HomeMy WebLinkAbout1A Work Session Preliminary 2020 Budget and Tax Levy Report
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL WORKSHOP AGENDA REPORT
MEETING DATE:
AGENDA #:
SEPTEMBER 3, 2019
A1
PREPARED BY: CATHY ERICKSON, FINANCE DIRECTOR
JASON ETTER, ACCOUNTING MANAGER
PRESENTER: CATHY ERICKSON, FINANCE DIRECTOR
LORI OLSON, INTERIM CITY MANAGER
WORK SESSION
TOPIC:
PRELIMINARY 2020 BUDGET/TAX LEVY DISCUSSION
ACTION ITEM
REQUESTED:
Direction from the City Council on the 2020 proposed tax levy increase.
DISCUSSION: Introduction
State statutes require that each taxing authority adopt a preliminary budget
and certify a preliminary tax levy for payable 2020 to the County on or
before September 30, 2019.
The preliminary tax levy establishes the maximum that the City can levy
against properties in 2020. The Council will consider the final tax levy in
December at which time the levy can 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 2020 budget and
tax levy. Additional meetings/workshops are currently scheduled to discuss
and adopt 2020 property tax levies and budgets:
September 16, 7:00 pm Adopt maximum tax levy and
preliminary budget
November 4, 5:00 pm Budget work session
December 2, 7:00 pm Public budget meeting
December 2, 7:00 pm Adopt final budget and tax levy
History
The following budget development meetings have been held. The impact of
these updated plans on the debt balance, tax levy, fund balance reserves
and utility rates were a part of the Council and Staff discussion.
May 20 Long Range Financial Plan work
session
June/July CIP work session
August 5 Budget work session
Page 2
Current Circumstances
Budget Overview
A budget overview has been attached to this agenda report (Attachment 1).
It reflects proposed amounts for the 2020 budget for the following funds:
• General Fund
• Debt Service Funds
• Cable Fund
• Capital Park Fund
• Revolving Equipment Fund
• Revolving Park Equipment Fund
• Permanent Improvement Revolving Fund
• Facilities Management Fund
• Economic Development Authority
• Water Fund
• Sewer Fund
• Water Quality Fund
The second page shows tax levy and budgetary comparisons from the 2019
adopted budget to the proposed 2020 figures.
2020 Tax Levy:
Tax Levy Impacts
For taxes payable in 2020 there is a preliminary increase in Gross Tax
Capacity of 9%. The city’s general tax levy is spread across city properties
based on property tax capacity. As the tax base or Gross Tax Capacity
increases, the taxes are spread across a larger base.
For taxes payable in 2020 there is also a preliminary increase in market
value and taxable market value of 8%.
Estimated Tax Levy Summary
The following chart shows the proposed change in the 2020 property tax
levy of $13,835,175 which is an 8.27% increase from the prior year levy
based on the preliminary budgets.
It also shows that proposed change in the city tax rates (tax capacity and
market value). Both tax rates show a planned decrease in 2020. This is
because the tax levy is spread across a larger base due to the city’s growth
in tax capacity and market value.
Page 3
Residential Impact of the City tax levy
The table below shows the estimated annual increase in the City portion of
property tax for an Average, $600,000 and $900,000 valued home. About
54% of city homeowners had a market value increase of .01-5.00%. For
those home owners, they would see an increase of 2.5% increase in the city
portion of their taxes.
