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HomeMy WebLinkAbout2011-05-11 HRA Packet AGENDA MAPLEWOOD HOUSING AND REDEVELOPMENT AUTHORITY WEDNESDAY, May 11, 2011 7:00 P.M. CITY HALL, CITY COUNCIL CHAMBERS 1. Call to Order 2. Roll Call 3. Approval of Agenda 4. Approval of Minutes a. November 10, 2010 5. Unfinished Business 6. New Business a. 2010 Code Enforcement Report b. 2011 First Quarter Code Enforcement Report c. 2012-2016 Capital Improvement Plan d. Election of Chair, Vice Chair and Secretary for 2011 (no report included) 7. Visitor Presentations 8. Commission Presentations 9. Staff Presentations a. Welcome New HRA Member-Tammy Lynn Wilde 10. Adjournment MINUTES OF THE MAPLEWOOD HOUSING AND REDEVELOPMENT AUTHORITY 1830 COUNTY ROAD BEAST, MAPLEWOOD, MINNESOTA WEDNESDAY, NOVEMBER 10, 2010 I. CALL TO ORDER Chairperson Pearson called the meeting to order at 7:00 p.m. II. ROLL CALL Commissioner Je Moua Chairperson Gary Pearson Commissioner Colleen Thompson Commissioner Joy Tkachuck Vice-Chairperson Beth Ulrich Present Present Absent Absent Present Staff Present: Tom Ekstrand, Senior Planner III. APPROVAL OF AGENDA Vice-Chairperson Ulrich moved to approve the aqenda as submitted. Commissioner Moua seconded. Ayes - All The motion passed. IV. APPROVAL OF MINUTES Vice-Chairperson Ulrich moved to approve the minutes of the September 8. 2010. Commission meetinq minutes as submitted. Commissioner Moua seconded the motion. Ayes - All The motion passed. V. UNFINISHED BUSINESS None November 10, 2010 Housing and Redevelopment Authority Meeting Minutes 1 VI. NEW BUSINESS a. Quarterly Code Enforcement Report 1. Senior Planner, Tom Ekstrand gave the quarterly code enforcement report provided by David Fisher and staff answered questions of the commission. No action was required. b. LCA - Housing Action Plan 1. Senior Planner, Tom Ekstrand gave the LCA Housing Action Plan report and answered questions of the commission. Commissioner Ulrich moved to approve the LCA Housinq Action Plan. Seconded by Commissioner Moua. Ayes - All The motion passed. VII. VISITOR PRESENTATIONS None VIII. COMMISSION PRESENTATIONS None IX. STAFF PRESENTATIONS None X. ADJOURNMENT The meeting was adjourned by consensus at 7:12 p.m. November 10, 2010 Housing and Redevelopment Authority Meeting Minutes 2 2010 CODE ENFORCEMENT YEAR END REPORT Complaints Received January 1 through December 31, 2010 Tvpe of Complaint Number of Violations Enforced Cases in ProQress . Exterior Storage . Unapproved Parking . Lawn Maintenance . House / Property Maintenance . Junk Vehicles . Trash / Garbage . Trash Container Storage . Commercial Vehicle / Equipment . Home Occupation . Misc. Other Concerns 100 119 237 57 97 32 18 16 17 56 749 1 2 o 1 1 o o 2 1 Q 8 Total Number of Complaints Received Enforcement Matters Resolved . Number of Violations Resolved . Enforcement Actions in Progress 741 8 * Total Number of Violation Sites 570 * Often times, there are several issues or problems at a given violation site or address. The 570 count relates to the number of addresses visited by staff while enforcing violations, although, there were 741 violations enforced. Citations/Abatements Number of Citations Issued 57 (40 Abandoned Vehicles, 3 Ex Storage, 5 Park On Grass, 6 House Maintenance & 3 Misc Zoning) Number of Abatements 63 (Abatements are yard clean up, mowing lawn & building demo) Comments The total numbers of complaints the city received are higher than past years. The long grass/lawn maintenance complaints and abatement increases were due to vacant homes and foreclosures. Staff mailed 376 compliance letters in 2010 compared to 118 in 2009 and 136 in 2008. The increase in the number of citations was from repeated violations. P:HRA\code enforcement report year end 2010 dgf CODE ENFORCEMENT REPORT January 1 to March 31, 2011 Tvpe of Complaint Number of Complaints Received PendinCl . Exterior Storage . Unapproved Parking . Lawn Maintenance . House / Property Maintenance . Junk Vehicles . Trash / Garbage . Trash Container Storage . Commercial Vehicle / Equipment . Home Occupation . Miscellaneous Concerns 8 12 4 8 5 6 5 3 3 33 6 6 3 4 1 5 1 1 1 2 Total Number of Complaints Received 87 30 Enforcement Matters Resolved . Number of Complaints Resolved . Enforcement Action in Progress 57 30 Total Number of Sites Complaints Were Received 69 Citations/Abatements Number of Citations Issued Number of Abatements 6 o Comments The complaints labeled "miscellaneous concerns" are higher due to numerous snow- related complaints and temporary sign complaints. As summer approaches, the long grass and lawn