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ITEM 1 Preliminary 2015 Budget
0 CITY OF se o MINNESOTA DATE: 11 September 2014 TO: Mayor and City Council Members Lori Johnson, City Administrator MEMORANDUM FROM: Daniel Jordet, Administrative Services Director RE: Preliminary 2015 Budget for Consideration and Adoption Attached with this memorandum is a new set of sheets detailing the proposed Pay 2015 Property Tax Levy and the 2015 General Fund operations. As much as possible, the attached pages are numbered the same for each budget division as they were in the original budget book for ease of comparison. There has been no change in the levy dollars proposed. Staff has received an update on tax capacity which is incorporated into page 3 of this packet in the rose colored square. Page 4 of the packet summarizes the General Fund operations with revenues, expenditures and a net bottom line number. Numbers that have changed since the August distribution are highlighted in red or green. Red is an increase (in revenues OR in expenditures) while green is a decrease. The blue highlighted column shows the currently proposed budget. The original document numbers are contained in the yellow shaded column for comparison purposes. On 5 through 37 containing the line items details for each division, changes from the original document to the current budget document are included in red with a brief explanation for the change. Most of these changes have been discussed with the Mayor and City Council members through previous review sessions. The exception is the change in benefit budget numbers for Streets. Recalculation of those numbers produced a net savings of $ 9,614. Details on this recalculation are on page 20. There are occasional pages marked "Blank Page" which fill for materials not reproduced in this budget document. By using this method most pages in the attached document will correspond to the same pages numbers in the original document. Dan Jorrdet From: Tammi Vaith <Tammi.Vaith@co.wright.mn.us> Sent: Monday, September 08, 2014 1:54 PM To: Dan Jordet Cc: Denise McCalla Subject: 2015 tax capacity Dan Your preliminary 2015 tax capacity is 11,376,427. Let me know if you have any questions. ?ammo 2/a zz Tammi Vaith Property Tax/Account Tech Wright County Auditor/Treasurer's Office Phone: 763-684-4540 2 CityOtsego Calculation of Property Tax Levy Options for taxes payable 2015 Pay 2012 Pay 2013 General Fund Levy 2,831,000 3,213,145 Fire Reserve Levy Storm Sewer Levy Pavement Management Levy Park Trail Management Levy Capital Equipment Revolving Fund Levy Parks Capital Equipment Subtotal: Other Limited Levies TOTAL: Limited Levy 20078 GO Improvement Bonds 2010A GO Equipment Certificate 20108 GO Building Bonds 2010D & 2011A GO Improvement Bonds 2003A Improvement Bonds 2004A Improvement Bonds 2006B Improvement Bonds Subtotal: Bonded Debt Levies Tax Abatement TOTAL: Certified Levy Dollar Increase Percentage Increase 480,000 140,000 - 57,765 300,000 300,000 25,000 25,000 150,000 175,000 50,000 25,000 1,005,000 722,765 3,836,000 3,935,910 150,000 150,000 1001000 100,000 75,000 75,000 100,000 100,000 425,000 425,000 17,000 4,261,000 4,377,910 116,910 2.74% Adopted Beginning Pay 2014 Pay 2015 6.60% 12.69% 3,273,715 3,319,000 145,000 145,000 25,000 25,000 320,000 320,000 25,000 25,000 160,000 160,000 53,000 53,000 728,000 728,000 4,001,715 4,047,000 200,285 410,000 - 200,000 100,000 - 75,000 - 100,000 - 475,285 610,000 23,000 23,000 4,500,000 4,680,000 122,090 180,000 2.79% 4.00% TC 9,470,288 ER 46.23% Tax Capacity Growth Tax for $ 200,000 homestead with stable value $ 924.56 $ Tax for $ 200,000 homestead with 5% growth in value $ 10,095,765 11,376,427 44.57% 41.14% 6.60% 12.69% 891.46 $ 822.75 935.97 $ 907.14 Dollar Percentage Change Change 45,285 1.38% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% - 0.00% 45,285 1.13% 0.00% - 0.00% 209,715 104.71% 200,000 0.00% (100,000) (100.00%) (75,000) (100.00%) (100,000) (100.00%) 134,715 28.34% - 0.00% 180,000 4.00% 3 C:\Users\Dan\Documents\2015 Budget\Property Tax Levy Pay 2015 first run w debt 9/11/2014 9/12/2014 City of Otsego General Fund Budget for the year ending 31 December 2015 Revenues: Taxes Licenses and Permits Intergovernmental Revenue Charges for Service Interest Revenue Cable Franchise Fees Other Revenues TOTAL Revenues: Expenditures: General Government.- City overnment:City Council Administration Elections Assessor Finance Legal Information Technology City Hall Planning Building Inspection Subtotal: General Government: Public Safety: Police Police Commission Fire Emergency Management Animal Control Subtotal: Public Safety: Public Works: Streets Engineering Street Lights Fleet Maintenance Subtotal: PublicWorks Culture & Recreation Park Maintenance Recreation Prairie Center Subtotal: Culture & Recreation: Economic Development Transfers Out/(In) TOTAL Expenditures: NET GENERAL FUND: July September 2011 2012 2013 2014 2015 2015 Increase or Actual Actual Actual Budget Proposed Proposed (Decrease) 3,343,665 3,139,130 3,366,010 3,273,715 3,334,000 3,334,000 304,084 563,077 830,076 557,300 592,000 592,000 199,053 208,822 217,630 316,611 323,122 323,122 96,204 62,163 38,321 65,650 47,200 50,700 3,500 118,186 92,134 (4,766) 100,000 95,000 95,000 100,176 106,547 83,681 105,000 105,000 105,000 282,796 66,553 72,924 143,736 149,047 149,047 4,444,164 4,238,426 4,603,876 4,562,012 4,645,369 4,648,869 3,500 49,950 51,273 44,216 74,547 82,317 82,317 295,869 376,582 339,696 391,860 373,980 416,169 42,189 390 24,334 1,486 26,200 745 745 67,935 67,904 67,463 70,300 74,700 74,700 176,950 239,680 242,381 321,187 345,123 342,923 (2,200) 95,239 71,305 78,996 75,000 82,000 82,000 - 35,108 22,760 47,628 66,300 66,300 721 716 71,270 81,255 82,063 82,063 91,753 86,356 70,016 73,400 66,500 67,250 750 454,415 204,926 181,882 231,692 229,951 229,951 1,233,222 1,158,184 1,120,166 1,393,069 1,403,679 1,444,418 40,739 861,410 875,045 882,601 912,500 941,700 941,700 1,191 1,372 1,399 1,350 1,350 1,350 - 347,922 365,873 375,850 450,432 454,560 4,128 - 728 2,950 8,550 7,450 7,450 15,274 10,915 11,058 11,000 11,300 11,300 877,875 1,235,982 1,263,881 1,309,250 1,412,232 1,416,360 4,128 1,285,891 760,656 678,991 630,610 685,860 678,546 (7,314) 147,421 128,714 160,825 85,000 85,000 85,000 97,046 108,775 109,667 110,000 114,100 114,100 - - 148,131 191,630 184,880 186,880 2,000 1,530,358 998,145 1,097,614 1,017,240 1,069,840 1,064,526 (5,314) 346,350 193,455 166,490 294,880 336,914 343,092 6,178 41,736 86,162 115,471 156,089 129,945 129,945 58,888 39,134 20,220 32,647 35,622 35,622 446,974 318,751 302,181 483,616 502,481 508,659 6,178 12,353 2,649 3,286 13,790 14,100 14,100 - 556,941 115,000 - 65,911 - - - 4,657,723 3,828,711 3,787,128 4,282,876 4,402,332 4,448,063 45,731 213,559 409,715 816,748 279,136 243,037 200,806 1 42,231 4 C:\Users\Dan\Documents\2015 Budget\GF Summary 2015 Sept Comparison 9/12/2014 City of Otsego General Fund- Revenues for the year ending December 31, 2015 I 101 2011 2012 2013 2014 2015 3,327,753 3,125,888 REVENUES 101 31010 Current Ad Valorem Taxes 101 31800 Other Taxes 101 31900 Penalties and Interest 3,343,665 3,139,130 Taxes 101 32100 Business Licenses/Permits 101 32130 Fire Inspections 101 32140 Rental Inspection Fees 101 32150 Public Utilities ROW Permits 101 32180 Other Licenses/Permits 101 32190 Fencing Permits 101 32210 Liquor Licenses 101 32250 Sign Permits 101 32260 Building Permits 101 32261 Plumbing Permits 101 32262 Mechanical Permits 101 32263 Electrical Permits 101 32270 Septic Permits 101 32290 Weight Permits 101 32999 Assessor's Fee 7 - Licenses and Permits 101 33403 Local Government Aid 101 33405 Police Aid 101 33406 MSA Maintenance 101 33422 Other Intergovernmental Aid 7,000 Intergovernmental Revenues 101 34050 Administrative Fees 101 34103 Zoning and Subdivision Fees 101 34105 Sales of Maps and Publications 101 34107 Assessment Search Fees 101 34201 Mining Fees 101 34207 Citations 101 34303 Public Works Charges 101 34320 Street Light Operation 101 34330 Grading Reviews 101 34710 Recreation Fees 101 34740 Sports Field Use 101 34750 Prairie Center Rentals 101 34760 Otsego Festival Vendors Charges for Services 101 35101 Fines and Forfeits 101 36100 Special Assessments 101 36102 Special Assessments Penalties & I 101 36200 Miscellaneous Revenues 101 36210 Interest Earnings Interest and Assessments 101 38000 Rentals 101 38010 HPC Book Sales 101 38020 Donations and Contributions 101 38050 Cable TV Franchise Fees 101 38990 Other Miscellaneous 101 38991 Refunds and Reimbursements Other Revenue Sources 101 39000 Other Financing Sources 101 39101 Sales of General Fixed Assets 101 39200 Interfund Operating Transfers 101 2011 2012 2013 2014 2015 3,327,753 3,125,888 3,340,728 3,273,715 1,768 1,650 - - 14,144 11,592 25,282 - 3,343,665 3,139,130 3,366,010 3,273,715 23,200 33,170 12,400 30,000 2,125 181 1,000 - 17,390 19,420 29,680 18,600 - 2,450 3,400 2,500 - 120 33,150 - 1,650 1,700 11910 1,600 - - - 10,100 250 625 700 - 211,270 409,317 615,433 400,000 20,383 41,850 56,823 41,000 22,634 43,144 60,392 43,000 7 - - 4,150 4,050 5,300 3,500 - - 305 - 1,025 7,050 9,583 7,000 304,084 46,692 147,633 4,728 199,053 287 1,200 534 420 86,892 3,770 3,101 563,077 45,432 154,667 8,723 208,822 200 6,600 272 2,941 9,689 2,168 21,115 1,650 8,688 8,840 96,204 62,163 1,000 2,000 69,047 47,440 1,135 5,001 1,866 - 118,186 92,134 190,234 144,575 79,070 - 241 258 3,000 800 100,176 106,547 22 7,349 - (70) 182,509 114,884 - 3,775 127,415 - 830,076 61,543 156,087 217,630 280 6,700 57 3,920 664 8,000 (9,990) 22,770 5,830 38,231 45,796 3,760 4,218 (4,766) 49,008 51 1,000 83,681 3,893 13.717 102,342 579 557,300 112,711 47,000 155,000 1.900 316,611 5,000 2,500 1,650 4,000 50,000 2,500 65,650 100,000 100,000 105,000 3,319,000 $ additional = $ 45,285 or 1.38% 15,000 weighted 3 year average 3,334,000 600 liquor licenses moved to 32210 1,000 alternate years for reinspections 29,000 2,500 1,750 3 year average 33,850 300 new signs only 400,000 52,000 58,000 - done by State of MN 3,000 10,000 on new construction; offset by expenditure in 42410-336 592,000 123,947 allotment by Legislature 46,375 weighted 3 year average 152,800 3 year average 323,122 250 5,000 2,500 2,000 code enforcement fines 1,800 4,000 22,000 3,500 6,000 3.650 50,700 95,000 95,000 1,000 105,000 105,000 106,000 143,736 148,047 Utility Billing Staff $ 47,013; Administrative Transfer $ 64,099; Streets Staff from Utilities $ 36,935 Other Financing Sources I 127,415 3,775 579 143,736 148,04/ TOTAL REVENUES 1.90% 5 Y:\Budget 2015 Input\2015 Finance\GF Revenues 2015 Compiled 9/11/2014 City of Otsego General Fund - Expenditures for the year ending December 31, 2015 City Council 2011 2012 2013 2014 2015 Fund Account Description Actual Actual Actual Budget Reque! 