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Home My WebLink Aboutagenda.council.worksession.202010051 AGENDA CITY COUNCIL WORK SESSION October 5, 2020 4:00 PM, City Council Chambers 130 S Galena Street, Aspen WEBEX Go to: www.webex.com Click "Join" at the top right-hand corner Enter Meeting Number 126 804 7225 Password provided 81611 Click "Join Meeting" OR Join by phone Call: 1-408-418-9388 Meeting number (access code): 126 804 7225 Meeting password: 81611 I.WORK SESSION I.A.2021 Recommended Budget Review - 000 & 001 AMP & General Fund Overview - Admin & HR; Police; Streets; ComDev; Environmental Health & Climate 1 2021 Proposed Budgets Pete Strecker OCTOBER 5, 20201 2 2021 Proposed Budget -Overview 2 2020 Orig. Budget 2021 Request $ Change % Change Revenues $151,495,585 $136,886,998 ($14,608,587)(9.6%) Base Operating: On-Going $75,985,910 $74,559,030 ($1,426,880)(1.9%) Base Operating: One-Time $891,000 N/A ($891,000)N/A Reductions N/A ($1,975,410)($1,975,410)N/A New Supplementals N/A $1,300,240 $1,300,240 N/A Total Operating $76,876,910 $73,883,860 ($2,993,050)(3.9%) Capital Outlay $28,660,750 $59,426,280 $30,765,530 (107.3) Debt Service $7,408,320 $7,294,958 ($113,362)(1.5%) Net Appropriations $112,945,980 $140,605,098 $27,659,118 24.5% Transfers $34,501,270 $27,054,440 ($7,446,830)(21.6%) Total Appropriations $147,447,250 $167,659,538 $20,212,288 13.7% Ending Fund Balance $127,354,152 $129,918,840 $2,564,688 2.0% •Maintains Reserves While Moving Affordable Housing Forward 3 Schedule 3 Budget Worksessions Scheduled Topics / Funds Monday, October 5 Overview,General Fund and Asset Management Plan Fund (Day 1) Tuesday, October 6 General Fund & Asset Management Plan Funds (Day 2) Monday, October 12 Parks, Golf, Kids First Transportation (recap) and Parking (recap) Monday, October 19 Wheeler Opera House, Housing Development Fund (recap), Stormwater, Water Utility and Electric Utility Monday, October 26 Tourism Promotion, Public Education, REMP, Employee Benefits, Employee Housing, Information Technology and Grants Monday, November 2 Truscott I, Marolt, Component Unit Funds (APCHA, Smuggler, Truscott II, Aspen Country Inn) and Budget Wrap-UpAdoption Meetings Scheduled Topics Tuesday, November 10 1st Reading of Fee Ordinance & Budget Resolutions Tuesday, November 24 2nd Reading of Fee Ordinance (desired adoption by 12/1), Mill Levy (if possible) Tuesday, December 8 Back-Up Date Mill Levy Resolution (mandatory certification by Dec 15)4 2021 Proposed Budgets General Fund (001) / AMP (000) Overviews Pete Strecker OCTOBER 5, 20204 5 Revenues & Expenditures –Gen. Fund $35,886,705 $36,546,070 $0 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 $30,000,000 $35,000,000 $40,000,000 $45,000,000 2019 2020 2021 2022 2023 2024 2025 Revenues Expenditures 5 6 Fund Balance -General Fund $21,024,669 $9,136,518 $0 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 2019 2020 2021 2022 2023 2024 2025 Fund Balance Reserve 6 7 Revenue Sources –General Fund $107,880 $156,300 $199,385 $350,000 $1,876,200 $1,505,000 $2,183,850 $4,552,000 $5,359,500 $5,573,600 $11,850,000 $0 $5,000,000 $10,000,000 $15,000,000 Health and Welfare Public Safety Administrative Departments City Tobacco Tax Public Works Departments Other Taxes / Share of State Revs /… Culture and Recreation Property and Specific Ownership Taxes Development Departments Other Inflows - GF Overhead City Share of County Sales Tax 3 Distinct Revenues: Discretionary Resources Overhead Charges Fee / Fines / Charges for Services 7 8 $1,489,160 $3,699,020 $4,086,050 $5,399,120 $5,579,090 $5,983,760 $10,309,870 $0 $4,000,000 $8,000,000 $12,000,000 Health and Welfare Development Departments Public Works Public Safety Transfers / Collection Fees Culture and Recreation Administrative Departments Annual Debt Service: Aspen Police Dept: $1.16M Municipal Offices: $1.35M Expenditure by Program –General Fund 8 •179.96 FTE (of 318.36 FTE Citywide) 9 Revenues & Expenditures –AMP $4,675,700 $6,234,750$0 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 $30,000,000 $35,000,000 $40,000,000 2019 2020 2021 2022 2023 2024 2025 Revenues Expenditures Armory Renovation 9 Debt Proceeds / City Offices 10 Fund Balance –AMP $27,882,413 $0 $10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000 $60,000,000 2019 2020 2021 2022 2023 2024 2025 Fund Balance 2019 / 2020: City Offices 2024: Armory 10 11 Revenue Sources –AMP $10,000 $145,000 $330,300 $650,400 $3,540,000 $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 Transfer - Parks (1x) Other Revenues (Investment Income) Transfer - Transportation (1x) Capital (Grant Funds) Property Taxes 11 12 $28,000 $69,500 $70,000 $697,000 $850,000 $1,620,400 $0 $750,000 $1,500,000 $2,250,000 Public Safety Administrative Departments Health and Welfare Culture and Recreation Asset Management Public Works 2021 Projects > $150K: Garmish Bus Stop Imp: $1,650,000 Joint Project @ Roundabout: $980,000 Fleet Replacements: $527,250 Concrete Replacement: $490,000 Courthouse Trail Regrade: $467,500 Hallam St. Imp @ Yellow Brick: $275,000 Armory Upgrades: $250,000 Expenditure by Program –AMP 12 13 13 Let’s Do a Deeper Dive by Department… 14 2021 Proposed Budget Administrative Departments OCTOBER 5, 2020Pete Strecker 15 What We Do: Administrative Support •Mayor and Council •Grants •Clerk’s Office •Records Management, Elections, Municipal Court •City Manager’s Office •Communications, Process Improvement, Council Support •Finance •Accounting, Payroll, Budget, Procurement, Audit •Human Resources •Total Comp, Recruitment, Risk Management, Internal Housing, EE Relations •Attorney’s Office 2 16 Strategic Alignment Community Engagement Protect our Environment Fiscal Health & Economic Vitality Safe & Lived-in Community of Choice Smart, customer Focused Government 3 Organizational Culture & Development 17 On the Horizon 4 Manager’s Office: •COVID Recovery and Resilience •Comprehensive External Communications Strategy •Organizational Development Plan •Housing Development Finance: •Continued Work on Short-Term Rental Compliance •Adopt State Portal for Tax Remittance by Online Retailers •Assess Stormwater & Housing Development Financing Options 18 On the Horizon 5 Human Resources: •Compensation / Classification Study •COVID and Citywide Re-Entry Plans •Recruitment and Retention Policies Clerk’s Office: •Upcoming 2021 Election 19 Changes Due to COVID 6 •Operational adjustments •Prioritization of Workload Across Organization •Temporary Staffing Support •Service Delivery •In-person vs Online •Staggered Facility Re-Openings •Volume / Workload Impacts 20 Revenue Sources Not Typically Revenue Generators •Financial services to non-City entities •Municipal Court, Licensing for Liquor and Marijuana, Event Permits $57,625 $197,550 $0 $50,000 $100,000 $150,000 $200,000 $250,000 Clerks Office Finance 7 21 $42,060 $45,050 $137,500 $278,720 $300,000 $315,580 $973,940 $0 $400,000 $800,000 $1,200,000 Other Support (Discretionary) General Administrative Economic Stimulus Grants Legislative Process Arts Grants (one-time) * Marketing and Tourism Promotion Health and Welfare Grants 2.50 FTE Total Economic Stimulus Expenditure by Program -Council 8 22 $54,680 $107,250 $115,770 $115,710 $124,220 $151,130 $0 $50,000 $100,000 $150,000 $200,000 Licensing Administration Records Management Elections Municipal Court Support General Administrative Legislative Process 5.00 FTE Expenditure by Program -Clerk 9 23 $190,830 $341,030 $508,490 $688,990 $0 $200,000 $400,000 $600,000 $800,000 Legislative Process Public Outreach Business Process Management General Administrative (Org. Support) 10.05 FTE (0.75 FTE 1x) Expenditure by Program -Manager 10 24 $92,290 $101,950 $130,850 $151,310 $209,620 $334,560 $0 $100,000 $200,000 $300,000 $400,000 Risk Management Citywide Training Employee Relations Recruitment And Onboarding General Administrative Benefits Management Expenditure by Program –HR 11 5.38 FTE 25 $72,080 $111,740 $398,590 $0 $200,000 $400,000 $600,000 General Administrative Legislative Process City Attorney / Legal 3.00 FTE Expenditure by Program -Attorney 12 26 $184,750 $227,700 $209,940 $429,320 $1,215,420 $0 $500,000 $1,000,000 $1,500,000 Purchasing Tax Auditing General Administrative Budgeting Accounting / Payroll 14.60 FTE Expenditure by Program -Finance 13 27 2020 Capital Projects •Minimal Capital Needs for Admin. Departments •All GF departments capital is included in the AMP Fund $38,000 $0 $10,000 $20,000 $30,000 $40,000 Clerk - Copiers and Scanning Equipment 14 28 Supplemental Requests 15 •Manager –Comprehensive Communications Plan: one-time $10,000 •Manager –Special Project Manager (0.75 FTE): one-time $108,000 •Finance –Procurement Software / Memberships: on-going $10,000 •Human Resources –Employee Housing Policy Review: one-time $17,500 •Human Resources –Employee Assistance Program: on-going $21,500 •Human Resources –Organizational Culture & Development: on-going $34,000 •Human Resources –Sr. Admin Assistant (0.35 FTE): on-going $19,970 •Human Resources –Compensation / Classification Study: one-time $85,000 Recommended: 29 Supplemental Requests 16 Confirmation Needed: •Council –Supplemental Arts Grants for 2021: $300,000 •Council –Citywide Funding for 50% of Cafeteria Benefit: $179,790 30 17 Questions? 31 2021 BUDGET DEVELOPMENT Police (000 & 001 Funds) Richard Pryor & Linda Consuegra OCTOBER 5th, 202032 What We Do: Public/Community Safety •$5.4 million base budget •37 staff: •27 Peace officers •6 Community Response •4 Support staff •~22,000 annual calls for service •Crimes against people and property are a bit lower, due to COVID and Public Health Orders Keeping people at home 2 33 What We Do: Improve Quality/Safety •Emergency Response •Continue operations with COVID best practices in mind •Youth outreach initiative •Training (PHO and unfunded state mandates) •Mental Health Support•Community Outreach 3 34 Strategic Alignment Safe & Lived-in Community of Choice •Increase feeling of safety •Trust building and transparency •Effective response to calls 4 35 Changes Due to COVID 5 Service Delivery and Operational Adjustments •Ongoing challenge to balance community policing and calls for public health enforcement •Efforts to maintain connection to community: •New procedures for investigations and enabling Staff/Officers to work from and respond from home as appropriate •Communications Specialist position to remain vacant, may affect responsive messaging to the community Funding Impacts •Cuts in training, over time, reduced on call services 36 Supplemental Requests 6 Recommended •Operational Reductions –One-time: ($153K) 37 On the Horizon •Succession Planning •Organizational Assessment Implementation •Enhancements to Bear Management 7 38 Revenues & Expenditures -Police $156,300 $5,961,420 $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 2019 2020 2021 2022 2023 2024 2025 Revenues Expenditures 8 39 Revenue Sources -Police $500 $500 $500 $500 $1,000 $1,000 $2,000 $5,000 $5,500 $7,200 $7,500 $125,000 $0 $50,000 $100,000 $150,000 County Court Fines False Alarm Fines Parking Tickets - Non Court Police Parking Tickets City Towing Fines Records Fees City Share Of DUI's State Operating Grants (Other) Miscellaneous Revenue Refund Of Expenditures - Other Vehicle Inspection Fees Annual Alarm Permits 9 40 $109,030 $135,320 $194,350 $484,970 $665,610 $925,610 $2,884,230 $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 School Safety Investigative Services Records Management Communication Center Community Response Services Administrative & Outreach Patrol Services 27 Officers Expenditure by Program -Police 10 37.00 FTE 41 11 Questions? 