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Home My WebLink About1992 02-27 FTFAMEETING NOTICE FINANCIAL TASK FORCE THURSDAY, FEBRUARY 27, 1992 7 P.M. C BARN - EARLE BROWN HERITAGE CENTER 1. Planning and Inspection Department Report 2. Financial Reserve Policies Discussion 3. March Meeting Dates Confirmation 4. Update on Prioritization Process ENCLOSURES: Minutes of February 13, 1992, meeting Financial Policies on Reserves 2/13192 Samples of Prioritization Process Status Reports 0 MINUTES OF THE PROCEEDINGS OF THE FINANCIAL TASK FORCE OF THE CITY OF BROOKLYN CENTER FEBRUARY 20, 1992 9ALL TO ORDER Chair Kelly called the meeting to order at 7:15 p.m. in the 11C" Barn at Earle Brown Heritage Center. ROLL. CALL Chair Kelly, members Peppin, Boyd, and Boran (arriving at 8:25 p.m.). Also present were City Manager Splinter, Finance Director Holmlund, Personnel Coordinator Barone, and EDA Coordinator Hoffman. City Manager Splinter noted Councilmember Pedlar had a conflict with a Twin Lake Tri-City meeting this evening and would not be attendance. City Manager Splinter reviewed with the Task Force the organizational chart of the City Manager's office, history of staffing of the office and the budgets of the City Manager's office and the Elections. Member Peppin expressed a desire for additional information and justification for the expenditure of funds in the area of lobbying and association fees and dues. Chair Kelly stated that it was a good idea and it had been his experience that the use of associations such as those used by the City was the most economical and effective way of providing for necessary lobbying. The members discussed briefly the merits and demerits of lobbying and asked that this be reviewed again when the full membership of the Task Force was present. Mr. Hoffman, EDA Coordinator, reviewed with the Task Force the organization of the Economic Development Authority/Housing and Redevelopment Authority, the organization of the Earle Brown Heritage Center, the staffing history of the EDA/HRA and the present staffing arrangements for the Earle Brown Heritage Center. He also presented an reviewed copies of the budgets for the EDA/HRA, various housing programs, and the elements of the Earle Brown Heritage Center budget. The membership discussed and asked questions regarding the financing of the Farm and projected revenues and expenses. Chair Kelly expressed interest in the staff providing members of the Task Force with summary documents of the Maxfield Commercial and Housing studies. City Manger Splinter agreed to provide copies to the Task Force members for their review. Member Boran requested information regarding the city's investment fund and program and Finance Director Holmlund asked Mr. Boran to review the consolidated statement section of the annual City Financial Report and if that did not answer his questions to please give him a call. • 2-20-92 -1- Because there were not sufficient members present, further discussion of the Financial Policies for the City of Brooklyn Center were deferred to a future meeting. Chair Kelly adjourned the meeting at 9:15 p.m. • • 2-20-92 -2- (CCCFP4) FINANCIAL POLICIES ON RESERVES SCHEDULE D STAFF RECOMMENDATION February 13, 1992 D. RESERVE POLICIES 1. The City will maintain an undesignated and unreserved General Fund balance in an amount determined by applying the Adequate General Fund Balance Policy Formula as established by the City Council. The formula shall be reviewed annually by the City Council. The formula shall be designed to establish a fund balance at a level which is sufficient to avoid issuing debt to meet current operating needs. 2. If the City Council deems it appropriate to reduce fund balances for the portion above the formula amount, such reductions shall not exceed 50% of the excess for one year. 3. In the event that there is a shortfall of revenues in a current year budget, the City Manager may recommend the use of a portion of the General Fund balance not to exceed the amount available after deducting amounts reserved for items not readily convertible to cash or reserved for working capital as shown on the most recent Adequate General Fund Balance Policy Formula as established by the City Council. H. Operating Budget Policies 1. In accordance with Chapter 7, Section 7.06 of the City Charter, the total sum appropriated in the General Fund annual budget shall be equal to the total estimated General Fund revenue and the allocated General Fund balance. 