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Home My Public Portal About07.21.2015 City Council Special Meeting PacketMEDIIVA SPECIAL MEETING AGENDA MEDINA CITY COUNCIL Tuesday, July 21, 2015 6:00 P.M. Medina City Hall 2052 County Road 24 I. Call to Order II. 2016 Budget/Capital Improvement Plan (40 minutes) III. Hamel Fire Department Budget (20 minutes) IV. 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Aed Aed abe}uawad }unowy pasodoad :sa!nai !e}!deo � aopues }qaa aaq}O A}!!!oed }uewpedea ao!!od pue s>poM o!Ignd le}ol (uopaod d!O pazua}oeaegoaa VLOOZ) spuo8 6u!pun}a�! .0.9 b'£lOZ uo!p!w l g$ spuo8 (d!O) ue!d }uawanoadw! !e}!deo '0'0 VZ IOZ pasodoad 91.0Z sainai xel AP0d0.1d euipaW }o 43 :A}!!!oed }uaw}aedaa ao!!od pue svoM o!!gnd :sa!nalle;!dea aovues;qaa Aitai gun3 !Biome N City Tax Rate: General Fund Levy: Debt Service & Capital Levies: Total Levy: Change in Total Levy: City of Medina 2016 Proposed Property Tax Scenario Residential Homesteads SCENARIO - GENERAL FUND LEVY PLUS 5.2% 2015 Budget 2016 Proposed _ 2015-2016 Change ■ 23.577% 23.586% 0.0% $2,892,139 $609,672 $3,043,668 $704,982 $151,529 $95,310 $3,501,811 $3,748,650 $246,839 7.0% 2015 CITY PROPERTY TAXES Market Value 2015 Homestead Market Value Exclusion 2015 Tax Capacity 2015 City Local Tax Capacity Rate Pay 2015 City Property Taxes 2015 $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 $700,000 $800,000 $900,000 $1,000,000 ($28,200) ($19,200) ($10,200) ($1,200) $0 $0 $0 $0 $0 $0 $718 $1,808 $2,898 $3,988 $5,000 $6,250 $7,500 $8,750 $10,000 $11,250 23.577% 23.577% 23.577% 23.577% 23.577% 23.577% 23.577% 23.577% 23.577% 23.577% $169 $426 $683 $940 $1,179 $1,474 $1,768 $2,063 $2,358 $2,652 2016 CITY PROPERTY TAXES (WITH NO MARKET VALUE CHANGE) Market Value 2016 NO CHANGE Homestead Market Value Exclusion 2016 Tax Capacity 2016 City Local Tax Capacity Rate Pay 2016 City Property Taxes 2016 Property Taxes Increase (Decrease) Percentage Tax Increase (Decrease) $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 $700,000 $800,000 $900,000 $1,000,000 ($28,200) ($19,200) ($10,200) ($1,200) $0 $0 $0 $0 $0 $0 $718 $1,808 $2,898 $3,988 $5,000 $6,250 $7,500 $8,750 $10,000 $11,250 23.586% 23.586% 23.586% 23.586% 23.586% 23.586% 23.586% 23.586% 23.586% 23.586% $169 $426 $684 $941 $1,179 $1,474 $1,769 $2,064 $2,359 $2,653 $0 $0 $0 $0 $0 $1 $1 $1 $1 $1 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 2016 CITY PROPERTY TAXES (WITH MARKET VALUE INCREASE) Market Value 2016 INCREASE OF 5.0% Homestead Market Value Exclusion 2016 Tax Capacity 2016 City Local Tax Capacity Rate Pay 2016 T City Property Taxes 2016 Property Taxes Increase (Decrease) Percentage Tax Increase (Decrease) $105,000 $210,000 $315,000 $420,000 $525,000 $630,000 $735,000 $840,000 $945,000 $1,050,000 ($27,800) ($18,300) ($8,900) $0 $0 $0 $0 $0 $0 $0 $772 $1,917 $3,061 $4,200 $5,313 $6,625 $7,938 $9,250 $10,563 $11,875 23.586% 23.586% 23.586% 23.586% 23.586% 23.586% 23.586% 23.586% 23.586% 23.586% 1 $182 $452 $722 $991 $1,253 $1,563 $1,872 $2,182 $2,491 $2,801 $13 $26 $39 $50 $74 $89 $104 $119 $134 $148 7.6% 6.1 % 5.7% 5.4% 6.3% 6.0% 5.9% 5.8% 5.7% 5.6% 2014 DIP: DEPARTMENT 2015 - 2019 Capital Improvement Plan 2015 2016 2017 2018 2019 2020 Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Potential Revenue Source Tamarack North of Medina to Blackfoot Overlay $---- 4004)00 $ 80,000 5 54,000 $ 43.200 Reserves/Bonds/Assessments Tamarack - Medina to 24 - Overlay S 49,985 $ 39.988 Tamarack City Limits to CSAH 24 Overlay $-du 474 $ 348.537 5 77,675 $ 62.140 Reserves/Bonds/Assessments Clydesdale trail overlay 116 to 600 $ 80,000 $ 40,000 Reserves/Bonds/Assessments 600 Clydesdale - Parking Lot S 20,000 $ 20.000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 S 20,000 S 20,000 Reserves/Bonds/Assessments Oakview Road - Overlay S 43,000 $ 21.500 Reserves/Bonds/Assessments Deer Hill Road East - Overlay 5 27,040 $ 13,520 Reserves/Bonds/Assessments Dusty Trail - Overlay 5 3,900 $ 1,950 Reserves/Bonds/Assessments Morgan Rd. Reserves/Bonds/Assessments Independence Beach Overlay $ 200,000 $ 100,000 Reserves/Bonds/Assessments Tower Recon - Tower Drive Schedule A & K $ 617,101 $ 308,551 MSA/Bonds/Assessments Tower Recon - Hamel Road West Schedule B & L $ 385,705 $ 231,423 MSA/Bonds/Assessments Tower Recon - Hamel Road East Schedule C & M $ 315,765 $ 189,459 MSA/Bonds/Assessments Tower Recon - Kilkenny Lane Schedule D $ 34,395 $ 17,198 MSA/Bonds/Assessments Chestnut Road - Overlay $ 50,000 $ 25,000 Reserves/Bonds/Assessments Hickory Drive - Reconstruct $ 180,427 $ 90,214 Reserves/Bonds/Assessments Comanche Trail Overlay $ 27,125 $ 13,563 Reserves/Bonds/Assessments Chippewa Road West overlay Reserves/Bonds/Assessments Lakeview Road overlay $ 47,232 $ 23,616 Reserves/Bonds/Assessments Willow Drive Orono to 24 Overlay Reserves/Bonds/Assessments Willow Drive N of Chippewa overlay blacktop portion $ 59,000 $ 47,000 Reserves/Bonds/Assessments Willow Drive North to 24 - reclaim $ 200.000 S 160,000 Reserves/Bonds/Assessments Wichita Trail overlay $ 125,086 $ 62,543 Reserves/Bonds/Assessments Tower Drive West of Pinto Overlay $ 30,000 $ 15,000 Reserves/Bonds/Assessments Iroquois Drive Overlay $ 26,000 $ 13,000 Reserves/Bonds/Assessments Willowbrook RD