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2018-07-12 Council Work Session Agenda Packet
CITY OF CORCORAN Council Work Session Agenda July 12, 2018 - 5:45 pm 1.Call to Order / Roll Call 2.2019 Budget Discussion* 3.Financial Management Plan Update* 4.Unscheduled Items 5.Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. CITY OF CORCORAN 1 MEMO Meeting Date: July 12, 2018 To: City Council From: Brad Martens, City Administrator Re: 2019 Budget Discussion ______________________________________________________________________ Staff has drafted the 2019 budget for review by the City Council. The draft includes the funds for the continuation of services provided with additional recommendations to either enhance services or meet the needs of the organization. The following identifies some of the larger changes from the 2018 budget. General Operations: Items we must or should do to keep the City operational Item Amount Notes Debt Service Increase $58,175 Required per plan CIP Increase $25,000 Per plan Fire Increase $32,811 Assuming 10% increase Additional costs for full year of Detective $66,070 Committed Existing FTE with 2% increase, and 70/30 employer/employee health insurance increase. $59,320 Following union contract Public Works over-time $5,000 Increased need Assessing Contract $6,250 Projected increase Engineering $10,000 Watershed LGU services Total $262,626 6.6% levy increase Service Level Considerations: Funds dedicated to increase service level in certain areas Item Amount Notes Website $3,500 Increased cost to manage new website City Hall Repairs $4,500 New cleaning contract IT $4,500 New contracts, RFP fall 2018 Seal Coating $7,500 Increased need Gravel $7,500 New contract in 2019 Dust Control Assessment Reduction $10,000 Gradual elimination of assessment Total $37,500 2. CITY OF CORCORAN 2 Staffing Considerations: Funds dedicated to improving staff structure Item Amount Notes Deputy Clerk $42,066 Proposed new position; half year Recreation Coordinator $16,186 Full year; increase to 30 hours per week Code Enforcement $10,000 Full year of part-time or contract assistance Total $68,252 Results from draft 2019 budget 2018 Draft 2019 Difference General Levy $3,489,870 $3,779,654 $289,784 (9.0%) Debt Levy (General Fund) $494,633 $552,808 $58,175 Total Levy $3,984,503 $4,337,662 $353,159 (9.4%) Tax Rate (estimated) 45.357% 45.929% 0.57 Tax impacts: The City’s tax capacity increased by 7.6% due to new construction and valuation increases. Due to that increase, the 2019 budget would only result in a slight increase to the tax rate as shown above. The below tables sh ow the impact on properties if there was no change in valuation: Residential Market Value $76,000 $150,000 $285,000 $300,000 $450,000 $1,000,000 2018 City Tax $206.83 $572.68 $1,240.11 $1,314.26 $2,041.07 $4,535.70 2019 City Tax* $209.44 $579.90 $1,255.74 $1,330.84 $2,066.81 $4,592.90 Difference $2.61 $7.22 $15.64 $16.57 $25.74 $57.20 Per month $0.22 $0.60 $1.30 $1.38 $2.15 $4.77 Commercial/Industrial Market Value $150,000 $300,000 $500,000 $750,000 $1,000,000 $2,000,000 2018 City Tax $1,020.53 $2,381.24 $4,195.52 $6,463.37 $8,731.22 $17,802.62 2019 City Tax* $1,033.40 $2,411.27 $4,248.43 $6,544.88 $8,841.33 $18,027.13 Difference $12.87 $30.03 $52.91 $81.51 $110.11 $224.51 Per month $1.07 $2.50 $4.41 $6.79 $9.18 $18.71 *Estimated amount based upon draft 2019 budget Actual tax impacts would vary based on valuation increases. For example, if a home valued at $300,000 last year is now worth $310,000, the tax increase would be $66.64. CITY OF CORCORAN 3 Budget assumptions were presented at the June 28 th meeting and the City Council highlighted a few areas they wanted staff to look into further. Below is a narrative of those items to help with discussion. Staffing – Proposed Deputy Clerk position Benchmarking staffing compared to other similar organizations: Attached to this memo is a comparison of administrative staffs for similar sized cities in the metro area. Every city operates differently and has different challenges so apples to apples comparisons are difficult. Corcoran’s administration size of five full-time employees is the smallest of the comparable cities. Use of temporary employee for Deputy Clerk position until demand is shown: The draft job description for the proposed Deputy Clerk position is attached. This position would be responsible for extremely important and sensitive information. Additionally the duties are complex in nature and require learning a significant amount of information. A temporary employee for this position is not recommended. Wait a year before hiring more employees: The proposed budget would have the new employee beginning July 1, 2019, or nearly one year from now. The City is seeing significant growth in development and population. Staffing to keep up with that growth will be necessary. If significant questions continue to exist regarding staffing it is recommended the City Council establish a sub-committee