A-3. Key Financial Strategy: Mid-Year Review of 2017 Strategies A -3
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:@„: Chanhassen is a Community for Life-Providing for Today and Planning for Tomorrow
MEMORANDUM
TO: Mayor and City Council
FROM: Todd Gerhardt, City Manager
DATE: July 10, 2017
SUBJ: Midyear update on Key Financial Strategies and goals
Attached you will find the 2017 Key Financial Strategies that staff have accomplished to date.
Below are the remaining items and the dates they will come before the City Council:
• Continuation of Franchise fee discussion and Update: August 2017
• Park Recreation System plan update: September 2017
• Replacement Ladder 11 discussion: September 2017
ATTACHMENTS
1. Key Financial Strategies Update for 2017
G:\Admin\TG\Work Plan\2017\Midyear update on KFS Memo to Council
PH 952.227.1100• www.ci.chanhassen.mn.us• FX 952.227.1110
7700 MARKET BOULEVARD • PO BOX 147 • CHANHASSEN • MINNESOTA 55317
ESTABLISH ANNUAL GOALS & KEY
FINANCIAL STRATEGIES
Background: In July 2002, staff met with Jim Prosser from Ehlers & Associates to begin
development of the city's key financial strategies. At that time, comparisons were
completed of similar cities based on tax base mix, growth, allocation, population, five-year
budget comparison, debt ratios, tax capacity, and bond ratings. Council and staff identified
Financial Foundation Descriptions and prioritized capital improvements. City Council
adopted the Key Financial Strategies (KFS) on June 9, 2003. Implementation began with
the 2004 budget process, i.e. pavement management system including trails, roads, parking
lots; debt service; fixed assets for remodeling/replacement; water treatment and future
infrastructure; etc. These strategies will also be used as a part of our 2018 strategic planning
process.
Competitiveness
Create an environment for innovation and change—
building on our strengths, creativity, and skills.
MID-YEAR REVIEW OF KEY FINANCIAL STRATEGIES: PREPARE A MID-
YEAR REVIEW OF ALL KEY FINANCIAL STRATEGIES FOR PRESENTATION
AT THE FIRST MEETING IN JULY
On July 10, 2017, staff updated the City Council on each of the items in the city's 2017
Annual Goals and Key Financial Strategies. We were able to obtain $8 million from
MnDOT to lower the project costs from $25.1 million to 17.1 million. Obtaining MnDOT
funding for the Highway 101 upgrade is essential as we continue to request turnback funding
which is very limited. We continue to work on finding funding opportunities, including
developing a partnership with Carver County to assist with requesting funding support from
the state legislature.
PERMEABLE PAVERS: RESEARCH POLICIES AND POTENTIAL
CONSEQUENCES FOR THE ALLOWANCE OF PERMEABLE PAVERS IN THE
EQUATION FOR HARD COVER ALLOWANCE
On June 26, 2017, staff updated the City Council on the option of using permeable pavers
in the equation for hard cover allowances. Currently the city allows the following:
Maximum Lot Coverage by Land Use Classification
Land Use Classification by District Maximum Lot Coverage by
Percentage
"A-2" Agricultural Estate* 20
"RR" Rural Residential* 20
"RSF" Single-Family Residential* 25
"R-4" Mixed Low Density Residential* 30
"RLM" Residential Low and Medium single-family dwelling, 35
Density* two-family dwelling, 40
townhouse or multi-family dwelling 50
"R-8" Mixed Medium Density Residential* 35
"R-12" High Density Residential* 35
"R-16" High Density Residential* 50
"BN" Neighborhood Business 65
"BH" Highway and Business Services 65
"CBD" Central Business No maximum
"CC" Community Commercial 70
"BG" General Business 70
"BF" Fringe Business 40
"OI" Office and Institutional 65
"IOP" Industrial Office Park 70
day care facilities 65
single-family residential 25
Shoreland Management District medium/high density residential 35
industrial zones within Lake Susan
Shoreland District 70
It was discussed that staff look at proposing an ordinance change to allow pervious pavers
and other similar systems that are proven technologies in the low traffic areas based on the
following conditions:
1) Residential properties should be allowed a total lot coverage of X+5%* where X is
the currently established maximum impervious lot coverage, and the 5% is pervious
lot coverage. To qualify as pervious, the system must be designed in compliance
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with standards established by the Interlocking Concrete Pavement Institute (ICPI)
and installed by an ICPI certified installer.**
a. Possible phrasing: "The maximum lot coverage for all structures and paved
surfaces is 30%, of which no more than 25% may be impervious surfaces."
