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HomeMy WebLinkAboutagenda.council.worksession.20131008 CITY COUNCIL WORK SESSION October 08, 2013 4:00 PM, City Council Chambers MEETING AGENDA I. Budget - Parks & Open Space; Golf; Parking; Transportation; Truscott Housing; Marolt Housing; Smuggler Housing City of Aspen 2014 Proposed Budget October 8, 2014 P1 I. Agenda for Oct. 8 •Parks & Open Space •Golf •Transportation •Parking •Truscott •Marolt •Smuggler 2 P2 I. Parks and Open Space 3 •Planning, development, and maintenance for: •3,600 acres of open space •20 parks around the community •22 miles of pedestrian and cycling trails •55 miles of nordic trails •Green space with over 10,000 trees and floral displays, walking mall maintenance, and more •Recent projects with Stormwater, Parking, and Golf reflect how diverse this department’s responsibilities have become P3 I. Parks and Open Space 4 Sales Tax (1.5%) $8,691,600 County Reimbursement $261,100 Fees & Other Revenue $546,000 Transfers $430,700 2014 Revenues = $9,929,400 Operating Expenses $5,353,550 Maintenance Expenses $512,300 Capital Expenses $2,619,100 Transfers $3,968,150 2014 Expenditures = $12,453,100 P4 I. Supplemental Requests Department / Fund FTE Requested Resources Ongoing / Temporary Revenue Offset As % of Total Req. Authority Parks and Open Space 0.0 $127,300 Ongoing $0 1% Capital Maintenance –New capital projects have been completed over the last number of years, yet ongoing maintenance budgets have not been commensurately increased. Requested resources will allow the Department to responsibly maintain the safety and condition of significant infrastructure and facilities developed over the years, will protect the communities investments, and deter premature and significant replacement costs from occurring. Parks and Open Space 0.0 $50,000 Ongoing $0 < 1% Utilities, Services and Fuel -Costs in these areas have increased significantly over the past 10 years, yet the Department has not sought additional expenditure authority but has alternatively squeezed other program areas and absorbed any impacts. This request will bring budget authority back in line with experience. 5 P5 I. Supplemental Requests Department / Fund FTE Requested Resources Ongoing / Temporary Revenue Offset As % of Total Req. Authority Parks and Open Space 0.0 $26,000 Ongoing $26,000 < 1% Nordic Trails Wage Increase -The City is reimbursed by the County for staff hours spent on maintaining the nordic trail system. County expectations are for additional staffing hours devoted to these efforts and will require a commensurate increase in expenditure authority within the City’s budget. These new expenses will be fully offset by additional revenues from the County. 6 P6 I. Parks and Open Space 7 $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 $7,000,000 $8,000,000 $9,000,000 $10,000,000 $11,000,000 $12,000,000 $13,000,000 $14,000,000 $15,000,000 $16,000,000 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Parks and Open Space Fund Long Range Plan 2010-2023 Ending Balance Revenues Expenditures Reserve (12.5% of Uses) $5.2 million in new debt was issued in 2012, as reflected by the spike in revenues and fund balance for that year. As these new projects and spaces are developed, near -term fund balance levels are reduced. P7 I. Golf 8 •Top 50 ranked 18 hole golf course serving roughly 27,000 patrons annually •Pro shop / nordic center and restaurant facilities •New driving range, putting and chipping areas, plus indoor simulator for year-round practice •Largest City park P8 I. Golf 9 Daily Green Fees $445,000 Pass Sales $564,700 Lease Revenue $37,600 Pro Shop Revenue $561,500 Transfers $359,800 2014 Revenues = $1,968,600 Course Operations $1,015,070 Capital Expenses $78,300 Pro Shop Operations $520,800 Debt Service $135,800 Transfers $140,900 2014 Expenditures = $1,890,870 P9 I. Supplemental Requests Department / Fund FTE Requested Resources Ongoing / Temporary Revenue Offset As % of Total Req. Authority Golf 0.0 $7,470 Ongoing $0 < 1% Building Maintenance Operations -The clubhouse and cart barn were both built in 2001 and are beginning to show signs of aging. Annually resources are therefore being requested to support the maintenance and repair of these facilities in the areas of:painting and staining, roof repair, carpet cleaning and replacement, concrete repair, heating and cooling system repair and maintenance, etc. Golf 0.0 $7,000 Ongoing $0 < 1% Vehicle and Equipment Operations -While a number of mowers have been replaced in recent years, select mowers in the fleet of equipment continues to age. As these mowers are still in usable condition, this request seeks annual resources to keep these (and future aging) mowers in peak condition, to extend their useful life and prolong replacement, and to continue the benefits to overall course conditioning as a result of their service. 