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Home My WebLink About5.B. Administration 22 Department: Administration 2013 Budget Information Department Overview: The Administration Department provides for the oversight of the day-to-day operations of the City of Shakopee, in accordance with the policies and directives of the Mayor and City Council. It further supports the work of the City's other departments by providing effective and efficient administrative support services such as human resources, information technology, and facilities maintenance. Staffing Update: Budgeting for personnel costs will increase in 2013, and a result of the 2012 change in staffing from a part-time office service worker, to a full-time secretary. No other personnel changes in 0121 are proposed at this time; however, some changes in the staffing levels of divisions in the Administration Department are being proposed. 2013 Budget Highlights: Due to the changes in step increases and the upgrade in clerical support, wages in the division are proposed increase $22,820 in 2013. Annual fees for software are also proposed to be reduced by $9,500,but those fees will be reallocated throughout other areas of the budget. Training is proposed to be increased by $2,000 to accommodate attendance at the ICMA National Conference in 2013. In conjunction with action approved earlier by Council, $5000 in dividends from Workers Comp are proposed to fund activities in the City's Wellness Program. These costs are covered under the administration division. Staff continues to define the newly funded program. Capital Requests: No capital requests. Boards/Commissions/Committees Integration: Administration attends or provides support to City or partner agencies such as: • City Council • SCALE • US 169 Corridor Coalition • Metro Cities • League of Minnesota Cities • Scott Joint Prosecution Association H/budget/budget2013/department budgeting reports/department summary 23 Future Budget Year Issues: For 2013, discussion of the renewal of organized garbage and recycling contract will be facilitated by Administration and Public Works. Future or Potential Policy Issues and Discussions: Continuation of balancing service level demands with diminishing properly tax resources. 24 Human Resources s�o e: Responsible for full range of human resource services for 125 full-time and over 200 part-time and seasonal employees. This includes payroll processing; benefit administration; recruitment and hiring; research and implementation of union contracts; development, interpretation and enforcement of personnel policies; administration and compliance far COBRA, FMLA, Worker's Compensation and Unemployment Insurance. Current Staffin�: Portion of Assistant City Administrator Human Resources Technician(1) Chan�es for 2013: None built-in. Requesting additional full-time Human Resources Technician. Maior Bud�etarv Items: Professional Services (6327): includes labor relations advice and expertise, management fees for employee benefit accounts. Software (6410): annual payment to LOGIS for payroll software. Conferences/Schools/Training(6472): $24,000 far OSHA required safety training far all City employees 25 Communications Issue #1: Staffing ■ We currently have a Communications Coordinator who works 25 hrs. per week. ■ Would like to have her here full-time. Added cost for wages and benefits would be $35,000. ($24,000 in additional wages, $11,000 in benefits.) ■ The difference between part-time and full-time, is that we are currently working in reactive mode —full-time would allow us to shift toward a more pro-active approach. ■ Time is spent: managing and updating external website& intranet, writing& editing all content for Hometown Messenger and e-newsletters, press releases, SPUC stuffers, Shakopee Valley news advertisements,Facebook