2) The use of permeable paver systems on industrial and commercial properties should
continue to be addressed through the site plan review process.
3) The term "pervious/permeable"be defined in the City Code.
4) The usage of the terms "impervious" and"hardcover" should be standardized
throughout the Code.
*To provide context that would allow a 15,000 square-foot lot (minimum RSF lot size) to
construct a 750 square foot (25' x 30') pervious paver patio in addition to the currently
permitted 3,750 square feet (25%) of impervious lot coverage.
**For other types of pervious surface technologies, a similarly credible organization's
guidelines and appropriately certified installer could be substituted.
The only exception the City Council has yet to determine is if the ordinance change should
be incorporated in the shoreland overlay district and how inspection time would be needed
and who should do them. This will be discussed as staff brings back a proposed ordinance
regarding the above changes.
CHANHASSEN'S 50-YEAR ANNIVERSARY
The City of Chanhassen was incorporated as a city on May 8, 1967, combining the
Chanhassen Township with the Village of Chanhassen. Planned anniversary events include a
community celebration on Monday, May 8, 2017, hanging banners downtown, and a bronze
plaque dedicating May 8, 2017 as the official 50th anniversary of the city. The plaque will be
placed in the foyer of city hall.
UPDATE: On Monday, May 8, 2017 the city held a 50th Anniversary Community
Celebration where about 350 residents participated and listened to the welcoming remarks
of Councilwoman Elise Ryan, posting of the Colors by the Chanhassen American Legion
Post 580 Honor Guard/Color Guard, remarks by Jack Atkins of the Chanhassen Historical
Society, and the keynote address by Mayor Denny Laufenburger. The Mayor then unveiled
and dedicated the 50th Anniversary Flag and Plaque. Cake was served and everyone had a
great time.
UPDATE: One of the events for Chanhassen's 50th Anniversary Celebration was an essay
contest for Elementary School (grades 4 & 5) and Middle School (grades 6-8) students. The
theme for the essay was "Why I Love Chanhassen." The contest winners were invited to
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read their essays at the June 26, 2017 City Council meeting and their proud parents were in
attendance. The winners were:
Elementary School Students Middle School Students
Ava Joos — Winner Luke Hilgendorf—Winner
Danica Grafelman— Runner up Hanna Quiner— Runner up
Strengthen the City's Financial Position
Provide financial stability and resources necessary to achieve the city's vision by
exercising financial stewardship,implementing best practices, and utilizing
long-term financial planning tools.
2018 BUDGET OUTLOOK: PRESENT A FUTURE-YEAR BUDGET OUTLOOK
EACH SPRING BEFORE FORMAL BUDGET SO THE COUNCIL CAN CONSIDER
MAJOR BUDGET CHANGES FOR THE FOLLOWING YEAR
On February 13, 2017, the city council identified the desire to have an early budget meeting
to discuss potential budget impacts for the upcoming year. This meeting was held on June
26, 2017.
Potential Revenue/Positive Changes In 2018 Budget
The first number we usually discuss each year when setting the budget is the new growth (or
new homes/businesses constructed or improvements made). Based on the current new
growth trends and the previous year's permits and construction, staff is estimating new
growth to be around 1.4% for taxes payable in 2018. This equates to roughly $150,000 in
new tax dollars available to offset any increased service costs.
In addition, in 2018 the city's debt levy is being reduced by roughly $117,000/year because
of the refunding of the Public Works Building bonds.
Lastly, based on discussion with city council in last year's budget-setting process, staff is
researching the appropriate amounts of costs to be allocated to the city's Enterprise Funds
that are currently being paid out of the city's General Fund. Staff will be making a separate
presentation about those allocations to city council later this summer, but based on the
initial data received by staff we are estimating it to be somewhere between $100,000-
$130,000.
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New Position for MIS department
The new technical position would report to the MIS Coordinator who would continue to be
responsible for managing the department, providing support for major software, project
management, application integration, staff training and technology policies. The cost to add
this position would have roughly a $70,000 impact to the general fund and another $23,000
impact to the city's Enterprise Funds. These amounts include wage, all insurances, taxes,
and retirement costs.
