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02/26/1991 - City Council Special r • AGENDA SPECIAL CITY COUNCIL MEETING TUESDAY FEBRUARY 26, 1991 530 P.M. I. ROLL CALL II. CONSIDERATION OF 1991.1995 CIP AND ORDINANCE TO CONSIDER COMMUNITY INVESTMENT FUND III. 1991 GENERAL FUND BUDGET ADJUSTMENTS IV. OTHER BUSINESS V. EXECUTIVE SESSION/B1R1ii R LITIGATION • VI. ADJOURNMENT • • MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS • FROM: CITY ADMINISTRATOR HEDGES DATE: FEBRUARY 12, 1991 SUBJECT: SPECIAL CITY COUNCIL WORKSHOP/FEBRUARY 26, 1991 Action was taken at the February 5 City Council meeting to set a Council workshop session for Tuesday, February 26 beginning at 5:30 p.m. for the purpose of reviewing proposals for the 1991 budget adjustment, the draft 1991-1995 CIP and revisions to the proposed Community Investment Fund. Enclosed are three (3) memos that provide support documentation to the proposed five(5)year CIP and the Community Investment Fund. The proposed operating budget reductions will be further reviewed with all department heads on Monday and a memo will be sent out Monday evening for consideration at the workshop on Tuesday. The City Administrator is also working on a memo that explains the impact on the City's 1991 and forecast 1992 budgets as a result of Governor Carlson's State of the Budget message that was given on Wednesday, February 20. Mayor Egan and the City Administrator attended the League of Minnesota Cities Legislative Day. In addition to hearing the Governor's budget message, we were able to visit with members of the Dakota County legislative delegation, including both Representative Morrison and Representative Seaburg. At approximately 7:15, the special Ci ty Council meeting will adjourn for an executive session at which time the City Attorney will provide a status report on the Bieter litigation. All department heads have been asked to be present at the special work session for the discussion on budget adjustments and the five (5) year CIP. Please contact Karen on Monday, or at the latest Tuesday morning, for a sandwich selection to be catered from Apple's restaurant. /S/ Thomas L. Hedges • City Administrator cc: All Department Heads TLH/vmd • MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: FEBRUARY 22, 1991 SUBJECT: FINANCING CAPITAL PROJECTS Capital Improvement Program As a result of the rapid growth during the 1980's, there is a continuing need to expand the community's infrastructure, remodel and expand public buildings, build and expand schools within District 196 and consider additional community facilities such as an ice arena, senior housing and other related capital expenditures. The City has successfully budgeted, through user fees and connection charges, revenue to construct water treatment plants, reservoirs, wells, pump stations and the needed water infrastructure to keep pace with the growing population. The single-family mortgage bonds that were sold in 1980 generated $700,000 through a restructuring in 1987 which the City has committed to senior housing, making the senior housing project planned for 1991 in conjunction with the HRA an opportunity for the community. Other infrastructure such as highway improvements, trunk sanitary sewer, water and storm sewer expansion is made possible through several revenue sources including the major street construction fund, sale of special assessment bonds, municipal state aid and other types of financing. Other capital projects, including the fire station buildings and vehicle needs, parkland expansion, the law enforcement/municipal center expansion, and proposed ice arena/outdoor swimming pool, are traditionally financed by the sale of general obligation bonds which require a referendum. Some municipalities have utilized capital building funds that are likely generated by the use of community investment funds and development related revenues. The attached CIP document recognizes spending of $45,424, 042 to be financed during the next five (5) years through use of various revenue sources. The five (5) year CIP as presented did not take into consideration reductions or adjustments to the capital spending proposed by department heads. The proposed financing sources with dollar amounts as presented are as follows: Source Amount Franchise Fees $ 90,000 Community Investment Fund 8,433,000 General Fund 750,150 Equipment Revolving Fund 3,753,510 G.O. Bonds 7,585,500 Special Assessments 11,268,050 Major Street Fund 6,630,699 Park Site Acquisition & Development Fund 1,112,833 User Fees 5,560,300 Grants 240. 000 Total $45,424,042 • A complete analysis has not been performed as to the ability of any of these revenue sources to provide the amount of funding that is included. Also, upon City Council direction, the appropriateness of the utilization of each funding source for specific projects will require additional review and analysis. The financing of vehicular equipment, public facilities and parkland improvements are public policy matters that need to be addressed by the City Council and may warrant adjustments to the CIP. Adjustments may include a complete reduction in a proposed capital program or a delay beyond the five (5) year CIP spending plan as presented. An important public policy consideration is to prioritize the spending and determine which projects will be funded internally and those projects that are to be financed through a referendum. Any referendums should be carefully coordinated with school districts and county government to assure management of capital spending programs. Community Investment Fund The concept of creating a Community Investment Fund has been discussed with the City Council on a couple of occasions. The utilization of interest earnings and/or available cash balances from that type of fund is presented as an integral part of the financing of the previously discussed CIP. At the Special City Council meeting held November 1, 1990, the concept of a Community Investment Fund was presented and staff was directed to revise the draft policy to consider: 1) the investment fund as a ratio to the general fund, 2) modify the restrictive limits on the principal, 3) provide historical analysis on how the funds were accumulated and 4) consider using a portion of the principal prior to the establishment of the fund. The attached memo from Finance Director/City Clerk VanOverbeke includes a