Split/Orono Road Bond Maplewood Drive Overlay $ 29,328 $ 14,664 Reserves/Bonds/Assessments Bobolink Road Overlay $ 86,326 $ 43,163 Reserves/Bands/Assessments Morningside Road Overlay $ 100,654 $ 50,327 Reserves/Bonds/Assessments Elsinore Circle N of Morningside Rd Overlay $ 18,789 $ 9,395 Reserves/Bonds/Assessments Tuckborough/Hunter farms Addition overlay Reserves/Bonds/Assessments Townline Road CR11 to TH 55 Overlay $ 103,122 $ 50,000 Independence funds/Road Bonds/Assessments Sioux Drive Turn Lane 5 200,000 $ 200,000 Road Bonds/MSA Hwy 55 & CSAH101 Signal upgrade $ 300,000 $ 75,000 Road Bonds/MSA Hwy 55 & CR 116 Whistleless Crossing $ 300,000 $ 300,000 Reserves/MSA Hwy 55 & CR 116 Intersection $ 3,957,153 $ 858,443 TH 55 Intersect Capital Impr Fund/Fed & State Match/MSA Roads Sub -total $ 2,256,088 $ 1,271,630 $ 324,357 $ 272,179 $ 4,241,239 $ 1,027,986 $ 711,524 $ 425,762 $ 275,600 $ 202,290 $ 8 Tandem $ 225,000 $ 225,000 Equipment Bonds/Cap Equip Fund Crack Sealer $ 40,000 $ 40,000 Equipment Bonds/Cap Equip Fund Tanker $ 20,000 $ 20,000 Equipment Bonds/Cap Equip Fund 1984 Grader rehab $ 25,000 $ 25,000 Equipment Bonds/Cap Equip Fund Replace 2007 550 $ 60,000 $ 60,000 Equipment Bonds/Cap Equip Fund Air Compressor (40% Parks) $ 18,000 $ 10,800 Equipment Bonds/Cap Equip Fund Sweeper Grant Self propeled kick off broom $ 40,000 $ 40,000 Equipment Bonds/Cap Equip Fund Lift Grant Skid Steer Upgrade w/ Bucket $ 5,000 $ 5,000 Equipment Bonds/Cap Equip Fund Pickup Truck 3/4 Ton (50% Parks) $ 30,000 $ 15,000 Equipment Bonds/Cap Equip Fund Tandem Trailer Equipment Bonds/Cap Equip Fund Single Axle Truck $ 220,000 $ 220,000 Equipment Bonds/Cap Equip Fund Loader $ 200,000 $ 200,000 Equipment Bonds/Cap Equip Fund Miscellaneous I $ 2,500 $ 2,500 $ 2,500 $ 2,500 Equipment Bonds/Cap Equip Fund Public Works Sub -total $ 290,500 $ 283,300 $ 52,500 $ 37,500 $ 225,000 $ 225,000 $ 320,000 $ 320,000 $ 1 2014 CIP: DEPARTMENT Police 2015 - 2019 Capital Improvement Plan 2015 2016 2017 2018 2019 2020 Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Potential Revenue Source PD Squad Cars $ 72,000 $ 72,000 $ 72,000 $ 72,000 $ 72,000 $ 72,000 $ 72,000 $ 72,000 $ 108,000 $ 108,000 Equipment Bonds/Cap Equip Fund Traffic Squad $ 35,000 $ 35,000 Equipment Bonds/Cap Equip Fund PD Speed Trailers $ 17,000 $ 17,000 Equipment Bonds/Cap Equip Fund PD Squad Camera. Fed Drug Forfeiture Fund PD Squad Portable Radios DWI Forfeiture Fund Portable Radios $ 27T000 $ 27 X/0 $ 27,000 $ 27000 $ 27,000 $ 27,000 ': 27,000 $ 27,000 DWI Forfeiture Fund PD Squad Laptops/Software MDC $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 DWI Forfeiture Fund PD Card Reader System DWI Forfeiture Fund Electronics (New PD Facility) DWI Forfeiture Fund Workout Equipment $ 5,000 $ 5,000 DWI Fafdtuns Fund/ Excellence Award Bicycles $ 2,000 $ 2,000 Equipment Bonds/Cap Equip Fund Digital Speed Signs S 8,000 $ 8,000 Equipment Bonds/Cap Equip Fund Lexipold Policy Software $ 10,000 $ 10,000 Fed Drug Forfeiture Fund Tasers $ 5,000 $ 5,000 S 5,000 $ 5,000 Equipment Bonds/Cap Equip Fund Side Arms $ 7.500 5 7.500 DWI Forfeiture Fund 223 Rifles (2) 5,000 $ 5,000 Equipment Bonds/Cap Equip Fund Bunkers & Helmets $ 7,500 $ 7,500 Equipment Bonds/Cap Equip Fund Miscellaneous - Equip Fund $ 2,000 $ 2,000 Equipment Bonds/Cap Equip Fund Miscellaneous- DWI Fund $ 3,000 $ 3,000 S 6,000 $ 6,000 $ 4,000 $ 4,000 DWI Forfeiture Fund Police Sub -total $ 107,000 $ 107,000 $ 123,000 $ 123,000 $ 95,500 $ 95,500 $ 151,500 $ 151,500 $ 135,000 $ 135,000 8 HAMEL SCBA Replacement funded by grants/other Mobile Radio Replacement funded by grants/other Lucas Tool Equipment Bonds/Cap Equip Fund Ongoing PPE Replacement 5 5,000 $ - S 10,000 $ - S 10,000 $ - 5 10.000 S - S 10,000 $ - $ 10,000 Equipment Bonds/Cap Equip Fund Bldg - Exhaust Removal System Equipment Bonds/Cap Equip Fund Thermal Imaging Camera Equipment Bonds/Cap Equip Fund Engine 11 Trash Line Equipment Bonds/Cap Equip Fund Hose - 1.75" & 2" $ 6,000 $ - Equipment Bonds/Cap Equip Fund Duty Officer Vehicle $ 15,000 $ - Equipment Bonds/Cap Equip Fund Ranger Vehicle Equipment Bonds/Cap Equip Fund E71 Rescue Tool Replacement funded by grants/other Defibrillator funded by grants/other Utility 11 Overhaul/retrofit S 21,667 S 21,667 5 21.667 S - Equipment Bonds/Cap Equip Fund Command Vehicle Replacement S 4,320 $ - 5 4.320 S 4,320 $ 4,320 Equipment Bonds/Cap Equip Fund Engine 11 Refurbishment S 20,000 $ 20,000 Equipment Bonds/Cap Equip Fund Air Lift Bag Replacement funded by grants/other Pumper/Tanker -450400 $ - S 38,917 S 38,917 $ 38.917 S 38,917 $ 38,917 Equipment Bonds/Cap Equip Fund Portable JAWS Tool funded by grants/other Bldg Improvement Annual Contract $ 60,000 $ 70,000 $ 73,000 $ 73,000 $ 73,000 $ 73,000 Equipment Bonds/Cap Equip Fund Hamel Fire Sub -total $ 476,000 $ 60,000 $ 70,584 $ 70,000 $ 74,904 $ 73,000 $ 74,904 $ 73,000 $ 73,237 $ 73,000 $ 73,237 $ 73,000 Loretto Fire (Loretto) $ 18,000 $ 18,000 I $ 19,000 $ 19,000 $ 20,000 $ 20,000 $ 21,000 $ 21,000 $ 22,000 $ 22,000 Equipment Bonds/Cap Equip Fund Fire (Long Lake) $ 6,000 $ 6,000 $ 6,000 $ 6,000 $ 6,000 $ 6,000 $ 6,000 $ 6,000 $ 6,000 $ 6,000 Equipment Bonds/Cap Equip Fund Fire Sub -total $ 500,000 $ 84,000 $ 95,584 $ 95,000 $ 100,904 $ 99,000 $ 101,904 $ 100,000 $ 101,237 $ 101,000 $ 73,237 $ 73,000 tnetyManagement Revolving Cap. Impr. Fund/ Emergency Operation Supplies (ECG) $ 2,500 $ 2,500 County Grant Revolving Cap. Impr. Fund/ Civil Defense Sirens $ 30,000 S 30,000 $--3E4000 $--30T00O $ 30,000 $ 30,000 County Grant Administratl Vehicle Civil Defense Sub -total $ $ 2,500 $ 2,500 $ 30,000 $ 30,000 $ $ - $ Administration Sub -total $ City Buildings § - $ - $ - $ - $ - $ - $ - $ - $ I Equipment Bonds/Cap Equip Fund City Hall Repairs/Renovation $ 10,000 $ 10,000 5 15,000 $ 15,000 $ 10,000 $ 10,000 $ 15,000 $ 15,000 $ 70,000 $ 10,000 Revolving Cap. Impr. Fund Community Building Repairs $ 25,000 $ 25,000 S 10,000 $ 10,000 $ 15,000 $ 15,000 $ 10,000 $ 10,000 5 15,000 $ 15,000 Revolving Cap. Impr. Fund PW//Police/City Hall Renovations Recharacterization from Water Bonds Police Server S 10,000 $ 10,000 Equipment Bonds/Cap Equip Fund City Hall Server S 10,000 $ 10,000 Equipment Bonds/Cap Equip Fund PW/PD Facility Roof Revolving Cap. Imp, Fund City Building Sub -total $ 35,000 $ 35,000 $ 45,000 $ 45,000 $ 25,000 $ 25,000 $ 25,000 § 25,000 $ 25,000 $ 25,000 $ 2 2014 CIP: DEPARTMENT Water (high growth expectation) 2015 - 2019 Capital Improvement Plan 2015 2016 2017 2018 2019 2020 Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Potential Revenue Source Independence Beach House Controls Water Capital Improvement Water Treatment Plant SCADA Upgrade Water Capital Improvement Water Treatment Plant Expansion $ 1,400,000 $ 1,400,000 Future Well #8/pump/controls Water Capital Improvement Pumphouse # 3 reconstruct/raw watedine Water Capital Improvement Generator Water Capital Improvement Utility Truck $ 80,000 $ 40,000 Water Capital Improvement Willow Dr Water Tower Rehab Water Capital Improvement Water Tower (and land acquisition) $ 2,600,000 $ 2,600,000 Future (2020-2023) Tower Recon - Hamel Road West Watermain $ 82,038 $ 41,019 Water Capital Imp/Assessments Tower Recon- Tower Dr WaterMain $ 136,715 $ 68,358 Water Capital Imp/Assessments Water Sub -total $ 218,753 $ 109,376 $ 80,000 $ 40,000 $ - $ - $ 4,000,000 $ 4,000,000 $ Generator (Foxberry or Ind Beach) Sewer Capital Improvement Sewer Pipe Cammera $ 12,000 $ 12,000 Sewer Capital Improvement Utility Truck $ 80,000 $ 40,000 Sewer Capital Improvement Vac 8. Jetter $ 30,000 $ 30,000 Equip fund-Sewer/Stonnwater Extension - Others Assessments/Sewer Capital Gravity Sewer Replacement - Orono $ 60,000 $ 60,000 Sewer Capital Improvement-27.4% Tower Recon - Hamel Road West Sewer $ 46,500 $ 23,250 Sewer Capital Imp/Assess Tower Recon - Tower Dr Sewer $ 131,400 $ 65,700 Sewer Capital Imp/Assess Sewer Sub -total $ 219,900 $ 130,950 $ 140,000 $ 100,000 $ Storm Water $ - $ $ - $ Willow Dr. Water Quality (WQ) Improvements Road Bonds/ Assessments/ Storm Water Utility/ Grant Vac 8. Jetter $ 30,000 $ 30,000 Equip fund-Sewer/Stounwater Tower Recon - Tower Dr Storm Pond $ 350,000 $ 350,000 Storm Water Utility; Grants PW Facility WQ Improvements Elm Creek Watershed grants Loretto Wetland Restoration/Creation Storm Water Utility; Grants Lake Independence WQ Improvements $ 40,000 $ 14,000 $ 40,000 $ 14,000 Storm Water Utility; Grants Stream/Ditch restoration in MCWD area $ 55,000 $ 19,250 $ 55,000 $ 19,250 Storm Water Utility; Grants Wetland restoration in MCWD area $ 30,000 $ 10,500 $ 30,000 $ 10,500 Storm Water Utility; Grants ISTS Repair and Replacement $ 2,500 $ 875 $ 2,500 $ 875 Storm Water Utility Rain Garden Implementation Program $ 25,000 $ 8,750 $ 25,000 $ 8,750 SWU; Grants; Env. Fund Storm Water Subtotal $ 532,500 $ 433,375 $ 152,500 $ 53,375 $ - $ Trails - Tower Recon - Hamel Rd -Hunter to Pinto $ 100,000 $ 100,000 Developer/Park Dedication Fund Arrowhead Trail (without Land Acq) $ -4-50;000 $-1a0;000 $ 150,000 $ 150,000 Park Dedication Fund/Grants General Landscaping - all parks $ 7,000 $ 7,000 $ 7,000 $ 7,000 $ 7,000 $ 7,000 $ 7,000 $ 7,000 $ 7,000 $ 7,000 $ 7,000 $ 7,000 Park Dedication Fund Small Equip/Improvements - all parks $ 20,000 $ 20,000 S 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 Park Dedication Fund Large Equipment Air Compressor (60% PW) $ 18,000 $ 7,200 Park Dedication Fund Pickup Track 3/4 Ton (50%PW) $ 30,000 $ 15,000 Park Dedication Fund Brush Hog (50% PW) S 5,000 $ 5,000 Park Dedication Fund Hamel Legion Park - Hawks Field/Parking Lot clean-up $ 60,000 $ 60,000 S 75,000 $ 75,000 Park Dedication Fund Dugout Covers $ 20,000 $ - $ 25,000 $ 25,000 Park Dedication/Grants/Donations S^orc S^ar^c $-20;000 $ Grants/Donations $ -5 300 $ 34.50 Park Dedication/Grants/Donations Snow Machine ? ? Park Dedication/Grants/Donations Trail Lights $ 3,000 $ 3,000 Park Dedication/Grants/Donations Holy Name Park - Picnic Shelter $ 5,000 $ 5,000 Park Dedication Fund Hunter Lions Park Park Dedication Fund $ --50,000 $12,500 Park Dedication Fund/Donatons Playground Mats ^nd W^^d Ch'p^ $-6,000 $-6,000 Park Dedication Fund New Picnic Tables $ ,,erg $-4,000 S 4,000 $ 4,000 Park Dedication Fund Lakeshore Park - Add Playground Features $.-6g00 $ a;OgO $ 5,000 $ 5,000 Park Dedication Fund Picnic tables and concrete pads $ 10,000 $ 10,000 Park Dedication Fund Horseshoe pits $ 2,000 $ 2,000 Park Dedication Fund Stone steps to boat launch Rainwater Nature Area Park Dedication Fund Bridge by New Trail $. 