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08/13/1981 - City Council Special NOTICE OF SPECIAL CITY OaWIL MEETING Please be advised that a special meeting of the Eagan City Council is scheduled for Thursday, August 13, 1981, at 7 :00 p.m. at the Eagan City Hall. AGENDA 1. Cable Television Advisory Committee Meeting 2. 1982 Proposed Budget 3. Clerical and Dispatcher Negotiations 4. Other MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: AUGUST 10, 1981 SUBJECT: SPECIAL CITY COUNCIL MEETING A special City Council meeting to consider additional information regarding the proposed 1982 Budget and salary negotiations as they pertain to the Police Dispatchers and Clerical personnel will be held immediately following the Cable TV Advisory Committee meeting on August 13 , 1981 . The City Administrator is planning to submit some additional information for City Council review on Wednesday, August 12, 1981. Therefore, the official notice of the special City Council meeting will be included with that information. G ity A ministrator �i R s i I I yfy f f f MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: AUGUST 12, 1981 SUBJECT: PROPOSED 1982 BUDGET - SESSION #2/8-13-81 At the first budget meeting held on July 30, 1981 , several questions were raised and additional information requested for consideration at the next budget meeting. The information requested is outlined below: I. Mill Rate for: A. Proposed Budget B. 15% C. Administrator' s Adjustment II . Review calls for Police dispatching regarding frequency and occurrence of calls. (Actual time of calls ) III . Justification for Police administrative request to hire two ( 2 ) lieutenants IV. Budgetary breakdowns by Department V. Interest impact on Fire Department Relief Association /Defined Benefit Plan Session #2 August 12 , 1981 Page Two I. MILL RATE The 1981 net assessed valuation used to determine the mill rate is $120,871-J93. For 1982 the net assessed valuation used to deter- mine the mill rate is $142,3217 . The following mill rate infor- mation is based on the aforementioned net assessed valuations for 1981 and 1982. Three proposals are considered: 1 . Departmental Recommendations 2 . Administrator' s Recommendation 3 . 15% Adjustment to 1981 Budget. 1981 PROPOSAL #1 PROPOSAL #2 PROPOSAL #3 ITEM AMOUNT MILL RATE AMOUNT MILL RATE AMOUNT MILL RATE AMOUNT MILL RATE DEBT SERVICE 332,400 2.750 306,800 2.1562 306,800 2.1562 306,800 2.1562 GENERAL FUND Levy Limit 1,508,722 12.482 1,664,899 11.698 1,664,899 11.698 1,664,899 11.698 Special Levies 188,373 1.559 747,341 5.251 535,301 3.761 292,662 2.056 Sub-Total 1,697,095 14.041 2,412,240 16.949 2,200,200 15.459 1,957,561 13.754 ROAD & BRIDGE 125,000 1.034 147,160 1.0341 147,160 1.0341 147,160 1.0341 TOTAL BEFORE FISCAL DISPARITIES 2,154,495 17.825 2,866,200 20.139 2,654,160 18.649 2,411,521 16.944 LESS FISCAL DISPARI- TIES DIST. (60,356) (.499) (80,000) (.562) (80,000) (.562) (80,000) (.562) NET TOTALS 2,094,139 17.326 2,786,200 19.577 2,574,160 18.087 2,331,521 16.382 1 By keeping the mill rate constant for the Road and Bridge Fund, the percentage of levy related to the total base levy limit allowed increases from 7.6% to 8.1%. 2 There is no consideration given to the appropriation of tax dollars to offset apparent deficits in bond funds where City participation was authorized. Due to a tremendous increase in the assessed valuation, it is possi- ble to maintain current levels of service and provide an increase in the service with an insignificant impact on the mill rate. Session #2 August 12, 1981 Page Three II. POLICE DISPATCHER CALLS Yearly Comparatives by Class/Crime Total Reported Total Reported Total Reported Offenses Offenses Offenses 1979 1980 1981 Jan. 1 ,161 1 ,159 1 ,155 Feb. 1 ,035 1,050 1 ,283 March 992 1,114 1 ,350 April 1 ,187 1 ,294 1 ,335 May 1 ,093 1 ,406 1 ,502 June 1 ,404 1 ,589 1 ,684* July 1 ,520 1 , 718 Aug. 1 ,456 1,514 Sept. 1 ,281 1 ,391 Oct. 1 ,330 1 , 388 Nov. 1 ,188 1 ,281 Dec. 1 ,198 1 ,257 AVERAGE 1,237 1,348 1,385 *Calls- by- Daily- Breakdown- for June, 1981 Sunday - 175 Monday - 243 Tuesday - 283 Wednesday - 244 Thursday - 237 Friday - 271 Saturday - 231 TOTAL 1,684 Calls by Hourly Breakdown for July, 1981 Midnight to 3 : 59 - 222 4 :00 to 7 : 59 - 109 8 :00 to 11 :59 342 Noon to 3 :59 - 343 4 :00 to 7 : 59 - 309 8 :00 to 11 : 59 - 359 Between 8 :00 A.M. and 6 : 00 P.M. , approximately 835 administrative calls were handled that are not reported as Police response calls. There are basically three ( 3) shifts for the dispatchers : 1 . 7 :00 A.M. - 5 : 00 P.M. 2 . 4 :00 P.M. - 10 :00 P.M. 3. 9 :00 P.M. - 7 :00 A.M. 1 � Session ##2 August 12, 1981 Page Four III. POLICE ADMINISTRATIVE According to the Chief of Police, administrative work performed by the sergeants has increased substantially in the past two ( 2) years. The sergeants are expected to perform administrative duties while also acting as foremen for the patrolmen. The position of lieutenant is recommended to allow additional time for administra- tive duties . Sergeants would be expected to become the equivalent of working foremen and, therefore, could be assigned patrolling duties. The City Administrator will explain the proposal in further detail at the meeting on Thursday. IV. DEPARTMENTAL BREAKDOWNS Attached is a budgetary breakdown for each department by account and object description. Support information will be available on Thursday. V. FIRE DEPT. RELIEFASSOCIATION Attached is a copy of a memo entitled "Projected Loss of Interest Relating to Defined Contribution Plan for Volunteer Fire Department" that provides information on the loss of interest for the Fire Department. City Administrator MEMO TO: COUNCILMEMBER SMITH FROM: CITY ADMINISTRATOR HEDGES DATE: AUGUST 4, 1981 SUBJECT: PROJECTED LOSS OF INTEREST RELATING TO DEFINED CONTRIBU- TION PLAN FOR VOLUNTEER FIRE DEPARTMENT The following information illustrates the amount of interest the Volunteer Fire Department would have gained had the defined contri- bution plan been accepted as of January 1, 1981 . There are several assumptions , therefore the numbers may not be exact once the new actuarial is performed for the Fire Department. I can explain verbally some of the assumptions that were made in the following calculations : 8-3-81- Total 1981 Account $6069775 Annual Contribution 42,000 Assests at 12-31-80 353,897 Unfunded Accrued Liability 12-31-80 275,100 $606, 775 [ 353,897] Cash Payment Required $2.52,9-/T- I Year Contribution 42,000 Total Available for Investment (Additional) $294,878 12-30-80 Rate (Average Yield 13.44) Best Rate at 12-30-80 15. 28% PER- MONTH Assume $300,000 Investment at 152% $3;875 16% $4,000 17% $4,250 18'/0 4,500 it minksra cc: Honorable Mayor and City Councilmembers