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HomeMy WebLinkAbout5.A. 2004 Operating Budget Request 5. r-i · CITY OF SHAKOPEE MEMORANDUM To: Mayor and City Council Mark McNeill, City Administrator From: Mark Themig, Facilities and Recreation Director Meeting Date: City Council Workshop, August 28, 2003 Subject: 2004 Operating Budget Requests I am writing to provide you with an overview of the 2004 budget request for the Recreation Fund, Natural Resources, and Government Building Operations. SUMMARY Recreation Fund (7500) 2003 Request Change % Change Revenue 710,770 34,890 4.9% Ex enditures (1,589,470 41,110 2.6% Total (878,700) 6,220 0.70% . As proposed, the Recreation Fund continues services at current levels, with provisions for additional youth, teen, and senior program growth. . The budget also allows for growth in program participation because the additional registrations will cover direct program costs plus 15% administrative overhead. . The proposed budget does not include any fee increases. I am planning on presenting fee increases with the Parks and Recreation Advisory Board at their September meeting. (See further discussion below.) Natural Resources (0128) I 2003 Request I 2004 Request I Change , % Change Expend itu res 119,740 126,490 6,750 5.6% . Expenditures for greenway planning ($21,000), an environmental partnership funding for wetland inventory matching grant ($10,000), and GIS training ($400) are new in this year's request. Government Building Operations - City Hall, Library, Senior Center (0180) I 2003 Request I 2004 Request I Change I % Change Expenditures 336,980 487,040150,060 44.5% . Annual building rental charges for new library is $145,080. . Utility services for new library and higher energy costs for all buildings results in an estimated $34,360 increase. . Professional services for new library (cleaning, service agreements) results in an estimated $32,90 increase. Note: Costs for personnel, supplies, and services to maintain and operate Police, Fire, and Public Works buildings are included in their respective budgets. OTHER CONSIDERATIONS Recreation Fund Items not included in the request that need to be discussed include: 1. Community Center Carpet Replacement In the CIP work session, we proposed replacing the Community Center carpet. This is the third request for this work, and needs to be done in the near future due to the condition of the carpet. Since the initial request, the estimate we received this year has increased $10,000. Finance Director Voxland indicated that Council could consider potentially funding this from reserves. Estimated Cost: $70,000 Estimated Revenue: None 2. Relocation of Fitness Area/Gymnastics Program and Creation of Teen Center The Parks and Recreation Advisory Board considered several scenarios for reusing the Multi-Purpose room when the library moves out. Each of these scenarios attempted to address the two most significant service-level issues with the Community Center: fitness facility space and a location for teens. The Advisory Board adopted the following recommended changes: . Due to low registration at the upper levels, restructure the gymnastics program focusing on the tumbler and beginner levels and eliminating the upper levels. This would permit the gymnastics program to be relocated to }'2 of the Multi-Purpose room. . Move the fitness equipment into the front }'2 of the existing gymnastics room space, and covert the back }'2 to a program area for aerobics and other fitness activities. . Create a teen center in the front }'2 of the Multi-Purpose room. Attachment A provides more detailed information on these proposals. Estimated Costs: . Fitness Facility Installation: $35,135 (includes protective flooring, new equipment) . Teen Center Construction: $25,000 (includes walls, HVAC modification) . Teen Center Operations: $22,000/year Estimated Revenue: . Fitness Facility: $10,000-20,000/year . Teen Center: $2,000 3. Fees The proposed budget continues the current 2003 fee levels. I am proposing that we discuss potential fee increases with the Advisory Board at their September meeting. Potential fee- related changes include: . Potential charge for use of the Jr. High pool: In further discussion with the School District, this would likely be a "surcharge" that would be passed on to the participant to help cover some of the pool operating costs (for example, $5 per participant). . Maintenance costs for special use facilities: This concept would pass a portion of the cost for maintenance on special-use facilities (ball fields, soccer fields, Schleper Stadium) on to the users. If implemented, revenue from these fees should be applied to the Public Works park maintenance budget. This concept needs to be discussed further with Public Works. . Other fee increases such as the Community Center fees, administrative overhead on recreation programs, etc. Natural Resources 1. Park Comprehensive Plan Update With the update of the City's comprehensive plan to address upcoming annexation in the township, there is a need to update the park master plan to reflect these areas. Also, the current plan, which was developed in 1997-1998, should