75.000 $-7..57000 S 75,000 $ 75,000 Park Dedication Fund 3 2014 DIP: DEPARTMENT 2015 - 2019 Capital Improvement Plan 2015 2016 2017 2018 2019 2020 Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Project Cost City Proposed Portion Potential Revenue Source Maple Park _ Soccer Nets $ 3,000 S -3,000 $ 5.000 $ 5,000 Park Dedication Fund Pavillion $ 20,000 $ 20,000 Park Dedication Fund Medina Morningside Park Fix Curbing around playground Land Acquisitions - Parks/Open Space $ 250,000 $ 250,000 $ 250,000 $ 250,000 $ 250,000 $ 250,000 $ 250,000 $ 250,000 $ 250,000 $ 250,000 $ 250,000 $ 250,000 Park Dedication Fund/Grants Tomann Preserve- Park Development $ 20,000 $ 20,000 Park Dedication Fund The Park at Fields of Medina $ 20,000 $ 20,000 Park Dedication Fund Park Land by Medina Golf & CC Meckey-Rink.andiiOts(kecation-TBD) $ 100.000 $ 100.000 Park Dedication Fund Parks Sub -total $ 515,000 $ 484.200 $ 521,000 $ 506,000 $ 447,000 $ 447,000 $ 277,000 $ 277,000 $ 277,000 $ 277,000 $ 277,000 $ 277,000 TOTAL: $ 4,674,741 $ 2,938,831 $ 1,536,441 $ 1,274,554 $ 5,164,643 $ 1,949,486 $ 5,586,928 $ 5,299,262 $ 813,837 $ 740,298 $ 350,237 $ 350,000 4 Work Session Item MEMORANDUM TO: FROM: DATE OF REPORT: DATE OF MEETING: SUBJECT: Medina City Council Scott T. Johnson, City Administrator July 15, 2015 July 21, 2015 Personnel Change for 2016 - City Clerk/Assistant to City Administrator General Background The City of Medina continues to budget conservatively and to spend taxpayer dollars as needed. This is attributable to the City Council's fiscal leadership and department heads working with staff members to keep expenses down as much as possible. The philosophy of the City of Medina has been to keep a small staff with diverse job responsibilities. Employees have taken on new substantial job responsibilities and have followed through on training opportunities to take on leadership roles in the organization. These efforts have allowed the City to retain a smaller staff. Jodi Gallup completed the 3-year clerk certification program and has continued to grow in this position. Attached is a proposed updated job description with the added job responsibilities that are handled by a City Clerk position; Maintains custody of minutes, resolutions, ordinances, agreements, policies, City Code and all official records and documents and prepare certified copies as requested, Signs all official documents and serves as custodian of the official seal, Serves as the Responsible Authority for Data Retention and responds to public data requests. Develops and maintains a comprehensive plan for utilization of records management principles in conjunction with current data privacy laws, including retention schedules, storage, historical documentation, and injuries, losses, and claims. Publishes all legal notices for the City Council as required by law or ordinance Coordinates notifying property owners of public hearings as per applicable State and Local Laws. I am recommending a reclassification of the position from Deputy Clerk/Assistant to City Administrator to City Clerk/Assistant to City Administrator. The position, pending the outcome of a performance review for 2015 (must meet or exceed expectations), would receive the same percent wage increase as the other non -union staff in 2016. Mrs. Gallup is meeting or exceeding expectations of performance in all areas including technical knowledge of the position, exceptional ability to handle detail/organize projects, provides great leadership for the clerk and elections processes, excellent decision -making and has high organizational commitment. In my assessment, Mrs. Gallup has delivered extremely well on meeting the expectations of her duties and adding knowledge since the City invested in her 3-year clerk certification. Staff is also putting together a draft 10 year staffing plan that will be discussed at the August Work Session. I am recommending that the City Planner position be promoted to a Planning Director position. There would be no change in compensation because the position is already compensated at a Department Head level. Dusty Finke is also considering other possible changes for the Planning Department that he will discuss at the July 21s` Work Session. I encourage the Council to contact me prior to the meeting if you have any questions or additional comments on Mrs. Gallup's job performance Recommendation I recommend a salary reclassification to pay grade 5-6 with a step increase of 2.85% ($66,330 annually) for City Clerk/Assistant to City Administrator Jodi Gallup. All other benefits to be at the same rate as other non -union employees, in accordance with the City Personnel Policies. The salary reclassification is recommended to take place with the 2016 Budget on January 1, 2016. City of Medina Position Description CITY CLERK/ASSISTANT TO CITY ADMINISTRATOR Position Title: City Clerk/Assistant to City Pay Grade: Step 5-6, DOQ Administrator FLSA Status: NON-EXEMPT Department: Administration Work Status: Full-time Supervisor's Title: City Administrator PRIMARY OBJECTIVE OF POSITION Serves as the City Clerk and performs intermediate skilled administrative support work for the City Administrator and the City Council in order to