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Budget Discussions 2000 November 18, 1999 City Council Report 2000 BUDGET DISCUSSIONS Overview The City of Hopkins is beginning the process of reviewing requested 2000 budgets with the city council. The city council is charged with the authority to establish budgets for the year 2000. Finance would like to take this opportunity to review the Recreation programs, Water, Sewer, Refuse and Storm Sewer programs, and the Parking, Cable and Depot programs. Recreation Department There are eight major programs provided through the Recreation department. They include activities at the Community Activity Center such as Community Use, Senior Activities, Teen Programs and Maintenance and also activities shared with the City of Minnetonka such as Adult Recreation, Youth Recreation, Various Recreation, and Shady Oak Beach. The Community Activity Center is supported through user fees, donations, and unallocated general fund revenues. The Activity Center program expenditures have gone up 8%. A portion of this increase is attributed to the need for new wallpapering and an increase in part-time wages. There has been discussion of increasing fees for programs to better supplement the costs of these programs. The joint recreation program with the City of Minnetonka is supported through user fees, donations, and unallocated general fund revenues. The recreation programs are experiencing a decrease in overall expenditures this year do to the reduced Shady Oak Beach development expense. There has actually been an increase in program costs directly associated with a new program for youth during the summer. Parking Fund The major programs provided by the Parking Fund are Parking Operations, Parking Enforcement and Parking Ramp Maintenance. The parking operations generate revenues of $4,000 through permits, enforcement generates revenues of $24,000 through fines and ramp maintenance generates revenues of $41 ,500 through permits, leasing and interest earnings. The parking fund revenues do not cover expenditures. Both are supported through fund balance in the parking fund. The city will need to supplement this fund in the year 2005 in order to continue parking operations and enforcement. Cable TV Fund The Cable fund programs are Communications Liaison, Newsletter, Web & Messaging and Special Projects. The revenue here is derived from cable franchise fees. The revenues exceed the expenditures every year unless there is a large capital outlay in a given year. Currently, there is a bill in the House of Representatives to exclude local governments from imposing and collecting franchise fees. This law would effect the funding of Hopkins Cable TV fund programs directly. The law would allow imposing and collecting franchise fees to be handled by the state. Potentially, local governments could receive funding from a universal service fund to be supported by all telecommunications providers. This funding would be allocated based on population from the last census. The status of this bill is unknown at this point. Depot Coffee House Fund The Depot Coffee House has two programs it supports, Coffee House Operations and Teen Center. The teen center is funded with a State Grant, which expires June 30th, 2000. There are plans to apply for extended funding for this program or to find additional grants to support it. Included in the 2000 budget for the teen center is an additional $21,000 of grant revenues to fund the project through year- end. If this grant is not accomplished about $10,000 in salary and benefit expense would need to be absorbed in the coffee house operations. The coffee house operations are funded through product sales, donations and grants. Current projections for 1999 are a use of fund balance of$12,000. The 2000 budget would see an increase in fund balance of $2,000 provided the coffee house operations succeeds in obtaining a grant or donations for $10,000 and the teen center has grants to sustain it for the entire year. Water Fund The Water Fund has two programs, which are Pumps & Wells and Distribution. The City Council just approved an increase in the water rate to help pay for bonds to be issued in 2000 for the purpose of painting the water towers, upgrading of a water treatment facility and implementation of the radio read system. The budget for salaries and benefits is going up 10% in this fund to more accurately reflect historical costs in this enterprise. Sewer Fund The Sewer Fund has two programs, which are Lift Stations and Collection & Disposal. The City Council approved a rate adjustment in 1999 which decreased the sewer rate by $.25 per 1000 gallons. This reduced the revenue stream in this fund but the working capital remains strong. Refuse Fund The Refuse Fund has five programs. The programs are Bulk Collection, Yard Waste/Leaf Collection, Recycle, Brush Service and Refuse Disposal. The working capital balance remains strong in this fund also. Storm Sewer Fund The Storm Sewer Fund has three programs, Storm Sewer Maintenance, Storm Sewer Cleaning and Concrete Alleys. The City Council approved an increase in the storm sewer rate to reverse to negative cash flow this fund was experiencing and to pay for debt issued in 1999 for the storm sewer construction projects in 1999 and 2000. This rate increase will allow the storm sewer fund to have a positive working capital balance well into the future. trJ ~ X "0 <: (") ~ en (1) ("):;.:;(1) .g I>> ~ o (1) g ~ .....0... ~ .... ~ ::l (1) trJ 0 0 OJ s' en(JOC'"O~ >-rj en.... & ~ s V1 .... ..... "O......H'l~- ~ .... "0 ...... ""l S' ::Le.~ (1) o-'VJ ~g'::ti::.:O "0 q (1) ::.: g., - ~ I>> ~ VJ g. ~ >-l ]. ""l g e: ~ "0 ""l.... (1) VJ (JQ ""l ::is =-: en ~ ~. r.n ... 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M Z >-3 rJ:1 >-3 ~ ~ Z C':l (J C/) en o ............ ::l 0 0 ~ 3 3 ~ en en (1) (1) (1) >~~ _(1)(1) ..... ..... ""l ~ (J?' VJ -.;::., G I>> I>> .... ~ g. ....(1) ::l ~ (JQI>> ~ () (1) ~~ o~ ...... 00 - N-....l November 18, 1999 City Council Report Police Records System Hardware Purchase Overview The City of Hopkins police department is in the process of replacing its records management system because of Y2K issues. The software has been purchased from Vision Software, Inc. The next step is to purchase the required hardware to run the software. The original bid for hardware from GE Capital is now at a higher cost and is not deliverable for six to eight weeks. The police department has found another vendor who is able to deliver within two weeks at a cost less than GE Capital but still higher than the original budget. There is a budget shortfall from the original approved budget of $220,000. We will be asking for a budget adjustment of approximately $30,000. The $30,000 is available in the Equipment Replacement plan. The additional costs arose from the rising memory prices and network platform demands. The purpose of bringing this to a work session is to inform you of the planned emergency Y2K purchase of hardware and allow you to ask any questions in regards to this purchase prior to us ordering the hardware. Gordon Wiborg will be present to answer any specific questions you may have. Finance recommends this purchase and will bring forward a request for budget adjustments at an upcoming council meeting.