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09/29/1998 - City Council Special
AGENDA SPECIAL CITY COUNCIL MEETING TUESDAY SEPTEMBER 29, 1998 5:00 P.M. MUNICIPAL CENTER BUILDING COMMUNITY ROOM I. ROLL CALL & AGENDA APPROVAL II. VISITORS TO BE HEARD III. 1999 PROPOSED PUBLIC ENTERPRISE BUDGETS ■ Water & Sanitary Sewer Utilities ■ Storm Water Utility ■ Civic Arena IV. OTHER BUSINESS V. ADJOURNMENT BY SUNDOWN TO RECOGNIZE YOM- KIPPUR 1 . - " MEMO - city of eagan 'TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: AUGUST 25, 1998 SUBJECT: SPECIAL CITY COUNCIL MEETING/TUESDAY,SEPTEMBER 29 A Special City Council meeting is scheduled for 5:00 p.m. Tuesday, September 29 in the Municipal Center Community Room. Since Yom Kippur begins at sundown on Tuesday, it is agreed by the City Council that their meeting would adjourn no later than sundown on Tuesday (approximately 7:00 p.m.). A light lunch will be served. PROPOSED PUBLIC ENTERPRISE BUDGETS There are three(3)Public Enterprise budgets that will be presented for consideration at the meeting. The preliminary budgets for water and sanitary sewer utilities and Civic Arena are enclosed for your review. A summary of the storm water utility is also enclosed for your review. The actual budget sheets for the storm water utility will be distributed at the meeting on Tuesday. The Aquatic Pool budget will be presented in approximately two (2) weeks, at the October 13 Special City Council meeting. The Director of Parks and Recreation has been working on a preliminary budget and along with the City Administrator and plan to meet with Kristi Organ, the new Aquatic Pool Manager, next week to review the proposed budget. The Aquatic Pool Enterprise is a new business,with no history,which makes preparation of the first operating budget a challenge. This is similar to the start up of the Civic Arena in 1995 and before that the first storm water utility management budget in approximately 1990/1991. Also, at the October 13 meeting, the Police Department will present information on their budget and operations as requested by the City Council. Each year the City Administrator has been asked to review a particular department in more detail; during 1998 it was Parks and Recreation and this year it is Police. Also planned for that meeting,is the joint collaborative meeting that begins at 7:00 p.m. DIRECTION TO BE CONSIDERED ON THE PROPOSED PUBLIC ENTERPRISE BUDGETS: To provide direction to the City Administrator regarding the water and sanitary sewer, storm water and Civic Arena Public Enterprise budgets. Action to consider the Public Enterprise budgets-will not occur until the entire General Fund budget is considered for adoption at a regular City Council meeting in December. f r OTHER BUSINESS If time permits, the City Administrator and Director of Parks and Recreation would like to review the request by the Methodist Church and ask for appropriate direction on how to proceed with their request. For background information, review the additional information memo that included with this City Council packet. Also, the City Administrator can provide an update on capital construction projects and any other issues the City Council may have questions about. ADJOURNMENT The meeting will adjourn by 7:00 p.m.to recognize Yom Kippur. /S/ Thomas L. Hedges City Administrator a PUBLIC UTILITIES This section of the City's 1999 budget pertains strictly to the Enterprise Funds and contains no reliance on property taxes. The same philosophy as applied in the General Fund budgets of controlling expenditures and providing a high level of service,at the most efficient cost is also applicable to these operational budgets. Every effort is made through a fiscally responsible budgeting process to control user fees. Revenue projections for each of the departments is included on page . Discussion regarding each department budget and related budget worksheets follows. Sewer and Water Personnel: There are no changes proposed for sewer and water personnel for 1999 and the personnel breakdown for the water and sewer utilities follows: 1998 1999 Sanitary Sanitary Personnel 1996 1997 Water Sewer Water Sewer Admin.Asst. (Systems Analyst) 1 1 2/3 1/3 2/3 1/3 Utilities