101 41100 104 Wages - PT Employees 101 41100 122 FICA and Medicare 101 41100 150 Workers Compensation Personal Services 101 41100 320 Telephone 101 41100 321 Mileage/Travel 101 41100 355 Dues & Memberships 101 41100 360 Education/Training/Conferences 29,585 31,335 29,690 30,000 2,263 2,397 2,271 2,295 - - 296 102 31,848 33,732 32,257 32,397 - - 1,636 500 107 13 91 200 190 180 30 200 945 855 1,868 1,250 30,000 2,295 102 32,397 2,520 5 Ipad contracts $ 210/mo 200 200 WC Mayors Assn $150; LMC Mayors & others $50 2,000 LMC Conference 1 x 250; Elected officials 1 x 350; meeting supplies 500; volunteer recognition dinner 900 Purchased Services 1,242 1,048 3,625 2,1Su 4,92u 101 41100 801 Contingency 16,860 16,493 8,334 40,000 45,000 101 41100 City Council 49,950 51,273 44,216 74,547 82,317 6 Y:\Budget2015 Input\2015 Administration\GF Expense -Council 2015 Initial 9/11/2014 Supplies 101 41400 315 GIS Services 101 41400 320 Telephone 101 41400 321 Mileage/Travel 101 41400 340 Recording Fees 101 41400 347 Newsletter 101 41400 350 Print and Publishing 101 41400 355 Dues and Memberships 101 41400 360 Education/Training/Conferences 101 41400 361 Liability and Property Insurance 101 41400 390 Contracted Services 101 41400 410 Rentals Purchased Services 101 41400 501 Equipment Capital 101 41400 16,110 City of Otsego 12,705 11,050 30,997 9,561 3,516 - General Fund - Expenditures 6,169 3,724 950 244 857 UQ v for the year ending December 31, 2015 177 1,256 1,954 1,000 15,972 Administration 2011 2012 2013 2014 =und Account Description Actual Actual Actual Budget 12,159 MCFOA 35; LMC 11,624;ICMA/MAMA 500 2,977 State of Cities 50; I94 Chamber 60; MMUA Safety 1,767; MCFOA Conf EXPENDITURES 500; LMC Conference 300; IT Training 100; LMC/GTS training 101 41400 101 Wages - FT Employees 88,123 194,697 210,208 223,351 101 41400 102 Overtime - FT Employees 1,557 2,744 - - 101 41400 104 Wages - PT Employees 432 - - 6,000 101 41400 121 PERA 12,822 15,282 15,874 16,193 101 41400 122 FICA and Medicare 13,936 15,728 15,674 17,086 101 41400 130 Insurance Benefit 5,983 19,657 13,195 14,500 101 41400 140 Unemployment Compensation 11,560 3,468 - - 101 41400 150 Workers Compensation - - 1,170 1,250 Personal Services 134,413 251,576 256,121 278,380 101 41400 201 Office Supplies 12,912 8,549 8,105 7,050 101 41400 210 Operating Supplies - - - - 101 41400 206 Postage 3,198 3,300 4,600 4,000 Supplies 101 41400 315 GIS Services 101 41400 320 Telephone 101 41400 321 Mileage/Travel 101 41400 340 Recording Fees 101 41400 347 Newsletter 101 41400 350 Print and Publishing 101 41400 355 Dues and Memberships 101 41400 360 Education/Training/Conferences 101 41400 361 Liability and Property Insurance 101 41400 390 Contracted Services 101 41400 410 Rentals Purchased Services 101 41400 501 Equipment Capital 101 41400 16,110 11,849 12,705 11,050 30,997 9,561 3,516 - 2,639 6,169 3,724 950 244 857 898 1,100 177 1,256 1,954 1,000 13,599 16,049 18,676 14,400 4,177 4,380 4,822 4,690 11,257 11,173 11,465 12,100 3,132 2,827 2,250 4,850 40,047 40,901 5,524 21,290 23,808 7,922 6,862 11,000 10,771 11,742 11,179 12,200 2015 equest Comments 226,970 29,120 Request for additional; 1,450 Administrative Assistant, 32 hr/wk, Class 6, SteD 4 19,207 update how lines forward/ring; 19,591 Nova $125 hr labor cost 22,069 Administrator and Clerk mileage 1,335 easements; notice of completion; 318,292 agreements; others reimbursed by 8,500 Divider/Office cubicle $1,850 15,972 estimate; 1,250 Computer if Deputy Clerk/Admin Assistant were to be approved. 4,000 homes/businesses; postage 140,848 112,837 70,870 83,580 84,127 4,498 320 - 18,850 - 4,498 320 - 18,850 - 7 Y:\Budget 2015 Input\2015 Administration\GF Expense - Administration 2015 Initial 9/11/2014 - to IT 41650 1,450 C/A Cell; share of main phone lines; Add programming fee to update how lines forward/ring; Nova $125 hr labor cost 1,100 Administrator and Clerk mileage 1,000 easements; notice of completion; agreements; others reimbursed by developers 15,972 4/times year; TPC 2,400; Kim Welter 2,000; Helegeson Mailing. Increased volumn for new homes/businesses; postage increase (see separate sheet) 4,690 Legal notices; ordinances 12,159 MCFOA 35; LMC 11,624;ICMA/MAMA 500 2,977 State of Cities 50; I94 Chamber 60; MMUA Safety 1,767; MCFOA Conf 500; LMC Conference 300; IT Training 100; LMC/GTS training 200 21,929 10,450 Internet $1,500, Laserfiche $2,750, web hosting $700, webdesign $750,web link/laserfiche $3000 annually; laserfiche maint/labor $175 hr- 10 hr block total $1750 12,400 copiers, B/W $1,092; color copier, $3,000; wide format $3,350; postage meter $1,704; plus copy 140,848 112,837 70,870 83,580 84,127 4,498 320 - 18,850 - 4,498 320 - 18,850 - 7 Y:\Budget 2015 Input\2015 Administration\GF Expense - Administration 2015 Initial 9/11/2014 1 CITY @! F MINNESOTA TO: Lori Johnson, City Administrator FROM: Tami Loff, City Clerk DATE: June 26, 2014 RE: 2015 Budget Administration Staff Recommendation Background: Currently there is no one who is trained to perform the City Clerks job in her absence. Finance Assistant I, Kathy Grover, is assigned Deputy Clerk for signature purpose only. Special Licensing, Sandy Lindenfelser, will perform back minute taking and assembling the City Council packets only. In past years during the busy times, we had an Administrative Assistant and Deputy Clerk to perform back up City Clerk jobs. During the recession those positions were not needed. So when I -become City Clerk, those positions were eliminated and a majority of those job duties moved with me. As we have grown other duties have been implemented on the City Clerks job description for instance city website, laserfiche, WebQA, etc. This last year things have picked up in development which brings along public hearings and recordings which are on a as they occur basis. This year alone we have had an estimated 11 final plats/replatting; site and building plans; utility drainage easements; that involved public hearings and/or recordings. I have pulled together some recommended job duties and I feel we could possibly do some reassigning of other duties as, -well: I would also like -to -stress the importance of having another person trained and responsible for Elections as back up Chief Election Official. Deputy Clerk/Administrative Assistant: o Prepare the Planning Commission packets and attend the PC Meetings as the recording clerk. Prepare the City Council packets and attend the CC Meetings as the recording clerk in the City Clerks absence. Back up City Clerk on notes for Administrative Subcommittee and Public Works Subcommittee meetings. 1.1 © Assist the City Clerk in managing the laserfiche system. ® Laserfiche city files when time permits. Manage/order office Supplies and responsible for coordinating the maintenance of machines (copiers, postage machine, fax machine, phone system etc.) ® Back up front desk reception/phones as needed. Assist the City Clerk with Public Hearings Notices. Assist the City Clerk with Recording Documents. © Assist the City Clerk with Elections as Deputy. Chief of Elections. Manage the gambling licenses. 9 Assist all departments with clerical work as needed. I highly recommend City Council consider this position at Part-time 32 hours a week for 2015. Wages: Grade 6, Step 4 $ 17.50/hour 32 Hours per week $ 29,120 Benefits: FICA and Medicare @ 7.65% 2,228 PERA Retirement @ 7.50% 2,184 Prorated Insurances (dental, medical, STD, LTD, Life) 71962 Workers Compensation @ $ .44/$100 127 TOTAL COST �� $ 41,621 Fund Account Description EXPENDITURES 101 41410 104 Wages - PT Employees Personal Services 101 41410 210 Operating Supplies Supplies 101 41410 321 Mileage/Travel 101 41410 350 Print and Publishing Purchased Services 101 41410 501 Equipment Capital 101 41410 Elections Fund Account Description EXPEND1l11RES 101 41410 350 Contracted Services Purchased Services 101 41410 Assessor 2011 2012 2013 2014 2015 - V,UOV - 1V,YVV - 9,080 - 10,400 390 13,243 1,442 13,600 390 13,243 1,442 13,600 - 1,561 43 1,700 - 450 - 500 - 2,011 43 2,200 Comments =non election year 700 Two additional M100 Scanner; $60 Annual Firmware Maintenance & Support Fee per unit= $120 additional (5 M100 and 2 AutoMarks= total $420) Working with Elections Systems & Software to do yearly maintenance in house rather than Wright County. 