to review staffing level and make recommendations. Recreation Coordinator position Council asked for information regarding the Recreation Coordinator position. The proposed budget includes staffing costs of $32,334 for this position. The budget also includes net revenue in the amount of $15,000 making the budget impact $17,334. Staff believes that the revenue will likely come in higher than that amount and will contin ue to refine revenue prior to final adoption of the budget. Building Permit Revenue The draft budget assumes 65 new home permits for 2019. Below is actuals: 2014: 9 2015: 33 2016: 59 2017: 73 2018: 30 (through June with 7 more ready to issue in July already) o 2017 through June 30th the same number (30) of permits were issued CITY OF CORCORAN 4 Although the number of permits anticipated increases in the budget, the impact is zero. For the past several years the City has kept the building permit revenue from new home permits at 21 homes. The remainder has been used to build up reserves and other funds that are not sufficient. The Council could change this practice and increase the amount of new home revenue dedicated to the general fund. However, should the market subside, this revenue would then need to be cut as these are one-time funds. For reference, each new home permit is averaging about $3,000 in net revenue. If the Council chose to increase the number of new home permits going to the general fund to 40, the net impact would be $57,000. The City Council should provide direction on changes to be made prior to bringing another draft back for review. A preliminary levy will need to be adopted at the September 13th meeting and tax impact statements will be mailed to all properties. If additional questions arise prior to the meeting is requested that Council contact staff in advance so additional information can be provided to assist with the decision making process. Attachments: 1. 2019 Budget – Rev. 2 2. Administration Staffing comparison by City 3. Draft Deputy Clerk Job Description 2.1 Draft 2019 Budget1CITY OF CORCORAN 2 2018 06-29-18 Rev 2 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET 2018 BUDGET 2019 BUDGET BUDGET DIFFERENCE 2018/2019 4 CITY HALL DEPARTMENTS COMMENTS 5 City Council 6 41100-100 Wages & Salaries 6,600 6,600 19,260 19,260 19,260 -$ 7 41100-122 FICA / SS 409 409 1,195 1,195 1,195 -$ 8 41100-126 Medicare 96 96 280 280 280 -$ 9 41100-208 Training 1,000 1,000 2,500 1,000 1,500 500$ Newly Elected Official Training 10 41100-210 Operating Expense - - 3,000 3,000 1,500 (1,500)$ Electronic Device Stipend 11 41100-364 Workers' Compensation 104 75 95 70 74 4$ Increased workers' comp budget by 5% from prior year 12 8,209 8,180 26,330 24,805 23,809 (997) 13 14 News Letter/Website 15 41130-351 News letter, Misc literature 4,750 6,000 6,500 8,000 9,000 1,000$ 17 41130-354 Website 700 1,500 2,000 2,000 5,500 3,500$ New Website 18 5,450 7,500 8,500 10,000 14,500 4,500 19 20 Elections 21 41410-210 Operating Supplies 1,500 7,000 1,600 8,500 2,000 (6,500)$ No general election 22 1,500 7,000 1,600 8,500 2,000 (6,500) 23 24 Auditor 25 41540-300 Professional Services 20,000 20,000 23,000 23,000 24,000 1,000$ Abdo, Eick & Meyers 26 Financial Services 6,000 6,000 7,500 7,500 8,000 500$ Other Financial Services (Accounting/Audit Prep) 29 26,000 26,000 30,500 30,500 32,000 1,500 30 31 Assessor 32 41550-210 Operating Supplies 1,000 1,000 1,000 1,000 1,000 -$ 33 41550-300 Professional Services 55,956 59,000 57,000 59,250 65,500 6,250$ Increase Per Assessing costs due to additional homes 34 56,956 60,000 58,000 60,250 66,500 6,250 35 36 Attorney 37 41600-300 Professional Services 31,000 31,000 27,000 29,000 32,000 3,000$ $1000 for Crime Free Multi-Housing Ordinance Updates 38 31,000 31,000 27,000 29,000 32,000 3,000 44 45 Other General Government 49 41900-210 Operating Supplies 3,000 4,600 4,000 4,000 4,000 -$ 50 41900-300 Professional Srvs 4,000 5,000 8,000 10,000 11,000 1,000$ Financial Planning 52 41900-360 Insurance 67,400 68,000 65,000 61,000 60,000 (1,000)$ 54 41900-433 Dues & Memberships 30,000 27,000 27,000 27,000 27,000 -$ 65 104,400 104,600 104,000 102,000 102,000 - 66 67 Planning & Zoning 68 41910-210 Operating Supplies 1,000 1,000 2,000 2,250 2,250 -$ Public Hearing Notices, Labels, Postage, Training 69 41910-300 Professional Services 50,000 65,200 65,000 65,000 65,000 -$ 71 51,000 66,200 67,000 67,250 67,250 - 72 73 City Hall Operating Expenses 74 41941-200 Office/Computer Supplies 3,000 6,000 3,500 3,500 3,500 -$ 75 41941-201 Postage/Shipping 3,000 3,000 3,250 3,500 3,500 -$ 76 41941-207 Computer / Copier Supplies 3,000 - - -$ 77 41941-210 Operating Supplies 15,000 17,000 17,000 17,500 19,000 1,500$ Cintas, Zep, Adam's Pest Control, Wilmar Water, Hearing Notices 78 41941-300 Professional Services 9,000 9,000 12,000 12,000 12,500 500$ Admin Fees (Paychex), Ordinance Codification 79 41941-321 Telephone 3,000 2,500 2,500 2,500 2,500 -$ 80 41941-352 Gen. Notices Public Hearing information 