Park & Trail Maps
Every three or four years, the Park and Recreation Department updates the city's Park and
Trail Map for distribution to citizens, visitors, businesses, and Chamber of Commerce
organizations (approximately 12,000 are made). We have maintained a long-term
private/public partnership with Bokoo Bikes to produce, pay for, and distribute these maps.
Bokoo Bikes has elected to contribute either $2,500 or $5,000 per edition dependent on the
level of their sponsorship budget that particular year. They have indicated interest in
participating again. The total cost to publish/print and mail these maps is approximately
$17,000.
GIS Position now Budgeted at Full Time
During the 2017 budget process, staff discussed with council the need for the GIS position
to become a full-time position rather than the budgeted amount of 28/hours per week.
The position will not be filled until the end of March, thus making it budget neutral for the
2017 budget; however, the cost to fully fund the position will need to be included in the
2018 budget (additional cost is approximately $23,000). As we proceed in the 2018 budget
process and review of those positions, staff is fairly certain that a majority of the GIS position
will now be accounted for within the city's Enterprise Funds, thus not having an impact on
the city's General Fund.
Total Impact
If the city council proceeds with all of the new service items listed above, and based on the
estimates of the changes in the existing service items, staff is expecting a shortfall of around
$134,298. This would result in a preliminary levy larger than new growth, or the need to
find a reduction in expenditures, or an additional revenue source to fund the changes. Staff
will provide detailed discussion on the 2018 budget with the city council in June, but we
look forward to hearing your thoughts about the information presented this evening.
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Planning for the City's Infrastructure
Create solutions for managing existing infrastructure and
future growth in our community while preserving
a sustainable quality of life and protecting the environment.
SOLICIT STATE FUNDING FORTH 101 BETWEEN PIONEER TRAIL AND CR
6i: WITH COMPLETION OF THE TH 101 RIVER CROSSING, THE NEED TO
FINISH AND UPGRADE TH 101 GOING UP THE BLUFF IS GREATER THAN
EVER
The City of Chanhassen entered into a contract for lobbying services with Messerli &
Kramer. With the help of their representatives of Thomas J. Paul and Katy Sen, we
communicated with several legislators and their staffers on the need to reconstruct State
Highway 101 south of Pioneer Trail to Flying Cloud Drive (CSAH 61). On March 29,
2017, Mayor Laufenburger and I testified in front of the House Transportation Committee
on the need for more funding from the turnback account.
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It was disappointing again this year (2017) that Chanhassen was not included in the final
bonding bill. However, the Transportation Bill was finished and the turnback account,
which was in doubt, was preserved. We saw an increase in funding to the turnback account
or $4.633 million for year 2018-2019 and $11.092 million for year 2020-2021. Staff has
once again applied to a part of the State's Bonding Bill in 2018. Staff is also asking the City
Council to approve a July 10, 2017 resolution supporting state bonding request for
reconstruction of Trunk Highway 101.
PRELIMINARY DESIGN, LAYOUT, AND CONSTRUCTION OF A SECOND
WATER TREATMENT PLANT: EVALUATE THE BEST LAYOUT FOR THE
PLANT AND INCORPORATION OF A PARK WITH THE GOAL OF STARTING
CONSTRUCTION IN 2017
The City Council commissioned the construction of a West Water Treatment Plant this past
fall as a part of the city's annual utility rate study and Capital Improvement Plan (CIP)
review.
On February 22, 2016, City Council approved a consultant contract with WSB &
Associates, Inc. for design and construction administration services for the West Water
Treatment Plant in the amount of$965,326.00. At a work session in May, WSB presented
the City Council with the preliminary design for the plant. An open house was held in June
for the surrounding neighborhood where staff heard many concerns regarding the size,
location, and operating hours of the proposed building. All of this information was
communicated to Council and at their June 27, 2016 meeting, the City Council directed
staff to follow a dual process: one that included the aeration process and one without (which
would decrease the footprint of the building).
The City Council reviewed the 90% plan design for the West Water Treatment Plant at an
August work session and ultimately decided to move forward without the aeration process.
In addition to the smaller footprint, there were significant changes made to the design so
that the plant looks like a single-family home and would blend in with the existing
neighborhood. The latest design has incorporated a pitched roof and windows using a
Mission/Prairie home design.
