AGENDA CITY COUNCIL WORK SESSION October 5, 2020 4:00 PM, City Council Chambers 130 S Galena Street, Aspen CITYOFASPEN WEBEX Got to: www.webex.com Click' "Join" at the top right-hand corner Enter Meeting Number 1268047225 Password provided 81611 Click' "Join Meeting" OR Joinbyphone Call: 1-408-418-9388 Meeting password: 81611 Meeting number (access code): 1268047225 I. WORK SESSION L.A. 2021 Recommended Budget Review-C 000 & 001 AMP & General Fund Overview- Admin & HR; Police; Streets; ComDev; Environmental Health & Climate 1 1 CITYOFASP! 2021 Proposed Budgets Pete Strecker OCTOBER 5, 20 2021Proposed Budger-Overview Maintains Reserves While Moving Affordable Housing Forward 2020 Orig. Budget $151,495,585 $75,985,910 $891,000 N/A N/A $76,876,910 $28,660,750 $7,408,320 $112,945,980 $34,501,270 $147,447,250 $127,354,152 2021 Request $136,886,998 $74,559,030 N/A ($1,975,410) $1,300,240 $73,883,860 $59,426,280 $7,294,958 $140,605,098 $27,054,440 $167,659,538 $129,918,840 $Change ($14,608,587) ($1,426,880) ($891,000) ($1,975,410) $1,300,240 ($2,993,050) $30,765,530 ($113,362) $27,659,118 ($7,446,830) $20,212,288 $2,564,688 %Change (9.6%) (1.9%) N/A N/A N/A (3.9%) (107.3) (1.5%) 24.5% (21.6%) 13.7% 2.0% Revenues Base Operating: On-Going Base Operating: One-Time Reductions New Supplementals Total Operating Capital Outlay Debt Service Net Appropriations Transfers Total Appropriations Ending Fund Balance 3 2 CITYOFASPEN Schedulé 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 Adoption 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 CITYOFASP! 2021 Proposed Budgets General Fund (001)/AMP (000) Overviews Pete Strecker OCTOBER 5, 20 Revenues & Expenditures Gen. Fund $45,000,000 $40,000,000 $36,546,070 $35,000,000 $30,000,000 $35,886,705 $25,000,000 $20,000,000 $15,000,000 $10,000,000 $5,000,000 $0 2019 2020 2021 2022 2023 2024 2025 -Revenues -Expenditures CITYOFASPEN Fund Balance Generak Fund $25,000,000 $21,024,669 $20,000,000 $15,000,000 $10,000,000 $9,136,518 $5,000,000 $0 2019 2020 2021 2022 2023 2024 2025 Fund Balance Reserve CITYOFASPEN 7 Revenue Sources GenerakFund City Share of County Sales Tax $11,850,000 Other Inflows - GF Overhead $5,573,600 $5,359,500 $4,552,000 Development Departments Property and Specific Ownership Taxes Culture and Recreation $2,183,850 $1,505,000 $1,876,200 Other Taxes / Share of State Revs /.. Public Works Departments City Tobacco Tax $350,000 $199,385 3Distinct Revenues: Discretionary Resources Overhead Charges Fee/F Fines, / Charges for Services Administrative Departments Public Safety S $156,300 Health and Welfare - $107,880 $0 $5,000,000 $10,000,000 $15,000,000 CITYOFASPEN 7 8 Expenditure byProgram General Fund 179.96 FTE (of 318.36 FTE Citywide) Administrative Departments $10,309,870 Culture and Recreation $5,983,760 Transfers / Collection Fees $5,579,090 Public Safety $5,399,120 Public Works $4,086,050 Development Departments $3,699,020 Annual Debt Servic Aspen Police Dept: $1.16M Municipal Offices: $1.35M Health and Welfare $1,489,160 $0 $4,000,000 $8,000,000 $12,000,000 CITYOFASPEN 8 9 Revenues &Expenditures AMP Debt Proceeds / City Offices $40,000,000 $35,000,000 $30,000,000 $25,000,000 Armory Renovation $20,000,000 $15,000,000 $10,000,000 $4,675,700 $5,000,000 $6,234,750 $0 2019 2020 2021 2022 2023 2024 2025 -Revenues -Expenditures CITYOFASPEN Fund Balance AMP $60,000,000 2019/ 2020: City Offices $50,000,000 $40,000,000 $30,000,000 $27,882,413 2024: Armory $20,000,000 $10,000,000 $0 2019 2020 2021 2022 2023 2024 2025 Fund Balance CITYOFASPEN 10 11 Revenue Sourcés - - AP Property Taxes $3,540,000 Capital (Grant Funds) $650,400 Transfer - Transportation (1x) $330,300 Other Revenues (Investment Income) $145,000 Transfer - Parks (1x) $10,000 $0 $1,000,000 $2,000,000 $3,000,000 $4,000 CITYOFASPEN 11 Expenditure byProgram AMP Public Works $1,620,400 Asset Management $850,000 Culture and Recreation $697,000 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 Health and Welfare $70,000 Administrative Departments $69,500 Public Safety $28,000 $0 $750,000 $1,500,000 $2,250,000 12 13 CITYOFASPEN Let's Do a Deeper Dive by Department.. CITYOFASPEN CITYOFASP! 2021 Proposed Budget Administrative Departments Pete Strecker OCTOBER 5, 20 What We Do: Administrative Suppport: Mayor and Council e Grants Clerk's Office Records Management, Elections, Municipal Court City Manager's Office communications, Process mprovement, Council Support Finance Accounting, Payroll, Budget, Procurement, Audit Human Resources Grant Total Comp, Recruitment, Risk Management, Internal Housing, EE Relations VOTE: CITYOFASPEN Attorney's Office 2 16 Strategic Alignment Community Safe & Lived-in Engagement Community of Choice Protect our Smart, customer Environment Focused Governmen Fiscal Health & a Organizational Cultur Economic Vitality & Development CITYOFASPEN 3 17 Onthe Horizon 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 Optic CITYOFASPEN 4 18 Onthe Horizon Human Resources: Compensation / Classification Study COVID and Citywide Re-Entry Plans Recruitment and Retention Policies Clerk's Office: Upcoming 2021 Election CITYOFASPEN Changes Due to COVID Operational adjustments Prioritization of Workload Across Organization Temporary Staffing Support Service Delivery In-person VS Online Staggered Facility Re-Openings Volume / Workload Impacts CITYOFASPEN Revenue Sourcés Not Typically Revenue Generators Financial services to non-City entities Municipal Court, Licensing for Liquor and Marijuana, Event Permits Finance $197,550 Clerks Office $57,625 $0 $50,000 $100,000 $150,000 $200,000 $250 CITYOFASPEN 7 21 Expenditure byProgram - Council Health and Welfare Grants $973,940 Marketing and Tourism Promotion $315,580 Arts Grants (one-time) * $300,000 Total Economic Stimulus Legislative Process $278,720 Economic Stimulus Grants $137,500 2.50 FTE General Administrative $45,050 Other Support (Discretionary) $42,060 $0 $400,000 $800,000 $1,200, CITYOFASPEN Expenditure byProgram - Clerk Legislative Process $151,130 General Administrative $124,220 Municipal Court Support $115,710 Elections $115,770 5.00 FT Records Management $107,250 Licensing Administration $54,680 $0 $50,000 $100,000 $150,000 $200,000 CITYOFASPEN 9 23 Expenditure byProgram Manager General Administrative (Org. Support) $688,990 Business Process Management $508,490 Public Outreach $341,030 10.05 FTE Legislative Process $190,830 (0.75 FTE 1x) $0 $200,000 $400,000 $600,000 $800,000 CITYOFASPEN 10 24 Expenditure byProgram HR Benefits Management $334,560 General Administrative $209,620 Recruitment And Onboarding $151,310 5.38 FTE Employee Relations $130,850 Citywide Training $101,950 Risk Management $92,290 $0 $100,000 $200,000 $300,000 $4 CITYOFASPEN 11 25 Expenditure byProgram Attorney City Attorney yl Legal $398,590 Legislative Process $111,740 3.00 FTE General Administrative $72,080 $0 $200,000 $400,000 $600 CITYOFASPEN 12 26 Expenditure byProgram Finance Accounting/ Payroll $1,215,420 Budgeting $429,320 General Administrative $209,940 14.60 FTE Tax Auditing $227,700 Purchasing $184,750 $0 $500,000 $1,000,000 $1,500 CITYOFASPEN 13 27 2020 