2019 2020
Adopted
Budget 2019
Proposed Budget
2020
TAX LEVIES
General Fund 8,146,555 8,768,637
Debt Service Fund 3,497,188 3,561,288
Equip Revolving Fund 600,000 625,000
Revolving Park Equip Fund 289,292 409,000
EDA Fund 150,000 311,250
PIR (Street Overlay) Fund 95,000 130,000
Facilities Mgmt Fund - 30,000
Total Tax Levies 12,778,035 13,835,175
SUMMARY OF CHANGE IN TAX LEVIES
General Fund 367,373 622,082
Debt Service Fund 127,017 64,100
Equip Revolving Fund 50,000 25,000
Revolving Park Equip Fund 51,108 119,708
EDA Fund 10,000 161,250
PIR (Street Overlay) Fund 95,000 35,000
Facilities Mgmt Fund - 30,000
TOTAL $ CHANGE IN TAX LEVIES 700,498 1,057,140
CURRENT YEAR TAX LEVIES ANNUAL % CHANGE
General Fund 4.7%7.64%
Debt Service Fund 3.8%1.83%
Equip Revolv Fund 9.1%4.17%
Revolv Park Equip Fund 21.5%41.38%
EDA Fund 7.1%107.50%
PIR Fund 36.84%
Facilities Mgmt Fund
TOTAL % CHANGE IN TAX LEVIES 5.80%8.27%
TAX CAPACITY TAX RATE 33.020%32.950%
Annual % Change -0.06%-0.21%
MARKET VALUE TAX RATE 0.006768%0.006480%
Annual % Change -2.24%-4.25%
Page 4
Estimated Tax Levy Detail
The tax levy impact of the 2020 operating budget, EDA and CIP are shown
on the chart below. The 2020 tax levy change has been summarized by the
changes needed to maintain current service levels and the changes
needed to enhance current service levels. See attachment 2 for specific
details of the components of the proposed 2020 tax levy change.
RESIDENTIAL IMPACTS
% Net Net Net Net Net Net
of Inc/Dec Difference Inc/Dec Difference Inc/Dec Difference
Inc/Dec Total 19 vs 20 % Change 19 vs 20 % Change 19 vs 20 % Change
+15.01+%498 5%188.31$ 16.6%370.40$ 17.9%555.15$ 16.8%
+10.01-15.00%545 6%156.36$ 13.8%307.64$ 14.9%461.02$ 14.0%
+5.01-10.00%2,215 24%92.44$ 8.1%182.14$ 8.8%272.77$ 8.3%
+0.01-5.00%4,937 54%28.53$ 2.5%56.63$ 2.7%84.51$ 2.6%
No Change 13 0%(3.42)$ -0.3%(6.12)$ -0.3%(9.62)$ -0.3%
-0.01-5.00%685 8%(35.38)$ -3.1%(68.87)$ -3.3%(103.75)$ -3.1%
-5.01 - 10.00%160 2%(99.29)$ -8.7%(194.38)$ -9.4%(292.01)$ -8.8%
-10.00 - 15.00%9 0%(163.21)$ -14.4%(319.89)$ -15.5%(480.27)$ -14.5%
-15.01% +7 0%(195.16)$ -17.2%(382.64)$ -18.5%(574.40)$ -17.4%
9,069 100%
% EMV Value Range
# of
affected
Properties
AVG MV- $349,600 $600,000 HOME $900,000 HOME
2020 Proposed Tax Levy Change
based on Preliminary Budgets
1
2.75%
5.52%
Total Proposed levy of $13,835,175
Page 5
Page 6
General Fund Reserve
The 2019 General Fund reserve calculation is currently at 47% based on
Council approved budget amendments. Based on the proposed 2020 use
of reserves of $161,250 (funding transfer to the EDA), the General Fund
reserve percentage would be 45%. This estimate does not take into
consideration 2019 revenue/expenditure activity in relation to budget.
Revenues and expenditures favorable to budget would have a positive
impact on the reserve calculation at the end of the year.
Staff does not recommend reliance on excess net revenues to fund ongoing
operations. Staff recommends replenishment of fund balance for use of
reserves. Otherwise, over time, the fund balance could drop below the level
stated in the comprehensive financial management plan.
Issues
For staff to continue preparation of the 2020 budget, city council direction is
needed.
Is the city council comfortable with submitting the maximum tax levy at
8.27% (September 16 meeting) recognizing that it can be reduced, but not
increased, when we submit the final tax levy on December 2th?
