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HomeMy WebLinkAbout2019 Annual Budget Document City of Oak Park Heights 2019 Annual Budget Page 1 2019 Annual Budget Table of Contents City Officials 3 Budget Process 4 General Fund Revenues 6 General Fund Expenditures 8 Tax Levies, Tax Capacity and Tax Capacity Rate 9 Utility Fund Revenues and Expenditures 13 Debt Service Funds 14 Budgeted Projects Fund 15 Exhibit A- General Fund Expenditure Budget Summary 16 Page 2 Oak Park Heights City Officials Position Term Expires Mayor Mary McComber 12/31/2020 Councilmember Chuck Dougherty 12/31/2020 Councilmember Mike Liljegren 12/31/2022 Councilmember Mike Runk 12/31/2020 Councilmember Mark Swenson 12/31/2018 Councilmember Elect Carly Johnson 12/31/2022 City Staff Eric A. Johnson – City Administrator Betty Caruso – Finance Director Brian DeRosier – Police Chief Andrew Kegley– Public Works Director David Mol – City Auditor Mark Vierling – City Attorney Lee Mann – City Engineer Page 3 Budget Process The annual budget process is a thorough review of all City revenues and expenditures for the current and upcoming year. There are many uncontrollable factors the City must comply with that affect both the amount of revenues the City receives and the amount the City must expend in order to provide the current level of services. There are also numerous unfunded mandates the City must comply with, such as: Revenues  Tax exempt property – City must still maintain police/fire protection, streets, etc.  Limitations of local special assessments.  Local improvement feasibility reports requirements.  Limitation of maximum penalties and fines for ordinance violations.  Truth in taxation requirements.  Limitation on fees for licenses, i.e. off-sale and Sunday on-sale liquor, fireworks. Expenditures  Pay equity, implementation and reporting.  Worker’s compensation.  Public pensions.  Continuation of health and life insurance coverage.  Prevailing wages paid on public contracts.  Veteran’s preference.  Mandatory binding arbitration for employee classes such as police and firefighters.  Various public safety requirements i.e. Peace officer standards and training, confined space entry, suspense file reduction, tobacco compliance checks.  Building code administration and limits to permit fees for minor improvements.  Numerous environment requirements i.e., wastewater treatment standards Wetland Conservation Act, recycling programs, waste collection practices, drinking water standards, surface water management plans, Federal Clean Water Act, Wellhead Protection, Wastewater permit requirements, and storing of hazardous substances reporting.  Planning requirements for land use, zoning, building codes. ● Comprehensive plan updates.  Conducting elections including paying judges, absentee ballots and recounts.  Record keeping requirements for Data Practices Act and retention schedules.  Competitive bidding.  Open Meeting Law notices, agendas and minutes.  Various financial reporting requirements, i.e. budget, audit reports, TIF reports, building inspection fee reporting, business subsidy reports, outstanding debt reports, continuing disclosure reports. Budget Process Page 4 The City Council and staff engage in a thorough budget process each year in order to present a fair and balanced budget for the citizens of Oak Park Heights. 1. The annual budget process commences in June/July of each year with the Finance Director distributing budget worksheets to the department heads for completion. The City Council is requested to inform the Finance Director of any special requests they may have for the budget. 2. The department heads determine the anticipated expenditures and budget requests for the upcoming year. These requests are submitted to the Finance Director and Administrator for review by the end of July. 3. The Finance Director compiles a draft of the preliminary budget and submits it to the City Council. 