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Home My WebLink About6. Departmental Summary PagesCITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator Julie Linnihan, Finance Director SUBJECT: Departmental Summary Pages DATE: August 1, 2011 Comment: Attached are the summary pages which were used on the "overhead" at the budget meeting on July 26 These sheets were intended to replace power point slides, which some departments have used in the past. It was thought by going with the summary sheets, it would provide an overall view more quickly, and allow you to focus on the major changes. These pages were an even farther "boiling down' ' of the description pages which have been part of the budget packages recently. However, it was requested by Mayor that these be included, as they provide a good "snapshot" of what is being discussed. They were also requested by the local newspaper. Again, these were the ones that were used last Tuesday. The summary pages for Monday night's meeting, August l' are included in the packet. Mark McNeill City Administrator MM:cn Finance Department 2012 Budget Information Department Overview: The Finance department is responsible for the financial integrity of the City, providing accurate and current financial data to City departments, Council, interested community members and outside entities that work closely with the City in a variety of functions. Primary activities of the department encompass: • Budget preparation • Annual audit and Comprehensive Annual Financial Report (CAFR) preparation • Cash and Cash Flow Management • Property & Liability insurance oversight and cost allocation • Accounts payable, receivable, receipts and other financial transaction management • Special assessment record maintenance • Preparation and maintenance of capital asset records and rental rate review • All other financial transaction oversight as directed or defined Staffing: Staffing has changed during 2011 after many years of consistent personnel structure . Staff for the 2012 budget is as follows: (positions are full time) • Finance Director (1) • Senior Accounting Clerk (1) (currently being reviewed for structure) • Accounting Clerk (1) During 2011 budget process, the Senior Accounting Clerk was reduced to 80 %time. This position will be filled in late 2011 or early 2012, due to a pending retirement, and the position is requested to be returned to the 100 % (full time) factor. Budget: 2011 2012 Increase Finance Department $794,800 $855,696 $ 61,096 7.6% • Personnel costs reflect the increase in hours from 80 % to 100 % for the Senior Accounting position, benefits are also increased to reflect this adjustment. This position was reduced in 2011, pending retirement of long -term employee • Lodging tax increase of $28,000 is offset by the revenue of Business Unit # 157, in the same amount • Professional services reflect a slight increase anticipated for audit fees and potential Single Audit compliance, as well as allowance for reporting mandates • Software fees have been increased to anticipate upgrading the LOGIS software from the current budget program to the Insight program, allowing for a more "department managed" approach to budget entry and information retrieval, anticipated in 2012 City Council work session overview memo budget 2012 As the elected representatives of the voters forShakopee, the Mayor and City Council set policy, establish service levels, and set the rate of taxation. The activities for the Mayor and City Council include: • Legislative and Policy- making functions not otherwise provided, or prohibited by State or Federal law; • Adopting the City's Operating and Capital Budgets; • Affirming the hiring and dismissal of City employees Staffing (all part -time) Mayor 4 City Councilors Recording Secretary 2012 Total Requested Budget = $195,707 Reduced $6533, or 3.2% from current year FIN - M! • Reduction of $10,000 for City Attorney • Dues (for City membership in affiliate organizations) increased $4810, due primarily to full dues for Municipal Legislative Commission ($3750, to $9250) Little change for now; 2012 Legislative impacts unknown. �r • 1 Responsible for directing and coordinating efforts of the City's various departments to carry -out the policies established by the City Council. Responsible for delivering the following administrative services in support of the City's 7 other departments: ➢ Payroll & Human Resources ➢ Communications ➢ Telecommunications ➢ Information Technology* (IT) *wage, benefit and other personnel - related costs only Staffing (allfull - time) City Administrator Communications Coordinator (.6) Assistant City Administrator Telecommunications Coordinator HR Technician IT Coordinator Office Service Worker (.6) IT Specialist 2012 Total Requested Budget = $1,009,553 Up $9,283 or 0.9% from last year's comparable number Differences — o Slight increase in hours for Communications Coordinator (from 20 to 24 hrs. per week) o $2,500 for improved Employee Recognition Efforts Policy Issues — Policy on Out of State Travel Compensation Study for Pay Equity Compliance Public Access Equipment Check -Out Service Telecommunications Coordinator Position Little change, other than inflationary costs, expected in operating costs for 2013 and beyond. Responsible for ongoing maintenance and regular custodial service for 9 City buildings: - City Hall - Engineering - Youth Building - Library - Public Works - Community Center - Police Station - Fire Station (2 +) Budget covers general management expenses as well as operating expenses for City Hall and the Library. All other buildings are included in the budget for their respective department. Staff time is charged to individual buildings based on time worked. Staffing (all full -time) 1 Facilities Maintenance Supervisor 2 Facilities Maintenance Workers 1 Custodian 2012 Total Requested Budget = $462,240 Down $38,700 or 7.7% from current year Differences — o Two full -time and one part -time custodial position have been eliminated and work has been contracted out, resulting in reduced custodial costs for City Hall, the Library, Youth Building and Community Center. o Staff will temporarily be supporting one additional building in 2012 as the new fire station is occupied. The old station will still require minimal maintenance and snow removal until property is sold. -: Little change, other than inflationary costs, expected in operating costs for 2013 and beyond. City Clerk Division — 2012 Primary Activities include: - Conduct of municipal and state elections - Issuance of licenses - Preparation of council agendas and minutes - Maintenance of city records - Publication of legal notices - Preparation of developer's agreements - Monitoring of securities of developers - Customer service Staffing: City Clerk Deputy City Clerk Records Clerk Two part -time receptionists Budget: 2011 2012 Increase $327,180 $361,583 $34,403 10.5% Differences: The major difference between the 2011 budget and the 1012 budget involves the cost between one municipal election in the odd year and two elections in the even year (primary and general). Looking Ahead to Next Year: Little change, other than inflationary costs, is expected in operating costs for 2013 and beyond. h:\judy \2012 Presentation Summary Recreation provides resources for the administration of comprehensive leisure services, recreation facilities, and park design. This includes the coordination and scheduling of park and athletic field use; coordinating youth, adult and senior programs and special event activities; managing the operations of the Community Center, Ice Arena, Aquatic Park and youth building; and conducting park land acquisition and development. The Recreation budget provides funding for the following services: - Recreation Programs - Teen Center - Rec Facility - Aquatics - Recreation Mgmnt Maintenance - Ice Arena - Development Review - Park Services - Community Center Staffing 4 Recreation Supervisors 1 Office Service Worker 1 Secretary 1 Director 120 ongoing and seasonal part -time staff 2012 Total Requested Budget = Revenues = $1,070,445; up $17,575 or 2% from current year Expenditures = $2,444,278; up $22,365 or 1% from current year Total = $1,373,833; up $4,793 or 1% from current year • One full -time and one part -time custodial position have been eliminated and work has been contracted out, resulting in reduced custodial costs for Youth Building and Community Center. • Custodial contract cost included in budget of $38,600. o Budgeted for on -time items in the operational budget (total $36,950) for: ® Pool Vacuum $2,300 • Pool AE® $2,200 ® Movie Screen for Huber Park $10,000 (2.5 yr payback) • Marmoleum Floor replacement $14,000 ® Electrical extension to pool shelter & f lag pole $5,450 ® Pool welding repairs $3,000 o Reduction in gas costs for Community Center and Ice Arena due to over budgeting in 2010 & 2011. Little change, other than inflationary costs, expected in operating costs for 2013 and beyond. We continue to work on improving our programs and facilities to increase participation and involvement in our programs. We will continue to assess the recreation facilities and include one- time maintenance items and improvements into our general operating budget as needed. • I Natural Resources is designed to administer and facilitate the development of City - wide environmental and conservation initiatives to protect, restore and enhance the natural resources within the City. This has proven difficult without a Natural Resources Coordinator. The Parks, Recreation and Natural Resources Director continues to review land use and development proposals and tree planting requests while the Public Works Department reviews disease tree questions. Staff is unable to be proactive in the development and recommendation of new policies, ordinances, procedures and educational opportunities for the community. Staff also has had a difficult time utilizing the EAC to its full potential due to lack of development and ability to be proactive as stated above. Staffing 1 Director @ 10% 2012 Total Requested Budget = Expenditures = $45,247; down $13,153 or 29% from current year Differences — o The funding for the intern was eliminated in 2012. Therefore, the budget does not include funding for a Natural Resources Coordinator or Natural Resources intern. Looking Ahead to Next Year — Little change, other than inflationary costs, expected for 2013 and beyond. 