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HomeMy WebLinkAboutStudy Session Notes 09-21-15STUDY SESSION NOTES CITY OF WHEAT RIDGE, COLORADO City Council Chambers 7500 W. 291h Avenue September 21, 2015 Mayor Jay called the Study Session to order at 6:30p.m. Council members present: Jerry DiTullio, Bud Starker, Zachary Urban, Kristi Davis, Tim Fitzgerald, Genevieve Wooden, and Tracy Langworthy Absent: George Pond Also present: City Clerk, Janelle Shaver; City Manager, Patrick Goff; Administrative Services Director, Heather Geyer; Parks Director, Joyce Manwaring; Police Chief, Daniel Brennan; Public Works Director, Scott Brink; Community Development Director, Ken Johnstone; Court Administrator, Kersten Armstrong; City Treasurer, Larry Schulz; other staff and interested citizens. PUBLIC COMMENT ON AGENDA ITEMS Joe DeMott 0/VR), chair of the Carnation Festival, played a You Tube video about the Carnation festival. They're hearing this years festival was by far the best. They had good sponsorship --the City being the largest. 25,000 people attended. There are things that can be done to make it bigger and better. Last year they asked for $80K and got $50K. They are again asking for $80K so they can address some of the issues. Volunteers are just not enough to handle 25,000 people; they had to call in temporary help with security after Friday night. They made money this year, but there are expenses before the festival that can't be recouped. Weather is always a consideration. They'd like a little more from the City to make it better and better every year, but everything costs money. They want to improve the fireworks; a WRHS alum has offered to help with that. There are commitments to be made soon for next year and what they have in the bank will go for that. We're now a regional festival -competing with other festivals. Gina Hallisey (Arvada), event planner for the Carnation Festival, presented to the City the marketing book and a commemorative signed poster. She read a letter from Sen. Cheri Jahn thanking the City, telling how the Festival now draws crowds from neighboring areas, and how more local and some large businesses have become sponsors. She's done fundraising since 2008 and it is becoming difficult. Community expectations are high now, and volunteers aren't enough. She believes the City should donate a minimum of $80,000. Ms. Hallisey noted we have surpassed other festivals and are becoming a destination. She referenced the budget provided to Council. Fixed general expenses before the event started totaled $160K; improvements for next year will make it $177.5K. Guaranteed pre-event revenue is $24K in vendor fees -not counting sponsorships. Funds needed to cover expenses for next year are $153K and they have $60K in the bank. The risk is $93K. She said they think they can come up with $13K in sponsorships, so $80K from the City would allow them to continue to grow the festival so it becomes self-sustaining. STUDY SESSION NOTES: September 21 , 2015 Page -2- Mr. Goff noted that the budget being presented tonight provides $67.5K, plus $22.5K for police overtime, and received clarification from Ms. Hallisey that their request tonight is to increase the $67.5K to $80K. APPROVAL OF AGENDA 1. Presentation and Review of Proposed 2016 Budget Link to the budget is available at http://www.ci.wheatridge.co.us/1320/2016-Proposed- Budget Mr. Goff and the department heads presented the proposed 2016 budget. Financial Health of the City -Revenues have increased steadily since the recession, especially the last three years. 2016 revenue should be slightly over $30M. -Expenditures were kept flat following the recession (when cuts were made), but we've gradually been able to increase expenditures as revenues increased. Increased expenditures in 2014-2016 have primarily been related to economic development and included large one-time expenditures: paying off the loan at 44th Upham (2013), the $1M cash incentive for Kipling Ridge (2014), purchasing solar panels (2015), and ESTIP/TIF payments (2016). 