2 Address maintenance needs of the City's street lighting system & traffic control signals 3 Provide field surveying, feasibi I ity stud ies/reports and staff support at Counci I meetings for pub I ic improvements for street I ights 4 Manage the reimbursement of electrica I services for street I ighting and traffic sign a Is 5 Update Capital Improvement Programfor City's street lightand traffic control signals 6 Coordinate /present Public Hearings /Final Assessment Hearings for City improvements for streetlights LINE ITEM DETAIL TOTAL STREET LIGHTING DEPARTMENT 6488 DEPRECIATION EXPENSE $ 494,292 $ 544,911 $ 626,700 $ 670,700 7.02 $ 12,797 $ 12,797 $ 12,800 $ 12,800 Actual Actual Budget Budget Acct PERSONAL SERVICES 2012 2013 2014 2015 6110 SALARI ES AND WAGES-REGULAR $ $ 6,900 $ 7,300 $ 7,100 6142 PERA- COORDINATED 500 500 500 6144 FICA 500 600 500 6151 HEALTH INSURANCE 1,000 900 900 TOTAL PERSONAL SERVICES 9,300 9,000 PARTS & SUPPLIES 6260 UTIUTYSYSTEM PARTS /SUPPLIES $ $ 191 $ - $ - TOTAL PARTS ' &SUPPLIES 191 - - SERVICES &OTHER CHARGES 6310 PROFESSIONAL SERVICES - GENERAL 1,109 3,180 5,000 5,000 6406 ELECTRICITY- STREET LIGHTS 418,291 435,710 482,300 499,800 6407 ELECTRICITY - SIGNAL LIGHTS 15,694 17,621 18,000 20,200 6411 UTILITY SYSTEM STREETLIGHT INSTALLATIONS 5,065 114 27,000 36,000 6432 UTILITY SYSTEM REPAIR -LABOR 10,836 41,540 40,800 58,100 6505 PUBLIC UTI LITY ADMIN FEE 38,600 - - - 6805 TRANSFER OUT - 34,100 37,300 35,600 6535 OTHER CONTRACTUAL SERVICES 4,697 3,555 7,000 7,000 OTHER SERVICES AND CHARGES 494,292 535,820 617,400 661,700 TOTAL STREET LIGHTING DEPARTMENT 6488 DEPRECIATION EXPENSE $ 494,292 $ 544,911 $ 626,700 $ 670,700 7.02 $ 12,797 $ 12,797 $ 12,800 $ 12,800 City of Hap 2015 Proposed Budget Operating Budget Public Utilities o 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 2012 2013 2014 2015 Description Actual Actual Estimate Target Televised storm pipes, in feet 4,508 4,571 4,500 4,500 Grease Trap Inspections 169 173 170 170 Construction inspections performed 122 155 100 100 Ponds inspected 155 315 289 250 Control structures checked 407 643 632 550 • y 2015 Proposed Budget Operating Budget Public Utilities —Storm Drainage (64) Responsible Manager: Jon Eaton, Superintendent of Utilities Expenditure by Category Services and Other _ =' Capital JOutlay Charges 48% 23% 1 I Personal Partsand �$i � +j �I IEI ilr��; �+� ��, W Services Supplies, 27% 2% HIGHLIGHTS & CHANGES Overview: The proposed 2015 Storm Drainage operating budget shows an overall increase of $900, or 0.29 %, from the 2014 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 1 below. Highlight /Change 1: The Capital Renewal & Replacement projects include delta removal, SCADA renewal and general storm water infrastructure maintenance. Financial Impact: Total cost is $90,000, the same as 2014 Service Level Impact: None 2015 WORK PLAN Activity Routine 1 Inspection /clean -up of structures 2 Lift station maintenance 3 Weed harvesting 4 Water quality support 5 Aerati on 6 Storm response Actual Actual Budget Budget Expenditure 2012 2013 2014 2015 Personal Services $ 91,249 $ 127,216 $ 104,900 $ 108,800 Parts and Supplies 4,586 6,637 13,700 8,600 Services and Other Charges 155,808 211,469 190,100 192,000 Capital Outlay 2,001 - 110,000 90,000 Total $ 253,644 $ 345,322 $ 418,700 $ 399,400 Depreciation Expense $ 1,038,862 $ 1,036,359 $ 1,035,000 $ 1,035,000 POSITION INVENTORY Personnel 2012 2013 2014 2015 Hours System Maintenance Workers 0.5 1 1 1 2,080 Public Works Director 0 0.01 0.01 0.01 21 UB /SAClerk 0 0.02 0.02 0.02 42 UB /SAAccountant 0 0.02 0.02 0.02 42 GI S Coordinator 0 0.02 0.02 0.02 42 Total 0.5 1.07 1.07 1.07 2226 2015 WORK PLAN Activity Routine 1 Inspection /clean -up of structures 2 Lift station maintenance 3 Weed harvesting 4 Water quality support 5 Aerati on 6 Storm response LINE ITEM DETAIL TOTAL STORM DRAINAGE DEPARTMENT $ 253,644 $ 345,322 $ 418,700 $ 399,400 -4.61% DEPRECIATION 6488 DEPRECIATION EXPENSE $ 1,038,862 $ 1,036,359 $ 1,035,000 $ 1,035,000 Actual Actual Budget Budget Acct PERSONAL SERVICES 2012 2013 2014 2015 6110 SALARIES AND WAGES- REGULAR $ 61,462 $ 76,911 $ 62,400 $ 64,000 6112 OVERTIME- REGULAR 151 251 1,300 1,300 6130 SALARIES AND WAGES- TEMPORARY 7,736 20,621 12,500 13,000 6142 PERA - COORDINATED 4,352 5,664 4,600 4,900 6144 FICA 4,845 7,153 5,800 6,000 6151 HEALTH INSURANCE 9,983 12,992 13,700 14,800 6152 LIFE 121 151 - - 6154 DISABILITY- LONG TERM 222 277 - - 6155 WORKERS COMPENSATION 2,253 3,196 4,600 4,800 6157 RETIREE HEALTH INSURANCE 124 - TOTAL PERSONAL SERVICES 91,249 127,216 104,900 108,800 PARTS & SUPPLIES 6210 OFFICE SUPPLIES - - 500 - 6222 MEDICAL /RESCUE /SAFETY SUPPLIES - - 300 - 6224 CLOTHING /PERSONAL EQUIPMENT 425 425 500 600 6230 REPAIR /MAINTENANCE SUPPLIES- GENERAL - - 300 - 6231 MOBILE EQUIPMENT REPAIR PARTS 100 6232 SMALL EQUI PM ENT REPAIR PARTS 200 6235 FUELS, LUBRICANTS, ADDITIVES 300 6240 SMALLTOOLS 500 6250 LANDSCAPE MATERIAL & SUPPLIES 34 2,000 6255 STREET REPAIR SUPPLIES - - 1,000 - 6260 UTILITY SYSTEM PARTS /SUPPLIES 4,127 6,212 8,000 8,000 TOTAL PARTS & SUPPLIES 4,586 6,637 13,700 8,600 SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES- GENERAL 1,120 5,000 5,000 6357 ADVERTISING /PUBLICATIONS - - 100 - 6358 EMPLOYMENT ADVERTISING - - 100 - 6385 INSURANCE 3,900 3,900 3,900 3,900 6408 ELECTRICITY -LIFT STATIONS 92,943 119,597 118,000 121,500 6428 FIELD /OTHER EQUIPMENT REPAIR -LABOR 7 - - - 6432 UTILITY SYSTEM REPAIR - LABOR 30,402 64,994 36,000 36,000 6457 MACHINERY AND EQUIPMENT 1,312 - 1,000 1,000 6476 CONFERENCES AND SCHOOLS 325 225 400 400 6480 LICENSES, PERMITS ANDTAXES 99 - - - 6505 PUBLIC UTILITY ADMIN FEE 25,700 - - - 6805 TRANSFER OUT - 22,600 25,100 23,700 6535 OTHER CONTRACTUAL SERVICES 153 - - 6539 WASTE REMOVAL /SANITATION SERVICE - 500 500 OTHER SERVICES AND CHARGES 155,808 211,469 190,100 192,000 TOTAL OPERATING 251,643 345,322 308,700 309,400 0.23 CAPITAL CONSTRUCTION /PROJECTS 6630 OTHER IMPROVEMENTS - - 90,000 90,000 6700 CONSTRUCTION PROJECTS 2,001 20,000 TOTAL CAPITAL 2,001 110,000 90,000 -18.18 TOTAL STORM DRAINAGE DEPARTMENT $ 253,644 $ 345,322 $ 418,700 $ 399,400 -4.61% DEPRECIATION 6488 DEPRECIATION EXPENSE $ 1,038,862 $ 1,036,359 $ 1,035,000 $ 1,035,000 City of Evan 2015 Proposed Budget Operating Budget Public Utilities — Water Quality (65) Responsible Manager: Eric Macbeth, Water Resources Manager PURPOSE & DESCRIPTION The purpose of the Public Utilities — Water Quality Department is to: • Protect and improve natural, aesthetic, and recreational qualities of Eagan lakes and wetlands for enjoyment and use by residents of the City and region. The Public Utilities — Water Quality Department is responsible for the following functions: • Direct implementation of Eagan Water Quality Management Plan. • 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 2012 2013 2014 2015 Description Actual Actual Estimate Target Lakes, wetlands monitored in long -term program 14 12 14 10 Lakes aerated in winter for fisheries 1 13 13 13 Lakes monitored for fish populations 3 3 2 3 Loads of aquatic plants removed from lakes 71 46 70 50 Lakes of study /planning efforts 2 12 12 12 Climb Theatre performances in K -12 schools 4 5 4 4 Youth Fishing Program participants 7 254 75 90 Rain gardens /stormwater infiltration structures installed 6 0 0 0 Biennial LakeFest attendees 250 N/A 300 N/A City of Evan 2015 Proposed Budget Operating Budget Public Utilities— Water Quality (65) Responsible Manager: Eric Macbeth, Water Resources