HomeMy WebLinkAbout5.F.7. Task Prioritization 7.
CITY OF SHAKOPEE
Memorandum
• TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Task Prioritization
DATE: May 2, .2008
Comment:
Introduction:
At the Apri129~' Workshop, in preparation for FY 09 budget discussions, the Council
reviewed a summary of the various tasks that are performed by the City departments.
That was a preliminary draft (and did not include the Fire Department).
The Council felt that the task prioritization would be more easily comprehended if they
were separated out. by departments. Attached are the individual department/divisional
sheets.
Rather than acting on these at this time, staff recommends that a Council workshop be
held prior to discussion of budget policies for FY09, where a more complete presentation
could be made. Suggestions for scheduling will be brought back to you at an upcoming
meeting.
Action Required:
This informational only at this time-no action is required.
Mark .McNeill
City Administrator
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City of Shakopee Program Matrix: Draft Admin Department. oaizzizoo8
A. B. C. D. E.
Active and .healthy Great place for kids to
community High quality of life grow up Vibrant, resilient and strong Financially Strong
A Data Practices
6 Personnel recruitment 2 Budget
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1 Policy & procedure oversight
3 Council support
~ 4 Payroll benefits
~ ~
5 Personnel Administration
N O 7 Council Meeting Agendas
~ ~ 8 Legal Coordination
~ = 9 Labor Negotiations
~ U 10 Administrative Policies and Procedures
11 EDA Activities
12 Operational plans
13 Inter overnmental Liaison
° 0 16 Public Information 15 Monitor Visioning Process 14 Monitor BIAlTribal Issues 18 5 Year CIP
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O 1- U
~ 17 Public Relations
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City of Shakopee Program Matrix: Draft Clerk Department. o4i22i2oos
A. B. C. D. E.
Active and healthy Great place for kids to
community High quality of life grow up Vibrant, resilient and strong Financially Strong
Clerk at meetings/minutes
~ Elections
~ Publish legal notices
~ ~ Execute city documents Receipt payments
'C ~ Record documents at County.
~ Licensing
~ Record management
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Developer agreements/platting
N U Agenda preparation
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~ Assist staff and public
o Document imaging
'Q Receptionist function
O ~ Board of Review
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City of Shakopee Program Matrix: Draft Finance Department. oa/22/2oos
A. B. C. D. E.
Active and High quality of Great place for Vibrant, resilient
healthy life kids to grow up and strong
communit Financial) Stron
9 Assessing
~ 8 Audit
~ a~ 5 Budget TNT
~ ~ 3 Accounting
~ ~ 4 Reporting
Lodging Tax
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1 Accounts payable
~ 10 Accounts receivable
U 2 Insurance
0 3 Accounting
-a 4 Reporting
6 Investing/cash mgt
7 Special assessments
Sewer billing coordination
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~ 17 Payroll backup 4 day/mo
~ 18 Cell phone coordination
~ 14 Purchasing -limited
12 Vehicle purchase/sale coordination
15 SWMDTF-revenue
p 11 Developer escrow
13 Springsted model
0 16 CIP
19 Board of Review
City of Shakopee Program Matrix: Draft Community Development Department/Planning. osiov2oos)
B. D. E.
High Quality of Life Vibrant, Resilient, and Strong Financially Strong
~ (Operate a Board of Adjustment and Appeals
per Minn.Stat. 462.354, Subd. 2
'Review Variances
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~p "Review CUPS
4? `Appeals of Staff Determinations.
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N Advisor to BOAA.Planning Commission
~ Review Bldg. Permits for Chapt 11 compliance Review Zoning Map Amendments
U Inspections under Chapter 11 Review Zoning Text Amendments
a Institute Enforcement under Chap. 11
U Review PUDS
~ Review Preliminary and Final Plats
a Review Minor Subdivisions
~ Review fence permits under Chapter 4
~ Maintain records under Chapter 11
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TracklEnforce CUP conformance
o Staff Historic Preservation Advisory Comm.
