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09/08/1987 - City Council SpecialAGENDA SPECIAL MEETING OF EAGAN CITY COUNCIL SEPTEMBER 8, 1987 EAGAN MINNESOTA 7:00 P.M. I. DISCUSSION OF DRAFT 1988 BUDGET II. OTHER BUSINESS III. ADJOURNMENT MEMO TO: HONORABLE MAYOR & CITY FROM: CITY ADMINISTRATOR HEDGES DATE: SEPTEMBER 31 1987 SUBJECT: 1988 DRAFT BUDGET/2ND REVIEW At the August 20, 1987, budget workshop session, the entire draft 1988 budget was reviewed in detail. There were a number of considerations reached by the City Council in an effort to consider various budgetary reductions. At the special meeting, reductions totalled $131,680. The City Administrator was directed to further adjust the budget to allow for a $200,000 total budgetary expenditure reduction. It was suggested by the City Council that some of the revenue projections, i.e., building permits, were too high and should be reduced by an amount equal to the reduction in expenditures. The City Administrator has completed his review and is suggesting an additional expenditure reduction of $68,320 in addition to the $131,680. The reduction in expenditures is therefore $200,000; however, the Cable TV account increased in both expenditures and revenue and the net budget reduction at the bottom line is $184,980. The following narrative reviews by department the City Council and City Administrator's reductions. Following this portion of the narrative is a review of revenue reductions as proposed by the Director of Finance. O1 MAYOR AND CITY COUNCIL There were no changes proposed by the City Council or City Administrator. 02 ADMINISTRATION It was proposed by the City Council that a fourth newsletter be eliminated at an expenditure of $3,500. The City Administrator has reduced the budget by an additional $1,500 which includes adjustments to Professional Services, General and Employment Advertising. 03 DATA PROCESSING There are no changes proposed by the City Council or City Administrator. 05 FINANCE/CITY CLERK The City Council is recommending elimination of the Opti -Scan Ballot Counting machines at an expenditure of $72,000. The City Administrator has reanalyzed legal notices and is suggesting a decrease of that account by $1,000. 06 LEGAL There are no changes proposed by the City Council or City Administrator. 07 COMMUNITY DEVELOPMENT The City Council is proposing to eliminate a general fund expenditure for moving the town hall at a reduction of $14,000. City staff, with Dakota County, is researching potential funding sources and further examining other City funds that could absorb the relocation costs. The City Council also reduced the sign inspector from a permanent, part-time employee to the current contractural status which is a reduction of $4,400. There was also a question regarding a space needs study in the amount of $15,000 and direction was given to prepare a memo with support documentation and addresses the rationale for a space needs analysis. This memo is attached and referenced as pages through for your review. The 'City Administrator has further reviewed the budget for Community Development and is suggesting a reduction of $1,000 for operating supplies, $1,000 for Professional Services, Planning, $10,000 for Professional Services, Building Inspection, and has eliminated the Capital Expenditure for a fluorescent monitor program in the amount of $18,600. 10 CABLE TV The Cable TV budget (accounted for by the City) has been increased by $15,020 to reflect a similar increase to estimated franchise fees. Revenues have been increased by the same amount. A revised Cable Communications Commission budget is enclosed as pages_ through for your review. 11 POLICE The City Council is suggesting that celular phones not be purchased in 1988 at a reduction of $5,370. The City Administrator has also adjusted the budget by decreasing Automotive Equipment Repair by $1,000 and Capital Expenditures for the Night Vision Binoculars and 5th Wheel Speedometer Calibrator, totalling $4,500. The City Administrator would like to reserve the right to further discuss these two reductions with the Chief of Police to allow the Chief some flexibility before drafting the final budget to substitute the elimination of other capital items for the binoculars or speedometer calibrator after further prioritization. 12 FIRE There were no reductions proposed by the City Council for the Fire Department. Upon review of the proposed Capital Outlay requests, it was realized by the City Administrator that a training center allocation in the amount of $12,765 was approved for funding allocation in 1986 as a non -budgeted amount and, therefore, is proposed as a reduction for a 1988 expenditure. 15 EMERGENCY PREPAREDNESS There were no changes proposed by the City Council or City Administrator for Emergency Preparedness. The City Administrator is planning to reorganize and incorporate the emergency preparedness as a part of the Police budget, giving emergency preparedness responsibility to the Chief of Police if acceptable by the City Council. 21 PUBLIC WORKS/ENGINEERING The City Council did reduce a Capital Expenditure in the amount of $1,000 for a celular telephone. The City Administrator is also proposing a reduction in the amount of $2,000 for Professional Services, Engineering. 