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Home My WebLink About4.F. Administration CITY OF SHAKOPEE 2012 GENERAL FUND BUDGET DIVISION: ADMINISTRATION MISSION STATEMENT: The mission of the Administration Department is to provide for the day -to -day operation of the City government of Shakopee, in accordance with the policies and directives of the Mayor and City Council, and to support the work of the City's six other departments by providing effective and efficient administrative support services. ACTIVITY: The activities of the Administration Department include direction and coordination of all city departments in carrying out the policies established by the City Council, preparation of the annual budget, and making recommendations to the Council regarding existing and new policies and programs. The Department is also responsible for all personnel matters, including payroll and benefits; communications activities, such as the City's website and newsletter; and telecommunications functions including operation of the Public and Government Access Channels. For In 2012, personnel costs for the Information Technology (IT) staff have been merged into the Administration Department's budget for the first time, while other IT related costs are funded by an internal service fund established in 2010. Facilities maintenance is also part of the Administration Department but funded through individual divisions elsewhere in this budget. Actual Actual Budgeted Requested 2009 2010 2011 2012 $849,298 + $1,000,270 $1,009,553 Expenditures IT Population 37,076 37,223 37,370 Expenditure /Capita $28.50 $27.02 Staff 2009 2010 2011 2012 City Administrator 1 1 1 1 Assistant City Administrator 1 1 1 1 HR Technician 1 1 1 1 Office Service Worker .625 .6 .6 .6 Communications Coordinator .5 .5 .5 .6 Telecommunications Coordinator 1 1 1 1 IT Coordinator 1 1 1 1 IT Specialist 1 1 1 1 OBJECT DESCRIPTION: Description of lines items: Supplies & Services: Employee Recognition Items ($2,500), Operating Supplies for Telecom $4,000, Telecom R &D Fund $10,000, Office Supplies $6,000, Professional Services: Attorney for HR issues $6,000, Attorney for Telecom issues $3,000, Sentence to Service $7,000, Position Valuation & Labor Negotiations $5,000, Outsourced Benefits Administration $10,000, Misc. graphic design and photography $2,000. Postage: Postage costs to mail quarterly HomeTown Messenger ($13,000), general postage and delivery costs ($2,750). Printing /Publishing: Printing costs for quarterly HomeTown Messenger ($9,800), in -house printing and copying, including Council & TAC packets $7,000, Residents Guide advertising $1,000 and public access advertising $4,500. Software: Annual cost of payroll /timesheet software $40,000, Communications Software for e- newsletters, online surveys, etc. ($1,000). Admin share of internal IT charges $19,000. Training: State managers conference (for 2) $1,200, Effective Management Group participation $1,200, Misc. local training for Admin staff $700, General city employee training (sexual harassment prevention, customer service, HR training for supervisors, etc.) $5,000. City -wide safety training and OSHA compliance assistance $25,000, Communications Coordinator training $600, Telecommunications Coordinator training and staff and TAC member conference attendance $2,000. Travel /Subsistence: Mileage $4,400, Meal Reimbursement $500. Dues: ICMA (for 2) $1,600, MN Managers Association (for 2) $200; Metro Manager Groups (for 2) $200, Rotary $150, Misc. $200, HR- related professional organizations (SHRM) $200; Government Communicator's Organization (MAGC) $100, state and national telecommunications groups (MACTA & NATOA) $1,250. Subscriptions /Publications: Administration and HR Publications and Books $700. R5509BUD SHO05P1V CITY OF SHAKOPEE 7/22/2011 12:45:50 By Co, Div (pb), Object (1 Yr Bdgt) - Portrait Budget Report Page - 1 Fiscal Period: 6 / 11 Level Of Rollup 7 2009 2010 6/30/2011 2011 2012 Actual Actual YTD Final Proposed Object Code / Description Amount Amount Actual Budget Budget 01000 GENERAL FUND 12 ADMINISTRATION 6000 EXPENDITURES 6001 WAGES & BENEFITS 6002 WAGES 247,984 311,431 144,732 353,100 499,950 6005 OVERTIME -FT 54 287 6015 WAGES - PART TIME/TEMP 48,210 53,602 28,022 39,320 46,000 6002 WAGES 296,248 365,320 172,754 392,420 545,950 6100 BENEFITS 6122 PERA 19,766 25,447 12,434 28,460 39,590 6124 FICA 20,406 25,444 12,137 30,030 41,770 6135 HEALTH 30,930 43,161 21,578 46,130 74,940 6139 POST EMPLOYMENT HEALTH PLAN 894 1,202 495 1,200 2,400 6140 LIFE /LTD 1,026 987 413 1,700 2,340 6145 DENTAL 1,254 1,307 718 1,920 2,880 6170 WORKERS COMPENSATION 1,733 1,642 800 2,620 3,300 6180 COMPENSATED ABSENCES 3,518 13,492 7,000 9,000 6185 OPEB 2,800 6100 BENEFITS 82,326 112,682 48,575 119,060 176,220 6001 WAGES & BENEFITS 378,575 478,002 221,330 511,480 722,170 6200 SUPPLIES AND SERVICES 6201 SUPPLIES & SERVICES 6202 OPERATING SUPPLIES 2,595 20,864 394 21,000 16,500 6210 OFFICE SUPPLIES 1,617 3,942 439 6,150 6,000 6213 FOOD 56 224 6222 MOTOR FUELS & LUBRICANTS 209 259 500 500 6240 EQUIPMENT MAINTENANCE 33 997 12 2,000 2,500 6201 SUPPLIES & SERVICES 4,300 26,236 1,103 29,650 25,500 6300 PROFESSIONAL SERVICES 6310 ATTORNEY 6,580 5,389 3,549 11,000 10,000 6316 EQUIPMENT MAINTENANCE 874 620 4,000 5,500 6327 OTHER PROF SERVICES 16,872 36,481 8,419 32,900 24,500 6300 PROFESSIONAL SERVICES 23,451 42,744 12,588 47,900 40,000 6330 COMMUNICATIONS 6332 POSTAGE 9,882 13,092 6,407 16,510 16,350 6334 TELEPHONE 3,813 4,932 1,941 3,100 6,100 6336 PRINTING /PUBLISHING 12,677 14,305 6,651 24,100 20,500 6338 ADVERTISING 940 1,311 6330 COMMUNICATIONS 27,313 33,639 15,000 43,710 42,950 6350 INSURANCE 6352 LIABILITY 3,895 5,778 5,850 6,576 6356 AUTO 27 59 310 77 6350 INSURANCE 3,922 5,837 6,160 6,653 6360 UTILITY SERVICE 6400 RENTALS 6410 SOFTWARE - ANNUAL FEES 31,433 50,553 25,162 72,840 73,090 6430 BUILDING RENT (IS FUND) 13,920 26,484 14,622 29,240 37,540 R5509BUD SHOO5P1V CITY OF SHAKOPEE 7/22/2011 12:45:50 By Co, Div (pb), Object (1 Yr Bdgt) - Portrait Budget Report Page - 2 Fiscal Period: 6 / 11 Level Of Rollup 7 2009 2010 6/30/2011 2011 2012 Actual Actual YTD Final Proposed Object Code / Description Amount Amount Actual Budget Budget 6435 OTHER RENT 3,000 3,000 6400 RENTALS 45,353 77,037 39,784 105,080 113,630 6470 DUES/TRAINING/TRAVEL 6472 CONFERENCE /SCHOOL/TRAINING 29,918 26,769 18,155 39,900 46,900 6475 TRAVEUSUBSISTENCE 1,076 3,246 1,622 4,800 5,950 6480 DUES 2,255 3,117 3,410 3,650 4,100 6490 SUBSCRIPTIONS /PUBLICATIONS 479 682 182 700 1,700 6470 DUES/TRAINING/TRAVEL 33,729 33,813 23,369 49,050 58,650 6200 SUPPLIES AND SERVICES 138,068 219,305 91,844 281,550 287,383 6500 DEPRECIATION 6600 MISCELLANEOUS 6640 DESIGNATED MISCELLANEOUS 128 6600 MISCELLANEOUS 128 6700 CAPITAL OUTLAY 6740 EQUIPMENT 20,948 6700 CAPITAL OUTLAY 20,948 6800 DEBT SERVICE 6000 EXPENDITURES 537,590 697,307 313,301 793,030 1,009,553 12 ADMINISTRATION 537,590 697,307 313,301 793,030 1,009,553 01000 GENERAL FUND 537,590 697,307 313,301 793,030 1,009,553 Admin 2012 Budget 2012 2012 2012 2012 2012 2012 0121 0123 0125 0126 0127 