facilitate the operation of the government. Coordinates state and local elections, serves as Responsible Authority for data retention and requests, administers employee benefits, issues municipal licenses, responsible for records management, coordinates public relations efforts, acts as recycling coordinator and facilitates park and environmental planning. Work is performed under the general direction of the City Administrator. ESSENTIAL FUNCTIONS OF POSITION City Clerk ■ Administers oaths to all elected and appointed officials. ■ Maintains custody of minutes, resolutions, ordinances, agreements, policies, City Code and all official records and documents and prepare certified copies as requested. ■ Signs all official documents and serves as custodian of the official seal. ■ Notarizes documents for the public. ■ Serves as the Responsible Authority for Data Retention and responds to public data requests. Develops and maintains a comprehensive plan for utilization of records management principles in conjunction with current data privacy laws, including retention schedules, storage, historical documentation, and injuries, losses, and claims. ■ Publishes all legal notices for the City Council as required by law or ordinance. Coordinates notifying property owners of public hearings as per applicable State and Local Laws. ■ Coordinates state and local elections including preparing notices, arranging for printing of City ballots and materials, recruitment of judges, election training, staffing polling sites, candidate filing, campaign finance reporting, and administering absentee ballots. ■ Oversees the municipal licensing process, including the processing of applications and renewals, collection of fees and review of violations. Recommends Changes to licensing ordinances, as appropriate. Issues various municipal licenses and permits including but not limited to solicitor permits, special event permits, tobacco licenses, liquor licenses and private kennel licenses. ■ Monitors legislative issues and actions affecting elections, licensing, data practices, records management, and human resources and implements any necessary changes to city practices. ■ Attends meetings as needed and provides staff support including recording minutes. ■ Oversees and assembles City Council packets including agendas, minutes, memorandums and attachments. ■ Provides verbal, written, or electronic correspondence to consultants and colleagues. ■ Creates, updates, implements and audits procedures and policies for the administration department. ■ Reviews policies and city code on a regular basis for compliance and relevance and makes recommendations accordingly. Assistant to City Administrator ■ Coordinates various human resource functions such as administering employee benefits and required notices, implementing personnel policies, hiring processes, and reporting requirements. ■ Maintains personnel files, while being aware of the data privacy act. ■ Maintains the distribution of the City of Medina's Personnel Policies to all employees. ■ Serves on the Safety Committee and coordinates OSHA forms, first reports of injury, and workers compensation claims City Council Approved: 2015 City of Medina Position Description CITY CLERK/ASSISTANT TO CITY ADMINISTRATOR ■ Acts as secondary public relations representative before various outside entities in the absence of the City Administrator. ■ Attends Chamber of Commerce meetings and business events and acts as resource to local businesses. ■ Acts as Editor of the Medina Message newsletter and oversees the creation, printing, and distribution of the Medina Message and intra-office newsletters. ■ Promotes and notifies the public of upcoming events, meetings and other city news. ■ Creates and maintains the entire city website with current events, announcements, and current information for residents and businesses. ■ Plans and coordinates community events and intra-office functions. ■ Acts as the City's primary IT and communications contact and facilitates trouble -shooting or other system errors with City's contracted consultant. ■ Assists in coding bills and annual budget planning for various administration department accounts. ■ Ensures collection and retention of all letters of credit, certificates of insurance, and payment and performance bonds. ■ Maintains address database of all Medina residents and businesses. Parks & Environment ■ Acts as Recycling Coordinator for the City by attending quarterly Hennepin County meetings, compiling tonnage reports, applying for annual SCORE funds, and responding to public concerns. ■ Acts as City liaison for the Hamel Community Building; communicates with the Hamel Lions. Works at keeping the operating agreement and rental agreements current. Answers questions by the general public relating to the community building. ■ Prepares and coordinates materials for the Park Commission and maintains minutes and files. ■ Facilitates park and environmental improvements and planning efforts. ■ Coordinates the rental of various park facilities and athletic association contracts. Miscellaneous ■ Provides information and assistance to the public, City Council and City staff on issues regarding records management, data practices, elections, licensing, city