be updated to reflect recent growth in the City, as well as the effect of increasing land costs. This update would help guide park- related decisions for the City, which has changed considerably since then, as well as look toward the future for the township areas that are being annexed. The 1998 comprehensive park plan cost the City $8,000. Eden Prairie just completed updating their plan, and spent $67,000. In speaking with Mr. McQuillan and Mr. Leek, it seems that we should be able to update our plan, including township areas, for a cost not to exceed $15,000. Government Building Operations 1. Reorganization of Building Operation Functions Given the recent reorganization of all City building operation responsibilities under Parks and Recreation, this budget request is the most tenuous. The following is an overview of the categories for General Government Buildings (0180), which includes City Hall, the Senior Center, and the Library. As I understand, building operations for the Fire Stations, Police Department, and Public Works are included in their department reports, which are supported through Government Building Operation staffing. Salaries: Includes Facility Maintenance Lead. Salary has been allocated among Government Buildings, Police, Fire, and Public Works budgets. (decrease $11,000) Supplies and Services: Reflects estimated increases with new library, and ongoing City Hall costs. (decrease $7,000; it appears that cleaning services was budgeted in this category in 2003) Professional Services: Reflects increased cleaning and other professional costs for new library, and ongoing building maintenance at City Hall. (increase $30,000) Utility Service: Reflects increased costs for new library, and increased energy costs for City Hall. (increase $32,000) Rentals: Reflects new library building rental charge. (increase $60,000; full impact of Library rental charge of $145,000 was not felt because City Hall rental charge was double entered in 2003) 2. Cleaning Services and Maintenance Support for New Buildings The new cleaning contract carries an amount of $110,000 for all City buildings. This could provide for approximately 2.5 FTE City staff, which would potentially enhance our cleaning services. (Not all departments have been satisfied with the current provider.) However, there are issues that I see with bringing these services in-house: . Ensuring adequate staffing levels to cover all buildings . Scheduling for facilities that are seven days/week . Supervision In addition, we have identified potential issues with maintaining an additional 50,000 square feet of building space with our existing staffing levels. As you know with the Community Center, the lack of investing in day-to-day and preventative maintenance during the first few years of operation resulted in higher expenditures down the road. It is clear that our single Facility Maintenance Lead cannot cover the maintenance that will be needed with these new buildings. Facility Maintenance Lead Duane Toenyan has contacted several other cities that do cleaning in-house (see Attachment B). It appears that two full-time staff would not be adequate to cover the square footage of all City buildings. By investing in a third staff at an estimated $10,000-$20,000 more that our current cleaning contract amount, we could potentially provide three full-time staff that would have responsibility for cleaning buildings, as well as ongoing maintenance to keep buildings operating effectively. Staff is still researching this concept, but would like direction from Council. tc\ Shakopee Parks and Recreation Budget Improvement Package Prepared by: Brad Eller Date: July 21, 2003 Instructions - for any improvement that results in an increase of $1,000 or more, the fol/owing information should be provided: Improvement Description: Addition of a Teen Center facility within the existing community center multi-purpose room, as recommended by the Parks Advisory Board. Description of Need: As the community of Shakopee has grown, so has the teenage population. City staff has recognized the increase in use of the Community Center facility and skatepark by this age group. An evening visit to the Community Center often brings notice to the number of teens 'hanging out' in the lobby and hallway areas. The Park Advisory Board has recognized this demand and recommended that the teens have a dedicated space within the Community Center to call their own. This space would be in the form of a teen center that would provide a valuable service to the community. Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: Expenditures are estimated and may vary depending on operating hours/staffing, donations, vending contracts, use of existing community center services and supplies. Item 1st Year 1st Year- Possible 2na Year Expenditures with DonationsNending Contracts Walls, HVAC, Elec 25,000 25,000 Staffing 16,016 16,016 16016 28hrs/wk x $11/hr x 52 weeks Based on hours of: M-Th 2:15-7:15 Fri 2:15-10:15 Sat 12:45-10:15 Sun 12:45-6:15 Paint 400 400 100 Desk 400 400 Computer 750 Large TV 1200 Various TV's 500 250 VCRlDVD 200 200 Stereo/Sound System 1500 500 300 Cable setup 200 200 Phone(setup) 580 580 480 2Iines@$20/mo. High Top Tables 750 750 500 Furniture 1000 300 1000 Stage Materials 300 150 Lights 600 400 300 Storage 500 500 250 Video Games/Systems 1500 750 1000 Locks 200 200 Movies 400 200 250 Fooseball 500 500 Ping Pong 500 Air Hockey 500 Pool Table 1000 Operatina Supplies 200 200 200 Office Supplies 200 200 200 Misc. Supplies 300 300 300 Build.Maint. Supplies 200 200 200 Total 55,396 47,246 22,046 Anticipated Revenue: Anticipatedadditiona/ revenue as a result of the improvement. Please identify additional revenue by item: Item Amount Vending (machines in Community Center will ? have increased revenues) Vending (If we have pay pool table, fooseball, 1,000 air hockey, add various) Events 400 Total +/- 1,400 Impact on City Service Levels by Funding the Improvement: A teen center will be primarily maintained by the part time staff involved in its day to day operations. Community Center building maintenance will be asked to take part in maintenance such as carpet cleaning, wall painting, repairs, and other various items. Shakopee Parks and Recreation Budget Improvement Package Prepared by: Travis Karlen Date: July 29, 2003 Instructions - for any improvement that results in an increase of $1,000 or more, the following information should be provided: Improvement Description: Conversion of the Gymnastics room into a Fitness Area including a fitness studio within the existing community center, as recommended by Parks and Recreation Advisory Board Description of Need: Right now our fitness area is located in a hallway and a storage closet. We are at maximum load for equipment and there is nowhere to expand. Fitness is a huge drive to membership. Right now, many people go to Dakotah or other gyms for their fitness needs. In order to pull those people into our community center we need to expand our fitness area significantly. The Parks and Recreation Advisory Board has recognized this demand and recommended that we move the fitness area into the existing Gymnastics room. Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: All Expenditures are estimated. Cost $4535 Includes Shi pin $2000 $2000 ment $20,000 $4000 $1000 $1000 $600 $35,135 Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: Unknown Impact on City Service Levels by Funding the Improvement: Better fitness area, which would bring in more people and up our membership numbers. Community Center building maintenance would be asked to help out with maintenance tasks. Buildina Maintenance and Operation Com lJarison Burnsville 81. Louis Park Eden Prairie 8horeview Maple Grove New Briqhton Eaqan Gov't Building Recreation and Facilities Public Works, Building Support Services, Parks and Recreation Public Works No staff. Contract for Parks and Recreation, Maint. Housed In: Division Facilities Division most services. Buildina Division Buildings . City Hall . City Hall . City Center . Community Center . Government Center . City Hall/Police . City Hall . Police Department . Nature Center . Other City buildings . City Hall . Public Safety . Police Dept . Maintenance Shop . Fire Stations . Fire Stations Center under . Public Works . Fire Stations construction . Fire Dept Admin . Water Treatment . Fire Station Plants . Water Towers Responsibilities . Maintenance/Repairs . Maintenance/Repairs . Maintenance/Repairs . Maintenance/Repairs . Maintenance/Repairs . Maintenance/Repairs . Project Coordination . Long-Term . Long-term . Long-term . Long-term . Custodial Services Preventative preventative preventative preventative Maintenance maintenance maintenance maintenance . Construction . Oversee contractors . Oversee contractors . Oversee cleaning Proiects for maior work for maior work. contract. Staff . Head Facility Tech . Supervisor . Supervisor . Park Superintendent . Facility Supervisor None. Public Works . Gov't Building Supervisor . 4 Maintenance Staff . Lead Custodian . Facility Maintenance . Facility Technician street division will Supervisor . Facility Tech . 5-6 Custodians Tech assist with issues . 1 FT, 2 Y:z Time . Custodial Supervisor . 3 Custodians periodically, maintenance techs . Custodians Other Buildings . Ice Arena and Golf . Rec Center has own . Community center . Park buildings . Community Center . Community . Park buildings Course have own maintenance staff. has own maintained by Park and Ice Arena have Center has day- maintained by park maintenance staff. . Park buildings maintenance staff. Maintenance staff. own maintenance time custodian, maintenance. . Park buildings maintained by Park . Park buildings staff. but most work . Ice Arena and maintained by Park Maintenance maintained by Park contracted out. Cascade Bay Maintenance. Maintenance as well (waterpark) as Facilities division, maintained by own staff. Cleanina Services In-house In-house In-house In-house In-house Contracted Contracted Comments System works well Currently looking at Division has recently Government building Currently looking at Gov't building primarily because Facility consolidating been housed in Parks maintenance previously consolidating maintenance takes too Supervisor has ability to maintenance of all and Rec, Public