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Home My WebLink About13.F.2. Springsted Budget Prioritization Discussion /3.F-.A, CITY OF SHAKO PEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Springsted Budget Prioritization Discussion DATE: July 31,2008 Comment: Introduction: At the August 6th meeting, there will be a presentation regarding the Budget Prioritization Study which was performed by Springsted, Inc. Background: Because of an expected budget shortfall in FY09, the City contracted with Springsted, Inc., to help determine what budget priorities there should be for next year, and future budget years. On June 16th, 2008, Springsted conducted a workshop in which the City Council and Department Heads used a wireless voting system which registered the relative importance of sixty-nine City services which had been identified by staff as possibilities for reduction or elimination. Springsted also provided an opportunity for those present to vote on possible increases in the levels of those services. Dale Johnson-Raney ofSpringsted will be in attendance to review the results of the survey. A summary of the results is attached. As noted in the report, there are numerous places where the elected officials and staff differed on services in terms of relative importance. Those deviations will need to be discussed in more detail. It should be noted that regardless of how the FY09 budget discussions go, the intent of the Springsted study is to establish long term service priorities that should be a guide not just for the upcoming budget year, but for years in the future. Relationship to Visioning: This affects all six Goals that are identified in the Visioning Process. Recommendation: I recommend that the Council review the report and discuss. Action Required: Council should hear the report and provide direction. r 1Jv\cd-~ Mark McNeill MM:cn City Administrator J ~. F. a. - lA pcJA +~CI Attachment A Results of Budget Prioritization Process Council/Staff aqreement to eliminate service Department Service Potential Savings Related Goal Ref. # $4,500 (combination of #3 Make the Public Works Downtown Flower Baskets reduced fuel and fewer hrs Downtown & 40 for seasonal staff Riverfront Invitin Parks & ReG 69 Council/Staff aoreement to reduce service Department Service Potential Savings Related Goal Ref. # Historic Preservation $12,000 - (only achieved by Comm. Dev. Commission reducing Planner position 8 from full-time to art-time City Tree Inventory and No Savings unless N.R. #7 Protect the Parks & Rec Tree GIS Management Coordinator position is Environment 56 reduced or eliminated & Council/Staff aoreement to maintain at current level of service/not reduce Department Service Cost Related Goal Ref. # Administration IT Disaster Recovery System 4 Police Ordinance Enforcement 29 Police Coordinate emergency management 25 Police Emergency call 19 response/investigation Police Policing in rental properties 31 Public Works Pavement Preservation 43 Parks & Rec Aquatic programming 59 Parks & Rec Community Center Operations 57 Public Works Playground maintenance 34 Parks & Rec Senior programming 65 Parks & Rec Youth athletic associations 66 Services where support for reduction was hiqh from Councilor Staff Department Service Potential Savings Related Goal Ref. # Quarterly Hometown $22,000 in printing and #9 Foster Administration Community 1 Messenger Newsletter mailing costs Connections Community 6 Development Community $22,000 in 7 Development Plannin re uest Snow removal - plow Reduced overtime cost Public Works sidewalk/trail on just one during snow removal 37 side of the street Public Works Mow/trim park lands - $4,000 in seasonal staff 38 time Public Works Engineering Staffing Unlikely - would increase. 49 Reduction consultant costs & Natural Resources No Savings unless N.R. Programming & #7 Protect the Parks & Rec Environmental Education Coordinator position is Environment 53 Pro" ects reduced or eliminated * - indicates support was high from Council; all others support was high from staff Services where support for elimination was hiqh from Staff Department Service Potential Savings Related Goal Ref. # Quarterly Hometown $22,000 in printing and #9 Foster Administration Community 1 Messenger Newsletter* mailing costs Connections Administration Congregate Dining - Levee $30,000 in bldg rent, 2 Drive utilities and staff time $12,000 - (only Community Historic Preservation achieved by reducing 8 Development Commission* Planner position from full-time to part-time) No immediate savings Police Customer Service Survey - not budgeted for in 27 08 or 09 Natural Resources No Savings unless Programming and #7 Protect the Parks & Rec Environmental Education position is reduced or Environment 53 Proiects* eliminated . ,- with P&LD & f ,., .. 63 , . 'I' $5000 every other #9 Foster Parks & Rec Park and Trail Map Updates Community 54 year Connections * - indicates mentioned in previous list City of Shakopee Two Year Strate2Y and Action Steps #1 Ensure the City's Financial Health Maintain Fund Balances * Maintain Moderate Debt Levels * Maintain a Stable City Tax Rate * Determine additional funding sources to increase the Park Reserve Fund *Implement Recommendations of the Park Fees Study #2 Determine and Provide High Quality Cost Effective Services . Determine 'project Staffmg Requirements * Determine the public's expectations of service levels * Implement Use of the Latest Technology I Productivity * Train and hire quality employees #3 Make the Downtown & Riverfront Inviting Coordinate downtown interest groups (Downtown Partnership, Seniors, Arts Group, HP AC, Chamber, etc.) * Look at the future of the First Avenue Corridor * Provide for community entryways. Provide for ways to increase the variety of businesses on 151 A venue I downtown #4 Continue the Implementation of the Visioning Initiative Process Keep the Visioning Initiative in Front of the Public * Use Goals & Strengths in Decision Making Processes * Do Periodic Public Review ofInitiative * Maintain the Steering Committee; review progress twice annually * Ensure the committees and commissions are vested in the City's goals and strengths; use them during decision making. #5 Make the Community a Welcoming Place to Live & Work Initiate a welcoming package to the City * Encourage community events sponsored by different ethnic groups * Meet with neighborhood groups and residents * Develop staff awareness Isensitivity/skills to deal with diversity and community attitudes * Implement physical accessibility plan (e.g. trails) * Increase Transit #6 ReprioritizeProjects & Staff Resources Establish a work plan for: (1) 2008 Comp plan Update, (2) Community Center Future; (3) Personnel Issues, (4) Annexation Agreement and Phasing for Jackson Township; (5) Major transportation issue; (6) SPUCICity * Community Center Water Infiltration #7 Protect the Environment EncouragelEducate the public to expand recycling * Update stormwater plan and enforce regulations * Adopt Natural Resource Design Standards and Preservation of Fragile Natural Areas, and educate the public * Complete Energy Audit for City "Green Projects" #8 Strengthen Shakopee's "Small Town" Feel Develop cooperative community-wide communications efforts * Develop plan for street design, sidewalks and signage for visual connectiveness throughout the City * Implement improved customer service techniques for City employees * Pedestrian Crossings * Work with the Chamber or the community groups on special events or community projects. #9 Foster Community Connections Hold neighborhood meetings * Provide more opportunities for residents to obtain information * Support community initiatives (Arts org/events, Derby Days, Shakopee Showcase, National Night Out.) * Identify and reach out to City's diverse population mix. * Continue to provide trails to connect the different areas of the City as well as connecting people to public areas. #10 Deal with Tribal Related Land Issues Continue to support a negotiated agreement, including fee to trust * Continue to seek cooperation on issue of mutual interest * Expand partnerships with Scott Co. and others * Facilitate development of non-tribal lands around SMSC lands. Shako pee, Minnesota ~ Budget Priorities for 2009 ~ Program Non-Tax Net Tax Levy Revenue Support for Support for Support for Support for Ref. Service Submitting Program # Component Description of Service and Impact Department Cost Revenues Impact Generating Reductions Reductions Elimination Elimination (thousands) (thousands) (thousands) Options (Elected) (Staff) (Elected) (Staff) A four-page quarterly newsletter that is mailed to all residents and businesses in the Quarterly city. Impact: The newsletter is intended to communicate important news, information Hometown and upcoming events to residents and taxpayers. Prior to In past years the 1 Messenger Hometown Messenger has been a section of the quartlerly Parks & Recreation Administration $22.0 Mixed HIGH Mixed HIGH Newsletter brochure that is done in cooperation with Community Education. The stand-alone. direct-mall newsletter is intended to reach a broader audience who may not read the , h,noh",o For 30 years, the City has provided rented space and custodial services for a Congregate congregate dining site at Levee Drive Apts. While open to the public, the majority of 2 Dining - Levee clients are elderly residents of the building. Average number of meals served daily is Administration $37.3 low HIGH Mixed HIGH Drive 17. Impact: Loss of nutrition and socialization opportunities for primarily frail elderly clients The City currently employs four fuli-time custodians and one part-time custodian, for a total of 172 hours of custodial service a week. The Community Center is cleaned 7 days a week, the Police Station 6 days, and City Hall, Public Works, Engineering, the 3 Custodial Service Library and the Youth Building 5 days a week. The two fire stations and the Administration ? low HIGH low low congregate dining space also receive regular custodial service. Impact: Custodial service is important to the long-term care of our buildings, as well as to the public perception 01 City services and the health and safety of our employees. In early 2008, the City purchased phase 1 of a disaster recovery system for our IT systems. Phase 1 consisted of approximatley $50,000 in hardware. Phase 2 is planned for 2009 and consists of the software necessary to fully utilize the newly- IT Disaster purchased hardware. Phase 2 is estimated to cost $40,000. Impact: The Disaster 4 Recovery System Recovery System we are working toward will allow the City to more fully and quickly Administration $40.0 low low low low restore the City's servers and data in the case of a disaster at our main I.T. room in the police station. With the City's increasing reliance on computers for everything we do, the service impacts and costs of significant down-time for our network and/or lost data are sianificant. The city election currently occurs in odd numbered years. However, it can be changed to occur in even numbered years. Impact: Shakopee residents would vote every 5 Elections other year as opposed to every year as they do now. Candidates for city election, or City Clerk $3.5 low HIGH low Mixed any city referendum, would be on the same ballot as federal, state, and county offices. (A special election could be called for a referendum, if desired, occuring at a different time. I The City's Planning Commission/Board of Adjustment and Appeals currently meets Board of Adj & once a month from November to February, but twice a month March to October. City Appeals/Planning staff provides liaison services for these meetings. Impact: The PC/BOAA is advisory Community Planning 6 Comm Review & to the City Council, and serves as a decision-maiking body for CUPs, determinations, Development $3.5 application fees Mixed HIGH low low Liaison and variances. Reduction of meetings to once a month will still ailow for reasonable timeUnes for decision-making under current levels of development, but would reduce costs for Commissioner attendance at meetings and some staff overtime/compo time. Interim Camp Development of Comprehensive Plan Amendments before the decennially mandated Plan updates because of changes in land use policy occasioned by continued changes in 7 Amendments, the City. Develop special studies responsive to changes in the Council's policy Community 20 -50 HIGH Mixed HIGH low Special Planning direction regarding land use/zoning issues. Impact: Provides the opportunity for Development Council to adapt City land use plans and zoning to changed circumstances, new Studies onnortunities contemnlated future channes. Historic Community 8 Preservation Preserve history of Shakopee. Impact: Loss of history $12.0 HIGH HIGH Mixed HIGH Commission Development 9 Transit staffing Management of transit serivces Impact: Staff trained to replace use of outside Community $70.0 $70.0 $0.0 I low Mixed low Mixed consultants resul'inn in less General Fund cost Develonment Springsted Incorporated Page 1 of6 07/31/2008 Shako pee, Minnesota Budget Priorities for 2009 Program Non-Tax Net Tax Levy Revenue Support for Support for Support for Support for Ref. Service Submitting Program # Component Description of Service and Impact Department Cost Revenues Impact Generating Reductions Reductions Elimination Elimination (thousands) (thousands) (thousands) Options (Elected) (Staff) (EJected) (Staff) A wide range of serives (from providing informatino to the public to reviewing building permits and land use applications, to providing liaison to various City boards and commissions to carrying out code enforcement activities) are providing the City's Additional 10 Pianning Staffing Planning staff which consists of a Community Development Director, 2 Planner 2s, 1 Community $83.0 not sure less than 83 charges for Mixed Mixed low low Planner 1, and a Planning Secretary. Impact; Reduction of time for code Development information enforcement and public inquiries, elimination of capacity to assist other Departments services with GIS/map related projects, reduces staff for various boards (PC, HPAC, Transit, EDAC) 11 Umbrella Liability Excess liability insurance and for some types of claims not covered by the statuory tort Finance $44.0 low Mixed Mixed low Insurance liabilltv cao. Imoact: Potential cost over insurance coveraoe Internal service Intemal service fund charges for buildings and equipment. Equipment fund rents - 12 fund "rents" $1,050,000 building fund rents ~ $1,111,000. Impact: Inadequate funding for future Finance $2,000.0 low Mixed low low buildino and eouioment expenditures. Provides education to ali 3rd grade classes in the school system once a year and one Other insurance 13 Education/Preven open house to the public during fire prevention week in October. Impact: Would not Fire $5.0 $1.5 $3.5 companies or Mixed low Mixed low tion Program give the children of the City good information on how to get out of fires and prevent businesses fires from hannenino. Charge back to customer or 14 Water rescue Open Ice Diving and River Rescue response. Only Dive Team in Scott County. Fire Town; Use Mixed low low low response Impact: A longer response time. Carver County or Hennepin Dive Team 15 High level rescue Rope rescue ressponse for high level, lower level and confined spaces. Provides a Fire $10.0 Charge back to low Mixed low low response well rounded response to all rescue situations. Impact: Slower response time. customer Hazardous Response to all hazardous incidents and mitigate fuel leaks, gas leaks, chemicals. use the State 16 materials Fire $30.0 $15.0 $15.0 Hazardous low Mixed low low reSDonse Impact: Would not be able to mitigate problem quickly. Materials Team Training/sectional Sectional Schools - Mankato, Duluth and Rochester. Conferences - Minnesota State 17 schools and Fire Dept, State Chiefs and FDIC. Provides good training that we cannot get done in Fire $40.0 Mixed Mixed Mixed low conferences house along with getting great contact. Impact: Would not have a well rounded crew cross trained in all areas. In Sept., 2007, the BIA ruled that the SMSC could place 750 acres of land primarily in Shakopee, into Trust staus, thus removing it from Shakopee zoning control and tax Appeal of BIA Fee base. The Council chose to appeal the BIA's decision; the issue is currently in 18 to Trust Opinion litigation. Impact: A successful appeal will mean that the land is not placed into Trust Legal $100.0 low Mixed Low Mixed status. Future incremental applications that meet the Federal application criteria, which could have city input, would result in workable outcomes for the Tribe, BIA, and the Citv Emergency Call Officers respond to 911 calls for service and investigate criminal activity. Impact: 19 Response/lnvesti Quick responses to emergencies keep residents safe and is the top priority of the Police $800.0 low (ow low low at;on Police Dent. Proactive plice unit consisting of 2 officers that target repeat offenders and City "hot 20 Street Crimes spots". Impact: We have seen tremendous early success with this unit. They have Police $120.0 low Mixed low low Enforced been responsible for many key arrests and prevented several Incidents from haooenina in the Citv. Background 21 investigations - Background inestigations for non police related purposes (park and rec coaches, city _ Police $6.5 Mixed low High low Non Police employment, licensing, etc.}. Impact: Citizen safety Related Participate in the Southwest Metro Drug Task Force. Officers are able to follow drug 22 Conduct Drug traffic both in the City and to neighborhing jurisdictions. Impact: Service levels would Police $150.0 $60.0 $90.0 low Mixed low low Investigations most likely decrease if the department moves away from the Southwest Metro Drug Task Force. Conduct and Staff attends training beyond mandated POST requirements. Impact: Will fall behind 23 attend training Police $15.0 $7.5 $7.5 Mixed Mixed low low beyond mandates the rest of the industry and has potential negative effects on service levels. , , . .; Springsted Incorporated Page20f6 07/31/2008 Shako pee, Minnesota " Budget Priorities for 2009 . Program Non-Tax Net Tax Levy Revenue Support for Support for Support for Support for Ref. Service Submitting Program # Component Description of Service and Impact Department Cost Revenues Impact Generating Reductions Reductions Elimination Elimination (thousands) (thousands) (thousands) Options (Elected) (Staff) (Elected) (Staff) Conduct non- Can delegate 24 enforcement Administrative tasks, case management, employee background checks. Impact: Police depends some code work Mixed Mixed Mixed Mixed ordinance to other City activities Departments Coordinate Train and prepare police and city staff for an emergency. Impact: Ability to properly 25 emergency respond and handle a crisis situation impacts the safety of all Shakopee residents. Police $5.0 low low low low management Will result in the City falling behind the curve. The City would lose out on grant oooortunities that have been extremelv beneficial to this coint. Train employees to develop cultural and language skills to serve a population that is 26 Cultural Education becoming more diverse. Impact: Not improving cultural and language skills impacts Police $1.5 Mixed low low low our service to a arowina oopulation in Shakooee. Looking at Receive feedback from the community on the department's performance. Impact: alternative 27 Customer Service Not conducting survey will save on staff time and costs associated with mailing and Police $3.0 delivery systems low HIGH Mixed HIGH Survey printing the survey. Not conducting the survey may also results in the department for future surveys moving in directions not consistent with what hte public desires. beside the post office Monthly Report to Provide reports and updates from the department to City staff and City Council. 