policy/proposed ordinance, as well as a general response to the other requests noted above and information regarding interest earnings, principal reduction and borrowing capacity of . the proposed fund. 3 • Summary ID The attached CIP as presented is the result of a great deal of research and effort on the part of everyone involved, however, it should be reviewed as a draft or working document presented to provide a basis for discussion. A number of public policy issues need to be considered and modifications made before the document can be finalized. A key ingredient in finalizing a CIP which has not been considered to this point is the impact of any capital project on subsequent operations and those related budgets. For example, the construction of a fire station and purchase of related equipment is the capital side and considered in this document. What it will cost to operate the station in additional personnel, maintenance, utilities, etc. is not included but cannot be overlooked in the long-term. The timing of a number of projects is also contingent on a number of events taking place, such as subdivision development, parkland acquisition and, finally, park development. Consequently, the out years in the 5 year CIP become somewhat more speculative in nature. In addition to the Community Investment Fund being proposed as a revenue source, additional work needs to be completed on the financing issues. The City's fiscal consultant, Springsted, will be doing some work on property tax rates and bills, debt capacity and credit rating impact as well as on the operational impact the CIP will have as it becomes more defined. They will also be assisting the City in reviewing and researching any other potential • revenue sources. (40TtosJA4Litb City Administrator Attachment TLH/EJV/vmd MEMO TO: CITY ADMINISTRATOR HEDGES FROM: FINANCE DIRECTOR/CITY CLERIC VANOVERBERE DATE: FEBRUARY 22, 1991 SUBJECT: COMMUNITY INVESTMENT FUND At the special City Council meeting of November 1, 1990, when the Community Investment Fund was reviewed, direction was given to make certain revisions to the draft. Certain additional information was also requested and is provided in this memo. First, there was a suggestion that the investment fund be reviewed as a ratio of the general fund. I believe that is related to allowable expenditure limits or the maintenance of a specific level of reserves, as is the case with the fund balance of the General Fund. No specific scenarios have been developed which would further illustrate this concept although that could be done rather easily upon further direction. The new fund tends to take on the appearance of being .a reserve or contingency fund rather than a capital investment fund when it is tied directly to the General Fund. Second, direction was provided to modify the restrictive limits on the principal. There are basically two components to the principal question, the original amount placed in the fund and utilization of principal after it becomes part of the fund. The fourth point from the meeting relates to a suggestion to consider using a portion of the principal prior to the establishment of the Community Investment Fund. Procedurally, the fourth point is easy to accomplish by simply appropriating the desired amount out of the Consolidated Debt Service Bond Fund and then adopting the Community Investment Fund with whatever is left. The impact on subsequent earnings of the Fund after a principal reduction is demonstrated later in the memo. The modification of the restrictive limits on the principal is somewhat more difficult while maintaining the integrity of the Investment Fund concept. The proposed policy includes the following restrictions on the use of the principal: 1. Under Expenditure Limitations a. No principal used until 1993 b. Limit on use to two previous years' interest earnings and then repaid or the fund replenished through interest before any expenditures may be. made from the fund. 2. Under Funding Preference - projects using principal are given a lower priority. 3. Under the Amendments - expenditure limitations can be changed upon a unanimous vote of all five members of the City Council. Community Investment Fund February 22, 1991 Page Two The proposed policy/ordinance is attached to this memo and has not been modified to incorporate any changes to the restrictions until further direction is given. It should be noted that any of the funding procedures can be waived upon the affirmative vote of at least four Council members as can any other section except the principal expenditure limitations which requires all five. I believe one can eliminate some of the concern about using principal if you expect to borrow externally and use the interest stream from the Community Investment Fund for the debt service. The third request was for more historical analysis of where the money was accumulated. There are basically two sources. The first is the interest rate spread between what the City is paying on the borrowed money and what the City is making on the investment of the prepayment of assessments. The Consolidated Debt Service Bond Fund is a combination of all special assessment debt service funds existing in the City through mid-1978. Interest rates on most of those bonds are relatively low, consequently, the spread generates substantial income. The second source is refunding savings which have been generated through the refunding of any of the original issues. It should be noted that mid-1978 is a key date as that is when the first arbitrage regulations went into effect. The rules are now changed substantially and the potential for arbitrage gains is reduced through 1986 bonds and subsequently eliminated altogether. The following information is presented to put some numbers to the theoretical fund and present general material so that the financial impacts of any decisions can be easily determined. Interest earnings from Community Investment Fund: • Assuming $8,250, 000 Available Annual Interest Earnings Year 1 Only Rate, Total, 90% lo1 6% $495, 000 $445,500 $49,500 7% $577,500 $519,750 $57,750 8% $660,000 $594,000 $66,000 9% $742,500 $668,250 $74,250 10% $825,000 $742,500 $82,500 IIM E.; Community Investment Fund February 22, 1991 41) Page Three The impact of reducing the principal can be demonstrated as follows, each $1,000,000 reduction in principal reduces the interest earnings income stream as follows: Rate Total 00 6% ($60,000) ($54,000) ($6,000) 7% ($70,000) ($63,000) ($7,000) 8% ($80,000) ($72,000) ($8,000) 9% ($90,000) ($81,000) ($9,000) 10% ($100, 000) ($90, 000) ($10,000) The capacity for this revenue stream to support debt is as follows, each $1, 000, 000 borrowed at 7.0% requires annual debt service of $106, 000 over 15 years and $93, 000 over 20 years. Amount of Borrowing that Could be Supported at 7% Millions Rate 90% Earnings 15 Year 20 Year 6% $445,500 $4.2 $4 .8 7% $519,750 $4.9 $5.6 • 8% $594,000 $5.6 $6.4 9% $668,250 $6.3 $7.2 10% $742,500 $7.0 $8. 