22 STREETS AND HIGHWAYS There were no reductions proposed by the City Council under streets and highways. The City Administrator is suggesting a reduction in the amount of $7,000 for a concrete saw under Capital Outlay in that department. If the paver/grinder is approved as a capital expenditure, the Director of Public Works may be required to either rent or purchase a concrete saw which could reprioritize other capital expenditures as proposed. 24 CENTRAL SERVICES MAINTENANCE There were no reductions proposed by the City Council for Central Services Maintenance. The City Administrator is proposing a $1,000 reduction under Janitorial Services and a $5,000 reduction in the landscaping for the new Public Works facility. By reducing the landscaping, the Public Works Department will be required to phase all landscaping improvements over a two (2) year period; therefore, it is anticipated that a $5,000 expenditure would be budgeted in 1989 for landscaping. 31 PARKS AND RECREATION At the budget workshop session, the that it is necessary to add a $5,000 purchase of merchandise that will be revenue. This relates specifically to candy, pop and other eateries that will stand. The City Council reallocated position to forestry which creates a The City Administrator has reduced the an additional $1,000. 32 FORESTRY City Administrator stated expenditure item for the resold and claimed as a concession items, such as, be sold at the concession a one-fourth maintenance net reduction of $8,460. building repair account by The City Council eliminated a full-time forester position at an amount of $35,210. The reallocation of a one-fourth maintenance person from Parks has increased the budget $8,460 and a reduction of tree inventory provided a budgetary reduction of $1,200. The City Administrator has also reduced the capital for other improvements by an additional $1,500. 41 CONTINGENCY To balance the total gross revenue reduction at $200,000 the Contingency account was increased slightly from $9,890 to $10,430. Attached with the appropriate pages numbers are the revised budget worksheets that correspond to the City Council and City Administrator's changes as described in the aforementioned paragraphs. With these reductions, the proposed 1988 operating budget is $8,652,100. At the last budget work session, there was discussion regarding one (1) year special levy for equipment certificates as opposed to a two (2) year spread as suggested in the original budget narrative. In order to purchase the $571,000 of capital equipment needs in one (1) calendar year, it would be necessary to utilize the fund balance or the City will experience a mill rate increase as opposed to a mill rate decrease. One option to consider is utilization of the fund balance for the remainder of the radio communications which is estimated at $200,000. The radio communications equipment is a special acquisition that will be amortized over fifteen (15) years and is the type of expenditure that traditionally the City Council would have financed through the use of federal revenue sharing funds. By utilizing the fund balance for the radio communications, it would be necessary to finance $371,000 of capital which would lower the reduction in mills from .695 to approximately .441. The capital outlay request for 1988 was reduced by the City Administrator prior to City Council review at the first work session and further reduction could impair some operations and delivery of service in 1988 by our Streets and Parks Departments. REVENUE REDUCTIONS The Director of Finance has reexamined the revenue projections and those estimates, as previously presented, have been reduced by $200,000 in the following accounts: Building Permits Plan Check Fees Administrative Transfer Interest Earnings Central Services Maintenance - Public Works $80,000 40,000 60,000 18,000 2,000 $200,000 There is also an increase to the Cable TV reimbursement account of $15,020, consequently, the net reduction is $184,980 and the estimated total decreases from $8,837,080 to $8,652,100. SUMMARY The draft 1988 budget has been revised per the direction of the City Council. Any adjustments have an impact on service delivery and local government operations; however, the selected revisions should not create any hardship or serious impact for the City's delivery of service in any given department. If any City Councilmembers need additional information for the Tuesday budget work session, please feel free to contact this office. It is the intention of the City Administrator to cover the revisions as proposed and answer any questions the City Council might have regarding the original budget presentation. 