4. The City Council schedules workshops for discussion and review of the preliminary budget. There are usually 2 to 3 workshops held during the month of August and the first week in September. All workshops are public meetings and the public is welcome to attend. 5. After all input and requests have been considered, the Finance Director makes revisions to the preliminary budget and submits it to Council for approval of the proposed budget and tax levy. Per Minnesota State Statute this must be completed and certified to the County no later than September 30. 6. The City Council sets the date for the Truth in Taxation meeting requirements. The City is required to hold a meeting in which the public is allowed to speak and the budget and levy is discussed. The hearing may be a part of a regularly scheduled meeting. The dates must be certified to the County no later than September 30. 7. Council conducts additional workshops to discuss any additional changes to the budget due to updated revenue and/or expenditure information, i.e. insurance rates, contract fees, etc. 8. The Truth in Taxation meeting is held. 9. The final budget and levy must be certified to the County by December 28, 2018 and to the Minnesota Department of Revenue after the levy is adopted. Page 5 2018/2019 2016201720182019Budget ActualActualBudgetBudgetInc (Dec) Taxes Operations$ 4,682,211$ 4,590,661 $ 4,725,501 $4,511,246 $(214,255) Debt Levy 608,000 603,000 603,000 579,000 (24,000) Total Taxes$ 5,290,211$ 5,193,661 $ 5,328,501 $ 5,090,246$ (238,255) Tax Abatements (23,549) (3,279) 3,279 Other Taxes 81,981 97,073 74,500 72,500 (2,000) Business Licenses-Permits 47,302 44,587 43,610 41,280 (2,330) Non-Business Licenses-Permits 166,880 128,149 64,000 89,000 25,000 Fines & Forfeits 40,864 50,023 40,000 40,000 - Intergovernmental Revenues 111,140 138,645 115,527 103,396 (12,131) Charges for Services 81,510 90,762 52,600 54,000 1,400 Miscellaneous Revenues 191,085 177,330 89,700 106,800 17,100 Total Revenues$ 5,987,424$ 5,916,951 $ 5,808,438 $ 5,597,222$ (207,937) General Fund Revenues Historically the City relies on tax revenue to fund the City’s budget. Other sources of revenues are limited due to the nature of city business. State and Federal government regulations limit the ability to raise additional revenues, such as charges for licensing and permits. The 2019 budget is supported by a $5,090,246 tax levy or 92.24% of the total revenue budget. Some factors affecting revenues are:  Revenues from Licenses and Permits have increased due to expected development for commercial and housing in 2019  Intergovernmental Revenue decreased primarily due to the loss of the Small Cities Grant from the State  Other Revenue, includes funding for the School Liaison Officer and in 2019 has been increased to reflect time billed for general police protection such as attendance at football games. The following is a summary of the revenue dollars which fund the city operations from 2016 through budgeted 2019. General Fund Revenue Summary The debt levy is budgeted for in the General Fund and transferred to Debt Service Funds to make the debt payments for the various bond issues. For 2018, the debt levy of $579,000 was added to General Fund Levy with a corresponding transfer expenditure of $579,000 to the debt service funds. The total 2019 Revenue Budget is $5,597,222. This is a decrease of 3.55% or $207,937 under the 2018 Revenue Budget. The 2019 Tax Levy of $5,090,246 is a decrease of $238,255 or 4.47% decrease from the 2018 Tax Levy of $5,328,501. Page 6 ActualActualBudgetBudget Revenue Source2016201720182019 Taxes 89.72%89.42%93.02%92.24% Taxe Abatements-0.39%-0.06%0.00%0.00% Licenses/Permits 3.58%2.92%1.85%2.33% Fines & Forfeits 0.68%0.85%0.69%0.71% Intergovernmental Revenue 1.86%2.34%1.99%1.85% Charges for Services 1.36%1.53%0.91%0.96% Other Revenue3.19%3.00%1.54%1.91% The following chart shows the percentage of revenue sources to fund the 2016 and 2017 expenditures and the budgeted amounts for 2018 and 2019. Tax Abatement adjustments from the county for commerical properties during 2016– 2017 have reduced the amount of revenue that the city