Conclusion
Direction, as determined by the council, will assist the staff in preparing the
budget agenda item for the second meeting in September.
Attachments:
1)Budget Overview (2 pages)
2)Components of the 2020 Proposed Tax Levy Change (2 pages)
City of Prior Lake 2020 Budget Workshop 9/3/2019
2020 Budget
Budgeted Funds
x
Debt Capital Revolving Revolving Park Permanent Facilities Total Total
General Service Cable Park Equipment Equipment Improvement Management EDA Governmental Water Sewer Water Quality Enterprise Budgeted
Fund Funds Fund Fund Fund Fund Revolving Fund Fund Funds Fund Fund Fund Funds Funds
Revenues / Sources
Property Taxes
Levy - Tax Capacity 8,768,637$ 3,319,231$ -$ -$ 625,000$ 409,000$ 130,000$ 30,000$ 311,250$ 13,593,118$ -$ -$ -$ -$ 13,593,118$
Levy - Market Value 242,057 - - - - - - 242,057 - - - - 242,057
MVHC Aid - - - - - - - - - - - - -
Special Assessments - 488,995 - - - 305,390 - - 794,385 - - - - 794,385
Licenses & Permits 834,439 - - - - - - 834,439 - - - - 834,439
Fines & Forfeits - - - - - - - - - - - - -
Intergovernmental 2,105,816 - - - - - - 2,105,816 - - - - 2,105,816
Charges for Services 1,799,550 - 32,000 531,200 - - 9,575 2,372,325 4,469,742 4,293,330 1,166,677 9,929,749 12,302,074
Other Revenues 247,700 57,400 - 26,800 19,000 9,000 6,477 9,000 7,500 382,877 42,000 41,000 11,600 94,600 477,477
Bond Proceeds - - - - 115,000 490,000 - - 605,000 - .- 605,000
Lease Proceeds - - - - - - - - - -
Transfers From Other Funds - -
General Fund - 241,768 - - - - 161,250 403,018 - - - - 403,018
Debt Service Funds 110,000 110,000 - 110,000
Water Fund 202,110 554,050 - - 80,000 87,000 - 923,160 - - - - 923,160
Sewer Fund 202,110 - - - 80,000 12,000 - 294,110 - - - - 294,110
Water Quality Fund 65,780 - - - 20,000 - - 85,780 - - - - 85,780
Trunk Reserve Fund - - -
TIF Fund - 28,895 - - - - - 28,895 - - - - 28,895
PIR Fund 279,933 279,933 279,933
Facilities Management Fund - - - - - - - - - - - - -
Capital Park Fund - -
Police Forfeiture Fund - - -
Total Revenues / Sources 14,468,199$ 5,080,272$ 32,000$ 558,000$ 939,000$ 418,000$ 931,867$ 138,000$ 489,575$ 23,054,913$ 4,511,742$ 4,334,330$ 1,178,277$ 10,024,349$ 33,079,262$
Expenditures / Uses
Employee Services 10,030,490$ -$ -$ -$ -$ -$ -$ 132,913$ 10,163,403$ 818,511$ 809,526$ 359,081$ 1,987,118$ 12,150,521$
Current Expenditures 4,127,622 - 1,200 - - - 700,000 - 355,722 5,184,544 1,315,955 2,056,847 300,000 3,672,802 8,857,346
Capital Outlay 68,319 - 8,000 1,200,000 346,000 1,000 1,623,319 130,104 71,208 201,312 1,824,631
Capital Improvements - - - - - - 114,000 - 114,000 40,000 154,500 75,000 269,500 383,500
Subtotal 14,226,431$ -$ 9,200$ -$ 1,200,000$ 346,000$ 700,000$ 114,000$ 489,635$ 17,085,266$ 2,304,570$ 3,092,081$ 734,081$ 6,130,732$ 23,215,998$
Transfers To Other Funds
General Fund -$ -$ -$ -$ -$ -$ -$ -$ 202,110$ 202,110$ 65,780$ 470,000$ 470,000$
Treatment Plant (Debt)- - - - - - - - 554,050 - - 554,050 554,050
Equipment Fund - - - - - - - - 80,000 80,000 20,000 180,000 180,000