CapitalProjects Minimal Capital Needs for Admin. Departments All GF departments capital is included in the AMP Fund Clerk - Copiers and $38,0 Scanning Equipment $0 $10,000 $20,000 $30,000 $40,000 CITYOFASPEN Supplemental Requests Recommended: 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 A 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 CITYOFASPEN 15 29 Supplemental Requests Confirmation Needed: Council - - Supplemental Arts Grants for 2021: $300,000 Council - Citywide Funding for 50% of Cafeteria Benefit: $179,790 CITYOFASPEN Questions? CITYOFASPEN CITYOFASP! 2021 BUDGET DEVELOPMENT Police (000 & 001 Funds) Richard Pryor & Linda Consuegra OCTOBER 5th, 20 What We Do: Public/Communiy Safety $5.4 million base budget 37 staff: 27 Peace officers 6Community Response 4S 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 CITYOFASPEN people at home What We DoImprove Quality/Safety, Emergency Response POLICE Mental Health Support Community Outreach Continue operations with COVID be practices in mind Youth outreach initiative Training (PHO and unfunded state mandates) CITYOFASPEN 3 34 Strategic Alignment Safe & Lived-in Community of Choice Increase feeling of safety Trust building and transparency Effective response to calls CITYOFASPEN Changes Due to COVID 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 CITYOFASPEN Supplemental Requests Recommended Operational Reductions - One-time: ($153K) CITYOFASPEN Onthe Horizon Succession Planning Organizational Assessment Implementation Enhancements to Bear Management CITYOFASPEN Revenues & Expenditures Police $8,000,000 $7,000,000 $5,961,420 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $156,300 $0 2019 2020 2021 2022 2023 2024 2025 -Revenues Expenditures CITYOFASPEN 39 Revenue Sourcés - Police Annual Alarm Permits Vehicle Inspection Fees $125,000 $7,500 $7,200 $5,500 Refund Of Expenditures - Other Miscellaneous Revenue State Operating Grants (Other) $5,000 $2,000 $1,000 City Share Of DUI's Records Fees City Towing Fines I $1,000 Police Parking Tickets $500 $500 $500 $500 Parking Tickets - Non Court False Alarm Fines County Court Fines $0 $50,000 $100,000 S. CITYOFASPEN Expenditure byProgram Police Patrol Services $2,884,230 Administrative & Outreach $925,610 Community Response Services $665,610 Communication Center $484,970 37.00 FTE Records Management $194,350 27 Officers Investigative Services $135,320 School Safety $109,030 $0 $1,000,000 $2,000,000 $3,000,000 $4,0 CITYOFASPEN 10 41 Questions? CITYOFASPEN CITYOFASP! 2021 BUDGET DEVELOPMENT Streets (000 & 001 Funds) Jerry Nye OCTOBER 5, 20 Who We Are & What We Do Keep Aspen streets clean and safe for all modes of travel... Fleet Streets CITYOFASPEN 2 44 Strategic Alignment Safe & Lived-in Community of Choice Safe and reliable transportation network Asset maintenance Asset management CITYOFASPEN Changes Due to COVID 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 CITYOFASPEN Supplemental Requests Recommended Operational Reductions - One-time: ($62K) CITYOFASPEN On the Horizon 2021: Fleet Replacement 2022: Street Re-surfacing Project Out year street resurfacing projects Out year fleet assessment and electrification program CITYOFASPEN Revenues & Expenditures Streéts $3,000,000 $2,500,000 $2,094,490 $2,000,000 Limited Direct Revenue Sources $1,500,000 $1,000,000 $519,800 $500,000 $0 2019 2020 2021 2022 2023 2024 2025 -Revenues -Expenditures CITYOFASPEN Revenue Sourcés Streets CO Highway User Tax $300,000 County Road And Bridge Taxes $149,940 State Highway Contract $40,800 Motor Vehicle