2016 expenditures should be a little over $30M. -Capital expenditures have increased steadily since 2010 -made possible with transfers from the General Fund, but the 2016 CIP budget will be about $2M below 2015. Short-term Budget Picture The 2016 budget is balanced. • $775,000 in department requests were cut. Four new position requests and $261 ,000 in fleet maintenance were deferred. • $983,000 is transferred to reserves and $2 .8M is transferred to CIP. $100,000 is transferred to the Capital Equipment Replacement Fund. • Projected Reserves of 17% will be maintained. Long-term Fiscal Challenge Continued reliance on the General Fund for more infrastructure projects. Grants are helpful, but economic development continues. 2016 Total Projected Revenue (All Funds) are expected to be fairly status quo. $38,427,846 Projected revenues +$11.490.671 Beginning fund balance $49,918,517 Total available funds 2016 Total Proposed Expenditures $42,212,869 -includes General Fund (72%), CIP (16%), and 8 special revenue funds STUDY SESSION NOTES: September 21 , 2015 Page -3- (Rec Center 6%, Open Space 3%, Conservation Trust Fund 1%, other special funds 2%) This is about a 5% decrease compared to 2015. In 2015 Open Space had money for the Clear Creek trail and the Parks storage facility; Public Works had the Kipling Trail and did more preventative maintenance than is planned for 2016. General Fund Budget Projected General Fund Revenues $31 ,980,290 Projected Revenues (1.2% increase from 2015) + $ 8.271.981 Beginning Fund balance $40,252,271 Total Available Funds Revenue sources: Sales tax 60%, Use tax 11%, other taxes 8%, lntergov. 6%, Licenses 5%, Services 4%, Fines 2%, Property tax 2%, other 2% Proposed General Fund Expenditures $30,997,144 Projected Expenditures (0.4% increase from 2015) $31 .980.290 Projected Revenue $983,146 Maintain Fund Balance Unrestricted fund balance is $5,282,127 (17%) Expenditures by department: Police 32%, Public Works 15%, Parks 15%, Admin Services 11 %, Central Charges 10%, General Govt (incl. City Council, Clerk, Treasurer, City Manager, Econ Dev, City Attorney) 10%, Community Development 4%, Court 3% Breakdown of expenses by Council goals: Goal 1: Economically viable commercial areas Urban renewal projects (annual contribution) -$300,000 ESTIPfTIF payments -$802,000 ESTIP (CO Plus, Green Herb, W 29th Ave Restaurant), • T IF (Kipling Ridge, Wheat Ridge Corners and WR Cyclery) Ridge at 38 public events (4): -$120,000 (increased from 2015) Ridgefest, Tree Lighting, Criterium, TrunkfTreat) Citywide public relations and marketing efforts (contract w/ public relations firm)-$43,500 WR Business District (WRBD) grant program (for exterior improvements) -$45,000 Live Local events (WR2020)-$50,000 (small increase) Building Up Business Loan program (BUBL) (WR2020) -$25,000 Realtor, new resident and developer positioning tours (WR2020) -$20,000 44th Ave Corridor marketing -$5,000 29th Ave Marketplace marketing -$5,000 Ridger at 38 banners and lights program -$25,000 Ward Road Gold Line opening party -$20,000 Goal 2: Financially sound I Providing exceptional services Preventative street maintenance -$1.9M Fleet acquisition and replacement-$564,200 Employee compensation-3% projected pay-for-performance -$450,000 Firewall electronic security software -$230,000 STUDY SESSION NOTES: September 21, 2015 Page -4- Continued regionalization of RMS (Police records) -$139,000 Lakewood crime lab services -$63,000 Regional crime lab-$31 ,280 Employee safety and wellness programs -$29,680 Priority Based Budgeting (year 5)-$15,000 Goal 3: Desirable neighborhoods Prospect Park improvements -$700,000 Outdoor pool maintenance -$155,000 Rec Center maintenance -$236,150 Active Adult Center parking lot replacement-$50,000 TLC program (neighborhood Traffic safety, Life quality and Crime reduction)-$40,000 Discovery Park cameras -$20,000 Traffic signal upgrades-$16,600 Home Investment Loan Program (HIP) (WR2020) -$25,000 Police Dept community-oriented neighborhood programs-$1 7,655 Police Dept greenbelt patrol -$30,000 Police Dept special events overtime-$15,000 Goal 4: More Attractive WR Kipling St multi-use path and lighting -$835,000 (part grant funded) Discovery Park ADA accessibility playground -$80,000 Parks & trail maintenance projects -$75,000 Citywide right-of-way maintenance -$59,530 Open Space improvements -$50,000 Bus shelter and bench maintenance and cleaning -$16,000 Large-item pickup program -$5,000 Other notable budget items: Carnation Festival/Circus-$67,500 (up $17,500 from last year; plus in-kind services of $22,500) (Mr. Goff noted additional request made earlier during public comment.) Seniors Resource Center (SRC) circulator bus -$35,000 ($5,000 increase from 2015) Carnation Festival Battle of the Bands -$2,500 Arvada Food Bank-$15,000 Feed the Future backpack program-$10,000 Outside agency requests $11,500 • Action Center -$1,600 • Arapaho House-$1,300 • CASA of Jeffco-$1 ,000 Family Tree-$1 ,000 • Glass Hearts -$400 Jefferspon Center for Mental Health -$1 ,100 • Ralston House-$1 ,000 • Seniors' resource Center-$1,400 • Wheat Ridge Optimists Club -$1 ,200 Regional Air Quality Council (RAQC) -$4,000 Kite Festival -$2,000 Exempla Lutheran Leaves of Hope event -$2,500 STUDY SESSION NOTES: September 21 , 2015 Page -5- Jefferson Center for Mental Health -$2,500 WRHS Farmers 5000 -$2,500 Wheat Ridge Active Transportation Advisory Committee (ATAT)-$1,500 Outdoor Lab foundation -$1 9,940 Socrata Open Budget transparency software-$7,500 (Helps citizens get information) Contractual services for specialize sales and use tax audits-$41,250 (Should bring in $130K in direct revenues and prompt more diligent compliance for use tax.) Fleet Replacement (based on age and mileage/hours): $564,200 Jet-Vac (to keep drainage and storm sewer lines open) -$251,000 Active Adult Center Mini-bus-$82,000 Police vehicles (2 for code enforcement)-$1 35,000 Public Works vehicles (truck) -$34,500 Parks & Rec vehicles (2 small trucks)-$61,500 • Anticipated needs for fleet replacement the next four years include: 2017 $1 ,000,000 (includes street sweeper deferred from 2016) 2018 $ 998,000 2019 $775,000 2020 $823,000 CIP Budget Total Available Funds: $5,907,560 disbursement Distribution: Street improvement projects 61%, preventative maintenance 29%, drainage projects 5%, NTMP (traffic calming) 2%, gateway signs 2%, bike/ped improvements 1% CIP Major Projects -Scott Brink Preventative street maintenance projects -$1.9M Wadsworth EA project (environmental assessment) -$1 .5M Completion of Kipling trail improvements -$835,000 (part grant funded) Gold Line Station street improvements (Tabor Street)-$740,000 (grant funded) 29th & Fenton intersection improvements -$350,000 (pending completion of reservoir) Drainage improvement projects-$279,821 Reconstruction of outfalls into Clear Creek (near Balsam; near Marshall) Public improvement projects related to development-$1 00,000 Neighborhood Traffic Management Program-$50,000 Entryway signs -$50,000 ADA transition plan for improving sidewalk accessibility -$50,000 Bike/Pedestrian Master Plan -$25,000 CIP-2016 and beyond (Needs) o We transfer $3M a year from the general Fund for CIP projects. o We will need $5.5M from the General Fund in 2019 for Wadsworth reconstruction STUDY SESSION NOTES: September 21 ,2015 Page -6- Open Space Fund (from Jeffco Open Space tax) -Joyce Manwaring Revenues $1 ,058,000 Total Available Funds $1 ,717,239 Expenditures $1 ,629,337 Ending Fund Balance: $87,902 Project Highlights Open Space improvements-replace Bass Lake retaining wall $50K • Improvements to Public Works and Parks Ops facility (add covered shelter to protect equipment $150K • Improvements to Prospect Park (Biggest project for 2016; improve drainage on softball field; add a soccer field; new shelter) • Complete masterplan design for renovation/improvements to Prospect Park $80K (budgeted in 2015) • Outdoor pool maintenance (2015 project; resurfacing of leisure pool; repair toys) • Parks maintenances projects (several; water table at Hopper Hollow; shade structures at Discovery Park; other) • Trail replacement and repair (Johnson Park) • Matching funds for the Jeffco Open Space River Corridor signage project ($25K) Conservation Trust Fund (Lottery Funds) -Joyce Manwaring Revenues $300,500 Total available funds: $515,878 Expenditures $493,150 Ending Fund Balance: $22,728 Project Highlights • Rec Center maintenance projects (variety) -$236K • Rec Center pool facility improvements and replace frog slide • Active Adult Center parking lot replacement • Discovery Park ADA accessibility for the playground (per new federal law) • Parks maintenance projects • Resurfacing of tennis and basketball courts 2016 Staffing changes-overall net increase of 0.5 FTE's • New Position: 