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HomeMy WebLinkAboutPackets - Council Packets (1549) **AMENDED AGENDA ORO VALLEY TOWN COUNCIL BUDGET STUDY SESSION June 3, 1999 5:30 p.m. ORO VALLEY TOWN COUNCIL CHAMBERS 11,0000 N. LA CANADA DRIVE BUDGET STUDY SESSION —AT OR AFTER 5:30 PM CALL TO ORDER ROLL CALL 1. FOLLOW-UP ISSUES FROM MAY 26, 1999 BUDGET REVIEW SESSION 2. REVIEW OF ITEMS-TO-BE-COMPLETED FROM PREVIOUS BUDGET STUDY SESSIONS: A. SALARY ADJUSTMENT FOR HUMAN RESOURCES DIRECTOR B. PIMA COUNTY AFTER-SCHOOL AND SUMMER PROGRAMS C. POOL REPAIRS AND MAINTENANCE AT DENNIS WEAVER PARK D. NEW DRIVEWAY TO TOWN HALL COMPLEX E. CAPITAL IMPROVEMENTS FINANCING ANALYSIS **F. COMPENSATION AND BENEFIT PLAN PROPOSALS 3. REVIEW OF FISCAL IMPACT OF COUNCIL'S BUDGETARY CHANGES TO MANAGER'S RECOMMENDED BUDGET 4. REVIEW OF BUDGET ISSUES IDENTIFIED 5. REVIEW OF CALENDAR FOR ADOPTION OF TENTATIVE BUDGET, LOCAL EXPENDITURE LIMITATION AND FINAL BUDGET ADJOURNMENT A copy of the Manager's proposed budget for fiscal year 1999/2000 is available for public inspection in the office of the Town Clerk between the hours of 8:30 a.m. — 5:00 p.m. The Town of Oro Valley complies with the Americans with Disabilities Act (ADA). If any person with a disability needs any type of accommodation, please notify the Town Clerk at 297-2591. REPOSTED: 6/02/99 9:30 a.m. rg. r"I's \ • MEMORANDUM TO: Mayor and Council FROM: Chuck Sweet, Town Manager David Andrews, Finance Director Di6- DATE: June 3, 1999 SUBJ: Follow-up Issues From May 26 Budget Review Session A number of issues were raised during the Mayor and Council's Budget Review Session of May 26. This memorandum serves as staff follow-up to those issues. 1. Issue: Use of remaining funds in an amount of$73,860 in Naranja Road Improvement District Fund. Response: Staff suggests the transfer of funds to the Highway Fund with the caveat that the funds be used for improvements on Naranja Road between La Canada and La Cholla. 2. Issue: Transit Services Administrator— Salary. Response: Current salary of$37,778 based on 37.5 hour workweek has been adjusted to $40,297 based on a 40 hour work week. 3. Issue: Transit— Moving Expenses. Response: $1,000 added to miscellaneous other operating line item for moving expenses. 4. Issue: Building Inspectors — Salary Rates. Response: The Building Safety Administrator has reviewed the budgeted amounts and requests no adjustments. 5. Issue: Building Permit Hardware and Software. Response: The Building Safety Administrator has requested the following adjustments to capital outlay: From To Building Permit Hardware & Software $7,500 $70,000 Integrated Voice Recognition Equipment 30,000 - 0 — Total Adjustment $37,500 $70,000 The requested adjustment would result in an increase of$32,500 in capital outlay. 6. Issue: Building Permit Fees. Response: To be addressed at a later date. 7. Issue: State Land Purchase. Response: The following budget adjustments are recommended: Use of Cash Carryforward $372,000 Proceeds from Long-Term Financing $2,700,000 Land Purchase $3,072,000 No additional debt service is anticipated for FY 1999-2000. 8. Issue: Staffing Analysis. , Response: Council approval will mirror Town Manager recommendations with the following adjustments: • Reclassify Finance Secretary to Administrative Assistant • Add back Police Records Clerk (1) • Add back Police Receptionist (.5) (from P-T to F-T) • Salary adjustment for Human Resources Specialist • Add Librarian to Community Development Administration assuming a $40,000 annual salary, beginning November 1, 1999. • Add Transportation Planner to Public Works to be funded from Townwide Roadway Impact Fees. Also, the part-time receptionist will not be added to the Town Clerk, and emphasis will be placed on a U of A graduate student for the Finance/Economic Development Analyst position. The Bicycle Program Coordinator position will be addressed later in the year, perhaps as contract/consultant. Staff appreciates the opportunity to review these issues with the Mayor and Council. CC: Kathryn Cuvelier, Town Clerk Jeff Grant, Human Resources Director Bill Jansen, Town Engineer Terry Vosler, Building Safety Administrator Werner Wolff, Police Chief John Zukas, Transportation Administrator MEMORANDUM TO: Mayor and Council THROUGH: Chuck Sweet 0;464° Town Manager FROM: Ainsley Anne Reeder 0— Parks & Recreation Administrator DATE: June 3, 1999 RE: Recommendation: Pima County After-School and Summer Programs Per Council's request at the May 12, 1999, Budget Study Session, I have carefully reviewed Pima County's proposal relevant to the Town assuming some of the County's recreation programs. The County proposes that the Town assume responsibility for the after-school programs at Copper Creek Elementary and Wilson K-8. Additionally, the Town is being offered the opportunity to run the summer program (year 2000) at Wilson K-8. Due to the County's budget constraints, they propose that Oro Valley take over operations, management, and funding of the two after-school programs beginning on July 29, 1999. After bringing this option to the Council on May 12th, the Parks & Recreation Advisory Board reviewed the proposal at their May 20, 1999, meeting. The Board, three of whom had children that had participated in the County after-school program, was strongly opposed to the Town of Oro Valley assuming the programs in their current formats. The consensus of the Board was that if the Town entered into this type of service that the programs be licensed with screened staff and provide a high level of supervision, structure, and activity options. As any program offered by the Parks and Recreation Division is a direct reflection on the Town of Oro Valley, I propose the following time line for full consideration, development, and implementation of after-school and summer programs for children at Copper Creek and Wilson K-8. July 1 — September 15, 1999: The Program/Volunteer Coordinator position (if approved by Council) would be filled in July. This individual would be charged with researching the basic aspects of providing after-school care, to include licensing, screening, facility usage, staffing, scheduling, program structure, estimated budget figures, potential revenue, and anticipated participation. This information would be reviewed by staff and developed into a presentation and recommendation for the Parks & Recreation Advisory Board (PRAB) and Council. September 16, 1999: The Parks and Recreation Division would make a presentation to PRAB, including the Division's recommendation. PRAB would review the information and provide a recommendation to Council. October 6, 1999: The Parks and Recreation Division would make a presentation to the Council, including recommendations from PRAB and the Division. At this time, Council would provide staff with direction regarding the Town's intent to proceed with the development of after-school and/or summer programs. Additionally, any necessary changes in the time line would be addressed at this time. October 7 — December 31, 1999: Should the Council determine that the Town will proceed with the program development, the Parks and Recreation Division would make application for licensing; secure IGA's with the schools for facility usage; develop detailed program plans, schedules, and policies; recruit, screen, and hire staff; provide training; and complete all associated tasks in preparation for implementation. January, 2000: The after-school program would commence when school resumed after the winter holiday. If the Council wishes to pursue the development of these programs, it is recommended that the timeline above be utilized to insure that full attention and consideration is given to all aspects of the project. As all children's programs must be carefully administered to insure safe participation and high quality services, I would strongly recommend that the time be taken to assess and develop the program. Your consideration in this matter would be greatly appreciated. MEMORANDUM TO: Mayor and Council PC`' FROM: David Andrews, Finance Director — VIA: Chuck Sweet, Town Manager DATE: June 3, 1999 SUBJ: Capital Improvements Financing Analysis The following information outlines capital improvements financing as discussed during previous budget review sessions. Capital Projects Project Description Cost Annual Debt Funding Source Service Library Construction $2,000,000 $169,570 General Fund State Land Acquisition $3,072,000 $228,920 General Fund State Land — Development Costs $12,541,000 $1,063,290 General Fund Land —40 acres N. of Cal Mat ??? TBD TBD Annual debt service calculations assume that principal amounts would be financed over a 20 year period at a 