2016.02.11 Work Session Packet4141 Douglas Drive North • Crystal, Minnesota 55422-1696
CITY of Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
CRYSTAL
Posted: February 5, 2016
CRYSTAL CITY COUNCIL
WORK SESSION AGENDA
Thursday, February 11, 2016
6:30 p.m.
Conference Room A
Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City
Charter, the work session of the Crystal City Council was held at p.m. on Thursday,
February 11, 2016 in Conference Room A located at 4141 Douglas Drive, Crystal, Minnesota.
I. Attendance
Council members Staff
Kolb Norris
Libby Therres
Parsons Revering
Peak Hackett
Adams Sutter
Dahl Hansen
Deshler Ray
Gilchrist
Serres
II. Agenda
The purpose of the work session is to discuss the following agenda items:
1. Parks & Recreation Commission 2016 Work Plan, Long Range Park Plan
2. Blue Line Update*
3. 2015 Budget Amendments
4. MCES Project Update*
5. 3500 Regent special assessment amendment*
* Denotes no supporting information included in the packet.
III. Adjournment
The work session adjourned at p.m.
Auxiliary aids are available upon request to individuals with disabilities by calling the City Clerk at (763)
531-1145 at least 96 hours in advance. TTY users may call Minnesota Relay at 711 or 1-800-627-3529.
Memorandum
C
1 IV
ALL
DATE: February 4, 2016
TO: Anne Norris, City Manager
Mayor and City Council Members
FROM: Gene Hackett, Recreation Director
SUBJECT: City Council/Parks and Recreation Commission Work Session Agenda
Members from the Parks and Recreation Commission will meet with the City Council to
review their 2015 projects and present the 2016 work plan, including the Parks Long
Range Plan.
The agenda is listed below:
• Review of 2015 work plan
• Presentation: Long Range Plans for Recreation and Parks
• Becker Park Interim Building Repairs
• Discussion: Funding for Parks Improvements
• Present draft 2016 work plan
• Fundraising work plan item
• Discussion of any additional work plan items from the City Council
• Other Discussion/Questions/Comments
Memorandum
i Iry t.r
CHYSTAL
DATE: February 4, 2016
TO: Mayor and City Council
Anne Norris, City Manager
FROM: Charles Hansen, Finance Director
SUBJECT: Discuss Amendments to 2015 Budqet
Background
Every year budgets need to be amended for various reasons including: actual costs
exceeding budget, the addition of unanticipated projects and deferral of approved
projects to a future year. Operating budget changes are usually done after the close of
the year so that we can base the changes on final revenues and expenditures.
If the City Council concurs with the changes listed below, a resolution will be placed on
the February 16 Council meeting agenda to adopt the amendments to the 2015 budget.
General Fund — Expenditures for 2015 totaled $12,734,330 which is $17,772 under the
adopted budget of $12,752,102. However, individual departments over or under spent
their budgets for various reasons. Proposed changes to the budget are listed below.
Department
City Council
Description
Performance evaluations stem
Bud et Chan e
$3,250
Administration
Personnel costs, professional services
$41,800
Human Resources
Education assistance & prof. services
-$10,000
-$5,000
Assessing
Hennepin County Assessors fees
Legal
Elections
Finance
Code review & assessment appeals _
$11,500
Postage & printing
Personnel & computer services
$800
-$60,000
Employee turnover & supplies
State pension aid(matching revenue
-$62,000
_Police
Fire
5,750
-$13,000
$16,700
Planning & Code Enforce.
Personnel
Building Inspection
Housing Inspection
Environmental Health
En ineerin
Street MaintenanceRe
Credit card fees & Electrical inspector
Personnel
Rubbish removal services
Interim engineer
air services & fuel
-$10,000
$200
$27,5.00
-$16,000
Park Maintenance
Forestry
City Buildings
. Tree removal services
Tree removal services & severance pay_
Building repairs
-$12,000
$37,000
$50,000
Recreation
Personnel & contractual services
$24,500
Community Center
Utilities & building repairs
-$22,000
Waterslide/Pool
Personnel & utilities
$9,000
Total Net Change to Appropriations
$0
Economic Development Authority & Housing Phase 2 TIF District — Administrative
expenses for staff time and professional services can be charged to TIF Districts. The
administrative expenses are limited to no more than 10% of total TIF district expenses.
