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Agenda Packet TC 08/04/2016 - Budget Workshop Session - Supplemental ItemsSupplemental Item August 4, 2016 AGENDA ITEM NO. 1 Discussion of and provide direction to Town Staff regarding Fiscal Year 2017 Supplemental and Capital items (Council). Budget Workshop Fiscal Year 2017 ----------------------------------------------------------------------------------------- 0 ------------------------------------------------------------------------------------------ TOWN OF TROPHY CLUB Taxable Values ------------------------------------------------------------------------------------------ 0 ------------------------------------------------------------------------------------------ Actual Actual Proposed 2014-2015 2015-2016 2016-2017 NET TAXABLE VALUES $ 1,219,626,745 $ 1,374,429,378 $ 1,526,826,778 Change in Taxable Value 15.47% 12.69% 11.09% Tax Ceilings 1611468,798 202,892,731 234,922,115 New Construction - Residential 88,211,421 79,545,179 55,126,679 New Construction - Commercial 3,201,437 3,133,548 9,254,061 Change Summary ------------------------------------- 0 ------------------------------------- Cut $178,399 from budget since July 12 meeting Added MUD proposed water/sewer rates: approx $4oK Removed Freedom Park gate system & Indy West Scoreboards: $53K Adjusted 2 proposed supplemental positions to start 4th quarter FY17 and delay vehicle purchase: $103,140 Adjusted revenues —Property Tax ($119,752decrease), Sales Taxes ($1o,184 increase), Fines and Fees ($21,367 increase) TOTAL Net Change = $90,199 favorable in Progress and Currently Funded Projects Project Name Fund Funding Source Project Phase Description Total Prior Funding FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 Total OperatingProjects Annual Budget 2012 Tax Note / 2014 CO / Municipal and 2016 GO / 2016 CO/ Construction of joint Town Hall / Police Station on Police Services CapitalProjectsects General Fund, Drainage Construction land purchased with 2014COoffofTrophy Wood $ 2,550,000 $ 7,050,000 $ $ $ $ $ 9,600,000 $ 100,000 Facility Fund Fund and CCPD Operating Drive. Funds Veteran's Memorial Parking Hotel Occupancy Hotel Occupancy Fund Engineering Construction of parking lot adjacent to planned $ 100,000 $ 255,000 $ $ $ $ $ 355,000 $ Operations Veteran's Memorial. Lot Fund Harmony Park Capital Projects General Fund Operations Engineering Construction of parking lot adjacent to Harmony $ 100,000 $ 224,000 $ $ $ $ $ 324,000 $ Parking Lot Fund Park. - - - - - Veteran's Hotel Occupancy Hotel Occupancy Fund planning Construct approved design of veteran's memorial $ 50,000 $ 75,000 $ $ $ $ $ 125,000 $ 2,500 Memorial Operations south of Independence Park West. - - - - Fund Wayfinding Sign age, Parks Capital Projects 2010 Tax Note / Hotel Fund /Hotel Provide wayfinding signage throughout Town, Signage, Occupancy Occupancy Fund Planning monument signage at Town Parks, and entry way $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 300,000 $ 8,000 Entryway Fund /General Operations / General Fund monumentation and public art. Monumentation Fund Operations and Public Art Lakeview and Replace chain link and pipe rail fence at Harmony Harmony Park General Fund General Fund Operations Planning Park with wrought iron and add wrought iron fence $ $ 36,000 $ $ $ $ $ 36,000 $ Fence at Lakeview Park. Add shade structure to Independence Park West Shade Structures General Fund General Fund Operations Planning playground and splash pad decking at aquatics $ $ 80,000 $ $ $ $ $ 80,000 $ facility. Independence Sandblast and paint outside structure, reconfigure Park West Facility General Fund General Fund -Capital Planning restrooms, improve plumbing, add new fixtures, add $ $ 140,000 $ $ $ $ $ 140,000 $ Improvements Replacement new flooring, etc. Aquatics facility capital replacement: Repaint spray Pool Capital General Fund General Fund - Capital Planning pad features, replace ADA chair, replace pool grates, $ $ 45,300 $ $ $ $ 45,300 $ Replacement Replacement replace men's and entrance flooring, and replace pump room wiring covers Capital Projects 2016 CO / Proposed Bonds Indian Creek Fund / Storm / Drainage Fund Planning Reconstruction of Indian Creek Drive from $ $ 1,516,000 $ 500,000 $ $ $ $ 2,016,000 $ Drive Meadowbrook to Harmony Park (Built in 1976) Drainage Fund Operations Capital Projects 2016 CO / Proposed Bonds Reconstruction of a neighborhood street and any Phoenix Drive Fund / Storm / Drainage Fund Planning needed storm drainage infrastructure repair or $ $ 726,900 $ 300,000 $ $ $ $ 1,026,900 $ Drainage Fund Operations replacement (Built in 1977) Construct drive approach and parking lot and a Canterbury Hills Capital Projects Proposed Bonds Planning playground and public amenities on dedicated $ $ 250,000 $ 750,000 $ $ $ $ 1,000,000 $ 20,000 Park Fund parkland in Canterbury Hills Projects in Progress d Projects Project Name Fund Funding Source Project Phase Description Total Prior Funding FY 2017 FY 0: FY 2019 FY 2020 FY 2021 Total Annual Operating Budget The Lakes Trail General Fund General Fund Operations Planning Demolish, remove, and replace asphalt trail with $ - $ - $ 120,000 $ - $ - $ - $ 120,000 Impact $ - Reconstruction concrete trail Pool Capital General Fund General Fund - Capital Planning Aquatics facility capital replacement: Repaint spray $ $ $ 51,500 $ $ $ $ 51,500 $ Replacement Replacement pad and replace bathroom stalls Trail Redesign General Fund General Fund Operations Planning Trail improvements near the entrance to the $ - $ - $ 12,000 $ - $ - $ - $ 12,000 $ - Shanklin property Trophy Club Dr. Capital Projects 2016 CO / Proposed Bonds Planning Street reconstruction from the roundabout to $ 750,000 $ 195,945 $ $ $ 945,945 $ (Roundaboutto Fund /Grant Funds Meadow Creek (Built in 1974) Meadow Creek) Meadowbrook Capital Projects Proposed Bonds/ Reconstruction of a neighborhood street and any Fund / Storm Planning needed storm drainage infrastructure repair or $ $ $ 350,000 $ 139,510 $ $ $ 489,510 $ Lane Drainage Fund Drainage Fund Operations replacement (Built in 1980) Capital Projects Proposed Bonds/ Reconstruction of a neighborhood street and any Creekmere Drive Fund / Storm Planning needed storm drainage infrastructure repair or $ $ $ 600,000 $ 293,025 $ $ $ 893,025 $ Drainage Fund Drainage Fund Operations replacement (Built in 1980) Capital Projects Proposed Bonds/ Reconstruction of a neighborhood street and any Sundance Court Fund / Storm Planning needed storm drainage infrastructure repair or $ $ $ 200,000 $ 69,892 $ $ $ 269,892 $ Drainage Fund Drainage Fund Operations replacement (Built in 1979) Capital Projects Proposed Bonds/Storm Reconstruction of a neighborhood street and any Skyline Drive Fund / Planning needed storm drainage infrastructure repair or $ - $ - $ - $ 500,000 $ 257,087 $ - $ 757,087 $ - Drainage Fund Drainage Fund Operations replacement (Built in 1980) Round Rock Capital Projects Reconstruction of a neighborhood street and any Fund / Storm Proposed Bonds Planning needed storm drainage infrastructure repair or $ $ $ $ 150,000 $ 81,988 $ $ 231,988 $ Court Drainage Fund replacement (Built in 1979). Trophy Club Capital Projects Street reconstruction from 22 Trophy Club Drive to Drive (to Fund / Storm Proposed Bonds Planning $ $ $ $ 1,250,000 $ 526,723 $ $ 1,776,723 $ Carnoustie Drive) Drainage Fund Carnoustie Drive (Built in 1974). Tennis Court General Fund General Fund Operations Planning Resurface the tennis courts