Manager HIGHLIGHTS & CHANGES Overview: The proposed 2015 Water Quality budget is up $1,600, or 0.2 %, over 2014, primarily due to an alum treatment project in Lemay Lake in the current year that replaces several sizable projects in the 2014 budget. Highlight /Change 1: Full lake surface alum treatment is recommended for LeMay Lake as a result of the LeMay Lake Total Maximum Daily Load (TMDL) study that was funded by a Minnesota Pollution Control Agency grant. Financial Impact: $72,000 project. Service Level Impact: Addresses phosphorus reduction required by LeMay Lake TMDL study Highlight /Change 2: Estimated repair and fuel costs for sweepers and trucks, which the Water Quality budget traditionally has shared about equally with the Streets budget, are expected to increase. Financial Impact: $5,500 increase (6231, 6235) Service Level Impact: None Highlight /Change 3: Landscape Material & Supplies is reduced due to removal of the 2014 budget's one -time plant replacements within the right -of -way of Denmark Avenue. Financial Impact: $4,500 decrease (6250) Service Level Impact: None Highlight /Change 4: Funding of K -3 education with performances in the classrooms of local elementary schools through the use of the CLIMB Theatre is re- instated. This is a return to the established past practice with an amount near the 2013 budget. The 2014 cost for the CLIMB Theatre had been shifted to the Gun Club Lake WMO and been addressed in the Watershed Management Assessment (6495) for 2014. Financial Impact: None Service Level Impact: None Highlight /Change 6: In 2014, the City's Auditor (KDV) recommended we add direct personnel costs of the Utility Billing Clerk, Utility Billing /Special Assessment Accountant, GIS coordinator, and a portion of the Public Works Director's salary and benefits to the Public Utilities Fund, thus reducing the amount reimbursed to the General Fund. Indirect costs, such as accounting services, are still reflected in the respectful departments of the General Fund. Financial Impact: None Service Level Impact: None EXPENDITURE SUMMARY POSITION INVENTORY Personnel Actual Actual Budget Budget Expenditure 2012 2013 2014 2015 Personal Services $ 306,454 $ 350,483 $ 398,600 $ 405,900 Parts and Supplies 36,962 126,183 68,900 73,700 Services and Other Charges 150,677 382,811 233,000 220,100 Other 3,080 3,080 3,600 3,600 Capital Outlay 480,212 436,025 4,800 7,200 Total $ 977,385 $ 1,298,582 $ 708,900 $ 710,500 Depreciation Expense $ 117,485 $ 115,331 $ 56,000 $ 115,300 POSITION INVENTORY Personnel 2012 2013 2014 2015 Hours Water Resources Manager 0 0 1 1 2,080 Water Resources Coordinator 1 1 0 0 - Water Resources Specialist 1 1 1 1 2,080 Water Resources Technician 1 1 1 1 2,080 System Mai nt Worker 0.5 0 0 0 - Operations Support Specialist 0.5 0.5 0.5 0.5 1,040 Clerical Technician 0.5 0.5 0.5 0.5 1,040 Public Works Director 0 0.02 0.02 0.02 42 UB /SAAccountant 0 0.05 0.05 0.05 104 UB /SA Clerk 0 0.05 0.05 0.05 104 GIS Coordinator 0 0.05 0.05 0.05 104 Total 4.5 4.17 4.17 4.17 8,674 2015 WORK PLAN Activity Routine 1 Program administration /s:taffsupervision /operations &clerical support 2 Monitor & manage water resources and relevant land use activities 3 Monitor/ coordinaterequi red TMDLimplementationp lans 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 141� City of Eapo 2015 Proposed Budget Operating Budget Public Utilities - Water Quality (65) Responsible Manager: Eric Macbeth, Water Resources Manager LINE ITEM DETAIL Actual Actual Budget Budget Acct PERSONAL SERVICES 2012 2013 2014 2015 6110 SALARIES AND WAGES - REGULAR $ 223,330 $ 262,105 $ 292,100 $ 300,100 6130 SALARIES AND WAGES- TEMPORARY 13,606 7,757 8,100 8,800 6142 PERA - COORDINATED 16,499 18,654 21,200 22,500 6144 FICA 16,872 18,198 23,000 23,600 6151 HEALTH INSURANCE 31,331 38,222 48,700 45,200 6152 LIFE 423 443 - - 6154 DISABILITY- LONG TERM 814 858 - - 6155 WORKERS COMPENSATION 3,964 5,013 5,500 5,700 6157 RETIREE INSURANCE FUNDING (385) (767) - - TOTAL PERSONAL SERVICES 306,454 350,483 398,600 405,900 PARTS & SUPPLIES 6210 OFFICE SUPPLIES 80 16 100 100 6215 REFERENCE MATERIALS 64 11 100 100 6220 OPERATING SUPPLIES - GENERAL 2,939 4,107 2,100 3,200 6222 MEDICAL /RESCUE /SAFETY SUPPLIES 1,644 59 100 100 6224 CLOTHING /PERSONAL EQUIPMENT 337 706 300 800 6227 RECREATION EQUIPMENT /SUPPLIES - 1,475 1,600 1,600 6231 MOBILE EQUIP REPAIR PARTS 9,288 13,572 9,900 12,300 6232 SMALL EQUIPMENT REPAIR PARTS 229 357 500 400 6234 FIELD /OTHER EQUIPMENTREPAIR 491 994 300 2,000 6235 FUEL, LUBRICANTS, ADDITIVES 8,886 12,733 13,900 17,000 6240 SMALLTOOLS 294 182 300 200 6244 CHEMICALS& CHEMICAL PRODUCTS 8,675 77,749 34,000 34,000 6250 LANDSCAPE MATERIAL& SUPPLIES 1,115 12,447 5,000 500 6257 SIGNS & STRIPING MATERIAL 683 1,649 600 1,200 6260 UTILITY SYSTEM PARTS /SUPPLIES 1,584 126 - - 6270 COMPUTER SOFTWARE 653 - 100 200 TOTAL PARTS & SUPPLIES 36,962 126,183 68,900 73,700 Actual Actual Budget Budget SERVICES & OTHER CHARGES 2012 2013 2014 2015 6310 PRO FESSI0NALSERVICES-GENERAL 10,912 251,904 92,600 10,300 6323 TESTING SERVICES 22,513 18,548 21,800 20,800 6328 SPECIAL EVENTS /ADMISSION FEES 1,271 - 2,000 - 6346 POSTAGE 5 2 - - 6353 PERSONALAUTO /PARKING 51 20 100 100 6354 CAR WASHES 67 - - - 6355 CELLULAR TELEPHONE SERVICE 1,244 1,305 1,900 1,800 6359 LEGAL NOTICE PUBLICATION - - 100 - 6370 GENERAL PRINTING AND BINDING 2,000 City of Eabail 2015 Proposed Budget Operating Budget Public Utilities - Water Quality (65) Responsible Manager: Eric Macbeth, Water Resources Manager LINE ITEM DETAIL (CONT'D) Acct PERSONAL SERVICES 6385 INSURANCE 6405 ELECTRICITY 6425 MOBILE EQUIPMENT REPAIR- LABOR 6426 SMALL EQUIPMENT REPAIR -LABOR 6457 MACHINERY AND EQUIPMENT 6475 MISCELLANEOUS 6476 CONFERENCES AND SCHOOLS 6477 LOCAL MEETING EXPENSES 6479 DUES AND SUBSCRIPTIONS 6480 LICENSES, PERMITS AND TAXES 6495 WATERSHED MANAGEMENTASSESSMNT 6505 PUBLIC UTILITY ADMIN FEE 6805 TRANSFER OUT 6535 OTHER CONTRACTUAL SERVICES OTHER SERVICES AND CHARGES OTHER 6860 COSTSHARING PAYMENTS OTHER TOTAL OPERATING Actual Actual Budget Budget 2012 2013 2014 2015 8,000 8,526 8,000 8,000 769 3,365 2,300 2,600 - - 100 - 1,965 3,449 100 3,200 6700 CONTRUCTION PROJECTS 100 432,576 - - 100 - 2,296 2,812 2,200 2,700 31 58 100 100 3,882 698 400 1,900 608 2,377 600 200 33,048 33,036 36,400 37,100 64,300 - - - - 56,800 62,100 59,300 1,680 3,360 - 75,200 150,677 382,811 233,000 220,100 3,080 3,080 3,600 3,600 3,080 3,080 3,600 3,600 497,173 862,557 704,100 703,300 -0.11 Acct CAPITAL OUTLAY 6640 MACHINERY /EQUIPMENT 177 4,000 6660 OFFICE FURNISHINGS & EQUIPMENT 1,687 - - - 6670 OTHER EQUIPMENT 1,965 3,449 4,800 3,200 6700 CONTRUCTION PROJECTS 476,383 432,576 - - CAP ITALOUTLAY 480,212 436,025 4,800 7,200 TOTAL CAPITAL 480,212 436,025 4,800 7,200 50.00 TOTAL WATER QUALITY DEPARTMENT $ 977,385 $ 1,298,582 $ 708,900 $ 710,500 0.23 6488 DEPRECIATION EXPENSE $ 117,485 $ 115,331 $ 56,000 $ 115,300 City of EaPH 2015 Proposed Budget Operating Budget Civic Arena Responsible Manager: Mark Vaughan, Campus Facilities Manager 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 2012 2013 2014 2015 Description Actual Actual Estimate Target Participants in skate school program 1,760 1,834 1,800 1,850 Summer hockey rental hours (June 1 -Aug 31) 755 891 800 850 Adult leagueteam registrations 60 56 50 50 Dry floor events 6 7 6 7 Prime ice rental hours (Oct 15 - March 15) 2,933 3,064 3,000 3,000 2015 Proposed Budget Operating Budget City of Eapn Civic Arena Responsible Manager: Mark Vaughan, Campus Facilities Manager Reserve for Expenditure by Category Renewal & Replace. 