2,000 - -$ 81 41941-364 Workers Comp Insur. ( Misc. Vol. Commissioners Staff)25 25 25 25 26 1$ Increased workers' comp budget by 5% from prior year 82 41941-380 Utilities / Outside Services 15,500 15,500 16,000 15,000 16,000 1,000$ Center Point, Randys, Wright Henn Elec, Wright Henn Security 83 41941-400 Repairs /Maintenance Bldg.12,000 12,000 12,000 12,000 16,500 4,500$ Enhanced cleaning contract for City Hall 84 41941-430 Misc. Banking Charge - - 300 300 300 -$ 85 41941-520 Buildings & Structures 5,000 5,000 8,000 8,000 8,000 -$ Facility Repairs 86 41941-810 Refunds/Reimbursements -$ Total City Attorney Total Other Government Total Planning & Zoning Total City Council Total Elections Total Newsletter & Web Total Assessor Total Auditor 1 2.1 Draft 2019 Budget1CITY OF CORCORAN 2 2018 06-29-18 Rev 2 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET 2018 BUDGET 2019 BUDGET BUDGET DIFFERENCE 2018/2019 87 70,525 70,025 74,575 74,325 81,826 7,501 88 89 IT Technology 91 41951-207 Computer / Supplies 22,757 25,550 27,500 28,500 29,000 500$ Annual License Renewal 92 41951-210 Operating Supplies 1,500 1,500 9,725 10,000 10,000 -$ Hardware/Software 93 41951-300 Professional Supplies 13,100 21,500 26,200 30,000 33,000 3,000$ Managed Services 94 41951-530 Facility Assets 6,500 6,500 11,500 8,000 9,000 1,000$ 95 43,857 55,050 74,925 76,500 81,000 4,500 96 97 Engineering 99 43170-300 Professional Services 45,000 47,500 31,250 22,500 32,500 10,000$ LGU wetland services 100 45,000 47,500 31,250 22,500 32,500 10,000 101 102 Fire 103 42200-300 Professional Services 275,895 281,000 298,700 328,113 360,924 32,811$ Contract Increases 106 275,895 281,000 298,700 328,113 360,924 32,811 107 108 Building Inspections 109 42400-300 Professional Services 74,000 74,000 110,000 117,000 144,500 27,500$ Anticipate 65 New Home Starts 110 42400-437 Surcharges 11,000 11,000 12,500 13,000 15,500 2,500$ 111 85,000 85,000 122,500 130,000 160,000 30,000 112 113 Recycling 114 43232-210 Operating Supplies 1,000 - 3,000 3,000 4,000 1,000$ 115 43232-300 Professional Services 69,000 6,000 6,000 6,000 6,300 300$ Provider to Managing Billing/Balance City Subsidy 116 70,000 6,000 9,000 9,000 10,300 1,300 117 118 874,792 855,055 933,880 972,743 1,066,609 93,866 119 120 City Administrator 121 41300-100 Wages & Salaries 92,912 99,757 102,658 109,990 $112,195 2,205$ 122 41300-121 PERA 6,736 7,482 7,699 8,249 8,415 166$ 123 41300-122 FICA / SS 5,761 6,185 6,365 6,819 6,956 137$ 124 41300-126 Medicare 1,347 1,446 1,489 1,595 1,627 32$ 126 41300-131 Employer Paid Health 15,567 17,643 15,409 15,983 17,229 1,246$ Life, A/D, LTD, STD, FSA/HSA, Health 130 41300-208 Training 4,000 4,000 4,350 4,500 5,000 500$ 136 41300-210 Operating Supplies 700 700 800 1,000 1,000 -$ 138 41300-364 Workers' Compensation 753 600 570 510 536 26$ Increased workers' comp budget by 5% from prior year 139 41300-433 Dues & Memberships 850 1,000 1,000 1,300 1,300 -$ 142 128,626 138,813 140,340 149,946 154,258 4,312 143 144 City Clerk / Administrative Staff 145 41400-100 Wages & Salaries 118,212 168,640 174,918 192,055 221,689 29,634$ 146 41400-110 Overtime 2,000 1,000 200 500 - (500)$ 147 41400-121 PERA 8,716 12,723 13,134 13,710 16,627 2,917$ 148 41400-122 FICA / SS 7,453 10,518 10,857 11,938 13,745 1,807$ 149 41400-126 Medicare 1,744 2,460 2,539 2,792 3,214 422$ 151 41400-131 Employer Paid Health 32,068 52,928 46,228 50,707 64,095 13,388$ Life, A/D, LTD, STD, FSA/HSA, Health 155 41400-208 Training 2,500 4,000 4,000 4,500 5,500 1,000$ 156 41400-210 Operating Supplies 500 750 750 1,650 1,750 100$ Mileage, BYOD Policy 158 41400-364 Workers' Compensation Insurance 1,344 1,400 2,275 1,600 1,680 80$ Increased workers' comp budget by 5% from prior year (new employee ??) 159 41400-433 Dues & Memberships 150 500 500 1,000 1,050 50$ CPA Requirements 160 174,687 254,919 255,401 280,452 329,350 48,898 161 162 Code Enforcement 163 41920-100 Wages & Salaries 53,186 59,550 62,975 82,955 68,286 (14,669)$ Move additional code enforcement to professional services 164 41920-110 Overtime 1,000 1,000 500 1,000 1,000 -$ 165 41920-121 PERA 3,928 4,541 4,761 5,097 5,196 99$ 166 41920-122 FICA / SS 3,360 3,754 3,935 4,213 4,296 83$ 167 41920-126 Medicare 786 878 920 985 1,005 20$ TOTAL CITY HALL Total Administrative Staff Total City Administrator Total Recycling Total Engineering Total City Hall Operating Total Fire Services Total Building Inspections Total IT Technology 2 2.1 Draft 2019 Budget1CITY OF CORCORAN 2 2018 06-29-18 Rev 2 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET 2018 BUDGET 2019 BUDGET BUDGET DIFFERENCE 2018/2019 169 41920-131 Health Insurance 16,387 17,643 15,409 15,983 7,754 (8,229)$ Life, A/D, LTD, STD, FSA/HSA, Health 171 41920-208 Training 750 750 1,250 3,250 3,250 -$ Tuition Reimbursement 172 41920-210 Operating Supplies 1,000 1,000 1,000 1,500 1,000 (500)$ 173 41920-300 Professional Srvs - - 26,000 26,000$ PT or contract Code Enforcement 176 41920-364 Workers' Compensation 417 