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'O ~ rtri.is to i, Hall- i ,_ii
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~ Respond to requests for information; Respond to Econ Development Requests
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~ (e.g. property information, zoning letters, code Staff EDAC
information) AdministerFlLP
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~ Prepare interim amendments to the Comp.
p Plan; conduct special planning studies
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~ Create and update t;IS maps for public use
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~ Assist enforcement of Other Code Chapters
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Highest Priority
Middle Priority
Lowest Priority
Possible Direction
City of Shakopee Program Matrix: Draft Facilities Division 04/22/2008
A. B. C. D. E.
Active and Healthy High Quality Great Place for Kids Vibrant, Resilient and
Community of Life to Grow Up Strong Financially Strong
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~ ~ Snow Removal Outside City Buildings (3)
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'~~j Mechanical Maintenance (HVAC Systems)
o Custodial Service (2)
~ o (must be done, could be done less frequently
i= ~ or in some cases by daytime facilities
workers to reduce evening custodial costs)
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o Daily Boiler Checks (6)
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Safety-related Contracts (reg. elevator
o service, checks on fire alarms and
~ General Building Maintenance (5)
~ Staff Assistance (7)
o Pest Control /Window Cleaning (contracted
out) (8)
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City of Shakopee Program Matrix: Draft IT Division oa/22/2oos
A. B. C. D. E.
Active and healthy Great place for kids to
community High quality of life grow up Vibrant, resilient and strong Financially Strong
-Q Support Police Department's IT
~ a; needs, meet security standards and
~ maintain inter-operability with state
~ ~ and county (3)
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o Selection, Set-Up and Ongoing
~ Support for various departmental
~j projects (Laserfische, GIS, etc.) (4)
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Configuration and Maintenance of
~ City's IT Network (1)
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m Desktop /User Support for
o Employees in 7 Departments
.Q (computers, phones, printers) (2)
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- Keeping Up to Date (Training,
~ Networking with other public sector
E` IT professionals, participating in
SCALE's IT initiative) (5)
City of Shakopee Program Matrix: Draft Police Department. oai22i2ooa
A. B. C. D. E.
Active and healthy Great place for kids to
community High quality of life grow up Vibrant, resilient and strong Financially Strong
Alcohol and Tobacco checks beyond Measure and be responsive to Missing and
minimum level(16) Hot File Validations (High) exploited children partnerships(5) Mandated Training (High) Drug Forfeiture Funds (High)
Coordinate emergency management (High)
Predatory Offender -records management Criminal Justice Reporting/Electronic transmit Protection Orders, Harassment Orders, No
~ (High) of Criminal Justice Reporting monthly (High) contact order management (High)
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~ Traffic accident investigations (18) Gun Permit Application to purchase (med)
~ Criminal History Suspense project (High)
~p Criminal Justice Reporting/Integrity Report
~ edit/error listings (High) Press releases weekly and daily (Med)
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~ Detention cell inspections (Med)
Crash reports -data entry and dispositions
(Low)
Expungements (Low)
Data Requests (Low)
T Background investigations -non police
~ ~ related (Low) Generator checks (High) Deposits (Med)
~ O Parking enforcement (21)
~ Ordinance enforcement (22)
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~ Conduct nan-enforcement ordinance activities
(25)
Respond to and investigate emergency calls
Conduct drug investigations in house (8) for service (1) Suppress gang activity (2) Notarize Formal Complaints (High) Supply management/ordering (Low)
Continue to employ current staffing model Have specialized units to perform crime Conduct and attend training beyond
(12) prevention (8) School resource officer program (7) mandates (5)
Snowmobile patrol (19) Conduct drug investigations (9)
Patrol investigation of criminal activity below Intoxilyzer Room video recording
o felony arrests (10) Participate in school activities (12) management (Med)
~ Patrol officers performing crime prevention
Customer Service (high) assgnments (13) Participate in extracurricular activities (12)
U Measure and be responsive to the public
p (high) Respond to medicals (11)
.a Incident Report (ICR) and case report
~ processing (High) Evidence management (high)
~ Policing in rental properties (17) Transcription of dictation (Low)
~ Speed Trailer management (low) Monthly report to council (Low)
;v Measure and be responsive to traffic
p enforcement (Med) Impounded Vehicle releases (Low)
Citation management (med)
Mail distribution and response (Low)