code, human resources, communications, recycling, parks and other general city information. ■ Perform all other necessary duties as apparent or assigned. OTHER DUTIES AND RESPONSIBILITIES ■ Facilitates work with city interns or part-time employees under guidance of supervisor. ■ Performs other duties as delegated by supervisor or apparent. ■ Provides good working habits and a willingness to cooperate with others and contribute in a positive way to a pleasant working climate. ■ Represents the City of Medina in a tactful manner that commands respect of the public, contractors, developers and others. HIRING AND PERFORMANCE ASSESSMENTS WILL INCLUDE THE FOLLOWING KNOWLEDGE, SHILLS, AND ABILITIES: ■ Knowledge of general municipal operations, City policies and procedures. ■ Knowledge of City Council processes. ■ Knowledge of, and skill in, the correct use of English in business writing. ■ Knowledge of guidelines/practices related to records retention. ■ Knowledge of data privacy and open meetings law requirements. ■ Knowledge of Minnesota election laws. ■ Knowledge of human resource compliance laws. ■ Skill to communicate with a variety of individuals and handle a variety of customer service situations. City Council Approved: 2015 City of Medina Position Description CITY CLERK/ASSISTANT TO CITY ADMINISTRATOR ■ Skills in the operation of computers and pertinent software packages. ■ Ability to handle detail and follow through in the completion of projects. ■ Ability to establish and maintain effective working relationships with elected officials, City employees, and the public. ■ Ability to work independently and plan, organize and prioritize work tasks. ■ Ability to prepare work results with completeness and accuracy. ■ Ability to handle interruptions and concentrate on the task at hand. ■ Ability to handle multiple ongoing tasks and complete work in a timely manner. ■ Ability to occasionally lift, move and/or carry files, deliveries, and storage boxes. ■ Ability to use various office equipment. Machines, tools, and equipment used: City or personal vehicles, computers, calculator, copier, fax, scanners, postage machine, multi -line phone system, election equipment, and various other office tools/equipment. Ability to operate general Microsoft applications and other municipal software programs. MINIMUM QUALIFICATIONS ■ Bachelors degree in Office Administration, Public Administration, Business Administration, Community Development, Public Relations or related field. ■ Three -years of increasingly responsible experience in a local government setting involving general administration, facilitating/managing projects, processing technical documents, and public relations. ■ Minnesota Municipal Clerks Institute training and certification or the ability to acquire within three years of hire. ■ Experience coordinating elections. ■ Valid Class D driver's license in the State of Minnesota DESIRABLE QUALIFICATIONS ■ Previous experience as a Municipal Clerk. ■ Previous experience in communications and graphic design. ■ Previous experience in human resource functions. WORKING CONDITIONS Most work is performed indoor at city hall. The exception is trips to meetings, training, conferences and site visits to other City property. Generally, the position requires light lifting, usually less than 10 pounds, with up to 50 pounds on occasion. Aside from cleansers for cleaning office workspace, no hazardous materials or chemicals are used on this job. City Council Approved: 2015 City Clerk/Assistant to City Administrator - West Metro Cities of Comparable Size Municipality Population Region 1 Organization's Job Title Range Minimum Range Maximum Hrs/Week Union Reports To Minnetrista 6296 Metro Assistant City Administrator 71,718.40 89,648.00 40 No City Administrator Corcoran 6000 Metro City Clerk/Administrative Services Coordinator 56,804.80 69,284.80 40 No City Administrator Dayton 5072 Metro City Clerk 60,092.53 76,036.22 40 No City Administrator Orono 7980 Metro City Clerk 44,595.20 59,446.40 40 No City Administrator Rogers 11500 Metro Asst. City Administrator/Clerk 76,273.59 93,017.60 40 No City Administrator Shorewood 7618 Metro Deputy Executive City Clerk 77,743.00 77,743.00 40 No City Administrator °Victoria 6727 Metro City Clerk 53,705.60 67,662.40 40 No City Administrator Waconia 10183 Metro Assistant City Administrator 76,321.00 89,789.00 40 No City Administrator Average 64,656.77 77,828.43 Medina 6000 Metro City Clerk/Assistant to City Administrator 53,872 73,424 40 No City Administrator uty uerK/Assistant Municipality t0 Lily mammistrator Population Region - All metr0 Lives or Lomparaole Nze Organization's Job Title Range Maximum Hrs/Week Union Reports To Range Minimum Minnetrista 6296 Metro Assistant City Administrator 71,718.40 89,648.00 40 No City Administrator Circle Pines 5279 Metro Assistant City Administrator for Public 71,614.40 94,224.00 40 No City Administrator Corcoran 6000 Metro City Clerk/Administrative Services Coordinator 56,804.80 69,284.80 40 No City Administrator Dayton 5072 Metro City Clerk 60,092.53 76,036.22 40 No City Administrator Lake Elmo 8326 Metro Assistant City Administrator/City Clerk 66,625.00 66,625.00 40 No City Administrator Little Canada 10036 Metro