417 570 520 546 26$ Increased workers' comp budget by 5% from prior year 177 41920-417 Uniform 250 250 250 250 250 -$ 178 41920-433 Dues & Membership 100 100 250 250 250 -$ 179 81,164 89,883 91,820 116,003 118,833 2,830 180 181 Employee Benefit Charges 182 43190-300 Professional Services - -$ 183 - - - - -$ 184 185 Transfers to/from Other Funds 188 41900-700 Transfer to other funds 25,000 50,000 75,000 100,000 125,000 25,000$ CIP 189 41900-700 Transfer to other funds 10,000 10,000 60,000 90,000 135,000 45,000$ Reserve/Other Contributions 190 35,000 60,000 135,000 190,000 260,000 70,000 191 19 1,294,269 1,398,670 1,556,441 1,709,144 1,929,050 219,906 192 193 PUBLIC WORKS 194 PERSONNEL SERVICES 195 43100-100 Full-time - Regular 283,606 305,571 396,986 483,299 492,309 9,010$ 196 43100-110 Full-time - Overtime 20,000 20,000 24,000 23,000 28,000 5,000$ Increased demand 197 43100-121 PERA 22,011 24,418 31,574 38,047 39,023 976$ 198 43100-122 FICA / SS 18,824 20,185 26,101 31,453 32,259 806$ 199 43100-126 Medicare 4,402 4,721 6,104 7,356 7,544 188$ 201 43100-131 Employer Paid Health 78,656 88,213 97,592 118,776 128,190 9,414$ Life, A/D, LTD, STD, FSA/HSA, Health 206 43100-364 Workers' Compensation Insurance 19,364 19,000 17,100 16,000 16,800 800$ Increased workers' comp budget by 5% from prior year 207 43100-417 Uniforms 7,000 7,000 8,500 8,500 9,000 500$ 208 21 453,863 489,108 607,957 726,431 753,125 26,694 209 210 OPERATING EXPENSE 212 43100-208 Training and Instruction 4,000 4,000 6,000 8,000 6,000 (2,000)$ 213 43100-210 Operating Supplies 25,000 25,000 27,500 28,100 28,100 -$ 214 43100-212 Motor Fuels 40,000 38,000 33,000 26,000 27,500 1,500$ Price/use increases 215 43100-220 Repair/ Main. Supplies 25,000 25,000 25,000 30,000 32,000 2,000$ 216 43100-223 Building Repair 4,500 6,500 8,000 8,000 10,000 2,000$ Maintenance service contracts, building maintenance costs 217 43100-300 Professional Services 2,100 2,100 2,100 2,100 2,100 -$ 218 43100-321 Telephone 8,000 8,000 11,500 11,500 11,500 -$ 220 43100-380 Utility services 30,000 28,000 14,500 15,000 21,500 6,500$ Shop - gas, electric 222 43100-810 Refunds/Reimbursements 30,000 - -$ 223 21 138,600 136,600 127,600 128,700 138,700 10,000 224 225 CITY OPERATING SERVICES 226 43100-222 Seal Coating 60,000 60,000 60,000 60,000 67,500 7,500$ Increased need 227 43100-225 Land Scape/Ditch Maintenance 10,000 10,000 10,000 10,000 12,500 2,500$ Increase need for restoration 228 43100-226 Sign Repair Material 6,000 6,000 6,100 6,100 6,100 -$ 229 43100-227 Crack Filling 10,000 10,000 10,000 10,000 10,000 -$ 230 43100-228 Dust Control 110,000 115,000 100,000 100,000 95,000 (5,000)$ 231 43100-229 Culverts 10,000 10,000 10,000 10,000 10,000 -$ 234 43100-232 Gravel 130,000 130,000 140,000 140,000 147,500 7,500$ Increase in material price/bid new contracts in 2019 235 43100-233 Asphalt/Maintenance patching 130,000 150,000 165,000 170,000 170,000 -$ 236 43100-381 Signal Lights/street lights 4,000 4,000 4,000 4,000 4,000 -$ 237 21 470,000 495,000 505,100 510,100 522,600 12,500 238 239 PARKS PERSONNEL SERVICES 240 45200-100 Wages and Salaries 36,788 40,182 41,096 41,790 55,404 13,614$ 242 45200-121 PERA - - - - 2,106 2,106$ 243 45200-122 FICA / SS 2,281 2,491 2,548 2,591 3,435 844$ Total Code Enforcement Total Employee Benefit Chgs Total Administration Total Public Works Operating Expense Total Transfers to/from other funds Total Public Works Personnel Total Public Works City Operating Services 3 2.1 Draft 2019 Budget1CITY OF CORCORAN 2 2018 06-29-18 Rev 2 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET 2018 BUDGET 2019 BUDGET BUDGET DIFFERENCE 2018/2019 244 45200-126 Medicare 533 583 596 606 803 197$ 45200-208 Training 325 325$ MRPA Conference, other trainings 45200-210 Operating Supplies 125 125$ 45200-433 Dues and Memberships 380 380$ MRPA/NRPA 247 45200-364 Workers' Compensation Insurance 1,957 2,250 5,671 5,000 5,250 250$ Increased workers' comp budget by 5% from prior year 248 41,559 45,506 49,911 49,987 67,828 17,841 249 250 PARKS OPERATING EXPENSES 251 45200-210 Operating Supplies 15,000 15,500 16,500 16,500 29,000 12,500$ Increased need with Rockford School property purchase; $9k recreation prog. 253 45200-221 Maintenance Project 15,000 15,000 15,000 15,000 15,000 -$ 254 45200-300 Professional Services - 5,000 2,500 (2,500)$ Remove lease costs - add mowing contract at Ravinia Park 255 45200-321 Telephone 700 700 700 700 700 -$ 256 45200-380 Utility services 8,000 7,000 5,500 5,500 5,500 -$ 257 45200-530 Improvements Other than Bldg 37,302 37,302 37,000 35,000 35,000 -$ NW Trails Snowmobile Expense Pass Through Funds Only 100-45200-33422 260 76,002 75,502 74,700 77,700 87,700 10,000 261 262 25 117,561 121,008 124,611 127,687 155,528 27,841 263 264 Ice & Snow Removal 265 43125-210 Snow and Ice Removal 30,000 30,000 30,000 30,000 36,000 6,000$ Salt and Sand - price increase in state contract 266 21 30,000 30,000 30,000 30,000 36,000 6,000 267 268 1,210,024 1,271,716 1,395,268 