8c Set Additional work Sessions, Nov 29 & 30 8e.
C ITYOF
1
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
1 (612) 937 -1900 • FAX (612) 937 -5739
1 MEMORANDUM
TO: Mayor and City Council
1 FROM: Don Ashworth, City Manager
1 DATE: November 17, 1993
SUBJ: Set Additional Work Sessions, November 29 and/or November 30
1
I was not pleased with our last budget work session and take total responsibility for such.
1 Specifically, I did not notice the dates that Fred had set for the Vision 2002 process nor the fact
that the time allocated for budget work sessions was simply not adequate assuming that the
council wished to be a part of Vision 2002. Council members should have an opportunity to
1 discuss their positions in regards to the 8 or 9 policy modifications currently in the budget
request forms from our departments. I am attaching a copy of the priority sheets of Colleen,
Mike and Dick.
1 To ensure that the City Council does have adequate time to discuss the budget and their ranking
of departmental requests, I would suggest that we include the 1994 budget in either or both of
1 the special work sessions set for November 29 and 30. November 29 is our first meeting to
discuss organized waste collection. It is possible that we could consume that entire evening with
1 that subject, but I doubt it. I would suggest that we cap both of the two meetings to 5:30 to 8:00
p.m. Again, if the waste collection meeting takes until 8:00 p.m., we won't be able to discuss
the budget. On the other side, if it does get over early, initial discussions could occur that
1 evening with the remainder of the budget discussions occurring at 5:30 p.m. the following
evening. I should note that the official public hearing for public comment on the budget is set
for November 30. What that means is that we will be announcing at the public hearing that the
1 budget is currently $620,000 out of balance and invite people in the crowd to provide suggestions
as to ways to cut that number. We would also announce that the council cannot increase their
taxes and that the only potential is for a further reduction from that shown on their Truth in
' Taxation notice. The council would have the option of either continuing the public hearing to
December 14 or to close the hearing and inform the audience that the final decision on cuts
would occur on December 14. The council could hold any additional work sessions necessary
between November 30 and December 14.
1
1
1
1 Mayor and City Council
November 17, 1993
1 Page 2
I firmly believe that we must come out of the work session process with a clear direction to staff
' as to what the council's priorities are and what items should be considered to be cut. Without
that type of agreement from the City Council, I am negotiating in the dark. Secondarily, I would
be doing a total disservice to Charles/Paul/'Todd/etc. if I were to meet with them and get their
' agreement to compromise "x" number of items, retum the agreed to budget back to the council,
and then have the council cut out their compromised position. I had that occur to me as it dealt
with a union compensation package. The council had set the parameters under which I was to
' negotiate, I completed those negotiations in accordance with the council's position, and then the
council changed its position. That action destroyed my credibility as a negotiator for the council
and established a significant morale problem. If this is the type of process the council is
' considering, then I would prefer to have Charles/Paul/Todd/etc. directly negotiate with the
council.
1 Hopefully we will have time to discuss this on Monday evening.
J
D A4P
1
1
1994 BUDGETARY GOALS
Strongly Strongly Rankin'
Opposed Support (Most
1 2 3 4 5 imp
being #1
1. The general theme of the Public Works budget . with leas
is one of ensuring that we maintain existing nnp
levels of snow plowing, park maintenance, seal being
coating, patching pot holes, etc. Do you believe
that we should attempt to maintain our street and
park services to a similar degree as was maintained
in 1993?
2. The Park Department stated that more and more of 1
the park acquisition and development fund is
currently being used to repair and replace existing
equipment. Of concern is the fact that the park
acquisition fund is not really being used for its
original purpose which was to acquire and
improve new parks. The concept presented was
one of attempting to allocate $30,000+ per year
for the next 3 years in an effort to get to a general
fund allocation of approximately $100,000 to repair
and replace, existing equipment. Do you support
this concept? J _7
3. The Public Safety Department presented a concept
of increasing the police contract so as to fund a
full time position through the Sheriff's Department
who would be more directly under the control of
Scott Harr. Investigative services would be one of
1
the primary duties; however, this officer would also
be available for patrolling the streets, weight limit
enforcement, etc. Do you support this concept?