42 2021 BUDGET DEVELOPMENT Streets (000 & 001 Funds) Jerry Nye OCTOBER 5, 2020143 Who We Are & What We Do Fleet Streets 2 Keep Aspen streets clean and safe for all modes of travel… 44 Strategic Alignment Safe & Lived-in Community of Choice •Safe and reliable transportation network •Asset maintenance •Asset management 3 45 Changes Due to COVID 4 •No impact to department readiness or delivery of core services •Staff continue to work through ongoing public health changes Operational adjustments: •Postponed 2020 Streets resurfacing project •2020 Fleet Replacement deferred to 2021 •2020 Spring Clean Up cancelled 46 Supplemental Requests 5 Recommended •Operational Reductions –One-time: ($62K) 47 On the Horizon •2021: Fleet Replacement •2022: Street Re-surfacing Project •Out year street resurfacing projects •Out year fleet assessment and electrification program 6 48 Revenues & Expenditures -Streets $519,800 $2,094,490 $0 $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 $3,000,000 2019 2020 2021 2022 2023 2024 2025 Revenues Expenditures 7 Limited Direct Revenue Sources 49 Revenue Sources –Streets $30,000 $40,800 $149,940 $300,000 $0 $75,000 $150,000 $225,000 $300,000 $375,000 Motor Vehicle Registration State Highway Contract County Road And Bridge Taxes CO Highway User Tax 8 50 $10,370 $63,480 $95,660 $168,270 $350,710 $1,232,700 $0 $400,000 $800,000 $1,200,000 $1,600,000 Capital Labor Acquisition and Resale Streets Department Campus Administrative Fleet Maintenance Streets Management 11.70 FTE Expenditure by Program -Streets 9 51 2021 Capital Projects –Streets (AMP) $78,200 $527,250 $0 $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 Building Maintenance Fleet - 2021 10 52 11 Questions? 53 2021 BUDGET DEVELOPMENT Community Development (000 & 001 Funds) Phillip Supino & Rebecca Wallace OCTOBER 5, 2020154 What We Do: Planning, Building, Env. Health 2 Planning Services Building Services Community Development Environmental Health Public Health Natural and Built Environments 55 Planning Services 3 •Ensure future development is consistent with community values Current Planning Long-Range Planning •Review proposed development including: •Commercial & Residential •Historic & Non-Historic 56 Inspection services Building Services 4 Review & issuance of building permits for code compliance •1,226 issued in 2019 •Valuation = $225 million Issue Certificates of Occupancy Update building code 3,078 inspections in 2019 57 Strategic Alignment 5 Safe & Lived-in Community of Choice •Land Use policies shape urban form •Building codes ensure structures are safe Community Engagement •Public outreach to guide future development and identify community values •Daily meetings with community: public hearings, site visits POD/BOD Protect Our Environment •Policy development of building and energy efficiency standards 58 On the Horizon -Planning 6 Affordable housing coordination & updates to mitigation rates EH-ComDev integration Continued refinement of the City’s electronic permitting system Permit process improvements 59 On the Horizon -Planning 7 New Outdoor Lighting Standards Land Use Code Simplification 60 On the Horizon -Building 8 •Update Building Codes to the most current International Codes •Org. structure, career ladder, and succession planning in Building Department •Increased inspection and plans examination capacity 61 Changes Due to COVID 9 •Met 8% budget cut for 2020 operating •Challenged by demographic shifts •Operational adjustments •Pivot to telework •Staffing constraints •Prioritization of projects and services •Service Delivery •Increased demand for all services (POD/BOD, permits, reviews, consultations, etc.) •Online support and service •Field staff maintained!62 Supplemental Requests 10 Recommended Planning •Operational Reductions Planning –One-time: ($13K) Building •Operational Reductions Building –One-time: ($61K) •Permits Management System Maintenance –On-going: $75K •Upgrades to Permits Management System–One-time: $125K 63 Revenues & Expenditures -Building 11 $4,600,000 $1,990,620 $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 $7,000,000 2019 2020 2021 2022 2023 2024 2025 Revenues Expenditures 64 Revenue Sources -Building 12 $20,000 $40,000 $270,000 $270,000 $1,450,000 $2,550,000 $0 $1,000,000 $2,000,000 $3,000,000 Fire Suppression Review Fee Contractor Licenses Mechanical/Electrical/Plumbing Permits Energy Code Review Fee Building Permit Review Fees Building Permit Fees 65 Expenditure