28 Impact: Allows certain members of the public and elected officials to keep pace with Police $1.2 low Mixed low Mixed Council what is hannenino in denartment. Code issues Enforcement of City Code violations;. Impact: If properly staffed, other City could be 29 Ordinance departments may be able to handle code issues more effectively than Police CSOs Police $10.0 delegated to low low low low Enforcement other currently can. departments within the Citv. DARE/GREAT, School Resource Officer Program. Impact: If SROs are elimninated 30 Participation in or if DARE or GREAT are eiiminated, educational and prevention programs will be Police $240.0 $80.0 $160.0 low Mixed low low School Activities greatly diminished. To keep this program going, adequate staffing levels must be maintained. The crime free multi-housing officer works with property managers to ensure sale living Policing in Rental environments for residents. Impact: The CFMH officer talks daily to property owners 31 and caretakers. Not having someone In this position will result in less contact with Police $40.0 low low low low Properties those individuals and possibly a return to "problem" properties in the City, as was the case before this nosition was created. 32 Watering of trees Watering of trees in the public right-of-way and parks is done when necessary. Public Works $10.0 Mixed low Mixed low ImDact: Possible loss of trees Maintain Maintain downtown streetscape. Impact: Complaints and reduced aesthetics of Assessment 33 downtown Public Works $26.0 Mixed Mixed Mixed low streetscaoe Downtown area. (Taxing District) 34 Playground Inspect and maintain playgrounds. Weekly inspections. Impact: Complaints, liability Public Works $25.0 low low low low maintenance issues. Maintain softball and baseball fields on school property. Mostly in-field grooming and Invoice School 35 School Fields striping. Impact: Complaints - fields would be unsafe and un-usable for youth Public Works $15.0 District for Mixed Mixed low low activitities services 36 Youth building Buidling rental charges and maintenance. Provides meeting space for community. Public Works $32.0 Charge user fees low Mixed low fow Impact: Lack of meeting space will lead to complaints and reduce service levels. to cover costs Snow removal of sidewalks and trails. Provides safe pedestrian routes. Impact: 37 Snow removal Need to revise City Code or adopt a policy to reduce service. Complaints - potential Public Works $40.0 low HIGH low low liabilitv. 38 MowlTrim Park Mowing and trimming of park lands. Provides well groomed parks. Contributes to City Public Works $50.0 Mixed HIGH low low Lands image. Impact: Complaints, poor turf quality, additional weeds, violation of City Code. Skating Rink Placing water for ice on outdoor rinks and maintaining the ice for skating during the 39 motnhs of December, January and February. Impact: No outdoor skating Public Works $15.0 Charger user fee Mixed Mixed low Mixed Maintenance oooortunities for vouna oeoole. Uoset oublic that use outdoor Ice. Downtown Flower Placing, daily watering, general maintenance of flower baskets in Downton area from Special Service 40 Baskets May to October. Helps with Downtown Partnership Vision of energizing Downtown Public Works $9.0 $4.5 $4.5 District HIGH HIGH High High area. Imnact: Mav ;mnact down own business. Springsted Incorporated Page 3 of 6 07/31/2008 Shako pee, Minnesota Budget Priorities for 2009 Program Non-Tax Net Tax Levy Revenue Support for Support for Support for Support for Ref. Service Submitting Program # Component Description of Service and Impact Department Cost Revenues Impact Generating Reductions Reductions Elimination Elimination (thousands) (thousands) (thousands) Options (Elected) (Staff) (Elected) (Staff) 41 Spring Cleanup Provide residents with ability to clean-up and throw out or recycle unwanted items. Public Works $25.0 $20.0 $5.0 low Mixed low low Dav Impact: complaints increased iIIeaal dumoina Vehicle and Provide mechanical repairs of vehicles and equipment. Provide preventative 42 Equipment maintenance of vehicles and equipment. Provide welding and fabrication services. Public Works $300.0 low low low low Maintenance Impact: Shorten vehicle and equipment life. Lost efficiency - downtime. Increased cost to other departments. Potential liability for public safety Pavement Crack sealing, seal coating, bituminous overlays and patchin gof 150 miles of streets 43 preservation on an annual basis. Impact: Accelerated deterioration of pavements and more Public Works $300.0 $150.0 $150.0 Assessment low low low low expensive reconstruction oroiects. 44 Boulevard Tree Maintenance of boulevard trees including planting, trimming, disease tree and Public Works $50.0 Assessments low Mixed low low Maintenance hazardous tree removals and stump grinding. Impact: Public safety issues - lawsuit. Services could be Public building contracted out 45 and ground Maintain public grounds for City buildings, special projects for City buildings. Impact: Public Works $25.0 (but now done in low low low low maintenance Complaints, violation of City Code (grounds)., special projects are delayed. off peak tims by Public Works staffl 46 Park tree Maintain park trees. Impact: complaints, potential liability. Public Works $30,0 low low low low maintenance I rrigation systems Maintenance of irrigation systems on athletic fields, public buildings and certain parks 47 maintenance for turf management. Impact: Turf quality may be reduced and degarded to a point of Public Works $30.0 low Mixed low low reseedinn is needed. Athietic field maintenance is performed in spring and summer for softball, baseball, 48 Athletic field soccer and football programs. MOWing 2 times/week and grooming 2 times/week. Public Works $125.0 User fees Mixed Mixed low low maintenance Impact: Upset public due to field quality being reduced and more injuries are possible due to lower field maintenance. Engineering staff provides design, construction and inspection of Public projects; design, review and inspection of private developments; coordination and inspection of Engineering County projects; coordination with SPUC; commercial building permits; transportation 49 Staffing Reduction studies; coordination with Public Works Divisions. Impact: Delay of projects such as Public Works $80.0 $40.0 $40.0 Mixed HIGH low Mixed bituminous overlays would ultimately cost more and is not recommended. Reduce service level to the public, County coordination, SPUC coordination and delay of public infrastructure oroiects. Schedule all park faciliites, ball fields, community center rooms. Manage rental Park and Facility agreements and coordinate school facilities with school district. Impact: Teams Sponsorship of 50 Rentals would nol have set praclive or game times coordinated with City and school district. Recreation $63.0 $27.0 $36.0 City facilities and low Mixed low low Shelters would not be available for reservation. No room rentals at the Community ball fields Center or vouth buildinn, Manage the day to day operations and maintenance of the Ice Arena. Schedul and Increase building Ice Arena coordinate facility rentals and usage year round. Impact: City would pay for the use sponsorships, 51 Management of the ice time for, programming and the City would lose control of Ice Arena Recreation $350.0 $228.0 $122.0 increase ice Mixed low low low management. School District and Hockey Association would pay higher prices and rental fees have limited ice time. Separate ice 52 Ice Arena Offers youth and adult programs in learn to skate and open skating opportunities. Recreation $50.0 $37.5 $12.5 admissions from low Mixed low low Programming Also includes special events. Impact: Loss revenue from ice rentals community center memberships Nat'l Resources NR Coordinator offers programming for kids and adults to make them aware of the Programming & importance of natural resources in the community. NR Coordinator participates with Increase 53 Env. Edu. other entities to provide school age children with environemtnal education projects and Recreation $10.0 $3.0 $7.0 programming to Mixed HIGH Mixed High Projects programs. Impact: Not have potential to gain revenue. Increase City's cost to increase fees provide programming we can do in hour if consultant is hired. Park and Trail Maintain and update City's Park and Trail maps when necessary. Impact: City would 54 Map Updates not have the most current Park and Trail maps available for community and planning Recreation $9.0 Charge for maps low HIGH Mixed High . n"rnoses " Springsted Incorporated Page 4 of6 07/31/2008 .. Shakopee, Minnesota " Budget Priorities for 2009 ;. Program Non-Tax Net Tax Levy Revenue Support for Support for Support for Support for Ref. Service Submitting Program # Component Description of Service and Impact Department Cost Revenues Impact Generating Reductions Reductions Elimination Elimination (thousands) (thousands) (thousands) Options (Elected) (Staff) (Elected) (Staff) Conservation Manage and maintain the City's designated conservation easements by Hire consulting 55 Easement recommending land, monitoring encroachments and maintaining boundary markings. Recreation $10.0 company to Mixed low low Mixed Management Impact: If not managed, City could lose valuabile natural resource lands manage lands City Tree The City tree inventory is maintained regularly to ensure quality trees are planted and hazrdous trees are removed. The Tree Inventory is integrated to GIS and the system 56 inventory and is maintained to ensure accuracy. Impact: City would not be able to manage the tree Recreation $7.0 HIGH HIGH Mixed Mixed Tree GIS Management population, reduce risk of liabllty and reduce risk of tree diseases, or maintain value of tree resources. Increased Community Manage day to day operations, facility usage, and staff for community center. Impact: programming, 57 Center Operations Citizens would not hae a community center to use in the City that offers programs, Recreation $500.0 $200.0 $300.0 rentals and fees; low low low low fitness, classes and drop in services. Get sponsorships from corporations Aquatic Center Manage day to day operations, facility usage, maintenance, chemical control and staff 58 for Aquatic Park. Community has a unique sand bottom aquatic facility to use in the Recreation $300.0 $100.0 $200.0 low Mixed low low Operations summer. The pool is also used for lesssons and specialty programs. Impact: Provides American Red Cross swimming lessons of all levels to ail ages. Sepcialty Aquatic programs such as scuba, boating safety, swim camp and open swims are offered to 59 the public. Only swimming program offered in the Ctiy. City has the use of 3 pools (2 Recreation $150.0 $105.0 $65.0 low low low low programming school district and one outdoor). Impact: Community would have to travel outside of Citv for swimmina lessons. Charge fees for all special events, Teen Day to day operations and programming of teen center and skate park. Provides charge daily 60 programming events such as DJs and bands at lhe leen center. Impact: Not offering the teen Recreation $94.0 $32.9 $61.1 admission fees, Mixed Mixed low low center would take away a beneficial place for teens to go. use space for other !proarammina Charge developers a City evaluates and plans City park and trail coordination and consturction. construction ParklTrail 5% from Park administration fee 61 Development and Construction administration is doen internally so City is aware of entire construction Recreation depends on Reserve CIP depends on (currently low HIGH Mixed Mixed Construction process. Impact: tack of staff person who is consistent and familiar with City project when applicable project implemented in facilities and comprehensive plan. revised Developers Aareementl Design all new parks in house. Coordinate community meetings and plan Park 90% from Park 62 Park Design and Reserve CIP dependning on funding, City's camp plan and needs of City. Plans park Recreation depends on Reserve CI P depends on General Fund? HIGH HIGH Mixed Mixed Park Openings openings to celebrate new parks. Impact: Design would not be done by City so project when applicable project would not have extra dedication to the City's needs. Develop landscape plans and implement landscape projects in house. Impact: Parks Adopt a Planting 63 Landscape Department may need to hire a private consultant if project is large. City's costs could Recreation $5.0 Area with Mixed HIGH Mixed High Development volunteers paying be increased. for plants Recreation Department coordinated and partners with many groups and organizations Charge fees or 64 Special Events to offer special events to the community. Impact: If not parlnering the City would not Recreation $35.0 increase Mixed Mixed Mixed Mixed Partnerships be recognized and stiil be working with the groups because many special events take sponsoships to lace in Citv parks or facilities. cover cost Senior Provides programming for active older adults including adult fitness, cards, movies, Increase fees or 65 Programming senior club, trip and special events. Impact: Lack of social program for older active Recrealion $10.0 $1.5 $8.5 partner with other low low low low adults to stay fit and/or interact with older adults. older adult groups Sprlngsted Incorporated Page 5 of6 07/31/2008 Shakopee, Minnesota Budget Priorities for 2009 Program Non-Tax Net Tax Levy Revenue Support for Support for Support for Support for Ref. Service Description of Service and Impact Submitting Cost Program Impact Generating Reductions Reductions Elimination Elimination # Component Department (thousands) Revenues (thousands) Options (Elected) (Staff) (Elected) (Staff) (thousands) increae fee per Coordinate all activities and facility scheduling for youlh alhletlc associations. Offer an participant and require 66 Youth Athletic enhanced and standard package. Central department to coordinate season Recreation $5.0 $5.0 $0.0 administration low low low low Associations scheduling and facility usage. Impact: Lack of coordination of activities and facility and park scheduling for youth athletic associations. maintenance charnes Corodinate adult sport leagues for basketball, volleybail and softball and offer a variety 67 Adult Sports/Adult of aduit programming such as archery. 150 adult teams particiapte each year. Recreation $20.0 $20.0 $0.0 Increase team Mixed low Mixed low Programming Impact: Adult Sport groups coordinate themselves or limit the number of teams. City fees would lose revenue and conlrol over facilltv usane. Oversees Natural Resources initiatives including woodland management, wetland Storm sewer fund evaluations, water quality monitoring, wildlile habitat improvement projects, and and implementing 68 Natural Resource preparation and distribution of public information and educational materials. Recreation $128.0 $25.6 $102.4 new fees Mixed Mixed Mixed Mixed Coordinator Participates in development review and enforces a number of City code requirements. approved with Impact: If the services are not compelted, the City will iose valuable natural resources design criteria and not be able to maintain the high quality natural resources that currently exist. Plans, designs, and develops parks, trails, open space and park facilities within the City's comprehensive plan and Park Reserve CIP. Reviews development proposals, Park and designs complex and technical plans for projects and manages construction and 69 Landscape development of projects. Impact: Cost for consultant wouid be higher than a Park Recreation $85.0 $42.5 $42.5 HIGH HIGH HIGH HIGH Designer and Landscape Designer. Other staff time would be needed to assist consultant on project planning, design, meeting appearances and information. Engineering would ensure construction is completed but do not have specifiC landscape design n, "lifi",linno. , ,. Springsted Incorporated Page 6 of 6 07/31/2008 .. . . . . . . . . . . . . . . . . . . . . . Budget Prioritization Session . City of Shakopee, Minnesota . July 7, 2008 . . . . . . . . . . . . . Table of Contents . . LETTER OF TRANSMITTAL . . . 1 INTRODUCTION ........... ........................................ ........ .................. ...2 . 2 METHODOLOGy................. ...................... ............. ........... ....... .........3 . 3 FINDINGS AND RECOMMENDATIONS........................... ................... .....4 . 4 IMPLEMENTING THE RECOMMENDED SALARY PLAN ..........................27 . BUDGET PRIORITIZATION DATA................................................. APPENDIX A . . . . . . . . . . . Mission Statement . Springsted provides high quality, independent financial . and management advisory services to public . and non-profit organizations, and works with them . in the long-term process of building their communities . on a fiscally sound and well-managed basis. . . . . .- Springsted Incorporated . 1564 East Parham Road Richmond, VA 23228 . Springsted Tel: 804.622.6990 Fax: 804.726.9752 . www.springsted.com . LETTER OF TRANSMITTAL . . July 7,2008 . Mr. Mark McNeil . City Administrator 129 South Holmes Street . Shakopee, MN 55379 . Re: Budget Prioritization Session . . Dear Mr. McNeil: . Springsted Incorporated is pleased to provide the City of Shakopee with the results of the Budget Prioritization Session. It is based on the facilitated session we held in Shakopee on June 16,2008. The . enclosed report includes a description of the purpose of the facilitated session, the methodology used, the findings obtained and recommended next steps. . Springsted expresses it's thanks to the City staff, especially yourself and Gregg Voxland, for all you did . to assist us in scheduling the meeting and for providing direction and feedback throughout the process. Springsted appreciates the privilege of serving the City of Shakopee and hope that we may be of . assistance to you in the future. . Respectfully submitted, . . Dale Johnson-Raney, Vice President Matt Stark . Management Consultant Management Analyst . . . . . . . . . . . Introduction 2 . 