D Taxation CIT O
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227.1100
Fax: 952.227.1110
Building Inspections
Phone: 952.227.1180
Fax: 952.227.1190
Engineering
Pr,~ ne: 952.227.1160
Fax: 952.227.1170
Finance
P.,"-.sne: 952.227. i140
Fa:,:: 952.227.1i10
Park & Recreation
P~n,' 952.227.1120
Fa:,:: 952.227.1110
P, ecreation
2310 Coulter Boulevard
Phone: 952.227.1400
Fax: 952.227.i404
Planning &
Natural Resources
Phone: 952.227.1130
F~.:,i: 952.227~1110
Public Works
i591 Park Road
Phone: 952.227.1300
Fax: 952.227.1310
Senior Center
Phone: 952.227.1125
Fax: 952.227.1110
Web Site
.......... ch,-,nhass~n.m, .us
TO:
Mayor & City Council
FROM:
DATE:
Todd Gerhardt, City Manager
June 19, 2002
SUB J: Taxation
As a part of our Strategic Planning process, we identified "Taxation" has one of
our key strategies. The goal is to "Acquire the resources necessary to fund the
services the citizens of ChanhasSen want without a significant increase in taxes."
To achieve this goal, we need to develop our "Key Financial Strategies." To
assist us in this area, I have contacted our Financial Consultants, Ehlers &
Associates, Inc., to provide an outline of how we can achieve this goal. They
recommend that we use a process similar to some of their other city clients (see
Attachment # 1).
I would like the City Council to review this information and to share any
questions you may have about the proposed outline. You will notice that the
process has four sessions, which will take about six months to complete. Please
bring your calendars so that we can schedule our first session.
g:X.ad mi n\tg\taxation strategy.doc
The City of Chanhassen · A o~rowing community with clean lares, quality sct~ools, a charming downtown, thriving businesses, winding trails, and beautJlul parks. A great place to live. work, and play.
JUN. 10. 2002 1'05PM EHLERS & ASSOCIATES NO, 0941 P. 2 -
Key Financial Strategies
Process Outline
Session.'.Ob'e'cti~'e~. ,':,' ' ' " '" ':'" ' ....
,, '." " ,, .,"!',.,:O'uti:om ' ' ~ '
.,~J....... ,.~ :,,:~":,, i Exhibit~,:,,, , ~,.
,_., ,,' ,, ~: ', i,:,"::i.,,; '~;';i'.!,
,, . . -_ , ' , ~ , . ' ,'. ' , ,, , , ~ ,''~ · ,, ,
'~n~:[':''1. Explain K_FS process. 1. KFS process guide, l. Document areas of concern
":""~ '!"':"" 2. Review KFS objectives. 2. KFS objectives, as identified by council
:.:.," :,,:..,:....,.,
:;:. ,.' -~
' '.v".;' .,:'., 3. Identify and discuss financial 3. Financial checklist, and staff.
:,',',' '.' foundation items. 4. Overview, 2. Identify foundation areas
........ .... 4. Provide financial status 5, Comparison. (Tax base wbJch required
· ,...... overview, mix/growth/ development or updating.
'-
... ' ' 5. Compare and contrast with other allocation/growth
·
.'- · "': cities, factors/population/socio-
..
": ,...,... : 6, Review financing/revenue economic mix/housing type
..... ,: options, age)
,.
:' :'.:'..:,-. 7. Opportunity to discuss 6. Budget comparison for last
.,
' ' ':':-' '... community infrastructure and 5-10 )'cars.
'". . financial strengths and 7. Bond rating agency criteria.
. .
.:. .:, weaknesses. 8. Debt ratios.
, ' -,.~:. 9. Comparable cities- typical
.... residential tax bill/mix of
· : tax capacity.
TWo'. · :,. 1. Review costing of foundation 1. Foundation items cost. 1. Agreement on foundation
...
:,- :... hems. 2. Schedule of capital costs.
-':-:' i' .":" 2. Review scheduling of improvements. 2. Agreement on capital
"'"::"-~.','"' inx'estment/capital improvement 3. Gap financing options, improvements and
· items. 4. List of revenue options, schedule.
:~ ~,:.." 3. Discuss gap financing options. 5. Community strengths and 3. Direction regarding gap
- ;
· weaknesses, financing options.
-'.., :., .,. 4. Identify any remaining
- - " potential funding needs or
' ' '" rcvcrlues.
.,~
!.hiea l, Review preliminary plan 1. Preliminary plan. 1. Agreement on financing
.
