7.b) Staff Report-2014 Budget Recommendationsf
r7CANDIA
Stuff Report
Date of Meeting: June 3, 2013
To: Park and Recreation Committee
From: Kristina Handt, City Administrator
Re: 2014 Budget Recommendations
Agenda Item #: 7.b)
Background:
Each year in June and July the PRC works on a budget for the following year to recommend to the
City Council for adoption. The Council will be meeting in June and July to discuss Capital
Improvement Projects and will begin 2014 General Fund Operating Budget discussions in August.
The Council must certify the maximum tax levy by September 15, 2013 to the county.
Issue:
What operating (2014) and Capital Improvement Plan (2014-2018) projects should the
committee recommend to the Council?
Proposal Details/Fiscal Impacts:
Included in your packet is a draft budget for Parks and Recreation expenses for 2014 prepared by
staff. Highlights include the following:
➢ An increase in personal services is proposed to allow for an additional 4 hours per week
for Office Assistant Negus to work on PRC items and take over staffing of the
committee. This would result in her being the main contact for all committee matters
(along with Supt Kieffer on the maintenance aspects) and the Administrator would no
longer attend committee meetings. This would allow the administrator to focus on the
newly created Economic Development Authority.
➢ Operating expenses have been reduced to account for the elimination of sales tax paid by
cities beginning January 1, 2014 and because the expense for dodge ball shirts was
moved to the events category. Hopefully, this will make it easier to track expenses related
to events.
➢ Fuel is increased to account for the fuel used in the mowing of the parks and to operate
the zamboni. In the past, only the zamboni fuel was charged to the parks budget while
the mowing expenses were charged to public works. Staff is recommending a new
accounting of the fuel expenses to more closely align with the appropriate department.
➢ The advertising funds would be used for the farmers market ($1,000), Vinterfest ad, ($75)
and miscellaneous ($1,000) advertising such as the St. Croix Regional Tourism Alliance,
Scandia Connections, etc. The Committee may want to discuss if they would like to
continue to support the Farmers Market or suggest they become an independent
entity and create their own board of directors.
➢ The Events line item has been reduced to more closely align with actual expenditures.
There is $100 for Vinterfest supplies and $400 for dodgeball shirts. The City's
Engineering firm, Bolton and Menk has been approached about sponsoring the snow
sculpture contest and they indicated they would be willing to donate $100. This will
allow for the same level of prize money but for two categories, rather than one. Because
of Bolton and Menk's sponsorship, no funds have been budgeted for this purpose.
➢ The overall operating budget is down over 10% from last year, mainly because of no
general fund spending on capital outlays. The proposed 2014 operating budget overall is
more in line with 2011 actual expenses.
Capital Improvement Plan (CIP):
Included in your packet is a summary of capital improvement projects currently in the CIP for
parks and the ice rink. Proposed projects for 2014 are Lilleskogen Park Improvements ($47,500),
Wind in the Pines Preserve ($10,000), Lighted Ball Field Improvements-]nfield drainage issues
($15,000), Sidewalk from 2091" to South Ball Field ($34,000) and Sidewalk from the Lighted
Ball field to Olinda Lane ($79,000). The Zamboni is scheduled for replacement in 2016
($40,000). Also included are more detailed descriptions of each proposed project.
Lastly, in your packet is a sheet showing the funding sources for each project. The Capital
Improvement Fund is projected to have a balance of about $254,000 by 12/31/13 so the PRC
could recommend all of the projects from that funding source. Though there should be more
discussion regarding the light ball field infield and determine if that project should stay or be
deleted from the CIP.
There is less than $10,000 in the Park Capital Improvement Fund so the committee will need to
either delay those proposed park projects are identify an alternate funding source.
Options:
1) Amend and then Recommend 2014 Parks and Recreation Operating Budget and 2014-
2018 CIP to the Council for consideration.
2) Amend and/or recommend just the 2014-2018 CIP budget at this time and continue to
discuss
3) Wait until July meeting to make a recommendation on both budgets.
Recommendation:
Option 2. Since the Council will begin discussing the CIP this month, staff recommends the
committee focus on that area first and get their recommendations to the Council as soon as
possible.