12% I Personal Merch. for - {�. Services Resale 52% 3% Capital) Parts and Outlay _ Supplies 1% .................................................................... _ .............._ ............5./� HIGHLIGHTS & CHANGES Overview: The 2015 proposed budget is down $21,200 or (2.0%), from 2014, due primarily to the charter hockey school no longer renting space at the Civic Arena. The budget reflects an updated repair and replacement (R &R) schedule to reflect more accurate replacement costs. The list of items to be funded through R &R has been updated as well. The budget also reflects a recommended $5 increase in the prime -time and non -prime hourly ice /turf rates to remain competitive with other area ice rinks. Highlight /Change 1: Wages for part -time staff increase due to the mandated increases in minimum wage. Staff levels remain steady. Budget Impact: $29,000 increase from 2014 budget ($10,000 increase from 2013 actual) Service Level Impact: No change Highlight /Change 2: 2015 capital equipment investment will primarily focus on repairs in the shower rooms and replacing plumbing hardware in restrooms. There are also plans to purchase electronic concession menu boards and possibly replace the arena scoreboard in partnership with the Eagan Hockey Association. Budget Impact: $12,200 in these capital items Service Level Impact: Items requested will enhance the care and service in the building as well as improve the customer experience. Highlight /Change 3: The Northern Educate hockey school operating in Civic Arena through a rental of daytime ice and meeting space left the arena in Fall 2013. Budget Impact: The school paid $57,600 in fees to the arena in 2013. The 2015 budget anticipates that $37,000 of this ice time and meeting space rental will be replaced by rentals to other groups, so the net reduction in budgeted revenues from 2014 is $20,600. Service Level Impact: The arena has capacity to rent space to additional groups and programs. Highlight /Change 4: The proposed budget anticipates a rate increase of $5 per hour for both prime and non -prime ice time rental. Approximate increase in revenue will be $9,000 from prime hours and $8,000 from non -prime hours. Budget Impact: Increase in revenues of $17,000 Service Level Impact: None Highlight /Change 5: R &R projects are reviewed annually to make sure they are accurate and appropriately scheduled. The R &R items to be replaced this year are listed below. Several items slated for this year were previously scheduled for prior years, but the replacements were delayed due to the actual (good) condition of the items. Financial Impact: All items have been funded through the Renewal and Replacement account for the Civic Arena. Service Level Impact: All R &R items are replacements of current equipment that will continue service at current levels. City of Eapn 2015 Proposed Budget Operating Budget Civic Arena Responsible Manager: Mark Vaughan, Campus Facilities Manager POSITION INVENTORY- CIVIC ARENA Personnel 2012 2013 2014 2015 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 The Civic Arena and Cascade Bay share a number of staff. The Cascade Bay staff complement is shown below: POSITION INVENTORY - CASCADE BAY Personnel 2012 2013 2014 2015 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 2015 WORK PLAN Activity Routine 1 Respond to public comments or requests via phone or in person 2 Dai ly mai ntena nce of ice and cl eani ng of bui I di ng 3 Manage the building infrastructure to ensure efficient, safe and clean environment 4 Develop promotional materials for facility 5 Recruit, hi re, trai n and supervise temporary and part ti me employees 6 Provide work direction to ensure high level of customer service is maintained 7 Manage staff scheduling and training to meet the demands of the building 8 Provide support to the day -to -day concessions operation 9 Establish and manage skate school program and auxilliary events 10 Provide input and directions pertaining to policies, budget and general operation of CA 11 Develop and manage capital improvements and long range planning 12 Develop and manage policies & procedures that best meet the needs of the community 41C�� o :. Eap 2015 Proposed Budget Operating Budget Civic Arena Responsible Manager: Mark Vaughan, Campus Facilities Manager Proposed 2015 Hourly Rates ( source of data on other cities: staff phone survey of proposed rates for upcoming year). Bumsville St.Thomas Ice Arena Lakeville Apple Valley Farmington Eagan Inver Grove Heights South St. Paul Richfield Rosemount Full Floor 1/2 floor Less than 24 /hour notice Resident Non- resident Resident w /outside F & B Non - resident w /outside F & B Eagan Hockey Eastview Hockey Eagan Figure Skating Club Rental Prime Non -prime Ice time 8- hour rental Prime Non -prime Off -peak 220 185 (neg) 95 220 140 (neg) 215 215 (neg) 215 215 (neg) 210 155 205 140 (neg) 120 205 140 (neg) 200 155 (neg) (neg) 200 165 195 125 Turf /Dry Floor Concreate 90 /hour 50 /hour 50 /hour 25 /hour 95 /hour 47.50 /hour Mezzanine Rental RENTAL RATES notes BV can negotiate the non -prime may stay at $210.00 no response yet volume discounting non prime may be raised $10 Arena Floor $650 /day $325 /day Hourly 8- hour rental All Day Rental (7am -1 am) 27 /hour $200/8 hours $250 /day 31 /hour $225/8 hours $300 /day 60 /hour $440/8 hours $500 /day 67 /hour $500/8 hours $600 /day Communitv Room N/C N/C N/C 20 /hour Training Center Rooms 27 /hour 15 /hour 41111, city of Eap 2015 Proposed Budget Operating Budget Civic Arena Responsible Manager: Mark Vaughan, Campus Facilities Manager REVENUE SUMMARY EXPENDITURE SUMMARY Actual Actual Budget Budget Acct REVENUES 2012 2013 2014 2015 4304 OTHER REVENUE $$12 $$ (61) $ - $ - 4305 EQUIPMENT RENTAL 9,309 8,681 9,500 9,000 4310 PARK PROGRAM REVENUE NON -TAX 123,319 134,833 129,000 130,000 4311 PARK PROGRAM REVENUE 122,431 130,800 126,000 122,500 4312 CONCESSION SALES 60,962 58,257 64,000 62,200 4314 MERCHANDISE SALES - TAXABLE 7,707 8,075 8,100 8,000 4315 MERCHANDISE SALES - NON TAXABLE 1,748 1,844 1,000 1,700 4316 GROUPSALES - TAXABLE 98 166 - - 4318 DAILY ADMISSIONS - TAXABLE - 3 - 4320 MARKETING REVENUE 14,224 18,650 17,000 17,000 4321 MEMBERSHIPS- TAXABLE 32 - - - 4322 VENDING (CITY OWNED) 15,081 13,695 14,000 14,000 4323 VENDING (VENDORS) 4,185 5,058 4,000 4,000 4324 ROOM RENTAL 9,699 26,868 11,000 16,000 4325 ROOM RENTAL NON -TAX 4,872 8,484 6,000 4,000 4326 FACILITY /ICE RENTAL 172,041 161,495 174,000 140,000 4327 FACILITY RENTAL NON -TAX 469,942 494,020 491,000 505,000 TOTAL CIVIC ARENA REVENUES $ 1,027,893 $ 1,070,868 $ 1,054,600 $ 1,033,400 -2.01 EXPENDITURE SUMMARY Depreciation Expense $ 423,731 $ 416,730 $ 420,000 $ 420,000 Proposed Actual Actual Budget Budget Expenditure 2012 2013 2014 2015 Personal Services $ 498,906 $ 548,706 $ 493,200 $ 534,500 Parts and Supplies 47,572 51,501 49,000 48,000 Services and Other Charges 230,246 253,825 236,100 247,400 Merchandise for Resale 45,952 42,832 45,000 45,500 Capital Outlay 22,174 13,942 131,900 132,400 Debt Service 183,373 36,507 99,400 25,600 Total $ 1,028,223 $ 947,313 $ 1,054,600 $ 1,033,400 Depreciation Expense $ 423,731 $ 416,730 $ 420,000 $ 420,000 19�� Icy 0�� 2015 Proposed Budget Operating Budget of Civic Arena Responsible Manager: Mark Vaughan, Campus Facilities Manager Continued on next page EXPENSES DETAIL Actual Actual Budget Budget Acct PERSONAL SERVICES 2012 2013 2014 2015 6110 