2. The City will annually appropriate a contingency appropriation in the General Fund budget, not to exceed five percent of the total budget, to provide for unanticipated expenditures of a non-recurring nature. 3. The City Manager, when submitting the Proposed Budget for the next year to the City Council, shall not recommend the use of fund balance in an amount which would exceed the estimate of revenue over expenditures for the current budget year. 4. Prior to adopting the General Fund Annual Budget, the City Council shall review the Adequate General Fund Balance Policy Formula. 0 • (QRP3960A) CITY OF BROOKLYN CENTER ADEQUATE GENERAL FUND BALANCE POLICY FORMULA AS ESTABLISHED BY THE CITY COUNCIL ON DECEMBER 22, 1980 (AS SET FORTH IN M&C NO. 80-31 AND AMENDED FEBRUARY 26, 1990) 1. Latest Audited Total Fund Balance R19 At: December 31, 1990 $ 5,210,026 2. Less Items Not Readily Convertible to Cash: a. Uncollected Taxes $ 187,271 b. Accounts Receivable 55,414 c. Advances to Other Funds 105,074 347,759 3. Fund Balance Convertible to Cash $ 4,862,267 4. Less Amounts to be Reserved for Working Capital: (40% of Total General Fund Current Year Budget) Year. 1991 40% of. $ 11,026,940 - - - 4,410,776 5. Amount Available After Deduction for Working Capital - $ 451,491 6. Less Amounts to be Reserved for Other Purposes: a. Reserve for Delinquent Taxes: (5% of Taxes Levied for General Fund in Current Year Budget) Year: 1991 5% of: $ 4,949,771 247,489 b. Reserve for Overestimation of Other Revenues: (10% of General Fund Other Revenues in Current Year Budget) Year: 1991 10% of: $ 6,077,169 607,717 855,205 7. Amount Available per Formula $ (403,714) 8. Less Amount Appropriated to the General Fund Current Year Budget: Year: 1991 - - ---(312,358) 9. Amount Available for Other Use $ (716,072) (QRP3960A) Exhibit I CITY OF BROOKLYN CENTER ADEQUATE GENERAL FUND BALANCE POLICY FORMULA AS ESTABLISHED BY THE CITY COUNCIL ON DECEMBER 22, 1980 (AS SET FORTH IN M&C NO. 80-31 AND AMENDED FEBRUARY 26, 1990) 1. Latest Audited Total Fund Balance At: December 31,19_ $ 2. Less Items Not Readily Convertible to Cash: a. Uncollected Taxes $ b. Accounts Receivable c. Advances to Other Funds 0 3. Fund Balance Convertible to Cash $ 0 4. Less Amounts to be Reserved for Working Capital: (40% of Total General Fund Current Year Budget) Year: 19 40% of: $ _ 5. Amount Available After Deduction for Working Capital $ 6. Less Amounts to be Reserved for Other Purposes: a. Reserve for Deliquent Taxes (5% of Taxes Levied for General Fund in Current Year Budget) Year: 19 5% of: $ b. Reserve for Overestimation of Other Revenues (10% of General Fund Other Revenues in Current Year Budget) Year: 19 10% of: $ 7. Amount Available per Formula $ 8. Less Amount Appropriated to the General Fund Current Year Budget Year: 19 9. Amount Available for Other Use $ February 13,1992 -3- (CCCFP5) FINANCIAL POLICIES ON DEBT STAFF RECOMMENDATION February 13, 1992 C. DEBT POLICIES 1. The City will require Minimum Assessment (Taxable Valuation) Agreements on all projects in which the City is providing development assistance through tax increment financing or committing its bonding authority. This will ensure minimal cash flow (increment) to repay obligations, provide another level of review before commitment (by the City Assessor), and to the minimal value agreed upon, eliminate tax appeals during the agreement period. • 0 MEMORANDUM TO: FROM: DATE: SUBJECT: Gerald G. Splinter, City Manager Ronald A. Warren, Director of Planning and Inspection i7-C-0 February 21, 1992 Status Report on Departmental Strategies and Prioritization Process As part of the process of developing departmental strategies and a prioritization process you have requested that you be provided with a status report. To date, I have met with all Planning and Inspection Department Personnel in two separate meetings to begin to prepare departmental strategies and service prioritizations that will lead to revenue enhancements/expenditure reductions of 10% based on our 1992 appropriations and revenues. I hope to meet further with departmental personnel before finalizing these recommendations. Of the $305,049 appropriated in our 1992 budget, approximately $298,500 is made up of personal services which includes salaries