Budget Work Session 1
1
1
1
1 AGENDA
SPECIAL BUDGET WORK SESSION
1 MONDAY, NOVEMBER 29, 1993, 5:30 P.M.
CHANHASSEN CITY HALL, 690 COULTER DRIVE
1 Note: Supper will be provided.
1 1. 1994 Budget Work Session.
1
1 AGENDA ,.
SPECIAL COUNCIL MEETING
I TUESDAY, NOVEMBER 30, 1993, 5:30 P.M.
CHANHASSEN CITY HALL, 690 COULTER DRIVE
1 1. 5:30 p.m. - Organized Waste Collection Meeting with Haulers.
1 2. 7:00 p.m. - Public Hearing on the Proposed 1994 Budget.
1
1
1
1
1
1
CITYOF
, CHANHASSEN
tip
gittk
::. 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937 -1900 • FAX (612) 937 -5739
MEMORANDUM
TO: Mayor and City Council
' FROM: Don Ashworth, City Manager
1 DATE: November 24, 1993
SUBJ: Budget Work Session
' Note: The meeting with waste haulers has been switched to Tuesday night starting at 5:30
p.m. Monday evening's session will be solely a budget work session. This has been done as
both Councilmen Senn and Wing stated that they would not be able to be present Tuesday
' evening and most council members appeared to agree that the budget was the priority item.
A notice has been sent to the waste haulers informing them of the switched meeting dates.
' I have broken the attachments into three sections: General Fund (this fund has the most impact
on property taxes), Special Revenue Funds (except for Fire Relief and Environmental Trust, none
of these funds impact taxes), and Background Information (department descriptions of major
expenditures within each of the departments including justifications for those expenditures). Tom,
Jean, and I have started to meet with the department heads and have gotten a pretty good jump
on how we can alleviate the $628,000 problem. As Council members question particular budget
items, we should be in a position of stating whether that item has already been targeted and to
what extent.
1 The priority sheets of Dick, Colleen and Mike are attached to this memorandum.
See you Monday evening.
1
4C/".
1
1
1
ge.,
i
C ITYOF
_ay CHANHASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
1 (612) 937 -1900 • FAX (612) 937 -5739
' MEMORANDUM
TO: Mayor and City Council
FROM: Don Ashworth, City Manager
1 DATE: November 17, 1993
SUBJ: Set Additional Work Sessions, November 29 and /or November 30
' I was not pleased with our last budget work session and take total responsibility for such.
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
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.
To ensure that the City Council does have adequate time to discuss the budget and their ranking
1 of departmental requests, I would suggest that we include the 1994 budget in either or both of
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
' 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
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
1 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
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, return 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.
Hopefully we will have time to discuss this on Monday evening.
1
ri
1
1 1994 BUDGETARY GOALS
1 Strongly Strongly Ranking
Opposed _ Support (Most
I 1 2 3 4 5 important
being #1
1. The general theme of the Public Works budget with least
I is one of ensuring that we maintain existing important
levels of snow plowing, park maintenance, seal being #9)
coating, patching pot holes, etc. Do you believe
I that we should attempt to maintain our street and
park services to a similar degree as was maintained
in 1993? ,L._ S
1 2. 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
I 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
1 this concept? 0 7
3. 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
1 be available for patrolling the streets, weight limit
enforcement, etc. Do you support this concept? -`-/ 2
I 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
I control. Officers used in this fashion would be
using a county squad and be under the direct
control of Scott Harr. Do you support this concept?
1
I
1
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?
i t �
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?
I 7. A lot of hype has been given to the fact that the
State of Minnesota has curtailed salary increases
1 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,
1 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 1/2% 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
always been 0. The budget also includes approximately
1
2
1
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? y
I 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
1 priority should be placed on these three items? c,?
9. A staged purchase of the above items is most logical
1 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? -
1
-t=
1
1
3
1
1 S
11
r a y .-- _ ,.
1 Strongly Strongly Ranking
Opposed Support (Most
1 1 2 3 4 5 important
being #1
Ors The general theme of the Public Works budget Ieast
I is one of ensuring that we maintain existing important
levels of snow plowing, park maintenance, seal being #9)
coating, patching pot holes, etc. Do you believe
I that we should attempt to maintain our street and
park services to a similar degree as was maintained i/ a l_
in 1993?
' / ..
1 it 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 N
one of attempting to allocate $30 000+ year .
P g � per Y 4k
I for the next 3 years in an effort to get to a general / ;7_
fund allocation of approximately $100,000 tcs repair "
and replace existing equipment. Do you support
1 this concept?
`i. The Public Safety Department presented a concept
1 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 c� U S
�
be available for patrolling the streets, weight limit , . zi ._
1 enforcement, etc. Do you support this concept?
I 4. A request was made to include in the 1994 budget 7
a line item for off -duty police patrol of our ( 5 ) 0-i'' {--
neighborhoods and more specifically for speed
1 control. Officers used in this fashion would be
using a county squad and be under the direct '�
control of Scott Harr. Do you support this concept? _ :0
1
1 -
1
I -4441 44
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 -
I generally offsetting the increased costs. Do you
agree that we should continue to support increasing
overall programming efforts if such can in fact be ��
I balanced by additional revenues?
6. The Planning Department has shown increases in N
I 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
I 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 { � l
I the level of those programs and whether SWMP �,
revenues should be increased or not. One of the
programs submitted by the Planning Department
I does have a direct impact on the 1994 budget - tree `�
reforestation program. Do you support increasing `
tree / � C
--
general property taxes to carry out reforestation ?
I 7. A lot of hype has been given to the fact that the
State of Minnesota has curtailed salary increases
1 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,
1 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
I in the base nor an approximate 1/2% increase in
other benefits. I am currently president of the
I Metropolitan Area Managers Association and as
part of our last meeting, I polled other city managers •
as to anticipated increases in salary for 1994.
I 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
I 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,
I 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
1
2
1
- t5 , '
1 1 to 2% in "comparable worth/pay equity" increases. 1 ea
The majority of increases as part of the 1994 budget are
\t 4V -14eL‘
1 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 o°
that a generalized increase of approximately 3% is . , a i �
1 reasonable? D` F
I 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 -
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 %r
1 priority should be placed on these three items? Al %
AI
9. A staged purchase of the above items is most logical
T
I 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?
1
1 \ .
■
1
cl
1
S \''
kc /
1
1
1
I . 3
1
1
1 1994 BUDGETARY GOALS
1 Strongly Strongly Ranking
Opposed Support (Most
1 2 3 4 5 important
1 being #1
1. The general theme of the Public Works budget with least
I is one of ensuring that we maintain existing important
levels of snow plowing, park maintenance, seal being #9)
coating, patching pot holes, etc Do you believe
I that we should attempt to maintain our street and
park services to a similar degree as was maintained
L ,,,
in 1993? 3 �1 : 1 2. 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
I 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 i kb
1 this concept?
3. 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
1 Scott Harr. Investigative services would be one of
the primary duties; however, this officer would also 7 i
be available for patrolling the streets, weight limit 3 I,
1 enforcement, etc. Do you support this concept?
I 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
I control. Officers used in this fashion would be
using a county squad and be under the direct
...S "—
control of Scott Harr. Do you support this concept?
1
1
1
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
balanced by additional revenues?
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
' 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
1 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
' always been 0. The budget also includes approximately
1 2
1
1
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
1 reasonable?
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 $80,000 which needs to
occur in 1994. Does the City Council agree that a cr.&
priority should be placed on these three items?
9. A staged purchase of the above items is most logical Q y r
with the tanker being '94 -'95 and the fire engine being
'95 -'96. This solution appears to be acceptable to the
Fire Department. Is it acceptable to the City Council?
fi k/
J
3
1
1
1
1
SPECIAL REVENUE FUNDS
• Cable TV
1 • Environmental Protection
1 • Park/Trailways Acquisition and Development
• Utility Administration
I anita Sewer and Water Expansion
System Ex
• Sanitary y P
1 • Surface Water Management Utility
1 • Firemen's Relief
1
1
1
1
1
1
1
1
FUND #210
1 CATV
SPECIAL REVENUE FUND
1994 BUDGET
Commentary
1 General Comment: Under the terms of the franchise agreement
with Triax Cablevision the City is to receive 5% of the revenues
derrived from cable television sales within the City. These
II monies are dedicated solely to improving public broadcasting
capabilities, studio improvements, and other capital expen-
ditures improving the overall system.
1 During the early operation years it is difficult to anticipate
fees which will be generated from franchise fees. Fees to film
I community activities, by School District 112, are included.
Expenditures
1993 1
' Film Comm. Activities (4300)
School District 5,000 5,000
Local 9,000 9,000
Camera, Microphones, update Mixer Board5,000 _.7
19,000 21,000
1
1
1
1
1
1
1
1
1
1
1
FUND #210 - CATV
I SPECIAL REVENUE FUNDS `
1994 BUDGET
I BUDGET ESTIMATED BUDGE
1993 199 ..... _1994_
REVENUF:
I TAXES:
210 3080 Franchise, Fees _2DO _ 36,2 0 O -'?
210 3098 TOTAL TAXES 36,200 36,200 38,00C
��
OTI REVENUE
~� --- 210 3810 Interest Earnings _����� -_ 6,OD[
��
210 3898 TOTAL OTHER REVENUE 6,000 12,000 6,00C
11 210 3999 TOTAL REVENUE 42,200 48,200 44,00{
EXPENDZTUAE.5:
��
N� PFRONAL 5ERVICE$
210 4010 Salaries & Wages, Regular 27,100 27,100 28,81C
210 4030 Contrib., Retire. 3,300 3,150 3,50C
I 210 4040 Contrib', Ins. 4,600 4,000 5,00{
210 4050 Workers Comp. 200 170 ' 20{
TOTAL PERSONAL SERVICES 35,200 34,420 37,51{
I MATERIALS & SUPPLIES
• 210 4120 Supplies, Equipment 1,000 600 1,00C
I TOTAL MATERIALS & SUPPLIES 1,000 500 1,00C
"
CONTRACTUAL 5ERVICE$
I 210 4D00 Fees, Service 12,500 14,000 14,00 �
- - ----
210 459« TOTAL CONTRACTUAL SERVICES 12,500 14,000 14,00{
~-
CAPITAL OUTL AY
210 470E Equipment 7,000 5,000 7,00[
.
__--
1 N� 210 4799 TOTAL CAPITAL OUTLAY 7,0OO __ 5,000 7,00C
210 4999 TOTAL EXPENDITURES 55,700 53,920 59,51C
Revenues over (under) Expenditures (13 (5,720) (15,51{
I Fund Balance Forward 134,650 97,938 92,21E
1 Less Required Reserve 121,150 92,218 76,70E
Total Resources over(under)
Total Resources over (under) Liabilities 0 0 C
0I '-a» "
II -
'�
1 FUND #211
ENVIRONMENTAL PROTECTION
II SPECIAL REVENUE FUND
1994 BUDGET
II Commentary
II Function: To provide funding mechanism and accounting control for
projects /activities that have significant impact on our environment.
Recent events such as the "storm of the century" (July 1987) and the
I current threat of a possible infestation of our lakes with Eurasian
Milfoil remind us of the disastrous epidemic of Dutch Elm Disease and
Oak Wilt in the late 1970's and early 1980's that cost millions of
I dollars nationally to combat and left a lot of governmental units
scrambling for the means and mechanism with which to properly address
the problem.
II More recently, the environmental problems and costs associated with
solid waste (garbage), recycling and composting continue to grow.
Chanhassen continues to aggressively attack these problems and attempt
I to resolve these issues before they become totally unmanageable.
Cooperative efforts with the county for composting and recycling are
continuing and specific costs associated with these issues are funded
I through this Special Revenue Fund.
Each individual project /issue within the fund shall be separately iden-
tified by department and associated budget /expenditures with be
I recorded accordingly. Specific line item budgets will not necessarily
be documented, but rather, bottom - line project budgets will be
adopted /enfor (It is presumed that the funds allocated for each
department /project will be primarily contractual services.)
II
The current specific projects /issues and their associated budgets are
identified on the following page.
II
II
1
1
1
II
II
II
II FUND #211 - ENVIRONMENTAL PROTECTION
SPECIAL REVENUE FUNDS
II 1994 BUDGET
I BUDGET ESTIMATED BUDGET
1993 1993 1994
REVENUES:
II 211 3010 Current Property Tax 115,500 115,500 122,000
211 3505 Recycling Rebate 1,000 0 0
211 3520 Grants, County 0 7,200 5,000
I 211 3650 Sale of Recyclables 200 0 0
211 3801 Interest Earnings 8,000 30,000 10,000
1 211 3999 TOTAL REVENUE 124,700 152,700 137,000
EXPENDITURES:
11 ' 211 -231 RECYCLING
Personal Services 35,000 14,900 36,100
Materials & Supplies 5,000 5,000 5,000
Contractual Services 15,000 15,000 16,300
II 211 -231 RECYCLING TOTAL 55,000 34,900 57,400
1 211 -233 STREET /PAVEMENT MANAGEMENT
Contractual Services 25,000 5,000 25,000
211 -233 STREET /PAVEMENT MANAGEMENT 25,000 5,000 25,000
II 211 -234 EURASIAN WATER MILFOIL
Contractual Services 15,000 5,000 15,000
II 211 -234 EURASIAN WATER MILFOIL TOTAL 15,000 5,000 15,000
211 -235 LAKE EROSION CONTROL
II Contractual Services 20,000 10,000 20,000
211 -235 LAKE EROSION CONTROL TOTAL 20,000 10,000 20,000
II 211 -236 REFORESTATION
Personal Services 0 5,500 10,000
I Materials & Supplies 0 500 400
17,
Contractual Services 0 9,000
17,700
211 -236 REFORESTATION TOTAL 0 15,000 28,100
I 211 TOTAL EXPENDITURES 115,000 69,900 145,500
I Revenue over (under) Expenditures 9,700 82,800 (8,500)
Fund Balance Forward 202,500 287,150 369,950
I Transfers in (out) 0 0 0
Less Required Reserve 212,200 369,950 361,450
II Total Resources over(under)
Liabilities '' 0 0 0
11
II
II FUND #410
PARK /TRAILWAYS ACQUISITION AND DEVELOPMENT
CAPITAL PROJECT FUND
II 1994 BUDGET
General Comment: Park fees (charges established on new construction) are
I receipted into this fund. All major park improvements become a budgeted
expense of this fund (Note: To insure multi -year accountability for indivi-
dual projects, a separate fund is typically established to account for the
l ssets /liabilities of that project, i.e. Lake Ann Boat Access. In instances
ike the boat access, the City share of the project cost is "reserved" until
final approvals are received. At time of receipt of federal /state dollars,
the City share (budgeted amount) is "transferred" to the individual project
fund. All of the revenues /expenses associated with the project thereby
become easier to monitor - with final balances being "transferred" back to
this fund). As such, this fund represents the master fund reflecting current
I nd future obligations for major park projects, as well as minor park improve -
ents within our community.
e xpenditures 1993 1994
4010 Personal Services
Park and Recreation Coordinator - 20%
II 4150 - Maintenance Materials
Bryan Rock, Mueller Rock 2,000
4300 - Fees, Service 10,000 12,000
Professional services associated with
the development of city parks and trails.
