HomeMy WebLinkAbout2011 06-13 City Council/Manager Workshop PacketAGENDA
MAPLEWOOD CITY COUNCIL
MANAGER WORKSHOP
5:15 P.M. Monday, June 13, 2011
Council Chambers, City Hall
A. CALL TO ORDER
B. ROLL CALL
C. APPROVAL OF AGENDA
D. UNFINISHED BUSINESS
1. Council Discussion -- Wipers Recycling v. City of Maplewood
a. Declaration of Intent to Close Meeting for Attorney Update
2. Review Preliminary Findings of Police Department Space Needs Report
E. NEW BUSINESS
1. Discussion of Maplewood Citizen Academy
2. Discussion of 2012 Budget Assumption and Evaluation Process
F. ADJOURNMENT
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Work Session Agenda Item D1
AGENDA REPORT
TO: City Council
FROM: Charles Ahl, Assistant City Manager
SUBJECT: Wipers Recycling v. City of Maplewood
a. Declaration of Intent to Close Meeting for Attorney Update
DATE: June 8, 2011
INTRODUCTION
As part of the continuing discussion on litigation matters related to the lawsuits regarding the Wipers
Recycling v. City of Maplewood issues, the City Council will be receiving an update from Attorney Alan
Kantrud regarding the status and progress on the various litigation matters including a discussion on
settlement offers.
It is expected that due to the litigation decisions and update on client-attorney issues, that this meeting
will be closed per statute.
Recommended Action
The City Council will receive the update during the closed session. No action will be taken during this
closed session.
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Work Session Agenda Item D2
AGENDA REPORT
TO: City Council
FROM: Charles Ahl, Assistant City Manager
SUBJECT: Review Preliminary Findings of Police Department Space Needs
Report
DATE: June 7, 2011
INTRODUCTION
The City Council has authorized preparation of a study of space needs within the Police
Department. The architect performing the study, Larry Koch, of SEH, Inc. will be providing a
summary of the findings of the needs within the Police Department. Mr. Koch’s presentation will
include the following topics:
1. Introduction
2. Review of Existing Conditions
3. Establishing Space Standards
4. Projected Space Needs / Requirements
a. New Facility versus Addition / Remodeling
5. Questions / Discussion
The SEH representatives have spent a significant amount of time reviewing Police operations
and conducted a survey of personnel regarding the various needs of the various Police
functions. Some various standard spaces have been identified and discussed, as well as the
need for adjacent operations. Mr. Koch will review with the Council those findings, as well as
provide information for a discussion on the cost of a new facility versus the option for an addition
or internal remodeling.
It is that key point [New Building or addition/remodel] that will determine where the study
proceeds from this point. If there is a consensus on the Council to proceed in one direction or
the other, options will be explored in either tract.
RECOMMENDED ACTION
It is recommended that the City Council discuss the issues of the Police Department space
needs and provide some input and guidance as to the direction for further analysis for either a
new Police Department Building or proceeding with an addition/re-modeling.
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Work Session Agenda Item E1
AGENDA REPORT
TO: City Council
FROM: James Antonen, City Manager
SUBJECT: Discussion on Maplewood Citizen Academy
DATE: June 8, 2011
INTRODUCTION/SUMMARY
Staff would like to have the council discuss the possibility of starting a Maplewood Citizen’s Academy.
This would be a tool to educate residents about the workings of local government, specifically
Maplewood. Various other cities have programs similar to this; the program for Minnetonka is
attached as an example of what the program could entail. The program would run for several weeks,
each week highlighting a specific department of the city. If this is something the Council would like to
pursue, staff would recommend a start date to be in January.
Recommended Action
Staff would like the Council to discuss the idea of a Citizen Academy and give direction to staff if the
Council would like to pursue this further.
Attachments
1. A summary of the Minnetonka Citizen’s Academy
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Work Session Agenda Item E2
AGENDA REPORT
TO: City Council
FROM: Charles Ahl, Assistant City Manager
SUBJECT: Discussion of 2012 Budget Assumption and Evaluation Process
DATE: June 8, 2011
INTRODUCTION
On May 23, 2011, the City Council adopted the 2012 – 2016 Capital Improvement Plan. The
CIP is the first step in the budget process in preparation for the 2012 Budget Hearing. This
agenda item is a continuation of budget information for the City Council and is intended to review
the process that the staff is proposing for the Council to provide input prior to considering settling
the maximum levy for 2012 in September 2011, and adopting the final budget in December
2011. The staff is beginning the process of estimating the needs and necessary budget
reductions to meet the overall budget directions given by the Manager’s office. The expectation
is that the City Council will provide input into the process at this time, so that July and August
presentations provide the Council with their desired level of involvement into the budget process
prior to the necessary decision dates.
Background Information
During the CIP Process, the following assumptions were shared with the City Council about the
2012 Budget:
1. A levy increase of 3 – 5% = $525,000 - $875,000.
2. Operating costs reduced by $700,000 to shift support for capital projects.
3. An increase of funding for the MCC Fund.
4. An increase of funding for the Fire Truck Replacement Fund.
5. An increase of funding for Park Equipment Replacement in the CIP Fund.
6. An increase of funding for the Debt Service Fund to cover lost state aid.
7. No increase in funding for Park Development.
8. A major reduction in the street renewal program.
In addition, on April 11th, the City Council directed that the unused funds from 2010, be used
mainly for increasing the fund balance from 36.1% to 38.5%. This provides an additional
$356,000 of funds for Council consideration to use for various purposes, including the current
assumption that these funds remain within the General Fund for an increased fund balance. It
should be noted that the $356,000 equates to just over a 2.0% levy increase; thus, should the
Council choose to return the fund balance amount to 36.1%, they could also assume a
corresponding 2.0% levy decrease.
