Midyear update on Key Financial Strategies and goals. Attached you will find the 2017 Key Financial Strategies that staff have accomplished to date.

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1 : Chanhassen is a Community for Life- Providing for Today and Planning for Tomorrow A -3 MEMORANDUM TO: FROM: Mayor and City Council Todd Gerhardt, City Manager DATE: July 10, 2017 SUBJ: Midyear update on Key Financial Strategies and goals Attached you will find the 2017 Key Financial Strategies that staff have accomplished to date. Below are the remaining items and the dates they will come before the City Council: Continuation of Franchise fee discussion and Update: August 2017 Park Recreation System plan update: September 2017 Replacement Ladder 11 discussion: September 2017 ATTACHMENTS 1. Key Financial Strategies Update for 2017 G:\ Admin\TG\Work Plan\2017\Midyear update on KFS Memo to Council PH chanhassen. mn. us FX MARKET BOULEVARD PO BOX 147 CHANHASSEN MINNESOTA 55317

2 ESTABLISH ANNUAL GOALS & KEY FINANCIAL STRATEGIES Background: In 2002, staff met with July Jim Prosser from Ehlers & Associates to begin development of the city' s key financial strategies. At that time, comparisons were completed of similar cities based on tax base mix, growth, allocation, population, five- year budget comparison, debt ratios, tax and capacity, bond ratings. Council and staff identified Financial Foundation Descriptions and prioritized capital improvements. City Council adopted the Financial Key Strategies ( KFS) on June 9, Implementation began with the 2004 budget process, i.e. pavement management system including trails, roads, parking lots; debt service; fixed assets for remodeling/ replacement; water treatment and future infrastructure; etc. These strategies will also be used as a part of our 2018 strategic planning process. Competitiveness Create an environmentfor innovation and change building on our strengths, creativity, and skills. MID- YEAR REVIEW OF KEY FINANCIAL STRATEGIES: PREPARE A MID- YEAR REVIEW OF ALL KEY FINANCIAL STRATEGIES FOR PRESENTATION AT THE FIRST MEETING IN JULY On July 10, 2017, staff updated the City Council on each of the items in the city' s 2017 Annual Goals and Key Financial Strategies. We were able to obtain $8 million from MnDOT to lower the project costs from $25. 1 million to million. Obtaining MnDOT funding for the Highway 101 upgrade is essential as we continue to request turnback funding which is very limited. We continue to work on finding funding opportunities, including developing a partnership with Carver County to assist with requesting funding support from the state legislature.

3 PERMEABLE PAVERS: RESEARCH POLICIES AND POTENTIAL CONSEQUENCES FOR THE ALLOWANCE OF PERMEABLE PAVERS IN THE EQUATION FOR HARD COVER ALLOWANCE On June 26, 2017, staff updated the City Council on the option of using permeable pavers in the equation for hard cover allowances. Currently the city allows the following: Maximum Lot Coverage by Land Use Classification Maximum Lot Coverage by Land Use Classification by District Percentage A- 2" Agricultural Estate* 20 RR" Rural Residential* 20 RSF" Single- Residential* Family 25 Residential* 30 R- 4" Mixed Low Density RLM" Residential Low and Medium single- family dwelling, 35 two- family dwelling, 40 Density* townhouse or multi-family dwelling 50 R- 8" Mixed Medium Density Residential* 35 R- 12" High Residential* Density 35 R- 16" High Residential* Density 50 BN" Neighborhood Business 65 BH" Highway and Business Services 65 CBD" Central Business CC" Community No maximum Commercial 70 BG" General Business 70 BF" Fringe Business 40 OI" Office and Institutional 65 IOP" Industrial Office Park day care facilities 65 single- family residential 25 Shoreland Management District medium/ high density residential 35 industrial zones within Lake Susan 70 Shoreland District 70 It was discussed that staff look at proposing an ordinance change to allow pervious pavers and other similar systems that are proven technologies in the low traffic areas based on the following conditions: 1) Residential properties should be allowed a total lot coverage of X+ 5%* where X is 2 the currently lot coverage. established maximum impervious lot coverage, and the 5% is pervious To qualify as pervious, the system must be designed in compliance