1--� - City Administrator f TO: CITY ADMINISTRATOR HEDGES FROM: ADMINISTRATIVE ASSISTANT HOHENSTEIN DATE: SEPTEMBER 4, 1987 SUBJECT: RATIONALE FOR SPACE NEEDS ANALYSIS This memo will serve to address the rationale for a space needs analysis as it pertains to the proposed 1988 budget. The function of such a study will be to apply the talents of a professional space analyst to the expanding staff needs of a growing community. When the Municipal Center was built, it was anticipated to serve a population and house a staff comparable to what we have today. As we have grown much more quickly than could have been reasonably anticipated the available space in the building has begun to approach a saturation level. If the building is to continue to serve Eagan, a more efficient and optimal use of its space is essential. The building was designed to be flexible and its open design has facilitated several remodelings or rearrangements already. However, each of those modifications involved the location of workstations in previously unutilized or underutilized portions of the building. Such space no longer exists. Two things are apparent: first, that inefficiencies in the current arrangement may not be overcome without the services of a design professional capable of matching needs to functions in a systematic manner; second, that the use of the lower level of the Municipal Center is essential if the effective life of the building is to be extended more than a few years. Further, the addition of a new department head will require a substantial rearrangement of the functional spaces of several departments. This situation presents a reasonable opportunity to introduce efficiencies into the workplace to prolong its effectiveness. Such an opportunity is not likely to repeat itself any time soon. The function of a space needs analysis would be to analyze staffing projections in the near future and define a phased plan for their incorporation into the building's general floorplan. The general format for such a study is attached. The City of Woodbury undertook such a study to better anticipate its space needs in anticipation of remodeling, expanding or building its city hall. The study was done by Winsor/Faricy, the firm which is designing the new Burnsville City Hall. Both cities have expressed satisfaction with the company's work and were used as references in the preparation of this budget request. There are other architectural firms which are also highly recommended. The cost may seem substantial if not viewed in terms of the alternative, which is to go through a series of unrelated remodelings of existing space, with the effective life of the building being substantially reduced due to unforeseen inefficiencies in space utilization. If such a study forestalls the need to bond for a building addition even a few years, it 51 could be justified. I hope this explains more fully the perceived need for a space needs analysis. It is a functional, rather than decorative, exercise intended to anticipate organizational needs rather than respond to them. If you have further questions in this regard or wish additional background, please let me know. finis restive Assistant Att. 7 Page 4 STATEMENT OF WORK This section sets forth the scope of the work required for a staff and facilities study. The study shall consist of a series of tasks to be completed by the consultant. Fifteen (15) copies of all deliverables and draft study documents shall be submitted to the Project Manager. PHASE I Task 1 - Identify Staff Needs Staff needs shall be defined for the departments of Administration, Community Development, Assessing, Building Inspection, Finance, Police and Recreation for the years of 1987 through 1997. Task 2 - Identify Facility and Equipment Needs Identify space allocation and utilization of staff as it relates to present and future use for the departments of Administration, Community Development, Assessing, Building Inspection, Finance, Police and Recreation. Such allocation and utilization identification must be based on the proper function of each department along with maximizing a design which promotes appropriate interrelationship between departments. Task 3 - Present Evaluation Matrix of Building Alternatives A. Develop and complete an evaluation matrix of an analysis to determine which of the following options best address the City requirements for staff space allocation for the years 1987 - 1997. 1. No change of existing structure or space. 2. Remodel and add on to the current building at 2100 Radio Drive. 3. That a separate building be constructed on city owned land to accommodate one or more departments currently housed at 2100 Radio Drive. This option must include text specifying how the present building at 2100 Radio would be utilized by city staff. B. The City reserves the right to make the final determination of the matrix components in the evaluation of Tasks 3.A1, 3.A2, and 3.A3. The City also reserves the right to determine the numerical weighing values of the matrix components. r7 Page 5 STATEMENT OF WORK C. The evaluation matrix must be accompanied with text which thoroughly reviews the evaluation matrix. Such text must have accompanying it a physical/function layout of the proposed facilities as it relates to departments including schematic designs and perspectives of the building(s) and site. The text should conclude by recommending no change, remodeling of the current building, or building a separate municipal building with possible remodeling of the current building. Recommendations must be accompanied with detailed rationale. D. The recommended option must identify the .years in which to phase in the recommended building options. PHASE II Before any work is to be initiated in Phase II all tasks for Phase I must be completed and thoroughly reviewed by the City Council. After such review the Council will determine whether