SALARIES AND WAGES - REGULAR $ 212,042 $ 247,510 $ 224,700 $ 228,900 6112 OVERTIME -- REGULAR 124 - 500 500 6130 SALARIES AND WAGES - TEMPORARY 184,607 185,093 166,000 195,000 6131 OVERTIME - TEMPORARY - - - - 6142 PERA - COORDINATED 24,613 27,085 16,300 17,200 6144 FICA 29,120 30,852 29,900 32,500 6151 HEALTH INSURANCE 40,591 49,960 50,000 54,100 6152 LIFE INSURANCE 427 518 - - 6154 DISABILITY- LONGTERM 765 921 - - 6155 WORKERS COMPENSATION 6,747 6,722 5,800 6,300 6157 RETIREE HEALTH INSURANCE (130) 45 - - TOTAL PERSONAL SERVICES 498,906 548,706 493,200 534,500 PARTS & SUPPLIES 6210 OFFICE SUPPLI ES 373 377 400 400 6220 OPERATING SUPPLIES - GENERAL 18,394 20,553 18,500 17,700 6222 MEDICAL /RESCUE /SAFETY SUPPLIES 525 476 500 500 6223 BUILDING /CLEANING SUPPLIES 4,265 6,351 6,000 5,600 6224 CLOTHING /PERSONAL EQUIPMENT 1,516 879 900 1,000 6230 REPAIR /MAINTENANCESUPP -GENL 14,779 13,287 15,000 14,100 6233 BUILDING REPAIR SUPPLIES 6,627 6,566 6,000 6,600 6235 FUEL, LUBRICANTS, ADDITIVES - 50 100 100 6240 SMALLTOOLS 16 269 300 500 6241 SHOP MATERIALS 46 431 300 50o 6244 CHEMICALS & CHEMICAL PRODUCTS 1,031 2,262 1,000 1,000 TOTAL PARTS & SUPPLIES 47,572 51,501 49,000 48,000 SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES- GENERAL - - 100 100 6314 AUDITING 800 900 900 900 6315 FINANCIAL- NON -AUDIT - 525 - - 6346 POSTAGE 242 197 300 300 6347 TELEPHONE SERVICE & LINE CHG 1,147 1,489 2,000 2,400 6348 MATRIX SERVICE & REPAIR - - 200 200 6353 PERSONAL AUTO /PARKING 16 16 200 200 6355 CELLULAR TELEPHONE SERVICE 618 593 700 1,200 6357 GENERAL ADVERTISING 3,185 4,780 6,300 9,200 6370 GENERAL PRINTING AND BINDING 1,265 2,008 1,500 1,400 6385 INSURANCE 7,800 7,800 7,800 7,300 6405 ELECTRICITY 139,355 147,600 133,500 134,500 6410 NATURAL GAS SERVICE 6,168 5,519 5,900 5,300 6457 MACHINERY AND EQUIPMENT 3,623 4,079 4,000 3,700 Continued on next page EXPENSES DETAIL (CONT'D) 6475 MISCELLANEOUS 6476 CONFERENCES AND SCHOOLS 6477 LOCAL MEETING EXPENSES 6479 DUES AND SUBSCRIPTIONS 6480 LICENSES, PERMITS AND TAXES 6487 VISA /MC BANK CHARGES 6535 OTHER CONTRACTUAL SERVICES 6539 WASTE REMOVAL /SANITATION SERV 6569 MAINTENANCE CONTRACTS SERVICES AND OTHER CHARGES MERCHANDISE FOR RESALE 6855 MERCHANDISE FOR RESALE MERCHANDISE FOR RESALE TOTAL OPERATING CAPITAL OUTLAY 6630 OTHER IMPROVEMENTS 6640 MACHINERY/ EQUIPMENT 6660 OFFICE FURNISHINGS & EQUIPMENT 6670 OTHER EQUIPMENT 6756 BUILDINGS &STRUCTURES CAPITAL OUTLAY 6810 CAPITAL EQUIPMENT ALLOCATION RESERVE FOR RENEWAL& REPLACEMENT TOTAL CAPITAL DEBT SERVICE 6491 INTEREST 6490 PRINCIPAL TOTAL DEBT SERVICE TOTAL CIVIC ARENA Actual Actual Budget Budget 2012 2013 2014 2015 $ 34 $ - $ 185 676 900 3,000 - - 100 100 1,163 1,177 1,000 1,000 657 1,057 1,000 1,100 10,315 12,215 9,000 12,000 11,616 19,285 15,900 19,800 3,928 4,602 4,000 5,200 37,991 39,273 40,800 38,500 230,246 253,825 236,100 247,400 45,952 42,832 45,000 45,500 45,952 42,832 45,000 45,500 822,676 896,864 823,300 875,400 6.33 1,055 2,519 - - 2,528 5,192 1,700 1,400 18,591 - - 1,200 - 6,231 - 9,600 22,174 13,942 1,700 12,200 - - 10,000 - 120,200 120,200 - - 130,200 120,200 22,174 13,942 131,900 132,400 0.38 85,273 36,507 - - 98,100 99,400 25,600 183,373 36,507 99,400 25,600 -74.25 $ 1,028,223 $ 947,313 $ 1,054,600 $ 1,033,400 -2.01 6488 DEPRECIATION & AMORTIZATION EXPENSE $ 423,731 $ 416,730 $ 420,000 $ 420,000 4kCity of Eap 2015 Proposed Budget Operating Budget Aquatic Facility - Cascade Bay Responsible Manager: Mark Vaughan, Campus Facilities Manager 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 Paid rounds of golf 4,488 5,523 5,770 5,000 Private rentals 9 7 10 9 2012 2013 2014 2015 Description Actual Actual Estimate Target Season passes sold 2,673 2,381 2,624 3,000 Total attendance 121,249 107,545 95,184 120,000 Group admissions 18,673 14,825 14,925 20,000 Days facility is open 90 91 87 89 Paid rounds of golf 4,488 5,523 5,770 5,000 Private rentals 9 7 10 9 City of Eap 2015 Proposed Budget Operating Budget Aquatic Facility — Cascade Bay Responsible Manager: Mark Vaughan, Campus Facilities Manager HIGHLIGHTS & CHANGES Overview: The proposed 2015 Cascade Bay budget reflects an increase of $4,000, or 0.4% over 2014. A higher minimum wage rate for 2015 is offset by a reduction in staffing due to closing the pool a half -hour earlier. Inflationary increases are offset by no longer having to pay sales tax on purchases. The focus for 2015 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 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 with the focus of providing physical activities for people to participate in before the park opens in the morning. Highlight /Change 2: Evening schedule change. This budget includes closing Cascade Bay at 8:00 p.m. instead of 8:30 p.m. in order to allow for an additional hour of Cardio Bay for adults. This change is being made due to low general attendance during this time along with requests from many adults who wish to use the facility for water walking, lap swimming and aqua fitness classes in the evening. Budget Impact: $20,700 savings in staff cost due to fewer staff needed for final half hour of open swim each evening. Service Level Impact: The schedule change provides an additional hour of pool availability for adult fitness each evening, with 30 minutes less availability for general swimming each evening. Highlight /Change 3: Sales Tax Savings: Recent changes in Minnesota Law have made all purchases for equipment and supplies tax free for aquatic center operations. Financial Impact: Expected savings of $16,400 Service Level Impact: None Highlight /Change 4: Entry fees and annual passes to Cascade Bay were last increased in 2011. Fee increases of $5 to all season passes are included in this budget. Daily admission fees continue to be competitive with other aquatic and recreation facilities and are unchanged. Budget Impact: $13,000 additional revenue Service Level Impact: None Highlight /Change 5: Clothing /Personal Equipment increases to allow for a change of color of the lifeguard uniform. A color change has historically been made at Cascade Bay every five years. Budget Impact: $2,500 Service Level Impact: None Highlight /Change 6: R &R projects are reviewed annually to make sure they are accurate and appropriately scheduled. New awnings are being installed to keep storm water from entering the City's sanitary sewer system. All R &R items to be replaced this year are listed below. Financial Impact: Funding for these items has been included in the Renewal and Replacement account. Service Level Impact: All items on the R &R list except the front shower awnings are replacements of current equipment that will continue service at current levels. Expenditure by g• Reserve for l B �i ��v��,�f h P. Renewal & Services - ' Merchandi 1 sefor Supplies Capital Resale Outlay • Aquatic Facility — Cascade Bay Responsible Manager: Mark Vaughan, Campus Facilities Manager HIGHLIGHTS & CHANGES Overview: The proposed 2015 Cascade Bay budget reflects an increase of $4,000, or 0.4% over 2014. A higher minimum wage rate for 2015 is offset by a reduction in staffing due to closing the pool a half -hour earlier. Inflationary increases are offset by no longer having to pay sales tax on purchases. The focus for 2015 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 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 with the focus of providing physical activities for people to participate in before the park opens in the morning. Highlight /Change 2: Evening schedule