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HomeMy WebLinkAbout03A 2021 - 2022 Budget WorkshopCity Council Action Request Meeting Date Department Agenda Category Title Staff Recommendation Budget Implication Attachments 7/22/2020 Finance Agenda Item 2021 - 2022 Budget Workshop Hold Budget Workshop for Parks and Recreation, Public Works, Equipment Replacement, Public Safety. N/A 01 Powerpoint.tif 9.59MB 02 Detail.tif 58.34MB 03 Equipment.tif 6.09MB 2021-2022 BUDGET WORKSHOP PRESENTATION July 22, 2020 PARKS AND RECREATION PARKSANDRECREATION2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Personnel Services $836,862 $939,118 $988,785 $964,290 $986,910 Commodities 155,799 155,566 176,100 178,900 182,400 Contractual Services 316,447 307,672 347,360 365,775 372,420 Capital Outlay 5,812 31,354 --- Total 1,314,920 1,433,710 1,512,245 1,508,965 1,541,730 Comments •Continuous improvement of public land management programs to assure balance of eco-friendly environments, aesthetics and user desires. •Invest in improving existing athletic facilities and event management. •Work on environmentally friendly initiative such as irrigation controllers, GPS sprayer and window tinting. •Improve employee training opportunities and programs (train the trainer, incentive program, 49er skills, etc.). Parks PARKSANDRECREATION2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Personnel Services $324,107 $339,234 $382,015 $376,670 $393,240 Commodities 7,923 7,753 7,960 8,550 8,900 Contractual Services 61,215 47,587 73,810 74,965 76,460 Capital Outlay -11,764 --- Total 393,246 406,338 463,785 460,185 478,600 Budget Additions Recreation Comments •Improve access to the Mississippi River. •Manage growing expectations of facility use. •Manage growth in athletic facility program and events. •Identify and implement new programming based on consumer, industry and community trends. •Adapt programming as needed to address COVID-19 concerns. •Closure of Groves Recreation Center. •Opening of Hearthside Park for supervised playground growth. PARKS& RECREATIONIce Arena 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Total Revenues $1,227,252 $1,030,058 $1,089,500 $1,125,500 $1,125,500 Personnel Services 382,336 339,976 369,705 376,480 385,190 Commodities 41,119 60,134 50,050 39,000 44,800 Contractual Services 394,478 442,282 403,955 436,975 448,325 Capital Outlay 416,672 189,146 82,000 -21,600 Transfers Out (for debt)220,000 200,000 247,000 220,000 220,000 Total Expenses 1,454,604 1,231,538 1,152,710 1,072,455 1,119,915 Net (227,352)(201,480)(63,210)53,045 5,585 Comments •Continued growth of skating school programs, camps, clinics and public skating events. •Organize tools/supplies and storage within new spaces. •Maximize customer service and operating efficiencies. •Increase ice rental rates in 2021 to meet the growing building/equipment expenses. •Implement business plan objectives. •2022 additions •Concession ice cube machine ($5,000) •Exterior door replacement ($15,000) •Sidewalk repair ($15,000) PARKS& RECREATION2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Total Revenues $954,327 $1,087,245 $1,076,000 $1,212,500 $1,261,200 Personnel Services 497,744 533,984 585,015 609,910 625,445 Commodities 117,679 123,478 137,560 141,020 146,600 Contractual Services 180,578 239,355 290,910 288,940 265,170 Capital Outlay 110,581 102,400 195,000 150,000 240,000 Total Expenses 906,582 999,217 1,208,485 1,189,870 1,277,215 Net 47,745 88,028 (132,485)22,630 (16,015) Golf Comments •Golf Services -Capital Outlay 2021 •Golf shop upgrade ($30,000) •Furnace replacement ($8,000) •Golf Services -Capital Outlay 2022 •Add third tee box ($10,000) •Maintenance -Capital Outlay 2021 •Irrigation system architect ($20,000) •Tractor ($62,000) •Zero-turn lawn mower ($15,000) •Greens mower ($15,000) •Maintenance -Capital Outlay 2022 •Irrigation replacement ($100,000) •Aerator ($35,000) •Fairway mower ($60,000) •Truck (35,000) PARKS& RECREATION2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Total Revenues $777,317 $885,026 $900,045 $770,800 $832,500 Personnel Services 468,765 526,382 420,205 395,670 403,350 Commodities 32,652 48,077 28,235 