2014 Draft Budget
GENERAL FUND 101
PARKS & RECREATION (45000) EXPENSE
Transfers
720 Operating Transfers 2,444 3,755
Total Transfers 2,444 3,755
Total Park & Recreation (45000) 48,390 5B,767 56.650 66.322 17,.102 62.418 591.400 -10.44',:
Notes:
1 Increase in Office Asst hours to cover PRC issues/Admin no longer attend PRC meetings
2, Reduced because Dodgeball t -short moved to events and for reduction in sales tax
3.Fuel for mowing no charged to Parks, rather than PW budget
4 $1,000 for Farmers Market, $75 for Vinterfest Ad, $1,000 misc advertising
5 $100 for Vinterfest Supplies, $400 for Dodgeball t -shirts
1 of 1 PARKS 4:36 PM 5/26/2013
2010
2011
2012
2013
5/31/2013
2013
2014
Change
Actual
Actual
Actual
Adopted
Year -to -Date
Estimated
Proposed
13-14
Account Description
Ex enscs
Expanse.-
Fvdirs
Budget
Ex dts
Ex.dtrs
Bud el
Budget Notes:
Personal Servirm-
101 Regular Wages & Salaries
2,728
2,703
3,069
3,121
1,203
3,121
7,245
1
104 Temp Employee Wages
14,679
16,883
12,855
15,672
3,419
15,672
15,818
121 PERA Coord Employer Contribution
194
895
359
226
87
226
525
122 FICA Employer Contribution
1,175
1,184
945
1,165
254
1,165
1,430
126 MEDICARE Employer Contribution
285
284
252
272
67
272
334
141 Unemployment Compensation
1,141
3,111
868
151 Workers Comp Insurance Premium
576
2,714
1,593
876
567
800
824
Tdial Personal Services
20,778
27,774
19,941
21,332
5,597
21,256
26177
22.71%
Materials & Supplies
200 Office Supplies
10
30
50
7
50
50
203 Printed Forms & Papers
409
329
387
450
367
367
400
210 Operating Supplies
1,193
1,848
2,155
2,000
97
1,600
1.600
2
212 Fuel
417
254
231
350
81
950
950
3
221 Equipment Parts
156
117
388
500
500
223 Building Repair & Supplies
808
283
500
50
240 Small Tools & Minor Equipment
475
284
300
300
400
Total Materiafs&Su lies
2.750
3,239
3.487
3,650
940
3,767
31950
8.22%
Contractual Services
312 Planning Services
3,109
313 Committee & Commission Reimburs
1,560
1,080
1,560
2,160
300
1,200
1,200
319 Other Services
5,903
6,152
5,572
5;500
8
5,500
5,575
322 Postage
145
159.31
164
200
170
175
175
340 Advertising
116
450
2,000
723
2,000
2,075
4
353 Sales Tax
76
41
18
90
90
50
361 Liability/Property Insurance
5,254
1,267
4,742
4,979
6,018
6,018
6,199
381 Utilities
3,467
4,852
3,284
5,000
1,880
3,750
5,000
384 Refuse Disposal
2,542
2,729
3,034
3,500
284
3,250
3,500
385 Sewer Pumping and Maintenance
140
3,000
1.074
2,500
3,000
401 Bldg Maintenance
627
993
500
500
500
404 Machinery & Equipment Repair
1,617
612
306
1,000
370
1,000
500
438 Misc Contractual
231 65
536
1,000
500
500
439 Refunds Issued
635
144
285
500
500
500
440 Events
592
1.017
731
2,000
128
500
500
5
Total Contractual Services
22,418
22,502
20,822
31,429
10,555
27,483
29,274
-6.86',(
Transfers
720 Operating Transfers 2,444 3,755
Total Transfers 2,444 3,755
Total Park & Recreation (45000) 48,390 5B,767 56.650 66.322 17,.102 62.418 591.400 -10.44',:
Notes:
1 Increase in Office Asst hours to cover PRC issues/Admin no longer attend PRC meetings
2, Reduced because Dodgeball t -short moved to events and for reduction in sales tax
3.Fuel for mowing no charged to Parks, rather than PW budget
4 $1,000 for Farmers Market, $75 for Vinterfest Ad, $1,000 misc advertising
5 $100 for Vinterfest Supplies, $400 for Dodgeball t -shirts
1 of 1 PARKS 4:36 PM 5/26/2013