collects annually. The total amount of abatments for 2018 is not reflected in the above percentages nor in the revenue summary as the total amount is unknown at this time. However, major adjustments are forthcoming during 2018 and 2019 due to the County granting reductions in property values for 2015- 2019 on petitioned commercial properties in the City. The estimate for 2018 at this time is $40,000 of tax abatements. The petitions from the commericial properties continue to be filed and if granted, may have an impact on the future tax revenues collected. Page 7 20162016201720172018201820192019INCREASE2018/2019 EXPENDITURE CATEGORYEXPENDITURE CATEGORYACTUALACTUALACTUALACTUALBUDGETBUDGETBUDGETBUDGET(DECREASE)% CHG GENERAL GOVERNMENT$ 1,225,283 35.33%$ 1,285,261 36.14%$ 1,417,984 35.30%$ 1,491,663 36.08%$ 73,6795.20% GENERAL GOVERNMENT PUBLIC SAFETY46.80%46.30%45.62%45.97% 1,622,718 1,646,301 1,832,659 1,900,585 67,9263.71% PUBLIC SAFETY PUBLIC WORKS7.23%7.81%9.19%8.14% 250,877 277,545 369,130 336,525 (32,605)-8.83% PUBLIC WORKS PARKS AND RECREATION4.74%4.02%4.49%4.43% 164,311 142,813 180,345 183,115 2,7701.54% PARKS AND RECREATION SANITATION5.90%5.74%5.40%5.38% 204,434 203,997 217,000 222,600 5,6002.58% SANITATION TOTAL GENERAL OPERATIONS100.00%100.00%100.00%100.00% 3,467,623 3,555,917 4,017,118 4,134,488 117,3702.92% TOTAL GENERAL OPERATIONS 1,522,004 1,925,949 1,188,320 1,087,400 (100,920)-8.49% TRANSFERS-CAPTIAL 620,000 603,000 603,000 579,000 (24,000)-3.98% TRANSFERS-DEBT 2,142,004 2,528,949 1,791,320 1,666,400 (124,920)-6.97% TOTAL TRANSFERS $ 5,609,627$ 6,084,866 $ 5,808,438 $ 5,800,888 $ (7,550)-0.12% TOTAL EXPENDITURES General Fund Expenditures The Proposed 2019 budget for General Fund Expenditures is $5,800,888. This includes expenditures for operations and transfers for capital projects and debt service. The 2019 operations budget is $4,134,488 as compared to the 2017 operating budget of $4,017,118, a 2.83% increase. Transfers for Debt Service and Capital Projects for 2019 are $1,666,400 which compares to $1,791,320 for 2018 a 6.97% decrease . This decrease includes a reduction in debt levy transfer of $24,000, a $26,500 reduction for funding the comprehensive plan, and a reduction of $50,000 for park building replacement, funding is maintained for the street maintenance fund for the future mill and overlay of many of the City roadways over the next several years. The total decrease in expenditures for the 2019 budget as compared to 2018 is $7,550 or -.13%. The following is a Summary of Actual and Budgeted Expenditures by category: For a list of department expenditures see Exhibit A- 2018 General Fund Expenditure Budget Summary. The General Fund Operations Expenditures are distributed as follows. (This is reflective of operations only and does not include the transfers to other funds.) The chart below indicates where the City will incur its expenditures in the 2019 budget year. Page 8 Tax Levies, Tax Capacity and Local Tax Rate Tax Levies The proposed payable 2019 levy for the City of Oak Park Heights that was submitted to Washington County for the TNT parcel specific notices was $5,280,246. Since the preliminary adoption of the tax levy, changes have been made to reduce the tax levy. This was due to the values of Xcel Energy being reduced by $19,653,600 a 7.6% reduction. The reduction would have a noteworthy impact on the City’s tax capacity and therefore increase residential property taxes between 3.2% and 6.4% depending upon the value of their home. Due to the fact that this reduction of value occurred after the preliminary tax levy was adopted, the TNT notices mailed to the property owners would be incorrectly stating that property taxes for the City would remain the same and have a 0% increase for 2019. It was decided to reduce the tax levy by $190,000 to $5,090,246 to try and achieve the matching information that was mailed in the TNT notice. This was achieved with additional budget cuts and a decision to utilize $203,666 of the unallocated General Fund Balance to