City of Shakopee Program Matrix: Draft Police Department. oaiz2i2oos
A. B. C. D. E.
Active and healthy Great place for kids to
community High quality of life grow up Vibrant, resilient and strong Financially Strong
Active/Open Case monitoring -produce
monthly reports (low)
~ Street Crimes enforced (3,8) Routine patrol (4) Teach DARE, GREAT, etc (14) Cultural education (20)
w Language training (20)
O Criminal History Inquiries (med)
Patrol investigation of property crimes (15)
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O Uniform. response to non-criminal activity (23)
Daily Reports of Calls for service (low)
o External deliveries -city hall, jail, court (low)
Monthly officer statistics (low)
Formal Complaints -arrest date entry and file
~ low)
City of Shakopee Program Matrix: Draft Community Development Department/lnspections o5/ov2ooa)
B. D. E.
High Quality of Life Vibrant, Resilient, and Strong Financially Strong
State mandated training for:
*Fire sprinkler inspections deferred
by State Fire Marshall
'Proximate Fireworks displays
deferred by State Fire Marshall
~ *Issuance of open burning permits
under direction of MNDNR
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d Bldg. Permits & Inspections
~ under the following codes;
~ "State Building Code
~ *State Plumbing Code
*State Electrical Code
*Erosion Control Policy per MPCA
*Septic Systems per MPCA
administered b Scott Count
w Review developments for code compliance
U Review developments for fire code compliance
~ Inspect/Address nuisance houses Inspect new/existing bldgs. Under Fire Code
~ o Inspect temporary bldgs. Not under Bldg. Code
~ U Operate a Board of Appeals for fire code issues
~ Issue/administer various construction/
~ operational permits under Fire Code
Assist with fire investigation
Inspections of apt. bldgs. With 12 or more units
~ Fire and hazard safety education
~ Fire station tours and apparatus visits
V ISO audits and evaluations
S Participation with SBC divisions on code enforcement
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G~~r adds ins ~c ,nt and loreaos~-d
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~ro~~ertles In the cure nt eca~omlc
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Res and to and investi ate com taints;
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O = housing conditions; rental, maintenance
Respond to complaints re. fire safety
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Highest Priority
Middle Priority
lowest Priority
Possible Glrectlon
City of Shakopee Program Matrix: Draft Engineering Department. o4izzizoos
A. B. C. D. E.
Active and healthy High quality of life Great place for kids to
community grow up Vibrant, resilient and strong Financially Strong
~ ~
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Wetland Conservation Act Admin (2) Maintain State Aid (1)
C ~
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Budget (3)
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~ U Capital Improvement Program (4)
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'a - Public Project/Asset Management (5)
o Transporation Issues (6)
T Stormwater Management (7)
~ iJ Mapping/GIS (8)
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a L Private Development Projects (11) Right of Way Management (9)
~ Commercial Building Permits (12) Intra. Gov. Coordination (10)
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City of Shakopee Program Matrix: Draft Street Department. oai2zi2oos
A. B. C. D. E.
Active and healthy Great place for kids to
community High quality of life grow up Vibrant, resilient and strong Financially Strong
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Snow and Ice Control (1) Sidewalk Maintenance (4) Street Maintenance (2)
~ ~ Trail Maintenance (6) Alley Maintenance (3)
~ o Sign Maintenance (5)
~ Tree Trimming (7)
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o Street lighting repairs (9) Pavement Preservation (8)
Striping of Crosswalks, Parking Lots (1 Equipment Maintenance (10)
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City of Shakopee Program Matrix: Draft Fleet Department. o4i22i2oos