or not to proceed with Phase II and which tasks will be appropriate to complete. Task 1 - Complete Concept Design A. If constructing an addition and/or remodeling the present �I municipal building will be all that is required to address the staff space allocation and utilization needs for the year 1987 through 1997 the consultant will complete the concept design or preliminary design work for such an addition and/or remodeling. Such work shall include preliminary cost estimates for site improvement and building construction. B. If construction of a separate additional municipal building is required the consultant will: 1. Complete the concept design or preliminary design for the new building along with providing preliminary cost estimates for site improve-ments and building construction. 2. Complete concept design or preliminary design work to best utilize the present municipal building along with providing preliminary cost estimates for site improvements and required building construction. '�T M E M O R A N D U M Burnsville/Eagan Cable Communications Commission TO: PAUL WOOD, CHAIR, BOARD OF DIRECTORS MEMBERS OF THE BOARD OF DIRECTORS LINDA BARTON, BURNSVILLE CITY MANAGER TOM HEDGES, EAGAN CITY ADMINISTRATOR FROM: RALPH B. CAMPBELL, III, ADMINISTRATOR SUBJECT: 1988 BUDGET PROPOSAL BACKGROUND Attached to this memorandum is the proposed 1988 Commission budget (Attachment A). The Board must provide a budget to the city councils every year. This budget proposal has been designed to insure that basic services provided by the Commission are adequately financed with revenues estimated at realistic levels. Reserves that attempt to afford protection for the future are also funded. DISCUSSION The Commission's budget is divided into three funds, the GENERAL, LOCAL PROGRAMMING, and INSURANCE DEDUCTIBLE funds. Two new funds, EQUIPMENT REPLACEMENT and FRANCHISE ENFORCEMENT funds, are proposed to be created in 1988. Assets of these funds are as follows: 1) cash in money market insured checking account number 27- 30283 held at the Eagan Branch of First Bank Burnsville; and, 2) certain fixed assets including office furniture and video equipment Brief descriptions of the line items composing these funds and the rationale for proposed and projected line item amounts are below. The Commission's fiscal year is 1 January to 31 December. Burnsville/Eagan Cable Communications Commission MEMORANDUM: 1988 BUDGET PROPOSAL 14 AUGUST 1987 GENERAL FUND (Lines 1-65) This fund's activity includes the items listed below. The GENERAL FUND is the financial plan for the bulk of the Commission's financial activity. This fund provides the goals for the administration of all Commission revenues and expenses except those related to local programming capital expenditures and grants. -REVENUES-( Lines 5-15) Received during the fiscal year including INCOME. REVENUES are proposed to increase to $280,668. INCOME (LINES 7-12) Transfer from Fund Balance (LINE 8) Cash projected to be held by the Commission on 1 January 1988 that will not be committed to pay expenses incurred in 1987. The projected amount is $94,834. Interest Income (LINE 9) Received as interest on cash held in the money market insured checking account. The interest rate is based upon money market rates set by First Bank, Minneapolis. This interest is allocated among all funds according to their relative balances. The projected allocation to the GENERAL FUND is $4,500. Member Contributions (LINES 10-12.) Received from the member cities to support the Commission. These amounts are transferred from franchise fees received by the cities from Group W Cable of Burnsville/Eagan, Inc. (Cable TV North Central). The Proposed 1988 Budget amounts were provided by the cable operator in a 24 2 Burnsville/Eagan Cable Communications Commission MEMORANDUM: 1988 BUDGET PROPOSAL 14 AUGUST 1987 July 1987 letter (Attachment B). Eagan (LINE 11) Received from the City of Eagan, projected to be $79,516. Burnsville (LINE 12) Received from the City of Burnsville, projected to be $101,818. - EXPENDITURES - (LINES 17-57) Proposed to be spent during the fiscal year including PERSONAL SERVICES, OFFICE SUPPLIES, OTHER SERVICES AND CHARGES, CAPITAL OUTLAY, and ADVANCED FRANCHISE FEES REPAYMENT. EXPENDITURES are proposed to increase to $280,668. PERSONAL SERVICES Administrative Salaries (LINE 20) Paid to the Commission's administrator. The proposed salary cap, $36,050, will allow the administrator's salary to become more closely in line with other Twin Cities metropolitan area cable administrator's salaries and benefits. City/Staff Support Wages (LINE 21) Paid to the Cities of Burnsville and Eagan for services received from their staffs associated with the administration of Commission. Departments providing services to the Commission include clerical, receptionist, engineering, planning, finance, and administration. A part-time secretary is proposed to be added and Administration departmental involvement is expected to increase. $14,000 is proposed. Benefits (LINE 22) Paid as benefits to the administrator and those charged under City/Staff Support Wages. Benefits, which include health and life 3 /Z Burnsville/Eagan Cable Communications Commission MEMORANDUM: 1988 BUDGET PROPOSAL 14 AUGUST 1987 insurance, vacation