Works. in administration. Still administration of much time for Park and work well with others. buildings except Rec Still evaluating best somewhat of a grey cleaning contract. No Rec Director. Moving Center in one location for division. area. plans to add division to Asst. City department. maintenance staff. Admin. \P SUMMARY OF IN-HOUSE CLEANING RESEARCH GA THERED FROM COMPARABLE CITIES AUGUST 20, 2003 Attached you will find information we gathered from contacting facility departments of 4 comparable cities in the metro area. We previously knew that these 4 suburbs had an "In-House" cleaning program where they employ their own full time custodians who clean comparable facilities to Shakopee. We asked each representative of the 4 to answer the same questions. . All were pretty comparable to Shakopee in terms of types of facilities. . Total square footage of areas cleaned varied from 80,000 to 120,000. Although we haven't calculated our total square footage of area to be cleaned, we have well over 220,000 square feet of buildings if you include garage space, shop space, etc. . Full time custodian salaries ranged from 12.00 to 19.00 per hour-some union contracts . Scheduling didn't seem to be a big problem, but they all had enough people to cover when employees needed vacation and sick leave. . All commented that they would never go back to contracted cleaning because this is working out so well, but we only contacted cities with this cleaning program. In house cleaning is working out well for these 4 cities with less complaints and better quality of service, but the overall costs are higher. We could probably experience these same benefits with this cleaning program, but costs will be higher and with only 2-3 night people, scheduling and leave time could present big problems. Shakopee Facility Maintenance IN HOUSE CLEANING INFORMATION - CITY OF BURNSVILLE FACILITY LIST: City Hall, Police Dept., Public Works, Water Plant, and Youth Center COMBINED SQ. FOOTAGE: Approx.80,000 NO. OF DAYS PER WEEK CLEANED: City Hall & Police Dept.(6) Public Works(5) Youth Center(3) , Water Plant(2) NO. OF STAFF: 4 full time custodians plus 1 night supervisor (light maintenance included) CUSTODIAL SALARY RANGE: 14.00 per hour average non-union STAFF SCHEDULING: after normal daytime hours, some staff scheduled M-F, some T-S to cover 6 days, permanent schedules with no rotation of days COMMENTS: Feel they have better cleaning quality with less grief. Nice to have their own staff on hand for night set-ups and events. They provide a vehicle for staff mobility between facilities. Firemen clean their own facilities. They realize the cost is higher to in-house clean, but feel it's worth it. Have tried part-time staff, but expressed nearly having the same problems as contract cleaning with high turn-around, no-shows, security problems, etc. IN HOUSE CLEANING INFORMATION-CITY OF SHOREVIEW FACILITY LIST: various municipal buildings COMBINED sa. FOOTAGE: City Hall and Community Center together over 120,000, others unknown NO. OF DAYS PER WEEK CLEANED: All buildings cleaned all (7) days NO. OF STAFF: 5 full time custodians (1 is a lead), 2 part-time custodians that work 3 days per week CUSTODIAL SALARY RANGE: 19.00 per hour for the lead, 14.60 per hour top scale for other full time, 10.50 per hour for part-time STAFF SCHEDULING: 5 different weekly schedules to cover all days, people rotated monthly on those 5 weekly schedules COMMENTS: Used to have a percentage of cleaning contracted out. Overtime utilized to cover for custodians on sick leave, vacations, etc. is OK. No more complaints about cleaning since they went in house. Feel the costs are higher, but well worth it. IN HOUSE CLEANING INFORMATION- CITY OF EDEN PRAIRIE FACILITY LIST: 11 various buildings COMBINED SQ. FOOTAGE: City Hall & Police Dept. together over 100,000 NO. OF DAYS PER WEEK CLEANED: Police Dept. and shelters 7 days, all others 5 days NO. OF STAFF: 9 full time custodians, (2 work days-7 work nights) CUSTODIAL SALARY RANGE: 12.00-15.00 per hour, non-union STAFF SCHEDULING: off on holidays like other city employees, paid holidays, as needed basis to cover days off and sick leave COMMENTS: Performed own study and felt they save .20-.30/hour vs. contract cleaning. Set up carpet and hard floor maintenance program. Would never go back to contract cleaning. IN HOUSE CLEANING INFORMATION-CITY OF ST. LOUIS PARK FACILITY LIST: City Hall, Police Dept., Public Works, Nature Center, and Utility Building COMBINED SQ. FOOTAGE: Approx. 82,600 NO. OF DAYS PER WEEK CLEANED: Police Dept.(7) all others(5) NO. OF STAFF: 5 full time custodians (3 evening shift, 2 days) CUSTODIAL SALARY RANGE: 15.45-19.73 per hour, union contract, maintenance pay scale- start at level 1, after 3 years reach top level STAFF SCHEDULING: Rotate people to cover weekends and holidays COMMENTS: Never contracted cleaning before due to security issues. Night full time people can do light maintenance, set-ups, and more variety than strictly custodians (cleaners), therefore feel the need to pay them higher than what the average custodian pay rate is. The 2 people on day shift also perform maintenance.