1. Introduction . . Springsted was hired by the City of Shakopee to help management staff and City Council perform a budget prioritization process as a means of addressing . projected future budget shortfalls. City staff identified 69 services to be examined for potential reduction/elimination and/or improvement. . This report summarizes and analyzes the results of the session designed by . Springsted, in partnership with the City staff, to address the City's budget prioritization needs. . . . . . . . . . . . . . . . . . . . . . . . Springsted City of Shako pee, Minnesota. Budget Prioritization Session . . . Methodology 3 . 2. Methodology . The process began with the completion of a form by City staff on each service . that was a candidate for reduction or elimination (See Appendix n. The form included a description of the service, the impact of service reduction/ . elimination, the source of revenue for the service, and any alternate means of service delivery. . This form was completed for each of the 69 services identified as candidates for . reduction/elimination. The forms were then distributed to all Council members and the City management staff for review prior to the session at which the . services would be discussed. . On the evening of June 16, 2008, Springsted attended a meeting of the City . Council, and used its wireless voting system to gauge Council and staff's opinions regarding potential service reductions/eliminations/improvements. . Five City Council and nine members of City management used Springsted's wireless voting system to express their agreement or disagreement with the . following three statements: 1. This service should be reduced. . 2. This service should be eliminated. 3. This service should be improved. . Each service element was displayed in turn, and meeting attendees indicated . their level of agreement with each statement for each service. Level of agreement was expressed on a five-point scale, as follows: . 1. Strongly disagree 2. Disagree . 3. No opinion . . 4. Agree 5. Strongly agree . At the end of each round of voting, the voting averages were displayed and . briefly discussed, at which point the group went through the services again, indicating their agreement with the next statement. . . . . . . . . . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . . Findings and Recommendations 4 . 3. Findings . In the narrative below, the statements posed to the City Council and City staff are listed followed by a summary and analysis of the responses given. A . summary of the responses is in Appendix A. . Statement One: "This service should be reduced" . City Council Preferences: . . Tier 1: Solid support for reduction . These are service areas where a sizeable majority of City Council agreed with the idea of service reductions. It seems likely that proposals for the reduction . of service levels in these areas would find support from Council. . Council Service ComDonent Average Nea Neut Pos . City Tree inventory and Tree GIS 4.0 1 0 4 Management . Downtown Flower Baskets 4.0 1 1 3 . Interim Comp Plan Amendments, Special 3.6 1 1 3 Planning Studies Park and Landscape Designer 3.6 1 1 3 . Park Design and Park Openings 3.6 1 1 3 . Historic Preservation Commission 3.6 1 1 3 . . . . . . . . . . . . . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . . Findings and Recommendations 5 . Tier 2: Little support for reductions: . These are service areas where sizeable majorities of City Council were against the idea of service reductions. Proposals to reduce service levels in . these areas would most likely be met with resistance from Council. . Elected Service ComDonent Average Nea Neut Pos . Emergency Call Response/Investigation 1.2 5 0 0 Pavement preservation 1.4 5 0 0 . Vehicle and Equipment Maintenance 1.4 5 0 0 . Senior Proaramming 1.4 5 0 0 Street Crimes Enforced 1.6 5 0 0 . Conduct Drug Investigations 1.6 5 0 0 Playground maintenance 1.8 5 0 0 . Sprina Cleanup Dav 1.8 5 0 0 Monthly Report to Council 1.8 5 0 0 . Appeal of BIA Fee to Trust Opinion 1.8 4 1 0 Park and Facility Rentals 1.8 4 1 0 . IT Disaster Recovery System 2.0 4 1 0 . Public building and ground maintenance 2.0 4 1 0 Umbrella Liability Insurance 2.0 4 1 0 . Transit staffino 2.0 4 1 0 Park and Trail Map Updates 2.0 4 1 0 . Hazardous materials response 2.2 4 1 0 Snow removal 1.8 4 0 1 . Community Center Operations 2.0 4 0 1 Aquatic Center Operations 2.0 4 0 1 . Internal service fund "rents" 2.0 4 0 1 Custodial Service 2.0 4 0 1 . Ordinance Enforcement 2.2 4 0 1 . Participation in School Activities 2.2 4 0 1 Elections 2.2 4 0 1 . Coordinate emergency management 2.4 4 0 1 Park tree maintenance 2.4 4 0 1 . Ice Arena Programming 2.6 4 0 1 Youth building 2.2 3 2 0 . ParkfT rail Development and Construction 2.2 3 2 0 High level rescue response 2.4 3 2 0 . Congregate Dining - Levee Drive 2.2 3 1 1 . Youth Athletic Associations 2.6 3 1 1 Aquatic programming 2.6 3 1 1 . Boulevard Tree Maintenance 2.6 3 1 1 Irrigation systems maintenance 2.6 3 1 1 . Policing in Rental Properties 2.8 3 1 1 Customer Service Survey 2.8 3 1 1 . . . . . Springsted City of Shakopee. Minnesota. Budget Prioritization Session . . Findings and Recommendations 6 . Tier 3: Mixed support for reductions: . These were service elements where the City Council was split in their support for reductions. The top of this list shows service components for which two . or more Council members had no opinion, while their peers were split. The remainder of the list shows service components for which Council is either . split 3-2, or is split exactly down the middle. . Proposed service level reductions for items on this list might find support from Council. Such proposals would likely require more explanation and . justification than those from Tier 1, where consensus is stronger. . Elected Service Component Average Nea Neut Pos . Special Events Partnerships 3.0 1 3 1 . Maintain downtown streetscape 3.2 1 2 2 Background investigations. Non Police 3.4 . Related 1 2 2 Adult Sports/Adult Programming 2.8 2 2 1 . Engineering Staffing Reduction 2.8 2 2 1 landscape Development 3.0 2 2 1 . Board of Adj & Appeals/Planning Comm 2.6 Review & Liaison 2 1 2 . Planning Staffing 2.8 2 1 2 Conduct non-enforcement ordinance 2.8 . activities 2 1 2 Education/Prevention Program 3.0 2 1 2 . Watering of trees 3.0 2 1 2 . Natural Resource Coordinator 3.0 2 1 2 Training/sectional schools and conferences 3.2 2 1 2 . Conduct and attend training beyond 3.2 mandates 2 1 2 . Nat'l Resources Programming & Env. Edu. 3.2 Projects 2 1 2 . Athletic field maintenance 3.2 2 0 3 Quarterly Hometown Messenoer Newsletter 3.4 2 0 3 . Skating Rink Maintenance 3.4 2 0 3 Conservation Easement Management 2.6 3 0 2 . Mowrrrim Park lands 2.6 3 0 2 . Cultural Education 2.8 3 0 2 Ice Arena Management 3.0 3 0 2 . Teen programming 3.0 3 0 2 School Fields 3.0 3 0 2 . Water rescue response 3.2 3 0 2 . . . . . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . Findings and Recommendations 7 . City Management Staff Preferences . Tier 1: Solid support for reduction: . These are service areas where a sizeable majority of the City's management . staff agreed with the idea of service reductions. . Staff Service ComDonent Average Nea Neut Pos . Historic Preservation Commission 4.44 0 0 9 Park Design and Park Openings 4.22 0 0 9 . Congregate Dining. Levee Drive 4.33 1 0 8 Landscape Development 4.11 0 1 8 . ParklTrail Development and Construction 4.00 1 1 7 Park and Landscape Designer 3.89 2 0 7 . Board of Adj & Appeals/Planning Comm 3.78 0 2 7 Review & Liaison . Nat'l Resources Programming & Env. Edu. 3.78 1 1 7 . Projects Park and Trail Map Updates 3.67 1 1 7 . Custodial Service 3.56 2 0 7 Elections 3.56 2 0 7 . MowfTrim Park Lands 3.44 2 0 7 Customer Service Survey 3.89 0 3 6 . Downtown Flower Baskets 3.78 2 1 6 City Tree inventory and Tree GIS 3.56 3 0 6 . Management Snow removal 3.44 3 0 6 . Quarterly Hometown Messenger Newsletter 3.33 2 1 6 Engineering Staffing Reduction 3.22 3 0 6 . . . . . . . . . . . . . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . Findings and Recommendations 8 . Tier 2: Little support for reductions: . These are service areas where a sizeable majority of City management staff were against the idea of service reductions. These items are likely to be . among the last to be supported by staff for reductions. . Staff Service Component Average Neg Neut Pos . Background investigations. Non Police 1.89 9 0 0 Related . Coordinate emeroency management 1.67 8 1 0 . Pavement preservation 1.78 8 0 1 Vehicle and Equipment Maintenance 2.11 8 0 1 . Youth Athletic Associations 2.11 8 0 1 Education/Prevention Program 2.11 8 0 1 . Emergency Call Response/Investigation 1.78 7 1 1 IT Disaster Recovery System 1.78 7 1 1 . Ordinance Enforcement 2.22 7 1 1 Park tree maintenance 2.44 7 0 2 . Cultural Education 2.44 7 0 2 . Water rescue response 2.44 6 2 1 Community Center Operations 2.44 6 1 2 . Policing in Rental Properties 2.44 6 1 2 Conservation Easement Management 2.56 6 1 2 . Senior Programming 2.56 6 0 3 Watering of trees 2.67 6 0 3 . Adult Sports/Adult Programming 2.44 5 2 2 Playground maintenance 2.67 5 1 3 . Public building and ground maintenance 2.67 5 1 3 . Aquatic programming 2.67 5 1 3 Ice Arena Management 2.78 5 1 3 . . . . . . . . . . . . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . Findings and Recommendations 9 . . Tier 3: Mixed support for reductions: . These are areas where City management staff was mixed in their opinion regarding potential reductions. . Staff Service Component Neg Neut Pos . Averaae Conduct Drug Investigations 2.67 5 0 4 . Street Crimes Enforced 2.56 4 3 2 Spring Cleanup Day 2.78 4 3 2 . Park and Facility Rentals 2.78 4 3 2 Hazardous materials response 2.89 4 2 3 . Appeal of BIA Fee to Trust Opinion 2.56 4 1 4 . Boulevard Tree Maintenance 2.78 4 1 4 Teen programminQ 2.89 4 1 4 . Participation in School Activities 2.89 4 0 5 Aquatic Center Operations 3.00 4 0 5 . Internal service fund "rents" 3.11 4 0 5 Ice Arena Programming 3.00 3 2 4 . Irrigation systems maintenance 3.00 3 2 4 Monthly Report to Council 3.11 3 2 4 . Special Events Partnerships 3.11 3 2 4 Training/sectional schools and conferences 3.11 3 2 4 . Youth building 3.22 3 2 4 . High level rescue response 3.22 3 2 4 Natural Resource Coordinator 3.22 3 1 5 . School Fields 3.22 3 1 5 Athletic field maintenance 3.33 3 1 5 . Interim Comp Plan Amendments, Special 3.33 3 1 5 Planning Studies . Umbrella Liability Insurance 3.11 2 4 3 Transit staffing 3.33 2 3 4 . Maintain downtown streetscape 3.33 2 2 5 . Conduct non-enforcement ordinance 3.33 2 2 5 activities . Skating Rink Maintenance 3.56 2 2 5 Planning Staffing 3.33 1 3 5 . Conduct and attend training beyond 3.33 1 3 5 mandates . . . . . . . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . Findings and Recommendations 10 . . Comparison of Council and Staff Preferences . Areas of Consensus . The following table shows service components where staff and Council shared similar opinions regarding the potential for service reductions. . Services listed below in Tier 1 are services that Council and staff agree are .' likely candidates for service level reductions. . Conversely, those items listed under Tier 2 are agreed upon as being . reduction targets of last resort. . Tier 3 services have mixed support for reduction from both groups. . Tier 1 Service Component City Tree inventory and Tree GIS Management . Downtown Flower Baskets Historic Preservation Commission . Park and Landscape Designer Park Design and Park Openings . Tier 2 Service Component . Aquatic programming Community Center Operations . Coordinate emergency management . Emergency Call Response/Investigation IT Disaster Recovery System . Ordinance Enforcement Park tree maintenance . Pavement preservation Playground maintenance . Policing in Rental Properties Public building and ground maintenance . Senior Programming Vehicle and Equipment Maintenance . Youth Athletic Associations . Tier 3 Service Component Athletic field maintenance . Conduct and attend training beyond mandates Conduct non-enforcement ordinance activities . Maintain downtown streetscape Natural Resource Coordinator . Planning Staffing . School Fields Skating Rink Maintenance . Special Events Partnerships Teen programming . Training/sectional schools and conferences . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . . Findings and Recommendations 11 . Differences of Opinion: . The following tables show services where staff and Council had differing opinions regarding the potential for service reductions. The entries are color- . coded according to the following scheme: . Entries in red are Tier 1, where support for reductions was high. . . Entries in green are Tier 2, where support for reductions was low. . Entries in blue are Tier 3, where support for reductions was mixed. . . The table below shows elements where support for reductions was mixed from one party (and thus appear in blue), while support from the other party . was high or low (and thus appear in red or green). Elements on this list will require further discussion to determine whether one group (most likely the . group with a mixed opinion) will commit to moving the service component to Tier I or Tier 2. . City Council Management Staff . Adult Sports/Adult Programming Adult Sports/Adult Programming Appeal of BIA Fee to Trust Opinion Appeal of BIA Fee to Trust Opinion . Aquatic Center Operations Aquatic Center Operations Background investigations. Non Police Related Background investigations. Non Police . Related Board of Adj & Appeals/Planning Comm Review Board of Adj & Appeals/Planning Comm . & Liaison Review & Liaison Boulevard Tree Maintenance Boulevard Tree Maintenance . Conduct Drug Investigations Conduct Drug Investigations Conservation Easement Management Conservation Easement Management . Cultural Education Cultural Education . Education/Prevention Program Education/Prevention Program Engineering Staffing Reduction Engineering Staffing Reduction . Hazardous materials response Hazardous materials response High level rescue response High level rescue response . Ice Arena Management Ice Arena Management Ice Arena Programming Ice Arena Programming . Interim Comp Plan Amendments, Special Interim Comp Plan Amendments, Special Planning Studies Planning Studies . Internal service fund .rents. Internal service fund .rents. Irrigation systems maintenance Irrigation systems maintenance . Landscape Development Landscape Development Monthly Report to Council Monthly Report to Council . Mowrr rim Park Lands Mowrrrim Park Lands Nat'l Resources Programming & Env. Edu. Nat'l Resources Programming & Env. Edu. . Projects Projects Park and Facility Rentals Park and Facility Rentals . Participation in School Activities Participation in School Activities Quarterly Hometown Messenger Newsletter Quarterly Hometown Messenger . Newsletter Snow removal Snow removal . Spring Cleanup Day Spring Cleanup Day Street Crimes Enforced Street Crimes Enforced . Transit staffing Transit staffing Umbrella Liability Insurance Umbrella Liability Insurance . Water rescue response Water rescue response . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . . Findings and Recommendations 12 . Watering of trees Watering of trees Youth building Youth building . The table below shows service elements where the two groups showed . opposite opinions. In these cases, staff felt that the services were good candidates for reductions (thus they are in red), while Council felt that the . items were poor candidates (thus they are in green). There were no items where these opinions were reversed. . . Considerable discussion will be required to reach consensus on these items, if consensus can be reached at all. . City Council Management Staff . Congregate Dining - Levee Drive Congregate Dining. Levee Drive Custodial Service Custodial Service . Customer Service Survey Customer Service Survey Elections Elections . Park and Trail Map Updates Park and Trail Map Updates ParkfTrail Development and Construction ParkfTrail Development and Construction . . Statement Two: "This service should be eliminated" . City Council Preferences . Tier 1: Solid support for elimination: . These are service areas where a sizeable majority of City Council agreed with . the idea of service elimination. It seems likely that proposals for the elimination of service levels in these areas would find support from Council. . Council . Service Component Averaae Neg Neut Pos Background investigations. Non Police 3.6 1 1 3 . Related Interim Comp Plan Amendments, Special 3.6 1 1 3 . Planning Studies Park and Landscape Designer 3.6 1 1 3 . Downtown Flower Baskets 3.8 1 1 3 . . . . . . . . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . Findings and Recommendations 13 . Tier 2: Little support for elimination: . These are service areas where a sizeable majority of City Council were against the idea of service elimination. Proposals to eliminate services in . these areas would most likely be met with resistance from Council. . Council Service ComDonent Averaae Nea Neut Pos . Emergency Call Response/Investigation 1.2 5 0 0 ,. Playground maintenance 1.6 5 0 0 Pavement preservation 1.2 5 0 0 . Conduct Drug Investigations 1.6 5 0 0 Community Center Operations 1.4 5 0 0 . Spring Cleanup Day 1.6 5 0 0 Street Crimes Enforced 1.6 5 0 0 . Irrigation systems maintenance 1.9 5 0 0 Coordinate emergency management 1.8 4 1 0 . Vehicle and Equipment Maintenance 1.6 4 1 0 IT Disaster Recovery System 1.8 4 1 0 . Ice Arena Management 2.0 4 1 0 . Public building and ground maintenance 2.0 4 1 0 Custodial Service 2.0 4 1 0 . Aquatic programming 2.0 4 1 0 Senior Programming 1.8 4 1 0 . Aquatic Center Operations 1.8 4 1 0 Park and Facility Rentals 1.8 4 1 0 . Participation in School Activities 1.6 4 1 0 Park tree maintenance 2.0 4 1 0 . Hazardous materials response 2.0 4 1 0 . Engineering Staffing Reduction 2.0 4 1 0 Conservation Easement Management 2.2 4 1 0 . Appeal of BIA Fee to Trust Opinion 1.8 4 1 0 Monthly Report to Council 1.8 4 1 0 . Ordinance Enforcement 1.8 4 0 1 Internal service fund "rents" 2.0 4 0 1 . Water rescue response 2.4 4 0 1 Teen programming 2.2 4 0 1 . Snow removal 2.0 4 0 1 Youth building 2.6 4 0 1 . Mowffrim Park lands 2.4 4 0 1 . Boulevard Tree Maintenance 2.6 4 0 1 High level rescue response 2.4 4 0 1 . Planning Staffing 2.4 4 0 1 Transit staffing 2.4 4 0 1 . Youth Athletic Associations 2.0 3 2 0 Ice Arena Programming 2.2 3 2 0 . Elections 1.8 3 2 0 Policing in Rental Properties 2.6 3 1 1 . Athletic field maintenance 2.6 3 1 1 . Cultural Education 2.6 3 1 1 Skating Rink Maintenance 2.8 3 1 1 . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . Findings and Recommendations 14 . . Conduct and attend training beyond 2.8 3 1 1 mandates School Fields 2.8 3 1 1 . Board of Adj & Appeals/Planning Comm 3 I 1 1 2.4 . Review & Liaison . . . . . . . . . . . . . . '. . . . . . . . . . . . . Springsted City of Shakopee. Minnesota. Budget Prioritization Session . . Findings and Recommendations 15 . Tier 3: Mixed support for elimination: . These were services where the City Council was split in their support for elimination. The top of this list shows services for which Council is either . split 3-2, or is split exactly down the middle. The remainder of the list shows services for which two or more Council members had no opinion, while their . peers were split. . Proposed service level eliminations for items on this list might find support . from Council. Such proposals would likely require more explanation and justification than those from Tier I, where consensus is stronger. . Elected Service Component Averaae Neg Neut Pos . Traininalsectional schools and conferences 2.8 3 0 2 . Adult Sports/Adult Programming 2.6 3 0 2 Umbrella Liability Insurance 2.4 3 0 2 . Special Events Partnerships 2.4 2 3 0 Quarterly Hometown Messenger Newsletter 2.4 2 2 1 . Park and Trail Map Updates 2.8 2 2 1 Customer Service Survey 3.0 2 2 1 . Education/Prevention Program 3.2 2 1 2 . Watering of trees 3.0 2 1 2 ParklTrail Development and Construction 3.2 2 1 2 . City Tree inventory and Tree GIS 3.2 2 1 2 Manaoement . Natural Resource Coordinator 3.0 2 1 2 Park Design and Park Openinos 3.4 2 0 3 . Historic Preservation Commission 3.4 2 0 3 . Congreoate Dinino. Levee Drive 3.2 2 0 3 Landscape Development 3.6 2 0 3 . Maintain downtown streetscape 3.2 1 2 2 . Conduct non-enforcement ordinance 3.4 1 2 2 activities . Nat'l Resources Programming & Env. Edu. 3.6 1 2 2 Projects . . . . . . . . . . Springsted City of Shakopee. Minnesota. Budget Prioritization Session . Findings and Recommendations 16 . . City Management Staff Preferences . Tier 1: Solid support for elimination: . These are service areas where a sizeable majority of the City's management staff agreed with the idea of service elimination. . Staff Service Component Neg Neut Pos . Averaae Landscape Development 4.11 0 0 9 . Customer Service Survey 3.78 2 0 7 . Historic Preservation Commission 3.89 2 0 7 Congregate Dining. Levee Drive 4.00 1 1 7 . Quarterly Hometown Messenoer Newsletter 3.44 2 1 6 . Park and Trail Map Updates 3.56 2 1 6 Downtown Flower Baskets 3.67 2 1 6 . Nat'l Resources Programming & Env. Edu. 3.22 2 2 5 Projects . Park and Landscape Designer 3.56 2 2 5 . Tier 2: Little support for elimination: . . These are service areas where a sizeable majority of City management staff were against the idea of service elimination. These items are likely to be . among the last to be supported by staff for elimination. . Staff Service Component Averaae Nea Neut Pos . Emergency Call Response/Investigation 1.33 9 0 0 Coordinate emergency management 1.22 9 0 0 . Vehicle and Equipment Maintenance 1.22 9 0 0 IT Disaster Recovery System 1.33 9 0 0 . Ice Arena Management 1.89 9 0 0 Ordinance Enforcement 1.56 9 0 0 . Youth Athletic Associations 1.67 9 0 0 Playground maintenance 1.56 8 1 0 . Pavement preservation 1.56 8 1 0 . Public building and ground maintenance 1.89 8 1 0 Internal service fund "rents" 1.78 8 1 0 . Water rescue response 1.89 8 1 0 Teen programming 1.89 8 1 0 . Policing in Rental Properties 1.78 8 1 0 Athletic field maintenance 1.89 8 1 0 . Background investigations. Non Police 2.00 8 1 0 Related . Conduct Drug Investigations 2.00 8 0 1 Custodial Service 1.89 8 0 1 . Aquatic programming 2.00 8 0 1 Senior Programming 2.11 8 0 1 . Snow removal 2.00 8 0 1 . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . . Findings and Recommendations 17 . Training/sectional schools and conferences 1.89 8 0 1 Education/Prevention Program 1.89 8 0 1 . Community Center Operations 2.00 7 1 1 Spring Cleanup Day 2.22 7 1 1 . Aquatic Center Operations 2.11 7 1 1 Park and Facility Rentals 2.22 7 1 1 . Ice Arena Programming 2.22 7 1 1 Cultural Education 2.22 7 1 1 . Adult Sports/Adult Programming 2.22 7 1 1 . Participation in School Activities 2.11 7 0 2 Park tree maintenance 2.44 7 0 2 . Watering of trees 2.22 7 0 2 Youth building 2.33 6 2 1 . Conduct and attend training beyond 2.33 6 2 1 mandates . Maintain downtown streetscape 2.22 6 2 1 Street Crimes Enforced 2.33 6 1 2 . Hazardous materials response 2.33 6 1 2 Mowrrrim Park Lands 2.11 6 1 2 . Boulevard Tree Maintenance 2.44 6 1 2 . School Fields 2.56 6 1 2 High level rescue response 2.44 5 3 1 . Irrigation systems maintenance 2.56 5 2 2 Planning Staffing 2.33 5 2 2 . Board of Adj & Appeals/Planning Comm 2.56 5 2 2 Review & Liaison . Umbrella Liability Insurance 2.56 5 2 2 . Interim Comp Plan Amendments, Special 2.67 5 2 2 Planning Studies . . Tier 3: Mixed support for elimination: . These are areas where City management staff was mixed in their opinion regarding potential service eliminations. . Staff . Service Component Averaae Neg Neut Pas Engineering Staffing Reduction 2.67 5 1 3 . Transit staffing 2.89 5 0 4 Elections 2.67 5 0 4 . Conservation Easement Management 2.78 4 3 2 . ParklTrail Development and Construction 2.78 4 3 2 Skating Rink Maintenance 3.00 4 2 3 . Appeal of BIA Fee to Trust Opinion 2.67 4 1 4 Monthly Report to Council 3.00 4 1 4 . City Tree inventory and Tree GIS 3.22 4 0 5 Management . Special Events Partnerships 2.67 3 5 1 Natural Resource Coordinator 2.89 3 4 2 . Conduct non-enforcement ordinance 3.00 3 3 3 activities . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . Findings and Recommendations 18 . I Park Design and Park Openings I 3.33 IIIIITI . Comparison of Council and Staff Preferences . Areas of Consensus: . . The following table shows service components where staff and Council shared similar opinions regarding the potential for service elimination. . Services listed below in Tier 1 are services that Council and staff agree are likely candidates for service elimination. Conversely, those items listed under . Tier 2 are agreed upon as being elimination targets of last resort. Tier 3 services share mixed support for elimination from both groups. . Tier 1 Service Component . Downtown Flower Baskets Park and Landscape Designer . Tier 2 Service Component . Aquatic Center Operations Aquatic programming . Athletic field maintenance . Board of Adj & Appeals/Planning Comm Review & Liaison Boulevard Tree Maintenance . Community Center Operations Conduct and attend training beyond mandates . Conduct Drug Investigations Coordinate emergency management . Cultural Education Custodial Service . Emergency Call Response/Investigation Hazardous materials response . High level rescue response Ice Arena Management . Ice Arena Programming Internal service fund "rents" . Irrigation systems maintenance . IT Disaster Recovery System MowfTrim Park Lands Ordinance Enforcement . Park and Facility Rentals . Park tree maintenance Participation in School Activities . Pavement preservation Planning Staffing . Playground maintenance Policing in Rental Properties . Public building and ground maintenance School Fields . Senior Programming Snow removal . Spring Cleanup Day Street Crimes Enforced . . Springsted City of Shako pee, Minnesota. Budget Prioritization Session . Findings and Recommendations 19 . . Teen programming Vehicle and Equipment Maintenance . VVater rescue response Youth Athletic Associations . Youth building . Tier 3 Service Component City Tree inventory and Tree GIS Management . Conduct non-enforcement ordinance activities Natural Resource Coordinator . Park Design and Park Openings ParkIT rail Development and Construction . Special Events Partnerships . Differences of Opinion: . The following tables show services where staff and Council had differing . opinions regarding the potential for service elimination. The entries are color-coded according to the following scheme: . . Entries in red are Tier 1, where support for elimination was high. . Entries in green are Tier 2, where support for elimination was low. . . Entries in blue are Tier 3, where support for elimination was mixed. . The table below shows elements where support for elimination was mixed . from one party (and thus appear in blue), while support from the other party was high or low (and thus appear in red or green). . Elements on this list will require further discussion to determine whether one . group (most likely the group with a mixed opinion) will commit to moving the service component to Tier 1 or Tier 2. . City Council Management Staff . Adult Sports/Adult Programming Adult Sports/Adult Programming Appeal of B/A Fee to Trust Opinion Appeal of BIA Fee to Trust Opinion . Congregate Dining - Levee Drive Congregate Dining. Levee Drive Conservation Easement Management Conservation Easement Management . Customer Service Survey Customer Service Survey . EducationlPrevention Program Education/Prevention Program Elections Elections . Engineering Staffing Reduction Engineering Staffing Reduction Historic Preservation Commission Historic Preservation Commission . Landscape Development Landscape Development Maintain downtown streetscape Maintain downtown streetscape . Monthly Report to Council Monthly Report to Council Nat'l Resources Programming & Env. Edu. Nat'l Resources Programming & Env. Edu. . Projects Projects Park and Trail Map Updates Park and Trail Map Updates . Quarterly Hometown Messenger Newsletter Quarterly Hometown Messenger Newsletter Skating Rink Maintenance Skating Rink Maintenance . Training/sectional schools and conferences Training/sectional schools and conferences Transit staffing Transit staffing . Umbrella Liability Insurance Umbrella Liability Insurance VVatering of trees VVatering of trees . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . . Findings and Recommendations 20 . The table below shows service elements where the two groups showed opposite opinions. In these cases, staff felt that the services were good . candidates for elimination (thus they are in green), while Council felt that the services were poor candidates (thus they are in red). There were no services . where these opinions were reversed. . Considerable discussion will be required to reach consensus on these items, if consensus can be reached at all. . . The table below shows service elements where the two groups showed opposite opinions. In these cases, staff felt that the services listed were poor . candidates for elimination, while Council felt that the items were good candidates. This is the reverse of the situation seen earlier in the service . reduction results. . City Council Management Staff Background investigations - Non Police Background investigations - Non Police Related . Related Interim Comp Plan Amendments, Special Interim Comp Plan Amendments, Special . Planning Studies Planning Studies . Statement Three: "This service should be improved" . . There was little consensus between the two groups regarding this statement. . City Council Preferences . Tier 1: Solid support for improvement: . Service Component Elected Neg Neut Pos Averaae . Snow removal 3.8 0 2 3 . Tier 2: Little support for improvement: . Elected . Service Component Averaae Nea Neut Pos . Custodial Service 1.8 4 1 0 Conduct non-enforcement ordinance . activities 2.0 4 1 0 Skatinc Rink Maintenance 2.0 4 1 0 . Aooeal of BIA Fee to Trust Ooinion 2.2 4 0 1 Street Crimes Enforced 2.0 4 0 1 . Athletic field maintenance 2.2 4 0 1 . Interim Comp Plan Amendments, Special Plan nino Studies 2.4 3 2 0 . Conduct Druo Investioations 2.0 3 2 0 Monthlv Report to Council 2.2 3 2 0 . Special Events Partnerships 1.8 3 2 0 IT Disaster Recoverv System 2.4 3 1 1 . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . Findings and Recommendations 21 . Park tree maintenance 2.4 3 1 1 Parkfrrail Development and Construction 2.4 3 1 1 . Adult Sports/Adult Proorammino 2.4 3 1 1 . Tier 3: Mixed support for improvement: . Service Component Elected Neg Neut Pos . Averaae Nat'l Resources Programming & Env. Edu. 2.8 3 0 2 . Proiects Elections 2.4 2 3 0 . Transit staffing 2.4 2 3 0 . Umbrella Liability Insurance 2.4 2 3 0 Background investigations. Non Police Related 2.4 2 3 0 . Policing in Rental Properties 2.4 2 3 0 . School Fields 2.4 2 3 0 Conservation Easement Management 2.2 2 3 0 . Community Center Operations 2.4 2 3 0 Aquatic programming 2.4 2 3 0 . Park Design and Park Openings 2.4 2 3 0 Landscape Development 2.6 2 3 0 . Congregate Dining. Levee Drive 2.6 2 2 1 Emergency Call Response/Investigation 2.6 2 2 1 . Coordinate emergency management 2.8 2 2 1 . Maintain downtown streetscape 3.0 2 2 1 Playground maintenance 2.4 2 2 1 . Downtown Flower Baskets 2.8 2 2 1 Vehicle and Equipment Maintenance 2.6 2 2 1 . Boulevard Tree Maintenance 2.6 2 2 1 Park and Trail Map Updates 2.8 2 2 1 . Aquatic Center Operations 2.6 2 2 1 Senior Programming 2.8 2 2 1 . Youth Athletic Associations 2.6 2 2 1 . Board of Adj & Appeals/Planning Comm 3.2 2 1 2 Review & Liaison . Planning Staffing 2.8 2 1 2 Water rescue response 2.8 2 1 2 . Cultural Education 3.2 2 1 2 Watering of trees 3.2 2 1 2 . High level rescue response 3.2 2 0 3 Historic Preservation Commission 2.8 1 4 0 . Education/Prevention Program 2.6 1 4 0 Training/sectional schools and conferences 2.6 1 4 0 . Customer Service Survey 2.6 1 4 0 Irrigation systems maintenance 2.6 1 4 0 . Engineering Staffing Reduction 2.6 1 4 0 . Quarterly Hometown Messenger Newsletter 2.8 1 3 1 Internal service fund "rents" 3.0 1 3 1 . Hazardous materials response 2.8 1 3 1 Conduct and attend training beyond 3.0 1 3 1 . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . Findings and Recommendations 22 . mandates Ordinance Enforcement 3.0 1 3 1 . Participation in School Activities 2.8 1 3 1 MowfTrim Park Lands 2.8 1 3 1 . Pavement preservation 2.8 1 3 1 Public building and ground maintenance 2.8 1 3 1 . Park and Facility Rentals 2.8 1 3 1 Ice Arena Management 3.0 1 3 1 . Ice Arena Programming 3.0 1 3 1 . City Tree inventory and Tree GIS 2.8 1 3 1 Manaaement . Teen programming 2.8 1 3 1 Natural Resource Coordinator 3.0 1 2 2 . Park and Landscape Designer 3.2 1 1 3 Youth building 3.4 0 4 1 . Spring Cleanup Day 3.2 0 4 1 . City Management Staff Preferences . . Tier 1: Solid support for improvement: . Service Component Elected Neg Neut Pos Averaae . Maintain downtown streetscape 3.0 1 3 5 High level rescue response 3.2 0 3 6 . . Tier 2: Little support for improvement: . Elected Service Component Averaae Nea Neut Pos . Skatino Rink Maintenance 2.0 8 1 0 Boulevard Tree Maintenance 2.6 8 0 1 . ParkfTrail Development and Construction 2.4 7 2 0 . Custodial Service 1.8 7 1 1 Downtown Flower Baskets 2.8 7 1 1 . Conduct non-enforcement ordinance activities 2.0 7 0 2 . Nat'l Resources Programming & Env. Edu. Proiects 2.8 7 0 2 . Community Center Operations 2.4 7 0 2 Park Desion and Park Ooeninos 2.4 6 3 0 . Vehicle and Equipment Maintenance 2.6 6 3 0 Aquatic Center Operations 2.6 6 3 0 . Quarterly Hometown Messenoer Newsletter 2.8 6 3 0 Appeal of BIA Fee to Trust Opinion 2.2 6 2 1 . Street Crimes Enforced 2.0 6 2 1 . Engineerino Staffino Reduction 2.6 6 2 1 Special Events Partnershios 1.8 6 1 2 . Pavement oreservation 2.8 5 4 0 Elections 2.4 5 3 1 . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . . Findings and Recommendations 23 . Transit staffin~ 2.4 5 3 1 landscape Development 2.6 5 3 1 . Conoreoate Dinino - levee Drive 2.6 5 3 1 Mowrrrim Park lands 2.8 5 3 1 . Historic Preservation Commission 2.8 5 2 2 Natural Resource Coordinator 3.0 5 1 3 . Background investigations. Non Police Related 2.4 4 5 0 . Ice Arena Management 3.0 4 5 0 . School Fields 2.4 4 4 1 Senior Programming 2.8 4 4 1 . Ice Arena Prooramming 3.0 4 4 1 . Tier 3: Mixed support for improvement: . Service Component Elected Neg Neut Pos . Average Monthly Report to Council 2.2 4 3 2 . Park tree maintenance 2.4 4 3 2 Adult Sports/Adult Programming 2.4 4 3 2 . Emergency Call Response/Investigation 2.6 4 3 2 . Youth Athletic Associations 2.6 4 3 2 Cultural Education 3.2 4 3 2 . Irrigation systems maintenance 2.6 4 3 2 Teen programming 2.8 4 3 2 . Snow removal 3.8 4 3 2 Customer Service Survey 2.6 4 2 3 . Youth building 3.4 4 2 3 Conduct Drug Investigations 2.0 4 1 4 . Planning Staffing 2.8 4 1 4 . Interim Comp Plan Amendments, Special 2.4 3 6 0 Plannina Studies . Ordinance Enforcement 3.0 3 6 0 Aquatic programming 2.4 3 5 1 . Water rescue response 2.8 3 5 1 Hazardous materials response 2.8 3 5 1 . IT Disaster Recovery System 2.4 3 4 2 Coordinate emergency management 2.8 3 4 2 . Park and Trail Map Updates 2.8 3 4 2 Watering of trees 3.2 3 4 2 . Training/sectional schools and conferences 2.6 3 4 2 Public building and ground maintenance 2.8 3 4 2 . Park and Facility Rentals 2.8 3 4 2 . Spring Cleanup Day 3.2 3 4 2 Board of Adj & Appeals/Planning Comm 3.2 3 3 3 . Review & Liaison Education/Prevention Program 2.6 3 3 3 . Umbrella Liability Insurance 2.4 3 2 4 Athletic field maintenance 2.2 2 6 1 . Policing in Rental Properties 2.4 2 6 1 Playground maintenance 2.4 2 5 2 . . Springsted city of Shako pee, Minnesota. Budget Prioritization Session . . Findings and Recommendations 24 . Conduct and attend training beyond 3.0 2 5 2 mandates . Participation in School Activities 2.8 2 5 2 Conservation Easement Management 2.2 2 4 3 . City Tree inventory and Tree GIS 2.8 2 4 3 Manaaement . Park and Landscape Designer 3.2 2 3 4 Internal service fund "rents" 3.0 1 6 2 . . Comparison of Council and Staff Preferences . Areas of Consensus: . The following table shows services where staff and Council shared similar . opinions regarding the potential for service improvement. The two groups agree that a handful of services are not good candidates for improvement . (Tier 2). The major area of consensus between the two groups is for the large number of service areas for which each group is of mixed opinion (Tier 3). . There were no areas where both groups agreed improvement was needed (Tier 1). . Service Component . Tier 1 none . Tier 2 Appeal of BIA Fee to Trust Opinion . Conduct non-enforcement ordinance activities Custodial Service . ParklTrail Development and Construction Skating Rink Maintenance . Special Events Partnerships Street Crimes Enforced . Tier 3 Aquatic programming . Board of Adj & Appeals/Planning Comm Review & Liaison City Tree inventory and Tree GIS Management . Conduct and attend training beyond mandates Conservation Easement Management . Coordinate emergency management Cultural Education . Customer Service Survey . EducationlPrevention Program Emergency Call Response/Investigation . Hazardous materials response Internal service fund .rents. . Irrigation systems maintenance Ordinance Enforcement . Park and Facility Rentals Park and Landscape Designer . Park and Trail Map Updates Participation in School Activities . Planning Staffing Playground maintenance . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . Findings and Recommendations 25 . Tier 3 Policing in Rental Properties Public building and ground maintenance . Spring Cleanup Day Teen programming . Training/sectional schools and conferences Umbrella Uability Insurance . Water rescue response Watering of trees . Youth Athletic Associations Youth building . . Differences of Opinion: . The following tables show services where staff and Council had differing . opinions regarding the potential for service improvement. The entries are color-coded according to the following scheme: . . Entries in red are Tier 1, where support for reductions was high. . Entries in green are Tier 2, where support for reductions was low. . . Entries in blue are Tier 3, where support for reductions was mixed. . The table below shows elements where support for elimination was mixed . from one party (and thus appear in blue), while support from the other party was high or low (and thus appear in red or green). In each case, wherever one . group felt that a service area was a Tier 1 or Tier 2 candidate, the other group had mixed opinions. There remains much work to be done to determine . whether service areas exist for which improvements are desired by both groups. . City Council Management Staff . Adult Sports/Adult Programming Adult Sports/Adult Programming Aquatic Center Operations Aquatic Center Operations . Athletic field maintenance Athletic field maintenance Background investigations - Non Police Background investigations - Non Police . Related Related Boulevard Tree Maintenance Boulevard Tree Maintenance . Community Center Operations Community Center Operations Conduct Drug Investigations Conduct Drug Investigations . Congregate Dining - levee Drive Congregate Dining - levee Drive Downtown Flower Baskets Downtown Flower Baskets . Elections Elections . Engineering Staffing Reduction Engineering Staffing Reduction High level rescue response High level rescue response . Historic Preservation Commission Historic Preservation Commission Ice Arena Management Ice Arena Management . Ice Arena Programming Ice Arena Programming Interim Comp Plan Amendments, Special Interim Comp Plan Amendments, Special . Planning Studies Planning Studies IT Disaster Recovery System IT Disaster Recovery System . landscape Development landscape Development Maintain downtown streetscape Maintain downtown streetscape . Monthly Report to Council Monthly Report to Council MowlTrim Park lands MowlTrim Park lands . . Springsted City of Shako pee, Minnesota. Budget Prioritization Session . . Findings and Recommendations 26 . Nat'l Resources Programming & Env. Edu. Nat'l Resources Programming & Env. Edu. Projects Projects . Natural Resource Coordinator Natural Resource Coordinator Park Design and Park Openings Park Design and Park Openings . Park tree maintenance Park tree maintenance Pavement preservation Pavement preservation . Quarterly Hometown Messenger Newsletter Quarterly Hometown Messenger Newsletter School Fields School Fields . Senior Programming Senior Programming Snow removal Snow removal . Transit staffing Transit staffing Vehicle and Equipment Maintenance Vehicle and Equipment Maintenance . . . . . . . . . . . . . . . . . . . . . . . . Springsted City of Shakopee, Minnesota. Budget Prioritization Session . . Implementing the Recommended Salary Plan 27 . 4. Recommended Next Steps . The Springsted Team would recommend the City do the following in terms of . next steps. . Obtain City management staff consensus: Staff should discuss service areas where their opinion is split. Where consensus can be reached, move those . service elements to Tier 1 or Tier 2. Where no consensus can be reached, elements will remain in Tier 3. . Obtain Council consensus: Council members should examine and discuss areas . where their opinions are split, and should move items to Tier 1 or Tier 2 as . appropriate. . Council-Staff reconciliation: After the services have been placed in their agreed upon tiers, Council and staff should discuss areas of disagreement. It . will be important to preface this conversation with a review of the service to ensure everyone fully understands the service being discussed where . discussions lead to consensus, services can be moved into the appropriate tier of the "Council-Staff Combined Priorities" list. . Budget Development: City staff can use the "Council-Staff Combined . Priorities" list to identify areas where service reductions or eliminations and, consequently, budget savings are possible. Tier 1 services would likely be the . first candidates for reductions, and Tier 3 services would be reduced as required . to balance the budget. Tier 2 services would be the last to be considered for reductions. . . . . . . . . . . . . . . Springsted City of Shakopee. Minnesota. 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Accomplishment . ■ ■ ■ ■ Springsted ,a �W ■ ■ ■ ■ ■ ■ ■ ■ ■ � ' ■ ■ ■ Budget Prioritization Session ■ City of Shakopee, Minnesota ■ ■ July 7, 2008 ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ Table of Contents ■ LETTER OF TRANSMITTAL ■ ■ 1 INTRODUCTION................................................................................2 ■ 2 METHODOLOGY...............................................................................3 3 FINDINGS AND RECOMMENDATIONS...................................................4. ■ 4 IMPLEMENTING THE RECOMMENDED SALARY PLAN..........................27 ■ BUDGET PRIORITIZATION DATA................................................. APPENDIX A a ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ Mission Statement ■ Springsted provides high quality, independent financial ■ and management advisory services to public ■ and non-profit organizations,and works with them in the long-term process of building their communities ■ on a fiscally sound and well-managed basis. ■ ■ ■ ■ Springsted Incorporated 1564 East Parham Road Richmond,VA 23228 ■ Springsted Tel: 804-622-6990 Fax: 804-726-9752 ■ www.spdngsted.com ■ LETTER OF TRANSMITTAL ■ July 7,2008 ■ Mr.Mark McNeil ■ City Administrator 129 South Holmes Street ■ Shakopee,MN 55379 ■ Re: Budget Prioritization Session ■ Dear Mr.McNeil: ■ ■ Springsted Incorporated is pleased to provide the City of Shakopee with the results of the Budget Prioritization Session. It is based on the facilitated session we held in Shakopee on June 16,2008. The ■ enclosed report includes a description of the purpose of the facilitated session,the methodology used,the findings obtained and recommended next steps. • Springsted ex resses it's thanks to the City staff,especially Y ourself and Gre gg Voxland,for all you did ■ to assist us in scheduling the meeting and for providing direction and feedback throughout the process. Springsted appreciates the privilege of serving the City of Shakopee and hope that we may be of assistance to you in the future. ■ Respectfully submitted, ■ ■ Dale Johnson-Raney,Vice President Matt Stark ■ Management Consultant Management Analyst ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ Introduction 2 1. Introduction ■ Springsted was hired by the City of Shakopee to help management staff and ■ City Council perform a budget prioritization process as a means of addressing ■ projected future budget shortfalls. City staff identified 69 services to be examined for potential reduction/elimination and/or improvement. This report summarizes and analyzes the results of the session designed by Springsted, in partnership with the City staff, to address the City's budget prioritization needs. ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ Springsted City of Shakopee,Minnesota.Budget Prioritization Session ■ Methodology 3 2. Methodology The process began with the completion of a form by City staff on each service ■ that was a candidate for reduction or elimination (See Appendix 1). The form included a description of the service, the impact of service reduction/ i elimination, the source of revenue for the service, and any alternate means of service delivery. This form was completed for each of the 69 services identified as candidates for ■ reduction/elimination. The forms were then distributed to all Council members and the City management staff for review prior to the session at which the services would be discussed. On the evening of June 16, 2008, Springsted attended a meeting of the City Council, and used its wireless voting system to gauge Council and staff's opinions regarding potential service reductions/eliminations/improvements. ■ Five City Council and nine members of City management used Springsted's wireless voting system to express their agreement or disagreement with the ■ following three statements: 1. This service should be reduced. . 2. This service should be eliminated. 3. This service should be improved. Each service element was displayed in turn, and meeting attendees indicated their level of agreement with each statement for each service. Level of agreement was expressed on a five-point scale, as follows: 1. Strongly disagree 2. Disagree 3. No opinion . 4. Agree 5. Strongly agree At the end of each round of voting, the voting averages were displayed and ■ briefly discussed, at which point the group went through the services again, indicating their agreement with the next statement. ■ S p r i n g S t$d City of Shakopee,Minnesota.Budget Prioritization Session Findings and Recommendations 4 3. Findings In the narrative below, the statements posed to the City Council and City staff ■ are listed followed by a summary and analysis of the responses given. A summary of the responses is in Appendix A. i Statement One: "This service should be reduced" City Council Preferences: Tier 1: Solid support for reduction . These are service areas where a sizeable majority of City Council agreed with the idea of service reductions. It seems likely that proposals for the reduction of service levels in these areas would find support from Council. . Council Service Component Average Neg Neut Pos City Tree inventory and Tree GiS 4.0 1 0 4 Management Downtown Flower Baskets 4.0 1 1 3 Interim Comp Plan Amendments,Special 3.6 1 1 3 Planning Studies Park and Landscape Designer 3.6 1 1 1 3. Park Design and Park Openings 3.6 1 1 1 3 ■ Historic Preservation Commission 3.6 1 1 1 3 • S p r t n g s t e d City of Shakopee,Minnesota.Budget Prioritization Session Findings and Recommendations 5 ■ Tier 2: Little support for reductions: r These are service areas where sizeable majorities of City Council were against the idea of service reductions. Proposals to reduce service levels in ■ these areas would most likely be met with resistance from Council. Elected Service Component Average Ne Neut Pos Emergency Call Response/Investigation 1.2 5 0 0 Pavement preservation 1.4 5 0 0 Vehicle and Equipment Maintenance 1.4 5 0 0 ■ Senior Programming 1.4 5 0 0 Street Crimes Enforced 1.6 5 0 0 Conduct Drug Investigations 1.6 5 0 0 Playground maintenance 1.8 5 0 0 ■ Spring Cleanup Day 1.8 5 0 0 Monthly Report to Council 1.8 5 0 0 Appeal of BIA Fee to Trust Opinion 1.8 4 1 0 Park and Facility Rentals 1.8 4 1 0 IT Disaster Recovery System 2.0 4 1 0 Public building and ground maintenance 2.0 4 1 0 Umbrella Liability Insurance 2.0 4 1 0 ■ Transit staffing 2.0 4 1 0 Park and Trail Map Updates 2.0 4 1 0 r Hazardous materials response 2.2 4 1 0 Snow removal 1.8 4 0 1 Community Center Operations 2.0 4 0 1 Aquatic Center Operations 2.0 4 0 1 Internal service fund"rents" 2.0 4 1 0 1 Custodial Service 2.0 4 0 1 Ordinance Enforcement 2.2 4 0 1 Participation in School Activities 2.2 4 0 1 Elections 2.2 4 0 1 Coordinate emergency management 2.4 4 0 1 Park tree maintenance 2.4 4 0 1 1 Ice Arena Programming 2.6 4 0 1 Youth building 2.2 3 2 0 Park/Trail Development and Construction 2.2 3 2 0 High level rescue response 2.4 3 2 0 Congregate Dining-Levee Drive 2.2 3 1 1 Youth Athletic Associations 2.6 3 1 1 Aquatic programming 2.6 3 1 1 Boulevard Tree Maintenance 2.6 3 1 1 Irrigation systems maintenance 2.6 3 1 1 ■ Policing in Rental Properties 2.8 3 1 1 Customer Service Survey 2.8 3 1 1 Springsted . City of Shakopee,Minnesota.Budget Prioritization Session Findings and Recommendations 6 Tier 3: Mixed support for reductions: ■ These were service elements where the City Council was split in their support for reductions. The top of this list shows service components for which two or more Council members had no opinion, while their peers were split. The remainder of the list shows service components for which Council is either split 3-2,or is split exactly down the middle. Proposed service level reductions for items on this list might find support from Council. Such proposals would likely require more explanation and justification than those from Tier 1,where consensus is stronger. Service Component Average Ne Neut Pos Special Events Partnerships 3.0 1 3 1 Maintain downtown streetscape 3.2 1 2 2 Background investigations-Non Police . Related 3.4 1 2 2 Adult Sports/Adult Programming 2.8 2 2 1 Engineering Staffing Reduction 2.8 2 2 1 Landscape Development 3.0 2 2 1 Board of Adj&Appeals/Planning Comm 2.6 Review&Liaison 2 1 2 Planning Staffing 2.8 2 1 2 Conduct non-enforcement ordinance activities 2.8 2 1 2 Education/Prevention Program 3.0 2 1 2 Watering of trees 3.0 2 1 2 Natural Resource Coordinator 3.0 2 1 2 Training/sectional schools and conferences 3.2 2 1 2 Conduct and attend training beyond mandates 3.2 2 1 2 Nat'l Resources Programming&Env.Edu. 3'2 Projects 2 1 2 Athletic field maintenance 3.2 2 0 3 Quarterly Hometown Messenger Newsletter 3.4 2 0 3 Skating Rink Maintenance 3.4 2 0 3 Conservation Easement Management 2.6 3 0 2 Mow/Trim Park Lands 2.6 3 0 2 Cultural Education 2.8 3 0 2 Ice Arena Management 3.0 3 0 2 Teen programming 3.0 3 0 2 School Fields 3.0 3 0 2 . Water rescue response 3.2 3 0 2 rJ p r t n g s t e d City of Shakopee,Minnesota.Budget Prioritization Session ■ . Findings and Recommendations . City Management Staff Preferences Tier 1: Solid support for reduction: These are service areas where a sizeable majority of the City's management staff agreed with the idea of service reductions. ■ Staff ■ Service Component Average Neg Neut Pos ■ Historic Preservation Commission 4.44 0 0 9 Park Design and Park Openings 4.22 0 0 9 Congregate Dining-Levee Drive 4.33 1 1 0 8 Landscape Development 4.11 0 1 8 ParklTrail Development and Construction 4.00 1 1 7 Park and Landscape Designer 3.89 2 0 7 Board of Adj&Appeals/Planning Comm 3.78 0 2 7 Review&Liaison ■ Nat'l Resources Programming&Env.Edu. 3.78 1 1 7 Projects ■ Park and Trail Map Updates 3.67 1 1 7 . Custodial Service 3.56 2 0 7 Elections 3.56 2 0 7 Mow/Trim Park Lands 3.44 2 0 7 Customer Service Survey 3.89 0 3 6 Downtown Flower Baskets 3.78 2 1 6 City Tree inventory and Tree GIS 3.56 3 0 6 Management Snow removal 3.44 3 0 6 a Quarterly Hometown Messenger Newsletter 3.33 2 1 6 Engineering Staffing Reduction 3.22 � 30 6 ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ S j3 r t n g 5 e d City of Shakopee,Minnesota.Budget Prioritization Session ■ ■ Findings and Recommendations 8 Tier 2: Little support for reductions: . These are service areas where a sizeable majority of City management staff were against the idea of service reductions. These items are likely to be among the last to be supported by staff for reductions. Staff Service Component Average Neq Neut Pos r Background investigations-Non Police 1-.89 9 0 0 Related r Coordinate emergency management 1.67 8 1 0 . Pavement preservation 1.78 8 0 1 Vehicle and Equipment Maintenance 2.11 8 0 1 ■ Youth Athletic Associations 2.11 8 0 1 Education/Prevention Program 2.11 8 0 1 Emergency Call Response/Investigation 1.78 7 1 1 IT Disaster Recovery System 1.78 7 1 1 Ordinance Enforcement 2.22 7 1 1 Park tree maintenance 2.44 7 0 2 r Cultural Education 2.44 7 0 2 Water rescue response 2.44 6 2 1 r Community Center Operations 2.44 6 1 2 Policing in Rental Properties 2.44 6 1 2 Conservation Easement Management 2.56 6 1 2 r Senior Programming 2.56 6 0 3 Watering of trees 2.67 6 1 0 3 Adult Sports/Adult Programming 2.44 5 2 2 Playground maintenance 2.67 5 1 3 Public building and ground maintenance 2.67 5 1 3 Aquatic programming 2.67 1 5 1 3 r Ice Arena Management 2.78 5 1 3 Springsted■ r r ■ r ■ r r ■ City of Shakopee,Minnesota.Budget Prioritization Session Findings and Recommendations 9 ■ Tier 3: Mixed support for reductions: These are areas where City management staff was mixed in their opinion regarding potential reductions. ■ Service Component Avers a Neg Neut Pos Conduct Drug Investigations 2.67 5 0 4 Street Crimes Enforced 2.56 4 3 2 Spring Cleanup Day 2.78 4 3 2 Park and Facility Rentals 2.78 4 3 2 Hazardous materials response 2.89 4 2 3 Appeal of BIA Fee to Trust Opinion 2.56 4 1 4 . Boulevard Tree Maintenance 2.78 4 1 4 Teen programming 2.89 4 1 4 Participation in School Activities 2.89 4 0 5 Aquatic Center Operations 3.00 4 0 5 ■ Internal service fund"rents" 3.11 4 0 5 Ice Arena Programming 3.00 3 2 4 Irrigation systems maintenance 3.00 3 2 4 Monthly Report to Council 3.11 3 2 4 Special Events Partnerships 3.11 3 2 4 Training/sectional schools and conferences 3.11 3 2 4 Youth building 3.22 3 2 4 High level rescue response 3.22 3 2 4 Natural Resource Coordinator 3.22 3 1 5 School Fields 3.22 3 1 1 5 Athletic field maintenance 3.33 3 1 5 Interim Comp Plan Amendments,Special 3.33 3 1 5 Planning Studies Umbrella Liability Insurance 3.11 2 4 3 Transit staffing 3.33 2 3 4 Maintain downtown streetscape 3.33 2 2 5 r Conduct non-enforcement ordinance 3.33 2 2 5 activities Skating Rink Maintenance 3.56 2 2 5 Planning Staffing 3.33 1 3 5 Conduct and attend training beyond 3.33 1 3 5 mandates Springsted■ r ■ City of Shakopee,Minnesota.Budget Prioritization Session ■ Findings and Recommendations 10 ■ Comparison of Council and Staff Preferences Areas of Consensus The following table shows service components where staff and Council shared similar opinions regarding the potential for service reductions. Services listed below in Tier 1 are services that Council and staff agree are likely candidates for service level reductions. Conversely, those items listed under Tier 2 are agreed upon as being reduction targets of last resort. r . Tier 3 services have mixed support for reduction from both groups. Tier 1 Service Component City Tree inventory and Tree GIS Management . Downtown Flower Baskets Historic Preservation Commission r Park and Landscape Designer Park Design and Park Openings Tier 2 Service Component Aquatic programming Community Center Operations Coordinate emergency management Emergency Call Response/Investigation IT Disaster Recovery System Ordinance Enforcement r Park tree maintenance Pavement preservation Playground maintenance Policing in Rental Properties Public building and ground maintenance Senior Programming Vehicle and Equipment Maintenance Youth Athletic Associations Tier 3 Service Component Athletic field maintenance r Conduct and attend training beyond mandates Conduct non-enforcement ordinance activities Maintain downtown streetscape Natural Resource Coordinator r Planning Staffing School Fields r Skating Rink Maintenance Special Events Partnerships Teen programming Training/sectional schools and conferences r SJ p r i n g S t e d City of Shakopee,Minnesota.Budget Prioritization Session r ■ Findings and Recommendations ti S Differences of Opinion: . The following tables show services where staff and Council had differing opinions regarding