time, and sick leave, are calculated as thirty percent of the sum of Administrative Salaries and City/Staff Support Wages. Benefits.are projected to be $11,897. Mileage/Parking (LINE 23) Reimbursed to the administrator for documented expenses associated with business related mileage and parking proposed at $600. Office Supplies (LINE 26) Amounts paid primarily to the City of Eagan for general office supplies including letterhead, copying, pens, paper, etc., proposed at $600. OTHER SERVICES AND CHARGES Professional Services -Legal (LINE 29) Paid to the Commission's legal counsel, O'Connor & Hannan, which provides legal counsel to the Board, City Councils, and administrator, legal representation on behalf of the Commission in matters before the Board, review of ordinance revisions, resolutions, contracts, and other legal documents, and coordination among other cable commissions. This account is proposed to decrease 50% to $5,000. Professional Services -General (LINE 30) Paid to Commission -approved technical and financial advisors, other than those chargeable to reimbursable account. The annual financial audit of the Commission's financial records is charged to this account. A 50% decrease, to $5,000, is proposed to this account. Bond (LINE 31) Paid to maintain bonds for the signators of the Commission's checks, proposed at $150. 4 13 Burnsville/Eagan Cable Communications Commission MEMORANDUM: 1988 BUDGET PROPOSAL 14 AUGUST 1987 Franchise Fees Audit (LINE 32) Paid to an accountant to certify that the cities are receiving franchise fees as defined in the franchise ordinance, proposed at $1,000. Planning Facilitation (LINE 33) Paid to facilitator to assist in determining and monitoring achievement of organizational objectives, proposed at $600. Liability Insurance (LINE 34) Paid to maintain public officials' liability insurance for Board members and the administrator, proposed at $4,000. Board Member Subscriptions (LINE 35) Paid to the cable operator to provide basic service on one set with remote control and one premium service to Board members. Meeting Expense (LINE 36) Paid for presentation materials and for refreshments and food for meetings held during mealtimes. Postage/ Telephone (LINE 37) Paid to the City of Eagan for the provision of postage and telephone services, estimated to be $1,500. Data Processing (LINE 38) Paid for data processing supplies, e.g., diskettes, small peripherals, maintenance. Membership Dues (LINE 39) Paid to maintain membership in organizations as approved by the Board. These organizations are as follows: Minnesota Association of Cable Television Administrators (MALTA) -$300. National Federation of Local Cable Programmers (NFLCP)-$100. National Association of Telecommunications Officers and Advisors (NATOA)-$250. The proposed total for this account is $1,000, a fifty percent decrease from 1986. 5 Burnsville/Eagan Cable Communications Commission MEMORANDUM: 1988 BUDGET PROPOSAL 14 AUGUST 1987 Conferences (LINE 40) Paid to attend conferences sponsored by organizations as approved by the Board as follows: Minnesota Association of Cable Television Administrators (MALTA) Annual Conference, 11 participants @ $150-$1,650; Minnesota Association of Cable Television Administrators (MALTA) Fall Conference, 11 participants @ $25-$275; National Federation of Local Cable Programmers (NFLCP) Annual Conference, 4 participants @ $900-$3,600; National Association of Telecommunications Officers and Advisors (NATOA) Annual Conference, 3 participants @ $1000-$3,000. Total proposed amount for this account is $9,000. Contingencies (LINE 41) Contingencies provide a reserve for unforeseen expenditure obligations and known obligations with indeterminate cost. As with all expenditures, none are made from this account without prior Board approval. A 44% decrease to $6,265 is proposed. TRANSFERS Transfer to Local Programming Fund (LINE 45) Paid to the LOCAL PROGRAMMING FUND (LINES 68- 122), proposed to be $154,057. Expenditures are described later in this memorandum at the line numbers stated above. Transfer to Insurance Deductible Fund (LINE 46) Paid to the INSURANCE DEDUCTIBLE FUND (LINES 127-155), proposed to be $5,000. Expenditures are described later in this memorandum at the line numbers stated above. Transfer to Equipment Replacement Fund (LINE 47) Paid to the EQUIPMENT REPLACEMENT FUND (LINES 162-188) proposed to be $5,000. Expenditures are described later in this memorandum at the line numbers stated above. 6 115 Burnsville/Eagan Cable Communications Commission MEMORANDUM: 1988 BUDGET PROPOSAL 14 AUGUST 1987 Transfer to Equipment Replacement Fund (LINE 48) Paid to the EQUIPMENT REPLACEMENT FUND (LINES 162-188) proposed to be $5,000. Expenditures are described later in this memorandum at the line numbers stated above. Transfer to Franchise Enforcement Fund (LINE 39) Paid to the FRANCHISE ENFORCEMENT FUND (LINES 195-233), proposed to be $10,000. Expenditures are described later in.this memorandum at the line numbers stated above. CAPITAL OUTLAY Office Furniture (LINE 50) Equipment for City Halls (LINE 51) Computer (LINE 52) ADVANCED FRANCHISE REPAYMENT (LINE 55) Paid for office furniture, such as bookshelves, desks, chairs, etc., which are owned by the Commission. A new file cabinet may be needed in 1988 at an estimated cost of $300. This line item is proposed to be transferred to the LOCAL PROGRAMMING FUND. This line item is proposed to be deleted from the 1988 budget. FEES To be repaid to Group W of Burnsville/Eagan, Inc., as provided for in the Advanced Franchise Fees Repayment Schedule. If certain conditions are met, this amount would be $15,750 in 1988. 