4 with standards established by the Interlocking Concrete Pavement Institute ( ICPI) and installed by an ICPI certified installer.** a. Possible phrasing: " The maximum lot coverage for all structures and paved surfaces is 30%, of which no more than 25% may be impervious surfaces." 2) The use of permeable paver systems on industrial and commercial properties should continue to be addressed through the site plan review process. 3) The term " pervious/ permeable" be defined in the City Code. 4) The usage of the terms " impervious" and" hardcover" should be standardized throughout the Code. To provide context that would allow a 15, 000 square- foot lot (minimum RSF lot size) to construct a 750 square foot ( 25' x 30') pervious paver patio in addition to the currently permitted 3, 750 square feet ( 25%) of impervious lot coverage. For other types of pervious surface technologies, a similarly credible organization' s guidelines and appropriately certified installer could be substituted. The only exception the City Council has yet to determine is if the ordinance change should be incorporated in the shoreland overlay district and how inspection time would be needed and who should do them. This will be discussed as staff brings back a proposed ordinance regarding the above changes. CHANHASSEN' S 50- YEAR ANNIVERSARY The City of Chanhassen was incorporated as a city on May 8, 1967, combining the Chanhassen Township with the Village of Chanhassen. Planned anniversary events include a community celebration on Monday, May 8, 2017, hanging banners downtown, and a bronze plaque dedicating May 8, 2017 as the official 50th anniversary of the city. The plaque will be placed in the foyer of city hall. UPDATE: On Monday, May 8, 2017 the city held 50th a Anniversary Community Celebration where about 350 residents participated and listened to the welcoming remarks of Councilwoman Elise Ryan, posting of the Colors by the Chanhassen American Legion Post 580 Honor Guard/ Color Guard, remarks by Jack Atkins of the Chanhassen Historical Society, and the keynote address by Mayor Denny and dedicated the 50th and Plaque. Anniversary Flag Cake was served and everyone had a great time. Laufenburger. The Mayor then unveiled UPDATE: One of the events for Chanhassen' s 50th Anniversary Celebration was an essay contest for Elementary School ( grades 4 & 5) and Middle School ( grades 6-8) students. The theme for the essay was " Why I Love Chanhassen." The contest winners were invited to 3

5 read their essays at the June 26, 2017 City Council meeting and their proud parents were in attendance. The winners were: Elementary School Students Ava Joos Winner Danica Grafelman Runner up Middle School Students Luke Hilgendorf Winner Hanna Quiner Runner up Strengthen the City' s Financial Position Provide financial stability and resources necessary to achieve the city's vision by exercising financial stewardship, implementing best practices, and utilizing long-term financial planning tools BUDGET OUTLOOK: PRESENT A FUTURE- YEAR BUDGET OUTLOOK EACH SPRING BEFORE FORMAL BUDGET SO THE COUNCIL CAN CONSIDER MAJOR BUDGET CHANGES FOR THE FOLLOWING YEAR On February 13, 2017, the city council identified the desire to have an early budget meeting to discuss potential budget impacts for the upcoming year. This meeting was held on June 26, Potential Revenue/ Positive Changes In 2018 Budget The first number we usually discuss each year when setting the budget is the new growth (or new homes/ businesses constructed or improvements made). Based on the current new growth trends and the previous year' s permits and construction, staff is estimating new growth to be around 1. 4% for taxes payable in This equates to roughly $ 150, 000 in new tax dollars available to offset any increased service costs. In addition, in 2018 the city' s debt levy is being reduced by roughly $ 117, 000/ year because of the refunding of the Public Works Building bonds. Lastly, based on discussion with city council in last year' s budget- setting process, staff is researching the appropriate amounts of costs to be allocated to the city' s Enterprise Funds that are currently being paid out of the city' s General Fund. Staff will be making a separate presentation about those allocations to city council later this summer, but based on the initial data received by staff we are it to estimating be somewhere between $ 100, ,

