Town of White Continuation of the Annual Town

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Town of White Continuation of the Annual Town Meeting September 8, 2015 Prepared by:

Town of White Continuation of the Annual Town Meeting September 8, 2015 Prepared by: Jodi Knaus, Office Manager & Clerk 6: 00 P. M. Loon Lake Community Center

Review of Town’s 2015 Outcomes for Each Focus Area in the Strategic Plan �

Review of Town’s 2015 Outcomes for Each Focus Area in the Strategic Plan � Category 1 – Facilities Management Strategy (maintenance, upgrades, long-range use of all assets and identify liabilities at each entity Category 1 Goals: To increase revenue, to reduce operating expenses, to improve the footprint of the township, and to improve/upgrade facilities 1. ) Aurora Shop (Green Monster) purchase agreement has been signed and closing is scheduled for 09/17/15. The plan is to build a new storage building at the Palo Garage site with the remaining proceeds from the sale estimated @ $70, 000.

Category 1 – Facilities Management Strategy Continued: 2. ) Loon Lake Community Center v

Category 1 – Facilities Management Strategy Continued: 2. ) Loon Lake Community Center v Jim Jones - Caretaker has done a fantastic job maintaining the property v Long-range planning will continue for use & upgrading the building as things age; Roof was repaired, propane tank was replaced, ceiling fan in cafeteria was replaced, and a new stove purchase is pending v The Palo-Markham School Group agreement still needs to be updated & the Operating Procedures for the building need to be created v Snow Fencing was purchased for $2, 139 with a 50% cost donation by the PMSG for Laskiainen v Total rent received for the Community Center to date in 2015 $1, 795. ; Total Operating Costs to date in 2015 is $34, 337 (includes electric, heat, and property insurance) v Health & Wellness Fair will be held on Friday, October 2, 2015 from Noon – 3: 00 p. m.

Category 1 - Facilities Management Strategy Continued: 3. ) Public Works Garage & Fire

Category 1 - Facilities Management Strategy Continued: 3. ) Public Works Garage & Fire Hall v. Fire Hall & Old Shop roof will need repairs/replacement v. New dry hydrant project is complete v. New garage door on Old Fire Hall was replaced along with man door 4. ) Twin Lakes Pavilion & Grounds v Parking lot will need to be repaired soon as well as the entrance to the property v Storm shelter roofs need to be replaced; Kitchen appliances need replacement, power needs to be upgraded as renters continue to experience problems v 2015 Rent to date received was $1, 700 v We had nice weather this summer so beach usage was up – Beach visitors in June (408), July (924), and August (330) with an average of 184 patrons per week

Category 1 - Facilities Management Strategy Continued: 5. ) Embarrass & Pineville Parks v

Category 1 - Facilities Management Strategy Continued: 5. ) Embarrass & Pineville Parks v No activity in 2015 for either of the Parks 6. ) Cemetery v Concrete work should be completed around the columbarium v Cemetery Software has been purchased (Pontem) and training is on-going as well as inputting all data from paper records v Township joined MN Association of Cemeteries in 2015 v Niches are available in the columbarium for purchase v The cemetery has 324 graves for sale in the South Section v In 2015 to date there were 7 burials 7. ) Shooting Range v The Rinehart 100 Archery Event was held in June for the 2 nd year with 350 participants v Grant options are being pursued for adding infrastructure

Category 2 -Outcomes – Organizational Development Category 2 Goals: Determine adequate personnel needs, develop

Category 2 -Outcomes – Organizational Development Category 2 Goals: Determine adequate personnel needs, develop attrition strategy, expand shared services, invest in training, invest in technology, seek out grant opportunities � Personnel Update – Nine (9) employees; ◦ Three (3) of the employees are eligible for retirement (age 55 or older) ◦ Hired two summer laborers, four lifeguards, and a caretaker this summer ◦ Training & Development of the staff is supported and is on-going; Public Works certifications include licensed boiler operator(s), water/wastewater technician(s), MNDOT vehicle inspector, all employees meet MSHA/OSHA safety training standards; Clerk received Minnesota Municipal Clerk Certification in Spring 2015 (three-year program) and received Master’s of Business Administration (MBA) in May 2015 ◦ Treasurer will be attending Annual MN Cemeteries Conference in September ◦ Kippley, Anttila, & Shuck attended the 2015 MAT Short Course this summer