0 I believe the questions previously raised have been answered or material has been presented so that answers can be determined after some additional direction. If any additional information is requested please let me know. Finan irector/City Clerk EJV/jeh COMMUNITY INVESTMENT FUND Fund Created. There is hereby created a separate fund to be designated as the Community Investment Fund. This fund shall be maintained in the official City records and administered by the Finance Director in accordance with the provisions of this section. All surplus moneys in the Consolidated Debt Service Bond Fund which remain after the costs of each improvement have been fully funded, and which are not transferred to another separate improvement fund, shall be transferred to the Community Investment Fund. In addition, the following shall be deposited in this fund: a. All collections of special assessments and taxes levied for the payment of the costs of an improvement which are received after the improvement costs have been fully funded. b. Investment earnings generated by the moneys in the Community Investment Fund, and c. Any other moneys appropriated by the City Council or donated for the purpose of the fund. The principal of the fund shall consist of all transfers from the Consolidated Debt Service Bond Fund, subsequent collections of special assessments and taxes, and other moneys appropriated or donated to the fund. In addition, the principal shall be increased annually by an amount equal to ten percent of the investment earnings generated by the fund in the previous year. The remaining investment earnings shall not accrue to the principal and shall forever be treated as investment earnings available for expenditure in accordance with this section. Purpose of Fund. This fund shall be used solely to pay the capital costs of projects of general benefit to the City of Eagan. Expenditure Limitations. a. Expenditures from the fund shall be made solely from accumulated investment earnings until 1993. In 1993 and beyond, expenditures shall be made only from accumulated investment earnings whenever possible. b. Expenditures may be made from principal, but may not exceed an amount greater than the equivalent of the fund's investment earnings for the prior two consecutive years. If expenditures from principal are made, either they must be structured as a loan to repay the principal, or no further expenditures of any kind may be made from the fund until investment earnings have reestablished the principal at an amount equal to that existing before the expenditures plus ten percent of the investment earnings that would have been earned per year if the principal had not been reduced. gA • Funding Preference. Expenditures from the fund for competing projects shall be granted in the following order of preference: a. First Priority: Projects which can be funded within the amount of the available investment earnings. b. Second Priority: Projects using expenditures from principal funds which have the capacity to repay the principal amount borrowed. c. Third Priority: Projects using expenditure from principal funds which have no other reasonable funding source, are non- revenue producing, require significant funding, and will provide otherwise unattainable community benefit. Funding Procedure. Expenditures from the fund may be made only after compliance with the following procedure: a. The project to be funded must have been included for at least two years in the city's formally-adopted capital improvement program. b. The City Council must hold a public hearing on whether the proposed project should be funded. Notice specifying the date, time and place of the hearing, the project to be funded, and the amount of funding must be published at least ten days before the hearing in the city's official newspaper. In addition, efforts shall be made to give notice to the community through other reasonable means, such as newspaper articles, cable television and any city newsletter. The public hearing must be held on two separate days at least 30 days apart. The date and time of the second meeting shall be announced at the first. c. The City Council must make the following findings which shall be incorporated into an adopted resolution: 1. The project has sufficient community-wide benefit as determined by a review of its intended users, the degree to which it addresses a community-wide need or problem, and its consistency with other city goals, programs or policies. 2. The project to be funded could not occur but for the use of the Community Investment Fund. 3. The Community Investment Fund is not replacing funding from another previously programmed or available source. 4 . The project has been included in at least two consecutive formally-approved capital improvement programs. 5. If principal is used, the project has the ability to reasonably repay the funds, and use of the principal does. . not exceed the equivalent of the last two years' investment earnings from the Community Investment Fund. 6. An estimate of the ongoing annual operating and maintenance costs has been made and the source(s) for paying such costs identified. d. If any of the findings in paragraph (c) cannot be made and the project meets the expenditure limitations imposed in the Expenditure Limitations Section, expenditures may be made from the fund only after the affirmative vote of at least four Council members. Administrative Expenditures. The limitations imposed in the sections above shall not apply to reasonable expenses necessary for the administration of the Community Investment Fund. Amendments. No amendments may be made to paragraph (b) of the Expenditures Limitations Section except upon the affirmative vote of all five members of the Council. No other amendments to this chapter may be made