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Home My WebLink About7. 2011/2012 Assistant City Administrator Budgets CITY OF SHAKOPEE 2011/2012 GENERAL FUND BUDGET DIVISION: FACILITIES MISSION STATEMENT: To provide for the daily and long -term operation and preventative maintenance of government buildings. ACTIVITY: The Facilities Division budget provides for the operation and maintenance of City Hall. In addition, staffing provided through the Facilities budget also provides for operation and maintenance of the Library, Congregate Dining, Fire Stations, Police Station, Public Works buildings, Community Center and Youth Building. Operating costs for these buildings as well as staff time are charged to the respective division budgets. Actual Budgeted Requested Requested 2009 2010 2011 2012 Expenditures $214,259 $228,500 $214,610 $214,850 Population 34,691 34,000 35,100 35,300 Expenditure /Capita $6.18 $6.72 $6.11 $6.09 Square feet maintained 266,651 266,651 266,651 264,308 Staff 2009 2010 2011 2012 Facilities Supervisor 1 1 1 1 Maintenance 2 2 2 2 Custodian 4 3 3 3 OBJECT DESCRIPTION: Description of lines items: Salaries (Full- Time): Full -time Facilities Maintenance Supervisor, Facilities Maintenance Workers (2), and Custodians (3). Part -time custodian wages for weekend and substitute custodians. Operating Supplies (6202): Items used in daily care of City Hall, such as paper products, garbage bags, cleaning products ($4,500). Tools and equipment for facilities staff (used across all buildings) ($1,100) Office Supplies (6210): Office supplies ($500). 7 -1 Motor Fuels (6222): Fuel for 3 vehicles, $3,300 (2011) ($3,300 for 2012). Building Maintenance Supplies (6230): HVAC filters; lighting products; plumbing, electrical, and other repair supplies; miscellaneous building repair ($3,500). Building Maintenance Professional Services (6315): Ongoing maintenance and operation of buildings including: mechanical service contracts for heating, cooling, and electrical; elevator service agreements; fire alarm and security system monitoring and testing; exterior window cleaning; lock, door, and glass replacement ($20,000). Equipment Maintenance: Shop charges for vehicle maintenance, ($4,200 for 2011) ($5,250 for 2012). Telephone (6334): Desk and Cell Phones for 3 employees ($1,000). Insurance (6350): Property insurance for City Hall ($2,900). Liability and auto insurance for Facilities Division ($2,620). Utilities (6360): Water, sewer, natural gas, electricity, and storm sewer for City Hall ($30,500). Rentals (6400 - 6435): Building fund rental charges for Facilities staff ($8,300); Rent on 3 staff vehicles and snow removal equipment ($830). Conferences /Schools /Training (6472) Registration fees for staff training ($500). Travel (6475): Mileage reimbursement for custodian's building -to- building travel ($1,200). Dues (6480): Boilers licenses ($100). 7 -2 R5509BUD SH005PV CITY OF SHAKOPEE 815/2010 13:42:14 By Co, Div (pb), Object (2 Yr Bdgt) - Portrait Budget Report Page - 1 Fiscal Period: 7 / 10 Level Of Rollup 6 2008 2009 7/31/2010 2010 2011 2012 Actual Actual YTD Final Proposed Proposed Object Code / Description Amount Amount Actual Budget Budget Budget 01000 GENERAL FUND 18 FACILITIES 6000 EXPENDITURES 6001 WAGES & BENEFITS 6002 WAGES 83,479 92,856 41,467 69,790 67,990 72,240 6100 BENEFITS 56,091 53,570 19,224 61,810 44,840 48,630 6001 WAGES & BENEFITS 139,570 146,426 60,691 131,600 112,830 120,870 6200 SUPPLIES AND SERVICES 6201 SUPPLIES & SERVICES 12,044 9,022 3,555 15,100 15,400 14,550 6300 PROFESSIONAL SERVICES 65,440 14,320 14,722 24,000 24,200 27,250 6330 COMMUNICATIONS 738 694 410 1,000 1,000 1,000 6350 INSURANCE 8,395 5,014 4,398 5,340 5,520 5,520 6360 UTILITY SERVICE 36,666 28,892 14,424 40,000 40,000 30,500 6400 RENTALS 5,172 9,240 5,635 9,660 13,860 13,360 6470 