2013 will include the third year cost of $4,100 for our three year contract with Applied Ecological Services for the maintenance of five City prairies. Responsible for the following; • Operation of Shakopee's portion of the BlueXpress commuter service (Route 490) and Express Shuttle (Route 498), as well as partner in the maintenance of the Southbridge Crossings Transit Station and Eagle Creek Station park and ride facilities; • Operation of the Shakopee Circulator (Route 496) • Operation of the Shakopee Summer Shuttle • Operation of a limited number of commuter van pools. Staffing Community Development Director (time charged as needed) Planner I (time charged as needed Planning Secretary (time charged as needed) Total Requested Budget = $1,242,935, up $51,665 (about 4.3 %) from 2011 Differences - The Legislature and Governor have put in place a transportation funding bill that appears to widen the gap between budgeted expenditures and revenues by an additional $66,000 per year. It is staffs understanding that the Metropolitan Council has now indicated there will be meetings /discussions regarding the effect of this legislation on transit service for suburban providers. • •' "1 Responsible for the following; • Working with the Economic Development Advisory Committee (EDAC), City Council /EDA to develop and implement new strategies and programs to accomplish the EDA's mission. • Respond to inquiries related to providing assistance and /or incentives related to the possible creation, location or expansion of businesses. ■ Administer the Improvement Loan Program (ILP), revolving loan fund (RLF) Staffing • The City Administrator is also the EDA Executive Director, and his time is charged as demand requires. • The activities of the EDA are largely carried out by the Community Development Director with the assistance of other members of the Planning staff, whose time is charged as demanded. Total Requested Budget = $142,380, up $92,650 (186 %) from 2011 Differences — • Previous budgets have not reflected funds for the improvement loan fund. The 2012 budget shows $50,000 for this purpose, and this item is one that is subject to Council discussion and direction. • The 2012 budget reflects both increased wages and supplies for 2012, which in large part reflects the intensified work on economic development along with the Economic Development Advisory Committee. PA Responsible for the following; • Maintaining a reasonable and timely schedule for review of individual building - related permits. • Providing efficient and cost - effective permit and inspections services. Staffing 1 Building Official 3 Building Inspectors 1 Inspections Secretary Total Requested Budget = $ 723,211, down $55,959 (about 7.2 %) from 2011 Differences- There are no significant differences from 2011 Responsible for the following; ® Providing land use, zoning, and related information to the City's residents, businesses, other units of government, and other City clients. • Reviewing and processing a wide range of land use applications including; home occupation permits, conditional use permits (CUPS), planned unit developments (PUDs), variances, minor subdivisions, preliminary and final plats, and building permits. • Preparing and /or directing the preparation of the City's Comprehensive Plan, as well as other long -range and special planning studies, and environmental review documents (EAW, EIS, AUAR). Serve as City representatives on committees related to environmental reviews of county, state and federal projects such as CSAH 21 and the New Minnesota River Crossing EIS (TH 41) • Working with other City staff, other transit providers, Scott County, the Metropolitan Council to provide and manage transit services for residents of the City of Shakopee and the County. • Serve as staff liaison to the City Council, EDA, Board of Adjustment and Appeals /Planning Commission, EDAC, HPAC, and TAC ® Since 2007 Planning staff is also responsible for economic development activities, such as providing staff liaison to the EDAC, management of the Downtown /First Avenue Improvement Loan Program (FILP), and responding to development requests for information and assistance. Staffing 1 Community Development Director 2 Planner Its 1 Planner I 1 Planning Secretary Total Requested Budget ® $452,697, down $26,763 (about 5 %) from 2011