City Clerk 63,606.40 75,732.80 40 No City Administrator Orono 7980 Metro City Clerk 44,595.20 59,446.40 40 No City Administrator Rogers 11500 Metro Asst. City Administrator/Clerk 76,273.59 93,017.60 40 No City Administrator Shorewood 7618 Metro Deputy Executive City Clerk 77,743.00 77,743.00 40 No City Administrator Victoria 6727 Metro City Clerk 53,705.60 67,662.40 40 No City Administrator Waconia 10183 Metro Assistant City Administrator 76,321.00 89,789.00 40 No City Administrator Average 65,372.72 ° 78,109.93 (Medina I 6000 Metro (City Clerk/Assistant to City Administrator I 53,8721 73,4241 40 No City Administrator MEDINA POLICE DEPARTMENT 600 Clydesdale Trail Medina, MN 55340.9790 p: 763.473-9209 f: 763.473-8858 non -emergency: 763-525-6210 MEMORANDUM Emergency 9.1_1 TO: Administrator Scott Johnson and Medina City Council FROM: Director of Public Safety Ed Belland DATE: July 14, 2015 RE: Hamel Fire Budget for 2016 Background At the June 16, 2015, work session, the Hamel Fire Department presented their proposal for the 2016 Hamel Fire Department budget. They are requesting a 2.2% increase; a total increase of $5,100 to their operating budget. The 2015 operating budget is $228,115 and the proposed 2016 is $233,215. The proposed increases for 2016 include; $1,000 for payroll wages, $1,000 for Radio/Comm Expenses, and $600 for Equip Maintenance. All of the proposed 2016 increases are fiscally responsible and necessary based on the growth of the area and the equipment needs of the Department. Council Member Pederson, City Administrator Johnson, and I also reviewed the Position Qualification Compliance requirements under the current contract. The Hamel Fire Department complies with the agreement based on the information from the Hamel Fire Department's 2014 Year -End Report. Revenues The only significant revenue change from 2015-2016 is a reduction of $2,000 due to a decline in public donations and rodeo/gambling fundraising. Expenditures Minimal increases totaling $5,100 are being requested for radio, wages, equipment maintenance and utilities. Summary To offset the revenue reduction; Medina's responsibility for the overall operating budget increase includes the expenditure increase of $5,100 in addition to the $2,000 of decreased donations. The increase totaling $7,100 or 3.6% would be an overall increasing from $195,115 in 2015 to $202,215 in 2016. See attachment HFD Proposed 2016 Operating Budget Revision 2. Capital Hamel is requesting $70,000 on their 10 year capital plan for 2016. The number has been adjusted upward from the 2015 plan based on projected costs and denial of grant funding. There are three major purchases proposed in 2016; ongoing PPE replacement at $10,000, overhaul and retrofit of utility eleven vehicle and the purchase of a pumper tanker; which was proposed back in 2011, but put off during the consolidation talks. Analysis Finance Director Erin Barnhart and I met with Chief Ruchti and Firefighter Mario Fabrizio to review the budget. Over the last six years, the Hamel Fire Department has averaged a 1.6% increase in their operating budget. In 2012 and 2013 that included a portion from the Corcoran Municipality; beginning in 2014 Medina became their sole client. In looking at the call volume, calls in 2016 are projected to surpass the total number of calls that the Hamel Fire Department responded to with both Medina and Corcoran. In 2012, the total number of calls was approximately 180 and they are projecting approximately 200 calls for the Hamel Fire Department in Medina alone in 2016. Over the last two years, the Hamel Fire Department has run a $5,000 deficit on the operating side of their budget due to increased calls and equipment that needed replacement or repair. Over the past five years, the population of the Hamel Fire District in the City of Medina has increased dramatically by approximately 1800 people. Their call load continues to grow and they continue to add new personnel to meet the demands. The costs are increasing and from our analysis, the costs are justified on both the operating and capital side. Future Concerns After our meeting with Chief Ruchti and Fabrizio, Barnhart and I discussed the issues that are facing the Hamel Fire Department. Currently, the fire department funds a portion of their operating budget, approximately $33,000, from gambling revenue and donations. Those funds are not guaranteed and are a concern for the future if something would happen to their ability to earn money on the gambling funds or if the donations continue to drop off they will be short funds to run their operations. Based on a trend they are seeing they have projected a decrease of $2,000 in those funds for 2016, from $33,000 to $31,000. We believe that we need to address this issue. The second issue of concern is their equipment fund. By contract, we require that Hamel Fire hold $100,000 in a special revenue fund for major equipment breakdowns and failures, this is to ensure that they have the ability to get that equipment fixed and back up and running without delay. They also have a special equipment fund with a current balance of $215,000, which, in the past, has been used to pay for their portion the capital expenses. This fund is currently without