Category 2 – Organizational Development � Other Organizational Strategies: ◦ The Town needs to

Category 2 – Organizational Development � Other Organizational Strategies: ◦ The Town needs to continue to invest in property �Would like to purchase gravel pit owned by Potlatch if it goes up for sale; working on obtaining an easement in the meantime due to license expiring and Potlatch no longer issues licenses ◦ The Town continues to work on the Comprehensive Plan �Includes Issues & Opportunities, Housing, Transportation, Utilities, Community Facilities, Mining, Timber, Tourism, Natural & Cultural Resources, Recreation, Open Space, Cultural Arts, Economic Development, Intergovernmental Cooperation, Land Use, and Implementation of each of these areas; The East Range Joint Powers Board will submit a combined Comprehensive Plan for all four entities ◦ Logo has been re-designed

Category 2 – Organizational Development - Fire Department Update � Currently 15 members serve

Category 2 – Organizational Development - Fire Department Update � Currently 15 members serve on the volunteer department ◦ Joe Mikulich is the new Chief ◦ Mike Skinner was appointed Assistant Chief � The department is always seeking new volunteers � Fire Department spent to date including wages: $35, 659; The Town is allocating funds each year to purchase a new fire truck in the future � Annual Pancake Feed/Silent Auction will be held Saturday, October 17, 2015 from 8: 00 a. m. – 11: 00 a. m. at LLCC; The Department is seeking donations

Category 2 - Organizational Development continued: � Technology Strategy – The township recognizes that

Category 2 - Organizational Development continued: � Technology Strategy – The township recognizes that it needs to stay current with technology to ensure operations are efficient. ◦ Future Technology updates for the office: direct deposit of payroll, credit card acceptance for payments, IPADS/electronic meeting packets ◦ A new phone system will need to be purchased in the future as the technology is becoming obsolete ◦ Pontem software has been purchased and once all data is entered, the system has the capability of linking to the website with “grave finder” capability ◦ Website enhancements/updates for Loon Lake Community Center, Cemetery, Fire Department, & Pavilion will continue at www. townofwhite@yahoo. com ◦ E-mail for Palo Garage: white. township@yahoo. com ◦ E-mail for Office: townofwhite@yahoo. com

Category 2 - Organizational Development continued: � The township continues to explore all avenues

Category 2 - Organizational Development continued: � The township continues to explore all avenues for cost-savings by working with Aurora, Biwabik, and Hoyt Lakes whenever possible. Examples from 2015 are: ◦ Sharing equipment and personnel for emergency response ◦ Purchasing office supplies in bulk ◦ Purchasing equipment such as an air compressor and water/wastewater supplies ◦ The Town of White administers the City of Aurora Elections and the City of the Aurora does the billing for the Town of White’s water and sewer customers ◦ St. Louis County has taken over the administration of the fuel system. Instead of the Town billing the County for their fuel usage at our cost, the County now bills the Town for our use and both entities will save money because the County gets fuel at a cost below rack rate (cheaper than the Town paid in the past)

Category 3 – Operations/Infrastructure Strategy: Category 3 Goals: Develop a roadway improvement schedule, continue

Category 3 – Operations/Infrastructure Strategy: Category 3 Goals: Develop a roadway improvement schedule, continue to invest in water/wastewater infrastructure & services, purchase new equipment 1. ) Roadway Improvement & Maintenance v The Board recognizes many of our roads need to be fixed (patched, blacktopped, etc. ); As part of our Comprehensive Plan required by IRRRB to receive funding, a complete road maintenance & resurfacing program will be implemented; Roads recognized by the Board from citizen concern is the Twin Lakes Loop Road, Twin Lakes Parking Lot, & Stepetz Road v Total Road & Bridge Budget goes towards roadside mowing & sweeping, bike trail, sand/salt application, snowplowing, ditching, grading, fuel, parts, culverts, and refuse collection v Fuel costs have decreased – paid $22, 958 to date for motor fuels v Contract was renewed with St. Louis County to perform road maintenance on County roads for an annual stipend of $85, 000 paid to the Town (this is an increase from $60, 000)