1.0 FTE maintenance worker II (Public Works) • Previously grant funded : (grant requires to keep position for one extra year) 1.0 FTE Vice/Intelligence Detective (Police Officer II) Massage parlors, prostitution, human trafficking, gambling, liquor/marijuana enforcement training, gangs, etc. (Will allow us to be more proactive, not reactive) • Position FTE increases: 0.5 FTE Recreation coordinator, Act Adult Ctr (Parks) • Position FTE decrease: 1.0 FTE School Resource Officer (Police) 2016 Staffing by Fund-General Fund 210.875, Rec Center 11 .5, Crime Prevention 4.5 Open Space 5 2016 Staffing by Department-Police 107, Parks/Rec 47.125, Public Works 30, Admin Services 21 .5, Community Development 12, Municipal Court 10.25, General Gov 4 Employee Benefits Highlights -Heather Geyer • Year 4 of new Pay-for-Performance Plan • $450,000-3% increase (comparable to the market) STUDY SESSION NOTES: September 21 , 2015 Page -7- • 2015 Market Study-average 3% increase in both sworn and civilian pay plans • Medical benefits-8.3% increase to be absorbed by employees (negotiated down from 12%; still much less than market) • Employees are very engaged in the wellness program activities Public Hearing on the budget -October 12 Discussion and questions followed. • The Vice/Intelligence position was grant funded , so not considered a new FTE. • The ESTIP and TIF payments of $802,000 come from sales tax that is collected. • The four new positions that were NOT funded are 1 maintenance worker, 1 human resources tech, 1 SRO and 1 senior liaison. • Right-of-way maintenance does include some work with COOT on 1-70. • We subsidize the Carnation Festival. It contracts with the Circus. • The request for funds for Outdoor Lab is from the School District (for WR kids). • Fleet replacement is replacement of existing units. • ADA transition plan funds will finish the 2015 plan and allow for some projects. Would be possible to coordinate with the bike/ped master plan. • NTMP: In 2015 will not use all the $50K budgeted. Program going well. • Elimination of the SRO? We aren't at full strength; 1 granted position eliminated • Discussion of permanent speed boards on Harlan. • Discussion of the Carnation Festival budget as it relates to the Circus: If they want the extra $20K they have to replace the Circus as a main attraction. Councilmember DiTullio received consensus to increase the Carnation Festival contribution by $20K, with the condition that they get rid of the Circus. Councilmember Langworthy excused herself at 8:34pm. • Further discussion about the Festival • Discussion about reducing money for Battle of the Bands to $1 ,000 and giving the savings to some of the outside agencies. Consensus by Councilmember Wooden to amend the funding for the Battle of the Bands to $1 ,500 and transfer the remaining $1 ,000 to the other outside agencies. • The $5.5M for Wadsworth reconstruction in 2019 is only the City's share. • Discussion of credits for the solar garden. • Discussion offunding for WR2020: 2016 funding is $421 K ($67,000 less than they asked for, but $40K more than 2015). $120,000 is for the 4 main events (up from $80K in 2015; $140K was requested for the events). Could they get other funding sources? They are important events -the personality of WR. We have no budget from them like the Carnation Festival provides. STUDY SESSION NOTES: September 21 , 2015 Page -8- • Marketing money for 44th Av and 29th St is not WR2020 money; it's in the Economic Development budget. • 381h Ave Lighting and Banner program is WR2020's program (City installs). • Discussion of the Gold Line grand opening party: Funded by the City. Nov 2016. Events Th, Fr and Sat are being coordinated with Arvada. RTD will fund some. Would be good to have a budget about this. • Discussion about removing $10,000 from the bus tours ($20K; up $5K from 2015) and using the money for commercial marketing (44th & 29) rather than residential. Mr. Goff indicated a line item budget and narrative is available and he will get it to Council. • Discussion of budget for gateway sign at 261h& Kipling as it redevelops. Mr. Brink indicated the funding is adequate. ADJOURNMENT The Study Session adjourned at 9:03p.m. J elle Shaver, Ctty Clerk APmo~z UNCIL ON October 12, 2015 Bud Starker, Mayor Pro Tern