: , including expenditures, schedule 2. Alternative impact analysis, options, schedule and
:,...,. .... ,, and revenues. 3, Revenue forecast model costs.
· ..:.",.~:.;":.,,,"':". 2. Review funding alternative 4. Sources and uses summary.
,,,... :.:,:. m acts.
.......... ' ~ Pro idefinan ial
, -',~, ~. v c revenue
· - '""' forecast model.
::::'."....]:. 4. Review preliminary gap analysis.
Fou'~: "-., I, Review final plan. 1, Final plan, 1. Final action plan.
''2, Review policies and schedule 2. Schedule. 2, Schedule.
,. required to implement final plan. 3. Policies. 3. Policies.
..
Key Financial Strategies '"
Staff Outline "
:,,:,.,:,. ...,,.... '
:.:.¥::.-':'.: :i',.....': '-:. ,'".:
~ · ,. ,'.. ,, (,, ~ -,.,."* ~, ~' .
:t~nor,to ~'.e~io~,o,'; 2. Develop draft KFS objectives, in foundati0n~, '7. ' .
· i,6h'6',vAfli:~ci,'': .,:,:. ~, 3. Identify and discuss financial 2 Co i '""
· .,:,:,. v;'.: .... ~ ,:,.., :::... ,~... , ,:.,. ,,, · p es ofpohcms.. - .
· ,,.:'.:.'., .... .:. - :.... foundation items including need for 3. Copies of finar~ials.
.two.with'CC)
· ~ '~ ' ',~.z
· .
· ·
·
~
·
·
new materials.
4. Review financial status.
5. Identify comparison cities.
6. Review financing/revenue options.
7. Develop master schedule.
8. Review financial policies.
1. Review outcomes of session one.
2. Review objectives established by
council.
3. Review financial foundation
mmerials.
4. Reach consensus on presentation
format.
5. Revie~v budget funds and structure.
6. Review agenda for session two.
7. Review strengths and weaknesses.
,,
three' With C.C)'
Rv.e:.;'; ;: ;,':"
('Prior to
, f~ur With'CC):.' ,~, ,-.
·. , ,- ..,,, ,,.,
']~1~':. ': "" ",' :i' ," 1. Review outcomes of'session two.
:2. Review revenue forecast model.
3. Review gap analysis.
.....'-.. :",!.;.'i','i,:' a aa
2. Review agenda for session three.
1, Review results firom'session three,
2, Review draft recommendations and
implementation plan,
3, Review agenda for session four,
N:\G~v-~-'E'P~KLkK~y FJnencia) StratcFics~XFSsinffoudh~¢.wpd
4. Draft master schedule.
5, Agreement '6n c'O'mparison cities.
1. Presentation formal.
2. Agreement on financial foundation
materials.
3. Agreement on agenda for session
three.
1. Agreement on revenue forecast
modeI.
2. Agreement on gap analysis.
l. Agreement on draft plan.
1. A~eement on draft
recommendations and,
implementatiG.ri pi.an..~L-
.
..
JLJ . 1D. 2002 1'06PM EHLERS & ASSOCIATES
NO, 0941 P, 4
/ EHLERS
Key Financial Strategies
Financial Foundation Descriptions
' C ,a pif~, J~p'r~y,' e~e ~[ :P[~t ~' ;':: ;;,' ;:": :,;' ,', ,.,
~ b.~ . ~ ~.. '.. "' ' ."
'Ca~ib], Ne'~ C";, .,, .:',;, ;., ,,: ,,, ',:.(,'' ,":';' ,'
.............. ~, ' , ..,-~ ~,,,, .,,,~ ....... . .....
','.7 . '. ,, "" :'-' ..... .':',.,,: v,',:, ",,. '..(. :,:, ,,,,,,:
· . . ~ . "~ , . ', . ,'
' ,','::.' ,..¢"'.. :,,' ,,,,:'.,. :.':....,:'. '. ,.'."',
, , .
...... .,
· . -, . ,
, , .....
,,
. .,
.:: ...... .
, ,'.,
. ,,' ,.: ,,., ~, .,, ,,.
.,
, ,,
' · ..; ,',' .... - .... " the CtP.
