HomeMy WebLinkAbout3.d. City Service Priorities
3. d.
CITY OF SHAKOPEE
Memorandum
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: City Service Priorities
DATE: May 20, 2009
Comment:
Introduction:
As part of the May 20th budget workshop, the Council is asked to review and comment on
service priorities as identified with staff.
Background:
As part of earlier budget discussions preparing for the 2010 document, Council asked that
staff prioritize services that are provided by the City. The intent as I understand it was to
assist Council in determining how funding and other resources might be best allocated to
serve areas in terms of need.
As one might imagine, it is difficult to assign objective criteria that will accurately reflect
all subjective preferences that the individual might have for a particular service or
program. Staff did do research, and found a formula that has been utilized by Jefferson
County, Colorado, and the City of St. Cloud, MN which provided for a ranking of
internal and external services provided by governments.
External Services
A. Basic Service Attributes
Mandated vs. non-mandated- Services that are mandated by both State and
Federal Government received 100 points; those mandated only by State received
fifty points. Services which are determined by the Council as being a local choice
to be provided received no points.
Note that this is subjective - for example, library services are mandated by the State, but
there is no obligation to provide those services seven days a week, or twenty-four hours a
day.
Self supported- Services that fully support themselves (such as certain recreation
programs, building permits, and or many engineering-designed projects that are
paid through something other than the general fund tax levy received 100 points.
Programs that receive some support from outside the general fund tax levy,
received points from 1 to 99.
Demand for Services -_This looks at how many residents benefit from a particular
service. However, this is subject to debate as well. For example, 100% of property
owners benefit by having a fire department available to respond to an emergency
call, but over the course of a year, less than one percent have a direct need for
those services.
B. Primary Outcomes of City Services
This will be discussed in more detail elsewhere during the May 20th workshop. However,
staff assigned a number from 0-10 based on how much the service in question supported
one of the following major spending classifications:
1. Transportation systems
2. Healthy and safe environment
3. Community and Economic Development
4. Recreational opportunities and amenities
5. Maintenance of the City's investment in public facilities
After factoring in weighting in terms of support and financing, a rank order was
established and is shown in the right hand column. This reflects an order from the
highest priority, to the least importance, as determined by the formula being utilized.
Internal Services
The basic service attributes are the same for Internal vs. External Services; however,
there is a change in the primary outcomes.
Instead of having the five primary outcomes used for external services, for internal, they
are divided into two:
1. Stewardship and organizational stabilitv- How effective is the service in
managing the City's resources and maintaining its organizational work
environment?
2. Departmental/Program Support- How much does the service support City
departments and their public programming needs?
Discussion:
As shown, based on the formula, and the admittedly subjective point assignments, the
priorities are presented. These are open to debate. The results were also not meant to
diminish the fact that many of the lower ranking services may be highly important to
certain user groups. The rankings do provide, however, a starting point for the
prioritization consideration.
Budget Impact:
From a budgetary standpoint, the Council will need to determine what these priorities
mean. For example, does the City assign resources so that those that rank highest in the
final adopted prioritization receive proportionately more than those at the bottom end?
Or, in an era of significantly reduced resources, do those that are determined to be ranked
lowest receive no funding whatsoever?
Recommendation:
Council should discuss and determine if it wishes to utilize these, or a revised set of
budget priorities.
Action Required:
Give direction to staff on City services prioritization
~ >>\vtU~
Mark McNeill
City Administrator
MM:cn
~. d.
City of Shakopee Grading Worksheet Internal Services
: ' . . : .... "." >. '" @ @. @ .
. . . ;; 1" Ii' * ; 3 $.. . l@:;1i.. . . . .