16 7 Burnsville/Eagan Cable Communications Commission MEMORANDUM: 1988 BUDGET PROPOSAL 14 AUGUST 1987 LOCAL PROGRAMMING pUND (LINES 68-122) This fund's activity includes the items listed below. The proceeds from Group W's grants to the Commission to support local programming reside in the LOCAL PROGRAMMING FUND. To date the Commission has used this fund to support approved local programming projects. - REVENUES - (LINES 80-85) Received during the fiscal year including INCOME. INCOME Transfer from Fund Balance (LINE 81) Cash projected to be held in the LOCAL PROGRAMMING FUND on 1 January 1988 that will not be committed o pay expenses incurred in 1987. The projected amount is $68,991. Transfer from General Fund (LINE 82) The GENERAL FUND contributes (at LINE 45) to this fund. The amount is projected to be $154,057. Interest Income (LINE 83) Received as interest on cash held in the money market insured checking account. The interest rate is based upon money market rates set by First Bank, Minneapolis. This interest is allocated between the GENERAL and LOCAL PROGRAMMING funds according to their relative balances. Interest allocated to this fund is projected to be $11,152. Videotape Duplication Fees (LINE 84) This line item reflects the income received to offset the cost of providing duplicates of certain municipally and commission produced programming. 8 Burnsville/Eagan Cable Communications Commission MEMORANDUM: 1988 BUDGET PROPOSAL 14 AUGUST 1987 - EXPENDITURES - (LINES 87-116) Proposed to be spent during the fiscal year including LOCAL PROGRAMMING GRANTS and CAPITAL OUTLAY. Because the Board cannot determine demand upon these grants, no amount is proposed. LOCAL PROGRAMMING GRANTS (LINE 89) These grants are made to individuals and organizations in Burnsville and Eagan to assist them in producing local programming. A $10,000 cap on the total amount of grants awarded in 1988 is proposed. MUNICIPAL PROGRAMMING Production Labor (LINE 92) Paid to individuals who assist in producing live coverage of council, cable commission, and other public meetings, $5,000. Tapes (LINE 93) Paid to acquire blank videotape stock, $500. Equipment Maintenance (LINE 94) Paid to maintain city and commission owned video equipment, $2,000. Videotape Duplication (LINE 96) Paid to videotape duplicating services to provide copies of tapes of public meetings and municipal programming (offset by INCOME item at LINE 84), $300. Burnsville/Eagan Cable Communications Commission MEMORANDUM: 1988 BUDGET PROPOSAL 14 AUGUST 1987 CAPITAL OUTLAY (LINES 99-105) Equipment for City Halls Burnsville City Hall Proj ect (LINE 101) Eagan City Hall Project (LINE 102) Burnsville Departmental Equipment (LINE 103) Eagan Departmental Equipment (LINE 104) ADMINISTRATION Publications (LINE 108) Meeting Expenses (LINE 109) Burnsville City Hall intends to purchase television equipment to be used in the new municipal center. The cost of this.equipment is not presently known but will likely include equipment for the new city council chambers and a proposed municipal studio. Eagan has no plans to add equipment to city hall in 1988. Burnsville has no departmental equipment requests in 1988. Eagan has approximately $10,000 in equipment requests for the Administrative, Parks and Recreation, and Police departments. $100 is budgeted to subscribe to local programming publications. Paid for presentation materials and for refreshments and food for meetings held during mealtimes, $1,000. 10 Burnsville/Eagan Cable Communications Commission MEMORANDUM: 1988 BUDGET PROPOSAL 14 AUGUST 1987 Prof. Services - Legal (LINE 110) Advertising/ Promotion (LINE 111) CONTINGENCIES (LINE 114) Paid for legal advice regarding local programming, $1,500. Paid to newspapers and radio and television media to place advertisements promoting the use of public, educational, and governmental access. Contingencies provide a reserve for unforeseen expenditure obligations and known obligations with indeterminate cost. As with all expenditures, none are made from this account without prior Board approval, $1,000. Burnsville/Eagan Cable Communications Commission MEMORANDUM: 1988 BUDGET PROPOSAL 14 AUGUST 1987 INSURANCE DEDUCTIBLE FUND (LINES 127-155) The INSURANCE DEDUCTIBLE FUND provides a cash reserve to cover Possible demands created by the deductible which is included in the Commission's liability insurance. This insurance provides protection for the Board and Administrator that includes a $5,000 deductible per claim. The Board has approved $5,000 in franchise fees be set aside each year until a $55,000 reserve is achieved. Cash held in the INSURANCE DEDUCTIBLE FUND will receive interest. The amounts retained in this fund may be adjusted according to the Commission's experience with claims upon its liability insurance. The $5,000 budgeted in 1988 combined with interest and the 1987 fund balance would leave a $10,750 fund balance at the end of 