4. A request was made to include in the 1994 budget
a line item for off-duty police patrol of our
neighborhoods and more specifically for speed
control. Officers used in this fashion would be 1
using a county squad and be under the direct
control of Scott Harr. Do you support this concept? 6 _
1
1
I 5. Park and Recreation programming is proposed to be
significantly higher in 1994. In doing such, we also
anticipate being able to derive new revenues -
1 generally offsetting the increased costs. Do you
agree that we should continue to support increasing
overall programming efforts if such can in fact be ],
1 balanced by additional revenues? �Q F 0 .4
6. The Planning Department has shown increases in
' several areas - most of which being outside of the
per view of general property taxes, i.e. programs
proposed under the SWMP fund are proposed
to be paid for via SWMP revenues. Accordingly,
the City Council will be given an opportunity, as
part of future City Council agendas, to determine
the level of those programs and whether SWMP
revenues should be increased or not. One of the
programs submitted by the Planning Department
' does have a direct impact on the 1994 budget - tree
reforestation program. Do you support increasing
general property taxes to carry out tree reforestation?
' 7. A lot of hype has been given to the fact that the
State of Minnesota has curtailed salary increases
' to 0%. The reason I refer to this as "hype" is that
it doesn't reflect the total story. The generalized
' increase for July, 1993, was in fact 0%. However,
this did not affect "step increases" that are 21/2%
in both '93 and '94. It also did not reflect that
' effective July 1, 1994, there will be a 3.1% increase
in the base nor an approximate 1/296 increase in
other benefits. I am currently president of the
' Metropolitan Area Managers Association and as
part of our last meeting, I polled other city managers
as to anticipated increases in salary for 1994.
' Although some were looking at 0, 1%, or 2% increase,
most of those reporting (approximately 50) stated
that they were at approximately 3%. Included in the
' 1994 is an anticipated 3% increase in general salary
increases. [NOTE: Increases are not given across
the board but must in fact be earned. Typically,
1 we have had 1 to 2 individuals whose work efforts
have been less than desired and their increase has
always been 0. The budget also includes approximately
2
1
1 to 2% in "comparable worth/pay equity" increases.
The majority of increases as part of the 1994 budget are
in the area of new employees, either put on in 1993
with the impact of those salaries then being seen
in 1994 or new positions in 1994. Do you agree
that a generalized increase of approximately 3% is
reasonable?
8. The good news is that the needs for our Fire
1
Department are anticipated to be relatively minor
over the next 20 years. The bad news is that two
major pieces of equipment are needed immediately -
a fire engine at a cost of approximately $385,000 and
a tanker at the cost of $200,000. Neither of these two
expenditures consider the OSHA required change out
of our "air packs" at a cost of $80,000 which needs to
occur in 1994. Does the City Council agree that a
priority should be placed on these three items?
9. A staged purchase of the above items is most logical
with the tanker being '94 -'95 and the fire engine being
'95 -'96. This solution appears to be acceptable to the
Fire Department. Is it acceptable to the City Council? �3
1
3
1
1
I Strongly Strongly Ranking
Opposed Support (Most
1 2 3 4 5 important
1 The general theme of the Public Works budget being #1 with least
is one of ensuring that we maintain existing important
1 levels of snow plowing, park maintenance, seal
being #9)
coating, patching pot holes, etc. Do you believe
that we should attempt to maintain our street and
1 park services to a similar degree as was maintained
in 1993? –� al-
1 t The Park Department stated that more and more of
the park acquisition and development fund is
I currently being used to repair and replace existing
equipment. Of concern is the fact that the park ` '
acquisition fund is not really being used for its
I original purpose which was to acquire and ■ •
improve new parks. The concept presented was
one of attempting to allocate $30,000+ per year ,•.