at Harmony Park and $ - $ - $ - $ 23,000 $ - $ - $ 23,000 $ - Resurface Independence Park West Resurface Large General Fund General Fund - Capital Planning Resurface large pool at aquatics facility $ - $ - $ 75,000 $ - $ - $ 75,000 $ - Pool Replacement Trail Entrance Create trail entrance from Trophy Club Park into the from Trophy Club General Fund General Fund Operations Planning $ $ $ $ - $ 11,000 $ $ 11,000 $ Park Town's trail system -clear brush and add amenities Harmony Park General Fund General Fund - Equipment Planning Replace playground equipment at Harmony Park $ $ $ $ $ 275,000 $ $ 275,000 $ Playground Replacement along with the canvas portion of the shade structure Subtotal: Projects in Progress/Currently Funded $ 2,850,000 $ 10,448,200 $ 3,683,500 $ 2,746,372 $ 1,201,798 1 $ 50,000 $ 20,979,870 $ 130,500 Fiscal Year 2017 Capital and Equipment Replacement General Fund Department Item Amount Description Replace ICC irrigation system due to Parks ACC Irrigation System $ 20,000 obsolescence with ACC Irrigation System at new Town Hall Parks Irrigation Work Truck (Ford F-250) $ 38,969 Replaces 2000 Ford F-150 Parks Parks Crew Work Truck (Ford F-150) $ 27,447 Replaces 1999 Ford Ranger Parks Sand Pro 3040 $ 20,986 Replaces unrepairable Sand Pro Sandblast and repaint exterior, refinish Parks Independence Park West Facility $ 140,000 bathrooms fixtures, and add new and correct Improvements plumbing issues within building Police Ford Patrol Vehicle (Fully Equipped) $ 36,000 Replaces 2012 Chevrolet Tahoe Repaint spray pad features, replace ADA chair, Recreation Aquatics facility annual replacement $ 45,300 replace pool grates, replace men's restroom and entrance flooring, and replace pool pump room wiring Information Server Replacement $ 8,500 Scheduled IT replacement. Services Information Computer Replacement $ 14,613 Scheduled IT replacement. Services Information Printer and Copier Replacement $ 9,100 Scheduled IT replacement. Services Information Infrastructure Replacement. $ 15,000 Scheduled IT replacement. Services Information Software Replacement $ 2,250 Scheduled IT replacement. Services Information SAN Replacement $ 65,000 Scheduled IT replacement. Services EMS Fire Chief's Vehicle $ 33,000 Replace with Ford SUV EMS I Physio Control Lifepak 15 $ 32,000 Replaces the Lifepak 12 Fiscal Year 2017 Capital and Equipment Replacement General Fund Department Item Amount Description Supplemental Recreation Shade Structure for Splash Pad $ 40,000 Adds a shade structure to decking outside of splash pad area at Town aquatics facility. Information Backup PD Data $ 15,000 Increased backup data storage for the Police Services Department related to HD video. Harmony Park and Lakeview Park Replace chain link fence at Harmony Park with Parks Wrought Iron Fence $ 36,000 wrought iron and add wrought iron fence to Lakeview Park creek border Parks Top Dresser $ 10,000 Purchase top dresser for Maintenance Crew Purchase Ditch Witch trencher for irrigation Parks Ditch Witch Trencher $ 12,500 crew (Initial Cost of $12,500 is offset by $3,500 savings in annual rentals) Parks Shade Structure for Playground - $ 40,000 Add a shade structure to playground at Independence Park West Independence Park West. General Fund Total $ 661,665 Fiscal Year 2017 Supplemental Items (One -Time Expenditures) General Fund Department Item Amount Description Replace chain link fence at Harmony Park Parks Harmony Park and Lakeview $ 36,000 with wrought iron and add wrought iron Park Wrought Iron Fence fence to Lakeview Park creek border Parks Independence Park West $ 40,000 Add a shade structure to playground at Shade Structure Independence Park West. Parks Top Dresser $ 10,000 Purchase top dresser for Maintenance Crew Purchase