700 45 45 2011 2012 2013 2014 2015 Actual Actual Actual Budget Request Comments 67,935 67,904 67,463 70,300 74,700 based on consistent charges with contingency for increase in charge (3.5%) 67,935 67,904 67,463 70,300 74,700 67,935 67,904 67,463 70,300 74,700_ 10 Y:\Budget 2015 Input\2015 Clerk-Elections\GF Expense - Elections Assessor 2015 Initial 9/11/2014 City of Otsego General Fund - Expenditures for the year ending December 31, 2015 40A) Finance 2011 2012 2013 2014 2015 Fund Account Description Actual Actual Actual Budget Reque: 101 41600 101 Wages - FT Employees 101 41600 102 Overtime - FT Employees 101 41600 104 Wages - PT Employees 101 41600 121 PERA 101 41600 122 FICA and Medicare 101 41600 130 Insurance Benefit 101 41600 140 Unemployment Compensation 101 41600 150 Workers Compensation 17,466 17,907 Personal Services 101 41600 201 Office Supplies 101 41600 206 Postage 1,000 1,100 Supplies 101 41600 304 Accounting and Auditing 101 41600 320 Telephone 101 41600 321 Mileage/Travel 101 41600 350 Print and Publishing 101 41600 355 Dues and Memberships 101 41600 360 Education/Training/Conferences 101 41600 390 Contracted Services Purchased Services 101 41600 501 Equipment Capital 101 41600 Finance Fund 101 41700 301 Legal Services Purchased Services 101 41700 Legal Services Comments 83,189 141,681 148,130 147,596 153,940 2 Full Time - - - 70,466 74,380 2 Part Time; 1 @ 32 hrs, 1 @ 36 30,435 Audit $ 30,000; Certificate hrs 13,041 13,606 11,711 15,880 16,553 13,004 14,827 10,944 16,680 17,466 17,907 20,250 19,201 19,200 24,619 - - 944 1,000 1,100 127,141 190,364 190,930 270,822 288,058 979 2,273 5,205 3,280 5,200 979 2,273 5,205 3,280 5,200 30,350 29,025 29,430 30,000 30,435 Audit $ 30,000; Certificate application $ 435 - - - 100 - costs are in City Hall Building expenses - - - 300 440 in-state conferences 1,147 922 672 935 1,000 financial statements, OS, budgets, CIP, GAAFR update 35 35 99 750 640 GFOA (2) $ 340 ; MnGFOA (3) $ 195; MCFOA (3) $ 105 2,386 2,690 4,068 4,000 4,650 Civic Systems $ 1,800 (2 days via web), MnGFOA (2 @ $ 435 per), MCFOA (2 @ $ 415 per), MMUA $ 1.150 13,048 12,127 11,977 11,000 12,500 Civic Systems, Softronics, ADP Payroll, Wright County Treasurer and Auditor 46,966 44,799 46,246 47,085 49,665 1,864 2,244 - - - binding machine removed 1,864 2,244 - - - 2011 2012 2013 2014 2014 Comments 95,239 71,305 78,996 75,000 82,000 3 year average + $ 5.00/hr increase 95,239 71,305 78,99b /S,UUu moo.. v. onr - nnc 7r nnn Y:\Budget 2015 Input\2015 Finance\GF Expense - Finance Legal 2015 Initial 11 9/11/2014 City of Otsego General Fund - Expenditures for the year ending December 31, 2015 Information Technology 1 2011 2012 2013 2014 2015 EXPENDITURES 101 41650 201 Office Supplies 101 41650 206 Operating Supplies Supplies 101 41650 309 IT Support/Licenses 101 41650 315 GIS Services 101 41650 321 Mileage/Travel 101 41650 355 Dues and Memberships 101 41650 360 Education/Training/Conferences 101 41650 390 Contracted Services Purchased Services 101 41650 501 Equipment Capital 101 41650 Inform 2,764 5,628 6,000 Software support - 2,764 5,628 6,000 10,744 480 - - - - - - 16,000 - - - - 2,400 training on Civic Systems modules - non -Finance - 24,364 19,516 42,000 41,900 Softronics - 35,108 19,996 42,000 60,300 12 Y:\Budget 2015 Input\2015 Finance\GF Expense - IT 2015 Initial 9/11/2014 0 N 0 E m II m rl N N N m N N . n o N n m . m m Ol mN m O . O b U1 O N N N m 0 N m m N I N O N IO o m n n 00 mr •i m O n 00 00 tll I ao O n m m M N 1 N ql n n T O N N m N tit 1� t0 Ill t0 W �"� T Op N m N N N Q 00 m � N N N' N N o N N N Ul 10 T _ oa dom«333 a a Q u LL� l0 K a V ti O n � O O O Imll O n o m ry m n u ri N a oN ti m -i O N 00 O m n n N O c m N b m N O OI b m � N W toll O� O W 00 t(1 n p Oo � m o to tN0 c1 T N m N m N N V N V m N t0 V n m O O m t0 ul d' N m n a0 n N N N N N O N O tp y n N O O N O q n 'i O UI 00 'i n i ti fIO ll tU V N Ol n 0 to h 0 T ID N t0 N m O N .1m e m t6 In n m In r m o N N N pooo o o o m o MI m ry o a N r `lt�i N n o � T N V o p O N N V O t^ CO N N N 000 T N Ipit T Imo T � 00 m � m n eN1 Ill a m t» � m m m C o m N o o v T Ifni rt T O m O N p N N lc m N [V m 'I11-1 •C � o to N m m Iil, p e 0 oo m � O N m mm -t a m .ma ri a n rti R N N T m ROM- O N N m 0 N N m -M- O N N m 0 Q O U � O 2 W t C o` v o n Ui Q ll 7 _ F 13 X X X X O �i N m 0 N m a m E o U c yo Uv td N .O �O? 3 o Y o x m y a � Q U N _ ~ o O N � N O U U u� N a 3 o 0 m d a m'a i—'Q�Q EaF �m o W o _ oa dom«333 a a Q u LL� l0 K a V City of Otsego General Fund - Expenditures for the year ending December 31, 2015 k City Hall/Public Works Bldg. 2011 2012 2013 2014 2015 n...J....4 0..... - Fund Account Description Actual Actual Actual - EXPENDITURES 98 101 41945 101 Wages - FT Employees - - 9,067 101 41945 121 PERA - - 500 101 41945 122 FICA and Medicare - - 682 101 41945 130 Insurance Benefit - - - 101 41945 140 Unemployment Compensation - - - 101 41945 150 Workers Compensation - - - Personal Services 101 41945 201 Office Supplies 101 41945 210 Operating Supplies 101 41945 202 Fuel 101 41945 220 Repair/Maintenance Supplies 101 41950 210 Operating Suppl. - Old Town Hall Supplies 101 41945 320 Telephone 101 41945 322 Utilities 101 41950 322 Utilities - Old Town Hall t/ 101 41945 325 Garbage 101 41945 361 Insurance 101 41950 361 Insurance - Old Town Hall 101 41945 389 Cleaning Services 101 41945 390 Contracted Services 101 41950 390 Contracted Svcs.- Old Town Hail 101 41945 410 Rentals Purchased Services 101 41945 501 Equipment Capital 101 41945 City Hall/Public Works Comments - - 10,249 - - _ - 98 - 100 - - 2,145 4,690 4,300 2014 adjusted for sales tax; 2015 adjusted downward for expereince 1,192 2,000 2,000 1,345 4,690 3,500 2014 adjusted for sales tax; 2015 adjusted downward for experience 333 333 - - 1,000 In the case that an opportunity to put the building to use comes to Dass 333 333 4,780 11,380 10,900 - - 2,080 5,200 3,200 - - 24,784 29,900 28,000 388 383 401 950 500 - - 4,754 - 5,000 garbage and recycling not budgeted in first year of building. - 6,275 6,463 - 550 500 10,293 11,000 11,000 13,051 15,500 15,500 carpet mats, elevator service, HVAC services, alarm services, fire extinguisher service - 878 500 1,000 388 383 56,241 69,875 71,163 14 Y:\Budget 2015 Input\2015 finance\GF Expense - City Hall PW Old Town Hall 2015 Initial 9/11/2014 City of Otsego General Fund - Expenditures for the year ending December 31, 2014 r Planning 2011 2012 2013 2014 2015 Fund Account Description Actual Actual Actual Budget Request 101 46530 104 Wages - PT Employees Personal Services 101 46570 303 Planning Fees 101 46570 321 Mileage/Travel 101 46530 360 Education/Training/Conferences 101 46570 390 Contracted Services Purchased Services 101 46570 501 Equipment Capital 101 46570 Planning Comments 540 1,230 1,010 1,700 1,500 Commission compensation 540 1,230 1,010 1,700 1,500 91,213 85,126 68,996 65,000 65,000 see e-mail from TPC - - 10 - - - - 750 91,213 85,126 69,006 65,000 65,750 - - - 6,700 - - 6,700 - 15 Y:\Budget 2015 Input\2015 Administration\GF Expense - Planning 2015 Initial 9/11/2014 City of Otsego Building Safety for the year ending December 31, 2015 Building Inspection 1 2011 Fund Account Description 49,275 50,066 138,800 25,000 6,250 EXPENDITURES 101 42410 101 Full -Time Employees Regular 101 42410 119 Payroll Allocation 101 42410 121 PERA 101 42410 122 FICA and Medicare 101 42410 123 Health 101 42410 130 Other Emplolyee Insurance 101 42410 140 Unemployment Compensation 101 42410 150 Workers Compensation - - 255 PERSONAL SERVICES 101 42410 201 Office Supplies and Expenses 101 42410 201 Fuel 1,305 2,019 2,351 SUPPLIES 101 42410 302 Engineering Fees 101 42410 303 Planning Fees 101 42410 315 GIS Services 101 42410 320 Telephone 101 42410 321 Mileage/Travel 101 42410 336 Assessor Fee -New Construction 101 42410 348 Miscellaneous 101 42410 350 Print and Publishing 101 42410 355 Dues and Membership 101 42410 360 Education/Training/Conferences 101 42410 361 Liability/PC Insurance 101 42410 390 Contracted Services 101 42410 410 Rentals 101 42420 303 Planning Fees 1,636 - 226 CONTRACTUAL SERVICES 101 42410 720 Operating Transfers i l 175 275 TRANSFERS 101 42410 501 Equipment 460 MMUA 257 EQUIPMENT - 295 - TOTAL EXPENDITURES 2012 2013 2014 2015 lctual Actual Budget Request Com 62,431 46,187 46,108 49,275 50,066 138,800 25,000 6,250 - - 4,550 3,334 3,421 3,769 3,630 4,248 3,393 3,366 3,572 3,830 12,184 6,197 7,467 6,716 9,264 509 467 - 355 - 1,030 4,326 - - - - - 255 350 356 223,752 88,904 66,867 64,037 67,146 1,305 2,019 2,351 2,100 2,200 3,967 4,458 1,301 4,600 4,500 5,272 6,477 3,652 6,700 6,700 4,353 3,520 4,974 4,000 4,000 8,952 5,364 5,259 6,500 6,500 - - - 10,000 - moved to IT 41650 5,997 5,134 1,646 2,600 1,800 - 216 345 - - - 1,500 - 7,000 10,000 3,559 - - - 1,636 - 226 - - - 175 125 175 275 ICC $ 125; MBPTA $ 150 2,286 2,334 526 785 460 MMUA 257 785 - 295 - 87,438 77,974 94,392 108,400 124,800 48 hours of inspection services per week 27,684 3,772 3,871 5,200 4,270 printer/plotter - 8,771 - - 142,162 109,545 111,363 144,955 152,105 82,000 - 21,104 - now included in GF 82,000 - 21,104 - 1,229 - - 16,000 4,000 vehicle replacement charge 1,229 - - 16,000 4,000 Y:\Budget 2015 Input\2015 Administration\GF Expense -Building Safety 2015 Initial 16 9/11/2014 ot�- "1-1111Ago Blank Page 17 0 otse` o MIMMESOTA Blank Page City of Otsego General Fund - Expenditures for the year ending December 31, 2015 `r Public Safety 2011 2012 2013 2014 2015 Fund Account Description Actual Actual Actual Budget Request 101 42100 390 Contracted Services Police Services Police Commission 101 42150 104 Wages - PT Employees 101 42150 210 Operating Supplies 101 42150 350 Print and Publishing Police Commission Fire Protection 101 42200 390 Contracted Services 101 Public Safety Comments 861,410 875,045 Fire Protection 912,500 941,700 40 hours per day - 3.2% increase Emergency Management 101 42500 210 Operating Supplies 101 42500 322 Utilities 101 42500 360 Education/Training/Conferences 101 42500 390 Contracted Services 912,500 941,700 Emergency Management 590 640 Animal Control 101 42710 390 Contracted Services 759 600 Animal Control 101 Public Safety Comments 861,410 875,045 882,601 912,500 941,700 40 hours per day - 3.2% increase - 347,922 365,873 375,850 454,560 per contract approved July 22, 2013 861,410 875,045 882,601 912,500 941,700 690 590 640 750 750 501 782 759 600 600 1,191 1,372 1,399 1,350 1,350 - 347,922 365,873 375,850 454,560 Albertville (increase based on FT Chief)= 225,701; Rogers .00044 X market value (est 5% MV increase) = 28,827; Elk River 3% increase per contract to 58.83 per parcel (est 3,400) = 200,022. - 