Category 3 – Operations/Infrastructure Strategy Continued: 2. ) Water/Wastewater Maintenance & Improvements v Gardendale

Category 3 – Operations/Infrastructure Strategy Continued: 2. ) Water/Wastewater Maintenance & Improvements v Gardendale Project phase 3 is underway putting new infrastructure on Poplar & Spruce Street; We have $300, 000 in grant funding coming from the IRRRB to complete Phases 3 & 4; Bid for project was $604, 282. 85 v Discussions continue with Aurora, Biwabik, and Hoyt Lakes to build a new water treatment plant and have a joint water district to provide water to Biwabik, Scenic Acres, Pineville (sewer), Giants Ridge area, Wynne Lake Road residents, Aurora, Gardendale area, Forestry Road, Loop 50 A, and down Highway 110 to Hoyt Lakes v Water/Wastewater fees collected monthly from residents YTD $7, 597. These funds are designated for water/wastewater upgrades and maintenance/repairs only

Category 3 - Operations/Infrastructure continued: 3. ) Equipment Maintenance & Replacement v. A new

Category 3 - Operations/Infrastructure continued: 3. ) Equipment Maintenance & Replacement v. A new CAT Excavator has been ordered at a cost of $119, 697 not including warranty & financing v. Parts and equipment repairs are costly v YTD equipment repair costs $20, 772 (not including normal maintenance & operating supplies) v. Our equipment is showing wear & tear due to age – (see following list of inventory for road and bridge equipment) v. Trucks will need to be replaced soon v. Ads will be published soon to sell the 1999 Ford F 250 Super Duty XLT pickup truck

Road & Bridge List of Equipment: 2015 Ford F-250 Lift Truck 2014 John Deere

Road & Bridge List of Equipment: 2015 Ford F-250 Lift Truck 2014 John Deere 670 G Motor Grader 2012 Volvo Wheel Loader 2010 Mack Truck-Tractor 1999 International Tandem 6 x 4 1997 International Tandem 1993 International Tandem - LOWBOY 1982 International Diesel Tandem 2001 Dynaweld 35 Lowboy Trailer 1999 Ranco Tri-Axle Belly Dump Trailer Stepp SPH-2. 0 Pre-Mix Heater W/tandem axle 2009 Ford F-350 1 Ton Pickup 2006 Ford F-250 Regular Cab 4 x 4 w/plow 1999 Ford F-250 Pickup 2 – Single Axle Trailers 1 – 18’ Equipment Trailer 2002 John Deere Tractor Mower 1994 Case 930 Excavator 1989 Case 580 K Backhoe 1986 John Deere Grader

Most Common Meeting Topics – What do our meetings focus around? � Cemetery Upgrades

Most Common Meeting Topics – What do our meetings focus around? � Cemetery Upgrades & Discussions � Land Discussions – Easements, Cartways, Rightof-Ways, Zoning, Variance Requests etc. � Gardendale Project � Equipment Upgrades � Agreement Renewals (with area Fire Department’s, St. Louis County, MN Power, Potlatch, East Range Sportsmen’s Club etc. ) � Building Upgrades (minor appliances, roof repairs, damage repairs, etc. ) � Policy Review & Implementation � Resolution Review & Approval

What is on our To Do List: � Emergency Operations Plan for the Township

What is on our To Do List: � Emergency Operations Plan for the Township � AWAIR (safety) Policy Update � LLCC Operating Guidelines � Comprehensive Plan Finalization � Submit Grant Funding Request through US Army Corps of Engineers for Flood Plain Management Services which provides the Town with a detailed ditching report & plan, culvert inventory, mitigation plan, and floodplain management & mapping � Continue to seek other grant opportunities

Category 4 -Fiscal Sustainability Strategy Category 4 Goals: Maintain the unreserved portion of the

Category 4 -Fiscal Sustainability Strategy Category 4 Goals: Maintain the unreserved portion of the fund balance at 50%, increase investments, and ensure adequate reserve is maintained for unforeseen rise in operating expenses & attrition of employees. General Fund includes: City/Town Government Center, Elections, Loon Lake Community Center, Fire Department, Recreation; Road & Bridge Fund includes Cemetery, Buildings & Grounds, Highways & Roads, Refuse Collection; Debt Fund includes Equipment Purchases and General Obligation Bond Payments for Projects 2015 Levy (Collected in 2016) - $1, 175, 220 $114, 748 General $487, 458 Road & Bridge Debt $573, 014