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Services that are How much does the W P Howe ffective is the service in W P W P
mandates by the state or service support the City e 0 pro tecting, preserving & e 0 The extent to which a service e 0 200 +
federal government will Percent the Council, Administration, i i manageing the City's i i supports external departments i i 360 =
Service is non. and their public programs in
receive a higher score and boards in monitoring g n reso urces and maintaining g n g n 560
than that mandated by tax supported accountability to the h t organ izational structure/work h t meeting current needs and h t possible
the City citizens t s environment t s achieving short term results t s
.. ..... i>'i ""i' tOO. :h.Stateor'FeClefiii it"~jij~~ii;t"rtj i I~~i~ "":,' "ill" ~ >"'n(l"
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. Q:::n6mandllte <.. .......Yi
1 BudQet/CIP 100 0 10 12 120 10 12 120 10 12 120 460
2 Recruitment/hiring 100 0 8 12 96 10 12 120 10 12 120 436
3 Financial Reporting 100 0 10 12 120 8 12 96 10 12 120 436
4 Citv Council Support 50 0 10 12 120 10 12 120 10 12 120 410
5 Pavroll .... 100.. 0 i.. .. 5 12 60 10...i 12 120 10 12 120 400
6 Safety Training 100 0 5 12 60 10 12 120 10 12 120 400
7 Offical Records 100 0 10 12 120 10 12 120 5 12 60 400
8 Accounts Pavable/AR 100 0 1 .............. 5 12 60 .......... 10 12 120 .. 10 12 120 400
9 Departmental Support/supervision 50 0 9 12 108 10 12 120 10 12 120 398
10 HR Compliance 100 0 5 12 60 10 12 120 8 12 96 376
11 Cash Management 0 75 10 12 120 10 12 120 5 12 60 375
12 Intergovernmental Relations 50 0 8 12 96 8 12 96 5 12 60 302
13 PlanninQ Commission 50 < 0 .......... 10" 12 120 ...i.' 7 .. . 12 84 < ....... 4 12 48 302
14 Benefits Administration 0 0 5 12 60 10 12 120 10 12 120 300
15 Records Imaging 0 50 8 12 96 6 12 72 6 12 72 290
16 PRAB 50 0 8 12 96 6 12 72 6 12 72 290
17 Fleet Maintenance .... .......... 0....... o ......J 1 ...i "i... 3 .... 12 36 ....... 10 1 12 120 10 12 120 276
18 Insurance 0 0 7 12 84 10 12 120 5 12 60 264
19 IT User Support 0 0 2 12 24 10 12 120 10 12 120 264
20 IT Network Manaoement 0 0 2 12 24 10 12 120 10 12 120 264
21 Facilitv Maintenance 0 0 2 12 24 10 12 120 10 12 120 264
22 Custodial 0 0 2 12 24 10 12 120 10 12 120 264
23 Assessing ...... ...1100 '., 0 9 12 108 3 12 36 1 12 12 256
24 TAC Support 0 100 4 12 48 4 12 48 5 12 60 256
25 Facility Capital Maintenance 0 0 2 12 24 10 12 120 8 12 96 240
26 City Clerk Customer Service 0 0 8 12 96 5 12 60 5 12 60 216
27 IT Special Proiects 0 0 2 12 24 7 12 84 8 12 96 204
28 Telecomm Proiects .... ....0 ....... 50.. ..<....i..... .< 1 .... 12 ...12 3. 12 36 8 12 96 194
29 Finance Purchasing Coord, 0 0 5 12 60 6 12 72 5 12 60 192
30 GIS/Mappino 0 0 3 12 36 6 12 72 6 12 72 180
31 Public BldQs/Qrounds main!. 0 0 3 12 36 6 12 72 6 12 72 180
32 CSO SUDDortlTriaoe 0.. ....... 0 ..... .j 8 12 96 5 12 60 2 12 24 180
33 Fueling 0 2 0 12 0 3 12 36 8 12 96 134
34 Fleet Setup 0 0 0 12 0 5 12 60 5 12 60 120
35 Environmental Advisorv Comm, 0 0 4 12 48 5 12 60 1 12 12 120
36 EDA 0 0 3 12 36 1 12 12 2 12 24 72
37 EDAC Support 0 0 2 12 24 1 12 12 1 12 12 48
38 HPAC 0 0 -, 2 12 24 1 12 12 1 12 12 48
5/19/20098:59 AM
City of Shako pee Grading Worksheet External Services 3/3/2009
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$ I~ <? # $ ... $ "" $ @w ""
." . _ _ ,.' ' . "1 @'@
The C'lty wl'll . . The City will
The City will guide The City will
. rov'lde a safe . . protect the
Services that are p land use & provide active
mandates by the W P environment for W P development in order W P and passive ~axpayers .
Th C't '11 'd 'd t d Investment In
state or federal e I y WI provl e resl en s an e 0 to ensure a healthy e 0 recreation . , . ,
Percent the t s rt t' e 0 "t th h public facilities & 300 + 500
government will ran po a Ion .' VIS I ors roug 'I i economic base i i opportunities & '
S ,. _ S t h I I 'bl" equipment by an = 800
receive a higher ervlce IS non cope sys ems t at are proactive pu IC g n protect & enhance g n other community. '
tax supported ff t' I I d g n f t d . . . . active possible
score than those e ec Ive y p anne h t sa e yan h t residential h t amenities (I.e, .