and benefits of department staff. A 10% reduction in our • departmental appropriation would, therefore, mean a need for personnel or staff reductions. We are not proposing staff reductions at this time. Instead, we are looking at the revenue side of the ledger. Therefore, we will be making recommendations and suggesting prioritizations based on revenue increases. Things being considered include rental license fee changes and modifications to our current permit fees primarily raising the minimum charges for various permits. A possible controversial change being considered for recommendation is charging a plan check fee which is authorized currently only for commercial and industrial property to include one and two family dwellings that are now exempt from such a plan check fee. I hope this report provides you with an adequate update on the Planning and Inspection Department strategy and prioritization process. If you need other information, please let me know. 0 • MEMORANDUM 6301 SHINGLE CREEK PARKWAY BROOKLYN CENTER, MINNESOTA 55430 TELEPHONE: 569-3300 FAX: 569-3494 EMERGENCY - POLICE - FIRE 911 • • February 20, 1992 CENTER TO: G.G. Splinter FROM: Sy Knapp SUBJ: Status Report, Financial and Service Prioritization Process Public Works Department The Public Works Department has completed steps 1 and 2 of its departmental process. Step 1: A general meeting for all public works employees was held on January 27, to provide an overview and direction to employees. Step 2: Each division within the Public Works Department has met individually with its supervisor. Each employee has had an opportunity to submit ideas. Over 100 idea forms have been submitted so far. In general, the meetings have been very productive, and a number of good ideas have emerged. The employees are looking very seriously at all aspects of their jobs. Step 3, meetings of each division with me to review the ideas and answer my questions are in progress. I have met with the Government Buildings, Engineering, Park Maintenance, and public Utilities divisions so far, and am scheduled to meet with Street Maintenance and Vehicle Maintenance Monday, February 24. Diane Spector is working with the supervisors and employees to better understand the ideas and to try to pin down expected cost savings or total new revenues. Where time savings are identified, we are identifying other service priorities which could be accomplished which are not now, or which are now shortchanged. ,see~uu~an CITY OF BROOKLYN 21- Feb - 92 Page 1 PUBLIC WORKS DEPARTMENT SUMMARY OF PRIORITIZATION IDEAS:PRELIMINARY Dept 'Division Affect Swings/ Reduce> Implement - Idea Service Revenues Hours Immediately Submit 11 GB-1 Reduce Chemlawn x 1,927 1al GB-1a Self-fertilize & control weeds 21 GB-2 Shut off lites at night 31 GB-3 Th rm ostats 76/68 41 GB-4 Watch outside light timers 5 GB-5 Energy efficient lites, motors 61 GB-6 Eliminate Plaza fountain x 3,180 71 GB-7 Rain shutoffs on sprinklers 7a) GB-7a Moisture gauges on sprinklers 81 GB-8 Elim contract window cleaning 600 91 GB-9 Liquor store pick up trash x 101 GB-10 Elim Coverall at fire stn 4,450 111 GB-11 Elim Leef Bros towel service 170 121 GB-12 Reduce pool temp by 1-2 deg x 131 GB-13 Reduce overtime x 500 141 GB-14 Lockbox on Const Hall thermo 151 GB-15 Increase AC temp from 72 to 75 161 GB-16 Elim kiln room x 171 GB-17 Elim Coverall in PD 2,450 181 ENG-1 Non-refund plan deposit 3,750 191 ENG-2 Elim seasonal survey tech 5,100 201 ENG-3 Elim Eng staff car 100 i 211 ENG-4 Reduce non -MSA traffic counts x 221 ENG-5 Double copy fee, map fee 25 231 ENG-6 Reduce specialized paper 241 ENG-7 No phone as-built info x 251 ENG-8 Elim OT, use comp time 5,607 261 ENG-9 Reduce spending on supplies 271 ENG-10 Charge other depts for supplies 27AI ENG-10A Move Merlin to machine room 281 ENG-11 Cut back sealcoat, inspection x 291 ENG-12 Reduce use of consultants Do Not Submit 21-Feb-92 Page 2 PUBLIC WORKS DEPARTMENT SUMMARY OF PRIORITIZATION IDEAS: PRELIMINARY Dept Division Affect Savings/ Reduce # Idea Service Revenues Hours 301 ENG-13 I Eliminate all classes,etc I X 1,485 311 ENG-14 I Eliminate some publications x 210 321 ENG-15 Credit Eng for sale of maps,etc 331 ENG-16 Review UltiMap's cost effectness 341 ENG-17 I Minimize photocopying 30 351 ENG-18 I Charge utility co's for permits 361 ENG-19 I Charge final plat fee 500 371 ENG-20 I Charge