1,522,918 1,605,953 83,035 269 270 POLICE 271 PERSONNEL SERVICES 272 POLICE 273 42100-100 Wages and Salaries 540,766 552,886 603,583 662,825 736,880 74,055$ Full year of Detective 274 42100-110 Overtime 9,500 10,450 11,400 14,400 11,400 (3,000)$ 275 42100-111 Overtime Events 10,000 12,000 12,000 12,000 12,000 -$ Pass Through Funds only 100-42100-34201/33620 276 42100-121 PERA 90,492 89,568 99,627 104,607 126,833 22,226$ 278 42100-126 Medicare 8,100 8,168 8,917 9,363 10,850 1,487$ 280 42100-131 Employer Paid Health 111,823 123,498 123,276 136,501 150,139 13,638$ 284 42100-364 Workers' Compensation 26,516 25,000 32,712 28,000 29,400 1,400$ Increased workers' comp budget by 5% from prior year 285 797,197 821,570 891,515 967,696 1,077,502 109,806 286 287 PART TIME 288 42101-100 Wages and Salaries 78,100 61,000 53,560 40,602 41,969 1,367$ 290 42101-111 Overtime Events 5,000 5,000 5,000 5,000 5,000 -$ Pass Through Funds Only 100-42100-34201 291 42101-121 PERA 2,100 1,100 6,074 7,779 4,979 (2,800)$ 292 42101-122 FICA / SS 4,842 3,000 996 1,276 2,169 893$ 293 42101-126 Medicare 1,132 890 777 995 $1,015 20$ 295 91,174 70,990 66,407 55,652 55,132 (520) 296 297 POLICE ADMINISTRATION 298 42102-100 Wages and Salaries 47,507 50,237 61,583 77,501 79,040 1,539$ 299 42102-110 Overtime 500 500 500 500 500 -$ 300 42102-121 PERA 3,601 3,805 4,656 5,850 5,966 116$ 301 42102-122 FICA / SS 2,976 3,146 3,849 4,836 4,931 95$ 302 42102-126 Medicare 696 736 900 1,131 1,153 22$ 304 42102-131 Employer Paid Health 16,387 17,643 15,409 15,983 17,229 1,246$ 306 71,667 76,067 86,897 105,801 108,819 3,018 307 308 SUPPLIES 309 42100-200 Office Supplies 5,000 5,000 3,600 3,600 3,600 -$ 310 42100-201 Postage 250 250 250 250 250 -$ 311 42100-208 Training Classes and Supplies 11,600 16,800 16,800 23,400 23,400 -$ Lexipol, Driving School, Training Mandates 312 42100-209 Police Reserves Equipment 3,500 3,500 3,500 3,500 3,500 -$ 313 42100-210 Operating Supplies 4,000 9,000 9,000 10,000 12,500 2,500$ Tazers Added, Additional Night to Unite Total Parks Personnel Total Parks Operating Expense TOTAL PUBLIC WORKS & PARKS Total Police Personnel Services Total Police Administration Total Part Time Total Snow & Ice Total Parks 4 2.1 Draft 2019 Budget1CITY OF CORCORAN 2 2018 06-29-18 Rev 2 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET 2018 BUDGET 2019 BUDGET BUDGET DIFFERENCE 2018/2019 314 42100-212 Motor Fuels 37,000 32,000 25,000 21,000 21,000 -$ 315 42100-218 Investigations 350 5,350 500 1,000 500$ Supporting a full-time Investigator 316 42100-417 Clothing and Uniforms 9,960 11,000 11,000 11,000 12,000 1,000$ Adding one full-time Officer 317 42100-433 Dues and Memberships 1,200 1,500 1,600 1,600 1,800 200$ Additional Investigator Dues and Memberships 318 42100-810 Refunds/Reimbursements -$ 319 72,510 79,400 76,100 74,850 79,050 4,200 320 321 CONTRACTUAL SERVICES 322 42100-220 Maintenance - Motor Vehicle 8,000 8,000 8,000 8,000 9,500 1,500$ Fleet size increased by two vehicles 323 42100-223 Building Maintenance and Repairs 3,000 3,500 3,500 3,500 4,000 500$ Door handles, Garage Doors 324 42100-300 Professional Services 250 1,500 1,500 3,000 3,000 -$ Animal Control Costs 325 42100-301 Prisoner - Professional Fees 8,000 8,000 8,000 8,000 8,000 -$ 326 42100-304 Legal Services 27,500 27,500 27,500 27,500 27,500 -$ 327 42100-321 Telephone 7,200 7,200 7,200 7,700 9,500 1,800$ Adding K9 Phone & Hotspot, Adding Detective Phone 328 42100-323 Radio Units 15,300 16,900 16,900 17,500 17,500 -$ 0 329 42100-380 Utility Services / Civil Defense/Emergency Management 4,000 4,000 4,000 9,000 9,000 -$ Siren Maintenance, Emergency Management, Code Red 330 73,250 76,600 76,600 84,200 88,000 3,800$ 331 332 20 1,105,798 1,124,627 1,197,519 1,288,199 1,408,503 90,681$ 333 334 335 3,610,091 3,795,013 4,149,228 4,520,261 4,943,506 393,621 336 337 Debt Service 338 Equipment Certificate Fund 339 340 341 Disbursements 342 Equipment Certificate 343 Fiscal Agent Fees / Issuing Fees 344 Principal 345 Principal & Interest-2008 100,219 99,614 104,882 -$ 346 Principal & Interest-2010 60,658 61,460 62,812 191,549 (191,549)$ 347 Principal & Interest-2012 44,295 44,035 45,964 45,438 44,914 (524)$ 348 Principal & Interest-2014 55,640 50,601 53,419 52,647 52,916 269$ Principal & Interest-2016 Equip 37,590 36,960 36,330 (630)$ Principal & Interest-2018 Equip 81,900 81,900$ Principal & Interest-2018 Debt Service 39,454 39,454$ Principal & Interest-2018 Abatement 68,250 349 Total Principal & Interest 260,812 255,710 304,667 326,594 323,764 (2,830)$ 350 Required 5% overage 13,041 12,786 - -$ 351 Total 273,853 268,496 304,667 326,594 323,764 (2,830)$ 352 -$ 353 Revenues -$ 354 CIP Debt Levy 273,853 -$ 355 Interest -$ 356 Sales of Assets -$ 357 Bond Proceeds -$ 358 Total - - - -$ 359 360 Facility Expansion (PD) #307 & #407 361 Project Costs -$ 362 Principal -$ 363 Principal & Interest 20,440 - -$ 364 Required 5% Overage 1,022 - -$ 365 Total 21,462 - -$ 366 COMBINED DEPARTMENT TOTAL EXPENDITURES