Park Equipment Fund - - - - - - - - - - - - -
Debt Service Funds 241,768 110,000 - - - 279,933 - - 631,701 - - - - 631,701
PIR Fund - - -
Facilities Management Fund - - - - - - - - 87,000 12,000 - 99,000 99,000
EDA Fund 161,250 - - - - - - 161,250 - - - - 161,250
Severance Compensation Fund - - -
Contingency - - - - - - - - - - - - -
Debt Service 5,322,317 - - - - - 5,322,317 174,450 174,450 - 348,900 5,671,217
Subtotal 403,018$ 5,432,317$ -$ -$ -$ -$ 279,933$ -$ -$ 6,115,268$ 1,097,610$ 468,560$ 85,780$ 1,651,950$ 7,767,218$
Total Expenditures / Uses 14,629,449$ 5,432,317$ 9,200$ -$ 1,200,000$ 346,000$ 979,933$ 114,000$ 489,635$ 23,200,534$ 3,402,180$ 3,560,641$ 819,861$ 7,782,682$ 30,983,216$
Change in Fund Balance (161,250)$ (352,045)$ 22,800$ 558,000$ (261,000)$ 72,000$ (48,066)$ 24,000$ (60)$ (145,621)$ 1,109,562$ 773,689$ 358,416$ 2,241,667$ 2,096,046$
2019 Property Tax Levy Comparison 2020 Budget Workshop 9/3/2019
Change 19 - 20
Property Taxes 2019 2020 Amount Percent
Levy - Tax Capacity
General Fund - Operating 8,146,555$ 8,768,637$ 622,082$ 7.64%
Debt Service Funds 3,262,770 3,319,231 56,461 1.73%
Revolving Equipment Fund 600,000 625,000 25,000 4.17%
Revolving Park Equipment Fund 289,292 409,000 119,708 41.38%
Permanent Improvement Revolving Fund 95,000 130,000 35,000 36.84%
Facilities Management Fund - 30,000 30,000 n/a
Levy - Economic Dev Authority 150,000 311,250 161,250 107.50%
12,543,617 13,593,118 1,049,501 8.37%
Levy - Market Value - General Fund 234,418 242,057 7,639 3.26%
Total Levy 12,778,035$ 13,835,175$ 1,057,140$ 8.27%
-
2020 Budget Expenditure Comparisons (2019 Original Budgets)
Capital Revolving Revolving Park Permanent Facilities Total Total
General Debt Service Cable Park Equipment Equipment Improvement Management EDA Governmental Water Sewer Water Quality Enterprise Budgeted
Fund Funds Fund Fund Fund Fund Revolving Fund Fund Funds Fund Fund Fund Funds Funds
2020 Total Expenditures / Uses 14,629,449$ 5,432,317$ 9,200$ -$ 1,200,000$ 346,000$ 979,933$ 114,000$ 489,635$ 23,200,534$ 3,402,180$ 3,560,641$ 819,861$ 7,782,682$ 30,983,216$
2019 Total Expenditures / Uses 13,554,319$ 5,480,327$ 17,805$ 470,000$ 1,149,336$ 289,292$ 886,933$ 89,963$ 149,817$ 22,087,792$ 5,257,031$ 3,598,410$ 1,001,502$ 9,856,943$ 31,944,735$
Change 2018 to 2019 ($)1,075,130$ (48,010)$ (8,605)$ (470,000)$ 50,664$ 56,708$ 93,000$ 24,037$ 339,818$ 1,112,742$ (1,854,851)$ (37,769)$ (181,641)$ (2,074,261)$ (961,519)$
Change 2018 to 2019 (%)7.93%-0.88%-48.33%n/a 4.41%19.60%n/a 26.72%226.82%5.04%-35.28%-1.05%-18.14%-21.04%-3.01%
2020 Budget Expenditure Comparisons (2019 Amended Budgets)
Capital Revolving Revolving Park Permanent Facilities Total Total
General Debt Service Cable Park Equipment Equipment Improvement Management EDA Governmental Water Sewer Water Quality Enterprise Budgeted
Fund Funds Fund Fund Fund Fund Revolving Fund Fund Funds Fund Fund Fund Funds Funds
2020 Total Expenditures / Uses 14,629,449$ 5,432,317$ 9,200$ -$ 1,200,000$ 346,000$ 979,933$ 114,000$ 489,635$ 23,200,534$ 3,402,180$ 3,560,641$ 819,861$ 7,782,682$ 30,983,216$