except upon the affirmative vote of at least four members of the Council. /a • MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: FEBRUARY 22, 1991 SUBJECT: 1991-1995 CAPITAL IMPROVEMENTS PROGRAM Introduction The City of Eagan believes that it is a necessity to annually review and update its Capital Improvements Program (CIP) . By such a review, the Council and staff are better prepared to meet the financial restrictions facing governmental entities and to adjust to changing conditions. During the decade of the 1980's, the demand for services and the cost of providing them both increased rapidly. Currently, financial and development activities are complex and must be carefully analyzed. In order to evaluate projects, a methodology must be devised to determine which projects are the most important. The CIP includes the scheduling of public improvements for the community over a five (5) year period. This program takes into consideration the community's financial capabilities as well as it goals and priorities. To provide a level of credibility to the forecasting as presented . in the CIP document, a long range debt analysis will be prepared and reviewed. Because of the usefulness of the long range debt analysis and its relationship to the CIP, the analysis will be incorporated into the final CIP. In the future, these reports will coincide with the annual budget process. Using this approach, the City will have a better understanding of the demands on its financial resources in the coming years. For the purposes of a final CIP report, the capital improvement can be defined as a major non-recurring xpenditure for any expenditure for physical facilitie o gz�Tisrrtt6ent. Typical expenditures are the cost of land acquisition or interest in land, construction of buildings or other structures, construction of roads, utilities, parks, vehicles and equipment. The document as presented includes additional items which either have no cost or could more appropriately be noted as maintenance projects such as sealcoating. The inclusion at this point provides other useful information such as the total obligations of the major street fund, however. The CIP is directly linked to goals and policies, land use and community facility sections of the comprehensive plan, redevelopment and the maintenance of the community. The primary objective of the CIP is to integrate specific goals, policies and recommendations contained in the City's plan with its capability to pay for and maintain capital improvements. // 4 Capital Improvements Program 1991-1995 . The summary of the detail expenditures is shown in Table 2. Table 1 is a summary of proposed financing methods. Certainly not all of the capital improvements to be undertaken during this time period are known at this time. Rather, the information contained in Tabled represents a best estimate based on present knowledge and expected conditions. General Government Facilities and Equipment The general government facilities and equipment incorporates equipment, both new and replacement, municipal center and law enforcement building expansion and other equipment improvements for Administration, Finance, Data Processing and Community Development. It is proposed to construct a new addition to the municipal center building that would allow for expansion of law enforcement and municipal office space. The architectural services are estimated at $30, 000 while the building expansion remodeling is $2,500,000. Other improvements include the election equipment as required to expand the number of precincts and polling locations, data processing equipment to allow the City to expand its computer operations and a new video/sound system for the City Council Chambers which is financed from cable franchise fees. All other • equipment is replacement or new vehicles. Public Safety The five (5) year total for Police is $947,420. The major capital for the Police Department are replacement of marked patrol vehicles which average approximately $130, 000 a year for total of $650,000 of the total five (5) years capital. In addition to the marked patrol vehicles are unmarked patrol vehicles, a polygraph, the outdoor/indoor shoot range and other specialized vehicles. The Fire Department capital totals $4,498, 000 which includes the siting and construction of a new Fire Station #2. Also included in the capital facilities for the Fire Department is an acquisition of land and construction of Fire Station #6 which should complete the number of fire station locations within the community. In addition to fire stations, the five (5) year capital includes vehicle replacement for aging pumper trucks and other equipment and new vehicles to equip Fire Station #6. The financing for fire station improvements include a bond referendum in 1992 for Fire Stations #2 and #6 and the replacement and acquisition of new Fire Department equipment. Also included are revenues from the Equipment Revolving Fund and Community Investment Fund for renovation of the fire administration building, expansion of Stations #1 and #3 and replacement of certain vehicles. /C) • Engineering • All of the capital considerations in the Engineering Department are the replacement of inspection/engineering vehicles. The total five (5) year replacement is $92,000. It is anticipated that most of the equipment will be purchased from the Equipment Revolving Fund, however, there will be an effort to consider funding source availability from the General Fund. Central Services The capital proposed in the Central Services budget is for the most part the equipment that is necessary for the maintenance of the City's vehicle fleet. With the exception of minor building renovation projects in 1991 and 1992 for shelving, exhaust fans and electrical systems respectively, a cold storage building replacement/expansion is proposed in the amount of $700,000 in 1995. The total project cost for Central Services is $783, 500. Most of the funding source is user fee service charges which will complement the $700,000 proposed expenditure for the cold storage building. Public Works The Public Works five (5) year capital improvements report is presented in four (4) different categories consisting of Streets & Highways, Water Utility, Sanitary Sewer Utility and Stormwater IIM Utility which also consists of two (2) parts. The City of Eagan requires developers to finance and install all