30,900 31,700 Contractual Services 341,641 377,088 348,920 319,900 337,800 Capital Outlay -20,302 30,000 30,000 35,000 Total Expenses 843,058 971,849 827,360 776,470 807,850 Net (65,741)(86,823)72,685 (5,670)24,650 Eagles Bar, Grill and Event Center Comments •Discuss impact COVID-19 on Revenues/Operations •Clubhouse –Capital Outlay 2021 •Kitchen equipment updates ($5,000) •Outdoor bar area updates ($25,000) •Clubhouse –Capital Outlay 2022 •Patio upgrade/expansion ($35,000) PUBLIC WORKS PUBLICWORKS2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Personnel Services $817,067 $800,370 $907,230 $860,020 $868,325 Commodities 251,994 328,029 279,770 288,100 294,800 Contractual Services 380,871 364,747 375,945 399,150 419,550 Capital Outlay -3,103 --- Total 1,449,932 1,496,249 1,562,945 1,547,270 1,582,675 Comments Streets •Street Maintenance •3,000 tons of asphalt •Patch potholes •Prescribed burns •Stump removal •Mow and maintain the right-of-way •Sealing decorative concrete •Storm clean-up PUBLICWORKS2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Personnel Services $118,141 $143,472 $125,890 $136,900 $139,650 Commodities 27,959 20,704 32,590 32,400 33,700 Contractual Services 63,653 64,967 67,000 68,750 70,050 Capital Outlay -11,981 --- Total 209,753 241,124 225,480 238,050 243,400 Comments Traffic & Street Signage •Sign replacement •Continue replacement program •Repair damaged signs •Remove graffiti as needed •Street Striping •Contracted street striping services ($53,000) •Stenciling •Complete City stenciling before school begins •Retro-reflectivity •Continue program •New developments •Create and install new signs •MSA traffic counts •Continue with counts PUBLICWORKSSnowplowing 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Personnel Services $232,434 $312,843 $299,820 $280,250 $289,500 Commodities 254,382 342,189 299,000 281,000 307,000 Contractual Services 199,908 314,089 174,950 179,150 182,550 Capital Outlay -12,632 --- Total 686,724 981,753 773,770 740,400 779,050 Comments •Road salt •Budget for 2,900 tons •Plow Routes •Continue to implement a 13-truck route in 2020/21. •Training •Send 1/3 of the drivers to defensive driving training each year to prepare for snowplowing. •Develop and train new drivers/employees. PUBLICWORKSPublic Works Administration 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Personnel Services $395,256 $490,650 $256,315 $203,970 $208,750 Commodities 16,353 13,419 17,570 12,900 13,200 Contractual Services 163,262 163,937 167,450 163,750 171,785 Capital Outlay ----- Total 574,871 668,006 441,335 380,620 393,735 Comments •Support Public Works and City Hall divisions by: •Completing citizen requests (work orders) •2020 –thru 7-1-20 –1,151 workorders •2019 –2,855 workorders •2018 –2,480 workorders •Processing invoices •Assisting with payroll •Public Works open house •September 2021. PUBLICWORKS2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Personnel Services $98,357 $89,745 $118,165 $116,655 $120,305 Commodities 9,545 6,258 14,230 13,700 14,750 Contractual Services 276,168 243,876 233,510 235,600 241,100 Capital Outlay ----- Total 384,070 339,879 365,905 365,955 376,155 Budget Additions •Ash tree removal •Remove 150 ash trees in 2021. •Approximately 1,600 ash trees will remain within the City. •Tree planting •Tree trimming •Ash tree treatment/injections •Stump removal •Arbor Day Forestry Comments PUBLICWORKSCity Hall 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Personnel Services $152,486 $149,878 $216,685 $ -$ - Commodities 19,537 40,451 29,480 27,600 28,700 Contractual Services 292,213 291,578 302,350 316,490 325,470 Capital Outlay ----- Total 464,237 481,907 548,515 344,090 354,170 Comments Personnel moved to facilities division. PUBLICWORKSEngineering 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Personnel Services $299,361 $266,275 $312,610 $304,570 $312,560 Commodities 2,464 1,934 2,510 2,600 2,700 Contractual Services 103,804 66,097 51,110 58,815 60,710 Capital Outlay ----- Total 405,628 334,306 366,230 365,985 375,970 Comments •Maintain City Standard Specifications and Detail Plates to remain current with changing standards. •Support