08/09/1990 - City Council SpecialI
SPECIAL CITY COUNCIL MEETING
THURSDAY
AUGUST 9, 1990
5:30 P.M.
I. REVIEW DRAFT 1991 BUDGET AND
CONSIDER AD VALOREM TAX LEVY
II. OTHER BUSINESS
III. ADJOURNMENT
a
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: AUGUST 1, 1990
SUBJECT: ,SPvCIAL CITY COUNCIL MEE`ITNG FOR AUGUST 9, 1990
At the June 5, 1990 City Council meeting, special City Council meetings were set for June
11, June 25 and August 9. The purpose of the August 9 City Council meeting is to
review a draft 1991 budget for the purpose of determining the ad valorem tax levy and
proposed 1991 budget to be considered at the August 21 City Council meeting.
The meeting is scheduled for 5:30 p.m. and should adjourn prior to the prescribed three
(3) hour limit at 8:30.
ISI Thomas L. Hedges
City Administrator
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: AUGUST 3, 1990
SUBJECT: PROPOSED 1991 GENERAL FUND OPERATING BUDGET
INTRODUCTION
On or before September 1, 1990, the City is required to certify its proposed tax
levy for payable 1991 to the county auditor. It is, therefore, necessary that
the City Council take action at the August 21 City Council meeting to adopt a
proposed budget for 1991 and to determine the payable 1991 tax levy.
On or before November 10, 1990, the county auditor prepares and the county
treasurer delivers a generic notice of proposed property taxes by first class
mail to each taxpayer at the address listed on the county's current year
assessment roll. The date, time and place for the public hearings for the
county, school district and City will be shown along with other information.
On or before September 1, 1990, the City must also certify to the county auditor
the dates it has selected for its public hearing and for the continuation of its
hearing, if necessary. The eligible dates for the City to select from are due
from the county auditor on or before August 20, 1990, after the county and school
districts are scheduled.
The calendar for consideration of the 1991 budget is different than previous
years due to continued implementation of truth in taxation. A copy of the
detailed calendar as provided by the State is enclosed on pages and AML.
The City calendar is modified slightly to accommodate regular City Council
meetings.
The City Administrator's recommended budget as presented is based on the maximum
ad valorem tax levy per levy limits. Any adjustment to the ad valorem tax which
is the City's largest revenue source would cause an even greater reduction in
the budgetary requests departments and the City Administrator are proposing for
the 1991 operating budget.
The 1990 General Fund Operating Budget was $10,767,130. After the increases are
considered for the 1991 ad valorem tax levy and all other revenues are adjusted,
the total revenue for 1991 as currently projected is $11,109,160. This
represents a total General Fund budget increase of approximately 3.2%. The
budget includes an inflation adjustment of 4% for personal services. The
increase would be manageable, however, the City's inflation rate is always
compounded by a growth rate which has averaged approximately 5h to 6% per year
during the past two (2) years.
The increases to the proposed 1991 budget are related primarily to personal
services. Since local government is labor intensive, most of the increase is
for personal services. Due to the serious budget constraints that were placed
on the City by action of the Minnesota Legislature, capital equipment has been
removed from the General Operating Budget, with the exception of small items of
equipment for separate consideration by the City Council. Financing the capital
equipment is proposed by a combination of ad valorem tax and equipment
certificates. In years past, some of the capital equipment could be budgeted
as a part of the General Fund expenditure when the City was able to increase its
levy limit by 6 to 8 percent, and utilize special levies that no longer exist.
Ad valorem taxes were also less as the City was receiving local government aid,
a revenue source that no longer exists for the City of Eagan.
The 1991 budget forecast is best echoed by the first paragraph in an article
entitled "Survey Shows Fiscal Pressures on Cities Tightened" that appeared in
a recent edition of the National League of Cities' Nation Cities Weekly
publication. "Two-thirds of the nation's cities and towns are finding themselves
less able to meet their financial needs now than they were a year ago, according
to the annual survey of city fiscal conditions released today by the National
League of Cities." The article continues, "The budget shortfalls, if they cannot
be covered by finding more revenues or other austerity moves, will force local
governments to draw down their general fund balance, like tapping a savings
account, thus weakening a city's reserves." Unfortunately, most of the
discretionary areas of local budgeting have now disappeared, while new
responsibilities continue to arrive at City Hall in the form of state and federal
mandates. Cities in Minnesota have felt the impact of comparable worth, will
assume responsibilities for recycling when grant money runs out and, more
recently, hazardous materials training are but a few of the mandates the City
has struggled with financially during the past three to five years. -
REVENUES
There were a number of revenue considerations, such as a small reduction it
building permits and plan check fees to continue planning for an eventual slow-
down in revenues generated as a result of building activities. Other revenue
considerations by classification include:
1. An increase in property taxes of $372,110 as allowed by the levy
limitation.
2. A slight decrease in licenses which simply corrects an error which was
made in the 1990 estimate.
3. Permits have been reduced by $63,580 to reflect the somewhat
conservative approach to estimating building permits or construction
activity in general.