maintenance complaints will increase. p: HRA\CE staff Reports\ Code Enforcement Report 2011 January 1st through March 315t dgf AGENDA REPORT TO: FROM: SUBJECT: DATE: City Commissions Charles Ahl, Assistant City Manager Capital Improvement Plan for 2012 - 2106 April 21, 2011 INTRODUCTION The Capital Improvement Plan is an annually prepared document that begins the process for preparation of the 2012 Budget. The Capital Improvement Plan is being released for review by the various Commissions and a Public Hearing on the CIP will be held at the Planning Commission on May 17, 2011. Following the receipt of recommendations from all the Commissions, the City Council will be asked to adopt the CIP. Adopting the CIP does not commit the Council to the proposed projects, nor implement the assumptions made during the preparation: however, this is the basis for the 2012 Budget as we proceed to begin preparing for the 2012 Budget document. Each Commission shall review and comment on the impact of the assumptions and recommended projects within the Capital Improvement plan. A recommendation of approval, approval with conditions, or denial should be made and forwarded to the Planning Commission for consideration at their Public Hearing on May 17'h The Commission should appoint a member to attend the Public Hearing at the Planning Commission on May 17'h, as well as to the City Council meeting on May 23,d, when final adoption of the CIP will be considered. BackQround Information During the April 11'h Work Session the City Council discussed a referendum for various facilities along with the status of the 2010 final revenue and expenditure summary. The scope of the budget process starts with the assumptions of funding that might be available from 2010 [such as extra funds from 2010 being used for the MCC Pool and the Phone System] as well as a discussion of the major capital projects. The Council indicated that a referendum may be of interest, but nothing major is ready to be considered. The CIP was prepared assuming no referendum at this time. That can be changed as the process is evaluated, but the staff assumption is to attempt to implement goals without the benefit of a referendum discussion. Similarly, the staff has assumed that the Council endorses the uses of 2010 funds being carried forward for improvements to the Pool at MCC and replacement of the phone system. Those projects are not included in the 2012 - 2016 CIP. Attached to this report is a Draft of the 2012 - 2016 Capital I mprovement Plan for review. The Transmittal Letter highlights the major projects and revisions within the Plan for consideration. The biggest revision is the inclusion of the new Fire Stations and expansion of the Police Department, which adds nearly $7.0 million in improvements to the plan over last year's proposal. The document explains each of the proposed projects, as well, analyzes the impacts on the budget for the various funds, along with the tax impact necessary to implement these projects as proposed. Capital Improvement Plan Process The process for the Capital Improvement Plan [CIP] begins in February of each year. The Council provided guidance by adopting goals for the coming years. A clear goal of the Council was financial sustainability combined with a focus on funding for City facilities. The key issue involved the Maplewood Community Center funding as well as a long-term vision for public safety facilities. The staff submits projects based upon those goals, and the finance staff analyzes the funds available for capital projects along with the impacts of the staff proposals. A number of revisions are made in the project submittals based upon the analysis of finance, as well as management priorities to achieve the attached CIP plan. This document reflects the final accumulation of that process. 2012 - 2016 CAPITAL IMPROVEMENT PLAN PAGE TWO Summarv of CIP The 2010 - 2014 CIP was approved at a $77.76 Million level; while last year's 2011 - 2015 CIP was approved at a reduced $65.74 Million level. The staff, again based upon the Council input on priorities for investment in the MCC and public safety facilities, has slightly decreased the proposed 2012 - 2106 CIP to $65.32 Million. It should be noted that the original staff submittals to management totaled $102.79 Million in needed requests. Each project was analyzed, and management determined that nearly $38 Million in proposed projects should be removed from the next 5 years of consideration. A majority of those projects are listed in the Declined Category; it is noted that some projects were revised to