HomeMy WebLinkAbout08 21 2017 Preliminary 2018 Budget and Tax Levy Report
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL WORKSHOP AGENDA REPORT
MEETING
DATE:
AGENDA #:
AUGUST 21, 2017
A1
PREPARED
BY:
CATHY ERICKSON, FINANCE DIRECTOR
JASON ETTER, ACCOUNTING MANAGER
PRESENTER: FRANK BOYLES, CITY MANAGER
CATHY ERICKSON, FINANCE DIRECTOR
WORK
SESSION
TOPIC:
PRELIMINARY 2018 BUDGET/TAX LEVY DISCUSSION
DISCUSSION: Introduction
State statutes require that each taxing authority adopt a preliminary budget
and certify a preliminary tax levy for payable 2018 to the County on or
before September 30, 2017.
The preliminary tax levy establishes the maximum that the City can levy
against properties in 2018. The Council will consider the final tax levy in
December at which time the levy can be either be reduced or maintained at
the amount established in September. The Council will not be able to
increase the tax levy.
The purpose of today’s workshop is to continue the discussion started
earlier this year and receive direction on the preliminary 2018 budget and
tax levy. Additional meetings/workshops are currently scheduled to discuss
and adopt 2018 property tax levies and budgets:
September 18, 7:00 pm Adopt maximum tax levy and
preliminary budget
November 6, 5:00 pm Budget work session
November 9 (tentative) Town Hall budget meeting
December 4, 7:00 pm Public budget meeting
December 4, 7:00 pm Adopt final budget and tax levy
Staff has included a list of recommended fee changes for Council to
consider. Historically this has happened later in the year but should be
included in this discussion so any changes may be incorporated into the
preliminary budget proposed for adoption on September 18. The final fee
schedule will be adopted as an ordinance with the budget in December.
History
In July, Staff presented the 2018 projects that are part of the 2017-2021
CIP. The impact of these updated and new plans on the debt balance, tax
levy, fund balance reserves and utility rates were a part of the Council and
Page 2
Staff discussion. On August 7, staff presented the 2018 Preliminary Tax
Levy/Budget topic at the Council workshop and held a Capital Improvement
Program (CIP) public information meeting at the Council meeting. Based on
direction and feedback received from the Council, changes were
incorporated into the appropriate budgets. These revisions will be
presented to the Council at the August 21 workshop.
Current Circumstances
Budget Requests
This year, the development of the 2018 budget began in April when Staff
presented to the Council a summary of the 2016 financial results and an
update on what to expect for 2017. Staff also presented the Personnel
Plan and Compensation Study in July. A follow-up meeting was held in
August when staff presented an overview of the preliminary 2018 budget
and projected tax impacts. The overall tax levy (including the general fund)
increase also included the CIP impacts on the levy which has been part of
the CIP discussions that started in July.
Currently, the department budgets have been prepared taking into
consideration Council comments as well as City Manager and Finance
department direction. Council feedback indicated they could support a levy
increase that was less than 5%. To work toward this, several revisions have
occurred since the August 7 presentation which have resulted in a reduction
of the preliminary tax levy increase from 6.59% to 5.32%. The revisions
made are as follows:
Revenues Amount Description Totals
Net Revenue Increase:28,883
Building Permits & Plan Check Fees 60,972
Budgeted for an additional 15 single
family homes
City Contract Services 15,000
Updated police contracted services
for anticipated events
Project Admin/Eng Fees (39,000)
Reduced budgeted in-house
engineer fee transfer
Facility Usage Fee (not taxable)(12,300)
Reduced tournament fees per
Council direction
Other 4,211
Net of other budget updates to
various line items
Expenditures
Net Personnel Decrease:(13,881)
Wage (21,754)
Removed Police Part-time CSO &
added back seasonal Park Patrol
Overtime 7,873
Updated police over-time hourly
rate/COLA
Net Current and Capital Outlay Decrease:(5,275)
Professional Services (43,000)
Removed laserfiche upgrade
costs/utilize general fund reserves
Utilities 12,600 Updated after budget review
Software Service Contract 3,595
Additional annual service contract
for upgraded laserfiche version
Other 21,530
Net of other budget updates to
various line items
Net Decrease in Tax Levy 48,039
Page 3
Expenditures
The primary drivers of the change in expenditure levels from the 2017
original budget to the preliminary 2018 General Fund budget are shown on
the following table:
Estimated Tax Levy
The following chart shows the proposed change in the 2018 property tax
levy based on the preliminary budgets. The 2019-2021 columns are the
long-range forecast.