the potential for service reductions. The entries are color- coded according to the following scheme: • Entries in red are Tier 1,where support for reductions was high. t • Entries in green are Tier 2,where support for reductions was low. • Entries in blue are Tier 3,where support for reductions was mixed. The table below shows elements where support for reductions was mixed from one party (and thus appear in blue), while support from the other party was high or low (and thus appear in red or green). Elements on this list will require further discussion to determine whether one group (most likely the group with a mixed opinion) will commit to moving the service component to Tier 1 or Tier 2. City Council Management Staff Adult Sports/Adult Programming Adult Sports/Adult Programming Appeal of BIA Fee to Trust Opinion Appeal of BIA Fee to Trust Opinion Aquatic Center Operations Aquatic Center Operations Background investigations-Non Police Related Background investigations-Non Police Related Board of Adj&Appeals/Planning Comm Review Board of Adj&Appeals/Planning Comm &Liaison Review&Liaison Boulevard Tree Maintenance Boulevard Tree Maintenance Conduct Drug Investigations Conduct Drug Investigations Conservation Easement Management Conservation Easement Management Cultural Education Cultural Education Education/Prevention Program Education/Prevention Program Engineering Staffing Reduction Engineering Staffing Reduction Hazardous materials response Hazardous materials response High level rescue response High level rescue response Ice Arena Management Ice Arena Management i Ice Arena Programming Ice Arena Programming Interim Comp Plan Amendments,Special Interim Comp Plan Amendments,Special Planning Studies Planning Studies ■ Internal service fund'rents" Internal service fund'rents' Irrigation systems maintenance Irrigation systems maintenance Landscape Development Landscape Development Monthly Report to Council Monthly Report to Council Mow/Trim Park Lands Mow/Trim Park Lands Nat'l Resources Programming&Env.Edu. Nat'l Resources Programming&Env.Edu. Projects Projects Park and Facility Rentals Park and Facility Rentals Participation in School Activities Participation in School Activities Quarterly Hometown Messenger Newsletter Quarterly Hometown Messenger Newsletter Snow removal Snow removal Spring Cleanup Day Spring Cleanup Day Street Crimes Enforced Street Crimes Enforced Transit staffing Transit staffing Umbrella Liability Insurance Umbrella Liability Insurance Water rescue response Water rescue response S rin sted City of Shakopee,Minnesota.Budget Prioritization Session Findings and Recommendations 12 Watering of trees Watering of trees Youth building Youth building The table below shows service elements where the two groups showed opposite opinions. In these cases, staff felt that the services were good candidates for reductions (thus they are in red), while Council felt that the items were poor candidates (thus they are in green). There were no items where these opinions were reversed. Considerable discussion will be required to reach consensus on these items,if consensus can be reached at all. City Council Management Staff Congregate Dining-Levee Drive Congregate Dining-Levee Drive Custodial Service Custodial Service Customer Service Survey Customer Service Survey Elections Elections Park and Trail Map Updates Park and Trail Map Updates Park/Trail Development and Construction ParklTrail Development and Construction Statement Two: "This service should be eliminated" City Council Preferences Tier 1: Solid support for elimination: These are service areas where a sizeable majority of City Council agreed with the idea of service elimination. It seems likely that proposals for the elimination of service levels in these areas would find support from Council. Council Service Component Coun Coun Neg Neut Pos Background investigations-Non Police Average 1 1 3 Related Interim Comp Plan Amendments,Special 3.6 1 1 3 Planning Studies Park and Landscape Designer 3.6 1 1 3 Downtown Flower Baskets 3.8 1 1 3 e S 13 r i n g S t e d City of Shakopee,Minnesota.Budget Prioritization Session S Findings and Recommendations t3 . Tier 2: Little support for elimination: . These are service areas where a sizeable majority of City Council were against the idea of service elimination. Proposals to eliminate services in these areas would most likely be met with resistance from Council. Council Service Component Average Neg Neut Pos Emergency Call Response/Investigation 1.2 5 0 0 Playground maintenance 1.6 5 0 0 Pavement preservation 1.2 5 0 0 Conduct Drug Investigations 1.6 5 0 0 Community Center Operations 1.4 5 0 0 Spring Cleanup Day 1.6 5 0 0 Street Crimes Enforced 1.6 5 0 0 Irrigation systems maintenance 1.8 5 0 0 Coordinate emergency management 1.8 4 1 0 Vehicle and Equipment Maintenance 1.6 4 1 0 IT Disaster Recovery System 1.8 4 1 0 Ice Arena Management 2.0 4 1 0 Public building and ground maintenance 2.0 4 1 0 Custodial Service 2.0 4 1 1 0 Aquatic programming 2.0 4 1 0 Senior Programming 1.8 4 1 0 Aquatic Center Operations 1.8 4 1 0 Park and facility Rentals 1.8 4 1 0 Participation in School Activities 1.6 4 1 1 0 Park tree maintenance 2.0 4 1 0 Hazardous materials response 2.0 4 1 0 Engineering Staffing Reduction 2.0 4 1 0 Conservation Easement Management 2.2 4 1 0 Appeal of BIA Fee to Trust Opinion 1.8 4 1 0 Monthly Report to Council 1.8 4 1 0 al Ordinance Enforcement 1.8 4 0 1 Internal service fund"rents" 2.0 4 0 1 Water rescue response 2.4 4 0 1 Teen programming 2.2 4 0 1 I Snow removal 2.0 4 0 1 Youth building 2.6 4 0 1 Mow/Trim Park Lands 2.4 4 0 1 Boulevard Tree Maintenance 2.6 4 0 1 High level rescue response 2.4 4 0 1 Planning Staffing 2.4 4 0 1 Transit staffing 2.4 4 0 1 Youth Athletic Associations 2.0 3 2 0 Ice Arena Programming 2.2 3 2 0 Elections 1.8 3 2 0 Policing in Rental Properties 2.6 3 1 1 r Athletic field maintenance 2.6 3 1 1 Cultural Education 2.6 3 1 1 S Skating Rink Maintenance 2.8 3 1 1 S p r I n g 5 t e d City of Shakopee,Minnesota.Budget Prioritization Session ■ Findings and Recommendations 14 Conduct and attend training beyond 2.8 3 1 1 mandates ■ School Fields 2.8 3 1 1 Board of Adj&Appeals/Planning Comm 2.4 3 1 1 . Review&Liaison r S p C i n g S t e d City of Shakopee,Minnesota.Budget Prioritization Session . Findings and Recommendations 15 Tier 3: Mixed support for elimination: These were services where the City Council was split in their support for elimination. The top of this list shows services for which Council is either split 3-2,or is split exactly down the middle. The remainder of the list shows services for which two or more Council members had no opinion, while their peers were split. Proposed service level eliminations for items on this list might find support from Council. Such proposals would likely require more explanation and justification than those from Tier 1,where consensus is stronger. Service Component Elected Neg Neut Pos Average Training/sectional schools and conferences 2.8 3 0 2 Adult Sports/Adult Programming 2.6 3 0 2 Umbrella Liability Insurance 2.4 3 0 2 Special Events Partnerships 2.4 2 3 0 Quarterly Hometown Messenger Newsletter 2.4 2 2 1 Park and Trail Map Updates 2.8 2 2 1 Customer Service Survey 3.0 2 2 1 Education/Prevention Program 3.2 2 1 1 2 Watering of trees 3.0 2 1 2 Park/Trail Development and Construction 3.2 2 1 2 City Tree inventory and Tree GIS 3.2 2 1 2 Management Natural Resource Coordinator 3.0 2 1 2 Park Design and Park Openings 3.4 2 0 3 Historic Preservation Commission 3.4 2 0 3 Congregate Dining-Levee Drive 3.2 2 0 3 Landscape Development 3.6 2 0 3 Maintain downtown streetscape 3.2 1 2 2 Conduct non-enforcement ordinance 3.4 1 2 2 activities Nat'l Resources Programming&Env.Edu. 3.6 1 2 2 Projects S p r t n g S t e d City of Shakopee,Minnesota.Budget Prioritization Session Findings and Recommendations 16 City Management Staff Preferences Tier 1: Solid support for elimination: . These are service areas where a sizeable majority of the City's management staff agreed with the idea of service elimination. Service Component Staff Average Neg Neut Pos Landscape Development 4.11 0 0 9 Customer Service Survey 3.78 2 0 7 Historic Preservation Commission 3.89 2 0 7 Congregate Dining-Levee Drive 4.00 1 1 7 Quarterly Hometown Messenger Newsletter 3.44 2 1 6 Park and Trail Map Updates 3.56 2 1 6 Downtown Flower Baskets 3.67 2 1 6 Nat'l Resources Programming&Env.Edu. 3.22 2 2 5 Projects Park and Landscape Designer i 3.56 2 2 5 Tier 2: Little support for elimination: These are service areas where a sizeable majority of City management staff were against the idea of service elimination. These items are likely to be among the last to be supported by staff for elimination. Staff Service Component Average Neg Neut Pos Emergency Call Response/Investigation 1.33 9 0 0 Coordinate emergency management 1.22 9 0 0 Vehicle and Equipment Maintenance 1.22 9 0 0 IT Disaster Recovery System 1.33 9 0 0 Ice Arena Management 1.89 9 0 0 Ordinance Enforcement 1.56 9 0 0 Youth Athletic Associations 1.67 9 0 0 Playground maintenance 1.56 8 1 0 Pavement preservation 1.56 8 1 0 Public building and ground maintenance 1.89 8 1 0 Internal service fund"rents" 1.78 8 1 1 0 Water rescue response 1.89 8 1 0 Teen programming 1.89 8 1 0 Policing in Rental Properties 1.78 8 1 0 Athletic field maintenance 1.89 8 1 0 Background investigations-Non Police 2.00 8 1 0 Related Conduct Drug Investigations 2.00 8 0 1 Custodial Service 1.89 8 0 1 Aquatic programming 2.00 8 0 1 Senior Programming 2.11 8 0 1 Snow removal 2.00 8 0 1 S rin seed City of Shakopee,Minnesota.Budget Prioritization Session ■ Findings and Recommendations 17 Training/sectional schools and conferences 1.89 8 0 1 Education/Prevention Program 1.89 8 0 1 Community Center Operations 2.00 7 1 1 Spring Cleanup Day 2.22 7 1 1 Aquatic Center Operations 2.11 7 1 1 Park and Facility Rentals 2.22 7 1 1 1 Ice Arena Programming 2.22 7 1 1 Cultural Education 2.22 7 1 1 Adult Sports/Adult Programming 2.22 7 1 1 Participation in School Activities 2.11 7 0 2 Park tree maintenance 2.44 7 1 0 2 Watering of trees 2.22 7 0 2 Youth building 2.33 6 2 1 Conduct and attend training beyond 2.33 6 2 1 mandates Maintain downtown streetscape 2.22 6 2 1 Street Crimes Enforced 2.33 6 1 2 Hazardous materials response 2.33 6 1 2 Mow/Trim Park Lands 2.11 6 1 2 Boulevard Tree Maintenance 2.44 6 1 2 School Fields 2.56 6 1 2 High level rescue response 2.44 5 3 1 1 Irrigation systems maintenance 2.56 5 2 2 Planning Staffing 2.33 5 2 2 Board of Adj&Appeals/Planning Comm 2.56 5 2 2 Review&Liaison Umbrella Liability Insurance 1 2.56 5 2 2 Interim Comp Plan Amendments,Special 2.67 5 2 2 Planning Studies Tier 3: Mixed support for elimination: These are areas where City management staff was mixed in their opinion regarding potential service eliminations. Staff Service Component Aver to a Neg Neut Pos Engineering Staffing Reduction 2.67 5 1 3 Transit staffing 2.89 5 0 4 Elections 2.67 5 0 4 Conservation Easement Management 2.78 4 3 2 Park/Trail Development and Construction 2.78 4 3 2 Skating Rink Maintenance 3.00 4 2 3 Appeal of BIA Fee to Trust Opinion 2.67 4 1 1 4 Monthly Report to Council 3.00 4 1 4 City Tree inventory and Tree GIS 3.22 4 0 5 Management Special Events Partnerships 2.67 3 5 1 Natural Resource Coordinator 2.89 3 4 2 Conduct non-enforcement ordinance 3.00 3 3 3 activities S p r t n g S e d City of Shakopee,Minnesota.Budget Prioritization Session Findings and Recommendations is Park Design and Park Openings 3.33 3 1 2 1 4 Comparison of Council and Staff Preferences Areas of Consensus: The following table shows service components where staff and Council �i shared similar opinions regarding the potential for service elimination. Services listed below in Tier 1 are services that Council and staff agree are likely candidates for service elimination. Conversely,those items listed under Tier 2 are agreed upon as being elimination targets of last resort. Tier 3 services share mixed support for elimination from both groups. Tier 1 Service Component Downtown Flower Baskets Park and Landscape Designer Tier 2 Service Component Aquatic Center Operations Aquatic programming Athletic field maintenance Board of Adj&Appeals/Planning Comm Review&Liaison Boulevard Tree Maintenance Community Center Operations r Conduct and attend training beyond mandates Conduct Drug Investigations Coordinate emergency management ■ Cultural Education Custodial Service . Emergency Call Response/Investigation Hazardous materials response High level rescue response Ice Arena Management Ice Arena Programming Internal service fund"rents" Irrigation systems maintenance IT Disaster Recovery System r Mow/Trim Park Lands Ordinance Enforcement Park and Facility Rentals Park tree maintenance Participation in School Activities ■ Pavement preservation Planning Staffing Playground maintenance Policing in Rental Properties Public building and ground maintenance School Fields Senior Programming Snow removal Spring Cleanup Day Street Crimes Enforced Springsted City of Shakopee,Minnesota.Budget Prioritization Session Findings and Recommendations 19 Teen programming Vehicle and Equipment Maintenance Water rescue response Youth Athletic Associations Youth building ■ Tier 3 Service Component City Tree inventory and Tree GIS Management Conduct non-enforcement ordinance activities Natural Resource Coordinator Park Design and Park Openings Park/Trail Development and Construction Special Events Partnerships Differences of Opinion: The following tables show services where staff and Council had differing ■ opinions regarding the potential for service elimination. The entries are color-coded according to the following scheme: • Entries in red are Tier 1, where support for elimination was high. • Entries in green are Tier 2,where support for elimination was low. • Entries in blue are Tier 3,where support for elimination was mixed. The table below shows elements where support for elimination was mixed from one party (and thus appear in blue), while support from the other party was high or low(and thus appear in red or green). Elements on this list will require further discussion to determine whether one . group (most likely the group with a mixed opinion) will commit to moving the service component to Tier 1 or Tier 2. City Council Management Staff . Adult Sports/Adult Programming Adult Sports/Adult Programming Appeal of BIA Fee to Trust Opinion Appeal of BIA Fee to Trust Opinion Congregate Dining-Levee Drive Congregate Dining-Levee Drive Conservation Easement Management Conservation Easement Management Customer Service Survey Customer Service Survey EducationlPrevention Program Education/Prevention Program r Elections Elections Engineering Staffing Reduction Engineering Staffing Reduction Historic Preservation Commission Historic Preservation Commission Landscape Development Landscape Development Maintain downtown streetscape Maintain downtown streetscape Monthly Report to Council Monthly Report to Council Nat'l Resources Programming&Env.Edu. Nat'l Resources Programming&Env.Edu. Projects Projects Park and Trail Map Updates Park and Trail Map Updates ■ Quarterly Hometown Messenger Newsletter Quarterly Hometown Messenger Newsletter Skating Rink Maintenance Skating Rink Maintenance Training/sectional schools and conferences Training/sectional schools and conferences Transit staffing Transit staffing Umbrella Liability Insurance Umbrella Liability Insurance Watering of trees Watering of trees ■ __ Springsted City of Shakopee,Minnesota.Budget Prioritization Session . Findings and Recommendations 20 The table below shows service elements where the two groups showed opposite opinions. In these cases, staff felt that the services were good . candidates for elimination (thus they are in green), while Council felt that the services were poor candidates (thus they are in red). There were no services where these opinions were reversed. Considerable discussion will be required to reach consensus on these items,if consensus can be reached at all. ■ The table below shows service elements where the two groups showed opposite opinions. In these cases, staff felt that the services listed were poor ■ candidates for elimination, while Council felt that the items were good candidates. This is the reverse of the situation seen earlier in the service ■ reduction results. ■ City Council Management Staff Background investigations-Non Police Background investigations-Non Police Related Related Interim Comp Plan Amendments,Special Interim Comp Plan Amendments,Special Planning Studies Planning Studies Statement Three: "This service should be improved" There was little consensus between the two groups regarding this statement. ■ City Council Preferences ■ Tier 1: Solid support for improvement: Service Component Elected Neg Neut Pos Average ■ Snow removal 3.8 0 2 3 Tier 2: Little support for improvement: Elected Service Component Average Neg Neut Pos Custodial Service 1.8 4 1 0 Conduct non-enforcement ordinance activities 2.0 4 1 1 0 Skating Rink Maintenance 2.0 4 1 0 Appeal of BIA Fee to Trust Opinion 2.2 4 0 1 Street Crimes Enforced 2.0 4 0 1 Athletic field maintenance 2.2 4 0 1 Interim Comp Plan Amendments,Special Planning Studies 2.4 3 2 0 . Conduct Drug Investigations 2.0 3 2 0 Monthly Report to Council 2.2 3 2 0 ■ Special Events Partnerships 1.8 3 2 0 IT Disaster Recovery System 2.4 3 1 1 Springsted City of Shakopee,Minnesota.Budget Prioritization Session . Findings and Recommendations 21 ■ Park tree maintenance 2.4 3 1 1 Park/Trail Development and Construction 2.4 3 1 1 ■ Adult Sports/Adult Programming 2.4 3 1 1 Tier 3: Mixed support for improvement: Service Component Elected Neg Neut Pos Average Nat'l Resources Programming&Env.Edu. 2.8 3 0 2 Projects Elections 2.4 2 3 0 Transit staffing 2.4 2 3 0 Umbrella Liability Insurance 2.4 2 3 0 Background investigations-Non Police 2.4 2 3 0 Related Policing in Rental Properties 2.4 2 3 0 ■ School Fields 2.4 2 3 0 Conservation Easement Management 2.2 2 3 0 ■ Community Center Operations 2.4 2 3 0 Aquatic programming 2.4 2 3 0 Park Design and Park Openings 2.4 2 3 0 Landscape Development 2.6 2 3 0 Congregate Dining-Levee Drive 2.6 2 2 1 Emergency Call Response/Investigation 2.6 2 2 1 Coordinate emergency management 2.8 2 2 1 ■ Maintain downtown streetscape 3.0 2 2 1 Playground maintenance 2.4 2 2 1 ■ Downtown Flower Baskets 2.8 2 2 1 Vehicle and Equipment Maintenance 2.6 2 2 1 Boulevard Tree Maintenance 2.6 2 2 1 Park and Trail Map Updates 2.8 2 2 1 Aquatic Center Operations 2.6 2 2 1 Senior Programming 2.8 2 2 1 Youth Athletic Associations 2.6 2 2 1 Board of Adi&Appeals/Planning Comm 3.2 2 1 2 Review&Liaison . Planning Staffing 2.8 2 1 2 Water rescue response 2.8 2 1 2 ■ Cultural Education 3.2 2 1 2 Watering of trees 3.2 2 1 2 ■ High level rescue response 3.2 2 0 3 Historic Preservation Commission 2.8 1 4 0 Education/Prevention Program 2.6 1 4 0 Training/sectional schools and conferences 2.6 1 4 0 Customer Service