4. Intergovernmental revenue is reduced by $60,000 although the HACA amount
affects some of the property tax increase in Item 1 above. The
allocation between the two categories is only an estimate.
5. Charges for services is reduced by about $3,000. The reduction in plan
check fees is offset by an increase to escrow reimbursement fees and
engineering service fees.
6. Recreation fees are increased by approximately $3,000 after
consideration of the required $33,890 increase to the 1990 estimate.
3
7. Fines and forfeits are increased by $50,000.
8. Miscellaneous revenues are increased by $23,000, $12,000 in interest
earnings, $2,500 in sale of City property and $7,000 in rental fees.
9. Program revenues are increased by $16,000. increases in the transfers
from water and sewer and cable television and a reduction in the project
administration fee of $27,000 net to this increase.
10. There is an $8,000 increase to transfers related to MSA maintenance.
PUBLIC POLICY CONSIDERATIONS
Several public policy questions remain in order to complete the 1991 budget.
Those budget considerations include:
1. Additional infusion of revenue into the Equipment Revolving Fund. The
1990 ad valorem tax levy for the Equipment Revolving Fund 1991
expenditures was $262,150, which appears on page 99 of the 1990 General
Fund Operating Budget. There was to be no consideration for equipment
certificates in 1991. However, the capital equipment needs, which
appear as Appendix A, total $988,560, creating a difference of $726,410.
It is recommended that consideration be given to authorization of an
equipment certificate to assist in the acquisition of equipment in 1991.
The rationale for this decision is clearly due to the legislature's
action reducing the 1991 base by $148,793 and capping levy limits at
3%. Assessed valuation/tax capacity have increased substantially and
the additional tax levy should not provide a significant increase in
property taxes during 1991.
2. The total request for personnel was 44 positions, which included one
(1) full-time street maintenance employee, one (1) park maintenance
employee, one (1) police officer and one (1) police clerical. Also
included was a one-half time Central Services clerical. Included in
the City Administrator's budget is the police clerical position; all
other personnel were cut to balance the draft budget.
3. The City has from time to time authorized the use of cash balances from
the consolidated debt service bond fund for various capital
expenditures. Consideration could be given to setting up some sort of
trust fund with at least a portion of the available cash balance placed
in trust. A defined portion of the interest earnings in that trust fund
could be dedicated to a clearly defined capital improvements program
with community wide benefit. Architectural services and some subsequent
construction funding for the law enforcement/municipal center office
expansion would probably be an appropriate use for that revenue source.
The funding of other building/facility needs could also be given
consideration at some point as well.
4. Consideration should be given as to what is the best method to finance
significant one time expenditures such as consulting services for
airport noise, microfilm equipment, municipal parking lot expansion,
etc. while maintaining the appropriate level of on-going services.
Expenditures for items such as the ultimap system have the potential
to make operations more efficient and effective, however, the large
costs make them difficult to implement.
5. Another public policy question relates to intersection streetlighting,
which could be included as a part of the streetlighting costs in the
water and sewer utility budget or should all electrical costs for
streetlighting continue to be subsidized by the General Fund.
6. Consider upgrading Council Chambers production capabilities by utilizing
$60,000 of retained franchise fees.
PARTMENT SII)NARIES
:losed are budget worksheets for each department. The following is a brief
umary of each departmental budget as requested for 1991.
for and Council
There are no changes to the Mayor and Council budget.
Administration
There are relatively no changes to the Administration budget with the exception
of an amount budgeted for airport noise consultants in the amount of $10,000.
The City Administrator has removed a proposed appropriation in the amount of
$30,000 for architectural services to plan further for City office and law
enforcement expansion and has suggested that another source of funding be
explored for this expansion. There is a transfer amount of $17,300 included to
subsidize the City's recycling program. The $27,300 of additional expenditures
causes the total department increase of 9.8%; without those items, the percentage
increase is 3.3%.
The Administration budget includes appropriations for various organizations,
including the LMS:, AITI, MLC and other related or izations. For a copy of that
information, refer to the attachment on page .
Data Processing
The main increase in Data Processing is for the increase of service of
contractual computer software applications. All City services are affected by
computer programming in financial applications and through utilization of
computers in all departmental operations.
Finance/City Clerk
The Finance/City Clerk proposed 1991 budget is essentially the same as 1990 with
the exception of inflationary adjustment for personal services. There is a
recommendation that the hourly rates for election judges be changed from $4.25
and $4.75 to $5.00 and $5.50. While this is a significant percentage increase,
it is necessary to provide more incentive to enable the City to recruit election
judges. The line item budget expenditure for elections considers only a
municipal election and no special referendums.
s
The Finance/City Clerk's budget provides for the appropriation to cover office
supplies for the Municipal Center building, accounting office forms, the auditing
services, special consulting services for financial non -audit, legal publications
for all official notices that are required for publication in "This Week"
newspaper and other related services.
The Finance/City Clerk's office has experienced a significant increase in
activities. However, in recognition of the budget constraints, there are no
requests for additional personnel in 1991, after taking into consideration the
1990 transfer of a one-half time clerical person from Community Development.