lower estimates and, while proceeding, are proceeding at lower levels; thus the Declined projects total only $28.9 Million. The proposed 2012 - 2016 CIP can be divided into three sections based upon the need for new revenues as follows: 1. New annual revenue for Public Safety Facilities: $620,000 a. What does this investment provide? i. New Fire Stations: 1. A new station within the South Leg of Maplewood on or near the 3M Campus to be built in 2012 - 2013 without the need for a referendum. We have assumed that we could implement an assessment to a partner and then sell bonds for both the assessment as well as the Fire Station expense to provide for the $4.0 million expense. Significant bond work and discussion with partners are necessary to make this a reality. 2. Refurbishment/replacement of Fire Station #7 at Hazelwood and County Road C in 2014 - 2015. This assumes that the Century Avenue, Londin Lane and McMenemy Street stations are abandoned; the property sold at a value of $2.0 million by 2013. This funding would then be used for the construction of new Fire Station #7 at the same location. ii. New money to the Fire Truck Replacement Fund 1. Prior to the recession, the City was providing an annual levy to be placed in a fund for the replacement of fire trucks on a rotating basis. The last levy dollars that were placed in the fund was a $45,000 transfer of General Fund dollars in 2009. This proposal provides a plan for an annual levy of $100,000 so that funds are available to replace a fire truck in 2014 and again in 2016. iii. Police Department Expansion beginning in 2011 - 2012 1. A space needs study is just beginning; however, this plan provides for expansion at City Hall. An allocation of $825,000 is estimated to be spent for unspecified facilities but would include finishing vacant space at Public Works for relocation of a department from City Hall to make space for expanding the Police Department. No referendum is necessary to make this work. iv. Begin to reduce the Deficit in the Ambulance Fund 1. While this is not a capital expenditure issue, the continued shortfall in planning for the Ambulance Fund is addressed with this approach. An assumption by previous finance staff on revenues was discovered that creates some revenue revisions in 2011 and 2012. These policy decisions, combined with the continual shortfall in coverage by Medicare for up to 60% of the calls, created a cash shortfall in this fund. 2012 - 2016 CAPITAL IMPROVEMENT PLAN PAGE THREE 2. The Ambulance Fund cash issue revolves around the write-off of millions of revenue dollars due to reimbursement expenses from Medicare. The lack of a write-off in 2009, created an assumption of extra funds, which need to be addressed. Without going into significant financial allocation funding techniques, this change creates a shortfall in the General Fund. 3. The proposal calls for a levy, possibly under the Public Safety / Emergency Services levy authority, that would be outside levy limits. A levy, of up to 2.0%, was considered as an assumption as part of this plan. This item will be reviewed in detail in June - July 2011 as part of the overall discussion of the 2012 Budget, but is an assumption of this plan as presented. The staff recognizes that the Ambulance Fund will begin a very slow revision to a positive cash flow and will begin a process to reduce the negative cash balance. 4. This allows for the replacement within this plan of an Ambulance in 2013 and a second ambulance in 2016. b. What is not in this plan? i. Fire Training Facility / Marshlands Proposal 1. Due to the unknown funding status at the state, we have placed this proposal on hold. The sequence of the project requires that the MnDOT property be conveyed to Maplewood jurisdiction. This conveyance is necessary as a match for state bonding, but cannot occur until state bonding is received. Because the property is currently right of way, there is no property description number which means that comprehensive planning cannot occur. Without that planning and jurisdiction of the parcel, we cannot access the County grant funds for clean-up; and we do not want to accept the jurisdiction of the property because MnDOT wants us to create wetland credits in exchange for the parcel, of which funding is tied partially to the state grant funds. ii. Rehabilitation of Fire Station #2 1. As part of Chief Lukin's proposal for the fire department, he identified needs for improvements at the three main fire stations. We have identified a funding approach for two of the three stations, but this third project will need to