347,922 365,873 375,850 454,560 - - 895 1,000 2,500 operating supplies for ECC - - 373 550 450 - - 382 5,000 2,500 EOC exercises, Emercency ManagementTraininq courses - 728 1,300 2,000 2,000 radio and siren contracts & repair - 728 2,950 8,550 7,450 15,274 10,915 11,058 11,000 11,300 15,274 10,915 11,058 11,000 11,300 19 Y:\Budget 2015 Input\2015 Finance\GF Expense - Public Safety 2015 Initial 9/11/2014 City of Otsego General Fund - Expenditures 1 for the year ending December 31, 2015 r Streets 2011 2012 2013 Fund Account Description Actual Actual Actua EXPENDITURES 101 43100 101 Wages - FT Employees 101 43100 102 Overtime - FT Employees 101 43100 104 Wages - PT Employees 101 43100 121 PERA 101 43100 122 FICA and Medicare 101 43100 130 Insurance Benefit 101 43100 140 Unemployment Compensation 101 43100 150 Workers Compensation Personal Services 101 43100 201 Office Supplies 101 43100 202 Fuel 101 43100 210 Operating Supplies 101 43100 220 Repair/Maintenance Supplies 101 43100 225 Uniforms/Clothing Allowance 101 43100 227 Safety Supplies 101 43100 234 Blacktop Supplies 101 43100 240 Small Tools and Equipment 101 43100 270 Sand and Gravel 101 43100 272 Salt and Sand 101 43100 292 Culverts 101 43100 293 Sign/Signal Materials 101 43100 295 Sign/Signal Reimbursement Supplies 101 43100 301 Legal Services 101 43100 320 Telephone 101 43100 322 Utilities 101 43100 325 Garbage Service 101 43100 350 Print and Publishing 101 43100 355 Dues and Memberships 101 43100 360 Education/fraining/Conferences 101 43100 361 Liability and Property Insurance 101 43100 389 Cleaning Services 101 43100 390 Contracted Services 101 43100 410 Rentals 101 43100 436 Dustcoating 101 43100 720 Operating Transfers Purchased Services 101 43100 501 Equipment Capital 101 41400 Streets 279,184 337,413 6,736 5,280 15,746 11,729 22,475 26,250 23,522 26,792 34,105 39,817 308 44 1,700 56,544 16,604 17,850 6,300 1,946 7,544 10,156 20,304 63,449 2,914 11,006 215,263 116 8,212 21,622 1,662 70 3,061 43,695 5,431 61,903 1,340 11,668 529,772 688,552 447,325 1,124 55,431 25,161 25,090 6,786 3,020 9,997 11,840 22,110 24,272 7,331 7,971 193,943 10,355 22,485 1,021 311 100 4,047 34,343 7,993 22,417 3,471 12,844 386,973 21,746 28,165 48,648 19,255 504,787 2,266 2,845 2,724 5,226 1,893 16,154 6,654 13,143 75,032 17,204 142,097 275 5,872 1,285 77 158 100 3,953 1,016 5,368 922 13,081 2014 2015 udget Request Comments 310,971 8,000 12,900 23,125 25,809 32,400 20,200 433,405 485 3,755 4,690 2,950 1,875 13,135 9,380 23,450 60,970 21,575 142,265 4,500 500 500 4,675 23,450 5,000 2,815 13,500 119,387 32,107 54,940 all see attached details 297,128 8,000 52,268 calculations corrected (3,000) 26,805 calculations corrected 894 27,341 calculations corrected (10,569) 37,910 calculations corrected 3,061 20.200 469,652 500 3,265 4,690 3,940 1,875 15,000 9,380 20,000 75,000 12,800 additional 2,300 for sign replacement program 146,450 5,040 1,200 500 500 5,000 24,154 5,000 5,750 15,300 62,444 Y:\Budget20l5 Input\2015 Public Works\GF Expense -Streets 2015 Initial 9/11/2014 21 2015 Street Department Budget Detail 43100201 Office Supplies Reclassify random and pre-employment drug and alcohol testing and pre-employment background checks to 101-43100-390.Office supplies are office only related expenses including paper, pens, pencils, markers, batteries, log books, white boards, folders, etc. Estimated at $500 43100210 Operating Supplles Operating supplies needed for street maintenance and repair Includes herbicides, flags, snow plowing markers, lathe, marking paints, roadside cleanup materials, etc.. Based on past expenditures and 2015 projections reduce budget to $3500. 43100220 Repair5upplies Repair supplies include materials for repair ofstreet and ROW maintenance and repair Including curbs, sidewalks, ditches, mailboxes, etc. Materials Include concrete, lumber, herbicide, topsoil seed, fertilizer, plow markers, flags, erosion protection materials, etc. 43100225 Uniforms/Clothing The Street Department uniform budget is bases on the uniform policy approved in 2014. Included are uniforms for six full time employees and four seasonal employees. Full time employees are allotted $400 each for uniforms and $150 each for boot allowance. The estimated allowance for uniforms and boots for four seasonal employees is $160 each. The 2015 budget is estimated at $3940. 43100227 SafetySupplles Employee personal protective equipment includes hard hats eyewear, hearing protection, specialty gloves, reflective vests and jackets, etc.. Other includes traffic cones and barricades, harnesses, misc. signs and placards, first aid kits, fire extinguishers, other misc. 43100234 Blacktop Supplies Blacktop patching and repairs will be performed by City staff In preparation of the streets proposed to be seal coated and fog sealed in 2015 and to patch potholes in streets designated preventative maintenance only. It Is estimated with the bituminous street infrastructure aging and a slight increase in asphalt repair supply costs, the 2015 blacktop supply budget be increased to $15,000. 43100240 Small tools and Equipment Used for the purchase and replacement of small tools and equipment under CIP values. A list of needs (tools& equipment) to be considered Is maintained and joint department purchases are encouraged when possible. The recommended purchases for 2015 include $5000 to upgrade a another existing vehicle assigned to winter snow and ice control to apply deicing chemicals and a 3 -point landscape rake to repair ROW and ditches estimated at $1500. The 43100270 Sand and Gravel The budget decrease is based on the anticipated reduction of lineal miles and use of gravel roads to maintain and previous annual actual expenses.. Consideration given to the(bftuminous) Improvement of 70th street In 2015 and continuing the annual dust control program. The 2015 budget request in the amount of $20,000 will purchase approximately 2800 ton of class 5 gravel including delivery. 2500 ton will be dedicated to gravel road repairs, 300 ton for repairingthe gravel shoulders of bituminous rural roads. 43100272 Salt/Sand The proposed budget Is based on past product use, service levels, and current salt Inventory available. The 2014-15 State of MN contract for salt has been awarded and is based on Otsego purchasing 900 ton of treated and untreated salt at an average price of $80.58 per ton ($72,500). The unexpended montes from the 2014 general fund forsait/sand ($39,400) will purchase approximately 500 ton of the 900 ton contracted for 2014-15 winterseason. The remaining 400 ton($33,300) of the 2014-15 salt contract will be purchased with $33,100 of the $75,000 2014 budget forsalt sand, leaving $40,000 for the purchase of deicing chemicals and salt/sand to be used In the fall of 2015. Additional street mileage for new subdivisions has been included. 43100293 Sign/Signals Materials The 2015 estimate for Sign/signal material includes the estimated purchase of replacement bulbs for the City maintained signal lights ($1000),materials to complete the blanket replacement of street signs ($1500), and the purchase of materials to repair and maintain signs throughout the City $8,000. Industry standards recommend a maintenance budget of 4%of the value of all signs in the City. The estimated value of the street signs in Otsego is $200,000 x4%= $8,000. 2015 budget estimated at $10,500. 43100320 Telephone Includes 2 -1 -Pads, one for Sign Management and one for the Street Supervisor. 2-1 Phones, one each for the Street Supervisor and Lead Worker. 5 -standard cell phones with direct connect. Estimated monthly expense for 2015 is $420 or $5,040 annually. 43100322 Utilities The budget for utilities includes electric and gas service to the old public works facility which is used for storage. At this time the facilities require no heat. Estimated budget for 2015 is $100 per month. 43100325 Garbage service $500 for disposal oftrash and appliance from ditch cleanup. 43100355 Dues and Memberships American Public Warks Assoc/ MN Public Works Assoc. -$350, MN Street superintendents Assoc. -$150 43100360 Educatlon/Training/Conferences The 2015 budget request provides for training six employees. Approximately $3,000 is for safety training(MMUA) and the remainder will include two employees to attend plow truck simulator training. Other training will Include the The Fall Expo in St. Cloud, gravel road maintenance, sign maintenance, winter maintenance, and LMNC loss control workshop. 43100390 Contracted services The 2015 budget of $5,000 Is estimated to fund contracted services Including repair of signal luminaires ($1400), contract curb repair ($2000), drug and alcohol testing, new employee background tests, contract computer repair, maintenance upgrades for sign management software contract computer repair ($1,000). 'Move drug testing here from office supplies (431002010) 43100410 Rentals Minimal tree trimming was necessary in 2014. Anticipate more for 2015 requiring tree chipper rental of$1,500. Asphalt mill for bituminous repairs estimated for three days at $250per day=$750. Add request to rent a power screen at a cost of$3,500 per week. The screen Is proposed to screen debris from street sweepings, screen topsoil stockpiled west of the ballfields in Prairie Park, and screen compost to assist Albertville In Maintaining the compost site. Albertville stated that screened compost would be available to Otsego residents. Also other misc. equipment rental as needed. If an asphalt roller is not purchased in 2014, add $1500. 43100436 Dustcoating Recommend dust control be applied on the same roads as 2014. Residents may request additlonat dust control at their expense. The City funds dust control on approximately 5.5 miles of gravel roads. The 2014 price for calcium chloride increased to $.96 per gallon. The 2015 budget Is estimated at $1.00 per gallon x 15,300 gallons. 