Leizal
The Legal budget as presented in the General Fund has been reduced from $390,000
to $370,000 for 1991. Reasons for making the reduction include: 1) A change
in policy as to the service that is provided by our prosecuting attorney and
changes in how court times are scheduled and caseload is handled by that office.
The changes have been implemented by the City's Prosecuting Attorney Kevin Eide
in concert with the City Administrator and Chief of Police and have provided the
savings to the City. 2) Changing the recording of regular City Council minutes
as an internal operation has reduced the monthly legal expenses. 3) A
distribution of all general legal costs into six (6) categories of which two
(2) of those functions are billed against escrow agreements or projects and
generally is a pass through expense.
1 A
Attached on pages Zr through are copies of letters from both Kevin Eide,
representing the prosecution work and Jim Sheldon, who estimates the general
legal work, for your review. The prosecution costs are spelled out in Mr. Eide's
letter and for additional information on the general legal costs, the City
Administrator has analyzed the first six (6) months for 1990 and provided an
average of the six (6) categories, including general, lawsuits, developer,
improvement projects, easements/vacations and miscellaneous for review by the
Council. Please note that developer and improvement projects to escrow accounts
or to projects are costs that are billed.
Average/General Legal Costs for January thru June, 1990
General $ 8,856.52
Lawsuits 8,239.32
Developer 6,482,31
Improvement Projects 3,752,93
Easements/Vacations 243.60
Miscellaneous 2.325.77
S29.900.45
Total General Fund $19,665.21
Total Pass Through 10.235.24
Grand Total $29.900.45
Com-munity Development
Community Development includes Protective Inspections, General Government
Buildings and Land Use Planning which are considered the three (3) divisions of
Community Development. The Director of Community Development is proposing some
organizational changes that would separate General Government Buildings from
� 6
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Protective Inspections creating the three l3) divisions as previously stated.
The organizational change will have some minor adjustment to salaries and wages.
There are no new positions being requested for Community Development which
includes the organizational changes as discussed. An emphasis on contractual
employees for both building and fire inspectors continues with the philosophy
of the 1991 budget. It has been the theory of the City Administrator that once
building permits begin to shrink and activity is reduced, the contractual costs
will be reduced accordingly.
There are several capital improvement expenditures that are included in the
operating budget, such as a parking lot expansion estimated at $20,000, ramping
the front entry, painting interior walls and painting the rear of the Fire
Administration building for a cost of $14,000. Also, at an expense of $4,000,
is the installation of additional parking lot lighting in the east lot. These
capital expenditures do not qualify as equipment certificates and, therefore,
appear in the general operating budget.
Most all of the other line item costs with the exception of personnel benefits
are essentially the same as 1990.
Cable TV
The Cable Tt, budget consists of two components, one of which is accounted for
within the City's General Fund and the second of which is the actual budget for
the Burnsville/Eagan. Cable Communications Commission. The department included
within the City's General Fund accounts for the salary of the Cable Administrator
and other minor purchases made by the City for the Commission. Those
expenditures totaling $52,410 are offset by revenue account and are reimbursed
100% by the Commission. Also included in the revenue account is $22,950 which
again is a payment by the Commission to the City for cable related support
services such as accounting and clerical which are cost accounted within other
City departments. For the 1991 budget, the transfer of franchise fees ($92,635)
from the City to the Commission to finance 50% of its budget will be accounted
for in a special revenue fund and will have no impact on the City's General Fund
Budget.
Police
The 1991 budget request for the Eagan Police Department reflects the smallest
percentage increase of any Police Department budget since 1965, Given the
uncertainty of the 1990 personal services settlement for police officers and
the fact that the percentage increase allotted to the 1991 budget will more than
likely not cover the estimated salaries, spending was reduced below the 1990
levels for all operating considerations with the exception of personal services
for the proposed 1991 budget. The Chief of Police is proposing adding one (1)
clerical person and a police officer during 1991. It is the opinion of the Chief
that the additional staff is required despite a proposal to cut services, such
as motor vehicle lock -outs, house lock -outs and vacation house checks.
Additional sworn personnel is requested for general patrol responsibilities.
Currently, clerical personnel have been working Saturdays and evenings, which
is obviously a routine that cannot continue for a long period of time.
Like other departments, the police are concerned about reducing spending for
supplies and services and, further, as a result of budgetary constraints,
7
replacement schedules have been adjusted to balance budgets. Unfortunately, as
equipment wears out, the department will be unable to repair or replace certain
items due to lack of funding. The Police budget, again like other departments,
is a "bare bones" budget, as a quote by the Chief of Police, and does not allow
for inflationary costs, unforeseen budget emergencies or any major adjustments.
The Police Department budget for administrative purposes is divided into six (6)
programs, which include administration, patrol, investigation, supplies and
service, animal control and civil defense. Obviously, two-thirds of the
operating budget is for patrol/traffic, while the other third of the Police
budget is comprised of the five (5) remaining programs, with investigation and
support services comprising most of that total expense.