On September 26, 2016, City Council authorized staff to advertise for bids, as well as
analyze the cost differential on two alternative sites as opposed to the current location. No
detailed discussions were held regarding the proposed alternative sites, but staff did
determine that they were not economically practical. Full documentation of the alternative
sites was included in the correspondence packet of the City Council's October 12, 2016
regular meeting.
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The City Council ultimately awarded the bids as follows:
• Construction of the West Water Treatment Plant to Rice Lake Construction Group
in the amount of$13,880,600.
• Water main improvements to G.F. Jedlicki, Inc. in the amount of$1,164,539.
• Security system improvements to Pro-Tech Design in the amount of$31,493.77.
• Fiber optic installation to Carver Link in the amount of$45,100.
Construction of the plant will start in November of 2016 and be completed in April of
2018, with water filtration plant start-up in May of 2018. The most recent renderings are
shown on the next page.
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The West Water Treatment Plant is 40% completed. The project is on schedule to be
completed by May of 2018 and currently within budget.
CARVER COUNTY WHEELAGE AND SALES TAX: REVIEW AND PROVIDE
FEEDBACK TO CARVER COUNTY COMMISSIONERS AND STAFF
REGARDING THE PROPOSED WHEELAGE AND SALES TAX INCREASE
The Carver County Board of Commissioners voted 3-2 on May 2, 2017 to increase taxes to
help fund transportation projects across the county. A one-half percent sales tax and 20
percent tax on vehicle purchases (exempt from the new sales tax) will generate about $3.5
million per year and will be implemented on October 1, 2017.
The Wheelage tax will increase from $10 to $20 and will produce an additional $880,000
per year starting January 1, 2018. The only benefit to Chanhassen is a $900,000 mill and
overlay on Galpin Boulevard north of Highway 5. Staff send a letter requesting that Galpin
Boulevard north of Highway 5 be rebuilt to urban section, along with Powers Boulevard
north of Highway 5, and Pioneer Trail from Audubon Road east to the Eden Prairie city
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boundary. All of these projects fell under Future Projects labeled "No Funding." Staff will
continue to push for these improvements.
SIGNAL LIGHT TIMING: WORK WITH MNDOT ON A COMMPREHENSIVE
REVIEW OF THE SIGNAL LIGHT TIMING ALONG THE HIGHWAY 5 CORRIDOR
On May 22, 2017, Paul Oehme gave an overview on signal timing on Highway 5 before
introducing Diane Langenbach from MnDOT. She reviewed the signal coordination study
and how the system operates, along with how the timing can be changed, cycle length,
limited green time plan, sequencing of left turns and flashing yellow arrow operations. It
was determined the public needs additional time understanding the flashing yellow
sequencing. It was decided that the city would use MnDOT's report as a baseline to
compare future data points.
DEVELOP A COMPREHENSIVE PARK PLAN: ESTABLISH A VISION FOR THE
CITY'S OVERALL PARK AND TRAIL PROGRAMS, INCLUDING LONG-TERM
PARK NEEDS AS WELL AS REPLACEMENT PROGRAMS/POLICIES
Since June staff has been working with Hoisington Koegler Group, Inc. on a Parks and
Recreation System Plan. This is a comprehensive planning process that will provide a 20-
year vision and outline a Capital Improvement Plan for the city's parks, trails and open space
system. Included in the planning process will be highlighting recreational opportunities,
based on citizen input and priorities. At this time we are approximately five months into the
14-month effort.
When completed, the overall plan will address parks, play structures, athletic facilities,
natural areas, recreation programming, the Chanhassen Recreation Center, trails, park
operations, and long-term maintenance procedures. The planning process for this guiding
document will serve as a comprehensive plan for city staff and the City Council in
developing a long-term vision for the city's parks and recreation programs. The planning
process will include the following:
• Inclusive process that represents the diverse interests of the community.
• Comprehensive inventory and analysis of the existing system.
• System-wide vision for the future.
• Development of executable goals, principles, standards and actions.
• An overall blueprint for priority investments, asset management, maintenance, park
dedication, and funding.