DUES/TRAINING/TRAVEL 1,160 652 240 1,800 1,800 1,800 6200 SUPPLIES AND SERVICES 129,615 67,834 43,382 96,900 101,780 93,980 6500 DEPRECIATION 6600 MISCELLANEOUS 6700 CAPITAL OUTLAY 6800 DEBT SERVICE 6000 EXPENDITURES 269,185 214,261 104,074 228,500 214,610 214,850 18 FACILITIES 269,185 214,261 104,074 228,500 214,610 214,850 01000 GENERAL FUND 269,185 214,261 104,074 228,500 214,610 214,850 7 -3 Facilities 2011 -12 Budget 2011 2012 2011 2012 2011 2012 0181 0181 0183 0183 Object # Description Manage. Manage. City Hall City Hall Total Total 6002 Wages FT - Reg. $ 32,730 $ 36,980 $ 34,760 $ 34,760 $ 67,490 $ 71,740 6005 Wages OT - Reg. 500 500 500 500 6122 PERA 2,370 2,680 2,560 2,560 4,930 5,240 6124 FICA 2,500 2,830 2,700 2,700 5,200 5,530 6135 Health 14,780 17,730 14,780 17,730 6139 PEHP 1,800 1,800 1,800 1,800 6140 Life 810 810 810 810 6145 Dental 2,880 2,880 2,880 2,880 6170 Workers Comp 1,500 1,700 1,740 1,740 3,240 3,440 6180 Compensated Absences 11,200 11,200 11,200 11,200 6185 OPEB - - Total Personnel 70,570 78,610 42,260 42,260 112,830 120,870 6202 Operating Supplies 1,100 1,100 4,500 4,500 5,600 5,600 6210 Office Supplies 500 500 500 500 6212 Clothing / Uniforms 1,000 1,000 1,000 1,000 6222 Motor Fuels & Lubricants 3,300 3,300 3,300 3,300 6230 Building Maintenance 3,500 3,500 3,500 3,500 6240 Equipment Maintenance 1,500 500 150 1,500 650 6315 Building Maintenance 20,000 22,000 20,000 22,000 6316 Equipment Maintenance 4,200 5,250 4,200 5,250 6327 Other Prof Services - - 6334 Telephone 1,000 1,000 1,000 1,000 6352 Liability Insurance 1,940 1,940 1,940 1,940 6354 Property Insurance 2,900 2,900 2,900 2,900 6356 Auto Insurance 680 680 680 680 6362 Electric Service 27,250 22,000 27,250 22,000 6364 Water 250 350 250 350 6365 Gas 11,850 7,500 11,850 7,500 6366 Sewer 370 370 370 370 6368 Storm 280 280 280 280 6410 Software 4,730 5,090 4,730 5,090 6425 Equipment Rent (IS FUND) 830 830 - 6430 Building Rent (IS FUND) 8,300 8,270 8,300 8,270 6435 Other Rent - - 6472 Conf / School / Training 500 500 500 500 6475 Travel /Subsistence 1,200 1,200 1,200 1,200 6480 Dues 100 100 100 100 6620 Special Assessments 5,100 - 5,100 Total Supplies & Services 30,880 30,430 70,900 63,550 101,780 93,980 6740 Capital Expenditures - - Total $ 101,450 $ 109,040 $ 113,160 $ 105,810 $ 214,610 $ 214,850 7 -4 CITY OF SHAKOPEE 2011- 2012 GENERAL FUND BUDGET DIVISION: INFORMATION TECHNOLOGY (IT) MISSION STATEMENT: The mission of the IT Division is as follows: Provide effective and efficient IT support services to meet the growing and changing needs of the City's seven departments. ACTIVITIES: The IT Division budget has been adjusted for 2011 to reflect only those charges directly related to the City's two full -time IT positions. This includes items such as wages, benefits, phones, office supplies, and employee training. The newly established IT Fund will be used to plan for and fund user hardware, printers and copiers, network hardware, all software purchases and maintenance agreements, and continued development of the City's disaster recovery system. Actual Budgeted Requested Requested 2009 2010 2011 2012 Expenditures $341,934 $399,400 $207,240 $216,210 Population 34,691 34,000 35,100 35,300 Expenditure /Capita $9.86 $11.75 $5.90 $6.12 Users Supported 180 180 180 180 Servers Supported 22 22 23 23 Data storage (Terabytes) 10 12 14 14 Employees 2009 2010 2011 2012 IT Coordinator 1 1 1 1 IT Specialist 1 1 1 1 OBJECT DESCRIPTION: Description of line items Wages & Benefits: Salaries: 1 IT Coordinator, 1 IT Specialist. Supplies & Services: Office Supplies, $1,000. Desktop and Cell Phones, $1,000. Rentals: Software $4,730 ($5,090 in 2012) IT Fund rent for division staff's office space and desktop computers. Building Rent $8,350 ($8,270 in 2012) Dues /Training /Travel: $8,500 7 -5 R5509BUD SH001PV CITY OF SHAKOPEE 8/5/2010 