Fire
The Fire Department has included a new expenditure in the 1991 proposed budget
for a contractual agreement with the City of St. Paul and the training of Eagan
firefighters to deal with hazardous materials and spills to comply with the new
mandate enacted by the State legislature.
The Fire Relief Pension amount is proposed to increase in 1991, causing an
increase in the Fire Relief Pension line item from $45,890 to $120,000. This
number could be adjusted as a result of new census data that will increase the
2% insurance contribution to the City. The volunteer firefighters compensation
has been adjusted, however, based on an average number of calls, the overall
compensation has been reduced from $293,830 to $273,350 as proposed by the Fire
Chief. For a copy of the rate of com ensation pay to the volunteer firefighters,
refer to the attachment on pages through _.
In summary, with the exception of the increase for hazardous materials response
training and an increase in the pension fund, the remainder of the 1991 budget
as proposed is very similar to the amounts allocated for 1990.
Public Works/Engineering
There are relatively no changes to the Public Works/Engineering budget for 1991.
Personnel remains the same with the exception of an inflationary adjustment,
while the totals for parts and supplies, services and other charges were reduced
from the 1990 totals. These adjustments are a result of a careful analysis and
carefully defined delivery of services for the engineering technicians.
Streets & Highways
The Director of Public Works was requesting a full-time maintenance person.
However, due to the budget constraints, this position was cut from the City
Administrator's proposal. Concerns that were expressed by the Director of Public
Works include a) no remaining practical/significant efficiency modifications to
operations are available, b) rapidly aging infrastructure requires greater
maintenance efforts in addition to additional street mileage for both structural
and operational maintenance needs and c) the City of Eagan is currently operating
with the lowest ratio of personnel per population or street mile in the metro
area and, like other communities, is expected to assure appropriate level of
expected service delivery. The major increases in the Street & Highways Fund
for 1991 include a $7,000 increase for the street signs and pavement markings
No
which was reduced to an increase of $4,500 by the City Administrator's budget
and an increase in the amount of $6:,000 for electrical energy for traffic
signals, reduced to a $4,000 increase by the City Administrator's budget and the
sealcoating budget increase from $25,000 to $50,000, which should provide an
adequate appropriation for the overall sealcoating program. The $50,000 in the
General Fund is added to the $75,000 annual contribution to the Major Street
Fund, totalling $125,000 for the 1991 sealcoating program. One additional
increase is an additional appropriation for centerline stripping that the City
Administrator has reduced from an increase of $15,000 to $10,000 for 1991. The
centerline stripping is an essential safety issue which must be increased to
maintain acceptable standards. In addition, additional collector streets are
being added to the system, requiring the amount of centerline stripping to be
increased. The Street Department on the summary sheet indicates a 5 percent
reduction from 1990 to 1991. This reduction is primarily a result of
transferring expenditures for storm sewer maintenance to the storm sewer fund.
The remaining items listed in the Street & Highways Fund are similar to expenses
incurred in the 1990 budget.
Central Services Maintenance
The Director of Public Works is requesting a half-time clerical position for
Central Services Maintenance which has been cut from the 1991 proposed General
Fund Budget. The Central Services Maintenance budget provides a funding
allocation for the full-time mechanics and clerical personnel. The mechanics
provide maintenance for most City vehicles, while the clerical personnel handle
all telephone calls, typing and other office support for the streets, parks &
recreation, water, sewer and stormsewer activities. The Public Works Garage.,
like the Municipal Center building, is receiving an increase in calls, typing
and other clerical tasks that are proportionate to the demand for increased
public service.
The remainder of the line items under Central Services are essentially the same
as the 1990 budgetary allocation with some adjustment for inflation.
Parks & Recreation
During the 1980's the Parks Department has added many acres of both active and
passive parkland as well as facilities that require ongoing maintenance.
Facilities are defined as park shelter buildings, as well as athletic complexes,
including outdoor skating rinks, softball fields, baseball diamonds, soccer
fields and other related areas. The Parks & Recreation budget included a full-
time maintenance person, however, again due to the budgetary constraints, this
position was cut from the 1991 budget. Like other departments, the level of
service will more than likely be impacted during 1991 without the additional
maintenance personnel. Similar analogies have been given in both the Police
Department and Street & Highways budget presentations regarding the fact that
delivery of service is labor intensive and, without the correct number of
personnel and proper equipment, it is difficult to maintain a proper level of
maintenance.
The Parks & Recreation Director is recommending an organizational change which
would designate Dorothy Peterson, who is presently a Recreation Supervisor II,
to Superintendent of Recreation. The Director of Parks & Recreation is not
9
suggesting the change of title as a means for an additional salary increase or
TSP analysis, however, feels the position does mirror the Superintendent of Parks
& Recreation position for the Maintenance Division. The City Administrator
agrees with this recommendation. The only other personal services consideration
is to increase the part-time salaries by $.50 an hour in order to compete with
the level of compensation that is paid by the private sector for fast-food
restaurants and other services.