II 4302 - Fees, Legal 1,000 1,000
Legal services associated with the
II development of city parks and trails
4410 - Rental, Equipment 2,200 500
I Rental of heavy equipment for grading of
new parks
4510 - Tennis Court Maintenance 0 4,000
I 4701 - Land Purchase & Improvements
- Half court basketball, Chanhassen Estates Park 2,500
I - Trees, Lake Ann Park 3,000
- Skating Rink electrical service with light 8,000
- Trees, Power Hill Park 2,000
II - Contingency, Lake Ann Park 2,500
18,000
11
II -1
II
II
II FUND #410
PARK /TRAILWAYS ACQUISITION AND DEVELOPMENT
CAPITAL PROJECT FUND
II 1994 BUDGET
Expenditures 1993
1 4705 - Other Equipment
- Play area expansion, Chanhassen Hills Park 13,000
I - Track ride, Lake Susan 2,000
- Play area expansion, North Lotus Lake Park 12,000
Play area, Pheasant Hill Park 20,000
Picnic Tables, Pheasant Hill Park 3,000
II Benches, Pheasant Hill Park 1,600
Picnic Tables 4,000
Scout Projects 500
I Contingency 10,000
66,100
4752 - Trailway Improvements
Lake Ann Park Trail Extension 2,500
4769 - Recording costs, taxes 200
II
II
II
II
1
II
II
II
r
II
1
II FUND: CAPITAL PROJECTS
FUNCTION: 410 - PARK /TRAILWAYS ACQUISITION AND DEVELOPMENT
II • 1994 BUDGET
BUDGET ESTIMATED PROPOSED
1993 1993 1994
II EXPENDITURES:
Personal Services
410 4010 Salaries & Wages, Regular 8,650 8,700 9,350
11 0 4030 Contributions, Retirement 1,050 1,000 1,130
0 4040 Contributions, Insurance 700 550 1,02()
0 4050 Workmens Compensation 100 60 100
10 4099 TOTAL PERSONAL SERVICES 10,500 10,310 11,600
Materials & Supplies
410 4130 Supplies, Program 0 0 0
10 4150 Maintenance Materials 2,000 13,000 2,000
4298 TOTAL MATERIALS & SUPPLIES 2,000 13,000 2,000
Contractual Services
It 4300 Fees, Service 10,000 10,000 12,000
4302 Fees, Legal 1,000 1,000 1,000
410 4340 Printing & Publishing 0 0 200
0 4375 Promotional Expense 0 0 1,500
0 4410 Rental, Equipment 2,200 1,500 500
410 4510 Rep. & Maint. - Bldg. & Gnd. 0 0 4,000
11 0 4599 TOTAL CONTRACTUAL SERVICES 13,200 12,500 19,200
Capital Outlay
0 4701 Land or Building Improvement 23,500 12,500 18,000
0 4705 Other Equipment 51,500 44,500 66,100
0 4751 Awarded Constr. Contracts 65,000 0 0
410 4752 Outside Engineering Services 1,200 0 1,000
0 4754 Trailway Inprovements 0 0 2,500
0 4769 Other Acquisition Costs 0 200 200
410 4799 TOTAL CAPITAL OUTLAY 141,200 57,200 87,800
Miscellaneous Disbursements
10 4933 Sales Tax on Purchases 9,750 _ 3,500 _ 5,700
0 4998 T07AL MISC. DISBURSEMENTS 9,750 3,500 5,700
10 4999 TOTAL EXPENDITURES 176,650 96,510 126,300
1
1
1
1
1
1
1 FUND: CAPITAL PROJECTS
FUNCTION: 410 - PARK /TRAILWAYS ACQUISITION AND DEVELOPMENT
1 1994 BUDGET
BUDGET ESTIMATED PROPOSED
1 1993 1993 1994
REVENUE
Charges for Service
1100 0 3303 Park Development Fees 115,000 115,000 120,000
3304 Trail Fees 40,000 35,000 30.000
3399 TOTAL CHARGES FOR SERVICE 155,000 150,000 150,000
Int & Other Revenue
0 3801 Interest 30,000 32,000 20,000
410 3807 Donations 200 0 0
1 0 3899 TOTAL INTEREST & OTHER REVENUE 30,200 32,000 20,000
410 3999 TOTAL REVENUE 185,200 182,000 170,000
1
1
1
1
1
1
1
1
1
1
1
1
CITY OF CHANHASSEN 1994 BUDGET
1 FUND: ENTERPRISE
FUNCTION: #700 - SEWER & WATER UTILITY
I/ REVENUE
BUDGET ESTIMATED PROPOSED
II 1993 1993 1994
SPECIAL ASSESSMENTS
700000 3140 Penalties & Interest 500 600 500
1 700000 3199 TOTAL SPECIAL ASSESSMENTS 500 600 500
I PERMITS
700000 3315 Sewer Permit 3,000 2,000 3,000
700000 3321 Water Permit 3,500 2,000 3,000
I 700000 3399 TOTAL PERMITS 6,500 4,000 6,000
CHARGES FOR CURRENT SERVICES
I 700000 3660 Sewer Customers 1,020,000 988,000 1,005,000
700000 3661 Water Customers 630,000 580,000 605,000 .
700000 3662 Utility Penalties 30,000 30,000 35,000
1 700000 3663 Customer Service 1,200 1,200 1,200
700000 3664 Sale of Meters & Parts 26,000 25,000 30,000
700000 3665 Hydrant Rental or Repair 1,000 0 1,000
700000 3667 Certification Fee 5,000 3,000 4,000
II 700000 3699 TOTAL CURRENT SERVICES 1,713,200 1,627,200 1,681,200
I OTHER REVENUE
3801 Interest Earnings 50,000 90,000 60,000
II 700000 3899 TOTAL OTHER REVENUE 50,000 90,000 60,000
700000 3999 TOTAL REVENUE 1,770,200 1,721,800 1,747,700
II TOTAL EXPENDITURES 1,599,100 1,572,970 1,693,100
TOTAL REVENUE OVER(UNDER)
II EXPENDITURES 171,100 148,830 54,600
Fund Balance Forward 940,840 997,400 831,636
Transfers 0 0 0
II Less Req. Reserve ** 319,800 314,594 338,620
TOTAL RESOURCES OVER(UNDER)
1 LIABILITIES 792,140 831,636 547,616
I ** 20% as required reserve - City Auditors
II
1
FUND: 700 - ENTERPRISE
DEPARTMENT: SEWER AND WATER ADMINISTRATION
1994 BUDGET
Commentary
1 Function: To provide administration, fiscal, clerical and billing
services for the Sewer and Water Utility Fund. Assuring that the
enterprise function is properly funded via uniform user charges,
are objectives of this department.
Expenditures:
General Comments: Continuing new requirements by
Federal /State /Metropolitan governments place a severe financial
burden on the utility operations of the City. The continuing
growth of the City naturally includes additional utility users
I that must be billed, informed and regulated. The increases in
expenditure levels are commensurate with the increases in custo-
mers.
' Personal Services - Budgeted positions include:
1993 1994
Account Clerk 75% 75%
Treasurer 20% 20%
' Data Processing Coordinator 20% 20%
Account Clerk 60% 60%
City Engineer (supervisory) 20% 20%
1 City Manager 10% 10%
4130 - Computer software.
4300 - Data Processing.
4301 - Audit fee
4340 - Meter reading sheets, utility bills, budget and financial
I statement publication.
4530 - Maintenance on typewriter, calculator and computer.
1
1
II
CITY OF CHANHASSEN 1994 BUDGET
11 FUND: ENTERPRISE
11 FUNCTION: #701 - UTILITY ADMINISTRATION
II 1993 1993 1994
ACCOUNT DESCRIPTION BUDGET RE- ESTIMATE PROPOSED
4010 SALARIES & WAGES, REG. 71,500 60,900 78,500
II 4020 SALARIES & WAGES, TEMP. 3,000 0 0
4030 CONTRIB., RETIRE. 9,200 7,440 9,520
4040 CONTRIB., INS. 9,400 4,100 7,120
1 4050 WORKMENS COMP. 600
1,200 520 790
4081 COMPENSATED ABSENCES ,200 1,200 1,200
* TOTAL PERSONAL SERVICES 94,900 74,120 97,130
II 4110 SUPPLIES, OFFICE 1,500 500 1,000
4130 SUPPLIES, PROGRAM 2,000 700 2,500
II 4210 BOOKS & PERIODICALS 100 0 100
* TOTAL MATERIALS & SUPPLIES 3,600 1,200 3,600
1 4300 FEES, SERVICE 10,000 18,000 12,000
4301 FEES, FINANCIAL /AUDIT 10,000 10,000 10,000
4310 TELEPHONE 350 350 400
1 4330 POSTAGE 6,000 5,000 6,000
4340 PRINTING AND PUBLISHING 3,000 2,400 3,000
4370 TRAVEL & TRAINING 600 600 1,000
II 4530 REP: & MAINT., EQUIPMENT 1,000 600 1,000
* TOTAL CONTRACTUAL SERVICES 30,950 36,950 33,400
II 4703 OFFICE EQUIPMENT 5,000 3,000 3,000
* TOTAL CAPITAL OUTLAY 5,000 3,000 3,000
1
* TOTAL UTILITY ADMINISTRATION 134,450 115,270 137,130
1
1
II
1
11
II
I FUND: 700 - ENTERPRISE
DEPARTMENT: WATER AND SEWER OPERATIONS
I 1994 BUDGET
Commentary
II
Function: To rovide a safe, potable water supply to the residents
P p pp Y
using the municipal water system. This work involves the operation,
I maintenance and repair of the City's wells, booster stations and
tank storage facilities as well as the many miles of trunk and
lateral water lines, hydrants and system connections. Said connec-
' tions include water meters, remote readers and service lines to the
shut -off valves. Additionally, to operate, maintain and repair the
City's sanitary sewer system including trunk and lateral lines, lift
I stations and system connections.
In 1991 we combined the functions of water and sewer operations
for ease in budgeting and accounting. Since they are funded by a
' combined fund the need for separation of costs is no longer present.
Personal Services: This budget section includes:
II 1993 1994
Utility Superintendent 100% 100%
Utility Operator (4) 100% 100%
II Garage Foreman & Mechanics 10% 10%
Utility Operator 0% 100%
Public Works Secretary 0% 25%
I 4120 - Replace locator and update safety equipment.
I 4300 - New water testing mandate by MN Department of Health.
4370 - Safety training seminars and licensing training.
1 4530 - New pump for vac truck.
Repair and maintenance of utilities as covered by budget code 4550
of this section shall be used for minor work items of less than
$1,000 Utility items in excess of this amount are included in the
710 Sewer /Water Expansion Fund Budget.
II
1
II
1
11
II
II CITY OF CHANHASSEN 1994 BUDGET
II FUND: ENTERPRISE
II FUNCTION: #702 - SEWER AND WATER OPERATIONS
1993 _ 1993 1994
1 ACCOUNT DESCRIPTION BUDGET RE- ESTIMATE PROPOSED
4010 SALARIES & WAGES, REG. 181,700 182,900 223,670
II 4011 OVERTIME, REGULAR 12,000 11,000 12,000
4012 STAND -BY PAY 12,000 11,000 12,000
4020 SALARIES & WAGES, TEMP. 0 0 0
II 4030 CONTRIB., RETIRE. 25,000 25,500 27,130
4040 CONTRIB., INS. 24,000 18,100 32,470
4050 WORKMENS COMP. 14,000 12,300 17,050
4081 COMPENSATED ABSENCES 6,500 6,500 6,500
II * TOTAL PERSONAL SERVICES 275,200 267,300 330,820
II 4110 SUPPLIES, OFFICE 250 700 700
4120 SUPPLIES, EQUIPMENT 8,000 10,000 10,000
4140 SUPPLIES, VEHICLES 4,500 6,000 6,000
4150 MAINTENANCE MATERIALS 18,000 13,000 15,000
II 4160 CHEMICALS 9,000 9,000 9,000
4170 MOTOR FUELS & LUBRICANTS 10,000 10,000 12,000
4210 BOOKS & PERIODICALS 100 100 250
II 4240 UNIFORMS & CLOTHING 900
24, 650 1,300
4250 MERCHANDISE FOR RE -SALE 000 24,000 20,000
4260 SMALL TOOLS & EQUIP. 900 800 1,000
II * TOTAL MATERIALS & SUPPLIES 75,650 74,250 75,250
4300 FEES, SERVICE 4,000 4,000 4,000
II 4310 TELEPHONE 8,000 9,000 10,000
4320 UTILITIES 94,000 97,000 100,000
4340 PRINTING AND PUBLISHING 500 300 500
I 4350 CLEANING & WASTE REMOVAL 150 50 100
4360 SUBSCRIPT. & MEMBERSHIPS 100 200 300
4370 TRAVEL & TRAINING 1,500 2,300 3,000
4410 RENTAL, EQUIPMENT 500 500 500
II 4440 LICENSE & REGISTRATION 350 100 300
4483 INS., GENL LIABILITY 20,000 20,000 20,000
4509 REMIT TO OTHER AGENCIES 956,000 956,000 946,000
1 4510 REP.& MAINT.,BLDG & GNDS 1,000 500
3,000 1,000
4520 REP. & MAINT., VEHICLES 3,000 ,000 3,500
4530 REP. & MAINT., EQUIPMENT 5,800 4,000 18,000
1 4531 REP. & MAINT., RADIOS 700
14, 700 700
4550 REP. & MAINT., UTILITY 000 14,000 16,000
* TOTAL CONTRACTUAL SERVICES 1,108,800 1,111,650 1,123,900
II 4933 SALES TAX ON PURCHASES 5,000 4,500 6,000
II * TOTAL MISC. DISBURSEMENTS 5,000 4,500 6,000
II * TOTAL SEWER /WATER OPERATIONS 1,464,650 1,457,700 1,535,970
II FUND: 710
SANITARY SEWER AND WATER SYSTEM EXPANSION
PUBLIC SERVICE ENTERPRISE FUND
II 1994 BUDGET
II Commentary
This fund derives its money from sanitary sewer /water hook up charges
I and has been dedicated to pay the oversizing and other general benefit
costs of the sewer /water utility system. Revenues into this fund fluc-
tuate greatly in that collections are based on development in areas
where trunk costs were not assessed and used to finance construction
"projects. Required Reserve = 100,000 emergency repairs.
Expenditures from this fund are noted on the attached Capital Improve-
' ment Program.
Water Revenue Bonds of 1990
Year Paid Principal Interest Total Payment Balance
II 1991 34,963.35 34,963.35 830,000
1992 55,000 50,795.00 105,795.00 775,000
1993 75,000 46,895.00 121,895.00 700,000
II 1994 90,000 41,900.00 131,900.00 610,000
1995 100,000 36,055.00 136,055.00 510,000
1996 110,000 29,490.00 139,490.00 400,000
1 1997 120,000 22,185.00 142,185.00 280,000
1998 135,000 13,957.50 148,957.50 145,000
1999 145,000 4,785.00 149,785.00 0
I Payments are as recorded in the bond register. Actual interest
payments will vary because full accrual method of accounting will be
used.
II
II .
II
1
II
II
II
II FUND: 710
SANITARY SEWER AND WATER SYSTEM EXPANSION
PUBLIC SERVICE ENTERPRISE FUND
11 1994 BUDGET
1 FIVE YEAR CAPITAL IMPROVEMENT PROGRAM
FOR THE CHANHASSEN WATER SYSTEM
ESTIMATED
1 YEAR DESCRIPTION COST
1994 SCADA System annual maintenance 10,000
II Chanhassen Estates watermain replacement 230,000
Add Well #7 450,000
II General repairs 30,000 720,000
I 1995 SCADA System annual maintenance 10,000
Engineering studies 30,000
II Upgrade Galpin Boulevard booster 75,000
Miscellaneous replacement of old cast iron mains 100,000
II General repairs 35,000 330,000
1996 SCADA System annual maintenance 10,000
1 Engineering studies 30,000
I Inspect and repair ground storage reservoir 80,000
Miscellaneous replacement of old cast iron mains 100,000
1 General repairs 35,000 225,000
1997 SCADA System annual maintenance 10,000
I Construct storage tank 2,400,000
1 Miscellaneous replacement of cast iron mains 100,000
General repairs 30,000 2,540,000
1 1998 SCADA System annual maintenance 10,000
Add Well #8 450,000
1 Inspect and repair West 76th Street Elevated tower 35,000
I General repairs 10,000 505,000
*Proposed funding via existing bond proceeds or future public improvement project.
1
1
II FUND: 710
SANITARY SEWER AND WATER SYSTEM EXPANSION
PUBLIC SERVICE ENTERPRISE FUND
II FIVE YEAR CAPITAL IMPROVEMENT PROGRAM
I ESTIMATED
YEAR DESCRIPTION COST
II 1994 *Contract to repair manholes and sewer lines
suffering from severe infiltration 250,000
Televise lines to be included in annual
II rehabilitation program. 10,000
Lift Station #20 repairs (West 96th Street) 15,000
II General Repairs 25,000 300,000
il 1995 *Contract to repair manholes and sewer lines
II suffering from severe infiltration 350,000
Televise lines to be included in annual
II rehabilitation program. 10,000
General Repairs 25,000 385,000
I 1996 Contract to repair manholes and sewer lines
suffering from severe infiltration /inflow 300,000
II Televise lines to be included in annual
rehabilitation program. 10,000
II General Repairs 30,000 340,000
I 1997 General Repairs 30,000
1998 General Repairs 30,000
II NOTE: General maintenance including replacement of check valves, annual inspection
of pumps and replacement of other miscellaneous equipment is not included
I in the above listing.
*A severe inflow /infiltration problem has been defined by MWCC in the recent
area -wide study and further supported by Bonestroo, Rosene, Anderlik, and Asso-
ciates. Correction of this problem necessitates continuation of large scale annual
repair programs aimed at ultimately reducing over -all infiltration /inflow and sub-
sequently reducing our annual payment to MWCC for treatment costs.
