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Memo- 1999 General Fund Budget, Funds 101, Dept. 46100, Planning & Economic Development• 1 • Memorandum PLANNING & ECONOMIC DEVELOPMENT To: Steve Mielke, City Manager From: Kerrigan, Planning & Economic Development Director Date: //Jim November 4, 1998 Subject: 1999 General Fund Budget, Funds 101, Dept. 46100, Planning & Economic Development There were only two significant increases proposed in this budget for the upcoming year. Office Supplies: 19.76% increase This increase involves the purchase of a new chair for Nancy Anderson, based on the work site evaluation performed by Courage Center in 1998. • Expert and Professional Services: 919.17% increase This increase is directly related to the updating of the Comprehensive Plan and would involve the following: • $ 1,000 Loading of ArcView for GIS • $ 500 GIS software • $10,000 Additional consultant services of Hoisington Koegler & Associates This department funds the salaries of two individuals - -85% for Nancy Anderson and 55% for Jim Kerrigan. The activities performed by the Department are detailed on the attached cover sheet of the budget. The question may be raised again of whether some of the dollars from this budget (specifically administrative) can be moved to non - general fund accounts? This last year I would again raise the concern about this based on the following: • The tax increment accounts have a 10% administrative limitation. In most of our tax increment districts in the past, we are taking the 10% maximum on an annual basis; therefore, we really don't have a lot of flexibility. It is also important to note that the state auditor is looking very closely at the cities' compliance with this item. • • • Memo to Steve Mielke, November 4, 1998 - Page 2 • Nancy presently bills a portion of her time to the Hop -A -Ride program. She is really at the maximum that they will allow to be billed against this program. • A number of individuals within my department presently have a portion of their salary allocated to the Economic Development Fund. As you will recall, earlier this year we had Ehlers & Associates do projections of actuals for both this fund and Tax Increment Districts 1 -1 and 1 -2. In order to meet what has been identified in their analysis as the "best case scenario," there can really be no increase in administrative costs to the Economic Development Fund. Attachments Creative Solutions for Land Planning and Design • Hoisington Koegler Group Inc. • • August 27, 1998 Ms. Nancy Anderson City of Hopkins 1010 First Street Hopkins, MN 55343 Dear Nancy: IIII1 RIO As you know, the preparation of the update of the Hopkins Comprehensive Plan is intended to be a collaborative effort between the City and HKGi. The current contract agreement outlines specific tasks that will be completed both separately and jointly. If additional funding becomes available, it would be possible to shift some of the City's work tasks to HKGi. Specifically, if $10,000 is added to HKGi's current contract, a number of the City's responsibilities could be completed by Hoisington Koegler Group. In looking at the current scope of work, the following is suggested for consideration. One of the larger items to be completed by the City involves the mapping for the plan preparation. Maps that are anticipated for incorporation in the plan include the following: • Base Map — streets, right -of -way, parcel lines, etc. (Info from City, County and SEH) • Existing Land Use — by category • Future Land Use — by category • Property Value Changes • Demographic Changes • Neighborhood Boundaries • Existing Parks and Trails • Future Parks and Trails • Roadways — Existing Functional Classification • Roadways — Existing Traffic Counts • Roadways — Proposed Traffic Volumes • Major Streets Plan • Transit Routes • Traffic Assignment Zone (TAZ) Forecasts Additionally, the utility sections of the plan will require a number of existing and planned facility maps. In all likelihood, most of these maps are readily available from recent engineering studies. The current contract also calls for collaboration in the preparation of the first three work tasks which include the goals and policies update, the socio - economic update and the land use section. The responsibility for the completion of these items could be assumed by HKGi. If the mapping listed in the bulleted items above and the first three work tasks were assigned to Hoisington 123 North Third Street, Suite 100, Minneapolis, MN 55401 -1659 Ph (612) 338 -0800 Fx (612) 338 -6838 • • Ms. Nancy Anderson August 27, 1998 Page 2 Koegler