Survey 2.6 1 4 0 Irrigation systems maintenance 2.6 1 4 0 Engineering Staffing Reduction 2.6 1 4 0 ■ Quarterly Hometown Messenger Newsletter 2.8 1 3 1 Internal service fund"rents" 3.0 1 3 1 ■ Hazardous materials response 2.8 1 3 1 Conduct and attend training beyond 3.0 1 1 3 1 Spring 5 t Q d City of Shakopee,Minnesota.Budget Prioritization Session ■ Findings and Recommendations 22 S mandates Ordinance Enforcement 3.0 1 3 1 ■ Participation in School Activities 2.8 1 3 1 Mow/Trim Park Lands 2.8 1 3 1 Pavement preservation 2.8 1 1 3 1 Public building and ground maintenance 2.8 1 3 1 Park and Facility Rentals 2.8 1 3 1 Ice Arena Management 3.0 1 3 1 Ice Arena Programming 3.0 1 3 1 City Tree inventory and Tree GIS 2.8 1 3 1 Management . Teen programming 2.8 1 3 1 Natural Resource Coordinator 3.0 1 2 2 ■ Park and Landscape Designer 3.2 1 1 3 Youth building 3.4 0 4 1 ■ Spring Cleanup Day 3.2 0 4 1 City Management Staff Preferences Tier 1: Solid support for improvement: Service Component Averae a Neg Neut Pos Maintain downtown streetscape 3.0 1 3 5 High level rescue response 3.2 0 3 6 ■ Tier 2: Little support for improvement: Elected Service Component Average Neg Neut Pos Skating Rink Maintenance 2.0 8 1 0 Boulevard Tree Maintenance 2.6 8 0 1 Park/Trail Development and Construction 2.4 7 2 0 ■ Custodial Service 1.8 7 1 1 Downtown Flower Baskets 2.8 7 1 1 ■ Conduct non-enforcement ordinance activities 2.0 7 0 2 ■ Nat'l Resources Programming&Env.Edu. Projects 2.8 7 0 2 . Community Center Operations 2.4 7 0 2 Park Design and Park Openings 2.4 6 3 0 Vehicle and Equipment Maintenance 2.6 6 3 0 Aquatic Center Operations 2.6 6 3 0 Quarterly Hometown Messenger Newsletter 2.8 6 3 0 Appeal of BIA Fee to Trust Opinion 2.2 6 2 1 Street Crimes Enforced 2.0 6 2 1 ■ Engineering Staffing Reduction 2.6 6 1 2 1 Special Events Partnerships 1.8 6 1 2 Pavement preservation 2.8 5 4 0 Elections 1 2.4 5 3 1 S p r t n g s t e d City of Shakopee,Minnesota.Budget Prioritization Session Findings and Recommendations 23 Transit staffing 2.4 5 3 1 Landscape Development 2.6 5 3 1 ■ Congregate Dining-Levee Drive 2.6 5 3 1 Mow[Trim Park Lands 2.8 5 3 1 Historic Preservation Commission 2.8 5 2 2 Natural Resource Coordinator 3.0 5 1 3 Background investigations-Non Police Related 2.4 4 5 0 i Ice Arena Management 3.0 4 5 0 ■ School Fields 2.4 4 4 1 Senior Programming 2.8 4 4 1 . Ice Arena Programming 3.0 4 4 1 • Tier 3: Mixed support for improvement: Service Component Elected Neg Neut Pos Avers e Monthly Report to Council 2.2 4 3 2 Park tree maintenance 2.4 4 3 2 Adult Sports/Adult Programming 2.4 4 3 2 Emergency Call Response/Investigation 2.6 4 3 2 . Youth Athletic Associations 2.6 4 3 2 Cultural Education 3.2 4 3 2 ■ Irrigation systems maintenance 2.6 4 1 3 2 Teen programming 2.8 4 3 2 Snow removal 3.8 4 3 2 Customer Service Survey 2.6 4 2 3 Youth building 3.4 4 2 3 Conduct Drug Investigations 2.0 4 1 4 Planning Staffing 2.8 4 1 4 Interim Comp Plan Amendments,Special 2.4 3 6 0 Planning Studies Ordinance Enforcement 3.0 3 6 0 Aquatic programming 2.4 3 5 1 ■ Water rescue response 2.8 3 5 1 Hazardous materials response 2.8 3 5 1 ■ IT Disaster Recovery System 2.4 3 4 2 Coordinate emergency management 2.8 3 4 2 S Park and Trail Map Updates 2.8 3 4 2 Watering of trees 3.2 3 4 2 Training/sectional schools and conferences 2.6 3 4 2 Public building and ground maintenance 2.8 3 4 2 Park and Facility Rentals 2.8 3 4 2 ■ Spring Cleanup Day 3.2 3 4 2 Board of Adj&Appeals/Planning Comm 3.2 3 3 3 ■ Review&Liaison Education/Prevention Program 2.6 3 3 3 Umbrella Liability Insurance 2.4 3 2 4 Athletic field maintenance 2.2 2 6 1 . Policing in Rental Properties 2.4 2 6 1 Playground maintenance 2.4 1 2 5 1 2 5 p f t n g S t e d City of Shakopee,Minnesota.Budget Prioritization Session ■ Findings and Recommendations 24 . Conduct and attend training beyond 3.0 2 5 2 mandates ■ Participation in School Activities 2.8 2 5 2 Conservation Easement Management 2.2 2 4 3 ■ City Tree inventory and Tree GIS 2.8 2 4 3 Management Park and Landscape Designer 3.2 2 3 4 Internal service fund"rents" 3.0 1 6 2 Comparison of Council and Staff Preferences Areas of Consensus: The following table shows services where staff and Council shared similar ■ opinions regarding the potential for service improvement. The two groups agree that a handful of services are not good candidates for improvement ■ (Tier 2). The major area of consensus between the two groups is for the large number of service areas for which each group is of mixed opinion (Tier 3). There were no areas where both groups agreed improvement was needed (Tier 1). Service Component Tier 1 none Tier 2 Appeal of BIA Fee to Trust Opinion Conduct non-enforcement ordinance activities Custodial Service ■ Park/Trail Development and Construction Skating Rink Maintenance . Special Events Partnerships Street Crimes Enforced Tier 3 Aquatic programming Board of Adj&Appeals/Planning Comm Review&Liaison City Tree inventory and Tree GIS Management Conduct and attend training beyond mandates Conservation Easement Management Coordinate emergency management Cultural Education Customer Service Survey Education/Prevention Program Emergency Call Response/Investigation Hazardous materials response Internal service fund"rents" ■ Irrigation systems maintenance Ordinance Enforcement . Park and Facility Rentals Park and Landscape Designer . Park and Trail Map Updates Participation in School Activities . Planning Staffing Playground maintenance S p r t n g S t e d City of Shakopee,Minnesota.Budget Prioritization Session ■ Findings and Recommendations 25 ■ Tier 3 Policing in Rental Properties Public building and ground maintenance . Spring Cleanup Day Teen programming ■ Training/sectional schools and conferences Umbrella Liability Insurance Water rescue response Watering of trees i Youth Athletic Associations Youth building Differences of Opinion: The following tables show services where staff and Council had differing ■ opinions regarding the potential for service improvement. The entries are color-coded according to the following scheme: . • Entries in red are Tier 1,where support for reductions was high. • Entries in green are Tier 2,where support for reductions was low. • Entries in blue are Tier 3,where support for reductions was mixed. The table below shows elements where support for elimination was mixed from one party (and thus appear in blue), while support from the other party was high or low(and thus appear in red or green). In each case, wherever one ■ group felt that a service area was a Tier 1 or Tier 2 candidate,the other group had mixed opinions. There remains much work to be done to determine ■ whether service areas exist for which improvements are desired by both groups. ■ City Council Management Staff Adult Sports/Adult Programming Adult Sports/Adult Programming Aquatic Center Operations Aquatic Center Operations Athletic field maintenance Athletic field maintenance Background investigations-Non Police Background investigations-Non Police Related Related Boulevard Tree Maintenance Boulevard Tree Maintenance Community Center Operations Community Center Operations Conduct Drug Investigations Conduct Drug Investigations Congregate Dining-Levee Drive Congregate Dining-Levee Drive Downtown Flower Baskets Downtown Flower Baskets Elections Elections Engineering Staffing Reduction Engineering Staffing Reduction High level rescue response High level rescue response Historic Preservation Commission Historic Preservation Commission Ice Arena Management Ice Arena Management ■ Ice Arena Programming Ice Arena Programming Interim Comp Plan Amendments,Special Interim Comp Plan Amendments,Special ■ Planning Studies Planning Studies IT Disaster Recovery System IT Disaster Recovery System ■ Landscape Development Landscape Development Maintain downtown streetscape Maintain downtown streetscape . Monthly Report to Council Monthly Report to Council Mow/Trim Park Lands Mow/Trim Park Lands Springsted ■ City of Shakopee,Minnesota.Budget Prioritization Session ■ ■ Findings and Recommendations 26 Nat'l Resources Programming&Env.Edu. Nat'l Resources Programming&Env.Edu. ■ Projects Projects ■ Natural Resource Coordinator Natural Resource Coordinator Park Design and Park Openings Park Design and Park Openings ■ Park tree maintenance Park tree maintenance Pavement preservation Pavement preservation ■ Quarterly Hometown Messenger Newsletter Quarterly Hometown Messenger Newsletter School Fields School Fields . Senior Programming Senior Programming Snow removal Snow removal ■ Transit staffing Transit staffing Vehicle and Equipment Maintenance Vehicle and Equipment Maintenance ■ i ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ SJ p r t R g 5'k e d City of Shakopee,Minnesota.Budget Prioritization Session ■ ■ Implementing the Recommended Salary Plan 27 4. Recommended Next Steps a The Springsted Team would recommend the City do the following in terms of . next steps. ■ Obtain City management staff consensus: Staff should discuss service areas where their opinion is split. Where consensus can be reached, move those i service elements to Tier 1 or Tier 2. Where no consensus can be reached, elements will remain in Tier 3. Obtain Council consensus: Council members should examine and discuss areas where their opinions are split, and should move items to Tier 1 or Tier 2 as appropriate. ■ Council-Staff reconciliation: After the services have been placed in their agreed upon tiers, Council and staff should discuss areas of disagreement. It . will be important to preface this conversation with a review of the service to ensure everyone fully understands the service being discussed where ■ discussions lead to consensus, services can be moved into the appropriate tier of the"Council-Staff Combined Priorities"list. ■ Budget Development: City staff can use the "Council-Staff Combined Priorities" list to identify areas where service reductions or eliminations and, consequently, budget savings are possible. Tier 1 services would likely be the first candidates for reductions, and Tier 3 services would be reduced as required to balance the budget. Tier 2 services would be the last to be considered for reductions. Springsted City of Shakopee,Minnesota.Budget Prioritization Session ■ ■ ■ ■ MONSOON r ■ r r a i ■ r ■ r ■ r r r ■ r ■ ■ r r ■ r Shakopee,Minnesota Budget Priorities for 2009 Non-Tax Program Net Tax Levy Revenue Support for Support for Support for Support for Support for Support for Service Submitting Program Cost Revenues Impact Generating Reductions Reductions Elimination Elimination Improve. Improve. No. Com onent Descri lion of Service and Im act Department thousands thousands thousands Options Elected (Staff) Elected Sta Elected Sta A four-page quarterly newsletter that is mailed to all residents and businesses in the Ouarterly city. Impact:The newsletter Is Intended to communicate important news, Hometown Information and upcoming events to residents and taxpayers. Pdorto In past years 2 Messenger the Hometown Messenger has been a section of the quartleriy Parks&Recreation Administration $22.0 Mixed High Mixed High Mixed Low Newsletter brochure that is done in cooperation with Community Education.The stand-alone, direct-mail newsletter Is Intended to reach a broader audience who may not read the Park&Roo bro For 30 years,the City has provided rented space and custodial services for a Congregate congregate dining site at Levee Drive Apts.While open to the public,the majority of 10 Dining-Levee clients are elderly residents of the building. Average number of meals served daily Administration $37.3 Low High Mixed High Mixed Low Drive is 17. Impact:Loss of nutrition and socialization opportunities for primarily frail elderly (tent The City currently employs four full-time custodians and one part-time custodian,for a total of 172 hours of custodial service a week.The Community Center is cleaned 7 days a week,the Police Station 8 days,and City Hall,Public Works,Engineering, 11 Custodlai Service the Library and the Youth Building 5 days a week.The two fire stations and the Administration 7 LOW High LOW Low LOW LOW congregate dining space also receive regular custodial service. Impact:Custodial service is Important to the long-term care of our buildings,as well as to the public perception of City services and the health and safety of our employees. In early 2008,the City purchased phase i of a disaster recovery system for our IT systems.Phase 1 consisted of approximatley$50,000 in hardware.Phase 2 is planned for 2009 and consists of the software necessary to fully utilize the newly. IT Disaster purchased hardware. Phase 2 is estimated to cost$40,000.Impact:The Disaster 12 Recovery System Recovery System we are working toward will allow the City to more fully and quickly Administration $40.0 Low Low LOW LOW Low Mixed restore the City's servers and data in the case of a disaster at our main I.T.room in the police station.With the Citys Increasing reliance on computers for everything we do,the service Impacts and costs of significant down-time for our network and/or lost date are slQnificant. The city election currently occurs in odd numbered years.However,it can be changed to occur in even numbered years.Impact:Shakopee residents would vote 3 Elections every other year as opposed to every year as they do now.Candidates for city City Clerk $3.5 election,or any city referendum,would be on the same ballot as federal,state,and LOW High Low Mixed Mired LOW county offices. (A special election could be called for a referendum,if desired, occurinel at a different time.) The Citys Planning Commission/Board of Adjustment and Appeals currently meets once a month from November to February,but twice a month March to October.City staff provides liaison services for these meetings.Impact:The PC/BOAA is 8 advisory to the City Council,and serves as a decision-masking body for CUPS, Community 5 Planning Board of Adj& determinations,and variances.Reduction of meetings to once a month will still Development $3 application fees Mixed High Low Low Mixed Mixed Appeals/Planning allow for reasonable timelines for decision-making under current levels of Comm Review& development,but would reduce costs for Commissioner attendance at meetings and _ Development of Comprehensive Plan Amendments before the decennially mandated updates because of changes in land use policy occasioned by continued ]USl_,n.___ changes In the City. Develop special studies responsive to changes in the Council's Community Interim Comp Plan policy direction regarding land use/zoning Issues. Impact:Provides the opportunity Development 20-50 High Mixed High Low Low Mixed Amendments,Special for Council to adapt City land use plans and zoning to changed circumstances,new Planninq Studies opportunities,contemolated future changes. Mstonc Community 8 Preservation Preserve history of Shakopee. impact:Loss of history Development $12.0 High High Mixed High Mixed LOW Commission 9 Transit staffing anagement of transit servces Impact: Staff trained to replace use of outside Community 9 consultants n less General Fund c Deveio ment $70.0 $70.0 $0.0 Low Mixed Low Mixed Mixed Low A wide range of serives(from providing informatioo to the public to reviewing building permits and land use applications,to providing liaison to various City boards and commissions to carrying out code enforcement activities)are providing Additional 87 Planning Staffing the City's Planning staff which consists of a Community Development Director,2 Community $83.0 not sure less than 83 charges for Mired Mired LOW LOW Mixed Mixed Planner 2s,1 Planner t,and a Planning Secretary.Impact;Reduction of time for Development information code enforcement and public Inquiries,elimination of capacity to assist other services Departments with GIS/map related projects,reduces staff for various boards(PC, Transit. 4 umbrella Liaty Finance Excess liability insurance and for some types of claims not covered by the statuory $44.0 Low Mixed Mixed Low Mixed Mixed Insurance tort liability cap.Impact:Potential cost over Insurance coverage Internal service Intemal rvice fund charges for buildings and equipment.Equipment fund rents= 5 fund"rents" $1,050,00se0 building fund rents=$1,111,000.Impact:Inadequate funding for Finance $2,000.0 Low Mixed Low Low Mixed Mixed future buildina and poulpment expenditures, Springsted Incorporated Page 1 of 5 10/30/2003 n nn, ® ■ n ■ ■ anonn a an nnnnnonannnINn n nn Shakopee,Minnesota Budget Priorities for 2009 Non-Tax Program Net Tax Levy Revenue Support for Support for Support for Support for Support for Support for Service Submitting Program Cost Revenues Impact Generating Reductions Reductions Elimination Elimination Improve. Improve. No. Com on:nt Descri tion of Service and Im act Department thousands thousands thousands Options Elected (Staff) Elected Ste Elected Ste Provides education to all 3rd grade classes in the school system once a year and Other Insurance 26 Education/Proven one open house to the public during fire prevention week in October.Impact: Fire $5.0 $1.5 $3.5 companies or Mixed Low Mixed LOW Mixed Mixed tion Program Would not give the children of the City good Information on how to get out of fires businesses and prevent ire:from happening. Charge back to customer or 27 Water rescue Open Ice Diving and River Rescue response. Only Dive Team In Scott County. Fire Town;Use Mixed LOW LOW LOW Mixed Mixed response Impact:A longer response time. CarverCounty or Hennepin Dive Team 28 High level rescue Rope rescue ressponse for high level,lower level and confined spaces.Provides a Fire $10.0 Charge back to Low Mixed LOW Low Mixed High response well rounded response to all rescue situations.Impact:Slower response time. - customer Hazardous Response to all hazardous Incidents and mitigate fuel leaks,gas leaks,chemicals. use the State 29 material: impact:Would not be able to mitigate problem quickly. Fire $30.0 $15.0 $15.0 Hazardous LOW Mixed LOW LOW Mixed Mixed res onse Materials Team Treining/sectional Sectional Schools-Mankato,Duluth and Rochester.Conferences-Minnesota 30 schools and State Fire Dept,State Chiefs and FDIC.Provides good training that we cannot get Fire $40.0 Mixed Mixed Mixed LOW Mixed Mixed conferences done In house along with getting great contact.Impact:Would not have a well rounded cre cross trained In all re In Sept.,2007,the BIA ruled that the SMSC could place 750 acres of land primarily In Shakopee,Into Trust staus,thus removing it from Shakopee zoning control and Appeal of BIA tax base.The Council chose to appeal the BIA's decision;the Issue is currently In 1 Fee to Trust litigation.Impact:A successful appeal will mean that the land is not placed Into Legal $100.0 Low Mixed Low Mixed Low LOW Opinion Trust status.Future Incremental applications that meet the Federal application criteria,which could have city Input,would result In workable outcomes for the Tribe, BIA'and the coy Emergency Cali Officers respond to 911 calls for service and Investigate criminal activity.Impact: 13 ResponseMvesti Quick responses to emergencies keep residents safe and is the lop priority of the Police $800.0 LOW Low LOW LOW Mixed Mixed ation Police Dept. Proactive place unit consisting of 2 officers that target repeat offenders and City"hot 14 Street Crimes spots". Impact:We have seen tremendous early success with this unit.They have police $120.0 Low Mixed Low LOW Low LOW Enforced been responsible for many key arrests and prevented several incidents from happening in the Background 15 Investigations- Background Instigations for non police related purposes(park and ree coaches, Police $6.5 Mixed Low High Low Mixed Low Non Police city employment,licensing,etc.).Impact:Citizen safety Related Participate In the Southwest Metro Drug Task Force.Officers are able to follow drug 16 Conduct Drug traffic both in the City and to neighbouring Jurisdictions. Impact:Service levels Police $150.0 $60.0 $90.0 LOW Mixed LOW Low Low Mixed Investigations would most likely decrease if the department moves away from the Southwest Metro Drug Task Force. Conduct and Staff attends training beyond mandated POST requirements.Impact:Will fall 17 attend training behind the rest of the Industry and has potential negative effects on service levels. Police $15.0 $7.5 $7.5 Mixed Mixed Low LOW Mixed Mixed beyond mandates Conduct non- Can delegate 18 enforcement Administrative tasks,case management,employee background checks.Impact: Police depends some code work Mixed Mixed Mixed Mixed LOW LOW ordinance to other City activities Departments Coordinate Train and prepare police and city staff for an emergency. Impact:Ability to property 19 emergency respond and handle a crisis situation Impacts the safety of all Shakopee residents. police $5.0 Low LOW LOW LOW Mixed Mixed management Will result in the City falling behind the curve.The City would lose out on grant ooportun lea that have been remel beneficial to this Point, Cultural Train employees to develop cultural and language skills to serve a population that is 20 becoming more diverse. Impact:Not Improving cultural and language skills Police $1.5 Mixed Low Low Low Mixed Mixed Education s o r service to a orowing Population Shakopee. Looking at Receive feedback from the community on the departments performance.Impact: aftemative 21 Customer Service Not conducting survey will save on staff time and costs associated with mailing and Police $3.0 delivery systems Low High Mixed High Mixed Mixed Survey printing the survey. Not conducting the survey may also results in the department for future surveys moving In directions not consistent with what his public desires. beside the post office Monthly Report to Provide reports and updates from the department to City staff and City Council. 