1988. EQUIPMENT REPLACEMENT FUND (LINES 162-188) The EQUIPMENT REPLACEMENT FUND is a new fund proposed to to provide a cash reserve to cover costs to repair and replace television equipment owned by the Commission and cities. Cash held in the EQUIPMENT REPLACEMENT FUND will receive interest and may be adjusted according to the Commission's experience with actual repair and replacement requirements. The equipment installed in the Eagan City Council Chambers in July 1986 may require repair or replacement in 1988. $2,000 is budgeted for this purpose. The contribution from the GENERAL FUND is proposed to be $5,000, which, when interest is added, would leave $3,250 as a reserve for 1989. FRANCHISE ENFORCEMENT FUND (LINES 195-233) The FRANCHISE ENFORCEMENT FUND is a new fund proposed to provide a cash reserve to cover costs associated with extraordinary franchise enforcement actions until such costs are reimbursed by the cable operator. Creation of this fund does not anticipate that the cable operator would not be required to prepay amounts owed the Commission in matters such as franchise renegotiation, transfer of ownership, etc. Such costs could include legal and technical and financial consulting fees, and costs of litigation. The initial transfer to this fund would be $10,000. The line items listed at LINES 214-227 illustrate the specific types of costs that could be allocated to this fund. 12 U BURNSVILLE/EAGAN CABLE COMMUNICATIONS COMMISSION A B FUND SUMMARY !tYlYrt*trt*t* GENERAL FUND Total Revenues Total Expenditures Fund Balance at End of Year LOCAL PROGRAMMING FUND Total Revenues Total Expenditures Fund Balance at End of Year INSURANCE DEDUCTIBLE FUND Total Revenues Total Expenditures Fund Balance at End of Year EQUIPMENT REPLACEMENT FUND Total Revenues Total Expenditures Fund Balance at End of Year FRANCHISE ENFORCEMENT FUND Total Revenues Total Expenditures Fund Balance at End of Year C D PROPOSED AMOUNT PERCENT 1988 INCREASE INCREASE BUDGET (DECREASE) DECREASE 280,668 119,523 74% 280,668 119,523 74% 0 0 0% 186,400 126,400 211% 186,400 186,400 NA 0 (60,000) -100% 10,750 5,500 105% 0 0 0% 10,750 5,500 105% 5,250 5,250 NEW 2,000 2,000 NEW 3,250 3,250 NEW 10,500 10,500 NEW 0 0 NEW 10,500 10,500 NEW ��7 E F G PROJECTED APPROVED YEAR TO 1987 1987 DATE REVENUES/ BUDGET 1987 EXPENDITURES 161,145 65,629 209,953 161,145 69,458 115,119 0 (3,829) 94,834 60,000 79,141 81,341 0 5,752 12,350 60,000 73,389 68,991 5,250 5,250 5,250 0 0 0 5,250 5,250 5,250 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 BURNSVILLE/EAGAN CABLE COMMUNICATIONS COMMISSION A B C D E F G PROJECTED •+********** PROPOSED AMOUNT PERCENT APPROVED YEAR TO 1987 1 GENERAL FUND 1988 INCREASE INCREASE 1987 DATE REVENUES/ 2 *•rrrrrrrrrr BUDGET (DECREASE) DECREASE BUDGET 1987 EXPENDITURES 3 4 5- R E V E N U E S- 6 7 INCOME 8 Transfer from Fund Balance 94,834 54,189 133% 40,645 64,919 64,919 9 Interest Income 4,500 3,000 200% 1,500 710 1,500 10 Member Contributions 11 Eagan, 79,516 20,016 34% 59,500 0 59,573 12 Burnsville 101,818 42,318 71% 59,500 0 83,961 13 Subtotal 181,334 62,334 52% 119,000 0 143,534 14 15 TOTAL REVENUES 280,668 119,523 74% ( 161,145 65,629 209,953 16 17 - E X P E N D 1 7 U R E S- 18 19 PERSONAL SERVICES 20 Administrative Salaries 36,050 3,050 9% 33,000 20,197 33,000 21 City/Staff Support Wages 14,000 10,000 250% 4,000 1,242 4,000 22 Benefits 11,897 1,007 9% 10,890 5,996 10,890 23 Mileage/Parking 600 100 20% 500 237 500 24 Subtotal 62,547 14,157 29% 48,390 27,672 48,390 25 26 OFFICE SUPPLIES 600 350 140% 250 361 600 27 28 OTHER SERVICES AND CHARGES 29 Prof. Services -Legal 5,000 (5,000) -50% 10,000 3,066 6,000 30 Prof. Services -General 5,000 (5,000) -50% 10,000 0 5,000 31 Bond 150 0 0% 150 0 150 32 Franchise Fees Audit 1,000 1,000 NEW 0 0 0 33 Planning Facilitation 600 600 NEW 0 0 500 34 Liability Insurance 4,000 500 14% 3,500 3,306 3,306 35 Board Member Subscriptions 2,400 2,400 NEW 0 0 0 36 Meeting Expense 500 500 NEW 0 0 0 37 Postage/Telephone 1,500 0 O% 1,500 266 600 38 Data Processing 1,000 1,000 NEW ( 0 0 500 39 Membership Dues 2,000 0 0% 2,000 225 2,000 40 Conferences 9,000 0 0% 9,000 635 6,000 41 Contingencies 41,074 29,792 264% 11,282 1,154 4,000 42 Subtotal 73,224 25,792 54% 47,432 8,652 28,056 43 44 TRANSFERS 45 Transfer to Local Programming Fund 108,247 92,474 586% 15,773 15,773 15,773 46 Transfer to Insurance Deductible Fund 5,000 0 0% ( 5,000 5,000 5,000 47 Transfer to Equipment Replacement Fund 5,000 5,000 NEW 0 0 0 48 Transfer to Franchise Enforcement Fund 10,000 10,000 NEW 0 0 0 49 Subtotal 128,247 107,474 517% 20,773 20,773 20,773 50 51 CAPITAL OUTLAY 52 Office Furniture 300 0 O% 300 0 300 53 Equipment for City Halls 0 (15,000) -100% 15,000 0 0 54 Computer 0 (5,000) -100% 5,000 0 5,000 55 Subtotal 300 (20,000) -99% 20,300 0 5,300 56 57 ADVANCED FRANCHISE FEES REPAYMENT 15,750 (8,250) -34% 24,000 12,000 12,000 58 59 70TAL EXPENDITURES 280,668 119,523 74% 161,145 69,458 115,119 60 61 - S U M M A R Y- 62 63 TOTAL REVENUES 280,668 119,523 74% 161,145 65,629 209,953 64 TOTAL EXPENDITURES 280,668 119,523 74% 161,145 69,458 115,119 65 FUND BALANCE AT ENO OF YEAR 0 0 0% 0 (3,829) 94,834 77-3 1 2 3 4 5 6 7 } 9- 48I 10 S� 12 w 1 13 14 15 16 17 18 19 20 21� 22 %Z 23 24 25 26 27 28 29 30 31 32 33- �_ e- 34 35- 36- r -OO 