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ITEM 1 2014 Operating Budgetsr 1 TY 0 ot Ce F 0 MINNESOTA -F DATE: 9 January 2014 To: Lori Johnson, City Administrator FROM: Dan Jordet, Administrative Services Director RE: 2014 operating Budgets 7q Streets and Fleet Management At the 9 December 2013 city council meeting the council requested additional information on the Streets budget for 2014 and the Fleet Management budget for 2014. Brad Belair has prepared detailed review of these divisions which are attached to this memorandum. They may be reviewed with the City Council on Monday, 13 January 2014 prior to proposing a final 2014 operating budget for adoption. 2014 Operating _Budget for General Fund At the 9 December 2013 city council meeting, the council adopted a property tax levy for all purposes totaling $ 4, 500, 000. This levy included $ 23,000 of tax abatement, $ 475,285 of debt service levies, special fund reserve levies of $ 728,000 and a General Fund operating levy of $ 3,273,715. This final levy as adopted was $ 30,285 less than the preliminary levy adopted in September 2013. All of the reduction came from the General Fund levy. In order to rebalance revenues and expenditures in the General Fund staff followed a multi --step process to find expenditure reductions. First, budget administrators were requested to find reductions in line items that did not involve compensation or dedicated contractual services (such as engineering, assessing and legal) equal to 5.0% of that amount. This would be the equivalent of about $ 55,000. The rationale of asking for 5.0%v in recommendations was to allow choice among several alternatives to arrive at a net budget reduction that would meet financial goals but also provide for the best mix of services. Not all recommended or offered reductions were used in arriving at the final proposals. Next, the city Administrator and Administrative services Director reviewed the lists and attempted to determine the reductions that would produce two different outcomes. The first outcome was simply to balance General Fund revenues to General Fund expenditures with no surplus budgeted. The second outcome was to reduce expenditures by an amount equal to the reduction in the property tax levy, $ 39,285. The steps taken to reach each of those outcomes are included on the sheet with the colored rectangles around sections of the spreadsheet. The pink rectangle at the top shows the originally presented revenue and expense scenario as was considered on 9 December 2013. It produced a surplus of $ 34,917 which was to be transferred to the debt service fund for the 2003A Improvement Bonds. Pi The red rectae le, second down, shows the result of the reduced levy adopted by the Council. It g reduces revenues to $ 4,044,812 with no change in expenditures. The result is a deficit of $ 4,368. This amount is, at a minimum,what would have to be reduced to reach a balanced budget. The yellow rectangle, third down on the page, indicates that the next step in the budget process was to take the $ 26,085 of expected sales tax exemption savings and spread it back across the expenditure budget against all of the individual accounts. An additional spreadsheet is attached showing how that $ 25,085 was distributed among the benefitting General Fund accounts. The blue rectangle addresses the first of two objectives. It reduces expenditures enough to bring the General Fund expenditures to the same level as General Fund revenues and balances the budget. In this scenario, it is implied that the surplus from the original proposal is applied to the property tax reduction. Any money transferred to debt service funds would have to be authorized at a later time and be taken from fund balance reserves. The consequences of the blue box reductions are less economic development marketing, postponement of some street sign replacements and a reduction in training for Administration. Theg reen box, last box on the sheet, shows additional cuts suggested to arrive at an expense reduction equal to the property tax reduction made on the revenue side of the budget. The first $ 4,358 is added to $ 34,917 in other cuts to reach the $ 30,285 in reduced property tax revenue. The consequences of these reductions are listed in the right hand column.. Finally, I have attached two possible resolutions for adoption of the 2014 operating budgets. The first resolution uses the "blue box" method of balancing the budget and allowing general fund operations to proceed at an expenditure level of $ 4,044,812, equal to revenues expected. The second resolution uses the "green box" appropriation method producing