development in the City by ensuring design and construction follow City requirements. •Administer public infrastructure projects and work to minimize future maintenance costs through good design practices. •Provide technical engineering support to other City Departments. •Represent the community's interests in regional transportation planning and construction projects. RECYCLINGRecycling 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Total Revenues $60,588 $56,802 $55,000 $57,500 $57,500 Personnel Services 27,818 24,380 33,620 30,680 30,990 Commodities 30,485 14,465 7,680 6,220 7,900 Contractual Services 11,107 10,854 20,730 20,600 21,300 Total Expenses 69,410 49,700 62,030 57,500 60,190 Net ($8,822)$7,102 ($7,030)$ -(2,690) Comments •Implement the Recycling Grant Work Plan from Washington County. •Provide focused educational opportunities to the community with the goal of increasing recycling rates. •Support recycling efforts at public facilities and parks. •Encourage waste diversion using compostable materials. •Promote recycling grant opportunities at the County and State level. PUBLICWORKSStorm Water 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Total Revenues $982,207 $986,386 $916,000 $961,000 $1,006,000 Personnel Services 257,294 317,518 288,275 295,630 301,575 Commodities 6,096 8,556 17,420 17,500 17,900 Contractual Services 147,193 259,573 231,140 227,645 232,125 Capital Outlay 26,097 13,354 -37,000 - Transfers out 41,300 41,300 41,300 42,540 50,000 Total Expenses 477,980 640,301 578,135 620,315 601,600 Net $504,227 $346,085 $337,865 $340,685 $404,400 Comments •Rates include a 5% increase in each of 2021 and 2022 •Street sweeping •$27,800 –Contracted amount •Ponds •Clean •Perform emergency repairs •Catch basins •Tuck point before failures occur •Controlled burns •MS4 reporting for the State/MPCA PUBLICWORKSWater Utility 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Total Revenues $2,215,068 $2,700,915 $2,400,100 $2,539,000 $2,539,000 Personnel Services 713,708 777,991 760,970 770,965 797,150 Commodities 503,435 221,243 209,760 214,700 218,900 Contractual Services 796,508 793,381 823,200 920,800 917,600 Capital Outlay --56,500 -35,000 Transfers out 171,800 186,000 186,000 186,000 192,000 Total Expenses 2,185,451 1,978,615 2,036,430 2,092,465 2,160,650 Net $29,617 $722,300 $363,670 $446,535 $378,350 Comments •No increase to water rates planned in 2021 or 2022 •Water filtration plant •Manage the City’s water quality. •America’s Water Infrastructure Act •Comply with regulations as per EPA. •Water meters •Provide meters for new development and repairs. •Well maintenance •Continue compliance with 10-year maintenance plan. •3M settlement agreement •Begin implementation of drinking water supply plan. PUBLICWORKSSewer Utility 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Total Revenues $2,742,344 $3,150,526 $2,842,500 $3,212,500 $3,212,500 Personnel Services 217,194 195,979 233,075 261,135 264,600 Commodities 17,572 3,115 14,700 14,480 15,300 Contractual Services 2,130,806 2,348,959 2,433,085 2,467,350 2,514,050 Capital Outlay --87,000 -- Transfers out 187,000 192,600 192,600 192,000 192,000 Total Expenses 2,552,572 2,740,653 2,960,460 2,934,965 2,985,950 Net $189,772 $409,873 ($117,960)$277,535 $226,550 Comments •Rates include a 1% increase in each of 2021 and 2022 •Sewer cleaning/root removal •Continue 5-year maintenance program for all sewer lines. •Sewer lines •Televise to determine possible inflow and infiltration (I & I). •Lift station •Maintain lift station facility. •Manholes •Rehabilitate in areas that are not slated for street reconstruction. PUBLICWORKSStreetlights 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Total Revenues $833,898 $846,789 $846,500 $880,000 $909,900 Personnel Services 63,881 125,686 125,035 130,530 133,000 Commodities 65,460 89,137 80,950 94,000 74,200 Contractual Services 678,694 654,413 632,313 630,540 638,100 Capital Outlay ----- Transfer out 47,220 348,650 48,650 48,650 50,000 Total Expenses 855,255 1,217,886 886,948 904,720 895,300 Net ($21,357)($371,097)($40,448)($24,720)$14,600 Comments •Projecting 5% rate increase in each of 2021 