be delayed to post 2016. An alternative would be to raise the levy an additional 1 % above the recommended 2% to generate an estimated $175,000 per year for this need. iii. New Police Facility 1. This program expands the Police Department at City Hall in the amount of $825,000 to address immediate needs. A proposal for a newly expanded Police Department at an undisclosed location was proposed in the amount of +$10 million, but has been put on-hold; and will likely require a referendum question. The proposed improvements within this plan will be implemented to provide for immediate needs and could be used if a future referendum is passed and expansion is approved at the existing City Hall. 2012 - 2016 CAPITAL IMPROVEMENT PLAN PAGE FOUR i. Public Safety Program Cuts [to be reviewed in June - July] 1. Police: we have estimated that a reduction of $150,000 will be made from the current allocation to the Police Department; likely from the over-time allocation, as well as personnel expenses moving forward. 2. Fire: we have estimated that a reduction of $110,000 will be made from the current allocation to the Fire Department in the Ambulance Fund, likely from expenses and personnel cost savings; in addition a reduction of up to $100,000 will be needed from the General Fund portion of the Fire Department to reduce the growth in the program. These reductions will need additional evaluation within the next 2 - 3 months to determine the extent of reductions and level of service to be provided. 2. Additional Funds to cover Debt Service $250,000 a. What does this investment provide? i. Support for the Debt Service Fund on Previous Projects 1. The Debt Service Fund will peak in 2014 and begin decreasing in needs in 2015. With the revisions in state aid funding, the allocation for debt has been reduced and needs to be supplemented, in addition, the City debt incurred in 2007 - 2010 for the advanced street improvement program is coming due and this increase is necessary to maintain our top bond rating. ii. Continued investment in the Streets Program 1. The streets program is significantly reduced by this proposed CIP, but continues to invest and returns to recommended levels in 2015 - 2016. In the interim, projects such as TH 36 - English; the Gladstone project and overlay of MSAS streets are implemented that do not require significant impacts to debt service. b. What does this not provide? i. Public Works Program Cuts [to be reviewed in June - July] 1. Public Works: we have estimated that a reduction of $150,000 will be made from the current allocation to the Public Works Department; likely from expenses and personnel expenses. This reduction will make the 2012 Streets program net neutral to the 2012 budget, as that program is estimated to add $140,000 in extra levy expense. 3. Additional Funds for Operating and Facility Expenses $460,000 a. What does this investment provide? i. Support for new Operating Expenses in 2012 1. Three major expenses are anticipated in 2012 that will have an impact on the amount of funds available for capital expenses next year. Approved employment contracts and employee step increases will add approximately $125,000 to 2012's budget; while we are assuming $4 per gallon fuel, which will add $75,000 in expenses; while the IT Fund has been used for advancing expenses and increased costs to return to sustainability [this is not an expansion of IT services] of $40,000 is required to remain net neutral to overall needs. 2012 - 2016 CAPITAL IMPROVEMENT PLAN PAGE FIVE i. New Capital for Improvements at MCC 1. The five-year MCC Sustainability Plan proposed by staff and reviewed with the Council on April 11'h is partially implemented with this plan. An allocation of $150,000 has already been proposed in 2011 and an additional $100,000 will be allocated in 2012 to meet the requested $250,000 annual needs. 2. This plan will move significant additional funds into Parks and Recreation as follows: a. Levy for 2011: i. MCC Fund Levy - $340,000 ii. MCC Capital Levy - $ 0 iii. Rec Program Fund Levy - $225,000 iv. General Fund Transfers - $ 70,000' v. Total - $635,000 vi. . - Note this does not include the $150,000 for the Pool. b. Levy for 2012: i. MCC Fund Levy - ii. MCC Capital Levy - iii. Rec Program Fund Levy - iv. General Fund Transfers - v. Total- $340,000 $100,000 $200,000 $ 70,000 $710,000 ii. New Funds for CIP Fund for Facilities 1. In previous years, a levy was implemented for Capital expenses. It is proposed to re-instate that levy in the amount of $95,000 per year. These funds are used for improvements of existing Park equipment and Community Fields along with improvements to City Hall and departmental equipment. The 2012 proposed improvements include $100,000 to existing park facilities. 