TOTAL POLICE Total Contractual Services Total Police Supplies 5 2.1 Draft 2019 Budget1CITY OF CORCORAN 2 2018 06-29-18 Rev 2 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET 2018 BUDGET 2019 BUDGET BUDGET DIFFERENCE 2018/2019 367 Facility Expansion (Public Works) 2012B 368 Principal & Interest 138,488 137,688 185,312 168,039 229,044 61,005$ 369 Required 5% Overage 6,924 6,884 - -$ 370 Total 145,412 144,572 185,312 168,039 229,044 61,005$ 371 372 Equipment Certificate Fund # 309 & 416 -$ 373 2012 Certificates -$ 374 Principal & Interest - -$ 375 Required 5% overage - -$ 376 Total - - - -$ 377 378 COMBINED DEBT SERVICE EXPENDITURES 440,727 413,068 489,979 494,633 552,808 58,175$ 379 380 REVENUES 2015 ACTUAL 2016 BUDGET 2017 BUDGET 2018 BUDGET 2019 BUDGET BUDGET DIFFERENCE 2017/2018 381 GENERAL FUND REVENUE 382 383 GENERAL GOVERNMENT 384 3 41900-31810 Cable Franchise Fee 40,000 40,000 43,000 45,000 50,000 5,000$ 385 5 41900-32110 Liquor Licenses Fees 18,250 18,250 18,250 18,375 18,375 -$ 386 41900-33402 Homestead Credit -$ 387 41900-33403 Mobile Homestead Credit -$ 388 7 41900-33420 AG Preserve Credit 5,000 5,000 5,000 5,000 12,000 7,000$ Increase based upon experience 389 7 41900-33421 PERA State Aid 1,845 1,845 1,845 1,845 1,845 -$ 390 41900-33422 Other Grants and Aid -$ 391 41900-34000 Charges for Services -$ 392 10 41900-34103 Zoning / Subdivision Fees 6,000 12,000 25,000 25,000 30,000 5,000$ 393 10 41900-34105 Copies / Maps 150 150 150 150 150 -$ 394 10 41900-34107 Assessment Search 50 50 50 50 50 -$ 395 10 41900-34108 TIF Administrative Fees 8,000 8,000 - -$ 396 41900-34110 Escrow Administrative Fees -$ 397 10 41900-34405 Clean up day Income 675 675 1,500 1,500 3,000 1,500$ 398 13 41900-36200 Miscellaneous Revenue 2,500 2,500 2,500 2,500 2,500 -$ 399 12 41900-36210 Interest Earnings 2,000 2,000 1,000 1,500 3,000 1,500$ 400 13 41900-36217 Sale of Assets -$ 401 13 41900-36220 Rents / Royalties 9,840 9,840 10,800 10,800 8,100 (2,700)$ Crop Rentals 402 13 41900-36230 Donations 1,000 1,000 1,000 1,000 1,000 -$ 403 41900-36233 Refunds/Reimbursements -$ 404 CODE ENFORCEMENT 405 41920-32100 Business/License Fee -$ 406 41920-34000 Charges for Services -$ 407 CITY HALL OPERATIONS 408 41941-34100 General Government -$ 409 10 41941-34101 Facility Rental 5,000 6,000 6,000 6,000 6,500 500$ 410 13 41941-36200 Miscellaneous Revenue 1,000 1,000 1,000 4,500 1,000 (3,500)$ 411 PUBLIC SAFETY 412 42100-32240 Animal Licenses - - -$ 413 9 42100-33423 Police Town Aid 45,000 45,000 50,000 55,000 55,000 -$ 414 9 42100-33424 Police Training & POST 3,700 3,700 3,700 10,300 10,300 -$ 415 9 42100-33620 Other Grants and Aid/Safe & Sober 7,500 10,000 10,000 10,000 10,000 -$ Pass Through Only - Area Traffic Project (42100-111 & 42101-111) 416 5 42100-34200 Police Permits 2,000 2,000 2,000 2,000 2,000 -$ 417 10 42100-34201 Police Service Charge 7,500 7,500 7,500 7,500 7,500 -$ Pass Through Only - Contractural Events (42100-111 & 42101-111) 418 10 42100-34202 Police Reports / Misc. Fees 1,000 1,000 1,000 1,000 1,000 -$ 419 42100-34204 Police Training - - -$ 420 11 42100-35101 Fines 60,000 45,000 45,000 45,000 48,000 3,000$ 421 42100-36200 Miscellaneous Revenue - - -$ 422 42100-36230 Donations - - -$ 423 42100-36233 Refunds/Reimbursements -$ 6 2.1 Draft 2019 Budget1CITY OF CORCORAN 2 2018 06-29-18 Rev 2 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2015 BUDGET 2016 BUDGET 2017 BUDGET 2018 BUDGET 2019 BUDGET BUDGET DIFFERENCE 2018/2019 424 BUILDING INSPECTION 425 5 42400-32210 Building Permit Fees 193,000 190,000 275,000 325,000 400,000 75,000$ 65 New Home Permits 426 PUBLIC WORKS 427 8 43100-33418 MSA Road Maint. Fund 120,000 120,000 124,000 124,000 135,000 11,000$ Revised MSA routes 428 10 43100-34300 Public Works Permits / Fees 3,000 3,000 3,000 3,000 3,000 -$ 429 10 43100-34301 Dust Control 55,530 57,500 47,500 37,500 27,500 (10,000)$ Decreased Amount Assessed 430 43100-36100 Special Assessments -$ 431 13 43100-36200 Miscellaneous Revenue - - 8,125 25,000 34,600 9,600$ Billable Hours for Public Works Director; increase to $75/hour 432 43100-36233 Refunds/Reimbursements - - -$ 433 ICE & SNOW REMOVAL 434 13 43125-36200 Miscellaneous Revenue 8,000 8,000 8,000 6,000 6,000 -$ 435 RECYCLING 436 9 43232-33610 County Recycling Grant 14,500 14,500 14,500 14,500 16,000 1,500$ 437 10 43232-34400 Recycling Income 62,000 - 2,500 2,500 2,500 -$ Provider Managing Billing 438 43232-36200 Miscellaneous Revenue -$ 439 PARKS 440 9 45200-33422 Other State Grant 37,302 37,302 37,000 35,000 35,000 -$ Pass Through Only - Snowmobile Trail Grant 441 10 45200-34101 Facility Rental 1,000 6,000 5,000 3,000 3,000 -$ 442 13 45200-36200 Miscellaneous Revenue 8,000 24,000 16,000$ Revenue from Recreation Programming 443 45200-36230 Donations - - -$ 444 45200-36233 Refunds/Reimbursements -$ 445 TRANSFERS TO/FROM OTHER FUNDS 446 17 49360-39200 Transfer from Other Fund 61,901 162,122 192,871 205,932 13,061$ Utility funds - 1.95 FTE + 25% of OT 447 448 TOTAL OTHER