II
II
II
II
11 FUND: PUBLIC SERVICE ENTERPRISE
FUNCTION: 710- SANITARY SEWER AND WATER SYSTEM EXPANSION
II 1994 BUDGET
II BUDGET ESTIMATED BUDGET
1993 1993 1994
REVENUE
Other Revenue
II 710000 3801 Interest Earnings 65,000 150,000 75,000
710000 3806 Connection Charges 163,000 275,000 180,000
710000 3811 Sur Charge 30,000 20,000 15,000
II 710000 3899 TOTAL OTHER REVENUE 258,000 445,000 270,000
II 710000 3999 TOTAL REVENUE 258,000 445,000 270,000
EXPENDITURES
Materials and Supplies
II 710000 4150 Maintenance Materials 1,000 1,000 1,000
710000 4298 TOTAL MATERIALS AND SUPPLIES 1,000 1,000 1,000
Contractual Services
710000 4300 Fees, Service 10,000 10,000 390,000
I 710000 4340 Printing and Publishing 500 500 500
710000 4360 Subscript. + Memberships 150 150 200
710000 4530 Rep. & Maint. Equipment 10,000 10,000 10,000
710000 4550 Rep. & Maint. Utility 445,000 445,000 475,000
I 710000 4599 TOTAL CONTRACTUAL SERVICES 465,650 465,650 875,700
II 710000 4752 Outside Engineering Fees 0 5,000 145,000
710000 4798 TOTAL CAPITAL OUTLAY 0 5,000 145,000
II Debt Payments
710000 4801 Principal 0 75,000 90,000
710000 4802 Interest 0 45,395 40,070
II 710000 4899 TOTAL DEBT PAYMENTS 0 120,395 130,070
II 710000 4999 TOTAL EXPENDITURES 466,650 592,045 1,151,770
Revenue over (under) Expenditures (208,650) (147,045) (881,770)
11 Fund Balance Forward 718,100 1,110,270 863,225
Transfers In (Out) Bonds of 1986 (30,000) 0 0
I Bonds of 1990 (106,000) 0 0
Lake Ann Interceptor (25,000) 0 0
Less Required Reserve 100,000 100,000 100,000
II Total Resources over(under) Liabilities 248,450 863,225 (118,545)
1 '3
11
II FUND: 720 - ENTERPRISE
I I DEPARTMENT: SURFACE WATER MANAGEMENT UTILITY
1994 BUDGET
II Commentary
Function: To account for activities and progress of the Surface
II Water Management Utility District adopted by the City Council in
September 1990.
General Comments: The Minnesota Legislature enacted the "Chapter
11509" legislation for local governments to provide the financing
mechanism to build and maintain storm sewers and drainage ponds and
I generally control the surface water drainage from storms, spring
thaw, etc. As we became more environmentally aware and educated,
the necessity for establishing such a district in Chanhassen became
more evident.
I he Surface Water Management Fund will account for the activities
within the entire city relating to storm water run -off, retention,
and water quality issues and carry out the surface water management
plan as adopted in summary form by the City Council.
' Revenues: Property owners are billed on a quarterly basis in con-
junction with the sewer and water utility billing. Properties are
identified and charged according to the rate schedule (City Ordi-
nance 90 -149) adopted by the City Council.
Expenditures:
Personal Services: These costs represent proportioned costs of
I various city employees directly involved with the administration and
planning of the district.
Planning Director 100
II
Planner 25%
Data Processing Coordinator 10%
Account Clerk 10%
II Account Clerk 25%
Water Resources Coordinator 50%
Il Materials and Supplies: A projected cost of specific materials
needed to carry out the administration of the district.
Fees for Service: Included are: 1993 1994
Computer Programming /Processing 2,500 0
Water Quality Testing 5,000 11,000
Educational Efforts 5,000 5,000
II Wetland Banking Program 0 25,000
Engr. Emergency Fund 25,000 20,000
Special Studies 20,000 15,000
I Accelerated Street Sweeping /Pond Maint. 20,000 20,000
Initial Water Quality Construction 125,000 278,000
202,500 374,000
II Other Contractual Services: Proportional share of stated expenses.
II
II
CITY OF CHANHASSEN 1994 BUDGET
II FUND: ENTERPRISE
FUNCTION: #720 SURFACE WATER MANAGEMENT UTILITY
1
1993 1993 1994
II ACCOUNT DESCRIPTION BUDGET RE- ESTIMATE BUDGET
REVENUE.
720 3661 Water Customers 136,000 139,000 142,000
II 720 3662 Utility Penalties 4,200 2,500 3,000
720 3667 Certification Fee 1,000 1,000 1,000
720 3699 TOTAL CURRENT SERVICES 141,200 142,500 146,000
II 720 3801 Interest Earnings 8,000 20,000 10,000
720 3820 Misc. Other Revenue 0 18,000 0
720 3899 TOTAL OTHER REVENUE 8,000 38,000 10,000
II 720 3999 TOTAL REVENUE 149,200 180,500 156,000
1 EXPENDITURES
720 4010 Salaries & wages, Reg. 47,500 32,000 45,930
I 720 4011 Overtime, Regular 4,000 0 4,000
720 4030 Contrib., Retire. 3,700 3,700 5,570
720 4040 Contrib., Ins. 2,600 2,700 5,780
720 4050 Workmens Comp. 200 130 680
II TOTAL PERSONAL SERVICES 58,000 38,530 61,960
I 720 4110 Supplies, Office 300 200
3 300
720 4120 Supplies, Equipment 0 ,000 3,000
720 4130 Supplies, Program 1,000 1,700 2,000
II 720 4150 Maintenance Materials 0 1,000 1,000
TOTAL MATERIALS & SUPPLIES 1,300 5,900 6,300
' 720 4300 Fees, Service 202,500 50,000 359,000
720 401 Fees, Financial - '.Audit 1,500 1,500 1,500
720 4330 Postage 1,500 1,200 1,500
II 720 4340 Printing and Publishing 1,200 1,200 3,500
720 4370 Travel & Training 800 200 2,500
TOTAL CONTRACTUAL SERVICES 207,500 54,100 368,000
II TOTAL EXPENDITURES 266,800 98,530 436,260
II Revenue over (under) Expenditures (117,600) 81,970 (280,260)
Fund Balance Forward 128,500 179,100 261,070
II Transfers In (Out) 0
53,400 0 0
Less Required Reserve ,400 19,706 87,252
Total Resources over (under)Liabilities (42,500) 241,364 (106,442)
II
1
I FUND 850
FIREMEN'S RELIEF
INTERNAL SERVICE FUND .
1 1994 BUDGET
1 Commentary
Function: To accurately account for the receipt of dedicated revenues,
1 from local and State sources, for fire relief (pension) benefits.
Expenditures:
1 General Comments: Accounting for firemen's relief was previously
handled as a part of the general fund resources /liabilities.
II Recognizing that the revenues received from the State of Minnesota
(reimbursement of a special tax placed on fire insurance policies writ-
ten within individual cities) represent dedicated monies to be used
only for fire relief purposes and recognizing that the special levy
1 enacted by the City (general property tax) is also dedicated for fire-
men's relief; prompted the City to establish a separate fund wherein
the dedicated revenues /liabilities could be separately shown.
II 4470 AND 3010 - The amount of money required to fund the accrued
liability for fire relief benefits is established,
by the Council, after completion of an annual
II actuarial report.
1
1
1
1
1
1
1
1
1
1
II FUND #850 - FIRE RELIEF
INTERNAL SERVICE FUNDS
I 1994 BUDGET
BUDGET ESTIMATED BUDGET
II 1993._ 1993,_ 1994,_
REVENU S
................
Taxes:
II 850 3010 Current Property Tax 30 „ 30,500 32.000
850 3099 TOTAL TAXES 30,500 30,500 32,000
•
II Intergovernmental:
850 3509 Other Shared Tax, State 36. 34,094 34,000
850 3599 TOTAL INTERGOVT'L 36,000 34,094 34,000 •
II 850 3801 Interest on Investments 4, 7,000 4,,.000
850 3899 TOTAL OTHER 4,000
I 850 3999 TOTAL REVENUE 70,500 71,594 .70,000
EXPENDITURES
Contr S
II 850 4470 Remitt - Fire Dept. 57 57,.200 55.900
850 4599 TOTAL CONTRACTUAL SERVICES 5 57,200 55,900
850 4999 TOTAL EXPENDITURES 57,200 57,200 55,900
Revenue over (under) Expenditures 13,300 14,394 14,100
II Fund Balance Forward 52,100 53,960 68,354
Reserve 65,400 68,354 82,454
1 Total Resources over(under) Liab. 0 0 0
I ** NOTE: The remittance of $55,900 assumes an actuarial providing for
40 firefighters.
II
II
II
II
II
II
1
1
1
1
1 1994 BUDGET
1
1 BACKGROUND INFORMATION
1
1
1
1
1
1
1
1
1
1
1
C ITYOF
cHANHAssEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
' (612) 937 -1900 • FAX (612) 937 -5739
1
MEMORANDUM
1 TO: City Council
FROM: Don Ashworth, City Manager
DATE: November 12, 1993
SUBJECT: Budget Work Session, Monday, November 15, 5:00 p.m., Courtyard Conference
Room
' Attached please find the final budget work sheets for the 1994 budget. The work sheets include
the general administrative group of accounts (Mayor and Council, general administration, legal,
' etc.) as well as miscellaneous special revenue accounts (cable t.v., fire relief, etc.). The sheet
of greatest importance is also included - general fund revenues including total expense (all
departments). This latter sheet is important in that it includes the expenditure requests of all
departments. Behind the revenue sheet is a "Expenditure Summary" by departments (which
shows how the expenditure total was derived, i.e. the expenditures by department equal the total
expense as shown on the revenue sheet). [Note: Should the City Council wish to see the detail
expenditures that makeup the summary total for each department, you need only go back to the
detail submitted to you for each of the previous work sessions. We will run the entire budget
including the revenues and all detail expenditures for each department and have such available
' Monday evening. Again, the City Council does have these detail sheets from the previous work
sessions.]
' As can be seen on the revenue sheet, the 1994 budget is approximately $600,000 out of balance.
The most critical decision that the City Council needs to make Monday night is how you wish
' to deal with the $600,000 problem. One solution would be to set a number of work sessions
between now and the official budget hearing (set for November 30). There is no law stating that
the budget hearing "must be one which a balanced budget is presented." The hearing is solely
for the purpose of setting the property tax levy which, logically, assumes that such is based upon
establishing revenues to balance the budget. The hearing can be continued. Budget work
sessions could continue to occur through December 28, when by law, a property tax levy/budget
' must be certified to the County Auditor.
1
1
1 •
1 City Council
November 12, 1993
' Page 2
I would propose an alternative to the option of setting a multitude of budget work sessions
' whereat the City Council looked for "excessive numbers of garbage cans." That alternative is
to charge myself/Tom/Jean with the responsibility of meeting with each of our department heads
and asking them how they can help solve the $600,000 problem. This solution I offer also
recognizes the difficulty the City Council may have in trying to determine whether or not the
proposed additional secretarial services proposed for Public Safety are of greater importance than
the proposed addition to secretarial services in Public Works. I would assume that both Charles
and Scott will enter the budget resolution meetings with the intent of emerging as the victor in
the debate on that issue. However, assuming that only one of the two positions can be filled it
is more logical that this decision should be made by Todd and myself, recognizing our
' responsibilities for administrating the overall organization.
Should the City Council agree that the responsibility of balancing the budget should rest back
' with this office, I cannot do that without knowing the priorities of the City Council. Assuming
that you would accept my recommendation, I would ask that each Council member rate the
importance of the goals which have emerged as part of the 1994 budgetary process, i.e. mark the
' attached sheet in a manner which indicates to me your feelings as to the goal identified. [NOTE:
If the City Council endorses my recommendation as to how to balance the budget, the attached
"Goal Sheet" as completed by each Council member will be collected in a non - identification
' manner and either read that evening or tabulated for our next meeting - you decide. You should
also feel free to add to the attached list of 1994 budgetary goals if you noticed areas which were
proposed to expand and you agree or disagree with that expansion or contraction.]
See you Monday night. We will try to finish prior to the start of the next "Vision 2002"
meeting.
1
1
1
1
1
1
1
1
1
1994 BUDGETARY GOALS
Strongly Strongly Ranking
Opposed Support (Most
' 1 2 3 4 5 important
being #1
1. The general theme of the Public Works budget with least
is one of ensuring that we maintain existing important
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
park services to a similar degree as was maintained
in 1993?
1 2. The Park Department 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
and replace existing equipment. Do you support
1 this concept?
3. The Public Safety Department presented a concept
1 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
1 Scott Harr. Investigative services would be one of
the primary duties; however, this officer would also
1 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
using a county squad and be under the direct
control of Scott Harr. Do you support this concept?
1
1
1
1
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 -
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?
6. The Planning Department has shown increases in
I
several areas - most of which being outside of the
per view of general property taxes, i.e. programs
I proposed under the SWMP fund are proposed
to be paid for via SWMP revenues. Accordingly,
the City Council will be given an opportunity, as
I 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
I programs submitted by the Planning Department
does have a direct impact on the 1994 budget - tree
reforestation program. Do you support increasing
1 general property taxes to carry out tree reforestation?
7. A lot of hype has been given to the fact that the
I 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
I 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
1 effective July 1, 1994, there will be a 3.1% increase
in the base nor an approximate /% increase in
other benefits. I am currently president of the
1 Metropolitan Area Managers Association and as
part of our last meeting, I polled other city managers
as to anticipated increases in salary for 1994.
1 Although some were looking at 0, 1 %, or 2% increase,
most of those reporting (approximately 50) stated
I 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
I 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
2
,.
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
1 that a generalized increase of approximately 3% is
reasonable?
I 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
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
I expenditures consider the OSHA required change out
of our "air packs" at a cost of $80,000 which needs to
1 occur in 1994. Does the City Council agree that a
priority should be placed on these three items?
I 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?
1
1
1
1
1
1
1
1 3
1
1
1
CITYOF
t .
1 CHANHASSEN
I ' 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937 -1900 • FAX (612) 937 -5739
1 MEMORANDUM
1 TO: Mayor
City Council
1 Don Ashworth, City Manager
1 FROM: Scott Harr, Public Safety Director Oefilt
DATE: October 15, 1993
1 SUBJ: 1994 Budget
1 Budget increases for 1994 can be directly attributed to the continuing growth in Chanhassen and
the increased public safety needs that develop with this growth. Rather than dissecting the
I budget, I will only comment at this point on significant increases, but of course I will be happy
to answer any specific questions that may arise about other line items.
I The most important increases are for two new positions. The first being the new secretary, and
the second being the additional community service officer.
1 The 121- PUBLIC SAFETY ADMINISTRATION section includes police service costs. I have
included $59,000.00 more for the police contract for 1994. This includes approximately
$40,000.00 for an exciting new "flexible" police position with the Carver County Sheriff's
1 Department, which will provide us with a deputy to use as needed in Chanhassen. I have also
included $10,000.00 for hiring off duty officers strictly for traffic enforcement.
1 There is also $4,350.00 included for cellular phone antennas for the Emergency Operations
Center at the main fire station. Without the police increase and cellular antenna cost, the 1994
Public Safety Administration budget will only increase approximately .7 %. However, there will
I be the additional secretarial position included. As I have made it clear, should the need arise,
I will give up any other budgeted item for the additional secretary- -this is an absolutely necessary
1 position.
1
1
1
October 15, 1993
Page 2
1
' The 122 -FIRE & RESCUE budget is noticeably higher, for three specific reasons. OSHA is
requiring substantial modifications to our air packs, which will cost approximately $77,375.00.
We would also like to update uniforms and turnout gear for everyone, which will cost
1 approximately $10,000.00. The sales tax on these major purchases has a significant impact as
well. Without these three increases, the 1994 budget would only be a 7.5% increase.
The 125 -CODE ENFORCEMENT section has $10,650.00 worth of increases which include the
work station for the new secretarial position, a portable radio, a copy machine which is large
enough to make copies of plans (which will be cost shared with Engineering) and a "back saver"
1 device used by the inspectors to gather soil samples.
' The 126- ANIMAL CONTROL budget has been kept firmly in line, with only a $2,500.00
increase for a fax machine for the department and a portable radio. Without these, this budget
would only be seeing a 4.7% increase.
1994 GOALS & OBJECTIVES
1 1. Design and implement new flex position with the Carver County Sheriff's
Department.
1 2. Monitor existing police contract.
1 3. Effectively utilize existing personnel, and develop the new positions of secretary
and community service officer position.
1 4. Continue to provide quality animal control services.
5. Continue to explore ways of providing improved customer service.
' 6. Develop and expand use of computers.
1 7. Expand crime prevention services.
8. Provide public education, including seminars for contractors and residents on
1 building related code issues.
9. Implement Opticom system.
1
1
PUBLIC WORKS DEPARTMENT
1994 PROPOSED BUDGET
SUMMARY OF NOTABLE CHANGES
1
131 - ENGINEERING & ADMINISTRATION
1 1.) 4010 Salaries and Wages - Addition of another full - time staff engineer to the department.
1 This position is deemed imperative to assist the department in the planning, development and
administration of both capital improvement projects and private development projects within the
City along with improving the department's ability to provide timely and responsive customer
1 service oriented tasks for the residents, i.e. traffic studies, sign requests, grading permit requests,
etc.