and 2022 •Streetlights •Maintain all lights ensuring they are in proper working order. •Identify trouble areas and make repairs with new wire and conduit. •Replace streetlights with LED fixtures in pavement management areas and otherwise incrementally within the City. •Replace 150 Cottage Grove banners in 2021 -$28,000 PUBLICWORKS2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Personnel Services $371,331 $408,972 $508,680 $760,460 $793,120 Commodities 635,028 635,750 593,505 634,360 649,660 Contractual Services 102,410 191,959 121,050 163,300 163,900 Capital Outlay ---65,000 - Total Expenses 1,108,769 1,236,681 1,223,235 1,623,120 1,606,680 Fleet & Facilities Comments •Maintain the fleet of vehicles in the most efficient and cost-effective way. •Send mechanics to required and additional training throughout the year, including Phase 1 49er training for new mechanic. •Purchase a vehicle for the new building maintenance employee ($65,000). •Develop capital improvement plans for each City owned facility to ensure all City buildings are upgraded and repaired in a timely manner. EQUIPMENT REPLACEMENT EQUIPMENT REPLACEMENTRequests for new or replacement assets CAPITAL OUTLAY ITEMS 2021 Requests 2022 Requests Code Description Purchase Price Trade in Price Purchase Price Trade in Price 0500 Radio Replacements $75,000 $9,000 $75,000 $9,000 0500 Investigations car $35,000 $ - 1200 Tandem Axle Dump Truck $270,000 $32,000 1500 Mower $65,000 $8,000 1500 Trailer $12,000 $1,500 1500 Mower $35,000 $2,000 1500 Mower $35,000 $2,000 1200 Pickup $42,500 1200 Single Axle Dump Truck $235,000 $15,000 1200 Single Axle Dump Truck $235,000 $15,000 1200 Mower $35,000 $2,000 1200 Mower $35,000 $2,000 1200 Sweeper $220,000 $10,000 1260 Sign Truck $100,000 $10,000 Total $410,000 $49,000 $1,094,500 $68,500 Net Purchase $361,000 $1,026,000 EQUIPMENTREPLACEMENTAvailable funding at year end - 500,000 1,000,000 1,500,000 2,000,000 2,500,000 3,000,000 3,500,000 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 Equipment Replacement Fund PUBLIC SAFETY PUBLICSAFETYPolice & Animal Control P 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Personnel Services $5,803,124 $5,990,724 $6,246,045 $6,442,305 $6,608,355 Commodities 233,406 228,373 253,290 258,700 263,780 Contractual Services 492,797 621,891 578,055 670,975 600,670 Capital Outlay 186,192 138,752 172,000 215,000 219,300 Total $6,715,519 $6,979,740 $7,249,390 $7,591,100 $7,692,105 Comments •Police Officer hiring –grant award. •Enhanced training for Police Officers utilizing HERO Center. •Staffing evaluation in 2020. •Budget addition for $5,375 for annual mental health wellness checks •Ongoing radio replacement schedule in Equipment Replacement fund and Vehicles to be replaced. •Build Public Safety relationships with businesses. •Continue animal control services. •Develop policies through Lexipol. •Continued partnership with District 833 (School Resource Officers, Explorer Post, Elementary School engagement). Accomplishments •Successful implementation of physical wellness checks (hearing, EKG, lead testing, etc.) •Transitioned to WatchGuard. •Implementation of updating police technology by enhancing squad car cameras and integrating body-worn cameras. •Implemented Case Management Unit (CMU). •Transitioned training to the HERO Center. •Developed Unmanned Aerial System (Drone) Program. •Developed triannual employee performance evaluation process. •Continued partnership with HSEM Programs/Grants. PUBLICSAFETYForfeiture & Seizure 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Total Revenues $78,275 $63,545 $38,260 $31,000 $31,000 Commodities 50,908 7,302 4,500 4,500 4,600 Contractual Services 15,646 17,579 14,730 14,800 15,100 Capital outlay --10,100 10,200 10,400 Total 66,555 24,881 29,330 29,500 30,100 Net 11,720 38,664 8,930 1,500 900 Comments •Special dedicated revenues may only be used according to restrictions (DUI forfeitures & criminal forfeitures). •Replacement schedule for PBTs with DUI Forfeiture fund. •Education and enforcement. •Criminal forfeiture funding –forensics and investigatory technology enhancements. PUBLICSAFETYEmergency Management 