10:22:58 By Company (pb), Object (2 Yr Bdgt) - Portrait Budget Report Page - 1 Fiscal Period: 7 / 10 Level Of Rollup 6 2008 2009 7/31/2010 2010 2011 2012 Actual Actual YTD Final Proposed Proposed Object Code / Description Amount Amount Actual Budget Budget Budget 01000 GENERAL FUND 6000 EXPENDITURES 6001 WAGES & BENEFITS 6002 WAGES 119,098 126,514 70,914 130,750 134,570 137,180 6100 BENEFITS 34,197 40,142 20,581 44,500 45,000 49,420 6001 WAGES & BENEFITS 153,296 166,656 91,495 175,250 179,570 186,600 6200 SUPPLIES AND SERVICES 6201 SUPPLIES & SERVICES 84,387 32,588 10,894 19,000 1,000 1,000 6300 PROFESSIONAL SERVICES 5,324 8,223 2,914 15,000 6330 COMMUNICATIONS 2,572 2,640 1,388 1,750 1,000 1,000 6350 INSURANCE 2,671 2,480 2,976 2,570 3,050 3,150 6400 RENTALS 38,705 125,359 97,807 105,830 13,120 13,460 6470 DUES/TRAINING/TRAVEL 7,843 3,992 302- 7,000 9,500 11,000 6200 SUPPLIES AND SERVICES 141,502 175,282 115,676 151,150 27,670 29,610 6500 DEPRECIATION 6600 MISCELLANEOUS 6700 CAPITAL OUTLAY 6740 EQUIPMENT 32,520 29,417 73,000 6700 CAPITAL OUTLAY 32,520 29,417 73,000 6800 DEBT SERVICE 6000 EXPENDITURES 294,798 374,458 236,588 399,400 207,240 216,210 8050 TOTAL TRANSFERS OUT 01000 GENERAL FUND 294,798 374,458 236,588 399,400 207,240 216,210 7 -6 City of Shakopee 2011 Budget Improvement Package Instructions —for any improvement that results in an increase of $5,000 or more, the following information should be provided: Project /Improvement: Upgrade to City's Laserfiche Software Prepared by: Carrie Duckett, IT Coordinator Kris Wilson, Assistant City Administrator Description of Improvement and Need for it: The City currently has 4 full user licenses for Laserfiche. They can be shared amongst departments, but no more than 4 employees can use the full feature's of Laserfiche at any one time. (There are another 10 retrieval licenses that allow for viewing of documents — these are used by both staff and the public via the City's website.) Currently, our primary use of Laserfiche is to scan existing documents with a permanent or long -term records retention schedule so that they can be stored electronically rather than in paper form. The software is currently used primarily by the City Clerk's office; however, the Police Department has recently begun testing Laserfiche to meet their need for electronic storage of photographs. Upgrading from our current basic package of Laserfiche to the Laserfiche Avante package would provide 50 full user licenses so that the software could be used much more widely throughout the City. It also includes the following modules that will help automate our business processes: Workflow — document sharing capabilities that would streamline how the City prepares and stores documents. Enables effective data sharing amongst various staff contributing to a project creating better communication within the City, cut down on paper costs and time allowing staff to put information into Laserfiche more quickly and locate documents more easily, thereby expediting job functions. • Web Access— allows staff access data remotely through a web browser. Unlike Weblink which only allows for viewing of documents, Web Access gives staff full Laserfiche functionality from any computer. A user can scan documents remotely into Laserfiche; access documents from mobile devices, email documents as a URL link or as zip files, search document properties, metadata, or text, add annotations to documents; and more. • Audit Trail — safeguards our information by allowing authorized staff to run reports on system activity, review user activity, watermark content exported or printed from Laserfiche, assess the effectiveness of internal workflow processes, review productivity and regulatory document compliance. 