City of Scandia, Minnesota
Capital Improvement Program
2014 thru 2018
PROJECTS BY DEPARTMENT
Department Project# Priority 2014 2015 2016 2017 2018 Total
Ice Rink
Zamboni Replacement
IR -002
nla
40,000
40,000
Ice Rink Total
40,000
40,000
Parks and Recreation
Lilleskogen Park Improvements
PR -001
2
47,500 36,000
83,500
Wind in the Pines Park
PR -002
3
10,000
10,000
Lighted Ball Field Improvements— Infield
PR -007
3
15,000
15,000
Sidewalk, 209th to South Ball Field
PR -015
3
34,000
34,000
Sidewalk, Ballfield to Olinda Lane
PR -016
3
79,000
79,000
Parks and Recreation Total
185,500 36,000
221,500
GRAND TOTAL
185,500 36,000 40,000
261,500
DR4FTfor 2014-2018 Update Tuesday, May 28, 2013
Capital Improvement Program
City of Scandia, Minnesota
Project # IR -002
Project Name Zamboni Replacement
Description I
Rehlaeetnew of (used) Zamboni for outdoor ice rink
Justification
End of useful life of existing equipment.
2014 thru 2018
Department
Ice Rink
Contact
Park and Rec Committee
Type
Replacement
Useful Life
25 years
Category
Equipment/ Vehicles
Priority
N/A
Expenditures 2014 2015 2016 2017 2018 Total
Equip/Vehicles/Furnishings 40,000 40,000
Total 40,000 40,000
Funding Sources 2014 2015 2016 2017 2018 Total
Grants/ Donations 40,000 40,000
Total 40,000 40,000
DRAFT for 2014-2018 Update Tuesday, May 28, 2013
Capital Improvement Pmgmm 2014 thru 2018
Department Parks and Recreation
City of Scania, M1nnesota Contact Park and Rec Committee
Project # PR -001
Project Name Lilleskogen Park Improvements
Type
Improvement
Useful Life
20 years
Category
Park Improvement
Priority
2: High priority
Description
Preliminary Cost Estimate from Lilleskogen Park Plan, January 2007 & estimates from SRF Inc., April 2008, parking lot design & estimates June
2011
Phase 1, 2009 ($24,800)
1. Site surveying and engineering for water control structure: $13,800
2. Construction/ earthwork: $10,000
3, Weed Management: $1,000
Phan 2, 2011
4. Parking Lot Design ($6,000)
Phase 3, 2012
5. Parking Lot Constrution ($44,000)
Phase 4, 2013 ($103,000)
_S. Site utilities: $8,000
cti. Trails and Board: $90,000
7. Electrical (parking lot security lighting) $5,000
Phase 5, 2014 ($47,500)
6. Vegetation removals ($21,500)
7. Landscaping/ vegetation restorations ($26,000)
Phase 6, 2015 ($36,000)
8. Site furnishings (picnic shelter, tables, benches, signage etc.
Justification
#1 priority of Park and Recreation Committee
Park is gateway to village center; connection to pedestrian trails, accessible to school.
Expenditures 2014 2015 2016 2017 2018 Total
Construction/Maintenance 47,500 15,000 62,500
EquipNehicles/Furnishings 21,000 21,000
Total 47,500 36,000 83,500
Funding Sources 2014 2015 2016 2017 2018 Total
Park Improvement Fund 47,500 36,000 83,500
Total 47,500 36,000 83,500
DRAFT for 2014-2018 Update Tuesday, Mav 28, 2013
Capital Improvement Program 2014 thru 2018
Department Parks and Recreation
City of Scandia, Minnesota
Project # PR -002
Project Name Wind in the Pines Park
Description
Site Survey and Boundary Markers- $4,800 (2010)
Signage/furnishings— $2,000 (2011)
NJILIKII Resources Management Plan-- $10,000 (2014)
Contact Park and Rec Committee
Type
Improvement
Useful Life
20 years
Category
Park Improvement
Priority
3: Worthwhile
Justification
Second priority of Park and Recreation Committee.