Object # Description Admin. Human Res Commun. IT Telecomm Total 6002 Wages FT - Reg. $ 195,140 $ 101,250 $ 137,180 $ 66,380 499,950 6005 Wages OT - Reg. - 6015 Wages PT -Temp 38,000 8,000 46,000 6122 PERA 14,150 7,340 2,760 9,950 I 5,390 39,590 6124 FICA 14,930 7,750 2,910 10,490 I 5,690 41,770 6135 Health 52,130 22,810 74,940 6139 PEHP 1,800 600 2,400 6140 Life 1,700 640 2,340 6145 Dental 1,920 960 2,880 6170 Workers Comp 2,730 570 3,300 6180 Compensated Absences 6,000 2,000 1,000 9,000 6185 OPEB - Total Personnel 290,500 116,340 43,670 185,200 I 86,460 722,170 6202 Operating Supplies 2,500 1 14,000 16,500 6210 Office Supplies 1,500 1,500 1,000 1,000 1,000 6,000 6210 Motor Fuel 500 500 1,000 6240 Equipment Maint - Supplies 2,000 2,000 6310 Attorney 1,000 6,000 3,000 10,000 6316 Equipment Maintenance 1,000 1,000 3,500 5,500 6327 Other Prof Services 7,000 15,000 2,000 500 24,500 6332 Postage 800 1,300 13,750 500 16,350 6334 Telephone 5,000 1,000 100 6,100 6336 Printing /Publishing 4,000 500 11,500 4,500 20,500 6352 Liability Insurance 3,350 2,130 1,096 6,576 6356 Auto Insurance 77 77 6410 Software 9,500 40,000 2,250 3,800 17,540 73,090 6430 Building Rent (IS FUND) 20,890 8,300 8,350 37,540 6435 Other rent 3,000 3,000 6472 Conf / School / Training 5,300 30,000 600 9,000 2,000 46,900 6475 Travel /Subsistence 3,500 600 100 1,000 750 5,950 6480 Dues 2,350 400 100 1,000 1,250 5,100 6490 Subscriptions /Publications 300 400 700 Total Supplies & Services 66,067 98,200 31,300 28,730 63,086 287,383 6740 Capital Expenditures - Total $ 356,567 $ 214,540 $ 74,970 $ 213,930 $ 149,546 $ 1,009,553 City of Shakopee Information Technology Internal Service Fund 2010 2011 2012 2013 2014 2015 2016 Revenue User Charges $ - $ 260,000 $ 275,500 $ 290,000 $ 305,000 $ 320,000 $ 335,000 Interest Transfer in 125,000 Total Sources 125,000 260,000 275,500 290,000 305,000 320,000 335,000 Expenditures Operating Supplies 4,000 4,000 4,000 4,000 4,000 User Hardware Desktops 35,380 33,773 21,161 38,048 38,903 33,773 User Hardware Printers 17,953 18,480 21,375 3,206 48,094 5,344 5,344 Network Hardware Servers 22,487 - 3,206 8,550 14,428 - SAN - 133,828 6,968 6,968 6,968 6,968 Software Service Agreements 135776 129,043 148,400 170,660 196,259 225,698 Maintenance /Consulting 15,000 15,000 15,000 15,000 15,000 15,000 Projects 49,195 5,237 5,237 5,237 - - Total Uses 17,953 276,317 342,256 207,179 296,556 280,901 290,782 Net 107,047 (16,317) (66,756) 82,821 8,444 39,099 44,218 Balance January 1 - 107,047 90,730 23,974 106,795 115,239 154,338 Balance December 31 $ 107,047 $ 90,730 $ 23,974 $ 106,795 $ 115,239 $ 154,338 $ 198,555 2011 i , " � � K # of network � f etwo 3 _ Dept. ac ts . charge er act. 20 Total s cl r a „ % g p �� fo � � 8 ?ori , 2 t12 To# , C h an g e .6 Mayor & Council 5 $1,576 7 79 9 ?A 0 ($7,876.11 9 400.00% lint IT 3 $1,576 4727 27 o $ i i i t k " i x$8 800 { $927 . 27} 19 . 62 /0 Telecom 6 $1,576 9,454 55 3 $1 900 ,7 �� 3 ,� � � � � � � �� $�i,7 ($3,754.55} = 39.71% Facilities 3 $1,576 4,727- 27 I S £ M P t e- l 'M k 4 19t 4 s $5,700 $972.73 20.58% Finance 3 $1,576 4 727 27 I i, a t_ a , ��,f s 7f3; $972.7 20.58% Admin 5 t il * i s o $1,576 7 1 , $1,621.21 20.58/0 Clerk 5 $1,576 7,8 * *N k t V ffi ' ® o , i c r + � Rg $1,621.21 20.5810 Building 5 $1,576 7,8- 8 79 gs - ° -�� .�00 � , �,�00�' $1,621.21 20.58/0 Planning 5 iy� m pt t to o g $ 1,576 7,878 79 i �� $ 1 , 621.21 20.58% Fire 12 $1,576 18,909 09 � $1 �� ( $3 , 709.0 9} - 19.62% Engineering 10 $1,576 15,757 58 $19 _ $3,242.42 20.58% Park &Rec 19 Atf art $1,576 29,939 39 $1,900 $22,800 _ ($7 23.85% Public Works 28 i L " $1 44,121 21� �Za, $9,078.79 20. 