During 1993 the Engineering Department administrated and managed more than. $10,000,000 in
active capital improvement contracts and an additional $5,000,000 in developer - installed public
1 improvements with a nominal technical staff consisting of myself, an assistant engineer and two
technicians. This was an exhausting and very difficult year for staff to complete. Since 1989,
the growth pace has steadily increased and is likely to continue for some time into the future.
1 For 1994 there are a substantial number of private development projects on the docket. The list
of capital improvement projects known at this time include Chanhassen Estates street
reconstruction, Upper Bluff Creek Phase IIB trunk utilities, Lake Drive road and trunk utilities,
' Lake Riley Hills trunk utilities, Lyman Boulevard reconstruction, the addition of Well No. 7, and
the potential for the first year of the Carver County /City of Chanhassen Road Improvement
Program could well exceed another $10,000,000 in construction contracts.
•
1 The existing workload and expectations of the Engineering department often place staff in a
difficult position of establishing priorities when capital improvement projects, private
1 development and resident customer service responsibilities are all competing and exceeding the
limited staff hours available. As it relates to customer service in particular, on both public and
private development projects, most residents who have a question or concern prefer to deal
' directly with a City Engineering Department representative who they feel is held directly
accountable rather than a contractor or consultant engineer. When a resident, developer or
contractor cannot get in touch with or receive a timely response from staff, it is viewed
1 negatively on the department and the City. The addition of this position will provide for
redistribution of workloads and in my particular case, allow time to also be dedicated to
important department administration such as long -range planning, personnel issues, employee
1 growth, training and safety and to develop more efficient and cost- effective public works
operations.
2.) 4110 -
.) 4 4531 Materials, Supplies and Contractual Services
1 The total amounts for the Materials and Supplies and Contractual Services will remain basically
unchanged for 1994.
1
1
1
Page 2 1
3.) Capital Outlay 1
4703 - Office Equipment: Monies are proposed for a desk and shelving for the Assistant City
Engineer and part -time Engineering Secretary. 1
4705 - Other Equipment: The Public Safety Department and the Engineering Department are
proposing to jointly fund the acquisition of a full -size plat/plan sheet photocopier. Quite often
the department is requested to make copies of large plan sheets for which reproducible mylar
copies are not available. This photocopier is anticipated to be used extensively since paper and
supplies are less expensive and more importantly, this copier is considered occupationally safer
to use than the ammonia process blue line machine.
1
132 - STREET MAINTENANCE
The increase in this department's budget is directly related to the additional responsibilities 1
associated with providing these services in a highly growth - oriented community. Since 1990,
development has been adding more than 3 miles of additional streets annually to the City's
jurisdictional roadway system. This additional street mileage combined with the continued aging
of some of the City's older streets necessitates an increase in maintenance materials for salt,
sand, chloride, bituminous patching, crack filling, etc. along with additional motor fuel and
supplies to operate and maintain the vehicles and equipment.
In terms of contractual services, nearly all of the line items are proposed to remain the same or
see a modest increase with the exception of 4540 - Repair and Maintenance of Streets for which
a $20,000 increase is proposed. The Pavement Management Study completed in 1991
recommended that approximately $150,000 per year be allocated for the contracted street
sealcoating, and overlay program to be able to provide this service to all City streets on a five -
year reoccurrence interval. However, due to the favorable bids which have been experienced for
a number of years now, I am confident that we can accomplish the needed quantity of work for 1
1994 with an allocation of $120,000.
An additional laborer position is being proposed for the Street Maintenance Department for 1994.
Attached you will find a memo from Street Superintendent Mike Wegler addressing his concems
related to the need for this position. It is important to note that only one additional position has
been added to this department in the last nine years.
In terms of snow removal and sanding operations, each driver is responsible for a route of
approximately 7 miles of local streets. Based on current policies and resident expectations, the
department goal is to have streets open and passable for the morning commute following an
overnight snowfall event with full street plowing curb -to -curb occurring during the remainder of
the morning and afternoon. With the amount of development occurring, it is becoming
increasingly difficult to meet these goals and expectations with the current staff size. Based on
1
1
1
1 Page 2
1 3.) Capital Outlay
4703 - Office Equipment: Monies are proposed for a desk and shelving for the Assistant City
Engineer and part-time Engineering Secretary.
4705 - Other Equipment: The Public Safety Department and the Engineering Department are
proposing to jointly fund the acquisition of a full -size plat/plan sheet photocopier. Quite often
the department is requested to make copies of large plan sheets for which reproducible mylar
copies are not available. This photocopier is anticipated to be used extensively since paper and
supplies are Less expensive and more importantly, this copier is considered occupationally safer
to use than the ammonia process blue line machine.
1
132 - STREET MAINTENANCE
1 The increase in this department's budget is directly related to the additional responsibilities
associated with providing these services in a highly growth - oriented community. Since 1990,
I development has been adding more than 3 miles of additional streets annually to the City's
jurisdictional roadway system. This additional street mileage combined with the continued aging
of some of,the City's older streets necessitates an increase in maintenance materials for salt,
' }sand, chloride, bituminous patching, crack filling, etc. along with additional motor fuel and
supplies to operate and maintain the vehicles and equipment.
' In terms of contractual services, nearly all of the line items are proposed to remain the same or
see a modest increase with the exception of 4540 - Repair and Maintenance of Streets for which
a $20,000 increase is proposed. The Pavement Management Study completed in 1991
1 recommended that approximately $150,000 per year be allocated for the contracted street
sealcoating, and overlay program to be able to provide this service to all City streets on a five -
year reoccurrence interval. However, due to the favorable bids which have been experienced for
1 a number of years now, I am confident that we can accomplish the needed quantity of work for •
1994 with an allocation of $120,000.
An additional laborer position is being proposed for the Street Maintenance Department for 1994.
Attached you will find a memo from Street Superintendent Mike Wegler addressing his concerns
1 related to the need for this position. It is important to note that only one additional position has
been added to this department in the last nine years.
1 In terms of snow removal and sanding operations, each driver is responsible for a route of
approximately 7 miles of local streets. Based on current policies and resident expectations, the
department goal is to have streets open and passable for the morning commute following an
overnight snowfall event with full street plowing curb -to -curb occurring during the remainder of
the morning and afternoon. With the amount of development occurring, it is becoming
increasingly difficult to meet these goals and expectations with the current staff size. Based on
- �
1
1
1 Page 3
the average increase in street miles each year, a new plow route is essentially added every 2'/2
years. For the upcoming winter of 1993 -94, completion of the downtown road improvement
projects, West 78th Street from Kerber Boulevard to Powers Boulevard, West 78th Street from
Great Plains Boulevard to Trunk Highway 101 and old Trunk Highway 101 /Great Plains
Boulevard from Trunk Highway 5 south to Market Boulevard will be added to the City's plowing
responsibilities.
1 Recently created City programs such as Surface Water Management have also placed additional
demands on the department in terms of increased and more frequent street sweeping during the
year, routine inspection and maintenance of an ever increasing number of storm drainage ponds
created with development, and the completion of small storm sewer projects which are
determined to be more cost - effectively completed in- house. The cost effectiveness of conducting
' certain projects in -house is also realized in the Park Maintenance Department by performing the
grading and construction of additional City parks. This work, however, often involves extensive
hours where the heavy equipment operator is taken away from the Street Department to job share
for the Park Department. Therefore, the additional laborer would also assist with this staff
shortage frequently experienced in this department during the spring, summer and fall due to park
development.
1
135 - STREET LIGHTING AND SIGNALS
' The only notable increase for this budget is Fund No. 4320 - Utilities. The 1993 budget for
utilities (i.e. monthly payment for electricity used for street lighting, etc.) was $110,000. Based
on the first six months of this year, this budget item will likely be underestimated by
approximately $30,000. This increase is primarily due to the additional electrical service
provided for street lighting in the new developments within the City. The 1994 amount proposed
for this item takes into account the additional residential development being completed this year,
the addition of more street lights in the downtown and the addition of 7 new signals in the
1 downtown. Fund No. 4560 - Signs and Signals, is also proposed for an increase due in part to
an annual maintenance and repair contract which will be established for the 7 traffic signals
within the downtown.
1
137 - CITY GARAGE
1 The overall budget for this department for 1994 is proposed to experience a slight increase over
1993. Notable increases are in the areas of materials and supplies and utilities for providing the
1 repair and maintenance operation to City equipment and vehicles.
1
1 ,
1
1
Page 4 1
138 - PARK MAINTENANCE
Proposed budgetary increases for this department in 1994 are directly related to the additional
responsibilities and costs associated with maintaining and constructing additional park land within
the City. Since 1989, the City has added more than 60 acres to the City's park system. The
additional parkland has naturally added additional organized play areas such as soccer fields,
softball/baseball fields, etc. These areas require routine mowing, fertilizer and weed control. As
such, the Maintenance Materials item 4150 has been increased to reflect these predicted cost
increases along with Equipment Supplies item 4120 for the trucks, bobcat and mowing
equipment. Slight increases are also proposed in the contractual services areas for utilities, i.e.
ballfield and trail lighting and sprinkler systems, cleaning and waste removal services at park
shelter facilities and additional costs associated with maintaining vehicles and equipment.
1
700 - UTILITIES ENTERPRISE
Department 702 - Sewer and Water Operations. This is another department within Public Works
which experiences a direct workload and responsibility impact related to the substantial
development going on within the City. Since 1989, two wells, five sanitary sewer lift stations 1
and approximately 20 miles of sanitary sewer and watermain have been added to the City's
infrastructure. In terms of daily maintenance activities such as sewer cleaning, watermain
flushing, lift station and well inspection, this five -year span of growth represents a 30% increase 1
in the number of wells, a 25% increase in lift stations, and nearly 20% increase in sewer and
watermain. During this same timeframe, this department has not experienced any additions to
the staff size to meet this increased demand. In fact, the department has not had a staff addition
1
since 1987. Other services that this department provides which are not as readily noticeable but
are still very time consuming include providing utility location services, testing and inspection
of newly installed public utilities in private development, meter reading and the on -call service.
As such, the 1994 budget request proposes an additional utility operator in this department. I
should also note that for 1994, the city will likely undertake two major trunk utility improvement
projects along with the addition of another well house.
Other increases for this department budget are expected to be realized in electric utility costs for
operating newly added wells and lift stations, the City's monthly payment to the MWCC and a
refurbishment of the sewer vac truck pump and mechanical system. The function reliability of
the vac truck is questionable and has had many recent mechanical problems. The City cannot
afford to have this unit inoperable during a time when electrical power to one of the sewer lift
stations is out, particularly those adjacent to a lake.
1
710 - SANITARY SEWER AND WATER SYSTEM EXPANSION
The 5 -year capital improvement programs have been drafted and included for the budget
submittal. Notable projects for year 1994 include Chanhassen Estates watermain replacement
1
1
1 Page 4
138 - PARK MAINTENANCE
I Proposed budgetary increases for this department in 1994 are directly related to the additional
P $ arY P Y
I responsibilities and costs associated with maintaining and constructing additional park land within
the City. Since 1989, the City has added more than 60 acres to the City's park system. The
additional parkland has naturally added additional organized play areas such as soccer fields,
I softball/baseball fields, etc. These areas require routine mowing, fertilizer and weed control. As
such, the Maintenance Materials item 4150 has been increased to reflect these predicted cost
increases along with Equipment Supplies item 4120 for the trucks, bobcat and mowing
I equipment. Slight increases are also proposed in the contractual services areas for utilities, i.e.
ballfield and trail lighting and sprinkler systems, cleaning and waste removal services at park
shelter facilities and additional costs associated with maintaining vehicles and equipment.
1
700 - UTILITIES ENTERPRISE
1 Department 702 = Sewer and Water Operations. This is another department within Public Works
which experiences a direct workload and responsibility impact related to the substantial
I development going on within the City. Since 1989, two wells, five sanitary sewer lift stations
and approximately 20 miles of sanitary sewer and watermain have been added to the City's
infrastructure. In terms of daily maintenance activities such as sewer cleaning, watermain
I flushing, lift station and well inspection, this five -year span of growth represents a 30% increase
in the number of wells, a 25% increase in lift stations, and nearly 20% increase in sewer and
watermain. During this same timeframe, this department has not experienced any additions to
:, the staff size to meet this increased demand. In fact, the department has not had a staff addition
since 1987. Other services that this department provides which are not as readily noticeable but
are still very time consuming include providing utility location services, testing and inspection
1 of newly installed public utilities in private development, meter reading and the on -call service.
As such, the 1994 budget request proposes an additional utility operator in this department. I
should also note that for 1994, the city will likely undertake two major trunk utility improvement
1 projects along with the addition of another well house.
I Other increases for this department budget are expected to be realized in electric utility costs for
operating newly added wells and lift stations, the City's monthly payment to the MWCC and a
refurbishment of the sewer vac truck pump and mechanical system. The function reliability of
I the vac truck is questionable and has had many recent mechanical problems. The City cannot
afford to have this unit inoperable during a time when electrical power to one of the sewer lift
stations is out, particularly those adjacent to a lake.
1
710 - SANITARY SEWER AND WATER SYSTEM EXPANSION
1 The 5 -year capital improvement programs have been drafted and included for the budget
submittal. Notable projects for year 1994 include Chanhassen Estates watermain replacement
1
1
1
1 Page 5
which is proposed to occur cooperatively with the street reconstruction project and the addition
1 of another well to the City's water distribution system. The addition of this well for 1994 was
identified in the recently completed and approved City Comprehensive Water Policy plan. For
I sanitary sewer, $250,000 is proposed for another sanitary sewer rehabilitation program to address
the City's perennial infiltration and inflow problem. This year thge City received a $10,000 grant
from the MWCC to conduct this program. It is also proposed to replace the pump at lift station
20 located on West 96th Street.
I 950 - 1994 EOUIPMENT & VEHICLE REPLACEMENT PROGRAM - PUBLIC WORKS
1. Dump truck with plow, wing and sander to replace Unit No. 209 which is a 1976 F -750.
I This truck has been previously scheduled for replacement for the 1994 year. Recent
inspection of this unit indicates that both the chassis and the cab have experienced severe
deterioration. After serving 16 years for the City, this truck has more than lived its useful
1 life.
2. Bobcat and roll packer trailer - $7,000. The new weighing and licensing associated with
I utility trailers does not allow these two units to be hauled together on the existing City
trailer (based on total gross weight). The bobcat and roll packer trailer are used together
in the Street Department's patching operations and need to be hauled together to the work
I site. Acquiring a single trailer for each piece of equipment would be less efficient and
tie up another truck and laborer in mobilizing from site to site.
I 3. Skid steer loader for the Park Maintenance Department to replace the 1980 bobcat -
$16,500. The total hours of usage and recent routine mechanical inspection of this unit
tend to indicate that major repair work is likely in the near future. With all the Park
1 Department work, i.e. grading trails, installing play structures, etc. being performed in-
house along with snow removal during the winter, significant hours are put on this type
of equipment annually by the Park Department. The current 1980 bobcat will not likely
1 be able to withstand the continued demand of use.
1 4. 4X4 Pickup for the Park Maintenance Department to replace Unit No. 405 which is a
1982 F -250. Estimated cost is $20,000.
I 5. Sewer Jet Rodder to replace Unit No. 304. This piece of equipment is an integral part
of the daily Utility Maintenance Department operations. The jet rodder is also used quite
often to unplug storm sewer and drainage culverts which have become temporarily
I plugged or frozen. The present unit is deemed questionable in terms of remaining useful
service life. Estimated cost is $90,000.
I 6. 4X4 Pickup with Plow for the Utility Maintenance Department to replace Unit No. 301
which is a 1984 F -250. This vehicle is used to for the Department for year -round
1
1
1
Page 6 1
operations including plowing snow at all the well house and sewer lift station facilities
to maintain proper access. Estimated cost is $22,500. 1
7. Paint striper unit which is proposed to replace existing striper which was purchased back
in 1970. Estimated cost is $7,000. 1
8. Engineering 4 -door sedan to replace Unit No. 502 which is a 1980 Fairmont. Estimated
to cost $18,000. 1
9. Tandem Truck with plow, wing and sander.
I have some concerns about the Street Maintenance Department's ability to properly maintain the
downtown road system during the winter months. The improvements to West 78th Street west
of Great Plains Boulevard have more than doubled the pavement area for snow removal. In
addition, the redesignation of the Trunk Highway 101 alignment and subsequent roadway
turnbacks will add West 78th Street from Great Plains Boulevard to Dakota Avenue, Great Plains
Boulevard from West 78th Street to Trunk Highway 5, and Great Plains Boulevard from Trunk
Highway 5 south to Market Boulevard to the City's jurisdiction. All the expansion and
improvements occurring in the downtown have also reduced the City's snow removal stockpiling
locations. Therefore, a great deal of snow will need to be hauled out of the downtown area to
another location likely in southern Chanhassen. Given the substantial increase in snow removal
mileage in the downtown area and the need to haul snow off-site, staff is also recommending the
purchase of a tandem axle truck with a plow, wing and sander, estimated to cost $108,000.