Up until 2006 the city used Krass Monroe as its TIF advisor. Krass Monroe advised city
staff to charge as much administrative expense as possible to the TIF districts, without
observing the 10% limit.
The Housing Phase 2 district collected its last tax increments in 2014 and spent its
remaining money in 2015. While preparing the required annual reports last summer, our
current TIF advisor, Ehlers & Associates, discovered that administrative expenses in this
district exceed 10% over the entire life of the district. The final annual report will be
prepared in the summer of 2016 covering the expenditure of remaining money in 2015.
We don't want this final report to show excess administrative expenses. That would
trigger the attention of the Office of the State Auditor, which we don't want.
Ehlers recommended that we transfer $20,690 from the EDA to the Housing Phase 2
District and allocate administrative expenses to that money. This reduced total
administrative expenses paid for by TIF revenues to less than 10% of the total TIF district
expenses. The budget needs to be amended to provide for this $20,690 transfer.
Permanent Improvement Revolving Fund:
• City Hall - security control system — incorporated into Building Security
Improvements project. Decrease $20,500.
• City Hall - Building Security Improvements — New project in response to threat to
public buildings. Increase to $35,750.
■ Replace Finance Dept. copy machine — replaced 1 year ahead of schedule due to
deteriorating performance. Increase to $7,700.
* Telephone & voicemail system — upgrade cost less than anticipated. Reduce by
$8,750.
City Hall - cell booster for Community Room — needed to improve cell phone
reception when Community Room is used as the emergency operations center.
Increase by $16,250.
Police - parking lot lights — Improvement done in conjunction with Police parking
lot repair. Increase $6,800.
■ City Hall - boiler replacement — Costs were higher than anticipated. Increase
$4,000.
• City Hall - replace compressor in air conditioner condensing unit — original
compressor wore out and needed replacement. Increase $8,000.
Community Center - generator fencing — project cancelled, Reduce $1,200.
i Community Center - recreation office reconfiguration — security and efficiency
improvements. Increase $10,000.
* Park shelter furnace replacement — project deferred. Reduce $5,000.
■ Community Development - staff car replacement — determined existing cars can
go for several more years. Reduce $39,000.
i Engineering - New Hennepin aerial maps — County now provides them free of
charge. Reduce $3,500.
• Engineering - traffic count equipment — changed to traffic monitoring camera.
Increase $2,500.
* Street Improvements - retaining wall replacement — fewer repairs were needed.
Reduce $11,400.
F Street Improvements — street overlay projects — additional work needed in Phases
1-3. Increase by $15,000.
• Alley Reconstruction — contract award was higher than anticipated. Increase
$60,000.
Streets - replace air conditioner Freon capture unit — old unit wore out. Increase
$2,500.
Forestry - tree plantings — fewer trees were planted this year. Reduce $13,000.
• Parks - sealcoat Bassett Creek Park & Highway 100 trail. — project deferred.
Reduce by $7,000.
Parks - replace water tanker truck — evaluating other options. Reduce $40,000.
Parks - replace leaf chopper/shredder — determined replacement not needed.
Reduce $4,000.
Parks - Replace #112 truck — determined smaller truck met need. Reduce
$22,000
• Swimming Pool - water slide gel coat & renovation — contract was less than
expected. Reduce $9,600.
• Community Center - replace Crystal A/B room blinds — replacement advanced due
to condition of old blinds. Increase $1,715.
• Community Center - replace roller shades in gym — replacement advanced due to
condition of old shades. Increase $2,500.
Community Center - replace wall pads in gym — replacement advanced due to
condition of old wall pads. Increase $1,400.
• Community Center - resurface gym floor — contract was less than anticipated.
Reduce by $18,000.