a d W II m . t' d P r pr'ate maintenance and
mandated by the n e am ame tap 0 I t neighborhoods and t s library Cong,
s f t f s 'planned
City en orcemen 0 preserve the natural Dining Derby
ode and ., replacement
c s environment Days etc,)
standards program
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Building Permits 100 100 100 0 8.64 0 9 18.94 170.5 10 6.14 61.40 0 7.14 0.00 3 9.14 27.42 559
Engineering Project Design 0 100 100 10 8.64 86.4 7 18.94 132.6 5 6.14 30.70 3 7.14 21.42 7 9.14 63.98 535
Project Inspection 0 100 100 10 8.64 86.4 7 18.94 132.6 4 6.14 24.56 2 7.14 14.28 6 9.14 54.84 513
Fire Inspection 100 100 80 0 8.64 0 10 18.94 189.4 0 6.14 0.00 0 7.14 0.00 0 9.14 0.00 469
Fire Suppression 50 7 100 0 8.64 0 10 18.94 189.4 3 6.14 18.42 0 7.14 0.00 8 9.14 73;12 438
Street Winter Maintenance 50 0 100 10 8.64 86.4 8 18.94 151.5 2 6.14 12.28 2 7.14 14.28 2 9.14 18.28 433
Emergency Mgt Preparation 100 0 100 1 8.64 8.64 10 18.94 189.4 3 6.14 18.42 0 7.14 0.00 0 9.14 0.00 416
Emen::jency Mot Response 50 0 100 3 8.64 25.92 10 18.94 189.4 3 6.14 18.42 0 7.14 0.00 0 9.14 0.00 384
Police Patrol ......, 50 0' 100 5 8.64 43.2 10 18.94 189.4 0 .... 6.14 0.00 0 7.14 0.00 0 9.14 0.00 383
Sealcoating/maintenance 0 100 10 8.64 86.4 4 18.94 75.76 5 6.14 30.70 1 7.14 7.14 8 9.14 73.12 373
Police Records _ other agencies 100 0 100 2 8.64 17.28 8 18.94 151.5 0 6.14 0.00 0 7.14 0.00 0 9.14 0.00 369
Licensing 50 100 100 2 8.64 17.28 5 18.94 94.7 0 6.14 0.00 0 7.14 0.00 0 9.14 0.00 362
Land Use Applications 50 70 50 3 8.64 25.92 5 18.94 94.7 10 6.14 61.40 0 7.14 0.00 0 9.14 0.00 352
". ~'. " ~
SLLiqhts/sionals/sians 50 0 100 8 8.64 69.12 6 .... 18.94 113.6 1 6.14 6.14 1 .......... 7.14 7.14 0 9.14 0.00 3
Zoninq Administration/information 50 30 75 3 8.64 25.92 5 18.94 94.7 10 6.14 61.40 0 7.14 0.00 0 9.14 0.00 337
ForestlWetland/Water mgt 100 0 50 4 8.64 34.56 0 18.94 0 8 6.14 49.12 8 7.14 57.12 5 9.14 45.70 337
Police Records _ Courts 50 0 100 2 8.64 17.28 8 18.94 151.5 0 6.14 0.00 0 7.14 0.00 0 9.14 0.00 319
Park Development 0 90 100 0 8.64 0 0 18.94 0 6 6.14 36.84 10 7.14 71.40 2 9.14 18.28 317
ST. Striping 50 0 100 10 8.64 86.4 4 18.94 75.76 0 6.14 0.00 0 7.14 0.00 0 9.14 0.00 312
Tree/Nat. Resources 50 100 0 8.64 0 0 18.94 0 8 6.14 49.12 8 7.14 57.12 6 9.14 54.84 311
Code Enforcement (Chapt 11) 50 0 50 0 8.64 0 7 18.94 132.6 10 6.14 61.40 2 7.14 14.28 0 9.14 0.00 308
Rescue 0 0 100 2 8.64 17.28 10 18.94 189.4 0 6.14 0.00 0 7.14 0.00 '. 0 9.14 0.00 307
Nat. Res. Development Review 50 50 50 0 8.64 0 0 18.94 0 8 6.14 49.12 8 7.14 57.12 5 9.14 45.70 302
Fire Prevention/Education 50 0 75 0 8.64 0 9 18.94 170.5 0 6.14 0.00 0 7.14 0.00 0 9.14 0.00 295
Investiaations 0 0 100 0 8.64 0 10 18.94 189.4 0 6.14 0.00 0 7.14 0.00 0 9.14 0.00 289
Druo Task Force 0 100 0 8.64 0 10 18.94 189.4 0 6.14 0.00 0 7.14 0.00 0 9.14 0.00 289
5/14/200912:34 PM 1 of 3
City of Shakopee Grading Worksheet External Services 3/3/2009
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The City will The City will guide The City will The City will
Services that are provide a safe land use & provide active protect the
mandates by the W P environment for W P development in order W P and passive taxpayers
state or federal The City will provide residents and to ensure a healthy recreation investment in
Percent the transportation e 0 visitors through e 0 e 0 public facilities & 300 + 500
government will i i i i economic base, i i opportunities &
receive a higher Service is non- Scope systems that are proactive publiC protect & enhance other community equipment by an =800
tax supported effectively planned g n safety and g n g n active pOSSible
score than those and well maintained h t appropriate h t residential h t amenities (i.e. maintenance and
mandated by the t s enforcement of t s neighborhoods and t s library, Congo planned
City preserve the natural Dining., Derby
codes and environment Days etc.) replacement
standards program
... ......<'ii.;.'<.//f<il <100=$tateor .... , ., k"% of Population . .. .'. · '.Ai'.' 3"3:;! ...., ,("'~~0!',; +0{.,::'" :"!;',;., ;/;;,!!'.1,;!&!.1'.1..,3";';';'3.;;;;:;;3, 3 i' ~i!i~r2;~I1';;": I<i I,i' --i!Di/'!