The levy for 2011 was distributed as follows:
General Fund $12,980,351
Recreation Program Fund $ 225,000
Maplewood Community Center Fund $ 340,000
Debt Service Fund $ 3,958,103
Capital Improvement Projects Fund $ 0
Fire Truck Replacement Fund $ 0
Park Development Fund $ 0
Ambulance Fund $ 0
Total 2011 Levy $17,503,454
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2012 BUDGET PROCESS
PAGE TWO
A review of each of the funds and the impacts going forward are:
Summary of Recreation Program Fund
2011 Levy: $225,000
Transfer from Cit Serv for Brochure $ 15,000
Reductions or Revenue Increase ($40,000)
Assumed 2012 Levy $200,000
Notes: Dewey Konewko will review this program during July and August. This program
operated with a $90,174 positive revenue over expenditures at a higher levy subsidy of
$251,840. The small positive fund balance will be used to help find the sustainability level, but
the $40,000 revenue reduction proposed should not significantly impact operations and the N.
St. Paul joint powers agreement will continue to allow this program to remain efficient and
reduce the subsidy.
Summary of Maplewood Community Center Fund
2011 Levy: $340,000
Transfer from Cit Serv for Brochure $ 15,000
Transfer from Pub Wks for Director $ 40,000
Increased Levy $ 65,000
Assumed 2012 Levy $460,000
Notes: Dewey Konewko will review this program in August. Information on the MCC program
has previously been discussed. In 2010, an amount of $225,000, in addition to a $211,262 levy
was required as subsidy as revenues did not cover expenses. In addition, numerous capital
projects were deferred.
Summary of Debt Service Fund
2011 Levy: $3,958,103
Transfer from Pub Wks for Director $ 150,000
Increased Levy $ 100,000
Assumed 2012 Levy $4,208,103
Notes: Chuck Ahl and Michael Thompson will review this program in August. Information on
the reductions in the streets program has been discussed. The public works reduction will
involve some realignment of duties and leaving of positions vacant in maintenance.
Summary of Capital Improvement Projects Fund
2011 Levy: $ 0
Increased Levy $ 95,000
Transfer from Police Department $150,000
Transfer from Parks/Rec Dept $ 50,000
Assumed 2012 Levy $200,000
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2012 BUDGET PROCESS
PAGE THREE
Notes: Chuck Ahl, Chief Thomalla and Dewey Konewko will review this program in August.
Information on the reductions in the Police, which will involve keeping positions vacant, as well
as reduced personnel costs within Parks will be discussed.
Summary of Park Development Fund
2011 Levy: $ 0
Increased Levy $ 0
Assumed 2012 Levy $ 0
Notes: Dewey Konewko will review this program in August. At this point, there is no proposed
new revenue being dedicated to Park Development.
Summary of Fire Truck Replacement Fund
2011 Levy: $ 0
Increased Levy $100,000
Assumed 2012 Levy $100,000
Notes: Chief Lukin will review this program in August. An inventory of equipment will be
discussed, as well as plans for new fire stations and equipment.
Summary of Ambulance Fund
2011 Levy: $ 0
Increased Levy $320,000
Assumed 2012 Levy $320,000 * - this will be an option
Notes: Chief Lukin will review this program in August. A significant discussion will need to
occur as we continue to evaluate Ambulance and fire service. The proposed plan calls for
reductions of $100,000 in fire department expenses to the General Fund, while also another
$110,000 in the Ambulance Fund. While this sets the stage to allow for the construction of two
new Fire Stations, it also may reduce the work force that is available to serve within those
stations. A $320,000 levy [about 1.8% increase] would significantly reduce the need for those
expense reductions, as well as help to address the previous year’s Ambulance Fund shortfalls.
Summary of General Fund
2011 Levy: $12,980,351
Increased Levy $ 205,000
Assumed 2012 Levy $13,185,350
Notes: Various staff will provide inputs to the General Fund proposals. This fund has the
greatest number of personnel and is the largest impact on the tax levy. The Fund Balance
decision impacts this decision on the levy. In addition, shortfalls in revenue, especially from
building permits, which may be down by over $200,000 could dramatically impact this budget
and fund levels.
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2012 BUDGET PROCESS
PAGE FOUR
Budget Review Process
As summarized above, the preliminary analysis is proposing to increase the levy by $845,000 or
4.83%. That amount can increase or decrease depending upon the Council’s judgment and
acceptance of reductions or revenue increases. The recommended process will be processed
using the following format:
[to be completed in August]
Discussion Item Staff Recommendation Council Direction
Recreation Program Cut $40,000 from subsidy
Maplewood Comm Ctr Add $65,000 to levy
Delay to some Improvements - $0
Debt Service Add $100,000 to levy
Cut $150,000 from Pub Wks operations
Reduce Streets Program - $0
Cap Improv Proj Fund Add $95,000 to levy
Cut $150,000 from Police operations
Cut $50,000 from Park operations
Fund Police Dept Expansion - $200,000
Fund expand Park Equip - $100,000
Begin Plan for New Fire Stations - $50,000[?]
Park Development Add $0 to levy
Cut $0 from ???
Fire Truck Replacement Add $100,000 to levy
No delay in vehicle replacement - $0
Ambulance Fund Add $320,000 to levy
Cut $110,000 from personnel expenses
General Fund Add $105,000 to levy for wages/expenses
Add $100,000 to levy for lost permit revenue
Cut $100,000 from Fire operations
Cut $42,000 from Citizen Services operations
Cut $90,000 from Exec/Admin operations
Cut $60,000 from Comm Dev operations
Plan $0 for employee health care costs
Keep Fund balance at 38.5% - $0
Recommended Action
It is recommended that the City Council review the preliminary assumptions for the 2012 Budget
and provide input on the process for evaluation.
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