2019 Total Expenditures / Uses 13,554,319$ 5,480,327$ 17,805$ 470,000$ 1,149,336$ 289,292$ 886,933$ 89,963$ 149,817$ 22,087,792$ 5,257,031$ 3,598,410$ 1,001,502$ 9,856,943$ 31,944,735$
Change 2018 to 2019 ($)1,075,130$ (48,010)$ (8,605)$ (470,000)$ 50,664$ 56,708$ 93,000$ 24,037$ 339,818$ 1,112,742$ (1,854,851)$ (37,769)$ (181,641)$ (2,074,261)$ (961,519)$
Change 2018 to 2019 (%)7.93%-0.88%-48.33%-100.00%4.41%19.60%10.49%26.72%226.82%5.04%-35.28%-1.05%-18.14%-21.04%-3.01%
1
Components of the 2020 Proposed Tax Levy Change
LEVY CHANGE TO MAINTAIN CURRENT SERVICE LEVELS:
Mandatory Items:
• Wage/COLA and Benefits per Council approved Contracts - $478k
• Adding part-time IT staffing -$54k: This position would primarily serve the police department and
provide help-desk back up to the IT Coordinator.
• Workers Compensation premium adjustment based on updated experience modifier and proposed
rate changes from the League of MN Cities - $47k
• Statutory Public Employees Retirement Association (PERA) Contribution for Police/Fire for a rate
change from 16.95% to 17.7% -$20k.
• Increase in paid on call (POC) firefighter hourly wage -$38k.
• The current wage of Prior Lake POC is $12.20 and the last increase occurred in 2016. The average
wage of metro area POC firefighters was $14.06 in 2019. The rationale behind a pay increase is
twofold: 1) to promote an hourly wage comparable to other area Fire Departments and 2) to make
the job more appealing to prospective firefighters and to keep the current ones incentivized to stay.
The 2020 preliminary budget includes a pay increase for all paid on-call (POC) Firefighters from
$12.20 to $14.10 per call/training hour.
• Election judge wages and supplies due to the addition of a presidential primary - $34k
• Central Garage service contract costs for repairs -$14k
• Facilities cleaning contract cost increase - $17k
• IT software service contract increase for annual software service costs for Blue Beam plan review
software, CIP reporting software, phone software and administration e video software - $14k
• Parks trail and sidewalk maintenance cost increase $25k
• Police dept additional costs for personnel testing, recruiting, training/education – ($26k)
• Police dept costs for vest replacement and training suits - $23K
• Police evidence room camera/video equipment maintenance $37k
• Street pavement management cost increases for the JPA contract for chip seal/crack seal/striping
and for salt/ice management materials - $60k
• Debt service for Council approved 2019 projects and bond Issue - $64K
• Budgeted add to General Fund reserve - $121k: The city’s comprehensive financial management
plan calls for maintaining a fund balance between 40%-50%. Council has provided direction to
maintain the city’s General Fund balance at 46% to ensure adequate reserves for cash flow,
unplanned expenditures and to maintain the city’s credit worthiness as evidenced by our AA+ credit
rating.