Operations Supervisor 1 1 1/3 2/3 1/3 2/3 Engineering Technician 1 1 0 1 0 Water Production Tech/Supervisor 1 1 1 0 1 0 System Maintenance Workers 11 11 5 6 5 6 Water Treatment/Prod. Workers 3 3 3 0 3 0 17 18 11 7 11 7 Water Utilities Operations: The total Water Utility budget proposed for 1999 is $4,891,800. This represents a decrease of 13.8 percent in the Operating Budget from the 1998 Operating Budget. Last year a capital improvement item was approved in the amount of$1,500,000 along with land acquisition budgeted at$400,000. The capital outlay for 1998 was $1,931,500 compared to a proposed capital budget of$90,500 in 1999. Most of this expenditure is offset with a budgetary request of$1,207,000 for 1999 which includes pulling and inspecting three (3) deep wells,painting both the Safari and Yankee reservoirs. Expenditures that relate more directly to operations increase from$1,793,400 in the 1998 budget to $1,813,700 for the recommended 1999 budget. Most of the other expenditures are relatively constant with some adjustment for inflation from 1998 to 1999. The capital outlay includes a generator,PC's for the SCADA system,Asteca software, an altitude valve for the Safari reservoir and a replacement pickup with plow. The City Administrator's budget concurs with the departmental request for the Water Utility. Enclosed on pages-8--through 121—are the budget worksheet pages for the Water Utility. 3 Sanitary Sewer Utility Operations: M . The Sanitary Sewer Utility budget is proposed at $3,669,700, an increase of 1.5 percent in the budget amount of$3,616,300 for 1998. The major changes proposed for the 1999 Operating Budget is an increase of $70,900 for the MWCC disposal charges which is estimated at $2,910,200 for 1999 and a decrease in capital outlay of$34,800 for mobile equipment. The total capital outlay budget for sanitary sewer is $25,500 which includes two (2) one thousand foot jetting hose, metal locators, a laptop PC and a mini-van replacemenet. The City Administrator's budget is recommending the $3,669,700 budget as presented. Enclosed on pages through-4—are the budget worksheet pages for the Sanitary Sewer Utility. Street Lighting: . The Street Lighting budget reflects primarily the cost of energy for neighborhood lights, community intersection lights and certain traffic signals. Also included in the budget are administrative costs transferred to the General Fund and minor costs to repair the system. The 1999 budget of$334,300 represents an increase of$15,800 from the 1998 budget. Enclosed on page J9 is the budget worksheet for Street Lighting. Since the budget is primarily a pass-through situation,no other spending levels are being considered. The City now owns certain street lights in the central area; consequently, a depreciation account was added in 1998 and is again included in the 1999 budget. Storm Drainage/Water Quality: The 1999 Storm Drainage/Water Quality budget includes the operations, renewal and replacement and expansion and modification programs as proposed for 1999. The proposed budget for 1999 operations and the proposed 1999 through 2003 Capital Improvement Program for replacement and renewal (R and R), expansion and modification (E and M)portions of the fund and the "cash balance"report which shows actual expenditures in the operations, renewal and replacement and expansion and modification portions of the fund will be distributed for consideration at the work session on Tuesday. During 1995 the City Council established certain budget parameters for the Storm Drainage/Water Quality program. It was approved that service fees would be reallocated retroactively to 70 percent operations, 10 percent renewal and replacement and 20 percent expansion and modification. The CIP and expansion and modification for calendar years 1996 through 2000 were also approved. It was determined by City Council policy that CIP expenditures in 2001 and beyond be placed on a pay as you go basis. A financial projection was generated based on revenue growth of two percent related to population and three percent related to fee increases. These changes were designed to put each of the three programs of expenditures on firm financial footing over a period of time. T The following