. , . ,,,
Storm s'ewar;Mana~ment,Pla~,., ,'.~'. A five to ten year projection of storm sewer related expenditures. The plan
,.,..,.: ....... , ,.. ,, ,,: should include revenue sources and expenditures by project area and should be
'"'~' ....... :':' ...... ' ...... "'": ....... ¥:'::".::'~"::~"" :;"?, .... ,,: updatM periodically,
, . .... . ecurrmg Maintenance, The periodic cost to maintain physic~l Facilities such as HVAC, rooFsystems
. , , , , ., , ,
"' ' ....... .",';7' .......... ' and parking lots,
, The cost to upgrade or repl&ce major facil~fies such as city hall, public work
,':. ':': "' .' ,: :.'.' :,': '.. : facilities, publicsafcty, fires~tions, waterpl~ts, wastewatertreatmentplan~,
........ · ,,:*: .,'~',,",,v ....,: recreation buildings
Info'marl0 d na 0g es ' The cos~ to purchase, suppo~ and maintain computers, telephones, radios etc.
, q 1' . '.. .
¢,,.
" Ci~/HR~EDA cost to retain and a2raet residential and commercial tax base
,.' ¢ , ,
,':.:' .,''" .', ' q ' ' ~ :" d,,::' ' J '
' , . .,.,..~.,::.,,,...'.,,; to communiW.
.
. ,~ ; ,,;, , ,'.,.., ,, ~ .'~ .. ,,,
Houston',Development. ';":;~.;: :~ ,,:. ,,; .... ,,,,. Thc cost to replace or upgrade subs~ndard housing and to develop new types
of housing. ,
Pebt'~anage~t.':' '.:":.' ~', ;". ' ': jj, j~" A summary of existing debt service commitments and impact of furore debt.
, ..... ,, . ,.
............ ,,," An analysis of the impact of potential budget reductions at specified levels and
" ~ ' ' "" '" ' ..... ,",, future s~ffing n~ds,
· '. , · . . ' t ¢ , ,'
.,
~and schedule assigned to oouncil goals and objectives
~?,'%'Y~mF~n~n~.KeP/a~e~t: ':~ ,::' An invento~ of vehicles and equipment for all dc a~men
'"' "~':'"'"":'*~"":".~'":" ":' · re 1 . . p ts and proposed
,"~'"~','. ~.::,,'.~.,,,...'":::,',: '~' ',':,,, ,,, ',",: ,',: ,, a ~ehicIe enterprise :fund which /eases vehioles to depam~ents, Lease cost
'/:'7.~"'.,','. y :' :. 5 ?~'.. ",:':,,' ,,., ,: '.:,,,,,,; .,v:.:, ?::::( may include maintenance costs,
. , , ,
.... · .. . ....... A projection ofr~venues and expenditures for major funds including new or
.... ' '*,'~',," ;; ..... ~' "" ':, "' previously deleted pro.rased se~ices.
.... .
" '," ' ....... " ,. that will improve the eib" abili~ to fund capital improvement.
,,, , ~ , , , { , ,, :','~: , ,, ,,
~ , . , , J
A five to ten year projection of anticipated capital expenditures. The plan
should cover all funds of the city and should be updated at least once every two
years. Plan should include revenue sources.
A review of different growth and development scenarios on thc City's
operation and capital needs, Will be done in corijunction with the City's
capital improvement plan and other facets of this study.
A long term maintenance and capital improvement plan detailing the
techniques (seat coating, crack filling, routing, resurfacing and replacement and
annual cost for maintaining and replacing roadway systems (pavement, curb,
gutter and impacted utilities as required), Ideally this plan is incorporated into
JUN. 10. 2002
1'06PM
EHLERS & ASSOCIATES
P. 5
Policy
Debt Management
Risk Management
Special Assessment
User Charges
Utility Charges
Investment Policy
Annexation Policy
Business Subsidies
Fund Balance Policy
Budget and Financial Control
Ehlers & Associates
Key Financial Strategies
Financial Policies
~ Description
Establishes appropriate debt levels and debt instruments.
Defines how debt will be paid.
Describes use of insurance versus risk retention.
Establishes policy regarding funding of reserves.
Provides for allocation of risk management charges.
Establishes policy regarding public benefit versus assessed
share.
Describes when special assessment financing will be used.
Establishes policy regarding financing cost.
Establishes standards regarding recovery of actual costs to
provide service or product.
Establishes standards regarding recover), of actual costs to
sendce or product.
Establishes standards regarding allocation of fixed and
variable costs.
Establishes standards for the type of acceptable
investments.
Establishes collateralization standards.
Establishes liquidity standards;
Describes when and how annexation will be considered.
Describes when assistance such as tax increment financing,
abatement and other assistance will be provided.
Provides guidelines for targeted fund balances based upon
cash flows, emergency needs, contingencies and
management policies.
Describes how the budget will be developed, implemented
and revised as needed.
Describes how revenue and expenditure variances will be
managed.