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Staff and consultants held their first advisory committee meeting on September 8, 2016,
created a project website, and opened three online surveys to the public. The surveys
covered topics including general information on the parks and recreation system, and
specific questions regarding both seniors in the community and use of the Rec Center. In
addition to the surveys, several pop-up meetings were held at events such as the farmer's
market, softball leagues, and pickleball matches.
The next step in the process is for staff and the consultant to hold listening sessions and
stakeholder meetings this winter, with outreach sessions planned for the spring and summer
of 2017. The next City Council update will be in February 2017.
UPDATE FOR 2017:
On February 13, 2017, the City Council was updated on the status of the Chanhassen Park
and Recreation System Plan by reviewing the results from Tasks one, two, and three. This
includes the first phase of community engagement, the system evaluation and needs
assessment, and a draft of the system plan guiding principles. Staff explained how this study
will serve as a working document to help make future decisions on capital investments for
example lights at Lake Susan Park and/or Bandimere Park. The next step will be
development of goals, policies, and initiatives, with a draft coming to council in September
2017.
PAVEMENT MANAGEMENT PROGRAM: UPDATE COUNCIL ON
CHANHASSEN'S CURRENT PAVEMENT MANAGEMENT PROGRAM
INCLUDING CURRENT POLICIES, PROCEDURES, AND UPCOMING
PROJECTS. IN ADDITION, STAFF WILL RESEARCH ALTERNATIVE FUNDING
SOURCES, INCLUDING THE IMPLEMENTATION OF A FRANCHISE FEE TO
FUND FUTURE PROJECTS
On June 12, 2017 staff presented to the city council a three-part discussion (see below) on
the conditions of the streets, existing trails, and parking lots in the city and the potential
funding level needed to maintain those infrastructure assets to a certain condition level.
1. The first part of the discussion will be the City Engineer walking city council through the
current and projected Overall Condition Index (OCI) of the city streets, existing trails
and parking lots. During this discussion it will become apparent that funding at the
current levels will not allow the city to maintain the current OCI of each of these
infrastructure needs. The discussion will also suggest what funding would be needed to
maintain OCI levels at or near the current levels.
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2. The second part of the discussion will be the City Finance Director discussing, based on
the information laid out by the engineering department earlier, a number of funding
scenarios to achieve those various OCI levels. This will include an initial discussion of
potentially implementing a Gas & Electric Franchise Fee to fund a portion or all of the
streets, existing trails and parking lot improvement needs. Staff will also present some
scenarios with a combination of funding sources to maintain the various OCI levels.
3. Lastly, Nick Anhut from Ehlers & Associates will present information on what is
involved in implementing Gas & Electric Franchise fees and the pros and cons of each.
This discussion will go over reasons to establish a franchise fee, impacts on their
customer bases, and what other local governments have implemented gas and electric
franchise fees and at what levels.
Staff presented a report showing that the Overall Condition Index (OCI) of our roads, trails,
and parking lots are slowly declining from a peak of almost 80 in 2016, to be as low as 45 in
2036. To keep the OCI at or around the 70 mark, the pavement management fund is
estimated to need $1,750,000 in new revenues to sustain our roads to current conditions.
Staff recommends the city council take some time to think about the three scenarios before
further discussion at the August 14, 2017 city council meeting.
Enhance Local Tax Base
Evaluate the Comprehensive Plan
with current goals and policies;assess the impact.
DOWNTOWN FOCUS UPDATE: PROVIDE AN UPDATE ON THE CURRENT
MARKET CONDITIONS AND DOWNTOWN VISION
On May 22, 2017, staff presented background on the Chanhassen Vision 2002
process/plan that was done for the downtown area. Bryan Harjes with Hoisington
Koegler Group discussed how the vision plan has worked in the past but that now would
be a good time to update the plan. He stated the city council needs to decide how it
wants to position the downtown to address market conditions and strategies for moving
forward. He also stated Chanhassen is being proactive versus Excelsior where they are
reacting to land use and market changes. Bryan recommended a broader public view
versus a parcel-by-parcel view. The vision would be is the downtown big enough to
support future growth and then look at how the downtown could expand either
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vertically or south of Highway 5. Their process is to get both the public and private
businesses together for open discussion and brainstorming to develop a comprehensive
vision.
The contract with Hoisington Koegler was approved on June 12, 2017.
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Other Projects and Goals Accomplished
g:\admin\tg\work plan\2017\2017 work plan.docx
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