is a summary of expenditures that are considered under operations, renewal and replacement and expansion and modification. Operations: The operations program funds a combination of water quality and conveyance activities. Primary expenses include the following: ➢ Staff salaries and benefits ➢ Lift station electricity Engineering services ➢ Public Utility administration ➢ Equipment depreciation ➢ Other(public education, street sweeping, chemical treatment and vegetation harvesting, sampling, WMO fees,printing, etc.) Renewal and Replacement: The renewal and replacement program funds primarily maintenance to the conveyance system. An example of these types of projects include the following: ➢ Lift stations-repairs/replacement ➢ Catch basin replacement ➢ Delta removal Expansion and Modification: The expansion and modification program funds capital projects for both water quality and conveyance. Examples of these types of projects include the following: ➢ Detention pond construction/retrofitting ➢ Bypass/dosing stations ➢ Storm sewer associated with street construction Staff is continuing to meet and finalize the operations,renewal and replacement and expansion and ' modification budget for the storm drainage/water quality fund and a copy of the actual budgetary request will be presented at the meeting on Tuesday. It should be noted that on the detail of revenues page,the storm drainage/water quality revenue for service fees and storm drainage penalties is estimated at$731,800 for 1999. CIVIC ARENA , The Civic Arena Fund budget accounts for the combined operations of the Eagan Civic Arena, which opened in October, 1995 and Civic Arena East which opened in September, 1998. Accordingly, 1996 was the fust full-year budget for operations in the Civic Arena and 1999 will be the first full-year of combined operations for Civic Arena East and the original Civic Arena. Similar to the first budget prepared for the Civic Arena three 3 ears ago,there is a P P ( )Y g � great deal of uncertainty in forecasting expenses and revenues, although, not to the extent experienced in 1995. There is a new schedule of skating, new skating school Director, an expanded skating school program, and a split in the hockey association caused by the opening of Eastview High School,all of which creates several unknowns. There is also some uncertainty of knowing if the planning efforts intended to coordinate the operations in scheduling of ice resurfacing is as good as planned. The City has created a financial expectation that the combined operations will produce revenue sufficiently large enough to pay debt service. The debt service requirement is approximately $127,000.00. The economies of scale in operating two (2) facilities with one manager, one concession area and other features should allow the facilities to generate the amount of revenue necessary to retire the debt obligation and to provide for all other operating expenses. Enclosed on pages A—througlkga'-are the budget worksheet pages for the Civic Arena. PERSONNEL Approved for implementation during the fall 1998 is a third full-time employee to be used part of the time for the Civic Arena operation. This action should reduce the number of hours previously anticipated for seasonal staff. There is also the addition of a one-fifth time clerical position. This position will be used to help coordinate the registration for the skating school along with other clerical responsibilities at the arena. The maintenance position and clerical position are being shared with the Parks and Recreation Department and Aquatic Facility budgets. The following is a breakdown of personnel for the Civic Arena: Personnel 1996 1997 1998 1999 Civic Arena Manager 1 1 1 1 Assistant Civic Arena Manager 1 1 1 I Maintenance Technician .5 Clerical Technician .20 2 2 2 2.70 The recommended budget for the Civic Arena Enterprise is $429,300.00 which is a 9.1 percent increase over the 1998 budget of$393,500.00. Please note this takes into consideration the combined operations of the two sheets of ice. 99 220 revenues-operation and non 1999 Budget 9/22/98 Public Utilities Fund DETAIL OF REVENUES Actual Actual Budget Budget 1996 1997 3998 1999 DEPARTMENTAL: Water 3711 Water Service