PUBLIC WORKS SECRETARY 1
A joint request has been made from the respective superintendents in Public Works (see attached
memos) for the addition of a Public Works Secretary out at the shop. In addition to the office
and administrative duties that this position would carry out, in general, I believe that this type
of position would be a key step toward improving customer service from a public works
standpoint. More often than not, when a resident calls the shop during the daytime hours with
a question or problem related to their sewer and water, tree trimming, snow plowing, etc., they
are not able to reach anyone and are forced to leave a message on an answering machine. Most
residents want to speak with someone at the City immediately when they have a question or
concern. There are a great deal of phone calls which a Public Works Secretary would be able
to respond to, thus leaving the superintendents to devote more time to pressing matters and
responsibilities. The department also has a problem with unsolicited and unauthorized people,
many from the sales industry, who wander into the shop unattended. This is a potentially
compromising activity in terms of security, liability and loss prevention. As such, each of the
Street Maintenance, Garage, Park Maintenance and Utility Maintenance department budgets
would share in a one -fourth cost split for supporting the salary of this hired position.
1
1
' Page 6
operations including plowing snow at all the well house and sewer lift station facilities
to maintain proper access. Estimated cost is $22,500.
7. Paint striper unit which is proposed to replace existing striper which was purchased back
' in 1970. Estimated cost is $7,000.
8. Engineering 4 -door sedan to replace Unit No. 502 which is a 1980 Fairmont. Estimated
to cost $18,000.
9. Tandem Truck with plow, wing and sander.
' I have some concerns about the Street Maintenance Department's ability to properly maintain the
downtown road system during the winter months. The improvements to West 78th Street west
of Great Plains Boulevard have more than doubled the pavement area for snow removal. In
addition, the redesignation of the Trunk Highway 101 alignment and subsequent roadway
turnbacks will add West 78th Street from Great Plains Boulevard to Dakota Avenue, Great Plains
' Boulevard from West 78th Street to Trunk Highway 5, and Great Plains Boulevard from Trunk
Highway 5 south to Market Boulevard to the City's jurisdiction. All the expansion and
improvements occurring in the downtown have also reduced the City's snow removal stockpiling
' locations. Therefore, a great deal of snow will need to be hauled out of the downtown area to
another location likely in southern Chanhassen. Given the substantial increase in snow removal
mileage in the downtown area and the need to haul snow off -site, staff is also recommending the
purchase of a tandem axle truck with a plow, wing and sander, estimated to cost $108,000.
•
PUBLIC WORKS SECRETARY
A joint request has been made from the respective superintendents in Public Works (see attached
memos) for the addition of a Public Works Secretary out at the shop. In addition to the office
and administrative duties that this position would carry out, in general, I believe that this type
of position would be a key step toward improving customer service from a public works
standpoint. More often than not, when a resident calls the shop during the daytime hours with
a question or problem related to their sewer and water, tree trimming, snow plowing, etc., they
are not able to reach anyone and are forced to leave a message on an answering machine. Most
residents want to speak with someone at the City immediately when they have a question or
concern. There are a great deal of phone calls which a Public Works Secretary would be able
' to respond to, thus leaving the superintendents to devote more time to pressing matters and
responsibilities. The department also has a problem with unsolicited and unauthorized people,
many from the sales industry, who wander into the shop unattended. This is a potentially
compromising activity in terms of security, liability and loss prevention. As such, each of the
Street Maintenance, Garage, Park Maintenance and Utility Maintenance department budgets
would share in a one -fourth cost split for supporting the salary of this hired position.
1
1
1 Page 7
I CONCLUSION ,
Over the past five years staffing and equipment levels for the Public Works Department have
I not kept up with the significant growth in city population services and infrastructure. The Public
Works Department represents nearly 45% of the total City staffing yet from 1987 to 1992 the
General Fund share has dropped from 38.5% to 33% (see attached chart). This pattern cannot
I continue without severely hampering the department. The staffing and equipment requests for
1994 are considered imperative in order to meet the demands and maintain a high level of
service for the community.
I ktm /jms
1 c: Don Ashworth, City Manager
Tom Chaffee, Data Processing Coordinator
Jerry Boucher, Utility Superintendent
I Mike Wegler, Street Superintendent
Dale Gregory, Park Superintendent
1 Harold Brose, Equipment Superintendent
1
1
1
1
1
1
1 •
1
1
1
1
1 .. .. .. .. r
CITY OF CHANHASSEN
General Fund Expenditures
35.3% 28.5%
r ,,
38.5%
/� //�/���� `' � 1.8%
33.096 � Y c 1.1% �I ; ..
iii r 1 a, ( 1 e '
x 7.2% 5.1%
3.5% 19.9% 3.8% 22.3%
1992 1987
• Public Safety 0 Public Works II Community Development
• General Government II Parks & Recreation II Capital Outlay
CITY OF CHANHASSEN
General Fund Expenditures
35.3% 28.5%
{
���', 38.5%
I
33.096 � , . 1.1% ` t 1896
5.1% •
3.5% 19.9% 3.8% 22.3%
1992 1957
• Public Safety El Public Works • Community Development
II General Govemment II Parks & Recreation NI Capital Outlay
EN NE oso Pm EN me NE sim am =I Ns Ns 111111-11111111-1111111-111111.11111111.-1111K-111111
1 C1TYOF
SEA
\._,„ . y jO�
1 ...,.,...v,_. s 1 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
• -1... (612) 937 -1900 • FAX (612) 937 -5739
1 MEMORANDUM
•
TO: Charles Folch, City Engineer
I FROM: Dale Gregory, Park Superintendent
1 DATE: August 31, 1993
SUBJ: Maintenance Shop Receptionist
It is becoming very evident that the need for a receptionist at the maintenance shop is upon us.
I The number of phone calls, walking sales people and people with general questions about the city
has grown to a point where it is very time consuming for the mechanics or others working to
leave the job they are doing to answer phones and take messages.
4 A receptionist would benefit the people at the maintenance garage in many ways including the
1 following:
1. Answer phones for all departments - Maintenance, Park, Shop and Sewer and Water.
This individual would be able to answer general questions about the city, direct specific
I phone calls to requested individuals and take messages for individuals not at the shop.
I 2. This person could assist the walk -in public with any questions and could monitor walk -in
sales people by requiring an appointment with the individual they wish to speak to.
This individual would be a great help in winter when everyone is out plowing snow and
1 3. road complaints'come in. This person could take calls on problem areas and contact plow
trucks by radio and direct them to the problem areas. This would give better service to
1 the citizens of Chanhassen.
F, '
4. Additionally, this person would be a great help in typing letters, equipment specifications
1 and park surveys which in the past has been done by the secretaries at City Hall.
These are only a few of the tasks this person could do for the Park department, and I am sure
I the other departments would have many tasks as well.
The need is there for a receptionist and it would take a big load off many of the other employees
I who have their own job to.
1
CITYOF
CHANHASSEN
A4k 1
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937 -1900 • FAX (612) 937 -5739
MEMORANDUM
TO: Charles Folch, City Engineer
FROM: Jerry Boucher, Utility Superintendent yg
DATE: August 31, 1993 t
SUBJ: Reception Person for the Maintenance Building
The workload being put on the employees is increasing every day due to the rising
�.
population, construction and new development. :It is getting extremely hard to do anything
without constant phone interruptions or people walking in unannounced. I feel there is a
need for a receptionist to take the phone calls and answer some of the common every day
questions that people have and to screen the people walking in and around the building like
it was a Target store. This alone would save time returning calls and playing phone tag with
people and can eliminate alot of the acquisitions that calls are not being returned. Many
times I've come into the shop to find no one here and someone walking around looking for
somebody. I have personally had items disappear from my office that no one seems to know
anything about. I have also had people, mostly sales people, walk in and start pushing their
products at me when I am busy in a meeting or on the.phone. ,
As far as the Utility Department is concerned, a receptionist would help in the
abovementioned situations. This person could also take care of the Gopher State One -Call '
locate process and possibly sell the water meters from this building as well as make •
appointments for the installations. This would take some of the workload off of the Public
Safety and Engineering departments who handle these tasks now. Other duties could
include record keeping, typing and making calls in cases of water shutdowns or other
emergency situations by being able to explain the problem when a major sewer or water
problem arises that typically has everyone calling City Hall. I am sure that with these duties
plus whatever the Maintenance and Park departments would have would be more than
enough to keep a person busy day after day and would help distribute the workload of other
departments at the same time.
'ms
I . CItYOF
I . .0 ,
, ,
----„, , :, ,
y
.,-! - 1 . A ic. Ti ---.
=s - - -� ‘ ,,- 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
I (612) 937 -1900 • FAX (612) 937 -5739
MEMORANDUM
1 TO: Charles Folch, City Engineer
8�
1 FROM: Jerry Boucher, Utility Superintendent
DATE: August 31, 1993
I SUBJ: Reception Person for the Maintenance Building
t 4
The workload being put on the employees,' is increasing every day due to the rising
I population, construction and new development. ; It is getting extremely hard to do anything
without constant phone interruptions or people walking in unannounced. I feel there is a
•
need for a receptionist to take the phone calls and answer some of the common every day
questions that people have and to screen the people walking in and around the building like
it was a Target store. This alone would save time returning calls and playing phone tag with
people and can eliminate alot of the acquisitions that calls are not being returned. Many
I times I've come into the shop to find no one here and someone walking around looking for
somebody. I have personally had items disappear from my office that no one seems to know
anything about. I have also had people, mostly sales people, walk in and start pushing their
1 products at me when I am busy in a meeting or on the phone.
As far as the Utility Department is concerned, a receptionist would help in the
I abovementioned situations. This person could also take care of the Gopher State One -Call
locate process and possibly sell the water meters from this building as well as make •
appointments for the installations. This would take some of the workload off of the Public
1 Safety and Engineering departments who handle these tasks now. Other duties could
include record keeping, typing and making calls in cases of water shutdowns or other
emergency situations by being able to explain the problem when a major sewer or water
1 problem arises that typically has everyone calling City Hall. I am sure that with these duties
plus whatever the Maintenance and Park departments would have would be more than
enough to keep a person busy day after day and would help distribute the workload of other
1 departments at the same time.
1
j
1
1
CITYOF
1
CHANHASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937 -1900 • FAX (612) 937 -5739
MEMORANDUM
1 TO: Charles Folch, City Engineer
1 FROM: Mike Wegler, Street Superintendent
DATE: September 8, 1993
SUB J: Public Works Secretary for 1994
1 The best way to address the issue of the secretary position would be to list needs for the Street Maintenance
department. In the Maintenance department alone, I receive approximately 10 to 15 phones calls a day in the
summer on my answering machine as well as a number of calls for the Park department. This does not count the
1 numerous calls that are taken by the secretaries at City Hall. During snowplowing in the winter months, I have
received up to 30 phone calls during a single snow fall. This takes me approximately an hour or two to call back
all these people and explain when we will be in their area as this is usually the concern. This secretary could take
care of this at the time of the original call and alleviate slot of the pressure and call backs that I have to do at the
end of the day after plowing for 12 -14 hours.
This person could also keep track of my purchase orders and keep a running track of the budget money as well as
1 keep track of overtime for such jobs as snowplowing, street sweeping, storm water drainage projects and park
projects. In general, this person could keep track of records of day to day jobs that are done by the maintenance
men.
The Gopher State One Call locates that come through could also be moved out to the Public Works building. This
would also help the Engineering secretaries..
1 We also have quite a few people (salespeople, parts deliveries, lost truckers, people looking for addresses, etc.) that ,
come into the shop on a day to day basis and many times there will be no one around the shop area to intercept
these people who more or less run free throughout the shop which is not a good practice since we have alot of
1 expensive equipment. With an entryway and a reception area, these people could come in a talk to someone right
away would be a great value.
1 The need for this reception person by the Maintenance department is extremely high. Why this position wasn't
created years ago is beyond me. There are six employees in the Maintenance department, four in the Park
department, five in the Utility department and three in the Shop area. There are different projects going on from day
to day and more and more calls coming which put more demand on us while at the same time the community
1 continues to expand and grow.
jms
1
1
1
C ITYOF
1
, .
_ 1,
.4...., ir _-
4 k-.--N_st, ,,,.;,_ J CHANHASSEN 1
,,,. .‘,,,,,,,,
„_` 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937 -1900 • FAX (612) 937 -5739 1
MEMORANDUM 1
TO: Charles Folch, City Engineer
FROM: Mike Wegler, Street Superintendent did_ 1
DATE: October 13, 1993 1
SUB J: Needs for Maintaining West 78th Street from Powers Boulevard to Highway 5 (Downtown
Area) - Project No. 92 -3 1
NOTE: This is an update to my memo dated March 10, 1993.
As you are aware, the City will be constructing and reconstructing West 78th Street, widening and adding lanes and 1
signals throughout downtown. This will produce much more road surface area to be maintained by the Street
Department. We will need to plow, sand and haul snow awayfrom this area during the winter months. This area
must be maintained in a high priority manner due to high traffic volumes that will be generated in the Target area. 1
The road surface from Powers Boulevard throughout downtown will approximately double in size from what we
currently maintain, thus, the need for another truck is critical for Maintenance to ensure the safety of the public on
our roadways. We will also be adding to our maintenance routes the segment of West 78th Street between Great 1
Plains Boulevard east to Trunk Highway 101, the portion of Great Plains Boulevard between the clock tower south
to Trunk Highway 5 and Great Plains Boulevard from Trunk Highway 5 south to Trunk Highway 101 (Market
Boulevard). The maintenance responsibilities of these roadways start with the 1993 winter maintenance. When this
' memo was originally prepared, I had no idea that these three new segments of roadway would be added to the 1993 1
season.
At the current time, our budget is barely taking care of replacing our fleet of trucks. It takes us eight hours to load 1
snow out of the downtown area with nine trucks, two loaders, one grader, one bobcat and one snowblower. This
will approximately double in the winter of 1993 and must be addressed very soon. We are growing at a very high
rate throughout the city and many more miles of road will be added this year alone. I am concerned that our quality
of service will be jeopardized in our residential areas if we don't expand our fleet of snowplowing trucks to keep 1
up with this growth. Truck 109 is in very bad condition. The cab is rusting off of the truck and is a serious safety
issue. We have no choice but to use this truck in 1993. In the winter of 1992, one hour was added to each plowing
route totalling an additional 12 hours per snowfall. In 1993 -94, I anticipate an additional one hour to be added to 1
each plow route totalling an additional 24 hours per snowfall since 1992. This, in turn, will result in longer work
days for the employees plowing these routes. ' --- -
In 1994, our needs are for a tandem plow truck with wring and sander to handle these new road segments and to
1
replace 109. Even if 109 is replaced, we will still be far short of equipment needed to maintain all of Chanhassen's
streets.
c: Don Ashworth, City Manager 1
Todd Gerhardt, Assistant City Manager
Tom Chaffee, Data Processing Coordinator 1
,f
1
CITYOF
CHANHASSEN
- 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
1 (612) 937 -1900 • FAX (612) 937 -5739
1
1 MEMORANDUM
TO: Charles Folch, City Engineer /�� f
J
1 FROM: Mike Wegler, Street Superintendent /1/ G�
DATE: October 13, 1993
SUBJ: Needs for Maintaining West 78th Street from Powers Boulevard to Highway 5 (Downtown
Area) - Project No. 92 -3
NOTE: This is an update to my memo dated Match 10, 1993.
As you are aware, the City will be constructing and reconstructing West 78th Street, widening and adding lanes and
signals throughout downtown. This will produce much more road surface area to be maintained by the Street
Department. We will need to plow, sand and haul snow away from this area during the winter months. This area
must be maintained in a high priority manner due to high traffic volumes that will be generated in the Target area.
I The road surface from Powers Boulevard throughout downtown will approximately double in size from what we
currently maintain, thus, the need for another truck is critical for Maintenance to ensure the safety of the public on
our roadways. We will also be adding to our maintenance routes the segment of West 78th Street between Great
Plains Boulevard east to Trunk Highway 101, the portion of Great Plains Boulevard between the clock tower south
to Trunk Highway 5 and Great Plains Boulevard from Trunk Highway 5 south to Trunk Highway 101 (Market
Boulevard) The maintenance responsibilities of these roadways start with the 1993 winter maintenance. When this
' memo was originally prepared, I had no idea that these three new segments of roadway would be added to the 1993
season.
' At the current time, our budget is barely taking care of replacing our fleet of trucks. It takes us eight hours to load
snow out of the downtown area with nine trucks, two loaders, one grader, one bobcat and one snowblower. This
will approximately double in the winter of 1993 and must be addressed very soon. We are growing at a very high
rate throughout the city and many more miles of road will be added this year alone. I am concerned that our quality
1 of service will be jeopardized in our residential areas if we don't expand our fleet of snowplowing trucks to keep
up with this growth. Truck 109 is in very bad condition. The cab is rusting off of the truck and is a serious safety
issue. We have no choice but to use this truck in 1993. In the winter of 1992, one hour was added to each plowing
' route totalling an additional 12 hours per snowfall. In 1993 -94, I anticipate an additional one hour to be added to
each plow route totalling an additional 24 hours per snowfall since 1992. This, in turn, will result in longer work
days for the employees plowing these routes.