,1 for the next 3 years in an effort to get to a general /
fund allocation of approximately $100,000 tcirepair ."
c:7 and replace existing equipment. Do you support !�
I this concept?
1. The Public Safety Department presented a concept
I of increasing the police contract so as to fund a
full time position through the Sheriff's Department
who would be more directly under the control of
I Scott Harr. Investigative services would be one of
the primary duties; however, this officer would also G 0
be available for patrolling the streets, weight limit
1 enforcement, etc. Do you support this concept?
4. A request was made to include in the 1994 budget 7
1 a line item for off -duty police patrol of our /
neighborhoods and more specifically for speed 51
control. Officers used in this fashion would be -. el 7
1 using a county squad and be under the direct � ��
you Y support concept? control of Scott Harr. Do this con t? �
—_.
1
1 -i
•
1
5. Park and Recreation programming is proposed to be .
significantly higher in 1994. In doing such, we also
anticipate being able to derive new revenues -
generally offsetting the increased costs. Do you
agree that we should continue to support increasing
overall programming efforts if such can in fact be
- 3 1
balanced by additional revenues?
6. The Planning Department has shown increases in.
several areas - most of which being outside of the •
per view of general property taxes, i.e. programs
proposed under the SWMP fund are proposed
1
to be paid for via SWMP revenues. Accordingly,
the City Council will be given an opportunity, as f 6 7
part of future City Council agendas, to determine 1 bl
the level of those programs and whether SWMP
ti r_
revenues should be increased or not. One of the
programs submitted by the Planning Department , '
- does have a direct impact on the 1994 budget - tree
reforestation program. Do you support increasing
general property taxes to carry out tree reforestation?
7. A lot of hype has been given to the fact that the
State of Minnesota has curtailed salary increases
to 0 %. The reason I refer to this as "hype" is that
it doesn't reflect the total story. The generalized
increase for July, 1993, was in fact 0 %. However,
this did not affect "step increases" that are 21%
in both '93 and '94. It also did not reflect that
effective July 1, 1994, there will be a 3.1% increase
in the base nor an approximate 1/2% increase in
other benefits. I am currently president of the
Metropolitan Area Managers Association and as
part of our last meeting, I polled other city managers
as to anticipated increases in salary for 1994.
Although some were looking at 0, 1 %, or 2% increase,
most of those reporting (approximately 50) stated
that they were at approximately 3 %. Included in the
1994 is an anticipated 3% increase in general salary
1
increases. [NOTE: Increases are not given across
the board but must in fact be earned. Typically, 1
we have had 1 to 2 individuals whose work efforts
have been less than desired and their increase has
always been 0. The budget also includes approximately
2
1
1
1 to 2% in "comparable worth/pay equity" increases.
The majority of increases as part of the 1994 budget are
I in the area of new employees, either put on in 1993
with the impact of those salaries then being seen
\
,
in 1994 or new positions in 1994. Do you agree 4
1 that a generalized increase of approximately 3% is f,t e tlitterath a , 11 5 —
reasonable? et —
,
,
1 8. The good news is that the needs for our
Department are anticipated to be relatively minor
over the next 20 years. The bad news is that two -
1 major pieces of equipment are needed immediately -
a fire engine at a cost of approximately $385,000 and _.
a tanker at the cost of $200,000. Neither of these two
1 expenditures consider the OSHA required change out
of our "air packs" at a cost of $80,000 which needs to •
occur in 1994. Does the City Council agree that a 3' 3 ,- - -
1 priority should be placed on these three items?
—
9. A staged purchase of the above items is most logical
/ .
I with the tanker being '94-'95 and the fire engine being
'95-'96. This solution appears to be acceptable to the
...tb
Fire Department. Is it acceptable to the City Council?
—
1 •
1
I -
II
1
1
1
1
. . .