21 City of Otsego General Fund - Expenditures for the year ending December 31, 2015 Engineering 2011 2012 2013 2014 2015 =und Account Description Actual Actual Actual Budget Budget EXPENDITURES 101 43150 210 Operating Supplies - - - - Supplies 101 43150 302 Engineering Fees 101 43150 348 Utility Locates Purchased Services 101 43150 501 Equipment Capital 101 43150 Engineering Fund Account EXPENDITURES 101 43160 350 Utilities Purchased Services 101 43160 Street Lights 108,422 78,720 100,369 85,000 85,000 from HAA; 3 year average is $ 95,000 38,999 49,994 60,456 - - in Utilities beginning in 2014 147,421 128,714 160,825 85,000 85,000 2011 2012 2013 2014 2015 Actual Actual Actual Budget Budget Comments 97,046 108,775 109,667 110,000 114,100 1% energy cost increase, 3% system growth 97,046 108,775 109,667 110,000 114,100 22 YABudget 2015 Input\2015 Finance\GF Expense - Engineering & Street Light 2015 Initial 9/11/2014 Dan Jordef From: Ron Wagner <RonW@HAA-inc.com> Sent: Thursday, June 26,2014 10:45 AM To: Lori Johnson; Dan Jordet Subject: engineering budget items Lori/Da n I have reviewed our past years and so far this year. It looks like we will be close to $85k for general engineering items this year. Past years averaged just over 95k (2011 to 2013). 1 would budget $85k for 2015. On utility locates.we have averaged right around $50k (2011 to 2013) and are estimating $45k for 2014: 1 think $40k for 2015 would be a good budget amount as I expect we will see at least 10% reduction due to the new web based Korterra system. Are there any other budget items I need to estimate for the June 27th deadline? HaMs-io 1-1-11'Anderson Ronald J. Wagner, Otsego City Engineer 3 601 Thurston Avenue Anoka, MN 55303 ?hone: 763-427-5860 Direct: 763-852-0478 Cell: 612-919-9657 23 Dan Jordet From: Ron Wagner <RonW@HAA-inc.com> Sent: Monday, June 30, 2014 11:15 AM To: Lori Johnson Cc: Dan Jordet Subject: RE: engineering budget items Lori The $85k was for the overall engineering general items An estimated breakdown would look like Council & Other Meetings w/ Council $5,000 estimate 40 to 50hrs/year Prepare Agenda Items $7,000 estimate 70hrs/year General Streets $3,000 estimate 20 to 30hrs/year Finance Questions, CIP, Budget $7,000 estimate 70hrs/year Sanitary Sewer $3,000 estimate 20 to 30hrs/year Water $3,000 estimate 20 to 30hrs/year City Maps $3,000 estimate 30 to 40hrs/year Staff/Developer Mtg $3,000 estimate 20 to 30hrs/year GIs Support— depends on GIS decision $10,000 estimate 140 to 150hrs/year Public Works Sub Mtg And Memos $5,000 estimate 40 to 50hrs/year Grading and Storm Water Issues $10,000 estimate 100 hrs/year Review Permits (ROW and fence, and Land alteration) $10,000 estimate 100 hrs/year Street Renewal $5,000 estimate 40 to 50 hrs/year Engineering Manual $1,000 estimate 10 hrs/year Street Signage $1,000 estimate 10 hrs/year Park Questions $1,000 estimate,10 hrs/year Wetland issues $1,000 estimate 10 to 15 hrs/year NPDES Compliance $7,000 estimate 90 to 100 hrs/year Total $85,000 estimate 840 to 895 hrs/year based on $60 to $107.5/hr billing rates with majority being Brent and Ron time. Hope this helps. An dens n Ronald J. Wagner, Otsego City Engineer 3 601 Thurston Avenue 24 Purchased Services 101 43240 501 Equipment Capital 101 43240 Fleet Management - 6,486 5,700 8,200 25 Y:\Budget 2015 Input\2015 Public Works\GF Expense - Street Dept. Fleet 2015 Initial 9/11/2014 City of Otsego General Fund - Expenditures for the year ending December 31, 2015 Fleet Management 2011 2012 2013 2014 2015 Fund Account Description Actual Actual Actual Budget Requested Comments EXPENDITURES see attached details 101 43240 101 Wages - FT Employees - - 20,093 62,503 53,581 101 43240 102 Overtime - FT Employees - - - - - 101 43240 104 Wages - PT Employees - - - - - 101 43240 121 PERA - - 4,739 4,530 3,885 101 43240 122 FICA and Medicare - - 1,494 4,780 4,099 101 43240 130 Insurance Benefit - - 8,550 6,887 9,118 101 43240 140 Unemployment Compensation - - - - - 101 43240 150 Workers Compensation - - 370 400 2,163 Personal Services - - 35,246 79,100 72,846 101 43240 201 Office Supplies - - - - - 101 43240 202 Fuel - - 62,505 63,400 64,034 combined streets/parks maintenance needs 101 43240 210 Operating Supplies - - 29,044 18,480 15,800 additional 2,000 for tires 101 43240 220 Repair/Maintenance Supplies - - 10,969 18,760 22,000 combined streets/parks maintenance needs 101 43240 225 Uniforms/Clothing Allowance - - - 1,500 1,500 101 43240 227 Safety Supplies - - - - - 101 43240 240 Small Tools and Equipment - - 3,881 4,690 2,500 Supplies - - 106,399 106,830 105,834 101 43240 322 Utilities - - - - - 101 43240 355 Dues and Memberships - - - - - 101 43240 360 Education/Training/Conferences - - 632 700 700 101 43240 361 Liability and Property Insurance - - - - - 101 43240 389 Cleaning Services - - - 101 43240 390 Contracted Services _ _ 5,854 5,000 7,500 101 43240 720 Operating Transfers - - - - Purchased Services 101 43240 501 Equipment Capital 101 43240 Fleet Management - 6,486 5,700 8,200 25 Y:\Budget 2015 Input\2015 Public Works\GF Expense - Street Dept. Fleet 2015 Initial 9/11/2014 2015 STREET DEPARTMENT FLEET EXPENDITURES DETAIL 43240202 Fuel Estimate 14,000 gallons The 2015 estimated budget of $52,500 for Fuel (diesel and gas) to operate Street Department assigned equipment is based an actual fuel used the past 12 combined of gas and diesel fuel months. An additional 3,075 eallons has been added for Park maintenance fuel. @$3.75 average per gallon=$52,500 43240210 Operating Supplies Hard repair parts forvehicle and The 2015 budget estimate of$13,800 for Street Department repair supplies is based on the current condition ofvehicies and equipment assigned to the street equipment components e.g.: department, reviewing the past 12 months of expense history, and considering current schedules for replacement. The remaining amount is for Fleet engine, transmission, hydraulics, Department supplies not recorded on work orders and used for quick fixes such as nuts, bolts, connectors, tape, aerosol lubricants, oxygen/acetylene grinding electrical, chassis, drive train, wheels, etc. and suspension parts. 43240220 Repair5upplies Cutting edges -$9,000, Oils and The 2015 budget for operating supplies estimates Street Department expenditures of $2,D00 for tires, $7000 for cutting edges for the snowplows and grader, lubricants -$3,500 Tires -54;500, $2,400 for street sweeper brooms and brushes, a nd $3,5 00 for oils and greases. The remain ing $750 will fund misc supplies such as cleaning supp lies, floor sweeper brooms and rubbers- dry and other Fleet Department supplies. Park maintenance has also submitted a separaterequest for their awn repair andmaintenance uooll sinlcuding S $2,400, misc. wear Items -$3,600 1,G00 for cutting edges, $ 2,500 for tires, and general maintenance items of $ 2.850. 43240225 Uniforms/Clothing 1 -employee rental uniforms and 2014 budget for uniforms/clothing is to provide rental and cleaning of uniforms, and purchase of safety shoes for one employee. The current contract service is safetyshoes with G&K which also provides rags for the Fleet department and rugs and other supplies for thefacilities. 43240240 Small tools/Equipment Specialty Fleet Department The small tools/equipment budget for 2015 of $2,500 is to be used to purchase additional specialty hand tools as needed for staff assigned to perform fleet specific tools. repair The reduction is based on other departments providing for their own hand tools. 43240360 Educ/Train/Conf MMUA Safety -$550, Fall Expo Verifyprorated cost of safety training for Fleet Department employee. $50, DOT Inspec Cert. $100 43240390 Contracted services Tire service, fuel system The Contracted services budget for Fleet Management was originally intended as a reserve budget to contract unexpected major repairs such as an engine or inspections and repairs, Fire ext transmission failure. Recent history has utilized the contractual budget for contract repairs and service for the fuel system, shop equipment repair,2-way radio service, 2 -way radio service, service and repair, and Inspections required. The 2015 contracted services budget considers an additional $2,500 for unexpected contract repair of Vehicle crane inspection, and Equipment major components. Replacement of Equipment as recommended in the CIP may reduce the estimated expenditures to repair major SoRware(Tatems) maint. components. Rags/rawels, etc 26 City of Otsego General Fund - Expenditures v for the year ending December 31, 2015 Park Maintenance 2011 2012 2013 2014 2015 Fund Account Descriotion Actual Actual Actual Budget Request 101 45200 101 Wages - FT Employees 101 45200 102 Overtime - FT Employees 101 45200 104 Wages - PT Employees 101 45200 121 PERA 101 45200 122 FICA and Medicare 101 45200 130 Insurance Benefit 101 45200 140 Unemployment Compensation 101 45200 150 Workers Compensation Personal Services 101 45200 201 Office Supplies 101 45200 202 Fuel 101 45200 210 Operating Supplies 101 45200 220 Repair/ Maintenance Supplies 101 45200 225 Uniforms/Clothing Allowance 101 45200 227 Safety Supplies 101 45200 240 Small Tools and Equipment Supplies 35,693 49,660 32,120 - 4,917 2,682 5,188 3,799 9,630 7,520 87,548 63,661 4,568 6,119 6,386 14,808 19,225 13,399 2,213 5,775 32,392 40,101 Comments 43,648 82,300 84,148 1.4 FTE of full time staff - 43,600 52,126 additional 1,980 hours os seasonal reouested. see attached explanation 6,225 6,000 6,101 3,222 9,650 10,425 for additional staffing request 3,395 2,900 3,674 991 1,050 2,771 57,481 145,500 159,245 781 - 230 Misc. office supplies for the Park Lead; Drug Testing & Background Checks for Employees 24,336 26,500 37,970 $7,000 Fertilizer; $2,600 Mulch; $4,000 Ballfield Paint; $5,000 Field Maintenance Supplies(Chalk, Diamond Dry, Aglime, Bases); $4,000 Playground Woodchips; $10,000 Court Surface Repair & Maintenance; $2,000 Skatepark Re - Surface; $1,000 Dust control soccer field parking lot; $2000 misc. Increase in 2014 due to the addition of court repair and maintenance being added into the Operating Budget also the skatepark re- surface. $3,000 for hockey boards removed 9,627 11,755 15,500 $1,500 Dirt & Black Seed; $4,000 Irrigation Supplies (Valves, Heads, Controllers, Irrigation Boxes); $6,000 Playgrounds; $4,000 Misc. Repairs (Shelters, Fencing, Splash Pad, Planters) Increase over last year by $3,745 due to the addition of the soccer fields and aging infrastructure. 