the same surplus as the original budget of $ 34,917. This will require additional cuts in services and postponement of activities but will produce the surplus for the debt service fund that was originally considered. If there are additional questions, concerns or scenarios to be developed, please let me know. attachments P2 W S i-% o ❑ 0 L E C � � v m a CL N @! m CL V) 4_ � aJ N u fu � a7 E 0 O> a LL. ar D •� N � CL vi .0 0 .x iz u � ? N F• rD •N r0 N L N N C 0 ` N C 1] 7- a ++ ` E -u a01i Q C N ro CL -0 C C > V m 0 0 Q rn :3 a C3 -0 c m �e LCL • o ra CD s Q ti . U a mi bn aW 0- a mN +a• m 4- C m 0E. m ru Z arl m 7 0 C y 0 U ++ a E N N w ro ;:3 0 ro Q L a r E m -o m Ci 0 p O il} U 0 E U i CD 00 � 4 'D _Ile 0 ro mO w- E "�++� C) 0 m .] Lr N a Q '1 � E a O t a t4 Ln j 04 0 41 U i!! y •+.- r m .E WT � 0 m G N w Ln N i U E .0 C] b i` d 41 0 0 E U -0 C 0 Q c m - 0 fl 0 r u E of tea! 4 O O y in O O Q. 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N ri 7�{ iR N of tin LJ C fG , ± y ref i/} +' 0 ❑ ❑ ec U- C) Q W rj Ln CL ro N C E` CZ LLn LPI Q CN V). + E •a, E E - ry U a b w m LL > W N o E q aJ m w O clL 0 in LnCD LL- i� ' C] U ❑' Ln fLi ir? o C U Ln aJ y LCJ U In co a L]. ro E C D v H +; iL} E E C) C) r -i �, Lcu E o © Lf] 0 aJ v !L 3 n 0 o Lrl iri- in• N LD L(] m iIJ H Ln ifs a ri Lf] :t N {r} if} CR] O Lr i,n• if} LSa C ifJ ir> y cu t3 C ❑ 66 U N E p L 4' Q Q v U C E D V) C LU U cry N m m N rq N L��[ � Tr qt P5 Budget Originally Proposed: i 1 1 Revenues 2 Gross Expenditures a 3 less: expected sales tax exemption. 4 Net Expenditures i 5 Net Operations Notes: 4,084,097 12/9/2013 Resolution 4,075,265 12/9/2013 Resolution 26,085 original estimate 4,049,180 34,917 to be transferred to Debt Service Budget Status After Tax Reduction: 6 Revenues 4,044,812 cut tax levy by $ 39,285 7 Gross Expenditures 4,075,265 8 less: expected sales tax exemption 26,085 9 Net Expenditures 4,049,180 beginning botom line 10 Net Operations (4,368) deficit, implies no transfer to Debt Service Modification: 11 Spread sales tax exemption savings among accounts on attached schedule Expenditure Reductions: 12 Economic Development - Marketing 1,000 less ED marketing, leaves $ 3,000 13 Finance - Audit Costs 21000 have actual RFP cost 14 Streets -Sign Materials 500 postpone sign upgrades to 2015 15 Administration - Training 868 eliminate a training meeting or conference 16 Total Reductions from Line 7 4,368 200 17 Net General Fund Operations (Line 10 + Line 16) - implies no transfer to Debt Service from Operations Further Reductions to Equal Property Tax Reduction: ($ 39,285 cut in Line 6) 18 Cuts from Balancing Actions (Line 16) 4,368 19 Parks - Contact Services 4,000 staff will spread fertilizer, reduced maintenance " 20 Police Commission - Supplies 100 leaves $ 500 for activity 21 Recreation - Publishing 1,000 newsletter 22 Finance - Office Supplies 200 make do with less 23 Finance - Training 500 limit data processing training 24 Streets - Overtime 2,000 take as comp time 25 Streets - Sand and Gravel 3,000 forego gravel storage area behind salt shed 26 Emergency Managerment -Training 11000 reduce to $ 4,000 27 Economic Development - Marketing 2,000 additional reduction, leaves $ 1,000 28 Streets -Sign Materials 2,000 postpone a portion of sign upgrades to 2015 29 Economic Development - Consultant Services 41000 leaves $1,000 for studies & planning 30 Administration - PT Intern 6,000 postpones Laserfiche implementation 31 Recration - Programming 1,000 raise fees or reduce programs 32 Streets - Operating Supplies 1,000 mow roadside weeds rather than spray chemicals 33 Fleet - Fuel 21700 average cost to $ 3.70/gallon 34 Prairie Center - Supplies 21717 reduce growth in supplies use 35 IT- Sup pies 300 reduce backup parts supplies 36 City Council -Training 400 reduce conference attendance 37 Recreation - Community Events 1,000 smaller increase in budget 38 Additional Reductions 34,917 (lines 19 through 37) 39 Total Reductions (matches Property Tax Reduction) 39,285 (Line 18 + Line 38) TOTAL 348,850 1 21,628.70 261085.00 3244,765 P7 Sales Tax Distribution Budget 6.2% Amount New Dine Item Admin Off Suppl 81000 496.00 950 71050 Print 51000 310.00 310 4,690 Rent 131000 806.00 800 12,200 Equip 201100 11246.20 11250 18,850 Elect Op Suppl 14,500 899.00 900 13,600 Fin Off Suppl 31500 217.00 220 31280 Print 1,000 62.00 65 935 Audit - 11000 IT Op Suppl 61000 372.00 1,372 41628 {City Hall Off Suppl Op Suppl 5,000 310.00 310 41690 Maint Supr 51000 310.00 310 41690 ED Off SUPPI 150 9.30 10 140 Mktg 1,000 Street Off Suppl 200 12.40 15 185 Op Suppl 41000 248.00 245 3,755 Mnt Supp] 51000 310.00 310 41690 Safety 21000 124.00 