6 New Position for MIS department The new technical position would report to the MIS Coordinator who would continue to be responsible for managing the department, providing support for major software, project management, application integration, staff training and policies. technology The cost to add this position would have roughly a $ 70, 000 impact to the general fund and another $ 23, 000 impact to the s city' Enterprise Funds. These amounts include wage, all insurances, taxes, and retirement costs. Park & Trail Maps Every three or four years, the Park and Recreation Department updates the city' s Park and Trail Map for distribution to citizens, visitors, businesses, and Chamber of Commerce organizations ( approximately 12, 000 are made). We have maintained a long- term private/ public partnership with Bokoo Bikes to produce, pay for, and distribute these maps. Bokoo Bikes has elected to contribute either $ 2, 500 or $ 5, 000 per edition dependent on the level of their sponsorship budget that particular year. They have indicated interest in participating again. The total cost to publish/ print and mail these maps is approximately 17, 000. GIS Position now Budgeted at Full Time During the 2017 budget process, staff discussed with council the need for the GIS position to become a full- time position rather than the budgeted amount of 28/ hours per week. The position will not be filled until the end of March, thus making it budget neutral for the 2017 budget; however, the cost to fully fund the position will need to be included in the 2018 budget ( additional cost is approximately $ 23, 000). As we proceed in the 2018 budget process and review of those positions, staff is fairly certain that a majority of the GIS position will now be accounted for within the city' s Enterprise Funds, thus not having an impact on the city' s General Fund. Total Impact If the city council proceeds with all of the new service items listed above, and based on the estimates of the changes in the existing service items, staff is expecting a shortfall of around 134, 298. This would result in a preliminary levy larger than new growth, or the need to find a reduction in expenditures, or an additional revenue source to fund the changes. Staff will provide detailed discussion on the 2018 budget with the city council in June, but we look forward to hearing your thoughts about the information presented this evening. 5

7 i I Planning for the City' s Infrastructure Create solutionsfor managing existing infrastructure and future growth in our community while preserving a sustainable quality of life and protecting the environment. SOLICIT STATE FUNDING FORTH 101 BETWEEN PIONEER TRAIL AND CR 6i: WITH COMPLETION OF THE TH 101 RIVER CROSSING, THE NEED TO FINISH AND UPGRADE TH 101 GOING UP THE BLUFF IS GREATER THAN EVER The City of Chanhassen entered into a contract for lobbying services with Messerli & Kramer. With the help of their representatives of Thomas J. Paul and Katy Sen, we communicated with several legislators and their staffers on the need to reconstruct State Highway 101 south of Pioneer Trail to Flying Cloud Drive ( CSAH 61). On March 29, 2017, Mayor Laufenburger and I testified in front of the House Transportation Committee on the need for more funding from the turnback account. 1 i r,.. I - L -. -, i,, - =', I 1 IwIy rte I t t te, q a\ i i r \ E j s 4. I l a 1 \ y ce' w 1 i a r P i i t 1 t y 1 i 9 TH 101 FIGURE f Cu,, illile.) 1}( b)" 1) DATE: UP THE BLUFF- ALTERNATIVE 3 3 SEH 5/ Non 6

8 It was disappointing again this year ( 2017) that Chanhassen was not included in the final bonding bill. However, the Transportation Bill was finished and the turnback account, which was in doubt, was preserved. We saw an increase in funding to the turnback account or $ million for year and $ million for year Staff has once again applied to a part of the State' s Bonding Bill in Staff is also asking the City Council to approve a July 10, 2017 resolution supporting state bonding request for reconstruction of Trunk Highway 101. PRELIMINARY DESIGN, LAYOUT, AND CONSTRUCTION OF A SECOND WATER TREATMENT PLANT: EVALUATE THE BEST LAYOUT FOR THE PLANT AND INCORPORATION OF A PARK WITH THE GOAL OF STARTING CONSTRUCTION IN 2017 The City Council commissioned the construction of a West Water Treatment Plant this past fall as a part of the city' s annual utility rate study and Capital Improvement Plan ( CIP) review. On February 22, 2016, City Council approved a consultant contract with WSB & Associates, Inc. for design and construction administration services for the West Water Treatment Plant in the amount of$ 965, At a work session in May, WSB presented the City Council with the design preliminary for the plant. An open house was held in June for the surrounding neighborhood where staff heard many concerns regarding the size, location, and operating hours of the proposed All of this information was building. communicated to Council and at their June 27, 2016 meeting, the City Council directed staff to follow a dual process: one that included the aeration process and one without (which would decrease the footprint of the building). The City August work session and ultimately decided to move forward without the aeration process. In addition to the smaller footprint, there were significant changes made to the design so Council reviewed the 90% plan design for the West Water Treatment Plant at an that the plant looks like a single-family home and would blend in with the existing neighborhood. The latest design has incorporated a pitched roof and windows using a Mission/ Prairie home design. On September 26, 2016, City Council authorized staff to advertise for bids, as well as analyze the cost differential on two alternative sites as opposed to the current location. No detailed discussions were held regarding the proposed alternative sites, but staff did determine that they were not practical. economically Full documentation of the alternative sites was included in the correspondence packet of the City Council' s October 12, 2016 regular meeting. 7