The main increase in the Parks & Recreation budget is approximately $43,000 for
the increase in Tiny Tot sessions and other program expenses, such as instructors
for babysitting, golf, etc. In addition, sporting event officials have been
increased $13,000 to finance the increase in softball, broomball, volleyball and
other leagues that continue to grow within the community. All of these costs
are offset by the additional revenues projected within the Parks & Recreation
Department. It should, however, be noted that the City continues to budget an
additional $30,000 in revenue in the Parks & Recreation Department in 1991 that
represents a revenue source the City is to receive from increased fees for these
programs. To date, there has been no action to increase the Parks & Recreation
fees and, therefore, additional consideration should be given to this matter so
the $30,000 of anticipated revenue is, in fact, offset by a fee increase for
1991. During 1990, the activities were so great in all of the recreational
programs that without an increase, the City will still meet the additional
$30,000 of revenues that was forecast during 1990. Though the percentage
increase in the summary sheet is higher than the four to five percent for other
departments, please note that if the $43,000 were reduced as an expenditure,
however offset by a revenue, the percentage increase would be 5.8 percent.
All other expenditures in the Parks & Recreation Department are similar to 1990
with some adjustment for inflation.
Forestry
The Director of Parks & Recreation is recommending that funding be allocated to
three "improvement" areas within the three conservation programs for the 1991
budgetary allocation. The first area is the continuation of the past program
of budgeting funds to cover the cost of "replacement trees", lost insect or
drought damage and to provide for general enhancement in the City parks. It was
estimated that total replacement/enhancements be budgeted at $10,000. The second
area suggested for the 1991 allocation is a $5,000 expenditure for new nursery
plantings within the recently acquired McCarthy parcel adjacent to Patrick Eagan
Park. The City Administrator has reduced the total $15,000 request to $10,500
for 1991.
The third and final area to be addressed is a capital outlay expense of $40,000
for a master street tree planting program. This budgetary request is under the
assumption that this new area of responsibility for the Forestry Department could
include approximately 20 miles of boulevard plantings, carried out over a period
of ten years, and adequate funding should be set aside to landscape some two
miles of boulevard sections per year. Assuming a spacing of fifty feet between
trees indicates a total of 210 trees per mile would be required at the cost of
$100 per tree. An annual allocation of $40,000 per year would be required to
complete the program in ten years. Due to the anticipated budgetary constraints
for 1991, the Director of Parks & Recreation did not include the request as a
part of the Forestry budget. If the City Council plans to implement the
streetscape program during the 1990's, it will be necessary to determine a source
of funding.
All other Forestry expenses are similar to the amounts budgeted in 1990.
Summar�r
The purpose of the budget work session on August 9 is to review a draft 1991
budget and to determine what ad valorem tax levy will be considered at the August
21 City Council meeting. The new truth in taxation legislation requires that
the City Council determine by September 1, 1990 what its proposed revenue
increase from property tax collections will be for the ensuing year, which allows
for the proper notification process and future public hearings for budgetary
considerations.
The City has been notified that the 1991 levy limit is $8,864,869 which is a 3.9%
increase over the 1991 limit of $8,529,012. The allocation of the levy limit
for 1991 is expected to be as follows and is compared to payable 1990:
The general fund share of the levy limit is budgeted as follows and is again
compared to the 1990 budget,
1990 1991 Increase Decrease
Ad Valorem Taxes $5,914,050 $6,231,810 $317,760
Fiscal Disparities 645,650 700,000 54,350
HACA 1.264.360 1.200.000 (64.360)
Total57.8 24 060 $8,131.810
$307,75
The $307,750 increase in tax related revenue is a 2.9 percent increase on the
1990 budget of $10,767,130.
The total 1991 tax levy at the levy limit and showing no levy for 1991 equipment
certificates would be as follows and is compared to 1990.
1990
1991
Increase
General Fund
$7,824,060
$8,131,810
$307,750
Major Street Fund
442,802
460,239
17,437
Equipment Revolving Fund
262,150
272J20
_10.670
Total
5,5� 29012
$8.8869
S335,857
The general fund share of the levy limit is budgeted as follows and is again
compared to the 1990 budget,
1990 1991 Increase Decrease
Ad Valorem Taxes $5,914,050 $6,231,810 $317,760
Fiscal Disparities 645,650 700,000 54,350
HACA 1.264.360 1.200.000 (64.360)
Total57.8 24 060 $8,131.810
$307,75
The $307,750 increase in tax related revenue is a 2.9 percent increase on the
1990 budget of $10,767,130.
The total 1991 tax levy at the levy limit and showing no levy for 1991 equipment
certificates would be as follows and is compared to 1990.
You will note that the $148,793 reduction of HACA in 1990 was also a reduction
to the 1991 levy limit base as a permanent reduction.
