2016.11.15 Work Session Packet (2nd)
Posted: Nov. 10, 2016
City Council
Second Work Session Agenda
Nov. 15, 2016
Immediately following the regular City Council meeting
Conference Room A
Pursuant to due call and notice given in the manner prescribed by Section 3.01 of the City
Charter, the second work session of the Crystal City Council was held at ______ p.m. on
Nov. 15, 2016 in Conference Room A at City Hall, 4141 Douglas Dr. N., Crystal, Minnesota.
I. Attendance
Council members Staff
____ Peak ____ Norris
____ Adams ____ Therres
____ Dahl ____ Elholm
____ Deshler ____ Hansen
____ Kolb ____ Ray
____ Libby ____ Revering
____ Parsons ____ Sutter
____ Gilchrist
II. Agenda
The purpose of the work session is to discuss the following agenda items:
1. Blue Line update
Traction Power Sub-Station (TPSS) at 60th
Visual screening for Elmhurst/Hampshire
Noise walls from 47th to Corvallis
Station area design
2. Security training
3. 2017 budget:
Check in – general fund, including Council memberships, and property tax
levy – December 6 Truth in Taxation hearing
Permanent Improvement Revolving (PIR) fund budget
Debt service funds
Fee schedule changes – Public Works
COPS grant
Long term cost-containment
4. West Metro Fire-Rescue District Board annual joint work session with city councils
5. City manager monthly check-in
6. Constituent issues update
7. New business*
8. Announcements*
* 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.
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
4141 Douglas Drive North • Crystal, Minnesota 55422-1696
Tel: (763) 531-1000 • Fax: (763) 531-1188 • www.crystalmn.gov
CCCRRRYYYSSSTTTAAALLL PPPOOOLLLIIICCCEEE DDDEEEPPPAAARRRTTTMMMEEENNNTTT
“Service with Compassion and Integrity”
TO: Mayor and Council Members
FROM: Stephanie K. Revering, Chief of Police
Kim Therres, Assistant City Manager/HR Manager
CC: Anne Norris, City Manager
DATE: November 9, 2016
SUBJECT: ANNUAL COUNCIL SECURITY TRAINING
___________________________________________________________________________
MMEEMMOORRAANNDDUUMM
At the November 15, 2016 work session we will provide you with security training that will
consist of:
• Evacuation Procedures
• After Hours Procedures
• Encouraging 911 Calls
As always, please let us know if you have any questions.
Memorandum
DATE: November 9, 2016
TO: Mayor and City Council
FROM: Anne Norris, City Manager
Charles Hansen, Finance Director
SUBJECT: Review 2017 General Fund Budget
December 6th Truth In Taxation Hearing:
The 2017 budget will be on the agenda at the December 6th regular city council
meeting. There will be a brief presentation of the budget. Then the Mayor will open a
public hearing to receive citizen input on the 2017 budget and proposed property tax
levy. After receiving the public input, the public hearing will be closed. The City Council
may then adopt the 2017 budget as presented . Or the City Council may continue
consideration of the budget to the December 20 th city council meeting if you feel that
amendments to the budget are needed. December 20th is the last day that the 2017
budget could be adopted and still meet deadlines for reporting the property tax levy to
Hennepin County.
Property Tax Levy:
The proposed property tax levy that was adopted in September is shown in the table
below. This property tax levy was used by Hennepin County to prepare the Truth in
Taxation notices that were mailed to all property owners in mid November. It is these
Truth in Taxation Notices that citizens will base their comments on at the public hearing.
2016 2017 Change Percent
General Fund $8,015,940 $8,657,000 $641,060 8.00%
Pool Bonds Debt Service 210,600 212,000 1,400 0.66%
Capital Improvement Funds 1,119,160 1,141,620 22,460 2.01%
Total General & Debt Service $9,345,700 10,010,620 664,934 7.11%
E.D.A. 246,200 277,200 31,000 12.59%
Total All Property Tax Levies $9,591,900 $10,287,820 695,920 7.26%
In almost all cases, the Truth in Taxation Notices will show increases in the amount of
the City property tax that will be higher or lower than the percentage increases shown in
the table above.