REVENUES 722,342 720,713 923,042 1,030,391 1,163,852 133,461 449 450 41900-31020 Delinquent Property Taxes -$ 451 41900-31040 Fiscal Disparities - - -$ 452 41900-33422 Local Government Aid 10,908 - - - -$ 453 41900-31100 General Property Taxes 2,876,841 3,074,300 3,226,186 3,489,870 3,779,654 289,784$ 8.98% 454 455 1 TOTAL PROPERTY TAX REVENUE 2,887,749 3,074,300 3,226,186 3,489,870 3,779,654 289,784$ 8.98% 456 457 TOTAL GENERAL FUND REVENUE 3,610,091 3,795,013 4,149,228 4,520,261 4,943,506 423,245$ 458 459 30 TOTAL DEBT SERVICE TAX LEVY 440,727 413,068 489,979 494,633 552,808 58,175$ 2018 Bond schedule + 5% 460 461 TOTAL ALL REVENUES 4,050,818 4,208,081 4,639,207 5,014,894 5,496,314 481,420$ 462 463 TOTAL ALL EXPENSES 4,050,818 4,208,080 4,639,207 5,014,894 5,496,314 481,419$ 464 465 466 REVENUE - EXPENSE 0 0 0 (0) 0 1$ 467 468 469 470 471 472 TOTAL CERTIFIED LEVY (INCLUDES DEBT SERVICE)3,317,568 3,487,368 3,716,165 3,984,503 4,332,462 347,959$ 9.36% 473 474 TOTAL PROPERTY TAX LEVY 2,876,841 3,074,300 3,226,186 3,489,870 3,779,654 289,784$ 475 476 TOTAL PROPERTY TAX COLLECTED 2,852,756 -$ 7 Dayton – Population 5,031 Medina – Population 5,633 City Administrator Finance Clerk Accounting Tech. Planning Associate City Clerk Administrative Assistant Secretary PT Finance Director (consultant) City Administrator Asst. City Administrator Finance Director Accounting Technician City Planner Associate Planner 2.2 Administration Staffing Comparison by City Delano – Population 5,754 Carver – Population 4,328 City Administrator Finance Director Finance Assistant Administrative Services Coordinator Customer Service Representative Administrative Interns Housing Coordinator Housing Custodial Senior and Community Services Coordinator Transportation Coordinator Bus/Van Driver City Planner (Consultant) City Administrator City Planner City Clerk Accountant Utility Billing Clerk Administrative Assistant PT Admin Assistant Minnetrista – Population 6,963 Orono – Population 7,772 City Administrator Director of Administration City Clerk Cust. Serv. & Communications Director of Finance Accountant Utility Billing Coordinator Director of Community Development City Planner Building Official Building Inspector City Administrator Finance Director Accountant Payroll .8FTE IT Technician Community Development Director Senior Planner City Planner Planning Assistant Admin. Support. Assistant Building Official City Clerk Management Assistant Corcoran – Population 5,572 City Administrator City Clerk/Admin Services Coord. Administrative Assistant Code Complinace Official Accountant City Planner (Consultant) DEPUTY CLERK ©City of Corcoran 2018 1 Department: Administration Reports To: Administrative Services Director Points: 237 Grade: 8 FLSA: Non-Exempt Bargaining Unit: NA Revision Date: March, 2018 Job Summary: The Deputy Clerk is responsible to assist in carrying out the statutory duties of the City Clerk and to assist with the administration of City services by providing support to the City Council, responding to data requests, assisting with communications, and supporting elections. Scope of Impact: The Deputy Clerk is responsible for a variety of functions to support the operations of the Administration Department. This position performs work without a need for significant work direction on daily tasks. Work is guided by the Administrative Services Director. The job has no supervisory responsibility. Essential Duties and Responsibilities: Assists the statutory and City functions of City Clerk o Maintains files and appropriate documentation of bookkeeping and administrative functions, in order to satisfy legal requirements; o Performs duties delegated by the Administrative Services Director including attendance at public meetings, legal notices, preparation of public meeting minutes, resolutions, ordinances, bid openings and other duties as assigned; o Assists various departments with ordinance amendment requests (researches issue, prepares Council packet information, coordinates with City Attorney on the City’s behalf to draft the amendment); o Performs duties relating to records management, ensuring compliance with the State Records Retention Schedule and Minnesota Government Data Practices Act; o Assists with elections and related processes. Assists with HR functions o Assists with all aspects of the hiring process including job postings, receiving applications, maintaining a record of applications, and responding to applicants; o Assist in the management of HR related files. Provides City Council and City Commission support. o Assembles packets and handouts for City Council and Commission Meetings; o Prepares correspondence, agendas and presentations as requested; City of Corcoran 2.3 Deputy Clerk Job Description DEPUTY CLERK ©City of Corcoran 2018 2 o Coordinates the preparation and distribution of agenda information for City Council and Commission meetings; o Oversees the logistics for Council, Commission and other community meetings, including