Summary of PIR changes:
Appropriations:
Business
Change to
Unit
Description
2015 Budget
4110
City Hall security control system
-$20,500
4116
City Hall building security improvements
$35,750
4121
Replace Finance Department copy machine
$7,700
4119
Telephone & voicemail system
-$8,750
4300
Cell booster system for Community Room
$16,250
4321
Police parking lot lights
$6,800
4338
City Hall boiler replacement
$4,000
4336
City Hall compressor for air conditioner
$8,000
4300
Community Center generator fencing
-$1,200
4311
Community Center office reconfiguration
$10,000
4330
Park shelter furnace replacement
-$5,000
4505/06
Community Development staff cars
-$39,000
4605
Engineering aerial maps
-$3,500
4607
Engineering traffic monitoring camera
$2,500
4902
Street Improvement retaining wall replacement
-$11,400
4903
Street mill & overlay projects
$15,000
4905
Alley reconstruction
$60,000
4700
Streets air conditioner freon capture unit
5800
Forestry tree plantings
5018
Parks trail sealcoat project
5076
Parks replace tanker truck
5042
Parks replace leaf chopper/shredder
5082
Parks replace #112 truck
5404
Swimming pool water slide gelcoat & renovation
5601
Community Center replace A/B room blinds
5601
Community Center replace gym roller shades
5623
Community Center replace gym wall pads
5617
Community Center resurface gym floor
Total Net Change to Appropriations
Police Equipment Revolving Fund
The 2015 PERF budget planned for the replacement of two vehicles.
$2,500
$13,000
-$7,000
-$40,000
-$4,000
-$22,000
$9,600
$1,715
$2,500
$1,400
-$18,000
-$28,835
The department re-evaluated vehicle condition and mileage when ordering the 2015
vehicles and decided to change the order in which the existing vehicles would be
replaced. The 2015 budget provided for replacing squads 209 & 210. After the re-
evaluation, squad 216 was sent to auction and 209 was kept in its place. Two new
squads were purchased. They are numbered 210 & 221.
Storm Drainage Fund
The transfer from Storm Drainage Fund to the PIR Fund needs to increase from $68,000
to $72,200 due to the higher cost of the Alley Paving project.
Summary
Bills for some capital projects are still being received, so the final results for the 2015
budget may be different from these amended budgets.
Other completed capital purchases were over or under budget by small amounts which
don't warrant a formal budget amendment.
PIR Fund (Fund 405)
Multi -Year Capital Improvement Plan
2016 Requested Budget
BU Project Description
ADMINISTRATION / ELECTIONS / FINANCE-
4110
INANCE_
4110 Security control system
4116 (Building security improvements
4111 Computer hardware and software
4124Records management system
4121 -}Replace copy machines - finance in 15, admin police & CC in 16
4119 (Telephone & voicemail system
4300
4321
4338
4304
4336
TOTAL ADMINISTRATION /
/ FINANCE
CITY BUILDINGS
City Hall - cell booster system for Community Room
City Hall - building parking lot lights _
City Hall - bldg. upgrades - boiler replacement
City Hall - replace screens
City Hall - Replace cor
in air conditioner condensing unit
Adopted Amended As of
2015 2015 12/31/2015
20,500 0
35,750
64,0011 64,000
22,000 22,000
7,700
30,000 21,250
136,500 150,700 I
13,826
65,081
13,002
7,671
21,235
120,815
I
4505
_
Replace Staff Car #57, 2006 Chevy Malibu
19,500
0
4506
16,250
16,247
I
61800
6,715
4300 (CCC - generator fencing I I 1 200 0
4311 CCC -recreation office reconfiguration i 10,000
4346 South Fire - rehab exterior walls around AC & stairway 7,000 7,000
4347 North Fire - parking lot replacement 26,000 26,000