304 1,100 1,430 $400 x 2 Full Time Staff Clothing Allowance; $150 Full Time Boot allowance x 2; $60 Seasonal Boot Allowance x 6; $55 Seasonal Seasonal Clothing Allowance (2 Shirts, 1 Hat, 1 Sweat Shirt) x 6 1,154 560 1,200 Safety Glasses, Gloves, Cutting Gear, Helmets, Face shields, Goggles, Hearing protection. 5,896 4,690 5,000 Small hand tools, weed whips, backpack blower, shovels, power tools, ballfield tools, snow eauipment 42,098 44,605 61,330 Y:\Budget 2015 Input\2015 Parks & Recreation\Completed Budget\GF Expense - Park Mainte0ace 2015 Initial 9/11/2014 rund Account 101 45200 320 Telephone 101 45200 322 Utilities 101 45200 325 Garbage Service 101 45200 350 Print and Publishing 101 45200 355 Dues and Memberships 101 45200 360 Education/Training/Conferences 45200 361 Liability and Property Insurance qui 45200 390 Contracted Services 101 45200 410 Rentals 101 45200 720 Operating Transfers Purchased Services 101 45200 501 Equipment 2011 2012 2013 2014 2015 kctual Actual Actual Budget Requested Comments 5,403 1,500 2,850 Average monthly Verizon bill through 20,586 26,399 28,239 98 437 264 98 2,083 27,291 26,600 26,806 23,905 11,727 12,593 140,000 - 226,410 89,693 30,015 470 66,911 104,775 109,397 - - 13 120 $6 200 For a broom attachment on the skidster which will be used to broom off trials, ice rinks, and remove lips around infields; $6,920 Boss V -Plow which would replace the Blizzard plow currently on #38. The Boss plow are interchangeable and would be able to be installed onto a new truck should #38 be traded in. Capital I - - - - 13,120 101 45200 Park Maintenance Y:\Budget2015 Input\2015 Parks & Recreation\Completed Budget\GF Expense - Park Maint2g ce 2015 Initial 9/11/2014 June 2014 was $188, That does not include seasonal phones, which would add an additional $60 per month June - August; $25 per month for long distance service; $110 Misc. cost 28,700 29,086 security lights for parks and parking, water, irrigation, sewer - 1,200 Parks generates a majority of the garbage in the summer months. Adding an additional 3 yard dumpster with a twice a week service and 6-35 gallon cans is what is needed to keep up with garbage. The dumpster service is $155 per month April -September and the can service is $14 per month year around. $100 misc. costs. - 600 Minnesota Recreation & Parks Association; Minnesota Nursery & Landscape Association 2,750 2,750 $1100 MMUA Training Annually; $1,650 Greens Expo; Playground Maintenance Classes; The safety committee is recommending the additional day to assist staff develop policies and operating procedures that currently are not in place. 35,350 36,411 34,600 34,500 $11,000 For Herbicide Control; $4,000 Fertilizer Application; $14,500 Port -0 - Potties; Irrigation Repair & Maintenance $3,600; Misc. $2,000. The Port -o -Potty number went up due to the need for additional toilets at the new soccer fields. However, the herbicide quote went down therefore decreasing the overall number. 1,875 2,000 Ditch Diggers, Stump Grinders 66,911 104,775 109,397 - - 13 120 $6 200 For a broom attachment on the skidster which will be used to broom off trials, ice rinks, and remove lips around infields; $6,920 Boss V -Plow which would replace the Blizzard plow currently on #38. The Boss plow are interchangeable and would be able to be installed onto a new truck should #38 be traded in. Capital I - - - - 13,120 101 45200 Park Maintenance Y:\Budget2015 Input\2015 Parks & Recreation\Completed Budget\GF Expense - Park Maint2g ce 2015 Initial 9/11/2014 2015 PROPOSED PARKS SEASONAL STAFFING STRUCTURE MOWING: In 2014, the City began mowing the W WFF properties which was contracted in the past. Staff estimated that it would take a City crew about 9 hours to mow all of the WWTF each week and the properties would be mowed about 15 times per year. The estimated staff cost including benefits is $1,185, and estimating $1,500 in fuel cost and vehicle depreciation, the 2014 City cost for mowing the W WTF is estimated to be $2,685. The contracted cost to mow the W WTF in 2013 was $11,616.24 which is a difference of $8,931.24. In 2013, the City began mowing the boulevards which were contracted prior to 2013. Staff estimates that that it takes City Crews 12 hours a week and about 15 times each year to maintain the boulevards. The estimated costs are $2,333.50 for staffing with benefits, and $2,005 for fuel and vehicle depreciation for a total cost of $4,338.50. The contracted amount in 2012 to mow the boulevards was $13,862 which is a difference of $9,523.50. Mowing Crew: Wide Area mower 1 staff 31 hours per week x 22 weeks Trim Mowing 2 staff 32 hours per week each x 14 weeks BALLFIELD MAINTENANCE: Staff have continued to work with the area youth sport associations to improve the field maintenance throughout the City. Staff currently lines all of the City's soccer fields and baseball fields, they also maintain 5 baseball game fields (4 at Prairie Park and 1 Zimmer Park) and a practice field at Frankfort Park. Ballfield Crew: Daily maintenance 2 staff 8 hours per week each x 14 weeks Lining ballfields 1 staff 6 hours every week x 14 weeks TREE&MULCH MAINTENANCE The City currently has a large inventory of trees planted in non -irrigated areas throughout the City. In order to maintain these trees, Staff must go out and water each tree from a watering truck throughout the summer. Depending on weather conditions and condition ofthe trees this process may have to be repeated for manyyears. Each ofthe eight parks has many other amenities that add to a quality experience for park users. The amenities that require bi-weekly attention include planters, playgrounds, and sport courts. Planter, tree, sport court Maintenance 1 staff 7 hours every other week x 18 weeks Weekly Playground Maintenance 1 staff 2 hours every other week x 18 weeks PARKGARBAGE There continues to be an increase in use throughout the park system. Staff have noticed that garbage accumulation has increased over the past 2 years requiring more staff time to maintain garbage throughout the season. Weekly Garbage 2 staff 5 hours every week x 18 weeks GENERAL MAINTENANCE Currently the City has 1 FTE park employee, and to assist him with his duties the City added a 6 month seasonal employee in 2013. This position assists the park lead with many duties throughout their seasonal employment. Over the past two years, this position has been extremely valuable especially during the early spring and early fall seasons when the other weekly maintenance (mowing, weed whipping) is still needed to be performed and the majority of the other seasonal employees wither haven't sta rted or are gone for the season. Staff is recommending adding an additional 6 month seasonal park position. If approved, this position would start May 1 and work until October 31. The current position starts April land runs until September 30. The proposed position would start a month later than the current position and would add assistance to the Park Lead in the late fall with maintenance. If approved, staff would seek out an individual with irrigation experience to assist with irrigation repairs, start-ups, and winterization. The 2013-2014 irrigation winterization and start-up contract cost was $1500. This position would also assist and lead maintenance project throughout the City to include trim mowing, ball field maintenance, irrigation repair and maintenance, and Splash Pad repair and maintenance. The assistance with thesetasks would allow more time for the Park Lead to do safety inspections ofthe playgrounds, skatepark, athletic fields, and trails. It would also allow more time for follow through with contractors and better supervision of the seasonal employees. (2) General Maintenance 2 staff at 27 weeks x 40 hrs/wk WINTER MAINTENANCE With the addition ofthe hockey rink, staff would like to propose a seasonal position be added from December V to February ill for 10 hours per week to help with maintenance. If approved this person would assist with the daily sweeping, shoveling, and flooding ofthe hockey rink. This would all for a quicker turn around after snow events and allow staffto spend more time on snow removal on the trails. Staff December 1 -February 1 9 weeks x 10 hrs/wk STAFFING BREAKDOWN 2 Staff (27 weeks) 40hrs/wk ($11) $23,760 1 Staff (22 weeks) 31hrs/wk ($13) $8,866 1 Staff (11weeks) 40hrs/wk ($13) $5,720 2 Staff (14weeks) 40hrs/wk ($11.50) $12,880 1 Staff December 1 -February 1(9weeks) 10hrs/wk ($10) $900 Total $52,126 T� REQUEST FOR ADDITIONAL SEASONAL STAFFING BEGINING IN 2015 (these staffing requests are already included in the seasonal staffing overview page and the line items budgetrequest) GENERAL MAINTENANCE Staff is recommending adding an additional 6 month seasonal park position. If approved, this position would start May 1 and work until October 31. The current position starts April 1 and runs until September 30. The proposed position would start a month later than the current position and would add assistance to the Park Lead in the late fall with maintenance. If approved, staff would seek out an individual with irrigation experience to assist with irrigation repairs, start-ups, and winterization. The 2013-2014 irrigation winterization and start-up contract cost was $1500. This position would also assist and lead maintenance project throughout the City to include trim mowing, ball field maintenance, irrigation repair and maintenance, and Splash Pad repair and maintenance. The assistance with these tasks would allow more time for the Park Lead to do safety Inspections of the playgrounds, skatepark, athletic fields, and trails. It would also allow more time for follow through with contractors and better supervision of the seasonal employees. 