If any member of the City Council has questions regarding the proposed budget
or any of the background material, please call the City Administrator. Also,
Increase
1990
1991
Amount
%
Levy Limit $8,529,012
$8,864,869
$335,857
3.9
Special Levies (debt service) 1.196.000
V.230,000
_34.000
2.8
Total $9.725.012
$10,094869
1369,857
21.8
You will note that the $148,793 reduction of HACA in 1990 was also a reduction
to the 1991 levy limit base as a permanent reduction.
If any member of the City Council has questions regarding the proposed budget
or any of the background material, please call the City Administrator. Also,
if you have any questions for which advance research would be helpful for the
August 9 meeting, please call and we will make every effort to get that completed
for the meeting.
City Administrator
TLH/vmd
CALENDAR FOR PROPOSED PROPERTY TAXES, PUBLIC HEARINGS AND
FINAL PROPERTY TAXES FOR PAYABLE 1991
ON OR BEFORE AUGUST 1, 1990
ON OR BEFORE AUGUST 15, 1990
ON OR BEFORE AUGUST 20, 1990
ON OR BEFORE SEPTEMBER 1, 1990
ON OR BEFORE SEPTEMBER 1, 1990
The county auditor notifies the clerk of each
school district within the county of the dates that
the county board has selected for its public
hearing and for the continuation of its hearing, if
necessary.
Each school board certifies to the county
auditors of the counties in which the school
district is located the dates that it has selected
for its public hearing and for the continuation of
Its hearing, if necessary. If not certified by this
date, the county auditor will assign the hearing
date. The dates for the school district hearings
must not conflict with the county hearing,
The county auditor notifies the clerk of each city
within the county of the dates on which the
county and school districts will be holding their
public hearings or continuations of their hear-
ings.
Each city certifies to the county auditor the dates
that it has selected for its public hearing and for
the continuation of its hearing, if necessary. If
not certified by this date, the county auditor will
assign the hearing date. The date for the city's
hearing or for the continuation of its hearing must
not conflict with the hearing dates of the county
or of the school districts in which the city is
located. All cities, regardless of their population,
must hold public hearings on their proposed
property taxes.
Each "taxing authority" other than a school dis-
trict adopts a proposed budget for 1991. Each
"taxing authority" including a school district cer-
tifies its proposed (or, in the case of a town, its
final) property tax levy for payable 1991 to the
county auditor. "Taxing authority" includes all
counties, all school districts, all cities regardless
of their population, all towns and all special taxing
districts. No local units of government are ex-
empted from this requirement.
(Over)
ON OR BEFORE NOVEMBER 10, 1990
NOT LESS THAN TWO CALENDAR DAYS
NOR MORE THAN SIX CALENDAR DAYS
PRIOR TO THE PUBLIC HEARING
NOVEMBER 15 THROUGH DECEMBER 20,
1990
ON OR BEFORE 5 WORKING DAYS AFTER
DECEMBER 20, 1990
The county auditor prepares and the county
treasurer delivers a generic notice of proposed
property taxes by first class mail to each taxpayer
at the address listed on the county's current year
assessment roll. The date, time and place for the
scheduled public hearings for the county, school
district and city (if the property is within a city) will
be shown along with other information. The
Department of Revenue is to prescribe the form
of generic notice to be used by all 87 counties.
A county, school district or city advertises its
public hearing in an official newspaper of general
circulation within the taxing authority, subject to
specific requirements as to content, presentation
and newspaper selection. The advertisement
must give notice of the taxing authority's intent
to adopt its payable 1991 property tax (and, in
the case of a county or city, its payable 1991
budget) at the public hearing. Towns and spe-
cial taxing districts are exempt from this publica-
tion requirement.
Counties, school districts and cities hold their
public hearings and adopt their final payable
199.1 property taxes (and, in the case of counties
and cities, their final budgets) at the hearing.
Counties, school districts, cities and special
taxing districts certify their final adopted property
taxes to the county auditor. (Towns certify their
final property taxes by September 1, 1990.) The
final property tax certified by a county, school
district or city cannot exceed its proposed
property tax except for several exemptions
authorized for events occurring after the
proposed property tax was certified. If a town
board modifies the town's final property tax at a
special town meeting after September 1, the
town board must recertify its modified property
tax at this time. If a county, school district, city,
town or special taxing district has not certified its
final property tax by this time, its property tax
shall be the amount levied by it in the preceding
year.
16
LA
4414
Dues and Subscriptions
LMC
AMM
Metro East Coalition
Dak Co Leg Network
NOISE
FLSA/Tax Publication
MN Safety Council
ICMA Dues
ICMA Subscriptions
MCMA (3)
MIDA
ASPA (1)
MAMA
MAUMA (2)
Women in Government
Municipals
Citizens League
SMAAC
Rotary Club
Exchange Club
St. Paul Pioneer Press
Stariribune
Corporate Report --IQ;
Airport Noise Report
City & State
Other
Other Contractual Services
MLC
Human Resource Assoc
Hearing Conservation Prog
Public Information Consultant
Metro East Trade Fair
Daft Co Bus Expo
Chamber of Commerce --
Directory Donation
Deer Survey
Other
/7
$ 9,720
5,175
500
75
1,050
400
80
1,300
4.25
135
95
80
15
40
20
10
30
5
100
165
75
75
50
375
25
500
$12,500
2,300
2,750
2,000
500
500
1,000
280
1,000
$20,520
$22,830
GRANNIS, GRANNIS, HAUGE,
EIDE, ANDERSON & KELLER, P.A.