Category 4 -Fiscal Sustainability 2015 – Monthly Beginning Balance to Ending Balance BEGINNING BALANCE

Category 4 -Fiscal Sustainability 2015 – Monthly Beginning Balance to Ending Balance BEGINNING BALANCE TOTAL RECEIVED TOTAL SPENT ENDING BALANCE JANUARY $908, 629. 44 $50, 400. 08 $282, 478. 20 $676, 551. 32 FEBRUARY $676, 551. 32 $181, 517. 63 $95, 812. 20 $762, 256. 75 MARCH $762, 256. 75 $272, 303. 65 $142, 191. 70 $892, 368. 70 APRIL $892, 368. 70 $8, 222. 45 $170, 342. 30 $730, 248. 85 MAY $730, 248. 85 $26, 758. 36 $128, 542. 66 $628, 464. 55 JUNE $628, 464. 55 $25, 292. 07 $119, 668. 65 $534, 087. 97 JULY $534, 087. 97 $572, 288. 42 $110, 518. 23 $995, 858. 16 AUGUST $995, 858. 16 $582, 098. 39 $192, 528. 14 $1, 385, 428. 41 ALL FUNDS SEPTEMBER OCTOBER NOVEMBER DECEMBER

Category 4 -Fiscal Sustainability 2015 Projected Ending Cash & Investment Balances January 2015 Beginning

Category 4 -Fiscal Sustainability 2015 Projected Ending Cash & Investment Balances January 2015 Beginning CASH BALANCE $908, 629. 44 August 2015 Ending CASH Balance $1, 385, 428. 41 August 2014 Ending CASH Balance for Comparison Reasons for Increase in CASH Balance: $565, 259. 27 (+$820, 169 difference from 08/2014) Continue to reduce spending on average 15% compared to prior years; Annexation settlement; reduction in personnel Average Monthly Disbursed YTD $155, 000 Projected YTD Ending Cash Balance $1, 100, 000. 00

Investments Breakdown: � Investments Total 2015 (as of 8/31/15): ◦ Severance Savings $121, 613.

Investments Breakdown: � Investments Total 2015 (as of 8/31/15): ◦ Severance Savings $121, 613. 98 (This account is reserved for employee severance) ◦ Gilbert Bank CD #1 $100, 272. 93 ◦ Gilbert Bank CD #2 $269, 389. 05 ◦ Gilbert Bank Savings $228, 335. 63 Total YTD 2015: $719, 611. 59 Total Cash & Investments YTD: $2, 105, 040. 00

Category 4 Fiscal Sustainability continued: 2015 Notable Receipts YTD Notable Receipts ALL FUNDS (rounded)

Category 4 Fiscal Sustainability continued: 2015 Notable Receipts YTD Notable Receipts ALL FUNDS (rounded) YTD: Fire Contracts Tax Apportionment Town Road Aid Taconite Production Tax Annexation Payments Taconite Homestead Credit Taconite Local Aid Road Maintenance Mining Effects PERA Aid Recreation Activity Fees Disparity Reduction Aid Snowplowing Fees Refunds/Reimbursements Sale of Garbage Bags Pavilion Rent Garage Rent W/WW Fees, Permits, Connection Fees LLCC Rent Cemetery Revenues, Lot Sales, Columbarium Sales Sale of Materials/Supplies $36, 000 $532, 925 $27, 242 $160, 564 $555, 736 $49, 979 $50, 000 $5, 000 $36, 130 $1369 $240 $114, 191 $275 $75, 105 $13, 062 $1, 700 $2, 900 $13, 697 $1, 795 $5, 418 $76

Category 4 -Fiscal Sustainability continued: 2015 Notable Disbursements YTD Notable Disbursed ALL FUNDS (rounded