If an individual property’s assessed value has increased b y a greater percentage than
the percentage increase in the entire city’s assessed value, then that property’s share of
the City tax levy will increase by more than the percentages shown above.
If an individual property’s assessed value has increased by a lower percentage than the
percentage increase in the entire city’s assessed value, then that property’s share of the
City tax levy will increase by less than the percentages shown in the table above.
City Council Memberships:
The 2017 Mayor and Council budget includes memberships to the League of MN Cities
(lobbies on behalf of statewide cities’ interests and membership is required to be part of
the League’s Insurance Trust), Metro Cities (lobbies on behalf of metro area cities’
interests) and the Minnesota Mayors Association. The Council may wish to discuss
these memberships.
Conclusion:
It is the City Council’s right to change the budget at any time including at the December
City Council meeting when it is adopted.
However changes, such as a reduction in the property tax levy, will require staff to
rework the budget to make it balance and still maintain services as much as possible .
Knowing of the City Council’s intentions to change the budget at the meeting on
November 15th will give staff time to rework the budget. Changes at a later time can still
be done, but it will be much more difficult for the staff to work out a solution in a short
time.
Memorandum
DATE: November 15, 2016
TO: City Council
FROM: Mark Ray, PE, Public Works Director
SUBJECT: 2017 Fee schedule corrections
Summary
In 2015, modifications were made to the proposed 2016 Engineering items in the fee schedule in an effort
to clarify and simply the fee schedule. These revisions were kept for 2017. Staff has identified a few
corrections needed for the 2017 fee schedule.
In the 2015 fee schedule there were two fees listed: a permit application fee of $32.50 and street
excavation for $32.00. For the 2016 fee schedule, the one “Right of way permit” fee was created for $32.00
with the intent that it would cover the right of way permit or excavation permit fee. What I did not realize
in making this change is that that the two fees had been added together and applied to the same work. In
short, if a company came in to do an excavation in the Right of Way, they would have been charged the
$32.50 permit application fee and the $32.00 fee for the excavation for a total cost of $64.50.
Instead of charging two fees, the intent of the 2016 change was to charge only one fee to cover the
administrative costs associated with managing the permit. However the actual fee cost was not adjusted
accordingly to combine the two separate fees. It is requested that the 2017 fee schedule for “Right of way
permit” be increased to $65 to reflect the combined cost of the original two different fees, plus a $0.50
increase. The other minor change is to remove the “per project” language and change the “per location” to
“per project location”.
Another language change correction is for the two fee items currently listed as “telecommunication”, it is
requested that these be changed to “utility” as they do apply to electrical or gas lines as well as
telecommunications. It is also requested that the comments be edited under these two to include the
comment “plus Right of way permit”.
The overall intent of these changes is to simply the fee schedule and clarify fee items in preparation for City
Code changes to streamline the link between these two documents.
Attachments
•2015 Fee Schedule
•2016 Fee Schedule
•2017 Fee Schedule
•2017 Fee Schedule proposed revisions
Recommended Action
Staff will be available to discuss the proposed changes and get Council input.