Ditch Witch trencher for irrigation Parks Ditch Witch Trencher $ 9,000 crew (Initial Cost of $12,500 is offset by $3,500 savings in annual rentals) Engage consultant to perform bank RFA Finance Bank RFA Consultation $ 7,500 process to include evaluation of needs, consultation, engage banks, and negotiate a new banking contract (every five years). Tools for Building Community Inspector/Facility Maintenance $ 1,000 Purchase tools for supplemental Building Development Inspector/Facility Maintenance Technician Technician Community Comprehensive Plan $ 77,500 New comprehensive plan with a total cost of Development $155,000 over two years. Information Backup PD Data $ 15,000 Increased backup data storage for the Police Services Department related to HD video. Recreation Shade Structure for Splash Pad $ 40,000 Adds a shade structure to decking outside of splash pad area at Town aquatics facility. Total General Fund Supplemental Items $ 236,000 (One -Time Expenditures) Fiscal Year 2017 Supplemental Items (Ongoing Expenditures) General Fund Department Item Description FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 Jeff Ellis and To provide training, audit, evaluation, and risk Recreation Associates Risk management consultation services to the Town aquatics $ 3,700 $ 3,600 $ 3,800 $ 4,000 $ 4,200 Management facility. Program Purchase EZ Transparency online government Finance EZ Transparency transparency suite to provide user friendly up-to-date $ 4,000 $ 4,000 $ 4,000 $ 4,000 $ 4,000 financial information. Purchase STARS report to have confidential sales tax data Finance Stars Report analyzed to provide data to assist in predicting future $ 4,000 $ 4,000 $ 4,000 $ 4,000 $ 4,000 sales tax revenue, meet sales tax based economic development incentives, and allocate TIRZ #1 sales tax. Procurement Card Procurement card monitoring setup and training and Finance Monitoring / training for management staff on fiduciary responsibility, $ 6,000 $ 4,000 $ 4,000 $ 6,000 $ 4,000 Governance ethics and integrity, internal control, finance transactions, Support and governance. Provide evaluation of cash processes and controls and Cash and Process Finance Control Evaluation provide corrective measures if needed. Evaluate critical $ 12,500 $ $ 12,500 $ $ 12,500 - - cash collection points and improve efficiency and cash and Monitoring controls (refresh every two years). Comprehensive online security evaluation of all internet Information Online Security facing network connections to attempt to stay ahead of $ 20,000 $ 15,000 $ 15,000 $ 15,000 $ 15,000 Services Evaluation emerging security threats. Information InCode Accounts To provide method of invoicing and tracking progress of $ 8,375 $ 1,400 $ 1,425 $ 1,450 $ 1,475 Services Receivable Module invoice payments beyond Microsoft Excel. Customer Mobile Device Application that allows residents to submit Information Relationship requests for service, get updates, and view Town $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 5,000 Services Management information. Application Fiscal Year 2017 Supplemental Items (Ongoing Expenditures) General Fund Department Item Description FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 NeoGov Insight, Onboard, and Perform provides paperless Human Resources NeoGov applicant tracking, paperless employee onboarding, $ 19,998 $ 8,903 $ 8,903 $ 8,903 $ 8,903 paperless performance evaluations, and access to over 1.5M applicants. Human Resources, Administrative Assistant to provide administrative support Finance, Court, to Assistant Town Manager/CFO, Human Resources, Parks, Recreation, Administrative Finance, Court, Parks, Recreation, and Information $ 21,505 $ 58,287 $ 59,945 $ 61,581 $ 63,247 Information Assistant