change. This budget includes closing Cascade Bay at 8:00 p.m. instead of 8:30 p.m. in order to allow for an additional hour of Cardio Bay for adults. This change is being made due to low general attendance during this time along with requests from many adults who wish to use the facility for water walking, lap swimming and aqua fitness classes in the evening. Budget Impact: $20,700 savings in staff cost due to fewer staff needed for final half hour of open swim each evening. Service Level Impact: The schedule change provides an additional hour of pool availability for adult fitness each evening, with 30 minutes less availability for general swimming each evening. Highlight /Change 3: Sales Tax Savings: Recent changes in Minnesota Law have made all purchases for equipment and supplies tax free for aquatic center operations. Financial Impact: Expected savings of $16,400 Service Level Impact: None Highlight /Change 4: Entry fees and annual passes to Cascade Bay were last increased in 2011. Fee increases of $5 to all season passes are included in this budget. Daily admission fees continue to be competitive with other aquatic and recreation facilities and are unchanged. Budget Impact: $13,000 additional revenue Service Level Impact: None Highlight /Change 5: Clothing /Personal Equipment increases to allow for a change of color of the lifeguard uniform. A color change has historically been made at Cascade Bay every five years. Budget Impact: $2,500 Service Level Impact: None Highlight /Change 6: R &R projects are reviewed annually to make sure they are accurate and appropriately scheduled. New awnings are being installed to keep storm water from entering the City's sanitary sewer system. All R &R items to be replaced this year are listed below. Financial Impact: Funding for these items has been included in the Renewal and Replacement account. Service Level Impact: All items on the R &R list except the front shower awnings are replacements of current equipment that will continue service at current levels. 2015 Proposed Budget Operating Budget City of Eap Aquatic Facility - Cascade Bay Responsible Manager: Mark Vaughan, Campus Facilities Manager CASCADE BAY POSITION INVENTORY Personnel 2012 2013 2014 2015 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 2012 2013 2014 2015 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 2015 WORK PLAN Activity 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 meet the demands of the building City of EaVan 2015 Proposed Budget Operating Budget Acct REVENUES 4160 STATE P ERA AlD 4304 OTHER REVENUE - NON TAX 4310/11 PARK PROGRAM REVENUE 4312/13 CONCESSION SALES 4314/15 MERCHANDISE SALES 4316/17 GROUP SALES 4318/19 DAILY ADMISSIONS 4320 MARKETING REVENUE (COKE) 4321 MEMBERSHIPS 4322/23 VENDING 4326/27 FACILITY RENTAL 4331 TRANSITTAX EXEMPT REVENUE 4610 INTERESTINCO ME 4822 OTHER REVENUE -cash short /over TOTAL AQUATIC FACILITY REVENUES Expenditure Persona I Services Parts and Supplies Services and Other Charges Merchandise for Resale Capital Outlay Total Replenish Operating Cash Depreciation Expense Aquatic Facility - Cascade Bay Responsible Manager: Mark Vaughan, Campus Facilities Manager REVENUE ESTIMATES Actual Actual Budget Budget 2012 2013 2014 2015 $ 404 $ 404 $ 400 $ 400 880 1,912 600 600 31,508 22,390 27,000 27,000 211,762 220,641 208,000 220,000 13,187 14,880 11,300 17,000 118,030 110,001 121,500 130,000 534,488 564,268 540,000 510,400 1,311 159 - 1,500 138,936 128,719 145,600 152,500 428 - 1,000 - 13,923 11,385 12,000 12,000 - 840 - - 661 (3,621) - (534) 63 - - $ 1,064,984 $ 1,072,041 $ 1,067,400 $ 1,071,400 0.37% EXPENDITURE SUMMARY Actual Actual Budget Budget 2012 2013 2014 2015 $ 543,550 $ 569,753 $ 621,500 $ 618,800 72,180 67,648 89,700 84,400 169,290 203,696 195,500 187,000 91,709 100,372 89,000 90,000 72,943 73,859 71,700 91,200 $ 949,672 $ 1,015,328 $ 1,067,400 $ 1,071,400 81,300 - - - $ 318,395 $ 307,748 $ 308,000 $ 308,000 * City of Eapn 2015 Proposed Budget Operating Budget Aquatic Facility -Cascade Bay Responsible Manager: Mark Vaughan, Campus Facilities Manager LINE ITEM DETAIL Actual Actual Budget Budget Acct PERSONAL SERVICES 2012 2013 2014 2015 6110 SALARIES AND WAGES- REGULAR 105,393 120,897 $ 162,500 $ 162,900 6112 SALARIES AND WAGES- OVERTIME - 327 - - 6130 SALARIES AND WAGES- TEMPORARY 362,230 363,643 355,000 349,300 6131 OVERTIME--TEMPORARY - - - - 6142 PERA - COORDINATED 7,808 8,865 11,800 12,200 6144 FICA 34,460 36,069 39,600 39,200 6151 HEALTH INSURANCE 17,828 22,702 33,600 36,400 6152 LIFE INSURANCE 208 240 - - 6154 DISABILITY- LONG TERM 384 442 - - 6155 WORKERS COMPENSATION 15,251 16,566 19,000 18,800 6157 RETIREE INSURANCE FUNDING (12) 2 - - TOTAL PERSONAL SERVICES 543,550 569,753 621,500 618,800 PARTS & SUPPLIES 6210 OFFICE SUPPLIES 278 243 500 500 6211 OFFICE PRINTED MATERIAL /FORMS 618 464 700 700 6212 OFFICE SMALL EQUIPMENT - - 100 100 6215 REFERENCE MATERIALS (1,960) 1,027 1,000 1,000 6220 OPERATING SUPPLIES - GENERAL 8,451 5,578 8,000 8,000 6222 MEDICAL /RESCUE /SAFETY SUPPLIES 3,153 1,349 2,000 2,000 6223 BUILDING /CLEANING SUPPLIES 5,531 5,334 5,500 5,500 6224 CLOTHING /PERSONAL EQUIPMENT 3,041 1,733 2,500 5,000 6230 REPAIR /MAINTENANCE SUP P-GENL 3,219 1,557 5,000 5,000 6231 MOBILE EQUIPMENT REPAIR PARTS - - 300 300 6232 SMALL EQUIPMENT REPAIR PARTS 79 608 500 500 6233 BUILDING REPAIR SUPPLIES 2,582 1,471 3,300 3,500 6235 FUEL, LUBRICANTS, ADDITIVES - - 100 100 6236 POOL REPAIR SUPPLIES 687 63 3,000 3,000 6240 SMALLTOOLS - - 300 300 6243 HEATING OIL, PROPANE AND OTHER FUELS 389 579 900 900 6244 CHEMICALS & CHEMICAL PRODUCTS 44,695 46,309 54,000 46,000 6257 SIGNS & STRIPING MATERIALS 1,417 691 2,000 2,000 6270 COMPUTER SOFTWARE - 642 - - TOTAL PARTS & SUPPLIES 72,180 67,648 89,700 84,400 SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES 2,732 7,302 6,000 6,000 6314 AUDITING 1,000 1,000 1,000 1,000 6315 FINANCIAL NON -AUDIT - 525 - - 6346 POSTAGE 3,267 3,031 3,000 3,000 6347 TELEPHONE SERVICE & LINE CHG 588 751 1,000 1,000 6348 MATRIX SERVICE AND REPAIR - - 800 - 6353 PERSONAL AUTO /PARKING - 90 200 200 6355 CELLULAR TELEPHONE SERVICE 636 627 1,000 1,500 6357 ADVERTISING /PUBLICITY /PROMOTION 846 7,402 4,000 3,500 6370 GENERAL PRINTING AND BINDING 802 658 1,000 1,200 6385 INSURANCE 28,800 29,500 29,500 29,500 City EaTan 2015 Proposed Budget Operating Budget of Aquatic Facility - Cascade Bay Responsible Manager: Mark Vaughan, Campus Facilities Manager LINE ITEM DETAIL (CONT'D) Actual Actual Budget Budget Acct 2012 2013 2014 2015 6405 ELECTRICITY 43,745 43,104 48,000 46,000 6410 NATURAL GAS SERVICE 33,735 30,627 $ 38,000 $ 33,000 6424 POOL REPAIR/ LABOR 15,615 23,079 17,000 15,000 6426 SMALL EQUIPMENT REPAIR LABOR 215 - 500 500 6427 BUILDING OPERATIONS REPAIR LABOR 329 573 1,000 600 6475 MISCELLANEOUS 228 118 100 100 6476 CONFERENCES AND SCHOOLS - 615 700 700 6477 LOCAL MEETING EXPENSES 96 5 100 100 6479 DUES AND SUBSCRIPTIONS 172 260 300 300 6480 LICENSES, PERMITS AND TAXES 1,579 1,349 1,600 1,600 6487 VISA /MC BANK CHARGES 11,612 14,383 13,000 15,000 6515 INTERNAL EXPENSES(INTERFUND) 169 - - - 6535 OTHER CONTRACTUAL SERVICES 11,732 25,116 14,000 12,000 6539 WASTE REMOVAL /SANITATION SERV 2,598 2,587 3,500 4,200 6563 LANDSCAPING 4,554 3,864 4,500 4,000 6569 MAINTENANCE CONTRACTS 4,240 7,130 5,700 7,000 OTHER SERVICES AND CHARGES 169,290 203,696 195,500 187,000 MERCHANDISE FOR RESALE 6855 MERCHANDISE FOR RESALE 91,709 100,372 89,000 90,000 MERCHANDISE FOR RESALE 91,709 100,372 89,000 90,000 TOTAL OPERATING 876,729 941,469 995,700 980,200 -1.56% CAPITAL OUTLAY 6640 MACHINERY /EQUIPMENT - 485 - - 6660 OFFICE FURNISHINGS & EQUIPMENT 2,024 274 1,800 1,800 6670 OTHER EQUIPMENT 1,019 3,200 CAPITALOUTLAY 3,043 3,959 1,800 1,800 RESERVE FOR RENEWAL & REPLACEMENT 69,900 69,900 69,900 89,400 69,900 69,900 69,900 89,400 TOTAL CAPITAL OUTLAY 72,943 73,859 71,700 91,200 27.20% TOTAL AQUATIC FACILITY $ 949,672 $ 1,015,328 $ 1,067,400 $ 1,071,400 0.37% REPLENISH OPERATING CASH 81,300 - - - 6488 DEPRECIATION & AMORTIZATION $ 318,395 $ 307,748 $ 308,000 $ 308,000 2015 Proposed Budget Operating Budget City of Eap Community Center Responsible Manager: Marshall Grange, Community Center Manager 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. 