easement vacation fee 100 381 ENG-21 I Send weed notice regular mail 350 391 ST-1 1 Add wings to plow trucks x 401 ST-2 I Plow low prior sdwlks on reg time j x X 411 ST-3 I Reduce sanding low-vol streets X X 421 ST-4 I Elim XMas tree or add $1 fee 740 431 ST-5 I Elim hand deliv tree trim notices x 441 ST-6 I Elim reforestation 2,500 451 ST-7 I Dirt & seed instead of sod x X 461 ST-8 I Elim plow res street < 31/2' snow x X 471 ST-9 I High intensity sheet for signs 481 ST-10 ( Elim install non-warrant signs 200 491 ST-11 I Do not contract out sidewalks 501 ST-12 ( Concrete Dupont blvd strip x 511 ST-13 I Reduce StaMark 25% X 2,750 521 ST-14 I Elim part-time employees x 29,491 531 ST-15 Evaluate contracting out work 541 ST-16 1 Labor pool across divisions x 551 ST-17 { Sweep streets year round 561 ST-18 I Reduce blcktp for patch, overlay X 1,500 571 ST-19 1 Keep manuf color on some equip 1,000 591 V-1 Reduce abuse of vehicles x 601 V-2 Non brand name tools etc 611 V-3 I Incr service intervals for staff cars I X 621 V-4 Better vehicle maint prop Implement Do Not Immediately Submit Submit 21-Feb-92 Page 3 PUBLIC WORKS DEPARTMENT SUMMARY OF PRIORITIZATION IDEAS:PRELIMINARY Dept Division r- 631 V-5 1 641 V-6 1 651 V-7 1 661 V-8 1 671 V-9 681 P-1 691 P-2 1 701 P-3 1 711 P-4 721 P-5 731 P-6 741 P-7 751 P-8 761 P-9 1 771 P-10 1 781 P-11 791 P-12 801 P-13 811 P-14 821 P-15 831 P-16 841 P-17 851 P-18 861 P-19 1 871 P-20 1 881 P-21 1 891 P-22 89AI P-22A 901 P-23 1 911 P-24 1 921 P-25 I 931 P-26 Idea 1 Better grade oil, incr chng interval Restrict personnel ordering parts Use ABC exting instead of halon Elim rust protect on new vehicles Buy wire feed welder Reduce use of fertilizer Weed killer on foul lines Spray weeds around fences Dump litter into tandem Mowing on ROW back to HC Consider contract plygrnd install Replace wood bleachers w/ alum Discont utilities to some shelters Energy audit shelters Small storage bldgs by ballfields Reduce trail repair Contract out park tree removal Purchase larger trees t Leave Willow Lane hockey up Leave tennis nets up Elim maint on tennis courts Expand ball field broom Install perm fence/Evergreen Closed trailer for band equip Minimize bandwagon movement Don't rent bndwgn unlss full cost Plant maint free flowers on nodes J Charge adjcnt owners for nodes Purchase vehicle for Park & Rec Purchase pallet jack Increase ath field maint Purchase fork lift for shop/yard Affect : Savings/ Reduce Service. Revenues' Hours - 500 X 500 900 (2,200) X X 4,425 X X Implement Do Not Imm.ediatey Submit Submit X X X (1,095) X X 3,000 X X 9,000 X X X X X X 8,500 X X X X X X X X PUBLIC WORKS DEPARTMENT SUMMARY OF PRIORITIZATION IDEAS:PRELIMINARY Dept Division _ :..;Affect::.: Savings/ Reduce Implement # _ # Idea Service Revenues;Hours Immediately 94 P-27 T72" mowers on 5 yr replacement 1 2,000 1 951 P-28 I Ice rinks on wknd/brmbll wknite 1 X I I X 1 961 P-29 I Reduce rink plow on OT I X I I X 1 971 P-30 I PU mow own lots or charge 1 981 P-31 I Use chem weed inhibitor I I X 991 P-32 I Eval areas where grass left natural I X I I X 1001 PU-1 I Buy leak detector or drill rig I 1011 PU-2 I Pipe on pressure washer nozzle I 1 (15)1 X 1 1021 PU-3 I Energy audit, control use of power I 1 1 1031 PU-4 I Standardize elec control list I I I X 1 1041 PU-5 I Implm city water analysis lab 1 1051 PU-6 I Driveway pads at #4,5 lift stns 1061 PU-7 1 2 person crews to "high risk" areas) 1071 PU-8 I Combine hydrant maint & flushing I I X 1 1081 PU-9 I Elim meter reading I I X 1 1091 PU-10 I Buy backhoe & do own main brks 1 1101 PU-11 I Operate wells 6,8,10,2 as primary I I 1 1 1 1 1111 ALL-1 1 Elim one Munici Pals per year I I 5881 I 1 1 1121 ALL-2 I Mail/merge software for big mails I I I 1 1 1131 ALL-3 I Establish wellness program 1 1141 ALL-4 I More recognition for good service 1 1 1 TOTAL INCLUDING PU I 1 $94,8181 I 1 1 I TOTAL EXCLUDING PU I 1 $94,8331 I 1 21-Feb-9•2 Page 4 Do Not Submit Submit 1 1 21-Feb-92 Page 5 PUBLIC WORKS DEPARTMENT SUMMARY OF PRIORITIZATION IDEAS:PRELIMINARY Dept Division Affect Savings/ Reduce Implement # # Idea Service Revenues Hours Immediately Submit 1992 Operating GB= $397,107 Budget ENG= $455,946 ST= $843,049 V= $415,231 P= $537,296 Signals= $37,100 Lights= $144,100 Weeds= $2,900 TOTAL $2,832,729 Goal of 10% of or)eratinq budaet Additional reductions to meet 10% aoal $283,27311 $188,44011 Do Not Submit