In 1994, our needs are for a tandem plow truck with wing and sander to handle these new road segments and to
replace 109. Even if 109 is replaced, we will still be far short of equipment needed to maintain all of Chanhassen's
streets.
c: Don Ashworth, City Manager
Todd Gerhardt, Assistant City Manager
1 Tom Chaffee, Data Processing Coordinator
1 CITYOF
ily CHANHASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
1 (612) 937 -1900 • FAX (612) 937 -5739
MEMORANDUM
TO: Don Ashworth, City Manager
1 FROM: Paul Krauss, AICP, Planning Director
I DATE: August 9, 1993
SUBJ: 1994 Planning Department Goals and Budget Request
1
BACKGROUND
1 .
Over the past four years I have traditionally taken the opportunity presented by the budget
process to update the City Council on progress towards meeting our annual goals.
I 1993 has been an unusually hectic year The Planning Department workload increased
dramatically due in large part to the large number of new developments 'applications. This type
I of activity runs in cycles depending largely on economic trends. However, it is clear that
"Chanhassen's time as a major player" in the Twin Cities region, has clearly arrived. We are
clearly viewed as a desirable place in which to live and work due in large part to the support of
the City Council's major efforts to maintain our quality of life. While we are subject to state and
national economic trends and upon the availability of sufficient developable land (i.e. future
MUSA line amendments), the current pace of development is likely to persist.
I ,
At the same time, the Planning Department remains committed to a variety of short and long
I term projects including:
• Recycling
• Southwest Metro Transit e
I • Senior Support Services and Senior Housing Development
• Permit Review and Code Enforcement
I • SWMP Program
• Hwy. 5 Project
• Representing the City's interests before a variety of regional and state agencies
1 • Tree Board
1 .
1
1994 Planning Department Goals/Budget
August 9, 1993
Page 2
1993 has also been a year of considerable upheaval for our department. Jo has left us after 9 1
years of committed service. Her experience will be difficult to replace. Secondly, on the
positive side, we have finally filled the Water Resources Coordinator position that was outlined
in the original 1990 Surface Water Managing Program. Managed jointly by the Planning and
Engineering Departments, this program is already paying large dividends in protecting our
environment and improving service and responsiveness to our residents.
The last departmental upheaval is of a more personal nature. I am writing this memo in Lima,
Peru with our daughter Rachel. God willing, by the time you read this she will be home with
us in Minnesota. The adoption process has directly and indirectly absorbed a lot of my time in
the past few months, while my commitment to Chanhassen remains strong, my absence has
contributed to some delays and increased work load for my staff. I appreciate the support I have
received from the Council and look forward to resuming my normal responsibilities. Special
thanks are due to Kate, Sharmin and Vicki who kept things together while I was gone.
PROGRESS FORWARDS 1993 GOALS 1
The following is a summary of the department's 1993 goals and mid -year progress: 1
1. Complete the Highway 5 Corridor Study. At the time of writing the Highway 5 Study
is nearing completion. We expect to have it finished by early fall. Planning Commission 1
review and hearings are being scheduled for September 15 and
More importantly, the project is already starting to pay big dividends. Quite simply, the 1
way in which we do business and the City's expectation of new development in the
corridor has already been raised. The project has provided a means for city residents to
begin to get motivated in the corridor future. It has helped us to establish a stronger
working relationship with Minnesota Department of Transportation, one that will provide
a large amount of financial support for completion of the northern access boulevard. At
the time of writing, it even appears that the study will have provided a mechanism for
positively responding to mitigating impacts from development.
The city has also developed an excellent and wide- spread reputation in the area of urban 1
design. This was evident in our receiving a nearly $300,000 ISTEA Grant to construct
the pedestrian overpass. This one grant alone will more than offset the cost of the entire
project and environmental assessment.
In summary, we believe the project represented an excellent use of city resources. 1
2. Complete the Surface Water Management Program planning effort and establish the
program on a permanent footing. Here again we have an example of a program that
is paying in large dividends even before it is completed. Again, it has changed the way
1
.1
1
1994 Planning Department Goals/Budget
1 August 9, 1993
Page 2
1 1993 has also been a year of considerable upheaval for our department. Jo has left us after 9
years of committed service. Her experience will be difficult to replace. Secondly, on the
' positive side, we have finally filled the Water Resources Coordinator position that was outlined
in the original 1990 Surface Water Managing Program. Managed jointly by the Planning and
Engineering Departments, this program is already paying large dividends in protecting our
' environment and improving service and responsiveness to our residents.
The last departmental upheaval is of a more personal nature. I am writing this memo in Lima,
Peru with our daughter Rachel. God willing, by the time you read this she will be home with
' us in Minnesota. The adoption process has directly and indirectly absorbed a lot of my time in
the past few months, while my commitment to Chanhassen remains strong, my absence has
' contributed to some delays and increased work load for my staff. I appreciate the support I have
received from the Council and look forward to resuming my normal responsibilities. Special
thanks are due to Kate, Sharmin and Vicki who kept things together while I was gone.
1 PROGRESS FORWARDS 1993 GOALS
The following is a summary of the department's 1993 goals and mid -year progress:
1. Complete the Highway 5 Corridor Study. At the time of writing the Highway 5 Study
' is nearing completion. We expect to have it finished by early fall. Planning Commission
review and hearings are being scheduled for September 15 and
' More importantly, the project is already starting to pay big dividends. Quite simply, the
way in which we do business and the City's expectation of new development in the
corridor has already been raised. The project has provided a means for city residents to
1 begin to get motivated in the corridor future. It has helped us to establish a stronger
working relationship with Minnesota Department of Transportation, one that will provide
a large amount of financial support for completion of the northern access boulevard. At
1 the time of writing, it even appears that the study will have provided a mechanism for
positively responding to mitigating impacts from development.
1 The city has also developed an excellent and wide- spread reputation in the area of urban
design. This was evident in our receiving a nearly $300,000 ISTEA Grant to construct
' the pedestrian overpass. This one grant alone will more than offset the cost of the entire
project and environmental assessment.
In summary, we believe the project represented an excellent use of city resources.
2. Complete the Surface Water Management Program planning effort and establish the
program on a permanent footing. Here again we have an example of a program that
is paying in large dividends even before it is completed. Again, it has changed the way
1
1
1 1994 Planning Department Goals/Budget
August 9, 1993
I Page 3
we do business. It insures that new development is much more sensitive to protecting our
surface water and wetland resources. It also gives us an understanding of quality
problems that have been occurring in our lakes and gives us a means to positively
respond and correct them.
1 The plan will be completed on schedule and is to be delivered to the City Council this
fall. This past year we began undertaking remediation projects around the city. Our
' Public Works Department has developed a good working knowledge of the program and
have expanded their responsibilities under it. We have also added an in -house coordinator
for the program, who is jointly managed by the Planning and Engineering Departments.
' In short, we are poised to make a major positive impact on the quality of our natural
environment.
' 3. Senior Commission/Senior Center. Planning staff continues to provide support for the
Senior Commission as their role in providing services grows. A noteworthy
accomplishment in 1993 is the opening of the Senior Answer Line. Operating out of our
' center it is a joint effort of the City and Carver County. With a county funded
coordinator and volunteers, it is a one -stop information service. Sharmin Al -Jaff
deserves the recognition for bringing this off.
One of our focuses in 1993 has been on the preparing the ground work to undertake a
Senior Housing project in the CBD. The feasibility study was completed and reviewed
1 by the Commission, City Council and HRA. The probable project has been defined based
upon market demand. We are aware of budgeting constraints with the TIF program, we
are seeking ways to minimize direct city cost without losing management control to insure
1 that the housing continues to respond to the needs of our residents. We expect to
conclude this phase of the project in the next few months with construction possible for
next year.
•
' 4. CDBG ro ram/maintain eligibility. h w
p g Staff has been working intensively with the mayor
on this project all year. We have made considerable progress and have apparently been
included in the 1994 funding allocation.
' S. Computerize departmental functions. Is an on -going goal for the past few years and we
continue to make progress along with other departments. Currently, we are all using the
PC's to draft memos and reports. The SWMP modeling is on disk and will be up and
1 running at City Hall shortly. Other uses are expected by next year.
6. Continue to enhance recycling efforts. The City continues to maintain an effective and
' expanding program. Recent appliance and hazardous materials drop -off days were highly
successful. A study of city coordinated pickup service to insure responsiveness and
reduce damage to local streets are currently in process.
1
1994 Planning Department Goals/Budget
August 9, 1993
Page 4
7. Continue the need to upgrade, revise and improve the zoning ordinance. This is an 1
on -going goal from year to year. We have implemented numerous minor changes. Major
amendments include the wetlands ordinance, improved landscaping standards, sign
ordinance and upcoming Hwy. 5 standards.
8. Strive to maintain and improve Chanhassen's image as a progressive community that
sets high standards for development. Maintain good working relationships with
developers, residents and out state agencies to ensure that city goals and policies Can
be achieved. This is an on -going goal and one that occupies much of my time as well as
my staff's. We continue to strive to be responsive to inquires and concerns raised by
residents. We serve on a large number of regional and state task forces, committees, etc.
We have developed a regional reputation for being innovative in the areas of urban design
and environmental protection. I believe the goal is being met but continuing efforts are
required since this is not something that can be.
PROPOSED 1994 GOALS
1. Implement Hwy. 5 Plan. While the lan and ordinance have been completed, they must
P mP Y
be refined during the review process, given formal public hearings and adopted. The
Comprehensive Plan needs to be amended to incorporate the document and revised land
use plan. The zoning ordinance also needs to be amended. It is likely that we will have
to process several city. initiated revisions to the zoning map to bring it into compliance
with the Hwy. 5 Plan's recommendations. There are a number of long -term tasks to go
along with the plan including working with new developments to bring them into
compliance and working with MnDOT and others on issues related to the highway and
access boulevards. One important factor to watch is the 1995 Study Area on Hwy. 5.
You have already received one request to bring it into the MUSA line and will probably
be getting others. It is clear that the City is growing faster than anticipated and that there
will be a need to consider bringing this area into the MUSA line within the next 12 -24
months. It is impossible to anticipate how involved a request the Metropolitan Council
will demand at that time but we should be prepared for a major work effort.
Related projects to be undertaken in 1994 include building the Hwy. 5 pedestrian
overpass. We secured a $280,000 ISTEA grant for the project and must start construction
in 1994. At this point, project management and public review of bridge designs are the
main tasks. Secondly, we are working with Southwest Metro Transit and the American
Legion to develop plans for redevelopment of the site. This would involve building a 1
new legion hall, park and ride lot and motel/restaurant. The City is acting as the project
facilitator and is meeting with the parties and area residents. In 1994, we expect to know
if this is feasible and has merit. We expect to be able to bring it back to the HRA/City
1
Council for review.
1
1
1
1 1994 Planning Department Goals/Budget
August 9, 1993
Page 4
7. Continue the need to upgrade, revise and improve the zoning ordinance. This is an
on -going goal from year to year. We have implemented numerous minor changes. Major
1 amendments include the wetlands ordinance, improved landscaping standards, sign
ordinance and upcoming Hwy. 5 standards.
8. Strive to maintain and improve Chanhassen's image as a progressive community that
' sets high standards for development. Maintain good working relationships with
developers, residents and out state agencies to ensure that city goals and policies Can
be achieved. This is an on -going goal and one that occupies much of my time as well as
my staff's. We continue to strive to be responsive to inquires and concerns raised by
residents. We serve on a large number of regional and state task forces, committees, etc.
' We have developed a regional reputation for being innovative in the areas of urban design
and environmental protection. I believe the goal is being met but continuing efforts are
required since this is not something that can be.
1
PROPOSED 1994 GOALS
1 1. Implement Hwy. 5 Plan. While the plan and ordinance have been completed, they must
be refined during the review process, given formal public hearings and adopted. The
' Comprehensive Plan needs to be amended to incorporate the document and revised land
use plan. The zoning ordinance also needs to be amended. It is likely that we will have
to process several city- initiated revisions to the zoning map to bring it into compliance
with the Hwy. 5 Plan's recommendations. There are a number of long -term tasks to go
along with the plan including working with new developments to bring them into
compliance and working with MnDOT and others on issues related to the highway and
1 access boulevards. One important factor to watch is the 1995 Study Area on Hwy. 5.
You have already received one request to bring it into the MUSA line and will probably
be getting others. It is clear that the City is growing faster than anticipated and that there
1 will be a need to consider bringing this area into the MUSA line within the next 12 -24
months. It is impossible to anticipate how involved a request the Metropolitan Council
1 will demand at that time but we should be prepared for a major work effort.
Related projects to be undertaken in 1994 include building the Hwy. 5 pedestrian
overpass. We secured a $280,000 ISTEA grant for the project and must start construction
in 1994. At this point, project management and public review of bridge designs are the
main tasks. Secondly, we are working with Southwest Metro Transit and the American
1 Legion to develop plans for redevelopment of the site. This would involve building a
new legion hall, park and ride lot and motel/restaurant. The City is acting as the project
facilitator and is meeting with the parties and area residents. In 1994, we expect to know
1 if this is feasible and has merit. We expect to be able to bring it back to the HRA/City
Council for review.
1
1
1
1 1994 Planning Department Goals/Budget
August 9, 1993
Page 5
2. Implement SWMP. This is another program that is winding up its planning phase and
needs to be re- tooled for the long haul to address the City's water quality and wetland
1 protection concerns. We are in a good position to proceed based upon the quality of our
plan and our staff Funding for SWMP remains a problem. I have told you for three
years that the program had sufficient funding for the planning and initial phase but was
1 inadequate to cover construction, land acquisition, etc. The program was initially funded
at 60% of staff's initial 5 year request and due to an error by the original consultant, we
are only getting 60% of that. I expected that we would finish 1993 with the SWMP fund
nearly zeroed out. This did not occur for several reasons. We did not bring our Surface
Water Coordinator on until mid -year which saved on salary but also significantly delayed
' project development, educational programs, water quality testing, etc. We had also
scheduled several construction projects on Lake Lucy and Lake Riley which were delayed
due to delays in subdivisions that the project was linked to and an inability of staff to
' manage and promote projects due to work load. We expect to make up for lost ground
in 1994 and the issue of correcting SWMP rates needs to be addressed if the program is
to reach its goals.
1 3. Senior Housing Development. For several years the City has been studying the
feasibility of building senior housing in our community. This has been a goal of the
Senior Commission for at least 3 years. We have completed a feasibility study that
defined the need and type of housing that is required and are currently completing a
fmancial study of how best to attain what is needed. A public/private partnership to build
' a 70 unit, 2 -3 story project with underground parking in the CBD seems the likely
outcome. Things are moving forward and it seems likely that we may at least be able to
lock up a site in 1994 and potentially secure a developer and initiate the project.
4. Continue work to expand senior services. In 1993, we were able to start up the Senior
Answer Line. In 1994 we wish to continue to understand and meet senior needs in
1 related areas.
5. CDBG. Now that we have reached our goal of securing funding into the future, we need
1 to get back down to business regarding project development and program operations. It
seems likely that senior support services and construction to meet ADA requirements are
likely to use the lion's share of funding for the next few years.
6. Recycling/Organized Collection. Th a City rs urre currently in the process of completing
' Phase I of the organized collection study. This was designed to see if the idea had merit
from the standpoint of minimizing neighborhood disruption, street maintenance, cost and
levels of service. The idea seems to have some merit and the Council will soon be asked
if they wish to proceed with Phase II which could culminate in contract development and
program administration. If we proceed with phase II, this will largely be a 1994 project.
1
1
1
1994 Planning Department Goals/Budget
I
August 9, 1993
Page 6
With the exception of this project, the recycling program is largely in -place and requires 1
relatively little oversight.
7. Tree Preservation. The Tree Board has been working to develop improved preservation 1
ordinances and is nearing the end of this task. For 1994, I have seta goal of putting the
program in a more permanent footing. I am seeking an increase of funding up to
$30,000. This will allow us to regularly hire a forestry intern. At relatively little cost,
we have been able to use this person to more effectively review and manage
developments while responding to many resident concerns regarding their trees. I do not
see making this a full time position in the near future but want to explore the potential
of sharing this person and related costs with other communities. Secondly, I would like
to be able to start an organized reforestation effort on public lands and .ROW with the
additional funding.