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 2012 2013 2014 2015 Description Actual Actual Estimate Target Groups in the Blast 51 51 60 55 Birthday parties 336 312 350 325 Meetings 986 1,132 990 1,000 Open gym program participants (POG/ $3open /BB & VB open) 24,654 17,614 25,000 25,000 Memberships -year round 1,675 1,675 1,700 1,750 Persona I Tra i n ng hours 1,324 1,263 1,450 1,400 Weddings 85 72 87 87 Average attendance in building per day 1,195 1,205 1,250 1,250 *_ City of Evan 2015 Proposed Budget Operating Budget due to retirement of Operations Superintendent. Community Center Responsible Manager: Marshall Grange, Community Center Manager HIGHLIGHTS & CHANGES Overview: The 2015 Community Center operating expenditure budget is up $13,100, or 0.7% over 2014. 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 second phase of reorganization of full time staff Highlight /Change 1: Concessions services provided to the Wescott Library have been discontinued. The pilot program that was begun last year did not yield the expected revenues. Financial Impact: No net financial impact as the corresponding amount of expenses has been removed to offset the loss of projected revenue. Service Level Impact: The City will no longer partner with Wescott Library to offer this service. Highlight /Change 2: Utilities costs have been lowered based on actuals from 2012 and 2013. Natural gas costs have been declining and the estimate better represents actual costs, and sales tax is no longer charged Financial Impact: $21,800 decrease to electricity, $12,900 decrease to natural gas. Service Level Impact: Continue to maintain a comfortable building for guests. Highlight /Change 3: Recent changes in Minnesota Law have made all purchases for equipment and supplies sales tax -free for Community Center operations. Financial Impact: Expected savings of $22,700 combined from a number of line items Service Level Impact: None Highlight /Change 4: Contractual services are increased for contracting with a security company. Financial Impact: No net financial impact as $12,000 cost is passed through on banquet room rentals. There is a corresponding collection of revenue for use of this service. Service Level Impact: Security services were previously provided by off -duty Eagan Police officers. Payment for this service was made directly to the Police with both revenues and expenses recorded in that budget. Highlight /Change 5: Trail and Parking Lot Expansion —The popularity of events at both the ECC and Central Park Festival Grounds has led to a shortage of parking on many occasions. In addition, there is a need to improve pedestrian traffic routes from the overflow parking at Argosy University. Financial Impact: Total project cost is estimated to be $201,000 and it includes engineering, planning and design costs ($40,000). Additional 55 parking spaces ($140,000), signage ($5,000) plus a paved trail ($16,000) from Argosy parking lot /ECC main entrance is available from cash remaining in the original ECC construction account. Service Level Impact: This will allow for safer traffic flow and pedestrian access for events at the Festival Grounds. Highlight /Change 6: Workstation improvements and outdoor chairs for rental are included in capital purchases. Financial Impact: $9,100 increase from 2014. Outdoor chairs for rental ($1000), additional desk /work space in Rental Coordinator office ($2,000), build -out of desk space /service desk in Fitness Area to accommodate Fitness Coordinator and Personal Trainers ($5,600) and replace artificial plants by fireplace ($500). Service Level Impact: These improvements provide customer services based on needs expressed by current renters, and create work spaces to match the staff reorganization that took place in 2014. Continued on next page City of E81p 2015 Proposed Budget Operating Budget Community Center Responsible Manager: Marshall Grange, Community Center Manager HIGHLIGHTS & CHANGES (CONT'D) Highlight /Change 7: Rental rates are proposed to increase for new contracts beginning in 2015. In addition, new pricing strategies are also proposed for a number of ECC rental spaces and increase other fees, membership and admissions. Financial Impact: Revenue gains from these changes may not be fully recognized in 2015 budget due to a staged implementation based upon rental agreements in place for 2015 and plans to implement as the transition is made to new Parks & Recreation scheduling and registration during the 2nd and 3rd quarter of 2015. Service Level Impact: Increased revenues will help to ensure quality service at the ECC. POSITION INVENTORY Personnel 2012 2013 2014 2015 Hours Community Center Manager 0 0 1 1 2,080 Manager on Duty (MOD) 2 2 2 0 - RentalCoordinator 1 1 1 1 2,080 Government Buildings Engineer 1 1 1 1 2,080 Fitness & Operations Supervisor 1 1 0 0 - Fitness Coordinator 0 0 0 0.75 1,560 Guest Services Specialist 0 0 0 2.35 4,888 Training /Office Support Specialist 0.75 0.75 0.75 0 - Lead Custodian /Maintenance 1 1 1 1 2,080 Custodial 3 3 3 3 6,240 Total 9.75 9.75 9.75 10.10 21,008 2015 WORK PLAN Activity 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 support to the day -to -day concessions operation 5 Register participants in recreation programs, memberships or daily admissions 6 Set up and change room configurations to accommodate multiple events 7 Develop promotional materials for specialized uses: Blast /Rentals /Fitness 8 Manage staff scheduling and training to meetthe demands of the 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 Managethe building infrastructure to ensure efficient, safe and clean environment 12 Establish and manage fitness programs, classes and memberships 13 Coordinate the rentals of all available spaces within the building 14 Provide input and directions pertainingto policies, budget and 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 Current Oaks Banquet Room Rates Sundav - Thursdav The Oaks One Section Two Sections Three :Sections 8 am - Noon $160 $290 $340 1 pm - 5 pm $160 $290 $340 6 pm - 11 pm $190 $350 $425 8 am - 11 pm $450 $725 $850 Proposed Oaks Banauet Room Rates & Time BI Sunday - Thursday & (Fridays Dec - Mar) The Oaks One Section Two: Sections Three 'Sectionsi 7 am- 11 am $175 $325 $475 7 am - 1 pm $250 $450 $675 7 am - 4 pm $350 $625 $875 7 am - 11 pm $450 $815 $950 12 pm - 4 pm $175 $325 $475 5 pm - 9 pm $175 $325 $475 2 hr time block* $100 $185 1 $275 * 2 hr time blocks are avialable starting at 5 pm or anytime of day if reservation is within 2 weeks Full Room Weekend Rates ;k Changes i nree sections Required Other Rental Spaces Resident / Non- Non- Resident / April - • Hourly Rates $1,190 $1,545 November Rental December- Sunday - Thursday Rates $1, 190 March Apply ;k Changes i