1 staff for 27 weeks x40 hrs/wk at ($11) WINTER MAINTENANCE With the addition of the hockey rink, staff would like to propose a seasonal position be added from December 111 to February 111 for 10 hours per week to help with maintenance. If approved this person would assist with the daily sweeping, shoveling, and flooding of the hockey rink. This would all for a quicker turn around after snow events and allow staffto spend more time on snow removal on the trails. 1 Staff December 1 -February 1 (9 weeks) x10 hrs/wk ($10) 30 City of Otsego General Fund - Expenditures for the year ending December 31, 2015 Recreation 2011 Fund Account Description Actual EXPENDITURES 101 45250 101 Wages - FT Employees 101 45250 102 Overtime - FT Employees 101 45250 104 Wages - PT Employees 101 45300 104 Wages - PT Employees - HPC 101 45250 121 PERA 101 45250 122 FICA and Medicare 101 45250 130 Insurance Benefit 101 45250 140 Unemployment Compensation 101 45250 150 Workers Compensation Personal Services 101 45250 201 Office Supplies 101 45300 201 Office Supplies - HPC 101 45250 210 Program Supplies 101 45250 240 Equipment Supplies 101 45250 320 Telephone 101 45250 350 Print and Publishing 101 45250 225 Uniforms 2012 2013 2014 2015 - 45,058 54,208 38,700 40,235 .6 FTE of full time staff 720 1,915 1,141 15,600 20,779 Recreation Admin Assistant in 2013 seasonal rec staffing in 2013 for programs was $3,628.50. Staff expects this number to increase slightly for exsisting programs due to wage increases. Staff also estimates an additional $1,000 in seasonal recreation staff, which a majority is paid for by recreaiton program revenues. 450 590 670 450 450 - 3,163 2,876 4,150 4,088 - 3,437 4,009 3,950 4,314 - 2,966 5,089 2,450 3,050 - - 663 700 1,834 1,170 57,129 68,656 66,000 74,750 36 31 963 1,875 210 Staff has moved Rec. office supplies (101-45250-201)to the Prairie Center office supplies because the Recreation Department is now housed in Prairie Center and the supplies are used for both. Background checks for recreation staff will still be taken out of recreation office supplies - 544 465 470 500 - 282 3,000 10,820 $7820 in program supply costs in 2013 which included (participant shirts, sporting equipment, arts & crafts supplies, and program refreshments) staff estimates that number to remain consistent for exsisting programs; Estimated $3000 in new program supply cost. Programs to include (outdoor rec class, adult flag football, senior programming) a majority of these costs will come from program revenue. 36 575 1,710 - 244 2,705 5,345 11,530 1,500 2,300 Cell service for two employees & Ipad Service for one employee. ($175 per month; $200 equipment & upgrades) 5,910 6,000 $1300 for P&R Brochures printing throughout the year, $2000 for designs services both flyer and website; $2,700 for mailing the brochure. 300 $100 Admin. Assistant Uniforms; $200 Recreation Assistant Uniforms (2 T -Shirts & 1 Hat per staff) 31 Y:\Budget 2015 Input\2015 Parks & Recreation\Completed Budget\6F Expense - Recreation 2015 Initial 9/11/2014 Fund Account Description 2011 2012 Actual Actual 2013 Actual 2014 Budget 2015 Requested Comments 101 45250 360 Education/Training/Conferences - - - - 1,500 2 Staff for the MRPA Annual Conference(Minnesota Recreation & Parks Association); 2 Staff MRPA(Minnesota Recreation & Parks Association) annual membership; Program networking opportunites 101 45300 360 Education/Tralning/Conf. - HPC 255 - - 300 300 101 45250 361 Liability and Property Insurance - - 1,279 - - 101 45250 390 Contracted Services - 2,715 - 7,600 $3,000 Annual Contract for On -Line Registration Services; Contracted Rec Programs (Archery, Golf, Adult Fitness) are paid from the program revenue. The 2013 amount was $3558.09, staff estimates this number to stay consistent for exsisting programs. Staff also estimates an additional $1,000 in new Rec Program contract fees which the majority will be paid by program renvenue. 101 45300 390 Contracted Services - HPC 1,695 - - - 101 45250 410 Rentals - - 275 330 - The printer rental has been moved to the Prairie Center Budget 101 45250 440 Recreation Programming 36,569 15,039 19,352 55,000 - This line item has been detailed into staffing 101-45250-104 and program supplies 101-45250-210. 101 45250 445 Community Events - 11,407 16,522 19,690 23,650 $2000 Easter Egg Hunt; $2000 For Santa Day; $3000 for Pumpkin Patch; $5000 for Tuesday Entertainment; Movies $3000; Prairie Festival $ 8,650 (the City's portion of the Prairie Festival cost will be evaluated and possibly reduced by monies remaining from 2014.) Purchased Services 40,530 28,458 45,105 84,744 43,665 101 45250 501 Equipment - - - - - Capital - - - - - 101 45250 Recreation 41,736 86,162 115,471 156,089 129,945 32 Y:\Budget 2015 Input\2015 Parks & Recreation\Completed Budget\GF Expense - Recreation 2015 Initial 9/11/2014 ot�,qgo Blank Page 33 Otseoo/F V MINNESOTA Blank Page 34 Fund City of Otsego General Fund - Expenditures for the year ending December 31, 2015 r Prairie Center 2011 2012 Account Description Actual Actual 2013 Actual 2014 Budget 2015 Requested Comments EXPENDifURES 101 41940 101 Wages - FT Employees - - 2,460 - - 101 41940 102 Overtime - FT Employees - - - - 101 41940 104 Wages - PT Employees - - - 4,000 As of June 23, 2014 there has been 89 buildiing supervision hours with a total of $1,060 spent for building supervision. Staff estimates $3,000 for building supervision due to an estimated increase in rentals for 2015 which will be funded by rental fees. $1,000 for additional cleaning in the summer monthes because the "Compass" school group which cleans PC twice per week during the school year is off in the summer. 101 41940 121 PERA - 17 - - 101 41940 122 FICA and Medicare - - 173 - 306 101 41940 130 Insurance Benefit - - - - - 101 41940 140 Unemployment Compensation - - - - - 101 41940 150 Workers Compensation - - - - 50 Personal Services - - 2,650 - 4,356 101 41940 201 Office Supplies - - 208 - 500 Paper, Printer Ink & Misc supplies 101 41940 202 Fuel - - 393 1,000 1,000 Diesel for generator 101 41940 210 Operating Supplies 1,718 1,492 1,958 4,690 3,000 Cleaning supplies, Paper/ Restroom Supplies, Light Bulbs, Misc. 101 41940 220 Repair/Maintenance Supplies 118 29 135 1,407 5,000 General Repair/ Maintenance of Buildinq Supplies 1,836 1,521 2,694 7,097 9,500 101 41940 320 Telephone - - - 3,400 - 101 41940 322 Utilities 10,520 10,712 8,002 10,450 11,140 101 41940 325 Garbage Service 1,756 1,868 1,310 - 1,680 $140 per month for once a week . dumpster service 101 41940 355 Dues and Memberships - - - - - 101 41940 360 Education/Training/Conferences - - - 101 41940 361 Liability and Property Insurance - 7,285 - 1,200 1,236 101 41940 389 Cleaning Services 9,282 6,993 - 4,000 3,000 Weekly Cleaning Service 101 41940 390 Contracted Services 35,494 10,755 5,564 6,500 4,710 Mat services $900 annually; Pest Control $400 annually; Security Services $420 annually; Copier Rental $400 annually; Chamber Sound System Repair & Service $2,390; Fire Extinguisher Service & Repair $200. Purchased Services 101 41940 501 Equipment Capital 101 41940 Prairie Center 57,052 37,613 14,876 25,550 21,766 35 Y:\Budget 2015 Input\2015 Parks & Recreation\Completed Budget\GF Expense - Prairie Center 2015 Initial 9/11/2014 Blank Page W City of Otsego General Fund - Expenditures for the year ending December 31, 2015 r Economic Development 2011 2012 2013 2014 2015 =und Account Description Actual Actual Actual Budget Budget EXPENDITURES 101 46580 104 Wages - PT Employees - 10 140 Personal Services 101 46580 201 Office Supplies 200 Supplies 101 46580 350 Dues & Memberships 101 46580 360 Education/Training/Conferences 101 46580 380 Marketing 101 46580 390 Contracted Services 101 41900 439 Development Incentives Purchased Services 101 46580 501 Equipment 5,000 Capital 101 46580 Economic Development 10 140 200 10 - - 140 200 2,582 3,286 3,150 3,300 I94 West Chamber of Commerce 300; WCEDP 2,500; Initiative Foundation 250; EDAM 250 - - 500 600 EDAM State Conference; WCEDP Sessions; ED Training 67 5,000 5,000 - - 5,000 5,000 12,343 - - - - see Fund 255 12,343 2,649 3,286 13,650 13,900 /9U 14,1UU 37 Y:\Budget 2015 Input\2015 Finance\GF Expense - Economic Development 2015 Initial w Lori's changes 9/11/2014 !A C -j v h h O t o O b N N m N M 0 m N W O O M � 1 D m IV (ItIn I� ^ m �W O I t) j O Ql m n N <D t0 O 1p LP b 41 M V M 41 .N-1 V O lA IA OJ W ti N p O 0101 MM tT t00 N OH V'lD W m N o�l0b mNcO M V; .i n U1 N ^ In W M1ONOmo1 N V.1 V mmh t W V'P b mb N O b00� O Ol W. -i .--iN Lf1 �NNOI mN O N LP� N N pct] N r4 .6 O W C11 N mc6 b of n 41 n OO'g r" h Iff of b of NN I� CP NO]M N V n .3 � O N1+1MM 'i In Ol 111 Vl m N N m m m m O J M M h 1P V' 111 .-� M tO IA 1D W V' tp t0 10 .i 99 f V .-i N O 41 1p �t N F � ru T � E E E E a u o y U l iO y Q Q Q Q N 11i � N N H N U1 N ml0 i o W ltl b m O O M V' Ol O O O V W O N Q O t\ (T O N 01 h l0 n V' 16 of O o1 O»lf1 O 41 1� M L6 06 O O Ln V: 111 Nm .-� V' 10 V' P m I� N 'R l0 V M O N c0 CO CP h .� ltt o 10 . b bol c0 N m 01111 W 111 V' 1pb I� m V V' V o 7 h W M epeii M In Vi V V c0 7'x+1 L(�O �+t 1O O O 111 L ~O lL f+1 N M ti V 1 In N W rl W N h IA N O fV N O 1'1 «) N tp M N �'1 N m 0 1D m ti 10 m n Ql N O l0 N '.-I N N N 01 N O c0 O O 01 M h M l� 01 lry V 'C N N ^ NO N M O O 0000 O m y Mt0 111 ti O n ^ 0 0 0 0 0 0 0 0 0 m 0 O O O O N O O O p.4 Ol0.N N V' V'00 01 M W O m p o N 0 0000 N f� Vt t0 h O - W 41 .4 .4 M I� M N M N V' n Lri P OO o 000000 1+1 111 11) O n ui W 10 V N O M O O O M m N N M O1p O T'1 111 111 m N ri O M E O O N 111 N N M O m M 1A O to O 1!) h O W b Ol m In N W O t0 b N N V' O 111.