9 I I i I The City Council ultimately awarded the bids as follows: Construction of the West Water Treatment Plant to Rice Lake Construction Group in the amount of$ 13, 880, 600. Water main improvements to G. F. Jedlicki, Inc. in the amount of$ 1, 164, 539. Security system improvements to Pro- Tech Design in the amount of$ 31, Fiber optic installation to Carver Link in the amount of$ 45, 100. Construction of the plant will start in November of 2016 and be completed in April of 2018, with water filtration plant start-up in May of The most recent renderings are shown on the next page I, e1 View Looking East 0t " , 8

10 Landscape Plan G Cr j, C; Le),,,,,,,,, i'''''vl'.j.' f'", g' 70. LMny''' evn na 11-41). e. r 5 zs,.., 1' t iei`s jisw r i 1 v ate LEGEND Ve: 3 vc. eecomrv+r I' J PiMlROGMr' CONTROL andlljl1 F 2 a4. ` q '+ tdn.sel 13: , N+rT E/ NKj 1 HI. I 1 E\ erh. I ( ) i', LLM» erswm 1 Y X v e t f 1-1:) Nek _. U.. AAn, W1. m M1. vnnaw6w.icve 0 Ep.`uW D 0 ' I zw"... la..., U la A v.,.lacaa... ra.iye Each 2 Cc LAKE VL4NIUSON ROT _ C f '-. re.i e.,. nlr.. v,. r.vw.,laari s. n nvnn, r.., l The West Water Treatment Plant is 40% completed. The project is on schedule to be completed by May of 2018 and currently within budget. CARVER COUNTY WHEELAGE AND SALES TAX: REVIEW AND PROVIDE FEEDBACK TO CARVER COUNTY COMMISSIONERS AND STAFF REGARDING THE PROPOSED WHEELAGE AND SALES TAX INCREASE The Carver County Board of Commissioners voted 3-2 on May 2, 2017 to increase taxes to help fund transportation projects across the county. A one- half percent sales tax and 20 percent tax on vehicle purchases ( exempt from the new sales tax) will generate about $ 3. 5 million per year and will be implemented on October 1, The Wheelage tax will increase from $ 10 to $ 20 and will produce an additional $ 880, 000 per year starting January 1, The only benefit to Chanhassen is a $ 900, 000 mill and overlay on Galpin Boulevard north of Highway 5. Staff send a letter requesting that Galpin Boulevard north of Highway 5 be rebuilt to urban section, along with Powers Boulevard north of Highway 5, and Pioneer Trail from Audubon Road east to the Eden Prairie city 9

11 boundary. All of these projects fell under Future Projects labeled " No Funding." continue to push for these improvements. Staff will SIGNAL LIGHT TIMING: WORK WITH MNDOT ON A COMMPREHENSIVE REVIEW OF THE SIGNAL LIGHT TIMING ALONG THE HIGHWAY 5 CORRIDOR On May 22, 2017, Paul Oehme gave an overview on signal timing on Highway 5 before introducing Diane Langenbach from MnDOT. She reviewed the signal coordination study and how the system operates, along with how the timing can be changed, cycle length, limited green time plan, sequencing of left turns and yellow arrow operations. It flashing was determined the public needs additional time understanding the flashing yellow sequencing. It was decided that the city would use MnDOT' s report as a baseline to compare future data points. DEVELOP A COMPREHENSIVE PARK PLAN: ESTABLISH A VISION FOR THE CITY' S OVERALL PARK AND TRAIL PROGRAMS, INCLUDING LONG- TERM PARK NEEDS AS WELL AS REPLACEMENT PROGRAMS/ POLICIES Since June staff has been working with Hoisington Koegler Group, Inc. on a Parks and Recreation System Plan. This is a comprehensive planning process that will provide a 20- year vision and outline a Capital Improvement Plan for the city' s parks, trails and open space system. Included in the planning process will be highlighting recreational opportunities, based on citizen input and priorities. At this time we are approximately five months into the 14- month effort. When completed, the overall plan will address parks, play structures, athletic facilities, natural areas, recreation programming, the Chanhassen Recreation Center, trails, park operations, and long- term maintenance procedures. The planning process for this guiding document will serve as a comprehensive plan for city staff and the City Council in developing a long- term vision for the city' s parks and recreation programs. The planning process will include the following: Inclusive process that represents the diverse interests of the community. Comprehensive inventory and analysis of the existing system. System- wide vision for the future. Development of executable goals, principles, standards and actions. An overall blueprint for priority investments, asset management, maintenance, park dedication, and funding. 10