A. B. C. D. E.
Active and healthy Great place for kids to
community High quality of life grow up Vibrant, resilient and strong Financially Strong
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~ _ Maintain City vehicles (1)
o Prepare Capital Equipment List (2)
~ Manage Fleet Operations (3)
~j Fuel System Maintenance (4)
o Truck and Car Wash Maintenance (E
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City of Shakopee Program Matrix: Draft Park Department. o4i22i2oo8
A. B. C. D. E.
Active and healthy Great place for kids to
community High quality of life grow up Vibrant, resilient and strong Financially Strong
~ ~
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-o ~ snow removal (1) playground inspections (3)
j mowing (2)
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~ _ Athletic Fields (4) turf maintenance (9) Maintain Public Building Landscapes Equipment Maintenance (10)
o irrigation systems (8) watering of trees (14) tree trimming (6) Park Building Maintenance (11)
~ Pool start up and shut down (13) Spray weeds (7)
v Wood shop Projects (12)
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O ~ Spring Clean Up day (15) Skating Rink Maintenance (16)
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Downtown Flower Baskets (17)
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City of Shakopee Program Matrix: Draft Natural Resources Department. 04/22/2008
A. B. C. D. E.
Active and healthy Great place for kids to
community High quality of life grow up Vibrant, resilient and strong Financially Strong
T
~ Coordinate Noxious Weed Control Budget Preparation & management
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Development Review (8)
Natural Resources Design Standards (2) Woodland Mngmnt Review & lmpiement. (1)
~ ~ Park and Open Space Management (3) Wetland Evaluations
~j Environmental Advisory Committee Permit Reviews
~ ~ Shade Tree Disease Control & Prevention
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o Natural Resources Corridor mapping (4)
Park and Trail Maps City Tree Inventory Natural Resource Programming Woodland GIS Management (7) Promotion & Educational Materials
U Review & Admin. Conservation Easements (5) Water Quality Monitoring Grant applications
o Tree Planting permits Wildlife Habitat improvement projects Assist other departments when needed (10)
~ Hazard Tree Inspection & Control (g) Comprhensive Plan Mngment & Updates (6)
Review landscaping & restoration plans
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~ Special Event Partnerships
o Arbor Day
'Q Education Days
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City of Shakopee Program Matrix: Draft Recreation Department. oai22i2oos
A. B. C. D. E.
Active and healthy Great place for kids to
community High quality of life grow up Vibrant, resilient and strong Financially Strong
.Q Comply w/ EAP -Ice Arena refrigeration
~ ~ Comply w/ Dept of Health for all facilities Budget preparation & Management
~ ADA Accessability
~ ~
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Development Review Complete Bidding Process
Parks & Recreation Advisory Board Enforce Park Const. Requirements Park Dedication Fees
Update & follow Comprehensive Plan Maintain Buildng & Equipment Fund
~ Comm Cnt Financial Accounting
N U Prepare Park Reserve GfP
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~ Health Gare Reimbursment Program Ice Arena Maintenance & Management (5) Youth Recreation Programming (1) Program 8 Facility Marketing
~ Park/Trail Development (7) Aquatic Cntr Maintenance & Manag. (5) Teen Programming (1) Joint Powers Agree. wl Schooi District
~ Fitness Programming (1) Park Design, const. admin & cost analysis Teen Center Operations SACS Facilty Agreement Facility Use Agreements (in-house)
V Ice Arena youth/adult programming (1) Comm Center Programming Ciry Affiliated Athletic Associations(2) Hiring of all staft & coaches Online Registraion Operations
Aquatic Center Programming Aquatic Programming (1) Ongoing Staff Trainings Park/Facility Rentals (10)
Senior Programming & Trips (1) Comm Ctr Operations & Maintenance (4) Preschool Programming (1) Membership Programming Donation/Grant Submittals
~ Adult Recreation Athletic Prog. (3) Huber Park Programming & Scheduling Activity Brochure
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H tce arena ice sales and contracts
F Ice Arena Pro shop operations
~ Facility Scheduling (g)
o Neighborhood Planning meeting Special Event Programming (8)
~n. Park openings Special Event Partnerships
~ ~ Landscaping Development
c O Shakopee Showcase organization
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