2. Future plans include replacement of Election Equipment, improvements at the Nature Center and carpet replacement at Public Works. b. What does this investment not provide? i. Additional identified needs at Maplewood Community Center 1. The requested improvements at MCC are significant. While a proposed allocation in 2011 of $150,000 for the pool is likely, the MCC staff has estimated a need of $250,000 annually beginning in 2012. Only $100,000 of funds has been proposed at this time. The staff recognizes that the MCC Fund still shows a negative balance, but additional steps will be taken and it is anticipated that eventually the fund will begin to show a positive cash flow in future years. ii. Additional Funds for Park Development 1. The number of projects proposed for improvement within Maplewood Parks will far exceed the funds projected to be available from PAC Funds. An annual levy of $140,000 would be necessary to meet these needs. This has not been proposed. Projects at Goodrich Park, Joy Park and Legacy Park have been delayed or reduced due to the lack of funding. 2012 - 2016 CAPITAL IMPROVEMENT PLAN PAGE SIX iii. General Fund Program Cuts [to be reviewed in June - July] 1. Citizen Services - we have estimated that a reduction of $42,000 will be made from the current allocation to the Citizen Services Department; likely from expenses and personnel expenses. 2. Community Development: - we have estimated that a reduction of $60,000 will be made from the current allocation to the Community Development Department; likely from personnel expenses shifts and possibly an increase in permit revenue. 3. Executive/Legal/Finance - we have estimated that a reduction of $40,000 will be made from the current allocation to the Executive / Legal / Finance programs; likely from expenses and personnel expenses. 4. Park and Recreation Programs - we have estimated that a reduction of $50,000 will be made from the current allocation to the Park and Recreation Department; likely from expenses and personnel expenses. BudQetarv Consideration As noted within the CIP Document and this memorandum, the proposed approach can be implemented with a 3 - 5 % projected levy increase. The final amount will depend upon the level of reserves that the Council wishes to have going into 2012, along with the estimate of revenues for 2012. We have assumed that 2011 revenues, other than the noted tax levy increase, will be equal to 2012 revenues; with no major increases or decreases. The Finance Manager has some concerns with a couple of revenue assumptions and is monitoring the situation. Those items will be reviewed along with the impacts of cuts within the various departments and programs during the budget meetings in July 2011 as the Council moves forward with budget determinations and directions. One final consideration is the current legislation on a state level that may impact City operations as well as the tax levy. Current proposals that have been approved by the State House and Senate are now in conference committee before being presented to the Governor. This legislation, if adopted, will have a potentially positive impact on City operations, by reducing retirement compensation required by the City; as well, the legislation calls for elimination of Market Value Homestead Credit [MVHC] in 2012. As Maplewood loses significant funds to MVHC, the elimination of the MVHC program would amount to an estimated effective 3.0% levy reduction to residential property owners, and thus a 3 - 5 % levy increase would likely appear as a decrease or minimal increase to most residential property owners. Non MVHC property would see a greater increase. The final decision on tax policy is weeks [or more] away, but may have an impact on the Council's final decision on any levy increase. As noted, these are the assumptions that the CIP was based upon for presentation to the Commissions and City Council. The assumptions will be reviewed in detail as the process proceeds over the next months. Recommended Action The Commission should review the proposed projects within the 2012 - 2016 Capital Improvement Plan. A recommendation of approval; approval with revisions or conditions; or denial should be made prior to the May 17'h Public Hearing at the Planning Commission. Said recommendation from the Commission will be presented to the Council on May 23,d Attachments: 1. Draft 2012 - 2016 Capital Improvement Plan