Stairs/ trail improvement needed to allow use of steep trail without erosion and keep users from trespassing on private property.
Expenditures 2014 2015 2016 2017 2018 Total
Planning/Design 10,000 10,000
Total 10,000 10,000
Funding Sources 2014 2015 2016 2017 2018 Total
Park Improvement Fund 10,000 10,000
Total 10,000 10,000
DRAFTjor 2014-2018 Update Tuesday, May 28, 2013
Capital Impmvement Program
City of Scalndia, Minnesota
Project # PR -007
Project Name Lighted Ball Field Improvements-- Infield
2014 thru 2018
Description
_irade, and rebuild infield to correct drainage; grade and plant trees behind west outfield fence.
Justification
Rquested by Scandia Softball Association.
Department
Parks and Recreation
Contact
Park and Rec Committee
Type
Maintenance
Useful Life
20 years
Category
Park Improvement
Priority
3: Worthwhile
Expenditures 2014 2015 2016 2017 2018 Total
Construction/Maintenance 15,000 15,000
Total 15,000 15,000
Funding Sources 2014 2015 2016 2017 2018 Total
Capital Improvement Fund 7,500 7,500
Grants/ Donations 7,500 7,500
Total 15,000 15,000
DRAFTfor 1014-1018 Update Tuesday, May 18, 2013
Capital improvement Pmgmm
City of Scandia, Minnesota
Project # PR -015
Project Name Sidewalk, 209th to South Ball Field
2014 thru 2018
Department Parks and Recreation
Contact
Administrator
Type
Improvement
Useful Life
20 years
Category
Park Improvement
Priority
3: Worthwhile
Description
C onSIruc(i tri sidewalk on east side of Olinda (CR3) from 209th Street to South Ball Field. Cost based on 2011 City Engineer's estimate.
Justification
Need identified in 2011 Trail Plan.
Expenditures 2014 2015 2016 2017 2018 Total
Construction/Maintenance 34,000 34,000
Total 34,000 34,000
Funding Sources 2014 2015 2016 2017 2018 Total
Capital Improvement Fund 34,000 34,000
Total 34,000 34,000
DRAFT for 2014-2018 Update Tuesday, May 28, 2013
Capital Improvement Program
City of Scandia, Minnesota
Project # PR -016
Project Name Sidewalk, Ballfjeld to Olinda Lane
2014 thru 2018
Department
Parks and Recreation
Contact
Administrator
Type
improvement
Useful Life
20 years
Category
Park improvement
Priority
3: Worthwhile
Description
COnstrtiCi sidewalk on the west side of Olinda Lane (County Rd. 3) from Lighted Ballfield driveway north to Olinda Lane. Cost based on 2011
City Engineer's estimate.
Justification
Need identified by 2011 Trail Plan.
Expenditures 2014 2015 2016 2017 2018 Total
Construction/Maintenance 79,000 79,000
Total 79,000 79,000
Funding Sources 2014 2015 2016 2017 2018 Total
Capital Improvement Fund 79,000 79,000
Total 79,000 79,000
DRAFTfor 2014-2018 Update Tuesday, May 28, 2013
City of Scandia, Minnesota
Capital Improvement Program
2014 thru 2018
PROJECTS BY FUNDING SOURCE
Source Project# Priority 2014 2015 2016 2017 2018 Total
Ca ital Improvement Fund
Lighted Ball Field Improvements— Infield PR -007 3 7,500 7,500
Sidewalk, 209th to South Ball Field PR -015 3 34,000 34,000
Sidewalk, Ballfield to Olinda Lane PR -016 3 79,000 79,000
Capital Improvement Fund Total
Grants/ Donations
Zamboni Replacement IR -002
Lighted Ball Field Improvements— Infield PR -007
Grants/ Donations Total
Park Improvement Fund
Lilleskogen Park Improvements PR -001
Wind in the Pines Park PR -002
Park Improvement Fund Total
GRAND TOTAL
120,500
120,500
n/a 40,000
3 7,500
40,000
7,500
7,500 40,000
47,500
2 47,500 36,000
3 10,000
83,500
10,000
57,500 36,000
93,500
185,500 36,000 40,000 261,500
DRAFT for 2014-2018 Update Tuesday, May 28, 2013