37 38 39 40 � 41- 42 wry 43 1 44 46 47 - ��✓ "o 48 k 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 Z� 68 BURNSVILLE/EAGAN CABLE COMMUNICATIONS COMMISSION 69 70 A B C D E F G 71 I 72 73 PROJECTED 74 `**`***'************** PROPOSED AMOUNT PERCENT APPROVED YEAR TO 1987 75 LOCAL PROGRAMMING FUND 1988 INCREASE INCREASE 1987 DATE REVENUES/ 76 *****'*****+*'******** BUDGET (DECREASE) DECREASE BUDGET 1987 EXPENDITURES 77 78 - R E V E N U E S- I 79 80 INCOME 81 Transfer from Fund Balance IRS1 Ill. 68,991 26,764 63% 42,227 63,368 63,368 82 Transfer from General Fund 108,247 92,474 586% 15,773 15,773 15,773 83 Interest Income 8,862 6,862 343% 2,000 2, 000 -84 Videotape Duplication Fees i 300 300 NEW � 0 200 85 TOTAL REVENUES 186,400 126,400 211% 60,000 79,141 81,341 86 87 - E X P E N D I T U R E S- 88 89 LOCAL PROGRAMMING GRANTS 10,000 10,000 NEW 0 346 1,000 90 91 MUNICIPAL PROGRAMMING I 92 Production Labor 5,000 5,000 NEW 0 308 1,500 93 Tapes 500 500 NEW 0 80 200 94 Equipment Maintenance DQ m OV -k- 2,000 2,000 NEW 0 0 6 Videotape Duplication 300 300 NEW 0 200 97 Subtotal 7,800 7,800 NEW 0 388 1,900 , 98 I 99 CAPITAL OUTLAY 100 Equipment for City HallsC, v ° 101 Burnsville City Hall Projec 150,000 150,000 NEW 0 s 102 Eagan City Hall Project 0 0 NEW 0 338 1,000 103 Burnsville Departmental Equipment 0 0 NEW 0 104 Eagan Departmental Equipment 10,000 10,000 NEW 0 J 105 Subtotal 160,000 160,000 NEW 0 338 1,000 06 107 ADMINISTRATION 108 Publications 100 100 NEW 0 30 100 109 Meeting Expenses 1,000 1,000 NEW 0 100 110 Prof. Services -Legal 1,500 1,500 NEW 4,650 8,000 111 Advertising/Promotion 5,000 5,000 NEW 0 150 112 Subtotal 7,600 7,600 NEW 0 4,680 8,350 113 I 114 CONTINGENCIES 1,000 1,000 NEW 100 115 I 116 TOTAL EXPENDITURES 186,400 186,400 NA 0 5,752 12,350 117 118 - S U M M A R Y- I 119 I 120 TOTAL REVENUES 186,400 126,400 211% 60,000 79,141 81,341 121 TOTAL EXPENDITURES 186,400 186,400 NA 0 5,752 12,350 122 FUND BALANCE AT END OF YEAR 0 (60,000) -100% 60,000 73,389 68,991 Z� 1988 PROPOSED BUDGET 0 August 1987 Draft) 127 BURNSVILLE/EAGAN CABLE COMMUNICATIONS COMMISSION 128 129 A B C D 130 131 132 133 ************************* PROPOSED AMOUNT PERCENT 134 INSURANCE DEDUCTIBLE FUND 1988 INCREASE INCREASE 135 ************************* BUDGET (DECREASE) DECREASE 136 137-REVE NUES- 138 139 INCOME 140 Transfer from Fund Balance 5,250 5,250 NA 141 Transfer from General Fund 5,000 0 0% 142 Interest Income 500 250 100% 143 TOTAL REVENUES 10,750 5,500 105% 144 145 - E X P E N D I T U R E S- 146 147 DEDUCTIBLE CLAIMS 0 0 0% 148 149 TOTAL EXPENDITURES 0 0 0% 150 151 - S U M M A R Y- 152 153 TOTAL REVENUES 100750 5,500 105% 154 TOTAL EXPENDITURES 0 0 0% 155 FUND BALANCE AT END OF YEAR 10,750 5,500 105% 4113 OOo 1p -X--- E F G I PROJECTED APPROVED YEAR TO 1987 1987 DATE REVENUES/ BUDGET 1987 EXPENDITURES 0 0 5,000 5,000 250 250 5,250 5,250 0 0 0 0 5,250 5,250 0 0 5,250 5,250 0 5,000 250 5,250 0 0 5,250 0 5,250 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 160 BURNSVILLE/EAGAN CABLE COMMUNICATIONS COMMISSION 160 161 161 162 A B C D E F G 162 163 163 164 164 165 ( PROJECTED 165 166 ************************** PROPOSED AMOUNT PERCENT APPROVED YEAR TO 1987 166 167 EQUIPMENT REPLACEMENT FUND 1988 INCREASE INCREASE 1987 DATE REVENUES/ 167 168 ************************** BUDGET (DECREASE) DECREASE BUDGET 1987 EXPENDITURES 168 169 169 170- REVENUES - 170 171 171 172 INCOME 172 173 Transfer from Fund Balance 0 0 NEW 0 0 0 173 174 Transfer from General Fund 5,000 5,000 NEW 0 0 0 174 175 Interest Income 250 250 NEW 0 0 0 175 176 TOTAL REVENUES 5,250 5,250 NEW 0 0 0 176 177 177 178 -EXPEND I TURES- 178 179 179 180 Eagan City Council Chambers 2,000 2,000 NEW 0 0 0 180 181 181 182 TOTAL EXPENDITURES 2,000 2,000 NEW 0 0 0 182 183 183 184- SUMMARY - 184 185 185 186 TOTAL REVENUES 5,250 5,250 NEW 0 0 0 186 187 TOTAL EXPENDITURES 2,000 2,000 NEW 0 0 0 187 188 FUND BALANCE AT END OF YEAR 3,250 3,250 NEW 0 0 0 188 -24 193 BURNSVILLE/EAGAN CABLE COMMUNICATIONS COMMISSION 193 194 194 195 A B C D I E F G 195 196 ( 196 197 197 198 PROJECTED 198 199 ************************** PROPOSED AMOUNT PERCENT APPROVED YEAR TO 1987 199 200 FRANCHISE ENFORCEMENT FUND 1988 INCREASE INCREASE 1987 DATE REVENUES/ 200 201 ************************** BUDGET (DECREASE) DECREASE BUDGET 1987 EXPENDITURES 201 202 0 202 203 -REVENUES- 203 204 204 205 INCOME 205 206 Transfer from Fund Balance 0 0 NEW 0 0 0 206 207 Transfer from General Fund 10,000 10,000 NEW 0 0 0 207 208 Interest Income 500 500 NEW 0 0 0 208 209 TOTAL REVENUES 10,500 10,500 NEW 0 0 0 209 210 210 211 - E X P E N D I T U R E S- 211 212 212 213 PERSONAL SERVICES 213 214 Administrative Salaries 0 NEW 0 0 0 214 215 City/Staff Support Wages 0 NEW 0 0 0 215 216 Benefits 0 NEW ( 0 0 0 216 217 Subtotal 0 0 NEW 0 0 0 217 218 218 219 OTHER SERVICES AND CHARGES 219 220 Prof. Services -Legal 0 NEW 0 0 0 220 221 Prof. Services -General 0 NEW 0 0 0 221 222 Postage/Telephone 0 NEW 0 0 0 222 223 Data Processing 0 NEW 0 0 0 223 224 Contingencies 0 NEW 0 0 0 224 225 Subtotal 0 0 NEW 0 0 0 225 226 226 227 TOTAL EXPENDITURES 0 0 NEW 0 0 0 227 228 228 229 -SUMMARY- 229 230 230 231 TOTAL REVENUES 10,500 10,500 NEW 0 0 0 231 232 TOTAL EXPENDITURES 0 0 NEW 0 0 0 232 233 FUND BALANCE AT END OF YEAR 10,500 10,500 NEW 0 0 0 233