scheduling of facilities, equipment, refreshment requirements as needed. Performs permit issuance and other business transactions for the City. o Receives liquor license applications & issues licenses upon determination of qualifications; o Administers crop land rentals; Acts as notary providing certified copies of proceedings and records of the City upon request. Assists with City Communications o Prepares the City Newsletter, including gathering articles, coordinating the layout, editing, and distribution; o Maintains the content of the City’s website. Attends meetings and seminars in order to remain current with administrative duties and informs the Administrative Services Director of new developments. Provides general office administrative services. o Assists as secondary front desk support and call taker for the administration work area; monitors and reports trends in citizen calls. •Performs other duties and activities as assigned. Minimum Qualifications: The job requires an associate’s degree and three or more years of customer service experience, or equivalent. Ability to receive certification by the Minnesota Clerks and Finance Officers Association as a Minnesota Certified Clerk within three years. Additional two years of experience in related field may be used as equivalent for associate’s degree. Desired Qualifications: Additional desired qualifications include knowledge of governmental practices and policies, including working with boards and commissions. A Certified Municipal Clerk of Minnesota or progress toward certification is desirable. Knowledge, Skills and Abilities Required for Successful Job Performance: Customer service skills including demonstrated ability to build positive relationships with employees and managers; Knowledge of the functions and responsibilities of City Departments, staff, and key community members; Knowledge of public information laws, rules, and regulations applicable to City government; Knowledge of and ability to operate accounting software and standard office software, including strong Excel skills sufficient to manipulate data, draft reports and maintain records; DEPUTY CLERK ©City of Corcoran 2018 3 Ability to analyze and resolve problems; The ability to work independently and to prioritize work requests; ability to plan coordinate and prioritize workload to meet project deadlines; Verbal and high-level written communication skills sufficient to effectively present information and respond to questions from a wide variety of audiences, and reading comprehension skills sufficient to read, understand and interpret complex and varied work-related materials; Knowledge of data privacy laws and ability to maintain highest confidentiality when dealing with sensitive or private information. Physical and Mental Requirements: Physical effort is light, with lifting or carrying up to 25 pounds intermittently. Report preparation and word processing will at times require extended use of a keyboard. Work interruptions are frequent. The City Clerk must be able to use judgment to respond to situations occurring during the absence of the Administrator. Working Conditions: Work is performed in a normal office environment. Attendance at evening meetings is required intermittently. Work may involve dealing with and calming individuals who are emotionally charged over an issue. Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities. Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time. CITY OF CORCORAN 1 MEMO Meeting Date: July 12, 2018 To: City Council From: Brad Martens, City Administrator Re: Financial Management Plan Update ______________________________________________________________________ Staff is working with Tammy Omdal of Northland Securities to update the Five Year Financial Management Plan (2018-2022). Staff would like the opportunity to discuss the following topics in order to provide direction to Tammy for the update. Pace of home construction Previous versions of the plan used 40 homes per year. Staff intends to increase the projection to 60 new homes per year in years 2020-2023. City Hall remodel In September, staff will present a proposal for a remodel of City Hall. Early planning recommends using the long range planning fund and borrowing from another existing fund for the project. Potential City water system A new assumption for the plan is for the City to begin operating its own water system. Assumptions include engineering investments of $100,000 in 2019 and 2020 with a major capital investment in 2021 for well and treatment. Potential future fire station The ESCI report outlined that at some point the City will need to establish a station in Corcoran. Staff intends to plan for some investment in the late years of the report or just outside the years included in the report. Paving road fund Council in the past has discussed the opportunity to create a pavement fund. Council should direct staff on whether or not to plan for paving roads. Attachments: None 3.