of the public improvements necessary to service their developments. Any oversizing of facilities to provide capacity to service an area greater than the project area is financed by the City through such sources as Municipal State Aid (MSA) funds, trunk water and sewer funds, special assessments, general obligation bonds and, in one • case with Northwest Airlines, a tax increment financing district. The criteria used in determining the timing of the projects within this program are as follows: • Approve preliminary plats which encompass oversized facilities that will require City participation; • Development interest in other areas which include oversized facilities and which could reasonably be expected to develop within the five (5) year period; • Improvements identified by the Council as high priority projects, such as the Northwest Airlines tax increment financing district proposal; • Projects which are deemed to be safety improvements which should be constructed within the five (5) year period; • /3 • Projects which utilize funds from other sources, such as 411 federal, state and county funds; and • Projects identified by the pavement management program (PMP) and scheduled for rehabilitation or reconstruction. It must be understood that the location and timing of various improvements, especially those that are related to development, can change drastically from year to year. Each of the four (4) categories will be discussed beginning with Streets & Highways. Streets & Highways The City annually adopts policies concerning construction of major streets and reconstruction of existing streets. These policies are available in the office of the Director of Public Works. The estimated cost of the county expenditures for road improvements were provided by the most recent Dakota County Highway Department's draft five (5) year CIP. The assessment revenue is calculated by a detailed analysis of assessable frontage taking into consideration the current zoning of the adjacent property and applying the standard zoning equivalent for assessment rates. It 410 is assumed that whatever is not financed by special assessments will be the responsibility of the major street fund (MSF) . The projected cost of the state's improvements were estimated along with other potential revenue sources. As previously mentioned, the CIP also considers a detailed evaluation of all local streets as a result of the recent implementation of the PMP. This program evaluated the current condition of every street existing prior to January 1, 1990 for a detailed field evaluation of its current condition according to standard parameters. The results of this evaluation were then computerized to arrive at a pavement condition index (PCI) on a scale of 0-100. The age of the street, past maintenance and history were also taken into consideration in evaluating whether reconstruction (PCI 0-35) , a street life extending overlay (PCI 35- 55) or normal routine maintenance consisting of crack sealing, patch/repair, sealcoating, etc. (PCI 55-100) would be most appropriate. All assessment revenues projected for financing these proposed improvements took into consideration the special assessment policy adopted by the City Council as implemented with the Rahn Road reconstruction project. A detailed analysis of assessable frontage, zoning/land use of adjacent property and the functional classification of the street were all taken into consideration. It is assumed that all unassessed costs would be the responsibility of the MSF. Also, the assessment revenue further breaks down the responsibility of private property versus City-owned property (City parks, fire stations, reservoirs, etc. ) . / ( • The reconstruction of local streets affecting existing residences is a very sensitive, complicated and time consuming process. It has been found to be very beneficial to establish a five (5) year reconstruction program and to inform the entire community of those plans so that affected property owners can anticipate the proposed improvement and make personal fiscal and/or relocation plans accordingly. It is recommended by the Director of Public Works the public hearings be held in September/October of every year for the following year's reconstruction program. This would allow the completion of the required detailed field survey during the fall of the year so the detailed plans and specifications can be prepared through the winter with bid solicitation being advertised during the very competitive early spring construction season. This program would also allow the project to be completed during one (1) construction season with final assessments scheduled for the following fall. Recognizing the benefits of this schedule, any major street reconstruction program is not proposed to be initiated until 1992 . The proposed overlay programs can be handled easier without as much field survey being required. Thereafter, the year of any particular street improvement will be based on the PCI rating. Signals Considered under the Streets & Highways category is a section entitled Signals. The estimated cost of the county signal improvements were provided by the most recent Dakota County Highway • Department's draft five (5) year CIP. Presently, there is no City policy that provides any revenue from special assessments for a signalization project. Signal improvements installed as a part of a greater County/State road project are financed through the major street fund. Streetlights The internal residential streetlighting systems have been installed with new developments or as petitioned by existing developments with 100 percent of the cost paid for through special assessments against existing developments or through final plat development contract agreements. These residential streetlighting systems are not included in the CIP as they are not scheduled or financed by the City and are dependent upon the development schedule of existing neighborhoods and/or developers. However, streetlighting at major intersections have been the financial responsibility of the City with approximately six to fifteen intersections addressed each year through the budgeting process. Normally, these are financed through the general fund budget under the Street Department. However, there have been situations where, upon completion of major county roads such as Lexington Avenue and Pilot Knob Road, the major