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Personnel Services $32,144 $25,374 $40,520 $41,640 $42,600 Commodities 4 10,745 100 100 100 Contractual Services 17,748 21,661 24,040 22,450 22,800 Capital Outlay -13,428 14,140 16,300 16,600 Total 49,896 71,208 78,800 80,490 82,100 Comments •Continue to focus on Emergency Management and preparedness •Pandemic •Flooding concerns •Severe weather •Civil unrest •Community events •Upgrade 3 antiquated outdoor warning sirens – repair/replacement. •Continue Emergency Management training/exercises. •BOLD Planning with Washington County. •Radiological Emergency Preparedness Drills. Accomplishments •City-wide COVID-19 response/Incident Management Team •Virtual EOC •Purchased Light Tower generator. •Completed FEMA Public Assistance process for Spring 2019 flooding. •National Emergency Management Basic Academy PUBLICSAFETYFire Protection 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Personnel Services $836,294 $841,900 $789,615 $809,890 $823,240 Commodities 65,698 95,933 87,710 89,800 91,300 Contractual Services 316,324 353,198 331,180 311,185 308,740 Capital Outlay ----- Total $1,218,316 $1,291,031 $1,208,505 $1,210,875 $1,223,280 Comments •Organizational study/succession planning. •Improving inspection program. •Upgrade emergency lights on apparatus. •Enhancing training for Firefighters utilizing HERO Center. •Develop policies through Lexipol. •Guardian Tracking -ongoing employee performance management software. •Continue to evaluate duty crew staffing. Accomplishments •Promoted 3 Firefighters to Fire Captains •105-foot aerial ladder truck delivery July 2020. •Life safety fire inspections. •More robust fire/building inspections with coordinated response. PUBLICSAFETYEMS 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Total Revenues $2,021,836 $2,085,017 $1,905,500 $1,893,500 $1,914,250 Personnel Services 1,256,494 1,385,657 1,313,125 1,370,575 1,397,385 Commodities 80.626 59,230 77,840 86,500 80,570 Contractual Services 181,310 176,330 204,420 249,250 217,765 Capital outlay --222,000 36,000 25,500 Total Expenses 1,518,430 1,621,217 1,817,385 1,742,325 1,721,220 Transfers (94,430)(94,500)(94,500)(95,000)(98,000) Net $408,976 $369,300 ($6,385)$56,175 95,030 Comments •Increasing ambulance availability based on call increases •Skills development for Paramedics •On shift training •In-house training (ACLS, CPR, PALS) •Continued shared services with Woodbury •EMS equipment replacement schedule •Community Paramedic Program •Implemented supply chain management (PAR System) to decrease cost of consumable EMS supplies •Ambulance replacement budgeted 2020 –anticipate delivery in 2021. Using a 6 -year replacement rotation •Proposing a 3% rate increase on ambulance charges for 2021. Last increase was 2016 Accomplishments •Obtained MDH Grant to increase on shift staffing for COVID-19 response •Deputy Chief position focusing on EMS service delivery •Implemented quality assurance program (care metrics) •Certified 9 employees as Fire/EMS Instructors PUBLICSAFETYHERO CENTER 2018 Actual 2019 Actual 2020 Budget 2021 Proposed 2022 Proposed Total Revenues -$98,390 $486,730 $598,465 $702,065 Personnel Services -50,721 217,035 312,630 317,670 Commodities -15,981 10,500 51,000 51,220 Contractual Services -50,658 178,565 232,835 233,660 Capital outlay -38,321 --- Total Expenses -155,681 406,100 596,465 602,550 Net -(57,291)80,630 2,000 99,515 COMMENTS •Other contracts/commitments pending. •Explore public range memberships. •Implement full year of hosted training courses in 2021. •Permit to carry •Handgun •Hunter safety •Community CPR •Law Enforcement continuing education •Emergency Management •Fire service training Accomplishments: •Hired HERO Administrative Training Coordinator and 12 Range Safety Officers. •Contract Award for Dept. of Homeland Security for up to $40,000 annually. •Sole Source bid for DHS Immigration Customs and Enforcement for up to $55,000 annually. •Washington County Tier 1 contract for $150,000 annually •Oakdale PD Tier 2 contract for $20,960 annually ADMINISTRATIONNext Steps •CIP 2021-2025 Workshop –August 5th •Preliminary Levy presentation and adoption –September 2nd.