22 Monthl Impact:Allows certain members of the public and elected officials to keep pace Police $1.2 Low Mixed LOW Mixed LOW Mixed hauperina In department, Springsted Incorporated Page 2 of 5 10/3012003 Soo ■ g * * ■ onnessus Mason was ■ m ■ r ■ SON Shakopee,Minnesota Budget Priorities for 2009 Non-Tax Program Net Tax Levy Revenue Support for Support for Support for Support for Support for Support for Service Submitting Program Cost Revenues Impact Generating Reductions Reductions Elimination Elimination Improve. Improve. No. Com oneint Descri tion of Service and Im act Department thousands thousands thousands Options Elected Stz Elected (Staff) Elected (Staff) Code 183U8$ Enforcement of City Code violations:.Impact:If property staffed,other City could be 23 OMinance departments may be able to handle code Issues more effective) than Police CSOs Police delegated to Enforcement P y y S1o.o other Low Low Low Low Mixed Mixed currently can. departments within the Cltv. DARE/GREAT,School Resource Officer Program.Impact: If SROs are 24 Participation In elimninated or if DARE or GREAT are eliminated,educational and prevention Police $240.0 $80.0 $160.0 Low Mixed Low Low Mixed Mixed School Activities programs will be greatly diminished.To keep this program going,adequate staffing levels must be maintained. The crime free mufti-housing officer works with property managers to ensure sale Policing in Rental living environments for residents. Impact:The CFMH officer talks daily to property 25 Properties ownera and caretakers.Not having someone in this position will result In less Police $40.0 Low Low Low Low Mixed Mixed contact with those Individuals and possibly a return to"problem"properties in the ICKy.as the case before this ooliftion was created. 31 Watering of trees Watering of trees In the public right-of-way and parks is done when necessary. Public Works $10.0 Mixed Low Mixed Low Mixed Mixed m act:Possible loss of trees Maintain Maintain downtown alreetseape. Impact:Complaints end reducetl aeathettca of Assessment 32 downtown Downtown area. Public Works $26.0 (Taxing District) Mixed Mixed Mixed Low Mixed High slreetsca e 33 Playground Inspect and maintain playgrounds.Weekly Inspections.Impact:Complaints, Public Works $25.0 Low Low Low LOW Mixed Mixed maintenance liability s Maintain softball and baseball fields on school property.Mostly In-field grooming Invoice School 34 School Fields and striping.Impact:Complaints-fields would be unsafe and un-usable for youth Public Works $15.0 District for Mixed Mixed LOW Low Mixed Low activitities services .. 35 Youth building Buldling rental charges and maintenance.Provides meeting space for community, public Works 532.0 Charge user fees Low Mixed LOW LOW Mixed' Mired Impact:Lack of meeting space will lead to complaints and reduce service levels. to cover costs Snow removal of sidewalks and trails.Provides safe pedestrian routes.Impact: 36 Snow removal Need to revise City Code or adopt a policy to reduce service.Complaints-potential Public Works $46.0 Low High Low Low High Mixed liability. Mowing and trimming of park lands.Provides well groomed parks.Contributes to 37 City image.Impact:Complaints,poor turf quality,additional weeds,violation of Public Works $50.0 Mixed High Low Low Mixed Low mmrrdm Park Lands City ode. Skating Rink Placing water for Ice on outdoor rinks and maintaining the ice for skating during the 38 Maintenance motnha of December.January and February.Impact:No outdoor skating Public Works $15.0 Charger user fee Mixed Mixed Low Mixed Low Low oDoortunities for u people,Upset ublic that use outdoor ice. Placing,daily watering,general maintenance of flower baskets in Downlon area from 39 Downtown Flower May to October.Helps with Downtown Partnership Vision of energizing Downtown Public Works $9.0 $4.5 $4.5 Special Service High High High High Mixed Low Baskets area.Im act: 8V im act downtown business. District 40 Spring Cleanup Provide residents with ability to clean-up and throw out or recycle unwanted items. Public Works $25.0 $20.0 $5.0 Low Mixed Low Low Mixed Mixed Da Impact:complaints,Increased Illegal dumping Vehicle and Provide mechanical repairs of vehicles and equipment.Provide preventative 41 Equipment maintenance of vehicles and equipment.Provide welding and fabrication services. Public Works $300.0 Low Low Low Low Mixed Low Maintenance Impact: Shorten vehicle and equipment life.Lost efficiency-downtime. Increased cost to other departments. Potential liability for public safety Pavement Crack sealing,seal coaling,bituminous overlays and patchin got 150 miles of 42 preservation streets on an annual basis.Impact:Accelerated deterioration of pavements and Public Works $300.0 $150.0 $150.0 Assessment LOW Low LOW LOW Mixed Low ore ex nsi nstru Ion eels. Boulevard Tree Maintenance of boulevard trees Including planting,trimming,disease tree and 43 Maintenance hazardous tree removals and stump grinding. Impact:Public safely Issues- Public Works $50.0 Assessments Low Mixed Low Low Mixed LOW laws it. Services could Public building be contracted out Maintain public grounds for City buildings,special projects for City buildings. (but now done to 44 and ground Impact:Complaints,violation of City Code(grounds).,special projects are delayed. Public Works $25.0 off peak time by Low Low Low Low Mixed Mixed maintenance Public Works staff) 45 Park tree Maintain park trees.Impact:complaints,potential liability. Public Works $30.0 Low Low Low Low Low Mixed maintenance Irrigation systems Maintenance of irrigation systems on athletic fields,public buildings and certain 46 maintenance parks for turf management.Impact:Turf quality may be reduced and degarded to a Public Works $30.0 Low Mixed Low LOW Mixed Mixed Dint of reseeding is needed. Athletic field maintenance is performed In spring and summer for softball,baseball, 47 Athletic field soccer and football programs.Mowing 2 times/week and grooming 2 times/week. Public Works $125.0 User fees Mixed Mixed Low Low LOW Mixed maintenance Impact:Upset public due to field quality being reduced and more Injuries are nos3lble due to lower field maintenance, Spdng3ted Incorporated Page 3 of 5 10/30/2003 g a s ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ w a g e s N o u n r ■ Shakopee,Minnesota Budget Priorities for 2009 Non-Tax Program Net Tax Levy Revenue Support for Support for Support for Support for Support for Support for Service Submitting Program Cost Revenues Impact Generating Reductions Reductions Elimination Elimination Improve, improve. No. Component Description of Service and Impact Department thousands thousands thousands Options Elected Ste Elected (staff) Elected (Staff) Engineering staff provides design,construction and inspection of Public projects; design,review and Inspection of private developments;coordination and Inspection Engineering of County projects;coordination with SPUC;commercial building permits; 66 Staffing transportation studies;coordination with Public Works Divisions.Impact:Decay of Public Works $80.0 $40.0 $40.0 Mixed High Low Mixed Mixed Low Reduction projects such as bituminous overlays would ultimately cost more and is not recommended.Reduce service level to the public,County coordination,SPUC coordi _t of public Infrastructure prolects. Schedule all park facilities,ball fields,community center rooms. Manage rental Park and Facility agreements and coordinate school facilities with school district.Impact:Teams Sponsorship of 48 Rentals would not have set practive or game times coordinated with City and school district. Recreation $63.0 $27.0 $36.0 City facilities and LOW Mixed Low Low Mixed Mixed Shelters would not be available for reservation.No room rentals at the Community ball gelds Carrier rout ild n. Manage the day to day operations and maintenance of the Ice Arena.Schadut and Increase building coordinate facility rentals and usage year round.Impact:City would pay for the use Ice Arena sponsorships. 49 Management of the Ice time for programming and the City would lose control of Ice Arena Recreation $350.0 $228.0 $122.0 Increase ice Mixed LOW LOW LOW Mixed LOW management.School District and Hockey Association would pay higher prices and rental fees have limited c tim . Separate Ice 50 Ice Arena Offers youth and adult programs in loam to skate and open skating opportunities. Recreation $50.0 $37.5 $12.5 admissions from LOW Mixed Low Low Mixed Low Programming Also Includes special events. Impact:Loss revenue from Ice rentals community cents memberships NR Coordinator offers programming for kids and adults 10 make them aware of the importance of natural resources In the community.NR Coordinator participates with Increase 51 other entities to provide school age children with environemtnal education projects Recreation $10,0 $3.0 $7.0 programming to Mixed High Mixed High Mixed- Low Nat'l Resources and programs.Impact:Not have potential to gain revenue.Increase City's cost to Increase fees Ed..Pro ac4 Programming 8 Env. provide programming we can do in hour If consultant is hired. Perk and Trail Maintain and update Citys Park and Trail maps when necessary.Impact:City 52 Map Updates would not have the most current Park and Trail maps available for community and Recreation $9.0 Charge for maps Low High Mixed High Mixed` Mixed Ian in purposes Conservation Manage and maintain the Citys designated conservation easements by Hire consulting 53 Easement recommending land,monitoring encroachments and maintaining boundary Recreation $10.0 company to Mixed Low Low Mixed Mixed Mixed Management markings. Impact:If not managed,City could lose valuablie natural resource lands manage lands JCIty Tree The City tree Inventory is maintained regularly to ensure quality trees are planted inventory and and hazrdous trees are removed.The Tree Inventory is Integrated to GIs and the 54 Tree GIs system le maintained to ensure accuracy. Impact:City would not be able to Recreation $7.0 High High Mixed Mixed Mixed Mixed Management manage the tree population,reduce risk of liablity and reduce risk of tree diseases, or maintain value of tree resources, Increased Community Manage day to day operations,facility usage,and staff for community center. programming, 55 Center Impact:Citizens would not hae a community center to use in the City that offers Recreation $500.0 $200.0 $300.0 rentals and fees; Low Low Low Low Mixed Low Operations programs,fitness,classes and drop In services. Gat sponsorships from corporations Aquatic Center Manage day to day operations,facility usage,maintenance,chemical control and 56 Operations staff for Aquatic Park.Community has a unique send bottom aquatic facility to use in Recreation $300.0 $100.0 $200.0 LOW Mixed Low Low Mixed Low the summer,The pool Is also used for lesssons and specialty programs. Impact: Provides American Red Cross swimming lessons of all levels to all ages.Sepcialty, Aquatic programs such as scuba,boating safety,swim camp and open swims are offered to 57 programming the public.Only swimming program offered in the Ctiy.City has the use of 3 pools Recreation $150.0 $105.0 $65.0 Low Low Low LOW Mixed Mixed (2 school district and one outdoor). Impact:Community would have to travel outside of Ci or swimmin lessons. Charge fees for all special Teen Day to day operations and programming of teen center and skate park.Provides events,charge 58 programming events such as DJs and bands at the teen center.Impact:Not offering the teen Recreation $94.0 $32.9 $61.1 daily admission Mixed Mixed Low Low Mixed Mixed center would take away a beneficial place for teens to go. fees,use space for other Springsted Incorporated Page 4 of 5 10/30/2003 was nesusnanswanannesen sense memo a Shakopee,Minnesota Budget Priorities for 2009 Non-Tax Program Net Tax Levy Revenue Support for Support for Support for Support for Support for Support for Service Submitting Program Cost Revenues Impact Generating Reductions Reductions Elimination Elimination Improve. Improve, No. Com onent Descri tion of Service and Im act Department thousands thousands thousands Options Elected (Staff) Elected Ste Elected Ste Charge developers a City evaluates and plans City park and trail coordination and constrrction, construction Pevelop it Construction administration Is doen internally so City is aware of entire construction depends on 5%from Park administration 59 Development and process. Impact: Lack of staff person who is consistent and familiar with City Recreation project Reserve CIP when depends on project fee(currently LOW High Mixed Mixed Low Low Construction applicable Implemented in facilities and comprehensive plan. revised Developers Agreement) Dealgn all new parka In house.Coordinate community meetings and plan Park 90%from Park Park Design and Reserve CIP dependning on funding,City's comp plan and needs of City.Plans depends on 80 park Openings park openings to celebrate new packs.Impact:Design would not be done by City Recreation project Reserve CIP when depends on project General Fund? High High Mixed Mixed Mixed LOW wou tl l it dedication to h s eetls. applicable Develop landscape plans and Implement landscape projects In house.Impact: Adopt a Planting 81 Landscape Parka Department may need to hire a private consultant if project is large.Citya Recreation 55.0 Area with Mixed High Mixed High Mixed Low Development costs could be Increased. volunteers paying g g Recreation Department coordinated and partners with many groups and Charge fees or 62 Special Events organizations to offer special events to the community.Impact:If not partnering Recreation $35.0 increase Mixed Mired Mired Mired Low low Partnerships the City would not be recognized and still be working with the groups because many sponsoahips to s eclal events take olsoe In City arks or facilities. cover cost Provides programming for active older adults including adult fitness,cards,movies. Increase fees or 63 Senior senior club,trip and special events.Impact:Lack of social program for older active Recreation $10.0 $1.5 $8.5 partner with other LOW LOW LOW LOW Mixed LOW Programming adults to stay fit and/or interact with older adults. older adult rou s Increse fee per Coordinate all activities and facility scheduling for youth athletic associations.Offer participant and Youth Athletic an enhanced and standard package.Central department to coordinate season require 84 Associations scheduling and facility usage,Impact:Lack of coordination of activities and facility Recreation $5.0 $5.0 $0.0 and park LOW Low LOW LOW Mixed' Mixed a scheduling for youth athletic associations, maintenance cha es Corodinate adult sport leagues for basketball,volleyball and softball and otter n 65 Adult Sports/Adult variety of adult programming such as archery.150 atlutt teams particiapte each Recreation $20.0 $20.0 $0.0 Increase team Mixed LOW Mixed LOW LOW Mixed Programming year. Impact:Adult Sport groups coordinate themselves or limit the number of fees no teams ould to ere nue n nt I er fa fl' us evaluations,water quality monitoring,wildlife habitat Improvement projects,and Storm sewer fund Natural Resource preparation and distribution of public Information and educational materials. and Implementing 68 Coordinator Part icipates in development review and enforces a number of City code Recreation $128.0 $25.6 $102.4 now fees Mixed Mixed Mixed Mixed Mixed Low requirements.impact:If the services are not compelled,the City will lose valuable approved with natural resources and not be able to maintain the high quality natural resources that design criteria Plans,designs,and develops parks,trails,open space and park facilities within the City's comprehensive plan and Park Reserve CIP.Reviews development proposals, Park and designs complex and technical plans for projects and manages construction and 69 Landscape development of projects.Impact:Cost for consultant would be higher than a Park Recreation $85.0 $42.5 $42.5 High High High High Mixed Mixed Designer and landscape Designer.Other staff time would be needed to assist consultant on project planning,design,meeting appearances and Information.Engineering would ensure eonalruction is completed but do not have specific landscape design Springsted Incorporated Page 5 of 6 10/30/2003