intersection streetlighting installations have been financed by the MSF as a part of the county road improvement. Major intersection streetlights are specifically related to community collector • streets. Therefore, it is recommended that 100 percent of the 5- . year program ($66,350) be financed through the MSF and is presented accordingly. The total for the five (5) year CIP categorized as Streets & Highways is $15,848,782. The major source of revenue is special assessment bonds estimated at $7,670,050 and the major street fund at $6,630,699. The equipment for the five (5) years is funded through a combination of general fund and equipment revolving fund. The most significant expenditure for the general fund revenue source category is the impact of sealcoating at a cost of approximately $33,000 to as high as $184,000 with a five (5) year average of $100,000 during the five (5) years. Water Utility The capital improvements program lists the trunk water mains that are oversized in areas greater than the immediate development. Water mains that are not oversized are installed by the developer. In addition to the water trunk distribution improvements are capital improvements planned for the expansion of the water supply system which includes the addition of pumps, wells and the related equipment. Improvements to the water supply system will be financed through the sale of special assessment bonds and revenues collected for storage and supply user fees/service charges. The total project cost estimated for the five (5) years is $6,010,000. The cost of water system v Th r impro ements is financed through lateral assessments, water usage fees and connection charges. The assessment amount is based on the equivalent cost for the size of the water mains needed to handle each particular development. Usage fees and connection charges are adjusted annually based on a comprehensive rate study analysis which reviews construction and maintenance costs as related to projected water consumption amounts. Sanitary Sewer Utility City policy requires developers to install and finance all lateral sewer improvements required to service their developments. Therefore, the CIP includes the installation of oversized trunk sewers of which the City must share in the cost, replacement and maintenance of older sewage lift stations and the repair and replacement of aging sewer mains. The sanitary sewer system improvements are funded from lateral assessments, trunk sewer assessments and connection usage charges. Usage fees and connection charges are adjusted annually based on a comprehensive rate study analysis which reviews construction and maintenance costs as related to projected sewage disposal amounts. • The total cost for the sanitary sewer trunk and equipment relative to lift stations is $493,000. Most of that expenditure will be /6 • financed through the sale of special assessment bonds totalling $308,000, while user fees and service charges will fund the remaining $185,000. Storm Water Utility The Storm Water Utility actually consists of two (2) components, those being the trunk system and the water quality management plan implementation. For the trunk system, the City has followed a uniform storm sewer policy since the 1970's. This storm sewer policy establishes different assessment rates for various zoning districts. The variable rate recognizes the difference in runoff coefficients from different types of development. For example, the runoff from a commercial/industrial development is considerably greater than that from a residential development due to the increase in impervious surface. Rates are adjusted annually to reflect inflation. As with other public improvements, the City requires developers to install and finance all storm sewers required to service their developments. Any cost of oversizing is borne by the City. The total cost for improvements as proposed in the storm sewer utility trunk category is $1,955,300 of which $1,703,000 is to be financed through the sale of special assessment bonds. During 1990, the City adopted a storm water utility rate which is charged to all property in the City of Eagan as an addition to the water and sewer utility bill. A portion of the user fees that are collected are proposed to finance improvements to the water quality of certain ponds/wetlands. An example is the proposed $130, 000 improvement to JP67 that is planned for 1991. The CIP as presented does not include any proposed capital expenditures in the years 1992-1995 for the Water Quality Plan implementation. Equipment in the amount of $31,800 financed through user fees is included in 1991. As the plan is implemented, appropriate capital improvements will be identified and incorporated into the CIP document. They will be financed by user fees to the extent they are available. Parks & Recreation The Parks Master Plan, which was adopted in 1983, includes both an estimated plan and funding plan. The estimated cost of projected park costs through the 1990 planning framework was $7,700,000. A method of financing included park bond referendum, park grants and park dedication contributions. Also addressed as a part of the park systems master plan was the development of recreational trails along major and minor park trails and collector streets. The Eagan comprehensive trails plan was focused primarily to accommodate pedestrians and bicyclists, however, other trail uses were also considered. The park systems plan, including trails, are included • in the City's 1991-1995 CIP. The funding plan is to special levy for outstanding park bonds and fund new construction through a /7 • combination of park site development funds, a bond referendum, grants, equipment revolving and consideration from the community investment fund. The expenditure plan shows how these funds will be utilized. The major elements with the expenditure plan are park renovation, park improvements, park development, park upgrading and land acquisition. Like other departments, there is also acquisition of equipment. Park improvement is the building of additional facilities in an existing park in order to meet the changing and increasing needs of the community. Park development is construction of facilities and previously undeveloped parks. Park upgrading is the addition of new facilities or the improvement of existing facilities included in, park standards which is a part of the