4330 Parks - furnaces, Forest, Valley Place & Welcome 5,000 0
TOTAL CITY BUILDINGS 137,400 176,250
4901 Annual sidewalk, curb and gutter replacement
4902 Kc iribig wall replacement - citywide
4903 Struct ovv.rlq pr?jcc€s
4905 A91c rvroustAxOqn, Phases 9 - 10
;TOTAL STREET IMPROVEMENTS
12,000 j 12,000 11,603
12,000. 600 513
35.000 50.000 47.156
1 I 170;000 230,000 229,723
229,000( 292,600 288,995
TS REETS
4704 Replace #312 - 2000 5 yard dumptruck & plow (purchased in 2014/15 85,000 85,000 84,978
4700 Replace air conditioner freon capture unit 2,500 2,500
TOTAL STREETS 1 1 85,000 1 _ 87,500 1 87,478
COMMUNITY DEVELOPMENT
I
4505
_
Replace Staff Car #57, 2006 Chevy Malibu
19,500
0
4506
Replace Staff Car #58, 2006 Chevy Malibu
19,500
61
_TOTAL COMMUNITY DEVELOPMENT
39,000
0 i
ENGINEERING
I
_
4605
New Hennepin aerial maps
,3W
o _
4607
Traffic count equipment - Center Point grant for $1,600
1,D1F0
3,500 , 3,362
TOTAL ENGINEERING
4,500 1
3,500 1 3,362
4901 Annual sidewalk, curb and gutter replacement
4902 Kc iribig wall replacement - citywide
4903 Struct ovv.rlq pr?jcc€s
4905 A91c rvroustAxOqn, Phases 9 - 10
;TOTAL STREET IMPROVEMENTS
12,000 j 12,000 11,603
12,000. 600 513
35.000 50.000 47.156
1 I 170;000 230,000 229,723
229,000( 292,600 288,995
TS REETS
4704 Replace #312 - 2000 5 yard dumptruck & plow (purchased in 2014/15 85,000 85,000 84,978
4700 Replace air conditioner freon capture unit 2,500 2,500
TOTAL STREETS 1 1 85,000 1 _ 87,500 1 87,478
BM Project Description
FORESTRY
5800 ROW & Park tree & shrub plantings
TOTAL FORESTRY
PARKS
5000 Replace trash recepticle & recycling bins, HRG grant
_ 5011 Resurface tennis courts - Becker park, Res 2015-38
5040 Community Center landscaping, south side
5013 Complete north side MAC boardwalk (HRG grant)
5019 Becker Park rehab tennis & basketball courts fencing, Res 37&38
5018 Sealcoat trails at Bassett Creek Park & Highway 100 trail
5063 Exterior cleaning & painting - Becker park, Res 2015-37
5073 Playground Equipment - Bassett Creek Park T
5014 Replace #103 - 2000 GMC 1 ton pickup & plow, Res 2015-10
5083 New #101 GMC 1 ton pickup to replace old #103, Res 2015-10
5076 Replace #133 - 1999 water tanks & pump for #109 Ford L8000
5042 Leaf chopper/shredder
5053 Replace #152 - 2006 Felling trailer, Res 2015-46
5082 Replace #112 - 1999 Chevy 1 ton truck with new #113 pickup truck
TOTAL PARKS
5202 I Recreation software/CLASS re
TOTAL RECREATION
SWIMMING PQQUWATERSLLU
5404 Water slide gelcoat & renovation
TOTAL SWIMMING POOL/WATERSLIDE
COMMUNITY CENTER
5601 Replace blinds - Game Room
5601 Replace blinds - MN Room
5601 Replace blinds - Crystal A/B Room
5601 Replace roller shades - gyms
5603 Padded chairs
5623 Paint gyms
5623 Wall pads for gyms
5617 Resurface gym floor
j 5617 Resurface Crystal room floor to bare wood
5618 Replace ice maker
TOTAL COMMUNITY CENTER
TOTAL. EXPENDITURES
Adopted Amended As of
2015 2015 12/31/2015
33,000 20,000 19,067
33,000 20,000 19,067
8,700 8.700 8,7721
8,700 9 700 8,772
70,000 60,400 60,247
70,000 60,400 60,247
2,000
15,790
14,440
10,000
10,000
9,534
6,000
6,000
2,312
_75,000
45,880
30,500
7,000
II
19,918
17,000
17,500
17,475
130,000
130,000_1
70,386
65,000
0
21,950
6,200
�2,50o
37,000
36,612
40,000
0
1,984
4,0.00
{1
71,769
1,236,100
7,800
7,795
65,000
43,000
42,089
402,000
312,970
231,144
I
8,700 8.700 8,7721
8,700 9 700 8,772
70,000 60,400 60,247
70,000 60,400 60,247
2,000
2,000
2,000
3,500
3,500
3,500
1,715
1,715
2,500
2,493
20,000
20,000
19,918
17,000
17,000
16,840
1,400
1,369
4(.1}01)
22,000
21,950
6,200
�2,50o
6,000
'
2,500
1,984
91,000
78,615
71,769
1,236,100
1,191,235
1,065,314