Services. Part-time for 3/4 of the year and then full-time Services starting in July 2017. Building Community Inspector/Building Adds a backup building inspector to include duties of building maintenance of all Town facilities. Position to be $ 14,752 $ 61,058 $ 62,907 $ 64,732 $ 66,615 Development Maintenance hired in July 2017. Technician Police Investigative Add full-time investigative assistant to assist criminal $ 54,111 $ 56,403 $ 57,798 $ 59,230 $ 60,704 Assistant linvestigation division. Total General Fund Supplemental Items (Ongoing Expenditures) $173,941 I $221,651 $239,278 $233,896 $249,644 Note: Supplemental items represent new or upgraded programs, personnel, or equipment to the Town. Expenditure Summary 0 ---------------------------------------------------------------------------------------------------------------- FY 2013 FY 2014 FY 2015 FY 2016 FY 2016 Financial Summary FY 2017 % Change % Change ACTUAL ACTUAL ACTUAL BUDGET ESTIMATE PROPOSED (Est. vs. Pro) (Bud. vs. Pro) Personnel $ (5,243,103) $ (5,697,900) $ (5,806,672) $ (6,245,821) $ (6,136,678) $ (6,348,619) 3.45% 1.65% Services & Supplies (1,980,583) (1,885,425) (1,870,187) (2,137,625) (2,079,887) (2,664,380) 28.10% 24.64% Capital (287,506) (126,160) (307,163) (272,863) (265,938) (661,665) 148.80% 142.49% TOTAL $ (7,511,192) $ (7,709,486) $ (7,984,022) $ (8,656,309) $ (8,482,503) $ (9,674,664) 14.05% 11.76% Total budget increase of 11.76 0 4.74 % of increase is related to supplemental items 3.38% of increase is related to an increase in capital replacement Financial Summary Beginning Fund Balance Revenue Expenditures Personnel Services Services & Supplies Capita Total Expenditures Other Sources (Uses) Net Increase (Decrease) Ending Fund Balance Fund Balance as % of General Fund Expenditures Budget Summary FY 2013 ACTUAL $ 3,131,102 71678,917 (5,243,103) (1,980,583) (287,506) (71511,191) (768,434) (600,708) $ 2, 530, 394 33.69% FY 2014 ACTUAL $ 2, 530, 394 81223,930 (5,697,900) (1,885,425) (126,160) (71709,485) 182 514,626 $ 3,045,020 39.50% FY 2015 ACTUAL $ 31045,018 81619,077 (5,806,672) (1,870,187) (307,163) (71984,022) 11,000 646,055 $ 3,691,073 46.23% FY 2016 BUDGET $ 31691,073 91013,800 (6,245,821) (2,137,625) (272,863) (81656,309) (274,000) 83,491 $ 31774,564 43.60% FY 2016 ESTIMATE $ 31691,073 9,108, 662 (6,136,678) (2,079,887) (265,938) (81482, 503) (514,000) 1121159 $ 31803,232 44.84% FY 2017 PROPOSED $ 31803, 232 91573,726 (6,348,619) (2,664,380) (661,665) (91674,664) (187,000) (287,938) $ 31515,294 36.34% Town of Trophy Club - Five -Year Forecast General Fund FY 16 MA Estimate • • • - • • :. $ 3,691,073 $ 3,803,232 $ 3,515,294 $ 3,455,171 $ 3,742,483 $ 3,703,726 ' • • - 5,809,044 6,365,104 6,731,168 6,908,280 7,096,163 7,222,721 969,193 972,399 984,636 996,822 994,011 991,362 804,614 882,959 922,763 993,397 1,093,630 1,118,486 • ' - 604,500 552,200 344,476 333,326 200,250 196,745 • - 356,406 363,706 367,268 370,586 374,261 378,495 • 272,291 279,964 284,943 290,040 295,258 300,600 ' - - 26,000 30,000 35,000 37,500 40,000 42,500 - • 266,614 127,394 137,667 138,462 139,282 141,718 • 9,108,662 9,573,726 9,807,921 10,068,413 10,232,855 10,392,627 ' - • 6,136,678 6,348,619 6,668,354 6,912,371 7,164,950 7,428,448 • • - 2,079,887 2,664,380 2,553,824 2,541,930 2,581,248 2,651,736 . • 265,938 661,665 708,866 389,800 588,413 253,337 • • - 8,482,503 9,674,664 9,931,044 9,844,101 10,334,612 10,333,521 111,000 63,000 63,000 63,000 63,000 63,000 - • (6251000) (250,000) - - - - • • - (514,000) (187,000) 63,000 63,000 63,000 63,000 - - - 112,159 (287,938) (60,123) 287,312 (38,757) 122,106 • :. $ 3,803,232 1$ 3,515,294 $ 3,455,171 $ 3,742,483 $ 3,703,726 $ 3,825,832 • :. ' , • - 44.84% 36.34% 34.79% 38.02% 35.84% 37.02%