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.
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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.
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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
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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
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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
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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.
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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.
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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.
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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.
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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.
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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