1
1994 BUDGETARY GOALS
Strongly Strongly Rankin
Opposed Support (Most
1 2 3 4 5
being #
1. The general theme of the Public Works budget with least
is one of ensuring that we maintain existing impo
levels of snow plowing, park maintenance, seal being
coating, patching pot holes, etc. Do you believe
that we should attempt to maintain our street and
1
park services to a similar degree as was maintained
in 1993? 3
2. The Park DeP artment stated that more and more of
the park acquisition and development fund is
currently being used to repair and replace existing
equipment. Of concern is the fact that the park
acquisition fund is not really being used for its
original purpose which was to acquire and
improve new parks. The concept presented was
one of attempting to allocate $30,000+ per year
for the next 3 years in an effort to get to a general
fund allocation of approximately $100,000 to repair lk`
and replace, existing equipment. Do you support ""
this concept? ,
3. The Public Safety Department presented a concept
of increasing the police contract so as to fund a
full time position through the Sheriff's Department
who would be more directly under the control of
•
Scott Harr. Investigative services would be one of
the primary duties; however, this officer would also ,{ 4
be available for patrolling the streets, weight limit ,:
enforcement, etc. Do you support this concept? �J
4. A request was made to include in the 1994 budget '
a line item for off -duty police patrol of our
neighborhoods and more specifically for speed
control. Officers used in this fashion would be 1
using a county squad and be under the direct
control of Scott Harr. Do you support this concept?
•
- �
1 5. Park and Recreation programming is proposed to be
significantly higher in 1994. In doing such, we also
' anticipate being able to derive new revenues -
generally offsetting the increased costs. Do you
agree that we should continue to support increasing
overall programming efforts if such can in fact be
' balanced by additional revenues? 3
I 6. The Planning Department has shown increases in
several areas - most of which being outside of the
per view of general property taxes, i.e. programs
proposed under the SWMP fund are proposed
to be paid for via SWMP revenues. Accordingly,
the City Council will be given an opportunity, as
' part of future City Council agendas, to determine
the level of those programs and whether SWMP
revenues should be increased or not. One of the
' programs submitted by the Planning Department
does have a direct impact on the 1994 budget - tree
reforestation program. Do you support increasing 3
general property taxes to carry out tree reforestation? __
7. A lot of hype has been given to the fact that the
•
1 State of Minnesota has curtailed salary increases
to 0 %. The reason I refer to this as "hype" is that
it doesn't reflect the total story. The generalized
•
1 increase for July, 1993, was in fact 0%. However,
this did not affect "step increases" that are 2
in both '93 and '94. It also did not reflect that
' effective July 1, 1994, there will be a 3.1% increase
in the base nor an approximate 1/2% increase in
other benefits. I am currently president of the
' Metropolitan Area Managers Association and as
part of our last meeting, I polled other city managers
' as to anticipated increases in salary for 1994.
Although some were looking at 0, 1 %, or 2% increase,
most of those reporting (approximately 50) stated
that they were at approximately 3 %. Included in the
1994 is an anticipated 3% increase in general salary
increases. [NOTE: Increases are not given across
' the board but must in fact be earned. Typically,
we have had 1 to 2 individuals whose work efforts
have been less than desired and their increase has
1 always been 0. The budget also includes approximately
1 2
1
1
1 to 2% in "comparable worth/pay equity" increases. 1
The majority of increases as part of the 1994 budget are
in the area of new employees, either put on in 1993
with the impact of those salaries then being seen
in 1994 or new positions in 1994. Do you agree
that a generalized increase of approximately 3% is
reasonable? J
8. The good news is that the needs for our Fire
Department are anticipated to be relatively minor
over the next 20 years. The bad news is that two
major pieces of equipment are needed immediately -
a fire engine at a cost of approximately $385,000 and
a tanker at the cost of $200,000. Neither of these two
expenditures consider the OSHA required change out
of our "air packs" at a cost of $80,000 which needs to
occur in 1994. Does the City Council agree that a
priority should be placed on these three items?
9. A staged purchase of the above items is most logical
)1.1 ?
with the tanker being '94 -'95 and the fire engine being
1 -4
'95 -'96. This solution appears to be acceptable to the
Fire Department. Is it acceptable to the City Council?
J
3
111