Category 4 -Fiscal Sustainability continued: 2015 Notable Disbursements YTD Notable Disbursed ALL FUNDS (rounded to nearest dollar): Personnel Costs thru 08/31/15 $404, 063 (wages, benefits, pension, (Board, Employees, Summer worker’s comp insurance etc. ) seasonal employees) Severance Pay $16, 694 2015 Refuse Costs $91, 632 Legal Services $8, 477 Fuel for Equipment $22, 958 Propane & Oil $25, 005 Electric Telephone/Internet Economic Dev (ERJPB) $11, 250 2015 Property & Casualty Insurance $40, 091 EDP/Software Design $4, 158 Professional Services $8, 298 Rental Fees Fire Department (wages, operating costs, supplies etc. ) $1, 673 $35, 658 $18, 000 $22, 521 Engineering Costs – Capital Projects (Gardendale, 2 + 2 Joint Projects) $4, 411 W/WW Bond & Enterprise Expenses $3, 971 Dues, Subscriptions, Licenses $3, 920 Parts/Repairs for Equip $20, 772 Operating, Repair & Maint. Supplies $15, 383 Advertising, Printing, & Postage Costs $4, 808 Road Materials (Dust, Culverts, etc. ) Small Tools/Minor Equipment $31, 409 $16, 615 $2, 297 Training (FD & staff) $1, 915 2014 Audit $12, 900 Volvo Loader Payments 2015 $20, 652 Grader Payments 2015 $49, 564 2015 Lift Truck $26, 904 Building Repairs $5, 379 Safety Supplies/Medical $2, 296 Ambulance Service Contract $2, 800

Category 4 - Fiscal Sustainability Continued: Indebtedness as of 08/31/15 Paid in 2015 Outstanding

Category 4 - Fiscal Sustainability Continued: Indebtedness as of 08/31/15 Paid in 2015 Outstanding Debt 12/31/15 Indebtedness Maturity Date 01/01/2015 Balance GO Refunding Bond 2009 12/01/2016 $125, 000 $60, 000 $65, 000 2012 Volvo Loader 12/10/2017 $88, 471. 67 $28, 547. 46 $59, 924. 21 2014 JD Grader 09/27/2017 $141, 477. 23 $49, 563. 77 $91, 913. 46 2015 CAT Excavator Pending 0 0 Pending $354, 948. 90 $138, 111. 23 $216, 837. 67 Total

Category 4 – Fiscal Sustainability Continued: Budget Balance Trend (not including investments) Budget Balance

Category 4 – Fiscal Sustainability Continued: Budget Balance Trend (not including investments) Budget Balance Trend 2008 -2015 $950 000, 00 $900 000, 00 $850 000, 00 $800 000, 00 $750 000, 00 $700 000, 00 $650 000, 00 Beginning Balance $600 000, 00 Ending Balance $550 000, 00 $500 000, 00 $450 000, 00 $400 000, 00 $350 000, 00 $300 000, 00 2008 2009 2010 2011 2012 2013 2014 2015 4. 42% Increase in Receipts & 14. 11% Reduction in Spending in 2014 compared to 2013; 2015 on track

Category 4 – Fiscal Sustainability Continued: Disbursements vs. Receipts 2008 -2015 YTD 2014 2013

Category 4 – Fiscal Sustainability Continued: Disbursements vs. Receipts 2008 -2015 YTD 2014 2013 2012 Disbursements 2011 Receipts 2010 2009 2008 $500 000 $1 500 000 $2 500 000

Category 4 - Fiscal Sustainability Continued: 1 200 000, 00 2015 Actual & 2016

Category 4 - Fiscal Sustainability Continued: 1 200 000, 00 2015 Actual & 2016 Proposed Budget by Fund 1 000, 00 800 000, 00 600 000, 00 400 000, 00 200 000, 00 General Fund Receipts General Fund Disb. R&B Receipts R & B Disb. Debt Receipts 2014 Actual 2015 Budgeted 2016 Proposed Linear(2015 Budgeted) Debt Disb. Clerk’s Financial Report Ends Here Motion to accept Proceed to Levy Discussion

Category 4 - 2016 Levy Certification Due 9/15/16: � Current Levy Amount: $1, 175,

Category 4 - 2016 Levy Certification Due 9/15/16: � Current Levy Amount: $1, 175, 220 ◦ The Board is recommending a 0% increase in the levy for 2016 payable in 2017. Questions or comments? Thank you!