PAUL H HAUGE
VANCE 9 GRANNIS. JR
KEVIN W EIDE
DAVID G KELLER
WARD R ANDERSON
HENRY E. MUELLER -
-Also admitteQ to practice in Wisconsin
*Also admitted to practice in Illinois
Mr. Thomas Hedges
City Administrator
City of Eagan
3830 Pilot Knob Road
Eagan, MN 55122
Attorneys and Counselors at Lau
21'10 Town Centre Professional Bldg,
1260 Yankee Doodle Road
Eagan. Minnesota
55121-2201
Tel: (612) 456-90,10
June 25, 1990
RE: Prosecution Fees, Calendar Year 1991
Dear Mr. Hedges:
THOMAS P. LO1
MICHAEL J MAYE,
DEBRA E.SCHMIDT
VANCE B GRANNIS, SR.
Ot Counsel
Fax (612454-4232
You have asked me to present an estimation of the fees to be
charged to the City of Eagan during the year 1991 for our continued
service as your prosecuting attorneys.
I am pleased to inform you that two changes have had a
significant effect on the prosecution budget for the City of Eagan.
First, during the summer of 1989, in conjunction with the Eagan
Police Department, we made a concerted effort to resolve your
prosecution cases at the earliest possible opportunity. This results
in cost savings to the City, both in prosecuting attorney's costs and
also in overtime costs paid to police officers who are waiting to be
called to testify at either Court Trials or Jury Trials. While this
philosophy does require somewhat more flexibility (and sometimes
leniency) than our previous policy would have called for, the
attorneys in this office feel comfortable that we are still doing
what is necessary to aggressively protect the public, even while
keeping an eye on the City's budgetary costs. Some times we are able
to obtain enhanced fines in lieu of jail time or impact upon a
defendant's traffic record, which are often times concerns of
defendants, and this increased level of fines also may assist the
City in its budgetary concerns.
Largely as a result of the implementation of this policy, we
reduced the charges for attorney's fees and costs billed to the City
from $78,122 in the first six months of 1989 to $71,178 for the
second six months of 1989. Our total attorney's fees for 1989 were
$149,330.
Mr. Thomas Hedges
June 25, 1990
Page Two
The second change that has taken place is the joining of several
members of the former firm of Grannis, Grannis, Farrell & Knutson
with this firm. This is turning out to be a truly successful
partnership and, with our growth, we have added the City of
Burnsville as a client, both as prosecuting attorneys and as general
counsel. We are, therefore, now able to handle matters for both the
City of Eagan and the City of Burnsville at certain hearings,
particularly at the Gross Misdemeanor level, and are able to divide
the cost of our appearance between the two Cities. This has proven
to be a substantial cost savings to the City of Eagan. We now
project that the cost of prosecution billed to the City of Eagan for
the first six months of 1990 will be approximately $65,000 and the
total cost for 1990 should be approximately $135,000.
As you can see, our office has been able to substantially reduce
the fees being charged to the City even in light of the growing
volume of matters handled by the Police Department and without any
reduction in the quality of our services to the City. We hope that
the Police Department and the City Council continue to be fully
satisfied with our work.
We propose for the calendar year 1991 to increase our hourly
rate for attorneys from $75 per hour to $80 per hour and to increase
our hourly rate for paralegal work from $34 per hour to $35 per hour.
With this increase, and with a slight increase in the volume of our
work, we project that the attorney's fees billed to the City of Eagan
for 1991 will be approximately $144,000 or $12,000 per month.
KWEJlmd
cc: Chief Patrick Geagan
Very truly yours,
GRANNIS, GRANNIS, HAUGE, EIDE,
ANDERSON & KELLER, P.A.
_7
BY: ,�...
Kelin W. Eide
i9
SEVERSON, WILCOX & SHELDON, P.A.
LARRY S.SEVERSON•
JAMES F. SHELDON
J. PATRICK WILCOX*
TERENCE P. DURKIN
MICHAEL G. DOUGHERTY
MICHAEL E. MOLENDA••
PAUL J. STIER
•ALSO LICENSED IN IOWA
••ALSO LICENSED IN WISCONSIN
---ALSO LICENSED IN NEBRASKA
July 25, 1990
Tom Hedges
City Administrator
City of Eagan
3830 Pilot Knob Road
P.O. Box 21199
Eagan, MN 55121
A PROFESSIONAL ASSOCIATION
ATTORNEYS AT LAW
600 MIDWAY NATIONAL BANK BUILDING
7300 WEST 147TH STREET
APPLE VALLEY, MINNTESOTA 55124
(612) 432-3136
TELEFAX NUMBER 432-3780
RE: Severson, Wilcox & Sheldon, P.A. - Attorneys Fees
for Calendar Year 1991
Dear Tom:
KENNETH R. HALL
`•`SCOTT D. JOHNSTON
JOSEPH P. EARLEY
LOREN M.SOLFEST
CHRISTINE M.SCOTILLO
ANNETTE M. MARGARIT
DANIEL M. SHERIDAN
OF COUNSEL:
JOHN E VLKELICH
I write to confirm our discussion concerning the rates for fees from
our office for the calendar year 1991. We propose that the attorneys
fee rate of $80.00 an hour remain the same for the calendar year 1991
and that the paralegal fee remain at $35.00 an hour for the calendar
year 1991. Out-of-pocket expenses and costs would be charged as in
the past. In addition, we will continue to pass through attorneys
fees at our non-governmental rate on all development projects.