-i O c0 V1 M 7 Itt mObO ti O 1110 �OMN.-i M h ti b Nm0 N M hl M ml�l� [tN NCO CON 111 M '+ IV N m N N .-im N co fV .--i .-i N O caM O O O O O O O O O O O O O 0 0 0 0 0 0 O O O O O O O O O 0 0 0 0 O O U1 U O O O O tp 0 4 "i N at Ol t0 N m O O O1 O b lA O O O 1+1 b O O n b O 0 0 0 0 0 0 N 6 111 T O O b m V' M r1 111 O O O .6 O O O O O CO m l� 0 7 n to 111 �1rr11 O O1 b O C 0 0 0 0 O Ol cl of V' V' V O ^ p 111 G 12 c0 0l o ti .i N O o N 1~1 O O~) 1� b N N M m m M n IA N O~1 ti M i "� o O tO N W -N N N G m m 0� ti N N N n a N 0 M C O V'm o N m m OOIO N In h 0 b N Qf N N to(q (1+1IM n 1 O o o OIMb 11111 On lob rnntn 10 NN O ry 1-1 O 10 oob oN hOOM Op.1 O o N.-im V'16nO W O W 111 O O Ifl tl' ri Oi lV 1�nmhOP In h Ol L11 Ql 01 .i cO O V' O W V' 7 V' Wt0 W O 111 m lA M Ul O IVhhOI O O V' V m, M O a O M 2' Il O1 N .-� N N i� h N O1 V1 11) O m l 41 m W O m In .ti 111 M m m 111 M ID N W� of V'M N 01 Nti V' ti'S 10 M 1'1 t07Nm-R N MC�1 1,N N V' UtN N 111 h n ei 01 N O 10Im W NhN 1!) 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W OlM OR to l0O o11oM CI 00 ri h to OlO ccl1 P NOl O11n M ti W N N 1 A M 1 V 01 1+ 1.+ V' N V' m O M Ili t O M M t• i V' N V' 7 N m r i V n 7 11) N N M O L6 M li V m ~ p OO 0000 O NO N m00 W O O 001000000 OO O1p 1DO N 111 m OOOO OOp 0 00 0 o N V' 0 V'Qi )O o b 111 N Ot Vt -11C) n )O W O V')O P t0 V' t11 b m m m m m o 0 41 N �C07 V'000� W 00 W O 111 N )O COO V' Ol m N m )000 V' 60 b OlNbbt0m0001 N m M W 011n O O m0 M l0 lO NN 41 )O M O M 11 N OOri 471 CN N V co m of 0 0 )O NN )O O O ONOiNN 1+1 CV N N MI"1 tOof 11) W ~ W NN. ti V' Zt Ln 01614 M Oi M 10 d- N Ob1O V '-I to N LP 1A Ln 111 Ol In m V' V IA H 111 lt) Ol m m V l N o6 b M M 7 4 N N Q m N 10 O 0 M ti N �p N N N N N N N N N N N N N N N N N O N = 07m0 O 111 7m N 111 V 1D N Vl h o )O M tO)O O V 111 0 o O n b n 111 M V'm V CJ CJ 111 111111 tp 1� N N 111 m Q ti N n V' N M n to V'N NNNN to N b C. V' NNN N m CO IV M+--1 N N � 111 MN. --1 m mN N�oO V' a0N tp� .yN-1.N-1 I�t\.Ni ~ N ��m� mMO 111 p N .Ni at N (n N Icl � h t0 � 111 � O m W O m of Ol O m O b W O n n n (NV � 12 !A C .01 � 1-I � O 7 N C U m c u a+ � k a c 1-1 0 N N N m m m m — 0 C 0 C OO a a c O Ica m 0 r O m} 99 f V ouia m` m O 41 U � ru T � E E E E a u o y U l iO Q Q Q Q too K v atE -0 11' ID B . B E u u u u ulwddvv cccc w a_) v al al v LL u c c c 38 F- O I- O C7 vl 6 O alv alw � }CO .� ca 0 tsTe F o MINNESOTA MEMORANDUM TO: Mayor and City Council FROM: Lori Johnson, City Administrator DATE: September 11, 2014 SUBJECT: Budget Work Session The purpose of the next budget meeting is to give the Council another opportunity, after initial review of all revenues and departmental budgets, to provide input and make adjustments to the General Fund budget and tax levy before adoption of the preliminary amounts on September 22. At last week's budget meeting, we weren't able to get through all of the departmental budgets; thus, we will start this meeting with review of the Economic Development department budget. Attached is an updated summary of the proposed General Fund budget with the adjustments as previously directed by the Council. This includes the addition of positions in the Administration and Parks departments. The staff additions increase the budget $42,189 and $9,178 respectively for the Administration and Park positions. One clerical adjustment previously noted was made to correct the benefit amounts in the Streets department resulting in a decrease of $9,614. The other budget adjustments include the revenue addition for field use of $3,500 and departmental expenditure changes netting a budget addition of $3,978. The total net result is an increase of $42,231 in the General Fund budget. There is one additional item that is not included in that amount. The Safety Committee has been discussing the status of several safety requirements and has determined that additional safety consultant time through MMUA is necessary to bring the City's safety program to the point the Committee feels it should be. Unfortunately, that information was not available until recently; hence, the cost is not included in the General Fund budget. Safety of City employees and meeting all safety requirements are high priorities; therefore, I recommend that the additional cost of $2,604 (75%) attributed to General Fund departments be added to the budget. This can be added without an increase in the levy. Attached is a memo from Kurt Neidermeier regarding this request; regrettably, the timing is such that this item is scheduled for discussion on the September 16 Public Works Subcommittee meeting after the budget work session. Further, we did receive preliminary information from Wright County on projected pay 2015 property values. On page three of the attached budget, you will note that the pay 2015 tax capacity is projected to increase 12.69 percent. This increase is higher than expected. With this unexpected increase, it is worth discussing whether the Council wants to add back some of the debt levy that was delayed or stick with the four percent levy increase. As you can see, assuming the four percent levy increase, taxes on a $200,000 home will decrease $68.71 if the property value stays the same, and if the property value increases five percent, the taxes will decrease $28.83. Staff is requesting input on the preliminary budget and tax levy on Monday so that we may prepare the resolution for adoption on September 22. A draft resolution is attached for your review. As you know, the final levy and 2015 budgets will be adopted at the December 8 meeting after public comment. That levy may be less than the preliminary levy, but it may not be more. Attachments: • Revised 2015 Preliminary Budget and Supporting Documents • Draft Resolution Setting the Preliminary Tax Levy for 2015 • Memo Regarding Safety Committee Recommendation INJ RESOLUTION NO. 2014 - CITY OF OTSEGO COUNTY OF WRIGHT, MINNESOTA A RESOLUTION SETTING A PRELIMINARY TAX LEVY FOR PROPERTY TAXES PAYABLE IN 2015 WHEREAS, the Otsego City Council is required by State law to establish a preliminary tax levy for taxes payable in 2015 by September 30, 2014 and certify the preliminary tax levy to the Wright County Auditor; and WHEREAS, the Otsego City Council has reviewed the City's anticipated expenditures for funds using property tax proceeds in 2015; and WHEREAS, the Otsego City Council has considered projected revenues for funds using property tax proceeds in 2015; and WHEREAS, revenues from sources other than properly taxes are not sufficient to meet the anticipated expenditures of said funds; and WHEREAS, the debt levies have been adjusted or cancelled based on revenue collections and projections. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OTSEGO, MINNESOTA: L That the following amounts are the maximum to be levied as property taxes payable in 2015 for the following purposes: General Government $4,047,000 Tax Abatement 23,000 GO Improvement Bonds 2010D 36,032 GO Improvement Bonds 2011A 163,968 Public Works Building Bond 2010B 410,000 Total Tax Levy 4 680 000 2. That said levy is a preliminary levy as required by State Law and establishes a maximum levy amount for property taxes payable in 2015. 3. That a copy of this resolution be transmitted to the Wright County Auditor. 4 That a preliminary General Fund budget of $ to change at the final adoption of 2015 operating and capital budgets. MOTION BY: SECOND BY: ALL IN FAVOR: THOSE OPPOSED: be adopted subject ADOPTED by the City Council of the City of Otsego this 22nd day of September 2014. ATTEST: Tan -ti Loff, City Clerk 2 CITY OF OTSEGO Jessica Stockamp, Mayor 0 tATe FMINNA TO: Public Works Subcommittee FROM: Kurt Neidermeier DATE: September 16th, 2014 RE: Minnesota Municipal Utilities Association Safety & Compliance Management Program Contract renewal The Safety Management Program contract with Minnesota Municipal Utilities Association (MMUA) expires September 30, 2014. Services provided are focused on safety management and training goals. The contract allows for one day per month to complete safety training, facility safety reviews & audits, records management and safety program development. Renewal of the contract provides continued service one day per month from October 1, 2014 through September 30, 2015 at a renewal rate of $9,900. The Safety Committee has identified a deficit in Job Hazard Analysis (JHA) and Standard Operating Procedures (SOP). The documents are required through the Occupational Safety and Health Administration (OSHA) to be a part of an employer's AWAIR program (A Workplace Accident and Injury Reduction). A Job Hazard Analysis is a document written to identify potential hazards involved with a specific task. JHAs are required for each piece of equipment, machinery and job conducted by staff. Standard Operating Procedures are developed to provide staff information to avoid or minimize risks of identified hazards. The Procedures include proper tools and personal protective equipment required by the task. Finally, training based from the JHAs and SOPs provides the communication to the employee to avoid and reduce injury and accidents. Minnesota Municipal Utilities Association has provided a quote for one additional day per month beginning January 1St, ending October 1St; (9 additional days total) to assist with Job Hazard Analysis development and documentation, Standard Operating Procedure development and documentation and the training to all affected employees as directed. The cost of the additional nine days is $4275. The Safety Committee recommends nine additional days be sought for the 2015 budget year to provide assistance in completing the Job Hazards Analysis, Standard Operating Procedures and related training, increasing the contract amount from $9900 to $14,175. Contract approval will be sought at the September 22nd council meeting per recommendation of the Public Works Subcommittee. IN