a revenue source because any money earned as a department goes towards the operating budget; as time goes on, if this fund goes down it will lead to depletion and 100% of capital funding will fall on the City. Our concern is that the current path we are on will lead to this outcome and Medina will be taking on 100% of the cost to replace all equipment at the Hamel Fire Department. To address these issues we would like to over time change their funding strategy so that the gambling proceeds and donations come out of the operating revenue budget and go into the special equipment fund, supplying a revenue source and potentially offsetting the chance of depletion. Over time, Medina would have to pick up the entire cost of the operating budget. This guarantees that Hamel's operations would be funded 100% in the future and they would continue to contribute to the capital equipment purchases. 2013 2014 2015 Proposed 2016 Fire Services Fire Services Fire Services Fire Services Hamel $ 144,417.00 53.39% $ 169,400.00 60.04% $ 195,115.00 63.69% $ 202,215.00 63.84% Loretto $ 96,536.99 35.69% $ 83,266.00 29.51% $ 80,575.16 26.30% $ 82,992.41 26.20% Long Lake $ 24,420.00 9.03% $ 24,220.00 8.58% $ 24,977.00 8.15% $ 25,726.31 8.12% Maple Plain $ 5,135.00 1.90% $ 5,238.30 1.86% $ 5,665.00 1.85% $ 5,834.95 1.84% $ 270,508.99 $ 282,124.30 $ 306,332.16 $ 316,768.67 Capital Capital Capital Capital Hamel $ 0.00% $ 60,000.00 77.08% $ 60,000.00 76.92% $ 70,000.00 70.00% Loretto $ 0.00% $ 17,839.00 22.92% $ 18,000.00 23.08% $ 30,000.00 30.00% Long Lake $ 0.00% $ 6,000.00 7.71% $ 6,000.00 7.69% $ 7,000.00 7.00% Maple Plain $ 0.00% $ 0.00% $ 0.00% $ 0.00% $ $ 77,839.00 $ 78,000.00 $ 100,000.00 Total Paid Total Paid Total Paid Total Paid Hamel $ 144,417.00 53.39% $ 229,400.00 62.68% $ 255,115.00 65.36% $ 272,215.00 64.24% Loretto $ 96,536.99 35.69% $ 101,105.00 27.63% $ 98,575.16 25.25% $ 112,992.41 26.66% Long Lake $ 24,420.00 9.03% $ 30,220.00 8.26% $ 30,977.00 7.94% $ 32,726.31 7.72% Maple Plain $ 5,135.00 1.90% $ 5,238.30 1.43% $ 5,665.00 1.45% $ 5,834.95 1.38% $ 270,508.99 $ 365,963.30 $ 390,332.16 $ 423,768.67 Hamel Loretto Long Lake Maple Plain Analytics by Function 2013 2014 2015 Proposed 2016 MV MV MV MV 862,139,500 70.55% 898,302,000 72.17% 998,102,800 73.25% 1,091,236,400 74.32% 191,292,800 15.65% 192,634,000 15.48% 199,230,100 14.62% 201,880,400 13.75% 158,603,000 12.98% 143,825,400 11.56% 151,783,800 11.14% 160,510,500 10.93% 9,977,600 0.82% 9,866,100 0.79% 13,522,300 0.99% 14,678,000 1.00% 1,222,012,900 1,244,627,500 1,362,639,000 1,468,305,300 * Market Values are based on prior year evaluations Hamel Loretto Long Lake Maple Plain Calls Calls Calls Calls 126 64.95 % 166 68.31 % 155 68.28 48 24.74% 55 22.63% 52 22.91 17 8.76% 17 7.00% 17 7.49% 3 1.55% 5 2.06% 3 1.32% 194 243 227 * Call numbers come from prior year actuals Hamel Loretto Long Lake Maple Plain i Population Population Population Population 3,857 71.60% 792 14.70% 643 11.94% 95 1.76% 5,387 * Population is mathmatically estimated by district Housholds Households I I 4,507 74.09% 811 13.33% 662 10.88% 103 1.69% 6,083 Households Housholds Hamel 1,344 71.60% 15.48% 1,533 74.09% Loretto 276 14.70% 11.56% 276 13.34% Long Lake 224 11.93% 0.79% 225 10.87% Maple Plain 33 1.76% 0.00% 35 1.69% 1,877 2,069 * Households are mathmatically estimated by district Parcels Parcels Parcels Parcels Hamel 1,952 70.22% Loretto 476 17.12% Long Lake 280 10.07 Maple Plain 72 2.59% 2,780 * Parcels are mathmatically estimated by district Per Capita Per Capita Per Capita Per Capita Hamel $ 37 14.90 % i 43 18.39 Loretto $ 122 48.49 % 99 42.21 Long Lake $ 38 15.11 % 38 16.03 Maple Plain $ 54 21.50% 55 23.37% $ 251 $ 235 * Per Capital is calculated by contract amount and population Hamel Fire Department Capita Equipment Plan .... Proposed 2016 Capital Budget Revision 2 Equipment Medina Funded Capital (excludes other capital) 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 Ongoing PPE Replacment 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 10,000 Utility 11 Overhaul/retrofit 65,000 21,667 21,667 21,667 Command Vehicle Replacement 20,000 4,320 4,320 4,320 4,320 4,320 Engine 11 Refurbishment 100,000 20,000 20,000 20,000 20,000 20,000 Pumper/Tanker 450,000 38,917 38,917 38,917 38,917 38,917 38,917 38,917 38,917 38,917 38,917 Light Rescue Replacement 200,000 17,296 17,296 PROPOSED Medina Annual Capital Outlay 70,000 73,000 73,000 73,000 73,000 73,000 73,000 73,000 73,000 73,000 Projected Annual Consumption 70,583 74,903 74,903 73,237 73,237 73,237 68,917 68,917 66,213 66,213 HFD Proposed 2016 Operations Budget Revision 2 2015 Approved Budget 2016 Proposed Budget Delta Comments ADMINISTRATIVE EXPENSES 31,500 31,500 - OPERATIONS EXPENSES 179,615 184,715 5,100 Increases in year -year fuel costs, radio administration, labor, maintenance and utilities TRAINING EXPENSES 17,000 17,000 - ANNUAL OPERATING EXPENSE 228,115 233,215 5,100 2.2% increase in budget NON -FEE FUNDING Medina Fees (Operations) 33,000 31,000 (2,000) 15% of operations still not being funded/supported by Medina Fees Decrease in public donations and gambling proceeds 195,115 202,215 7,100 3.6% increase in Medina Fees TOTAL FUNDING 228,115 233,215 5,100 Page 1 of 1 Created: 7/13/2015