nree sections Required Other Rental Spaces Resident / Non- Non- Resident / Reduced w/ Oaks • Hourly Rates Profit For Profit Rental Daily Max Fee • 2 Hour Minimum Cuii'enfl Proposed .Current` Proposed Current' Proposed Current; Proposed Oasis (40 x 35) $52 $55 $56; $60 -$37 $40 $450.5 NA Board Room (30 x 23) $23. $25 $27 $30 $19 $20 $225`':' NA Lone Oak Room - Full (52 x 26) ''$52 $52 $56' $56 -$37 $37 $450,ZI, NA Lone Oak Room - Half (29 x 26) $32 $32 $35 $35 $22 $22 $2S0,--,,_', NA Kids Kare (32 x 18) 1 $20 $20 $22 $22 $17 ' $17 $200,:. °' NA Meeting Rooms (24 x 14) $17 $18 $19 $20 $14 $15 $15Q," One Room Meeting Rooms (42 x 24) $40 $42 :, $44 $46 $32 $34 $200,265, NA Three Combined Hourly Gym Full Court: Sep -Apr $60 $60 $ "60 $60 $50 $50 Gym Full Court: May -Aug -445 $45 = $45 $45 ; - $45 $45 $300 NA Gym Half Court: Sep Apr $35 . $35 1 $35 ' $35 $30 -, $30 $250 - NA Gym Half Court: May -Aug $23 =. ; $23 $2,3 °11' 1 $23 °$23 $23 150 ;: Gazebo or Bandshell $.65 $65 $ZS:. $75 $55" - $55 '$475 NA (Wedding Ceremony Only) City of EaPH 2015 Proposed Budget Operating Budget Community Center Responsible Manager: Marshall Grange, Community Center Manager REVENUE SUMMARY Acct REVENUES 4304 PERSONALTRAINERS 4305/4306 EQU I PM ENT RENTAL 4310/4311 PARK PROGRAM REVENUE 4312/4313 CONCESSION SALES 4314/4315 MERCHANDISE SALES 4316/4317 GROUP SALES 4318 DAILY ADMISSIONS 4320 MARKETING REVENUE (COKE) 4321 MEMBERSHIPS 4322/23 VENDING (VENDORS) 4324/25 ROOM RENTALS 4326/27 FACILITY RENTAL 4328 CONTRACT REVENUE 4621 ECVB RENT 4840 INTERNAL REVENUE OTHER REVENUE SUBTOTAL OTHER FUNDING SOURCES TRANSFER IN-ANTENNA LEASE REVENUE SUBTOTAL TOTAL REVENUES EXPENDITURE SUMMARY Actual Actual Budget Budget 2012 2013 2014 2015 $ 69,388 $ 61,164 $ 80,000 $ 70,000 20,154 22,558 29,800 30,000 8,991 11,950 11,000 10,000 72,622 101,361 110,000 74,000 1,671 2,183 1,500 2,200 35,224 42,609 40,000 38,500 104,081 97,684 105,000 100,000 462 527 500 500 584,576 613,756 610,000 650,000 6,746 6,686 8,000 6,000 259,992 274,998 340,000 320,000 1,137 615 1,000 1,000 88,832 87,888 95,500 99,000 13,578 14,118 14,000 14,000 55,662 53,493 3,000 3,000 15,856 (7,179) 1,338,972 1,384,411 1,449,300 1,418,200 304,072 363,945 310,500 354,500 304,072 363,945 310,500 354,500 $ 1,643,044 $ 1,748,356 $ 1,759,800 $ 1,772,700 0.73 Actual Actual Budget Budget Expenditure 2012 2013 2014 2015 Personal Services $ 1,084,737 $ 1,118,975 $ 1,141,700 $ 1,169,400 Parts and Supplies 59,162 64,769 57,600 56,700 Services and Other Charges 271,677 338,364 341,700 333,100 Merchandise for Resale 34,470 51,958 43,800 33,300 Capital Outlay 183,374 186,060 174,800 180,200 Total $ 1,633,420 $ 1,760,126 $ 1,759,600 $ 1,772,700 Depreciation Expense $ 559,569 $ 539,553 $ 523,500 $ 525,000 Debt Service 986,483 1,060,396 1,060,600 1,057,600 2015 Proposed Budget Operating Budget City of Eap Community Center Responsible Manager: Marshall Grange, Community Center Manager LINE ITEM DETAIL Actual Actual Budget Budget Acct PERSONAL SERVICES 2012 2013 2014 2015 6110 SALARIES AND WAGES- REGULAR $ 495,616 $ 509,420 $ 543,100 $ 563,100 6112 OVERTIME - REGULAR - 100 - - 6130 SALARIES AND WAGES- TEMPORARY 361,017 369,319 348,000 343,000 6131 OVERTIME-TEMPORARY - - - - 6142 PERA - COORDINATED 57,806 60,274 54,000 56,600 6144 FICA 62,177 63,676 68,200 69,300 6151 HEALTH INSURANCE 98,199 105,084 120,400 129,200 6152 LIFE INSURANCE 1,098 1,108 - - 6154 DISABILITY- LONGTERM 1,967 1,984 - - 6155 WORKERS COMPENSATION 7,077 7,920 8,000 8,200 6157 RETIREE INSURANCE FUNDING (220) 90 - TOTAL PERSONAL SERVICES 1,084,737 1,118,975 1,141,700 1,169,400 PARTS & SUPPLIES 6210 OFFICE SUPPLIES 2,340 2,137 2,300 2,200 6211 OFFICE PRINTED MATERIAL /FORMS 1,086 1,196 1,000 1,100 6212 OFFICE SMALL EQUIPMENT 427 351 500 500 6220 OPERATING SUPPLIES - GENERAL 10,975 6,632 7,100 6,100 6222 MEDICAL /RESCUE /SAFETY SUPPLIES 175 664 1,000 900 6223 BUILDING /CLEANING SUPPLIES 19,468 26,673 21,000 20,600 6224 CLOTHING /PERSONAL EQUIPMENT 1,172 1,572 1,800 2,400 6227 RECREATION EQUIPMENT SUPPLIES 3,817 4,574 3,600 3,600 6230 REPAIR /MAINTENANCESUPP -GENL 3,200 4,164 3,200 3,000 6232 SMALL EQUIPMENT REPAIR PARTS 3,711 2,611 4,000 3,700 6233 BUILDING REPAIRSUPPLIES 10,464 12,291 9,200 9,200 6240 SMALLTOOLS 123 281 500 500 6241 SHOP MATERIALS 495 272 600 600 6244 CHEMICALS & CHEMICAL PRODUCTS 1,215 1,297 1,300 1,400 6257 SIGNS & STRIPING MATERIAL 379 54 300 300 6270 COMPUTER SOFTWARE 115 - 200 600 TOTAL PARTS & SUPPLIES 59,162 64,769 57,600 56,700 SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES 1,249 2,010 1,500 1,400 6314 AUDITING 2,100 2,200 2,200 2,200 6315 FINANCIAL NON -AUDIT - 525 - - 6346 POSTAGE 764 1,006 1,000 1,000 6347 TELEPHONE SERVICE & LINE CHG 2,946 3,599 4,000 3,700 6348 MATRIX SERVICE & REPAIR - - 500 500 6353 PERSONAL AUTO /PARKING - 10 300 100 6355 CELLULAR TELEPHONE SERVICE 713 770 1,800 1,700 6357 GENERAL ADVERTISING 9,015 9,177 10,400 17,400 6370 GENERAL PRINTING AND BINDING - 704 1,800 1,200 6385 INSURANCE 27,900 28,300 28,300 28,300 6405 ELECTRICITY 141,844 152,567 164,000 142,200 6410 NATURAL GAS SERVICE 26,731 44,698 55,000 42,100 * City of Eap 2015 Proposed Budget Operating Budget Community Center Responsible Manager: Marshall Grange, Community Center Manager LINE ITEM DETAIL (CONT'D) Actual Actual Budget Budget SERVICES & OTHER CHARGES (CONT'D) 2012 2013 2014 2015 6457 MACHINERY& EQUIPMENT- RENTAL $ - $ 224 $ - $ - 6475 MISCELLANEOUS 417 1,467 3,400 1,300 6476 CONFERENCES AND SCHOOLS 335 593 3,000 2,000 6477 LOCAL MEETING EXPENSES 60 166 500 2,000 6479 DUES AND SUBSCRI PTIONS 289 417 1,200 600 6480 LICENSES, PERMITS AND TAXES 1,640 1,541 1,700 1,700 6482 AWARDS, JUDGEMENTS, AND LOSSES 137 122 - - 6487 VISA BANK CHARGES 14,290 17,147 14,500 14,500 6535 OTHER CONTRACTUAL SERVICES 23,684 50,538 23,800 42,800 6539 WASTE REMOVAL /SANITATION SERV 4,258 7,717 9,000 10,100 6569 MAI NTENANCE CO NTRACTS 13,305 12,866 13,800 16,300 OTHER SERVICES AND CHARGES 271,677 338,364 341,700 333,100 MERCHANDISE FOR RESALE 6855 MERCHANDISE FOR RESALE 34,470 51,958 43,800 33,300 MERCHANDISE FOR RESALE 34,470 51,958 43,800 33,300 TOTAL OPERATING 1,450,046 1,574,066 1,584,800 1,592,500 0.49 CAPITAL OUTLAY 6630 OTHER IMPROVEMENTS 1,881 - 1,800 3,600 6640 MACHINERY /EQUIPMENT 693 14,057 - - 6650 FURNITURE & FIXTURES 10,051 3,304 - 8,500 6660 OFFICE FURNISHINGS & EQUIPMENT 2,160 2,229 1,900 3,300 6670 OTHER EQUIPMENT 10,589 8,470 13,100 6,800 CAPITALOUTLAY 25,374 28,060 16,800 22,200 RESERVE FOR RENEWAL& REPLACEMENT 158,000 158,000 158,000 158,000 TOTAL CAPITAL 183,374 186,060 174,800 180,200 3.09 TOTAL COMMUNITY CENTER $ 1,633,420 $ 1,760,126 $ 1,759,600 $ 1,772,700 0.74 DEBT SERVICE 6490 PRINCIPAL 705,000 830,000 840,000 855,000 6491 INTEREST 281,058 229,971 220,200 202,200 6492 PAYING AGENT /BOND DESTRUCTION 425 425 400 400 TOTAL DEBT SERVICE 986,483 1,060,396 1,060,600 1,057,600 6488 DEPRECIATION & AMORTIZATION $ 559,569 $ 539,553 $ 523,500 $ 525,000 2015 Proposed Budget Operating Budget City of Eap AccessEagan /Fiber Infrastructure Fund (225) Responsible Managers: Tom Garrison, Director of Communications; Dianne Miller, Assistant City Administrator Dan Cook, IT Manager PURPOSE & DESCRIPTION The purpose of the AccessEagan — (Fiber Infrastructure) operation is to: • 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. City oEap 2015 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 Overview: The proposed 2015 AccessEagan budget will decrease by $63,900, or (10.2%), from the previous year's budget, primarily because the 2014 budget included $192,000 in switch costs, which are now offset in 2015 by higher drop costs, relocation costs, a second switch, and colocation space rental. Actual expenses in 2014 will be significantly less than budgeted as the full -time staff person budgeted for the entire year will not be added until late -2014. AccessEagan is programmed to begin its second year of operations in 2015. 