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Ii! . ......... "',..iiiiii../ .;!rr federal Mandate.. ""/'i Served I' ""/U,,U'/'."'< <i//i...< </,...<ii' .< </i/; 1<'" . !\(!i'"
.<. ...... I..
'..i<........ .....X!C'(...........,.ZZ.../..X <.... <' 50. = Local. i"'." ..<.;<. '.. 1.<+"" <..'>. ... '!x.tX/i!.u
Z';.(.+.i// ;i~t;. ii!<.. <.'. i.<..................... ............... ........... .............. .........../..i! ./; ....i!<....)>/!
;t'Mandate .. . / > ..~'"--/ <.<i/.i .../ ".:i';. ........ "7. '...}' "~'" '.s';;' >;.;;; :~"i....... I.. ..';....i ...<.....
F ..--. .i;; ..F.;. ;+.;..(i< .;/ .i' .<i< .. .........
....; ......./u;..............,... Situ .......... .'U>iu..
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Maintenance Parks 0 0 70 0 8.64 0 2 I 18.94 37.88 5 6.14 30.70 10 7.14 71.40 5 9.14 45.70 256
Recreation Youth 0 100 8 0 8.64 0 3 18.94 56.82 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 236
CSO Code Enforcement 50 0 40 0 8.64 0 6 18.94 113.6 5 6.14 30.70 0 7.14 0.00 0 9.14 0.00 234
Fire Mutual Aid 0 0 75 0 8.64 0 8 18.94 151.5 0 6.14 0.00 0 7.14 0.00 0 9.14 0.00 227
Maintenance Plavground 0 0 50 0 8.64 0 0 18.94 0 5 6.14 30.70 10 7.14 71.40 6 9.14 54.84 207
Skate Park 0 95 1 0 '.. 8.64 0 2 18.94 37.88 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 205
... ..
Elections 100 0 100 0 8.64 0 0 18.94 0 0 6.14 0.00 0 7.14 0.00 0 9.14 0.00 200
Ice Rental 0 100 5 0 8.64 0 0 18.94 0 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 176
Recreation Preschool 0 100 2 0 8.64 0 0 18.94 0 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 173
Comm. Center - Open Use 0 35 10 0 8.64 0 3 18.94 56.82 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 173
Recreation Adult 0 95 5 0 8.64 0 0 18.94 0 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 171
Comm. Center - Programs 0 95 3 0 8.64 0 0 18.94 0 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 169
Lodgina Tax 50 100 5 0 8.64 0 0 18.94 0 2 6.14 12.28 0 7.14 0.00 0 9.14 0.00 167
Aquatics Indoors - Programs 0 70 4 0 8.64 0 1 18.94 18.94 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 164
Ice Programs 0 85 6 0 8.64 0 0 18.94 0 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 162
Aquatics Outdoor - Programs 0 70 2 0 8.64 0 1 18.94 18.94 0 6.14 0.00 10 7.14 71 .40 0 9.14 0.00 162
Fire - High Level 0 0 10 0 8.64 0 8 18.94 151.5 0 6.14 0.00 0 7.14 0.00 0 9.14 0.00 162
Telecomm Gov't Access 0 100 15 1 8.64 8.64 1 18.94 18.94 1 6.14 6.14 1 7.14 7.14 0 9.14 0.00 156
Maintenance Athletic Fields 0 0 30 0 8.64 0 0 18.94 0 0 6.14 0.00 10 7.14 71.40 5 9.14 45.70 147
Recreation Special Events 0 70 4 0 8.64 0 0 18.94 0 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 145
Website 0 0 25 2 8.64 17.28 3 18.94 56.82 2 6.14 12.28 4 7.14 28.56 0 9.14 0.00 140
Fire EMS 0 0 25 0 8.64 0 6 18.94 113.6 0 6.14 0.00 0 7.14 0.00 0 9.14 0.00 139
Telecomm Public Access 0 100 10 0 8.64 0 0 18.94 0 0 6.14 0.00 4 7.14 28.56 0 9.14 0.00 139
Library 0 0 60 0 8.64 0 0 18.94 0 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 131
Teen Center 0 15 4 0 8.64 0 2 18.94 37.88 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 128
Aquatics Outdoor - Open Use 0 50 5 0 8.64 0 0 18.94 0 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 126
5/14/200912:34 PM 2 of 3
City of Shakopee Grading Worksheet External Services 3/3/2009
.
