City Council - 03/18/2008 - Workshop APPROVED MINUTES
CITY COUNCIL WORKSHOP & OPEN PODIUM
TUESDAY, MARCH 18, 2008 CITY CENTER
5:00—6:25 PM, HERITAGE ROOM II
6:30—7:00 PM, COUNCIL CHAMBER
CITY COUNCIL: Mayor Phil Young, Council Members Brad Aho, Sherry Butcher, Jon
Duckstad, and Kathy Nelson
CITY STAFF: City Manager Scott Neal, Police Chief Rob Reynolds, Fire Chief George Esbensen,
Public Works Director Eugene Dietz, Community Development Director Janet Jeremiah, Parks and
Recreation Director Jay Lotthammer, Communications Manager Joyce Lorenz, Assistant to the
City Manager Michael Barone, City Attorney Ric Rosow, and Recorder Lorene McWaters
Heritage Room H
I. INTERNAL SERVICE FUNDS
Finance Manager Sue Kotchevar explained how internal service funds work and
reviewed the pros and cons of using them. She said they provide a more accurate way of
measuring the costs of government services. Kotchevar said a number of nearby
communities, such as Bloomington, Eagan, Maple Grove, Maplewood, Minnetonka,
Plymouth and Richfield, use internal service funds. She said the City began
implementing internal service funds in 2004 beginning with benefits. In 2007, severance,
property insurance, and workers compensation insurance were converted to internal
service funds. Staff plans to switchover IT, fleet services and facilities operations to
internal service funds by 2009. Kotchevar explained how the difference in accounting
methods would appear on the capital and operating budgets.
Kotchevar asked for input on how Council prefers to fund anticipated large purchases, by
issuing debt or by setting aside funds over time. She said the City currently issues debt
for big-ticket items such as fire trucks and uses the pay-as-you-go method for smaller
projects. Council Member Nelson said she prefers the pay-as-you-go method whenever
possible. Nelson said she is concerned about how street replacement costs will be paid
for on some of the City's aging roadways. She would like to see a long term program to
slowly build up funds instead of having to levy for costs like Minnetonka was forced to
do in recent years. Public Works Director Gene Dietz said staff is preparing a pavement
management system presentation for the Budget Advisory Commission and City Council.
Mayor Young said he would like to know what other cities a generation older than Eden
Prairie have done to pay for road replacement projects. Young said he believes projects
can be paid for through special assessments when they are needed rather than stockpiling
money now from current tax payers.
City Council Workshop Minutes
March 18, 2008
Page 2
II. 2009 OPERATING BUDGET
Kotchevar reviewed the 2008 timeline for the operating budget. Revenue projections will
be updated and Directors will identify critical needs and opportunities this spring and
summer. The second Budget Workshop will be held on August 19. The Council will be
asked to certify the preliminary levy and budget on September 2. The Truth-in-Taxation
Hearing will be held December 1, and the Council will adopt a final levy and budget on
December 16.
III. 2009 TO 2013 CAPITAL IMPROVEMENT PLAN
Kotchevar reviewed the background and philosophy of the Capital Improvement Plan.
Staff is currently preparing recommendations for the 2009-2013 CIP. The Budget
Advisory Commission will be reviewing the CIP at its monthly meetings, starting in
April. The June 3 City Council Workshop will be devoted to the CIP. A hearing on the
proposed CIP will be held December 1 and Council will be asked to adopt the plan at the
same meeting.
IV. 2007 PRELIMINARY FINANCIAL RESULTS
Kotchevar presented 2007 preliminary financial results. The total fund balance as of
December 31, 2006, was $19,687,692. As of December 31, 2007, the total fund balance
was $20,876,403, showing a difference of$1,188,711.
Kotchevar also reviewed CIP fund balance projections through 2012 with the assumption
that the $1,000,000 tax levy will resume in 2010. Mayor Young asked if these numbers
reflected the economic development fund balance and the proceeds from the sale of City
land to Presbyterian Homes. Kotchevar said they did not. Kotchevar said that the City
Attorney's office is researching whether or not economic development funds can be
transferred to the CIP.
Preliminary results indicate utility operations had a 12% or$8,887,442 sales increase.
Liquor store sales increased by about 3.2%.
Council Chamber
IV. OPEN PODIUM
V. ADJOURNMENT