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, but rather, AccessEagan will lease high capacity circuits to carriers who then provide their services over the fiber network to end customers. Financial projections show that operations will run at a deficit initially, but will be profitable over time. Operational costs include equipment and maintenance costs, marketing expenses, after -hours support, fiber locates, as well as 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. The City also receives revenue from separate conduit -only lease arrangements. Highlight /Change 1: Since we have proposed building our fiber into a data center, it will be necessary to have a second core switch. Discussions with our consultants have helped us determine that we would be able to save money by using a Cisco 3800 series switch, rather than a 7600 series, similar to the current primary switch being used. Financial Impact: $45,000 Service Level Impact: Without this redundant location and equipment, the network could experience single points of failure for larger customer requiring two separate fiber paths. In addition, it provides an alternative solution if the primary data center loses power or suffers a disaster. This location has potential of increasing our service provider base by allowing us to easily cross - connect to existing carriers within the facility while providing local businesses with multiple options for hosting and managing their infrastructure. Currently, there are seven service providers that are connected via fiber to the Unisys Data Center and approximately 20 other service providers who utilize these seven to service their own customers. Highlight /Change 2: An all -City fiber splice /termination audit to document all of the City's fiber assets is proposed. Financial Impact: $17,500 Service Level Impact: Properly documenting the network will increase service response times, improve revenue opportunities, and decrease service outages. Highlight /Change 3: Building Rental (6456) expenses are proposed to increase because of the operational costs of rental space for locating a second data center in Eagan. Financial Impact: $15,000 Service Level Impact: Placing our equipment within a data center will increase the presence and value of the network. Continued on next page City ofapfl 2015 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 4: There have been unexpected and time - sensitive opportunities to expand and strengthen the 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 1 -35E, for example, or extend the route to interested businesses next to where AccessEagan's route ends. AccessEagan is proposing to set aside $70,000 to capture these opportunities and increase customer base by incentivizing long -term contracts. Financial Impact: $70,000 total cost, a $15,000 increase over prior year Service Level Impact: Covering drop costs will have the potential to increase customer base. Highlight /Change 5: Like any other utility or provider, AccessEagan 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: $40,000 total cost, a $20,000 increase over prior year Service Level Impact: N /A; relocation fees are a necessary cost of doing business. POSITION INVENTORY Personnel 2012 2013 2014 2015 Hours IT Network Supervisor (hire 12 -1 -14) 0 0 1 1 2,080 Total 0.00 0.00 1.00 1.00 2,080 2015 WORK PLAN Activity Routine 1 Develop AccessEagan policies and procedures for Operational Guide 2 Establish AccessEagan 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 Hire appropriate staff to be determined by network growth 6 Document all variances from original build out to ensure reliability and scaiability 7 Update City Council on AccessEagan 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 2015 Proposed Budget Operating Budget City of Eap AccessEagan /Fiber Infrastructure Fund (225) Responsible Managers: Tom Garrison, Director of Communications; Dianne Miller, Assistant City Administrator; Dan Cook, IT Manager Acct REVENUES 4140 STATE GRANTS 4615 CHANGE I N FAI R VALUE 4622 EQUIPMENTRENT 4686 FIBER LEASE - SERVICE PROVIDERS 4687 FIBER LEASE - OTHER 4822 OTHER REFUNDS AND REIMBURSEMENTS TOTAL ACCESSEAGAN /FIBER REVENUE REVENUE SUMMARY Actual Actual Budget Budget 2012 2013 2014 2015 $ - $ - $ 2,600 $ 1,124 (1,050) - Parts and Supplies 5,644 7,639 - - - - 78,500 103,500 - 641 8,000 8,000 62,974 - - - $ 69,741 $ 7,230 $ 89,100 $ 111,500 EXPENDITURE SUMMARY EQUIPMENT OTDR Device (fiber testing equipment) Network Switch Customer Premise Equip. CONTRACTS CONSTRUCTION Colocation Space Drop Costs Relocations TOTAL CAPITAL PURCHASES $ 9,000 45,000 7,500 100,000 70,000 40,000 $ 271,500 Actual Actual Budget Budget Expenditure 2012 2013 2014 2015 Personal Services $ - $ - $ 107,300 $ 123,300 Parts and Supplies - - 10,600 4,700 Services and Other Charges 68,350 77,692 131,700 162,900 Capital Outlay 4,148 2,568 204,200 64,000 Construction Projects 4,061 543 175,000 210,000 Total $ 76,560 $ 80,803 $ 628,800 $ 564,900 Depreciation Expense $ 116,860 $ 117,781 $ 125,000 $ 125,000 EQUIPMENT OTDR Device (fiber testing equipment) Network Switch Customer Premise Equip. CONTRACTS CONSTRUCTION Colocation Space Drop Costs Relocations TOTAL CAPITAL PURCHASES $ 9,000 45,000 7,500 100,000 70,000 40,000 $ 271,500 City ai �a�� 2015 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 LINE ITEM DETAIL Non - personnel increase: -15.3% 6488 DEPRECIATION & AMORTIZATION $ 116,860 $ 117,781 $ 125,000 $ 125,000 Actual Actual Budget Budget Acct PERSONAL SERVICES 2012 2013 2014 2015 6110 SALARIES AND WAGES- REGULAR $ $ $ 81,100 $ 93,100 6130 SALARIES AND WAGES-TEMPORARY - - 6142 PERA - COORDINATED 5,900 7,000 6144 FICA 6,200 7,100 6151 HEALTH INSURANCE 13,600 15,500 6155 WORKERS COMPENSATION 500 600 TOTAL PERSONAL SERVICES 107,300 123,300 PARTS & SUPPLIES 6220 CLOTHING /PERSONAL EQUIPMENT 10,600 4,700 PARTS & SUPPLIES 10,600 4,700 SERVICES & OTHER CHARGES 6310 PROFESSIONAL SERVICES - GENERAL 41,823 27,262 28,000 43,300 6311 LEGAL 2,170 5,173 15,600 15,600 6312 ENGINEERING - - 17,500 17,500 6314 AUDITING 100 500 500 6317 BUILDING INSPECTIONS - - - 6346 POSTAGE - 154 1,000 500 6350 LOGISITSERVICES 3,900 858 16,500 16,500 6355 CELLULAR TELEPHONE SERVICE - - 800 800 6370 GENERAL PRINING AND BINDING 1,204 - - 6456 BUILDING RENTAL - - 15,000 6475 MISCELLANEOUS 5 - 6476 CONFERENCES /MEETINGS /TRAINING - 79 200 6480 LICENSES, PERMITS AND TAXES 501 - - - 6569 OTHER CONTRACTUAL SERVICES 19,951 42,862 51,800 53,000 SERVICES & OTHER CHARGES 68,350 77,692 131,700 162,900 TOTAL OPERATING 68,350 77,692 249,600 290,900 6.6 CAPITAL OUTLAY 6660 OFFICE FURNISHINGS & EQUIPMENT 4,148 640 2,700 2,500 6670 OTHER EQUIPMENT - 1,928 201,500 61,500 CAP I TAL 0 UTLAY 4,148 2,568 204,200 64,000 CONSTRUCTION PROJECTS 6700 PROJECT- CONTRACT 4,061 543 175,000 210,000 CONTRUCTION PROJECTS 4,061 543 175,000 210,000 TOTAL CAPITAL 8,209 3,111 379,200 274,000 -16.7 TOTAL FIBER INFRASTRUCTURE $ 76,560 $ 80,803 $ 628,800 $ 564,900 -10.2 Non - personnel increase: -15.3% 6488 DEPRECIATION & AMORTIZATION $ 116,860 $ 117,781 $ 125,000 $ 125,000