Registration $30,000 $0 $75,000 $150,000 $225,000 $300,000 $375,000 CITYOFASPEN 8 50 Expenditure by Program Streèts Streets Management $1,232,700 Fleet Maintenance $350,710 Administrative $168,270 11.70 FTE Streets Department Campus $95,660 Acquisition and Resale $63,480 Capital Labor $10,370 $0 $400,000 $800,000 $1,200,000 $1,600 CITYOFASPEN 9 51 2021 CapitalProjects: Streets (AMP) Fleet-2021 $527,250 Building Maintenance $78,200 $0 $100,000 $200,000 $300,000 $400,000 $500,000 $600 CITYOFASPEN 10 52 Questions? CITYOFASPEN CITYOFASP! 2021 BUDGET DEVELOPMENT Community Development (000 & 001 Funds) Phillip Supino & Rebecca Wallace OCTOBER 5, 20 What We Do: Blanning, Building, Env. Health Community Development Planning Services Building Services Environmental Health Natural and Built Public Health Environments 2 55 CITYOFASPEN Planning Services Current Planning Review proposed development including: Commercial & Residential Historic & Non-Historic Long-Range Planning Ensure future development is consistent with community values Aspen Area Community Plan CITYOFASPEN Building Services Review & issuance of building permits for Inspection services code compliance DEVIEWIE JUN.04-2008 - FORCODECQNPRUNICE 3,078 - 1,226 issued in 2019 Valuation = $225 million inspections in 2019 Issue Certificates of Occupancy Update building code ICC Certificate of Occupancy Aspen/Pitkin Community Development Department This certificate issuedp pursuant tot the requirements oft the: 2003 edition ofr110section oft the International Residential Code. Itcertifies that at the date ofissuance, the structure as described below was in compliance with the various reso utions and ordinances eplmngpuangcminuaion INTERNATIONAL CODECOUNCI and use int thisj jurisdiction. 57 Strategic Alignment 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 Ont the Horizon Planning Affordable housing Authority coordination & updates to mitigation rates suite 202 CHA EH-ComDev integration MAICRED SKIN m Continued refinement of the City's electronic permitting system salesforce Permit process improvements CITYOFASPEN 59 - Onthe Horizon Rlanning New Outdoor Lighting Standards Land Use Code Simplification CITYOF ASPEN LAND USE CODE CITYOFASPEN Onthe Horizon I Building 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 ICC LL KK INTERNATIONAL CODE COUNCIL CITYOFASPEN Changes Due to COVID 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! CITYOFASPEN Supplemental Requests Recommended Planning Operational Reductions Planning - One-time: ($13K) Building Operational Reductions Building - One-time: ($61K) Permits Management System Maintenance - On-going: $75 Upgrades to Permits Management System- One-time: $125 CITYOFASPEN 10 63 Revenues & Expenditures Building $7,000,000 $6,000,000 $5,000,000 $4,000,000 $4,600,000 $3,000,000 $2,000,000 $1,990,620 $1,000,000 $0 2019 2020 2021 2022 2023 2024 2025 -Revenues -Expenditures CITYOFASPEN 11 64 Revenue Sourcés Building Building Permit Fees $2,550,000 Building Permit Review Fees $1,450,000 Energy Code Review Fee $270,000 Mechanical/Electrica/Plumbing $270,000 Permits Contractor Licenses $40,000 Fire Suppression Review Fee $20,000 $0 $1,000,000 $2,000,000 3 CITYOFASPEN Expenditure byProgram Building Development Review $1,159,110 Administrative $429,290 13.50 FTE Inspection And Enforcement $369,720 Long Range Planning / Policy $32,500 $0 $250,000 $500,000 $750,000 $1,000,000 $1,25 CITYOFASPEN Revenues &Expenditures Planning $2,500,000 $2,000,000 $1,708,400 $1,500,000 $1,000,000 $759,500 $500,000 $0 2019 2020 2021 2022 2023 2024 2025 --Revenues -Expenditures CITYOFASPEN Revenue Sources - Planning Zoning plan check $530,000 Land Use Review $225,000 School dedication $4,500 $0 $100,000 $200,000 $300,000 $400,000 $500,000 $60 CITYOFASPEN 15 Expenditure byProgram Planning Development Review $1,026,880 General Administrative $360,730 Long Range Planning/ Policy $195,540 Inspection And Enforcement $54,720 14.25 FTE Public Outreach $39,980 Historic Preservation S $30,550 $0 $500,000 $1,000,000 $1,50 CITYOFASPEN 16 69 Questions? CITYOFASPEN CITYOFASP! 