8. Environmental Commission. I am proposing that the Council constitute an
Environmental Commission that would replace the work of the SWMP Task Force,
Recycling Committee and Tree Board. Each of these groups have reached a point where
their work load has diminished. We still need them for important input but they would
not convene with enough frequency to be consistent or reliable. Secondly, managing
three boards on top of all our other responsibilities is extremely difficult for myself and
my staff. I am therefore proposing to combine their responsibilities in an environmental
commission that would meet monthly and standing Commission members would be
appointed by the Mayor and Council and would serve terms of office. They would
provide the required continuity for the three programs and I believe adequately guide and
direct them. I am recommending that there be 7 members, 1 from the Planning
Commission, 1 from the Park and Recreation Commission and the balance selected from
interested residents.
9. South 1995 Study Area and 212/169 Corridor. Since we adopted the Comprehensive
Plan we have had a goal of defining land uses in the two 1995 Study Areas. With the
Hwy. 5 Plan we have met this goal for the north area. We need to launch a comparable
effort for the south one located between Lyman and Pioneer. Additionally, the Planning
Commission has long been concerned with the old commercial strip along Hwy. 169/212.
Sandwiched between the Minnesota River bluff line and the National Wildlife Refuge,
this area contains a series of marginal land uses. We are proposing to combine both
studies. Work load permitting, we want to initiate this project with the Planning
Commission in 1994.
10. Hwy. 101. The City has been working on a project to define the ultimate alignment of
Hwy. 101 between Hwy. 5 and new Hwy. 212 that we expect to complete by early 1994.
Additionally, we have started a process of working with Carver and Hennepin Counties, 1
Eden Prairie and MnDOT on the ultimate disposition of Hwy. 101. This will likely be
1
1
1 1994 Planning Department Goals/Budget
August 9, 1993
Page 6
1 With the exception of this project, the recycling program is largely in -place and requires
relatively little oversight.
1 7. Tree Preservation. The Tree Board has been working to develop improved preservation
ordinances and is nearing the end of this task. For 1994, I have seta goal of putting the
program in a more permanent footing. I am seeking an increase of funding up to
$30,000. This will allow us to regularly hire a forestry intern. At relatively little cost,
we have been able to use this person to more effectively review and manage
developments while responding to many resident concerns regarding their trees. I do not
see making this a full time position in the near future but want to explore the potential
of sharing this person and related costs with other communities. Secondly, I would like
1 to be able to start an organized reforestation effort on public lands and .ROW with the
additional funding.
8. Environmental Commission. I am proposing that the Council constitute an
Environmental Commission that would replace the work of the SWMP Task Force,
Recycling Committee and Tree Board. Each of these groups have reached a point where
1 their work load has diminished. We still need them for important input but they would
not convene with enough frequency to be consistent or reliable. Secondly, managing
three boards on top of all our other responsibilities is extremely difficult for myself and
my staff. I am therefore proposing to combine their responsibilities in an environmental
commission that would meet monthly and standing Commission members would be
appointed by the Mayor and Council and would serve terms of office. They would
provide the required continuity for the three programs and I believe adequately guide and
direct them. I am recommending that there be 7 members, 1 from the Planning
Commission, 1 from the Park and Recreation Commission and the balance selected from
1 interested residents.
9. South 1995 Study Area and 212/169 Corridor. Since we adopted the Comprehensive
1 Plan we have had a goal of defining land uses in the two 1995 Study Areas. With the
Hwy. 5 Plan we have met this goal for the north area. We need to launch a comparable
effort for the south one located between Lyman and Pioneer. Additionally, the Planning
1 Commission has long been concerned with the old commercial strip along Hwy. 169/212.
Sandwiched between the Minnesota River bluff line and the National Wildlife Refuge,
' this area contains a series of marginal land uses. We are proposing to combine both
studies. Work load permitting, we want to initiate this project with the Planning
Commission in 1994.
1 10. Hwy. 101. The City has been working on a project to define the ultimate alignment of
Hwy. 101 between Hwy. 5 and new Hwy. 212 that we expect to complete by early 1994.
Additionally, we have started a process of working with Carver and Hennepin Counties,
Eden Prairie and MnDOT on the ultimate disposition of Hwy. 101. This will likely be
1
1
1
1994 Planning Department Goals/Budget
August 9, 1993
I Page 7
a long -term program that will culminate in the improvement of the roadway and turn back
to County authority. This program should begin in earnest in 1994.
1994 BUDGET REQUESTS
Fund 101- 152/Planning and Administration
1 Planning Department salaries are distributed over a number of funding areas including
HRA/Recycling/Surface Water Utility and related programs. Thus, the total salary benefit
' package for Planning Department staff is not found in Fund 152. Planning staff has stabilized
at three full time and one four day per week positions. We have a very large variety of programs
and responsibilities and our staff is pretty well pushed to the limit in terms of availability of time.
Yet we believe that we have been able to decrease potential roles of outside consultants through
our continued participation in projects and in -house expertise.
' No increases are being requested other than inflationary adjustment. The departure of Jo An and
her replacement with a full time employee (rather than 4/5) at a lower pay grade, is likely to even
out with no net increase in personnel cost.
Personnel Services 1993 Budget 1994 Proposed Budget
101152 -4010, Salaries & 93,500.00 No new staff
Wages Increase for inflation only
101152 -4030, 11,340.00 Increase for inflation only
Contributions, Retirement
'
101152-4040, 9,600.00 Increase for inflation only
' Contributions, Insurance
101152 -4041, -0- -0-
Contributions, Flex.
101152 -4050 Workmen 650.00 Increase for inflation only
Compensation
Materials & Supplies 1,300.00 1,500.00
101152 -4110, Supplies,
Office
1
•
1
1
1994 Planning Department Goals/Budget 1
August 9, 1993
Page 8
101152 -4120, Supplies, 100.00 300.00 I
Equipment
101152 -4130, Supplies, 100.00 IFIO I
Program
101152 -4210, Books & 300.00 500.00
Periodicals
Contractual Services 2000.00 IFIO a
101152 -4300, Fees,
1
Service
101152 -4310, Telephone 300.00 IFIO 1
101152 -4340, Printing & 3,600.00 IFIO I
Publishing
101152 -4360, 2,000.00 IFIO I
Subscriptions &
Memberships
101152 -4370, Travel & 5,000.00 IFIO
Training
101152 -4380, Mileage 200.00 IFIO I
Capital Outlay 1
101152 -4703, Office
Equipment 1,000.00 IFIO 1
Fund 101 -151, Planning Commission
1
This fund is a relatively small budgetary allocation used to support activities of the Planning
Commission. Activities include staff time for preparation of minutes, educational materials 1
for the Commission, printing, publication and mailing of various hearing notices, etc. Staff is
not requesting any significant increases in this area. 1993 is the first year that a small amount I
of funds ($500) was set aside for Travel and Training of Commissioners. Several have
1
1
1
I 1994 Planning Department Goals/Budget
August 9, 1993
Page 8
1 101152 -4120, Supplies, 100.00 300.00
Equipment _
1 101152 -4130, Supplies, 100.00 IFIO
Program
1 101152 -4210, Books & 300.00 S00.00
Periodicals
1 Contractual Services 2,000.00 IFIO
I 101152 -4300, Fees,
Service
1 101152 -4310, Telephone 300.00 IFIO
101152 -4340, Printing & 3,600.00 IFIO
1 Publishing
101152 -4360, 2,000.00 IFIO
1 Subscriptions &
Memberships
1 101152 -4370, Travel & 5,000.00 IFIO
Training
1 101152 -4380, Mileage 200.00 IFIO
I Capital Outlay
101152 -4703, Office
I Equipment 1,000.00 IFIO
I Fund 101-151, Planning Commission
This fund is a relatively small budgetary allocation used to support activities of the Planning
I Commission. Activities include staff time for preparation of minutes, educational materials
for the Commission, printing, publication and mailing of various hearing notices, etc. Staff is
not requesting any significant increases in this area. 1993 is the first year that a small amount
1 of funds ($500) was set aside for Travel and Training of Commissioners. Several have
I
1
1
I 1994 Planning Department Goals/Budget
August 9, 1993
Page 9
1 utilized the funds to attend seminars that improve their ability to make, constructive decision.
I believe this is a wise investment and should be continued.
1 Personnel Services 1993 Budget 1994 Proposed Budget
I 101151 -4010, Salaries & 3,750.00 No new staff
Wages IFIO
I 101151 -4030, 460.00 IFIO
Contributions, Retirement
I 101151 -4040, 500.00 IFIO
Contributions, Insurance
I 101151 -4041, -0- -0-
Contributions, Flex.
II 101151 -4050 Workmen 20.00 IFIO
Compensation •
1 Materials & Supplies 100.00 IFTO
101151 -4110, Supplies,
I Office
101151 -4120, Books & 100.00 IFIO
I Periodicals
101151 -4300, Fees, 200.00 IFIO
I Service
101153 -4340, Printing & 2,000.00 IFIO
1 Publishing
101153 -4360, 400.00 IFIO
1 Subscriptions &
Memberships
I 101153 -4370, Travel & 500.00 IFIO
Training
1
1 - •
1
1
1994 Planning Department Goals/Budget
August 9, 1993
Page 10
FUND 101 -153, SENIOR COMMISSION
The fund was established to support the activities of the Senior Commission and in part, the
Senior Center. In the past, funds have been expanded to undertake needs studies, support
programs, pay for filed visits and outside expertise in surveys, etc. Last year, direct funding
for staff time at the Senior Center, for the Senior Coordinator, was transferred to the Park
budget with half of Dawn's salary being paid by CDBG funds. However, 153 code funds are
still used to help pay for various programs.
No increase in funding is being requested in 1994. We do however have a major accounting
problem. As the City Council is aware, we now have a contract with Carver County to
operate the Senior Answer Line. As a joint operation, we provide space, equipment and
supervision. The County pays direct salaries for the volunteer coordinator and.covers phone
costs. This works fine and represents and excellent value for seniors throughout our
community and the balance of Carver County. However, the agreement calls for the city to
pay direct costs and forward the bills to Carver County for reimbursement. We have been
taking the funds out of the 153 account. However, under public accounting practices, the
funds we are reimbursed from the County cannot go back into the 153 account but rather
1
must be deposited in the city's general fund which leaves 153 account over extended. We are •
asking that this situation be resolved with the 1994 budget.
Personnel Services 1993 Budget 1994 Proposed Budget
g 1� S
Materials & Supplies 300.00 IFIO
101153 -4110, Supplies,
Office
•
101153 -4120, Books & 100.00 IFIO
Periodicals
101153 -4300, Fees, 1,000.00 IFIO
Service
101153 -4330, Postage 600.00 IFIO 1
101153 -4340, Printing & 500.00 IFIO
Publishing 1
1
•
1
1
1
1994 Planning Department Goals/Budget
1 August 9, 1993
Page 10
1 FUND 101 -153, SENIOR COMMISSION
The fund was established to support the activities of the Senior Commission and in part, the
1 Senior Center. In the past, funds have been expanded to undertake needs studies, support
programs, pay for filed visits and outside expertise in surveys, etc. Last year, direct funding
for staff time at the Senior Center, for the Senior Coordinator, was transferred to the Park
budget with half of Dawn's salary being paid by CDBG funds. However, 153 code funds are
still used to help pay for various programs.
1 No increase in funding is being requested in 1994. We do however have a major accounting
problem. As the City Council is aware, we now have a contract with Carver County to
operate the Senior Answer Line. As a joint operation, we provide space, equipment and
supervision. The County pays direct salaries for the volunteer coordinator and.covers phone
costs. This works fine and represents and excellent value for seniors throughout our
community and the balance of Carver County. However, the agreement calls for the city to
pay direct costs and forward the bills to Carver County for reimbursement. We have been
taking the funds out of the 153 account. However, under public accounting practices, the
1 funds we are reimbursed from the County cannot go back into the 153 account but rather
must be deposited in the city's general fund which leaves 153 account over extended. We are
asking that this situation be resolved with the 1994 budget.
1 Personnel Services 1993 Budget 1994 Proposed Budget
Materials & Supplies 300.00 IFTO
101153 -4110, Supplies,
1 Office
101153 -4120, Books & 100.00 IFIO
1 Periodicals
101153 -4300, Fees, 1,000.00 IFIO
1 Service
101153 -4330, Postage 600.00 IFIO
101153-4340, Printing & 500.00 IFIO
1 Publishing
1
1
1
1
1 1994 Planning Department Goals/Budget
August 9, 1993
Page 11
I 101153 -4360, 500.00 IFIO
Subscriptions &
1 Memberships
101153 -4370, Travel & 500.00 IFTO
1 Training
101153 -4375, Promotional 500.00 IFIO
1
Expense
' FUND 211/236, TREE BOARD
An initial funding allocation of $115,000 was established by the City Council in mid -1993
I when the Tree Board was established. The Board has worked on a number of ordinances
relative to tree preservation and landscaping and is seeking to develop a long term
reforestation program. The major cost item has been retaining a Forestry Intern for a 6
I month tim period. We believe this has worked well and offered valuable services to city staff
and to city residents. We are not recommending the establishment of a permanent position
but we would like to continue the internship program. In the future, we would like to discuss
I a possible position sharing arrangement with neighboring communities if this proves to be
advantageous.
I We would however like to expand the focus of the program to include the establishment of an
active reforestation program. I am therefore recommending that an additional $15,000 be
allocated to allow these efforts to begin in 1994. I have also raised the personnel costs from
1 $5,500 to $10,000 to cover the 6 month internship.
Personnel Services 1993 Budget 1994 Proposed Budget
' 211236/4000, Salaries & 5,500 10,000
Wage
I 211236/4110, Supplies, -0- 200
Office
211236/4130, 36/ 130, Program -0- 200
1 211236/4300, Fees /Service 5,000 15,000
1 211236/4302, Fees/legal -0- 500
211236 /4340, Printing -0- 200
1 -,
1
1994 Planning Department Goals/Budget
1
August 9, 1993
Page 12
211236/4370, Travel & 4,000 1,000 1
Training
211236 /4375, Promotional 500 500 I
Expense
•
211236/4410, Rental -0- 500 I
equipment
1
Fund 211 -231, Recycling
The recycling program has largely settled into a normal operation mode. Fund outlays were
significantly reduced two years ago when the city licensed haulers and mandated they collect I
recyclable materials (prior to that time the city operated its own collection program at local
expense). We continue to fund/assist special collections such as hazardous materials and
appliances. Educational activities are regularly supported along with programs like our I
subsidized composter sales. Activities of the Recycling Committee are also supported.
The major new focus in 1993 has been the "Organized Collection" study. This originally was
I
initially over concerns raised by the City Engineering regarding the frequent and damaging
use of city streets by over weight collection vehicles. It was expanded to look at issues of
cost, noise, ability to promote high levels of service, etc. At the time of writing, the City •
Council is looking into the possibility of undertaking the Phase II or implementation aspect of
the study. At the present time I am not requesting any increase over 1993 funding but we
may need to revisit this issue in the future. The Phase I consulting contract was paid out of
I
separate funding sources. Phase II funding, if this is pursued, will need to be similarly
viewed. We have received a proposal that indicates Phase II consultant expenses would be in
the area of $15,000. Additionally, implementation may result in additional need to tap staff .
1
and funding resources. No funding has been allocated to either of these items.
Personnel Services 1993 Budget 1994 Proposed Budget
1
211231 -4010, Salaries 30,000 IFIO
211231 -4020, Salaries,
-0- $500 I
Temporary
I
211231 -4030, Retirement 3,000 IFIO
211231 -4040, Insurance 1,800 IFIO 1
1
1
1
I 1994 Planning Department Goals/Budget
August 9, 1993
Page 12
I 211236/4370, Travel & 4,000 1,000
Training
I 211236/4375, Promotional 500 500
Expense •
211236/4410, Rental . -0- 500
equipment .
1
Fund 211 -231, Recycling
The recycling program has largely settled into a normal operation outlays were mode. Fund outla
Y g P �' S Y Pte' Y
' significantly reduced two years ago when the city licensed haulers and mandated they collect
recyclable materials (prior to that time the city operated its own collection program at local
expense). We continue to fund/assist special collections such as hazardous materials and
1 appliances. Educational activities are regularly supported along with programs like our
subsidized composter sales. Activities of the Recycling Committee are also supported.
I The major new focus in 1993 has been the "Organized Collection" study. This originally was
initially over concerns raised by the City Engineering regarding the frequent and damaging
use of city streets by over weight collection vehicles. It was expanded to look at issues of
•
I cost, noise, ability to promote high levels of service, etc. At the time of writing, the City
Council is looking into the possibility of undertaking the Phase II or implementation aspect of
the study. At the present time I am not requesting any increase over 1993 funding but we
I may need to revisit this issue in the future. The Phase I consulting contract was paid out of
separate funding sources. Phase II funding, if this is pursued, will need to be similarly
viewed. We have received a proposal that indicates Phase II consultant expenses would be in
I the area of $15,000. Additionally, implementation may result in additional need to tap staff .
and funding resources. No funding has been allocated to either of these items.