City JDE Acct Percent
Dept.Type Code #Code Description Expires 2014 Fee 2015 Fee 2016 Fee 2017 Fee Increase Comments
Engr Permit 0100.4265 Concrete patching - 4" sidewalk 6.00 6.50 6.50 10.00 53.85%Per square foot
Engr Permit 0100.4265 Concrete patching - 6" driveway 8.50 9.00 9.00 15.00 66.67%Per square foot
Engr Permit 0100.4265 Concrete patching - curb & gutter 30.00 31.00 31.00 80.00 158.06%Per lineal foot
Engr Permit 0100.4265 Right of way permit 6 mo.32.00 65.00 103.13%Per project location
Engr Permit 0100.4265 Street patching - MSA or 9 ton - summer patching 5.00 5.50 6.00 6.18 3.00%Per square foot
Engr Permit 0100.4265 Street patching - MSA or 9 ton - winter mobilization 185.00 195.00 200.00 206.00 3.00%November 1 - April 15
Engr Permit 0100.4265 Street patching - MSA ro 9 ton - winter patching 9.00 10.00 10.50 10.82 3.05%Per square foot
Engr Permit 0100.4265 Street Right of Way - utility - first 500 llineal feet 30.00 32.50 32.50 33.48 3.02%Plus Right of way permit
Engr Permit 0100.4265 Street Right of Way - utility - after first 500 llineal feet 0.09 0.10 0.10 0.10 0.00%Per lineal foot
Engr Other 0100.4430 Copies (on engineering copier; 3' wide paper)3.00 3.50 3.50 3.50 0.00%per lineal foot
Engr Other 0100.4430 Map - City streets 4.00 4.50 4.50 4.50 0.00%
Engr Other 0100.4430 Map - City streets, including house numbers 8.00 8.50 8.50 8.50 0.00%
Engr Other 0100.4430 Map - Zoning 6.00 6.50 6.50 6.50 0.00%
Engr Other 0100.4420 FEMA Elevation Certificate Field Work 100.00 125.00 125.00 128.75 3.00%per P.I.D
Engr Other 0100.4420 FEMA LOMR Application 100.00 125.00 125.00 128.75 3.00%per P.I.D
Engr Other 0100.4430 Plan specifications and bid packets varies varies varies varies $10.00 to $50.00
Engr Other 0100.4420 Well water samples 20.00 22.00 22.00 22.66 3.00%+ laboratory fee
Engr Other 0100.4627 Public Works birthday party package 140.00 Plus optional supply items
City of Crystal 2017 Adopted Fee Schedule - PROPOSED CHANGES
Page 1 11/9/2016 12:08 PM
Memorandum
DATE: November 9, 2016
TO: Mayor and City Council
FROM: Anne Norris, City Manager
SUBJECT: Budget and Long Term Cost Containment
During the 2017 budget work sessions, there were comments about how to contain
costs over time. As discussed during the work sessions, the 2017 budget increase is
due to several one-time factors and is not indicative of any trend for future budgets. Of
course staff is always working on continuous improvement to operations to make them
more cost-effective and efficient.
There are other strategies to limit future costs including:
- Shared/merged services with neighbors – as opportunities arise and to the
extent neighbors are interested and willing
- Use of contracted services for some functions, as appropriate and as
opportunities arise
- Long-term planning and budgeting for parks and facilities.
CITY MANAGER WORK PLAN
MONTHLY CHECK IN – NOVEMBER 2016
Goals:
- Enhance and ensure timely, appropriate, efficient customer service and
communications with the community, staff and Council
o Monthly check in with Council
o Constituent Issues – prompt response and resolution – on-going (2
outstanding – pending additional information)
o Rental licensing changes – ordinance approved 11/1/16 – ordinance
awaiting publication
- Implementation of City Council Vision/Goals
o Final goals shared with Senior Staff
Thriving Business Climate
City Code Review Task Force – Task Force has last 3
chapters to review, staff is drafting schedule for Council
consideration of Task Force recommendations
EDA levy approved for 2017 streetscape/beautification
efforts
Fiscally Sound and Stable Financial Policies and Practices
2017 preliminary budget approved
Council will consider calling pool bonds at 11/15/16
meeting
Create Strong Neighborhoods
Community Outreach Task Force – Crystal Ball
Bassett Creek regional bike trail in progress
Master park planning – Council will consider hiring
consultant to coordinate and will include plans for Becerk,
Bassett Creek, North Lions and Welcome parks
Railroad Quiet Zones – On 11/1/16 Council approved a
contract with SRF to move forward with quiet zones
Phase 16 street reconstruction underway
- Long Range Financial Plan
o Developing 2017 budget
Overhauled General Fund presentation and department goals
Preliminary budget and levy approved
October 18 budget presentation at Council meeting for public
input
o 11/15/16 Council will consider calling pool bonds early
o Last phase of street reconstruction using special assessments