Loading...
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.. . . . . ..,. 0.. il " . .. Ii ' . , 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" i i>:"''';;i ..l"i >'.0__"' ,S8"i i ..,>..,>'i:>......, MiinCliiie "I,II,I.i...,I' .... '<1 ..;c.. -' - -- '-,',', - --,-, ','." - ,- :'i ,- -:- ';>)> ,; , : ,:: ,- - ;:' " "-' ",~ Ji 50 = LoqaIMa.nCll'lte" d_ tlij~r1~~i ti_~I!~1 0'':!i~ i '.< ,ii~ ............." ..,'>>W'< ..".'i ..:.........::'i.i:i... ".'1 >} ..;............................... . 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 , . . II $ 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 .;.;.; .......... ;c.;.v .'.9 .. .'. . . .' ..;; ......... ,i';.;;"');;; ......; .c;.;;;..;;; ;;. ;;i;;.. :; ......... --;" ,;.;;!.>i,!:!:".;; I'vi..i....;.:d.;; INi" '" T<' ,,, A'Y;]i ", SeN" "",,',,,;;,;,, """ 'i';:i'!1fD,S))!i" f iii";;'" ';, iii"~"~ "'." ".", 'i, '" ,'ie"',:; ".' ice;:,"~ , ,.,./'!; :',i;! """,S')'i,'"i;;S;' ,',. [;WV':;i"\'i: F;.:..: ;; ..... .,. ~.....:"C':i'><.: [;C i!:;;>' ;;;!; 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 ~ %,~ " " , " \. , S , , , $ ". "","ll * ., , ~, = , . . , . , 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/'! U+I ~ 'Ui 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.. ...... -/... .,;/.'. '.i ". / ... ...... ,.iUiU.,.. ....................../... ". ............ </i.... ," '. >';.'''' ",' ..../. ..; .; ..i 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 .> """"'.. ,C,>>c." .>.,/" liii? <. .. '.,c' ii <h"" '...,.", . ..".50:.t.qcal. . ',."," ."c,......C.... '.'>..c..?.... . ?.. .c.i'" ',';;" ,.... ..?','.. c I"", I\'i> i.'.,< ,...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, ,....>.... <i./,..... · c .i>"_ >?/ c.........'" 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