5.75% interest rate with semi-annual principal and interest payments. Financing amounts do not include costs of issuance. The annual debt service calculation for the state land acquisition ($3,072,000) assumes a $372,000 cash downpayment and a financed amount of$2,700,000. A detailed breakdown of the $12,541,000 development costs figure is attached to this memorandum. Cash Flows/Budgetary Impacts The following chart estimates the budgetary impacts of the projects. Revenue estimates are based on future incremental growth in sales taxes and state shared revenues. Cash Flows Category FY FY FY FY FY 2000/01 2001/02 2002/03 2003/04 2004/05 Incremental Revenues: Retail Sales Tax $307,000 $307,000 $307,000 $307,000 $307,000 Rest., Bars, 77,000 77,000 77,000 77,000 77,000 Hotel/Motel Sales Tax State Sales Tax -0- 710,628 710,628 710,628 710,628 State Income Tax -0- 946,566 946,566 946,566 946,566 County Auto Lieu -0- 99,880 99,880 99,880 99,880 Subtotal $384,000 $2,141,074 $2,141,074 $2,141,074 $2,141,074 Revenues Incremental Expenses: Library - Debt $169,570 $169,570 $169,570 $169,570 $169,570 Service Library - O & M 300,000 300,000 300,000 300,000 300,000 State Land - Debt 228,920 228,920 228,920 228,920 228,920 Service State Land - O & M TBD TBD TBD TBD TBD Land/40 acres - TBD TBD TBD TBD TBD Debt Service Land/40 acres - TBD TBD TBD TBD TBD O & M Subtotal $698,490 $698,490 $698,490 $698,490 $698,490 Expenses Surplus/(Deficit) ($314,490) $1,442,584 $1,442,584 $1,442,584 $1,442,584 Sales tax estimates include increased collections from businesses such as Home Depot, Giant, Carl's Jr., Holiday Inn and Sheraton Ballroom expansion. State shared revenue estimates assume a Year 2000 Census of 28,190 compared to a Year 1995 Mid-decade Census of 19,657 (8,533 population increase). Incremental expense estimates have excluded debt service on development costs ($12,541,000) and operations and maintenance costs due to the relatively significant budgetary impact of the project. Operations and maintenance costs for the library assume $600,000 annually with the Pima County Library District sharing in 50% of the costs. Town Budgetary Policy (General Fund) The following outlines the FY 1999-2000 Budget relative to Town budgetary policy and estimated cash reserves for contingencies. Balanced Budget Revenues $12,255,016 Other Financing Sources 10,231,723 Total Resources $22,486739 Expenditures $16,484,563 Contingency 6,002,176 Total Uses $22,486,739 The Town's General Fund budget is balanced for FY 1999-2000. Recurring Revenues/Expenditures Recurring Revenues $12,255,016 Total Expenditures $16,484,563 Less One-Time Expenditures: State Land Acquisition 3,072,000 Heritage Grant Matching Funds 285,000 CDO Riverfront Park Construction 773,256 Library Construction 144,000 1999 MPC Payments 100,798 GIP Carryforward (MDTs) 41,000 Recurring Expenditures $12,068,509 Recurring revenues exceed recurring expenditures in conformity with budget policy. Contingency Budgeted contingency 6,002,176 Required contingency 4,121,140 Amount available $1,881,036 The General Fund per Town policy is required to maintain a contingency reserve equal to 25% of annual expenditures ($16,484,563 x .25). $1,881,036 of cash could be utilized to fund project constructions or land acquisitions. Recommendation Despite healthy cash reserves, staff recommends long-term financing for a portion if not for all capital costs for these projects. Preservation of cash reserves will allow the Town more flexibility with regard to any potential downswings to the Town's finances and economy: • Future slumps in residential construction; eventual buildout • Legislative changes to state shared revenues (i.e., state income taxes) • Lack of historical collection data related to recent and soon to come retail sales activities • Lack of historical operational costs for CDO Riverfront Park • Possible phase out of COPS Universal grants ($366,000) • Probable future demand for other public services Staff appreciates the opportunity to discuss these issues with the Town Council. Cal-Mat Scenario A Based on 2005 Needs Amenity Quantity Unit Cost Total Cost Baseball Fields* 1 $250,000 $250,000 Basketball Courts* 2 $50,000 $100,000 Picnic Ramadas* 2 $20,000 $40,000 Recreation Center/Gym* 1 $3,000,000 $3,000,000 Outdoor Performance Facility 1 $4,500,000 $4,500,000 Community/Cultural