park systems plan. Park standards are the criteria for park upgrading. The land acquisition is an amount budgeted within the park capital fund for the acquisition of land. The total project cost to complete all park related improvements is • $11,555, 500. Summary The five (5) year CIP for 1991-1995 attempts to address major capital improvements that are proposed for a growing community. Fortunately, the City of Eagan continues to experience an increase in property valuation with a diverse residential, commercial and industrial building growth allowing the community to keep up with the necessary capital projects as identified in the five (5) year CIP. The City has ' experienced excellence in collections for special assessment projects, collection in property taxes and believes that its strong financial history and present cash position will support the proposed five (5) year CIP. A special thanks to all the departments who, like the annual budget, contributed a tremendous amount of research, forecast and planning to arrive at the information and support documentation for the 1991-1995 Capital Improvements Program. ("-\\44a City Administrator TLH/vmd • 411 .0 0 In 1.1 CO N . d b .In ' to 0 0a en e4 en en NO - N in 0 .r .e 4 0 0 . 0 • 8 M O 0 0 O Co 0 - 4 0 0 N • 0 0 0 0 0 0 0 0 0 0 e, N O .0 0 • 0 • 0 n n inn es In A z re N 11'f en • Y pQ 0 OD N en en a tO! O a 4 N N •S N (07 M W 0 N .-e 0 0 ••a ap \o .a a .r .e a 0 - 0 4 NO O. P ♦i .-I e!1 N 4 to e• $ O .O 4 4 en en NO 0 O e� ' i .10 C 0 o' es e e• .S ttoo n 4 n uun N b N .e .e .0 RD 0 .1 4 In we N In T L .Y o. .-I In o. 0 TT Z 0, a .--I O eni o0. 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O 0 0 0 0 O O 0 O O O 0- 0 o 0 0 0 0 P 0 O o 0 C O O o O OE+ 66666630, 0 O N N N N N N N N N N N r N V,N V)N N— N N N N N N N N N r NNNNNN N.+ • • • H g 888888888 WJ80080 O N O-o•N N N N •• ••• • .w c) O F N p 0 C O 8 • N Af W N 0 W N O p 0 pp o 8 g g g g g g g g 0O 00 0 00 0 0 00 0 0 00°o a•N 0 0 0 0 GC N m p1•••N N CD VP 2 U .+• f A ••• O. W O O N N N isa.I N N a. p 0 0004-, O O~O ON~ Cc C.O J.N a 1ff f.w H VU1 1�f N Iif N 61 N pI D(ss m I a. ti ya,I W N ► N N N N N N N N • = i S WWtS Z S Ei i>yd i> 0000000 1/1/-/S Z pp! I Ch Ch Ch eh Ch Ch Ch D. • t 7 W W W W M/ le W W i W Ch cm g O O O a alt O N W Q O O N N N N N MEMO TO: HONORABLE MAYOR AND CITY CODUNCILMEMBERS 410 FROM: CITY ADMINISTRATOR HEDGES DATE: FEBRUARY 25, 1991 SUBJECT: BUDGET REDUCTIONS As a follow-up to the proposed adjustments contained in the attached memo (Attachment . I) of February 20, 1991, to the Department Heads, the City Administrator and Department Heads met today to further discuss the 1991 budget. As explained in the earlier memo, the first reduction required by the recent State action was addressed through six rather large reductions involving four employee positions, contractual inspectors, watershed management and an increase in park revenues. These adjustments were concentrated in only five (5) operating departments. The basis of the discussion today was to try to determine an overall approach to additional adjustments which will probably be required. No one knows what the State will do but we really cannot wait to find out hence the additional work at this time. Each department has been diligently reviewing its operating budget on a line item by line item basis with the goal of another reduction, (167, 000) , of at least the same magnitude expected for the December, 1991 HACA payment. 110 Considerations by line item for each department along with additional revenue possibilities are included as Attachment II. It is important to note that no specific dollar amounts have been identified with any of the items and no overall impact on service deliveries has been determined. That will vary from department to department especially with any across the board reductions to expenditure appropriations. C 110Ln., City Administrato TLH/jeh 410 ATTACHMENT I MEMO TO: ALL DEPARTMENT HEADS FROM: CITY ADMINISTRATOR HEDGES DATE: FEBRUARY 20, 1991 SUBJECT: BUDGET REDUCTIONS/FEBRUARY 1991 The Director of Finance has verified the February 1991 HACA reduction with the Department of Revenue which is now estimated at $210, 038. The general fund reduction is 79.9 percent while the debt levy, major street fund and equipment revolving fund combined is 20.1 percent. The amount to be reduced in the general fund is therefore $167,820. The budget adopted by the City Council at the December 18, 1990 City Council meeting for the general fund was $11,109, 160. The revised budget with the following changes becomes $10,957,840, which is 1.8 percent greater than the 1990 budget. This would be the spending allocation for the remainder of 1991, with no further reduction by the State Legislature. The following is an approach to adjusting the 1991 budget which considers several positions, including the following: Administrative Intern Position - $19, 100 Community Development Intern Position - $19 100 Contractual Inspectors (reduction from $100,000 to $80, 000) - $20, 000 Fire Chief Position - $62,840 Public Works/Engineering Watershed Management - $10, 600 Parks & Recreation Intern Position and part-time seasonal - $23 , 020 Total Reduction $154,660 Increase in Park Revenues + $ 16.500 Total Adjustments $171, 160 This approach to the budget adjustment eliminates further reduction of line item operating expenses, allows the City to proceed with some much needed capital improvements to the municipal center building that are budgeted under Community Development and allows the City to continue the delivery of City services with the least amount of obvious disruption. This budget reduction does not include any cost adjustment for Police, which is consistent with the City Council 's priority to continue a strong allocation of resources for the health, safety and welfare as well as public education, such as the DARE program. This budget reduction scenario is obviously not an across the board percentage reduction by department and may seem unfair at first glance. However, it has other advantages. • Unfortunately, having heard Governor Carlson's State of the Budget message, it is anticipated that additional spending reductions will be necessary prior to the conclusion of calendar year 1991. Governor Carlson's message sent mixed signals to City governments, especially when the points were made that the State will: 1) reduce State