supplement the 2019 Budget. The tax levy of $5,090,246 includes the amount for operations of $4,511,246 and the general obligation debt levies of $579,000. Beginning in 2012 the City included the total Special Debt Levy in the General Tax Levy as a planning strategy should levy limits be implemented by the state. This would allow the City to build its tax base from which levy limits are calculated on. The comparison levy for 2018 and 2019 is as follows: 2018 2019 Inc (Dec) General Fund $4,725,501 $4,511,246 $(214,255) Debt Levy added to Gen Fund 603,000 579,000 $ (24,000) Total General Fund Levy $5,328,501 $5,090,246 $(238,255) A Summary of the proposed decrease of the levy for 2019 is made up of the following changes to the 2018 Budget: Page 9 SUMMARY OF CHANGES TO LEVY/BUDGET REVENUES CHANGES IN REVENUE INC PERMITS (BLG)/ LICENSE 25,000 DEC INTERGOVERNMENTAL REVENUE- SMALL CITIES ASSISTANCE (16,500) INC INTERGOVERNMENTAL REVEUE- RECYCLING GRANT 4,400 INC MISC REVENUE (SRO & POLICE OT WAGES ) 18,000 OTHER CHANGES (3,861) TOTAL CHANGES IN REVENUES$ 27,039 EXPENDITURES CHANGES IN EXPENDITURES PERSONAL SERVICES SALARIES CONTRACTUAL 72,600 RELATED PAYROLL TAXES 25,000 FINANCE - REPLACEMENT HIRE TRANSITION 32,500 PARKS PART TIME WAGES (2,000) ELECTION SALARIES (4,000) CONSULTANT FEES - ARBORIST (5,000) CONSULTANT FEES -ENGINEER (5,000) OTHER CONSULTANTS, LEGAL, AUDIT, ASSESSOR 1,000 CONTRACTUAL TRAVEL AND CONFERENCE -MAYOR AND COUNCIL (4,000) TRAVEL AND CONFERENCE -ALL OTHER DEPARTMENTS (8,000) FIRE CONTRACT 3% PLUS FORMULA = 4 % 5,600 POLICE TRAINING - COLLEGE TUITION (8,300) POLICE -MAINT BODY CAMERA/WASH COUNTY CONTRACT 12,000 STREET MAINTENACE (22,500) SANITATION 6,300 PARKS CONTACTUAL PESTS/HVAC/PRARIE 3,700 OTHER DEPARTMENT CONTRACTUALS (10,716) SUPPLIES REDUCTION IN POLICE UNIFORMS- VESTS (4,000) REDUCTION IN POLICE FUEL (5,000) REDUCTION BUILDING INSP SUPPLIES (1,200) PARKS MAINTENANCE SUPPLIES 1,700 OTHER DEPARTMENT SUPPLIES (5,754) INSURANCE GENERAL INSURANCE 8,800 WORKMAN'S COMP 1,800 HEALTH INSURANCE 33,600 OTHER MINOR BUDGET CHANGES (1,780) TRANSFERS FOR CAPITAL PURCHASES STREET/STORM RENEWAL FUNDS 14,300 DEBT FUNDS (24,000) BUDGETPROJECTS DECREASES: COPY MACHINE (5,000) PARKS BUILDING (50,000) CIVIL DEFENSE SIRENS (7,000) TENNIS COURTS (10,000) COMPREHENSIVE PLAN (26,500) VEHICLES/COMPUTERS (8,200) SMALL CITIES GRANT (16,500) INCREASES: TRAIL EQUIPMENT 8,000 OTHER CAPITAL EXPENSE NEEDS TOTAL 2019 BUDGET INCREASE$ (7,550) USE OF FUND BALANCE (203,666) TOTAL DECREASE FOR PRELIMINARY LEVY$ (238,255) Page 10 Market Value Market Value Exclusion CalculationMarket ValueAfter MVHE Market Value of Residential Home $ 250,000$ 250,000 Exclusion of the first $76,000 X 40%$ (76,000) $ (30,400) Add Back Remaining at 9%$ 174,000$ 15,660 Taxable Market Value$ 235,260 Tax Capacity Calculation Class Rate 1% Firs t $500,000 of Value$ 2,353 Class Rate 1.25% > $500,000$ - Total Tax Capacity$ 2,353 Tax Capacity The City’s estimated 2019 tax capacity value is $9,607,799 (adjusted for the change in Xcel values) This represents a 3.2% increase in tax capacity value over the 2018 final value of $9,305,847. This value is used to calculate property taxes for individual properties. The total tax levy is distributed over the total tax capacity of all the properties. Tax capacity value is market value, adjusted for the Market Value Homestead Exclusion, multiplied by the class rates. Class rates are established by the State of Minnesota and have not changed since 2002. The current class rates for residential property is 1% of taxable market value for the first $500,000 of value and then 1.25% on the remaining value of the property – Example of a $250,000 home’s tax capacity value calculation is as follows: The current class rates for commercial property is 1.5% of market value for the first $150,000 of taxable market value and then 2% on the remaining value of the property – Example of a $250,000 and a $600,000 commercial business tax capacity is calculated below. Mkt Value Tax Cap Mkt Value Tax Cap Commercial