Group, the remaining portions of the plan requiring direct City staff involvement would be limited to the utility sections, transportation and implementation. Information for the utilities and transportation sections is generally available from existing sources, presumably requiring minimal work on the part of the City. It seems appropriate to retain the City's involvement in the preparation of the implementation section of the plan because of the importance of that plan component and the detailed financial and administrative knowledge that will be needed for its completion. In summary, if HKGi is to assume portions of the City's work tasks, the most reasonable reassignment of work involves the mapping that is identified herein as well as the first three work tasks. Completion of these items by Hoisington Koegler Group would run an additional $10,000. Please call me if you have any questions on this matter. Sincerely, 1-710A4- R. Mark Koegler, RLA President DEPT 46100 PL 1N NG & ECONOMIC DEVELOPMENT •CTIVITY: Zonin istration, Short and Long Range Planning, Economic Development Administration, CDBG Administration ACTIVITY MANAGER: DIRECTOR OF PLANNING & ECONOMIC DEVELOPMENT GENERAL ACTIVITY DESCRIPTION FUND 10� Administration and enforcement of locally approved Zoning Ordinance and Comprehensive Plan. Preparation of various planning documents and reports necessary to ensure orderly development/redevelopment of City. Administration of overall economic development process. Preparation and administration of annual CDBG Program with Hennepin County. PROCESS USED Planning activities involve the following: • Review of development/redevelopment through Condition Use Process. • Preparation of monthly agenda and staff reports for the City Council. • Periodic preparation of studies and reports as determined appropriate by the Zoning and Planning Commission, City Council or staff. • Coordinate studies /reports with consultant firms. Economic Development Administration involves the following: • Program implementation of approved tax increment districts. • Coordination of acquisition, demolition and relocation activities. • Maintain communication network with industrial and commercial /retail businesses. • Assist in site identification and selection process. • Maintain inventory of available buildings and sites. • Undertake various economic development oriented promotional activities for the City. • Preparation of annual CDBG Program in February, oversee and monitor program implementation, and request disbursements from Hennepin County as required. • Coordination of activities with HBCA. Twin West Chamber, etc. MAJOR OBJECTIVES TO BE ACCOMPLISHED IN 1999 1. Ensure HBCA is kept updated on City activities. 2. Continue working on the updating of the Comprehensive Plan. 3. Consider zoning amendments to encourage the upgrading of the housing stock. SELECTED WORK INDICATORS Actual Actual Actual Budget Budget 1995 1996 1997 1998 1999 1. Sign & fence permits 84 94 71 90 80 2. Zoning action items 36 22 18 25 25 3. Zoning related questions answered 900 900 950 1,000 1000 4. Building permits reviewed 100 100 100 150 150 5. Prepare annual budget 1 1 1 1 1 6. Complete division performance reviews 3 3 4 4 7. Represent City at HBCA/Twin West ilk eetmgs 36 12 36 12 on staff meetings 12 12 12 12 12 ttend Z &P meetings 12 12 12 12 10. General correspondence 300 11. Attend department staff meeting 52 52 52 52 12. Prepare HRA agenda 20 17 16 14 13. Attend council meetings /work sessions 75 30 35 30 35 • • Memorandum Attachment PLANNING & ECONOMIC DEVELOPMENT To: Steve Mielke, City Manager From: Jim Kerrigan, Planning & Economic Development Director Date: October 20, 1998 Subject: 1999 Budget As you are aware, I will be out of town on November 10 and, therefore, will not be able to attend the budget work session. The only thing that there might be any controversy over would be the significant increase in expert and professional services for 101 - 46100, the Planning & Economic Development account. This increase reflects $10,000 additional expenditure for updating the Comprehensive Plan. This would allow the City to contract for additional services (see attachment from Hoisington Koegler). To date, the City has not budgeted any general fund dollars to assist in this endeavor. The only funds that are available are approximately $10,000 that has been received by • the City through grants from the Metropolitan Council. If you have any other specific questions concerning the various budgets within my department, please let me know and we can talk about them prior to the meeting.