Expenditures Totals
Personnel:380,082
Assumptions: 1) Police drug task force officer
10/1/17; Police Officer and Maintenance Worker
1/1/18, 2) COLA increase and health care premiums,
3) No change in PERA, FICA, Medicare rates
Current:35,986
Repairs & Maintenance - Building 13,870
Primary increase for repairs at the old/original PW
builidng
Professional Services 58,934
Engineering consulting for Interim PW Director and
development reviews
Professional Services 7,400
Increase in Property Assessment Contract with
County
Maintenance Agreements (194,000) Mill & Overlay in PIR Fund
Maintenance Agreements 30,000 Parks sidewalk repairs
Maintenance Agreements 19,963 Increase in Cleaning contract
Maintenance Agreements 15,150 Building and other
Utlities 17,729 Primary increase is Parks lighting/Ponds
Training and Employee Development 18,090
Primary increase for additional Police training
(legislative mandate)
Small Equipment - Technology 23,236 Computer, scanner and copier replacements per CIP
Legal 20,000 Increase in estimate
Other 5,614
Capital Outlay (38,941)
Debt Transfer (790,467)
Total (413,340)
CITY OF PRIOR LAKE
PROPERTY TAX PROJECTION SUMMARY
LONG RANGE FORECAST
CIP Workshop 08.21.2017
2017 2018 2019 2020 2021
Tax Levies:
General 7,192,792 7,797,976 8,274,435 8,768,429 9,147,304
Equipment Revolving Fund 375,000 500,000 550,000 550,000 550,000
Revolving Park Equip Fund 213,406 318,184 419,292 513,276 607,649
Facilities Management Fund - - - 30,000 80,000
EDA Fund 140,000 140,000 140,000 140,000 140,000
Debt Service 3,646,956 3,427,017 3,595,829 3,652,034 4,113,067
11,568,154 12,183,177 12,979,556 13,653,739 14,638,020
Breakdown of Change in Levies:
General 19,999 605,184 476,459 493,994 378,875
Equipment Revolving Fund 50,000 125,000 50,000 - -
Revolving Park Equip Fund 213,406 104,778 101,108 93,984 94,373
Facilities Management Fund - - - 30,000 50,000
EDA Fund (15,000) - - - -
Debt 221,387 (219,939) 168,812 56,205 461,033
Total Change 489,792 615,023 796,379 674,183 984,281
General 0.28%8.41%6.11%5.97%4.32%
Equipment Revolving Fund 15.38%33.33%10.00%0.00%0.00%
Revolving Park Equip Fund n/a 49.10%31.78%22.41%18.39%
Facilities Management Fund n/a n/a n/a n/a 166.67%
EDA Fund -9.68%0.00%0.00%0.00%0.00%
Debt 6.46%-6.03%4.93%1.56%12.62%
Total Change 4.42%5.32%6.54%5.19%7.21%
Projected
Page 4
Issues
In order for staff to continue preparation of the 2018 budget, city council
direction on the following items would be helpful:
1. Preliminary Levy Amount: The city council indicated that the final
levy approved in December should be less than 5%. Is the city
council comfortable with submitting the maximum tax levy at 5.32%
(September 18 meeting) recognizing that it can be reduced, but not
increased, when we submit the final tax levy on December 4th?
2. The graphic on page 2 shows revenue and expenditure adjustments
to reduce the levy from 6.58% to 5.32%. Building permit and plan
check fees, together with police contract services, have been
increased. However, significant reductions have been made to
project administration/ engineering fee revenues and facility usage
charges. With staffing changes in the Engineering department, we
expect that a combination of staff and consultants will be needed
2018 which will result in a reduction of project admin/engineering fee
revenue. W e have also removed the additional CSO position (The
City Clerk position had been previously removed.), and removed the
Laserfiche upgrade with the expectation that the upgrade could be
acquired using 2017 general fund reserves. Based on Council
direction, staff has shifted one of the street improvement projects
from 2018 to 2019 (Pershing Area Improvement). Does the council
have any questions about these proposed adjustments?
3. There are several items driving the expenditure changes of the 2018
draft budget. Personnel related expenses are the most significant.
New positions together with overall wage adjustments and
healthcare premiums are the single largest category of expenditure
drivers. (The new positions are the Police drug task force officer
starting on 10/1/17 and the Police Officer and Maintenance Worker
starting on 1/1/18.)
4. There are several potential adjustments which have not been made
but deserve some discussion:
• Adding daily parking fees at Sand Point Park ($11,000 revenue
add)
• Reducing the Revolving Park and Equipment funds greater than
the $50,000 reduction that has already been made to each fund.
• Rely upon an annual General Fund reserve contribution to write
down the tax levy annually.
• Add revenues such as a technology fee of $1-5 to certain or all
classes of city fees.
5. The EDA tax levy is proposed to be $155,000 rather than $140,000.
This would further increase the tax levy by $15,000 or .13% bringing
the total tax levy to 5.45%
6. The EDA has developed a reserve of almost $200,000 over the last
few years. To be an effective body, the EDA recognizes that great
Page 5
resources are needed for things like strategic land acquisition,
development of “shovel ready” sites and the like.
The EDA proposes a measure which would keep the General Fund
reserve within the 40-50% target as well as provide additional
resources to the EDA. The proposal would establish a maximum
General Fund levy amount of, say 47%, rather than the existing
50%. Any reserve amount more than 47% would be automatically
transferred to the EDA reserve. For accountability purposes, the
EDA would submit a development spending plan for council approval
and direction in the expenditure of those resources. What are your
thoughts regarding this idea?
7. One of the city council’s initiatives in 2017 is the removal of the dam
at the entrance to Candy Cove. We have corresponded with the
Watershed, DNR, and the Prior Lake Association representatives.
We have received an estimate from a contractor with dam removal
experience. Including engineering, permitting and removal, we
estimate the price to be $200,000. We have not included this
expenditure in the draft budget.
Conclusion
Direction in these areas, and any other areas as determined by the council,
will assist the staff in preparing the budget agenda item for the second
meeting in September.
Attachments:
1) Budget Overview (2 pages)
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20
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$ 21,027,430 $ 6,672,395 $ 4,852,090 $ 979,227 $ 12,503,712 $ 33,531,142 $
20
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$ 20,094,817 $ 6,043,932 $ 4,479,433 $ 1,388,206 $ 11,911,571 $ 32,006,388 $
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$ 932,613 $ 628,463 $ 372,657 $ (408,979)$ 592,141 $ 1,524,754 $
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