10 P1 0 I. Supplemental Requests Department / Fund FTE Requested Resources Ongoing / Temporary Revenue Offset As % of Total Req. Authority Golf 0.0 $60,900 Ongoing $60,000 3% Pro Shop –Pro Shop expenditures have exceeded targeted budgets in recent years and have required course operations to forgo maintenance and facility upkeep. Additional resources are therefore requested for the following operations within the Pro Shop, with the Parks and Open Space Fund transferring an equal amount to preserve course maintenance (net zero impact): $20,000 -Seasonal labor budget based on earlier course openings –during average openings (late April to early May), these resources will be returned to fund balance and not be used . $24,000 -Dues and Repairs. Based on historical information from the past four years, additional resources are needed for fees related to the electronic tee sheet service, utility costs for clubhouse and cart barn, repair service at cart barn, and shop supplies. $2,900 -Credit Card Processing Fees. Based on our historical and anticipated sales data, this incremental amount is necessary. $14,000 -Equipment Maintenance / Supplies. Golf cart maintenance and repair, range ball resupply, sales bags, awards, website maintenance, cleaning supplies / services for clubhouse. 11 P1 1 I. Supplemental Requests Department / Fund FTE Requested Resources Ongoing / Temporary Revenue Offset As % of Total Req. Authority Golf 0.0 $10,000 Ongoing $0 1% Reclaimed Water Irrigation -expenditures of approximately $10,000 per year are anticipated as a result of using reclaimed water for irrigation on the golf course. Requested funding is intended to include: appropriate signage installation and maintenance, ongoing documentation and filing of paper work associated with reclaimed water use, maintenance of the new pump station,required annual water testing,and ongoing upgrades to the irrigation system. 12 P1 2 I. Golf 13 $0 $250,000 $500,000 $750,000 $1,000,000 $1,250,000 $1,500,000 $1,750,000 $2,000,000 $2,250,000 $2,500,000 $2,750,000 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Golf Course Fund Long Range Plan 2010-2023 Ending Balance Revenues Expenditures Reserve (12.5% of Uses) The spike in 2012 revenue and expenditures reflect investments associated with a new pump house and equipment. Though not there yet, actions have been put forth to bring this Fund up to the targeted 12.5% reserve by 2014. P1 3 I. Transportation 14 •Roughly 500,000 service miles and 54,000 route hours serve 1 million riders annually •In addition to mass transit, the City also supports vehicle sharing program (Car-to-Go) and self- propelled transportation (WE-Cycle) •Service outside of the City is also supported as part of a collaborative effort with the Town of Snowmass Village and Pitkin County P1 4 I. Transportation 15 Sales Tax (0.15%) $869,000 Use Tax (2.1%) $847,600 Highlands District $201,000 Other $106,700 2014 Revenues = $2,024,300 Administrativ e / Overhead, $915,450 Highlands Route $201,000 Transportation Services $771,700 Capital Expenses $102,400 Transfers $110,400 2014 Expenditures = $2,100,950 P1 5 I. Transportation 16 $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Transportation Fund Long Range Plan 2010-2023 Ending Balance Revenues Expenditures Op Reserve (12.5% of Uses excl. Capital) Expenditure spikes in 2015 and 2019 result from numerous bus and shuttle fleet vehicles meeting mileage and/or yearly depreciation thresholds and, thus anticipated for replacement. P1 6 I. Parking 17 •Seek balance between reducing congestion and providing convenience and accessibility to establishments within City limits •Provide maintenance and “policing” for 340 Rio Grande Plaza, 820 commercial core, and 3,000 residential spaces throughout the City •Coordinates with Streets, Police, Special Events for removal of abandon vehicles, special permitting, carpooling, event planning, and more P1 7 I. Parking 18 Permits $2,258,500 Fines $571,000 Garage $383,460 Transfers $750,600 2014 Revenues = $3,963,560 On-Street Expenses $1,717,300 On-Street Capital $143,900 Parking Garage Expenses $547,590 Parking Garage Capital $1,163,000 Transfers / Debt Service $46,000 2014 Expenditures = $3,617,790 P1 8 I. Parking 19 $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Parking Fund Long Range Plan 2010-2023 Ending Balance Revenues Expenditures Op Reserve (12.5% of Uses less Plaza) Elevated 2012 fund balance and 2013 spike in expenditures reflect roof repairs anticipated as part of the Galena Plaza Redevelopment. P1 9 I. Truscott 20 •Located along public golf course on Hwy 82 •Phase I is City owned (108 units) •69 studios, 20 1-bedroom, 19 2-bedroom units •Resident-occupied, category 2 and 3 units •Minimum 1-year lease required, no ownership or short-term rentals •Managed by Aspen Pitkin County Housing Authority (APCHA) P2 0 I. Truscott 21 Rental Income $1,080,000 Other Revenue $43,900 2014 Revenues = $1,123,900 Operating Expenses $687,090 Capital Expenses $263,550 Debt Service $705,000 Transfers $10,000 2014 Expenditures = $1,665,640 P2 1 I. Supplemental Requests Department / Fund FTE Requested Resources