2021 BUDGET DEVELOPMENT Environmental Health and Climate Action (000 & 001 Fun CJ Oliver & Ashley Perl OCTOBER 05, 202071 What We Do: Protecting Health - & Envi Air Quality - Indoor & Outdoor Waste Reduction/Diversion Natural and Public Consumer Protection Built Health Climate Action Environments Environmental Health & Climate Action CITYOFASPEN 72 What We Do: Climâte Action Waste 12% Commercial Aviation 5% Energy 25% CO, 30% by 2020 80% by 2050 Transportation Residential 24% Energy 33% ASPEN'S CLIMATE ACTION PLAN ARoadmap to Our Sustainable Future CITYOFASPEN Strategic Alignment Protect our Environment Protecting the Natural Environment Keeping the indoor and outdoor environments safe and sustainable Protecting Public Health CITYOFASPEN Changes Due to COVID Service Delivery Able to deliver key services through a mix ofin-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 CITYOFASPEN Onthe Horizon Env Héalth Waste Program Changes: Not Currently in Budget as Proposed Consideration of compost program expansion Mandatory VS. incentives-Dased only Explore County partnership Monitor and evaluate new County Construction Diversion Program Consider something similar in City if effective 2 2022 Outdoor Air Regulations- Beyond the EPA in 2024 CITYOFASPEN 76 On the Horizon Climate Action 2021: Updated Climate Action Plan Regional High-Impact Focus Include 'Diversity, Equity and Inclusion' concepts into future program and plans. CITYOFASPEN Supplemental Requests Recommended: Operational Reductions - Env Health: One-time ($120k) CITYOFASPEN Revenues & Expenditures Envi Health $1,400,000 $1,200,000 $1,000,000 $800,000 $954,880 $600,000 $400,000 $200,000 $107,880 $0 2019 2020 2021 2022 2023 2024 2025 -Revenues --Expenditures CITYOFASPEN Revenue Sources Env Health Single Use Bag Fees $45,000 CO Food Licenses - City $38,000 State Sanitarian Contract $10,200 Refund Of Expenditures - County $6,680 Many Fees Set By the State Land Use Review $5,000 Restaurant Plan Review Fees $1,500 Miscellaneous Revenue $500 $0 $10,000 $20,000 $30,000 $40,000 $50 CITYOFASPEN 10 80 Expenditure byProgram EnvHealth Recycling and Special Waste Hauling $220,820 Administrative & Outreach $153,330 Water and Air Quality Monitoring $137,230 Consumer Protection Programs $105,170 Single Use Bag Program $98,140 4.80 FTE Other Public Health Programs $95,130 Education and Outreach $35,760 $0 $50,000 $100,000 $150,000 $200,000 CITYOFASPEN $25 Revenues & Expenditures Glimate $900,000 Own Dept in 2019 $800,000 $686,880 $700,000 $600,000 Transfers In $500,000 REMP Fund $136,700 $400,000 $300,000 Water Fund $170,900 Electric Fund $205,000 $200,000 Other Sources $512,600 $100,000 $0 2019 2020 2021 2022 2023 2024 2025 -Expenditures CITYOFASPEN Expenditure byProgram Climate Climate Action and Resiliency $641,240 4.00 FTE General Administrative $2,340 $0 $200,000 $400,000 $600,000 $80 CITYOFASPEN 13 83 2021 CapitalProjects: - Climate EV Charging Stations - 2021 $75, $0 $20,000 $40,000 $60,000 $80, CITYOFASPEN 14 84 Questions? CITYOFASPEN