12 Staff and consultants held their first advisory committee meeting on September 8, 2016, created a project website, and opened three online surveys to the public. The surveys covered topics including general information on the parks and recreation system, and specific questions regarding both seniors in the and use of the Rec Center. In community addition to the surveys, several pop- up meetings were held at events such as the farmer' s market, softball leagues, and pickleball matches. The next step in the process is for staff and the consultant to hold listening sessions and stakeholder meetings this winter, with outreach sessions planned for the spring and summer of The next City Council update will be in February UPDATE FOR 2017: On February 13, 2017, the City Council was updated on the status of the Chanhassen Park and Recreation System Plan by reviewing the results from Tasks one, two, and three. This includes the first phase of community engagement, the system evaluation and needs assessment, and a draft of the system plan guiding principles. Staff explained how this study will serve as a working document to help make future decisions on capital investments for example lights at Lake Susan Park and/ or Bandimere Park. The next step will be development of goals, policies, and initiatives, with a draft coming to council in September PAVEMENT MANAGEMENT PROGRAM: UPDATE COUNCIL ON CHANHASSEN' S CURRENT PAVEMENT MANAGEMENT PROGRAM INCLUDING CURRENT POLICIES, PROCEDURES, AND UPCOMING PROJECTS. IN ADDITION, STAFF WILL RESEARCH ALTERNATIVE FUNDING SOURCES, INCLUDING THE IMPLEMENTATION OF A FRANCHISE FEE TO FUND FUTURE PROJECTS On June 12, 2017 staff presented to the city council a three-part discussion ( see below) on the conditions of the streets, existing trails, and parking lots in the city and the potential funding level needed to maintain those infrastructure assets to a certain condition level. 1. The first part of the discussion will be the City Engineer walking city council through the current and projected Overall Condition Index ( OCI) of the city streets, existing trails and parking lots. During this discussion it will become apparent that funding at the current levels will not allow the city to maintain the current OCI of each of these infrastructure needs. The discussion will also suggest what funding would be needed to maintain OCI levels at or near the current levels. 11

13 2. The second part of the discussion will be the City Finance Director discussing, based on the information laid out by the engineering department earlier, a number of funding scenarios to achieve those various OCI levels. This will include an initial discussion of potentially implementing a Gas & Electric Franchise Fee to fund a portion or all of the streets, existing trails and parking lot improvement needs. Staff will also present some scenarios with a combination of funding sources to maintain the various OCI levels. 3. Lastly, involved in implementing Nick Anhut from Ehlers & Associates will present information on what is Gas & Electric Franchise fees and the pros and cons of each. This discussion will go over reasons to establish a franchise fee, impacts on their customer bases, and what other local governments have implemented gas and electric franchise fees and at what levels. Staff presented a report showing that the Overall Condition Index ( OCI) of our roads, trails, and parking lots are slowly declining from a peak of almost 80 in 2016, to be as low as 45 in To keep the OCI at or around the 70 mark, the pavement management fund is estimated to need $ 1, 750, 000 in new revenues to sustain our roads to current conditions. Staff recommends the city council take some time to think about the three scenarios before further discussion at the August 14, 2017 city council meeting. Enhance Local Tax Base Evaluate the Comprehensive Plan with current goals and policies; assess the impact. DOWNTOWN FOCUS UPDATE: PROVIDE AN UPDATE ON THE CURRENT MARKET CONDITIONS AND DOWNTOWN VISION On May 22, 2017, staff presented background on the Chanhassen Vision 2002 process/ plan that was done for the downtown area. Bryan Harjes with Hoisington Koegler Group discussed how the vision plan has worked in the past but that now would be a good time to update the plan. He stated the city council needs to decide how it wants to position the downtown to address market conditions and strategies for moving forward. He also stated Chanhassen is being proactive versus Excelsior where they are to reacting land use and market changes. Bryan recommended a broader public view versus a parcel-by- parcel view. The vision would be is the downtown big enough to support future growth and then look at how the downtown could expand either 12

14 vertically or south of Highway 5. Their process is to get both the public and private businesses together for open discussion and brainstorming to develop a comprehensive vision. The contract with Hoisington Koegler was approved on June 12,

15 Other Projects and Goals Accomplished g:\admin\tg\work plan\2017\ 2017 work plan.docx 14