Fees $3,469,526 $3,277,505 $3,360,000 $3,470,000 3712 Water Service Penalties 11,410 11,593 12,000 11,000 3713 Water Connection Permits 18,186 14,300 15,000 14,000 3716 Sale of Meters 85,636 88,589 80,000 90,000 3719 Water Turn Off/On Fee 4,290 4,785 4,400 4,000 3721 Constr Meter Permits 600 600 600 600 3722 Acct Deposit Not Refunded (34) (11) 0 0 3,589,614 3,397,361 3,472,000 3,589,600 Sanitary Sewer 3741 Sanitary Sewer Service Fees 4,022,397 3,993,289 4,200,000 4,300,000 3742 Sanitary Sewer Penalties 13,939 13,967 14,000 14,000 3743 San Sewer Connection Permits 17,995 13,700 15,000 13,000 4,054,331 4,020,956 4,229,000 4,327,000 Street Lights 3771 Neighborhood Light Svc Fees 174,621 182,166 184,000 185,600 3772 Neighbrhd/Comm Lt Penalties 563 564 500 500 3775 Community Light Service Fees 154,559 152,117 162,000 159,500 329,743 334,847 346,500 345,600 Storm Drainage/Water Quality 3761 Storm Drainage Service Fees 623,911 653,038 695,000 729,800 3762 Storm Drainage Penalties 2,112 2,116 2,000 2,000 626,023 655,154 697,000 731,800 NON-DEPARTMENTAL: 3016 Assmt Penalties and Interest 884 1,061 800 800 3310 Federal Grant-Water Qual 51,900 9,183 0 0 3340 State Grant-Water Quality 18,029 4,809 0 0 3426 Developer Escrow Reimbursmt 9,875 10,450 7,000 10,000 3427 Engineering Services 3,116 (3,127) 0 0 3442 Maint Equipment and Personnel 55 1,765 0 1,000 3810 Interest on Investments 1,552,189 1,787,868 1,650,000 1,800,000 3812 Interest on Assessments 53,780 80,735 63,000 50,000 3814 Interest on MWCC 11,495 9,712 8,000 7,400 3820 Antenna Site Rent 60,680 126,571 143,800 178,000 3840 Sale of City Property 1,395 4,345 0 0 3850 Contributions/Donations 2,400 0 0 0 3858 Water Quality Dedication Fees 220,486 90,616 35,000 35,000 3865 Connection Charge-Water 821,316 440,480 380,000 450,000 3868 Conn Chg-Water Treatmt Plant 522,639 559,288 300,000 500,000 3880 Other Revenue 315 92 200 100 3920 Other Reimbursements 4,311 2,434 0 4,000 3980 Transfers In 0 16,000 0 0 3,334,865 3,126,282 2,587,800 3,036,300 GRAND TOTAL $11.934.576 $11.534:600 $11.332.300 $12.030.300 I u � u u II u Oo o O O O o 0 Co O O o c E II o O o o O O Co o O o 0 0 M N O O O r1t. 00 O L M N O N N �) LO O to M N N Q' 11 O O O O O O O Co O O O ff11 O O O O O O O O O O O d 11 N O O O � OD O a LO N O 0 11 N M r 10 0) O N M N O II Q N r N M tf 0 O- 11 Q II d 8l II I 0 It r II OJ � 11 az 11 d n O u F- II o 0 0 0 0 0 0 0 0 0 0 0 w 11 O O p O O O O O O O O O 00 O 00 0) M (q O O Lc M N fl- O 11 (O N M N M M N N M r O) 11 O N N M r M � M L II 10 � m O II t�0 II Im m J 11 O) M w N N M M r v O d 11 f- M) O r 0) .- co r r I- (O 00 It Q 11 N M 00 M N W (C O C) p II v O — N 00 — O N ti M Cb V II M co •- r- M V `' co Q II 11 to r- 00 M 01 O O N w O l N J Q7 O 0) N to 00 f- v LO 0 00 r W Q 11 r' (O to N N N Lr r Nr- 0) D 11 f- O m n O N r- � M M �- O H II a� •- V M LO 0 W 3 Q ii 11 } UJ j m 11 w 0 m aco a u j Od D U i W W 0 W w �i cb LL W L W z � J N iia Q w Q Q z a w CO �LU < a u1 Q w p QO 0 a CO co ii ¢ Q Q v w a w c� w �� 1- cn w (n O ¢ W rJ z z w w w z a a w H U F= ui Y Z w X Q U g Cl)a ix 0 v w a 0 Q 0 CO a iUi 2 3 0 w 0 2 n y 11 n' O N O N et O d O Ln O N n 0 II LU .- r M V V U) to r- — N N — — — N N N N U •- r-II v w v V le qw "t qt qw v v qw 9 n i E If o 0 0 0 Om 0 0 0 0 0 0 0 0 c E 11 0 0 o M o .r O O m O O Im 11r N eh to O N c N t0 6 M N Q 11 •- N If jj O O OO O O O O O O O O O II O O O O O O O O O O O O O CT o 11 O O b ,O M O Nl O O W O ' O O) 11 r N M O O N 0) N w �O) O N G II r N � II II � 11 i5_ 11 II w Q II Q' E II aZ II (D if It W O (� 11 O t0 M O 0 LO O to ' to eF O Q 1 N M er O N M r M O� N M d r m II r N N t0 J 11 Ot- t0 O to co t0 r to r r coN d 11 to C) M to N r t7) N r co M N O Q 11 co tT t0 O O N •- ' co It � t0 O N 4m p II r CV r C N M L tl O N N Q N U If r ii r n co co I- N C) M t0 I� O O hr O J 111O V O � CO r 0 N Cl O to O O Q 11 M r In w O) r N 0 CD ' 0 to Go tD H " r N CV O Ma r r cs O L 6 r N Q II Q W � II Q O m W � C 11 CO m CO tr dp II LZLI D W W rn ° ii w a m w 0 a J a W U O i a w > Ix Q d C7 co ~ J oa W m N I- LU ii W a 10 Q J J ~ W U if F O Z a N Q W a 2 M Z ix z O W � tm- _ w 0 CO 11 3 Z m Q z V Q Q' Z m w � J w a a cai .� Q a Q z 0 i1 co U (� O m O 0. 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