Property Mkt Value $250,000 $600,000 1.5% of first $150,000 (150,000) $2,250 (150,000) $2,250 Balance at 2% 100,000 2,000 450,000 9,000 Total Tax Capacity $4,000 $11,250 The median market value for residential property is estimated to have increase by 7.10% for 2019 as compared to 2018. Commercial Property increased 2.5%, and Public Utility values have decreased by 7.6%. Page 11 30.41%OTHERPUBLIC UTILITYCOMMERCIALRESIDENTIAL 2018 TAX CAPACITY 0.86%38.94%29.77% TAX CAPACITY ADJUSTED TNT NOTICESXCEL VALUES 2017/20182018/20192018/2019 TAXABLE MARKET VALUE 770,896,100 821,180,600 799,115,700 TAX CAPACITY 12,105,871 13,082,756 12,661,756 FISCAL DISPARITY CONTRIBUTION 2,570,152 2,813,723 2,813,723 TIF 229,872 240,234 240,234 NET TAX CAPACITY 9,305,847 10,028,799 9,607,799 The Total Tax Capacity for 2018 and 2019 Tax Years is calculated in the following chart: The Tax Capacity is composed of Residential, Commercial and Public Utility properties. The graph reflects the 2017/2018 values (latest available) by each class of property. A change in valuation in anyone of the separate classes can have an impact on the remaining properties. The downward adjustment of 7.6% to the Public Utilities with the 7.1% increase in residential properties values for 2019 is estimated to shift the share of the tax capacity for residential properties from 30.41% to 32.77%. This calculates to a 3% - 6% increase in property taxes for residential taxpayers. The unique total tax capacity of the city that is shared by residential, commercial and public utility on approximately 1/3 basis for each. The result of this shared capacity for residential property means that 2/3 of the tax burden is shared by the commercial property along with the public utility, Xcel Energy. Local Tax Rate The City’s Tax Rate for the general levy for 2019 is estimated to be 50.139% per $1,000 of tax capacity value. This represents a decrease of 7.9% from 2018 rates of 54.462%. The Tax Rate is applied to the tax capacity value of the property to calculate the property taxes due. An increase in tax rate would mean an increase in taxes if the tax capacity value Page 12 COMPARISON OF RESIDENTIAL TAXES 2014-2019 201420152016201720182019 MEDIAN VALUE PER COUNTY$167,200$195,441$205,800$208,800$210,300 $ 225,600 INC (DEC) IN MKT VALUE (PER COUNTY)1.10%17.80%0.50%1.40%1.00%7.10% TAX CAPACITY$7,667,355$8,405,616$8,614,478$8,804,586$9,305,847 $ 9,607,727 TAX RATE59.64156.80457.72556.14354.46250.14 CALCULATED TAXES$864.84$1,062.70$1,078.05$1,068.69$1,047.98 $ 1,046.56 of the property remained the same from one year to the next, while a decrease in tax rate should decrease the taxes. With the proposed General Fund budget of $5,800,888 supported by a tax levy totaling $5,090,246 - residential properties in the City will see no change in their city taxes. This decrease is a direct result of reductions to the 2019 Budgeted Expenditures and use of Fund Balance to balance the 2019 budget. See the following comparison of taxes for a Median Value Oak Park Heights Residence. Utility Funds Revenues and Expenditures WATER UTILITY Operating expenditures in the Water Utility Fund for 2019 budget increased by 3% to $402,010. Capital Expenditures increased to reflect the adjustments in transfers to the Renewal and Replacement Capital Fund which reflect the actual deprecation. This amount increased due to the replacement of water infrastructure in the past few years. City policy is to transfer and amount to the Capital Project Fund that is equal to the depreciation expense for the current year. This is to assist in the cost of future infrastructure replacements. Rates were increased by 10.0% to meet the needs of the Water Fund for 2018. The expected revenue for 2018 and 2019 is enough to support the budgets and no rate increase is necessary. SEWER UTILITY The Sewer Utility Fund expenditures for 2019 are anticipated to decrease $66,039, -8.86% as compared to 2018. Charges from Metropolitan Council Environmental Services were decreased $79,021 or 15.06%. This was