page. Issue #2: Hometown Messenger ■ Quarterly,4-page,print newsletter mailed to every address in the 55379 zip code. ■ Started in 2008. Cost is $23,000 per year. ■ Do we want to continue?Is it the best use of our money? Pros Cons Only communication that reaches the entire Difficult to measure how many are actually City. reading it. 4 page format and quarterly timing is very limiting. ■ Alternatives: o Discontinue newsletter. Use money and staff time toward other, higher priority communication initiatives. o Switch to a 3-times per year newsletter at the front of new, stand-alone Parks&Rec brochure, similar to what Chanhassen publishes. This would save some money and staff time,but not nearly as much as discontinuing entirely. Would give us more flexibility on page count,but we would still have the timeliness problem. Issue #3: New Website Staff is continuing to work on a new website for the City. We anticipate bringing a recommendation forward to the City Council at the Sept. 18 meeting and asking for the initial cost to be funded out of fund balance. The anticipated annual maintenance fee for the new website, is in the $5,000 to $6,600 range, depending on which software is selected. This is a new cost, which has been accounted for in the 2013 budget request for the Communications Division. 2s City of Shakopee Budget Personnel Request Form 2013 Budget Department: Administration Prepared By: Kris Wilson Position Request for: HR Technician Description Details of The Administration Department lacks the staff to keep up with necessary and Request: desired HR tasks. Regulatory compliance items are falling through the cracks, current employees are not being well served--particularly in the areas of training/development and performance evaluation. Other Admin. Dept. Pay Grade Estimate Grade 6-wages and benefits for the requested position would be $67,600. Date of Implementation 1/1/2013 Additional Information Total cost for wages and benefits for the requested position would be $67,600. The city spends $12.4 million dollars on wages and benefits (61.5% of total expenditures). This is huge investment that warrants additional staff resources to serve and support. Conversly, the lack of proper personnel administration creates a significant liability for the City. Date Submitted 8/14/2012 Date Reviewed: 27 City of Shakopee Budget Personnel Request Form 2013 Budget Department: Administration Prepared By: Kris Wilson Request for: Increase Communications Coordinator to full-time Description Details of Communications Coordinator position is currently authorized at 25 hours Request: per week. In order to conduct more pro-active communications activities, the position needs to be full-time. The additional hours will also be key to the timely roll-out of a new website and the surrounding tools & features. Pay Grade Estimate Position would remain in Grade 6. Date of Implementation 1-Jan-12 Additional Information Total cost would be $35,000 (an additional $24,000 in wages and $11,000 Specific to this Request in benefits.) Date Submitted 8/14/2012 Date Reviewed: 2s 2013 PRELIMINARY BUDGET DIVISION: 12- ADMINISTRATION Object Annual preliminary Account Budget gudget 2013 2012 12 -ADMINISTRATION � � � WAGES 543,950.00 560,385.00 BENEFITS 175,930.00 184,880.00 TOTAL WAGES & BENEFITS 719,880.00 745,265.00 SUPPLIES & SERVICES 22,500.00 22,700.00 PROFESSIONAL SERVICES 60,000.00 73,000.00 COMMUNICATIONS 42,950.00 39,700.00 INSURANCE 6,585.00 6,475.00 UTILITY SERVICE 0.00 0.00 INTERNAL CHARGES/RENTALS 103,122.00 95,622.00 DUES/TRAINING/TRAVEL 58,650.00 60,850.00 WELLNESS PROGRAM 0.00 0.00 TOTAL SUPPLIES AND SERVICES 293,807.00 298,347.00 DESIGNATED MISCELLANEOUS 0.00 0.00 TOTAL MISCELLANEOUS EXPENSE 0.00 0.00 6700:6799 - CAPITAL OUTLAY 0.00 0.00 TOTAL CAPITAL OUTLAY 0.00 0.00 Tota112 - ADMINISTRATION 1,013,687.00 1,0�3,612.00 2013 Preliminary Budget Division: ADMINISTRATION 0121- 4123- 0125- 0126- 0127- ADMINISTRATION PERSONNEL- COMMUNICATION INFORMATION TELECOMMUNCA TOTAL-TOTAL Object Annual PAYROLL S TECHNOLOGY TION Annual Account Preliminary Annual Annual Annual Annual Preliminary Budget 2013 Preliminary Preliminary Preliminary Preliminary Budget 2013 Budget2013 Budget2013 Budget2013 Budget2013 WAGES � 217,965.00 � 96,950.00 40,800.00 130,390.00 74,280.00 560,385.00 BENEFITS 98,870.00 14,370.00 6,080.00 53,490.00 12,070.00 184,880.00 WAGES&BENEFITS 316,835.00 111,320.00 46,880.00 183,880.00 86,350.00 745,265.00 6202-OPERATING SiTPPLLES 0.00 1,500.00 0.00 0.00 12,000.00 13,500.00 6210-OFFICE SUPPLIES 2,000.00 1,500.00 500.00 1,000.00 1,000.00 6,000.00 6222-MOTOR FUELS&LUBRICANTS 600.00 0.00 0.00 0.00 0.00 600.00 6240-EQUIPMENT MAINTENANCE 100.00 0.00 0.00 500.00 2,000.00 2,600.00 SUPPLIES&SERVICES 2,700.00 3,000.00 500.00 1,500.00 15,000.00 22,700.00 6310-ATTORNEY 3,000.00 6,000.00 0.00 0.00 3,000.00 12,000.00 G316-EQUIPMENT MAINTENANCE 1,000.00 0.00 0.00 1,000.00 2,000.00 4,000.00 6327-OTHER PROF SERVICES 5,000.00 35,000.00 2,000.00 0.00 15,000.00 57,000.00 PROFESSIONAL SERVICES 9,0OO.OU 41,000.00 2,000.00 1,000.00 20,000.00 73,000.00 6332-POSTAGE 800.00 1,500.00 13,000.00 0.00 500.00 15,800.00 6334-TELEPHONE 5,000.00 0.00 0.00 1,000.00 100.00 6,100.00 6336-PRINTING/PUBLISHING 4,000.00 300.00 11,500.00 0.00 2,000.00 17,800.00 COMMUNICATIONS 9,800.00 1,800.00 24,500.00 1,000.00 2,600.00 39,700.00 6352-LIABILITY 5,000.00 0.00 0.00 1,395.00 0.00 6,395.00 6356-AUTO 80.00 0.00 0.00 0.00 0.00 80.00 INSURANCE 5,080.00 0.00 0.00 1,395.00 0.00 6,475.00 UTILITY SERVICE 0.00 0.00 0.00 0.00 0.00 0.00 6410-SOFTWARE-ANNUAL FEES 0.00 35,000.00 250.00 0.00 9,940.00 45,190.00 6415-SOFTWARE-ANNUAL FEES(IS FUND) 6,000.00 2,000.00 2,000.00 4,000.00 6,000.00 20,000.00 6425 -EQUIPMENT RENT(IS FUND) 400.00 0.00 0.00 0.00 0.00 400.00 6430-BUILDING RENT(IS FLTND) 16,712.00 0.00 0.00 6,640.00 6,680.00 30,032.00 RENTALS 23,112.00 37,000.00 2,250.00 10,640.00 22,620.00 95,622.00 6472-CONFERENCE/SCHOOUTRAINING 7,300.00 30,000.00 600.00 9,000.00 2,000.00 48,900.00 6475-TRAVEL/SUBSISTENCE 3,500.00 650.00 100.00 1,000.00 750.00 6,000.00 6480-DiJES 2,500.00 250.00 100.00 0.00 1,250.00 4,100.00 6490-SUBSCRIPTIONS/PUBLICATIONS 600.00 250.00 0.00 1,000.00 0.00 1,850.00 DUES/TRAINING/TRAVEL 13,900.00 31,150.00 800.00 11,000.00 4,000.00 60,850.00 WELLNESS PROGRAM 0.00 0.00 0.00 0.00 0.00 0.00 SUPPLIES AND SERVICES G3,592.00 113,950.00 30,050.00 26,535.00 64,220.00 298,347.00 MISCELLANEOUS EXPENSE 0.00 0.00 0.00 0.00 0.00 0.00 CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 0.00 ,�, °2��D��S�R�T,I�O�N,�„��*��.?°,�.�'�' �,��.,�,',��380 4 7 0��'225,270 00��7�,,�b.00 �2 0 4�5 0�0 � -,, ,,�,,,� .....,...� . �. .....�..�z..�..�,.... ' , � , . . � : . . . . .° 2013 BudgetRequest Administration Department ➢ General Administration ➢ Human Resources/Personnel ➢ Communications � ➢ Telecommunications . ➢ Information Technology(IT) ➢ Facilities Maintenance (presented last week) Major Responsibilities: Leadership and implementation of Council policies and directives Coordination and oversight of day-to-day City operations Provision of administrative support services 2013 Budget Highlights: Baseline request reflects an increase of 3%over 2012 . Personnel costs increased for administrative support position—offset by decline in personnel costs for City Clerk's office. - Professional services in Telecom budgeted increased by$15,000. Recommendation of the TAC that the City conduct a franchise fee audit. � New Requests for 2013: Additional Human Resources Technician Increase Communications Coordinator from PT to FT Future Year Budget Issues Implementation of Federal Health Reform Law for 2014