1 Personnel Services 1993 Budget 1994 Proposed Budget
211231 -4010, Salaries 30,000 IFIO
I 211231 -4020, Salaries, -0- $500
Temporary
I 211231 -4030, Retirement 3,000 IFIO
1 211231 -4040, Insurance 1,800 IFIO
1 .
1
' 1994 Planning Department Goals/Budget
August 9, 1993
Page 13
211231 -4041, -0- $200
Contribution, Flex
211231 -4050, Workers 200 IFIO
Compensation
211231 -4110, Supplies 5,000 IFIO
•
Office
211- 231 -4130, Supplies -0- IFIO
Program
211231 -4300, Fees 15,000 IFIO
' Service
211231 -4340, Printing -0- $500
' 211231 -4350, Cleaning -0- -0-
1 211231 -4360, - $300
Subscriptions &
•
Memberships
•
' 211231 -4370 Travel & -0- $500
' Training
FUND 720 SURFACE WATER MANAGEMENT UTILITY
B
As the Council will recall, this project is funded out of a utility fee that is paid by all
properties in Chanhassen according to a formula that is generally based upon the amount of
storm water runoff that is generated. It is an enterprise fund and as such it is able to retain
fund balances (if any) from one year to the next.
' Staff had originally proposed a funding level that would have yielded $1.7 million over the
initial 5 years. The Council funded the program at a 60% level. Staff was told to come back
' when the program had proven its worth and have the funding level adjusted. At that time, we
were concerned but felt that we could at least complete the planning phase of the project.
The other shoe fell when it was found that the original consultant (SEH) had significantly
1
1994 Planning Department Goals/Budget
August 9, 1993
Page 14
over - estimated utility revenues which effectively chopped another 60% out of available funds.
Thus instead of $1.7 million, we would only received about $675,000 for the same period.
Thus far we have been fortunate. We got good bids on the planning phase which was let
during a recession. Because the planning effort took place over several years, we were able
to stretch out spending and accrue positive fund balances. We were not able to meet the
1
entire schedule for our program goals and we did not bring on the Water Resources
Coordinator until last summer, both of which had the effect of delaying expenditures. We
have also had income from other sources. The City Council gave the program $86,000
1
received from Redmond Corporation related to their expansion and need to acquire City land
to meet hard surface coverage standards. Last winter you purchased a $22,000 parcel in
Carver Beach and gave it to the program. Since the fund has had positive balances, our 1
investment income has exceeded expectations. We have also received several small grants.
None of these situations can reasonably be expected to continue. We are entering the
implementation phase when capital projects will result in significant costs. The fund is also
starting to receive developer contributions. However, these are dedicated funds to be used to
acquire and build downstream improvements and cannot be considered a revenue source.
What Have We Accomplished To Date •
The most important questions here should be what have we accomplished and has the 1
investment been worthwhile? I think it is fair to say that the City has developed the most
sophisticated and progressive surface water management program in the State. It has become
widely recognized as the model for other communities to follow. More importantly, we are
positioned to protect our water resources and manage them for the long term in spite of the
fact that we are experiencing unprecedented development pressures. These benefits have
already started to accrue and will become increasingly visible as projects are undertaken.
During 1993 we have had the following accomplishments:
1. Public education efforts continue to be enhanced. We have sent out our second
informational newsletter as well as having articles in the quarterly City newsletter.
We have also published our lake atlas which has been distributed at City parks, at
special events and elsewhere. We have begun working with the school district to
develop programs on water quality protection and expect a lot of growth in this next
year. We have also begun to meet with lake groups offering expertise, materials such
1
as our underwater video and support. We also continue to offer free soil testing to get
homeowners to use less fertilizer on their lawns.
2. Our early and comprehensive street sweeping am has become normal operating
Y mP P g ro P�
practice for the City. This has the effect of removing literally tons of sediment from
1 our waterways along with significant nutrient loading. We have been able to use City
1
1
1994 Planning Department Goals/Budget
August 9, 1993
Page 14
1 over - estimated utility revenues which effectively chopped another 60% out of available funds.
Thus instead of $1.7 million, we would only received about $675,000 for the same period.
1 Thus far we have been fortunate. We got good bids on the planning phase which was let
during a recession. Because the planning effort took place over several years, we were able
' to stretch out spending and accrue positive fund balances. We were not able to meet the
entire schedule for our program goals and we did not bring on the Water Resources
Coordinator until last summer, both of which had the effect of delaying expenditures. We
' have also had income from other sources. The City Council gave the program $86,000
received from Redmond Corporation related to their expansion and need to acquire City land
to meet hard surface coverage standards. Last winter you purchased a $22,000 parcel in
1 Carver Beach and gave it to the program. Since the fund has had positive balances, our
investment income has exceeded expectations. We have also received several small grants.
None of these situations can reasonably be expected to continue. We are entering the
1 implementation phase when capital projects will result in significant costs. The fund is also
starting to receive developer contributions. However, these are dedicated funds to be used to
acquire and build downstream improvements and cannot be considered a revenue source.
What Have We Accomplished To Date •
1 The most important questions here should be what have we accomplished and has the
investment been worthwhile? I think it is fair to say that the City has developed the most
' sophisticated and progressive surface water management program in the State. It has become
widely recognized as the model for other communities to follow. More importantly, we are
positioned to protect our water resources and manage them for the long term in spite of the
' fact that we are experiencing unprecedented development pressures. These benefits have
already started to accrue and will become increasingly visible as projects are undertaken.
During 1993 we have had the following accomplishments:
1 1. Public education efforts continue to be enhanced. We have sent out our second
informational newsletter as well as having articles in the quarterly City newsletter.
' We have also published our lake atlas which has been distributed at City parks, at
special events and elsewhere. We have begun working with the school district to
develop programs on water quality protection and expect a lot of growth in this next
year. We have also begun to meet with lake groups offering expertise, materials such
as our underwater video and support. We also continue to offer free soil testing to get
homeowners to use less fertilizer on their lawns.
' 2. Our early and comprehensive street sweeping program has become normal operating
practice for the City. This has the effect of removing literally tons of sediment from
1 our waterways along with significant nutrient loading. We have been able to use City
1
1
1 1994 Planning Department GoalsBudget
August 9, 1993
1 Page 15
staff to complete the work using SWMP funds to pay overtime as required. This job
1 must be done in a short time frame after the last heavy snow but before spring rains.
3. We have brought on Diane Desotelle as the Water Resources Coordinator. This
position was in our original program but we delayed filling it as long as possible. Her
arrival lets us focus on plan implementation that was not possible previously due to
lack of staff time. She is becoming the "point person" for all water related calls from
residents. She is also assuming related responsibilities from planning and engineering
staff for plan reviews which frees up large amounts of time to get other work done.
1 4. The SWMP Task Force has completed the draft of the entire Planning document.
Those of you who have seen a copy know this was truly a monumental effort. We
expect to have the plan to the Planning Commission and City Council by January,
1 1994.
5. We have completed a design study for water quality improvements for the Forcier
1 parcel on Frontier Trail. When ultimately built, these improvements will eliminate a
major source of sediment and nutrient deposition in Lotus Lake that is coming from an
' older, developed neighborhood to the west. This is being undertaken as public/private
partnership in conjunction with the development of the site. This is probably one of
the best illustrations of the SWMP plan's cost effectiveness. Due to our planning
' efforts, we will be able to get over $200,000 worth of improvements for around
$60,000 while significantly helping Lotus Lake. We had hoped to get the project
completed this year but the developer has encountered delays that we believe need to
1 be resolved.
6. Last year the Council voiced some concern over two line items. These were the
' $25,000 listed under the City Engineer's Emergency Fund and , to a lesser extent, the
$10,000 allocated towards Pond Maintenance. Staff indicated that the emergency fund
was to be used to address the number of drainage issues that arise over a year,
' particularly one that was as wet as 1993. Without some dedicated source of funds,
these problems cannot normally be addressed short of tapping very limited public
works maintenance funds or by delaying the problem until sufficient people are angry
or concerned enough to petition the City Council. While we did not spend all the
money that was allocated, we did undertake several representative projects including:
1 Chaparral Pond near Redwing and Penamint. The pond is located in the
middle of a single family neighborhood and never functioned properly. The
residents apparently approached the City to have something done 4-5 years ago
' but the issue was not settled. With approximately $5000 in SWMP funds, we
were able to excavate the pond and fix the inlet. In 1994, we are looking at
1
1
1994 Planning Department Goals/Budget
August 9, 1993
Page 16
spending an additional $5,000- $10,000 to fix the outlet (the lower number is
possible if we do not need to contract the work. -
Carver Beach Pond, south of the Fox Path subdivision. SWMP plans indicated
that this pond should be excavated to maintain water quality. We were able to
undertake this work with City crews over the winter spending less than $3000
for equipment rental. Visual inspections show that it seems to be working.
Rice Marsh Lake drainage, in the vicinity of Dave Huffman's home on public '
park property. An open ditch section of a major drainageway was experiencing
significant erosion and presented a safety problem for neighborhood kids.
Using City crews we were able to get used pipe and fill the ditch for about ,
$5000.
At the time of writing, the City Council is going through the agony of '
assessing the Minnewashta Parkway project. Through it all there has been no
mention of what I regard as one of the project's major achievements. With the
understanding gained from the SWMP program, storm runoff from the parkway
is being redirected into pre - treatment basins, routed through Lake St. Joe before
it is discharged into Minnewashta. At a minor increase in project cost, we
were able to eliminate the direct discharge of large volumes of untreated water
into the lake. While this did not cost the SWMP program anything except a
• little engineering time, I regard it as a major improvement.
1994 Funding Priorities
What we failed to accomplish in 1993 was both frustrating and significant. We fully '
expected to have sufficient projects on line in 1993 and we will close the year with little or
no fund reserve. We expected that this would be the year that we would be bringing a
number of projects on line around Lotus Lake and Lake Riley. This did not occur due to lack
of staff time to manage these projects and in the case of Forcier, delays by the developer.
We did not even hire Diane until the year was half over to economize. As a result, we
should close the year with a positive fund balance of between $200,000 - $220,000. While this
is a large sum of money by anyone's standards, I am concerned that it may prove to be
insufficient to carry out our program even with the $165,000 the utility generates each year.
Proposed construction expenditures include the following:
1. Fox Path Pond, installation of a $60,000 ,
NURP basin to protect the north
end of Lotus
1
- .1
1
1994 Planning Department Goals/Budget
August 9, 1993
Page 16
spending an additional $5,000 - $10,000 to fix the outlet (the lower number is
possible if we do not need to contract the work.
' Carver Beach Pond, south of the Fox Path subdivision. SWMP plans indicated
that this pond should be excavated to maintain water quality. We were able to
undertake this work with City crews over the winter spending less than $3000
for equipment rental. Visual inspections show that it seems to be working.
1 Rice Marsh Lake drainage, in the vicinity of Dave Huffman's home on public
park property. An open ditch section of a major drainageway was experiencing
significant erosion and presented a safety problem for neighborhood kids.
1 Using City crews we were able to get used pipe and fill the ditch for about
$5000.
1 At the time of writing, the City Council is going through the agony of
assessing the Minnewashta Parkway project. Through it all there has been no
mention of what I regard as one of the project's major achievements. With the
understanding gained from the SWMP program, storm runoff from the parkway
is being redirected into pre - treatment basins, routed through Lake St. Joe before
' it is discharged into Minnewashta. At a minor increase in project cost, we
were able to eliminate the direct discharge of large volumes of untreated water
into the lake. While this did not cost the SWMP program anything except a
i little engineering time, I regard it as a major improvement.
1994 Funding Priorities
1 What we failed to accomplish in 1993 was both frustrating and significant. We fully
expected to have sufficient projects on line in 1993 and we will close the year with little or
' no fund reserve. We expected that this would be the year that we would be bringing a
number of projects on line around Lotus Lake and Lake Riley. This did not occur due to lack
of staff time to manage these projects and in the case of Forcier, delays by the developer.
' We did not even hire Diane until the year was half over to economize. As a result, we
should close the year with a positive fund balance of between $200,000 - $220,000. While this
is a large sum of money by anyone's standards, I am concerned that it may prove to be
' insufficient to carry out our program even with the $165,000 the utility generates each year.
Proposed construction expenditures include the following:
1 1. Fox Path Pond, installation of a $60,000
NURP basin to protect the north
end of Lotus
1 3
1
I 1994 Planning Department Goals/Budget
August 9, 1993
Page 17
1 2. Canterbury Circle, NURP ponding $80,000
1 3. Lake Riley Ponds at Lake Riley $40,000
Blvd.
I 4. Bandimere Park ponding to fix $ 5,000
existing neighborhood problem to
NURP design -
1 5. Lake Ann Park erosion control $ 1,000
1 6. Chan Pond Park erosion control $ 5,000
1 7. Lotus Trail sedimentation control $10,000
near street and park
1 8. Pleasant View Road sedimentation $ 2,000
basin
1 9. Forcier cost share $65,000
•
I 10. Redman Lane, flood prevention $ 5,000
project
1 11. Chaparral Pond outlet repair $ 5,000
Total $278,000
1 The projects mentioned above are known quantities that have for the most part been in
process. This does not even scratch the surface of projects being proposed in the Capital
1 Improvements section of the SWMP Plan. Other major proposed expenditures include:
1. Educational efforts $ 5,000
I 2. Water quality testing equipment, lab $11,000
work, SWMP project signs and
1 computer model
3. Engineers emergency fund $20,000
I 1
4. Special Studies $ 5000 ,
1 .
1
1994 Planning Department Goals/Budget
August 9, 1993
Page 18 i
5. Accelerated street sweeping and $20,000
pond maintenance
1
6. Wetland banking program being $25,000 - 1
developed by staff
Total $81,000 1
The total amount of all anticipated capital expenditures $359,000
BUDGET REQUEST 1
720 3999 Total revenue $165,000
720 4000 Series salaries IFIO
720 4000 Series materials and supplies IFIO
720 4300 Fees for service $359,000
720 4301 Audit IFIO
720 4330 Postage IFIO
720 4340 Printing and Publishing $3,500
•
720 4370 Travel and Training $2,500
•
TOTAL EXPENDITURES $440,000 • 1
Revenue over (under) Expenditures ($275,000)
Fund Balance Forward $220,000
Total Resources over (under) liabilities ($55,000) 1
Summary and Funding Reauest 1
It is clear that 1994 will be a critical year. As indicated, we expect there to be a serious
budget shortfall of $55,000 if we meet our goals and this is before we have had an
opportunity to digest the SWMP Plan and its recommendations. It is also fully clear that we
should not and cannot afford to address all the City's water resource issues in a year or two
but rather need to take a long term view. Even so, at the current rates, we are only
generating about $90,000 that can be used each year for projects after covering staffing and
related costs and over time this level of funding will decrease with inflation. This program
was never funded anywhere near the proposed level and the utility rates have not been
adjusted since its inception. There has been no increase to cover inflation which has
1
1
1 1994 Planning Department Goals/Budget
August 9, 1993
1 Page 18
1 5. Accelerated street sweeping and $20,000
pond maintenance
I 6. Wetland banking program being $25,000
developed by staff
' Total $81,000
The total amount of all anticipated capital expenditures $359,000
1 BUDGET REQUEST .
I 720 3999 Total revenue $165,000
720 4000 Series salaries IFIO
720 4000 Series materials and supplies IFIO
I 720 4300 Fees for service $359,000
720 4301 Audit IFIO
720 4330 Postage IFIO
I 720 4340 Printing and Publishing $3,500
720 4370 Travel and Training $2,500
I TOTAL EXPENDITURES $440,000
•
Revenue over (under) Expenditures ($275,000)
I Fund Balance Forward $220,000
I Total Resources over (under) liabilities ($55,000)
I Summary and Funding Request
I It is clear that 1994 will be a critical year. As indicated, we expect there to be a serious
budget shortfall of $55,000 if we meet our goals and this is before we have had an
opportunity to digest the SWMP Plan and its recommendations. It is also fully clear that we
I should not and cannot afford to address all the Qty's water resource issues in a year or two
but rather need to take a long term view. Even so, at the current rates, we are only
generating about $90,000 that can be used each year for projects after covering staffing and
I related costs and over time this level of funding will decrease with inflation. This program
was never funded anywhere near the proposed level and the utility rates have not been
adjusted since its inception. There has been no increase to cover inflation which has
1 - 1 .
1
1 1994 Planning Department Goals/Budget
August 9, 1993
Page 19
I thankfully been low and offset by new development as it comes on line and contributes to the
fund, still we have state revenues.
I Staff is ro osin that we take this opportunity to adjust the rates back to the originally
P P g PP
proposed level. The difference for a rate payer is minor. A single family home currently
I pays $3.22 per quarter. The rate we requested in 1990 was $5.37 per quarter which is lower
then most other communities charge. The difference amounts to less then 2.5 cents per day
yet with 4,900 residential rate payers it will provide an additional $42,000 per year.
I Commercial and non - single family rates would be adjusted by the adopted formula.
1 .
1
1
1
1
1
1
1
1
1
1
1
1