mandates, 2) remove levy limits, 3) allow local tax options and 4) target spending. Then, he proceeded to state that an additional reduction in State aid to municipalities will reduce the current state aid distribution by several hundred thousand dollars by the end of '91. It is difficult, until the proposed budget is analyzed by the League of Minnesota Cities and further reviewed by the Legislature, to know exactly what will occur in the remainder of 1991. The aforementioned budget adjustment, which requires a reduction in the reliance on personnel, seems to be reasonable and positions the City to retain more options in dealing with the results of the Governor's new budget. It is becoming increasingly clear that this next round of adjustments will have a material effect on service deliveries and will require a City-wide approach more than a comparison of one department to the next. Line item reductions in appropriations such as electricity, motor fuels, repairs, etc. where there will be only limited ability to control expenditures will probably not be adequate. A comprehensive City-wide service delivery review across all departments will probably need to be undertaken and adjustments made on the basis of service delivery • priorities, which are obviously public policy decisions. Please review the adjustment , proposal for the February HACA reduction as well as the prospects for additional adjustments and make any suggestions. City Administrator TLH/vmd (43 ATTACHMENT II • 1991/1992 BUDGET ADJUSTMENTS LINE ITEM REVIEW BY DEPARTMENT EXPENDITURES AND REVENUES Administration • Reduce Conferences/Schools • Evaluate Organizational Memberships/Dues • Evaluate Sub Committees Finance • Reduce Conferences/Schools • Proportionate Line Item Reductions Data Processing • Reduce Minor Contractual Services (LOGIS) • Reduce Contractual Equipment Capital ' Community Development • Reduce Present Contractual Services through Attrition • Eliminate Minor Building Improvements (Ramp, Parking Lot, etc. ) • Reduce Conferences/Schools • Increase Fees Police • 90+% of GF is Personnel - Nickel and Diming Programs • Did Away with Team Policing • Rescheduled all Officers Based on Call Rates • Stacking Calls and Prioritize by Beat • Reduced Overtime • Reduced Training Expenses by 15% through more In-House • New Schools will not get DARE Program (Rahn and Oak Ridge) • Eliminated Major Investigation Fund • Use of MDT's Permits Reduction to one Dispatcher at Certain Times • Four Car Minimum reduced to Three Car Minimum • Dropped Accreditation Program • Mid-East Situation Reduced Patrol Cost but also Coverage 144 • Parks Cont'd: • Reduce Conferences and Schools • Reduce number of Sites for Playground Programming & Skating Rinks ($500/weekend day to keep rinks open) • Revenue -- Extend Fees to Athletic Associations for Use of Rinks, Ballfields, etc. -- Charge Utilities Budget for Maintenance of Pump Houses, etc. Forestry • Reduce Reforestation - Fewer Trees and Landscaping • Reduce Equipment Rental (R4 MAO kc City Administrator 7'^' TLH/jeh • /11111r , MEMO TO: MAYOR & CITY COUNCIL MEMBERS THOMAS L HEDGES, CITY ADMINISTRATOR GENE VANOVERBEKE, DIRECTOR OF FINANCE FROM: THOMAS A COLBERT, DIRECTOR OF PUBLIC WORKS DATE: FEBRUARY 13, 1991 SUBJECT: ASSESSMENT APPEAL SETTLEMENT AGREEMENTS LOT 4, CARLSON ACRES (WALTER NELSON) PROJ 466 PARCEL 10-01500-050-52 (DAVID TILSETH) PROJ 466 PARCEL 10-02200-011-76 (DAVID VOGT) PROJ 572 I have received formal Stipulation For Settlement Agreements for the assessment appeals associated with the above-referenced parcels for formal consideration and approval by the City Council which is scheduled for February 19. The following information provides appropriate detail pertaining to each assessment appeal and its subsequent resolution being recommended by the City Attorney's Office and Department of Public Works. LOT 4, CARLSON ACRES (WALTER & DELORES NELSON) - PROJ 466 This property was proposed to be assessed $14, 185. 53 for a 6" water lateral stub ($3 ,837. 18) , its proportionate share of storm sewer facilities within the County road improvement ($6, 384) and the cost to install 120 ' of a private storm sewer lateral stub ($3 ,964.48) . The water and storm sewer lateral stubs were installed in conjunction with a rezoning of the property from its current residential use to a commercial office building. However, the subsequent rezoning application was denied and the water and storm sewer lateral stubs will not be used. Also, a subsequent detailed survey of the property showed that the assessable area used to calculate the County road storm sewer participation assessment was less than what was used in the preparation of the final assessment roll. As a result of these issues, the original assessment obligation of $14 , 185.53 that was appealed was reduced to $6, 914 for its share of storm water runoff to the County storm sewer system. PARCEL 10-01500-050-52 (DAVID & CAROL TILSETH) - PROJ 466 The original final assessment roll included $769.50 for storm water runoff into the County road storm sewer system and $1,848.90 for the benefits received from the street improvement of Pilot Knob Road. The acquisition of additional right-of-way left this property as a nonconforming use relating to the front yard setback. Based on the City's appraisal, it was determined that the maximum benefit to the property was $1,309.20 which is split $769.50 for storm sewer and $539.70 for street improvements. Page 2 PARCEL 10-02200-011-76 (DAVID & MARCIA VOGT) - PROJ 572 This property was originally assessed for $9, 485 for the street improvement of Lexington Way from Diffley Road to the north end of the cul-de-sac. However, based on the results of the City appraisal, it was determined that the maximum benefit to this property is no more than $5, 500. Due to the fact that the original assessment rolls were adopted by Council action on July 10, 1990, for Project 466 and September 19, 1990, for Project 572 and certified to Dakota County, appropriate adjustments to their special assessment payment obligation should be made accordingly. While all negotiations leading up to this settlement were handled by Joe Early, due to his departure, all follow-through will be handled by Mike Dougherty. Respectfully submitted, II i A.. ►mss//L. . Director of Public Works TAC/jj cc: Deanna Kivi, Special Assessment Clerk Mike Dougherty, Assistant City Attorney