58% Police 56 $1,576 88,24--- 5� r �` � $1 20.58% TOTAL 165 $260,000 4 o4P $15,500.00 Last Year $260,000 collected 165 network accounts $1,575.76 per account 2012 $275,500 collected 145 network accounts $1900 per account City of Shakopee, MN Budget Request Form 2012 Budget Department: Administration — Human Resources Division Prepared By: Kris Wilson, Assistant City Administrator Request for: Pay Plan Update Estimated Cost: $20,000 One -time or On- going: One -time Funding Source: 2012 General Fund or Fund Balance Description of Request: Staff is seeking funding to hire a consultant to establish an updated pay plan for the City which will allow us to respond to changing conditions and anticipated staff retirements. We have met with two possible consulting firms that provide this type of service in order to arrive at an estimated project cost of $20,000. Need for / Benefits of Requested Item: Under state law, local governments across Minnesota are required to maintain compensation structures that provide for internal equity through a numeric system of points. Each position on the City's pay plan is evaluated for the level of education and experience required, job responsibilities, job hazards, etc. and assigned a points value reflecting those factors. Jobs from departments across the City organization that have similar point values are then placed in a common pay grade. This is commonly referred to as the "pay equity system." We are required to be in compliance with pay equity year in and year out, but only report to the state on an official basis once every three years. Our next report will cover the wages paid to employees in 2013. Due to several planned and anticipated changes in the City's established job classifications, there is a need to rework our existing pay equity system prior to our next reporting deadline. Therefore, the analysis and discussion of the pay plan needs to take place in 2012 in order for it to be implemented in 2013. The City's current pay equity system was established by a consulting firm in 2001. After the initial work to establish the plan, the consultant provided ongoing support by reviewing all job descriptions for newly created and restructured positions and providing them with a point value, leading to their proper placement on the City's pay plan. Unfortunately, that firm went out of business in 2009. Due to the overall economic environment, we have not created any new positions within the City structure for several years. Therefore we have been able to get by with our existing, static system. However, we are reaching a point where several departments have a need to restructure, either to respond to the retirement of a long -term employee or simply to meet new and changing needs. An example of this is the Police Department's desire to convert one of their Community Service Officer positions into an Evidence Technician. This requires creating a new job description for the position of Evidence Technician and placing it appropriately on the pay plan. With our previous consultant out of business, it is very difficult to establish valid ratings for new or restructured positions. Therefore, we are essentially locked into to our existing job classifications and organizational structure until such time as we convert ourselves to a new points system. Funding for this project will allow the City to adapt to evolving personnel needs and effectively staff the broad range of City departments.