Center+ 1 $2,300,000 $2,300,000 Transit Center+ 1 $426,000 $426,000 Telecommunications Center+ 1 $215,000 $215,000 Public Works Yard 1 $500,000 $500,000 $11,331,000 *Identified in POST Plan +Identified in 1999-2000 CIP Cal-Mat Scenario B Based on 2010 Needs Amenity Quantity Unit Cost Total Cost Baseball Fields* 3 $250,000 $750,000 Little League Fields* 1 $200,000 $200,000 Soccer Fields* 1 $150,000 $150,000 Softball* 1 $200,000 $200,000 Basketball Courts* 4 $50,000 $200,000 Picnic Ramadas* 5 $20,000 $100,000 Recreation Center/Gym* 1 $3,000,000 $3,000,000 Outdoor Performance Facility 1 $4,500,000 $4,500,000 Community/Cultural Center+ 1 $2,300,000 $2,300,000 Transit Center+ 1 $426,000 $426,000 Telecommunications Center+ 1 $215,000 $215,000 Public Works Yard 1 $500,000 $500,000 $12,541,00-0Th *Identified in POST Plan +Identified in 1999-2000 CIP NOTE: The above estimates do not include off-site improvements, earthwork, utilities, pedestrian improvements, landscape and irrigation improvements, public art, or land acquisition costs. • ON ,m, 0 Tr a 0 N N p. en 0 O O N �O Q M 0 N Q, N O U U XI 00 00 M 00 00 00 00 N O N O — O M cosi 4 — N as U U C/1 • M N N s M N N - 00 00 O ^� O O O N N O` N O U U C/? qtr cd U O N N N N N O O 0 0 0 U O U o N N N N 00 Q a 00 0 U 0 V 00 00 m 00 00 N N N N N •� 00 00 \O 00 00 N N 4 N N U U z 0 O N , M M N M M 00 00 00 00 U z O 0 N O VD O O M VC et. 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Z 13 _.a .-1, u-a -a- .,.a ..a _a V 9, -a V7 00 V 00 03 xi 8N CO io U C.11 CD ta�ra 1 ••••••••.... 4 Olmeilimn n 8 Z N -(71 (NJ1 W O v Z N �° 1`c..)2 co rDca - -4 0) _ �o cn w- , , U' - _ ►--rn o w .� c 9, N 91 (D --1 (D93' 7 n••••• r Ck:' a) ivWA CCD° r yV W ww N Z r" { GJ OD C , O N r -4 -Q - z - a o to -a -a N C O O O73 1 K.) 0 , N �b BENEFIT PLAN PROPOSALS FY 1999-2000 ❑ CONVERT TO PARTNERS DIRECT ACCESS PLAN FROM STANDARD HMO ❑ CHANGE FROM$0 CO-PAY TO $5 CO-PAY WITH INTERGROUP o RECOMMEND CHANGE IN TOWN CONTRIBUTION METHOD o CHANGE TO GUARANTEE LIFE LONG TERM DISABILITY PLAN o ADD TOWN-PAID LIFE INSURANCE (1 X'S ANNUAL SALARY) WITH GUARANTEE LIFE o CONTINUE TO OFFER UNUM SUPPLEMENTAL LIFE PLAN(EMPLOYEE PAID) Town of Oro Valley Budget Reconciliation FY 1999/2000 Budget General Fund Net Department/Division Line Item/Description From To Change Revenues Cable Franchise Fees $ 208,000 $ 218,000 $ (10,000) Cash Carryforward Grounds Repair& Maint. (Parks) 35,700 5,700 (30,000) Cash Carryforward Capital Outlay-MDTs (Police) 135,400 94,400 (41,000) L-T Financing Land - 2,700,000 (2,700,000) Town Council Public Information Services14,000 - (14,000) _ Town Council Laptop Computers (5) 6,000 11,500 5,500 Magistrate Court Memberships & Subscriptions 1,620 1,570 (50) Town Manager Public Information Services - 14,000 14,000 Human Resources Part-time Clerk - 9,531 9,531 Human Resources HR Specialist-Salary Adjustment 39,143 46,376 7,233 Finance Relcassification -Admin. Secretary 30,033 35,824 5,791 Comm. Dev. Admin. Arts Projects 5,000 10,000 i 5,000 Comm. Dev. Admin. Non-Capitalized Equipment 3,418 2,240 (1,178) Comm. Dev. Admin. Travel &Training 1,875 2,500 625 Comm. Dev. Admin. Librarian (11/1/99) - 33,968 33,968 Parks & Recreation Grounds Repair& Maintenance 9,000 39,000 30,000 Custodial & Facilities Maint. Carpeting 16,000 - (16,000) Custodial & Facilities Maint. OPS-(Fire Subscription) 90,000 91,752 1,752 General Administration Land Acquisition 171,500 3,243,500 3,072,000 General Administration Contingency 6,481,082 6,002,176 (478,906) Police Capital Outlay (MDTs) 55,000 96,000 41,000 Police Records Clerk I - 25,214 25,214 Police Receptionist 12,924 19,944 7,020 Building Safety Permit Hardware & Software 7,500 70,000 62,500 Building Safety IVR Equipment 30,000 - (30,000) TOTAL $ - Town of Oro Valley Budget Reconciliation FY 1999/2000 Budget Net Fund/Department Line Item/Description From To Change Highway Fund Public Works Field Supplies $ 1,100 $ 5,500 $ 4,400 Public Works Contingency 1,104,748 1,100,348 (4,400) TOTAL $ - Public Transportation _ Public Transportation Misc-Moving Expenses - 1,000 1,000 Public Transportation Personnel Expenses 149,986 153,034 3,048 Public Transportation Contingency 25,764 21,716 (4,048) TOTAL $ - Townwide Roadway Impact Fees Public Works Transportation Planner - 62,812 62,812 , Public Works Contingency 4,787,238 4,724,426 (62,812) TOTAL $ -