the result of a correction by MCES to the flow data for the City. Corrections to the City’s billings were made from 2013-2018. Sewer Rates were increased in 2018 based on the incorrect billing from MCES for that period. The MCES credit of $103,430 for 2018 incorrect billings was refunded to the City’s sewer customers with a onetime $80 rebate. The increase in sewer rates for 2018 generates surplus revenue to support the expenditures for 2019. It is recommended to decrease the rates for 2019. STORM WATER UTILITY The Storm Sewer Utility Fund revenues will remain the same for 2019, while expenditures are expected to decrease $26,895. This decrease is due to a reduction in funds needed to support the Comprehensive Plan Study. The study is near completion and should require no additional funding from the Sewer Utility. There is no proposed change to rates for 2019. Page 13 Utility Fund Budget Summary SCHEDULED DEBT YEAR ENDING2012 GO CIP REFUNDING BONDS2014 GO CAP IMP BONDS% Increase TOTALTOTAL 20182019$ Increase 31-DecPRINCIPALINTERESTPRINCIPALINTERESTPRINCIPALINTERESTP & I BudgetBudget(Decrease)(Decrease) 2019 340,000 92,258 375,000 57,800 715,000 150,058 865,058 Water Utility Fund$ 1,057,904$ 1,094,689 $ 36,785 3.48% 2020 360,000 85,458 375,000 50,300 735,000 135,758 870,758 Sewer Utility Fund$ 1,085,622$ 1,079,623 $ (5,999)-0.55% 2021 380,000 78,258 350,000 42,800 730,000 121,058 851,058 Storm Water Utility Fund$ 111,555$ 84,660 $ (26,895)-24.11% 2022 400,000 70,658 350,000 35,800 750,000 106,458 856,458 2023 430,000 62,658 325,000 28,800 755,000 91,458 846,458 2024 455,000 54,058 325,000 19,050 780,000 73,108 853,108 2025 495,000 44,958 310,000 9,300 805,000 54,258 859,258 2026 525,000 35,058 - - 525,000 35,058 560,058 2027 545,000 24,295 - - 545,000 24,295 569,295 2028 585,000 12,578 - - 585,000 12,578 597,578 4,515,000 560,237 2,410,000 243,850 6,925,000 804,087 7,729,087 As MS4 regulations for storm water management are implemented, the expenditures are expected to increase. Future rates will need to be reviewed to determine if the required expenses will be met with the present rate system. UTILITY FUND BUDGET SUMMARY For additional information see the 2019 Utility Rate Study. Debt Service Funds As of December 31, 2018 the City will have outstanding debt, including interest, in the amount of $7,729,087. The following chart reflects the future scheduled debt payments for the following bond issues: The city sold $5,140,000 Advance Refunding Crossover Bonds to prepay the GO Capital Improvement Bonds of 2008. This reduced the future scheduled tax levies for debt by $495,000. The 2008 Bonds were called and paid in 2016. The Refunding bonds are scheduled to be retired in 2028. The G.O. Capital Improvement Bonds of 2009 were issued in 2009 to provide additional financing for the construction of the City Hall. This bond is scheduled to be repaid by a General Obligation Debt Levy. The bonds are scheduled to retire in 2019. The City called the bonds in 2018 and paid them in full. During 2014 the City issued $3,775,000 General Obligation Bonds for the 2014/2015 Street Reconstruction projects. This bond is scheduled to be repaid by General Obligation Debt Levy, Special Assessments, and a transfer from the Water Utility Fund. The bonds will be paid off in 2025. Page 14 Budgeted Projects Fund The Budgeted Projects Fund was established to fund capital purchases for public works, police, administration, etc. The revenues received in this fund are transfers in from the General Fund and the Utility Funds. Revenue received for tree replacement and occasionally revenue received as donations are also deposited in this fund. For the year 2019 the City has budgeted transfers from the General Fund Budget in the amount of $596,500 and transfers in from the Utility Fund in the amount of $139,975. The anticipated expenditures for 2019 are $368,821 for sealcoat/crack seal, park and trail improvements and maintenance, police vehicles and radios, tree planting, computers and software and other items. Page 15