,
< " m j); & ; \ & .
,
'" '$ . e " . . '" . *
The City will The City will guide The City will The City will
Services that are provide a safe land use & provide active protect the
mandates by the W P environment for W P development in order W P and passive taxpayers
state or federal The City will provide residents and e 0 to ensure a healthy 0 recreation investment in
Percent the transportation e 0 visitors through e public facilities & 300 + 500
government will i i i i economic base, i i opportunities &
receive a higher Service is non- Scope systems that are proactive public protect & enhance other community equipment by an = 800
tax supported effectively planned g n safety and g n g n active possible
score than those h t h t residential h t amenities (i.e.
and well maintained appropriate maintenance and
mandated by the t s enforcement of t s neighborhoods and t s library, Congo planned
City preserve the natural Dining., Derby
codes and environment Days etc.) replacement
standards program
>>>> "",', > 1.00. =' Stateo[ , % of Population , i?>i>
?>?c C,?>;ch 11 ,c [? """.,.' .'.',..... ii
I' >>'? """""/>,>..,,,hc Federal'MCjpdate' · >J'c:'>' Served .'....,>>...>,'..,.".. >,'.','...,'.'.'....>><. ",""',', """'?> '..> ....?..,.>'." ........'.."'.......,>.,',.' .'..? """.,.,',. ."'.."J~i..<..'...<? .,'.....'. .'."....'...',?.."'. ',',',' ..'".",.....'.',..<."........'...... , ?,c(i
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,...c...... ...,.c'"hi.',.,?' ,.'?.... .<'..'c.>i"i ' Mandate ' <? .;- ......',.....'.'. ...>.ci?......",'......, Ic? . .,.,.,i....';hh ?'Ii::.
i ch<,>c. """'.:? ... I', "'C I'h ....,'.......
c'.i .,? ....,i .'..,.....i..........., .,c>c','?, ..i..,,?....c, ,....>....
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C. "i.>., ,. ... .,<> '<'>'<',' ic'" "o"",,'.lu=:;oervlCe <C,,",> ,,',,' ".'. ",',' I,
Public Buildings & Grounds 0 0 20 0 8.64 0 0 18.94 0 3 6.14 18.42 2 7.14 14.28 7 9.14 63.98 117
Park Facility Rent/scheduling 0 40 4 0 8.64 0 0 18.94 0 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 115
Fire Water Search 0 0 5 0 8.64 0 5 18.94 94.7 0 6.14 0.00 0 7.14 0.00 0 9.14 0.00 100
Aquatics Indoors - Open Use 0 20 2 0 8.64 0 0 18.94 0 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 93
Newsletter 0 0 60 0 8.64 0 0 18.94 0 0 6.14 0.00 4 7.14 28.56 0 9.14 0.00 89
Recreation Seniors 0 5 1 0 8.64 0 0 18.94 0 0 6.14 0.00 10 7.14 71.40 0 9.14 0.00 77
EDA Development Support 0 0 15 1 8.64 8.64 0 18.94 0 6 6.14 36.84 2 7.14 14.28 0 9.14 0.00 75
Huber Park Performances 0 0 3 0 8.64 0 0 18.94 0 0 6.14 0.00 10 7.14 71 .40 0 9.14 0.00 74
,
ConQregate Dining 0 ,'" 0 1 0 8.64 0 0 18.94 0 0 6.14 0.00 5 7.14 35.70 0 9.14 0.00 37
5/14/200912:34 PM 3 of 3