We have also agreed with Finance Director VanOverbeke to reduce our
attorneys fees on uncollected escrow accounts from the
non-governmental rate to the governmental rate. We had made
arrangements to do this on a credit basis by providing the City with
a check not to exceed $1,000.00 per month once the actual
collectibility of the debt becomes known.
I would also like to take this opportunity to thank you, your staff
and the City Council. It is an honor to be associated with and
represent an outstanding community and organization.
If you have any questions, please contact me.
Very truly yours,
SEVEMSPN., WILCOX & SHELDON, P.A.
A
Ja a F. Sheldon
JF Idjk
I?-
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: AUGUST 31 1990
SUBJECT: FIRE DEPT PENSION FUND AND OTHER COMPENSATION
This represents the 1991 Fire Department Pay budget request
Fire Calls
540 calls
@ X 30 firefighters per call
@ X$8 per firefighter per call
_$129,600
Trainings
a. Regular 85 firefighters
@ X 45 trainings per firefighter
@ X 12 per training
$45 900
b. Rookie (assume 12 rookies)
22 fire trainings
+ 14 E.M.S. trainings
+ 8 truck trainings
44 Total trainings
@ X 12 rookies
@ X 12 per training
6 336
c. Special Trainings
100 trainings
@ X 12 per training
1 2G0
d. Officer Trainings
150 trainings {
@ X__$12 per training 4
21,800
Emergency Recair Hours
Meeting Hours
Officers Pay (reference attachment)
Total Pay Budget Request
al
$129,600
$ 45,900
$ 6,336
$ 1,200
$ 1,800
$ 5,400
$ 12,000
$ 71.144
12736380
Officers Pay Explanation
Proposed New Positions
Asst Fire Prevention Officer
1
Expected
# of
Proposed
1
1,600
Title # of
Positions
90 Total Pay
Positions
91 Total Fav
Change
1
Chief
1
$ 6,720
1
$ 7,560
+$
840
Battalion Chief
2
8,640
2
8,640
0
Station Commander
5
1,080
5
9,720
+
8,640
Captain
3
2,880
4
4,320
+
1,440
Lieutenant
12
4,320
12
4,032
+
288
Training Officer
1
3,360
1
3,780
+
420
Asst Training Officer
17
12,240
9
7,560
+14,680
Training Administrator
1
360
1
420
+
60
Engineer
1
2,100
1
2,400
+
300
Asst Engineer
4
2,304
4
2,688
+
384
Fire Prevention Officer
1
2,100
1
2,400
+
300
Systems Officer
1
1,440
1
2,100
+
660
Administration Officer
1
1,800
1
2,100
+
300
Property Manager
1
1,296
1
1,680
+
384
Station Manager
1
1,080
1
1,680
+
600
Asst Station Manager
5
1,800
5
2,520
+
720
SCBA Manager
0
0
1
1,344
+
1,344
Lead Captain
5
5,760
0
0
-
5,760
Proposed New Positions
Asst Fire Prevention Officer
1
1,000
+1,000
Asst SCBA Manager
1
1,600
+1,600
Hose Manager
1
300
+ 300
Uniforms Manager
1
700
+ 700
Asst Administration Officer
1
s
800
+1,800
57
$59,280 58
$71,144
+$11,860
I
L79
806
AA
� 3 - 30016
SCHEIDE, SMITH AND LOF$TiRoM, P.A.
ATTORNEYS AT LAW
PHIup N. SCHEIDE
Biwn,EY SMITH
JAMES C. LoFSTRom
THomAs P. Lowy;
August 21, 1990
City Council
City of Fagan
3830 Pilot Knob Road
Fagan, MN 55122
Re: Donald and Betty Sandberg
Dear Mayor Egan and City Council Members:
4635 NIc7oIs RD. - SUITE 206
EAGAN, MN 55122
(612) 454-8440
As attorneys for Donald and Betty Sandberg, we are hereby notifying
you that the Sandbergs withdraw their opposition to the comprehensive
guide plan amendment and rezoning proposed by the Fagan city staff.,
except that they continue to oppose any restriction on access, and
they propose that the south half of the parcel remain zoned
Agricultural and designated R -III.
Very truly yours,
ftBradleyh t.
BS:bfs
cc: Donald and Betty Sandberg