by Program -Building 13 $32,500 $369,720 $429,290 $1,159,110 $0 $250,000 $500,000 $750,000 $1,000,000 $1,250,000 Long Range Planning / Policy Inspection And Enforcement Administrative Development Review 13.50 FTE 66 Revenues & Expenditures -Planning 14 $759,500 $1,708,400 $0 $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 2019 2020 2021 2022 2023 2024 2025 Revenues Expenditures 67 Revenue Sources -Planning 15 $4,500 $225,000 $530,000 $0 $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 School dedication Land Use Review Zoning plan check 68 Expenditure by Program -Planning 16 $30,550 $39,980 $54,720 $195,540 $360,730 $1,026,880 $0 $500,000 $1,000,000 $1,500,000 Historic Preservation Public Outreach Inspection And Enforcement Long Range Planning / Policy General Administrative Development Review 14.25 FTE 69 17 Questions? 70 2021 BUDGET DEVELOPMENT Environmental Health and Climate Action (000 & 001 Funds) CJ Oliver & Ashley Perl OCTOBER 05, 202071 What We Do: Protecting Health & Env. Environment 2 Environmental Health & Climate Action •Air Quality -Indoor & Outdoor •Waste Reduction/Diversion •Consumer Protection •Climate Action Public Health Natural and Built Environments 72 What We Do: Climate Action 3 Commercial Energy 25% Residential Energy 33% Transportation 24% Aviation 5% Waste 12% 73 Strategic Alignment Protect our Environment •Protecting the Natural Environment •Keeping the indoor and outdoor environments safe and sustainable •Protecting Public Health 4 74 Changes Due to COVID 5 Service Delivery •Able to deliver key services through a mix of in-person and remote services •Workload has been challenging due to COVID assignments, hiring freeze •Community Engagement specialist position vacant Pivots •Staffing: •Four staff reassigned to COVID response March-June •New team hired for Business Support –Ongoing •Waste program changes have been paused •Budget changes-Cardboard recycling and temporary staffing 75 On the Horizon –Env Health 6 Waste Program Changes: Consideration of compost program expansion •Mandatory vs. incentives-based only •Explore County partnership Monitor and evaluate new County Construction Diversion Program •Consider something similar in City if effective ~ 2022 Outdoor Air Regulations-Beyond the EPA in 2024 Not Currently in Budget as Proposed 76 On the Horizon –Climate Action 7 •2021: Updated Climate Action Plan •Regional High-Impact Focus •Include ‘Diversity, Equity and Inclusion’ concepts into future program and plans. 77 Supplemental Requests 8 Recommended: •Operational Reductions –Env Health: One-time ($120k) 78 Revenues & Expenditures -Env Health $107,880 $954,880 $0 $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 $1,400,000 2019 2020 2021 2022 2023 2024 2025 Revenues Expenditures 9 79 Revenue Sources –Env Health $500 $1,500 $5,000 $6,680 $10,200 $38,000 $45,000 $0 $10,000 $20,000 $30,000 $40,000 $50,000 Miscellaneous Revenue Restaurant Plan Review Fees Land Use Review Refund Of Expenditures - County State Sanitarian Contract CO Food Licenses - City Single Use Bag Fees 10 Many Fees Set By the State 80 $35,760 $95,130 $98,140 $105,170 $137,230 $153,330 $220,820 $0 $50,000 $100,000 $150,000 $200,000 $250,000 Education and Outreach Other Public Health Programs Single Use Bag Program Consumer Protection Programs Water and Air Quality Monitoring Administrative & Outreach Recycling and Special Waste Hauling 4.80 FTE Expenditure by Program –Env Health 11 81 Revenues & Expenditures –Climate $686,880 $0 $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 $700,000 $800,000 $900,000 2019 2020 2021 2022 2023 2024 2025 Expenditures Own Dept in 2019 12 Transfers In REMP Fund $136,700 Water Fund $170,900 Electric Fund $205,000 Other Sources $512,600 82 Expenditure by Program -Climate $2,340 $641,240 $0 $200,000 $400,000 $600,000 $800,000 General Administrative Climate Action and Resiliency 4.00 FTE 13 83 2021 Capital Projects -Climate $75,000 $0 $20,000 $40,000 $60,000 $80,000 EV Charging Stations - 2021 14 84 15 Questions? 85