7 -7 Costs: All costs to support the improvement (include salary, benefits, training, equipment, and any other costs). Please identify costs by item: $51,500 — Purchase would be charged to the newly- formed IT fund, resulting in an increased charge out to each division. Anticipated Revenue: Anticipated additional revenue as a result of the improvement. Please identify additional revenue by item: None anticipated. Impact on City Service Levels by Funding the Improvement: This improvement would modernize many of the behind - the - scenes tasks associated with the operation of the City. Laserfiche has the ability to integrate with departmental programs including: • Accelerate Finance Processes - simplify the payment cycle with electronic invoicing, automatically route purchase orders through the approval process with e-mail notifications to ensure timely action, provide instant billing information to authorized staff linking purchase orders, invoices, and checks. • GIS /Engineering, Planning and Building Permit software - allow staff to retrieve documents relating to a property by accessing a map and clicking on a land parcel. • Case Management System - allow records staff and police officers to pull up evidence photos /documents that pertain to a specific case. • Compilation of City Council Packets— digitize and automate the agenda creation and distribution process. • Human Resource Management - digitize paperwork in employee's personnel files, create workflows for processing employment applications to automatically route to hiring departments. Laserfiche would become our central repository for all our content, protect our documents, streamline our business processes and provide instant access to records across City departments. 7 -8 CITY OF SHAKOPEE 2011- 2012 GENERAL FUND BUDGET DIVISION: Library/Congregate Dining MISSION STATEMENT: To provide for the daily and long -term operation and preventative maintenance of the Library building and Congregate Dining space. ACTIVITY: The Library/Congregate Dining budget provides for the operation and maintenance of the Library and Congregate Dining space. Actual Budgeted Requested Requested 2009 2010 2011 2012 Expenditures $284,482 $332,150 $304,330 $303,540 Population 34,691 34,000 35,100 35,300 Expenditure /Capita $8.20 $9.77 $8.67 $8.59 OBJECT DESCRIPTION: Description of lines items: Salaries (Full- Time): Share of Facilities Maintenance staff. Operating Supplies (6202): Items used in daily building operations: paper products, garbage bags, cleaning products $1,800. Building Maintenance Supplies (6230): HVAC filters; lighting products; plumbing, electrical, and other repair supplies; miscellaneous building repair $4,600. Building Maintenance Professional Services (6315): Ongoing maintenance and operation of buildings including: mechanical service contracts for heating, cooling, and electrical, elevator service agreements, fire alarm and security system monitoring and testing, exterior window cleaning, $20,000. Insurance (6350): Property and liability $7,100. Utilities (6360): Water, sewer, natural gas, electricity, and storm sewer $63,000. Rentals (6400- 6435): Building fund rental charges Library $147,250 ($149,890 in 2012). 7 -9 R5509BUD SH001PV CITY OF SHAKOPEE 8/5/2010 10:48:36 By Company (pb), Object (2 Yr Bdgt) - Portrait Budget Report Page - 1 Fiscal Period: 7 / 10 Level Of Rollup 6 2008 2009 7/31/2010 2010 2011 2012 Actual Actual YTD Final Proposed Proposed Object Code / Description Amount Amount Actual Budget Budget Budget 01000 GENERAL FUND 4000 REVENUES AND EXPENDITURES 4001 REVENUES 4005 TAXES 4200 LICENSES AND PERMITS 4500 CHARGES FOR SERVICE 4760 RECREATION FEES 812- 686- 491- 800- 800- 800- 4500 CHARGES FOR SERVICE 812- 686- 491- 800- 800- 800- 4001 REVENUES 812- 686- 491- 800- 800- 800- 6000 EXPENDITURES 6001 WAGES & BENEFITS 6002 WAGES 41,011 36,034 16,103 39,700 32,500 32,500 6100 BENEFITS 15,540 13, 