In 2019 the Council approved the budgeted use of General Fund reserves of $282k primarily for the
city’s document center software, funding for street overlay, EDA funding transfer and Stormwater
fund transfer for a one-time easement. The 2020 budget includes replenishment of this use of
reserves.
The 2020 preliminary budget includes the use of reserves of $161k for a planned transfer to the
EDA. Currently, based on Council feedback, staff has not include replenishing the General Fund
reserve for the transfer to the EDA. This results in the replenishment of reserves at the net amount
of $121k. The incremental use of reserves to transfer funds to the EDA will reduce the planned
General Fund reserve balance to 45%. Staff recommends replenishment of fund balance for use of
reserves. Otherwise, over time, the fund balance could drop below the level stated in the
comprehensive financial management plan.
• Revenue: $501k add: Planned revenue increases for city contracted services for Police, Fire, and
Parks dept, building and plan check fees, park shelter and dock rental and tower leases. Staff
proposes to eliminate the overnight rental of dock slips and increase the total number of seasonal
slip rentals from 8 to 16 (eight per beach) which will add about $28k in revenue.
2
CIP tax levy components:
• Equipment replacement funding - $25k: The Equipment Replacement Plan (ERP) utilizes
general tax levies to support replacement of the City’s equipment and vehicle fleet. Prior CIP
plans reflected incremental annual increases over the program’s 12-year term. The ten-year
annualized cost for the plan is about $1M. The financing plan has been revised to reflect a
gradual increase in the tax levy until the annual levy reaches $100,000 by the year 2032. The
proposed total levy for 2020 is $625k. Since the proposed levy increase is gradual, bonding is
still required for the plan to meet our funding needs.
• Trail replacement funding -$50k: The Revolving Park Plan proposes an increase in the tax levy
for trails of $100,000 annually until 2023 when the levy is proposed at $300,000. Our trail
replacement is not adequately funded under the current plan. One mile of trail replacement
costs about $425,000. A Master Parks Plan study is underway and will include trail
replacement needs and funding alternatives. The Revolving Park Plan does not cover minor
expenses for repairs and maintenance. Those will continue to be funded through the Parks
operating budget.
• Street Overlay funding -$95k: The plan reflects three to four miles of street overlay annually.
We anticipate that the City will bond for the special assessment portion of the cost and fund the
remainder with prepayments of special assessments collected from prior year(s) improvements
and an annual tax levy. The fund will be reviewed annually, to monitor cash flow and determine
the tax levy needed.
• Facilities Management Plan funding -$30k: The Facility Management Plan (FMP) was
developed to plan for major repairs, replacements and upgrades for all our facilities on a long-
term basis (25 years). It does not cover minor expenses for repairs and maintenance. Those
will continue to be funded through the operating budgets.
LEVY CHANGE TO ENHANCE CURRENT SERVICE LEVELS:
Technology Expenditures: Based on Council feedback, staff has included the website redesign in the
2020 budget request -$40k
Strategic Initiatives:
Based on Council feedback, staff has identified two areas where additional funding is needed to
increase our current level of service.
• Additional funding for Parks trail/sidewalk replacement -$90k. As noted above, our trail
replacement is not adequately funded under the current plan. One mile of trail replacement
costs about $425,000.
• Additional funding for the EDA. EDA tax levy impact of $161k and GF transfer tax levy impact
of $61k. The EDA had identified a need for additional expenditure budget and funding for
economic development initiatives. The additional budget request is $322,500. This is proposed
to be funded with a 50/50 split between EDA tax levy increase and General Fund use of
reserves. In 2019 a General Fund transfer out of $100k was made for severance funding. The
2020 proposed General Fund transfer out for EDA funding is $161k. The net impact on the
2020 tax levy is $61k, the difference between the transfers out year over year.