Ongoing / Temporary Revenue Offset As % of Total Req. Authority Truscott 0.0 $2,000 Ongoing $0 < 1% Grounds Maintenance -Maintenance staff has been spread thin and the grounds have become the lowest priority item. Requested funding would allow for subcontracting this function to an outside vendor, improve the grounds upkeep and allow the maintenance team to focus on more demanding issues. Truscott / Housing Administration / Smuggler 0.4 $29,800 Ongoing $0 2% Maintenance Technician I -Turnover rates have increased and current maintenance staff cannot keep up with readying units for new tenants while still performing routine maintenance and prevention. This position would support multiple properties: 51% would be allocated to Housing Administration for the support of Truscott Phase II and Aspen Country Inn and would be recouped with offsetting revenue; 44% would be allocated to Truscott Phase I (City owned); and the remaining 5% would be allocated to Smuggler. 22 P2 2 I. Truscott 23 $0 $250,000 $500,000 $750,000 $1,000,000 $1,250,000 $1,500,000 $1,750,000 $2,000,000 $2,250,000 $2,500,000 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Truscott Housing Fund Long Range Plan 2010-2023 Ending Balance Revenues Expenditures Reserve (12.5% of Uses) Revenues reflect transfers from the Housing Development Fund prior to 2013, and again from 2015 to 2021, ending at the same time existing debt service for this property is retired. P2 3 I. Marolt 24 •Located off Castle Creek across from AVH •96 two-room furnished units with small living area, bedroom, and kitchenette •Designed to fulfill seasonal rental need – leases run September through April •Utilized by Aspen Music Academy in summer months •On-site cafeteria operated by third-party P2 4 I. Marolt 25 Seasonal Rent $675,000 Cafeteria Lease $19,800 Transfers $400,000 Other Income $43,700 2014 Revenues = $1,138,700 Operating Expenses $462,390 Capital Expenses $256,550 Debt Service / Transfers $436,200 2014 Expenditures = $1,155,140 P2 5 I. Marolt 26 $0 $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 $1,400,000 $1,600,000 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Marolt Housing Fund Long Rang Plan 2010-2023 Ending Balance Revenues Expenditures Reserve (12.5% of Uses) Early activity supports reasonable rentals for 2013 -14 season, continuing on stronger than expected 2012 -13 results. However, until debt service is retired in 2017, transfers from the Housing Development Fund remain necessary. P2 6 I. Smuggler 27 •Located at 414 Park Circle (east end of town) •11 total units owned and managed by APCHA •400 sqft studios to 880 sqft two-bedrooms •Limited maintenance during the past number of years (no capital improvements) while possibilities of a public / private partnership were being sought P2 7 I. Smuggler 28 Rental Income $63,200 Other Income… 2014 Revenues = $65,700 Base Operating Expenses $43,590 Supplemental Operating Expenses $18,560 Expenditures = $62,150 P2 8 I. Smuggler 29 $0 $100,000 $200,000 $300,000 $400,000 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 Smuggler Housing Fund Long Range Plan 2010-2023 Fund Balance Revenues Expenditures Reserve (12.5% of Uses) Abstenance from capital projects and maintenance items has developed into a healthy fund balance. Without an identified private/public partnership in the near future, increased authority for property improvements is sought. P2 9 I. Supplemental Requests Department / Fund FTE Requested Resources Ongoing / Temporary Revenue Offset As % of Total Req. Authority Smuggler 0.0 $10,000 Ongoing $0 16% Maintenance -Capital improvements to this facility had been placed on hold while long -term possibilities for the property were being considered.Due to postponing any capital improvements, additional maintenance is required on property in the interim. Smuggler 0.0 $3,000 One-time $0 5% Capital Reserve Study -Given the absence of any pending collaborative public private partnership, planning for future property upkeep appears to be warranted. Smuggler 0.0 $2,170 Ongoing $0 3% Utilities and Cleaning -Common areas and individual units have required additional cleaning and utility costs continually exceed annual budgets. The requested incremental increase will fully fund these expenses at current experience levels. 30 P3 0 I. Supplemental Requests Department / Fund FTE Requested Resources Ongoing / Temporary Revenue Offset As % of Total Req. Authority Truscott / Housing Administration / Smuggler 0.1 $3,390 Ongoing $0 5% Maintenance Technician I -Turnover rates have increased and current maintenance staff cannot keep up with readying units for new tenants while still performing routine maintenance and prevention. This position would support multiple properties: 51% would be allocated to Housing Administration for the support of Truscott Phase II and Aspen Country Inn and would be recouped with offsetting revenue; 44% would be allocated to Truscott Phase I (City owned); and the remaining 5% would be allocated to Smuggler. 31 P3 1 I.