6,534 15,460 13,750 15,230 6001 WAGES & BENEFITS 56,551 49,938 22,637 55,160 46,250 47,730 6200 SUPPLIES AND SERVICES 6201 SUPPLIES & SERVICES 6,815 7,277 3,240 7,330 6,230 7,000 6300 PROFESSIONAL SERVICES 16,874 20,463 10,711 17,500 15,000 22,000 6330 COMMUNICATIONS 1,575 1,556 1,132 1,500 1,500 2,000 6350 INSURANCE 6,255 6,539 6,853 6,810 7,100 6,720 6360 UTILITY SERVICE 59,035 48,112 20,437 63,600 63,000 50,200 6400 RENTALS 136,676 150,596 97,267 180,250 165,250 149,890 6200 SUPPLIES AND SERVICES 227,230 234,543 139,639 276,990 258,080 237,810 6500 DEPRECIATION 6600 MISCELLANEOUS 6620 PROPERTY TAX/SPECIAL ASSESS 18,000 6600 MISCELLANEOUS 18,000 6800 DEBT SERVICE 6000 EXPENDITURES 283,781 284,482 162,277 332,150 304,330 303,540 8050 TOTAL TRANSFERS OUT 4000 REVENUES AND EXPENDITURES 282,969 283,796 161,786 331,350 303,530 302,740 01000 GENERAL FUND 282,969 283,796 161,786 331,350 303,530 302,740 7-10 Library 2011 -12 Budget Sr Dining 2011 2012 2011 2012 2011 2012 0651 0651 0652 0652 Object # Description Library Library Sr Dining Sr Dining Total Tot 6002 Wages FT -Reg. $ 32,000 $ 32,000 $ 32,000 $ 32,000 6005 Wages OT - Reg. 500 500 500 500 6122 PERA 2,370 2,370 2,370 2,370 6124 FICA 2,500 2,500 2,500 2,500 6135 Health 7,390 8,870 7,390 8,870 6139 PEHP - - 6140 Life - - 6145 Dental - - 6170 Workers Comp 1,490 1,490 1,490 1,490 Total Personnel 46,250 47,730 - - 46,250 47,730 6202 Operating Supplies 1,630 2,000 1,630 2,000 6230 Building Maintenance 4,600 5,000 4,600 5,000 6240 Equipment Maintenance 6310 Attorney - 6315 Building Maintenance 15,000 22,000 15,000 22,000 6334 Telephone 1,500 2,000 1,500 2,000 6352 Liability Insurance 2,500 2,020 2,500 2,020 6354 Property Insurance 4,600 4,700 4,600 4,700 6362 Electric Service 39,670 36,000 39,670 36,000 6364 Water 220 300 220 300 6365 Gas 22,300 13,000 22,300 13,000 6367 Refuse - - 6366 Sewer 250 300 250 300 6368 Storm 560 600 560 600 6430 Building Rent (IS FUND) 147,250 149,890 147,250 149,890 6435 Other Rent 18,000 18,000 - 6620 Special Assessments 18,000 - 18,000 Total Supplies & Services 240,080 255,810 18,000 - 258,080 255,810 6740 Capital Expenditures - - Total $ 286,330 $ 303,540 $ 18,000 $ - $ 304,330 $ 303,540 7 -11 2011 Budget B/U Name Div Description BU Object Amount Division 111 Count 5 3.0864% 0111 6498 8,024.69 8,024.69 3.0864% Mayor /Council 121 Count 3 1.8519% 0121 6498 4,814.81 123 Count 3 1.8519% 0123 6498 4,814.81 127 Count 6 3.7037% 0127 6498 9,629.63 19,259.26 7.4074% Administration 172 Count 3 1.8519% 0172 6498 4,814.81 4,814.81 1.8519% IT 181 Count 3 1.8519% 0181 6498 4,814.81 4,814.81 1.8519% Facilities 131 Count 5 3.0864% 0131 6498 8,024.69 8,024.69 3.0864% Clerk 151 Count 3 1.8519% 0151 6498 4,814.81 4,814.81 1.8519% Finance 171 Count 5 3.0864% 0171 6498 8,024.69 8,024.69 3.0864% Planning 331 Count 5 3.0864% 0331 6498 8,024.69 8,024.69 3.0864% Inspection 311 Count 4 2.4691% 0311 6498 6,419.75 312 Count 43 26.5432% 0312 6498 69,012.35 2t J i 'c e 313 Count 4 2.4691% 0313 6498 6,419.75 314 Count 5 3.0864% 0314 6498 8,024.69 89,876.54 34.5679% Police 321 Count 12 7.4074% 0321 6498 19,259.26 19,259.26 7.4074% Fire 411 Count 10 6.1728% 0411 6498 16,049.38 _ 16,049.38 6.1728% Engineering 421 Count 9 5.5556% 0421 6498 14,444.44 14,444.44 5.5556% Street 441 Count 5 3.0864% 0441 6498 8,024.69. 8,024.69 3.0864% Fleet 621 Count 8 4.9383% 0621 6498 12,839.51 12,839.51 4.9383% Park 7711 Count 3 1.8519% 7711 6498 4,814.81 4,814.81 1.8519% Sewer 7731 Count 3 1.8519% 7731 6498 4,814.81 4,814.81 1.8519% Storm 671 Count 2 1.2346% 0671 6498 3,209.88 672 Count 2 1.2346% 0672 6498 3,209.88 673 Count 3 1.8519% 0673 6498 4,814.81 674 Count 6 3.7037% 0674 6498 9,629.63 676 Count 2 1.2346% 0676 6498 3,209.88 24,074.07 9.2593% Recreation 9999 Count 12 Grand Count 174 100.0000% 7806 4840 (260,000.00) (260,000.00) (1.00) $ 260,000.00