125 1,875 Blktop 14,000 868.00 865 13,135 Small Tool! 10,000 620.00 620 91380 Sand 25,000 1,550.00 11550 23,450 Sa It 651000 4,030.00 41030 601?970 Sign Mat 231000 11426.00 21425 20,575 Print Rent 31000 186.00 185 21815 Fleet op suppl 191700 11221.40 11220 18,480 Mnt Suppl 20,000 1,240.00 11240 18,760 Safety Sa mll Tool 5,000 310.00 310 41690 Park Op Suppl 28,250 1,751.50 11750 26,500 M nt Su ppl 121000 744.00 745 11,255 Small Tool 51000 310.00 310 41690 Safety 600 37.20 40 560 Rental 2,000 124.00 125 1,875 Rec Off Suppl 2500 155.00 155 21P345 Op Suppl 31200 198.40 200 31000 Print 61300 390.60 390 51910 Rent 350 21.70 20 330 Events 5,000 310.00 310 41690 Prairie +Ctr Op Suppl 51000 310.00 310 41690 M nt Su ppl 11500 93.00 93 11407 TOTAL 348,850 1 21,628.70 261085.00 3244,765 P7 y1l_�1r�lC� CITY OF OTSEGO COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO: 2014 - RESOLUTION ADOPTING 2014 OPERATING BUDGETS WHEREAS, on December 9, 2013 the Otsego City Council held a public meeting at which citizens were invited to comment on the proposed property tax levy and resulting operating budgets for the 2014 fiscal year. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OTSEGO, WRIGHT COUNTY, MINNESOTA THAT: the following sums of money be allotted for the operation of City business in the various funds of the City during the 2014 fiscal year as follows: GENERAL FUND : General Fund Revenues: Property Taxes $ 35273,715 Licenses and Pen -nits 40)100 Intergovernmental Revenue 316fi11 Charges for Service 65)650 Interest Revenue 100,000 Cable Franchise Fee 105,000 Other Revenues 143,5736 Revenues $ 4M45812 General Fund Expenditures: General Government $ 15159,519 Public Safety 1,309,250 Public Work -s 1,015,740 Culture & Recreation 482,602 Economic Development 11,790 Transfers 6 5, 911 Expenditures $4.044)812 SPECIAL REVENUE FUNDS: Storm Water In -District Fund Revenues $ 73,800 Storm Water In -District Fund Expenditures $ 63,000 Storm Water Out -of -District Fund Revenues $ 25,000 Storm Water Out -of -District Fund Expenditures $ 21,240 T64 Street Light District Fund Revenues $ 26,700 Street Light District Fund Expenditures $ 1300 Building Safety Fund Revenues $ 517,200 Building Safety Fund Expenditures $ 252,796 DEBT SERVICE FUND Debt Service Fund Revenues $ 2,7055019 Debt Service Fund Expenditures $ 21705M9 ENTERPRISE FUNDS Water Fund Revenues $ 151881875 Water Fund Expenditures $ 1,328,202 Sewer Fund Revenues $ 15233,900 Sewer Fund Expenditures $ 2,393 599 ADOPTED by the Otsego City Council this 13 th day of January, 2014. ATTEST: Tauri Loff, City Clerk MOTION made by Council Member a IN FAVOR: OPPOSED: all; CITY OF OTSEGO Jessica Stockamp, Mayor and SECONDED by Council Member CITY OF OTSEGO COUNTY OF WRIGHT STATE OF MINNESOTA RESOLUTION NO: 2014 - RESOLUTION ADOPTING 2014 OPERATING BUDGETS WHEREAS, on December 9, 2013 the Otsego City Council held a public meeting at which citizens were invited to comment on the proposed property tax levy and resulting operating budgets for the 2014 fiscal year. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OTSEGO, WRIGHT COUNTY, MINNESOTA THAT: the following sums of money be allotted for the operation of City business in the various funds of the City during the 2014 fiscal year as follows: GENERAL FUND: $ 1,152,119 General Fund Revenues: 1,53085150 Property Taxes $ 3,2735715 Licenses and Permits 40)100 Intergovernmental Revenue 316fi11 Charges for Service 65,650 Interest Revenue 100)000 Cable Franchise Fee 105,000 Other Revenues 143,736 Revenues $ 45044,812 General Fund Expenditures: General Government $ 1,152,119 Public Safety 1,53085150 Public Works 1,005,040 Culture & Recreation 472)885 Economic Development 55790 Transfers 651911 Expenditures $ 4.009,895 Surplus 34,917 P10 SPECIAL REVENUE FUNDS: Storm Water In -District Fund Revenues $ 735800 Storm Water In -District Fund Expenditures $ 63,000 Storm Water Out -of -District Fund Revenues $ 25,000 Storm Water Out -of -District Fund Expenditures $ 21,240 Street Light District Fund Revenues $ 26,700 Street Light District Fund Expenditures $ 1300 Building Safety Fund Revenues $ 517,200 Building Safety Fund Expenditures $ 252,796 DEBT SERVICE FUND Debt Service Fund Revenues $23705)019 Debt Service Fund Expenditures $ 2,7055019 ENTERPRISE FUNDS Water Fund Revenues $ 1)1885875 Water Fund Expenditures $ 15328,202 Sewer Fund Revenues $ 15233N0 Sewer Fund Expenditures $ 2,393,599 ADOPTED by the Otsego City Council this 13 th day of January, 2014. ATTEST: Tauri Loff, City Clerk MOTION made by Council Member 9 IN FAVOR: OPPOSED: P11 CITY OF OTSEGO Jessica Stockarnp, Mayor and SECONDED by Council Member